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.
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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
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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
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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
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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.
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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.
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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
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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
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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.
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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
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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
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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
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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
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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
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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
- - ---- ----- - -------
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.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