Memo - Revised 3-16-15 · MWA Annual Dinner: April 15, 2015, The Meadows Event and Conference Center, 1 Prairie Meadows Drive, Altoona, IA 50009, 5:30 p.m

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MEMORANDUM

DATE: March 17, 2015 TO: MWA Board Members CC: MWA Staff FROM: Reo Menning, Executive Director RE: Wednesday, March 18, 2015, Board Meeting

This month’s board meeting is scheduled for Wednesday, March 18, 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 323-6535 (w) or 494-5734 (c). I look forward to seeing you on Wednesday. The following numbered items correspond with the number of the item on the agenda: Regular Agenda Items for Approval 8. Resolution 03-15-03 – Approve Administrative Salary Matrix Adjustment for FY 2015/16 –

Action Item Each year MWA retains an independent company, Verisight, Inc., to review the current administrative salary matrix, and recommend an adjustment based on current data gathered regionally. The proposed range of 1.6 - 2.0% is recommend by Verisight. The salary matrix adjustment is not the increase an employee may receive based on their annual job performance review, rather it shifts the pay range scale based on current trending economic conditions. Staff recommends a 1.8% adjustment for FY 2015/16. If approved, the adjustment will be made accordingly for the new fiscal year beginning July 1, 2015. Recommend approval.

9. Resolution 03-15-04 – Approve Contractor for Landfill Cell Development at Metro Park East

and Metro Park West Landfills – Action Item Four bid responses were received for a contractor for landfill cell development at Metro Park East and Metro Park West landfills. The low bid received from Veit of Minnesota is $3,799,600; the budgeted amount in the cell development fund is $5,013,000. This project came in under budget by 24.2%. Some irregularities were noted; legal counsel review determined the irregularities were not material and can be waived. Veit was the contractor used on the last cell development project at Metro Park East landfill and completed the work satisfactorily. Details are provided in the board packet. Staff recommends that the Board approve Veit as the contractor.

10. Resolution 03-15-05 – Approve Professional Services for Cell Development Construction

Quality Assurance – Action Item We received the proposal from SCS Aquaterra (SCS) to conduct the Construction Quality Assurance (CQA) for the cell development project at both landfills. The proposal from SCS is $416,967, and is within the engineer’s estimate of $500,000. Funds are available in the

300 E. Locust Street, Suite 100 Des Moines, IA 50309

515-244-0021

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cell development fund. SCS performed CQA for the most recent cell construction in 2013. The proposal and detailed information are included in the board packet. Recommend approval.

11. Resolution 03-15-06 – Approve Professional Services for Cell Development Submittal Reviews – Action Item HDR developed the design and bid specifications for the proposed cell development. As such, they are more effective in reviewing and approving shop drawings and construction submittals for conformance to specifications. The HDR proposal to provide the services on a time and materials basis is $58,000, which is below the engineer’s estimate of $75,000. The funds are available in the cell development fund. Additional information is included in the board packet. Recommend approval.

12. Resolution 03-15-07 – Approve Contractor for Pavement Improvements at Metro Park East

Landfill – Action Item Three bids were received for pavement improvements at Metro Park East landfill. Bids ranged from $172,513 to $206,100. Mannatts Inc. provided the lowest responsive and responsible bid of $172,513. The pavement improvements were part of the FY 13/14 budget for the proposed small vehicle expansion area. This budget, which included $150,000 for pavement improvements, was eliminated when the transfer station was proposed. However, the pavement improvements are still needed and have already been delayed almost two years. We propose to use the capital funding of $182,025 set aside for the SW drainage improvements since the drainage project is now part of the landfill cell development project. If approved, the road improvements will occur this spring. More information is provided in the board packet. Recommend approval.

13. Resolution 03-15-08 – Approve Vendor and Cost for Replacement of Exterior Fire Suppression System Components at Metro Hazardous Waste Drop-Off – Action Item One proposal was received from Iowa Fire Equipment Company in the amount of $89,920 to replace the existing fire suppression system at Metro Hazardous Waste Drop-Off. The budget for the system is $98,500. This system was part of the original building and protects the warehouse where hazardous waste is processed. Over the past two years, parts have been replaced that were malfunctioning. The system is once again malfunctioning and is due for replacement in FY 2015/16. Rather than continue to invest in the old system, staff would like to replace the system now to avoid the cost of those temporary repairs and improve safety. Funding is available in the FY 2014/15 capital and equipment budget by deferring other projects until FY 2015/16. Additional information is included in the board packet. Recommend approval.

14. Resolution 03-15-09 – Approve Cost for Ziegler to Perform a Complete Rebuild of 2007

Caterpillar 836H Landfill Compactor for Metro Park East Landfill – Action Due to an engine compartment fire, one of the primary landfill compactors at Metro Park East requires significant engine repairs. At over 14,000 operating hours, this machine is nearing the end of its first usable life and is in need of a complete overhaul. Zeigler has provided a proposal for complete machine rebuild for a cost of $293,381.05 and is warrantied to have a life of 10,000 hours. The capital budget for the compactor rebuild is $177,575. We anticipate insurance to cover approximately $124,000 of the expense, making our out of pocket cost approximately $169,000. Additional information is provided in the packet. Recommend approval.

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Presentation 14. Environmental Management System Presentation

Rhonda O’Connor, Project/Strategy Manager, will review MWA’s environmental management system (EMS) and some of the projects under it.

