08-20-2013 Solid Waste Committee PKTPittsylvania County Board of Supervisors
SOLID WASTE COMMITTEE
Tuesday, August 20, 2013
5:00 pm
Conference Room
Captain Martin Building
1 Center Street
Chatham, Virginia
AGENDA
1. Call to Order 5:00 pm
2. Roll Call
3. Approval of Agenda
4. New Business:
(a) Requests For Proposals (RFPs) for Engineering Services -
Pittsylvania County Landfill
(b) Existing Groundwater Monitoring Contracts and Review of
Compliance Reports
(c) Review of Pittsylvania County Solid Waste Ordinances;
Chapters 17, 29 & 32
5. Adjournment
Requests For
Proposals (RFPs)-
Engineering Services
Pittsylvania County
Landfill
PITTSYLVANIA COUNTY
VIRGINIA
l�•S S Y L
Otis S. Hawker � s
Assistant County Administrator o
Operations & Facilities aL +`V c 1 Center Street, Chatham, Virginia
P.O. Box 426 y w o y Phone (434) 432 -7712
m t
Chatham, Virginia 24531 1767 Fax 434 6� www. itt) 432 -7714
ov.or
otis.hawker @pittgov.org Yia'.,t p g g
To: William D. Sleeper, County Administrator
From: Otis S. Hawker, Assistant County Administrators
Date: August 9, 2013
Subject: RFP — Master Contract for Solid Waste Engineering Services
I submit the following draft RFP for Solid Waste Engineering at the Pittsylvania County
Landfill for your review and consideration.
It is my understanding that the Solid Waste Committee will be discussing this matter at their
next meeting on August 20, 2013. As you are aware, this is a very complex change due to the
Federal and State laws that govern Landfill Permit 571. Adequate time by the staff, legal
counsel and the Board of Supervisors should be allowed to insure that all permit requirements
are complied with and no interruptions with compliance during this transitional phase. Strong
consideration should be given as to the reason and cost benefit to the County prior to making a
change that could adversely affect the groundwater monitoring, stormwater monitoring and
the many variances and permit amendments that are ongoing in various stages of review with
the State under Subtitle D.
If the County decides to proceed with this draft RFP, it would be reasonable to allow 6 months
to one (1) year to go through the procurement process. To have a comprehensive review to
develop a plan on how to transition in the event of change to existing Master Contract, I need
clear direction of how to move forward and would recommend that you proceed with the
existing negotiated contract with Dewberry for this fiscal year's monitoring requirements at
the Pittsylvania County Landfill.
I will be available if needed to address any concerns the Solid Waste Committee may have. If
you should have any questions regarding this matter, please do not hesitate to contact my
office.
OSH/kp
Attachment
Cc: J. Vaden Hunt, Esquire
County Attorney
Ct0 o,' .
COUNTY OF PITTSYLVANIA
REQUEST FOR PROPOSAL (RFP) #
SOLID WASTE ENGINEERING SERVICES
August 8, 2013
Name of Soliciting Public Body:
County of Pittsylvania Purchasing Department
1 Center Street, P.O. Box 426
Chatham, VA 24531
DRAFT
Non - mandatory pre - proposal meeting will be held 2013 at PM. Pittsylvania County Landfill,
382 Rainbow Lane, Dry Fork, Virginia 24549
Sealed Proposals Will Be Received Until 12013 at PM For Furnishing The Services Described
Herein
All Inquiries for
Information
Should Be Directed to Donna Meeks,
Purchasing
Manager, Phone: 434 - 432 -7744 or
Donna.
Meeksga
pitteov.ora
IF PROPOSALS ARE MAILED OR HAND DELIVERED, THEN DELIVER TO:
County of Pittsylvania Purchasing Department
1 Center Street, P.O. Box 426
Chatham, Virginia 24531
In Compliance with this Request for Proposal the named parry hereby submits a proposal in response to Pittsylvania County RFP# to
furnish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover Sheet, and any supplemental
materials required to be provided by the offeror pursuant to the terms and conditions of the RFP, constitute the entire proposal.
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not colluded, conspired, connived or agreed,
directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly,
sought by agreement or collusion or communication or conference, with any person to fix the bid price or affiard or any bidder, or to fix any
overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against Pittsylvania County or any
person interested in the proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this RFP, including all attachments and
addenda, and agrees to be bound by those provisions, terms and conditions. Further, the party certifies that all information submitted in response
to this RFP is correct and true. The person signing this form shall be an authorized signatory officer of the corporation or an individual
authorized by the By -Laws of the Corporation that has been given authoritative responsibility to bind the firm in a contract.
Name And Address Of Firm:
Date:
Code:
Phone: (_)
E -mail:
Receipt of the following Addenda are acknowledged:
Addendum No. dated
(Please note all addenda's)
By:
(Signature in Ink by Officer of the Corporation)
Name:
(Please Print)
Title:
Fax: (_)
State of Incorporation:
State Corporation Commission #:
Attach a copy of your company's SCC Certificate and a list of officers
(Return this Form)
1't
TABLE OF CONTENTS
I. PURPOSE
II. INSTRUCTIONS TO OFFERORS
III. BACKGROUND INFORMATION
IV. PROPOSAL REQUIREMENTS
V. SCOPE OF SERVICES
VI. PROPOSAL EVALUATIONS
VII. TERMS AND CONDITIONS
SAMPLE OF COUNTY CONTRACT AGREEMENT
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Solid Waste Engineering Services
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DRAFTRFP# Solid Waste Engineering Services
I. PURPOSE
This Request for Proposal (RFP) by the County of Pittsylvania, Virginia, invites written
proposals from qualified firms to provide environmental services, engineering, consulting
and construction quality control /quality assurance services for the Pittsylvania County
Landfill.
Pittsylvania County intends to contract for the above delineated services as detailed in the
Scope of Services contained in Section V, Scope of Services, of this RFP.
The purpose of this RFP is to solicit proposals for the required services and to set forth the
terms and conditions whereby Pittsylvania County shall contract with the successful Proposer
to provide the services described herein. A detailed scope of services is contained in Section
V, Scope of Services, of this RFP.
The contract resulting from this RFP shall be for professional engineering services related to
Solid Waste Management Services and shall be Task Order based for multiple projects
issued on an as- needed basis.
The project fee of any single projector Task Order may not exceed $1,000,000. The annual
sum of all projects in a contract term shall not exceed $5,000,000. Any unused amounts from
the first contract term shall not be carried forward to any additional contract tern.
Any contract
resulting from
this
RFP shall
have
a term limit of one
year and may be
renewable for
four additional
one
year terms
at the
option of Pittsylvania
County.
H. INSTRUCTIONS TO OFFERORS
A. This procurement shall be conducted in accordance with the competitive
negotiation procedures of the Pittsylvania County Procurement Policy.
The Procurement Policy is available at:
B. Six (6) copies of proposals shall be submitted to:
Pittsylvania County Purchasing Department
1 Center Street
P.O. Box 426
Chatham, Virginia 24531
C. Questions related to the solid waste engineering services and questions related to the
RFP and the Consultant selection process should be directed to:
RFP # Solid Waste Engineering Services
AFTDonna Meeks, Purchasing Manager
Phone: (434) 432-7744
Fax: (434) 432 -7746
E -mail: Donna. Meeksnapitt og v_org
Questions or requests for
County. All responses to
prospective offerors who
AM/PM
sent and received by the pr(
proposal are due,
clarification may be faxed or entailed to Pittsylvania
inquires will be in writing and will be provided to all
have received an RFP from Pittsylvania County by
, 2013 in order to ensure that the answers can be
)spective offerors for their consideration prior to the date
D. All Proposals must be in a sealed envelope or box and clearly marked in the lower
left corner: "Sealed Proposal, RFP # Solid Waste Engineering Services'
Proposals not so marked or sealed shall be returned to the offeror and will not be
considered. Proposals shall clearly indicate the legal name, address and telephone
number of the offeror (company, firm, partnership, individual). Proposals shall be
signed above the typed or printed name and include the title of the individual signing
on behalf of the offeror. All expenses for making Proposals to Pittsylvania County
shall be borne by the offeror. All Proposals shall be received by P.M.
, 2013. Any Proposal received after this time and date will not be
considered. The offeror has the sole responsibility to have the proposal received by
the Pittsylvania County Purchasing Department at the above address and by the
above stated time and date. Please note that Federal Express and other overnight
delivery services do not guarantee morning delivery to Pittsylvania County, VA.
Next day delivery usually arrives in mid -to -late afternoon. If you will be using
one of these services for delivery of your proposal, please take this information into
consideration.
Clearly identified proprietary information will not be disclosed during the selection
process.
E. As a guideline, Pittsylvania County anticipates the following timetable for selection
of the solid waste engineering services.
Date Activity/Event
, 2013 Request For Proposal Issued
, 2013 Non - mandatory pre - proposal conference 2:00 PM
92013 Deadline for Questions is 12:00 noon
, 2013 Proposals Due Prior to 2:00 p.m. Deadline
RFP # Solid Waste Engineering Services
2013 Evaluation of Proposals Completed by County
Selection committee
Week of , 2013 Interviews / Oral Presentations of selected firms
(Specific dates to be determined)
2013 Contract Negotiations with selected Offeror(s)
F. Any vendor transacting business with Pittsylvania County may be asked to provide
proof of registration with the State Corporation Commission (SCC), as required by
Sections 13.1 or Title 50 of the Code of Virginia.
III. BACKGROUND INFORMATION
Pittsylvania County is soliciting firms to provide Professional Engineering Services for
environmental services, engineering, consulting, and construction quality control /quality
assurance services for the Pittsylvania County Landfill. This contract will accomplish the
objective ofproviding quality service and to assist the County in a cost competitive and compliant
waste management program in accordance with the Virginia Solid Waste Management
Regulations, as well as, meeting all requirements outlined by the Virginia Department of
Environmental Quality.
IV. PROPOSAL REQUIREMENTS
The proposal shall provide information necessary for Pittsylvania County to evaluate the
qualifications, experience, and expertise of the proposing firm and subconsultants to
perform the solid waste engineering services.
The Offeror or Proposer is to make a written proposal which presents an understanding
of the work to be performed. The Offeror is asked to address each evaluation criteria
contained in Section VI Proposal Evaluation Criteria and to be specific in presenting
their qualifications. Responses should be as thorough and detailed as possible so that
the County may properly evaluate the firm's capabilities to provide the required
services.
The Offeror should include in their proposal the following:
A. Table of Contents — number all pages of the proposal.
B. Introduction - Cover Letter /Executive Summary on company letterhead, signed
by a person with the corporate authority to enter into any contract which results
from the RFP.
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RFP # Solid Waste Engineering Services
C. FOIA Exclusion Letter —Letter on company letterhead stating exclusions within
the proposal. Identify the specificity of the data or other materials for which
protection is sought and state the reasons why protection is necessary in
accordance with the Code of Virginia, Chapter 43, §2.2 -4342. For more details
see Section V Terms and Conditions paragraph N, Freedom of Information Act.
D. Proposal — the Proposal submitted by Offeror shall include a minimum, the
following:
1. The Offeror shall address each requirement of the Scope of Services or the
area(s) of expertise proposed to be provided.
2. The Offeror shall provide evidence that demonstrates their ability to
provide the services within reasonable completion dates and within budget.
3. The Offeror shall provide its current workload with particular reference to
personnel and other resources being proposed.
4. Proposed approach to provide the requested services.
5. The Offeror shall provide information on the corporate structure of its firm
as well as any proposed subconsultants required to perform the required
work.
6. Include as appendices the following information:
a) A list of completed projects and a resume of personnel expected
to be assigned to this project including the name(s) ofthe partner
in charge;
b) Provide a minimum of three references where similar work was
performed.
7. The Offeror shall not have cost for services stated in the proposal. An
estimated cost of services shall be requested when the evaluation
committee short-lists the Offerors proposals and interviews are determined.
V. SCOPE OF SERVICES
Professional Engineering Services to provide environmental services, engineering, consulting, and
construction quality control /quality assurance services for the Pittsylvania County Landfill. This
contract will accomplish the objective of providing quality service and to assist the County in a cost
competitive and compliant waste management program in accordance with the Virginia Solid Waste
Management Regulations, as well as, meeting all requirements outlined by the Virginia Department
of Environmental Quality.
This contract is designed to provide services for all aspects of environmental monitoring,
groundwater, surface water, wetlands and assessments, remediation, landfill gas capture, control and
beneficial use, engineering design, operations assistance, annual updates of closure and post - closures
site surveying, bidding and construction phase services, construction quality control /quality
assurance, permitting, and general program per the Pittsylvania County Solid Waste Disposal
Division. Departments within Pittsylvania County may also, from time -to -time, require the services
of this contract for assistance with similar services. Other environmental engineering and consulting
Tq, k.
RFP # Solid Waste Engineering Services
services may be needed for other components of the County solid waste program, the County's
recycling program, the County's solid waste collection program, the composting/biosolids program,
sludge disposal, landfill gas management and beneficial use, and leachate management.
The County intends to utilize the Consultant for services related to the development, operation,
and maintenance of its solid waste management program. The following activities may be
required of the consultant as needed on a task order basis.
Environmental Services:
• All aspects of groundwater monitoring and reporting.
• Wetlands monitoring assistance.
• Stormwater discharge program assistance.
• Corrective Action Assistance.
• Alternate Source Demonstrations or verification sampling and analysis
• Any other activities if needed due to new policies, regulations or events, or at the
discretion of the County, in relation to the County Solid Waste Management program or
environmental response or environmental requirements. Items include but are not limited
to:
• Regulatory compliance and project management activities including periodic
meetings with the County, DEQ and other stakeholders as needed.
• Field work; characterizations of surface, air and or groundwater; assessment of
corrective measures; corrective action planning and related measures if
groundwater impact is detected.
• Preparation of facility permits and /or modifications.
• Well installation, sampling, analysis, and associated evaluations and reporting.
• Well or monitoring point maintenance.
• Modifications to the permit or related documents.
• Alternate source demonstrations or verification sampling and analysis.
• Revisions to groundwater protection standards and related work.
• Regulatory compliance work.
• Residential water well sampling, analysis, evaluation and reporting.
• Surface water and other media sampling.
Engineering / Construction / Consulting Services:
• Annual post - closure cost estimates.
Cell construction/closure documents, bidding, and quality assurance.
Other activities if needed due to new policies, regulations or events, or at the discretion of
the County, including but not necessarily limited to:
• Master planning for overall facility development.
• Permit reviews and modifications.
• Feasibility, engineering and implementation of landfill gas utilization.
FT
RFP # Solid Waste Engineering Services
• Review of leachate disposal options including sanitary sewer discharge.
• Landfill gas migration control or beneficial use.
• Other solid waste engineering activities that may arise related to closure and post -
closure activities.
• 10 -Yr permit review by DEQ / response.
• Feasibility, engineering and implementation of landfill gas utilization.
• Air / waste permitting amendments for gas system.
• Aerial mapping / capacity analysis.
• Fill area / borrow area stakeout.
• Engineering and interface with the planning and engineering of the composting
system.
• Solid Waste Handling Facility siting and design.
• SPCC plans.
Miscellaneous Activities:
• Operational assistance.
• Solid waste management planning and plan updates.
• Assistance with waste assessment and recycling reporting.
• Regulatory assistance and representation.
• Response to environmental, operational and design issues.
• Landfill gas utilization planning, implementation.
• Survey activities relative to topographic mapping, boundary mapping, construction stake-
outs, and as- builts.
• Wetlands delineations, mitigation, permitting and monitoring.
• Stream assessments, delineations, mitigation, permitting and monitoring.
• Assessments of environmental impact, assessment of corrective action, corrective action
of closed or abandoned solid waste disposal facilities.
• Funding evaluation, applications and assistance for the solid waste program or corrective
action activities in regards to federal or state grants.
• Activities as requested by the County relative to its solid waste management program or
other environmental responsibilities.
• Evaluation of any PPEA submitted to the County in regards to Solid Waste Management.
• Miscellaneous engineering services related to Solid Waste Collections and Recycling
Programs.
• Miscellaneous engineering services related to the Pittsylvania County Landfill
Composting Operation.
VI. PROPOSAL EVALUATION CRITERIA
A. Selection of the successful Offeror will be based upon submission of proposals meeting
the selection criteria. The minimum selection criteria will include:
RFP # Solid Waste Engineering Services
1. Specific experience, technical capabilities, professional competence, and qualifications
of the proposing firm and project personnel especially those assigned to provide the
services in accordance with the Scope of Services. (40 points)
2. Clearly demonstrated understanding of the work to be performed and completeness and
reasonableness of the Offeror's plan for accomplishing the Scope of Services. (30
points)
3. Current experience in providing solid waste engineering services to governmental
entities. (15 points)
4. References. (15 points)
B. The Selection Committee will evaluate the most responsive proposals as deemed by staff and
may also ask questions of a clarifying nature from offerors as required. Each committee
member will complete a proposal evaluation matrix form for each submission received. A
composite rating will be developed which indicates the group's collective ranking of the
written proposals in a descending order. The County shall engage in individual discussions
with two or more Offerors deemed the most fully qualified, responsible and suitable on the
basis of the Selection Committee's evaluations. These Offerors will be requested to make an
oral presentation to the Selection Committee to explain their proposal and answer questions.
