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HomeMy WebLinkAboutPR 15518: GROUNDWATER MONITORING WELL STYSTEMMEMORANDUM PUBLIC WORKS DEPARTMENT TO: Stephen B. Fitzgibbons, City Manager ®~ FROM: Ross E. Blackketter, P.E., Director of Public Works SUBJECT: P.R. # 15518, Groundwater Monitoring Well Installation DATE: September 16, 2009 RECOMMENDATION: It is recommended that City Council approve Proposed Resolution No. 15518, authorizing the City manager to execute an agreement between the City of Port Arthur and SCS Engineers of Bedford, Texas for installation of groundwater monitoring wells at the City's Landfill for a total cost not to exceed $33,100. Funding is available in account no. 403-1274-533.54-00 BACKGROUND: The groundwater monitoring system at the City Landfill has gone through many changes in the last year due to rule changes that went into effect in 2006. There are currently 11 wells that must be monitored. There are 4 more wells scheduled for installation in November 2009, bringing the total to 15 wells. In addition, a gas probe needs to be relocated due to interference with the location of garbage placement. SCS Engineers has submitted Proposal No.16073209 to install these monitoring wells and a new gas probe for a cost not to exceed $33,100. BUDGETARY/FISCAL EFFECT: Funds are available in the Public Works-Solid Waste Division Budget, Account No. 403-1274- 533.54-00. EMPLOYEE/STAFF EFFECT: Acceptance of this recommendation will have no effect on staffing levels at this time. SUMMARY: It is recommended that City Council approve Proposed Resolution No. 15518, authorizing the City manager to execute an agreement between the City of Port Arthur and SCS Engineers of Bedford, Texas for installation of groundwater monitoring wells at the City's Landfill for a total cost not to exceed $33,100. Funding is available in account no. 403-1274-533.54-00 "Remember, we are here to serve the citizens of Port Arthur" Z:\engineer\Documents\CAMS\SCS Eng Wells CAM.doc P.R. No. 15518 09/16/09 mtt RESOLUTION NO. A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE AN AGREEMENT BETWEEN CITY OF PORT ARTHUR AND SCS ENGINEERS OF BEDFORD, TEXAS FOR INSTALLATION OF FOUR GROUNDWATER MONITORING WELLS AND ONE GAS PROBE FOR A TOTAL COST OF $33,100. FUNDING IS AVAILABLE IN ACCOUNT N0.403-1274-533.54-00 WHEREAS, the City is required by the Texas Commission on Environmental Quality (TCEQ) to update the groundwater monitoring program by installing additional monitoring wells; and, WHEREAS, One gas monitoring probe needs to be replaced due to damage that it received in August of 2009; and, WHEREAS, SCS Engineers has submitted a proposal no.16073209 to install the four groundwater monitoring wells and one gas probe, see attached Exhibit "A"; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT the City Manager be and he is hereby authorized to execute a two year agreement with SCS Engineers of Bedford, Texas for the installation of four groundwater monitoring wells and one gas probe for a total cost not to exceed $33,100; and, THAT funding is available in Budget Account No. 403-1274-533.54-OO,and, THAT a copy of this Resolution be sent to the Contractor; and, 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. 2009 at a meeting of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: Z:\engineer\Documents\Resolutions\PR 15518.docx P.R. No. 15518 Page 2 Councilmembers: Noes: Mayor Attest: City Secretary APPROVED AS TO FORM City Attorney ~ ~, ~~ APPROVED FOR ADMINISTRATION: Stephen B. Fitzgibbons City Manager ~ ~. Ross E. Blackketter, P.E. Director of Public Works APPROVED AS TO AVAILABILITY OF FUNDS: Deborah Echols, CPA Director of Finance Z:\engineer\Documents\Resolutions\PR 15518.docx EXHIBIT A Solid Waste Management Consultants Dallas /Fort Worth Office 81 7-571-2288 Main Offices Nationwide 1901 Central Drive 800-579-6671 Suite 550 81 7-571 -2188 FAX Bedford. Texas 76021 August 31, 2009 SCS Proposal Number 16073209 Mr. Ross Blackketter, P.E. Director of Public Works City of Port Arthur 444 4`h Street Port Arthur, Texas 77640 Subject: City of Port Arthur Landfill Proposed Scope of Services for Monitoring Well and Gas Probe Installation Dear Ross: SCS Engineers (SCS) is pleased to present this proposal requested by the City of Port Arthur (City) for services related to monitoring well installation (four wells) and gas probe installation (one probe) at the City of Port Arthur Landfill. The monitoring well installation is required by the Texas Commission on Environmental Quality (TCEQ) Subchapter J rule that was adopted in March of 2006. The gas probe installation is to replace a gas probe that was accidentally destroyed in August, 2009. As acost-saving measure, SCS proposes to install the gas probe at the same time as the monitoring wells. The City's authorization of this proposal by September 8, 2009 will allow for the timely replacement of the destroyed probe, as requested by the City. 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. The Permit Modification included a new Subchapter-J compliant monitoring system design that required the installation of nine new monitoring wells. The first five of nine Subchapter J monitoring wells were installed in June, 2009, as documented in the well installation report submitted to the City and TCEQ on August 17, 2009. This proposal is for the installation of the remaining four required Subchapter J monitoring wells, and the installation of one replacement gas probe. F:BD~Prop~Pi Mhun~~GW~2009~P0133109 Pt Arthur Sub•l Weli install Sep 09.doc August 31, 2009 Mr. Ross Blackketter, P.E. Page 2 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 Sunbelt Drilling. Sunbelt 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. MONITORING WELL INSTALLATION Prior to the start of well installation, SCS will provide survey coordinates to the surveying subcontractor to mark the four proposed 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 are approved, SCS will contact proper authorities to arrange for utility clearance. SCS will then coordinate with the drilling subcontractor to install wells as described below. All work will be conducted in September 2009, weather permitting. A qualified SCS field geologist with experience at the City of Port Arthur Landfill will supervise site activities. It is assumed that the City will provide access to the well locations so that attack-mounted drilling unit can drive to each location. This may require the City to improve the access to some areas, depending on weather and conditions. 