HomeMy WebLinkAboutStaff Report 348-08City of Palo Alto
City Manager’s Report
8
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE:
SUBJECT:
SEPTEMBER 8, 2008 CMR:348:08
APPROVAL OF AMENDMENT NO. 1 TO REFUSE ENTERPRISE FUND
CONTRACT NO. C06115396 WITH SCS FIELD SERVICES IN THE
AMOUNT OF $32,500 FOR A TOTAL AMOUNT OF $432~192 FOR
SERVICES RELATED TO THE REPAIR OF FIRE-DAMAGED LANDFILL
GAS AND LEACHATE COLLECTION SYSTEM COMPONENTS AND FOR
PREVENTIVE MEASURES OF BURYING LANDFILL GAS WELLHEADS
TO PREVENT FIRE RELATED DAMAGE IN THE CASE OF FUTURE
FIRES
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or his designee to execute
Amendment No. 1 to Contract C06115396 with SCS Field Services (SCS) expanding the scope of
work and increasing the maximum compensation by an amount of $32,500 for a total contract
amount not to exceed $432,192 for the total three year term of this maintenance contract.
BACKGROUND
On Wednesday July 23, 2008 a fire occurred at the Palo Alto Composting Facility (located on top of
a 7.5 acre section of the Palo Alto Landfill). The fire apparently originated in the stockpile of
unprocessed green material that burned throughout the evening as fire crews attempted to extinguish
the fire. The green material fire spread south of the facility aided by 30 mile per hour winds and
caught a section of grass on fire. Before fire crews could extinguish the grass fire, several
components of the above-ground landfill gas and leachate collection systems were severely damaged
including sections of the 8" diameter HDPE header-pipe, several hundred feet of 1" and 4" diameter
HDPE piping and two PVC wellheads as well as related fittings, hoses and other related components.
The City’s environmental control systems (gas and leachate collection systems) maintenance
contractor is "SCS Field Services (SCS)" based in Modesto. SCS was called the night of the fire and
responded with personnel on the morning of Thursday, July 24, 2008. SCS assessed the damage and
immediately began isolating the damaged gas and leachate system sections. SCS crews worked the
week following the fire to replace the damaged pipelines and other components and to replace the
two above-ground wellheads. SCS removed the damaged materials from the area and had
completely repaired and restored the systems by Wednesday July 30, 2008.
CMR:348:08 Page I of 2
In March 2006, Council approved a three-year service agreement with SCS to provide both routine
and non-routine landfill gas and leaehate system~maintenance, monitoring and reporting for an
amount not to exceed $131,868 for the first and second contract years and the third year increasing
to $135,956.
DISCUSSION
SCS was directed to perform the emergency repairs under the City Manager’s emergency contract
authority. It was necessary to complete these emergency repairs as soon as possible for the City to
stay ".m compliance with its Title V air permit as well as to close-offpotentially explosive methane
gas emissions in the vicinity of the green material .fire. This work was accomplished under the
terms, conditions and unit pricing from the SCS Agreement Number C06115396, and totaled
$22,500.
In addition, in order to minimize the potential for fire damage in the future as well as to allow fire
response equipment ftd! access to the perimeter of the facility, staffrecommends burying six landfill
gas wells in the vicinity ofthe composting facility. SCS is recommended for this additional workto
ensure that the buried wells and laterals will integrate properly with the existing system. The cost of
this work will be $10,000.
RESOURCE IIMPACT
Funding for this contract amendment is available in the FY 2008-09 Refuse Enterprise Fund.
PGLI[CY I1VIPLtCATI[ONS
This project does not represent any change to existing City policies.
ENVljRONNIENTAIL REVIEW
This project is categorically exempt from California Environmental Quality Act (CEQA) review
under Sections 15301 and 15302 (Class 1 and 2 exemptions).
Attachment A: Amendment No. t
PREPARED BYi
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
RON ARP
Manager, Environmental Control Programs
GLENN S. ROBERTS
Director of Public Works
Cig~IVIanager
CMR:348:08 Page 2 of 2
CITY OF PALO ALTO CONTRACT NO.C061153 E ~9 ATTACHM N
AMENDMENT NO. 1 TO CONTRACT NO. C06115396
BETWEEN THE CITY OF PALO ALTO AND
SCS FIELD SERVICES
This Amendment No. 1 to contract No. C06115396 ("Contract") is
entered into , 2008, by and between the CITY OF PALO
ALTO, a California Charter City ("CITY"), andStearns, Conrad,
Schmidt Consulting Engineers, Inc., dba: SCS Field Services, a
corporation under the state of Virginia with offices located at
4707 Greenleaf Circle, Suite F, Modesto, CA 95356 ("CONSULTANT").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of services to perform maintenanne,
monitoring and reporting related~to the Landfill’s gas and leachate
control systems ("Project"); and
WHEREAS, the parties wish to amend the Contract to
increase the scope of services and compensation;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
¯ SECTION I. Section I, SCOPE OF SERVICES, is hereby
amended to add the following:
"CONSULTANT shall perform the Services described in Exhibit ~A"
and Exhibit ~A-I" for additional scope of services in accordance
with the terms and conditions contained in this Agreement. The
performance of all Services shall be to the reasonable satisfaction
of CITY."
