TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JUNE 10, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH BURRTEC WASTE INDUSTRIES, INC. TO INCREASE COMPENSATION FOR PROCESSING CONSTRUCTION AND DEMOLITION DEBRIS (FUNDING SOURCE: SANITATION FUND)
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SUMMARY
In September 2022, the City Council awarded a contract to Burrtec Waste Industries for processing construction and demolition debris (“C&D”). The City Council authorized a not-to-exceed contract amount of $75,000 annually, based upon past actual expenditures on C&D processing. As a result of the large development projects in town, such as the Claremont McKenna College Science Center, the City has been collecting larger volumes of C&D than in years past. As of May 2025, the City has expended approximately $68,000 on C&D processing. The City anticipates expending up to another $40,000 before the end of the fiscal year.
Staff recommends amending the existing contract with Burrtec Waste Industries to increase the not-to-exceed contract amount to $110,000. The Sanitation Division will only be billed for tonnage delivered to the facility; therefore, the not-to-exceed value does not determine the final contract expenditure.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to amend the agreement with Burrtec Waste Industries, Inc. for processing construction and demolition debris, increasing the not-to-exceed annual contract value to $110,000.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The Sanitation Division budgets each fiscal year for recycling and disposal services. One of the disposal contracts is with Burrtec Waste Industries for C&D processing. Although C&D costs are higher than anticipated, overall the City anticipates coming in on budget for disposal services. In addition, there is a fee charged for each roll-off rental that covers the cost of staff time and disposal. Therefore, revenues are adequate to cover the contract cost. Therefore, no additional appropriation is required.
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 contract is estimated at $1,550 and is included in the operating budget of the Community Services Department.
ANALYSIS
C&D processing costs typically vary more than those for refuse, recycling, and organics due to inconsistency with large construction projects. Over the last two fiscal years, expenditures for C&D processing totaled $42,005 and $59,908 annually. In 2024-25, the City anticipates costs of approximately $100,000 to $110,000 for C&D processing, due in part to the Claremont McKenna College Science Center project and the large volume of C&D produced by that project.
City staff anticipates the total budget for disposal services will be adequate to cover the higher than anticipated C&D expenditures. However, staff is currently limited by a $75,000 not-to-exceed contract value proposed in 2022 when the contract was awarded. Given the rise in C&D demand in the current fiscal year caused by development projects in the community, an increase in the contract not-to-exceed amount is necessary. The City will only be billed for actual tonnage delivered to the site at a competitively-bid unit price.
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