CC - Item 2I - Sewer System Management PlanE M
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`~ FZ®SEMEA® CITY ~®UNCIL
_ ~~~~' STAFF REP®RT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: OLIVER CHI, CITY MANAGER ~ ~,~„`
DATE: NOVEMBER 18, 2008
SUBJECT: APPROVAL AND AUTHORIZATION TO SOLICIT ENGINEERING
PROPOSALS TO DEVELOP A SEWER SYSTEM MANAGEMENT PLAN
SUMMARY
In accordance with the State Water Resources Control Board's (SWRCB) Order No.
2006-0003-DWQ, public agencies are required to develop and implement a Sewer
System Management Plan (SSMP). The mandate includes the requirement to properly
manage, operate and maintain all parts of the City's local sanitary sewer system,
including the mitigation of any potential sewer overflows.
Staff Recommendation
Staff recommends that the City Council:
1. Approve the attached scope of work, for the development of the City's Sewer
System Management Plan
2. Authorize staff to solicit proposals from the four (4) qualified on-call engineering
consulting firms, currently on contract with the City (Attachment A)
DISCUSSION
Project Description/Scope of Services
The City of Rosemead local sewer system provides wastewater collection service to a
population of approximately 60,000, as well as numerous commercial and industrial
customers. The sanitary sewer system consists of approximately 81 miles of gravity
sewer main ranging in sizes from 6-inches to 12-inches diameter and assisted by one
pump station. The City's collection system discharges to the Los Angeles County
Sanitation District trunk sewers at various locations within the city.
The City of Rosemead is entirely within the Consolidated Sewer Maintenance District
(CSMD) formerly known as County Sanitation District No. 15 that was formed in 1945.
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APPROVED FOR CITY COUNCIL AGENDA:
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City Council Meeting
November 18, 2008
Page 2 of 3
The local sewage system is under the jurisdiction of the City of Rosemead and is
operated and maintained by the Los Angeles County Department of Public Works.
On May 2, 2006, the State Water Resources Control Board (SWRCB) adopted Order
No. 2006-0003-DWA requiring all public agencies that own or operate a sanitary sewer
system comprised of more than one mile of sewer lines, which .convey untreated
wastewater to a public owned treatment facility in the State of California, to develop and
implement a Sewer System Management Plan (SSMP). The mandate further requires
public agencies to electronically report all sanitary sewer overflows to the State Board's
database.
Since the City of Rosemead's sewer system falls within the Los Angeles County's
Consolidated Sewer Maintenance District (CSMD), the City is planning to adopt its
required SSMP in two (2) elements. The first element has been prepared by the Los
Angeles County Department of Public Works under its scope of sewer maintenance and
repair operations performed for the City as an agency member of the CSMD. The
second element is that which will be prepared to supplement the first element and to
complete the City obligation under the Order.
These regulations were born out of growing concern about the water quality impacts of
Sanitary Sewer Overflows (SSO), particularly those that cause beach closures or pose
serious health and safety or nuisance problems.
The SWRCB Order established a series of SSMP compliance milestones. The most
important ones are the following:
Task
Required
Completion Date
• Develop Overflow Emergency Response Program, May 2,.2009
Operation& Maintenance Program, and Fats, Oil and
Grease Control; Review Legal Authority
• Develop, Design and Performance Standards, and August 2, 2009
System Evaluation and Capacity Assurance Plan;
Submit Final SSMP
Due to time constraints and fast approaching deadlines the City will have to timely send
the RFP to the four (4) qualified on-call engineering consulting, currently on contract
with the City (Attachment A). The consultant proposals are due to the City by
Wednesday, December 17, 2008.
Following submittal, staff will carefully evaluate the proposals. The screening and
selection process for award will not be solely based on the fee schedules and costs
included in the submitted proposals. Instead, the evaluation criteria will have to include
City Council Meeting. ,
November 18, 2008
Page 3 of 3
the experience of the consultants in similar projects, service fees, management abilities
and references. Man-hours and hourly rates are being requested from the consultants
as part of their proposals, to determine that there is a "sufficient time allocated to do the
work required. Barring any unforeseen issues, staff will present a contract award
recommendation to the City Council at its scheduled meeting of January 13, 2008.
FINANCIAL REVIEW
Funding for the project has been approved and appropriated in the Capital Improvement
Fund, budgeted in Fiscal Year 2008-09, account no. 4760-4214-P46329.
ENVIRONMENTAL REVIEW
This project does not require environmental review.
LEGAL REVIEW
This staff report has been reviewed and approved by the City Attorney.
Prepared by:
Lucien L anc
City Engineer
J
Farid Hentabli
Senior Management Analyst
Submi e b
Bri eki
Assistant City Manager
Chris Marcarello
Deputy Director of Public Works
Attachments:
(1) Request For Proposal for the Development of Sewer System Management Plan
(2) Attachment A -Consultant List
(3) Sample Consultant Agreement
CITY OF ROSEMEAD
REQUEST FOR PROPOSALS
SEWER SYSTEM MANAGEMENT PLAN
November~18, 2008
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Overview
The City of Rosemead is requesting proposals from qualified Civil Engineering
firms to develop the City of Rosemead Sewer System Management Plan (SSMP).
The Plan must comply with all of the elements required by the State Water
Resources Control Board (SWRCB) Order No. 2006-0003-DWQ -Statewide
General Waste Discharge Requirements for Sanitary Sewer Systems.
The City of Rosemead wishes to adopt its required SSMP in two elements. The
first element has been developed by the Los Angeles County Department of
Public Works under .its scope of sewer maintenance and repair operations
performed for the City of Rosemead, as member agency of the Consolidated
Sewer Maintenance District (CSMD). The second element will cover and address
the remaining mandates under the State Order.
In addition, the City of Rosemead wishes to update the City's 1984 Master Plan of
Sewers in order to develop a comprehensive planning guide for improving and
upgrading the City's Sewer System over the next ten (10) years. This planning
guide will be an essential component of the SSMP, and will enable the City to
meet State and Federal standards as well as provide dependable service to the
residents of the City of Rosemead.
The City of Rosemead requires three (3) copies of your proposal to be submitted
to the City Clerk's Office by 5:00 P.M. on Wednesday, December 17, 2008. As
part of the proposal, cost estimates should be submitted in a separate sealed
envelope. After the RFP is sent out to consultants, all communications from
consultants to City staff regarding the proposal, or requesting specific information
about the RFP, shall be shall be made in writing. Late proposals will not be
accepted. Please address proposals to:
Lucien J. LeBlanc, City Engineer, PE,
Public Works Business Unit
City of Rosemead
8838 East Valley Blvd.
Rosemead, CA 91770.
The proposal package needs to sealed and labeled as follows: Proposal For
Sewer System Management Plan -CONFIDENTIAL
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Background
On May 2, 2006, the State Water Resources Control Board (SWRCB) adopted a
Statewide General Waste Discharge Requirements and Monitoring and Reporting
Program (WDR) by issuing Order No. 2006 - 0003. The regulations contained in
the Order were born out of a growing concern about the water quality .impacts of
Sanitary Sewer Overflows (SSO), particularly those that cause beach closures or
pose serious health and safety or nuisance problems..
There are two major components of the WDR: Requirements that those owners
and operators of publicly-owned collection sewer systems, which are one mile
long or greater, apply for coverage under the WDR and develop/ implement a
Sewer System Management Plan (SSMP).
The City of Rosemead local sewer system provides wastewater collection service
to a population of approximately 60,000., as well as numerous commercial and
industrial customers. The sanitary sewer system consists of approximately 81
miles of gravity sewer main ranging in sizes from 6-inches to 12-inches diameter
and assisted by one pump station. The City's collection system discharges to the .
Los Angeles County Sanitation District trunk sewers at various locations within the
city. The City of Rosemead is entirely-, within the Consolidated Sewer
Maintenance District (CSMD) formerly known as County Sanitation District No.
15, which was formed in 1945. The local sewage system is under the jurisdiction
of. the City of Rosemead and is operated and maintained by the Los Angeles
County Department of Public Works Maintenance forces.
The last sanitary sewer report was prepared for the City by Willdan Engineering in
1984. It was subsequently updated by Willdan in 1988 as part of a broader
infrastructure management report. Copies of these reports are on file in the City's
Engineers office at City Hall.
Earlier this year, the City of Rosemead received the Sewer System Management
Plan (SSMP) for the Sewer Maintenance District of Los Angeles County, which
was adopted by the County of Los Angeles Board of Supervisors. The District's
SSMP is also currently available on the Department of Public Works website. The
District's SSMP may be utilized as a guide in developing the City of Rosemead's
specific SSMP.
