HomeMy WebLinkAbout06-07-2017 Operations Committee Agenda Packet Orange County Sanitation District Wednesday, June 7, 2017
Regular Meeting of the a 5:00 P.M.
OPERATIONS COMMITTEE Administration Building
Board Room
10844 Ellis Avenue
Fountain Valley, CA 92708
(714) 593-7433
AGENDA
CALL TO ORDER
PLEDGE OF ALLEGIANCE
DECLARATION OF QUORUM: Clerk of the Board
PUBLIC COMMENTS: If you wish to address the Committee on any item,please complete a Speaker's
Form (located at the table outside of the Board Room) and submit it to the Clerk of the Board or notify the
Clerk of the Board the item numberon which you want to speak. Speakers will be recognized by the Chairman
and are requested to limit comments to three minutes.
REPORTS: The Committee Chair and the General Manager may present verbal reports on miscellaneous
matters of general interest to the Committee Members. These reports are for information only and require no
action by the Committee.
CONSENT CALENDAR: The Consent Calendar Items are considered routine and will be enacted, by
the Committee, after one motion, without discussion. Any items withdrawn from the Consent Calendar for
separate discussion will be considered in the regular order of business.
1. APPROVAL OF MINUTES (Clerk of the Board)
RECOMMENDATION: Approve Minutes of the May 3, 2017 Operations Committee
Meeting.
2. SEISMIC HAZARD EVALUATION AT PLANT NOS. 1 AND 2, PROJECT NO.
PS15-06 (Rob Thompson)
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a Professional Services Agreement with Geosyntec Consultants to
provide engineering services for the Seismic Hazard Evaluation at Plant Nos.
1 and 2, Project No. PS15-06, for an amount not to exceed $2,578,028; and
06/07/2017 Operations Committee Agenda Page 1 of 4
B. Approve a contingency of$257,800 (10%).
3. CENTRAL GENERATION ENGINES AUTOMATIC BALANCING ANALYZERS
(Ed Torres)
RECOMMENDATION: Recommend to the Board of Directors to:
A. Approve a sole source purchase order to Windrock, Inc. for the purchase and
installation of two Windrock Auto Balance analyzers, plus associated
equipment, on two central generation engines, one at each plant, for a total
amount not to exceed $501,376; and
B. Approve a contingency of$50,137 (10%).
4. CENTRAL GENERATION FACILITIES OIL CENTRIFUGE HEATER AND
CONTROLS REPLACEMENT (Ed Torres)
RECOMMENDATION:
A. Approve a Sole Source Purchase Order to replace and install four new Alfa
Laval Central Generation Centrifuge Heaters and Controls at Plant Nos.
1 and 2 Central Generation facilities, for a total amount not to exceed
$111,082; and
B. Approve a contingency of$16,662 (15%).
5. BIOSOLIDS MANAGEMENT CONTRACT RENEWAL — TULE RANCH
(Jim Colston)
RECOMMENDATION: Recommend to the Board of Directors to:
A. Authorize the five-year contract renewal with Tule Ranch, Amendment No. 2,
to manage Orange County Sanitation District's biosolids from Reclamation
Plant No. 1 and Treatment Plant No. 2 for land application and/or landfill
disposal (Specification No. S-2011-513BD), for the period commencing
November 1, 2017 through October 31, 2022, for a unit price increase of
$2.50, for a new unit price of$57 per ton, for a total estimated annual amount
not to exceed $9,000,000; and
B. Approve an aggregate annual unit price contingency of 5%.
06/07/2017 Operations Committee Agenda Page 2 of 4
NON-CONSENT CALENDAR:
6. 2017 AUDIT REPORT OF ORANGE COUNTY SANITATION DISTRICT SEWER
SYSTEM MANAGEMENT PLAN (Jim Colston)
RECOMMENDATION: Recommend to the Board of Directors to: Receive and file
the Final WDR/SSMP Audit Report dated May 19, 2017.
7. SEWER SYSTEM MANAGEMENT PLAN UPDATE (Jim Colston)
RECOMMENDATION: Recommend to the Board of Directors to: Approve and file
the Orange County Sanitation District's Sewer System Management Plan, dated
May 9, 2017.
INFORMATION ITEMS:
8. LABORATORY, MONITORING, AND COMPLIANCE DIVISION UPDATE
(Jim Colston)
9. 2017-18 BUDGET UPDATE PRESENTATION (Lorenzo Tyner)
DEPARTMENT HEAD REPORTS:
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS,
IF ANY:
ADJOURNMENT:
The next Operations Committee meeting is scheduled for Wednesday, July 5, 2017 at
5:00 p.m.
06/07/2017 Operations Committee Agenda Page 3 of 4
Accommodations for the Disabled: Meeting Rooms are wheelchair accessible. If you require any special disability
related accommodations, please contact the Orange County Sanitation District Clerk of the Board's office at
(714) 593-7433 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability
and the type of accommodation requested.
Aaenda Posting: In accordance with the requirements of California Govemment Code Section 54954.2,this agenda
has been posted outside the main gate of the Sanitation District's Administration Building located at 10844 Ellis Avenue,
Fountain Valley,Cal'domis,not less than 72 hours prior to the meeting date and Ume above. All public records relating
to each agenda item,including any public records distributed less than 72 hours prior to the meeting to all,or a majonty
of the Board of Directors,are available for public inspection in the office of the Clerk of the Board.
Agenda Description: The agenda provides a brief general description of each item of business to be considered or
discussed. The recommended action does not indicate what action will be taken. The Board of Directors may take
any action which is deemed appropriate.
NOTICE TO DIRECTORS: To place items on the agenda for the Committee Meeting, items must be submitted to the
Clerk of the Board 14 days before the meeting.
Kelly A. Lore
Clerk of the Board
(714)593-7433
klomaocsd.com
For any questions on the agenda,Committee members may contact staff at:
General Manager Jim Herberg (714)593-7300 iherbera(cpoosd.com
Assistant General Manager Bob Ghirelli (714)593-7400 rahirellifalocsd.com
Director of Engineering Rob Thompson (714)593-7310 rlhompson(ftesd.com
Director of Environmental Services Jim Colston (714)593-7450 icolstonaocsd.com
Director of Operations&Maintenance Ed Torres 714 593-7080 etorres ocsd.com
06/07/2017 Operations Committee Agenda Page 4 of 4
ITEM NO. 1
MINUTES OF THE
OPERATIONS COMMITTEE
Orange County Sanitation District
Wednesday, May 3, 2017, 5:00 p.m.
A regular meeting of the Operations Committee was called to order by Committee Chair
Withers on Wednesday, May 3, 2017 at 5:04 p.m. in the Administration Building.
Director Collacott led the Flag Salute.
A quorum was declared present, as follows:
COMMITTEE MEMBERS PRESENT: STAFF PRESENT:
John Withers, Chair Bob Ghirelli, Assistant General Manager
Ellery Deaton, Vice-Chair Celia Chandler, Director of Human Resources
Denise Barnes Rob Thompson, Director of Engineering
Allan Bernstein Ed Torres, Director of Operations and Maintenance
Michael Blazey (Alternate) Kelly Lore, Clerk of the Board
Robert Collacott Ron Coss
Brooke Jones (Alternate) Mark Esquer
Steve Jones Dean Fisher
Fred Smith Alfredo Garcia
Mariellen Yarc Larry Johnson
Rebecca Long
COMMITTEE MEMBERS ABSENT: Mark Manzo
Richard Murphy Kathy Millea
Greg Seboum, Board Chair Jeff Mohr
David Shawver, Board Vice-Chair Man Nguyen
Michelle Steel Mike White
Eros Yong
OTHERS PRESENT:
Brad Hogin, General Counsel
Bob Ooten, Alternate Director CMSD
Patrick Sheilds, IRWD
PUBLIC COMMENTS:
None.
REPORT OF COMMITTEE CHAIR:
Committee Chair Withers did not provide a report.
05/03/2017 Opeations Committee Minutes Page 1 of 7
REPORT OF GENERAL MANAGER:
Assistant General Manager Bob Ghirelli announced the upcoming Honor Walk Ceremony
to be held on May 24 at 4:00 p.m.
Mr. Ghirelli reported that Board Chair Sebourn is absent tonight as he and General
Manager Herberg are in Washington D.C. meeting with legislators.
CONSENT CALENDAR:
1. APPROVAL OF MINUTES (Clerk of the Board)
MOVED, SECONDED, and DULY CARRIED TO: Approve Minutes of the
April 5, 2017 Operations Committee Meeting.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
2. RETURN ACTIVATED SLUDGE PIPING REPLACEMENT AT ACTIVATED
SLUDGE PLANT NO. 1, PROJECT NO. P1-129 (Rob Thompson)
MOVED, SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Professional Design Services Agreement with AECOM
Technical Services, Inc. to provide engineering design services for the
Return Activated Sludge Piping Replacement at Activated Sludge Plant
No. 1, Project No. P1-129, for an amount not to exceed $523,039; and
B. Approve a contingency of$52,304 (10%).
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
3. OCEAN OUTFALL SYSTEM REHABILITATION, PROJECT NO. J-117
(Rob Thompson)
MOVED. SECONDED, and DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Professional Construction Services Agreement with Brown and
Caldwell to provide construction support services for Interplant Effluent
05/03/2017 Operations Committee Minutes Page 2 of 7
Pipeline Rehabilitation, Contract No. J-117A, for a total amount not to
exceed $1,121,666; and
B. Approve a contingency of$112,167 (10%).
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
4. PROJECT MANAGEMENT INFORMATION SYSTEM, PROJECT NO. J-128
(Rob Thompson)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve a Professional Services Agreement with PMWeb, Inc. for the
procurement and implementation of the Project Management Information
System, Project No. J-128, Specification No. S-2016-733BD, for an amount
not to exceed of$1,022,500; and
B. Approve a contingency in the amount of$204,500 (20%).
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
5. LIGHT DUTY CNG TRUCK COOPERATIVE PROCUREMENT WITH NATIONAL
AUTO FLEET GROUP (Ed Torres)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to: Approve the purchase of nine compressed natural gas light duty
trucks using the National Joint Powers Alliance (NJPA) cooperative Contract
Number 120716-NAF with National Auto Fleet Group for a total cost of $381,813
in accordance with Ordinance No. OCSD-47, Section 2.03(B), Cooperative
Purchases.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
05/03/2017 Operations Committee Minutes Page 3 of
6. REGIONAL ODOR AND CORROSION CONTROL SERVICES CONTRACT
AMENDMENT 1 AND 2, SPECIFICATION NO. C-2013-565 BD (Ed Torres)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to:
A. Approve Amendment No. 1 to the Contract with Hill Brothers Chemical
Company, for Regional Odor and Corrosion Control Services, Specification
No. C-2013-565BD (PO 104862-OB), to amend the Application Services
cost to a unit price of$25/station/day and Field Services cost to a unit price
of$25/station/day, for ferrous chloride;
B. Approve Amendment No. 1 to the Contract with Hill Brothers Chemical
Company, for Regional Odor and Corrosion Control Services, Specification
No. C-2013-565BD (PO 104861-OB), to amend the Application Services
cost to a unit price of$75/station/day and Field Services cost to a unit price
of$50/station/day, for magnesium hydroxide; and
C. Approve Amendment No. 2 to the Contract with USP Technologies, for
Regional Odor and Corrosion Control Services, Specification No. C-2013-
565BD (PO 104863-OB), to amend the Application Services cost to a unit
price of$80/station/day, for calcium nitrate.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
7. INDUCTIVELY COUPLED PLASMA MASS SPECTROMETER AND
INDUCTIVELY COUPLED PLASMA OPTICAL EMISSION SPECTROMETER
LABORATORY INSTRUMENTS (Jim Colston)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to: Award a purchase order to Perkin Elmer Health Services, Inc., for an
Inductively Coupled Plasma Mass Spectrometer (ICPMS) and an Inductively
Coupled Plasma Optical Emission Spectrometer (ICP-OES), Specification No. E-
2017-812BD, for a total amount not to exceed $275,610.64.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
8. INLAND EMPIRE REGIONAL COMPOSTING AUTHORITY CONTRACT
AMENDMENT 2016-2017 (Jim Colston)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to: Approve Contract Amendment number 4600001879-002 with Inland
05/03/2017 Operations Committee Minutes Page 4 of 7
Empire Regional Composting Authority (IERCA)for the Orange County Sanitation
District to pay IERCA to receive and compost Orange County Sanitation District's
biosolids at a base fee (tipping fee) of$56 per wet ton, plus an administrative fee
of$2 per wet ton and any other adjustments provided for in the original agreement.
This contract amendment shall serve as the second annual renewal of three one-
year renewal options of the original agreement in a total annual amount not to
exceed $900,000/year for IERCA to receive and compost up to 50 wet tons per
day (Monday thru Friday) of Orange County Sanitation District's biosolids.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
9. CAPITAL IMPROVEMENT PROGRAM CONTRACT PERFORMANCE REPORT
(Rob Thompson)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to: Receive and file the Capital Improvement Program Contract
Performance Report for the period ending March 31, 2017.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
10. ENVIRONMENTAL COMPLIANCE REPORTS (Jim Colston)
MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of
Directors to: Receive and file environmental compliance reports: Biosolids
Management Compliance Report 2016, Semi-Annual Pretreatment Program
Report Fiscal Year 2016/2017July-December,Annual Greenhouse Gas Emissions
Report 2016, Annual Emission Report 2016, and Marine Monitoring Annual Report
2015/2016.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
05/03/2017 Operations Committee Minutes Page 5 of 7
11. QUARTERLY ODOR COMPLAINT REPORT (Ed Torres)
MOVED. SECONDED. and DULY CARRIED TO: Receive and file the Fiscal Year
2016/17 Third Quarter Odor Complaint Summary.
AYES: Barnes, Bernstein, Blazey (Alternate), Collacott, Deaton,
B. Jones (Alternate), S. Jones, F. Smith, Yarc, and Withers
NOES: None
ABSTENTIONS: None
ABSENT: R. Murphy, Sebourn, Shawver, and Steel
NON-CONSENT CALENDAR:
None.
Director S. Jones arrived at 5:10 p.m.
INFORMATION ITEMS:
12. CAPITAL IMPROVEMENT PROGRAM UPDATE FOR FY 2017-18
(Rob Thompson)
Director of Engineering Rob Thompson introduced Engineering Manager Kathy
Millea who provided an informative PowerPoint presentation which included:
FY 2016-17 CIP performance; Annual budget update process and10-year budget
overview; Asset Management Program; Project Validation; Budget increases and
decreases; and newly created projects, as well as project closures and
cancellations.
13. INFORMATIONAL PRESENTATION ON THE FY 2017-18 BUDGET UPDATE
(Lorenzo Tyner)
Controller Mike White provided an informative PowerPoint presentation which
provided an overview of the District's Revenues, Fees and Charges, Reserve
Policy Summary, Operating Expenses, and an overall summary of the proposed
budget.
DEPARTMENT HEAD REPORTS:
Director of Operations and Maintenance Ed Torres reported that through regular
monitoring, staff has detected organic gases at the Rocky Point Pump Station in Newport
Beach. Mr. Torres stated that staff is uncertain of the cause and while investigation is
underway, all precautions are being taken including the activation of the Emergency
Operations Center. The staff at the City of Newport Beach has been notified, along with
all residents and businesses in the affected area, and OCSD Director Scott Peotter.
05/03/2017 Operations Committee Minutes Page 6 of 7
Mr. Thompson stated that, due to tight scheduling, staff would like to move directly to the
Board of Directors meeting in June for the approval of Project No. P2-122 - Modification
of the Headworks. There was no objection.
OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS,
IF ANY:
None.
ADJOURNMENT
Committee Chair Withers declared the meeting adjourned at 5:42 p.m. to the next
scheduled meeting of Wednesday, June 7, 2017 at 5:00 p.m.
Submitted by,
Kelly A. Lore, CIVIC
Clerk of the Board
05/03/2017 Operations Committee Minutes Page 7 of
OPERATIONS COMMITTEE Melting Dat0 TOBE.Of Dir.
06/07/17 O6/28/17
AGENDA REPORT ItemNumber Item Number
z
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Director of Engineering
SUBJECT: SEISMIC HAZARD EVALUATION AT PLANT NOS. 1 AND 2,
PROJECT NO. PS15-06
GENERAL MANAGER'S RECOMMENDATION
A. Approve a Professional Services Agreement with Geosyntec Consultants to
provide engineering services for the Seismic Hazard Evaluation at Plant Nos. 1
and 2, Project No. PS15-06, for an amount not to exceed $2,578,028; and
B. Approve a contingency of$257,800 (10%).
BACKGROUND
This project will perform a planning-level study for the seismic evaluation of structures at
Plant Nos. 1 and 2 to assess the vulnerability of the critical structures to damage or failure
due to shaking and liquefaction following an earthquake. This study will develop a
program to be implemented in conjunction with the 2017 Facilities Master Plan to identify
geotechnical and/or seismic retrofits that will improve the resiliency and continued
operation of critical facilities within the treatment plants.
RELEVANT STANDARDS
• Maintain a proactive asset management program
• 24/7/365 treatment plant reliability
• Protection of Orange County Sanitation District assets
PROBLEM
Most of the Orange County Sanitation District's (Sanitation District) process structures at
Plant Nos. 1 and 2 were designed and built using codes prior to the 1997 Uniform Building
Code and 2001 California Building Code. For this reason, the Sanitation District would
like to better understand its risks and the Plants' resiliency after a significant earthquake.
The study will focus on the following areas:
Recent building codes incorporate better performance criteria for structures that are
impacted by significant faults, such as the Newport-Inglewood Fault, which is directly
below Plant No. 2
Page 1 of 5
• The influence that major seismic events will have on subsurface conditions were not
accounted for in previous codes
• Failure of our process facilities during a major seismic event can have a detrimental
impact on public health and safety, as well as the impact to employees within the
Sanitation District facilities
Previous planning studies have been performed on some individual process areas to
support specific project needs or known vulnerabilities; however, a holistic approach was
not previously developed to address seismic issues plant-wide.