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 will 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 information. 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. F:BU~Prop'Pt Anhur!GW2069~P083109 Pt Arthur Sub-0 Well Irutall Sep 09.doc August 31, 2009 Mr. Ross Blackketter, P.E. Page 3 Purchase and installation of the monitoring well dedicated Iow-flow sampling pumps are included as a part of these services. Pumps will be installed in the new wells during the first quarterly sampling event following installation. Monitoring Wells to Be Installed (Four Total) Well No. Expected Depth, feet PMW-23 25 PMW-24 25 PMW-25 25 PMW-26 25 GAS PROBE INSTALLATION SCS understands that gas probe GP-7 requires replacement. The previous location of the former GP-7 will attempt to be located, and plugged with bentonite. Anew replacement probe will be installed in accordance with the approved Attachment 14 of the Site Development Plan. The probe will be screened from 1.5 feet above the bottom of the borehole to 5 feet below the ground surface. Washed 3/8-inch pea gravel will be placed in the borehole to approximately 6 inches above the screened interval and approximately 6 inches of sand will be placed over the pea gravel. Bentonite pellets will be placed above the sand and hydrated to form a low permeable layer to prevent air and water intrusion into the probe boring. A four-foot by four- foot concrete pad with bollards and a steel casing extending into the borehole and above the ground surface will be installed. A polyvinyl chloride (PVC) cap with a quick connect coupling will be installed at the top of the probe for ease of monitoring. The probe will be installed to a total depth of 10 feet. Note that Section 3.1.2 of the approved Attachment 14 states "TCEQ will be notified prior to the installation of any new probes. " Therefore, SCS will submit a brief letter to TCEQ immediately prior to gas probe installation, describing the replacement. We do not anticipate that TCEQ approval or concurrence will be required. Note that Section 3.4 of the approved Attachment 14 states ``Upon completion of the replacement probe, an installation report including boring logs and construction details, as applicable, will be submitted to the TCEQ. " The gas probe replacement will be documented with a brief letter report for submittal to the City and TCEQ. We understand that the City will allow the drilling subcontractor to dispose of all waste materials at the Landfill working face. These materials will be disposed at no cost to the F:BD~•PropHh Anhur~G~V4009~P083109 ft Arthur Suh-J Weli tmYatl Sep 09.doc August 31, 2009 Mr. Ross Blackketter, P.E. Page 4 drilling subcontractor or SCS. The drilling subcontractor will be responsible for site clean-up and transporting waste materials to the working face. Gas Probe to Be Installed (One Total) Depth, feet Probe Number GP-7 10 FEE We propose to provide these services for a lump sum fee of $33,100. 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. 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 necessary. SCS would be glad to provide a proposal for these services, if requested. • 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 conditions require demobilization, this will be an additional service. • City agrees to maintain survey markers. • 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 five proposed well locations to verify accessibility, and will provide any grading work necessary to ensure access prior to arrival of project personnel. F:BD~Prop~Pf Atthon'~GW~2009~.P083109 Pt Arthur Sub•1 Wdl Install Sep 09.doc August 31, 2009 Mr. Ross Blackketter, P.E. Page 5 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, c'?/-iG `~/-/~ Ke n D. Yard, P.E., BCEE Vice President SCS ENGINEERS Attachment: Contract James Lawrence, P. G. Senior Hydrogeologist SCS ENGINEERS cc: Mike Tentrup, City of Port Arthur F:B[]'~1'rop`Pl Anltun~GtN2009~POS3109 Pt Arthur Sub? Weil Install Sep 09.doc AGREEMENT BETWEEN SCS ENGINEERS AND CLIENT FOR PROFESSIONAL SERVICES This Agreement is made by and between the City of Port Arthur, Texas (hereafter "Client"), 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 groundwater monitoring at the City of Port Arthur Landfill, as defined in SCS' letter of August 31, 2009, as directed by the Client, in accordance with the terms and conditions of this Agreement. 2. Basis of Compensation: as defined in SCS' letter of August 31, 2009. 3. Method of Invoicing: as defined in SCS' letter of August 31, 2009. 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 pursuant to this Agreement c. This Agreement may be terminated by either party upon 15 days' written notice to the other party. Upon termination, SCS shall be paid for all Services rendered to 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 a time-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 insurance with coverage limits, which are 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 amount of $1,000,000. f. Any drawings, specifications, reports, data and notes developed pursuant to this Agreement are instruments of service, and as such the original documents, tracings, and field notes are 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:ViUyx~ryw.victrmt Anhur1gW17gl9kuRJ Wdl h~aa110.ti. 2IXMCYl83tU9 R aMm Sabl K'~il Mdai13 w cLgm nom Eaduc ~~ h. The parties agree to the following allocation of Iiability 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 negligence 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 6 shall survive any termination of this Agreement. k. SCS 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 ENGINE ~~ BY: ! NAME: Kevin D. Yard, P.E., BCEE TITLE: Vice President ~~ 3 /~~ ~ DATE: CITY OF PORT ARTHUR, TEXAS: BY: NAME: TITLE: DATE: F:1l~OWfgnt a1.1preJ AMu~ll~?Ig9kutN Wail In9a11 Oct. 2lMNdb7lill19A An6ur SuMI N'di lnaall2 a du w itan 6ZJaa