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Home My WebLink About1997-05-06 City CouncilC ty of Palo Alto Manager’s Report 4 TO: ATTENTION: HONORABLE CITY COUNCIL FINANCE COMMITTEE FROM: AGENDA DATE: CITY MANAGER MAY 6, 1997 DEPARTMENT:PUBLIC WORKS CMR:208:97 SUBJECT:PALO ALTO LANDFILL CLOSURE/POSTCLOSURE PLAN UPDATE AND PHASE H’B CLOSURE PLANS AND SPECIFICATIONS PREPARATION - SCOPE OF SERVICES REOUEST_ Staff requests Finance Committee approval for the attached draft scope of services for a consultant to assist the City in updating the Palo Alto Landfill Closure/Postelosure Maintenance (C/PC) Plan and preparing plans and technical specifications for the next landfill closure phase. This project was not included on the list of consultant projects to be considered for Committee review, because staff had not been previously notified that issuance of a revised landfill operating permit from the California Integrated Waste Management Board (CIWMB) would be contingent upon prior approval of an updated C/PC Plan. Therefore, the draft scope of services is being presented now for Finance Committee review, prior to staff soliciting for proposals. OMME ATI Staff recommends that the Finance Committee approve the attached draft scope of services and direct staffto issue a Request for Proposals (RFP) for consulting services. POLICY IMPLICATIONS ~ Approval of this Scope of Services is consistent with existing City policy. EXE UT UMM The Palo Alto Landfill ClosureiPostdosure’Maintenanee (C/PC) Plan was approved in 1992. Since then, a number of operational and regulatory changes, such as the diversion’ of waste to the Sunnyvale Material Recovery and Transfer (SMART) Station and the implementation of additional recycling programs to meet AB939 goals, have invalidated site life and closure" scheduling components of the C/PC Plan. Other mandates not required when the 1992 C/PC Plan was approved, such as financial assurance documentation and disbursement schedules, are CMR:208:97 Page 1 of 3 now required components. The CIWMB operating permit for the landfill is currently under renewal review and the C/PC Plan must now be updated prior to completion of that permit review process. The next closure phase of the Palo Alto Landfill is scheduled for fiscal year 1998-99. Because the C/PC Plan must be revised and approved prior to procuring the necessary permits and approvals for implementing closure activities, a longer lead time is now required. Therefore, preparation of the plans and.specifications for the next closure phase have been included in the draft scope of services to ensure all necessary documentation is in place on a timely basis. The attached draft scope of services addresses the new requirements for updating the Palo Alto Landfill C/PC Plan and for preparation of plans and specifications for the next phase of the facility closure. The major tasks included are: 1. Review of the current Palo Alto Landfill C/PC Plan and other permit documents. 2.Preparation of a revised C/PC Plan and a detailed schedule for disbursement of closure funds for the Palo Alto Landfill currently held in a reserve. 3.Preparation of plans, technical specifications, cost estimate and bid schedule for the next closure phase at the Palo Alto Landfill. " .... Identification and discussion of all California Environmental Quality Act (CEQA) and regulatory agency permit and approval processes necessary for the implementation of the next landfill closure phase. Also included is an optional task for preparation and procurement of the identified permits and approvals. 5. Attendance at required meetings. I~ISCAL IMPACT Funds for this project are available in the FY 1996-97 Refuse Fund Operating Budget. ENVIRONMENTAL ASSESSMENT No environmental assessment is required for the Committee’s review of this draft scope of services. The scope of services includes evaluation of the requirements of the California Environmental Quality Act for implementation of closure activities. Staffwill incorporate Finance Committee comments into the scope of services and prepare a Request For Proposals (RFP) for solicitation to consultants. When the eonsultantseleetion CMR:208:97 Page 2 of 3 process has been completed, staff will return to Council for approval of a recommended consultant agreement. ATTACHMENT Draft scope of services for the Palo Alto Landfill Closure/Postclosure Plan Update and Phase II-B Closure Plans and Specification Preparation. PREPARED BY: Chad Centola, Manager, Environmental Control Programs GLENN S. ROBERTS "" Director of Public Works EI~d~Y HARRISON Assistant City Manager CMR:208:97 Page 3 of 3 PART ii - SCOPE OF WORK A. .General Information City of Palo Alto The. City of Palo Alto operates a Class III non-hazardous solid waste disposal facility in compliance with the California Code of Regulations (CCR), Titles 14 and 23, issued by the California Integrated Waste Management Board (CIWMB) and Regional Water Quality Control Board (RWQCB), respectively. The 137 acre landfill accepts refuse generated from within Palo Alto city limits (see .Figure 1, Site Location