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Regular Agenda Item 3. K.

Regular BOS Meeting

Meeting Date:	08/15/2022
Submitted For:	Steve Sanders	Submitted By:	Shannon Coons, Fiscal Services Manager
Department:	Public Works	Division:	Recycling & Landfill Management
Fiscal Year:	FY2023	Budgeted?:	Yes
Contract Dates Begin & End:	06/07/2022 - 12/31/2022	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval of Amendment No. 1 to Contract 052022 Stephen B. Smith for engineering and landfill management.

Background Information

The 2 landfills (Russell Gulch and Buckhead Mesa) and closed landfills in Gila County have been closely monitored by Rich Petrus for over 25 years. Mr. Petrus worked under other companies such as DCR Services and Construction. When DCR didn’t renew Mr. Petrus' contract, DCR wanted to cancel the contract with Gila County. This left the County without anyone to handle the immediate certifications and reporting to the Arizona Department of Environmental Quality (ADEQ) of the two landfills, one of which was just completed. Gila County is also almost out of space at the Russell Gulch landfill due to flooding and taking in debris more quickly than was anticipated. In order to keep the Russell Gulch landfill open, the County must begin Phase 1 of the expansion now and not wait until next year.

Evaluation

This is a sole source contract request so Gila County can continue landfill operations under a licensed engineer and geologist. A Request for Qualifications is being worked on and will come to the Board for approval to advertise for the day-to-day operational reporting to the Arizona Department of Environmental Quality plus the expansion of the Russell Gulch Landfill design which is scheduled for September 6, 2022.

Conclusion

The County landfills require methane and groundwater monitoring with reports to the Arizona Department of Environmental Quality (ADEQ) on a quarterly basis and those reports have been made by Stephen B. Smith company on time. The ground monitoring well was drilled in June and the work had to be overseen by a geologist and reported to ADEQ. This project also included the original contract amount.

In July shortly after the west end leachate pond was completed at the Buckhead Mesa Landfill, elk went into the pond and couldn’t get out. The pond liner that was just installed was destroyed on one end and had significant damage. The repairs are enough to require some engineering, so that is an added, unexpected cost to this contract. The new fence is being installed to keep animals out of the pond.

An award of the new RFQ will not occur until about November 1^st and we will need to extend the groundwater and methane monitoring to cover those months we didn’t anticipate in the original contract. The additional amount anticipated is $20,875.

Recommendation

Public Works Department Director and Recycle Landfill Manager recommend the Board approve Amendment No. 1 to Contract No. 052022 with Stephen B. Smith to continue the design of Phase 1 for Russell Gulch expansion until December 31, 2021, methane and groundwater monitoring until November 1, 2022, and additional costs for the leachate lining repair for an additional $20,875.

Suggested Motion

Information/Discussion/Action to approve Amendment No. 1 to Contract No. 052022 with Stephen B. Smith for Solid Waste Management Services, and an additional cost of $20,875 for a total contract amount of $90,875. (Steve Sanders)

Attachments
Amendment No. 1 Contract 052022
Stephen Smith Contract No. 052022