HomeMy WebLinkAboutCOM 0521.052 2002-2004 MAY of M1
MICHAEL C. TULANG ~'w+i, Phone: (808) 961- 8261
Councilmember f~d~s FAX: (808) 961-8912
~d JU?J 2 1.0 C:i
CGUi~I ~
County of Hawai `i
Flawni'i County Bvildrng
25 Aupunr Sheet
Hi[n, Hmvai'i 96?20
June 1.2004
MEMORANDUM
TO: Council Chair James Y. Arakaki
And Members Of The Hawaii County Council
FROM: Michael Tulang, Council Member
RE: Solid Waste Issues
I am writing this in response to issues surrounding the proposed EHRSS (East Hawaii
Regional Sort Station). My major points of concern are as follows:
? It is the council's role to insure that prudent financial decisions are being made on
behalf of the people we represent. Our annual review of budgets, operating and
capital, is one of the most important tasks we undertake because the budgets are the
tnancial blueprints under which the county must operate. The council is obligated 1
our constituency to insure that the balance of power is maintained to provide checks
and balances between the administration and council. This is especially relevant
during the budget review process.
? In the ISWMP (Integrated Solid Waste Management Plan) the pursuit of a WRT
(Waste Reduction Technology) is an integral part of the ultimate solution to manage
the county's solid waste. However, the administration chose to adopt an interim
solution at great capital expense ($11.4 million) and annual operating expense ($3.0
million) by choosing to construct the EHRSS that, as designed, may not have any
relation or connection to a WRT. In other words, the EHRSS may not be
complementary to a WRT. Yet the administration is expecting that a private WRT
vendor will use the EHRSS and reimburse the county for building a facility that the
vendor may not need.
? The proposed EHRSS consists of a (1) Reloading Facility (2) Maintenance Facility
and (3) Recycling Facility. The reloading and maintenance facilities are mostly for
supporting the long haul operations to Puuanahulu. More than 67% of operating anc
capital costs can be attributed to the long haul operations.
511•SZ
Comm. No.
Ref. To: Preae~ted
is f. Ua!~
llaurai'i C~mmrn is nn [Squol Opportaurig• Provider and li~np[gver
? The fact is that less than 33% of the costs for capital and operations are related to
recycling operations. Yet some of us on the council have been portrayed as being
against recycling because we question the large amount of funds proposed to be spe:
on the EHRSS.
? Most of the negative comments made regarding the EHRSS deal with the issue of
long hauling trash from Hilo to Puuanahulu. This issue has never been mitigated.
? Throughout the DEIS, and during public hearings and meetings, respondents inquire
about the pursuit of a WRT. Most of the DEIS inquiries were made during the mon
of October 2003. The Department of Environmental Management (DEM), however
did not respond to those inquiries until February 2004. The standard response was
"we are quickly moving to identify and select a suitable WRT for the County of
Hawai`i." This slow response prompted this council to adopt Resolution No. 180-41
(draft 3) which urged the DEM to expedite the process for an RFP (Request for
Proposal) for an appropriate WRT.
? DEM has contended that the only alternative if the EHRSS is not built in time, is lot
hauling trash to Puuanahulu. According to the contract with URS Corporation, Tasl
7:Contingency Plan ,dated February 7, 2003, page 11, there are two options the
county could pursue if events should significantly delay the startup of the EHRSS
(see attached):
(1) To haul all waste from the transfer stations directly to Puuanahulu and dire
commercial haulers to Puuanahulu.
2) To build a temporary reload facility in Hilo until a permanent facility could be
opened.
? Another serious concern I have is with the closing date of the Hilo Landfill. This is
"moving target" and has to be evaluated periodically. Mayor Kim now states that
"the projected closure date of the landfill is based on the assumption that the Sort
Station will become operational during next fiscal year Current estimates for tl
closing date range from mid to late 2006.
? The intent of Bills 237 and 238 is to "guard" the integrity of the RFP process as we
move toward the selection of WRT. Money is an important concern in our
deliberations, especially when the EHRSS will cost taxpayers in excess of $11.4
million. We need to insure that taxpayers are not burdened with an expense that
might prove in the long run to be unnecessary. The tragedy of this issue is that the
public must bear the costs of this "interim" solution when this problem has been
foreseeable for decades.
Attachment
~~n~-~~~ ~
j w ~ ;~s
ll. Sco~~c of «`ork # 52t, ~7~
The project is mended to achieve the most immcdiatcly cnucal objeetives as defined by the Q,unp
rhmugh the County PLmnin~ Session held on January ~ to 10, 2001. These unmediate oEijectie~es
include getting a waste reload facility operational at a Super Sort Station near the present Hilo landfill
before drat landtlll must close, and providing resource uulizanon services associated with the Super
Sort Station to reduce the amount of waste that must be hauled to the Puuanahulu landfill.
Under this scope the consulting team will prepare:
I. A county-wide Implementation Flan that lies all these activities into an inter tired plan,
including upgrades to the County recycling system,
2. A facility design for the Super Sart Station including technical specifications for bid
documents for construction of the Station,
An KFP to secure one or more contractor, to provide Resource Utilization Services associated
whit the Super Sort Station.
It is understood that the County wi13 determine, while the design work is being performed, whether,
1. To bid out construction alone with the operation oFthe reload facility to be performed by the
County, or
2. To bid out construction alone with the operation of the reload facility to be performed by a
contractor.
