10.C.
City Council Meeting - FINAL
- Meeting Date:
- 09/06/2016
- From:
- Matthew Morales, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Landfill Infrastructure Planning.
RECOMMENDED ACTION:
Approve a Contract with Plateau Engineering, Inc. (Plateau) to provide professional consulting services for an amount not to exceed $138,191.00.
Executive Summary:
The Environmental Protection Agency (EPA) recently set required guidelines to reduce the thresholds for landfill gas emissions. 40 C.F.R. Part 60 (July 15, 2016) (Emission Guidelines and Compliance Times for Municipal Solid Waste Landfills) (Final version not yet published, but available online). The new guidelines will require that by 2021, the Cinder Lake Landfill (CLL) collect and burn increased gas emissions. In order to comply, the CLL will be required to add three phase electrical infrastructure that generates the necessary power for future gas blowers. By entering into this Contract, Plateau will provide professional services in evaluating and planning the necessary electrical infrastructure, and create a Design Report.
In addition to evaluating and planning for the electrical infrastructure, City staff recommend that Plateau analyze the existing conditions and interrelationships between other pieces of infrastructure at the CLL. These additional items include: Telecom, Roadway, Water and Drainage infrastructure. The professional services offered by Plateau of evaluating and planning for this existing infrastructure is necessary for the future development of the CLL.
Financial Impact:
In order to meet future infrastructure needs, City staff anticipates capital costs will be associated with requirements of the July 15, 2016 EPA guidelines. The new required guidelines state that an increased on-site landfill gas collection system be operational by December, 2021.
The Design Report for the CLL electrical infrastructure will provide an evaluation of the current electrical infrastructure and a plan to install the three phase electrical infrastructure to power the future gas blowers. It is fiscally responsible during this process to also have Plateau evaluate and create a plan for managing existing and related infrastructure at the CLL.
Budget appropriation for the development of design reports and preliminary plan documents with an accompanying Design Report is available in account 211-06-165-0631-0-4433.
The Design Report for the CLL electrical infrastructure will provide an evaluation of the current electrical infrastructure and a plan to install the three phase electrical infrastructure to power the future gas blowers. It is fiscally responsible during this process to also have Plateau evaluate and create a plan for managing existing and related infrastructure at the CLL.
Budget appropriation for the development of design reports and preliminary plan documents with an accompanying Design Report is available in account 211-06-165-0631-0-4433.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
7) Continue to implement the Flagstaff Regional Plan and focus efforts on specific plans
11) Ensure that we are as prepared as possible for extreme weather events
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
7) Continue to implement the Flagstaff Regional Plan and focus efforts on specific plans
11) Ensure that we are as prepared as possible for extreme weather events
Has There Been Previous Council Decision on This:
No previous Council decisions have been made on this item.
Options and Alternatives:
Option 1-Approve the contract with Plateau
This option would authorize the creation of a Design Report with an evaluation and plan for the electrical infrastructure necessary to ensure that CLL complies with the July 15, 2016 EPA guidelines. There also would be a Design Report with an evaluation and plan for existing and related Telecom, Roadway, Water, and Drainage infrastructure.
Option 2-Direct City staff to research the necessary improvements to the CLL electrical infrastructure to comply with the July 15, 2016 EPA guidelines. City staff anticipates that to complete this task, the City would still need the following infrastructure services:
Option 3-Reject the contract
This option would authorize the creation of a Design Report with an evaluation and plan for the electrical infrastructure necessary to ensure that CLL complies with the July 15, 2016 EPA guidelines. There also would be a Design Report with an evaluation and plan for existing and related Telecom, Roadway, Water, and Drainage infrastructure.
Option 2-Direct City staff to research the necessary improvements to the CLL electrical infrastructure to comply with the July 15, 2016 EPA guidelines. City staff anticipates that to complete this task, the City would still need the following infrastructure services:
- Project administration
- Survey right of way
- Geotechnical investigation
- Drainage improvements
Option 3-Reject the contract
Background/History:
The City of Flagstaff Public Works Department, Solid Waste Section has managed CLL since 1965. The 343 acre facility was permitted as a Subtitle D landfill by the Arizona Department of Environmental Quality (ADEQ) in 1999. During that time the land was purchased from the Forest Service, and the existing access road (Landfill Road) is under the guidance of a Special Use Permit. The permit requires that CLL maintain a record of operations and development, otherwise known as the Facility Plan, at all times. The Facility Plan provides details for the final design of landfill cells. However the facility plan is conceptual in nature, and can be amended with approval from ADEQ.
CLL receives approximately 300 tons of solid waste per day. City residents can bring their bulky trash and other waste (metal, green waste, refrigerators, and hazardous products) for free. Coconino County residents (those living outside the City limits) are also allowed to dispose of their solid waste for a fee. CLL also maintains a recycle drop off center for residents of Coconino County.
Landfill gas thresholds are likely to be triggered in 2018. This will require a landfill gas collection and control system to be in operation by December, 2021. The current electrical service will not provide adequate power for future gas blowers.
