Loading...
HomeMy WebLinkAboutProject Management Plan TOWN OF SOUTHOLD SOLID WASTE MANAGEMENT DISTRICT SOUTHOLD TOWN LANDFILL CLOSURE PROJECT MANAGEMENT PLAN This Project Management Plan (Plan) is prepared in accordance with the requirements of the Contract for State Assistance Payments for Municipal Landfill Closure Projects to ensure proper management, administration, and construction related to closure of the Southold Town Landfill in Cutchogue, New York. 1.0 PROJECT MANAGEMENT STRUCTURE The Southold Town Landfill Closure Project(Project) is being conducted under the direction of the Town Board of the Town of Southold, Suffolk County, New York. The following representatives have been designated by the Board to manage and assist in the project. 1.1 Town of Southold • Proiect Administrator—James Bunchuck, the Town's Solid Waste Coordinator, has been designated by the Board to serve as Project Administrator. Mr. Bunchuck will be project liaison regarding engineering, management and administrative matters between Town and the consulting engineers, the Town's legal and accounting departments, and the New York State Department of Environmental Conservation (NYSDEC). He will coordinate with the Project Manager on daily work activities, attend job meetings, and authorize change orders. He will also direct Town forces in force account activities and be responsible for related recordkeeping. In addition, Mr. Bunchuck will be responsible for the documentation of closure • grant activities and the review of grant reimbursement vouchers. • Project Attorney—Greg Yakaboski, Esq., Town Attorney, will be responsible for securing any necessary construction easements and for ensuring the project complies with the requirements of the 1993 stipulated agreement between the Town and the DEC. • Comptroller—John Cushman, Town Comptroller, will be responsible for creating and maintaining project cost ledgers and financial records in accordance with State requirements. He will also be responsible for the preparation and submission of closure grant reimbursement vouchers. 1.2 Dvirka and Bartilucci Consulting Engineers Dvirka and Bartilucci Consulting Engineers (D&B) has been retained by the Town as the Project Engineer to provide engineering, construction administration, and project management services. D&B has staffed the project as follows: Town of Southold Landfill Capping Project Project Management Plan p. 2 1.2 Dvirka and Bartilucci Consulting Engineers(con'd) • Project Director -Thomas Maher, P.E., will be responsible for this project by providing overall project quality control, oversight of report preparation, design and field observation, and project certification. • Project Manager—David Glass, P.E., will provide day-to-day management of the project, and will be responsible for engineering reports, development and review of the construction documents and field oversight management, as well as review of contractor vouchers and preparation of project documentation. He will also serve as a construction observer on behalf of the Town. • Project Engineers— Edward Reilly and Robert Haynie will be responsible for the preparation of the design and related technical documents, as well as for the review of contractor submittals. • Construction Inspectors—D&B construction inspectors will be responsible for day-to-day construction observation to ensure compliance with the construction contract documents. Tectonic Engineering Consultants will assist the D&B construction inspectors by performing quality assurance/quality control testing. The management structure for the Project is illustrated on the Project Management Organization Chart, which is an attachment to this plan. • 2.0 PERSONNEL QUALIFICATIONS 2.1 Town of Southold Project Administrator—James Bunchuck, the Town's Solid Waste Coordinator, has served in his position for 10 years. Previously, Mr. Bunchuck was an environmental consultant for 7 years, first with ICF Incorporated of Washington, D.C., then with Booz, Allen, & Hamilton, Inc. of Bethesda, MD, where he worked on enforcement projects for the U.S. Environmental Protection Agency's Superfund program. Project Attorney—Greg Yakaboski has served as the Town Attorney for the past 2 and one-half years. Prior to his work with the Town, Mr. Yakaboski was an attorney with the firm Smith, Finklestein, Lundberg, Isler, and Yakaboski whose • practice areas included municipal law and litigation. Comptroller—John Cushman, Town Comptroller, has served in his position for 13 years. Prior to his work for the Town, Mr. Cushman was Assistant Manager of Treasury Operations for Synergy Gas Corporation for 2 years. Town of Southold Landfill Capping Project Project Management Plan p. 3 • 2.0 PERSONNEL QUALIFICATIONS (cont'd) 2.2 Dvirka and Bartilucci Consulting Engineers Proiect Director-Thomas Maher, P.E., is a Vice President of D&B and the Principal-in-charge of the Project for D&B. Mr. Maher has over 28 years of experience as an environmental engineer, and director and manager of numerous projects involving solid waste management, environmental remediation and landfill closure. Proiect Manager- David Glass, P.E., is an Associate with D&B and will serve as the Project Manager for D&B. Mr. Glass has 14 years of experience in engineering, design and construction observation, as well as project management, including environmental remediation and landfill closure. Senior Project Engineer- Edward Reilly is a Senior Design Engineer with D&B and will serve as Senior Project Engineer. Mr. Reilly has 22 years of experience in civil engineering in the areas of design and construction oversight, including a landfill design and closure projects. Project Engineer— Robert Haynie is a Project Engineer with D&B and will serve as a Project Engineer for this Project. Mr. Haynie has 5 years of experience in engineering and construction observation, including design and construction observation of environmental remediation projects. • Construction Inspectors-The D&B construction inspectors that will be employed on the Project have significant experience in heavy construction including landfill closures. 3.0 FIELD OVERSIGHT During the term of closure construction, construction observation will be provided by a team of D&B engineers and construction inspectors under the direction of Thomas Maher, P.E., and David Glass, P.E. The level of supervision and observation will be based on the construction activity taking place and the requirements to properly certify the work. Responsibilities of the construction inspectors will include preparation of daily field reports and monitoring the activities of Town forces, contractors and subcontractors for the purpose of cost control and construction verification. • Construction observation will also include quality assurance/quality control testing by Tectonic Engineering Consultants, who will be subconsultants to D&B, in accordance with the requirements of the NYSDEC Part 360 regulations and the NYSDEC-approved construction documents. Surveying and mapping will be performed by Young &Young under contract to the Town. Town of Southold Landfill Capping Project Project Management Plan p. 4 4.0 RECORDKEEPING AND COST ACCOUNTING PROCEDURES The Town Comptroller oversees the maintenance of fiscal records for the project. A Capital Fund has been established for all project revenues and expenditures. Financial records are kept in conformity with generally accepted accounting principles (GAAP) as applied to governmental units. The Governmental Accounting Standards Board (GASB) is the accepted standard setting body for establishing governmental accounting and financial reporting principles. Subsidiary ledgers are maintained for the Capital Fund which segregate revenues and expenditures by category. The general ledger for the Capital Fund summarizes all financial activity relating to the project and is updated daily. Currently, accounts are provided in the subsidiary ledgers as follows: Revenues A. Disposal Income 1. Cover Material Income B. New York State Capital Grant 1. NYSDEC Capital Grant C. Serial Bond Proceeds 1. NYSEFC Bond Proceeds D. Bonds Redeemed from Appropriations 1. NYSEFC Bond Redemptions Appropriations • A. Construction Costs 1. Landfill Cap 2. Force Account B. Engineering Costs 1. Planning Fees 2. Design Fees C. Other Expenses 1. Bond Counsel Costs 2. Fiscal Services Costs 3. Net Interest 4. Equipment Rental 5. Contingencies D. Issuance Costs 1. Administration 2. Direct Expenses 3. State Bond Issuance Town of Southold Landfill Capping Project Project Management Plan p. 5 • 4.0 RECORDKEEPING AND COST ACCOUNTING PROCEDURES (cont'd) Copies of records, ledgers and supporting documentation related to financial management of the project will remain on file at the office of the Town Comptroller and will be available for audit by the NYSDEC for a period of 6 years after completion of the project or final payment whichever is later. 5.0 IDENTIFICATION OF ELIGIBLE AND INELIGIBLE COSTS Eligible and ineligible costs as defined by 6 NYCRR 360-9 will be reviewed periodically by the Project Administrator and the Comptroller. 6.0 CONSTRUCTION PROJECT BID DOCUMENTS AND PROJECT BIDDING Proposed plans and specifications will be submitted by the Project Director to NYSDEC for approval prior to advertisement and bid solicitation. 7.0 REVIEW OF CONTRACTOR AND SUBCONTRACTOR CONTRACTS A copy of all signed project contracts and subcontracts (including those related to engineering, construction and supplies)will be submitted to the NYSDEC. 8.0 PAYMENT OF CONTRACTORS AND SUBCONTRACTORS • The Town is responsible to ensure that acceptable documentation is presented prior to issuing project payments. Payment requests and documentation will be kept on file and available for NYSDEC audit. A. Requests for Payment Acceptable payment claims made by contractors and subcontractors will consist of an invoice and documentation of direct salary costs and non-salary costs incurred. Non-salary costs for supplies and equipment will be documented by invoices or receipts. Non-salary costs for travel, meals and lodging will be documented by description of the name and title of trip-maker, the date, origin and destination, method of travel, mileage calculation, meal allowance and • receipts for lodging and transportation, as appropriate. Town of Southold Landfill Capping Project Project Management Plan p. 6 8.0 PAYMENT OF CONTRACTORS AND SUBCONTRACTORS (con'td) B. Review and Processing Each request will be reviewed and approved first by the Project Manager and then by the Project Administrator prior to payment out of the project account. The Project Manager will indicate on each request the eligibilityrineligibility of the components of each payment request and to which project task the request applies. Records of all transactions will be the basis for the Comptroller's ledger entries. The Comptroller will retain copies of paid invoices, vouchers and cancelled checks, and he will use the iinformation to prepare State Reimbursement Requests. C. Project Expenditures Predating Finalization of the State Assistance Contract Some expenditures related to approved project tasks have already been made by the Town. The Town is responsible for ensuring that satisfactory documentation of such expenditures is on file. Documentation of prior expenditures (contracts, invoices, vouchers) have been provided to the Project Administrator and the Comptroller who together are responsible for determining eligibility of the costs involved, inspecting the documentation, and including eligible project expenditures in the Reimbursement Request. The Comptroller will incorporate this information into project ledgers as appropriate. • Town fiscal accounts of prior expenditures have been maintained in accordance with generally accepted standards. They will be kept with other project records and made available for State Comptroller audit over the required time period. 9.0 FORCE ACCOUNT WORK AND DOCUMENTATION Force account work related to the project will continue to be conducted and documented in accordance with an approved NYSDEC force account proposal, submitted as a separate document by the Comptroller. 10.0 AFFIRMATIVE ACTION The affirmative action initiatives will be carried out under the direction of the Project Administrator with assistance from the Project Manager, as per the approved Minority • and Women's Business Enterprise/Equal Opportunity Workplan. t' • Town of Southold Landfill Capping Project Project Management Plan p. 7 • 11.0 REQUESTS FOR STATE REIMBURSEMENT Reimbursement requests will be made by the Town upon completing the milestones established in the State Assistance Contract. The Reimbursement Application Schedule is provided in the attached Municipal Landfill Closure Project Work Plan. Reimbursement requests will be prepared by the Project Administrator and/or his duly authorized representative with assistance from the D&B Project Manager. All claims for reimbursement will consist of an original State of New York Aid Voucher, one original and one copy of a Detailed Cost Summary, and two copies of documentation of expenditures (paid invoices, vouchers and cancelled checks). The State Aid Voucher and Detailed Cost Summary will be signed by the Town Supervisor. 12.0 COST CONTROL RESPONSIBILITIES AND PROCEDURES It has been and will continue to be the responsibility of the Town to monitor closure costs. Since any costs incurred which are not covered by grant assistance payments must be paid by the Town, the Town has and will continue to carefully review expenditures. • The majority of the closure costs that have and will be incurred relate to engineering and construction. The original agreement for landfill engineering work was negotiated between the Town and their consultants with additional negotiated amendments as the project progressed. The primary closure construction work will be competitively bid in accordance with General Municipal Law 103 for the dollar value involved. Cost control procedures for each type of expenditure are outlined below: Engineering Work- Each individual task, such as closure plan preparation, closure design and construction observation will be summarized by D&B. Pricing for each task conducted by D&B will be in accordance with their contract agreement with the Town. After the Town's review and comment, final amendments will be authorized by the Town and signed by the Town Supervisor. Engineering invoices are to be reviewed by • the Town and/or their duly authorized representative for conformance with the authorized amounts. Town of Southold Landfill Capping Project Project Management Plan p. 8 12.0 COST CONTROL RESPONSIBILITIES AND PROCEDURES(cont'd) Construction Contract-The closure construction work will be performed under a competitively bid construction contract under General Municipal Law 103. Competitive bids will be solicited and reviewed by D&B and the Town. The contract will be awarded to the lowest, responsive and responsible bidder. Changes to the original contract work will be negotiated individually between the Town and the contractor prior to the start of the changed work. Construction invoices will be reviewed by D&B and the Town and/or their duly authorized representative for conformance with the contract amounts and approved change order amounts. Bid item quantities and materials specifications will be monitored by D&B's on-site representative. Tracking of Municipal Force Account Expenditures All expenditures related to an approved force account proposal will be tracked and monitored daily and monthly to ensure that personnel hours and materials charged to the project were used on a project task. 13.0 COST CONTROL REPORTS The Project Manager will prepare a cost control report each month which summarizes • project work and costs. The report will consist of a summary report and a separate report for each project task, and will be sent to the NYSDEC together with a reimbursement request. If no reimbursement request is submitted for the month, the report will be submitted within 15 days after the end of that month. 14.0 REMAINING WORK Expenses incurred from the date of this Plan until final completion and acceptance of the closure work will be reviewed and monitored in accordance with this Plan. A preliminary list of remaining work follows: 1) Completion of construction bid documents 2) Contractor solicitation and selection 3) Closure construction 4) Preparation of a Project Certification Report • PROJECT MANAGEMENT PLAN PROJECT MANAGEMENT ORGANIZATION SOUTHOLD TOWN LANDFILL CLOSURE PROJECT PROJECT DIRECTOR SOUTHOLD TOWN BOARD SOUTHOLD TOWN SOLID WASTE MANAGEMENT DISTRICT Thomas Maher, P.E., Supervisor and Town D&B Board Members PROJECT ADMINISTRATOR James Bunchuck PROJECT ATTORNEY TOWN COMPTROLLER Gregory Yakaboski, Esq., John Cushman, Town of Southold Town of Southold PROJECT MANAGER QUALITY CONTROL TESTING David Glass, P.E., Tectonic Engineering Constultants D&B SURVEYS AND MAPPING PROJECT ENGINEERS CONSTRUCTION OVERSIGHT Young and Young Edward Reilly D&-B Robert Haynie SUPPORT STAFF AND TEAM RESOURCES CIVIL ENGINEERS CONSTRUCTION INSPECTORS j LANDSCAPE ARCHITECTS CADD OPERATORS ECOLOGISTS ADMINISTRATIVE SERVICES TOWN OF SOUTHOLD SOLID WASTE MANAGEMENT DISTRICT SOUTHOLD TOWN LANDFILL CLOSURE PROJECT MANAGEMENT PLAN This Project Management Plan (Plan) is prepared in accordance with the requirements of the Contract for State Assistance Payments for Municipal Landfill Closure Projects to ensure proper management, administration, and construction related to closure of the Southold Town Landfill in Cutchogue, New York. 1.0 PROJECT MANAGEMENT STRUCTURE The Southold Town Landfill Closure Project(Project) is being conducted under the direction of the Town Board of the Town of Southold, Suffolk County, New York. The following representatives have been designated by the Board to manage and assist in the project. 1.1 Town of Southold • Project Administrator—James Bunchuck, the Town's Solid Waste Coordinator, has been designated by the Board to serve as Project Administrator. Mr. Bunchuck will be project liaison regarding engineering, management and administrative matters between Town and the consulting engineers, the Town's legal and accounting departments, and the New York State Department of Environmental Conservation (NYSDEC). He will coordinate with the Project Manager on daily work activities, attend job meetings, and authorize change orders. He will also direct Town forces in force account activities and be responsible for related recordkeeping. In • addition, Mr. Bunchuck will be responsible for the documentation of closure grant activities and the review of grant reimbursement vouchers. • Proiect Attorney—Greg Yakaboski, Esq., Town Attorney, will be responsible for securing any necessary construction easements and for ensuring the project complies with the requirements of the 1993 stipulated agreement between the Town and the DEC. • Comptroller—John Cushman, Town Comptroller, will be responsible for creating and maintaining project cost ledgers and financial records in accordance with State requirements. He will also be responsible for the preparation and submission of closure grant reimbursement vouchers. 1.2 Dvirka and Bartilucci Consulting Engineers • Dvirka and Bartilucci Consulting Engineers (D&B) has been retained by the Town as the Project Engineer to provide engineering, construction administration, and project management services. D&B has staffed the project as follows: Town of Southold Landfill Capping Project Project Management Plan p. 2 1.2 Dvirka and Bartilucci Consulting Engineers (con'd) • Project Director -Thomas Maher, P.E.,will be responsible for this project by providing overall project quality control, oversight of report preparation, design and field observation, and project certification. • Proiect Manager—David Glass, P.E., will provide day-to-day management of the project, and will be responsible for engineering reports, development and review of the construction documents and field oversight management, as well as review of contractor vouchers and preparation of project documentation. He will also serve as a construction observer on behalf of the Town. • Project Engineers— Edward Reilly and Robert Haynie will be responsible for the preparation of the design and related technical documents, as well as for the review of contractor submittals. • Construction Inspectors—D&B construction inspectors will be responsible for day-to-day construction observation to ensure compliance with the construction contract documents. Tectonic Engineering Consultants will assist the D&B construction inspectors by performing quality assurance/quality control testing. The management structure for the Project is illustrated on the Project Management • Organization Chart, which is an attachment to this plan. 2.0 PERSONNEL QUALIFICATIONS 2.1 Town of Southold Project Administrator—James Bunchuck, the Town's Solid Waste Coordinator, has served in his position for 10 years. Previously, Mr. Bunchuck was an environmental consultant for 7 years, first with ICF Incorporated of Washington, D.C., then with Booz, Allen, & Hamilton, Inc. of Bethesda, MD, where he worked on enforcement projects for the U.S. Environmental Protection Agency's Superfund program. Project Attomey—Greg Yakaboski has served as the Town Attorney for the past 2 and one-half years. Prior to his work with the Town, Mr. Yakaboski was an • attorney with the firm Smith, Finklestein, Lundberg, Isler, and Yakaboski whose practice areas included municipal law and litigation. Comptroller—John Cushman, Town Comptroller, has served in his position for 13 years. Prior to his work for the Town, Mr. Cushman was Assistant Manager of Treasury Operations for Synergy Gas Corporation for 2 years. r Town of Southold Landfill Capping Project Project Management Plan p. 3 2.0 PERSONNEL QUALIFICATIONS (cont'd) 2.2 Dvirka and Bartilucci Consulting Engineers Project Director-Thomas Maher, P.E., is a Vice President of D&B and the Principal-in-charge of the Project for D&B. Mr. Maher has over 28 years of experience as an environmental engineer, and director and manager of numerous projects involving solid waste management, environmental remediation and landfill closure. Project Manager- David Glass, P.E., is an Associate with D&B and will serve as the Project Manager for D&B. Mr. Glass has 14 years of experience in engineering, design and construction observation, as well as project management, including environmental remediation and landfill closure. Senior Project Engineer- Edward Reilly is a Senior Design Engineer with D&B and will serve as Senior Project Engineer. Mr. Reilly has 22 years of experience in civil engineering in the areas of design and construction oversight, including a landfill design and closure projects. Project Engineer— Robert Haynie is a Project Engineer with D&B and will serve as a Project Engineer for this Project. Mr. Haynie has 5 years of experience in engineering and construction observation, including design and construction • observation of environmental remediation projects. Construction Inspectors -The D&B construction inspectors that will be employed on the Project have significant experience in heavy construction including landfill closures. 3.0 FIELD OVERSIGHT During the term of closure construction, construction observation will be provided by a team of D&B engineers and construction inspectors under the direction of Thomas Maher, P.E., and David Glass, P.E. The level of supervision and observation will be based on the construction activity taking place and the requirements to properly certify the work. Responsibilities of the construction inspectors will include preparation of daily field reports and monitoring the activities of Town forces, contractors and subcontractors for the purpose of cost control and construction verification. • Construction observation will also include quality assurance/quality control testing by Tectonic Engineering Consultants, who will be subconsultants to D&B, in accordance with the requirements of the NYSDEC Part 360 regulations and the NYSDEC-approved construction documents. Surveying and mapping will be performed by Young &Young under contract to the Town. Town of Southold Landfill Capping Project Project Management Plan p. 4 4.0 RECORDKEEPING AND COST ACCOUNTING PROCEDURES The Town Comptroller oversees the maintenance of fiscal records for the project. A Capital Fund has been established for all project revenues and expenditures. Financial records are kept in conformity with generally accepted accounting principles (GAAP) as applied to governmental units. The Governmental Accounting Standards Board (GASB) is the accepted standard setting body for establishing governmental accounting and financial reporting principles. Subsidiary ledgers are maintained for the Capital Fund which segregate revenues and expenditures by category. The general ledger for the Capital Fund summarizes all financial activity relating to the project and is updated daily. Currently, accounts are provided in the subsidiary ledgers as follows: Revenues A. Disposal Income 1. Cover Material Income B. New York State Capital Grant 1. NYSDEC Capital Grant C. Serial Bond Proceeds 1. NYSEFC Bond Proceeds D. Bonds Redeemed from Appropriations 1. NYSEFC Bond Redemptions Appropriations • A. Construction Costs 1. Landfill Cap 2. Force Account B. Engineering Costs 1. Planning Fees 2. Design Fees C. Other Expenses 1. Bond Counsel Costs 2. Fiscal Services Costs 3. Net Interest 4. Equipment Rental 5. Contingencies D. Issuance Costs 1. Administration • 2. Direct Expenses 3. State Bond Issuance R Town of Southold Landfill Capping Project Project Management Plan p. 5 4.0 RECORDKEEPING AND COST ACCOUNTING PROCEDURES(cont'd) Copies of records, ledgers and supporting documentation related to financial management of the project will remain on file at the office of the Town Comptroller and will be available for audit by the NYSDEC for a period of 6 years after completion of the project or final payment whichever is later. 5.0 IDENTIFICATION OF ELIGIBLE AND INELIGIBLE COSTS Eligible and ineligible costs as defined by 6 NYCRR 360-9 will be reviewed periodically by the Project Administrator and the Comptroller. 6.0 CONSTRUCTION PROJECT BID DOCUMENTS AND PROJECT BIDDING Proposed plans and specifications will be submitted by the Project Director to NYSDEC for approval prior to advertisement and bid solicitation. 7.0 REVIEW OF CONTRACTOR AND SUBCONTRACTOR CONTRACTS A copy of all signed project contracts and subcontracts (including those related to engineering, construction and supplies)will be submitted to the NYSDEC. • 8.0 PAYMENT OF CONTRACTORS AND SUBCONTRACTORS The Town is responsible to ensure that acceptable documentation is presented prior to issuing project payments. Payment requests and documentation will be kept on file and available for NYSDEC audit. A. Requests for Payment Acceptable payment claims made by contractors and subcontractors will consist of an invoice and documentation of direct salary costs and non-salary costs incurred. Non-salary costs for supplies and equipment will be documented by invoices or receipts. Non-salary costs for travel, meals and lodging will be documented by description of the name and title of trip-maker, the date, origin • and destination, method of travel, mileage calculation, meal allowance and receipts for lodging and transportation, as appropriate. s Town of Southold Landfill Capping Project Project Management Plan p. 6 8.0 PAYMENT OF CONTRACTORS AND SUBCONTRACTORS(con'td) B. Review and Processing Each request will be reviewed and approved first by the Project Manager and then by the Project Administrator prior to payment out of the project account. The Project Manager will indicate on each request the eligibilityrineligibility of the components of each payment request and to which project task the request applies. Records of all transactions will be the basis for the Comptroller's ledger entries. The Comptroller will retain copies of paid invoices, vouchers and cancelled checks, and he will use the iinformation to prepare State Reimbursement Requests. C. Project Expenditures Predating Finalization of the State Assistance Contract Some expenditures related to approved project tasks have already been made by the Town. The Town is responsible for ensuring that satisfactory documentation of such expenditures is on file. Documentation of prior expenditures (contracts, invoices, vouchers) have been provided to the Project Administrator and the Comptroller who together are responsible for determining eligibility of the costs involved, inspecting the documentation, and including eligible project expenditures in the Reimbursement Request. The Comptroller will incorporate this information into project ledgers as appropriate. • Town fiscal accounts of prior expenditures have been maintained in accordance with generally accepted standards. They will be kept with other project records and made available for State Comptroller audit over the required time period. 9.0 FORCE ACCOUNT WORK AND DOCUMENTATION Force account work related to the project will continue to be conducted and documented in accordance with an approved NYSDEC force account proposal, submitted as a separate document by the Comptroller. 10.0 AFFIRMATIVE ACTION The affirmative action initiatives will be carried out under the direction of the Project Administrator with assistance from the Project Manager, as per the approved Minority . and Women's Business Enterprise/Equal Opportunity Workplan. f Town of Southold Landfill Capping Project Project Management Plan p. 7 11.0 REQUESTS FOR STATE REIMBURSEMENT Reimbursement requests will be made by the Town upon completing the milestones established in the State Assistance Contract. The Reimbursement Application Schedule is provided in the attached Municipal Landfill Closure Project Work Plan. Reimbursement requests will be prepared by the Project Administrator and/or his duly authorized representative with assistance from the D&B Project Manager. All claims for reimbursement will consist of an original State of New York Aid Voucher, one original and one copy of a Detailed Cost Summary, and two copies of documentation of expenditures (paid invoices, vouchers and cancelled checks). The State Aid Voucher and Detailed Cost Summary will be signed by the Town Supervisor. 12.0 COST CONTROL RESPONSIBILITIES AND PROCEDURES It has been and will continue to be the responsibility of the Town to monitor closure costs. Since any costs incurred which are not covered by grant assistance payments must be paid by the Town, the Town has and will continue to carefully review • expenditures. The majority of the closure costs that have and will be incurred relate to engineering and construction. The original agreement for landfill engineering work was negotiated between the Town and their consultants with additional negotiated amendments as the project progressed. The primary closure construction work will be competitively bid in accordance with General Municipal Law 103 for the dollar value involved. Cost control procedures for each type of expenditure are outlined below: Engineering Work- Each individual task, such as closure plan preparation, closure design and construction observation will be summarized by D&B. Pricing for each task conducted by D&B will be in accordance with their contract agreement with the Town. After the Town's review and comment, final amendments will be authorized by the • Town and signed by the Town Supervisor. Engineering invoices are to be reviewed by the Town and/or their duly authorized representative for conformance with the authorized amounts. ly Town of Southold Landfill Capping Project Project Management Plan P. 8 12.0 COST CONTROL RESPONSIBILITIES AND PROCEDURES(cont'd) Construction Contract-The closure construction work will be performed under a competitively bid construction contract under General Municipal Law 103. Competitive bids will be solicited and reviewed by D&B and the Town. The contract will be awarded to the lowest, responsive and responsible bidder. Changes to the original contract work will be negotiated individually between the Town and the contractor prior to the start of the changed work. Construction invoices will be reviewed by D&B and the Town and/or their duly authorized representative for conformance with the contract amounts and approved change order amounts. Bid item quantities and materials specifications will be monitored by D&B's on-site representative. Tracking of Municipal Force Account Expenditures All expenditures related to an approved force account proposal will be tracked and monitored daily and monthly to ensure that personnel hours and materials charged to the project were used on a project task. 13.0 COST CONTROL REPORTS The Project Manager will prepare a cost control report each month which summarizes • project work and costs. The report will consist of a summary report and a separate report for each project task, and will be sent to the NYSDEC together with a reimbursement request. If no reimbursement request is submitted for the month, the report will be submitted within 15 days after the end of that month. 14.0 REMAINING WORK Expenses incurred from the date of this Plan until final completion and acceptance of the closure work will be reviewed and monitored in accordance with this Plan. A preliminary list of remaining work follows: 1) Completion of construction bid documents 2) Contractor solicitation and selection 3) Closure construction • 4) Preparation of a Project Certification Report PROJECT MANAGEMENT PLAN PROJECT MANAGEMENT ORGANIZATION SOUTHOLD TOWN LANDFILL CLOSURE PROJECT PROJECT DIRECTOR SOUTHOLD TOWN BOARD SOUTHOLD TOWN SOLID WASTE MANAGEMENT DISTRICT Thomas Maher, P.E., Supervisor and Town D&B Board Members PROJECT ADMINISTRATOR James Bunchuck PROJECT ATTORNEY TOWN COMPTROLLER Gregory Yakaboski, Esq., John Cushman, Town of Southold Town of Southold PROJECT MANAGER QUALITY CONTROL TESTING David Glass, P.E., Tectonic Engineering Constultants D&B SURVEYS AND MAPPING PROJECT ENGINEERS CONSTRUCTION OVERSIGHT Young and Young Edward Reilly D&B Robert Haynie SUPPORT STAFF AND TEAM RESOURCES CIVIL ENGINEERS CONSTRUCTION INSPECTORS LANDSCAPE ARCHITECTS CARD OPERATORS ECOLOGISTS ADMINISTRATIVE SERVICES TOWN OF SOUTHOLD SOLID WASTE MANAGEMENT DISTRICT SOUTHOLD TOWN LANDFILL CLOSURE PROJECT MANAGEMENT PLAN This Project Management Plan (Plan) is prepared in accordance with the requirements of the Contract for State Assistance Payments for Municipal Landfill Closure Projects to ensure proper management, administration, and construction related to closure of the Southold Town Landfill in Cutchogue, New York. 1.0 PROJECT MANAGEMENT STRUCTURE The Southold Town Landfill Closure Project(Project) is being conducted under the direction of the Town Board of the Town of Southold, Suffolk County, New York. The following representatives have been designated by the Board to manage and assist in the project. 1.1 Town of Southold • Proiect Administrator—James Bunchuck, the Town's Solid Waste Coordinator, has been designated by the Board to serve as Project Administrator. Mr. Bunchuck will be project liaison regarding engineering, management and administrative matters between Town and the consulting engineers, the Town's legal and accounting departments, and the New York State Department of Environmental Conservation (NYSDEC). He will coordinate with the Project Manager on daily work activities, attend job meetings, and authorize change orders. He will also direct Town forces in force account activities and be responsible for related recordkeeping. In addition, Mr. Bunchuck will be responsible for the documentation of closure grant activities and the review of grant reimbursement vouchers. • Proiect Attomev—Greg Yakaboski, Esq., Town Attorney, will be responsible for securing any necessary construction easements and for ensuring the project complies with the requirements of the 1993 stipulated agreement between the Town and the DEC. • Comptroller—John Cushman, Town Comptroller, will be responsible for creating and maintaining project cost ledgers and financial records in accordance with State requirements. He will also be responsible for the preparation and submission of closure grant reimbursement vouchers. 1.2 Dvirka and Bartilucci Consulting Engineers Dvirka and Bartilucci Consulting Engineers (D&B) has been retained by the Town as the Project Engineer to provide engineering, construction administration, and project management services. D&B has staffed the project ias follows: a Town of Southold Landfill Capping Project Project Management Plan p• 2 1.2 Dvirka and Bartilucci Consulting Engineers (con'd) • Project Director -Thomas Maher, P.E.,will be responsible for this project by providing overall project quality control, oversight of report preparation, design and field observation, and project certification. • Project Manager—David Glass, P.E., will provide day-to-day management of the project, and will be responsible for engineering reports, development and review of the construction documents and field oversight management, as well as review of contractor vouchers and preparation of project documentation. He will also serve as a construction observer on behalf of the Town. • Project Engineers—Edward Reilly and Robert Haynie will be responsible for the preparation of the design and related technical documents, as well as for the review of contractor submittals. • Construction Inspectors—D&B construction inspectors will be responsible for day-to-day construction observation to ensure compliance with the construction contract documents. Tectonic Engineering Consultants will assist the D&B construction inspectors by performing quality assurance/quality control testing. The management structure for the Project is illustrated on the Project Management Organization Chart, which is an attachment to this plan. 2.0 PERSONNEL QUALIFICATIONS • 2.1 Town of Southold Project Administrator—James Bunchuck, the Town's Solid Waste Coordinator, has served in his position for 10 years. Previously, Mr. Bunchuck was an environmental consultant for 7 years, first with ICF Incorporated of Washington, D.C., then with Booz, Allen, & Hamilton, Inc. of Bethesda, MD, where he worked on enforcement projects for the U.S. Environmental Protection Agency's Superfund program. Project Attomev—Greg Yakaboski has served as the Town Attorney for the past 2 and one-half years. Prior to his work with the Town, Mr. Yakaboski was an attorney with the firm Smith, Finklestein, Lundberg, Isler, and Yakaboski whose practice areas included municipal law and litigation. Comptroller—John Cushman, Town Comptroller, has served in his position for • 13 years. Prior to his work for the Town, Mr. Cushman was Assistant Manager of Treasury Operations for Synergy Gas Corporation for 2 years. Town of Southold Landfill Capping Project Project Management Plan p. 3 2.0 PERSONNEL QUALIFICATIONS(conYd) 2.2 Dvirka and Bartilucci Consulting Engineers Project Director-Thomas Maher, P.E., is a Vice President of D&B and the Principal-in-charge of the Project for D&B. Mr. Maher has over 28 years of experience as an environmental engineer, and director and manager of numerous projects involving solid waste management, environmental remediation and landfill closure. Project Manager- David Glass, P.E., is an Associate with D&B and will serve as the Project Manager for D&B. Mr. Glass has 14 years of experience in engineering, design and construction observation, as well as project management, including environmental remediation and landfill closure. Senior Proiect Engineer- Edward Reilly is a Senior Design Engineer with D&B and will serve as Senior Project Engineer. Mr. Reilly has 22 years of experience in civil engineering in the areas of design and construction oversight, including a landfill design and closure projects. Proiect Engineer— Robert Haynie is a Project Engineer with D&B and will serve as a Project Engineer for this Project. Mr. Haynie has 5 years of experience in engineering and construction observation, including design and construction observation of environmental remediation projects. • Construction Inspectors -The D&B construction inspectors that will be employed on the Project have significant experience in heavy construction including landfill closures. 3.0 FIELD OVERSIGHT During the term of closure construction, construction observation will be provided by a team of D&B engineers and construction inspectors under the direction of Thomas Maher, P.E., and David Glass, P.E. The level of supervision and observation will be based on the construction activity taking place and the requirements to properly certify the work. Responsibilities of the construction inspectors will include preparation of daily field reports and monitoring the activities of Town forces, contractors and subcontractors for the purpose of cost control and construction verification. Construction observation will also include quality assurance/quality control testing by Tectonic Engineering Consultants, who will be subconsultants to D&B, in accordance • with the requirements of the NYSDEC Part 360 regulations and the NYSDEC-approved construction documents. Surveying and mapping will be performed by Young &Young under contract to the Town. Town of Southold Landfill Capping Project Project Management Plan p. 4 4.0 RECORDKEEPING AND COST ACCOUNTING PROCEDURES The Town Comptroller oversees the maintenance of fiscal records for the project. A Capital Fund has been established for all project revenues and expenditures. Financial records are kept in conformity with generally accepted accounting principles (GAAP) as applied to governmental units. The Governmental Accounting Standards Board (GASB) is the accepted standard setting body for establishing governmental accounting and financial reporting principles. Subsidiary ledgers are maintained for the Capital Fund which segregate revenues and expenditures by category. The general ledger for the Capital Fund summarizes all financial activity relating to the project and is updated daily. Currently, accounts are provided in the subsidiary ledgers as follows: Revenues A. Disposal Income 1. Cover Material Income B. New York State Capital Grant 1. NYSDEC Capital Grant C. Serial Bond Proceeds 1. NYSEFC Bond Proceeds D. Bonds Redeemed from Appropriations 1. NYSEFC Bond Redemptions Appropriations A. Construction Costs • 1. Landfill Cap 2. Force Account B. Engineering Costs 1. Planning Fees 2. Design Fees C. Other Expenses 1. Bond Counsel Costs 2. Fiscal Services Costs 3. Net Interest 4. Equipment Rental 5. Contingencies D. Issuance Costs 1. Administration 2. Direct Expenses 3. State Bond Issuance • Town of Southold Landfill Capping Project Project Management Plan P. 5 4.0 RECORDKEEPING AND COST ACCOUNTING PROCEDURES (cont'd) • Copies of records, ledgers and supporting documentation related to financial management of the project will remain on file at the office of the Town Comptroller and will be available for audit by the NYSDEC for a period of 6 years after completion of the project or final payment whichever is later. 5.0 IDENTIFICATION OF ELIGIBLE AND INELIGIBLE COSTS Eligible and ineligible costs as defined by 6 NYCRR 360-9 will be reviewed periodically by the Project Administrator and the Comptroller. 6.0 CONSTRUCTION PROJECT BID DOCUMENTS AND PROJECT BIDDING Proposed plans and specifications will be submitted by the Project Director to NYSDEC for approval prior to advertisement and bid solicitation. 7.0 REVIEW OF CONTRACTOR AND SUBCONTRACTOR CONTRACTS A copy of all signed project contracts and subcontracts (including those related to engineering, construction and supplies)will be submitted to the NYSDEC. 8.0 PAYMENT OF CONTRACTORS AND SUBCONTRACTORS • The Town is responsible to ensure that acceptable documentation is presented prior to issuing project payments. Payment requests and documentation will be kept on file and available for NYSDEC audit. A. Requests for Payment Acceptable payment claims made by contractors and subcontractors will consist of an invoice and documentation of direct salary costs and non-salary costs incurred. Non-salary costs for supplies and equipment will be documented by invoices or receipts. Non-salary costs for travel, meals and lodging will be documented by description of the name and title of trip-maker, the date, origin and destination, method of travel, mileage calculation, meal allowance and receipts for lodging and transportation, as appropriate. • Town of Southold Landfill Capping Project Project Management Plan p. 6 8.0 PAYMENT OF CONTRACTORS AND SUBCONTRACTORS(con'td) B. Review and Processing Each request will be reviewed and approved first by the Project Manager and • then by the Project Administrator prior to payment out of the project account. The Project Manager will indicate on each request the eligibilityrineligibility of the components of each payment request and to which project task the request applies. Records of all transactions will be the basis for the Comptroller's ledger entries. The Comptroller will retain copies of paid invoices, vouchers and cancelled checks, and he will use the iinformation to prepare State Reimbursement Requests. C. Project Expenditures Predating Finalization of the State Assistance Contract Some expenditures related to approved project tasks have already been made by the Town. The Town is responsible for ensuring that satisfactory documentation of such expenditures is on file. Documentation of prior expenditures (contracts, invoices, vouchers) have been provided to the Project Administrator and the Comptroller who together are responsible for determining eligibility of the costs involved, inspecting the documentation, and including eligible project expenditures in the Reimbursement Request. The Comptroller will incorporate this information into project ledgers as appropriate. Town fiscal accounts of prior expenditures have been maintained in accordance • with generally accepted standards. They will be kept with other project records and made available for State Comptroller audit over the required time period. 