HomeMy WebLinkAboutMINUTES - 09282004 - C.19 TO: BOARD OF SUPERVISORS Contra
FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR M . Costa
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DATE: September 28, 2004 -- ---- `/ y
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SUBJECT: APPROVE and.AUTHORIZE the Public Works Director to execute a Consulting Services
Agreement with HS Operating Services in the amount of$79,300 to provide on-going operations
and maintenance of the Wastewater Treatment System in Sanitation District 6, Stonehurst, for
the period of October 1, 2004 through September 30, 2006, Martinez area. (Sanitation District 6,
Stonehurst Funds) (District 11)Project No. 7365-6X9E31
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Public Works Director to execute a Consulting Services Agreement with HS
Operating Services in the amount of$79,300 to provide on-going operations and maintenance of the Wastewater
Treatment System in Sanitation District 6,Stonehurst,for the period October 1,2004 through September 30,2006.
FISCAL IMPACT:
There is no impact to the County General Fund. Sanitation District 6, Stonehurst pays 100%ofthe costs associated
with the ongoing repairs and maintenance for the sanitation district.
F
Continued on Attachment: ® SIGNATURE: �Y
[9"°RF,COMMENDATION OF COUNTY ADMINISTRATOR ❑ RECOMMENDATION OF BOARD COMMITTEE
r APPROVE ❑ OTHER
SIGNATURE(S):
t
ACTION OF BO ON SEPTEMBER 28, 2004
APPROVED AS ECOMMENDED OTHER ❑
VOTE OF SUPERVISORS
xx UNANIMOUS(ABSENT NONE ) I hereby certify that this is a true and correct copy of an action
AYES: NOES: taken and entered on the minutes of the Board of Supervisors on
ABSENT: ABSTAIN: the date shown.
LC:cmtn
G:\GrpData\SpDist\Board Orders12004\09-28-04 BO ATTESTED: SEPTEMBER 28, 2004
Sanitation District 6.doc JOHN SWEETEN,Clerk of the Board of Supervisors and County
Orig.Div:Public Works(Special Districts) Administrator
Contact: Eileen Doten (313-2253)
cc: County Administrator
Assessor By ,Deputy
Auditor-Controller ri
County Counsel
Lisa Carnahan:,Sp.Dist.
SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute a Consulting Services
Agreement with H5 Operating Services in the amount of$79,300 to provide on-going operations
and maintenance of the Wastewater Treatment System in Sanitation District 6, Stonehurst, for
the period of October 1, 2004 through September 30, 2006 Martinez area. (Sanitation District 6,
Stonehurst Funds) (District II) Project No. 7365-6X9E31
DATE: September 28, 2004
PAGE: 2 of 2
REASONS FOR RECOMMENDATIONS AND BACKGROUND:
On September 30,2004 the current wastewater operating services contract with Phillips Services,Inc.dba Phillips
and Associates will expire. On August 6,2004,the Public Works Department requested Statements of Qualifications
from seventy-three(73)qualified firms and local wastewater treatment agencies for the operation of the Stonehurst
facility. HS Operating Services of Crockett, California was selected based on their qualifications.
CONSEQUENCES OF NEGATIVE ACTION:
Sanitation District 6, Stonehurst would not have an operator.
' CONSULTING SERVICES AGREEMENT
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1. Special Conditions. These Special Conditions are incorporated below by reference.
(a) Public Agency: Contra Costa County
(b) Consultant's Name &Address: HS Operating Services
3 Dolph Park Ct.
Crockett, CA 94525
(c) Project Name, Number, & Location: Operations and Maintenance of the Wastewater Treatment System for
Sanitation District 6, 7365-6x9E31, 5386 Stonehurst Drive, Martinez
(d) Effective Date: October 1, 2004
(e) Payment Limits) $79,300.00 (Estimated at$29,650 per year, $2,470.83 per month, $20,000 incidental)
(f) Completion Date(s): September 30, 2006
2. Signatures. These signatures attest the parties'agreement hereto:
PUBLIC AGENCY CONSULT T
By: Maurice M. Shiu
Public Works Director/ By:
Chief Engineer, or Designee (Designate ial capacity F the business Type of Business:
(sole proprietorship, government agency, partnership, corporation, etc.)