Map). In February 1992, the Palo Alto Landfill Final Closure and Postclosure Maintenance Plan, detailing the phased closure of Phase IIA, liB, and IIC areas of the landfill, was approved by the CIWMB (see Figure 2, Closure Phasing Plan). The Phase I (Byxbee Park) area had been previously closed in September 1991. The Phase IIA area of the landfill was closed in November 1992. In October 1993, the.City of Palo Alto began delivery of approximately two-thirds of its refuse to the Sunnyvale Material Recovery and Transfer Station (SMART) facility which significantly reduced disposal tonnages at its landfill. Assembly Bill 939 waste diversion mandates also contributed to reductions in disposal tonnages at the landfill. In September 1995, Public Works/Operations staff met with the CIWMB to discuss the PaloAIto Landfill projected site life in light of the recent changes in disposal tonnages. It was determined that the projected site life and closurephasing plan were no longer valid and that revisions to the Palo Alto Landfill Final Closure and Postclosure Maintenance Plan would be required prior to the next phase of closure and the next permit review. City staff has identified a modified Phase liB area of the landfill that is .ready for closure (see Figure 3, Proposed Closure Area). In anticipation of the impending phase of closure, this Request for Proposals (RFP) is seeking the services of a qualified and experienced firm to revise the .Palo Alto Landfill Final Closure and Postclosure Maintenance Plan. This work will include revising the closure phasing plan,, revising the disposal capacities and projected site life, and adjusting the closure cost estimate based on the revisions. Preparation of the closure documents of the modified Phase liB area will also be completed under this RFP: This will entail preparing CEQA documents, permits/approvals,-plans, specifications, cost estimate, and a detailed schedule of disbursement of closure funds. In general, the work of this project consists of the following tasks: Task 1 The Consultant shall reviewand evaluate all information, data, and reports listed below: PART II = :SCOPE OF WORK Ci~ of Palo Alto Palo Alto Landfill Final Closure and Postclosure Maintenance Plan, Volumes I and II, EMCON, 1/3/91 Palo Alto Landfill Closure/Postclosure Plan Follow-up Submittal, PW/OPS Technical Services, 8/8/91 Report of Disposal Site Information, Palo Alto Landfill, PW/OPS Technical Services, July 1996 -. Task 2 Task 3 The Consultant shall attend three (3) meetings; one kick-off meeting and two additional meetings during the course of the project. The Consultant shall revise the Palo Alto Landfill Final Closure and Postclosure Maintenance Plan to be in.accordance with 14 CCR 18250- 18277 and 23 CCR 2580-2597. The work shall include: revising the closure phasing plan, revising volumetric capacity calculations for Phase lib and Phase IIC closure areas based on changes to disposal rates, revising the schedule of phased closure activities, and revising the closure cost estimate. Submittals shall be presented to City staff for review and approval as follows: 95% completion submittal: Final submittal: 3 copies 12 copies with 1 copy 3.5,’ floppy diskette. WordPerfect 6. llAutoCAD V13 After. City staffapproval and submittal to the CIWMB and RWQCB, the Consultant shall respond to their respective comments during the approval process and incorporate any required modifications to obtain final Board approvals. This task will be considered complete when final approvals from the CIWMB and RWQCB for the Plan are received. Task 4 The Consultant shall prepare plans, technical specifications, cost. estimate, and bid schedule for the closure ofthe modified Phase lib area in accordance with 14 CCR 17760=17796 and 23 CCR 2580=2481. The Consultant shall also prepare and submit a detailed schedule of disbursement of closure funds as required by 14 CCR 18262.3(a)(7). Submittals shall be presented for review and approval as follows: 70% completion submittal: 3 copies 95% completion submittal: 3 copies Final submittal:12 copies with 1 copy 3.5" floppy diskette, WordPerfect 6.1/AutoCAD V13 PART II - SCOPE OF WORK City of Pa!o Alto Task 5 Task The Consultant shall identify all permits and approvals and outline the permit/approval processes, necessary for closure of Phase liB which include, but are not limited to: CEQA negativedeclaration for submittal to the City of Palo Alto Planning Department Variance from Bay Area Air Quality Management District (BAAQMD) for disconnection of the landfill gas control. system Approvals/Pei:mits from the Bay Conservation and Development Commission (BCDC) and the United States Army Corp of Engineers (COE) Approvals/Permits ~from the County Local Enforcement Authority (LEA) (Optional) The Consultant shall prepare CEQA documents and prepare and obtain all permits, and approvals.identified and outlined in Task 5 above as necessary for closure, of Phase liB. ~Base map from USGS 7.5’ Quad. Map: Mountain View. California; (PR 1973). ROXIMATE - PROPERTY BOUNDARY ~ SCALE: 0 20OOFEET¯|J SITE LOCATION zo, 0