HomeMy WebLinkAbout2023-270CCNA2023 WORK ORDER 7
FISCAL YEAR 2022-2023 FULL COST ACCOUNTING, FINANCIAL ASSURANCE AND
LANDFILL DEPLETION MODEL
This Work Order Number 7 is entered into as of this day of December, 2023, pursuant to
that certain Continuing Consulting Engineering Services Agreement for Professional Services entered
into as of the 2ND day of May, 2023 (the "Agreement"), by and between INDIAN RIVER COUNTY, a
political subdivision of the State of Florida ("COUNTY") and Kimley-Horn and Associates, Inc.
("Consultant").
The COUNTY has selected the Consultant to perform the professional services set forth on
Exhibit A (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 B
(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 C
(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
Kimley-Horn and Associ es,- of c.; OF INDIAN RIVER COU , J�;c�•����Mfss%,�•.
By: By:
Br n A. oo , P.E. san Adams, Chairman
Print Name:
T
Title: Senior Vice President BCC Approved Date: December 12, 2023
Attest: Ryan L. Butler, Clerk of Court and Comptroller
By. % V,
Deputy Clerk
Approved:
Approved as to form and legal sufficiency:
n A,.Tiirka-n'Xh, Jr., Comity Administrator
K. Keit , ssistant County Attorney
WORK ORDER NUMBER 7
FISCAL YEAR 2022 — 2023 FULL COST ACCOUNTING, FINANCIAL ASSURANCE
AND LANDFILL DEPLETION MODEL
EXHIBIT A
SCOPE OF WORK
PROJECT UNDERSTANDING
Indian River County (COUNTY) Solid Waste Disposal District (SWDD) is required to update and
submit the landfill closure cost estimate to the Florida Department of Environmental Protection
(FDEP) Solid Waste Operations Permit No. 0128769 -023 -SO Specific Condition F.2. SWDD is
also required to document full cost accounting and financial assurance every five years in
accordance with Specific Condition A.6; however, to ensure that the landfill escrow balance
remains on track to adequately cover the closure costs, SWDD completes the full cost accounting
and financial assurance process annually (without submittal to FDEP). Kimley-Horn and
Associates (CONSULTANT) will perform following Scope of Services for the preparation of the
Full Cost Accounting Evaluation (Fiscal Year 2022-2023), Financial Assurance (FY 2023-2024),
and Closure Cost Estimate Update. The Scope of Services will also include development of a
model to simulate the filling sequence of the available airspace to more accurately predict the
timing for construction of future cells.
SCOPE OF SERVICES
Task 1: Full Cost Accounting Evaluation for Fiscal Year 2022 - 2023
In accordance with the requirements of Chapter 62-708.400(1), F.A.C., and F.S. 403.7049, the
COUNTY shall determine the full cost for solid waste management services. This shall include
the rate charged by the county or municipality to the end user for solid waste management services
plus any other direct, indirect or outside contractor costs associated with solid waste management
services.
CONSULTANT will prepare a draft table using information provided by the COUNTY within 60
days of receipt of the data from the COUNTY. The draft public notice, summary tables and
working documents will be provided electronically, unless otherwise requested. The COUNTY
will coordinate and facilitate publication of the public notice.
In accordance with Chapter 403.7049 Florida Statutes:
"Each municipality shall establish a system to inform, no less than once a year, residential and
nonresidential users of solid waste management services within the municipality's service area of the
user's share, on an average or individual basis, of the full costfor solid waste management
as determined pursuant to subsection (1). Counties shall provide the information required of
municipalities only to residential and nonresidential users ofsolid waste management services
within the county'sservice area thatare notserved bya municipality. Municipalities shall include
costs charged to them or persons contracting with them for disposal of solid waste in the full
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cost information provided to residential and nonresidential users ofsolid waste management
services.
Task 2: Financial Assurance FY23-24
The COUNTY operates both a Class I landfill and a Construction and Demolition Debris
Landfill through a contract with Republic Services. In accordance with Chapter 62-701, F.A.C.,
the COUNTY is required to submit cost adjustments based on an inflation factor for closure
annually. Every five years, the closure cost estimate must be revised by recalculating the total
cost of closure.
Subtask 2.1 Closure Cost Estimate Adjustment
CONSULTANT will provide the Closure Cost Estimate adjustment to the COUNTY based on
the most recent Implicit Price Deflator for Gross National Product published by the U.S.
Department of Commerce in its Survey of Current Business. CONSULTANT will include
escrow account balance recommendations for Fiscal Year 2022-2023, and escrow budget
recommendations for Fiscal Year 2023-2024.