If Corporation, State of Incorporation:
(Designate official capacity in the business)
Note to Consultant: For corporations, the contract must be signed by two officers. The first signature must be that of the
chairman of the board, president, or vice-president; the second signature must be that of the secretary, assistant secretary,
chief financial officer,or assistant treasurer. (Civ.Code,Sec. 1190 and Corps. Code.Sec. 313.)The acknowledgment below
must be signed by a Notary Public.
CERTIFICATE OF ACKNOWLEDGMENT
State of California )
ss.
County ofd,� -rte 4 )
On the date written below, before me, the undersigned Notary Public, personally appeared the person(w) signing above for
Consultant, e(or proved to me on the basis of satisfactory evidence)to be the person(ra'j whose name(e}
isIW6 subscribed to the within instrument and acknowledged to me that he/sho4hey executed the same in his/herl eir
authorized capacity(ioo, and that by his/hefi+heir signature(,r) on the instrument the person(er or the entity upon behalf of
which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
Dated.
Notary Public
ARMA ATKitd5
commission# 1402519
(Notary's Seal) Notary Public-California
Contra Costes County
1*.Y
Comm.Expires Mar b,2007
3. Parties. Effective on the above date,the above-named Public Agency and Consultant mutually agree and promise as
follows:
4. Employment. Public Agency hereby employs Consultant, and Consultant accepts such employment, to perform the
professional services described herein, upon the terms and in consideration of the payments stated herein.
5. Scope of Service. Scope of service shall be as described in Appendix A, attached hereto and made a part hereof by
this reference.
6. Report Disclosure Section.Any document or written report prepared hereunder by Consultant, or a subcontractor,for
Public Agency shall contain, in a separate section,the numbers and dollar amounts of this contract and all subcontracts
relating to the preparation of such document or written report, provided that the payment limit specified in Sec. 1(e)
exceeds $5,000. When multiple documents or written reports are the subject or products of this agreement, the
disclosure section may also contain a statement indicating that the total contract amount represents compensation for
multiple documents or written reports.
7. insurance. Consultant shall, at no cost to Public Agency, obtain and maintain during the term hereof: (a)Workers'
Compensation Insurance pursuant to state law; (b) Professional Liability Insurance with minimum coverage of $
1,000,000.00 and a maximum deductible of$50,000.00; and(c)Comprehensive General Liability Insurance,including
blanket contractual (or contractual liability)coverage, broad form property damage coverage,and coverage far owned
and non-owned vehicles,with a minimum combined single limit coverage of$500,000.00 for all damages due to bodily
injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof,arising
out of each accident or occurrence, and naming Public Agency, Contra Costa County, its/their governing bodies,
officers and employees as additional insureds. Consultant shall promptly furnish to Public Agency certificates of
insurance evidencing such coverage and requiring 30 days'written notice to Public Agency of policy lapse,cancellation
or material change in coverage.
8. Payment. Public Agency shall pay Consultant for professional services performed at the rates shown in Appendix B
attached hereto, which include all overhead and incidental expenses, for which no additional compensation shall be
allowed. Notwithstanding the foregoing, those incidental expenses specifically itemized in Appendix B shall be
reimbursable by Public Agency to Consultant, provided that Consultant submits copies of receipts and,if applicable,a
detailed mileage log to Public Agency. In no event shall the total amount paid to Consultant exceed the payment limit(s)
specified in Sec. 1(e) without prior written approval of the Public Agency. Consultant's billing statements shall be
submitted at convenient intervals approved by Public Agency and shall list, for each item of services, the employee
categories, hours and rates. Public Agency will pay consultant in accordance with the requirements of Civil Code
Section 3320 as applicable.
