HomeMy WebLinkAbout18 - Newport Terrace Landfill Gas Collection & Control SystemCITY OF NEWPORT BEACH
CITY COUNCIL SUPPLEMENTAL STAFF REPORT
Supplemental Agenda Item No. 18
January 13, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY
COUNCIL
FROM: Public Works Department
Stephen G. Badum, Public Works Director
949 - 644 -3313 or sbadum @city.newport- beach.ca.us
SUBJECT: Newport Terrace Landfill Gas Collection and Control System —
Approval of Amendment No. 4 with SCS Engineers -
International, LLC, for Extension of Support Services Relative to
Operation and Maintenance of the Completed System
Revised Amendment No. 4 to the Professional Services Agreement with
SCS Engineers - International, LLC in the amount of $54,000 for extension of
support services relative to the operation and maintenance of the completed
landfill gas collection and control system
The attached amendment was reviewed and approved by the City Attorney's
Office and replaces the draft amendment included with the City Council staff
report for this item.
Submitted by:
AMENDMENT NO. 4
TO
PROFESSIONAL SERVICES AGREEMENT WITH SCS ENGINEERS
_.
INTERNATIONAL, LLC
FOR CONSULTING SERVICES IN CONNECTION WITH THE NEWPORT TERRACE
LANDFILL GAS SYSTEM MODIFICATIONS
THIS AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT, is
entered into as of this day of 1200_, by and between the CITY
OF NEWPORT BEACH, a Municipal Corporation ( "CITY "), and SCS ENGINEERS
INTERNATIONAL, LLC a Delaware Limited Liability Company whose address is 3900
Kilroy Airport Way, Suite 100, Long Beach, California, 90808 -6816 ( "CONSULTANT "),
and is made with reference to the following:
RECITALS:
A. On December 31, 2006, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT ", for selection of
qualified construction contractors to bid the Newport Terrace Landfill Gas System
Modifications hereinafter referred to as "PROJECT ".
B. CITY and CONSULTANT have entered into three separate AMENDMENTS of
the AGREEMENT, the latest dated May 27, 2008-
C. CITY desires to enter into this AMENDMENT NO. FOUR to reflect additional
services not included in the AGREEMENT or prior AMENDMENTS and to extend
the term of the AGREEMENT to March 31, 2009.
D. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. FOUR, as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. In addition to the services to be provided pursuant to the AGREEMENT and
AMENDMENTS NO. ONE THROUGH THREE, CONSULTANT shall diligently
perform all the services described in AMENDMENT NO. FOUR including, but not
limited to, all work set forth in the Scope of Services attached hereto as Exhibit A
and incorporated herein by reference. The City may elect to delete certain tasks
of the Scope of Services at its sole discretion.
2. City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached to the AGREEMENT. Consultant's compensation for all
work performed in accordance with this AMENDMENT NO. FOUR, including all
reimbursable items and subconsultant fees, shall not exceed FIFTY -FOUR
THOUSAND Dollars and no /100 ($54,000.00) without prior written authorization
from City.
3. The term of the AGREEMENT shall be extended to March 31, 2009.
4. Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT and prior AMENDMENTS shall remain unchanged and
shall be in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
FOUR on the date first above written.
APPROVED AS T/O.FORM:
A ." l�
City Attorney
for the City of Newport Beach
ATTEST:
M
Leilani Brown,
City Clerk
Attachments: Exhibit A — Scope of Services
CITY OF NEWPORT BEACH,
A Municipal Corporation
By:
Mayor
for the City of Newport Beach
CONSULTANT:
By:
(Corporate Officer)
Title:
Print Name:
By:
(Financial Officer)
Title:
Print Name:
EXHIBIT A
3900 Kilroy Airport Way 562 426 -9544
Suite 100 FAX 562 42' -0805
Long Beach, CA 908066816 www. scsengineers.com
October I, 2008
File No. 0 120 1221.08
Mr. Gail Pickart, PE
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92658 -8915
Subject: Proposal for Extension on Initial 0pemiions.Contract, Newport Terrace
Dear Mr. Pickart:
This letter constitutes a proposal for SCS Engineers (SCS) to assist the City of Newport Beach
by continuing our operation of the newly- upgraded landfill gas system the Newport Terrace
Condominiums.
The system has been operating since April 2008 and was formally accepted by the City on May
28, 2008. Since then SCS has been supervising and staffing system operation under Amendment
No. 3 to our contract. That scope envisioned our operating the system for two to three months
and extended our agreement to October I.
You have requested a proposal for us to extend our operations work, while the city goes through
the process of procuring a long tern operations consultant /contractor.
For your information, our costs billed to the city tinder Amendment No. 3 have totaled
$42,257.53 through August 31 (three full months of operation plus the O &M Manual, etc.), We
expect to exceed our budget of $44,925.00 by the end of September.
SCOPE OF WORK
SCS proposes to continue our operational oversight, and perform the following activities:
• Perform monitoring of migration probes.
• Perform monitoring of system operational parameters (applied vacuum at wells, total
system flow and applied vacuums). Adjust extraction well flows and vacuum
distribution in response to probe readings.
• Visual and mechanical inspection of systern components (carbon vessels, flame
arrestors, blowers, condensate traps, control panel and station metering, et. al.).
Perform periodic maintenance (e.g., change compressor oil).
Routinely perform field instrument monitoring of NMOCs and sulfur removal at the
inlet and outlets of the treatment units.
• Perform lab analysis of gas samples from treatment system inlet and outlet (required
per conditions of AQMD Permit).
Offices Naticowide a
Mr. Gail Pickarl
October 1, 2008
Page 2
• Monitor operation of automated condensate management system (pneumatic sumps.
pumps)
• Liaison and reporting monitoring results to regulators (1,EA, AQN11))
We have estimated the cost based on performing these routine services at $5,500.00 per month
(see attached tabular breakdomri of hours and costs).
We also request the city include in our authorization the following items:
• Finalize O &kI klanual- assist city in procurement 0f0 &M contractor, and prepare
infonnation packet for LEA in response to the entail From Dean Clarke on August 22
(including, as -built drawings, construction documentation). Estimated cost: $8,000
Budget for changing the carbon adsorption media. There are indications from recent
sampling data that the activated carbon needs to be replaced. We intend to perform
additional testing of treated gas to confirm this. We have received a proposal from
Baker Corporation (attached) for as much as $6,992 to replace the carbon in both
vessels with virgin coconut. The higher price may bejustified if it extends the life of
the media. Our overall cost includes our administrative charge and coordination with
the subcontractor. F.,stimated cost: $9,000.00
• Balance of Septemher O &M charges: $4,000.00 This is an estimate of the shortfall
on fees under the current budget.
Hence, the overall budget we request may be summarized as $21,000 for the one -time items
above plus $5,500 per month for routine services until the city enters into a longer term
agreement with an operations contractor. The city can decide how many months this amendment
should cover. The city may want to consider adding a contingency amount for unforeseen call -
outs or mechanical failure (although failures may be covered by contractor warranties, there
would likely be some engineering activity and coordination.
[Fthis proposal is acceptable, we assume the City will process the appropriate contract
amendment. We look forward to our continuing relationship with the City of Newport Beach. If
you have any questions about this proposal, please call the undersigned.
Sincerely,
Mark B. Beizer, P
Senior Vice President
SCS ENGINEERS
MBB /jml
Attachments
LABOR EFFORT AND COSTS- NEWPORT TERRACE OM &M
Principal (Seizer)
Project Manager (Murphy)
Project Superintendent (Croasdale)
Mechanic
Sr. Technician
Secretariat
Project Administrator
Compliance Auditor
Field Personnel total
Total Personnel (Hours):
Total Personnel Per Task ($):
6
0
6
5
$570
5
5
5
$475
2
2
2
- $190
1
1
0
2
$265
4
2
1
0
7
$1,315
5
2
7
7
$623
2
2
2
$170
1
2
0
-0
3
$305
2
2
2
$190
4
4
20
2
2
1
1
0
36
225.00
$ 165.00
$ 95.00
$ 74.00
$ 85.00
S 70.00
S 85.00
$ 100.00
Total, Personnel:
$
$
$
$
$
$
$
$
900.00
660.00
1,900.00
148.00
170.00
140.00
85.00
_ 100.00
0
$4,103
OTHER DIRECT COSTS (ODC)
Costs by Task
Amount, $.
Cal gas rate quant
Telephonell 2
0
Cal Gas
$`c0
oil and pans
$200
TAC anal $300
2
$600
$300
TOC anal $115
2
$230
H2S $16
ISM $20
0
lab courier $100
$100
Subtotal ODC ($p.
$930
$0
$0
$0
$0
$200
$300
$0
$50
Administration @ 12% CDC ($):
$110
$0
$0
$0
$0
S20
$40
$0
$10
Total subcontract
¢1,040
$0
$0
$0
$0
$220
$340
$0
$60
H2S Tube 10
2
$20
Tedlar Sag 40
2
$80
60
Tool Truck 18 hr
$108
$90
$36
$0
$0
$126
S36
$0
$36
$
432.00
GEM -2000 23.13 hr
$139
$116
$46
$0
$0
5162
$46
so
$46
$
555.00
Drager purr $10
1
$10
$
10.00
PID -100
1
$100
Total SCS Equip:
247
206
292
0
0
288
162
0
82
Total OOC Cost ($):
$1,287
$206
$292
$0
$0
$508
$502
$0
$142
Total Task Cost($):
$1,857
$681
$482
$265
$1,315
$1,131
$672
$305
$332
Units/Yr
12
12
12
12
12
4
4
4
4
Costar
$22,281
$8,168
$5,787
$3,180
$15,780
$4,524
$2,689
$1,220
$1,329
-
$64,957
MONTHLY COST
$1,857
$681
$482
$265
$1,315_
$377
$224
$102
$111
$5,413
msooll
OBAKEW.
s#
4306 West 190 °i Street, Torrance, CA 90504 Activated Carbon and Specialty Media
fek 310.103 -3700 Fax: 310.406 -3001 Pollution Control Systems and Filtration Equipment Rental
Fax (.over Sheet
To: Shilia )'orris From: Wayne Jones
Compam': SC;S Engineers Date:. September 12, 2008
Fax P: 562 427 080' page: 1 OF 2
Phone P: 562. 426 9544 Quote f #. SCS_NT_91208
li -In ail s nisa�scseneineers.con, Cell 3 10 387 5244
Shifra: Here is our quote for the turnkey service at Newport Terrace. This assumes that we can pull a
sample of the spent and have it tested and profiled prior to the service.
Service for (2) KA200011PV Filter Vessels with Virein Coconut GAC:
➢ Mobilization of personnel and equipment to and From jobsite
➢ Vacuum removal and packaging of spent media into DOT super sacks
➢ Vacuum fill of vessels with vapor phase virgin coconut shell carbon
➢ Sample, test and profile spent media
➢ Transport and disposal of non hazardous spent media
Virgin Coconut Total $6992.00
Service for (2) KA2000HPV Filter Vessels with Reactivated GAC:
➢ Mobilization of personnel and equipment to and from jobsite
➢ Vacuum removal and packaging of spent media into DOT super sacks
➢ Vacuum fill of vessels with vapor phase reactivated carbon
➢ Sample, test and profile spent media
➢ Transport and disposal of non hazardous spent media
,React Total $5224.00
Quote does not include any applicable sales tax. This quote assumes that filter media is in a normal
granular state consistent with the capability of our equipment. All standard terms & conditions for Baker
Tanks, Baker Pumps & Baker Filtration will apply. Attached is a copy of our terms and conditions.
Please let me know when I can assist further in any way.
Best regards,
Baker Filtration
waytte
Wayne Jones, Extension 109
Filtration Hub Manager
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 18
January 13, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Public Works Department
Stephen G. Badum
949 - 644 -3311 orsbadum @city.newport- beach.ca.us
SUBJECT: Newport Terrace Landfill Gas Collection and Control System —
Approval of Amendment No. 4 with SCS Engineers- International,
LLC, for Extension of Support Services Relative to Operation and
Maintenance of the Completed System
Recommendations:
1. Approve Amendment No. 4 to the Professional Services Agreement with SCS
Engineers- International, LLC in the amount of $54,000 for extension of support
services relative to the operation and maintenance of the completed landfill gas
collection and control system.
2. Approve a Budget Amendment transferring $59,400 from the Environmental
Liability Fund to the operating accounts outlined on page three of this report for
interim operation and maintenance of the Newport Terrace Landfill Gas
Collection and Control System.
Background:
In accordance with the terms of the Settlement and License Agreement between the
City of Newport Beach and the Newport Condominium Association (NCA), the City has
administered design and construction contracts for the improvements identified as the
"Newport Terrace Landfill Gas Collection and Control System" (System). The City is
also responsible for the operation and maintenance (O &M) of the System with the costs
of such O &M to be shared between the City and the NCA.
The firm of SCS Engineers was hired by the City to prepare plans and specifications for
construction of the System as well as to provide support during the bidding and
construction phases. In addition, SCS Engineers was retained to monitor the start-up
and balancing of the system and to assist in obtaining proposals from private
contractors for the on -going operations and maintenance on an annual basis.
Construction of the System was performed by Innovative Construction Solutions under
Contract No. 3651. Work began in September 2007 and was completed in May 2008
Newport Terrace Landfill Gas Collection and Control System
January 13, 2009
Page 2
with formal acceptance by the City Council on May 27, 2008. The Utilities Department
will handle the System's O &M. However, no provisions were included in the City's FY
2008 -09 budget for ongoing O & M because estimates had not yet been established.
Discussion:
A summary of SCS Engineers' Professional Services Agreement relative to the Newport
Terrace Landfill Gas Collection and Control System is as follows:
Item
Date
Amount
Description
Initial Agreement
12/3112006
$17,000
Pre-qualification of Bidders
Amendment No. 1
07/10/2007
$83,162
Support during Construction
Amendment No. 2
01/22/2008
$32,838
Additional Construction Support
Amendment No. 3
05127/2008
$44,925
system Start-up & Balancing; 0 &M Manual
Preparation
Total Authorization
$177,925.00
When the Amendment No. 3 Scope of Services was approved in May 2008, staff
anticipated that a qualified O &M contractor would be identified and an annual contract
recommended for award by September 2008. Preparation of an O &M Manual has
taken longer than expected in order to accommodate changes resulting from review by
the NCA and their consultants. Once the O &M Manual has been satisfactorily
completed, it will be used as the basis for requesting proposals (RFP's) from 3 to 4
private contractors determined to be qualified to perform the monitoring, reporting, and
maintenance work associated with operating the System.
SCS Engineers has submitted a proposal dated October 1, 2008, to continue their
services on a monthly basis until an annual O &M contract has been awarded. The
proposal is included with the copy of proposed Amendment No. 4 attached to this staff
report. Under the current circumstances, staff estimates that the services of SCS
Engineers will be required through March 2009. A summary of these estimated costs is
as follows:
Final M &O Manual
$8,000
Replace carbon absorption media
$9,000
Balance of September 2008 costs
$4,000
Monthly costs of $5,500 for the period of October 2008 thru March 2009
$33,000
Total
$54,000
In addition to the cost of SCS Engineers, electrical energy costs of approximately $600
per month are being incurred. Minor repair costs are estimated to cost approximately
$300 per month. The total of these estimated monthly costs is $900. For a period of
six months (October 2008 thru March 2009) a budget of $5,400 needs to be provided.
Accordingly, a budget amendment of $59,400 is recommended for approval. The City
needs to appropriate the funds even though the majority of the costs will be eligible for
Newport Terrace Landfill Gas Collection and Control System
January 13, 2009
Page 3
cost sharing on a 50/50 basis with the INCA with reimbursements requested
periodically.
Environmental Review:
This project is Categorically Exempt from provisions of the California Environmental
Quality Act (CEAQ) pursuant to Section 15301, Class 1 of the CEQA Implementing
Guidelines. This exemption covers operation, repair, maintenance, minor alteration,
etc., of existing structures, facilities, mechanical equipment, etc., involving no expansion
of use of that existing at the time of the City's determination. A Notice of Determination
has been filed with the Orange County Clerk's Office.
Geotechnical / Survey Services:
Not applicable.
Construction and Proiect Management:
Gail P. Pickart, P.E. provided project management and contract administration services
during construction and is continuing to provide similar services until an annual O &M
contractor is hired. No construction management is needed at this time.
Funding Availability:
Upon approval of the attached budget amendment, sufficient funds are available.
Purpose
Vendor
Account Description
Account No.
Amount
Final O &M Manual;
September Costs
SCS Engineers
Newport Terrace
Landfill Im rovements
7292- C5100735
$12,000
Carbon Absorption
SCS Engineers
Maintenance & Repair
3155 -8030
9,000
Minor Repairs
Various
Maintenance & Repair
3155 -8030
1,800
Monitoring Services
SCS Engineers
Services — Prof & Tech
3155 -8080
33,000
Electricity
So Cal Edison
Utilities — Electricity
3155 -8116
3,600
Total
$59,400
Prepared by: Submitted by:
Gall P. Plckart, P . St en adum
Consulting Contract Administrator ublic rks Director
Attachment: Amendment No. 4 to PSA with SCS Engineers
Budget Amendment
I
AMENDMENT NO. 4
TO
PROFESSIONAL SERVICES AGREEMENT WITH SCS ENGINEERS
INTERNATIONAL, LLC
FOR CONSULTING SERVICES IN CONNECTION WITH THE NEWPORT TERRACE
LANDFILL GAS SYSTEM MODIFICATIONS
THIS AMENDMENT NO. 4 TO PROFESSIONAL SERVICES AGREEMENT, is
entered into as of this day of , 200, by and between the CITY
OF NEWPORT BEACH, a Municipal Corporation ( "CITY "), and SCS ENGINEERS
INTERNATIONAL, LLC a Delaware Limited Liability Company whose address is 3900
Kilroy Airport Way, Suite 100, Long Beach, California, 90808 -6816 ( "CONSULTANT "),
and is made with reference to the following:
RECITALS:
A. On December 31, 2006, CITY and CONSULTANT entered into a Professional
Services Agreement, hereinafter referred to as "AGREEMENT ", for selection of
qualified construction contractors to bid the Newport Terrace Landfill Gas System
Modifications hereinafter referred to as "PROJECT ".
B. CITY and CONSULTANT have entered into three separate AMENDMENTS of
the AGREEMENT, the latest dated May 27, 2008.
C. CITY desires to enter into this AMENDMENT NO. FOUR to reflect additional
services not included in the AGREEMENT or prior AMENDMENTS and to extend
the term of the AGREEMENT to March 31, 2009.
D. CITY desires to compensate CONSULTANT for additional professional services
needed for PROJECT.
E. CITY and CONSULTANT mutually desire to amend AGREEMENT, hereinafter
referred to as "AMENDMENT NO. FOUR, as provided here below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. In addition to the services to be provided pursuant to the AGREEMENT and
AMENDMENTS NO. ONE THROUGH THREE, CONSULTANT shall diligently
perform all the services described in AMENDMENT NO. FOUR including, but not
limited to, all work set forth in the Scope of Services attached hereto as Exhibit A
and incorporated herein by reference. The City may elect to delete certain tasks
of the Scope of Services at its sole discretion.
2. City shall pay Consultant for the services on a time and expense not -to- exceed
basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached to the AGREEMENT. Consultant's compensation for all
work performed in accordance with this AMENDMENT NO. FOUR, including all
reimbursable items and subco.nsultant fees, shall not exceed FIFTY -FOUR
THOUSAND Dollars and no/100 ($54,000.00) without prior written authorization
from City.
3. The term of the AGREEMENT shall be extended to March 31, 2009.
4. Except as expressly modified herein, all other provisions, terms, and covenants
set forth in AGREEMENT and prior AMENDMENTS shall remain unchanged and
shall be in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT NO.
FOUR on the date first above written.
APPROVED AS TO FORM:
City Attorney
for the City of Newport Beach
ATTEST:
Leilani Brown,
City Clerk
Attachments: Exhibit A — Scope of Services
CITY OF NEWPORT BEACH,
A Municipal Corporation
M
Mayor
for the City of Newport Beach
CONSULTANT:
M
(Corporate Officer)
Print Name:
By:
(Financial Officer)
Print Name:
EXHIBIT A
3900 Kilroy Airport Way 562 426 -9544
Suite 100 FAX 562 427 -0805
Long Beach, CA 90806 -6816 wwv+.scsengineers.com
October t 2008
File No. 01201221.08
Mr. (jail Pickart, PE
City of Newport Beach
3300 Newport Boulevard
Newport Beach, CA 92658 -8915
Subject: Proposal for Extension on Initial Operations Contract, Newport Terrace
Dear Mr. Pickart
This letter constitutes a proposal for SCS Engineers (SCS) to assist the City of Newport Beach
by continuing our operation of the newly- upgraded landfill gas system the Newport Terrace
Condominiums.
The system has been operating since April 2008 and was formally accepted by the City on May
28, 2008. Since then SCS has been supervising and staffing system operation under Amendment
No. 3 to our contract. That scope envisioned our operating the system for two to three months
and extended our agreement to October 1.
You have requested a proposal for us to extend our operations work, while the city goes through
the process of procuring a long term operations consuhant/contractor.
For your information, our costs billed to the city under Amendment No. 3 have totaled
$42,257.53 through August 31 (three full months of operation plus the O &M Manual, etc.). We
expect to exceed our budget of $44,925.00 by the end of September.
SCOPE OF WORK
SCS proposes to continue our operational oversight, and perform the following activities:
• Perform monitoring of migration probes.
• Perform monitoring of system operational parameters (applied vacuum at wells, total
system flow and applied vacuums). Adjust extraction well flows and vacuum
distribution in response to probe readings.
• Visual and mechanical inspection ofsystem components (carbon vessels, dame
arrestors, blowers, condensate traps, control panel and station metering, et. id.).
Perform periodic maintenance (e.g., change compressor oil).
• Routinely perform field instrument monitoring of NMOCs and sulfur removal at the
inlet and outlets of the treatment units.
• Perform lab analysis of gas samples from treatment system inlet and outlet (required
per conditions of AQMD Permit).
Offices Nationwide a
Mr. Gail Pickart
October I, 2008
Page 2
• Monitor operation of automated condensate m, agement system_ (pneumatic sumps, 11 _- .._
pumps).
• liaison and reporting monitoring results to regulators (LEA, AQMD)
We have estimated the cost based on performing these routine services at $5,500.00 per month
(see attached tabular breakdown of hours and costs).
We also request the city include in our authorization the following items:
• Finalize O &M Manual, assist city in procurement of O&M contractor, and prepare
information packet for LEA in response to the email from Dean Clarke on August 22
(including, as -built drawings, construction documentation). Estimated cost: $8,000
Budget for changing the carbon adsorption media. There are indications from recent
sampling data that the activated carbon needs to be replaced. We intend to perform
additional testing of treated gas to confirm this. We have received a proposal from
Baker Corporation (attached) for as much as $6,992 to replace the carbon in both
vessels with virgin coconut. The higher price may be justified if it extends the life of
the media. Our overall cost includes our administrative charge and coordination with
the subcontractor. Estimated cost: $9,000.00
• Balance of September O &M charges: $4,000.00 This is an estimate of the shortfall
on fees under the current budget.
Hence, the overall budget we request may be summarized as $21,000 for the one -time items
above plus $5,500 per month for routine services until the city enters into a longer term
agreement with an operations contractor. The city can decide how many months this amendment
should cover. The city may want to consider adding a contingency amount for unforeseen call -
outs or mechanical failure (although failures may be covered by contractor warranties, there
would likely be some engineering activity and coordination.
If this proposal is acceptable, we assume the City will process the appropriate contract
amendment. We look forward to our continuing relationship with the City of Newport Beach. If
you have any questions about this proposal, please call the undersigned.
Sincerely,
Mark B. Beizer, P
Senior Vice President
SCS ENGINEERS
MBB /jml
Attachments
LABOR EFFORT AND COSTS- NEWPORT TERRACE OMSM
Principal (Seizer)
Project Manager (Murphy)
Project Superintendent (Croasdale)
Mechanic
Sr. Technician
Secretarial
Project Administrator
Compliance Auditor
Field Personnel total
Total Personnel (Hours):
Total Personnel Per Task ($):
5
0
6
6
$570
5
5
5
$475
2
2
2
$190
1
1
0
2
$265
4
2
1
0
7
$1,315
5
2
7
7
$623
2
2
2
$170
1
2
0
.0
3
$305
2
2
2
$190
4
4
20
2
2
2
1
1
0
36
$ 225.00
$ 165.00
$ 95.00
$ 74.00
$ 85.00
$ 70.00
$ 85.00
$ 100.00
1 Total,'Persnnnel:
$
$
$
$
$
$
$
$
900.00
660.00
1,900.00
148.00
170.00
140.00
B5.00
. 100.00
0
$4 1103?
OTHER DIRECT COSTS (ODC)
Costs by Task
Amount, $:
Cal gas rate quant
0
Telephone /l 2
Cal Gas
$50
oil and parts
$200
TAC anal $300
2
$600
$300
TOC anal $115
2
$230
H2S $16
0
ISM $20
.lab courier $100
Subtotal ODC ($):
$100
$930
$0
$0
$0
$0
$200
$300
$0
$50
Administration @ 12% CDC ($):
$110
$0
$0
$0
$0
$20
$40
$0
$10
Total subcontract
$1,040
$0
$0
$0
$0
$220
$340
$0
$60
H2S Tube 10
2
$20
Tedlar Bag 40
Tool Truck 18 hr
2
$108
$90
$80
$36
$0
$0
$126
80
$36
$0
$36
$
432.00
GEM -2000 23.13 hr
$139
$116
$46
$0
$0
'$162
$46
$0
$46
$
555.00
Drager purr $10
1
$10
$
10.00
PID 100
1
$100
Total SCS Equip:
247
206
292
0
0
288
162
0
82
Total ODO Cost ($):
$1,287
$206
$292
$0
$0
$508
$502
$0
$142
Total Task Cost($):
$1,857
$681
$482
$265
$1,315
$1,131
$672
$305
$332
UnitslYr
12
12
12,
12
12
4
4
4
4
Costar
$22,281
$8,168
$5,787
$3,180
$15,780
$4,524
$2,689
$1,220
$1,329
$64,957
MONTHLY COST
$1,857
$6B1
$482
$265
$1,315
$377
$224
$102
$111
$5,413
$5,500
FA
4>_BAKER("`0R.P"
4306 West 190 °i Street, Torrance, CA 90504 Activated Carbon and Specialty Media
Tel: 310.303 -3700
♦ Fax: 310.406 -3001
Pollution Control Systems and
Filtration Equipment Rental
Fax Cover Sheet
To:
Shifra Yonis
From:
Wayne Jones
Company:
SCS Engineers
Date:
September 12, 2008
Fax 8:
562 427 0805
Page:
l OF 2
Phone tt:
562 4269544
Quote 0:
SCS_NT_91208
E -mail:
syonis scsen2ineers.com
Cell 4:
310 387 5244
Shifra: Here is our quote for the turnkey service at Newport Terrace. This assumes that we can pull a
sample of the spent and have it tested and profiled prior to the service.
