TO: Board of Directors
FROM: Amanda Griffis, Supervising Environmental Resource Specialist
REPORT BY: Amanda Griffis, Supervising Environmental Resource Specialist
SUBJECT: Amendment to Agreement for Household Hazardous Waste Collection
RECOMMENDATION
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APPROVE AMENDMENT TO AGREEMENT FOR HOUSEHOLD HAZARDOUS WASTE COLLECTION. DISCUSSION AND REQUESTED ACTION: Staff recommends Chair sign Amendment No. 1 to Agreement No. 250242D with Clean Earth Environmental Solutions, Inc., amending the rates of compensation, increasing the maximum amount allowed under the agreement per fiscal year to $74,000 and updating insurance requirements.
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BACKGROUND
Upper Valley Waste Management Agency (UVWMA) has an agreement with Clean Earth Environmental Solutions, Inc. (Clean Earth) to provide mobilization for temporary hazardous waste collections events as well as disposal of collected materials. The agreement is currently in the second year of a three-year agreement. Clean Earth provides excellent service to UVMWA and members of the public that utilize the semiannual events.
The current agreement with Clean Earth allows for rate increases not more frequently than once per calendar year. In June 2025 Clean Earth staff have notified UVWMA of a proposed 6.7% rate increase to accommodate increases in transportation, disposal, and labor costs. After negotiations with Clean Earth, the final rate increase ranges from 3% to 5% depending on the item or task. Due to delays working with Clean Earth’s legal team, the amendment was not finalized before the fall 2025 event. There are no contract needs with Clean Earth between the fall and spring hazardous waste events, due to that the agreement is being brought forward for consideration for new rates to be effective for the upcoming hazardous waste event.
Due to the increase in costs, the maximum allowed under the agreement per fiscal year is being increased from $70,000 to $74,000.
The insurance requirements are being updated with this amendment. The City of Calistoga requires pollution legal liability insurance. UVWMA does not carry this type of insurance and an estimate to carry that insurance was approximately $10,000 annually. Due to this high cost, UVWMA negotiated with Clean Earth for Clean Earth to provide the coverage required by the City of Calistoga and provide a certificate or additionally insured to the City of Calistoga.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Operating Revenues |
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Is it Mandatory or Discretionary? |
Mandatory |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Rates will be effective into FY 26/27 |
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Consequences if not approved: |
UVWMA will not have a contractor for mobilization and removal of household hazardous waste at collection events. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.