9. Status. The Consultant is an independent contractor, and shall not be considered an employee of Public Agency.
10. Time for Completion. Unless the time is extended in writing by Public Agency, Consultant shall complete all services
covered by this Agreement no later than the Completion Date(s)listed above.
11. Record Retention and Auditing. Except for materials and records delivered to Public Agency,Consultant shall retain all
materials and records prepared or obtained in the performance of this Agreement, including financial records, for a
period of at least five years after Consultant's receipt of the final payment under this Agreement.Upon request by Public
Agency, at no additional charge, Consultant shall promptly make such records available to Public Agency, or to
authorized representatives of the state and federal governments,at a convenient location within Contra Costa County
designated by Public Agency, and without restriction or limitation on their use.
12. Documentation.Consultant shall prepare and deliver to Public Agency at no additional charge,the items described in
Appendix A to document the performance of this Agreement and shall furnish to Public Agency such information as is
necessary to enable Public Agency to monitor the performance of this Agreement.
13. Ownership of Documents. All materials and records of a finished nature, such as final plans, specifications, reports,
and maps, prepared or obtained in the performance of this Agreement,shall be delivered to and become the property of
Public Agency. All materials of a preliminary nature, such as survey notes, sketches, preliminary plans;computations
and other data, prepared or obtained in the performance of this Agreement,shall be made available, upon request,to
Public Agency at no additional charge and without restriction or limitation on their use.
14. Extra Work. Any work or services in addition to the work or services described in Appendix A shall be performed by
Consultant according to the rates or charges listed in Appendix B. In the event that no rate or charge is listed for a
particular type of extra work, Consultant shall be paid for the extra work at a rate to be mutually agreed on prior to
commencement of the extra work. In no event shall Consultant be entitled to compensation for extra work unless a
written authorization or change order describing the work and payment terms has been executed by Public Agency prior
to the commencement of the work.
15. Payment Retention. No retention will be withheld.
16. Termination by Public Agency.At its option, Public Agency shall have the right to terminate this Agreement at anytime
by written notice to Consultant,whether or not Consultant is then in default. Upon such termination, Consultant shall,
without delay, deliver to Public Agency all materials and records prepared or obtained in the performance of this
Agreement, and shall be paid, without duplication, all amounts due for the services rendered up to the date of
termination.
17. Abandonment by Consultant. In the event the Consultant ceases performing services under this Agreement or
otherwise abandons the project prior to completing all of the services described in this Agreement, Consultant shall,
without delay, deliver to Public Agency all materials and records prepared or obtained in the performance of this
Agreement, and shall be paid for the reasonable value of the services performed up to the time of cessation or
abandonment,less a deduction for any damages or additional expenses which Public Agency incurs as a result of such
cessation or abandonment.
18. Breach. In the event that Consultant fails to perform any of the services described in this Agreement or otherwise
breaches this Agreement, Public Agency shall have the right to pursue all remedies provided by law or equity. Any
disputes relating to the performance of this Agreement shall not be subject to non-judicial arbitration. Any litigation
involving this Agreement or relating to the work shall be brought in Contra Costa County,and Consultant hereby waives
the removal provisions of Code of Civil Procedure Section 394.
19. Compliance with Laws. In performing this Agreement, Consultant shall comply with all applicable laws, statutes,
ordinances, rules and regulations, whether federal, state, or local in origin. This includes compliance with prevailing
wage rates and their payment in accordance with California Labor Code, Section 1775.
20. Assignment. This Agreement shall not be assignable or transferable in whole or in part by Consultant, whether
voluntarily,by operation of law or otherwise; provided,however,that Consultant shall have the right to sub-contract that
portion of the services for which Consultant does not have the facilities to perform so long as Consultant notifies Public
Agency of such subcontracting prior to execution of this Agreement.Any other purported assignment,transfer or sub-
contracting shall be void.
