MEMORANDUM - Metro Waste Authority: Providing … issues that have negatively impacted recycling,...

300 E. Locust Street, Suite 100

Des Moines, IA 50309 515-244-0021

MEMORANDUM

DATE: September 15, 2016 TO: MWA Board Members CC: MWA Staff FROM: Michael McCoy, Executive Director RE: Wednesday, September 21, 2016, Board Meeting This month’s board meeting is scheduled for Wednesday, September 21, 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 707-3869 (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 09-16-03 – Approve Revisions to MWA Investment Policy – Action for

Approval Two revisions were made to the current Investment Policy. The first revision is with how fees will be charged and the second revision removes the Investment Manager discretion in the duration of closure and post closure investment account assets. That discretion is retained by MWA. Additional information is included in the board packet. Recommend approval.

9. Resolution 09-16-04 - Approve Revisions to MWA Credit Policy – Action for Approval

We are requesting an additional option for the Executive Director and the Director of Finance to extend credit without security to be added with this revision. It allows the Executive Director and Director of Finance to jointly award an exemption up to $100,000, and is expected to only be utilized in special circumstances with large volume customers. Additional information is included in the board packet. Recommend approval.

Regular Agenda Items for Approval 10. Resolution 09-16-05 – Approve Engineering Professional Services Proposal for Metro

Park East Landfill Phase I Gas Migration Remediation Conceptual Design – Action Item Groundwater impacts likely associated with landfill gas has been identified along the Northeast perimeter of the old Phase 1 landfill at Metro Park East. SCS will develop a conceptual design and provide a cost estimate to mitigate the impact. The proposal from SCS is $67,700. The funds for the evaluation are allocated from the MPE post-closure care fund. The write-up and supporting documentation are included in the board packet. Recommend approval.

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11. Resolution 09-16-06 – Approve Engineering Professional Services Proposal for Metro

Park East Leachate Clogging Evaluation – Action Item The Phase II disposal cell at MPE has recently experienced clogging of its leachate collection piping. SCS will assess the chemical and physical properties of the unknown hard precipitate and develop a preventative maintenance plan to minimize its impact. Staff recommends the Board accept the proposal from SCS for $38,700. The evaluation will be expensed within the Metro Park East cost-center. The write-up and additional information are included in the board packet. Recommend approval.

12. Resolution 09-16-07 – Approve Professional Engineering Services for Compost Pad at

Metro Park East Landfill – Action Item HDR will finalize the design of the compost pad and access road for the proposed relocated composting facility. The proposal of $24,850 is under the budgeted amount of $70,810. Staff recommends that the Board accept the proposal from HDR for $24,850. The funds are available in the Capital and Equipment Fund. The write-up and supporting documents are included in the board packet. Recommend approval.

13. Resolution 09-16-08 – Approve Professional Engineering Services for Transfer Trailer Storage Facility at Metro Park East Landfill – Action Item HDR will update and finalize the engineering design and bid specifications for the transfer trailer storage facility at Metro Park East landfill. The proposal for the additional work is $27,000 and is within the $29,500 remaining budgeted amount in FY 16/17. The funds are available in the Capital and Equipment Fund. Supplementary information is included in the board packet. Recommend approval.

15. Project Presentation of Infrastructure and Closure at Metro Park East Landfill Jeff Dworek will give a brief presentation at the board meeting next Wednesday. There is no supplemental information included in the board packet.

16. Update on Waste Management Operations and Customer Service Staff has worked closely with Waste Management to resolve customer service and operational issues that have negatively impacted recycling, yard waste and garbage collection. As a result, Waste Management has improved customer service, but operations continues to fall short. We are currently addressing two critical operational issues: the misuse of MWA carts and inaccurate coding of materials at the recycling sorting facility. Trish Radke will give a brief update at the board meeting next Wednesday.

17. MWA Website Revision Overview Public Affairs evaluated MWA’s website WhereItShouldGo.com through internal and external analysis. As a result, the site’s content was trimmed in order to place greater emphasis on key information that’s most commonly accessed. A “less busy” homepage will make the site easier to navigate. A brief before and after will be highlighted before the site is scheduled to launch Tuesday, September 27.

18. Resolution 09-16-09 – Approval of Job Description Change and Salary Range – Action

Item Recently an evaluation was conducted of the Project/Strategy Manager’s responsibilities and salary, similar as was done in June for the Public Affairs Manager. Since the position is now open, staff recommends placing all marketing and communications

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functions under one department for consistency, as was done in the past. Thus, many of the responsibilities handled by the Project/Strategy Manager would be handled by the Business Marketing Coordinator in the Public Affairs Department. Additional information is included in the board packet. Recommend approval to move forward with the job description change and salary range.

19. Host Fee Discussion

Meetings were held with Prairie City-Monroe School District about host fees. Options were discussed about using the environmental learning center for classes. Further conversation with the school district included the reduction of $.05 in host fees for this year, and to gradually phase out the host fee all together in the following three-year period.

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Board of Directors 2016 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

Metro Waste Authority Board Meeting

September 21, 2016

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

5:45 p.m.

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 9

5. Consideration of Minutes of July 20, 2016, Metro Waste Authority BoardMeeting – Action for Approval

6. Resolution 09-16-01 – Consideration of July 2016, Monthly Expenditures –Action for Approval

7. Resolution 09-16-02 – Consideration of August 2016, Monthly Expenditures –Action for Approval

8. Resolution 09-16-03 – Approve Revisions to MWA Investment Policy - Actionfor Approval

9. Resolution 09-16- 04 – Approve Revisions to MWA Credit Policy – Action forApproval

END CONSENT AGENDA

Approval of Regular Agenda - Items 10 through 13 and Item 18

10. Resolution 09-16-05 - Approve Engineering Professional Services Proposal forMetro Park East Landfill Phase I Gas Migration Remediation Conceptual Design– Action Item

11. Resolution 09-16-06 - Approve Engineering Professional Services Proposal forMetro Park East Leachate Clogging Evaluation – Action Item

12. Resolution 09-16-07 - Approve Professional Services Proposal for CompostPad Design at Metro Park East Landfill – Action Item

13. Resolution 09-16-08 - Approve Professional Engineering Services for TransferTrailer Storage Facility at Metro Park East Landfill – Action Item

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MWA Board Meeting September 21, 2016

14. Monthly Construction Change Order Report Update – Jeff Dworek

15. Project Presentation of Infrastructure and Closure at Metro Park East Landfill –

Jeff Dworek

16. Update on Waste Management Operations and Customer Service – Trish Radke

17. MWA Website Revision Overview – Leslie Irlbeck

18. Resolution 09-16-09 – Approval of Job Description Change and Salary Range –

Action Item

19. Director’s Report • Host Fee Discussion

20. Chair’s Report 21. General Board Discussion and Other Business

22. Adjournment October Executive/Finance Meeting: October 5, 2016, Hopkins and Huebner Law Firm, 2700 Grand Avenue, Ste. 111, Des Moines, Iowa, 12:00 p.m. October Board Meeting: October 19, 2016, MWA Central Office, 300 E. Locust Street, Suite 100, Des Moines, Iowa, 5:45 p.m.

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300 E. Locust Street, Suite 100

Des Moines, IA 50309 515-244-0021

July 20, 2016, Metro Waste Authority Board Meeting Minutes

1. Call to Order

The meeting was held at Metro Waste Authority’s Central Office. Dean O’Connor, interim chair, called the July 20, 2016, 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 John Edwards, Clive Skip Moore, Des Moines Ty Blackford, Grimes Matt Brown, Johnston Jon Woods, Mitchellville Tim Hoskins, Norwalk Curt Gause, Pleasant Hill Dan Lane, Polk City Tom Hockensmith, Polk County Dave McKay, Urbandale Threase Harms, Windsor Heights arrived 5:54 p.m. Chair O’Connor presented MWA Board of Director service awards to past board members Ron Long and Gerd Clabaugh. Ron Long was a representative for the City of Grimes and served on the MWA Board from January 2004 to June 2015. Gerd Clabaugh was a representative for the City of Johnston and served on the MWA Board from 2006 to 2015.

2. Approval of Regular Agenda

Moved by Ankeny, seconded by Mitchellville, to approve the July 20, 2016, board meeting agenda as presented. Motion carried unanimously by voice vote.

3. Public Forum

Central Iowa Sierra Club and RecycleMe Iowa representatives and several local citizens expressed their concerns over ending the Compost It! program. Comments were shared with the Board to consider other alternatives and options to avoid sending yard waste material to the landfill and to continue to produce compost. Chair O’Connor closed the public forum at 6:03 p.m. ______________________________________________________________________ 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 10

Moved by Polk County, seconded by Windsor Heights, to approve the Consent Agenda, items 4 through 10. Motion carried unanimously by voice vote.

