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Final - Kickoff Meeting Minutes

Treatability study for Area of Concern 65

F41624-00-D-8024/Delivery Order 0058

Parsons 740999.01000

Date: Monday, 15 October 2001

Time: 2:00 P.M. - 6:00 P.M.

Place: Camp Stanley Storage Activity (CSSA)

Subject: Project Kickoff

Attendees:

Attendee

Organization

Phone

Brian K. Murphy

CSSA ENV

(210)698-5208

Teri DuPriest

AFCEE/ERD

(210)536-5274

Ray Schwartz

OMB/CSSA

(210)295-7423

Chris Beal

WPI

(210)295-7417

Jack Sullivan

Parsons

(210)805-6222

Gary Cobb

Parsons

(512)719-6011

BrianVanderglas

Parsons

(512)719-6059

Minutes prepared by Gary Cobb, Parsons.

The agenda for this meeting is presented in Attachment 1.  These meeting minutes are organized in the order discussed rather than the order presented in the agenda.

Introductions and DO 0058 Requirements

The meeting was opened with brief introductions.  The purpose of the meeting, kickoff for the AOC 65 Treatability Study project, was stated.

The contracting officer was not present at the meeting and consequently contracting issues were not discussed in detail.  Additionally, due to time constraints, Data Quality Objectives (DQOs) for this project were discussed very briefly.  A decision was reached to schedule a separate meeting to address DQOs.  A schedule for conducting the DQO meeting will be proposed with the revised schedule.

Parsons indicated the schedule outlined in the RFP required the draft interim measures report and the draft treatability study report to be submitted 30 days after completing the field efforts.  Parsons pointed out that this schedule does not allow adequate time for receipt of analytical results in advance of the draft submittal.  Therefore, it was agreed upon that these draft reports would be due 30 days after the receipt of ITIRs.  The schedule will be modified to reflect this change.

Project Overview and Schedule

Brian Vanderglas provided a brief project overview of the schedule of anticipated field work and workplan/report deliveries for the 5 tasks planned under this DO. The requirements for specific tasks under this delivery order were discussed with the schedule.  The following overviews are broken down by task.

Task 1: Delivery Order Management

A project schedule was presented for discussion.  The project schedule should be revised to include additional meeting requested by CSSA and project deliverables.  The revised project schedule will be submitted along with the meeting minutes.

The project organizational chart was presented for discussion.  Gary Cobb was introduced as the secondary point of contact for the DO and will be involved in every aspect of the project.  Subcontractors were not listed on the organizational chart and will be identified at a later date as selections are completed.

A technical Scope of Work (SOW) and cost estimate for the removal actions will be prepared and submitted to Ms. DuPriest.  CSSA will attempt to locate "as built" drawings for Building 90 which will aid in evaluating the efforts required for the removal actions.  Cost estimates will be based on available information and professional experience.

CSSA requested that all submittals for the project be submitted electronically in Adobe 5.0 ".pdf" format in addition to the standard MS Word electronic submittals.  These ".pdf" submittals will be incorporated into CSSA project website currently under construction.  Additionally, CSSA requested that Parsons include costs for encyclopedia updates.

Task 2: Meetings and Site Visits

There are currently six technical interchange meetings (TIMs) planned for this DO.  The tentative dates for these meetings were assigned to coincide with completion of key field activities (such as the treatability study), or for planning future activities.  The tentative meeting dates have been included in the draft project schedule. 

CSSA expressed concerns that additional meetings will likely be required.  Also, the number of Parsons personnel participating in all TIM meetings should be increased.  The specific number of additional meeting was not requested, however, one additional meeting was identified to discuss DQOs.  In addition, it was proposed that Parsons will pursue contracting with a karst expert to oversee and provide technical review of all karst investigation work performed at the site. (CSSA is currently pursuing the contracting of the karst expert.)  Meetings with this karst expert will be added to the SOW and the modified budget along with the additional TIM meeting.

In addition, CSSA indicated that more time should be added for public meetings.  The original SOW included two public meetings attended by two Parsons professionals.  It was agreed that Parsons would increase the meeting support to six or seven professionals for the two proposed meetings.  The additional support will be added to the SOW and modified budget

Task 3: Interim Measures Removal Action

Removal actions for AOC 65 were discussed in detail. Access to Building 90 shall be scheduled through CSSA.  There are tentative plans to schedule a tour of the building when Ross Miller, Project Technical Director from Parsons' Salt Lake City office, is available.  This tour will likely occur sometime near the beginning of November.  Access to the building will also be required for a pre-bid walk-through with potential removal action subcontractors.  In addition, there are tentative plans to shut down operations inside Building 90 and upgrade the electrical service in the spring of 2002.  This temporary shutdown of the building may allow limited un-restricted use of the building for the removal activities.

CSSA requested that the removal action scope be expanded to include removal of impacted materials at the drain and ditch outside the building.  Additionally, the volumes of soils and concrete removed beneath the building should be increased to ensure that adequate removal of source material is accomplished.  These additional removal actions shall be added to the SOW and included in the modified budget.

Soil borings will be performed inside the building around the north vat to assess the need for removal actions in that location.  These borings may be completed as vapor monitoring points for use during the treatability study.  At the request of CSSA, all vapor-monitoring points installed inside the building will be completed at the surface with lockable flush-mount protective covers.  If the drilling activities generate significant amounts of dust, then this work shall be rescheduled to the evenings or weekends to reduce potential exposures to the CSSA employees working inside the building.  Parsons HASP shall also address safety issues for the CSSA employees working in Building 90 during the removal actions.  These soil boring tasks will be included in the technical SOW and modified budget.

During the removal actions inside the building, wooden temporary containment walls will be installed around the work area.  Creating negative pressure airflow within this structure will help reduce the potential for exposures to CSSA employees.  The concrete floor shall be saw cut and removed with the exceptions of the areas around the post supports and the floor beams (footers).  The removal work can be performed during normal working hours (8:00 to 5:00) unless the work creates excessive dust or noise problems for the building workers.  Equipment shall be moved into and out of the building during the evening or weekend.  Building 90 is covered under an air permit and removal activities will likely require a permit exemption or permit modifications.  Parsons will assist CSSA with securing the exemption to the air permit or necessary modifications.

CSSA will attempt to locate "as built" drawings for Building 90, however, they expressed concerns that such drawings may not be found.  If the "as built" drawings cannot be located, Parsons will include technical scope and costs for adding engineering evaluation and construction QA activities to help ensure that the removal actions will not result in structural damage to the building. 

During the removal actions, the subcontractor will be responsible for removing and re-installing the citrus cleaner currently used in the building.  The subcontractor will not be required to re-build the sump that is present beneath the citrus cleaner.  Analysis of samples collected from the excavation will be completed on 24-hour turn-around-times to facilitate assessment of the progress of the excavation activities.  Steel pipe material, which may be used in subsequent SVE remedial efforts, will be installed within the excavation prior to backfilling.  Additionally, 12 to 15 soil vapor-monitoring points will be installed in the building floor for possible use with SVE remedial efforts.  The soil vapor monitoring points will be equipped with lockable covers to prevent unauthorized use of the monitoring points.

Additionally, Parsons indicated that the schedule outlined in the RFP required the draft interim measures report to be submitted 30 days after completing the field efforts.  Parsons pointed out that this schedule does not allow adequate time for receipt of analytical results in advance of the draft submittal.  As a result, it was agreed upon that the draft report would be due 30 days after the receipt of ITIRs.  The schedule will be modified to reflect this change.

Task 4: Treatability Study Implementation

The current SOW calls for conducting electrical resistivity geophysical surveys in the vicinity of Building 90 to identify subsurface faults, fractures, caves, and other bedrock features that may influence contaminant migration.  The schedule indicates that the geophysical surveys will begin on November 12, 2001.  CSSA noted that this is a federal holiday (Veterans Day) and as such, prior approval to work on this holiday would be required.  It was agreed that to facilitate the field efforts, Parsons would submit a request to work non-standard hours that will be effective throughout the duration of the project.

