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CONTRACT 3883 CLOSEDst$ os . PROFESSIONAL SERVICES ERVI AGREEMENT FOR DE IGN BETWEEN THE CITY OF EL SEGUNDO AND ENVIRONMENTAL ENGINEERING AND CONTRACTING, INC._ This AGREEMENT is entered into this _16_ day of December, 2008 by and between CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and the CI oration ENVIRONMENTAL ENGINEERING AND CONTRACTING, INC., a California Corp ( "CONSULTANT "). CONSIDERATION. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below; A. B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed $35,505 dollars ($35,505 for CONSULTANT's services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit "A," which is incorporated by reference. 2. SCOPE OF SERVICES. A. CONSULTANT will perform services listed in the attached Exhibit "B," which is incorporated by reference. B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. 3883. 4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A ") the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date. 5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 6. ADDITIONAL WORK. A. CITY's city manager ("Manager ") may determine, at the Manager's sole discretion, that CONSULTANT must perform additional work ( "Additional Work ") to complete the Scope of Work. If Additional Work is needed, the Manager will give written authorization to CONSULTANT to perform such Additional Work. B. If CONSULTANT believes Additional Work is needed to complete the Scope of Work, CONSULTANT will provide the Manager with written notification that contains a specific description of the proposed Additional Work, reasons for such Additional Work, and a detailed proposal regarding cost. C. Payments over $ 3,500 for Additional Work must be approved by CITY's city council. All Additional Work will be subject to all other terms and provisions of this Agreement. 7. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has: i. Carefully investigated and considered the scope of services to be performed; ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted -2- 3883 with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 8. TERM. The term of this Agreement will be from December 16, 2008, to Sepetmber 30,2009. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: A. Completion of the work specified in Exhibit "A "; B. Termination as stated in Section 16. 9. TIME FOR PERFORMANCE. A. CONSULTANT will not perform any work under this Agreement until: i. CONSULTANT furnishes proof of insurance as required under Section 23 of this Agreement; and ii. CITY gives CONSULTANT a written notice to proceed. B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty -eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement's schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services. 11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: A. Exhibit A: Scope of Work; B. Exhibit B: Budget; and C. Exhibit C: Proposal for Services. -3- 38 83 • ," -I 12. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties. 13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number. 14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement. 15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 16. TERMINATION. A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. B. CONSULTANT may terminate this Agreement at any time with CITY's mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date. C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT" own cost; CITY will not be obligated to compensate CONSULTANT for such work. D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY's option, become CI"I'Y's property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C). E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. -4- 3883. ; F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY's own risk. 18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 19. INDEMNIFICATION. A. CONSULTANT must save harmless, indemnify and defend CITY and all its officers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property arising from, pertaining to, or relating to the negligence, recklessness, or willful misconduct of CONSULTANT or any of CONSULTANT's officers, agents, employees, or representatives. B. For purposes of this section "CITY" includes CITY's officers, officials, employees, agents, representatives, and certified volunteers. C. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 23, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to the provisions concerning indemnification. 20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services. CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's written approval are prohibited and will be null and void. -5- 3883.,,.) 21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only. 22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement. 23. INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Limits Commercial general liability: $1,000,000 Professional Liability $1,000,000 Business automobile liability $1,000,000 Workers compensation Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. 0 3883.,;3 C. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 16. 24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation. 25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update. 26. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: Environmental Engineering & Contracting, Inc 501 Parkcenter Drive Santa Ana, CA 92705 Attention: John Shaffer If to CITY: City of El Segundo 350 Main Street E1 Segundo, CA Attention: Lauren Mahakian Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of -7- 3883.,,.E actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT's bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability. 29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement. 32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. There are ONE (_1_) Attachments to this Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns. 33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party. 34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 35. AUTHORITY /MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. CITY's executive manager, or designee, may execute any such amendment on behalf of CITY. -8- 3883•...1 36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by facsimile transmission. Such facsimile signature will be treated in all respects as having the same effect as an original signature. 37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. 39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will immediately terminate without obligation of either party to the other. 40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. [Signatures on next page] ME 38 83 . IN WITNESS WHEREOF the parties hereto have executed this contract the day and year first hereinabove written. C I1-Y� UNDO ck Wa , City Manager ATTEST: Cindy Mort n, City Clerk APPROVED AS F . MARK D. HEN tyi By: Karl . Berger, Assistant City Atto;6 -10- i John / a er Pr9eident Taxpayer ID No.e!;1— 3883 • , 0 EXHIBIT A,B & C 2.0 Scope of Work and Approach 21 TASK 1 - GENERAL ADMINISTRATION, MEETINGS, AND PRESENTATIONS 2.1.1 Project Management EEC has developed and implemented SSMP and FOG Control Programs throughout California and will manage the City's SSMP project (Project), utilizing the same project team and schedule and budget monitoring efforts as these successful projects. Additional project management details are discussed in section 4.0 below. 