HomeMy WebLinkAbout25H - FATS-OILS AND GREASE PROGRAM REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
MAY 3, 2010
TITLE: APPROVED
? As Recommended
AGREEMENT WITH ENVIRONMENTAL ? As Amended
ENGINEERING & CONTRACTING, INC. ? Ordinance on 1ST Reading
? Ordinance on 2"d Reading
FOR FATS, OILS, & GREASE PROGRAM ? Implementing Resolution
MANAGEMENT SERVICES ? Set Public Hearing For
CONTINUED TO
f
'J _;~'/ri~ FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager and Clerk of the Council to execute the attached agreement with
Environmental Engineering and Contracting, Inc., subject to nonsubstantive changes approved by the
City Manager and City Attorney to provide fats, oils, and grease control program management
services in an amount not to exceed $180,000.
DISCUSSION
In October 2004, the City adopted an ordinance amending Chapter 39 of the Santa Ana Municipal
Code to control the discharge of fats, oils, and grease (FOG) from food service establishments to the
City's sewer collection system. In January 2005, the Public Works Agency began implementation of
a comprehensive FOG control program that includes regular inspections of all food service
establishments to insure compliance with the ordinance. The FOG ordinance and program are
required by the California State Water Quality Control Board.
Requests for Proposals were sent to six firms. The services that the consultants were asked to
provide on an as-needed basis included inspection of new food service establishments (FSEs),
training and support of City Sanitation Inspectors, support and maintenance of the FSE database,
coordination with other agencies to insure compliance with regulatory requirements, and technical
support to City staff for all FOG-related issues.
One response was received and evaluated by athree-member selection committee. The sealed fee
envelope was then opened and the fee proposal was analyzed. Listed below is the rating of the
responsive firm.
RATING FEE
Environmental Engineering and Contracting, Inc. 96 See Exhibit 2
25H-1
Agreement with Environmental Engineering & Contracting, Inc. for
Fats, Oils, & Grease Program Management Services
May 3, 2010
Page 2
The proposal from Environmental Engineering and Contracting, Inc. (EEC Inc.) was highly rated
based on the detailed scope of services, understanding of the project, qualifications, and experience
with similar projects. Staff recommends that EEC Inc. be retained for this project. They have
extensive experience both as a firm and at the staff level in developing and operating similar
programs with the City and throughout Southern California. The fees are reasonable and all of the
services are provided on an as-needed basis.
ENVIRONMENTAL IMPACTS
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in the Sanitary Sewer Service program (accounting unit 05617640-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Raul Godinez II Francisco Gutierrez
Executive Direct Executive Director
Public Works Agency Finance & Management Services Agency
RG/CB/mz
Exhibits: 1. Agreement
2. Fee Schedule
II
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CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this 3rd day of May, 2010 by and between
Environmental Engineering and Contracting, Inc., a California corporation (hereinafter
"Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and
existing under the Constitution and laws of the State of California (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having special skill and knowledge in the field of
NPDES requirements, to inspect food service establishments for compliance with the
City's Fats, Oil and Grease regulations.
B. Consultant represents that Consultant is able and willing to provide such services to the
City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
~ NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform those services as set forth in Consultant's Proposal, attached
hereto as Exhibit A and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services,
the rates and charges identified in Consultant's Fee Schedule, attached hereto as Exhibit B and
incorporated by reference. The total sum to be expended under this Agreement, shall not exceed
$180,000, annually, during the term of this Agreement.
b. Payment by City shall be made within thirty (30) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment need not
be made for work which fails to meet the standards of performance set forth in the Recitals
which may reasonably be expected by City.
3. TERM II
This Agreement shall commence on July 1, 2010 and terminate on June 30, 2011, unless
terminated earlier in accordance with Section 12, below. The term of this Agreement may be
extended for up to three additional one-year periods, upon the exercise of the option by the City.
EXHIBIT 1
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4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer-employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which
Consultant performs the services which are the subject matter of this Agreement; however, the
services to be provided by Consultant shall be provided in a manner consistent with all
applicable standards and regulations governing such services. Consultant shall pay all salaries and
wages, employer's social security taxes, unemployment insurance and similar taxes relating to
employees and shall be responsible for all applicable withholding taxes.
5. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall
maintain and shall require its subcontractors, if any, to obtain and maintain insurance as
described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance which shall include, but not be limited to protection against claims
arising from bodily and personal injury, including death resulting therefrom and damage to
property, resulting from any act or occurrence arising out of Consultant's operations in the
performance of this Agreement, including, without limitation, acts involving vehicles. The
amounts of insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property damage, in the total
amount of $1,000,000 per occurrence. Such insurance shall (a) name the City, its officers,
employees, agents, volunteers and representatives as additional insured(s); (b) be primary with
respect to insurance or self-insurance programs maintained by the City; and (c) contain standard
separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for
owned, hired and non-owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300
of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against
liability for worker's compensation or to undertake self-insurance. Prior to commencing the
performance of the work under this Agreement, Consultant agrees to obtain and maintain any
employer's liability insurance with limits not less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit of not less
than $1,000,000 per claim.
