Landfill_Gas_and_Leachate_Control_Systems_Monitoring,_Reporting,_and_Well_Installation_Services.pdf

Public Works Department

Request for Proposals (RFP) #RFP194618 For

Landfill Gas and Leachate Control Systems Monitoring, Reporting, and Well Installation Services

Proposal Submittal Deadline:

Monday, July 21, 2025 BEFORE 3:00 pm

Procurement Contact:

Nanette Obrien Contract Administrator nanette.o'brien@paloalto.gov

(650) 329-2271

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. CA DIR Registration Requirements

15. Prevailing Wage Information

16. Certified Payroll

17. Suspension and Debarment Status

18. Proposer Questionnaire

Attachments:

A - Cost Proposal Form (RFP194618)

B - Firm Experience

C - Professional Services Agreement (Sample)

D - Insurance Requirements

E - Appendix 1 - Permit To Operate

F - Appendix 2 - Landfill Gas Wellhead Detail

G - Appendix 3 - As-Built Completion Log

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for monitoring, reporting, and well installation services for the landfill's gas and leachate collection systems for a term of 5 years. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The City of Palo Alto owns and maintains a closed class III landfill, located at 2380

Embarcadero Road in Palo Alto, California. The City is seeking a qualified and experienced consultant to perform monitoring, reporting, and well installation services for the landfill's gas and leachate collection systems for a term of 5 years.

1.2. Contact Information

Procurement Contact:

Nanette Obrien

Contract Administrator nanette.o'brien@paloalto.gov

Department:

Public Works

1.3. Timeline

Release Project Date: June 27, 2025

Question Submission Deadline: July 14, 2025, 1:00pm

Proposal Submission Deadline: July 21, 2025, 3:00pm

Consultant Interviews (if needed): August 14, 2025

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

Request for Proposal (RFP) #RFP194618 4 Landfill Gas and Leachate Control Systems Monitoring, Reporting, and Well Installation Services

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

2.2. Addenda / Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Monday, July 21, 2025.

The e-procurement system will not accept any proposals after the specified close time.

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP194618 5 shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

Request for Proposal (RFP) #RFP194618 6

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

3.3. Qualifications of the Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s and any sub-Proposer’s qualifications and previous experience on similar or related projects.

Separately complete and upload the required attachment provided as "Qualifications of

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

Request for Proposal (RFP) #RFP194618 7

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

This Section of the Proposal shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

3.7. Proposal Exceptions

This Section of the Proposal shall discuss any exceptions or requested changes that

Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

Supplementary to this RFP and any submitted Proposal is the Cost Proposal Attachment provided with this RFP which must be upload electronically as part of your Proposal.

PLEASE NOTE: The City of Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this

Request for Proposal (RFP) #RFP194618 8 requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

• A letter of good standing from a credible financial institution or a Certified Public

Accountant that contains sufficient information for proposal evaluators to reasonably conduct an objective assessment of the Proposer’s financial viability and/or the Proposer’s risk of default, OR

• A Dun & Bradstreet Business Information Report or Comprehensive Report prepared or updated within the last 12 months.

NOTE: The City recognizes the confidential nature of certain financial disclosures and will treat the information as such in accordance with applicable law, referenced in the Section of this RFP entitled "Public Nature of Materials".

4. CONTRACT TYPE AND METHOD OF PAYMENT

It is anticipated that the agreement resulting from this solicitation, if awarded, will be a

Not-To-Exceed Budget Per Task form of contract. A Sample Agreement of Services is provided as an Attachment to this RFP. The method of payment to the successful

Proposer shall be on a Not-To-Exceed Budget Per Task with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements. If a Proposer desires to take exception to the

Agreement, Proposer shall provide the following information in Proposal Exceptions of their submittal package. Please include the following:

• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.

• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.

The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.

Insurance Requirements

Request for Proposal (RFP) #RFP194618 9

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the

Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in this RFP and its attachments.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk Manager of the City of Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.

