DATE: January 12, 2021
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Authorize Sole-Sourced Components for American Avenue Disposal
Site Contract 20-18-SW American Ave Disposal Site Phase III - Modules 3-8 Landfill Gas Collection and Control System Expansion
RECOMMENDED ACTION(S):
TITLE
Make a determination in accordance with Administrative Policy No. 34 that “unusual or extraordinary circumstances” exist that allow sole source procurement of collection and control equipment for the American Avenue landfill disposal site module project based on the Board’s express findings that specification by brand or trade name of the collection and control equipment is consistent with the provisions of Public Contract Code Section 3400(C)(2) and 3400(C)(3); and authorize staff to incorporate these sole-sourced components in the project design.
REPORT
Approval of the recommended action would incorporate sole-sourced items into the project’s construction, which is to add additional landfill gas extraction wells to Phase III of the American Avenue Disposal site (AADS). The Landfill Gas Collection and Control System is designed to mitigate the risk of explosions by reducing the migration of landfill gas and to meet regulatory requirements. The impact of this item is countywide.
ALTERNATIVE ACTION(S):
Declining to approve the recommended action will cause costly start-up and integration issues and add to construction and shut-down times at the site.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
Administrative Policy No. 34 provides for a suspension of competition when there are unusual or extraordinary circumstances where the Board of Supervisors determines that the best interests of the County would not be served by securing competitive solicitations. Marketplace competition for procurement of these items is extremely limited, and the items specified represent the best available fit for the desired system capabilities and to operate with existing equipment.
These devices were considered based on the application and installation requirements. The products are already in use at the site and specifying their usage will facilitate component interchangeability and operational efficiency and will minimize integration challenges and reduce potential construction and shut-down times. The components to be specified are listed as follows:
• Landfill Gas Wellheads (with ancillary components) - QED Environmental Systems
• Landfill Gas Condensate Sump - Real Environmental Products
The County’s Internal Services Department, Purchasing Services Division, has reviewed and concurs with the sole source recommendations. Specific model information is included on the Sole Source Acquisition Request forms, attached to this agenda item. The products will not be directly procured by the County but will be specified by make and model in the construction plans and specifications, to be acquired and installed as a part of the construction contract.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The anticipated of costs for contract construction is $1,820,000 to 2,010,000. The costs for the sole sourced items are included in this estimate and are anticipated to total approximately $144,100. Sufficient funding for the project is included in the FY 2020-21 Public Works and Planning, American Avenue Disposal Site (AADS) - Org 9026 budget.
DISCUSSION:
The AADS is a municipal solid waste disposal facility operating under a Solid Waste Facilities Permit issued by the Department of Public Health with the concurrence of the California Department of Resources, Recycling, and Recovery. The County has owned and operated the AADS since the early 1970s. The AADS is located on American Avenue, approximately 17 miles southwest of the City of Fresno and approximately 6 miles southwest of the City of Kerman. The site encompasses 440 acres, including 367 acres of permitted and available disposal area.
The existing AADS Landfill Gas Collection and Control System (LFGCCS) consists of 105 integrated vertical landfill gas (LFG) wells spread over the three site locations (Phase I, Phase II and Phase III) and modules, which have been integrated with several leachate collection and recovery risers (LCRS) and leachate/lysimeter panels located throughout Phase II and Phase III. Previous modules of Phase II and III were awarded by the Board on February 28, 2017, with similar sole sourced components approved on November 15, 2016. The LFG collected by the LFGCCS is conveyed to two flare stations, where condensate is collected, and gas is injected into the flares for burn-off. The supervisory control and data acquisition system enables real time monitoring and control over collected landfill gas and flow rates, to ensure consistent and safe system operability and LFG disposal. In general, the scope of work for this project will expand and improve the LFGCCS Phase III, and includes:
• Installation of 23 LFG vertical extraction wells and 15 LFG horizontal extraction wells
• Installation of header and lateral piping to connect new extraction wells to the collection system
• Furnishing and installing 6 leachate collection and removal sump pumps and control panels
Plans and Specifications were developed by Tetra Tech through their on-call Consultant Agreement with the County, which was approved by the Board on April 25, 2017. Construction is anticipated to start in Spring of 2021 and be finished in Fall of 2021.
REFERENCE MATERIAL:
BAI #42, November 15, 2016
BAI#45, April 25, 2017
BAI #35, February 28, 2017
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
Sole Source Acquisition Requests
CAO ANALYST:
Samantha Buck