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Home My WebLink About2016-018 WORK ORDER NUMBER 2 Solid Waste Rate Study and Business Plan This Work Order Number 2 is entered into as of this day of FPhniarv2016 pursuant to that certain Continuing Contract Agreement for Professional Services, dated 11/15/11, and that certain Extension and Amendment of Continuing Contract Agreement for Professional Services entered into as of this 4 1 day of November,2014(collectively referred to asthe"Agreement"),by and between INDIAN RIVER COUNTY. a political subdivision of the State of Florida ("COUNTY") and SCS Engineers ("Consultant"). The COUNTY has selected the Consultant to perform the professional services set forth on Exhibit 1 (Scope of Work), attached to this Work Order and made part hereof by this reference. The professional services will be performed by the Consultant for the fee schedule set forth in Exhibit 2 (Fee Schedule),attached to this Work Order and made a part hereof by this reference. The Consultant will perform the professional services within the timeframe more particularly set forth in Exhibit 3 (Time Schedule), attached to this Work Order and made a part hereof by this reference all in accordance with the terms and provisions set forth in the Agreement. Pursuant to paragraph 1.4 of the Agreement, nothing contained in any Work Order shall conflict with the terms of the Agreement and the terms of the Agreement shall be deemed to be incorporated in each individual Work Order as if fully set forth herein. IN WITNESS WHEREOF,the parties hereto have executed this Work Order as of the date first written above. CONSULTANT: BOARD OF COUNTY COMMISSIONERS .......... SCS Engineers OF INDIAN RIVER COUNTY ,r•'S��`1E ••~'• r�5.• •.b0;• Marc J. Ro off r Bob Solari , Ch'�Srp ; . Title: Project Director BCC Approved Date: February 2, 2016 ; �aN�:1•'• '••� •SND• Attest:Jeffrey R. Smit k of Court and Co roller B De uty Clerk Approved: seph A Baird, ounty Administrator Approved as to form and legal suffici D Reingold, County Attorney Exhibits 1 , 2, and 3 Environmental Consultants 4041 Park Oaks Blvd 813 621-0080 and Contractors Suite 100 FAX 813 623-6757 Tampa, FL 33610-9501 www.scsengineers com SCS ENGINEERS January 6, 2016 File No.090516215 Mr. Himanshu H. Mehta, P.E. Managing Director Indian River County—Solid Waste Disposal District 1325 74`" Avenue SW Vero Beach , FL 32968 Subject: Work Order#2 —Solid Waste Rate Study and Business Plan Dear Mr. Mehta: SCS Engineers (SCS) is please to present the following proposal to conduct a solid waste rate study and business plan (Project). This proposal has been prepared at the request of the County's Solid Waste Disposal District (District). The following scope of services (Exhibit 1), corresponding fee estimate (Exhibit 2), and Project schedule (Exhibit 3) are provided by SCS Engineers (SCS). This scope of services is to perform a solid waste cost of service and rate study for the County's District. Task 1- Kick Off Meeting SCS proposes to kick off the project with an initial face-to-face meeting shortly following the award of this project. To help us frame the scope of this project, SCS will request background information so that we can review reports, data, and any other related information relevant to collection operations prior to the meeting. We will then prepare an agenda that will include the following: O Summary of proposed project outline and data gaps that this project will address. o Initial goals and objectives for this project that will drive the review. C Project timeline, milestones, and deliverables. Task 2 - Gather and Analyze Historical Information An important aspect of predicting future revenues and expenditures is to understand the past operating performance since the last rate study. We will also gather pertinent demographic data, solid waste generation statistics, and financial data. These data will then be organized into a revised Pro Forma Model, which will enable SCS to provide the County with an analysis of the rate impacts of system changes. Task 3 - Project Revenue Requirements The "revenue requirement" is just what it implies. Itis the total amount of money the County must collect to pay District expenditures needed to provide its targeted levels of service while meeting its financial requirements (e.g.,funding debt service obligations, maintaining coverage ratios, and maintaining fund balance requirements, etc.). The revenue requirement also will include long-term capital expenditures that are paid out of current rates and not paid by bond proceeds, if any. The revenue requirement at the time of ratemaking will be determined by annualizing the fiscal year-to-date cash expenditures. Additionally, adjustments would be made by SCS for any significant non-recurring expenditures (e.g., one-time payments at the end of the fiscal year). Revenue requirements for future