Golder Associates AWS
November 14, 2017 To:
Finance Committee
-
From: Shirlene E. Sitton, Environmental Services Division Direct&~
Via:
Shannon Jones, Public Utilities Department Director~
RE:
Golder Associates Inc. Contract Amendment
SUBJECT Request approval for Contract Amendment II with Golder Associates for Additional Regulatory Methane Monitoring at the Paseo de Vista Closed Landfill in the Amount of $23,100 Plus applicable Gross Receipt Taxes, from 52251.510250 (Compliance Contracts).
BACKGROUND The Environmental Services Division (ESD) is responsible for monitoring the closed Paseo de Vista Landfill located between Buckman Road and Paseo de Vista. A Methane Remediation Plan, required by the New Mexico Environment Department (NMED) 20.9.5.9.C{3)(c), was approved on May 14, 1996. On April 16, 2016 a monitoring event was conducted at the closed Paseo de Vista Landfill, by Marc L. Bonem, enforcement Officer, EA-11 Solid Waste Bureau. and H-4 methane gas was detected in concentrations exceeding the Lower Explosive Limits (LEL). A follow-up assessment on April 21. 2016 found no concentrations of methane present including the facilities at the Transfer Station. The last previous exceedance recorded was on March 31, 2015 and follow-up testing revealed a methane concentration of 3% of the LEL. On April 20, 2016 the City received a letter from George W. Akeley Jr. Solid Waste Bureau. Enforcement Section Manager concerning the April 19, 2016 exceedance. Mr. Akeley requested corrective action, and recommended to fully assess the methane-related conditions at the landfill by contracting with an environmental consultant or otherwise accomplishing a thorough methane monitoring assessment with rigorous sampling. On September l, 2016 the City of Santa Fe received responses to our Request for Proposals (RFP) to conduct the assessment and provide an approved Site Plan in response to the NMED concerns. The RFP calls for a complete site investigation; review of the post closure plan, review of the methane monitoring history. development of an updated
2
Memorandum 11/15/2017 Page 2 of2
conceptual site model, preparation of the site plan, and submittal to the NMED Solid Waste Bureau (SWB) for review and approval. Golder Associates, and their subcontractor Gordon Environmental, were awarded this bid. The investigation portions of the contract has been completed, and the results measured exceedances in methane monitoring wells GV-10 and GV-11, which are located along Paseo de Vista Road. Staff and the contractor met with the SWB to discuss the results in August; we suggested remedial actions including the installation of methane vents, which is the 1:1sual action in similar cases. The SWB generally agreed with the plan, but they requested additional testing data in order to properly locate the vents, as indicated in their decision dated October 16, 2017. They have directed us to conduct monthly monitoring at permanent gas probes GV-10 and GV-11, and at 12 temporary bar-hole locations in between. In addition, the normal quarterly methane monitoring of all wells, transfer station, and scale house, as specified in our currently approved site plan, has been historically conducted by staff; but SWB indicated they prefer the third-party to conduct this monitoring as well. We arranged for Golder to conduct the quarterly monitoring that was immediately due in October under the contract in place. These results were within regulatory limits for all other locations, but again showed exceedances in GV-10 and GV11. A subsequent discussion with the SWB on November 7 confirmed that they still desired the six months of additional testing, rather than immediate installation of the vents. FISCAL INFORMATION
The current contract with Golder Associates Inc. specifies a not-to-exceed amount of $42,492. This was created as a step-by-step assessment in case an updated plan or additional methane vents or wells were not found to be necessary. Golder has completed the assessment portion specified in the contract and found high levels of methane at gas wells G V -10 and G V -11. This indicates that all of the steps provided for in the contract will likely be required by NMED; based upon the results of the additional six months of monitoring. Additionally, it is the preference of both NMED for Golder to conduct the quarterly monitoring specified by the Site Plan currently in place. Golder has proposed to combine the monthly and quarterly events where applicable and submit all reports for a lump sum of$3,850/month, totaling $23,100 plus applicable GRT. Funding is available in 52251.510250 (Compliance Contracts). This will bring the contract total to $65,592.34 (plus GRT). ACTION REQUESTED
ESD respectfully requests approval for the contract amendment with Golder Associates for additional required methane monitoring at the Paseo de Vista closed landfill in the amount of $23,1003
3
CITY OF SANTA FE AMENDMENT No. 2 TO PROFESSIONAL SERVICES AGREEMENT ITEM#16-1225
AMENDMENT
No.
2 (the "Amendment") to the CITY OF SANTA FE
PROFESSIONAL SERVICES AGREEMENT, dated October 31, 2016 the "Agreement"), between the City of Santa Fe (the "City") and Golder Associates Inc. (the "Contractor"). The date of this Amendment shall be the date when it is executed by the City and the Contractor whichever occurs last. RECITALS
A
Under the terms of the Agreement, Contractor has agreed to provide
Professional Services. 8.
Pursuant to Article 18 of the Agreement, and for good and valuable
consideration, the receipt and sufficiency of which are acknowledged by the parties, the City and the Contractor agree as follows: 1.
SCOPE OF SERVICES:
Article 1 of the Agreement is amended so that Article 1 Paragraph H includes the following as Section H. 1.: H.
Provide additional methane monitoring as mandated by New Mexico
Environment Department Solid Waste Bureau ("SWB"). 1) Golder will perform monthly methane monitoring at The Paseo de Vista Landfill for 6 months (Nov, Dec 2018, Jan, Feb, Mar, Apr 2018) per the NMED approved proposed remedial actions, approval dated October 16, 2017. Monitoring will be performed at permanent gas probes GV-10 and GV-11 and at 12 temporary barhole locations. Monitorrng will be conducted by Golder's subconsuitant Gordon Environmental/PSC. We propose to perform the monthly monitoring on a lump sum basis, $3850 per month.
4
This includes performing the methane monitoring and preparation, review, production, and submittal of each months monitoring reports. Reports will be submitted to NMED within seven days of completion of the monitoring. 2.
COMPENSATION.
Article 3, paragraph A of the Agreement is amended to increase the amount of compensation by a total of twenty three thousand one hundred dollars ($23,100) including applicable gross receipts tax, so that Article 3, paragraph A reads in its entirety as follows: A.
The City shall pay to the Contractor in full payment for services
rendered, a sum not to exceed sixty five thousand five hundred ninety two dollars and thirty four cents ($65,592.34) including applicable gross receipts taxes. 3.
AGREEMENT IN FULL FORCE.
Except as specifically provided in this Amendment, the Agreement remains and shall remain in full force and effect, in accordance with its terms. IN WITNESS WHEREOF, the parties have executed this Amendment No. 2 to the City of Santa Fe Professional Services Agreement as of the dates set forth below. CITY OF SANTA FE:
CONTRACTOR: Golder Associates, Inc.
JAVIER GONZALES, MAYOR
NAME & TITLE
Date:
Date:
---------
---------
NM Taxation & Revenue CRS # 021-208104-00-6 City of Santa Fe Business Registration # 17-00110084
?
5
ATTEST:
YOLANDA Y. VIGIL, CITY CLERK
APPROVED AS TO FORM:
~:BRENNAN, CITY A{{4ffORNEY
KELLEY
APPROVED:
ADAM JOHNSON, FINANCE DIRECTOR
52251.510250 Business Unit/Line Item
3
6
City of Santa Fe Summary of Contracts, Agreements, & Amendments Section to be completed by department for each contract or contract amendment
FOR: ORIGINAL CONTRACT
2
Name of Contractor Golder Asscoiates Inc.
3
Complete information requested
___
__.;.
;..
or CONTRACT AMENDMENT
1
_
__.;.
__________________________ Plus GRT 1.;;.
Termination Date:
October 30, 2017 -----------'----
Approved by Council
Date:
or by City Manager
Date:
October 13, 2016
________________________________________ _
Contract is for:
,....,.