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e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
(i) Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled
or reduced in coverage or changed in any other material aspect without
thirty (30) days prior written notice to the City.
£ 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 forthwith
terminate this Agreement. Such termination shall not effect 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.
6. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability for personal injury,
damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
direct or indirect operations of the Consultant or its contractors, subcontractors, agents,
employees, or other persons acting on their behalf which relates to the services described in
section 1 of this Agreement. This indemnity and hold harmless agreement applies to all claims
for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to
have been suffered, by reason of the events referred to in this Section or by reason of the terms
of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold
harmless, and pay all costs for the defense of the City, including fees and costs for special
counsel to be selected by the City, regarding any action by a third party challenging the validity
of this Agreement, or asserting that personal injury, damages, just compensation, restitution,
judicial or equitable relief due to personal or property rights arises by reason of the terms of, or
effects arising from this Agreement. City may make all reasonable decisions with respect to its
representation in any legal proceeding.
7. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Consultant agrees
that it shall not use or disclose such information except in the performance of this Agreement,
and further agrees to exercise the same degree of care it uses to protect its own information of
like importance, but in no event less than reasonable care. "Confidential Information" shall
include all nonpublic information. Confidential information includes not only written
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information, but also information transferred orally, visually, electronically, or by other means.
Confidential information disclosed to either party by any subsidiary and/or agent of the other
party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure
shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is,
through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful
possession of the Consultant without an obligation of confidentiality; (d) is required to be
disclosed by operation of law; or (e) is independently developed by the Consultant without
reference to information disclosed by the City.
8. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under
this Agreement.
9. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this
Agreement shall be in writing and shall be deemed to be properly given if delivered in person or
mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax (714) 647-6956
With courtesy copies to:
Executive Director of Public Works
City of Santa Ana
20 Civic Center Plaza (M-85)
P.O. BOX 1988
Santa Ana, California 92702
Fax (714) 647-3345
and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
Fax (714) 647-6515
To Consultant: Environmental Engineering and Contracting
501 Parkcenter Drive
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Santa Ana, CA 92705
Fax (714) 667-2310
A party may change its address by giving notice in writing to the other party. If sent by
mail, communication shall be effective or deemed to have been given three (3) days after it has
been deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by telefacsimile, communication shall be effective or
deemed to have been given twenty-four (24) hours after the time set forth on the transmission
report issued by the transmitting facsimile machine, addressed as set forth above. For purposes
of calculating these time frames, weekends, federal, state, County or City holidays shall be
excluded.
10. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the
terms of this Agreement shall prevail. This Agreement may not be modified except by written
instrument signed by the City and by an authorized representative of Consultant. The parties
agree that any terms or conditions of any purchase order or other instrument that are inconsistent
with, or in addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor
the City. Each party to this Agreement acknowledges that no representations, inducements,
promises or agreements, orally or otherwise, have been made by any party, or anyone acting on
behalf of any party, which are not embodied herein.
11. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement
shall be construed to limit the City's ability to have any of the services which are the subject to
this Agreement performed by City personnel or by other consultants retained by City.
12. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of termination,
subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver
to the City all work product completed as of such date, and in such case such work product shall be
the property of the City unless prohibited by law, and Consultant consents to the City's use thereof
for such purposes as the City deems appropriate.
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b. Payment need not be made for work which fails to meet the standard of performance
specified in the Recitals of this Agreement.
13. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital
status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited
by applicable law, in the recruitment, selection, training, utilization, promotion, termination or
other employment related activities. Consultant affirms that it is an equal opportunity employer
and shall comply with all applicable federal, state and local laws and regulations.
14. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may
be brought or arise out of, in connection with or by reason of this Agreement.
15. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Consultant shall notify the City
immediately and in writing of her inability to obtain or maintain such permits, licenses,
approvals, waivers, and exemptions. Said inability shall be cause for termination of this
Agreement.
16. MISCELLANEOUS PROVISIONS
a. 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, including reasonable costs and attorney's fees, 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.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
CITY OF SANTA ANA
ATTEST:
MARIA D. HUIZAR DAVID N. REAM
Clerk of the Council City Manager
APPROVED AS TO FORM:
JOSEPH W. FLETCHER
City Attorney
By:
Laura Sheedy
Assistant City Attorney
ENVIRONMENTAL ENGINEERING
AND CONTRACTING, INC.
JOHN SHAFFER
President
Tax ID#
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25H-9
6NV1eRONMENTAL
ENGfNEERING i CO(hfTRACRNG, f1Yt.
~ 501 Parkcenter DrivoB. Santa hna. CA 92705
Phone (7~at 867-2300 Fax (7~a1 es~-2s~o
2090 Fee Schedule
Prior to the commencement of services provided by EEC a Professional Service Agreement, Contract, Purchase
Order, or Commitment Letter must be executed by both parties engaged.
PERSONNEL GHARGEG Travisl
The charge for all time required for the performance of Vehicles used on project assignments will be
the Scope of Work, inGuding office, field and travel charged at $50 per day. Mileage is billed at the
time, will be billed at the hourly rate according to the current rate established by the Internal Revenue
labor classifications set forth below: Service plus mark up. Per Diem is billed at a unit
cost of $50 per day. Airtare, lodging, rental cars and
associated expenses are ttalled at oast plus mark up.
Labor Classification Hourly Rate
Staff Engineer/GeologisUScientlst $g5
Sr Staff EnglneerlGeologist/Scientist $105 Field E meet
Project EngineerlGeologist/Scientist ~ I $125 Field Equipment is billed at standard unit costs. Rate
Project EngineerlGeobgist/Saentist -1( $135 schedules are available upon request.
Sr Project Engineer/Geologist/Sdentist - I $160
Sr Project Engineer/Gealogisf/Saentist - U $180
Principal Geologist $205 Subcontractors and Reimbursables
Prinapal $205 The costs of subcontractors, materials,
Project Assistant equipment
$75 rental and costs incurred will be charged at cost plus
Technician $85 i5%.
Graft
er
$95
Sr Techniaan $95
Carnpliance Inspector $95 O P
GIS Analyst $95 The cost of additional report reproduction and
GIS, IT Supervisor $125 special project accounting will be billed as
Construction Technician $65 appropriate. Plotting plans are charged by size,
Construction Field Supervisor $85 black and white or Dolor, and by the number of
Construction Manager $90 copies supplied.
Sr Construction Manager $115
Shiooina and Postage
Emergency response and client requested work during Shipping charges include eouriefs and the postage
nonstandard business hours will be charged at a rate necessary will be charged at cost plus markup.
of 1.25 times the standard hourly rate.
When EEC Staff appear as expert witnesses at court Interest Charges
trials, mediation, arbitration hearings and depositions, Interest on late payments will be charged at the rate
their time will be charged at 2.0 times the standard rate. of 1.5% per month.
All time spent preparing for such trials, hearings, and
depositions, will be charged at the standard hourly rate.
7hTS Fee Schedule is adjusted each subae4uenl Year to rcfied the economic changes for Ne new year. The new Schedule wdr apply !o extadh?g
and new assignments.
Exhibit 2
25H-10
ENV/R'C~NMENTA~..
ENGINEFR1iNG i CQlV7'RAC7'tiNG, iNC.
501 Parkcenter Drive. Santa Ana, CA 92705
Phone (714) 667-2300 Fax (714j 667-2310
2010 FSE Inspection Fee Schedule
ins action T ask Fee Basis Cost
BMPJGRE fns 'ons Unit $90
GRE ins actions Unit $80
BMP Ins actions Unit $74
Permitti I cdons Unit $120
Com liance Ins actions Unit $120
Program Management T&M Reference
2010 Fee Schedule
BMP/GRE Inspections
BMP and GRE inspections of hot spot related FSEs with interceptors
BMP and GRE inspections of hat spot related FSEs with traps
8MP and GRE inspection of non-hot spot related FSEs with traps
GRE Only Inspections
Grease interceptor inspection of hot spot reiated, property management company interceptors (no BMPs)
Grease interceptor inspections of non-hot spot related, FSE interceptors (no BMPs)
BMP Inspections
BMP inspection of hot spot related FSEs without an interceptor or trap
Permitting inspections
First Time inspection of new FSE or change in ownership to provide FOG Program education to new owners
Compliance Inspections
Follow-up inspections where non-compliance with key BMP issues identified (by EEC or HCA)
Employee Training Logs missing or not current
Waste grease disposal [ags missing or not current
Food Grinder identified
Follow-up inspections where non-compliance with key GRE issues identified {by EEC or HCA)
GreaseJSolids > 25%
Interceptorftrap components or structure damaged or inoperable
Interceptor or trap maintenance log missing or not current
FOG Program Management:
FSE inspection Coordination
FSE Inspection Data Entry
FSE Identification Research
Health Dept. Follow-up Coordination
FSE Database and GIS management
FOG Program Status Updates/Meetings
FOG control program assessment and recommendations
Field/Respond to Customer Calls
25H-11
• City of Santa Ana, PWA "
RFP -Fats, Oils and Grease {FOG) Program Management
CERTIFICATION OF NON-bISCRIMINATiflN BY CONSULTANTS
As suppliers of goods or services to the City of Santa Ana, the Firm listed below
certifies that it does not discriminate in its employment with regard to race, color,
religion, sex, or national origin; that it is in compliance with a!l federal, state and
local .direc#ives and executive orders regarding non-discrimination in
employment; and that it agrees to demonstrate positively and aggressively the
principle of equal opportunity in employment.
WE AGREE SPECIFICALLY:
1. To take affrrmative steps to hire minority employees with the company.
2. To establish or observe employment polices within affirmative promotion
opportunities for minority persons at all fob levels.
3. To communicate this policy to al] persons concerned, including all company
employees, outside recruiting services, especially those servicing minority
communities, and to the minority communities at large.
FIRM Environmental Engineering 8 Contracting, Inc.