years (e.g., 10 years through 2025) would then be projected by applying anticipated changes in the expenditures to the current revenue requirement. These changes may include such items as: inflation, increases in worker' wages, fuel adjustments, more strict requirements from regulating agencies, and leachate treatment adjustments. They may also include expected costs for new projects and new programs. In addition to projected cash-expenditures, any adjustments will be made to account for required increases, if any, in fund balance or County financial policies. Task 4-Design New Tipping Fees and Assessments After completion of Task 3, SCS will finalize the Pro Forma Model to enable development of rate designs (e.g., tipping fee and waste generation units (WGU) pursuant to the District's Resolution No. 95-1). There are various issues with the Resolution No. 95-1 (vacancy_ credits, recycling credits, and deviation policies) as well as the assessment categories themselves. SCS will evaluate waste generation rates for various land use categories, as needed. SCS will analyze these issues and prepare recommendations for consideration by the District. SCS will prepare three sensitivity runs of the Model (e.g., different estimated inflation rates, waste generation growth, and recycling rates) for possible recommended rates and assessments by the District. Task 5-Draft and Final Reports Once these steps outlined above are completed, SCS will then prepare a Draft Report of the conceptual design of the system rate study. The Draft Rate Study will be issued to the County for review and comment. Based on comments received, SCS will then modify the Draft Rate Study Report and prepare a Final Report. SCS staff will prepare a PowerPoint presentation summarizing the results of the study and be available for attendance at a Board of County Commissioners meeting to discuss the recommended rates and assessments. Rate Study Deliverables o Revised Pro Form Rate Model in Microsoft Excel o Draft Report o Final Report Fee SCS proposes to undertake this task assignment for a lump sum fee of$35,000 (Exhibit 2). Invoices will be issued monthly with an estimate of milestone completion. Schedule The Project schedule(Exhibit 3) was developed in light of the District's needs for completion of the overall assessment rates for the next fiscal year. Solid Waste Disposal District Solid Waste Rate Study and Business Plan Project Schedule Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Task 1 iask2 > Tosk3 r77777=-- —V, Task 4 �-- Task5 —"'"—'� Meeting 0 Presentation SCS appreciates the opportunity to assist you with this project. Please call Marc Rogoff at 813- 810-5547 if you have any questions or need anything else. Sincerely, Bruce J. Clark, P.E. Marc J. Rogoff, Ph.D. Project Director Project Director SCS ENGINEERS SCS ENGINEERS MJR/BJC ATTACHMENT A. MANPOWER AND FEE ESTIMATE Solid Waste Rate Study and Business Plan Indian River County,FL Task(Hours) Total Rate Total Personnel 1 2 3 4 5 (hours) ($) ($) Office Director/Officer 0 0 0 0 0 0 0 0 240 0 Project Director 8 50 24 24 40 0 0 146 210 30,660 Project Manager 0 0 0 0 0 0 0 0 150 0 Senior Superintendent 0 0 0 0 0 0 0 0 125 0 Project Professional 0 30 0 0 0 0 0 30 1201 3.600 Project Engineer 0 0 0 0 0 0 0 0 950 Staff Engineer 0 01 0 01 0 01 0 0 88 0 Site/O&M Superintendent 0 0 0 0 0 0 0 0 75 0 Senior Technician 0 0 0 0 0 0 0 0 75 0 Designer 0 0 0 0 0 0 0 0 95 0 Draftsperson 0 0 0 0 0 0 0 01 95 0 Technician 0 0 0 0 0 0 0 01 62 0 Secretarial/Clerical 1 1 0 0 3 0 0 51 701 315 Subtotal Labor(hours) 9 81 241 241 43 01 0 181 Subtotal Labor(S) 1,750 14,135 5,0401 5,0401 8,610 0 01 34,575 Reimbtlrsables 235 0 16 0 125 0 0 376 G&A,15 percent reimbursables 35 0 2 0 19 01 0 56 Total Fee Estimate $2,000 $14,1001 $5,1001 $5,0001 $8,800 $0 sol I 535,000 REIMBURSABLE COSTS Page 2 Unit Cost Task(Quantity) Total Total Reimbursable ($) Unit 1 2 3 4 5 Units ($) Subconsultant t Is 0 0 0 0 0 0 0 0 0 Equipment rental 40 day 0 0 0 0 0 0 0 0 0 Outside Lbifremp Svcs t hour 0 0 0 0 0 0 0 0 0 Laboratory Services I each 0 0 0 0 0 0 0 0 0 Vehicle Mileage(Auto) 0.55 mile 0 0 0 0 0 0 0 0 0 Vehicle Mileage(Truck) 0.55 mile 0 0 0 0 0 0 0 0 0 Rental Car 75 day 1 01 0 0 1 0 0 1 2 150 Truck 55 day 0 0 0 0 01 0 0 0 0 Parking&Tolls 20 day 2 0 0 0 0 0 0 2 40 Air Fare 450 trip 0 0 0 0 0 0 0 0 0 Meal Per Dien1 30 day 1 0 0 0 1 0 0 2 60 Lodging.Hotel 70 day 1 0 0 0 - 0 0 0 1 70 Telephone Calls 5 each 0 0 0 0 0 0 0 0 0 Faxes 6 each 0 01 0 0 0 01 0 1 0 0 Postage&Freight 15 is l 0 0 01 0 0 0 1 15 Reproduction(Xerox) 0.10 each 50 0 0 0 200 0 0 250 25 Reproduction(Graphics) 3 each 0 0 0 0 0 0 0 0 0 CAD plots(2406) 4 each 0 0 4 0 0 0 0 4 16 CAD plots(I Ix17) 0.4 each 0 0 0 0 0 0 0 0 0 CAD plots(8x11) 0.1 each 0 0 0 0 0 0 0 0 0 Computer(CAD) 20 hour 01 01 0 0 0 01 01 0 0 Reproduction(Drawings) 6 sheet 1 01 01 0 ____gj_ol____g_001 01 1 0 0 CCS'Pmp��l No.[Mi 16215