HomeMy WebLinkAboutPR 21622: AGREEMENT WITH SCS ENGINEERS FOR GROUNDWATER MONITORING, LANDFILL GAS MONITORING, AND AIR COMPLIANCE SERVICES City of
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Texas
www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: October 6, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano, Director of Public Works
RE: P. R. 21622
Introduction:
Authorize the execution of an agreement with SCS Engineers of Bedford, Texas for
groundwater monitoring, Landfill gas monitoring, and air compliance services in the amount of
$76,250.
Background:
Texas Commission on Environmental Quality(TCEQ) requires that the groundwater must be
monitored at the City's Landfill. TCEQ rules require that a registered geologist and
environmental engineer perform the service. SCS Engineers has handled the groundwater
monitoring, as well as other environmental tasks, at the Landfill for several years and is very
familiar with the Landfill operation and the unique challenges with the groundwater under the
site.
Budget Impact:
Funds are available in the Public Works Landfill Division—Professional Services account no.
403-1274-533.54-00.
Recommendation:
It is recommended that City Council authorize the City Manager to approve P. R. 21622 as
discussed and/or outline above.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
PR No. 21622
10/6/20 aw
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT, RANGING FROM NOVEMBER 2020 TO AUGUST
2021, WITH SCS ENGINEERS OF BEDFORD, TEXAS FOR
GROUNDWATER MONITORING,LANDFILL GAS MONITORING,AND
AIR COMPLIANCE SERVICES AT THE CITY LANDFILL FOR A TOTAL
COST OF $76,250. FUNDS ARE AVAILABLE IN PUBLIC WORKS
DEPARTMENT LANDFILL DIVISION — PROFESSIONAL SERVICES
ACCOUNT NUMBER, 403-1274-533.54-00.
WHEREAS, the City is required to monitor the groundwater and Landfill gases at the
Landfill according to Texas Commission on Environmental Quality(TCEQ); and,
WHEREAS, a registered geologist and environmental engineer are required to perform
this task; and,
WHEREAS, this procurement for professional services is authorized pursuant to Section
252.022(4) of the Local Government Code; and
WHEREAS, SCS Engineers of Bedford, Texas, has performed these services in the past
for the City and can perform these services for a total price not to exceed $76,250 billed according
to Exhibit"A"; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct.
THAT, the City Manager is hereby authorized to execute an agreement with SCS
Engineers of Bedford, Texas, from November 2020 through August 2021, for groundwater
monitoring,gas monitoring,and air compliance services for a total price not to exceed$76,250, as
delineated in Exhibit"A"; and,
THAT, funding is available in Public Works Landfill Professional Services Account no.
403-1274-533.54-00; and,
PR No. 21622
10/6/20 aw
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ,ADOPTED,AND APPROVED this the day of , A.D. 2020 at
a meeting of the City of Port Arthur, Texas by the following vote:
AYES: Mayor:
Councilmembers:
Noes:
Mayor
ATTEST: APP OVED AS TO FORM:
(97/j41(Tel
Sherri Bellard alecia Ti eno
City Secretary City Attorney
APPROVED FOR ADMINISTRATION: APPROVED AS TO AVAILABLITY
OF FUNDS:
kck..„-\_14)\71)0/\.A_A„
Ron Burton Kandy Daniel 0
City Manager Interim Director of Finance
Alberto Elefano Clifton Williams
Public Works Director Purchasing Manager
Exhibit "A"
SCS ENGINEERS Environmental Consulting & Contracting
September 30, 2020
SCS Proposal No. 160159220
Mr.Justin Thomas (sent via e-mail)
Landfill Manager
City of Port Arthur
444 4th Street
Port Arthur, TX 77640
Subject: Proposal for Groundwater, Landfill Gas, and Air Quality Services
November 2020 to August 2021
City of Port Arthur Landfill
Port Arthur,Jefferson County, Texas
Dear Mr.Thomas:
SCS Engineers(SCS) is pleased to present this proposal for continuing to provide groundwater and gas
monitoring services as well as air compliance services for the City of Port Arthur Landfill. SCS has
appreciated the opportunity to provide these services thus far, and we look forward to continuing to
provide these important services for the City. This scope of work covers the period from November
2020 to August 2021.
