ON-CALL_MAINTENANCE,_REPAIR,_AND_MODIFICATION_OF_LFG_SYSTEMS_AT_KIEFER_LANDFILL_AND_ELK_GROVE_LANDFILL_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2025-PURB RFP-0040

ON-CALL MAINTENANCE, REPAIR, AND MODIFICATION OF LFG

SYSTEMS AT KIEFER LANDFILL AND ELK GROVE LANDFILL

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: June 5, 2025

DEADLINE FOR QUESTIONS: June 12, 2025

RESPONSE DEADLINE: July 17, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

ON-CALL MAINTENANCE, REPAIR, AND MODIFICATION OF LFG SYSTEMS

AT KIEFER LANDFILL AND ELK GROVE LANDFILL

1. Introduction

2. General Rules

3. Scope of Work

4. Evaluation and Selection

5. Proposal Format and Content

6. Vendor Submissions

Attachments:

A - 2025 PURB RFP 0040 ON CALL MAINTENANCE LFG SYSTEMS OGP

B - RFP_ATT_Proprietary_Agreement

C - 2025 PURB RFP 0040 Sample_County_Agreement Terms

D - Fig1-LFG Probe & Collec Sys

Request for Proposal #2025-PURB RFP-0040 Title: ON-CALL MAINTENANCE, REPAIR, AND MODIFICATION OF LFG SYSTEMS AT KIEFER LANDFILL AND ELK GROVE

LANDFILL

1. Introduction

1.1. 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.

1.2. 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.

1.3. Contact Information

Tracy Soth

Senior Contract Services Officer

Email: sotht@saccounty.gov

Phone: (916) 876-6285

Department:

Waste Management and Recycling

Department Head:

Keith Goodrich

Director mailto:sotht@saccounty.gov tel:(916)876-6285

1.4. Timeline

Release Project Date June 5, 2025

Question Submission Deadline June 12, 2025, 4:00pm

Question Response Deadline June 19, 2025, 4:00pm

Proposal Submission Deadline July 17, 2025, 4:00pm

2. General Rules

2.1. Important Instructions for Electronic Submittal

The County is accepting electronic proposal submissions. Proposers shall create a FREE account with

OpenGov Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit your electronic proposal.

2.2. General Rules

2.2.1 Overview

This Request for Proposals ("RFP") is an invitation for Proposers to submit a proposal to the County. This

RFP does not commit the County to award a contract to any Proposer. Submission of a proposal shall neither obligate nor entitle a Proposer to enter into a contract with the County.

2.2.2 Proposal format and content

When submitting a proposal, Proposers must follow the format and contents described in Section 5

Proposal Format and Content and detailed in Attachment A Section 5. Failure to do so will likely prolong the evaluation process and could result in a proposal not being considered.

2.2.3 Proposal submission

Proposals must be received BEFORE 4:00 pm on Thursday, July 17, 2025 electronically via OpenGov.

Failure to submit a proposal on time may be grounds for rejection of the proposal; however, the County reserves the right, in its sole and absolute discretion, to accept proposals after the proposal due date.

2.2.4 Questions and communication

Questions concerning this RFP must be submitted in the project Q&A section in OpenGov Procurement by 4:00 pmon Thursday, June 12, 2025.

Questions received via phone or e-mail to direct points of contact for this RFP will not be considered nor responded to. The County shall respond to questions properly submitted as described above via addenda.

2.2.5 Addenda

The County reserves the right to modify this RFP at any time prior to the proposal due date. The County will modify the RFP only by written addenda. Proposal should be based on this RFP document and any formal written addenda. Proposers should not rely on oral statements. Addenda will be posted in

OpenGov Procurement. It is the responsibility of each prospective Proposer to assure receipt of all addenda.

2.2.6 County's right to withdraw, cancel, suspend and/or modify RFP

The County reserves the right to withdraw, cancel, suspend, and/or modify this RFP for any reason and at any time with no liability to any prospective Proposer for any costs or expenses incurred in connection with the RFP or otherwise.

2.2.7 Proposer's right to edit or cancel proposal

https://procurement.opengov.com/signup

Proposers may edit or cancel their proposal in OpenGov Procurement prior to the due date.

2.2.8 Proposals will not be returned

Upon submission, proposals will not be returned.