Service for (2) KA2000HPV Filter Vessels with Virgin Coconut GAC:
➢ Mobilization of personnel and equipment to and from jobsite
➢ Vacuum removal and packaging of spent media into DOT super sacks
➢ Vacuum fill of vessels with vapor phase virgin coconut shell carbon
➢ Sample, test and profile spent media
➢ Transport and disposal of non hazardous spent media
Virgin Coconut Total $ 6992.00
Service for (2) KA2000HPV Filter Vessels with Reactivated GAC:
➢ Mobilization of personnel and equipment to and from jobsite
➢ Vacuum removal and packaging of spent media into DOT super sacks
➢ Vacuum fill of vessels with vapor phase reactivated carbon
➢ Sample, test and profile spent media
➢ Transport and disposal of non hazardous spent media
:React Total S 5224.00
Quote does not include any applicable sales tax. This quote assumes that filter media is in a normal
granular state consistent with the capability of our equipment. All standard terms & conditions for Baker
Tanks, Baker Pumps & Baker Filtration will apply. Attached is a copy of our terms and conditions.
Please let me know when I can assist further in any way.
Best regards,
Baker Filtration
`W tpte Jane.
Wayne Jones, Extension 109
Filtration Hub Manager
TERMS AND CONDITIONS These terms ant conditions d sale shall apply b ad service. rentals, and equipment, goods or woduds manufactured disVibwed or sold by RAI(ERCORP ('Seller)
unless otherwise sperafiwd in writing by Me Sepef a-d Are Fordasdc
DELIVERY - Equipment sold hereunder shall W delivered FOB SeIINS warelause. Delivery dates speed in any quote are approximate, unless specified as binding. Delivery pedwm Mbe is
dependent Nf>co prompt MufPI from Me Purchaser N ag speafcatlons. foal approved d evergs am arrynMer Oaads eS,wA l to dhe Proper exidmion of the Purchaser. order. Upon notification
of readiness of Equipment by Seller, Equip M shag ra delivereQ promptly k Purchaser. Any delay of Purchaser rn a¢epfrg defvery of Equpvnen soar rouse storage dharges to be charged to
Purcnaser.
Such storage Shall be enfrAy al Me Pu¢hasefs risk Paynml terms lied to ndif,wer, of oudrues a Qolivay. shat apply UMess MM1ernixe agreed upon bek+een Me pales.
Purchaser shal(have Me sole respersiWAY of dais g the canto and muting Iron Sellers mamdadufong 1whilies Io Me final desfmfon.
Trans) ati0n rates quMed on reola equpment are estimates oMy. Puchaser wiu be bNetl accMdng Io the adual lime azmnelaed Yomal to PomaY (routs (rip) for each Qelivery a d again on
each pickup. These rates are figured on normal business hearths 7 m to Spin weekdays. Night, weekend and holiday rates are higher.
EQUIPMENTSIatenents regarding mmpalibrily of eq'arrmt made by Si personnel of rpmlaned herein are based upon ofe w Tian from malaria suppliers a oligi exa"Afteodh of
othercle published d ontm,lfa aN ale information io be Bind be, However, dray Me a general o metals, i a telly, and eltirran be afrwi end by mncenfalioI e . tempe2lu s Presenm of
Other danfuls and olhw ksider this MMmafon shnr0 ra crositlered only as a genera guide. Ultimately, the Pudtaser must determine Me suitability of Are equipment used in vafows
situations aAer knrg into consideration erg relevant rondos.
WASTE MANAGEMENT SERWCEACustomef agrees that the responsiooklies of the seller under INS agreement 0 only to merely a dingle Me pickup and delivery of low -level hazardous or non
hazardous Substances, waste, soils, water or debris Imm the d slowefs Site to the customer oesiylaled IM.Me o, skNag, antl dspmal facilities (TSDAi as set Aunt NI the waste profile.
Customer ackfAYaM ,u that the seller has ris independent discretion Win regard to the soMctior d the TSOP or the Trampom , and at no time wig the ownership of the waste (ramders new (he
customer I. Me seller. Customer Aurora, agrees Mal N shag obtain, maintai, antl pay for all pewits arts hmr ses mmud by Law that are associated wits waste generafmn atad deposal.
SPECIALTY MEDIASpeeially Medal an rental a,logru ices are provided a flat role to customer Toadied- into vessels unless gherwise noted on bid, On completion o project f o hwMr n
responsible for emI%yi(hq ant disposing M all used sand, gavel, barboo or olner media, Sand filters Idler writs, tank, pumps, p,, Inc. and fillings erg need to be empty, formed and
clean of all Solids and liquids. Purchaser acknowledges Ibl aft new and used media a the property M Purchaser.
The spent speaafty media puohased by Me Purchase, wig be subjected or dsposoM facility'$ acmpance resting or Sepal Further, Seller may penod¢aly retest Ine spent spedagy media Ip
e it remains acceplawe for disposition. It periods spent specialty media r wilt Provide o e any information Me spent medal d unacceptable For oe evaluating spentilme Seller may provide er reswie with
light An disposition d allidi dislocation s which may a ,AS service pricing. Pwrnas f wall any r required el Seller ndalive to film toafng spent media spent Medrnce. Seller reserves Me
right' m -her any and as deposition ce ..es i(nil$ judgment. it is unsuitable la Me designated d+sprsilion facility, Seller reserves the tlgN Ip depose of the spent mMia al any M its 65pOSilion
yacilifes -here spent media acceptance exists
All Spatially media pwcnases are OM- relundade Dore delivered b Purchaser.
CLEANING OF EQUIPMENTS &lens rental equipment is rated alarming to app(cafM and will be delivered to Purcrmer dean. [fee of any deposits dr fads. antl are expected 10 be returned in
the same condition. Depending on Me use for whim the equipment was rented. Mis may mean simply a wash Wt vnlh a high pressure nose. In some rise a steam wash with doergen11Sdva -1
may be required, In Some uses where m facilities are available IV omile sea org, Seller mfr help with reconmendaliws for m ids dealing fors, In Me use of specialty media equipollent
rental, Sell- can perform tleaning it ocur.e d! by Purchaser for sa ore. For Me safely of Selers driver. it is asked that all valves be opened. cleaned and left M the open position, E W ipme it
must be free of from andw deposits polo to pidup to allow for Ampwlalion of equipment over the highway.
DRY RUNS -A All me is charged when Seller is requested to pick up Sol autwMer4 but live rental equipment is AM day, blocked by olha c dipreent, in an inpas5able Iwa llon, or win ise nU
removable by Sellers driver. This means Me released rental equpm aw will ge back On rent and trwepodation costs wbI be staged to Purchaser accordingly.
EQUIPMENT PERFORMANCE - Purchaser ackoovmuges that Ina Salters equipment, rental or sate, i$ sized by Me Purcasers provided Wedficalions, Changes in influent dodo A. fates may
esMt in a complete system charges) whim may involve increased costs or be completely Outside the realm of gagefs equipment capaki hies. Pureoser agrees to provide M site employees to
AM trained by Sftler for operation of the egdpment, Purchaser warms edges that Sellers equipment can range Iron manned lO WAY automated, No matter what type of set up rs Seladal
Pwcheew most be sure to check M its fpwai 1 2 fineS per shat. This is esseMia to confirm That pumps are fueled fell (diesel pumps Or gereftew with eleckc submersibles) and filler
units are operating weporhy Some mirror adjuzlmenls and maintenafCe may be nemsxary ant win be Ine respmsialhy d the Purchaser. Service colts ogre Man equipment related issues w,A he
billed al STS 00 per hour.
SET UP COSTS-SO W dials (warn include imque't ant a t. fires) are ,w responsiGrty pl Purchaser unless spedfkary included to Sellers bid q.MM. If Soler is prwidtg se( -up,
materials are based M initial layout of Me lob. Changes in site coul fors will M billed at actual time and materials. If Electric submersible pumps are used M this deled. then 4130,71 -0hase
pOww needs in be supplied by Purchaser (or Generator aboluef4 in Size nequred by Sellers personi Pannaser also needs b provide Iinimsed electrician to install final wlNg to Pumps,
cwdrol boxes and power source.
Customer Is responsible for satisfying all Federal and Slate negotiations and perMls pMaining to the discharge of Treated water andfor air. II is the boa(co ens responsibility to assess Mat
swisfatlory water and o, quart, requirements have been reel and I. Open Me system Iq full discharge.
RENTAL PERIOD 6 CALCULATION OF CHARGES - Rental charges mnmenm upon shipment of the equpment from Selers Two and end when the equipment demotdlieaton begins. Pwrdaser
aduaw(edil" responsidlity to pay for nslalation ant damoolliewiser All installation mete are billed M actual free ant mated,de unless Otherwise mdmled. Pod loaser agrees o pmvida
spproga le power source for system and a qualified ele<Nicat to do final installation. Rental charges scare during Saturdays. Sundays and Holidays. RMWI rates are for rarmal usage based
m an eight hour day, 40 hours Per week ant 1110 hours per month. On power equpment, operation in excess M ore shill Might hours par day) wig be at $e lens sanseld premium vales,
Pumhaur will wlh(uly and arwstory ewbA Ire Sepef the number Of shits the eWipnenl was werraled. Tered ii afar costs lot delvery and pick up a rent for equipment covered by this
agreement shop be in around. who Sellars Rate Sheet in effect from lima to time
PAYMENT-All will iF rm, for rental lender TNs agreement shall be paid AS fop upon return of the equipment to Seller w ani 30 days alter Sellers invmm to Wfcnaser, wh dsever Maws fist,
Foal and Seller ogee that there shall be added In A past rise rental dhsrges a late payment fee equal to the lesser d12% per month 124% M, annum), w the maximum amount abwed by
ap'leunle law.
Payments for equipment sales shall be made dfetlly At Sellers office M accortlanu will Me cwhdilions stated in Me purchase oraw. Urless oMenwlse specified, payment stall be due as loftnas'.
40Ye wits purdwze order, 50 %upon slipmenL 10%twldback fa W Io 70 days alter doivery d equipment. Any file payment shall bear interest al the rate Set by the Se lar Aram time to lime wnteth
is eWal fOMe lesser a2 %pef=Nh f24 %per artnvn). M the maxirnurn amount albwed by appfcable law.
DAMAGES AND LOSS CLAIMSAII tlaims far bas, damage and delay in mrsil are to be tworb led by Me Purchaser dreg, with no came,, Gains for sM1Omages w acomed equipment must
be made in vdi ing to Me Seder wiMm fifteen (15) days after recap[ Ai Me sNpmeM. Failwe 10 give such narks sMi mnsrlu(e urpualdw acrf4 cord a "wf by Me PtNaser d al tlaims
for shditi w eueorred equipment.
The Purchase, shat M eMbic the ceupmenl y0on kkig possession M Same and shall inforn Seller invnedMely in wr iyirg of ad defects ant delidendeS for which Seger 1s responsible, If
Purfhas , omits to so polity Seller within Ihii (JO) days of Purfol h possession of Me equipment same Shall be deemed to have been accepted.
