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HomeMy WebLinkAboutEBA Engineering 2026-01-26; Amendment 1 2026-06-30COU No. 2526-164-A1 CITY OF UKIAH AMENDMENT NO. 1 TO PROFESSIONAL SERVICES CONTRACT 2526-164-A1 BETWEEN EBA ENGINEERING and THE CITY OF UKIAH This Amendment No. 1, entered on June 25th, 2026 revises the Agreement for Professional services dated January 26th, 2026 between the City of Ukiah and EBA Engineering, for professional services relating to Environmental Monitoring and Reporting Services for the Ukiah Landfill. This Amendment No. 1 adds additional Scope of Work per Exhibit 1 and adds an additional $4,590. This revises the total, not-to-exceed amount to $80,401. Except as expressly amended by this Amendment, all other terms remain unchanged and in full force and effect. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AMENDMENT ON THE EFFECTIVE DATE: EBA ENGINEERING BY: DATE: PRINT NAME: CITY OF UKIAH BY: DATE: SAGE SANGIACOMO, CITY MANAGER ATTEST BY: DATE: KRISTINE LAWLER, CITY CLERK Nazar Eljumaily 06/25/2026 07/01/2026 6/30/2026 825 Sonoma Avenue, Suite C Santa Rosa, California 95404 707)544-0784 FAX (707)544-0866 www.ebagroup.com June 3, 2026 Jason Benson, PE City of Ukiah – Department of Public Works 300 Seminary Avenue Ukiah, CA 95482 SUBJECT: COST ESTIMATE PROPOSAL FOR REQUESTED CONTRACT AMENDMENT CITY OF UKIAH PROFESSIONAL SERVICE AGREEMENT 2526-164 CITY OF UKIAH LANDFILL MENDOCINO COUNTY, CALIFORNIA EBA PROJECT NO. 02-958 Dear Mr. Benson: This Cost Estimate Proposal for a Requested Contract Amendment (Proposal) has been prepared for EBA Engineering’s Professional Service Agreement 2526-164 Contract) with the City of Ukiah (City). The proposal is being submitted to account for additional time associated with surface emissions monitoring (SEM) which is currently performed at the City of Ukiah Landfill (Landfill) under Task 6 as described in EBA’s January 15, 2026 proposal (Attachment A of the Contract documents). REQUESTED REVISION TO TASK 6 - SURFACE EMISSIONS MONITORING Quarterly SEM is required by the current Landfill Methane Rule (LMR), as outlined within Title 17 of the California Code of Regulations (17CCR) Sections 95462 – 95475. EBA has been performing these services for the City since resumption of SEM in Second Quarter 2025 using a alternate walking pattern as proposed in a May 13, 2025 Alternative Compliance Option (ACO) request submitted to the Mendocino Air Quality Management District (MCAQMD) and the California Air Resources Control Board CARB). The alternate walking pattern requested in the ACO was related to health and safety issues related to performing SEM using the prescriptive 25-foot spacing in light of the steep (2:1) slopes present at the landfill. Whereas the alternative walking pattern was previously approved by the MCAQMD approximately 10 years earlier, the May 13, 2025 ACO was formally denied by the regulatory agencies upon resumption of SEM. As discussed in subsequent meetings with CARB, the MCAQMD, the City, and EBA, the alternative walking pattern is currently being used while a resubmittal of the ACO is being prepared to address comments provided by the regulatory agencies. As discussed in email correspondence dated June 2, 2026 and a subsequent telephone conversation with the City on June 3, 2026, EBA mobilized to the Landfill on June 2, 2026 to perform the Second Quarter 2026 SEM. However, multiple wild hogs were EXHIBIT 1 observed roaming through the high grass which made for unsafe conditions for our field staff. As such, the SEM event was postponed. The SEM involves 2-3 days of walking the surface of the Landfill at distances far from the safety of a vehicle to retreat to. As such, an unexpected wild hog encounter would be potentially dangerous. The steep slopes and other safety concerns noted in the last ACO submitted to CARB and the MCAQMD are compounded by the presence of the wild hogs. Based on these conditions, EBA requested partial mowing of the Landfill. Being able to see the hogs approaching would decrease the associated risk and allow for more time to respond. Mowing efforts are currently underway. EBA appreciates the City’s efforts to address this issue. Additionally, EBA plans to make the following changes to the field work process to address the health and safety issues posed by the wild hogs: 1.) Equipping our field staff with wildlife deterrent spray (bear spray) and providing appropriate training for its use. 2.) Implementing a “buddy system” for field work at the Landfill which occurs at a far enough distance from a vehicle where safe retreat is not an option. Going forward, the completion of SEM will require two field technicians. Implementation of the buddy system will not have an effect on other landfill monitoring activities since they either occur at close proximity to a vehicle and/or already have two field technicians assigned due to the nature of the scope of work. Due to the increased labor associated with implementing the buddy system to address the health and safety issues at the Landfill posed by the presence of wild hogs, EBA requests that an amendment be issued for the current Contract (2526-164). The requested contract amendment amount is $4,590.00 as summarized in the attached cost estimate spreadsheet. EBA appreciates the City’s consideration of this request. If the additional labor costs to have a second EBA field technician present for SEM is cost prohibitive, alternate options previously discussed with the City include: a.) quarterly SEM and associated verification testing to be performed by City personnel (training would be provided by EBA) or b.) submitting a new ACO to the regulatory agencies proposing the use of drone equipment for SEM. A copy of the previously provided January 14, 2026 quote from Sniffer Robotics for drone SEM is also attached to this Proposal for your consideration. Lastly, EBA understands that the City is currently applying for a depredation permit with the California Department of Fish and Wildlife to allow for mitigation of the wild hogs which will be especially important during and following the upcoming closure of the Landfill. If hog removal becomes viable and the wild hogs are mitigated, then the additional costs for SEM would not be necessary since the scope of work would no longer require employing the buddy system that is currently required by the wild hog situation. REQUESTED REVISION TO CONTRACT PERIOD During the June 3, 2026 telephone conversation with the City, we also discussed extending the project term through July 31, 2026. The Contract currently requires all work to be completed by June 30, 2026. However, the Second Quarter 2026 Monitoring Report is due to the North Coast Regional Water Quality Control Board on July 15, 2026, so some work will need to continue into July. CLOSING We trust this provides the information you require at this time. If you have any comments or questions, please call us at (707) 544-0784. Sincerely, EBA ENGINEERING Max Kruzic, PG, CHG, QSD Senior Geologist ATTACHED Cost Estimate Spreadsheet Standard Schedule of Rates and Fees January 14, 2026 Sniffer Robotics Preliminary Quote for Drone SEM Monitoring (not included in the costs detailed herein and provided for informational purposes) Project Env. Total EBA Materials ESTIMATED Manager / Scientist / EBA TASK Task Senior Staff Hours TOTAL Geologist Geologist Mileage & COSTS Misc. 190.00 $135.00 Task 6: Surface Emissions Monitoring (Original Contract Budget) 6 88 94 13,020.00$ 3,340.00$ 16,360.00$ Task 6a - First Quarter 2026 SEM 2 32 34 4,700.00$ 1,336.00$ 6,036.00$ Task 6b - Second Quarter 2026 SEM 2 32 34 4,700.00$ 1,336.00$ 6,036.00$ Task 6c - As-Needed Verification Testing (assume one verification event per quarter) 2 24 26 3,620.00$ 668.00$ 4,288.00$ Task 6: Surface Emissions Monitoring (Requested Contract Amendment Amount 0 34 34 4,590.00$ -$ 4,590.00$ Task 6a - Additional Labor (Not Applicable)00 0 -$ -$ -$ Task 6b - Additional Labor 0 24 24 3,240.00$ -$ 3,240.00$ Task 6c - Additional Labor (Second Quarter 2026 Only) 0 10 10 1,350.00$ -$ 1,350.00$ CITY OF UKIAH LANDFILL PROFESSIONAL SERVICE AGREEMENT 2526-14 LABOR COST ESTIMATE SUMMARY TASK 6 CONTRACT AMENDMENT EBA ENGINEERING STANDARD SCHEDULE OF FEES 2024 2025 2026 2027 2028 Principal Geologist / Principal Engineer $230 - $250 $240 - $260 $250 – $270 $260 - $280 $270 - $290 / hr. Project Manager $160 - $210 $165 - $220 $170 - $230 $180 - $240 $190 - $250 / hr. Senior Geologist / Senior Engineer $150 - $190 $155 - $195 $160 - $200 $170 - $210 $180 - $220 / hr. Senior Project Geologist / Engineer $140 - $170 $145 - $175 $150 - $180 $160 - $190 $170 - $200 / hr. Project Geologist / Project Engineer $135 - $170 $140 - $175 $145 - $180 $155 - $190 $165 - $200 / hr. Staff Geologist / Staff Engineer $100 - $135 $105 - $140 $110 - $145 $120 - $155 $130 - $165 / hr. CEQA Practitioner $150 $155 $160 $170 $180 / hr. Survey: 3 Man Crew $380 $395 $410 $420 $430 / hr. Survey: 2 Man Crew $300 $310 $320 $330 $340 / hr. Survey Travel: 2 Man Crew $200 $210 $220 $230 $240 / hr. Survey: 1 Man Crew $190 $195 $200 $210 $220 / hr. Surveyor $175 - $200 $180 - $210 $185 - $220 $190 - $230 $195 - $240 Senior Survey Technician $130 - $150 $135 - $155 $140 - 160 $150 - $170 $160 - $180 / hr. Survey Technician $90 - $125 $95 - $130 $100 - $135 $110 - $145 $120 - $155 / hr. Senior Environmental Scientist / Specialist $130 - $175 $135 - $180 $140 - $185 $150 - $195 $160 - $200 / hr. Environmental Scientist / Specialist $75 - $125 $80 - $130 $85 - $135 $95 - $145 $105 - $155 / hr. Design Draftsperson $115 - $135 $120 - $140 $125 - $145 $135 - $155 $145 - $165 / hr. Drafting Technician $95 - $115 $100 - $160 $105 - $165 $115 - $175 $125 - $185 / hr. Clerical $65 $70 $75 $85 $95 / hr. Administrative $70 $75 $80 $90 $100 / hr. Systems Manager $80 $85 $90 $100 $110 / hr. Depositions or Court Proceedings: 200% of usual rates Subconsultants: Cost plus 15% Prints and Materials: Cost plus 15% Miscellaneous Expenses: Cost plus 15% Prevailing wage rates may be adjusted based on DIR wage determinations. Rates effective January 2024 through December 2028. Fees may increase between 3% - 5% upon the start of each new fiscal year. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 1 of 11 January 14, 2026 Max Kruzic, P.G., C.Hg., QSD EBA Engineering 825 Sonoma Avenue Santa Rosa, CA 95404 Dear Max: Thank you for the opportunity to provide this proposal for quarterly methane emissions monitoring services for closed Ukiah Landfill in Ukiah, California. Our proposal is for US EPA approved OTM-51 / ALT-150 surface emissions monitoring services (featuring the SnifferDRONE ™). Our team has extensive emissions monitoring experience providing such services to companies and sites throughout the United States. Our company has over 5,000 drone flights and currently operates on more than 150 landfills throughout the United States, Canada, and South America. Our tools, processes, and methods offer customers the industry’s most precise and actionable information useful for operations and helpful for reducing environmental impact. PROPOSED SCOPE OF WORK This proposal assumes an inspection area of approximately 40 acres, as outlined in the image to the right. The work, as defined by the regulations, requires quarterly inspections involving an initial inspection with up to four additional follow-up inspections (per exceedance) to verify leak locations have been remediated. We are providing the following brief on the work to be performed for this purpose but defer to the regulations for complete details. Please note pricing listed in this proposal is budgetary based on our current understanding of the upcoming LMR. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 2 of 11 Initial Inspection All work and reports thereof will be performed in accordance with OTM -51/ALT-150 and LMR. SnifferDRONE™ CH4 - our patented Unmanned Aerial System (UAS) will be flown by a Sniffer fully trained FAA Part 107 Certified Remote Pilot to comprehensively collect at -ground methane emissions data over the study area. Data will be collected via the SnifferDRONE over the inspection designated NSPS area at 7.5m spacing, within the waste boundary of the site (except for active and hazardous areas). EBA Engineering technicians will perform manual verification of all leak locations 200 parts per million (ppm) reported by the SnifferDRONE, and manual inspection of all penetration locations. For locations where manually measured methane emissions are 500 ppm, the technician will place a flag and take a photo of the location and submit along with their daily inspection report. GIS Reporting, Analytics, and Calculations – Data collected by the SnifferDRONE will be processed and analyzed to provide actionable information for your purposes. The deliverables for the project include: An Initial Inspection Daily Report will be provided by noon the following day with the following details: An Instantaneous Map and summary table will be provided, listing the exceedances above 500ppm detected during the initial inspection. The table will consist of the following columns: leak no., date & time of inspection, GPS coordinates of leak location (lat/long), recorded leak location concentration from the SnifferDRONE, penetration ID, manually measured methane peak concentration, possible root cause, and class (penetration or surface). Refer to the Appendix for an example. An Integrated Map will be provided, including a 50,000 sf grid superimposed over the landfill waste boundary, color coded to indicate areas above the 25 ppmv average. Refer to the Appendix for an example. Weather data with upwind/downwind measurements. A map for quality assurance showing the SnifferDRONE data collection coverage over the site (30m buffer over each data point). Calibration report(s) with gas certs. NOTE: Daily Inspection Reports are internal reports for operational and remediation purposes and are not meant for regulatory dissemination. An example of the report is provided in the Appendix. Reports for follow-up inspections are outlined in the next section. A Final Quarterly Compliance Report for regulatory dissemination will be provided. This proposal includes 1 subscription to the SnifferVIEW™ app for mobile and desktop viewing of data, and 1 subscription to the Sniffer Field Ops™ app for the ability to upload data in the field. Additional subscriptions can be purchased in the “Options” section below. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 3 of 11 Follow-Up Inspections EBA Engineering field technicians will perform follow-up inspections (10, 20, 1-Month, +10-day) in accordance with regulatory requirements and as required. A Daily Inspection Report will be provided by noon the following day with the results of the follow -up inspection. Like the initial inspection report, this report will include the measured methane concentration at the leak location, GPS coordinates (lat/lo ng), a photo of the flag and/or inspection area, and additional pertinent field technician comments. The report will also include ppmv averages of grid areas that were re-inspected as required. PRICING Budgetary pricing to perform this work under a minimum of a 1-year contract is provided below. Please note this pricing reflects our current staffing and understanding of the upcoming LMR. Scenario A: Max 4 Follow-Ups Per Quarter Service Price Each Max No. per Quarter Max Price/QTR Total Year Initial Inspection $9,000 1 $9,000 $36,000 Follow-Up Inspection Reporting $1,250 41 $5,000 $20,000 SnifferVIEW access $600 - - $600 Sniffer Field Ops access $800 - - $800 Training Mobilization +10% - - - Maximum Annual Total $14,000 $57,400 1Please note that pricing reflects the maximum possible number of 4 follow -ups per quarter (10-day, 20- day, 1-month, +10-day). Follow-up inspections are priced individually and will be invoiced separately as needed. Scenario B: 2 Follow-Ups Per Quarter Service Price Each No. per Quarter Price/QTR Total Year Initial Inspection $9,000 1 $9,000 $36,000 Follow-Up Inspection Reporting $1,250 21 $2,500 $10,000 Additional Follow-Ups as Needed $1,250 - - - SnifferVIEW access $600 - - $600 Sniffer Field Ops access $800 - - $800 Training Mobilization +10% - - - Annual Total $11,500 $47,400 1Please note that pricing reflects a median number of 2 follow-ups per quarter (10-day, 1-month). Follow- up inspections are priced individually and will be invoiced separately as needed. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 4 of 11 OPTIONS Option Price Software Solutions – SnifferVIEW™ Though all reports and maps will be provided as pdf engineering drawings, online access is available for all data, information, and analytics via our geospatial portals. Online access is the most efficient way to view / export survey results and details, and allows for dynamic viewing and comparison temporally. Includes viewing access for mobile and desktop. 600/user/year Software Solutions – Sniffer Field Ops™ Includes ability to input data in the field via mobile device. 600/user/year Estimated Methane Fugitive Emissions Calculations (Quantification) - Data captured from the SnifferDRONE can be used for estimating fugitive emissions through Sniffer’s partnership with Project Canary, as per the details provided in the appendix. Data can be aggregated into regions over the landfill area for specific emissions estimates calculated for specific regions. For example, emissions can be estimated by cover system, over a gas collection system or area without a gas collection system, cells, or other boundaries. 2,000/calculation Gas Upgrade and Positive Pressure Inspection . An inspection of emissions over the landfill may be considered incomplete if an inspection of the gas upgrade and positive pressure systems is also not performed. Sniffer provides manual inspection of these systems per US EPA Method 21 (M21). Utilizing h and-held highly sensitive methane detectors, our trained technician will inspect the key components to detect and isolate methane leaks, flag the location, photograph, and record details within our Sniffer Field Ops (SFO) mobile application. Price TBD An Interpolated Map (commonly referred to as “heat map”) can be provided graphically depicting emissions as measured over the landfill. This map is intended to be insightful and helpful for operational benefits. 500/report An Emissions Change Map showing areas of increased/decreased methane emissions between events can be provided. This map is also used to identify consistent or intermittent emissions over areas for consideration of plans for increased gas collection. 500/report An Industry Perspective Report placing your site within the distribution of a large number of SnifferDRONE surveys at the end of the contract to offer a clear, data- driven perspective on how your site compares to the industry. An example report can be provided upon request. 