HomeMy WebLinkAbout1998-09-15 City Council (3)::City of Palo Alto
C ty Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:SEPTEMBER 15, 1998 CMR:353:98
SUBJECT:CITY OF PALO ALTO RECYCLING AND TRANSFER
FACILITY - DRAFT SCOPE OF SERVICES
RECOMMENDATION
Staff requests that the Finance Committee approve the attached draft Scope of Services, and
direct staff to issue a Request for Proposals (RFP) for consulting services to assist the City
in conducting and preparing a feasibility study and a report for design and construction of
a Recycling, Composting, and Transfer Facility at the Palo Alto landfill. This project was
selected by the Finance Committee for review prior to staff soliciting for proposals.
BACKGROUND
The Palo Alto landfill is calculated to reach capacity by August 2011. The landfill is being
closed in phases as it is being filled, with the next scheduled area, Phase IIB, will be filled
by the end of this year. The next phase for filling, Phase IIC is the current location of the
existing Compost Facility. Construction of a temporary facility has begun. However, that
area in Phase IIC will be filled by the year 2003. After final landfill closure is completed,
it is designed to become part of Byxbee Park. The Byxbee Park design includes a permanent
recycling facility located adjacent to the Regional Water Quality Control Plant (RWQCP).
Upon final landfill closure, all City of Palo Alto-generated Municipal Solid Waste (MSW)
would be disposed of at the Kirby Canyon Landfill, either by sending it through the
Sunnyvale Material and Recovery Transfer (SMART) Station, or by directly hauling it to
Kirby Canyon landfill. The contract agreements for both Kirby Canyon and the SMART
Station terminate, unless extended, in October 2021. Final landfill closure will also require
the relocation of the existing Recycling Center and Compost Facility; and necessitate the
development of a small transfer facility to continue providing a local service center for
residents and City operations to deposit solid waste for landfill disposal outside Palo Alto.
DISCUSSION
Staff has been working to develop long range solid waste plans to manage the solid and
hazardous waste programs to minimize waste generation and maximize waste prevention,
when economically feasible, and to comply with all regulatory requirements. Several of the
CMR:353:98 Page 1 of 3
long term goals are driven by the eventual closure of the landfill. Specifically, the operation
of the landfill with the closure of Phase IIB will require the existing compost facility be
relocated. A temporarysite is currently being constructed and plans for a permanent facility
must be developed before the year 2003 when disposal operation will have reached the
temporary site. Composting has been generally accepted as an excellent diversion activity,
and has contributed at least 9 percent of the total waste stream diversion. As such, it is an
ideal activity to continue even after the final closure of the landfill. The revenues generated
by the sale of compost indicate composting has been well received by the community. The
California Integrated Waste Management Board (CIWMB) and the Local Government
Technical Advisory Committee (LGTAC) recently recognized Palo Alto for its effort in
"Outstanding Organics Management."
Staffwants to study the feasibility of creating a versatile solid waste facility at the landfill,
which would allow a recycling drop-off center, processing ofrecyclable materials, a compost
facility with yard waste/wood processing, and a transfer system providing convenience to
residents and City operations disposing of local solid waste. The transfer system would have
capabilities for material recovery.
The attached Scope of Services describes the work for the Palo Alto Recycling and Transfer
Facility Project. The major tasks undertaken in the attached draft Scope of Services are:
Reviewing and evaluating existing information;
Conducting a feasibility study and preparing a feasibility report (basis
of design, design criteria, list of equipment for the proposed facilities,
site plans, cost estimate, and schedule);
Preparing a cost benefit analysis on disposal options; and
Attending several meetings as required.
RESOURCE IMPACT
Funds for this project are included in the FY 1998-99 Refuse Operating Budget.
POLICY IMPLICATIONS
This recommendation does not represent a change to existing City policy.
TIMELINE
Saffwill incorporate Finance Committee comments into the .Scope of Services and prepare
a RFP for solicitation to consultants. When the consultant selection process has been
completed, staff will return to Council in November for approval of a recommended
consultant agreement.
ENVIRONMENTAL REVIEW
No environmental assessment is required for Finance Committee review of this draft Scope
of Services.
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ATTACHMENTS
Draft scope of services for the Palo Alto Recycling and Transfer Facility Project.
¯ PREPARED BY: Sean Kennedy, ~¢nv]ronm~ta~.
DEPARTMENT HEAD:
GLENN S. ROBERTS
CITY MANAGER APPROVAL:
’,tor of Public Works
HARRISON
Assistant City Manager
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PART II = SCOPE OF WORK City of Palo Alto
A. General Information
The City of Palo Alto owns and operates a municipal solid waste landfill which includes
a compost facility and a recycling drop-off center within the property boundaries (see
Figure 1). The compost facility (17,000 tons of green waste per year) is currently
located within the interior of the landfill and the recycling drop,off center (12,000 tons
per year of paper, glass, metals, plastic, and some household hazardous wastes [see
Table 1 - List of Recyclable Materials]) is located at the landfill entrance. The City
generates an estimated 185,427 tons of municipal solid waste per year. In accordance
with AB 939 mandates, Palo Alto reduces approximately 96,627 tons per year of its
waste volume through source reduction, recycling, and composting activities and
disposes approximately 88,000 tons per year of waste at the Palo Alto Landfill and
Kirby Canyon Landfill.
