Agenda 05/13/2008 Item #16C 6
Aaenda Item No. 16C6
- May 13, 2008
Page 1 of 12
EXECUTIVE SUMMARY
Recommendation to approve a budget amendment to recognize $735,800 in carry forward
and to approve $269,500 in operating expenses and capital outlay; and to place $466,300 in
reserve for contingencies in the Water Pollution Control Fund (114).
OBJECTIVE: Board approval ofa budget amendment to recognize $735,800 in carry forward and
to approve $269,500 in operating expenses and capital outlay; and to place $466,300 in reserve for
contingencies in the Water Pollution Control Fund (114).
CONSIDERA T10NS; It is proposed that thc carry forward be appropriated as follows:
o $102,500 is allocated under Other Contractual Services for a service
contract for laboratory equipment and a well field remodeling update
for mission critical operations (see attached Business Case I).
o $167,000 is allocated for laboratory equipment, data processing
equipment and communication equipment (see attached Business Case
II).
o $466,300 is placed in reserves for contingcncies,
FISCAL IMPACT; Funds are available in the Watcr Pollution Control Fund (I 14).
GROWTH MANAGEMENT IMPACT: This is consistent with and necessary to implement
Goal 2, Policies 2.1.2 and 2,2.4, Goal 3, Objective 3.4, Policies 3.4. land 3.4.3 contained within
the Conservation and Coastal Management Element of the Growth Management Plan. TillS is
also consistent with and necessary to implement Objective 3, Policies 3.1 and 3.4 contained
within the Natural Groundwater Aquifer Recharge Sub-Element of the GrO\vth Management
Plan,
RECOMMENDATION: That the Board of County Commissioners recognizes the carry forward
and approves the budget amendment.
Prepared by: Mary Valcante, Operations Supervisor, Pollution Control & Prevention Department
Item Number:
Item Summary:
Meeting Date:
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
16C6
Page 1 of I
Agenda Item No. 16C6
May 13. 2008
Page 2 of 12
Recommendation to approve a budget amendment to recognize additional carry forward and
expenditures in operating expenses, capital outlay and reserve for contingencies in the Water
Pollution Control Fund (114) in the amount of $735.800
51131200890000 AM
Prepared By
Mary Valcante
Public Utilities
Operations Supervisor
Pollution Control & Prevention
Date
417/2008 1 :30:17 PM
Approved By
Thomas Wides
Public Utilities
Operations Director
Public Utilities Operations
Date
5/1120083:25 PM
Approved By
James W. DeLany
Public Utilities
Public Utilities Administrator
Public Utilities Administration
Date
5/1/20083:39 PM
Approved By
Ray Smith
Public Utilities
Director
Pollution Control & Prevention
Date
5/1/20083:50 PM
Approved By
OMS Coordinator
County Manager's Office
OMS Coordinator
Office of Management & Budget
Date
5/1/20084:08 PM
Approved By
Randy Greenwald
County Manager's Office
Management/Budget Analyst
Office of Management & Budget
Date
5/1/20084:20 PM
Approved By
James V. Mudd
Board of County
Commissioners
County Manager
County Manager's Office
Date
5/5/20083:40 PM
file:1lC:IAgendaTestlExDortll 07-Mav%2013.%20200811 6.%20CONSENT%20AGENDAII 6... 5/7/2008
,t..gsnca item No. 16CB
May 13, 2008
?age 3 of 12
Business Case I
Wellfield Protection Zone Remodelinl!: Update (SIOO.OOO)
Proiect Back!!:round: This is mission critical to ensure the protection of
the existing and future municipal potable water supply wellfields within
Collier County. Since the last update to the Wellfield Protection Model
(early 1990's) ear1h mining operations have expanded and site excavation
associated with area wide development has occurred throughout the
County. Current wellfield protection model houndary conditions need to
be updated to include availahle hydrologic/hydrogeologic data (e.g,
canals, basins) and geologic interpretations identified within the County.
Action: To update the current the Collier County Welltield Protection
Model. Tasks include,
. Perform literature and data review;
. Conduct preliminary analysis (both quantitative and subjective)
./ Impact of mining on wellhead protection groundwater hydraulics
./ Other analysis
. Compile and summarize pertinent data associated with updating the
wellhead protection analysis database
. Integrate wellhead protection data (including GIS data) in a formal unified
database; possible data may include:
./ Land cover (including future land cover)
./ Aerial photography
./ Aquifer definition and paramcters
./ Well logs
./ Mines (including future mining)
./ Precipitation
./ Hydrologic./Hydrogeologic boundaries (e.g, canals, basins)
./ Wellhead locations and permitted allocations
. Revise existing wellhead protection software and data to access the unified
database pertinent to the wellhead protection analysis
. Revise wellhead protection so ftware user interface
. Perforn1 updated wellhead protection analysis
. Summarize analysis results and findings in a report
. Devclop user's guide report for the updated wellhead protection software
Benefit: To ensure the protection of the existing and futurc municipal potable water
supply well fields within Collicr County. By updating the existing Welltield
Protection Model with current hydrologic,11ydrogeologic data (e.g. canals, basins) and
geologic interpretations (e.g, Well Logs), the accuracy and precision of the model
improvcs, providing better protection of these sensitive ground water aquifer
resources.
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Agenda Item No. 16C6
May 13, 2008
Page 4 of 12
ConseQuence of Not Fundinl! This Item: By recognizing this need and not funding
this Wellfield Protection Zone Remodeling etfort the County will not be taking the
necessary steps to protect existing and future well fields as defined within the
County's Growth Management Plan's Natural Groundwater Aquifer Recharge Sub-
Element and Conservation And Coastal Management Element.
Service contract for Ultra Violet-Visible Spectrometer ($2.500)
Proiect Backl!round: The Ultra Violet-Visible Spectrometer is used in the analysis
of chlorophyll and nutrients, The results of these water quality analyses are mission
critical when protecting the ground water, freshwater, surface waters and other non-
tidal water resources from all sources of pollution in the county, An elevated
concentration of any of these analytes may indicate the presence of a pollutant source
that is impacting Collier County's surface and/or ground water.
While this is an important function to meet the Department's mission, it is equally
important that this instrument operates in compliance with the National
Environmental Laboratory Accreditation Program (NELAP) standards for instrument
maintenance. Without doing so the Pollution Control & Prevention Department's
Laboratory falls out of compliance with NELAP standards.
Action: To purchase a service contract that will ensure compliance.
Benefit: Provides a cost effective means of maintaining compliance with the National
Environmental Laboratory Accreditation Program (NELAP) standards for instrument
maintenance.
. Service calls under service contract:
. Each Service call without service contract:
. Minimum savings per year with service contract:
$2,500
$3, 000
$ 500
ConseQuence of Not Fundinl! This Item: Without a service contract, the cost of
maintenance will increase by a minimum of $500 per year.
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,~,';J2nda item No. 16C6
Hay 13, 2008
Page 5 of 12
Business Case II
Inductivelv Coupled Plasma Mass Spectrometer ($135.000)
Proiect Background: Metals data generated from the Inductively Coupled Plasma-
Mass Spectrometer (lCP/MS) are essential to ensuring compliance with Goal 2, Goal
3, and Policies 2,1.2,2.2.4, 3.4.1 and 3.4.3 of the Conservation and Coastal
Management Element, Objective 3 and Policy 3.1 of the Natural Groundwater
Aquifer Recharge Sub-Element of the Growth Management Plan and South Florida
Water Management District (SFWMD) contracts ML070554 and OT06l098.
Trace metals determinations are essential in establishing ambient water quality trends,
identifYing potential sources of pollution and determining compliance with state
water quality criteria, Metals produce a wide variety of adverse water quality effects
ranging from limitations of the suitability for irrigation to high toxicity to plants and
animals.
The current ICP/MS has begun to fail to meet quality control criteria, necessitating its
replacement. On average, the instrument requires a service call once every two
months with a downtime of 1 - 5 days. The instability of the current ICP/MS
requires multiple reanalysis of samples that are non-compliant with National
Environmental Laboratory Accreditation Program (NELAP) standards and SFWMD
contracts.
To meet these objectives and requirements while remaining fiscally responsible, staff
have researched different instrumentation for the analysis of metals, By ICP/MS
technology, the laboratory must perfonn 6 separate tests to obtain data for 25 metals
and cations, By Inductively Coupled Plasma - Optical Emission Spectrometer
(lCP/OES), the laboratory will be able to obtain the same data for 25 metals and
cations by perfonning one test.
An industry standard, the lCP/OES instrument is the most widely used multi-element
atomic spectroscopy technique, In contrast with the lCP/MS, the ICP/OES is less
complicatcd to operate, provides less opportunity for error and will provide a greater
sample throughput at a substantially reduced cost. Service contracts to maintain the
ICP/OES instruments generally cost less than those for ICP/MS instruments.
Action: To continue to meet the objectives of the Growth Management Plan,
contractual obligations to SFWMD and to stay in compliance with NELAP
regulations, it is recommended that the Pollution Control Laboratory purchase an
lCP/OES through the competitive bid process.
Cost Benefit Analvsis: The cost to submit metals samples to private outside
laboratorics ($3 1 ,050 per year) will exceed the total cost of the instlUl11ent ($ 1 35,000)
by FY2012 (Figure 1.0),
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Agenda Item No. 16C6
May 13, 2008
Page 6 of 12
Figure 1.0
Cost Benefit Analysis - ICP/OES Purchase
C------.-----------...-----
-One Time Cost ICPtOES '
_- Cost to_ Qutsource ~
$300,000
$250,000
$200,000
$150,000
$100,000
$50,000
$0
FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15
Benefits:
. Potential to reduce cost to Water and Wastewater Labs by performing
analyses previously subcontracted,
Current annual cost of metals analyses by subcontract lab:
Annual cost of metals analyses by PCPD lab:
Annual savings by using PCPD lab to perform metals analyses;
Savings
$17,640
$] 0.760
$ 6,880
. Potential to increase revenue for Pollution Control and Prevention
Laboratory,
Revenue generated by performing analyses in-house:
Increase in operating expenditures for PCPD Lab:
Net revenue generated by PCPD performing analyses:
Revenue
$10,760
$ 600
$lO,l60
. Decrease Pollution Control and Prevention contractual services (annual
service agreement)
Current annual service agreement for lCP/MS;
]CP/OES annual service agreement (estimated):
Potential savings with lCP/OES:
Savings
$21,000
$10.000
$11,000
ConseQuence of Not Fundin!! This Item:
.
Non-compliancc with NELAP.
Non-compliance with Growth Management Plan,
Non-compliancc with SFWMD contracts and potential loss of $247,000 in
contract rcvenue,
Increased cost to county (analyses performed by sub-contract lab).
Not capitalizing on greater cfficicncy dclays identification of potential
watcr quality critcrion cxccedanccs.
.
.
.
.
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P{ienCa item No. 16C6
May 13, 2008
Page 7 of ,2
Total Kieldahl Nitrol!en (TKN) Block Dil!estor ($6.000)
Proiect Backl!round: TKN data generated by the laboratory are essential to
ensuring compliance with Goal 2, Goal 3, and Policies 2, 1.2,2,2.4, 3.4, I and
3.4.3 of the Conservation and Coastal Management Element, Objective 3 and
Policy 3.1 of the Natural Groundwater Aquifer Recharge Sub-Element of the
Grov.th Management Plan and South Florida Water Management District
(SFWMD) contracts ML070554 and OT06] 098,
TKN is a measure of both the anunonia and the organic fonus of nitrogen, Excess
ammonia contributes to eutrophication (excessive nutrients) of water bodies. This
results in prolific algal grov.ths that have deleterious impacts on other aquatic life,
drinking water supplies, and recreation. Anunonia at high concentrations is toxic
to aquatic life.
