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AGENDA ITEM # 8G
JANUARY 9, 2012
ATTACHMENT A. SCOPE OF SERVICES
A.1. PROJECT UNDERSTANDING
The Cities of Atlantic Beach (COAB) and Neptune Beach (CONB) currently rely on the City of
Jacksonville (COJ) for the provision of municipal solid waste disposal at the COJ /Duval County
Trail Ridge Landfill, and for yard waste and construction and demolition (C &D) debris disposal at
the Old Kings Road landfill run by Advanced Disposal. The Cities are disputing the rigorousness of
the process undertaken by COJ to establish a defensible uniform solid waste processing and disposal
fee. Accordingly, the Cities are seeking the assistance of a consultant with a detailed understanding
and extensive experience with both full cost accounting and municipal waste management
operations, for the purpose of evaluating COJ's process and the resulting uniform fee structure.
MidAtlantic Solid Waste Consultants (MSW Consultants) submitted a proposal to the Cities of
Atlantic Beach and Neptune Beach to perform this project. Our proposal committed two senior
professional staff to jointly review available information and perform the required analysis. Our
approach to this project will attempt to verify that COJ has accurately and reasonably compiled
appropriate financial, operating, and customer documentation and has adequately and defensibly
allocated system expenses to appropriate cost centers and customer classes. We will also observe
and comment on unique and noteworthy policies that may impact COJ's tabulation of the full cost.
The specific approach to complete this assignment is shown below.
A.2. SCOPE
MSW Consultants will perform the following tasks.
Task 1: Review of Publicly Available Information and Preparation of Data Request: MSW
Consultants will first review publicly available information about COJ's waste management system,
program, policies, and finances. This review will include the COJ CAFR, budget documentation,
solid waste ordinance, interlocal agreements, collection contracts, disposal facility operating
contracts, etc. MSW Consultants will compile, review and index these sources. MSW Consultants
will also compile historical material quantity and other relevant data from COAB /CONB. Based on
the review of publicly available information, MSW Consultants will draft a formal information
request(s) for submission to COJ. Prior to sending to COJ, the information request(s) will be
reviewed by COAB /CONB and comments integrated. (Duration: 1 week)
Task 2: Submission of Data Request and Review of Responses: MSW Consultants will, in
conjunction with COAB /CONB, submit the data request to COJ, and compile and review
responses. This review will focus on the sufficiency of provided data to support COJ claims of full
cost as well as establishment of a uniform fee. (Duration: 1 week upon receipt of responses from
COJ).
Task 3: COJ Meetings: MSW Consultants, in coordination with COAB /CONB, will prepare for,
attend, and facilitate meetings with COJ personnel to review remaining data needs and identified
deficiencies. The budget for this task assumes up to two days of meetings to cover both financial,
operational, and other key personnel. (Duration: 2 days, subject to COJ staff availability).
COAB /CONB A-1 MSWCONSULTANTS
AGENDA ITEM # 8G
JANUARY 9, 2012
ATTACHMENT A
Task 4: Development of Preliminary Findings: MSW Consultants will prepare a concise
summary of key findings for review and discussion with COAB /CONB staff and legal counsel.
MSW Consultants will attend a meeting with COAB /CONB to systematically review findings and
obtain guidance for preparation of the summary report. (Duration, 1 week).
Task 5: Summary Memorandum: MSW Consultants will draft a summary memorandum
itemizing the approach, materials provided and reviewed, and notable findings and observations
about the veracity of COJ's rate setting process and results. MSW Consultants will review the draft
memorandum with COAB /CONB, integrate COAB /CONB comments, and submit a final
memorandum. (Duration: 2 weeks).
Additional Services: MSW Consultants cannot predict the level of responsiveness from COJ, nor
the availability of COJ staff to review and respond to questions. The following tasks would
constitute additional services: additional meetings with COJ staff beyond the two days of meetings
included in the scope; additional iterations of written clarifications and /or additional data requests;
presentations to COAB /CONB on findings /results; and other tasks not completed within the steps
itemized above.
A.3. BUDGET
The total project budget for Subcontractor is $18,900. Task breakdowns are shown in the following
table.
Budget
Task
Hours
Total Cost (incl.
Expenses)
1) Review of Public Info
32
$3,600
2) Review of COJ Responses
36
$4,100
3) COJ Meetings
34
$4,400
4) Preliminary Findings
16
$2,200
5) Report
42
$4,600
Total
160
$18,900
A.4. SCHEDULE
Assuming one week of time for COJ to fully respond to information requests, and one week for
scheduling and attending meetings with COJ management, operational, and financial staff,
preliminary findings are expected to be developed within thirty days of receipt of notice to proceed.
Delays incurred due to partial responsiveness or unresponsiveness from COJ will extend the
schedule commensurate with the duration of the delay(s). The final report will be developed within
two weeks of receipt of comments from COAB /CONB on the preliminary findings.
MCONSULTANTS A -2 COAB /CONB
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