TO: Napa-Vallejo Waste Management Authority Board of Directors
FROM: Chris Celsi, Executive Director
REPORT BY: Chris Celsi, Executive Director
SUBJECT: Second Amendment to Agreement 2021-11
RECOMMENDATION
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Second Amendment to Agreement 2021-11 - AS NEEDED CIVIL ENGINEERING SERVICES
REQUESTED ACTION: Approval and authorization for the Chair to sign the Second Amendment to Agreement 2021-11 with Bartelt Engineering to add $80,000 (for a total of $145,000) for this fiscal year, and to extend the duration of the Agreement for one year, for engineering work related to the budgeted Leachate Lines Improvement project at the American Canyon Sanitary Landfill. body
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EXECUTIVE SUMMARY
Bartelt Engineering provides as-needed civil engineering services to support operation, maintenance and permitting needs for Devlin Road Transfer Station and American Canyon Sanitary Landfill. The Authority needs engineering services to review construction specs, assist with the public bidding process and help oversee the project during construction. A majority of the engineering work will likely be performed this fiscal year, with completion of construction anticipated to occur early next fiscal year. The proposed Second Amendment will also extend the Agreement one more year. The project is part of our Capital Projects budgeted for Fiscal Year 23-24.
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: |
May have issues pumping leachate from ACSL |
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
BACKGROUND AND DISCUSSION
At our June 8, 2023, NVWMA meeting, the Board approved our annual budget, which included the Leachate Lines Improvement project at the American Canyon Sanitary Landfill. The improvements consist of cleanout systems which help keep the landfill leachate lines free from material which crystalizes in the lines. The material which crystalizes would eventually prevent the leachate from being collected in our holding tanks. We currently have five 28,000-gallon leachate tanks on the landfill property. When the tanks are filled, the leachate is then transferred via on site pumping to the Vallejo Sanitary Sewer System, which is 2.9 miles from our landfill. Due to wet weather, we likely will not be able to access the landfill until the area needing to be accessed is dry or free from the threat of rain, which likely places the start of construction in May. The completion of the project will likely be in July, or in Fiscal Year 24-25.
Bartelt Engineering has indicated they can manage this project but will need additional funds added to their Agreement for Fiscal Year 2023-2024. The Agreement will also need to be extended through completion of construction, and the Authority is recommending extending the agreement one more year. The original Agreement was awarded by the Board on June 3, 2021, and amended once before on July 13, 2023, to update their hourly rate schedule. This proposed Second Amendment will increase the maximum compensation this fiscal year from $65,000 to $145,000 and provide a maximum compensation of $68,000 next fiscal year.
The engineering work to be performed may include but not be limited to the preparation of engineering reports, public presentations or the preparation of plans, specifications, and estimates suitable for the public bidding process and oversight during construction of the Leachate Lines Improvement project at American Canyon Sanitary Landfill. It is currently part of our Capital Projects budgeted for Fiscal Year 23-24.