MEMORANDUM. The following numbered items correspond with the number of the item on the agenda:

Transcription

1 1 of E. Locust Street, Suite 100 Des Moines, IA MEMORANDUM DATE: April 14, 2017 TO: CC: MWA Board Members MWA Staff FROM: Michael McCoy, Executive Director RE: Wednesday, April 19, 2017, Board Meeting This month s board meeting is scheduled for Wednesday, April 19, 2017, at 5:45 p.m. in the boardroom at Central Office (300 East Locust Street, Ste. 100, Des Moines, Iowa). If you have questions about any items listed below, please call me at (w) or (c). I look forward to seeing you on Wednesday. The following numbered items correspond with the number of the item on the agenda: Consent Agenda Items for Approval 8. Resolution Approval to purchase three Semi-Tractors from Housby Mack Action for Approval Three tractors will replace two 2003 Sterling LT9500 tractors, and one 2004 Kenworth T800B tractor. Five vendors submitted proposals for three semi-truck tractors for use at the transfer stations. Using MWA s equipment evaluation process, Housby Mack is the recommended vendor in the amount of $340,051. The recommended proposal is $50,053 (13%) under budget. The tractors are being replaced on schedule and is a budgeted item in the FY17/18 budget. The proposal is under the budgeted amount of $390,104. The funds are available in the Capital Equipment Fund. Staff recommends approval. More information is included in the packet. 9. Resolution Approval of Iowa Communities Assurance Pool Proxy Agreement Action for Approval Iowa Communities Assurance Pool, (ICAP) provides property and casualty coverage to MWA s 28E organization. Kent Farver, primary contact, and Michael McCoy, alternate contact, shall act as a liaison between MWA and ICAP for relating risk reduction and loss control information. Staff recommends the board approve of Kent Farver and Michael McCoy as primary and alternate contact respectively to ICAP.

2 2 of 23 Regular Agenda Items for Approval 10. Resolution Approve Consultant to Provide Construction Quality Assurance (CQA) for Project P51 Transfer Trailer Storage Facility. HDR is providing construction phase services for the placement of fill and construction of the Trailer Storage Facility. The Scope of Work included 1) Construction Administration and 2) The Resident Project Representative. The proposal from HDR is $28,000 to provide CQA. Staff recommends the Board accept the proposal from HDR Engineering for $28,000. More information is included in the packet. 15. Resolution Acceptance of Executive Director Review Action item Request to enter a closed session, pursuant to Iowa Code Section i

3 3 of 23 Board of Directors 2017 Calendar Year Dean O Connor Chair Mark Holm Vice-Chair Dean O Connor Altoona Mark Holm Ankeny Wes Enos Bondurant John Edwards Clive Skip Moore Des Moines Kevin Smith Elkhart Ty Blackford Grimes Matt Brown Johnston Jon Woods Mitchellville Jaki Livingston Norwalk Barb Malone Pleasant Hill Dan Lane Polk City Tom Hockensmith Polk County Skip Dunbar Runnells Ron Pogge Urbandale John Mickelson West Des Moines Threase Harms Windsor Heights Michael McCoy Executive Director 1. Call to Order, Roll Call Metro Waste Authority Board Meeting April 19, 2017 MWA Central Office 300 E. Locust Street, Suite 100, Des Moines, IA :45 p.m. 2. Approval of Regular Agenda 3. Public Forum Agenda CONSENT AGENDA The following are routine items enacted by one roll call vote without separate discussion unless someone, Board or Public, requests an item be removed for consideration: 4. Approval of Consent Agenda - Items 4 through 9 5. Consideration of Minutes of March 22, 2017, Metro Waste Authority Board Meeting - Action for Approval 6. Resolution Consideration of February 2017, Financial Statements - Action to Receive and File 7. Resolution Consideration of March 2017, Monthly Expenditures - Action for Approval 8. Resolution Approval to purchase three Semi-Tractors from Housby Mack - Action for Approval 9. Resolution Approval of Iowa Communities Assurance Pool Proxy Agreement - Action of for Approval END CONSENT AGENDA Regular Agenda Items for Approval - Item 10 & Resolution Approve Consultant to Provide Construction Quality Assurance (CQA) for Project P51 - Transfer Trailer Storage Facility. 11. Director s Report 12. Chair s Report 13. General Board Discussion and Other Business 14. Request to enter a closed session, pursuant to Iowa Code Section i, to evaluated the professional competency of an individual whose appointment, hiring, performance, or discharge is being considered when necessary to prevent needless and irreparable injury to that individual s reputation and that individual request a closed session.

4 4 of Resolution Acceptance of Executive Director Review - Action Item Page 2 of Adjournment MWA Board Meeting April 19, 2017 May Executive/Finance Meeting: May 3, 2017, MWA Central Office, 300 E. Locust Street, Suite 100, Des Moines, IA 50309, 12:00 p.m. May Board Meeting: May 17, 2017, MWA Central Office, 300 E. Locust Street, Suite 100, Des Moines, IA 50309, 5:45 p.m.

5 5 of E. Locust Street, Suite 100 Des Moines, IA March 22, 2017, Metro Waste Authority Board Meeting Minutes 1. Call to Order The March 22, 2017, Metro Waste Authority board meeting was called to order at 5:45 p.m. A quorum was present. Roll Call MWA Board Representatives/Alternates in Attendance Present: Dean O Connor, Altoona Mark Holm, Ankeny Wes Enos, Bondurant John Edwards, Clive Skip Moore, Des Moines Jim Sanders, Johnston Jon Woods, Mitchellville Tim Hoskins, Norwalk Tom Hockensmith, Polk County Bret Hodne, West Des Moines Threase Harms, Windsor Heights 2. Approval of Regular Agenda Moved by Polk County, seconded by Mitchellville, to approve the Board meeting schedule. Motion carried unanimously by voice vote. 3. Public Forum MWA Lobbyist gave an overview of the status of the Bottle Bill. CONSENT AGENDA The following are routine items enacted by one roll call vote without separate discussion unless someone, Board or Public, requests that an item be removed for consideration: 4. Approval of Consent Agenda Items 4 through 7 Moved by Polk County, seconded by Mitchellville, to approve the Consent Agenda, items 4 through 7. Motion carried unanimously by voice vote. 5. Consideration of Minutes of February 15, 2017, Metro Waste Authority Board Meeting Action for Approval 6. Resolution Consideration of January 2017, Financial Statement - Action to Receive and File 7. Resolution Consideration of February 2017, Monthly Expenditures - Action for Approval END CONSENT AGENDA

6 Regular Agenda Items for Approval - Items 8 through 9 8. Resolution Approval of Compliance Coordinator Position for Metro Park East Landfill - Action Item After a review of the operations department needs, a compliance coordinator position is needed and will replace the operations analyst position that is not yet filled and was approved for the current fiscal year. Moved by Clive, seconded by Bondurant, to approve Resolution Motion carried unanimously by voice vote. 9. Resolution Approval of City of Perry Leachate Treatment & Monitoring Agreement with Metro Park West Landfill (revised) - Action Item In January 2017, Perry realized that the treatment agreement provided to and approved by MWA at the December 2016 meeting contained monitoring frequencies that did not match the requirements of the City s NPDES permit. The Perry attorney required that the agreement be amended prior to going before City Council. Moved by Clive, seconded by Bondurant, to approve Resolution Motion carried unanimously by voice vote. Director s Report Executive Director, Michael McCoy reported on the following topics: A. Price adjustment for MHWD Shredding Services. Residential paper shredding pricing will be established at 50 cents for a pound of paper to mirror the business plan starting in May. B. Change of insurance broker from Holmes Murphy to TrueNorth. The insurance is the same only the broker changed. TrueNorth can provide additional Human Resources and Educational services which increase safety, education, and efficiency for the betterment of the employees as well as Metro Waste Authority. C. Price adjustment for extended hours for MCC. For the location to stay open for extended or Sunday hours, it is necessary to implement the real cost price of $ All yard waste is now going to MPE. D. Yuta Naganuma, Site Engineer, presented an update on the odor issue at MPE. He stated they are making great strides in odor control. Yuta stated he responds quickly to a citizen s concerns. He also stated any complaints are continuing to be monitored and marked geographically to isolate the cause. He explained he and Waste Management are working together to eliminate the problem. They are researching an additional flare and installing well casing vacuum lines. E. Leachate Evaporation System was reviewed. The discussion involved hauling fees of leachate and research projects with Waste Management regarding improvements. F. Art Project A proposal for an urban design art project was previously submitted to Director McCoy. The proposal suggested benefits of this project as better esthetics for the downtown 6 of 23

