HomeMy WebLinkAboutAgenda Report - February 18, 2009 E-05AGENDA ITEM Eov5
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AGENDA TITLE: Adopt Resolution Authorizing Additional Task Orders with Treadwell & Rollo
Regarding PCE(TCE Cleanup and Appropriating Funds ($261,000)
MEETING DATE: February 18,2009
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution authorizing additional task orders with
Treadwell & Rollo regarding PCEITCE cleanup and appropriating
funds as shown below.
BACKGROUND INFORMATION: Staff and our consultants are moving forward on the implementation
of Phase I of the PCE(TCE cleanup program. Design of the Phase
permanent facilities is almost complete. At the same time, operation
of the temporary soil vapor extraction and treatment (SVET) system
will need to continue for approximately one year.
Proposed Task Order No. 16, attached as ExhibitA, provides for the continued operation and
maintenance by Treadwell and Rollo of the SVET system for a period not to exceed one year. It is
expected the temporary SVET system will be abandoned within that time. Task Order No. 16 will expire
once the facilities are abandoned. The estimated cost is $169,000.
Proposed Task Orders No. 17 and 18, attached as Exhibits B and C, engage the services of Treadwell
and Rollo to assist the City in permitting, bidding and awarding contracts for the construction and
operation of the Phase I cleanup facilities. These facilities are composed of up to nine soil vapor
extraction wells, two ground water extraction wells and the associated piping, controls and treatment
facilities. The estimated costs are $70,000 for Task Order No. 17 and $22,000 for Task Order No. 18.
FISCAL IMPACT: Operation and maintenance costs will increase and are funded by
PCE(TCE Cleanup funds.
FUNDING AVAILABLE: Requested Appropriation: Central Plume Fund (190) — $261,000
Xi Evans, Budget Manager
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F. Wally Sam elin
PublicWorks Director
FWS/pmf
Attachments
APPROVED: ' .—1
Blair Ki , y Manager
K1WP1PROdECTSIWATERIPCE TCEICTRTaskNns 16 17 18 doe 2/1112009
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MEMORANDUM
TO: F. Wally Sandelin
Director of Public Works
FROM: Christopher Glenn, P.E.
DATE: 27 January 2009
PROJECT: Proposal for Guild SVE System Operation & Maintenance for 12 Months
17 South Church Street, Lodi, California
Proposed Lodi Task 16
Exhibit A
SUBJECT: Scope, Schedule, and Cost Estimate for Task 16 No. of Pages: 3
This memorandum presents the proposed scope, schedule, and costs for Operation and Maintenance
(0&M) of the Guild Soil Vapor Extraction (SVE) system in Lodi, California for an additional 12 months. I f
approved, this will be identified as Lodi Task 16 - Guild SVE O&M.
BACKGROUND
Treadwell & Rollo (T&R) operates the Guild SVE system on behalf of the City of Lodi to remediate
tetrachloroethylene (PCE) contamination in soil and soil vapor in the Central Plume Source Area in Lodi,
California. The SVE system is located in the parking lot of Guild Cleaners, which is located at 17 South
Church Street, Lodi, California (the Site). The SVE system is operated under a permit by the San Joaquin
Valley Air Pollution Control District (SJVAPCD), issued on 31 May 2006, and revised on 3 November 2008.
The permit requires monthly monitoring and vapor sample collection. The permit also requires treatment
of extracted vapors using three granular activated carbon (GAC) vessels. The SJVAPCD requests
tabulation of monthly PCE influent and effluent concentrations, monthly PCE control efficiency, monthly
influent and effluent flow rates, and cumulative run time. T&R's current budget for Guild SVE System
O&M covers operations through March 2009. This proposal will cover an additional 12 months of 0&M
through March 2010.
T&R is also currently designing a new SVE system, to be located at 218 West Pine Street, which will
replace the Guild SVE system. If the Guild SVE system operations are discontinued prior to March 2010,
T&R would not use the full budget requested in this proposal.
SCOPE OF WORK
The scope of work for the Guild SVE O&M includes several tasks that are listed below:
• Routine Site Visits - A T&R field technician will visit the Site one day per month to monitor flow
rates, pressures, vacuums, temperature; and to check the operating conditions of the system and
note repairs to be performed, if required. The field technician will also collect four vapor samples
and perform minor repairs and/or site maintenance, as needed.
ENVIRONMENTAL AND GEOTECHNICAL CONSULTANTS
501 14TH STREET, 3RD FLOOR OAKLAND CALIFORNIA 94612 T 510 874 4500 F 510 874 4507 www.treadwellrollo.com
1 30;71 1 1
GAC Changeout and Waste Disposal - GAC vessels are changed when the effluent from the
second of three vessels contains PCE concentration above the SJVAPCD permit level. The third
carbon vessel serves as a backup. T&R assumes that not more than one carbon changeout will
be required per quarter. I f more than one GAC changeout is required per quarter, additional
budget may need to be authorized. Preparation of the GAC waste manifest and profile is
included in this task. The manifest is required prior to the transport of spent GAC and is typically
signed by George Bradley of the City of Lodi. GAC sample collection, analysis, and profile
documentation are performed periodicallyfor the renewal of the GAC profile. Also, the scope
includes yearly disposal of water collected from the knock out drum. T&R assumes that disposal
fees for this task will not exceed $2,000 per year.
Laboratory Analysis - This includes collecting four vapor samples in Tedlar bags and sending
them to Air Toxics Laboratory (Folsom, California) for TO -15 analysis. The turn -around time for
this analysis is 10 days, and the samples will be picked up by a lab courier.
Non - Routine Site Visits For Repairs - This includes non -routine, unexpected repairs to the
Guild SVE system required for continued proper operation. T&R will only repair the minimum
required for proper operation because the remaining expected operational lifetime of the Guild
SVE system is one year or less. T&R assumes not more than six non -routine visits for the 12
month period and no more than $15,000 in repair work. Additional visits or repairs will require
an increase to the budget.
• Air District Compliance, Reporting and Inspections -This includes the evaluation of
monitoring data with the SJVAPCD permit for compliance. I f there is an event of non-
compliance, T&R will act immediatelyto remedy the problem. T&R will provide periodic reports
as requested by SJVAPCD. T&R will facilitate SJVAPCD inspection of the SVE system, which is
assumed to occur not more than once in the 12 -month period.
Reporting and Calculations - T&R will maintain a log of PCE mass removal from the Guild
SVE system and report periodicallyto the City of Lodi. T&R will also manage logs of monitoring
data, field notes, laboratory results, and control efficiency as required by the SJVAPCD.
• Project Management and Communication - This includes maintaining effective
communication with the City of Lodi, and responding to questions and requests for information,
as needed.
SCHEDULE
This proposal covers SVE O&M from April 2009 through March 2010.
DELIVERABLES
T&R will provide information upon request from Lodi, SJVAPCD, or other agencies. These may include:
1) PCE Removal Efficiency (required by SJVAPCD)
2) Operation of logs of flow (required by SJVAPCD)
3) Cumulative PCE mass removal (periodically requested by City of Lodi)
4) SJVAPCD permit renewal.
COST ESTIMATE
Our estimated fee for this scope of work will not exceed $169,000. This corresponds to approximately
$14,080 per month. Due to the non-linear nature of O&M expenditures, costs may exceed $14,080 in
any given month. The assumptions behind this cost are included in the scope of work section above.
LIST OF SUBCONTRACTORS
Air Toxics Laboratory, Folsom, CA — Vapor Analysis Laboratory
Siemens Water Technology, San Leandro, CA - GAC Supplier
ERRG, Concord, CA - SVE Repair Contractor
AES, San Francisco, CA - Waste Disposal (Water)
INVOICES
As we have done in 2008, we will submit our invoices monthly to the City of Lodi, and each invoice will
list the Contract Amount, Current Billing, Previously Billed, Paid-to-Dateand Balance Due.
Christopher Glenn, P.E.
Senior Project Engineer
Approved per Resolution No. 2009 -
Blair King, City Manager
ATTEST:
Randi, Johl, City Clerk
APPROVED AS TO FORM:
D. Stephen Schwabauer, City Attorney
MEMORANDUM
TO: F. Wally Sandelin
Director of Public Works
FROM: Christopher Glenn, P.E.
DATE: 27 January 2009
PROJECT: Proposal for Permitting, Response to New or Additional Design Comments, and
Construction Bid Support for Proposed Central Plume Source Area SVE system
218 West Pine Street, Lodi, California
Proposed Lodi Task 17
SUBJECT: Scope, Schedule, and Cost Estimate for Proposed Lodi Task 17
Exhibit B
No. of Pages: 3
This memorandum presents the proposed scope, schedule, and costs for pre -construction activities
including permitting, response to design comments, and construction bid support for the proposed Soil
Vapor Extraction (SVE) system for the Central Plume Source Area (Source Area) to be located at the
Oddfellows property at 218 West Pine Street. I f approved, this will be identified as Lodi Task 17 — SVE
Pre -Construction.
