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HomeMy WebLinkAboutPR 22223: SCS ENGINERS, GROUNDWATER, AIR AND GAS MONITORING AT THE LANDFILL ort rtlr«;_ www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: October 25, 2021 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Flozelle Roberts,EIT, MEng, MBA, Public Works Director f 4 RE: PR No. 22223: Authorizingthe CityManager to enter into an a-s"-nt with SCS g _ Engineers of Bedford,Texas, for groundwater,air,and gas monitoring at the City landfill in the amount of$83,000.00 Introduction: The intent of this agenda item is to seek the City Council's authorization for the City Manager to enter into an agreement with SCS Engineers of Bedford, Texas, for groundwater, air, and gas monitoring at the City landfill in the amount of$83,000.00. Background: The City of Port Arthur's landfill is required to submit annual and semi-annual air,gas,and groundwater reports to the Texas Commission on Environmental Quality(TCEQ). SCS Engineers of Bedford,Texas, has traditionally performed this service for the City, and it is experienced and knowledgeable about the landfill's operations and needs. Budget Impact: Funds are available from the Solid Waste Professional Services Account No. 403-50-320-5470-00-00- 000. Recommendation: It is recommended that the City of Port Arthur's City Council approve PR number 22223 authorizing the City Manager to enter into an agreement with SCS Engineers of Bedford, Texas, for groundwater, gas, and air monitoring at the City of Port Arthur landfill in the amount of$83,000.00. "Remember,we are here to serve the Citizens of Port Arthur" 444 4th Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294 S:\Engineering\PUBLIC WORKS\PW-RESOLUTIONS\PR 22223\Agenda Memo SCS Monitoring.docx P.R.22223 10/25/2021 meg Page 1 of 3 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH SCS ENGINEERS OF BEDFORD,TEXAS, FOR THE PERIOD OF NOVEMBER 2021 THRU AUGUST 2022 FOR GROUNDWATER, GAS, AND AIR QUALITY MONITORING SERVICES IN A TOTAL NOT-TO-EXCEED AMOUNT OF $83,000.00. FUNDING IS AVAILABLE IN THE PUBLIC WORKS LANDFILL DIVISION — REGULATORY FEES/FINES ACCOUNT NUMBER 403-50-320-5470- 00-00-000. WHEREAS, the City's Landfill is required to monitor groundwater, gas, and air quality to maintain compliance with the Texas Commission on Environmental Quality's (TCEQ) rules; and, WHEREAS, registered geologists and environmental engineers are required to perform these tasks; and, WHEREAS, the City's landfill is required to submit annual and semi-annual reports to the TCEQ and Environmental Protection Agency (EPA) each calendar year; and, WHEREAS, SCS Engineers of Bedford, Texas, is a highly qualified firm that has performed these services in the past and can continue to perform the required services for a total not-to-exceed amount of $83,000.00, as presented in Exhibit "A"; and WHEREAS, this procurement for professional services is authorized pursuant to Section 252.022(4) of the Texas Local Government Code; 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; and P.R.22223 10/25/2021 meg Page 2 of 3 THAT, the City Manager is hereby authorized to execute an agreement with SCS Engineers of Bedford,Texas, for groundwater, gas, and air quality monitoring service for a not-to-exceed amount of $83,000.00, in substantially the same form as Exhibit A; and, THAT, funding is available in account number 403-50-320-5470-00-00-000, Public Works Landfill Division — Regulatory Fees/Fines; and, THAT, a copy of the caption Resolution be spread upon the minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of 2021 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Thurman "Bill" Bartle Mayor ATTEST: Sherri Bellard City Secretary P.R.22223 10/25/2021 meg Page 3 of 3 APPROVED AS TO FORM: Valecia R. Tizen Esq. City Attorney APPROVED FOR ADMINISTRATION: Ron Burton City Manager Flozelle Roberts, EIT, MEng, MBA Director of Public Works ; Uliar ai Clifton W ms, CPPB Purchasing Manager Kandy DSniel Interim Director of Finance P.R.22223 10/25/2021 meg Page 4 of 4 Exhibit "A" SCS ENGINEERS Environmental Consulting & Contracting October 14, 2021 SCS Proposal No. 160121221 Ms. Flozelle Roberts (sent via e-mail) Director of Public Works City of Port Arthur 444 4th Street Port Arthur, TX 77640 Subject: Proposal for Groundwater, Landfill Gas, and Air Quality Services November 2021 to August 2022 City of Port Arthur Landfill Port Arthur,Jefferson County, Texas Dear Ms. Roberts: 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. The authorization of this project will enable SCS to maintain a consistent approach to the City's groundwater monitoring, methane monitoring and air quality reporting,as required by TCEQ regulations and the landfill permit.This is particularly important at this time as we continue our related groundwater assessment monitoring project, which was authorized by the City during the summer.This scope of work covers the period from November 2021 to August 2022. SCOPE OF WORK This scope of work covers semiannual groundwater and gas monitoring, as well as air compliance services, for the period from November 2021 to August 2022. These services are required to be completed within the City's FY 2021-2022 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 2021 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. 12651 Briar Forest Dr. #205,Houston,TX 77077 1817-358-6162 Ms. Flozelle Roberts October 14, 2021 Page 2 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 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). One more round of Texas Commission on Environmental Quality (TCEQ) required assessment monitoring is required but those costs,field services and reporting, have already been approved in a separate purchase order and are not included in these costs. The first report will summarize all groundwater activities for the calendar year, including the results from the June 2021 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). Ms. Flozelle Roberts October 14, 2021 Page 3 Statistical analysis will be conducted as required by 30 TAC 330.407(b) for all wells. Note that TCEQ requires statistical analysis of data from all wells that have completed background data collection, upgradient and downgradient. 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 with this software. 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 2022 Methane Monitoring This task has the same scope as the methane monitoring portion of Task 1. Task 3 — May 2022 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 2022 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 2021-2022. 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 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 Ms. Flozelle Roberts October 14, 2021 Page 4 signed certification pages, we will transmit the appropriate paperwork to TCEQ and, for the annual certification,to EPA. 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 CY2021 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, 2022 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 2022. 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 2022 after TCEQ's fiscal year closes and the per ton fee amount is established. Calendar Year 2022 Greenhouse Gas Reporting We will prepare the required reporting associated with the Federal mandatory GHG reporting rules in calendar year 2022.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, 2022. 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. NSPS 2021 Reporting The landfill is subject to Federal NSPS rules that require annual NMOC emissions reporting. Annual NMOC reporting is required by September 20th of each calendar year. For this task, we will prepare the NSPS-required NMOC emission rate report for the landfill in 2022. The submittal will consist of the appropriate submittal forms, a cover letter,and backup calculations. Upon completion of the draft submittal,we will provide this submittal for review,comment,and signature(required on the submittal forms). Upon receipt of the signed forms, we will prepare and transmit the final submittal to EPA and TCEQ. Ms. Flozelle Roberts October 14, 2021 Page 5 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 will be obtained prior to incurring any Task 6 costs. 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, if necessary. 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. The City will only be invoiced for costs actually incurred. Task 9—On-Call Air Services Consistent with our years of providing landfill engineering and consulting services, it is recommended that a budget be established for a variety of non-routine engineering and technical services that may be required during the fiscal year. 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 SCS fee schedule in effect at that time. Further, any charges to this task will be fully detailed in our invoice. Ms. Flozelle Roberts October 14, 2021 Page 6 FEE AND SCHEDULE Project fees are detailed in Table 1. Billing will be conducted on a lump sum,monthly percent complete basis. Table 1. Tabulation of Estimated Fees Task# Description Proposed Fee 1 November 2021 Detection Monitoring, Methane Monitoring, $28,600 and Annual Groundwater Report Services 2 February 2022 Methane Monitoring $1,900 3 May 2022 Detection Monitoring, Methane Monitoring, and $23,700 Semiannual Groundwater Report Services 4 August 2022 Methane Monitoring $1,900 5 Air Quality Services $8,900 6 Respond to Future TCEQ Correspondence Regarding $5,800 Groundwater Monitoring * 7 Resampling $3,800 8 Alternate Source Demonstrations $4,300 9 On-Call Air Services* $4,100 Total $83,000 *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; • 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; Ms. Flozelle Roberts October 14, 2021 Page 7 • 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 requested. If you have any questions related to this proposal, please feel free to contact us at J. Roy at(817) 358-6156 or Gil at(817)358-6162. Sincerely, auktd-gac on Gil Gabaldon, P.G. J. R y Murray, P.E. Sr. Project Professional Vice President/Houston Office Director SCS ENGINEERS SCS ENGINEERS TBPE Registration No.F-3407 cc: Mr.Justin Thomas, City of Port Arthur Landfill Manager Mr.Joseph Krasner, P.E.,SCS Engineers Mr. Kevin Yard, P.E., BCEE, SCS Engineers