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RESOLUTION NO. 2014-170 OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AN AMENDMENT TO THE AGREEMENT BETWEEN THE CITY AND I LOVE A CLEAN SAN DIEGO FOR TWO ADDITIONAL YEARS WITH FOUR, ONE-YEAR OPTIONS
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RECOMMENDED ACTION
Recommended Action
Council adopt the resolution.
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SUMMARY
The Environmental Services Section of the Public Works Department was recently awarded a $916,800 grant from CalRecycle. City staff is requesting Council approval of an addendum to the existing contract with I Love A Clean San Diego (ILACSD) to include this new grant work. ILACSD will continue to perform the same work they currently provide in order to meet the objectives of the regional grant. The new contract term will be two years with four, one-year renewal options, not to exceed $160,000 annually.
ENVIRONMENTAL REVIEW
The Development Services Director has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a "Project" as defined under Section 15378 of the State CEQA Guidelines because the proposal consists of a continuing administrative action involving the renewal of a current waste management franchise agreement that will not result in direct or indirect physical changes to the environment. Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA review.
BOARD/COMMISSION RECOMMENDATION
Not Applicable
DISCUSSION
Chula Vista was successful in winning a $916,800 regional grant for the used oil and used oil filter recycling program. The funds will be used for public education, outreach, and hotline referral services for unincorporated San Diego County and the cities of Chula Vista, Imperial Beach, National City, Coronado, Lemon Grove, La Mesa, El Cajon and Santee. This was the largest grant award under the Department of Resources Recycling and Recovery's (CalRecycle) used oil program. CalRecycle encouraged jurisdictions to form regional partnerships when applying for the grant to concentrate funds and maximize regional results for the program. The term of the grant is two years and will focus on countywide used motor oil and oil filter recycling public education and outreach split into two, one-year campaigns.
One of the work projects under the grant is continued work with I Love A Clean San Diego (ILACSD) to use their well-known regional environmental information referral services - a bilingual telephone hotline, 1 (800) 237-BLUE (2583), and their online search database, www.wastefreesd.org <http://www.wastefreesd.org>. ILACSD offers a broad range of expertise in environmental education program design and implementation, and, environmental issue outreach which includes resource conservation, waste reduction and recycling, community enhancement, and pollution prevention. ILACSD provides staffing for environmental work such as used oil filter exchanges, age-appropriate classroom presentations, volunteer coordination for community clean-ups, etc. ILACSD is a private 501(c)(3) nonprofit organization. Staff is requesting City Council approval of an addendum to the existing contract with ILACSD to include this new grant work. ILACSD will be providing the same services they are currently providing for the South Bay and East County Used Oil Program; however, the extent of these services will increase now that unincorporated areas of the County are included in the grant. The new contract term will be two years with four, one-year renewal options, not to exceed $160,000 annually.
City staff bid out these services several years ago for the original agreement. Two bids were received, one from ILACSD and the other from the Solana Center for Environmental Innovation, which is based in Encinitas. The Solana Center for Environmental Innovation's proposal included subcontracting most of the work to ILACSD to avoid having Solana Center staff driving from Encinitas to Chula Vista. The County of San Diego bid out these services around the same time, and reached the same conclusion. With both jurisdictions working on the same type of grant program development and promotion, costs have been reduced even further through joint development efforts.
The City's current contract with ILACSD is within the first, one-year extension of the original contract. Staff is requesting Council approval of the addendum to the contract which reflects the new grant work in addition to existing contract work and includes an extended term to cover the time period of the new grant, with corresponding increases in the respective service fees. Listed below are the summaries of the work agreements for each program project covered by the contact. Copies of the detailed scope of work for each program have been included as attachments to the contract.
