HomeMy WebLinkAboutPBS Engineering Agrmt - LandfillDESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
Please complete all sections above the Official Review line.
February 11, 2009
Contractor/Supplier/Consultant Name:
Contractor Contact: toby Scott
Department:
Timm Schimke
PBS Engineering + Environmental
Type of Document: Personal services contract
Contractor Phone #:
388-9290
Goods and/or Services: PBS will provide groundwater monitoring services at Knott
and Southwest Landfills including collecting samples, conducting laboratory analysis,
performing statistical data analysis and reporting sampling results to DEQ through the
Department of Solid Waste.
Background & History: The Department of Solid Waste issued an RFP for this work
and received 8 responses which were scored by a 5 member selection committee. A
notice of intent to award contract was issued, and no protest was filed This is a general
services agreement with a three year term and includes options to extend the
agreement for additional years to a maximum of 5 years. Scope and price for
environmental monitoring services in years 2 through 5 of the ageement will be
negotiated and authorized through Task Orders associated with the general services
agreement. Other general and environmental engineering work may be authorized
under this task order approach as well. We retain the right and ability to solicit for such
additional work at our discretion. The size of the contract falls within the County
Administrator's signature authority and the agreement carries his signature line..
Agreement Starting Date:
2012
February 9, 2009
Annual Value or Total Payment:
$65,718.00
Ending Date:
® Insurance Certificate Received (check box)
Insurance Expiration Date:
10/01/09
June 30,
Check all that apply:
• RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
2/13/200
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Timm Schimke, Director of Solid Waste
Phone #: 317-3177
Department Director Approval: '2 7-v'"-~ /� 1✓`rtee° 13 j
Signature Date'
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number
2/13/200,
REVIEWED
LEGAL COUNSEL
For Recording Stamp Only
DESCHUTES COUNTY SERVICES CONTRACT
CONTRACT NO. 2009-070
This Contract is between DESCHUTES COUNTY (County) and PBS ENGINEERING + ENVIRONMENTAL. (Co tractor).
The parties agree as follows:
Effective Date and Termination Date. The effective date of this Contract shall be February 9, 2009 or the date, .)n which
each party has signed this Contract, whichever is later. Unless extended or terminated earlier in accordance with its terms,
this Contract shall terminate when County accepts Contractor's completed performance or on June 30, 2012, whichever date
occurs last. Contract termination shall not extinguish or prejudice County's right to enforce this Contract with respect to any
default by Contractor that has not been cured.
Statement of Work. Contractor shall perform the work described in Exhibit 1.
Payment for Work. County agrees to pay Contractor in accordance with Exhibit 1.
Contract Documents. This Contract includes Page 1-9 and Exhibits 1, 2, 3, 4, 5 and 6.
CONTRACTOR DATA AND SIGNATURE
Contractor Address: 390 NE Emerson Avenue, Suite C, Bend, OR 97701
Federal Tax ID# 93-0870218
Is Contractor a nonresident alien? ❑Yes X No
Business Designation (check one): ❑ Sole Proprietorship ❑ Partnership
X Corporation -for profit ❑ Corporation -non-profit ❑ Other, describe
A Federal tax ID number or Social Security number is required to be provided by the Contractor and shall be used for the
administration of state, federal and local tax laws. Payment information shall be reported to the Internal Revenue Service
under the name and Federal tax ID number or, if none, the Social Security number provided above.
I have read this Contract including the attached Exhibits. I understand this Contract and agree to be bound by its
terms. NOTE: Contractor shall also sign Exhibits 3 and 4 and, if applicable, Exhibit 6.
Signature Title
Name (please print) Date
DESCHUTES COUNTY SIGNATURE
Dated this of , 2008
Dated this of , 2008
DESCHUTES COUNTY DIRECTOR OF SOLID WASTE BOARD OF COUNTY COMMISSIONERS
TIMM SCHIMKE TAMMY BANEY, Chair
Attest
DENNIS R. LUKE, Vice Chair
Recording Secretary
ALAN UNGER, Commissioner
Page 1 of 9 — Personal Services Contract No. 2009-070
EXHIBIT 1
DESCHUTES COUNTY SERVICES CONTRACT
Contract No. 2009-070
STATEMENT OF WORK, COMPENSATION
PAYMENT TERMS and SCHEDULE
1. Contractor shall perform the following work: ENVIRONMENTAL MONITORING SERVICES
Groundwater Monitoring at Knott Landfill (Task 1)
Contractor will conduct sampling at Knott Landfill during the winter, spring, summer and fall sampling periods.
The specific activities associated with the two events are discussed below.
Field Sampling
Contractor will coordinate the schedule and logistics with the County and the analytical laboratory before
mobilizing to the landfill. Contractor will review the testing program, sample container requirements, and sample
delivery and timing. Field equipment (water quality meter) and materials (pumps, filters, etc.) will be procured,
tested, and calibrated.
Contractor will calculate groundwater elevations for the seven existing groundwater monitoring wells (MW -1 through
MW -7) from the information provided by the County from the bubbler -tube system. Contractor will purge wells of
three well volumes, until field parameters stabilize, and collect groundwater samples for field and laboratory testing
in accordance with the Permit and the EMP for the site.
Analytical Testing
Contractor will coordinate sample transport and delivery with the laboratory which has subcontracted with the
Contractor. Groundwater samples will be tested in accordance with the Permit.
Data Evaluation and Reporting
Contractor will conduct a preliminary review of analytical testing results and send a copy of the results to the
County as soon as they are received. In its preliminary review, Contractor will assess whether re -sampling is
required, as indicated by protocols in the Permit.
Contractor will prepare semiannual environmental monitoring reports for submittal to the DEQ. Contractor will
submit 4 hard copies of the report and one electronic copy of the report. Contractor will submit the semiannual
reports to the County for review within 50 days of the monitoring events. The reports will include the following:
• Quality assurance review of the analytical testing results.
• Summary of the field sampling event and analytical laboratory testing results.
• Updated spreadsheets of the field and analytical data.
• Map showing groundwater elevation contours and flow direction.
Annual Report of Knott Landfill Monitoring Program
The annual environmental monitoring report (AEMR) will be prepared by Contractor in accordance with Section
19.4 of Permit No. 6 and the EMP for Knott Landfill. The AEMR will compile the results of spring and fall
groundwater monitoring and summarize information supplied by the County regarding landfill gas monitoring,
leachate collection, and certain landfill operations. The groundwater monitoring summary will include statistical
evaluations of the groundwater data, and the report will list any facility improvements or changes during the year.
Contractor will submit 4 hard copies of the report and one electronic copy of the report.
Groundwater Monitoring at Southwest Landfill (Task 2)
Contractor will conduct sampling at Southwest Landfill during the spring and fall sampling periods. The specific
activities associated with the two events are discussed below.
Field Sampling
Contractor will coordinate the schedule and logistics with the County and the analytical laboratory before
mobilizing to the landfill. Contractor will review the testing program, sample container requirements, and sample
Page 1 of 4 - Exhibit 1 — Personal Service Contract No.2009-070
delivery and timing. Field equipment (water quality meter) and materials (bailers, pumps, filters, etc.) will be
procured, tested, and calibrated.
Contractor will measure the depth to groundwater and calculate groundwater elevations for the following six (6)
wells: MW -2R, MW -5, MW -7, MW -8, MW -9, and MW -10. Contractor will collect groundwater samples from EMP -
specified wells for field and laboratory testing. Wells will be purged of three well volumes, until field parameters
stabilize, before collecting groundwater samples. Groundwater samples will be obtained from the above referenced
wells as well as the on-site water supply well.
Analytical Testing
Contractor will coordinate sample transport and delivery with the laboratory which has subcontracted with the
Contractor. Groundwater samples will be tested in accordance with the Permit.
Data Evaluation and Reporting
Contractor will conduct a preliminary review of analytical testing results and send a copy of the results to the
County as soon as they are received. In its preliminary review, Contractor will assess whether re -sampling is
required, as prescribed in the Permit.
Semiannual environmental monitoring reports will be prepared on behalf of the County for submittal to the DEQ.
Contractor will submit 4 hard copies of the report and one electronic copy of the report. Contractor will submit
the semiannual reports to the County within 50 days of the monitoring events. The reports will include the
following:
• Summary of the field sampling event and analytical laboratory testing results.
• Updated spreadsheets of the field and analytical data.
• Map showing groundwater elevation contours and flow direction.
Annual Report of Southwest Landfill Monitoring Program
The annual facility report (AFR) will be prepared by Contractor in accordance with Section 2 of Schedule B in
Permit No. 259 and the EMP for Southwest Landfill. The AFR will compile the results of spring and fall
groundwater monitoring and summarize information supplied by the County regarding landfill gas monitoring and
certain landfill operations. The groundwater monitoring summary will include statistical evaluations of the
groundwater data, and the report will list any facility improvements or changes during the year. Contractor will
submit 4 hard copies of the report and one electronic copy of the report.
2. County Services. County shall provide Contractor, at county's expense, with material and services
described as follows:
County will operate the groundwater pumping equipment and purge the wells at Knott Landfill. County Nill
conduct the landfill gas monitoring and provide the landfill gas monitoring data for inclusion in 'he
semiannual and annual reports.
Page 2 of 4 - Exhibit 1 — Personal Service Contract No.2009-070
3. Consideration.
Task 1.1 Quarterly and Semi -Annual Groundwater Monitoring at Knott Landfill —1 yr
PBS Labor
Field Sampling $5.880.00
Data Analysis $2,904.00
Report Prep & Review $3,080.00
Expenses
Laboratory $20,835.00
Expenses (field supplies, shipping, equipment, etc). $ 785.00
Total Task 1.1 $33,484.00
Task 1.2 Knott Landfill Annual Report
PBS Labor
Data Analysis
Report Prep. & Review
Expenses
Expenses (copies, postage etc.)
Total Task 1.2
$3,432.00
$4,810.00
$ 132.00
$8,374.00
Task 2.1 — Semi -Annual Groundwater Monitoring at Southwest Landfill —1 yr
PBS Labor
Field Sampling $3,550.00
Data Analysis $2,376.00
Report Prep & Review $1,280.00
Expenses
Laboratory $ 2,208.00
Expenses (field supplies, shipping, equipment, etc). $ 804.00
Total Task 2.1 $10,218.00
Task 2.2 Southwest Landfill Annual Report
PBS Labor
Data Analysis
Report Prep. & Review
Expenses
Expenses (copies, postage etc.)
Total Task 2.2
$2,772.00
$3,260.00
$ 110.00
$6,142.00
Re -sampling Contingency
To be billed on a time and materials basis, not to exceed $7,500.00
Maximum Compensation for these tasks $65,718.00
4. Additional Work.
a. This agreement authorizes the performance of services outlined in paragraph 1 of this exhibit 3 annually
throughout the term of this agreement.. Any modification to the specific work tasks, or the compensation
for such services must be submitted to and approved by the County in advance and in a separate task
order. Labor rates will be as indicated in subparagraph b of this paragraph 4.
b. In addition to the work outlined in paragraph 1 of this exhibit 3, additional work may be authorized through
negotiation of additional work tasks. Contractor fee for such task orders will be based on actual hours of
labor required to complete the task order at the labor rates listed below. County reserves the right to
Page 3 of 4 - Exhibit 1 — Personal Service Contract No.2009-070