TO: Napa-Vallejo Waste Management Authority Board of Directors
FROM: Chris Celsi, Executive Director
REPORT BY: Chris Celsi, Executive Director
SUBJECT: Fourth Amendment to Agreement 2020-03 & Budget Amendment to increase Appropriations - Aptim Environmental & Infrastructure, LLC
RECOMMENDATION
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REQUESTED ACTION: Approval and authorization for the Executive Director to sign the fourth amendment to Agreement No. 2020-03 with APTIM Environmental & Infrastructure LLC for Routine and Non-routine environmental monitoring services at the American Canyon Sanitary Landfill and Devlin Road Transfer Station sites, for the term July 1, 2024, to June 30, 2026, with an annual amount not to exceed $198,500. This is a decrease of $1,500 compared to last year’s amount.
Additionally, the Executive Director is requesting a Budget Amendment for FY 2025-2026 to increase appropriations by $95,000 to replace aged compressors and a dryer for our current leachate system.
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EXECUTIVE SUMMARY
APTIM Environmental & Infrastructure, LLC provides technical consulting services for the American Canyon Sanitary Landfill (ACSL) and the Devlin Road Transfer Station (DRTS) sites. Tasks include semi-annual field sampling, monitoring and results reporting to the Regional Water Quality Control Board, CalRecycle and other regulatory agencies as well as field/tank sampling and quarterly reporting related to leachate disposal. DRTS tasks include mandatory storm water monitoring and annual reporting to the Regional Water Quality Control Board. Aptim also has the ability to perform repairs and emergency services that might be required on short notice to keep the Landfill in compliance with its environmental permits or respond to emergencies. The current agreement expires June 30, 2025. The proposed Amendment would provide a one-year extension to June 30, 2026, to ensure continuity of services.
Staff is requesting an Amendment to Agreement #2020-03 to cover the cost of replacement Compressor Equipment (2-Compressors and 1-Dryer Equipment) and to enlarge the existing steel reinforced concrete pad. The existing compressors were more than 20 years old and were failing more often, interrupting the leachate system’s operation. The requested amendment amount to cover these costs is $95,000. This requested amount includes APTIM’s Contracted Purchase Order amount of $85,379.05 issued to Cisco Air Systems plus APTIM’s markup of 5% (reduced from the standard 10% markup) to cover administrative costs for vetting and setting up the vendor as an approved contractor in our COUPA System. In addition, a 5-year parts and labor warranty is included for $2,175. The total cost of the new equipment was $91,823.00.
Staff contacted our leachate system engineer consultant, Aptim, to find interested vendors to provide quotes for the equipment and expansion of the pad. Nine companies were contacted and three submitted proposals. Cisco Air Systems presented the most comprehensive proposal. They also included a 5-year parts and labor warranty. Cisco Air Systems is local and can respond to warranty and operational issues in relatively short time period allowing the landfill to minimize down time with its leachate system should failure occur.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Is it Mandatory or Discretionary? |
Discretionary |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
None |
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Consequences if not approved: |
Invoices for services provided cannot be paid, landfill could be in non-compliance. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable