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HomeMy WebLinkAboutExhibit2BUREAU VERITAS February 29, 2008 Mr. Gary Fabrikant, Assistant Director City of Miami, Department of Capital Improvements 444 NW 2nd Avenue, 8th Floor Miami, FL 33130 Re: City of Miami Virginia Key Environmental Remediation City Contract No. B35002-USL Subject: Amendment for Grant Funds Negotiation Services Proposal No. 2602.07.283 Dear Mr. Fabrikant: As requested, Intercounty Laboratories-USL, Inc., dba Bureau Veritas North America Inc. (Bureau Veritas), is herein providing the City of Miami (City) with this contract amendment to assist the City with negotiations for' funding of the grant between the City and Miami -Dade County, specifically the Department of Solid Waste Management (DSWM), for the referenced project. The grant is intended, to fund assessment, remedial design and remediation construction at the Virginia Key Landfill. It is our understanding that the County currently has $45 million allocated for this project. The City's comments dated January 8, 2008 to our original July 5, 2007 proposal have been incorporated in this contract amendment. INTRODUCTION The Virginia Key Landfill (Site) is located on Virginia Key in Biscayne Bay. The Site is approximately 124-acres and was utilized as an uncontrolled public dump site until 1978. The City and County have an existing grant agreement to fund environmental assessment activities at the Site, totaling $650,000. In 2004, through the sale of general obligation bonds, the County committed to fund the assessment, remedial design and closure of the Former Munisport Landfill, Homestead Landfill and the Virginia Key Landfill. Funding for the projects is made available to the respective cities through grant agreements with the County. In the case of the Virginia Key Landfill, the County committed $45 million to the project. The agreements require that the County's bond engineer prepare a Comprehensive Landfill Closure Plan (CLCP) for each site, which is made part of the grant agreement. The CLCP, among other things, provides the schedule of values that form the basis for payment from the County to the City. BUREAU VERITAS NORTH AMERICA, INC. 10125 NW 116"' Way, Suite 18 Miami, Florida 33178 Tel: (305) 651-8483 Fax: (305) 651-4460 www.us.bureauveritas.com Mr. Gary Fabrikant February 29, 2008 Page 2 Virginia Key Landfill Grant Negotiation It is important to note that the County's commitment for funding is to provide a "minimum safe closure" of the landfill, which generally consists of: • Installing an appropriate cover over the waste. Generally, the County has used, and Miami -Dade County Department of Environmental Resources Management (DERM) has approved, a two -foot soil cover including at least 18 inches of compacted lime rock or equivalent system • Stormwater management, including grading of the site to promote runoff to managed areas and to minimize infiltration of storrnwater through the waste • Landfill gas management • Groundwater remediation, if required • Surface water protection It is our understanding that the County is not committing to fund redevelopment of the Site, although some of the redevelopment features may function as elements of the closure, such as the cover system. In that case, grant funds may be used in part to construct redevelopment features that also function for closure. SCOPE OF SERVICES Based on our experience on similar projects utilizing the same funding mechanism and our recent discussions with the City and County, Bureau Veritas will conduct the following activities as part of the development and negotiation of the schedule of values for the grant agreement for the project: • Obtain stakeholder approval of the design concepts • Develop a conceptual closure design including the elements of the "minimum safe closure" as outlined above • Develop schedule of values • Obtain County and bond engineer approval of schedule of values Each of the tasks is described below following the format of our November 15, 2006 proposal and is numbered to follow that proposal. 16. Design Concept Approach Purpose and Scope: The purpose of this task is to define the design criteria for the landfill closure. It is our understanding that because the landfill was previously closed, the proposed project will be regulated as a remedial action for the Site and DERM will be the lead regulatory agency. The FDEP will be involved through issuance of an Environmental Resource Permit (ERP). In order to design the conceptual closure of the Site, Bureau Veritas will prepare a list of conceptual design criteria and approach for discussion with the various stakeholders regulating or funding the Mr. Gary Fabrikant February 29, 2008 Page 3 Virginia Key Landfill Grant Negotiation closure of the Site (i.e., DERM, DSWM, Bond Engineer, FDEP). Bureau Veritas will coordinate and participate in an initial meeting with DSWM and their bond engineer to discuss the elements of the "minimum safe closure" for the Site that will be eligible for grant funding, including cover design, storm water control, groundwater remediation and monitoring, and