2025_PURB_RFP_0040_ON_CALL_MAINTENANCE_LFG_SYSTEMS_OGP.pdf

ATTACHMENT A

2025 - PURB RFP - 0040

COUNTY OF SACRAMENTO

DEPARTMENT OF WASTE MANAGEMENT AND RECYCLING

REQUEST FOR PROPOSALS

FOR EMERGENCY ON-CALL MAINTENANCE, REPAIR, AND

MODIFICATION OF LFG SYSTEMS AT KIEFER LANDFILL AND ELK

GROVE LANDFILL

June 2025

2025 – PURB RFP - 0040 FOR EMERGENCY ON-CALL MAINTENANCE, REPAIR,

AND MODIFICATION OF LFG SYSTEMS AT KIEFER LANDFILL AND ELK GROVE

LANDFILL

Jun 2025

TABLE OF CONTENTS

1 PROJECT SUMMARY

2 PROJECT SCHEDULE KEY EVENTS

3 SCOPE OF WORK

4 PROPOSAL SUBMISSION PROCEDURES AND REQUIREMENTS

4.1 RFP QUESTION SUBMISSION AND ADDENDUMS

4.2 PROPOSAL SUBMISSION

5 PROPOSAL CONTENT

5.1 WILLINGNESS TO SIGN

5.2 REFERENCES

5.3 TEAM EXPERIENCE

5.4 APPROACH

5.5 PRICING

6 EVALUATION OF PROPOSALS

6.1 SELECTION COMMITTEE

6.2 QUALIFIED PROPOSERS

6.3 RANKING OF PROPOSALS

6.4 AWARD OF AGREEMENT

7 COUNTY’S RIGHTS, OPTIONS, AND POLICIES

ATTACHMENTS:

Attachment C Sample Agreement

Attachment D Figure 1

1 PROJECT SUMMARY

The Sacramento County (County) Community Services, Department of Waste Management and Recycling (DWMR) is issuing this Request for Proposals (RFP) to provide specialized services to assist with emergency on-call maintenance, repair, and modification services for landfill gas (LFG) collection and control systems (GCCS) at Kiefer Landfill and Elk Grove Landfill in Sacramento County, California. Services sought under this RFP include, but are not limited to, on-call maintenance, repair, and modification of LFG wellheads, HDPE lateral and header piping, GCCS system valves, and other LFG collection appurtenances.

Kiefer Landfill is located in southeastern Sacramento County at 12701 Kiefer Boulevard.

Kiefer Landfill is permitted for Modules (M) M1 through M11. M1 was opened for waste fill operations in the summer of 1967. Currently landfilling is occurring primarily in M4.

1.1 PROJECT BACKGROUND

The Kiefer LFG extraction system commenced operation on January 3, 1997. The system consists of a series of vertical and horizontal extraction wells installed in M1, M1- L, M2, and M3. Expansion of the LFG system to M4 is expected to occur in late 2025.

The Kiefer LFG system feeds two gas destruction flares and two gas-to-energy plants comprised of a total of five internal combustion engines. The LFG collection system is currently collecting approximately 7,500 CFM of LFG. Figure 1 shows the current existing GCCS at Kiefer Landfill.

The closed Elk Grove Landfill is owned and managed by the DWMR and is located southwest of the intersection of Waterman Road and Bond Road in Elk Grove, California.

The Elk Grove Landfill accepted municipal solid waste (MSW) from 1961 through 1978.

The Elk Grove LFG extraction system commenced operation in 1993. The system is comprised of vertical extraction wells. Collected LFG is treated through a granular activated carbon system. The LFG collection system is currently collecting approximately 110 CFM of LFG.

2 PROJECT SCHEDULE KEY EVENTS

Event/Action Date(s)

RFP Release Date 6/5/2025

Deadline for submitting written questions 6/12/2025 @ 4:00 pm

Responses/Addendum issued (if necessary) 6/19/2025 @ 4:00 pm

Proposals Due 7/10/2025 @ 4:00 pm

Notice of Intent to Award contract TBD

*Award contract TBD

*The initial term of the agreement shall be for a 24-month period, based on the contract start date (anticipated August 2025). The agreement may be extended for up to three one-year additional terms upon mutual consent.

