9.d) Amend Consulting Agreement with AECOM Technical Services, Inc. for Preparation of the Zavoral Mining and Reclamation Project Meeting Date: 11/16/2010
Agenda Item: �, �( 1
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City Council Agenda Report
City of Scandia
14727 209�' St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Approve an amendment to the consulting agreement with AECOM Technical
Services, Inc. (AECOM) for preparation of the Zavoral Mining and
Reclamation Project EIS (Environmental Impact Statement.)
Deadline/Timeline: N/A
Background: • In March of 2010, the Council approved the current agreement with
AECOM, with total cost and fees of$318,394. This was the second
agreement with AECOM; the original contract was closed out after the
proposer made significant changes to the project.
• Since March, some progress has been made on the EIS,but significant
delays have occurred due to the proposer's (Tiller Corporation) failure to
provide information critical to the EIS (including revised reclamation and
operations plans.)
• AECOM's task-by-task description of the proposed contract modification is
attached. The cost increase would be $59,331,bringing the total contract to
$377,725.
• In summary, the additional costs are related to:
➢ Extended project life
➢ Project inefficiencies and extra meetings due to multiple starts and stops
➢ Additional wetland support to address and attend Technical Evaluation
Panel review of delineation of seep wetland conducted by Tiller's
consultant
➢ Extensive coordination and modification of the pump test conducted to
assess potential impacts of Tiller's proposed water use.
• The payment and reimbursement agreement between the City of Scandia
and Tiller Corporation requires Tiller to pay the full cost of preparation of
the EIS. Tiller has been provided with a copy of the proposed contract
modification.
Recommendation: I recommend that the Council approve the amendment. The modifications to
the work plan and tasks are reasonable and justified.
Attachments/ • Proposed Amendment No. 1
Materials provided:
Contact(s): Leslie Knapp, PG
Senior Associate AECOM (763 551-2441)
Prepared by: Anne Hurlburt, Administrator
(AECOM Contract Change Order)
Page 1 of 1
11/10/10
d..,�O� AECOM 763.852.4200 tel
�� 161 Cheshire Lane North,Suite 500 763.473.0400 fax
Minneapolis,MN
www.aecom.com
November 10, 2010
Anne Hurlburt
Administrator
City of Scandia
14727 209th Street North
Scandia, Minnesota 55073
Re: Project Name: Zavoral Mine and Reclamation Project Environmental Impact
Statement
AECOM Project No.: 910095.02
Amendment No.: 1
Dear Ms. Hurlburt,
This modification letter amends and modifies the Agreement entered into between the City of
Scandia and AECOM Technical Services, Inc. ("AECOM"),formerly EDAW, Inc.,with an effective
date of March 2010.
It is understood and agreed that performance of the Basic Services identified under Appendix A
to the Agreement will require an additional fee to be charged to the Client. Therefore, the
contract budget as described in Appendix 8 is hereby increased by the amount of fifty nine
thousand three hundred and thirty one dollars($59,331) so that the new not-to-exceed amount
shall be three hundred and seventy seven thousand seven hundred and twenty five dollars
($377,725J. By execution hereof, AECOM agrees that the basic services can be(barring
unforeseen events or occurrences)performed for this amount.
The foregoing is the sole modification or amendment to the Agreement, and no other express or
implied modification or amendment is intended or shall be construed herefrom. All other
provisions, prior amendments [if any]and obligations of the Agreement shall continue in full force
and effect.
AGREEMENT AND ACCEPTANCE:
Signed, this Day of , 20_
AECOM Technical Services, Inc. Client:
By: By:
Print: Print:
Title: Vice President Title:
ZAVORAL MINING AND RECLAMATION PLAN EIS
CONTRACT MODIFICATION
November 10,2010
The following describes and quantifies the requested contract modification. In summary,the request is
related to:
• Extended project life
• Project inefficiencies and related meetings due to multiple starts and stops
• Additional wetland support to address and attend Technical Evaluation Panel review of
delineation of seep wetland conducted by Tiller's consultant
• Extensive coordination and modification of the pump test conducted to assess potential impacts
of Tiller's proposed water use.
The request is broken down by task and then totaled.
1. Task 1 Project Management
Due to Extended Contract Life
Anticipate approximately 6 months in additional time for project management originally based on
approximately 10-12 months and related contract modifications. Also reflects inefficiencies due to
multiple starts and stops on project work.
