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HomeMy WebLinkAboutAgenda - 05-17-2005-9bORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 17, 2005 Action Agen~da~ Item No. SUBJECT: Contract for Engineering Services to Design Landfill Sewer Connection DEPARTMENT: Purchasing/Solid Waste PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Agreement INFORMATION CONTACT: Pam Jones, Purchasing Director, 245-2650 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 engage the services of Philip Post & Associates to design a force main and gravity sewer to transport leachate from the onsite leachate storage lagoon at the Orange County Landfill to a proposed new manhole at the northeast corner of Eubanks Road and Millhouse Road. BACKGROUND: The existing landfill located on the south side of Eubanks Road was placed in operation on July 1, 1995. Federal and State regulations required that leachate collection be included. At the present time, leachate is pumped into a 3,500-gallon tank truck and transported to an Orange Water and Sewer Authority (OWASA) manhole located at the Town of Chapel Hill Public Works yard. Landfill staff has transported aver 14,000,000 gallons of leachate to the OWASA system since July 1995. The landfill is scheduled to close in 2010. Existing regulations require that Solid Waste staff continue to monitor the landfill and remove leachate from the landfill for a period of not less than 30 years after landfill closure. The 30-year post-closure time frame can be extended by the North Carolina Department of Environment and Natural Resources if leachate is still present. An average of 485 loads of leachate are hauled from the landfill annually. At approximately 65 minutes of staff time required per load, this process equates to .25 of a position's time. Additionally, the maintenance of a tanker truck and occasional scheduled replacement indicate a considerable resource commitment to managing leachate by the existing "pump and haul" method. The estimated annual savings of constructing the sewer line is $15,700. The leachate facility as proposed will also eliminate the potential for a leachate spill on Orange County roads. z Landfill staff has previously evaluated pumping the leachate. The costs were prohibitive because of the distance to the nearest OWASA manhole. The Town of Chapel Hill will soon be installing a sewer manhole at the northeast corner of Eubanks Road and Millhouse Road to serve the new Chapel Hill Operations Center on Millhouse Road, This provides a new opportunity for a landfill sewer connection, Installation of a landfill pump station/gravity sewer will eliminate the requirement of a tank truck to haul the leachate to an OWASA manhole or the treatment plant. Staff is also examining the feasibility of connecting the new Solid Waste Operations Center to the landfill sewer line, At their April 12, 2005 meeting, the Board of Commissioners indicated a preference to have the new building to be connected to sewer rather than to rely on an on-site septic system or alternative treatment system. Therefore, the engineer has been asked to provide an alternative design scope of work and fee estimate that would include this additional design element, The agreement will be modified to allow Orange County the option to also include the design of a sewer extension to the Solid Waste Operations Center parcel, should the Board make such a determination. Request for Proposals were sent to Philip Post & Associates, Ballentine Associates, PA, Mitchell Westendorf, PA, and The .lohn McAdams Company, Inc., all who have done similar work for OWASA, Philip Past & Associates submitted the only proposah FINANCIAL IMPACT: Funds for the engineering project are available in the FY2004-05 Solid Waste Department budget, Engineering fees for the landfill leachate design scope are estimated at $65,475. If the alternative Solid Waste Operations Center sewer extension were included, the total design cost would increase by $11,125 for a total of $76,600. These two estimates are a guaranteed maximum, An estimated additional $20,400 in direct expenses is also anticipated. RECOMMENDATION(S): The Manager recommends that the Board approve the Agreement with Phillip Past & Associates, and authorize the Chair to sign the Agreement, subject to final review by staff and the County Attorney. 3 STATE OF NORTH CAROLINA AGREEMENT FOR ENGINEERING THE COUNTY OF ORANGE 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 Philip Post & Associates, Inc, herein referred to as "Engineer" for Professional Engineering Services related to the design, permitting, bidding and construction management of the proposed leachate pump station and gravity sewer between the landfill leachate pond and the new Orange and Water Sewer Authority pump station located east of the landfill on Eubanks Road; and the feasibility analysis and subsequent design, permitting, bidding and construction management of public water and sewer lines to be extended to the new Solid Waste Operations Center proposed for site, contingent upon acceptable results of the feasibility analysis and approval of the facility's designation as an Essential Public Facility WITNESSETH That for and in consideration of the mutual promises and conditions set forth below, the County and Engineer agree as follow; Duties of Engineer: The Engineer agrees to provide services outlined in the attached proposal and other engineering services that the County may require. 2, Duties of County: The County shall provide direction to the Engineer as to the specific services required and shall supply any available infornlation, data and drawings to the Engineer prior to commencing work. 3, Billing and Payment: The Engineer shall submit regular 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 make payment within thirty (30) days of receipt of an accurate invoice, The value of this contract shall not exceed $97,000 except as agreed by the parties 4. Amendment: This contract may be amended or cancelled by mutual agreement of the County and the Engineer. 5. Insurance: The Engineer shall procure and maintain insurance for protection from claims under worker's compensation acts, claims for damages because of bodily injury including personnel injury, siclmess 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 Engineer is required to provide policies certifying: a) 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. b) 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. c) Professional Errors and Omissions Liability: Coverage shall have minimum limits of $1,000,000 per claim and $1,000,000 aggregate. d) The County is to be included as an additional insured on the Comprehensive, General Liability. Tlus requirement is to be stated on the Certificate of Insurance. e) Current, valid insurance policies meeting the requirements herein identified shall be maintained during the duration of the named project, Renewal certificates 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 forwazded to the County of Orange. Wording on the certificate which states that no liability shall be imposed 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. f) Certificates of Insurance for all the insurance coverage described herein shall be submitted to the county upon execution of a contract by the Engineer. g) 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. h) Engineer agrees to indemnify and hold harmless 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 Engineer except to the extent same are caused by the negligence or misconduct of the County.. 6. Termination Either the County or the Engineer 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 Engineer for all services rendered and all costs incurred up to the date of termination. This Agreement, unless amended as provided herein, shall be in effect from .January 26, 2004 through Tune .30, 2006, 5 IIQ TESTIMONY WHEREOF, the parties have hereunto set their hands and seals the day and year first above written. COUNTY: ATTEST: Moses Carey, Tr, Chair Donna S. Baker, Clerk to the Board ENGINEER: WITNESS: This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Director ~P STATE OF NORTH CAROLINA THW COUNTY OF ORANGE I, , a Notary Public for said County and State, do hereby certify that Donna Baker personally appeazed before me this date and acknowledged that she is the Clerk to the Board of Cormnissioners 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, Chair, sealed with its official seal, and attested by herself as its Clerk. WITNESS my hand and official seal, this the day of 2005. Notary Public My Commission