RE__AB_339_Compliance_Check__Hazardous_Household_Waste_#4515.pdf

From: Sarah Rebensdorf To: Teresa Villa; Grace Quitzon; Doris Mejia Subject: RE: AB 339 Compliance Check: Hazardous Household Waste #4515 Date: Tuesday, March 10, 2026 8:34:32 AM Attachments: image001.png

Good Morning, No notification to any bargaining unit is required.

Thanks, Sarah

From: Teresa Villa <Teresa.Villa@santamonica.gov> Sent: Monday, March 9, 2026 5:14 PM To: Sarah Rebensdorf <Sarah.Rebensdorf@santamonica.gov>; Grace Quitzon <Grace.Quitzon@santamonica.gov>; Doris Mejia <Doris.Mejia@santamonica.gov> Subject: AB 339 Compliance Check: Hazardous Household Waste #4515 Importance: High

Good afternoon, HR team, Kindy advise if the scope of services (SOS) for Hazardous Household Waste encompasses any work within recognized employee organization classifications. I look forward to your response by COB Friday, March 13th. Upon cursory review, it doesn’t appear to but I’ll defer to your determination. I look forward to your response by COB Tuesday, February 17th and will hold off on advancing this RFP any further until feedback is received.

The following requirements apply to both mandatory and optional services.

1. Hazardous Waste Material Collection Responsibilities The contractor shall be responsible for the following duties related to hazardous waste material collection:

a. Shipments:

Monthly routine shipments are required. The contractor will manage the shipment of all hazardous waste collected at:

The City's Hazardous Waste (HW) facility City departments Conditionally Exempt Small Quantity Generators (CESQGs) mailto:Sarah.Rebensdorf@santamonica.gov mailto:Teresa.Villa@santamonica.gov mailto:Grace.Quitzon@santamonica.gov mailto:Doris.Mejia@santamonica.gov

Santa Monica residences (if the City elects to provide door-to-door residential collection) Abandoned sites (if the City elects to provide abandoned waste collection)

b. Manifest Preparation:

All contractors selected will prepare all required manifests and bills of lading for shipments originating from the HW facility. This includes materials from City departments, CESQGs, residential collections, and abandoned waste (if applicable).

Each manifest must include:

Generator’s address Detailed waste description and characteristics USDOT shipping description Special handling instructions Designated receiving facility details

c. Regulatory Compliance Requirements The contractor shall perform all services outlined in the scope of work in full compliance with all applicable federal, state, and local laws, permits, and regulations governing hazardous waste collection, transportation, and disposal. These include, but are not limited to:

Title 22 of the California Code of Regulations (CCR) Title 40 of the Code of Federal Regulations (CFR), Part 261.4 City of Santa Monica Municipal Code and associated regulations Applicable sections of the California Health and Safety Code CCR Title 8 California Occupational Safety and Health Administration (Cal/OSHA) requirements Title 49 of the Code of Federal Regulations (DOT regulations)

d. The contractor is also responsible for complying with any additional regulatory City requirements that may apply to hazardous waste operations within the City of Santa Monica.

The contractor shall fulfill all applicable state and regulatory reporting obligations for a period of up to one year following the termination of this contract. This requirement applies only to data compiled by the contractor during the final fiscal year or portion thereof in which the contract was active.

For example, the Form 303 Annual Report—due in October to CalRecycle—must reflect data from the preceding fiscal year and shall be prepared and submitted by the contractor.

All required reporting shall be delivered via electronic mail in a format approved by designated City staff.

e. Additional Materials May Be Added as Required Beyond regularly scheduled pick-ups, the contractor shall provide collection, transportation, and disposal services for hazardous materials not listed in the original proposal at various locations within the City, including the City's Hazardous Waste Facility. These services will be requested by the City on an as-needed basis.

Please note there is no pricing table for unknown items. Upon encountering, the contractor must submit a quote that includes:

A comprehensive waste profile A detailed cost breakdown An all-inclusive price per pound covering collection, transportation, and disposal. Be prepared to submit your pricing methodology upon request.

Prices must be consistent with future invoices.

The types of additional materials may include, but are not limited to

Compressed gases (nitrogen, ethanol, argon, oxygen, nitrous oxide, carbon dioxide, helium, acetylene, etc. of all characteristics, e.g. flammables, corrosives, oxidizers, and toxic).

Compressed gas N.O.S Gun powder Flares Radioactive/illuminated signage (such as exit signs).

Other materials not listed above Quantity and type(s) of any packaging used for shipment Current types of packaging materials include:

Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

Any minimum charges must be specified in advance and per invoice.

The below service is mandatory for all bidders.

A.

1. Hazardous Waste Facility (HW Facility) Services:

The HW Facility is available to City departments, CESQGs, and other approved entities for hazardous waste drop-off during a designated monthly date and time. Once collected and prepared, the contractor will provide monthly pick-up and disposal services.

The contractor must assign a staff member who:

Has a valid 40-hour HAZWOPER certification, including respirator training, as required by CCR Title 8, Section 5192.

Must maintain certification through an annual 8-hour refresher course and Must possess a minimum of two (2) years of supervisory experience

Responsibilities Include:

Household battery collection at Citywide locations, as well as the classification, packing, storage, and handling of batteries and other hazardous waste at the City's Hazardous Waste (HW) facility. This role is expected to require approximately 20–25 hours per week, with straight time Tuesday through Thursday from 7 am - 3:30 pm.

Additional straight-time hours would be requested in advance by the City.

