SR-04-23-2013-3F - 505-001-07 / 500-006City Council Meeting: April 23, 2013
Agenda Item: 2;--
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Professional Services Agreement Modification for Environmental Services
for City Corporation Yard and Olympic Well Field
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a third modification to
Professional Services Agreement #8914 (CCS) in the amount of $1,370,805
(including a 10% contingency) with ICF Consulting Services, LLC, a California -
based company, to provide groundwater monitoring, well installation, technical
oversight, and support services for the Olympic Well Field. This will result in a
five year amended agreement with a new total amount not to exceed $3,775,098,
with future year funding contingent on Council budget approval.
2. Appropriate the budget increases as outlined in the Financial Impacts and
Budget Actions section of this report.
Executive Summary
The City has an existing agreement with ICF Consulting Services for environmental
assessment and groundwater monitoring services in the Olympic Groundwater Basin
which has proven beneficial in achieving the Gillette /Boeing settlement agreements.
Continuing work pursuant to regulatory requirements include the installation of
additional monitoring wells, ongoing groundwater monitoring, and continuing technical
support. Additional funding in the amount of $1,370,805 is necessary to complete
additional tasks for the period from May 14, 2013 to June 30, 2014.
Background
On April 8, 2008, Council approved ICF Consulting Services, LLC (ICF) to provide
environmental remediation services at the City Corporation Yard (CCY) for up to five
years. The resulting contract for environmental services (Professional Services
Agreement #8914 CCS) included quarterly groundwater monitoring, remediation system
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installation, and technical support related to potential contamination from the The
Gillette Company (Gillette) and its impact on the Olympic Well Field.
On May 12, 2009, a first modification Agreement #8914 (CCS) was executed to include
allowances for additional remediation services at CCY, technical support related to the
City's dispute with Gillette over contamination of the Olympic Well Field, and associated
interactions with the Regional Water Quality Control Board ( RWQCB). In 2009, it
became apparent that the former Papermate facility (owned by Gillette and, by
acquisition, Proctor & Gamble) was a significant source of the Perchloroethylene (PCE)
and Trichloroethylene (TCE) observed in groundwater. City staff requested additional
assistance from ICF to help develop a technical argument supporting the City's position
that releases from Gillette's operation had indeed contaminated groundwater in the
Olympic Well Field. The work involved the review of reports, work plans, modeling, and
correspondence prepared by Gillette.
On June 14 2011, a second modification Agreement #8914 (CCS) was executed to
extend the term of the contract for an additional two year period beginning May 13,
2011 through May 13, 2013, and provide additional funding for continued environmental
assessment and remediation services. During this period, ICF was instrumental in
providing technical support to the City in addressing contamination originating from the
Boeing property, formerly the Douglas Aircraft Facility in Santa Monica.
Discussion
Throughout 2011 and 2012, ICF continued to conduct activities associated with
managing the Olympic Well Field and adhering to certain RWQCB requirements,
including the abandonment of additional monitor wells, installation of replacement,
monitor wells, and quarterly groundwater monitoring. In June 2012, the City submitted,
and RWQCB approved, the Olympic Well Field Management Plan (Plan). The Plan
includes very specific actions the City intends to conduct to prudently manage the
Olympic Well Field so that City is able to deliver water of the highest quality to its
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residents. Specifically, the Plan provides details on the long -term groundwater
monitoring program, locations of additional wells to monitor water levels and measure
contaminant concentrations, and modeling efforts that are needed to understand
contaminant migration throughout the Olympic Well Field.
In this regard, several non - routine activities in the Plan have been identified that can be
completed by ICF due to the firm's unique knowledge of the Olympic Well Field, the
Gillette site, the Boeing site, RWQCB staff, and City administrative programs and
policies. These non - routine elements can be completed by June 30, 2014. Tasks, and
associated costs, to be performed by ICF under this amendment include:
• Installation of Groundwater Monitor Wells — Pursuant to the Boeing settlement,
and as specified in the Plan, ICF would install five additional deep groundwater
monitoring wells at RWQCB- approved locations at a cost of $550,000 including
contingency.
• Long -Term Groundwater Monitoring — ICF would continue long -term required
monitoring of old wells located on the former Gillette property, CCY and
Bergamot property, and wells installed in 2012. A few new wells would be added
to this network in 2013, after which time, the monitoring well network is expected
to be complete at a cost of $322,505 including contingency.
• City Corporation Yard Remediation System Abandonment — The City will receive
site closure status from RWQCB in 2013. Upon issuance of closure, RWQCB will
require that all remediation system components, monitor wells, sparge wells, and
ancillary equipment be abandoned. ICF would perform the abandonment of 28
sparge wells, 12 monitoring wells, horizontal conveyance piping, and other
related equipment in accordance with applicable standards at a cost of $388,300
including contingency.
• As- Needed Technical Support — ICF would assist the City is in responding to
technical inquiries from RWQCB, Gillette, Boeing, MTA, and others regarding
environmental matters. This is estimated at $110,000 including contingency.
Given the project- and site - specific knowledge and experience obtained by ICF during
the previous five years, coupled with their performance and sensitivity to City needs,
staff recommends retaining ICF for continued monitoring and support services through
June 30, 2014.
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Financial Impacts & Budget Actions
The agreement modification to be awarded to ICF is $1,370,805, for an amended
agreement total not to exceed $3,775,098. Award of the agreement modification
requires the following budget actions:
1. Release of $1,370,805 from Gilette settlement funds fro the Olympic Basin
Remediation at 1.380237.
2. Appropriation of $1,370.805 to account 25671.555060.
3. Appropriation of budgets for transfers from the General Fund (01695.570080) to
the Water Fund (25695.570080).
Prepared by: Gil Borboa, P.E., Water Resources Manager
Approved:
Martin Pastuch
Director of Public Works
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Forwarded to Council:
Rod Gould
City Manager
Reference Amended
Contract No. 8914 (CCS)