Inclusive of GRl
$42,492.34
Original Contract Amount:
Methane Assesment Paseo de Vista Landfill
Amendment # 2
-------
to the Original Contract#
16-1225 ---------
lncrease/(Decrease) Amount$
$23,100.00 ------------Extend Termination Date to: NA -------------Approved by Council or by City Manager Amendment is for:
Pending Date:
Change in scope and comp
·---------4
History of Contract & Amendments: (option: attach spreadsheet if multiple amendments)
Amount $ 42.492.34 Reason: Amount$ 0.00
Plus GRT
________
of original Contract# ..._ pending
;.;;. Inclusive of GRl
Termination Date: 10/30/2017
methane assessment paseo de vista landfill amendment# 1
Termination Date: 06/30/2018
Reason: extend term and change scope Amount$ 23,100.00 Reason: Amount$
Termination Date: na
amendment# 2
-------
scope and comp
amendment# --------------- Termination Date: ------Reason:
Total of Original Contract plus all amendments: $ $65,592.34
-------------------7
City of Santa Fe Summary of Contracts, Agreements, & Amendments 5
Procurement Method of Original Contract: (complete one of the lines)
RFP# 17/09/p
Date: ______O;_c....:to....:b_e....:r_1-'-,_2_0_16_
RFQ
Date: _ _ _ _ _ _ _ _ _ __
Sole Source
Date: _ _ _ _ _ _ _ _ _ __
Other _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ 6
Procurement History: _1;. .yf. :.e:. :a:.:. .r_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
example: (First year of 4 year contract)
Purchasing Officer Review Comments or Exceptions: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
7
Funding Source: Environmental Services
l(~/(
n.
;/JC·
7 Comments or Exceptions:._'·.i.::.;:.:..1lf:.;;:t.,::;;\...:.\..:.,l··x.::.,•·,......:.t...t.·1_.:::.fx.;;;.''.:.../'.:...:('::..;·t...;.'.,+-.-'-~·....:.f__;;_/_r....:'(1;.-i,J.,--"'_·_/_)_)_."-_·/_(,_'.....:}::'-·(i_1._c·_ct_1 _C_l_·_ .r /'', •. 7 // .• ·/ '/'c / i. '"r \. c,. "' ·11,·1.{ ' el '11 ,,.( Any out-of-the ordinary or unusual issues or concerns:
,)
8
52251.510250
I I
.)
I"' X
Finance Committee
-
From: Shirlene E. Sitton, Environmental Services Division Direct&~
Via:
Shannon Jones, Public Utilities Department Director~
RE:
Golder Associates Inc. Contract Amendment
SUBJECT Request approval for Contract Amendment II with Golder Associates for Additional Regulatory Methane Monitoring at the Paseo de Vista Closed Landfill in the Amount of $23,100 Plus applicable Gross Receipt Taxes, from 52251.510250 (Compliance Contracts).
BACKGROUND The Environmental Services Division (ESD) is responsible for monitoring the closed Paseo de Vista Landfill located between Buckman Road and Paseo de Vista. A Methane Remediation Plan, required by the New Mexico Environment Department (NMED) 20.9.5.9.C{3)(c), was approved on May 14, 1996. On April 16, 2016 a monitoring event was conducted at the closed Paseo de Vista Landfill, by Marc L. Bonem, enforcement Officer, EA-11 Solid Waste Bureau. and H-4 methane gas was detected in concentrations exceeding the Lower Explosive Limits (LEL). A follow-up assessment on April 21. 2016 found no concentrations of methane present including the facilities at the Transfer Station. The last previous exceedance recorded was on March 31, 2015 and follow-up testing revealed a methane concentration of 3% of the LEL. On April 20, 2016 the City received a letter from George W. Akeley Jr. Solid Waste Bureau. Enforcement Section Manager concerning the April 19, 2016 exceedance. Mr. Akeley requested corrective action, and recommended to fully assess the methane-related conditions at the landfill by contracting with an environmental consultant or otherwise accomplishing a thorough methane monitoring assessment with rigorous sampling. On September l, 2016 the City of Santa Fe received responses to our Request for Proposals (RFP) to conduct the assessment and provide an approved Site Plan in response to the NMED concerns. The RFP calls for a complete site investigation; review of the post closure plan, review of the methane monitoring history. development of an updated
2
Memorandum 11/15/2017 Page 2 of2