 CSSA has decided to expand the scope of work for the geophysical survey to include other geophysical methods.  The scope of work for the geophysical survey will be expanded to include microgravity, 3D seismic and 3D electrical resistivity imaging.  CSSA will provide Parsons with a map of utilities in the Building 90 area to aid in the planning and design of the surveys.  In addition, Parsons will increase the number of borings to be completed outside the building, the depth of the borings and the number of sample analyses to be performed. 

Parsons proposed that a new Gast R6 regenerative blower be purchased for the SVE treatability study.  Since the SVE system may remain in operation and possibly expanded following completion of the study, the purchase of the new blower is warranted.  CSSA requested that the discharge from the SVE blower be treated due to concerns for potential exposure to CSSA employees.  In addition, the treatability study will be expanded to include vacuum enhanced pumping (VEP) in addition to SVE.  Parsons will modify the SOW and budgets to reflect these additions.

CSSA would like to investigate the migration of shallow groundwater at the AOC 65 site.  Specifically, weather station equipment will be installed near Building 90 to monitor precipitation events.  Pressure transducers and data logger will be installed in select monitoring wells to assess the rise of fall of groundwater levels following rainfall events.  This data may provide information regarding the local flow regime and migration of contaminants from this source area.  This task will be included in the technical SOW and modified budgets to be submitted to CSSA.

Task 5:  Technology Evaluation Report

This task consists of performing an evaluation of remedial technologies suitable for implementation at AOC 65 and completing a final report of the treatability study.  The schedule presented in the RFP indicates that the final report should be due 30 days from completion of the treatability study.  Parsons pointed out that additional time would be required to allow for laboratory analysis of samples.  Therefore, it was agreed that the draft report would be due 30 days following receipt of ITIRs.  The schedule will be modified to reflect this change.

Action items

Parsons

  1. Parsons will submit a revised schedule and organizational chart with these kickoff-meeting minutes.  This schedule will include milestones and will be submitted in Adobe ".pdf" format.  See Attachment 2.

  2. Parsons will prepare a scope of work and cost estimate for modifications to the contract.

  3. Parsons will submit a request to work non-standard hours.  This request shall be in effect for the duration of the project.

  4. Parsons will schedule a DQO meeting and forward     information to all appropriate personnel.

  5. Parsons will adjust deliverable dates to allow for receipt of analytical results.

  6. Parsons will add two fact sheets to schedule and SOW.

  7. Parsons will add Adobe 5.0 ".pdf" format electronic files to  the standard deliverable submittals.

  8. Parsons will include of-gas treatment for the SVE system used during the treatability study.

  9. Parsons will evaluate utilizing Air Toxics Laboratory instead of O'Brien and Gere for the analysis of the air samples collected during the treatability study.

  10. Parsons will evaluate utilizing VEP combined with the SVE along with other possible remedial technologies during the treatability study.

CSSA, AFCEE, WPI

  1. CSSA will attempt to locate and provide to Parsons, construction specifications and Building 90 "as built" drawings to provide guidance for designing the removal activities.

  2. CSSA will provide utility location map for the Building 90 area.

  3. CSSA will attempt to verify if the electrical service to Building 90 will be upgraded and the schedule for the upgrades.

Attachment 1

Agenda for Kickoff Meeting at CSSA

AOC 65 Treatability Study and Removal Action

Delivery Order 0058

Date: Monday, October 15, 2001

Time:  2:00 p.m.- 5:00 p.m.

Place:  Camp Stanley Storage Activity

Proposed Order of Discussion

Time

Topic

Parsons Participants

2:00pm 2:30pm

Anticipated schedule by WBS tasks, project organization, & variances from proposal deliverable schedule

Vanderglas, Cobb

2:30pm 3:30pm

DO 0058 requirements and DQOs

Vanderglas, Cobb

3:30pm 4:30pm

Time-critical tasks, issues and decisions

     Geophysical Survey (wbs task 3)

     Removal Action (wbs task 4)

     Treatability Study (wbs task 3)

     Building 90 Tour

     Modifications to Scope of Work

Vanderglas, Cobb

4:30pm 5:00pm   Meeting overview and Action Items   Vanderglas, Cobb

Attachment 2

Project Organizational Chart

 


Project Schedule
(The revised project schedule has already been submitted)