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5. Consideration of Minutes of June 15, 2016, Metro Waste Authority Board Meeting – Action for Approval

6. Resolution 07-16-01 - Consideration of May 2016, Financial Statements - Action to Receive and File

7. Resolution 07-16-02 - Consideration of June 2016, Monthly Expenditures - Action for

Approval

8. Resolution 07-16-03 - Approval of Aureon Communications Contract - Action for Approval

9. Resolution 07-16-04- Approval of Executive Director Contract - Action for Approval 10. Resolution 07-16-05 - Approval of Revisions to Purchasing Authority Limits - Action for Approval END CONSENT AGENDA ____________________________________________________________________________ Regular Agenda Items for Approval - Items 11 through 15 11. Resolution 07-16-06 – Recommendation of MWA Board of Director Officers - Action

Item Metro Waste Authority board officer elections are held annually in January of each calendar year. Typically MWA board officers serve two one-year terms. Dean O’Connor the current interim chair and Mark Holm the current chair pro tem were interested in serving as chair and vice-chair respectively. Separate motions were proposed for the chair and vice-chair positions to serve through the end of the annual term, January 2017. No other nominations were brought forward. Moved by Polk County, seconded by Des Moines, to appoint Dean O’Connor, Altoona, as board chair to serve through the end of the annual term. Motion carried by voice vote. 12 yes votes, 1 abstain, Altoona Moved by Mitchellville, seconded by Polk County, to appoint Mark Holm, Ankeny, as board vice-chair to serve through the end of the annual term. Motion carried by voice vote. 12 yes votes, 1 abstain, Ankeny

12. Resolution 07-16-07 - Approval of Revision to MWA Public Records Request Policy – Action Item

The public records request policy revision covers standard and non-routine requests received from businesses for financial and tonnage information, and directs staff with regard to handling the requests. Moved by Clive, seconded by Windsor Heights, to approve Resolution 07-16-07. Motion carried unanimously by voice vote.

13. Resolution 07-16-08 - Approval of MWA Personnel Manual – Action Item The MWA personnel manual describes the procedures for guiding MWA supervisors in managing their employees. The manual also documents guidelines and provides resources for managers in dealing with personnel management.

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Moved by Polk County, seconded by Polk City, to approve Resolution 07-16-08. Motion carried unanimously by voice vote.

14. Resolution 07-16-09 – Decision on Composting Operations – Action Item MWA staff shared all information regarding composting operations with the Board at previous meetings. No further questions or comments were received. The proposal before the Board is to move composting operations from the current location on Harriet Street in Des Moines to the Metro Park East landfill to increase operational efficiencies. Through conversations with the City of Des Moines, MWA will continue to offer services with regard to Des Moines scrub events and in circumstances of storm events. Moved by Clive, seconded by Windsor Heights, to approve Resolution 07-16-09. Motion carried unanimously by voice vote.

15. Resolution 07-16-10 – Decision on Comingle Collection – Action Item The Board has been discussing comingle collection since state legislation changed over a year ago. All facts and data relating to comingle collection were shared with the Board and communities. No further questions or comments were received. The purpose of this resolution is for the Board to make a decision regarding comingle collection. After further discussion, the Board proposed to table any decision on comingle collection for three years, and have staff continue research and provide new updates to the Board. The executive director responded to questions and comments that came forth from the public forum exchanges, and clarified misconceptions.

Moved by Des Moines, seconded by Johnston, to table any decision on comingle collection for three years until July of 2019. Motion carried unanimously by roll call vote. 13 Yes votes, 0 No votes Altoona, yes; Ankeny, yes; Clive yes; Des Moines, yes; Grimes, yes; Johnston, yes; Mitchellville, yes; Norwalk, yes; Pleasant Hill, yes; Polk City, yes; Polk County, yes; Urbandale, yes; Windsor Heights, yes.

16. Monthly Construction Change Order Report Update

There were no change orders to report. Staff met with the contractor and will have final change orders to close out the project at a future date.

17. Director’s Report A recommendation was presented to the Board about removing the cash flow statement from the monthly board packets which would reduce staff time substantially each month and increase efficiencies. The cash flow statements will be presented to the Board during the annual financial audit. There was no discussion, Board approved the recommendation. A recommendation was presented to the Board to have staff make changes with regard to professional services for investment banking. As a continuous improvement, there would be a significant cost savings to pursue more competitive pricing of professional services for MWA investment banking. There was no discussion, Board approved the recommendation.

The Solid Waste Association of North America (SWANA) will host the 2016 Wastecon conference in Indianapolis, Indiana from August 22 - August 25. Board members who

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are interested in attending should contact Director McCoy or Geri Crawford about registration. Metro Waste Authority has been notified to receive the Governor’s Environmental Excellence Award for waste management by implementing the innovative technique of the “pancake” method for more efficient trash compaction, which will extend the capacity of the landfill for nine years.

The August executive/finance committee meeting will be held on Wednesday, August 3, at Hopkins and Huebner Law Firm (2700 Grand Avenue, Ste. 111, Des Moines, Iowa) at 12:00 p.m.

The August board meeting will be held at MWA Central Office (300 E. Locust Street, Ste. 100, Des Moines, Iowa) on Wednesday, August 17, at 5:45 p.m.

18. Chair’s Report

Chair O’Connor thanked all board members for their active participation in the last month, and for approving him and Mark Holm to serve out the chair and vice-chair board officer positions through the end of the annual term.

19. General Board Discussion and Other Business Skip Moore, Des Moines, addressed the tomorrow plan. 20. Adjournment

Moved by Polk County, seconded by Polk City, to adjourn the July 20, 2016, board meeting. Motion carried unanimously by voice vote. Meeting adjourned at 6:39 p.m. __________________________________ _____________________________

Michael McCoy, Executive Director Dean O’Connor, Chair

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Metro Waste Authority Board Monthly Board Meeting

September 21, 2016 AGENDA ITEM 8

ITEM: Approve revisions to MWA Investment Policy.

SUMMARY: Two revisions were made to the current Investment Policy. The first revision is with how fees will be charged and the second revision removes the Investment Manager discretion in the duration of closure and post closure investment account assets. That discretion is retained by MWA.

DISCUSSION POINTS: In August 2016, MWA changed Investment Managers from US Bank to RBC Wealth Management – Rooney & Lamb Investment Group. This switch also changed how MWA would be paying for the Investment Management services. Instead of paying based on asset balances each quarter, the new fee structure is based on charges per transaction. This required the removal of verbiage in the current policy regarding compensation based on percentage of assets under management.

The second revision is in the section regarding asset allocation. In detailing the closure and post closure asset accounts asset duration, the Investment Manager’s discretion was removed from the 50% group. This still allows a mix of ranges for 50% of these funds, but this will be designated by MWA now and not at the Investment Manager’s discretion.

STAFF RECOMMENDATION: Recommend approval of Investment Policy revisions.

BUDGET REQUIREMENTS: N/A

CONTACT: Kent Farver, Director of Finance, 515-323-6506

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The on-line version and secured hardcopy are the controlled documents. The secured hardcopy will be identified

by an “Official Document” stamp giving date of distribution. Any and all other documents are uncontrolled.

Contact the Policy Coordinator or refer to MWA’s Computer Share Drive for latest version.

CONTENTS 1.0 PURPOSE 2.0 SCOPE 3.0 DEFINITIONS 4.0 RESPONSIBILITIES 5.0 PROCEDURES 6.0 REVIEW 7.0 REFERENCES/RELATED DOCUMENTS 1.0 PURPOSE

The purpose of this investment policy (“investment policy statement” or “IPS”) is to ensure that all Authority investments comply with the applicable state and federal laws and conform to the provisions of this policy.

2.0 SCOPE

2.1 The Investment Policy of the Metro Waste Authority shall apply to all operating funds,

bond proceeds and other funds and all investment transactions involving operating funds, bond proceeds and other funds accounted for in the financial statements of the Authority. Every investment made by the Authority shall be pursuant to State law and this Investment Policy.

2.2 The investment of bond funds or sinking funds shall comply not only with this Investment

Policy, but also be consistent with any applicable bond resolution. 2.3 This Investment Policy is intended to comply with Iowa Code Chapter 12B. 2.4 Upon passage and upon further amendment, if any, copies of this Investment Policy shall

be delivered to all of the following:

2.4.1 The Metro Waste Authority Board of Directors, the Authority attorney, and the Authority Director and Director of Finance.

2.4.2 All depository institutions or fiduciaries for public funds of the Metro Waste Authority

2.4.3 The auditor engaged to audit any fund of the Metro Waste Authority.

2.5 In addition, a copy of this Investment Policy shall be delivered to each third party

assisting with or facilitating investment of the funds of the Metro Waste Authority.

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3.0 DEFINITIONS 4.0 RESPONSIBILITIES 5.0 PROCEDURE

5.1 Delegation of Authority

5.1.1 The responsibility for conducting investment transaction resides with the Director of Finance of the Metro Waste Authority in accordance with Section 12B.10 (1) of the Iowa Code. Only the Director of Finance and those authorized to act in his/her absence by the Resolution of the Authority Board of Directors may invest public funds.

5.1.2 All contacts or agreements with outside persons investing public funds, advising

on the investment of public funds, directing the deposit or investment of public funds or acting in a fiduciary capacity for the Metro Waste Authority shall require the outside person to notify the Authority in writing within thirty (30) days of receipt of all communication(s) from the Auditor of the outside person or any regulatory authority of the existence of a material weakness in internal control structure of the outside person or regulatory orders or sanctions regarding the type of services being provided to the Authority by the outside person.

5.1.3 The records of investment transaction made by or on behalf of the Metro Waste

Authority are public records and are the property of the Authority, whether in the custody of the Authority or any of its officers or in the custody of a fiduciary or other third party (any transaction(s) or tickets initiated on behalf on MWA will be recorded and verified by MWA on a quarterly basis).

5.1.4 The Director of Finance shall establish a written system of internal controls and

investment practices. The controls shall be designed to prevent losses of public funds, to document those officers and employees of the Metro Waste Authority responsible for elements of the investment process and to assess the capability of investment management. The controls shall provide for receipt and review of the audited financial statement and related reports on the internal control structure of all outside persons performing any of the following for the Authority:

5.1.4.1 Investing public funds.

5.1.4.2 Advising on the investment of public funds.

5.1.4.3 Directing the deposit of investment of public funds.

5.1.4.4 Acting in a fiduciary capacity for the Authority.

5.1.5 A bank, savings and loan association or credit union providing only depository services shall not be required to provide an audited financial statement or related report on internal control structure.

