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  8.F.       
Meeting Date: 05/17/2022  
Co-Submitter: Scott Overton From: Ken Fergason, Cinder Lake Landfill Project Manager

TITLE:
Consideration and Approval of Contract:  Consideration of Materials and Services contract to Salt River Extraction, LLC DBA SRE Environmental in an amount not to exceed $49,900 per fiscal year.
STAFF RECOMMENDED ACTION:
  1. Consider and approve the Contract for Material and Services with Salt River Extraction, LLC DBA SRE Environmental, for water hauling services to the Cinder Lake Landfill for the amount of not to exceed $49,900 per fiscal year; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The City of Flagstaff Cinder Lake Landfill (CLL) is regulated by an air quality permit through the Arizona Department of Environmental Quality (ADEQ). As a means of controlling fugitive dust, the permit requires regular application of water (or other approved media) to all access roads. Typically, CLL applies an average of 10,000 gallons per day during the spring through fall. With no sources of on-site water, reclaimed water is delivered daily from the Wildcat Hill Water Reclamation Plant utilizing a City-owned 3,800 gallon water truck.
 
Contractor-hauled water can provide increased efficiencies for CLL by freeing landfill staff and equipment at the landfill. This is especially relevant with ongoing labor pool shortages in addition to challenges in recruiting candidates with Commercial Drivers Licenses (CDL). Therefore, outsourcing a water haul contract to a third party eliminates the need for landfill operators to obtain or maintain a CDL. The Contractor also has larger truck hauling capabilities than the current City-owned truck, which is more efficient and safer (fewer round trips) than transporting water to the CLL with the City-owned water truck.
 
In 2021, CLL constructed a 300,000-gallon lined pond to assist with future water storage needs. For the long-term, CLL is planning to construct a water production well onsite. The well will further help mitigate the reliance for off-site water, as was recommended in a feasibility study conducted in 2019. This Materials and Services Contract allows CLL to begin transitioning toward that future and more efficiently utilize manpower and equipment.
Financial Impact:
The Materials and Services Contract is three years in duration with possibly two, 1-year extensions offered at a value not to exceed $49,900 per fiscal year. This Materials and Services Contract is budgeted in the Solid Waste Fund in account 211-06-165-0631-0-4424 (Environmental Services).
Policy Impact:
While the water hauling project does not affect City policy, it assists with maintaining compliance with ADEQ and Environmental Protection Agency (EPA) regulations. Also, CLL is surrounded by the Coconino National Forest (USDA). When CLL was purchased from the USDA, the National Environmental Policy Act (NEPA) ensured that CLL facility would assist with maintaining the integrity and natural beauty of the National Forest. This water hauling project assists in maintaining the promise. The 343-acre site lies to the south of Sunset Crater National Monument and can be viewed from the Cinder Hills Overlook. As stewards of CLL, it behooves CLL to prevent fugitive dust from diminishing the view shed for neighbors and general air quality improvement.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performance Governance
  • Serve the public by providing high quality customer service
  • Enhance the organizations fiscal stability & increase efficiency and effectiveness
Safe & Healthy Community
  • Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
 Sustainable, Innovative Infrastructure
  • Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
  • Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
  • Provide effective management of and infrastructure for all modes of transportation.
  • Facilitate and develop carbon-neutral energy opportunities.
Environmental Stewardship
  • Promote, protect, & enhance a healthy, sustainable environment & its natural resources.
  • Implement, maintain & further the Climate Action & Adaptation Plan (CAAP) with awareness of social inequities.
  • Strengthen flagstaff's resilience to climate change impacts on built, natural, economic, health, & social systems.

