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HomeMy WebLinkAboutPR 22172: PERMIT MODIFICATION FOR USE OF COMMERCIAL FOAM OR SPRAY ON PRODUCTS AS ALTERNATIVE DAILY COVER AT THE CITY OF PORT ARTHUR LANDFILL Cnj i, r rrhu r le.rus INTEROFFICE MEMORANDUM Date: September 24, 2021 To: The Honorable Mayor and City Council Through: Ronald Burton, City Manager From: Flozelle Roberts, Public Works Directo RE: PR 22172 — Proposal to Prepare a Tern rary Authorization and Permit Modification for Use of Commercial Foam or Spray On Products as Alternative Daily Cover at the City of Port Arthur Landfill Introduction: The intent of this Agenda Item is to seek City Council's approval for City Manager to enter into a contract with SCS Engineers to Prepare a Temporary Authorization and Permit Modification for Use of Commercial Foam or Spray On Products as Alternative Daily Cover at the City of Port Arthur Landfill. Background: The use of any alternative daily cover (ADC) is regulated by the TCEQ regulation 30 TAC 330.165(d). This requires that ADC may only be allowed by temporary authorization followed by a permit modification. An initial temporary authorization will be applied for a period of 180 days. A second temporary authorization will be requested for an additional 180 days. The use of commercial foam or spray on products as an ADC, based on its application at numerous landfills in Texas, will significantly reduce the need to purchase imported soil cover, thereby creating a notable savings to the City of Port Arthur. In addition, the use of ADC will have the associated benefit of saving landfill capacity, thereby extending the life of the landfill. Budget Impact: The total budgetary impact for this contract is not to exceed $24,700.00 unless additional requests are made by TCEQ. They are budgeted items and will come from Public Works Landfill Account No. 403-50-320-5420-00-00-000, Professional Services, for Construction Plans and Bid Documents for the Preparation of a Temporary Authorization and Permit "Remember,we are here to serve the Citizens of Port Arthur" Crr. tip?, r t it u�� Texas Modification for Use of Commercial Foam or Spray On Products as Alternative Daily Cover at the City of Port Arthur Landfill. Recommendation: It is recommended that City Council approve PR 22172, allowing City Manager to enter into a contract with SCS Engineers for Preparation a Temporary Authorization and Permit Modification for Use of Commercial Foam or Spray On Products as Alternative Daily Cover at the City of Port Arthur Landfill. "Remember,we are here to serve the Citizens of Port Arthur" P. R. No. 22172 9/24/21 bw Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES CONTRACT FOR THE PREPARATION OF A TEMPORARY AUTHORIZATION AND PERMIT MODIFICATION FOR USE OF COMMERCIAL FOAM OR SPRAY ON PRODUCTS AS ALTERNATIVE DAILY COVER AT THE CITY OF PORT ARTHUR LANDFILL FOR THE PUBLIC WORKS DEPARTMENT WITH SCS ENGINEERS OF HOUSTON, TEXAS, IN THE AMOUNT OF $24,700. FUNDS ARE AVAILABLE IN PUBLIC WORKS LANDFILL ACCOUNT NO. 403-50-320-5420-00- 00-000 (PROFESSIONAL SERVICES). WHEREAS, the use of any alternative daily cover (ADC) at the City of Port Arthur Landfill is regulated by the TCEQ regulation 30 TAC 330.165(d); and, WHEREAS,ADC may only be allowed by temporary authorization followed by a permit modification; and, WHEREAS, an initial temporary authorization will be applied for a period of 180 days with a second temporary authorization to be requested for an additional 180 days; and, WHEREAS, the use of commercial foam or spray on products as an ADC, based on its application at numerous landfills in Texas, will significantly reduce the need to purchase imported soil cover,thereby creating a notable savings to the City of Port Arthur; and, WHEREAS, the use of ADC will have the associated benefit of saving landfill capacity, thereby extending the life of the landfill; and, WHEREAS, the Public Works Department wishes to enter into a contract with SCS Engineering; and, WHEREAS, SCS Engineering has provided a proposal attached as Exhibit"A"; and, WHEREAS,funds are budgeted in Public Works Landfill Account No.403-50-320-5420- 00-00-000, Professional Services. P. R. No. 22172 9/24/21 bw Page 2 of 3 NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager of City of Port Arthur is hereby authorized and directed to execute, on behalf of City of Port Arthur, a contract between City of Port Arthur and SCS Engineering, for the unit prices shown in Exhibit "A", in the amount of$24,700.00, as shown in the contract attached as Exhibit"B"; and, THAT, funding for this services is provided for in Public Works Landfill Budget: and, 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 2021 at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers: NOES: Thurman"Bill"Bartie Mayor ATTEST: Sherri Bellard City Secretary P. R. No.22172 9/24/21 bw Page 3 of 3 APPROVED FOR ADMINISTRATION: Ronald Burton City M ager to e Robe P c Works ector APPROVED AS TO FORM: V/t/6/ Valecia Tizeno City Attorney APPROVED AS TO THE AVAILABILITY OF FUNDS: Kandy Danie Clifto Williams, CPPB Interim Director of Finance Purchasing Manager Exhibit "A" (Proposal) SCS ENGINEERS Environmental Consulting & Contracting August 20, 2021 Ms. Flozelle Roberts, P.E. (sent via e-mail) Director of Public Works City of Port Arthur 444 4th Street Port Arthur,TX 77640 Subject: Proposal to Prepare a Temporary Authorization and Permit Modification for Use of Commercial Foam or Spray On Products as Alternative Daily Cover at the City of Port Arthur Landfill Dear Ms. Roberts: As suggested by Dr. Hani Tohme, SCS Engineers (SCS) is pleased to offer this proposal to the City of Port Arthur (City) to prepare a temporary authorization and permit modification to use commercial foam or spray on products as alternative daily cover at the City of Port Arthur Landfill. The use of any alternative daily cover (ADC) is regulated by the TCEQ regulation 30 TAC 330.165(d). This requires that ADC may only be allowed by temporary authorization followed by a permit modification. An initial temporary authorization will be applied for a period of 180 days. A second temporary authorization will be requested for an additional 180 days. The use of commercial foam or spray on products as an ADC, based on our experience at numerous landfills in Texas, will significantly reduce the need to purchase imported soil cover,thereby creating a notable savings to the City of Port Arthur. In addition,the use of ADC will have the associated benefit of saving landfill capacity, thereby extending the life of the landfill. SCOPE OF SERVICES Task 1 : Initial Temporary Authorization SCS will prepare an initial temporary authorization for submittal to the TCEQ. This submittal will consist of a temporary authorization letter, a TCEQ Permit/Registration Modification and Temporary Authorization Application Form, a TCEQ Core Data Form, and a check to the TCEQ for $150. The temporary authorization letter will consist of: • A description and minimum thickness of the alternative material to be used; • Its effect on vectors,fires, odors, and windblown litter and waste; • The application and operational methods to be utilized at the site when using this alternative material; • Chemical analysis of the material and/or the Material Safety Data Sheets (MSDS) for the alternative material; and 12651 Briar Forest,Ste. 205, Houston,TX 77494 1281-293-8494 1901 Central Drive,Suite 550, Bedford,TX 76021 1817-571-2288 I Ms. Flozelle Roberts, P.E. August 20, 2021 Page 2 • Any other pertinent characteristic, feature, or other factors related to the use of this alternative material. SCS will meet with City Staff to determine the parameters that will be used when applying the ADC. Those parameters will be used to develop discussions to address the TCEQ requirements as detailed above. SCS will coordinate with the City in selecting the ADC provider for the landfill,and then request the necessary chemical analysis or MSDS of the ADC material for inclusion in the application to the TCEQ. SCS has budgeted for minor TCEQ comments. Since it is difficult to determine the extent of TCEQ comments, SCS will review the comments and if additional budget is required, will contact the City prior to addressing the comments for approval of additional funds. A written status report will be prepared and submitted to the TCEQ every two months during the 180- day temporary authorization. This status report will include usage logs, listing the days the ADC was used; and contain information describing the effectiveness of the ADC material, any problems that may have occurred, and corrective action required as a result of such problems. SCS will assist the City with the preparation and submittal of the status reports. SCS has not included any money in this proposal to test runoff from areas that have alternative daily cover for compliance with TPDES storm water discharge limits. Task 2: Second Temporary Authorization Per TCEQ guidelines, a second temporary authorization is required. SCS will prepare a second temporary authorization for submittal to the TCEQ. This submittal will consist of a temporary authorization letter,a TCEQ Permit/Registration Modification and Temporary Authorization Application Form, and a TCEQ Core Data Form. SCS will modify the initial temporary authorization to incorporate any changes that were made as a result of the initial 180 day operation. SCS staff will meet with City Staff to determine any parameters that have changed during the initial authorization period. SCS has budgeted for minor TCEQ comments. Since it is difficult to determine the extent of TCEQ comments, SCS will review the comments and if additional budget is required, will contact the City prior to addressing the comments for approval of additional funds. As mentioned in Task 1, a written status report will be prepared and submitted to the TCEQ every two months during the 180-day temporary authorization. SCS will assist the City with the preparation and submittal of the status reports. Task 3: Permit Modification During the second 180 day temporary authorization period, SCS will prepare a permit modification request for submittal to the TCEQ. This submittal will consist of a permit modification submittal letter, a TCEQ Permit/Registration Modification and Temporary Authorization Application Form, a TCEQ Fee Submittal Letter, a check to the TCEQ for$150, landowner list and map, a clean version of the permit modification request and a redline/strikeout version of the permit modification request. Scope For ADC TA Pt Arthur LF 082021 Ms. Flozelle Roberts, P.E. August 20, 2021 Page 3 Specifically, SCS will modify Appendix A of the Site Operating Plan to incorporate the requirements of 30 TAC 330.165 (d). These modifications will address: • A description and minimum thickness of the alternative material to be used; • Its effect on vectors,fires, odors, and windblown litter and waste; • The application and operational methods to be utilized at the site when using this alternative material; • Chemical analysis of the material and/or the Material Safety Data Sheets (MSDS) for the alternative material; and • Any other pertinent characteristic, feature, or other factors related to the use of this alternative material. SCS will meet with City Staff to determine the parameters that will be used when applying the ADC. Those parameters will be used to develop discussions to address the TCEQ requirements as detailed above. This permit modification is a notice modification. SCS will prepare the landowners list and map and conduct the mailing of the public notice when the permit modification is approved. SCS has budgeted for minor TCEQ comments. Since it is difficult to determine the extent of TCEQ comments, SCS will review the comments and if additional budget is required, will contact the City prior to addressing the comments for approval of additional funds. SCHEDULE SCS proposes to initiate work immediately upon receipt of notice to proceed from the City and expects to submit a draft temporary authorization for the City's review within 3 weeks of Notice to Proceed. The term of this project is approximately 16 months. FEE SCS proposes to conduct Task 1, Initial Temporary Authorization on a lump sum basis for$9,225;Task 2, Second Temporary Authorization on a lump sum basis for$4,500; and Task 3, Permit Modification on a lump sum basis for$10,975;for a total project fee of$24,700. As with other recent projects for the City, receipt of a Purchase Order will suffice for our notice to proceed. Any additional Services that the City may request with regards to this project (i.e.: additional meetings, preparing bi-monthly status reports, testing of runoff form areas that have alternative daily cover for compliance with TPDES limits) or other tasks, will constitute a change order for additional services, or prepared as additional task orders. If you have any questions, comments, or require any additional information, please feel free to contact J. Roy Murray at(817) 358-6156. We greatly appreciate the opportunity of serving as the City's landfill engineering and permitting consultant for over 15 years and we look forward to continuing this relationship. Scope for ADC TA Pt Arthur LF 082021 Ms. Flozelle Roberts, P.E. August 20, 2021 Page 4 We appreciate the opportunity to assist the City with this very important project and look forward to working with the City Staff to assure the project's success. Sincerely, R1 J. Roy Murray, P.E. Kevin D. Yard, P.E., BCEE Vice President/Houston Office Director Vice President SCS ENGINEERS SCS ENGINEERS cc: Mr. Justin Thomas, City of Port Arthur Landfill Manager Ms. Jennifer Edwards, City of Port Arthur Dr. Hani Tohme, City of Port Arthur Scope for ADC TA Pt Arthur LF 082021 Exhibit "B" (Contract) STATE OF TEXAS § CITY OF PORT ARTHUR,TEXAS § AGREEMENT FOR PROFESSIONAL SERVICES COUNTY OF JEFFERSON § This Agreement for Professional Services ("Agreement")is made by and between the City of Port Arthur,Texas,a Texas home-rule municipality located in Jefferson County,Texas("City"), and SCS Engineers ("Professional") (individually, each a "Party" and collectively, "Parties"), acting by and through the Parties' authorized representatives. Recitals: WHEREAS, City desires to engage the services of Professional as an independent contractor and not as an employee in accordance with the terms and conditions set forth in this Agreement; and WHEREAS, Professional desires to render professional services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, in exchange for the mutual covenants set forth herein and other valuable consideration, the sufficiency and receipt of which is hereby acknowledged, the Parties agree as follows: Article I Employment of Professional Professional will perform as an independent contractor all services under this Agreement to the prevailing professional standards consistent with the level of care and skill ordinarily exercised by members of Professional's profession, both public and private, currently practicing in the same locality under similar conditions including but not limited to the exercise of reasonable, informed judgments and prompt, timely action. If Professional is representing this it has special expertise in one or more areas to be utilized in the performance of this Agreement, then Professional agrees to perform those special expertise services to the appropriate local, regional and national professional standards. Article II Term 2.1 The term of this Agreement shall begin on the last date of execution hereof by all parties hereto (the"Effective Date") and shall remain in effect until , 2023. 2.2 Professional may terminate this Agreement by giving thirty(30) days prior written notice to City. In the event of such termination by Professional, Professional shall be entitled to compensation for services satisfactorily completed in accordance with this Agreement prior to the date of such termination. 2.3 City may terminate this Agreement by giving ten (10) days prior written notice to Professional. In the event of such termination by City, Professional shall be entitled to compensation for services satisfactorily completed in accordance with this Agreement prior to the date of such termination. Upon receipt of such notice from City, Professional shall immediately terminate working on, placing orders or entering into contracts for supplies, assistance, facilities or materials in connection with this Agreement and shall proceed to promptly cancel all existing contracts insofar as they are related to this Agreement. 2.4 Upon notice of termination by Professional or City, Professional shall immediately surrender all project documents produced by Professional and its subcontractors up to and including the date on which termination notice was given. Article III Scope of Services 3.1 Professional shall perform the services specifically set forth in Exhibit A, attached hereto and incorporated herein by reference, entitled"Scope of Services." In case of conflict with the language of Exhibit A and the provisions of this Agreement,the provisions of this Agreement shall control. Any additional services require the prior approval of the City Council of the City. 3.2 The Parties acknowledge and agree that any and all opinions provided by Professional represent the best judgment of Professional. Article IV Schedule of Work 4.1 Professional agrees to commence services upon written direction from City and to complete the tasks set forth in Exhibit A, Scope of Services, in accordance with a work schedule established by City(the "Schedule"), which is attached hereto and incorporated as Exhibit A. 4.2 In the event Professional's performance of this Agreement is delayed or interfered with by acts of City or others, Professional may request an extension of time for the performance of same as hereinafter provided, and City shall determine whether to authorize any increase in fee or price, or to authorize damages or additional compensation as a consequence of such delays, within a reasonable time after receipt of Professional's request. 4.3 No allowance of any extension of time, for any cause whatsoever, shall be claimed or made by Professional, unless Professional shall have made written request upon City for such extension not later than five(5)business days after the occurrence of the cause serving as the basis for such extension request, and unless City and Professional have agreed in writing upon the allowance of such additional time. Page 2 of 11 City of Port Arthur, Texas Professional Services Agreement Article V Compensation and Method of Payment 5.1 City shall pay Professional for the services specifically as set forth in ExhibitA and in accordance with the Rate Schedule in an amount not to exceed $24,700.00 for said services. 5.2 Each month Professional shall submit to City an invoice supporting the amount for which payment is sought. Each invoice shall also state the percentage of work completed on the Project through the end of the then submitted billing period,the total of the current invoice amount, and a running total balance for the Project to date. 5.3 Within thirty (30) days of receipt of each such monthly invoice, City shall make monthly payments in the amount shown by Professional's approved monthly invoice and other documentation submitted. 5.4 Professional shall be solely responsible for the payment of all costs and expenses related to the services provided pursuant to this Agreement including, but not limited to, travel, copying and facsimile charges,reproduction charges, and telephone, internet, e-mail, and postage charges, except as set forth in Exhibit A. 5.5 Nothing contained in this Agreement shall require City to pay for any services that are unsatisfactory as determined by City or which is not performed in compliance with the terms of this Agreement, nor shall failure to withhold payment pursuant to the provisions of this section constitute a waiver of any right, at law or in equity, which City may have if Professional is in default, including the right to bring legal action for damages or for specific performance of this Agreement. Waiver of any default under this Agreement shall not be deemed a waiver of any subsequent default. Article VI Devotion of Time, Personnel, and Equipment 6.1 Professional shall devote such time as reasonably necessary for the satisfactory performance of the services under this Agreement. City reserves the right to revise or expand the scope of services after due approval by City as City may deem necessary, but in such event City shall pay Professional compensation for such services at mutually agreed upon charges or rates, a copy of the Rate Schedule is attached hereto as Exhibit B,and within the time schedule prescribed by City, and without decreasing the effectiveness of the performance of services required under this Agreement. In any event, when Professional is directed to revise or expand the scope of services under this Agreement, Professional shall provide City a written proposal for the entire costs involved in performing such additional services. Prior to Professional undertaking any revised or expanded services as directed by City under this Agreement, City must authorize in writing the nature and scope of the services and accept the method and amount of compensation and the time involved in all phases of the Project. Page 3 of 11 City of Port Arthur, Texas Professional Services Agreement 6.2 It is expressly understood and agreed to by Professional that any compensation not specified in this Agreement may require approval by the City Council of the City of Port Arthur and may be subject to current budget year limitations. 6.3 To the extent reasonably necessary for Professional to perform the services under this Agreement, Professional shall be authorized to engage the services of any agents, assistants, persons, or corporations that Professional may deem proper to aid or assist in the performance of the services under this Agreement. The cost of such personnel and assistance shall be borne exclusively by Professional. 6.4 Professional shall furnish the facilities, equipment,telephones,facsimile machines, email facilities, and personnel necessary to perform the services required under this Agreement unless otherwise provided herein. Article VII Relationship of Parties 7.1 It is understood and agreed by and between the Parties that in satisfying the conditions and requirements of this Agreement, Professional is acting as an independent contractor,and City assumes no responsibility or liability to any third party in connection with the services provided by Professional under this Agreement. All services to be performed by Professional pursuant to this Agreement shall be in the capacity of an independent contractor, and not as an agent, servant, representative, or employee of City. Professional shall supervise the performance of its services and shall be entitled to control the manner, means and methods by which Professional's services are to be performed, subject to the terms of this Agreement. As such, City shall not train Professional, require Professional to complete regular oral or written reports, require Professional to devote his full-time services to City, or dictate Professional's sequence of work or location at which Professional performs Professional's work, except as may be set forth in Exhibit A. Article VIII Insurance 8.1 Before commencing work, Professional shall, at its own expense, procure, pay for and maintain during the term of this Agreement the following insurance written by companies approved by the state of Texas and acceptable to City. Professional shall furnish to the City Manager certificates of insurance executed by the insurer or its authorized agent stating coverages, limits, expiration dates and compliance with all applicable required provisions. Certificates shall reference the project/contract number and be addressed as follows: City of Port Arthur, Texas Attention: Ron Burton, City Manager 444 4th Street Port Arthur, Texas 77640 Page 4 of 11 City of Port Arthur, Texas Professional Services Agreement A. Commercial General Liability insurance, including, but not limited to Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum combined single limits of $500,000 per occurrence, $500,000 Products/Completed Operations Aggregate, and $500,000 general aggregate. Coverage must be written on an occurrence form. The General Aggregate shall apply on a per project basis. B. Workers' Compensation insurance with statutory limits; and Employers' Liability coverage with minimum limits for bodily injury: 1) by accident, $100,000 each accident, and 2) by disease, $100,000 per employee with a per policy aggregate of $500,000. C. Business Automobile Liability insurance covering owned, hired and non- owned vehicles, with a minimum combined bodily injury and property damage limit of $500,000 per occurrence. D. Professional Liability Insurance to provide coverage against any claim which the Professional and all professionals engaged or employed by the Professional become legally obligated to pay as damages arising out of the performance of professional services caused by error, omission or negligent act with minimum limits of$1,000,000 per claim, $1,000,000 annual aggregate NOTE:If the insurance is written on a claims-made form,coverage shall be continuous(by renewal or extended reporting period) for not less than thirty-six (36) months following completion of this Agreement and acceptance by City. 8.2 With reference to the foregoing required insurance, Professional shall endorse applicable insurance policies as follows: A. A waiver of subrogation in favor of City, its officials, employees, and officers shall be contained in the Workers' Compensation insurance policy. B. The City, its officials, employees and officers shall be named as additional insureds on the Commercial General Liability policy, by using endorsement CG2026 or broader. C. All insurance policies shall be endorsed to the effect that City will receive at least thirty (30) days notice prior to cancellation, non-renewal, termination, or material change of the policies. 8.3 All insurance shall be purchased from an insurance company that meets a financial rating of B+VI or better as assigned by A.M. Best Company or equivalent. Page 5 of 11 City of Port Arthur, Texas Professional Services Agreement Article IX Right to Inspect Records 9.1 Professional agrees that City shall have access to and the right to examine any directly pertinent books, documents, papers and records of Professional involving transactions relating to this Agreement. Professional agrees that City shall have access during normal working hours to all necessary Professional facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. City shall give Professional reasonable advance notice of intended audits. 9.2 Professional further agrees to include in subcontract(s), if any, a provision that any subcontractor agrees that City shall have access to and the right to examine any directly pertinent books, documents, papers and records of such subcontractor involving transactions related to the subcontract, and further, that City shall have access during normal working hours to all such subcontractor facilities and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with the provisions of this section. City shall give any such subcontractor reasonable advance notice of intended audits. Article X Miscellaneous 10.1 Entire Agreement. This Agreement and any and all Exhibits attached hereto constitutes the sole and only agreement between the Parties and supersedes any prior or contemporaneous understandings,written agreements or oral agreements between the Parties with respect to the subject matter of this Agreement. 10.2 Authorization. Each Party represents that it has full capacity and authority to grant all rights and assume all obligations granted and assumed under this Agreement. 10.3 Assignment. Professional may not assign this Agreement in whole or in part without the prior written consent of City. In the event of an assignment by Professional to which the City has consented, the assignee shall agree in writing with the City to personally assume, perform, and be bound by all the covenants and obligations contained in this Agreement. 10.4 Successors and Assigns. Subject to the provisions regarding assignment, this Agreement shall be binding on and inure to the benefit of the Parties and their respective heirs, executors, administrators, legal representatives, successors and assigns. 10.5 Governing Law and Exclusive Venue. The laws of the State of Texas shall govern this Agreement, and exclusive venue for any legal action concerning this Agreement shall be in a District Court with appropriate jurisdiction in Jefferson County, Texas. The Parties agree to submit to the personal and subject matter jurisdiction of said court. 10.6 Amendments. This Agreement may be amended only by the mutual written agreement of the Parties. Page 6 of 11 City of Port Arthur, Texas Professional Services Agreement 10.7 Severability. In the event any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect by a court of competent jurisdiction, such invalidity, illegality or unenforceability shall not affect any other provision in this Agreement,and this Agreement shall be construed as if such invalid,illegal, or unenforceable provision had never been contained in this Agreement. 10.8 Survival of Covenants and Terms. Any of the representations, warranties, covenants,and obligations of the Parties,as well as any rights and benefits of the Parties,pertaining to a period of time following the termination of this Agreement shall survive termination, including, but not limited to, Section 3.3, Article X, and, in particular, Sections 10.13 and 10.14. 10.9 Recitals. The recitals to this Agreement are incorporated herein. 10.10 Notice. Any notice required or permitted to be delivered hereunder may be sent by first class mail, overnight courier or by confirmed telefax or facsimile to the address specified below, or to such other Party or address as either Party may designate in writing, and shall be deemed received three (3) days after delivery set forth herein: If intended for City: City of Port Arthur, Texas 444 4th Street Port Arthur, Texas 77640 Attn: Ron Burton, City Manager Copy to: City of Port Arthur, Texas 444 4th Street Port Arthur, Texas 77640 Attn: Val Tizeno, City Attorney If intended for Professional: 10.11 Counterparts. This Agreement may be executed by the Parties hereto in separate counterparts, each of which when so executed and delivered shall be deemed an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may consist of any number of copies hereof each signed by less than all, but together signed by all of, the Parties hereto. 10.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof for all purposes. Page 7 of 11 City of Port Arthur, Texas Professional Services Agreement 10.13 Professional's Liability. Acceptance of the Project Documents by City shall not constitute nor be deemed a release of the responsibility and liability of Professional,its employees, associates, agents or subcontractors for the accuracy and competency of their designs, working drawings, specifications or other documents and work; nor shall such acceptance be deemed an assumption of responsibility by City for any defect in the Project Documents or other documents and work prepared by Professional, its employees, associates, agents or sub-consultants. 10.14 Indemnification. PROFESSIONAL AGREES TO INDEMNIFY AND HOLD HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES, CLAIMS,SUITS,COSTS(INCLUDING COURT COSTS,REASONABLE ATTORNEY'S FEES AND COSTS OF INVESTIGATION)AND ACTIONS BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY PROFESSIONAL'S NEGLIGENT PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY ACT OR OMISSION ON THE PART OF PROFESSIONAL, ITS OFFICERS, DIRECTORS, SERVANTS, AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO THE NEGLIGENCE OF THE CITY). IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, THE PROFESSIONAL, ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR PROCEEDINGS AT PROFESSIONAL'S EXPENSE, BY OR THROUGH ATTORNEYS REASONABLY SATISFACTORY TO CITY. PROFESSIONAL'S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY PROFESSIONAL UNDER THIS AGREEMENT. IF THIS AGREEMENT IS A CONTRACT FOR ENGINEERING OR ARCHITECTURAL SERVICES, THEN THIS SECTION IS LIMITED BY, AND TO BE READ AS BEING IN COMPLIANCE WITH, THE INDEMNITY SPECIFIED IN § 271.904 OF THE TEXAS LOCAL GOVERNMENT CODE, AS AMENDED. THIS SECTION SHALL SURVIVE TERMINATION OF THIS AGREEMENT 10.15 Conflicts of Interests. Professional represents that no official or employee of City has any direct or indirect pecuniary interest in this Agreement. Any misrepresentation by Professional under this section shall be grounds for termination of this Agreement and shall be grounds for recovery of any loss, cost, expense or damage incurred by City as a result of such misrepresentation. 10.16 Default. If at any time during the term of this Agreement, Professional shall fail to commence the services in accordance with the provisions of this Agreement or fail to diligently provide services in an efficient, timely and careful manner and in strict accordance with the provisions of this Agreement or fail to use an adequate number or quality of personnel to complete the services or fail to perform any of Professional's obligations under this Agreement, then City shall have the right, if Professional shall not cure any such default after thirty (30) days written notice thereof, to terminate this Agreement. Any such act by City shall not be deemed a waiver Page 8 of 11 City of Port Arthur, Texas Professional Services Agreement of any other right or remedy of City. If after exercising any such remedy due to Professional's nonperformance under this Agreement, the cost to City to complete the services to be performed under this Agreement is in excess of that part of the contract sum which as not theretofore been paid to Professional hereunder, Professional shall be liable for and shall reimburse City for such excess costs. 10.17 Confidential Information. Professional hereby acknowledges and agrees that its representatives may have access to or otherwise receive information during the furtherance of Professional's obligations in accordance with this Agreement, which is of a confidential, non- public or proprietary nature. Professional shall treat any such information received in full confidence and will not disclose or appropriate such Confidential Information for Professional's own use or the use of any third party at any time during or subsequent to this Agreement. As used herein, "Confidential Information"means all oral and written information concerning the City, its affiliates and subsidiaries, and all oral and written information concerning City or its activities, that is of a non-public,proprietary or confidential nature including,without limitation,information pertaining to customer lists, services, methods, processes and operating procedures, together with all analyses,compilations,studies or other documents,whether prepared by Professional or others, which contain or otherwise reflect such information. The term "Confidential Information" shall not include such information that is or becomes generally available to the public other than as a result of disclosure to Professional, or is required to be disclosed by a governmental authority under applicable law. 10.18 Remedies. No right or remedy granted or reserved to the Parties is exclusive of any other right or remedy herein by law or equity provided or permitted; but each right or remedy shall be cumulative of every other right or remedy given hereunder. No covenant or condition of this Agreement may be waived without written consent of the Parties. Forbearance or indulgence by either Party shall not constitute a waiver of any covenant or condition to be performed pursuant to this Agreement. 10.19 No Third Party Beneficiary. For purposes of this Agreement, including the intended operation and effect of this Agreement, the Parties specifically agree and contract that: (1) this Agreement only affects matters between the Parties to this Agreement, and is in no way intended by the Parties to benefit or otherwise affect any third person or entity notwithstanding the fact that such third person or entity may be in contractual relationship with City or Professional or both;and(2)the terms of this Agreement are not intended to release,either by contract or operation of law, any third person or entity from obligations owing by them to either City or Professional. [The Remainder of this Page Intentionally Left Blank] Page 9 of 11 City of Port Arthur, Texas Professional Services Agreement EXECUTED this day of , 2021. CITY: CITY OF PORT ARTHUR,TEXAS, A Texas home-rule municipality, By: Ron Burton, City Manager ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Val Tizeno, City Attorney EXECUTED this day of , 2021. PROFESSIONAL: SCS ENGINEERS By: (print name) Page 10 of 11 City of Port Arthur, Texas Professional Services Agreement Exhibit A Scope of Services/Schedule Page 11 of 11 City of Port Arthur, Texas Professional Services Agreement SCS ENGINEERS Environmental Consulting & Contracting August 20, 2021 Ms. Flozelle Roberts, P.E. (sent via e-mail) Director of Public Works City of Port Arthur 444 4th Street Port Arthur,TX 77640 Subject: Proposal to Prepare a Temporary Authorization and Permit Modification for Use of Commercial Foam or Spray On Products as Alternative Daily Cover at the City of Port Arthur Landfill Dear Ms. Roberts: As suggested by Dr. Hani Tohme, SCS Engineers (SCS) is pleased to offer this proposal to the City of Port Arthur (City) to prepare a temporary authorization and permit modification to use commercial foam or spray on products as alternative daily cover at the City of Port Arthur Landfill. The use of any alternative daily cover(ADC) is regulated by the TCEQ regulation 30 TAC 330.165(d). This requires that ADC may only be allowed by temporary authorization followed by a permit modification. An initial temporary authorization will be applied for a period of 180 days. A second temporary authorization will be requested for an additional 180 days. The use of commercial foam or spray on products as an ADC, based on our experience at numerous landfills in Texas, will significantly reduce the need to purchase imported soil cover,thereby creating a notable savings to the City of Port Arthur. In addition,the use of ADC will have the associated benefit of saving landfill capacity,thereby extending the life of the landfill. SCOPE OF SERVICES Task 1 : Initial Temporary Authorization SCS will prepare an initial temporary authorization for submittal to the TCEQ. This submittal will consist of a temporary authorization letter, a TCEQ Permit/Registration Modification and Temporary Authorization Application Form, a TCEQ Core Data Form, and a check to the TCEQ for $150. The temporary authorization letter will consist of: • A description and minimum thickness of the alternative material to be used; • Its effect on vectors,fires, odors, and windblown litter and waste; • The application and operational methods to be utilized at the site when using this alternative material; • Chemical analysis of the material and/or the Material Safety Data Sheets (MSDS) for the alternative material; and 12651 Briar Forest,Ste. 205, Houston,TX 77494 1281-293-8494 1901 Central Drive,Suite 550, Bedford,TX 76021 1817-571-2288 Ms. Flozelle Roberts, P.E. August 20, 2021 Page 2 • Any other pertinent characteristic, feature, or other factors related to the use of this alternative material. SCS will meet with City Staff to determine the parameters that will be used when applying the ADC. Those parameters will be used to develop discussions to address the TCEQ requirements as detailed above. SCS will coordinate with the City in selecting the ADC provider for the landfill,and then request the necessary chemical analysis or MSDS of the ADC material for inclusion in the application to the TCEQ. SCS has budgeted for minor TCEQ comments. Since it is difficult to determine the extent of TCEQ comments, SCS will review the comments and if additional budget is required, will contact the City prior to addressing the comments for approval of additional funds. A written status report will be prepared and submitted to the TCEQ every two months during the 180- day temporary authorization. This status report will include usage logs, listing the days the ADC was used; and contain information describing the effectiveness of the ADC material, any problems that may have occurred, and corrective action required as a result of such problems. SCS will assist the City with the preparation and submittal of the status reports. SCS has not included any money in this proposal to test runoff from areas that have alternative daily cover for compliance with TPDES storm water discharge limits. Task 2: Second Temporary Authorization Per TCEQ guidelines, a second temporary authorization is required. SCS will prepare a second temporary authorization for submittal to the TCEQ. This submittal will consist of a temporary authorization letter,a TCEQ Permit/Registration Modification and Temporary Authorization Application Form, and a TCEQ Core Data Form. SCS will modify the initial temporary authorization to incorporate any changes that were made as a result of the initial 180 day operation. SCS staff will meet with City Staff to determine any parameters that have changed during the initial authorization period. SCS has budgeted for minor TCEQ comments. Since it is difficult to determine the extent of TCEQ comments, SCS will review the comments and if additional budget is required, will contact the City prior to addressing the comments for approval of additional funds. As mentioned in Task 1, a written status report will be prepared and submitted to the TCEQ every two months during the 180-day temporary authorization. SCS will assist the City with the preparation and submittal of the status reports. Task 3: Permit Modification During the second 180 day temporary authorization period, SCS will prepare a permit modification request for submittal to the TCEQ. This submittal will consist of a permit modification submittal letter, a TCEQ Permit/Registration Modification and Temporary Authorization Application Form, a TCEQ Fee Submittal Letter, a check to the TCEQ for$150, landowner list and map, a clean version of the permit modification request and a redline/strikeout version of the permit modification request. Scope for ADC TA Pt Arthur LF 082021 Ms. Flozelle Roberts, P.E. August 20, 2021 Page 3 Specifically, SCS will modify Appendix A of the Site Operating Plan to incorporate the requirements of 30 TAC 330.165 (d). These modifications will address: • A description and minimum thickness of the alternative material to be used; • Its effect on vectors,fires, odors, and windblown litter and waste; • The application and operational methods to be utilized at the site when using this alternative material; • Chemical analysis of the material and/or the Material Safety Data Sheets (MSDS) for the alternative material;and • Any other pertinent characteristic, feature, or other factors related to the use of this alternative material. SCS will meet with City Staff to determine the parameters that will be used when applying the ADC. Those parameters will be used to develop discussions to address the TCEQ requirements as detailed above. This permit modification is a notice modification. SCS will prepare the landowners list and map and conduct the mailing of the public notice when the permit modification is approved. SCS has budgeted for minor TCEQ comments. Since it is difficult to determine the extent of TCEQ comments, SCS will review the comments and if additional budget is required, will contact the City prior to addressing the comments for approval of additional funds. SCHEDULE SCS proposes to initiate work immediately upon receipt of notice to proceed from the City and expects to submit a draft temporary authorization for the City's review within 3 weeks of Notice to Proceed. The term of this project is approximately 16 months. FEE SCS proposes to conduct Task 1, Initial Temporary Authorization on a lump sum basis for$9,225;Task 2, Second Temporary Authorization on a lump sum basis for$4,500; and Task 3, Permit Modification on a lump sum basis for$10,975;for a total project fee of$24,700. As with other recent projects for the City, receipt of a Purchase Order will suffice for our notice to proceed. Any additional Services that the City may request with regards to this project(i.e.: additional meetings, preparing bi-monthly status reports, testing of runoff form areas that have alternative daily cover for compliance with TPDES limits) or other tasks, will constitute a change order for additional services,or prepared as additional task orders. If you have any questions,comments, or require any additional information, please feel free to contact J. Roy Murray at (817) 358-6156. We greatly appreciate the opportunity of serving as the City's landfill engineering and permitting consultant for over 15 years and we look forward to continuing this relationship. Scope for AOC TA Pt Arthur LF 082021 Ms. Flozelle Roberts, P.E. August 20, 2021 Page 4 We appreciate the opportunity to assist the City with this very important project and look forward to working with the City Staff to assure the project's success. Sincerely, J. Roy Murray, P.E. Kevin D.Yard, P.E., BCEE Vice President/Houston Office Director Vice President SCS ENGINEERS SCS ENGINEERS cc: Mr. Justin Thomas, City of Port Arthur Landfill Manager Ms.Jennifer Edwards, City of Port Arthur Dr. Hani Tohme, City of Port Arthur Scope for ADC TA Pt Arthur LF 082021