Title
Resolution to Approve Amendment Number 1 to Contract with The Ecology Center Inc., for MRF Education Center Tours ($7,582.12/year six, $7,809.58/year seven)
Memorandum
Attached for your review and consideration is a resolution to approve an amendment to the existing five-year contract with the Ecology Center, Inc., for MRF Education Tours to extend the contract for an additional sixth year, with an option for an additional one-year renewal.
Ecology Center, Inc. satisfactorily performed the existing contract and provided the professional services it required and is best qualified and competent to continue on through these short extensions, the terms of which are fair and reasonable, and which are deemed practical and reasonable for the City to enter.
When the City closed the Materials Recovery Facility (MRF) in July of 2016, the MRF was no longer available for tours, thus eliminating the Ecology Center access to the facility for tours or storage of materials. The City reduced the scope of the subject contract eliminating classroom and group tours at the MRF, and keeping the ten (10) monthly environmentally themed educational open houses, but at a different public facility. These sessions are currently held at the Westgate Branch library. Each open house is a once-a-month drop-in themed craft event, with Ecology Center staff being available for three hours for each event.
The Solid Waste Resources Management Plan (SWRMP) will be examining the City’s education and outreach methods for the various aspects of the City’s solid waste programs, and providing recommendations on these efforts as part of that project’s deliverables. While this examination is taking place during the 12-15 month duration of the SWRMP, it is desired to continue to utilize the contracted services by the Ecology Center for the current education services without interruption. The option for a second one-year option is included in the amendment in the event that the SWRMP recommendations for outreach and education have a lengthy lead time to implement. The contract already includes a minimum 30-day notice to end the contract, which could be utilized if the SWRMP recommendations are implemented prior to the end of the new contract term.
Budget/Fiscal Impact
The funding for this contract has been included in the FY19 Solid Waste Fund (60%) and the Water Fund (40%), both within the Public Services Area approved FY19 budgets, and the same funds and percentages for FY20 if approved during the next budget process.
Sustainability Framework
The work completed under this contract furthers the Engaged Community, Safe Community, Clean Air and Water, Healthy Ecosystems, and Responsible Resource Use goals of the City’s Sustainability Framework.
Staff
Prepared by: Cresson Slotten, Systems Planning Manager
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, The City began offering recycling education in 1982;
Whereas, The City’s Solid Waste Resources Management Plan (SWRMP) will be examining the City’s education and outreach methods for the various aspects of the City’s solid waste programs, and providing recommendations on these efforts as part of that project’s deliverables;
Whereas, This examination is part of the twelve to fifteen month duration of the SWRMP and it is desired to continue to utilize the monthly open house educational services provided under the current contract with The Ecology Center Inc., for MRF Education Center Tours without interruption during this examination;
Whereas, These services will be provided for an additional period of one (1) year, with the City reserving an option to extend the agreement term for one additional one-year period;
Whereas, Ecology Center, Inc. satisfactorily performed its existing contract with the City and provided the professional services it required and is best qualified and competent to continue on through these short extensions, the terms of which are fair and reasonable, and which are deemed practical and reasonable for the City to enter; and
Whereas, City Council wishes to grant the City Administrator authority to extend the agreement for an additional one-year period;
RESOLVED, That City Council approves Amendment Number 1 to the contract with The Ecology Center, Inc. for MRF Education Center Tours extending the contract term for one year in the amount of $7,582.12 funded by the FY19 Solid Waste Fund ($4,549.27) and the FY19 Water Fund ($3,032.85), and including a provision that the agreement may be extended for an additional one-year period, subject to the availability of funding;
RESOLVED, That funding for the agreement in the FY19 and subsequent budgets be made available without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to form by the City Attorney and approval as to substance by the City Administrator;
RESOLVED, That City Council authorizes the City Administrator to approve an additional one-year extension of the Agreement; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.