CONTRACT 4613 CLOSEDAgreement No. 4613
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
ENVIRONMENTAL ENGINEERING & CONTRACTING, INC.
This AGREEMENT is entered into this 1st day of May, 2014, by and between the CITY
OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and Environmental
Engineering & Contracting, Inc.. a California Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
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 Twenty Four Thousand Three Hundred Twenty -Five dollars ($24,325.00)
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 "A," 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.
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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 $675 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
with the conditions there existing, before commencing the services hereunder.
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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 May 16, 2014 to May 15, 2015. 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: Proposal for Services.
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 sun 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.
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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 CITY'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.
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
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Agreement No. 4613
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 agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, 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 resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. Should CITY be named in any suit, or should any claim
be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
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 will survive
termination of this Agreement.
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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.
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
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
I on
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory requirement
Agreement No. 4613
B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO -CGL Form. 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.
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.
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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:
EEC
501 Parkcenter Drive
Santa Ana, CA 92705
Attention: John Shaffer
If to CITY:
Public Works
City of El Segundo
350 Main St.,
El Segundo, CA 90245
Attention: Lifan Xu
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
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 parry. 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 is one (1) Attachment to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
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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.
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]
in
Agreement No. 4613
IN WITNESS WHEREOF the parties hereto Have executed this contract the day and year
first hereinabove written.
I
Etivironmental eerhig & Contracting, Inc.
"di
TEST;
Taxpayer ID No. 33-0665828
Tracy Weav
e,
City Clerk,
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K,-'irl 11, Berger,/
Assistant Citv/A
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ENGINEERING & CONTRACTING, INC.
501 Parkcenter Drive, Santa Ana, CA 92705
Phone (714) 667 -2300 •Fax (714) 667 -2310
wvrw.eecvrorld.com
April 29, 2014
Agreement No. 4613
Mr. Lifan Xu
Principal Civil Engineer
City of El Segundo
Public Works Department
350 Main St.
El Segundo, CA 90245
Subject: Proposal to Provide Sewer System Management Plan (SSMP) Audit and Updates, and
550 Emergency Response Plan (550 ERP) Updates
Dear Mr. Xu:
Environmental Engineering & Contracting, Inc (EEC) is pleased to present this proposal to provide Sewer
System Management Plan (SSMP) audit and updates, and SSO Emergency Response Plan (SSO ERP)
updates for the City of El Segundo. EEC understands that the City is looking for a consultant with unique
experience and expertise in SSMP audits and development, and 550 ERP development.
Since the issuance of the State Water Resources Control Board Order No. 2006- 003 -DWO, EEC has
assisted multiple sewer agencies across California, including the City of El Segundo, with the
development, implementation and internal audits of their SSMPs. During this time, EEC has become an
expert in the elements of the SSMP and the requirements of the State Water Resources Control Board
( SWRCB). In addition to SSMP developments and audits, EEC has also helped multiple sewer agencies
develop and update their SSO ERPs, especially in regards to the recent Monitoring and Reporting
updates that were released by the SWRCB in 2013.
Thank you for the opportunity to provide these services for the City of El Segundo. Should there be any
questions, please contact me at (714) 667 -2300 orjshaffer @eecworld.com.
Sincerely,
Environmental Engineering & Contracting, Inc.
r
John Shaffer
President
Mid - Atlantic Office: 200 Harry S. Truman Parkway, Suite 330 • Annapolis, MD 21401 • Phone (410) 263 -2234 • Fax (410) 266 -8660
Northern California Office:'2100 Embarcadero, Suite 104 • Oakland, CA 94606 • Phone (510) 225 -9262 • Fax (510) 867 -2053
Agreement No. 4613
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Section 1.0 - INTRODUCTION
Pursuant to your request, Environmental Engineering & Contracting, Inc. (EEC) has prepared this
proposal to provide sewer system management plan (SSMP) auditing and updates, and SSO Emergency
Response Plan (SSO ERP) updates for the City of El Segundo (City). In compliance with the Statewide
General Waste Discharge Requirements (WDR) for Sanitary Sewer Systems (State Water Resources
Control Board Order No. 2006 - 003 -DWQ), the City developed and implemented a SSMP with the primary
goal of reducing and preventing sanitary sewer overflows (SSOs). EEC understands that an internal audit
was conducted in 2012 to evaluate the effectiveness of the SSMP and the City's compliance with the
SSMP requirements. Based on WDR requirements, internal audits of the SSMP should be conducted
once every 2 years, and the SSMP should be updated once every five years.
Additionally, based on the recent monitoring and reporting requirement updates released in 2013 by the
State Water Resources Control Board, EEC understands that the City would like to update its SSO ERP to
reflect these changes and any other program changes that may have taken effect since the original
development of the SSO ERP.
Based on previous internal SSMP audits, EEC's experience with the development and assessment of
SSMPs and SSO ERPs in California, EEC is uniquely qualified to provide the services required to assist the
City with continued compliance with the WDR.
Number of Employees:
Years in Business:
Corporate headquarters:
Phone Number:
Fax Number:
Website:
Certifications /Licenses:
Tax Identification Number
Insurance:
35
19
501 Parkcenter Drive
Santa Ana, California 92705
(714) 667 -2300
(714) 667 -2310
www.eecworld.com
Class A General Engineering Contractor License
Hazardous Substances Removal Certification
Small Business Enterprise (California Department of General Services)
Small business as prescribed by the Federal Acquisition Regulations
33- 0665828
General Liability up to $5 Million (proof of insurance available upon
request)
EEC is a full - service environmental consulting firm that provides high - quality, cost - effective
environmental, engineering, and consulting services to public and private entities throughout the United
States and specifically California. EEC was founded in 1995 to fulfill a need for technical excellence and
personal service in environmental consulting. EEC comprises a team of experts in engineering,
environmental compliance, environmental science technology and data management systems,
chemistry, toxicology, hydrogeology, geology, and industrial hygiene.
City of El Segundo Proposal 1 April 29, 2014
Agreement No. 4613
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The engineering division provides wastewater treatment and water reuse design; SSMP development
and internal audits; SSO emergency response training and emergency response plan development;
National Pollutant Discharge Elimination System (NPDES) / storm water management; fats, oils, and
grease (FOG) control services; soil and groundwater remediation design; chemical delivery system
design; and operation and maintenance of wastewater treatment systems. The division also designs and
implements plans for remediation of soil and groundwater, mitigation of lead and asbestos, treatment
and reuse of wastewater, and management of storm water.
The environmental division routinely performs
Phase 1 /11 environmental site assessments, soil and
groundwater investigations, air quality monitoring,
and asbestos and lead testing. In addition, the
division prepares and implements site assessment
work plans, preliminary endangerment
assessments, remedial action plans, and closure
reports for regulatory acceptance and approval.
Finally, the division undertakes coordination and
negotiation with regulatory agencies on behalf of
clients throughout the project duration.
The construction division supports projects
originating from the engineering and
environmental departments, but also undertakes
projects independently. This division removes
underground and aboveground storage tanks;
installs, operates, and maintains remediation
systems; and performs general construction
services, including operation of heavy equipment.
EEC's divisions are supported by a technology services department that facilitates efficient collection,
storage, and review of large data inventories. This department uses computer -aided drafting and design,
geographic information systems, and database technologies to support and manage projects across the
City of El Segundo Proposal 2 April 29, 2014
Agreement No. 4613
. . . . . . . . . . . . . . . . . .
firm's divisions, The department identifies the right technologies for the client's most critical needs and
ensures that the chosen technologies will stay relevant and effective long after project completion.
In addition, EEC has an in-house editor to ensure the consistency, accuracy, and readability of'the firm's,
documents. Finally, the administrative team supports the entire firm with project-related activities, such
as accounting and invoicing.
EEC has developed an exceptional reputation for providing rapid response and unparalleled ability to
successfully complete projects under difficult and sometimes seemingly unreasonable project deadlines.
