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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
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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.
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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 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.
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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:
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Dean uban'i
Director -Office of Sustainability and
the Environment
Forwarded to Council:
Rod Gould
City Manager
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Reference Amendment to
Contract No. 8672 (CCS).