Loading...
HomeMy WebLinkAboutPR 20058: AGREEMENT WITH SCS ENGINEERS FOR ENGINEERING SERVICES PERTAINING TO INSTALLATION OF SCALES AT THE LANDFILL City of art rthur Texas INTEROFFICE MEMORANDUM Public Works Department — Administrative Division Date: December 19, 2017 To: Harvey Robinson, Interim City Manager From: Armando Gutierrez, Jr., P. E., Public Works Director RE: P. R. No. 20058, Installation of Scales Introduction: Authorize an agreement with SCS Engineers of Bedford, Texas for design services related to the proposed installation of weight scales at the Landfill, reconfiguration of the entrance driveway, new weight scale office building, and landfill permit modification accordingly for a fee not to exceed $35,000. Background: In 2002, the City entered into a professional service agreement with SCS Engineers of Bedford, Texas for engineering and technical services associated with the compliance management plan for the Landfill. Since then SCS Engineers have assisted the City with Landfill permitting, permit modifications, air quality and water monitoring and other landfill management issues. As part of the plan, weight scales are to be installed to better measure the purchase of daily cover soil, accurately measure the waste received, calculate TCEQ disposal fees, and obtain better data for calculating remaining landfill life and related management and operating plans. Staff met with SCS Engineers to review the proposed scope and add geotechnical testing and a 30% design engineering report for better management of the final design. Staff also reviewed cost and find it reasonable. Budget Impact: Funds are available in the Public Works Landfill Division Professional Services account no. 625-1801-533.92-00. Recommendation: Recommend approval of the agreement with SCS Engineers for the engineering services related to the installation of scales at the City Landfill for a fee not to exceed $35,000. /aw "The vocation of Public Works is to serve the Public" P.R.20058 12/19/17 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH SCS ENGINEERS OF BEDFORD, TEXAS, FOR ENGINEERING SERVICES PERTAINING TO THE INSTALLATION OF SCALES AT THE CITY LANDFILL IN THE NOT TO EXCEED AMOUNT OF $35,000.00; FUNDS ARE AVAILABLE IN THE PUBLIC WORKS LANDFILL PROFESSIONAL SERVCIES ACCOUNT NUMBER 625-1801-533.92-00. WHEREAS, the Texas Commission on Environmental Quality (TCEQ) has approved a permit modification allowing for the implementation of scales at the Landfill; and, WHEREAS, adding these scales will better measure the purchase of daily cover soil, accurately measure the waste received, calculate TCEQ disposal fees, and obtain better data for calculating the life of the landfill; and, WHEREAS, an engineer will be required to perform the design phase for this installation; and, WHEREAS, SCS Engineers has performed numerous projects for the City regarding the Landfill's compliance management plan; and, WHEREAS, SCS Engineers of Bedford, Texas will perform the engineering service for a total price not to exceed$35,000 billed according to Exhibit"A"; now,therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Manager is hereby authorized to execute an agreement with SCS Engineers of Bedford, Texas to provide engineering services for the installation of scales at the City Landfill for a total price not to exceed$35,000, as delineated in Exhibit"A". THAT funding is available in FY2018 Budget Account No. 625-1801-533.92-00. THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this day of P.R.20058 12/19/17 aw A.D., 2018, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: • Councilmembers: NOES: Mayor ATTEST: APPROVED AS TO FORM: City Secretary City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FU N DS: AP.. Harvey Robinson Andrew Vasquez Interim City Manager Director of Finance ilt Armando Gutierrez, Jr., P. E. Cli 'on Williams Director of Public Works Purchasing Manager P.R.20058 12/19/17 aw Exhibit "A" Solid Waste Management Consultants 1901 Central Drive,Suite 550 Offices Nationwide • Bedford, Texas 76021 www.scsengineers.com 817.571.2288 Main SCS ENGINEERS November 10, 2017 Proposal No. 160093216 Mr. Armando Gutierrez Jr., PE, CFM Director of Public Works City of Port Arthur 444 4th Street Port Arthur, TX 77640 Subject: Scope of Engineering Services to Provide Plans, Specifications and Bid Documents for the Installation of Scales and Related Services at the City of Port Arthur Landfill Dear Mr. Gutierrez: Per your request, SCS Engineers (SCS) has revised this proposal to include geotechnical testing and a 30% design engineering report with recommendations. This report will provide assurance that all parties agree with the design approach prior to proceeding into preparation of the plans, specifications, and bid documents for the installation of scales at the Port Arthur landfill. With the recent issuance of TCEQ's approval of the related