SR-504-000-01 (2)~_
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Santa Monica~
City Council Report
City Council Meeting: January 9, 2007
Agenda Item: ~ ~-
To: Mayor and City Council
From: Craig Perkins, Director, Environmental and Public Works Management
Subject: Recommendation to Authorize the City Manager to Negotiate and Execute
a Two Year Contract with ICF International, LLC, to Provide Operation,
Maintenance, and Monitoring Services for the 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 two year contract with ICF International, LLC, in an amount not to exceed
$486,510, with a third year option not to exceed $261,648, for a total of $748,158 over
three years, to operate, maintain, and monitor the landfill gas extraction system
currently operating at the City's Municipal Yard.
Executive Summary
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 located under portions
of the City Yard and Stewart Street Park. Under current permit requirements by the
South Coast Air Quality Management District and the Los Angeles County Department
of Health Services, the City is required to submit monitoring reports to both agencies on
a quarterly basis. In order to provide continued operation, maintenance, monitoring and
expansion of the existing landfill gas control system at the City Yards, staff is
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recommending ICF International, LLC, who were chosen following a competitive
selection process.
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
regulatory 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.
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 at least 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
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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 could
require reconfiguration of the existing extraction and treatment systems.
ICF International, LLC, 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.
Previous Council Action
On November 12, 2002, Council authorized a contract to ICF Consulting Services in an
amount not to exceed $736,310 to provide operation, maintenance, and monitoring
services for the landfill gas extraction system at the City Yards whereby Agreement
8156 (CCS) was established. On December 5, 2006, Council authorized a second
modification to Agreement 8156 (CCS) with ICF for an additional $60,000 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 in January 2007.
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Contractor/Consultant Selection
Staff began a Request for Proposal process in October 2006. The bid opportunity was
advertised in the Los Angeles Times and Santa Monica Daily Press on October 21,
2006. A request for proposals was also distributed to eight qualified and experienced
landfill consultants on October 24, 2006. Two proposals were submitted and reviewed
by a committee comprised of representatives from the Environmental Programs
Division. Based upon the qualifications, experience and cost-effectiveness of their
proposal, staff recommends that ICF International, LLC, be retained to provide landfill
gas extraction services. Although ICF was not the lowest bidder, they provided a
complete estimate for all three years including all costs for maintenance and operations.
Budget/Financial Impact
This is a multi-year contract. The total contract amount includes funding for Fiscal
Years 2007/2008, 2008/2009, and optionally for Fiscal Year 2009/2010 totaling
$748,158. Funds to cover the total three year cost of this contract are currently
available in the General Fund CIP account #C010798.589000.
Prepared by: James Conway, Senior Environmental Analyst
Approved: Forwarded to Council:
Craig Perkins
Director - ~n ironmental and Public
Works Management Department
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P amont Ewell
City Manager '-
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