Selection Process: The City's Purchasing Section issued a Request for Statement of Qualifications (RSOQ) solicitation to select a consultant team. On March 8, 2016, four Statements of Qualifications (SOQ's) were received. Procurement staff conducted an initial review of all four SOQ's to determine responsiveness to the requirements presented in the RSOQ. All four responses were deemed responsive and were distributed to the evaluation committee. The evaluation committee consisted of five people; four City Staff, two of which are registered engineers and one licensed general contractor. Specific evaluation criteria was provided within the RSOQ and was used by the committee during the selection process.
After scoring of all submittals, the evaluation committee met to discuss the evaluation results. Based on the evaluated SOQ scores, it was recommended that the top three firms (shortlist) be invited for an in-person interview/presentation phase. On April 22, 2016 the interview/presentation phase took place. Based on scoring of the identified criteria, the evaluation team came to a consensus. The scoring results were inclusive of the scores from their SOQ's. The total scores/ranking are attached herein.
Immediately following the selection, the most qualified firm (Plateau Engineering, Inc.) was asked to provide a scope of work and fee proposal. After review and discussions between the City and Plateau Engineering, a fee of $113,191.00 with a contingency amount of $25,000 were agreed upon.
CLL receives approximately 300 tons of solid waste per day. City residents can bring their bulky trash and other waste (metal, green waste, refrigerators, and hazardous products) for free. Coconino County residents (those living outside the City limits) are also allowed to dispose of their solid waste for a fee. CLL also maintains a recycle drop off center for residents of Coconino County.
Landfill gas thresholds are likely to be triggered in 2018. This will require a landfill gas collection and control system to be in operation by December, 2021. The current electrical service will not provide adequate power for future gas blowers.
Selection Process: The City's Purchasing Section issued a Request for Statement of Qualifications (RSOQ) solicitation to select a consultant team. On March 8, 2016, four Statements of Qualifications (SOQ's) were received. Procurement staff conducted an initial review of all four SOQ's to determine responsiveness to the requirements presented in the RSOQ. All four responses were deemed responsive and were distributed to the evaluation committee. The evaluation committee consisted of five people; four City Staff, two of which are registered engineers and one licensed general contractor. Specific evaluation criteria was provided within the RSOQ and was used by the committee during the selection process.
After scoring of all submittals, the evaluation committee met to discuss the evaluation results. Based on the evaluated SOQ scores, it was recommended that the top three firms (shortlist) be invited for an in-person interview/presentation phase. On April 22, 2016 the interview/presentation phase took place. Based on scoring of the identified criteria, the evaluation team came to a consensus. The scoring results were inclusive of the scores from their SOQ's. The total scores/ranking are attached herein.
Immediately following the selection, the most qualified firm (Plateau Engineering, Inc.) was asked to provide a scope of work and fee proposal. After review and discussions between the City and Plateau Engineering, a fee of $113,191.00 with a contingency amount of $25,000 were agreed upon.
Key Considerations:
CLL currently lacks the on-site infrastructure necessary for landfill gas collection and control. Electric upgrades would need to be extended from off-site to an on-site location. When the electric utility is extended to the site, it will be an optimal time to consider redesigning Landfill Road from Highway 89 to Cinder Lake Landfill.
The project deliverables include a design report and preliminary plan sets for each element (power, telecom, road, and water). The report shall include the following:
The project deliverables include a design report and preliminary plan sets for each element (power, telecom, road, and water). The report shall include the following:
- Executive Summary
- Analysis of existing conditions and interrelationships with various elements of infrastructure (power, telecommunications, water, roadway, and drainage)
- Survey of existing right-of-way an topography through the Landfill Road corridor
- Administration of permit requirements will be handled in-house by the City Real Estate Manager
- Conduct geotechnical exploration (drilling and sampling to be conducted thru the On-Call Services Contract administered by the City of Flagstaff)
- Review existing traffic studies
- Address right of way and permit requirements for installing future infrastructure
- List criteria, analysis, reference and exceptions to specifications
- Provide recommendations
- Design power an telecommunication infrastructure (preliminary)
- Design water infrastructure (preliminary)
- Design roadway infrastructure (preliminary)
- Projected construction cost estimates for each design element
The project will help answer the following questions:
- How does the EPA mandate affect the implementation schedule and costs for electric upgrades within the existing five year plan?
- What other infrastructure considerations should be assessed in this project (telecom, road, and water)?
- What are the costs and benefits to bundling design and construction of utilities now?
Expanded Financial Considerations:
The project is currently budgeted for $200,000 in fiscal year 2017. The contract amount is for $138,191, which includes a contingency amount of $25K within their proposal. This contract is on a not-to-exceed basis.
Community Benefits and Considerations:
- The extension of 3-phase power to CLL would result in improved environmental controls and keep the facility in compliance in the future.
- An improved road surface would help alleviate issues with the existing curves along Landfill Road. A potential re-design of the roadway would allow for safer curves and less potential for accidents.
- Extending water to CLL would allow us to have a means for fire suppression and dust abatement.
Community Involvement:
Inform
Consult
Involve
Collaborate
Consult
Involve
Collaborate