It ~s intended that the County will be the overall operator of the Super Sort Station, including gatehouse
operations, traffic directors and spotters, and educationaUmaintenance operations. Private contractors
will operate the Resource Utilization Stations within the Super Sort Station.
It is furthet understood that time is of the essence in the execution of this work, ~«th the primary
ob~ectn•e of getting the reload facility on line before closure of the Hilo landfill. The tasks in this
scope will be conducted as simultaneously as possible to reduce the time required to get the facility
operational. It is recognized that the timeline is exceedingly tight This scope and budget include the
minimum work that is expected to be necessary ~o achieve the objectives. Achieving the project
objectves «°i thin this timeline and budget are dependant on cooperation of the County, efilcient
decision-making by the County, and the availability of necessary ml'onnation.
Consultants will consult with the County on a regular basis as to prod ~ess of the work and will identify
at the earliest time any unexpected difficulties or unanticipated additional work areas that may be
necessary to accomplish the critical path work in the necessary timelrame. This proposal pro~~ides a
not-to-exceed budeet amount. Funds for work that is determined to not be necessary will not he
ezpended_ Likewise, additional work will be performed only at the direction of the County and may
regwre modification of the scope and budget. The County may chose to reallocate budget amounts
behaeen work areas with proper notification to the consultng team. 7n addition, it may be henetlaal,
~r~ith approval of the County, to subcontract certain support services if necessary.
Note dlot in this scope the teen "reload facilit}~" is used to refer to the facility at the Super Sort Station
that recciees ~~~aste from the rural transfer stations, coulmerc~al haulers and self-haulers and loads
transfer trailers for transport to Puuanahulu. 7-his term is used so as not to be confused with the rerni
"transfer station" which is used by die County to refer ro [he rural saes [hat receive waste (tom the
public.
Corm h' uP Ha~~ ail Scope of Rork p. 2 3/7703
Full Design and Pracu remen[Sercices
1 y____
Task l :Project Dlanavernent and Counts-y~'ide Implementatio? Plan
Task Leader: Wayne Rifer
Purpose: This task ~+~ill provide overall management of the project work including day-to-day eontact
kith the client, management of the project team to assure on-time deliccr~~ and presentation of the
products to the County. An [mplementatio? Plan will be produced that will show how the difTerent
activities interrelate and provide an implementation work plan and timeline.
Subtasks:
Task l.l: Project Coordination and Communications
Consultants shall meet with the County, and conduct internal conferences and meetings, in order to
assure good coordination behveen the different elements of the project. ~Vherecer possible,
meetings will be by conference call, but meetings at eritical times during the project will require
in-person attendance. The team will maintain close communications behveen the key mdn~iduals.
When needed the consultant will make formal presentations to decision-making bodies.
It is assumed that the County Environmental Director kill lead the public relations and outreach
effort with the community, with the support of the consultant. This will provide the highest
credibility for the project and the greatest likelihood of a successful outcome.
Task ] 2: Prepare Meeting Records
Consultant shall prepare meeting notes for all meetings with County representatives in which
project decisions are made. The meeting record shall surrunarize the key findings, decisions, next
steps and assignments. Meeting records shall be submitted to the County within 7 days of the
meeting for review, and shall be edited based on County conmient.
Task 13: Prepare County-Wide Implementation Plan
Based on the updated hrtegrated Solid Waste Management Plan (ISWMP), the Planning Session
held on January $ through 10, and subsequent communications with the County, the consultant will
prepare an Implementation Plan for the key acti~~iues that must be earned out in suppon of the
development of the Super Sort Station and related activities. This will include the following
elements:
• Design, build and initiation of operations of the SSS
• Securing resource utilization contractors to recover resources and reduce the ~t°aste stream
that must be hauled to the Puuanahulu landfill
• Enhancement of rural transfer stations in support of delivery of resources to resource
utilization contractors, and, where applicable, drop-off centers elsewhere
• Implementation of policies and regulations to support the resource dn-ersion activities,
includma bans, financial incentives, market development, and public education
• Implementation of West-side system enhancements in support of eland-wide acceptance of
the system changes
• Development ofa Waste Reduction Technology
The [mplementation Plan will address how different elements of the system interrelate. For
example, how County implementation of the State Bottle Bill will be integrated with the transfer
station enhancements and the SSS.
I he Implementation Flan is intended to be a succinct document for use by County decision makers
and interested public. tt will identif~~ ~i~ork [hat must be carried out, responsibilities and a timeline.
Counh' of Hawaii Scope oC Work p. 3 ~ ?/7/03
Full Design and Procurement Sea ices
Deli~~erables:
• Meetine records
• Draft Implementation Plan
• Final Implementation Plan
'Task 2: Environmental Impact Statement (EIS)
Task Leader: David Robiahaux
On-Island Support: Ron "Terry
The Em•ironmental Management Deparnnent of the County of Hawaii will act as the proponent for the
E]S; the accepting authority will be the Mayor.
The project is located on State-owned laud on the parcel occupied by the Hilo transfer station and near
to the parcel now occupied by the South Hilo Landfill. The EIS will be prepared according to
requirements of Hawaii Revised Stahrtes (HRS) Chapter 343 and consistent with direction provided by
the Office of Environmental Quality Control and the County of Hawaii.
Subtasks: Basic services shall be provided for preparing an EIS Preparation Notice (EISPN), Draft
EIS (DEIS) and Final EIS (FEIS) to assess the effects of construction and operation of the proposed
solid waste reload facility near the present South Hilo Landfill. The project will assess the
construction of a waste receiving and reloading area; recyclable material receiving and processing
areas: improvements for access and egress; changes in service to the current facility; potential impacts
to air, water, traffic, cross-island hauling of waste, and land-use; and potential measures to mitigate
impacts to the environment Contractor shall famish all supplies, materials, labor and transportation to
perform all work to produce the deliverables referenced above and listed at the end of thu section.
The scope of work and budget is based upon the assumption that specialty studies and assessments are
required for completion of an acceptable assessment. These include: Archaeological/histoneal
resource assessment, traffic study, and noise assessment We believe that adequate information is
available to produce sections on tlueatened and endangered species, dram of title and deeds, utility
infrastructure, air and water quality without outside assistance. Should issues anse that require
expertise that is not available from the contractor team, the contractor will request an amended budget
to cover the expenses of other specialty consultants.
"task 2. L Coordinate with County Personnel and Technical Livestigations
Contractor shall participate in coordination meetings with County personnel, as required, and keep
the County Contract Manager informed on the progress of the EIS. The proposed schedule
regmres County personnel to assist in obtaining information required to complete the protect in a
timely manner and providetimely re~~iews of work products presented. Contractor shall make
presentations and participate in information meetings as required.
Contractor shall conduct technical investigations and prepare an initial memorandum on the
approach to be taken with the EIS This memorandum will highlight the key issues that would be
most likely to lead to difficulties in acceptance of the document or legal challenges. .Sn approach
to each key issue will be recommended. Consultant Till communicate closely with the County to
decide on the approach to be taken.
Task 22: External Agency/Organization Coordmauon
Contractor shall coordinate with agencies/orgamzahons, as necessary, to ensure that the EIS
complies with State regulations with regard to procedure, form and content of E[S.
Contractor shall make presentations and participate in any information meetings that may be
required. Up to 4 public meetings are budgeted. 'Ilia Contractor wdl design a public outreach
effort in cooperation with the County. The effort will minimize the probability of a legal challenge
Cowrtv of Ha~~ aii Scope of Work ; V7~~3
Fail Design and Procu remen[Services p
to the document that is based on misinloi~nahon or the lack of uifoRnauon in the hands of
a~~encies,stakcholders and interested parties.
Contractor shall ensure That Tire EISPN, llEiS, and FEIS are bled in a timely manner with the State
Oifice of Environmental Quality Control (OEQC) to insure that both state regulations regarding
publicnotifica[ron and opportunig~ to comment are met Contractor shall prepare end maintain a
marling list for all recipients of the draft and final EIS documents, and shall be responsible to mail
and/or deliver copies of the EIS to all concerned agencies, organizations and mdn~rduals. The
contractor shall provide the Counh~ with a basin mailing list and the Comity kill supplement that
hst as necessary.
Task 23: Prepare an Environmental Impact Statement Preparation Notice
Contractor will prepare an EISPN without delay for subnussion to the OEQC in order to start the
public process. The EISPN includes a detailed summary of the proposed action, identifies
alternatives to the proposed action and summanzes the potential impacts of the proposed sction
and alternatives. The EISPN will be submitted to the County for review approximately 10 days
prior to its submission deadline for publication in the Environmental Notice.
Task 2.4 Prepare a Draft EIS
Contractor shall evaluate the effects of construction, and operation of the Super Sort Station as
well as the long-haul of waste to Puuanahulu Landfill. A DEIS shall be prepared and submitted to
the County for review and approval. Upon receipt of internal comments, Contractor shall revise
the Draft EIS to reflect the comments and submit the documents to the Office of Em•ironmental
Quality Control (OEQC) for publication.
All versions of the EIS shall include, butnot be limited to, the following items:
Coversheel. The cover sheet shall include a list of responsible agencies including the lead
agency and any cooperating agencies; the name, address, and telephone of the points of contact
for the EIS; a desi~iation of the statement as Draft EIS; a one paragraph abstract of the
statement; and the date by which comments must be received.
Ezecuti»e Sunvnary. The EIS shall contain an executive summary that adequately summarizes
the substmice of the statement The sununary shall stress the major conclusions, areas of
controversy (including issues rinsed by an agency and/or the public), and the issues to be
resolved (including the choice among alternatives).
Tab/e of Conrenls. The EIS shall include a table of contents, list of figures, list of tables, and ?
list of appendices.
Purpose of mid Need for Action. 'hhe statement shall describe the underlying pupose and need
for the proposed action. The chapter shall also include the history of solid waste activities at
the site and a description oC the approach to Solid waste management in the County of Hawaii-
General Description of the Proposed Action and ARernatire.r. Contractor shall explore and
ubjectively evaluate reasonable alternatives, to the proposed action, includm~ the proposed
action, no-action, and alternative actions that could accomplish the purpose and need for the
project. Previously investigated sites for the new facility, as ~eell as the reasons for their
rejection. Contractor, in cooperation with County officials will provide a conceptual plan for
the site under a separate task.
Affected Enriroiunenl. The EIS shall succinctly describe the environment of the area(s) [o be
affected or created by the alternatives under consideration. The desenpuon shall be no longer
than is necessary to understand the effects of the alternatives. Data and analyses in the EIS
shall be commensurate ~~uith the importance of the impact, with less important matenal
summarized, consolidated, or simply referenced. The EIS shall include a summary of [he
Counn~ oC Hawaii Scope of Work p. 5 2/7103
Full Design and Prucu rement Senices
u„~~~~~ un uonmem sucu ?s: soil, topoeraE,h}', cenloey, water sources, tloru and fauna,
ainnoise quahh', historicaliarchcolo~cieal resources, Visual aesthetics, socio-economics. land
use plans sad policies, hazardous or toxic matcrials,~wastes, circulation and traffic. seater
supply system, ~iaste~cater facilities, solid waste s}stem. po~~er, commumcnuons. and public
ServlCeS.
Idc'nnf rattan and .Summan~ oJLnpacts and Proposed ~1It'n;urion ,I~feasures hhe discussion
~~~ill include the en~aromnental impacts of all altematn~es upon the affected environment,
mcludmg the proposed action, as well as anv ad~~crse environmental elPects which cannot be
avoided should the proposed action be umplemented. "hhe discussion shall also identify all
unavoidable impacts and decdop potential nu[igation measures Cor each of these impacts.
Tra fie The project is not expected to cause a significant unpact on vehicular traffic in the
transfer of ~~~asre between the SSS and the Puuanahulu Landfill; however. because this aspect
is expected to be controversial a specialty contructor.~-ill be procured to produce an island-
wide tralhc impact analysis of the effect of the operation of the SSS. The team ~~°iIl renew
exisLng traffic study and incorporate the study into the Draft EiS.
A%oise Srudi~. A noise assessment will be performed to assess the effects of operation of the
SSS. A specialty subcontractor will be procured for this purpose.
Ard~eologica!/Historical Resotirrc Asses.rmeN. An Archaeolo2tcal/Historical resource
assessment will be procured iC such information is not available $om other sources-
Additiona! Requirements- As necessary, applicable, and appropriate, the discussion shall also
address the requrrements of the following
Executive Order GO 13101 on Recycling
• CEQ Guidance on Pollution Prevention and NPPA, Ianuary 29, 1993
Executive Ordet EO 12895 on Environmental Justice
Li.rr ofPrepm-ers. The EIS shall list the names, toeethcr with their qualillcanons (expertise,
experience, professional disciplines), of persons ~i~ho were primarily responsible for prepanne
the EIS or significant background papers.
AppendLr. Appendices shall be provided in order to substantiate an analysis fundamental to the
LiS, including all correspondence relating to the project. The appendices shall be circulated
with the L-]S.
References. A list of references Shall be incorporated in the BIS which shall list the author,
title of the reference, publisher, published location, and date.
Ciher controversial aspects oCthe pro~eet are not anticipated: however, ifdurinc the course of the
assessment an operational aspect that may create significant impacts is recognized, the consultants
will work with the County to prepare an approach that mitigates or minimizes the potential impact
In some instances there may be a regmrement For outside assistance from another specialty
contractor. As an example, if it is determined dtat the SSS will handle unusually odorous waste
such as offal or sewage sludge there may be an additional requirement for an odor control
specialist to assess the potential impact of these materials at distances ~~~here sensitive receptors
have been identified.
Upon publication by the OEQC of the dratt 81S, and at the County's discretion, public hearings
will be conducted at a venue selected and procured by the County. Contractor shall prepare up to
10 response letters to comments received dunng die internal review phase The letters shall be
prop ided to the County on diskettes or via e-mail m a format [hat ~~-ill allow the County- to read mid
edit the Tile in 1~Vord for b~'mdo~s~s (y'ersion ?.0 or higher) so that the Counh~ can pant them, as
Cuunh~ o(Hawaii Scope of 16ork p. b '_/7/03
Full Design anti Procu remen[Sei~~ices
necessary. Contractor shall also tabulate in a concise manner, the cotmments from each revie~~er,
and his responses to each of the comments.
'Task 25: Prepare a Final EIS.
Contractor shall collect the continents and received during the public comment penod- Contractor
~~~tll prepare up to 20 response letters to comments received dunng the public revie~~ phase of the
Draft E1S. Contracror shall also tabulate m a conetse manner, the comments from each reviewer,
and his responses to each of the continents. Corruments will be included in the appendix of the
Final EIS.
A Final EIS shall be prepared and shall consider and incorporate res'iew comments during the
reaiew of the Draft EIS. The Final E1S shall he submitted to the County according to the schedule
provided in this Scope of Work.
Contractor shall prepare up to 20 response letters to comments made on the Final EIS.
Deliverables:
• EIS Preparation Notice
• Draft EIS
• Final EIS
Task 3: Site Permitting
Task Leader: David Robichaux
Lhe Super Sort Station will require a solid waste permit from the Hawaii Department of Health before
it is allowed to accept waste. The application requires extensive information on:
• The quantities and processing methods from the operation,
• A site analysts detailing the Impacts nn surface water groundwater and air quality.
The contractor will collect required information, prepare a draft permit apphcanon, revise the draft
according to County comments and submit the application. Three meetings wuh the Department of
Health are budeeted. The filing tee is not included in our budget.
Because the land is emrently a solid waste facility, no other County, state oC federal permits have been
identified at this time. Should additional land-use or discretionary permits become necessary,
additional services will be required for preparation of these permit applications_ Addntonal permit
applications would require a contract modification to support the additional effort.
Suhtasks:
Task 3.1: Assemble background information
Task 32: Prepare Draft Sohd Waste Pem~it .Application
Task 33: Prepare Final Solid Waste Pet7nrt Applications
Deliverables:
~ Draft Solid Waste Penmit Application
• A completed Solid Waste PeRnrt Application.
oe Task d: Rural Transfer Station Enhancement Plan
of Task Leader: llavid Robichaux
The County's 21 transfer stations represent a unique resource for solid waste management and
dicerston. The objective oC this task will be to maximize the utility of the transfer station system by
providing facilities and sen~ices to integrate [he transfer stations with county-wide solid waste
management The transfer station system can reduce the burden on the Super Sort Station and the
Puuanahulu Landfill through waste diversion.
County of Ha~~aii Scope or work p.7 '_/7/03
Full Design and Nrocu rement Sen'ices
I
]n this task a generic plan for the enhancement of the transfer stations ~i•ill be developed. This ~~~ill
identify di~~ersion services to be pro~~ided. including possibly collection of traduional recvclables.
grreen ~e~aste, ~~~hite goods and other metals.
A generic site map will be developed that identifies requircd acreage, equipment, traffic [low, securih~
needs and options, possible future fee collection stations, and bottle b~Tl redemption centers. A plan for
a consistent, count}'-wide signage and visual appearance of the enhanced faabties will be prop ided.
NOTE: To complete the design for each existing transfer station, the current facilities, servues, layout
and available adjacent land will need to be examined at each transfer station, and those transfer stations
that could be upg~radcd will need to be identified. Then asite-specitic layout and equipment list and
operational plan will need to be developed. 'this addition work is not included in this scope m order to
keep the work focused on critical path tasks for the procurement of the Super Sort Station.
Subtasks:
Task 4.1: Review conditions at the existing transfer stations, includme access, egress and other
infrastruchire opportunities and limuations
Task 4.2: Prepare a Draft Generic Transfer Station Enhancement Plan
Task 4.3: Prepare a Final Generic Transfer Station Enhancement Plan
Deliverables:
• Draft Generic Transfer Station Enhancement Pla?
• Final Generic Transfer Station Enhancement Plan
Task 5: Super Sort Station Design and Services Procurement Process
Task Leader: Bob Cam
This task includes preparation of a complete design for the Super Sort Station, a Request for Bids to
construct the facility, and an I2FP to procure Resource Utilization services. The contractor will also
support the County is the evaluation of responses and selection of contractors.
hhe approach for the complete design of the Super Sort Station and ancillary facilities is a phased
approach for planning, design and bidding construction. As each phase ~s completed, certain
deliverables are produced which are tools for progressing into the next phase.
The consultants will provide technical specification for the bid documents and RFP. "The County will
provide all County "boilerplate" materials and will issue the documents.
Subtasks:
Phase I-Design Development
Objective: Develop a preferred alternative, design cnteria, cost estimate and project schedule to
allow the County to make decisions on the final system to be designed.
Task 5.1: Kick-oft Meeting and Data Collection
Hold akick-off meeting with the Consultant team and the County administrative and operations
personnel. To facilitate this meeting, the consultant will prepare a list ofdata requircd and cnteria
to be determined. At this meeting, all existing data wilt be collected, lists will be made of data still
to be collected, project procedures developed and an o~~erall project schedule detemuned.
Important in this meeting will be to linalize die requirements and goals for the project.
Task 52: Prepare Technical Memorandum and Frve Alternative Layouts
Based on the data collected, the consultant will prepare a Tectnical Memorandum (Tlv4). This "1M
will summarize the planning discussions, present design criteria Cor the new facilih~. This TM will
County oC Hawaii Scope of N'ork p. 8 ;pip}
}till Design and Procurement Sen ices
_ . _
u~-.~~~.,y
also address the iossible a roaches for contracting the construction and o aerations s ec~
F PP ~ 1 p i5cally ro
meet the County's projectschedule.
F3ascd on the kick-off mcctiue and TM results, the consultant will prepare up to five alternative
layouts. The layouts will consider vehicle movements, building sizes, storage and surge capacities.
waste handling methods, and personnel facilities. Requirements for the Resource Park will also be
presented. The design will incorporate environmental characteristics such as use of rec~~cled
building materials to the degree practical and cost effective.
The preliminary layouts along with the construction costs associated with each layout will be
presented to the County for Iheir review along wish the advantages and disadvantages of each
alternative. After the County's comments ?nd suoeestions are received, the consultant will prepare
a preferred alternative which will be the basis for the Detail Design phase.
The TM and preferred alternative will also be important products for the County m the
Em~ironmental Impact Statement requirements.
Task 5.3: Meeting and Review
The consultant will meet with the County to discuss the five alternatives along with a cost estimate
and project schedule.
Deliverables:
• Minutes of kick-off meeting
• Technical Memorandum
• 3 - ~ alternative layouts
• Preferred alternative
Phase II-Detailed Desig?
Objective: Prepare detailed designs, drawings and specifications necessary to obtain proper bids
for construction. Also obtain all necessary building permits.
Task 5.4: Prepare Detailed Design and Operations Plan
Prepare detailed civil (including landscaping), structural, mechanical and electrical designs and
drawings for the following:
• Roadways, maneuvering and parking areas
• Utilities (water, storm, and possible sewer)
• Power supply and distribution
• Site lighting
• Erosion control
• Fencing
• Landscaping
• Transfer building
• Resource Park
• Truck wash
• Office/.'isitors/personnel facilities
• Scales and scalehouse
?,n operations plan will be included based on decisions made by the County as to public or private
operations. As the design progresses, the consultant will issue documents for the County's review
at the ~0% and 90% completion phases.
Task 5.5: Prepare Technical Speciticalions
Count~~ o(Hz~raii Scope of Work p. 9 ?/7/03
Pull DesiKn and Procurement Srrvices
Prepare lecltnical specifications fix all construction per the CSI format. The "front end"
documents can also be supplied by the consultant; or ice can utilize documents h~eh the Counh~
has utilized from past projects.
Task 5.6: Prepare new construction cost estimates, project schedules and bidders Lst.
Task ~.7: hleztings and Constnictability Review
Conduct a constnictability revie~+~ to ensure constnicuon efficiencies can be realized b}~ the
C ounty.
Consultant will ohtam building perniits, wiflr filing fees paid by the County. All drawmes and
specifications will be prepared on AutoC:4DD Vcrston 2000 and ISIS Word respectively.
Electronic disks will be provided for the County's use.
Deliverables:
• Derail dzsign drawings at 50% and 90% eomplztion phases
• Final construction drawings and specifications
• Engineer's estimate for construction costs
• Building permits
Phase III: Resource Utilization RFP
Objective: Develop a procurement process for contractors who will manage materals for
diversion from landfill.
't'ask 5.8 Przparahon of Request for Proposal for Resource Utilization Services
Consultants will prepare the Request for Proposal (RFP) for the operations at the new Resource
Park to be located on the SSS site. The purposz of this RFP will be to solicit proposals from
pnvate companies for the processing oC individual waste streams of recyclable materials. It is
expected thaT the proposals will be for individual waste streams and local businesses will qualify
for favorable enteria for selection.
Deliverables.
Draft Resource Utilization RFP for review
• Pinal Resource Utilization ItPP
Phase IV: Services during Bidding and Construction
Objective: Provide engineering and construction inspection services during construction.
Task 59~. Pre-Bid and Pre-RFP (\4eetings, Answer Questions and Review Bids.
Consultant will attend pre-bid and pre-RFP meetings, which should be scheduled in close
proximity, and ans~a~er any reclmical questions during the btddmg. Consultant will also asstst the
County in preparation oCaddenda (if required).
Consultant will assist the County in review of bids and proposals and make recommendations for
award.
Task 5.10: Pre-Construction Meeunu, Review Submittals and Field Visits.
Consultant will attend the preconstruchon meeting, and review all technical submittals and Vendor
data for conformance to drawings and specifications. Consultant wtll answer all RFIs, review
change orders and payment requests.
Consultant will provide periodic field vistts at key points in the constructOn to moniror
conformance to drawings and spec~ficalions, Participate in the tlnal punch lists and inspection.
For budgeting purposes, consultant has assumed weekly site visits from our Honolulu office.
County of Hawaii Scope of A1'ork p. 10 ?/7/03
Full Design and Procu remenf Services
lleli~~erables:
• Attendance at Yre-Bid and Pre Construction meetings
• Conduct routine site resits no less than once per week
• Comments on change orders, RI~[s and pad ment requests
• Review of shop drawings
• Production of final As-Built drawings
Task 6: Business Arrangements and Financing Plan
Task Leader: Wa}rne Rifer
The County will need to identify its preferred method of financing [he design and construction of the
Super Sort Station. The financing structure must be decided early in the project, since it well deternune
the structure of the procurement process. Two major options exist:
1. Private financing of the design and construction of the facility by the vendor who operates the
reload facility and charges the County for waste transferred to Puuanahulu
2 County financing.
1 These options will be evaluated to identify major factors that would influence thts decision, including
expected cost differences, risk held by the County, County control of the project, and others. The cost
estimates from the updated ISWMP will be used in this evaluation. The implications for several
contractual factors will be examined, including
• Term of the operations contract, so that the contractor can recoup capital investment
• Ownership of the facility
• Protection against risk of failure to perform.
A reconunendation will be made to the County as to which financing option is preferable.
The County will be expected to have addressed [he question of County or private SSS facility
operations. With the financing plan and the County's decision regarding operations, the final form of
the bid specifications can be prepared.
Deli~•erables:
• Memorandum evaluating the hco options and recommending a prefetred financing method
Task 7: Contingency Plan
Task Leader: ~'?ayne Rifer
The County is at substantial risk if events should signitiwntly delay the start-up of[he Super Sort
Station and the Hilo landfill is forced to close before the station is in operation. T~~ro main options
exist at that point:
1. To haul all waste from the transfer stations directly to Puuanahulu, and to direct commercial
haulers and self-haulers to haul direct to Puuanahulu
2. To build a temporary reload facility in Hilo until the permanent facility is opened.
The implications of these options will be examined and evaluated for pros and cons- A preluminary
cost comparison and companson conmiunity impacts will be identified. The County will be
responsible to identify a suitable site at which option 2 could be provided. Consultants will examine
the sne and assess the feasibility. Based on the analysis, [he consultants will recommend an approach.
Upon the County's selection of a preferred approach, an implementation plan and timeline will be
developed so that the County will be prepared to proceed if need arises.
Subtasks:
a
County of Hao~aii Scope oC work p. I I _'/7,'03
Full Design and Procurement Sen~iees
I Task 7.1 Identif~~ the major requirements and implications of the options and meet lcnh Count~~ io
~ discuss the operational and logistical aspects
Task 72. Lxnmme the potential site for remporan~ transfer and deternune bwld-out requirements
and accessissucs
Task '3: Prepare a preliminat}' (planning le~~el) cost and impact comparison of the options and
make a recommendatio?
Task Zd: Meet st~ith the County to discuss the recommendation and support the County's selection
of an option
Task 7.~: Develop an implementation plan and timeline for the selected option.
Deliverables:
• Mcmorandmn that evaluates the options and makes a recommendation
• Implementation plan for the selected option
Task 8: Coordination ~cit6 Communication Plan
Task Leader: Wayne Rifer
It is critical that the County communicate well and often with the public regarding the new initiatives
and their impacts on the community. The communications plan is expected to be the responsibility of
II another contractor, or of County staff, however, the consultants will v~ork closely with the
commumcattons team to assure that the technical aspects of the project are communicated accurately
and m a timely fashion.
~ Deliverables:
• Periodic meetings, conference calls, informative memoranda and other communications with
the communications team and the Counh~.
County oC Ha~raii Scope oC A1'ork p. 12 =t7i~3
Full Design and Procurement Sen ices
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~'.1-IIlIYT~1~ II~ ~MfIT2I1I
DEPART?1ENT OF ENVIRONDIENT.4T, MANAGEMENT
25 Aupu ui Strecl, Roum 208 • Hilo, ?aa~n ii 96720-4252
(ROS) 9G7-R083 • ['nx (N08) 9C1 -A 086
noril 17, 2003
URS CORPORATION
615 PIIKOI STREET SUITE 900
HONOLULU HI 96814-3141
SUBJECT: CONSULTANT SERVICES CONTRACT
Contract Date: April 15, 2003
Project Title: DESIGN AND ENVIRONMENTAL ASSESSMENT
FOR EAST HAWAII REGIONAL SORT STATION
Enclosed for your files is a fully executed copy of the subject
document. The certification as to the availabiliL-y of funds to cover
this contract is attached thereon.
You are hereby authorized and instructed P-o pioceed with the work
called for under this contract beginning March 5, 2003, and to
complete by March 3, 2005 (730 calendar days), exclusive of review
time as may be required by the County and other agencies.
Also enclosed is a poster on equal employment opportunity, which must
be posted in a conspicuous location.
It will be a distinct pleasure working with your firm. If we can be
of any service to you during the course of your work in this project,
please do not hesitate to call on us.
BARBARA BELL
Director
BB : vrnht
Enclosures
cc: Finance Director
DPW-Fiscal
swD
~~D~i-~rztct ~
APPENDIX A
SUPPLEMENTAL WORK ITEMS 7~~
L COI11i'LETED NG~V 1VORK ITl;b1S These v'e worh items including actual costs that the team
performed with the concurrence of the Count}, though Ihey were beyond the original scope and not
covered in the allocatio? of the contingency.
l~he report prepared by Brown & Caldwell on the impact of the proposed leachaie at tltc
existing treatment plant URS WORK CO(\dPL,E"1~E $d.500
b) Air Survey -There was no money in the original budget for a ground or air survey.
Based on original estimates, $15,000 was developed from the budget by utilizing some
of the original contingency. Subsequent to these projections the survey was expanded to
include the Hilo landfill. The actual cost of the air survey will be $16,900. URS
WOPK COMPLETE $1,900
I
c) Based on the air survey, calculate the remaining life oCthe Hilo landfill. UILS WORK
COMPLETE $366
d) Revise site layout-Based on our last visit (Sept 8-10) to the existing site, it may be
desirable to develop a completely new site layout for the soft station including the
entrance and recycling area This worl: requires an addition to the budget since the
nwnber of alternatives budgeted for has been exceeded and, since the 80% design work
had been performed, rework of the design will be necessary. The new site layout is due
'I to the follo~'ving three items:
• The proposed new enhance roadwa~~ and recycling center are located in present
designs in an area where there are significant amounts of waste vehicles which
,i
~ may or may not be removed by the lime that construction would begin. There are
also some concerns over what may be required by the EPA to "clean-up° this area.
• Even though the County now owns the hvo parcels of land that constitute the
'~t proposed sort station site, there is a "property line" between the two parcels which
j may require that no structures could be build on or within a determined setback
from this property line. To date, all of the developed alternatives indicate
'I structures on orvvithin a few feet of this property line.
I~ The clearing and grubbing done by die County in preparation for the aerial survey
has sho«'n that there are areas on the site which differ si,uificantly from the
topographic survey done in 1993. 'Phis difference indicates "flat° areas which may
be more usable for the sort stutioit development.
- Additional cost will be incurred in the following areas:
- Preparation of a revised approved layout
Revisions to existing si[c, civil, structural, and electrical drawings
URS WORK NEAR COMPLETION $20,843
~nllly. oflnOnnn v~~~, UIf1CVVr1 rvVI Wt JYIMIL IMYVOt NU VtlLGHVN UH LgyLn YOh ANY RINl1 UYVflIHt IVSUitH
oq Al IPl INI CTf]G FT d'~Gfi
PSI OHGIIIG GOVERl~GE, ITS HGEIJi9 OR RC~'RL-SLAIf4iIVE~, OR THE IS9VER Or 1I IIJ'
hn~c not ~~et been perfunnal, huf have been propoved us additional wort.. Fulkn~ in_ is a description and
projected cost for each.
_ a) Prepare an NPDES Construction Storm~~afer Permit ?pplicalion -The scope covers onl}'
solid waste operations permits, and stabs that additional permits may be identified thnt
' would require a contract modillea(ion. It has been determined thnt the Stale of I-[a«aii
requires ?If construction activities that ~~-ill dishnb more than 1 aa~e of land to obtain an
NPDI?.S Construction stormwater discharge permit regardless of whether stormwater is
expected to be discharged off site. Under This task the appropriate Corms and plans to
support construction of dre project will he prepared, "Che task will be completed in hvo
phases. The initial phase to be done as soon as possible will be for preparation of the
NOI-FORM C to the ~~reatest extent feasible without input from the selected contractor.
Phase II will be completed iu association ith the general contractor after the boat
selection. Phase I will include the design drawings, grading plans and volumes,
probable locations of stornnvaler and general best management practices. Phase [I will
include specific 13MYs and methods for prevention of rum~ff, which must be developed
in concurrence with the general contractor.
Fhase I of the permit application will complete all plans and figures associated with the
application with the exception of the detailed Best Management Practices and stockpile
locations. Phase I will require approximately SS man-hours for completion wide an
additional 10 hours of drafting from URS. Phase I can be completed within 3 weeks of
notice to proceed. Dmid Robichaax $3,550
Phase II will require approximately 25 hom s of labor and 8 hours of drafting. Phase II
can he completed within 1 week of selection of the general contractor. Dm~id
Robiclzauc $2,400
b) Prepare NPDGS Industrial Stornnvater Discharge Permit Application and Industrial
Stonnwater Pollution Control Plan. 'hhe NPDES Industrial stormwater Discharge
permit is required of select indusfJies to reduce the amount of pollution originating at
industrial sites with the potential for generating significant amounts of pollutants in
stormwater rmtoff. Recycling is an industry that is identified as requiring an NPDES
industrial stormwater permit. "Che permit should be in place at the time the facility
begins recycling activities. The Task involves preparation of an NPDES Donn B, which
is quite similar to Ponn C described in Task 1, with the exception of figures and
analytical testing. The permit must be accompanied by a Stonnwatcr Pollution Control
Plan, which describes the detailed operating and management practices required to
reduce the incidence of pollutants entering stormwater runoff. The NPDGS penmit
application could be prepared by either County staff or the contractor.
Donn B application including drafting. Dur~fd Rohichaux $2,000
The stormwater Pollution Control Plan can be prepared in Draft and Final form. The
stormwater Pollution Control Plan will require approximately 2 mouths for preparation
and should be completed prior to acceptim_ waste. David Robichazrc $12,000
c) Revise existing design drawings with new drawings to match the new layout.
• New storm water calculations, draina,c area dMermmalion, Rsite drainage plan.
i
6
~ - ~n~NIHNfVV tIVI[rvl ~ WRIiT EN NOTICE TO THE CERmPCgiE H01_pEH NAMED HEREIN, BUT FpIWRE TO MAIL SUCH
ATTN: BARBARA BELL~DIRECTOR woncE Srwu iMEOSe no oeueanon on uaeiurv ornuv Keno uron THE wsunEn
25 gUPUNI STREET, #208 nrroaoiwc covena~E, irs aceNrs on REPaESenirnrves, on n~E issuen or rws
HII n HI np~on
• Rey=isiun to sanitary sewer system for location of hea~mcnt f~~cilities.
• Relocation of ~~'ater supply lines.
• Relocation of power supply s)'stem.
• Revision to scale house structures.
• Re~~ision to public recycling center.
• Minor revisions to structural, mechanical, and electrical drawings for [he reload
facility and personnel facilities to match new layout.
• Revision to required energy calculations to match uew building orientations.
• Change in site background for roadway and structure location drawings.
URS $22,000
IILPROJECT MANAGEMENT SUPPLEMENT
a) The budget for project coordination and communications has been nearly depleted (99%
as of.lanuary 1). The average monthly expenditure for project management has been
$1450, or 15 hours per month, over the course of the project to date. It is rcconunended
that that this amount be extended for sis months through the major activities of the
recycling RFPs, bidding of the Sort Station, and transfer station planning which will
continue to involve substantial team coordination. From then, I project that project
coordination activity should drop by '/z to $72S per month until facility start up. Rifer
Enviranmenlnl $15,225
b) Help organize and participate in March Visionin, Forwn x jer L'nvirormae~rtal $4,375
IV. PROPOSED NE~V CONTINGENCY AT 5%. $4 703
ToTAi? ~9s,~6~