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5.2 Responsibility for Compliance

5.2.1 It shall be the responsibility of the Authority’s Director of Finance to ensure that all Authority funds are invested in compliance with this policy. The Director of Finance shall issue monthly reports, which shall include the monies invested, the type of investment, the return on the investment and the length of the investment. The report shall also identify the financial institution which handled the investment as well as a statement by the Director of Finance that he has reviewed all of the investments set out in the report and determined that each investment is in compliance with the Authority Investment Policy. (Note: any person(s) acting on behalf of the Authority shall act only in the capacity of a Financial Advisor with a Fiduciary Duty to the Authority, and Financial Advisor shall be solely compensated on a percentage of Assets Under Management Basis. Any trading commissions incurred will be waived.)

5.3 Objectives

5.3.1 The primary objectives, in priority, of all investment activities involving the

financial assets of the Metro Waste Authority shall be the following:

5.3.1.1 Safety. Safety and preservation of principal in the overall portfolio is the foremost investment objective.

5.3.1.2 Liquidity. Maintaining the necessary liquidity to match expected liabilities is the second investment objective.

5.3.1.3 Return. Obtaining a reasonable return is the third investment objective.

5.4 Asset Allocation

5.4.1 The aggregate funds of the Authority shall be allocated as follows:

5.4.1.1 Sweep/Money Market Account – this account shall consist of assets with

a maturity of less than twelve (12) months and be comprised of money market assets (including but not limited to, Certificates of Deposit and Commercial Paper) and be constructed to accommodate the Authority’s month-to-month cash flow needs. MWA will provide Financial Advisory with a minimum daily liquidity need, which can be updated with 30 day notice.

5.4.1.2 Investment Cell Development Account – this account shall accommodate for the further development of landfill cells and the maturity profile of all assets shall not exceed three (3) months prior to the expected utilization of said assets as determined by the Director of Finance of MWA. The Assets shall also only be allocated to Demand Deposit Accounts or marketable US Treasury Bills/Notes depending on the maturity profile. MWA will provide Advisor with detailed dates and amounts of fund liquidation.

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5.4.1.3 Closure and Post-Closure Account – this account shall consist of assets

with the following minimum allocation to US government and/or US Government agency bonds within the following duration ranges:

5.4.1.3.1 20% - 1 - 3 years

5.4.1.3.2 20% - 3 – 7 years

5.4.1.3.3 10% - 7 - 15 years

5.4.1.3.4 0% - 15 – 30 years

5.4.1.3.5 50% - at the Manager’s discretion (within the guidelines of the

IPS) with respect to maturity.

5.5 Prudence

5.5.1 The Director of Finance of the Metro Waste Authority, when investing or depositing public funds, shall exercise the care, skill, prudence and diligence under the circumstances then prevailing, that a person acting in a like capacity and familiar with such matters would use to attain the objective stated in section 5.3. This standard requires that when making investment decisions, the Director of Finance shall consider the role that the investment or deposit plays within the portfolio of assets of the Authority and the investment objectives stated in section 5.3.

5.6 Instruments Eligible For Investment

5.6.1 Assets of the Metro Waste Authority may be invested in the following:

5.6.1.1 Interest bearing savings accounts, interest bearing money market

accounts, and interest bearing checking accounts at any bank, savings and loan association or credit union. Deposits in any financial institution shall not exceed the amounts approved by the Director of Finance.

5.6.1.2 Obligations of the United States government, its agencies and instrumentalities.

5.6.1.3 Certificates of deposit and other evidences of deposit at federally insured

Iowa depository institutions approved and secured pursuant to Chapter 12C of the Iowa Code.

5.6.1.4 Repurchase agreements, provided that the underlying collateral consists

of obligations of the United State government, its agencies and instrumentalities and the Director of Finance takes delivery of the collateral either directly or through an authorized custodian.

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5.6.1.5 Iowa Public Agency Investment Trust (IPAIT). 5.6.1.6 Commercial paper or other short-term corporate debt that matures within

270 days of purchase and is rated within the two highest classifications as established by at least one of the standard rating services approved by the Superintendent of Banking.

5.6.1.7 An open-end management investment company registered with the

Securities and Exchange Commission under the Federal Investment Company Act of 1940, 15 U.S.C. Section 80(a) and operated in accordance with 17 C.F.R. Section 270.2a-7, whose portfolio investments are limited to those instruments individually authorized in section 5.6 of this Investment Policy.

5.6.1.8 The phrase “financial institution” as used in this Investment Policy shall

mean a bank, savings and loan or a credit union. All instruments eligible for investment are further qualified by all other provisions of this Investment Policy including section 5.8 and section 5.9.

5.7 Prohibited Investments and Investment Practices

5.7.1 Assets of the Metro Waste Authority shall not be invested in the following:

5.7.1.1 Reverse repurchase agreements. 5.7.1.2 Futures and options contract.

5.7.2 Assets of the Metro Waste Authority shall not be invested pursuant to the

following investment practices: 5.7.2.1 Trading of securities of speculation or for the realization of short-term

trading gains. 5.7.2.2 Pursuant to a contract providing for the compensation of an agent or

fiduciary based upon the performance of the invested assets. 5.7.2.3 If a fiduciary or third party with custody of public investment transactions

records of the Metro Waste Authority fails to produce requested records when requested by the Board of Directors or Director of Finance within a reasonable time, the Director of Finance shall make no new investment with or through the fiduciary or third party.

5.8 Investment Maturity Limitations

5.8.1 Operating Funds must be identified and distinguished from all other funds

available for investment. Operating Funds are defined as those funds, which are reasonably expected to be expended during a current budget year or within fifteen (15) months of receipt (as further described in section 5.5 above).

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5.8.2 All authorized investments in section 5.6 are subject to the following investment

maturity limitations:

5.8.2.1 Operating funds may only be invested in instruments authorized in section 5.6 of this Investment Policy that mature within three hundred ninety-seven (397) days. The Director of Finance may invest funds of the Metro Waste Authority that are not identified as Operating Funds in investments with maturities longer than three hundred ninety-seven (397) days. However, all investments shall have maturities that are consistent with the needs and use of the Metro Waste Authority.

5.9 Diversification

5.9.1 Investments of the Metro Waste Authority are subject to the following

diversification requirements: 5.9.1.1 Prime Bankers’ Acceptances:

5.9.1.1.1 At the time of purchase, no more than ten percent of the

investment portfolio of the Metro Waste Authority shall be invested in prime bankers’ acceptances, and

5.9.1.1.2 At the time of purchase, no more than five percent of the

investment portfolio of the Metro Waste Authority shall be invested in securities of a single issuer.

5.9.1.2 Commercial Paper or Other Short-Term Debt:

5.9.1.2.1 At the time of purchase, no more than ten percent of the

investment portfolio of the Metro Waste Authority shall be invested in commercial paper or other short-term corporate debt, and

5.9.1.2.2 At the time of purchase, no more than five percent of the

investment portfolio of the Metro Waste Authority shall be invested in the securities of a single issuer, and

5.9.1.2.3 At the time of purchase, no more than five percent of all

amounts invested in commercial paper and other short-term debt shall be invested in paper and debt rated in the second highest classification.

5.10 Assets shall be diversified to eliminate the risk of loss resulting from over concentration of

assets in a specific maturity, a specific issuer, or a specific class of securities. In establishing specific diversification strategies, the following general policies and constraints shall apply:

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5.10.1 Portfolio maturities shall be staggered in a way that avoids undue concentration of assets in a specific maturity date. Maturities shall be selected which provide stability of income and reasonable liquidity consistent with cash requirements of the Authority (as well as defined in section 5.4.1.1 above)

5.10.2 Liquidity practices to ensure that the next disbursement date and payroll date are

covered through maturing investments, marketable US Treasury bills or cash on hand shall be used at all time.

5.10.3 Risks of market price volatility shall be controlled through maturity diversification

so that aggregate price losses on instruments with maturities approaching one year shall not be greater than coupon interest and investment income received from the balance of the portfolio.

5.10.4 Investments are to be diversified so that at the time of purchase, no more than

two million dollars of the Metro Waste Authority’s funds are invested in obligations, evidences of indebtedness, or securities of a single issuer excluding U.S. Government Securities.

5.10.5 Checking account balances shall be maintained to provide for the Authority’s

necessary operating funds but any balances in excess of short term operational needs will be invested pursuant to the provisions of this policy.

5.10.6 At the time of purchase no more than twenty-five percent (25%) of the investment

portfolio of the Metro Waste Authority shall be invested in any of the instruments eligible for investment as set out in section 5.6 of this policy, without express permission of the Authority’s Investment Committee excluding U.S. Government Securities.

5.11 Safekeeping and Custody

5.11.1 All invested assets of the Metro Waste Authority involving the use of a public

funds custodial agreement, as defined in Section 12B.10 of the Iowa Code, shall comply with all rules adopted pursuant to Section 12B.10C of the Iowa Code. All custodial agreements shall be in writing and shall contain a provision that all custodial services are provided in accordance with the laws of the State of Iowa.

5.12 Ethics and Conflict of Interest

5.12.1 The Director of Finance and all officers and employees of the Metro Waste

Authority involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions. Any personal investments or loans in excess of $25,000 in or with any entity that the Authority has declared as a depository or with which the Authority regularly conducts investment business shall be disclosed in writing to the Board of Directors.

