Contract Transfer. D Ordinance I] Proclamation H Policy Update Code Update I] Other FUNDING SOURCE/IMPACT. O General Fund Impact

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1 .ETING DATE: April a,2018 Submitting Department(s): Public Works Agency COUNTY OF GLENN AGENDA ITEM TRANSMITTAL BRIEF SUBJECT/ISSUE DESCRIPTION: Authorize the Public Works Director to execute the Lawrence & Associates Contract (PPWA 2if04) Amendment #2. Authorize the Public Works Director to approve future amendments up to a total contract value of $144,911. Contact: Mohammad Qureshi, Director Phone: (530) *- ' AGENDA PLACEMENT APPOINTMENT- Appearances by: (Specify Name & Title) ATTACHMENTS LEGAL/PERSONNEL/FISCAL 3 Board Report [3 County Counsel Letter Personnel ^ Minute Order Finance Contract Transfer Grant App. LERK INSTRUCTIONS Required Minutes Resolution Return Minute Order Business- No 3 Consent Return Certified Copy Of: D Correspondence Reports & Notices AFFECTED DEPARTMENT(S) Other: Receive Concurrence "" D Ordinance I] Proclamation H Policy Update Code Update I] Other PUBLIC HEARINGS & COMMITTEE VACANCIES ublic Hearings: Published Affidavit on File w/clerk Affected Parties Notified Committees: Vacancy Posted Application Attached LEGISLATION State ID Federal Bill#: Latest Version of Bill D Draft Letter Attached D List of Supporters/Opposers D Statement of Relevance to County Interests D Description Attached FUNDING SOURCE/IMPACT O General Fund Impact 03 Other: 0200 SW Enterprise Budgeted Transfer Attached 4/5ths Vote Required Contingency Request CONTRACTS, LEASES & AGREEMENTS O New Renewal 03 Amendment D Insurance Certificate Contract Report Date of Original Contract: 09/20//2016 Contract No.: PPWA 2404 Fiscal Year: 2016/2017 RECOMMENDED ACTION/MOTION: A. Authorize Public Works Director, or designee, to execute Amendment No. 2 of the Lawrence & Associates landfill closure contract (PPWA 2404). B. Authorize Public Works Director, or designee, to approve and execute future amendments to the Lawrence & Associates landfill closure contract (PPWA 2404) up to a total not-to-exceed amount of $144,911 contingent on review and approval by County Counsel. Reviewed By (if applicable): Mohammad Qureshi, Director Personnel Director Approved 'WL as to.form by: WILLIAM J. VANA3EK County Counsel County of Glenn, California Departm^m/of Finance

2 PUBLIC WORKS AGENCY P.O. Box 1070 / 111 N. Colusa Street Willows, CA Fax Mohammad Dr. Q Qureshi, Director *" ' * 55 * BOARD REPORT EXECUTIVE SUMMARY: Pursuant to the authority granted by the Board of Supervisors on September 20, 2016, the Public Works Agency (Agency) contracted with Lawrence & Associates for the purpose of providing engineering services for the landfill closure project. In an effort to minimize closure construction costs, additional engineering design was requested of Lawrence & Associates; Amendment No. 2 addresses those additional tasks. RECOMMENDATION(S): A. Authorize Public Works Director, or designee, to execute Amendment No. 2 of the Lawrence & Associates landfill closure contract (PPWA 2404). B. Authorize Public Works Director, or designee, to approve and execute future amendments to the Lawrence & Associates landfill closure contract (PPWA 2404) up to a total not-to-exceed amount of $144,911 contingent on review and approval by County Counsel. HISTORY AND BACKGROUND: Lawrence & Associates (L&A) was retained by Glenn County in 2010 to design an expansion of the Landfill, prepare a Final Closure and Post-closure Maintenance Plan, prepare permitting documents and assist with California Environmental Quality Act (CEQA) review. At the Board meeting on September 6, 2011, staff was instructed to cease exploring landfill expansion options, and to proceed with the construction of a transfer station and landfill closure. On September 20, 2016, the Board approved, by minute order #16, the execution of a new contract with Lawrence & Associates to provide engineering design and construction monitoring services for the landfill closure project. The Board approved Amendment No. 1 at the April 3, 2018, meeting authorizing Lawrence & Associates to make changes to the Final Closure Post Closure Maintenance Plan, as requested by the Regional Water Quality Control Board. FISCAL/PERSONNEL IMPACT(S): Lawrence & Associates anticipates performing the work defined in Contract Amendment No. 2 for a cost of $16,090. If Amendment No. 2 is approved, the total contract value would be $129,911. As stated above, staff is requesting authorization to approve future amendments up to $15,000, bringing the total not-toexceed amount to $144,911. Project costs are budgeted in the solid waste enterprise fund. ANALYSIS/DISCUSSION: The additional design work requested by the Agency resulted in a reduction of the engineer s estimate by approximately $100,000. fsbr.

