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Regular Agenda Item 4. B.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Request Board approval and Chairman's signature on the Agreement for wastewater system repairs at the Pleasant Valley Veteran's Retreat Center. |
| Background Information |
On September 6, 2022, the Gila County Board of Supervisors identified and approved the appropriation of $1,000,000 for the Pleasant Valley Veteran's Retreat Center as one of its high priorities for the American Rescue Plan Act 2021 (ARPA) grant funds.
An assessment of the wastewater system at the Pleasant Valley site indicated a public health situation that must be ameliorated before any other work can commence at the location. Because of the emergent public health situation, staff recommends utilizing emergency procurement.
Under the Procurement Policy, emergency procurements of materials, services, or construction items may be utilized when there exists a threat to public health, welfare, property, or safety or if a situation exists which makes compliance contrary to the public interest, with such competition that is practicable under the circumstances.
The basis for the emergency exists because the wastewater system needs to be brought up to code. Currently, pumps are not working at 3 lift stations. The contractor will make the system operational and verify that there is proper flow drainage.
Utilizing Earthquest Plumbing and Pumping, LCC as the contractor for the project would be advantageous because the contractor has already been to the Pleasant Valley Veteran's Retreat and has provided the County with an estimate to complete the work. A formal bid process will cause at least a 2-month delay, if not longer because other contractors would need time to travel to Young to provide an estimate. The current extreme weather conditions have created dangerous road conditions and at times, road closures. Additionally, there are only a few contractors that understand the specialized system that the County has in the Young area. These circumstances also make it impracticable to obtain other estimates from additional contractors in enough time to address the emergent condition. |
| Evaluation |
From a report on the Inspection of the PV Vets Pressurized Wastewater System 11/29/2022
Inspection of PV Vets Pressurized Wastewater System
November 29, 2022
Overview
- Site Description: Gila County has entered into a long-term lease of the Pleasant Valley Ranger District property, located at 154 S. Ranger Road Hwy 288, Young, AZ, for use as a veterans retreat and activities center.
- Original USFS buildings installed in the 1958-60 time frame were served by septic systems. The Phase 2 plans for the RV spaces are dated 1988 and show that the spaces are hooked to a septic system. The New ranger station plans are dated 2001. It is not clear when the current wastewater pump to the lagoon system was placed in operation.
- A document with a site plan of the pressurized wastewater system is attached. An additional document including plans for the 2001 new Ranger Station and RV parking details will be provided by thumb drive upon request.
- No plans received from the USFS include any specific details about the current wastewater pump, tank, control, or lagoon components and equipment installed.
An inspection performed on 10/26 found:
- Power was off at some pump stations. The conclusion can be drawn that the system has not operated since Gila County took possession.
- Pump tank observations reveal that there have been high water events that have raised water levels into the risers above the tank top. This raises the question; are the tanks watertight? What causes the high water flows, where does the drain down water go, and what happens to the wastewater generated at active buildings? This is especially puzzling since the power is off to some of the system pump stations.
- It is not possible to inspect pumps and tanks without pumping the tanks. It is questionable if the tank tops within the risers will support the weight of a man. Lift mechanisms for both a man entering the risers and pulling pumps will be required. Entry into tanks lower than standing level in a riser will require breathing apparatus.
General Information:
- Gila County will assure that power is available at all pump sites and access is available for all necessary buildings/enclosures.
Quote is to address the following items:
- Conduct an in-depth inspection in which
- Tanks are pumped with the material being recirculated for use in testing pumps and control panels. If necessary, tank contents will be removed to an approved dump location
- Pumps are pulled, cleaned, and tested.
- Control panels are tested.
- Tanks are inspected for deterioration and water tightness is determined.
- Determine if there is a septic tank installed ahead of the pump vault at each pump location. Verify that all interconnected piping is sound and functional.
- Observe the surface above the full length of the pressurized transport line for evidence of leaks.
- Verify that effluent from each of the pump locations is discharged into the lagoons and that the full system is operated if possible.
- Inspect the lagoon liner for wear, sun damage, and water tightness. Determine if vegetation maintenance in the lagoon area is needed.
- Verify RV Space availability of power, electricity, and sewer hookups. Determine if the sewer hookups transmit sewage to pump station #2 or a septic system.
- Provide a detailed report detailing the findings and locations of the above-listed items including tank size, material, and condition; pump manufacturer and model number; control panel manufacturer and model number; transport pipe size and condition; lagoon lining condition; and any other pertinent findings.
- Identify all repairs and equipment replacement needed such that a rejuvenation/replacement cost and plan can be developed for use in future bidding.
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| Conclusion |
Gila County Community Development is seeking to contract for an in-depth inspection of the Pleasant Valley Veteran’s Retreats pressurized wastewater system.
Today's agenda item is to ameliorate the emergent conditions identified by the external vendor and Gila County Emergency Management during the in-depth inspection of the pressurized wastewater treatment system (see December 5 note below).
December 5, 2022 Request
Gila County Health and Emergency Management is looking to follow the Emergency Procurement procedures to authorize this contract. Based on surface reviews by our environmental health staff, a threat to public health or safety, that is time sensitive, potentially exists with the pressurized wastewater system at the Young Retreat. In order to fully understand the current situation, an in-depth inspection must be completed. This Emergency Procurement is practical under the current circumstances with Earthquest Plumbing and Pumping due to their previous work at the Young Retreat and knowledge of the system to be inspected. A competitive process would add additional time to the process and would without doubt be at increased costs to Gila County due to a lack of knowledge of the current system by other vendors. This Emergency Procurement is compliant with Gila County procedures and will be limited to only the services, materials, and construction necessary to satisfy the emergency inspection of the current system. |
| Recommendation |
| To ameliorate the emergent public health issue arising from the Wastewater system at the Pleasant Valley Veteran's Retreat Center, Staff recommends expending $162,558 of the September 6, 2022 appropriation of $1,000,000 to contract with Earthquest Plumbing and Pumping, LLC. to repair the water system and bring it up to code. |
| Suggested Motion |
| Information/Discussion/Action to approve an agreement with Earthquest Plumbing and Pumping, LLC. for the wastewater repairs at the Pleasant Valley Veteran's Retreat Center and authorize the Chairman's signature for the expenditure of $162,558. (Maryn Belling) |
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