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AMENDMENT NO. ONE TO CONTRACT K-1920-33: BY AND BETWEEN THE NORMAN UTILITIES AUTHORITY AND CLEAN EARTH OF ALABAMA, INC., INCREASING THE CONTRACT AMOUNT BY $15,060.40 FOR A REVISED CONTRACT AMOUNT OF $117,060.40 TO PAY FINAL COSTS FOR THE HOUSEHOLD HAZARDOUS WASTE COLLECTION EVENT HELD AT LLOYD NOBLE CENTER ON NOVEMBER 2, 2019 AND BUDGET APPROPRIATION FROM THE WATER RECLAMATION FUND BALANCE.
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BACKGROUND: The City of Norman has been conducting an annual household hazardous waste collection event since 1999. The City Council appropriated $106,000 in the Fiscal Year Ending (FYE) 2020 budget to provide citizens of Norman an environmentally sound method for disposal of household-generated hazardous waste (HHW). Request for Proposal (RFP) 1920-14 was sent to four (4) firms on August 4, 2019. Two (2) firms submitted technical and cost proposals on August 14, 2019, in accordance with the RFP. The Review Committee, consisting of three (3) staff members, evaluated the firms based on their technical proposal and selected Clean Earth of Alabama, Inc. as the most qualified proposal. On September 10, 2019, the Norman Utilities Authority (NUA) executed Contract K-1920-33 in the amount of $102,000.
DISCUSSION: The collection event was successfully completed on November 2, 2019, and approximately 1,400 households participated. All collected waste was safely removed and provided the residents of Norman an environmentally sound method for disposal of household-generated hazardous waste. Costs for the event were projected based on historical data; however, the invoice totaled $117,060.40 or $15,060.40 greater than the original contract amount of $102,000 with Clean Earth of Alabama. The increase in costs is due to the increase in the volume of waste that was collected, transportation costs, and equipment rental.
The FYE 20 budget appropriated $106,000 for the event in Other Business Services account (32955343-44199). In addition to the $102,000 contract with Clean Earth, other expenses including Lloyd Noble Center parking lot rental and electronics disposal. To provide sufficient funds for the increased contract amount and other expenses, an additional $15,500 needs to be appropriated from the wastewater fund to cover the cost of this event.
RECOMMENDATION: Staff recommends the NUA approve Amendment No. 1 to Contract K-1920-33 to increase the contract amount by $15,060.40 for a revised contract amount of $117,060.40 and appropriate $15,500 from the Water Reclamation Fund Balance (32-29000) into Other Business Services account (32955343-44199).