Title
Recommendation to Award a One-Year Contract, with the Option for Three One-Year Extensions, for an Amount Not to Exceed $71,971, Including a 20% Contingency, for a Total Four-Year Expenditure not to Exceed $296,640 to Blue Flame Crew West for the Operation and Maintenance of Doolittle Landfill. (Public Works 270)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Acting City Manager
Re: Recommendation to Award a One-Year Contract , with the Option for Three One-Year Extensions, for an Amount Not to Exceed $71,971, Including a 20% Contingency, for a Total Four-Year Expenditure not to Exceed $296,640 to Blue Flame Crew West for the Operation and Maintenance of Doolittle Landfill.
BACKGROUND
As part of the ongoing operation and maintenance of the Alameda Doolittle Landfill, the City of Alameda is required to maintain a methane burner (flare) and gas extraction wells. The monitoring and adjustment of the gas extraction wells and flare is performed on a bi-monthly basis. In addition, a comprehensive annual inspection of all system components is required. Bay Area Air Quality Management District (BAAQMD) personnel inspect the site once a year, and semi-annually reports are required during the year to meet BAAQMD and Regional Water Quality Control Board (RWQCB) regulations. The City requires the services of an outside organization to help the City with the ongoing operation and maintenance of the Doolittle landfill.
DISCUSSION
On November 21, 2016, the Public Works Department issued a Request for Bid (RFB) for operation and maintenance of the Doolittle landfill. To solicit the maximum number of proposals and most competitive price, the RFB was provided to 19 separate builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. A notice was also placed on the City’s web page on November 21, 2016, and published in the Alameda Journal on November 25, 2016. After a bidding period of 16 days, four contractor’s submitted proposals on December 5, 2016.
|
Bidder |
Location |
Bid Amount |
|
Blue Flame Crew |
Pleasanton, CA |
$58,800 |
|
SCS Field Services |
Modesto, CA |
$89,000 |
|
Pacific Waste Services |
San Ramon, CA |
$98,393 |
|
American Environmental Group* |
Dublin, CA |
$59,900 |
*Non-Responsive
Selection was based on the lowest responsive, responsible bidder. On February 27, 2017, staff executed a 10-month contract with Blue Flame Crew, which terminated December 31, 2017, for $58,800 with a 20% contingency for a total not to exceed amount of $70,560.
Staff is satisfied with the services provided by Blue Flame and recommends executing the contract for one year of service with the provision for mutual extension on a year-by-year basis, for up to three additional years. These optional years are based, at a minimum, on satisfactory performance of all aspects of the contract and upon the sole discretion of the Public Works Director, and subject to future budget approvals. If extended, the contract will be for the same terms and costs, plus an annual increase equal to the consumer price index (CPI) increase for the San Francisco Bay Area. The solicitation and executed contract specified that the successful proposer shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. The contract amount of $59,976 includes a 2% CPI increase from the original proposal amount plus a 20% contingency for a total annual amount not to exceed $71,971. Blue Flame is not guaranteed any of the contingency amount, and use of the contingency will be at the sole discretion of the Public Works Director for work not originally anticipated. The total of the one-year contract plus the three possible additional extensions total an amount not to exceed $296,640. The total five-year contract price shall not exceed a total five year expenditure of $367,200. The contract is attached as Exhibit 1.
|
Contract |
Estimated Consumer Price Index (CPI) |
CPI Total Each Year |
TOTAL |
|
Original Feb-Dec, 2017 |
0% |
$0 |
$ 70,560 |
|
Staff Executed: |
$ 70,560 |
|
Jan 2018-June 2019 |
2% |
$1,176 |
$ 71,971 |
|
1st Amend 2019/20 |
2% |
$1,200 |
$ 73,411 |
|
2nd Amend 2020/21 |
2% |
$1,224 |
$ 74,880 |
|
3rd Amend 2021/22 |
2% |
$1,248 |
$ 76,378 |
|
Council Awarded: |
$296,640 |
|
TOTAL FIVE YEARS |
8% |
$ 4,848 |
$367,200 |
FINANCIAL IMPACT
In Fiscal Year 2018-19, budget is available in the Public Works Department Solid Waste Surcharge Fund (270), Garbage Surcharge (Doolittle Landfill) Program to cover the annual cost of this contract. There is no impact to the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the 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.
RECOMMENDATION
Award a one-year contract with the option for three one-year extensions, for an amount not to exceed $71,971, including a 20% contingency, for a total four-year expenditure not to exceed $296,640 to Blue Flame Crew West for the operation and maintenance of Doolittle Landfill.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Erin Smith, Deputy Public Works Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibit:
1. Contract