TITLE OF PERSON
SIGNING President
i
~ SIGNATURE
DATE ~
Please include any add~ortad information available regarding eq~ oPP~u~Y ~t programs now in
effect wiltrin your company.
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Proposal
FATS OILS AND G REAS E
PROGRAM MANAGEMENT SERVICES
' Prepared for:
City of Santa Ana
Public Works Agency
220 S. Daisy Ave.
Santa Ana, California 92703
I ,
.,.,,d,.... ~
March 31~, 2010
Prepared by:
' Environmental Engineering & Contracting, Inc.
501 Parkcenter Drive
Santa Ana, California 92705
John Shaffer T Kolk
' Principal-in-Charge Pmjec anager
Exhibit 1
25H-13
Table of Contents
' 1.0 ORGANIZATION OVERVIEW
..............................................................1
1.1 INTRODUCTION 1
1.Z COMPANY BACKGROUND 1
2.0 QUALIFICATIONS AND EXPEREINCE 1
' 3.0 WORICPLAN .....................................................................................................................4
3.1 TASK 1 -FOG CONTROL PROGRAM MANAGEMENT. . 4
3.2 TASK 2 - FSE INSPECTIONS AND ENFORCEMENT 4
3.3 TASK 3 MAPPING SERVICES 5
1.4 TASK 4 -TRAINING CITY STAFF b
4.0 EVALUATION OF FOG ELIMINATING PRODUCTS 6
' 5.0 SATFFING ........................................................................................................................7
5.1 KEY PERSONNEL . 7
5.2 PROJECT MANAGER $
6.0 SUBCONSULTANTS 9
7.0 ADDITIONAL INFORMATION 9
8.0 REFERENCES .................................................................................................................10
' List of A ndices
PPe
Appendix A -Resumes
Appendix B -EEC's Certificate of Liability Insurance
' C+ty of Santa Ma -FOG Progrem Management Proposal i EEC
25H-14
' 1.0 ORGANIZATION OVERVIEW
1.1 INTRODUCTION
Environmental Engineering & Contracting, Inc. (EEC) is pleased to submit this proposal to
provide continued Fats, Oils, and Grease (FOG} Program Management services to the City of
t Santa Ana. Based on our extensive experience and successes in the development,
implementation, and management of FOG Programs throughout the country, including the City
of Santa Ana (City), EEC is poised and prepared to assist the City with the multifaceted tasks
' and services associated with the existing FOG control program. These services include
providing oversight and administration of a comprehensive Food Service Establishment (FSE)
inspection program, assisting with enforcement of the City's FOG Control Ordinance (NS-26-
' 70), providing FSE inspection services and training the City staff on an as-needed basis as well
as public FOG outreach and education. This proposal was prepared in accordance with the
requirements outlined in the Request far Proposal (RFP).
' 1.2 COMPANY BACKGROUND
Founded in 1995, ECC is headquartered in Santa Ana, California. EEC is a full service
environmental engineering and consulting company with extensive experience performing FOG
Control Program management services. In addition, EEC specializes in the fields of wastewater,
' engineering, environmental construction, soil and groundwater investigations, and GIS/data
management services. A privately held company, EEC is managed by the company's principals.
' EEC has a staff of 2b professionals, including FOG Program Managers, FOG Data Managers,
FOG Inspection Supervisors, and FOG inspectors. EEC's President and founder, John Shaffer,
is recognized throughout the United States as an expert on FOG Control and FOG Inspections.
' EEC is committed to providing the highest caliber of service to the City while maintaining
superior Quality Assurance/Quality Control and Health and Safety standards. At an approximate
' four miles distance from the City Yard, EEC's project manager and project team assigned to this
project will be available to the City at a moment's notice.
' 2,0 QUALIFICATIONS AND EXPEREINCE
EEC has provided extensive FOG control program support/management services throughout the
' United States for over 25 cities and sewer districts including the Cities of Santa Ana, Stanton,
Orange, La Habra, and Fullerton and the Orange County Sanitation District (OCSD), Costa Mesa
Sanitary District (CMSD), Irvine Ranch Water District (IRWD}, Garden Grove Sanitary District,
' and Midway City Sanitary District. To date, EEC has performed over 10,000 FOG inspections.
Furthermore, EEC has developed an in-depth understanding of the City's FOG control program
database and comprehensive FSE inspection program through a nearly decade-long working
relationship with the City. In fact, until 2008, EEC conducted the majority of the City's FSE
FOG inspections. EEC currently performs inspections for the City on an as-needed basis.
Through experience gained from our projects and our unique knowledge of the City's FOG
control program, EEC continues to provide a flexible and cost-effective approach to meeting the
' City's project goals.