5. SCOPE OF WORK

5.1. LANDFILL GAS AND LEACHATE CONTROL SYSTEMS MONITORING,

REPORTING, AND WELL INSTALLATION SERVICES

Purpose of This Scope of Services:

Through this Request for Proposals (RFP), the City of Palo Alto (CITY) is seeking a qualified and experienced firm (“CONSULTANT”) to perform monitoring and reporting services for the CITY Landfill’s gas collection environmental control systems (landfill gas and leachate collection systems) for a term of 5 years.

Background:

History and Phasing: The CITY owns and operates an unlined, class III municipal solid waste disposal site, located at 2380 Embarcadero Road in Palo Alto, California. The landfill reached refuse capacity and ceased accepting waste in 2011 and underwent final capping and regulatory closure in 2015. The landfill occupies approximately 126 acres of the 1800-acre, CITY owned Byxbee Park and Baylands parcel. The landfill is divided into phases - Phase I, Phase IIA, Phase IIB, and Phase IIC, based on the timing of closure and conversion to parkland. Phase I comprises approximately 29 acres and was closed and developed into parkland in 1990. Phases IIA (23 acres), IIB (24 acres) and IIC (51 acres) were closed and converted to parkland in 1992, 2000 and 2015 respectively. Smaller areas of the landfill are occasionally closed off to park users on an as-needed basis for control system maintenance and settlement repairs.

The environmental control systems within the landfill consist of a vertical landfill gas extraction system and a retrofitted vertical leachate extraction system.

Landfill Gas System: The CITY’s landfill gas (LFG) collection system consists of 91 vertical extraction wells. Most of the gas wells are spaced approximately 200 feet apart, have been constructed with 4 to 6-inch diameter Schedule 40 PVC casings or high-density polyethylene (HDPE) casings placed within 24-inch diameter boreholes and have an average depth of approximately 35 feet below the landfill surface. An HDPE piping network collects and transmits gas from the extraction wells to a blower-flare facility where it is combusted. The blower-flare facility is located on Palo Alto Regional Water Quality Control Plant (PARWQCP) property near the landfill northwest boundary. The pipe network is below grade throughout the landfill facility, buried within the final cover system.

In the Phases that were capped with a clay layer (Phase I, IIA, IIB), the gas collection system pipes are buried above the clay cap within a thickened vegetative soil layer. In

Request for Proposal (RFP) #RFP194618 10

Phase IIC the pipes are buried within a 4-ft thick layer of evapotranspirative cover material.

Currently, 5 leachate wells are connected to the gas collection system due to the detection of methane above regulatory limits inside and/or outside those wells. During the term of this contract, the CITY may elect to place an additional 18 leachate wells under vacuum and add them to the landfill gas collection system. Any monitoring required under the regulations of landfill gas wells would include those leachate wells that have been hooked up to the landfill gas collection system.

Leachate System: The CITY’s Leachate Collection and Removal System (LCRS) consists of 24 vertical extraction wells. These wells are typically constructed with 6-inch diameter Schedule 80 PVC casings and strategically distributed throughout the landfill. Well spacing averages approximately 300 feet, with locations being selected based upon historic information and local leachate levels at the time of installation. Each well has a dedicated pneumatic pump, and compressed air is delivered to each well from a centrally located compressor via a network of welded HDPE piping. Leachate is collected from the wells and transported via the piping network to the CITY sanitary sewer main adjacent to the western boundary of the landfill.

Leachate elevations within the refuse mass are measured through a set of 17 vertical piezometers.

Condensate Collection: Gas condensate produced by the LFG collection system is collected in sumps and pumped into the facility’s LCRS via pneumatic submersible pumps. There are currently eleven (11) condensate sumps located in Phase I, Phase IIA, Phase IIB and Phase IIC, combined.

