DATE: April 3, 2018
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: First Amendment to Agreement No. 16-070 with SCS Field Services, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute the First Amendment to Agreement No. 16-070 with SCS Field Services, Inc., for required operation and maintenance services of the Landfill Gas Collection and Control System at the Southeast Regional Landfill, effective upon execution with no change in term to February 8, 2021 and increasing the maximum by $112,000 to a total of $335,350.
REPORT
The recommended action will increase the annual maximum limit for the third year of the agreement to enable replacement and/or repair of several age deteriorated or obsolete components of the Landfill Gas Collection and Control System (LFGCCS) at the Southeast Regional Disposal Site (SERDS), funded through the SERDS Enterprise Fund, with no increase in Net County Cost.
ALTERNATIVE ACTION(S):
Your Board may deny the recommended action. If denied, the system will ultimately fail and will not comply with Federal, State and local regulations until the system can be repaired. The County may incur penalties of up to $10,000 per day, per violation if not in compliance.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The recommended action will increase the third year maximum from $44,670 to $156,670. The increase ($112,000) will fund equipment ($91,000) with a contingency ($21,000). The annual contract maximums for the fourth and fifth years will remain at $44,670. The SERDS is maintained through the SERDS Enterprise Fund/Subclass/Org (0720/15000/9020). Sufficient appropriations are included in the Public Works and Planning - SERDS Org 9020 FY 2017-18 Adopted Budget.
DISCUSSION:
The LFGCCS at the SERDS was installed in 1984 and reconstructed during final closure activities in 1998. The current agreement (16-070) for the operation and maintenance of the LFGCCS and was executed on February 9, 2016 with SCS Field Services, Inc. (SCS). The purpose of the agreement is to ensure that the LFGCCS remains compliant with Title 17 California Code of Regulations, operates efficiently and has minimal downtime, which otherwise could result in fines.
In March of 2017, County staff requested SCS to conduct a complete system evaluation of the LFGCCS, which identified several components that were age-deteriorated or obsolete. SCS proposed to replace the existing obsolete controls and equipment with new digital electronics, new high-density polyethylene inlet piping, variable frequency drive blowers and other ancillary equipment at a cost of $91,000, as identified on the attached quote (Exhibit A). In addition to the $91,000, staff is recommending an additional contingency of $21,000 for unknown issues that may be uncovered and to cover routine maintenance and repair work necessary during the remainder of the contract year.
With your Board’s approval of the recommended action, the SERDS LFGCCS will be repaired to avoid system failure and remain in compliance with Federal, State and local regulations.
REFERENCE MATERIAL:
BAI # 35, February 9, 2016
BAI # 75, August 10, 2010
BAI # 71, August 14, 2007
ATTACHMENTS INCLUDED AND/OR ON FILE:
Exhibit A
On file with Clerk - Agreement with SCS Field Services, Inc.
CAO ANALYST:
Sonia M. De La Rosa