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HomeMy WebLinkAbout(03) PR:13217 SCS ENG. CONTRACT PUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO Steve Fitzgibbons, City Manager FROM John A. Comeaux, P.E. Director of Public Works SUBJECT P.R. #13217 - SCS Mapping and Landfill Computations DATE July 22, 2005 RECOMMENDATION I recommend that the City Council approve Proposed Resolution No. 13217 authorizing the City Manager to execute a contract between the City of Port Arthur and SCS Engineers, of Bedford, Texas for the purpose of Mapping and Landfill Computations. BACKGROUND The City's Landfill Permit amendment for a vertical and horizontal expansion has been delayed due to legal action. To aid in planning for continued availability of the landfill for the citizens of Port Arthur and other landfill customers, the City needs to accurately access the remaining constructed airspace. SCS Engineers will perform an Aerial Survey and Capacity Computation to determine the remaining airspace. BUDGETARY/FISCAL EFFECT Funding is available in FY2005 Budget, Account No. 403-1274-533.59-02. STAFFING/EMPLOYEE EFFECT None. SUMMARY It is recommended that the City Council approve Proposed Resolution No. 13217 authorizing the City Manager or his designee to execute a contract between the City of Port Arthur and SCS Engineers of Bedford, Texas for the purpose of mapping and Landfill computations. Johr~A. Comeaux, P.E. Director of Public Works JAC/klb Z:lKatherinelCamslCams-2OO51Mapping of Landfill P.R. No. 13217 7/21/05 psb RESOLUTION NO. A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF PORT ARTHUR AND SCS ENGINEERS OF BEDFORD, TX FOR MAPPING AND LANDFILL CAPACITY COMPUTATION SERVICES AT THE CITY'S LANDFILL SITE IN THE AMOUNT OF $8,000. FUNDING IS AVAILABLE IN FY 2005 ACCOUNT NO. 403-1274-533.59-02 WHEREAS, The City's Landfill permit amendment for a vertical and horizontal expansion has been delayed due to legal action; and, WHEREAS, The remaining constructed airspace of the Landfill is now limited; and, WHEREAS, To aid in planning for continued availability of the Landfill for the citizens of Port Arthur and other Landfill customers, the City needs to accurately assess the remaining constructed airspace; and, WHEREAS, This assessment will determine how the use of the remaining constructed airspace can be optimized to enable uninterrupted use of the Landfill while the permitting of the expansion is being reconciled. It will also be used in an attempt to expedite the legal proceedings; and, WHEREAS, SCS Engineers' will perform an Aerial Survey and Capacity Computations for a fee of $8,000, see Exhibit "A" attached hereto; therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Manager be and he is hereby authorized to execute on behalf of the City of Port Arthur an agreement with SCS Engineers of Bedford, TX to perform services for Mapping and Landfill Capacity Computations in the amount of $8,000, see Exhibit "A" attached hereto; and, THAT funding is available in the FY 2005 budget account no.403-1274-533.59-02 THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P.R. No. 13217 7/21/05 psb Page 2 READ, ADOPTED, AND APPROVED this .day of A.D., 2005, at a Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor Councilmembers NOES: Mayor ATTEST: City Secretary APPROVED AS TO FORM: City Attorney APPROVED FOR ADMINISTRATION: ~i~ROVED AS TO AVAILABILITY OF FUND: Steve Fitzgibbons Rebecca Underhill City Manager Finance Director Director of Public Works EXHIBIT "A" Environmental Consultants 1901 Central Drive 817 571-2288 Suite 550 FAX 817 571-2188 Bed[ord, Texas 76021 www. scseng~neers.com July 21, 2005 Proposal No. 16039205 Mr. John A. Comeanx, P.E. Director of Public Works City of Port Arthur 444 4t~ Street PortArthur, Texas 77641 Subject: City of Port Arthur Landfill Mapping and Landfill Capacity Computations Dear John: Per your request, this proposal is to provide services for Mapping and Landfill Capacity Computations. At your suggestion, we have revised our proposal to delete the Task for developing the TCEQ annual report. Please advise if you have any questions on this or other matters. We appreciate the opportunity to provide these services for the City of Port Arthur and we stand ready to initiate this project immediately upon your notice to proceed. Please call with any questions or comments. Vice President SCS ENGINEERS Attachments: Project Approach Short Form Agreement E:BI~Prop~.~thur~MapVolComp~072t05 Ce1146 vol eales SCS ENGINEERS Offices Nationwide July 21, 2005 Mr. John Comeaux, P.E. Page 2 PROJECT APPROACH MAPPING AND LANDFILL CAPACITY COMPUTATIONS BACKGROUND On the behalf of the City of Port Arthur, SCS Engineers submitted a permit amendment application to the Texas Commission on Environmental Quality (TCEQ) for the verfieal and lateral expansion of the landfill. The TCEQ issued a formal notice indicating that this application is technically complete. However, Mr. Roy R. Petersen filed a request for a contested case hearing. This request has erented delays in the further processing of the application such that the remaining constxucted airspace of the landfill is now limited. (Constructed airspace is defined as the capacity of the landfill above currently constructed liners available for waste fill.) To aid in planning for continued availability of the landfill for the citizens of Port Arthur and other landfill customers, the City needs to accurately assess the remaining constructed airspace. This assessment will aid in the City's planning the construction of the next landfill cell. In particular, this assessment will determine how the use of the remaining constructed airspace can be optimized to enable uninterrupted use of the landfill while the permitting of the expansion is being reconciled. SCOPE OF SERVICES TASK 1 -AERIAL TOPOGRAPHIC MAPPINGAND FIELD SURVEYING The most recent aerial map was developed based on tho aerial photography dated July 7, 2001. Filling has taken place over much of the Phase I area since this aerial map was developed. As such, to accurately estimate the remaining available capacity of the landfill will require an up-to- date aerial topographic map. To ensure cost-effective mapping, SCS issued an RFP defining the scope of mapping services required. Upon receiving the City's authorization for this project, SCS will execute a subcontract directing a qualified mapping company to develop the topographic map of the site consistent with SCS' specifications. In addition to providing the basis for accurately estimating the remaining site capacity, other related benefits of the new aerial map include the following: · This map can be used to aid in demonstrating to the TCEQ and others that (1) the proposed landfill is not consuming additional wetlands area and (2) most of the area proposed for additional fill already has waste in place. * Planning for above;grade airspace. * Developing a phasing plan for continued filling upon issuance of the permit amendment. · Planning for drainage improvements for the fill area. · Planning for on-site haul roads. · Serving as the base map for the design of the perimeter drainage ditches and detention basins, as shown in the pending design for the landfill expansion. E:BD~Prop~tAslhuf, MapVolComp~P072105 Ce1146 vol talcs SCS ENGINEERS July 21, 2005 Mr. John Comeaux, P.E. Page 3 TASK 2 - ESTIMATING REMAINING LANDFILL CAPACITIES AND RELATED COMPUTATIONS There are six Subtasks associated with this task, which are defined as follows: Subtask 2-1 - Calculating Effective Waste Density. Using the digitized aerial topographic map for 2005 (as noted in Task 1), we will calculate the volume consumed since the last aerial survey. In order to calculate the volume consumed, we will compare the waste grades shown on the 2005 topographic map versus the waste grades fi.om the 2001 aerial topographic map of the landfill. Using this volume consumed between these aerial surveys and the waste quantity recoived between the surveys (provided by the City), we will compute the effective waste density (e.g., tons/cubic yard) achieved at this landfill. Subtask 2-2 - Calculating Landf'fll Capacity. Using the digitized aerial topographic map for 2005 end the permitted final grading plan, we will calculate the remaining capacity of the landfill. These values will be enmputed using CADD sofl'~vare and will be reviewed by our engineering staff to confirm accuracy. Subtask 2-3 - Estimating the Renmining Capacity above Constructed Liners. To aid in understanding the urgency of constructing the next cell, we will estimate the remaining capacity associated with Cell 46. Utilizing the 2005 topographic map and the final grading plan for the site, we will develop an interim grading plan which will define achievable contours in Cell 46, including airspace associated with adjacent cells. This interim grading plan will be compared to the 2005 topographin map, which will define the em'rent grades of the fill area, to compute the remaining airspace associated with Cell 46. Subtask 2-4 - Estimating Remaining Service Life of Cell 46. Using the remaining capacity from Subtask 2-3, the effective waste density fi.om Subtask 2-1, and the waste inflow projections fi.om the City, we will estimate the remaining life of Cell 46. In addition, we will develop a schedule for the development of Cell 47 to enable comparing the remaining cell life with the timefi.ame required to develop Cell 47. Milestones to be included in our final schedule will include: Preparation of Plans, Specifications end Bid Documents for Cell Construction Client-Review Dral~ Submittal · Finalize Design, Complete and Delive~ Bid Process through Construction Contract Award · Start of Construction through Cell Completion · Liner Certification and TCEQ Approval of Liner Reports E:BD~Pmp~PtAvthufiMapVolComp'~072105 Ce1146 vol eales SCS ENGINEERS July 21, 2005 Mr. John Comeaux, P.E. Page 4 Subtask 2-5 - Developing Isopaeh Map. As an effort to optimize the available remaining fill area, we will review the 2005 topographic map for the purpose of locating other areas (in addition to Cell 46) which may have fill capacity remaining. To this end, we will develop an isopach map which will compare the 2005 grades to the permitted final grades. Subtask 2-6 - Summary Report. The results of Subtasks 2-1 through 2-5 will be summarized in a report, which will be submitted to the City in draft. This report will provide the following: · Effective waste density achieved during reporting period. We will compare this to other landfills and present our observations and recommendations, as appropriate. * Total remaining landfill capacity, including observations regarding utility of the capacity. · Remaining capacity above constxucted liners. This will differentiate capacity remaining in Cell 46 for other potentially available capacity. · Remaining life of Cell 46 (and other constructed capacity, as appropriate) · Additional observations regarding the isopach map. SCHEDULE The mapping company has advised us that they will need approximately three weeks to complete the mapping (weather permitting) from the date of notice to proceed. In turn, SCS will require a few days to complete the engineering analysis of the mapping information. FEE SCS proposes to do this project for the lump sum fees noted in the following table. The fees 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. Task Task Description Fee I 1 - Aerial Topographic Mapping and Field Surveying $4,000 2 2 - Estimating Remaining Landfill Capacities & Related $4,000 Computations Total $8,000 E: BD~ropXI~Ar thufiMapVolComp~P072105 Cd146 vol*ales SCS ENGINEERS AGREEMENT BETWEEN SCS ENGINEERS AND CLIENT FOR PROFESSIONAL SERVICES This Agreement is made by and between the City of Port Arthur, Texas (hereafter "Client"), and SCS Engineers (hereafter "SCS"). WITNESSETH That for the considerations set forth below, the parties agree as follows: 1. Seope of Services: SCS shall provide services (hereafter "Services"), as defined on SCS' letter of July 21, 2005, as directed by the Client, in accordance with the terms and conditions of this Agreement. 2. Basis of Compensation: Lump sums per tasks, not to exceed contract total of $8,000. 3. Method of Invoicing: monthly on a per cent complete basis 4. Professional Retainer: not applicable 5. Other Terms: not applicable 6. General Conditions: a. Payments for invoices prepared by SCS are due and payable upon receipt. Payments due SQS under this Agreement shall be subject to a service charge of one and one-half (1-1/2) percent per month for invoices not paid within thirty (30) days after the date of receipt of invoice. 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. E:~D~?roposals~Po~t Ar thu rkMapVolComps~CONTRACr map vol 072105.do* SCS ENGINEERS 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 to the following allocation of liability in the projects undertaken hereunder. The parties agree that SCS' liability under this Agreement and for the Pwject 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 Sen, ices, 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 fi'om the sole negligence of SCS or its subcontractors. The Client will either make other~ responsible for liabilities due to such conditions, or will indenmify, defend and save harmless SCS fxom 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 ennditious differ materially fi'om 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 Steams, 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. NAME: Kevin D. Yard, P.E. NAME: TITLE: Vice President TITLE: DATE: ~/atr/~'~"~ DATE: E:~BD~Proposals~Port Arlhm~MapVolComps~CONTRACT map vol 072105.d~c SCS ENGINEERS