Recommendation to Provide an Update on Two-Step Procurement Process for Alameda’s Integrated Waste Franchise; Authorize the City Manager to Execute an Amendment to the Franchise Agreement between the City of Alameda and Alameda County Industries (ACI) Providing to the City a Maximum 18 Month Extension Option, as Needed; and Authorize the City Manager to Execute a First Amendment to the Service Provider Agreement with Hilton Farnkopf & Hobson Consultants, LLC (HF&H) for Solid Waste Agreement and Procurement Consulting, in an Amount Not to Exceed $74,025, with the Option of Three One-Year Extensions, for a Total Five-Year Compensation Not to Exceed $403,200. (Public Works 274)
I'm giving away on mute. Sorry. Recommendation to provide an update on two step procurement process for Almeida's integrated waste franchise. Authorize the city manager to execute an amendment to the franchise agreement between the City of Alameda and Alameda County Industries, providing to the city a maximum 18 month extension as needed, and authorize the city manager to execute a First Amendment to the service provider agreement with Hilton Furnished and Hobson consultants for Solid Waste Agreement and Procurement Consulting in an amount not to exceed 74,000. Thank you. I miss the court. Are you are you on this one, too? All right. So good evening, Mr. Mayor, and members of the city council. And good evening. The court pertinent to this item will provide city council with an update on the call for negotiation with L.A. County Industry API for a new franchise agreement, and also . Include. Delegation of authority to the city manager to execute a short term extension to the term of the existing agreement with the city, if needed. To allow for additional time to complete the full force process. Additionally, staff is recommending amending the existing agreement with EXAMINEES for a continued solid waste agreement support including the support to complete the procurement process and negotiation of a new franchise agreement. So walk us through the update in the short term extension. I'll turn it over to Lauren Barbieri with each update for a brief presentation. We have a couple of slides with time, but we will keep it brief and full handed over to Lauren. All right. Thank you. Greetings. Hi there. Hi. Yeah, it looks like I don't have video, but I do have audio, so I'll just. Okay. So, yeah. Thank you. Thank you, Madam Mayor and Councilmember. Thank you for having me tonight. I would be very quick here, but to start off, you can go to the next slide. First of all. Okay. So we'll start off with some real quick context. The city has maintained a contract with ECI since 2002, and that agreement covers collection of recyclables, organics and trash, and it expires in 2022. Back in February of this year, council directed staff to engage in a two step process like that, wherein the city negotiates with API on a sole source basis first and then releases the contract to a competitive bidding process. If the sole source negotiations don't result in a satisfactory deal, something to keep in the back of your mind. We'll come back to this is that competitive processes of this kind really required 24 months from start to finish. So that's our context. Next slide, please. Okay. So where are we in this two step process? We are well into step one. Last month, we provided negotiation tools to ECI. We are, of course, providing a brief update tonight, and we will be negotiating with ECI in earnest through the summer. I will get to the extension option in a minute, but we can keep that seat planted there for now. If negotiations go well, we would expect a final agreement by the end of this year. But if it becomes evident that we aren't going to reach an agreement with the ECI through a full force environment, we would launch a competitive process that would be completed by late 2021, which then leaves 12 months for the selected new contractor to procure equipment and prepare for that transition. Next slide, please. So a little more detail on what has been done to date. We have agreed to a communication policy in order to maintain the confidentiality of negotiations, discussions, and also to ensure that we aren't getting or creating any unfair conditions if we do end up in a competitive environment. We have completed a comprehensive program design process. And prepared a new draft agreement, which will be the basis of our negotiations discussions. That draft has been provided to HCI for review. We have had a preliminary program scoping discussions with HCI through biweekly meetings up until now and will be engaging in detailed cost and contract discussions beginning this month. Next slide, please. So this brings us to the other elements of this item, which is the proposed extension option. The existing agreement really could not be repurposed as is for another ten or more years, and nor would we really want it to be so. There needed to be a significant amount of effort dedicated to the front end of this process. And then, unfortunately, as you know, a lot has happened in the world since staff was lost before you in February to discuss the two step process. So to ensure that the integrity of both the full source negotiations with HPI and the potential competitive RFP is both preserved. A staff is proposing and ACR has agreed to an amendment to the current contract that would do the following. So if the parties have entered into sole source negotiation, and if in the city manager's opinion negotiations are going well but aren't done, the city manager would have the sole option to trigger an extension of the current ACA contract at the current terms that would last up to 18 months. So really what having this tool in the city's pocket does is ensure that both processes are able to be managed in a responsible