21 Subcontracting.All subcontracts exceeding$25,000 in cost shall contain all of the required provisions of this contract.
Consultant will pay each subconsultant in accordance with the requirements of Civil Code Section 3321 as applicable.
22. Endorsement on Plans.Consultant shall endorse all plans,specifications,estimates,reports and other items described
in Appendix A prior to delivering them to Public Agency, and where appropriate, indicate his/her registration number.
23. Patents and Copyrights.The issuance of a patent or copyright to Consultant or any other person shall not affect Public
Agency's rights to the materials and records prepared or obtained in the performance of this Agreement.Public Agency
reserves a license to use such materials and records without restriction or limitation, and Public Agency shall not be
required to pay any additional fee or royalty for such materials or records.The license reserved by Public Agency shall
continue for a period of fifty years from the date of execution of this Agreement, unless extended by operation of law or
otherwise.
24. Indemnification. Consultant shall indemnify, defend, save, protect, and hold harmless Public Agency, its governing
body, officers, employees, representatives, and agents ("Indemnitees") from any and all demands, losses, claims,
costs,suits,liabilities,and expenses for any damage, injury,or death (collectively"Liability")arising directly or indirectly
from or connected with the services provided hereunder which is caused, or claimed or alleged to be caused,in whole
or in part, by the negligence or willful misconduct of Consultant, its officers, employees, agents, contractors,
subconsultants,or any persons under its direction or control and shall make good to and reimburse Indemnitees for any
expenditures, including reasonable attorneys'fees and costs, the Indemnitees may make by reason of such matters
and , if requested by any of the Indemnitees, shall defend any such suits at the sole cost and expense of Consultant.
Consultant's obligations under this section shall exist regardless of concurrent negligence or willful misconduct on the
part of the Public Agency or any other person; provided, however, that Consultant shall not be required to indemnify
Indemnitees for the proportion of liability a court determines is attributable to the negligence or willful misconduct of the
Public Agency,its governing body, officers,or employees. This indemnification clause shall survive the termination or
expiration of this Agreement.
25. Heirs, Successors and Assigns. Except as provided otherwise in Section 20 above,this Agreement shall inure to the
benefit of and bind the heirs, successors, executors, personal representatives, and assigns of the parties.
26. Public Endorsements. Consultant shall not in its capacity as a Consultant with Public Agency publicly endorse or
oppose the use of any particular brand name or commercial product without the prior approval of the Public Agency's
governing board. In its Public Agency Consultant capacity, Consultant shall not publicly attribute qualities or lack of
qualities to a particular brand name or commercial product in the absence of a well-established and widely accepted
scientific basis for such claims or without the prior approval of the Public Agency's governing board. In its Public
Agency Consultant capacity, Consultant shall not participate or appear in any commercially-produced advertisements
designed to promote a particular brand name or commercial product, even if Consultant is not publicly endorsing a
product,as long as the Consultant's presence in the advertisement can reasonably be interpreted as an endorsement
of the product by or on behalf of Public Agency. Notwithstanding the foregoing, Consultant may express its views on
products to other Consultants, the Public Agency's governing board, its officers, or others who may be authorized by
the Public Agency's governing board or by law to receive such views.
27. Proiect Personnel. In performing the services under this Agreement, Consultant shall use the personnel listed in
Appendix B, attached hereto and made a part hereof by this reference. Changes in project personnel may only be
made with Public Agency's written consent,and Consultant shall notify Public Agency in writing at least thirty(30)days
in advance of any proposed change. Any person proposed as a replacement shall possess training, experience and
credentials comparable to those of the person being replaced.