Subtask 2.2 Survey and Airspace Assessment
CONSULTANT will provide surveys and assessments of airspace used by our subconsultant,
Masteller, Moler & Taylor, Inc. (MM&T) for the Class I landfill and C&D debris disposal
facility. The topographic survey will be performed on the entire COUNTY landfill site, including
the Class I waste area (Segment I, II, and III and the ditches and roadways surrounding the Class
I area), the C&D disposal facility (waste area, fence line, ditches and berms adjacent to C&D
Debris site), expansion areas, stormwater pond, and administrative area.
The deliverable from MM&T will consist of a survey identifying the dates the field survey was
completed. The airspace consumed, and the remaining airspace will be calculated and provided.
The survey shall also include the results of the volumetric calculations for Segments II and II
portions of the Class I landfill, and the C&D disposal facility. Deliverables accompanying the
survey are as described in MM&T's proposal, attached.
For the Class I Landfill (Segments I, II, and III), we will include an evaluation of the waste
compaction, so the COUNTY may determine whether Republic Services is meeting its
contractual compaction requirements.
Ongoing projects at the landfill are also anticipated to impact one of the aerial targets used to
conduct the annual survey. This Task includes replacement of one aerial target, including
physical reconstruction (pouring of concrete and painting), as well as surveying the new location
of the target. The target will be relocated to a location that is determined by SWDD within the
allowable distance from the current target.
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Task 3: Landfill Depletion Model
Preparation of the FA and FCA (Tasks 1 and 2) typically rely on total permitted capacity of each
cell or segment of the landfill to determine the anticipated closure date for financial planning;
however, in reality, the full capacity of a cell cannot be reached until the subsequent cell is
constructed to a certain elevation to reach the last of the usable air space in the prior cell.
Constructability limits the ability to discretely close one cell before moving to the next cell. The
CONSULTANT will utilize a series of tools to model the placement of Class 1 waste to more
accurately determine when the next cell must be online in order to maximize the capacity in the
active cell.
A landfill depletion model will be developed utilizing the following information/tools:
1. Historical waste generation data
2. Historical in-place densities
3. BEBR medium density county population projections (to predict increases in waste
generation)
4. Excel based landfill depletion model
5. Civil 3D surfaces
Waste generation will be projected using historical data and adjusted utilizing BEBR population
projections to incrementally increase the volume of waste anticipated in future years. Population
projection growth will be used with straight line interpolation between data points (BEBR
publishes 5 -year increments). Civil 3D surfaces will be generated to simulate placement of
waste. Several iterations of surfaces will be prepared to determine the approximate future date
when the next cell will be needed. This will be continued to a future data where the in-place
waste reaches the permitted capacity of the active cell. CONSULTANT will then work with the
COUNTY to back track from that date to determine when planning/permitting and design of the
next cell should begin.
This task will also include two review/coordination meetings with the landfill's contract operator
to gain concurrence on waste placement and operational assumptions. A summary memorandum
will be prepared upon completion to document the process.
Deliverables
Task 1 Table and Working Documents
Subtask 2.1 Assurance Form and Escrow Balance and Budget recommendations
Subtask 2.2 Survey (as described in MM&T's proposal), remaining airspace and evaluation of
compaction
Task 3 Landfill Depletion Summary Memorandum
Assumptions
Information to be provided by the COUNTY includes:
• Site access
• Escrow account balances
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• The rates and number of dwelling units for each of the transporters
• Available site surveys
• Level of service for each transporter
• Monthly fee for both single family residence and multi -family residences
collected via non -ad valorem assessment
• Number of parcels, equivalent residential units, and waste generation units
(WGU) for Fiscal Year 2021-2022 for each customer
• Wastestream monthly totals
• Changes to Basis of Allocation
• Direct and indirect cost breakdowns
• Confirmation of waste generation units
• Amount of residential assessment
• Excel spreadsheets prepared by others for prior fiscal year for escrow balance and
airspace calculations
• Coordination of meetings with landfill operator
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I
EXHIBIT B
FEE SCHEDULE
The County agrees to pay and the Consultant agrees to accept for services rendered, pursuant to
this Agreement, a lump sum fee inclusive of expenses as follows:
Task Description
Fee
Task 1 Full Cost Accounting Evaluation
$7,480
Task 2 Financial Assurance
Subtask 2.1 Closure Cost Adjustment
$6,440
Subtask 2.2 Survey and Air Space Assessment
$10,630
Task 3 1 Landfill Depletion Model
$26,960
Total Labor Fee
$51,510
Subconsultant - MM&T Survey
$22,500
Other Direct Costs
$1,000
Total Lump Sum Fee
1 $75,010
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Task 1
Task 2.1
Task 2.2
Task
EXHIBIT C
CHEDITLIF
Full Cost Accounting
Closure Cost Adjustment
Survey/Air Space Assessment
Landfill Depletion Model
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30 days from Receipt of Data
30 days from Receipt of Data
90 days from Notice to Proceed
60 days from Notice to Proceed