HomeMy WebLinkAbout2014-048Date:
Subject:
Scope:
Schedule:
Fee:
INDIAN RIVER COUNTY
SOLID WASTE DISPOSAL DISTRICT
CONTRACT FOR SOLID WASTE SERVICES
WORK ORDER NUMBER 1
AUTHORIZATION FORM
April 8
2014
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43- .3
Solid Waste Procurement Services
A detailed Scope of Work is provided in Exhibit A.
To be completed as detailed in the attached Scope of Work.
Time -and -materials basis not to exceed $76,090 as detailed in Fee Schedule in Exhibit B.
IN WITHNESS WHEREOF, the parties hereto have executed this Work Order as of the date first written
above.
AUTHORIZATION:
CONSULTANT
Kessler Consulting, Inc.
By:
Title:
President
BOARD OF COUNTY COMMISSIONERS
OF INDIAN RIVER COUNTY
By:
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Peter D. O'Bryan, Chairman
BCC Approved Date:
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April A. 2014
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Attest: Jeffrey R. Smith, Clerk of Court and Comptrool '
BY' ' ,so
Approved:
y Clerk
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Joseph A Baird, County Administrator
Approved as to form and legal sufficiency:
Dylan T. Reingold, County Attorney
14620 N. Nebraska Ave., Bldg. D, Tampa, FL 33613 I Tel: 813.971.8333 I Fax: 813.971.8582 I www.kesconsult.com
PM\WORK ORDER 1 Scope
kessler consulting inc.
innovative waste solutions
EXHIBIT A - WORK ORDER NO. 1
SCOPE OF WORK
FOR
SOLID WASTE PROCUREMENT SERVICES
SCOPE OF SERVICES
The purpose of this scope is to assist Indian River County (County) in procuring solid waste collection
services and to provide additional solid waste technical assistance to the County as requested The
County's existing exclusive residential and commercial solid waste collection franchise agreements
expire September 30 2015. In addition, several municipalities have expressed interest in joining the
County's solid waste collection franchise.
This scope of services includes three tasks. Task 1 encompasses the procurement process, award of new
franchise agreements, and assistance with the service transition should new service providers or a new
service level be selected by the County. Task 2 involves meetings with the five municipalities and
developing.a strategy for working cooperatively with them to ensure the future viability of the County's
solid waste management system. Task 3 encompasses additional technical services as requested by the
County. KCI will work interactively with County staff throughout the entire project.
Task 1 Service Procurement
County Ordinance (§204.11) specifies the use of a Request for Applications (RFA) process when seeking
vendors for a new solid waste franchise. KCI will work with County solid waste, purchasing, and legal
staff to ensure the procurement follows these procedures as well as to ensure it meets the needs and
objectives of the County. Provided below are the anticipated Task 1 subtasks and activities.
Subtask 1.1 Procurement Strategy
• Participate in a project kickoff meeting with County staff to discuss and clearly define the
County's goals and objectives during the procurement process and in the next franchise
agreements. KCI suggests that County legal staff participate in the call to ensure the process
utilized complies with County Ordinance.
• Discuss with County staff various trends and technologies that might be incorporated into the
new franchise agreements, such as weekly solid waste collection universal versus subscription
collection service cart -based single stream and other recycling options, radio frequency
identification (RFID) tags, Pay -As -You -Throw (PAYT) or variable rate programs, and use of
compressed natural gas (CNG) collection vehicles.
• Discuss with County and municipal staff the inclusion of the City of Fellsmere and the Towns of
Indian River Shores and Orchid in the procurement process, or as parties to the final agreement.
• Participate in meetings with the County Administrator, County Commissioners, and municipal
staff as appropriate, to discuss the upcoming service procurement, trends, technologies, and
service options.
14620 N. Nebraska Ave., Bldg. D, Tampa, FL 33613 I Tel: 813.971.8333 I Fax: 813.971.8582 I www.kesconsult.com
PM\WORT: ORDER 1 Scope
Scope of Work for Solid Waste Procurement Services 1 3/21/2014 1 Page 2 of 5
• Participate in a Town Hall meeting with County staff, stakeholders and other interested parties
to gather public input and discuss service options for inclusion in the RFA
• Assist County staff in defining which service options to include in the RFA.
Subtask 1.2 - RFA Development
• Based on the results of Subtask 1.1, develop the draft RFA including technical specifications,
evaluation criteria and price form If the County has a template for an RFA document, KCI will
follow this template and incorporate the technical information and language
• Develop a draft franchise agreement for inclusion in the RFA. We have found that inclusion of a
draft agreement as part of the procurement document helps to minimize the time needed for
contract negotiations once vendors are recommended for award of a franchise.
• Revise the draft RFA and franchise agreement based on County staff comments. This scope
includes up to two rounds of comments.
• Prepare a list of potential vendors to be notified when the RFA is published.
Subtask 1.3 - Pre -Application Meeting and Addenda Preparation
• Provide technical support and assist with responding to questions during a pre -application
meeting
• Review any written questions or comments received by the County regarding the RFA.
• Assist in drafting any necessary addenda in response to questions.
Subtask 1.4 - Application Review
• Review applications received in response to the RFA document for completeness, ability to meet
any specified minimum qualifications, and price.
• Prepare a summary sheet of price submissions.
• Provide technical support to County staff during review of the applications.
• Assist in presenting, as requested, the recommendation for award to County management or
the County Commission.
Subtask 1.5 - Final Franchise Agreement Negotiation
• Assist with finalizing the final franchise agreements with the selected vendors, including
participating in meetings and/or calls.
• Revise the franchise agreements to reflect services options chosen by the County Commission.
• Assist in presenting, as requested, the final franchise agreements to County management or the
County Commission.
Subtask 1.6 - Service Transition
If the County selects a different level of service or service provider, ensuring a smooth transition will be
critical to the outcome of the project. The activities needed during the transition period will depend on
the outcome of the procurement but may include the following activities.
• Participate in transition meetings and calls with County staff, municipal staff, and the
franchisee(s).
kessler consulting inc.
innovative waste solutions
PM\WORK ORDER 1 Scope
Scope of Work for Solid Waste Procurement Services' 3/21/2014 1 Page 3 of 5
• Assist in developing and monitoring a schedule for meetings/calls and a punchlist for activities
leading up to and following the service start date.
• Review and provide comments on the incoming franchisees' mobilization plan, and monitor the
company's compliance with the plan
• Review and provide comments on other items provided by the incoming franchisee(s), such as
reporting forms, non -collection notice, and customer outreach materials.
• Review and provide comments on the County's public outreach and education plan and
materials relating to the transition.
Task 2 — Municipal Meetings and Coordination
KCI will assist the County in meeting with all five municipalities and developing a strategy for working
cooperatively with them to ensure the future viability of the County's solid waste management system.
Such assistance might include, but would not be limited to, the following:
• Develop a summary sheet of the solid waste services currently provided by the County to the
municipalities.
• Develop an agenda for meetings with the municipalities that includes, but is not limited to, the
benefits of a long-term relationship between the County and municipality, options for
formalizing that relationship, waste flow, recycling policies and procedures, County convenience
centers, and any concerns the municipalities might have.
• Prepare for and participate in meetings with each municipality. For those municipalities that
might want to participate in the County's collection procurement, these meetings will be
combined with those mentioned in Subtask 1.1 to the extent possible.
• Based on the municipal meeting, work with County staff to develop a strategy for formalizing
the Tong -term relationships between the County and municipalities.
Task 3 — Additional Technical Services
KCI will assist the County with other solid waste technical services as requested. Such assistance might
include, but would not be limited to, the following:
• Developing a strategy for converting to single stream recycling, if needed, including discussions
with the County's current recyclables processor.
• Developing an interlocal agreement between the County and municipalities.
• Developing any necessary ordinance revisions.
• Developing outreach and education materials.
• Assisting in evaluating options prior to expiration of landfill operating contract in December
2017
• Assisting in evaluating contractual relationship with INEOS.
• Implementing commercial recycling program improvements, which may include conducting
business waste assessments, developing outreach materials, networking with municipalities,
conducting business workshops, and providing technical support to County staff.
• Providing other solid waste technical assistance, as requested.
kessler consulting inc.
innovative waste solutions
PM\WORT( ORDER 1 Scope
Scope of Work for Solid Waste Procurement Services 1 3/21/2014 1 Page 4 of 5
DELIVERABLES
All deliverables will be transmitted electronically.
Task 1 Deliverables
• Draft RFA and franchise agreement.
• Final RFA and franchise agreement.
• List of potential vendors.
• Draft language for addenda.
• Summary of price submissions.
• Modifications to franchise agreements based on service options chosen by the County
Commission.
• Schedule and punchlist for transition.
• Comments on franchisees' mobilization plans, forms, notices, outreach materials, and other
items as requested.
• Comments on the County's public outreach and education plan and materials.
Task 2 Deliverables
• Summary sheet of County services.
• Meeting agenda.
• _ Strategy for next steps.
Task 3 Deliverables
Deliverables will depend on the specific assistance requested by the County and will be agreed upon
prior to initiating work.
COMPENSATION AND TIMELINE
Because the exact level of effort that will be requested by the County is not known, KCI proposes to
conduct all work on a time -and -materials basis for an amount not to exceed $76,090. A budget
breakdown by task is provided in Exhibit B; however, KCI will only invoice for the actual time expended.
The budget allocation between tasks may shift as the project progresses depending on the actual level
of effort required. Services will be invoiced monthly and expenses (e.g., travel) will be billed at cost
without markup.
KCI will commence assigned work upon notice to proceed and will work with County staff to develop an
acceptable timeline for completion of all tasks.
KCI appreciates the opportunity to submit this Scope of Work and looks forward to the opportunity to
continue assisting Indian River County.
kessler consulting inc.
innovative waste solutions
PM\WORK ORDER 1 Scope
EXHIBIT B - FEE SCHEDULE
CLIENT
PROJECT NAME
PROJECT NUMBER
DATE OF ESTIMATE
Indian River County, FL
Solid Waste Procurement Services
99-90
3/21/2014
PM12014 Colecdon\Budget
kessler consulting, inc.
LABOR
CATEGORY
(NAME)
HOURLY
RATE
Task 1
Task
2
Task
3
TOTAL
DOLLARS
Subtask
1.1
Subtask
1.2
Subtask
1.3
Subtask
1.4
Subtask
1.5
Subtask
1.6
Addt'I
Technical
. Services
TOTAL
HOURS
Procurement
Strategy
RFA
Development
Meeting
Pre -App.
&
Addenda
Application
Review
Franchise
Agreement
Final
Service
Transition
Municipal
Meetings
Project
Director/Principal
5185.00
24.0
4.0
2.0
4.0
20.0
4.0
24.0
24.0
106.0
$19,610
Project
Manager
$140.00
24.0
20.0
16.0
16.0
20.0
8.0
30.0
30.0
164.0
522,960
Senior
Consultant
$135.00
0.0
4.0
0.0
0.0
0.0
20.0
0.0
0.0
24.0
$3,240
Consultant
$85.00
6.0
82.0
18.0
22.0
18.0
42.0
0.0
30.0
218.0
$18,530
Research
Analyst
$75.00
16.0
20.0
4.0
8.0
4.0
20.0
16.0
30.0
118.0
38,850
Technical
Support
$50.00
2.0
6.0
2.0
4.0
4.0
4.0
4.0
2.0
28.0
$1,400
SUBTOTAL
LABOR
HOURS
72.0
136.0
42.0
54.0
66.0
98.0
74.0
116.0
658.0
$74
590
SUBTOTAL
LABOR
DOLLARS
$9,610
$12,850
$4,540
$5,650
$8,530
$9,830
$10,040
$13,540
$74,590
DIRECT
COSTS
TRAVEL
$500
$0
$250
$0
$250
$500
$0
$0
$1,500
SUBTOTAL
DIRECT
COST
$500
$0
$250
$0
$250
$500
$0
$0
$1
500
TOTAL
PROJECT
BUDGET
LABOR+ DIRECT
COST
$10,110
$12,850
$4,790
$5,650
$8,780
$10,330
$10,040
$13,540
$76,090
PM12014 Colecdon\Budget
kessler consulting, inc.
