Title
AN ORDINANCE AUTHORIZING EXECUTION OF A SOLE SOURCE ON-CALL AGREEMENT FOR RESOURCE RECOVERY PARK WITH STEARNS, CONRAD & SCHMIDT, CONSULTING ENGINEERS, INC. DBA SCS ENGINEERS, FOR A NOT TO EXCEED COST OF $69,789.00.
Body
Issue/Request:
AN ORDINANCE AUTHORIZING EXECUTION OF A SOLE SOURCE ON-CALL AGREEMENT FOR RESOURCE RECOVERY PARK WITH STEARNS, CONRAD & SCHMIDT, CONSULTING ENGINEERS, INC. DBA SCS ENGINEERS, FOR A NOT TO EXCEED COST OF $69,789.00.
Key Issues:
-The City is required to submit regular regulatory reports to the Missouri Department of Natural Resources (MDNR) for the landfill property.
-SCS is currently providing this service per a contract executed in 2013, renewed for a second time in 2015.
-Because of the recent turnover of operations, it would be very difficult for a new consultant to come on board and understand all the complexities of the new agreement.
-SCS is uniquely qualified because of their extensive experience and knowledge of understands both the City and Summit Waste Systems/HES needs for professional services.
-SCS has provided outstanding service for the last 12 years as the on-call engineer.
-The renewal agreement contains changes in the task list that reduce the City's cost from $289,499.00 in 2016 to $69,789.00 in 2017. The majority of the previous tasks are now the responsibility of Summit Waste Systems/HES.
-All of the tasks have a "not-to-exceed" dollar clause.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of AN ORDINANCE AUTHORIZING EXECUTION OF A SOLE SOURCE ON-CALL AGREEMENT FOR RESOURCE RECOVERY PARK WITH STEARNS, CONRAD & SCHMIDT, CONSULTING ENGINEERS, INC. DBA SCS ENGINEERS, FOR A NOT TO EXCEED COST OF $69,789.00.
SECOND MOTION: I move for adoption of AN ORDINANCE AUTHORIZING EXECUTION OF A SOLE SOURCE ON-CALL AGREEMENT FOR RESOURCE RECOVERY PARK WITH STEARNS, CONRAD & SCHMIDT, CONSULTING ENGINEERS, INC. DBA SCS ENGINEERS, FOR A NOT TO EXCEED COST OF $69,789.00.
Background:
The landfill operation is controlled by state regulations that require extensive sampling efforts, data analysis, and engineering reports. The purpose of this agreement is to obtain engineering services to perform the necessary tasks needed to comply with the state regulatory requirements. Even though the City has outsourced the landfill operations, there are regulatory obligations that remain with the City as the owner of the property. SCS Engineers has been the City's landfill on-call engineering consultant for the past 12 years. SCS's current agreement expires June 30, 2016. Normally a Request for Qualifications (RFQ) for professional engineering services is publicly advertised for a large audience of potentially interested parties. Because of the recent turnover of operations, it would be very difficult for a new consultant to come on board and understand all the complexities of the new agreement. SCS fully understands the needs of the City and Summit Waste Systems/HES. Further, SCS was the only firm to submit qualifications for the previous RFQ and has performed very well. They are uniquely qualified to assist us during this transition due to their knowledge acquired over the last 12 years as our engineer.
Tasks from year to year change only when necessary based on the anticipated scope of services needed for the upcoming year. The number of tasks that the City is responsible for has been reduced considerably. Summit Waste Systems/HES is responsible for the remaining required tasks. As the landfill nears closure, many of the tasks are related to engineering support regarding soil usage, landfill closure and post-closure, permit review and submittals, Summit Waste Systems/HES contract support, utility upgrades, and planning. The total contract amount has decreased by $219,710.00 from the 2016 budget.
Impact/Analysis:
Timeline:
Start: 7/1/16
Finish: 6/30/16
Other Information/Unique Characteristics:
Presenter
Presenter: Bob Hartnett, Deputy Director
Recommendation
Recommendation: Staff recommends approval of AN ORDINANCE AUTHORIZING EXECUTION OF A SOLE SOURCE ON-CALL AGREEMENT FOR RESOURCE RECOVERY PARK WITH STEARNS, CONRAD & SCHMIDT, CONSULTING ENGINEERS, INC. DBA SCS ENGINEERS, FOR A NOT TO EXCEED COST OF $69,789.00.
Committee Recommendation
Committee Recommendation: Committee voted 3-1 to recommend to City Council approval of AN ORDINANCE AUTHORIZING EXECUTION OF A SOLE SOURCE ON-CALL AGREEMENT FOR RESOURCE RECOVERY PARK WITH STEARNS, CONRAD & SCHMIDT, CONSULTING ENGINEERS, INC. DBA SCS ENGINEERS, FOR A NOT TO EXCEED COST OF $69,789.00. Motion passed.