PREPARED BY: MATT RODRIGUEZ DATE OF MEETING: 05/20/2024
SUBJECT:
TITLE
CONSIDER AUTHORIZATION TO RATIFY A LETTER TRANSMITTED ON MAY 8, 2024 TO RECYCLEMORE BOARD OF DIRECTORS CHAIR ANTHONY TAVE FROM SAN PABLO MAYOR PATRICIA PONCE REGARDING OBJECTION TO AGENDA 8.1 - POST-COLLECTION AGREEMENT DISCUSSION AND REQUESTING CITY OF SAN PABLO TO RESCIND PREVIOUS COUNCIL DIRECTION ON POST-COLLECTION AGREEMENT PROCESS ON THE RECYCLEMORE JPA BOARD OF DIRECTORS AGENDA OF MAY 9, 2024
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Approve by Minute Order
Body
Compliance statements
Item 202: Develop and Implement Long-Term Environmental Stewardship Goals is an adopted policy item under the FY 2023-25 Council Priority Workplan, effective May 1, 2023.
BACKGROUND
The City of San Pablo is a member agency on the West Contra Costa Integrated Waste Management Authority (Recyclemore) JPA Board of Directors (Board) which manages the Post-Collection Agreement (PCA) process which provides certain solid waste and recycling services for San Pablo ratepayers, and other member agencies in accordance with State law requirements. The current PCA was entered into on January 1, 2014 with Republic Services, Inc., and is set to expire on June 30, 2025. Based on this upcoming expiration of the PCA, Recyclemore staff have been working on the future procurement process for the PCA.
City Council Direction on PCA Process
In anticipation of the PCA procurement process, the City Council adopted Resolution 2023-079 on May 15, 2023 which directed the City’s Recyclemore JPA Board Member representative(s) (i.e. Councilmembers Xavier and Pineda) to: (1) work collaboratively with staff from all member agencies on the development of an open and competitive bidding process for the Post-Collection Agreement (PCA) procurement; and (2) return to the Recyclemore Board for approval before issuing a request for qualifications or proposals for the new agreement.
Previous Recyclemore Board Direction on PCA Process
On February 8, 2024, the Recyclemore Board authorized Recyclemore staff to proceed with an open competitive/request for proposal (RFP) process for the PCA which was approved on a 5-2 vote. (See Attachment)
Recent May 9th Board Action on PCA Process
Following formal Board direction provided to Recyclemore staff on the PCA process on February 8, 2024, listed under Agenda Item No. 8.1 - PCA Discussion on the posted May 9, 2024 Recyclemore Board Agenda, Recyclemore staff referenced the results of the recent solid waste franchise collection and procurement process being conducted jointly by both the Cities of Richmond and San Pablo which recently yielded one (1) proposal from its open competitive/request for proposal (RFP) process.
Note: The City’s status on any formal procurement or solicitation process, per the City’s adopted purchasing regulations, with respect to any contemplated contract or professional services should have any bearing on the policy consideration before the Recyclemore Board pertaining to the PCA process (which is an independent and separate policy matter which has already been acted upon by Board action on February 8, 2024).
As a result of the Richmond and San Pablo solid waste collection procurement process, Recyclemore staff suggested to the Board that it potentially reconsider the previous Board direction from February 8, 2024 via majority vote on the PCA process citing market conditions, and to bring more relevance to an RFQ/sole source negotiations option with the current PCA service provider, Republic Services, Inc. Additionally, Recyclemore staff had requested under the Agenda 8.1 discussion item that the Board also consider directing the City Councils of Richmond and San Pablo to rescind their previous City Council actions which previously supported an open competitive/request for proposal (RFP) process for the current PCA.
City of San Pablo Response
On May 8, 2024, San Pablo Mayor Ponce transmitted a letter to Board Chair Anthony Tave (representing member agency - City of Pinole) to indicate the City’s opposition to Agenda Item No. 8.1 being discussed by the Board, and to the actions being recommended by Recyclemore staff. Further, the Mayor’s letter also reiterated that the San Pablo City Council, via majority vote, had already acted on May 15, 2023 via Resolution 2023-079 regarding its direction to the City’s Board representatives on the PCA process, and would not be reconsidering such action (See Attachment).
City Manager Recommendation
Tonight, the City Manager recommends that the City Council ratify Mayor Ponce’s letter transmitted on May 8, 2024 to Recyclemore Board Chair Anthony Tave which is in direct alignment with previously adopted City Council action per Resolution 2023-079 on May 15, 2023.
FISCAL IMPACT
None associated with this report.
ATTACHMENTS:
Att A - Minutes from Recyclemore Board Meeting on February 8, 2024 re: PCA Direction (Agenda Item 8.2)
Att B - Letter dated May 8, 2024 from San Pablo Mayor Ponce to Recyclemore Board Chair Anthony Tave re: Opposition to Agenda 8.1 - PCA Discussion on Board Agenda for May 9, 2024
Att C - Agenda 8.1 - PCA Discussion on Recyclemore Board of Directors Posted Agenda for May 9, 2024