Loading...
HomeMy WebLinkAbout2012 CON D-Max Engineering - Amendment #2 - NPDES PermitSECOND AMENDMENT TO AGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND D-MAX ENGINEERING, INC. This Second Amendment to the Agreement, is entered into this 17th day of April, 2012, by and between the City of National City, a municipal corporation (the "CITY"), and D-Max Engineering, Inc. (the "CONSULTANT"). RECITALS WHEREAS, the CITY and the CONSULTANT entered into an Agreement by and between the City of National City and D-Max Engineering, Inc., on June 21, 2011, (the "Agreement") through the adoption of City of National City Council Resolution No. 2011-124, wherein the CONSULTANT agreed to provide engineering, environmental services and assistance with implementation of the National Pollutant Discharge Elimination System ("NPDES") per requirements; and WHEREAS, the Agreement is for three consecutive fiscal years beginning in Fiscal Year 2012, with a not -to -exceed amount $250,000 per fiscal year; and WHEREAS, on August 18, 2009 the City Council adopted a Sanitary Sewer Management Plan (SSMP) that allows the City to comply with the terms of the State of California Water Resources Control Board Order No. 2006-009, as well as Order R9-2007-0005, that mandate that all Federal and State agencies, municipalities, counties, districts and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wasterwater to a publicly owned treatment facility in the Sate of California develop an appropriate SSMP development plan and schedule, WHEREAS, in a recent audit by the San Diego Regional Water Quality Control Board (RWQCB) which administers the Sanitary Sewer System Water Discharge Requirements delineated some issues they found in past sanitary sewer overflow(SSO) reports and has required the City to review, augment, and reissue several reports in question, and requested the City to complete a historical sanitary sewer overflow reporting update as well as some procedural updates to the SSMP and submit them as soon as reasonably possible, WHEREAS, D-Max Engineering is currently under contract to assist the City to comply with the NPDES and the City's Jurisdictional Urban Runoff Management Program, which includes inspection and reporting to the RWQCB, and D-Max Engineering has intimate knowledge of the RWQCB policies and procedures for reporting of sanitary sewer overflows, and is knowledgeable of the City and its practices, - 1 - City of National City/D-Max Engineering, Inc, Second Amendment to Agreement WHEREAS, the Request for Proposal issued on March 16, 2011 included request to provide engineering, environmental services and assistance with implementing the City's National Pollutant Discharge Elimination System (NPDES) Program, and there is no additional benefit in going out for an additional Request for Proposal for this environmental issue, WHEREAS, the City desires to increase the scope of services by the CONSULTANT by adding assistance for the Sanitary Sewer Management Plan (SSMP) Implementation as outlined in the attached Exhibit "A", for the additional not to exceed amount of $57,000, for the remaining term of the Agreement, bringing the total not to exceed amount to $900,130. WHEREAS, the SSMP does involve environmental services which were not specifically listed in the request for proposal, NOW, THEREFORE, the parties hereto agree that the Agreement entered into on June 21, 2011, shall be amended as follows: 1. Section 2 "Scope of Services": Section 2 shall also include assistance with implementation of the Sanitary Sewer Management Plan (SSMP) as outlined in attached Exhibit "A". 2. Section 4 "Compensation and Payment": Section 4 is amended by increasing the not to exceed amount by an additional $57,000, broken down by fiscal years, as follows: Fiscal Year 2011-2012 2012-2013 2013-2014 Total Amounts: Current Amount $282,824 $280,153 $280,153 $843,130 Amended Not to Exceed Amount $302,824 $307,153 $290,153 $900,130 Increase $20,000 $27,000 $10,000 $57,000 The parties further agree that each and every term and provision of the Agreement dated June 21, 2012, except as amended herein, shall remain in full force and effect. - 2 - City of National City/D-Max Engineering, Inc. Second Amendment to Agreement IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. CITY OF NATIONAL CITY D-MAX ENGINEERING, INC. n Morrison, Mayor AP OVED AS TO FORM: iArAleArvA, - u• la Gacitu City Attorney BY: 4. loyieee'.