Item C16
~ II'
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
8/18/04
Division: Public Safety
Bulk Item: Yes X No
Department: Solid Waste Management
AGENDA ITEM WORDING: Approval of a Purchase/Service Order (PSO) with SCS Engineers to
enable the completion of the renewal permitting process for the Cudjoe Key Lined Landfill.
ITEM BACKGROUND: An application for a renewal operating permit was sent to the
Department of Environmental Protection. That agency requested the completion of the
several items outlined in the PSO before considering the renewal. SCS Engineers will carry
out the required testing and certifications.
PREVIOUS RELEVANT BOCC ACTION: Approval to advertise a Request for Qualifications
(RFQ) for General Consulting Engineer Services on 4/21/04. Approval to negotiate a
contract was given on 7/23/04. Approval, at today's meeting, of the contract with SCS
Engineers.
CONTRACT / AGREEMENT CHANGES: N/ A
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $27.600,00 approximately
COST TO COUNTY: $27. 600.00 approximate1v
BUDGETED: Yes ~ No
SOURCE OF FUNDS: Solid Waste
assessments and tipping fees
REVENUE PRODUCING: Yes
No X
AMOUNT PER MONTH_ Year
APPROVED BY:
County Atty NIA lOMB/Purchasing NIA /Risk Management _N/A_
ITEM PREPARED BY:
t2L~ a 8// ~'/
Carol A. Cobb, Sr. Administrator Solid Waste Management
~~ ~~"
James R. "Reggie" Par s
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION: Included X
To Follow
Not Required
DISPOSITION:
AGENDA ITEM #
e'l to
Revised 1/03
Environmental Consultants
3012 U.S. Highway 301 North
Suite 700
Tampa, Fl 33619.2242
813 621.0080
FAX 813 623.6757
SCS ENGINEERS
July 29, 2004
File No. 9125203
AUG
2 2004
Carol A. Cobb
Senior Administrator
Solid Waste Management Department
Monroe County, Florida
1100 Simonton Street, Room 2-284
Key West, Florida 33040
Re: Proposal to Collect FDEP Requested Information
Cudjoe Key Landfill- FDEP Application No. 0067347-003-S0
Monroe County, Florida
Dear Ms. Cobb:
SCS Engineers (SCS) is pleased to submit the following proposal to the Monroe County Solid
Waste Department (County) for providing professional engineering services to assist the
County with responding to a November 21, 2002 Request for Additional Information (RA!)
from the Florida Department of Environmental Protection (FDEP). The RAI was forwarded to
the County as part of the currentongoing operations permit renewal effort for the Cudjoe Key
Landfill located in Monroe County, Florida.
After reviewing the RAI letter and following a January 27,2004 meeting between SCS, the
. . .
County and FDEP, SCS has prepared the following outline of tasks and services required to
assist in preparation of a response letter to the FDEP.
Task 1 - Collection of FDEP Requested Information
RAI Item No.1 - FDEP requested that the Cudjoe Key Lined cell be cleared of vegetative
growth, standing water removed from the cell, and graded to ensure the 2-foot protective cover
soil is in-place.
To address the RAI comment, we understand that the County will comply with the request and
remove the vegetation and pump out the standing water from the cell. SCS has assumed the
County will provide all labor and equipment necessary to complete FDEP's request. SCS will
make a site visit to observe the condition of the cell and to document for FDEP that the County
has complied with FDEP's request.
RAI Item No.2 - FDEP requested the County demonstrate that the lined cell meets the
requirements that were effective (per Rule 17-7.050, F.A.C., dated 1985) for lined areas,
SCS has received preliminary information from the County from the original construction
certification documents for the cell. Based on the documents it appears that the cell was
constructed to meet the Rules that were effective at the time of the cell construction. To
address the RAI comment, SCS will coordinate with the County to review the construction
Offices Nationwide
.,
Ms. Carol Cobb, Senior Administrator
July 29,2004
Page 2
certification report, prepared by others, for the lined area of the Cudjoe Key Landfill. SCS will
travel to the County's office to retrieve the information and assemble the information in the
response package to be submitted to FDEP. We understand that the County will prepare a
letter outlining the operational history of the lined cell area that indicates no construction
activities or excavations have occurred since the cell was constructed or a detailed description
of any such activities.
In addition, SCS will perform two soil permeability tests per cell (eight tests total) on the
soil/ash drainage layer to determine if vegetation sedimentation from runoff from the adjacent
closed cell has affected the soil's permeability.
RAI Item No.3 - FDEP requested the County submit a letter from the original liner
manufacturer stating that the liner is still under warranty.
