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HomeMy WebLinkAboutMINUTES - 10012002 - C.27 TO: BOARD OF SUPERVISORS d✓' FROM: MAURICE M. SHIU, PUBLIC WORKS DIRECTOR DATE: October 1, 2002 SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute a Consulting Services Agreement with Phillips Services Inc. dba Phillips and Associates in the amount of$68,544.00 to provide on-going operations and maintenance of the Wastewater Treatment System in Sanitation District 6, Stonehurst, for the period of October 1, 2002 through September 30, 2004, Martinez area. (Sanitation District 6, Stonehurst Funds) (District H) Project No. 7365-6X9E31 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION L Recommended Action: APPROVE and AUTHORIZE the Public Works Director to execute a Consulting Services Agreement with Phillips Services Inc. dba Phillips and Associates in the amount of$68,544.00 to provide on-going operations and maintenance of the Wastewater Treatment System in Sanitation District 6, Stonehurst, for the period October 1, 2002 through September 30, 2004. 11. Financial Impact: There is no impact to the County General Fund. Sanitation District 6, Stonehurst pays 100% of the costs associated with the ongoing repairs and maintenance for the sanitation district. Continued on Attachment:X SIONATU _RECOMMENDATION OF COUNTY AD N TRATCIR RECOMMENDATION OF BOARD COMM TEE —APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON OCT. 01, 2002,PPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS = UNANIMOUS(ABSENT )_ AYES: NOES: ABSENT: ABSTAIN: sir:5r I hereby certify that this is a true and correct copy of an G:\GrpData\SpDist\Board Orde:s\2002\10 october\10-01-02 aD-SD e.doc action taken and entered on the minutes of the Board of Orig.Div: Pabiic Works(Special Districts) Supervisors on the date Shown. Contact: Skip Epperiy(313-2253) cc: County Administrator Assessor Auditor-Controller L.Carnahan, p ATTESTED: OCTOBER 01 2002 L.Carnahan,Sp.Dist. JOHN SWEETEN,Clerk of the Board of Supervisors and County Administrator By ° '� ,Deputy SUBJECT: APPROVE and AUTHORIZE the Public Works Director to execute a Consulting Services Agreement with Phillips Services Inc. dba Phillips and Associates in the amount of$68,544.00 to provide ongoing operations and maintenance of the Wastewater Treatment System in Sanitation District 6, Stonehurst, for the period of October 1, 2002 through September 30, 2004, Martinez area. (Sanitation District 6, Stonehurst Funds) (District 11)Project No. 7365-6x9E31 DA'Z'E: October 1, 2002 PAGE 2 III. Reasons for Recommendations and Background: The Stonehurst wastewater treatment system has been maintained by a qualified individual for the past two years. This person retired and Central Contra Costa Sanitation District agreed to and has been operating the system in the interim until a new qualified treatment operator could be found. On August 6, 2002, the Public Works Department requested Statements of Qualifications from six (6) qualified firms and local wastewater treatment agencies for the operation of the Stonehurst facility. Phillips and Associates of Napa, California was selected based on their qualifications. IV. Consequences of Negative Action: Sanitation District 6, Stonehurst would not have an operator. Central Contra Costa Sanitation District does not wish to continue maintenance. CONSULTING SERVICES AGREEMENT 1. Special Conditions, These Special Conditions are incorporated below by referencf . OCT 15 2002 (a) Public Agency: Contra Costa County £ G _` " D L� Sl€ iViSbRS (b) Consultant's Name &Address: Phillips and Associates ,v=rCOS" fi0. 2201 Jefferson Street Napa, CA 94558 (707)254-1931, (707)224-9365 fax (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, 2002 (e) Payment Limit(s): $68,544.00(Estimated at$28,272.00 per year+ $12,000.00 incidental charges) (f) Completion Date(s): September 30, 2004 (g) Federal Taxpayer's I.D. or Social Security Number: 2, Signatures. These signatures attest the parties'agreement hereto: PUBLIC AGENCY CONSULTANT ` � 't`.�c► C_ By: Board Of Supervisors 4 Chairperson/Designee By: (Des' ate official capaci y in the business President or Vice President) Type of Business:sole proprietorship,government agency, partnership, corporation, etc.) If Corporation, State of Incorporation: PhY 9 y e., (De agnate official capacity in th business -- Secretary or Asst. Secretary) Type of Business:sole proprietorship,government agency, partnership, corporation, etc.) 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 L DIANA L. MARTIN Comm,11202738 tt�� State of California ) NOTARY PUBLIC-C 1IFORNIA Vt ss. Solano County County of My.Comm.Expisas Nov.21,2402 On the date written below,before me,the undersigned Notary Public,personally appeared the person(s)signing above for Consultant, (or proved to me on the basis of satisfactory evidence) to be the person(s)whose name(s)U/are subscribed to the within instrument and acknowledged to me that heAs}aelthey executed the same in his/her/their authorized capacity(ies), and that by 44�Jtheir signature(s)on the instrument the person(s),or the entity upon behalf of which the person(s)acted, executed the instrument. WITNESS my hand and official seal. Dated: &Ito t" Notary Public (Notary's Sea!) CONSULTING SERVICES AGREEMENT 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 1:71sclosure 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 sub- contracts 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 for 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 promptlyfurnish 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. CONSULTING SERVICES AGREEMENT 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. etention.Public Agency shall retain ten percent(10%)of the monies due the Consultant as s�ty for the fulfillment of this gree Itant has completed all wQtk �kgreundeF4h sment,submitted final'' billing, and the Public Agency has found t erwork•te+e ac ur'a wilpay all withheld funds. Public Agenc ands in accordance with the requirements of Civil Codde`5ec s t fca e.A retention will no# be withheld for any"on-call'"work. jj��NL't V� p 16. Termination by Public Agency.At its option, Public Agency shall have the right to terminate this Agreement at any j time by written notice to Consultant,whether or not Consultant is then in default.Upon such termination,Consultant 1.