Title
Request Approval to Amend a Contract with Strategic Environmental Analysis, Inc. (B)
This item involves the City of Gainesville piggy backing on a contract with Gainesville Regional Utilities (GRU) for technical support services in the review and potential negotiation of risk assessment issues being considered for the Cabot - Koppers Superfund site.
Explanation
At the May 1, 2008, joint City of Gainesville and Alachua County Board of County Commissioners meeting, the City Commission directed the City Manager or his designee to review and participate in the discussions of the closure of the Cabot - Koppers Superfund site. Since that meeting, city staff has been invited to participate in discussions and provide comments on assessment issues relating to the Superfund site. Staff has relied on Gainesville Regional Utilities (GRU) to provide technical support and comments on the site; however, the site review and assessments are now being focused on the entire site rather than specific issues relating to the well field. Currently, we don't have the in house expertise to provide the technical review and comments on the Cabot - Koppers Superfund site.
GRU has been using the services of Strategic Environmental Analysis, Inc. (SEA) to provide technical support in the review and potential negotiation of risk assessment issues relating to the closure of the site. Staff is recommending that we piggy back on GRU's contract with SEA to provide similar services to general government in the amount of $20,480. SEA can start immediately with no time delay since the firm is familiar with the issues. A new Request for Proposal and contract will take four to six months and therefore, the City would not be able to provide the technical comments and suggestions needed to meet the U.S. Environmental Protection Agency's deadline.
First, the cost for the consultant services is not budgeted for FY 2009 and the City Manager is recommending that the funds be budgeted from the City Commission Contingency Fund in order to secure services from SEA.
Secondly, staff is requesting the City Commission to authorize the City Manager or his designee to submit technical comments on risk issues relating to the Cabot Koppers site to the appropriate Federal, State or Local review agencies and provide copies of the review documents to the City Commission. Currently, the City Commission has authorized the City Manager and staff to participate in the discussions about the risk assessment; however, no authority has been granted to submit any technical review comments on any issue relating to the Cabot - Koppers Superfund site. Without pre-approval, all technical comments and submission documents would require staff to schedule the item on the City Commission agenda for their review and approval. This process would reduce the City Manager and staff's ability to provide comments and suggestions on the risk assessment in a timely manner with the appropriate Federal, State and Local review agencies.
Fiscal Note
Consultant Services for the Cabot - Koppers superfund site were not budgeted in the FY 2009 budget. The City Manager is recommending that the $20,480 be budgeted from City Commission Contingency funds.
Recommendation
The City Commission: 1) authorize the City Manager or his designee to negotiate and execute an amendment to the agreement with Strategic Environmental Analysis, Inc., in the amount of $20,480; subject to approval of the City Attorney as to form and legality; 2) authorize the City Manager or his designee the authority to submit technical comments and suggestions to the appropriate Federal, State or Local review agencies on risk assessments issues and related documents on the Cabot - Koppers site; and 3) authorize approval of funds in the amount of $20,480 from the City Commission Contingency fund for Strategic Environmental Analysis, Inc.