2.1.2 Kickoff Meeting I;E,C will hold a kick -off meeting with the City for introductions, to discuss the scope, parameters and schedule of the Project, and to discuss specific tasks, goals and milestones. Before this meeting, 1.1F.0 will review available documents, provide a draft agenda, and distribute SSMP element templates and surveys to ensure that the meeting is as productive as possible. After the meeting, EEC will distribute a memorandum with a clearly defined action plan for EEC and the City. Appropriate City staff will be interviewed by FEC to gather necessary information for the Project. V,EC will collect and review all documents applicable to this Project. Examples ofdocuments may include: 1. City of 1;1 Segundo Municipal Code 2. Sewage System Maintenance Overflow and Spill Prevention Program (MOSPP) 3. Typical report to Regional Board "Unauthorized Wastewater Discharge Report," 4. Regional Board WDR Orders 5. Job Description of Operations Department 6. List of Collections Staff, titles, and certifications held 7. The following Organization Charts: • Administration Department • Operations Department • Engineering Department • Service Department 8. "Customer Complaint" form 9. "Force Main, Lift Stations, Inspection Schedule" 10. "Repeat Cleaning Schedule" 11. Manhole Inspection Report 12. List of SSOs for 2004, 2005, 2006, 2007, and 2008. 13. Standard Specifications for the Construction of Sanitary Sewer Systems 14. Five year CIP 15. "Operating Budget" 2008 16. List of FOG Generators 17. Interceptor Monitoring Inspection Worksheet, if applicable 18. Best Management Practices for Restaurants, if applicable 19. Interceptor /Separator Application City of El Segundo SSMP Proposal 2 EEC 3883. , 20. Interceptor /Separator Inspection Form 21. Copy of a Typical Notice of Violation 22. Restaurant Waste Grease Disposal Locations 2.1.3 Work Plan EEC will prepare a work plan for each task of this Project to set forth the significant milestones and deliverables for the team members (both City staff and EEC) and to ensure compliance with the established project execution strategy and project goals. EEC provides this service for many of our SSMP and FOG projects to confirm that all deliverables are completed on time and on budget. 2.1.4 City Staff Meeting EEC will meet with City staff to review the City's current documents, work plans for each task, and to collect additional information for completion of each deliverable. 2.1.5 Bi- weekly Progress Reports Bi- weekly progress reports will be prepared by and the upcoming work, updating the schedule, weekly progress reports will be e- mailed to the display the action items for the City. 2.1.6 Informal Meetinas with City Staff EEC summarizing the work performed and providing budget status. These bi- appropriate City staff and will clearly Meetings will be held with City staff on a frequent informal basis during the project to review progress, exchange ideas and information, and make sure that everyone is in agreement concerning responsibilities, deliverables, and deadlines. 2.1.7 Draft Reports As each task is nearing completion, EEC will present 6 copies of draft reports for City review and comment prior to finalization. In order to be more efficient and reduce costs, some draft reports will include multiple tasks. 2.1.8 City of El Segundo Council Presentation EEC will prepare and conduct a formal presentation to the City of El Segundo Council at the appropriate time as determined by the City to keep the City Council informed and to solicit their comments or comments from the public. EEC has conducted numerous city council and Special District Board presentations for our SSMP and FOG Control Program development projects and can use much of the presentation materials from these other projects to benefit this Project. 2.2 TASK 2 - LEGAL AUTHORITY As required in the WDR, the City must demonstrate through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, that the City possesses the necessary legal authority required in the SSMP. EEC will review the City's City of El Segundo SSMP Proposal 3 EEC 3883 . , existing Municipal Code, standards, and other sanitary sewer requirements and provide a written description demonstrating that these regulations sufficiently address the issues WDR requirements. Based on EEC's initial review of the Municipal Code, the City already has regulations governing wastewater discharge, but the FOG legal authority will require significant upgrading. Therefore, EEC is assuming that there will be minor modifications to the existing Municipal Code, and EEC will discuss with the City whether the new FOG regulations should be included in the Municipal Code or through a separate FOG ordinance. EEC has developed FOG regulations using both approaches for other projects depending upon city attorney preference. To avoid confusion, the anticipated FOG legal authority work is included in the FOG Control Program Task. If the existing Codes and standards do not sufficiently address WDR requirements, EEC will make recommendations for upgrades. 2.2.1 Prevent Illicit Discharges Prevent illicit discharges into the City's sanitary sewer system, including inflow /infiltration from laterals, stormwater, and other unauthorized debris. EEC will review the City's current legal authority to prevent illicit discharges and provide examples from EEC's other projects. 2.2.2 Prover Sewer Connections Require proper design and construction of sewer connections. EEC will review the City's current legal authority to ensure proper sewer connections are made and will provide examples from EEC's other projects. 2.2.3 Minimum FOG Pre - treatment Standards Development of minimum FOG pretreatment standards at food service establishments (FSEs) such as permitted grease interceptors (e.g., gravity, hydromechanical, and grease removal devices). Best Management Practices (BMPs) can also serve as proper pretreatment for many FSEs, consequently, this pretreatment option will be evaluated by EEC as well. The current City of El Segundo Municipal Code refers to adoption of the 2007 California Plumbing Code, but this does not provide sufficient direction for proper pre- treatment standards. EEC will develop a pre- treatment approach for the City that is appropriate for the FOG blockage and maintenance issues in the City while being sensitive to the burden that pre- treatment can have on FSEs. 2.2.4 Draft FOG Ordinance EEC will develop a draft FOG ordinance with established penalties and enforcement mechanisms. The City can either choose to incorporate these FOG ordinance elements into the existing Municipal Code or can adopt a separate FOG Ordinance. EEC has developed FOG ordinances (or incorporated FOG ordinance elements into existing Municipal Codes) for over 20 cities and sewer districts to date. Similar to the FOG pre- treatment standards, EEC will develop a draft ordinance for the City that is appropriate for the FOG blockage and maintenance issues in the City while being sensitive to the burden that the FOG requirements can have on FSEs. City of El Segundo SSMP Proposal 4 EEC 3883 . , 0 ,1 2.2.5 FOG Inspection Program EEC will develop a FOG inspection program which includes inspection frequency, permits, cost recovery, and coordination with existing stormwater and industrial waste inspections. EEC currently performs all of the FOG inspections for four cities and sewer districts on an annual contract basis. EEC has inspected over 10,000 food service establishments and has trained over 400 FOG inspectors throughout the State of California through our FOG Inspector Training Workshop that was originally offered through CalFOG and now is offered through the California Water Environment Association (CWEA). 