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Home My WebLink About0450.000, - ,-- , , ~~' . . "", ,.-'~~: '~' . :- August 2, 1990 THE aONORABLE CIT~ COUNCIL Palo Alto, California Landfill Environmental Control ~ystems Maintenance Contracts Members of the Council: Award of This report. recommends that Cou·ncil award contracts to SCS Field Services in an amount not to exceed '$50" 0.0-0 Eol:' landfill gas collection system maintenance~ and to The Mark Group in an amount not to exceed $SO.OOO for leachate collection and removal system maintenance. Funds have been appropriated in the FY 1990-91 Refuse Fund operating budget. Background A landfill gas collection system (gas system) and a leacbate collection and removal system (leachate systeD) have been constructed at the Palo Alto Landfill u·nder requlatory mandates of the Bay Area Air Quality Management District and the California Regional Water QUality Control Board. Each of these systems requires ongoing maintenance as described below. The gas system bas been leased to the Palo Al to Landfill Gas Corporation (Corporation) under an agreement approved by Council on November 20, 1989 (CMR:525:9}. The agreement requires the Corporation to operate and maintain the gas system.. with the exception of maintenance necessitated by on-going landfill operations, or damage caused by vandalism. The contract covers those maintenance and repair activities outside the corporation's responsibility, ~bich includes disconnection of methane gas lines, reconnections l and raising the system to accommodate landfilling operations. The leachate system .... as constructed at the Palo Alto Landfill under the requirements of the California Regional water Quality Control Board. The leachate system maintenance contract covers all related maintenance and repair activities. Typical maintenance tasks required for refuse filling operatIons include disconnection of leachate 1 ines and air hoses, raising of wells and lWell :head -1- CMR:45,O:O 'C---"-·L":_~ < •• _:....'._. • • ~. .-, -- \ \ ~ 2 ,- " t"o , , J ~:ii~~t· , :;' ~ '. r ""'i:' o o assemblies. bi-weekly inspection of all system components. quarterly servicinq of the system compressor, and periodic adjustments to individual pumps to ~aintatn optimum pumping ~ates. Based on the type of maintenance required for each system, various skills are required. Staff requested bidders to provide hourly labor rates for various categories of workers (see attached summary). The hourly labor rates, t.he markup percentage for required materials. and expertise with leachate and qas collection systems", were considered in determining the lowest responsible bid. Bids were received from four contracto~s, as shown on the attached summary. Three finns (Emcon, Laidlaw. and SCS Field Service) de~nstrated prior experience with la~till gas COllection system maintenance. Staff detel'11ined the. bid submitted by SCS Field Service to be the lowest responsible bid for the 9as collection system &aintenance contract. Only two of the four contractors bid the contract for the leachate collection and removal system. The Mark Group bas had prior experience in designing and constructinq the present leachate collection system at the Landfill. Based on their demonstrated eKperience, staff determined The Mark Group to be the lowest responsible bidder for the leachate collection system maintenance cont['"act. . The maintenance to be performed under these contracts viI) be paid on a time-and-materials basis. Based on past Refuse operations recot"ds and maintenance cost projections provided by the system designers# staff est.imates that each contract amount yill not exceed $50,000. Both contracts are for one year, with the option of extending eacb contract for up to two additional years. The exercise of this option is based on each contractor's performance and council approval of funding for each additional year. Recommend~ Staff recommends that council: 1. Approve and authorize the Mayor to execute the attached contract with SCS Field Services in an amount not to exceed $5-0 .. OO'i> fo:r the maintenance of the Landfill Gas Collection System .. 2. Approve and authorize the Mayor to execute the attached contract with The Mark Group in an amount not to. exceed -2- O!R: 450: 0 ----..---._-. --- . , :~!+~~~!:" . , - , • • ~-~ ~ ".:t" .. I . .. / o o $SO,ooO tor lrIaintena.nce of the Leachate Collection and Removal System. Respectfully submitted, .~/g;';:~£. MICHAEL H. JIlLLER Deputy Director. Public Wo.rks Operations CMR:450:0 Bid Summary C(){ltract Paqes -3- ." \ / / .. - L· I I , r ii .. . I , I I I i ,c,- L, ,-.- n 1 0 SUMI,IM·! Ptojoct &n~1neol": Bussell Re1:ierel" Project: Landfill Eny1~onmental Cootrol System~ Mointenance • . CITV OF PALO AL,O Punds Dudgatad :_L1QO.OI1ll~00,-__ SUI"iIARV OF ~ID5 Item I\tlpr •• , O .. crlptlo~ No. Quanti tv. Go. Exuactlon , I . Lobor Stra1ght . Ga. Extroctlan 2 LaboJ" Ove .... t1me . Gas Extract10n 3 Tochn1clon Stra1ght Gas ExtrdCtlon 4 TechnlCI.n Overtime La.chot. Extraction b Labor Straight Leachate Extraction 6 Labor Overtime Leachate Extraction 7 Technician Stra1ght Leachate Extr~ction I B Tech1cian Overtime l.achate Extraction 9 Engineer Stra1~ht Leachate ExtraCtion , 10 Engineer' Overtil11e L.achate Extraction 11 Iionthly Repoet DireCt Co.t Mark-up , 12 (overhead & prof1t) -'--'-----. -'~ . ~ .. ,. ',: ,Y: :'. ,. -"~I ': :<, .' -'/" " , . ~ .,. ENGINEER'S U~1t Pr1e@ ,-'-, ESTIMATE Totll "'",,,-, ~ "'~" .. \~ "" SCS F1eld Serv1ces U~1t Price Total 30.00hr 36.00hr 38.00hr 45.00hr 30.00hr 36.00hr 38.00hr 45.00hr 68.00hr 8LOOhe 58.00he I 10% .1--:-. ___ f -'r., R.R UY1_ 1ho Mark Group Unit Prict! Totll 25.00hr 31.25hr 45.00hr 56.25hr 125.00hr 31.25hr 145.00hr , 6.25hr 2.00hr ~o.OOhr 2.00hr 15% " .. <I~.~ 1"-7 "" ' .. , ~ Paget 1 of 2 UIU Oate: wmc Ga. Recovery Sys tom, , , Unit P .. 1c~ 9.44hr ~7.63hr p9.44hr 7.63hr 28% ..... .-'" Total 0 () ",.-,'-' l~-f~~;.'l '-MI-, (, ,-, ,"-- ""',' .',' ,~·t;'~_!-: ;":1-\ y ..... , " .', /---", ' I 1 •• '/ :,' l-~ l, , · , , ., :, ' " , , • I I l , • I· , I • ,,:r,-',t 'j.,., t~ -.• , '~'i_;:'~"" .!.'.,';. '-I'. " <,c,'" ( ! :,'," I', ... ./ , . ~ 0 " , ~~~ ,: ... ,>_.....--,',' ,I \,'. 1 ' .-' 1 l,1 ' L " ------ '''r '1, ~: j ! !. r' ~,' L .-l -. OlD SUMI<IAR'/ Projor;;t Engi nec!": RusU) 1 Be1 serer Project: [aM!' 11 EOy1 rpomental Control Sys'tems Ma.il1tenaf'l~_e ... . CITY or PALO AL,Q run~s OiO~Q.teQ :,.1.100.000.00 . SUI+IARY or BIDS E~GI~EER'S ESYIMATE EMCON Ite", ApprOK, O."rlptlon Unit Unit No, Quantity, Pr1 .. Tot.l Price G .. EKtraetlon 1 Labor Stra1Q~t 35,OOhr Gas Extraction Z Labar Overtime 40,OOhr Gas Extraction 3 Technician Straight 45.00hr Gas EKt .. ctlon '4 Technician Overtime 51.00n. Le.chate Extraction 5 Labor Straight LeaChate Extractlon 6 labor Overtime Leachat.e Extr"actiol'l 7 Tochnlcian Str.l~ht Leachate Extraction 8 Technician Overtime , Leachato Extraction 9 Engineer Straight ~eachatp. Extraction I 10 Engineer Oyertlme -LeaChate Extractlon , II Month 1 y Raport Direct Cost Mark-up I 12 (OYerhead & profit) 15% • -, ... ---- ,.', ' 'x ._ " -" " ." ,~.~l(· . , i .n, ,~ ." "",' ,. ",' .. ,'"y_,'''", -.... r.'-:".'.-_i, ........... -' ..... _.:~ __ Ie',", _'" ,-•.. i."