HomeMy WebLinkAboutWinzler & Kelly 2007-08-28o 8a 807
AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES
This Agreement made and entered into this .2 day of August, 2007 ( "Effective Date "),
by and between the CITY OF UKIAH, CALIFORNIA hereinafter referred to as "City" and Winzler
and Kelly, Consulting Engineers, a Corporation, organized and in good standing under the laws
of the State of California, hereinafter referred to as "Consultant ".
RECITALS
This Agreement is predicated on the following facts:
a. City requires consulting services related to the preparation of a Sewer System
Management Plan (SSMP) described herein as the Project.
b. Consultant represents that it has the qualifications, skills, experience and properly
licensed to provide these services, and is willing to provide them according to the terms
of this Agreement.
c. City and Consultant agree upon the Scope -of -Work attached hereto as Attachment "A ",
describing contract provisions for the Project and setting forth the completion dates for
the various services to be provided pursuant to this Agreement.
TERMS OF AGREEMENT
1.0 DESCRIPTION OF PROJECT
1.1 The Project involves the preparation of a complete SSMP and it is described in detail in
the Scope -of -Work attached hereto as Attachment "A ".
2.0 SCOPE OF SERVICES
2.1 As set forth in Attachment "A ".
2.2. Additional Services. Additional services, if any, shall only proceed upon written
agreement between City and Consultant. The written Agreement shall be in the form of
an Amendment to this Agreement.
3.0 CONDUCT OF WORK
3.1 Time of Completion. Consultant shall commence performance of services as required
by the Scope -of -Work upon receipt of a Notice to Proceed from City and shall complete
such services within the time frames stipulated herein. Consultant shall complete the
work to the City's reasonable satisfaction, even if contract disputes arise or Consultant
contends it is entitled to further compensation. Phase 1 tasks described in Attachment
"A" as Tasks 2, 3 and 4 shall be completed prior to November 1, 2007 to allow the City
to make a formal submittal of the SSMP Elements due on November 1, 2007 to the
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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Regional Water Quality Control Board, North Coast Region (NCRWQCB). Phase 2 tasks
described in Attachment "A" as Tasks 5, 9, 12, and 13 shall be completed prior to May 1,
2009 to allow the City to make a formal submittal of the SSMP Elements due on May 1,
2009 to NCRWQCB. Phase 2 tasks described in Attachment "A" as Tasks 6, 7, 8, 10,
11, 14, and 15 shall be completed prior to August 1, 2009 to allow the City to make a
formal submittal of the SSMP Elements due on August 1, 2009 to NCRWQCB. The work
of Task 1 shall be performed during the period of this Agreement. Completed SSMP
Elements shall be delivered to the City at least two weeks prior to the deadlines
established for each SSMP Element as these deadlines are described above.
4.0 COMPENSATION FOR SERVICES
4.1 Basis for Compensation. For the performance of the professional services of this
Agreement, Consultant shall be compensated on a time and expense basis not to
exceed a guaranteed maximum dollar amount of $275,000.00. Labor charges shall be
based upon hourly billing rates for the various classifications of personnel employed by
Consultant to perform the Scope of Work as set forth in the Attachment "B", attached
hereto, which shall include all indirect costs and expenses of every kind or nature,
except direct expenses. The estimated level of effort for each task and sub -task is
presented in Attachment "B ". The direct expenses and the fees to be charged for same
shall be as set forth in Consultant's standard fees and rates for direct expenses.
Consultant shall complete the Scope of Work for the not -to- exceed guaranteed
maximum, even if actual time and expenses exceed that amount.
4.2 Changes. Should changes in compensation be required because of changes to the
Scope -of -Work of this Agreement, the parties shall agree in writing to any changes in
compensation. "Changes to the Scope -of- Work" means different activities than those
described in Attachment "A" and not additional time to complete those activities than the
parties anticipate on the date they entered this Agreement.
4.3 Sub - contractor Payment. The use of sub - consultants or other services to perform a
portion of the work of this Agreement shall be approved by City prior to commencement
of work. The cost of sub - consultants shall be included within guaranteed not -to- exceed
amount set forth in Section 4.1.
4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this
contract shall be based upon submission of monthly invoices for the work satisfactorily
performed prior to the date of the invoice less any amount already paid to consultant,
which amounts shall be due and payable thirty (30) days after receipt by City. The
invoices shall provide a description of each item of work performed, the time expended
to perform each task, the fees charged for that task, and the direct expenses incurred
and billed for. Invoices shall be accompanied by documentation sufficient to enable City
to determine progress made and to support the expenses claimed.
5.0 ASSURANCES OF CONSULTANT
5.1 Independent Contractor. Consultant is an independent contractor and is solely
responsible for its acts or omissions. Consultant (including its agents, servants, and
employees) is not the City's agent, employee, or representative for any purpose.
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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It is the express intention of the parties hereto that Consultant is an independent
contractor and not an employee, joint venture, or partner of Ukiah for any purpose
whatsoever. Ukiah shall have no right to, and shall not control the manner or prescribe
the method of accomplishing those services contracted to and performed by Consultant
under this Agreement, and the general public and all governmental agencies regulating
such activity shall be so informed.
