Scope of Work CITY OF WESTLAKE VILLAGE RECYCLING AND WASTE REDUCTION PROGRAM FISCAL YEARS Consent Calendar 3 - Attachment 2

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1 CITY OF WESTLAKE VILLAGE RECYCLING AND WASTE REDUCTION PROGRAM FISCAL YEARS Scope of Work is pleased to submit the following Scope of Work and Cost Proposal to continue implementing the City of Westlake Village's Recycling, Solid Waste, Household Hazardous Waste, and Electronic Waste Reduction Programs from July 1, 2015 to June 30, SUMMARY The Scope of Work continues the following tasks: Provide onsite technical assistance to businesses; Record all contacts in our data base that provides a critical component to the City s success in exceeding the State s 50% diversion mandate; Coordinate the popular and convenient door-to-door Household Hazardous Waste (HHW)/Electronic Waste (E-Waste) program on a monthly basis; See that Form 303 is accurately completed and submitted on time to the Department of Resources Recycling and Recovery (CalRecycle) and the Department of Toxic Substance Control; Complete and file all government reports associated with tracking diverted and disposed solid waste and HHW, including the City's Annual Report to CalRecycle in Sacramento; Compare all landfill reports with hauler reporting and track all disposal tonnages erroneously attributed to the City of Westlake Village; Track legislation and anticipate State of California regulations and economic formulas that impact the City s recycling/waste reduction program successes; Should the Beverage Container Block Grant continue, complete the appropriate application in a timely fashion; Continue the reporting process required by CalRecycle regarding the Oil Payment Program; Monitor all haulers to determine if they are permitted to operate in the City, are aware of the City s diversion goals, complete all reporting requirements on a quarterly basis, maintain all required insurance, and see that all AB 939 fees are submitted to the City; Continue to educate landscape personnel as well as construction and demolition companies operating in the City regarding recycling and reuse; Monitor demolition projects and record volumes of material recycled and reused; Respond to the City s Recycling Hot-line which is well used by both businesses and residents as a source of information about solid waste, recycling, e-waste, and hazardous waste; Resolve residential trash and recycling concerns; Oversee residential educational outreach conducted by the hauler; Continue to demonstrate the City s good faith effort in implementing AB 341 by providing education, outreach and monitoring of all businesses, public entities and multi-family units that generate more than 4-cubic yards of trash each week; Provide information when appropriate for the City s web page and newsletters; Meet with State representatives for all on-site visits and respond to all questions regarding outreach methodology and diversion goals; Emphasize the State s goal of reaching 75% diversion by 2020; Provide assistance to the City on matters that may arise during the year. New emphasis for next two years: Help the City meet the AB 1826 mandate that requires jurisdictions to implement an organic waste recycling program to divert organic waste generated by businesses by Begin preparing the City for the consequences of AB 1594 which mandates that as of 2020 the use of green material as alternative daily cover (ADC) will be considered disposal instead of diversion. Consent Calendar 3 - Attachment 2

2 Page 2 The following Scope of Work identifies proposed tasks: Task 1 COMMERCIAL TECHNICAL ASSISTANCE AND ONSITE WASTE AUDITING Approximately 85% of Westlake Village businesses adhere to the City s equal capacity requirement. But as new businesses come into the City and contact persons change within businesses, we need to be forever vigilant regarding the City s Solid Waste Ordinance requiring equal capacity. We will continue to target new businesses to make certain they are aware of what is expected as well as increase our efforts to bring even the most reluctant property owner, management company and business person into compliance. While the City s equal capacity Ordinance exceeds state law, we will use AB 341 when appropriate to stress to businesses that they must recycle and explain the State s goal of reducing greenhouse gas emissions by increasing recycling. We will emphasize in all outreach the State s goal of reaching a 75% diversion rate by We will periodically have trash inserts reminding businesses of State and City recycling goals, including the new organic recycling requirements in AB Onsite Waste Audits Onsite technical assistance helps businesses