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Agenda Item
ASR
Control 22-000699 |
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MEETING DATE: |
09/13/22 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
1, 3 |
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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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David Tieu (949) 551-7102 |
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Subject: Renewal of Contract for
Groundwater Control and Monitoring Systems Services
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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:
$300,000 |
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: 8/24/2021
#26, 1/26/2021 #19, 9/11/2018 #23 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or Deputized designee to execute Amendment Number Three to renew Contract with Civil Environmental Survey Group, Inc. dba CES Group for operation and maintenance services of the leachate groundwater extraction systems and all various liquid conveyance systems at Central Region Landfills, for one-year term, effective October 1, 2022, through September 30, 2023, in an amount not to exceed $300,000, for a revised cumulative contract total not to exceed $1,350,000.
SUMMARY:
Approval of Amendment Number Three to Contract with Civil Environmental Survey Group, Inc. dba CES to continue routine operation and maintenance services of the leachate groundwater extraction systems and all various liquid conveyance systems will support landfill operations and maintain compliance with state and federal regulations at Central Region Landfills.
BACKGROUND INFORMATION:
OC Waste & Recycling (OCWR) is responsible for managing the County’s solid waste disposal system including Central Region Landfills that consist of the active Frank R. Bowerman (FRB) Landfill and five closed solid waste disposal sites. The FRB Landfill was opened in 1990 to meet the solid waste disposal needs of the central portion of Orange County.
Current contract MA-299-19010027 (Contract) with Civil Environmental Survey Group, Inc. dba CES (CES) provides operation and maintenance services of the leachate (liquid that drains from a landfill) groundwater extraction systems and all various liquid conveyance systems at Central Region Landfills. Services by CES support continued landfill operations, including post-closure requirements. Under the Contract, CES provides the FRB Landfill and Central Region closed sites such services as maintenance and repair of the potable/non-potable water system, leachate collection and removal system, groundwater extraction system and as-needed services to support compliance with regulatory requirements at the FRB Landfill. Also included are general pump, odor neutralizer misting systems, annual and five-year fire pump testing and groundwater monitoring well maintenance at FRB, Santiago Canyon, Gothard Street and Cannery Street.
The leachate system provides collection and storage of leachate water. The groundwater control and monitoring system is used to extract, collect and treat impacted groundwater to achieve lower concentration levels of volatile organic compounds. Both systems support compliance with California Code of Regulations Title 27. The water supply system provides potable/non-potable water for landfill operations, organics processing, fire protection and landscape irrigation. This system was installed to provide an adequate water supply at the landfill in compliance with Final Environmental Impact Report 588 and Orange County Fire Authority requirements. The water supply is also used to prevent, reduce and mitigate dust and odors at the landfill in compliance with South Coast Air Quality Management District Rules.
Water and environmental maintenance control systems at the landfill benefit Orange County’s residents by controlling the disposal of liquids that are byproducts of refuse (leachate & condensate), or storm and ground water that may have come in contact with refuse. Operation and maintenance of these systems is necessary to ensure system reliability and is vital to protecting the public and the environment.
The following table represents prior Board actions that relate to the Contract:
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Board Approved |
Action |
Description / Comments |
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September 11, 2018 |
Contract approval |
Approved Contract MA-299-19010027 with Civil Environmental Survey Group, Inc. dba CES for operation and maintenance services of leachate groundwater extraction systems and all various liquid conveyance systems at Central Region Landfills, effective October 1, 2018 through September 30, 2021, in an amount not to exceed $600,000, with the option to renew for two additional one-year terms, increasing the monetary limit by $200,000 each additional year, with excess funds to be carried over from year to year not to exceed the revised cumulative Contract total. |
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January 26, 2021 |
Amendment Number One approval |
Approved Amendment Number One to increase the monetary limit in the amount of $250,000 during the first three-year term of the Contract, resulting in a revised Contract total not to exceed $850,000. This amendment allowed emergency repairs, routine operations and maintenance to continue, in addition to continuing to address unanticipated or unknown regulatory issues caused by the Silverado fire damage. |
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August 24, 2021 |
Amendment Number Two approval |
Approved Amendment Number Two for one year term effective October 1, 2021, through September 31, 2022, in an amount not to exceed $200,000 for a revise cumulative total not to exceed $1,050,000, with unused funds to be carried over from year to year. |
Approval of Amendment Number Three will renew the Contract with CES for the fifth and final year, effective October 1, 2022 through September 30, 2023, in an amount not to exceed $300,000, for a revised cumulative contract total not to exceed $1.35 million. The additional increase in contract funds is requested due to expansion of organics infrastructure, odor treatment systems, preventative maintenance and supply costs. Prior to Contract expiration, OCWR will issue a solicitation to procure a new contract for continuing operation and maintenance services of the leachate groundwater extraction systems and all various liquids conveyance systems at Central Region Landfills.
CES performance has been confirmed as at least satisfactory. OCWR verified there are no concerns that must be addressed with respect to CES ownership/name, litigation status or conflicts with County interests. The Orange County Preference Policy is not applicable to this contract amendment.
This Contract may include subcontractors. See Attachment C for information regarding subcontractors and Contract Summary Form.
Due to additional time OCWR needed to get quotes on pending projected projects, this request for approval of the Contract is presented to the Board less than 30 days prior to its proposed effective date, October 1, 2022.
Compliance with CEQA: The proposed project was previously determined to be Categorically Exempt from CEQA pursuant to Section 15301 (Class 1), Section 15304 (Class 4), Section 15307 (Class 7) and Section 15308 (Class 8) of the CEQA Guidelines, on September 11, 2018, when it was originally approved. CEQA Guidelines Section 15301 provides for the exemption of this contract amendment which will allow for the continued operation and maintenance of the leachate collection/extraction and groundwater monitoring/extraction systems and all various liquid conveyance systems at Central Region Landfills because Class 1 (Existing Facilities) consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographic features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination; Class 4 (Minor Alterations to Land) involves minor alterations to land; Class 7 (Actions by Regulatory Agencies for Protection of Natural Resources) consists of actions taken by a public agency for the protection of natural resources; and Class 8 (Actions by Regulatory Agencies for Protection of the Environment) consists of actions taken by a public agency for the protection of the environment.
FINANCIAL IMPACT:
Appropriations for the Contract are included in the FY 2022-23 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 – Redline Contract MA-299-19010027 - Civil
Environmental Survey Group, Inc. dba CES
Attachment B - Contract MA-299-19010027 - Civil Environmental Survey Group,
Inc. dba CES Amendment Three
Attachment C - Contract Summary Form