3 AMENDMENT NO. 2 TO AGREEMENT No. PPW 2404 BETWEEN COUNTY OF GLENN AND LAWRENCE & ASSOCIATES PROVIDING ENGINEERING SERVICES WHEREAS, the parties have executed an agreement entitled AGREEMENT BETWEEN THE COUNTY OF GLENN ("COUNTY") AND LAWRENCE & ASSOCIATES ("CONSULTANT") dated November 1, 2016; and WHEREAS, the parties previously amended the terms of the Agreement on April 4, 2018; and WHEREAS, the parties again desire to amend the terms of the Agreement; and NOW, THEREFORE, in consideration of the mutual promisees herein, the parties do hereby amend the Agreement as follows: Section 1, entitled "RESPONSIBILITIES OF CONTRACTOR," is hereby deleted and hereby amended to read as follows: 1. RESPONSIBILITIES OF THE CONTRACTOR During the term of this agreement, Contractor shall provide services as described in the Scope of Work section in the proposal for "SERVICES DURING FINAL CLOSURE OF GLENN COUNTY LANDFILL", attached hereto as Exhibit A and incorporated herein by this reference, the Scope of Work described on page 2 of the March 22, 2018, Letter entitled "REQUEST FOR CHANGE ORDER- GLENN COUNTY LANDFILL CLOSURE- PPWA 2404", attached hereto as Exhibit B and incorporated herein by this reference, and the Scope of Work described on page 2 of the March 7, 2019, letter entitled "REQUEST FOR CHANGE ORDER #2-PPWA 2404", attached hereto as Exhibit C and incorporated by this reference. All services are to be performed in accordance as required by the Local Enforcement Agency (LEA) of the California Integrated Waste Management Board (CIWMB), Regional Water Quality Control Board (RWQCB) Region 5 and all Federal, State, and local codes. Section 3, entitled "COMPENSATION," is hereby deleted and hereby amended to read as follows: 3. COMPENSATION Contractor shall be paid after satisfactorily completing the duties described herein. Contractor shall be paid at the rates provided in Exhibit A, Attachment B- Fee Schedule, Exhibit B, Attachment A- Cost Proposal, and Exhibit C, Attachment A - Cost Estimate. Contractor shall not perform additional work withou prior written authorization from the Director of Public Works Agency, or designee. Page 1of 2

4 Section 4, entitled "BILLING AND PAYMENT/' is hereby deleted and hereby amended to read as follows: 4. BILLING AND PAYMENT Contractor shall submit to the Public Works Agency Director, or designee, a detailed statement of services rendered within 15 days after completion of the services described in Exhibits A, B, and C. Contractor shall be paid per the schedule of fees described in Exhibit A, Attachment B-Fee Schedule, and Exhibit B, Attachment A- Cost Proposal, and Exhibit C, Attachment A- Cost Estimate. All other terms of the Agreement shall remain in force and effect. EXECUTED at Willows, California, on CONSULTANT COUNTY OF GLENN Bonnie Lampley, President Lawrence & Associates Mohammad Qureshi, Director Public Works Agency APPROVED AS TO FORM: l/vii, William Vanasek, County Counsel Glenn County Page 2 of 2

5 EXHIBIT C LAWRENCE & ASSOCIATES ENGINEERS & GEOLOGISTS P T7 March 7, 2019 Dr. Mohammad Qureshi Public Works Director Glenn County Public Works Agency P.O. Box 1070 Willows, CA Dear Dr. Qureshi: SUBJECT: REQUEST FOR CHANGE ORDER #2 - GLENN COUNTY LANDFILL CLOSURE- PPW AGREEMENT #2404. Per your request, this letter is Lawrence & Associates (L&A) Change Order #2 (Change Order) to revise the Bid Documents related to the Final Closure of the Glenn County Landfill, under the existing agreement PPW 2404 with Glenn County. This Change Order updates the Bid Documents, the Technical Drawings, and Project Specifications, to reflect changes to the construction scope and schedule requested by Glenn County. Background The Final Closure and Post Closure Maintenance Plan (FCPCMP) was submitted to the Regional Water Quality Control Board (RWQCB) in June of 2015, based on 2013 topography. Because the FCPCMP must be submitted two years prior to closure as required by the Title 27 of the California Code of Regulations, the drawings and specifications in the FCPCMP at that point in time were preliminary in nature. L&A was subsequently retained by Glenn County in June 2016 to prepare the closure cap drawings and specifications (using 2016 topography). Shortly after retaining L&A the County found that the landfill capacity was being consumed faster than anticipated and requested that L&A incorporate revised closure grading into the construction drawings. As a result, the RWQCB requested a revision to the FCPCMP. In August of 2017, on behalf of Glenn County, L&A, submitted a revised FCPCMP that included updates related to a revised closure configuration described above, and to reflect the scope of work in which Glenn County personnel would ( 1) correct spots that are too steep (steeper than 3-to-1, H-to-V) or too flat (flatter than 3%), (2) construct the foundation layer portion of the closure cap, or haul soil to 3590 Iron Court Shasta Lake, California (530) fax (530)