landfill gas management. We will also coordinate and participate in a second meeting with DERM to obtain their concurrence with the design elements. Additionally, we have allocated time for a third meeting with project stakeholders. The design criteria will likely consist of the following: • Stormwater Management System Criteria o Design storm event(s) required o Maximum allowable stage o Means of disposal (drainage wells, retention, off -site discharges) o Treatment requirements • Landfill Closure Criteria o Cover and/or liner requirements • Gas Mitigation and Monitoring Requirements o Passive gas venting o Gas monitoring • Groundwater Remediation Criteria o Potential contaminants of concern o In -situ versus ex -situ treatment system requirements o Cleanup target levels We will also present the conceptual closure plans to DERM, and possibly the other agencies for approval of the concepts utilized. Assumptions: None Meeting Requirements: Bureau Veritas anticipates conducting the following number of meetings: • One initial meeting with DSWM and their bond engineer • One meeting with DERM (may also include DSWM) • One meeting with other stakeholder(s) (may include FDEP, DSWM, DERM and/or City) Work Component Deliverables: Bureau Veritas will prepare and submit draft minutes for the above meetings to the City for review within five working days after the meetings and the final version will be posted on the project website or delivered to the meeting attendees, the City, and other identified individuals involved with the project. In addition, a design criteria memo summarizing the applicable Mr. Gary Fabrikant February 29, 2008 Page 4 Virginia Key Landfill Grant Negotiation minimum closure requirements will be developed after the meetings with DSWM, DERM and other stakeholders. Schedule: Bureau Veritas anticipates completing the conceptual design criteria memo within 45 days of the written notice to proceed (NTP), although the schedule will be dictated to a large extent by the availability of DSWM and agency personnel to meet. This schedule may be compressed if meeting attendees are readily available for meetings. 17. Conceptual Closure Design Includine the Elements of the "Minimum Safe Closure" Purpose and Scope: In order' to accurately estimate closure elements and quantities and prepare an associated schedule of values (Task 18), Bureau Veritas will develop a conceptual closure design based on the conceptual design criteria memo completed in Task 16 which will include a stormwater management system, a cover system/grading plan, a gas management system, and a groundwater remediation system. The specific tasks and/or activities for each of design components are listed below. Stormwater Management System • Develop a conceptual design for "minimum safe closure" based on the conceptual design criteria memo in Task 16 • Develop conceptual level plans with locations of drainage wells, swales and other conveyance features, retention areas, outfalls and other stormwater features that may be necessary • Identify areas that require waste removal, synthetic liner or other modifications • Perform stormwater calculations and modeling to support the proposed conceptual stormwater design Cover System/Grading Plan • Determine final grades for the Site based on closure and stormwater management requirements . • Perform a cut and fill quantity analysis based on final and existing grades for the Site • Specify materials to be used in the cover system and for grading, as appropriate Gas Management System • Calculate theoretical landfill gas (LFG) generation rates using the LandGEM model based on estimated waste quantities and age at the Site • Calculate sizing and spacing for a passive gas collection system • Develop conceptual plans for the proposed gas management system Groundwater Remediation System Mr. Gary Fabrikant February 29, 2008 Page 5 Virginia Key Landfill Grant Negotiation Develop a conceptual remediation design in accordance with DERM requirements. At this time, we envision that the conceptual design will be based on similar treatment systems operating at similar sites and may incorporate additional elements that are standard in the industry, such as cut-off walls, in -situ components or other elements. Assumpti ons: No groundwater assessment or modeling will be performed as part of this work. Work Component Deliverables: Deliverables under this task will include a set of full size conceptual design plans (24"x36") for the components listed above, a memo with the basis of design for groundwater remediation, and material specifications to the extent needed to obtain/justify grant eligible material costs. The plans and memo will be provided in draft and final format and in both electronic (AutoCAD 2004 or above) and hard copies as required in our existing purchase order. The format and number of deliverables will be as specified in our existing purchase order. Meeting Requirements: We anticipate meeting with the City no more than a total of three times during the course of this task to present our progress and our plans. The meetings will be coordinated with our ongoing monthly meetings; however, we anticipate it may be necessary to meet more frequently. Schedule: Bureau Veritas anticipates completing the conceptual closure design within 60 days after completion of Task 16. 