City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: AUGUST 19, 2025 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: FOURTH AMENDMENT TO PROFESSIONAL CONSULTANT SERVICES AGREEMENT FOR MONITORING, REPORTING, AND ASSOCIATED OPERATION SERVICES FOR THE CLOSED TEQUESQUITE LANDFILL GAS COLLECTION SYSTEM AND FLARE WITH ECOTEC SOLUTIONS, INC. OF COLTON, CALIFORNIA, EXTENDING THE TERM THROUGH JUNE 30, 2026, IN THE AMOUNT OF $94,870.22 FOR A TOTAL CONTRACT AMOUNT OF $717,806.70 ISSUE:
Approve the Fourth Amendment to Professional Consultant Services Agreement with ECOTEC Solutions, Inc. of Colton, California for monitoring, reporting, and associated operation services for the closed Tequesquite Landfill gas collection system and flare extending the term through June 30, 2026, in the amount of $94,870.22 for a total contract amount of $717,806.70.
RECOMMENDATIONS:
That the City Council:
Approve a Fourth Amendment to a Professional Consultant Services Agreement with ECOTEC Solutions, Inc. of Colton, California for monitoring, reporting, and associated operation services for the closed Tequesquite Landfill gas collection system and flare extending the term through June 30, 2026, in the amount of $94,870.22 for a total contract amount of $717,806.70; and Authorize the City Manager, or designee, to execute the Fourth Amendment to the Professional Consultant Services Agreement and any additional documents necessary for the Agreement, including amendments and extensions and making minor and non-substantive changes.
BACKGROUND:
The closed Tequesquite Landfill is a 120-acre class III landfill owned and operated by the City of Riverside. The Landfill was active from 1947 to 1985 and is maintained in its closed state through a site-specific Closure/Post-Closure Maintenance Plan (Maintenance Plan) approved by the California Department of Resources Recycling and Recovery, the Riverside County Department of Environmental Health and California Regional Water Quality Control Board. The Maintenance Plan describes post-closure activities necessary to comply with the requirements of Title 14 of the California Code of Regulations, Title 23 of the California Code of Regulations, and Title 40 the Code of Federal Regulations, each administered separately by the aforementioned agencies having jurisdiction.
The Maintenance Plan requires the City to maintain the Landfill as a closed site and complete the following on going activities:
Landfill gas collection and migration control which included collection, destruction, monitoring and reporting of methane gas produced by the landfill.
Groundwater quality monitoring at, and within, the vicinity of the landfill (work performed under contract with second vendor.
On May 13, 2021, Staff issued Request for Proposals (RFP) No. 2097 seeking a qualified firm to provide regulatory required operations, maintenance, monitoring, and reporting services for the Landfill, including its associated gas collection system and flare station.
On November 2, 2021, the City Council awarded RFP No. 2097 to ECOTEC solutions, Inc. of Colton, California (ECOTEC). ECOTEC was selected as the most qualified respondent based on its demonstrated ability to meet scope of work, project approach, and cost effectiveness. The City approved a three-year agreement with the option to extend for two (2) additional one-year terms based on acceptable performance. The agreement was approved at an annual cost of $87,842.80 through June 30, 2024, for a total contract compensation amount of $263,528.40.
On December 20, 2022, the City entered into the First Amendment with ECOTEC to expand the scope of services by adding additional monitoring to address gaps in monitoring, testing, and reporting. Additional compensation of $144,840.00 was approved.
On December 14, 2023, the City entered into the Second Amendment with ECOTEC. to further expand the scope to include additional monitoring, sampling, testing, and reporting as necessary. Additional compensation of $124,090.00 was approved.
On June 24, 2024, the City entered into the Third Amendment with ECOTEC, extending the contract terms through June 30, 2025, and approving additional compensation of $90,478.08.
DISCUSSION:
The monitoring, sampling, testing, and reporting for the closed Tequesquite Landfill gas collection system and flare is an integral part of Regulatory compliance and is required by the California Department of Resources Recycling and Recovery, the Riverside County Department of Environment Health, and California Regional Water Quality Control Board.
Ecotec Solution, Inc. has met the expectations of the RWQCP Regulatory Compliance staff throughout the contract term from June 30, 2024, to June 30, 2025. Based on their performance, staff recommends extending the contract through June 30, 2026.
Purchasing Resolution 24101, Section 1104 “Change Orders” states that “Modifications to a Purchase Order shall be made only by Change Order. Subject to the availability of funds, Change Orders may be utilized for purposes of…. (2) modifying unit prices, [or]…(5) modifying contract completion time or the perm of a Contract, or (6) any other change approved by the Manager. Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval: c) 10% of the original contract price for Contracts and/or Purchase Orders previously approved by the Awarding Entity and the total Change Order amount will not exceed $150,000.” The Purchasing Manager concurs that the recommended action to approve the change order is in compliance with Purchasing Resolution 24101, Section 1104.
FISCAL IMPACT:
The total fiscal impact of this action is an increase to the contract of $94,870.22 for a total contract amount of $717,806.70. Sufficient funds are available in the Refuse Fund, Refuse Disposal, Professional Services Regulatory Compliance account 4130200-421043.
Prepared by: Ashley Gordon, Administrative Analyst
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Rebecca McKee-Reimbold, Interim City Attorney Attachments: Fourth Amendment Agreement
Ecotec Solutions, Inc Fourth Amendment – Page 2