Estimated at Completion: $ 26,700
Budget: 20 700
Task Modi�cation Increase: $6,000
2. Task 2lnternal and External Communications
Due to Multiple Project Starts and Stops
Ongoing generation of data needs lists and holding multiple meetings to obtain data.Also reflects
inefficiencies due to multiple starts and stops on project work.
Estimate at Completion: $66,142
Budget: 58 142
Task Modification Increase: $8,000
3. Task 7.5 Cover Types
Additional Wetland Support
Site visits with agencies regarding seep wetland. Attending site review with the Technical Evaluation
Panel (TEP) reviewing seep wetland mapping conducted by Tiller's consultant and related early agency
coordination not in contract scope.
Estimated at Completion: $5,500
Budget: 2 720
Task Modification Increase: $2,780
Task 7.8 Water Use
Pump Test Scope Coordination and Modi�cations
• Contract Scope
The contracted scope of work was developed to address Tiller's revised water use plan. Tiller's revised
water use projection was to pump at a rate of less than 10,000 gallons per day(gpd) at a rate of up to
1,200 gallons per minute (gpm) for a few minutes a couple of times a day,or at a lesser rate for up to
eight minutes a day during periods of operation.
As a result, AECOM planned to conduct two, 10-min pump tests with the second test following first after
two-hour recovery. AECOM included monitoring water levels during the pump test at the following
sites:
• Zavoral Cabin Well-about 1,300 ft east of Zavoral Site Well;
� Trail's End Bar&Grill 1-about 1,700 ft west of Zavoral Site Well;
• Zavoral Creek at culvert.
Upon project initiation,AECOM and the City coordinated with several interested parties. The time spent
in conducting this coordination and site visits and evaluations to refine the pump test was significant. In
addition, the pump test timeframe was extended by several orders of magnitude,with the pre-through
post pump test monitoring period from a little over a day to more than a week. This is reflected in
increased labor, monitoring equipment,and driller costs.
• Additional Coordination
Although no DNR permit would be required for the level of water use proposed by Tiller,AECOM (as
agreed upon with City staffl coordinated with the DNR regarding the pump test to facilitate the agency's
ongoing involvement with the EIS process. The DNR agreed that the proposed pump test technically
represented planned water use scenarios, but suggested considering a longer test to help address public
perceptions related to water use. AECOM, in agreement with the City and Tiller,accordingly extended
the pump test time frame.
The DNR also suggested that the pumps be pulled from welis that were planned as monitoring points
and that tests be conducted on the wells to ensure that they were in good hydrologic connection with
the aquifers and not plugged. These tests were conducted and resulted in additional time and drilling
subcontractor costs due to multiple mobilizations to pull and restore pumps in wells.
• Citizen and PAC input
AECOM and City staff also held discussions with local citizens and received input from the PAC
developed for the project. As a result the pump test timeframe was extended (ran for 4 hours,which
was determined to be sufficient for analyzing potential impacts). This included pre-and post-
monitoring of all monitoring sites that amounted to several days of additional work. AECOM also met
with local citizens, reviewed their suggested monitoring sites,evaluated them for applicability, and
gained access to the sites that were determined to be suitable monitoring sites.
The purpose of this monitoring was to verify if pumping had any detectable effect on water levels in the
nearby creeks,wells,and other monitored surface water features. The following additional sites were
monitored:
• Zavoral Creek close to the Crystal Springs, about 1,100 feet northwest of the Zavoral
Creek's culvert.
• Unnamed creek—next creek south of Zavoral Creek,about 500 feet south of the
Zavoral Creek's culvert.
• Unnamed creek at the north end of culvert below Quint Avenue North, west of
railroad tracks, short distance down-gradient from spring box,about 2,800 feet
south of the Zavoral Creek's culvert.
• Water discharge point.
• Water discharge basin.
After measuring the depth of and testing the Trails End Well,AECOM determined that it may not
intercept the targeted aquifer. As a result,AECOM, in agreement with City staff and Tiller,added the
Magnuson well that intercepted the targeted aquifer to the monitoring network,and obtained an access
agreement.
AECOM also worked with the Watershed District and they installed monitoring equipment at this
location that was used during the pump test and can be left in place as a long term monitoring point.
The level of effort for this task was in a state of continuous modification to provide a product that was
most acceptable to all involved parties.The scope was expanded, resulting in the following:
Actual Cost to date: $53,718
Estimated at Completion: 60 000
Budget: $17,449
Task Modification Increase: $42,551
Total Requested Contract Modification Increase: $59,331