To: Board of Supervisors
Department or Agency Name(s): Transportation and Public Works
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2231
Vote Requirement: Majority
Supervisorial District(s): First, Second, Fourth and Fifth
Title:
Title
Landfill Cover Maintenance and Emergency Repair Services - First Amendment
End
Recommended Action:
Recommended action
Authorize the Chair to execute the First Amendment to the Professional Service Agreements for Landfill Cover Maintenance and Emergency Repair Services By and Between the County of Sonoma and DW Enterprises; as well as with Piazza Construction General Engineering Contractors (Piazza Construction) to increase the total annual limit from $500,000 to $1,000,000, for each agreement, for non-emergency work, for a total not-to-exceed annual amount of $1,000,000 for each provider contract. (First, Second, Fourth and Fifth Districts)
end
Executive Summary:
The Department of Transportation and Public Works (TPW) is requesting an increase to the total annual limit established for each of the two Landfill Cover and Maintenance and Emergency Repair Services agreements, for non-emergency work, from $500,000 to $1,000,000, for a total not-to-exceed amount of $1,000,000 for each contract.
Under this First Amendment to the Agreement, DW Enterprises and Piazza Construction will continue to perform routine maintenance and emergency repairs, at the scheduled proposed rates included in their original proposals, to the landfill surfaces and infrastructure at the request of the County.
Discussion:
The County of Sonoma owns and maintains seven closed legacy landfills, consisting of the Airport, Roblar, Healdsburg and Sonoma landfills (Urban Landfill Sites - used by both the cities and County) and Annapolis, Guerneville and Occidental landfills (Rural Landfill Sites - used by the unincorporated County). The County is required to maintain these sites to safeguard the health and welfare of the public and the environment in perpetuity or until such time that the State deems the site is no longer a hazard to the public.
The County has neither the personnel nor equipment to perform, in a timely manner, any of the work required to maintain compliance with Title 27 performance standards. Failure by the County to respond to cover and infrastructure maintenance needs at its seven closed landfill sites could result in violations of the California Regional Water Quality Control Board and CalRecycle requirements and permits.
In order to address the maintenance requirements associated with Title 27 performance standards, the County entered into an agreement in March 2020 with the two firms, DW Enterprises and Piazza Construction. The objective of the agreements is to maintain the integrity and effectiveness of the final cover and all other infrastructure on the landfill surfaces.
Within the first year of projects, County staff recognized that maintenance needs at the closed landfills were more extensive than initially anticipated, and that additional contractor hours would be necessary to catch-up with the amount of deferred maintenance needed at all seven sites.
The proposed Amendments will increase each Agreement amount by $500,000 annually and allow the County to increase capacity for work to be performed each fiscal year, for the remainder of the Terms of the Agreements. When all of the current deferred maintenance has been addressed, the Department may adjust future contract dollar amounts to reflect the cover integrity and infrastructure maintenance needs at the closed landfill sites while complying with Title 27 performance standards.
Scope of Work:
Under the existing terms of these agreements, DW Enterprises and Piazza Construction will perform vital landfill maintenance work for a period of three (3) years, each with the terms ending March 17, 2023, with the possibility of two 1-year extensions.
Maintenance work includes, but is not limited to:
• Soil stockpiling.
• Grading and maintaining landfill cover line and grade.
• Periodic grading of access and perimeter roads.
• Install and maintain new and existing storm water conveyance systems and sediment control structures such as culverts, ditches, and inlets/outlets.
• Security fence repair.
• Fusion welding and installation of HDPE pipe.
• Annual mowing of landfill cover vegetation.
• And any other cover and infrastructure maintenance project as required by Title 27
performance standards.
Some examples of additional maintenance work include regrading of landfill caps, lining of ditches, and re-working of storm water and leachate conveyance systems. In addition, the agreement provides for small emergency repair projects at the seven closed landfills that might be required following a natural or man-made disaster, such as flood, earthquake, or fire.
Contracted rates will remain in effect and work will be matched with the contractor who would be most efficient in terms of cost and timeliness.
Recommendation:
Authorize the Chair to execute the First Amendment to the Professional Service Agreements with both DW Enterprises and Piazza Construction General Engineering Contractors, to increase the total annual limit from $500,000 to $1,000,000 for non-emergency work per agreement, for a total not-to-exceed amount of $1,000,000 for each contract.
Strategic Plan:
N/A
Prior Board Actions:
03/17/2020: Board approved the Landfill Cover Maintenance and Emergency Repair Services Agreements with DW Enterprises and Piazza Construction
Fiscal Summary
|
Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$500,000 |
$2,000,000 |
$2,000,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$500,000 |
$2,000,000 |
$2,000,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$500,000 |
$2,000,000 |
$2,000,000 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$500,000 |
$2,000,000 |
$2,000,000 |
Narrative Explanation of Fiscal Impacts:
Total estimated value of non-emergency work to be completed each Fiscal Year throughout the life of the agreements is $2,000,000 per year. There are sufficient appropriations for landfill maintenance work for the Former Rural Landfill Fund 41122-34050200, and Former Urban Landfill Fund 41123-34050300 in the Fiscal Year 2021-22 budget. Should staff determine that a budget adjustment is necessary in the current fiscal year, a request will be made during Consolidated Budget Adjustments. Future contract costs will be requested as part of future budget requests
Funds for maintenance of the landfills are generated by the collection of Franchise fees collected via the Franchise Agreement with Recology Sonoma-Marin and by the collection of Concession fees via the Master Operations Agreement with Republic Services of Sonoma County, Inc.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
First Amendment to Agreement for Landfill Cover Maintenance and Emergency Repair Services by and Between the County of Sonoma and Piazza Construction
First Amendment to Agreement for Landfill Cover Maintenance and Emergency Repair Services by and Between the County of Sonoma and DW Enterprises
Related Items “On File” with the Clerk of the Board:
Agreement for Landfill Cover Maintenance and Emergency Repair Services by and Between the County of Sonoma and Piazza Construction.
Agreement for Landfill Cover Maintenance and Emergency Repair Services by and Between the County of Sonoma and DW Enterprises.