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Home My WebLink AboutPR 20351: AMENDMENT TO CONTRACT WITH SCS ENGINEERS FOR SERVICES PERTAINING TO THE INSTALLATION OF SCALES AT THE LANDFILL ,. ,., _.._... 4 ___ City of - \ ort ,-thur Texas INTEROFFICE MEMORANDUM PUBLIC WORKS DEPARTMENT Administration Division To: Harvey Robinson, Interim City Manager From: Armando Gutierrez, Jr., Director of Public Worksif Date: July 19, 2018 RE: P. R. 20351 RECOMMENDATION: Approval of Proposed Resolution No. 20351 authorizing an amendment to the professional service contract between the City and SCS Engineers of Bedford, Texas for engineering services pertaining to the installation of scales at the Landfill. This agreement presents modification to the permit for the updates to the site entrance and exit as well as relocation of the gate house and proposed different location for the scales at the City of Port Arthur Landfill with a projected budgetary impact of$12,000. BACKGROUND: SCS Engineers has been the City's primary design firm for the City's Landfill improvements for a number of years. The installation of the scales is to assist with better measure of waste received at the Landfill. This modification is to update the site entrance and exit road as well as relocating the gate house and scales. BUDGET CONSIDERATIONS: Funds are provided in account no. 625-1801-533.92-00, Public Works Department Landfill Division—Professional Services account. /aw "Remember we are here to serve the Citizens of Port Arthur" P.R.20351 7/19/18 aw RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND SCS ENGINEERS OF BEDFORD, TEXAS FOR THE RELOCATION OF THE GATE HOUSE AND SCALES AT THE CITY'S LANDFILL; FUNDS ARE AVAILABLE IN THE CAPITAL EQUIPMENT REPLACEMENT SOLID WASTE EQUIPMENT ACCOUNT NO. 625-1801-533.92-00. WHEREAS,pre Resolution No. 18-022,the City Council approved a contract to provide engineering services for the installation of scales at the City's Landfill; and, WHEREAS, SCS Engineers has submitted a request to amend their professional services contract for additional services for an update to the site entrance and exit road as well as relocation of the gate house and scale with a projected budgetary impact of $12,000, Exhibit "A"; now therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct. THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to execute a contract amendment to the engineering services contract with SCS Engineers of Bedford, Texas for the installation of scales adding $12,000 to a new contract total of$47,000; and, THAT, funding is available in Capital Equipment Replacement Solid Waste Equipment Account no. 625-1801-533.92-00; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P. R.20351 7/19/18 aw READ, ADOPTED, AND APPROVED this the day of , A.D. 2018 at a meeting of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: Noes: Mayor ATTEST: APPROVED AS T FORM: Sherri Bellard V // -r24) alecia Tizeno City Secretary City Attorney APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABLITY OF FU DS: Harvey Robinson Andrew Vasquez Acting City Manager Director of Finance b, ‘A4144(Ai,- Armando Gutierrez, Jr., P. E. Clift• Williams Public Works Director Purchasing Manager P. R.20351 7/19/18 aw Exhibit "A" Solid Waste Management Consultants 1901 Central Drive, Suite 550 Offices Nationwide Bedford,Texas 76021 www.scsengineers.com $17.571.2288 Main SCS ENGINEERS July 18, 2018 Proposal No. 160115218 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 Prepare a TCEQ Permit Modification for the Relocation of the Gate House and Scales at the City of Port Arthur Landfill Dear Mr. Gutierrez: As discussed, SCS Engineers (SCS) is pleased to present this proposed scope of services to the City of Port Arthur for the preparation and submittal of a permit modification to update the site entrance and exit road as well as relocation of the gate house and proposed scales in a different location at the City's Landfill to the Texas Commission on Environmental Quality(TCEQ). As you know, in view of our extensive experience with landfill permitting and design and our familiarity with the City of Port Arthur Landfill, we are well-qualified to perform this service in a most cost-effective manner. In particular, we are familiar with the site-specific considerations at the City's Landfill, including the Landfill's permit plans and Site Operating Plan. In order to keep the project on schedule for installation of the scales as soon as possible,we are ready to initiate this project upon your issuance of a Purchase Order. We appreciate the opportunity to be of continued service to the City of Port Arthur. Please call with any questions or comments. Sincerely, (..?" C)iijr\klae Kevin D.Yard, P.E.,BCEE Jeffrey Arrington, P.E. Vice President Project Manager SCS ENGINEERS SCS ENGINEERS Attachments: Project Approach MHDViopoe.4Wat MTh..,3018 W]1818 Pt Mt Scala pama mod.doc PROJECT APPROACH ENGINEERING SERVICES FOR PERMIT MODIFICATION TO RELOCATE GATEHOUSE AND SCALES AT THE CITY OF PORT ARTHUR LANDFILL BACKGROUND SCS prepared a Design Report for the installation of the new scales dated June 2018. The report recommended the relocation of the gate house from the current location to the connector road between the landfill entrance and exit roads. Prior to proceeding with the development of these features, it is necessary to modify the landfill permit to incorporate the exit road as well as the relocated gate house. The permit modification may require a notice due to the addition of the landfill exit road. This scope addresses the revised landfill entrance improvements recommended in the SCS Scale Design Report. Following issuance of the permit modification by TCEQ, SCS will advise the City regarding the subsequent phases of development for these improvements. SCOPE OF SERVICES Task 1 : Preparation and Submittal of a Permit Modification to the TCEQ for Relocated Gate House and Scale Additions and the Current Landfill Exit Road. Develop Permit Modification Documents. The purpose of this task is to prepare a permit modification request for submittal to the TCEQ. We have assumed that the current permit documents, such as Drawing 1.3, 1.3A which show the current entrance as "Site Entrance" will be adequate to support this being reviewed as a noticed permit modification. SCS will prepare a permit modification request for submittal to the TCEQ to revise the currently approved permit documents to reflect the relocation of the gate house and proposed scales at the entrance to the landfill. The current landfill exit road will be included in this permit modification. As such, we envision that this permit modification application will include the following: • Complete the required sections of the Part 1 Application form. • Revise the following sections of the permit documents to address the addition of scales: o Site Operating Plan o Site Development Plan Narrative • Revision of the Site Plans 1.3 and 1.3A depicting the proposed scales and gate house at site entrance location • Submit the Permit Modification Application to the TCEQ MSW Permits Section • Submit the $150 TCEQ permit fee to the TCEQ Chief Clerk's Office • Determine the list of property owners within a quarter mile from the Jefferson County appraisal district records. P071818 Pt Art Scales permit mod SCS ENGINEERS Armando Gutierrez, Jr., P.E., CFM July 19, 2018 Page 3 • Develop a list of appropriate agencies and parties to be notified consistent with TCEQ rules (30 TAC §39.413. Task 2: Review Comments and Notice Preparation Follow-up to Submittal of the Permit Modification. SCS' effort following the submittal of the permit modification application will include the following: • Address comments from the TCEQ's Technical Review Team. • In view of the nature of this proposed change, we anticipate that comments on the application will be minor. • Prepare and distribute notices in accordance with §39.106 to all persons listed under §39.413. • Note: Since this modification will not impact the traffic on State Highway 73, we have assumed that no communication with the Texas Department of Transportation will be needed. PROJECT SCHEDULE We are ready to proceed with the project upon receiving authorization to proceed. We plan to submit a draft of the permit modification to City within four weeks of the City's authorization. FEE SCS proposes to provide these services for a lump sum fee noted in the following table. Task Task Description Fee 1 Preparation of Noticed Permit Application for the Revised $9,000 Location of the Landfill Scalehouse and Related Entrance Road Improvements 2 Review and Notice Preparation $3,000 Total $12,000 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. M:\BD\Propoaeb\Port Arthurt2018\P071818 Pt Art Scales permit mod.doc SCS ENGINEERS