· South Bay and East County Used Oil Payment Program Grant - Chula Vista, Coronado, El Cajon, Imperial Beach, La Mesa, Lemon Grove, National City, Santee, Oil Payment Program Fund, = $38,500
o School/Organization Environmental Education Presentations - minimum of 20 and a maximum of 50 within all participating jurisdictions. Topics will include used motor oil and oil filter recycling, storm water pollution prevention, and additional topics requested by the Regional Program
· New Regional Used Oil Competitive Grant Program - Chula Vista, Imperial Beach, La Mesa, Lemon Grove, National City, Santee and unincorporated San Diego County Used Oil Competitive Grant Fund, = $72,000 (per year, two year program)
o Staff time to answer increased volume of calls to the bilingual hotline 1 (800) 237-BLUE during the two, one-year campaigns
o Tracking and reporting on hotline and database usage throughout the region
o Communications and meetings with regional partners
o Present updates on campaign's success and database stats to regional partners
o Programming and design improvements to the database as necessary
o Associated fees for web hosting, phone, and internet
· Environmental Education Presentations to the Chula Vista Elementary School District and the Boys & Girls Club of South County, Environmental Services Fund, = $27,750
o Environmental Education Presentation Updates - ILACSD continually updates the educational presentation to be current, more effective, engaging, and inspiring; recently added topics include composting of organic materials and energy and water conservation
o Environmental Education Presentations - 35 presentations at Chula Vista schools and organizations
o Environmental Education Afterschool Program - four-week afterschool program for attendees of the South County Boys and Girls Club, Chula Vista. Four-part program to include waste reduction, recycling, composting, and household hazardous waste
o Recreation Day Camp sites may be added as we move forward for an additional charge
· Beautify Chula Vista Day - coordination and outreach assistance for annual litter clean-up event, Litter Reduction Grant Fund, = $11,635
I Love A Clean San Diego will:
o Attend planning meetings
o Apply updates to the Beautify Chula Vista website
o Solicit in-kind donations through local vendors
o Manage online volunteer registration and follow-up with large groups
o Assist in defining teams and work areas
o Market event through ILACSD volunteer base and media contacts
o Correspondence with volunteers
o Outreach to local community groups, schools, and places of worship to recruit volunteers
o Manage onsite registration and volunteer check-in
o Assist with recruiting team leaders
o Provide assistance as needed, e.g. food service, raffles, etc.
o Utilize ILACSD vehicles at the event to support trash bag pick-ups throughout the event's area of focus
These projects total $149,885 in the first year and $150,045 in the second year. The "not-to-exceed" amount of $160,000 allows for additional activities such as classroom presentations and oil filter exchange events, if needed, upon approval of the Environmental Services Program Manager. The impact of the commercials and other outreach strategies may generate requests for more presentations and activities than we currently have scheduled within the work tasks.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site specific and consequently, the 500-foot rule found in California Code of Regulations section 18704.2(a)(1), is not applicable to this decision. Staff is not independently aware, and has not been informed by any Council member, of any other fact that may constitute a basis for a decision maker conflict of interest in this matter.
LINK TO STRATEGIC GOALS
The approval of the contract addendum with I Love A Clean San Diego supports the Healthy Community strategic goal of the City by providing used motor oil and oil filter recycling and educational outreach. The objective is to avoid the illegal dumping of motor oil on the ground, storm drains and landfills and recycle motor oil into viable new products.
CURRENT YEAR FISCAL IMPACT
All expenses associated with this contract are covered by CalRecycle grants and the Environmental Services Fund. City Council action will increase the contracted amount with I Love A Clean San Diego from $70,000 per year to a maximum of $160,000 a year (not to exceed).
The fiscal year 2014/15 adopted budget includes funding for this project in the Waste Management and Recycling Fund. No additional appropriations are needed as a result of this change.
ONGOING FISCAL IMPACT
The contracted amount with I Love A Clean San Diego will increase from $70,000 per year to a maximum of $160,000 (not to exceed) per year due to increased work to meet the objectives of the new CalRecycle Grant. All expenses will be covered by CalRecycle Grant Funds and the Environmental Services Fund.
Budget appropriations for future years will be considered by the City Council as part of the normal budget development process.
ATTACHMENTS
Current contract with I Love A Clean San Diego
Draft Addendum #1 to the Contract
Staff Contact: Lynn France, Environmental Services Program Manager, Public Works Department, extension 5790.