conceptual site model, preparation of the site plan, and submittal to the NMED Solid Waste Bureau (SWB) for review and approval. Golder Associates, and their subcontractor Gordon Environmental, were awarded this bid. The investigation portions of the contract has been completed, and the results measured exceedances in methane monitoring wells GV-10 and GV-11, which are located along Paseo de Vista Road. Staff and the contractor met with the SWB to discuss the results in August; we suggested remedial actions including the installation of methane vents, which is the 1:1sual action in similar cases. The SWB generally agreed with the plan, but they requested additional testing data in order to properly locate the vents, as indicated in their decision dated October 16, 2017. They have directed us to conduct monthly monitoring at permanent gas probes GV-10 and GV-11, and at 12 temporary bar-hole locations in between. In addition, the normal quarterly methane monitoring of all wells, transfer station, and scale house, as specified in our currently approved site plan, has been historically conducted by staff; but SWB indicated they prefer the third-party to conduct this monitoring as well. We arranged for Golder to conduct the quarterly monitoring that was immediately due in October under the contract in place. These results were within regulatory limits for all other locations, but again showed exceedances in GV-10 and GV11. A subsequent discussion with the SWB on November 7 confirmed that they still desired the six months of additional testing, rather than immediate installation of the vents. FISCAL INFORMATION
The current contract with Golder Associates Inc. specifies a not-to-exceed amount of $42,492. This was created as a step-by-step assessment in case an updated plan or additional methane vents or wells were not found to be necessary. Golder has completed the assessment portion specified in the contract and found high levels of methane at gas wells G V -10 and G V -11. This indicates that all of the steps provided for in the contract will likely be required by NMED; based upon the results of the additional six months of monitoring. Additionally, it is the preference of both NMED for Golder to conduct the quarterly monitoring specified by the Site Plan currently in place. Golder has proposed to combine the monthly and quarterly events where applicable and submit all reports for a lump sum of$3,850/month, totaling $23,100 plus applicable GRT. Funding is available in 52251.510250 (Compliance Contracts). This will bring the contract total to $65,592.34 (plus GRT). ACTION REQUESTED
ESD respectfully requests approval for the contract amendment with Golder Associates for additional required methane monitoring at the Paseo de Vista closed landfill in the amount of $23,1003
3
CITY OF SANTA FE AMENDMENT No. 2 TO PROFESSIONAL SERVICES AGREEMENT ITEM#16-1225
AMENDMENT
No.
2 (the "Amendment") to the CITY OF SANTA FE
PROFESSIONAL SERVICES AGREEMENT, dated October 31, 2016 the "Agreement"), between the City of Santa Fe (the "City") and Golder Associates Inc. (the "Contractor"). The date of this Amendment shall be the date when it is executed by the City and the Contractor whichever occurs last. RECITALS
A
Under the terms of the Agreement, Contractor has agreed to provide
Professional Services. 8.
Pursuant to Article 18 of the Agreement, and for good and valuable
consideration, the receipt and sufficiency of which are acknowledged by the parties, the City and the Contractor agree as follows: 1.
SCOPE OF SERVICES:
Article 1 of the Agreement is amended so that Article 1 Paragraph H includes the following as Section H. 1.: H.
Provide additional methane monitoring as mandated by New Mexico
Environment Department Solid Waste Bureau ("SWB"). 1) Golder will perform monthly methane monitoring at The Paseo de Vista Landfill for 6 months (Nov, Dec 2018, Jan, Feb, Mar, Apr 2018) per the NMED approved proposed remedial actions, approval dated October 16, 2017. Monitoring will be performed at permanent gas probes GV-10 and GV-11 and at 12 temporary barhole locations. Monitorrng will be conducted by Golder's subconsuitant Gordon Environmental/PSC. We propose to perform the monthly monitoring on a lump sum basis, $3850 per month.
4
This includes performing the methane monitoring and preparation, review, production, and submittal of each months monitoring reports. Reports will be submitted to NMED within seven days of completion of the monitoring. 2.
COMPENSATION.
Article 3, paragraph A of the Agreement is amended to increase the amount of compensation by a total of twenty three thousand one hundred dollars ($23,100) including applicable gross receipts tax, so that Article 3, paragraph A reads in its entirety as follows: A.