' City of Santa Ana -FOG Program Management Proposal 1 REC
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Exhibit 1 highlights some of our recently completed and on-going FOG related projects in t~_ -
Orange County. Our featured projects highlight the excellent past performance of our project
team and the wide range of solutions that have been provided in response to each client's needs.
i
EXIHIBIT 1 ~ ~ =1 ' ~J
' Related Project Experiences and References ~ ~
' Project Name: The City of Santa Ana FOG Program Development & Management
Client Contact: Cesar Herrera, F.E., Project Manager. Tel (714) 647387
' EEC completed a comprehensive FOG Chazacterization Study involving:
• Evaluation of 70 FOG-related sewer system enhanced maintenance locations
• CCTV inspection data review support
• Over 700 FSE chazacteriration inspections
• Outreach/education to FSEs to provide an understanding of the City`s FOG Control Program
• Development of a FOG Characterization Report includutg a summary of key enhanced maintenance
' locations and FSE data, as well as recommendations for further development of the Cit}~s FOG
Control Program
EEC assisted with FOG Control Program development, including:
' • Development of a FOG Control Program Manual including policies and procedures, FSE inspection
checklists, Notices of Non-Compliance {NNC} forms, and an enforcement response plan
• FOG Control Ordinance development
t Recommendations for education and/or enforcement for FSEs identified as causing or contributing to
FOG blockages
EEC conducted routine FSE FOG inspections
+ Performed more than 1,400 FSE inspections involving Best Management Practices (BMP} and Grease
Removal Equipment {GRE) compliance inspections
• Provided education for each FSE inspected, explaining the FOG Control Program and the benefits of
' controlling FOG discharge
• Conducted follow-up activities to ensure that identified compliance issues were adequately addressed
EEC currently manages the Ci#}~s FOG Inspection Program including:
' • Prioritizing FSEs based on enhanced maintenance location status, GRE status, and compliance history
• Management of waiver and variance review/approval
• FOG inspection training for City inspectors
• Management and coordination of the FSE inspection data utilizing database and GIS tools
• Providing City inspectors with necessary equipment and forms
Project Name: The Costa Mesa Sanitary District FOG Program Management
Client Conttact: Rob Homers, District Engineer, Tel (944) 631-1731
EEC completed a comprehensive FOG Chazacterization Study involving:
• Prioritization of FOG-related sewer system Hot Spots
• CCTV Inspection and analysis of 45 FOG-related sewer system Hot Spots
• Management of FOG inspection program for the District's 500 FSEs
• Education of each FSE inspected explaining the FOG Control Program and the benefits of controlling
FOG dischazge
t Development of a FOG Characterization Report which included a summary of all Hot Spot and FSE
data and recommendations for development of the FOG Control Program and FSE enforcement
follow-up inspeciions
City of Santa Ma -FOG Program Marfagement Proposal 2 LEC
25H-16
' EEC assisted with FOG Control Program development, including:
• Development of a FOG Control Program Manual including recommended policies and procedures,
FSE inspection checklists, Notices of Violence (NOV) forms, and an enforcement response plait
• FOG Control Ordinance development
• Recommendations for education/enforcement Eor FSEs identified as causing/contributing to a FOG
blockage
EEC is currently conducting on-going FSE inspections and enforcement on a contract basis including:
• Performing more than 3A00 FSE inspections to this point involving Kitchen I3MP and grease
' interceptor/grease trap compliance inspections
• Education of each FSE inspected explaining the FOG Control Program and the benefits of the FSE
controlling their FOG discharge
' • Conducting all of the FSE enforcement activities with the exception of the highest level enforcement
activities (e.g., requirement for a grease interceptor retrofit) which aze conducted by the FOG Control
Program Manager based on EECs recommendations
• Prioritizing those FSEs that aze upstream of sewer system Hot Spots
• Management of waivers and variances
• Management of the FOG data through database deveIo went and maintenance
P
EEC Currently manages the CMS1Ys FOG Program and inspectors, including.
• Prioritizing FSEs based on Hot Spots status, GRE status, and compliance history
• Management of waivers and variances
• Management of the FOG data through database development and maintenance
' • Management of the FOG Program GLS
' Project Name: The Orange County FOG Control Study & Program Development
Client Contact: Makin Talebi/ Mark lCawamota, Tel (7'14} 962-2411
' EEC conducted the Orange County FOG Control Studies (Phase 1 and Phase 2) involving:
• Research of numerous FOG Control Programs around the country
• Development of the FOG Characterization approaclt, the conditional waiver concept, and FSE
education, inspection and enforcement strategies
• Development of a Model FOG Control Ordinance
• Multiple regional stakeholder meetings involving topics such as ordinances, FSE inspection and
enforcement, Kitchen BMPs, grease interceptor design and sizing, FOG waste hauling and disposal
• Extensive field testing of FOG control technologies
EEC completed a comprehensive FOG Characterization Study involving:
' Prioritization of 36 FOG-related sewer system Hot Spots
• CCTV Inspection of 18 FOG-related sewer system Hot Spots
• Inspection of 215 FSEs
' Conducting education far each FSE inspected explauting the FOG Control Program and the benefits of
the FSE controlling their FOG dischazge
• Development of a FOG Characterization Report which included a summary of all the Hot Spots and
' FSE data and recommendations for development of the FOG Control Program and FSE enforcement
follow-up
EEC assisted in development of the FOG Control Program including:
• Development of a FOG Control Program Manual including recommended policies and procedures,
FSE inspection checklists, NOV forms, and an enforcement response plan
• Assisting in the development of the FOG Control Ordinance
• Recommendations for education and/or enforcement of the FSEs that were identified as causing or
' contributing to a FOG blockage
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City of Santa Ana -FOG Program Management Proposal 3 EEC
25H-17
' 3.0 WQRKPLAN
The scope of work for the City's FOG Program Management RFP includes four tasks. The
specific details of each task as outlined in the RFP are discussed below. Also discussed below
aze EEC's approach and management methods to successfully and effectively complete these
' tasks.
