REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 29, 2022
FROM
BRENDON BIGGS, Director, Department of Public Works - Solid Waste Management
SUBJECT
Title
Contracts to Provide On-Call Regulatory Evaluation, Response, and Maintenance Services for Various Landfill, Transfer Station, and Closed Disposal Site Projects
End
RECOMMENDATION(S)
Recommendation
Award five-year contracts, from March 29, 2022 to March 28, 2027, in the total aggregate not-to-exceed amount of $3,750,000 to provide on-call regulatory evaluation, response and maintenance services for various landfill, transfer station and closed disposal site projects with the following vendors:
1. Geo-Logic Associates, Inc. of Ontario, CA
2. Geosyntec Consultants of Ontario, CA
3. Helix Environmental Construction Group, Inc. of La Mesa, CA
4. High Desert Underground, Inc. of Apple Valley, CA
5. Jeremy Harris Construction, Inc. of Riverside, CA
6. SCS Field Services of Ontario, CA
7. Tetra Tech BAS, Inc. of Diamond Bar, CA
(Presenter: Brendon Biggs, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost) as the Department of Public Works - Solid Waste Management Division (SWMD) is financed by fee revenue. SWMD establishes fees that are charged to the public and other agencies for utilization of the County’s Waste Disposal System. The projected annual cost of services is $750,000; however, the total cost of services may exceed that amount, if necessary, to accommodate project work load. In no case, however, will the total aggregate amount for all contracts exceed $3,750,000 for the five-year contract term. Sufficient appropriation and revenue have been included in the SWMD 2021-22 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
SWMD operates and manages the County’s solid waste disposal system, which consists of five regional active sanitary landfills, nine transfer stations and numerous closed landfills and disposal sites. The five regional active landfills provide refuse disposal for the County’s valley, mountain, high desert and low desert regions. The County is responsible for managing all operations, maintenance and compliance activities for all of these sites in compliance with federal, state and local regulations.
The County is regulated by numerous agencies including the California Regional Water Quality Control Boards (i.e. the Lahontan Region, Santa Ana Region, and Colorado River Basin Region), CalRecycle, the local enforcement agency (LEA), and two Air Quality Management Districts (South Coast and Mohave Desert). In addition, County operations and capital projects often require negotiations with other Federal, State, and local agencies such as, United States Fish and Wildlife Services, Army Corp of Engineers, California Department of Transportation, County Land Use Services, and cities located in the County.
The recommended contracts will support the County’s waste disposal operations from March 29, 2022 to March 28, 2027, by providing on-call landfill and disposal site regulatory evaluation, response and maintenance services to assist in various site evaluations, responses to regulatory agencies, maintenance planning, and implementation activities. These services are necessary to operate and maintain compliance for the County’s solid waste disposal system and will also provide for maintenance work on an as-needed basis.
The recommended action meets the County and Chief Executive Officer’s goals and objectives of operating in a fiscally-responsible and business-like manner and providing for the safety, health and social service needs of the County by providing timely services to comply with regulatory requirements throughout the County’s solid waste disposal system.
PROCUREMENT
On September 15, 2021, a Request for Proposal (RFP) for On-Call Landfill and Disposal Site Regulatory Evaluation, Response and Maintenance Services was released through the County’s Electronic Procurement System (ePro). On October 14, 2021, the following seven proposals were received:
|
Consultant |
Location |
|
Geo-Logic Associates, Inc. |
Ontario, CA |
|
Geosyntec Consultants |
Ontario, CA |
|
Helix Environmental Construction Group, Inc. |
La Mesa, CA |
|
High Desert Underground, Inc |
Apple Valley, CA |
|
Jeremy Harris Construction, Inc. |
Riverside, CA |
|
SCS Field Services |
Ontario, CA |
|
Tetra Tech BAS, Inc |
Diamond Bar, CA |
The RFP stated that the intent was to award contracts to the most qualified proposers and the number of awarded contracts would be determined by the number of qualifying proposals received. A selection committee comprised of four representatives from the SWMD reviewed the firms’ proposals. All seven proposals received demonstrated that the firms were qualified to provide the requested services. The County recognizes that having a larger pool of qualified firms typically leads to more competitive pricing, greater ability to diversify workloads, and increased availability of resources to provide rapid response when needed.
As stated in the RFP, after determining the above firms were qualified, the submitted labor and expense rates were unsealed and SWMD proceeded to individually negotiate the submitted rate sheets with the respective firms. SWMD and each of the seven firms reached an agreement for billing rates that were fair and reasonable, and contracts were recommended for all firms.
REVIEW BY OTHERS This item has been reviewed by County Counsel (Kristina M. Robb, Principal Assistant County Counsel, 387-5455) on) on February 22, 2022; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on February 28, 2022; Finance (Carl Lofton, Administrative Analyst, 387-5404) on March 10, 2022; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on March 14, 2022.