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TO: Honorable Mayor and Members of the Common Council FROM: James Rabe, Director of Public Works DATE: December 10, 2024 SUBJECT: Res 24-654 Approve Professional Services Agreement with Robert E. Lee & Associates, Inc. for 2025 Environmental Monitoring Services – Knapp Street Quarries Landfill (License 4624), Kienast-Paulus Quarries Landfill (License 4634), and Timmerman Farm Landfill (License 4203) ($109,749)

BACKGROUND

The Department of Public Works has utilized AECOM for various environmental engineering needs at the Quarry Park Landfill located on Knapp Street since 1979, at the Timmerman Landfill since 1978, and at the Kienast-Paulus Quarries since 2015.  The active venting system has been operating at Quarry Park since spring of 2010.  The monitoring points show methane concentration below 2.5% by volume while the active venting system is in operation.  An operational pilot study was completed between the fall of 2015 and the spring of 2016 to determine if the active venting system could be converted to a passive system.  The study results indicated the system will need to continue to operate in an active setting.  It is anticipated the Wisconsin Department of Natural Resources (WDNR) will require several more years of active collection of methane gas before considering a reduced operation or switching to passive collection. In 2019, a plan modification was submitted for the Timmerman Landfill to the WDNR proposing to reduce the sampling frequency of the gas probes from quarterly to semiannually due to low methane concentrations being detected; remove volatile organic compound sampling from monitoring wells MW-6 and MW-8; and remove sampling for pH, temperature, specific conductance, and turbidity from the environmental monitoring requirements for monitoring wells MW-9 and MW-10.  The plan modification was approved by the WDNR on October 8, 2019.   In 2015, the City of Oshkosh (City) initiated a landfill gas monitoring and site investigation at the Kienast-Paulus Quarries.  Due to the results of the monitoring investigation, continued landfill gas monitoring, acquisition of property with residential structures on or near the former landfill footprint, and the installation of an active landfill gas collection system were recommended by AECOM.  During 2018 and 2019, the City acquired the following properties:  905 West 17th Avenue, 875 - 885 West 17th Avenue, 859 West 17th Avenue, and Outlot 1 of the parcel address of 1732 Knapp Street.  In 2018, AECOM was retained to design a landfill gas system and submit the design for approval to the WDNR.  The design was approved by the WDNR on November 15, 2019.  The landfill gas system was installed in the winter of 2019 and the spring of 2020 and started operation in May 2020. Department of Public Works staff requested proposals from multiple environmental engineering firms to perform the monitoring work for 2025.  Staff determined that we were in a good position to request proposals from multiple firms as the historical knowledge of the landfills and systems was no longer an overriding factor in being able to perform this monitoring work.

ANALYSIS

Department of Public Works staff reviewed the qualifications of multiple firms and requested proposals from two (2) of those firms to complete this work.  After reviewing the proposals for completeness, adequate completion of required tasks, and overall costs, Robert E. Lee & Associates, Inc. was selected to perform these tasks for 2025.  This agreement will cover the required environmental monitoring tasks and gas extraction system operating and maintenance at all three (3) former landfills for calendar year 2025. The scope of services includes continued methane gas monitoring, reporting to the WDNR, inspecting the methane collection system, and providing equipment maintenance recommendations.

FISCAL IMPACT

This agreement is for $109,749.  The cost for these gas monitoring services will be allocated to the operating budget (Account 02120470-6401/Sanitation-PS - Engineering/Survey/Appraisal).

RECOMMENDATION

Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized nature, including engineering services, may be procured without the use of formal, sealed quotes.  I have reviewed this agreement and in accordance with Section 12-16 of the Code, I am hereby recommending that the Common Council approve the award of this professional services agreement.

Attachments RES 24-654 Res 24-654 REL 2025 LF Mon Proposal

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