2.3 TASK 3 - OPERATION AND MAINTENANCE PROGRAM REVIEW 2.3.1 Review Preventative Maintenance Program EEC will review the existing City's routine preventative operations and maintenance program and create or recommend improvements to the existing written Preventative Maintenance /Work order program, hot spot tracking program, and Standard Operating Procedures based on current program activities and necessary additions to meet SSMP requirements. EEC will also consult with City Operations and Maintenance (O &M) staff. In the SSMP, EEC will include a description of the routine preventative maintenance activities that the City performs on a regular basis. At a minimum, EEC will include the following: • Describe routine preventive operation and maintenance activities by City staff and contractors, including a system for scheduling regular maintenance and cleaning of the sanitary sewer system and sewer lift stations with more frequent cleaning and maintenance targeted at known problem areas. The Preventive Maintenance (PM) program will include a system to document scheduled and conducted activities, such as work orders. • EEC will review the existing City stock/spare parts supply and recommend any additions. Following this, EEC will work with City staff to create an equipment and replacement parts list inventory. In the SSMP, EEC will include a description of critical replacement parts and Emergency /Standby Equipment. EEC will consult with City Sewer O &M staff on identification of necessary replacement parts, emergency equipment, and current inventories of both. • EEC will recommend a 5 -year program and develop a schedule tracking the progress for CCTV inspections, physical facility inspections, and other PM activities for all gravity sewers, manholes, pumping facilities, and force mains. • Develop a plan to identify and prioritize system deficiencies and implement short - term and long -term rehabilitation actions to address each deficiency. This should include FOG problem areas and pipeline structural deficiencies. The program should include regular visual and CCTV inspections of manholes and sewer pipes, and system for ranking the conditions that are at risk of collapse or pone to more frequent blockages due to pipe defects. • The WDR requires the City to maintain up -to date maps of its wastewater collection system facilities. EEC will review existing City sewer system maps, Geographic City of El Segundo SSMP Proposal 5 EEC 3883 • ,,$.A Information System (GIS), and associated goedatabases. EEC will also consult with City staff to ensure accuracy and currency of the sewer system. In the SSMP, EEC will include a description of the type of maps currently being used by the City. EEC will recommend improvements in the City's PM Program with an understanding that the City's current PM Program has proven to be very effective to this point. 2.3.2 Trainine Proeram EEC will review the City's current training program and provide the following, as appropriate: EEC will develop a written training program for the City where training is provided on a regular basis for staff in sanitary sewer system operations and maintenance, and contractors are required to be appropriately trained. EEC will also develop recommended or suggested contract language for City contractors to obtain required training. 2.4 TASK 4 - OVERFLOW EMERGENCY RESPONSE PLAN EEC has already conducted a preliminary review of the City's Overflow Emergency Response Plan (OERP) that was provided as an Addendum to the RFP. The City's OERP is comprehensive and practical. However, EEC offers the following comments to provide a jump -start on upgrades to the Plan in order to meet the WDR requirements and to ensure effective emergency response: 1. City staff training should be addressed in the plan; 2. Some modifications relating to reporting should be added to communicate the chain of command and to fit the California Integrated Water Quality System (CIWQS) on- line reporting requirements; 3. Additional detail relating to staff responsibilities and expected response times is recommended; 4. The incident assessment process should specify the criteria required to determine the appropriate response. EEC has included an example of a Spill Reporting procedure extracted from an Orange County SSMP that we developed: REPORTING THE SPILL After the spill is contained, all sewage spills, regardless of size, must be reported immediately by phone to the Environmental Health Division of the Orange County Health Care Agency ( OCHCA). During working hours, call OCHCA directly at (714) 433 -6419. After working hours and on the weekends, notify OCHCA by calling Orange County Control One (available 24 hours) at (714) 628 -7008. If the spill is small and you don't need assistance, let Orange County Control One know that you are making an official spill notification. If you need assistance from the Orange County Environmental Management Agency ( OCEMA) or OCHCA, ask Control One to have OCEMA or OCHCA call you (see Emergency Contractors and Mutual Aid section on page 9). Report all spills directly to the Regional Water Quality Control Board (RWQCB) at (951) 782- 4130. During work hours, the person answering the phone will route your call. After work hours, leave a message on the answering machine with the following information: 1. Your Name 6. Status /End of Spill City of El Segundo SSMP Proposal 6 EEC 3886.,,•, 2. City 7. Suspected Cause 3. Phone Number 8. Estimate of Spill Volume 4. Location of Spill 9. Did Spill Discharge into S.A. or Channel 5. Size of Spill If you see the release of what may be hazardous material from private property, call the City Fire Department Hazmat Team at and assist them with the problem. The Orange County Health Care Agency should also be called at (714) 433 -6419 for this type of problem. Other agencies may also need to be contacted, depending on the conditions present. Call the on- call Supervisor /Crew Leader for direction. Written reports of all spills must be prepared by a California Integrated Water Quality System (CIWQS) authorized user (see Appendix A, blue sheet) and filed on the CIWQS on -line reporting system. For the on -call duty person, it is very important to write down all relevant information such as times, names of persons contacted and when, estimated flow rate and volume of sewage spilled, names of people responding, etc. Photographs of spill containment procedures will be required. Complete the attached Spill Reporting Field Form (see Appendix C, red sheet) and turn it in to the appropriate Supervisor. The on -call supervisor shall complete the attached Spill Reporting On -Call Supervisor /Crew Leader Form (see Appendix B, yellow sheet) from information received from the field personnel responding to the spill. CATEGORY 1 SPILL REPORTING: Category 1 spills are spills that meet any one or more of the following criteria: • Any spill that reaches a storm drain inlet and is not fully captured and returned to the sewer system. • Any spill that reaches a drainage channel and /or surface water. • Any spill equal to or greater than 1,000 gallons. Reporting for all Category 1 spills shall be made by the on -call duty person and shall be handled as follows: 1. Contact Orange County Health Care Agency at (714) 443 -6419 as described above WITHIN 2 HOURS after becoming aware of the spill. 2. Contact the State Office of Emergency Services (OES) at 1 -(800) 852 -7550 WITHIN 2 HOURS after becoming aware of the spill and wait on the phone for a control number. The OES will make a report and fax it to the Regional Water Quality Control Board ( RWQCB). OES will provide a Control Number, be sure to record this number for spill reporting purposes. If the spill is a very large or dangerous spill, the OES will contact RWQCB personnel. 3. Contact the Regional Water Quality Control Board at (951) 782 -4130 as described above WITHIN 2 HOURS after becoming aware of the spill. 4. As soon as possible, but no later than 24 hours after becoming aware of a Category 1 spill, the on -call Supervisor /Crew Leader shall submit to the Regional Water Quality Control Board a certification that the OES and OCHCA have been notified of the discharge. This step will be performed on -line by entering a preliminary spill report into the California Integrated Water Quality System (CIWQS) database. CIWQS website: http: / /ciwgs.waterboards.ca.gov CATEGORY 2 SPILL REPORTING: Category 2 spills are spills that are less than 1,000 gallons and meet any one of the following criteria: • The spill is contained before it reaches a storm drain inlet. City of El Segundo SSMP Proposal 7 EEC 3883 . , , The spill reaches a storm drain inlet but has been fully captured and returned to the sewer system. Reporting for all Category 2 spills shall be made by the on -call duty person and shall be handled as follows: 1. Contact Orange County Health Care Agency (OCHCA) at (714) 443 -6419 as described above AS SOON AS POSSIBLE after containing the spill. 