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sr-042611-3gCity Council Meeting: April 26, 2011 Agenda Item: 3~ To: Mayor and City Council From: Dean Kubani, Director, Office of Sustainability and the Environment Subject: Contract with ICF International, 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 contract with ICF International, a California based company headquartered in Irvine, to operate, maintain, and monitor the landfill gas extraction system currently operating at the City's Municipal Yard for a total five-year amount not to exceed $871,776. 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 of 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 recommending ICF International at a five-year cost of $871,776. The firm was identified following a competitive selection process. The five-year term consists of an initial three- yearterm with two one-year options. 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 materials in the landfill, the City has installed and is operating a landfill gas extraction and treatment system to collect and treat the landfill gases. The extraction system has 1 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 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 five 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. Discussion On November 12, 2002, following a competitive process, Council authorized a contract with ICF Consulting Services (now ICF International) 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: Subsequently, agreement 8156 (CGS) was established between the City and ICF. On December 5, 2006, Council authorized a 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. 2 On January 9, 2007, following a competitive process, Council authorized a contract with ICF Consulting Services in an amount not to exceed $748,158 to provide operation, maintenance, and monitoring services for the landfill gas extraction system at the City Yards for an additional three years. Sufficient funding remained in the contract to allow for a second and third modification to the contract to extend the term through June 30, 2011. Contractor/Consultant Selection Staff began a Request for Proposal process in February 2011. The request was advertised through the City's online bidding system and distributed to six qualified and experienced landfill consultants. Five proposals were submitted and reviewed by the Office of Sustainability and the Environment. Based upon the qualifications, experience and cost-effectiveness of their proposal, staff recommends that ICF International be retained to provide. landfill gas extraction services. ICF International 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. Although ICF was not the lowest bidder, they provided a complete estimate for all five years including all costs for maintenance and operations, have routinely performed to the satisfaction of the City, and delivered services below their budget. As the City enters a critical phase of redeveloping the areas surrounding the existing landfill, tCF would provide consistency of service, familiarity with the City's processes and protocols, experience with the existing site and its system, and an established rapport with the neighboring residential communities. 3 Financial impact & Budget Actions The five-year contract to be awarded to ICF is $871,776. Currently $141,166 is available in FY 10-11 in account #M010798.589000. Funds to cover the cost of this contract for FY11-12 and FY12-13 are included ih the FY11-13 Proposed Budget that will be approved by Council on June 21, 2011 in the amount of $170,000 for FY11-12 and $180,000 in FY12-13; funding for FY13-14, FY14-15, and FY15-16 will be requested through the Capital Improvement Program budget process and is contingent on Council's approval. Prepared by: James Conway, Senior Environmental Analyst Approved: Dean Kubani Director -Office of Sustainability and the Environmental Forwarded to Council: e ~~ Rod Gould City Manager 4 Reference Contract No. 9359 (CCS).