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1997-26983-Resolution No. 97-109 Recorded 7/25/1997V EWED�� I 01625.,:- wInS 9'7-26963_. LEGAL COUNSEL BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OnGON A Resolution Extending the Contract with Harding Lawson Associates for the :Purpose of Providing Engineering Services for the Closure of the Demolition Landfill. * /J RESOLUTION NO. 97-109 WHEREAS, Harding Lawson Associates entered into an agreement with Deschutes County in September, 1. 995, to provide engineering services for the Knott and Demolition landfills; and WHEREAS, that agreement provides that Harding Lawson Associates will provide additional services to Deschutes County if requested to complete the Demolition landfill closure plan, and Harding Lawson Associates have agreed to the additional scope of work as set forth herein; and WHEREAS, the County desires to retain Harding Lawson Associates as the contractor to finalize the Demolition landfill closure plan as originally specified and approved by DEQ; and WHEREAS, Deschutes County Code Chapter 2.36 authorizes and designates the Board of County Commissioners as the local contract review board; now, therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, that Section 1. The contract with Harding Lawson Associates is extended to June 30, 1998.. Section 2. The contract amendment, scope of work and price for the Demolition. landfill only engineering services are attached hereto as a part of this Resolution. Section. 3. Staff is directed to contact DEQ and obtain an extension of time for the closure plan that is required as part of the closure permit. Dated this 25 day of 1.997, nunc pro tunc to June 30, 1997. T: Recording Secretary PAGE 1 - RESOLUTION No. 97-109 (7-23-97) B ARID OF COUNTY COMMISSIONERS FOR DESCHUTES UNTY, IN GON -FCDYi i L� NANC O E HILA GEN, Chair ' , e- 1401�,/I AUG I ►997 ROW9T L. NI.PPER, L. S WEARIN :_ - ffil1997 AMENDMENT TO 0162--1756 PERSONNEL SERVICES CONTRACT THAT CERTAIN AGREEMENT, dated September 13, 1995, made and entered mto �y and between Deschutes County, a political subdivision of the State of Oregon,, h6reih6fteL referred to as "County" and Harding Lawson Associates, Federal Tax I.D Numbed-014fi861, hereinafter referred to as "Contractor", is amended as follows: Effective Date. This agreement is effective July 1, 1997. 2. Duration. This agreement shall automatically terminate at midnight, June 30, 1998, or as otherwise provided herein. 3. Contractors Services. Contractor shall perform all work identified as Tasks and Sub - Tasks as detailed in Contractors Scope of Work, attached as Exhibit "A" and incorporated herein. 4. Consideration. Total payment for services rendered under this agreement shall be made as detailed in Contractors Fee Proposal, attached as Exhibit `B" and incorporated herein. The maximum consideration authorized under this Agreement shall be $140,349.00. Contractor shall be reimbursed monthly upon receipt of invoices for services rendered the preceding month. Invoiced amounts shall be based on percentage of tasks or sub -tasks completed and approved by the County. Cd6 lIi 1M DATED this o?3 day of , 1997. B ARD OF CO Y COM ISSIONERS �. OFjbESCHUTES OOUNTY,,JREGON QNan pe S hlanjen, Chair T: Rob rt L, Nipper, Commissio: Recording Secretary ' "Linda L. Swearinge6n'Commissioner CONTRACTOR: DATED this Od"day of , 1997. HARDING LAWSON ASSOCIATES 1�1� Delyn Kies, rincipal Exhibit A Amendment to Personal Services Contract for Demolition Landfill Closure SCOPE OF WORK This scope of work includes the additional engineering services necessary for the closure of the Demolition Landfill. The objective is to regrade and close the Demolition Landfill in accordance with DEQ regulations by the end of 1997. The project has been divided into a series of tasks. Descriptions of each of these tasks is as follows: Task 1: Meeting With Stakeholders The project team will have a kickoff meeting with the County and DEQ. In this meeting, the activities that are planned for the next phase of the work at Demolition Landfill will be outlined, options that will be analyzed will be identified, expectations of each of the stakeholders will be defined. Emphasis will be placed on identifying critical issues, the future plans and expectations that each of the key stakeholders have regarding the landfill, and upon identifying any constraints that may impede development. A schedule for document submittal and the time that will be taken for DEQ reviews will be negotiated. Two additional meetings to receive review comments are planned and included under this task. The first meeting will occur after the final grading and closure plan has been developed. The second meeting will occur at the start of construction. The objectives of these meetings will be to review work that has been performed and agree on the work that is to be performed in the subsequent stages. 0162-1751 Associates (D EA), and Siemens and Associates(SA). Task 2: Preparation of Design for Demolition Landfill Closure The objective of this task is to provide the engineering analysis and design services necessary for the closure of the Demolition Landfill. In addition, the design for the landfill's surface water management system will be included under this task. Task 2 will be performed in accordance with the following subtasks. Task 2.1: Preparation of Final Grading Plan Over 22 acres of land to the west of the existing disposal area has not received waste. Within this area, soil materials have been excavated for use on nearby construction projects. The central pit has been excavated to 90 feet below the level of the surrounding area. The DEQ is requiring that this pit be filled as part of final closure. Under this task, the project team will prepare a plan for the final grading of this area. Included on the plan will be x, y, and z coordinates for the ditch system that is being required and at all major slope breaks. Initially, conceptual sketches will be prepared and submitted to the County and DEQ for review. After approval, a computer model of the closed landfill area will be developed. It is anticipated that the soil excavation, embankment final cover