2.2.9 Public disclosure of proposal documents

The County will treat all information submitted in a proposal as available for public inspection once negotiations with the selected party have been completed. If copies of proposals are included with

Board materials, the County will make proposals available for public inspection once staff has made a recommendation for award.

If a Proposer believes protected data is included in its proposal, the Proposer shall clearly identify the data and provide the legal basis in support of the asserted classification. Proposer must present such information separately as part of its proposal OR type in bold red letters the term "CONFIDENTIAL" on that specific part or page of the proposal which Proposer believes to be confidential. Classification of data as trade secret data will be determined pursuant to applicable law, and, accordingly, merely labeling data as "trade secret" does not necessarily make the data protected under any applicable law.

In order for the County to assert the confidentiality of any such information in the event a California

Public Record Act request is received, the Proposer must request, execute and submit a County-prepared written agreement to defend and indemnify the County for liability, costs and expenses incurred in asserting such confidentiality as part of the proposal. A copy of that written agreement is attached as Attachment C.

The final determination of whether the County will assert a Proposer's claim of confidentiality shall be at the sole discretion of the County. Any information determined to be non-confidential shall be considered public record. If the County determines that your information does not meet the criteria for confidentiality, you will be notified of the County's intent to release the public record pursuant to any

California Public Records Act request.

The Proposer agrees, as a condition of submitting its proposal, that the County will not, as between the parties, be liable or accountable for any loss or damage, which may result from a breach of confidentiality related to the proposal. The Proposer agrees to indemnity and hold the County, its officials, agents, and employees harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the California Public Records Act, including legal fees and disbursements paid or incurred to enforce this provision.

2.2.10 Proposer's costs

The County shall not be responsible for any costs incurred by Proposer in connection with this RFP.

Proposer shall bear all costs associated with proposal preparation, submission, and attendance at interviews, or any other activity associated with this RFP or otherwise.

2.2.11 Proposer's ideas

To the extent permitted by law, the County reserves the right to use any or all ideas, concepts, or other information provided in any proposals. Selection or rejection of the proposal does not affect this right.

2.2.12 Collusion

If the County determines that collusion has occurred among Proposers, none of the proposals of the participants involved in the collusion shall be considered. The County's determination shall be final.

2.2.13 Conflict of interest

The Proposer affirms that to the best of its knowledge the submission of its proposal, or any resulting contract, does not present an actual or perceived conflict of interest. The Proposer agrees that should any actual or perceived conflict of interest become known, it will immediately notify the County and will advise whether it will or will not avoid, mitigate, or neutralize the conflict of interest.

The County may make reasonable efforts to avoid, mitigate, or neutralize a conflict of interest by a

Proposer. To avoid a conflict of interest by a Proposer, the County may utilize methods including disqualifying a Proposer from eligibility for a contract award or cancelling the contract if the conflict is discovered after a contract has been issued. The County may, at its sole and absolute discretion, waive any conflict of interest.

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 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 materials required to complete work requests, except when DWMR provides prior notice of available County-provided materials. The services to be provided include the following task and are detailed in Section 3 of Attachment A.

Task 1 - Emergency Maintenance and Repair of GCCS

Task 2 – On-Call Modification of GCCS

The initial term of the agreement shall be for a 24-month period, based on contract start date (anticipated

August 1, 2025). The agreement may be extended for up to three one-year additional terms upon mutual consent.

4. Evaluation and Selection

4.1 Proposal evaluation and recommendation for selection

The County reserves the following rights, to be exercised in the County’s sole and absolute discretion: 1) to determine whether any aspect of a proposal satisfactorily meets the criteria established in this RFP; 2) to seek clarification or additional information from any Proposer; 3) to negotiate, sequentially or simultaneously, pricing and/or terms with any Proposer or vendor; 4) to reject any or all proposals with or without cause; 5) to waive any irregularities or informalities in a proposal; 6) to cancel or amend by addenda this RFP, in part or entirely; 7) to award multiple contracts to Proposers; and/or 8) award a contract to a vendor that did not submit a proposal.

Evaluation of proposals by a selection committee, evaluation panel, County staff, a technical advisory committee, or by another group, individual or entity is advisory only. The County of Sacramento Board of Supervisors or its designee may consider or reject such evaluation(s) for any or all proposals. Such evaluations are for the sole benefit of the County of Sacramento Board of Supervisors or its designee, and as such, they are not binding upon the County, nor may they be relied upon in any way by a

Proposer.

The County will issue a Notice of Intent to Award (NOIA) and/or a Notice of Award (NOA), as applicable, to be published on OpenGov Procurement naming County’s selected consultant following completion of the evaluation process.

4.2 Evaluation of responsiveness

The County will consider all the material submitted by the Proposer to determine whether the

Proposer’s offer is in compliance with the terms and conditions set forth in this RFP. Proposals that do not comply with the provisions in this RFP may be considered nonresponsive and may be rejected.

4.3 Evaluation of responsibility

To determine whether a Proposer is responsible, the County will consider the Proposer’s general qualifications to perform the requested services in a satisfactory manner; financial responsibility;

integrity; skill; past performance; and ability. Proposals from Proposers considered non-responsible will be rejected.

4.4 Evaluation panel and evaluation criteria

After review of each responsive proposal, the County may award a contract to a successful Proposer based on the evaluation criteria, or it may establish a short list of Proposers for further consideration.

The short list of Proposers may be asked to provide additional information. The short list of Proposers may also be asked to attend an in-person or telephone interview/presentation, as determined by the

County in its sole discretion.

Evaluation criteria detailed in Attachment A Section 5 shall include the following:

A. Approach (per Section 5.4)

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

C. Assigned Staff/Team Experience (per Section 5.3)

D. References/Past Performance (per Section 5.2)

The County will consider the trade-off between proposed cost and the other evaluation criteria in determining which proposal is most advantageous to the County.

4.5 Execution of contract

The selected proposer shall execute an agreement with the County of Sacramento, using the standard consulting agreement (Attachment C). Any requested revisions, deletions, or additions, to the language in the attached sample agreement shall be clearly set forth in the proposal for the County’s consideration.

Before a contract becomes effective between the County and any proposer, the contract must be reviewed by County Counsel and the contract award must be approved by the County Board of

Supervisors or its designee. If for any reason the County Board of Supervisors or its designee does not ratify and sign the contract then there are no binding obligations whatsoever between the County and the proposer relative to the proposed contract.

5. Proposal Format and Content

Proposals shall conform to Attachment A, Section 4 for submission requirements and Section 5 for proposal content:

6. Vendor Submissions

6.1. Certification of Independent Contractor Status*

"I hereby certify that the Contractor/Consultant firm employs five or more full-time employees. “Full-time”, as defined by the Internal Revenue Service, means persons employed for 20 or more hours per week, and excludes temporary employees whose term of employment will be less than one (1) month.

This certification satisfies the Internal Revenue Service criteria for treatment of the above-named consultant as an independent contractor, not an employee for tax withholding purposes."

☐ Yes, I certify that the firm has five (5) or more full-time employees.

☐ No, I certify that the firm does not have five (5) or more full-time employees, and the firm provides services to the general public. (The County will conduct a tax determination review if this option is selected.)

*Response required

6.2. Contractor Certification of Compliance, part 1*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

Contractor/Consultant hereby certifies that either:

☐ the Contractor/Consultant is a government or non-profit entity (exempt), or

☐ the Contractor/Consultant has no Principals Owners (25% or more) (exempt), or

☐ each Principal Owner (25% or more) does not have any existing child support orders, or

☐ Contractor/Consultants Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

6.3. Contractor Certification of Compliance, part 2*

New Contract/Consultant shall certify that each of the following statements is true:

a. Contractor/Consultant has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

b. Contractor/Consultant has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a Contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov .

☐ Please confirm

*Response required

6.4. Proposal (without cost proposal)*

Upload your complete Proposal here. Do not include your cost proposal in this section.

*Response required

6.5. Cost proposal (separate)*

Upload your cost proposal here. Confirm that your cost proposal is not attached with your Proposal and is attached separately here.

*Response required

6.6. Exceptions to County Terms Attachment C*

Please upload a redline of Attachment C and state the reason for the exception.

*Response required

6.7. Confidential sections of proposal (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has awarded a contract. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Code section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your proposal response package. The final determination of whether the County will assert a proposer's claim of confidentiality shall be at the sole discretion of the County. Click "file upload" below to upload any proposal documents you consider to be confidential documents.

http://www.childsup.ca.gov/