Appendices:

Appendix 1 – Permit To Operate issued by BAAQMD Appendix 2 – Landfill Gas Wellhead Detail Appendix 3 – As-Built Completion Log: LFG Extraction Well

General Requirements:

This scope of services includes: 1) Performing routine LFG collection and emission control system monitoring and reporting; 2) Performing annual landfill flare stack emissions sampling, analyses and reporting; 3) Compiling and preparing various LFG reports; 4) Installation of additional wells as needed and as Permit allows; and 5) Providing miscellaneous engineering support services.

CONSULTANT shall comply with all requirements of the Landfill’s Permit To Operate, Regulation 8, Rule 34 of the Bay Area Air Quality Management District’s (BAAQMD’s) regulations, including the regulations for Methane Emissions from Municipal Solid Waste Landfills, CCR Title 17, §95460-95476, and the EPA Greenhouse Gas Rule (40 CFR Part 98, Subpart HH) as well as all pertinent plans and specifications relating to work associated with maintenance and operation of the site’s environmental control systems.

CONSULTANT shall provide all necessary services, labor, tools, materials, equipment, vehicles, and instrumentation for the routine scope of services in this RFP including, but not limited to, monitoring equipment for detecting LFG and any other equipment

Request for Proposal (RFP) #RFP194618 11 necessary to perform the routine scope of services contained herein. This equipment is considered necessary items for CONSULTANT, and separate charges for use of these items in the course of the routine work, shall not be paid by CITY.

CITY will provide all applicable permits for work performed in accordance with this RFP. The CITY has a landfill maintenance contractor that will perform repairs to the gas and leachate collection systems as needed. All routine operation or monitoring work shall take place either aboveground or in buried shallow vaults (less than three feet in depth).

CONSULTANT shall not be responsible for the overall quality of the gas with regard to trace components.

Expected personnel job titles and required experience levels to conduct the scope of services are listed below. All field personnel performing work listed in this RFP shall have the following minimum qualifications:

Senior Technician (or equivalent)

• Five (5) years experience performing work on LCRS and LFG systems;

• Ability to tune and optimize the vacuum on the LFG collection system without supervision or close oversight;

• Ability to detect LFG system and LCRS leaks and diagnose potential failures before they occur; and,

• General understanding of landfill regulations relating to the LCRS and LFG systems.

Technician (or equivalent)

• Two (2) years experience performing work on LCRS and LFG systems;

• Ability to detect LFG system and LCRS leaks and diagnose potential failures before they occur; and,

• General understanding of landfill regulations relating to the LCRS and LFG systems.

CITY will authorize site access for CONSULTANT personnel, equipment, and materials for the completion of the work. CONSULTANT personnel shall be responsible for communication and coordination of onsite work by notifying appropriate CITY personnel at the landfill office prior to beginning work onsite and upon leaving the site.

Work To Be Performed

Task 1 – Routine LFG System, Flare, Well-Head Monitoring, and Surface Monitoring and Reporting

Bid Item Definition For Task 1:

CONSULTANT shall provide a Senior Technician (or equivalent) with the experience and skill level defined above, billed at the hourly rates specified in the rate sheets submitted with the proposal, for the performance of routine LFG system monitoring, well-head monitoring and surface monitoring and reporting. CONSULTANT shall also provide on the bid schedule an estimate of the Manager/Supervisor/Office Support Staff time necessary to support this work.

Request for Proposal (RFP) #RFP194618 12

A) Senior Technician (or equivalent) may spend up to 613 hours onsite per contract year. Field Time Estimate breakdown for Task 1 is expected to be:

• One 8-hour day (onsite) per week for well and component adjustment and monitoring (416 hours per year; CITY staff currently performs and will continue to perform the work described in Task 1, Subtasks a - c, however, in the instance where CITY cannot, CONSULTANT shall perform the work);

• Up to four 16-hour events (onsite) per year for surface and component monitoring

(64 hours per year); and

• Miscellaneous additional follow-up time for adjusting high-oxygen LFG and

Leachate wells (133 hours onsite per year; CITY staff currently performs and will continue to perform the work described in Task 1, Subtasks a - c, however, in the instance where CITY cannot, CONSULTANT shall perform the work).

