Consideration and Approval of Cooperative Contract: Cinder Lake Landfill Excavation and Grading for Paper Millings Storage Cell (Approve contract with SDB, Inc. in the amount of $405,874.16).

Approve the contract with SDB, Inc. utilizing the Mohave Educational Services Cooperative Job Order Contract (Contract #14G-SDB-0903) for $405,874.16.

Currently, the landfill uses paper millings (a by-product from SCA Tissue) as an alternative daily cover (ADC) to cover trash.  We want to excavate a future cell and bury (bank) the material for the following reasons:  We want to expand the use of the material to line future cells and use in capping the landfill when we close it.  Because the material is left out in the elements, it is losing the integrity that makes it valuable to us.  In addition, we are receiving more material than we are using.  Our stockpile is growing and will eventually hinder our operations.  Storing the paper millings in a future cell located off the existing landfill footprint will allow staff to manage the resource, while removing the existing stockpile over the next year. The dirt that is excavated from this project will be used to cover portions of the existing landfill where necessary. Meanwhile the remaining portions of rock will be buried in a pit in the setback area beside the landfill footprint. The pit will be filled to the surrounding grade.

For our investment now, storage of paper millings can potentially save $8 million over the life of the landfill.  This project was budgeted for FY15 in the Solid Waste Fund in account 211-06-165-061-0-4433 in the amount of $500,000. 

COUNCIL GOALS:
1) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
2) Address key issues and processes related to the implementation of the Regional Plan

REGIONAL PLAN:
Policy PF.2 Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
 

 

No Council decisions have been made on this item.

Option 1-Approve the proposal under the cooperative purchase agreement.
Option 2-Not approve the proposal and direct staff to solicit competitive bids from qualified contractors.
Option 3-Not approve the proposal and continue operations as is.

The landfill does not have enough soil to last over the entirety of its operation. Nor does it have enough soil needed for the landfill cap. The current deficit is over 1.5 million cubic yards.  In an effort to minimize the deficit, the landfill currently accepts paper millings from SCA Tissue (Located on Butler Avenue), and uses the material as an approved source of ADC.  Paper millings are used in other states as landfill caps, and staff is confident that the paper millings from SCA Tissue can be incorporated as a cap at Cinder Lake Landfill.  We are also currently testing the material in partnership with Northern Arizona University to determine if we will be able to use it as liner material for future cells.

The volume of paper millings stored on site has grown dramatically since 2010, as demonstrated in Table 1.

Table 1-Volume of Paper Pulp Millings Stored at Cinder Lake Landfill

Year	Volume of Stockpile(Cubic Yards)
2010	815
2011	3,700
2012	25,100
2013	31,500
2014	42,000

The volume of the existing paper millings stockpile has become excessive, and will obstruct future construction of landfill cells if not dealt with. In addition, the integrity of the material is compromised when exposed to the elements, rendering it difficult to use as an ADC or cap. It becomes hardened and difficult to penetrate which is what we are looking for it to do but it is doing it prematurely.  Therefore staff is proposing that the future loads of paper millings be stored exclusively in a dedicated storage cell located east of the existing operation.  During current operations, we will use up the existing stockpile of material which staff estimates will take a year given current daily landfill volumes. 

The designated storage cell, located in Cell E, is approximately 10 acres. Staff has estimated that the storage cell has the capacity to accommodate 688,000 cubic yards of paper millings over the next 20 years. The landfill has already received approval from ADEQ to store ADC in the designated cell with the stipulation that ADC be stored below grade, so as to prevent illicit stormwater discharge(s).

Excavation of the remaining portion of rock and soil from the designated storage cell is essential for existing landfill operations to proceed in an efficient manner. Rock and soil had previously been excavated with landfill equipment. However, the existing landfill equipment is not capable of excavating the remaining portions of rock and soil within the designated limits of the storage cell. The remaining soil will be used as intermediate cover on portions of the existing landfill (see diagram).  Meanwhile the remaining portions of rock will be buried in a pit in the setback area beside the landfill footprint. The pit will be filled to the surrounding grade.

Staff is proposing the use of the Mohave Educational Services cooperative purchase agreement due to the landfill constraints of time, resources, and manpower.  SDB, Inc. utilized the open book method, where six potential sub-contractors were solicited to submit quotes, and three of those contractors replied. The sub-contractor indicates that it would take 10 days to mobilize equipment and manpower. Thereafter the project would take 8 weeks to complete.

The current design of the final landfill cap is projected to cost approximately $18 million over the life of the landfill. Other states have approved this material as a cap for landfills at closure.  Staff has tested paper millings for their viability as an alternative landfill cap and it has met the criteria. The projected cost is $10 million over the life of the landfill thereby resulting in cost savings of $8 million. Staff is working with Northern Arizona University to determine whether the material could also be used in lieu of a geosynthetic clay liner. Should the testing prove favorable, then cost savings are likely to be even greater to the City.

Cinder Lake landfill serves the Citizens of Flagstaff and many portions of Coconino County. Although no immediate benefits are expected to be realized by the community, this project assists in maintaining affordable solid waste disposal options in the future.  

No community involvement applies to this project

Option 1-Approve the proposal under the cooperative purchase agreement
Option 2-Not approve the proposal and direct staff to solicit competitive bids from qualified contractors
Option 3-Not approve the proposal and continue operations as is.