Okaloosa County BOCC — February 17, 2015 — SCS Engineers T44/TO45 Budget Transfer — agenda request — reading text

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 17, 2015 TO: Honorable Chairman and Members of the Board FROM: Jason Autrey SUBJECT: SCS Engineers T44/TO45 Budget Transfer DEPARTMENT: Public Works BCC DISTRICT: STATEMENT OF ISSUE: Transfer funds from one estimated sub-task category to another on Task Order 44 - Baker Landfill Remedial Action Plan Modification. And, all remaining sub-task balances, including Labor and Reimbursables, be transferred to Task 05 - Data Assimilation and Reporting Labor category for Task Order 45 - Niceville Landfill VZA Operation and Reporting. Task Orders 44 and 45 are Task Orders associated with Contract C06-1353-PW between the County and SCS Engineers that expires February 28, 2015. BACKGROUND: These task orders were prepared by SCS Engineers and included a fee schedule. SCS is one of several engineering firms contracted by the County under an Engineering Master Service Agreement. The fee schedule was broken down into sub-tasks and estimated costs proposed for each sub-task. Sub-tasks are further broken down to Vendor Labor Costs and Reimbursable Costs. This was a common method of preparing and proposing Task Order costs for Contract C06-1353-PW. It is important to reiterate that the sub-task costs were estimated costs and they were based on project conditions at the time the proposal was prepared. The County Finance Department used the estimated costs to track expenditures on the project. Invoices prepared by SCS Engineers reported project costs at the sub-task level. Once the work began, variables at the time of proposal preparation became known quantities. For example, a sub-task may be the acquisition of samples collected from a monitoring well. The work to be performed after the analysis of the sample depends on the results of the sample and how it compares to regulatory standards. In most situations, proposals submitted by the vendor were based on defining variable for a worst-case scenario to meet Task Order objectives. If the worst case scenario did not materialize as variable became known, the Task Order would most likely conclude under-budget and still meet Task Order objectives. This was the case for Task Order 44 and 45. Task Order 44 contained eight sub-tasks. The objective of Task Order 44 was to implement the FDEP-approved Remedial Action Plan Modification. The estimated cost of Sub-Task 8 - System Startup and Shakedown included $4,800 to collect and report water level data under pumping conditions through four separate sampling events. However due to unforeseen conditions, recovery well RW-10 could not achieve expected production and water level events became un- necessary. In order to meet Task Order objectives, additional SCS labor was required to produce the documentation necessary to explain to the FDEP the affect of the lack of production from RW-10 on RAP Modification objectives. Therefore, staff is requesting the $4,800 estimated for water level acquisition to be transferred to SCS labor under sub-task 8. Task Order 45 contained five sub-tasks. The objective of Task Order 45 was Vadose Zone Aeration (VZA), Operation and Reporting at Niceville Landfill (NLF). The VZA system was a pilot project to determine the effectiveness of the VZA technology. The original scope included the operation and monitoring of the system for one year. The cost also included the preparation of a research paper to document system performance as well as impact on the subsurface matrix (saturated and unsaturated). While the system was being designed, the County initiated an effort to reduce the requirement for active remediation at NLF. A very similar pilot study had been initiated at a landfill in Escambia County. During the study year after the VZA was installed, two significant events occurred; the pilot study at the landfill in Escambia County proved ineffective and the County secured new land lease from Eglin. With the new land lease from Eglin, the County was able to negotiate passive remediation at Niceville Landfill. With the ineffective VZA study in Escambia County, the FDEP acknowledged that the VZA would be ineffective at NLF. However, the FDEP requested that the VZA Pilot Test at NLF continue as planned and all supporting documentation to be completed. The University of Florida Hinkley Center, who worked closely with SCS and the County on the design and monitoring plan for the VZA at the request of the FDEP, initially agreed to complete the research and report the findings. After the failure of the Escambia County VZA project, the Hinkley Center no longer had interest in the NLF project. However, despite repeated requests to the FDEP to discontinue the VZA project, the FDEP insisted that the County complete the effort. Staff decided to allow SCS to complete the VZA field effort and required research report. Based on the project adjustments described, staff recommends all remaining sub-task balances, including Labor and Reimbursables, be transferred to Task 05 - Data Assimilation and Reporting Labor category.. Once the budget transfers are made and outstanding and final invoices are paid, it is expected that Task Order 44 will be underbudget by approximately $5,900 and Task Order 45 will be on- budget. These transactions will be the final transactions for contract C06-1353-PW and it can be closed. OPTIONS: Approve/Disapprove RECOMMENDATIONS: Task Order 44 - Baker Landfill Remedial Action Plan Modification - $4,800 estimated reimbursable cost for water level acquisition by RDH to be transferred to SCS labor under sub- task 8. Task Order 45 - Niceville Landfill VZA Operation and Reporting - All remaining sub-task balances, including Labor and Reimbursables, be transferred to Task 05 - Data Assimilation and Reporting Labor category. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator