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Home My WebLink About19. Professional Service Agreement- AECOMr,A City of Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: Mark A. Rohloff, City Manager DATE: November 16, 2018 RE: Professional Services Agreement for 2019 Knapp Street Quarries and Timmerman Landfill Operations and Maintenance Support / AECOM Technical Services, Inc. (AECOM) ($73,800) The Department of Public Works has utilized AECOM (formerly STS Consultants) for various environmental engineering needs at the Quarry Park Landfill located on Knapp Street since 1979 and at the Timmerman Landfill since 1993. The active venting system has been operating at Quarry Park since spring of 2010. AECOM continues to report no measurement of methane at the various monitoring points. An operational pilot study was completed between the fall of 2015 and the spring of 2016 to determine if the active venting system could be converted to a passive system. The study results indicated the system will need to continue to operate in an active setting. It is anticipated the Wisconsin Department of Natural Resources (WDNR) will require several more years of active collection of methane gas before considering a reduced operation or switching to passive collection. This agreement will cover the required monitoring and maintenance at both former landfills for calendar year 2019. The scope of services includes continued methane gas monitoring, reporting to the WDNR, inspecting the methane collection system, and providing equipment maintenance recommendations. This agreement is for $73,800. The cost for these gas monitoring services will be allocated to the operating budget (Account 02120470-6401/Garbage Collection & Disposal). This contract amount represents a reduction in fee from 2018 of $8,950. This reduction is made possible through our continual negotiation and utilization of qualified, competent staff with lower charge -out rates. Chapter 12 of the Municipal Code provides that professional services of a specialized nature, including engineering services, may be procured without the use of formal, sealed quotes. I have reviewed this agreement and in accordance with Section 12-16 of the Code, I am hereby submitting this report regarding this professional services agreement. MAR/jer L\ Engineering\2019 CONTRACTS\AECOM 2019 Landfill Mon\AECOM CC Memo -Agreement -2019 Quarry Prk & Timmerman LF_11-16-18.doc ASCOM Mr. James Rabe, PE, CPESC Director of Public Works City of Oshkosh 215 Church Avenue Oshkosh, WI 54901 RECEIVED - NOV 2 2018 DEPT OF PUBLIC WORKS OSHKOSH, WISCONSIN AECOM 558 North Main Street Oshkosh, WI 54901 aecom.com November 2, 2018 AECOM Proposal No. O P P-830130 Proposal for Knapp Street Quarries and Timmerman Landfill Operations and Maintenance Support during the 2019 Calendar Year Dear Mr. Rabe, AECOM Technical Services, Inc. (AECOM) has prepared this proposal for continued methane monitoring, sampling, landfill gas collection system operation and maintenance, and reporting at the former Faber Quarry and former Oshkosh Stone Company Quarry (collectively known as the Knapp Street Quarries) and groundwater and methane monitoring, sampling and reporting at the former Timmerman Landfill during the 2019 calendar year (CY2019). This proposal provides a summary of the specific project backgrounds, proposed scope of services and estimated costs for continued environmental monitoring at each site. Task 1 — Knapp Street Quarries Background The scope of services presented below is based on recommendations provided in the Operation Manual and in accordance with Wisconsin Department of Natural Resources (WDNR) Solid Waste requirements. The gas collection system was installed and started operation in 2010. AECOM personnel have continued monitoring the system and continually work at balancing the gas recovery. The system has had a positive influence on the reduction of methane gas and thus reduced the risk of methane gas migration off-site. At this time the monitoring points show methane concentration below 2.5% by volume. The WDNR has conditionally approved a plan toward reduced operation of the landfill gas extraction system. That plan requires that there is effective gas recovery when cycling the blower operations (6 -hours on and 4 -hours off) over a 4 -month period and following the closure of sections of vent piping