2. Contact the Regional Water Quality Control Board (RWQCB) at (951) 782 -4130 as described above AS SOON AS POSSIBLE after containing the spill. 3. Category 2 spills must be reported through the California Integrated Water Quality System (CIWQS) within 30 days after the end of the calendar month in which the SSO occurred. This will be done by the Principal Engineer. PRIVATE LATERAL SPILL REPORTING: Private Lateral spills are any spills originating from private property that meets the following criteria: • The spill is contained on -site or prior to entering a storm drain inlet. • The spill reaches a storm drain inlet but has been fully captured and returned to the sewer system. Reporting for all Private Lateral spills shall be made by the on -call duty person and shall be handled as follows: 1. Contact Orange County Health Care Agency at (714) 443 -6419 as described above AS SOON AS POSSIBLE after containing the spill. 2.5 TASK 5 - FOG CONTROL PROGRAM EEC will evaluate the City's FOG Control Program and FOG legal authority and provide recommendations for upgrades that are in full compliance with the SSMP requirements and are consistent with the goals of the MS4 program. However, simply meeting the SSMP general FOG requirements does not necessarily result in an effective and business - friendly FOG Control Program. EEC proposes to conduct a thorough analysis of the City's current program based on our wealth of FOG experience described in the following paragraphs. FOG in sewers can be problematic, often causing blockages in small to medium sized, low flowing sewer pipes and resulting in public and private SSOs such as the private SSO experienced in El Segundo in June 2008. To address this issue, the WDR requires that cities and sewer districts develop new FOG Control Ordinances and FOG Control Programs to reduce FOG - related SSOs. EEC is proud to have played a significant role in the reduction of FOG related SSOs for many agencies in California, having designed, implemented, and managed numerous FOG Control Programs. This success is borne by the combined effort of permitting and inspection of Food Service Establishments (FSEs), public outreach and education, and periodic cleaning of sewers, particularly the problematic "hot spots ". City of El Segundo SSMP Proposal 8 EEC If left uncontrolled, FSEs contributor of troublesome the heart of a successful 3883.,,,,E re by far the most significant FOG into sewer systems. At FOG Control effort is the implementation of the FOG Control Procedures (FOG Program Manual). Some agencies have chosen to assist FSEs by providing suggestions on various Kitchen Best Management Practices (BMP) that can be implemented. Effective implementation of such BMPs within the facility avoids having to construct costly grease traps or interceptors for exiting businesses. Public outreach to residential neighborhoods has also begun, informing citizens about the impact of dumping FOG down the drain. EEC has a diverse staff, experienced in every facet of FOG control. The team is well equipped with experienced engineers, GIS analysts, scientists, and inspectors to assist the City with addressing all FOG issues, including staff training and optimizing your current FOG assessment programs. 2.5.1 Public Education and Outreach EEC will evaluate the current Public FOG Education and Outreach program and make recommendations for upgrades, if necessary, along with a plan and schedule. EEC has developed many FOG education and outreach programs and materials for FOG programs throughout the country which can benefit this project. 2.5.2 Disposal of FOG EEC will research the FOG waste disposal options and facilities in the area and document that there is adequate disposal options for the yellow and brown grease generated in the City. 2.5.3 Leeal Authority As was discussed in Task 2 above, EEC will ensure that the City of El Segundo has the proper legal authority to control FOG discharges in the City. The costs for this work are included in this FOG task. The other legal authority costs are included in Task 2. 2.5.4 Grease Removal Devices, BMPs, Record Keepine and Rmortine FOG Source Control is the first line of defense in controlling SSOs caused by FOG blockages and is a combination of two important programs: BMPs and Grease Removal Devices. First, FOG can be prevented from entering drains that lead to the sewer system through the promotion and implementation of kitchen BMPs such as "Don't Pour Grease Down the Drain" or "Scrape Grease and Food Particles Into the Trash Before Washing Plates or City of El Segundo SSMP Proposal 9 EEC Cookware ". For residential dischargers, this can be accomplished through an effective education and outreach program. Second, FOG that does enter drains at FSEs can be captured before it flows to the public sewer system through the requirement for the proper design, installation, and maintenance of Grease Removal Devices (i.e., grease interceptors and traps). EEC completed the largest FOG Control Study (Study) in the country on behalf of Orange County Sanitation District and 26 other cities and wastewater agencies in Orange County. Phase I of the Study resulted in recommendations for sewer cleaning and BMP programs that have become the backbone of FOG Control Programs throughout Orange County and California. The Phase I1 Study field tested new FOG Control Technologies such as Additives, Automated Grease Removal Devices, and Interceptor Monitoring Devices. The report provided the detailed results of the field testing and provided testing, monitoring, and agency approval procedures for these technologies. EEC is aware that the City adopted the 2007 M ; California Plumbing Code which means that it also adopted the recent Uniform Plumbing Code Chapter 2 and Chapter 10 changes. Based on these changes, all grease control devices (i.e., grease interceptors, grease traps, and grease removal devices) will be classified as "Grease Interceptors ". Furthermore, conventional grease interceptors will be named "Gravity Grease Interceptors" and grease traps will be named "Hydromechanical Grease Interceptors ". A more significant change in the Code is the sizing of conventional (Gravity) Grease Interceptors. New Gravity Grease Interceptors will now be sized based on the number of Drainage Fixture Units (DFUs) in the kitchen rather the number of meals served at peak hour or the FSE's hours of operation. This will result in new Building Department plan check procedures and close coordination with the FOG program. ft«n EEC was a member of the +ate IAPMO FOG Task Group °u'" that worked on these changes. In fact, EEC developed the new Gravity Grease Interceptor sizing formula with help from a plumbing engineer on the sods Task Group. The new sizing formula was developed due to the concern that the old formula was leading to "over- sized" outdoor grease interceptors which resulted in incomplete cleaning, corrosive conditions, hydrogen sulfide generation, and odors. EEC is currently assisting other sewering agencies such as the City of Santa Ana and the Irvine Ranch Water District in the implementation of the City of El Segundo SSMP Proposal 10 EEC 3883, new sizing formula. This specialized experience will allow EEC to provide expert guidance to the City of El Segundo, if requested, during this transition to the new Code. EEC will help the City with many important decisions as it relates to the requirements that it will place on FSEs to minimize their financial burden while still protecting the sewer system. EEC will also develop simple and logical record keeping and reporting requirements for the City's FSEs. 2.5.5 FSE Inspections and Enforcement As a result of EEC's FOG Inspector services offered for sewering agencies, EEC staff has conducted over 6,000 FSE BMP inspections and over 4,000 Grease Interceptor /Grease Trap inspections, and has issued Notices of Non - Compliance to ensure that the food service establishments are adhering to FOG Control requirements. EEC has assisted in the development of 20 FOG