BACKGROUND
Treadwell and Rollo (T&R) is currently scheduled to submit the 100% design for the Source Area SVE
system in February 2009. The Source Area SVE is required under the Cleanup and Abatement Order
regulated by the California Regional Water Quality Control Board (Water Board). After submission of the
100% design; pre -construction permitting, regulatory submittal, and solicitation of construction bids will
be performed prior to initiating SVE construction. T&R undertook similar pre -construction activities in
2006 as part of the construction of a dual-phase extraction (DPE) system in Lodi and is, therefore,
familiar with the permitting process and issues that arise during the bid process.
SCOPE OF WORK
The scope of work for this proposal includesthe three tasks that are listed below:
SUB -TASK 1: San Joaquin Valley Air Pollution Control District (SJVAPCD) Permitting —
T&R will assist the City of Lodi in obtaining a SJVAPCD permit to operate the Source Area SVE
system. T&R will perform tetrachloroethene (PCE) emission calculations required for the permit,
develop a strategy for optimal permit conditions, prepare the permit forms and a memorandaum
of explanation to SJVAPCD, and participate in negotiations with the SJVAPCD. I n our prior
experience with the SJVAPCD, the permitting process can take several months and several
iterations before an acceptable permit is issued. SJVAPCD uses a model in their permit decision,
which considers restrictions on flow rate, influent concentration, control efficiency, treatment
vessels, stack height, and stack exit velocity. I t is critical to obtain a permit with the flexibility to
operate the SVE system under continuously -changing circumstances while not accepting undue
risk of permit violation. Due to the proximity of an elementary school to the Oddfellows site, we
ENVIRONMENTAL AND GEOTECHNICAL CONSULTANTS
501 14TH STREET, 3RD FLOOR OAKLAND CALIFORNIA 94612 T 510 874 4500 F 510 874 4507 www.treadwellrollo.com
expect the SJVAPCD will require mailed notification to parents, residents, and businesses. This
scope assumes that this mailing, if required, will be performed by the City of Lodi.
SUB -TASK 2: Responseto Comments and Design Revisions —T&R will respond to new or
additional comments and revise the 100% design for the Source Area SVE system. We expect
that comments may be provided by the City, the Water Board, nearby property owners, and/or
Lodi community members. I n our experience, Water Board comments are generally minor for
SVE system designs. In response to these comments, T&R assumes that no major re -design will
be needed, but that minor changes to pipe runs, treatment pad dimensions, and noise control
specifications may occur. I f no design changes are required, T&R will not utilize this budget for
this task.
• SUB -TASK 3: Construction Bid Support —T&R will assist the City of Lodi to respond to
requests for information during the bid period, review the submitted bids, and make
recommendationsfor award, assuming that T&R is not a part of the bids submitted. T&R will
assist the City in the solicitation and review of contractor pre -qualification submittals for
construction of the soil vapor extraction and groundwater extraction and treatment systems.
SCHEDULE
Sub -Tasks 1, 2 and 3 will begin upon approval of this proposal and are expected to be completed by late
2009. The completion date is determined largely by factors outside the control of T&R.
DELIVERABLES
T&R will provide the following deliverables:
1) Completed SJVAPCD Authority to Construct Permit
2) Revised 100% SVE Design Drawings, if needed.
COST ESTIMATE
Our estimated fee for this scope of work will not exceed the following:
SUB -TASK 1: $16,000
SUB -TASK 2: $9,000
SUB -TASK 3: $45.000
TOTAL $70,000
The assumptions for this cost are included in the scope of work section above.
INVOICES
As we have done in 2008, we will submit our invoices monthly to the City of Lodi, and each invoicewill
list the Contract Amount, Current Billing, Previously Billed, Paid -to -Date and Balance Due.
I
Christopher Glenn, P.E.
Senior Project Engineer
Approved per Resolution No. 2009 -
Blair King, City Manager
ATTEST:
Randi, Johl, City Clerk
APPROVED AS TO FORM:
D. Stephen Schwabauer, City Attorney
MEMORANDUM
TO: F. Wally Sandelin
Director of Public Works
FROM: Christopher Glenn, P.E., and Varinder Oberoi, P.E.
DATE: 27 January 2009
Exhibit C
PROJECT: Proposal for Permitting and Response to New or Additional Comments for Central Plume
Source Area Groundwater Extraction and Treatment (GWFT) System
Proposed Lodi Task 18
SUBJECT: Scope, Schedule, and Cost Estimate for Task 18
No. of Pages: 2
This memorandum presents the proposed scope, schedule, and costs for pre -construction activities
including permitting, finalizing the design, and construction bid solicitation for the proposed GWFT
system. I f approved, this will be identified as Lodi Task 18 — GWET Systems Pre -Construction.