that have had less than detectable readings for methane for a consecutive 12 -month period. This plan was initiated in 2015. Prior to and during the test period, system mechanical issues occurred that prolonged the testing program, which included: Replacement of the blower motor (twice, covered by warranty). Replacement of the exhaust stack (collapsed prior to the test commencing). Modifications to the grease tube operation to provide a constant temperature for the equipment. AECOM worked with a contractor to make the repairs and modifications. The testing was completed in September 2016. Based on the results of the reduced operation testing, and with concurrence from the WDNR, the active system is still required to control landfill gases. Another reduced operation test will be planned in the next 5 years to verify conditions at that time. In 2016, it was observed that several of the flush -mount protective covers surrounding the monitoring wells located in sidewalk or parking lot pavement were no longer able to protect the integrity of the wells. In 2018, it was observed some of the LFG control vaults had also been damaged. The damage was likely due to age of the structures, damage from snow plowing and damage to the surrounding surface from freeze -thaw cycles (uneven grade). The repairs to the flush -mount protective covers and vaults will be completed in 2019 if any savings to the proposed budgets are realized. KAPROPOSAL\City of Oshkosh\OPP-830130_2019 Knapp St & Timmerman\OPP-830130 2019 Knapp St & Timmerman Proposal.docx — 1/6 AECOM In the summer of 2017, a WDNR Solid Waste Engineer inspected the site. AECOM and City Staff completed the site inspection with the WDNR representative. All items that were identified during this inspection were corrected by AECOM or City staff, and AECOM prepared a letter detailing the corrective actions and submitted it to the WDNR. Scope of Services Methane Gas Monitoring AECOM proposes to continue to conduct methane monitoring activities based on the schedule provided in the WDNR conditional approval letter dated April 15, 2014 and as presented in the chart below: Location Identification Parameters Frequency OW -3, GW -12, GW -20, GW -20A, Oxygen, methane, carbon dioxide, GW -22, GW -23, GW -23A, GW -24, balance gas, groundwater level Monthly Gas Monitoring Wells GW -24A, GW -25, and GW -25A monitoring, vacuum GW -2, GW -9, GW -10, GW -11, GW- Oxygen, methane, carbon dioxide, 14, GW -17, and GW -19 balance gas, groundwater level Quarterly monitoring Gas Extraction Wells WH -1 through WH -15 and VV -1 Oxygen, methane, carbon dioxide, Semi -Annually through VV -9 balance gas, vacuum Header Pipe at the Blower Station Blower (inflow) Vacuum before blower Monthly Vent Pipe Blower (discharge) Oxygen, methane, carbon dioxide, Monthly pressure after blower, velocity/flow Condensate Sample Point Condensate Sample Point Field pH, TBD If needed NOTES: 1. The following information will be recorded during each sampling event: ambient air temperature, barometric pressure, trends in barometric pressure, ground surface conditions, type of meter used, and latest meter calibration date. 2. Monitoring has since been discontinued in the following gas monitoring wells: GW -1, GW -3, GW -4, GW -5, GW -6, GW -7, GW -8, GW -15, and GW -16 and the following observation wells, OW -1 and OW -2, which were abandoned. 3. WH -7 and W-2 do not exist. At each gas monitoring well and system sampling port the vacuum pressure, initial percent of the LEL of methane (percent LEL methane), percent methane gas (percent methane), percent oxygen (percent 02), percent of carbon diooxide (percent CO2), air flow (CFM), and groundwater levels will be measured. The LEL is the minimum concentration of a particular combustible gas or vapor necessary to support its combustion in air. The LEL of methane gas is 5% methane by volume. Observations (such as ground condition, barometric pressure, and monitoring well conditions) will also be recorded. After initial readings are recorded, monitoring wells will be purged with a pump at a rate of two liters per minute. Continuous percent LEL methane will be measured as the well is purged. A final reading will be recorded when consecutive methane readings are within +10% LEL. Final measurements include percent LEL methane, percent methane gas, percent CO2 and percent 02. The length of time required