Control Ordinances and has developed the FOG Control Program Enforcement Response Plans, FSE Permits, Inspection Forms, Notices of Non - compliance, Fact Sheets and Database /GIS support for 6 sewering agencies. EEC developed and currently conducts California's only Grease Interceptor Inspector Training Workshop for the California Water Environment Association (formerly conducted for CalFOG). Seven (7) workshops have been conducted to date and over 400 inspectors have been trained by EEC. If requested, EEC can offer our in -house expertise to provide or enhance the City's use of powerful tools including GIS, Microsoft Access Database structures, Visual Basic programming to provide an uniquely effective and efficient inspection program (Figure 1). EEC has created a methodology to characterize an FSE as high risk, low risk, or Limited Food Preparation (LFP). This characterization is used to determine an FSE's inspection frequency. City of El Segundo SSMP Proposal l 1 EEC 1 Ccraad Irdam om : FSE IdaMatlon KRdim EAulpI —* Fbrt a -- IrttrcWms Green Trap Grosse DIspoW Lateral UM Mart n Hot Spot • IrWe[MM Comet Irdennatlon F,aty Name Faaey Address CRY HMCHI TERIYAKI HOUSE 17 N MIKE 51 f BEEIEVE Responsible Party Name Ph" Harder Mal Addy H Kain 919) 6Ee -9796 Wloo_CM Fealty phone (Amber E44.1 Address HISTORY 919) 6889795 PT. .NbKhk caM EDIT Ferlty Fax Mftar 919) 6889796 ADD -3883-.•.4 HISiDRY EDIT FaelIrW Otsner Ow Neer Oyes Address CRY 2p Code 0" Ph" Mmbw E-MeR Address ADD lams Kohn p 121 Kok Or aeRaVe 7057 919) 6e69798 .cam Property Owner Owr■r Name Ow Street CRY Zip Cod■ On Phone W" E-MW Ad*— HISTORY eshm Rapertbs 0792 A6*. Or eefeve 1567 919 617.4812 r"'^ (esfeorpapertan.roM EDIT ADD :fizz 7f TT p.y. r—.• �T'. — - Ill i �I ) ul _ _ -LL �11Li :1 j,—I - IT - - -- l i , � r_r - ,1. i ti Via _wwl s -e .rT rl'TTrI Figure 1 - GIS and FSE database integration for tracking the inspection history of a Hot Spot related FSE As a result of this strategy, FSE inspection frequencies are determined based on an FSE's risk of FOG discharge and potential impact on the sewer system rather than an arbitrary or universal inspection frequency. This method of inspection management reduces the likelihood that an agency's resources are misappropriated. The GIS and database integration also provides customized tools that quickly query copious amounts of FSE data for usable results. For example, an inspector or manager can find an SSO or hotspot in the GIS and quickly determine which FSEs are related to that liability. Hyperlink tools in the GIS are designed to quickly query the FSE database to return usable pertinent information, inspection histories, pictures, and inspection forms. City of El Segundo SSMP Proposal 12 EEC Although EEC has many FOG capabilities, we know that the City has initiated FSE inspections that are working and the City's FOG blockage problem is not severe; therefore, we will work with City staff, such as Steve Tsumura, to recommend logical upgrades to the FSE inspection and enforcement program that comply with the WDR and do not overly burden the City or the FSEs. 2.5.6 FOG Hot Spot Identification and Cleaning EEC has extensive experience in sewer line closed- circuit television (CCTV) monitoring of FOG accumulation (FOG Source Characterization) that could be used to determine the specific sources of FOG blockages, verify the effectiveness of FSEs' BMPs, and assist in the enforcement of the conditional waiver program. To this point, EEC has characterized over 350 hot spots and identified numerous individual sources of FOG blockages in Southern and Northern JW ' California. The FOG Characterization data has also provided other very valuable information beyond what can be determined based on an FSE inspection. EEC understands that FOG is not the only reason for SSOs and that a thorough understanding of the system is critical when reducing SSOs. EEC's experience in sewer line characterization activities has provided a keen understanding of how hydraulic defects in the sewer, such as offset joints, roots, and sags can impact the ability of a sewer to transport grease within the sewer system. Through implementation of innovative new approaches such as GIS integration with asset management technologies, EEC can provide simple and efficient management solutions for sewer system maintenance activities and system asset management. EEC is well equipped to support the City with their sewer system evaluation and troubleshooting needs. Again, EEC knows that the City does not have a serious FOG blockage problem, so we will work with the sewer maintenance staff to see if there is a need for an upgrade in the current Hot Spot identification and cleaning program. 2.5.7 FOG Hot Spot Identification and Source Control Even though the City does not have a severe FOG blockage problem, there are always a few FOG - related Hot Spots that are being impacted by one or two significant sources of FOG. EEC will work with the sewer maintenance and source control staff to see if increased source control efforts are necessary at specific locations upstream of Hot Spots. City of El Segundo SSMP Proposal 13 EEC -3 883...6_.46 2.6 TASK 6 - SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN EEC will evaluate the City's Capital Improvement Plan (CIP) to determine if it addresses hydraulic capacity issues for key sanitary sewer system elements during dry weather peak flow conditions, as well as the appropriate design for storm or wet weather event. At a minimum, the plan should include: • Evaluation: Actions needed to evaluate those portions of the sanitary sewer system that are experiencing or contributing to an SSO discharge caused by hydraulic deficiency. The evaluation must provide estimates of peak flows (including flows from SSOs that escape the system) associated with conditions similar to those causing overflow events, estimates of the capacity of key system components, hydraulic deficiencies (including components of the system limiting capacity) and the major sources that contribute to the peak flows associated with overflow events. • Design criteria: Where design criteria do not exist or are deficient, undertake the evaluation identified in (a) above to establish appropriate design criteria. • Capacity Enhancement Measures: The steps needed to establish a short- and long- term CIP to address identified hydraulic deficiencies, including prioritization, alternatives analysis, and schedules. The CIP may include increases in pipe size, UI reduction, increases and redundancy in pumping capacity, and storage facilities. The CIP shall include an implementation schedule and shall identify sources of funding. • Schedule: A schedule of completion dates for all portions of the capital improvement program developed above. This schedule shall be reviewed and updated consistent with the SSMP review and update requirements. EEC will coordinate with City staff to provide the following services to ensure that these requirements are adequately addressed: • Compile current City practices into a single comprehensive description for the System Evaluation and Capacity Assurance Plan; • Conduct interviews with City staff and review of City sewer inspection and flow reports, evaluate those portions of the sewer system experiencing capacity related overflows and I &I; • Review the City's most recent Sanitary Sewer Master Plan Update Report (2002) to identify deficiencies and recommended corrective measures; • Review the City's sewer system CIP and provide recommendations; • Develop a schedule for necessary work identified in the SSMP (Table to be included in the SSMP) 2.7 TASK 7 - MONITORING, MEASUREMENT, AND PROGRAM MODIFICATION EEC will evaluate the City's plan to measure and track the effectiveness of the SSMP. As a minimum, this plan should include the following elements: City of El Segundo SSMP Proposal 14 EEC • Maintain relevant information that can be used to establish and prioritize appropriate SSMP activities; • Monitor the implementation and, where appropriate, measure the effectiveness of each element of the SSMP; • Assess the success of the preventive maintenance program; • Update program elements as appropriate, based on monitoring or performance evaluations; • Identify and illustrate SSO trends, including: frequency, location and volume. EEC will assist the City in developing the metrics needed to monitor and measure the effectiveness of required SSMP elements as follows: • Review current City Monitoring and data collection programs for the sewer system; • Develop a tracking system or matrix for performance indicators that measure the effectiveness of the SSMP elements in reducing SSOs; • Provide recommendations for upgrades to current data collections systems or for the specification of a Computerized Maintenance Management System (CMMS). 2.8 TASK 8 - SSMP PROGRAM AUDITS EEC will prepare the City to conduct periodic internal audits, appropriate to the size of the system and the number of SSOs. At a minimum, these audits must occur every two years and a report must be prepared and kept on file. This audit shall focus on evaluating the effectiveness of the SSMP and the City's compliance with the SSMP requirements, including identification of any deficiencies in the SSMP and steps to correct them. EEC will coordinate with City O &M and GIS staff to develop internal audit procedures and forms to include the following: • Document Control; • Training; • Target and Objectives — Strategic Plan with measurable targets and objectives; • Data Management; • Documented Procedures; • Outcomes — Performance data linked to CIP and Program budgets. 2.9 TASK 9 - DESIGN AND PERFORMANCE PROVISIONS EEC will review existing City sewer system engineering design and construction standards for new and rehabilitation/repair projects. EEC is aware that the City is utilizing the Green Book for most of the standards. EEC will make recommendations and/or design changes to standards to meet current and industry standards if necessary. In the SSMP, EEC will describe the existing and/or revised City design and performance standards. EEC will work closely with the City Engineering Department. EEC will review existing City inspection and testing standards and procedures for new, rehabilitated, and repaired sewer infrastructure. EEC will ensure that City inspection City of El Segundo SSMP Proposal is EEC 3883•... standards are updated and current and that training is identified to keep City personnel up -to -date with the changing standards. In the SSMP, EEC will describe the existing and or revised City Inspection, Testing, and Training Standards in the SSMP. 2.10 TASK 10 - FINANCIAL PLAN EEC will review the City's current financial plan to fund the identified staffing needs, operating costs, CIP project costs, equipment requirements, on -going CCTV activities, and other WDR compliance costs. EEC will work with City staff to determine if additional revenues are needed to fund these projects in the near and long term. If additional revenues are needed, EEC will develop justifications and recommendations for rate adjustments. The fee for an extensive cost analyses and rate study is not included in this proposal, but could be added, if requested. 2.11 TASK 11 - COMMUNICATIONS PROGRAM EEC will evaluate the City's current communications program and determine if it has the following elements: • Communicate on a regular basis with the public on the development, implementation, and performance of its SSMP. The communication system shall provide the public the opportunity to provide input to the Enrollee as the program is developed and implemented; • Create a plan of communication with collection systems that are tributary and/or satellite to the City's sanitary sewer system; EEC will review the City's existing communication tools, such as public information notices and City website, and as needed, develop enhancements to the communication program The communications program will provide a means for the City to disseminate information on SSMP development, implementation and performance to the public, effected businesses /stakeholders and satellite sewer systems. City of El Segundo SSMP Proposal 16 EEC 3.1 STAFFING 3.0 Key Personnel Environmental Engineering & Contracting, Inc Project Organizational Chart for the City of El Segundo .s t5 b .s . No sub - consultants are needed for this project due to EEC's in -house expertise. All of EEC's key personnel for this project have been working together on developing similar SSMPs and FOG Control Programs for the past 5 years. The key personnel are all available to perform this project based on their current workload. Additionally, due to our personnel's extensive experience working together on similar projects, they are tremendously flexible should something unexpected happen that limits a given personnel member's availability. Mr. Kolk will attend the kick -off meeting and he will attend the review meeting/workshop, final report meeting, and presentation to the Chino City Council depending upon the main emphasis of those meetings. Mr. Shaffer will be involved in key conference calls and will attend at least one meeting and the presentation to the City Council. 3.2 QUALIFICATIONS John Shaffer will be the Principal -in- Charge for the project and will ensure that all of the business aspects of the project are handled professionally, that the quality of the deliverables is of the highest caliber, and that there are no slippages in the project schedule. Mr. Shaffer has served this role for every SSMP and FOG project for EEC. Mr. Shaffer will also be assisting Mr. Kolk in the FOG Control Program development task. Mr. Shaffer has developed twelve FOG Control Programs and eight FOG control ordinances. A resume for Mr. Shaffer is included in the Appendix. Jim Kolk will be Project Manager for the project. Mr. Kolk has managed other similar SSMP projects, has personally developed eight FOG Control Programs, and has managed the implementation of six FOG Control Programs, including restaurant inspections and enforcement. Mr. Kolk will also be leading the review of the key City documents and procedures. A resume for Mr. Kolk is included in the Appendix. City of El Segundo SSMP Proposal 17 EEC I 3883 . • � y Stan Steinbach, P.E. will be the civil engineer for the overall development of the SSMP. Stan Steinbach is a Professional Civil Engineer and has extensive experience developing similar SSMPs such as those for the Cities of Fullerton and Stanton. Mr. Steinbach is experienced with every element of the SSMP, both as an engineer and as a task manager. A resume for Mr. Steinbach is included in the Appendix. Ramon Gallegos will be the FOG task manager and leading the document development, data management and GIS elements, when required. Mr. Gallegos is a Geographic Information Systems (GIS) Analyst with 10 years experience including 5 years experience with FOG database management and Food Service Establishment (FSE) inspection coordination for FOG programs. A resume for Mr. Gallegos is included in the Appendix. The allocation of time for each key person discussed above is shown in the cost estimate. EEC develops all SSMPs and FOG Control Programs from our office in Santa Ana, California. All SSMPs are California projects, but EEC develops FOG control programs all over the United States. This means that all of EEC's key project personnel work together in the same office with work spaces not more than 50 feet from each other. This project consists of meetings and documentation - oriented tasks that will likely not require more than 4 or 5 trips to the City, so travel time and expenses will not be significant. City of El Segundo SSMP Proposal 18 EEC 4.0 Project Management System EEC has provided many details within the individual task approaches; however, EEC will ensure that the overall approach is not unnecessarily complicated due to the fact that the City has such a low occurrence of SSOs and has already completed most of the work required for each SSMP element or due to the fact the SSMP element is extremely straightforward. One