City of El Segundo Proposal 3 April 29, 2014
Agreement No. 4613
a�I l ',' �1Aba tuu A
Section 2.0 - PROJECT EXPERIENCE
2.1 SSMP Development at., Au its
EEC staff has comprehensive experience in conducting a wide range of program audits, including sewer
system management plan (SSMP) audits. This broad experience has provided EEC with a unique insight
to both a regulator's view on conducting audits and a regulated entity's view on being audited. Since the
issuance of Order No. R8- 2002 -0014 by the California Regional Water Quality Control Board in 2002, and
subsequent issuance of the current Statewide General Waste Discharge Requirements for Sanitary
Sewer Systems (Order No. 2006 - 0003 -DWQ) in 2006, EEC has applied this insight in developing and
implementing practical and defensible programs designed to reduce sanitary sewer overflows (SSOs).
EEC continues to serve local governments in developing, implementing, and monitoring sensible sewer
system management programs tailored to address each agency's specific local conditions. EEC has
extensive expertise in key SSO mitigation strategies, including fats, oils, and grease control programs,
overflow emergency response plans, and SSMP performance assessment and audits. EEC has supported
cities and independent special districts throughout Southern California to develop, implement, and /or
audit their SSMP. A summary of EEC's SSMP related projects is provided in Table 2 -1, Summary of SSMP
Experience.
Table 2 -1, Summary of SSMP Experience
City of El Segundo Proposal 4 April 29, 2014
Agreement No. 4613
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2.2 SSO Emergency Respoxise Fiiaii
EEC staff has comprehensive knowledge in the evaluation and development of SSO Emergency Response
(ERP) Plans. In 2013 EEC assisted the City of Santa Ana with the updates to their SSO ERP. The updates
were based on recent program changes, personnel and equipment changes, and the recent update to
the State's monitoring and reporting requirements regarding SSOs.
In addition to SSO ERP development, EEC has also
conducted SSO emergency response training for
sewer system staff. In 2013 EEC conducted SSO
emergency response training for the City of San
Gabriel. The training consisted of a review of current
practices and procedures, the recent updates to the
State's monitoring and reporting requirements, and
filed simulations of SSOs to visually evaluate volumes
and practice SSO containment.
City of El Segundo Proposal 5 April 29, 2014
Agreement No. 4613
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Section 3.0 - SCOPE OF WORK
3.1 Project Kick -Off Meeting
EEC will coordinate and facilitate an overall project kick -off meeting with City staff and managers to
discuss the purpose and intent of the SSMP audit and update, and SSO Emergency Response Plan
update. During the kick -off meeting, EEC will explain the proposed project processes and provide an
opportunity for staff to ask questions. EEC will identify the initial documents and data necessary for the
audit and evaluations and the group will identify the appropriate staff responsible for providing the
documents /data. This proposal assumes that a single, one -hour kick -off meeting will be required,
3.2 SSMP Audit
3.2.1 Documentation /Data Desktop Review
EEC will conduct a desktop review of all provided documentation and data, which are anticipated to
include, but may not be limited to, the following:
• Historical SSO data
• Sewer maintenance data (line cleaning, inspections, repair, etc.)
• SSMP
• City of El Segundo Municipal Code
• City of El Segundo Master plan
• Applicable sewer lift station plans and information
• Other relevant documents (design standards, procedures, etc.)
The desktop review will provide the team with an overview of the City's programs. Through this review,
EEC will identify the areas that appear to be in compliance with the WDR as well as any areas that may
be deficient. The initial review will serve as the basis for the development of staff interview format and
questions.
3.2.2 Staff Interviews and Field Operations Review
EEC will work with the City to develop and coordinate a schedule for audit interview sessions. Interviews
will be conducted with management, engineering, field, data management, and plan review staff, and
with support staff as needed. Staff interviews will focus on all procedures, documents, records, work
practices, and operations associated with the SSMP program. It is anticipated that three to five interview
sessions will be needed, with each session lasting one to two hours. One to two additional field
interview sessions may also be conducted for observation of field activities and procedures and are
anticipated to last approximately one to two hours.
3.2.3 Sewer System Mattac�etnent Plan Audit Report
EEC will compile the notes, observations, and findings gathered through the audit process into a draft
Sewer System Management Plan Audit Report and will submit the draft report to the City for review and
comment. In addition to identifying the strengths and compliance areas of the program, the report will
City of El Segundo Proposal 6 April 29, 2014
Agreement No. 4613
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identify any areas where the City is out of compliance with the SSMP and /or WDR. Based on the
findings, EEC will provide recommendations for corrective actions in a format suitable for ongoing
tracking of corrective actions by the City. Where applicable, the draft report will also include identified
non - regulatory, that is, discretionary, recommendations for improvements that could further enhance
the efficiency or effectiveness of the program.