Those provisions of this Agreement that reserve ultimate authority in Ukiah have been
inserted solely to achieve compliance with federal and state laws, rules, regulations, and
interpretations thereof. No such provisions and no other provisions of this Agreement
shall be interpreted or construed as creating or establishing the relationship of employer
and employee between Consultant and Ukiah.
Consultant shall pay all estimated and actual federal and state income and self -
employment taxes that are due the state and federal government and shall furnish and
pay worker's compensation insurance, unemployment insurance and any other benefits
required by law for himself and his employees, if any. Consultant agrees to indemnify
and hold City and its officers, agents and employees harmless from and against any
claims or demands by federal, state or local government agencies for any such taxes or
benefits due but not paid by Consultant, including the legal costs associated with
defending against any audit, claim, demand or law suit.
Consultant warrants and represents that it is a properly licensed professional or
professional organization with a substantial investment in its business and that it
maintains its own offices and staff which it will use in performing under this Agreement.
5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely
to City. Consultant has no interest and will not acquire any direct or indirect interest that
would conflict with its performance of the Agreement. Consultant shall not in the
performance of this Agreement employ a person having such an interest.
6.0 INDEMNIFICATION
6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2
Consultant shall not begin work under this Agreement until it procures and maintains for
the duration of this Agreement insurance against claims for injuries to persons or
damages to property, which may arise from or in connection with its performance under
this Agreement.
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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A. Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office ( "ISO) Commercial General Liability Coverage
Form No. CG 00 01 11 85.
2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1
"any auto" or Code 8, 9 if no owned autos and endorsement CA 0025.
3. Worker's Compensation Insurance as required by the Labor Code of the
State of California and Employers Liability Insurance.
4. Errors and Omissions liability insurance appropriate to the consultant's
profession. Architects' and engineers' coverage is to be endorsed to
include contractual liability.
B. Minimum Limits of Insurance
Consultant shall maintain limits no less than:
1. General Liability: $1,000,000 combined single limit per occurrence for
bodily injury, personal injury and property damage. If Commercial
General Liability Insurance or other form with a general aggregate limit is
used, the general aggregate limit shall apply separately to the work
performed under this Agreement, or the aggregate limit shall be twice the
prescribed per occurrence limit.
2. Automobile Liability: $1,000,000 combined single limit per accident for
bodily injury and property damage.
3. Worker's Compensation and Employers Liability: Worker's compensation
limits as required by the Labor Code of the State of California and
Employers Liability limits of $1,000,000 per accident.
4. Errors and Omissions liability: $1,000,000 per occurrence.
C. Deductibles and Self- Insured Retentions
Any deductibles or self- insured retentions must be declared to and approved by
the City. At the option of the City, either the insurer shall reduce or eliminate
such deductibles or self- insured retentions as respects to the City, its officers,
officials, employees and volunteers; or the Consultant shall procure a bond
guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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D. Other Insurance Provisions
The policies are to contain, or be endorsed to contain, the following provisions:
1. General Liability and Automobile Liability Coverages
a. The City, it officers, officials, employees and volunteers are to be
covered as additional insureds as respects; liability arising out of
activities performed by or on behalf of the Consultant, products
and completed operations of the Consultant, premises owned,
occupied or used by the Consultant, or automobiles owned, hired
or borrowed by the Consultant. The coverage shall contain no
special limitations on the scope -of- protection afforded to the City,
its officers, officials, employees or volunteers.
b. The Consultant's insurance coverage shall be primary insurance
as respects to the City, its officers, officials, employees and
volunteers. Any insurance or self- insurance maintained by the
City, its officers, officials, employees or volunteers shall be excess
of the Consultant's insurance and shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall
not affect coverage provided to the City, its officers, officials,
employees or volunteers.
d. The Consultant's insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect
to the limits of the insurer's liability.
2. Worker's Compensation and Employers Liability Coverage
The insurer shall agree to waive all rights of subrogation against the City,
its officers, officials, employees and volunteers for losses arising from
Consultant's performance of the work, pursuant to this Agreement.
3. Professional Liability Coverage
If written on a claims -made basis, the retroactivity date shall be the
effective date of this Agreement. The policy period shall extend from the
date of this Agreement to August 1, 2010.
4. All Coverages
Each Insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party,
reduced in coverage or in limits except after thirty (30) days prior written
notice by certified mail, return receipt requested, has been given to the
City.
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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E. Acceptability of Insurers
Except for professional liability insurance, insurance is to be placed with insurers
with a Best's rating of no less than A:VII and who are admitted insurers in the
State of California. Professional liability insurance may be underwritten by
Lloyds of London.
F. Verification of Coverage
Consultant shall furnish the City with certificates of Insurance and with original
Endorsements effecting coverage required by this Agreement. The Certificates
and Endorsements for each insurance policy are to be signed by a person
authorized by that insurer to bind coverage on its behalf. The Certificates and
Endorsements are to be on forms provided or approved by the City. Where by
statute, the City's Workers' Compensation - related forms cannot be used,
equivalent forms approved by the Insurance Commissioner are to be substituted.
All Certificates and Endorsements are to be received and approved by the City
before Consultant begins the work of this Agreement. The City reserves the right
to require complete, certified copies of all required insurance policies, at any
time. If Consultant fails to provide the coverages required herein, the City shall
have the right, but not the obligation, to purchase any or all of them. In that
event, the cost of insurance becomes part of the compensation due the
contractor after notice to Consultant that City has paid the premium.
G. Subcontractors
If Consultant uses subcontractors or sub - consultants, it shall cover them under
its polices or require them to separately comply with the insurance requirements
set forth in this Paragraph 6.1.
6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition
thereto, Consultant agrees to indemnify the City for any claim, cost or liability that arises
out of, or pertains to, or relates to the performance of services under this contract by
Consultant, but this indemnity does not apply to liability for damages for death or bodily
injury to persons, injury to property, or other loss, arising from the sole negligence, willful
misconduct or defects in design by the City, or arising from the active negligence of the
City.
"Indemnify," as used herein includes the expenses of defending against a claim and the
payment of any settlement or judgment arising out of the claim. Defense costs include
all costs associated with defending the claim, including, but not limited to, the fees of
attorneys, investigators, consultants, experts and expert witnesses, and litigation
expenses.
References in this paragraph to City or Consultant, include their officers, employees,
agents, and subcontractors.
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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7.0 CONTRACT PROVISIONS
7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or
reports and supportive data prepared by Consultant under this Agreement are owned
and become the property of the City upon their creation and shall be given to City
immediately upon demand and at the completion of Consultant's services at no
additional cost to City. Deliverables are identified in the Scope -of -Work, Attachment "A ".
7.2 Governing Law. Consultant shall comply with the laws and regulations of the United
States, the State of California, and all local governments having jurisdiction over this
Agreement. The interpretation and enforcement of this Agreement shall be governed by
California law and any action arising under or in connection with this Agreement must be
filed in a Court of competent jurisdiction in Mendocino County.
7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments
set forth the entire understanding between the parties.
7.4 Severability. If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
7.5 Modification. No modification of this Agreement is valid unless made with the agreement
of both parties in writing.
7.6 Assignment. Consultant's services are considered unique and personal. Consultant
shall not assign, transfer, or sub - contract its interest or obligation under all or any portion
of this Agreement without City's prior written consent.
7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement
shall be a waiver of any other or subsequent breach of the same or any other covenant,
term or condition or a waiver of the covenant, term or condition itself.
7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of
the Agreement; 2) because funds are no longer available to pay Consultant for services
provided under this Agreement; or 3) City has abandoned and does not wish to complete
the project for which Consultant was retained. A party shall notify the other party of any
alleged breach of the Agreement and of the action required to cure the breach. If the
non - breaching fails to cure the breach within the time specified in the notice, the contract
shall be terminated as of that time. If terminated for lack of funds or abandonment of the
project, the contract shall terminate on the date notice of termination is given to
Consultant. City shall pay the Consultant only for services performed and expenses
incurred as of the effective termination date. In such event, as a condition to payment,
Consultant shall provide to City all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs and reports prepared by the Consultant
under this Agreement. Consultant shall be entitled to receive just and equitable
compensation for any work satisfactorily completed hereunder, subject to off-set for any
direct or consequential damages City may incur as a result of Consultant's breach of
contract.
7.10 Duplicate Originals. This Agreement may be executed in duplicate originals, each
bearing the original signature of the parties. When so signed, each such document shall
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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be admissible in administrative or judicial proceedings as proof of the terms of the
Agreement between the parties.
8.0 NOTICES
Any notice given under this Agreement shall be in writing and deemed given when
personally delivered or deposited in the mail (certified or registered) addressed to the
parties as follows:
CITY OF UKIAH
DEPT. OF PUBLIC UTILITIES
300 SEMINARY AVENUE
UKIAH, CALIFORNIA 95482 -5400
WINZLER & KELLY, CONSULTING ENGINEERS
ATTN: TED WHITON, PE
495 TESCONI CIRCLE
SANTA ROSA, CALIFORNIA 95401
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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9.0 SIGNATURES
IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date:
CONSULTANT
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PRINT NAME: I l eodorei 13,L14441 8%
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IRS IDN Number
CITY OF UKIAH
ES
CANDACE HORSLEY Date
CITY MANAGER
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Date
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DEPUTY CITY CLERK
APPROVED AS TO FORM:
CITY ATTORNEY, CITY OF UKIAH
WINZLER & KELLY CONSULTANT SERVICES AGREEMENT FOR PREPARATION OF SSMP
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ATTACHMENT "A"
City of Ukiah
Sewer System Management Plan
Scope of Work
Task 1— Project Management
1.1 Coordinate efforts of the project team and sub - consultants, monitor project schedule and
budget, and administer the Professional Service Agreement with the City.
1.2 At the commencement of the Project, the Consultant will conduct a "kickoff meeting
with City project staff at the City offices located at 300 Seminary Ave, Ukiah, to discuss
the following:
a. Introduction of Project Team for both Consultant and City;
b. Project scope, parameters, and schedule;
c. Identify specific tasks, goals, and milestones to be accomplished and discuss or develop
effective strategies to accomplish the project goals;
d. Review available documents; and
e. Prepare a memorandum to document the established goals and the strategy by which the
goals will be accomplished. The memorandum will serve as the basis for subsequent
action in accordance with the Project scope of work.
