Title
Environmental Management Department recommending the Board consider the following:
1) Award Request for Proposal 22-988-063 for the provision of on-call landfill maintenance services at the Union Mine Disposal Site to the successful proposers, Doug Veerkamp General Engineering, Inc. and Joe Vicini, Inc.;
2) Authorize the Environmental Management Department to negotiate a 3-year Agreement for Services with Doug Veerkamp General Engineering, Inc. in an amount not to exceed $450,000, retroactive to the expiration of the former contract which expired July 30, 2022 and an Agreement for Services with Joe Vicini, Inc in an amount not to exceed $300,000 also retroactive to the expiration of the former contract which expired July 30, 2022; and
3) Authorize the Purchasing Agent to execute said Agreements.
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 June 2022, at the request of Environmental Management, the Chief Administrative Office, Procurement and Contracts Division (Procurement and Contracts) issued a Request for Proposal (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 minimum per On-Call Service Contract.
Procurement and Contracts issued the RFP on June 15th, 2022, and posted it on the County’s website for a period of 3 weeks. Additionally, notice regarding the issued RFP and invitation to bid was sent directly to multiple contractors via email and/or fax.
Three proposals were received in response to the RFP. Environmental Management evaluated the proposals and recommend that an Agreement be entered into with Doug Veerkamp General Engineering, Inc. (Veerkamp), in the amount of $450,000 based on the projects needed and budgeted for at Union Mine and Veerkamp’s unique skill and ability to complete them. Veerkamp was evaluated using point-based criteria that graded them on criteria including an 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 (48) hours for urgent and emergency services; and demonstrated technical ability. The reviewing panel consisted of three (3) Environmental Management 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, in the amount of $300,000. 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 in the previous years. Environmental Management does not possess the trained personnel nor equipment necessary to perform the construction maintenance work under the proposed Agreements.
Upon execution of the proposed agreement, County will apply the Agreements retroactively to the expiration of the prior Agreements which expired on July 30, 2022 in order to continue necessary services, including emergency services, provide cover material for daily landfill operations, ensure on-site wastewater treatment facility solids that are processed can be disposed for continued facility operation, CVRWQCB permit compliance, AB32 regulatory compliance, and Cal-Recycle California Code of Regulations Titles 23 & 27 compliance, for the Landfill facility.
ALTERNATIVES
The Board may choose to deny award of the Agreement with either Veerkamp and/or Vicini. This would result in Environmental Management being unable to fully perform the necessary maintenance work as proposed in the contracts for on-call landfill maintenance services and the Union Mine Landfill and Wastewater Treatment Facility would need to close to county customers. 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 by the state.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts conducted the RFP process on behalf of Environmental Management. County Counsel has approved the drafted Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The proposed Fiscal Year 2022/23 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
Jeffrey Warren, REHS, Director
Environmental Management Department