quantities will be balanced and that no import or export of material will be required. A topographic map showing the landfill's final It is expected that the meetings will include grades will be developed. In addition, an representatives from the County, DEQ, Harding isopach map showing the depth of cut and fill Lawson Associates (H LA), David Evans and that is required will be generated. July 15, 1997 \33296\PR7SOW11.D0C Harding Lawson Associates Task 2.2: Preparation of Revised Surface Water Management Plan The project team will revise the design for the landfill's surface water drainage system under this task. Included in the design process will be a hydrologic analysis to determine peak runoff rates and velocities that should be expected from the landfill. A preliminary design for an infiltration pond will be developed. As requested by the DEQ, it is anticipated that the pond will be located on the landfill property's western perimeter away from the landfill disposal area. Task 2.3 Preparation of Revised Closure Plan Based on the results of the analyses, the existing closure plan for the landfill will be revised. Under this task, the project team will identify the final cover system configuration to be constructed; analyze slope stability; estimate the costs for construction; describe the protocols and procedures that will be utilized for construction and long-term monitoring of the cap; analyze and recommend a method for compaction control; develop a plan for landfill gas monitoring; and identify a schedule for completion of closure activities. Initially, a draft of the revised sections of the existing closure plan will be prepared and submitted to the County for review. After incorporation of review comments, the revised sections will be submitted to the DEQ for review. Comments from the DEQ will be incorporated into the final design for the facilities. It is the intent of the project team to obtain DEQ's approval of the final cover system and the plan for final grading prior to its incorporation into the final design within the subsequent task. Task 2.4: Preparation of Plans and Specifications The construction plans and specifications that are required for the closure of Demolition Landfill and construction of the surface water drainage 0162=1'758 Exhibit A: Scope of Work for Demolition Landfill Closure system will be prepared by the project team under this task. Engineering plans, along with the costs associated with construction, will be submitted to the County for review and acceptance at the 80 and 100 percent design stages. At the final design stage, a final set of plans and specifications will be submitted to the County for approval. After final changes are made and approval by the County is secured, the finalized plans will be stamped and signed by the engineer of record. It is anticipated that the sheet list will include the following drawings: 1. Title Sheet 2. Location Map, Site Map and General Notes 3. Coordinate Geometry 4. Site Plan 5-6 Final Cover System Sections and Details 7-8 Infiltration Pond Sections and Details A set of contract documents for the project will be developed. The contract documents that were prepared for the Knott Landfill- Cell 1 Improvements will be utilized as the basis for their preparation. The contract documents will include an invitation to bid, information for bidders, general conditions, special provisions, bid proposal forms, agreement forms, prevailing wage rates and the contract drawings. It is anticipated that 20 sets of the final contract documents will be prepared for distribution to the County, bidders, and construction contractor. Task 2.5: Preparation of Construction Quality Assurance (CQA) Plan. The project team will develop the CQA plan that will direct testing and construction monitoring activities. The CQA plan that was previously developed for the Cell 1 Improvements will be revised to address the improvements that are included in this construction project. The CQA plan will describe: July 15, 1997 \33296\PR7SOW11.DOC Harding Lawson Associates • The CQA personnel and their qualifications • The CQA chain -of -command • The elements of each portion of the work that will need to be monitored • Testing protocols, acceptable test methods, and frequency of tests • Documentation procedures • The format of the final construction report. Initially, a draft of the CQA plan will be prepared and submitted to the County for review. After incorporation of review comments, the CQA plan will be submitted to the DEQ for review. Comments from the DEQ will be incorporated and 10 copies of the final version of the CQA plan for the facilities will be produced. Task 3: Services During Construction of Demolition Landfill Closure The project team will provide overall project management and be responsible for construction monitoring during the closure of Demolition Landfill under this task. It is anticipated that the landfill will be closed during the latter half of 1997. The scope of work provides for pre - construction services, construction quality assurance, documentation in accordance with RCRA Subtitle D and DEQ requirements, and certification of construction. For the purposes of the fee estimate, it is assumed that construction will start in October 1997 and be completed within 8 weeks. Task 3.1: Pre -Construction Services The project team will provide the following services to assist the County during the bidding and contractor selection process. 3.1a: Assistance During Bidding. The project team will be available to answer any questions regarding the contract documents from the County or any prospective bidders during the bid period. The project engineer will attend a pre-bid meeting to be held at the project site during the bid period. At the pre-bid meeting, the project engineer will provide an overview of the project, 0162-1759 Exhibit A: Scope of Work for Demolition Landfill Closure highlight key construction issues, and be available to answer questions regarding the plans and specifications. 3.1 b: Contractor Bid and Submittal Review. After receipt of the bids, the project team will review submittals to evaluate compliance with the bidder requirements. Bids will be tabulated and the lowest cost, qualified bidder will be recommended to the County. 