Consideration and Approval of Contract: Second Amendment to the Contract for Professional Services for the Cinder Lake Landfill Sequence D-Phase II Excavation Plan and Landfill Design, with Tetra Tech BAS, Inc.
 

1. Approve the Second Amendment to the Contract for Professional Services with Tetra Tech BAS for Cinder Lake Landfill Sequence D Phase II Excavation Plan and Landfill Design in the amount of $125,037.95; and
2. Authorize the City Manager to execute the necessary documents.

Cell D is a thirty-acre area that has been designed and partially developed for future disposal needs at Cinder Lake Landfill (Landfill). When fully developed, Cell D will provide approximately 3.8 million cubic yards of landfill capacity with an estimated life of 25 years and $115 million in solid waste revenues in the form of tipping fees.

In 2022, the City of Flagstaff contracted with Tetra Tech BAS, Inc. (Tetra Tech) to provide design services for Phase 2, Cell D. The Contract for Professional Services also included contingencies for Construction Administration and Construction Management (CA/CM) services at a later date. The proposed Second Amendment provides the means for staff to initiate Tetra Tech to proceed with the necessary work. CA/CM services will ensure Quality Assurance and Quality Control testing and that Sequence D Phase II has been developed in accordance with the engineering design, in compliance with standards of the United States Environmental Protection Agency (EPA), and to obtain the necessary approvals from the Arizona Department of Environmental Quality (ADEQ) to commence landfilling in this new fill sequence.

The Second Amendment to the Cinder Lake Landfill, Sequence D-Phase II, Landfill Excavation and Design contract is funded by the total budget appropriations of $125,000 from the Public Works-Solid Waste Capital Improvements line item (211-06-167-0631-0-4433) in fiscal year 2024-2025. This First Amendment is based on a Time and Materials Basis with a not to exceed value.

• On January 10, 2022, City Council approved Item 10.E.-Contract for Professional Services for the Cinder Lake Landfill Sequence D-Phase II Excavation Plan and Landfill Design to Tetra Tech BAS, Inc. for $148,808.00.
• On October 24, 2023, the City entered into a First Amendment to the Contract for Professional Services with Tetra Tech BAS, Inc. for an additional $45,619.00.

1. Approve the Second Amendment to the existing contract as recommended; or
2. Reject the Second Amendment to the existing contract.

When fully developed, the total size of Cell D is approximately thirty acres and has an overall airspace capacity of 3.8 million cubic yards (25 years of airspace based on current disposal trends). The estimated total cost of the full development of the 30-acre cell is $15 million, which exceeds the current budget capacity of the Solid Waste Fund. Therefore, Cell D was split into two distinct portions for development: the eastern portion and the western portion. The work completed through the existing contract Addendum will allow the eastern portion of Cell D to be fully permitted and approved for landfilling within fiscal year 2024-2025. The western portion of Cell D is budgeted for development in 2027 and 2028.

The COF Procurement Team and Landfill Team submitted a formal Request for Statements of Qualifications September 2, 2021, closing on September 24, 2021. Four vendors submitted proposals, after evaluation and interviews, a Contract for Professional Services with Tetra Tech  BAS, Inc. was taken to Council to request award of the project. On October 24, 2023, a First Amendment was entered into for increased services in the amount of $45,619.00. This Second Amendment is to increase funds for the project as the design phase continues.

High Performance Governance

• Serve the public by providing high quality customer service
• Enhance the organizations fiscal stability & increase efficiency and effectiveness

Safe & Healthy Community

• Ensure the built environment is safe through the use of consistent standards, rules and regulations, and land use practices.

Sustainable, Innovative Infrastructure

• Utilize existing long-range plan(s) that identify the community's future infrastructure needs and all associated costs.
• Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

Environmental Stewardship

• Promote, protect, & enhance a healthy, sustainable environment & its natural resources.

• Goal PF.2 - Provide sustainable and equitable public facilities, service, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.

No direct connection to the Carbon Neutrality Plan.