C. At the conclusion of discussion, on the basis of evaluation factors as set at the time of
issuance of this proposal and all information developed in the selection process to this point,
the County shall select in the order of preference two or more Offerors whose professional
qualifications and proposed services are deemed most meritorious. Negotiations shall then
be conducted; beginning with the Offeror ranked first. If a contract satisfactory and
advantageous to the County can be negotiated at a price considered fair and reasonable, the
award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first
shall be formally terminated and negotiations conducted with the Offeror ranked second, and
so on until such a contract can be negotiated at a fair and reasonable price. Should the
County determine in writing and in its sole discretion that only one Offeror is fully qualified
or that one Offeror is clearly more highly qualified and suitable than the others under
consideration, a contract may be negotiated and awarded to that Offeror. Pittsylvania County
reserves the right to award a contract to more than one Offeror, if it is in the Owner's best
interest.
The County
reserves
the
right
to
accept or reject any or all proposals received as a result of
Request for
Proposal
if it
is in
the
best interest of Pittsylvania County.
VII. TERMS AND CONDITIONS:
A. Acceptance, Invoicing and Pa me
RFP # Solid Waste Engineering Services
Pittsylvania County will make payment to the Consultant, net 30 days or in accordance with
discount terms, if offered, after receipt of an acceptable invoice for work resulting from this RFP.
Nothing herein, or in the process, shall be construed as having obligated the County to pay for
any expenses incurred by respondents to this RFP, or to the selected consultant prior to the Board
of Supervisors' approval of a consultant services contract.
Pursuant to Virginia Code §2.2 -4354, 1950, as amended, the CONSULTANT covenants and
agrees to:
1. Within seven (7) days after receipt of any amounts paid to the CONSULTANT under
the Agreement, (i) pay any subconsultant for its proportionate share of the total
payment received from the COUNTY attributable to the work under the Contract
performed by such subconsultant, or (ii) notify the COUNTY and the subconsultant,
in writing, of its intention to withheld all or part of the subconsultant's payment and
the reason therefore;
2. Provide its federal employer identification number or social security number, as
applicable, before any payment is made to the CONSULTANT under the Agreement;
3. Pay interest at the legal rate or such other rate as may be agreed to in writing by the
subconsultant and the CONSULTANT on all amounts owed by the CONSULTANT
that remain unpaid after seven (7) days following receipt by the CONSULTANT of
payment from the COUNTY for work performed by the subconsultant under the
Agreement; and
4. Include in its contracts with any and all subconsultants the requirements of 1, 2, and 3
above.
B. Attorney's Fees
In the event of any action brought by either parry against the other to enforce any of the
obligations hereunder or arising out of any dispute concerning the terms and conditions hereby
created, each party shall pay their own attorney's fees, costs and expenses, except in a case of
default by the Consultant, the Consultant shall be responsible for any resulting additional
purchase and administrative costs including, but not limited to fees and charges of engineers,
architects, attorneys, and other professionals and all court or other dispute resolution costs.
C. Audit
Consultant shall keep and require each of its subconsultants, if any, to keep, at no additional cost
to County, full and detailed accounts of costs chargeable to County, during the project, and for
five (5) years following completion. County shall be afforded full access to accounts, records,
and supporting documents for review, audit, copy (such copies will be the property of County),
and verification of costs. Audit access to Consultant's records in lump sum or unit price areas
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when applicable shall be sufficient to satisfy County that all quantities meet the payments to its
subconsultant and suppliers, Consultant shall remit promptly to County the amount of any
adjustment resulting from audit.
D. Availability of Funds
It is understood and agreed between the parties herein that the County shall be bound hereunder
only to the extent of the funds available or which may hereafter become available for the purpose
of this agreement.
E. Binding Effect
ffect
The terms, provisions, covenants and conditions contained in any resulting Contract shall apply
to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs,
legal representatives, successors, and permitted assigns except as otherwise expressly provided.
F. Compliance of Law
The Consultant providing materials and services to the County under any contract resulting from
this RFP represents and warrants to the County that it is:
I. Conforming to the provisions of the Civil Rights Act of 1964, as amended, the
Virginia Fair Employment Contracting Act of 1975, as amended, and the Virginia
Human Rights Act, as amended, where applicable.
2. Not employing illegal alien workers or otherwise violating the provisions of the
Immigration Reform and Control Act of 1986 and Virginia Code§2.2-431 1. 1.
3. Complying with federal, state and local laws and regulation applicable to the
performance of the services procured; and
4. In full compliance with the Virginia Conflict of Interest Act.
G. Contract Award
Pittsylvania County has the right to award a contract to more than one Offeror, if it is in the
County's best interest to provide adequate services in accordance with the criteria found in the
Scope of Services. Should Pittsylvania County determine in writing and in its sole discretion
that only one offeror is fully qualified, or that one offeror is clearly more highly qualified and
suitable than the others under consideration, a contract may be negotiated and awarded to that
offeror. Pittsylvania County reserves the right to award the contract to the most qualified,
responsible, and responsive offeror(s), resulting in a negotiated agreement, which is most
advantageous to and in the best interest of Pittsylvania County. Pittsylvania County shall be the
sole judge of the Proposal and the resulting negotiated agreement that is in the public interest,
and Pittsylvania County's decision shall be final.
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LEIR A F T RFP # Solid Waste Engineering Services
H. Contract Changes
No verbal agreement or conversation with any officer, agent or employee of Pittsylvania County
either before or after execution of the contract resulting from this Request for Proposal (RFP),
RFP Addendum or follow -on negotiations, shall effect or modify any of the terms or obligations
contained in the contract. No alterations to the terms and conditions of the contract shall be valid
or binding upon Pittsylvania County unless made in writing and where Board approval is not
required, by the County Administrator or his designee
I. Contract Documents
The contract entered into by Pittsylvania County and the Consultant shall consist of this Request
For Proposal, any addendum issued, the proposal submitted by the Consultant, Pittsylvania
County's Standard Form of Agreement, and any approved change orders issued, all of which
shall be referred to collectively as the Contract Documents. Additional documents which the
parties agree to include as contract documents may be set forth in the final contract.
J. Contract Performance Terms
Any contract resulting from this RFP shall have a term limit of one year and may be renewable
for four additional one -year terms at the option of Pittsylvania County. This contract may be
extended during the term of the existing contract for services allowed to complete any work
undertaken but not completed during the original term of the contract.
K. Cooperative Procurement
This procurement is being conducted on behalf of Pittsylvania County, Virginia and
other public bodies in accordance with the provisions of §2.2 -4304 of the Virginia
Public Procurement Act,
2. If approved by the Consultant, the contract resulting from this procurement may be
used by other public bodies to purchase at contract prices and in accordance with the
contract terms. The Consultant shall deal directly with any public body it approves to
use the contract. Failure to extend a contract to another public body will have no
effect on consideration of Consultant's bid/proposal.
With the approval of the Consultant, any public body using the resultant contract has
the option of executing a separate contract with the Consultant to add terms and
conditions required by statute, ordinances, or regulations, or to remove terms and
conditions which conflict with its governing statutes, ordinances, or regulations.
4. The County of Pittsylvania, its officials and staff are not responsible for placement of
orders, invoicing, payments, contractual disputes, or any other transactions between
the Consultant and any other public bodies, and in no event shall the County, its
officials or staff be responsible for any costs, damages or injury resulting to any parry
from use of a Pittsylvania County contract. If, when preparing such a contract, the
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DRAFTRFP k Solid Waste Engineering Services
5. additional terms and conditions of a public body seeking to purchase pursuant to
cooperative procurement are unacceptable to the Consultant, the Consultant may
withdraw its consent to extension of the contract to that particular public body.
6. Pittsylvania County assumes no responsibility for any notification of the availability
of the contract for use by other public bodies, but the Consultant may carry out such
notification.
L, Definitions:
Consultant:
The Consultant who enters into a contract with Pittsylvania County to provide
the services herein for Pittsylvania County.
2. County:
Wherever the word "County" appears, it shall be understood to mean
Pittsylvania County Government.
Offeror:
A person who makes an offer in response to a Request for Proposals.
4. Informality:
A minor defect or variation in a bid or proposal from the exact requirements of
the Invitation for Bid, or the Request for Proposal, which does not affect the
price, quality, quantity, or delivery schedule for the goods, services or
construction being procured.
M. Drug Free Workplace
During the performance of this contract, the Consultant agrees to (i) provide a drug -free
workplace for the Consultant's employees; (ii) post in conspicuous places, available to
employees and applicants for employment, a statement notifying employees that the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the Consultant's workplace and specifying the actions that will be
taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the Consultant that the Consultant
maintains a drug -free workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subconsultant or vendor.
For the purposes of this section, "drug -free workplace" means any site at which the performance
of work is done in connection with this contract awarded to the Consultant, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation,
possession or use of any controlled substance or marijuana during the performance of the
contract.
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7 RFP # Solid Waste Engineering Services
N. Ethics in Public Contractina
The Offeror hereby certifies that it has familiarized itself with Article 6 of Title 2.2 of the
Virginia Public Procurement Act, Section 2.2 -4367 through 2.2 -4377, Virginia Code Annotated,
and that all amounts received by it, pursuant to a Contract resulting from this RFP, are proper
and in accordance herewith. By submitting their proposals, Offerors certify that their proposals
are made without collusion or fraud that they have not offered or received any kickbacks or
inducements from any other offeror, supplier, manufacturer or subconsultant in connection with
their proposal, and that they have not conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription, advance, deposit
of money, services or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.
O. Examination of Records
The Consultant agrees that Pittsylvania County or any duly authorized representative shall have
access to and the right to examine any and copy any directly pertinent books, documents, papers
and records of the Consultant involving transactions related to any Contract resulting from this
RFP. The period of access provided in this paragraph for records, books, documents, and papers
and software which may be related to any arbitration, litigation, or the settlement of claims
arising out of the performance of any subsequent contract or any subsequent Contracts with
vendors shall continue until disposition of any appeals, arbitration, litigation, or claims.
Consultants agrees to keep all records in accordance with the state and local retention laws
including but not limited to Virginia Code §55- 525.27.
P. Faith -Based Organizations
Pursuant to Section 2.2- 4343.1 of the Code of Virginia of 1950, in all invitations to bid, requests
for proposals, contracts, and purchase orders, the COUNTY does not discriminate against faith -
based organizations.
"Faith -based Organization" means a religious organization that is or applies to be a Consultant to
provide goods or services for programs funded by the block grant provided pursuant to the
Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104 -193.
If CONSULTANT is a faith -based organization, then Consultant shall give to each individual
who applies for or receives goods, services, or disbursements provided pursuant to this
Agreement the following notice:
NOTICE
Pursuant to Section 2.2- 4343.1 of the Code of Virginia of 1950, as an applicant for or recipient
of goods, services, or disbursements provided pursuant to a contract between the COUNTY and
a faith -based organization, you are hereby notified as follows:
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RFP # Solid Waste Engineering Services
Neither the COUNTY'S selection of a charitable or faith -based provider of services nor the
expenditure of funds under this contract is an endorsement of the provider's charitable or
religious character, practices, or expression. No provider of services may discriminate against
you on the basis of religion, a religious belief, or your refusal to actively participate in a religious
practice. If you object to a particular provider because of its religious character, you may request
assignment to a different provider. If you believe that your rights have been violated, please
discuss the complaint with your provider or notify the COUNTY Administrator.
Q. Federal -Aid Provisions
When the U. S. government pays all or any portion of the cost of a project, the Consultant shall
observe all federal laws, rules, and regulations made pursuant to such laws. The work shall be
subject to inspection by the appropriate federal agency. Such inspection shall in no sense make
the federal government a parry of the contract and will in no way interfere with the rights of
either party. Consultant shall require all subconsultants to observe all federal laws, rules, and
regulations made pursuant to such laws. Reporting requirements that is part of the regulation
shall be followed in accordance with the federal law, rules and/or regulation made pursuant to
such laws. A Duns number will be provided by the Consultant and registration with the Central
Consultant Registration (CCR) shall be followed according to the federal aid provisions.
R. Freedom of Information
All information submitted to the County in response to this RFP will constitute public
information and pursuant to the Virginia Freedom of Information Act will be available to the
public for inspection upon request. Pursuant to Virginia Code §2.2 -4342 and County
Procurement Policy §3 -27, a Bidder /Offeror may request an exception to disclosure for trade
secrets or proprietary information as such is defined under Virginia Code §59.1 -336, part of the
Uniform Trade Secrets Act. In order to claim this exemption, a Bidder /Offeror must: (1) Submit
a request in writing referencing their desire to invoke the protections of Virginia Code §2.2-
4342; (2) Specifically identify which data or materials they wish to have protected; and (3)
Articulate the rationale for why protection is necessary for the particular data or materials, to the
satisfaction of the County. Failure to meet these requirements will result in the data or materials
being open for inspection in response to a valid inquiry under the Virginia Freedom of
Information Act and serve to waive any right of the Bidder /Offeror to assert a claim against the
County for disclosure of trade secrets or proprietary information.
R. Force Majeure
In any contract resulting from this RFP, neither party shall be liable hereunder by reason of any
failure or delay in the performance of its obligations hereunder (except for the payment of
money) on account of strikes, industry wide material shortages, riots, insurrection, fires, flood,
storm, explosions, earthquakes, pandemic flu, acts of God, war, governmental action, and
labor conditions. In the case of an industry wide material shortage the Consultants shall provide
to the County within 24 hours of Consultant's determination that there exists an industry wide
15
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RFP # Solid Waste Engineering Services
material shortage, the following: 1) a written description of the specific material alleged to be in
short supply; 2) a written list of all manufacturers, wholesalers, suppliers and/or retailers from
which Consultant has attempted to obtain, and/or contracted to obtain, said material; 3) a written
description detailing all actions taken by Consultant to obtain said materials; 4) a written
statement, signed by an authorized representative of Consultant, that Consultant has used due
diligence to secure said materials in the most expeditious manner; 5) a written time frame in
which Consultant anticipates that it will obtain said materials and; 6) the County, or its
authorized representative, concurs that there is an industry wide shortage of the specific material
so identified by Consultant.
S. Grant Funds Provision
When a project is funded in part or all by grant funds, the Consultant shall observe all rules and
regulations according to the grant fund award documentation. Consultant has the responsibility
to comply with all grant fund reporting requirements and any or all award documentation terms
and conditions.
T. Governing Law
In any contract resulting from this RFP, the parties agree that this agreement is governed by and
shall be interpreted in accordance with the Pittsylvania County Procurement Policy and the laws
of the Commonwealth of Virginia, including the Pittsylvania County Procurement Policy, and
that proper venue, in the event of litigation concerning this matter, shall be in the Circuit Court
of Pittsylvania, Virginia. The parties agree that any litigation involving this Agreement shall be
brought only in such court.
U. Headings
Headings in the RFP and any resulting contract are informational only and the substance of each
numbered or lettered provision shall prevail in the event of any ambiguity or inconsistency
between a heading and its content.
V. Insurance
During the performance of any Contract resulting from this RFP, the Consultant shall have and
keep current insurance whichever is greater in scope or amount as follows:
a. Worker's Compensation Insurance in compliance with all states in which Consultant
does business, including coverage B Employer's liabilities in not less than the
following amounts:
i. Bodily Injury by accident $100,000 for each accident;
ii. Bodily Injury by disease, $500,000 policy limit;
iii. Bodily Injury by disease, $100,000 for each employee.
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b. General Liability insurance in amount not less than $1,000,000 for any occurrence
involving bodily injury, and not less than $1,000,000 for any occurrence involving
property damage. This coverage shall include contractual liability, broad form
property damage, independent Consultants, and personal injury.
c. Automobile liability insurance in an amount not less than $500,000 combined single
limit bodily injury and property damage. This coverage shall include liability for the
use of hired and non -owned apparatus.
d. Professional Liability Insurance in an amount not less than $2,000,000 per occurrence
and $6,000,000 in the aggregate. The amount of coverage may increase according to
the project value.
The General Liability and Automobile Liability insurance policies specified herein shall name
Pittsylvania County as additional insured with regard to work performed under any contract
resulting from this IFB. The Consultant shall provide Pittsylvania County with copies of
certificates of insurance coverage and proof of payment of all premiums. These certificates shall
have provisions for notifying Pittsylvania County if there is any change in liability insurance.
W. Interpretation
Words of any gender used in any Contract resulting from this RFP shall be held and construed to
include any other gender, and words in the singular number shall be held to include the plural,
and vice versa, unless the context otherwise requires.
X. Non - Collusion
The parry making the foregoing proposal hereby certifies that such proposal is genuine and not
collusive or sham; that said offeror has not colluded, conspired, connived or agreed, directly in
indirectly, with any offeror or person, to put in a sham proposal or to refrain from offering, and
has not in any manner, directly or indirectly, sought by agreement or collusion, or
communication or conference, with any person to fix the proposal price or affiant or of any
proposal, or to fix any overhead, profit or cost element of said proposal price, or of that of any
other offeror, or to secure any advantage against the County or any person interested in the
proposed contract; and that all statements in said proposal are true.
Y. Non - Discrimination
Any contract resulting from this RFP and every contract, sub - contract, or purchase order there
under shall include the following provisions according to Virginia Code 2.2 -4311:
During the performance of a contract, the Consultant agrees as follows:
a. The Consultant will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, age, or national origin, except
where religion, sex or national origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the Consultant. The Consultant
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RFP # Solid Waste Engineering Services
b. agrees to post in conspicuous places, available to employees and applicant for
employment, notices setting forth non - discrimination clause.
c. The Consultant, in all solicitations or advertisements for employees placed by or on
behalf of the Consultant, will state that such Consultant is an equal opportunity
employer.
d. Notices, advertisements, and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting the requirement.
