RES 2016-1103 - Agmt with SCS Engineers for sustainable materials management yard waste study ONIAH A,N
CAo ,4 ,i1. � v ��.. !.� Public Works Department
«ti�j t► Omaha/Douglas C ivic Center
�1 August 9, 2016 ' et 1819 Farnam Street Suite 601
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4 (402)444-5220
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City of Omaha Robert G. Stubbe,P.E.
Jean Stothert,Mayor Public Works Director
Honorable President
and Members of the City Council,
Transmitted herewith is a Resolution approving Amendment No. 1 to a Professional Services
Agreement with SCS Engineers to perform professional services for the Sustainable Materials
Management — Yard Waste Study, City of Omaha, Nebraska project. The original Agreement
was approved by Council Resolution No. 799 on June 7, 2016.
The attached Amendment to the Agreement authorizes SCS Engineers to proceed with additional
assessment services, as detailed in Exhibit B. SCS Engineers has agreed to perform these
services for a fee not to exceed $76,550.00. The fees detailed in Exhibit C of the attached
Amendment are to be paid from General Fund 11111, Solid Waste — Collection and Disposal
Organization 116321.
SCS Engineers has filed the required Contract Compliance Report, Form CC-1, in the Human
Rights and Relations Department.
The Public Works Department requests your consideration and approval of the attached
Resolution and Amendment to the Professional Services Agreement.
Respectfully submitted, Approved:
Robert G. Stubbe, P.E. Date pencer K. '' Date
Public Works Director Human Rights and Relatio Director
Approved as to Funding: Referred to City Council for Consideration:
-- e,e -120-t,La_
S ephe . Curtiss ate Mayor's Office Date
Finance Director -5
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AMENDMENT# 1 TO THE
PROFESSIONAL SERVICES AGREEMENT
CITY OF OMAHA
Sustainable Materials Management—Yard Waste Study
THIS AMENDMENT, made and entered into this CM- day of
2016 by and between the firm of SCS Engineers, a corporation of the State of irg ia,
with offices at 14755 Grover Street, Omaha,Nebraska 68144 and hereinafter referred to
as the "Provider", and the City of Omaha,Nebraska, acting by and through its Mayor,
hereinafter, referred to as the "City".
WHEREAS, the City desires to engage the Provider to amend the Engineering
Agreement for Sustainable Materials Management—Yard Waste Study, City of Omaha,
Nebraska which was entered into on June 7, 2016, hereinafter called existing Agreement.
NOW THEREFORE, it is hereby agreed that the existing Agreement be amended as
follows:
1. The existing agreement shall be amended to include additional engineering
work as outlined in the attached"Exhibit B", Schedule of Services.
2. The fee will consist of a compilation of estimated direct salary costs, direct
non-salary costs, indirect salary costs, indirect non-salary costs and direct
salary payroll additives, as provided in Exhibit"C" attached.
3. This modification will increase the existing agreement by$76,550.00
This AMENDMENT shall be deemed a part of, and be subject to all terms and conditions
of the existing Agreement. Except as modified above, the existing Agreement shall
remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused presents to be executed
by their proper officials thereunto duly authorized as to the dates below indicated.
EXECUTED by the Provider this 13th day of July , 2016.
ATTEST:
GA/OAC) BY
Michael J. Miller, ice President
EXECUTED by the City this I IlIday of RGGri ,2016.
ATTE '.
4,10 BY:ij A.4:1
City Clerk Mayor of the City of Omaha
APPROVED AS TO FORM:
:amity Attorney
Environmental Consultants 14755 Grover Street 402 884-6202
and Contractors Omaha, NE 68144 FAX 402 884-6203
www.scsengineers.com
SCS ENGINEERS
June 30, 2016
File No. 27216225.00
City of Omaha
Public Works Department
Mr. Robert G. Stubbe, P.E.
Public Works Director
1819 Farnam Street
Omaha,NE 68183
Subject: Proposed Amendment to Provide Professional Services
Sustainable Materials Management—Yard Waste Study
City of Omaha,Nebraska
Mr. Stubbe:
SCS Engineers (SCS) appreciates the opportunity to provide this proposed amendment for
professional engineering services to assist the City of Omaha, Public Works Department (City)
with solid waste management planning services. We propose to amend the existing contract for
sustainable materials management for yard waste collections and management (authorized by
Purchase Order 1224157) to allow for the additional tasks detailed below in the Scope of
Services. We have based these tasks on City Council feedback during the initial procurement
process as well as our discussions with you and Ms. Cudahy during our June 22nd meeting. This
letter proposal includes a summary of our proposed scope of work, schedule, and estimated fees.
Our proposed scope of services can be further tailored to meet your project objectives, if
necessary, and we welcome the opportunity to further discuss and refine the approach if needed.
SCOPE OF SERVICES
Task 1 — City Council Attendee Proponent / Opponent Engagement
SCS will review the archived video to identify attendees, will contact them via phone or letter to
schedule, and will conduct a face-to-face meeting to seek additional input.
Task 2 — Miracle Gro / Scotts Pacific Junction Compost Operation
Site Visit
SCS will visit the facility to observe operations, assess size and capacity as a possible alternative,
and determine overall interest should the City seek 3rd party services.
Task 3 — Peer Community Benchmarking
SCS will identify peer communities with similar size and demographics (up to 10) for inclusion
in the benchmarking effort and we will provide the list to the City for concurrence before
commencing research. We will also include nearby communities (i.e. Papillion, Council Bluffs,
Offices Nationwide 0
Mr. Robert Stubbe, P.E.
June 30, 2016
Page 2
and Lincoln) for comparison of service(s) offered. SCS will benchmark Fees and Costs,
Collection Services (i.e. frequency, routes, tonnages, vehicle size and type, technology, fuel),
Containers (i.e. bagged, cart, totes), and Customer Service (i.e. complaint management, missed
pick-ups, special services).
Task 4 — Quantitative Public Survey
SCS will develop questions to be used by a subcontractor(Wiese Research Associates (WRA) or
similar) to conduct a public opinion study among Omaha residents. The overall goal of the
research will be to gauge the attitudes and opinions of residents across the City as a whole and
not just a select few who self-elect to participate (i.e. 2012 MAPA Online Survey with 62
respondents). SCS will develop the questions, will submit to the City for review, and will meet
with the City (i.e. Public Works and Mayor) following receipt of comments to review the final
questions. SCS, and our subcontractor, suggests that a minimum sample size of 400 be used for
this quantitative survey (n=400). The sample will be screened to exclude multi-family
households (i.e. condominiums or apartments), will be performed via telephone with participants
drawn from a 50/50 mix of cell phone and landlines, will be proportionally representative of
population by zip code clusters, and we will attempt to achieve a 45% male / 55% female gender
quota. Please note that a sample size of 400 will achieve an accuracy of +/- 5% at the 95%
confidence interval which we believe is appropriate to achieve the City Council's requested
public engagement. A sample size of 600 would provide an accuracy of +/- 4% across the
population and, based on geographic dispersion, may be desirable to achieve statistical stability
for each zip code cluster. We can discuss further following your review should you desire the
larger sample size but for purposes of the proposed amendment we have assumed n=400.
Telephone surveys will be completed by WRA from their central interviewing facilities. Trained
and experienced interviewers will collect the data with appropriate industry quality control (i.e.
supervisor in progress monitoring, digital recordings) and tabulated data will be reported
showing frequency and percentage findings for the total sample as well as across the respondent
segments. For cost estimating purposes, we have assumed an average interview length of 10 —
12 minutes and the final questions will be programmed and tested by WRA before going"live".
Task 5 — Qualitative Public Survey
SCS and our subcontractor will facilitate two focus group sessions for purposes of drilling down
into the quantitative results to better comprehend City resident's attitudes and opinions ahead of
an RFP for collections. We will recruit participants (up to 12 per focus group), provide a facility
and hostess, develop a moderator guide and provide a moderator, transcribe the events, provide
an incentive to each recruit ($75 per recruit), have refreshments for participants, and provide
both stationary video and audio of the events.
ESTIMATED SCHEDULE
SCS is prepared to begin work on this expanded effort immediately and believes that there are
synergies to be realized with the existing and underway scope of services. We anticipate the first
three tasks will be completed concurrently with the existing scope of services and will be
completed on or before October 5, 2016 (120 days from June 7 approval date) assuming receipt
Mr. Robert Stubbe, P.E.
June 30, 2016
Page 3
of written notice to proceed for amendment prior to August 1, 2016. Tasks 4 and 5 will be
completed sequentially and will require up to 60 days to complete. We estimate that these tasks
will be completed on or about December 1, 2016.
PROPOSED FEE
SCS will complete the scope of services on a Time and Materials basis in accordance with the
rates included in the original contract. We have estimated a total of 250 hours of professional
time and have estimated a total project fee, inclusive of labor, expenses, and subcontractor costs
of$76,550. Our estimated fee is further broken down in Exhibit 1.
Exhibit 1 . SCS Estimated Project Fee
Task Labor Hours Labor Dollars Expense Dollars Total Dollars
1 15 $2,750 $150 $2,900
2 10 $1,550 $50 $1,600
3 150 $19,025 $225 $19,250
4 50 $8,650 $26,000* $34,650
5 25 $3,950 $14,200* $18,150
0,1
* Includes subcontractor costs
ACCEPTANCE OF WORK
SCS appreciates the opportunity to submit this proposal to provide professional engineering
services to the City of Omaha. SCS understands that the City will issue a contract amendment to
authorize these services and we will not begin until that time. Please do not hesitate to call Mike
at (402) 884-6202 with questions or comments. Otherwise, thank you in advance for your
favorable consideration and we look forward to working with you on these expanded tasks.
Sincerely,
111,4e1r
402
Michael J. Miller, CHMM Robert B. Gardner, PE, BCEE
Vice President Senior Vice President
SCS ENGINEERS SCS ENGINEERS
MJM/RGB
C-25A CITY OF OMAHA
LEGISLATIVE CHAMBER
Omaha,Nebraska
RESOLVED BY THE CITY COUNCIL OF THE CITY OF OMAHA:
WHEREAS, a Professional Services Agreement with SCS Engineers to provide
professional services for the Sustainable Materials Management — Yard Waste Study,,1City of
Omaha,Nebraska project, was approved by Council Resolution No. 799 on June 7;2016;ti4:r d,
WHEREAS, additional engineering services are required for completion of this study;
and,
WHEREAS, SCS Engineers has agreed to perform the additional services needed as
detailed in the attached Amendment No. 1 to the Agreement, which by this reference is made a
part hereof, for an additional fee not to exceed $76,550.00, which will be paid from the General
Fund 11111, Solid Waste—Collection and Disposal Organization 116321.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF OMAHA:
THAT, as recommended by the Mayor, Amendment No. 1 to the Professional Services
Agreement with SCS Engineers for additional services for the Sustainable Materials
Management—Yard Waste Study, City of Omaha,Nebraska project, is hereby approved.
BE IT FURTHER RESOLVED:
THAT, the Finance Department is authorized to pay the additional fee not to exceed
$76,550.00 for these services to be paid from General Fund 11111, Solid Waste— Collection and
Disposal Organization 116321.
1465hra APPROVED AS TO FORM:
AzA,
,ITY ATTORNEY DATE
By ' 44'
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City Clerk g/1/ /geW
Approvd:cocnk,S -
Mayor
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Resolution by
Res. that, as recommended by the Mayor.
Amendment No. I to the Professional
Services Agreement with SCS Engineers for
additional services for the Sustainable
Materials Management -- Yard Waste Study,
City of Omaha, Nebraska project, is hereby 4k.
approved; and that, the Finance Department is
authorized to pay the additional fee not to
exceed $76.550.00 for these services to be
paid from General Fund 11111, Solid Waste
Collection and Disposal Organization 116321.
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Presented to City Council
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City Clerk