3 SCOPE OF WORK

DWMR is seeking a firm that is experienced in maintenance, modification, and repair of landfill GCCS. DWMR specifically requires assistance with the maintenance, modification, and repair of the Kiefer Landfill GCCS, and periodic assistance with the Elk Grove Landfill GCCS.

DWMR staff will develop individual work requests that fall under one of the two tasks below on an as-needed basis. Successful consultants will have the knowledge, experience, staff, and access to equipment required to develop and complete DWMR work requests. Consultants will have the opportunity to accept each work request after review and discussion with DWMR staff. Consultants will be expected to furnish the materials required to complete work requests, except when DWMR provides prior notice of available County-provided materials.

3.1 Task 1 – Emergency Maintenance and Repair of GCCS

This task includes maintenance and repairs of LFG wellheads and risers, lateral piping, headers, sumps, Elk Grove GAC system, Keifer flare blowers, flame arrestors, thermocouples, flow meters, and other LFG flare equipment. Detailed work scopes for emergency maintenance and repair may need to be developed in consultation between DWMR and Consultant staff when necessary. Consultants are expected to be reachable by phone during normal business hours and respond the next working day to voicemails, texts, and/or emails received outside of normal business hours.

Minor earthwork may be necessary to access, relocate, or repair GCCS items.

3.2 Task 2 – On-Call Modification of GCCS

This task includes relocation, installation, decommissioning, and similar activities concerning modification of GCCS piping and equipment. DWMR staff will provide detailed work scopes for each routine GCCS modification request for Consultant review prior to work.

Minor earthwork may be necessary during modification of GCCS to include installing pipe road crossings, modifying surface grading, installing pipe restraints, installing underground sumps, and similar.

4 PROPOSAL SUBMISSION PROCEDURES AND REQUIREMENTS

Firms interested in submitting a proposal should closely examine the specific scope of services contained in Section 3 of the RFP and Attachment C (sample agreement).

4.1 RFP QUESTION SUBMISSION AND ADDENDUMS

All questions concerning this procurement process or requests for applicable data must be submitted through the OpenGov Procurement system by the specified date in the Project Schedule Key Events. The County will not respond to questions after this date.

DWMR’s contract manager for OpenGov items is:

Tracy Soth Department of Waste Management and Recycling

10863 Gold Center Drive, Rancho Cordova, CA 95670 Tel: 916-876-6285

Email: SothT@SacCounty.gov

At DWMR’s discretion, the Project Manager may or may not answer the specific questions asked. Questions deemed appropriate for response will be distributed, along with their respective responses, to all proposing firms and the questioning proposing firms will not be identified. No questions from proposing firms shall be directed to other parties involved in this procurement. Violation of the protocol described herein may be grounds for immediate disqualification of the proposing firm from the procurement process.

A list of the questions and answers will be made public by the time and date shown in the Key Events section of this RFP.

Improper Contact:

Do not contact any other County employees or officials regarding the contents of this RFP or the selection process. Questions regarding this RFP or the selection process should be directed through OpenGov pursuant to the conditions above. Improper contact with anyone other than Project Manager regarding this RFP may result in disqualification of the Proposer from the proposal evaluation process.

4.2 PROPOSAL SUBMISSION

All proposals must be received by the time and date shown in section 2 of this RFP. If the submission is late, that firm will be disqualified. If the submission is lacking any of the required submittals, that firm may be disqualified.

5 PROPOSAL CONTENT

Proposers must submit a thorough narrative and provide complete detailed information supported by references in response to the Scope of Services Requested. If supporting materials are provided, the Proposer should reference the title of the materials and relevant sections 5.1 through 5.5 below.