28. Disadvantaged Business Enterprise(DBE)Requirements(Federal aid proiects only). Consultant shall comply with all
applicable provisions of 49 CFR, Parts 23 and 26, and the County's Disadvantaged Business Enterprise (DBE)
Program, which are incorporated into this Agreement by reference. In addition, in performing services under this
Agreement,Consultant shall utilize all DBEs listed in Consultant's written response to the Public Agency's request for
qualifications or request for proposal and shall pay to the listed DBEs the estimated amounts listed in Appendix B
attached to this Agreement. The Consultant shall not substitute a listed DBE at any time or decrease the amount to
be paid to a listed DBE without the advance, written consent of the Public Agency. If a listed DBE is proposed to be
replaced, Consultant shall make a good faith effort to replace the original DBE with another DBE and shall submit to
Public Agency written documentation of such effort.
29. Federal Cost Principles and Procedures (Federal aid proiects only). Consultant shall comply with the following
provisions,which are incorporated into this Agreement by reference:(a)the cost principles for allow ability of individual
items of costs set forth in 48 CFR, Chapter 1, Part 31: (b)the administrative procedures set forth in 49 CFR, Part 18;
and (c) the administrative procedures for non-profit organizations set forth in COMB Circular A-110, if applicable to
Consultant. In the event that payment is made to Consultant for any costs that are determined by subsequent audit to
be unallowable under 48 CFR, Chapter 1, Part 31, Consultant shall refund the payment to Public Agency within 30
days of written request from Public Agency. Should Consultant fail to do so, and should the Public Agency file legal
action to recover the refund, Consultant shall reimburse the Public Agency for all attorney's fees, costs, and other
expenses incurred by Public Agency in connection with such action.
Attachments: Appendix A, Appendix B
Form approved by County Counsel (11/00)
G:\GrpData\SpDist\Contracts\San 6 - 2004 -2006
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Appendix A
SCOPE OF WORK FOR STONEHURST (SANITATION DISTRICT #6)
This listing indicates the routine scheduled work to be performed throughout the year. The proper file or O&M manual should be referenced for
specific job duties. Record keeping in the operations log book and equipment record files are part of doing the scheduled work. All samples
collected are to be transported under correct chain-of-custody protocols to a certified laboratory for testing. Submit results of analytical tests to
County Representative and Regional Water Quality Control Board(RWQCB)on a monthly basis.
WEEKLY
1. Flush recirculating gravel filters distribution piping to remove solids.
2. Pull U.V. lamp racks and clean lamp and intensity probe sleeves with lime away. Wash down surfaces inside/outside of U.V. lamp
tank with brush.
3. Collect weekly influent and effluent grab samples and immediately take to lab for analysis.
4. Rotate U.V.pumps as part of lamp cleaning procedure.
5. Test alarms and auto dial up equipment on the following:
a. Both recirc tanks, final effluent pump tank, and UV pumps
b. U.V. lamp system
c. Pumping station;wet well
MONTHLY
1. Dose U.V. pump basins with bleach.
2. Inventoty operating supplies for routine duties and notify County representative if supplies are needed.
3. Prepare'subtnit monthly report of required data to the County representative and RWQCB.
4. Verify U.V. lamp tank flow control valve setting.
5. Pull recirculation tank pumps and screens to clean off biological growth. Wipe down floats and pump basin side walls. Frequency
of doing this task can be adjusted based on the time it takes for screen build up to restrict free flow of water into the pump basin.
QUARTERLY
1. Collect groundwater samples from 5 groundwater monitoring wells located in leach fields.
2. Inspect 5-10 leach field inspection ports for standing water. Check ground for surface dampness during the port inspections.
3. Collect quarterly samples of influent and effluent at treatment plant and take to lab.
4. Perform surface water monitoring at 4 creek locations.
EVERY 6:'MONTHS
1. Verify Final effluent flow meter accuracy by volumetric pump test.
YEARLY
1. Test collection systems air relief valve operation and clean internal screen if necessary. Replace carbon cartridges in vented covers
for relief valve vaults.