7 area as well as MWA. Skip Moore representing Des Moines requested the Polk County stone sidewalk plaque be replaced. McCoy will review the proposal in greater detail. G. MRF The draft of a possible MRF is the first step to a larger study reported McCoy. If agreeable we can proceed to an additional study, then discuss the direction MWA would like to take. Tim Hoskins representing Norwalk requested more detailed information moving forward. H. Appreciation luncheon success. Trish Radke thanked all who attended and encouraged city staff to attend the MWA Appreciation Luncheon on March 7. It was a first-time event at MWA and was well-received with more than 78 people attending. Jim Sanders representing Johnston, stated he appreciated MWA staff s efforts and it was a great gathering and very informational. Chairman, Dean O Connor stated the Altoona staff really enjoyed the event as well. Chair s Report Chairman, Dean O Connor announced the Executive Director s 2 nd review and 6-month evaluation went very well. Vice Chairman, Mark Holm suggested to form a committee to review the annual contract renewal of the MWA Executive Director. If any board member has any questions they are to contact Chairman O Connor directly. General Board Discussion and Other Business Tom Hockensmith inquired about legislation information on collective bargaining and how to proceed. Kent Farver, MWA Director of Finances stated June 30, 2018 as the expiration date of the collective agreement. Matt Brick explained the frequent changes in the collective bargaining processes and stated he would keep the Board informed of relevant changes. Adjournment Moved by Polk County, seconded by Norwalk, to adjourn the meeting. Motion carried unanimously by voice vote. Meeting adjourned at 6:35 p.m. 7 of 23 Michael McCoy, Executive Director Dean O Connor, Chairman

8 8 of 23

9 9 of 23

10 10 of 23

11 11 of 23

12 Metro Waste Authority Board Monthly Board Meeting April 19, of 23 ITEM Approval to Purchase Semi-Tractors. AGENDA ITEM #8 SUMMARY Five vendors submitted proposals for three semi-truck tractors for use at the transfer stations. Using MWA s equipment evaluation process, Housby Mack is the recommended vendor in the amount of $340,051. The recommended proposal is $50,053 (13%) under the budgeted amount of $390,104. Model Kenworth Volvo Peterbilt O Halloran Kenworth T-800 Volvo VNM 64T200 Peterbilt 367 International LT Housby Mack Mack CXU613 Unit Price $126,000 $115,359 $143,447 $119,477 $110,050 Equipment Trade $26,000 $17,000 $25,000 $33,000 $27,500 Net Selling Price $352,000 $329,077 $405,341 $325,431 $302,500 Standard Warranty Included Included Included Delivery/Training Included $800 Included Total Cost $352,000 $329,077 $406,141 $325,431 $302,500 Extended warranty Total Cost with Extended warranty $8400 $14,550 $26775 $20,340 $37,551 $360,400 $343,627 $432,916 $345,771 $340,051 Table 1: Summary of Proposals DISCUSSION POINTS The tractors will replace two 2003 Sterling LT9500 tractors, and one 2004 Kenworth T800B tractor. These units are being replaced on schedule. The proposals were reviewed in accordance with the Board approved point based procedure to determine the most responsive bidder that can offer the greatest value, warranty, and service. This review included: conformity to bid specifications, machine job performance, warranty provided, lowest bid price, parts and service provided, and machine delivery.

13 Agenda Item 10 (cont.) 13 of 23 Housby Mack received the highest point total. Machine job performance was the significant determining factor in the evaluation. The review committee consisted of the Operations Working Foreman, the Operations Mechanic Foreman. STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from Housby Mack with the extended warranty including trade-in of the existing tractors for a total cost of $340,051. BUDGET REQUIREMENTS The tractors are a budgeted item in the FY17/18 budget. It is within the budgeted amount of $390,104. The funds are available in the Capital Equipment Fund. CONTACTS Mike Fairchild, Operations Manager Phone:

14 14 of 23

15 Metro Waste Authority Board Monthly Board Meeting March 19, of 23 AGENDA ITEM 10 ITEM Approve consultant to provide Construction Quality Assurance (CQA) for Project P51 Transfer Trailer Storage Facility. SUMMARY Provide construction oversight and observation to ensure MWA receives the quality as identified in the specifications. Figure 1 Conceptual Layout DISCUSSION POINTS HDR is providing construction phase services for the placement of fill and construction of the Trailer Storage Facility. The Scope of Work includes 1) Construction Administration and 2) The Resident Project Representative The proposal from HDR for $28,000 is included in Attachment A. Scope of work includes: Transfer Storage Building Construction Administration $23,500 Transfer Storage Building Resident Project Representative $ 4,500 Scope of work is considered professional engineering services. STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from HDR Engineering. Amount of award is $28,000. BUDGET REQUIREMENTS The funds are available from the Engineering Services line item in FY16/17 approved MPE budget. ATTACHMENTS Attachment A - HDR Proposal CONTACTS Yuta Naganuma, Site Engineer Phone:

16 16 of 23 Attachment A P-51 Transfer Storage Building CQA Services Proposal HDR Inc.

