City Council Meeting: January 9, 2007
Agenda Item: 1-E
To: Mayor and City Council
From:
Subject: Recommendation
to Authorize the City Manager to Negotiate and Execute a Two Year Contract with
ICF International, LLC, 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 two year contract with ICF
International, LLC, in an amount not to exceed $486,510, with a third year
option not to exceed $261,648, for a total of $748,158 over three years, to
operate, maintain, and monitor the landfill gas extraction system currently
operating at the City’s Municipal Yard.
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
Discussion
Background
Portions of the City Yard and
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
10 to 12 years. Although the system will remain in consistent 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.
ICF International, LLC, 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.
Previous Council Action
On
November
12, 2002, Council authorized a contract to ICF Consulting Services 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 whereby Agreement
8156 (CCS) was established. On December
5, 2006, Council authorized a second 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.
Contractor/Consultant Selection
Staff began a Request for Proposal
process in October 2006. The bid
opportunity was advertised in the Los Angeles Times and Santa Monica
Daily Press on October 21, 2006. A
request for proposals was also distributed to eight qualified and experienced
landfill consultants on October 24, 2006.
Two proposals were submitted and reviewed by a committee comprised of
representatives from the Environmental Programs Division. Based upon the qualifications, experience and
cost-effectiveness of their proposal, staff recommends that ICF International,
LLC, be retained to provide landfill gas extraction services. Although ICF was not the lowest bidder, they
provided a complete estimate for all three years including all costs for
maintenance and operations.
Budget/Financial Impact
This
is a multi-year contract. The total
contract amount includes funding for Fiscal Years 2007/2008, 2008/2009, and
optionally for Fiscal Year 2009/2010 totaling $748,158. Funds to cover the total three year cost of
this contract are currently available in the General Fund CIP account
#C010798.589000.
Prepared by: James Conway, Senior
Environmental Analyst
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Approved: |
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Forwarded
to Council: |
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Director -
Environmental and Public Works Management Department |
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P. City Manager |