HomeMy WebLinkAbout2005-005
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RESOLUTION NO. 2005-5
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN AMENDMENT TO THE AGREEMENT AND
PURCHASE ORDER TO BRYAN A. STIRRAT & ASSOCIATES FOR DESIGNING
AND CONSTRUCTING A LANDFILL GAS COLLECTION AND TREATMENT
SYSTEM AND IMPROVEMENTS TO THE LANDFILL COVER SYSTEM.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Bryan A. Stirrat and Associates provides construction engineering
support services relative to the Waterman Landfill cover improvement construction. On
May 3, 2004 the Mayor and Common Council approved Resolution 2004-116
authorizing an Agreement with, and the issuance of a purchase order to, Brian A.
Stirrat and Associates for the design and construction of a landfill gas collection and
treatment system and improvements to the Waterman Landfill cover system in a total
amount of $784,604.00.
SECTION 2. City staff has identified additional unanticipated project costs as
well as a change in the project approach which requires increasing the scope of
services and costs of the contract with Bryan A. Stirrat. The changed scope of work
and the increased costs amounting to $211,623.00 which includes a $30,000.00
contingency, are pursuant to the staff report dated December 27,2004 as presented to
the Mayor and Common Council at their regular meeting held on January 10, 2005.
The Mayor is hereby authorized to execute an amendment to said Agreement for
additional project costs, attached and incorporated herein as Exhibit A.
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January 6, 2005
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2005-5
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN AMENDMENT TO THE AGREEMENT AND
PURCHASE ORDER TO BRYAN A. STIRRAT & ASSOCIATES FOR DESIGNING
AND CONSTRUCTING A LANDFILL GAS COLLECTION AND TREATMENT
SYSTEM AND IMPROVEMENTS TO THE LANDFILL COVER SYSTEM.
SECTION 3. The Purchasing Manager is hereby authorized to issue a
Purchase Order which shall incorporate by reference this Resolution No. 2005-
7 5 , and the Purchase Order shall read, "Bryan A. Stirrat & Associates, design and
Landfill: First Amendment in accordance with the staff report dated December 27,
2004. Not to exceed a total cost of $996,227.00.
SECTION 4. The authorization to execute the above referenced amendments
to the Agreement and Purchase Order is rescinded if they are not executed and isSued
within sixty (60) days of the passage of this resolution.
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January 6, 2005
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2005.5
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING AN AMENDMENT TO THE AGREEMENT AND
PURCHASE ORDER TO BRYAN A. STIRRAT & ASSOCIATES FOR DESIGNING
AND CONSTRUCTING A LANDFILL GAS COLLECTION AND TREATMENT
SYSTEM AND IMPROVEMENTS TO THE LANDFILL COVER SYSTEM.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a joint adjourne
regular
meeting thereof, held on the 10th day of January , 2005, by the
following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LONGVILLE x
MCGINNIS x
DERRY x
KELLEY x
JOHNSON x
MCCAMMACK x
The foregoing resolution is
January ,2005.
~C~,~
this /1-1/..
day of
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
of- f -1,,- --
January 6, 2005
2005-5
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EXHIBIT A
BRYAN A. STIRRAT & ASSOCIATES
CIVIL AND ENVIRONMENTAL ENGINEERS
RECEIVED
CITY ATTORNEY
2005 J.QN 5 Rl'Ill 32
114'
December 16, 2004
PN: 2004,0103-1
Mr. Kerry Morford
Interim Director
City of San Bernardino
Public Services Department
300 North "D" Street
San Bernardino, California 92428
RE: ADDITIONAL PROJECT COSTS FOR SERVICES RELATED TO THE WATERMAN
LANDFILL
Dear Mr. Morford,
During our meeting on November 18th, we discussed various ways to complete the above captioned
project while providing an increased scope of work. One of the ways suggested was to temporarily
reallocate budgeted funds from Line Item 2.1.7 - LFG System Routine Operation and Maintenance.
This line item currently has a budget of$162,869. It was felt that this might be an appropriate line item
to modify to cover additional project costs, and that this item could be re-budgeted in the next fiscal
year.
Based on the current progress on the project, we do not anticipate completing the installation of the
cover material until late January. Upon completion of the cover placement, the construction of the LFG
extraction system is scheduled to commence. However, construction of the LFG system carmot begin
until the appropriate permits are obtained from the South Coast Air Quality Management District
(SCAQMD). Once construction begins, we anticipate that the LFG system construction will take
approximately 5 weeks. The completion of the entire system - LFG extraction, collection and treatment
components is dependent upon but not limited to the following:
1. Determination ofthe type of LFG treatment required. Additional testing ofthe LFG may be
needed in order to determine the type of treatment necessary. This testing carmot be completed
until the LFG extraction system is installed.
2. Submission and approval of the following Permit packages to South Coast Air Management
District (SCAQMD):
a. LFG Treatment System;
b. Condensate Management System; and
c. Risk Analysis
3. The timeline required by the SCAQMD to process, review, and approve the various Permit
packages yet to be submitted.