SCS has limited our time on this issue because as was discussed in our January 24,2004
meeting with FDEP, whether or not the geomembrane has a warranty should not be an issue,
since at the time of construction the geomembrane had a warranty.
RAI Item No.4 - FDEP requested the County submit a damage report for all exposed liner
materials. All repairs are to be conducted in accordance with the Quality Assurance/Quality
Control (QAlQC) Plan previously submitted for the cell construction.
During a site visit previously conducted by SCS on August 15, 2003, no obvious geomembrane
was exposed. SCS had discussions with Mr. Jack Julian with the County and he indicated no
geomembrane was exposed. It is SCS' s understanding that no geomembrane is or has been
exposed or damaged since construction. If repairs have been made, then repair documentation
should have been forwarded to the County. SCS is requesting that the County include in its
letter about the history of the cell a statement that no geomembrane has been exposed or
repaired since construction of the cell. The letter should be sufficient to demonstrate to FDEP
that the cell has not changed since construction. Should documentation on previous repairs not
be available or should repairs be req uired, SCS will prepare a separate proposal to oversee
repaIrs.
RAI Item No.5 - FDEP requested the leachate collection be video inspected or pressure tested.
SCS reviewed the leachate collection pipelines during the previous site visit and determined
access could possibly be made by placing a video camera in the lift stations or cleanouts and
then pushed into the leachate pipeline.
SCS has coordinated with a firm that specializes in video taping pipelines. The selected
subcontractor will jetclean the 6-inch leachate collection lines prior to video taping the
pipelines. The 6-inch collection pipes and access through the lift stations does not allow
mechanical video equipment to be used. Therefore, the video equipment will be pushed into
the pipelines. Any damaged or debris within the pipeline may not allow the pipeline to be
Ms. Carol Cobb, Senior Administrator
July 29,2004
Page 3
video taped along its entire length. SCS will provide an on-site inspector to observe the video
taping and jetcleaning services. This task is expected to take approximately one working day to
complete based on the assumption that excessive debris or damaged pipelines are not
encountered that may require additional time to remove.
SCS has not included the costs associated with a vacuum truck or any other removal equipment
or activities associated with excess sedimentation that may accumulate in the lift stations due to
the jetcleaning services. The County will provide all of the equipment and personnel necessary
to remove the accumulated material.
In order to perform the jetcleaning services, SCS is requesting the County perform the
following services prior to SCS's and the jetclean subcontractor's arrival onsite. Per the
conversation between SCS and Mr. Julian on March 2,2004, at least 5,000 gallons of water
must be readily available onsite at the arrival time of SCS and the jetclean subcontractor. This
water must be located in an area, preferably in the leachate storage tank(s), where the jetclean
truck can transfer the water into a 600-gallon watertank for use injetcleaning the leachate
pipelines. In addition, the County will provide all of the equipment (pumps, hoses, etc.) to
transfer the water into the jetc1ean watertank. The pump hose can be placed through the top of
the jetclean watertank and the watertank can be filled by connecting a hose to the 2-inch
camlock on the truck. SCS can provide additional information regarding the jetclean watertank
if requested by the County.
Upon completion of the video-taped inspection, the subcontractor will prepare an inspection
report and supply a VHS tape of the inspection.
RAI Item No.6 - FDEP requested a test be performed on the lined area to determine leakage
rates.
This testing is not typically required for lined cells that have been previously certified. Based
on our January 27,2004 meeting with FDEP, the principal concern is with the condition of the
sand drainage layer, not the liner, so.the penneability testing outlined in the responses to RAI
Item No.2 should be sufficient.
RAI Item No.7 - FDEP requested the County provide inspection reports for the lined area,
pumps, scales, and tanks.
During a site visit previously conducted by SCS on August 15,2003, SCS observed that the
pumps in the two on-site pump stations were active and pumping stormwater from the lined
cell. No panel controls were tested at the time of the site visit. SCS observed the leachate
storage tank area and piping, however the control panel was locked at the time of the
inspection. In discussions with Mr. Julian, it has been a long time since the leachate forcemain,
leading from the cell to the tanks, has been operated.
Ms. Carol Cobb, Senior Administrator
July 29,2004
Page 4
Per Rule 62-701.400(6), F AC, all above ground leachate surface tanks and equipment shall be
inspected to ensure proper operations. Therefore, to supply FDEP with the requested RAI item,
SCS will do the following:
· For SCS to perform the required field services expeditiously thereby generating a cost
savings to the County, SCS is requesting the County fill both of the lift stations with water
prior to SCS's arrival onsite. Upon arrival ofSCS, the County will operate both of the lift
stations pumps (two pumps per lift station) in order to activate the lead pump on, lag pump
on, high level alarm, and all pumps off, float switches. The County will provide sufficient
supply of water onsite and the equipment necessary to pump enough water from the lift
stations, through the leachate forcemain and into the leachate storage tank from the farthest
lift station for at least two full cycles ofthe lift station. During the cycling of the pumps,
SCS will traverse the leachate forcemain looking for potential leaks.
· The County will activate the control panel during cycling of the pumps to check for proper
operation of the systems components (valves, pumps, alarms etc.).
· In addition, the County must demonstrate to SCS that the high water level alarm on the
leachate storage tank is functional and operating properly, either by manually controlling
the high water level alarm on the control panel, or if necessary, cycling enough water into
the tank to automatically activate the alarm.
· The County must demonstrate that the valves, piping, pumps, etc. that are associated with
either draining and or pumping of the leachate storage tank into transfer vehicles are in
proper working order.
· The County must also demonstrate that the secondary containment unit around the leachate
storage tank is in proper working condition. SCS will perform a visual inspection of the
containment area. If cracking is observed, the containment area may need to be filled with
water supplied by the County. The containment area will be observed to determine if the
water level is lowering.
SCS has assumed that County personnel are familiar with the panels, values, alarms, and all
operations ofthe system. SCS has included no time to read operations manuals or in-field
assistance with inoperable systems. SCS will provide up to two days of on-site inspection
services to observe the operating condition of the pumps, control panel, lines and tanks.
The scales are assumed to be calibrated on a regular basis, and the calibration report from the
inspector of the scales will be sufficient. The calibration reports should be sufficient to
demonstrate to FDEP that the scales are operating properly.
Ms. Carol Cobb, Senior Administrator
July 29,2004
Page 5
Task 2 - Prepare Response Submittal to FDEP
SCS will coordinate with the various subcontractors identified to obtain final reports or testing
results. SCS will review the reports submitted by the subcontractors for completeness with the
scope of services that will be prepared by SCS. SCS will prepare a &aft letter response to
FDEP, including the subcontractor reports, for review by the County. A final version will be
prepared in response to any County comments, for submittal to FDEP. Requests for additional
information made by the FDEP beyond the submittal outlined above is not included in this
proposal.
Task 3 - Miscellaneous Encinecrin1! Services
SCS can provide additional engineering services for items not specifically outlined in this
proposal, if requested on a time and materials basis.
BUDGET
SCS will complete the scope of services described above for a lump sum fee of$27,600, in
accordance with the terms of our master agreement with the County. This fee includes the
subcontractors' costs for the permeability tests of the sand drainage layer and the video
inspection of the leachate collection system.
SCHEDULE
On approval ofthis proposal by the County, SCS will coordinate with the County and the
various subcontractors involved to establish a preliminary schedule for completing the
requested information from FDEP as stated in Task 1 and Task 2. SCS anticipates the above
scope can be scheduled and completed within approximately 30 days after notice to proceed
has been received by SCS. If this proposal is acceptable, please have the attached
Purchase/Service Order Number 1 executed and returned to SCS.
Sincerely,
Jos ph H. O'Neill, P.E.
P oject Manager
CS ENGINEERS
RZI.~-:::'E.. DEE
Vice President
SCS ENGINEERS
cc: Reggie Paros
Attachment
PURCHASE/SERVICE ORDER PURSUANT TO AGREEMENT BETWEEN
MONROE COUNTY AND SCS ENGINEERS FOR
GENERAL SOLID WASTE CONSULTING ENGINEER SERVICES
PURCHASE/SERVICE ORDER NUMBER 1
1. PROJECT NAME: Responses to FDEP for Cudjoe Key Landfill Operations Permit Renewal
2. SCOPE OF SERVICES TO BE PERFORMED: See attached SCS proposal dated July 29,
2004
3. DAYS TO COMPLETE: 30
4. LUMP SUM FEE THIS PURCHASE/SERVICE ORDER $27.600
4. AGREEMENT BY THE PARTIES: The parties have caused this Purchase/Service Order to
be executed by their duly authorized representatives.
SCS ENGINEERS:
By: ~(j~
v.'
Print Name: Raymond J. Dever, P.E.
Title:
Date:
Vice President
Recommended By:
Print Name:
"Re2~ie" Paras
7/~"/~4If
I I
Title:
Date:
Approved By:
Print Name:
Division Director
AU&\lst 5. 2004
Title:
Date:
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