and thoughtful way. And it also mitigates what would otherwise be significant process and schedule pressure resulting from conditions that are outside of either parties control. Next slide, please. And that's it. So as I said, we tried to keep it brief, but I'm of course, happy to hang on the line as long as needed for any questions or to revisit any of the. Speaking more muted. Um, thank you, Ms.. Barbieri. I am going to just interrupt for a moment because before 11:00, we have to take a vote to whether to finish our entire agenda. And so it is 1053 and what we have left council is item six is up next and there are two submitted comments on that one item six G has a submitted comment and then there actually for additional comments under oral communication that we have item nine A which is the Council referral and item ten a transfer informational item with no action. So I count council member Vela, you've got your hand up to make a motion I think. Yes, I was going to move to here the remaining balance of the two regular agenda items and the public comment and then see if we could continue nine A and ten to our special meeting next week. Okay. That's been moved and I would my goal is always and I think it would be doable with your motion is always that we end before just before midnight no later than 1159. Vice Mayor Sanders. Is that. I will second that with the goal of being done well before midnight. Every minute council and city tradition has attended. Yes, I recommend the council set a time for the continued for the continued meeting because we could not continue this meeting into the special meeting, but you could set it one minute before the start of the special meeting. That would be my do that. Okay. Have a happy to do that. I believe there is a closed session that starting before the special meeting. Just help me understand how that will all work. Yeah. The session is part of this special meeting, so my recommendation would be that you start this one at 559 and then you could I'm sure you continue this regular meeting to 559 and next Tuesday, and then you can finish that up and you start the special meeting with your closed session and go on with the rest of the special meeting. I'm fine with that. Okay, let's see. Let's hear from let's hear from. Council member Odie has just handed them back to Vice Mayor. Thanks. I mean, I know you and I wrote this report together, but I'm fine pushing it to the next regular meeting. Oh, yeah? Yeah. That's no big deal. I can wait till then to. So. Okay. Back to you, Vice Mayor. I was going to ask if we could just quit at 701. So that came after the bigger we didn't have to. So city. Attorney's not in. The next regular meeting or the special meeting. I like the 701. That sounds marvelous. Yeah. So moved. Okay. All right. And still seconded. All right. May we have that roll call vote with. Councilmember de. San? All right. Next flight. Hi. Hi. Bella. I may. Or as the. Ashcroft I that. Carries by five eyes. Thank you. Thanks, everyone. This 3 minutes to 11. Okay. Ms.. Barbieri, um, you are back on. Thank you. Well, I had wrapped up my present, so I'm happy to answer any questions. Okay. So cancel any questions from anyone. And that counts every day. Yes. So I clearly understand the part where the city manager can basically, you know, throw a red flag or whatever they do in soccer, um, to indicate that, that, that for whatever reason, he thinks that we should move forward to a, to an RFP or a bidding process. I think that's what I read. But here's my question, because I didn't see this in the report. Does this empower the city manager if he finds that negotiations are going great with HCI and that that that he wants to seal a deal, does this empower the city manager than to lock us into a ten, 20 year agreement or the city council have the vote as to that long term agreement? That's my. Yes, that is a great question. So, no, this does not give the city manager the ability to sign the next contract without getting back to the council. So we needed to know. What this would do. Is it instead, if we're in negotiations and they're going well, but we're thinking, shoot, you know, we're really bumping up against the deadline and that's going to compromise our ability to get a good deal. It gives us more time to finish that deal. Okay. Okay. Thank you. Okay. Any other comments or questions? Council. All right. Have an emotion. They're in action, but we're just doing just an update. I thought we needed to so that the action would be to take it. And that city attorney should probably clarify, but it would be to authorize the city manager to write the sentence. Yeah, that's it's two part to authorize him to execute the amendment. And and there's two. Oh. So moved. Oh, right. Okay. It's been moved by Vice Mayor Knox. Right. Seconded by Councilmember Vela. Any discussion? Seeing. And may we have a roll call vote, please? Councilmember Desai. I. Hi. Hi. I may or as the Ashcraft. I. That carries by five eyes. All right. Thank you. Thank you. Thank you, Mr. Card. Ms.. Barbieri, Mr. Robinson, nice to see you. And Mr. Chin. Thank you all. And staff. Mr. Burton, did you want to say something? Yes, I. Just want to confirm that that's what I make sure I'm not. I mean, I just want to make sure that we got both of the motions. So it was it was extending the contract for up to 18 months, but also. To execute the First Amendment, correct? Yep. Okay, perfect. I just want make sure we're all in there. Thank you very much. Yeah. All right. Thank you all. All right, moving right along. We are now on six s madam quick. Recommendation to authorize the city manager to disperse money donated to the fund wide. Alameda Strong Community Relief Campaign as follows 60% to small businesses, 20% to nonprofit organizations, and 20% to Alameda renters.