2. Wash down tank and pump basin manhole walls and covers with hose&brush.
a. Recirc pump basins
b. U.V.pump basins
c. Recirc tank access hatches
d. Final effluent tank—level float access riser and pump basin
3. Drain and flush final effluent line between plant and drain fields.
4. Check calibration of U.V. lamp intensity meter.
5. Pull the pumps-perform p.m. Scrub down pump basin and pump out debris.
6. Replace U.V. lamps and O-rings.
7. Take spare parts on hand inventory and have County Representative order needed items.
EVERY 2 YEARS
1. Check condition of rnicky mouse diverter valve balls.
PLANT MAINTENANCE
1. Keep filtration beds free of weeds by regularly weeding. Conduct periodic weeding of grounds.
2. Maintain plant and grounds in clean and sanitary condition. Dispose of any on-site trash or debris.
3. Recognize when pumps need repair and make minor repairs and adjustments to plant equipment.
4. Conduct other duties as required to ensure the smooth running operation of the Sanitation District.
SEWER MAINTENANCE
1. Respond to sewer calls and complaints. Contact appropriate sewer contractor. Obtain confirmation of arrival time. Do final check
after repair is completed.
2. As USA Notifications are received, contractor is to review and mark project areas in accordance with the USA North Color Code
Procedures.
Appendix A
SCOPE OF WORK
Operator Rounds(Weekly)
I. At Treatment Plant, inside shack.
1. Record hour meter readings from control panels inside shack on clipboard log.
a. Recirc tank 1,pumps 1, 2 &3
b. Recirc tank 2,pumps 1, 2&3
c. U.V.pumps 1 &2
d. Final effluent pumps 1 &2
e. U.V. lamp control panel hour meter and lamp intensity meter reading
f Record final effluent flow readings
2. Calculate pump run time hours since rounds last made and verify all pumps have been running normally.
3. Check control panel operating status.
4. Inspect U.V. Iamp tank for normal operation.
5. Check alarm auto dialer for ready/normal status.
6. Review scheduled duties list&perform if necessary.
7. Log yourself in on plant log book: date,time,name and activities that will be done that day.
II. At Treatment Plant,outside equipment.
1. Check recirc tanks I &2 for proper operation.
a. Verify influent flow is split evenly between tanks 1 &2.
b. Check rnicky mouse diverter valves for normal operation.
c. Check recirc pump basins for level,pump operation and insure screens unplugged.
2. Inspect filters for abnormal sounds,wet spots, etc.
3. Inspect U.V, pump basins
a. Check levels for normal
b. Verify micky mouse valves operating normally in basin
4. Check final effluent pump tank level probe basin
a. Level normal
b. Water quality
.. Check final effluent pump basin for pump operation.
6. Check final effluent discharge equipment vault
a. Record F.E. discharge line pressure on clip board log.
b. Inspect equipment for normal.
7. Do odor patrol around yard. Correct any problems.
III. At Pumping Station.
1. Record Dour meter readings for pumps 1 &2 and check control panel status. Verify pump run time is normal.
Check alarm auto dialer for armed and ready.
3. Pull manhole cover and visually check level and inside equipment for normal operation.
4. Do odor patrol and verify none present.
IV. At dosing tank for leach fields.
1. Lift cover on left and inspect for normal level.
2. Check water quality.
3. Check counter for siphons and record reading.
V. Log Book Entries
S. Before leaving district,log all work done, any abnormal observations,and time you left.
6. Turn off light for U.V. shack before locking up.
3. All gates must be locked when leaving,both at plant and dose field road.
Appendix B
HS Operating Services
Schedule of Fees
The hourly rates include all direct costs associated with performing services which may
include, but is not limited to photocopies and reproductions, postage, courier services,
facsimiles, telephone charges, cellular phone charges,personal safety gear, mileage and
other travel expenses.
Brian E. Hill Plant Manager/Grade V Operator/Maintenance/Clerical $75.00/hour
Paul R. Stovall Plant Manager/Grade V Operator/Maintenance/Clerical $75.00/hour