The Consultant will include the provisions in the foregoing paragraphs a, b, and c in every
contract, subcontract, or purchase order of over $10,000, so that the provisions will be binding
upon each subconsultant or vendor associated with Pittsylvania County.
Z. Partial Invalidity
Neither any payment for, nor acceptance of, the whole or any part of the services by Pittsylvania
County, nor any extension of time, shall operate as a waiver of any provision of any Contract
resulting from this RFP, nor of any power herein reserved to Pittsylvania County, or any right to
damages herein provided, nor shall any waiver of any breach of any Contract be held to be a
waiver of any other or subsequent breach. Failure of Pittsylvania County to require compliance
with any term or condition of any Contract shall not be deemed a waiver of such term or
condition nor a waiver of the subsequent enforcement thereof.
AA. Proposal Withdrawal
Any
Proposal may
be withdrawn up until the time
set above for the
opening of the
Proposal.
Any
Proposals not
so withdrawn shall constitute an
irrevocable offer
for a period of
120 days.
BB. RFP Proposal and Clarification
Pittsylvania County reserves the right to request clarification of information submitted and to
request additional information of one or more offerors. Each offeror shall examine the Request
for Proposal documents and shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries, suggestions or requests concerning interpretation, clarification or
additional information pertaining to the Request for Proposal shall be made in writing to
Pittsylvania County's Procurement Manager or Procurement Officer I or II. Pittsylvania County
shall not be responsible for oral interpretations given by any employee, representative, or others.
The issuance of a written addendum signed by Pittsylvania County's Procurement Manager or
Procurement Officer I or II is the only official method whereby interpretation, clarification, or
additional information can be given. Pittsylvania County will provide electronically or by mail
to all official RFP holders any addenda, which are issued to this Request for Proposal. Official
RFP holders are those who obtain an RFP from the Pittsylvania County Procurement Manager or
Procurement Specialist I.
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CC. Release and Ownership of Information
Pittsylvania County shall make a good faith effort to identify and make available to the
Consultant all non - confidential technical and administrative data in Pittsylvania County's
possession which Pittsylvania County may lawfully release including, but not limited to contract
specifications, drawings, correspondence, and other information specified and required by the
Consultant and relating to its work under this Contract. Pittsylvania County reserves its rights of
ownership to all material given to the Consultant by Pittsylvania County and to all background
information, documents, and computer software and documentation developed by the Consultant
in performing any Contract resulting from this RFP.
No reports, information or data given to or prepared by the Consultant under the resulting
Contract shall be made available to any individual or organization by the Consultant without the
prior written approval of Pittsylvania County, which approval Pittsylvania County shall be under
no obligation to grant.
As may be allowed by law, any information, ideas, or concepts that the County receives during
the procurement process from any offeror's written proposal, any discussion or interview with
the offeror or as a result of any portion of the procurement process for the services described in
this Request for Proposal shall become the property of Pittsylvania County. Pittsylvania County
may use this information for any purpose without compensation to the offeror from whom the
information was received.
DD. Rights and Responsibilities of Consultant
The Consultant shall indemnify, defend and hold harmless the County and its representatives
from any and all claims, suits and actions for injury or damage sustained by any person or
property from any act or omission by Consultant and /or its Consultants or employees, or anyone
else for who Consultant is or may be responsible. This section shall survive the termination this
agreement.
The Consultant in any contract resulting from this RFP shall pay all royalties and license fees
necessary for performance of the contract. The Consultant shall defend all suits or claims for
infringement of any patent rights or any other proprietary rights arising from or related to
performance of the resulting contract and shall save Pittsylvania County harmless from any and
all loss, including reasonable attorneys' fees, on account thereof.
EE. Subconsultants and Assignments
The Consultant shall not sublet or assign or transfer any interest in this Contract or any portion
thereof without the prior written consent of Pittsylvania County of which Pittsylvania County
shall be under no obligation to grant. In seeking consent for any subcontract or assignment, the
Consultant shall furnish all information required by Pittsylvania County to permit Pittsylvania
County to ascertain the qualifications of the proposed subconsultant to perform the work, and the
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Ln4, RFP # Solid Waste Engineering Services
•_ t ,� u
Consultant shall submit a copy of the subconsultant to Pittsylvania County for approval. The
subconsultant shall incorporate by reference all provisions and conditions of the Contract
resulting from this RFP.
Pittsylvania County's approval of a subconsultant shall not relieve the Consultant of any of its
responsibilities, duties or liabilities hereunder. The Consultant shall continue to be responsible
to Pittsylvania County for performance of the subconsultant and the subconsultant, for all
purposes, shall be deemed to be an agent or employee of the Consultant. Nothing in the Contract
resulting from this RFP or any subcontract shall create any contractual relationship between any
subconsultant and Pittsylvania County.
FF. Tax Exemption
The County of Pittsylvania as a public body politic and corporate of the Commonwealth of
Virginia, is exempt from any Federal excise tax and Virginia sales and use tax for purchases
made by the County.
GG. Termination
Pittsylvania County shall have the right to terminate at Pittsylvania County's convenience, with
or without cause, any Contract resulting from this RFP by specifying the date of termination in a
written notice. In this event, the Consultant shall be entitled to just and equitable compensation
for any satisfactory work completed. All work produced, and data collected shall become the
property of Pittsylvania County.
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* RFP # Solid Waste Engineering Services
EXAMPLE OF COUNTY CONTRACT FOR PROFESSIONAL SERVICES
(This document may be edited by the County)
PITTSYLVANIA COUNTY
CONTRACT AGREEMENT
FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made this day of 2013, by and between the BOARD
OF SUPERVISORS OF PITTSYLVANIA COUNTY, a political subdivision of the Commonwealth
of Virginia, hereinafter referred to as the "COUNTY'; and, , a
hereinafter referred to as "CONSULTANT ".
WHEREAS, the COUNTY desires to provide environmental services, engineering,
consulting and construction quality control /quality assurance services for the Pittsylvania County
Landfill; and
WHEREAS, CONSULTANT desires to provide environmental services, engineering,
consulting and construction quality control /quality assurance services for the Pittsylvania County
Landfill.
WITNESSETH:
IN CONSIDERATION of the mutual promises stated in this Agreement, the COUNTY and
CONSULTANT agree as follows:
ARTICLE 1
CONTRACT DOCUMENTS:
I.I. The documents listed in Section 1.2 of this Article shall constitute the contract
documents. These contract documents shall represent the entire agreement and understanding
between the parties. All other statements, discussions and negotiations, whether oral or written, are
hereby merged into these contract documents. Any oral or written understanding not incorporated in
these contract documents is not binding on any of the parties. These contract documents shall be
amended only by written instrument signed by the parties as approved. The contract documents are
presented in descending order of priority with the first document listed being of the highest priority
and governing over subsequently listed documents, in case of conflict or ambiguity.
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RFP # Solid Waste Engineering Services
1.2. The Contract Documents consist of:
1. Pittsylvania County Contract Agreement for Professional Services, between
COUNTY and CONSULTANT.
2. Pittsylvania County Request for Proposal (RFP) # dated
2013; list Addenda and dates.
3. 's proposal dated 2013 submitted in
response to RFP#
4. List supplemental documents such as hourly rates, lump sum task order
amounts, received during the RFP selection process
1.3. The Contract Documents are complementary; what is called for by one is as binding as if
required by all. In the event of a conflict between the provisions of the Contract Documents, the
provisions requiring the most exacting standard of performance shall prevail.
1.4. It is the intent of the Contract Documents to describe a functionally complete service to
be performed in strict accordance with the Contract Documents. Any labor, services, documentation,
materials, or equipment that may reasonably be inferred from the Contract Documents or from
prevailing custom or trade usage as being required to produce the intended result shall be provided
by the Consultant whether or not specifically called for without increase in the Contract Price or
Contract Times.
ARTICLE 2
THE WORK AND AGREEMENT TERM LIMITS:
2.1. CONSULTANT shall provide environmental services, engineering, consulting and
construction quality control /quality assurance services for the Pittsylvania County Landfill, as set
forth in the Statement of Work, of the RFP. All management, necessary tools, equipment,
materials, fuel, insurance, personnel, and supervision, to provide the work as described herein is to
be provided by CONSULTANT.
2.2. The CONSULTANT shall perform the task delineated in the contract documents. The
work authorized by this Agreement shall be for environmental services, engineering, consulting and
construction quality control /quality assurance services for the Pittsylvania County Landfill. The
following is delineated as the scope of services which are required of the CONSULTANT: (List
Scope)
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L RFP # Solid Waste Engineering Services
i,
2.3. This Agreement shall have a term limit of one (1) year and may be renewable for four
(4) additional one (1) year terms at the option of Pittsylvania County if additional work is needed to
update the impact models or comparable in nature to the statement of needs or scope of services in
the contract documents.
ARTICLE 3
DATES OF COMMENCEMENT:
3.1. The term of this contract shall commence upon the date of this agreement.
3.2. The CONSULTANT'S services shall be performed as expeditiously as possible and
consistent with professional skill and care and the orderly progress of the project.
3.3. Force Majeure. Neither party shall be liable hereunder by reason of any failure or
delay in the performance of its obligations hereunder (except for the payment of money) on
account of strikes, industry wide material shortages, riots, insurrection, fires, flood, storm,
explosions, earthquakes, pandemic flu, acts of God, war, governmental action and labor conditions.
In the case of an industry wide material shortage the Consultants shall provide to the County within
24 hours of Consultant's determination that there exists an industry wide material shortage, the
following: 1) a written description of the specific material alleged to be in short supply; 2) a written
list of all manufacturers, wholesalers, Consultants and/or retailers from which Consultant has
attempted to obtain, and /or contracted to obtain, said material; 3) a written description detailing all
actions taken by Cons to obtain said materials; 4) a written statement, signed by an authorized
representative of Consultant, that Consultant has used due diligence to secure said materials in the
most expeditious manner; 5) a written time frame in which Consultant anticipates that it will obtain
said materials and; 6) the County, or its authorized representative, concurs that there is an industry
wide shortage of the specific material so identified by Consultant.
ARTICLE 4
CONTRACT PRICE AND TERMS OF PAYMENT:
4.1. The COUNTY shall pay for these services out of appropriated funds.
4.2. The COUNTY agrees to pay fees as delineated in hourly fee schedules contained in the
contract documents.
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�by.& RFP#
4.3. Payments shall occur as follows:
Solid Waste Engineering Services
1. No deposit nor advance sums shall be paid;
2. Payments are due net thirty (30) days after receipt by COUNTY of an invoice to the
COUNTY for materials and services as described in Article 2;
4.4. Pursuant to Section 2.2 -4354 of the Code of Virginia, 1950, as amended, the
CONSULTANT covenants and agrees to:
1. Within seven (7) days after receipt of any amounts paid to the CONSULTANT
under this Agreement, (i) pay any subconsultant for its proportionate share of the total payment
received from the COUNTY attributable to the work under the Contract performed by such
subconsultant, or (ii) notify the COUNTY and the subconsultant, in writing, of its intention to
withhold all or part of the subconsultant's payment and the reason therefore;
2. Provide its federal employer identification number or social security number, as
applicable, before any payment is made to the CONSULTANT under the Agreement;
3. Pay interest at the legal rate or such other rate as may be agreed to in writing by the
subconsultant and the CONSULTANT on all amounts owed by the CONSULTANT that remain
unpaid after seven (7) days following receipt by the CONSULTANT of payment from the COUNTY
for work performed by the subconsultant under this Agreement; and
4. Include in its contracts with any and all subconsultants the requirements of 1, 2, and
3 above.
4.5. The parties hereby agree that any finance charge lawfully assessable against the County
for failure to pay any payment(s) pursuant to the terms of this Agreement, shall not exceed 4% per
annum, and shall only accrue from the latest date such payment was due under the applicable
provisions of this Agreement.
ARTICLE 5
RIGHTS AND RESPONSIBILITIES OF CONSULTANT:
5.1. CONSULTANT shall indemnify, defend and hold harmless the COUNTY and its
representatives from any and all claims, suits and actions for injury or damage sustained by any
person or property from any act or omission by CONSULTANT and/or its subconsultants or
employees, or anyone else for whom Consultant is or may be responsible. This section shall survive
the termination of this Agreement.
24
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RFP # Solid Waste Engineering Services
5.2. CONSULTANT shall maintain the following insurance coverage, naming COUNTY as
additional insured, during the course of this Agreement, and provide the COUNTY with certificates
of insurance for said coverage upon execution of this Agreement:
1. General Liability — in an amount not less than $1,000,000 for any occurrence
involving bodily injury, and not less than $1,000,000 for any occurrence involving
property damage. Coverage should be provided on per project/per location basis.
2. Automobile Liability Policy — in an amount not less than $500,000 combined
single limit bodily injury and property damage. This coverage shall include liability
for use of hired and non -owned vehicles; and
3. Workers' Compensation — in compliance with all states in which
CONSULTANT does business, including Coverage B Employer's Liability in not
less than the following amounts:
i. Bodily Injury by accident $100,000 for each accident;
ii. Bodily Injury by disease, $500,000 policy limit; and
iii. Bodily Injury by disease, $100,000 for each employee.
5.3. During the performance of this Agreement, CONSULTANT agrees that:
It will not discriminate against any employee or applicant for employment
because of race, religion, color, sex or national origin, age, disability, status as a
service disabled veteran, or any other basis prohibited by state law relating to
discrimination in employment except where religion, sex or national origin is a bona
fide occupational qualification reasonably necessary to the normal operation of
CONSULTANT; that it will post in conspicuous places; available to employees and
applicants for employment, notices setting forth non - discrimination practices, and
that it will state, in all solicitations or advertisements for employees placed by or on
behalf of the Consultant, that it is an equal opportunity employer. Notices,
advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient to meet this requirement; and
2. It will include the provisions of the foregoing paragraph in every subcontract
or purchase order of over $10,000.00, so that the provisions will be binding upon
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RFP # Solid Waste Engineering Services
each subconsultant or vendor.
5.4. During the performance of this Agreement, the CONSULTANT agrees to:
Provide a drug -free workplace for the CONSULTANT'S employees;
and comply with the Federal Drug Free Workplace Act.
2. Post in conspicuous places, available to employees and applicants for
employment, a statement notifying employees that the unlawful manufacture, sale,
distribution, dispensation, possession, or use of controlled substance or marijuana is
prohibited in the CONSULTANT'S workplace and specifying the actions that will be
taken against employees for violations of such prohibition;
3. State in all solicitations or advertisements for employees placed by or on
behalf of the CONSULTANT that the CONSULTANT maintains a drug -free
workplace; and
4. Include the provisions of the foregoing clauses in every subcontract or
purchase order of over $10,000, so that the provisions will be binding upon each
subconsultant or vendor.
For the purposes of this section, "drug -free workplace" means any site at which the performance
of work is done in connection with this contract awarded to the CONSULTANT, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation,
possession or use of any controlled substance or marijuana during the performance of the Contract.
5.5. CONSULTANT acknowledges that the Pittsylvania County Procurement Policy is
applicable to this Agreement.
5.6. Except as noted in the contract documents, neither this Agreement, nor any part hereof,
may be assigned or subcontracted by CONSULTANT to any other party without the express written
permission of the COUNTY.
5.7. The CONSULTANT providing goods or services to the COUNTY under this Agreement
represents and warrants to the COUNTY that it is:
1. Conforming to the provisions of the Civil Rights Act of 1964, as amended,
the Virginia Fair Employment Contracting Act of 1975, as amended, and the
Virginia Human Rights Act, as amended, where applicable.
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1= RFP # Solid Waste Engineering Services
2. Not employing illegal alien workers or otherwise violating the provisions of
the Immigration Reform and Control Act of 1986; and Virginia Code §2.2- 4311.1.
3. Complying with federal, state and local laws and regulations applicable to the
performance of the services procured; and
4. In full compliance with the Virginia Conflict of Interest Act.
5. The CONSULTANT is authorized to transact business in the Commonwealth
pursuant to Section 2.2- 4311.2 of the Code of Virginia.
5.8. In the event of a termination under section 6.1 of this Agreement, CONSULTANT
acknowledges and agrees that it shall not be entitled to any compensation in excess of the value of
the work performed plus its settlement and close -out costs. Under no circumstances shall
CONSULTANT, or any subconsultant, be entitled to anticipatory or unearned profits, unabsorbed
overhead, opportunity costs or consequential or other damages as a result of a termination under this
section. Payment to CONSULTANT of any and all sums already earned by CONSULTANT under
the terms of Article 4 constitutes CONSULTANT'S exclusive remedy for a termination hereunder.
5.9. CONSULTANT agrees that it shall keep confidential all photographs, digital imagery,
reports, information, or data given to CONSULTANT by the COUNTY as well as any photographs,
digital imagery, reports, studies, analysis, data tables, or calculations prepared by the
CONSULTANT under this Agreement. No release of any such data by the CONSULTANT shall be
made to any individual or organization without the prior written approval of the COUNTY, which
approval the COUNTY shall be under no obligation to grant. CONSULTANT further agrees that it
shall fully obtain all rights and releases to photographs, digital imagery, reports, information, or data
utilized in CONSULTANT'S final report and/or digital photo library before submission of the report
and library to the COUNTY.
