DATE:
November 14, 2023
CATEGORY:
Consent
DEPT.:
Public Works
TITLE: Shoreline Landfill Gas, Cap, and Leachate
Maintenance, Project 24-10—
Professional Services Agreement
RECOMMENDATION
1. Transfer and appropriate $171,000 from the Solid Waste Fund to Shoreline Landfill Gas, Cap, and Leachate Maintenance, Project 24-10. (Five votes required)
2. Authorize the City Manager or designee to execute a professional services agreement with Stearns, Conrad and Sch midt Consulting Engineers, Inc., for on -call landfill services for Shoreline Landfill Gas, Cap, and Leachate Maintenance, Project 24 -10, in a not -to-exceed amount of $160,000.
BACKGROUND
The Mountain View Shoreline Landfill is a closed Class III solid waste landfill owned and operated by the City of Mountain View (City). The landfill includes a bottom liner to prevent migration of waste directly into the environment, a leachate collection system, and a gas collection and control system (GCCS). T he City’s Permit to Operate issued by the Bay Area Air Quality Management District (BAAQMD) requires continuous monitoring and maintenance of the landfill gas collection system, groundwater wells, leachate wells, and other surface and subsurface conditions for compliance with State and Federal regulations.
The GCCS is a major infrastructure system inside the landfill consisting of vertical wells connected to buried piping. It is designed to help control odors, minimize gas releases to the atmosphere, and increase safety by controlling migration of gases. As most of the system piping was installed in and above waste, piping separations, joint failures, grade changes, and failure of vertical well casings have occurred over time with waste decomposition and settlement. As waste settlement continues, required monitoring, maintenance, and repair efforts ha ve steadily increased . To support these efforts , the City has contracted with Stearns, Conrad and Schmidt Consulting Engineers, Inc. (SCS), to provide a range of field services to assist with the landfill operation and maintenance needs . These services include complex regulatory field inspections, troubleshooting, and GCCS repairs, including electrical and mechanical components, vertical well drilling, and operation of the flare station.
Shoreline Landfill Gas, Cap, and Leachate Maintenance, Project 24-10— Professional Services Agreement
November 14, 2023
ANALYSIS
In late 2022, staff identified the need to add three new gas wells to improve the performance of the GCCS and help reduce methane gas leaks. Each new vertical well is considered an expansion of the GCCS and require s review and approval from BAAQMD . In August 2023, BAAQMD approved a permit for the system expansion.
The City currently needs to drill a total of six wells comprised of three new and three replacement wells.1 The areas where these wells will be located have recently experienced a methane leak that is being repaired by staff, and these wells need to be drilled before the end of the year to help avoid any further issues. The average cost to drill a single well is approximately $10,000. In addition, staff requires consultant assistance with expertise in landfill operations to support th e ongoing landfill maintenance and technical issues with landfill equipment and systems.
SCS is the most qualified firm to perform these services due to their extensive historical knowledge and experience with the City’s landfill, equipment, gas system , and associated regulations. Considering th e schedule for the well drilling and anticipation of the increasing preventative maintenance requirements through calendar year 2024 , staff recommends executing a new professional services agreement with SCS for a not -to-exceed amount of $160,000. The recommended on-call agreement with SCS, who will be able to execute the work expeditiously, will allow the Public Works Postclosure Section to fulfill the City’s monitoring and maintenance responsibilities, including well redrilling, system improvements, consulting services, and regulatory compliance reporting assistance within the required timelines.
FISCAL IMPACT
Shoreline Landfill Gas/Cap/Leachate Maintenance, Project 2 4-10, is funded with $320,000 from the Solid Waste Fund, and there are insufficient funds for the recommended SCS contract. The recommended action would appropriate $171,000 from the Solid Waste F und to Shoreline Landfill Gas/Cap/Leachate Maintenance, Project 2 4-10, for the recommended SCS agreement and administrative fees, increasing the budget for Project 24-10 to $491,000.
1 BAAQMD approval is not required for replacing wells.
Shoreline Landfill Gas, Cap, and Leachate Maintenance, Project 24-10— Professional Services Agreement
November 14, 2023
ALTERNATIVES
1. Do not approve the recommended agreement and defer the installation of the new wells to solicit for a new vendor with the spec ialized experience in landfill operations and maintenance.
2. Provide other direction.
PUBLIC NOTICING—Agenda posting.
Prepared by:
Rene Munoz
Streets and Landfill Manager
Reviewed by:
Lisa Au
Assistant Public Works Director
Approved by:
Dawn S. Cameron
Public Works Director
Audrey Seymour Ramberg
Assistant City Manager
RM/LL/6/CAM
786-11-14-23CR
203588