BACKGROUND
Treadwell and Rollo (T&R) is currently scheduled to submit the 100% design and the bid package for the
GWFT system in February 2009. The proposed GWET system will be located in the parking lot south of
the former Lodi News Sentinel, along Oak Street in Lodi, California. After submission of the 100%
design, pre -construction permitting and regulatory submittal will be performed prior to initiating GWFT
system construction.
SCOPE OF WORK
The proposed scope of work includes two tasks that are listed below:
• SUB -TASK 1: Permitting — T&R will obtain the necessary permits from San Joaquin County
(SIC) for installation of the two groundwater extraction wells. It is assumed that the discharge
permit for the treated groundwater will be obtained by the City of Lodi (City) because the water
will be discharged into the City's wastewater treatment plant.
SUB -TASK 2: Response to Comments and Design Revisions — T&R will submit the 100%
design to the City for final comments and make the necessary changes to the design following
the City's comments. Based on our ongoing interaction with the City regarding the GWFT system
design, T&R assumes that no major changes will be necessary to the 100% design submittal.
The 100% design will then be submitted to the Regional Water Quality Control Board (Water
Board) for comments. T&R will interact with the Water Board to obtain regulatory approval for
the GWET system design, including addressing any comments and performing minor changes to
the design. T&R assumes that no major re -design will be needed. However, if major design
changes are required, T&R will provide another scope of work to address such changes.
ENVIRONMENTAL AND GEOTECHNICAL CONSULTANTS
501 14TH STREET, 3RD FLOOR OAKLAND CALIFORNIA 94612 T 510 874 4500 F 510 874 4507 www.treadwellrollo.com
i;7 ILT T .�_ \'.1. .1
DELIVERABLES
T&R will provide the following deliverables:
1) Completed SJC permit for well installation
2) Revised 100% Design GWET System Drawings, if needed.
COST ESTIMATE
Our estimated fee for this scope of work will not exceed the following:
SUB -TASK 1: $5,000
SUB -TASK 2: $17,000
TOTAL $22,000
The assumptions for this cost are included in the scope of work section above.
INVOICES
As we have done in 2008, we will submit our invoices monthly to the City of Lodi, and each invoice will
list the ContractAmount, Current Billing, Previously Billed, Paid-to-Dateand Balance Due.
rislopher Glenn, P.E.
Senior Project Engineer
Approved per Resolution No. 2009 -
APPROVED AS TO FORM:
Blair King, City Manager
ATTEST:
Randi, Johl, City Clerk
D. Stephen Schwabauer, City Attorney
RESOLUTION NO. 2009-18
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING ADDITIONAL TASK ORDERS WITH
TREADWELL& ROLLO REGARDING PCE/TCE
CLEANUP AND FURTHER APPROPRIATING FUNDS
WHEREAS, staff and the City's consultants are moving forward on the
implementation of Phase I of the PCEITCE cleanup program, and design of the Phase
permanent facilities is almost complete. At the same time, operation of the temporary
soil vapor extraction and treatment (SVET) system will need to continue for
approximately one year; and
WHEREAS, proposed Task Order No. 16 provides for the continued operation
and maintenance by Treadwell & Rollo of the SVET system for a period not to exceed
one year. It is expected the temporary SVET system will be abandoned within that time.
Task Order No. 16 will expire once the facilities are abandoned; and
WHEREAS, proposed Task Orders No. 17 and 18 engage the services of
Treadwell & Rollo to assist the City in permitting, bidding, and awarding contracts for the
construction and operation of the Phase I cleanup facilities. These facilities are
composed of up to nine soil vapor extraction wells, two ground water extraction wells
and the associated piping, controls, and treatment facilities; and
WHEREAS, the estimated costs are $169,000 for Task Order No. 16; $70,000 for
Task Order No. 17; and $22,000 for Task Order No. 18, for a total of $261,000-
NOW,
261,000_
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize additional task orders in the amount of $261,000 with Treadwell& Rollo, of
San Francisco, California, regarding PCEKCE cleanup; and
BE IT FURTHER RESOLVED that funds in the amount of $261,000 be
appropriated from the Central Plume Fund for these task orders.
Dated: February 18, 2009
hereby certify that Resolution No. 2009-18 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held February 18, 2009, by the following
vote:
AYES: COUNCIL MEMBERS—Johnson, Katzakian, Mounce, and
Mayor Hansen
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS— Hitchcock
ABSTAIN: COUNCIL MEMBERS— None G�
City Clerk
2009-18