establish waste reduction and recycling programs, solve problems or enhance existing programs. Typically Polis Associates contacts a business, makes an appointment to visit the business with the owner or site manager, performs an audit of operations to determine ways to reduce and divert waste from the landfill, assists the business in setting up the recommended program and encourage the buying of products made from recycled materials. We emphasize that 37% of all waste at the landfill is paper and 60% of that waste comes from the commercial sector. Follow-up After the onsite visit, Polis Associates prepares a written recommendation that is mailed or ed to the business that is tailored to the specific needs of the business. Additionally, Polis Associates provides liaison services between the business, hauler, and other recyclers. Once a full audit is completed, future contacts are made to make sure equal capacity is maintained or that progress is being made toward meeting the City s equal capacity requirement. Occasionally we discover that businesses have been over-charged for their trash and recycling service. Identification of businesses with excellent recycling programs is made and they are encouraged to submit an application for the State s Waste Reduction Awards Program (WRAP). We believe this kind of follow-up fulfills the monitoring requirements as stated in AB 341. Data Base Polis Associates has developed an extensive data base of every business and property manager in the City, complete with contact names for owners, managers, hauler information, container sizes and service arrangements, all recycling and waste reduction activities, telephone numbers, fax and addresses when provided. This data base, together with quarterly reporting from the haulers, enables Polis Associates to better provide onsite services to the business community. New businesses and businesses not yet reaching equal capacity receive further assistance regarding State and City goals. City Reports Each month Polis Associates submits to the City a summary of all contacts with businesses which contains a summary of the assistance provided and additional details as deemed pertinent. The City also receives copies of correspondence in waste audit follow-up. Landscape Personal The City s Solid Waste Management Ordinance does not allow green waste in the trash or recycling bin. Businesses and landscape maintenance crews need to be educated about this requirement and encouraged to maximize mulching, composting and taking material to the landfill to be used as Alternate Daily Cover. Restaurant Outreach It is estimated that restaurants make up 21.8% of all waste going to the landfill from the City. The statewide average for organic waste is 29.2%; the City s organic waste is 31%. The statewide average for glass waste is 2%; the City s glass waste is 3.3%. Polis Associates will continue restaurant education and increase outreach in the coming year to eating establishments and to alert them to the requirements in AB Consent Calendar 3 - Attachment 2 2 of 6

3 Page 3 Construction and Demolition Recycling 14.1% of all statewide waste comes from construction and demolition (C&D) activities. Our previous efforts to identify and contact C&D contractors has reduced the City s C&D waste to 7.2%. We will continue to identify and track end-use of demolition materials and report to the State. AB 1826 In October of 2014 the Governor signed AB 1836 requiring businesses to recycle their organic waste on and after April 1, 2016, depending upon the amount of waste they generate per week. After January 1, 2016, local jurisdictions must implement an organic waste recycling program to divert organic waste generated by businesses. Organic means food waste, green waste, landscape and pruning waste, nonhazardous wood waste, and food-soiled paper waste that is mixed in with food waste. The minimum threshold of organic waste generation by businesses decreases over time, which means that an increasingly greater proportion of the commercial sector will be required to comply. Polis Associates will research options on how organic waste can be recycled. This may include coordinating with neighboring cities or contacting independent recyclers. Using our data base we will conduct a survey of City businesses who must comply with AB Particular emphases will be placed on restaurants, grocery stores, and major employers. Education outreach will then be designed explaining all recycling options, from composting to donations to food banks, to providing supplements for animal feed. On-site appointments will be made with key business personnel to explain options. Monitoring will be essential to show the State that the City has