At CITY’s request, CONSULTANT shall train CITY staff while completing the routine work performed by the Senior Technician.

B) Management/Supervisor/Office Support Staff to support Task 1.

C) Remote monitoring and control of landfill flare

General Scope of Services For Task 1 Unless otherwise specified by CITY, a date-specific schedule or a set day of the week schedule shall be submitted by CONSULTANT for approval by CITY, and shall specify when the LFG maintenance needs to occur as prescribed in the Permit To Operate, and/or Rule 8-34 regulations. Generally, Task 1 services shall include the following:

A. Monitoring, if needed by CITY, once per week of 91LFG well-heads, 6 (up to 24) leachate well-heads (connected to the gas collection system), 11 condensate sumps, flare station and other valves, fittings and components.

B. If needed by CITY, monthly measurement of methane and non-methane organic compounds (NMOC), oxygen concentration and pressure within each well-head (landfill gas wells and leachate wells which are connected to the gas collection system) in accordance with Regulation 8, Rule 34, and Title 17, Section 95469. If the well head does not meet the standards of Regulation 8, Rule 34, Section 305, and Title 17, §95469, then CONSULTANT shall document and make adjustments following Regulation 8, Rule 34, Section 414 scheduling requirements. It is anticipated that some follow up visits shall be necessary by the Senior Technician for the purpose of monitoring and adjusting wells with high oxygen content. CONSULTANT shall make recommendations to CITY for further repairs if necessary. CONSULTANT shall compile the well-head information, including all follow-up monitoring results and submit monthly reports to CITY, within 21 days from the end of each month. At CITY discretion, CONSULTANT shall train CITY while completing the field work portion of this work. The monitoring requirements of the rule are located in §95469 and §95470. These requirements are listed below:

1. Monthly well-head monitoring and requirement to achieve negative pressure at all wellheads, including corrective action/re-monitoring.

2. Quarterly leak testing of LFG collection system components not under vacuum at a 500 ppmv methane limit, including corrective action/re-monitoring.

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3. Quarterly integrated surface sampling with a limit of 25 ppmv methane.

4. Continuous flow and temperature monitoring.

5. Quarterly monitoring of flare components which contain landfill gas and/or which contain landfill gas under positive pressure.

C. If needed by CITY, adjust/tune and optimize the vacuum on the individual wells in order to maximize methane extraction while minimizing oxygen intrusion into the landfill; At CITY discretion, CONSULTANT shall train CITY while completing the field work portion of this work.

D. In addition to the monthly well-head monitoring, CONSULTANT shall monitor and compile records to support the LFG component quarterly leak monitoring requirements of the BAAQMD’s Regulation 8, Rule 34, Section 501 and 503 and Title 17, §95460-95476. Separate Quarterly Component Monitoring reports shall be submitted to CITY within 21 days from the end of each quarter. At CITY discretion, CONSULTANT shall train CITY while completing the field work portion of this work.

E. Quarterly measurement of methane and NMOC concentration on the landfill surface in accordance with site surface monitoring plan and Regulation 8, Rule 34, Section 501 and 506 and including the regulations for Surface Emissions Monitoring (SEM), CCR Title 17, §95469 listed below:

1. Quarterly instantaneous SEM at 25-foot spacing with a 500 ppmv methane limit, including testing of cover penetrations, with corrective action/re-monitoring. (Under the rule, the site is currently required to perform the SEM annually, however, if there is an exceedance, SEM will need to return to quarterly).

2. Quarterly leak testing of LFG collection system components not under vacuum at a 500 ppmv methane limit, including corrective action/re-monitoring.