18. Schedule of Values Purpose and Scope: Bureau Veritas will develop a schedule of values for the grant eligible items agreed upon by the City, DSWM and their bond engineers. Specific activities under this task will include: • Quantity and material take -offs from the conceptual closure plans • Researching alternative materials based on similar function to reduce potential cost • Obtaining cost information from contractors, suppliers, vendors, RS Means and other reference sources for items including, but not limited to: o Fill material o Topsoil o Sod Mr. Gary Fabrikant February 29, 2008 Page 6 Virginia Key Landfill Grant Negotiation o Synthetic liner o Fencing o Erosion control o Specialty piping o Drainage wells o Landfill gas wells o Equipment rental o Labor costs o Other manpower, materials, and equipment needed to complete the work • Cost estimates for: o Groundwater remediation o Long term care o Completion of Phase I o Design and permitting for Phase II Assumptions: None Work Component Deliverables: The completed schedule of values will be provided in draft and final format (to be used in negotiation meetings discussed in Task 19). The format and number of deliverables will be as specified in our existing purchase order. Meeting Requirements: We anticipate meeting with the City two times during the course of this task to present our progress and our plans. The meetings will be coordinated with our ongoing monthly meetings; however, we anticipate it may be necessary to meet more frequently. Schedule: Bureau Veritas will complete the schedule of values within 15 working days of the City's approval of the conceptual design (Task 17). 19. County and Bond Engineer Approval of Schedule of Values Purpose and Scope: The purpose of this task is to obtain concurrence from the County and their bond engineer on the schedule of values for the project and the means of payment for each line item in the schedule of values, which will determine the total value of the grant application. This task will chiefly consist of conducting working/negotiation meetings with the County and their bond engineer to present and review the schedule of values, our basis for the estimated Mr. Gary Fabrikant February 29, 2008 Page 7 quantities and the unit pricing for each line item. Assumptions: Virginia Key Landfill Grant Negotiation Bureau Veritas will respond to up to three rounds of comments from DSWM, their bond engineer or. DERM. Work Component Deliverables: Bureau Veritas will provide the final, approved schedule of values in electronic and hard copies upon completion of this task. Note that the CLCP Report, prepared by DSWM's Bond Engineer, will include the final schedule of values. Meeting Requirements: Bureau Veritas anticipates having up to four meetings with the City, County and bond engineer as discussed above. Schedule: We anticipate that the negotiations will require approximately 45 days, dependant upon the availability and review time of the bond engineer, and can be initiated upon completion of Task 18. OVERALL ASSUMPTIONS The proposal does not include any work not explicitly stated in the scope of work above. The proposal is only for the conceptual design and grant negotiations. Additional assessment activities, groundwater modeling, field verification, permitting, or providing estimates for cost associated with additional assessment or remediation activities that may be required by DERM but are not requested prior to or during this work are not included in the scope or fees. COMPENSATION Bureau Veritas will perform the scope of services included herein for a lump sum fee of $182,103. The fee per task is provided below: 16. Obtain Regulatory Agency Approval of Design Concepts $19,803 17. Develop Conceptual Closure Design $94,861 18. Develop Schedule of Values $35,368 19. Obtain County and Bond Engineer Approval of Schedule of Values $32.071 Total Fee $182,103 Mr. Gary Fabrikant February 29, 2008 Page 8 Virginia Key Landfill Grant Negotiation SCHEDULE Bureau Veritas anticipates the work detailed herein will be completed in five to six months from receipt of NTP from the City; however, we may be able to accelerate the schedule if stakeholders are readily available to meet with the project team. A UTHORIZATION All services will be conducted in accordance with this contract amendment and the attached terms and conditions (terms and conditions dated February 23, 2007 (Project No. B-35002) between the City of Miami and Bureau Veritas). Bureau Veritas will invoice monthly for all work performed. Our payment terms are net 30-days of invoice. To initiate services, please provide an official Purchase Order referencing Proposal No. 2602.07.283. If you have any questions or comments in regards to this submittal, please contact our Miami office at (305) 651-8483. Sincerely, Intercounty Laboratories-USL, Inc. (for) Alexander Hockman, PE President