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): All
Title:
Title
Landfill Cover Maintenance and Emergency Repair Services
End
Recommended Action:
Recommended action
Authorize the Chair to execute agreements with both DW Enterprises and Piazza Construction General Engineering Contractors, to provide earthwork and other infrastructure related maintenance for the County’s seven (7) closed legacy landfills for a period of three years, from March 10, 2020 through March 10, 2023, for an amount not to exceed $500,000 annually for non-emergency work and $60,000 annually for emergency work per agreement.
end
Executive Summary:
The County of Sonoma owns seven closed landfills: Airport, Annapolis, Guerneville, Healdsburg, Occidental, Roblar, and Sonoma. Title 27 of the California Code of Regulations require that the owner of a closed municipal solid waste landfill maintain the site 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 threat to the public. To comply with Title 27 performance standards, the landfill owner must maintain the integrity and effectiveness of the final cover, and all other infrastructure, by preventing erosion due to adverse drainage factors of the final cover and mitigating the effects of differential settlement that might lead to ponding on the landfill surface. Although differential settlement is an undesirable but inevitable conclusion on older landfill units, its effects can be mitigated with Best Management Practices (BMPs). BMPs include re-working the landfill surface for line and grade, restoring properly engineered and implemented drainage and erosion control.
With the outsourcing of landfill and transfer station operations in 2015 and the subsequent reassignment of Transportation and Public Works (TPW) personnel and equipment to other parts of the County, there is a need to contract some of the maintenance work required at the County’s legacy sites. As a result, TPW is recommending a three-year agreement with DW Enterprises and Piazza Construction to assist in the maintenance of the County’s closed landfills in order to meet regulations and avoid adverse downstream harm to the public and environment.
Discussion:
On August 6, 2019, TPW issued a Request for Proposals (RFP) for landfill cover maintenance. No proposals were received by the submittal deadline. TPW subsequently reissued a RFP on October 2, 2019 and received two proposals by the following firms:
• DW Enterprises
• Piazza Construction
Proposals from both suppliers were reviewed and ranked according to qualifications and quality of their proposal. A further detailed analysis of the personnel and equipment costs was 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 of TPW to have competent contractors available at a moment’s notice, TPW determined that it is in the County’s 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 DW Enterprises and Piazza Construction to perform maintenance work that is necessary at the seven closed landfills, for a period of three (3) years. 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 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, similar to those 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 Agreement for Professional Services with DW Enterprises and Piazza Construction to provide regular ongoing landfill maintenance and emergency services at the County’s seven closed landfills. Total value of each contracts are $1,680,000, which includes $500,000 per year for non-emergency work and $60,000 per year for emergency work. Appropriations for landfill maintenance work were included in the FY 2019-20 Integrated Waste adopted budget.
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 19-20 Adopted |
FY20-21 Projected |
FY 21-22 Projected |
|
Budgeted Expenses |
$1,120,000 |
$1,120,000 |
$1,120,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$1,120,000 |
$1,120,000 |
$1,120,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$1,120,000 |
$1,120,000 |
$1,120,000 |
|
Use of Fund Balance |
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|
|
Contingencies |
|
|
|
|
Total Sources |
$1,120,000 |
$1,120,000 |
$1,120,000 |
Narrative Explanation of Fiscal Impacts:
Total estimated value of work to be completed is $1,000,000 per year for non-emergency work, and $120,000 per year for emergency work, for a total of $3,360,000. Appropriations for landfill maintenance work was included in the FY 2019-20 Integrated Waste adopted budget.
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. There is no financial impact to the General Fund.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
DW Enterprises Agreement
Piazza Construction Agreement
Related Items “On File” with the Clerk of the Board:
None