SR-08-12-1980-6WSanta Monica, California, August 4, 1980
r
AUG 22NO
To: Mayor and City Council
From: City Staff
Subject: RECOMMENDATION FOR ACCEPTANCE OF PROPOSAL AND CONTRACTING
WITH PACIFIC SOILS AND ENGINEERING COMPANY FOR INVESTIGATIVE
DRILLING
Introduction:
This report discusses the evaluation of proposals received to accomplish
investigative work related to the extent of possible contamination of local
potable water wells and recommends contracting with the subject firm.
Background:
At its April 14th,_1980_meeting, the City Council authorized the engagement of a
qualified Consultant firm to drill exploratory wells and perform investigatory
samplings to determine the extent of suspected chemical contamination of the
sub - strata in the area of Santa Monica Well #3 near Olympic Boulevard and
Centinela Avenue and Well #2 at the City Yards. Funds in the amount of $50,000
were authorized to be expended from the Water Reserves Fund.
Requests for proposals were extended to three qualified engineering consultant
firms and their responses are discussed below:
James M. Montgomery, Consulting Engineers, Inc. has proposed the drilling of
four boreholes (depths: 2 @ 40 feet, 2 @ 90 feet) and sampling and analysis of
one sample at the bottom of each. Also, they propose to isolate certain selected
aquifers (water bearing strata) within the four new wells now being drilled by the
no
"ill
To: Mayor and City Council 2 August 4, 1980
City to perform general mineral and Trichloroethylene (TCE) concentration
analysis. (Water produced from the first of the new wells, located at 26th
Street and La Mesa, has already been tested by the City and showed no trace
of TCE.) Additionally, they propose to collect and review existing pertinent
data., formulate conclusions and recommendations, and submit a final report.
Their lump sum for this work is $42,000, plus additional fees for any allied
or additional work or services based on their schedules of salaries and cost
plus.
Ecological Systems Corporation has proposed an initial exploration consisting of
drilling three 8" diameter test holes to a depth of 200 feet, and sampling at
10' intervals or as recommended by their on -site geologist. Following the above,
drilling of an additional three holes may be done depending on results and analysis of
the first holes. If no TCE is detected at this point, they recommend concluding
the study and the cost of this abbreviated program is estimated to be $23,940.
If the chemical is found in any of the holes drilled in the abbreviated
program, then follow -up drilling of six additional holes would be undertaken
(with similar sampling and analyses procedures at a total estimated cost of
$45,000 including submission of a final report.)
Pacific Soils Engineering, Inc. also submitted a "phased" proposal in which the
initial results of exploration determine the advisability and direction of
further drilling. Their first phase would consist of the drilling of five
holes (depths 1 @ 200 feet, 3 @ 100 feet, 1 @ 50 feet). The estimated cost
To: Mayor and City Council - 3 -
August 4, 1480
of this phase (or "abbreviated program, " if no contamination is found) is
$18,485. It should be emphasized that this firm has performed a considerable
amount of preliminary investigation germane to this proposal and that the
initial drilling of the five wells will be sited at locations between the two
existing wells (Santa Monica No.s 2 and 3) and in close proximity to several
previously existing deep waste disposal sites (closed sanitary landfills),
which their investigations have located. If further exploratory wells are
indicated, they propose to drill (and sample at 10 foot intervals), a total
of 20 boreho.les at,_aniestimated,upper'limit ' of.$66,330, including all analyses,
date compilation and submission of a final report which will include their
recommendations for mitigating any confirmation discovered.
In view of the unusual nature of the problem presented by the discovery of
traces of TCE in two of our wells occurring from unknown subsurface sources,
staff's consultations with and subsequent requests for proposals (copy
attached) to consultants were intended to encourage uniqueness in approach to
the problem by them. Consequently, staff comparison of the proposals was
no t made on an "item by item" basis, but rather on the overall basis of
obtaining the best results per dollar cost.. Evaluation was based on the fact that
all three firms are eminently qualified, and then on the major factors below:
1. Number of exploratory holes and total cost per each.
2. Number of samples taken and most importantly, the reliability of the
results of analyses of these samples..
To: Mayor and City Council - 4 -
Item 1
Firm
Number of holes and cost of each
in tabulated form based on proposed estimated costs:
J. M. Montgomery
Ecol. Systems
Pacific Soils
$ for initial No. of
phase holes
N/A N/A
$23,940 6
$18,485 5
August 4, 1980
$ cost $ subsequent No.of $ cost
per hole phases holes per hole Comment
N/A $42,000 4 $10,500 Add'l $/
Spec.
$3,990 $45,000 12 $ 3,750 Services
$3,697 $55,820* 20 $ 2,791
*Pacific Soils Engineering, Inc. included analysis of 40 samples for volatile
organics @ $10,480. These tests should be eliminated as they are redundancies
of our current existing sampling programs. $66,300 - 10,480 - $55,820 total estimate.
Item 2. The number of samples proposed to be analyzed in tabular forms:and
Reliability of results:
In order to evaluate the levels of TCE found during the proposed work the three
firms would do TCE analysis according to the procedures of proposed guidelines
submitted in the Federal Registrar by the EPA. Montgomery and ECS would do the
analysis "in house" while Pacific Soils would utilize the services of West Coast
Technical Services, Inc. (WCTS) which is the laboratory presently used by the City
for TCE testing.
reliability, etc.
No. per
Total with
Firm
initial phase
subsequent phases
Comments
J. M.
Montgomery N/A
4
An additional 6 or more from new
wells under construction.May be
Ecol.
Systems 120 Max
240
fewer as directed by geologist
Pac.
Soils 50
210
Reliability of results:
In order to evaluate the levels of TCE found during the proposed work the three
firms would do TCE analysis according to the procedures of proposed guidelines
submitted in the Federal Registrar by the EPA. Montgomery and ECS would do the
analysis "in house" while Pacific Soils would utilize the services of West Coast
Technical Services, Inc. (WCTS) which is the laboratory presently used by the City
for TCE testing.
To: Mayor and City Council
-5- August 4, 1980
To determine the analytical ability of the Laboratories proposed by each firm,
samples were collected from Santa Monica Well No. 3, and a portion of each sample
was sent to each of the involved laboratories. A portion of each sample was
also sent to California State Health Laboratory for control or comparison
purposes.
The results showed that only the results of the testing by West Coast Technical
Services were consistent with those of the State Health Laboratory, indicating
that the reliability of their results is superior to that of the other candidate
firms.
Staff is recommending engaging Pacific Soils Engineering, Inc. as the firm to
perform the exploratory work based on:
1. Lowest unit cost per exploratory hole drilled.
2. The superior reliability of the test results as demonstrated by their
laboratory, West Coast Technical Services.
Recommendations
Staff recommends the following:
1. The City Manager be authorized to contract for the proposed services with
Pacific Soils Engineering.
2. The City Attorney prepare a contract based on the proposed services and costs,
less the aforementioned 40 samples in the amount of $10,485, and that the contract
provide for conclusion of the contract after the first phase has been concluded,
if results are negative.
To: Mayor and City Council -6- August 4, 1980
3. Staff prepare a report at the conclusion of the first phase with recommendations
as to further explorations, before proceeding to subsequent phases.
4. The expenditure of no more than $18,485 during the first phase, nor more
than $55,845 for the entire project may be made without prior written
approval of the City Manager.
Prepared by: Stan Scholl
Ed Lash
Reference:
Contract No. 3546
(CCS)