PROPOSED SOLUTION
A scope of work was developed for this project that includes quantification of the
vulnerability of the process facilities to damages or failures following an earthquake and
identification of retrofits necessary to improve the reliability and continued operation of
these facilities. A multi-tiered evaluation of these facilities will be conducted using
industry-recognized standards including ASCE 41-13 and ACI 350-06. The project also
includes the performance of field engineering tasks supporting this evaluation, such as
cone penetration testing, geotechnical borings, field investigation, and non-destructive
testing.
TIMING CONCERNS
The General Manager's Work Plan for Fiscal Year 2016-17 includes completion of a
seismic study of the Sanitation District Plant Facilities to provide seismic risk-based
prioritization to support the 2017 Facilities Master Plan. Conducting this study now will
provide guidance for future Capital Improvement Program (CIP) projects that are
identified as part of the 2017 Facilities Master Plan.
RAMIFICATIONS OF NOT TAKING ACTION
Not performing a seismic evaluation and providing recommendations for retrofit increases
the risk of structural failure due to seismic structural and geotechnical deficiencies,
resulting in the potential for critical processes to be compromised. These processes are
critical to protecting public health by providing treatment of wastewater within the
Sanitation District's service area.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
Consultant Selection:
The Sanitation District advertised a Request for Proposal (RFP) for Seismic Hazard
Evaluation for Plant Nos. 1 and 2, Project No. PS15-06, on January 17, 2017.
Page 2 of 5
The following evaluation criterion were described in the RFP and used to determine the
most qualified Consultant.
CRITERION WEIGHT
Project Understanding and Approach 40%
Related Project Experience 30%
Project Team and Staff Qualifications 30%
Seven proposals were received on February 27, 2017 and evaluated in accordance with
the evaluation process set forth in Sanitation District Board of Directors' Purchasing
Ordinance No. OCSD-47 (Purchasing Ordinance), by a pre-selected Evaluation Team
consisting of the following Sanitation District staff.
Eros Yong Engineering Supervisor- Planning
Martin Dix Engineering Supervisor- Civil and Mechanical Engineering
Umesh Murthy Engineering Supervisor- Operations
Tom Grant CIP Project Manager- Project Management Office
Don Cutler CIP Project Manager- Project Management Office
The Evaluation Team also included one non-voting representative from the Contracts
Administration Division and one non-voting technical advisor from Planning.
Following scoring by the Evaluation Team,five Consultants were shortlisted for interviews
on March 20, 2017. Following the interviews, each member of the Evaluation Team
ranked the Consultants based on both the proposals and interviews using the evaluation
criterion and weighting described above. Based on the ranking shown below, Geosyntec
Consultants, Inc. was selected as the most qualified Consultant.
PROPOSAL EVALUATION
Geosyntec
Consultant Evaluator Consultants, AECOM CDM Smith Kleinfelder MWH
Inc.
Reviewer A 1 2 3 4 5
Reviewer B 2 4 1 3 5
Reviewer C 2 1 3 4 5
Reviewer D 1 2 2 5 4
Reviewer E 3 2 1 5 4
Overall Ranking 1 3 2 4 5
The team from Geosyntec Consultants, Inc. demonstrated where they have worked with
other municipalities to guide them through the process of performing a similar seismic
evaluation, providing guidance on how to prioritize the recommended remedial work.
Page 3 of 5
Furthermore, they developed a unique plan for ranking the importance of prospective
seismic retrofit projects that will complement the 2017 Facilities Master Plan, a critical
element of the project.
Review of Fee Proposal and Negotiations:
Proposals were accompanied by sealed fee proposals. In accordance with the
Purchasing Ordinance, the fee proposal of only the highest-ranked firm was opened after
approval by the Director of Engineering of the Evaluation Committee's recommendation.
Staff conducted negotiations with Geosyntec Consultants, Inc. to clarify the requirements
of the Scope of Work, the assumptions used for the estimated level of effort, and the
proposed approach to meet the goals and objectives for the project. Since this is the first
time that Geosyntec Consultants, Inc. has worked with the Sanitation District, the first
meeting provided a detailed explanation of the negotiation process and identified
information that will be needed. Five additional meetings and three conference calls were
conducted to reach final consensus on the project scope and fees.
Original Fee Negotiated Fee
Proposal
Total Hours 13,417 12,749
Total Fee $2,675,055 $2,578,028
The Consultant's fringe and overhead costs, which factor into the billing rate, have been
substantiated. The contract profit for the prime consultant is 8.61%, which is based on
an established formula based on the Sanitation District's standard design agreements.
Based on the above, staff has determined that the final negotiated fee is fair and
reasonable for the level of effort required for this project and recommends award of the
Professional Services Agreement to Geosyntec Consultants, Inc.
CEQA
Notice of Exemption was filed on December 21, 2015.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District's Purchasing
Ordinance. Budget for the project, PS15-06, Seismic Hazard Evaluation at Plant Nos. 1
and 2, is included in the Master Planning Studies budget for Fiscal Years 2016-17 and
2017-18. (Line item: Section 8, Page 78).
Date of Aooroval Contract Amount Contingency
06/28/17 $2,578,028 $257,800
Page 4 of 5
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.corn with the
complete agenda package:
Professional Services Agreement
DC:EY:sa:gc
Page 5 of 5
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, is made and entered into to be effective the 28' day of June, 2017,
by and between the ORANGE COUNTY SANITATION DISTRICT, hereinafter referred to as
"SANITATION DISTRICT", and GEOSYNTEC CONSULTANTS, INC., for purposes of this
AGREEMENT hereinafter referred to as "CONSULTANT'. The SANITATION DISTRICT and
CONSULTANT are referred to herein collectively as the "Parties"or individually as a "Party."
WITNESSETH:
WHEREAS, the SANITATION DISTRICT desires to engage a consultant for Seismic
Evaluation of Structures at Plant Nos. 1 and 2, Project No. PS15-06, to provide professional
services for the completion of a study to quantify the vulnerability of some critical structures to
damage or failure following an earthquake by development of a seismic program and execution
of geotechnical and structural studies to identify retrofits that may improve the reliability and
continued operation of those facilities.; and,
WHEREAS, CONSULTANT is qualified to provide the necessary services in connection
with these requirements and has agreed to provide the necessary professional services; and,
WHEREAS, the SANITATION DISTRICT has adopted procedures for the selection of
professional services and has proceeded in accordance with said procedures to select
CONSULTANT to perform this work; and,
WHEREAS, at its regular meeting on June 28, 2017 the Board of Directors, by Minute
Order, accepted the recommendation of the Operations Committee to approve this
AGREEMENT between the SANITATION DISTRICT and CONSULTANT.
NOW, THEREFORE, in consideration of the promises and mutual benefits, which will
result to the parties in carrying out the terms of this AGREEMENT, it is mutually agreed as
follows:
1. SCOPE OF WORK
CONSULTANT agrees to furnish necessary professional services to accomplish those
project elements outlined in the Scope of Work attached hereto as "Attachment A", and
by this reference made a part of this AGREEMENT.
A. The CONSULTANT shall be responsible for the professional quality, technical
accuracy, and completeness and coordination of the work and services furnished
by the CONSULTANT under this AGREEMENT, including the work performed by
its Subconsultants. Where approval by the SANITATION DISTRICT is indicated, it
is understood to be conceptual approval only and does not relieve the
CONSULTANT of responsibility for complying with all applicable laws, regulations,
codes, industry standards and liability for damages caused by errors, omissions,
noncompliance with industry standards, and/or negligence on the part of the
CONSULTANT or its Subconsultants.
PSA PROJECT NO. PS15-06
Revision 011017 Seismic Evaluation of Structures at Plant Nos. 1 and 2
Page 1 of 20
B. CONSULTANT is responsible for the quality of work prepared under this
AGREEMENT and shall ensure that all work is performed in accordance with
generally accepted industry and professional standards for clarity, uniformity, and
completeness. CONSULTANT shall timely respond to all comments,
suggestions, and recommendations from the SANITATION DISTRICT. All
comments from the SANITATION DISTRICT, or its agent, shall be incorporated
into the work prior to the next review deadline or addressed, in writing, as to why
the comment(s) has/have not been incorporated. CONSULTANT shall ensure
that each submittal is 100% accurate for the level of work submitted (i.e. correct
references, terms, capitalization or equal status, spelling, punctuation, etc.)
C. In the event that CONSULTANTS services and/or work product(s) is not to the
satisfaction of the SANITATION DISTRICT and/or does not conform to the
requirements of this AGREEMENT or the applicable industry standards, the
CONSULTANT shall, without additional compensation, promptly correct or revise
any errors or deficiencies in its work product(s)within the timeframe specified by
the Project Manager. The SANITATION DISTRICT may charge to
CONSULTANT all costs, expenses and damages associated with any such
corrections or revisions.
D. Any CADD drawings, figures, and other work produced by CONSULTANT and
Subconsultants using the SANITATION DISTRICT CAD Manual. Conversion of
CADD work from any other non-standard CADD format to the SANITATION
DISTRICT format shall not be acceptable in lieu of this requirement.
Electronic files shall conform to the SANITATION DISTRICT specifications. Any
changes to these specifications by the CONSULTANT are subject to review and
require advance written approval of the SANITATION DISTRICT.
Electronic files shall be subject to an acceptance period of Thirty(30) calendar
days during which the SANITATION DISTRICT shall perform appropriate reviews
and including CAD Manual compliance. CONSULTANT shall correct any
discrepancies or errors detected and reported within the acceptance period at no
additional cost to the SANTITATION DISTRICT.
E. All professional services performed by the CONSULTANT, including, but not
limited to, all drafts, data, correspondence, proposals, and reports compiled or
composed by the CONSULTANT, pursuant to this AGREEMENT, are for the sole
use of the SANITATION DISTRICT, its agents and employees. Neither the
documents nor their contents shall be released to any third party without the prior
written consent of the SANITATION DISTRICT. This provision does not apply to
information that(a)was publicly known, or otherwise known to the
CONSULTANT, at the time that it was disclosed to the CONSULTANT by the
SANITATION DISTRICT, or(b) subsequently becomes publicly known to the
CONSULTANT other than through disclosure by the SANITATION DISTRICT.
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2. COST ESTIMATES
The CONSULTANT has no control over the cost of labor, materials, equipment or
services furnished by others, or over the construction contractor's methods of
determining prices, or other competitive bidding or market conditions, practices or
bidding strategies. CONSULTANT shall use best engineering practices along with
experience and judgment, utilizing current local costs of labor, materials, equipment or
services to prepare cost estimates. CONSULTANT cannot and does not guarantee that
proposals, bids, actual Project construction, operation and/or lifecycle costs will not vary
from cost estimates prepared by CONSULTANT.
3. COMPENSATION
Total compensation shall be paid to CONSULTANT for services in accordance with the
following provisions:
A. Total Compensation
Total compensation shall be in an amount not to exceed Two Million Five
Hundred Seventy-Eight Thousand Twenty-Eight Dollars ($2,578,028). Total
compensation to CONSULTANT including burdened labor(salaries plus
benefits), overhead, profit, direct costs, and Subconsultant(s)fees and costs
shall not exceed the sum set forth in Attachment"E"- Fee Proposal.
B. Labor
As a portion of the total compensation to be paid to CONSULTANT, the
SANITATION DISTRICT shall pay to CONSULTANT a sum equal to the
burdened salaries (salaries plus benefits)actually paid by CONSULTANT
charged on an hourly-rate basis to this project and paid to the personnel of
CONSULTANT. Upon request of the SANITATION DISTRICT, CONSULTANT
shall provide the SANITATION DISTRICT with certified payroll records of all
employees' work that is charged to this project.
C. Overhead
As a portion of the total compensation to be paid to CONSULTANT, the
SANITATION DISTRICT shall compensate CONSULTANT and Subconsultants
for overhead at the rate equal to the percentage of burdened labor as specified in
Attachment"E"- Fee Proposal.
D. Profit
Profit for CONSULTANT and Subconsultants shall be a percentage of consulting
services fees (Burdened Labor and Overhead). When the consulting or
subconsulting services amount is $250,000 or less, the maximum Profit shall be
10%. Between $250,000 and $2,500,000, the maximum Profit shall be limited by
a straight declining percentage between 10% and 5%. For consulting or
subconsulting services fees with a value greater than $2,500,000, the maximum
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Profit shall be 5%. Addenda shall be governed by the same maximum Profit
percentage after adding consulting services fees.
As a portion of the total compensation to be paid to CONSULTANT and
Subconsultants, the SANITATION DISTRICT shall pay profit for all services
rendered by CONSULTANT and Subconsultants for this project according to
Attachment"E"- Fee Proposal.
E. Subconsultants
For any Subconsultant whose fees for services are greater than or equal to
$100,000 (excluding out-of-pocket costs), CONSULTANT shall pay to
Subconsultant total compensation in accordance with the Subconsultant amount
specified in Attachment"E"- Fee Proposal.
For any Subconsultant whose fees for services are less than $100,000,
CONSULTANT may pay to Suboonsultant total compensation on an hourly-rate
basis per Attachment"J"— Minor Subconsultant Hourly Rate Schedule and as
specified in the Scope of Work. The SANITATION DISTRICT shall pay to
CONSULTANT the actual costs of Subconsultant fees and charges in an amount
not to exceed the sum set forth in Attachment"E"- Fee Proposal.
F. Direct Costs
The SANITATION DISTRICT shall pay to CONSULTANT and Subconsultants
the actual costs of permits and associated fees, travel and licenses for an
amount not to exceed the sum set forth in Attachment"E"- Fee Proposal. The
SANITATION DISTRICT shall also pay to CONSULTANT actual costs for
equipment rentals, leases or purchases with prior approval of the SANITATION
DISTRICT. Upon request, CONSULTANT shall provide to the SANITATION
DISTRICT receipts and other documentary records to support CONSULTANT's
request for reimbursement of these amounts, see Attachment"D"-Allowable
Direct Costs. All incidental expenses shall be included in overhead pursuant to
Section 3 -COMPENSATION above.
G. Reimbursable Direct Costs
The SANITATION DISTRICT will reimburse the CONSULTANT for reasonable
travel and business expenses as described in this section and further described in
Attachment"D"-Allowable Direct Costs to this Agreement. The reimbursement of
the above mentioned expenses will be based on an "accountable plan" as
considered by Internal Revenue Service (IRS). The plan includes a combination of
reimbursements based upon receipts and a "per diem" component approved by
IRS. The most recent schedule of the per diem rates utilized by the SANITATION
DISTRICT can be found on the U.S. General Service Administration website at
http://www.cisa.gov/portal/category/104711#.
The CONSULTANT shall be responsible for the most economical and practical
means of management of reimbursable costs inclusive but not limited to travel,
lodging and meals arrangements. The SANITATION DISTRICT shall apply the
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most economic and practical method of reimbursement which may include
reimbursements based upon receipts and/or"per diem' as deemed the most
practical.
CONSULTANT shall be responsible for returning to the SANITATION DISTRICT
any excess reimbursements after the reimbursement has been paid by the
SANITATION DISTRICT.
Travel and travel arrangements—Any travel involving airfare, overnight stays or
multiple day attendance must be approved by the SANITATION DISTRICT in
advance.
Local Travel is considered travel by the CONSULTANT within the SANITATION
DISTRICT geographical area which includes Orange, Los Angeles, Ventura, San
Bernardino, Riverside, San Diego, Imperial and Kern Counties. Automobile
mileage is reimbursable if CONSULTANT is required to utilize personal vehicle
for local travel.
Lodging—Overnight stays will not be approved by the SANITATION DISTRICT for
local travel. However, under certain circumstances overnight stay may be allowed
at the discretion of the SANITATION DISTRICT based on reasonableness of
meeting schedules and the amount of time required for travel by the
CONSULTANT. Such determination will be made on a case-by-case basis and at
the discretion of the SANITATION DISTRICT.
Travel Meals— Per-diem rates as approved by IRS shall be utilized for travel
meals reimbursements. Per diem rates shall be applied to meals that are
appropriate for travel times. Receipts are not required for the approved meals.
Additional details related to the reimbursement of the allowable direct costs are
provided in the Attachment"D"-Allowable Direct Costs of this Agreement.
H. Limitation of Costs
If, at any time, CONSULTANT estimates the cost of performing the services
described in CONSULTANT's Proposal will exceed seventy-five percent (75%) of
the not-to-exceed amount of the Agreement, including approved additional
compensation, CONSULTANT shall notify the SANITATION DISTRICT
immediately, and in writing. This written notice shall indicate the additional
amount necessary to complete the services. Any cost incurred in excess of the
approved not-to-exceed amount, without the express written consent of the
SANITATION DISTRICT's authorized representative shall be at CONSULTANT's
own risk. This written notice shall be provided separately from, and in addition to
any notification requirements contained in the CONSULTANT's invoice and
monthly progress report. Failure to notify the SANITATION DISTRICT that the
services cannot be completed within the authorized not-to-exceed amount is a
material breach of this Agreement.
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4. REALLOCATION OF TOTAL COMPENSATION
The SANITATION DISTRICT, by its Director of Engineering, shall have the right to
approve a reallocation of the incremental amounts constituting the Total Compensation,
provided that the Total Compensation is not increased.
5. PAYMENT
A. Monthly Invoice: CONSULTANT shall include in its monthly invoice, a detailed
breakdown of costs associated with the performance of any corrections or
revisions of the work for that invoicing period, in a format acceptable to the
SANITATION DISTRICT. CONSULTANT shall warrant and certify the accuracy
of these costs and provide all support documentation required by the
SANITATION DISTRICT. CONSULTANT understands that submitted costs are
subject to SECTION 14 AUDIT PROVISIONS.
B. CONSULTANT will submit monthly statements covering services and/or work
performed for payment for those items included in Section 3 hereof no later than
the second Wednesday of the following month and in the format required by the
SANITATION DISTRICT. The format must include, as a minimum: 1)current
billing period invoicing, 2) current billing period "total percent invoiced to date", 3)
future activities, 4) previous billing period "total invoiced to date", 5) potential
items that are not included in the Scope of Work, 6) concerns and possible
delays, 7) percentage of completion to date, and 8) budget status and amount
remaining. Such requests shall be accompanied by such supporting data as may
be required by the SANITATION DISTRICT.
Upon approval of such payment request by the SANITATION DISTRICT,
payment shall be made to CONSULTANT as soon as practicable of one hundred
percent(100%)of the invoiced amount.
If the SANITATION DISTRICT determines that the work under this AGREEMENT
or any specified project element hereunder, is incomplete and that the amount of
payment is in excess of:
i. The amount considered by the SANITATION DISTRICT's Director
of Engineering to be adequate for the protection of the
SANITATION DISTRICT; or
ii. The percentage of the work accomplished for each project element,
The SANITATION DISTRICT may, at the discretion of the Director of
Engineering, retain an amount equal to that which insures that the total amount
paid to that date does not exceed the percentage of the completed work for the
Project in its entirety.
C. CONSULTANT may submit periodic payment requests for each 30-day period of
this Agreement for the profit as set forth in Section 3 -COMPENSATION above.
Said profit payment request shall be proportionate to the work actually
accomplished to date on a per-project-element basis. In the event the
SANITATION DISTRICT's Director of Engineering determines that no satisfactory
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progress has been made since the prior payment, or in the event of a delay in the
work progress for any reason, the SANITATION DISTRICT shall have the right to
withhold any scheduled proportionate profit payment.
D. Upon satisfactory completion by CONSULTANT of the work called for under the
terms of this AGREEMENT, and upon acceptance of such work by the
SANITATION DISTRICT, CONSULTANT will be paid the unpaid balance of any
money due for such work based on the monthly statements, including any
retained percentages relating to this portion of the work.
E. Upon satisfactory completion of the work performed hereunder and prior to final
payment under this AGREEMENT for such work, or prior settlement upon
termination of this AGREEMENT, and as a condition precedent thereto,
CONSULTANT shall execute and deliver to the SANITATION DISTRICT a
release of all claims against the SANITATION DISTRICT arising under or by
virtue of this AGREEMENT other than such claims, if any, as may be specifically
exempted by CONSULTANT from the operation of the release in stated amounts
to be set forth therein.
F. Pursuant to the California False Claims Act (Government Code sections 12650-
12655), any CONSULTANT that knowingly submits a false claim to the
SANITATION DISTRICT for compensation under the terms of this AGREEMENT
may be held liable for treble damages and up to a $10,000 civil penalty for each
false claim submitted. This section shall also be binding on all Subconsultants.
A CONSULTANT or Subconsultant shall be deemed to have submitted a false
claim when the CONSULTANT or Subconsultant: (a) knowingly presents or
causes to be presented to an officer or employee of the SANITATION DISTRICT
a false claim or request for payment or approval; (b) knowingly makes, uses, or
causes to be made or used a false record or statement to get a false claim paid
or approved by the SANITATION DISTRICT; (c) conspires to defraud the
SANITATION DISTRICT by getting a false claim allowed or paid by the
SANITATION DISTRICT; (d) knowingly makes, uses, or causes to be made or
used a false record or statement to conceal, avoid, or decrease an obligation to
the SANITATION DISTRICT; or(a) is a beneficiary of an inadvertent submission
of a false claim to the SANITATION DISTRICT, and fails to disclose the false
claim to the SANITATION DISTRICT within a reasonable time after discovery of
the false claim.
6. PREVAILING WAGES
To the extent CONSULTANT intends to utilize employees who will perform work during
the contract, as more specifically defined under Labor Code Section 1720,
CONSULTANT shall be subject to prevailing wage requirements with respect to such
employees.
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7. CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS (DIR) REGISTRATION
AND RECORD OF WAGES
A. To the extent CONSULTANT's employees and/or Subconsultants who will
perform Work under this contract for which Prevailing Wage Determinations have
been issued by the DIR and as more specifically defined under Labor Code
Section 1720 at seq, CONSULTANT and Subconsultants shall comply with the
registration requirements of Labor Code Section 1725.5. Pursuant to Labor
Code Section 1771.4, the Work is subject to compliance monitoring and
enforcement by the DIR.
B. The CONSULTANT and Subconsultants shall maintain accurate payroll records
and shall comply with all the provisions of Labor Code Section 1776, and shall
submit payroll records to the Labor Commissioner pursuant to Labor Code
Section 1771.4(a)(3). Penalties for non-compliance with the requirements of
Section 1776 may be deducted from progress payments per Section 1776.
C. Pursuant to Labor Code Section 1776, the CONSULTANT and Subconsultants
shall furnish a copy of all certified payroll records to SANITATION DISTRICT
and/or general public upon request, provided the public request is made through
SANITATION DISTRICT, the Division of Apprenticeship Standards or the
Division of Labor Enforcement of the Department of Industrial Relations.
D. The CONSULTANT and Subconsultants shall comply with the job site notices
posting requirements established by the Labor Commissioner per Title 8,
California Code of Regulation Section 16461(e).
8. DOCUMENT OWNERSHIP—CONSULTANT PERFORMANCE
A. Ownership of Documents for the Professional Services performed.
All documents in all forms (electronic, paper, etc.), including, but not limited to,
studies, sketches, drawings, computer printouts, disk files, and electronic copies
prepared in connection with or related to the Scope of Work or Professional
Services, shall be the property of the SANITATION DISTRICT. The SANITATION
DISTRICT's ownership of these documents includes use of, reproduction or
reuse of and all incidental rights, whether or not the work for which they were
prepared has been performed. The SANITATION DISTRICT ownership
entitlement arises upon payment or any partial payment for work performed and
includes ownership of any and all work product completed prior to that payment.
This Section shall apply whether the CONSULTANT's Professional Services are
terminated: a) by the completion of the AGREEMENT, or b) in accordance with
other provisions of this AGREEMENT. Notwithstanding any other provision of this
paragraph or AGREEMENT, the CONSULTANT shall have the right to make
copies of all such plans, studies, sketches, drawings, computer printouts and disk
files, and specifications.
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B. CONSULTANT shall not be responsible for damage caused by subsequent
changes to or uses of the study or deliverable where the subsequent changes or
uses are not authorized or approved by CONSULTANT, provided that the service
rendered by CONSULTANT was not a proximate cause of the damage.
9. INSURANCE
A. General
i. Insurance shall be issued and underwritten by insurance
companies acceptable to the SANITATION DISTRICT.
ii. Insurers must have an "A-" Policyholder's Rating, or better, and
Financial Rating of at least Class Vill, or better, in accordance with
the most current A.M. Best's Guide Rating. However, the
SANITATION DISTRICT will accept State Compensation Insurance
Fund, for the required policy of Worker's Compensation Insurance
subject to the SANITATION DISTRICT's option to require a change
in insurer in the event the State Fund financial rating is decreased
below "B". Further, the SANITATION DISTRICT will require
CONSULTANT to substitute any insurer whose rating drops below
the levels herein specified. Said substitution shall occur within
twenty (20) days of written notice to CONSULTANT, by the
SANITATION DISTRICT or its agent.
Ill. Coverage shall be in effect prior to the commencement of any work
under this Agreement.
B. General Liability
The CONSULTANT shall maintain during the life of this Agreement, including the
period of warranty, Commercial General Liability Insurance written on an
occurrence basis providing the following minimum limits of liability coverage: Two
Million Dollars ($2,000,000) per occurrence with Two Million Dollars ($2,000,000)
aggregate. Said insurance shall include coverage for the following hazards:
Premises-Operations, blanket contractual liability(for this Agreement), products
liability/completed operations (including any product manufactured or
assembled), broad form property damage, blanket contractual liability,
independent contractors liability, personal and advertising injury, mobile
equipment, owners and contractors protective liability, and cross liability and
severability of interest clauses. A statement on an insurance certificate will not be
accepted in lieu of the actual additional insured endorsement(s). If requested by
SANITATION DISTRICT and applicable, XCU coverage (Explosion, Collapse
and Underground)and Riggers/On Hook Liability must be included in the
General Liability policy and coverage must be reflected on the submitted
Certificate of Insurance.
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C. Umbrella Excess Liability
The minimum limits of general liability and Automotive Liability Insurance
required, as set forth herein, shall be provided for through either a single policy of
primary insurance or a combination of policies of primary and umbrella excess
coverage. Umbrella excess liability coverage shall be issued with limits of liability
which, when combined with the primary insurance, will equal the minimum limits
for general liability and automotive liability.
D. AutomotiveNehicle Liability Insurance
The CONSULTANT shall maintain a policy of Automotive Liability Insurance on a
comprehensive form covering all owned, non-owned, and hired automobiles,
trucks, and other vehicles providing the following minimum limits of liability
coverage: Combined single limit of One Million Dollars ($1,000,000) or
alternatively, One Million Dollars ($1,000,000) per person for bodily injury and
One Million Dollars ($1,000,000) per accident for property damage. A statement
on an insurance certificate will not be accepted in lieu of the actual additional
insured endorsement.
E. Worker's Compensation Insurance
The CONSULTANT shall provide such Workers' Compensation Insurance as
required by the Labor Code of the State of California in the amount of the
statutory limit, including Employer's Liability Insurance with a minimum limit of
One Million Dollars ($1,000,000) per occurrence. Such Worker's Compensation
Insurance shall be endorsed to provide for a waiver of subrogation in favor of the
SANITATION DISTRICT. A statement on an insurance certificate will not be
accepted in lieu of the actual endorsements unless the insurance carrier is State
of California Insurance Fund and the identifier'SCIF" and endorsement numbers
2570 and 2065 are referenced on the certificate of insurance. If an exposure to
Jones Act liability may exist, the insurance required herein shall include coverage
for Jones Act claims.
F. Errors and Omissions/Professional Liability
CONSULTANT shall maintain in full force and effect, throughout the term of this
Agreement, standard industry form professional negligence errors and omissions
insurance coverage in an amount of not less than Five Million Dollars
($5,000,000)with limits in accordance with the provisions of this Paragraph. If
the policy of insurance is written on a "claims made" basis, said policy shall be
continued in full force and effect at all times during the term of this Agreement,
and for a period of five (5) years from the date of the completion of the services
hereunder.
In the event of termination of said policy during this period, CONSULTANT shall
obtain continuing insurance coverage for the prior acts or omissions of
CONSULTANT during the course of performing services under the term of this
Agreement. Said coverage shall be evidenced by either a new policy evidencing
no gap in coverage or by separate extended "tail' coverage with the present or
new carrier.
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In the event the present policy of insurance is written on an "occurrence" basis,
said policy shall be continued in full force and effect during the term of this
Agreement or until completion of the services provided for in this Agreement,
whichever is later. In the event of termination of said policy during this period,
new coverage shall be obtained for the required period to insure for the prior acts
of CONSULTANT during the course of performing services under the term of this
Agreement.
CONSULTANT shall provide to the SANITATION DISTRICT a certificate of
insurance in a form acceptable to the SANITATION DISTRICT indicating the
deductible or self-retention amounts and the expiration date of said policy, and
shall provide renewal certificates not less than ten (10)days prior to the
expiration of each policy term.
G. Proof of Coverage
The CONSULTANT shall furnish the SANITATION DISTRICT with original
certificates and amendatory endorsements effecting coverage. Said policies and
endorsements shall conform to the requirements herein stated. All certificates
and endorsements are to be received and approved by the SANITATION
DISTRICT before work commences. The CONSULTANT shall provide
SANITATION DISTRICT with access to copies of its insurance certificates and
amendatory endorsements affective coverage at its office in Huntington Beach,
California during normal working hours. Confidential information may be redacted
from said policies, provided that verification of coverage may not be redacted.
Said policies and endorsements shall conform to the requirements herein stated.
The following are approved forms that must be submitted as proof of coverage:
• Certificate of Insurance ACORD Form 25 (5/2010)or equivalent.
• Additional Insurance (ISO Form) CG2010 11 85 or
(General Liability)
The combination of(ISO Forms)
CG 2010 10 01 and CG 2037 10 01
All other Additional Insured endorsements must
be submitted for approval by the SANITATION
DISTRICT, and the SANITATION DISTRICT
may reject alternatives that provide different or
less coverage to the SANITATION DISTRICT.
• Additional Insured Submit endorsement provided by carrier for the
(Auto Liability) SANITATION DISTRICT approval.
• Waiver of Subrogation State Compensation Insurance Fund
Endorsement No. 2570 or equivalent.
• Cancellation Notice State Compensation Insurance Fund
Endorsement No. 2065 or equivalent.
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H. Cancellation Notice
Each insurance policy required herein shall be endorsed to state that coverage
shall not be cancelled by either party, except after thirty (30)days' prior written
notice. The Cancellation Section of ACORD Form 25 (5/2010) shall state the
required thirty(30) days' written notification. The policy shall not terminate, nor
shall it be cancelled, nor the coverage reduced until thirty(30) days after written
notice is given to the SANITATION DISTRICT except for nonpayment of
premium, which shall require not less than ten (10) days written notice to the
SANITATION DISTRICT. Should there be changes in coverage or an increase in
deductible or SIR amounts, the CONSULTANT and its insurance broker/agent
shall send to the SANITATION DISTRICT a certified letter which includes a
description of the changes in coverage and/or any increase in deductible or SIR
amounts. The certified letter must be sent to the attention of Risk Management,
and shall be received by the SANITATION DISTRICT not less than thirty (30)
days prior to the effective date of the change(s) if the change would reduce
coverage or increase deductibles or SIR amounts or otherwise reduce or limit the
scope of insurance coverage provided to the SANITATION DISTRICT.
I. Primary Insurance
All liability policies shall contain a Primary and Non Contributory Clause. Any
other insurance maintained by the SANITATION DISTRICT shall be excess and
not contributing with the insurance provided by CONSULTANT.
J. Separation of Insured
All liability policies shall contain a "Separation of Insureds" clause.
K. Non-Limiting (if applicable)
Nothing in this document shall be construed as limiting in any way, nor shall it
limit the indemnification provision contained in this Agreement, or the extent to
which CONSULTANT may be held responsible for payment of damages to
persons or property.
L. Deductibles and Self-Insured Retentions
Any deductible and/or self-insured retention must be declared to the
SANITATION DISTRICT on the Certificate of Insurance. All deductibles and/or
self-insured retentions require approval by the SANITATION DISTRICT. At the
option of the SANITATION DISTRICT, either: the insurer shall reduce or
eliminate such deductible or self-insured retention as respects the SANITATION
DISTRICT; or the CONSULTANT shall provide a financial guarantee satisfactory
to the SANITATION DISTRICT guaranteeing payment of losses and related
investigations, claim administration and defense expenses.
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M. Defense Costs
Liability policies shall have a provision that defense costs for all insureds and
additional insureds are paid in addition to and do not deplete any policy limits.
N. Subconsultants
The CONSULTANT shall be responsible to establish insurance requirements for
any Subconsultant hired by the CONSULTANT. The insurance shall be in
amounts and types reasonably sufficient to deal with the risk of loss involving the
Subconsultant's operations and work.
O. Limits Are Minimums
If the CONSULTANT maintains higher limits than any minimums shown above,
then SANITATION DISTRICT requires and shall be entitled to coverage for the
higher limits maintained by CONSULTANT.
10. SCOPE CHANGES
In the event of a change in the Scope of Work or a change in the proposed Project, as
requested by the SANITATION DISTRICT, the Parties hereto shall execute an
Amendment to this AGREEMENT setting forth with particularity all terms of the new
AGREEMENT, including, but not limited to any additional CONSULTANT's fees.
11. PROJECT TEAM AND SUBCONSULTANTS
CONSULTANT shall provide to SANITATION DISTRICT, prior to execution of this
AGREEMENT, the names and full description of all Subconsultants and
CONSULTANT's project team members anticipated to be used on this Project under this
AGREEMENT by CONSULTANT. CONSULTANT shall include a description of the work
and services to be done by each Subconsultant and each of CONSULTANT's Project
team member. CONSULTANT shall include the respective compensation amounts for
CONSULTANT and each Subconsultant, broken down as indicated in Section 3 -
COMPENSATION.
There shall be no substitution of the listed Subconsultants and CONSULTANT's project
team members without prior written approval by the SANITATION DISTRICT.
12. ENGINEERING REGISTRATION
The CONSULTANT's personnel and Suboonsultants are comprised of registered
engineers and a staff of specialists and draftsmen in each department. The firm itself is
not a registered engineer but represents and agrees that wherever, in the performance
of this AGREEMENT, the services of a registered engineer is required, such services
hereunder will be performed under the direct supervision of registered engineers who
are registered in California.
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13. SANITATION DISTRICT PROVIDED INFORMATION AND SERVICES
The SANITATION DISTRICT shall furnish the CONSULTANT available studies, reports
and other data pertinent to the CONSULTANT's services; obtain or authorize the
CONSULTANT to obtain or provide additional reports and data as required; furnish to
the CONSULTANT services of others required for the performance of the
CONSULTANT's services hereunder, and the CONSULTANT shall be entitled to use
and rely upon all such information and services provided by the SANITATION DISTRICT
or others, unless noted otherwise elsewhere in this Agreement or in the Scope of Work,
in performing the CONSULTANT's services under this AGREEMENT.
14. AUDIT PROVISIONS
A. SANITATION DISTRICT retains the reasonable right to access, review, examine,
and audit, any and all books, records, documents and any other evidence of
procedures and practices that the SANITATION DISTRICT determines are
necessary to discover and verify that the CONSULTANT is in compliance with all
requirements under this AGREEMENT. The CONSULTANT shall include the
SANITATION DISTRICT's right as described above, in any and all of their
subcontracts, and shall ensure that these rights are binding upon all
Subconsultants.
B. SANITATION DISTRICT retains the right to examine CONSULTANT's books,
records, documents and any other evidence of procedures and practices that the
SANITATION DISTRICT determines are necessary to discover and verify all direct
and indirect costs, of whatever nature, which are claimed to have been incurred,
or anticipated to be incurred or to ensure CONSULTANT's compliance with all
requirements under this AGREEMENT during the term of this AGREEMENT and
for a period of three (3) years after its termination.