1.3 A work plan will be prepared for each project task setting forth significant milestones and
deliverables for all team members to ensure compliance with the established project
execution strategy and project goals. A meeting with City staff will be held for
presentation and review of the work plan.
1.4 Arrange for and meet with other City Departments and agencies in order to collect
information for the completion of the project. City project team will participate in the
meetings on an as needed basis.
1.5 Prepare monthly progress reports summarizing the actual work performed, meetings
attended, unresolved project issues, and the status of each task's schedule and budget.
1.6 Arrange for and participate in informal project meetings, conference calls, or e-mail
communications with the City project team members to review progress and to exchange
ideas and information. An allowance of a minimum of one meeting per month is to be
included in the project budget. However, the Consultant will be expected to conduct as
many meetings, conference calls, or participate in e-mail communications to ensure that
the needed exchange of information and ideas takes place in timely manner.
1.7 Subsequent to completing the draft of each Element of the SSMP, submit six (6) copies
of the Draft Element to the City project team for review and comment. Incorporate
appropriate comments received from the City into the draft final version of each SSMP
Element.
1.8 Prepare and participate in a formal and separate presentation of the Draft Final SSMP to
the City Council and to the District Board of Directors.
Phase 1 Tasks — Due Date November 2007
Task 2 Gap Analysis and SSMP Development Plan
Based on staff interviews and existing available data, prepare a "gap" analysis for both the City
and the District that maps the requirements of the GWDRs to existing information and programs.
Identify for each agency the program elements that need to be strengthened or developed to
facilitate compliance with the GWDRs and confirm the schedule and tasks required to complete
program development.
Summarize results of the gap analysis in a draft Technical Memorandum. The Technical
Memorandum will be in a format that can be submitted to the State as the SSMP Development
Plan. Based on staff review and comment, finalize The Technical Memorandum for submittal to
the State.
Task 3 SSMP "Goals" Element
Review the City's operational and maintenance standards and procedures and staffing levels to
ensure that there are adequate provisions and personnel in place for the proper operation and
maintenance of all portions of the sewer collection system to report SSOs and to respond
effectively to any SSOs that may occur. Identify deficient procedures, policies, and staffing
levels and recommend solutions for the mitigation of any deficiencies noted. Interview the sewer
and water field crew to identify any deficiencies that occurred during the flood of December 30
and 31, 2005. Formulate agency goals for the City's and District's sewer collection system which
shall include the following:
• To properly manage, operate, and maintain all portions of the City's and District's sewer
collection system;
• To provide adequate capacity to convey the peak wastewater flows;
• To minimize the frequency of SSOs;
• To mitigate the impacts that are associated with any SSOs that may occur;
• To meet all applicable regulatory notification and reporting requirements.
Summarize the goals in a written format, suitable for appending to the SSMP Development Plan.
Based on staff review and comment, finalize description of goals for submittal to the State.
Task 4 SSMP Organization Element
Review the City's organizational and reporting structure for the Sewer and Water Division of the
Public Utility Department. From the review work performed under Task 2, identify any
deficiencies in the staffing levels or organizational reporting. Create two organizational charts to
reflect current staffing levels and organizational structure and recommended staffing levels and
organizational structure which are to be included in the Organization Element. The Organization
Element shall identify the following:
• The name of the responsible or authorized representative;
The names and telephone numbers for management, administrative, and maintenance
positions responsible for implementing specific measures in the SSMP program. Include
lines of authority as shown on the organization chart with a narrative explanation;
• The chain of communication for reporting SSOs from receipt of a complaint or other
information, including the person responsible for reporting SSOs to the State and Regional
Water Board and other agencies if applicable.
Supplementary information, such as contact information, shall be placed in an appendix to
facilitate updating without the need of updating the SSMP.
Summarize the organization analysis in a written format, suitable for appending to the SSMP
Development Plan. Based on staff review and comment, finalize description of goals for
submittal to the State.
Phase 2 Tasks — Due Dates November 2008 and August 2009
Task 5 SSMP Element Operation and Maintenance Program
Develop an Operation and Maintenance Program (OMP) that encompasses applicable and
appropriate maintenance policies and procedures currently utilized by the City and incorporate
into the OMP new policies and procedures that are needed to ensure that the OMP addresses at a
minimum the following elements and processes.
5.1 Applicable procedures and standards for maintaining and updating the City's GIS
mapping of the sanitary sewer collection system including standards to be utilized by
City staff, consultants, and developers including requirements for record drawings and
digital files.
5.2 A preventative sanitary sewer maintenance program which is to include the following:
a. Scheduling regular maintenance and cleaning of the sanitary sewer collection system
including lift stations with a database linked to the GIS system;
b. System of documenting maintenance performed using a database linked with the GIS
system. Review field documentation currently being used and make recommendations
for improvement; and
c. System that provides forms for field crews to collect data for electronic entry into a
database linked to the GIS system, using handheld computers.