exception is the FOG Control Program, which EEC will develop side -by -side with the City in a methodical and comprehensive fashion to ensure a fair and business - friendly impact on the restaurants. This approach will ensure that the SSMP elements are completed with a level of effort and complexity that is appropriate for each task. EEC utilizes proven templates for each SSMP and FOG element based on previous SSMP and FOG projects. EEC will adjust these based on the City's particular structure and programs, but these templates have already been approved by the Regional Water Quality Control Board for the original WDR requirements in North Orange County and have been adapted slightly to the State -wide WDR requirements. EEC also uses proven project management tools that we use on similar projects to track the progress on deliverables and the budget. A typical monthly report would track the progress of each deliverable and the major elements of each task as well as the budget for each task. It would also identify the next steps and who is responsible for that next step. An example of an SSMP monthly progress report is provided in the Appendix. City of El Segundo SSMP Proposal 19 EEC 3883 5.0 Budget and Schedule EEC has developed the following detailed cost breakdown for the project with a total not - to- exceed cost estimate of $35,505 to be performed on a time - and - materials basis. City of El Segundo Sewer System Management Plan Estimated Hours (EEC) and Cost Estimate City of El Segundo SSMP Proposal 20 EEC Estimated Hours Estimated Costs Project Tasks Sr. Project Project Estimated Engineer II Engineer II Project Task Mileage / Estimated Principal P.E. Civil Project Mgr Engineer Hours Expenses Task Cost Task 1 General Administration, 2 0 20 40 62 $1,500 $7,490 Meetings, and Presentations Task 2 2 0 8 4 14 - $1,850 Legal Authority Task 3 Operations and 1 0 16 10 27 - $3,345 Maintenance Program Review Task 4 Overflow Emergency 1 0 4 8 13 - $1,615 Response Plan Task 5 FOG Control Program 2 0 20 30 52 - $6,340 Task 6 System Evaluation 1 4 10 10 25 - $3,275 and Capacity Assurance Plan Task 7 Monitoring, Measurement 1 0 8 8 17 - $2,115 Program Modifications Task 8 SSMP Program 1 0 8 4 13 - $1,655 Audits Task 9 Design and 1 4 10 10 25 - $3,275 Performance Provision Task 10 2 0 10 0 12 - $1,640 Financial Plan Task 11 Communication 1 0 6 4 11 - $1,405 Program Total Man -Hours 15 8 120 128 271 $35,505 Hourly Rates $195 $170 $125 $115 City of El Segundo SSMP Proposal 20 EEC 3883 . EEC has provided a project schedule in the Appendix that accounts for all tasks. EEC will strive to complete all deliverables before the dates specified in order to provide as much flexibility in the schedule as possible. City of El Segundo SSMP Proposal 21 EEC 38 83 , ,, 6.0 Required Information 6.1 EEC INFORMATION 1) Environmental Engineering & Contracting, Inc. 501 Parkcenter Drive Santa Ana, CA 92705 (714) 667 -2300 2) Tax Identification Number 33- 0665828 3) EEC was established in 1995 4) Project Manager — Jim Kolk 5) Correspondence is to be directed to: Mr. Jim Kolk Environmental Engineering & Contracting, Inc. 501 Parkcenter Drive Santa Ana, CA 92705 (714) 667 -2300 i jkolk @eecworld.com 6) No subconsultants for this project 7) EEC is a California corporation 8) The following table provides references for selected clients for whom EEC has conducted a similar scope of work: Client Reference List Scope of Agency Contact Position Services SSMP and City of Fullerton William Roseberry Sewer Supervisor FOG 714 738 -6373 SSMP and City of Stanton .lake Wager City Manager FOG 714 379 -9222 FOG Costa Mesa Sanitary Robin B. Hamers Manager /District District 949 631 -1731 En ineer FOG City of Santa Ana Ray Burk Principal Civil 714 647 -3317 Engineer 9) The projects and the clients listed above are similar in nature to the work proposed for the City of El Segundo, all were conducted in the last 4 years, and ranged from $40,000 to $150,000. City of El Segundo SSMP Proposal 22 EEC 3883 . , , 10) EEC has been performing work of this nature since the North Orange County SSO y WDR came into effect in 2002. The staff selected for this project is available to begin immediately, 11) EEC's 2008 Fee Schedule is provided in the Appendix The 2009 rates may be slightly higher, but not more than 8% overall. 12) EEC has reviewed the provided Professional Services Agreement and is in general agreement with these terms and conditions; however, further clarification will be requested, prior to the December 31, 2008 deadline, relating to the following two elements of the Agreement: • Non - Appropriations of Funds • Automobile Coverage City of El Segundo SSMP Proposal 23 EEC JOHN SHAFFER President Principal -in- Charge Mr. Shaffer is the founder and President of Environmental Engineering and Contracting, Inc. He has more than 19 years experience in industrial pretreatment and collection system projects. He is recognized throughout California as a wastewater expert and has managed more than 150 industrial pretreatment projects. Mr. Shaffer's was the lead researcher and author of the largest national study to date on fats, oils, and grease (FOG) control to prevent sewer overflows. RELEVANT PROJECT EXPERIENCE Sewer System Management Plans (SSMPs) — Principal -in- charge for the development of multiple sewer system management plans (SSMPs) for cities and wastewater districts to meet regional water quality control board (RWQCB) requirements and reduce sanitary sewer overflows (SSOs). The SSMPs include Overflow Emergency Response Plans, Capacity Assessment, System Evaluation, Preventive Maintenance, FOG Control, and Legal Authority. Sanitary Sewer Overflow (SSO) Study — Program manager for a $250,000 national research study for Orange County Sanitation District (OCSD) and the County of Orange on the causes and solutions to SSOs. The study was in response to the growing problem of beach closures in Orange County, California. The study includes evaluating the causes of grease blockages due to wastewater discharge from restaurants and residences, which create sewer line blockages resulting in SSOs, and sewage flowing to storm drains, creeks and eventually the beaches. Sewer System Characterizations — Program manager for over $1,000,000 of sewer system characterization projects for cities and wastewater agencies in Orange County. The work has included closed circuit television (CCTV) inspections; sewer mapping utilizing geographical information systems; structural issues, grease and roots identification. Fats, Oils, and Grease (FOG) Control Programs — Principal -in- charge for contract management of seven FOG Control Programs for cities and wastewater districts. The projects include over 5,000 food service establishment inspections involving kitchen and grease interceptor inspections, permitting, and enforcement. All of the program data is organized in databases created by EEC and linked to GIS. EDUCATION Biochemistry, University of California, Los Angeles Environmental Engineering & Contracting, Inc. 13883 . Shaffer, p. 2 PROFESSIONAL ORGANIZATIONS /ASSOCIATIONS Member of Water Environment Federation (WEF) Member of California Water Environment Association (CWEA) Environmental Engineering & Contracting, Inc. 3 8 8 3 .....,1 STAN STEINBAC% P. E. Senior Project Engineer II Mr. Steinbach is a chemical engineer and registered professional civil engineer. He has extensive expertise in NPDES issues, developing Sewer System Management Plans (SSMPs), Fats, Oil, and Grease (FOG) control and grease interceptor issues, and designing and installing wastewater treatment and remedial treatment systems. He has conducted numerous NPDES stormwater programs, wastewater characterization and treatability studies, Phase I environmental assessments, Phase II soil and groundwater site assessments, remedial testing studies, remedial action plans /feasibility studies, and has been responsible for the operation and maintenance of over 50 remedial treatment systems. EDUCATION/ SPECIAL TRAINING Bachelor of Science, Chemical Engineering - Oregon State University, Corvallis, Oregon REGISTRATIONS /CERTIFICATIONS Registered Professional Civil Engineer, California, No. C60255 OSHA 40 -hour CFR 1910.120 OSHA 8 -hour Supervisor Training Course CPR and First Aid PROFESSIONAL ORGANIZATIONS /ASSOCIATIONS American Institute of Chemical Engineers American Society of Civil Engineers Water Environment Federation National Ground Water Association EMPLOYMENT HISTORY 2000 - Present Environmental Engineering and Contracting, Inc. 501 Parkcenter Drive Santa Ana, CA 92705 Associate Engineer, TRC, Irvine, CA Senior Engineer, Alton Geoscience, Irvine, Ca Environmental Engineering & Contracting, Inc. 3883 Jim Kolk Project Engineer Jim Kolk is an industrial engineer and has extensive expertise in Fats, Oil, and Grease (FOG) control, sanitary sewer overflow (SSO) management, collection system characterization, and grease interceptor issues. Mr. Kolk has managed new FOG control programs or major elements of existing FOG control programs for more than 10 cities and sewer districts. Mr. Kolk is recognized as an expert on FSE and collection system inspection issues and integrating the data for more efficient management of a FOG control program. EDUCATION/ SPECIAL TRAINING Bachelor of Science, Industrial Engineering — San Jose State University, San Jose, California RELEVANT PROJECT EXPERIENCE FOG Control Consulting for Various Municipalities — Mr. Kolk is routinely hired by municipalities to provide expert FOG control consulting services ranging from ordinance and permit development, grease interceptor sizing and installation requirements, Hot Spot Characterization, inspector and enforcement procedures, database and GIS management. Clients include Orange County Sanitation District, and the cities of Stanton, Santa Ana, Fullerton, and La Habra. National Fats, Oil, and Grease (FOG) Control Study, Phase II — Contracted by the Orange County Sanitation District, Mr. Kolk was one of the lead researchers and authors of a $300,000 FOG Control Study for 26 North Orange County cities and wastewater agencies to field test new FOG control technologies such as biological additives, grease removal devices (GRDs), and interceptor monitoring devices. The Study is being used to develop approval procedures for these technologies. Grease Interceptor Design and Odor Control Services — Mr. Kolk has been contracted to assist in resolving grease interceptor odor related issues at various retail centers operated by the Irvine Company and at food service establishments for individual clients. Activities have included evaluation of the source of odors, odor control applications, grease interceptor sizing, and grease interceptor design services. REGISTRATIONS /CERTIFICATIONS CWEA SSO Reporting Certification PACP/ NASCCO Certification Environmental Engineering & Contracting, Inc. 38 83 . , RAMON GALLEGOS GISAT Supervisor Mr. Gallegos is a Geographic Information Systems (GIS) Analyst with 10 years experience including 5 years experience with FOG database management and Food Service Establishment (FSE) inspection coordination for FOG programs. Since joining EEC, Mr. Gallegos has accomplished a number of GIS projects which included tasks such as creating and editing spatial data and attribute data, analyzing data, and producing layouts. He has also managed GIS research, fieldwork, data collection, data processing, data management, and asset management. EDUCATION M.A., Geography, California State University, Fullerton, 2007 SPECIAL TRAINING ArcGIS, ESRI File and Personal Geodatabase structures, Access, Trimble GPS, Excel, RELEVANT PROJECT EXPERIENCE Various Cities and Water Districts in the County of Orange, California — GIS specialist for the development of city and water district maps of FSEs, city and county sewer systems, sanitary sewer overflows, and sewer hotspots. These maps were linked to an Access databases which housed characterization data for each FSE in the agencies. These systems were employed to more efficiently and more completely manage inspections of over 5,000 FSEs for the various FOG programs. Mr. Gallegos managed these inspections, processed the data, and coordinated any resulting compliance inspections. Various Cities and Agencies, California —Mr. Gallegos designed and implemented system- wide sewer atlases for these agencies. The atlases included manholes (symbolized by their types), sewer pipe segments (symbolized by their ownership or relevant problems), sewer hotspots (symbolized by cleaning frequency), aerial photography, parcel data, and various landmark features such as rivers, lakes, learning institutions, parks, and railroads. The atlases displayed all data necessary (such as pipe segment and manhole IDs, pipe segment material, footage, and size, and street and highway names) for sewer maintenance field crews to effectively and efficiently accomplish their work orders. Various Cities and Water Districts in the County of Orange, California — Mr. Gallegos designed, implemented, and maintained a methodology to track and monitor FSE inspections including compliance inspection. This methodology has been tested and proven to capture all necessary inspections of all FSEs regardless of their necessary inspection frequencies: Quarterly, Semi - Annually, Annually, and Bi- Annually. Environmental Engineering & Contracting, Inc. 3883 . ENVERONMENTAiL ENGINEERING 6 CONTRACTING, INC. 501 Parkcenter Drive, Santa Ana. CA 92705 Phone (714) 667 -2300 Fax (714) 667 -2310 2008 Fee Schedule Prior to the commencement of services provided by EEC a Professional Service Agreement, Contract, Purchase Order, or Commitment Letter must be executed by both parties engaged, PERSONNELCHARGES The charge for all time required for the performance of the Scope of Work, including office, field and travel time, will be billed at the hourly rate according to the labor classifications set forth below: Labor Classification Hourly Rate Staff Engineer /Geologist/Scientist $90 Sr Staff Engineer /Geologist/Scientist $100 Project Engineer /Geologist/Scientist -1 $115 Project Engineer /Geologist/Scientist -11 $125 Sr Project Engineer /Geologist/Scientist - 1 $145 Sr Project Engineer /Geologist/Scientist - 11 $170 Principal Engineer /Geologist $180 Principal $195 Project Assistant $70 Technician $80 Drafter $85 Sr Technician $90 Compliance Inspector $90 GIS Analyst $90 GIS, Database Specialist $115 Construction Technician $65 Construction Field Supervisor $75 Construction Manager $85 Sr Construction Manager $115 Emergency response and client requested work during non - standard business hours will be charged at a rate of 1.25 times the standard hourly rate. Travel Field vehicles used on project assignments will be charged at $50 per day. The mileage charge will be billed by the current rate established by the Internal Revenue Service plus mark up. Per Diem is billed at a unit cost of $40 per day. Lodging and Per Diem is billed at $175 per day. Field Eauipment Field Equipment is billed at standard unit costs. Rate schedules are available upon request. Subcontractors and Reimbursables The costs of subcontractors, materials, equipment rental and costs incurred will be charged at cost plus 15 %. Other Project Charges The cost of additional report reproduction and special project accounting will be billed as appropriate. Plotting plans are charged by size, black and white or color, and by the number of copies supplied. Shipping and Postage Shipping charges include couriers and the postage necessary will be charged at cost plus markup. When EEC Staff appear as expert witnesses at court Interest Charges trials, mediation, arbitration hearings and depositions, Interest on late payments will be charged at the rate their time will be charged at 2.0 times the standard rate. of 1.5% per month. All time spent preparing for such trials, hearings, and depositions, will be charged at the standard hourly rate. This Fee Schedule is adjusted each subsequent year to reflect the economic changes for the new year. 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