\ .r;';;','~.'" Page: Z of Z R. n,. n.h. 7/17/90 Ij'l:~ Col IOJ ua\,lIfj U - Unit Unit Total Prtce Yotal PI"1CfI To~.l n I 0 ' " i ' . --, . I~, , " ... <II'\~,.,,,( "i' _' . ''''~;'' J\~ , \, --_ ..... - , ~, --;}: .. ~ i. ~¥. .. ~ '~., ," 'I,' :rf,~f,,:':--"<:1:r " '-' ' , "\ '01.··.· ,'.';~.""': l~' ' ' ' " ' .. r l ·" ' • , I f , . i I I \. e' I ! , i , I , " ~., r l ;",-" , , . . -'~" • ~ ----~-> .. ----' " • ;:,i\-;,", '~i ":' :._': _Ll,', ,:,~~ :~,'",N .~~ I .. -- .. .. _-~.- o o CONTRACT THIS AGREEMENT 1 made and entered into, in duplicate, this day of • 19 ____ • bet~een the City of Palo Alto l California, hereinafter called ·City· and SCS Field Services hereinafter called ·Contractorl -whose Taxpayer Identification Number is ________________________________ ~ WIT N E SSE T B For and in consideration of their mutual covenants., the parties hereto aqree as follows: 1. contractor shall do all the work and fUrnish all the materials necessary to construct and complete in a good, workmanlike and substantial manner and to the satisfaction of the City of Palo Alto, tha following: 2. l. C. 5 • LANDFILL GAS CoLLECTION SYSTEM MAINTENANCE A. 8. C. O. E. F. C. B. I- J. X. This contract shall consist of the following documents on file with the City Clerk, all of whicb are incorporated herein and ~ade a part bereof by reference thereto: This Contract Notice Inviting Sealed Proposals Accepted Proposal Standard Specifications dated 1972, as amended~ or as superseded by other documents incorporated herein. General Provisions Technical SpecificatIons Certificates of Insurance Performance Bond Labor and Materials Bond Affirmative Action Guidelines and Compliance Report Any and all supplemental aqreements Which amend or extend the work contemplated and vhich may be required to complete the 'Work in a substantial and acceptable manner. In consideration of such work, city shall pay Co~tractor the amount specifIed in his bid in the manner provided in said Standard Specifications dated 1972, as amended. Concurrently with the execution of this contract, Contractor shall provide City with the Contractor's Labor and Material and Faithful Performance Bonds and certificates of insurance, including any 'Worker's compensation insurance required by the lala's of the state of California or otherwise required in saId specification&. This contract shall not be assigned by Contractor. . . ... --->::"·-L"--.· . - .\ • , I I l 6. 7. ; o All clal.s by Contractor reqardifl9 I"xtra work .. charges, delay or other d.isputes a.rising out of the Agreement must be submitted to City in writin<J within ten (lO] workin<J days after the ~lal. arose .. describing in detail the nature and value of the dispute~ work or clai.~ Cont.ractor hereby agrees to indemnify.. defend and hold harmless city, its officers, agents, employees troD any and all demands, claIms or liability of any nature, caused by or arisiIl9 out of contractor's, its officers'.. agents" or employees' neqligent acts, errors, or oDissions, or willful Discooouct... or conduct tor ,..hich the. law-imposes strict liability on Contractor in the per.!ormance or-nonpertonlance of this Agreement. 8. This Agreement represents the entire Agreement between the parties with respect to the purchase and sale of the equipment, materials., or supplies or payment for services which may be t.he subject. of t.his Contract~ All prior agreements.,. representations, statements, negotiations and undertakings whether oral or written are superseded hereby. IN ~ITNESS WHEREOF, the Parties to these presents have hereunto set their bands all on the day and year first above written~ ATTEST, City Clerk APPROVED: City Manager Public Works Risk Manager APPROVED AS TO FORM: City Attorney CITY' OF PALO ALTO, CALIFORNIA BY __ ~~~~ ________ ___ Hayor CONTRACTOR: BY~-= ________________________ __ Title TAXPAYER I. D •• ____ _ DATE' ________________ _ -. - ------------------ -' - \ ~ , • -' ",' , ;; .. -' . "-. , .