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Board of Directors 2015 Calendar Year

Keith Ryan Chair

Michael McCoy Vice-Chair

Dean O’Connor Altoona

Mark Holm Ankeny

Keith Ryan Bondurant

Michael McCoy Clive

Skip Moore Des Moines

Kevin Smith Elkhart

Tom Armstrong Grimes

Gerd Clabaugh Johnston

Jeremy Filbert Mitchellville

Jaki Livingston Norwalk

Barb Malone Pleasant Hill

Dan Lane Polk City

Tom Hockensmith Polk County

Richard Battani Runnells

Ron Pogge Urbandale

Kevin Trevillyan West Des Moines

Charlene Butz Windsor Heights

Reo Menning Executive Director

Metro Waste Authority

Board Meeting March 18, 2015

MWA Central Office

300 E. Locust Street, Suite 100, Des Moines, IA 50309 5:45 p.m.

Revised Agenda

1. Call to Order, Roll Call 2. Approval of Regular Agenda 3. Public Forum 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 7

5. Consideration of Minutes of February 18, 2015, Metro Waste Authority Board

Meeting – Action for Approval

6. Resolution 03-15-01 - Consideration of January 2015, Financial Statements – Action to Receive and File

7. Resolution 03-15-02 – Consideration of February 2015, Monthly Expenditures –

Action for Approval END CONSENT AGENDA Regular Agenda Items for Approval – Items 8 through 14 8. Resolution 03-15-03 – Approve Administrative Salary Matrix Adjustment for FY

2015/16 - Action Item

9. Resolution 03-15-04 - Approve Contractor for Landfill Cell Development at Metro Park East and Metro Park West Landfills - Action Item

10. Resolution 03-15-05 – Approve Professional Services for Cell Development

Construction Quality Assurance - Action Item

11. Resolution 03-15-06 – Approve Professional Services for Cell Development Submittal Reviews - Action Item

12. Resolution 03-15-07 – Approve Contractor for Pavement Improvements at

Metro Park East Landfill - Action Item

13. Resolution 03-15-08 – Approve Vendor and Cost for Replacement of Exterior Fire Suppression System Components at Metro Hazardous Waste Drop-Off – Action Item

14. Resolution 03-15-09 – Approve Cost for Ziegler to Rebuild Compactor at Metro

Park East Landfill – Action Item

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MWA Board Meeting March 18, 2015

15. Environmental Management System Presentation – Rhonda O’Connor, Project/Strategy Manager

16. Director’s Report 17. Chair’s Report

Executive Director Performance Review Committee 18. General Board Discussion and Other Business

19. Adjournment

April Executive/Finance Meeting: April 1, 2015, MWA Central Office, 300 E. Locust Street, Suite 100, Des Moines, IA 50309, 12:00 p.m. MWA Annual Dinner: April 15, 2015, The Meadows Event and Conference Center, 1 Prairie Meadows Drive, Altoona, IA 50009, 5:30 p.m. May Executive/Finance Meeting: May 6, 2015, MWA Central Office, 300 E. Locust Street, Suite 100, Des Moines, IA 50309, 12:00 p.m. May Board Meeting: May 20, 2015, MWA Central Office, 300 E. Locust Street, Suite 100, Des Moines, IA 50309, 5:45 p.m.

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February 18, 2015, Metro Waste Authority Board Meeting Minutes

_____________________________________________________________________________

1. Call to Order The meeting was held at Metro Waste Authority’s Central Office. Keith Ryan, chair, called the February 18, 2015, Metro Waste Authority board meeting to order at 5:45 p.m. A quorum was present. Roll Call – MWA Board Representatives/Alternates in Attendance Dean O’Connor, Altoona Mark Holm, Ankeny Keith Ryan, Bondurant Skip Moore, Des Moines Ron Long, Grimes Jeremy Filbert, Mitchellville Tim Hoskins, Norwalk Barb Malone, Pleasant Hill Dan Lane, Polk City Tom Hockensmith, Polk County Ron Pogge, Urbandale Kevin Trevillyan, West Des Moines Charlene Butz, Windsor Heights

2. Approval of Regular Agenda

Moved by Grimes, seconded by Ankeny, to approve the February 18, 2015, board meeting agenda as presented. Motion carried unanimously by voice vote.

3. Public Forum

There were no requests to address the Board. __________________________________________________________________________ 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 City, seconded by Altoona, to approve the Consent Agenda, items 4 through 7. Motion carried unanimously by voice vote.

5. Consideration of Minutes of January 21, 2015, Metro Waste Authority Board Meeting –

Action for Approval

6. Resolution 02-15-01 - Consideration of December 2014, Financial Statements – Action to Receive and File

7. Resolution 02-15-02 - Consideration of January 2015, Monthly Expenditures – Action for

Approval

300 E. Locust Street, Suite 100 Des Moines, IA 50309

515-244-0021

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END CONSENT AGENDA Regular Agenda Items for Approval - Items 8 through 9

8. Resolution 02-15-03 - Approval of Landfill Compactor Purchase for Metro Park East Landfill -

Action Item The compactor is a replacement for a 2005 CAT 836 with approximately 17,500 hours. The compactor is a budgeted item for FY 15/16. Staff is bidding this unit early in order to receive it on or after July 1, 2015. Staff recommends the lowest cost proposal from Road Machinery & Supplies Company with extended warranty option and equipment trade for a total cost of $715,500. Moved by Altoona, seconded by Polk County, to approve Resolution 02-15-03. Motion carried unanimously by voice vote.

9. Resolution 02-15-04 - Approval of Fuelmaster Dispensing Equipment - Action Item

The Fuelmaster dispensing equipment is an automated fuel management system that will be used at both landfills and transfer stations to manage fleet costs. The equipment is budgeted in FY 15/16, however staff is looking to purchase the equipment in FY 14/15 for installation to occur before the busy season starts. Staff recommends the proposal from Seneca for a total cost of $94,512.43. Funds are available in the capital equipment fund for FY 14/15. Moved by Altoona, seconded by West Des Moines, to approve Resolution 02-15-04. Motion carried unanimously by voice vote.

10. Environmental Learning Center Presentation

Keith Summerville, Drake University and James Pifer, Southeast Polk Science Coordinator presented on Southeast Polk faculty development, student learning experiences, and local partnerships involved with the environmental education program and education initiatives at the Environmental Learning Center (ELC). Future plans will include leveraging resources to increase teacher and student participation and learning.

11. Director’s Report

The proposed legislation allowing landfills with methane collection systems the flexibility to accept yard waste passed the Senate and House committees unanimously last week. Des Moines representative Skip Moore was concerned about the impacts the bill would have on communities. After further discussion, Reo assured the Board that changes to the yard waste program would ultimately need Board approval. Representative Moore requested this item be on the March board meeting agenda. Metro Waste Authority partners with the Greater Des Moines Partnership, Des Moines Water Works, and the Center on Sustainable Communities to honor businesses and organizations who demonstrate environmentally sustainable practices at an awards luncheon annually. The 2015 Environmental Impact Award applications are available on the Greater Des Moines Partnership’s website. Applications are due March 11. Cities have the option of participating annually in the residential scrap tire program sponsored by Metro Waste Authority. Cities who would like to participate may contact MWA at 515-244-0021 to schedule their event.