SCOPE OF WORK
This scope of work covers semiannual groundwater and gas monitoring, as well as air compliance
services, for the period from November 2020 to August 2021. These services are required to be
completed within the City's FY 2020-2021 fiscal year.This scope will enable a continued management
of groundwater issues, as well as air compliance matters, at the landfill including discerning the
applicability of forthcoming new regulations,as explained herein. Our proposed scope of work is noted
below.
Task 1 - November 2020 Detection Monitoring, Methane Monitoring, and Annual
Groundwater Report Services
Field Services
A qualified field technician will sample all groundwater monitoring wells in accordance with the site
Groundwater Sampling and Analysis Plan (GWSAP) and current practice. The technician will be
dispatched with the current site GWSAP. Each well will be inspected for condition, and observations
will be documented. Field measurements including water level, pH, specific conductivity, and
temperature will be made using equipment supplied by SCS. Each well will then be purged and
sampled using the already-installed dedicated low-flow pumps in accordance with the GWSAP.
Samples will be packaged and sent to the laboratory for analysis. SCS will also inspect the well pads
and clear vegetation as necessary.
During the same time that groundwater wells are sampled, the SCS field technician will monitor
methane concentrations in the nine perimeter gas probes and at the gatehouse in accordance with
the site Landfill Gas Management Plan (LFGMP) and current practice. The technician will be
1901 Central Drive, Suite 550, Bedford, TX 76021 1817-571-2288 I
Mr.Justin Thomas
September 30, 2020
Page 2
dispatched with the current site LFGMP. Each probe and the gatehouse will then be monitored using
a calibrated methane gas detector in accordance with the LFGMP.
Each time monitoring is conducted, the integrity of the gas monitoring probes and groundwater
monitoring wells will be inspected by the sampler. The sampler will record pertinent information on
appropriate field forms.The sampler will perform the following at each monitoring event:
• Verify that the gas monitoring probe or monitoring well is clearly labeled on the outer casing or
lid.
• Verify that the protective casing is intact and is not bent or excessively corroded.
• Verify that the concrete pad is intact(no evidence of cracking or heaving).,
• Padlock replacement as necessary.
• Verify that the inner casing is intact.
If damage or excessive wear to a gas monitoring probe or groundwater monitoring well is observed, it
will be reported to the Landfill Manager.
Field monitoring data records will be maintained for all methane monitoring and kept on-site as part
of the Site Operating Record. If any gas probe measurements show any exceedance (defined as
methane exceeding 25%of its lower explosive limit in structures or 100% of the lower explosive limit
at the perimeter probes), the SCS technician will immediately report this information to the Landfill
Manager or his/her designated representative. SCS senior staff will consult with the City regarding
appropriate action.
Analytical and Reporting Services
Lab Analysis
SCS will oversee all laboratory-related activities for the project.SCS will coordinate with the laboratory
prior to sampling to order the appropriate sample containers. After sampling is complete, SCS will be
responsible for proper delivery to the laboratory. SCS will monitor the progress of sample testing, and
address lab issues as they arise. Metals analysis on the water samples will be for total metals, as
required under the Subchapter J rules.
Reporting
This scope includes preparing and submitting the annual detection monitoring report that is a
requirement for Type I landfills under Subchapter J rule 30 TAC 330.407(c). This task assumes that a
significant statistical increase was not noted during the groundwater sampling necessitating
assessment monitoring or corrective measures.
The report will summarize all groundwater activities for the calendar year, including the results from
the April 2020 groundwater sampling event, provide an updated groundwater flow map as required by
30 TAC 330.407(c)(4), and updated groundwater flow velocity calculations as required by 30 TAC
330.407(c)(3).