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5.13 Benchmark

5.13.1 The portfolio shall be compared on a relative basis with the relevant Barclays US Government Bond Index on an annual basis.

6.0 REVIEW

This Investment Policy shall be reviewed every three (3) years or more frequently as deemed appropriate by the Metro Waste Authority’s Investment Committee. Notice of amendments to the Investment Policy shall be promptly given to all parties noted in Section 2.0.

7.0 REFERENCES/RELATED DOCUMENTS Metro Waste Authority Board Resolution, Resolution No. 08-13-04

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September 21, 2016 AGENDA ITEM 9

ITEM: Approve revisions to MWA Credit Policy.

SUMMARY: An additional option for the Executive Director and the Director of Finance to extend credit without security is added with this revision. It allows the Executive Director and Director of Finance to jointly award an exemption up to $100,000 under special circumstances for certain customers.

DISCUSSION POINTS: The current Credit Policy did not have any options for credit without security for credit extensions past $50,000. This has caused some issues for large customers that MWA works with that have multiple departments utilizing our services. This additional section in the policy allows the Executive Director and Director of Finance to jointly extend unsecured credit up to a $100,000 maximum. The exemption must be justified based on efficiency, serving the best interest of MWA, past payment and credit history of the customer, and the capacity of the customer to repay the debt. It is expected to only be utilized in special circumstances with large volume customers.

STAFF RECOMMENDATION: Recommend approval of Credit Policy revisions.

BUDGET REQUIREMENTS: N/A

CONTACT: Kent Farver, Director of Finance, 515-323-6506

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The on-line version and secured hardcopy are the controlled documents. The secured hardcopy will be identified

by an “Official Document” stamp giving date of distribution. Any and all other documents are uncontrolled.

Contact the Policy Coordinator or refer to MWA’s Computer Share Drive for latest version.

CONTENTS 1.0 PURPOSE 2.0 SCOPE 3.0 DEFINITIONS 4.0 RESPONSIBILITIES 5.0 PROCEDURES 6.0 REVIEW 7.0 REFERENCES/RELATED DOCUMENTS 1.0 PURPOSE

This Credit Policy has been established by the Metro Waste Authority (“MWA”) Board of Directors to authorize policy regarding credit accounts. In order for MWA to extend credit, qualified customers are required to complete an MWA Credit Application. The Director of Finance of MWA will evaluate the Credit Application and approve or deny credit. If approved, the customer will sign a credit agreement agreeing to the terms and conditions set out below.

2.0 SCOPE This policy applies to qualified customers who are required to complete the MWA Credit Application.

3.0 DEFINITIONS

4.0 RESPONSIBILITIES 5.0 PROCEDURES

5.1 Credit Extended Without Security

5.1.1 All customers of Authority facilities shall be on a cash basis unless credit has been applied for and extended to them by MWA.

5.1.2 MWA’s Director of Finance shall have the authority to extend credit to customers up to $10,000; or $50,000 on a per job basis for Special Waste.

5.1.3 Under special circumstances, MWA’s Executive Director and Director of Finance

shall have the authority to jointly agree to extend credit to a customer up to $100,000 based on an examination of the business who has requested this exemption and the volume of services that MWA provides to the business. The decision to grant this exemption up to $100,000 shall be based on whether this exemption serves the best interest of MWA and improves the efficiency of

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conducting business including administrative savings, past credit and payment history of the customer, and the financial capacity of the business to pay their debt. The Executive Director and the Director of Finance reserve the right to deny a request for exemption.

5.1.4 All statements are due upon receipt. In the event bills are not paid within 30 days

of the billing date, all sums then due shall become immediately due and payable, and no further credit will be extended, and the customer will be placed on a cash basis.

5.1.5 Checks that are returned non-sufficient funds “NSF” will be charged an additional

$30.00 per check administrative fee.

5.1.6 In the event it becomes necessary for MWA to initiate legal action against the customer for failure to pay amounts when due, the customer will pay the reasonable attorney fees, collection costs, and court costs incurred by MWA.

5.2 Credit Extended With Security

5.2.1 All MWA customers requesting credit whose monthly disposal bill exceeds $10,000 for solid waste disposal, or exceeds $50,000 on a per job basis for Special Waste disposal, will be required to post financial security satisfactory to MWA in an amount sufficient to cover the extension of credit requested by the customer. Credit shall be extended only so long as the security remains in full force and effect.

5.2.2 Examples of security satisfactory to the Authority are:

5.2.2.1 A Security Bond for a cash amount equal to the credit amount requested;

or

5.2.2.2 A letter of Credit for a cash amount equal to the credit amount requested; or

5.2.2.3 An assignment of Certificates of Deposit or a deposit account in an

amount equal to the credit amount requested; or

5.2.2.4 A pre-payment of charges with cash deposit.

5.2.3 All statements are due upon receipt. Customers are required to pay all charges within 30 days of the billing date regardless of the amount of credit. If a customer fails to pay within 30 days of the billing date, the account will be declared delinquent, no further credit will be extended, and the customer will be placed on a cash basis.

5.2.4 Whenever a customer’s security expires, the customer shall be placed on a cash

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basis. Once a customer’s credit limit is met, the customer will be placed on a cash basis for all charges in excess of the secured credit amount. Checks that are returned non-sufficient funds “NSF” will be charged an additional $30.00 per check administrative fee.

5.2.5 In the event it becomes necessary for MWA to initiate legal action against the

customer for failure to pay amounts due, the customer will pay the reasonable attorney fees, collection costs, and court costs incurred by MWA.

5.3 Payment of Credit Balances

5.3.1 Customers may pay all credit balances by cash, check, ACH deposit, or approved credit card; however, balances paid by credit card will not be eligible for the tipping fee discounts provided in the Hauler Rebate Contracts.

5.4 Member Municipalities Users

5.4.1 MWA Credit Policy shall not apply to the member municipalities of Metro Waste

Authority except for the following: 5.4.1.1 All members are required to pay all statements within 45 days of the

billing date.

5.4.1.2 In the event bills are not paid within 45 days of the billing date, the member will be placed on a cash basis until further notice.

5.4.1.3 Members are required to pay by cash or check in order to qualify for

the tipping fee discounts provided in Hauler Rebate contracts.

5.5 Collection

5.5.1 In the event credit terms are not adhered to by the customer, the Director of Finance and/or Director of Operations shall take appropriate action to collect all invoices when due to limit MWA’s exposure to loss including denial of access to facilities.

6.0 REVIEW

This policy will be reviewed on an as needed basis.

7.0 REFERENCES/RELATED DOCUMENTS Metro Waste Authority Board Resolution, Resolution No. 02-11-05

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September 21, 2016

AGENDA ITEM 10

ITEM Approve Engineering Professional Services Proposal for Metro Park East (MPE) Landfill Phase 1 Gas Migration Remediation Conceptual Design

SUMMARY Groundwater impacts likely associated with landfill gas has been identified along the Northeast perimeter of the old Phase 1 landfill (Blue area in Figure 1).

SCS will develop a conceptual design and cost estimate to mitigate the impact.

DISCUSSION POINTS SCS will perform addition field investigation to determine the landfill gas impact and develop a remediation strategy.

SCS is a nationally known solid waste consulting firm with numerous landfill clients across the United States. They currently perform MWA’s Air Quality consulting services.

Proposed tasks (Attachment A):

⇒ Conduct Background Review $ 5,100 ⇒ Additional Field Investigation $41,100 ⇒ Conceptual Design $15,200 ⇒ Construction Cost Estimate $ 6,300

$67,700 The groundwater impact was discovered during routine sampling of the perimeter groundwater wells. An Assessment of Corrective Measures Report proposed control of gas migration as a potential method to mitigate the groundwater impact.

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from SCS for $67,700.

BUDGET REQUIREMENTS The funds for the evaluation are allocated from the MPE Post-closure care fund.

ATTACHMENTS Attachment A – SCS Proposal

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

Figure 1 MPE Phase 1 Groundwater Impact Area

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E X H I B I T A - 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: Phase I Gas Migration Remediation Conceptual Design

Metro Park East Landfill SCS Engineers Proposal Number MWA-2016-016

S C O P E O F S E R V I C E S

Groundwater impacts likely associated with landfill gas have been identified along the northwest perimeter of the pre-Subtitle D Phase I municipal solid waste (MSW) landfill unit at the Metro Park East Landfill (MPE). Barker Lemar Engineering Consultants (Barker Lemar) prepared an Assessment of Corrective Measures Report discussing the impacts. The Report proposed control of gas migration along the northwest perimeter of Phase I as a potential method to limit and/or mitigate the groundwater impacts in this area. The purpose of this scope of services is to evaluate the data obtained to date, complete additional analysis pertinent to landfill gas impacts to groundwater, evaluate remedial strategies, and develop a conceptual design and cost estimate for the selected remedial measure.

SCS will complete the following tasks under this assignment:

1. Review of background information. SCS will review available documents and data related to the Phase I landfill design, construction, and monitoring systems as they relate to the identified impacts. The following is a general list of documents, or informational items, that SCS will review:

a. Geologic/hydrogeologic evaluation reports.

b. Groundwater monitoring reports including the Assessment of Corrective Measures Report prepared by Barker Lemar.

c. As-built construction diagrams for the gas monitoring probes and historical monitoring data, including depth to water measurements if collected.

d. Laboratory test reports on gas monitoring probe samples, including fingerprinting analysis.

e. Data on the vertical and horizontal limits of waste (landfill base and cover grades).

f. As-built construction diagrams for the gas extraction system installed across Phase I and monthly wellfield balancing data.

g. Construction diagrams for the leachate collection system installed across Phase I including the locations of sumps, side slope risers, vertical manholes, leachate collection pipes, and other leachate conveyance components, particularly in the northwestern portion of the site if available.