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The 2015 MWA annual dinner event is scheduled for Wednesday, April 15, at Prairie Meadows. The “Save the Date” information will go out within the next few weeks. The keynote speaker is Russ Unger, and the focus this year is on continuous improvement. The Debris Management Plan for Polk County was approved allowing our jurisdiction to be reimbursed at a higher rate (75% to 77%) for the first Federal declared disaster. Construction is progressing at the Metro Northwest Transfer Station. The foundation is being constructed and concrete poured for the maintenance building. The March executive/finance committee meeting is scheduled for Wednesday, March 4, 12:00 p.m., Central Office.

The March board meeting will be held at the Central Office on Wednesday, March 18, at 5:45 p.m.

12. Chair’s Report

No report.

13. General Board Discussion and Other Business No report.

14. Adjournment Moved by Grimes, seconded by West Des Moines, to adjourn the February 18, 2015, board meeting. Motion carried unanimously by voice vote. Meeting adjourned at 6:27 p.m.

____________________________________ ___________________________________ Reo Menning, Executive Director Keith Ryan, Chair

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Vendor Amount Services Provided

1 ACCURATE HYDRAULICS & MACHINE $475.90 Rebuild cylinder2 ALL FORMS & SUPPLIES, LTD $92.15 Business cards3 AMERICAN MARKING, INC $41.25 Name plates4 AMERICAN SECURITY $485.33 Security5 ANDREW DEVRIES $10.00 Reimburse co-pay6 ANKENY SANITATION $200.00 Recycling fee7 ARSENAULT ASSOCIATES $2,881.00 Software8 ARTHUR KERN $2,492.64 Tuition reimbursement9 ASPEN WASTE SYSTEMS, INC. $455.00 Recycling fee10 A-TEC RECYCLING INC $998.81 Recycling fee11 AUS DES MOINES $755.18 Floor mats, rags12 AUTOMATION PRODUCTS GROUP, INC $2,294.72 Transducer repair13 BANK IOWA $51,117.21 Loan payment14 BARKER LEMAR ENGINEERING $73,804.13 Post closure expense, engineering fees15 BLUE RIDGE SERVICES, INC $1,684.85 Engineering fees16 BOB'S TOOLS INC $459.93 Tools17 BOESEN THE FLORIST $74.49 Memorial18 BOYER PETROLEUM COMPANY $8,923.96 Petroleum products19 BRICK GENTRY P.C. $12,913.50 Legal fees20 BRITAD ENTERPRISES $20,100.00 Engineering fees21 CAPITAL CITY EQUIPMENT $860.98 Parts22 CAPITAL SANITARY SUPPLY $53.22 Supplies23 CDW GOVERNMENT, INC $3,721.28 Computer & Bar Code Printer24 CENTRAL IOWA CHAPTER APA $32.00 Meeting expenses25 CENTURY LINK $150.85 Utilities26 CINTAS CORPORATION $73.12 Health & safety expense27 CITY GARDENS, INC $43.25 Site maintenance28 CITY OF BONDURANT $152.50 Utilities29 CITY OF DES MOINES $39,003.04 Lease Expense, Discount refund30 CITY OF GRIMES $198.36 Utilities31 CLEAN DES MOINES $2,300.00 Janitorial expense32 CLEAN HARBORS ENV. SERVICE INC $1,551.63 Hazardous waste disposal33 COMMUNICATION INNOVATORS $31,399.00 Camera installation34 CONSTRUCTION & AGGREGATE PRODUCTS $1,298.21 Supplies35 CONTEMPORARY CATERING $1,245.30 Meeting expenses36 CONTROLLED ACCESS $2,996.50 Gate repair37 CROSS DILLON TIRE $3,039.30 Tire repair38 CRYSTAL CLEAR WATER $99.50 Water39 DALLAS COUNTY TREAURER $15.00 Property tax40 DAN'S OVERHEAD DOORS $5,470.50 Door repair41 DARYLE J BENNETT II $500.00 Septic pumping42 DES MOINES PORTABLE WELDING $247.50 Weld loader43 DES MOINES SOLID WASTE $9,875.28 Yard waste collection44 DES MOINES WATER WORKS $684.07 Utilities45 DEX MEDIA EAST, INC $94.00 Public information46 DIAM PEST CONTROL $143.00 Pest control47 DIVISION OF LABOR ELEVATOR SAFETY $175.00 Permit48 EDGE COMMERCIAL $742,053.08 Transfer station construction49 ELECTRICAL ENGINEERING $93.00 Fan motor50 EMPLOYEE AND FAMILY RESOURCES $1,250.00 Employee benefit expense51 EMSL ANALYTICAL, INC $110.50 Asbestos testing52 EXPRESS LAUNDRY $114.50 Floor mats 53 FASTENAL COMPANY $300.00 Supplies54 FEDEX $146.45 Shipping55 FERRELLGAS $7,396.01 Propane56 FIRST CHOICE SERVICES $11.97 Supplies57 G & L CLOTHING $53.96 Uniforms58 GAIL HOPKINS $46.58 Travel expense59 GEORGE MYERS $73,500.00 Loan payment60 GETZ FIRE EQUIPMENT $953.85 Equipment inspections61 GLOVE PLANET $1,268.11 Gloves62 GNET GROUP LLC $14,318.75 Consulting fees63 GRAINGER $1,099.97 Supplies64 GREAT AMERICAN OUTDOOR $448.84 Parts65 GREATER DM PARTNERSHIP $1,500.00 Membership66 GREGORY CONTAINER $20,206.00 Recycling bins

METRO WASTE AUTHORITY

BILLS PAID IN FEBRUARY 2015

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Vendor Amount Services Provided

