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Regular Agenda Item 4. E.

Regular BOS Meeting

Meeting Date:	06/07/2022
Submitted For:	Steve Sanders	Submitted By:	Shannon Coons, Fiscal Services Manager
Department:	Public Works	Division:	Recycling & Landfill Management
Fiscal Year:	FY2022 & FY2023	Budgeted?:	Yes
Contract Dates Begin & End:	6/07/2022 to 12/31/2022	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Professional Services Contract No. 052022 with Stephen B. Smith for Solid Waste Management Services.

Background Information

This is a sole source emergency contract due to the fact that DCR Construction Services, Inc. decided to cancel its contract with Gila County. They didn't renew the engineer's contract that was handling the County's landfill accounts and they didn't have anyone to replace him. As soon as we get the information from DCR to cancel the contract, Public Works will send the information to Procurement. In the meantime, the landfill only has, at best, until next May 2023, to stay open unless we can open another cell. There is also continuing monitoring that has to be done by a licensed engineer or geologist for reporting to the Arizona Department of Environmental Quality (ADEQ). Gila County must have someone to handle these services and putting out an RFQ will take time for advertising and award.

Evaluation

Public Works is requesting a sole source contract so the work can continue under a licensed engineer and geologist at both landfills. An RFQ is being developed to come to the Board for approval to advertise for the day-to-day operational reporting and future cell design. The required monitoring and ongoing design engineering can't be put off.

Conclusion

Having a licensed engineer and geologist contracted for landfill activities is imperative for Gila County operations. Stephen B. Smith is available and with the help of Rich Petrus, their team will bring us the expertise we need to stay in operation. This is the sole source of the emergency situation we hope not to repeat. Currently, a monitoring well is being planned and the construction will start in the first part of June. It must be overseen by a licensed geologist and signed off with a report to ADEQ within a certain time frame. The Public Works Department can't get a Request for Qualifications together in time for that to occur.

Recommendation

The Gila County Public Works Department Director and staff recommend the Board's approval of Professional Services Contract No. 052022 with Stephen B. Smith to complete landfill tasks originally contracted under DCR Construction Services, Inc. and complete the engineering design of the 1st phase of the solid waste new cell at the Russell Gulch Landfill for bid.

Suggested Motion

Information/Discussion/Action to approve Professional Services Contract No. 052022 with Stephen B. Smith to provide solid waste management services in the amount of $70,000 through December 31, 2022. (Steve Sanders)

Attachments
Professional Services Contract No. 052022 with Stephen B. Smith
Explanation for Sole Source