ADMINISTRATIVE REPORT

Date: March 29, 1999
Author/: C.Underwood/946-3984
RTS No. 00631

CC File No. 3757

Council: April 13, 1999

TO:	Vancouver City Council
FROM:	General Manager of Engineering Services
SUBJECT:	Vancouver Landfill: Consultant Selection for Leachate Collection Project and Design and Operating Plan

RECOMMENDATION

A. THAT Gartner Lee Limited be retained to conduct a Leachate Collection and Containment system Upgrades Study at the Vancouver Landfill at a cost of $182,300 plus GST, subject to a contract satisfactory to the Director of Legal Services, with funds provided in the 1999 Landfill Operating Budget for this purpose.

B. THAT Sperling Hansen Associates be retained to develop a Design and Operating Plan at the Vancouver Landfill at a cost of $114,885 plus GST, subject to a contract satisfactory to the Director of Legal Services, with funds provided in the 1999 Landfill Operating Budget for this purpose.

COUNCIL POLICY

On May 3, 1994, Council agreed to support the Regional Solid Waste Management Plan (SWMP), which includes requirements to upgrade the Vancouver Landfill.

On October 16, 1990, Council adopted the Clouds of Change program of actions, committing to reduce carbon dioxide emissions by 20% by 2005 compared to 1988.

Consultant awards exceeding $30,000 must be made by Council.

PURPOSE

The purpose of this report is to seek Council approval to engage two engineering consultants for two separate engineering studies at the Vancouver Landfill. The first study involves providing design recommendations and cost estimates to upgrade several components of the Landfill's leachate collection system. The second study involves developing a plan for the future design and operation of the Landfill. In addition to these projects, work has been undertaken to complete a conceptual design with cost estimates for expanding the landfill gas collection system, and develop a landfill gas utilization plan.

BACKGROUND

As part of the City of Vancouver's solid waste management system, the Vancouver Landfill receives approximately 400,000 tonnes of municipal solid waste per year. In addition to Vancouver and Delta, the Landfill provides refuse disposal for Richmond, White Rock, and the University Endowment Lands.

In 1995, Gartner Lee Ltd. conducted a hydrogeological review of the Landfill. This study resulted in a number of recommendations for minimizing leachate migration beyond the Landfill's current leachate collection system. Since this study was completed, staff have determined that a number of factors prevent some of the recommendations from being followed in sections of the Landfill, at certain times of the year. It is proposed that alternatives for upgrading the leachate collection system be investigated to ensure protection of environment.

Landfill environmental protection requirements are set out in the Ministry of the Environment Lands and Parks "Landfill Criteria for Municipal Solid Waste". The 1995 Regional Solid Waste Management Plan (SWMP) includes recommendations for upgrading the Vancouver Landfill to meet the requirements of the Landfill Criteria. To meet these requirements upgrades to the Landfill's leachate collection and containment system are necessary.

The SWMP also requires that an updated Design and Operating Plan be submitted to the Ministry of Environment Lands and Parks for approval.

DISCUSSION

To upgrade Vancouver Landfill environmental protection systems, three engineering studies have been initiated:

· Leachate Collection and Containment System Upgrades Project
· Design and Operating Plan
· Landfill Gas System Expansion Conceptual Design and Beneficial Use Feasibility.

On January 18, 1999 the City issued a Request for Proposals (RFP) for Leachate Collection and Containment System Upgrades. The project involves providing design alternatives and budget estimates to upgrade the leachate collection system.

Five consultants responded to the leachate system upgrade RFP, with costs ranging from $87,551.60 to $267,540, excluding GST. Based on an evaluation of the proposals, staff determined that Gartner Lee provided the best proposal to complete the project. Gartner Lee's proposal demonstrated the best understanding of the City's requirements and is expected to provide the least cost alternatives, and thus the best value for upgrading the leachate collection system while ensuring protection of the environment. Gartner Lee's study will cost $182,300 excluding GST. Gartner Lee has proposed to complete the project in six months.

Sperling Hansen Associates provided the second best proposal for the Leachate Collection and Containment Upgrades Project demonstrating a thorough understanding of the Landfill and its environmental protection requirements. Based on this understanding and Sperling Hansen's experience with landfill environmental protection systems, on March 12, 1999 they were invited to provide the City with a letter proposal to develop a Design and Operating (D&O) Plan for the Vancouver Landfill. The ultimate deliverable for this project is a Ministry of the Environment Lands and Parks approved D&O Plan. The study will primarily be a planning process, the final product of which will be a blueprint for the future development of the Landfill, including but not limited to, future LFG system and leachate control system development. If Sperling Hansen is not awarded the D&O Plan project, another consultant would need to redo work that Sperling Hansen previously completed that is required for the D&O Plan. Sperling Hansen has proposed to complete the project by October 30, 1999 for $114,885, excluding GST.

The Vancouver Landfill has operated a landfill gas (LFG) collection system since it was installed in 1991. It was originally constructed primarily for odour control, but has the added benefit of reducing greenhouse gas emissions. The collection system requires expansion onto approximately 38 hectares of the Landfill that has been filled since the installation of the LFG system.

In response to an RFP issued to four consultants, Conestoga Rovers & Associates (CRA) provided the best proposal at the least cost for developing a conceptual design and cost estimation of an expanded LFG system. CRA will also investigate the feasibility of Vancouver Landfill gas utilization, and prepare a plan for LFG beneficial use. The cost of this study is $29,962.20 excluding GST and is scheduled for completion by June 30, 1999. This project is an initial engineering study. The conceptual design and estimated budget will provide the necessary background for a larger project involving detailed engineering design, construction and implementation. Pending the outcome of this initial study, it is anticipated that construction of an expanded system could begin in the third quarter of 1999.

FINANCIAL IMPLICATIONS

The total cost of the Leachate Collection and Containment System Upgrades study and Design and Operating Plan is estimated at $297,185 excluding GST. Funding for these projects has been included in the 1999 Landfill Operating Budget. The Landfill operating costs are distributed to all users of the landfill via the Burns Bog Rate. Approximately 22 percent of the project cost is recovered from the Solid Waste Utility Fee. The fees established by Council for 1999 already include these costs.

The Landfill Gas System Expansion and Beneficial Use study and the Leachate Collection and Containment System Upgrades study are initial engineering studies required to determine the cost of constructing and implementing these systems. The anticipated cost of construction and implementation is several million dollars. Once these initial studies are complete and construction budgets are prepared, Council's approval will be sought for proceeding with project implementation.

ENVIRONMENTAL IMPACT

By completing the proposed studies and implementing the recommendations of the studies, the City will ensure that the Vancouver Landfill will continue to meet British Columbia's environmental standards.

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(c) 1998 City of Vancouver