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SCOPE OF SERVICES
The services to be performed shall include, but not necessarily be limited to, the
following items that are required under the SWRCB. Order No. 2006-0030-DWQ,
summarized below:
1) Assist the City with establishing the Organizational Structure to implement
the City's SSMP ~ .
2) Assist the City with establishing the proper Legal Authority
3) Review the City's. existing Operation and Maintenance Program and
update as necessary
4) Review the City's existing Design and Performance Provisions and update
as necessary
5) Review the City's existing Overflow Emergency Response Plan and update
as necessary
6) Review the City's existing Fats, Oils, and Grease (FOG) Control Program
7) Prepare the City's System Evaluation and Capacity Assurance Plan (City's
Sewer Master Plan) ..
8) Establish Monitoring, Measurement and Program Modifications as
appropriate to the City's SSMP
9) Assist the City in developing a Communication Program that allows public
input as the City's SSMP is developed
10)Prepare all submittals required by the WDR
The purpose of this project is to complete all components of the City's SSMP, as
required by the State Order, for submittal to the SWRCB prior to August 2, 2009.
The following completion dates are established by the WDR for populations
between 10,000 and 100,000. Please refer to the State Order and all related
material for all of the sections and components. It is expected that all elements
will be completed in a manner that will allow the City to submit them to the
SWRCB on time., The project schedule is critical to the success of the project.
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Following are some of the critical deadlines:
Mailing of RFP to Consultants November 19; 2008
Receipt of Written Requests for Clarification (if Applicable)December 1, 2008
Mailing Addendum Addressing Requests for Clarification December 9, 2008
Receipt of Consultant Proposals December 17, 2008
Award of Contract by City Council January 13, 2009
Legal Authority (Section D13 iii) May 2, 2009
Operations & Maintenance Program (Section D13 iv) May 2, 2009 '
Overflow Emergency Response Program (Section D13 vi) May 2, 2009
Grease Control Program (FOG) May 2, 2009
Design & Performance (Section D13v) August 2, 2009
System Evaluation & Capacity Assurance Plan (Section D13 viii)August 2, 2009
Final SSMP (All Required Elements Included) August 2, 2009
During the course of the project, it may be necessary to utilize prior City sewer
studies. The City's sewer plans, maps, or other information are available at City
Hall. The consultant shall make arrangements to come to City Hall whenever
such information is required and locate the needed materials, arrange for their
reproduction if necessary, and return the materials to'the proper location from
which they were removed.
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PROPOSAL REQUIREMENTS
All proposals must include the following information:
1. A description of the firm's qualifications
2. Biographical data for the key personnel to be assigned to the project
and their technical experience in the development of Sewer System
Management or Sewer Master Plans
3. A list of similar projects that the firm has completed within the last five
years
4. Name and addresses of at least three references, which the City may
contact
5. A detailed fee estimate for each phase, broken down into tasks, should
be provided on anot-to-exceed basis for each item. As part of the
proposal, this cost .estimate should be submitted in a sealed envelope,
separate from- proposal.
6. A schedule of man-hours and rates for the project
7. A Comprehensive schedule of phases with appropriate milestones;
allowing for City review time
The City does not recognize the US Postal Service, or any other organization, as
its agent for purposes of accepting proposals. All proposals received after the
deadline will be rejected and returned unopened. No extensions will be granted.
All proposals will become. the property of the City and will be made available for
public inspection after an award is made or all proposals are rejected.
Rejection
All proposals will be reviewed to determine conformance with the RFP
requirements. Any proposal that the City deems incomplete, conditional, or non-
responsive the requirements of the RFP may be rejected. The City reserves the
right to reject any and all proposals as well.
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SELECTION PROCESS AND CONTRACTUAL DEVELOPMENT
The City's Project Selection Committee will review and evaluate all proposals
received. The Committee may select finalists for .interviews or make a
determination based on the written proposals submitted alone.