‘ Arsalan Dadkhah President - 3 - City of National City/D-Max Engineering, Inc. Second Amendment to Agreement D-MAx Engineering, Inc. Consultants in Water & Environmental Sciences April 3, 2012 Mr. Joe Smith Director Public Works Department City of National City 2100 Hoover Avenue National City, CA 91950 "Mnal. AIM N s—s M --- EN ANEW EN.Ili inn EXHIBIT "A" Re: Proposal for Sanitary Sewer Management Plan Implementation Assistance Dear Mr. Smith: Per your request at our meeting on March 28, D-MAx Engineering, Inc. (D-MAx) is pleased to submit this proposal to assist the City of National City in complying with requirements of State Water Resources Control Board (SWRCB) Water Quality Order No. 2006-0003- DWQ, Waste Discharge Requirements for Sanitary Sewer Systems (hereafter, "SSSWDR"). Our proposed scope of services is described below. SCOPE OF SERVICES Task 1: SSO Reporting Assistance The SSSWDR requires reporting of Sanitary Sewer Overflows (SSO). The San Diego Regional Water Quality Control Board (RWQCB), which administers the SSSWDR in the San Diego Region, requires that all known SSOs, both public and private, be reported. During a recent audit by the RWQCB, RWQCB staff and consultants informed City staff that they had found a number of past SSOs that had not been reported to the RWQCB, and not all information required by the SWRCB had been collected for each spill. The state requires a significant amount of information for each spill, including size of spill, how far it traveled, and GPS coordinates. Without all the required information, a spill cannot be reported using the mandated reporting system, the California Integrated Water Quality System (CIWQS). In response to these findings, we propose to complete the following items for the City. • Procedure Updates o Develop a standard SSO reporting form for use by field staff. The form will be based on the required content for entry into CIWQS. We will determine which of the required items are best recorded by field staff, and which items can be determined by office staff after receipt of the initial information from field staff. The form will use check boxes and standard entries wherever possible. o Create flow charts and a table of responsibilities for routing, recording, and reporting SSO information. This information will clearly identify who is responsible for each step in the process, with the goal of preventing inadvertent lapses in reporting required information. o Prepare a discussion and table of required information that must be reported into CIWQS. The table will identify where in the process each item will be 7220 Trade Street 11 Suite 119 • San Diego, CA 92121 ■ (858) 586-6600 • Fax (858) 586-6644 Mr. Joe Smith City of National City April 3, 2012 Page 2 w— s MI 'MAIM IM M --s MI I= Ain 11W MI A v M161-1Ltz obtained. The discussion will include City -specific processes for obtaining the information, such as protocols for estimating SSO volumes. Information in the existing Sanitary Sewer Management Plan (SSMP) will be used where possible in this task. The final written discussion and table will be included in the updated SSMP. ■ This writeup will also include procedures for collecting water quality monitoring data when applicable, as required by the RWQCB and by CIWQS reporting guidelines. • Historical Spill Reporting Assistance o Interview Public Works field staff to obtain information about historical spills dating back to the inception of the SSO reporting requirements mandated by the SSSWDR. Notebook entries or similar records from field staff will also likely need to be reviewed as part of this process. Note that RWQCB investigators went through a similar interview process during their recent program audit, but their notes have not been provided to the City. Because the process largely relies on staff memory rather than written records, it is possible that our interview process will lead to different results than those obtained by the RWQCB audit. o Record information obtained from interviewing field staff and reviewing applicable records in a spreadsheet with columns corresponding to the required information for CIWQS submittals. We anticipate that many of the required pieces of information will not be able to be obtained due to the relatively long amount of time between the present and the dates of the historical spills. If it is possible to make reasonable estimates of information, such as times that spills started and stopped, based on staff's recollection, then that information will be recorded in the spreadsheet and clearly identified as an estimate. o Prepare a summary report of findings. The report will document the process through which information was obtained, any assumptions made, and any further direction in how to proceed with reporting received from RWQCB staff. The completed spreadsheet will also be included as an attachment. o Assist the City in creating login information for CIWQS and entering data in CIWQS. The extent to which collected spill information will be able to be entered into CIWQS is unclear, since typically CIWQS does not allow reports to be submitted unless all required information has been filled in. ■ As previously mentioned, it is unlikely that all required information will be found for most of the historical SSOs. Our understanding is that City staff will work with RWQCB staff to determine the best way to report historical information, whether through CIWQS or through a separate report to the RWQCB. Task 2: SSMP Review and Update The City's SSMP was finalized in 2009, and it is required to be reviewed and updated every two years. We will assist the City in the review and update process by completing the tasks listed below; note that the process will be more efficient if the City is able to obtain a Microsoft Word version of its existing SSMP and provide it to us. • Review the City's SSMP to identify portions that should be updated. We expect that Mr. Joe Smith City of National City April 3, 2012 Page 3 w.— NM AMU _1 AV 41111111111wdli '" Mt& these portions will primarily be implementation procedures. It is less likely that analyses of system characteristics, such the capacity analysis study, will need to be updated, as there have not been significant changes in the City's degree of development since 2009. • Revise the portions of the SSMP identified into the review process described above, and incorporate the revised text into a revised SSMP document. During this stage we will work closely with City staff to ensure suggested changes are as practical as possible within the context of existing operating procedures. o We will also incorporate revised fats, oils, and grease (FOG) program language that has already been developed and incorporate the revised SSO reporting procedures that will be developed as part of Task 1 above. • Prepare a memo summarizing the changes made to the SSMP and deliver both the memo and revised SSMP to City staff for comment. Based on comments received, the final revised SSMP will be prepared. Both electronic and hard copies of the revised final document will be provided. Task 3: As -Needed Services We will assist the City with any additional SSMP implementation services that may come up, such as water quality monitoring in response to SSOs that reach a receiving water body; processing SSO report forms prepared by field staff, including finding additional required information (such as GPS coordinates) where necessary; or responding to further correspondence from the RWQCB, on an as -needed basis when requested by City staff. ESTIMATED COST AND SCHEDULE We propose to complete Task 1 before the end of fiscal year 2011-2012 and begin Task 2 in early 2012-2013. Task 3, as -needed services, will be provided on an ongoing basis at the discretion of City staff. We will provide the services detailed above on a time and materials basis in accordance with the same Schedule of Fees in our existing storm water management contract with the City. Not to exceed amounts by fiscal year are presented below. 2011-2012 (Tasks 1 and 3) $20,000 2012-2013 (Tasks 2 and 3) $27,000 2013-2014 (Task 3) $10,000 We look forward to working with you on this project. If you have any questions or would like to discuss this proposal in more detail, please give me a call at (858) 586-6600 ext. 22. Sincerely, D-Max Engineering, Inc. C bra .2aiaa% Arsalan Dadkhah, Ph.D., P.E. Project Manager cc: Stephen Manganiello, Acting City Engineer RESOLUTION NO. 2012 — 85 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT NO. 2 TO THE AGREEMENT WITH D-MAX ENGINEERING, INC., FOR SANITARY SEWER MANAGEMENT PLAN (SSMP) IMPLEMENTATION ASSISTANCE IN THE NOT TO EXCEED AMOUNT OF $57,000, AND AUTHORIZING THE APPROPRIATION FROM THE UN -APPROPRIATED SEWER FUND BALANCE WHEREAS, on August 18, 2009, the City Council adopted Resolution No. 2009- 197, approving the Sanitary Sewer Management Plan ("SSMP"); and WHEREAS, the development of a SSMP allows the City to comply with the terms of the State of California Water Resources Control Board (SWRCB) Order No. 2006- 0003, as well as Order R9-2007-0005, subsequently adopted by Regional Board 9, the San Diego Region. These Orders mandate that all Federal & State agencies, municipalities, counties, districts, and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility in the State of California develop an appropriate SSMP development plan and schedule; and WHEREAS, the Sanitary Sewer System Waste Discharge Requirements ("SSSWDR") requires reporting of Sanitary Sewer Overflows ("SSO"). The San Diego Regional Water Quality Control Board ("RWQCB"), which administers the SSSWDR in the San Diego Region 9, requires that all known SSOs, both public and private, and at any amount of flow, be reported; and WHEREAS, during a recent audit by the RWQCB, the RWQCB delineated some issues they found in past SSO reports and have required the City to review, augment, and reissue several of these reports in question; and WHEREAS, in response to the RWQCB request, the City must complete a historical SSO reporting update as well as some procedural updates to the SSMP and submit them to the RWQC; and WHEREAS, D-Max Engineering, Inc., is currently under contract to assist the City to comply with the National Pollutants Discharge Elimination System ("NPDES") Permit and the City's Jurisdictional Urban Runoff Management Program (JURMP), which includes inspection and reporting to the RWQCB. Because D-MAX Engineering, Inc., has intimate knowledge of the RWQCB policies and procedures for the reporting of SSOs and their knowledge of the City and its practices, staff recommends that the current Storm Water contract be amended to include the services in the not -to -exceed amount of $57,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute Amendment No. 2 to the Agreement between the City of National City and D-MAX Engineering, Inc., in the not to exceed amount of $57,000 to provide Sanitary Sewer Management Plan Implementation Assistance. Said Amendment No. 2 to the Agreement is on file in the office of the City Clerk. Resolution No. 2012 — 85 Page Two BE IT FURTHER RESOLVED that the City Council hereby approves the appropriation of funds in the amount of $57,000 from the Undesignated Sewer Service Reserve (Account No. 125-2371) to Contract Services (Account No. 125-406-029-299). PASSED and ADOPTED this 17th day of April, 2012. Morrison, Mayor ATTEST: PROVED AS TO FORM: CI V':'Gacit va City Attorney Passed and adopted by the Council of the City of National City, Califomia, on April 17, 2012 by the following vote, to -wit: Ayes: Councilmembers Morrison, Natividad, Rios, Sotelo-Solis, Zarate. Nays: None. Absent: None. Abstain: None. AUTHENTICATED BY: RON MORRISON Mayor of the City of National City, California Ii of the City of ation City Clerk al City, California By: Deputy I HEREBY CERTIFY that the above and foregoing is a full, true and correct copy of RESOLUTION NO. 2012-85 the City of National City, Califomia, passed and adopted by the Council of said City on April 17, 2012. City Clerk of the City of National City, California By: Deputy CITY OF NATIONAL CITY, CALIFORNIA COUNCIL AGENDA STATEMENT MEETING DATE: April 17, 2012 AGENDA ITEM NO. 6 ITEM TITLE: Resolution of the City Council of National City approving Amendment No. 2 to the contract with D-Max Engineering for Sanitary Sewer Management Plan, (SSMP) Implementation Assistance in the not to exceed amount of $57,000, authorizing the appropriation from the Un-appropriated Sewer Fund Balance, and authorizing the Mayor to execute the 2nd amendment. (Funded by Sewer Fund) PREPARED BY: Barby Tipton DEPARTMENT: PHONE: 4583 APPROVED BY: EXPLANATION: See attached FINANCIAL STATEMENT: APPROVED: ACCOUNT NO. APPROVED: Funds are available in the Un-appropriated Sewer Fund Balance ENVIRONMENTAL REVIEW: N/A ORDINANCE: INTRODUCTION: FINAL ADOPTION: Development Services/Engineering Division Finance MIS STAFF RECOMMENDATION: Adopt the Resolution BOARD / COMMISSION RECOMMENDATION: N/A ATTACHMENTS: 1. Resolution 2. Agreement Explanation On August 18, 2009 the City Council adopted a Sanitary Sewer Management Plan (SSMP). The development of a SSMP allows the City to comply with the terms of the State of California Water Resources Control Board (SWRCB) Order No. 2006-0003, as well as Order R9-2007-0005, subsequently adopted by Regional Board 9, the San Diego Region. These Orders mandate that all Federal & State agencies, municipalities, counties, districts, and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility in the State of California develop an appropriate SSMP development plan and schedule. The Sanitary Sewer System Waste Discharge Requirements (SSSWDR) requires reporting of Sanitary Sewer Overflows (SSO). The San Diego Regional Water Quality Control Board (RWQCB), which administers the SSSWDR in the San Diego Region 9, requires that all known SSOs, both public and private, and at any amount of flow be reported. During a recent audit by the RWQCB, the RWQCB delineated some issues they found in past SSO reports and have required the City to review, augment, and reissue several of these reports in question. In response to the RWQCB, request the City must complete a historical SSO reporting update as well as some procedural updates to the SSMP and submit them to the RWQCB as soon as reasonably possible. D-Max Engineering is currently under contract to assist the City to comply with the National Pollutants Discharge Elimination System (NPDES) Permit and the City's Jurisdictional Urban Runoff Management Program (JURMP), which includes inspection and reporting to the RWQCB. Because D-MAX Engineering has intimate knowledge of the RWQCB policies and procedures for the reporting of SSOs and their knowledge of the City and its practices, staff recommends that the current Storm Water contract be amended to include the services as outlined in Exhibit A in the not -to -exceed amount of $57,000. The attached scope of work is consistent with the requirements imposed by the RWQCB for the SSMP. RESOLUTION NO. 2012 — RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NATIONAL CITY AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT NO. 2 TO THE AGREEMENT WITH D-MAX ENGINEERING, INC., FOR SANITARY SEWER MANAGEMENT PLAN (SSMP) IMPLEMENTATION ASSISTANCE IN THE NOT TO EXCEED AMOUNT OF $57,000, AND AUTHORIZING THE APPROPRIATION FROM THE UN -APPROPRIATED SEWER FUND BALANCE WHEREAS, on August 18, 2009, the City Council adopted Resolution No. 2009- 197, approving the Sanitary Sewer Management Plan ("SSMP"); and WHEREAS, the development of a SSMP allows the City to comply with the terms of the State of California Water Resources Control Board (SWRCB) Order No. 2006- 0003, as well as Order R9-2007-0005, subsequently adopted by Regional Board 9, the San Diego Region. These Orders mandate that all Federal & State agencies, municipalities, counties, districts, and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility in the State of California develop an appropriate SSMP development plan and schedule; and WHEREAS, the Sanitary Sewer System Waste Discharge Requirements ("SSSWDR") requires reporting of Sanitary Sewer Overflows ("SSO"). The San Diego Regional Water Quality Control Board ("RWQCB"), which administers the SSSWDR in the San Diego Region 9, requires that all known SSOs, both public and private, and at any amount of flow, be reported; and WHEREAS, during a recent audit by the RWQCB, the RWQCB delineated some issues they found in past SSO reports and have required the City to review, augment, and reissue several of these reports in question; and WHEREAS, in response to the RWQCB request, the City must complete a historical SSO reporting update as well as some procedural updates to the SSMP and submit them to the RWQC; and WHEREAS, D-Max Engineering, Inc., is currently under contract to assist the City to comply with the National Pollutants Discharge Elimination System ("NPDES") Permit and the City's Jurisdictional Urban Runoff Management Program (JURMP), which includes inspection and reporting to the RWQCB. Because D-MAX Engineering, Inc., has intimate knowledge of the RWQCB policies and procedures for the reporting of SSOs and their knowledge of the City and its practices, staff recommends that the current Storm Water contract be amended to include the services in the not -to -exceed amount of $57,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of National City hereby authorizes the Mayor to execute Amendment No. 2 to the Agreement between the City of National City and D-MAX Engineering, Inc., in the not to exceed amount of $57,000 to provide Sanitary Sewer Management Plan Implementation Assistance. Said Amendment No. 2 to the Agreement is on file in the office of the City Clerk. Resolution No. 2012 — Page Two BE IT FURTHER RESOLVED that the City Council hereby approves the appropriation of funds in the amount of $57,000 from the Undesignated Sewer Service Reserve (Account No. 125-2371) to Contract Services (Account No. 125-406-029-299). PASSED and ADOPTED this 17th day of April, 2012. Ron Morrison, Mayor ATTEST: Michael R. Dalla, City Clerk APPROVED AS TO FORM: Claudia Gacitua Silva City Attorney SECOND AMENDMENT TO AGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND D-MAX ENGINEERING, INC. This Second Amendment to the Agreement, is entered into this 17th day of April, 2012, by and between the City of National City, a municipal corporation (the "CITY"), and D-Max Engineering, Inc. (the "CONSULTANT"). RECITALS WHEREAS, the CITY and the CONSULTANT entered into an Agreement by and between the City of National City and D-Max Engineering, Inc., on June 21, 2011, (the "Agreement") through the adoption of City of National City Council Resolution No. 2011-124, wherein the CONSULTANT agreed to provide engineering, environmental services and assistance with implementation of the National Pollutant Discharge Elimination System ("NPDES") per requirements; and WHEREAS, the Agreement is for three consecutive fiscal years beginning in Fiscal Year 2012, with a not -to -exceed amount $250,000 per fiscal year; and WHEREAS, on August 18, 2009 the City Council adopted a Sanitary Sewer Management Plan (SSMP) that allows the City to comply with the terms of the State of California Water Resources Control Board Order No. 2006-009, as well as Order R9-2007-0005, that mandate that all Federal and State agencies, municipalities, counties, districts and other public entities that own or operate sanitary sewer systems greater than one mile In length that collect and/or convey untreated or partially treated wasterwater to a publicly owned treatment facility in the Sate of California develop an appropriate SSMP development plan and schedule, WHEREAS, in a recent audit by the San Diego Regional Water Quality Control Board (RWQCB) which administers the Sanitary Sewer System Water Discharge Requirements delineated some issues they found in past sanitary sewer overflow(SSO) reports and has required the City to review, augment, and reissue several reports in question, and requested the City to complete a historical sanitary sewer overflow reporting update as well as some procedural updates to the SSMP and submit them as soon as reasonably possible, WHEREAS, D-Max Engineering is currently under contract to assist the City to comply with the NPDES and the City's Jurisdictional Urban Runoff Management Program, which includes inspection and reporting to the RWQCB, and D-Max Engineering has intimate knowledge of the RWQCB policies and procedures for reporting of sanitary sewer overflows, and is knowledgeable of the City and its practices, - 1 - City of National Citylo-Max Engineering, Inc. Second Amendment to Agreement WHEREAS, the Request for Proposal issued on March 16, 2011 included request to provide engineering, environmental services and assistance with implementing the City's National Pollutant Discharge Elimination System (NPDES) Program, and there is no additional benefit in going out for an additional Request for Proposal for this environmental issue, WHEREAS, the City desires to increase the scope of services by the CONSULTANT by adding assistance for the Sanitary Sewer Management Plan (SSMP) Implementation as outlined in the attached Exhibit "A", for the additional not to exceed amount of $57,000, for the remaining term of the Agreement, bringing the total not to exceed amount to $900,130. WHEREAS, the SSMP does involve environmental services which were not specifically listed in the request for proposal, NOW, THEREFORE, the parties hereto agree that the Agreement entered into on June 21, 2011, shall be amended as follows: 1. Section 2 "Scope of Services": Section 2 shall also include assistance with implementation of the Sanitary Sewer Management Plan (SSMP) as outlined in attached Exhibit "A". 