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  Consent-Community Services   #   29.    
Board of Supervisors Community Services  
Meeting Date: 01/15/2019  
Brief Title:    Plans and Specifications for Closure of Waste Management Units 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 closure of Waste Management Units 4 and 5 at the landfill. (No general fund impact) (Echiburu/Kieffer)
Recommended Action
  1. Adopt the plans and specifications for the closure of Waste Management Units 4 and 5;
     
  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, project budget resolution, and with any necessary revisions to the Landfill's Closure and Post Closure Maintenance Fund to allow access to the funds needed for this project.
Strategic Plan Goal(s)
Operational Excellence
Sustainable Environment
Reason for Recommended Action/Background
Waste Management Units (WMUs) 4 and 5 were designed and built by the county in 1983 and 1988 respectively. Following their construction, WMUs 1 and 2 were used for disposal of all waste from 1981 to 1991, when filling was suspended due to a directive from the California Regional Water Quality Control Board (Regional Board). In 2000, the county requested and received authorization from the Regional Board to resume filling the remaining portions of WMUs 4 and 5 to final grade for closure.  This filling has occurred from 2011 to 2018.  A small portion of each unit remains to be filled, which will occur in spring 2019.

General standards for all waste management units require the owner of a landfill to close each landfill cell following completion of waste placement. Additionally, the landfill’s Waste Discharge Requirements, issued by the Regional Board require WMUs 4 and 5 to be closed in 2019.

Closing WMUs 4 and 5 consists of installing a final cover system, consisting of a geomembrane (thick plastic) and soil, and upgrading the units’ existing landfill gas collection system. These closure activities are designed to minimize the environmental impact of the waste by minimizing the infiltration of water into the waste, thereby minimizing the production of leachate and landfill gas. The soil necessary for this is planned to be excavated from the County property on the opposite side of County Road 104 from the landfill. The Board authorized a seasonal closure of County Road 104 on June 21, 2016.  With this project, the construction of WMU 6F and daily landfill operations, County Road 104 will be closed throughout the 2019 construction season. 

The engineer's estimate for this project is $5,362,549, which includes a 20 percent contingency. The funds necessary for this project can be obtained from the landfill’s closure and post-closure trust fund, however modifications to the fund and changes to the mechanisms used to ensure post closure maintenance of the landfill are required.  Department staff have worked closely with the California Department of Resource, Recycle and Recovery (CalRecycle), the regulatory agency who oversees the closure and post-closure maintenance funding requirements for all landfills in the state.  In order to utilize the existing funds the landfill has set aside for this project, the existing fund must be split into two separate funds, one covering the closure of WMUs 4 and 5, and the other covering WMUs 6 and 7 (the currently active and future modules at the landfill).  In addition, an alternate funding mechanism is required to assure post-closure maintenance of the landfill.   In discussions with CalRecycle, the common mechanism utilized by many government entities is referred to as a “Pledge of Revenue”.   Revenue can be pledged from many different sources, in this case, staff will be recommending landfill fees from accepting solid and liquid waste.  The final recommended action is anticipated to be brought back by the department at the March 26, 2019 Board of Supervisor's meeting with the modified resolutions necessary to allow access to these funds.
Collaborations (including Board advisory groups and external partner agencies)
The Regional Board is currently reviewing the plans and specifications.  The Department will work with CalRecycle, Department of Financial Services and County Counsel on the necessary changes to the Closure and Post-Closure Maintenance Trust Fund to pay for this project. 
Competitive Bid Process

Project will be advertised on Bidsync.com 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 $5,362,549
Amount budgeted for expenditure $0
Additional expenditure authority needed $5,362,549
On-going commitment (annual cost)
Source of Funds for this Expenditure
Landfill Closure Fund $5,362,549
Further explanation as needed

The engineer's estimate for this project is $5,362,549, which includes a 20 percent contingency. 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 revisions to the Landfill's Closure and Post Closure Maintenance Fund to allow access to the funds necessary for this project. A budget resolution will also be included at that time with any necessary revisions to the Landfill Closure and Post-Closure Maintenance Fund.

 

Attachments
Att. A. Plans & Specifications

Form Review
Inbox Reviewed By Date
Taro Echiburu Taro Echiburu 01/04/2019 10:48 AM
Financial Services Chad Rinde 01/09/2019 11:54 AM
County Counsel Hope Welton 01/09/2019 11:56 AM
Form Started By: Jeff Kieffer Started On: 12/28/2018 02:47 PM
Final Approval Date: 01/09/2019
Level double AA conformance,
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