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sr-042710-1b~® ~;tYO, Clt)/ COUIICII R@pOY't Santa Monica City Council Meeting: April 27, 2010 Agenda Item: 1 To: Mayor and City Council From: Dean Kubani, Director, Office of Sustainability and the Environment Subject: First Modification to Professional Services Agreement No. 8672 (CCS) with ICF International, LLC, for 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 modification to Professional Services Agreement No. 8672 (CCS) with ICF International for an additional year through March 31, 2011, in an amount not to exceed $212,000 to operate, maintain, and monitor the landfill gas extraction system currently operating at the City's Municipal Yard. Executive Summary A professional services agreement with ICF International was approved by City Council on January 9, 2007 in the amount of $748,148 over three years, to operate, maintain, and monitor the landfill gas extraction system currently operating at the City's Municipal Yard. The current contract will expire in March 2010 with a balance of $212,000. The available surplus funding is sufficient to operate and maintain the landfill gas extraction system for an additional year through March 31, 2011. Background On November 12, 2002, Council authorized a contract (8156) with ICF Consulting Services in an amount not to exceed $736,310 to operate, maintain, and monitor the landfill gas extraction system at the City Yards. On December 5. 2006, Council authorized a second modification to Agreement 8156 (CCS) with ICF for an additional $60,000 to provide continued operation, maintenance, monitoring and expansion of the 1 existing landfill gas control system at the City Yards until award of formal bid in January 2007. On January 9, 2007 Council authorized a contract with ICF International in an amount not to exceed $748,158 to continue the operation of the landfill gas extraction system at the City Yards through March 2010. This contract was awarded following a competitive bidding process that was initiated in October 2006. ICF was selected based upon their qualifications, past experience and the cost-effectiveness of their proposal. Discussion Portions of the City Yard and Stewart Street Park lie over an inactive landfill. The City 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. Under current permit requirements the City is required to submit monitoring reports to both agencies on a quarterly basis. 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. 2 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 eight to ten years. Although the system will remain in constant 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 could require reconfiguration of the existing extraction and treatment systems. The City's current consultant, ICF International, LLC, has been operating and monitoring the landfill gas system at the City Yards since 1998. As their field technicians have become more experienced in the operation and monitoring of the LFG system, ICF was able to shift more routine activities such as quarterly reporting, general site management, monitoring, and sampling away from project management personnel to field technicians. The shift in personnel resulted in significant cost savings. The City is able to utilize this savings to extend the contract for an additional twelve months. An RFP will be issued in late 2010 to select a consultant to continue the ongoing oversight of the LFG system. 3 Financial Impacts & Budget Actions Funds in the amount of $212,000 are available for this modification in the General Fund CIP account #M010798.589000. Prepared by: James Conway, Senior Environmental Analyst Approved: ,~ ~~---> Dean uban'i Director -Office of Sustainability and the Environment Forwarded to Council: Rod Gould City Manager 4 Reference Amendment to Contract No. 8672 (CCS).