HomeMy WebLinkAboutPR 11993:MONITORING SERVICESCOUNCIL ACT/ON COMMUNTCAT~ON
PUBLTC WORKS DEPARTMENT
TO:
FROM:
SUB3ECT:
DATE:
Steve Fitzgibbons, City Manager
Leslie E. McMahen, P.E., Director of Public Works
P.R. #11993
November 4, 2002
RECOMMENDATZON:
It is recommended that the City Council approve Proposed Resolution No. 11993,
approving two (2) letters of proposal from T&N Laboratories, Inc. for providing
methane gas monitoring at an annual cost of $2,240 and groundwater monitoring at an
annual cost of $18,900 for the City's Sanitary Landfill, MSW Permit No. 1815, in the City
of Port Arthur, Texas, in the total amount of $21,140. Funds are available in Account
No. 403-1274-533.54-00 in the Public Works-Solid Waste Division FY 2003 Budget.
BACKGROUND:
The City of Port Arthur must conduct annual monitoring of groundwater and methane
gas at the City's Sanitary Landfill in order to comply with the Texas Commission on
Environmental Quality's regulations.
T&N Laboratories, Inc. provides this specialized monitoring service. Two letters of
proposal were received from T&N Laboratories, Inc., acting through .lack C. Lind, for
2003 groundwater monitoring services at the annual amount of $18,900 and for 2003
methane gas monitoring services at the annual amount of $2,240, for a total annual
amount of $21,140. T&N provided the groundwater monitoring services in 2002 for
$15,900 and gas monitoring services for $2,240, for a total annual amount of $18,140.
These same services in 2003 reflect a 19% increase, which is reflective of providing for
re-sampling as required by TCEQ.
BUDGETARY/FISCAL EFFECT:
Funds are available in the Public Works-Solid Waste Division FY 2003 Budget, Account
No. 403-1274-533.54-00, which has an unencumbered balance of $72,989.
EMPLOYEE/STAFF EFFECT:
Acceptance of this recommendation will have no effect on staffing levels at this time.
SUMMARY:
It is recommended that the City Council approve Proposed Resolution No. 11993,
approving two (2) letters of proposal from T&N Laboratories, Inc. for providing
methane gas monitoring at an annual cost of $2,240 and groundwater monitoring at an
annual cost of $18,900 for the City's Sanitary Landfill, MSW Permit No. 1815, in the City
of Port Arthur, Texas, in the total amount of $21,140. Funds are available in Account
No. 403-1274-533.54-00 in the Public Works-Solid Waste Division FY 2003 Budget.
Leslie E. McMahen, P.E.
Director of Public Works
file c:\word\tSm2003
P.R. No. 11993
11/04/02 vk~
RESOLUTZON NO.
A RESOLU'TZON APPROVTNG TWO (2) LETTERS OF PROPOSAL
FROM TEN LABORATOI~ES~, ZNC. FOR PROVTDZNG METHANE GAS
MONZ'I'OI~NG SERVZCES AND GROUNDWATER MONZTOI~NG
SERVICES AT THE CZTY'S SANTTARY LANDFTLL~ MSW PERMIT NO.
181S,, TN THE CZTY OF PORT ARTHUF~ TEXAS~, TN THE AMOUNT
OF $2:1.,,Z40. FUNDS ARE AVATLABLE IN ACCOUNT NO. 403-1274-
S33.S4-00 TN THE PUBLI:C WORKS-SOLTD WASTE DTVZSTON FY
2003 BUDGET.
WHEREAS~ the City of Port Arthur must conduct annual monitoring of
groundwater and methane gas at the Sanitary Landfill in order to comply with the
Texas Commission on Environmental Quality's regulations; and,
WHEREAS~ this is a specialized professional service requiring the use of
companies that can provide such services; now, therefore,
BE IT RESOLVED BY THE CITY COUNCTL OF THE CITY OF PORT
ARTH U Pv TEXAS:
THAT the City Manager be and he is hereby authorized to execute on behalf of
the City, two (2) letters of proposal from T&N Laboratories, :[nc., acting through .]ack C.
Lind, P.E.,'for 2.003 groundwater monitoring services in the annual amount of $18,900
and for 2003 methane gas monitoring services in the annual amount of $2,240, for a
total annual amount of $20,640, said proposals being attached hereto and made a part
hereof as Exhibit "A' and Exhibit "B"; and,
THAT funds for the services are available in the Public Works-Solid Waste Division
FY 2003 Budget, Account No. 403-1274-533.54-00; and,
P.R. No. 11993
Page #2
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.
2002 at a
vote: Ayes:
Councilmembers:
meeting of the City of Port Arthur, Texas by the following
Mayor:
Noes:
Attest:
Mayor
City Secretary
APPROVED AS TO FORM:
City Attorney
APPROVED FOR ADMINISTRATION:
Steve Fitzgibbons
City Manag. er
P.R. No. 11993
Page #3
Leslie E. McMahen, P.E.
