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HomeMy WebLinkAboutPW Windward Way Landfill Site Assessment and Gas Monitoring Well InstallationAGREEMENT FOR PROFESSIONAL SERVICES FOR WINDWARD WAY LANDFILL SITE ASSESSMENT AND GAS MONITORING WELL INSTALLATION This Agreement is made and entered into this day of J a n and between the CITY OF SAN RAFAEL (hereinafter "CITY'), and California corporation (hereinafter "CONSULTANT"). RECITALS 23, 2023 20__, by Haley & Aldrich, Inc., a WHEREAS, the CITY has determined that professional services are required to provide landfill site assessment and install perimeter gas monitoring wells at City owned Bellam Blvd Landfill aka San Rafael Landfill aka Windward Way lot; and WHEREAS, the CONSULTANT has agreed to render such services. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Ryan Montes is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects ofthe progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Omer Uppal is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties and/or provide services as outlined in CONSULTANT's proposal, dated December 9, 2022, marked as Exhibit A, attached hereto and incorporated herein. DUTIES OF CITY. CITY shall cooperate with CONSULTANT in performance of its duties under this Agreement and shall pay the compensation as provided in Paragraph 4. 4. COMPENSATION. For the full performance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT on a time and materials basis for services rendered in accordance with the rates described in Exhibit A, for a total amount not -to -exceed of $58,700. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. TERM OF AGREEMENT. The term of this Agreement shall be for one year commencing upon date of execution of this Agreement. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional period of up to one year. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period or such other time period as the parties may agree upon in writing. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. CITY agrees to compensate CONSULTANT for all services performed and commitments made prior to the effective date ofthe termination, together with reimbursable expenses, including those of subcontractors, subconsultants, and vendors. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination; provided that CONSULTANT may retain one (1) copy of its work product for archival purposes. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULTANT in connection with the performance of its duties under this Agreement, shall be the sole property of CITY, subject to payment of all amounts owing therefor. CITY may use said property for any purpose, including projects not contemplated by this Agreement; provided that any reuse or modification of CONSULTANT's written documents and materials without written verification or adaption by CONSULTANT for the specific purpose intended shall be at CITY's and/or any third party's sole Revised 1/29/2020 risk and without liability or legal exposure to CONSULTANT. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the amount of one million dollars ($1,000,000) per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONSULTANT shall maintain workers' compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT's workers' compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance or workers' compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, Revised 1/29/2020 agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONSULTANT'S insurance policies shall be "primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional liability insurance or workers' compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. Ifthe insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the CONSULTANT under this Agreement. C. Deductibles and SIR'S. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, Revised 1/29/2020 the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B and C of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Notwithstanding anything to the contrary contained herein, for CLAIMS arising out of CONSULTANT's professional services, to the fullest extent permitted by law, CONSULTANT will indemnify, release, defend, and hold harmless City Indemnitees from and against any and all CLAIMS to the extent caused by the negligence, recklessness, or willful misconduct in the performance or non-performance of services under this Agreement by CONSULTANT, its employees, agents, or subconsultants, either as a sole or contributory cause. Further, CONSULTANT's defense obligation under this indemnification clause means only the reimbursement of reasonable defense costs to the extent of CONSULTANT's actual indemnification obligation under this subsection I I .B. Revised 1/29/2020 C. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. D. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: Revised 1/29/2020 TO CITY's Project Manager: TO CONSULTANT's Project Director: 16. 