TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JUNE 25, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO EEC ENVIRONMENTAL FOR FATS, OILS, AND GREASE (FOG) PROGRAM MANAGEMENT AND INSPECTION SERVICES (FUNDING SOURCE: SEWER FUND)
Body
SUMMARY
The City recently solicited proposals for Fats, Oils, and Grease (FOG) Program Management and Inspection Services. The program will help minimize FOG entering the sanitary sewer system by educating food service establishments on best management practices to prevent sewer back-ups and ensuring compliance with City of Claremont Municipal Code Section 5.05. EEC Environmental was the only responsive bidder. Staff verified their experience and references and confirmed that their pricing reflects market rates. Accordingly, staff recommends awarding a contract to EEC Environmental.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute a professional services agreement with EEC Environmental in an amount not to exceed $75,000 annually for three years, with two optional one-year extensions, for a total amount not to exceed $375,000 for FOG Program Management and Inspection Services.
Body
ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information from staff.
FINANCIAL REVIEW
In January 2024, the City issued a Request for Proposals for Fats, Oils, and Grease Program Management and Inspection Services. The only bid received was from EEC Environmental. EEC Environmental proposed a total cost of $56,250 annually, which would include program management, 195 annual FOG inspections, and 40 follow-up inspections. As this is a new program, the number of follow-up inspections that will be needed is unknown. Staff proposes setting a not-to-exceed contract amount of $75,000 to allow for additional, as-needed inspections. Additional inspections would be billed at a rate of $180 per inspection, and additional charges would only be incurred if deemed necessary and approved by the City. City staff compared the proposed pricing with that paid by other agencies and determined that the proposed costs are consistent with market rates for these services. Funding for these services is included in the 2024-25 Sewer Fund operating budget.
This purchase complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this program is estimated at $4,300 and is included in the operating budget of the Community Services Department.
ANALYSIS
FOG in the sanitary sewer system can clog pipes and cause sewer overflows. Chapter 5.05 of the Claremont Municipal Code, Regulation of Discharges of Fats, Oils, and Grease from Food Facilities, establishes requirements to prevent FOG from entering the sanitary sewer system. These requirements include installing and maintaining adequate grease control devices that comply with the current California Plumbing Code. In addition, maintenance records must be maintained and available for City inspection.
In order to ensure adherence with Claremont Municipal Code requirements, the City proposes to retain EEC Environmental to implement an enhanced education and inspection program. EEC would be responsible for reviewing and updating the City’s list of food service establishments, developing educational and program materials, and conducting annual inspections of grease removal devices and review of maintenance records. Additional follow-up inspections will be conducted as needed to bring businesses into compliance. EEC Environmental would work with City staff to develop and implement enforcement protocols for businesses that do not comply. Finally, EEC Environmental would compile and provide data for the City’s annual Municipal Separate Storm Sewer System (MS4) annual reporting.
EEC Environmental has provided similar services to more than thirty cities and sewer districts in Southern California, including the Cities of Huntington Beach, Santa Ana, Fullerton, Anaheim, Garden Grove, and Ontario. Since 2004, EEC has conducted inspections of over 20,000 food service establishments and over 20,000 grease interceptors/grease traps, issued notices of compliance, and conducted compliance follow-up inspections to ensure that food service establishments adhere to FOG control requirements. City staff received positive references from current clients.
Staff proposes entering into a three-year contract with two optional one-year extensions in an amount not to exceed $75,000 per year, and $375,000 over the five years. If approved, program development and inspections will begin in fall 2024.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager