HomeMy WebLinkAboutPR 18658: SCS ENGINEERS AGREEMENT MEMORANDUM
PUBLIC WORKS DEPARTMENT
TO: John A. Comeaux, P.E., Interim City Manager
FROM: Susan Polka, P.E., Public Works Director
SUBJECT: P.R. # 18658, Air Quality Services
DATE: October 20, 2014
RECOMMENDATION:
It is recommended that the City Council approve Proposed Resolution No.18658 authorizing the
City Manager to execute an agreement with SCS Engineers of Bedford, Texas, for air quality
services for a price not-to-exceed $27,000. Funds are available in Account No. 403-1274-
533.54-00 in the Public Works-Landfill Division — Professional Services FY 2015 Budget.
BACKGROUND:
The Landfill's Title V permit requires annual and semi-annual reporting on air quality, the EPA
requires annual greenhouse gas reporting, and Tier 2 sampling and analysis every 5 years. The
last Tier 2 sampling was conducted in 2010 and is due in 2015. SCS Engineers have performed
this task for the City in past years and they are very familiar with the process. SCS Engineers
can perform this service for a total price not-to-exceed $27,000.
BUDGETARY/FISCAL EFFECT:
Funds are available in the Public Works-Landfill Division FY 2015 Budget, Account No. 403-
1274-533.54-00
EMPLOYEE/STAFF EFFECT:
Acceptance of this recommendation will have no effect on staffing levels at this time.
SUMMARY:
It is recommended that the City Council approve Proposed Resolution No. 18658 authorizing the
City Manager to execute an agreement with SCS Engineers of Bedford, Texas, for air quality
services for a price not-to-exceed $27,000. Funds are available in Account No. 403-1274-
533.54-00 in the Public Works-Landfill Division — Professional Services FY 2015 Budget.
"Remember,we are here to serve the citizens of Port Arthur"
P.R. No. 18658
10/20/14 sp
Page 1 of 2
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT WITH SCS ENGINEERS OF BEDFORD, TEXAS, FOR
CALENDAR YEAR 2015 AIR COMPLIANCE SERVICES, FOR AN AMOUNT
NOT-T-EXCEED $27,000.00. FUNDS ARE AVAILABLE IN PUBLIC WORKS,
LANDFILL ACCOUNT NUMBER 403-1274-533.54-00.
WHEREAS, the City Landfill is required to submit annual and semi-annual air quality deviation
reports to the TCEQ and greenhouse gas emissions estimates to the EPA each calendar year; and,
WHEREAS,the City Landfill is required to perform Tier 2 testing and reporting every 5 years; and,
WHEREAS, SCS Engineers of Bedford, Texas, can perform both of these services for a total price
not-to-exceed$27,000, billed according to Exhibit"A"; now,therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT the City Manager be and he is hereby authorized to execute an agreement with SCS Engineers
of Bedford, Texas, for Air Quality Reporting Compliance Services for a total price not-to-exceed amount
of$27,000, in substantially the same form as attached as Exhibit"A".
THAT funding is available in FY2015 Budget Account No. 403-1274-533.54-00, Landfill —
Professional Services 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 A.D., 2014, at a
Meeting of the City Council of the City of Port Arthur,Texas,by the following vote:
AYES: Mayor:
Councilmembers:
NOES: •
P.R.No. 18658
10/20/14 sp
Page 2 of 2
Mayor
ATTEST:
City Secretary
APPROVED AS TO FORM:
Y4e.
City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABILITY OF FUNDS:
/ /
. , 0"; /
John A. Comeaux, P.E. Deborah Echols
Interim City Manager Finance Director
p
san Polka,P.E. Shawna Tubbs, CP'•
Public Works Director/City Engineer Purchasing Manager
P.R. No. 18658
Exhibit "A"
Contract for Professional Services
SCS Engineers
THE STATE OF TEXAS §
COUNTY OF JEFFERSON §
CONTRACT
FOR PROFESSIONAL SERVICES
(NON-FEDERAL FORM)
PART I -AGREEMENT
THIS AGREEMENT, entered into as of this the day of ,2014, by and between the
City of Port Arthur, Port Arthur, Texas (hereinafter called the "CITY") acting herein by its CITY
MANAGER,hereunto duly authorized and SCS Engineers of Bedford,Texas,(hereinafter called the
"ENGINEER") acting herein by Kevin D. Yard, P.E., BCEE, Vice President, hereunto duly
authorized:
WITNESSETH THAT:
WHEREAS, the CITY desires to engage the Engineer to (1) render certain technical and
professional services hereafter described in"Scope of Services"or(2)perform certain work hereafter
described in "Scope of Services": NOW, THEREFORE, the Parties hereto do mutually agree as
follows:
1. EMPLOYMENT OF ENGINEER
The CITY hereby agrees to engage the ENGINEER and the ENGINEER hereby agrees to
perform in a timely manner the"Scope of Services"hereinafter set forth. This contract shall
be performed in Jefferson County, Texas.
2. SCOPE OF SERVICES
A. BASIC SERVICES
SEE ATTACHED PROPOSAL DATED September 3,2014
ENGINEER'S compensation for Basic Services shall be as set forth in Paragraph 5.
B. ADDITIONAL SERVICES
All work performed by ENGINEER at request of CITY which is not included in the
Basic Services defined above,shall constitute Additional Services. Unless included in said
Basic Services,Additional Services may include but are not limited to the following:
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(1) Studies,tests,and process determination to establish basis of design for water
and waste treatment facilities.
(2) Land surveys and establishment of boundaries and monuments, and related
office computation and drafting.
(3) Preparation of property or easement descriptions.
(4) Additional Services as described in SCS Engineers' letter of
September 3,2014.
(5) Small design assignments (estimated construction cost less than
$100,000).
(6) Appearances before regulatory agencies.
(7) Assistance to the CITY as an expert witness in any litigation with third
parties, arising from the development or construction of the Project,
including preparation of engineering data and reports.
(8) Special investigations involving detailed consideration of operation,
maintenance and overhead expenses;preparation of rate schedules;
earnings and expense statements; special feasibility studies; appraisals;
evaluations; and material audits or inventories required for certification of
force account construction performed by the CITY.
(9) Special soil and foundation investigations, including field and laboratory
tests,borings, related engineering analyses, and recommendations.
(10) Detailed mill, shop and/or laboratory inspection of materials or equipment.
(11) Travel and subsistence required of the ENGINEER and authorized by the
CITY to points other than CITY'S or ENGINEER'S offices and Project
site.
(12) Additional copies of reports over ten(10) sets and additional sets of
Contract Document over twenty(20) sets.
(13) Preparation of applications and supporting documents for government
grants or planning advances for public works projects.
(14) Preparation of environmental statements and assistance to CITY in
preparing for, and attending public hearings.
(15) Plotting, computing, and filing plats of subdivisions; staking of lots; and
related land planning and partitioning functions.
(16) Revision of contract drawings after a definite plan has been approved by
the CITY,redrawing of plans to show work as actually constructed.
(17) Services after issuance of Certificate of Completion.
(18) Services to investigate existing conditions or facilities or to make
measured drawings thereof, or to verify accuracy of drawings or other
information furnished by Client.
(19) Preparation of operating instructions and manuals for facilities and
training of personnel and assistance in operation of facilities.
(20) Additional or extended services during construction made necessary by
work damaged by fire or other cause during construction, defective or
neglected work of contractor; services rendered after prolongation of
construction contract time by more than 20%, acceleration of work
schedule involving services beyond normal working hours; or default
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under construction contract due to delinquency or insolvency.
(21) Providing any other service not otherwise included in this Agreement or
not customarily furnished in accordance with generally accepted
engineering practice.
(22) Any other special or miscellaneous assignments specifically authorized by
CITY.
ENGINEER'S compensation for Additional Services shall be as set forth in Paragraph 5.
3. TIME OF PERFORMANCE
ENGINEER will proceed immediately upon execution of this Contract with performance of
the services called for under the Basic Services with completion within 180 calendar days of the
Notice To Proceed issued by the CITY,unless delayed by causes outside the control of ENGINEER,
and will proceed with subsequent work only on authorization by CITY. ENGINEER shall
immediately submit to CITY in writing evidence of delay satisfactory to the CITY Engineer's
reasonable discretion, upon which an extension of time equal to the period of actual delay shall be
granted in writing.
4. INFORMATION AND SERVICES TO BE FURNISHED ENGINEER
It is agreed that the CITY will furnish, without charge, for the use of the Contract
information,data,reports,records,and maps as are existing,available,and necessary for the carrying
out of the work of the ENGINEER as outlined under "Scope of Services." The CITY and its
agencies will cooperate with the ENGINEER in every way possible to facilitate the performance of
the work described in this Contract.
5. COMPENSATION AND METHOD OF PAYMENT
A. COMPENSATION
CITY will pay ENGINEER for work performed and services rendered under Paragraph 2
"Scope of Services", (Basic Services and Additional Services)at the following rates:
It is agreed that total fees for Basic Services(including subcontracted engineering services as
described herein) under this Contract, as defined in Paragraph 2A and based on the preceding
schedule, shall not exceed the lump sum of$25,000.00.
It is agreed that total fees for Additional Services (including subcontracted engineering
services as described herein) under this Contract, as defined in Paragraph 2B and based on the
ENGINEER's fee schedule in effect at the time on a time-and-materials basis shall not exceed
$2,000.00.
B. PAYMENT
ENGINEER will invoice CITY monthly for its services and charges incurred by ENGINEER
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for subcontracted engineering services performed under the direction and control of ENGINEER as
described herein.
CITY agrees to pay ENGINEER at his office the full amount of each such invoice upon
receipt or as otherwise specified in this Agreement. A charge of one percent per month shall be
added to the unpaid balance of invoices not paid within 31 days after date of invoice.The engineer
shall pay any subcontractors no later than the tenth day after he receives payment as required under
Chapter 2251 Government Code of the Revised Civil Statutes of Texas.
6. RECORDS
ENGINEER shall keep accurate records, including time sheets and travel vouchers, of all
time and expenses allocated to performance of Contract work. Such records shall be kept in the
office of the ENGINEER for a period of not less than five(5)years and shall be made available to
the CITY for inspection and copying upon reasonable request.
7. OWNERSHIP OF DOCUMENTS
All documents,including original drawings,estimates,specifications,field notes and data are
property of CITY. ENGINEER may retain reproducible copies of drawings and other documents.
All documents, including drawings and specifications prepared by ENGINEER are
instruments of service in respect to the project. They are not intended or represented to be suitable
for reuse by CITY or others on extensions of the Project or on any other project. Any reuse without
written verification or adaption by ENGINEER for the specific purpose intended will be at CITY'S
sole risk and without liability or legal exposure to ENGINEER and CITY shall indemnify and hold
harmless ENGINEER from all claims, damages, losses and expenses including attorneys' fees
arising out of or resulting therefrom. Any such verification or adaption will entitle ENGINEER to
further compensation at rates to be agreed upon by CITY and ENGINEER.
8. INSURANCE
All insurance must be written by an insurer licensed to conduct business in the State of Texas,
unless otherwise permitted by Owner. The ENGINEER shall, at his own expense, purchase,
maintain and keep in force insurance that will protect against injury and/or damages which may arise
out of or result from operations under this contract,whether the operations be by himself or by any
subcontractor or by anyone directly or indirectly employed by any of them,or by anyone for whose
acts any of them may be liable,of the following types and limits(no insurance policy or certificate of
insurance required below shall contain any aggregate policy year limit unless a specific dollar
amount(or specific formula for determining a specific dollar amount)aggregate policy year limit is
expressly provided in the specification below which covers the particular insurance policy or
certificate of insurance):
1. Standard Worker's Compensation Insurance(with Waiver of Subrogation in favor of
the CITY of Port Arthur, its officers, agents and employees.)
2. Commercial General Liability occurrence type insurance. (No "XCU" restrictions
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shall be applicable.) Products/completed operations coverage must be included,and
the CITY of Port Arthur, its officers, agents and employees must be named as an
additional Insured.
a. Bodily injury $500,000 single limit per occurrence or $500,000 each
person/$500,000 per occurrence.
b. Property Damage $100,000 per occurrence.
c. Minimum aggregate policy year limit$1,000,000.
3. Commercial Automobile Liability Insurance(including owned,non-owned and hired
vehicles coverage).
a. Minimum combined single limit of$500,000 per occurrence for bodily injury
and property damage.
b. If individual limits are provided minimum limits are $300,000 per person,
$500,000 per occurrence for bodily injury and $100,000 per occurrence for
property damage.
4. Contractual Liability Insurance covering the indemnity provision of this contract in
the same amount and coverage as provided for Commercial General Liability Policy,
specifically referring to this Contract by date,job number and location.
5. ENGINEER also agrees to maintain Professional Liability Insurance coverage of
$250,000 minimum per occurrence/claim/policy year aggregate limits against
ENGINEER for damages arising in the course of, or as a result of,work performed
under this Contract. Coverage shall continue for a minimum of two(2)years after the
ENGINEER'S assignment under this Contract is completed.Additional Professional
Liability Insurance required is $0
ENGINEER shall cause ENGINEER'S insurance company or insurance agent to fill in all
information required (including names of insurance agencies, ENGINEER and insurance
companies,and policy numbers,effective dates and expiration dates)and to date and sign and do
all other things necessary to complete and make into a valid certificate of insurance the
CERTIFICATE OF INSURANCE Form attached to and made a part of this Contract, and
pertaining to the above listed Items 1,2, 3,4, and 5; and before commencing any of the work and
within the time otherwise specified, ENGINEER shall file said completed Form with the CITY.
None of the provisions in said Form shall be altered or modified in any respect except as herein
expressly authorized. Said CERTIFICATE OF INSURANCE Form contains a provision that
coverages afforded under the policies will not be altered, modified or cancelled unless at least
fifteen(15)days prior written notice has been given to the CITY. ENGINEER shall also file with
the CITY valid CERTIFICATE(s) OF INSURANCE on like form from or for all Subcontractors
and showing the Subcontractor(s) as the Insured. Said completed CERTIFICATE OF
INSURANCE Form(s) shall in any event be filed with CITY not more than ten (10) days after
execution of this Contract.
Deductible on policy for Professional Liability shall be$100,000 as specifically approved
by the City.
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9. PROFESSIONAL LIABILITY
A. ENGINEER shall be responsible for the use and employment of reasonable skill and
care befitting the profession in the designs, drawings, plans, specifications, data, reports and
designation of materials and equipment provided by ENGINEER for the Project covered by this
Contract. Approval by CITY shall not constitute nor be deemed a release or waiver of the
responsibility and liability of ENGINEER for the accuracy and competency of such designs,
drawings,plans,specifications,data,reports and designation of materials and equipment.Contractor
will be responsible for the actual supervision of Construction operations and safety measures
involving the work,his employees and the public,but the ENGINEER will advise the Contractor of
any items requiring the attention and action of the Contractor.
B. If services include periodic visits to the site to inspect work performed by another
Contractor, ENGINEER is responsible for exercising reasonable care and skills befitting the
profession to assure that the Contractor performs the work in accordance with Contract Documents
and to safeguard the CITY against defects and deficiencies in the work; provided, however,
ENGINEER does not guarantee or insure the work completed by the Contractor. During visits to the
construction site,and on the basis of the ENGINEER'S on-site observations as an experienced and
qualified design professional, he will keep the CITY informed on the extent of the progress of the
work, and advise the CITY of material and substantial defects and deficiencies in the work of
material and substantial defects and deficiencies in the work of Contractors which are discovered by
the ENGINEER or otherwise brought to the ENGINEER'S attention in the course of construction,
and may, on behalf of the CITY exercise whatever rights the CITY may have to disapproved work
and materials as failing to conform to the Contract Documents.
C. In connection with the services of Resident Project Representatives,ENGINEER will
use the usual degree of care and prudent judgement in the selection of competent Project
Representatives,and the ENGINEER will use its best efforts to see that the Project Representatives
are on the job to perform their required duties. In performing these duties and services(described in
this sub-paragraph),ENGINEER is responsible for exercising reasonable care and skill befitting the
profession the assure that the Contractor performs the work in accordance with Contract Documents
and to safeguard the CITY against defects and deficiencies in the work; provided, however,
ENGINEER does not guarantee or insure the work completed by the Contractor.
D. In performing these services the ENGINEER will at all times endeavor to protect the
CITY on the Project and work sites and safeguard the CITY against defects and deficiencies in the
work of the Contractor; provided, however, ENGINEER does not guarantee or insure the work
completed by the Contractor, nor is ENGINEER responsible for the actual supervision of
construction operations or for the safety measures that the Contractor takes or should take.
E. ENGINEER shall not be responsible for any excess of construction costs over an
amount estimated.
10. INDEMNIFICATION
ENGINEER shall comply with the requirements of all applicable laws,rules,and regulations
in connection with the services of ENGINEER and shall exonerate,indemnify and hold harmless the
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CITY,its officers,agents and all employees from any and all liability,loss or damage arising out of
noncompliance with such laws,rules and regulations;without limitation,ENGINEER shall assume
full responsibility for payments of Federal, State and Local taxes or contributions imposed or
required under the Social Security, Worker's Compensation,and Income Tax Laws with respect to
ENGINEER'S employees. Further,ENGINEER shall exonerate,indemnify and hold harmless the
CITY, its officers, agents and all employees from any and all liability, loss, damages, expenses or
claims arising out of negligence of ENGINEER, its officers, agents and employees in connection
with any of the work performed or to be performed under this Contract by ENGINEER or as a result
of ENGINEER'S failure to use and employ reasonable skill and care befitting the profession in
accordance with paragraph 9 hereof. Further, ENGINEER shall exonerate, indemnify and hold
harmless the CITY,its officers,agents,and all employees from any and all liability, loss,damages,
expenses or claims for infringement of any copyright or patents arising out of the use of any plans,
design, drawings, or specifications furnished by ENGINEER in the performance of this Contract.
The foregoing indemnification provision shall apply to ENGINEER regardless of whether or not said
liability, loss, damages, expenses, or claims is caused in part by a party indemnified hereunder.
11. ADDRESS OF NOTICE AND COMMUNICATIONS
CITY: ENGINEER:
Mr. John A. Comeaux, P.E. SCS Engineers
Interim City Manager 1901 Central Drive, Suite 550
City of Port Arthur Bedford, Texas 76021
P.O. Box 1089 Attn: Kevin D. Yard,P.E.,BCEE
Port Arthur, Texas 77641 Vice President
All notices and communications under this Contract shall be mailed or delivered to CITY and
ENGINEER at the above addresses.
12. CAPTIONS
Each paragraph of this Contract has been supplied with a caption to serve only as a guide to
the contents. The caption does not control the meaning of any Paragraph or in any way determine its
interpretation or application.
13. SUCCESSORS AND ASSIGNMENTS
The CITY and the ENGINEER each binds himself and his successors, executors,
administrators, and assigns to the other party of this Contract and to the successors, executors,
administrators and assigns of such other party,in respect to all covenants of this Contract. Except as
above, neither the CITY nor the ENGINEER shall assign, sublet, or transfer his interest in this
Contract without the written consent of the other. Nothing herein shall be construed as creating any
personal liability on the part of any officer or agent of any public body which may be a party hereto.
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14. TERMINATION OF CONTRACT FOR CAUSE
If, through any cause, the ENGINEER shall fail to fulfill in timely and proper manner his
obligations under this Contract,or if the ENGINEER shall violate any of the covenants,agreements,
or stipulations of this Contract,the CITY shall thereupon have the right to terminate this Contract by
giving written notice to the ENGINEER of such termination and specifying the effective date
thereof,at least five(5)days before the effective date of such termination. In such event,all finished
or unfinished documents,data, studies, survey, drawings, maps, models,photographs, and reports
prepared by the ENGINEER under this Contract shall,at the option of the CITY,become its property
and the ENGINEER shall be entitled to receive just and equitable compensation for any work
satisfactorily completed hereunder.
Notwithstanding-the above,the ENGINEER shall not be relieved of liability to the CITY for
damages sustained by the CITY by virtue of any breach of the Contract by the ENGINEER and the
CITY may withhold any payment to the ENGINEER for the purpose of setoff until such time as the
exact amount of damages due the CITY from the ENGINEER is determined.
15. TERMINATION FOR CONVENIENCE OF THE CITY
The CITY may terminate this Contract at any time by giving at least thirty(30)days notice in
writing to the ENGINEER. If the Contract is terminated by the CITY as provided herein, the
ENGINEER will be paid for the time provided and expenses incurred up to the termination date. If
this Contract is terminated due to the fault of the ENGINEER, Paragraph 14 hereof relative to
termination shall apply.
16. CHANGES F
•
The CITY may, from time to time, request changes in the scope of the services of the
ENGINEER to be performed hereunder. Such changes, including any increase or decrease in the
amount of the ENGINEER'S compensation, which are mutually agreed upon by and between the
CITY and ENGINEER shall be incorporated in written amendments to this Contract.
17. PERSONNEL
A. The ENGINEER represents that he has, or will secure at his own expense, all
personnel required in performing the services under this Contract. Such personnel shall not be
employees of or have any contractual relationship with the CITY.
B. All of the services required hereunder shall be performed by the ENGINEER or under
his supervision and all personnel engaged in the work shall be fully qualified and,if applicable shall
be authorized or permitted under State and local law to perform such services.
C. None of the work or services covered by this Contract shall be subcontracted without
the prior written approval of the CITY. Any work or services subcontracted hereunder shall be
specified by written Contract or agreement and shall be subject to each provision of this Contract.
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ATTEST: ATTEST:
Sherri Bellard David J.Mezzacappa,P.E.
City Secretary Vice President
(Seal)
APPROVED AS TO FORM:
Valecia Tizeno
City Attorney
Solid Waste Management Consultants 1901 Central Drive 817 571-2288
and Contractors Suite 550 FAX 817 571-2188
Bedford, Texas 76021- 5872 www.scsengineers.com
SCS ENGINEERS
September 3,2014
SCS Proposal No. 160119214
Mr. Michael Tentrup, Landfill Manager
City of Port Arthur
201 H.O. Mills
Port Arthur, Texas 77640
Subject: 2015 Routine Air Compliance Services—Including NSPS-Related Services (Tier 2
Sampling and Analysis)
City of Port Arthur Landfill
Dear Mike:
SCS Engineers (SCS) is pleased to present this proposal to the City of Port Arthur (City) for
2015 air compliance services — including New Source Performance Standard (NSPS)-related
services (Tier 2 Sampling and Analysis).
In 2015 routine air compliance services will include greenhouse gas reporting, Title V operating
permit reporting, and emissions fee calculations. These items are included in one stand-alone
task below. Tier 2 services are provided in a different task since these services are not typically
required annually.
SCS last performed Tier 2 testing and reporting at the landfill in 2010. Since the NSPS rule
requires an update to Tier 2 testing every five years, EPA and TCEQ rules require this again in
2015 if the City wishes to use site-specific landfill gas testing data in the required NSPS
calculations. This is recommended since these results have historically been much lower than
default data in the rule,to evaluate whether a gas collection and control system is required.
SCOPE
As mentioned above,this work has been divided into two tasks as follows:
TASK 1 — 2015 ROUTINE AIR COMPLIANCE SERVICES
TITLE V REPORTING AND EMISSIONS FEE CALCULATIONS
The landfill's Title V Permit requires the submittal of semi-annual deviation reports and the
submittal of an annual certification each year. Although semi-annual deviation reports are not
required if no deviations from the Title V permit requirements occurred during a semi-annual
period, TCEQ has requested that landfills be proactive and submit reports explicitly stating that
no deviations occurred.
M:13D1PropatebWat A00012014\160115214-2015 Air Savbs1P080314 Pat ArMa 2015 Air Semmes dc0y Offices Nationwide
Mr. Michael Tentrup
September 3, 2014
Page 2
As such, consistent with TCEQ's request and our approach to satisfying TCEQ's requirements in
prior years, this work includes the filing of two semi-annual deviation reports in calendar year
2015 regardless of whether deviations are discovered. This work also includes the preparation of
the Title V annual certification report. SCS will track the required submittal deadlines and notify
the City in advance as information is required and as signatures are needed from the City.
Each submittal will consist of a cover letter, a certification form that must be signed by the City,
and contain the appropriate TCEQ certification and deviation forms. We will contact you to
discuss whether any potential deviations did occur during each reporting period prior to
submitting any certification forms to you for your signature as Responsible Official. Any
discovered deviations will be explained and included as such in the Title V paperwork. Upon
completion of all paperwork and receipt of the signed certification pages, SCS will transmit the
appropriate paperwork to TCEQ and, for the annual certification,to EPA.
This work also includes SCS' assistance in filing the annual emissions fee applicability form
with TCEQ. This form is sent annually to all Title V holders to determine if emissions fees are
due to TCEQ. In Texas, all Title V permit holders are currently assessed emissions fees.
As a basis of fee payment, time is included for SCS to gather information from the City and to
prepare emissions estimates. This will enable us to base the fee on emissions estimates rather
than permitted emissions levels, thereby enabling the City to pay the lowest allowable fee.
These estimates will be included with the fee form, which will be prepared and submitted by
SCS on the City's behalf. Consistent with prior years, we anticipate that the TCEQ will invoice
the City directly for these fees later in 2015. We have assumed that the City will pay the TCEQ
fees.
CALENDAR YEAR 2015 GREENHOUSE GAS REPORTING SERVICES
SCS will prepare the required reporting associated with the Federal mandatory GHG reporting
rules in calendar year 2015. This work includes the preparation and submittal of the required
GHG emissions estimates and associated information required by the GHG reporting rule. The
deadline for this submittal is March 31, 2015.
As was completed this past March, online reporting will be used to file information related to the
GHG reporting rule. SCS will work with the City and enter all online information for the City's
review and certification.
SCS will have most of the information necessary to complete the GHG emissions estimates
based on prior work. We will contact you regarding any information that might be needed.
When the reporting has been completed, SCS will provide a memorandum for your files
including backup calculation spreadsheets and pertinent assumptions.
TASK 2 — TIER 2 TESTING AND REPORTING
For this work, SCS will perform new Tier 2 sampling and analysis at the landfill to obtain a new
site-specific non-methane organic compound (NMOC) content for the landfill's gas. SCS will
m:1eowroaaam5Port anan2014 ne0119216 2015 nn Services lvaem14 van Arthur 2015 ar Sawndcc. Offices Nationwide
Mr. Michael Tentrup
September 3, 2014
Page 3
then use this new NMOC content to report the 2015 NMOC emissions rate for the landfill.
Results for up to five years into the future will also be included as long as all years are below 50
Mg/yr of NMOCs.
Per the NSPS rule, the number of Tier 2 samples required depends on the landfill's area which
has had waste in place for 2 years or more. This area at the landfill is large enough to require the
maximum 50 samples per NSPS rules. For these 50 points, 20 canisters will be used. Where
possible, canisters will be combined in the lab to save on analytical fees.
Our proposal's fees include 5 days of time for Chastain Environmental Services, Inc. (CES)to be
at the landfill and obtain all samples. Use of a portable monitor during sampling is included in
the proposal fee so that the gas at the sample point can be analyzed briefly in the field before
collection to help minimize potential air intrusion which would necessitate re-sampling after
analysis.
Summa® canisters that will be used in the sampling effort will be pre-charged with inert gas and
will not require hazardous shipping. This proposal's fee includes the cost of shipping the sample
canisters to and from the landfill.
Once samples have been collected, they will be sent to Air Technology Laboratories (ATL) for
analysis, and ATL will process the samples per NSPS requirements (using EPA Methods 3C and
25C). SCS has worked with ATL for over a dozen years on Tier 2 projects and has found them
to be cost-effective as well as very responsive and reliable. Normal turnaround time pricing is
assumed since the sampling and analysis is not required for several months.
Upon receipt of analytical results, SCS will prepare the Tier 2 sampling and analysis report for
your review, comment, and signature. No sampling map will be prepared for this report. For the
field work, a hand-marked map will be provided to the sampling technician (who will mark any
required field adjustments). Consistent with our prior projects with the City, SCS will submit the
report to TCEQ on the City's behalf. A full"pdf' file will also be provided for the City's e-files.
ADDITIONAL SERVICES
As you know, with air rules evolving rapidly at the State and Federal level, there may be
unanticipated air quality-related needs in calendar year 2015. A specific area of uncertainty may
include periodic letters being sent by TCEQ to request verification of compliance status, or
forthcoming changes to New Source Performance Standards and possible GHG reporting and
permitting rule changes. Also, the City's management team may encounter questions related to
TCEQ inspections and other matters where it may be advantageous to have ready access to
consulting support. To provide this support, we have established this task with a limited budget.
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.
\BD\Propostls\Pp1 AMu6201 4\150118314-1015 Mr 5¢ry esT090314 Pat ArtMV 2015 Air 5ev .dax Offices Nationwide
Mr. Michael Tentrup
September 3, 2014
Page 4
FEE AND SCHEDULE
The proposed fee for each of these tasks described in this proposal is included in the table below.
TASK FEE
1 — 2015 ROUTINE AIR COMPLIANCE SERVICES $7,000
2 —TIER 2 TESTING AND REPORTING $18,000
ADDITIONAL SERVICES $2,000
TOTAL $27,000
Regarding our schedule for this work, for Task 1, our initial work will begin in December 2014
when the initial Title V reporting period ends. As with all routine tasks, SCS will track the tasks
and alert you with information needed, etc. prior to the appropriate regulatory deadline. For
Task 2, to ensure submittal in advance of the regulatory due date, SCS will initiate the work
approximately 3 months prior to the required sampling date (5 years from the prior sampling date
of January 2010). At that time we will schedule the sampling and contact the laboratory to
obtain the canisters. Upon the completion of sampling, results should be obtained within no
more than two weeks and the final report prepared for the City to review within no more than
two additional weeks. Upon receipt of any comments on the draft report, SCS will provide final
reports within approximately five working days.
For your convenience, the City's standard agreement, as executed for other recent projects, is
attached for your consideration. 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 the City's prior approval.
SCS appreciates this opportunity to continue to provide these services at the City of Port Arthur
Landfill. If you have any questions related to this proposal, please feel free to contact Kevin
Yard at.(817) 358-6105 or David Mezzacappa at(817) 358-6108.
Sincerely,
David J. ezzacappa,P.E. Kevin D. Yard,P.E.,BCEE
Vice President Vice President/Office Director
SCS ENGINEERS SCS ENGINEERS
TBPE Registration No.F-3407
Attachment: City of Port Arthur Standard Agreement
M^3D Proposals\ AMU\1014\180119214-2015 Air Services\P090314 Pat AMU 2015 Ar Services does Offices Nationwide