9.0 FORCE ACCOUNT WORK AND DOCUMENTATION Force account work related to the project will continue to be conducted and documented in accordance with an approved NYSDEC force account proposal, submitted as a separate document by the Comptroller. 10.0 AFFIRMATIVE ACTION The affirmative action initiatives will be carried out under the direction of the Project Administrator with assistance from the Project Manager, as per the approved Minority and Women's Business Enterprise/Equal Opportunity Workplan. • Town of Southold Landfill Capping Project Project Management Plan p. 7 • 11.0 REQUESTS FOR STATE REIMBURSEMENT Reimbursement requests will be made by the Town upon completing the milestones established in the State Assistance Contract. The Reimbursement Application Schedule is provided in the attached Municipal Landfill Closure Project Work Plan. Reimbursement requests will be prepared by the Project Administrator and/or his duly authorized representative with assistance from the D&B Project Manager. All claims for reimbursement will consist of an original State of New York Aid Voucher, one original and one copy of a Detailed Cost Summary, and two copies of documentation of expenditures (paid invoices, vouchers and cancelled checks). The State Aid Voucher and Detailed Cost Summary will be signed by the Town Supervisor. 12.0 COST CONTROL RESPONSIBILITIES AND PROCEDURES It has been and will continue to be the responsibility of the Town to monitor closure costs. Since any costs incurred which are not covered by grant assistance payments must be paid by the Town, the Town has and will continue to carefully review expenditures. The majority of the closure costs that have and will be incurred relate to engineering • and construction. The original agreement for landfill engineering work was negotiated between the Town and their consultants with additional negotiated amendments as the project progressed. The primary closure construction work will be competitively bid in accordance with General Municipal Law 103 for the dollar value involved. Cost control procedures for each type of expenditure are outlined below: Engineering Work- Each individual task, such as closure plan preparation, closure design and construction observation will be summarized by D&B. Pricing for each task conducted by D&B will be in accordance with their contract agreement with the Town. After the Town's review and comment, final amendments will be authorized by the Town and signed by the Town Supervisor. Engineering invoices are to be reviewed by the Town and/or their duly authorized representative for conformance with the • authorized amounts. Town of Southold Landfill Capping Project Project Management Plan p. 8 12.0 COST CONTROL RESPONSIBILITIES AND PROCEDURES(cont'd) • Construction Contract-The closure construction work will be performed under a competitively bid construction contract under General Municipal Law 103. Competitive bids will be solicited and reviewed by D&B and the Town. The contract will be awarded to the lowest, responsive and responsible bidder. Changes to the original contract work will be negotiated individually between the Town and the contractor prior to the start of the changed work. Construction invoices will be reviewed by D&B and the Town and/or their duly authorized representative for conformance with the contract amounts and approved change order amounts. Bid item quantities and materials specifications will be monitored by D&B's on-site representative. Tracking of Municipal Force Account Expenditures All expenditures related to an approved force account proposal will be tracked and monitored daily and monthly to ensure that personnel hours and materials charged to the project were used on a project task. 13.0 COST CONTROL REPORTS The Project Manager will prepare a cost control report each month which summarizes project work and costs. The report will consist of a summary report and a separate report for each project task, and will be sent to the NYSDEC together with a • reimbursement request. If no reimbursement request is submitted for the month, the report will be submitted within 15 days after the end of that month. 14.0 REMAINING WORK Expenses incurred from the date of this Plan until final completion and acceptance of the closure work will be reviewed and monitored in accordance with this Plan. A preliminary list of remaining work follows: 1) Completion of construction bid documents 2) Contractor solicitation and selection 3) Closure construction 4) Preparation of a Project Certification Report • PROJECT MANAGEMENT PLAN PROJECT MANAGEMENT ORGANIZATION SOUTHOLD TOWN LANDFILL CLOSURE PROJECT PROJECT DERECTOR SOUTHOLD TOWN BOARD SOUTHOLD TOWN SOLID WASTE MANAGEMENT DISTRICT Thomas Maher, RE, Supervisor and Town D&B Board Members PROJECT ADMINISTRATOR James Bunchuck PROJECT ATTORNEY TOWN COMPTROLLER Gregory Yakaboski, Esq., John Cushman, Town of Southold Town of Southold PROJECT MANAGER QUALITY CONTROL TESTING David Glass, P.E., Tectonic Engineering Constultants D&B SURVEYS AND MAPPING PROJECT ENGINEERS CONSTRUCTION OVERSIGHT Youngand Young Edward Reill D&B g y Robert Haynie SUPPORT STAFF AND TEAMRESOURCES CIVIL ENGINEERS CONSTRUCTION INSPECTORS LANDSCAPE ARCHITECTS CARD OPERATORS = ECOLOGISTS ADNIINISTRATIVE SERVICES O9'14'0O THU 09: •10 FAX 516 i 366 Southold Town ArCou*9 Cr'jnol TOWN COMPTRCILLE K ACCOUNTING & FINANCE DEPT. John A.Culhin.an �SUFFUJ/r Tcicphonc(631)765.4333 I-mail: accounting(a.southold.org f/ ) { r CENTRAL DATA PP.00ESSING Jahn Scpcnoiki vda ;;"K 1 CENTRAL DAT.&PROCESSING Telephone(631)76.5-1891 53005 Route 25 /�'i� ®� ( E-mail- dataprocessing(isoutltold.org A.O. Box 1171) Southold, New York 1 1971-0959 Fax(6:31)765- 1366 'T'OR'N OF SOl<TTHOLD OFFICE OF THE SUPERVISOR Post-it'Fax Note�^ 7671 Dole �i�,' pegee► / To 41n� - %' From -,�✓ m Co./Dept Co To. Jim SunchuckProne a Phone H Fan H Fax h From. John Gushman Date. September 14, 201:ir Re: Landfill Closure Pr-(.)ject Management Plan • With regard to the Projecl Management Flan you faxed over late yesterday afternoon, I offer the following comments'. 2.1 Cushman qualifications ­ worked for Synergy Gas for 2 years, not 6. 9.0 Force Account -- Perhaps verbiage should be added that the Project Administrator is responsible to (1) prepare the force account proposals and (2) ensure that force account work does;; not begin until after the NYSDEC has approved said proposals. CC' Gfeq Yakaboski