Monthly Reporting Requirements:

• Date of request and pick-up

• Department/division name, address

• Type, quantity, and weight (in pounds) of each material collected and disposed

• Disposal method used Invoice Requirements for Hazardous Waste Facility (HW Facility) For all City departments who deliver hazardous waste materials to the HW facility to be disposed, the City requires that:

Separate accounts be established for each division (units of a City department) Each invoice must include:

City division name City division address EPA ID number associated with City division Quantity and type(s) of waste disposed Price per pound of material collected and disposed

Current types of materials collected include:

Acids/bases, aerosols, batteries

(alkaline and lithium), lamps, used oil filters, oil based paint, and latex paint

Format quotes for unlisted items as price per pound.

Be prepared to submit your pricing methodology upon request.

Prices must be consistent with future invoices.

Quantity and type(s) of any packaging necessary for shipment

Current types of packaging materials include:

Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

Any minimum charges must be disclosed in advance and clearly itemized on each invoice.

The following services are optional. Contractors may submit bids for one or more services; participation in one service does not preclude bidding on the others.

2. Citywide Door-to-Door Household Hazardous Waste Pick-Up, Transport, and Disposal The contractor must offer both phone and online scheduling options for residents requesting HHW collection. Services must be completed within five business days of the request.

a. Monthly Reporting Requirements:

• Date of request and pick-up

• Resident name, address, and phone number

• Type, quantity, and weight (in pounds) of each material collected and disposed

• Disposal method used

b. Invoice Requirements for Door-to-Door Hazardous Waste Pick-up For all door-to-door hazardous waste collection, each invoice must include the following details:

Resident name Resident address Quantity and type(s) of material disposed Price per pound for each material type

Current types of materials collected include:

Aerosols, batteries (alkaline and lithium), lamps, used oil filters, oil based paint, and latex paint, e-waste, sharps Format quotes for unlisted items as price per pound. Be prepared to submit your pricing methodology upon request.

Prices must be consistent with future invoices.

Quantity and type(s) of any packaging necessary for shipment Current types of packaging materials include:

Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

Any minimum charges must be specified in advance and per invoice

3. Abandoned Hazardous Waste Pick-Up from Public Spaces Upon request and approval by RRR, the contractor will collect hazardous waste abandoned in parks, alleys, and other public areas within five business days.

a. Program Requirements:

Provide a waste profile and cost per pound for collection and disposal Submit pricing methodology upon request Report any items that cannot be accepted or shipped, including reasons

Note: Due to the variable nature of abandoned materials, there is no pricing table to bid on.

b. Monthly Reporting Requirements:

Location and date of each collection Type, quantity, and weight (in pounds) of materials collected and disposed Disposal method used

c. Invoice Requirements for Abandoned Hazardous Waste Pick-up For all abandoned hazardous waste collections, the contractor must do the following on a monthly basis:

List each location separately Each invoice must include:

Specific address where the abandoned waste was collected Date abandoned waste collected

Quantity and type(s) of abandoned waste disposed Waste profile of abandoned waste Price per pound of material collected and disposed Current types of materials collected can include items such as paint, light bulbs, and oil Quantity and type(s) of any packaging used for shipment Current types of packaging materials include:

Poly drum – 55-gal reconditioned, poly drum – 15-gal new, and cubic yard box

Any minimum charges must be specified in advance and per invoice.

4.3. Vendor Requirements

Contractors must meet the following qualifications to be eligible for award consideration.

A.

1. Industry Experience

Minimum of five (5) years of continuous experience in hazardous waste transportation and disposal Experience should be comparable to the size and complexity of the City's requirements. This can include private sector/entity experience.

This experience must be clearly stated or demonstrated in the bid response.

2. Qualified Personnel

Must employ trained staff capable of:

collecting, sorting, identifying, packaging, manifest creation, and arranging the transport, treatment, recycling, incineration, and/or disposal of hazardous waste.

Training must include, but is not limited to:

Use of personal protective equipment (PPE) Spill response procedures General health and safety protocols On-site traffic control Identification and handling of toxic packaging Compliance with applicable state and federal regulations

3. Use of PPE

All staff must utilize PPE and clothing in accordance with City, state, and federal requirements and procedures.

4.Compliance

1.

Personnel Training Compliance

All personnel handling Household Hazardous Waste (HHW) or Conditionally Exempt Small Quantity Generator (CESQG) waste must meet training requirements outlined in:

Title 8 of the California Code of Regulations (CCR), Section 29 CFR 1910.120 (OSHA regulations)

PaintCare Program Compliance Contractor must have and maintain an active, executed contract with PaintCare as a registered collector.

Must act as a PaintCare collector on behalf of the City for the HW facility and one-day events.

All PaintCare-eligible waste must be collected, packaged, transported, and disposed of at no cost to the City Contractor must remain in good standing with PaintCare throughout the contract term.

Failure to maintain a valid PaintCare contract may result in termination of the City’s agreement or reassignment of PaintCare services to another provider.

For all PaintCare-eligible products, the contractor must provide, at minimum, the following at no cost to the City:

Appropriate packaging, transportation, and disposal of covered products in compliant containers Labor, or equivalent labor credit, for consolidation (bulk handling) of PaintCare products, including packaging, transportation, and disposal

5. DOT and EPA Training

1.

Supervisors and personnel responsible for transporting hazardous waste must be trained in:

DOT hazardous materials transportation regulations (HM-126F and HM-181) 40 CFR Parts 260–265 and 271

6. Certifications, Licensing, and Credentials

HAZWOPER Certification Licensing and Credentials

Contractor must possess and maintain all necessary permits, licenses, and professional credentials to perform the services specified in this bid.

Best, Teresa M. Villa, C.P.M., CPPB, Procurement Manager

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