5.3 A sanitary sewer Rehabilitation and Replacement Plan (RRP) that includes at a minimum
the following programs:
a. Video Inspection/Assessment Program: review the existing program and make
recommendations as to any needed improvements including but not limited to staffing
and equipment needs and modernization of video assessment software. Describe the
City's current program and provide recommendations for improvement.
b. A system for ranking the condition of sewer pipes, such as the NASSCO Pipeline
Assessment and Certification Program. Review the City's video assessment software
and make recommendations for any needed upgrades. Describe the current system.
c. Identification and prioritization of sewer system deficiencies identified in the sewer
assessment including fat, oil and grease problem areas and pipeline structural and lift
station deficiencies.
d. Identification of short term and long term rehabilitation and replacement actions
necessary to address each deficiency.
5.4 Develop a written training program for the City based on existing training protocol, and
any other training not currently conducted that is necessary or recommended to remain in
compliance with the California Statewide General Waste Discharge Requirements and all
applicable safety requirements. The program shall include a detailed description of the
various types of training required, which employees should receive the training, how
often the training must be repeated, where the training may be obtained and tracking
recommendations to be utilized by City management for the administration of the
training.
5.5 In coordination with the City project staff, develop an equipment and replacement part
inventory including identification of critical parts for gravity sewers, pressure force
mains, and pump stations. The inventory shall also include a list of suppliers and
contractors capable of providing the necessary parts and equipment.
Task 6 SSMP Element Design and Performance Provisions
Recommend Design and Performance Provisions that consist of Technical Specifications suitable
for use in public works contracts for the installation of new facilities as well as Standards of
Practice for use by Public Utilities staff in repairing existing sanitary sewer facilities. Include
reasons behind the recommendation. It is preferred that consideration be given to existing
Technical Specifications currently used by public agencies such as the Standard Specifications
for Public Works Construction (Green Book).
Review existing City Standard Plans and make recommendations for revisions. The City does
not currently have a written Standards of Practice and the consultant shall develop such a
standard incorporating appropriate current practices utilized by the field crew and include
recommended practices not currently utilized.
Describe the Technical Specifications selected by the City and document that the standards
include procedures and standards for inspecting and testing the installation of new sewers,
pumps, and other appurtenances and for the rehabilitation and repair projects. Include in the
SSMP Element the written Standards of Practice adopted by the City or provide.
Task 7 SSMP Element System Evaluation and Capacity Assessment Plan
Develop a sanitary sewer System Evaluation and Capacity Assessment Plan (SECAP) in
accordance with the guidelines established by the Statewide General Waste Discharge
Requirements.
7.1 Evaluation of the sanitary sewer system including:
a. Using flow monitoring data provided by the City, develop synthetic hydrographs for
each flow monitoring location for a 10 -year design storm; and
b. Using City's sewer base maps and projected 10 -year design storm flows, identify
most severe capacity deficiencies that could result in SSOs.
7.2 Establish sanitary sewer hydraulic design criteria to include:
a. Criteria development to be coordinated with existing City and District codes and
ordinances and Public Utility requirements;
b. Applicable items as necessary to ensure adequate hydraulic capacity for dry weather
peak flow conditions and peak wet weather flows from an appropriate wet weather
event; and
c. Average flow rate, peak flow rate, main line sizing, velocities, grades, depth of cover,
and other appropriate criteria.
7.3 Develop Hydraulic Capacity Enhancement Plan to include:
a. Identification of top 5 pipelines determined to be most hydraulically deficient;
b. Prioritize deficiencies to be addressed; and
c. Develop plan for completing a full capacity assessment of the collection system..
Task 8 SSMP Element Capital Improvement Program
Incorporate the results from the previous Tasks and develop the following:
8.1 Develop short and long term CIP program for sanitary sewer system:
a. Ranking/prioritization process for identified projects;
b. Actions necessary to address identified deficiencies; and
c. Budget cost estimating guidelines.
8.2 Develop short term and long term Capital Improvement Program (CIP) that addresses
proper management and protection of the sanitary sewer system infrastructure assets.
8.3 Develop a schedule for implementing the short term and long term CIP.
8.4 Incorporate the schedule and costs into the Finance Plan.
Task 9 SSMP Element Overflow Emergency Response Plan
Review and make recommendations to the City's existing Sewage System Maintenance
Overflow and Spill Prevention Program (MOSPP) for the purpose of ensuring that the MOSPP
complies with the requirements of the General Statewide Waste Discharge Requirements and
incorporate an approved, revised program into the SSMP Element. The MOSPP shall be
completely reviewed to ensure consistency with the standards and procedures identified in the
SSMP and to ensure that it includes, at a minimum, all elements identified in the Statewide
General Waste Discharge Requirements and identified as follows:
• Proper notification procedures so that the primary responders and regulatory agencies are
informed of all SSOs in a timely manner.
• A program to ensure an appropriate response to all overflows.
• Procedures to ensure prompt notification to appropriate regulatory agencies and other
potentially affected agencies such health agencies, Regional Water Boards, and water
suppliers of all SSOs that potentially affect public health or reach waters of the State in
accordance with the MRP. The SSMP shall identify the officials who will receive immediate
notification.
• Procedures to ensure that appropriate staff and contractor personnel are aware of and follow
the Emergency Response Plan and are appropriately trained. .
• Procedures to address emergency operations such as traffic and crowd control and other
necessary response activities.
