FOR THE COUNCIL MEETING OF JUNE 18, 2024
COUNCIL AGENDA REPORT
TO: City Council
FROM: Interim City Manager Alex Posada
BY: Director of Utilities Shad S. Springer
SUBJECT: Adoption of a Resolution Authorizing a Professional Services Agreement with Trihydro Corporation for Construction for Construction Quality Assurance Services for Cell 1 Phase II Liner Extension Project at the Santa Maria Regional Landfill
Description:
The City Council will consider authorizing a professional services agreement with Trihydro Corporation to provide construction quality assurance services for Cell 1 Phase II Liner Extension Project.
Environmental Notice: Environmental Review for this project was completed through the preparation of an Addendum to the Santa Maria Regional Landfill Site Facility Permit Final Second Supplemental Environmental Impact Report SCH#1992031045 pursuant to the California Environmental Quality Act State Guidelines.
RECOMMENDATION:
Adopt a Resolution authorizing a professional services agreement with Trihydro Corporation to provide construction quality assurance services for Cell 1 Phase II Liner Extension Project at the Santa Maria Regional Landfill.
BACKGROUND:
The Santa Maria Regional Landfill (SMRL) is a Class III disposal facility with a current permitted disposal footprint of approximately 247 acres. Previously, in 2021, the SMRL extended the liner system of the existing active disposal area (known as Cell 1) northwest toward the non-hazardous hydrocarbon impacted soils (NHIS) disposal area. To acquire additional time for development of the future Los Flores Integrated Waste Management Facility (IWMF), a second extension into the NHIS disposal area is required , a project referred to as “Cell 1 Phase II.”
The City contracted SWT Engineering for the design of the Cell 1 Phase II liner extension project, which will require the placement of approximately 17 acres of a Subtitle “D” liner system. The extension liner will tie into the Phase I anchor trench along its northwest boundary. During construction, some NHIS and cover soil will be excavated and regraded to create the extension foundation layer and perimeter berms. A Leachate Collection and Recovery System (LCRS) will be installed within the C ell 1 Phase II Extension floor to 2 drain to a new sump. The existing landfill gas (LFG) collection wells and piping within the Cell 1 Phase II extension area will be redirected under and out from the liner system.
Additionally, a horizontal geocomposite gas collection layer will be placed under the Cell 1 Phase II extension composite base liner groundwater protection system. This extension will provide approximately 17 more acres of municipal waste disposal area.
On June 4, 2024, the City Council awarded a bid to Raminha Construction, Inc., in the amount of $14,975,600, for the construction of the Cell 1 Phase II Liner Extension Project, Bid No. 2024-03.
DISCUSSION:
The City released a Request for Proposals (“RFP”) on April 19, 2024, to solicit proposals from qualified firms to provide Construction Quality Assurance (“CQA”) services during the construction of the Cell 1 Phase II Liner Extension P roject. The CQA consultant will ensure that the liner extension is constructed in accordance with the plans and specifications and Title 27 of the California Code of Regulations. In addition, t he CQA Consultant will have overall responsibility for managing, coordinating, and im plementing the CQA activities as well as ensuring that the quality control activities are performed in accordance with the CQA Plan and construction documents.
Two proposals were received in response to the RFP for CQA services , one from Geosyntec Consul tants and one from Trihydro Corporation . Consultant selection was made based on criteria advertised in the RFP including expertise, experience, and project approach. Both responses were responsive to the RFP, however, a selection committee determined that Trihydro Corporation submitted the most responsive proposal with the qualifications and experience necessary for a successful outcome. Trihydro Corporation’s experience included key personnel that successfully completed the liner extension project in 2021 for Cell 1 Phase I at the SMRL.
A detailed scope of work for the project is outlined in Trihydro Corporation’s May 31, 2024 proposal on file in the Utilities Department. If the professional services agreement for CQA services is approved for Trihydro Corp oration, the Utilities Department will work on negotiating the final terms of an agreement in a form approved by the City Attorney ’s Office, in substantial conformance with the City’s standard template for professional services agreements. It is anticipate d the cost for the negotiated final terms of the agreement will not exceed $550,000.
Alternative(s)
The City Council can elect not to authorize or award the agreement to Trihydro Corporation, reject the proposal, and direct City staff to solicit new proposals. However, the Utilities Department determined the proposal was the most responsive to the RFP .
Additionally, if this agreement is not authorized and awarded, the SMRL will not be able to construct the project, resulting in a r eduction of site capacity by four years and maintaining the existing estimated closure date for the SMRL of April 2028.
3 Fiscal Considerations
With the City Council’s award of the construction contract for Cell 1 Phase II Liner Extension Project to Ram inha Construction on June 4, 2024, a total budget of $17,500,000 for Cell 1 Phase II was authorized, contingent on the City Council approval of the 2024-2025 Fiscal Year Budget. Funding for these CQA services is within the total authorized project budget of $17,500,000.
Impact to the Community
Execution of this agreement will allow the City to continue development of the liner extension project. Based on current disposal tonnages of 130,000 tons per year, the liner extension project is estimated to provide the SMRL with an additional four years of disposal capacity, extending the site closure date to 2032. This extension provides time for the IWMF to continue to be developed into a long -lasting, sustainable solid waste management solution for the region.