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Home My WebLink About23-Public Services ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Date: April 11, 2006 Subject: Resolution of the Mayor and Common Council of San Bernardino authorizing an increase to the purchase order for Bryan A. Stirrat & Associates for permits, design, and equipment acquisition to begin installation of gas treatment system for the Waterman Landfill site. From: Ken Fischer, Director Dept: Public Services Meeting Date: May 1, 2006 Synopsis of Previous Council Action 12/16/96 1996-380 Agreement with Bryan A. Stirrat - Waterman Landfill Maintenance/Engineering Services First Amendment to Agreement - Waterman Closure Second Amendment to Agreement - Waterman Closure BAS - Gas Monitoring Probes - Waterman Closure Agreement with Bryan A. Stirrat - Design and Construct a Landfill Gas Collection System for Waterman Landfill Amendment Bryan A. Stirrat contract - Waterman Landfill 2000-244 2001-268 2003-118 2004-116 08/07/00 08/20/01 06/02/03 05/03/04 01/10/05 2005-5 Recommended Motion: Adopt Resolution Contact person: Linda Ceballos, Environmental Projects Manager Phone: 5549 ex!. 3424 Ward: All FUNDING REQUIREMENTS: Amount: $200,000 Source: Refuse Funds Acct. 527-415.5502 t-Inance: Council Notes: PtI.AI ~ . ?--O 0(, -/J-.-I 5/1/D' Agenda Item No. ~..3 CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT: Resolution of the Mayor and Common Council of San Bernardino authorizing an increase to the purchase order for Bryan A. Stirrat & Associates for permits, design, and equipment acquisition to begin installation of gas treatment system for the Waterman Landfill site. BACKGROUND: As the operator of the former Waterman Landfill, the City bears the responsibility for properly closing, maintaining, and monitoring the 19-acre site, which ceased operations in 1961. The City was notified in 2004 by State regulatory agencies that the Waterman landfill site was not in compliance with landfill closure regulations. The City was required to implement appropriate landfill measures to satisfy legal requirements. To assist the City in achieving regulatory compliance, the firm of Bryan A. Stirrat & Associates (BAS) was retained to provide necessary operations and maintenance services for the project, as well as permitting, design and construction of the necessary improvements. The City commenced capping the landfill with engineered cover material and began the construction and installation of the gas collection system. A total of $996,227.00 was budgeted for landfill capping, monitoring well installation, and installation of a temporary gas treatment system. From their completed work BAS has determined the most appropriate permanentlandfill gas treatment system would be granular activated carbon absorption (GAC). This system is estimated to cost $400,000 to design permit and install. Staff believes it is appropriate to increase the purchase order to BAS by the $200,000 available in the current Environmental Programs operating budget to allow BAS to complete permitting, facility design, anQ begin equipment acquisition. The balance of the necessary funding would be budgeted in the 2006-07 fiscal year budget. BAS supports this approach to keeping the project on track for completion this calendar year. FINANCIAL IMPACT: The Public Services Department has $200.000 budgeted and unencumbered for Waterman Landfill costs in account 527-415-5122 for FY 2005-06. Total project costs for permits, design, and construction is $400,000. The remaining $200,000 will be budgeted for FY 2006-07. RECOMMENDATION: Adopt Resolution. · ATTACBMENT A. i:IA~ BRYAN A. STIRRAT a ASSOCIATES CIVIL AND ENVIRONMENTAL ENGINEERS April 11, 2006 Mr. Ken Fischer, Director City of San Bernardino Public Services Department 300 North "D" Street San Bernardino, California 92428 RE: ANTICIPATED COSTS ASSOCIATED WITH THE ENGINEERING AND CONSTRUCTION OF THE TREATMENT FACILllY AT THE WATERMAN LANDFILL, SAN BERNARDINO, CALIFORNIA Dear Mr. Fischer: Pursuant to our discussions, Bryan A. Stirrat & Associates (BAS) is pleased to present this summary of the costs associated with engineering and construction of a landfill gas treatment facility at the Waterman Landfill. Based on our experience on similar projects, BAS has developed the following estimates of anticipated costs for the installation of a treatment system at the site. (Please note that these estimated costs assume that the project is based on a design/build basis): . Design Design for Granular Activated Carbon Adsorption (GAC): $35,000 Design for Flare Treatment (Flare):$55,OOO . Permitting Permitting for Flare or GAC: $20,000 (Includes 2 permit fees; condensate ($2,000) and treatment system ($3,800)) . Specifications Specifications for GAC system: $5,000 Specifications for Flare assembly: $10,000 · Construction Management CM and Construction Certification for Flare or GAC: $40,000 . Construction Construction of GAC system: $200,000 to $250,000 Construction of Flare Station: $400,000 to $450,000 1360 Valley Vista, Drive. Diamond 8ar, CA 91765. (909) 860-7777. FAX (909) 860-8017 Mr. Ken Fischer, Director Re: Anticipated Costs Associated with the Engineering and Construction of the Treatment Facility at the