17 17 of 23 April 13, 2017 Mr. Michael McCoy, Executive Director Metro Waste Authority 300 East Locust Street, Suite 100 Des Moines, IA RE: Proposal to Provide Professional Engineering Services P-51 Construction Phase Services Amendment 01 Dear Michael: HDR Engineering, Inc. (HDR) appreciates the opportunity to provide this proposal to Metro Waste Authority (MWA) for professional engineering services related to providing construction support for MWA s placement of fill materials associated with the P-51 transfer trailer storage facility project and the construction of the trailer storage facility by a selected general contractor. This project will be completed as a task order amendment to the existing contract between HDR and MWA dated June 18, Compensation for HDR s services under this Contract Amendment shall be on a per diem basis as provided in the Compensation and Fee Schedule section of the attached Project Scope of Services. The fee for this contract amendment will be $28,000. Upon execution of this agreement, this task will be included on all subsequent invoices. By signature of this letter MWA and HDR agree to the acceptability of this arrangement. Accepted by MWA Accepted by HDR Engineering, Inc. Michael McCoy, Executive Director Date: Matthew Tondl, Sr. Vice President Date: hdrinc.com 8404 Indian Hills Drive, Omaha, NE (402)

18 This page left intentionally blank. 18 of 23

19 Metro Waste Authority P-51 Construction Phase Services Amendment 01 Proposal to Provide Professional Engineering Services 19 of 23 Project Scope of Services Metro Waste Authority HDR Engineering, Inc. P-51 CONSTRUCTION PHASE SERVICES AMENDMENT 01 Project Statement and Objective The purpose of this scope is to describe the objectives, activities, deliverables, key understandings, and approach that HDR Engineering, Inc. (HDR) will utilize in providing construction support to MWA s operations to place soil fill to the approximate grades shown on the grading plan for the P- 51 project and the construction of the trailer storage facility. Scope of Services This Scope of Services was prepared based upon HDR s discussions with MWA personnel, our history with the P-51 transfer trailer storage facility project development, and our understanding of MWA s goals and objectives. For ease of review, the scope of services outlined herein includes only the additional services requested beyond those included in the original executed scope of work for this project. Combined with the originally executed scope of services, the services described herein comprise the total scope of services for HDR to complete as part of project work. Primary tasks associated with completion of this work include the list below, as further described in the following sections: Task 200 Trailer Storage Facility Construction Administration Additional Services Task 300 Trailer Storage Facility Resident Project Representative Additional Services Task Series 200 Trailer Storage Facility Construction Administration Additional Services HDR ACTIVITIES: Under this contract amendment, services will be provided administer and review Contractor shop drawings and miscellaneous submittals from all specification sections for compliance with the Contract Documents. This includes submittals from all 55 Specifications in all Divisions of the Project Manual. In the current approved scope of services, shop drawings and submittal reviews for only the following items were requested to be included: All Division 03 Concrete specification sections. Select portions of Section Pre-Engineered Building Systems specifically limited to foundation and wood-frame building loading design. Section Fire Protection Systems. Section Fire Alarm Systems. Administer, review, and coordinate project initiation and contract execution, including performance bond, payment bond, contract, and insurance certificate. 1

20 Metro Waste Authority P-51 Construction Phase Services Amendment 01 Proposal to Provide Professional Engineering Services 20 of 23 Daily coordination with Contractor to communicate project progress and serve as liaison between Contractor and MWA. Establish and maintain records and tracking system of all submittals. Organize and store shop drawings and submit to MWA. Review schedule of value cost breakdowns, construction progress schedules, and two-week look-ahead schedules provided by Contractor. Receive, review, and recommend approval (or rejection) of all Contractor applications for payment. Review and verify proper assembly of O&M manuals for all major equipment (i.e. fueling island and transfer trailer storage building HVAC and electrical components). Contractor will have primary responsibility to provide, prepare and assemble manuals. Increase frequency of construction progress update meetings from monthly to biweekly. Prepare meeting agendas, meeting notes, and action items for each progress meeting. PLANNED MEETINGS: Pre-construction meeting and biweekly construction progress meetings (estimated 10 total). DELIVERABLES: The following deliverables will be provided to MWA as part of this task: Progress meeting agendas and notes distributed to all meeting attendees. Copies of completed pay requests and change orders for processing by MWA. Copies of shop drawings and contractor submittals released for distribution. KEY ASSUMPTIONS: One contractor would be selected for the project. All construction work will occur in MWA will provide a meeting place and participate in construction progress meetings. MWA will make all decisions on contractual matters and will process and take appropriate action on contractor pay requests, change orders, and other administrative matters. Shop Drawings shall be submitted to MWA concurrent with field distribution. 2

