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Purchase Order ClerkofBe Cirmit COUrt Danny L.Kolhage Office(306)292-3560 Fax(306)2959663 Memorandum To: Carol A.Cobb, Senior Administrator Solid Waste Management A From: Isabel C.DeSantis, Deputy Clerk ;if) Date: Monday, September 27, 2004 At the Regular BOCC meeting of August 18,2009 the Board approved the following: Purchase/Service Order No. 1 pursuant to Agreement between Monroe County and SCS Engineers for General Solid Waste Consulting Engineer Services to enable the completion of the renewal permitting process for the Cudjoe Key Lined Landfill. Agreement between Monroe County and SCS Engineers for General Solid Waste Consulting Engineer Services. Enclosed please find fully executed duplicate originals of each for your handling. Should you have any questions concerning the above, please do not hesitate to contact this office. Copies: Finance County Attorney File / 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: ~i.~ Print Name: Raymond J. Dever, P .E. Title: Vice President Date: _~<?%SoC~fJ'i:'>~', 7/~'/:>tif /l:~:,~r\{;~;:~<~~:~J:\' , //p,..,/J c"---: \\ v .L"' {'O \. \\ 01.. t' ,'- \\ 0' . fL: i ~ '~\. \!~" ; au,:> 't... \ ,\:;-;." ., ~'" f~'...:; ,,'..... . ..- ~:",,~~~~; I ATTE : ANNY L. KOLHAGE, aERK B~Q \\J~ DEPUTY CLERK Recommended By: Print Name: ~ "Reggie" Paros Title: Date: Approved By: Print Name: Division Director Title: Date: ~~)o~ ~0..{fo..'j E:. ~ \ SOV\.. fY'o.j of /~, t "N'O.-V\. ATTGlTST 18 ~ 2004 Environmental Consultants 3012 US. Highway 301 North Suite 700 Tampa, FL 33619- 2242 813621-0080 FAX 813 623-6757 SCS ENGINEERS July 29, 2004 File No. 9125203 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 (RAI) from the Florida Department of Environmental Protection (FDEP). The RAI was forwarded to the County as part of the current ongoing 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 ofthe cell construction. To address the RAI comment, SCS will coordinate with the County to review the construction Offices Nationwide o 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 ifvegetation 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 required, SCS will prepare a separate proposal to oversee repmrs. 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 c1eanouts 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 in jetcleaning the leachate pipelines. In addition, the County will provide all of the equipment (pumps, hoses, etc.) to transfer the water into the jetclean 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 jetc1ean 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, nat 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 ofthe 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 62-70 1.400(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 of SCS, 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 of the 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 ofthe 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 of the 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 draft 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 Enlrinecrinl!: 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 of this 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, R:!::/'::.e.;:;E., DEE Vice President SCS ENGINEERS cc: Reggie Paros Attachment :OO~~Or:~O~OOOOO~ <<I oo~, N~~ ~ 0.. 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