COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

October 18,2007

BOARD MEETING DATE:

October 30, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

Authorization to Purchase Bins for the RecycleWorks Backyard Composting Program

RECOMMENDATION:

Adopt a resolution:

A)

Waiving the Request for Proposal process and authorizing the Director of Public Works to purchase 1,728 compost bins from Smith & Hawken for resale through the RecycleWorks Backyard Composting program in the amount of $118,800.

B)

Authorizing price increases to resident purchasers.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.

This action furthers this commitment and goal by providing a long-term, environmentally preferable, waste reduction option to residents.

BACKGROUND:

The following actions have been taken by the San Mateo County Board of Supervisors:

Ø

In 1991, adopted the Source Reduction and Recycling Element (SRRE) in compliance with State Law (AB 939).

Ø

In 1994, adopted a resolution implementing the Countywide Residential Backyard Composting Program - now the RecycleWorks Backyard Composting Program (Composting Program) - as a program of the County’s SRRE and authorized the purchase of 7,500 bins for resale through the Composting Program.

Ø

In 1997, adopted a resolution authorizing the purchase of an additional 7,700 bins for resale through the Composting Program.

Ø

In 2003, adopted a resolution waiving any requirements for competitive bidding and directed that the Biostack Composter manufactured and sold by Smith & Hawken, continue to be purchased by the County and offered for sale at a discounted price to residents. Further, the resolution authorized the execution of a vendor agreement with the above vendor for two years with a two one-year extensions, in a total amount not to exceed $148,000. The 2003 vendor agreement has expired.

DISCUSSION:

The Backyard Compost Program provides residents of the County with a compost bin at a discount to the retail cost and offers workshops and technical assistance on the proper method of composting. The workshops are given by Master Composters that have been trained through the Master Composting Program. Approximately
100 Master Composters have been trained and they have donated hundreds of hours of their time to the County by providing workshops throughout the communities. A total of 48 workshops were offered over the past year and 420 residents attended.

This popular and well-respected Composting Program provides a number of benefits to residents and the County. It reduces the amount of waste going to the landfill and it provides a composting option in residential areas where curbside yard waste collection is not available. Additionally, the program reduces greenhouse gas emissions in two ways: by keeping methane producing plant materials out of the landfills and by eliminating carbon dioxide (CO2) emitted by residents’ vehicles hauling this compostable material to a landfill.

The Smith & Hawken - Biostack compost bin was compared to three (3) other, similar models and has continued to be the best value for this program. The value is based on price, proven durability, ease of use, rodent resistance, and rain protection.

FISCAL IMPACT:

We are requesting the Board to authorize the sole source purchase of four (4) shipments of 432 bins or 1,728 total bins, which, we project, will carry the program into fiscal year 2009-10. The vendor has agreed to provide the first shipment of
432 bins at $63/unit if completed by the end of October 2007, and has agreed to hold a $68 cap/unit pricing through May 1, 2008. We anticipate a maximum pricing of $72/unit thereafter. The total dollar authorization that we are requesting is $118,800.

The bins are currently offered to residents of San Mateo County at a subsidized rate to promote the program. In order to control the cost of this program and the cost per bin subsidy, we will progressively increase the price from the current, $35 for the first bin, and $56 for each additional bin, plus sales tax, as per the resolution.

The pricing structure is designed to hold the annual cost of the Backyard Compost Bin Program to the Solid Waste Fund below $10,000.

The funding to support this program will be derived from the Solid Waste Fund. There will be no impact on the County’s General Fund.