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): Fifth
Title:
Title
Water and Landfill Gas Monitoring at Closed Rural County Landfills - First Amendment
End
Recommended Action:
Recommended action
Authorize the Chair to execute the First Amendment to the Professional Services Agreement for Water Quality and Landfill Gas Monitoring Services between the County of Sonoma and EBA Engineering, to increase the total annual not to exceed limit from $117,044 to $217,134, through the current term of September 24, 2024. (Fifth District)
end
Executive Summary:
The Department of Public Infrastructure is requesting an increase to the total annual limit established for the Water and Landfill Gas Monitoring Agreement with EBA Engineering (EBA) for the Closed Rural County landfills by $100,090, from $117,044 to $217,134.
If approved, the First Amendment to the Agreement will authorize EBA to oversee the replacement of two (2) groundwater monitoring wells, and the decommissioning of five (5) nonfunctional groundwater monitoring wells and satisfy new monitoring and reporting requirements from the California North Coast Regional Water Quality Control Board (Water Board) for the Annapolis Closed Landfill. The contractor who will implement the work that has been designed and will be overseen by EBA will be selected by the Department in accordance with the Uniform Construction Cost Accounting Act and the Sonoma County Code.
Discussion:
Background
The County of Sonoma owns and maintains three closed rural landfills located in Annapolis, Guerneville, and Occidental. Both Federal and State regulations require that the owner of a closed landfill monitor water quality and landfill gas and report the results of the monitoring to safeguard the health and welfare of the public and the environment.
On September 24, 2019, the Department of Public Infrastructure contracted with EBA Engineering (EBA) to perform water and landfill gas monitoring and reporting at the closed rural landfills for a term of three years, with the option for two one-year extensions. Both one-year extensions have been executed and the Agreement is currently scheduled to expire September 24, 2024.
Scope of Work
Under the original scope of work for this agreement, EBA performs all necessary gas, water and leachate monitoring services, as well as Water Board mandated reporting for Annapolis, Guerneville, and Occidental closed landfills. In addition, EBA provides emergency services when deemed necessary by the County.
This Amendment will provide for EBA’s oversight of work by other County contractors to replace two (2) groundwater monitoring wells and abandon five (5) nonfunctional groundwater monitoring wells, in order to satisfy new monitoring and reporting requirements from the Water Board for the Annapolis Closed Landfill.
Monitoring Well Installation
As part of EBA’s monitoring services of the Annapolis closed landfill, two ground water monitoring wells have been identified for replacement. Although drilling services for the installation of the replacement wells will be provided by another County contractor, EBA will supervise the drilling contractor throughout the development of the replacement monitoring wells, submit a drilling permit application, survey the replacement groundwater monitoring wells, provide for a Report of Installation, including a description of the work performed, findings, boring logs, well construction diagrams, well development logs, and well survey data.
Monitoring Well Abandonment
EBA has also identified five non-functional wells to be decommissioned. EBA will oversee work to be performed by another County contractor to perform this work, which includes over-drilling the well locations and removal of the well casings from the boreholes. The boreholes will then be backfilled, leaving the abandoned wells to match the existing surrounding conditions.
New Monitoring and Reporting Requirements for Annapolis Closed Landfill
EBA has provided monitoring and reporting services based on the Water Board’s water discharge requirements (WDR) since 1996. On June 15, 2023, the Water Board updated Annapolis’s WDR to include additional monitoring and reporting requirements such as: expanded constituents for analytical testing, expanded statistical analysis, requirements for analytical testing, weather related inspection requirements, additional technical reports, and additional data analysis requirements. This Amendment would expand the scope of work outlined in the original agreement to account for these new requirements.
Recommendation
Authorize the Chair to execute the First Amendment to the Agreement for Professional Services with EBA Engineering to increase the total annual limit by $100, 090, from $117,044 to $217,134, to allow the County to remain in compliance with monitoring and reporting requirements established by the Water Board and oversee the replacement and decommissioning of water monitoring wells.
Strategic Plan:
N/A
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
09/24/19 - Board awarded Agreement for Water and Landfill Gas Monitoring at Closed Former Rural Landfills to EBA Engineering
Fiscal Summary
|
Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
|
Budgeted Expenses |
$100,090 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$100,090 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$100,090 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$100,090 |
|
|
Narrative Explanation of Fiscal Impacts:
Total estimated value of additional work to be completed under the proposed amendment is $100,090. Although funding for this work was not included in the Fiscal Year 2023-24 Former Rural Landfill (41122-24050200) adopted budget, sufficient appropriations are available in the adopted budget as Integrated Waste has identified portions of maintenance projects that will be deferred to Fiscal Year 2024-25.
Funds for maintenance of Former Rural Landfills are generated through the collection of Franchise fees from the Franchise Agreement between the County of Sonoma and Recology Sonoma-Marin, which became effective in 2009.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
1st Amendment
Exhibit A - Scope of Work/Cost Estimate
Exhibit B - Cost sheet
Related Items “On File” with the Clerk of the Board:
EBA - Water and Landfill Gas Monitoring Services PSA