Agenda Item AGENDA STAFF REPORT ASR Control 24-000393
MEETING DATE:	06/04/24
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	5
SUBMITTING Agency/Department:	OC Waste & Recycling (Approved)
Department contact person(s):	Tom Koutroulis (714) 834-4122
	Hany Ahmed (949) 718-3043

Subject: Award Contract for Coyote Canyon Regrading and Header Project Phase 1 & 2

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $2,400,000

Annual Cost: FY 2024-25 $2,668,055

Staffing Impact:

# of Positions:

Sole Source: N/A

Current Fiscal Year Revenue: N/A

Funding Source: Fund 299: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: N/A

RECOMMENDED ACTION(S):

Authorize the Director of OC Waste & Recycling or designee, through delegated authority from OC Public Works, to execute contract with Sukut Construction, LLC for the Coyote Canyon Regrading and Header Project Phase 1 & 2 in the amount of $5,068,055 effective upon approval by the Board of Supervisors and execution of all necessary signatures to be completed within 180 calendar days of the effective date of the Notice to Proceed.

Authorize the Director of OC Waste & Recycling or designee, through delegated authority from OC Public Works, to make ministerial or non-material changes to the contract.

SUMMARY:

Award of the contract to Sukut Construction, LLC for construction of the Coyote Canyon Regrading and Header Project Phase 1 & 2 at the Coyote Canyon Landfill will support the continued postclosure maintenance and monitoring functions of the Coyote closed site, and keep in compliance with local, state, and federal regulatory requirements.

BACKGROUND INFORMATION:

OC Waste & Recycling (OCWR) is responsible for managing the County of Orange (County) solid waste disposal system, including the South Region landfills that consist of the active Prima Deshecha Landfill and five closed solid waste disposal sites. Prima Desheca Landfill was opened in 1976 to meet the solid waste disposal needs of the southern portion of Orange County. The Coyote Canyon Landfill ceased accepting waste and closed in March 1990.

The Coyote Canyon Regrading and Header Project Phase 1 & 2 (Project) is designed to remedy any settlement of ground cover to aid in controlling landfill storm and dry weather flows as part of our water quality management program. The Project consists of grading to approved permitted lines to eliminate settlement that has occurred, upgrading existing drainage and surface improvements that eliminate ponding and aid in ensuring OCWR is compliant with local, state, and federal regulatory permitting.

The Project also includes upgrading the landfill gas collection system from a leaf system to a loop system, which will provide additional redundancy for all existing extraction points. The system upgrades will improve the gas collection efficiency, which should result in less maintenance and emissions from the site, keeping OCWR in compliance with South Coast Air Quality Management District Title V, Rule 1150.1, and Rule 1118.

Under delegated authority from OC Public Works, on March 1, 2024, OCWR issued a Request for Qualifications (RFQ) through the County online bidding system. Eight contractors responded and were pre-qualified.

On March 25, 2024, OCWR issued an Invitation for Bids (IFB) through the County online bidding system for the pre-qualified contractors to submit bids on the Project. Four bids were received and reviewed by OCWR.

The following summarizes the four bids received on April 11, 2024, and provides a comparison against the Engineer’s Estimate:

	Base Bid
Engineer’s Estimate	$6,800,000.00
Sukut Construction, LLC	$5,068,055.00
Vertex Civil	$5,855,335.00
Ames Construction	$6,647,540.00
Empire Equipment Services, Inc	$6,810,427.25

A full summary of the four bids received can be found in the Bid Summary as Attachment D

The lowest responsive and responsible bid was submitted by Sukut Construction, LLC (Contractor) for the Project. The Contractor's License Number 985106 was verified as current and active through the California Contractors State License Board database on April 11, 2024. A copy of the verification is on file. OCWR conducted due diligence on the Contractor, reference checks were satisfactory and completed with County of San Bernardino, County of Tulare, and Stanislaus County regarding similar projects. Therefore, as a result of further price negotiation, OCWR recommends that the Board awards contract MA-299-24010993 (Contract) to the Contractor in the amount of $5,068,055.

The lowest responsive and responsible bid submitted by the Contractor for this project is approximately 26% below the Engineer’s Estimate of $6,800,000. OCWR has reviewed the Engineer’s Estimate and verified that the difference is not the result of errors or omissions in the estimate, but rather is attributed to a competitive bidding process and the stable and favorable market for building materials and fuels.

This contract includes subcontractors. See Attachment B for information regarding subcontractors and Contract Summary Form.

The Orange County Preference Policy is not applicable to this contract award.

Compliance with CEQA: This proposed Project is a necessarily included element of the Project considered in Mitigated Negative Declaration (MND) No. IP 90-24, approved by the Board of Supervisors on June 28, 1990, for closure and post-closure activities at the Coyote Canyon Landfill, in combination with Addendum No. 2 to MND No. IP 90-24, approved by OCWR on August 28, 2008, for additional specifications regarding post-closure maintenance and monitoring activities for the former Coyote Canyon Landfill. Together, Final MND No. IP 90-24 and Addendum No. 2 to MND No. IP 90-24 adequately addressed the effects of the proposed project. No substantial changes have been made in the Project, no substantial changes have occurred in the circumstances under which the Project is being undertaken and no new information of substantial importance to the Project which was not known or could not have been known when Final MND No. IP 90-24 and Addendum No. 2 to MND No. IP 90-24 were certified has become known and therefore no further environmental review is required.

FINANCIAL IMPACT:

Appropriations for the Contract are included in the FY 2023-24 Budget for OCWR, Fund 299, and will be included in the budgeting process for subsequent year. The Contract includes a provision stating that it 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 – Contract MA-299-24010993 Sukut Construction, LLC
Attachment B – Contract Summary
Attachment C – Bid Summary