TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: OCTOBER 14, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO EXTEND THE AGREEMENT WITH SAN BERNARDINO COUNTY FOR LANDFILL AIRSPACE (FUNDING SOURCE: SANITATION FUND)
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SUMMARY
In 2010, the City Council approved a long-term agreement with San Bernardino County for landfill airspace at the Mid-Valley Landfill. The agreement provided up to twenty years of landfill capacity with a negotiated pricing review every five years and annual inflationary adjustments based upon the Consumer Price Index (CPI). Since that time, the City has extended the agreement twice with only inflationary CPI adjustments.
On June 4, 2025, the City notified San Bernardino County of its desire to exercise the option to extend the agreement for the final remaining five-year term. The agreement provides the opportunity to renegotiate rates prior to term extensions. On September 9, 2025, San Bernardino County responded, requesting to renegotiate the City’s base disposal rate per ton. Prior inflationary adjustments under the existing contract did not keep up with wider trends in the disposal market. Therefore, the City of Claremont’s rate is currently lower than the standard rate paid by cities in San Bernardino County with Waste Disposal Agreements.
San Bernardino County proposes setting the City of Claremont’s rate $2.00 higher than in-County cities with Waste Disposal Agreements. The City attempted unsuccessfully to negotiate this proposed rate down to $1.00 higher than in-County rates. City staff has determined that $2.00 above the in-County rates, currently $44.07 per ton, is within the fair market rate for landfill airspace. Based upon the fair market rate and the Mid-Valley Landfill’s proximity to the City Yard for efficient hauling, City staff recommends accepting the renegotiated contract rate and appropriating $55,100 from the Sanitation Fund to cover the increased cost.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to negotiate the extension of Agreement No. 10-1111 between the City of Claremont and San Bernardino County for the sale of landfill airspace, establishing a rate of $2.00 higher than the San Bernardino County disposal rate for in-County cities with Waste Disposal Agreements; and
B. Appropriate $55,100 from the Sanitation Fund to cover anticipated increased contract costs.
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ALTERNATIVE TO RECOMMENDATION
In addition to the staff recommendation, there is the following alternative:
• Request more information from staff.
FINANCIAL REVIEW
The City of Claremont currently pays $39.59 per ton for landfill airspace for the disposal of Qualifying Solid Waste into the Mid-Valley Landfill. San Bernardino County requests to renegotiate the pricing to $2.00 above their existing rate for in-County cities with Waste Disposal Agreements, or $44.07 per ton. The City currently budgets for disposal of 24,600 tons annually under this contract. The proposed rate increase is estimated to increase disposal costs by approximately $110,200 annually. If approved, the rate increase would go into effect in January 2026; therefore, $55,100 in additional costs is anticipated in 2025-26.
This purchase complies with all City purchasing guidelines. 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 $6,300 and is included in the operating budget of the Community Services Department.
ANALYSIS
San Bernardino County currently charges $42.07 per ton for in-County cities. County officials desire to set the City of Claremont’s fee at $2.00 above the rate for in-County cities with Waste Disposal Agreements (WDA), which they believe to be more equitable for in-County cities. City staff attempted to negotiate the rate down to $1.00 above the in-County rate; however, County officials did not accept the City’s counteroffer.
Under the proposed terms, the City’s rate would remain $2.00 above the in-County WDA rate during the five-year extension period, with no annual inflationary adjustments. The WDA rate will only change if the County increases the gate rate for disposal, as the WDA rate is currently capped at 85 percent of the gate rate. WDA rates have historically been quite stable, with only two adjustments in the last eleven years, as shown in the table below.
|
Fiscal Year |
WDA Starting Rate |
WDA Updated Rate |
Percentage Increase |
|
2014-15 |
$39.05 |
$40.75 |
4.3% |
|
2023-24 |
$40.75 |
$42.07 |
3.2% |
Past WDA rate increases have been below the Consumer Price Index. San Bernardino County reports that no rate increases are currently being studied or proposed at this time; however, rate changes may occur during the five-year contract term.
Staff has reviewed the proposed extension terms and determined that the rate is within the fair market rate. Los Angeles County landfills do not have a set rate for in-County cities; however, Orange County operates under a similar model. As of July 2025, Orange County’s rate for in-County cities with WDAs was $43.76 per ton.
San Bernardino County’s Mid-Valley Landfill is the closest landfill to the City, located approximately eighteen miles from the City Yard. The City has an existing, competitively bid agreement with Grand Central Recycling to haul refuse from the City Yard transfer station to the Mid-Valley Landfill via trailer. If the City were to negotiate a new contract with another landfill, it would necessitate renegotiating or rebidding the existing trailer contract, likely at a higher price due to increased travel time and mileage.
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