3.1 TASK 1 - FQG CONTROL PROGRAM MANAGEMENT
' The details of Task 1 include:
• Program guidance document development
• FOG Control Program management, including database and GIS management
' • FOG Control Program assessment and recommendations
' As part of FOG Program Management, ECC will: ~~PAtvts;E~tT4AG~"tvc~SA
h1ANAGaD n+ITA~Tt7N±QF~~".
¦ Manage the FSE Database and GIS
¦ Organize and manage the City's existing FOG Control Program data
• Review and update FSE inspections results into the associated databases and GIS, and
t develop database forms and reports, to summazize the findings of these inspections.
¦ Provide inspection forms, establish inspection schedules and coordinate and assign
inspection tasks to the City's Code Enforcement inspectors and EEC's compliance
inspectors.
¦ Conduct regulaz meetings with the City staff to evaluate the FOG Control Program, provide
' recommendations, and to prioritize required activities.
¦ Provide monthly reports summarizing activities conducted and recommendations to the
City's FOG Control Program Manager.
¦ Develop Residential FOG educationaUguidance materials and plan to address residential
' grease discharge and disposal practices.
¦ On an as-needed basis, and using EEC's established knowledge and experience with similar
' projects, develop and coordinate evaluation of the new and emerging grease control
technologies including grease removal devices and chemicaUbiological additives.
3.2 TASK 2 -FSE INSPECTIONS AND ENFORCEMENT
The City's FSEs are mapped in a GIS and linked to a comprehensive FOG Program database. ~
Integration of the GIS and FOG Frogram database will continue to be used for inspection and ~
' enforcement management. The details of Task 2 are as follows: ~
• Coordinate/conduct permitting and select enforcement
inspections }
• Coordinate/conduct grease removal equipment {GRE) ~~1, ' ~
:
inspections
' • Coordinate/conduct kitchen best management practices
(BMP) inspections
• Provide enforcement management (correspondence development and follow-up activities)
' • Procure and provide FOG program educational materials
City oP Santa Ana -FOG Program hAanagement Proposal 4 EEC
25H-18
EEC will conduct FSE inspections while providing bilingual educational materials which
emphasize the importance of improving kitchen practices to minimize FOG discharge to the City
' sewer system. Inspection types include:
A. Permitting Inspections
' EEC will conduct initial permitting inspections for new, change of ownership, and
remodeled FSEs. Through initial inspections, also referred to as FOG characterization,
EEC will identify the type of food, cooking equipment, and kitchen practices that may
' contribute FOG to the sewer system. Each FSE will be provided with bilingual FOG
educational materials that will help the FSE reduce the amount of FOG released into the
' City's sewer system.
B. Grease Removal Equipment Inspections
EEC will conduct GRE inspections for FSEs with a grease interceptor or grease trap to
ensure each device is in good operating condition and appropriate maintenance practices
are implemented.
C. Best Management Practices Inspections
EEC will conduct BMP inspections to ensure compliance with all required kitchen
BMPs, including employee education and training practices
' D. Compliance Inspections
ECC will conduct follow up inspections for non-compliance issues when required by the
City's FOG Control Manager. This may include the issuance of notices of violation
' {NOVs) to FSEs that are found to be in non-compliance of the FOG control ordinance or
permit.
E. Enforcement Action Assistance,
EEC will meet with FSE managers/owners or property owners to discuss violations,
enforcement, and help develop an appropriate corrective action plan to achieve and
maintain compliance. Based on the results of follow-up Source Inspections and
continued Notices on Non-Compliance i(NNC)s, EEC will review, provide
recommendations, and assist the Ciry with any enforcement actions required as a result of
' violations of ordinances NS 2fi-70 included in the Attachment D of the RFP.
EEC will provide the City's FOG Control Manager with monthly reports summarizing inspection
status and key findings.
3.3 TASK 3 - MAPPING SERVICES ~
Since 2004, EEC has provided GIS support services to the City, including determining the most I~
effective way to manage the City's FOG Control program. EEC has supported the City's
implementation of ESRI's ArcGIS software and Microsoft Access to manage inspections of the
' more than 700 FSEs and 150 GREs. The integrated GIS and database system is also used to
manage issuance of NNCs and subsequent compliance inspections to ensure that FSEs are
adhering to the FOG control requirements. Utilizing these in-house developed GIS and database
resources, EEC will continue to provide effective and efficient inspection management services
for the City. EEC will also provide on-site GIS support, including geodatabase editing, feature
class development, and map document development.
' City of Santa Ana -FOG Program Management Proposal 5 ~C
25H-19
' The GIS and database integration also provides customized tools that enable queries of the
copious amount of FSE data for data analysis and reporting. For example, an inspector or
' manager can find a sanitary sewer overflow or enhanced. maintenance locations in the GI5 and
readily identify the associated FSEs. Hyperlink tools in the GiS are provided to quickly query
the FSE database to return pertinent information related to FSE inspection histories, site pictures
' and inspection reports.
While the focus of this scope of work will be on FOG Program Management, EEC understands
that FOG is not the only reason for sanitary sewer overflows (SSO} and that a thorough
understanding of the sewer system is critical when reducing SSOs. EEC's experience in sewer
line characterization activities has provided a keen understanding of how hydraulic defects in the
' sewer, such as offset joints, roots, and sags can impact the ability of a sewer to transport grease
within the sewer system. Through utilization of GIS and FSE databases, EEC will provide
simple and efficient management solutions for organizing, managing and coordinating all sewer
' line enhanced maintenance locations related with FSE enforcement activities.
1.4 TASK 4 -TRAINING CITY STAFF ~
' EEC will continue to provide the City with FSE inspection process training. EEC developed and
currently conducts California's only Grease Interceptor Inspector Training Workshop for the
California Water Environment Association (formerly conducted for Ca1FOG). To date, seven
workshops have been conducted and over 400 inspectors have been trained by EEC. EEC
recently provided specialized training for 40 City of San Jose inspectors and has provided
tratntng for several of the City of Santa Ana staff.
4.0 EVALUATION OF FOG ELIMINATING PRODUCTS
EEC conducted atwo- base stud the lar F
p y, Best OG
Control study in the country, on behalf of Orange
' County Sanitation District and 26 other cities and
wastewater agencies in Orange County, including the
City of Santa Ana. During the second phase (Phase II)
of this study, EEC field-tested new FOG Control
Technologies such as Additives (both chemical and
' biological}, Grease Removal Devices, and Interceptor
Monitoring Devices. The study provided detailed
results of the field-testing and provided testing, -
' monitoring, and agency approval procedures for these
technologies.
EEC shazes the City's openness for consideration of emerging technologies and alternatives for
' FOG control provided their effectiveness can be demonstrated without negative impacts to the
collection system or treatment facilities. While many products offer claims, the available data is
often insuff cient to support the claims. EEC has provided product evaluation services and
' developed testing protocols for multiple products for multiple clients, including the City of Santa
Ana (McDonalds/Wa1Mart).
1
' City of Santa Ana -FOG Program Management Proposal 6 r~C
25H-20
1
5.0 SATFFING r r.
' EEC has developed an exceptional reputation among our client base by providing rapid response
and unparalleled ability to successfully complete projects under difficult and sometimes
' seemingly unreasonable project deadlines. These achievements are possible due to a core group
of dedicated managers and staff personnel who are self-driven, project-goal oriented, and always
keep in mind that the client's satisfaction and meeting community expectations are primary
' goals.
5.1 KEY PERSONNEL
' Exhibit 2 illustrates the EEC team's organization overseen by the City's FOG Control Manager.
The proposed team brings a wealth of FOG management and development experience. This
experience revalues around similar FOG control programs that were designed and implemented
for OCSD, IRWD, CMSD, the Cities of Orange, Fullerton, Buena Pazk, Stanton, and La Habra
which will be leveraged for this project. A brief description of key staff qualifications,
experience, and their commitment to this project are shown in Exhibit 3. Staff resumes are
included in Appendix A.
' EXIHIBIT 2
Team Organization
1 -
•
1
Jim Kolk John Shaffer
a
' Jim Kolk. P.M. Ramon Gallestos
Joe Jenkins Stan Steinbach, P.E. Shaven Sheffer
Joe Hunt Ramon GaNegas
sRernoq;f~~alle~os John Shaffer.
' City of Santa Ana -FOG Program Management Proposal 7 EFC
25H-21
5.2 PROJECT MANAGER
Jim Kolk has served as the primary project manager for the City's FOG Program projects for the
' past four years and will continue to serve in this role (for a minimum of 1 year}. Mr. Kolk will
provide overall management and leadership that will include maintaining an effective team,
ensuring availability of technical staff, maintaining quality, and resolving project issues. Jim has
' 17 years of experience involving project management, collection system assessments, and FSE
inspections. He has managed a variety of FOG projects involving program development,
ordinance development, CCTV assessment, inspections, permitting, enforcement, BMPs, GIS
development, and plumbing code compliance. Jim has managed many of EEC's FOG
characterization projects including over 350 Hot Spot characterizations, FOG source
identification and structural issues, and the assessment of cleaning effectiveness. He works with
the latest CCTV equipment and data acquisition/assessment software and has managed Grease
Interceptor Conditional Waiver (or Variance) programs for several cities/agencies involving
granting, extending, or revoking waivers based on FSE inspection data and CCTV evidence of
' FOG accumulation in the sewer system.
' EXHIBIT 3
Summary of Key Staff Qualifications
~ 'r r ~ w
John Shaffer 22 General Engineering Contractor
FOG Regulatory Advisor Co-Author and Iead reseazcher for the Orange
County FOG Control Study - Phase I and Phase II, 5°6-10`%
' WEF/EPA FOG Control Workshop contributor & {as needed)
speaker, IAPMO FOG Task Group member
CWEA FOG ins for trainer
I~~p s ` .qF 2 z .j ! f vM~ttk y~ ~ ,
i
~ r ~
~y{~, j~ ..ma~yy i
T 1 i ~ ^
3~p~~~ ~y7y ~y~ p i~.
l?~,~V.~~~~1~~ > fir'. ~M'~ 1~1~~~,y'yZ~,i~~4~~p~~W ~~1 ~f
Ramon Gallegos 8 M.A_, Geography
' Data Mans ent ESRI ArcEditor
~ / Environmental analysis emphasis,
GIS/ Database Design/ and spatial analyst, GIS Graphical User Interface
FOG Inspector design, Access database integration, file
Geodatabase, personal geodatabase design, (as needed)
AutoCAD, performed and managed Over 2,000 'I
FOG ins bons
~ _
S~wetl~``
7r~~a.. -_A 3 ~ 1 i Fn « 1 i ~y .:T fi4. 1 Y~~
ty,
i ~ . 4
.,,,1+
.~~.y:~a.._ r7.
.t,r::''.y.~
Jce Jenkins 3 B.A. Business Administration 2096-50%
Com Hance Ins 6or OSHA 40-Hour HAZPWOPER Certification, as needed
' City of Santa Ana -FOG Program Management Proposal 8 LeFC
25H-22
FOG Inspection Pipeline Assessment And Certification Program
Supervisor FSE inspections management and training EEC
ins tors and QA/QC ins ction rocedures
Joe Hunt. ~ j~~'~C <
,~r;Sti. ,c lf.. ~ar~; rr
Cl j y'am' ~ 4{?.y r T,
FOG Inepectar s ChdirtaYicg y,~~ ~ ~ ~ ~ ,
' ~i~nte~ceptar siziitg•~ s. llrte
~~~~ng inaFeh unci ~1~ ~ -
6.0 SUBCONSULTANTS ? r
Based on our staffing capabilities, EEC does not anticipate the need to hire sub-consultants, sub-
. t contractors, suppliers, and manufacturers for this project.
' 7.0 ADDITIONAL INFORMATION
EEC, in conjunction with the Crty's Public Works Department and iWater, is developing a
' mobile application for the City's FOG inspectors. The advantages associated with development
and implementation of such technology include but not limited to reduced inspection prep-time,
direct data entry to the City's GIS database, easy access to FSEs locations and background data
associated to every FSEs being inspected.
EEC is integral in this development for having created Santa Ana's FOG program GIS and FSE
database. EEC has taken steps to deliver a geodatabase to the City that contains all locational
information, and inspection history, including compliance history for every FSE and GRE in the
City. Also included in this geodatabase is the characterization information for each FSE,
including: cooking equipment, floor sinks and drains, fixtures, and FOG producing cooking
practices.
1 Currently, as an addition to FOG Program Management, EEC manages FSE National Pollutant
Discharge Elimination System NPDES inspections for the City. EEC records Orange County
Health Care Agency (OCHCA) NPDES inspection results in the FOG database. When an FSE is
due to be inspected for FOG Program purposes, and if it has recent OCHCA NPDES violations,
it is flagged and the necessary NPDES follow ups are conducted at the same time as the FOG
Program inspections.
' EEC's unique characterization approach to sewer line assessment will hel the Ci in
P tY
proactively identifying new or potential enhanced maintenance locations to prevent SSOs before
' they occur (predict where FOG blockage issues may be developing). This characterization
approach will also help the City in identifying and prioritizing locations in need of residential
FOG education and outreach, allowing the City to utilize limited resources where they are
needed most.
' City of Santa Ana -FOG Program Management Proposal 9 EEC
25H-23
1
S.0 REFERENCES
We have included several project references in Exhibit 4. We strongly encourage you to contact
the listed references to learn about our capabilities, project performance, and quality of work.
EXHIBIT4
EEC Client References
City of I_a Habra FOG Control, Stormwater, Carlo Nafarrete, ~ ~ •(562} 905-8792
G1:S Water/Sewer Manager
f
~o8~t I1!LBbet~ ~''O~I~bI~Ii BTr° Rt~b~B. ~ s,> 'j~: ,
,t n 't4~ t n
Irvine Ranch Wafter FOG Control and Sewer Wayne Posey, Director of ; (~9) 453-~
District Colle[c/y~tion System Wast~~e~wewa;~ter O`yperations
~~r1y* ~ S ~ T L,' 4F~'i~jr V! ~ ,s~
' C '~firr ~~yr .,.'~'~1 ~4yY
~ .
,,.a2:
FOG Control Program Betsy Betros,
' Johnson County, Modifications, Plumbing Pollution Control Division
Kansas Code Modifications and Director (913} 715-6900
FOG Inspections Environmental Dept.
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1
1
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City of Santa Ana -FOG Progretn Menagemant Proposal 10 EEC
25H-24