6 Dr. Mohammad Qureshi Request for Change Order #2 - PPWA 2404 March 7, 2019 Page 2 of 3 the closure cap for later use by a contractor, (3) allow County earthwork during dry periods in the winter, and (4) sequence construction over a two-year period starting in The RWQCB reviewed and commented on the revised FCPCMP in a letter from Mr. Patrick DeCarvalho of the RWQCB to Mr. Matt Gomes of Glenn County dated October 9, In their review, the RWQCB strongly discouraged winter work and required that the final closure construction activities be covered under the State General Construction Stormwater Permit. Glenn County staff subsequently elected to have a contractor perform all of the remaining closure work only during summer construction seasons, and requested that L&A revise the drawings and specifications to reflect the revised scope of work. L&A revised the drawings and specifications to address this request and to comply with the RWQCB review. The drawings and specifications were subsequently combined with the Contract Documents and submitted to the funding agency (USDA) for review. After some minor changes the contract documents were approved for bidding. Subsequently, Glenn County requested a delayed two-year closure schedule with construction, starting in In response to the revised schedule, the RWQCB requested an update to the FCPCMP be submitted reflecting the revised schedule. For proper context, the specifications and drawings, were replaced with the current bid documents, and a portion of the text describing construction responsibilities were revised. In addition, the introductory section was revised to describe how the changes requested in the October 2017 RWQCB letter were addressed in the revision. L&A prepared the requested RWQCB revision of the FCPCMP under Change Order #1 to the approved PPW Agreement # The revision was submitted in May 2018 to the RWQCB. Since that time, the construction of the new Transfer Station and scale booth at the landfill has occurred, and the landfill closure cap construction placed on hold, at the request of the County, until the Transfer Station construction is complete. As of January 2019, the construction of the Transfer Station is nearly complete (pending painting). Additionally, in November 2018, new topography was flown for the landfill, in anticipation of updating the closure documents. Concurrent with this, the County staff re-reviewed the closure bid documents, including the Drawings and Technical Specifications. Scope of Work This scope of work and Change Order #2 includes incorporating the County requested changes into the bid documents under Task 1 of the approved contract, including: Update the design drawings based on the 2018 topography, including changes to newly constructed roadways, ditches, placed waste/fill, inert waste, transfer station construction, relocation of the scales booth/scales, and connection locations for closure cap and culvert connections. P T7 Lawrence & Associates

7 Dr. Mohammad Qureshi Request for Change Order 02 - PPWA 2404 March 7, 2019 Page 3 of 3 Minimize the erosion control costs, specifically by reducing the amount of 'angular rock used. This is in response to the lack of local angular rock and a comfort level with the Public Works Agency for the use of grass-lined swales for closure. In areas where rock is necessary, angular rock will be deleted and replaced with round " and/or locally available" rock. Modify the closure plans to show the northern access road to remain in a gravel condition and allow other existing roadways to remain as-existing or be within future closure construction areas. This item is to minimize the quantity of improved (gravel) roadways at the facility and reduce closure cap costs. Eliminate the emergency spillway from the northern pond and outslope the central access roadway into the existing stormwater basin. The spillway was a redundant design feature and may be added at a future date, if desired by the County. Update the Technical Specifications and Engineer s Estimate based on the above items. Update to the Bid Documents, also referred to as the Contract Documents, including the revised County of Glenn contractor Agreement, and coordination with the County on materials testing requests for qualifications (RFQ). Preparation of an Addendum #1 to the Bid documents to reflect the outslope of the central access road and reduction of two storm drains associated with the existing in-slope road design. As shown on the Attachment A, the cost of this Change Order #2 is estimated to be $16,090. The pre-bidding site meeting, and responses to questions from the contractor, are included in the original scope of work for this project and remain unchanged by this Change Order #2. We appreciate the opportunity to support the County on this project, please proceed to process this change order #2 to the original contract. If you have any questions, feel free to contact me at (530) or at dbrown@lwmc.com. Sincerely, David Brown Senior Civil Engineer enc.: Attachment A- Cost Estimate P T7 Laurence & Associates

8 COST ESTIMATE Attachment A Glenn County Landfill - Change Order #2 (PPWA 2404) Quantity (where applicable) Closure Bid Documents 1. Update design drawings based on 2018 topography, including roadways, ditches, placed waste/fill, transfer station construction, relocation of the scales, termination/connections, erosion control minimization, and improved roadway elimination (per County request). 2. Update to Technical Specifications 3. Update of Engineer's estimate 4. Additional Bid Support (RFQ for Soils Testing & Observation) Principal Engr. Geol. $ Senior Engineer $ Senior Engr Geol. $ Associate Engineer $ Associate Geologist $ Travel $80.00 AutoCAD 1 Auto CAD II Clerical Expenses or Tech $85.00 $75.00 $ Mileage $0.70 Task Total Update of Bid Documents (Contract Documents) 8 Totals $11,315 $405 $170 $4,200 $16,090 TOTAL ESTIMATED COST $16,090 Note: Our commitment is to the total project budget. Work-hour and staff allocations to individual activities are approximate, and are shown to indicate approximate level of effort. The maximum indicated total fee will not be exceeded without written authorization.