2. Section 4 "Compensation and Payment": Section 4 is amended by increasing the not to exceed amount by an additional $57,000, broken down by fiscal years, as follows: Fiscal Year 2011-2012 2012-2013 2013-2014 Total Amounts: Current Amount $282,824 $280,153 $280,153 $843,130 Amended Not to Exceed Amount $302,824 $307,153 $290,153 $900,130 Increase $20,000 $27,000 $10,000 $57,000 The parties further agree that each and every term and provision of the Agreement dated June 21, 2012, except as amended herein, shall remain in full force and effect. - 2 - City of National City/D-Max Engineering, Inc. Second Amendment to Agreement 2 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. CITY OF NATIONAL CITY D-MAX ENGINEERING, INC. By: Ron Morrison, Mayor By: By: ArseIan Dadkhah President APPROVED AS TO FORM: Secretary Claudia Gacitua Silva City Attorney - 3 - City of National City/D-Max Engineering, Inc. Second Amendment to Agreement 3 D-MAx Engineering, Inc. Consultants in Water & Environmental Sciences April 3, 2012 Mr. Joe Smith Director Public Works Department City of National City 2100 Hoover Avenue National City, CA 91950 4INERNII►_ s — v aI= — __AIM — NMI UMW OM —ems—*v �[111 Re: Proposal for Sanitary Sewer Management Plan Implementation Assistance Dear Mr. Smith: Per your request at our meeting on March 28, D-Max Engineering, Inc. (D-Max) is pleased to submit this proposal to assist the City of National City in complying with requirements of State Water Resources Control Board (SWRCB) Water Quality Order No. 2006-0003- DWQ, Waste Discharge Requirements for Sanitary Sewer Systems (hereafter, "SSSWDR"). Our proposed scope of services is described below. SCOPE OF SERVICES Task 1: SSO Reporting Assistance The SSSWDR requires reporting of Sanitary Sewer Overflows (SSO). The San Diego Regional Water Quality Control Board (RWQCB), which administers the SSSWDR in the San Diego Region, requires that all known SSOs, both public and private, be reported. During a recent audit by the RWQCB, RWQCB staff and consultants informed City staff that they had found a number of past SSOs that had not been reported to the RWQCB, and not all information required by the SWRCB had been collected for each spill. The state requires a significant amount of information for each spill, including size of spill, how far it traveled, and GPS coordinates. Without all the required information, a spill cannot be reported using the mandated reporting system, the California Integrated Water Quality System (CIWQS). In response to these findings, we propose to complete the following items for the City. • Procedure Updates o Develop a standard SSO reporting form for use by field staff. The form will be based on the required content for entry into CIWQS. We will determine which of the required items are best recorded by field staff, and which items can be determined by office staff after receipt of the initial information from field staff. The form will use check boxes and standard entries wherever possible. o Create flow charts and a table of responsibilities for routing, recording, and reporting SSO information. This information will clearly identify who is responsible for each step in the process, with the goal of preventing inadvertent lapses in reporting required information. o Prepare a discussion and table of required information that must be reported into CIWQS. The table will identify where in the process each item will be 7220 Trade Street • Suite 119 • San Diego, C4 92121 • (858) 586-6600 • Fax (858) 586-6644 Mr. Joe Smith City of National City April 3, 2012 Page 2 wG I v Z MINIM All N —_MN N M AWN ' — A V lib MAIL obtained. The discussion will include City -specific processes for obtaining the information, such as protocols for estimating SSO volumes. Information in the existing Sanitary Sewer Management Plan (SSMP) will be used where possible in this task. The final written discussion and table will be included in the updated SSMP. ■ This writeup will also include procedures for collecting water quality monitoring data when applicable, as required by the RWQCB and by CIWQS reporting guidelines. • Historical Spill Reporting Assistance o Interview Public Works field staff to obtain information about historical spills dating back to the inception of the SSO reporting requirements mandated by the SSSWDR. Notebook entries or similar records from field staff will also likely need to be reviewed as part of this process. Note that RWQCB investigators went through a similar interview process during their recent program audit, but their notes have not been provided to the City. Because the process largely relies on staff memory rather than written records, it is possible that our interview process will lead to different results than those obtained by the RWQCB audit. o Record information obtained from interviewing field staff and reviewing applicable records in a spreadsheet with columns corresponding to the required information for CIWQS submittals. We anticipate that many of the required pieces of information will not be able to be obtained due to the relatively long amount of time