The current block digestor capacity required to prepare samples for TKN analysis
is not sufficient for the number of samples received by the laboratory, This limits
the amount of samples that can be analyzed at a given time and greatly reduces
the efficiency of the laboratory (Figure 2.0 and Figw'e 3.0),
The laboratory analyzes approximately 225 TKN samples per month, With one
block digestor, an analyst can digest 24 unknown samples with calibrants and
quality control samples (a l:4 calibrant to sample ratio). The additional digestor
will allow analysts to digest 84 samples at once with the same number of
calibrants (a 1:14 calibrant to san1ple ratio).
figun: 2.0
Number of Samples Per Digestion
90
80
70
60
50
40
30 ---
20
I
10 I
o
o Number of~
Samples I
Single Digestor
Dual Digestors
Page 3 ofS
,L\genda Item No. 16C6
May 13, 2008
Page 8 of 12
Figure 3.0
Monthly Hours of Digestion
90
SO
70
60
50
40
3D
20
10
o
@~~~~"~~quired I
Single Digestor
Dual Digestors
Action: To purchase a block digestor that will ensure samples are prepared
efficiently and cost effectively. The additional digestor will reduce sample
preparation time by 56 hours per month.
Benefit:
. Increase efficiency oflaboratory by reducing the number of hours required
for digestion, and increasing the number of samples analyzed by batch.
. Identification of potential water quality exceedance delayed.
. Increased efficiency will allow current staff to increase sample throughput
and provide additional services to the Water and Wastewater Departments,
. Reduces the number of chemicals and calibration standards used for
analysis, increasing cost effectiveness while maintaining compliance with
NELAP.
ConseQuence of Not Fundinl! This Item:
. Unable to capitalize on greater efficiency,
. Increased turnaround time for TKN results, delaying the identification of
exceedances of water quality criterion.
. Potential non-compliance with SFWMD contracts ML070554
and OT06 1 098, the Conservation and Coastal Management
Element of the Growth Management Plan and the Natural
Groundwater Aquifer Recharge Sub-Element of the Growth
Management Plan.
Laboratorv Sarno Ie Refril!erator ($8.300)
Proiect Backl!round: The increase in the number of samples received
by the laboratory has necessitated an increase in sample storage space.
On average, the laboratory will store approximately 750 samples per
month. Current refrigerator capacity is 735 samples per month.
Overfilling of sample refrigcrators leads to temperature instability, a
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!\geilda item No. '16C6
May 13. 2008
Page 9 of 12
NELAP regulatory non-compliance issue (frozen samples or samples
not maintained at NELAP required temperature range).
Laboratory sample refrigerators are designed specifically to maintain a
constant temperature with specific regulated accuracy. They are also
designed to dehumidify, providing the appropriate environment for
water sample storage,
Action: To purchase a laboratory sample refrigerator that will ensure
compliance with NELAP standards for sample storage and
preservation.
Benefits:
. Ensures compliance with NELAP Standards 5,5.8.4 and
5.5.5.2.1 (Sample Storage and Support Equipment),
. Ensures compliance with SFWMD contracts and the Growth
Management Plan.
ConseQuence of Not Fundinl! This Item:
. Non-compliance with NELAP,
. Non-compliance with SFWMD contracts and the Growth Management
Plan,
Replacement Incubator ($2.1 00)
Proiect Backl!round: This incubator will replace existing equipment that is used
in the analysis of microbiological samples. The current equipment is exhibiting
tempcrature instability which is not compliant with NELAP standards, Past
tcmperature adjustments of the incubator were required annually or biannually.
Recently it has become necessary to adjust the temperature bi-weekly,
Tests for detection and enumeration of indicator bacteria are used to establish
water quality. Coliform bacteria are used as a criterion of the degree of pollution
and sanitary quality in water.
Action: To purchase an incubator that will ensure compliance with NELAP
standards for microbiological analysis,
Benefits:
. Ensures compliance with NELAP standards 5.5.5.2.l and D.3.8.
. Ensures compliance with SFWMD contracts and the Growth Management
Plan.
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Agenda Item No. 16C6
May 13, 2008
Page 10 of 12
Conseauence of Not Fundinl! This Item:
. Non-compliance with NELAP,
. Non-compliance with SFWMD contracts and the Growth Management
Plan.
Replacement Lamps for Atomic Absorption Spectrometer ($1.800)
Proiect Backl!round: Lamps for the Atomic Absorption (AA) Spectrometer are
required for the analysis of metals. A lamp is required for each analyte tested,
Recently, lamps have been showing signs of wear (decreased signal from
instrument).
Action: To purchase AA lamps utilized in the analysis of metals as required by
SFWMD contracts and the Growth Management Plan.
Ben efits:
. Ensures compliance with NELAP standard 5.5,5.2.2.
. Ensures compliance with SFWMD contracts and the Growth Management
Plan,
Conseauence of Not Fundinl! This Item:
. Non-compliance with NELAP.
. Non-compliance with SFWMD contracts and the Growth Management
Plan,
Desiccator ($1.200)
Proiect Backl!round: The desiccator is required equipment used in the analysis
of solids, specifically total dissolved solids (TDS) and total suspended solids
(TSS). During peak seasonal sanlpling the sample capacity of the current
desiccators (88 samples) is not sufficient for the workload in the laboratory.
During wet season and dry season sampling events the number ofTDS and TSS
samples received by the lab ranges between 70 and lOO samples. With the
addition of required quality control samples this numbcr increases by 16 to 20
samples,
Solids are an indicator of water quality. Solids may adversely affect water quality
in a number of ways, High concentrations ofTDS limit the suitability of water as
a drinking source and irrigation supply. TDS is also an indicator of saltwater
intrusion. High concentrations of TSS increase turbidity, thereby restricting light
penetration (hindering photosynthetic activity). TSS is used as an indicator of
anthropogenic pollution.
f'agc60f8
/\genja Item No. 16C6
1,1ay 13, 2008
Page 11 of 12
Action: To purchase a desiccator that will ensure compliance with NELAP
standards, SFWMD contracts and the GrO\vth Management Plan.
Benefits:
o Prevents potential cross contamination of samples caused by overloading
current desiccators.
o Ensures compliance with NELAP standards.
o Ensures compliance with SFWMD contracts and the Growth Management
Plan.
Conseuuence of Not Fundinl! This Item:
o Non-compliance with NELAP.
o Non-compliance with SFWMD contracts and the Growth Management
Plan.
o Potcntial cross contamination of samples.
Uninterruptible Power Supplies (UPS) for GCIMS and ICP instruments ($9.600)
Proiect Backl!round: Equipment will be utilized to protect sensitive laboratory
equipment from power instability. Numerous power fluctuations have recently
bcen experienced.
Action: To purchase two UPS units. Units will be utilized to protect the Gas
Chromatograph Mass Spectrometcr and the lCP instruments.
Benefits:
o Protects instruments required to maintain compliancc with SFWMD
contracts and the Growth Management Plan.
o Expenses to repair damages resulting from power loss would exceed the
cost of the UPS. The averagc scrvice call for these instruments costs
approximately ~8,300.
o Ensures compliance with NELAP standards.
o Ensures compliance with SFWMD contracts and the Growth Management
Plan.
Conseuuence of Not Fundinl! This Item:
o Damage resulting from power loss or surge will result in cost exceeding
the cost of one UPS.
o Damage to instruments from power loss or surge will result in downtimc
of instrument. potentially rcsulting in non-compliance with SFWMD
contracts and the Growth Management Plan,
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Aoenda Item No. 16C6
" May 13. 2008
Page 12 of 12
Hand Held Radio ($3.000)
Proiect Back!!round: The hand held radio will replace a unit that is no longer
functioning,
Action: To purchase a hand held radio used to provide communication between
staff.
Benefits:
. Essential in daily operations for communication. To reduce costs,
Pollution Control has drastically reduced the number of cell phones and
relies primarily on radio communication.
. Essential in communicating during emergency events.
Consequence of Not Fundin!! This Item:
. Loss of communication during daily operations and emergency events.
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