3.1c: Pre -Construction Meeting. The project engineer, quality assurance officer and geotechnical engineer will attend a pre - construction meeting with the selected contractor under this subtask. At the meeting, the project team will address design requirements, CQA procedures, construction staking, construction schedule, general protocol, and responsibilities of the parties involved. Task 3.2: Construction Management The project team will assist the County in administrating the construction contract under this task. Assistance will include review of submittals, including shop drawings, material submittals, and schedules; preparation of change orders; preparation of status reports; review of contractor payment requests; scheduling and coordinating weekly constructions; and scheduling and coordinating final inspection. For the purposes of the fee estimate, it is assumed that the services of the project engineer will be required two days per week during each of the eight weeks required for construction. Task 3.3: Construction Inspection The project team will provide a CQA officer onsite to observe and document that construction is in conformance with the plans and specifications. Specific work items included in this task are as follows: Attendance at weekly construction meetings Nuclear densometer testing July 15, 1997 \33296\PR7SOW11.D0C Harding Lawson Associates • Review of material installation for conformance with the plans and specifications • Preparation of daily reports describing monitoring activities and the quantities of material installed • Photographing routinely and in critical areas the material being installed Reviewing the results of laboratory testing. For the purposes of the fee estimate, it is assumed that a CQA officer will be onsite for an average of eight hours per day during the eight- week construction period. Task 3.4: Soils Testing The project team will provide geotechnical testing during construction under this task. Sampling and testing frequencies will be as specified in the CQA plan. Task 3.5: Surveying The project team will provide surveying during construction under this task. The objective will be to both provide survey control and to measure pay quantities. Prior to the start of construction, the limit of construction will be staked. After clearing and grubbing has been completed, the project team will cross-section the areas to be excavated and filled at 50 -foot stations and at major grade breaks. Stakes will be set at the major grade breaks and along the centerline of drainage ditches and roadways. Each stake will be marked with the station, offset, and show the cut or fill to design grade. After construction has been completed, the finished grade will be cross-sectioned at 50 -foot stations. Cross-sections will be developed and their area (in square feet) computed. Excavation and embankment quantities will be computed 016 2;.1760 Exhibit A: Scope of Work for Demolition Landfill Closure surface area covered. After construction has been completed, the project team will survey the perimeter of the area that was closed. Interior surface areas will be computed and multiplied by the depth of materials shown on the drawings to determine the final pay quantities. The project team will prepare an as -built of the landfill after construction has been completed. The as -built will show locations of major features, including all buried features, as necessary to provide a complete and accurate record of construction. The as -built drawings will be certified by an Oregon -licensed land surveyor. All topographic information will be provided to the County in a digitized format suitable for import to AutoCAD applications. The final grading plan for the landfill has not yet been developed and the complexity of the staking that will be required cannot yet be determined. For the purposes of the fee estimate, it is assumed that a survey crew will be required for 15 days (120 hours) during the construction period. Task 3.6: Construction Documentation A final construction report will be prepared to document construction and will include the following information: • General description of construction activities, construction inspection activities, and CQA activities • An as -built schedule of construction activities and quantities • Daily inspection reports and minutes from weekly construction meetings • Documentation and location of all tests completed • Results of all tests, summarized in tabular form where applicable using the average end area method. • Descriptions and approvals of contractor It is anticipated that pay quantities for the final submittals cover system will be based on the quantity of July 15, 1997 \33296\PR7SOW11.D0C Harding Lawson Associates 4 0162-1'761 Exhibit A: Scope of Work for Demolition Landfill Closure Descriptions and approvals of as -built changes Post -construction surveys Certification that construction has been completed in conformance with the approved plans and specifications and generally accepted industry standards July 15, 1997 \33296\PR7SOW11.DOC Harding Lawson Associates r 0162-1.62 Exhibit B Amendment to Personal Services Contract for Demolition Landfill Closure ESTIMATED FEE Task 1: Meetings With Stakeholders $9,148 Task 2: Preparation of Design for Demolition Landfill Closure 2.1: Preparation of Final Grading Plan $7,635 2.2: Preparation of Revised Surface Water Management Plan $2,973 2.3: Preparation of Revised Closure Plan $11,387 2.4: Preparation of Plans and Specifications $26,408 2.5: Preparation of Construction Quality Assurance (CQA) Plan $4,383 3.2: Subtotal - Task 2 $52,786 Task 3: Services During Construction of Demolition Landfill Closure 3.1: Pre -Construction Services 3.1 a: Assistance During Bidding $3,139 3.1 b: Contractor Bid and Submittal Review $1,067 3.1 c: Pre -Construction Meeting $2,509 3.2: Construction Management $21,260 3.3: Construction Inspection $20,664 3.4: Soils Testing $3,150 3.5: Surveying $18,816 3.6: Construction Documentation $7,810 Subtotal - Task 3 $78,415 Total $140,349 July 15, 1997 \33296\PR7FEE11.DOC Harding Lawson Associates 1