permit modification, this is the next step in the process of implementing the installation of scales at the landfill. As you know, the scales will assist the City in (1) controlling the cost of purchasing soil, (2) accurately determining the tonnage of waste received, and (3) improved accuracy of calculating the TCEQ disposal fees. Our proposed scope of services also includes assistance during bidding and construction phases of the project. We appreciate the opportunity to be of continued service to the City of Port Arthur. Please call with any questions or comments. Sincerely, , , J 1 Kevin D. Yard, P.E., BCEE Jeffrey Arrington, P.E. Vice President Project Manager SCS ENGINEERS SCS ENGINEERS TBPE Registration No. F-3407 Attachments: Project Approach cc: Mr. Rawetts Baaheth, Sr., City of Port Arthur City Hall Mr. Justin Thomas, City of Port Arthur Landfill .K'BD'P'vposalslPod Mh..,2016-IT.160261216.Scaly c-pla.ub,d doo P11101?Pt An SM.biO C-Phos docs City of Port Arthur Landfill Engineering Services for Prep of Bid Documents for New Scales PROJECT APPROACH ENGINEERING SERVICES FOR PREPARATION OF BID DOCUMENTS FOR NEW SCALES AT THE CITY OF PORT ARTHUR LANDFILL BACKGROUND SCS has developed the following scope of services to assist the City with installing scales at the Port Arthur Landfill. This scope includes the preparation construction plans, specifications and bid documents as well as providing technical support in bidding, award and construction representation. SCOPE OF SERVICES Task 1: Prepare 30% Design Engineering Report This task will include compiling the background information required to expand on the preliminary design of the scales and to prepare the bid documents for the construction of the scales and related facilities. This will include consideration of the currently permitted location and an alternate location. These locations will be assessed in terms of the following: • Efficiency of obtaining the tare weights of the empty vehicles • Overall traffic efficiency • Need to relocate the gatehouse and related utilities • Consistency with currently approved TCEQ permit documents • Other considerations that the City deems appropriate. It should also be noted that a relocation of the location of the scales as proposed in the recently approved permit application would not only entail the relocation of the gate house but also a permit modification requiring the approval of the Texas Commission on Environmental Quality. Following completion of this draft 30% report, we will discuss the report contents, including the discussion of alternate scale and scalehouse locations. It is assumed that an above-ground type scale with a concrete deck and a standard readout instrument for the scale house would be most appropriate for the City's landfill. Necessary background information will include: • Standard(boilerplate) front-end bid documents from the City's purchasing department. • Reviewing pertinent operational data from the City. • Develop a short list of scale manufacturers for bidding. • Summarizing desirable characteristics of scales from short-list of manufacturers. • Verify entrance road geometry with the City As a cost saving measure, it is assumed that this communication with the City can be managed with a conference call, at which time an agreement can be reached on the location of the scales and scalehouse. .N:'BO'Pmpemn b'.P. 111.2a l6-ITI602812I6.Scale c-plono-bid do.PI 110I P.%Et Sealca NdC-Plnn..do. SCS ENGINEERS City of Port Arthur Landfill Engineering Services for Prep of Bid Documents for New Scales Task 2: Geotechnical Testing of Subsurface for the Design of the Scale Support Structure SCS will subcontract with Science Engineering LTD to perform 2 soil borings up to 25 feet deep at the proposed location of the scales to determine the subsurface conditions and provide foundation recommendations for the scale platform. Task 3: Preparation of Plans, Specifications, and Bid Documents for the Installation of Scales In view of the turn-key installation services provided by a number of the scale manufacturers, SCS will prepare bid documents that will enable the scale manufacturers to respond to this procurement opportunity. This project also includes the widening of the landfill site entrance road to facilitate smooth flow of traffic. This task assumes that we will refine the concept design of the scale facility included in the permit documents in a manner suitable for inclusion in the bid documents. Drawings to be incorporated into the bid package will include, at a minimum,the following: • Cover sheet and Location Map • Dimension Control and Paving Plan • Site Grading and Drainage Plan • Sections and Details This task will also include compiling the general and technical specifications for the construction. For this Scope of Services, SCS has assumed that the City will provide the front-end documents that are applicable and current. The technical specifications will be developed by SCS for the project. This task includes development of an engineer's cost estimate including performing the necessary quantity take-offs for line items included in the scope of work for the project. Line items for this project will include such items as: mobilization/demobilization, scale equipment, scale installation, ancillary equipment, paving, etc. The engineer's estimates of probable cost of construction will be supported by volume quantity calculations for each line item. Task 4: Bidding Assistance This task includes assistance to the City during bidding, including: • Preparation of bid document packages for distribution to contractors and manufacturers. • Distribution of bid documents to contractors. For this task, SCS has assumed that the bid documents can be distributed electronically to contractors and manufacturers that are interested in bidding the job. • We have assumed that a pre-bid conference will not be required for the project. • Receiving written comments and questions from bidders, and coordinating responses with City staff. • Review of bidders' qualifications. • Review and compilation of bids, and submittal of award recommendation to City. Bpo DoProwls Pon Arthurt201,1,14028121fi.Scala c-Plon.-bld does\PI I IP,' VI SooIn PIno.doc< SCS ENGINEERS City of Port Arthur Landfill Engineering Services for Prep of Bid Documents for New Scales Task 5: Construction Representation SCS will assist the City during the construction phase to provide coordination with the scale contractor and interpretation of plans and specifications. Our services during this phase will consist of the following: • Attendance by a SCS representative at the pre-construction meeting with City staff and the selected contractor. • Review and response to clarification requests or change order requests received from contractor. • A construction site visit during critical stage of the scale construction. • Review of scale shop drawings. • SCS will conduct a final walk-through with City and Contractor. If necessary, SCS will provide the contractor with a punch list of items that need to be addressed prior to final acceptance by the City. • Confirmation of final acceptance of the completed project by SCS. Allowance The above scope is based on our years of experience with similar projects and our current understanding of site conditions. As you know, with construction projects and bidding, unanticipated issues may arise. To provide support to address such issues if they arise, we have established this Allowance task with a budget of$3,000. This budget will only be used with the City's prior authorization on a time-and-materials basis using the SCS fee schedule in effect at that time. Further, any charges to this task will be fully detailed in our invoice. PROJECT SCHEDULE We are ready to proceed with the project upon receiving authorization to proceed. FEE SCS proposes to provide these services for the lump sum fee noted in the following table. Task 1-5 services will be initiated upon the City's approval and will be invoiced on a lump sum. Charges to the Allowance, which will require the City's prior authorization, will be on a time-and-materials basis using SCS' current Schedule of Fees. Task Task Description Fee 1 Prepare 30%Design Engineering Report $4,000 2 Geotechnical Testing of Subsurface for Design of Scale Support Structure $2,500 3 Preparation of Plans, Specs., and Bid Documents for Installation of Scales $15,000 4 Bidding Assistance $4,000 5 Construction Representation $6,500 Subtotal Tasks 1 - 5 $32,000 Allowance $3,000 Total $35,000 M:¢uabw�t,Pon:wsu..aoisir.I6o2SIne.Scold-alar.medocsP111017 Ft So soaia nte.c-vmo..a� SCS ENGINEERS City of Port Arthur Landfill Engineering Services for Prep of Bid Documents for New Scales This fee and proposed scope of services are based on information available to SCS at this time. If conditions change, unforeseen circumstances are encountered, or work efforts are redirected, the fee estimate may require modification. Any costs in excess of the amount authorized by the City would require City's prior approval. CLOSING SCS appreciates this opportunity to continue providing these services at the City of Port Arthur Landfill. If you have any questions related to this proposal, please feel free to contact Kevin at (817) 358-6105 or Jeff at (817) 358-6111. N'BDRopoulYart,4Th 2OI64T16028B1G,$cpla c-plans-bidd& Fl 1017Pt ti 5mlo bid.0 Phm.dam SCS ENGINEERS SCS Project No.: AGREEMENT BETWEEN SCS AND CLIENT FOR PROFESSIONAL SERVICES This Agreement is made by and between the City of Port Arthur(hereafter"Client"),and Stearns, Conrad and Schmidt Consulting Engineers, Inc. dba SCS Engineers(hereafter"SCS"). WITNESSETH That for the considerations set forth below, the parties agree as follows: 1. Scope of Services: SCS shall provide professional services(hereafter"Services")for the project entitled, "Providing Plans, Specifications and Bid Documents for the Installation of Scales and Related Services at the City of Port Arthur Landfill",(hereafter"Project")as set forth in the attached 11/10/17 letter in accordance with the terms and conditions of this Agreement. 