4-1//5114
8 6•
BRIDGE REPLACEMENTS AND WIDENING OF 66TH AVENUE
FROM SOUTH OF SR 60 TO NORTH OF 57TH STREET
IRC PROJECT NUMBER 0545
PROFESSIONAL CIVIL ENGINEERING, GEOTECHNICAL ENGINEERING
AND LAND SURVEYING SERVICES
AMENDMENT NO. 15 TO THE PROFESSIONAL ENGINEERING/LAND SURVEYING
SERVICES AGREEMENT BETWEEN ARCADIS US, Inc. AND INDIAN RIVER
COUNTY, FLORIDA.
•
This is an amendment to the existing Engineering/Land Surveying Services Agreement
(AGREEMENT) dated September 6, 2005 between ARCADIS US, Inc. (ENGINEER) and
Indian River County (COUNTY). This amendment addresses changes in "Section I — Project
Limits and Descriptions' and ' Section V - Compensation".
Amendment Description
This Amendment includes the following:
` SECTION I - PROJECT LIMITS AND DESCRIPTION" is being modified to incorporate
the following:
Plans have been prepared for the construction of 66th Avenue from south of SR 60 to north of
57th Street. The plans were prepared using Microstation computer software. The overall
Microstation dgn files were converted to Autocadd dwg format and distributed to the contractor
for their use in the preparation of the as -built plans. The COUNTY has requested that individual
Autocadd files be prepared for each plan sheet. The ENGINEER will convert the individual plan
sheet Microstation dgn files into Autocadd dwg format for the contractor's use. Files will be
converted for the following plan sheets:
• Drainage maps
• Plan and Profile sheets
• Plateau plan and profile sheets
• Drainage Structure Sheets
• Detention Area plans
• Driveway Cross Sections
• Cross Sections
• Utility plans
Individual dwg files will be provided for each sheet of the drainage maps (14 sheets), plan and
profile sheets (53 sheets), plateau plan and profile sheets (11 sheets), detention area plans (10
sheets), and the utility plan and profile sheets (19 sheets). For the drainage structure sheets,
driveway cross section sheets, and the cross section sheets the Microstation files are arranged such
that the overall files contain multiple individual plan sheets. For these sheets overall files containing
Page 1 of 5
GALNR Support\ADMIN\Marketing\Proposals\WPB\2014\66 th Ave Amendment No 15 4-4-14 .doc
multiple plan sheets will be provided.
The ENGINEER will provide engineering services on an as requested basis during construction
to address questions and requests for additional information, and to address unforeseen
construction issues that may arise. The ENGINEER will perform site inspections on an as -
requested basis during the construction of the project, will attend construction progress meetings
as requested by the COUNTY, and will prepare plan revisions and additional construction
drawings on an as needed basis as requested by the COUNTY.
"SECTION IV — TIME FOR COMPLETION" is being modified to incorporate the
following:
The time for completion of Amendment Number 15 shall run concurrently with the construction
of this project.
"SECTION V — COMPENSATION" is being modified to incorporate the following:
The COUNTY agrees to pay and the ENGINEER agrees to accept for services rendered
pursuant to this Agreement fees m accordance with the following:
A. Professional Services Fee
1. The basic compensation mutually agreed upon by the ENGINEER and the
COUNTY follows:
The following is a summary of costs:
Charge Associated with
Change in Project Scope
And Project Limits
Geotechnical Services (l"rerra)(Lump Sum) $0.00
Engineering (ARCADLS) (Lump Sum) $2,715.00
Signal Plans (ARCADIS) $0.00
Design Survey (66th Avenue) (ARCADIS) $0.00
Design Survey (Sidestreets) (ARCADIS) $0.00
Right -of -Way Survey and Map (664%Avenue) $0.00
Right-of-way Survey (Sidestreets) $0.00
Structural Design for 4 bridges
New Total
Compensation
$139,460.00
$963,387.50
$84,728.66
$169,500.00
$71,428.00
$117,821.00
$61,963.00
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G•\LNR Support\ADMIN\Marketing\Proposals\WPB\2014\66 th Ave Amendment No 15 4-4-14 .doc