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HomeMy WebLinkAboutAgreements/Contracts - Public WorksGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: PUBLIC WORKS REQUEST SUBMITTED BY: Victoria Seim CONTACT PERSON ATTENDING ROUNDTABLE: John Brissey CONFIDENTIAL INFORMATION: DYES 0 NO DATE: 05.28.2026 PHONE: 509 754 6082 LU ft Ill'i i ;1 a s DAgreement / Contract ❑AP Vouchers ❑Appointment / Reappointment DARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU []Minutes ❑ Ordinances ❑Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations 117-11 Request for Purchase ❑ Resolution ❑Recommendation ❑Professional Serv/Consultant []Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB -- - - -- ----- !=N UIXIes;1*1 L= �W Amendment 31 of the FY 2026 Ephrata Landfill Engineering & Environmental Services Agreement between Grant County & Parametrix, for Parametrix to assist in preparing an updated Solid Waste & Moderate Risk Waste Management Plan, from May 2026 Dec 2027, with a budget of $150,540.00. The Department of Ecology is expected to pay a portion of this total in accordance with Agreement No. SWMLSWFA 2025 GrCoPW 00245. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO X N/A If necessary, was this document reviewed by legal? © YES ❑ NO ❑ N/A DATE OF ACTION: 6 ,� .—�& APPROVE: DENIED ABSTAIN D1:� D� D3: DEFERRED OR CONTINUED TO: WITHDRAWN: 4/23/24 Exhibit A - Amendment Thirty -One Grant County FY 2026 Ephrata Landfill Engineering and Environmental Services Solid Waste and Moderate Risk Waste Management Plan Update a tit Parametrix, Inc. (Parametrix), is currently providing engineering and environmental services for Grant County Public Works Department (County) at the Ephrata Landfill (Active Landfill) and Closed Landfill (Old Landfill). The County has requested Parametrix's assistance in preparing an updated Solid Waste and Moderate Risk Waste Management Plan (SWMP). This scope and budget amendment is based on conversations with County staff, Parametrix experience with solid waste management planning, and review of draft revisions to the Department of Ecology's solid waste planning guidance. The County has requested Parametrix conduct additional tasks for the SWMP through fiscal year (FY) 2026 and 2027 as listed below. The budget is attached as Exhibit B. Lodging and subsistence expenses will be billed at per diem rates per the Washington State Office of Financial Management for Grant County Phase 11 � 2026 Ephrata Landfill Engineering and Environmental Services ■ Task 7 Solid Waste Management Plan Update Accordingly, this amendment increases the scope of work and budget to include the additional tasks. Approved for CLIENT Accepted for PARAMETRIX, INC. By By Title Kevin R. Burgess, Chair Date (-e �2�22a �cp Grant County FY 2026 Ephrata Landfill Engineering and Environmental Services Title Regional Division Manager Date May 12, 2026 B-1 233-3746-005 May 2026 Parametrix ENGINEERING . PLANNING. ENVIRONMENTAL SCIENCES Grant County Solid Waste and Moderate Risk Waste Management Plan Update This Scope of Work identifies tasks and deliverables associated with updating the 2008 Grant County Solid Waste Management Plan (2008 Plan) and incorporating a new Moderate Risk Waste (MRW) chapter. The 2008 Plan provides background and guidance for a long-term approach to solid waste management in the incorporated and unincorporated areas of Grant County. The new Grant County Solid Waste and Moderate Risk Waste Management Plan (Plan) will update the 2008 Plan and incorporate current MRW planning and practices into a single plan. The Plan update will leverage the existing, working draft the County has developed to date. The update will be brief and concise while satisfying the minimum requirements of Revised Code of Washington (RCW) 70A.2051 for SWMPs. The Plan is intended for practical use by Grant County and 14 participating incorporated cities (it is our understanding that Coulee Dam is not participating in the plan). Through coordination with Grant County and the Solid Waste Advisory Committee (SWAC), the updated Plan will evaluate existing solid waste management needs, assess continuing the existing programs that are meeting County goals, and develop new programs where needed to meet changing solid waste management priorities. The Plan will include an evaluation of significant changes in solid waste programs within the County over the last 15 years, integrate the State -mandated Contamination Reduction Outreach Plan (CROP)2, and consider opportunities for waste reduction and green waste and food waste composting. The updated Plan will include estimated long-range needs for solid waste handling facilities projected over the next 20 years as stipulated in RCW 70A.205.045, including a landfill siting element to evaluate expanding the Ephrata Landfill or siting a new landfill in the County. The Plan will require review and approval by Ecology; Grant County Health District, the Washington Department of Agriculture (WDOA) for compliance with RCW 17.24 for insect and plant diseases, specifically for the apple maggot issue; and approval and adoption by the WUTC for cost assessment of solid waste collection. The primary guidance for updating the 2008 Plan includes: 1 Recodified from RCW 70.95 to 70A.205 in June 2020. 2 CROP was developed by Grant County Public Works through coordination with the SWAC. Ecology's guidance encourages the CROP to be integrated into the body of the plan. Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 1 EXHIBITS (continued) • Guidelines for Development of Local Comprehensive Solid Waste Management Plans and Plan Revisions, February 2010, Publication No. 10-07-005 and recent revisions shared in draft form. • Guidelines for Developing and Updating Local Hazardous Waste Plans, Revised February 2010, Publication No. 10-07-006 and recent revisions shared in draft form. • Washington Utilities and Transportation Commission Cost Assessment Guidelines for Local Solid Waste Management Planning, Second Edition, Revised, August 2001, Publication No. UTC-228-90-01 • 2026-Draft UTC Cost Assessment (prepared by Ecology for use by jurisdictions in lieu of older format) • Recycling Contamination Reduction Best Management Practices & Resources Companion Guide, A supplement to Washington State's Recycling Contamination Reduction and outreach Plan (CROP), September 2020, Publication No. 20-07-031 The following scope of work describes the tasks required to complete the Plan update. SCOPE OF WORK Project Management Objective and Approach: Throughout the course of the contract, Parametrix will provide effective project management and coordination to execute the scope of work within budget and schedule meeting the County's expectations for content and quality. Project management activities will include: • Managing project activities • Preparing monthly invoices accompanied by a project status report • Coordinating, scheduling, and participating in project meetings, including preparation of meeting notes Invoices and project status reports will include: • Itemization of costs by task • Budget status by task • Estimate of percent complete by task • Backup information for invoiced costs Project management is assumed to occur from May 2026 through December 2027, a duration of 20 months. Task 7.1 Deliverables Deliverables for this task include: • Monthly invoice and status reports (PDF) • Project meeting notes (PDF) • Periodic schedule updates (MS Project or PDF) Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 2 EXHIBITS (continued) Task 7.2: Preliminary Draft Plan Task 7.2.1: Initiation of Plan Update Process Objective and Approach: To provide for the development of the methodology, process, and schedule for updating the Plan. Parametrix will interview and meet with County staff through a virtual kick-off meeting to develop a process for updating the Plan. We anticipate that the discussion will include: • 2008 Plan goals and recommendations status • SWAC involvement and identification of other stakeholders • Assigning responsibility for tasks (such as organizing meetings) • Process and timeline for Plan updates and review cycles. • Facilitating review by local agencies and Ecology • Public involvement strategy and stakeholder engagement Task 7.2.1 Assumptions • In advance of the initiation meeting, the County will provide Parametrix with the status of recommendations as identified in the 2008 Plan, and any other information deemed pertinent to initiating Parametrix with solid waste planning in the county. • The schedule will be a working document throughout the Plan update process. • The County will continue to use the Ephrata Landfill for waste disposal with a new expansion or landfill planned in the 20-year planning cycle. Task 7.2.1 Deliverables Deliverables for this task include: • Draft and Final Meeting Summary Notes (Word and PDF) Task 7.2.2: Preparation of the Preliminary Draft Plan Objective and Approach: To prepare a preliminary draft Plan that accounts for changes in the solid waste management system within Grant County. The Plan update will guide solid waste handling practices to meet future needs and will meet state requirements for solid waste as required by RCW 70A.205. With project budget in mind, the update will draw from the existing (2008) and County -updated content to the extent possible. Activities for the preparation of the draft Plan include: Parametrix will update each chapter through coordination with the County, SWAC, stakeholders, Ecology, and review of online resources. Updates will involve working with the existing draft, which strives to simplify and abbreviate the plan to streamline future updates. The following discussion summarizes the expected process for revisions. Review 2008 Plan Recommendations. Goals and recommendations from the 2008 Plan will be reviewed and evaluated to assess the performance of the solid waste management system against the recommendations. This is particularly important because often the system meets the goals set in the plan and there may not be a need for any significant changes in certain operations. Current solid waste regulations and policies would also be reviewed to determine if there are any changes to the solid waste system that will be required by those regulations. Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 3 EXHIBITS (continued) • Review and Potentially Update Projections for the 6- and 20-year Planning Periods • Review Existing Solid Waste Handling System. Parametrix will interview County staff to determine what areas are needed for improvement in the solid waste handling system, and alternatives for achieving improvement. This also involves reviewing the 2008 Plan to identify other areas where updates may be useful. A questionnaire will be developed and provided to the County to coordinate information gathering from others. The result of this task will be a list of areas in the current solid waste handling system that must or could be improved for integration into chapter updates. • Regulations. Review the relevant state and local legislation, regulations, and guidelines that are already integrated into the working plan and update the plan as necessary. • CROP. Update (if necessary) and integrate the County's Contamination Reduction Outreach Plan (CROP) into the Recycling chapter. • Updates. Update chapters of the SWMP with new content based on changes in existing conditions and changes in regulations as they apply to the County while closely resembling the contents of the chapter in the 2008 plan and County -updated draft document. • Develop Draft Alternatives. Once the list of areas for improvement is complete, Parametrix will work with County staff to develop a list of alternatives for achieving improvements. Input to the alternatives will be introduced during SWAC meetings to garner input. Once the alternatives are developed, Parametrix will work with County staff to develop a list of criteria for evaluating them to determine which alternatives are appropriate as recommendations. These criteria may include cost-effectiveness, feasibility, long-term viability, resilience, environmental soundness, and regulatory compliance. Each option will be ranked through coordination with the County and the SWAC. Those that receive the highest rankings will be selected as recommendations. • Coordinate the development of the 6-year construction and acquisition section to include details such as: o Construction of facilities o Significant facility upgrades o Purchase of land, major machinery, drop boxes, or other capital expenditures. o Major equipment replacement and repair o Ongoing maintenance o Education programs o Staffing o Landfill post -closure monitoring and care. o Funding structure to cover the cost of the planned capital projects. Coordinate the development of anticipated major expenses over the twenty-year planning horizon and how those costs will be met. Appendices. Appendices will be updated, as necessary. See below assumptions. Assemble Preliminary Draft Plan. The Preliminary Draft Plan will involve coordination with County staff and the SWAC on changes and revisions to each chapter. Parametrix will revise and update chapters based on County comments and prepare the Preliminary Draft Plan for review by participating jurisdictions, the SWAC, Ecology, WUTC, WDOA, and the public. The Preliminary Draft Plan will also be submitted to Ecology for review and comment. Task 7.2.2 Assumptions • County staff will assist by providing information and perspective through research and coordination with outside information sources. Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 4 EXHIBITS (continued) • In review of the working draft plan, there will not be any need to update the following content: o The Census and population growth description o Industry/employment numbers using Washington Employment Security Department o The waste characterization based on Ecology's 2020-2021 Washington Waste Characterization Study O The recycling, diversion, and landfill disposal quantities o Waste generation quantities. • County staff will be responsible for providing the content for the Moderate Risk Waste section of the Plan. • Tonnage disposed at drop boxes and Ephrata Landfill by customer -type will use information supplied by the County. • Parametrix will coordinate directly with the haulers for customer numbers and collection tonnages including that for recycling and organics to include in the UTC cost assessment. • Two Parametrix staff will perform one field reconnaissance of select solid waste facilities in the County and attend three in -person meetings with the SWAC. • To reduce the number of review cycles, the interim Preliminary Draft Plan will be submitted to the County and the SWAC for their review concurrently and the County will provide Parametrix with one set of comments in track changes or spreadsheet format. • The interim Preliminary Draft Plan will be distributed to the County and SWAC for their review with all Alternatives and Recommendations developed and agreed upon during prior SWAC meetings. No comments of substance will be made on the Alternatives and Recommendations during review of the interim Preliminary Draft Plan. • Once the County and SWAC comments are addressed, the Preliminary Draft Plan will be distributed for public comments and for Ecology`s review. • The County will collect and organize the review comments, including providing clear direction on the appropriate response/revision when comments are in conflict or unclear. • The potential modification to the waste stream projection will be based on the impacts of the Organics Management Law, the Recycling Reform Act, or changes in landfill tip fees. • The working draft Plan the County has been updating over the last several years will be integrated into the Parametrix template. • Appendices (initial reordering): o Appendix A. Interlocal agreements will be prepared, coordinated, and provided by the County. o Appendix B. SWAC Bylaws o Appendix C. Status of 2008 Plan Recommendations o Appendix D. Disposal Facility Siting Factors. This is new content which will follow RCW minimum requirements to show potential areas for new landfill siting and development. o Appendix E. UTC Cost Assessment Questionnaire will be replaced with new spreadsheet format provided by Ecology. o Appendix F. SEPA Checklist is anticipated to be mostly the same as the previous version, with many of the SEPA elements not applying due to the plan being a non -project action. O Appendix G. Public and Agency Comments and Responses o Appendix H. Resolutions of adoption will be prepared, coordinated, and provided by the County. o Appendix I. Household Hazardous Substance List and Remedial Action Sites List • SEPA: o The County will be the lead agency. Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 5 EXHIBITS (continued) o The SEPA determination will be either a Determination of Non -Significance or a Mitigated Determination of Non -Significance (an Environmental Impact Statement will not be required). o The County will coordinate the public comment period including publication in the local newspaper. o The County will forward the SEPA determination to Ecology for the publicly available SEPA register. Task 7.2.2 Deliverables Deliverables for this task include: • PowerPoint presentations for four SWAG Meetings • Individual chapter updates • Updated appendices • Interim Preliminary Draft Plan • Preliminary Draft Plan (Word and PDF) Task .3s Stakeholder Coordination Task 7.3.1: Review at Local Level Objective and Approach: To facilitate agreement among the County and other participating jurisdictions concerning the Preliminary Draft Plan text and to present the Preliminary Draft Plan to the public for comment. Activities for the preparation of the draft Plan includes: Coordinate Plan Review with Municipalities. The SWAC is largely represented by participating cities and towns and other stakeholders and the need for specific, coordinated review outside of the SWAC is not recommended. Conduct Public Meeting. The Preliminary Draft Plan can be presented to the public for comment through an open house with an emphasis on the updated alternatives and recommendations. Parametrix will assist the County in preparing the content for the open house. As part of this effort, Parametrix will work with the County to identify how public comments will be considered and used in the Plan update. Revision process. Due to active SWAC involvement, it is likely public comments will be minimal. If public input suggests that some of the recommended alternatives do not have public support, then an additional meeting may be needed with the SWAC to agree on changes that incorporate the public comments. Once a final agreement is reached on the recommended alternatives, Parametrix will finalize the plan. Task 7.3.1 Assumptions • The County will track and provide Parametrix with public meeting minutes and comments. • The County will develop and manage the open house (if this option is selected), Parametrix will support this effort through the provision of content. • The County will provide outreach to citizens and local interest groups. • The County will work with the SWAC to agree on changes that incorporate public comments. • The Parametrix-prepared PowerPoint presentation for the open house will draw from previous PowerPoint presentations prepared for the SWAG. Task 7.3.1 Deliverables Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 6 EXHIBITS (continued) Deliverables for this task include: • PowerPoint presentation/content for public open house. Task 7.4, CoordinateAdopt-Jon and Ecology Approval(Final Objective and Approach: To create a complete Final Draft Plan package for submittal to Ecology. Prepare Final Draft Plan and Accompanying Materials for Submittal to Ecology. Parametrix will prepare and assemble the necessary documentation for submittal to Ecology for their review and approval, including the following: the Final Draft Plan, a transmittal letter formally requesting Plan review, complete SEPA documentation, copies of the interlocal agreements, and resolutions of adoption from all participating jurisdictions. Ecology has 45 days from receipt of the Final Draft Plan to provide any additional comments. Coordinate Ecology Review and Adoption. It is assumed that Ecology has been involved and provided comments during the Preliminary Draft. If Ecology provides additional comments or recommendations regarding the Final Draft Plan, Parametrix will work with the County to determine whether another meeting with the municipalities and the SWAC is needed to discuss these comments. If no meeting is necessary, Parametrix will incorporate the comments into the Final Draft Plan, which will become the Adopted Plan. Task 7.4 Assumptions • Parametrix will coordinate final review with Ecology and make final changes necessary to complete the Final Draft Plan • The County will circulate the Final Draft Plan to participating municipalities, Ecology, and the SWAC one last time to ensure agreement upon all the changes, • Any final changes will be mostly editorial in nature with limited changes to content. • The County will prepare the Resolutions of Adoption and coordinate signatures. Task 7.4 Deliverables Deliverables for this task include: • Final Draft Plan submittal package for approval and adoption (Word and PDF) • Draft and Final Adopted Plan (Word and PDF) Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 7 EXHIBITS (continued) Grant County Solid Waste and Moderate Risk Waste Management Plan Update Exhibit B - Summary Budget Task/Expense Hours Cost Task 1: Project Management and Administration 76 $14,698.22 Task 2: Preliminary Draft Plan 588 $ 115,038.12 Task 3 Stakeholder Coordination 23 $ 4,522.37 Task 4: Coordinate Plan Adoption and Ecology Approval (Final Draft Plan) 81 $ 14,281.30 Other Direct Costs (mileage/per diem) $2,000.00 Total Hours/Cost 768 $ 150)540.00 Grant County May 2026 Solid Waste and Moderate Risk Waste Management Plan Update 8