4. Funding by the City to complete the project, such as:
a. LPG treatment facility installation;
b. Site hydroseeding:
c. Site security - fencing; and
d. Installation of utilities to the LPG treatment facility.
It is probable that the time required to obtain the above data, prepare the Permit Application Packages,
and receive approval from the SCAQMD may push the completion of the project into the late spring or
early summer of2005, not taking into account any funding problems for the outstanding construction
items to be completed. If this is the case, the need for LPG system routine operation and maintenance
funding may not be necessary until the 2005 budget year, beginning in July. However, BAS wishes to
point out that if the system is placed in operation before new funds can be budgeted, it will be necessary
for the City to temporarily fund these activities.
I have prepared a summary of the additional project costs that we have discussed. This includes
providing operated and maintained earthworking equipment; providing additional out of scope services;
and updating the LPG extraction and collection system construction costs utilizing the selected LPG
system contractor for a turn-key system construction instead of utilizing City resources for the LPG
system construction.
ADDITIONAL WORK/SERVICES TO BE PROVIDED:
I. Provide additional out-of-scope consultant services such as full time grade checking, setting of
working grade control, direction offill placement, survey as-builts of the LPG system, and an
allowance for additional working days due to administrative and weather related delays.
a. Construction Manager: 180 hours at $128 hour; $23,040.00
b. Division Engineer: 6 hours at $147 hour; $882.00
c. Chief Engineer: 20 hours at $137 hour; $2,740.00
d. Survey: 12 hours at $150.00 hour; $1,800.00
Total: $28,462.00
2. Provide experienced heavy equipment operators (2) for the D6 dozer and 826 compactor/120
motor grader. Services provided on November 22,23, and 24.
2 operators for 35 man hours at $57.00 per hour. Total: $1,995.00
3. Payment of permit fees to the SCAQMD for the LPG Extraction System Permit Application
Package.
Permit Pee: $3,174.31
4. Provide turn-key LPG extraction system construction not utilizing any City personnel or
equipment except as noted in Assumption B.
Additional cost added to Attachment 3: $ 81,926.52
New total: $362,362.02
NOTE: Please be advised that we have been notified by the LPG system contractor that there
will be a 15 to 20% increase in the cost of HDPE pipe by the manufacturer on the first of the
year. BAS would like to authorize the contractor to purchase the affected materials prior to the
price increase with your concurrence in an effort to reduce the cost to the City. If authorization is
received, the order will be placed prior to the price increase. Once the material is received, the
City will be invoiced for the materials.
The LFG Extraction System Permit Application Package was submitted to the SCAQMD on
December 1,2004. The Permit Application Package contained a drawing showing a conceptual
system layout. This drawing is conceptual in the sense that the SCAQMD reserves the right to
request modifications to the plans for regulatory compliance. Any changes to the drawing
requested by SCAQMD may increase the system cost.
ASSUMPTIONS
The cost for the construction of the Waterman Landfill LFG System and associated drilling is
based on the following assumptions:
a. Pressure testing of the gas headers is not included.
b. Drill cuttings and trench spoils (both non-hazardous and hazardous) to be properly
disposed of at a facility of their choice. The City will provide a dump truck and driver to
transport the spoils to the disposal facility.
c. No construction Permits of any kind are included in this cost, with the exception of the
LFG Extraction Permit Application Package which has been submitted.
d. Soil compaction and testing will be completed by others.
e. All process equipment to be purchased, installed and warranted by others.
f. Material price is valid for 20 days. A 15 to 20% material price increase is scheduled for
the I st of the year. Materials must be ordered prior to 12/29/04.
g. Mobilization/demobilization includes transportation of all equipment, tools, and
personnel to and from the project site.
h. BAS Construction reserves the right at any time to adjust the prices based upon receiving
final engineering Plans and Specification.
5. Provide the following operated and maintained equipment for the cover installation:
(8 hours per day. No overtime included)
a. Cat 623 self-loading scrapper: 6 weeks. Total: $38,724.00
b. Cat D6 dozer w/slope board: 4 weeks. Total: $22,596.00
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Additionally, the City has agreed to issue the following checks to the South Coast Air Quality
Management District for the payment of the remaining Permit Application packages:
;.f, l' 1.-0. ",/J
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a. LFG Treatment System: $3,649.50
b. Condensate Treatment System: $1,454.09
c. Risk Analysis: $3,323.39
These Permit Application Packages are currently being prepared and it will be necessary for the City to
issue these checks as soon as possible. Please advise when these checks may be issued.
The total cost associated with items I through 5 is $ 176,877.83
BAS appreciates the opportunity to provide this proposal and looks forward to assisting the City of San
Bernardino in the successful completion of this project. If you have any questions or require further
information, please advice. Should this proposal meet with your approval and you are in concurrence,
please sign and return one copy.
Very truly yours,
~~
Senior Vice President
Bryan A. Stirrat & Associates
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CC/lRA
c: Bryan A. Stirrat, BAS
G.E. Andraos, BAS
Gary Glasser, BAS
Chris Alanis, BAS