3. Quarterly integrated surface sampling with a limit of 25 ppmv methane.

F. CONSULTANT shall establish a portable wind station or obtain measurements from the Palo Alto Airport to document compliance with meteorological conditions during the monitoring events. A detailed written report summarizing the results of the monitoring activities shall be provided to CITY within 21 days of the end of each quarter. A date-specific schedule shall be developed by CONSULTANT and submitted for approval by CITY.

G. Weekly monitoring of the flare station, including download of the data logger. Document and collect all data including all startup, shutdown and malfunction paperwork:

1. Date, time, and monitoring personnel.

2. Meteorological condition (i.e., wind velocity, barometric pressure ambient temperature, weather conditions, etc.).

3. Extraction blower operating inlet and outlet temperatures and pressures.

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4. Methane gas, oxygen gas, carbon dioxide and balance gas concentrations at flare inlet or Regional Water Quality Control Plant Incinerator as required by the BAAQMD.

5. Flare exit gas temperature (only when flare operational).

6. LFG flow rate to flare, or CITY incinerator.

7. Flare combustion louver (only when flare is operational).

8. Flow control valve positions.

9. Check pilot ignition system propane storage tank level.

10. LFG control system blowers, flame arresters, flares, control panel, well fields, and condensate pump systems shall be observed for the following:

• Accessibility.

• Vandalism.

• Malfunctions.

• Leaks

11. Weekly record blower running hours;

H. Once per quarter, hydrogen sulfide (H2S) shall be tested by CONSULTANT at the

Flare Station inlet utilizing field Draeger test tubes; Inspect flame arrester; and, inspect burner heads.

I. Compile all data from the tasks listed above to be utilized by CONSULTANT in preparing the required annual reports (Task 3).

J. CONSULTANT shall provide computer or web database for CITY and CONSULTANT use to record, store, and analyze all collected monitoring data.

K. CONSULTANT shall provide one (1) copy of all field records generated during on-site service before leaving the site for the day.

Task 2 – Routine Landfill Flare Stack Emission Sampling, Analytical Testing and Reporting

A) Annual Source Test

• CONSULTANT shall conduct the flare source test on the Flare located at the

Regional Water Quality Control Plant in accordance with the Permit To Operate.

Additionally, because the landfill is subject to the AB32 Landfill Methane Rule (see

Task 3 of this Scope of Services), the flare must be tested annually to document compliance with Rule’s 99% methane destruction requirement, as specified in

Section §95471 of the Rule. CONSULTANT shall perform the annual flare testing

Request for Proposal (RFP) #RFP194618 15 while the contract is in place. In accordance with Item No. 15 of the Permit To

Operate, CONSULTANT shall notify the Bay Area Air Quality Management District

(BAAQMD) at least 14 days in advance of the test and shall submit to BAAQMD the compliance plan for the source test. CONSULTANT shall submit a report summarizing the results of the source test to CITY and BAAQMD within 45 days of completion of the test.

B) Annual Source Pre-Test

• In addition to the annual Source Test test, CONSULTANT shall perform an annual source test “pre-test” one day prior to the official source test to identify compliance issues, troubleshoot, and tune the flare as necessary to ensure optimal performance and compliant source test results. The pre-test does not require a report or notification to BAAQMD.

Task 3 – Routine Report Preparation

Task 3 is outlined below and includes report preparation in compliance with Bay Area Air Quality Management District (BAAQMD) Rule 8-34, AB32 Landfill Methane Rule, and EPA Greenhouse Gas Reporting Rule, as listed below. CONSULTANT shall provide a draft of each report to CITY for review prior to submittal to BAAQMD, and shall incorporate CITY’s comments into the final reports for submittal. The final reports and certifications shall be signed by the responsible CITY official, where required.

A. Annual Rule 8-34 Report (One Report Annually)

CONSULTANT shall prepare the Rule 8-34 annual reports required by the BAAQMD.

