Title
Recommendation to Authorize the City Manager to Execute a Second Amendment to Agreement with Blue Flame Crew for Operation and Maintenance of the Doolittle Landfill for an Amount Not to Exceed $15,000 Annually for Fiscal Years 2020-21, 2021-22, and 2022-23, for a Total Three Year Expenditure Not to Exceed $91,443.81, Including Contingency, and for a Total Five-Year Expenditure Not to Exceed $472,070.75. (Public Works 270)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
As part of the ongoing operation and maintenance of the Alameda Doolittle Landfill, the City of Alameda (City) is required to maintain a methane burner (flare), gas extraction wells and general site conditions including landscaping and safety fencing. Recently, burrowing squirrels/owls have become more problematic on the site, causing hundreds of holes that require filling and compaction per direction from the Bay Area Air Quality Management District (BAAQMD). In addition, grass and weeds are requiring a second annual cutting, there has been damage to several fences due to fires, and certain equipment needs removal and replacement. To keep current, staff recommends awarding a Second Amendment to Agreement with Blue Flame Crew, in an amount not to exceed $91,443.81, including a $15,000 contingency, for an overall amount not to exceed a total five-year expenditure not to exceed $472,070.75.
BACKGROUND
On November 21, 2016 the Public Works Department issued a Request for Bid (RFB) for operation and maintenance of the Doolittle Landfill. Blue Flame Crew West was the successful bidder and staff awarded a contract on January 25, 2018, for a first year total amount of $70,560, which included a 20% contingency. The contract included the option of up to four additional yearly extensions, based, at a minimum, on satisfactory performance of all aspects of the contract and in the sole discretion of the Public Works Director. On July 24, 2018, staff brought the first amendment to the contract to the City Council to authorize the remaining four year extensions using the same terms and costs, plus an annual increase equal to the consumer price index (CPI) increase for the San Francisco Bay Area of 2%. Each year’s extension is pending program funding. Site conditions, regulatory demands and the estimated annual cost to maintain the Doolittle Landfill have evolved since award of this first amendment.
DISCUSSION
Directives following the BAAQMD’s annual inspection of the site include repair of the holes caused by burrowing squirrels and owls and replacement of one of the blowers associated with the methane flare. In addition, landscaping needs have increased and fence repairs are required. Staff anticipates this earthwork and other maintenance costs to be annual in nature. Due to the increase in the work load, staff is recommending that the City Council approve a Second Amendment to Agreement increasing the contract amount by $45,000 over the three years ($15,000 per year) to address expanded BAAQMD standards and additional maintenance for the landfill.
|
Contract |
Current Yearly Total 2% CPI |
Amount Increased |
Total (without contingency) |
Contingency |
|
FY18-19 |
$ 71,971.25 |
|
$ 71,971.20 |
$11,760.00 |
|
FY19-20 |
$ 74,944.91 |
|
$ 89,944.91 |
$13,148.34 |
|
FY20-21 |
$ 76,443.81 |
$15,000.00 |
$ 91,443.81 |
$16,041.74 |
|
FY21-22 |
$ 93,272.69 |
$15,000.00 |
$108,272.69 |
$16,041.74 |
|
FY22-23 |
$110,438.14 |
$15,000.00 |
$125,438.14 |
$16,041.74 |
|
Total Amount |
$474,309.27 |
$45,000.00 |
$472,070.75 |
|
ALTERNATIVES
Staff recommends that the City Council increase the contract amount with Blue Flame Crew. Alternatively, City Council could choose not to approve this amendment, and not increase the amount of the contract, which may result in a lack of funding to adhere to BAAQMD regulations.
FINANCIAL IMPACT
The program is budgeted in the Public Works Department’s Programs with funds for this contract’s annual costs budgeted in the Solid Waste Surcharge Fund (270) and the Garbage Surcharge (Doolittle Landfill). There is no other impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt under the CEQA Guidelines Section 15301(c), Existing Facilities.
CLIMATE IMPACTS
There are no climate impacts from awarding this contract.
RECOMMENDATION
Authorize the City Manager to execute a Second Amendment to Agreement with Blue Flame Crew for Operation and Maintenance of the Doolittle Landfill for an amount not to exceed $15,000 for Fiscal Year 2020-21, for a Total Three Year Expenditure of $91,443.81, including contingency, and for a total five-year expenditure not to exceed $472,070.75
CITY MANAGER RECOMMENDATION
The City Manager recommends approval.
Respectfully submitted,
Erin Smith Interim Public Works Director
By,
Ricardo Delatorre, Public Works Supervisor
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director
Exhibits:
1. Contract
2. First Amendment
3. Second Amendment
cc: Eric Levitt, City Manager