To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Landfill Cover Maintenance and Emergency Repair Services
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Recommended Action:
Recommended action
Authorize the Chair to execute Professional Service Agreements with Douglas Gordon Wood (d.b.a. DW Enterprises) and Rege Construction, Inc., to provide routine earthwork, infrastructure maintenance, and as-needed emergency repairs for the County's seven (7) closed landfills for a period of three (3) years, from March 17, 2025 through March 17, 2028, with two (2) optional 1-year extensions, with an annual amount not to exceed amount of $1,500,000 per Agreement.
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Executive Summary:
The County of Sonoma owns seven closed landfills, which must be maintained in perpetuity under Title 27 of the California Code of Regulations to protect public health and the environment. This includes preserving the integrity of the final landfill cover, preventing erosion and ponding caused by uneven settlement, and maintaining infrastructure through Best Management Practices.
After the County outsourced landfill operations in 2015 and moved its staff and equipment to other areas, contracting ongoing maintenance work at the closed landfills is necessary. Sonoma County Public Infrastructure (SPI) is recommending a three (3) year contract with two (2) optional one (1) year extensions with DW Enterprises and Rege Construction, Inc. for maintenance work and emergency repair service needs of the seven (7) closed landfills. Engaging two contractors ensures continuity of services if one contractor is unavailable, while budgeting accommodates peak maintenance costs driven by annual regulatory and safety requirements.
Discussion:
Background
The County of Sonoma owns seven (7) closed landfills: Airport, Annapolis, Guerneville, Healdsburg, Occidental, Roblar, and Sonoma. Under Title 27 of the California Code of Regulations (Solid Waste), landfill owners are required to maintain these sites to protect public health and the environment. Compliance includes maintaining the integrity of the final landfill cover, mitigating the effects of differential settlement to prevent erosion and ponding, and preserving site infrastructure.
Differential settlement and other maintenance needs may vary significantly year to year, influenced by regulatory requirements, weather, and fire safety conditions. For example, vegetation management and fuel reduction to meet fire safety standards and local requirements can cost $50,000 to $100,000 per site annually. These fluctuations necessitate a budgeting strategy that accounts for peak maintenance costs to ensure compliance with regulatory and safety standards.
With the outsourcing of landfill and transfer station operations in 2015 and the subsequent reassignment of SPI personnel and equipment to other parts of the County, there is a need to contract out maintenance work required at the County's legacy sites. As a result, SPI is recommending a three (3) year agreement with two (2) optional one (1) year extensions with Douglas Gordon Wood dba DW Enterprises and Rege Construction, Inc. to assist in the maintenance and emergency repair work of the County's closed landfill sites and meet regulatory requirements.
By contracting with two firms, the County ensures sufficient resources are available to meet maintenance and emergency repair needs in a timely manner if one contractor is unavailable due to other commitments.
On October 16, 2024, Public Infrastructure issued a Request for Proposals (RFP) for landfill cover maintenance and received two proposals by the following firms:
• Douglas Gordon Wood (dba DW Enterprises)
• Rege Construction, Inc.
Proposals from both contractors were reviewed and ranked according to qualifications and quality of their proposal. An analysis of the personnel and equipment costs was also performed for both firms, noting that the capabilities and size of the firms were quite different, with each having divergent skill sets and personnel capabilities. After careful consideration of both proposals, and the need for SPI to have competent contractors available at a moment's notice, SPI determined that it is in the County's best interest to enter into contracts with both firms on a time and materials basis. Doing so will ensure adequate resources are available to address any maintenance and emergency repair services.
Scope of Work
These agreements provide for Douglas Gordon Wood (dba DW Enterprises) and Rege Construction, Inc. to perform maintenance work that is necessary at the seven closed landfills. 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; installing and maintaining 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 High-Density Polyethylene pipe; annual mowing of landfill cover vegetation; and any other cover and infrastructure maintenance project as required by Title 27 Performance Standards. In addition, the agreements provide for emergency repair projects, like those mentioned above, at the seven closed landfills that might be required following a natural or man-made disaster, such as flood, earthquake, or fire.
Recommendation
Authorize the Chair to sign two (2) agreements for professional services with DW Enterprises and Rege Construction, Inc. to provide ongoing landfill maintenance and emergency services at the County's seven (7) closed landfill sites. These agreements ensure flexibility to address maintenance needs and emergency repairs by engaging two contractors, allowing work to proceed uninterrupted if one contractor is unavailable.
Total value for the initial three (3) year term of each contract is $4,500,000. Appropriations for landfill maintenance work were included in the Fiscal Year 2024-25 Integrated Waste adopted budget. SEIU was noticed on October 16, 2024, regarding SPI’s intention to contract out for this work and the union has not objected.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
03/17/2020 Board awarded Agreement for Landfill Cover Maintenance and Emergency Repair Services to Douglas Gordan Wood and Piazza Construction General Engineering Contractors.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$750,000 |
$3,000,000 |
$3,000,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$750,000 |
$3,000,000 |
$3,000,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$750,000 |
$3,000,000 |
$3,000,000 |
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$750,000 |
$3,000,000 |
$3,000,000 |
Narrative Explanation of Fiscal Impacts:
Total annual estimated value of emergency and non-emergency work to be completed for each agreement is $1,500,000, or a not-to-exceed total of $3,000,000 for both contacts per fiscal year. Appropriations for landfill maintenance work were included in the FY 2024-25 Integrated Waste adopted budget and will be included in future Recommended Budgets.
Costs to maintain the landfills are funded by franchise fees collected under the Franchise Agreement with Recology Sonoma-Marin and by concession fees collected under Master Operations Agreement with Republic Services of Sonoma County, Inc.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
DW Enterprises Agreement
Rege Construction, Inc. Agreement
Related Items “On File” with the Clerk of the Board:
Notice to Unions SEIU