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HomeMy WebLinkAboutResolution - 4343 - Supplemental Agreement #1- HDR Engineering Inc- Permitting Activities, Landfill - 12_09_1993Resolution #4343 December 9, 1993 Item #20 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Supplemental Agreement No. 1 to an October 8, 1992 Agreement between the City of Lubbock and HDR Engineering, Inc. for professional engineering services associated with permitting activities for the new landfill site, attached hereto, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 9th day of December 1993. ATTEST: &tt'- a C��L BettyOM-. Jon n, City Secretary APPROVED AS TO CONTENT: ee Ramirz, Solid Waste Superintendent APPROVED AS TO FORM: uonaia u. vanaiver, T r Assistant City Attorney DGV:dp\Agenda #3\HDR.Res November 30, 1993 i SUPPLEMENTAL AGREEMENT NO. 1 TO THE AGREEMENT DATED OCTOBER 8, 1992 BETWEEN CITY OF LUBBOCK, TEXAS OWNER AND HDR ENGINEERING, INC. ENGINEER FOR PROFESSIONAL ENGINEERING SERVICES FOR THE LANDFILL SITE SELECTION AND PERMITTING PROJECT DECEMBER 9. 1993 SUPPLEMENTAL AGREEMENT NO. 1 TO THE AGREEMENT DATED OCTOBER 8, 1992 BETWEEN CITY OF LUBBOCK., TEXAS OWNER AND HDR ENGINEERING, INC. ENGINEER FOR PROFESSIONAL ENGINEERING SERVICES FOR THE LANDFILL SITE SELECTION AND PERMITTING PROJECT THIS IS SUPPLEMENTAL AGREEMENT NO. 1 made as of December 9, 1993 between the City of Lubbock, Texas and HDR Engineering, Inc. for modifications to the AGREEMENT BETWEEN CITY OF LUBBOCK, TEXAS AND HDR ENGINEERING, INC. FOR PROFESSIONAL ENGINEERING SERVICES dated October 8, 1992. OWNER and ENGINEER, in consideration of the mutual covenants contained herein, agree to modifications to the Agreement as follows: Change the Agreement Section Attachment C - Paragraph A - Phase II - Work Element C to read; The maximum billed for these Engineering Services shall not exceed $442,910. In addition, Engineer's and Subcontractor's reimbursable expenses are estimated to be $249,800. The fee schedule for the Engineer's services is presented in Paragraph E. 2. Replace the Agreement Section Attachment C - Paragraph E with the following: Hourly fees listed herein for Engineer's personnel services will apply until January 1, 1994 and shall be changed annually on January 1st for the upcoming twelve (12) month period. Classification Project Principal Senior Consultant Project Manager Sr. Engineer/Sr. Hydrogeologist Project Engineer Project Technician CADD Operator/Drafter Steno/Admin. Hourly Billing Rate Fee $145 - 173 $112 - 150 $79 - 100 $115 - 142 $84 - 90 $53 - 60 $53 - 60 $40 - 44 3. Delete Attachment A - Phase II - Permitting and replace with the following Scope of Services and Schedule. SCOPE OF SERVICES December 9, 1993 A. SITE PERMITTING In October 1992, the City of Lubbock and HDR Engineering and PSC Engineering negotiated an agreement for engineering services associated with a landfill site selection and permitting. The site selection phase of the project has been completed. The selected site is a 1280 acre site located in northern Lubbock County. A proposed scope of services for permitting was included as part of the agreement, however, no specific fee was presented. Since the time of the original agreement, state and federal solid waste management regulations have been changed. The following scope of services is designed to address these changes in scope. Also, a schedule and fee are presented for the following scope of services. The selected site will be one of the largest permitted landfills in Texas. There will be issues that will have to be addressed in the permit application that, to our knowledge, have not been addressed by the Texas Natural Resources Conservation Commission to date. Therefore, the process for securing a permit for this size of site will require constant communiciations between the City and the TNRCC. In addition, it should be recognized that this will be an itterative process, and input will be required from the City regarding various design choices. Final solid waste management facility permit regulations were issued in a recent issue of the Texas Register. These regulations define a process that is slightly different than that presented in the original contract negotatiated between the City of Lubbock and HDR Enginering Inc. and PSC Engineering, Inc. The following scope of services assumes compliance with current TNRCC regulations. It should be noted that the Texas Plan for implementation of federal Subtitle D regulations is now under review by the U.S. Environmental Protection Agency and the Texas regulations could be modified as a result of this review. Based on our discussions with TNRCC personnel, however, they do not anticipate major changes brought about by this review. In general, the HDR Team approach to permitting a project is to maintain continuous contact with the City of Lubbock staff and the regulatory agencies throughout the process. In the past, clear and constant communications with all parties has been vital to resolving conflict and reducing delays. Major components of the current TNRCC permitting process include: ■ Pre -application review ■ Part I - application ■ Part II - description of existing conditions and character of the site ■ Part III - engineering information and detailed investigative reports ■ Part IV - site operating plan ■ Part V - construction documents ■ Public Hearing after TNRCC Review The following is our specific proposal for conducting the permitting process. New Landfill Project City of Lubbock Section 1 Approach 1-2 Specific Approach for Permitting Prepare documents necessary for the pre -application review. The information developed as part of the site selection process will be utilized to address potential concerns raised by regulatory officials during the pre -application review. The HDR Team will assist the City through a local review committee process. Presentations will be made regarding the site selection process, facility concepts, regulatory issues and other issues related to the development of the facility. The HDR Team will prepare a report summarizing the local review committee's findings. Twenty copies of the report will be printed and distributed to the committee, the City and the TNRCC. Develop a preliminary conceptual landfill design in accordance with all Local, State and Federal Codes and as a guide for all future development. Collect appropriate data and documentation available from municipalities or other public sources. Prepare documentation that indicates that the proposed site complies with the South Plains Association of Governments Regional Solid Waste Management Plan. Follow-up the site selection process by thoroughly understanding current conditions and preparing a preliminary soil boring plan and piezometer plan. Consult with TNRCC to obtain their acceptance and approval. Perform a complete geotechnical investigation. Boring locations and depths will be selected based on the most practical excavation depths and regulatory requirements Piezometers may be installed in boring locations to assess the groundwater surface elevation and gradient across the site. All boring locations will be identified on a current topographic map of the site and will include the surface elevation determined by a registered professional surveyor. All bore holes not converted into piezometers will be grouted from the bottom up with a non -shrink cement-bentonite mixture. Evaluation of piezometer data will include the preparation of a potentiometric surface map of the static water level across the site and recommendations for groundwater pressure relief and locating groundwater monitoring wells. The Consultant will have a hydrogeologist to evaluate the results and prepare a hydrogeologic model of the site. Perform a surface water/hydrology study and collect available site data, conduct field surveys and evaluate surface water data. Prepare a geotechnical report which presents a thorough evaluation of the basic geologic and hydrogeologic environment. Additional information presented in the report will include an New Landfill Project City of Lubbock Section I Approach 1-3 estimate of the quantities of major soil strata which may be available for cover material, site - specific and regional geologic cross -sections, and supportive data and/or evidence collected during the preliminary site assessment study. The report will be presented in a format suitable for inclusion in the permit application. Pmt I of the Permit Applicidion Prepare the technical requirements of Part I of the application in accordance with Section 330.52 of the Texas Health and Safety Code. The contents of the Part I requirements includes the following items. ■ A supplemental report outlining the purpose for the facility ■ General location maps defining site specific conditions such as wind direction, water wells, all structures within 500 feet of the site, schools and hospitals near the site, surface roads, airports, drainage and pipelines and any archaeological or historical resources on or near the site ■ General location maps using Texas Department of Transportation maps as the base ■ General topographic maps using USGS maps ■ Land ownership maps of all property within 500 feet of the site ■ Legal description of the property ■ Property owner's affidavit ■ Legal authority ■ Evidence of competency ■ Appointments ■ Evidence of financial assurance Survey work to support Part I should include establishing state plane coordinates on property corners and permanent benchmarks on site tied to a USGS benchmark. Provide technical support for a local review committee. The committee is anticipated to meet over a 90 day period. Attend three meetings to address site selection process, facility concepts and regulatory issues related to the project. New Landfill Project City of Lubbock FM Section 1 Approach 1_4 Pat H of the Pernut Application - Edsting Conditions Prepare Part II of the Permit Application. Gather necessary information for the Part H portion of the application. Again, information secured through the site selection process will be utilized to reduce the time required to develop the permit documents. Maintain frequent correspondence with both the City of Lubbock and the TNRCC as to the progress of the permit process and potential issues of concern. The manner of communication will be discussed further in the Project Management Section of this Proposal. The following information will be secured for the Part II application and will be incorporated into a permit document. ■ Supplementary technical report ■ Existing conditions summary ■ General location maps and aerial photographs of the site. Aerial photogrametrist work will be tied to site benchmark(s). ■ Land use map ■ Transportation information including adequacy of roads, volume of vehicular traffic, volume of traffic expected to be generated by facility operations, and the site's impact on airports in the site's vicinity ■ General geology and soils statement including general geologic and soil conditions, data on fault areas, seismic impact zones, and unstable areas ■ Ground and surface water statement including data on floodplains and wetlands ■ Protection of endangered species statement including the impact of solid waste disposal facility on endangered or threatened species and results of consultation with the executive director. New Landfill Protect City of Lubbock HUR Section 1 Approach 1-S PaW III of the Permit Application - Engineering Information Site Development Plan -- A site development plan shall be prepared that describes the landfill method proposed, provisions for all-weather operations, type and location of fences or other suitable means of access control, calculations of estimated rate of solid waste deposition and operating life of the site and provide the required information on drinking water protection in accordance with section 330.200. The facility design will take into consideration the following measures. ■ Plan for addressing requirements related to discharges of solid waste or pollutants adjacent to or into waters of the state or waters of the US ■ A run-on and run-off control system ■ Dikes, embankments and drainage structures ■ Drainage calculations using HEC-1 or HEC-2 ■ Storage, treatment and disposal of surface or groundwater that has become contaminated by contact with solid waste ■ Flood control measures ■ Final cover design to provide for effective long-term erosion stability ■ Protection of endangered species ■ Appropriate landfill markers Attachments for the Site Development Plan -- In accordance with 330.56, attachments to the Site Development Plan will be prepared. These attachments will provide a more detailed explanation of the site development plan. These attachments are defined below. Attachment 1 - Layout Plan • Constructed maps showing the following: outline of the units and fill sectors; the general sequence of filling operations; locations of all interior site roadways to provide access to all fill areas; locations of monitoring wells; dimensions of trenches; locations of buildings; fencing; sequence of excavation; filling; maximum waste elevations and final cover; provisions for the maintenance of natural windbreaks; and where appropriate, plans for screening the site from public view. The sequencing drawings will be of sufficient detail to New Landfill Project City of Lubbock FM Section 1 Approach 1-6 demonstrate that the site will be in compliance with applicable state and federal regulations on a continuous basis. ■ Generalized design of all site entrance roads Attachment 2 - Fill cross-section ■ Fill cross sections consisting of plan profiles across the site ■ Fill cross -sections through or very near the soil borings ■ Sufficient fill cross -sections ■ Design and construction details of compacted perimeter or toe berms Attachment 3 - Existing contour map. This map will be constructed using digital contour and planimetric data acquired during aerial photography. Attachment 4 - Geology Report ■ Discussion of the regional physiography and topography in the vicinity of the facility ■ A description of the regional geology of the area ■ A description of the geologic processes active in the area ■ A description of the regional aquifers in the vicinity of the facility ■ A report on subsurface conditions at the site ■ A description of the proposed monitoring system Attachment 5 - Ground -water characterization report ■ A tabulation of all groundwater monitoring data from wells on -site ■ Identification of the upper -most aquifer and any lower aquifers ■ A topographic map showing the area ■ A description of any plume or contamination that has entered the groundwater from the landfill New Landfill Project City of Lubbock Section I Approach 1-7 ■ A detailed plan and engineering report describing the proposed groundwater