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  9.E.       
Meeting Date: 01/18/2022  
Co-Submitter: Scott Overton From: Matthew Morales, Project Manager

TITLE:
Consideration and Approval of Contract:  Contract for Professional Services for the Cinder Lake Landfill Sequence D-Phase II Excavation Plan and Landfill Design to Tetra Tech BAS, Inc. for $148,808.00.
STAFF RECOMMENDED ACTION:
  1. Approve the Contract for Professional Services with Tetra Tech BAS (Tetra Tech) for design of Cinder Lake Landfill Sequence D Phase II Excavation Plan and Landfill Design in the amount of $148,808.00; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Sequence D (also known as Cell D) is a 33-acre site located on the southern boundary of Cinder Lake Landfill (Landfill). The capacity of Sequence D is 10 to 12 years (based on current growth rates). This Contract for Professional Services (Project) is the second phase of development within Sequence D. 

In approximately three (3)-years the Landfill will begin closing existing cells (Sequence B and C) while opening Sequence D for trash disposal. Sequence D currently contains approximately 200,000 cubic yards of rock and soil to be excavated and processed (screened and crushed). The scope of work for the Project encompasses the following segments:
  • Phase II Excavation Plan-The segment of work will be a continuation of the Phase I Excavation Plan.  The approximate volume of excavation and embankment of rock and soil in Phase II is projected to be approximately 200,000 cubic yards (cy).  The excavation plan is likely to take approximately 2-years to construct and is based on budget approval. Tetra Tech shall collaborate with the Landfill and our Contractor (Rummel Construction) to strategically prepare sequenced plans for excavation and stockpiling of soil and rock. Subsequently, Tetra Tech shall provide construction oversight and testing soil, if deemed necessary. The list of deliverables are as follows:
    • Draft Excavation Plan
    • Draft Excavation and Airspace Quantities
    • Final Excavation Plan
    • Final Excavation and Airspace Quantities
  • Phase II Sequence D Landfill Design-The existing design of Sequence D is based on the Cinder Lake Landfill Facility Plan. Tetra Tech will provide engineering design of Sequence D at 30%, 60%, 90%, and final design. This process should not take more than 1-year to complete. The list of deliverables is as follows:
    • Basis of Design Memorandum
    • Grading and Liner Plan
    • LCRS Design Modifications
    • Engineer’s takeoff quantities and costing
    • Hydrology and Hydraulics Design Analysis
    • CQA Plan
    • Construction Specifications
    • Slope stability analysis
The Request for Statement of Qualifications (RSOQ) process allows the City to choose firms that are professional, innovative, and practical. The team of reviewers chose Tetra Tech based on a three-way partnership between the City, the Contractor, and the Engineer; all whom have the best interest of the City in mind.
Financial Impact:
Sequence D Phase II Design Services were approved in the Fiscal Year (FY) 2020-2021 budget for $100,000. However, design was delayed in FY 2020-2021. Therefore, the funding was carried-forward into the FY 2021-2022 budget year. Subsequent budgets will include proposals for additional phases (if warranted). This project is budgeted in the Solid Waste Fund in account 211-06-165-0631-0-4424 (Environmental Services).
Policy Impact:
N/A
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
High Performance Governance
  • Serve the public by providing high quality customer service
  • Enhance the organizations fiscal stability & increase efficiency and effectiveness
Safe & Healthy Community
  • Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.
 Sustainable, Innovative Infrastructure
  • Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
  • Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
  • Provide effective management of and infrastructure for all modes of transportation.
  • Facilitate and develop carbon-neutral energy opportunities.
Environmental Stewardship
  • Promote, protect, & enhance a healthy, sustainable environment & its natural resources.
  • Implement, maintain & further the Climate Action & Adaptation Plan (CAAP) with awareness of social inequities.
  • Strengthen flagstaff's resilience to climate change impacts on built, natural, economic, health, & social systems.
Regional Plan
  • Goal E.2 - Expand production and use of renewable energy.
  • Goal PF.1 - Work across all government operations and services to prepare for the impacts of natural and human caused hazards.
  • Goal PF.2 - Provide sustainable and equitable public facilities, service, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Has There Been Previous Council Decision on This:
On June 15, 2021, the City Council approved a contract with Rummel Construction for Sequence D Phase I Excavation, in which 85,000 cubic yards of soil was crushed and screened on site.
Options and Alternatives:
1. Approve the Contract for Professional Services as recommended; or
2. Approve the Contract for Professional Services with a decreased scope of work; or
3. Reject the Contract for Professional Services and do not re-solicit.
Background/History:
The Landfill is a 343-acre site that accepts municipal solid waste from a 70-mile radius surrounding Flagstaff. Future Landfill cells are being planned to accommodate future disposal needs. Sequence-D consists of a 33-acre portion of the site, located on the southern portion of the Landfill.

