The URL can be used to link to this page

Home My WebLink AboutPR 15288: SCS ENGINEERS MONITORING WELL INSTALLATION & PLUGGINGPUBLIC WORKS DEPARTMENT COUNCIL ACTION MEMO TO Stephen B. Fitzgibbons, City Manager FROM Ross E. Blackketter, P.E., Director of Public Works SUBJECT P. R. #15288 -Monitoring Well Installation and Plugging DATE 21 May 2009 RECOMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 15288, authorizing the City Manager to execute an agreement with SCS Engineers of Bedford, Texas for monitoring well installation and plugging for a price of $33,300. Funds are available in Account No. 403-1274-533.54-00 in the Public Works-Solid Waste Division FY 2009 Budget. BACKGROUND: The Texas Commission on Environmental Quality (TCEQ) adopted new rules pertaining to groundwater monitoring in March of 2006. A permit modification was sent to the TCEQ in March of 2008 to modify the Landfill's permit to comply with these new rules and was approved on April 14, 2009. These new rules require additional wells to be installed and some older wells to be plugged. SCS Engineers can perform this service for a lump sum price of $33,300. BUDGETARY/FISCAL EFFECT: Funds are available in the Public Works-Solid Waste Division FY 2009 Budget, Account No. 403-1274-533.54-00. EMPLOYEE/STAFF EFFECT: None. SUMMARY It is recommended that the City Council approve Proposed Resolution No. 15288, authorizing the City Manager to execute an agreement with SCS Engineers of Bedford, Texas for monitoring well installation and plugging for a price of $33,300. Funds are available in Account No. 403-1274-533.54-00 in the Public Works-Solid Waste Division FY 2009 Budget. Ross E. Blackketter, P.E. Director of Public Works REB/mlt Z:\engineer\documentr\CAMS\SCS Mon Well Repl.doc P.R.15288 05/21/09 reb RESOLUTION NO A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE AN AGREEMENT WITH SCS ENGINEERS OF BEDFORD, TEXAS FOR GROUNDWATER MONITORING WELL INSTALLATION AND PLUGGING IN THE AMOUNT OF $33,300. FUNDS ARE AVAILABLE IN ACCOUNT NUMBER 403-1274-533.54- 00. WHEREAS, the City was required to update the Landfill's groundwater monitoring plan to coincide with new Texas Commission on Environmental Quality (TCEQ) rules; and, WHEREAS, this update requires additional groundwater monitoring wells to be installed and older wells plugged; and, WHEREAS, SCS Engineers of Bedford, Texas can perform this service for a lump sum price of $33,300, see attached exhibit "A"; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager is hereby authorized to execute agreement with SCS Engineers of Bedford, Texas for groundwater monitoring well installation and plugging for a lump sum price of $33,300; and, THAT, funding is available in FY2009 Budget Account No. 403-1274-533.54-00; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P.R. 15288 Page 2 READ, ADOPTED AND APPROVED this the day of A.D. 2009 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Councilmembers: Noes: Mayor Attest: City Secretary APPROVED AS TO FORM: ~ ~ City Attorney APPROVED FOR ADMINISTRATION: Stephen B. Fitzgibbons City Manager APPROVED AS TO AVAILABILITY OF FUNDS: C.GCC~ Deborah Echols, CPA Director of Finance Ross E. Blackketter, P. . Director of Public Works Z:\engineer\documents\rewlutions\PR15288.doc EXHIBIT A Solid waste n4anagemenl Consultants Callas ; For[ worth Office 817-571 -2258 Nlain O((i ce.<. Narcnm~idc 190i Central Drive fi00-575-6671 Sui[e 550 377-577-2135 FAX May 26, 2009 SCS Proposal Number 16029209 Mr. Ross Blackketter, P.E. Director of Public Works City of Port Arthur 444 4`" Street Port Arthur, Texas 77640 Subject: City of Port Arthur Landfill Proposed Scope of Services for Monitoring Well Installation and Plugging To Comply with Subchapter J Requirements Dear Ross: SCS Engineers (SCS) is pleased to present this proposed scope of services requested by the City of Port Arthur (City). This proposal is for services related to well installation (four wells) and plugging (two wells} as required by the Texas Commission on Environmental Quality (TCEQ} Subchapter J rule that was adopted in Mazch of 2006. The City's authorization of this proposal by June 3, 2009 will enable installation of the monitoring wells within the TCEQ- specified timeframe. As requested by the City, this proposal also includes services related to plugging a temporary standpipe well to allow landfill operations to proceed. PROJECT BACKGROUND A Permit Modification Request to bring the Landfill Permit into compliance with Subchapter J as required by TCEQ was submitted by SCS on behalf of the City on March 31, 2008. The TCEQ approved the Permit Modification request in its letter dated April 14, 2009. SCOPE OF WORK MANAGEMENT OF SUBCONTRACTOR COST SCS requested bids from three qualified monitoring well drilling contractors. Three bids were submitted to SCS. Based on our review of the bids, SCS recommends the use of Total Support Drilling. Total Support provided the lowest cost bid, and is a qualified provider of monitoring well installation services. For surveying services, SCS contacted the surveying contractor Soutex Surveying to obtain a cost estimate for pre-and post-installation surveying services. These surveying costs are incorporated into this scope and fee. FBDPrvp•A Anhm~'{14•?009~P05?609 PtAnhur $YhJ Wdl tamall.EOC May 26, 2009 Mr. Ross Blackketter, P.E. Page 2 MONITORING WELL INSTALLATION Prior to the start of well installation, SCS will provide survey coordinates to the surveying subcontractor to mark the four proposed well locations (see table below). After these locations are flagged, SCS will contact City personnel to determine if these surveyed locations meet the City's needs for proper clearance from Landfill operations and can be accessed using a drilling truck. After the four proposed locations aze approved, SCS will contact proper authorities to arrange for utility cleazance. SCS will then coordinate with the drilling subcontractor to install wells as described below. All work will be conducted in June, 2009, weather permitting. A qualified SCS field geologist will supervise site activities. In addition, the Project Manager will be on site at the start of the project to initiate the work. It is assumed that the City will provide access to the well locations so that atruck-mounted drilling unit can drive to each location. This may require the City to improve the access road of some azeas, depending on weather. SCS will coordinate with the City prior to project startup to monitor weather and trafficability conditions at the Landfill, to ensure that conditions are suitable prior to mobilizing equipment and personnel. Monitor wells will be constructed as described in Attachment 5. Well screens will be ten feet in length. Wells w-ill be completed with locking steel housings, 6-foot by 6-foot by 6-inch pads, and four bollards. Following installation, the wells will be developed using a pump and surge technique, consistent with TCEQ requirements. Following installation of the wells, SCS' subcontract surveyor will conduct the field work to obtain the as-built surveying informafion. Using this information, SCS will provide a draft Report of Installation for City review, as required by 30 TAC 330.421(e}. City comments will be incorporated into a final report to be submitted to TCEQ and the City. Purchase and installation of the monitoring well dedicated low-flow sampling pumps aze included as a part of these services. Pumps will be installed in the new wells during the first quarterly sampling event following installation. MONITORING WELL PLUGGING After installation of the new wells is complete, SCS' drilling subcontractor will plug and abandon the selected three monitoring wells (see table below) in accordance with 16 Texas Administrative Code (TAC) 76.1004. Plugging will be conducted under the field supervision of an SCS field geologist. F:HD~Rop+R AnTUr•~GNQW9~POS609 Pi Mtw Subl N'ctl imlall.doc May 26, 2009 Mr. Ross Blackketter, P.E. Page 3 As requested by the Ciry, this proposal includes services related to plugging temporary standpipe well TPZ-1 to allow landfill operations to proceed. TPZ-1 was installed in 2006 as a part of an assessment of constituents detected in MW-2, and is no longer needed. The drilling subcontractor will inifially attempt to pull the surface well materials (pad, casing, etc.) and piping. After well materials removal is complete, the wells will be plugged with bentonite to within two feet of the ground surface. A cement plug will be placed in the upper two feet of the well bore, to the ground surface. All surface signs of the wells will be removed. After project completion, the well driller will file the appropriate record form with the Texas Department of Licensing and Regulation. Copies of the forms will be provided to the City, along with a brief letter report. We understand that the City will allow the drilling subcontractor to dispose of all plugged well waste materials at the Landfill working face, including concrete pads, bollards, PVC pipe, and steel casing. These materials will be disposed at no cost to the drilling subcontractor or SCS. The drilling subcontractor will provide equipment suitable for transporting the waste materials to the working face. Monitoring Wells to Be Installed (Four Total) Well No. Expected Depth, feet PMW-18 25 PMW-19 25 PMW-20 25 PMW-21 25 Monitoring Wells to Be Plugged (Three Total) Well No. Depth, feet MW-2 21 MW-3 24 TPZ-1 20 FEE We propose to provide these services for a lump sum fee of $33,300. This includes the services, as described above, as well as a payment bond, as requested by the City. Services will be invoiced monthly on a lump-sum basis, in accordance with the attached contract. fUD-.Pmp~-P~ Meun:GW400TP05'6M R Anhur SuTJ Wcll Irwall.dx May 26, 2009 Mr. Ross Blackketter, P.E. Page 4 Additional Services The preceding Scope of Services has been developed based on our understanding of the project. The following is a list of additional services (not included in our fee estimate) for the City's current and future consideration. No additional services will be initiated by SCS prior to receiving the City's approval. • It is assumed all wells can be installed within 100 feet of TCEQ-approved locations. If wells must be moved more than 100 feet due to obstructions, topography, interference to Landfill operations or other reasons, a permit modification will be necessayy. SCS would be glad to provide a proposal for these services, ifrequested. • Field drilling time extending beyond eight days caused by well access problems, weather delays, or other problems beyond the control of SCS. • SCS will take reasonable measures to ensure adequate site conditions at the start of the project, including consulting with City staff: If subsequent weather-related field condifions require demobilization, this will be an additional service. • City agrees to maintain survey mazkers. • It is assumed the City will provide access to all well locations so that work vehicles can reach these locations without delay. • City agrees to inspect each of the four proposed well locations to verify accessibility, and will provide any grading work necessary to ensure access prior to amval of project personnel. Closing SCS appreciates this opportunity to propose on these services for the City of Port Arthur. For your consideration, we are including a short form agreement in the same format as previously approved by the City. If you have any questions related to this proposal, please feel free to contact either James Lawrence or Kevin Yard at (817) 571-2288. ~/~~ Sincerely, ~ ~~ ~-. V Y !~ Ll ~ ~/~ Ke n D. Yard, P. ., BCEE James Lawrence, P. G. Vice President Senior Hydrogeologist SCS ENGINEERS SCS ENGINEERS Attachment: Contract cc: Mike Tentrup, City of Port Arthur f BPPmp~R nnhcfd4N0009•YC52b09 R Mhm Sobl Wall Imuil.toc AGREEMENT BETWEEN SCS ENGINEERS AN`D CLIENT FOR PROFESSIONAL SERVICES This Agreement is made by and between the City of Port Arthur, Texas (hereafter "Clienf'), and SCS Engineers (hereafter "SCS"). WITNESSETH That for the considerations set forth below, the parties agree as follows: 1. Scope of Services: SCS shall provide services (hereafter "Services") for monitoring well installation uid plugging at the City of Port Arthur Landfll, as defined in SCS' letter of May 26, 2009, as directed by the Client, in accordance with the terms and conditions of this Agreement. 2. Basis of Compensation: Lump sum of $33,300. 3. Method of Invoicing: monthly on a percent complete basis 4. Professional Retainer: not applicable 5. Other Terms: not applicable 6. General Conditions: a. Payments for invoices prepared by SCS are due and payable within 30 days of receipt. b. Client agrees to pay all costs and expenses of SCS, including reasonable attorney fees, arising out of or in connection with collecting amounts for which Client is responsible ptusuant to this Agreement c. This Agreement may be terminated by either party upon 1 ~ days' written notice to the other party. Upon termination, SCS shall be paid for all Services rendered [o the date of termination together with any termination expenses incurred. d. Any work in addition to that described in Article 1 above performed at the request of the Client shall be compensated on atime-and-materials basis at the rates contained in SCS' Standard Fee Schedule in effect at the time of performance of the Services, said schedule being attached hereto. e. The parties hereto shall each maintain in full force and effect Commercial General Liability htsurance with coverage limits, which aze reasonable in light of the Services to be undertaken, and Workers' Compensation Insurance as required by law. SCS will maintain liability insurance in the minimum amoLmt of $ 1,000,000. £ Any drawings, specifications, reports, data and notes developed pursuant to this Agreement aze instruments of service, and as such the original documents, tracings, and field notes aze and remain the property of SCS. Copies will be made available to the city upon request. g. Neither party shall delegate its duties under this Agreement without the written consent of the other party. Each party binds itself to the successors, administrators and assigns of the other party in respect of all covenants of this Agreement. F •AI%1'rµntdSPon MXUM:N+:PMG•4-1 WCII.