SR-504-000-01
EPWM:Rb:rb/adm/stfr/lfg2.doc
Council Meeting: November 12, 2002, Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Contract with ICF Consulting to Provide Operation, Maintenance, and
Monitoring Services for the Landfill Gas Extraction System at the City
Yards
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate
and execute a two year contract with ICF Consulting in an amount not to exceed
$429,930, with a third year option not to exceed $210,340, to operate, maintain, and
monitor the landfill gas extraction system currently operating at the City?s Municipal
Yard and to approve $96,040 in contingency funds for the contract. In addition, this
report recommends that the City Council authorization include the incorporation into this
contract of an existing purchase order for the amount of $49,560 with ICF consulting for
related landfill gas extraction system services.
BACKGROUND
Portions of the City Yard and Stewart Street Park lie over an inactive landfill. In
response to the potential hazard posed by gases generated by the decomposition of the
landfill, the City has installed and is operating a landfill gas extraction and treatment
system to collect and treat landfill gases generated from the former landfill. The
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extraction system has been operating on a continuous basis since July 1998. The
system is permitted by the South Coast Air Quality Management District (SCAQMD)
and the Los Angeles County Department of Health Services (LACDHS).
DISCUSSION
Permit and operational conditions for the extraction system require periodic monitoring
and adjustment to maintain maximum gas extraction, treatment effectiveness, and
regulatory compliance. Due to the complexity and specialized nature of the engineered
system, it is necessary that a consultant experienced in landfill gas projects provide
these services.
A request for proposals was distributed to eight qualified and experienced landfill
consultants. Three proposals were submitted and reviewed by a committee comprised
of representatives from the Environmental Programs, Engineering, Maintenance
Management, and Open Space Management Divisions. Based upon the qualifications,
experience and cost effectiveness of their proposal, staff recommends that ICF
Consulting be retained to provide landfill gas extraction services.
Due to the extended period during which landfills typically generate gas, it is anticipated
that the gas extraction system will be in operation at the site for an additional 10 to 12
years. Although the system will remain in consistent operation throughout this entire
period, several factors restrict our ability to develop a comprehensive and cost effective
scope of services for a period beyond three years. Specifically, gas conditions in the
landfill are dynamic and vary over time as the extraction system effectively mitigates
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different sections of site, thereby imposing uncertain future regulatory and monitoring
standards. Additionally, possible future renovation of the City Yards may result in
significant infrastructure changes that would require reconfiguration of the existing
extraction and treatment systems. In light of these conditions, staff recommends that the
current contract be executed for a period of two years with an option for a third year.
Staff expects to return to the City Council in the future with recommendations for the
continued operation of the system.
BUDGET/FINANCIAL IMPACT
This is a multi-year contract. The total contract amount includes funding for Fiscal
Years 2002/03, 2003/04, and optionally for Fiscal Year 2004/05 totaling $786,310.
Funds were previously approved by City Council and are available in the amount of
$560,000 in CIP account #C01079801.589000 and $226,310 in CIP account
#C01079802.589000. $49,560 of these funds has been committed to a purchase order
with ICF consulting to provide services for the landfill gas extraction system in the
transition period between the previous contract and the recommended contract.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a two year contract with ICF Consulting in an amount not to exceed $429,930,
with a third year option not to exceed $210,340, to operate, maintain, and monitor the
landfill gas extraction system currently operating at the City?s Municipal Yard and to
approve $96,040 in contingency funds for the contract. Staff also recommends that the
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Purchase Order amount of $49,560 be incorporated into this contract for the completion
of services associated with this purchase order.
Prepared by: Craig Perkins, Director of Environmental and Public Works
Brian J. Johnson, Manager of Environmental Programs Division
Richard H. Berman, Senior Environmental Analyst
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