to achieve the final reading is typically unique to each well. Based on the 2017 WDNR site inspection, AECOM has added a checklist to be completed during each site visit. The checklist includes all items identified during the site inspection. If deficiencies are noted, AECOM staff will inform the City and assist with developing a solution. Schedule and Reporting Methane sampling and system O&M will be completed in accordance with the above schedule through December 2019. The monitoring data will be summarized and electronically submitted to the City and WDNR GEMS database K:\PROPOSAL\City of Oshkosh\OPP-830130_2019 Knapp St & Timmerman\OPP-830130_2019 Knapp St & Timmerman Proposal.docx 2/6 0.11_ on a semiannual basis. On an annual basis, a report will be submitted to the WDNR (including cover letter with discussion and conclusions). AECOM will immediately notify the City of any new methane wells that indicate an exceedance of 25% of the LEL. Task 2 — Timmerman Landfill Background AECOM has been assisting the City with environmental services related to the Timmerman Landfill since 1978. These services have included groundwater and methane monitoring, landfill cap thickness verification, laboratory testing, data review, and closure planning. In response to the WDNR Notice of Violation dated August 2, 2006, AECOM completed a Site Assessment Report (SAR) in compliance with Wisconsin Administrative Code Section NR 700 and subsequently installed three additional groundwater monitoring wells. In 2008 and early 2009, AECOM completed the closure of the site under the WDNR Remediation and Redevelopment (RR) program and the site was transferred to the WDNR Solid Waste Program. In 2010, AECOM recommended the abandonment of six monitoring wells. The WDNR subsequently requested additional investigation regarding the presence of a passive methane collection trench, which AECOM completed using test pits. Based on the results of the test pit investigation and AECOM's recommendation in 2010, the WDNR approved the abandonment of the six wells and required the installation of two gas probes (in addition to the four already installed at the site) for additional methane monitoring in a letter dated February 2013. In the summer of 2017, a WDNR Solid Waste Engineer inspected the site. AECOM and City Staff completed the site inspection with the WDNR representative. All items that were identified during this inspection were corrected by AECOM or City staff, and AECOM prepared a letter detailing the corrective actions and submitted it to the WDNR. Scope of Services This proposal includes two rounds (semiannual) of groundwater monitoring, subcontract analytical laboratory services, and project reporting obligations through CY2019. In addition, landfill gas will be monitored quarterly and reported to the WDNR until approval to discontinue the methane monitoring and abandon the wells is achieved. AECOM submitted a gas monitoring reduction request in 2016. The request was subsequently denied by the WDNR as methane monitoring is required to be completed quarterly by Wisconsin Administrative Code NR 500. Groundwater samples will be collected according to the WDNR-approved monitoring requirements in the chart below: Location Parameters Frequency Alkalinity, Chloride, Hardness, Groundwater MW -1, PZ -4, PZ -5, MW -6, MW -7, PZ -7, Elevation, field pH, field temperature, field Semi-annually PZ -7D, MW -8, PZ-1,PZ-8, PZ -9, conductivity SQDMW-1, PZ -10 Volatile Organic Compounds (VOCs) Annually h�iVi��JiUJQiGI Groundwater elevation, field pH, field conductivity Semi -Annually VOCs Annually Groundwater monitoring wells will be purged prior to collecting the samples and field monitoring parameters. Gas monitoring points (GP -1 through GP -6) will be monitored quarterly for methane, oxygen, and carbon dioxide, per the methods described above under the Knapp Street Quarries Scope of Services, as required by the WDNR. Readings for barometric pressure, pressure trend, and temperature will also be collected during monitoring activities. Based on the 2017 WDNR site inspection, AECOM has added a checklist to be completed during each site visit. The checklist includes all items identified during the site inspection. If deficiencies are noted, AECOM staff will inform the City and assist with developing a solution. KAPROPOSAL\City of Oshkosh\OPP-830130_2019 Knapp St & Timmerman\OPP-830130_2019 Knapp St & Timmerman Proposal.docx 3/6 AECOM Schedule and Reporting Groundwater sampling will be completed twice annually (April and October), and gas monitoring will be completed on a quarterly basis (January, April, July, and October) through December 2019. The monitoring data will be summarized and electronically submitted to the City and WDNR on a semi-annual basis. Estimated Fees The following summarizes the proposed tasks and estimated fees: Task Fee Task 1 — Knapp Street Quarries Methane Monitoring and System Maintenance and Operation during CY2019 Includes $35,850 H2O level meter, methane meter, CO2 and 02 meter and rental costs WDNR Reporting, GEMS Database Updates, and Project Management $13,200 Task 1 Total $49,050 Task 2 — Timmerman Landfill Groundwater (2 events)/LFG Monitoring (4 events) during CY2019 $15,350 Includes H2O level meter, methane meter, CO2 and 02 meter rental costs Subcontracted Laboratory $3,000 WDNR Reporting, GEMS Database Updates, and Project Management $6,400 Task 2 Total Z5 Total Project Fees $73,800 Please note, AECOM was able to reduce the overall 2019 budget by $8,950 as compared to 2018 by combining site visits with the Kienast and Paulus Quarries, and by adjusting the level of AECOM staff assigned to the project. Future Services to be Combined Knapp Street Quarries and Timmerman Landfill We anticipate the installation, start-up, and operation of the Kienast and Paulus Quarry landfill gas collection system will occur in 2019. Startup, operation, and maintenance costs through 2020 associated with the Kienast and Paulus Quarry landfill gas system will be incorporated in the construction management agreement for that project. In 2021, these services are anticipated to be incorporated in the 2021 Landfill Operation and Maintenance Agreement. By combining these services on the multiple sites, AECOM anticipates there will be cost savings to the City during the operation and maintenance of these sites by effectively scheduling the work required consecutively and in a cost effective and timely manner. Terms and Conditions If services to be provided under this proposal require the agents, employees, or contractors of AECOM to enter onto the Project site, Client shall provide right -of -access to the site to AECOM, its employees, agents, and contractors, to conduct the planned field observations or services. The services described in this proposal will be provided on a time - and -material basis. AECOM will not exceed the above estimate without your authorization and approval. The services provided will be performed in accordance with the approved Fee schedule and with the conditions of the 2009 City of Oshkosh Negotiated General Conditions of Service, which are expressly incorporated into, and are an integral part of, our contract for professional services. To initiate this work, please sign and return the attached Authorization to the AECOM Oshkosh, Wisconsin office. Our understanding is that the City of Oshkosh will also issue a Purchase Order for all approved tasks. Please reference KAPROPOSAL\City of Oshkosh\OPP-830130_2019 Knapp St & Timmerman\OPP-830130_2019 Knapp St & Timmerman Proposal.docx 4/6 A=COR the AECOM prc We are looking If you have any Yours sincerely, COM Techni aul im�m; Account Manac enclosure: KAPROPOSAL\City of Oshkosh\OPP-830130_2019 Knapp St & Timmerman\OPP-830130_2019 Knapp St & Timmerman Proposal.docx 5/6 AECOM 558 N Main Street Oshkosh, Wisocnsin 54901 920.236.6710 November 2, 2018 I hereby certify that the necessary provisions have been made to pay the liability, which will accrue under this contract I hereby authorize AECOM to proceed with the scope of work for Knapp Street Quarries and Timmerman Landfill Operations and Maintenance Support during 2019 Calendar Year as described in AECOM's proposal OPP-830130 dated November 2, 2018, with a budget authorization of $73,800 under the general terms and conditions specified in the proposal. Signature Mark A Rohloff Print Name City Manager Title/Organization Signature Pamela R. Ubrig Print Name City Clerk Title/Organization Signature Lynn A.Lorenson Print Name City Attorney Title/Organization Signature Trena Larson Print Name Director of Finance Title/Organization Date Date Date Date KAPROPOSAL\City of Oshkosh\OPP-830130_2019 Knapp St & Timmerman\OPP-830130_2019 Knapp St & Timmerman Proposal.docx 6/6