METRO WASTE AUTHORITY

BILLS PAID IN FEBRUARY 2015

67 GRP & ASSOCIATES $655.00 Medical waste disposal68 HALLETT MATERIALS $1,329.84 Ice control sand69 HARRISON TRUCK CENTERS $333.36 Parts70 HDR ENGINEERING, INC $180,148.14 Engineering fees, cell development71 HEARTLAND CO-OP $47,421.34 Fuel72 HEAVY HIGHWAY FRINGE BENEFIT ADMIN $720.00 Employee benefit expense73 HIRERIGHT SOLUTIONS INC. $60.30 Random drug testing74 HOLCOMB CORPORATION $20,969.00 Portable trailer installation75 HOLM'S/AMERICAN RADIATOR LLC $61.50 Radiator flush76 HOTSY CLEANING SYSTEMS $540.45 Maintenance77 HY-VEE, INC $472.76 Meeting expenses78 IOWA DES MOINES SUPPLY $505.83 Supplies79 IOWA LABORERS' DISTRICT COUNCIL $30,322.62 Employee benefit expense80 IOWA MEDICAL SOCIETY $300.00 Meeting expenses81 IOWA METHODIST OCCUP MEDICINE $75.50 Random drug testing82 IOWA PUMP WORKS $1,821.20 Pump repair83 IOWA RECYCLING ASSOCIATION $330.00 Sponsorship84 IPERS $35,003.45 Employer's share of IPERS85 ISOSWO/IRA $39.82 Fuel reimbursement86 J.A. SMITH LAW LLC $1,500.00 Lobbyists fee87 JASPER COUNTY TREASURER $2,993.00 Property tax88 JIM HAWK TRUCK TRAILERS, INC $169.28 Parts89 JOSIE LEHMAN $1,215.00 Tuition reimbursement90 KABEL BUSINESS SERVICES $19,032.05 Employee benefit expense91 KCWI-TV $350.00 Public information92 KENWORTH MID-IOWA INC $2,789.71 Parts93 KEY COOPERATIVE $39,683.71 Prepay ag expense94 LIGHTEDGE SOLUTIONS, INC $15,941.61 Phone expense95 LOWE'S COMPANIES, INC. $269.16 Supplies96 MANAGEMENT PROFESSIONALS $5,682.42 Building maintenance97 MARY GILLASPEY $73.03 Travel expense98 MCGLADREY LLP $37,659.50 Email conversion, consulting fees, hardware 99 MCMASTER-CARR SUPPLY $842.05 Supplies

100 MENARDS $768.30 Supplies101 MIDAMERICAN ENERGY $13,409.86 Utilities102 MIDLAND POWER COOPERATIVE $1,005.34 Utilities103 MIDWEST AUTO FIRE SPRINKLER $114.00 Drain repair104 MIDWEST OFFICE TECHNOLOGY $348.33 Copy charges105 MOTOR PARTS WAREHOUSE $69.42 Parts106 MULCH MART LLC $12.00 Rebate107 NAPA AUTO PARTS $574.59 Parts108 NATIONWIDE OFFICE CLEANERS LLC $1,125.80 Janitorial expense109 NEXTEL COMMUNICATIONS $41.41 Phone expense110 OFFICE DEPOT BUSINESS ACCOUNT $325.10 Supplies111 O'HALLORAN INTERNATIONAL, INC. $4,133.76 Parts112 O'REILLY AUTO PARTS $515.66 Parts113 OTIS ELEVATOR COMPANY $100.00 Inspection114 PETERBILT OF DES MOINES $293.58 Parts115 PETERSON CONTRACTORS, INC. $21,094.10 Contracted fly ash hauler116 PETERSON PACIFIC CORP $3,274.24 Parts117 PICKETT SALVAGE, LLC $693.00 Recycling fee118 PITNEY BOWES GLOBAL FINANCIAL $8,730.00 Lease expense119 PLUMB TECH MECHANICAL INC $1,023.00 Heater repair120 POLK COUNTY TREASURER $112,323.00 Property tax121 POSTMASTER $685.00 Mail permit122 PRAXAIR DISTRIBUTION INC $174.23 Supplies123 PURCHASE POWER $641.98 Postage machine124 QED ENVIRONMENTAL SYSTEMS, INC $327.34 Supplies125 QUICK FUEL $1,881.80 Fuel126 QUICK OIL CO $5,459.41 Fuel127 QUILL CORPORATION $412.14 Supplies128 RALPH N SMITH INC $6,480.30 Retainage for carpet install129 RED WING SHOE STORE $200.00 Uniforms130 REGISTER MEDIA $364.68 Subscription, public information131 RELIANCE STANDARD LIFE INSURANCE $2,858.21 Employee benefit expense132 REO MENNING $56.00 Travel expense

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Metro Waste Authority Board Monthly Board Meeting

March 18, 2015

AGENDA ITEM #9

ITEM Approve Contractor for Landfill Cell Development at Metro Park East and Metro Park West Landfills.

SUMMARY Construction of a 10 acre disposal cell at Metro Park East and a 3.7 acre disposal cell at Metro Park West. Veit & Company, Inc. (Veit) is the recommended contractor with a low bid of $3,799,600.

BUDGET REQUIREMENTS The proposal is $1,212,000 under budget. The funds for the project are available in the Cell Development Fund.

DISCUSSION POINTS Response was good with four proposals received. Bids ranged from $3,799,600 to $5,965,000. The proposal is 24.2% under the design engineer’s estimate of $5,013,000.

Veit provided the lowest most responsive bid. HDR reviewed the proposals and their findings are included in Attachment A. A few irregularities were noted. MWA legal counsel has reviewed the information and determined that the irregularities are not material and can be waived.

Veit was awarded the Cell C North construction project in 2013. Staff was pleased with their performance during this project.

To provide uninterrupted disposal capacity, MWA will need to build new disposal cells at both Metro Park East (Figure 1) and Metro Park West (Figure 2) during the 2015 construction season.

The construction will include:

• MPE: Cell C South is the next planned development for the Phase 2 disposal area. The current disposal area will reach capacity in June 2016.

• MPW: Cell C is the next planned development for the Boone County disposal area. The current disposal area will reach capacity in September 2015.