Carbon Neutrality Plan
  • Goal CNP-1 – Reduces greenhouse emissions from City operations.
  • Goal CNP-2 – Leads to reduced greenhouse gas emissions in the community.
  • Goal MM-1 – Manage emissions from the Cinder Lake Landfill

Regional Plan
  • Goal E&C.1 – Proactively improve and maintain the region’s air quality.
  • Goal E&C.2 – Reduce greenhouse gas emissions.
  • Goal E&C.3 – Strengthen community and natural environment through climate adaptation efforts.
  • Goal WR.1 – Maintain a sustainable water budget incorporating regional hydrology, ecosystem needs, and social and economic well-being.
  • Goal WR.2 – Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
  • Goal WR.3 – Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measures.
  • Goal E.1 – Increase energy efficiency.
  • Goal PF.1 - Work across all government operations and services to prepare for the impacts of natural and human caused hazards.
  • Goal PF.2 - Provide sustainable and equitable public facilities, service, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Has There Been Previous Council Decision on This:
No decision has been directly made on this water hauling project. However, in 2021 Council approved the construction of a 300,000-gallon lined pond. This pond was constructed and filled with water by a separate contractor in October 2021.
Options and Alternatives:
1. Approve the Materials and Services Contract as recommended; or
2. Approve the Materials and Services Contract with a decreased scope of work; or
3. Reject the Materials and Services Contract and do not re-solicit.
Background/History:
The CLL is a 343-acre site that accepts municipal solid waste from a 70-mile radius surrounding Flagstaff. CLL is regulated by an air quality permit through the ADEQ and EPA. As a means of controlling fugitive dust, the permit requires daily application of approximately 10,000 gallons of water (or other approved media) to all access roads. CLL currently hauls reclaimed water from the Wildcat Hill Water Reclamation Plant utilizing a City-owned 3,800 gallon water truck.
 
In 2019, a Feasibility Study for Well Siting and New Water Source(s) was performed and provided a cost matrix for four options for future water supply use at the landfill over a period of 35 years: 1) water hauling (current method) ($29,804,714), 2), Doney Park Water tap ($16,785,968), 3) water pipeline to Wildcat Hill Water Reclamation Plant ($18,822,975), and 4) on-site water source (well) ($4,698,328). The result of the investigation clearly showed that the most cost-effective option for the landfill is option 4 (on-site well).
 
In the future, a recommendation for construction of an on-site well will be submitted to Council for review.

The City of Flagstaff Procurement Team issued an Invitation for Bid of the PlanetBids platform on 03/11/2022, with advertisements in the local Arizona Daily Sun paper on March 20 and 27, 2022. Salt River Extraction, LLC was the only response.
Key Considerations:
This Materials and Services Contract provides the CLL with a more efficient means of providing water for dust abatement needs. Outsourcing this task to Salt River Extraction, LLC who have larger haul trucks also allows for water transport to occur with fewer trips. In addition, utilizing a contractor frees operations staff to continue providing the necessary level of support for maintaining compliance at the CLL. This is especially relevant at this time due current staffing shortages and challenges in recruiting new operators. Additionally, recent changes to federal CDL certification have realized increased costs to the City (approximately $5,000 in direct costs per operator plus 4 weeks of training). Outsourcing water hauling eliminates the need for site Operators to obtain a CDL. This will also remove a barrier to recruiting.
 
It should be noted that in the past, staff have implemented water-saving measures as a means of managing fugitive dust. Such measures included:
  • Asphalt millings spread and compacted where permanent roads (greater than 5-year life span) lie
  • Additives such as lignin  
While applying these measures, significant volumes of water are required for initial application.
 
Salt River Extraction, LLC services the region with waste and wastewater hauling and is fully qualified to provide water hauling services. This Materials and Services Contract does not stipulate that the contractor haul with potable water or treated wastewater. That decision will be made regarding costs of options, which are limited to Doney Park Water (potable water, shorter haul) and Wildcat Hill Water Reclamation Plant (treated wastewater, longer haul). Treated wastewater is a cheaper option, but the shorter haul for Doney Park Water could offset the difference.
Expanded Financial Considerations:
Increased efficiencies in daily operations will render project and staff-time savings that can be utilized on more valuable tasks. It also eliminates the need for staff to have a CDL, which will reduce costs to the City.
Community Benefits and Considerations:
The CLL will continue providing affordable means of solid waste disposal for northern Arizona through the life of the Landfill while maintaining the highest standards of compliance.
Expanded Options and Alternatives:
  1. Deny the requested action and provide Staff direction on how to best deliver water hauling services and dedicated funding; or
  2. Deny the use of the Materials and Services process on this project and request that the contract be procured through an alternate project delivery method; or
  3. Approve the Materials and Services Contract as recommended.
Attachments
Contract 2022-95 Water Hauling


    

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