C. CONSULTANT shall maintain complete and accurate records in accordance with
generally accepted industry standard practices and the SANITATION DISTRICT's
policy. The CONSULTANT shall make available to the SANITATION DISTRICT
for review and audit, all project related accounting records and documents, and
any other financial data within 15 days after receipt of notice from the SANITATION
DISTRICT. Upon SANITATION DISTRICT's request, the CONSULTANT shall
submit exact duplicates of originals of all requested records to the SANITATION
DISTRICT. If an audit is performed, CONSULTANT shall ensure that a qualified
employee of the CONSULTANT will be available to assist SANITATION
DISTRICT's auditor in obtaining all Project related accounting records and
documents, and any other financial data.
15. LEGAL RELATIONSHIP BETWEEN PARTIES
The legal relationship between the parties hereto is that of an independent contractor
and nothing herein shall be deemed to transform CONSULTANT, its staff, independent
contractors, or Subconsultants into employees of the SANITATION DISTRICT.
CONSULTANT's staff performing services under the AGREEMENT shall at all times be
employees and/or independent contractors of CONSULTANT. CONSULTANT shall
monitor and control its staff and pay wages, salaries, and other amounts due directly to
its staff in connection with the AGREEMENT. CONSULTANT shall be responsible for
PSA PROJECT NO. PS15-06
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Page 14 of 20
hiring, review, and termination of its staff and shall be accountable for all reports and
obligations respecting them, such as social security, income tax withholding,
unemployment compensation, workers' compensation and similar matters.
16. THIRD PARTIES
This Agreement is entered into by and for the SANITATION DISTRICT and the
CONSULTANT, and nothing herein is intended to establish rights or interests in
individuals or entities not a party hereto.
17. NOTICES
All notices hereunder and communications regarding the interpretation of the terms of
this AGREEMENT, or changes thereto, shall be effected by delivery of said notices in
person or by depositing said notices in the U.S. mail, registered or certified mail, return
receipt requested, postage prepaid and addressed as follows:
ORANGE COUNTY SANITATION DISTRICT
10844 Ellis Avenue
Fountain Valley, CA 92708-7018
Attention: Ludwig Lapus, Contracts Administrator
Copy: Don Cutler, Project Manager
CONSULTANT:
Geosyntec Consultants
2100 Main Street, Suite 150
Huntington Beach, CA 92648
Attention: Chris Conde, Project Manager
Copy: Christopher Hunt, Project Director
All communication regarding the Scope of Work, will be addressed to the Project
Manager. Direction from other SANITATION DISTRICT staff must be approved in
writing by the SANITATION DISTRICT's Project Manager prior to action from the
CONSULTANT.
18. TERMINATION
The SANITATION DISTRICT may terminate this AGREEMENT at any time, without
cause, upon giving thirty (30) days written notice to CONSULTANT. In the event of such
termination, CONSULTANT shall be entitled to compensation for work performed on a
prorated basis through and including the effective date of termination.
CONSULTANT shall be permitted to terminate this AGREEMENT upon thirty (30)days
written notice only if CONSULTANT is not compensated for billed amounts in
accordance with the provisions of this AGREEMENT, when the same are due.
Notice of termination shall be mailed to the SANITATION DISTRICT at the address
listed in Section 17 - NOTICES.
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19. DOCUMENTS AND STUDY MATERIALS
The documents and study materials for this Project shall become the property of the
SANITATION DISTRICT upon the termination or completion of the work.
CONSULTANT agrees to furnish to the SANITATION DISTRICT copies of all
memoranda, correspondence, electronic materials, computation and study materials in
its files pertaining to the work described in this AGREEMENT, which is requested in
writing by the SANITATION DISTRICT.
20. COMPLIANCE
CONSULTANT certifies by the execution of this AGREEMENT that it pays employees
not less than the minimum wage as defined by law, and that it does not discriminate in
its employment with regard to race, color, religion, sex or national origin; that it is in
compliance with all federal, state and local directives and executive orders regarding
non-discrimination in employment; and that it agrees to demonstrate positively and
aggressively the principle of equal opportunity in employment.
21. AGREEMENT EXECUTION AUTHORIZATION
Both the SANITATION DISTRICT and CONSULTANT do covenant that each individual
executing this document by and on behalf of each Party is a person duly authorized to
execute this AGREEMENT for that Party.
22. DISPUTE RESOLUTION
In the event of a dispute arising between the parties regarding performance or
interpretation of this AGREEMENT, the dispute shall be resolved by binding arbitration
under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"), or similar
organization or entity conducting alternate dispute resolution services.
23. ATTORNEY'S FEES, COSTS AND NECESSARY DISBURSEMENTS
If any action at law or in equity or if any proceeding in the form of an Alternative Dispute
Resolution (ADR) is necessary to enforce or interpret the terms of this Agreement, the
prevailing party shall be entitled to reasonable attorney's fees, costs and necessary
disbursements in addition to any other relief to which he may be entitled.
24. WARRANTY
CONSULTANT shall perform its services in accordance with generally accepted industry
and professional standards. If, within the 12-month period following completion of its
services, the SANITATION DISTRICT informs CONSULTANT that any part of the
services fails to meet those standards, CONSULTANT shall, within the time prescribed
by the SANITATION DISTRICT, take all such actions as are necessary to correct or
complete the noted deficiency(ies).
PSA PROJECT NO. PS15-06
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25. INDEMNIFICATION
To the fullest extent permitted by law, CONSULTANT shall indemnify, defend (at
CONSULTANT's sole cost and expense and with legal counsel approved by the
SANITATION DISTRICT, which approval shall not be unreasonably withheld), protect
and hold harmless the SANITATION DISTRICT and all of SANITATION DISTRICT's
officers, directors, employees, CONSULTANT's, and agents (collectively the
"Indemnified Parties"), from and against any and all claims, damages, liabilities, causes
of action, suits, arbitration awards, losses,judgments, fines, penalties, costs and
expenses (including, without limitation, attorneys' fees, disbursements and court costs,
and all other professional, expert or CONSULTANT's fees and costs and the
SANITATION DISTRICT's general and administrative expenses; individually, a "Claim";
collectively, "Claims")which may arise from or are in any manner related, directly or
indirectly, to any work performed, or any operations, activities, or services provided by
CONSULTANT in carrying out its obligations under this Agreement to the extent of the
negligent, recklessness and/or willful misconduct of CONSULTANT, its principals,
officers, agents, employees, CONSULTANT's suppliers, CONSULTANT,
Subconsultants, subcontractors, and/or anyone employed directly or indirectly by any of
them, regardless of any contributing negligence or strict liability of an Indemnified Party.
Notwithstanding the foregoing, nothing herein shall be construed to require
CONSULTANT to indemnify the Indemnified Parties from any Claim arising solely from:
(A)the active negligence or willful misconduct of the Indemnified Parties; or
(B)a natural disaster or other act of God, such as an earthquake; or
(C)the independent action of a third party who is neither one of the Indemnified Parties
nor the CONSULTANT, nor its principal, officer, agent, employee, nor
CONSULTANT's supplier, CONSULTANT, Subconsultant, subcontractor, nor
anyone employed directly or indirectly by any of them.
Exceptions (A)through (B) above shall not apply, and CONSULTANT shall, to the fullest
extent permitted by law, indemnify the Indemnified Parties, from Claims arising from
more than one cause if any such cause taken alone would otherwise result in the
obligation to indemnify hereunder.
CONSULTANT's liability for indemnification hereunder is in addition to any liability
CONSULTANT may have to the SANITATION DISTRICT for a breach by
CONSULTANT of any of the provisions of this Agreement. Under no circumstances
shall the insurance requirements and limits set forth in this Agreement be construed to
limit CONSULTANT's indemnification obligation or other liability hereunder. The terms
of this Agreement are contractual and the result of negotiation between the parties
hereto. Accordingly, any rule of construction of contracts (including, without limitation,
California Civil Code Section 1654)that ambiguities are to be construed against the
drafting party, shall not be employed in the interpretation of this Agreement.
26. DUTY TO DEFEND
The duty to defend hereunder is wholly independent of and separate from the duty to
indemnify and such duty to defend shall exist regardless of any ultimate liability of
CONSULTANT and shall be consistent with Civil Code section 2782.8. Such defense
obligation shall arise immediately upon presentation of a Claim by any person if, without
PSA PROJECT NO. PS15-06
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Page 17 of 20
regard to the merit of the Claim, such Claim could potentially result in an obligation to
indemnify one or more Indemnified Parties, and upon written notice of such Claim being
provided to CONSULTANT. Payment to CONSULTANT by any Indemnified Party or the
payment or advance of defense costs by any Indemnified Party shall not be a condition
precedent to enforcing such Indemnified Party's rights to indemnification hereunder. In
the event a final judgment, arbitration, award, order, settlement, or other final resolution
expressly determines that the claim did not arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the CONSULTANT, to any extent,
then the DISTRICT will reimburse CONSULTANT for the reasonable costs of defending
the Indemnified Parties against such claims.
CONSULTANT'S indemnification obligation hereunder shall survive the expiration or
earlier termination of this AGREEMENT until such time as action against the Indemnified
Parties for such matter indemnified hereunder is fully and finally barred by the applicable
statute of limitations.
27. COMPLIANCE WITH SANITATION DISTRICT POLICIES AND PROCEDURES
CONSULTANT shall be required to comply with all SANITATION DISTRICT policies and
procedures including the OCSD Safety Standards, as applicable, all of which may be
amended from time to time.
28. CLOSEOUT
When the SANITATION DISTRICT determines that all Work authorized under the
AGREEMENT is fully complete and that the SANITATION DISTRICT requires no further
work from CONSULTANT, or the AGREEMENT is otherwise terminated or expires in
accordance with the terms of the AGREEMENT, the SANITATION DISTRICT shall give
the Consultant written notice that the AGREEMENT will be closed out. CONSULTANT
shall submit all outstanding billings, work submittals, deliverables, reports or similarly
related documents as required under the AGREEMENT within thirty(30) days of receipt
of notice of AGREEMENT closeout.
Upon receipt of CONSULTANT's submittals, the SANITATION DISTRICT shall
commence a closeout audit of the AGREEMENT and will either:
i. Give the CONSULTANT a final AGREEMENT Acceptance: or
ii. Advise the CONSULTANT in writing of any outstanding item or items which must
be furnished, completed, or corrected at the CONSULTANT's cost.
CONSULTANT shall be required to provide adequate resources to fully support any
administrative closeout efforts identified in the AGREEMENT. Such support must be
provided within the timeframe requested by the SANITATION DISTRICT.
Notwithstanding the final AGREEMENT acceptance, the CONSULTANT will not be
relieved of its obligations hereunder, nor will the CONSULTANT be relieved of its
obligations to complete any portions of the work, the non-completion of which were not
disclosed to the SANITATION DISTRICT (regardless of whether such nondisclosures
were fraudulent, negligent, or otherwise), and the CONSULTANT shall remain obligated
PSA PROJECT NO. PS15-06
Revision 011017 Seismic Evaluation of Structures at Plant Nos. 1 and 2
Page 18 of 20
under all those provisions of the AGREEMENT which expressly or by their nature extend
beyond and survive final AGREEMENT Acceptance.
Any failure by the SANITATION DISTRICT to reject the work or to reject the
CONSULTANT'S request for final Agreement Acceptance as set forth above shall not be
deemed to be acceptance of the work by the SANITATION DISTRICT for any purpose nor
imply acceptance of, or agreement with, the CONSULTANT'S request for final Agreement
Acceptance.
29. ENTIRE AGREEMENT
This Agreement constitutes the entire understanding and agreement between the
Parties and supersedes all previous negotiations between them pertaining to the subject
matter thereof.
PSA PROJECT NO. PS15-06
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IN WITNESS WHEREOF, this AGREEMENT has been executed in the name of the
SANITATION DISTRICT, by its officers thereunto duly authorized, and CONSULTANT as of the
day and year first above written.
GEOSYNTEC CONSULTANTS, INC.
By
Date
Printed Name &Title
ORANGE COUNTY SANITATION DISTRICT
By
Gregory C. Sebourn, PLS Date
Chair, Board of Directors
By
Kelly A. Lore Date
Clerk of the Board
By
Marc Dubois Date
Contracts, Purchasing and
Materials Management Manager
Attachments: Attachment"A"—Scope of Work
Attachment'B"—Labor Hour Matrix
Attachment"C'— Not Attached
Attachment"D"—Allowable Direct Costs
Attachment"E"—Fee Proposal
Attachment"F"— Not Attached
Attachment"G"—Cost Matrix and Summary
Attachment"H"— Not Attached
Attachment"I"—Not Attached
Attachment"J"—Minor Subconsultant Hourly Rate Schedule
Attachment"K"—OCSD Safety Standards
LRL:yp
PSA PROJECT NO. PS15-06
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OPERATIONS COMMITTEE Melting Dat0 TOBE.Or Dir.
06/07/17 O6/28/17
AGENDA REPORT Item Item Number
3
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: Ed Torres, Director of Operations and Maintenance
SUBJECT: CENTRAL GENERATION ENGINES AUTOMATIC BALANCING
ANALYZERS
GENERAL MANAGER'S RECOMMENDATION
A. Approve a sole source purchase order to Windrock, Inc. for the purchase and
installation of two Windrock Auto Balance analyzers, plus associated equipment,
on two central generation engines, one at each plant, for a total amount not to
exceed $501,376; and
B. Approve a contingency of$50,137 (10%).
BACKGROUND
"Balance" is a term used to describe an engine that is running with equal pressures in all
cylinders and where the ignition of the fuel is occurring at the correct time. In an engine
that is out of balance, the mechanical parts are working against each other creating wear
or breakage, wasting fuel, and increasing pollution. Having to overcome the internal
resistance in an unbalanced generator engine results in less electricity generated per unit
of fuel burned.
The term auto balancing refers to a feedback system that continuously adjusts the fuel to
air ratio to each cylinder based upon multiple measurements. By automating the engine
balancing, staff expects to see increased fuel efficiency, reduced mechanical wear,
reduced environmental emissions such as Carbon Monoxide and Oxides of Nitrogen, and
enhanced diagnostic tools to identify and/or prevent breakdowns. The annual benefit
from these improvements could reach $150,000 per engine. Staff proposes to install the
Windrock Auto Balancer on one each of the 12 cylinder and 16 cylinder engines to verify
the benefits and savings. If they are realized, staff will come back to the Board of
Directors at a future time to install these devices on the remaining six engines.
RELEVANT STANDARDS
• Maintain a culture of improving efficiency
• 24/7/365 treatment plant reliability
• Maintain a proactive asset management program
Page 1 of 2
PROBLEM
Currently, the engine balancing is done manually by Orange County Sanitation District
(Sanitation District) staff. This is time consuming and maintenance intensive. At the
Sanitation District, this method does not work well due to changes in the digester gas
quality (BTU content) and temperature fluctuations between day and night.
PROPOSED SOLUTION
Use continuous balancing to improve performance, reduce emissions, and reduce
maintenance costs.
RAMIFICATIONS OF NOT TAKING ACTION
If not undertaken, the Sanitation District will realize higher maintenance costs, lower fuel
efficiency, higher engine emissions resulting in increased chemical costs for emission
control, and longer engine down time.
PRIOR COMMITTEE/BOARD ACTIONS
N/A
ADDITIONAL INFORMATION
Given that the technology used for this device is patented by Windrock, Inc. (Windrock),
the analyzer is designed for our type of engines, and Windrock can deliver a turnkey
solution, Windrock is the sole source provider for this equipment. Also, this technology
is especially appropriate for the Sanitation District given that it is effective for variable fuel
quality, which is a problem at the Sanitation District due to the use of digester gas.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District's Purchasing
Ordinance. This item has been budgeted in the Divisions 870 and 880 FY16/17 operating
budget. (Line item: Repairs and Maintenance, Section 6 pages 92 and 96).
Date of ADDroval Contract Amount Continaencv
06/28/17 $501,376 $50,137
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (wwwocsd.corn with the
complete agenda package:
N/A
Page 2 of 2
OPERATIONS COMMITTEE Meeting Date To Bd.of Dir.
06/07,17 —
AGENDA REPORT Item Number Iem Number
a —
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: Ed Torres, Director of Operations and Maintenance
SUBJECT: CENTRAL GENERATION FACILITIES OIL CENTRIFUGE HEATER AND
CONTROLS REPLACEMENT
GENERAL MANAGER'S RECOMMENDATION
A. Approve a Sole Source Purchase Order to replace and install four new Alfa Laval
Central Generation Centrifuge Heaters and Controls at Plant Nos. 1 and 2 Central
Generation facilities, for a total amount not to exceed $111,082; and
B. Approve a contingency of$16,662 (15%).
BACKGROUND
The engine lube oil systems at the Central Generation facilities (Cen Gen) utilize
centrifuges to separate and purify engine oil by removing heavier constituents like sludge
and water from the engine oil. This water separation process is important to the longevity
and performance of the engines, as well as our ability to produce power reliably. There
are two engine oil centrifuges at each Cen Gen facility, which are leveraged over all
engines at the plant to clean the oil accordingly.
RELEVANT STANDARDS
• Protection of Orange County Sanitation District assets
• Maintain a proactive asset management program
• Use all practical and effective means for recovering energy
• Provide a safe and collegial workplace
PROBLEM
The oil centrifuge heaters and controls are outdated and obsolete. In addition, one oil
centrifuge heater at Plant No. 1 has caught fire and must be replaced.
PROPOSED SOLUTION
Staff recommends replacing all Can Gen Oil Centrifuge Heaters and related Controls at
Plant Nos. 1 and 2 with new factory parts from Alfa Laval.
Page 1 of 2
TIMING CONCERNS
Given the type of recent oil centrifuge failure (i.e.,fire), it is prudent to replace the obsolete
technology with safer and more reliable equipment and controls.
RAMIFICATIONS OF NOT TAKING ACTION
Failure to take immediate action on this maintenance issue could result in additional
equipment fires, unsafe working conditions, engine unreliability, and power generation
issues.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District's Purchasing
Ordinance. This item has been budgeted in the FY16/17 Budget. (Line item: Small
Capital Projects, Section 8, Page 100).