2. Basis of Compensation: as defined in SCS' 11/10/17 letter 3. Method of Invoicing: monthly as defined in SCS' 11/10/17 letter 4. Professional Retainer: not applicable 5. Other Terms: 6. General Conditions: a. Payments for invoices prepared by SCS are due and payable within 30 days of receipt. b. Client agrees to pay all costs and expenses of SCS, including reasonable attorney fees,arising out of or in connection with collecting amounts for which Client is responsible pursuant to this Agreement c. This Agreement may be terminated by either party upon 15 days'written notice to the other party. Upon termination, SCS shall be paid for all Services rendered to the date of termination together with any termination expenses incurred. d. Any work in addition to that described in Article 1 above performed at the request of the Client shall be compensated on a time-and-materials basis at the rates contained in SCS' Standard Fee Schedule in effect at the time of performance of the Services,said schedule being attached hereto. e. The parties hereto shall each maintain in full force and effect Commercial General Liability insurance with coverage limits which are reasonable in light of the Services to be undertaken, and Workers' Compensation Insurance as required by law. SCS will maintain liability insurance in the minimum amount of $1,000,000. f. Any drawings, specifications, reports,, data and notes developed pursuant to this Agreement are instruments of service, and as such the original documents, tracings, and field notes are and remain the property of SCS. Copies will be made available to the city upon request. M:BDNrop1Pt ArlM,r2016-17\..\C-121917 Agrmt,Scale C-plans-Ind does ineamirirrnin g. Neither party shall delegate its duties under this Agreement without the written consent of the other party. Each party binds itself to the successors, administrators and assigns of the other party in respect of all covenants of this Agreement. h. The parties agree that the following allocation of liability in the projects undertaken hereunder. The parties agree that SCS' liability under this Agreement and for the Project shall be limited to the amount covered, if any, by SCS' liability insurance then in effect, or the amount of SCS' total fees hereunder (whichever is greater). The Client may pay for the assumption of additional liability by SCS as a separate line item in Article 2 above. i. Unless otherwise expressly stated in the Scope of Services,SCS shall have no responsibility for site health and safety, except with respect to the activities of SCS and its subcontractors. In no event shall SCS be responsible for the means, methods or manner of performance of any persons other than SCS and SCS' subcontractors. j. Client agrees that SCS will not be responsible for liability caused by the presence or release of hazardous substances or contaminants at the site, unless the release results from the sole negligence of SCS or its subcontractors. The Client will either make others responsible for liabilities due to such conditions, or will indemnify,defend and save harmless SCS from such liabilities. At no time shall title to hazardous substances, solid wastes,petroleum contaminated soil or other regulated substances pass to SCS,nor shall any provision of this Agreement be interpreted to permit or obligate SCS to assume the status of a "generator," "owner," "operator,""transporter,""arranger"or"treatment,storage or disposal facility"under state or federal law. The provisions of this Article 6j shall survive any termination of this Agreement. k. SCS shall be entitled to rely on information provided by Client. SCS shall be entitled to an equitable adjustment in the price and schedule,as agreed by the Client,if conditions differ materially from information provided by Client, or differ from what could reasonably be anticipated given the nature of the Services. 7. For the purposes of this Agreement,the term"SCS Engineers"shall mean Stearns, Conrad and Schmidt Consulting Engineers, Inc. 8. This contract is subject to the annual budget process of the City and the availability of funds. If the City is not able to budget funds,then SCS will be notified accordingly. IN WITNESS WHEREOF,the parties have caused this Agreement to be executed by their duly authorized representatives as of the last date written below. SCS ENGINEERS: CITY OF PORT ARTHUR,TEXAS BY: / BY: NAME: Kevin D. Yard, P.E., BCEE NAME: TITLE: Vice President TITLE: DATE: December 19, 2017 DATE: 2 131)41,033006 Pat M2016-17160231216 Smle o-plensbid das'C 121917 Agml Sock f-013ns.6ad Jaz dm