Director of Pubic Works
?OVED AS TO AVAILABILITY OF FUNDS:
Rebecca Underhill
Finance Director
file c:\res\tan2003
Exhibit "A'
P.R. No. 11993
1 of 4
£ABORATORI S, l IC. I
5020 JERRY WARE DR. (S.ET. REGIONAL AIRPORT) BEAUMONT, TX 77705
PHONE: (409) 727-6291 / FAX: (409) 722-6961
October 22, 2002
Mr. Leslie E. McMahen, P.E.
Director of Public Works
City of Port Arthur
P. O. Box 1089
Port Arthur, Texas 77641
Telephone:
Telefax:
(409) 983-8182
(409) 983-8291
Re:
2003 Semi-Annual Groundwater Monitoring, City of Port Arthur Landfill, MSW Permit
No. 1815, Jefferson County, Texas (T&N Proposal No. 02-057)
Dear Mr. McMahen:
Based on your letter dated October 16, 2002, T & N Laboratories, Inc. (T & N) is pleased to
submit our proposal to conduct semi-annual groundwater monitoring for 2003 at the site
referenced above. Following is a description of the proposed scope of work and project costs.
SCOPE OF WORK
T & N will conduct Subtitle D groundwater sampling and anaiysis on a semi-annual basis (two
events during 2003). For each event, a groundwater sample will be collected from each of the
eight monitoring wells located at the site. Prior to sampling, the wells will be purged of a
minimum of three well volumes to ensure that the samples are representative of the monitored
zone. Groundwater samples will then be collected with disposable, polyethylene bailers. The
samples will subsequently be placed in sample shuttles containing ice, and transported to a
TNRCC-approved analytical laboratory for subsequent analyses. Each sample will be analyzed
for the Subtitle D parameters which were analyzed during the previous Subtitle D background and
detection events. The groundwater sampling and analysis procedures will be in accordance with
the TNRCC-approved Groundwater Sampling and Analysis Plan.
Upon completion of the laboratory testing, the results will be analyzed by T & N, and statistical
analyses will be performed as necessary. After analyzing the data, a summary report will be
prepared. The summary report will include a groundwater contour map, a description of sampling
Exhibit
P,R. ~o. 11993
2 of 4
Mr. Leslie E. McMahen, P.E.
October 22, 2002
Page 2
procedures, a tabulated list of the analytical results, and any results of the statistical analyses.
Also included in the report will be the actual laboratory forms for signature by the site operator.
According to TNRCC regulations, the completed groundwater monitoring forms should be signed
by the site operator and submitted in triplicate to the TNRCC within 45 days of sampling. Three
copies of the report will be submitted to the TNRCC, and two copies will be provided to the City
upon completion.
If the analyses warrant, resampling of statisically significant change (SSC) parameters will be
conducted. This work involves purging, sampling, testing and evaluation of pertinent constituents
determined to be SSCs during the regular sampling events. Accurate estimation of the extent of
this work is difficult to determine prior to actual sampling, but for the purpose of this proposal,
past experience of resampling at this site has been utilized to estimate the possible costs for
possible resampling for each event.
PROJECT COSTS
T & N proposes to perform the scope of services on the basis of actual charges for each sampling
and resampling event. Table 1 provides a detailed estimated cost breakdown for the proposed
work. As shown on Table 1, the estimated cost to conduct each monitoring event, including
resampling, is $9,450, with a total annual cost of $I8,900 for 2003. Any out-of-scope activities
which are encountered will be approved by the City of Port Arthur prior to conducting those
activities.
PROJECT SCHEDULE
Upon your acceptance of this proposal and our receipt of your authorization to proceed, T & N
will schedule the field activities for the first semi-annual event during January 2003. The second
semi-annual event will then be conducted during July 2003. Any required resampling will be
conducted within 60 days following the original sampling event. We anticipate that approximately
four to six weeks will be required to complete each event.
PROPOSAL ACCEPTANCE
It is assumed by T & N that the City will authorize this ~vork by issuing a work order based on
this cost estimate. You may authorize us to proceed by' signing this proposal in the appropriate
space and returning an original to T & N, along with any information from the City as may be
necessary.
ExNbit "A"
P.R. No. 11993
3 of 4
Mr. Leslie E. McMahen, P.E.
October 22, 2002
Page 3
ASSUMPTIONS
During the preparation of this proposal, several assumptions have been made as follows:
· Site access will be available during normal business hours of the landfill;
Access to the groundwater statistical analysis program, purchased by the City
during the 1998 events, will be provided, as necessary;
Costs associated with resampling to verify analytical results, as necessary, have
been included with this estimate based on previous experience. These costs will
be charged based on actual fees at the time of resampling, and have only been
estimated within this proposal;
All sampling and laboratory analyses will be conducted in the same manner as it
was conducted during the Subtitle D background events and the first eight detection
events in 1998, .1999, 2000 and 2001; and
Statistical analyses of each well and the parameters analyzed for each well will be
performed as necessary based on actual analytical results.