between the present and the dates of the historical spills. If it is possible to make reasonable estimates of information, such as times that spills started and stopped, based on staff's recollection, then that information will be recorded in the spreadsheet and clearly identified as an estimate. o Prepare a summary report of findings. The report will document the process through which information was obtained, any assumptions made, and any further direction in how to proceed with reporting received from RWQCB staff. The completed spreadsheet will also be included as an attachment. o Assist the City in creating login information for CIWQS and entering data in CIWQS. The extent to which collected spill information will be able to be entered into CIWQS is unclear, since typically CIWQS does not allow reports to be submitted unless all required information has been filled in. ■ As previously mentioned, it is unlikely that all required information will be found for most of the historical SSOs. Our understanding is that City staff will work with RWQCB staff to determine the best way to report historical information, whether through CIWQS or through a separate report to the RWQCB. Task 2: SSMP Review and Update The City's SSMP was finalized in 2009, and it is required to be reviewed and updated every two years. We will assist the City in the review and update process by completing the tasks listed below; note that the process will be more efficient if the City is able to obtain a Microsoft Word version of its existing SSMP and provide it to us. • Review the City's SSMP to identify portions that should be updated. We expect that 5 Mr. Joe Smith City of National City April 3, 2012 Page 3 MI IMAM a WWI Ell --s - CIO *v these portions will primarily be implementation procedures. It is less likely that analyses of system characteristics, such the capacity analysis study, will need to be updated, as there have not been significant changes in the City's degree of development since 2009. • Revise the portions of the SSMP identified into the review process described above, and incorporate the revised text into a revised SSMP document. During this stage we will work closely with City staff to ensure suggested changes are as practical as possible within the context of existing operating procedures. o We will also incorporate revised fats, oils, and grease (FOG) program language that has already been developed and incorporate the revised SSO reporting procedures that will be developed as part of Task 1 above. • Prepare a memo summarizing the changes made to the SSMP and deliver both the memo and revised SSMP to City staff for comment. Based on comments received, the final revised SSMP will be prepared. Both electronic and hard copies of the revised final document will be provided. Task 3: As -Needed Services We will assist the City with any additional SSMP implementation services that may come up, such as water quality monitoring in response to SSOs that reach a receiving water body; processing SSO report forms prepared by field staff, including finding additional required information (such as GPS coordinates) where necessary; or responding to further correspondence from the RWQCB, on an as -needed basis when requested by City staff. ESTIMATED COST AND SCHEDULE We propose to complete Task 1 before the end of fiscal year 2011-2012 and begin Task 2 in early 2012-2013. Task 3, as -needed services, will be provided on an ongoing basis at the discretion of City staff. We will provide the services detailed above on a time and materials basis in accordance with the same Schedule of Fees in our existing storm water management contract with the City. Not to exceed amounts by fiscal year are presented below. 2011-2012 (Tasks 1 and 3) $20,000 2012-2013 (Tasks 2 and 3) $27,000 2013-2014 (Task 3) $10,000 We look forward to working with you on this project. If you have any questions or would like to discuss this proposal in more detail, please give me a call at (858) 586-6600 ext. 22. Sincerely, D-MAx Engineering, Inc. Arsalan Dadkhah, Ph.D., P.E. Project Manager cc: Stephen Manganiello, Acting City Engineer 6 OFFICE OF THE CITY CLERK 1243 National City Blvd. National City, California 91950 Michael R. Dalia, CMC - City Clerk 619-336-4228 phone / 619-336-4229 fax D-Max Engineering Resolution No. 2012-85 Amendment #2 State Sanitary Sewer Management Plan (SSMP) Implementation Assistance Judy Hernandez (Engineering) Forwarded Copy of Amendment to Consultant