1NDEPENDENT CONTRACTOR. Ryan Montes City of San Rafael 111 Morphew Street San Rafael, CA 94901 Scott Bodensteiner Haley & Aldrich, Inc. 2033 N. Main Street, Ste 309 Walnut Creek, CA 94596 For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. Revised 1/29/2020 The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. [SIGNATURES ON NEXT PAGE] Revised 1/29/2020 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL a2k S:�� 5(hutz(Jan 23.2023DR, ) JIM SCHUTZ, City Manager ATTEST: 9-e/mra NA(/-)rr'6�o�� 81enna NUimi (for) (Jan 23. 102 08.2 PST) LINDSAY LARA, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney Revised 1/29/2020 CONSULTANT 1'?96z--1M7 AlMee By:. Patricia Mckee (Jan 20, 2023 10:19 PST; Name:Patricia Mckee Title: Secretary and General Counsel [If CONSULTANT is a corporation, add signature of second corporate officer] Name: Scott Zorn Title: General Manager /West Exhibit A %DRICH 9 December 2022 City of San Rafael, California Department of Public Works 111 Morphew Street San Rafael, CA 94901 Attention: Ms. April Miller Director, Department of Public Works, City of San Rafael VIA EMAIL: april.miller@cityofsanrafael.org Haley & Aldrich, Inc. 2033 N. Main Street Suite 309 Walnut Creek, CA 94596 925.949.1012 Subject: Proposal for Landfill Site Assessment and Installation of a Perimeter Landfill Gas Monitoring Well Bellam Blvd. Landfill aka San Rafael Landfill 31 Windward Way San Rafael, California 94901 Haley & Aldrich, Inc. Proposal No. P205949-000 Dear Mr. Guerin. Haley & Aldrich, Inc. (Haley & Aldrich) has prepared this proposal for the City of San Rafael (City) to provide landfill site assessment and installation of a perimeter landfill gas monitoring well at the Bellam Blvd. Landfill aka San Rafael Landfill located in the City of San Rafael, California (Site). State of California regulations (Title 27 of the California Code of Regulations [CCR]) require monitoring of landfill gas (LFG) to determine if it is migrating beyond the permitted landfill facility boundary. The scope of services included in this proposal includes the initial necessary effort to address the regulatory requirements for performing the perimeter LFG monitoring and assessment as requested by the Marin County (County) Environmental Health Services Division (local enforcement agency [LEA]) and the California Department of Resources Recycling and Recovery (CalRecycle) for the Site in their recent correspondence with the City. Scope of Work Haley & Aldrich has identified the following scope of work to complete the requested services. The proposed scope of work has been divided into the following tasks: P Task 1— Site Information Review Task 2 — LFG Monitoring Well Design and Monitoring Scope Submittal Task 3 —Site Preparation and Utility Clearance Task 4 — LFG Monitoring Well Installation a Task 5 — Meetings, Communication, and Project Management www.haleyaldrich.com City of San Rafael, California 9 December 2022 Page 2 A description of each task is provided below: TASK 1—SITE INFORMATION REVIEW Haley & Aldrich has a general understanding of the project. However, a more detailed review of the following Site information, if available, will allow for a better understanding of the existing landfill conditions, the historical and recent LFG concentrations, and its extents, and will be helpful to facilitate the design. Site layout map (electronic copy in CAD or GIS); 5 Geologic cross-section(s) of the site lithology (i.e., landfill cover, refuse, underlying soils profile, etc.), if available; 3 Locations/layout of the old/existing landfill perimeter and interior gas monitoring wells; As -built drawings/construction details (i.e., pipe diameter, screen intervals, well depths, etc.) of the old/existing gas monitoring wells; Historical LFG monitoring data from the old/existing wells; Landfill history and operating timeframes; Landfill geometry (i.e., cover thickness, refuse thickness, etc.); Recent and historical Site investigation, characterization and environmental assessment reports, if available; and 0 Recent correspondence with the County and CalRecycle. TASK 2 — LFG MONITORING WELL DESIGN AND MONITORING SCOPE SUBMITTAL A Site aerial map (that was provided to us) including the preliminary proposed perimeter LFG monitoring well installation locations is included in the attached Figure 1. Haley & Aldrich will prepare a Site layout map showing the final proposed perimeter LFG monitoring well installation locations. A typical LFG monitoring well construction design drawing along with the proposed LFG monitoring scope will also be developed. Haley & Aldrich will submit the draft Site layout map, well construction design drawing, and the LFG monitoring scope to the City for review and approval. After finalizing the aforementioned deliverables based upon the feedback from the City, these deliverables will be submitted to the County and CalRecycle in a letter report for their review and approval. TASK 3 — SITE PREPARATION AND UTILITY CLEARANCE Health and Safety Haley & Aldrich will prepare a Site health and safety plan (HASP) in