T & N appreciates this opportunity to be of service to the City of Port Arthur on their landfill
needs. If there is anything else that we can be of service to you on, please let us know. If you
have any questions about this proposal, please contact our office at (409) 727-6291.
Sincerely,
AUTHORIZED BY:
T & N LABORATORIES, INC.
Vice President, Engineering Services
Attachment
Signature
Printed Name
Date:
Exhibit "A"
P.It No. 11993
4 of 4
TABLE 1
COST ESTIMATE
2003 Semi-Annual Groundwater Monitoring
City of Port Arthur Landfill
I
DESCRIPTION UNITS UNIT COST I TOTAL COST
Project Manager 12 Hours $80.00 $960.00
Staff Engineer/Geologist 24 Hours $65.00 $1,560.00
Environmental Technician 16 Hours $40.00 $640.00
Sampling Supplies 1 Each 565.00 $65.00
Drafting Technician 3 Hours 545.00 $135.00
Wordprocessing 2 Hours 530.00 $60.00
Analytical Testing 8 Wells $550.00 $4,400.00
Misc. Expenses Lump Sum $130.00 $130.00
Resam,nllng 1 Each 51.500.00 $1.500.00
2003 Semi-Annual Total Cost $9,450.00
2003 Annual Total Cost $18 900.00
Exhibit
P.R. No, 11993
! of 3
£. BORATORI S, l lC. I
5020 JERRY WARE DR. (S.E.T. REGIONAL AIRPORT) BEAUMONT, TX 77705
PHONE: (409) 727-6291 / FAX: (409) 722-6961
October 22, 2002
Mr. Leslie E. McMahen, P.E.
Director of Public Works
City of Port Arthur
P. O. Box 1089
Port Arthur, Texas 77641-1089
Telephone:
Telefax:
(409) 983-8182
(409) 983-8291
RE: Cost Estimate, Methane Gas Monitoring for 2003, City of Port Arthur Landfill
(T&N Proposal No. 02-058)
Dear Mr. McMahen:
As we discussed, T & N Laboratories, Inc. (T & N) is pleased to present this proposal to provide
methane gas monitoring services at your landfill during 2003. The scope of services and costs
associated with this work are discussed below.
SCOPE OF WORK
The scope of work for this project will be to monitor the existing gas probes for the presence of
methane on a quarterly basis throughout 2003. The monitoring will include the seven existing gas
probes, at the gatehouse, at the pump station, and in a barhole probe near monitor well MW-3.
During each monitoring event, the presence of methane gas will be checked with a calibrated gas
analyzer, ahd the presence of water in each probe will be verified with an electronic water level
meter. Prior to checking for gas in each probe, a pressure guage will be attached to the probe to
measure the pressure in each well. Upon completion of the field activities, a brief report of the
findings of the monitoring will be prepared for the City. If no gas is detected, then the report will
be provided to the City only, for their files. If gas is detected, then the report will be provided
to the TNRCC.
ESThMATED COST
A detailed cost estimate is presented on Table 1. As shown on the table, we estimate the cost per
Exhibit "B
p.R. No. 1199~
:2 of 3
Mr. Leslie E. McMahen, P.E.
October 22, 2002
Page 2
quarter to be approximately $560. The total annual cost for 2003 will be approximately $2,240.
This cost estimate may be accepted by signing in the appropriate space ~below, and returning one
original signed cost estimate to T & N. We assume that the City will issue a work order for this
project, or issue a contract to T & N.
We appreciate the opportunity to be of service to the City on this project. If we can be of any
further service, please feel free to call our office.
Sincerely,
S, INC.
Jack\C. Lind, P.E.
Vice President, Engineering Services
Attachment
AUTHORIZED BY:
Signature
Date
Printed Name
Title
Ey~hlbit
P.R. No. ! 1993
3 of 3
TABLE 1
COST ESTIMATE
2003 METHANE GAS MONITORING
CITY OF PORT ARTHUR LANDFILL
DESCRIPTION UNITS UNIT COST TOTAL
COST
Environmental Technician 6 Hours $40.00 $240.00
Gas Monitoring Equipment 1 Day $50.00 $50.00
Project Manager 3 Hours $80.00 $240.00
Misc. Expenses 1 Each Lump Sum $30.00
Subtotal Per Quarter $560.00
TOTAL ANNUAL COST FOR 2003 $2,240.00
aSWXVaOVOS^L,,~00~XI'^G^S03 T & N LABOR.ATOP. lES, INC,