1,500 Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 5 of 11 CONDITIONS OF THE QUOTATION Pricing provided in this proposal is valid for 90 days. Prices provided assume a minimum of a 1-year contract. Budgetary prices include the scope described in this proposal. Changes to scope may result in a price review. Payment terms: net-30 from invoice date. All sites will be readily accessible to allow Sniffer to work as prescribed . If work is stopped, not due to Sniffer’s cause, a stand-by rate of $2,000 per day applies. As acreage for inspection increases, Sniffer reserves the right to adjust price accordingly. Sniffer reserves the right to use a subcontractor to complete this work onsite. SAFETY STATEMENT Sniffer’s Standard Operating Procedures (SOP) require all field technicians and pilots to wear appropriate PPE when onsite. At a minimum, Sniffer’s SOP requires Class 1 Hi-Vis vest, steel toe boots, and an H2S gas monitor, suntan lotion, tick, and mosquito repellent. If additional or different PPE is required for these sites, please advise in advance so we can properly prepare our technicians. Sniffer’s pilots also work safely in accordance with FAA regulations. CLOSING Thank you again for the opportunity to provide this quotation for services. Additional information about our services, technology, and solutions can be found on our website at www.snifferrobotics.com. Regards, Rob Reale Sniffer Robotics, Inc. Proposal Accepted By: Name and Title Signature Date Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 6 of 11 APPENDIX Daily Inspection Report The daily inspection report is emailed after each inspection by noon the following day. It is intended to be an internal report with actionable information. The example below is for OTM -51 / ALT-150 initial inspections though the daily inspection report for follow-up inspections has similar content. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 7 of 11 Integrated Map Depicts the aggregated methane concentrations over 50,000 sf grids, collected via the SnifferDRONE above the compliance threshold (25 ppmv) mapped over the surface of the landfill within the boundary area. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 8 of 11 Interpolated Map Used to visualize the range of methane emissions over the entire study area. The map’s color scale will be determined during post-processing with the highest color (red) based on the maximum measured methane concentration (ppm) from the SnifferDRONE. Also included with this map is a statistical histogram for all methane data captured from the SnifferDRONE. Also note that histogram, as shown in the image above, is also provided. The histogram is a useful reference since it depicts the distribution of all methane point-source concentration values as measured over the entire area. The measured concentrations ar e plotted with statistical measures including the average, median, and standard deviation are reported. This information is helpful when compared to other landfills and/or after operational improvements are made. The methane concentration statistics are also correlated to the estimated fugitive methane emissions. As emissions are reduced, the statistical data also improves. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 9 of 11 Estimated Fugitive Methane Emissions Calculations (Quantification) Sniffer Robotics and Project Canary have integrated cutting -edge drone sensing with advanced atmospheric modeling to deliver high-confidence methane inventories. Sniffer Robotics’ SnifferDRONE™ platform performed systematic, low-altitude surveys— capturing ground-level CH concentration while simultaneously logging on-board IMU/GPS data to infer local wind vectors. Project Canary applied a physics-based inverse-plume modeling framework to the paired concentration and wind vector measurements. By fitting a Gaussian dispersion kernel to the observed CH anomalies and solving for the underlying source strengths, we recover both the total site flux and a spatial map of local emission “hotspots. NOTE: These deliverables are intended to provide an informed perspective on site level methane emissions but are offered solely as best estimates derived from environmental sampling and modeling. They are not approved for regulatory compliance, and although we have incorporated uncertainty quantification to characterize confidence bounds, actual emissions may vary due to sampling variability, atmospheric conditions, and modeling assumptions. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 10 of 11 Methane Emissions Change Map Used to visually depict the change in measured methane concentrations as measured by the SnifferDRONE between separate events, this visualization confirms remedial actions and presents opportunities for increased gas collection. Sniffer Robotics, Inc. | 330 E. Liberty St., Lower Level, Ann Arbor, MI 48104 info@SnifferRobotics.com | (855) 476-4333 Page 11 of 11 Gas Upgrade and Positive Pressure Inspection for Methane Emissions Sniffer’s inspection team performs inspection of RNG and Biogas mechanical and gas production facilities throughout the US. Using US EPA Method 21 inspection protocol, we will: Identify equipment and locations to be monitored. Determine the best monitoring technique for each location. Provide inspection reports with details via our mobile software app. Develop a Site-Specific Emissions Monitoring Plan, frequency of monitoring, and tools for follow -up inspections. Available at an additional cost. Our daily inspection report provides details of all measured methane leak sources and photos of the inspection.