SECTION 2.
to read as follows:
Section 4, COMPENSATION, is hereby amended
"The compensation to be paid to CONSULTANT for performance of the
Services described in Exhibit "A" and Exhibit "A-I" for additional
scope of services, including both payment for professional services
and reimbursable expenses, which includes funds allocated for all
three years of the contract plus the additional scope of services
in Exhibit .~A-I" and shall not exceed three hundred eighty-five
thousand eight hundred sixty-six Dollars ($385,866.00). In the
event Additional Services are authorized, the total c.ompensation
for services and reimbursable expenses shall not exceed four
hundred thirty-two thousand one hundred ninety-two Dollars
($432,192.00). The applicable rates and schedule of payment are
set out in Exhibit "C" and Exhibit "C-!" for additional scope of
services, entitled ~COMPENSATION," which is attached to and made a
1
S:ATT/USERS/OFFICE FORMS/City Approved Contracts 3/20/07 (REV)
CITY OF PALO ALTO CONTRACT NO. C06115396
part of this Agreement.
Additional Services, if any, shall be authorized in accordance with
and subject to the provisions of Exhibit "C" and Exhibit "C-I" for
additional scope of services..CONSULTANT shall not receive any
compensation for Additional Services performed without the prior
written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper
completion of the Project, but which is not included within the
Scope of Services described in Exhibit "A" and Exhibit ~A-I" for
additional scope of services."
SECTION 3. The following exhibit(s) co the Contract are
hereby set forth as attachment(s) to this Amendment, which are
incorporated in full by this reference:
EXHIBIT "A-I": ADDITIONAL SCOPE OF SERVICES
EXHIBIT "C-I": COMPENSATION
2
S :ATT/USERS/OFFICE FORMS/City Approved Contracts 3/20/07 (REV)
SECTION 4. Except as herein ~..~---~ied;,Lt~ all
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written~
APPROVED AS TO FORM~CITY OF PALO A_LTO
Senior Asst. City Attorney City Manager
Director of Administrative
Services
By :
Name :__A
Titie:
BV: _ ~ . ,,
Name:
Taxpayer Identification No.
(Compliance with Corp. Code S 313 is
required if the entity on whose behalf
this contract ~s signed is a
corporation. In the alternative, a
certified corporate r~so!ution
attesting to the signatory_ authority
of the individ~als signing in their
respective capacities is acceptable).
3
@:ATT!U~F-RS!OFF[CE FORM,q!C~.ty Approved Contracts 9/20/07 (RE"J)
CXTY OF PALO ALTO CONTRACT NOo C06115396
EXHIBIT "A-!"
ADDfTIONAL SCOPE OF SERVICES
Task i
This work provided for emergency repairs to the City’s
landfill gas system related to the July 23rd compost
facility fire:
Provided labor, materials and equipment to repair the fire
damaged portion of the above-grade LFG, Condensate and
Leachate Collection Systems° This task included
approximately 200 feet of 8-inch HDPE, 300 feet of 4-inch
HDPE, 60 feet of 2-inch HDPE, 400 feet of 1-inch HDPE and
miscellaneous associated HDPE and PVC pipe fitting and
flexhoseso Also, modified/placed LFG Extraction Well No. W-
85R belowgrade and modified/buried associated lateral
pipeline~
Task 2
This following work is recommended to minimize the
possibility of future fire damage to these components:
Provide labor, materials and equipment to place six
additional existing above-grade LFG Extraction Wells and
associated lateral pipelines below-grade. This task
includes burying approximately 400 feet of 4-inch HDPE, six
flush-mount well/valve boxes, modifications to six existing
LFG Extraction Wells and miscellaneous associated HDPE and
PVC pipe fittings and flexho~es.
Contract C06115396 Amendment One Page 1 of I
CITY OF PALO ALTO CONTRACT NO. C06115396
EXHIBIT ~’C-I"
COMPENSATION
ADDITIONAL SCOPE OF SERVICES
Task 1 $22,500
(Emergency work performed July 23, 2008)
Task 2
(Recommended additional work)
$I0,000
Contract C06115396 Amendment One Page i of i