CONSULTANT shall collect the necessary data to complete the reports under Section 411 of Rule 8-34. The reports shall be developed in the format prescribed by the BAAQMD. The reporting period covers December 1st through November 30th. The report is due the last day of the month after the end of the reporting period. The annual reports shall contain the following information, as required:

1) Operating Records Required by Section 501:

a) All collection system downtime, including individual well shutdown times, length of time for shutdown, and the reason for the shutdown. All periods greater than five (5) days when the collection system was not operating.

b) All emission control system downtime, length of time for shutdown, and the reason for the shutdown. Description and duration of all periods when the control device was not operating for greater than one (1) hour and the length of time that the device was not operating.

c) Continuous temperature records (data logger) for all operating flares and any enclosed combustors with a listing of the dates/times when flare temperature went below permitted limits and any times when temperature gauge was off-line or not operational.

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d) Monthly LFG flow meter readings.

e) Records of all quarterly LFG system component leak testing, including monitoring dates, leak concentration by volume if in excess of 1,000 parts per million, by volume (ppmv), location of leak, date of discovery, the actions taken by the City or its maintenance CONSULTANT to repair the leak, date of repair, date of any required re-monitoring, and the re-monitored concentration in ppmv.

f) Continuous gas flow rate records (data logger information) with a listing of the dates/times when flow rate went above permitted limits and any times when the flow meter was off-line or not operational.

g) Records of all quarterly surface emissions monitoring, including monitoring dates, surface emission concentration by volume if in excess of 500 ppmv, location of exceedance, date of discovery, the actions taken by the CITY or its maintenance CONSULTANT to repair the exceedance, date of repair, date of any required re-monitoring, and the re-monitored concentration in ppmv.

h) For monthly wellhead monitoring (temperature, vacuum, and oxygen or nitrogen content), records of all monitoring dates and any excesses of the limits stated in Section 8-34-305, Title 17, §95460-§95476, and below (or approved alternative limits), including well identification number, the measured excess, the action taken by the CITY or its maintenance CONSULTANT to repair the excess, and the date of repair, date of any required re-monitoring, and the re-monitored value.

Gas wells

a. A minimum of monthly recording of gauge pressure at all wellheads (all wells must operate under negative pressure conditions).

b. Monthly monitoring of oxygen or nitrogen concentrations at all wellheads

(oxygen must not exceed 5 percent or nitrogen over 20 percent).

c. Monthly monitoring of temperatures at all wellheads (temperature shall not exceed 55°C (131°F)).

Leachate wells (connected to the LFG collection system)

d. A minimum of monthly recording of gauge pressure, oxygen content, methane content, and temperature at each wellhead (the well(s) must be connected to vacuum if any pressure is detected);

e. Monthly monitoring of oxygen concentrations at wellheads (oxygen must not exceed 15 percent by volume). If the oxygen concentration exceeds 15 percent by volume the vacuum to the leachate well may be turned off;

f. Monthly monitoring of temperatures at all wellheads (temperature shall not exceed 55°C (131°F)). If temperature exceeds 55°C (131°F) the vacuum to the leachate well may be turned off;

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2) Calibration information for monitoring equipment used for the various monitoring activities listed above (e.g., OVA, GEM-5000 unit, flow meter, temperature, etc.).

3) Description and duration of all periods when the gas stream was diverted from the control device through a bypass line to the WQCP incineration.

4) The date of installation and location of all wells or system expansions as the result of monitoring exceedances during previous reporting period.

5) Data upon which the density of well and equipment sizing were based.

6) Gas generation rate estimates.

7) Provisions for increasing LFG extraction capacity as gas generation increases.

8) The provisions for the control of LFG migration.

B. AB32 – Landfill Methane Rule Annual Reporting (One Report Annually)

CITY is subject to the AB32 Landfill Methane Rule (Title 17 California Code of Regulations (CCR), Chapter 10, Article 4, Sub-article 6, §95462 through §95476), which has an annual reporting requirement. The required annual report under this Rule must be submitted by March 15 of each year for the previous calendar year data.

Annual Reports must include the following information, as specified in §95470 of the Rule:

• General site information

• Total volume of LFG collected (reported in standard cubic feet (scf)),

• Average composition of LFG collected over the reporting period (reported in percent methane and percent carbon dioxide by volume),

• Gas control device type, installation, rating, fuel type, and total LFG combusted in each control device,

• Date LFG collection system installed

• Percent methane destruction efficiency

• Volume and composition of gas shipped off-site

• Type and amount of supplemental fuels burned with the LFG.

• Recent topographic map, and

• All required monitoring data.

CONSULTANT shall compile the required data into a report in a format suitable for submittal to the California Air Resources Board (CARB) Executive Officer. CONSULTANT shall provide a draft of the report to CITY for review. CONSULTANT shall incorporate CITY comments into the final report and submit to CARB on behalf of the CITY.

C. EPA – Greenhouse Gas Annual Reporting (One Report Annually Submitted Online)

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CITY is required under the EPA GHG reporting rule, 40 CFR Part 98, Subpart HH, to submit a report annually. CONSULTANT shall compile the required data and input into an appropriate electronic format in accordance with EPA GHG rule specifications for upload to the EPA’s online reporting tool (e-GRRT). CONSULTANT shall submit draft data file to CITY for review. CONSULTANT shall incorporate CITY comments into the final report and submit to EPA via e-GRRT. CONSULTANT will be added to the website as CITY agent and shall manage the website reports on behalf of CITY.

The data to be reported is for calendar year 2025, 2026, 2027, 2028, and 2029, and the reporting deadline is March 30 of the following year. As specified in the EPA Rule, the following information is required:

• Landfill Operations (Open/closed/Year)

• Waste Disposal Calculations

• Waste Composition (If Available)

• Modeling Parameters Used

• Methane Data

• Landfill Area, Cover Types by Area, and Oxidation Fractions Used

• LFG Modeling Results

• Emissions from stationary combustion units.

• Flow of collected LFG

• Methane content of LFG

• Temperature and pressure data for LFG

• Description of control device(s) both on- and off-site

• Control device operating hours

• Description of LFG collection system, landfill areas and waste depths

• Computed methane volume captured

• Computed methane generated (corrected for oxidation using EPA model)

• Computed methane generated (corrected for oxidation using LFG recovery flow and collection efficiency)

• Methane Emissions, Method 1 (Modeling)

• Methane Emissions, Method 2 (Gas Captured and Estimated Collection Efficiency)

Task 4 – Installation of Wells

As requested by CITY, CONSULTANT shall coordinate and perform all aspects of new or replacement LFG and leachate well installations. This could include, but is not limited to:

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• Engineering of well;

• Preparation of drawings;

• Coordination of subcontractors;

• Drilling and completion of well;

• Providing well installation oversight and boring installation logs;

• Final as-builts; and

• Well installation reports.

CONSULTANT shall provide specific prevailing wage rates for laborer(s) and technician(s) for work associated with well installation projects. If CONSULTANT cannot perform the well drilling and completion work in house, CONSULTANT shall include qualified subcontractor(s) and separate subcontractor rate sheets with the submittal to this RFP.

Prior to the commencement of any well drilling project, CONSULTANT shall submit a Site- Specific Health and Safety Plan (SSHASP) two weeks prior to the start of work for review and approval by the City. The SSHASP shall include landfill specific considerations.

For the purposes of cost analysis and budgeting of this task, submit a detailed cost estimate for installing 1 gas well. Provide all coordination, oversight, materials, equipment, and labor to drill and complete well to the specifications on Appendix 3, As- Built Completion Log.

