22-097 Service Order #11 dated 6-10-24 HF&H Consultants SO 11 Solid Waste Consulting PO 2024-435MASTER AGREEMENT #:MA Date:
Maximum Compensation:
Consultant:Firm Name:
Address:
Contact:
Email Address:
Project Name:
City Project Management
Managing Department: Public Works Project Manager:
Fiscal/Budget :
SO Acc't #:PO #:
Project #:Date:
Approvals:
Date:
Date:
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above
fund for the above contract as estimated and that fund are available as of this date of signature
City Finance:Date:
Consultant:
Manager:
Management Analyst
Master Agreement Maximum Compensation:
Master Agreement Unencumbered Balance:
Total Previously Encumbered to Date:
MA End Date:
Encumbrance this Service Order:
City of Cupertino Master Agreement Service Order
N/A
TBD
Attachment A: Includes Description of Project, Scope of Service, Schedule of Performance and
Compensation
Description: (simple project description if appropriate)
2023-004 7/26/2022
$350,000 8/31/2025
HF&H Consultants, LLC
201 N Civic Drive, Suite 230 Walnut Creek, CA 94596
Peter Deibler
pdeibler@hfh-consultants.com
(925) 977-6968
Solid Waste Consulting- SO #11X
X
CITY OF CUPERTINO
MASTER AGREEMENT CONSULTANT SERVICES
SERVICE ORDER NO. 11
Ursula Syrova
$350,000.00
$289,217.00
$59,935.00
$848.00
520-81-801 750-174
5-9-2024
Peter Deibler May 10, 2024
May 10, 2024
May 10, 2024
City of Cupertino
Service Order 11 – Post-Collection Phases 1 and 2
February 23, 2024
HF&H Consultants, LLC 1
SERVICE ORDER 11 – POST-COLLECTION PHASES 1 AND 2
Background
The Post-Collection Process (Process) entails obtaining long-term options for the processing or disposal of
solid waste and processing of construction and demolition materials (C&D) collected by Recology. After
meeting with Public Works management staff on January 30, 2024, HF&H developed a revised schedule
with four phases for completion of the Process as follows:
• Phase 1: Issue a Competitive Disposal and C&D Request for Proposals (RFP) and Review Responses
• Phase 2: Conduct Initial Negotiations with Sunnyvale Regarding the Potential for Processing City
MSW at the SMaRT Station
• Phase 3: Facilitate City Council Review of MSW Processing and Disposal Options
• Phase 4A: Finalize SMaRT Station MSW Processing Arrangements for City Council Award
• Phase 4B: Finalize C&D or, Disposal and C&D Agreement(s) for City Council Award
Phases 1 and 2 will be conducted concurrently, in preparation for going to City Council during Phase 3.
Service Order 11 addresses HF&H’s assistance to the City during Phases 1 and 2.
Peter Deibler, Alison Griffith, and Rob Hilton will be lead HF&H staff for Service Order 11.
Scope of Work
Task 1 Process Redefinition – Phases 1 and 2. HF&H has and will continue to work with City staff to refine
the definition of the process for both Phases 1 and 2, as needed, including addressing broad strategy,
specific tactical issues, and scheduling. Service Order 10 provided HF&H with compensation for time spent
from June through October 23, 2023. The fee estimate for Service Order 11 includes HF&H staff time spent
beginning in late October 2023 through the present, as well additional anticipated expenses for
completing this task.
Task 2 Assist in Finalizing and Releasing the RFP Package – Phase 1. HF&H will assist the City in making
final draft revisions to the RFP and the agreement, and final revisions following legal review. HF&H
assumes that the final RFP will be a City document, and that the City will host the RFP process and manage
release of the RFP. The fee estimate provides for a pool of 88 hours for this task, but the adequacy of
funding will depend on the extent of necessary revisions to complete the documents.
Task 3 Assist with Pre-Proposal Process – Phase 1. HF&H will support the City with activities occurring
between the RFP release date and proposal submittal deadline, such as: 1) addressing proposer questions;
2) developing RFP addenda; and 3) preparing for and participating in a pre-proposal meeting for
prospective proposers, should one occur.
Task 4 Assist with Initial Proposal Evaluation; Define Rates Impacts – Phase 1. HF&H will assist City staff
as necessary to prepare for the Phase 3 City Council meeting with activities such as summarizing and
benchmarking proposals for the evaluation team, facilitating initial City evaluation of the proposals,
participating in interviews as needed, and developing preliminary estimated ranges of rate impacts
associated with use of the proposed facilities.
City of Cupertino
Service Order 11 – Post-Collection Phases 1 and 2
February 23, 2024
HF&H Consultants, LLC 2
Task 5 Provide Support During Initial SMaRT Station Negotiation Process; Define Rates Impacts – Phase
2. HF&H will be available to assist the City with activities such as defining key City issues, drafting term
sheet language, and reviewing proposed costs and contract language provided by Sunnyvale. Based on
proposed pricing, HF&H will develop preliminary estimated ranges of rate impacts associated with use of
the SMaRT Station in preparation for the Phase 3 City Council meeting.
