22-097 SO #12 dated 11-18-24 Solid Waste Services 2022-2025 - PO 2025-303Contract/Purchasing Action
Personnel Information
Name Nicole Lee Department Public Works
Division Environmental Date 11.06.2024
Service Order
Upload Quote
Quote, Description of Project,
Scope of Service, Schedule of
Performance and
Compensation
HF&H Service Order #12 Post- Collection Part 3.pdf
Service Order Amount $48,470.00
Master Agreement
Number
2023-004 Start Date 07/25/2022 End Date 08/31/2026
Firm Name HF&H Address 201 N Civic Dr, Walnut
Creek, CA 94596, USA
Phone (925) 977-6968
Consultant/Contractor
Name
Peter Deibler Consultant/Contractor
Email
pdeibler@hfh-
consultants.com
Project Name SO 12 Solid Waste
Services 2022-2025
Project Location N/A
Cupertino Project
Manager Name
Ursula Syrova Cupertino Project
Manager Email
ursulas@cupertino.org
Master Agreement
Maximum Compensation
$430,000.00 Total Previously
Encumbered to Date
$345,379.00
Encumbrance this Service
Order
$48,470.00 Master Agreement
Unencumbered Balance
$36,151.00
SO GL #520-81-801 750-174
Signature
11/18/2024 PST
Consultant/Contractor Signature Date
11/18/2024 PST
Manager/Supervisor Signature Date
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above
fund for the above contract as estimated and that fund are available as of this date of signature.
11/18/2024 PST
Management Analyst Signature Date
Date: 11/18/2024 PST
Email: pdeibler@hfh-consultants.com
Date: 11/18/2024 PST
Email: ursulas@cupertino.org
Date: 11/18/2024 PST
Email: jindyg@cupertino.org
City of Cupertino
Service Order 12 – Post-Collection Ongoing Support
November 4, 2024
HF&H Consultants, LLC 1
SERVICE ORDER 12 – POST-COLLECTION ONGOING SUPPORT
Background
The City’s post-collection process entails obtaining long-term options for the processing or disposal of
solid waste and processing of construction and demolition materials (C&D) collected by Recology. HF&H
will continue to assist with the two elements of the process, conducting a competitive RFP process for
disposal and C&D processing and determining whether to process MSW at the SMaRT Station.
Peter Deibler, Danielle Derby, Alison Griffith, and Rob Hilton will be lead HF&H staff for Service Order 12.
Scope of Work
The scope of work and estimated budget for Service Order 12 are based on our best understanding of the
City’s organization of the process and the level of effort that will be requested of HF&H. While we hope
that Service Order 12 will be adequate to complete requested assistance through staff presentation of
post-collection recommendations to Council meeting, we cannot commit to that since HF&H is not
managing the process.
Task 1 Continue to Assist with Competitive RFP Process. HF&H will continue to assist City staff with
proposal evaluation, planning and participating in facility tours and interviews, developing and reviewing
clarification questions, negotiating agreements, and developing preliminary estimated ranges of rate
impacts associated with use of the proposed facilities.
Task 2 Provide Support During the SMaRT Station Review Process. HF&H will be available to assist the
City with activities such as reviewing proposed costs and contract language. Based on proposed pricing,
HF&H will develop preliminary estimated ranges of rate impacts associated with use of the SMaRT Station.
Task 3 Other Communications. HF&H will be available for additional meetings, phone calls, emails, and
other communications with City staff, the City Manager’s Office, and the City Attorney’s office. The fee
estimate provides for a pool of 15 hours for this task.
Fee Estimate
Service Order 12 provides for an estimated budget of $48,470.00. Our estimate of the hours by staff role
and task are presented below. HF&H will perform the work consistent with the billing arrangements and
rates included in the MSA. HF&H respectfully reserves the right to reallocate budget among staff and tasks
within this total not-to-exceed amount to accommodate issues that arise during the performance of work,
which always varies somewhat from the preliminary estimates.
The estimate assumes HF&H will primarily attend most meetings virtually, with inclusion of expenses for
up to four in-person meetings including tours, interviews, and negotiations.
City of Cupertino
Service Order 12 – Post-Collection Ongoing Support
November 4, 2024
HF&H Consultants, LLC 2
Schedule
HF&H will conduct work at the request of City staff, with mutual agreement for timing.
Task #Task Description Pr
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Total Estimated
$325 $305 $230 $175 $125 Hours Fees
1 Continue to Assist with Competitive RFP Process 16 48 16 4 2 86 $24,470
2 Provide Support During the SMaRT Station Review Process 16 32 16 4 2 70 $19,590
3 Other Communications 2 8 4 --14 $4,010
Subtotal 34 88 36 8 4 170 $48,070
Out-of-Pocket Expenses $400
Total Budget $48,470
SO 12 Solid Waste Services 2022-2025 - Service
Request
Created:11/18/2024
Status:Signed
Transaction ID:40e3910e-d309-45d9-9c5e-b13aabcda9ba
"SO 12 Solid Waste Services 2022-2025 - Service Request"
history
Jindy Gonzalez created the document.
11/18/2024 10:37:46 AM PST - IP address 174.85.102.16
Document was emailed to Peter Deibler
11/18/2024 10:37:47 AM PST
Peter Deibler signed the document.
11/18/2024 10:57:52 AM PST - IP address 192.184.206.225:53197
Document was emailed to Ursula Syrova
11/18/2024 10:57:53 AM PST
Ursula Syrova signed the document.
11/18/2024 1:22:05 PM PST - IP address 98.45.194.62:63784
Document was emailed to Jindy Gonzalez
11/18/2024 1:22:06 PM PST
Jindy Gonzalez signed the document.
11/18/2024 3:15:09 PM PST - IP address 174.85.102.16:1877
Document was successfully signed and filed
11/18/2024 3:15:10 PM PST