Date of Approval Contract Amount Contingency
06/07/17 $111,082 $16,662
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (wwwocsd.com) with the
complete agenda package:
N/A
Page 2 of 2
OPERATIONS COMMITTEE M%1ing Date TOBE.Or Dir.
06/07/17 06/28/17
AGENDA REPORT Item Number Item Number
s
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: James E. Colston, Director of Environmental Services
SUBJECT: BIOSOLIDS MANAGEMENT CONTRACT RENEWAL—TULE RANCH
GENERAL MANAGER'S RECOMMENDATION
A. Authorize the five-year contract renewal with Tule Ranch, Amendment No. 2, to
manage Orange County Sanitation District's biosolids from Reclamation Plant
No. 1 and Treatment Plant No. 2 for land application and/or landfill disposal
(Specification No. S-2011-51313D), for the period commencing November 1, 2017
through October 31, 2022, for a unit price increase of$2.50, for a new unit price of
$57 per ton, for a total estimated annual amount not to exceed $9,000,000; and
B. Approve an aggregate annual unit price contingency of 5%.
BACKGROUND
On January 1, 2013, the Orange County Sanitation District (Sanitation District) executed
a biosolids management contract for a term of five years, with one five-year renewal
option with Tule Ranch to haul and land-apply the Sanitation District's biosolids at a
tipping fee of $54.50 per wet ton of biosolids. This contract will expire on
December 31, 2017 and the Sanitation District has elected to exercise its option to renew
the contract with Tule Ranch.
Sanitation District staff negotiated a renewal of the contract for a $2.50 per ton increase
(4.6%) based on the following factors:
• Tule Ranch maintained the same price for five years despite increases in costs
• Employee wage and workers' compensation increases
• New regulatory oversight and administrative costs
• Refurbishment of truck trailers
• Retirement and replacement of equipment due to California Air Resources Board
(CARB) Rules
• Maintenance activities due to CARB Rules
• Increases in California fuel and registration taxes (SB1-Transportation Funding)
• Increases in equipment and maintenance costs
• Increases in truck and general liability insurance costs
• Costs for new Department of Transportation electronic monitoring devices
Staff reviewed and vetted costs, and supports a modest increase in the price per ton.
Tule Ranch manages about 45% of the Sanitation District's biosolids on a yearly basis.
Page 1 of 3
The remaining material is managed via compost. Below is a cost comparison:
• Tule Ranch —$57/ton (proposed) at 280 miles (Yuma County, AZ)
• Nursery Products—$48.90/ton at 135 miles (Helendale, CA)
• Liberty Compost—$54.79/ton at 190 miles (Kern County, CA)
• Inland Empire Compost Manufacturing Facility — $72.79/ton at 50 miles (City of
Rancho Cucamonga, CA)
RELEVANT STANDARDS
• Ocean Discharge Permit, NPDES CA0110604 §VI.C.4.b Sludge (Blosolids)
Requirements
• Resolution No. OCSD 13-03, Biosolids Recycling Policy
• Safe beneficial reuse of Biosolids
PROBLEM
The existing biosolids management contract between Tule Ranch and the Sanitation
District expires on December 31, 2017. If the contract is not renewed, the Sanitation
District's biosolids management diversity will be impacted, eliminating the only land
application option.
PROPOSED SOLUTION
Approve the contract renewal to continue biosolids management diversity and
sustainability, supporting the land application of biosolids for beneficial agriculture use.
TIMING CONCERNS
The existing biosolids management contract between Tule Ranch and the Sanitation
District expires on December 31, 2017. The Sanitation District needs approximately six
months to go out to bid, if renewal is not accepted.
RAMIFICATIONS OF NOT TAKING ACTION
The Sanitation District's biosolids management diversity and sustainability will be
impacted, reducing its management option to only composting.
PRIOR COMMITTEE/BOARD ACTIONS
• October 2014 - Approved Amendment No. 1 to the Tule Ranch Agreement S-
2011-513BD, for the Management of Biosolids, providing additional fail-safe
contingency options for hauling and processing sub-Class "B" biosolids for land
application.
• August 2012 - Approved a contract with Tule Ranch to manage the Sanitation
District's biosolids from Reclamation Plant No. 1 and Treatment Plant No. 2 for
land application and/or landfill disposal for the period commencing on
January 1, 2013 through December 31, 2017, with one five-year renewal option.
Page 2 of 3
ADDITIONAL INFORMATION
Tule Ranch has been an excellent service provider over the life of the contract.
• They have been an important flexible partner in picking up extra loads whenever
possible.
• They have been refurbishing trailers, purchasing new trucks, and upgrading to
CARB-compliant equipment at a faster rate than required by regulations.
• They have a Class A lime stabilization plant as a fail-safe option for the Sanitation
District to send biosolids in case the digestion detention time is not met, which was
a major concern as we were balancing operational demands of the P1-100 digester
cleaning and rehab with the Groundwater Replenishment System (GWRS)
expansion in 2015-16.
• They have upgraded their onsite incorporation to meet the 6-hour vector attraction
reduction standard,thereby giving the Sanitation District a fail-safe back up in case
we do not meet our 38% volatile solids reduction requirement, which we have had
a couple of close calls in the past few years. This upgrade reduces flies and odors,
providing important evidence to the local regulators that Tule Ranch is not the
source for this local problem. This is especially important as neighboring
businesses have practices that are attracting flies and odors.
• Tule Ranch also upgraded their biosolids offloading process to a best in class
method that has no on the ground storage of biosolids. The biosolids are offloaded
directly into a slinger instead of being staged on the ground for a loader to scoop
into the slinger. This process is more efficient, but also means there are no
'.chronic biosolids stains' that require extra work to till into the soil.
• Tule Ranch is also now utilizing a drone to monitor their crops to ensure even
spreading of biosolids. Pictures and video have been shared with the Sanitation
District and will be benefit to our updated Biosolids video.
CEQA
The Sanitation District filed a Notice of Exemption for the current Tule Ranch agreement
on August 23, 2012. This Amendment does not result in any changes.
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District's Purchasing
Ordinance. This item has been budgeted. (Line item: Section 5, Page 6).
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (wwwocsd.corn with the
complete agenda package:
• Proposed Amendment No. 2
• Amendment No. 1
• Original Agreement
Page 3 of 3
AMENDMENT NO. 2
TO AGREEMENT FOR THE
MANAGEMENT OF BIOSOLIDS—LAND APPLICATION AND LANDFILL DISPOSAL
(5-2011-513BD)
THIS SECOND AMENDMENT TO THE AGREEMENT FOR THE MANAGEMENT OF
BIOSOLIDS—LAND APPLICATION AND LANDFILL DISPOSAL (5-2011-513BD), is made and entered
into, to be effective on the date last signed below, by and between the Orange County Sanitation District,
hereinafter referred to as "OCSD," with main offices located at 10844 Ellis Avenue, Fountain Valley,
California 92708-7018 and Tule Ranch, of Fresno, California, hereinafter referred to as "Contractor,", and
collectively referred to as the"Parties".
WHEREAS, OCSD and Contractor executed, delivered, and entered into the Agreement for the
Management of Biosolids—Land Application and Landfill Disposal between OCSD and Contractor,effective
January 1, 2013 ("the Agreement"); and
WHEREAS, OCSD and the Contractor executed, delivered, and entered into Amendment No. 1 to
the Management of Biosolids — Land Application and Landfill Disposal effective November 12, 2014
("Amendment No. 1"), for purposes of removal, transportation, and acceptance for delivery of Sub-Class B
Biosolids for treatment at certain facilities; and
WHEREAS, the Parties wish to amend the Agreement further to make certain modifications which
shall be called Amendment No. 2 to Agreement for the Management of Biosolids — Land Application and
Landfill Disposal ("Amendment No. 2"); and
WHEREAS,on June 28,2017,the Board of Directors of OCSD authorized execution of Amendment
No. 2; and
WHEREAS, the Parties to the Agreement desire that Amendment No. 2 be incorporated into the
Agreement and become a part thereof; and
WHEREAS, the Parties desire that the Agreement as modified by Amendment No. 1 and
Amendment No. 2 shall constitute the sole and entire Agreement among the Parties;
NOW, THEREFORE, in consideration of these premises and the mutual covenants contained
herein, the Parties agree to amend the Agreement as follows:
1. The Agreement for the Management of Biosolids — Land Application and Landfill Disposal
between OCSD and Contractor shall be amended as follows:
a. Section 3 Tenn of Agreement,shall be deleted in its entirely and restated as follows:
"This Agreement shall be effective as of November 1, 2017, and shall
continue in full force and effect for a period of five calendar years, ending
October 31, 2022, unless the Agreement is terminated prior to the expiration
date pursuant to the terms of this Agreement.
b. Section 17 Compensation, shall be deleted in its entirely and restated as follows:
"District shall pay Contractor a Base Land Application Fee plus hauling and
transportation cost of$57.00 per wet ton.
District shall pay Contractor a Base Landfill Tipping Fee plus hauling and
transportation cost of$69.00 per wet ton for Biosolids managed on mutually
agreed upon landfills.
Amendment No. 2 Page 1 5-2011-513BD
124e194.t
District shall pay Contractor a mutually agreed upon Base Fee plus hauling
and transportation cost for Biosolids managed at other mutually agreed upon
sites. Such arrangement shall be in writing, authorized by both parties,
without the need to amend this Agreement.
Parties have agreed to a fuel surcharge rate calculation as referenced in
Exhibit "B", attached hereto and incorporated herein, and have agreed that
no Consumer Price Index (CPI)adjustment is applicable to this Contract.
Fuel Surcharge Rate=A(X-Y)
A=Distance Multiplier 1) Kern County =3.0 and 2) Yuma County, AZ = 3.85
where distance multiplier is a factor of approximate total miles (round trip),
truck fuel efficiency (assumes 5.5 m/g to Kern and 6.5 m/g to AZ), and an
average of 25 tons per truck load. If and only if Contractor must use a failsafe
location to divert all of District's biosolids for an extended period of time,
Contractor may use Alternative Site—Class B Dateland, AZ =4.8 distance
multiplier.
X = Monthly average fuel Price per gallon, at a rate established monthly by
the U.S. Energy Information Administration (EIA).
Y = Monthly average fuel price to be established at rate set by the U.S.
Energy Information Administration (EIA) in October, 2017.
If the Contractor is able to secure a backhaul, the District shall be credited
50% of the net profit received by the Contractor for the backhaul. The
Contractor shall credit the District on a bi-weekly basis for any backhaul
performed, which the Contractor shall record and itemize in the regular bi-
weekly invoice submitted to the District.
The total annual cumulative amount paid for all of the District's Biosolids
Management, inclusive of the services under this Agreement shall not
exceed $9,000,000.
Contractor shall produce all books, records, invoices and receipts
demonstrating the actual costs of regulatory fees. The Base Land
Application Fee or Base Landfill Tipping Fee may be subject to adjustment
for cost fluctuations based on the sole discretion of the District if it is
determined that an increase in the payment for Biosolids Management is
necessary in order to compensate the Contractor for reasonable costs
incurred in excess of those contemplated at the time this Agreement is
executed. Consumer Price Index adjustment does not apply in this contract.
Rate increases shall be limited to those documented to be necessary to meet
the Contractors increased expenses.
Contractor agrees to provide the District with written documentation
supporting its request for any increase in the per ton cost to the District.
All Contractor invoices shall be paid within thirty(30)days of receipt
by District.
Contractor shall keep proper books of record and accounts of all
revenues to be shared with District which shall contain complete and correct
entries of all deliveries of Biosolids. Said books and records shall, upon
Amendment No. 2 Page 2 5-2011-513BD
124e194.t
written request, be made available for inspection by a duly authorized
representative of District."
C. The following language shall be added to Section 11 Biosolids Contractor
Requirements:
"Contractor has established the practice of direct offloading of biosolids
into the slinger (which effectively eliminates any staging of biosolids)
followed by incorporation of the biosolids within 6 hours. This practice
serves as a fail-safe method to meet the District's onsite vector attraction
reduction requirements.Contractor shall continue this practice for District
biosolids and shall not discontinue the practice for any reason without
written approval to change the practice by the District"
2. Except as expressly amended above, all other provisions of the Agreement will
remain unchanged and in full force and effect.
[SIGNATURE PAGE FOLLOWS]
Amendment No. 2 Page 3 5-2011-513BD
124a194.1
IN WITNESS WHEREOF, intending to be legally bound, the Parties hereto have caused this
Amendment No. 2 to be signed by the duly authorized representatives as of the day and year last signed
below.
Orange County Sanitation District Tule Ranch of Fresno. California
By:
Marc Dubois Date Date
Contracts/Purchasing Manager
Name:
Gregory C. Sebourn, PLS Date
Chairman, Board of Directors
Title:
Kelly A. Lore Date
Clerk of the Board
APPROVED AS TO FORM:
Bradley R. Hogin
Amendment No. 2 Page 4 5-2011-513BD
124e194.t
AMENDMENT NO. 1
TO AGREEMENT FOR THE
MANAGEMENT OF BIOSOLIDS—LAND APPLICATION AND LANDFILL DISPOSAL
(S-2011-513BD)
THIS AMENDMENT TO THE AGREEMENT FOR THE MANAGEMENT OF BIOSOLIDS—LAND
APPLICATION AND LANDFILL DISPOSAL(S-2011-513BD), is made and entered into, to be effective on
the date last signed below, by and between the Orange County Sanitation District, hereinafter referred to
as "OCSD," with main offices located at 10844 Ellis Avenue, Fountain Valley, California 92708-7018 and
Tule Ranch, of Fresno, California, hereinafter referred to as "Contractor,", collectively referred to as the
"Parties".
WHEREAS, OCSD and Contractor executed, delivered and entered into the Agreement for the
Management of Siololids—Land Application and Landfill Disposal between OCSD and Contractor, the
effective date of which is January 1,2013 ("the Agreement"); and
WHEREAS, the Parties wish to amend the Agreement to make certain modifications which shall
be called Amendment No. 1 ("Amendment); and
WHEREAS, on October 22, 2014, the Board of Directors of OCSD, by minute order, authorized
execution of this Amendment between OCSD and Contractor; and
WHEREAS, the Parties to the Agreement desire that this Amendment be incorporated into the
Agreement and become a part thereof; and
WHEREAS, the Parties desire that the Agreement as modified by this Amendment shall constitute
the sole and entire Agreement among the Parties;
NOW, THEREFORE, in consideration of these premises and the mutual covenants contained
herein,the Parties agree to amend the Agreement as follows:
1. In addition to removing,transporting and accepting Class B Biosolids pursuant to Section 5
of the Agreement, Contractor agrees to remove, transport and accept for delivery Sub-Class B Biosolids
for treatment at the following facilities at the following compensation:
a. $67.00 per wet ton of sub-Class B biosolids to be hauled and processed at a lime-
stabilization plant prior to land application on Tule Ranch's farm in Yuma, Arizona; and
b. $68.00 per wet ton of sub-Class B biosolids to be hauled and processed at Arizona Soils
compost facility owned and operated by Synagro, another DISTRICT biosolids contractor;
and
C. $13.00 per wet ton of sub-Class B biosolids to be hauled to Orange County Waste and
Recycling (OCWR) Landfill, Prima Deshecha Landfill. OCWR tipping fees will be paid
directly by OCSD.
2. Except as expressly amended above, all other provisions of the Agreement will
remain unchanged and in full force and effect.
[SIGNATURE PAGE FOLLOWS]
Amendment No. 1 Page 1 5-2011-513BD
1033090.1
IN WITNESS WHEREOF, intending to be legally bound, the Parties hereto have caused this
Amendment No. 1 to be signed by the duly authorized representatives as of the day and year last signed
below.
Orange County Sanitation District Tule Ranch.of Fresno.CA
/d2-/� By:
Con ctslPurchasing Manager Date Date
t Name: S1N0. K, M ea9wK
finnan, Board o�irectom4i
Title: 0,yAt,'
Clerk o the Board ate
9/23114
Amendment No. 1 Page 2 S-2011-513BD
1033090.1
AGREEMENT FOR THE
MANAGEMENT OF BIOSOLIDS — LAND APPLICATION AND LANDFILL DISPOSAL
This Agreement for the Management of Biosolids—Land Application and Landfill
Disposal ("Agreement") is made and entered into, to be effective this!day of
"by and between:
V U
ORANGE COUNTY SANITATION DISTRICT,
a County Sanitation District,
(hereinafter referred to as"District" or"OCSD')
AND
TULE RANCH, of, -
Fresno, California, a company, (hereinafter
referred to as "Contractor")
The District and Contractor are sometimes individually referred to herein as each
"Party,"and collectively referred to herein as the"Parties."
RECITALS
WHEREAS, Contractor represents that it has the expertise and qualifications
necessary to perform the Biosolids Management services described in this Agreement in
a highly competent manner. Contractor further represents that it has demonstrated
competence in providing the type of services contemplated by this Agreement.
Contractor acknowledges that District is relying on these representations in entering into
this Agreement; and
WHEREAS, subject to the specific terns and conditions set forth herein,
Contractor desires to enter into this Agreement with District for removal and processing
of the District's dewatered Biosolids; and
WHEREAS, subject to the specific terms and conditions set forth herein,
Contractor and District desire to enter into this Agreement providing for:
(i) the transportation and management of the District's Biosolids in
Yuma County,Arizona;
(ii) the transportation and management of the District's Biosolids to
other sites or facilities as directed by the District; and
(Ili) the permitting of the Biosolids Management sites and Contractor's
management of operations with District's Biosolids thereon; and
WHEREAS, District desires to have Contractor beneficially use District's
Biosolids at its permitted use sites for land application or proper disposal of biosolids into
permitted landfills in accordance with the specific terms and conditions set forth herein;
and
873622.1
WHEREAS, Contractor represents that it has valid permits from the State of
Arizona Department of Environmental Quality, applicable California Regional Water
Quality Control Board, County Health Services Departments, and any other Federal,
State, Regional and/or local Regulatory Agency as necessary, to operate a program for
beneficial use or disposal of Biosolids. Contractor shall forward to District copies of all
necessary permits secured in respect to said operations, as defined herein. Contractor
has a number of existing sites located in, but not limited to, Arizona, that are permitted
for the management of Biosolids under these permits ('Existing Sites"); and
WHEREAS, the District is working with the Orange County Waste and Recycling
to secure entry into their local Orange County landfills, and Contractor is anticipated to -
transport, haul, and deliver Biosolids in amounts determined by the District in the event
this option is implemented; and
WHEREAS, the District is interested in utilizing other sites or facilities as a way to
further diversify its portfolio of Biosolids management options, including, but not limited
to, analyzing the suitability of District Biosolids at different facilities, providing District
Biosolids for research or demonstration facilities, or investigating the suitability of a
facility in meeting District tracking and documentation requirements; therefore,from time
to time, Contractor is anticipated to transport, haul, and deliver Biosolids in amounts
determined by the District to other sites or facilities as directed by the District.