• Surface water drainage improvements at MPE.

• Gas well abandonment and final cover repair at MPE.

Cell C South

Figure 2: MPE Disposal Cell C South

Figure 2: MPW Disposal Cell C

Cell C

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Agenda Item 9

STAFF RECOMMENDATION Staff recommends that the Board waive the irregularities and accept the proposal from Veit & Company, Inc. for construction of Project P49 – 2015 Cell Development. Amount of award is $3,799,600.

ATTACHMENTS Attachment A - HDR Bid Review and Evaluation

CONTACTS Jeff Dworek, Director of Operations Phone: 333-4445

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hdrinc.com

8404 Indian Hills Drive, Omaha, NE 68114-4098 (402) 399-1000

February 27, 2015

Mr. Jeff Dworek

Director of Operations


12181 NE University Avenue

Mitchellville, IA 50169

RE: Bid Review and Evaluation

MWA Project P49 – 2015 Cell Development

Metro Park West Cell C, Metro Park East Cell C South, and Associated Projects

Dear Mr. Dworek:

At MWA’s request, HDR Engineering, Inc. (HDR) has completed a technical review and evaluation

of the Bid Forms and supplemental information for MWA Project P49 – 2015 Cell Development

furnished to HDR on February 26, 2015. There were four bids received, with total bid prices

ranging from $3,799,600 to $5,965,000. The lowest total bid was submitted by Veit & Company,

Inc. (Veit).

HDR has reviewed the price calculations and summaries on the Bid Forms from all Bidders and

found no irregularities. The firms submitting bids included many of the firms who would typically be

expected to bid on a landfill liner project in this regional geography and the number of bids is a

good indication of a competitive bidding environment. All bidders identified the receipt of the two

addenda.

For the low bidder HDR also reviewed the Section 00451 - Qualifications Statement. During this

review, several minor non-technical irregularities were identified which are summarized in an

attachment to this letter. From a technical perspective HDR does not consider the furnished

information in the Qualifications Statement as irregularities. As such, Veit was deemed responsive

in their submittal. HDR did not review the Bid Bonds, and we assume that MWA has reviewed the

Bid Bonds and is satisfied with this portion of the Bid.

Veit has previously performed work for MWA during construction of Cell C North at Metro Park East

during summer 2013. In reviewing the in-depth evaluation of reference checks for that project, HDR

has concluded that Veit is a relatively large regional firm which has completed landfill construction

projects of a size and complexity similar to MWA Project P49 in the past five (5) years. References

ranged from neutral to positive and confirmed that Veit and Veit’s proposed project manager have

satisfactorily completed projects of size and complexity similar to MWA’s P49. Where feedback

was neutral, the issues identified were generally related to administration, paperwork and

subcontracted work; none of the comments raised questions of Veit’s ability to properly construct

the work associated with MWA Project P49. This is consistent with MWA and HDR’s experience

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Mr. Jeff Dworek

P49 Bid Review and Evaluation

2

with Veit during previous construction projects. From this evaluation and reference check HDR has

concluded that Veit has the experience and ability to provide the required services (e.g., is a

responsible bidder).

Based upon the above technical evaluations and the attached Bid Tabulation, HDR has concluded

that Veit & Company, Inc. is the apparent lowest, responsive, responsible bidder for MWA project

P49 – 2015 Cell Development.

Please do not hesitate to contact me at (402) 926-7003 if you require additional clarification or

information.

Sincerely,

HDR Engineering, Inc.

Mike Classen, P.E. Project Manager

Attachments: Bid Tabulation

Summary of Veit & Company, Inc. Qualification Statement Irregularities

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Metro Waste Authority P-49 2015 Cell Development

Bid Tabulation

Item No. Description

Veit &

Company

Ryan

Incorporated

Central

CJ Moyna &

Sons

Elder

Corporation

101

Mobilization/Demobilization and all work at Metro

Park West Landfill (not included in Bid Item Nos.

102-104)

988,000$ 1,145,175$ 1,620,000$ 1,545,000$

102Remove and Replace Unsuitable Soils Below

Base Grade - Metro Park West10,000$ 14,000$ 4,000$ 14,000$

103Remove and Stockpile Sediment - Metro Park

West3,600$ 8,400$ 19,200$ 18,000$

104Remove Waste and Dispose at Landfill Active

Fact - Metro Park West4,000$ 7,000$ 8,000$ 15,000$

201

Mobilization/Demobilization and all work at Metro

Park East Landfill (not included in Bid Item Nos.

202-204)

2,740,000$ 3,276,416$ 3,740,000$ 4,149,000$

202Remove and Replace Unsuitable Soils Below

Base Grade - Metro Park East10,000$ 14,000$ 4,000$ 14,000$

203Remove and Stockpile Sediment - Metro Park

East39,000$ 61,750$ 156,000$ 195,000$

204Remove Waste and Dispose at Landfill Active

Fact - Metro Park East5,000$ 7,000$ 8,000$ 15,000$

Total Bid Price 3,799,600$ 4,533,741$ 5,559,200$ 5,965,000$

Bid Price

March 2, 2015 Page 1 of 1

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March 18, 2015

AGENDA ITEM #10

ITEM Approve Professional Services for Cell Development Construction Quality Assurance (CQA).

SUMMARY Provide construction oversight and observation for Project P49 – 2015 Cell Development to ensure MWA receives the quality as identified in the specifications and required by state solid waste regulations.

DISCUSSION POINTS Negotiated a scope of work with SCS Aquaterra (SCS). SCS performed the CQA for the most recent cell construction in 2013 in which MWA solicited competitive proposals.

The proposal from SCS for $416,967 provides 3,285 hours of service with an average labor rate of $94.10 per hour. Detailed breakdown of costs are provided in Attachment A. At 11% of the construction cost, this is same as experienced with the last cell project. Design Engineer’s cost estimate is $500,000.

IDNR regulations require that a 3rd party Professional Engineer observe and submit a report that certifies that the closure is constructed in accordance with the approved plans and specifications.

Scope of work includes:

Contract Administration. Field QCA & Construction Observation. Testing and Analytical Services. Record Documentation and Certification Report. CQA Manual.

Scope of work does not include construction management.

Scope of work is considered professional engineering services.

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from SCS Aquaterra. The amount of the proposal is $416,967.

BUDGET REQUIREMENTS The project is within the budgeted amount of $500,000. The funds are available in the Cell Development Fund.

ATTACHMENTS Attachment A – SCS Aquaterra Proposal.


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E X H I B I T A TO T EC H N I C A L S ER V I C ES A GR E E ME N T

S c o p e o f S e r v i c e s a n d S c h e d u l e

PROJECT: Contract Administration & Construction Quality Assurance MPW Cell C and MPE Cell C South – P49 SCS Aquaterra Proposal MWA-2015-011

SCS Aquaterra will complete required contract administration and construction quality assurance services during the P49 2015 Cell Development Projects at Metro Park West (MPW) and Metro Park East (MPE) landfills. Services will be performed in general accordance with requirements outlined in the Construction Quality Assurance Plan (CQAP), Contract Documents, Iowa Administrative Code (IAC) 567-113 and MPE’s solid waste operating permits. Based on review of the contract documents, discussions with Metro Waste Authority (MWA) staff, and our prior CQA experience for P41 Cell C2 North construction activities, we propose the following tasks: T a s k 1 – C o n t r a c t A d m i n i s t r a t i o n

SCS Aquaterra will assist in administering the construction contract as outlined in the RFP for the duration of construction activity estimated at 26 weeks. Contract administration duties to be completed under this task include:

Attend and facilitate project meetings including the pre-construction meeting, 12 bi-weekly progress meetings, and the contract closeout meeting. SCS Aquaterra will prepare and disseminate minutes from the meetings.

Coordinate requests-for-information and design modifications with Design Engineer. Review, verify, and approve Contractor’s application for payment including pay item

quantities. Assist with administering project closeout activities.

T a s k 2 – F i e l d Q u a l i t y C o n t r o l / A s s u r a n c e a n d C o n s t r u c t i o n O b s e r v a t i o n

SCS Aquaterra will provide a full-time onsite resident project representative (RPR) for the duration of construction activities to observe and document the placement and construction of earthwork, piping, aggregate, and geosynthetic components of the P49 2015 Cell Development construction project. Field oversight will be performed according to the IDNR approved CQAP and will include observation and documentation of each phase of construction activities. We have included up to 60 hours per week for these activities and project duration of 26 weeks. As part of this task, SCS Aquaterra will prepare Daily Field Reports, Weekly Project Construction Summaries, and an organized photographic database uploaded daily to Dropbox to document construction progress. Daily data reviews will be completed per SCS Aquaterra's CQA QC program prior to upload to Dropbox. Fees for this task assume that construction at MPE and MPW will be completed sequentially and one RPR will be able to cover the projects. Fees for a second RPR are included for four weeks

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during geomembrane installation. Additionally, hours beyond 60 per week will be billed at the hourly rate of $100 per hour; to be paid by Contractor in accordance with the project specifications. T a s k 3 – T e s t i n g a n d A n a l y t i c a l S e r v i c e s

SCS Aquaterra will coordinate, perform, and review construction quality assurance testing and laboratory analysis as required by the CQAP and Contract Documents. Testing under Task 3 shall include, but is not limited to:

Nuclear density gauge testing; Test pad and correlation testing; Soil, drainage, and aggregate materials quality assurance testing; and Geosynthetic quality assurance testing including electronic leak detection.

Fees for this task assume that four test pads will be required and five Shelby tube hydraulic conductivity samples will be collected from each test pad for laboratory hydraulic conductivity analysis. Quantities of additional tests are estimated based on past project experience. T a s k 4 – R e c o r d D o c u m e n t a t i o n a n d C e r t i f i c a t i o n R e p o r t

Upon completion of each Cell construction project, SCS Aquaterra will prepare a CQA certification report for submittal to the IDNR (separate report for MPW and MPE construction). The final certification reports will include observations, photographic logs, test results, sampling locations, corrective measures performed (if applicable), relevant records of written correspondence, and other information required to certify the project was constructed in general accordance with the CQAP and that construction meets or exceeds the design criteria and specifications in MWA’s current operating permits. The final report shall include the requirements listed in 567 IAC 113.7(6)"d" and be certified by the CQA Officer. It is our understanding that project surveying will be completed by a third-party surveyor to be selected and retained by the Contractor. As required by the CQAP, we assume the project surveyor will provide, at regular intervals in accordance with the project Contract Documents, as-built record drawings of layer thickness, boundaries, geosynthetic panel locations, destructive test locations, trenches, pipe inverts and grades, and other newly constructed features. T a s k 5 – C o n s t r u c t i o n Q u a l i t y A s s u r a n c e M a n u a l ( C Q A M )

SCS Aquaterra will develop a CQAM prior to initiation of construction activities to aid as a comprehensive guide and resource tool in implementing the CQAP and other project requirements. A single CQAM will be prepared for the P49 2015 Cell Development projects covering both the MPW and MPE cell construction activities.

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E X H I B I T B TO T EC H N I C A L S ER V I C E S A GR E E ME N T

P r i c e a n d P a y m e n t

PROJECT: Contract Administration & Construction Quality Assurance MPW Cell C and MPE Cell C South – P49 SCS Aquaterra Proposal MWA-2015-011

AUTHORIZED AMOUNT: $416,967 for project work requested in Exhibit A. Breakdown of estimated hours and costs is as follows:

This project will be performed on a time and materials basis as a task order under the Technical Consulting Services Agreement between MWA and SCS Aquaterra dated February 21, 2012. I understand and accept the above proposal: _______________________________ ________________________________

Signature Date of Signature _______________________________ ________________________________

Printed Name Title

Detailed Breakdown

Project Task Labor Hours

Labor Cost Expenses

Total Cost

Task 1 – Contract Administration 365 $48,950 $5,317 $54,267

Task 2 – Field CQA & Construction Observation

2,520 $212,300 $46,578 $258,878

Task 3 – Testing and Analytical Services

65 $7,700 $54,495 $62,195

Task 4 – Record Documentation and Certification Report

290 $35,100 $1,351 $36,451

Task 5 – CQA Manual 45 $5,075 $101 $5,176

TOTALS: 3,285 $309,125 $107,842 $416,967

Jeff Dworek Director of Operations

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March 18, 2015

AGENDA ITEM #11

ITEM Approve Professional Services for Cell Development Submittal Reviews.

SUMMARY Provide review of contractor product submittals and design clarifications for conformance to the engineering design and specifications.

DISCUSSION POINTS Negotiated a scope of work with HDR Engineering, Inc. (HDR). HDR developed the design and bid specifications for P49 – 2015 Cell Development. The design engineer is more effective in reviewing and approving shop drawings and construction submittals for conformance to the specifications.

The proposal from HDR for $58,000 provides 388 hours of service with an average labor rate of $138 per hour. Detailed breakdown of costs are provided in Attachment A. Design Engineer’s cost estimate is $75,000.

Scope of work is detailed in Attachment A and includes:

Submittal Review. Design Clarifications. Meetings. Electronic Data & Recordkeeping. As-Built Record Document Development.

Scope of work does not include construction management.

Scope of work is considered professional engineering services.

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from HDR Engineering, Inc. The amount of the proposal is $58,000.

BUDGET REQUIREMENTS The project is within the budgeted amount of $75,000. The funds are available in the Cell Development Fund.

ATTACHMENTS Attachment A – HDR Engineering, Inc. Proposal.


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hdrinc.com

8404 Indian Hills Drive, Omaha, NE 68114-4098

T 402.399.1000 F 402.399.4918

February 18, 2015

Mr. Jeff Dworek, Director of Operations


300 East Locust Street, Suite 100

Des Moines, IA 50369-1864

RE: Proposal to Provide Professional Engineering Services

Engineering Services During P-49 2015 Cell Construction


Dear Jeff:

HDR Engineering, Inc. (HDR) appreciates the opportunity to provide this proposal to Metro Waste

Authority (MWA) for professional engineering services during construction in support of new cell

development and associated site improvement projects at the MWA Metro Park East Landfill and

Metro Park West Landfill facilities.

This project will be completed as a task order amendment to the existing contract between HDR

and MWA dated June 18, 1998. 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 task will be $58,000.

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.

Reo Menning, Executive Director Timothy R. Crocket, Sr. Vice President

Date: Date:

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mclassen

Image

Metro Waste Authority | Engineering Services During 2015 Cell Construction Proposal to Provide Professional Engineering Services

8404 Indian Hills Drive, Omaha, NE 68114-4098 T 402.399.1000 hdrinc.com 1

Project Scope of Services

Metro Waste Authority | HDR Engineering, Inc.

ENGINEERING SERVICES DURING P49-2015 CELL CONSTRUCTION

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 carrying out the construction phase

services requested by the Metro Waste Authority (MWA) for Project P-49.

Scope of Services HDR will complete engineering services during construction to include the series of tasks outlined

herein.

HDR Activities: Provide up to six (6) sets of contract documents to the successful bidder for project P-49.

Review Shop Drawings and Miscellaneous Submittals required by the P-49 Construction Documents Project Manual. These include, but are not limited to, Shop Drawings and Miscellaneous Submittals required by the following Specification Sections:

• 01290 Payment Procedures • 01310 Project Meetings • 01340 Submittals • 01510 Temporary Facilities and Controls • 01600 Materials and Equipment • 01601 Job Conditions • 01720 Field Engineering • 01770 Closeout Procedures • 02072 Demolition, Abandonment, Removal, and Salvage • 02110 Site Clearing and Preparation • 02200 Earthwork • 02260 Topsoiling and Finished Grading • 02270 Soil Erosion and Sediment Control • 02271 Stone Revetment and Letdown Structures • 02272 Fabric Formed Concrete • 02423 Storm Drainage System • 02775 High-Density Polyethylene (HDPE) Geomembrane Liner • 02276 Geosynthetic Clay Liner • 02777 Geonet-Geotextile-Geocomposite • 02778 Geotextiles • 02779 12-Mil Scrim Reinforced Geomembrane • 02800 Soils Testing • 02930 Seeding • 15060 Pipe: Plastic

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Prepare and issue information and/or interpretations to clarify Contractors’ questions regarding the Contract Documents.

Responding to QAC’s requests for reviews or consultation on substitutions and changes including evaluation of HDR designs.

Prepare design clarifications to the Contract Documents, if requested and necessary. If field conditions dictate the need for additional design by HDR, this would be considered an additional service.

Prepare field orders, work change directives, change proposal requests, and change orders.

Attend pre-construction conference.

Attend monthly progress meetings.

Prepare as-built record documentation in hard copy and electronic (PDF and AutoCAD 2014 versions) for MWA records.

Planned Meetings: As outlined in the activities above, HDR will attend the pre-construction

meeting, monthly progress meetings, and pre-installation meetings. Each

meeting will be held in Des Moines, Iowa and will be attended by one (1)

HDR project team member.

For purposes of this proposal, it is assumed that a total of eight (8)

meetings will be attended by HDR personnel.

Deliverables: Up to 6 copies of Contract Documents.

Copies of shop drawings and submittals with appropriate review action

uploaded to cloud-based (i.e. Dropbox) project records folder.

Key Understandings: MWA or QAC shall be responsible for:

• Monitor, document and report on Contractors’ performance. • Review the Contractor’s construction schedule and monitor, document

and report on Contractor’s progress. • Conduct project meetings, including publishing of agenda and meeting

notes. • Process Contractor payment applications. • Administer final walkthrough and project closeout. • Field Quality Assurance and Construction Observation. • Testing and Analytical Services. • Final engineering certification report (construction quality assurance

report) of completed work for submittal to IDNR.

Project Schedule HDR is prepared to begin work on this project immediately and will coordinate availability of project

team personnel and resources as necessary to meet the construction schedule.

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Compensation and Fee Schedule Compensation for services described in the above Scope of Services shall be on a per diem basis

with a budget of $58,000. Our proposed fee is further broken down as follows:

Task Description Labor Expenses Total

Submittal Review & Construction Contract Administration $32,000 $2,000 $34,000

Design Clarifications $8,000 $500 $8,500

Meetings $5,000 $1,000 $6,000

Electronic Data Management & Recordkeeping $2,500 $500 $3,000

As-Built Record Document Development $6,000 $500 $6,500

Project Totals $53,500 $4,500 $58,000

Compensation terms are defined as follows:

Per Diem shall mean an hourly rate equal to Payroll Cost times a multiplier of two-point-three (2.3) to be paid as total

compensation for each hour an employee works on the project, plus Reimbursable Expense.

Payroll Cost shall mean salaries and wages, (basic and overtime) paid to all personnel engaged directly on the Project, plus

the cost of customary and statutory benefits including, but not limited to, social security contributions, unemployment, excise

and payroll taxes, worker’s compensation, health and retirement benefits, sick leave, and vacation and holiday pay

applicable thereto. For this Agreement, the amount of customary and statutory benefits of all personnel will be considered

equal to thirty-five percent (35%) of salaries and wages.

Reimbursable Expense shall mean the actual expenses incurred directly or indirectly in connection with the Project for

transportation travel, subconsultants, subcontractors, computer usage, telephone, telex, printing, shipping and express, and

other incurred expense. ENGINEER will add ten percent (10%) to invoices received by ENGINEER from subconsultants

and subcontractors to cover supervision, administrative, and insurance expenses.

The amount of any sales tax, excise tax, value added tax (VAT), or gross receipts tax that may be imposed on this

Agreement shall be added to the ENGINEER’S compensation as Reimbursable Expenses.

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March 18, 2015

AGENDA ITEM #12

ITEM Approve Contractor for Pavement Improvements at Metro Park East Landfill.

SUMMARY Three bids were received for the pavement improvements. Bids ranged from $172,513 to $206,100. Manatts Inc. is the recommended contractor with the lowest most responsive responsible bid of $172,513.

BUDGET REQUIREMENTS The pavement improvements were part of the FY13/14 budget for the proposed small vehicle expansion area. This budget, including the $150,000 for pavement improvements, was eliminated when the transfer station was proposed. However, the pavement improvements are still needed and have already been delayed almost two years. We propose to use the capital funding of $182,025 set aside for the SW drainage improvements to fund the pavement project. The SW drainage project has been rolled into the landfill cell development project to achieve economies of scale. The pavement improvement project is 15% over the originally budgeted amount $150,000 but under the budget for the SW drainage improvements.

DISCUSSION POINTS Proposals were received from the following three contractors:

Contractor Total Cost

Des Moines Asphalt & Paving $206,100

Grimes Asphalt & Paving Corp $175,270

Manatts Inc. $172,513

The proposal is 5% over the design engineer’s estimate of $164,000.

The overage is not unexpected and comparable to recent proposals received for paving projects in the area. Material costs for asphalt and concrete have recently spiked with no expectation of lowering in the near future.

The road improvements are to the existing road pavement installed in 1996.

The construction generally includes:

Concrete pavement repair and replacement. Asphalt pavement repair and patch. Asphalt overlay. Shoulder grading.

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Agenda Item 12 (cont.)

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from Manatts Inc. for construction of Project P44 Pavement Rehabilitation. Amount of award is $172,513.


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Monthly Board Meeting

March 18, 2015

AGENDA ITEM #13

ITEM: Approve vendor and cost for Replacement of Exterior Fire Suppression System Components at Metro Hazardous Waste Drop-off SUMMARY: The current C02 fire suppression system has been in place since the original building was erected in 1994. Due to the exposure to weather and age of the unit the system continues to malfunction. The original installer of the equipment was Iowa Fire Equipment Company. They have since provided maintenance and repair to the system. DISCUSSION POINTS: The two regional providers for this type of equipment (Iowa Fire Equipment Company and Protex Central) both originally showed interest in bidding the project. Due to the interior portion of the system having been installed by Iowa Fire previously, Protex Central chose not to pursue the project. Therefore only one bid was received for the project. Name Address Iowa Fire Equipment Company Des Moines, Iowa By using Iowa Fire for the replacement of the equipment the install should be seamless. All hardware within the building itself is compatible, in good condition and will be able to remain in place therefore keeping costs down. STAFF RECOMMENDATION: Staff recommends the Board accept the proposal from Iowa Fire Equipment Company in the amount of $89,920. HISTORY/PROJECT ANALYSIS: Attachment A –Proposed cost and terms BUDGET REQUIREMENTS: The Fire Suppression System is budgeted for fiscal year 2015/16. Staff would like to move forward with installation of the system to avoid possible expenses towards more temporary repairs and to improve safety by having a consistently working suppression system. The proposed pricing is within the budgeted amount of $98,500. The funds are available in the Capital Expense and Equipment Fund. ATTACHMENTS: Attachment A –Proposed cost and terms CONTACTS: Judi Mendenhall MHWD Facility Manager 515-333-4430

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March 18, 2015

AGENDA ITEM #14

ITEM Approve cost for Zeigler to perform a complete rebuild of the 2007 Caterpillar 836H Landfill Compactor for Metro Park East Landfill.

SUMMARY Due to an engine compartment fire, one of the primary landfill compactors at Metro Park East requires significant engine repairs. At over 14,000 operating hours, this machine is nearing the end of its first usable life and is in need of a complete overhaul. Zeigler has provided a proposal for complete machine rebuild for a cost of $293,381.05

BUDGET REQUIREMENTS The FY14/15 capital budget for the compactor rebuild is $177,575. We anticipate insurance to cover approximately $124,000 of the expense as a result of the engine fire, making our out of pocket cost approximately $169,000. DISCUSSION POINTS In February, the engine of one of the primary compactors at Metro Park East Landfill caught on fire. Staff were quick to respond; however, there was significant damage. This compactor is essential to landfill operations. Damage from the fire was not significant enough to require that we replace the compactor (replacement cost exceeds $800K). Rather, the compactor can be rebuilt and will be warrantied to have a life of 10,000 hours.

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from Ziegler for a complete rebuild of the compactor. Amount of award is $293,381.05 less the insurance payment.


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