Task 5 – Other Engineering Services

On occasion, CITY may ask CONSULTANT to evaluate the performance and design of the gas system using the services of a qualified LFG engineer. CONSULTANT shall provide engineering services for duties including, but not limited to, possible LFG and LCRS system design, permitting, and equipment change-out. Work on these engineering services requires written approval from CITY prior to CONSULTANT working on or billing to these subtasks. Typically, CONSULTANT shall develop and submit a written cost estimate prior to work on these subtasks.

End Scope of Services

6. EVALUATION CRITERIA

City staff will evaluate the responsive submittals provided based on the following criteria, at a minimum. Please Note: The Scoring Method and Points assigned to each criterion are not published on the RFP. The Scoring Methods and Points are applicable to the RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

N/A N/A

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2. Proposed Solution (Required)

Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer

N/A N/A

3. Experience (Required)

Consultant or contractor’s experience, including the experience of staff to be assigned to the project, with engagements of similar scope and complexity

N/A N/A

4. Cost (Required)

Proposed cost to the City

N/A N/A

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

N/A N/A

6. Timely Performance (Required)

Consultant or contractor’s ability to perform the contract within the time specified

N/A N/A

7. Prior Record of Performance for

Government Agencies (Optional)

Consultant or contractor’s prior record of performance with the city or other local, county or state agency

N/A N/A

8. Ability to Provide Ongoing Services

(Optional)

Consultant or contractor’s ability to provide in the future any maintenance, repairs, parts and/or services

N/A N/A

9. Compliance (Required)

Consultant or contractor’s compliance with applicable laws, regulations, policies

(including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor

N/A N/A

7. ORAL INTERVIEWS

Proposers may be required to participate in an oral interview. The oral interview will be a panel comprised of members of the selection committee.

Proposers may only ask questions that are intended to clarify the questions that they are being asked to respond.

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Each Proposer’s time slot for oral interviews will be determined randomly. Proposers who are selected shall make every effort to attend. If representatives of the City experience difficulty on the part of any Proposer in scheduling a time for the oral interview, it may result in disqualification from further consideration.

8. PUBLIC NATURE OF MATERIALS

Responses to this RFP become the exclusive property of the City of Palo Alto. At such time as the Administrative Services Department recommends to form to the City Manager or to the City Council, as applicable, all proposals received in response to this RFP becomes a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential”, “Trade Secret”, or

“Proprietary”. The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential”, “Trade Secret”, or “Proprietary” or if disclosure is required under the Public Records Act.

Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential”, “Trade Secret”, or “Proprietary” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Palo Alto may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret”, or “Proprietary”, the City shall provide the Proposer who submitted the information with reasonable notice to allow the

Proposer to seek protection from disclosure by a court of competent jurisdiction.

9. COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

10. DISQUALIFICATION

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

• Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal

• Any attempt to improperly influence any member of the evaluation team

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• Existence of any lawsuit, unresolved contractual claim or dispute between

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

• Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal

• Proposer’s default under any previous agreement with the City, which results in termination of the Agreement

11. NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these

RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

12. GRATUITIES

No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the city. No city employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a city contract.

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

In order to avoid any conflict of interest or perception of a conflict or interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements:

• The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor in the ultimate procurement.

• The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.

• The Proposer may not have a conflict of interest as defined under Palo Alto

Municipal Code section 2.30.600 or 2.30.610, or as defined under state law including the Political Reform Act or Government Code section 1090 et seq.

• Notwithstanding the above, Proposer(s) may submit proposals or bids as the prime contractor or subcontractor in the ultimate procurement where the Proposer(s)

Request for Proposal (RFP) #RFP194618 23 duties and services do not include preparing or assisting the City with any portion of the preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City, and the

Proposer(s) participation in the planning, discussions, or drawing of project plans or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. CA DIR REGISTRATION REQUIREMENTS

The City hereby provides notice of California Labor Code section 1771.1(a), which reads:

“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section…