Title
Environmental Management Department recommending the Board:
1) Award Request for Proposal 19-988-068 for the provision of on-call landfill maintenance services at the Union Mine Disposal Site to the successful proposer, Doug Veerkamp General Engineering, Inc.;
2) Authorize the Environmental Management Department to negotiate a 3-year Agreement for Services with Doug Veerkamp General Engineering, Inc. and an additional Agreement for Services with Joe Vicini, Inc., in an amount not to exceed $300,000 for each, for a total amount of $600,000;
3) Authorize the Purchasing Agent to execute said Agreements, contingent upon County Counsel and Risk Management review, including minor revisions as required; and
4) Make findings that it is more feasible and economical to contract for on-call landfill maintenance services at the Union Mine Landfill Disposal Site.
FUNDING: Non-General Fund / County Service Area No. 10 - Solid Waste funds.
Body
DISCUSSION / BACKGROUND
Pursuant to Public Contract Code, section 20121.1, services necessary to maintain day-to-day landfill operations, including grading, drainage, pipe laying, fencing, landscaping, instrument installation, and similar construction and repair work, are exempt from competitive bidding.
The Environmental Management Department (Environmental Management) has contracted for these services with Doug Veerkamp General Engineering, Inc. and Joe Vicini, Inc. Although competitive bidding is not required to procure these services, in April 2019, at the request of the Environmental Management, the Chief Administrative Office, Procurement and Contracts Division (Procurement and Contracts) issued a Request for Proposals (RFP) to invite qualified firms to submit proposals for the provision of on-call landfill maintenance services at the Union Mine Disposal Site. Services include, but are not limited to, mixing and burying sludge, placement of temporary and permanent soil/synthetic/clay cover material, erosion control, paving and road maintenance, sediment removal, brush removal, hydroseeding, pumping, trenching, grading, drainage, slope maintenance, pipe laying, pipe and valve maintenance, spray irrigation, fencing placement/maintenance, and other similar maintenance work necessary to maintain day-to-day operation of the Union Mine Disposal Site. Additionally, the contractor(s) are required to respond on-site with all necessary personnel and equipment to perform the aforementioned services within forty-eight (48) hours, unless otherwise authorized by Environmental Management. The RFP indicated that the total “as-needed” work is anticipated to be approximately $300,000 per contract, under two separate agreements, over a 3-year period.
Procurement and Contracts issued the RFP on April 8, 2019 and posted it on the County’s website for a period of 4 weeks. Additionally, notice regarding the issued RFP and invitation to bid was sent directly to fifteen (15) contractors via email and/or fax.
Only one proposal was received in response to the RFP. Environmental Management evaluated the proposal from the one (1) proposer and recommends that an Agreement be entered into with Doug Veerkamp General Engineering, Inc. (Veerkamp), in the amount of $300,000. Though Veerkamp was the sole proposer for this project, they were independently evaluated using a point based criteria that graded them on criteria including: understanding of the work to be done; experience with landfill maintenance or other similar kinds of work; quality of staff for work to be done; capability of developing innovative or advanced techniques; familiarity with state and federal procedures; ability to respond on-site within forty-eight hours for urgent and emergency services; and demonstrated technical ability. The reviewing panel consisted of two (2) Environmental Management staff and one (1) Department of Transportation staff.
Additionally, based on the amount of work required at the Union Mine Disposal Site and the contractor’s availability, Environmental Management is requesting to enter into an additional Agreement with Joe Vicini, Inc. (Vicini) for the provision of the same services. By having two (2) on-call Agreements for landfill maintenance services, it allows Environmental Management to alternate between Veerkamp and Vicini for individual projects depending on their current workload and labor force. Both contractors have particular knowledge of, and experience with, landfill facilities and operations, specifically at the Union Mine Disposal Site, and Environmental Management has been satisfied with the work performed by both contractors.
Environmental Management does not have the necessary staff or equipment necessary to perform the majority of the work, such as construction maintenance, mixing and burying sludge, grading, excavating, paving, and slope maintenance, contemplated under the proposed Agreements. The majority of the services perofrmed require use of heavy equipment including, but not limited to excavators, pavers, trenchers, and trucks to haul material and equipment. This equipment also requires that the operator(s) have specialized training, certifications, and licenses, which is not included in the current classifications for the Union Mine Disposal Site. Additionally, the estimated costs to purchase the necessary equipment range between $250,000 to $500,000 each, and the equipment would go unused for extended periods of time between projects. These services are performed on an as-needed basis and the number of projects vary on a yearly basis. These projects typically require a crew of at least four (4) people and the duration of each project is short; therefore, the addition of permanent staff is not warranted.
Upon execution of the proposed agreements, County will cancel the existing contracts with Veerkamp and Vicini which are set to expire in November of this year.
ALTERNATIVES
The Board may choose to deny award of the Agreement with Veerkamp as well as authorization for the additional Agreement with Vicini. This would result in Environmental Management being unable to contract for on-call landfill maintenance services with both contractors. Environmental Management is required by various permits and state mandates for the Union Mine Disposal Site to perform routine maintenance in order to maintain day-to-day operations of the landfill. Not performing these services would violate these permits and the County would be subject to significant monetary penalties. Given the significant costs of purchasing the necessary equipment and hiring additional permanent employees, as well as penalties for not completing this work, Environmental Management is recommending the Board find that it is more economical and feasible for the County to contract for on-call landfill maintenance services at the Union Mine Disposal Site.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts conducted the RFP process on behalf of Environmental Management.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The proposed Fiscal Year 2019/20 budget includes designated funding for these specific services under both Agreements. Future budgets will also include the funding for these services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Greg Stanton, REHS, Director
Environmental Management Department