Minutes for Kick-Off Meetings
Camp Stanley Storage Activity
Contract No. F41624-03-D-8613, Task Orders 0005 and 0008
Contract No. F41624-01-D-8544, Task Order 0019
Parsons 734339.02000, 743322.02000, & 734345.02000

Date:  June 19, 2003 (Thursday)

Time:  7:30 A.M. - 9:00 A.M.

Place:  Camp Stanley Storage Activity - Boerne, Texas

Subject:  Kick-off meeting for Task Orders (TO) 0005, 0008, & 0019

Attendees:

*Minutes prepared by Julie Burdey and Scott Pearson, Parsons.

    The agenda for this meeting is presented in Attachment 1.  The proposed project schedules that were delivered during the meeting are included as Attachment 2.

TO0005

INTRODUCTION and Overview

    Task order TO0005 continues administrative support of CSSA’s environmental program currently being conducted under TO0079.  TO0005 was issued on May 30, 2003 and extends until March 30, 2005.  The total value of the task order is $140,927.  The task order incorporates the following:

Specific task discussions

    The delivery order is divided into five separate tasks broken down into a Work Breakdown Structure (WBS).  Each WBS was discussed in terms of client expectations.

WBS 01000   Task Order Management

    Task order management includes those administrative duties required for the successful completion of the delivery order.  Management tasks included under this WBS are program management, project management, progress reporting, and invoicing.  No procurement is necessary for completion of this task order.  Parsons is already familiar with the requirements of program documentation and invoicing procedures.  Progress reports will be submitted bimonthly to the Contracting Officer by the 20^th day of every other period.  Progress reports and the accompanying invoice will cover the prior work period. 

Action Items:  None.

WBS 02000   Meetings

    Over the course of the task order, one kick-off meeting and one Technical Interchange Meeting (TIM) will be held.  It is anticipated that one TIM will not be held until late 2004. 

Action Items:  None.

WBS 03000   Environmental Encyclopedia Updates

    The Environmental Encyclopedia will be updated and revised with modifications agreed upon by AFCEE and CSSA.  Updates are anticipated to include quarterly progress reports, correspondence, and updates to chronologies, correspondence index, and table of contents.  The updates will be compiled and organized, and update instructions will be prepared.  Documents included in the updates will be added to the hyperlinked version of the Environmental Encyclopedia.

Action Items:  None.

WBS 04000   LAN Support

    This task provides for the continued support to CSSA for Local Area Network (LAN) administration.  Parsons will perform routine LAN and computer system maintenance for the CSSA environmental office computer system through December 2004.  Parsons will provide technical support for hardware and software installed on the system and will assist in getting further technical support from product vendors, as well as assisting the CSSA environmental office with informal recommendations for acquiring new hardware and software.

Action Items:  None.

WBS 05000   Quarterly Progress Reports

    Parsons will provide quarterly progress reports in accordance with the requirements of the 3008(h) order.  Quarterly progress reports 19 through 23 (for the period November 1, 2003 through January 31, 2005) are included in this task order.  Teri DuPriest asked that Parsons be sure that transmittal letters sent with all documents, including the quarterly progress reports, reference the task order number that the document is being submitted under.

Action Items:  None.

TO0008

INTRODUCTION and Overview

    Brian Murphy went over goals of TO 008.  The delivery order was issued on May 30, 2003 and extends until August 30, 2004.  The total value of the task order is $389,980.  Scott Pearson is the Parsons project manager.  The task order incorporates the following:

Specific task discussions

    The delivery order is divided into eight separate tasks broken down into a Work Breakdown Structure (WBS).  Each WBS was discussed in terms of client expectations.

WBS 01000   Task Order Management

    Task order management includes those administrative duties required for the successful completion of the delivery order.  Management tasks included under this WBS are program management, project management, progress reporting, invoicing, and procurement.  Parsons is already familiar with the requirements of program documentation and invoicing procedures.  Progress reports will be submitted to the Contracting Officer by the 20^th day of each period.  Progress reports and the accompanying invoice will cover the prior work period.  Scott Pearson noted that a Funds and Man-hour Expenditure Report (FMER) were not required per the Statement of Work (SOW).  Teri DuPriest noted that individual task orders with values of less than $400,000 do not follow this requirement.

Action Items:  None.

WBS 02000   Meetings

    Over the course of the task order, two (2) Technical Interchange Meetings (TIMs) and eight (8) teleconferences will be held.  The topics for the TIMs are not defined, but will most likely include discussions of findings and revisions to project Data Quality Objectives (DQOs).  It is anticipated that one TIM will be held prior to the close of 2003, and the second TIM will be used to evaluate the initial findings of the monthly Westbay multi-port sampling.  Teleconferences are committed for communication between the AFCEE and Parsons project chemists to discuss laboratory and ERPIMS issues.  Teleconferences usually occur about every 6 weeks.

Action Items:  None.

WBS 03000   Work Plans

    The groundwater sampling work plan addenda will be updated under this task order.  The work plans will include new data associated with on-post, off-post, and multi-port wells.  A major revision to the off-site sampling Standard Operating Procedures (SOPs) has begun under RL83, and will be completed under this task order.  Work plans will be submitted for review before the end of July 2003.

Action Items:  None.

WBS 04000   On-Post Groundwater Sampling

    Up to 40 on-post groundwater wells completed through TO42 will be sampled on a quarterly basis (September 2003, December 2003, and March 2004).  These include monitoring wells, agricultural wells, and base supply wells.  The sampling will follow DQOs established under TO42.  Deliverable requirements and schedules will follow the current schedule implemented under TO42.  The selected analytical laboratory for the on-post samples will remain as Severn-Trent Laboratories (STL).  An audit of this lab was conducted by AFCEE in May 2003, and therefore an additional audit will not be required.

    A recent issue that has surfaced is that the TCEQ is now requesting CSSA to perform a round of perchlorate groundwater sampling.  This requirement was not established at the time AFCEE submitted the SOW, and therefore the task order currently does not have funding for such a requirement.  The issue will remain idle for the time being until the TCEQ has formalized their request.  When perchlorate sampling will be required, a cost modification or re-allocation is anticipated.  Both the STL and APPL laboratories have the ability to perform perchlorate analysis, however, their methods/variances need to be approved by AFCEE.  Brian Murphy and Scott Pearson suggested if perchlorate becomes are regular sampling parameter, perhaps the samples should be collected every three quarters so that different seasons (environmental conditions) can be monitored long term.

    The issue of monitored natural attenuation (MNA) parameters was also addressed.  These items were sampled in September 2002.  The current task order budget does not include any future MNA sampling.  Brian Murphy asked that Brian Vanderglas review that data and make a determination if future sampling should be considered.

    Westbay multi-port sampling will begin once the initial 6-month rounds are completed under TO42.  The TO42 funding includes two rounds of sampling each month.  Since this is a new methodology, the actual acquisition and frequency of sampling needed is an unknown.  CSSA anticipates that the multi-port sampling DQOs will be refined under TO42 before the TO 008 sampling initiates.   If additional sampling beyond once per month is necessary, additional funding or modification to the delivery order will be required.

Action Items:

WBS 05000   Off-Post Groundwater Sampling

    Up to 40 off-post groundwater wells will be sampled on a quarterly basis (September 2003, December 2003, and March 2004).  These include public, private, and agricultural wells.  The sampling will follow DQOs established under TO42.  Deliverable requirements and schedules will follow the current schedule implemented under TO42.  The selected analytical laboratory for the on-post samples will remain as APPL.  An audit of this lab will be conducted under WBS 06000.

    As with the on-post wells, the TCEQ is now requesting CSSA to perform a round of perchlorate groundwater sampling at off-post locations.  This requirement was not established at the time AFCEE submitted the SOW, and therefore the task order currently does not have funding for such a requirement.  The issue will remain idle for the time being until the TCEQ has formalized their request.  If perchlorate sampling will be required, a cost modification or re-allocation is anticipated.  Both the STL and APPL laboratories have the ability to perform perchlorate analysis, however, their methods/variances need to be approved by AFCEE.  Brian Murphy contends that he will not perform any off-post perchlorate sampling until a round of samples has been obtained from on-post wells.  If no detections are found on-post, that will lay the ground work for an argument to not sample off-post locations.

Action Items:  None.

WBS 06000   Analytical Validation, Verification, and ERPIMS

    Analytical validation and verification will continue as currently implemented under TO42.  The ERPIMS data deliverable will continue to be imported into the Tri-Services SDS database for upload onto the CSSA server.  Under the new task order TO 008, Tammy Chang (Parsons) and Ed Brown (AFCEE) will conduct a laboratory audit of APPL during the week of June 23, 2003.  The audit will also include the review of perchlorate sampling protocols.  The audit findings will presented in a report covered under this task order. 

