REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Real Environmental Products, LLC for Landfill Gas Collection System and Cover Maintenance and Repair Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) is responsible for landfill post-closure maintenance and monitoring at All Purpose Landfill, which closed in 1993. All Purpose Landfill has an extensive Landfill Gas Collection System (LGCS) designed to prevent landfill-generated methane from being released into the atmosphere. The collected landfill gas is transported to the Ameresco power plant, where it is converted to electricity and sold to Silicon Valley Power (SVP).
Due to continuous settling of the landfill that can potentially cause damage, ongoing maintenance and repairs are necessary to ensure the LGCS remains accessible, operational, and in compliance with the regulations from Bay Area Air Quality Management District (BAAQMD), Regional Water Quality Control Board (RWQCB), Department of Resources Recycling and Recovery (CalRecycle), and Santa Clara County Department of Environmental Health regulations.
In October 2019, the municipal golf course that formerly occupied the majority of the landfill surface was closed and the irrigation was turned off. Previously, golf course maintenance staff routinely maintained cart pathways and filled low spots on the golf course to keep it playable for patrons. The amount of drainage/settlement and related LGCS repairs have substantially increased since the golf course has closed. These maintenance responsibilities have been shifted to DPW and are now performed by a contractor.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), the City conducted a formal Request for Proposals (RFP) with the award recommendation based on “best value.” In August 2024, the RFP for landfill gas collection system and cover maintenance and repair services was published on the City’s e-Procurement platform. One proposal was received from Real Environmental Products, LLC (REP). There was limited vendor interest in the RFP, and staff believes that there are only two vendors in Northern California with expertise in the operation and maintenance of landfill gas collection systems. A potential second bidder, SCS Engineers, notified the Finance Department that they elected not to propose on this work.
REP’s proposal was reviewed for responsiveness and found to be in compliance with the terms and conditions of the RFP requirements. REP has performed landfill gas collection system repair and maintenance services at All Purpose Landfill under multiple agreements since 2006 and is very familiar with the site.
The proposed agreement has a maximum compensation of $1,200,000 over a three-year term. The City’s landfill consultant, WSP USA, Inc., will identify any necessary repair work during routine groundwater and air quality monitoring events. Once identified, City staff will request REP to provide a cost proposal for the work, which will then be reviewed by the landfill consultant to ensure that the scope of work properly addresses the specific issues and that the proposed costs are reasonable. Work will not commence without prior authorization from City staff.
The agreement includes prevailing wage requirements.
ENVIRONMENTAL REVIEW
The action being considered is exempt for the California Environmental Quality Act (“CEQA””) pursuant to CEQA Guidelines section 15301 “Existing Facilities”, as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The amount to be paid to the contractor for landfill gas collection system and cover repair and maintenance services over the three-year term of this agreement shall not exceed $1,200,000. Sufficient funding for the first year of this agreement is included in the FY 2024/25 and FY 2025/26 Biennial Capital Improvement Program Budget in the Solid Waste Fund’s Sanitary Landfill Development - Post Closure project. Funding for the outyears of this contract are anticipated to be funded by the Solid Waste Fund. Budget actions to appropriate the funding in the outyears will be brought forward for Council approval separately.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Determine that the proposed actions are exempt from CEQA pursuant to Section 15301 (Existing Facilities) of Title 14 of California Code of Regulations; and
2. Authorize the City Manager to execute an agreement with Real Environmental Products, LLC for landfill gas collection system and cover maintenance and repair services for a total not-to-exceed amount of $1,200,000 over a three-year term, subject to annual appropriations of funds and approval as to form by the City Attorney.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Agreement