5.10. CONSULTANT agrees to obtain a business license from the Pittsylvania County
Commissioner of Revenue if required by the Code of Virginia, 1950, as amended, and/or Pittsylvania
County Code.
ARTICLE 6
RIGHTS AND RESPONSIBILITIES OF COUNTY:
6.1. The COUNTY may cancel this Agreement and project for any reason upon ten (10) days
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notice. Anything contained in the Agreement to the contrary notwithstanding, a termination under
this section shall not waive any right or claim to damages which COUNTY may have with respect to
work performed by the CONSULTANT which has been completed prior to the date of termination,
and COUNTY may pursue any cause of action which it may have by law or under this Agreement on
account of such completed work.
6.2. In case of default by the CONSULTANT for failure to deliver or perform in accordance
with the Contract specifications or terms and conditions, the County may procure the articles or
services from other sources and hold the defaulting CONSULTANT responsible for any resulting
additional purchase and administrative costs including, but not limited to fees and charges of
engineers, architects, attorneys, and other professionals and all court or other dispute resolution
costs. If the completion of the contract work results in increased costs to the County, a letter will be
sent to the defaulted CONSULTANT requiring payment for additional costs. When repayment is
requested, the CONSULTANT will be removed from future bidding until the repayment has
occurred. Provided further, that the COUNTY reserves the right to debar CONSULTANT from
doing further business with the COUNTY. Failure of a CONSULTANT'S source to deliver is not
considered to be an unavoidable cause. The burden of proof rests with the CONSULTANT.
6.3. Pursuant to Section 2.2- 4343.1 of the Code of Virginia of 1950, in all invitations to bid,
requests for proposals, contracts, and purchase orders, the COUNTY does not discriminate against
faith -based organizations.
"Faith -based Organization" means a religious organization that is or applies to be a
Consultant to provide goods or services for programs funded by the block grant provided pursuant to
the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104 -193.
If CONSULTANT is a faith -based organization, then Consultant shall give to each individual
who applies for or receives goods, services, or disbursements provided pursuant to this Agreement
the following notice:
NOTICE
Pursuant to Section 2.2- 4343.1 of the Code of Virginia of 1950, as an applicant for or
recipient of goods, services, or disbursements provided pursuant to a contract between the COUNTY
and a faith -based organization, you are hereby notified as follows:
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RFP # Solid Waste Engineering Services
Neither the COUNTY'S selection of a charitable or faith -based provider of services nor the
expenditure of funds under this contract is an endorsement of the provider's charitable or religious
character, practices, or expression. No provider of services may discriminate against you on the
basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If
you object to a particular provider because of its religious character, you may request assignment to a
different provider. If you believe that your rights have been violated, please discuss the complaint
with your provider or notify the COUNTY Administrator.
ARTICLE 7
MISCELLANEOUS:
7.1. The following persons shall be contact persons for the parties, and notice given them, by
certified return receipt requested mail to the addresses shown, shall constitute valid notice under the
requirements of this Agreement:
For COUNTY:
William D. Sleeper
Pittsylvania County Administrator
P.O. Box 426
Pittsylvania County, VA 24531
With a copy to:
J. Vaden Hunt, Esquire
Pittsylvania County Attorney
P.O. Box 426
Pittsylvania County, VA 24531
2. For CONSULTANT:
The parties may amend such addresses by written notice to the opposite parry at the given
address.
29
L`
RFP # Solid Waste Engineering Services
7.2. The parties agree that this Agreement is governed by and shall be interpreted in
accordance with the laws of the Commonwealth of Virginia, and that proper venue, in the event of
litigation concerning this matter, shall be in the Circuit Court of Pittsylvania County, Virginia. The
parties agree that any litigation involving this Agreement shall be brought only in such court.
7.3. In the event that any provision of this Agreement is unenforceable, then the parties agree
that all other provisions of this Agreement have full force and effect and shall not be affected
thereby.
7.4. The CONSULTANT certifies that:
1. The bid or offer (1) was made without prior participation, understanding,
agreement, or connection with any corporation, firm or person submitting a
bid/offer for the same materials, supplies, equipment, or services with respect
to the allocation of the business afforded by or resulting from the acceptance
of the bid or proposal, (2) was in all respects fair and without collusion or
fraud, and (3) was or was intended to be competitive and free from any
collusion with any person, firm or corporation;
2. The CONSULTANT did not offer or receive any kickback from any other
bidder or Consultant, manufacturer, or subconsultant in connection with the
bid /offer on this solicitation. A kickback is defined as an inducement for the
award of a contract, subcontracts or order, in the form of any payment, loan,
subscription, advance, deposit of money, services or anything, present or
promised, unless consideration of substantially equal or greater value is
exchanged. Further, no person shall demand or receive any payment, loan,
subscription, advance, and deposit of money, services or anything of value in
return for an agreement not to compete on a public contract;
3. The CONSULTANT is not a party to nor has he participated in nor is
obligated or otherwise bound by agreement, arrangement or other
understanding with any person, firm or corporation relating to the exchange
of information concerning bids, prices, terms or conditions upon which the
contract resulting from the acceptance of his bid proposal is to be performed;
Leif.
RFP # Solid Waste Engineering Services
4. The CONSULTANT understands that collusive bidding is a violation of the
Virginia Governmental Frauds Act and federal Law, and can result in fines,
prison sentences, and civil damage awards and agrees to abide by all
conditions of these provisions; and
5. The CONSULTANT or subconsultant has not and will not confer on any
public employee having official responsibility for a procurement transaction
any payment, loan, subscription, advance, deposit of money, services or
anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value is exchanged.
7.5. CONSULTANT warrants to COUNTY that:
1. The work performed pursuant to the Agreement shall conform to all
professional principles generally accepted as standards of the industry in
the Commonwealth;
2. The CONSULTANT'S work performed shall be free of defects;
3. Any new materials and equipment furnished under this Agreement shall be
of good quality and in working condition; and
4. The CONSULTANT'S work performed shall meet all of the requirements set
forth in this Agreement.
7.6. Any reports, studies, photographs, negatives, or other documents prepared by
CONSULTANT in the performance of its obligations under this Agreement shall be remitted to the
COUNTY by the CONSULTANT upon completion, termination or cancellation of this Agreement.
CONSULTANT shall not use, willingly allow or cause to have such materials used for any purpose
other than performance of CONSULTANT'S obligations under this Agreement without the prior
written consent of the COUNTY. The COUNTY shall own the intellectual property rights to all
materials produced under this Agreement.
7.7. Any failure of the COUNTY to demand rigid adherence to one or more of the terms and
provisions as set forth in this Agreement, on one or more occasions, shall not be construed as a
waiver nor deprive the COUNTY of the right to insist upon strict compliance with the terms of this
Agreement. Any waiver of a term of this Agreement, in whole or in part, must be in writing and
31
RFP # Solid Waste Engineering Services
signed by the parry granting the waiver to be effective.
7.8. The bankruptcy, takeover or merger, outright purchase of a majority of the voting capital
stock by another organization, or other change in ownership or status of CONSULTANT, or any
assignment for the benefit of creditors shall fully obligate the newly formed organization, corporation
or legal entity to fulfill all terms and conditions of this Agreement, and to perform or supply items in
accordance with the specifications or descriptions contained herein. Should such newly formed
organization, corporation or legal entity fail to fulfill all the terms and conditions of this Agreement
or fail to perform or supply items in accordance with the specifications or descriptions contained
herein to the satisfaction of the COUNTY, the COUNTY shall have the right unilaterally to
terminate this Agreement and/or to pursue any remedy for damages and otherwise which is available
at law and in equity. The COUNTY reserves the right to enforce any subcontract directly against the
subconsultant, CONSULTANT or any newly formed organization, corporation or legal entity.
Failure of any sub - Consultant to perform shall not relieve CONSULTANT of its obligation to fulfill
the terms and conditions of this Agreement as set forth herein.
7.9. CONSULTANT and COUNTY agree that the provisions of the Contract Documents are
binding upon the parties, their employees, agents, heirs, successors and assigns.
7.10. Contractual claims and disputes shall be conducted pursuant to Section 4 -7 of the
current Pittsylvania County Procurement Policy.
7.11. Article and Paragraph headings are inserted for convenience only and are not a part of
this Agreement.
(Remainder of Page Intentionally Left Blank)
32
RFP # Solid Waste Engineering Services
WITNESS the following signatures and seals in agreement with the above terms:
PITTSYLVANIA COUNTY, VIRGINIA
By:
Dated:
By:
Dated:
Approved as to form:
COUNTY ATTORNEY
Dated:
WILLIAM D. SLEEPER
COUNTY ADMINISTRATOR
33
Existing Groundwater
Monitoring Contracts
Review of Compliance
Reports
Y Dewberry,
D ECEOWN
JUL 1 1 2013
July 10, 2013
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
RE: July 2013 - June 2014 Proposal for Phase 1 Groundwater Monitoring
Pittsylvania County Landfill, Permit No. 571
Dear Mr. Hawker:
Dewberry Engineers Inc.
551 Piney Forest Road
Danville, VA 24540 -3353
434.797.4497
434.797.4347 fax
www.dewberry.com
Dewberry Engineers Inc. (Dewberry) is pleased to present our proposal to conduct groundwater
monitoring activities for the fiscal 2013 -2014 monitoring year required under 9VAC20 -81 -250 of the
Virginia Solid Waste Management Regulations (VSWMR) at the Phase I area of the Pittsylvania County
Landfill (Facility). This proposal also includes the 2013 Groundwater Annual Report which will
summarize all of the groundwater monitoring activities as well as the accompanying laboratory
analytical results collected during the monitoring year.
This proposal reflects recent monitoring frequency changes that the Facility was allowed to pursue. The
ongoing successful collaboration between the County, Dewberry, and DEQ has allowed the Phase I
portion of the Facility to convert from quarterly to semiannual groundwater monitoring, thus translating
into a $10,000 savings to the County.
UNDERSTANDING OF THE PROJECT
The Phase I area of the Pittsylvania County Landfill Facility is currently monitoring groundwater under
the Assessment Monitoring Program (9VAC20- 81- 250.8.3) due to concentrations of certain monitoring
parameters being in exceedance of the Groundwater Protection Standards (GPS). As part of the
assessment monitoring program the Facility must conduct semiannual groundwater sampling with one
of the events being analyzed for the Table 3.1 Column -B parameter suite and the subsequent event
analyzed for Table 3.1 Column -A and for those constituents in Column -B that have previously been
detected.
A report
will be submitted to
DEQ discussing
the analytical
results and statistical analysis of the data
from the
sampling event.
Mr. Otis Hawker
Page 2
July 10, 2013
SCOPE OF SERVICES
Item I: Groundwater Monitoring
• Dewberry will perform semiannual groundwater sampling on one (1) up- gradient compliance
monitoring well MW -1A and seven (7) down gradient compliance monitoring wells (MW -3, MW-
4, MW -11, MW -13A, MW -23, MW -27, and MW -28A).
• Dewberry will perform semiannual groundwater sampling on eleven (11) performance wells:
MW- 3ANES, MW -15A, MW- 15ANES, MW -29, MW -25A, MW- 16B(S), MW- 16B(M), MW -26, MW-
30, MW- 27B(S), and MW- 28C(D).
• Dewberry will perform semiannual groundwater sampling on eight (8) sentinel wells in the
Phase I area. The sentinel wells include MW- 15BNES, MW -25C, MW- 25NES(D), MW- 16B(D),
MW- 27B(D), MW -27C, MW- 28C(S), and MW -28D.
• Dewberry will
perform semiannual
surface water sampling
at two (2) locations
along the
Banister River.
The sites are listed
in the revised permit as:
SSL -3ANES and SSL
-2.
The purge water from each sampling event will be placed in drums at each monitoring well which the
Facility has provided.
This scope also includes semiannual groundwater monitoring reports to DEQ. Each report will include:
statistical analysis, a current potentiometric map, trend graphs, summary tables, a discussion of findings
and results, conclusions and recommendations.
Dewberry will use Pace Analytical, Inc. to perform the analysis unless the County has a specific
laboratory preference.
Item II: Verification Event
In the event that a constituent is detected at a concentration which exceeds GPS or has not been
historically detected, a verification re- sample may be required. Dewberry will notify DEQ within
fourteen (14) days of the exceedance and the verification event will be conducted within the thirty (30)
day compliance period.
Item III: Groundwater Annual Report
To satisfy the requirements of 9VAC20 -81 -250 E.2.a an annual report of the groundwater monitoring
activities of the year is required. The Groundwater Annual Report (GWAR) will be prepared for
groundwater data collected during the 2013 groundwater monitoring year.
Dewberry
Mr. Otis Hawker
Page 3
July 10, 2013
Item IV: Additional DEQ Correspondence
Recent regulatory changes within the groundwater program have lead to repeated additional requests
from DEQ for technical information concerning the groundwater monitoring program at the Facility.
Dewberry will coordinate with, prepare, and provide the necessary correspondences to DEQ. This line
item does not include any extensive studies, but rather letter reports and request for additional
information correspondences.
FEES
Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly
Billing Rate Schedule (Attachment A).
Item I: Groundwater Monitoring
2nd Semiannual Event (October 2013) .......... ............................... ........................$10,000 (lump sum)
1" Semiannual Event (April 2014) ................. ............................... ........................$10,000 (lump sum)
Item II: Verification Event ...................................... ............................... (Hourly as Needed)
($1,800 hourly estimate per event)
Item III: 2013 Groundwater Annual Report (GWAR) ........................ .........................$4,500 (lump sum)
Item IV: Additional DEQ Correspondence
Total Lump Sum .................
.............. Hourly Not to Exceed $5,000
$24,500
(Does Not Include Verification Event)
The fees listed above do not include fees charged by the laboratory for analytical costs.
Laboratory Fees
Total Laboratory Estimate ................................................ ............................... $30,000
(Does Not Include Verification Re- sampling)
All laboratory fees will be paid directly by the County in order to present a 15% cost savings to the
County.
If DEQ should require adding additional wells to the monitoring program, the cost for groundwater
monitoring will be re- evaluated at that time. The terms and conditions of this amendment will be
consistent with those presented in the original agreement.
` ' Dewberr
Mr. Otis Hawker
Page 4
July 10, 2013
We appreciate your business and the opportunity to provide environmental services to Pittsylvania
County. If you should have any questions regarding any part of this proposal or the groundwater
monitoring program, please feel free to contact us.
Sincerely,
Dewberry Engineers Inc.
Thy A. Shelton
Environmental Department Manager
TAS /tas /vnl
Attachment A — Standard Hourly Rate Schedule (July 28, 2012)
cc: Mr. U Burgess — Pittsylvania County Landfill
R: \Proposal Letters \Environmental \2013 -7 -10 Pill Phase 1 GW.doc
The foregoing proposal of Dewberry Engineers Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberry%
Attachment A
STANDARD HOURLY BILLING RATE SCHEDULE
Dewberry
Engineering /Planning/ Landscape /Architecture/Surveying Services/MC Services
Hourly Rates
Principal $225.00
Admin Assistant/Professional I -11 -111- N $55.00 - $65.00 - $75.00 - $85.00
Architect I - I1- 111
$75.00 - $85.00 - $95.00
Architect IV - V - VI
$110.00 - $125.00 - $140.00
Architect V11- VIII - IX
$155.00 - $170.00 - $190. W
CADD Technician I - If - III - N
$60.00 - $70.00 - $80.00 - $90.00
Construction Administrator I - if
$95.00 - $110.00
Engineer/Planner/Landscape/MC I - I1- 111
$80.00 - $90.00 - $100.00
Engineer /Planner/Landscape/MC N - V - VI
$115.00 - $130.00 - $140.00
Engineer/Planner/Landscape /MC VII - VIII - IX
$160.00 - $175.00- ($190.00 - $200.00)
Interior Designer I - II - III- TV
$60.00 - $70.00 - $100.00- $125.00
Geographer /GIS I - 11 - II1
$70.00 - $80.00 - $90.00
Geographer /GIS N - V - VI
$100.00 - $115.00 - $130.00
Geographer /GIS VII - VIII - IX
$150.00 - $160.00 - $190.00
Resident Engineer I - it - III - IV
$75.00 - $85.00 - $100.00 - $120.00
Resident Construction Technician I - II
$55.00 - $65.00
Survey /Computor I - 11- EI
$65.00 - $75.00 - $85.00
Survey /Computor N - V - VI
$100.00 - $115.00 - $130.00
Technical Assistant I - 11- III - N- V
$50.00 - $60.00 - $70.00 - $80.00 - $90.00
Surveyor I - lI - III
$50.00 - $60.00 - $70.00
Surveyor N - V - VI
$80.00 - $90.00 - $105.00
Surveyor VII - VIII - IX
$135.00 - $150.00 - $165.00
Reimbursable Expenses
(including sub - consultants, courier, postal services, etc.) Cost + 15%
ft Dewberry
Revised July 28, 2012 Schedule STD
Subject to revision
Dewberry
v a� u V1 1—� Dewberry Engineers Inc.
551 Piney Forest Road
7 Danville, VA 24540 -3353
:JUL ) 1 2013 434.797.4497
U1 434.797.4341 fax
www.dewberry.com
July 10, 2013
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Re: July 2013 —June 2014 Proposal for Phase II Groundwater Monitoring
Pittsylvania County Landfill, Permit No. 571
Dear Mr. Hawker:
Dewberry Engineers Inc. (Dewberry) is pleased to present our proposal to conduct groundwater
monitoring activities for the fiscal 2013 -2014 monitoring year required under 9VAC20 -81 -250 of the
Virginia Solid Waste Management Regulations (VSWMR) at the Phase II area of the Pittsylvania County
Landfill (Facility). This proposal also includes the 2013 Groundwater Annual Report which will
summarize all of the groundwater monitoring activities as well as the accompanying laboratory
analytical results collected during the monitoring year.
