For City Council Meeting April 8, 2025
TO: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Brian Park, Fire Chief
Title
Request the City Council to: (1) Award a Professional Services Agreement to GrayMar Environmental, LLC for Hazardous Materials Cleanup Services for an Annual Not-to-Exceed Amount of $100,000, With Four Additional One-Year Renewal Options Based on Satisfactory Performance, and (2) Authorize the City Manager to Execute the Agreement and any Subsequent Annual Extensions Within the Contract Terms.
Body
RECOMMENDATION
Staff recommends that the City Council:
1. Approve the contract for hazardous materials cleanup services to GrayMar Environmental, LLC for a one-year term, not to exceed $100,000, with the option for four additional one-year renewals based on satisfactory performance, and
2. Authorize the City Manager to execute the agreement and any subsequent annual extensions within the approved contract terms.
BACKGROUND
The City of Rialto Fire Department, in coordination with the Public Works Department, is responsible for the proper handling and disposal of hazardous materials within the City limits, in the public right of way. The City currently relies on external hazardous waste cleanup providers for emergency response and routine hazardous waste disposal.
The previous contract for these services was held by Hunter Consulting, which expired on January 30, 2025. To ensure continuity of services, the City issued Request for Proposal (RFP) #25-003 on October 29, 2024, seeking qualified firms to provide hazardous waste cleanup services.
PROCUREMENT PROCESS
The RFP process was conducted through PlanetBids, with proposals due by November 13, 2024. The City received multiple proposals, which were evaluated based on the following criteria:
• Understanding of the City’s hazardous waste service needs (20 points)
• Approach in delivering hazardous services (30 points)
• Proposer’s qualifications and experience (30 points)
• Proposer’s resources and capacity to perform (20 points)
• Local business preference (5 bonus points)
An evaluation committee reviewed the proposals and selected GrayMar Environmental, LLC as the highest-ranked proposer based on their qualifications, experience, and ability to service the City. The evaluation score results are attached for reference.
PROPOSAL EVALUATION CRITERIA
This solicitation has been developed in the Request for Proposals (RFP) format. Accordingly, firms should note that the City considers multiple criteria in selecting the most qualified firm. Consistent with Federal, State, and local laws for the acquisition of professional services, price is NOT an evaluation criterion. Cost proposals are not considered during proposal evaluations. Upon selection of the most qualified firm, the associated cost proposal is used as a basis for contract negotiations. Should successful negotiations not occur with the highest-ranked firm, the City may, at its sole discretion, enter negotiations with the second-highest-ranked firm, and so on.
LENGTH OF CONTRACT
The initial contract will be for twelve (12) months. All proposals were submitted based on this initial one-year term. The contract may be extended by the City for up to four (4) additional one-year renewal periods under the terms and conditions of the original contract, upon execution of an amendment by both parties. If the City elects to extend the agreement for an additional one-year period, the parties shall negotiate pricing for such period before its commencement. Any negotiated price increase shall not exceed the percentage change in the United States Bureau of Labor Statistics Consumer Price Index "All Urban Consumers for Los Angeles, Riverside, and Orange County, CA" (CPI) for the most recent twelve months available. This pricing methodology shall apply to each extension period. The additional years will only become effective upon the issuance of a duly authorized Purchase Order by the City.
ANALYSIS/DISCUSSION
The selected vendor has demonstrated expertise in hazardous materials management, emergency response, and regulatory compliance. Key benefits of this contract include:
• Operational Efficiency: The vendor is equipped to provide 24/7 emergency response, ensuring prompt hazardous material cleanup.
• Regulatory Compliance: The vendor meets all federal, state, and local hazardous materials handling regulations.
• Cost-Effectiveness: The contract pricing structure is competitive and aligns with the City’s budget constraints.
• Continuity of Service: Ensures a dedicated provider rather than relying on multiple vendors, reducing response time and service delays.
ENVIRONMENTAL IMPACT
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
The approval of this contract aligns with the City’s goals for public health, safety, and environmental sustainability. This action supports the City’s commitment to responsible hazardous materials management and emergency response by ensuring:
Goal 5-2: Reduction of hazardous waste risks to the community.
Goal 5-5: Strengthening emergency preparedness and environmental safety initiatives.
Goal 5-8: Ensuring that first responders have the necessary resources to mitigate hazardous material incidents effectively.
LEGAL REVIEW
The City Attorney's Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
The contract is user-based and has a not-to-exceed limit of $100,000 for the initial one-year term with an option to extend the contract for up to four additional years on satisfactory performance and approval. Funding for these services is allocated within the Fire Department’s operating budget.
Capital Improvement Budget Impact
There is no impact on the capital improvement budget.
Licensing
Prior to the execution of the agreement, the selected vendor shall obtain a City of Rialto Business License and comply with all required local, state, and federal hazardous materials handling certifications and permits.