SR 07-26-2016 3A
City Council
Report
City Council Meeting: July 26, 2016
Agenda Item: 3.A
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Professional Service Agreement 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:
1. Award RFP# 81 to ES Engineering Services, a California-based company, to
operate, maintain, and monitor the landfill gas extraction system currently
operating at the City's Municipal Yard;
2. Authorize the City Manager to negotiate and execute an agreement with ES
Engineering Services, in an amount not to exceed $131,926 for one year, with
four additional one-year renewal option(s) for a total amount not to exceed
$671,623 over a five-year period, with future year funding contingent on Council
budget approval.
Executive Summary
Since 1998, the City has been operating a landfill gas extraction and treatment system
to collect and treat landfill gases generated from the former landfill located under
portions Gandara Park. Landfill gas
monitoring is performed to determine if the control system is adequately preventing
potentially hazardous gases from permeating through the landfill cover. The current
contract with ICF International (#9359 CCS) is due to expire on August 26, 2016. In
June 2016, the City conducted a competitive selection process for the operation,
maintenance, and monitoring services for the landfill gas extraction system at the City
Yards. After reviewing the four bids submitted, staff recommends ES Engineering
Services as the best firm to provide these services in an amount not to exceed
$671,623 over a five-year period.
Background
Portions of the City Yards (2500 Michigan Avenue) and Gandara Park (1819 Stewart
Street) lie over an inactive landfill. In response to the potential hazard of elevated
concentration of toxic air contaminants, generated by the decomposition of the materials
in the landfill, the City has installed and operated a landfill gas extraction system to
collect and treat the landfill gases since July 1998. The main purpose of landfill gas
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collection is to control subsurface migration and surface emission of landfill gas in
compliance with the federal and state regulations set to protect the public and
environment. The composition of landfill gas could pose such hazardous effects as
combustion, asphyxiation, carcinogens, smog formation, groundwater contamination
and vegetation damage.
A total of fifty-one gas monitoring probes have been installed throughout the landfill to
monitor subsurface landfill gas concentrations which indicate whether high levels of
landfill gas are escaping from the landfill surface or whether the landfill gas collection
and control system is effectively working to minimize emissions. Field measurement for
landfill gas composition is commonly done using a GEM2000, a portable electronic
instrument, which measures the percentage of methane, carbon dioxide, oxygen and
nitrogen present. When required, or necessary for verification, field samples are sent to
analytical laboratories for testing using various Environmental Protection Agency (EPA)
methods.
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. In
addition, the City is required to submit monitoring reports to both agencies on a
quarterly basis.
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.
Although the system must remain in constant operation, several factors restrict the
City's ability to develop a comprehensive and cost effective scope of services for a
period beyond five years. Landfill gas conditions are dynamic and vary over time as the
extraction system effectively mitigates different sections of the site. Additionally, the
City Yards Modernization Plan may result in significant infrastructure changes that could
require a reconfiguration of the existing extraction and treatment systems.
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Discussion
Through multiple competitive selection processes, the City has been using ICF
International (formerly ICF Consulting Services) to provide operation, maintenance, and
monitoring services for the landfill gas extraction system at the City Yards since 2002.
On April 26, 2011, Council authorized a contract with ICF, per Attachment A. The
current agreement, contract #9359 (CCS), was executed on August 25, 2011 and is set
to expire on August 26, 2016.
Consultant Selection
On March 26, 2016, the City issued a Request for Proposals (RFP) to provide
operation, maintenance, and monitoring services for the landfill gas extraction system at
the City Yards in accordance with City specifications. The RFP was posted on the
-line bidding site, and notices were advertised in the Santa Monica Daily Press
in accordance with City Charter and Municipal Code provisions. A total of 45 vendors
downloaded the RFP. Four firms (Biogas Engineering, ES Engineering Services, ICF
International, SCS Field Services) responded. Responses to the RFP were reviewed by
staff from the Public Works Department.
Evaluation was based on the criteria in SMMC 2.24.073, including previous experience,
quality of product, and ability to deliver and comply with all City criteria. ES Engineering
is being recommended as the best qualified firm. The firm had the most qualified and
experienced project manager who ranked significantly higher in technical competency
and references than the other proposers. The firm has been managing similar landfill
gas control projects for various municipalities, including the City of Newport Beach and
the Garden Grove Sanitary District, and clients expressed satisfaction over the
Financial Impacts and Budget Actions
The agreement to be awarded to ES Engineering Services is for an amount not to
exceed $671,623 over a five-year period. Funds of $109,938 are available in the FY
2016-17 budget in the Public Work Department. The agreement will be charged to
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account 014523.555010. Future year funding is contingent on Council budget approval.
Prepared By:
Kyla Johnson, Administrative Analyst
Approved Forwarded to Council
Attachments:
A. April 26, 2011 Staff Report
B. Written comments
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Landfill Gas Extraction System at City Yards -City of Santa MonicaPage 1of 3
City Council Report
City Council Meeting: April 26, 2011
Agenda Item: 3-G
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 CityÓs 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-year term 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 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.
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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 CityÓs 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 (CCS) 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. 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 CityÓs 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-
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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, ICF would provide
consistency of service, familiarity with the CityÓs processes and protocols, experience with
the existing site and its system, and an established rapport with the neighboring residential
communities.
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 in 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 CouncilÓs approval.
Prepared by:
James Conway, Senior Environmental Analyst
Forwarded to Council:
Approved:
Dean Kubani
Rod Gould
Director Î Office of Sustainability and the
City Manager
Environmental
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Add to 3-A
07/26/2016
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AgreementNo.10340
(CCS)