NOW, THEREFORE, in consideration of the mutual promises and covenants set
forth herein,the Parties agree as follows:
Section 1. Definitions
1.1. Backhaul. Means the return trip of a truck, transporting cargo or freight,
especially when carrying goods back over all or part of the same route, thereby reducing
transport costs for ground freight.
1.2. Biosolids. Means the primarily organic material removed and digested to
clean municipal waste water or domestic sewage. The District's Biosolids meet the non-
hazardous material standard according to the California Administration Code's
procedures and the U.S. Environmental Protection Agency's (EPA)Toxic Characteristic
Leaching Procedures test. In addition, Biosolids shall meet the EPA's Pollutant Limits, as
established in 40 Code of Federal Regulations Part 503-Sewage Sludge Regulations
(Table 1) and shall also meet the EPA's Class B Pathogen Reduction and Vector
Attraction Reduction Requirements as stated in 40 Code of Federal Regulations Part
503 Sewage Sludge Regulations. Grit and screenings removed during the wastewater
treatment process shall not constitute Biosolids. Digester cleanings are considered
Biosolids, and may meet Class B requirements.
1.3. Biosolids ManacemeM. Means the transporting, accepting, delivery, and
final use or processing of Biosolids in compliance with all applicable legal requirements
under federal, state, and local law, including but not limited to those requirements
defined in the California Public Resources Code section 40192 and the Federal Code of
Regulations 40 CFR, Part 503.
873622.1
1.4. District's Biosolids. Means Biosolids removed by or generated by the
District during the treatment of municipal waste water or domestic sewage at District
Plants.
Section 2. Nature of Agreement.
This Agreement,when fully executed by the Parties, shall constitute a contract
whereby Contractor agrees to remove and transport, or accept delivery of Biosolids from
District's Reclamation Plant No. 1 and/or Treatment Plant No. 2, in quantities as
determined and directed by District. Contractor shall further agree to manage District's
Biosolids via land application and/or landfill at established/approved sites or at other
mutually agreed upon sites and facilities for the beneficial use of Biosolids. In addition,
Contractor agrees to transport, haul, and deliver Biosolids in amounts determined by the
District to other sites or facilities as directed by the District. Contractor hereby agrees to
provide the services and full the requirements requested in the District's Request for -
Proposal and Scope of Work, attached hereto as Exhibit"A", and incorporated herein,
and Contractor shall provide such services consistent with Contractors proposal,
attached hereto as Exhibit"B", and incorporated herein, or as directed by the District. In
addition, Contractor shall also have the capability of hauling and managing District's
Biosolids to designated locations as determined by the District and must have excess
capacity of a minimum of 750 wet tons per day to manage up to 100% of the District's
daily Biosolids production as a failsafe provision.
Section 3. Term of Agreement.
This Agreement shall be effective as of the date first set forth above and shall
continue in full force and effect for a period of five calendar years, beginning January 1,
2013, and ending December 31, 2017, unless the Agreement is: (1)terminated prior to
the original expiration date pursuant to the terms of this Agreement; or(2) renewed
pursuant to this Section 3, except as subject to early termination as provided in Section
4 of this Agreement. This Agreement may be extended for up to one additional five-year
term by mutual consent of both Parties at any time during this Agreement's original term.
The Parties may renegotiate the fees or prices set forth in Section 17 as a condition of
any such extension.
Section 4. Early Termination.
4.1. Grounds for Early Termination. This Agreement may only be terminated _
at a time prior to the scheduled termination date set forth in Section 3 of this Agreement,
and any renewal thereof by written notice of termination as follows:
A. By either Party in the event the defaulting Party fails to cure a material
breach of this Agreement within thirty(30) days of receipt of a written notice from the
non-defaulting Party of such material breach.
B. By District upon 90 calendar days written notice to Contractor,where
District has determined, in its sole discretion, that the services of Contractor no longer
meet, or are necessary to meet, the District's Biosolids Management needs. In the
event of termination pursuant to this Section 4, subdivision B, Contractor shall have the
opportunity to consult with the District prior to termination and to submit and negotiate
reasonable contract termination expenses, if any.
873622.1
Such costs may include, but are not limited to:
(i) Costs for services and work performed to the date of termination.
(ii) Costs for completing such tasks or work as may be directed by
District.
(iii) Other costs which are reasonably associated with termination.
C. By either Party, in the event of a Force Majeure, if such condition exists
for thirty (30) days or more. Either party may terminate this Agreement by giving notice
in writing in accordance with Section 33. Said notice shall be effective twenty-four(24) -
hours after receipt.
D. District may, after giving Contractor(and the surety, if any)fifteen (15)
days'written notice and to the extent permitted by laws and regulations, terminate the
services of Contractor for cause, upon the occurrence of any one or more of the
following events:
(i) If Contractor fails to perform the work in accordance with the
Contract Documents including, but not limited to, failure to provide Biosolids
Management services established under the terms of this Agreement, refusal or inability
to correct significant non-compliance or management system non-conformance findings,
failure to supply sufficient skilled workers, or failure to provide suitable materials or
equipment;
(ii) If Contractor otherwise violates in any substantial way any
provisions of the Agreement; and/or
(ill) If Contractor is adjudicated bankrupt, voluntarily files for
bankruptcy, or makes any assignment for the benefit of creditors, District may terminate
this Agreement by giving the Contractor written notice of termination. The Agreement
shall terminate on the date specified in the notice of termination.
4.2. Effect of Early Termination. Where Contractor's services have been so
terminated by District, as set forth in this Section 4, the termination will not affect any
rights or remedies of District against Contractor then existing or which may thereafter
accrue. Any retention or payment of moneys due Contractor by District will not release
Contractor from liability.
4.3. Rlahts Upon Termination. On termination of this Agreement by District for
cause, District and Contractor agree as follows:
(i) All of the records in Contractor's possession pertaining to the
operation of the Project, together with all supplies, equipment, or other items of property
owned by District and in Contractor's possession, shall be immediately delivered to
District.
973622.1
(ii) Contractor's right to compensation shall immediately cease,
except that Contractor is entitled to compensation for services rendered before the
termination date.
Section 5. Composition of Biosolids.
All Biosolids to be removed by Contractor shall be digested wastewater Biosolids
that are processed and dewatered by District to an average of 15 or greater percent
solids. The District produces Class B Biosolids by anaerobically digesting primary and
secondary solids at a temperature of approximately 98OF for greater than 15 days.
The District's Biosolids shall meet the non-hazardous material standard according to the
California Administration Code's procedures and the U.S. Environmental Protection
Agency's (EPA)Toxic Characteristic Leaching Procedures test. In addition, the District's
Biosolids shall meet the EPA's alternative Pollutant Limits, as established in 40 Code of
Federal Regulations Part 503-Sewage Sludge Regulations (Table 1). The District's -
Biosolids shall also meet the EPA's Class B Pathogen Reduction and Vector Attraction
Reduction Requirements as stated in 40 Code of Federal Regulations Part 503 Sewage
Sludge Regulations.
Section 8. Ownership of Biosolids.
All Biosolids removed from District's premises by Contractor shall become the
property of and the responsibility of Contractor at the time Contractor takes possession
at District's facilities. In the event the Biosolids are transported by District to the
Contractor's sites, or to other mutually agreed upon sites, the Biosolids shall become the
property of and responsibility of Contractor at the time Contractor takes possession at its
designated location. The District maintains strict oversight of these Biosolids throughout
the final use process, up to, but not limited to, post-Iandfilling inspections and crop,
harvesting inspections.
Section 7. Permitting of Biosolids Management Land Application and Landfill
Sites.
On execution of this Agreement, Contractor agrees to comply with the following:
7.1 Contractor shall maintain in effect all necessary licenses, permits and
other approvals legally required in order to perform this Agreement.
7.2. Contractor shall promptly notify the District of any action or proceeding to
cancel, withdraw or modify any license, permit or insurance policy held by Contractor
that is related to the District's Biosolids, and of the cancellation, withdrawal, loss or
modification of any such license, permit, or policy.
7.3. Contractor shall forward to District copies of all new or revised permits
obtained for its existing land application or landfill sites. Prior to commencing operations
at such other locations as may be agreed to, Contractor shall forward to District copies
of all necessary permits secured in respect to said operations, as defined herein.
Contractor shall demonstrate to District upon request that it has obtained and kept
current all required business authorizations, including but not limited to Contractor's
license and corporate status.
873622.1
Section 8. Scheduled Pickup.
Contractor will at all times have a sufficient number of trucks available for
removal and management of Biosolids produced by the District in accordance with a
prearranged, mutually agreed upon time schedule, location, and in conformance with the
Biosolids management system requirements.
Section 9. Inclement Weather.
Contractor shall provide adequate facilities to insure its ability to manage
Biosolids produced by District during inclement weather.
Section 10. Biosolids Management Plan.
The Contractor shall provide the District with a thorough Biosolids Management -
Plan (BMP) on the effective date of this Agreement. The BMP shall include, but not be
limited to, a complete description of the Contractor's operations, environmental
monitoring, and incident response plan.
Section 11. Biosolids Contractor Requirements
Contractor shall conform to the District's Biosolids Resolutionand Biosolids
Contractor Reouirements, as set forth in Exhibit"C", attached hereto and incorporated
herein, which may be amended from time to time without the need to amend this
Agreement. The District shall provide notice to Contractor and a reasonable amount of
time for compliance with any amendments to the District's Biosolids Resolution and
Biosolids Contractor Requirements. Amendments to Exhibit "C" shall be incorporated
herein. Consequences for non-conformance with District requirements include, but are
not limited to, truck and driver lockout, reduction in number of scheduled loads,
withholding of payment, and grounds for early termination of this Agreement.
District's Biosolids Management System includes requirements for Biosolids
Contractors. Currently, conformance with District's Biosolids Contractor Requirements
includes a commitment to the National Biosolids Partnership's Code of Good Practice
and other applicable good practices, procedures for tracking biosolids, reporting and
record keeping, regulatory compliance, proactive maintenance, self-imposed
requirements, public outreach and documentation, participation in audits and any
required corrective actions, corrective and preventive actions for all inspection findings, -
training and emergency preparedness plans, and other elements that may have
procedural and cost implications for Contractors.
Pursuant to Section 10, Contractor shall develop and submit a Biosolids
Management Plan, which is consistent with the District's Biosolids Contractor
Requirements, prior to execution of this Agreement.
Section 12. Safety.
Contractor's management may be required to attend periodic safety meetings, as
directed by District, and Contractor shall be responsible for insuring that all District safe
working practices are followed by Contractor's personnel. The District may also require
the Contractor to submit safety records.
873622.1
Section 13. Force Maieure.
Notwithstanding any other provisions in this Agreement, neither Contractor nor
District shall be held responsible or liable for failure to meet their respective obligations
under this Agreement, if such failure shall be due to causes beyond the control of the
Party that failed to meet its obligations ("Force Majeure"). Such causes shall be limited,
however, to the following: civil disorder, insurrection or acts of the public enemy, or acts
of a federal or state governmental authority which renders it unlawful to implement this
Agreement. A Party shall immediately notify the other Party in writing of such a
condition. No Party, however, shall be relieved of any obligation or liability if such failure
arises out of such Party's own acts or negligence.
Section 14. Records and Reporting.
Contractor shall keep complete and correct daily records of all Biosolids
Management activities, including, but not limited to, records reflecting the date, quantity,
origin and destination of Biosolids removed,transported, land applied, or landfilled.
Upon request by the District, Contractor shall provide the District timely access to all
such records concerning the management of District's Biosolids, including, but not
limited to, application, planting and harvesting dates, crop yields, and the District may
conduct additional laboratory testing to verify regulatory compliance.
Contractor shall provide the District with a monthly report of activities within 30
days after the end of each month during the tens of this Agreement, commencing one
(1) month from the effective date of this Agreement. The report of activities shall
include, but not be limited to, amount of biosolids hauled and managed, environmental
monitoring data, crops planted and harvested, crop yields, If applicable, quantities of
residuals applied, problems encountered, communications log and outreach efforts, and
approved drivers lists. Contractor shall provide District with an annual report of
compliance with 40 CFR Sections 501 and 503 no later than February 12 of the year
following the calendar year of the report.
Section 15. Compliance with Laws.
15.1 Contractor shall assure that all processes utilized at its existing land
application or landfill sites, or other approved sites, specific to this Agreement, shall
comply with all applicable local, state and federal laws, rules, regulations and
pronouncements including but not limited to the following:
A. All activities shall be conducted in accordance with the rules, regulations,
orders and other requirements, as applicable, set forth by the U.S. Environmental
Protection Agency, Department of Transportation, State of Arizona, State of California,
and not limited to, State of California Water Resource Control Board, California Regional
Water Quality Control Board, State of California CalRecycle, Air Pollution/Air Quality
Control District, County of Orange, Parts 503 of Title 40 of the Code of Federal
Regulations ('Standards for the Use and Disposal of Sewage Sludge", respectively),
Arizona Article 10 Biosolids Regulations, and such other regulations as may be
applicable now or in the future;
$73622.1
B. Contractor recognizes that Part 503 of Title 40 of the Code of Federal
Regulations is a self-implementing rule and that activities conducted at its existing land
application or landfill sites must comply with all applicable general requirements,
pollutant limits, management practices, operational standards, monitoring requirements,
recordkeeping requirements and reporting requirements of the rule. Contractor shall
provide all information relevant to operations at its existing land application or landfill
sites, which the District may include in completing NPDES or other permit applications or
permit-required reports.
15.2. Contractor shall perform under this Agreement in a safe, competent and
compliant manner.
15.3. Contractor shall comply with all applicable federal, state and local laws,
statutes, regulations, ordinances, rules, orders, directives, and pronouncements in
performing its obligations under this Agreement. _
15.4. Without limiting the foregoing, Contractor shall abide by, and shall cause
its employees and subcontractors to abide by, all applicable health, safety and EPA and
Arizona Department of Environmental Quality rules.
15.5. Contractor shall promptly and fully notify the District of any governmental
action or proceeding to enforce any statute, regulation, ordinance, rule, or governmental
order in connection with the District's Biosolids covered under this Agreement.
15.6. Contractor shall keep fully informed of federal, state and local laws,
ordinances and regulations which in any manner affect those employed by Contractor, or
in any way affect the District's Biosolids pursuant to this Agreement.
Section 16. Inspections.
District shall have access to Contractor's existing sites and other sites specific to
this Agreement during normal business hours to conduct inspections of Biosolids
Management and related operations. District shall not be required to give advance
notice of such inspections to Contractor.
Section 17. Compensation.
District shall pay Contractor a Base Land Application Fee plus hauling and
transportation cost of$54.50 per wet ton.
District shall pay Contractor a Base Landfill Tipping Fee plus hauling and
transportation cost of$69.00 per wet ton for Biosolids managed on mutually agreed
upon landfills. In addition, the District shall pay Contractor$6.00 per wet ton to transport
and haul the District's Biosolids to the Orange County Waste and Recycling's Prima
Deshecha Landfill located at 32250 La Pal Avenue, San Juan Capistrano, California.
The District shall pay the Orange County Waste and Recycling's Base Landfill Tipping
Fee as separately negotiated by the District.
District shall pay Contractor a mutually agreed upon Base Fee plus hauling and
transportation cost for Biosolids managed at other mutually agreed upon sites. Such
873622.1
arrangement shall be in writing, authorized by both parties, without the need to amend
this Agreement.
Parties have agreed to a fuel surcharge rate calculation as referenced in Exhibit
°B", attached hereto and incorporated herein, and have agreed that no Consumer Price
Index (CPI)adjustment is applicable to this Contract.
Fuel Surcharge Rate =A(X-Y)
A=Distance Multiplier 1) Kern County=3.0 and 2)Yuma County, AZ=4.8. Where
Distance multiplier is a factor of approximate total miles (round trip), truck fuel efficiency
(assumes 5.5 m/g to Kern and 6.5 m/g to AZ), and an average of 25 tons per truck load.
X= Monthly average fuel Price per gallon
Y= Monthly average fuel price at the date Contract is executed
If the Contractor is able to secure a backhaul, the District shall be credited 50%
of the net profit received by the Contractor for the backhaul. The Contractor shall credit
the District on a bi-weekly basis for any backhaul performed, which the Contractor shall
record and itemize in the regular bi-weekly invoice submitted to the District.
The total annual cumulative amount paid for all of the District's Biosolids
Management, inclusive of the services under this Agreementshall not exceed
$19,000,000 or the total annual biosolids management budget per year without the
District's express written approval.
Contractor shall produce all books, records, invoices and receipts demonstrating
the actual costs of regulatory fees. The Base Land Application Fee or Base Landfill
Tipping Fee may be subject to adjustment for cost Fluctuations based on the sole
discretion of the District if it is determined that an increase in the payment for Biosolids
Management is necessary in order to compensate the Contractor for reasonable costs
incurred in excess of those contemplated at the time this Agreement is executed.
Consumer Price Index adjustment does not apply in this contract. Rate increases shall
be limited to those documented to be necessary to meet the Contractor's increased
expenses.
Contractor agrees to provide the District with written documentation supporting
its request for any increase in the per ton cost to the District.
All Contractor invoices shall be paid within thirty(30) days of receipt by District.
Contractor shall keep proper books of record and accounts of all revenues to be
shared with District which shall contain complete and correct entries of all deliveries of
Biosolids. Said books and records shall, upon written request, be made available for
inspection by a duly authorized representative of District.