\AtlIK)5?PI) CmLLV} N.V Wv $ubl WA1 NvLI rv:h~m ~Yai G•drc h. The parties agree to the following allocation of liability in the projects undertaken hereunder. The parties agree that SCS' liability under this Agreement and for the Project shall be limited to the amount covered. if any, by SCS' liability insurance then in effect, or the amount of SCS' total fees hereunder (whichever is greater). The Client may pay for the assumption of additional liability by SCS as a separate line item in Article 2 above. i. Unless otherwise expressly stated in the Scope of Services, SCS shall have no responsibility for site health and safety, except with respect to the activities of SCS and its subcontractors. In no event shall SCS be responsible for the means, methods or manner of performance of any persons other than SCS and SCS' subcontractors. j. Client agrees that SCS will not be responsible for liability caused by the presence or release of hazardous substances or contaminants at the site, unless the release results from the sole ttegligence of SCS or its subcontractors. The Client will either make others responsible for liabilities due to such conditions, or will indemnify, defend and save harmless SCS from such liabilities. At no time shall title to hazardous substances, solid wastes, petroleum contaminated soil or other regulated substances pass to SCS, nor shall any provision of this Agreement be interpreted to permit or obligate SCS to assume the status of a "generator," "owner," "operator," "transporter," "arranger" or "treatment, storage or disposal facility" under state or federal law. The provisions of this Article 6j shall survive any termination of this Agreement. k. 5CS shall be entitled to rely on information provided by Client. SCS shall be entitled to an equitable adjustment in the price and schedule, as agreed by the Client, if conditions differ materially from information provided by Client, or differ from what could reasonably be anticipated given the nature of the Services. 7. For the purposes of this Agreement, the term "SCS Engineers" shall mean Stearns, Conrad and Schmidt Consulting Engineers, Inc. 8. This contract is subject to the annual budget process of the City and the availability of funds. if the City is not able to budget funds, then SCS will be notified accordingly. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized representatives as of the last date written below. SCS ENGINEERS BY: --~ ~ NAME: Kevin D. Yazd, P.E., BCEE TITLE: DATE: Vice President f~ >~G~ CITY OF PORT ARTHUR, TEXAS: BY:_ NAME: TITLE: DATE: F ~11UM01av15V~\.WU~G\Y~LVPASYAI P[II IiulalmCAU VY('M[lY R 4JUU $ubl R'[II N.6YIw<55 N nem Lt bF t s m:n r ar_.y._2 r r , mac. u~i;: r;t~ 1 J+31 Ce ~trar 'rove i 2u5'• ~i '. Forest 'Jrre[ ~~Y:itC~i~ ~(.\.?5 ~)'.)~. NvJS:CR~ 2Y;3i Q'~ fil? .-._j~$2 M.ain~ ?8 L397.6'~' FF:.n SCS ENGINEERS FEE SCHEDULE (Effective July 1, 2008 through June 30, 2009) Office Director ................................................... Project Director (Engineer) ............................... Project Manager (Engineer) .............................. Senior Project Professional .............................. Project Professional (Engineer) ........................ CQA Manager .................................................... Staff Professional 2 (Engineer) ......................... StaffProfessionall (Geologist) ........................ CAD Designer .................................................. Associate Staff Professional ............................. CAD Draftsperson ............................................. Office Service Manager .................................... Secretarial/Clerical ............................................ Sr. Technician ................................................... Technician ......................................................... Rate/I-lour (Sl 175 ....... 160 ..... 140 120 ... 95 ...... 80 70 93 ..... 60 ...... 60 .... 65 .. 50 ... 65 ....... 55 1. The hourly rates are effective through June 30, 2009. Work performed thereafter is subject to a new Fee Schedule issued for the period beginning July 1, 2009. Consistent with federal regulations, a factor of 150% will be applied to overtime hours for field personnel. 2. The above rates include salary, overhead, administration, and profit. Other direct expenses, such as analyses of air, water and soil samples, reproduction, travel, subsistence, subcontractors, long distance telephone, computers, etc., are billed at actual cost plus 15 percent. Vehicle mileage is billed at $0.55 per mile for autos and $0.60 per mile for company tracks. Daily rates apply on long-term projects. 3. Invoices will be prepared monthly for work in progress unless otherwise agreed. Invoices are due and payable upon receipt. >m ge- 4. Payment of SCS Invoices for services performed will not be contingent upon the client's receipt of payment from other parties, unless otherwise agreed. Client agrees to pay legal costs, including attorney's fees, incurred by SCS in collecting any amount past due and owing on client's account. 5. For special situations, such as expert court testimony and limited consultation, hourly rates for principals of the firm will be on an individually-negotiated basis. 6. Computer and CADD time will be invoiced at $3.50 per billable hour (non field work). F:BDV'ecSCM1M..rFee scM1MUle~ W8-09 SCSEnbT BNf041]09 Cae