Waterman Landfill, San Bernardino, California April 11, 2006 Page 2 . Post Construction Services Startup for One Month for Flare or GAC: $12,000 Source Testing for Flare (required annually): $17,000 Source Testing for GAC (required annually): $2,000 Annual Replacement of Activated Carbon, (based on a need to replace carbon once every 2 months): $38,400 (40001bs. @ $1.60 per Ibs. replaced x 6 times per year) As referenced above, the anticipated budgetary costs associated with constructing a Flare Treatment Facility is approximately $665,000.00. Construction of a Granular Activated Carbon Adsorption Facility is approximately $400,000.00. Based on the cost estimates presented above, the GAC treatment facility is clearly the most cost effective form of treatment. Even with utilizing the more conservative carbon replacement costs, BAS anticipates the City will be able to operate the carbon system for approximately six years before equal capital costs are spent. By this time, the amount of landfill gas produced may not be able to sustain the operation of a flare without the addition of supplemental fuel, such as natural gas. Another important issue that the City must consider is the fact the current regulations require that a landfill gas system operation and maintenance program must be implemented at the Waterman Landfill once Post-Construction Services are completed. The costs associated with this operation and maintenance program have been provided under a separate proposal, and the budget for these services will remain as indicated in this original proposal. Should you have any questions or require further information, please advise. We appreciate this opportunity to assist you with this project. ,'. . I / Sjncerely, // {I' ~. / l G/1#'-/':/ tlf/414 / Christopher H. Alanis Senior Project Analyst Landfill Gas Group CHA:de c: Ira R. Snyder G.E. Andraos Mike Cullinane J:\Waterman Landiill\Corresp 2006'04111 - AntiCipated Costs.doc BRYAN A. BTIRRAT & ASSOCIATES 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 ISI 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO THE PURCHASE ORDER FOR BRYAN A. STIRRAT & ASSOCIATES FOR PERMITS, DESIGN, AND EQUIPMENT ACQUISITION TO BEGIN INSTALLATION OF GAS TREATMENT SYSTEM FOR WATERMAN LANDFILL. NOW, THEREFORE, BE IT RESOLVED THAT THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. Bryan A. Stirrat & Associates provides design and construction engineering of the permanent gas treatment system for Waterman Landfill; pursuant to this determination the Purchasing Manager is hereby authorized to increase the purchase order to Bryan A. Stirrat & Associates for an amount not to exceed $946,227.00. SECTION 2. The Purchase Order shall reference this Resolution No. 2006- _' and shall read, "Bryan A. Stirrat & Associates, permits, design, and equipment acquisition to begin installation of gas treatment system for the Waterman Landfill site -Increase P.O. No. 998016 by an additional amount of $200,000.00, for a total amount not to exceed $946,227.00" and shall incorporate the terms and conditions of this Resolution. SECTION 3. The authorization to execute the above referenced is rescinded if it is not issued within sixty (60) days of the passage of this resolution. I I I I I I III'!II April 11, 2006 IUD. :2 3 5/ J JOG 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO THE PURCHASE ORDER FOR BRYAN A. STIRRA T & ASSOCIATES FOR PERMITS, DESIGN, AND EQUIPMENT ACQUISITION TO BEGIN INSTALLATION OF GAS TREATMENT SYSTEM FOR WATERMAN LANDFILL. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a day of , 2006 by the meeting thereof, held on the following vote, to wit: Nays Abstain Absent Council Members: Ayes ESTRADA BAXTER MCGINNIS DERRY KELLEY JOHNSON MCCAMMACK City Clerk The foregoing resolution is hereby approved this day of , 2006. Patrick J. Morris, Mayor City of San Bernardino 25 26 27 28 April 24, 2006 ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 5/ ) I 0 en Item # c23 . ~ I fr Vote: Ayes 1- Nays Resolution # Abstain 'D- d-OOb- )d-f Absent 1 Change to motion to amend original documents 0 Companion Resolutions Null/Void After: ~ 0 days I L,/ 31)/ D::J 1b ~e., f (J Resolution # On Attachments: 0 Note on Resolution of attachment stored separately: 0 PUBLISH 0 POST 0 RECORDW/COUNTY 0 By: Date Sent to Mayor: 5/9-/ DC" Date of Mayor's Signature: ,I) /1)./ M.p Date ofClerk/CDC Signature: 5 J' 3/00 Reso. Log Updated: ~ Seal Impressed: ~ Reso. # on Staff Report 0 Date Memo/Letter Sent for Signature: N / Pr Date Returned: I" Reminder Letter Sent: 2"d Reminder Letter Sent: Not Returned: 0 Request for Council Action & Staff Report Attached: Updated Prior Resolutions (Other Than Below): Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634): Updated CDC Personnel Folders (5557): Updated Traffic Folders (3985,8234,655,92-389): Yes / No By_ - Yes No ./ By_ Yes No~ By_ Yes No~ By_ Yes No-----\,L By_ Copies Distributed to: Animal Control 0 EDA 0 City Administrator 0 Facilities 0 City Attorney ~ Finance ~ Code Compliance 0 Fire Department 0 Development Services 0 Human Resources 0 Others: Notes: Information Services Parks & Recreation Police Department Public Services Water Department o o o . -gJd,,0fL) o Ready to File: ~ Date: Revised 12/18/03