Section 18, Payment and Invoicinc.
District shall pay Contractor bi-weekly for services rendered pursuant to this
Agreement upon receipt of an itemized invoice, in a form acceptable to the District to
873622.1
enable audit of the charges thereon. Contractor shall e-mail the invoices to the District
to the address provided in Section 34, to the attention of"Accounts Payable."
Section 19. Insurance to be Maintained by Contractor.
Contractor and all subcontractors shall purchase and maintain,throughout the
term of this Agreement and any periods of warranty or extensions, insurance in amounts
equal to the requirements set forth in the signed Acknowledgement of Insurance
Requirements(attached hereto and incorporated herein as Exhibit"D°). Contractor shall
not commence work under this Agreement until all required insurance is obtained in a
form acceptable to the District, nor shall Contractor allow any subcontractor to
commence service pursuant to a subcontract until all insurance required of the
subcontractor has been obtained and submitted to the District. Failure to maintain
required insurance coverage shall result in termination of this Agreement.
Section 20. Default and Remedies.
20.1. Allegation of Default. In the event either Party violates any of the terms or
conditions of this Agreement or fails, in the opinion of the other Party, to satisfactorily
perform its duties under this Agreement, the aggrieved Party shall deliver an Allegation
of Default to the violating Party. The Allegation of Default shall be delivered in the
manner described in Section 33 of this Agreement. After delivery of the Allegation of
Default, the violating Party shall have thirty (30)days within which to cure the alleged
default or to otherwise respond to the Allegations of Default.
20.2. Event of Default. In the event that either Party to this Agreement shall fail
to comply, in any material respect, with any of its obligations, covenants or
responsibilities under this Agreement within 30 days after an Allegation of Default has
been issued, this shall constitute an Event of Default, and the non-defaulting party shall
be entitled to the remedies set forth below in Section 20.3.
20.3. Remedies for Default. In the event of an uncured event of default of any
material provision of this Agreement, a Party shall be permitted to pursue any remedy
available to it at law or equity; provided, however, that a Party shall have the right to
terminate this Agreement only in accordance with the provisions of Section 4 hereof. The
pursuit of any right or remedy by a party shall not be exclusive of its right to pursue any
other remedies available to it. Neither Party shall have any right of set-off against any
amounts owed under this Agreement for damages claimed under this Agreement.
Section 21. District CEQA Compliance.
The District's obligations under this Agreement shall become effective upon the
successful completion of District's review of the proposed activities pursuant to the
California Environmental Quality Act, Public Resources Code section 21000, at seq.
(CEQA). District shall have no obligations under this Agreement, and the Agreement
shall have no force and effect, unless and until the District determines, in its sole and
absolute discretion, that District has completed all CEQA review, made appropriate
findings under CEQA as required by law, and finally determined to proceed with the
activities described in this Agreement.
873622.1
Section 22. Indemnification.
Except as to the negligence or willful misconduct of the District, Contractor shall
indemnify, defend (at Contractor's sole cost and expense and with legal counsel
approved by the District, which approval shall not be unreasonably withheld), protect and
hold harmless the District and all of District's officers, directors, employees, consultants,
and agents (collectively the"Indemnified Parties"), (a)from and against any claim,
expense, loss, liability, cost, including without limitation, attorney's fees, expert fees, or
consultant fees caused by, resulting from or arising out of the failure of the Contractor,
its employees, subcontractors, representatives and products,to comply fully with
applicable federal, state, or local laws, statutes, regulations, ordinances, rules, or
governmental directives which regulate the acceptance, handling, storage, processing or
management of the District's Biosolids; (b)from all claims, suits and liability for loss or -
damage to any tangible property or persons, including death, caused by any negligent or
willful act of the Contractor, its employees, representatives, subcontractors, or
representatives during the preparation, delivery, acceptance, handling, collection,
storage or management of the District's Biosolids; and (c)from all claims, suits and
liability for personal and environmental injury or harm that results from the preparation, _
acceptance, handling, collection, handling, storage or management of the District's
Biosolids created by the acts or omissions of the Contractor. Contractor's
indemnification obligation hereunder shall survive the expiration or earlier termination of
this Agreement until such time as action against the Indemnified Parties for such matter
indemnified hereunder is fully and finally barred by the applicable statute of limitations.
Section 23. Duty To Defend.
The duty to defend hereunder is wholly independent of and separate from the
duty to indemnify and such duty to defend shall exist regardless of any ultimate liability
of Contractor. Contractor's obligation to defend shall arise immediately upon
presentation of a Claim by any person if, without regard to the merit of the Claim, such
Claim could potentially result in an obligation to indemnify one or more Indemnified
Parties, and upon written notice of such Claim being provided to Contractor. Payment to
Contractor by any Indemnified Party or the payment or advance of defense costs by any
Indemnified Party shall not be a condition precedent to enforcing such Indemnified
Party's rights to indemnification hereunder. In the event a final judgment, arbitration,
award, order, settlement, or other final resolution expressly determines that the claim did
not arise out of, pertain to, or relate to the negligence, recklessness, or willful
misconduct of the Contractor, to any extent, then the District will reimburse Contractor
for the reasonable costs of defending the Indemnified Parties against such Claims.
Section 24. Attorneys' Fees.
In the event that legal action is commenced by either of the Parties hereto in
connection with this Agreement, the Party prevailing in any such action shall be entitled
to recover from the other Party or Parties, in addition to such other relief as the Court
may grant, all reasonable attomeys'fees and costs incurred by the prevailing Party.
Section 25. Contractor's Status.
It is understood and agreed that the Contractor is, and shall be, acting at all times
as an independent contractor herein, and not as an employee of District. Contractor
873622.1
shall secure, at its own expense, and be responsible for, any and all payment of
applicable taxes including Social Security(FICA), State Disability Insurance
Compensation, Unemployment Compensation, employee payroll taxes, and any other
payroll deduction for Contractor and its officers, agents, and employees in connection
with the services to be performed under this Agreement. The relationship between the
Parties shall be limited to performance of this Agreement in accordance with its terms.
Unless otherwise specifically stated herein, neither Party shall have any responsibility
with respect to the services to be provided or contractual benefits assumed by the other
Party. Nothing in this Agreement shall be deemed to constitute either Party a partner,
agent or legal representative of the other Party. No liability or benefits, such as workers
compensation, pension rights or liabilities, or other provisions or liabilities arising out of
or related to a contract for hire or employer/employee relationship, shall arise or accrue
to any Party's agent or employee as a result of this Agreement or the performance
thereto.
Section 26. Successors and Assigns.
The terms and conditions of this Agreement shall inure to the benefit of and be
binding upon the Parties hereto and their respective heirs, representatives, successors,
and assigns. No assignment of this Agreement shall be effective without the prior
written consent of the non-assigning Party.
Section27. Further Assurances.
Whenever requested by the other Party, each Party shall execute, acknowledge,
and deliver all further conveyances, agreements, confirmations, satisfactions, releases,
powers of attorney, instruments of further assurance, approvals, consents, and all further
instruments and documents as may be necessary, expedient, or proper to complete any
conveyances, transfers, sales, and agreements covered by this Agreement, and to do all
other acts and to execute, acknowledge, and deliver all requested documents to carry
out the intent and purpose of this Agreement..
Section 28. Third-Party Rights.
Nothing in this Agreement, express or implied, is intended to confer on any
person, other than the Parties to this Agreement and their respective successors and
assigns, any rights or remedies under or by reason of this Agreement.
Section 29. Entire Agreement: Modifications in Writing.
All previous negotiations had between the Parties hereto and/or their agents with
respect to this Agreement are merged herein and this Agreement alone fully and
completely expresses the Parties' rights and obligations. This Agreement shall not be
modified in any manner except by an instrument in writing executed by the Parties or
their respective successors in interest.
Section 30. Severability.
Should it be found that any part of this Agreement is unlawful or unenforceable,
such part or parts of this Agreement shall be of no force or effect, and this Agreement
shall be treated as if such part or parts had not been inserted.
873622.1
Section 31. Interpretation.
Each of the Parties hereby waives any provisions of law to the effect that an
ambiguity in a contract or agreement should be interpreted against the Party that drafted
the contract, agreement, or instrument.
Section 32. Governing Law.
This Agreement shall be governed by and construed according to the laws of the
State of California.
Section 33. Notice.
Any notice, payment, or instrument required or permitted to be given hereunder
shall be deemed received upon personal delivery, email delivery or upon deposit in the
United States mail, registered or certified, postage prepaid and addressed to the Party
for whom intended as follows:
If to Contractor. d(L
%5Z,4 E. PW&Nar uC
Fvyai.o, cth a3'726
If to District: Orange County Sanitation District
10644 Ellis Avenue
Fountain Valley, California 92706
Attention: Contracts Manager
mdubois@ocsd.com
With a copy to: Bradley R. Hogin
General Counsel—OCSD
Woodruff, Spradlin &Smart
555 Anton Boulevard, Suite 1200
Costa Mesa, California 92626
bhogin@wss-law.com
873622.1
Section 34. Authority.
The individuals executing this Agreement and the instruments referenced herein
on behalf of the Parties each represent and warrant that they have the legal power, right
and actual authority to bind the Parties to the terms and conditions hereof and thereof.
Section 35. Waivers.
No waivers or failure to exercise any right, option or privilege under the terms of
this Agreement on any occasion shall be construed to be a waiver of any other right,
option or privilege on any other occasion.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the
day and year first above written.
"DISTRICT"
ORANGE COUNTY SA TATION DISTRICT '
By
Chair, Boa of D ectors
By
C erc t and
By —
ontra s/Purchasing Manager
APPROVED AS TO FORM:
Bradley R. Hogin
General Counsel
By
'CONTRACTOR"
Mule Clav,��.
By
Its President or th rized designee
873622.1
OPERATIONS COMMITTEE Melting Dat0 TOBE.Of Dir.
06/07/17 O6/28/17
AGENDA REPORT Item Item Number
6
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: Jim Colston, Director of Environmental Resources
SUBJECT: 2017 AUDIT REPORT OF ORANGE COUNTY SANITATION DISTRICT
SEWER SYSTEM MANAGEMENT PLAN (SSMP)
GENERAL MANAGER'S RECOMMENDATION
Receive and file the Final WDR/SSMP Audit Report dated May 19, 2017.
BACKGROUND
The Orange County Sanitation District (Sanitation District) Sewer System Management
Plan (SSMP) audit was last received and filed by the Board of Directors in December
2015. The Sanitary Sewer System Waste Discharge Requirement Order (SSS WDR
Order) requires the SSMP to be re-audited every two years.
The 2017 audit found no non-compliance deficiencies, four major non-conformance
deficiencies, 13 minor deficiencies, and 10 best practice opportunities. The administrative
deficiency findings were corrected. The other findings are being reviewed and considered
by Environmental Services and Operations and Maintenance staff to determine whether
the recommended action will benefit the Sanitation District. The current version of the
Sanitation District's SSMP is posted on the website for public awareness and
transparency.
RELEVANT STANDARDS
• Comply with sanitary sewer overflow regulations (SSS WDR Order)
• Maintain a proactive asset management program
• Less than 2.1 sewer spills per 100 miles
PRIOR COMMITTEE/BOARD ACTIONS
December 2015 - Board of Directors received and filed the 2015 Waste Discharge
Requirement (WDR)for SSMP Audit Report dated July 31, 2015.
March 2012 - Board of Directors approved the SSMP dated March 28, 2012.
May 2009 - Board of Directors approved the SSMP dated May 1, 2009.
October 2008-Board of Directors received and filed the SSMP Compliance Status Report
dated September 24, 2008.
Page 1 of 2
July 2007 - Board of Directors approved the SSMP Development Plan and Schedule.
October 2006 - Board of Directors approved the development and implementation of a
compliance program with the Sanitary Sewer System WDR Order.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.coml with the
complete agenda package:
Final WDR/SSMP Audit Report dated May 19, 2017
Page 2 of 2
FINAL WDR/SSMP Audit Report
Orange County Sanitation District WDR/SSMP Audit
Subject: 2015-2016 WDR/SSMP Audit
Prepared for: Dindo Carrillo, OCSD
Prepared by: Michael Flores, Jennifer Duffy—HDR
Reviewed by: Eric Scherch— HDR
Date: May 19, 2017
Purpose
The purpose of this document is to report the results of the Waste Discharge Requirements
(WDR) Audit conducted for the Orange County Sanitation District (OCSD/District) covering
Calendar Years (CY) 2015 and CY 2016. This report was prepared pursuant to the
requirements included in the State Water Resources Control Board Order No. 2006-0003 —
Statewide General Waste Discharge Requirements for Sanitary Sewer Systems (WDR). The
audit requirements are:
As part of the Sewer System Management Plan (SSMP), the Enrollee shall conduct periodic
internal audits, appropriate to the size of the system and the number of SSOs. At a minimum,
these audits must occur every two years and a report must be prepared and kept on file. This
audit shall focus on evaluating the effectiveness of the SSMP and the Enrollee's compliance
with the SSMP requirements identified in this subsection (D.13), including identification of any
deficiencies in the SSMP and steps to correct them."
This audit serves as the District's 2017 SSMP audit. The District is in compliance with the SSMP
Program Audit element.
Background
The District is a regional sewer agency formed to address the need for sewage collection,
treatment, and disposal for 20 cities and four special districts in Orange County. The District is
responsible for operation and maintenance of a sanitary sewer system that includes 369 miles
of sewer mains and 15 outlying lift stations'. In August 2016, the District successfully transferred
approximately 170 miles of local sewers serving parts of Tustin and unincorporated areas north
of Tustin to the East Orange County Water District, allowing the District to focus on regional
wastewater collection, treatment, and recycling. The District is not responsible for maintenance
of sewer laterals. The District Board last adopted an updated version of the SSMP on March 28,
' Source: State Water Resources Control Board, California Integrated Water Quality System, Sanitary
Sewer Overflow database. Data downloaded on March 31, 2017.
May 19,2017 1
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
2012. The District's SSMP was last revised on January 18, 2017 and did not include significant
updates.
WDR/SSMP Audit
This audit reviews the period between January 1, 2015 and December 31, 2016 and is the
fourth WDR Audit performed to meet WDR requirements for completion of an audit a minimum
of once every two years. The previous audit was completed on July 31, 2015. This audit
assesses the current state of WDR compliance with the provisions included in the WDR
including Provision D.13, identifies any deficiencies found in the SSMP, and recommends
corrective actions. In addition, the audit provides an evaluation of SSMP effectiveness. The
District intends to use the audit results to maintain SSMP compliance and performance in
reducing sewer overflows.
HDR conducted the audit on behalf of the District through a series of meetings with District staff
involved with implementation of activities required by provisions included in Provision D.13 of
the WDR. The HDR Audit Team members and District staff supporting the audit interviews and
audit process are identified in Table 1.
Table 1:WDR Audit Team Members
Team Member Organization Role
Dindo Carrillo OCSD WDR Audit Project Manager& Subject
Matter Expert
Michael Flores HDR Lead Auditor
Jennifer Duffy HDR Technical Expert, System Evaluation and
Capacity Assurance Plan
SSMP audit interviews were performed over a three-day period starting on March 13, 2017 and
concluding on March 16, 2017. The order of the audit interviews, WDR provision audited, and
District staff interviewed is documented in Table 2:
May 19,2017 2
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Table 2:Audit Meeting Participants
Date WDR Topics Interviewees
Provision
Section
3/13117 D.13 (vi) Overflow Emergency Response Plan Dindo Carrillo
Reporting
3/13/17 D.13 vii FOG Control Program Merrill Seiler
3/13/17 D.13 (i) Goal Jim Colston
D.13 (ii) Organization Ron Coss
Lisa Frigo
D.13 (iii) Legal Authority
3/13/17 D.13 (viii) System Evaluation and Capacity Eros Yong
Assurance Plan Wendy Smith
3/13/17 D.13 (x) Monitoring, Measurement, and Program Ron Coss
Modifications Lisa Frigo
SSMP Program Audit Michele Farmer
3/13/07 D.13 (xi) Communication Program Jennifer Cabral
3/14/17 D.13 (iv) O&M Program- Information and Data Mark Esquer
Management, Decision-Making—Small Andrew Brown
Diameter Contractor Cleaning and
CCTV
3/14/17 D.13 (iv) O&M Program— Information and Data Mark Esquer
Management—Large Diameter Andrew Brown
Inspection, Assessment, and Decision- Peter Chaffs
Making David Andrade
Erik Slratmoen
3/14/17 D.13 (iv) O&M Program— Information and Data Santiago Escobar
Management—Pump Station O&M, Adam Newsom
RCM, Inspection, Condition
Assessment, and R&R Decision-Makin
3/14/17 D.13 (iv) O&M Program— Information and Data Mike Bolster
Management—In-House Cleaning PM
for Large and Small Diameter Pipes
3/14/17 D.13 (iv) O&M Program— Funding and Adequate Mark Esquer
Resources and Accounting Practices Mike White
3/16/17 D.13 (vi) Overflow Emergency Response Plan — James Cabral
Response, Containment, Clean-up John Gonzalez
Erik Stratmoen
3/16/17 D.13 (iv) O&M Program— Review of Cleaning and James Cabral
Inspection CMMS Records John Gonzalez
Mike Bolster
3/16/17 D.13 (iv) O&M Program— Review of Contractor Mark Esquer
Cleaning Crew CMMS Records and Andrew Brown
Documentation
3/16/17 D.13 (iv) O&M Program— Review of Pump James Cabral
Station Crew CMMS Records and Mike Bolster
Documentation
May 19,2017 3
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Evaluation of SSMP Effectiveness
Overall, based on the analysis of sanitary sewer overflow(SSO)trends over the last two years
and the results of the WDR/SSMP audit, the overall program for managing, operating, and
maintaining the sewer system has continued to improve and operate at a high level of
performance.
Sewer Overflow Performance
An important measure of the effectiveness of the SSMP is sewer overflow performance. This
section reviews the District's recent sewer overflow performance through analysis of the sewer
overflow data reported to the State Water Resource Control Board (SWRCB) California
Integrated Water Quality System (CIWQS)SSO database.