Action Items: 

WBS 07000   LAN and GIS Support

    LAN and GIS support tasks associated with the groundwater sampling events only will be performed under this delivery order.  As directed during the negotiation phase of the delivery order, no ancillary support for the CSSA computers or server is covered under this task order.  Those activities are to be performed under other delivery orders.  Under this task, all appropriate electronic data and GIS coverages will be uploaded onto the CSSA server.

Action Items:  None.

WBS 0800     Effluent Re-use Feasibility Study

    A Site Survey Report (SSR) will be prepared to evaluate the feasibility of re-using effluent from Outfall 001 as irrigation water.  The task will include a site visit and meeting with facility engineers, a conceptual design, and a ROM cost for major activities and components necessary to implement the design.  At the request of Brian Murphy, other upgrades or design improvements to the sewage treatment plant should be addressed in the SSR.

Action Items:  None.

TO0019

INTRODUCTION and Overview

    Task order TO0019 is for closure of SWMUs and AOCs under the State of Texas Risk Reduction Standards.  TO0019 was issued on June 9, 2003 and extends until January 31, 2005.  The total value of the task order is $1,327,335.  The task order incorporates the following:

Specific task discussions

    The delivery order is divided into five separate tasks broken down into a Work Breakdown Structure (WBS).  Each WBS was discussed in terms of client expectations.

WBS 90000   Task Order Management

    Task order management includes those administrative duties required for the successful completion of the delivery order.  Management tasks included under this WBS are program management, project management, progress reporting, and invoicing.  No procurement is necessary for completion of this task order.  Parsons is already familiar with the requirements of program documentation and invoicing procedures.  Progress reports will be submitted to the Contracting Officer by the 20^th day of each period.  Progress reports and the accompanying invoice will cover the prior work period. 

Action Items:  None.

WBS 02000   Preparation of Plans

    This WBS includes preparation of the plans that are necessary for the removal of affected soils from the 16 designated SWMU and AOC sites.  The original RFP included 15 sites; however, based on recent analytical results for SWMU B-8, this site has been removed from the SOW and replaced with AOCs 38 and 41.  Plans to be submitted under this task order include:  Environmental Cleanup Plan, Standard Operating Procedures for Managing Hazardous Media, and QPP Addenda (Contractor’s Environmental Health and Safety Plan, Environmental Sampling and Analysis Plan, and Environmental Construction Quality Plan).  Similar plans were prepared for similar work at AOC-55.  The AOC-55 plans will be used as a guideline for the plans prepared under this task order.  Because all closure reports must be submitted to TCEQ by May 2004, the schedule for this project is accelerated.

    As discussed during the meeting, sampling at selected sites for TCLP analyses will be conducted prior to finalization of the plans.  These results are necessary to determine characteristics and classification of the waste (hazardous or nonhazardous), and to determine if any waste stabilization will be necessary. 

Action Items: 

WBS 03000   Field Activities

    This WBS includes all field activities planned for the removal of affected soils from 16 SWMUs and AOCs at CSSA.  Parsons will conduct site preparation activities prior to beginning the excavation activities.  UXO identification is necessary at SWMU B-2.  UXO personnel will be used at other sites with UXO if weather does not allow AOC-55 or SWMU B-2 work.

Action Items:  None.

WBS 04000   Preparation of Reports

    Parsons will prepare reports to document the field activities and to document closure for each of the 16 SWMUs and AOCs.  All reports will be provided electronically with necessary references bolded for hyperlinks and the reports will be incorporated into the Environmental Encyclopedia.  The format used for previous closure reports will be used for TO0019 closure reports.  Meeting with Sonny Rayos of TCEQ was discussed to let him know that a number of closure reports will be submitted by May 2004.

Action Items:  Parsons will schedule a meeting with TCEQ’s Sonny Rayos to discuss project schedule and report format.

WBS 05000   Meetings

    Over the course of the task order, one kick-off meeting and five Technical Interchange Meetings will be held. 

Action Items:  None.

Attachment 1 - Agenda for Kickoff Meeting
Environmental Program Support – Delivery Order T0 005
Groundwater Monitoring - Delivery Order T0 008
Removal Actions and Closure Documentation for SWMUs and AOCs – Delivery Order T0 019

Time:    7:30 am – 9:00 am

Place:   Camp Stanley Storage Activity - Boerne, Texas 

Proposed Order of Discussion

Attachment 2 - Project Schedules