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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 09/18/2007 - RESOLUTION 2007-084 AUTHORIZING AN EXEMPTION TO TH ITEM NUMBER: 14 AGENDA ITEM SUMMARY DATE: September 18, 2007 FORT COLLINS CITY COUNCIL STAFF: Jim O'Neill Kevin Gertig SUBJECT Resolution 2007-084 Authorizing an Exemption to the Use of a Competitive Process for the City to Enter into a Contract with MH3 Corporation to Conduct a Study of Water Quality Parameters for the City's Source Waters. RECOMMENDATION Staff recommends adoption of the Resolution. FINANCIAL IMPACT The cost associated with the study totals$129,800,with$50,000 budgeted in the 2007 Water Fund budget and $80,000 included in the 2008 budget contingent upon approval of the 2008-2009 recommended Water Fund budget. There are other potential collaborators (including the Tri-Districts, City of Greeley, and Northern Colorado Water Conservancy District) that are expected to contribute some (currently unknown) amount to this project. EXECUTIVE SUMMARY Dissolved organic matter (DOM) is one of the most important water quality parameters for the source waters of the City of Fort Collins Water Treatment Facility (FCWTF). DOM that is not removed during treatment can react with the chlorine that is added to the finished water for disinfection,forming disinfection byproducts such as trihalomethanes that are regulated parameters and suspected carcinogens. A comprehensive DOM characterization study of the City's source waters will establish a baseline database of information that can be used into the future to help optimize water treatment and to consider the impacts of changing water sources and blends. MH3 Corporation has a cost-effective solution along with the laboratory resources, experience and technical expertise to conduct a DOM characterization study. City staffhave determined that the use of MH3 Corporation to complete the study as an exception to the competitive purchasing process is an efficient and cost-effective means to accomplish the study, and to be in the best interest of the City. September 18, 2007 -2- Item No. 14 BACKGROUND Dissolved organic matter (DOM, represented in the laboratory by measurements of total organic carbon,TOC)is one of the most important water quality parameters for the source waters of the City of Fort Collins Water Treatment Facility (FCWTF), the Tri-Districts Soldier Canyon Filter Plant (SCFP), and the City of Greeley Bellvue Water Treatment Plant (GBel1WTP). Each spring, snowmelt runoff water percolates through the forest floor of the upper Cache la Poudre River (Poudre River) watershed resulting in high TOC, low alkalinity water that is very challenging to treat. During the 2005 snowmelt runoff period, the raw Poudre River TOC ranged up to 13 mg/L, with the TOC at or above 5 mg/L for 48 days. TOC that is not removed during treatment can react with the chlorine that is added to the finished water for disinfection,forming disinfection byproducts (DPBs)such as trihalomethanes that are regulated parameters and suspected carcinogens.Horsetooth Reservoir, the other source of water for the three treatment plants, has TOC concentrations that average about 3 mg/L throughout the year and do not experience wide seasonal fluctuations. However, the analysis of 10 years of raw Horsetooth Reservoir TOC data collected at the FCWTF showed that there has been a statistically significant increase in TOC. hi addition, work conducted recently for a proposed reservoir has shown that there is a limited understanding of the nature, sources,and transformations of DOM in Horsetooth Reservoir and the implications for treatment and DBP formation potential. The City of Fort Collins has had a long interest in characterizing the nature of the DOM present in its source waters. Prior to the use of advanced instrumentation, the FCWTF used color as an indicator of DOM for raw and finished water. Routine analysis of water samples for TOC has been conducted by the City of Fort Collins since the early 1990's. A study to characterize the nature of the TOC in raw Horsetooth Reservoir and Poudre River waters was first conducted by the City in 1994 in order to obtain information to plan for the then upcoming Disinfectants-Disinfection Byproducts Rule. Detailed DOM characterization work was conducted in 2004 on raw Poudre River water samples collected at the FCWTF during the 2004 snowmelt runoff as part of an American Water Works Association Research Foundation(AWWARF)project with Cranfield University. A more comprehensive DOM characterization study of both source waters is now desired in order to establish a baseline database of information that can be used into the future to help optimize water treatment and to consider the impacts of changing water sources and blends. In addition, as the watershed protection program for the FCWTF, SCFP,and GBellWTP moves into the future,it will be useful to have a better understanding of the DOM sources, including contributions from algal production in reservoirs and from wastewater treatment plants and septic systems along the Big Thompson River. The characterization of DOM is highly specialized work and very few individuals have the laboratory resources, prior experience, and technical expertise to conduct a meaningful, comprehensive,high quality study on this topic. The selected consultant must have the background to not only conduct the characterization work,but to also understand the implications of the results for water treatment and disinfection byproduct formation potential. Professors that conduct research on drinking water issues in the Environmental Engineering Programs at Colorado State University and the University of Colorado Boulder have knowledge and expertise on this subject,but they are not currently set up in their laboratories to do this specialized work(they are doing active research September 18, 2007 -3- Item No. 14 in other areas). Researchers at a limited number of universities (including the University of Massachusetts, University of North Carolina, University of California at Los Angeles, University of Colorado INSTAAR, and Cranfield University in England) are currently set up to conduct this type of work. A researcher with the U.S. Geological Survey also has expertise in this area. The suite of analyses used to characterize DOM generally includes elemental analysis, size characterization, spectral absorbance, and polarity. The commonly used method for polarity involves the use of XAD resins to fractionate the DOM into hydrophobic and hydrophilic components. This method modifies the DOM during the analysis. A new method,the Polar Rapid Assessment Method (PRAM), was developed by Dr. Mel Suffet at the University of California at Los Angeles(UCLA). The use of PRAM does not required modifications to the water matrix prior to analysis and, therefore, provides a representation of DOM as it is found in the environment. Staff had originally approached faculty at Cranfield University in England to conduct the DOM characterization study as they had already cooperated with the City on an AWWARF project that included DOM characterization on a limited number of Poudre River samples in 2004. However, after more than a year of trying to develop a plan, it became apparent that the Cranfield University faculty would not be able to fit this study into their schedule. The City of Fort Collins Water Quality Laboratory was also approached to determine if they would be interested in developing the ability to conduct DOM characterization analyses. However, they decided that it would not be a good fit considering their lab space and their existing work load and mission. Staff attempted to determine if Dr. Dianne McKnight at the University of Colorado INSTAAR would be interested in working on this project, but no response was received (presumably because Dr. McKnight has a very full research program). George Aiken with the U.S. Geological Survey was contacted regarding this study and, although he also has a very busy research schedule, he could likely fit it in. However, George Aiken's primary research area is not directed towards drinking water treatment issues (the same holds for Diane McKnight). Staff feels that, given the complexities of this study someone is needed whose primary research expertise is related to drinking water issues. Emma Sharp, the Cranfield University Ph.D.student that worked with the Poudre River water study in 2004,suggested Dr. Suffet. Dr. Suffet has the rare combination of background to not only conduct the characterization work,but to also understand the implications of the results for water treatment and disinfection byproduct formation potential. In addition, Dr. Suffet and his staff have developed novel techniques to characterize DOM for water treatment implications that are not currently being used by others(the PRAM). For these reasons,Dr. Suffet has been selected to conduct this project. Dr. Suffet is Professor of Environmental Health Sciences(EHS)at the University of California Los Angeles(UCLA)and a core member of the UCLA Environmental Science and Engineering Program housed in the EHS Department. He received his B.S. degree in chemistry from Brooklyn College (1961), his M.S. degree in chemistry from the University of Maryland (1964), and his Ph.D. in Environmental Science and Chemistry from Rutgers University(1968). Dr. Suffet joined UCLA in 1991 after 21 years experience at the Department of Chemistry and the Environmental Studies Institute at Drexel University where he was the P. W. Purdom Professor of Environmental Chemistry. Dr. Suffet has recently been promoted to Distinguished Professor at UCLA. Dr. Suffet has published more than 200 research papers and co-edited eight research treatises. He is the 1983 recipient of the F.J.Zimmerman Environmental Science Award of the American Chemical Society and the 2001 A. P. Black Award for lifetime achievement in drinking water quality research from September 18, 2007 -4- Item No. 14 the American Water Works Association. Dr. Suffet teaches on topics related to water quality including the source, transport, fate and treatment of natural organic matter and trace organic compounds in aquatic systems, and analytical and environmental chemistry. Dr. Suffet was a member of the Project Advisory Committee for the DOM in watersheds AwwaRF study(Reckhow et al.,2007). He has recently completed a characterization of DOM at Lake Mead and its watersheds with Southern Nevada Water Authority(Water Research, under review, 2007). The City Purchasing has made a determination per Section 8-161(d)(1)(b) of the City Code, that although there exists more than one(1)responsible source,a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public. The Purchasing Agent has submitted the