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  Consent-Community Services   #   28.    
Board of Supervisors Community Services  
Meeting Date: 01/15/2019  
Brief Title:    Plans and Specifications for Construction at Landfill
From: Taro EchiburĂș, Director, Department of Community Services
Staff Contact: Jeff Kieffer, Senior Civil Engineer, Division of Integrated Waste Management, Department of Community Services, x8855

Subject
Adopt plans and specifications for the construction of the Waste Management Unit 6F Base Liner System at the landfill. (No general fund impact) (Echiburu/Kieffer)
Recommended Action
  1. Adopt the plans and specifications for the construction of the Waste Management Unit 6F Base Liner System;
  2. Authorize the Director, Division of Integrated Waste Management to make changes to the plans and specification required by the Central Valley Regional Water Quality Control Board;
  3. Authorize the Director, Division of Integrated Waste Management to sign the Notice to Contractors;
  4. Authorize the Division of Integrated Waste Management to advertise for competitive bids;
  5. Direct the Director, Division of Integrated Waste Management and Chief Financial Officer, Department of Financial Services to return to the Board targeting the March 26, 2019 board meeting with a recommended award, budget resolution, and financing plan of a combination of Sanitation Enterprise Funds and any necessary financing for this project. 
Strategic Plan Goal(s)
Operational Excellence
Sustainable Environment
Reason for Recommended Action/Background
Prior to construction of any Waste Management Unit (WMU) at the landfill, the plans and specifications must be reviewed and approved by the Central Valley Regional Water Quality Control Board (Regional Board). The attached plans and specifications have been submitted to the Regional Board, and are currently under review. The Division does not anticipate any substantial comments from the Regional Board, however an action item has been included to authorize the Director, Division of Integrated Waste Management to make any changes required by the Regional Board.

The plans and specifications were prepared by Golder Associates under an agreement approved by the Board on June 6, 2017 and in accordance with the requirements set forth in Title 27 of the California Code of Regulations.

To facilitate ease of soil transportation to the project location and minimize the impact to daily landfill operations and landfill facilities, the Department of Community Services (Department) has discussed options for a short term lease of a small portion (approximately 7 acres) of the Conaway Preservation Group’s (Conaway) property directly to the north of the landfill.  In addition to the site lease, discussions have also included a provision to use water from one of the irrigation ditches on the Conaway property as a source for construction water and dust suppression, again to minimize impacts to daily landfill operations. Discussions have been positive and the Department anticipates returning to the Board in February to consider the finalized agreement.

As a potential cost saving measure, the Department is working with the various agencies to utilize soil from the Cache Creek Settling Basin as the soil source for this and future projects.  Discussions to-date have been positive, however use of the soil will ultimately require Regional Board approval and funding for soil transportation.

The engineer's estimate for this project is $10,818,732, which includes a 20 percent contingency. In order to fund this project, the Department intends to utilize a combination of Sanitation Enterprise funds and long term financing. The Department has been working with the Department of Financial Services on the requirements necessary to secure financing, however this work is not yet complete.  The final recommended action item is anticipated to be brought back at the March 26, 2019 Board meeting with the recommended award, project approval, and combination of funds and financing necessary for the completion of this project.

These recommended actions will allow the Department to solicit competitive bids and to bring back a full package of contract award and necessary financing to subsequently promptly proceed with construction.
Collaborations (including Board advisory groups and external partner agencies)
The Regional Board is currently reviewing the plans and specifications. 
Competitive Bid Process

Project will be advertised on Bidsync for competitive bidding. The competitive bid process will be completed in accordance with State law. Bids will be opened and read publicly at the Department of Community Services-Division of Integrated Waste Management. A contract will be recommended to be awarded to the lowest responsive bidder.


Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $10,818,732
Amount budgeted for expenditure $0
Additional expenditure authority needed $10,818,732
One-time commitment     Yes
Source of Funds for this Expenditure
Sanitation Ent. & Finance $10,818,732
Further explanation as needed
Recommended action (Item E) is for the Directors of the Division of Integrated Waste Management and Department of Financial Services to return at the March 26, 2019 Board meeting with a combination of Sanitation Enterprise Funds and Financing necessary to pay for this project. A budget resolution will also be included at that time.
Attachments
Att. A. WMU 6F Plans
Att. B. WMU 6F Specifications

Form Review
Inbox Reviewed By Date
Taro Echiburu Taro Echiburu 01/04/2019 10:48 AM
Financial Services Jeff Kieffer 01/07/2019 01:14 PM
Taro Echiburu Taro Echiburu 01/09/2019 11:10 AM
Financial Services Chad Rinde 01/09/2019 11:53 AM
County Counsel Hope Welton 01/09/2019 11:56 AM
Form Started By: Jeff Kieffer Started On: 12/28/2018 09:55 AM
Final Approval Date: 01/09/2019
Level double AA conformance,
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