UNDERSTANDING OF THE PROJECT
The Phase II Landfill area of the Pittsylvania County Landfill operates under Permit No. 571. The existing
permit was amended in 1996 and includes a 450 acre site, of which, 26.8 acres is the Phase II disposal
area. The Phase II disposal area was permitted and constructed in 2003. The Phase II landfill began
accepting waste in June 2005 and as a result began monitoring under the detection monitoring program
as per 9VAC20- 81- 250.8.2 until 2009.
Organic constituents were quantified during each quarterly monitoring event of 2008. Due to a
Statistically Significant Increase (SSI) over background being determined, an assessment monitoring
program was implemented during the 2nd quarter 2009 monitoring event.
The Facility is within the regulated range of proximity to down gradient wetland areas, under Section
10.1- 1408.5 Code of Virginia the Facility must conduct quarterly groundwater sampling with one of the
quarterly events being analyzed for Table 3.1 Column -B parameter suite and the remaining three
quarterly events of each monitoring year being analyzed for Table 3.1 Column -A and for those
constituents in Column -B that have previously been detected.
Mr. Otis Hawker
Page 2
July 10, 2013
SCOPE OF SERVICES
Item I: Groundwater Monitoring
• Dewberry will perform quarterly groundwater sampling on two (2) up- gradient wells
MW1A and MW101. Five (5) down gradient compliance monitoring wells: MW -102, MW -104A,
MW -108, MW -109A, and MW -110.
• Dewberry will perform quarterly groundwater monitoring on one (1) performance well labeled
MW -109A NES.
• Dewberry will perform quarterly groundwater monitoring on two (2) sentinel wells MW- 109B(s)
and MW- 109B(d)
The purge water from each sampling event will be placed in drums at each monitoring well which the
Facility has provided.
This scope also includes quarterly groundwater monitoring reports to DEQ. Each report will include:
statistical analysis, a current potentiometric map, trend graphs, summary tables, a discussion of findings
and results, conclusions and recommendations.
Dewberry will use Pace Analytical, Inc. to perform the analysis unless the County has a specific
laboratory preference.
Item II: Verification Event
In the event that a constituent which exceeds GPS or has not been historically detected, a verification
re- sample may be required. Dewberry will notify DEQ within fourteen (14) days of the exceedance and
the verification event will be conducted within the thirty (30) day compliance period.
Item III: Groundwater Annual Report
To satisfy the requirements of 9VAC 20 -81 -250 E.2.(a) an annual report of the groundwater monitoring
activities of the year is required. The Groundwater Annual Report (GWAR) will be prepared for
groundwater data collected during the 2013 groundwater monitoring year.
Item IV: Additional DEQ Correspondence
Recent regulatory changes within the groundwater program have lead to repeated additional requests
from DEQ for technical information concerning the groundwater monitoring program at the Facility.
Dewberry will coordinate with, prepare, and provide the necessary correspondences to DEQ. This line
item does not include any extensive studies, but rather letter reports and request for additional
information correspondences.
Dewberry
Mr. Otis Hawker
Page 3
July 10, 2013
FEES
Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly
Billing Rate Schedule (Attachment A).
Item
I: Quarterly
Groundwater
Monitoring
3rd Quarter Event (July 2013) ..............................
............................... .........................$4,000
(lump
sum)
4th Quarter Event (October 2013) ......................
............................... .........................$4,000
(lump
sum)
1't Quarter Event (January 2014) .......................
............................... .........................$4,000
(lump
sum)
2 "d Quarter Event (April 2014) ............................
............................... .........................$4,000
(lump
sum)
Item II: Verification Event ......................................
............................... (Hourly as Needed)
($1,800 hourly estimate per event)
Item III: 2012 Groundwater Annual Report .......
............................... .........................$4,000
(lump
sum)
Item IV: Additional DEQ Correspondence ... ........................(Hourly Not to Exceed $5,000)
TotalLump Sum ............................................................... ............................... $20,000
(Does Not Include Verification Re- sampling)
The fees listed above do not include fees charged by the laboratory for analytical costs.
Laboratory Fees
Total Laboratory Estimate ................................................ ............................... $151000
(Does Not Include Verification Event)
All laboratory fees will be paid directly by the County in order to present a 15% cost savings to the
County.
The terms and conditions of this amendment will be consistent with those presented in the original
agreement.
. Dewberry°
:.
Mr. Otis Hawker
Page 4
July 10, 2013
We appreciate your business and the opportunity to provide environmental services to Pittsylvania
County. If you should have any questions regarding any part of this proposal or the groundwater
monitoring program, please feel free to contact us.
Sincerely,
Dewberry Engineers In�ncc,.y�
Troy A. Shelton
Environmental Department Manager
TAS /tas /vnl
Attachment A— Standard Hourly Billing Rate Schedule (July 28, 2012)
cc: Mr. U Burgess— Pittsylvania County Landfill
R: \Proposal Letters \Environmental \2013 -7 -30 Pitfil Phase 2 GW.doc
The foregoing proposal of Dewberry Engineers Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberry%
Attachment A
STANDARD HOURLY BILLING RATE SCHEDULE
Dewberry
Engineering / Planning / Landscape /Architecture/Surveying Services /MC Services
Hourly Rates
Principal $225.00
Admin Assistant/Professional I - II - III - IV $55.00 - $65.00 - $75.00 - $85.00
Architect I - II - M $75.00 - $85.00 - $95.00
Architect IV - V - VI $110.00 - $125.00 - $140.00
Architect VII - VIII - IX $155.00 - $170.00 - $190.00
CADD Technician I - R - III - N $60.00 - $70.00 - $80.00 - $90.00
Construction Administrator I - II
$95.00 - $110.00
Engineer /Planner /Landscape/MC I - II - III
$80.00 - $90.00 - $100.00
Engineer /Planner/Landscape/MC IV - V - VI
$115.00 - $130.00 - $140.00
Engineer /Planner /Landscape /MC VII - VIII - IX
$160.00 - $175.00 - ($190.00 - $200.00)
Interior Designer 1- 11- III- IV
$60.00 - $70.00 - $100.00- $125.00
Geographer /GIS I - If - III
$70.00 - $80.00 - $90.00
Geographer /GIS tV - V - VI
$100.00 - $115.00 - $130.00
Geographer /GIS VII - V RI - IX
$150.00 - $160.00 - $190.00
Resident Engineer I - 11- III - IV
$75.00 - $85.00 - $100,00 - $120.00
Resident Construction Technician I- If
$55.00 - $65.00
Survey /Computor I - II - 111
$65.00 - $75.00 - $85.00
Survey /Computor IV - V - VI
$100.00 - $115.00 - $130.00
Technical Assistant I - II - [II - IV- V
$50.00 - $60.00 - $70.00 - $80.00 - $90.00
Surveyor I - II - [Ii
$50.00 - $60.00 - $70.00
Surveyor IV - V - VI
$80.00 - $90.00 - $905.00
Surveyor VII - VIII - IX
$135.00 - $150.00 - $165.00
Reimbursable Expenses
(Including sub - consultants, courier, postal services, etc.) Cost + 15%
Dewberry,
Revised July 28, 2012 Schedule STD
Subject to revision
r
COMMONWEALTH of VIRGINIA DaVDirectbaylor
Douglas W. Domenech Robert J. Weld
Secretary of Natural Resources DEPARTMENT OF ENVIRONMENTAL QUALITY Regional Director
Lynchburg Office Blue Ridge Regional Office Roanoke Office
7705 Timberlake Road WWW.deq.virginia.gov 3019 Peters Creek Road
Lynchburg, Virginia 24502 Roanoke, Virginia 24019
(434) 582 -5120 (540) 562 -6700
Fax (434) 582 -5125 Fax (540) 562 -6725
August 13, 2013 n =O E O V IE Fn
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24532
No DEFICIENCY LETTER
Re: Pittsylvania County Landfill - SWP 571
Unannounced Compliance Inspection — July 22, 2013
Dear Mr. Hawker:
AUG 14 2013
On July 22, 2013 the Virginia Department of Environmental Quality Blue Ridge
Regional Office in Lynchburg conducted an inspection of the solid waste management facility
operating under SWP 571. During this inspection, the facility was evaluated for compliance with
the Virginia Waste Management Act, Virginia Solid Waste Management Regulations (9VAC20-
81-10 et seq,) and the SWP 571.
During the
inspection no apparent violations
of your SWP 571, or 9VAC20 -81 -10 et seq
were observed. A
copy of the
inspection checklist is enclosed.
If you have any questions, please contact Mal Lafoon at (434) 582 -6248 or by e-mail at
Malvin.Lafoon@deg.virgi'ni*a.gov.
deo.vireinia.gov.
Sincerely,
Elizabeth A. Lohman
Land Protection Program Team Leader
cc: DEQ — ECM Compliance File
Run Date: 12- AUG -13 Commonwealth of Virginia Permit No.: SWP571
02:55:07 PM Department of Environmental Quality Insp. Date: 22- JUL -13
Facility Name: Pittsylvania Co - Sanitary Landfill
Region: South Central Regional Office
Inspected By: Lafoon, Malvin D
Reference
Description
Sanitary Landfill [SW]
Inspection Report
Permit No.: SWP571
Inspection Date: 22-JUL -13
S I A V O
10.1 - 1408.1
Disclosure Statement
!14
0
10.1- 1408.2
Operator Certification
II
X
0
20 -70 -10 et seq.
Financial Assurance
IIjxJ
10
20 -90 -10 et seq.
Permit Action Fees
II
0
20 -81 -80
Waste Assessment Program
1
0
20 -81 -100.8
Compliance with the facility's permit
II
0
20- 81 -100.E
Unauthorized waste program and inspection
II
X
0
20 -81 -130
Facility design / construction
I
0
20- 81- 140.A.1,4
Safety and fire control
II
X
0
20- 81- 140.A.6
Pollutant discharge
III
X
0
20- 81- 140.A.7
Stormwater control system maintenance
11
X
0
20- 81- 140.A.8114 -15
Facility operation, maintenance, and training
II
X
0
20- 81- 140.A.9 -13
Hazard and nuisance control
I
X
0
20- 81- 140.A.16
Facility self inspections
1
0
20- 81- 140.A.17
Record maintained of waste received and processed
1
0
20 -81 -140.8
Compaction, cover & working face
I
X
0
20 -81 -160
Closure requirements
II
0
20 -81 -170
Post - closure care requirements
"I
I
1
0
20- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
II
X
20- 81 -200.0
Decomposition gas - remediation
III
20- 81 -200.D
Decomposition gas -odor management
1
20 -81 -210
Leachate control
II
X
20 -81 -250
Groundwater monitoring program
II
X
20 -81 -260
Corrective action program
II
X
20- 81-485
Operations Manual
20 -81 -530
Permittee recordkeeping and reporting
#X1
20 -81- 610 -660
Special Waste
S = Severity Level I = Inspected A= Area of concern
Page 1 of 3
V = Alleged violation O = Occurrences
Run Date: 12- AUG -13
Commonwealth of Virginia
Permit No.:
SWP571
02:55:07 PM
Department of Environmental Quality
Insp. Date:
22-JUL-13
Sanitary Landfill [SW]
General Comments
Reference Comments
10.1- 1408.1
Disclosure statement - An updated disclosure statement is on file at BRRO Lynchburg. There have not
been any changes that have rendered the DS invalid.
10.1 - 1408.2
Operator certification - The facility has two certified landfill operators:
Mr. Lester Burgess .... Carl. # 4605002929.... Expires November 30, 2014
Mr. Darryl Dunford .... Carl. # 4605001979.... Expires November 30, 2013
0 -70 -10 et se
Financial Assurance - The facility is in Financial Assurance compliance until December 30, 2013.
0- 81 -100.E
Unauthorized waste program and inspection -
The facility is conducting at least one unauthorized waste load inspection daily. The load inspection forms
were reviewed for April 2013 through June 2013 and appeared adequate:
Month ....... # of inspections ..... # of Loads
April .............. 23 ................... 1154
May.- ........... 26 .....................858
Jun e..... .......25 ...................... 8 64
1- 140.A.1,4
140.A.1 - Twice a month safety training materials and attendance records were reviewed for April, May
and June 2013.
140.A.4 - No indication of open burning on or near the waste cells was observed.
1- 140.A.6
Pollutant discharge - No leachate, pollutants or other solid waste as described under subsections
[0-81-140.A.8,14-15
140.A.6.a throw h 140.A.6.d were observed entering surface waters or wetlands at the facilit .
1- 140.A.7
Stormwater control system maintenance - Sediment basin number three was cleaned out and the riser is
holding water to the dewatering structure. The slopes of Phase 2 Cell A have been seeded and some
rass was observed.
Facility operation, maintenance, and training - All the equipment was in working order. The compactor,
excavator, and loaders were observed in operation at the working face.
0- 81-
140.A.9
-13
Hazard and nuisance control -No blowing litter or mud on the roads was observed during the inspection.
0 -81 -140.6
Compaction, cover & working face - The working face was 25'X 200'. The waste is being placed in the
working face of Phase II, Cell A in the south area and is being filled in a north easterly direction.
0- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
200. A - Second quarter 2013 landfill gas (LFG) monitoring was conducted on May 13, 2013. No
exceedance of the lower explosive limit (LEL) for methane was reported at the facility boundary probes
for either event. No levels reaching the 80% action level were reported.
200. E - Records of the May 13, 2013 monitoring event were checked during the ins action.
0 -81 -210
Leachate control system and monitoring - The records for May 2013 through June 2013 were reviewed.
The records showed that 176,484 gallons of leachate were pumped from Pump 1 and 188,244 gallons
were pumped from Pump 2. The facility pumps the leachate from the leachate pond and hauls to the
Pitts Ivania Countv Service Authority WWTP located near the Town of Chatham.
0 -81 -250
Groundwater monitoring program
During the inspection the newly installed monitoring . wells in Phase I area were observed. All wells were
equipped with a lock. All wells were found to be stable and indentified. Wells observed in order of
observation: MW -28D, MW -27C, MW -25C, and MW- 15BNES.
The facility submitted a well abandonment report for MW -5, MW -13, MW-15, MW -16 MWA6A, MW-
,
18, MW -19, MW -21, MW -25, MW -28, and MW -28B, on June 6, 2013 which was within the Permit -
established submission timeframe.
The facility submitted a well instillation report for MW- 15BNES, MW -25C, MW -27C, and MW -28D on
June 11, 2013 which was within the required regulatory timeframe.
0 -81 -260
Corrective action program -The facility submitted its 2012 CASE report on May 31, 2012, which fell
inside the re uired Permit - established submission timeframe.
0 -81- 610 -660
Special Waste
640- One load of tires was hauled to Emanuel Tire on May 1, 2013.
650- The collected metals and white goods are hauled to Auto Cycle. A 0.61 ton load of metal was
hauled on May 14, 2013, 1.23 ton load of metal was hauled on May 8, 2013, and a 0.48 ton load of metal
was hauled on May 9, 2013.
Overall Inspection Comments
Compliance Evaluation Inspection -CEI BRRO Solid Waste Inspector Mal Lafoon arrived at the Pittsylvania County Sanitary landfill at 10:30
am on July 22, 2013 for an unannounced inspection. He was greeted by Ms. Vicky Medford and Hugh Kelly, at the facility office. A site
inspection was conducted with Mr. Kelly. An exit interview was held with Mr. Kelly at the end of the inspection.
Page 2 of 3
RinDate: 12-AUG-13
Commonwealth of Virginia
Permit No.:
SWP571
02:55:07 PM
Department of Environmental Quality
Insp. Date:
22- JUL -13
The weather was cloudy and hot with the temperatures the 90's. Time of departure 1:30 pm.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
appropriate action to meet compliance, or if there is other information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act ( Va.Code 2.2 -4000 at seq). If informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
the APA on whether or not a violation has occurred.
Page 3 of 3
(9 12�uvLF=
MAY 3 0 2013
COMMONWEALTH of VIRGINIA
Douglas W. Domenech
Secretary of Natural Resources DEPARTMENT OF ENVIRONMENTAL QUALITY
Lynchburg Office Blue Ridge Regional Office
7705 Timberlake Road WWW.deq.virginia.gov
Lynchburg, Virginia 24502
(434) 582 -5120
Fax(434)582 -5125
May 29, 2013
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24532
NO DEFICIENCY LETTER
Re: Pittsylvania County Landfill - SWP 571
Unannounced Compliance Inspection — April 29, 2013
Dear Mr. Hawker:
David K. Paylor
Director
Robert J. Weld
Regional Director
Roanoke Office
3019 Peters Creek Road
Roanoke. Virginia 24019
(540) 562 -6700
Fax (540) 562-6725
On April 29, 2013 the Virginia Department of Environmental Quality Blue Ridge
Regional Office in Lynchburg conducted an inspection of the solid waste management facility
operating under SWP 571. During this inspection, the facility was evaluated for compliance with
the Virginia Waste Management Act, Virginia Solid Waste Management Regulations (9VAC20-
81 -10 et seq,) and the SWP 571.
During
the
inspection no apparent
violations of your SWP 571, or 9VAC20 -81 -10 et seq
were observed.
A
copy of the
inspection
checklist is enclosed.
If you have any questions,
please contact
me at (434)
582 -6248 or by e -mail at
Malvin.
Lafoon(i4deq.
virizmia.
gov.
Sincerely,
Mal Lafoon
Solid Waste Inspector
cc: DEQ ECM Solid Waste Files
Run Date: 21- MAY -13
Commonwealth of Virginia
Permit No.:
SWP571
08:52:59 AM
Department of Environmental Quality
Insp. Date:
29-APR -13
Facility Name: Pittsylvania Co - Sanitary Landfill
Region: South Central Regional Office
Inspected By: Lafoon, Malvin D
Reference
Description
Sanitary Landfill fSW]
Inspection Report
Permit No.: SWP571
Inspection Date: 29-APR -13
SIAVO
10.1- 1408.1
Disclosure Statement
I
IX
1
10
10.1- 1408.2
Operator Certification
I 111XI
111X
1
10
20 -70 -10 et seq.
Financial Assurance
I 111XI
111X
1
10
20 -90 -10 et seq.
Permit Action Fees
I II
0
20 -81 -80
Waste Assessment Program
0
20 -81 -100.13
Compliance with the facility's permit
0
20- 81 -100.E
Unauthorized waste program and inspection
0
20-81 -130
Facility design / construction
tx
0
20- 81- 140.A.114
Safety and fire control
If
0
20- 81- 140.A.6
Pollutant discharge
0
20- 81- 140.A.7
Stormwater control system maintenance
0
20- 81- 140.A.8,14 -15
Faci lity operation, maintenance, and training
II
X
0
20- 81- 140.A.9 -13
Hazard and nuisance control
I
X
0
20- 81- 140.A.16
Facility self inspections
I
X
0
20- 81- 140.A.17
Record maintained of waste received and processed
I
X
0
20 -81 -140.13
Compaction, cover & working face
I
X
0
20-81 -160
Closure requirements
II
0
20 -81 -170
Post - closure care requirements
II
0
20- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
II
X
0
20- 81 -200.0
Decomposition gas - remediation
III
0
20 -81 -200.13
Decomposition as -odor management
I
0
20-81 -210
Leachate control
II
X
0
20-81 -250
Groundwater monitoring program
II
X
0
20 -81 -260
Corrective action program
it
X
0
20- 81-485
Operations Manual
II
0
20-81 -530
Permittee recordkeeping and reporting
II
0
20- 81-610 -660
Special Waste
11
0
S = Severity Level I = Inspected A= Area of concern
Pagel of 3
V = Alleged violation O = Occurrences
Run Date: 21- MAY -13 Commonwealth of Virginia
08:52:59 AM Department of Environmental Quality
Sanitary Landfill [SW]
General Comments
Reference Comments
Permit No.: SWP571
Insp. Date: 29- APR -13
10.1- 1408.1
Disclosure statement - An updated disclosure statement is on file at BRRO Lynchburg. There have not
been any changes that have rendered the DS invalid.
10.1 - 1408.2
Operator certification - The facility has two certified landfill operators:
Mr. Lester Burgess .... Carl. # 4605002929.... Expires November 30, 2014
Mr. Darryl Dunford .... Carl. # 4605001979.... Expires November 30, 2013
0 -70 -10
et
se g.
Financial Assurance - The facility is in Financial Assurance compliance until December 30, 2013.
0- 81 -100.E
Unauthorized waste program and inspection -
Unauthorized waste training was conducted on December 19, 2012. The facility is conducting at least
one unauthorized waste load inspection daily. The load inspection forms were reviewed for February
2013 through March 2013 and appeared adequate:
Month ....... # of Loads ..... # of inspections
February ......... 964 .............32
March ....... ...... 948 ............. 35
0.81- 140.A.1,4
Safety and fire control - The facility holds twice a month safety meetings which are conducted for landfill
personnel. The safety meetings were held on: February 21, 2013, March 28 and 29, 2013.
0- 81- 140.A.6
Pollutant discharge - No leachate or solid waste was observed draining or deposited on surface water or
wetlands at the facility as described under subsections 140.A.6. a through 140.A.6.d.
0.81- 140.A.7
The outfall for the sediment basin (SB) on the north east side of the landfill was cleaned and a slope
drain running from the borrow area was installed on the south end of the basin. The SB on the west side
of the landfill was holding water to the dewatering pipe. The SB behind dosed Cell 1 weir structure looks
good with no signs of washing. The SB behind the garage is holding water to the dewater pipe on the
riser.
0- 81- 140.A.8114 -15
Facility operation, maintenance, and training - All the equipment was in working order. A new engine was
installed in the 973 loader the week before the inspection.
0- 81- 140.A.9 -13
Hazard and nuisance control
140. 9 No blowing litter was observed during the inspection.
140.12 There was some mud on the roads due to recent rains but all the roads were passable.
0- 81- 140.A.16
Facility self inspections - The facility self inspection reports for February 2013 through March 2013 were
reviewed and were complete. The facility inspects the following on a weekly basis: erosion and sediment
conditions; road conditions; leachate collection system and equipment reventive maintenance.
0- 81- 140.A.17
Record maintained of waste received and processed - The facility provided information showing the total
monthly tonnage of waste received:
Date ...............Monthly Tonnage ...... .......... Daily Average Tonnage
February ........... 3776.12 ....... .........................125.87
March ............... 3075.51 ................................. 102.52
The tonnages reported were below the 150 tons per day permitted limit.
0 -81 -1403
Compaction, cover & working face - The working face was 50'X 200' including a dump lane. The waste
is being laced in the working face on the south area of Phase 11, Cell A.
0- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
200. A - First quarter 2013 landfill gas (LFG) monitoring was conducted on February 20, 2013. The
second quarter LFG monitoring is scheduled for later part of May.
200. E - Records of the February 20, 2013 monitoring event were checked during the last inspection.
0 -81 -210
Leachate control system and monitoring - The records for February 2013 through March 2013 were
reviewed. The records showed that 194,292 gallons of leachate were pumped from Pump 1 and 460,404
gallons were pumped from Pump 2. The facility pumps the leachate from the leachate pond and hauls to
the Pitts Ivania County Service Authority W WTP located near the Town of Chatham.
0 -81 -250
Groundwater monitoring program - The facility submitted the Phase 11 2012 annual groundwater
monitoring report ( AGWMR) on February 13, 2013, which was within the required regulatory time frame.
The Phase 12012 AGWMR was submitted on March 11, 2013 and is currently under review.
The 2013 First quarter GPS exceedance for the Phase II Laboratory report and the exceedance
notification was received by DEQ on March 6, 2013 which was within the required regulatory timeframe.
0 -81 -260
Corrective action program - The facility submitted its 2012 Correction Action Site Evaluation (CASE) for
Phase I on May 31, 2012. The review letter was issued on April 4, 2013.
Overall Inspection Comments
Compliance Evaluation Inspection -CEI BRRO Solid Waste Inspector Mal Lafoon arrived at the Pittsylvania County Sanitary landfill at 12:50
Page 2 of 3
Run Date: 21- MAY -13 Commonwealth of Virginia
08:52:59 AM Department of Environmental Quality
Permit No.: SWP571
Insp. Date: 29- APR -13
pm on April 29, 2013 for an unannounced inspection. He was greeted by Mr. L.J. Burgess, Landfill Manager, and Licensed Operator, at
the facility office. An exit interview was held with Mr. Burgess at the and of the inspection.
The weather was cloudy and cool with the temperatures the 50's. Time of departure 3:15 pm.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report Is incorrect, if you have taken
appropriate action to meet compliance, or if there is other Information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report Is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act (Va.Code 2.24000 at seq). If Informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fad finding under
the APA on whether or not a violation has occurred.
Page 3 of 3
cm
COMMONWEALTH of VIRGINIA
Douglas W. Domenech
secretary of Natural Resources DEPARTMENT OF ENVIRONMENTAL QUALITY
Lynchburg Office Blue Ridge Regional Office
7705 Timberlake Road www.deq.virginia.gov
Lynchburg, Virginia 24502
(434) 582 -5120
Fax(434)582 -5125
April 2, 2013
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24532
NO DEFICIENCY LETTER
Re: Pittsylvania County Landfill - SWP 571
Unannounced Compliance Inspection — February 25, 2013
Dear Mr. Hawker:
David K. Paylor
Director
Robert J. Weld
Regional Director
Roanoke Office
3019 Peters Creek Road
Roanoke, Virginia 24019
(540) 562 -6700
Fax(540)562 -6725
On February 25, 2013 the Virginia Department of Environmental Quality Blue Ridge
Regional Office in Lynchburg conducted an inspection of the solid waste management facility
operating under SWP 571. During this inspection, the facility was evaluated for compliance with
the Virginia Waste Management Act, Virginia Solid Waste Management Regulations (9VAC20-
81-10 et seq,) and the SWP 571.
During
the
inspection no apparent violations
of your SWP 571, or 9VAC20 -81 -10 et seq
were observed.
A
copy of the
inspection checklist is enclosed.
If you have any questions,
please
contact me at (434)
582 -6248 or by e -mail at
Malvin.
Lafoon2deq.vir
inia.gov.
Sincerely,
Mal La oon !r.
Solid Waste Inspector
cc: BRRO- Lynchburg Solid Waste Files SWP 571 - Compliance File
Run date: 02- APR -13
Commonwealth of Virginia
Permit No.:
SWP571
11:27:56AM
Department of Environmental Quality
Insp. Date:
25- FEB -13
Facility Name: Pittsylvania Co - Sanitary Landfill
Region: South Central Regional Office
Inspected By: Lafoon, Malvin D
Reference
Description
Sanitary Landfill [SW]
Inspection Report
Permit No.: SWP571
Inspection Date: 25- FEB -13
SIAVO
10.1- 1408.1
Disclosure Statement
I
IX
1
10
10.1- 1408.2
Operator Certification
I 111XI
111X
1
10
20 -70 -10 at seq.
Financial Assurance
I II
X
1
10
20 -90 -10 at seq.
Permit Action Fees
I 111XI
111X
1
10
20 -81 -80
Waste Assessment Program
I IX
1
10
20 -81 -100.6
Compliance with the facility's permit
II
0
20- 81 -100.E
Unauthorized waste program and inspection
II
X
0
20-81 -130
Facility design / construction
I
X
0
2D- 81- 140.A.114
Safety and fire control
II
X
0
20- 81- 140.A.6
Pollutant discharge
III
X
0
20- 81- 140.A.7
Stormwater control system maintenance
II
X
0
20- 81- 140.A.8,14 -15
Facility operation, maintenance, and training
I 111XI
111X
1
0
20- 81- 140.A.9 -13
Hazard and nuisance control
IX
0
20- 81- 140.A.16
Facility self inspections
I
X
0
20- 81- 140.A.17
Record maintained of waste received and processed
I
X
0
20 -81 -140.6
Compaction, cover & working face
I
X
0
20-81 -160
Closure requirements
II
0
20 -81 -170
Post - closure care requirements
11
0
20.81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
If
X
0
20- 81 -200.0
Decomposition gas- remediation 11111111
0
20 -81 -200.1)
Decomposition gas -odor management 1
11
1
1
10
20 -81 -210
Leachate control
II
X1
I
0
20 -81 -250
Groundwater monitoring program
II
X1
1
0
20-81 -260
Corrective action program
11
X
0
20- 81-485
Operations Manual
II
X
0
20 -81 -530
Permittee recordkeeping and reporting
II
0
20-81- 610 -660
Special Waste Ej
111X 111XI
1
101
S = Severity Level I = Inspected A= Area of concern
Page 1 of 3
V = Alleged violation O = Occurrences
Run Date! 02- APR -13 Commonwealth of Virginia Permit No.: SWP571
11:27:56 AM Department of Environmental Quality Insp. Date: 25- FEB -13
Sanitary Landfill [SW]
General Comments
Reference Comments
10.1- 1408.1
Disclosure statement - An updated disclosure statement is on file at BRRO Lynchburg. There have not
been any changes that have rendered the DS invalid.
10.1- 1408.2
Operator certification - The facility has two certified landfill operators:
Mr. Lester Burgess.... Cart. # 4605002929.... Expires November 30, 2014
Mr. Darryl Dunford .... Cart. # 4605001979.... Expires November 30, 2013
0 -70 -10 at seg.
Financial Assurance - The facility is in Financial Assurance compliance until December 30, 2013.
0 -81 -80
Waste Assessment Program - The facility is reminded that the Solid Waste Information and Assessment
(SWIA) Reporting Form DEQ 50-25 needs to be submitted by March 31, 2013. The online form is
available and can be accessed at https: // node. deq. virginia .gov /SWIAWebApp /login.jsp.
0 -81 -100.11
Unauthorized waste program and inspection -
Unauthorized waste training was conducted on December 19, 2012. The facility is conducting at least
one unauthorized waste load inspection daily. The inspections appear to be random. The load inspection
forms were reviewed for November 2012 through January 2013 and appeared adequate:
Month ....... # of Loads ..... # of inspections
November ........ 926 ..............26
December ....... 872 ..............29
January ............ 788 ..............30
0 -81 -130
Facility design / construction - The Construction Quality Assurance (CQA) documentation for Phase II
Cell B was approved by DEQ on January 9, 2013.
0.81- 140.A.114
Safety and fire control - The facility holds twice a month safety meetings which are conducted for landfill
personnel. The safety meetings were held on: November 26 and 28, 2012, December 6 and 19, 2012
and January 3 and 17, 2013.
0- 81- 140.A.6
Pollutant discharge - No leachate, pollutants or other solid waste as described under subsections
140.A.6.a through 140.A.6.d were observed entering surface waters or wetlands at the facility.
0- 81- 140.A.7
Stormwater control system maintenance - The sediment basins located on both sides of the active
landfill were holding water to the dewatering devices. The ditches running on the west side of the active
landfill and were open, clear of debris and stabilized with vegetation.
0- 81- 140.A.8,14 -15
Facility operation, maintenance, and training - All equipment was in working order during the inspection.
The compactor, excavator, and loaders were observed in operation at the working face.
0- 81- 140.A.16
Facility self inspections - The facility self inspection reports for November 2012 through January 2013
were reviewed and were complete. The facility inspects the following on a weekly basis: erosion and
sediment conditions; road conditions; leachate collections stem and equipment reventive maintenance.
0- 81- 140.A.17
Record maintained of waste received and processed - The facility provided information showing the total
monthly tonnage of waste received:
Date ...............Monthly Tonnage ................ Daily Average Tonnage
November ............. 3192.66 .......................... 106.42
December .............. 2722.18. ..........................90.74
January ................... 2440.25 ........................... 81.34
The tonnages reported were below the 150 tons per day permitted limit
0.81 -140.13
Compaction, cover & working face - The working face was 100'X 100' with a 100'x 16' dump lane. The
waste is being laced in the working face on the south area of Phase II, Cell A.
0- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
200. A - First quarter 2013 landfill gas (LFG) monitoring was conducted on February 20, 2013. No
exceedances of the tower explosive limit (LEL) or levels reaching the 80% action level for methane were
reported at the gas boundary probes. No LFG levels were reported requiring action in the facility or off
site.
200. E - Records of the February 20, 2013 monitoring event were available for review at the facility's
office /scale house at the time of the inspection. All required information on the gas monitoring log was
recorded.
0 -81 -210
Leachate control system and monitoring - The records for November 2012 through January 2013 were
reviewed. The records showed that 426,552 gallons of leachate were pumped from Pump 1 and 488,712
gallons were pumped from Pump 2. The leachate pond was observed and looked well below the storage
capacity. The facility pumps the leachate from the leachate pond and hauls to the Pitts Ivania County
Page 2 of 3
Run Dater 02- APR -13
Commonwealth of Virginia
Permit No.:
SWP571
11:27:56 AM
Department of Environmental Quality
Insp. Date:
25- FEB -13
Sanitary Landfill [SW]
General Comments
Reference Comments
Overall Inspection Comments
Compliance Evaluation Inspection -CEI BRRO Solid Waste Inspector Mal Lafoon arrived at the Pittsylvania County Sanitary landfill at 10:00
AM on February 25, 2013 for an unannounced inspection. He was greeted by Mr. L.J. Burgess, Landfill Manager, and Licensed Operator, at
the facility office. An exit interview was held with Mr. Burgess at the end of the inspection.
The weather was cloudy and cold with the temperatures the 40's. Time of departure 12:30 pm.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
appropriate action to meet compliance, or If there is other information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act (Va.Code 2.2 -4000 at seq). If informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
the APA on whether or not a violation has occurred.
Page 3 of 3
Service Authority W WTP located near the Town of Chatham.
0-81 -250
Groundwater Monitoring Program -
The Phase II compliance well network was checked during the inspection. All wells were locked, marked
and had stable pads. Wells observed in order of observation: MW -10, MWAA, MW -102, MW -103,
MW -108. MW -109A, MW -1098, MW -109C, MW -104A, MWA 10, MW -10 and MW -105.
The 2012 4th quarter GPS exceedance for the Phase II Laboratory report was dated October 26, 2012
and the exceedance notification was received by DEQ on November 14, 2012 which was within the
required regulatory timeframe.
