Title
An Ordinance awarding Bid No. 40252086-2 for the Landfill Closure Construction to Phillips Hardy, Inc. in the amount of $3,561,261.50 and authorizing the City Manager to enter into an agreement for the same. (PWC 3/26/19)
Body
Issue/Request:
An Ordinance awarding Bid No. 40252086-2 for the Landfill Closure Construction to Phillips Hardy, Inc. in the amount of $3,561,261.50 and authorizing the City Manager to enter into an agreement for the same.
Key Issues:
-Upon final acceptance of trash at the landfill, there are regulatory requirements for start and completion of closure activities.
-Funds for closure were set aside during the years of active landfill operation, and those funds are available for the closure construction.
-The requested amount includes the Base Bid and Alternates numbered 40, 41, and 42.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance awarding Bid No. 40252086-2 for the Landfill Closure Construction to Phillips Hardy, Inc. in the amount of $3,561,261.50 and authorizing the City Manager to enter into an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance awarding Bid No. 40252086-2 for the Landfill Closure Construction to Phillips Hardy, Inc. in the amount of $3,561,261.50 and authorizing the City Manager to enter into an agreement for the same.
Background:
Summit Waste Systems has indicated the final acceptance of trash is approximately April 1, 2019. MDNR has regulatory requirements for start and completion of closure activities based on the last acceptance of trash.
City Staff has initiated the first steps of closure, as required by MDNR, that include expanding the gas management system and building the final earthen landfill cover / cap. The gas collection system is necessary to extract methane gas from the landfill that is created by the natural, bacterial decomposition of waste. A contract is in place to expand the gas management system prior to the soil closure cap.
The purpose of landfill cover is to separate waste from humans, animals, and contact with the environment. It provides a permanent barrier to minimize post-closure leachate production reducing operation costs. This contract is to complete the closure activity with a soil cap. The goal is to have the landfill cover established by the end of the year.
An additional contract will be presented to provide the construction observation required by regulators to ensure proper construction of the landfill cover. Those observation services will require a professional engineering firm that specializes in this type of work to observe the placement of soil and provide a certified report that the soil cover was properly installed.
Following closure, the City will enter the post-closure phase that will incur on-going costs to the City to monitor the landfill. Those costs include monitoring and maintaining the gas collections system, make any necessary repairs to the landfill cover, regulatory reporting, etc.
Impact/Analysis:
Timeline:
Start: May 15, 2019
Substantial Completion: October 15, 2019
Other Information/Unique Characteristics:
Public Works Engineering issued Bid No. 40252086-2 for the Landfill Closure Construction on February 8, 2019. The bid was advertised on the City's website and potential bidders were notified through www.QuestCDN.com. A pre-bid meeting was held on February 19, 2019. Fourteen (14) contractors reviewed plans and Fifteen (15) attended the pre-bid meeting. Seven (7) bids were received with Phillips Hardy, Inc. having the low bid. City staff and SCS Engineers reviewed the qualifications and experience of Phillips Hardy, Inc. and they were deemed to have a qualified and responsive bid.
Presenter
Dena Mezger, P.E., Director of Public Works
Recommendation
Recommendation: Staff recommends approval of an Ordinance awarding Bid No. 40252086-2 for the Landfill Closure Construction to Phillips Hardy, Inc. in the amount of $3,561,261.50 and authorizing the City Manager to enter into an agreement for the same.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0 to recommend to City council approval of an Ordinance awarding Bid No. 40252086-2 for the Landfill Closure Construction to Phillips Hardy, Inc. in the amount of $3,561,261.50 and authorizing the City Manager to enter into an agreement for the same.