HomeMy WebLinkAboutAgenda - 05-03-2005-5hORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 3, 2005
SUBJECT: Contract Award: Aerial
DEPARTMENT: Solid Waste
Action Agenda
Item No. ~-h
of the Landfill
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Contract
INFORMATION CONTACT:
Pam Jones, Purchasing, 245-2652
Gayle Wilson, Solid Waste Director,
968-2885
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To provide an annual topographic map of the municipal solid waste landfill,
construction and demolition landfill and adjacent Neville property far three years through June
30, 2008.
BACKGROUND: The North Carolina Administrative Code, Title 15A, Chapter 13, Subchapter
13B, Section .1604(b)(M) states that a landfill owner/operator may be asked to conduct a
survey of the landfill to determine the annual landfill volume that has been used. The Solid
Waste Section Environmental Programs Manager sent a notice, dated March 4, 2003, to all
active landfill operators that a survey will be required on an annual basis, An aerial topographic
map prepared by a registered land surveyor is the most economical method to determine the
annual landfill volume used.
The topographic map will be used to calculate the remaining capacity of the existing municipal
solid waste landfill (as required by the Department of Environment and Natural Resources,
Solid Waste Section); the remaining capacity of the construction and demolition landfill; the
remaining onsite soil available for daily, intermediate and final cover and the settlement rate of
the closed landfill, The topographic map will also assist solid waste staff in future planning and
for future designs of the transfer station and an office for solid waste staff. Staff prepared a
Request for Proposals (RFP) to obtain qualifications from interested firms. Four respondents
were evaluated by staff. The evaluation criteria included:
• demonstrated success on projects of similar scope
• qualifications of individuals assigned to the project
• references of the firm and key project personnel to complete this project in a timely
manner
• references from completed projects
• capability to supply the final product in an Autocad compatible file
Settles Surveying, P.A. of Marion, NC was the unanimous choice. Settles currently performs
this service for the County. The term of the agreement shall be three years with the option to
extend for two additional one-year periods.
FINANCIAL IMPACT: Funds for fiscal year 2005 are available in the Solid Waste Department
budget. The mapping typically costs about $4,500 annually, however occasionally additional
mapping is required.
z
RECOMMENDATION(S): The Manager recommends that the Board authorize the award of
the RFP to Settles Surveying, P.A.. and authorize the Chair to sign the contract, subject to final
review by staff and the County Attorney.
3
STATE OF NORTH CAROLINA
THE COUNTY OF ORANGE
AGREEMENT FOR SURVEYING
SERVICES
This Agreement, made and entered into by and between The County of Orange, on behalf
of its Solid Waste Department, herein referred to as "County" and Suttles Surveying,
P.A. herein referred to as "Surveyor" for services to provide annual aerial topographic
mapping of the Landfill property..
WITNESSETH
That for and in consideration of mutual promises and conditions set forth below, the
County and Surveyor agree as follows:
A. Duties of the Surveyor: Surveyor agrees to provide an annual aerial topographic map
of a portion or all of the property depending on the requirements of the County Solid
Waste Department. Surveyor shall provide a written scope of work and budget for
approval prior to commencing work.
B. Duties of the County: County personnel shall pay Surveyor's services as set forth in
Exhibit A and incorporated herein by reference.
C. Insurance: The Surveyor shall procure and maintain insurance for protection from
claims under worker's compensation acts, claims for damages because of bodily
injury including personnel injury, sickness or disease or death of any and all
employees or of any person other than such employees and from claims or damages
because of injury to or destruction of property including loss of use resulting
therefrom. The Surveyor is required to provide policies certifying:
1. Worker's Compensation: Coverage to apply for all employees for statutory limits
in compliance with the state and federal laws. The policy must include
employers' liability with a limit of $100,000 each accident, $100,000 bodily
injury by disease each employee and $500,000 bodily injury by disease policy
limit.
2. Comprehensive General Liability: Shall have minimum limits of $1,000,000 per
occurrence combined single limit for bodily injury, liability and property damage
liability. This shall include premises and/or operations, independent contractors,
products, and/or completed operations, broad form property damage and
explosion, collapse and underground damage coverage and a contractual liability
endorsement.
3. Professional Errors and Omissions Liability: Coverage shall have minimum limits
of $1,OOQ000 per claim and $1,000,000 aggregate.
4. The County is to be included as an additional insured on the Comprehensive,
General Liability. This requirement is to be stated on the Certificate of Insurance.
5. Current, valid insurance policies meeting the requirements herein identified shall
be maintained during the duration of the named project. Renewal certificates
4
shall be sent to the County thirty (30) days prior to any expiration dates. There
shall also be a .30 day notification to the County in the event of a cancellation or
modification of any stipulated insurance coverage. Certificate of insurance
meeting the required insurance provisions shall be forwarded to the County of
Orange, Wording on the certificate, which states that no liability shall be unposed
upon the company for failure to provide such notice is not acceptable and should
be deleted. Original policies or' certified copies of policies maybe required by the
County of Orange at any time.
6, Certificates of Insurance for all the insurance coverage described herein shall be
submitted to the county upon execution of a contract by the Engineer.
7. All insurance required under this agreement shall be written with a company
licensed to do business in North Carolina, Certified copies insurance policies may
be requested by the County..
8. Surveyor agrees to indemnify and hold hamiless the County from all loss,
liability, claims or expense (including reasonable attorneys' fees) arising from
bodily injury, including death or property damage to any person or persons caused
in whole or in part by the negligence or willful misconduct of the Contractor
except to the extent same are caused by the negligence or misconduct of the
County.
P. Billing and Pa rent: Surveyor shall submit invoices for work performed and shall
be paid for completion of the work performed during that period under the terms of
this agreement, The County shall pay within thirty (30) days of receipt of an accurate
invoice approved by the County,
E. Amendment: This Agreement may be amended, in writing, by mutual agreement of
the County and Surveyor,
F. Appropriation of Funds: This Agreement is subject to appropriation of required funds
by the Orange County Commissioners.
G. Termination: Either the County or the Surveyor may terminate this Agreement at any
time with or without cause upon giving the other party 21-calendar days prior written
notice. County shall within sixty calendar days following termination pay the
Surveyor for all services rendered and all costs incurred up to the date of termination..
H. Subcontractors: The Surveyor shall obtain County approval before using any
subcontractors or sub consultants.
Terri: This Agreement, unless amended as provided herein, shall be in effect through
`June 30, 2008. This agreement may be extended up to two additional years, which
should coincide with the closure of the landfill.
IN TESTIMONY WHEREOF, the parties have hereunto set their bands and seals the day
and year first above written..
COUNTY:
BY:
ATTEST:
Moses Carey, .Ir, Donna S.. Baker, Clerk to the Board
SURVEYOR:
WITNESS:
This instrument has been pre-audited in the maimer required by the Local Government
Budget and Fiscal Control Act,
Finance Director
STATE OF NORTH CAROLINA
ORANGE COUNTY
I, , a Notary Public for said County and State, do hereby
certify that Donna S. Baker personally appeared before me this date and acknowledged
that she is the Clerk to the Board of Commissioners of Orange County, and that by
authority duly given and as the act of Orange County, the foregoing instrument was
signed in its name by Moses Carey, Jr,, Chair, sealed with its official seal, and attested by
herself as its Clerk.
WITNESS my hand and official seal, this the day of
Notary Public
My Commission expires
STATE OF
COUNTY OF
I,. , a Notary Public, do hereby certify that
personally appeared before me this day and acknowledged the due execution of the
foregoing Agreement.
WITNESS my hand and official seal, this the day of 2005.
Notary Public
My Commission expires