SR-504-000-01 (3)r
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City Council Report
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Santa Monica
City Council Meeting: December 5, 2006
Agenda Item: ~ E
To: Mayor and City Council
From: Craig Perkins, Environmental and Public Works Management
Subject: Second Modification to Agreement 8156 (CCS) for Landfill Gas Extraction
System at the City Yards
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to Agreement 8156 (CCS) with ICF Consulting Services,
LLC, in an amount of $60,000 until award of formal bid in January 2007.
Executive Summary
ICF Consulting Services, LLC (ICF), specializes in landfill and waste-management
issues including environmental site assessment and remediation; geotechnical
assessment; facility location and permitting; environmental status reviews; planning and
policy development; economic feasibility assessments, and technology evaluations. On
November 12, 2002, Council authorized a contract to ICF Consulting in an amount not
to exceed of $736,310. To date, {CF has been paid $736,310 for services rendered.
Funds available for these services have been exhausted. Staff began a Request for
Proposal process in October 2006. Staff will return to Council in January 2007 to award
a new contract. It is necessary to continue these services due to regulatory permit
requirements by the South Coast Air Quality Management District and by the Los
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Angeles County Department of Health Services. Under the current permit
requirements, the City is required to submit monitoring reports to both agencies on a
quarterly basis, with the next report due December 2006. In order to provide continued
operation, maintenance, monitoring and expansion of the existing landfill gas control
system at the City Yards until award of formal bid, an additional $60,000 is requested
for a total not to exceed amount of $796,310.
Discussion
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
extraction system has been operating on a continuous basis since July 1998. The
system is permitted by the South Coast Air Quality Management District and the Los
Angeles County Department of Health Services.
Permit and operational conditions for the extraction system require periodic monitoring
and adjustment to maintain maximum gas extraction, treatment effectiveness, and
regufatory compliance. Due to the complexity and specialized nature of the engineered
system, it is necessary that these services be provided by a consultant experienced in
landfill gas projects.
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Because of 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 the City's 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 different sections of the site, thereby imposing uncertain future
regulatory and monitoring standards. Additionally, possible future renovation of the City
Yards may result in significant infrastructure changes that wou{d require reconfiguration
of the existing extraction and treatment systems. ICF has agreed to provide continued
landfill gas mitigation services on an interim basis until a formal bid process is
completed.
Staff advertised the new bid opportunity in the Los Angeles Times and Santa Monica
Daily Press on October 21, 2006. A request for proposals was distributed to eight
qualified and experienced landfill consultants on October 24, 2006. Two proposals
were submitted and are currently under review by a committee comprised of
representatives from the Environmental Programs Division. Staff will return to Council
on January 9, 2006, for authorization to enter into a new agreement for these services.
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BudgetlFinancial Impact
Funds in the amount of $60,000 for these services are available in account
C01079802.589000.
Prepared by:
James Conway, Senior Environmental Analyst
Approved: Forwarded to Council:
Craig Perkins . nt EweU
Director - En ironmental and Public Ci anager
Works Management Department
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