REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 21, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Solid Waste Management
SUBJECT
Title
Contracts to Provide Non-Routine Operations, Maintenance and Monitoring of the Landfill Gas Systems and Support Services
End
RECOMMENDATION(S)
Recommendation
Approve five-year Contracts, from July 1, 2024, to June 30, 2029, in the total aggregate not-to-exceed amount of $25,000,000 to provide non-routine operations, maintenance and monitoring of the landfill gas extraction and treatment systems located at various landfills and disposal sites, with the following vendors:
1. Stearns, Conrad and Schmidt, Consulting Engineers, Inc. dba SCS Engineers/SCS Field Services
2. Tetra Tech BAS, Inc.
(Presenter: Noel Castillo, 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 total cost for non-routine services for operations, maintenance and monitoring (OM&M) of the various County landfills from Stearns, Conrad and Schmidt, Consulting Engineers, Inc., dba SCS Engineers/SCS Field Services (SCS Field Services) and Tetra Tech BAS, Inc. will be funded with fee revenue and will not exceed $25,000,000, individually or in the aggregate, for the five-year contract period. Sufficient appropriation and revenue will be included in the 2024-25 Recommended Budget and in future recommended budgets.
BACKGROUND INFORMATION
The recommended contracts will support the County Waste Disposal System operations from July 1, 2024, through June 30, 2029, by providing as needed non-routine OM&M of the landfill gas extraction and treatment systems for the Barstow, Big Bear, Colton, Hesperia, Landers, Mid-Valley, Milliken, San Timoteo and Victorville Sanitary Landfills, and the Heaps Peak and Yucaipa Disposal Sites, and as-needed maintenance and support services for the County’s disposal system in compliance with federal, state and local regulations.
The non-routine activities included in these contracts are unforeseen or irregular in scope and frequency of occurrence, but necessary to maintain or achieve compliance in a timely manner. A separate item is being presented to recommend routine OM&M services that are periodic and necessary to operate the landfill gas treatment systems.
Approval of this item supports the County Board of Supervisors’ goals and objectives of operating in a fiscally responsible and business-like manner by providing for the safety of the residents by operating and maintaining the County’s landfill gas extraction systems.
Review for compliance with the California Environmental Quality Act (CEQA) was conducted by the Department of Public Works Environmental Management Division. It was determined that the activities listed in the contracts are not considered a “project” as defined in Section 15378 of CEQA Guidelines and no further environmental analysis is necessary.
PROCUREMENT
On December 12, 2023, Request for Proposals (RFP) No. PWG-124-SOLID-5190 for the OM&M of the Landfill Gas Systems and Support Services for SWMD was entered into the County’s Electronic Procurement System (ePro) and released. The RFP was sent to 157 firms through the County’s ePro System. Three RFP Amendments were issued during the RFP process. Amendment No. 1 updated contact information and clarified the proposal process and was issued on December 21, 2023. Amendment No. 2 modified the proposal timeline, addressed the proposers’ questions, and was issued on January 22, 2024. Amendment No. 3 provided additional clarifications and was issued on January 24, 2024. A mandatory pre-proposal conference was held on December 20, 2023, and was attended by three firms. On January 30, 2024, proposals were received from the following two firms:
|
Consultant |
Location |
|
SCS Field Services |
Long Beach, CA |
|
Tetra Tech BAS, Inc. |
Diamond Bar, CA |
A selection committee comprised of four representatives from SWMD evaluated the written proposals. All proposals received demonstrated that the firms were qualified to provide the required services. In accordance with the County’s Procurement Policy 11-04 SP3, contract negotiations were conducted by the SWMD to determine fair and reasonable unit rate costs for personnel and equipment. The non-routine OM&M of the landfill gas extraction and treatment systems at the various sites were divided by awarding the Hesperia, Mid-Valley, San Timoteo and Yucaipa landfills to Tetra Tech BAS, Inc. and the Barstow, Big Bear, Colton, Heaps Peak, Landers, Milliken, and Victorville landfills to SCS Field Services. The contracts are written in a manner to allow SWMD the flexibility of selecting the service provider that best meets its needs, while providing the most value to the County, in performing the requested work.
The proposed contracts will commence on July 1, 2024, and continue through June 30, 2029. The County maintains the right to terminate the contracts for convenience upon 30 days written notice.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Maria Insixiengmay, Deputy County Counsel, 387-5455) on April 05, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-0321) on April 19, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on May 2, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on May 6, 2024.