~. " ...J ~" .. o o CONTRACT hereinafter cal ad ·Contractor.-whose Taxpayer Identification Number is WIT N E SSE r H For and in consideration of their mutual covenants,. the parties hereto agree as tallows: l~ Contractor sball do all the work and furnish all the materials necessary to construct and complete in a 9000# workmanlike and SUbstantial manner and to the satisfaction of the City of Palo Alto. the following: LEACHATE COLLECTION AND REMOVAL SYSTEM MAINTENANCE 2~ This COfltr-act shall COl'lsist of the following documents on file with the Cit.y Clerk.. all of .... hich are incorporated herein and made a part hereof by reference thereto: A. This C~tract B. No,tice InvIting Sealed Proposals C.. Accepted Proposal D. Standard Specifications dated 1972# as amended. or as superseded by other documents incorporated herein. E. General Provisions F. Technical SpecificatIons G. Certificates of Insurance H ~ Ferformance Bond I.. Labor and Materials Bond 3. Affirmative Action Guidelines and Compliance Report lC Any and all supplemental agreements 'Which amend or extend the work contemplated aDd which may be required to complete the 'Work in a substantial and acceptable manner. J. In consideration of such 'Work. City shall pay contractor the amount specified in bis bid in the manner provided in said Standard Specifications dated 1972. as amended. 4. CODCurrently with the execution of this contract" Contractor shall provide City with the cont~actor's Labor and Material and Faithful Performance Bonds and certificates of insurance .. including any worker'S compensation insurance required by the laws of the state of California or ot.herwise required in said specifications. s~ This contract shall not be aSSigned by Contractor. \ " • -, -- ... -"'" ... ~ .. ~.,.... -' , i .j , 1 f i , , I j - 6. 7. 8. o o All claias by Contractor regarding extra 'Work" cbarges, delay or other disputes arising out. of the Agreement 31USt be submitted to City in writing within ten (101 ~orking days after the clai. arose, describing in detail the nature and value of the disputed w~rk or claim. contractor hereby agrees to indellll1.ify, defend and hold harmless City, its officers, agents, employees from any and all demands, clal.a or lIability of any nature, caused by or arising out of Contractor's. its officers', agents· or employees' negligent acts, errors, or omissions" or willful mIsconduct.. or conduct for which the law imposes strict liability on Contractor in the performance or nonpert"or:mance of this Agreement. This Aqre~nt represents the entire Agreement between the parties with respect to the purchase and sale of the equipment, mat.erials .. or Eiupplies or pa)"l!lent :for services which !lay be the subject of this Contract. All prior agreements, representations... st.atements, neqotlations and undertakings Whether oral or written are superseded hereby. IN WITNESS WHEREOF .. the Parties to these presents have bereunto set their bands all on the day and year first above written. ATTEST: CITY OF PALO ALTO. CALIFORNIA City Clerk APPROVED: Ci ty ~i1ager Public Works Risk Manager APPIlOVEO AS TO FORK: City Attorney -----.... BY __ ~~ ________________ __ Mayor CONTRACTOR: BY T'i~t~l~e-------------------------- TAXPAYER I.O •• ______ __ DATE' ______________ __ .. - 1 , r ! r ~J ... ~