The City shall pay to the Contractor in full payment for services
rendered, a sum not to exceed sixty five thousand five hundred ninety two dollars and thirty four cents ($65,592.34) including applicable gross receipts taxes. 3.
AGREEMENT IN FULL FORCE.
Except as specifically provided in this Amendment, the Agreement remains and shall remain in full force and effect, in accordance with its terms. IN WITNESS WHEREOF, the parties have executed this Amendment No. 2 to the City of Santa Fe Professional Services Agreement as of the dates set forth below. CITY OF SANTA FE:
CONTRACTOR: Golder Associates, Inc.
JAVIER GONZALES, MAYOR
NAME & TITLE
Date:
Date:
---------
---------
NM Taxation & Revenue CRS # 021-208104-00-6 City of Santa Fe Business Registration # 17-00110084
?
5
ATTEST:
YOLANDA Y. VIGIL, CITY CLERK
APPROVED AS TO FORM:
~:BRENNAN, CITY A{{4ffORNEY
KELLEY
APPROVED:
ADAM JOHNSON, FINANCE DIRECTOR
52251.510250 Business Unit/Line Item
3
6
City of Santa Fe Summary of Contracts, Agreements, & Amendments Section to be completed by department for each contract or contract amendment
FOR: ORIGINAL CONTRACT
2
Name of Contractor Golder Asscoiates Inc.
3
Complete information requested
___
__.;.
;..
or CONTRACT AMENDMENT
1
_
__.;.
__________________________ Plus GRT 1.;;.
Termination Date:
October 30, 2017 -----------'----
Approved by Council
Date:
or by City Manager
Date:
October 13, 2016
________________________________________ _
Contract is for:
,....,.
Inclusive of GRl
$42,492.34
Original Contract Amount:
Methane Assesment Paseo de Vista Landfill
Amendment # 2
-------
to the Original Contract#
16-1225 ---------
lncrease/(Decrease) Amount$
$23,100.00 ------------Extend Termination Date to: NA -------------Approved by Council or by City Manager Amendment is for:
Pending Date:
Change in scope and comp
·---------4
History of Contract & Amendments: (option: attach spreadsheet if multiple amendments)
Amount $ 42.492.34 Reason: Amount$ 0.00
Plus GRT
________
of original Contract# ..._ pending
;.;;. Inclusive of GRl
Termination Date: 10/30/2017
methane assessment paseo de vista landfill amendment# 1
Termination Date: 06/30/2018
Reason: extend term and change scope Amount$ 23,100.00 Reason: Amount$
Termination Date: na
amendment# 2
-------
scope and comp
amendment# --------------- Termination Date: ------Reason:
Total of Original Contract plus all amendments: $ $65,592.34
-------------------7
City of Santa Fe Summary of Contracts, Agreements, & Amendments 5
Procurement Method of Original Contract: (complete one of the lines)
RFP# 17/09/p
Date: ______O;_c....:to....:b_e....:r_1-'-,_2_0_16_
RFQ
Date: _ _ _ _ _ _ _ _ _ __
Sole Source
Date: _ _ _ _ _ _ _ _ _ __
Other _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ 6
Procurement History: _1;. .yf. :.e:. :a:.:. .r_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
example: (First year of 4 year contract)
Purchasing Officer Review Comments or Exceptions: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
7
Funding Source: Environmental Services
l(~/(
n.
;/JC·
7 Comments or Exceptions:._'·.i.::.;:.:..1lf:.;;:t.,::;;\...:.\..:.,l··x.::.,•·,......:.t...t.·1_.:::.fx.;;;.''.:.../'.:...:('::..;·t...;.'.,+-.-'-~·....:.f__;;_/_r....:'(1;.-i,J.,--"'_·_/_)_)_."-_·/_(,_'.....:}::'-·(i_1._c·_ct_1 _C_l_·_ .r /'', •. 7 // .• ·/ '/'c / i. '"r \. c,. "' ·11,·1.{ ' el '11 ,,.( Any out-of-the ordinary or unusual issues or concerns:
,)
8
52251.510250
I I
.)
I"' X