Three approaching events will significantly impact Palo Alto’s solid waste disposal in
the future. They are:
The landfill will reach capacity by August 2011 as indicated by recent
calculations and revisions to landfill closure documents.
Palo Alto’s Memorandum of ~Understanding (MOU) with Sunnyvale and
Mountain View to use the Sunnyvale Material Recovery and Transfer (SMART)
station will terminate by October 2021 (if the parties cannot agree on an
extension and if Sunnyvale decides not to continue operation of the SmaRT
station).
Palo Alto’s agreement with Waste Management to use Kirby Canyon Landfill
will terminate by October 2021 (or upon full.utilization of the City’s allocation
quantity). At that time, the City will have the option to extend the term for an
additional 10. years.
In order to plan for these future events, the City is seeking the services of a qualified
and experienced firm to prepare a Feasibility Study and to develop two different
conceptual site plans for a multipurpose solid waste facility on an approximately 6 acre
site at the entrance of its landfill (see Figure 2). Site plan 1 would entail a recycling
drop-off center, 150-175 ton per day transfer station with a yard waste/wood
proCessing and composting facility. Design Of site plan 1 should be planned for
additional growth through easy expansions so it can be modified to site plan 2 at a
later date. Site plan 2 would entail a recycling drop-off center, and a 300-350 ton per
day material recovery .facility (MRF) with yard waste/wood processing capability and
transfer station. The Feasibility Study report shall include basis of design, design
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PART II - SCOPE OF WORK City of Palo Alto
criteria, list of equipment, cost estimates and schedule for each site plan. The report
shall also include a cost-benefit analysis examining the different disposal alternatives
available under the current agreements after the closure of the Palo Alto Landfill, i.e,,
delivering all waste to the SMART station, delivering a portion of the waste to SMART
station and a portion directly to Kirby Canyon Landfill, or delivering all waste directly
to Kirby Canyon Landfill.
B. Scope of Work
In general, the work of this project consists of the following tasks:
Task 1 Consultant shall review and evaluate all information, data, reports and
drawings as listed in Table 2.
Task 2 Consultant shall prepare a feasibility report whichshall include:
Basis for design
Design criteria
List of equipment for all the proposed facilities (recycling drop-off
center, material recovery facility, transfer station, compost facility,
and yard waste/wood processing area) to process the variety of
materials and wastes currently accepted at the existing landfill,
recycling drop-off center, and compost facility (see Table 1, Monthly
Recycling Program and Landfill Performance Reports).
Two site plans
Site Plan #1 Recycling drop-off center, 150-175 ton per
day capacity mini-transfer station and composting facility
with yard waste/wood processing.
Site Plan #2 - Recycling drop,off center, 300,350 ton per
day capacity material recovery facility and transfer station
with yard waste/wood processing area.
Site plans shall include:
Floor plans and elevations (11" x 17") for the
recycling centedMRF/transfer station for each plan
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PART II = SCOPE OF WORK City of Palo Alto
D-size (24" x 36") color copy of each site plan,
showing all improvements including traffic flow in
plan view and accurately drawn to 1" = 40’ scale
and completely dimensioned. Site plans shall be
reduced to an 11"x 17" sheet format so it can be
incorporated into the feasibility study report.
Cost estimate and schedule for each site plan
Task 3 Consultant shall prepare a cost-benefit analysis of the following disposal
options in anticipation of the closing of the Palo Alto Landfill in August
2011.
®Deliver all waste generated by the City to the SMART station.
Deliver a portion (i.e., the minimum or maximum amount of waste
as determined by the SMART station agreement) to the SMART
station and the remaining transport directly to. the Kirby Canyon
Landfill.
Deliver all waste generated by the City directly to Kirby Canyon
Landfill.
Task 4
Task 5
Consultant shall prepare and submit basis of design, design criteria, list
of equipment, cost estimate and schedule, and site plans 1 and 2 for
review and approval as follows:
70% completion submittal ¯ 5 copies
95% completion submittal: 5 copies
Final submittal: 12 copies
1 D-size (24" x 36") color copy of each
site plan
1 reproducible Mylar of each site plan
1 file copy of each site plan in AutoCAD
Version 12 file format on 3.5" diskette
1 file copy of the report in Word Perfect 6.1
file format on 3.5" diskette
Consultant shall attend four (4} meetings, ~one kick’off meeting and three
additional meetings during the course of this project as determined by
City’s staff.
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PART II - SCOPE OF WORK City of Palo Alto
Examination of Existing Documents
The Consultant shall carefully examine existing documents, and records
and shall be satisfied as to the conditions encountered, as to the character,
quality, and quantities of work to be performed, and as to the requirements
of the Request for Proposals. It is mutually agreed that.submission of a
proposal shall be considered prima facie evidence that the consultant has
made such an investigation.
Schedule
Fo
The work under this request for proposal shall be completed within 75
calendar days of Notice to Proceed.
Project Administration
This project will be administered by the City of Palo Alto Public Works
Operations Division. All questions and matters related to the Project shall
be brought to the attention of the Project Manager.
Information to be Provided by the City
The City of Palo Alto will provide a topographic map and all readily
available reports, data, and information as requested by the successful
bidder.
Go Insurance Requirements
The selected firm shall comply with the attached insurance requirements.
The selected consultant shall have the appropriate insurance documents
submitted to the City within five (5) working days of Notice of Selection.
Payment
Invoices will be paid monthly based on the work completed to date of an
itemized invoice.
Consultant Selection Criteria
Among the criteria the City of Palo Alto intends to employ in the sele~:tion
process are:
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PART II - SCOPE OF WORK City of Palo Alto
Specialized experience and qualifications of the firm in the type of.
work required.
2.Specialized experience, qualifications and credentials of individuals
assigned to this project.
3.Completeness in responding to this Request for Proposals.
=
Interview and presentation (to be performed within ten (10) days of
the proposal submittal date). See note below.
Demonstrated understanding and technical approach to the scope of
work.
o Recent experience in the successful preparation and completion of
similar type of work.
Recent experience showing accuracy of cost estimates and ability to
meet deadlines.
8.Support staff for consultant team.
9.The proposed fee relative to the services to be provided.
NOTE: Those proposals received by the stated deadline will be promptly
reviewed. If interviews are necessary for clarification, selected consultants
will be notified.
All respondents will be notified of their status in writing. Those selected for
final evaluations should make the project team available for interviews if
necessary.
Negotiations will proceed between successful consultant and City prior to
award of contract by City Council.
Proposal submittal
Firms shall submit four (4) copies of the proposal which shall include the
following elements:
1.Discussion demonstrating consultant’s project understanding.
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PART II - SCOPE OF WORK
2.
3.
4.
City of Palo Alto
Discussion demonstrating consultant’s technical approach.
Proposal detailing the work to be performed by tasks.
¯Company brochure, if available~
Qualifications and relevant experience of the firm. ’
Qualifications and relevant experience of the consultant team
assigned to this project.
7.A proposed schedule.
Any additional relevant information which might be helpful in the
selection process.
Company fee schedule.
Itemized fee estimate as described below (tasks listed below
correspond to tasks outlines under Scope of Work). The submittal fee
estimate .supported by a schedule of rates will be used for future
negotiations. The final fees will be determined when the scope of
work is finalized.
TASK NO.
2.
3.
4.
5.
Total:
ESTIMATE (specify lump sum)
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PART II = SCOPE OF WORK City of Palo Alto
TABLE 1
LIST OF RECYCLABLE MATERIALS ACCEPTED AT PALO ALTO’S
RECYCLING CENTER
Paper
Cardboard
Newspaper
White Paper
Computer Paper
Mixed Paper
Magazines
Phone Books
Blueprint
Glass
Metals (Ferrous and Non-Fei’rous)
Scrap Metal
Tin Cans
Aluminum Cans
Scrap Aluminum
Electric Motors
Plastic
High Density Polyethylene (HDPE)
Polyethylene Terephthalates (PET)
Polystyrene
Household Hazardous Wastes
Auto Batteries
House hold Batteries
Used Oil Filters
Waste Motor Oil
Antifreeze
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TABLE 2
City of Palo Alto
LIST OF RELEVANT REPORTS AND DRAWINGS
o
Palo Alto .Sanitary Landfill, Orthophoto Contour Map, Towill Inc., May 1997.
City of Palo Alto Sanitary Landfill Self-Monitoring Program,.Monthly Waste
Disposal Monitoring, 1996 and 1997, Technical Services Section
Recycling Center Vehicle Count, 1996 and 1997, Compilation, Technical
Services Section
City of Palo Alto Recycling Program Calendar Years 1996 and 1997 Monthly
Reports, Recycling Section.
Claim for Countywide AB939 Fee, Solid Waste Transferred to Kirby Canyon
from the SMART Station, Quarterly Reports, 1996 and 1997, Santa Clara
County
Monthly Landfill Performance Reports A and B, 1996 and 1997, Palo Alto
Landfill
10.
List of Allocation Quantities in Tons and Option Term, Agreement Between the
City of Palo Alto and Waste Management of California, Inc., for Long Term
Disposal of Solid Waste, October, 1991
SMART Station Preliminary Budget, FY 1998/1999
City of Sunnyvale Disposal Fee at Kirby Canyon 1997-1998, Kirby Canyon
Recycling and Disposal Facility, June 1997
Agreement Between the City of Palo Alto and Waste Management of
California, Inc., for Long Term Disposal of Solid Waste, October, 1991
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