Title
Resolution Authorizing the Master Service Agreement with Sterns Conrad and Schmidt Consulting Engineers (SCS) to Provide Air Quality Professional Services
Body
Department: Field Operations
Council District: All
Public Hearing: N/A
Advertising Date/By: N/A
Contact 1 and Phone: Dale Wyrick, Department Director 336-373-2783
Contact 2 and Phone: Chris Marriott, Deputy Department Director 336-373-7612
PURPOSE:
The Field Operations Department manages the White Street Landfill with the assistance of professional engineering consultants, including related air quality system design work. The average annual cost for contracted air quality monitoring services is $102,820. The proposed three year contract with two one-year extensions has an estimated contract value of $514,100 which expires September 30, 2023.
BACKGROUND:
North Carolina General Statue 143-64.31 (commonly referred to as the “Mini Brooks Act”) requires that the State and its political subdivisions select engineers, architects, surveyors and construction managers at risk based on qualifications instead of bid process. The City is prohibited from asking for pricing information (other than unit price, i.e. hourly rates) as part of the selection process. In accordance with these requirements, City staff has reviewed submitted qualifications and selected Sterns Conrad and Schmidt Consulting Engineers (SCS) to perform the requested services. A final proposed scope of services and fee estimate has been negotiated with the firm and is attached for Council consideration.
The White Street Landfill is subject to the New Source Performance Standards (NSPS) for municipal solid waste (MSW) landfills, National Emission Standards for Hazardous Air pollutants for MSW landfills, mandatory reporting of greenhouse gases (GHG) for MSW landfills and the facility’s Title V Air Quality Permit and has been complying with these state and federal regulations with the assistance of engineering consultants through a landfill air quality service contract.
Field Operations Department conducted a competitive Qualification Based Proposal (RFQ) request to provide professional air quality services for the White Street Landfill. In accordance with the City’s policy to promote equal opportunity, The MWBE office provided a list of State certified historically underutilized businesses including Minority and Women owned firms. Each of those firms were invited to participate in the RFQ solicitation.
A mandatory pre-submittal conference was held on December 15, 2017. A total of five companies participated of which only one was an MWBE firm.
Name of Company Office Location Type of MWBE
1) CEC Charlotte, NC N/A
2) Davenport Engineering Winston Salem, NC M/WBE - Minority-Owned
3) Golder Associates, NC Inc. Greensboro, NC N/A
4) S&ME Greensboro, NC N/A
5) Sterns Conrad and Schmidt Charlotte, NC N/A
Consulting Engineers (SCS)
Only four RFQ were received of which one was disqualified for being received after the RFQ deadline.
Name of Company Office Location Status
1) CEC/Davenport Engineering Charlotte/ Disqualified - Received
(Teaming) Winston Salem, NC after due date
2) Golder Associates, NC Inc. Greensboro, NC Received on time
3) Sterns Conrad and Schmidt Charlotte, NC Received on time
Consulting Engineers (SCS)
4) S&ME Greensboro, NC Received on time
SCS was selected through a qualifications based evaluation and selection system. The evaluation committee was comprised of personnel from the Field Operations and Water Resources departments, and the City’s M/WBE office. The current master service contract for air quality services expires end date of September 30, 2018. This new contract with SCS will be effective on October 1, 2018.
TASKS Year 1 Year 2 Year 3 Year 4 Year 5
1) Reporting $20,200 $20,200 $20,200 $20,800 $20,800
This task typically includes; annual compliance certification, NSPS, Title V and SSM Semi-annual monitoring reports, emissions inventory, greenhouse gas reporting, and PHMSA reporting.
2) Monitoring $44,800 $44,800 $44,800 $44,800 $44,800
This task typically includes; landfill gas system performance and compliance monitoring, quarterly surface emissions monitoring, and computer based monitoring (eTools).
3) Permit Renewal $11,500 -- -- -- --
This task includes renewing of the landfills Title V air permit (required once every 5 years).
4) General Air $45,200 $30,000 $30,000 $35,000 $35,000 Consulting Services
This task typically includes; general air consulting services, Phase I NSPS exclusion requests, and non-routine services.
TOTALS $121,700 $95,000 $95,000 $101,200 $101,200
This five year contract is averaged at $102,820 annually with an estimated total value of $514,100 based on the annual permit reporting requirements established as part of the City’s Title V permit (federal and state monitoring and reporting requirements). Additionally, the contract is used to assist the City in complying with federal requirements associated with natural gas pipeline (maintenance and inspection) which previously supplied landfill gas to Cone Mills for power generation.
BUDGET IMPACT:
Funding for this contract is available in the Solid Waste Management fund in account number 551-4306-04.5413.
RECOMMENDATION / ACTION REQUESTED:
It is recommended by the Field Operations Department that City Council approve the resolution authorizing the Master Service Agreement with SCS to provide Air Quality Professional Services.