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
Engineering Services for Design of Leachate and Potable Water Storage Tanks Replacement Project.
End
Recommended Action:
Recommended action
Authorize the Chair to execute an agreement with GHD, Inc. for design of leachate and potable water storage tanks replacement project, for a term of three years, and an amount not to exceed $651,775.30. (First, Second, Fourth and Fifth Districts)
end
Executive Summary:
The Department of Transportation and Public Works (TPW) is requesting authorization to enter into an Agreement with GHD, Inc., for design of a leachate and potable water storage tanks replacement project, for a term of three years with a potential of two (2) one-year extensions, and an amount not to exceed $651,775.30. The proposed Agreement would provide geotechnical investigation, design plans and drawings, bidding and construction support services, and other related engineering services to replace existing leachate storage facilities at the Guerneville, Roblar, and Sonoma Closed Landfills and certain potable water tanks at the Madrone Avenue, Hilltop Road, and Del Rio sites that make up the Fitch Mountain Water System (FMWS).
Discussion:
Background
Landfills
The County of Sonoma is responsible for seven legacy closed landfill sites throughout the County, including the Guerneville, Roblar and Sonoma Closed Landfills. Each of the sites has a leachate collection and recovery system consisting of collection sump pumps, transfer pumps, and mobile 22,000-gallon storage tanks. Leachate is pumped to the tanks and removed intermittently by tanker trucks. The leachate is hauled to the Laguna Sub-regional Wastewater Treatment Plant for treatment and disposal.
At the Guerneville site, leachate is collected at two locations on the south side of the property. A sump that collects leachate with one pump is located at the lowest elevation, at the base of the closed facility. This pump conveys leachate to storage tanks on the mid-level elevation, which also has numerous collection points. The mid-level tanks have two pumps that convey the combined leachate to four (4) 22,000-gallon mobile storage tanks for removal.
The Roblar site has two leachate collection sumps on the northwest side of the site. These two sumps use a series of three pumps that transfer the collected leachate to two (2) 22,000-gallon mobile storage tanks for removal.
The Sonoma site has two separate collection locations on the northeast side of the site. Both collection locations have one pump each that individually convey leachate to four (4) 22,000-gallon mobile storage tanks.
During times of maximum leachate generation, typically during significant winter storms, the leachate storage volumes are insufficient at the sites, resulting in the need for continuous trucking of leachate during peak periods. If, for any reason, trucks are unable to access the sites during peak periods, there is a risk of overflow or spill of leachate. Increasing the amount of leachate storage reduces this risk. Additional storage would the increase in storage capacity will make the system more resilient to events that can interrupt removal, such as impaired trucking access, from flooded roads and slides, or a lack of capacity at the treatment facility due to volume overload across the system.
The proposed project, expected to be completed by 2024, consists of designing the construction of two permanent 200,000-gallon steel bolted and lined leachate storage tanks at each of the three County-owned closed landfill sites; a total of six tanks: two at Guerneville, two at Roblar, and two at Sonoma.
Fitch Mountain Water System
The Fitch Mountain Water System (FMWS) provides water to 346 customers in the Fitch Mountain area of Healdsburg. The FMWS water supply is provided by way of a purchase agreement with the City of Healdsburg. A pneumatic pressure system pumps potable water to three distinct and separate pressure zones: Del Rio, Hilltop, and Madrone, each with its own 100,000-gallon redwood water storage tank. Russian River Utility, contracted by the county, monitors and controls this system with a remote radio telemetry system.
The three existing redwood potable water storage tanks for the FMWS have been in place since 1993. The total storage volume of the FMWS of 300,000 gallons has become a limiting factor in the system’s ability to meet the growing demand for clean, safe potable water. The additional storage will also provide an extra measure of protection against wildland fires that have become more prevalent with each passing fire season. For these reasons, it is the intention of the County and community to replace the existing 100,000-gallon storage tanks make available greater volumes of clean, safe potable water to the FMWS customers while, at the same time, provide an additional layer of protection against wildland fires that might strike the Fitch Mountain area in the future.
Request for Proposal (RFP) and Selection Process
On December 14, 2020, an RFP was posted on the County’s Supplier Portal, seeking the engineering and engineering firm for the replacement of the leachate storage tank system for three of the County’s legacy closed landfills and for the potable water storage tanks for that make up the Fitch Mountain Water System. The proposals were scheduled to be received by the County by 2:00 p.m. on January 29, 2021. The County received a total of five proposals from the following engineering firms:
1. BKF Engineers;
2. Brelje & Race Consulting Engineers;
3. EBA Engineering;
4. GDH; and
5. LEE + RO
On February 12, 2021, a ranking of the proposals was determined by a committee comprised of engineering staff from the Department of Transportation and Public Works. Scoring of proposals was based on the following criteria:
• Demonstrated ability to perform the services described in the RFP;
• Principal/Project manager in charge: Experience and Qualifications;
• Quality of work as verified by references;
• Costs relative to scope of work;
• Demonstrated history of providing similar services;
• Willingness to accept County’s contract terms; and
• Quality and clarity of proposal.
Consistent with Government Code section 4526, the committee first examined all proposals received without reference to the cost of services. While all the firms were considered well qualified, the committee unanimously ranked GHD as the best qualified firm based on the proposal and the criteria above. GHD is a qualified firm with a demonstrated track record of delivering the services described in the Agreement they are proposed to receive.
The Department is requesting authorization for the Chair to execute an Agreement with GHD, Inc., for a term of three years with a potential of two one-year extensions, in an amount not to exceed $651,775.30. Funding for this agreement will be sourced from: $361,430 from the Former Rural Landfill Fund and Former Urban Landfill Fund; and $290,346 from the Fitch Mountain Water District.
Prior Board Actions:
None.
Fiscal Summary
|
Expenditures |
FY21-22 Adopted |
FY 22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$488,832 |
$162,944 |
$0 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$488,832 |
$162,944 |
$0 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$488,832 |
$162,944 |
$0 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$488,832 |
$162,944 |
$0 |
Narrative Explanation of Fiscal Impacts:
Total estimated value of work to be completed is $631,776 plus $20,000 for additional services outside of original scope of work for a total of $651,776. Appropriations for tank replacements for the closed landfills and Fitch Mountain water system were included in the Fiscal Year 2021-22 adopted budget. Of the $651,776, $120,477 will be funded through the Former Rural Landfill Fund, $240,953 from the Former Urban Landfill Fund; and $290,346 will be funded from the Fitch Mountain Water District Operations Fund.
Funding sources for maintaining the county closed landfills include collection of Franchise Fees under two Franchise Agreements as well as the collection of Concession Fees collected under a Master Operations Agreement with Republic Services of Sonoma County, Inc. Funding sources for the operations and maintenance of the Fitch Mountain water system are water usage fees and water meter monthly charges to residents who connected to the water system.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
Agreement for Professional Services GHD with Exhibits A-D