• A program to ensure that all reasonable steps are taken to contain and prevent the discharge
of untreated and partially treated wastewater to waters of the United States and to minimize
or mitigate and adverse impact on the environment resulting from the SSOs., including such
accelerated or additional monitoring as may be necessary to determine the nature and impact
of the discharge of untreated and partially treated wastewater to waters of the United States
and to minimize or mitigate and adverse impact on the environment resulting from the SSOs,
including such accelerated or additional monitoring as may be necessary to determine the
nature and impact of the discharge.
Task 10 SSMP Element Monitoring, Measurement & Program Modifications
Develop a written Plan for Monitoring, Measurement and Program Modifications to include at a
minimum the following items and incorporate into the SSMP:
• Maintenance of relevant information that can be used to establish and prioritize appropriate
SSMP activities.
• Monitoring implementation of the SSMP and measuring the effectiveness of each element of
the SSMP. Assessing the success of the preventive maintenance program.
• Updating program elements based on monitoring and performance evaluations.
• Identifying and illustrating SSO trends including frequency, location, and volume.
This Element shall include the identification and tracking of key performance indicators that will
be used to measure progress of the SSMP implementation and the performance of the agency's
collection system. Examples of key performance indicators are service calls, blockages, SSO
events over a twelve month period, causes of SSO events (roots, grease, debris, other), volume of
SSOs and volume contained, and annual maintenance production by activity compared to
planned production.
Task 11 SSMP Element Audits
Develop a program/methodology for performing periodic internal audits of the SSMP
appropriate to the size of the City's and District's sewer collection system and number of reported
SSOs. The audit program shall focus on evaluating the effectiveness of the SSMP and the City's
compliance with SSMP requirements identified in the Statewide General Waste Discharge
Requirements. The program shall also identify deficiencies in the SSMP and necessary steps to
correct them. This task will require the development of a comprehensive audit form that can be
utilized by City Staff to implement this program on a regular basis. The employee classification
of the individual responsible for conducting the internal audit, the scope of the audit, the audit
work product, and the schedule for the audit shall be included in this Element.
Topical Area 3 Public Policy and Community Outreach
This topical area focuses on the policy and communication strategies that will be used to increase
community awareness and implement the SSMP over time. This topical area builds strongly on
the work already completed by the City and District.
Task 12 SSMP Element Legal Authority
Analyze and assess the City's Municipal Codes pertaining to sewerage and the District's Sewer
Ordinances and the agencies combined standards and develop a written description that
demonstrates, through sanitary sewer system ordinances, codes, service agreements, or other
legally binding procedures, that the City and District possess the necessary legal authority to
accomplish the following:
• Prevent illicit discharges into the collective sanitary sewer collection system such as, but not
necessarily limited to, storm water, chemical dumping, inflow from basements, roof leaders,
foundation drains and area drains and unauthorized debris.
• Require that sewers and connections be properly designed and constructed, and provide for
legal authority to inspect and approve new connections and sewers.
• Ensures access to private property to inspect for illicit discharges or investigate complaints,
including smoke testing.
• Limit the discharge of fats, oils, and grease and other debris that may cause blockages and
require grease traps at all commercial and institutional kitchens. Provide legal authority to
inspect grease traps and require maintenance as needed.
• Enforce any violation of the agencies sewer ordinances and codes.
Any deficiencies found in the assessment of the City's and District's existing legal authority shall
be identified and recommendations made to permit the enforcement of the items listed above.
The SSMP shall outline the steps and the schedule that the agencies must follow in placing the
requisite legal authorities in place.
Task 13 SSMP Element FOG Control Program
Review and make recommendations to the City's existing fat, oil, and grease (FOG) source
control program so as the FOG program complies with the requirements of the General
Statewide Waste Discharge Requirements and incorporate an approved, revised program into the
SSMP Element. Review the City's and District's existing FOG ordinances to ensure that
appropriate authority has been provided for enforcement of the FOG program and the
requirements support the approved FOG program. The FOG Program shall have the following
minimum elements:
• Implementation plan and schedule for a public education outreach program that promotes
proper disposal of FOG.
• Plan and schedule for disposal of FOG within the sanitary sewer system service area. This
shall include a list of acceptable disposal facilities and any additional facilities necessary to
adequately dispose of FOG generated within the City and District's sanitary sewer system
service area.
• Identify the legal authority to prohibit discharges to the system and identify measures to
prevent SSOs and blockages caused by FOG.
• Requirements to install grease removal devices, design standards for removal devices,
maintenance requirements, best management practices requirements, record keeping and
reporting requirements.
• Authority to inspect grease producing facilities, enforcement authorities, and identify staff
necessary to inspect and enforce the FOG program provisions.
• Identify areas within the sanitary sewer system that are subject to FOG blockages and
establish a cleaning maintenance schedule for each area.
• Develop source control measure for all sources of FOG discharged to the sanitary sewer
system for each problem area identified.
Task 14 SSMP Element Communication Program
Describe the City's and District's system of communication with the public on the development,
implementation, and performance of the SSMP. It is envisioned that the Draft Elements of the
SSMP will be posted on the City's Web site for public information as they are completed and
approved for publication by the City's Project Manager. If needed, public workshops will be
conducted for the purposes of receiving public input to various elements of the SSMP. If the
Consultant is requested to participate in the workshop, compensation for the workshop effort will
be treated as extra work. The City will place a public notice on its Website notifying the public
that that the City and District has engaged the services of a Consultant to prepare the required
SSMP and this notice will identify the regulatory provisions requiring said SSMP.