Proposals will be evaluated based on the criteria listed below. The evaluation of
proposals received will consider the qualifications of the consultant and any sub=
consultant, the demonstrated experience of the Project Manager and Project
Team, the approach for completing the work and the financial implications. In
addition, proposals will be evaluated on the basis of, but not limited to:
1. Project Understanding -Firms' understanding of the project needs and
priorities and the City's expectations of the selected firm
2. Project Approach - Innovativeness shown on other projects and
creative approach to this project based on firm's understanding of'the
City's needs
3.'• Recent Experience of Key Team Members -Firms key team members'
experience that parallels the City's needs
4. Organization -Functional and administrative interface between team
members and the City
5. Staff Logistics -Location and availability of staff to be responsive to the
City on a cost effective basis
6. Quality Assurance/Quality Control Procedures -Policy and procedures
implemented for appropriate reviews and demonstrated reliability
7. Financial Understanding - Understanding of relative manpower
demands for various project phases and tasks; reputation for meeting
project performance requirements on a cost .effective and competitive
basis
City staff is available to provide information and materials to facilitate your
proposal. Please make your requests for information/ clarification in writing and
forwarded to Lucien J. LeBlanc, City Engineer. The City reserves the right to
reject any and all proposals should it choose to do so, and reserves the right to
withdraw this Request for Proposals at any time. All submitted proposals will
become the property of the City of Rosemead and will not be returned.
Negotiations may or may not be conducted with consultant; hence, the proposal
should include the consultant's most favorable terms and conditions since
selection may be made without discussion with any consultant. Additionally, the
City also makes no representations that any contract will be awarded to any
consultant responding to this RFP.
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Award of contract will be made only after a consultant is determined to be the
most qualified of the respondents, approved by the City Council at its scheduled
meeting on January 13, 2008 and after execution of the final version of the
Agreement.
Professional Services Agreement
No agreement shall be binding upon 'the City until a Professional Services
Agreement is completely executed by the Consultant, City Council, and approved
by the City Attorney. Failure to execute and return the contract agreement and
acceptable insurance documentations in a timely manner may be just cause for
the City to rescind the contract offer. A sample professional services agreement
has been attached as a reference.
Minimum Insurance Requirements
The Consultant shall, at its own expense, procure and maintain for the duration of
the Agreement, insurance against claims-for injuries to persons or damages to
property which may arise from or in connection with the performance of the
Agreement by the Consultants, its agents, representatives, employees, or
subcontractors. Consultants shall also require all of its subcontractors assigned
to the project to procure and maintain the same insurance requirement for the
duration of Agreement.
Conflict of Interest
It shall be the duty of the Consultant to comply with all applicable State and
Federal laws relating to prohibited conflicts of interest. As part of its response to
this RFP, the Consultant shall disclose in writing any financial, business,
employment, or other relationships with the City or with any of its officers,
employees, or agents that are or were in existence during the twelve (12)
calendar months immediately preceding, and including, the date the Consultant's
response to the RFP is filed. In addition, the Consultant shall disclosed in writing
any financial, business, employment or other relationships with any contractor or
engineering who may have a financial in securing design and/or construction
contracts for the project. The Consultant shall have a continuing obligation to
keep the foregoing disclosures current and up-to-date during the term of this
contract, and the Contractor's failure to timely disclose the existence of such a
relationship shall be grounds for immediate termination of the contract.
Permits and Local Licenses
The Consultant shall obtain and pay for a business registration. as necessitated
for doing work within the City of Rosemead. Valid licensure shall be in place for
life of the contract as stipulated in the executed Professional Services Agreement.
Attachment: Sample Letter of Agreement for SSMP Support Services
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Sewer System~lVlaster Plan
Request For Proposal
November 18, 2008
ATTACHMENT A
LIST OF CONSULTANTS:
1. ADVANCED APPLIED ENGINEERING, INC.
2. ENGINEERING AND CONSTRUCTION MANAGEMENT GROUP
3. KIMLEY-HORN AND ASSOCIATES, INC.
4. WILLDAN ENGINEERING
[Date]
[Consultant's Name]
[Insert Address]
[Insert City, State Zip]
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Letter of Agreement for SSMP Support Services for the-.City of-Rosemead
This is an Agreement between the City of Rosemead and the [Consultant's Name]. The
Consultant, as an independent contractor;_shall.provide professional and engineering
services ("Services") to the City of Rosemead~for the City's Sewer System Management
Plan (SSMP). Acceptance and execution of this letter shall serve as the Notice to
Proceed for this project, as described in the. City's On-Call Professional Engineering
Services Agreement with Consultant.