0 -B1 -260
Corrective action program
Since this facility is subject to a corrective action program [9 VAC 20 -81 -260], you may consider
requesting a variance from the requirement to submit semi - annual groundwater monitoring reports [9
VAC 20- 81- 250.B.3.f.(3).(1b).] as a means of reducing your regulatory reporting burden. Additional
information on the Reporting Reduction Variance petition can be found under the Groundwater
Frequently Asked Questions (FAQ) at:
hftp://www.deq.virginia.gov/Programs/LandProtectionRevitalization/SolidHazardousWasteRegulatoryProg
ams/ SolidWaste /GroundwaterMonilorin .as x
0-81 -485
Operations Manual - The operations manual was observed in place and was certified updated on
December 13, 2012.
0 -81- 610 -660
Special Waste - One load of tires was hauled to Emanuel Tire on December 19, 2012.
Overall Inspection Comments
Compliance Evaluation Inspection -CEI BRRO Solid Waste Inspector Mal Lafoon arrived at the Pittsylvania County Sanitary landfill at 10:00
AM on February 25, 2013 for an unannounced inspection. He was greeted by Mr. L.J. Burgess, Landfill Manager, and Licensed Operator, at
the facility office. An exit interview was held with Mr. Burgess at the end of the inspection.
The weather was cloudy and cold with the temperatures the 40's. Time of departure 12:30 pm.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
appropriate action to meet compliance, or If there is other information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act (Va.Code 2.2 -4000 at seq). If informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
the APA on whether or not a violation has occurred.
Page 3 of 3
�s;° AUG 2 9 2012 La
✓_/i
David K. P- y or
COMMONWEALTH of VIRGI IA_____ n e . l
Douglas W. Domenech
secretary of Natural Resources DEPARTMENT OF ENVIRONMENTAL QUALITY
Lynchburg Office Blue Ridge Regional Office
7705 Timberlake Road www.deq.virginia.gov
Lynchburg, Virginia 24502
(434) 582 -5120
Fax(434)582 -5125
August 27, 2012
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24532
NO DEFICIENCY LETTER
Re: Pittsylvania County Landfill - SWP 571
Unannounced Compliance Inspection — August 13, 2012
Dear Mr. Hawker:
Robert 1. Weld
Regional Director
Roanoke Office
3019 Peters Creek Road
Roanoke, Virginia 24019
(540) 562 -6700
Fax (540) 562-6725
On August 13, 2012 the Virginia Department of Environmental Quality Blue Ridge
Regional Office in Lynchburg conducted an inspection of the solid waste management facility
operating under SWP 571. During this inspection, the facility was evaluated for compliance with
the Virginia Waste Management Act, Virginia Solid Waste Management Regulations (9VAC20-
81-10 et seq) and the SWP 571.
During
the
inspection no apparent violations
of your SWP 571, or 9VAC20 -81 -10 et seq
were observed.
A
copy of the
inspection checklist
is
enclosed.
If you have any questions,
please contact me
at (434)
582 -6248 or by e-mail at
Malvin.Lafoon@deg.virginia.gov.
Sincerely,
Mal L on Jr.
Solid Waste Inspector
cc: BRRO- Lynchburg Solid Waste Files SWP 571 - Compliance File
03:32:40 PM Department of Environmental Quality
Sanitary Landfill [SW]
Inspection Report
Facility Name: Pittsylvania Co- Sanitary Landfill
Region: South Central Regional Office
Inspected By: Lafoon, Malvin D
Reference Description
Insp. Date: 13- AUG -12
Permit No.: SWP571
Inspection Date: 13- AUG -12
SIAVO
10.1- 1408.1
Disclosure Statement
I X
0
10.1- 1408.2
Operator Certification
II
X
0
20 -70 -10 at seq.
Financial Assurance
IIIXI
I
10
20 -90 -10 at seq.
Permit Action Fees
III
I
1
0
20 -81 -80
Waste Assessment Program
I
0
20- 81 -100.B
Compliance with the facility's permit
II
0
20- 81 -100.E
Unauthorized waste program and inspection
II
X
0
20-81 -130
Facility design / construction
11
1
0
20- 81- 140.A.1,4
Safety and fire control
I IIIxj
0
20- 81- 140.A.6
Pollutant discharge
11111
1
0
20- 81- 140.A.7
Stormwater control system maintenance
1 II
XI
1
0
20- 81- 140.A.8114 -15
Facility operation, maintenance, and training
1 II
X1
1
0
20- 81- 140.A.9 -13
Hazard and nuisance control
I I
X
0
20- 81- 140.A.16
Facility self inspections
I I
X
0
20- 81- 140.A.17
Record maintained of waste received and processed
I I
X
0
20-81 -140.6
Compaction, cover & working face
I I
X
0
20 -81 -160
Closure requirements
1 II
10
20-81 -170
Post - closure care requirements 1
II
10
20- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
II
X 1
10
20- 81 -200.0
Decomposition gas- remediation 1111
0
20- 81 -200.D
Decomposition gas -odor management
1
0
20 -81 -210
Leachate control
II
X
0
20 -81 -250
Groundwater monitoring program
II
X
0
20-81 -260
Corrective action program
II
X
0
20 -81 -485
Operations Manual
11
X
0
20 -81 -530
Permittee recordkeeping and reporting
11
0
20- 81-610 -660
Special Waste
II
X
0
S = Severity Level I = Inspected A= Area of concern
Page 1 of 3
V = Alleged violation O = Occurrences
03:32:40 PM Department of Environmental Quality Insp. Date: 13- AUG -12
Sanitary Landfill [SW]
General Comments
Reference Comments
10.1- 1408.1
Disclosure Statement - The facility disclosure statement lists the following key personnel:
William D. Sleeper
Otis S. Hawker
Lester J. Burgess
Darrell L. Dunford
Hugh T. Kelly
10.1- 1408.2
Operator certification - The facility has two certified landfill operators:
Mr. Lester Burgess .... Cert. # 4605002929.... Expires November 30, 2012
Mr. Daqyl Dunford .... Cert. # 4605001979.... Expires November 30, 2013
20 -70 -10 et se g.
Financial Assurance - The facility is in financial assurance (FA) compliance until December 30, 2012.
20-81-100.E
Unauthorized waste program and inspection - The facility is conducting at least one unauthorized waste
load inspection daily. The inspections appear to be random and not just one or two of the same haulers.
The load inspection forms were reviewed for June 2012 through July 2012 and appeared adequate:
Month ....... # of Loads ..... # of inspections
June ................. 961 .................... 32
July ....... ..... . ...... 1074 .................. 28
0- 81- 140.A.1,4
Safety and fire control - The facility holds twice a month safety meetings which are conducted for landfill
personnel. The safety meetings were held on: June 26, 2012 the topic of the meeting was P.P.E., and
July 12, 2012 the topic was hot weather, snakes, and stinging insects.
20$1- 140.A.7
Stormwater control system maintenance - The sediment basin located on the east of the active landfill
had a new dewatering device installed and was holding water to that level. All stormwater channels were
open and clear of debris so that runoff could flow freely.
20- 81- 140.A.8314 -15
Facility operation, maintenance, and training
140. A.B. An attendant was on duty at the scale house during the inspection. The gate is equipped with a
lock. The facility has a fence around the property and a gate at the entrance.
140. A.15 All equipment was in working order during the inspection. The equipment includes; Cat 836
compactor, Cat 816 compactor, Cat 973 track loader, 312 excavator and CAT D7. The facility also has a
water truck that was in operation during the inspection.
20- 81- 140.A.9 -13
Hazard and nuisance control
140.A.9 The litter was scheduled for pick up by county inmates during the inspection.
140.A.10. There were no odors or vectors that would constitute a nuisance or hazard.
140.A.11. There is no salvaging allowed at this facility.
0- 81- 140.A.16
Facility self inspections - The facility self inspection reports for June 2012 through July 2012 were
reviewed during the inspection and were complete. The facility inspects the following on a weekly basis:
erosion and sediment conditions; road conditions; leachate collection system and equipment preventive
maintenance.
0- 81- 140.A.17
Record maintained of waste received and processed - The facility provided information showing the total
monthly tonnage of waste received:
!
Date ...............Monthly Tonnage ................ Daily Tonnage
June ................... 3084.51.......... .........................102.82
July ..................... 3639.84 ................................... 121.33
The tonnages reported were below the 150 tons per day permitted limit.
20 -81 -140.8
Compaction, cover & working face -
140.B.t.a -e - Waste is being placed in the working face on the south -west area of Phase II, Cell A.
140.8.4 - No unauthorized waste were observed in the working face area.
140.8.5 - No white goods were observed in the working face area.
20- 81- 200.A,B3E
Decomposition gas concentrations, monitoring & recordkeeping -
200.A - Second quarter 2012 landfill gas (LFG) monitoring was conducted on May 17, 2012. No
exceedances of the lower explosive limit (LEL) or levels reaching the 80% action level for methane were
reported at the gas boundary probes. All gas probes (GP) were inspected during the inspection and were
found to be locked, labeled, and had stable pads.
200.E - Records of the May 17, 2012 monitoring event were available for review at the facility's
office/scale house at the time of the inspection. All required information on the gas monitoring log was
i
recorded.
20 -81 -210
Leachate control system and monitoring - The facility pumps the leachate from the leachate pond to the
Pittsylvania County Service Authority W WTP. The records for May 2012 through June 2012 were
reviewed during the inspection. The records showed that 40,572 gallons of leachate were pumped from
Page 2 of 3
03:32:40 PM Department of Environmental Quality Insp. Date: 13- AUG -12
Sanitary Landfill [SWI
General Comments
Reference Comments
Overall Inspection Comments
CEI - Compliance Evaluation Inspection - BRRO Solid Waste Inspector Mal Lafoon arrived at the Pittsylvania County Sanitary Landfill (SWP
571) on August 13, 2012 at approximately 10:30 AM to conduct an unannounced inspection. He was greeted by Mr. Hugh Kelly Assistant
Landfill Manager and Ms. Vicky Medford at the landfill office. The records review was conducted with Ms. Medford. The onsite inspection of the
facility and exit interview were conducted with Mr. Kelly. The inspector departed the site at 1:30 PM.
The weather was sunny and approximately 80 degrees at the time of the inspection.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
appropriate action to meet compliance, or if there is other information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act (Va.Code 2.24001, at seq.). If informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
the APA on whether or not a violation has occurred.
Page 3 of 3
Pump 1 and 617,400 gallons were pumped from Pump 2. The leachate pond was observed during the
inspection and looked well below the storage capacity.
0 -81 -250
Groundwater- Monitoring Program - The facility consists of two areas. Phase I is closed and Phase 11 is
active. Phase I is monitored semi - annual, and Phase If is monitored quarterly.
The first Semi - annual groundwater monitoring report for Phase I was received on August 1, 2012.
The 2011 Annual Review Response for Phase II was received within the required 30 day response time.
The second quarterly monitoring report was received on July 30, 2012.
0 -81 -260
Corrective action program -The corrective action remedy chosen for Phase I and Phase II is Monitored
Natural Attenuation (MNA).
Corrective Action Status Evaluation (CASE) reports for the Monitored Natural Attenuation (MNA) remedy
are due every three (3) years. The CASE report was received on May 31, 2012 and on time based on the
CAP issue date of June 1, 2006.
0. 81-485
Operations Manual - An updated certification page is due on or before the current signature date.
Overall Inspection Comments
CEI - Compliance Evaluation Inspection - BRRO Solid Waste Inspector Mal Lafoon arrived at the Pittsylvania County Sanitary Landfill (SWP
571) on August 13, 2012 at approximately 10:30 AM to conduct an unannounced inspection. He was greeted by Mr. Hugh Kelly Assistant
Landfill Manager and Ms. Vicky Medford at the landfill office. The records review was conducted with Ms. Medford. The onsite inspection of the
facility and exit interview were conducted with Mr. Kelly. The inspector departed the site at 1:30 PM.
The weather was sunny and approximately 80 degrees at the time of the inspection.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
appropriate action to meet compliance, or if there is other information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act (Va.Code 2.24001, at seq.). If informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
the APA on whether or not a violation has occurred.
Page 3 of 3
COMMONWEALTH of VIRGINIA
Douglas W. Domenech
Secretary of Natural Resources DEPARTMENT OF ENVIRONMENTAL QUALITY
Lynchburg Office Blue Ridge Regional Office
7705 Timberlake Road www.deq.virginia.gov
Lynchburg, Virginia 24502
(434) 582 -5120
Fax(434)582 -5125
April 3, 2012
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24532
No DEFICIENCY LETTER
Re: Pittsylvania County Landfill - SWP 571
Unannounced Compliance Inspection — March 12, 2012
Dear Mr. Hawker.
David K. Paylor
Director
Robert J. Weld
Regional Director
Roanoke Office
3019 Peters Creek Road
Roanoke, Virginia 24019
(540) 562 -6700
Fax (540) 562-6725
On March 12, 2012 the Virginia Department of Environmental Quality Blue Ridge
Regional Office in Lynchburg conducted an inspection of the solid waste management facility
operating under SWP 571. During this inspection, the facility was evaluated for compliance with
the Virginia Solid Waste Management Regulations (9VAC20 -81 -10 at seq,) and SWP 571.
During the inspection no apparent violations of your SWP 571, or the 9VAC20 -81 -10 et
seq were observed. A copy of the inspection checklist is enclosed.
If you have any questions, please contact me at (434) 582 -6248 or by e-mail at
Malvin. Lafoon(fteo.viroinia.aov.
' cerely,
Mal Lafoo J7 —
Solid Waste Inspector
cc: BRRO Solid Waste Files SWP 571 Inspection Reports
Inenacfinn Ran rf
- acility Name: Prttsylvania co - Sandary Landfill
legion: South Central Regional Office
nspected By: Lafoon, Malvin D
Reference Description
10.1- 1408.1 Disclosure Statement
10.1- 1408.2 Operator Certification
20 -70 -10 et seq. Financial Assurance
20 -90 -10 et seq. Permit Action Fees
20 -81 -80 Waste Assessment Program
20- 81 -100.B
20- 81 -100.E
20-81 -130
20- 81- 140.A.114
20- 81- 140.A.6
20- 81- 140.A.7
20- 81- 140.A.8114 -15
20- 81- 140.A.9 -13
20- 81- 140.A.16
20- 81- 140.A.17
20 -81 -140.6
20 -81 -160
20-81 -170
20- 81 -200.0
20- 81 -200.D
20-81 -210
20-81 -250
20-81 -260
20- 81-485
20 -81 -530
'20- 81-610 -660
S = Severity Level
Compliance with the facility's permit
Unauthorized waste program and inspec
Facility design / construction
Safety and fire control
Pollutant discharge
Stormwater control system maintenance
Facility operation, maintenance, and trail
Hazard and nuisance control
Facility self inspections
Record maintained of waste received and
Compaction, cover & working face
Closure requirem
Post - closure care
Leachate control
Groundwater monil
Corrective action p
Operations Manual
'I. Permittee recordkeeping and
Special Waste
---------- - - - - -- --
I = Inspected A= Area of concern
Page 1 of 3
0
Permit No.: SWP571
Inspection Date: 12- MAR -12
SIAVO
X: 0
111X';
0'
II!
16G
12:37:16 PM Department
of
Environmental
Quality
Insp. Dale: 12- MAR -12
Inenacfinn Ran rf
- acility Name: Prttsylvania co - Sandary Landfill
legion: South Central Regional Office
nspected By: Lafoon, Malvin D
Reference Description
10.1- 1408.1 Disclosure Statement
10.1- 1408.2 Operator Certification
20 -70 -10 et seq. Financial Assurance
20 -90 -10 et seq. Permit Action Fees
20 -81 -80 Waste Assessment Program
20- 81 -100.B
20- 81 -100.E
20-81 -130
20- 81- 140.A.114
20- 81- 140.A.6
20- 81- 140.A.7
20- 81- 140.A.8114 -15
20- 81- 140.A.9 -13
20- 81- 140.A.16
20- 81- 140.A.17
20 -81 -140.6
20 -81 -160
20-81 -170
20- 81 -200.0
20- 81 -200.D
20-81 -210
20-81 -250
20-81 -260
20- 81-485
20 -81 -530
'20- 81-610 -660
S = Severity Level
Compliance with the facility's permit
Unauthorized waste program and inspec
Facility design / construction
Safety and fire control
Pollutant discharge
Stormwater control system maintenance
Facility operation, maintenance, and trail
Hazard and nuisance control
Facility self inspections
Record maintained of waste received and
Compaction, cover & working face
Closure requirem
Post - closure care
Leachate control
Groundwater monil
Corrective action p
Operations Manual
'I. Permittee recordkeeping and
Special Waste
---------- - - - - -- --
I = Inspected A= Area of concern
Page 1 of 3
0
Permit No.: SWP571
Inspection Date: 12- MAR -12
SIAVO
X: 0
111X';
0'
II!
16G
0
I'X!
0
'
11..
0
If:X
0
V = Alleged violation O = Occurrences
12:37:76 PM Department of Environmental Quality Insp. Date: 12- MAR -12
Sanitary Landfill [SM
General Comments
Reference Comments
10.1- 1408.1
Disclosure statement -An updated disclosure statement is on file at BRRO Lynchburg. There have not
been any changes that have rendered the DS invalid.
10.1-1408.2
Operator certification - The facility has two certified landfill operators:
Mr. Lester Burgess.... Gen. # 4605002929.... Expires November 30, 2012
Mr. Darryl Dunford....Cert # 4605001979.... Expires November 30, 2013
- — -
20 -70 -10 at seq.
