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HomeMy WebLinkAboutAmendment 1 to Professional Services Agreement, Story Mill Landfill Corrective Measures_7 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Rick Hixson, City Engineer SUBJECT: Amendment No. 1 to Professional Services Agreement Story Mill Landfill Corrective Measures Assessment AGENDA ITEM TYPE: Consent MEETING DATE: July 7, 2014 RECOMMENDATION: Authorize the City Manager to execute the attached Amendment No. 1 to Professional Services Agreement, Story Mill Landfill Corrective Measures Assessment. BACKGROUND: On April 15, 2014 the City entered into a Professional Services contract with Tetra Tech Inc. to provide a revised Corrective Measures Assessment of the Story Mill Landfill. The attached Amendment modifies the original agreement in two primary ways. First, the schedule is accelerated and second, the price of the work is reduced. UNRESOLVED ISSUES: None. FISCAL EFFECTS: The revised cost per this amendment is $221,329.00. The original cost of the work was $288,762.91.00. It is anticipated that this work will be paid for with a loan secured from the State Revolving Fund (SRF) program. ALTERNATIVES: As suggested by the City Commission. Attachments: Amendment No. 1 to Professional Services Agreement, Story Mill Landfill CMA Memorandum prepared June 26, 2014 50 Amendment No. 1 to Professional Services Agreement Story Mill Landfill CMA THIS AGREEMENT is made as of this ________ day of ____________________, 2014 , between THE CITY OF BOZEMAN, a Municipal Corporation, Bozeman, Montana, herein referred to as OWNER and Tetra Tech Inc, an Engineering Consulting Firm of Helena, Montana, herein referred to as ENGINEER. WHEREAS, the parties have entered into a Professional Services Agreement dated May 29, 2014, herein referred to as Original Agreement for professional engineering services; and WHEREAS, the parties desire to further amend the provisions of this Agreement. NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS CONTAINED HEREIN, the parties agree as follows: The initial scope of work will be modified as described below: Basic Data Collection We propose to collect a number of initial data sets to be able to more fully understand the extent of the problem and to better select and design remediation components. Our initial data collection will include the following: 1. Installing and sampling three Soil Gas Probes along the south boundary for the purpose of determining if there are deeper strata where soil vapor may be migrating. 2.Installing two SVE wells along the south boundary and conducting tests to estimate a radius of influence for those wells. 3. Completing a detailed topographic survey of the landfill and surrounding area. Previously, we had proposed also to complete a surface emissions sweep and, as noted above, to install an interim or extended pilot test system. Neither of these steps is particularly compatible with the 90-day schedule for completion of a Draft CMA. We also previously proposed to install a Landfill Gas Well in the lined cell and evaluate the potential for gas migration from the lined cell. We understand it is the City’s preference to avoid this step. The schedule for completing tasks 1-3 above and the interaction of data from these tasks with the CMA is described subsequently in this letter. 51 2 CMA Report The preparation of the CMA report will begin immediately to meet the 90-day schedule. Figure 1 shows the proposed schedule. We will begin with the Problem Definition. We will rely on existing data primarily to do this but, as data from our base data collection efforts becomes available, we will use that as well. One potential issue with the problem definition is defining the extent of the off-site contamination. There are some relatively large holes in the monitoring network down gradient of monitoring well MW-20. We assume that DEQ is aware of this and is aware also that the 90-day limit that they have imposed will essentially prevent further delineation of the plume. It is possible that they view the prevention of further migration from the Landfill as a higher priority than chasing existing contamination. Also beginning almost immediately will be the identification and screening of alternatives. We previously identified likely alternatives some of which were analyzed in the 1995 CMA. Although it is relatively early to do so, we will also begin writing the CMA report. We’ll have to leave some ‘blanks’ of course until the base data collection is completed and the remainder of the CMA process is completed but to meet the 90-day schedule, we will start writing immediately. We plan to rely on the organization and some of the existing sections in the 1995 CMA report. By mid-July, we will begin the detailed analysis of alternatives including cost estimates and effectiveness. Since the pilot test data and site specific data will not be available for cost estimating, generic cost estimates from EPA documents, Means Cost Estimated Guides, and other standard sources will be used. By mid to late July, we would begin the comparative analysis and selection of the remedy. By the week of August 18, we expect to issue a Draft CMA for the City’s review. Allowing about 5 business days for the City’s review and another 2 business days for us to incorporate any comments you might have, will allow us to submit the Draft CMA on August 27 inside the 90-day limit. The basic data collection efforts described above will be conducted concurrently with CMA Report Preparation as shown in Figure 1. As new data from these efforts becomes available, we will incorporate them into the CMA Report as necessary. All of the basic data collection efforts should be complete by early August in time to be incorporated into the August 27 version of the Draft CMA report. Once the Draft CMA is in DEQ’s hands for review and approval, the anticipated schedule becomes more tentative. It is possible that by the second week of October, DEQ will issue comments on the Draft CMA. We would begin addressing their comments and implementing the recommended solution. Assuming that the recommended solution would involve a significant amount of drilling (for SVE wells or landfill gas extraction wells for example), we could easily install these portions of the system within 90 days after DEQ’s review. Other portions of above-ground components in the selected remedy (which might include buried gas collection piping, gas combustion, activated carbon gas treatment or a groundwater treatment system or other components) might be more difficult to complete at that time of year. Revised Budget Based on the scope and schedule described above, I have estimated a new budget to complete the project through the step of issuing the Draft CMA to the DEQ. To complete this estimate, I revised the estimate that we previously provided to you by taking out all costs related to the surface sweep, drilling and analysis of the lined cell, and reporting to describe a new conceptual model. Additionally, I reduced hours for team members in recognition of the fact that we will be proceeding with the CMA based more on the use and analysis of existing data (including the 1995 CMA) and standard cost estimating tools instead of site specific estimates that are based on new data that might have been obtained from field data collection efforts or the proposed interim or extended pilot test system. Attachment A contains the new budget estimate. Its total is $221,339. 52 3 Except as specifically amended herein, the original agreement shall remain in full force and effect and the Parties shall be bound by all terms and conditions therein. IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement on the day and year first above written. 53 4 CITY OF BOZEMAN By: ___________________________________ City Manager ATTEST: ________________________________________ Stacy Ulmen City Clerk APPROVED AS TO FORM By:____________________________________ City Attorney ENGINEER By:_______________________________________ Its:______________________________________ ATTEST: By:___________________________________ 54