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Report regarding a resolution authorizing the City Manager or their designee to execute a renewal agreement with Bigbelly Solar, LLC for Connect lease and services for 25 smart waste and recycling stations through October 31, 2031, in an amount not to exceed $365,471.76. (Marissa Garren, Public Works Program Manager)
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RECOMMENDATION
Recommendation
Staff recommends that the City Council adopt a resolution authorizing the City Manager or their designee to execute a renewal agreement with Bigbelly Solar, LLC for Connect lease and services for 25 smart waste and recycling stations in an amount not to exceed $365,471.76, establishing updated service pricing and a common agreement expiration date of October 31, 2031.
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BACKGROUND/DISCUSSION
The Public Works Department uses Bigbelly smart waste and recycling stations to help keep public areas clean and improve waste collection. The stations monitor waste levels and alert staff when service is needed, reducing unnecessary collection trips.
The City entered into Connect Services Agreement No. 10187 with Bigbelly Solar, LLC in September 2020 and subsequently amended the agreement to expand the number of smart waste and recycling stations and modify the associated services. The City currently has 25 stations with varying service expiration dates. The proposed renewal (see Attachment 1) would continue services for all 25 existing stations under the original Connect Services Agreement, as amended, and establish a common expiration date of October 31, 2031. No additional stations are being requested as part of this renewal. The original agreement and all prior amendments are included as attachments to the accompanying resolution.
The proposed renewal would establish a new spending authorization for services through October 31, 2031, separate from the funding previously authorized under the original agreement and its amendments. The renewal covers the lease of 23 double stations and two triple stations. Services include monitoring software, automated alerts, annual cleaning and inspections, equipment warranty coverage, and customer support. Under the proposed renewal, the first 20 double stations have a renewal term beginning November 1, 2026, while the remaining three double stations and two triple stations have a renewal term beginning August 23, 2028. All stations will have a common expiration date of October 31, 2031.
Procurement Method - Sole Source
Staff recommends a sole source renewal with Bigbelly Solar, LLC under Chapter 4.04 of the South San Francisco Municipal Code and the City’s Purchasing Procedures. Bigbelly provides the proprietary equipment and CLEAN monitoring system. In its September 21, 2026 letter (see Attachment 2), Bigbelly confirms it is the only authorized company that can sell and service these products for the City. Continuing with Bigbelly will maintain service and avoid replacing existing equipment.
FISCAL IMPACT
The proposed renewal has a total service cost of $365,471.76 through October 31, 2031. This amount includes $309,288.00 for the renewal of the first 20 double stations for 60 months, beginning November 1, 2026, and $56,183.76 for the renewal of the remaining three double stations and two triple stations for 38 months, beginning August 23, 2028.
The monthly service cost will be $5,154.80 from November 1, 2026, through August 22, 2028, and $6,633.32 from August 23, 2028, through October 31, 2031. The proposed renewal establishes the service pricing through the common expiration date.
Funding will come from the City’s annual CalRecycle Beverage Container Recycling City/County Payment Program allocation, the Parking Fund, and the Solid Waste Reduction Fund. Sufficient funding is available in the Parking Fund and Solid Waste Reduction Fund within the City's adopted operating budget to support the current fiscal year's costs. Staff will continue seeking grants to reduce reliance on the two City funds when opportunities are available.
Funding in future fiscal years will be subject to available appropriations.
RELATIONSHIP TO CITY COUNCIL PRIORITIES ACTION PLAN
Renewal of the agreement is aligned with the Infrastructure and the Environment as well as Modern and Sustainable major focus areas, as it supports clean public spaces, efficient City operations, and responsible use of public funds. Smart monitoring helps staff plan collections and maintain reliable waste and recycling service.
ASSOCIATED DOCUMENTS
1. Proposed Bigbelly Connect Renewal Agreement
2. Sole Source Supplier Letter
3. PowerPoint Presentation
4. Resolution (File ID 26-2395)