Task 6 Other Communications. HF&H will be available for additional meetings, phone calls, emails, and
other communications with City staff, the City Manager’s Office, and the City Attorney’s office. The fee
estimate provides for a pool of 15 hours for this task.
Fee Estimate
Service Order 11 utilizes the remaining available balance under the existing Master Services Agreement
(MSA), for a total of $59,935.00. Our estimate of the hours by staff role and task are presented below.
HF&H will perform the work consistent with the billing arrangements and rates included in the MSA. HF&H
respectfully reserves the right to reallocate budget among staff and tasks within this total not-to-exceed
amount to accommodate issues that arise during the performance of work, which always varies somewhat
from the preliminary estimates.
Based on our current understanding of the City’s plans, we anticipate we can complete most, if not all, of
our assistance during Phase 1 and 2 within the budget shown below. In doing so, we assume in part that
the RFP will be a City document, City staff will be leading the Sunnyvale negotiations, and that the
necessary level of modifications in response to legal review will be consistent with typical practice for
competitive solid waste procurements.
Please note that this estimate assumes HF&H will primarily attend meetings virtually, with inclusion of
expenses for up to two in-person meetings.
City of Cupertino
Service Order 11 – Post-Collection Phases 1 and 2
February 23, 2024
HF&H Consultants, LLC 3
Schedule
Based on discussion with City staff, HF&H estimates Phases 1 and 2 will be completed by July 2024.
Task #Task Description Pr
e
s
i
d
e
n
t
Se
n
i
o
r
M
a
n
a
g
e
r
Se
n
i
o
r
As
s
o
c
i
a
t
e
As
s
o
c
i
a
t
e
A
n
a
l
y
s
t
A
d
m
i
n
Total Estimated
$325 $305 $230 $175 $125 Hours Fees
1 Process Redefinition - Phases 1 and 2 8 20 8 - 4 40 $11,040
2
Assist in Finalizing and Releasing the RFP Package –
Phase 1 4 40 34 4 6 88 $22,770
3 Assist with Pre-Proposal Process – Phase 1 1 8 12 4 2 27 $6,475
4
Assist with Initial Proposal Evaluation; Define Rates
Impacts – Phase 1 2 6 6 16 -30 $6,660
5
Provide Support During SMaRT Station Negotiation
Process; Define Rates Impacts – Phase 2 2 16 -16 1 35 $8,455
6 Other Communications 3 8 4 - -15 $4,335
Subtotal 20 98 64 40 13 235 $59,735
Out-of-Pocket Expenses $200
Total Budget $59,935
HF&H Consultants SO 11 Solid Waste
Consulting
Final Audit Report 2024-05-10
Created:2024-05-09
By:Jindy Gonzalez (jindyg@cupertino.org)
Status:Signed
Transaction ID:CBJCHBCAABAA-RCX1b4CsK9g98Lnu7l8_68Fxi-3shVV
"HF&H Consultants SO 11 Solid Waste Consulting" History
Document created by Jindy Gonzalez (jindyg@cupertino.org)
2024-05-09 - 11:09:07 PM GMT- IP address: 174.85.102.16
Document emailed to Peter Deibler (pdeibler@hfh-consultants.com) for signature
2024-05-09 - 11:10:06 PM GMT
Email viewed by Peter Deibler (pdeibler@hfh-consultants.com)
2024-05-10 - 7:45:57 PM GMT- IP address: 104.47.51.126
Document e-signed by Peter Deibler (pdeibler@hfh-consultants.com)
Signature Date: 2024-05-10 - 7:47:54 PM GMT - Time Source: server- IP address: 192.184.168.144
Document emailed to Ursula Syrova (ursulas@cupertino.org) for signature
2024-05-10 - 7:47:56 PM GMT
Email viewed by Ursula Syrova (ursulas@cupertino.org)
2024-05-10 - 7:58:38 PM GMT- IP address: 104.47.73.126
Document e-signed by Ursula Syrova (ursulas@cupertino.org)
Signature Date: 2024-05-10 - 7:59:41 PM GMT - Time Source: server- IP address: 98.45.194.62
Document emailed to Jindy Gonzalez (jindyg@cupertino.org) for signature
2024-05-10 - 7:59:42 PM GMT
Email viewed by Jindy Gonzalez (jindyg@cupertino.org)
2024-05-10 - 8:25:35 PM GMT- IP address: 104.47.73.254
Document e-signed by Jindy Gonzalez (jindyg@cupertino.org)
Signature Date: 2024-05-10 - 8:26:05 PM GMT - Time Source: server- IP address: 174.85.102.16
Agreement completed.
2024-05-10 - 8:26:05 PM GMT