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Regular-Community Services # 31.
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| Board of Supervisors |
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| Subject |
| Receive update on landfill operations and approve second amendment to Agreement No. 15-17 with B & D Geerts Construction, Inc. to increase the maximum compensation to an amount not to exceed $2,400,000 per year to include extra work to haul and compact soil for construction of new landfill module, repair landfill levee damage, and work related to the anaerobic composter and in-vessel digester depackager facilities; and, adopt budget resolution increasing the Department of Integrated Waste Management Division Budget for 2018-19 in the amount of $900,000. (No general fund impact) (4/5 vote required) (Echiburu/Yazdani) |
| Recommended Action |
- Receive update on landfill operations and approve second amendment to Agreement No. 15-17 with B & D Geerts Construction, Inc. to increase the maximum compensation to an amount not to exceed $2,400,000 per year to include extra work to haul and compact soil for construction of new landfill module, repair landfill levee damage, and work related to the anaerobic composter and in-vessel digester depackager facilities;
- Authorize the Chair of the Board to sign the contract amendment; and
- Adopt budget resolution increasing the Integrated Waste Management Division budget for fiscal year 2018-19 in the amount of $900,000.
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| Strategic Plan Goal(s) |
Operational Excellence
Sustainable Environment |
| Reason for Recommended Action/Background |
On February 24, 2015, the Yolo County Board of Supervisors awarded the current landfill operations contract (Agreement No. 15-17) to Geerts Construction. Under this Agreement, Geerts Construction provides daily garbage placement, waste compaction, soil haul, and cover operations based on a fixed per ton rate, and other waste handling and construction and repair work (collectively “Additional Work”) on a time and materials basis.
On December 13, 2016, the Yolo County Board of Supervisors approved increasing the Additional Work limit for this agreement from $300,000 to $800,000 annually to allow for additional services that are necessary to operate the landfill due to large increase in the tonnage of the liquid waste, contaminated soil and mud as well as moderate increases in almost all waste and recyclables coming to the landfill that generated $2,000,000 in additional revenues last fiscal year.
The recommended actions will provide additional extra work funds for the following activates at the landfill:
- New Landfill Module Construction-Haul and compact portion of the soil needed for the construction of the new landfill module;
- Repair Landfill Levee Damage-Repair landfill levee damage due to extreme winter of 2016/2017; and
- Operate Organic Diversion Facilities- Provide equipment and staffing to operate the Anaerobic Composter and In-Vessel Digester and Food Depackager Facilities
New Landfill Module Construction- Throughout 2016, County staff worked extensively with the Central Valley Regional Water Quality Control Board (RWQCB) to develop new Waste Discharge Requirements (WDRs) for not only the development of our future landfill modules (Waste Management Unit 6F), but also our planned organic diversion facilities (Anaerobic Composter for treatment of green waste/food waste and In-Vessel Digester and Food Depackager for commercial source separated food waste). The culmination of this was the issuance of Waste Discharge Requirement (WDR) No R5—2016-0094 on December 6, 2016. Included in the WDRs were two options for development of future modules; (a) Develop landfill modules with a minimum liner elevation of 22 feet mean sea level (msl) and incorporate a grading plan that allows for long term settlement of subgrade soils or (b) employ groundwater control methods to lower groundwater to enable future modules to be constructed at a lower elevation while still maintaining the required 5-foot separation between waste and groundwater. If the groundwater control option is selected, the County must establish a post-closure maintenance fund to pay for its operation for at least 450 years.
The County utilized a consultant to evaluate each option and recommend the economically preferred option as option (a). Based on option (a) the County's consultant has begun development of plans and specifications to construct the next landfill module during the summer of 2019. While this option is the most economical, it will still require a disposal rate increase of about of $3 to $6 per ton, depending on construction bid results, due to the extensive soil fill requirement necessary. County staff are also looking into the option of accepting soil from the Cache Creek Settling Basin to reduce the cost of soil import, if approved by the RWQCB. The construction of the next module is estimated to start in the spring of 2019 and the early soil haul for the subgrade construction will prevent delays in module construction. The design of the next landfill module is scheduled to be completed this winter and released for advertisement in December or January. The estimated cost of moving and compacting portion of the soil for the subgrade is $675,000.
Repair Landfill Levee Damage- During the extreme winter of 2016/2017, several of the perimeter levees surrounding two of the landfills waste management units suffered slope failure damage. The levees were temporarily protected until a more robust engineered solution could be designed and repairs completed. During the summer of 2017 the County retained the services of Golder Associates to evaluate the failure and prepare design drawings for the repair. The design was completed by the end of the summer of 2017, but there was insufficient time prior to winter to complete the repairs. Repairs are currently underway and are scheduled to be complete before start of winter. The total estimated cost for these repairs is $300,000 and the division is seeking insurance reimbursement to cover these costs.
Operate Organic Diversion Facilities- Between 2007 to 2014 Geerts Construction assisted the County in the construction of two experimental Anaerobic Digester cells that were successfully completed for CalRecycle and California Energy Commission as part of two research grant projects. This led to the design of the full-scale Anaerobic Digester cells. Geerts Construction constructed the base layer for this during the summers of 2017 and 2018. Subsequent to installation of the liner system Geerts Construction have been working on placement of the operations layer of each Anaerobic Composter cells. County staff recommend using the services of Geerts Construction because of their experience and familiarity with these unique digester cells. Staff recommends using the services of Geerts Construction for the first year of operation for the Anaerobic Composter, In-Vessel Digester, and the Food Depackager facility while staff collect additional data on the operation and the associated cost. The information gathered will be used to prepare a comprehensive competitive bid package for long term contracts. The total estimated cost of operating the organic diversion facilities during the current fiscal year is $625,000. |
| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel provided legal assistance and has reviewed and approved the proposed contract amendment as to form. |
| Competitive Bid Process |
| On December 30, 2014, the Yolo County Integrated Waste Management Division released a Request for Proposal (RFP) for operation of the Yolo County Central Landfill. On January 15, 2015, a job site walk was held for interested contractors. Five companies attended. However, on January 29, 2015, the Division only received one proposal, which was from Geerts Construction. Staff evaluated Geerts Construction’s proposal and determined that it met and/or exceeded all requirements for contract award. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
Current Geers Construction agreement for extra work = $800,000
Proposed additional extra work to be added:
1) Soil haul and compaction for the new landfill module construction = $675,000
2) Repair of landfill levee damage = $300,00
3) Operation of organic diversion facilities = $625,000
Total cost of proposed additional extra work = $1,600,000
Total current and proposed extra work = $800,000 + $1,600,000 = $2,400,00
Funds available in the fiscal year 2018/2019 to cover the additional extra work = $700,000
Additional expenditure authority needed (requested fund transfer) = $900,000
Total cost of proposed additional extra work = $700,000 + $900,000 = $1,600,000 |
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