accordance with the United States Occupational Safety and Health Administration (OSHA) 29 CFR 1910.120, Hazardous Waste Operations and Emergency Response and the California Division of OSHA Title 8 Section 5192(e). The HASP will address hazards associated with the anticipated activities during the proposed LFG monitoring well installation and the subsequent LFG monitoring. The drilling contractor will be required to submit a subcontractor HASP to Haley & Aldrich for review prior to mobilization, and they will adhere to the provisions of the subcontractor HASP during well installation. All subcontractors are responsible for their own health and safety. City of San Rafael, California 9 December 2022 Page 3 As required by the CalRecycle, a Community Health and Safety Plan (CHSP) will also be prepared as a supplement to the Site HASP for the installation of the LFG monitoring wells and the subsequent LFG monitoring activities. The CHSP will be prepared by Haley & Aldrich and submitted to the County and CalRecycle for distribution to the potentially affected communities (e.g., the nearby residences on Baypoint Village Drive road and the nearby businesses on Windward Way road). The purpose of the CHSP will be to inform community members of: Q The days and times work will happen, and how long it will take; Whom to call with questions or concerns, or in case of emergency; o What to do in case of emergency; Strategies being used to protect the community from possible work hazards; s The government agencies that are overseeing the work; and How updates will be provided from the state and local agencies. Permitting and Site Clearance Prior to initiating any field activities, the following notifications will be made and permits will be obtained: Haley & Aldrich's drilling contractor will mark each of the planned LFG monitoring well installation location at the Site and notify the Underground Service Alert (USA North 811) at least 72 hours prior to the start of any ground -disturbing and drilling activities. Each well location will also be screened and cleared for utilities by a private utility locator and cleared by manual excavation (via a hand auger) to a depth of approximately 5 feet bgs as a final check for subsurface utilities. * Posting of Tow -Away (no parking) signs 72 hours priorto drilling activities where parking will be closed (along Baypoint Village Drive and Windward Way roads) under the City of San Rafael, Department of Public Works Temporary Occupancy Permit. ® Notifications to the California Department of Public Health (CDPH), Marin County Environmental Health Services Division, Marin County Department of Public Works, and the City at least 10 days prior to drilling under the Permit to Construct. An encroachment permit will be needed and obtained from the City for the installation of LFG monitoring wells under/along the sidewalk of Baypoint Village Drive and Windward Way rights- of-way. Since the drilling and well installation activities are planned to be conducted along the outside perimeter of the landfill Site with potentially elevated methane gas levels present within the refuse, methane gas could potentially be released or collected in well borings, creating potentially harmful explosive and fire conditions; therefore, the local fire department will also be notified prior to the start of field activities as a precaution. The City, County, and CalRecycle will be notified (via email) prior to the start of field activities. The Bay Area Air Quality Management District (BAAQMD) will also be notified (via email) prior to the start of field activities. City of San Rafael, California 9 December 2022 Page 4 TASK 4 — LFG MONITORING WELL INSTALLATION A total of 6 new multi-level (nested) LFG monitoring wells (3 wells near the residences on Baypoint Village Drive and 3 wells near the businesses on Windward Way) will be installed along the outside perimeter of the landfill Site. The preliminary proposed LFG monitoring well installation locations are shown on Figure 1. The LFG monitoring wells will be designed to target only the unsaturated zone along the outside perimeter of the landfill Site and will be installed above the water table to a maximum depth of approximately 20 feet below ground surface (bgs). The final well installation locations and depths will be determined based upon the review of the Site information requested under Task 1 and the feedback from the City, County, and CalRecycle. The final well depths and locations will also be adjusted during well installation activities based on the field conditions. Wells will be installed as follows: For each LFG monitoring well, limited identification of specific soil intervals will be performed from 0 to 20 feet bgs. Continuous soil cores will be collected using a split spoon sampler (or equivalent). Soil cores will be examined visually for geological characteristics and logged, by a Project Geologist. A dual use direct push & hollow -stem auger drilling unit (truck or track mounted) or equivalent will be used to first advance a 2.25 -inch diameter boring to 20 feet for soil logging purposes, then ream the boring with larger (e.g., 8 -inch diameter) auger to construct the well. Each well will be constructed using dual -nested 1 -inch diameter, polyvinyl chloride (PVC) Schedule (SCH) 40 casing and two approximately 5 -foot long PVC SCH 40, machine -slotted, shallow and deep well screens (0.020 inch slot) with # 2 filter pack sand placed from the bottom of the boring to approximately six inches above the top of each screen interval. The shallow and deep nested LFG monitoring wells will be screened at approximately 5 to 10 feet bgs and 14 to 19 feet bgs, respectively. Approximately three feet of hydrated bentonite chips or pellets will be placed between layers of six inches of sand above the deep casing and below the shallow casing to create a seal between the target screen intervals. * All well casing risers may be sealed with a 3 -feet diameter geomembrane/well borehole seal near the surface completion location at approximately 2 to 3 feet bgs. All wells will be completed with a 10 -inch flush -mounted traffic rated cover/well box. 17 For each well, an air -watertight well casing cap (with a lockable plug) and a sample port will be installed at the top of well casing within the well box. As part of this task, Haley & Aldrich will review the results of the ground penetrating radar (GPR) well search that has been performed by CalRecycle in search of the old/current LFG monitoring wells located at the landfill Site. If found, those old/existing LFG monitoring wells will be restored so that those wells can be used in the LFG monitoring program for the Site. The location of the LFG monitoring will be surveyed and reported as longitude and latitude relative to North American Datum of 1983. The ground surface and top -of -casing elevation will be surveyed relative to North American Vertical Datum of 1988. Investigation derived waste (IDW) generated during drilling and well installation activities such as equipment wash and rinse water and soil cuttings will be placed into 55 -gallon (200 pounds [lbs]) Department of Transportation approved drums and temporarily stored on Site. The waste will be characterized and disposed of within 90 days once the drilling activities have been completed. For the purposes of this proposal, Haley & Aldrich has assumed that a total of 8, 200 lbs drums containing IDW will be generated from the planned drilling activities at the Site and the IDW will be disposed off-site as non -hazardous waste. The costs for the characterization and disposal of IDW included in this proposal City of San Rafael, California 9 December 2022 Page 5 are subject to change, with prior authorization from the City, if more IDW is generated from the planned drilling activities or if the IDW has to be characterized and disposed as hazardous waste. All well drilling and construction activities will be conducted by a Haley & Aldrich's drilling contractor licensed in the state of California and will be implemented under Haley & Aldrich's field oversight. Well drilling and installation activities are anticipated to be completed in approximately 3 field workdays. Upon completion of the drilling and LFG monitoring well installation activities, the surveyed as -built well locations (on a Site layout map), well boring logs, well construction logs, well construction observations, and a photolog of the field drilling activities will be provided to the City, County, and CalRecycle in a letter report. TASK 5 — MEETINGS, COMMUNICATION, AND PROJECT MANAGEMENT We will routinely coordinate with the project team including the City, County, and CalRecycle regarding the field work and deliverables status updates throughout the scoping timeframe of this proposal (one year from the approval of this proposal), as needed. A budgetary estimate is included in this task to allow for routine communication and project management and assuming an allowance for a principal consultant and a senior technical expert attending up to three, one-hour duration, coordination virtual meetings or conference calls with the project team and/or regulatory agencies. Cost and Schedule Services for Tasks No. 1 through 5 will be conducted on a time and materials (T&M) basis for fee not to exceed $58,700. The scope of work is itemized below: ICH Task No. Task Description �• 1 Site Information Review $2,500 1 week 2 LFG Monitoring Well Design and $7,500 2 weeks Monitoring Scope Submittal 3 Site Preparation and Utility $4,700 3 weeks Clearance 4 LFG Monitoring Well Installation $38,300 1 week 7 Meetings, Communication, and $5,700 As Needed Project Management Total T&M Budget: $58,700 ICH City of San Rafael, California 9 December 2022 Page 6 We reserve the right to negotiate adjustments to the T&M fee amount should the assumptions, information, schedule, or authorized scope change from those noted herein. Closing We appreciate the opportunity to submit our proposal and look forward to working with you on this project. This proposal is valid for a period of 60 days from the date of this letter. If acceptance and authorization to proceed are not received within that period, we reserve the right to renegotiate the estimated costs, schedule for completion, and scope of services. If the above arrangements are satisfactory to you and you would like to proceed, we will look forward to reviewing the City's Professional Services Agreement. In the meantime, please contact the undersigned if you wish to discuss this proposal or any aspect of the project. Sincerely yours, HALEY & ALDRICH, INC. Scott Bodensteiner Program Manager, Client Leader Attachments: Figure 1— Site Layout Map oma vyt"l Omer Uppal Project Manager, Senior Engineer https://haleValdrich-my.sharepoint.com/personal/sbodensteiner_haleyaldrich_com/Documents/M Drive/Proposals/San Rafael Windward Landfill/HA Proposal for Landfill Assessment and LFG Well Installation - City of San Rafael 9Dec2022.docx H-11ILLMICH CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Public Works Project Manager: Nataly Torres (for Ryan Montes) Contractor Name: Haley & Aldrich Contractor's Contact: Scott Bodensteiner ❑ FPPC: Check if Contractor/Consultant must file Form 700 Extension: 3353 Contact's Email: sbodensteiner@haleyaldrich.com Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to ❑ enter a date. b. Email contract (in Word) and attachments to City 12/27/2022 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X NT 2 City Attorney a. Review, revise, and comment on draft agreement 1/11/2023 and return to Project Manager 1/11/2023 ® _G C— b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® GC_ rAM 3 Department Director Approval of final agreement form to send to 1/19/2023 © contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to ❑ I. contractor for their signature enter a date. 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ❑ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed City Attorney agreement Review and approve insurance in PINS, and bonds 8 (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager PSA - Haley & Aldrich - Windward Way Landfill Site Assessment and Well Installation Final Audit Report 2023-01-23 Created: 2023-01-20 By: Nataly Torres (nataly.torres@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAGl 77VCJ9EW_eFISg6zhJfQMgpnOVsRpz "PSA - Haley & Aldrich - Windward Way Landfill Site Assessmen t and Well Installation" History Document created by Nataly Torres (nataly.torres@cityofsanrafael.org) 2023-01-20 - 6:10:34 PM GMT L-7'. Document emailed to Patricia Mckee (pmckee@haleyaldrich.com) for signature 2023-01-20 - 6:13:32 PM GMT Email viewed by Patricia Mckee (pmckee@haleyaldrich.com) 2023-01-20 - 6:18:26 PM GMT bo Document e -signed by Patricia Mckee (pmckee@haleyaldrich.com) Signature Date: 2023-01-20 - 6:19:50 PM GMT - Time Source: server E'y Document emailed to Scott Zorn (szorn@haleyaldrich.com) for signature 2023-01-20 - 6:19:52 PM GMT !l Email viewed by Scott Zorn (szorn@haleyaldrich.com) 2023-01-20 - 6:39:23 PM GMT b© Document e -signed by Scott Zorn (szorn@haleyaldrich.com) Signature Date: 2023-01-20 - 6:40:41 PM GMT - Time Source: server E'-. Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2023-01-20 - 6:40:43 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2023-01-20 - 6:45:10 PM GMT b© Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2023-01-20 - 6:50:26 PM GMT - Time Source: server by SAN RAFAEL APdob Acrobat Sign P'.► Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2023-01-20 - 6:50:29 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2023-01-20 - 7:32:24 PM GMT 6o Document e -signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2023-01-20 - 7:32:32 PM GMT - Time Source: server P-4 Document emailed to city.clerk@cityofsanrafael.org for approval 2023-01-20 - 7:32:35 PM GMT { Email viewed by city.clerk@cityofsanrafael.org 2023-01-23 - 3:48:01 PM GMT 6o Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2023-01-23 - 3:48:16 PM GMT 6o Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2023-01-23 - 3:48:18 PM GMT - Time Source: server '► Document emailed to jim.schutz@cityofsanrafael.org for signature 2023-01-23 - 3:48:21 PM GMT Email viewed by jim.schutz@cityofsanrafael.org 2023-01-23 - 4:21:50 PM GMT 60 Signerjim.schutz@cityofsanrafael.org entered name at signing as Jim Schutz 2023-01-23 - 4:22:05 PM GMT 6© Document e -signed by Jim Schutz dim.schutz@cityofsanrafael.org) Signature Date: 2023-01-23 - 4:22:07 PM GMT - Time Source: server P- 4 Document emailed to city.clerk@cityofsanrafael.org for signature 2023-01-23 - 4:22:10 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2023-01-23 - 4:22:23 PM GMT 6o Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2023-01-23 - 4:22:40 PM GMT 6o Document e -signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2023-01-23 - 4:22:42 PM GMT - Time Source: server Agreement completed. 2023-01-23 - 4:22:42 PM GMT SAN RAFAEL Powered by Adobe i UIE CITY WITH A r4JWON Acrobat Sign