requisite justification to the City Manager for approval and the City Manager has reviewed and concurred in that determination for this acquisition. Section 8-161(d)(3)requires Council approval of all exceptions to the competitive process over One Hundred Thousand Dollars ($100,000)prior to acquisition. Scope of Work The objectives of this study are the evaluation of: 1. Changes in DOM that occur from the inlet to the outlet of Horsetooth Reservoir, 2. The nature of DOM from the significant water sources of the Cache la Poudre River and the Colorado-Big Thompson Project, and 3. Changes in DOM between water treatment plant influent and effluent. A Study Plan(Scope of Work)has been documented for this project and identifies the locations and frequency that samples will be taken in order to address the project objectives. Samples will be collected by Utility staff and shipped to the laboratory at UCLA for analysis by Dr. Suffet and his graduate students. The Study Plan outlines the laboratory methods that will be used for the project. In order to make this project as cost effective as possible for the City, Dr. Suffet will not be taking any salary coverage for himself. In addition,the project is being conducted through his firm, MH3 Corporation, instead of directly through UCLA in order to minimize the overhead costs (MH3 Corporation overhead is 10%, while normal UCLA overhead for research is around 50%). Finally, the project was originally budgeted by Dr. Suffet at $148,500-1 he reduced the cost to $129,800 by seeking fee remissions for the graduate students. Dr. Suffet understands the budget limitations of the City of Fort Collins and the other potential project collaborators,and has agreed to do this project at his lowest possible cost estimate. i RESOLUTION 2007-084 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING AN EXEMPTION TO THE USE OF A COMPETITIVE PROCESS FOR THE CITY TO ENTER INTO A CONTRACT WITH MH3 CORPORATION TO CONDUCT A STUDY OF WATER QUALITY PARAMETERS FOR THE CITY'S SOURCE WATERS WHEREAS,the City of Fort Collins Water Utility needs to conduct a study of the dissolved organic matter in our source waters and at the water treatment plant; and WHEREAS, the City conducted a workshop in May to develop a study plan and identify potential stakeholders, which include the Tri-District, City of Greeley, and Northern Colorado Water Conservancy District; and WHEREAS,there are very few organizations have the laboratory resources,experience and technical expertise to conduct a study on this particular water quality parameter; and WHEREAS, the City investigated possible research laboratories in Northern Colorado including environmental engineering programs at Colorado State University and the University of Colorado as well as other well respected research laboratories in the United States and England,but they were either unable to do this type of specialized work or, if capable of doing so, could not complete the work in a timely manner according to the City's needs; and WHEREAS,MH3 Corporation has the specific expertise to conduct the study using a unique sampling analysis and particularly understand the importance of this study as it relates to water treatment for drinking water; and WHEREAS, the cost associated with the study totals $129,800, with $50,000 budgeted in the 2007 Water Fund budget and $80,000 included in the 2008,budget, contingent upon approval of the 2008-2009 recommended Water Fund budget; and WHEREAS, it is anticipated that the stakeholders will contribute some level of funding to the study; and WHEREAS, the Purchasing Agent has determined that the use of MH3 Corporation to complete the study as an exemption to the competitive purchasing process is an efficient and cost- effective means to accomplish the study, and is in the best interest of the City; and WHEREAS, Section 8-161 (d)(1)b. of the Code of the City of Fort Collins authorizes the Purchasing Agent to negotiate the purchase of supplies and services without utilizing a competitive bidding process where the Purchasing Agent determines that although a particular material or service is available from more than one responsible source,a competitive process cannot reasonably be used, or, if used, will result in a substantially higher cost to the City, will otherwise injure the City's financial interests or will substantially impede the City's administrative functions or the delivery of services to the public; and WHEREAS, the Purchasing Agent has submitted the requisite justification to the City Manager for approval; and WHEREAS, the City Manager has reviewed the Purchasing Agent's justification and has concurred in that determination for this acquisition; and WHEREAS, Section 8-161(d)(3) requires approval of this purchasing method by the City Council for items costing more than One Hundred Thousand Dollars($100,000)prior to acquisition. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the Purchasing Agent is hereby authorized to enter into a professional services agreement with MH3 Corporation to conduct a study of dissolved organic matter and water quality parameters for the City's source waters in the amount of$129,800 is approved as an exemption to the City's competitive procurement requirements. Passed and adopted at a regular meeting of the Council of the City of Fort Collins this 18th day of September, A.D. 2007. Mayor ATTEST: City Clerk