Title
Resolution to Approve Amendment No. 2 to Professional Services Agreement with GeoTrans, Inc. ($123,295.00) and Appropriate Funds ($135,625.00) and Extend the Contract for Two Additional Years ($220,629.00) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution to approve Amendment No. 2 to the professional services agreement with GeoTrans, Inc. The amendment adds consulting services in the amount of $123,295.00 to assist with the resolution of a leachate outbreak, complete the off-site remedial action plan, complete the landfill closure process, repair the methane collection system, evaluate bioremediation options for vinyl chloride and assist the city with new greenhouse gas reporting requirements. An appropriation of funds from the solid waste enterprise fund balance in the amount of $135,625.00, including a $12,330.00 contingency, is required for these additional services.
The amendment also extends for two years the term of the contract for GeoTrans to continue to provide landfill monitoring and maintenance consulting services. The amount for these continued services over the two additional years is $220,629.00 and a contingency of $22,100.00 are subject to the availability of funding in each of the next fiscal years.
To satisfy the requirements of the Michigan Department of Natural Resources and the Environmental (MDNRE), the groundwater and air in the vicinity of the landfill must be sampled and analyzed quarterly. The original contract entered into between the City and GeoTrans for these services was for three years, starting July 1, 2007, and GeoTrans has been satisfactorily performing these services at the landfill since July 1, 2007, and a continuation of these services is desired.
For many years, the city has worked to identify and contain a plume of 1,4 Dioxane contamination primarily in Southeast Area Park, northeast of the landfill. A slurry wall was constructed along approximately four-fifths of the boundary of the landfill to eliminate groundwater passing through the landfill and three purge wells were used to capture the offsite contamination.
The city recently had GeoTrans develop a hydrology model for the landfill and perform a capture zone analysis to demonstrate the efficacy of the capture. This analysis has shown that the existing system is more than adequate in capturing contaminated groundwater leaving the landfill. The city has recently reduced pumping at purge well 2 to focus on capturing vinyl chloride at purge well 3. Recent testing show increasing levels of capture of vinyl chloride from purge well 3 as predicted by the model. 1,4 dioxane levels are now below state criteria but still being captured at purge wells 1 and 3.
GeoTrans has successfully met the city's expectations and exceeded them in many cases by recommending efficiencies that have allowed for additional work to be performed within the existing budget. Current landfill O&M costs are approximately $50,000 less per year based on expected remediation requirements. However, several tasks need to be completed and will require additional funds. Tasks added by this amendment are as follows:
Leachate Outbreak - One area of the landfill has lost cap integrity and there are signs of a leachate outbreak. Several investigations have identified the nature of the outbreak and a repair is planned for this spring and summer that will require an MDNRE workplan, additional soil testing and sampling, site restoration, methane vent installation and MDNRE reporting. City staff will undertake some of the grading work to reduce costs. GeoTrans staff will oversee the repair and reporting along with performing the scientific tasks.
IUP Permit update and capture zone evaluation -The city is required to update the Industrial Use Permit for the landfill and for the five discharge locations associated with the landfill. A reduction in purging was undertaken in 2009 based on the capture zone analysis to see if the capture of vinyl chloride could be enhanced from purge well 3. This appears to be successful and the new purging rates need to be reflected in the updated IUP.
Other Maintenance Activities - Methane system repairs, piezometer replacement, and meter box security - Several unexpected repairs are required at the landfill. The methane collection system installed on the northern edge of the landfill has had episodic failures in the cold weather. This repair will winterize the system to a greater extent and repair the pressure gauge. Two piezometers on the south side of the landfill need to be replaced and the previous sites abandoned properly. Three meter boxes associated with the purge wells need to be made more secure with locking boxes to ensure no unacceptable access to these meters occurs.
Landfill Off-Site Remedial Action Plan development, Documentation and Landfill Closure - The city is completing the remedial action plan (RAP) for the landfill now that the capture zone analysis is complete and has demonstrated containment of the contamination. A RAP will be developed based on the known science at the landfill and will propose a sampling plan and contingencies if site conditions change. Part of the RAP includes financial assurance mechanisms and operation and maintenance documents. Part of this task is to assist the city with developing landfill inspection practices that will be performed by city staff using the Cityworks system to maintain weekly records of landfill inspections. Part of the Landfill closure documentation includes locating and cataloguing all historical well logs that predate the electronic system; and demonstrating the thickness of the landfill cap.
