DATE: June 6, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Agreement with SOMA Environmental Engineering, Inc. to Prepare Detection Monitoring Reports for American Avenue, Coalinga and Southeast Regional Disposal Sites
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute an Agreement with SOMA Environmental Engineering, Inc. to prepare State-required detection monitoring reports for the American Avenue, Coalinga, and Southeast Regional Disposal Sites in the annual amount of $30,872, for a total of $154,360 over the anticipated 5-year term of the Agreement.
REPORT
Approval of the recommended Agreement with SOMA Environmental Engineering, Inc. (SOMA) will provide for the preparation of State-required detection monitoring reports and electronic submittal of these reports with supporting data into the State’s GeoTracker system for the three sites listed above. These reports are required by the California Regional Water Quality Control Board (RWCQB), in accordance with the Monitoring and Reporting Programs contained within the Waste Discharge Requirements (WDRs) for each of these sites. The recommended Agreement is for three years, with an option to renew for up to two additional one-year periods by mutual written consent.
ALTERNATIVE ACTION(S):
No viable alternative exists. Federal, State and local regulations mandate specific monitoring and regulatory reporting of detection monitoring reports. If your Board does not approve this agreement, the above mentioned services will not be provided and the County will incur substantial regulatory penalties. These potential penalties include, but are not limited to, fines up to $10,000 per day per violation.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The Disposal Sites are maintained through the American Avenue Disposal Site Enterprise Budget, Fund / Subclass / Org, 0700 / 15000 / 9026; the Coalinga Disposal Site Enterprise Budget, Fund / Subclass / Org, 0710 / 15000 / 9028; and the Southeast Regional Disposal Site Enterprise Budget, Fund / Subclass / Org, 0720 / 15000 / 9020. Sufficient appropriations are included in the current FY 2016-17 Adopted Budget for this Agreement and will be requested for subsequent budgets.
The contractor will be required to provide for services as identified in the agreement for a maximum total fee of $30,872 annually, consisting of Mandated Tasks ($20,677) and Extra Services ($10,195), for a maximum total value of $92,616 for the three-year term of the Agreement. The Agreement includes the ability to renew for two additional one-year periods by mutual written consent. If all extensions are exercised, the maximum total value on the Agreement will be $154,360.
DISCUSSION:
The County is required to perform periodic groundwater monitoring at County Disposal Sites by California Code of Regulations, Title 27, Chapter 3, Subchapter 3, and site specific Waste Discharge Requirements (WDRs) issued by the RWQCB. Results of these monitoring events are required to be submitted to the RWCQB in detection monitoring reports, which are used to detect potential environmental impacts from waste disposal. Failure to prepare and submit these detection monitoring reports constitutes noncompliance with the WDRs and can result in the imposition of civil monetary liability by the State.
The State Water Resources Control Board adopted regulations effective January 1, 2005 that require the electronic submittal of information for groundwater cleanup programs into the State’s GeoTracker database system, including these detection monitoring reports.
A scope of work was prepared and the Purchasing Division of the Department of Internal Services issued Request for Quotation RFQ) No. 17-054 on January 20, 2017. The bidders provided a bid for Basic Services and for Extra Services. Four firms responded to the RFQ:
|
Vendor |
Basic Services |
Extra Services |
Total |
|
SOMA |
$20,677 |
$10,195 |
$30,872 |
|
SCS Engineers |
$45,909 |
$23,945 |
$69,854 |
|
AEG |
$49,748 |
$26,051 |
$75,799 |
|
Stratus Environmental |
$168,885 |
$84,249 |
$253,134 |
The allocation for Extra Services is incorporated into the Agreement, as in previous agreements, to address unforeseeable, required responses to regulatory agencies. The amount is determined by the cost of one extra annual report for each site, which is what historically has been required.
Department of Public Works and Planning staff evaluated the qualifications and proposed fees. SOMA Environmental Engineering, Inc. has been deemed the most responsive, responsible bidder whose quotation has been determined to be the most advantageous to the County.
REFERENCE MATERIAL:
BAI # 25, March 13, 2012
BAI # 22, March 7, 2006
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk: - Agreement with SOMA Environmental Engineering, Inc.
CAO ANALYST:
John Hays