That the City Council:
A. Approve and authorize the City Manager to enter into a three-year agreement, with two additional optional one-year extensions, with Montrose Environmental Solutions, Inc., in an amount of $72,355.40 per year for landfill gas monitoring services at Vista Grande Park; and,
 
B. Authorize staff to issue a purchase order to Montrose Environmental Solutions, Inc., in the amount of $86,826.48, which includes a 20% contingency for unanticipated extra costs, for Fiscal Year 2022-23.

In September 2022, staff issued a Request for Proposals (RFP) for Environmental Monitoring Services at the Vista Grande park landfill site. The scope of services listed in the RFP include but are not limited to the following: monitoring of the perimeter compliance probes, gas extraction wells, and checking for methane concentration; monitoring the functionality of the blower station; general maintenance of all equipment, valves, sump pumps, and checking condensate water levels; conducting annual source tests, probe sampling, and landfill cover inspections; conducting monthly, quarterly, semi-annual, and annual monitoring and reporting tasks in accordance with South Coast Air Quality Management District (SCAQMD) Rule 1150.1; and additional repairs or non-routine services as required.

On September 22, 2022, staff received three proposals from the following firms: Montrose Environmental Solutions, Inc., American International Environmental, Inc., and WSP USA, Inc.  An evaluation Committee consisting of staff from the Public Works Department evaluated the proposals and ranked them based on the following criteria:

1. Qualifications of the Firm - Technical experience in performing work of a similar nature; experience working with public agencies; strength and stability of the firm; and assessment by client references.

2. Proposed Project Team and Organization - Qualifications of proposed Project Manager and key personnel; logic of project organization; adequacy of labor commitment and resources; capability to reallocate resources as needed to meet task schedules; and ability to commit proposed resources for the duration of the contract.

3. Scope of Work and Understanding/Approach - Thorough understanding of the City's requirements to ensure the landfill and the gas control systems are operated and maintained in compliance with South Coast Air Quality Management District Rule 1150.1 Compliance Plan and other regulatory agencies.
 
The Evaluation Committee scored the proposals as follows:
 

After reviewing the submitted proposals, the evaluation committee determined that Montrose was the best qualified firm and possessed the best qualifications, knowledge, experience, skills, and understanding of the City’s objectives and expectations. Montrose's monitoring and maintenance program appears best suited to ensure that the City's landfill gas control system is operated in compliance with SCAQMD regulations; therefore, staff recommends that the City Council approve and authorize the City Manager to execute an agreement (Attachment 1) with Montrose for an annual amount of $72,355.40 for Environmental Monitoring Services. The agreement also provides for limited contingency costs should unforeseen equipment repairs replacement become necessary.

If approved, the proposed agreement will cost $72,355.40 per year to provide basic maintenance, monitoring and reporting services related to the methane monitoring and mitigation equipment at Vista Grande Park. Any equipment repairs or replacement will be performed by the contractor as "extra work" under the terms of agreement; therefore, staff proposes that the purchase order for this agreement be set at $86,826.48, which includes a 20% contingency in the event that additional funding is necessary for unanticipated "extra work". While a major piece of equipment that unexpectedly fails could cost more than $10,000 to purchase and replace, the average cost for "extra work" in the past has been less than $2,000 per year.

There is sufficient funding for the recommended $86,826.48 purchase order for this agreement in the approved Fiscal Year 2022-2023 Refuse Budget; therefore, no additional funding appropriation is being requested.