Task 15 SSMP Element Financial Plan
Develop a Financial Plan that describes personnel needs and resulting costs, operating costs, CIP
project costs, equipment requirements, on -going video inspection activities and other related
GWDR requirements. Meet with City staff to review existing City and District funding sources
and revenue requirements. Ideally, the program recommendations will be developed to fit within
the existing collection system repair budget carried in the City and District's rates.
8
16
4
4
32
$500
$5,740
1
4
7
$50
$1,190
rr�lz�EI-?.,Sz_.1<liE.I r .Y
ATTACHMENT B - WINZLER & KELLY - PROJECT FEE ESTIMATING SHEET
Project Name: SSMP for City of Ukiah and Ukiah Valley Sanitation District Ukiah Utilities, City of Ukiah
Prepared by: T. Whiton
Job Number: 02502.07.002
August 16, 2007
BORt
�-r
TF€O!
LABOR CATEGORY >
RATE >
Task / Item
QA/QC
$210
/Hr
Proj.
Mgr.
$210
/Hr
Sr. Proj.
Eng.
$175
/Hr
Proj.
Eng.
$120
/Hr
Staff
Eng.
$100
/Hr
CAD
$115
/Hr
WP
$75
/Hr
TOTAL
HOURS
*OTHER
DIRECT
COSTS
Sub -
consultant(s)
TOTAL
FEE
TASK- 1.0 Gen'I Admin, Mtgs and Presentations
1.1 Coordination & Communication (24 months)
1.2 Kickoff Meeting and Memorandum
8
40
12
24
16
16
16
120
$1,000
$20,000
1.3 Work Plan
8
8
8
4
32
$350
$1,000
$6,530
1.4 Interview City Staff
4
12
$150
$2,130
1.5 Monthly Progress Reports (24)
8
8
16
16
48
$1,500
$1,000
$9,100
1.6 Review Draft SSMP Elements
24
24
48
$500
$7,340
1.7 Present SSMP to Council and Board
24
16
16
16
80
$2,000
$15,040
8
16
8
8
8
48
$2,000
$8,960
SUBTOTAL TASK 1.0 16 124 72 64 48 8
56 388
$7,500
$2,000
$69,100
TASK- 2.0 Gap Analysis and SSMP Development Plan
2.1 Gap Analysis
2.2 Draft Technical Memorandum SSMP Development
8
$48
$1,448
2.3 Final Technical Memorandum SSMP Development
4
8
24
4
4
46
$276
$6,096
4
12
2
2
20
$120
$2,400
SUBTOTAL TASK 2.0
TASK - 3.0 Develop SSMP Element "Goals"
2
4
20
0
36
6
6
74
9,944
3.1 Review Existing Information
3.2 Perform Gap Analysis
4
2
14
$100
$2,490
3.3 Formulate Goals
4
4
8
$100
$1,640
3.4 Prepare Draft and Final SSMP Element
4
4
8
$100
$1,640
2
8
2
12
$150
$2,120
SUBTOTAL TASK 3
0
14
24 0
0
0
4
42
$450
$0 $7,890
TASK - 4.0 Develop SSMP Element "Organization"
4.1 Review Organization Structures of City and District
4.2 Create New Organization Structures
1
2
3
$50
$610
4.3 Create Contact Information as Appendix
2
2
2
$50
$830
4.4 Prepare Draft and Final SSMP Element
2
8
2
12
$150
$2,120
SUBTOTAL TASK 4.0
0 4 16 0
2
4
2
28
$300
$0 $4,750
TASK- 5.0 Develop SSMP Element "Operation and Maintenance Program"
5.1 Review Existing Procedures
5.2 Develop GIS Mapping Procedures
8
20
$200
$3,400
2
8
16
4
30
$250
$4,450
5.3 Develop Preventitive Maintenance Program
4
8
2
22
$200
$3,000
$6,550
5.4 Develop RRP Program
5.5 Develop Training Program
4
8
8
2
22
$200
$1,000
$4,550
5.6 Develop Equipment/Parts Invento Program
5.7 Prepare Draft and Final SSMP Element
4
16
16
4
4
52
$500
$7,020
4
16
8
4
4
36
$350
$5,710
SUBTOTAL TASK 5.0
0 30 72 64 16 16 16
214
$2,200
$4,000 $37,420
TASK- 6.0 Develop SSMP Element "Design and Performance Provisions"
6.1 Review Existing City and District Standards
2
8
8
18
$200
82,820
6.2 Develop Standards of Practice
2
24
24
50
$500
$7,520
6.3 Review Standard Plans and Recommend Revisions
8
8
16
$200
$2,400
6.4 Prepare Draft and Final SSMP Element
2
16
16
4
38
$350
$5,470
SUBTOTAL TASK 6.0
0 6 56 0
56 0
4
122
$1,250
$0 $18,210
TASK - 7.0 Develop SSMP Element "System Evaluation and Capacity Assessment Plan"