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During the review process, SCS will arrange conference calls with Metro Waste Authority (MWA) to discuss questions and obtain additional information that might be necessary to facilitate our understanding of the processes occurring at the facility.

2. Additional Field Evaluation. Following the data evaluation conducted under Task 1, SCS will conduct additional field investigations to develop a conceptual LFG to groundwater interaction model (LFG/GW Model). As part of development of the model, the following evaluations may be used to better understand the impacts, migration pathways, and remedial measures to address the groundwater impacts.

a. Assess the potential solubility of detected LFG constituents into groundwater using Henry’s law.

b. Calculate the probability of impacts to groundwater from LFG and leachate using the impact probability rating system developed by Anthony Romito and Mark Allendorf.

c. Evaluate for the presence of source parameters in the surrounding soils and their potential to leach into the groundwater.

d. Prepare trilinear diagrams to assess the current groundwater and leachate chemistries.

e. Compare parameters detected in the groundwater, leachate, LFG, and groundwater well headspace.

In order to complete the above evaluations, SCS will collect additional field samples and conduct a subsurface Geoprobe assessment in the vicinity of the impacted wells. Prior to beginning work at the site, SCS will develop a Site-Specific Health and Safety Plan, and prepare a Work Plan to guide field activities. We have assumed that the Work Plan does not need to be submitted to IDNR prior to completing field activities. Furthermore, since work will be completed with a Geoprobe and no casings will be installed, SCS is able to complete this internally, and oversight by an IDNR-Certified Well Contractor is not necessary.

The Geoprobe assessment will focus on the area immediately adjacent to and downgradient from the impacted wells in the northwest corner of Phase I (MW-21, MW-57, and MW-58). Although not yet formally developed, the Geoprobe field exploration is anticipated to include the following tasks:

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Location Investigation Samples to be Collected Near impacted wells (MW-21, MW-57 & MW-58)

Geoprobe at three locations around each well

-Analyze for the presence of methane -Collect soil sample near each well (3)

Downgradient from impacted wells

Geoprobe multiple locations NW and SE of drainage channel;

-Analyze for the presence of methane -Collect Summa canister gas samples (2) -Collect soil samples (2) -Collect groundwater samples (5)

Upgradient well location

Geoprobe near an upgradient “control” well

-Analyze for the presence of methane -Collect soil sample (1)

If, during the subsurface assessment, landfill gas is not observed at the probe locations, SCS may elect to leave the borehole open capping the top of the borehole to reduce the potential for landfill gas escaping. SCS would return to the locations throughout the remainder of the week of field work to monitor the headspace for landfill gas and to possibly collect groundwater and/or headspace gas samples. If the presence of landfill gas is noted during the initial field work, leaving these probe holes open will not be necessary.

In addition to the samples collected as part of the Geoprobe assessment, samples from the existing leachate, landfill gas, and groundwater system will be collected. Although some of the samples proposed for analysis have been collected in the past, we believe it is prudent to collect a full suite of analytical data at a single point in time to develop current correlations and a robust understanding of the interconnections between groundwater, landfill gas and leachate.

A summary of the field samples to be collected and analyzed as part of the additional field exploration is provided below.

Sample Type Sample Location Analysis

Gas / Summa Canister

Gas system header line (1) Landfill gas extraction wells (2) Groundwater well headspace (3) Geoprobe locations (3)

VOCs Fixed Gases

Leachate & Groundwater

Leachate (3) Groundwater wells (3 impacted, 1 upgradient) Geoprobe locations (5)

VOCs Cations/Anions Dissolved Gasses Select Inorganics

Soil Geoprobe near impacted wells (3) Geoprobe near upgradient well (1) Geoprobe downgradient of impacted wells (2)

Total Metals TCLP Metals SPLP Metals

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Approximate investigation and sample locations are shown below.

Following review of the data collected during the additional field investigation, SCS will prepare a LFG/GW Model summary detailing our interpretation of the data and the likely mechanism for landfill gas to be contributing to the impacts to groundwater. SCS will arrange for a meeting with MWA to discuss this LFG/GW Model, our findings and conclusions. During this meeting, we will discuss potential corrective measures available and discuss the recommended corrective measure for which to complete the conceptual design.

3. Prepare Conceptual Design of Corrective Measures. Based on the results of the data evaluation and the conceptual LFG/GW Model prepared as part of Task 2, SCS will prepare a conceptual design for a system to address the groundwater impacts. The design will be presented to MWA in a letter report and will include a narrative on the design of

Geoprobe around wells; LFG monitoring; collect soil sample from vadose

zone

Geoprobe location; LFG monitoring only Geoprobe location; groundwater and Summa sampling if gas detected

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the system and concept level drawings specifying the location of the major system components. The report will be suitable for submittal to IDNR but not permit level design.

4. Prepare construction cost estimate. SCS will prepare a budgetary cost estimate for designing and constructing the conceptual design prepared in Task 3. SCS will prepare the cost estimates using SCS’s internal cost estimating programs supplemented by published costs references (RS Means or other sources), and Metro-specific cost information as available. A letter report detailing the results of the cost estimate including the source of the unit costs will be provided to MWA.

E S T I M A T E D S C H E D U L E

Estimated Project Schedule

Task Aug Sept Oct Nov Dec Jan Feb

Task 1 – Conduct Background Review X X

Task 2 – Additional Field Investigations

X X X

Task 3 – Conceptual Design

X X

Task 4 – Construction Cost Estimate X X

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E X H I B I T B – P R I C E A N D P A Y M E N T

Project: Phase I Gas Migration Remediation Conceptual Design Metro Park East Landfill

SCS Engineers Proposal Number MWA-2016-016

AUTHORIZED AMOUNT: $67,500 for project work requested in Exhibit A.

Project Fee

Project Task Office Labor

Onsite Meeting

Field Labor

Field Expenses Laboratory Total

Task 1 – Conduct Background Review $5,100 $5,100

Task 2 – Additional Field Investigations $7,700 $4,400 $8,700 $8,800 $11,500 $41,100

Task 3 – Conceptual Design $15,200 $15,200

Task 4 – Construction Cost Estimate $6,300 $6,300

Total Fee $34,300 $4,400 $8,700 $8,800 $11,500 $67,700

This project will be performed on a lump sum basis as a task order under the Technical Consulting Services Agreement between MWA and SCS Engineers dated February 21, 2012.

I understand and accept the above proposal. By signing below, I authorize notice-to-proceed. _____________________________ _____________________________

Signature Date of Signature ______________________________ ______________________________

Printed Name Title

Jeff Dworek Director of Operations

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September 21, 2016

AGENDA ITEM 11

ITEM Approve Engineering Professional Services Proposal for Metro Park East (MPE) Leachate Clogging Evaluation

SUMMARY The Phase II disposal cell at MPE has recently experienced clogging of its leachate collection piping.

SCS will assess the chemical and physical properties of the unknown hard precipitate and develop a preventative maintenance plan to minimize its impact.

DISCUSSION POINTS The precipitate is impacting the following components of the leachate collection system (Identified in yellow in Figure 1):

• The perforated underdrain collection pipingbeneath the waste mass.

• The extraction pumps.

• The solid collection pipe leading to pump station #2.

During the recent Cell C South construction, it was found that the precipitate had solidified around the stainless steel cable that lays within the collection laterals. The cable will facilitate pipe cleaning as the length of the laterals are extended up to 3,000ft as the landfill develops to the east.

SCS is a nationally known solid waste consulting firm with numerous landfill clients across the United States.

The precipitate is a recent phenomenon and its origins are not certain. The limited experience at other landfills around the country suggests that it may be a change in the ph of the leachate, possibly by the flyash.

MWA is required to clean all leachate collection piping every three years.


⇒ Site Visit $ 4,800 ⇒ Review Background Information $ 7,200 ⇒ Laboratory Analysis $ 4,200 ⇒ Strategies for Cleaning and/or Preventing Precipitate $12,000 ⇒ Prepare Summary of Findings and Meeting $10,500

$38,700

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from SCS for $38,700.

BUDGET REQUIREMENTS The evaluation will be expensed within the Metro Park East cost center.

Figure 1 MPE Phase II Leachate Lines

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ATTACHMENTS Attachment A – SCS Proposal


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E X H I B I T A – 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: Leachate Collection Piping Clogging Evaluation Metro Park East Landfill SCS Engineers Proposal Number MWA-2016_17-014

S C O P E O F S E R V I C E S

Metro Waste Authority (MWA) has experienced clogging of its leachate collection piping at the Metro Park East Landfill. The purpose of this scope of services is to assess the physical and chemical properties of the precipitate, review the design and operation of the leachate management system, and present recommendations for remedial strategies and cleaning approaches. SCS will complete the following tasks under this assignment:

1. Site Visit. SCS will conduct a site visit at the initiation of the project. The purpose of thesite visit will be to review existing landfill conditions, discuss site and leachatecollection/disposal operations, and obtain much of the information listed under“Background Review”. Samples of leachate precipitate will be collected during this visitfrom two locations.

2. Review Background Information. SCS will review available documents on the design,construction, operations and other information that relates to leachate system constructionand flow history. The following is a general list of documents, or informational items thatare needed to understand the system and potential reasons for the precipitate forming:

a. Maps showing topography of the sites, closed and active areas, date of closure of eacharea

b. Layout of disposal cells, with leachate collection pipes and sumps identified.

c. Construction plans of each cell, date of construction, and commencement date ofwaste placement in each cell.

d. As-built plans of each construction.

e. Permitted bottom grades and final grades of the landfill.

f. Details of leachate collection system components sumps including sumps, side sloperisers, vertical manholes, leachate collection pipes, and other leachate conveyancecomponents. Information needed for each piping component will include generallypipe elevation, length, and slope; pipe installation specifications (material, diameter,perforation information); and pipe bedding/filtration information (material, gradation,geotextile wrap, other separation specifications).

g. Design calculations for leachate collection pipe support and for settlement.

h. Leachate removal records.

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i. Laboratory test reports on leachate and ash.

j. Previous report(s) on characterization of precipitate clogging the pipes.

k. Video of previous pipe cleaning events, and records of pipe cleaning (dates and methodology employed, verification).

SCS will review the above information to develop an understanding of the design, construction, and operations of the leachate collection system. This process will take about 1 to 2 weeks to complete after obtaining site data and depending on the amount and quality of information available. Mr. Ali Khatami, PhD, PE and Mr. Bob Isenberg, PE will assist with performing this review. Both individuals have significant experience in landfill design, including leachate collection system design, construction, and operations.

During the review process, we will arrange for conference calls with MWA to discuss questions and obtain additional information that might be necessary to facilitate our understanding of the system. Additionally, SCS may perform engineering evaluations to verify design analyses performed by others, but these efforts will occur more predominantly in subsequent tasks.

At completion of the review, SCS will arrange for a conference call with MWA to verify our findings and confirm our understanding of the system. Our findings and conclusions will be provided in a letter report or technical memorandum.

3. Laboratory Analysis: Samples of the solid precipitate collected during the initial site visit (Task 1) will be sent to EMSL Analytical, Inc. for physical and chemical characterization. The precipitate will be tested and characterized using Polarized Light Microscopy (PLM), Stereo Microscopy, Scanning Electron Microscopy (SEM), Energy-dispersive X-Ray Spectrometry (EDX), X-Ray Fluorescence (XRF), X-Ray Diffraction (XRD), and Gas Chromatography - Mass Spectrometry (GC-MS). In addition total solids and volatile solids will be tested. We anticipate the following laboratory tests will be performed:

Precipitate (by SCS)

Chemical Characterization

Total Solids

Total Volatile Solids

pH

SCS understands that eight leachate samples were collected in May 2016 and analyzed by TestAmerica Laboratories, Inc. for various parameters. While the May 2016 testing includes most constituents that are necessary for this evaluation, additional samples and analysis may be required once detailed data review begins. SCS would typically request the following

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parameters for this type of evaluation. Parameters not included in the May 2016 testing have been identified with an asterisk (*). Some of these additional parameters may be available from the laboratory or Barker Lemar without additional analysis.

Leachate (by MWA)

pH *

Metals

Volatile Organic Compounds *

Total Dissolved Solids

Alkalinity

Sulfur Total Sulfur * Sulfite * Sulfate

Phosphorus

Nitrogen TKN Nitrate * Nitrite * Ammonia-N

COD

BOD5

4. Strategies for Cleaning and/or Preventing Precipitate. SCS will evaluate the results of the laboratory testing to assess the characteristics of the material precipitating in the pipes. The purpose of the evaluation is to assess the potential physical and chemical processes that are triggering the formation of the precipitate and to identify control strategies. Understanding the chemical composition of the materials clogging the pipe will provide the fundamental information needed to develop remedial strategies or suggested cleaning frequencies. SCS will inquire throughout its offices regarding previous experience associated with leachate clogging and successful (or not successful) remediation and cleaning strategies and frequency. SCS also will review published literature regarding leachate pipe clogging. SCS will review the cleaning schedule MWA currently follows and make recommendations regarding future cleaning frequency. Depending on the results of the leachate and precipitate testing, SCS may recommend additional laboratory testing to assess various chemicals that could be used to clean the pipes or otherwise mitigate the formation of the precipitate.

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5. Prepare Summary of Findings and Meeting. SCS will prepare a letter report summarizing the findings of the laboratory testing and recommend strategies for mitigation and future pipe cleaning. A draft of the report will be submitted to MWA for review. A meeting will be held in Des Moines to discuss the results and determine final strategies to be implemented. Upon receipt of comments and agreement regarding strategy, SCS will prepare the final letter report and submit it to MWA.

E S T I M A T E S C H E D U L E

E X H I B I T B – P R I C E A N D P A Y M E N T

Project: Evaluation of Clogging of Leachate Collection Piping Metro Park East Landfill SCS Engineers Proposal Number MWA-2016_17-014

AUTHORIZED AMOUNT: $38,200 for project work requested in Exhibit A.

Table 1. Estimated Project Fee

Project Task Labor Expenses Total

Task 1 – Site Visit $3,800 $1,000 $4,800

Task 2 – Review Background Information $7,200 - $7,200

Task 3 – Laboratory Analysis $200 $4,000 $4,200

Task 4 – Strategies for Cleaning and/or Preventing Precipitate $12,000 - $12,000

Task 5 – Prepare Summary of Findings and Meeting $8,500 $2,000 $10,500

Total Fee $31,700 $7,000 $38,700

Weeks

Task 1 2 3 4 5 6 7 8 9 10 11

Task 1 ‐ Site Visit

Task 2 ‐ Conduct Background Review

Task 3 ‐ Laboratory Testing

Task 4 ‐ Evaluation

Task 5 ‐ Report

Draft report

MWA Review

Final Report

Estimated Project Schedule

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This project will be performed on a lump sum basis as a task order under the Technical Consulting Services Agreement between MWA and SCS dated February 21, 2012.

I understand and accept the above proposal. By signing below, I authorize notice-to-proceed.

Signature Date of Signature

Jeff Dworek Director of Operations

Printed Name Title

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September 21, 2016

AGENDA ITEM 12

ITEM Approve Professional Engineering Services for Compost Pad Design at Metro Park East (MPE) Landfill

SUMMARY HDR will finalize the design of the compost pad and access road for the proposed relocated composting facility.

The proposal of $24,850 is under the budgeted amount of $70,810.

PREVIOUS BOARD ACTION July 2016 – Approved the consolidation of composting operations to one location at MPE.

DISCUSSION POINTS HDR prepared a conceptual design for a yard waste composting facility in November of 2015.

The facility will include:

• A 14-acre compost pad that meets DNR requirements. • Designed to handle 38,000 tons per year of yard waste. • Designed to store 149,000 cubic yards of compost. • A rock paved access road. • Relocated support building (from Harriett St.) that will also provide support to the liquids

solidification facility.

MWA has the resources to internalize the bulk soil, erosion and sedimentation controls, and the pad subgrade preparation.

The proposal includes work on value engineering to reduce the initial cost estimate of $2,750,000. These will be reported to the Board as the project is designed and the new cost estimate is developed. Any modifications to the budget will be presented to the Board for approval during the upcoming FY 17/18 budget process.


⇒ Design Basis Development ⇒ Compost Pad and Stormwater Controls and Design ⇒ Access Road Crossing Design ⇒ Design Review Meetings ⇒ Permitting & Approvals ⇒ Opinion of Probable Cost

The initial budget estimate (Attachment B) is for a total of $2,750,000.

Future additional engineering services expected:

Figure 1 Conceptual Layout

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• Engineering support for MWA internal fill placement. • Construction Contract Administration • Construction Observation • Construction Quality Assurance Testing, Geotechnical and Surveying.

Future anticipated Board action:

• Nov/Dec 2016 – Budget Approval • Jan 2017 – Construction Contractor.

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from HDR for $24,850.

BUDGET REQUIREMENTS The proposal is under the $70,810 budgeted amount (FY16/17).

The funds are available in the Capital and Equipment Fund.

The current budget includes $1,000,000 for compost pad improvements. At the time, another $1,000,000 was placed in the FY17/18 capital projections for compost pad improvements for a combined total of $2,000,000.

ATTACHMENTS Attachment A – HDR Proposal

Attachment B – HDR Preliminary Cost Estimate


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hdrinc.com

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

September 13, 2016

Mr. Jeff Dworek, Director of Operations

Metro Waste Authority

300 East Locust Street, Suite 100

Des Moines, IA 50369-1864

RE: Proposal to Provide Professional Engineering Services

P-52 Metro Park East Compost Pad Design

Dear Jeff:

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

Authority (MWA) for professional engineering services related to finalizing design of the proposed

compost pad and associated access roads at the Metro Park East Landfill (MPE).

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 $24,850.

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.

________________________________

Jeff Dworek, Director of Operations Matthew Tondl, Sr. Vice President

Date: Date:

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Metro Waste Authority | P-52 MPE Compost Pad Proposal to Provide Professional Engineering Services

1

Project Scope of Services Metro Waste Authority | HDR Engineering, Inc.

P-52 MPE COMPOST PAD

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 preparing a final design for the

proposed compost pad and associated access road and storm water controls at MPE.

Scope of Services Outline This Scope of Services was prepared based upon HDR’s discussions with MWA personnel, our

history with the existing draft designs for the MPE compost pad, and our understanding of MWA’s

goals and objectives.

The following table illustrates an overview of the proposed elements of project work:

Task Series 100 – Compost Pad Final Design & Related Services

101 – Design Basis Development Meeting and Summary Memo

102 – Compost Pad and Storm Water Run-on/Run-off Controls Sizing and Design Finalization

103 – Access Road Crossings Design

104 – Construction Document Development

105 – Design Review Meetings

106 – Regulatory Permitting and Approvals

107 – Opinion of Probable Construction Cost

The following pages outline specific work activities, planned project meetings, deliverables, and key

assumptions for each task included in this MPE infrastructure master plan project.

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2

Task Series 100 – Compost Pad Final Design and Related

Services

HDR ACTIVITIES: HDR will facilitate a design basis development meeting with MWA

personnel to review the existing conceptual compost pad design and verify

the following aspects as they relate to MWA’s programmatic and

operational needs:

• Traffic (customer and operational) patterns and access road

geometric requirements.

• Location, orientation, and geometry of compost pad.

• Validation of existing operational requirements for sizes and

locations of processing, storage, grinding/screening, laydown, and

staging areas.

• Storm water run-on and run-off controls and routing requirements.

• Materials of construction and identification of work to be completed

using MWA internal resources, as well as other opportunities for

value engineering to reduce the overall project cost.

Following the design basis development meeting, HDR will prepare

meeting notes and a Basis of Design Report to use in refining and finalizing

the existing conceptual compost pad design. This design will additionally

be validated or modified with regard to storm water run-on and run-off

controls (both sizing and routing), compost pad access points, elevations,

and grades.

Stream road crossings will be designed for the two locations currently

anticipated for the primary compost pad access road. Design will include a

grading plan for the crossing and sizing for the required culverts.

The final design will be developed into construction documents to include

drawings with plans and details, and technical specifications. MWA will

use the plans and specifications to informally solicit bids from interested

contractors, and as such front end contract documents (Divisions 00 and

01) will not be included in the specifications. Bid review and tabulation

services from HDR are not included in the fee for this project.

HDR will facilitate a final in-person design review meeting with MWA to

review final draft construction documents prior to finalization and submittal

to MWA. In preparation for this meeting, HDR will prepare an updated

Engineer’s Opinion of Construction Cost for the project.

HDR will correspond with the Iowa Department of Natural Resources

(IDNR) and submit a letter notification regarding the proposed change to

compost program operations and environmental controls at MPE. HDR will

additionally correspond with Polk County Public Works Planning and

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Development, and will prepare a land clearing and grading plan for the

proposed compost pad.

PLANNED MEETINGS: The following meetings will be held at the MPE Administrative Office

between MWA personnel and up to two (2) HDR project team members:

• Design basis development meeting.

• Final construction document review meeting.

DELIVERABLES: The following deliverables will be provided to MWA as part of this task:

• Meeting agenda and meeting notes for the design basis development

meeting.

• Basis of Design Report, in draft and final versions.

• Construction document plans and technical specifications, in draft and

final versions.

• Engineer’s Opinion of Construction Cost, in draft and final versions.

• Polk County grading permit application.

• IDNR letter notification of modification to compost facility operations at

MPE.

KEY ASSUMPTIONS: Environmental clearances associated with this project are assumed to

have been completed by MWA and are not included in this scope of

services.

MWA will complete bulk grading and road crossing construction using

internal resources, and said work will be complete prior to construction of

the asphalt pad.

MWA will use the construction documents prepared by HDR to solicit

contractor bids for fine grading installation of the asphalt compost pad.

Construction phase services are not included in this scope of services.

The $105 permit application fee for the Polk County grading permit will be

paid directly by MWA.

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 MWA’s desired timeline. We currently

anticipate beginning project work on or before September 26, 2016, and being finished with draft

construction documents by December 30, 2016. We understand MWA’s desire to complete

earthwork components of the project using internal resources during fall 2016, and as such will

complete services necessary to prepare a draft grading plan for MWA’s use no later than October

14, 2016.

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4

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

for a total estimated fee of $24,850.

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Project:

Estimator:

Date:

Basis of Estimate:

Facility Size:

Facility Location:

Parameters

Year:

Yard Waste (tons/yr):

Processing days per year:

Average tons/day Received:

Peak tons/day Received:

Low tons/day Received:

Average Volume on site (cy):

Peak Volume on site (cy):

Low Volume on site (cy):

Capital Cost

General Unit cost Units Quantity Cost Comments

Mobilization/Demobilization $100,000 LS 1 $100,000

Bonds & Insurance $35,000 LS 1 $35,000

Submittals, Health & Safety Plan, Env. Protection $5,000 LS 1 $5,000

Site Demolition

Clearing and Grubbing $1,700 AC 14 $23,800

Site Improvements

Bulk earthwork $5 CY 31,000 $155,000 Net cut/fill for project is approximately equal

Perimeter Drainage Ditch $5 LF 3,500 $17,500 Discharge to existing sedimentation basin

Entrance Road (Earthwork & Surfacing) $125 LF 860 $107,500 Actual cost from P49 Schedule of Values

Permanent Culverts (material and installation of

36"CMP) $700 LF 100 $70,000

Includes cost of earthwork for two (2) drainage ditch

road crossings.

RCP FES for Permanent Culvert (36") $485 EA 4 $1,940

Compost Operations Requirements

Office Trailer Relocation $3,000 LS 1 $3,000 Relocate trailer from Harriet Street Facility

Electrical Utility Connection $1,500 LS 1 $1,500Assume collocated with Liquids Program, therefore

electrical hookup costs minimal

Surface Preparation and fine grading $2,000 AC 14 $28,000

Operations Pad

- 10" Base Rock $1.75 SF 485,484 $849,597

- 4" Asphalt $1.55 SF 485,484 $752,500

Cured Compost Storage Pad

- 10" Base Rock $1.75 SF 120,000 $210,000

Subtotal Capital $2,360,337

Design 3% $70,810

Construction Observation 3% $70,810

Permitting 1% $11,802

Contingency 10% $236,034

Total Capital Cost with Contingency $2,750,000

Total Costs

Annualized Capital Cost (5.0%, 15 yrs) $291,000

Total Cost per Ton ($/ton) $7.51

MPE Size Requirements Memo and Conceptual Site Plan (HDR, Nov 2015)

14 Acres

Mitchellville, IA

149

283

9

110,951

149,843

89,354

261

2025

38,771

MWA Metro Park East Compost Facility - Opinion of Probable Capital Costs

MWA Compost Program Conceptual Site Improvements - Metro Park East Facility

Andrea Ramirez, Mike Classen, P.E., Brent Learch

Nov-15

c:\pwworking\oma\d1987649\Draft MPE Undeveloped Site Sizing Calculations & cost est

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September 21, 2016

AGENDA ITEM 13

ITEM Approve Professional Engineering Services for Transfer Trailer Storage Facility at Metro Park East (MPE) Landfill

SUMMARY HDR will update and finalize the engineering design and bid specifications for the transfer trailer storage facility at MPE.

The additional work is $27,000. The total of the two proposals ($137,500) is still within the original budgeted amount of $140,000.

PREVIOUS BOARD ACTION March 2016 – Approved HDR design proposal of $110,500 ($140,000) budget.

June 2016 – Rejected single bid received for building only.

DISCUSSION POINTS The amendment is to accommodate the combining of the previously rejected building performance specification procurement package into the general balance of the site construction package.

In addition, MWA is currently evaluating the available resources and costs to determine the feasibility of internalizing the bulk site soil fill.


⇒ Project Re-initiation and Design Basis Review/Validation $13,500 ⇒ Final Contract Document & Opinion of Cost Development $12,000 ⇒ Permitting & Approvals (Grading permit) $ 1,500

$27,500

The building and fueling station will be bid as a performance specification. This minimizes design engineering, thus reducing costs. The simplicity of the project lends itself for a design/build approach.

The combined proposals ($110,000+$27,500) are 8.8% of the $1,555,154 budgeted amount.

The current cold storage trailer facility is over 35 years old and was originally scheduled to be replaced in 1997. The building can only fit 5 trailers.

Future additional engineering services expected:

• Engineering support for MWA internal fill placement.• Construction Contract Administration• Construction Observation• Construction Quality Assurance Testing, Geotechnical and Surveying.

Future anticipated Board action:

Figure 1 Conceptual Layout

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• Oct 2016 – Internalized filling engineering services.• Dec 2016 – Construction Phase engineering services.• Jan 2017 – Construction contractor.

STAFF RECOMMENDATION Staff recommends that the Board accept the proposal from HDR for $27,000.

BUDGET REQUIREMENTS The proposal is within the $29,500 remaining budgeted amount (FY16/17). The funds are available in the Capital and Equipment Fund.

ATTACHMENTS Attachment A – HDR Proposal


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hdrinc.com

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

September 13, 2016

Mr. Jeff Dworek, Director of Operations

Metro Waste Authority

300 East Locust Street, Suite 100

Des Moines, IA 50369-1864

RE: Proposal to Provide Professional Engineering Services

P-51 MPE Transfer Trailer Storage Facility & Associated Components Design Finalization

Dear Jeff:

HDR Engineering, Inc. (HDR) is pleased to submit this proposal for professional engineering

services related to updating and finalizing the engineering designs and contract documents for the

Metro Park East Landfill (MPE) P-51 transfer trailer storage facility project. This project serves to

amend the existing P-51 design and bid phase assistance contract to accommodate a change in

project scope associated with combining the building performance specification procurement

package into the general balance of construction package, MWA’s plan to internalize the majority of

the project’s bulk earthwork activities, and placing the project on-hold from the originally planned

schedule to delay bidding until a more favorable bidding climate in winter 2016. The focus of this

scope modification is to bring the existing 95% balance of construction design and technical

specifications to final issued for bid (IFB) status and to complete the requisite permitting and

approvals with Polk County.

The fee for completing this work will be $27,000 as outlined in the attached Scope of Services.

Upon execution of this agreement, the original fee amount for this task will be updated to reflect the

combined total amount described herein. By signature of this letter MWA and HDR agree to the

acceptability of this agreement.

Accepted by MWA Accepted by HDR Engineering, Inc.

________________________________

Michael McCoy, Executive Director Matthew Tondl, Sr. Vice President

Date: Date:

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Metro Waste Authority | P-51 MPE Transfer Trailer Storage Facility Facility and Associated Components Design Finalization

1

Project Scope of Services Metro Waste Authority | HDR Engineering, Inc.

P51- MPE TRANSFER TRAILER STORAGE FACILITY AND ASSOCIATED

COMPONENTS DESIGN FINALIZATION

Project Statement and Objective The purpose of this scope of services is to describe the objectives, activities, deliverables, key

assumptions, and approach that HDR Engineering, Inc. (HDR) will utilize in completing the design,

permitting, bid document development, and bid solicitation support for construction of the transfer

trailer storage building and surrounding facility improvements at MPE.

Scope of Services Outline This Scope of Services was prepared as an amendment to the original contract as discussed

between HDR and MWA personnel. Construction phase services are not included within this scope

and fee estimate.

The following table illustrates an overview of the proposed elements of this scope of services as it

relates to the initial proposal task series:

Task Series 300 – Project Re-initiation and Design Basis Review/Validation

301 – Project Reengagement Meeting

302 – Comprehensive Discipline Review Meeting

303 – Project Document Review and Detail Definition Meetings

Task Series 400 – Final Contract Document & Opinion of Cost Development

401 – Final Plans and Specifications

402 – Final Engineer’s Opinion of Capital Cost

Task Series 500 – Permitting & Approvals

501 – Polk County Grading Permit Application and Regulatory Coordination

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Task Series 300 – Project Re-initiation and Design Basis

Review/Validation

HDR ACTIVITIES: HDR will reengage internal project design disciplines in project work and

explain the current plan for combining the transfer trailer storage building

bid documents into the existing 95% balance of construction documents,

and to modify the grading plan to account for MWA placing the majority of

fill using internal resources. The current 95% balance of construction

documents will be updated to reflect the new project scope, and issued in

draft format for use as the jumping off point for taking the project to final

completion.

HDR will meet with MWA for an initial bid document review meeting to

review the updated 95% combined documents and the original design

basis memorandum, and to identify modifications to these documents for

inclusion in the project. A focus of this initial meeting will be on reengaging

MWA staff in the project details and defining requirements for the relocated

and upgraded fueling station, the employee parking lot, site lighting, and

overall site drainage improvements.

Following the first bid document review meeting, HDR will complete the

modifications to the design basis memorandum discussed in the meeting in

preparation for the comprehensive discipline review meeting. This meeting

will be held with MWA at HDR’s Omaha office and will include an

approximate 8-hour meeting to review each component of project work with

each respective engineering design discipline. Meeting agenda and

meeting notes will be prepared before and after the meeting, respectively,

to document meeting discussion and design changes or validations which

occurred as a result of the meeting.

During the period of time between the comprehensive discipline review

meeting and issuance of the final draft IFB Contract Documents

(completed in Task Series 400), one additional in-person bid document

review meeting will be held with the HDR project manager and MWA

personnel.

PLANNED MEETINGS: The following in-person meetings are anticipated as part of this task:

• Comprehensive discipline review meeting. The meeting will be held

in Omaha, NE at HDR’s office and will be attended by the discipline

leads on the HDR project team.

• MWA bid document review and project detail definition meetings

(two (2) meetings total). Meetings will occur in Des Moines at the

MWA Central Office.

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For each meeting, HDR will prepare an agenda, meeting material packets,

and meeting notes.

DELIVERABLES: Deliverables will be provided to MWA electronically (via Dropbox) and hard

copies will be made available for discussion at the time of each review

meetings. Deliverables associated with this task include:

• Updated 95% complete Construction Documents (plans and

specifications).

• Updated design basis memorandum, if needed.

• Meeting agenda and meeting notes for each of the three (3)

identified meetings for this task.

Draft IFB Contract Documents (plans and specification set) will be

transmitted electronically as described above.

KEY ASSUMPTIONS: MWA will specify the rate and quantity of soil they are capable of placing

with internal resources. HDR will rely on this information for modification

and completion of the bid documents.

No major additions to the scope of the P-51 project, as described in the

original design and bid assistance task order and the existing design basis

memorandum, will occur.

HDR will rely on MWA’s input and direction, and/or that of a fueling system

vendor, to develop specific details regarding what components are to be

included in the fueling station performance specification.

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Task Series 400 – Final Contract Document and Opinion of

Cost Development

HDR ACTIVITIES: HDR will complete the IFB Contract Documents (plans and specifications)

for construction of the transfer trailer storage facility and associated

surrounding project components (i.e. fueling island, site lighting, employee

parking lot, etc.) per the requirements of the original Scope of Services,

Basis of Design Report, and client input.

Work will begin by consolidating MWA’s comments and decisions

regarding modifications to the 95% construction documents into a final

conformed set of plans and specifications.

The final set of documents will be modified to incorporate the previously let

bid document package for the transfer trailer storage building performance

specification. Additionally, the existing grading plan for the transfer trailer

building area will be modified to account for the fact that MWA plans to

place the majority of fill using internal resources. A key assumption of the

revised Contract Documents will be that placement of this fill will be

completed prior to the start of contract times in spring 2017.

Final bid documents will be submitted to MWA electronically and in hard

copy in draft format for review prior to being issued for bid.

An updated Engineer’s Opinion of Probable Construction Cost will be

prepared following completion of final Contract Documents and provided to

MWA in draft and final formats.

Following completion of Task Series 400 activities, HDR will complete bid

solicitation and bid evaluation as described in the prior scope of work.

PLANNED MEETINGS: No project meetings are planned specific to this task.

DELIVERABLES: Deliverables will be provided to MWA electronically (via Dropbox) and as

hard copies. Deliverables associated with this task include:

• Issued for Bid Contract Documents in both draft and final versions.

KEY ASSUMPTIONS: MWA will provide comments to the draft bid documents in general

accordance with the project schedule included in this Scope of Services.

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Task Series 500 – Permitting and Approvals

HDR ACTIVITIES: HDR will prepare a land clearing and grading permit application for

submittal to the Polk County Public Works Planning and Development

Division (Polk County). The permit application will be submitted in draft

form to MWA for review and comment, and MWA comments will be

incorporated prior to finalization and submittal to Polk County.

PLANNED MEETINGS: No project meetings are planned specific to this task.

DELIVERABLES: The following deliverables will be provided electronically and, where

requested, in hard copy format, as part of this task:

• Land Clearing and Grading Permit in draft and final formats.

KEY ASSUMPTIONS: The required permit application and processing fee of $105 will be paid

directly by MWA.

Permitting and approvals associated with environmental clearances

(wetlands, threatened and endangered species, archaeological, etc.) will

be completed by MWA separate from this project and are not included in

this scope of services.

A total of four (4) hours of professional time is included for response to

Polk County comments. Time required for comment response in excess of

four (4) hours will be invoiced as an additional service on a time and

materials basis.

A meeting with Polk County will not be required as part of permit

application development.

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 MWA’s desired timeline. The combined

updated project schedule is provided in the attached Gantt chart.

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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.

Our proposed fee is further broken down as follows:

Task Series Description

Lump Sum Fee

300 Project Re-initiation and Design Basis Review/Validation $13,500

400 Final Contract Document & Opinion of Cost Development $12,000

500 Permitting & Approvals $1,500

Project Totals $27,000

Additional Services This scope of services anticipates that HDR will provide all or part of the following Additional

Services, if requested by MWA. These Additional Services are not included in the Scope of

Services or associated fee included herein as the nature and extent of these services are

anticipated to be established through the scope of the Basic Services (Task Series 100 through

500). A refined scope and compensation structure would be provided and approved by MWA prior

to initiation the following task series of project work.

Task Series 600 MWA Internal Fill Placement Engineering Support

Task Series 700 Construction Contract Administration

Task Series 800 Resident Project Representative (Full-Time Construction

Observation and Documentation)

Task Series 900 Construction Quality Assurance Testing, Geotechnical and

Surveying Services

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September 20,2016 AGENDA ITEM 18

ITEM: Job Description Change and Salary Range SUMMARY: The proposed Business Marketing Coordinator position will allow one department to oversee all marketing and external communications responsibilities for MWA. DISCUSSION POINTS: Prior to the Project/Strategy Manager’s resignation, the Executive Director was conducting an evaluation of that position’s job responsibilities and salary– similar as was done in June for the Public Affairs Manager. Since the position is now open, staff recommends placing all marketing and communications functions under one department for consistency, as was done in the past. This proposed position will be responsible for marketing of all non-residential waste and recycling programs, monitoring industry trends/technologies/research and launching new programs when applicable. In addition, this position will coordinate special projects such as legislative initiatives, strategic plan and annual reports. STAFF RECOMMENDATION: Recommend approval. HISTORY/PROJECT ANALYSIS: Many of the responsibilities associated with the former Project/Strategy Manager will be covered by the proposed Business Marketing Coordinator’s job description. The former Project/Strategy Manager's job evolved after the former Executive Director restructured the Public Affairs department, changing the Project Manager to a Project/Strategy Manager and moving the staff member out of Public Affairs to report directly to the Executive Director. BUDGET REQUIREMENTS: This is a budgeted position. CONTACT: Leslie Irlbeck, Public Affairs Manager, 515-323-6501

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