REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Real Environmental Products for Landfill Gas Collection System Repair and Maintenance Services
Report
BACKGROUND
The Department of Public Works is responsible for landfill post-closure maintenance and monitoring for All Purpose Landfill, which closed in 1993. All Purpose Landfill has an extensive landfill gas collection system in place to ensure landfill-generated methane is not released into the atmosphere. The collected landfill gas is transported to the Ameresco power plant, where it is converted to electricity that is sold to Silicon Valley Power (SVP). The continuous settlement of the landfill can damage the gas collection system network, and therefore, it requires ongoing maintenance and repairs to remain operational and in compliance with Bay Area Air Quality Management District (BAAQMD), Department of Resources Recycling and Recovery (CalRecycle), and Santa Clara County Department of Environmental Health regulations.
DISCUSSION
Staff utilized a formal Request for Proposal (RFP) selection process in accordance with the General Services contracting procedures set forth in Section 2.105.330 of the Santa Clara City Code to solicit proposals from contractors to provide landfill gas collection system maintenance services. The RFP was posted on Bidsync from September 5, 2019 to October 8, 2019. Real Environmental Products (REP) was the only company that submitted a time and materials-based proposal for future repairs and maintenance to the landfill gas collection system. Staff speculates that the City received only one bid due to the limited number of contractors that are familiar with the operation and maintenance of landfill gas collection systems.
REP’s proposal was reviewed for 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 City’s landfill consultant, Golder Associates, will identify any necessary repair work during routine groundwater and air quality monitoring events. City staff will request the landfill gas collection system repair and maintenance system contractor 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. A section covering Prevailing Wages is 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 City typically spends between $150,000 - $200,000 per year on landfill gas collection system repairs and maintenance. The amount to be paid to the contractor for landfill maintenance services over the five-year term of this agreement shall not exceed $1,000,000. Expenditures are covered for the FY2019/20 Capital Improvement Program Budget in the Solid Waste Capital Fund’s Sanitary Landfill Development - Post Closure project. Funding for subsequent fiscal years will be requested from Council for budget appropriation in the next two Biennial Capital Improvement Program budget processes.
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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation.
1. Approve and authorize the City Manager to execute an Agreement for landfill gas collection system repair and maintenance services with Real Environmental roducts for an amount not-to-exceed $1,000,000 over a five-year term subject to biennial appropriations; and
2. Authorize the City Manager to make minor modifications to the Agreement, including time extensions involving no increase in costs, if necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement