REPORT TO COUNCIL
SUBJECT
Title
Action on Proposed Agreement with WSP USA, Inc. for Operation, Maintenance, Monitoring, and Compliance Services for the Closed City All Purpose Landfill and Technical Support for the City Place Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The City of Santa Clara All Purpose Landfill (Landfill) was closed in 1993 and the City is required by multiple regulatory agencies to perform regular maintenance, monitoring and reporting. The landfill gas collection and control system at the Landfill must operate continuously and be monitored and repaired on an ongoing basis to stay in compliance with Bay Area Air Quality Management District (BAAQMD) Regulation 8, Rule 34 and Synthetic Minor Operating Permit Condition requirements. The Regional Water Quality Control Board (RWQCB) mandates groundwater monitoring and reporting from groundwater and leachate monitoring wells, as well as from the San Tomas Aquino Creek surface waters. The City is also required by the Santa Clara County Department of Environmental Health, acting as the Local Enforcement Agent for the Department of Resources Recycling and Recovery (CalRecycle), to fix low spots caused by settlement that can lead to ponding and maintain the integrity of the vegetative cover and side slopes.
The City contracts out the operation, maintenance, monitoring, and compliance services for the Landfill and the current contract is set to expire on September 30, 2025.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposals (RFP) was conducted, with the award recommendation based on “best value.” On June 17, 2025, the City published the RFP for operation, maintenance, monitoring, and compliance services for the Landfill on the City’s e-procurement platform. Three proposals were received from the following firms:
- APTIM Environmental & Infrastructure, LLC (APTIM)
- Stearns, Conrad and Schmidt, Consulting Engineers, Inc. dba SCS Engineers (SCS)
- WSP USA, Inc. (WSP)
The proposals were individually evaluated by a three-member team. Staff recommends awarding the agreement to WSP for having submitted the best value proposal. WSP’s team has extensive experience providing technical support for landfills throughout Santa Clara County. Their experience includes landfill gas collection systems, maintenance, operations, and working with regulatory agencies.
Under the agreement, WSP will provide landfill operation, maintenance, monitoring, and compliance services. The scope of services includes items such as routine weekly inspections; monthly, quarterly, and annual monitoring; air quality and landfill gas collection reporting; and technical support services for the Related Santa Clara Development Project.
The term of the agreement is five years with fixed pricing, which includes an annual three percent adjustment for years two to five. The estimated cost of known base services over the five-year term is $1,773,024, ranging from $316,073 in Year 1 to a high of $442,382 in Year 4. The increase in Year 4 reflects the required five-year monitoring and analysis report and topographical monitoring, both of which are conducted only once during the agreement term.
Funding for additional services is allocated in the agreement for unforeseen, as-needed non-routine and emergency services that may arise during the five-year term. This includes technical support for the Related Santa Clara project, which is reimbursed by Related Santa Clara. WSP will be required to prepare cost estimates for these additional services on a time and material basis, which are typically subject to City approval before work begins. The agreement will include $886,512 to cover these additional services, an amount estimated based on prior years expenditures.
Prevailing wage requirements are included in the agreement.
ENVIRONMENTAL REVIEW
The action being considered is exempt from 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 or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The amount to be paid to WSP over the five-year term of the agreement is estimated to be $2,659,536, which includes $1,773,024 in base services and $886,512 for additional services. The FY 2025/26 Adopted Budget includes funding for the current year in the Sanitary Landfill Development - Post Closure project budgeted in the Solid Waste Capital Fund.
COORDINATION
This report has been coordinated with the Finance Department and the 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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to negotiate and execute an Agreement with WSP USA, Inc. to provide landfill operation, maintenance, monitoring, and compliance services for the All Purpose Landfill and technical services for the Related Santa Clara Development Project, for a five-year term beginning on October 1, 2025 through September 30, 2030, with a not-to-exceed maximum compensation of $2,659,536, subject to the appropriation of funds and review and approval as to form by the City Attorney; and
2. Authorize the City Manager or designee to (a) take any actions as necessary to implement and administer the Agreement, and (b) negotiate and execute amendments to the Agreement to add, modify or delete services consistent with the Agreement’s scope of services, provided that the maximum compensation is not exceeded, subject to review and approval as to form by the City Attorney and the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Agreement with WSP (Draft)