made a good faith effort to comply with the law. AB 1594 In September of 2014 the Governor signed AB 1594 mandating that as of 2020 the use of green material as alternative daily cover will no longer constitute diversion through recycling and instead be considered disposal in terms of measuring the City s annual 50% per capita disposal rate. This is of concern because if this law had been in effect in 2013, the City s disposal tons would have increased by 42%. Additional proof is that 41% of the material sent to the Calabasas Landfill from the City is greenwaste. The City will need to plan in advance and encourage haulers to take green material to a composting facility rather than to the landfill. Polis Associates is already attending CalRecycle meetings to learn all options. Task 2 RESIDENTIAL ASSISTANCE PROGRAM Polis Associates will continue to provide seven days a week assistance to residents who call the toll-free recycling hotline and/or who are referred by City Hall regarding solid waste issues. We place special emphasis on alerting senior citizens to request a reduced hauler rate, inform all residents about bulky item pick-ups, and encourage the use of the battery recycling container at City Hall. Residents also need to be reminded of what can be placed in the recycling container and we will continue to work with the hauler to increase outreach education. Our goal is to have, at a minimum, two trash bill inserts each year. Multi-family Complexes Due to the high density, limited space and transient nature of multi-family residential complexes, there are increased solid waste and HHW challenges. This sector will receive on-going monitoring, especially to new tenants. We need to make sure that all qualifying complexes meet the State s new regulations. Complexes of more than five units also fall under the new laws, AB 1826 and AB 1594 which will require additional outreach of several condominium, townhouse and mobilehome park developments. 2a Door-to-Door Household Hazardous Waste/Electronic Waste Polis Associates will continue to coordinate the Household Hazardous Waste (HHW) and Electronic Waste (E-Waste) program that entails the convenient door-to-door residential service. We would work with Waste Management(WM)/Curbside regarding the frequency of the service and accept reservations by phone, fax or , on a first come first serve basis while giving preferential treatment to shut-ins and the elderly. Residents from neighboring jurisdictions would be referred to their own city halls. We would then give the list of stops to WM/Curbside who would send the resident a large container and instructions. Polis Associates would continue to make the reminder phone calls to each resident just prior to the scheduled service. When appropriate, we will continue to provide alternative disposal of E-Waste at drop-off locations or at round-ups sponsored by the County, City or neighboring jurisdictions. The new State paint recycling program would also be offered as an alternative and is proving popular with City residents. Consent Calendar 3 - Attachment 2 Polis Associates, 3 of 6 Inc.

4 Page 4 Polis Associates will make sure that Form 303 is completed and filed on time as required by CalRecycle and the Department of Toxic Substance Control. Used motor oil collected in the program will be recorded separately to comply with grant opportunities from the Used Motor Oil Program and the Oil Payment Program from CalRecyle. Polis Associates will continue to complete all applications, record all documentation and request grant funding for the City. Survey cards completed by residents receiving service provide a way to monitor the collection process. The program continues to receive 95% excellent marks. Task 3 HAULER AND LANDFILL MONITORING One of the main reasons for the City s diversion success is our continued review of landfill and hauler reports. Given the common confusion regarding the City s boundaries, and the number of contractors working in the City for the first time, our task of hauler monitoring is on-going. Contractor education also needs to continue and include updated recycling options so that materials originating in the City find new homes somewhere other than the landfill. This task includes: Quarterly monitoring of haulers and recyclers doing business in Westlake Village, monitoring of the Los Angeles County Quarterly Solid Waste Disposal Reporting and the Simi Valley Landfill operated by Waste Management, requesting reports from delinquent haulers, determining if all customers are within the City and educating haulers when errors are made. Polis Associates continues to see the need for a liaison with haulers providing solid waste collection, recycling and the payment to the City of all AB 939 fees. All haulers are required to complete the City s permit process, including demonstrating appropriate insurance. Polis Associates has a database of all haulers and keeps all documents on file We also request updates as needed from particular haulers. Increasingly, our job has entailed extra effort to see that all haulers pay their appropriate AB 939 fees to the City in a timely fashion. Task 4 GENERAL PUBLIC INFORMATION/OUTREACH Polis Associates has included a variety of public education and outreach activities to make both businesses and residents aware of the City s various programs and the need to recycle. Recycling Hot Line Polis Associates will continue to monitor the recycling hot line seven days a week so that City businesses and residents can voice concerns and obtain answers to trash and recycling questions. This has been especially helpful for the HHW program, when residents often call the Hot Line over the week-end. Businesses call the hot line to report a problem, respond to a recent correspondence, or to schedule an on-site waste audit. Newsletter/Media When appropriate, Polis Associates will prepare material for the City newsletter /magazine and for local newspapers regarding recycling programs and achievements. Web Page Polis Associates will work with City personnel in adding information to the City s web page section devoted to solid waste management as well as household hazardous waste. This can be updated frequently and used as another resource for residents and businesses to learn about City services. Task 5 STATE REPORTING Consent Calendar 3 - Attachment 2 4 of 6

5 Page 5 Westlake Village continues to exceed the state s 50% diversion mandate: 52% in 2000, 53% in 2001, 55% in 2002, 58% in 2003, 69% in 2004, 62% in 2005, and 63% in In 2007 the State revised the process to highlight the per capital disposal rate per day. With the Calculated Disposal Rate (pounds/person/day) at 15.1 pounds, residents of the City of Westlake Village demonstrated excellent recycling habits by disposing of 10.1 pounds per day in 2007 and improving that to 9.2 pounds per day in 2008 and to 6.3 in That number went up to 7.5 per day in 2010, 7.9 in 2011, 7.3 in 2012 and 7.5 in As we prepare the 2014 Annual Report, we believe that number will go down, but we must be forever diligent. Polis Associates will prepare and submit the Annual Reports before the August 1 deadline set by CalRecycle. This Report often requires that Polis Associates travel to meetings (often in Sacramento) to officially respond to questions and to defend the City s Annual Report. The Annual Report will also be used to show the City s good faith effort in implementing AB 341 which requires the City fo educate and monitor businesses with recycling outreach. AB 341 carries with it penalty hearings and/or compliance orders for jurisdictions found to be derelict in implementing this new law. The City did receive very good marks after their on-site review was completed in April, We see our main task for the next two years as maintaining the successful programs we currently have in place along with preparing the City to meet the mandates of the new laws recently passed. As noted before, Polis Associates will complete the required documentation to receive the block grant for the Oil Payment Program as well as the beverage container grant. Task 6 PROJECT MANAGEMENT Polis Associates provides daily activities on behalf of the City of Westlake Village, be it waste audits, hauler communication, Hot Line response, State reporting, or contact with City Hall. Oversight and response is a vital component of this successful program. We are ready to meet with the City whenever appropriate. Schedule Polis Associates will begin work upon receiving authorization Consent Calendar 3 - Attachment 2 5 of 6

6 Page 6 BUDGET NOT TO EXCEED City of Westlake Village - TWO YEARS, July 1, June, 30, 2017 RESOURCE ALLOCATION PLAN (Adjustable if appropriate) DESCRIPTION TASK Total Hours RATE SUBTOTAL Year one SUBTOTAL Year two DIRECT EXPENSE Year 1&2 TWO YEAR TASK TOTAL TECHNICAL ASSISTANCE and ONSITE WASTE AUDITING 1 20 $ $1, $1, $ $13, $14, $85.00 $34, $37, Subtotal $48, $52, $4, $104, RESIDENTIAL PROGRAM 2 60 $ $3, $3, $85.00 $3, $3, Subtotal $6, $6, $13, DOOR-TO-DOOR HHW/E-Waste 2a 20 $ $1, $1, $85.00 $1, $1, $60.00 $12, $12, Subtotal $14, $14, $29, HAULER MONITORING 3 24 $ $1, $1, $ $6, $6, $60.00 $1, $1, Subtotal $8, $8, $ $18, GENERAL PUBLIC OUTREACH 4 8 $ $ $ $ $1, $1, $60.00 $2, $2, Subtotal $3, $3, $ $7, STATE REPORTING 5 95 $ $4, $5, $90.00 $5, $5, Subtotal $10, $10, $1, $22, PROJECT mgt $ $7, $8, $16, $100, $106, $6, $212, Consent Calendar 3 - Attachment 2 6 of 6