Statistical analysis will be conducted as required by 30 TAC 330.407(b)for all wells. Note that TCEQ
now requires statistical analysis of data from all wells that have completed background data collection,
upgradient and downgradient; the previous requirement was to do statistical analysis only on
downgradient wells. We anticipate continuing to use the well-accepted Sanitas®software to conduct
the analysis, for which the City of Port Arthur owns a site license. TCEQ solid waste staff are familiar
Mr. Justin Thomas
September 30, 2020
Page 3
with this software; SCS personnel continue on an ongoing, regular basis to attend Sanitas® training
side-by-side with TCEQ personnel. SCS staff have utilized this statistical software for numerous Texas
landfills.
A draft copy of the annual report will be submitted to the City within 60 days of sampling for review
and comment prior to submitting a final draft to the City and the TCEQ. SCS will submit two copies of
the annual report to the City and three copies to the TCEQ, including an electronic copy on CD.
The Texas Page Ones (Form 0312) will first be submitted to the City for signature. The data will be
merged into a pre-existing electronic database that contains all Subtitle-D groundwater monitoring
data obtained at the site.The City will be informed of any significant developments that are observed
at this stage of data review.
Task 2— February 2021 Methane Monitoring
This task has the same scope as the methane monitoring portion of Task 1.
Task 3 - May 2021 Detection Monitoring, Methane Monitoring, and Semi-annual
Groundwater Report Services
This event has the same scope as Task 1, except no Annual Report is required. A semi-annual
groundwater sampling report will be prepared by SCS and submitted to the TCEQ after review by the
City.
Task 4-August 2021 Methane Monitoring
This task has the same scope as the methane monitoring portion of Task 1.
Task 5—Air Quality Services
Title V Reporting
The landfill's Title V Permit requires the submittal of semi-annual deviation reports and the submittal
of an annual certification each year. Although semi-annual deviation reports are not required if no
deviations from the Title V permit requirements occurred during a semi-annual period, TCEQ has
requested that landfills be proactive and submit reports explicitly stating that no deviations occurred.
As such, consistent with TCEQ's request and our approach to satisfying TCEQ's requirements in prior
years, this work includes the filing of two semi-annual deviation reports in FY 2020-2021. This work
also includes the preparation of the Title V annual certification report. We will track the required
submittal deadlines and notify you in advance, as information is required and as signatures are
needed.
Each submittal will consist of a cover letter, a certification form that must be signed by the City, and
contain the appropriate TCEQ certification and deviation forms.We will contact you to discuss whether
any potential deviations did occur during each reporting period prior to submitting any certification
forms to you for your signature as the Responsible Official.Any discovered deviations will be explained
and included as such in the Title V paperwork. Upon completion of all paperwork and receipt of the
signed certification pages, we will transmit the appropriate paperwork to TCEQ and, for the annual
certification, to United State Environmental Protection Agency(USEPA).
Mr. Justin Thomas
September 30, 2020
Page 4
Emissions Inventory and Emissions Fee Calculations
A formal emissions inventory is filed annually for the landfill per TCEQ requirements to report
emissions. We will provide you with a checklist of any needed information to estimate calendar year
2021 emissions. Upon receipt of the needed information and preparation of emissions calculations,
we will then enter the data into TCEQ's State of Texas Environmental Electronic Reporting System
(STEERS).Upon completion of entering the CY2020 data,we will provide the calculations in PDF format
for your review, address typical TCEQ comments if received, and work with you to certify the inventory
on to TCEQ in STEERS prior to the March 31, 2021 TCEQ deadline. We will upload pertinent
calculations into STEERS as required by TCEQ.
As part of this scope, we will also prepare the TCEQ emissions fee remittance form. As the holder of a
Title V air permit in the State of Texas,the City is required to pay emissions fees to support Texas'Title
V program.Consistent with prior years,we anticipate that the TCEQ will mail you a fee remittance form
in April 2021. We will complete the emissions fee form, and remit this form to TCEQ on the City's
behalf. Please note that the fees themselves are not included in this proposal; you should be billed
directly for these in October or November of 2021 after TCEQ's fiscal year closes and the per ton fee
amount is established.
Calendar Year 2020 Greenhouse Gas Reporting
We will prepare the required reporting associated with the Federal mandatory Greenhouse Gas (GHG)
reporting rules in calendar year 2021.This work includes the preparation and submittal of the required
GHG emissions estimates and associated information required by the GHG reporting rule.The deadline
for this submittal is March 31, 2021.
As was completed this past March, electronic reporting will be used to file all required information
related to the GHG reporting rule. We will work with you to enter all online information for review and
certification.
We will have most of the information necessary to complete the GHG emissions estimates based on
prior work. We will contact you regarding any information that might be needed. When the reporting
has been completed, we will provide a memorandum for your files including backup calculation
spreadsheets and pertinent assumptions.
Task 6 (Contingent) - Respond to Future TCEQ Correspondence Regarding Groundwater
Monitoring
This task allows for the response to potential future TCEQ letters regarding groundwater monitoring
submittals. This task has been added to the proposal because it is SCS' experience that the TCEQ
Permits staff are generating increasing amounts of correspondence requiring non-routine responses.
Because the actual need for these services is unknown at this time, Task 6 will be billed on a time-
and-materials basis utilizing SCS' current fee schedule. The City will be consulted and approval
obtained prior to incurring any Task 6 costs.
Mr. Justin Thomas
September 30, 2020
Page 5
Task 7—Resampling (only as needed)
Groundwater monitoring results occasionally indicate that resampling of a well must be conducted in
order to avoid the cost of regulatory actions such as assessment monitoring or corrective measures.
SCS takes all possible measures to avoid the need for resampling, including lab re-analysis,additional
statistical analysis, and implementing Alternate Source Demonstrations where possible. As a result,
the requirement for resampling is not a common occurrence at the City of Port Arthur Landfill. The
Task 7 total budget allows for two resampling events for the one-year term of this proposal, although
history indicates, and SCS believes,this will not be required. The City will be consulted and approval
obtained prior to incurring any Task 7 costs.
Task 8—Alternate Source Demonstrations
Groundwater monitoring results also occasionally indicate the need for an Alternate Source
Demonstration (ASD), to avoid unnecessary assessment monitoring. It has become crucial under the
new rules to avoid unnecessary assessment monitoring, because rule 30 TAC 330.409(b) dictates
that all downgradient wells must go into assessment instead of just one well as under the old rules. In
order for the City to budget for this possibility,we have included Task 8 that includes budget estimated
to be sufficient for two ASDs.ASDs vary widely in the required level of effort and associated cost, and
the budget listed in this optional task is for two ASDs with the likely maximum level of effort and cost.
It is unlikely that this level of effort would be required, and the City will only be invoiced for costs
actually incurred. Also, the City will be consulted and approval obtained prior to incurring any Task 8
costs.
Task 9—On-Call Air Services
In 2016, the EPA finalized revised New Source Performance Standards (NSPS) and Emission
Guidelines (EG) for municipal solid waste landfills. Although implementation of this rule has been
delayed for several years now,this task is being included in the event that the State of Texas or Federal
EG rule that would implement the requirements of 40 CFR 60, Subpart Cf becomes final in 2021. If
this occurs,then new Non-Methane Organic Compounds(NMOC)emissions and initial design capacity
reporting will be required within 90 days of the rule becoming effective for sites that are not already
"new" under 40 CFR 60, Subpart Cf.
More specifically, if this task is required, we will prepare one submittal combining the initial design
capacity report and initial NMOC report for the landfill. We will submit the report to the TCEQ on your
behalf.A hard copy will be provided as well as an e-copy with delivery confirmation.
At no expense to the City, SCS will continue tracking the evolution of the TCEQ's and EPA's EG rules
and will initiate contact with you as soon as any requirements to implement these new rules become
effective. We anticipate that the initial requirements will likely be minor paperwork filings on the
landfill's size and emissions.At that time,we will advise of possible future requirements and be ready
to discuss all possible impacts with you.Also, the City's management team may encounter questions
related to TCEQ inspections and other matters where it may be advantageous to have ready access to
consulting support.
To provide this support, we have established this On-Call Air Services task with a budget of $4,100.
This budget will only be used with the City's prior authorization on a time-and-materials basis using the
•
Mr. Justin Thomas
September 30, 2020
Page 6
SCS fee schedule in effect at that time. Further, any charges to this task will be fully detailed in our
invoice.
FEE AND SCHEDULE
Project fees are detailed in Table 1. Billing will be conducted on a lump sum or time and materials
basis depending on the task and will include the monthly percent complete basis.
Table 1. Tabulation of Estimated Fees
Task # Description Proposed
Fee
1 November 2020 Detection Monitoring, Methane Monitoring, $27,100
and Annual Groundwater Report Services
2 February 2021 Methane Monitoring $1,375
3 May 2021 Detection Monitoring, Methane Monitoring, and $22,400
Semiannual Groundwater Report Services
4 August 2021 Methane Monitoring $1,375
5 Air Quality Services $7,200
6 Respond to Future TCEQ Correspondence Regarding $5,600
Groundwater Monitoring *
7 Resampling* $3,000
8 Alternate Source Demonstrations* $4,100
9 On-Call Air Services* $4,100
Total $76,250
*Time-and-materials tasks requiring additional City authorization prior to incurring costs. As noted
above,the estimated fees for these tasks will be invoiced using SCS' current fee schedule (attached).
SCS will maintain a schedule for all of our services and perform our work to meet compliance and
regulatory deadlines.
ADDITIONAL SERVICES
As with our current monitoring project, the following services are not a part of this scope, and will be
considered additional services. No such additional services will be initiated by SCS prior to receiving
the City's approval:
• Sampling for constituents not listed in the GWSAP;
• Field services time extending beyond three days for one event caused by slow well recharge,
well access problems, well mechanical problems, or weather problems;
• Disposal of purge and other wastewater. It is assumed City will provide drums at each sample
location and will be responsible for emptying drums;
• Well or gas probe repair;
• Follow-up required by landfill gas exceedances;
• Attending TCEQ inspections;
Mr. Justin Thomas
September 30, 2020
Page 7
• Redevelopment or any other monitor well maintenance required for field sampling or
requested by any party;
• Additional time associated with VOC occurrences or any exceedances of federally-promulgated
Maximum Contaminant Limits;
• Amending GWSAP; and
• Sampling and analyzing water samples from wells other than the 15 Subtitle D groundwater
monitoring wells.
SUMMARY
SCS appreciates this opportunity to continue to provide these groundwater services for the City of Port
Arthur.As with other recent projects for the City, receipt of a Purchase Order will suffice for our notice
to proceed. In view of our history of working with the City, we have not included a Statement of
Qualifications. Nevertheless,we would be pleased to provide further information on our qualifications
and experience, if you deem appropriate. If you have any questions related to this proposal, please
feel free to contact us at J. Roy at(817) 358-6156 or Jim at(817) 358-6106.
Sincerely,
James Lawrence, P.G. J. Roy Murray, P.E.
Director of Groundwater Services Vice President/Houston Office Director
SCS ENGINEERS SCS ENGINEERS
TBPE Registration No.F-3407
cc: Mr.Alberto Elefano, P.E., City of Port Arthur Director of Public Works
Ms.Allison Walker, City of Port Arthur Public Works Administrative Assistant
Mr. David Mezzacappa, P.E., SCS Engineers
Mr. Kevin Yard, P.E., SCS Engineers
Mr.Joseph Krasner, P.E., SCS Engineers