The work to be performed under the proposed Contract for Professional Services consists of furnishing all labor, materials, tools, and equipment necessary for the design of Sequence D, Phase II (Excavation Plan and Landfill Design). Tetra Tech will coordinate with the City and the Construction Manager at Risk (CMAR), Rummel Construction during the deign process. Having the CMAR and design engineer work in collaboration from the beginning helps to bridge practical design with fiduciary responsibilities on behalf of the City.   
   
Purchasing staff published a RSOQ solicitation for engineering professional services in the Arizona Daily Sun on September 5, 2021, and September 12, 2021, and posted the solicitation to the City of Flagstaff’s PlanetBids Website on September 9, 2021.  On September 24, 2021, the City received four Statements of Qualifications (SOQs) from Engineering Consultant Firms.  A six-member Selection Committee consisting of City staff and one business Consultant reviewed and evaluated the SOQs. Based upon the numerical scoring of the SOQs, the Selection Committee identified the top three most qualified Firms to interview for the engineering professional services for the project. A further numerical scoring was totaled and the Selection Committee recommended further negotiation of a scope and fee proposal with Tetra Tech.. Final scores of all firms are as follows:
 
ACS Team                                            418
Geosyntec                                           1035
Sanborn, Head & Associates                965
Tetra Tech                                           1104
 
Tetra Tech demonstrated a clear recognition of the knowledge and experience to design a complex sequence of improvements within the existing Landfill, as well as understanding the schedule requirements for completing the improvements.
Key Considerations:
This Project begins the excavation and design of Sequence D, a 33-acre site located on the south side of the Landfill. The cell contains approximately 230,000 cubic yards of rock and soil that need to be excavated and processed prior to burying trash. The scope of work encompasses the following:

Phase II Excavation Plan-The segment of work will be a continuation of the Phase I Excavation Plan. The approximate volume of excavation and embankment of rock and soil in Phase II is projected to be approximately 200,000 cubic yards (cy). The excavation plan is likely to take approximately 2-years to construct and is based on budget approval in FY 2022 and FY 2023. Tetra Tech will collaborate with the City and the Contractor to strategically prepare sequenced plans for excavation and stockpiling of soil and rock. Subsequently, Tetra Tech will provide construction oversight with testing soil for compaction and slope stability. Tetra Tech will inspect final grades according to the Cinder Lake Landfill Facility Plan.
 
Phase II Sequence D Landfill Design-The existing design of Sequence D is based on the Cinder Lake Landfill Facility Plan. Tetra Tech will provide engineering, design, and inspection of Sequence D. This work is scheduled to be conducted during the Phase II Excavation Plan. Tetra Tech is responsible for gaining approval for design elements from ADEQ at 60% and 90% phases (see discussion below). Planning, design, and permitting for Sequence D shall be conducted in a manner that makes the most seamless transition to a fully integrated Landfill cell. This work is expected to take approximately 3 years to complete.
Expanded Financial Considerations:
The traditional design bid build approach can ensure competitive prices on projects with little unknowns. However, excavating soil in northern Arizona presents geologic variables which can result in unexpected financial burden to owner(s). Understanding this consideration, staff conducted significant sampling and soil testing prior to this project. This data will be a valuable resource when designing and estimating costs for excavation. However, retaining a qualified engineer and contractor from the inception is also key to the success of the project. Therefore, the structure of this engineering Professional Service Contract, in concert with CMAR contractor design service will result in a greater understanding of the project scope, while minimizing the need for change orders during construction. In addition, City staff can focus on managing multiple high-profile projects at the same time.
Community Benefits and Considerations:
The Landfill will continue providing affordable means of solid waste disposal for northern Arizona through the life of the Landfill.
Community Involvement:
Inform.
Expanded Options and Alternatives:
1. Approve the Contract for Professional Services as recommended; or
2. Approve the Contract for Professional Services with a decreased scope of work; or
3. Reject the Contract for Professional Services and do not re-solicit.
Attachments
COF Contract 2022-22
Exhibit A - Cost Schedule
Exhibit A - Scope of Work
Area Map
Presentation


    

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