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Community Development Agency, Environmental Management Division, recommending the Board consider the following:
1) Make findings pursuant to Section 3.13.030 of the El Dorado County Ordinance that there are specialty skills and qualifications required for the work performed under this Agreement that independent contractors can more economically and feasibly perform than County employees; and
2) Approve and authorize the Chair to sign Agreement for Services #392-S1511 with Field Solutions, Inc., in an amount not to exceed $170,100 for a three-year term beginning May 22, 2015 and terminating three (3) years thereafter, to provide landfill gas system compliance monitoring, reporting and repair services for the Union Mine Disposal Site.
FUNDING: CSA #10. (No Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Environmental Management Division (EMD) is requesting to enter into a contract with Field Solutions, Inc. (FSI) to provide landfill gas compliance monitoring and reporting, and on an as-needed basis, minor repair and maintenance work for the landfill gas collection system for the Union Mine Disposal Site. Without these services, EMD would not be in compliance with California Code of Regulations, Title 27, Sections 20917 through 20939, requiring landfill gas monitoring and reporting, and Title 17, Sections 95460 through 95476 pursuant to the passage "The Global Warming Solutions Act of 2006" commonly known as Assembly Bill 32 (AB32), requiring a sharp reduction of greenhouse gas (GHG) emissions. AB32 required, in part, the state Air Resources Board to adopt, in law, regulations to require the reporting and verification of statewide GHG emissions from landfills and to monitor and enforce compliance with this program. Without this agreement the County would be in violation of State Law.
There is currently a County classification that could provide landfill gas system compliance monitoring and reporting; however, it has been determined by Placer County, Health and Human Services Department, as the Local Enforcement Agency (LEA), that a third party shall perform the environmental monitoring as indicated on the Final Closure Plan for Union Mine landfill, submitted to and approved by the LEA and the California Integrated Waste Management Board (now CalRecycle) dated March, 2006 (Attachment C).
There are no County classifications that could perform the maintenance and repair work for above-ground gas lines. The equipment used for the repairs is very expensive and requires specialty skills to perform this on-site work.
EMD recommends the Board make findings pursuant with Section 3.13.030 of the El Dorado County Ordinance that independent contractors have specialty skills and qualifications required and can more economically and feasibly perform the work than County employees.
DISCUSSION / BACKGROUND
EMD has contracted with FSI for landfill gas monitoring and reporting services since 2005. In December, 2013, the Community Development Agency (CDA) issued a Request for Qualifications (RFQ) to establish a list of qualified firms for 26 categories of professional services. In accordance with Procurement Policy C-17, Section 7.10, RFQ, the CDA formed an evaluation committee. The committee reviewed responses for the category of landfill gas compliance monitoring and reporting. The evaluation for this category was based on specific experience to successfully provide the full range of services; demonstration of management and organizational ability relative to time management, scheduling & staff/client relationships; history of repeat business with clients; demonstration of understanding community social relationships and citizen's environmental concerns; and amount of work performed internal to the prime consultant. There were three qualified responses. FSI was the most highly-ranked firm for this category of work.
Services provided by FSI include landfill gas compliance monitoring and reporting for the Union Mine Landfill as required under AB32. FSI services will enable EMD to test, report and comply with the annual Air Quality Management District permits for the next three years, and provide minor repair and maintenance work for the gas collection system. There are 23 landfill gas extraction wells that must be monitored monthly; eight landfill gas perimeter probes that must be monitored quarterly; and surface scan of the entire closed portion of the landfill that must also be conducted quarterly to meet the permit requirements.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
CAO recommending the Board approve and authorize the chair to sign the referenced agreement for services as these services are required to maintain compliance with State Law as determined by the Local Enforcement Agency (LEA).
FINANCIAL IMPACT
Funding is available in the adopted Fiscal Year (FY) 2014/15 budget, and will be proposed in the FY 2015/16 and FY 2016/17 budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Board Clerk will obtain the Chair's signature on two originals of the agreement.
2) The Board Clerk will forward one original agreement to the Community Development Agency, Contract Services Unit for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Gerri Silva, M.S., REHS, Environmental Management Division Director