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HomeMy WebLinkAboutHall & Foreman, Inc. - 2014-06-30F CONTRACTS SU RWRO CITY CLERK'S 1612" I=54 CITY CLERK CITY OF HUNTINGTOiN BEACH To: JOAN FLYNN, City Clerk Name of Contractor: Hall & Foreman, Inc. Purpose of Contract: Sewer System Management Plan Audit & Update Amount of Contract: $25,000 Copy of contract distributed to: The original insurance certificate/waiver distributed Initiating Dept. 0 to Risk Management Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑ Sandie Frakes, ext 5249 Name/Extension City Attorney's Office Date: July 10, 2014 G:AttyMisc/Contract Forms/City Clerk Transmittal PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND HALL & FOREMAN, INC FOR SEWER SYSTEM MANAGEMENT PLAN AUDIT & UPDATE THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and Hall & Foreman, Inc., a California corporation, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide civil engineering services to prepare the Sewer System Management Plan audit & update; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: I. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Yazdan Emrani, PE who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/surfnet/professional svcs to $49 10/12 1 of 11 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM: TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on alA KY'E-F->U , 20 ( '�- (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than three (3) years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Twenty Five Thousand Dollars Dollars ($25,000). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such agree/surfnet/professional svcs to $49 10/12 2 of 1 I work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are agree/surfnet/professionalsvcs to $49 10/12 3of1I applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to agree/surfnet/professional svcs to $49 10/12 4 of 11 forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. agree/surfnet/professional Svcs to $49 10/12 5 of 11 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. agree/surfnet/professional Svcs to $49 t 0/12 6 of 11 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section l hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: Dorien McElroy 2000 Main Street Huntington Beach, CA 92648 agree/surfnet/professional svcs to $49 tone 7 of I I TO CONSULTANT: Hall & Foreman, Inc. ATTN: Yazdan Emrani, PE 17782 17th Street, Suite 200 Tustin, CA 92780 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as agree/surfnet/professional svcs to $49 10/12 8 of I I to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. agree/surfnet/professional Svcs to $49 10/12 9 of 11 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this agree/surfnet/professional Svcs to S49 10/12 10 of I I Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, Hall & Foreman, Inc. COMPANY NAME By: All rint name CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California ��'avrs a9S l Director/Chief (Pursuant To HBMC §3.03.100) P ITS: (circle one) Chairman/President/ice Presiden APPROVED AS TO FORM: AND �. !?� /A A n r1 n City Attorne i(0 �1j `l�' 15 Date & /-4 print name / ITS: (circle one ecret Chief Financial Officer/Asst. Secretary — Treasurer agree/surfnet/professional svcs to $49 10/12 11 of 11 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND FOR Table of Contents 1 Scope of Services.....................................................................................................1 2 City Staff Assistance................................................................................................2 3 Term; Time of Performance.....................................................................................2 4 Compensation..........................................................................................................2 5 Extra Work...............................................................................................................2 6 Method of Payment..................................................................................................3 7 Disposition of Plans, Estimates and Other Documents...........................................3 8 Hold Harmless.........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance............................................................................................5 11 Independent Contractor............................................................................................6 12 Termination of Agreement.......................................................................................6 13 Assignment and Delegation......................................................................................6 14 Copyrights/Patents...................................................................................................7 15 City Employees and Officials..................................................................................7 16 Notices......................................................................................... 17 Consent....................................................................................................................8 18 Modification.............................................................................................................8 19 Section Headings.....................................................................................................8 20 Interpretation of this Agreement ..............................................................................8 21 Duplicate Original....................................................................................................9 22 Immigration...............................................................................................................9 23 Legal Services Subcontracting Prohibited................................................................9 24 Attorney's Fees..........................................................................................................10 25 Survival.....................................................................................................................10 26 Governing Law.........................................................................................................10 27 Signatories.................................................................................................................10 28 Entirety......................................................................................................................10 29 Effective Date................................................................................. I I x '�1 _ sSNtP Audit & Update Proposal foy the Ci y of Huntington Beach ,TABLE OF CONTENTS SECTION, I FIRM BACKGROUND INFORMATION.........................................-..........................., ..... 3 SECTION 2. SCOPE OF SERVICES PROJECT UNDERSTANDING ........................................................................................ 4 SCOPEOF WORK:............................................................................................................. 5 SECTION 3 ORGANIZATIONAL STRUCTURE OF THE TEAM :..................... :.....:..:.... :................................ 12 SECTION4 RESUMES........................................................... :........... :................... :.....:.::....i............ 13 SECTION 5 COST ESTIMATE............................................................................................................ 16 SECTION S PROPOSED PERFORMANCE SCHEDULE .......................... ...17 ii■r ■ter I ! 