Inter-Departmental Correspondence

Department of Public Works



December 1, 2003


December 16, 2003



Honorable Board of Supervisors


Mary Welch, Director, Employee and Public Services

Neil R. Cullen, Director of Public Works


Increase in Vendor Agreement - Disposal of Material at Ox Mountain



Adopt a resolution authorizing that the term of County Vendor Agreement No. B303039 be extended until June 2, 2006, and that the not-to-exceed amount of said agreement be increased by $337,000 to $423,000.


Key Facts


The terms of the current vendor agreement with BFI for the disposal of material at the Ox Mountain Landfill is for the period from June 1, 2003, through June 2, 2004, with a not-to-exceed amount of $86,000.



The maintenance of San Bruno Creek and Colma Creek is anticipated to require the disposal of additional material at Ox Mountain, the cost of which will exceed the current not-to-exceed amount and will occur in a time frame that is past the termination date of the current vendor agreement.



The County entered into a vendor agreement with BFI for disposal of material at Ox Mountain in order to establish an account with BFI that can be used by the Parks Department of the Environmental Services Agency, and the Department of Public Works. Both departments use the facility in their day-to-day maintenance work to dispose of garbage, slide debris, vegetation and other materials.


Public Works is currently doing channel maintenance in San Bruno Creek, and are temporarily stockpiling the excavated material on San Francisco Airport property to expedite this work and to let the material dry. We are also anticipating doing channel maintenance in Colma Creek in the next two fiscal years. We estimate that approximately 10,000 cubic yards of material may need to be disposed of at Ox Mountain from the channel maintenance work, and are therefore requesting that the vendor agreement with BFI be extended and increased in anticipation of needing to dispose of this material.


However, Public Works will test the material that has been excavated in order to determine if it can be disposed of as "clean fill" or used for other purposes.


Vision Alignment

We believe our recommendation is consistent with the Shared Vision Commitment to "ensure basic health and safety for all" and Goal Number 7 "maintain and enhance the public safety of all residents and visitors," as amending the Vendor Agreement will allow Public Works to use Ox Mountain for the disposal of material from these two channel maintenance projects which benefits property owners and residents adjacent to these channels.


Fiscal Impact

The original vendor agreement has a not-to-exceed limit of $86,000. We are recommending an increase of $337,000 to account for the additional two-year length of the agreement (i.e. $86,000 per year for two years = $172,000) and for disposal of approximately 10,000 cubic yards of channel excavated material assuming that we have to pay commercial yard disposal rates (10,000 cubic yards at $16.50/ yard = $165,000). The disposal cost will be paid for by the department/agency that is disposing of material at Ox Mountain (i.e. Parks, Roads, Special Districts). There is no additional impact to the General Fund.


A form of resolution has been approved by County Counsel.