INDEMNITYMOLD HARMLESSIDAMAGESFUrthaser acknowledges Mal they are So ely responsinle Iw operation M the equipment alb dl assumes ad risks inherent in Ine operation and uSe 01 Me
egupmeM by Podasen, and wgl lake all necessary Precaution to proved erg persons and pmpemy from inlury or damage while le possession of We equipment . Seger shall bra he resfansible to
PMiaser w to any Other party for any fast, damage or iryury (ncludng any lass o pofie, Wsiness menniFtion w qMA,, special ne unsequM6.? damages) cared by, resulting from, or in an,
way comectad with the equipment, its ."all. or use, w any defer with reseed thereto. Purchaser agrees to memo, nnworgy and held Seller hamless from and against airy and all liai
claims and damages M any End flog dog attorneys fees) for irjudes w deaM to persons and damage In empemy rising oN of the use, maintenance, instruction, Opa its, flmseseion,
ownership w rental M M, equipment, however caused,
RETURN OF EQUIPMENT, DAMAGED & LOST EQUIPMENT -At Me expfalom of Abe rental the Purchase( will velum the eWPrmenl in the same condition as when delivered to the Purchaser,
amply ml all eum ents and ovation media antl in dean soewion, usual wear and leer excepted. Pochwsw is fesPOmsge for dealing and deposal al all Iswids and solids nrdutlng (quid antl filler
media Solids whether baSfrorm w warmazardous waste. Additionally Seller reserves the fight to charge for any repairs that may be necessary. inctudng dean, or in is err eskriw won
disposal of any contents. Pochasw shag be Hanle (or alp damages to a loss o the ega nobarl, Inducing, but not tinted to (1) vacuum w pressure damage, (ii) trying w upset due Ire whbalanmd
bad', (iii) evemoadini and (iv) to mi damage mused by adherse edgers Of ung0 or mi[lure of cargoes. during selveMS andm( cleaning processes uMerMken by Purchaser or its agents antl
any damage dunny transit to or town Purchaser. Purchaser shad pay Seder the reasonable cost O nansponalion. repair and pay renal m Me equipment al Me fegtdw rani In until an repairs
have been completed, Seller shall be under no obtigaren In cummenrz Mow, rood, uOlil Purchaser has paid to Seller Me estimated can dereol, In Me use of the less or destruction Of any
equipnheM Or inatatily err failure to return same In Serer lo( any reason whatsoever. Pumasw will pay Seller Ine then lull repiacemenl list price together wiM Me full rental raid IS specified until
such eW ipmeM is mpiwed
REASONABLE WEAR AND TEAR - Reasonable wear and lean of Me equipment shall mean Mly the normal Alwowtion of Ine equipment mused by orduary well reasonable use m a me she"
(eight hours per day. 40 hews per week) basis. The Idlowi(g shall not be deemed reasonable wear and fear (a) oanage resoling Awn lad d morvai on of ma tlemallCe of necessary Or, view
and air Preswre levels (b) damage rawfng tram lade Of sonadg or pneveri ive rtaintenance suggested in Me manntactwels opemllpn and maintenance manna: (c) damage resulting fmm any
A. of AM wgui or'vrp, pan th ion i(q Maw ovemoadng m me in excess rated r slurs In, of the noted a d Moll damage n IM motors of dents. owl which is ho soidng era colinar and
re or of the eq a aWil err any palm Muft [e) wear W the a Iran use ha excess a oly mr which rented; and lfl any oto m damage w Me egdion o which is y A considered arch ry and
reasonable in Me equipment rental indrztry, Repairs tO the equipment shall be made only by a factyily approved by $alter, Ib Me reasorade sap'$IatliM al Sayer arN n a marrda w4uUl wrl no
severely ailed Me operation, mamdadwers design w value of the epipmeM,
Force MajemreSAO., shall owl be liable in damages and have the fight 1. laminate this Agreement for any delay o default in performing nereuMer t such delay w defaull is earned by cMdifMs
beyond US control ndudirg, but felt limiled to Acts d God, Govemmenl restrictions (iMUdi g Are dwam pf unrelotion of any export, tail, or .(he, necessary license), was, iesumeclions arvlyo
any other muse beyond the reasonable control of the pady whose performance is affected.
City of Newport Beach
BUDGET AMENDMENT
2008 -09
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
Increase Expenditure Appropriations AND
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
X from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
NO. BA- 09BA -037
AMOUNT: $59,400.00
Increase in Budgetary Fund Balance
X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
To increase expenditure appropriations for the exrtention of support services relative to the operation and maintenance
of the Newport Terrace Landfill Gas Collection and Control System.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account
292 3605
REVENUE ESTIMATES (3609)
Fund /Division Account
Amount
Description Debit
Environmental Liab - Fund Balance $59,400.00
Description
Credit
EXPENDITURE APPROPRIATIONS (3603)
Description
Division
Number
7292
Environmental Liability
Account
Number
C5100735
Newport Terrace Landfill Gas
$12,000.00
Division
Number
3155
Environmental Liability
Account
Number
8030
Maintenance & Repair- Equipment
$10,800.00
Division
Number
3155
Environmental Liability
Account
Number
8080
Services Prof & Tech NOC
$33,000.00
_ Division
Number
3155
Environmental Liability
Account
Number
8116
Utilities - Electricity
$3,600.00
Automatic System Entry.
Signed: �%%Ul ( "- �iJC��� Z,- 7-zr-1
Fin ncial Approval: Administrative Services Director Date
Administrative Approval: City Manager
Date
City Council Approval: City Clerk Date