Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  20-001136

 

MEETING DATE:

01/26/21

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

2, 3

SUBMITTING Agency/Department:

OC Waste & Recycling   (Approved)

Department contact person(s):

Tom Koutroulis (714) 834-4122 

 

 

David Tieu (949) 551-7102

 

 

Subject:  Approve Amendment for Groundwater Control and Monitoring Systems Services

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $250,000

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: Fund 299: 100%

County Audit in last 3 years: No

 

 

    Prior Board Action: 09/11/2018 #23

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or authorized Deputy to execute Contract Amendment Number One with Civil Environmental Survey Group Inc. dba CES to increase contract funds in the amount of $250,000, for a revised cumulative contract total not to exceed $850,000, effective upon Board of Supervisors’ approval and execution of all necessary signatures, for the term of October 1, 2018, through September 30, 2021, to repair significant damages to the leachate groundwater extraction systems and all various liquid conveyance systems as a result of the Silverado Fire at the Frank R. Bowerman Landfill.

 

 

 

 

 

SUMMARY:

 

Approval of Amendment Number One to Contract with Civil Environmental Survey Group Inc. dba CES will allow OC Waste & Recycling to provide emergency repair, operation and maintenance services of the leachate groundwater extraction systems and all various liquid conveyance systems, and will support compliance with state and federal regulations for landfill operations 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 Group) 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 Group support continued landfill operations, including post-closure requirements. Under the Contract, CES Group 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, annual and five -year fire pump testing and groundwater monitoring well maintenance at FRB, Santiago Canyon, Gothard Street, Cannery Street and Newport Avenue Landfills.

 

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, fire protection and landscape irrigation. The water supply is also used to prevent, reduce and mitigate dust at the landfill in compliance with South Coast Air Quality Management District Rule 403.

 

These systems must remain operational at all times except for scheduled maintenance and/or repairs. Routine obligations under this Contract include weekly operation and maintenance inspections of the leachate collection and removal system, the groundwater extraction system, monthly testing of various site systems and repairs of the potable/non-potable water system, as well as annual and five-year fire pump testing at FRB Landfill.  Non-routine work at all Central Region landfill sites may include, but is not limited to, upgrade of potable/reclaimed water pipelines, well redevelopment, installation of pump systems, specialized electrical services, procurement of ground and surface water field monitoring equipment and emergency non-routine services/repairs.

 

On September 11, 2018, as a result of an Invitation for Bids, the Board of Supervisors (Board) approved Contract MA-299-19010027 with CES Group 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.

 

On October 26, 2020, multiple uncontained wildfires erupted across the County of Orange. High wind, high temperature and low humidity created conditions that triggered Red Flag Advisories and Public Safety Power Shutoff Program implementation by local power companies as early as Friday, October 23, 2020. On October 26, 2020, at approximately 6:47 a.m., the Silverado Fire was reported, and then at 12:56 p.m., the Blue Ridge Fire was reported. Public agencies, businesses and thousands of residents were impacted by the winds, power outages and the fires. The Silverado Fire ignited approximately 2.5 miles northeast of the FRB Landfill and eventually encroached onto the property and caused major fire damage to the facility.

 

The Leachate Collection and Removal system, groundwater extraction system and all various liquid conveyance systems sustained significant damage due to the Silverado Fire. As soon as it was safe to do so, a thorough damage assessment of the system was completed and emergency contract provisions were enacted to allow for immediate repairs to expeditiously bring the system back online. Emergency repair work and orders were issued in compliance with Contract MA-299-19010027 Scope of Work Item V. Task F, “Emergency Calls,” as well as Contract Policy Manual Section 3.3-123, “Emergencies.”

 

 

Approval of Amendment Number One to the Contract will increase funds by $250,000 for a revised cumulative contract total not to exceed $850,000. This contract increase will be used for emergency repairs, routine operations and maintenance to continue, in addition to continuing to address unanticipated or unknown regulatory issues caused by the fire damage.

 

The Contractor's performance has been confirmed as at least satisfactory. OCWR 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: On September 11, 2018, the Board found that the proposed action is  Categorically Exempt (Class 1) from the provisions of CEQA pursuant to Section 15301 of the CEQA Guidelines, since 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. In addition, the proposed action is also Categorically Exempt (Class 4) from the provisions of CEQA pursuant to Section 15304 of the CEQA Guidelines, since Class 4 (Minor Alterations to Land) involves minor alterations to land. Also, the proposed action is Categorically Exempt (Class 7) from the provisions of CEQA pursuant to Section 15307 (Actions by Regulatory Agencies for Protection of Natural Resources), since Class 7 consists of actions taken by a public agency for the protection of natural resources. The proposed action is also Categorically Exempt (Class 8) from the provisions of CEQA pursuant to Section 15308 (Actions by Regulatory Agencies for Protection of the Environment), since Class 8 consists of actions taken by a public agency for the protection of the environment. This Contract will allow for the repair, operation, and maintenance of the leachate collection/extraction and groundwater monitoring/extraction systems and all various liquid conveyance systems at Central Region Landfills which is consistent with a Class 1, Class 4, Class 7 and Class 8 Categorical Exemption determination.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this Amendment Number One are included in the FY 2020-21 Budget for OC Waste & Recycling Enterprise Fund 299 for Contingency. 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 Number One
Attachment C - Contract Summary Form