'r F reirwi. Inc 140239.0000 2 SSMP Audit & Update Pr oosal for the City of Huntington reach SECTION 1: FIRM BACKGROUND INFORMATION Firm Profile Hall & Foreman, Inc. (HFI) was established in 1961 by engineering and surveying professionals from the public works sector. During the past 50 years the firm has worked with numerous public agencies and municipalities throughout southern California. We provide targeted consulting services to help local and municipal governments with their asset management and infrastructure needs. HFlprovides expertise in all facets of water and wastewater engineering, GIS technology including GIS implementation studies, data collection, data conversion, and custom applications development. We also provide comprehensive asset and infrastructure management programs including SSMP development, Gap Analysis for Waste Discharge. Requirements (WDR) compliance programs as well as GIS applications development. HFlalso provides Pavement Management Systems (PMS), and Sewer, Water, and Storm Drain Master Plans. HFIprovides quality services through hands-on direction by principals of the firm, and the highly skilled capabilities and experience of key staff members. Through our offices in Orange County, Los Angeles County, and the Inland Empire; we are able to provide custom services to our clients, throughout Southern California. Our client list includes municipalities in Orange County, Los Angeles County, and the Inland Empire. Our commitment to our clients is to remain on the leading edge of this technology in continual support of the growing number of infrastructure applications that stand to benefit from integration of GIS and asset management. Resources HFI has a complete library of the leading Pavement Management Software, GIS software as well as a full complement of CAD solutions. These include application development tools such as Visual BASIC, Oracle, Avenue, and AML. In addition our programmers are well versed in developing custom applications for our clients. Our hardware includes workstations, plotters, printers; and digitizing boards: Finally, our most important resources are our experienced personnel. HFIs staff has extensive experience in every facet of Pavement Management Systems; GIS and CAD. This includes extensive experience in road inventory and survey, data collection, database design, as well as GPS and digital orthophotography, base map development, data conversion, system implementation, and training. Additionally, our staff is well versed in working with leading GIS software such as ESRI's Arcview, ArcInfo, and ArcGIS. We also specialize in developing custom applications for Windows CE based handheld PDAs. Additionally, HFIis a Business Partner with ESRI, the leading providers of GIS software. Through this partnership, we are able to build a team of application developers, software consultants, technology resellers, and data providers, creating custom software and services, as well as increasing user knowledge in the use of GIS software. Through this partnership we are also able to stay on the leading edge of GIS, thereby providing our clients with innovative and cost effective solutions. 140239.0000 Engineering - Planning • Surveying iu o SSMP Audit & Update Proposal for the City of Huntington Beach SECTION 2: SCOPE OF SERVICES Proiect Understanding Overview The State Water Resources Control Board (State Water Board) adopted Water Quality Order 2006-0003, on May 2, 2006, requiring all public agencies that own sanitary sewer collection systems greater than one mile in length to comply with the Statewide General Waste Discharge Requirements (WDR) for Sanitary Sewer Systems. The WDR requirements is comprised of set of comprehensive and multi -faceted directives requiring municipalities to have performed various tasks and studies including a self -audit and final adoption of their new program by their governing body, such as their City Council. State Water Board's Office of Enforcement is charged with auditing these programs at each individual municipality and identifying element(s) that are not in compliance with the State's orders. Depending on the severity of non-compliance, the State Water Board can assess financial as well as other types of penalties it deems appropriate, as allowed under California Water Code (CWC). HFI's goal is to perform a comprehensive Gap Analysis identifying any and all deficiency within The City's WDR program and developing an implementation program to remedy those deficiencies. Qualifications and Experience The management and maintenance of sewer collection systems is critical to the safety of public health. HFis team has been helping municipalities such as City of Huntington Beach manage assets, comply with regulatory requirements, plan and design capital improvement projects, and coordinate funding for capital outlay projects. Our experience includes developing Sanitary Sewer Management Plans (SSMPs), developing and implementing asset management strategies (including Web -based GIS systems and computer management and maintenance_ systems' (CMMS) integration). HFI develops GIS based asset management tools and hydraulic models to manage and maintain sewer systems iiR� al a F n a �:.i^.c. SSMP Audit & Update Proposal for the City of Huntington 3each ' Y f Scope of Work The City of Huntington Beach is in the process of performing a Gap Analysis to ensure compliance the Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (WDR), adopted by the State. Water Resources Control Board on May 2, 2006. In order to achieve compliance, the City must ultimately update its SSMP in accordance with WDR requirements including the recent update to the Monitoring and Reporting Program which went into effect in September 2013. Effective development and implementation of this plan will provide a cost effective means to managing the City's sanitary sewer system. The HFlteam recommends establishing the following overall projectgoals that will ultimately lead to SSMP update, implementation, and regulatory compliance: Update the City's existing SSMP, Compliant with the WDR; Ensure an Implementable and Sustainable SSMP, Building Upon Current Activities; Identify and Establish Needed Programs, Policies, Procedures, and Ordinances; > Work with City to Identify High Priority SSMP Elements for Early Gains; Identify Needed Resources to Support and Sustain SSMP programs; Communicate with Stakeholders on SSMP Program Development. In order to accomplish these goals, our team proposes a process involving both an audit/gap analysis of existing City products and efforts, followed by a comprehensive update of the City's existing SSMP. This process will allow our team to update the SSMP by incorporating current City policies, procedures, programs, and ordinances, while identifying additional elements.needed to achieve the goals stated above. Auditing your current program will also allow our team to become intimately familiar with your current management system and agency culture, so that we can customize an SSMP specific to your needs. Our approach will allow the City to fully understand the current level of compliance with the WDRs and also will provide a detailed road map and itinerary for timely completion of all SSMP elements needed to ,ensure regulatory compliance. The following details this approach: Task I — Rick -Off Meeting/Project Management a. Project Workshop/WDR Elements Review- work with City staff and management so that they fully understand all elements of the WDR and Reporting Program. HFI staff and its Project Manager are WDR experts, having worked with State Water Resources Control Board staff since June 2006 in helping cities and agencies understand the WDR rules and regulations. HFI'sproposed Project Manager, Yaz Emrani has been conducting WDR Workshops for cities throughout Southern California since June 2006 including the latest one held in February 2013 which included participation of Mr, Jim Fischer of the State Water Resources Control Board's Office of Enforcement This task will include holding a detailed and comprehensive overview of WDR, SSMP requirement, and the revised monitoring and reporting. rogram (MRP) procedures. The workshop will also involve interactive dialogue with City staff to understand and document their existing practices, and procedures as well as area they may need additional training. b. Project Manaaement 1)- Establish who is responsible to provide specific documents and data, as well as coordinate any site visits deemed necessary to verify that standard operating procedures (SOP) such as operation, maintenance; inspection/condition assessment and SSO response are being adhered to in the field. 2) Set-up any needed interviews with key City staff 3) All work will be in conformance with WDR's and City's requirements is 1 140234.0000 5 Engineering • Planning • Surveying SSMP audit & Update Proposal for the City of Huntington Beach Task 2 - Gap Analysis a) A detailed. review of all relevant City documents and procedures -Work .with City to identify all available documents and procedures (written and non -written) currently in place and review these practices to ensure compliance with the WDR requirements. The document review will include all the documents that will be provided by the City and any additional documents we can obtain which may directly or indirectly impact this work. These tasks include: o Collect existing WDR documents, policies, procedures, and program documents for comparisons with latest SSMP tasks and MRP requirements o Contact by phone and or meet one-on-one with agency personnel for clarification on documents, assessment information and data as needed o Evaluate existing program documents, work practices and data related to the SSMP elements and verify those practices that are currently in compliance and those that will need to be enhanced to achieve WDR SSMP compliance Site visits as needed b) Sanitary Seaver System Gap Analysis In this task HFI will address the development or enhancement of any policy, procedure, program, or ordinance necessary to achieve regulatory compliance. We will present audit finding gaps and our recommendations for improvements and enhancements in the form of a workshop followed by a detailed report, to the City. The workshop is designed for exchange of information as wellas distribution of information. It is also designed to gain consensus on the recommendations developed so that all stakeholders are in agreement as the City moves forward with implementing these recommendations. Our team will work closely with the City during this phase to not only develop SSMP elements that are WDR compliant, but are also acceptable and implementable by the City. During this task, high priority SSMP elements may be identified by our team, which the City could consider implementing sooner rather than later (flow monitoring, Hydraulic Analysis, GIS based asset management, FOG assessment, etc...). Although these studies and/or products are not part of the scope identified in this proposal, our team will work with the City to assess the benefits of performing these analyses or implementing these products and help quantify gains than could be realized by early implementation. The diagram below graphically represents our approach for this project. o 140239.0000 Engineering - Ptanning - survep n Gap Identify ss,MP Updates = Analysis SSMP Gap Develop' .. Create twasng SSMP _ .. Updated Workplan SSMPdetailing elements i SSMP Audit & !update Proposal for the City of Huntington Beach 1 Stakefolder - .°., Commdnication Work with Staff and Managemefiforf_ needed presentatiori(s y 140239.0000 7 Engineering • Planning • Surveying t rSSMP Audit Update -Proposal for tric. FiZfJP6 S City y mgton Beach The following is a summary outline of our approach as part of Task 2b and for Phase I: 1) Goals — Prepare/Update a clear statement of Goals that is both manageable and achievable by the City and compliant with the intent of the WDR. Potential Goals to consider are: L Properly manage and maintain all parts of the sanitary sewer system ii. Provide capacity to convey base and design storm flows iii. Continual improvement to reduce all preventable SSOs iv. Mitigate and reduce the impact of non -preventable SSOs 2) organization — Identify current City organizational structure and develop procedures for future updates to published organization charts and publicly noticed l contact information. Topics of development may include: i. Organization of Key Personnel and Departments ii. Duties and responsibilities of all key personnel iii. Communications iv. Service Area and Major System Elements 3) Legal Authority —The City must demonstrate, through duly adopted ordinances, service agreement, or other legally binding procedures that it has the necessary authority to apply and enforce measures needed to properly manage its sanitary sewer system. Key elements -that must be considered include: i. Legal authority to prohibit illicit discharges to the system ii. Design and construction standards iii. Authority to inspect grease producing facilities and enforce the FOG ordinance 1 iv. Industrial pretreatment program and FOG program v. Review and improvement of any needed intergovernmental memorandum of agreements or contracts for publicly owned satellite sanitary sewer systems vi. Pretreatment agreements 4) operation and Maintenance Activities — The WDR identifies general standards that must be included in an O&M Program. The HFI team will collaborate with the City to: i. Develop standard operating procedures (SOPS) for routine sanitary sewer system -operation and. maintenance, equipment, and identification and inventory for critical spare parts ii. Ensure mapping and data management activities are in place facilitating accurate and up to date products iii. Develop schedule and tracking process for routine operations & preventive maintenance activities for all gravity sewers, manholes, pumping facilities, and force mains iv. Develop training programs for City staff 140239.0000 F.a;ineering - Plannug ° Surveying r, _ice SSMP Audit Update Proposal for ihe- Cit-! of Huntington BeacrF r „T .tip IF v. Identify equipment and replacement part inventories, and help identify procedures for identifying critical replacement parts that should remain on hand vi. Implement an outreach program to educate commercial entities involved in sewer construction about proper practices for preventing blockages in private laterals. 5) Design Standards and Performance Provisions — Collaborate with Public Works Department and other appropriate City offices (if applicable) to coordinate sanitary sewer system design and construction standards. Elements that will be addressed include: i. Review and provide suggested improvements to design and construction standards and specifications ii. Establish procedures and standards for inspecting and testing new facilities iii. Recommend procedures to ensure adequate downstream capacity for future approval of new upstream dischargers (if applicable). 6) Overflow Emergency Response Program — In the unfortunate event of an SSO, it is imperative that emergency responders understand all mitigation and reporting procedures. In order to develop these procedures, the HFI team will work with the City to develop: i. Notification, response, and mitigation procedures ii. Reporting and monitoring procedure iii. Emergency operations contingency planning, including overflow containment and recovery procedures. iv. Response training programs v. Potential GIS applications that can help City use its existing GIS to enhance its overflow prevention program. 7) Fats, Oils and Grease (FOG) Control Program — The HFI team proposes to review existing FOG programs to ensure WDR compliance. Potential areas of investigation and further program development include: L FOG analysis through spill reports to determine if additional program development and formal study is needed ii. Public education program that promotes proper disposal of FOG iii. Legal authority to prohibit discharges to the system iv. Maintenance cleaning schedule for pipe segments subject to FOG blockages (if SSO reports indicate potential issues) v. FOG disposal plan including a list of disposal facilities vi. BMP, grease removal devices, record keeping and reporting requirements vii. Authority to inspect grease producing facilities and enforce the FOG ordinance viii. Establish source control measures for FOG discharged to the sewer system ix. Potential GIS application that can identify "Hot Spots" and establish cleaning schedules to help manage this issue more effectively ®: 140239.0000 9 Engineering • PEenning • Surveying SSMP Audit & Update Proposal for tHe City of Huntington 8) System Evaluation and Capacity Assurance Program (SECAP) —Much of the, work that is completed in Tasks 3, 4, and 5 of this proposal will be directly applicable to the activities identified in the SECAP section. The HFI team proposes to utilize the data procured from these other tasks in order to: i. Review current program and current analysis of capacity evaluation and assessment. ii. Review capacity enhancement program, which includes recommendations from City's existing hydraulic study/sewer master plan/results of CCTV inspection, to identify areas of need; and iii. In concert with the City's general plan and capital improvement program development, identify a process needed to create a rehabilitation program to prioritize_ and address future rehabilitation projects. 9) Monitoring, Measurement and Program Modification — Effective asset management requires data systems necessary to evaluate performance. To this end, the HFI team proposes to work with the City in order to: i. Recommend document and information control system used to establish and prioritize SSMP activities ii. Develop performance matrix intended to measure effectiveness of SSMP program including appropriate management reports M. Develop protocol and schedule to modify SSMP plan for future optimization 1!I)Sanitary Sewer Management Annual Reporting and Audit Program — As part of the SSMIP the City must conduct internal audits at least every two years. In order to comply with this requirement the HFI team will work with the City to recommend: i. SSMP audit and reporting procedures, including templates and checklists that will be used to evaluate the effectiveness of the SSMP. These procedures will include potential participants that should be involved in both the audit development and review. Protocols for dissemination of the information and SSMP modifications as a result of these changes will also be addressed. 11)Communication Program — Stakeholder communication is a very important aspect of asset management, especially when potential rate increases are a likely outcome. HFI's team will work with the City to develop a public outreach program that will' not only communicate the costs associated with new programs, but also the benefits. In order to accomplish this activity HFI will: i. Develop a comprehensive communications program outline and present the draft outline and other relevant information to the City personnel for their review and feedback ii. Based on the City's review and feedback, HFI will develop a public communication program that will leverage data and information necessary to communicate with all stakeholders (community leader, public officials, environmental groups, rate payers, contract agencies, etc...). This program would be.intended to create a long and short term process to ensure a clear and concise message regarding the development, implementation, and ultimately the maintenance of the SSMP. Strategies for accomplishing this activity may include, development of an external SAC (stakeholder advisory committee), web page, annual report, and/or periodic mailers and Flyers. P ; ll Engi 140239.0000 10 neering • Planning • Surveying —. J 4 .= SSMP Audit & Update Proposal for the Eit° of Huntington Beach Task 3 - SSMP Update Including incorporating Gap Analysis Recommendations HFI will develop and present a draft updated SSMP to City staff for review. This report will contain all findings and recommendations to achieve sewer system optimization and WDR compliance. Once reviewed by the City, we will update with any comments and finalize and deliver five (5) hard copies to the City. HFI will work closely with City staff and managers to determine the best course of action regarding communication of all above findings, including a potential presentation to City Council. Cost Estimate and Schedule HFl Team will complete this project for a lump sum of $19,350 as shown in Section 5 of this proposal. This project will be completed in four (4) weeks from the date of Notice to Proceed (depending on the City`s staff availability). A proposed project schedule is shown in Section 6. 140239.0000 11 Engineering •Planning - Surveying 0 SSMP Audi- & Update Proposal for "the City of Huntington B-each 11 ! plffffumjm� 140239.0000 12 E;;�.—W-2 - P—lanning - Stirveying g'® SSMP Audit tic Update ?rtpos 1 for the Cityof Hunt i%p'ror e c YAZDAN T. EMRANI, P.E. Project Manager Education & Registrations Professional Civil Engineer, 2001, CA — #61184 Syracuse University, New York, B.S - Civil Engineering University of Maryland at College Park, M.S. - Civil Engineering Professional Experience Mr. Emrani has over 26 years of civil engineering and GIS experience in both the public and private sectors. Mr. Emrani has a strong background in planning, design, and construction management of infrastructure improvements for various public and private clients. He has been responsible for the planning, design, and construction management of buildings, water distribution systems, water well, water storage tanks, wastewater collection systems, wastewater pumping stations, wastewater treatment plants, and storm drainage systems. Additionally, he has performed studies and master plans for water and wastewater systems including performing future growth and water and wastewater rate analysis. Mr. Emrani has prepared static and dynamic computer models of water distribution systems to determine the effects of proposed improvements and to verify sizing requirements. He has also performed hydraulic capacity analysis and hydraulic modeling projects for wastewater systems. Mr. Emrani's GIS experiences include GIS needs assessment, database design, and data conversion. Prior to joining Hall & Foreman, Inc. Mr. Emrani was the Director of Public Works for Monterey County where he was responsible for managing and directing a staff of 180 and 10 divisions including Engineering Design, Road and Bridge Maintenance, Construction, Development Services, Transportation and Traffic Engineering, Special Districts (Water, Wastewater, lighting and landscaping), Stormwater Management, Facilities, Fleet, Architectural Services, and Real Estate Services with a total annual budget of $150 M. Mr. Emrani will be the day to day contact with this project and will also be responsible for the overall Quality Assurance/Quality Control. - r2ject Experieng City of Victorville — WDR Gap Analysis and SSMP Update — Victorville, CA. HFI is working with City of Victorville in reviewing all WDR related documents including their SSMP and sewer master plan. Mr. Emrani is the project Manager for this project which also includes conducting interviews with staff and provided workshops on the latest WDR regulations. Utilizing State Water Resources Control Board's Audit Checklist, HFI will do a comprehensive evaluation of City's existing WDR compliance, City of San Fernando — WDR Gap Analysis and SSMP Update — San Fernando, CA. HFI worked closely with City of San Fernando in reviewing all WDR related documents including their SSMP and sewer master plan. Mr. Emrani was the project Manager for this project which also included conducting interviews with staff and provided workshops on the latest WDR regulations. Utilizing State Water Resources Control Board's Audit Checklist, HFI did a comprehensive evaluation of City's existing WDR compliance and submitted his recommendations in a draft report to the City in May 2013. The Final Report was completed and submitted to the City in early June 2013. City of Pomona — WDR Gap Analysis and Compliance Report - Pomona, CA. HFI worked closely with City of Pomona's utility division in reviewing all WDR related documents including their SSMP and sewer master plan. r. Emrani was the project Manager for this project which also included conducting interviews with staff and provided workshops on the latest WDR regulations. Utilizing State Water Resources Control Board's Audit Checklist, HFI did a comprehensive evaluation of City's existing WDR compliance and submitted his recommendations in a draft report to the City in October 2012. The Final Report was completed and submitted to the City in November 2012. i p: Inc_ t i f SSMP Audit &Update Proposal for the: City of Huntington Beach C'd Sewer System Management Plan (SSMP) — Beverly Hills, CA. This was a comprehensive 3-year project which encompassed helping the City of Beverly Hills with the WDR regulations and developing a comprehensive SSMP. The project also included an Audit/gap analysis of existing City products and efforts, followed by an SSMP development phase. The project also includes developing of all required phases of the WDR including Organizational Structure, O&M program, Design & Performance provisions, Overflow Emergency Response Plan, FOG Control program, System Evaluation and Capacity Assurance Plan, Monitoring, Measurement, and Program Modifications, and Communications Program. The project also included helping the City incorporate current City policies, procedures, programs, and ordinances, while identifying additional elements needed to achieve the needed compliance under the WDR regulations. WDR Sewer System Management Plan Development & Master Plan —Bell Gardens, CA. This was a comprehensive multi -year project which encompassed helping the City of Bell Gardens with the Waste Discharge Regulations (WDR) and developing a comprehensive Sewer System Management Plan (SSMP)., The project also included an audit/gap analysis of existing City products and efforts, followed by an SSMP development phase. The project also included developing an SSMP that incorporated City policies, procedures, programs, and ordinances, while identifying additional elements needed to achieve the needed compliance under the WDR regulations. Additionally, the project included a GIS data conversion for the sanitary sewer system and developing of a comprehensive Sewer Master Plan for the City of Bell Gardens. Waste Discharge Requirements (WDR) Compliance Audit — Carson, CA. Mr. Emrani was Project Manager for this project which included an audit/gap analysis of existing City products and efforts, followed by j an SSMP development phase. The project also included developing an SSMP that incorporated City policies, procedures, programs, and ordinances, while identifying additional elements needed to achieve the needed compliance under the WDR regulations. WDR Sewer System Management Plan Development & Master Plan — South El Monte, CA. This was a comprehensive multi -year project which encompassed helping the City of South El Monte with the WDR regulations as well as developing a comprehensive SSMP for them. The project included an audit/gap analysis of existing City products and efforts, followed by an SSMP development phase. The project also included developing an SSMP that incorporated current City policies, procedures, programs, and ordinances, while identifying additional elements needed to achieve the needed compliance under the WDR regulations. Additionally, the project'induded a GIS data conversion for the sanitary sewer system and developing of a comprehensive Sewer Master Plan for the City of South El Monte. WDR Sewer System Management Plan Development & Master Plan — Maywood, CA. The project included an audit/gap analysis of existing Co products and efforts, followed by an SSMP development phase. The project also included developing an SSMP that incorporated City policies, procedures, programs, and ordinances, while identifying additional elements needed to achieve the needed compliance under the WDR regulations. The project also included digitizing of all sewer lines, manholes, lift stations and creating a comprehensive GIS database of sanitary sewer attributes. Additionally, the project included a GIS data conversion for the sanitarysewer system and developing of a comprehensive Sewer Master Plan for the City of � p 9 p Maywood. WDR Sewer System Management Plan Development & Master Plan — Montebello, CA. This was a comprehensive multi -year project which encompassed helping the City of Montebello with the WDR regulations and developing a comprehensive SSMP. The project included an audit/gap analysis of existing City products and efforts, followed by an SSMP development phase. The project also included developing an SSMP that incorporated City policies, procedures, programs, and ordinances, while identifying additional elements needed to achieve the needed compliance under the WDR regulations. Additionally, the project included a GIS data conversion for the sanitary sewer system and developing of a comprehensive Sewer Master Plan for the City of Montebello. 140239.0000 14 Engineering - Planning • Surveying ..,., Mi SSMP Audit & Update Proposal for the City oft untington Beach ROBERT BRANDOM, P.E., LEED Green Associate Senior Project Engineer Education & Registrations University of Houston, 1984, B.S. - Civil Engineering Professional Civil Engineer, 1991, CA - #50040 Professional Experience Mr. Brandom has over 25 years of experience in the planning and design of water, wastewater, and recycled water systems and infrastructure. He has managed and developed water, recycled water, and sanitary sewer master plans, urban water management plans, water supply assessments, Well and reservoir siting studies, sewer inflow and infiltration studies, sanitary sewer management plans, sewer/lift station feasibility studies, and recycled water system feasibility studies. He has managed and designed pipelines, sewers, reservoirs, wells, pump stations, lift stations, and other system infrastructure. He is current on California water supply and water quality issues and is well versed in hydraulic modeling. Project Experience Municipal Sewer Master Plan; City of Hawthorne, CA: (Project Manager) Project included flow monitoring at 20 locations; CCTV inspection of 49 miles of sewers, inspection of 400 manholes; development of GIS sewer system mapping; development of a H2OMAP Sewer model; evaluation of system hydraulic capacity; system I/I evaluation based on wet -weather flow data; identification and prioritization of system defects; development of project costs; and development of a 15-year CIP. Sanitary Sewer Condition Assessment, City of Bellflower, CA: (Project Manager) A priority list of sewer structural defects from a CCTV inspection of 31 miles of sewer was reviewed to assess Los Angeles County Public Works CSMD recommendations and costs for the rehabilitation of City'sanitary sewers. Sanitary Sewer Master Plan; City of San 3uan Capistrano, CA: (Project Manager) Project included flow monitoring at 12 locations; CCTV inspection of 11 miles of sewers; inspection of 150 manholes; development of a H2OMAP Sewer model; evaluation of system hydraulic capacity; system I/I evaluation based on wet -weather flow data; identification and prioritization of system defects; development of project costs; and an evaluation of City requirements regarding CMOM regulations. A 15-year CIP and a financing plan were developed. Ladera Ranch Sewer Alternatives Study, Santa Margarita Water District, CA: (Project Engineer) Studied nine alternatives to convey and treat sewage from the Ladera Ranch planned community. The analysis considered force main and gravity alignments and expansion of the existing treatment plant versus building a new plant or buying treatment capacity in other plants. Recycled water as a local resource, environmental constraints, total cost, pumping energy, and public acceptance were some of the weighted issues used to recommend a treatment and conveyance alternative. Ladera Ranch Wastewater Conveyance System Preliminary Design, Santa Margarita Water District, CA: (Project Engineer) Developed a preliminary design of the conveyance alternative recommended in the Sewer Alternatives Study. The preliminary design included two lift stations and associated site plansi and force main and gravity sewer alignments. McClellan Park Sewer Master Plan Update, County of Sacramento, CA: (Project Engineer) Developed a sewer master plan update for the 2,900-acre McClellan Business Park to be developed on the previous McClellan Air Force Base. Wastewater flows were developed from projected land uses. Sewers were realigned and deepened in order to eliminate 19 small lift stations. Large lift stations were recommended for upgrading or replacement based on condition and capacity assessments. 140239.0000 15 Er�ineedng •Planning - Surveying Sewer System Management Plah Proposal for the City of Huntington Beach CITY OF HUNTINGTON BEACH SSMP AUDIT AND UPDATE FOR THE SANITARY SEWER SYSTEM FEE ESTIMATE Task Description Project Manager Project Engineer Total Hours Direct Costs ($) 1 Total Fee N Billing Rate o5.00, s, 156.00 J I Kick-off Mqefft/Rrq ifict Workshop & Pirplect Alanggement :la, Project Workshop/WDR Elements Review 41 4 780 b. Proiect Management Logress Meeting (1)/Meeting Minutes/Action Items) 4 4 780 su�jrb" -,", , I �J V 'Au"::dh MAP _A� !", � 777-- V, Gap Analysis a. Detailed Review of All Relevant City Documents 4 12 16 Amo b. Sanitary Sewer System Gap Analysis 32 50 881 0 13740 1 ) Goals 2) Organizational Structure 3) Legal Authority 4) Operations and Maintenance Program 5) Design and Pertormance Provisions 6) Overflow Emerg noy Response Plan 7) FOG Control Program 8) System Evaluation and Capacity Assurance Plan (SECAP) 9) Monitoring, Measurement and Program Modification 10) SSMP Pro ram Annual Reporting/Audit Program 11) Communication Program 777 o t� 6,3g 3 SSMP Update Including lnco!;porating Gap AnaIX919 Recommendation 6 2 1,470 F--divAN0 12 -44� 'Z �L �j AV , -,p, 5 � % 1! V,"k , ­4 --: -- �6 7 ;;eW-2,0- 2 1 �b -41 il7 7 2 Project:Manager Project Engineer Engineering - Planning,- Surveying . Yazdan Emranl, P.E. . Robert Brandom, P.E. 140239.0000 ,1 0 SECTION 6: PROPOSED PERFORMANCE SCHEDUI City of Huntington Beach SSW Audit & Update Project Schedule r Sewer Systern Management Plan Proposal for the City of Huntington Beach City of Huntington Beach SSMP Audit & Update Project Task I - Klck-Off Meeting/ProjectW Prola�qt Management a. Project Workshop/WDR Elements Review b. Project Management (Coordinate Progress Payments/Meeting Minutes/Action Items) Task 2 Gap Analysis- 22 days Mon 2/3/14 Tue 3/4/14 --------- Tue -- ------- 314114 _Mon­2_/311`4_ Tue 3/4/14 Tue 314114 20 L—L-i 1- Yp11 V L 19z I ez? 40 1, a —10 I day 'Mon 2/3/14' 22 days Mon 2/3/14 21 days Tue 2f4/1141 T I 0 a. Detailed Review of All Relevant City Documents 2 days, Tue 2/4114 Wed 2/5114 7 b. Sanitary Sewer System Gap Analysis 16 days-, Goals____Tdi7y __f6u _2/6/14Thu 216i-4 z onal"8iructure' rgani afl Organizational 1 day; Fri 217114 Fri 217114 Legal Authority lday j —2-cl days Mon 2110114 L-e-MI M14 Mon 2110114 —We_dViVf4l 12 Design and Perlormance Provisions 1 day Thu 2)13)14 Thu 2/13114 ''"Ovediow t "rgency Response _PNa'n Fob Control -Program 2days:: 2 days Fri 2/14114 Tue 2/18/14 Mon 2117114 Wed 2/19114 14 System15 Evaluation and Capacity Assurance Plan,: i 2 days: Thu 2(20/14 Fri 212114 (SECAP) -'-----Mo"n�if6rin'g-,—Mea-s-u-r"0--m---ent'and -Program Modification- _3W0 Program Annual Reporting/Audit Program 2days-'! 