The Services to be provided include the following: Provide the City with professional
engineering services related to the adoption of the Sewer System Management Plan
(SSMP) for the City of Rosemead. ,:'Services shall also include updating the City's 1984
Master Plan of Sewers. Sikh services, including project deadlines and further details
are more particularly. described in the request for proposals attached here to as Exhibit
'A" and incorporated herein by reference.
Consultant shall perform-all Services under this Letter of Agreement in a skillful and
competent manner; consistent with the standards generally recognized as being
employed by .:professionals in the same discipline in the State of California, and
consistentwith` all.. applicable laws. Consultant represents that it, its employees and
sub-contractors have all licenses, permits, qualifications and approvals of whatever
nature that "are legally required to perform the Services, including a City Business
License, and that such licenses and approvals shall be maintained throughout the term
of this Agreement. Compensation shall be based on the actual amount of time spent in
adequately performing the such Services, and shall be billed at the hourly rate(s) of $
[insert rates for each type of employee to be used]. However, unless expressly agreed
to in writing in advance by the City,.the cost to the City for the Services shall not exceed
$[insert maximum budget].
[Addressee's Name
[Date]
Page 2 of 3
Consultant is aware of the requirements of California Labor Code Section 1720, et seq.,
and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et
seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and
the performance of other requirements on "public works" and "maintenance" projects. If
the Services are being performed as part of an applicable "public works" or
"maintenance" .project, as defined by the Prevailing Wage Laws, and if the total
compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing
Wage Laws. City shall provide Consultant with a copy of the prevailing rates. of per
diem wages in effect at the commencement of this Agreement. Consultant shall make
copies of the prevailing rates of per diem wages for each craft, classification or type of
worker needed to execute the Services available to interested parties upon request, and
shall post copies at the Consultant's principal place of business and at the project site.
Consultant shall defend, indemnify and hold the City, its elected officials, officers,
employees and agents free and harmless from any claim, or liability arising out of any
failure or alleged failure to comply with the Prevailing Wage Laws.
Consultant shall provide proof of commercial general liability and .automobile insurance
to the City in amounts and with policies, endorsements and conditions required by the
City for the Services. If Consultant is an employer or otherwise hires one or more
employees during the term of this Project, Consultant shall also provide proof of workers
compensation coverage for such employees, which meets all requirements of state law.
Consultant shall also provide errors. and. omission professional liability insurance
appropriate to its involvement with this,-.project, with conditions and for a term acceptable
to the City.
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Invoices shall be submitted 'to the,.;City monthly as performance of the Services
progresses. City shall review and: pay the approved charges on such invoices in a
timely manner. Services-on the Project; shall begin immediately and be completed by
May 2, 2009, unless extended by_the:..City in writing. The City may terminate this Letter
of Agreement at any time with` ar•` without cause. If the City finds it necessary to
terminate this Letter of Agreement without cause before Project completion, Consultant
shall be entitled to be .paid in full for those Services adequately completed prior to the
notification of termination. Consultant may terminate this Letter of Agreement for cause
only.
All reports, as well, as all original reproducible drawings, plans, studies, traffic counts,
memoranda,. computation sheets, electronic storage devices and other documents
assembled or prepared by Consultant or Consultant's agents, officers or employees in
connection with this Agreement shall be the property of the City of Rosemead. They
shall be delivered to the City of Rosemead upon the completion or termination of the
Project. Copies of said documents may be retained by Consultant, but shall not be
made available by Consultant to any individual or organization without the prior written
approval of the City of Rosemead, except as required by law.
Addressee's N•
[ ]
[Date)
Page 3 of 3
Consultant warrants that the individual who has signed this Agreement has the legal
power, right and authority to make this Agreement and bind the Consultant hereto. If
you agree with the terms of this Letter of Agreement, please indicate by signing and
dating three (3) copies of original agreement where indicated below and return to the
undersigned. Once the. documents are fully executed, one original will be returned to
you for your records.
CITY OF ROSEMEAD
Approved by:
Oliver Chi
City Manager
Attest:
Gloria Molleda
City Clerk
[INSERT NAME, OF CONSULTANT]
Reviewed and Acceptedby.Consultant:
Signature .
Name
Title
Date
[If cost is $10,000 or less° signature lines below for city attorney may be removed]
Approved as to Form:
Garcia Calderon Ruiz LLP
City Attorney