EEC will incorporate the City's comments into the final Sewer System Management Plan Audit Report.
The discretionary recommendations for program enhancements will be excluded from the final report.
3.2 Sewer System Management Plan Updates
Based on the recommendations and findings identified in the SSMP audit, EEC will update the SSMP to
reflect the current City policies and practices. EEC will ensure the revised SSMP remains compliant with
the requirement established within the WDR.
A draft of the SSMP updates will be provided to the City for review and comments. EEC will then
incorporate the comments /edits identified by City staff, and will provide the final SSMP document to the
City.
3.3 SSO Emergency Response Plan Updates
3.2.1 DocumentationfData Desktop Review
EEC will conduct a desktop review of all provided documentation and data, which are anticipated to
include, but may not be limited to, the following:
• Existing SSO Emergency Response Plan
• Documented SSO Reports and Response Activities
• SSO Volume Calculation Methods
• Field Forms
• Training Documentation and Forms
The desktop review will provide the team with an overview of the City's SSO Emergency Response
procedures. The initial review will also serve as the basis for the development of staff interview format
and questions.
3.2.2 Staff Interviews and Field Operations Review
EEC will work with the City to develop and coordinate a schedule for SSO ERP interview sessions.
Interviews will be conducted with management, engineering, field, and any other staff responsible for
SSO response. Staff interviews will focus on all procedures, documents, records, work practices, and
operations associated with the SSO ERP. It is anticipated that two to three interview sessions will be
needed, with each session lasting one to two hours. The interview sessions can be conducted in
coordination with the SSMP audit interview sessions.
City of El Segundo Proposal 7 April 29, 2014
Agreement No. 4613
3,23 -LKu�l&
Based on conversations with staff, current City practices, and the recent updates to the State: WDR, EEC
will update the SSO Emergency Response Plan (SSO ERP), EEC will ensure the SSO ERP remains compliant
with all requirements established within the WDR.
The SSO ERP will also include procedures for water quality monitoring procedures for any potential
Category I spill where 50,000 gallons or more reaches the waters of the State, Finally, included in the
SSO ERP will be storm drain isolation and diversion points on a imp and procedures to plug, Isolate,
divert, retrieve, clean, and mitigate the spills from reaching the storm drain system,
City of El Segundo Proposal a April 29, 20 14
Agreement No. 4613
Section 4.0 - ESTIMATED COST
4.1 Assttmptions
EEC has the following assumptions regarding the proposed scope of work for this project:
1. In addition to the Kick -Off meeting, EEC anticipates at least one 50% meeting /conference call,
and at least one final project meeting.
4.2 Costs
Task 1
Project Kick -Off Meeting
$825
Task 2
SSMP Audit
$10,400
Task 3
Sewer System Management Plan Updates
$5,000
Task 4
SSO Emergency Response Plan Updates
$7,600
Miscellaneous Expenses
$500
TOTAL
$7-4,325
EEC will provide the proposed scope of work on a time and materials basis for an estimated cost of
$24,325, which will be billed monthly with payment terms of net thirty (30) days. All work will be
conducted pursuant to EEC's 2014 Fee Schedule (Attachment 1, EEC 2014 Fee Schedule) and Standard
Terms & Conditions (Attachment 2, EEC Standard Terms & Conditions). The proposed cost is valid for
thirty (30) days after the proposal date. If additional work is requested or, due to extenuating
circumstance, is required outside of the aforementioned scope of work, EEC will notify the City for
approval prior to proceeding. The additional work and will be billed on a time - and - materials basis
according to EEC's most recent Fee Schedule with net thirty (30) days payment terms.
ACCEPTANCE
If the proposed scope of work, cost of services, and payment terms stated herein meet with your
approval, please acknowledge acceptance of same and initiate authorization to proceed and grant site
access by signing and faxing a copy of this document to 714 - 667 -2310 or scanning and e- mailing a signed
copy to jjenkins @eecworid.com.
Print Name
Signature ° Date
City of El Segundo Proposal 9 April 29, 2014