7.1 Evaluate Sanitary Sewer System
2
2
4
$1,000
$20,000
821,660
7.2 Establish Hydraulic Design Criteria
2
8
8
18
$200
$2,980
7.3 Prepare Draft and Final SSMP Element
8
24
16
8
64
$1,000
$10,320
SUBTOTAL TASK 7.0
0
12
32 26
0
8
8
86
$2,200 $20,000 $34,960
TASK- 8.0 Develop SSMP Element "Capital Improvement Program"
8.1 Rank Projects and Prepare Cost Estimates
8
24
36
$300
$4,940
8.2 Develop Short and Long Term CIPs
2
8
18
$200
$2,820
8.3 Develop Implementation Schedule
2
4
6
$100
$1,220
8.4 Prepare Draft and Final SSMP Element
2
8
8
4
22
$200
$3,120
SUBTOTAL TASK 8.0 0 101 28
TASK- 9.0 Develop SSMP Element "Overflow Emergency Response Plan"
0 40
4
82
$800
$0 $12,100
9.1 Review Existing MOSPP
4
4
$100
$1,640
9.2 Recommend Revisions to MOSPP
8
16
8
8
40
$350
$6,550
9.3 Prepare Draft and Final SSMP Element
4
8
8
4
4
28
$250
$4,050
SUBTOTAL TASK 9.0
0[
16 28 0 16 12 4
761 $700
$0 $12,240
8/20/2007
Page 1
ATTACHMENT B - WINZLER & KELLY - PROJECT FEE ESTIMATING SHEET
Project Name: SSMP for City of Ukiah and Ukiah Valley Sanitation District Ukiah Utilities, City of Ukiah
Prepared by: T. Whiton
Job Number: 02502.07.002
August 16, 2007
•OR COST.
LABOR CATEGORY>
OMPUTATI{
RATE >
Task / Item
QA/QC
$210
/Hr
Proj.
Mgr.
$210
/Hr
Sr. Proj.
Eng.
$175
/Hr
Proj.
Eng.
$120
/Hr
Staff
Eng.
$100
/Hr
CAD
$115
TASK- 10.0 Develop SSMP Element "Monitoring, Measurement and Program Modifications"
10.1 Interview City and District O &M Staff
10.2 Develop Key Performance Indicators
2
16
/Hr
WP
$75
/Hr
TOTAL
HOURS
*OTHER
DIRECT
COSTS
Sub -
consultant(s)
TOTAL
FEE
16
34
$400
$5,220
10.3 Prepare Draft and Final SSMP Element
4
8
12
$100
$2,340
4
8
4
16
$200
$2,740
SUBTOTAL TASK 10.0
EEMMEEMESMEMMENSMOMMEMMUMMENEMMERMUMNAL
TASK- 11.0 Develop SSMP Element "Audits"
10
32
16
62
$700
$0
$10,300
11.1 Develop Audit Program and Forms
11.2 Develop Audit Program Schedule
8
8
2
20
$200
$2,970
11.3 Prepare Draft and Final SSMP Element
2
$100
$1,220
SUBTOTAL TASK 11.0
8
8
4
24
$200
$3,540
0 8 20 0 16 0
6
50
$500 $0 $7,730
TASK- 12.0 Develop SSMP Element "Legal Authority"
12.1 Review Municipal Code and Sewer Ordinances
4
8
2
$100
$2,340
12.2 Draft Revisions for Legal Review
16
4 201 $250
$3,350
12.3 Develop Implementation Schedule
12.4 Prepare Draft and Final SSMP Element
4
4
81 $100
$1,200
4
8
4
16
$200
$2,740
SUBTOTAL TASK 12.0 0
8 36 0
4
56
$650
$0 $9,630
TASK- 13.0 Develop SSMP Element "FOG Control Pro ram"
13.1 Review City and District FOG Programs
13.2 Recommend Revisions to FOG Programs
13.3 Prepare Draft and Final SSMP Element
8
8
4
8
8
16
6
$200
$3,280
221 $200
$3,890
8
4
4
36
$350
$5,550
SUBTOTAL TASK 13.0 0 20 32
TASK- 14.0 Develop SSMP Element "Communication Program"
74
$750 $0 $12,720
14.1 Identify Available Public Outreach Resources
14.2 Develop Communication Program
2
4
8
14
$150
$2,070
14.3 Prepare Draft and Final SSMP Element
2
8
8
18
$150
$2,770
2
8
8
8
4
30
$250
$4,090
SUBTOTAL TASK 14.0
0 6 20 0
24 8
4
62
$550
TASK- 15.0 Develop SSMP Element "Financial Plan"
$01 $8,930
15.1 Identify Costs of SSMP
4
8
16
28
$200
$4,040
15.2 Identify Funding Sources for SSMP
15.3 Develop Financial Plan for SSMP
2
8
16
26
$250
$3,670
15.4 Prepare Draft and Final SSMP Element
4
16
24
44
$300
$6,340
4
16
8
4
32
$250
$4,990
SUBTOTAL TASK 15.0
0
14
48
0
64
0
130
$1,000
$0
$19,040
PROJECT TOTALS
18
286
536
154
346
70
136
1,546
$19,994
$26,000
$274,964
8/20/2007
Page 2