1 day Mon k Viii l Wed -fus k&54 16 17 18 ommunicalion Program 7 ___1 day Thu 2/27114] 'f6u 2127114 to Task -'S_S_MP Update Including Incorporating 3 days' Fri 20114 Tue 3*14 Gap Analysis Recommendations Task 1��� 4 Milestone, External Tasks Split .............. Summary WWMMNW External Milestone Progress Project Summary %005=1=MV Deadline J 140239.0000 17 Engineering - Planning -.Surveying EXHIBIT "B" Payment Schedule (Fixed Fee Payment) 1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B NTING7py F 0 o�L 9 Q 2cF�DUNTV�� CITY OF HUNTINGTON BEACH Professional Service Approval Forpl-C NEK,, FORM Date: 5/13/2014 Project Manager Name: Brian Ragland Requested by Name if different from Project Manager: Brian Ragland Department: Public Works r-enance Department PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: This is a requirement by State Water Board, requiring agency to comply with the Statewide General Waste Discharge Requirements (WDR) for sanitary sewer systems. 2) Estimated cost of the services being sought: $ 25,000 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized. ® MC 3.03.08 — Contract Limits of $30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) --7 ® Yes � ❑ No Fiscal Service6 Manager Signature (Purchasing Approval) 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Date Account number Contractual Dollar Amount Business unit. object # Year 1(estimate) Year 2 (estimate) Year 3(estimate) 51185201.69365 $25,000 $ $ Budget pr val D to epartment d Signature(s) Date �L( Directo of Fi nce's Signature Date lti Assistaq anager's Signature Date APPROVEDE 1 /,, Zf-� /,6tf Managers Signature Date professional service approval form - part i.doc REV: December /2013 Attachment # 3 CITY OF HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING FISCAL YEAR 2013/14 Public Works Division/Fund Description Amount Engineering/Development-100 Development processing, inspection, special services, parcel review, EIR review, infrastructure funding study $155,700 General Services-100 Inspection/Testing Services $20,000 Maintenance Operations-100 Consulting arborist, tree surveys, litigation reports, streets surveys, special reports, safety/special training $15,000 Transportation Management-100 Traffic studies, minor design, plan check, special studies $10,000 Traffic Impact 206) Traffic studies, minor design, plan check, s ecial studies $180,000 Gas Tax (207) Construction management, inspection, testing, project design $200,000 Water Service Fund (506) Project design, construction management, inspection, testing $899,200 Sewer Service Fund (511) Project design construction management inspection, testing $125,000 Grants & Restricted Funds Project design, construction management, inspection, testing $408,000 Total Professional Services $2,012,900. Avail Balance 1,518,305 Amount Requested Vendor Requester Date 10,000.00 Moffatt & Nichol Ken Dills 12/11/2013 75,000.00 City of Irvine Todd Brouss( 11/19/2013 50,000.00 CM for Sr Centei Todd Brouss( 5/12/2014 120,000.00 Associated Lab Derek Smith 7/24/2013 200,000.00 Pacific Advanced Civil Engine( 12/11/2013 5,400.00 Go Live Technol, Ken Dills 3/11/2014 9,195.00 Geoscience Jay Kleinhein 4/12/2014 25,000.00 WDR Brian Raglan, 5/15/2014 Client#: 6688 HALLFOREM ACOR®T. CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDIYYYY) 6/05/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Dealey, Renton & Associates P. O. Box 10550 Santa Ana, CA 92711-0550 714 427-6810 CAME:ON AC Sherall Gradias N PHONE 714 427-6810 FAX 714 427-6818 AIC, No, Ext : A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A: Travelers Indemnity Co. of Conn 25682 INSURED INSURER B: Travelers Property Casualty Co 25674 Hall &Foreman, Inc. 17782 E. Seventeenth Street, S#200 Tustin, CA 92780 INSURER C INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. LTRR TYPE OF INSURANCE ISRL W D POLICY NUMBER MM/DBR DY MM/DDT LIMITS A GENERAL LIABILITY X X 6808128L941 2/01/2014 02/01/2015 EACH OCCURRENCE $1 000 000 X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE ❑A OCCUR General Liab. excludes claims DAMAGE TO RENTED PREMISES Ea occurrence) ccurrence $1,000,000 MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $1,000,000 x Contractual Liab. arising out of GENERAL AGGREGATE $2,000,000 the performance GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $2,000,000 of professional POLICY X PEC7 LOC SBrVICeS. $ B AUTOMOBILE LIABILITY X X BA9105LO95 2/01/2014 02/01/201 COMBINED SINGLE LIMIT Ea accident $1,000,000 BODILY INJURY (Per person) $ ANYAUTO ALL OWNED SCHEDULED AUTOS AUTOS IXHIRED BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ NON -OWNED AUTOS X AUTOS B X UMBRELLA LIAB X OCCUR CUP8406Y295 2/01/2014 02/01/2015 EACH OCCURRENCE s5,000,000 AGGREGATE s5,000,000 EXCESS LIAB CLAIMS -MADE Does not incl. DED RETENTION $ $ Prof. Liab. B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE Y - N OFFICER/MEMBER EXCLUDED? N / A x U135572Y600 2/01/2014 02/01/2015 X WCSTATU- OTH- E.L. EACH ACCIDENT $1,000,000 E.L. DISEASE - EA EMPLOYEE $1,000,000 (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 B Professional 106031349 12/15/2013 12/15/2014 $2,000,000 per claim Liability $2,000,000 annl aggr. Claims made DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Cancellation: 30 Day/10 Day for Non -Payment of Premium Re: JN 140239 WDR SSMP Update t�.. (Lf City of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 2000 Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Huntington Beach, CA 92648 AUTHORIZED REPRESENTATIVE W IU00-LU-11J Al-UKU l-UKYUKAI IUM. All rignis reserVeo. ACORD 25 (2010/05) 1 of 1 The ACORD name and logo are registered marks of ACORD #S 1000709/M865841 THC CITY OF HUNTINGTON BEACH Professional Service Approval Form PART 11 Date: 5/28/2014 Project Manager: Brian Ragland Requested by Name if different from Project Manager: Brian Ragland Department: Public Works RECEIVED MAY 2 8 2014 Finance Department PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I &" I/ MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Hall & Foreman, Inc. 2) Contract Number: PWK (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $25,000 Account number Contractual Dollar Amount Business unit. object # Year 1(estimate) Year 2 (estimate) Year 3(estimate) 51185201.69365 $25,000 $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over $100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit which d cribes the payment terms of the contract. Fi a es-1Glanag r (Purchasing) Date n 4 /14 Budget Manager p val Signature D to Zc � �, (z�m d a- � (.al 5-// q Director of Finance (or designee) Signature Date professional service approval form - part ii (2).docx REV: December /2013 Attachment # 3 CITY OF HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING FISCAL YEAR 2013/14 Public Works Division/Fund Description Amount Engineering/Development-100 Development processing, inspection, special services, parcel review, EIR review, infrastructure funding study $155,700 General Services-100 Inspection/Testing Services $20,000 Maintenance Operations-100 Consulting arborist, tree surveys, litigation reports, streets surveys, special reports, safety/special training $15,000 Transportation Management-100 Traffic studies, minor design, plan check, special studies $10,000 Traffic Impact (206) Traffic studies, minor design, plan check, special studies $180,000 Gas Tax (207) Construction management, inspection, testing, project design $200,000 Water Service Fund (506) Project design, construction management, inspection, testing $899,200 Sewer Service Fund (511) Project design, construction management, inspection, testing $125,000 Grants & Restricted Funds Project design, construction management, inspection, testing $408,000 Total Professional Services $2,012,900 Avail Balance 1,112,306 Amount Requested Vendor Requester. Date 10.000.00 Moffatt & Nichol Ken Dills 12/11/2013 75,000.00 City of Irvine Todd BroussE 11/19/2013 50,000.00 CM for Sr Center Todd BroussE 5/12/2014 120,000.00 Associated Lab Derek Smith 7/24/2013 200,000.00 Pacific Advanced Civil Enginee 12/11/2013 5,400.00 Go Live Technol(Ken Dills 3/11/2014 9,195.00 Geoscience Jay Kleinhein. 4/12/2014 200,000.00 Water Sampling Derek Smith 5/21/2014 25,000.00 Hall & Foreman Brian Raglan( 5/15/20141 206,000.00 DLR Janeen/Travi, 5/29/2014 RECEIVED CITY OF • BUDGETAPPROPRIATION REVISIO JUN 0 4 2014 Finance Department FUNDS TRANSFERRED FROM: y Business Unit & p Account Category Object Code Subledger a Department Division Title Level 4 Account Description Amount 51185201.67730 Public Works ® Operating Expense . Sewer Laterai maint $ 100,000.00 Select Department Select Level 4 title v Select Department Select Level 4 title Select Department Select Level 4 title Select Department ® Select Level 4 title Ir Select Department W Select Level 4 title v Select Department 1WF Select Level 4 title MENEM TOTAL $ 100,000.00 FUNDS TRANSFERRED TO: T y Business Unit & p Account Category Object Code Subledger a Department Division Title Level 4 Account Description Amount 51185201.69365 Public Works V, Select Level 4 title v Prof. Services $ 100,000.00 Select Department Select Level 4 title Select Department v Select Level 4 title v Select Department W Select Level 4 title v Select Department 1W Select Level 4 title v Select Department W Select Level 4 title w Select Department v Select Level 4 title TOTAL $ 100.000.00 JUSTIFICATION FOR TRANSFER Unused sewer laferal maintenance fund being used for unforseen professionals rvices. � - 4 = b 10 t AUTHORIZATIONS Prepared By: Chris Davis 1 Travis K. Hopkins Print Name epartm t p oval tate 2 1 ice Print Name F1 rnistration Approval Da 3 Print Name City Manager Date SPE IAL INSTRUCTIONS All revisions require #1 & #2 All revisions to personal services require #1, #2, and #3 Changes to total budget of any department or fund requires all the above and City Council approval. Please attach the approved RCA to this revision request. finance Use Only -Has the Availabl flds Report been checked: Yes No Funds Availaible Report Attached: es No 4udBuet et Approval: a, Date: G ZO ccounting Approval:TDate: Processed by:Batch No. Date Processed: BV - Budget of PY UnBW - Budget Addition BX udget Transfer BY - Budget Addition -Carry Forward BZ - Budget Addition- - Prior Year City of Huntington Beach FY 13/14 Funds Available by Business Unit Report Tuesday, June 03, 2014 Object FY 13/14 FY 13/14 FY 13/14 FY 13/14 Account Revised Actual Encumbrance Available 51185201 - Sewer Service Maintenance 61000 - Utilities 140,000.00 71,752.62 104,457.38 -36,210.00 63000 - Equipment and Supplies 336,113.47 191,350.77 34,008.41 110,754.29 64570 - Equipment Repairs Maint 235,857.04 147,867.74 174,271.16 -86,281.86 64620 - Contracts for Repair and Maint 528,000.00 447,796.90 384,586.47 -304,383.37 67400 - Other Maintenance 3,948.04 0.00 -3,948.04 67450 - Building and Grounds Maint - Sewer Lateral Maintenance 10,000.00 701,350.00 149,043.08 118,530.32 0-0,067730 Z4337,776.6O') 67650 - Water Maintenance 701,350.00 149,043.08 118,530.326:60 64520 - Repairs and Maintenance 10,000.00 10,000.00 64520 - Repairs and Maintenance 1,485,207.04 748,655.76 677,387.95 59,163.33 68560 - Training - Other 350.00 -350.00 68550 - Training 1,000.00 1,000.00 68550 - Training 1,000.00 350.00 650.00 68620 - Conferences - Other 12.00 -12 00 68635 - Conferences - Tuition 300.00 -300.00 68610 - Conferences 2,000.00 2,000.00 68610 - Conferences 2,000.00 312.00 1,688.00 68500 - Conferences and Training 3,000.00 662.00 2 .38O\ 69365 - Other Professional Services 83,148.88 82,355.48 74,828.40 74,035.00 69300 - Professional Services 83,148.88 82,355.48 74,828.40 -74,035.00 69505 - Cont Svcs - Other 10,000.00 - '"00:00 69450 - Other Contract Services 10,000.00 -10,000.00 70200 - Equipment Rental 3,500.00 0.00 3,500.00 70000 - Rental Expense 3,500.00 0.00 3,500.00 78200-Auto Allowance 5,800.00 3,975.89 1,824.11 78900 - Non Salary Benefits 249.00 -249.00 78000 - Expense Allowances 5,800.00 4,224.89 1,575.11 79100 - Contingency 72,800.00 19,674.16 5,374.00 47,751.84 79000 - Other Expenses 72,800.00 19,674.16 5,374.00 47,751.84 60000 - OPERATING EXPENSES 2,129,569.39 1,118,675.68 906,056.14 104,837.57 82300 - Streets Improvement 2,100.00 -2,100.00 82600- Sewer Improvement 1,000,000.00 417,138.65 560,547.00 22,314.35 82000 - Improvements 1,000,000.00 417,138.65 562,647.00 20,214.35 83700 - Equip - General 92,000.00 81,278.42 0.00 10,721.58 84000 - Equip - Information Services 212,880.00 212,880.00 83000 - Equipment 304,880.00 81,278.42 0.00 223,601.58 85050 - Automobile 265,000.00 265,000.00 85100 - Truck 0.00 0.00 242,529.15 -242,529.15 85000 - Vehicles 265,000.00 0.00 242,529.15 22,470.85 80000 - CAPITAL EXPENDITURES 1,569,880.00 498,417.07 805,176.15 266,286.78 88700 - Depreciation 0.00 0.00 88000 - NON -OPERATING EXPENSES 0.00 0.00 50000 - EXPENDITURES 6,009,124.91 3,215,869.52 1,711,232.29 1,082,023.10 City of Huntington Beach FY 13/14 Fund Balance Report Tuesday, June 03, 2014 Object FY 13114 FY 13114 FY 13114 FY 13114 Account Adopted Revised Encumbrance Actual 00511 - Sewer Service Fund 10000 - ASSETS 62,373,906 20101 -Accounts Payable -Trade (89,231) 20300 - Curr Portion of Vac/Sick Leave (74,620) 20100 - CURR ACCRUED LIABILITIES (163,852) 28310 - Long -Term Debt (199,061) '27000 - INDEBTEDNESS (199;061) 20000 - LIABILITIES (362,913) 31100 - Unres Undes Fund Balance (66,809,542) 31000 - BUDGETARY FUND EQUITY (66,809,542) 35200 - RESTRICTED FUND BALANCE 0 35600-ASSIGNED FUND BALANCE 0 30000 - TOTAL FUND EQUITY (66,809,542) 42960 - Interest Income 0 0 (154,577) 42955 - USE• OF -MONEY AND PROP 0 0 (154,577) 47700 - Utility Charges (8,958,286) (8,958,286) (7,023,057) 47000 - CHARGES FOR CURRENT SERVICES (8,958,286) (8,958,286) (7,023,057) 48200 - General Sales (805) 48370 - Reimbursables (1,457,714) (1,457,714) (80,000) 48500 - Settlements 0 48510 - Other 0 48100-OTHER REVENUE (1,457,714) (1,457,714) (80,805) 40000 - REVENUES (10,416,000) (10,416,000) (7,258,439) 51100 - Salaries - Permanent 1,704,538 1,704,538 1,225,396 52000 - Salaries - Temporary 65,000 65,000 36,153 53000 - Salaries - Overtime 80,000 80,000 103,133 54000 - Termination Pay Outs 32,551 55000 - Benefits 987,090 987,090 676,541 51000- PERSONAL SERVICES 2,836,627 2,836,627 2,073,774 61000 - Utilities 140,000 140,000 104,457 71,753 63000 - Equipment and Supplies 165,350 343,027 34,008 199,623 64520 - Repairs and Maintenance 1,483,000 1,485,207 677,388 748,656 68500 - Conferences and Training 4,000 4,000 0 1,120 69300 - Professional Services 125,000 395,692 162,130 233,485 69450 - Other Contract Services 10,000 70000 - Rental Expense 3,500 3,500 0 77000 - Interdepartmental Charges 1,244,834 1,244,834 1,244,834 78000 - Expense Allowances 5,800 5,800 10,193 79000 - Other Expenses 75,000 72,800 5,374 19,674 60000 - OPERATING EXPENSES 3,246,484 3,694,860 993,357 2,529,337 82000-Improvements 4,130,000 18,654,424 8,052,662 7,372,598 83000 - Equipment 304,880 304,880 0 81,278 85000 - Vehicles 265,000 265,000 242,529 0 80000- CAPITAL EXPENDITURES 4,699,880 19,224,304 8,295,191 7,453,877 88700 - Depreciation 0 88000 - NON -OPERATING EXPENSES 0 50000 - EXPENDITURES 10,782,991 25,755,792 9,288,548 12,056,987 Available 4,410,256 CITY OF HUNTINGTON BEACH Professional Service_ Approval ForRCEIVED VAtm Date: 5/13/2014 Project Manager Name: Brian Ragland Requested by Name if different from Project Manager: Brian Ragland Department: Public Works MAY 15 2014 Finance Department PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: This is a requirement by State Water Board, requiring agency to comply with the Statewide General Waste Discharge Requirements (WDR) for sanitary sewer systems. 2) Estimated cost of the services being sought: $ 25,000 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained.- ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized. ® MC 3.03.08 — Contract Limits of $30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) �---� ® Yes _., ❑ No 4c- _ S 5-/5--- Fiscal Servic Manager Si `ature (Purchasing Approval) Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object # Year 1(estimate) Year 2 (estimate) Year 3(estimate) 51185201.69365 $25,000 $ $ Budget pr val D to lartment d Signature(s) Date �cto of Fi nce's Signature Date istag anager's Signature Date 4�01E 1 Z /,titf Manager's Signature Date professional service approval form - part i.doc REV: December /2013 Attachment # 3 , CITY OF. HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING - FISCAL YEAR 2013/14 Public Works Division/Fund Description Amount Engineer! ng/Development-100 Development processing, inspection, special services, parcel review, EIR review, infrastructure funding study $155,700 General Services-100 Inspection/TestingInspection/Testing Services $20,000 Maintenance Operations- 100 Consulting arborist, tree surveys, litigation reports, streets surveys, special reports, safety/special training $15,000 Transportation Management-100 Traffic studies, minor design, plan check, special studies $10,000 Traffic Impact (206) Traffic studies, minor design, plan check, special studies $180,000 Gas Tax (207) Construction management inspection testing project design $200,000 Water Service Fund (506) Project design, construction management, inspection, testing $899,200 Sewer Service Fund (511) Project design, construction management, inspection, testing $125,000 Grants & Restricted Funds Project design, construction management, inspection, testing $408,000 Total Professional Services $2,012,900 Avall Balance 1,518,305 Amount Requested Vendor Requester Date 10,000.00 Moffatt & Nichol Ken Dills 12/11/2013 75,000.00 City of Irvine Todd Brouss( 11/19/2013 50,000.00 CM for Sr Centei Todd Brouss( 5/12/2014 120,000.00 Associated Lab Derek Smith 7/24/2013 200,000.00 Pacific Advanced Civil Engine( 12/11/2013 5,400.00 Go Live Technol, Ken Dills 3/11/2014 9,195.00 Geoscience Jay Kleinhein 4/12/2014 25,000.00,. WDR " Brian Raglans 5/15/2014 SECTION 5 - CosT EsTiMATE Sewer Systein, Managemeii't Plan Prupusal for, the City of Huntington beach CITY OF HUNTINGTON BEACH SSMP AUDIT AND UPDATE FOR THE SANITARY SEWER SYSTEM FEE ESTIMATE Task Description Project Manager Project Engineer Total Hours Direct Costs Total Fee # Billing Rate 77777 Isaw; Kick -Off MeetingEr Workshop & Project Management .9ject Ia. Project Workshof?/WDR Elements Review 41 4 780 b. Proect Management (Progress Meeting (1)/Meeting Minutes/Action Items) 4 4 780 suit '7 8 2 9a Anal sls a. Detailed Review of All Relevant City Documents 4 "12 16 2,580 b. Sanitar Sewer System Gap Analysis 32 50 88 0 13,7401 1) Goals 2) Organizational Structure 3) Legal Authority 4) Operations and Maintenance Program 5) Design and Performance Provisions 6) _Overflow Emergency Response Plan 7) FOG Control Program 8 System Evaluation and Capacity Assurance Plan (SECAP) 9) Monitoring, Measurement and Program Modification 10) SSIVIP Program Annual Reporting/Audit Program 11) Communication Program ;J p 62 I i 04 16;324 3 SSMP Update Including Incorporating Gap Analysis, Recommendation e 2 1,470 V i , SUBT&AL TASK:0:1', 14, V 3, 6 -, 1 - 7 �, 0 70 II 7777 7777g' T CLAN Project Manager Project Engineer Engineering • Planninrg • Surveying - Yazdan Emirani, P.E. . Robert Brandorn, P.E. 140239.0000 ,16 CITY OF HUNTINGTON BEACH AXTTER ID�NO. REQUEST FOR LEGAL SERVICES Jennifer McGrath, City Attorney Date: Request made by: Telephone:x5118 Department: Public Works 6/18/2014 Duncan Lee i251L INSTRUCTIONS: File Request For Legal Services in the City Attorney's Office. Outline reasons for the request in the space marked "COMMENTS" and include facts necessary for City Attorney, to�respond. -t,a�t, Please attach all pertinent documents, information, exhibits, any relevant deadlines and contact information. JUN 2,17 20+14 TYPE OF LEGAL SERVICES REQUESTED: rrc� Ciiv �?ar�ts 04r �r ❑ Prepare Contract / Document ® Approve Document ❑ General Legal Assistance / Project / Legal Research RCA DEADLINE: Not applicable IF NOT FOR CITY COUNCIL ACTION, REQUESTED DEADLINE: 7/3/2014 Insufficient time to meet deadline, please note revised due date of This reguest was reviewed ap oved. Date:Ae �l �ffinature of Depa ent Head 17 IIA COMMENTS Please explain in a brief narrative what you are asking the City Attorney to do, along with a brief factual background to your request. (E.g., I am requesting that the City Attorney draft an ordinance, or advise whether certain records must be disclosed under the PRA.) Please identify all attachments to this RLS and pertinent department contact information. Need City Attorney's Office to approve contract with Hall & Foreman to prepare sewer system amangement plan audit and update. Included are signed contract, insurance certificate, part 1 & 2 professional service approval form, and budget appropriation revision form. Shaded areas for City Attorney's Office use only. This RLS is being returned for the following reason(s): ❑ Need Department Head signature ❑ Opinion previously rendered on (date) ❑ Insufficient data, please submit ❑ Attachment(s) missing ❑ Other: attached Assigned Attorney: 01-1 � Ext.: Secretary: Ext.: Assignment Date: L 'r f t` — / `7 Due Date: ::7 -- Matter Description: c—,- 42 ►ql 6-11 S' / - ` i� ❑ Advice Memo ❑ Agreement Negotiations ❑ Citizen Inquiry ❑ Civil Hearing ❑ Criminal Prosecution ❑ Document Approval ocument Preparation ❑ Grievances ❑ Meeting Request ❑ Opinion ❑ Ordinance ❑ Pitchess ❑ Project ❑ Public Records Act ❑ RCA ❑ Report ❑ Resolution ❑ workers' Comp Notes: vel Date Completed: 1 V 3 RLS Form - - ---- ----- - ------- a °�f W-M- A -,a. o 4 W, rM Ela o �.. in U�� D o e 0 0 Phmhg. 0 SuMWM 0 Q Qv11� 1 AlIlf � p a 'A PIP ; 41r�,,w F., IF R W, 44 ........ ........ 1Q0 I lip We M WO -W �14(7t� �i Fi� m5k, M�` Vv: 780' gn q .1 SSMP Audit & Update Proposal for the City of Huntington Beach January 29, 2014 Mr. Brian Ragland Utilities Manager City of Huntington Beach 2000 Main Street Huntington Beach, California 92648 Subject.- Sewer System Management Plan (SSMP) Audit & Update Proposal for the City of Huntington Beach Dear Mr. Ragland: Hall & Foreman, Inc. (HFI) is fully prepared and committed to provide the City of Huntington Beach (City) with an expertly prepared Sewer System Management Plan (SSMP). We have carefully examined the project requirements and will accomplish the, objectives that were identified during our recent conversation. HFI has the ability, experience and resources to ensure successful completion of this very important project. I would like to emphasize the unique strengths of the team. Our Team's personal commitment to seeing this very important project through to its successful completion is unconditional. MANAGEMENT I will serve as your hands-on Project Manager for this project. I have over 26 years of professional civilengineering and GIS experience. I have performed many different types of engineering and GIS projects, including extensive sewer system analysis, design, and rehabilitation. My projects include sanitary sewer rehabilitation work throughout United States. Additionally; 'I have a strong GIS background and have performed numerous database design, data conversion, and application, development for clients throughout the country. Finally, I am very familiar with WDR and SSMP requirements, having been involved with these regulations since they were adopted in May 2006. That experience will be invaluable in helping the City of Huntington Beach complete this project as inexpensively and efficiently as possible. KNOWLEDGE: HFlspecializes in providing WDR consulting including WDR development, and custom GIS consulting for the public sector. Our company is comprised of engineering and GIS professionals with specialization in infrastructure master planning including design, hydraulic modeling and financial analysis. The team members have a history of working together, and have successfully delivered projects in -Southern California of similar character. COMMITMENT & RECOGNITION: HFI has the necessary resources and knowledge to successfully complete this very important project, and is committed to providing the City of Huntington Beach with the highest level of quality and service. We pride ourselves for having a reputation for delivering quality projects on time and within budget. We have already scheduled time for your project kick-off meeting and eagerly await our receipt of your notice -to -proceed so that we can begin your project immediately. The attached proposal shall remain valid for a period of 60 days from the submittal date. Sincerely, Hall & Foreman, Inc. Yazdan T. Emrani, P.E. Project Manager 140239.0000 Engineering - Planning - Surveying