Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Blue Flame Crew West, LLC for the Operation and Maintenance of Alameda Doolittle Landfill in an Amount Not-to-Exceed $765,110.
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities). (Public Works 26041632)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) uses specialized contract services to maintain the operation and maintenance of the Doolittle Landfill methane flame and associated equipment. Staff completed a Request for Proposals (RFP) process and recommends the execution of a five-year agreement with Blue Flame Crew West, LLC for the operation and maintenance of the Doolittle Landfill in an amount not-to-exceed $765,110.
BACKGROUND
As part of the ongoing operation and maintenance of the closed Doolittle Landfill, the City is required to maintain a methane burner (flare) and gas extraction wells. The monitoring and adjustment of the gas extraction wells and flare are 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 May 25, 2023, the Public Works Department issued a Request for Proposals (RFP) for the Operation and Maintenance of the Alameda Doolittle Landfill. To solicit the maximum number of bids and most competitive prices, the RFP was published on the City’s website and the Alameda Sun, as well as forwarded to the City’s list of qualified contractors and 13 separate builders’ exchanges throughout the Bay Area. After a bidding period of 15 days, the City received one responsive bid.
Bidder: Blue Flame Crew
Location: Pleasanton, CA
Bid Amount: $133,100
Blue Flame Crew is the City’s current provider of this service. Only one proposal submitted is likely due to the specialty nature of the work. Staff reviewed the proposals, consistent with the City’s Purchasing Policy guidelines and the selection criteria outlined in the RFP. Based on past performance and the details of the new proposal, Blue Flame Crew is the recommended service provider best suited to meet the City’s needs. The proposal is based on an annual amount for the proposed scope of work. Staff proposes a five-year agreement with Blue Flame Crew for a total not-to-exceed amount of $765,110. The associated compensation includes an annual 3% CPI increase and a 10 percent contingency. Use of contingency shall be for items of work outside the original scope and requires prior written authorization by the City. Blue Flame Crew 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 City Manager to execute the agreement.
• Do not award the agreement and provide alternative direction to staff. Staff do not have the in house expertise to perform this work and there may be regulatory consequences if the work is delayed.
FINANCIAL IMPACT
Funds for this work are available in the Fiscal Year 2023-25 operating budget with monies from the Solid Waste Surcharge Fund (26041632). There is no impact on the General Fund. Funding for Fiscal Years 2025-28 of the five-year agreement will be subject to future City Council appropriations approval.
|
Fiscal Year |
Base Amount |
CPI - 3% |
Contingency |
Total Authorized Amount |
|
8/1/23 thru 6/30/24 |
$122,008 |
$0 |
$12,201 |
$134,209 |
|
FY 24/25 |
$133,100 |
$3,993.00 |
$13,709 |
$150,802 |
|
FY 25/26 |
$137,093 |
$4,112.79 |
$14,121 |
$155,327 |
|
FY 26/27 |
$141,206 |
$4,236.17 |
$14,544 |
$159,986 |
|
FY 27/28 |
$145,442 |
$4,363.26 |
$14,981 |
$164,786 |
|
5 Year Total |
$678,849 |
$16,705 |
$69,556 |
$765,110 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Blue Flame Crew West, LLC for the operation and maintenance of Alameda Doolittle Landfill for an amount not-to-exceed $765,110.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Exhibit:
1 Agreement