21 Metro Waste Authority P-51 Construction Phase Services Amendment 01 Proposal to Provide Professional Engineering Services 21 of 23 Construction surveying and staking shall be the responsibility of the contractor. Task Series 300 Trailer Storage Facility Resident Project Representative Additional Services HDR ACTIVITIES:. General Construction Observations by the on-site resident project representative (RPR) (assumed 40 hours per week for two months to observe underground utilities and 12 hours per week for three months to observe erection of facility and ancillary features hours) to observe, record and report progress, and monitor compliance with the Contract Documents. The total amount of effort included in this amendment adds one additional day (8 hours) per week of onsite observation for three months, based on discussion with MWA and the expectation of less Owner engagement in daily construction details than anticipated in the originally executed contract. RPR services will include: preparation of daily and weekly summary reports; review of site conditions and document maintenance, efficiencies and corrective actions; coordinate and issue field orders and change proposal requests; observe site work, demolition, and facility construction; review stored materials for proper storage and payment; verify material quantities associated with contractor s invoices; maintain progressive punch list; and review and document schedule status. PLANNED MEETINGS: The resident project observer will attend all progress meetings. DELIVERABLES: The following deliverables will be provided to MWA as part of this task: Daily and weekly summary of construction progress. Supporting documentation for as recorded drawings. Coordination and maintenance of all quality assurance activities. Maintenance of MWA copies of shop drawings and contractor submittals released for distribution. KEY ASSUMPTIONS: Anticipated duration of on-site RPR activities is five (5) months with an average of 40 hours per week for the first two months to observe underground utilities and 12 hours per week for the final three months to observe facility construction and ancillary features; this equates to approximately 464 hours for the RPR commencing with start of contractor s construction activities. This estimate of effort assumes RPR will be on-site 3

22 Metro Waste Authority P-51 Construction Phase Services Amendment 01 Proposal to Provide Professional Engineering Services 22 of 23 during the period when the contractor is performing work, requiring RPR observation. Reasonable variations in work days and schedules are anticipated, but no overtime, work stoppages or extended work schedules are anticipated. If additional construction observation is required, it can be provided as an additional service. Project Schedule The RPR will conduct and document observations of construction as it progresses and will undertake photo documentation. The RPR will be responsible for photo documentation of both construction and deficiencies. This duty will include a sufficient number of photographs to document construction of each construction item; panoramic views; improvements which will be covered as a result of construction shall be photographed while exposed; features and objects that will allow relative size and location of improvements to be indicated in the photograph. Photos shall be placed in in the electronic project record on MWA internal servers. All construction work will occur in RPR will not authorize any deviation from the Contract Documents; will not exceed the limitations of Engineer s authority as set forth in the Agreement or the Contract Documents; and will not undertake any of the responsibilities of the contractors, subcontractors, suppliers, or contractor s superintendents. RPR will not supervise, direct or manage the contractor s forces or contractor s means and methods nor will they assume responsibility for health and safety of contractor s personnel. MWA will provide a meeting place and participate in construction progress meetings. MWA will inform the RPR of special site inspections, site visitors, and other non-contractor related personnel entering the project work area. Construction surveying and staking shall be the responsibility of the contractor. HDR is prepared to begin work on this project immediately and will coordinate availability of project team personnel and resources as necessary to meet MWA s desired timeline. The project is anticipated to begin early spring 2017 through anticipated facility construction completion date of November 1, Specific details and milestones for project completion will be entirely dependent on MWA s internal fill placement schedule and selected contractor s facility construction schedule. 4

23 Metro Waste Authority P-51 Construction Phase Services Amendment 01 Proposal to Provide Professional Engineering Services 23 of 23 Compensation and Fee Schedule Compensation for services described in the above Scope of Services shall be on a time and materials (per diem) basis. Our proposed fee is further broken down as follows: Task Description Amendment Fee Estimate Trailer Storage Facility Construction Administration Additional Services Trailer Storage Facility Resident Project Representative Additional Services $23,500 $4,500 Project Totals $28,000 5