� shall,without delay,deliver to Public Agency all materials and records prepared or obtained in the performance of V 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. CONSULTING SERVICES AGREEMENT 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 C,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. Attachments:Scope of Work,schedule of Rates and Project Personnel Form approved by County Counsel{5100} G:1CrpData\SpDist\Contract\Sanitation district#6-2002-2004 Appendix A SCOPE OF WORK Operator Scheduled Work Duties and Preventative Maintenance List This fisting indicates the routine scheduled work to be performed throughout the year. The proper file or 0&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 laboratoryfor testing. Submit results of analytical tests to RWQCB on a monthly basis. INCIDENTALLY As USA North Location Alert Notifications are received,contractor is to review and mark project areas in accordance with the USA North Color Code Procedures for marking excavation sites and underground facilities. This service shall be billed as an Incidental Charge. 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 and final effluent pump tank b. U.V. lamp system c. Pumping station; wet well MONTHLY 1. Dose U.V. pump basins with bleach. 2. Inventory operating supplies for routine duties and notify County representative if supplies are needed. 3. Prepare/submit monthly report of events and required data to the County representative. 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. 6. Straighten up treatment plant yard area & U.M. lamp shack area. 7. Fill out monitoring and reporting program checklists and submit them to the Special Districts by the 15t"of the following month. 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. Pull weeds on filter media for recirculation beds. 4. Collect quarterly samples of influent and effluent at treatment plant and take to lab. 5. 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 0-rings. 7. Take spare parts on hand inventory and have County Representative order needed items. EVERY 2 YEARS 1. Check condition of micky mouse diverter valve balls. Appendix A SCOPE OF WORK Operator Rounds (Weekly) 1. 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. lamp 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. IL At Treatment Plant, outside equipment. 1. Check recirc tanks 1 &2 for proper operation. a. Verify influent flow is split evenly between tanks 1 &2. b. Check micky 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 5. Check final effluent pump basin for pump operation. 6. Check final effluent discharge equipment vault a. Record P.E. discharge line pressure on clip board log. b. Inspect equipment for normal. 7. Do odor patrol around yard. Correct any problems. Ill. At Pumping Station. 1. Record hour meter readings for pumps 1 &2 and check control panel status. Verify pump run time is normal. 2. 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 1. Before leaving district, log all work done, any abnormal observations, and time you left. 2. 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. p'hillips &Associates Management&Technlcd Resources SCHEDULE OF RATES Effective January 1, 2002 PRINCIPAL CONSULTANT/PROJECT MANAGER $111.00 per hour REGISTERED CIVIL ENGINEER $ 92.00 per hour ENVIRONMENTAL SYSTEMS ENGINEER $ 92.00 per hour SENIOR PROCESS CONTROL ENGINEER $ 8 1.00 per hour DUAL CERTIFIED PLANT MANAGER(T+D or WW) $ 65.00 per hour WASTEWATER OR WATER CERTIFIED PLANT MANAGER. $ 51.00 per hour CERTIFIED WATER.OR WASTEWATER OPERATOR I $ 44.00 per hour CERTIFIED WATER OR WASTEWATER OPERATOR 11 $ 48.00 per hour CERTIFIED WATER OR WASTEWATER OPERATOR III $ 52.00 per hour OPERATIONS OR MAINTENANCE TECHNICIAN $ 44.00 per hour LABORERS $ 29.00 per hour OFFICE SUPPORT AND CLERICAL $ 26.00 per hour OTHER POSITIONS $ Quote by skill MILEAGE $ 0.41 per mile HOLIDAY, WEEKEND,NIGHTS AND OVERTIME 1.5 x regular rate SUBCONTRACTORS, CONSULTANTS OR SERVICES Cost + 20/0 CONSUMABLES, SUPPLIES OR OTHER DIRECT EXPENSES Cast + 15% EQUIPMENT $ Quote LABORATORY ANALYSIS CHARGES Coliform Bacterin.., Total, MPN $40.00 each Coliform Bacteria, Fecal/Total, P/A $40.00 each Suspended Solids $27.00 each BOD (known range) $35.00 each OR& Grease $80.00 each PH $15.00 each Dissolved Oxygen $14.00 each Settleable Solids $30.00 each Chlorine Residual(Combined, for wastwater) $12.00 each Chlorine Residual(Free, for water) $13.00 each Appendix S Payment Schedule For the Scope of Werk outlined in Appendix A, the County will pay Phillips&Associates the monthly lump-sum payment of$2,356.00. Per the proposal submitted by Phillips&Associates, they will provide the labor, supervision, service vehicle and routine small tools to perform the tasks outlined in the Scope of Work. Phillips will apply for and pay the annual registration fee to the SW RCB to register the facility as a contract operated facility. Phillips &Associates will invoice the County on a monthly basis. The lump-sum payment will be made at the end of each month. For any services rendered which are not included in the Scope of Work, the County will pay Phillips &Associates on a time and material basis, according the schedule of rates attached to the Consulting Services Agreement.