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Agenda Item
ASR
Control 21-000669 |
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MEETING DATE: |
08/24/21 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
2, 3, 5 |
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SUBMITTING
Agency/Department: |
OC Waste & Recycling (Approved) |
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Department contact
person(s): |
Tom Koutroulis (714) 834-4122 |
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Hany Ahmed (949) 728-3043 |
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Subject: Renewal of Contract for
Landfill Gas Services for South Region Landfills
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$2,750,000 |
Annual Cost:
N/A |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 08/25/2020
#26, 09/26/2017 #35 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Two to renew and amend Contract with Tetra Tech BAS, Inc. for continuing operation and maintenance services of the landfill gas collection and control systems at South Region Landfills for the fifth-year term, effective October 1, 2021, through September 30, 2022, in an amount not to exceed $2,750,000, for a cumulative not to exceed total of $13,750,000.
SUMMARY:
Authorization to execute Amendment Number Two with Tetra Tech BAS, Inc. to provide operation and maintenance services of the landfill gas collection and control systems will support continued landfill operations and maintain compliance with state and federal regulatory requirements at the South Region Landfills.
BACKGROUND INFORMATION:
OC Waste & Recycling (OCWR) is responsible for managing the County’s solid waste disposal system including South Region Landfills that consist of the active Prima Deshecha Landfill and five closed solid waste disposal sites.
Landfill Gas (LFG) is a natural byproduct of decomposing waste and is comprised primarily of methane and carbon dioxide. The LFG collection system is a network of vertical and horizontal collection pipes operated under a vacuum to extract the LFG generated by the waste prism. Depending on the landfill’s LFG system, the extracted gas is burned in the flare system, beneficially used for LFG utilization projects or cleaned and vented. Regulations require OCWR to control LFG to prevent emissions or migration off-site. Failure to comply with regulations could result in fines and penalties.
On May 9, 2017, OCWR issued a Request for Proposals (RFP) for LFG operation and maintenance services for South Region Landfills. The RFP was advertised on the County's online bidding system (BidSync) and two proposals were received. A five-member evaluation panel with subject matter expertise reviewed and rated the proposals. Based upon the criteria and evaluation procedures set forth in the RFP, both proposers were invited for interviews. The evaluation panel recommended that the Contract be awarded to Tetra Tech BAS, Inc.
On September 26, 2017, the Board of Supervisors (Board) approved Contract MA-299-18010214 with Tetra Tech BAS, Inc. for landfill gas operation and maintenance services for South Region Landfills in the amount of $8.25 million with an option to renew for two additional one-year terms, increasing the monetary limit by $2.75 million per year.
On August 25, 2020, Amendment Number One was approved by the Board to allow the Contract to be renewed for a fourth-year term effective October 1, 2020, through September 30, 2021, in an amount not to exceed $2.75 million.
Approval of Amendment Number Two will renew the Contract for the fifth and final year, effective October 1, 2021, through September 30, 2022, in an amount not to exceed $2.75 million for a revised cumulative total not to exceed $13.75 million. Under the amended Contract, Tetra Tech BAS, Inc. will continue to provide the South Region’s LFG services, which include system diagnostics and repairs, sampling, testing and reporting for surface, subsurface and ambient air emissions, operation and maintenance of the LFG collection and control systems, implementation of mitigation measures and as-needed services to support compliance with regulatory requirements at active and closed landfills. Prior to Contract expiration, OCWR will issue a solicitation to continue services.
The Contractor’s performance has been confirmed as at least satisfactory. OCWR has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests.
This Contract includes subcontractors. See Attachment C for information regarding subcontractors and Contract Summary Form.
Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from CEQA pursuant to Sections 15301 (Class 1, Existing Facilities), 15304 (Class 4, Minor Alterations to Land) and 15308 (Class 8, Actions by Regulatory Agencies for Protection of the Environment) of the CEQA Guidelines, on September 26, 2017, when it was originally approved by the Board. CEQA Guidelines Sections 15301, 15304 and 15308 provide for the exemption of the project because it consists of approval of a contract to continue operations and maintenance and perform mitigation measures related to LFG systems at existing South Region Landfills sites and consists of actions by a regulatory agency, as authorized by state or local ordinance, to assure the maintenance, restoration, enhancement or the protection of the environment where the regulatory process involves procedures for protection of the environment.
FINANCIAL IMPACT:
Appropriations for this contract are included in the FY 2021-22 Budget for OC Waste & Recycling Enterprise, Fund 299. The contract includes a provision stating the contract is subject to and contingent upon applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this contract. If such appropriations are not approved, this contract may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Amendment
Number Two MA-299-18010214 Tetra Tech BAS, Inc.
Attachment B – Redline Contract MA-299-18010214 Tetra Tech BAS, Inc.
Attachment C – Contract Summary Form