SR 06-26-2018 3D
City Council
Report
City Council Meeting: June 26, 2018
Agenda Item: 3.D
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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's
Municipal Yard
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute an agreement with ES Engineering Services, to operate, maintain, and monitor
the landfill gas extraction system currently operating at the City’s Municipal Yard for a
total amount not to exceed $531,045 (including a 10% contingency) over a three-year
period, with future year funding contingent on Council budget approval.
Executive Summary
The City has operated a landfill gas extraction and treatment system since 1998 to
collect and treat landfill gases generated from the former landfill located under portions
of the City’s Municipal Yard (City Yards) and 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. While routine maintenance
and monitoring have been consistently performed, further repairs are needed to help the
system maintain proper operation. Additionally, the previous contract to perform such
monitoring and maintenance expired when staff did not exercise the agreed upon
renewal option prior to the termination date. To address the needed repairs, and
reestablish the service contract, staff recommends executing a new agreement with ES
Engineering Services for an amount not to exceed $531,045 (including a 10%
contingency) over a three-year period.
Discussion
Portions of the City Yards (2500 Michigan Avenue) and Gandara Park (1819 Stewart
Street) lie over an inactive landfill. The natural decomposition of the materials in the
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landfill generates gases, including methane, which must be properly managed. In
response, 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 collection
is to control subsurface migration and surface emission of landfill gas in compliance with
federal and state regulations to protect the public and environment.
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.
During the past year, investigations and repairs to the system have been undertaken.
While improvements have been made, the First Quarter 2018 Compliance Report,
dated April 17, 2018, yielded one probe reading above the established regulatory limit of
five percent by volume in air. ES Engineering Services has provided a comprehensive
list of recommended repairs to ensure compliance moving forward. Staff expects to
complete the immediate, large-scale repairs during the first year of the new agreement
and anticipates a reduction in the need of such repairs for the subsequent two years of
the agreement.
The additional repairs, as well as the need to reestablish the contract, necessitate a
reauthorization by City Council. As all previous contract authority expired with the lapse
of the contract, staff recommends executing a new agreement with ES Engineering
Services for all services covered in CT-10340 and as-needed repairs. The estimated
expense for each category and year of the contract is provided in the table below.
Contract Year
Maintenance and
Monitoring
As-Needed
Repairs Total
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Year 1 $ 131,926.00 $ 53,242.00 $ 185,168.00
Year 2 $ 135,883.00 $ 34,500.00 $ 170,383.00
Year 3 $ 139,959.00 $ 35,535.00 $ 175,494.00
Total $ 407,768.00 $ 123,277.00 $ 531,045.00
Vendor 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 City’s
on-line bidding site, and notices were advertised in the Santa Monica Daily Press in
accordance with City Charter and Municipal Code provisions. 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
was 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.
On July 26, 2016, Council authorized an agreement, CT-10340, with ES Engineering
Services for operation, maintenance, and monitoring services for the landfill gas
extraction system at the City Yards in a total amount not to exceed $131,926 for one
year, with four additional one-year renewal options for a total amount not to exceed
$671,623 (Attachment A). Agreement CT-10340 expired on August 25, 2017, because
staff did not exercise the first renewal option prior to the termination date. Although the
contract has expired, ES Engineering Services continues to operate, maintain and
monitor the landfill gas extraction system under the same agreement terms and
conditions. To date, the City has expended $203,615 of the original contract authority
authorized by Council.
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Financial Impacts and Budget Actions
The agreement to be awarded to ES Engineering Services is for an amount not to
exceed $531,045. Funds of $185,168 are available in the FY 2018-19 budget in the
Public Works Department. The agreement will be charged to account
01500020.550010/014523.555010. Future year funding is contingent on Council budget
approval.
Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. July 26, 2016 Staff Report
B. ES Engineering Oaks Initiative Form
City Council
Report
City Council Meeting: July 26, 2016
Agenda Item: 3.A
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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 of the City’s Municipal Yard (City Yards) and 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
City’s on-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
company’s professionalism and expertise.
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
REFERENCE:
Agreement No. 10701
(CCS)