Title
Recommendation to Authorize the City Manager to Execute an Agreement with Blue Flame Crew West, LLC in an Amount Not-to-Exceed $779,900 for the Doolittle Landfill Flare and Piping Replacement Project; and
Adoption of Resolution Amending Fiscal Year 2021-23 Capital Budget to Appropriate an Additional $279,900 from the City Solid Waste Surcharge Fund (260).
In accordance with the California Environmental Quality Act (CEQA), this project is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). The Doolittle Landfill Flare and Piping Replacement Project replaces infrastructure for the collection and destruction of methane gas. (Public Works 31041520)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
On October 19, 2023, City of Alameda (City) staff issued a Request for Proposal (RFP) to replace the landfill flare and associated piping at the Doolittle Landfill. After a submittal period of 21 days, one timely proposal was received. Staff believe the single proposal is due to the specialty nature of the work. Based on review of the proposal and past performance, staff recommends awarding an agreement to Blue Flame Crew West, LLC in an amount not-to-exceed $779,900. The City Council appropriated $500,000 for this project in the Fiscal Year 2021-2023 Capital Budget. Staff recommends two City Council actions to move forward with the work: 1) execute the proposed agreement and 2) approve the proposed budget resolution allocating an additional $279,900 from Fund 260 Solid Waste Surcharge. Fund 260 has sufficient balance to support this work. The increase in project costs is due to general inflation and specifically, inflated material costs post pandemic.
BACKGROUND
The Alameda City Doolittle landfill began operation in 1953. The landfill accepted mainly household waste, grass cuttings, tree trimmings, demolition wastes and solid industrial debris. The landfill stopped receiving waste in 1981 and was closed pursuant to an approved closure plan in 1987.
The City manages the closed and permitted Class III solid waste disposal site. The landfill is approximately 40 acres and contains a gas collection system and flare, used for the combustion of excess methane generated by the landfill. The system and its facilities are operational and receive strict, regulatory oversight by local and state authorities. The City’s contracted operator of the gas collection and flare system at the landfill is Blue Flame Crew West, LLC. Their expertise and performance allowed the City to be without fines or violations from authorities with jurisdictional oversight.
The City Council appropriated $500,000 for the Doolittle Landfill Flare and Piping Replacement Project in the Fiscal Year 2021-2023 Capital Budget. The existing methane destruction facilities are from the original installation and are nearly 40 years old. New facilities are needed to ensure ongoing environmental compliance and public safety.
DISCUSSION
On October 19, 2023, staff issued an RFP for the Doolittle Landfill Flare and Piping Replacement Project. To solicit the maximum number of bids and most competitive prices, the RFP was published on the City’s website and the Alameda Sun, forwarded to the City’s list of qualified contractors and 13 separate builders’ exchanges throughout the Bay Area. After a submittal period of 21 days, the City received one responsive submittal.
Bidder: Blue Flame Crew West, LLC.
Location: Saratoga, CA
Amount: $709,000
The receipt of one proposal is likely due to the specialty nature of the work. Staff reviewed the proposal, consistent with the City’s Purchasing Policy guidelines and the selection criteria outlined in the RFP. Staff is satisfied with all past performance of Blue Flame Crew West, LLC as it relates to the Doolittle Landfill. Staff recommends a one-year agreement with Blue Flame Crew West, LLC for a total not-to-exceed amount of $779,900, which includes a 10 percent contingency, for Doolittle Landfill Flare and Piping Replacement Project. Use of contingency shall be for items of work outside the original scope and requires prior written authorization by the City. Blue Flame Crew West, LLC shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations.
ALTERNATIVES
• Authorize the recommended agreement and approve the associated budget resolution.
• Direct staff to consider revisions to the scope of work. This will further delay construction and may have cost implications.
• Do not authorize the agreement and direct staff to proceed with another approach. The existing gas collection and methane destruction system will continue to have declining service reliability and associated regulatory and safety impacts.
FINANCIAL IMPACT
As part of the Fiscal Year 2021-2023 Capital Budget, City Council appropriated $500,000 for the Doolittle Landfill Flare and Piping Replacement Project. The project requires $279,900 in additional funding from the Solid Waste Surcharge Fund (Fund 260). Fund 260 has a forecasted FY 2023-24 year-end available fund balance of $881,469. There are sufficient funds available for this requested appropriation.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with CEQA, this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities)
CLIMATE IMPACT
The replacement of gas collection and methane destruction infrastructure at the Doolittle Landfill aligns with the City’s commitment to climate action and sustainability.
Methane, a potent greenhouse gas (GHG), is a byproduct of decomposing organic waste in landfills. By investing in updated infrastructure, the City aims to enhance methane capture efficiency, thereby reducing GHG and mitigating the landfill's contribution to climate change.
This project underscores the City's dedication to environmental stewardship and supports regional efforts to transition to a low-carbon economy. Additionally, the utilization of modern methane destruction technology will contribute to local air quality improvements, further enhancing the environmental benefits of the proposed infrastructure upgrade.
RECOMMENDATION
Recommendation to authorize the City Manager to execute an agreement with Blue Flame Crew West, LLC in an amount not-to-exceed $779,900 for the Doolittle Landfill Flare and Piping Replacement Project; and
Adopt a resolution amending the Fiscal Year 2021-2023 Capital Budget to appropriate an additional $279,900 from the City Solid Waste Surcharge - Doolittle Fund (Fund 260) Balances for the Doolittle Landfill Flare and Piping Replacement Project.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Ricardo De La Torre, Project Manager
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1 Agreement