_ -
Financial Assurance - The facility is in financial assurance
(FA) compliance until December 30 2012
20 -81 -80
Waste Assessment Program - The Solid Waste Inventory Assessment form (DEQ form 50-25) will need
to be submitted by March 31, 2012. The SWIA form can be accessed online at
htt ps:// www.deq.virginia.gov /SWIAWebApp /login.jsp. Please contact Chris Keehan if there are any
questions at 434 - 562 -6243.
20- 81 -100.E
Unauthorized waste program and inspection - The random load inspections were discussed with the
facility personnel at the time of the inspection. The load inspection forms were reviewed during the
inspection. The facility is conducting one unauthorized waste load inspection daily. Load inspections for
December 2011 through February 2012 were reviewed and appear adequate: -.
Month ....... # of Loads ..... # of inspections
Dec. 2011 .........895 .................27
Jan. 2012 ..........914 ................25
Feb. 2012.. ...1070.................. 27
20- 81- 140.A.114
Safety and fire control - Monthly safety meetings were conducted with the collections and disposal
groups on January 17, 31, 2012 and February 23, 27, 2012. There have been no fires during the quarter
since the last compliance inspection.
20-61 140.A.6
Pollutant discharge - No leachate, pollutants or other solid waste as described under subsections
140 A.6.a through 140.A 6.d were observed entering surface waters or wetlands at the
20- 81- 140.A.8914 -15
_facility.
Facility operation, maintenance, and training
140. A.8. The gate is equipped with a lock. An attendant was on duty at the scale house during the
inspection. The facility has a fence around the property and a gate at the entrance.
140. A.15 All equipment was in working order during the inspection. The equipment includes; Cat 836
compactor, Cat 816 compactor, Cat 973 track loader, 312 excavator and CAT D7. Three operators were
observed during the inspection at the working face._
20-81 140.A.9-13
Hazard and nuisance control
140.A.9 The litter was scheduled for pick up by county inmates during the inspection.
140.A.12. A water truck was in. operation during the inspection.
20- 81- 140.A.16
__
Facility self inspections - The facility inspects the following on a weekly basis: erosion and sediment
conditions; road conditions; leachate collection system and equipment preventive maintenance. The
facility self inspections reports for December 2011 through February 2012 were reviewed during the
inspection and were complete._ _ -
20- 81- 140.A.17
Record maintained of waste received and processed - The facility provided information showing the total
monthly tonnage of waste received.
Total provided:
Date ...............Monthly Tonnage
Dec. 2011.......2950.57
Jan. 2012........3516.48
Feb. 2012........4664.95
The tonnages reported were below the 150 tons per day permitted limit.
20 -81 -140.8
Compaction, cover 8 working face -
20- 81- 140.B.t.c - The south to center area of Phase 11, Cell A, was being used as the active working
face at the time of the inspection. The area under daily cover appeared to have at least 6 inches of
compacted_ soil.
20- 81- 200.A,B,E
Decomposition gas concentration - No exceedances of the Lower Explosive Limit (LEL) at gas boundary
probes or 25% of the LEL in facility structures were reported for the fourth quarter gas monitoring. The
fourth quarter Phase I and
Phase 11 gas monitoring was conducted on November
3, 2011.
20-81 -200.1)
Decomposition gas -Odor Management - No complaints of odor nuisances or hazards have been
received by the facility or by-
20 -61 -210
m oDEQ. __
LeacheIs contro l system and ntoring - Reports of the q -us nhty of leachate pumped to the PiUsyivanIa
County Service Authority were reviewed for October 2011 through January 2012 during which 337,564
gallons of leachate were pumped from Pump 1 and 278,712 gallons were pumped from Pump 2. During
the inspection, the leachate pond was observed and appeared well within its storage capacity.
Page 2 of 3
��......�....,...._.. �. _ . a..._ , ,,,,,lot I VW1 I ,.., ... ,
12:37:16 PM Department of Environmental Quality Insp. Date: 12- MAR -12
Sanitary Landfill [SWI
General Comments
Reference Comments
20 -81 -250 Groundwater - Monitoring Program - On January 4, 2012 DEQ approved a monitoring frequency change
to semiannual for Phase I. Phase II remains under quarterly monitoring. The quarterly groundwater
monitoring events are conducted in January, April, July and October of each groundwater monitoring
year. The downgradient wells were checked during the inspection. All wells were locked, marked and had',
stable pads. The wells were inspected in the following order. MW -10, MW -101, MW -102, MW -102,
MW -104A, MW -108, MW -25, NES MW -27, MW -27, MW -27A, MW -27B, MW -28B, MW -288, MW-
28, MW -28C s, MW -28C d, MW -109, MW -109A, and MW -109B.
All reports for Phase I and Phasell were submitted in a timely manner.
A request to reduce COC list for Phase I was received on December 22, 2012.
120 -81 -260 Corrective action program - On March 8, 2012, the ACM Addendum no further action letter was issued.
On March 9, 2012 - - -- — - -- -- e CAP ---- �----- ---- expo — signed -- l 9 1',
2�0 81 485 Operations Manual- A co of the updated ated Operations Manual, including a certification page was
_observed at the landfill office during the
ri spection issued with a response due within 60 days _of the letter ate.:
--
r10-81- 610 -660 Special Waste
20-81 -640- A 6.47 ton load of tires was hauled to Emanuel Tire on December 28, 2011.
20- 81-650- The collected metals and white goods are hauled to Auto Cycle. A 0.78 ton load of metal
was hauled on December 20, 2011 and a 3.11 ton load of metal was hauled on February 8, . 2012._
Werall Inspection Comments
)n March 12, 2012, the DEQ conducted an unannounced Compliance Evaluation Inspection (CEI) at Pittsylvania County Sanitary Landfill
SWP 571). Mal Lafoon solid waste inspector arrived at the facility at 9:00 AM. He was greeted by Mr. Lester Burgess who provided access to
he facility's records. Mr. Lester Burgess accompanied the inspector on the field portion of the inspection. Waste is currently being placed in
3hase II, Cell A.
Neather conditions for the day were clear with temperatures in the 80's. An exit interview was conducted with Mr. Burgess following the
nspection. Departure time was 12:15 pm.
'LEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
ppropriate action to meet compliance, or if there Is other information that the department should consider regarding these alleged
iolations.
$LEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
he Administrative Process Act ( Va.Code 2.24001, at seq.). If Informal discussions do not lead to a satisfactory conclusion on the
:ontents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
he APA on whether or not a violation has occurred.
Page 3 of 3
P
rp JUt _ 9 2011
COMMONWEAL 1 of VIRGINIA " @�n rw a Vinr
lr,mklue W. Dmionavlr Rnbvn J Wrld
!wujara nl Natural Hw ano DEPARTMhN'r OF 1:NVIRONMI I.1'1'AL QUALITY Rarirnlal IWwor
t.ynrhhurg OMce Blue Ridge Regional Office Rnanoke o(Ack
77(151 inrherlake Hoad www,dcq.virgiiiin.gov rule Nero Crer:k KOMI'
I nahhurg, Vir@inra N562 R4lanpkv, Vitglnia 24019
1434) 5s.J5130 t540l 50st,700
l ax t54ti Mi2.6723
1ax143 ;5
41N2 -;125 1'
Mr, Otis Ilawker
Assistant County Administrator
Pittsylvania County
1),0, Box 426
Chatham, VA 24532
July 6, 2012
No UEF1C: my LETTER
Re: Pittsylvania County landfill - SWP 571
Unannounced Compliance Inspection —.tune 14, 2012
Dear Mr. I lawker:
On June 14, 2012 the Virginia Department of Environmental Quality Blue Ridge
Regional Office in Lynchburg conducted an inspection of the solid waste management facility
operating under SWP 571. During this inspection, the facility was evaluated for compliance with
the Virginia Waste Management Act, Virginia Solid Waste Management Regulations (9VAC20-
81.10 et seq,) and the SWP 571.
During the
inspection no apparent
violations of your SWP 571, or 9VAC20 -81 -10 et seq
were observed. A
copy of the
inspection
checklist is enclosed.
If you have any questions,
please
contact me at (434)
582 -6248 or by e-mail at
Mal vin.Lafoonadea.virainia.
uov.
Sincerely,
Mal Lafoon Jr.
Solid Waste Inspector
cc: BRRO Solid Waste Files SWP 571 Compliance
Run Dale: 05- JUL -12
02:46:51 PM
Commonwealth of Virginia Permit No.: SWP571
Department of Environmental Quality Insp. Date: 14- JUN -12
Sanitary Landfill [SW)
Inspection Report
Facility Name: Pittsylvania Co - Sanitary Landfill Permit No.: SWP571
Region: South Central Regional Office Inspection Date: 14- JUN -12
Inspected By: Lafoon, Malvin D
Reference Description S I A V O
10.1- 1408.1 1
Disclosure Statement
I X
0
10.1- 1408.2
r Operator Certification
11 X
0
1 20 -70 -10 at seq.
Financial Assurance
if X
0
20 -90 -10 at seq.
Permit Action Fees
III
0
20 -81-80
Waste Assessment Program
11 1
0
nn e4 .,nn 0 1 r.....d:.,....., e,;4k H.^ innilavb n mil
II n
zu- t$1-zuU.0
Uecomposmon gas -ouor manayemem
P ^
V
20- 81 -100.E j
Unauthorized waste program and inspection
II.X
0
20 81 -130
Facility design / construction
1i
0
20- 81- 140.A.1,4
Safety and fire control
11,
0
20- 81- 140.A.6
Pollutant discharge
111'
0
20- 81- 140.A.7
Stormwater control system maintenance
II X
0
20- 81- 140.A.8,14 -15 i
Facility operation, maintenance, and training
11' X
0
120- 81- 140.A.9 -13
Hazard and nuisance control
I X
0
1 20- 81- 140.A.16
Facility self inspections
1' X
1 0
20- 81- 140.A.17
Record maintained of waste received and processed
I� X
I 0
1 20 -81 -140.1
Compaction, cover & working face
I' X
0
20 -81 -160
Closure requirements
II'
0
20 -81 -170
Post- closure care requirements
II
0
20- 81- 200.A,B,E
Decomposition gas concentrations, monitoring & recordkeeping
II X
0
20- 81 -200.0 I
Decomposition gas - remediation
III X
0
zu- t$1-zuU.0
Uecomposmon gas -ouor manayemem
P ^
V
20 -81 -210
Leachate control
II X,
0
120-81-250
I Groundwater monitoring program
If X',
0
20 -81 -260
Corrective action program
Il X
0
20- 81.485
Operations Manual
11 X'
0
20 -81 -530
Permittee recordkeeping and reporting
II !
0
20- 81-610 -660
Special Waste
II:X
`0
S = Severity Level
I = Inspected A= Area of concern V = Alleged violation
O = Occurrences
Page 1 of 3
Run Da:?: 05- JUL -12
Commonwealth of Virginia
Permit No.:
SWP571
02:46:51 PM
Department of Environmental Quality
Insp. Date:
14- JUN -12
Sanitary Landfill [SW]
General Comments
Reference Comments _
10.1 -1408.1 Disclosure statement -An updated disclosure statement is on file at BRRO Lynchburg. There have not
been any changes that have rendered the DS invalid.
10.1.1408.2 Operator certification -The facility has two certified landfill operators:
Mr. Lester Burgess.... Cent. # 4605002929.... Expires November 30, 2012
Mr Darryl Dunford Cart # 4605001979 ...Expires November 30 2013 1
20 -70 -10 et sea. Financial Assurance - The facility is in financial assurance (FA) compliance until December 30, 2012.
20- 81 -100.E Unauthorized waste program and inspection - The load inspection forms were reviewed during the
inspection. The facility is conducting at least one unauthorized waste load inspection daily. The
inspections appear to be random and not just one or two of the same haulers. Load inspections for March!
2012 through May 2012 were reviewed and appear adequate:
Month ....... # of Loads ..... # of inspections
March .............1, 048.............33
April ................ 1.162 ..... ........ 21
20- 81- 140.A.1,4
'20- 81- 140.A.7
20- 81- 140.A.8,14 -15 —
20- 81- 140.A.9 -13
Safety and fire control - The facility holds bi- monthly safety meetings which are conducted for landfill
personnel. The safety meetings were held on: March 15, 22, April 12, 27, and May 6, 13, 2012. Fires or
open burning are prohibited at the landfill according to the facilitty's operations manual. There is a fire
control plan located in Appendix 1 Health and safety plan in Permt Module II -1. There have been no fires
during the quarter since the last compliance inspection. _ _ _ _'
Stormwater control system maintenance - A new sediment basin was observed during the compliance
inspection and appeared complete. The basin was installed as a requirement of construction for Cell B.
All stormwater channels flow to the sediment basin located on the north side of the landfill or the
sediment basin on the south side. All channels were open free of debris so that runoff could flow freely-1
Facility operation, maintenance, and training
140. A.8. The gate is equipped with a lock. An attendant was on duty at the scale house during the
inspection. The facility has a fence around the property and a gate at the entrance.
140. A.15 All equipment was in working order during the inspection. The equipment includes; at 836
compactor, Cat 816 compactor, Cat 973 track loader, 312 excavator and CAT D7. Three operators were
observed durinq the inspection at the working face. __ __ J
Hazard and nuisance control
140.A.9 The litter was scheduled for pick up by county inmates during the inspection.
140.A.10. There were no odors or vectors that would constitute a nusance or hazard.
140.A.11. There is no salvaging aloud at this facility.
_ 140.A.12. A water truck was in operation during the inspection.
R0- 81- 140.A.16 Facility self inspections - The facility inspects the following on a weekly basis: erosion and sediment
conditions; road conditions; leachate collection system and equipment preventive maintenance. The
facility self inspections reports for March 2012 through May 2012 were reviewed during the inspection
and were complete. _
20- 81.140.A.17 Record maintained of waste received and processed - The facility provided information showing the total
monthly tonnage of waste received.
Total provided:
Date ....... - ...... Monthly Tonnage
March..... .......3, 503.50
April ................5,277.57
May .................3,814.42
Compaction, cover & working face - 20- 81- 140.B.1.c - The south to center area of Phase II, Cell A, was
being used as the active working face at the time of the inspection. The area under daily cover appeared
to have at least 6 inches of compacted soil. A pan was observed during the inspection digging and
stockpiling cover near the working face. The area east of the working face was observed under
intermediate cover which appeared to have at least 6 inches of additional compacted soil over the daily
cover.
20- 81- 200.A,B,E Decomposition gas concentration - No exceedances of the Lower Explosive Limit (LEL) at gas boundary
probes or 25% of the LEL in facility structures were reported for the first quarter gas monitoring
2D -81 -210 Leachate control system and monitoring - Reports of the quantity of leachate pumped to the Pittsylvania j
County Service Authority were reviewed for February 2012 through April 2012 during which 196,140 j
gallons of leachate were pumped from Pump 1 and 157,164 gallons were pumped from Pump 2. The
leachate pond was observed during the inspection and looked well below the storage _cayacity,
Page 2 of 3
Run oate: 05- JUL -12
Commonwealth of Virginia
Permit No.:
SWP571
02.46:51 PM
Department of Environmental Quality
Insp, Date:
14- JUN -12
Sanitary Landfill [SW[
General Comments
Reference Comments
20 -81 -250 Groundwater Monitoring Program - The facility consists of two areas. Phase 1 is closed and Phase II is
active. Phase I is monitored semi - annual, and Phase II is monitored quarterly.
A SSI notification for the 2012 first semi - annual monitoring event was received on June 22, 2012 and a
Table 3.1 Col B. Notification for the 2012 first semi - annual was recieved on March 22, 2012.
A SSI notification for the 2012 second quarterly monitoring was received on June 4, 2012 and the 3.1
Detect notification for the 2012 second quarter�monitorin_g was received on June 4, 2012.
20 -81 -260 Corrective action program The corrective action remedy chosen for Phase I and Phase II is Monitored
Natural Attenuation (MINA). Phase II wells include: Up- gradient/ background wells, MW -1A, MW -101, I
down-gradient/compliance well, MW -102, MW -104A, MW -108, MW -109A, MW -110, Performance well
MW -109A NES, Sentinel wells, MW- 109B(s), and MW -1098 (d). Phase II wells were checked during
the inspection and found to have stable pads, locked, and clearly marked.
On March 9, 2012 the CAP review letter was issued and the facility responded with the Phase I & II CAP
on May 7, 2012 which is within 60 days of the review letter date,
Overall Inspection Comments
On June 14, 2012, the DEQ conducted an unannounced Compliance Evaluation Inspection (CEI) at the Pittsylvania County Sanitary Landfill
(SWP 571). Mal Lafoon arrived at the facility at 9:45 AM. Mr. Mal Lafoon was greeted by Mr. L.J. Burgess. Mr. Lafoon was escorted by Mr.
Burgess for the duration of the inspection.
The weather was sunny, and the temperature was around 80F. An exit interview was held with Mr. Burgess at the end of the inspection.
Departure time 1:15 PM.
PLEASE advise the Regional Office within 10 calendar days if any information noted in this report is incorrect, if you have taken
appropriate action to meet compliance, or if there is other information that the department should consider regarding these alleged
violations.
PLEASE be advised that this report is not an agency proceeding or determination which may be considered a case decision under
the Administrative Process Act ( Va.Code 2.24001, et seq.). If informal discussions do not lead to a satisfactory conclusion on the
contents of this report, you may request in writing that DEQ take all necessary steps to issue a final decision or fact finding under
the APA on whether or not a violation has occurred.
Page 3 of 3