monitoring program ■ If hazardous constituents have been measured in the groundwater, a report on groundwater characterizations; the concentration limit for each constituent found in the groundwater; detailed plans and engineering report describing corrective actions; a description of how the groundwater monitoring program will demonstrate effectiveness; and possibly a schedule for submittal of the information required. Attachment 6 - Groundwater protection plan and drainage plan ■ Drawings showing the drainage areas and drainage calculations ■ Cross sections or elevations of levees ■ The 100 year floodplain shall be shown ■ The following shall also be provided for this attachment: drainage and run-off control analysis; description of the hydrologic method and calculations used to estimate peak flow rates; the 25-year rainfall intensity used for facility design; hydraulic calculations and designs for sizing the necessary collection and drainage; structural designs of the collection, drainage and or storage facilities; a maintenance plan for ensuring the continued operation of the collection system; flood control and analysis; and an identification of whether the site is located within a 100 year floodplain Attachment 7 - Final contour map Attachment 8 - Cost estimate for closure and post -closure care Attachment 9 - Applicants statement Attachment 10 - Soil and Liner Quality Control Plan Attachment 11 - Groundwater sampling and analysis program Attachment 12 - Final closure plan Attachment 13 - Post closure care plan Attachment 14 - Landfill gas management plan ■ A description of how landfill gases will be monitored and controlled New Landfill Project City of Lubbock HUR Section I Approach 1-8 ■ A description of the proposed monitoring and control systems, including installation procedures ■ A backup plan to be used if the main system breaks down Attachment 15 - Leachate and contaminated water plan ■ Plan for storage, collection treatment and disposal of leachate and contaminated water ■ A description of on -site collection ponds and impoundments for contaminated water Awl IV of the Permit Application - Site Operating Plan In accordance with 330.57, Technical Requirements of Part IV of the application - Site Operating Plan (330.114) shall be prepared. The Site Operating Plan shall include the following elements. ■ A description of personnel to be employed at the facility ■ A description of equipment to be used at the facility ■ A description of the procedures that operating personnel shall follow concerning the operational requirements ■ Other instructions as necessary to ensure that operating personnel comply with any local, state or federal regulations ■ Procedures for the detection and prevention of the disposal of regulated hazardous waste, including: random inspections of incoming loads; records of all inspections; training for appropriate facility personnel responsible for inspecting loads to recognize hazardous waste and PCB waste; notification to the TNRCC; and provisions for remediation of the incident ■ Fire Protection Plan Public Hearing After TNRCC Review -- Upon completion of the Permit Application documents these documents will be reviewed by legal representatives for regulatory compliance prior to submittal to TNRCC. The completed application will then be submitted to TNRCC for their administrative and technical review. The administrative review is a relatively short process to determine of all elements are present in the application. The application will then be declared administratively complete and a notice of such will be published in the Texas Register. New Landfill Project City of Lubbock Section 1 Approach 1_9 The TNRCC staff will then review the application for technical completeness and prepare a series of review comments. It is important for the HDR Team to continue communication efforts with TNRCC during this period to clarify the application and provide input as necessary. The review comments will be provided to City of Lubbock from TNRCC. City of Lubbock and all HDR Team members will provide input to address the comments and additional meetings with TNRCC will be held to insure an understanding of the TNRCC comments and concerns. The HDR Team will then prepare a response to the comments and submit them to TNRCC. (The fees for preparing these responses cunendy not in fee estimate.) The TNRCC will review the response and if satisfactory will declare the application technically complete. The Opportunity for a Public Hearing will then be published in the Texas Register and if required a Public Hearing will be scheduled. In preparation for the Public Hearing the HDR Team will be preparing expert testimony and exhibits. Related Permits -- The Team will assist the City of Lubbock to secure additional permits that may be required for the site. These permits may include wetland, dredge and fill, archaeological, National Pollution Discharge Elimination System (NPDES) or 404 and other related permits. (The fees for these services currently not in fee estimate.) New Landfill Project City of Lubbock Section 1 Approach 1-10 Prat V of the Permit Application (To be Completed After Issuance of Permit) (The fee for these services not currently in fee estimide.) Constrnction Plans and Specifications -- Prepare construction plans and specifications of the proposed facility. All aspects of the project development can be managed through HDR and its subconsultants. HDR will prepare construction drawings and specifications as required for Part V; bid documents; construction monitoring and review; construction QA/QC; and other services associated with the actual construction and operation of the facility. B. DESIGN ALTERNATIVES EVALUATION (OPTIONAL) It may be in the City's interest to evaluate certain design alternatives at the initiation of the project to determine if there are more cost effective means of building and operating the landfill. Two specific issues are recommended for evaluation: (i) use of an alternative liner versus composite as defined in Subtitle D and Texas 330; and (ii) use of an on -site leachate treatment facility versus long haul of contaminated water. Addressing these tasks up -front in the process will reduce time required during the design stages if these strategies are accepted by Lubbock and the TNRCC. Specific tasks for each of these alternatives includes the following: ■ Develop preliminary conceptual designs ■ Develop cost scenarios for each alternative ■ Identify construction/operation positives and negatives ■ Present a recommendation to the City ■ Visit with City and TNRCC to determine impacts on permit process for alternative C. PROJECT MANAGEMENT Communication is Key to Project Success. A clear and constant line of communication between the project team and the City of Lubbock is essential. The HDR Team will work to secure these lines of communication through day to day contact, progress reports, and distribution of meeting minutes. Especially important to maintaining continuous communication between the City of Lubbock and our Team is the fact that we have a local presence and will be able to identify local concerns and issues early in the process. Upon securing a notice to proceed for the Project, the first deliverable to be prepared will be a Project Guide. The Project Guide will service as a valuable tool in clearly defining the scope New Landfill Project City of Lubbock Section I Approach 1-11 of the project; key players; a project schedule and administrative procedures. The Project Guide will be bound in a three ring binder so that it can serve as a working document for keeping project correspondence, technical memoranda and other project management related documents. New Landfill Project City of Lubbock Section I Approach PROJECT ASSUMPTIONS 1-12 Texas Chapter 330 regulations will serve as the basis for design decisions. If the City wishes to seek approval for alternative designs, the scope of services will have to be amended to reflect such changes. The City will secure its legal services for land ownership issues, public hearings and other legal issues. The City provides a notice to proceed in December 1993. The site is the 1280 acre parcel of land located in northern Lubbock County, per the Lubbock CAC Site Selection Committee's recommendations. The boring plan assumes 1000' centers (total 50 borings). Additional borings may be required by the TNRCC, which will affect the time required for analysis of data in the geotechnical report and. The City will receive two copies of the draft permit application. 25-year, 24-hour design for channels and diversion ditches. 100-year, 24-hour for sedimentation/detention ponds. New Landfill Project �� City of Lubbock City of Lubbock Permit Application Schedule City of Lubbmk Landflil Peffnit Schedule Project Initiation meeting Pre -application meeting with TNRCC paqz= M 't �IMIMM 041 "-- I 4v; 9 R.W r_W T ITTI MM MM MM a Cx M IT, MIN MM Groundwater Characterization (5) Drainage and Rood Protection (6) jk?.� 197.7-10 rFIj r� Pq City of Lubbock Permit Application Schedule Mn Supplerrientary Technical Report Part IV - Site OpmUng Plan MMMMMMMMM TNRCC Review and Comment M Except as modified herein, all other provisions of the Agreement remain unchanged. IN WITNESS WHEREOF, the parties have executed this Supplemental Agreement as of the day and year first written above. Approved As To Content: By: N Name: Lee E. Ramirez Title: Superintendent Solid Waste Approved As To Form: By: —41�- Name: Harold Willard Title: Assistant City Attorney "OWNER" CITY-U& LU e: DavYd R. LaVton Title. Mayor �J Address: 1625 13th Street Lubbock, Texas 79457 Attest: By: _ &v,— )), n,-2, Name: Betty . Johns Title: City Secretary "ENGINEER" HDR ENGINEERING, INC. Approved:l� Name: William R. Hindman, P.E. Title: Senior Vice President Address: 12700 Hillcrest Road Suite 125 Dallas, Texas 75230-2096