Memorandum

DATE:      July 27, 2005

TO:           Mike Wildgen, City Manager

FROM:     Mollie Mangerich, Operations Supervisor

RE:           Agenda item

CC:           Debbie Van Saun, Chuck Soules, Bob Yoos, Tammy Bennett

Please place the following item on the City Commission agenda for consideration at the next available meeting (August 2^nd ):

Project Description.  Staff is recommending selection of a contractor to provide collection, disposal, and technical assistance services for hazardous waste generated from households and qualified small quantity generators located in Lawrence and Douglas County, Kansas.

Project Description/History.   The Lawrence / Douglas County Household Hazardous Waste (HHW) Program has been in operation since 1994.  The fixed facility is located at 711 E. 23^rd Street, Lawrence, KS.  In 2004, the Household Hazardous Waste (HHW) Program collected over 147,000 pounds of regulated and non-regulated wastes from 2,483 households and 67 qualifying small quantity generator businesses.  This represents an increase of 51% increase in participation rate from 2003 and a 48% increase in wastes accepted. 

Project Status.  An RFP was conducted for this project as per the City’s RFP procedures.  Six hazardous waste contractors submitted proposals to the RFP: Philip Services Corporation, Waste Express, Clean Harbors, Univar USA Inc., Onyx, and Heritage Environmental.

Careful review of the submitted proposals concluded that the Public Works Department recommends that the City Commission approve an agreement with Univar USA Inc. for household hazardous waste collection, disposal services and technical assistance for one (1) year with options to renew annually for up to three (3) additional years providing funds are available.  

Univar USA Inc can provide: (a) the lowest disposal costs of all applicants based on direct comparison of unit costs, as weighted by historical and projected usage factors;   (b) technical assistance and training to Waste Reduction and Recycling staff as communicated within the RFP; (c) ability to provide collection services to Small Quantity Generator facilities at the most reasonable fee; and  (d) proposed facilities owned or operated by its subcontractors have a demonstrated compliance record and are able to handle hazardous and non-regulated waste in a safe and environmentally sound manner.

The contract specifies pricing by material collected.  Actual expenditures under the contract will vary by materials brought in by residential customers and services required by small quantity generators on a reimbursement basis. The estimated value of the contract based on historical disposal requirements would be $55,000.00.

Project Details.  Hazardous and non-regulated wastes are shipped monthly from the Lawrence/Douglas County Household Hazardous Waste Facility.   Changes in operations (from once/month collection events to staffed hours throughout the week) have led to significant growth in the program’s participation and waste acceptance rates.  Increased processing of materials has necessitated increased on-site technical assistance provided by our hazardous waste contractor.  Growth in the Small Quantity Generator Program requires onsite visits by staff, hazardous waste inventories and education regarding pollution prevention.  This popular program experienced a 63% increase in participation last year and is considered by qualifying businesses, institutions and schools an affordable and environmentally safe option for hazardous waste disposal.

Project Funding.  Hazardous Waste collection, disposal and technical assistance services were budgeted in the 2005 operating budget under “Other Contractual Services -Household Hazardous Waste” line item.

Action Request.   Staff is recommending the City Commission authorize the City Manager to enter into this contract with Univar USA, Inc. for household hazardous waste collection, disposal services and technical assistance for one (1) year with options to renew annually for up to three (3) additional years providing funds are available.   The annual estimated value of the contract based on historical disposal requirements would be $55,000.00.