To facilitate evaluation of the proposals received, all proposals must conform to the chronology and content described as follows:

5.1 WILLINGNESS TO SIGN

All Proposers must indicate their willingness to sign the attached agreement (Attachment C). Any exceptions taken to the agreement must be explained in detail in the proposal under Vendor Submissions Section 6. Substantial differences in language or terms between a proposal and the agreement may result in rejection of the proposal. County reserves the right to negotiate minor modifications of the language contained within its own agreement upon selection of the Proposer.

5.2 REFERENCES

Provide a minimum of three (3) references for projects or services similar in nature and scope that your firm’s team members have completed in the last five (5) years. Include brief descriptions of the projects, date of service provided, type of work conducted, client names and contact persons’ names, email address and telephone numbers. Public sector references are preferred.

5.3 TEAM EXPERIENCE

The Proposer must submit information regarding the organization’s prior experience related to the solid waste industry and the scope of services in its Proposal:

1) Describe the organization’s experience in areas related to the Scope of Services Requested.

2) Identify key project staff. Provide an organizational chart, resumes, and summary of key staff qualifications and experience. Include an assurance of a dedicated project team. Provide copies of any relevant, supporting documentation such as licenses or certificates.

5.4 APPROACH

The Proposer must submit a descriptive narrative describing the firm’s understanding of the services requested in the RFP as well as your approach to perform successful implementation of the Scope of Services Requested in its Proposal.

Proposers are encouraged to discuss any ideas, innovative approaches, or specific new concepts included in the proposal that would provide added benefit to DWMR.

5.5 PRICING

The Consultant shall submit pricing in the form of a fee schedule or proposed rate sheet.

Rate sheets and schedules should include labor and other expenses which may be necessary to complete work outlined in the Scope of Services Requested. Markup fees for materials, equipment rentals, and similar should be included in proposed rate sheets and adhere to County requirements. Rate sheets should include a broad scope of items to reflect the nature of work requested and minimize the need to amend pricing tables during the life of the contract. Specify which items, if any, are reimbursable or travel related expenses to be paid by DWMR, and at what rate.

Rate sheets shall clearly state effective date ranges and/or expiration dates and shall be in effect for the minimum of the initial 2-year contract period.

6 EVALUATION OF PROPOSALS

6.1 SELECTION COMMITTEE

A Selection Committee will be convened by the County to qualify and rank all proposals received. The Selection Committee will be comprised of one or more representatives from the County. The Selection Committee may choose to invite proposers to oral interviews.

6.2 QUALIFIED PROPOSERS

A Proposer will be deemed as qualified based solely upon the information provided by the Proposer in their proposal and their response to all the requirements of this RFP.

A Proposer may be disqualified if Proposer fails to meet any of the requirements of this

RFP.

6.3 RANKING OF PROPOSALS

Proposals will be ranked based on the following criteria:

1) Approach (per Section 5.4)

2) Value/Cost of Service (per Section 5.1 and 5.5)

3) Assigned Staff/Team Experience (per Section 5.3)

4) References/Past Performance (per Section 5.2)

6.4 AWARD OF AGREEMENT

An agreement will be negotiated with the highest ranked Proposer(s). If the County is unable to negotiate a satisfactory agreement with the highest ranked firm(s) on the list, County will undertake negotiations with the next ranked firm(s) and so on until it has obtained satisfactory agreement. Upon award of an agreement by County, this RFP and the Proposal submitted by Proposer will be incorporated into the agreement.

There is no guarantee that all the work or any part of the work for the County will be awarded under this solicitation, or that any award will result in an exclusive contract.

7 COUNTY’S RIGHTS, OPTIONS, AND POLICIES

County reserves the right to postpone selection of qualified Proposer(s) for its own convenience, to cancel this RFP at any time, and/or to reject any and/or all proposals for any reason in its sole, exclusive, and absolute discretion.

7 COUNTY’S RIGHTS, OPTIONS, AND POLICIES