Bioremediation options - Recent sampling has shown a more effective capture of the vinyl chloride plume just north of the landfill. With a better understanding of the capture, the city is looking to evaluate option to remediate the vinyl chloride in the park both to reduce the concentration and to seek to reduce the purging when levels are significantly reduced. GeoTrans will examine bioremediation opportunities for vinyl chloride and provide recommendations to the city.
Greenhouse Gas Reporting. Years 4 and 5 include an additional task to assist with greenhouse gas reporting from the landfill. This is a new EPA requirement.
Continued professional environmental consulting services for monitoring and maintenance at the landfill are required. GeoTrans submitted a proposal in the amount of $220,629.00 to continue to provide the same services it is now providing for an additional two years.
Based on GeoTrans' familiarity with the landfill, its experience, GeoTrans' track record of meeting and exceeding the City's expectations and its proposed pricing, approval the amendment for both the additional services and the two year extension with contingency is recommended. Approval of a contingency amount of $12,330.00 to June 30, 2010 and an appropriation of funds from the solid waste enterprise fund balance to cover the contingency for this period also is requested.
GeoTrans, Inc., received Human Rights approval on June 5, 2009, and complies with the living wage ordinance.
Staff
Prepared by: Matthew Naud, Environmental Coordinator
Reviewed by: Sue F. McCormick, Public Services Area Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The City entered into a professional services agreement with GeoTrans, Inc., effective July 1, 2007, for three years in the amount of $101,392 per year to provide professional environmental consulting services at the Ann Arbor Landfill;
Whereas, A contingency amount of $45,627.00 for change orders was approved and has been used in its entirety for these services;
Whereas, The agreement with GeoTrans, Inc., was amended by Amendment No. 1 dated March 17, 2008, to add additional environmental services and to increase the amount of the agreement by $111,559 for those services, for a total contract amount of $461,362.00;
Whereas, Several additional tasks now are required at the landfill and an amendment to the existing contract is required to add those services and to increase the amount of the agreement by $135,625.00 to cover those services;
Whereas, GeoTrans submitted a proposal in the amount of $220,629 to provide ongoing professional environmental consulting services at the Ann Arbor Landfill for an additional two years starting July 1, 2010;
Whereas, Funds are available in the Solid Waste Enterprise Fund Balance to cover both the $123,295.00 for the additional services and the $12,330.00 for the contingency;
Whereas, Funds are expected to available in the FY 2011 and FY 2012 Solid Waste Operations and Maintenance budget to cover the $220,629.00 and the $22,100.00 contingency if approved by Council as part of the budgets for those two fiscal years; and
Whereas, GeoTrans, Inc. received Human Rights approval on June 5, 2009 and complies with the living wage ordinance;
RESOLVED, That the City Council approve Amendment No. 2 to the professional services agreement with GeoTrans, Inc., in the amount of $123,295.00 and approve a contingency amount of $12,330.00 to cover change orders approved by the City Administrator;
RESOLVED, That $135,625.00 be appropriated from the Solid Waste Enterprise Fund Balance to the FY 2010 Solid Waste Operating Fund budget to cover both the $123,295.00 for the added services and the $12,330.00 contingency amount, to be available without regard to fiscal year;
RESOLVED, That the City Council approves a two-year contract extension in the amount of $220,629.00 for continuation of professional environmental consulting services at the Ann Arbor Landfill and a contingency of $22,100.00 to cover change orders approved by the City Administrator in the total amount of $242,729.00 from the Solid Waste Operating Fund budget subject to the availability of funding in FY 2011 and FY 2012;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute Amendment No. 2 after approval as to form by the City Attorney, and approval as to substance by the City Administrator; and
RESOLVED, That the City Administrator is authorized to take the necessary administrative actions to implement this resolution.