Number of Sewer Overflow Events Per 100 Miles
The District has maintained a sewer overflow rate averaging less than 1.15 SSOs per 100 miles
of sewer pipelines per year consistently over the past two years as indicated by the 12-month
rolling average SSO rate over that period. Over the last five years, the District has consistently
operated below 1.31 SSOs per 100 miles per year as shown in Figure 1. This SSO rate is well
below the average annual SSO rate during the same period of the combined forty-nine (49)
agencies in Region 8 that do not have sewer lateral responsibility. Figure 1 shows the 12-
month rolling average of SSOs per 100 miles of pipelines per year from January 2012 through
March 2017 for all OCSD sewer mains versus the combined 49 agencies in Region 8 without
lateral responsibility. Figure 1 also separates OCSD sewer mains into two categories: local
sewers and regional sewers. Local sewers are sewer mains serving only one agency. Regional
sewers convey flow from more than one agency and are larger pipelines. As can be seen in
Figure 1, the local sewers have a higher SSO rate than the regional sewers due to a
significantly higher likelihood of a blockage causing an overflow in these smaller pipelines.
Gallons Spilled Per 100 Miles
Another performance measure indicating the effectiveness of the SSMP is the volume spilled
per 100 miles of pipelines. The District has maintained a sewer overflow volume of less than 17
gallons per 100 miles of sewer pipelines per year consistently over the past two years as
indicated by the 12-month rolling average SSO volume per 100 miles over that period. The
District has actually maintained this same level over the past five years as shown in Figure 2.
As shown in Figure 2, this SSO volume per 100 miles is well below the average SSO volume
per 100 miles of the other 49 agencies in Region 8 that do not have lateral responsibility.
R Region 8 refers to Regional Water Quality Control Board, Santa Ana Region.
May 19,2017 4
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Figure 1: 12-Month Rolling Average of SSOs per 100 Miles of Sewer Pipeline per year
3.50
3.00
2.50
g
e 2.00
f
g 1.50
x
1.00
0.50
cm
as
Montle-year
--SD-a,Sewers —OCSOnegbnalsewers
�AIIt%SD Sawa,s —eegbn SSW. rw/o lrtaral arspomlblllry
Figure 2: 12-Month Rolling Average of Gallons Spilled per 100 Miles of Sewer Pipeline per year
250
200
g
C
f 150
S
8
� 100
3 so
7i
0
aaaa
t `e s $ k X€€ t $ }ggt t o s $ k t t s g k€€ t t
i s x s 8 3 s s 4 x ' a %
A = .g = .% _ .k = 9f =
Monty-Year
:OCSDLoeal Ywers —OCSO Regional Sewers
All O03D Sewers —Region asystems w/o lateral RmyomlbI1ky
May 19,2017 5
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Number and Size of Sewer Overflows
During the period between January 1, 2015 and December 31, 2016, the District experienced
seven (7) SSOs with six(6) SSOs occurring in local sewer gravity mainlines and one (1) SSO
occurring in the regional sewer system. Over the past five years, the District has experienced a
total of 20 SSCS. The number and volume category of SSOs in the local and regional system
can be seen in Figure 3 and Figure 4.
Figure 3: Number of SSOs for Local and Regional Systems by Calendar Year
7
x 6
N 5
N
�O 4
a 3
E2
0
2 1
0
2012 2013 2014 2015 2016
Calendar Year
a Local ■Regional
Figure 4:SSO Volume for Local and Regional Systems by Calendar Year
8000
e7000
s 60Dg
n
5000
E 4aoo
2 3000
O
e: 2000
A 1000
N
e
2012 2013 2014 2015 2016
Calendar Year
•local aReeonal
In the past five years, 13 out of 20 SSOs (65 percent) had volumes of less than 1,000 gallons.
Of the six (7) SSOs larger than 1,000 gallons, four(4)occurred prior to 2015. OCSD did not
experience any SSO greater than 1,000 gallons in CY 2013. Table 3 shows the number and
size of all SSOs occurring in the OCSD sewer system between CY 2012 through CY 2016. It
should be noted that OCSD only experienced one SSO in Calendar Year 2013 and two SSOs in
Calendar Year 2016, which is an outstanding achievement.
May 19,2017 6
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Table 3:Number and Size of All OCSD SSOs from CY 2012 through CY 2016
Size of SSO(gallons) CY 2012 CY2013 CY2014 CY2015 CY2016 TOTAL
Greater than 10,000 0 0 0 0 0 0
From 1,000 to 9,999 3 0 1 2 1 7
From 100 to 999 0 1 4 3 0 8
From 10 to 99 2 0 1 0 1 4
From 1 tog 1 0 0 0 0 1
Total 6 1 6 5 2 20
Causes of SSOs
SSOs caused by roots (9) and grease (1) accounted for 50 percent of SSOS occurring from the
District's sewer system between January 1, 2012 and December 31, 2016 as shown in Table 4.
Of the remaining ten (10) SSOs, four(4)were caused by construction-related issues, two (2)
were caused by pump station-related issues, two (2)were caused by operator error, and the
remaining two were caused by other causes.
Table 4:Causes of OCSD SSOs(111/2012-12/31/2016)
Cause of SSO Number Numbert20
Percent of Total
of SSO of SSOs
In Local In
System Regional
System
Blockage:
Roots 9 0 45%
Grease 1 0 5%
Subtotal for Blockage 10 0
Construction-Related 2 2 20%
Pump Station-Related 0 2 10%
Operator Error 0 2 10%
Structural 0 1 5%
Other 1 0 5%
TOTAL(ALL) 13 7 100%
May 19,2017 7
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Review of Effectiveness of SSMP and Audit Narrative
The following sections focus on evaluating the effectiveness of each chapter of the SSMP and
provide a narrative of the audit findings.
Chapter 1 —Prohibitions and Provisions
WDR Requirement: The WDR does not require this section to be part of the SSMP.
Audit Finding: This chapter explicitly documents all of the prohibitions and provisions included
in the WDR and provides a means for the District Board to acknowledge and approve all
provisions and prohibitions included in the WDR, not just Provision D.13 that requires the
development and implementation of the SSMP.
Chapter 2 -Goal
WDR Requirement: The goal of the Sewer System Management Plan (SSMP) is to provide a
plan and schedule to properly manage, operate, and maintain all parts of the sanitary sewer
system. This will help reduce and prevent SSOs, as well as mitigate any SSOs that do occur.
Audit Finding: As stated in the OCSD SSMP, the goal of the SSMP is to provide a plan and
schedule for measures to be implemented to prevent SSOs. Overall, the programs, plans,
systems, and practices the District employs to manage, operate, and maintain the sewer system
resulted in a 12-month rolling average SSO rate that consistently remained at or below 1.15
SSOs per 100 miles of pipelines per year over the last two years. This indicates the District has
been effective with achieving this goal. The District is in compliance with the Goal element
requirement of WDR Provision D.13.
Chapter 3—Organization
WDR Requirement: The Sewer System Management Plan (SSMP) must identify.,
a. The name of the responsible or authorized representative as described in Section J of
this Order.
b. The names and telephone numbers for management, administrative, and maintenance
positions responsible for implementing specific measures in the SSMP program. The SSMP
must identify lines of authority through an organization chart or similar document with a narrative
explanation; and
C. The chain of communication for reporting SSOs, from receipt of a complaint or other
information, including the person responsible for reporting SSOs to the State and Regional
Water Board and other agencies if applicable (such as County Health Officer, County
Environmental Health Agency, Regional Water Board, and/or State Office of Emergency
Services (OES)).
Audit Findings:
The District is in compliance with the Organization element requirement of WDR Provision D.13.
• The authorized representative is Mark Esquer, Collection Facilities Manager, O&M
Division.
May 19,2017 a
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
o The organization chart also shows both Jim Herberg and John Gonzalez as
legally responsible officials (LROs). The State Water Resources Control Board
CIWQS SSO database also indicates both Jim Herberg and John Gonzalez as
LROs.
o Ed Torres is not currently shown as a legally responsible official in the
organization chart or in the State Water Resources Control Board CIWQS SSO
database. OCSD may want to consider including Ed Torres as a legally
responsible official since he ultimately oversees the Collection O&M crews
responsible for pipeline and pump station emergency response, operations, and
maintenance.
• The District has assigned roles and responsibilities for development and implementation
of specific measures in the SSMP program. Appendix C is up-to-date and includes an
organization chart with line of authority indicating the names and telephone numbers for
management, administrative, and maintenance positions responsible for implementing
specific measures of the SSMP. Attachment C also includes a narrative explanation of
the responsibilities of each of the positions. There are inconsistencies between the titles
used on the Organizational Narrative versus those shown on the Program
Organizational Chart making it challenging for someone outside of the OCSD
organization to follow, yet both documents are mostly up-to-date and comply with the
WDR requirement.
o The title for the Principal Public Affairs Specialist needs to be updated to reflect a
recent promotion.
o The lines of authority for staff performing reliability testing for pump stations is not
indicated on the organization chart or within the organization narrative.
• Appendix P1 of the SSMP contains a SSO Response Flow Chart and Appendix P3
contains SSO Notification Procedures clearly documenting the chain of communication
and notifications.
Chapter 4—Legal Authority
WDR Requirement: Each Enrollee must demonstrate, through sanitary sewer system use
ordinances, service agreements, or other legally binding procedures, that it possesses the
necessary legal authority to:
a. Prevent illicit discharges into its sanitary sewer system (examples may include I/l,
stormwater, chemical dumping, unauthorized debris and cut roots, etc.);
b. Require that sewers and connections be properly designed and constructed;
C. Ensure access for maintenance, inspection, or repairs for portions of the lateral owned
or maintained by the Public Agency;
d. Limit the discharge of fats, oils, and grease and other debris that may cause blockages,
and
e. Enforce any violation of its sewer ordinances.
May 19,2017 9
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Audit Finding: The District is in compliance with the Legal Authority requirement of the WDR
Provision D.13. Legal authorities satisfying the requirements of the WDR are included in the
District's ordinances, Engineering Design Guidelines, and the Sewer Connection Application
and Permit for Construction. The District has two ordinances providing legal authorities related
to the WDR:
• Wastewater Discharge Regulations, Ordinance No. OCSD-48 (OCSD-48)
• Fats, Oils, and Grease Control Regulations Applicable to Food Service Establishments,
Ordinance No. OCSD-25 (OCSD-25)
OCSD-48 was adopted on February 24, 2016 and was effective on July 1, 2016. OCSD-48
replaced OCSD-39.
OCSD-25 was passed on November 17, 2004 and was effective on January 1, 2005.
These ordinances, along with the District's engineering design guidelines and connection
permit, provide the District with the authority to prevent illicit discharges, require sewers be
properly designed, limit discharge of fats, oils, and grease, and enforce violations of sewer
ordinances.
Table 5 identifies linkages to the District ordinances, Engineering Design Guidelines, and
connection permit for each of the legal authority requirements.
OCSD claims responsibility for maintaining and repairing the first four feet of local satellite
agency pipelines connecting to OCSD sewers. In most cases, a satellite agency's pipeline
connects to the District's sewer system at an OCSD structure providing the District with access
to the portion of local agency sewer OCSD is responsible for maintaining and repairing.
May 19,2017 10
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Table 5:Summary of OCSD Legal Authorities
Requirement District Engineering Design Meets
Ordinances Guidelines or WDR
Connection Permit Require-
ments?
GENERAL am
Prevent illicit discharges into the wastewater OCSD-48, 201 Yes
collection system
Limit the discharge of fats, oils, and grease OCSD-25,2.2 Yes
and other debris that may cause blockages
Require that sewers and connection be Chapter 12.2& 12.3 Yes
properly designed and constructed
Require proper installation, testing, and Chapter 12.4 Yes
inspection of new and rehabilitated sewers
Included in Project
specifications for
rehabilitated sewers
LATERALS
Clearly define District responsibility and District references Sewer Connection Yes
policies California Civil Application and Permit
Code 831. for Construction
Ensure access for maintenance, inspection, or Not applicable. District does not own, operate, or
repairs for portions of the service lateral maintain any portion of service laterals connecting
owned or maintained by the District private buildings to District sewers.
Control infiltration and inflow (1/1) from private OCSD-48,203 Yes
service laterals
FOG SOURCE CONTROL
Installation of grease removal device(GRE) OCSD-25,2.5 Yes
Design standards for GRE OCSD-25,4.2-4.3 Yes
Maintenance and t3MP requirements OCSD-25,2.4& Yes
3.3 &4.5-4.6
Record keeping and reporting OCSD-25, 3.3& Yes
5.1
Authority to inspect grease producing facilities OCSD-25, 5.2-5.3 Yes
ENFORCEMENT
Enforce any violations of sewer ordinances OCSD-48,Article Sewer Connection Yes
6 Application Permit for
Construction
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Chapter 5—Operation and Maintenance Program
WDR Requirement: The Sewer System Management Plan (SSMP) must include those
elements listed below that are appropriate and applicable to the Enrollee's system:
a. Maintain an up-to-date map of the sanitary sewer system, showing all gravity line
segments and manholes, pumping facilities, pressure pipes and valves, and applicable
stormwater conveyance facilities;
b. Describe routine preventive operation and maintenance activities by staff and
contractors, including a system for scheduling regular maintenance and cleaning of the sanitary
sewer system with more frequent cleaning and maintenance targeted at known problem areas.
The Preventative Maintenance (PM)program should have a system to document scheduled and
conducted activities, such as work orders;
C. Develop a rehabilitation and replacement plan to identify and prioritize system
deficiencies and implement short-term and long-term rehabilitation actions to address each
deficiency. The program should include regular visual and TV inspections of manholes and
sewer pipes, and a system for ranking the condition of sewer pipes and scheduling
rehabilitation. Rehabilitation and replacement should focus on sewer pipes that are at risk of
collapse or prone to more frequent blockages due to pipe defects. Finally, the rehabilitation and
replacement plan should include a capital improvement plan that addresses proper
management and protection of the infrastructure assets. The plan shall include a time schedule
for implementing the short- and long-term plans plus a schedule for developing the funds
needed for the capital improvement plan;
d. Provide training on a regular basis for staff in sanitary sewer system operations and
maintenance, and require contractors to be appropriately trained;and
e. Provide equipment and replacement part inventories, including identification of critical
replacement parts.
Audit Finding: The District is in compliance With the Operation and Maintenance Program
element of WDR Provision D.13. The primary measure of the effectiveness of the operation and
maintenance program is SSO performance improvements over time. The District has sustained
a 12-month rolling average SSO rate in the sewer system of less than 1.15 SSOS per 100 miles
of sewer pipelines per year over the last two years, placing OCSD in the category of high-
performing sewer systems. The Operation and Maintenance Program is a key contributor to the
high level of SSO performance achieved in the last five years through the following efforts:
• An aggressive sewer cleaning program on all pipes from 8 to 12 inches in diameter. This
size class of pipes is cleaned on a 12 to 18-month schedule with higher-risk pipes and
areas cleaned every 12 months and lower risk pipes and areas cleaned very 18 months.
Known trouble spot sewer segments are cleaned on a 1-month or 3-month schedule.
• A five-year cleaning cycle for all regional sewers, less than or equal to 42-inch diameter,
and more frequent cleaning of known problem regional sewer pipe segments. Trouble
spots and siphons are cleaned every 4 weeks to 3 months based on historical cleaning
needs, which may include pipe segments larger than 42-inch diameter.
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• Systematic CCTV inspection of the sewer system on a 7-year cycle, beginning with the
problematic and older portions of the system, enabling the District to identify and monitor
structural deficiencies in the early stages of deterioration and determine appropriate
corrective actions.
• Well-trained collection system employees with all employees above the Maintenance
Worker classification maintaining CWEA Collection System Maintenance certifications at
or above levels required for their position.
• Accurate and up-to-date mapping of the sewer system to support SSO response and
preventive maintenance activities. District response crews also have access to
stormwater drainage system mapping to support sewer overflow response and recovery.
• A pump station maintenance and inspection program with a well-defined maintenance
schedule, documented standard operating procedures, checklists, and daily SCADA
data review.
Operations and Maintenance Program findings include:
• As noted previously, the District transferred approximately 170 miles of gravity sewers to
East Orange County Water District.
o The transfer included approximately 180 food service establishments
connected to the pipelines.
o The transfer also included a Combination JetterNacuum truck and all
available maintenance and CCTV data and videos.
The remaining pipelines the District currently owns amounts to approximately 369 miles
of gravity sewer mains, 31 miles of force mains, and 15 pump stations. Figure 5
provides a breakdown of the remaining miles of gravity sewer pipelines into four pipe
size categories.
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Figure 5:Miles of Gravity Pipelines Remaining in OCSD Sewer System
180 167
160 —
N
C 140 1a0
1 120
6
100
t10 80
17 63
"Y 60
N
Y
20 4
0 —
8 inches 10 to IS inches 20 to 41 inches 42 inches and
greater
Diameter
• The District has defined "regional" pipes as all pipelines that convey flow from two or
more agencies. In some cases, OCSD has transferred pipe segments, historically owned
and operated by the District, back to local agencies when those pipes only serve that
one agency. There are exceptions to this rule. For example, the City of Huntington
Beach is not equipped to handle the maintenance of a 30-inch diameter pipeline and
pump station serving only that City. OCSD is going to continue operating and
maintaining those assets.
• OCSD is going to release a new contract for cleaning of the smaller diameter pipes (less
than or equal to 12 inches diameter) remaining in the District's collection system and is
considering cleaning these pipelines on a 12-month cleaning cycle. According to GIS,
this is approximately 24 miles of pipelines.
o Contractors are provided a Microsoft Excel Spreadsheet to document cleaning
activities and the amount and type of material found during cleaning.
o Contractors are asked to document any "out-of-the-ordinary" issues found at the
manholes in a general comments field. Any issues contractors identify are
reviewed by OCSD inspectors and are either assigned to Collection O&M or to a
contractor to address.
• As noted in Appendix 11 of the SSMP, all pipelines greater than 12-inch diameter and
less than or equal to 42-inch diameter are cleaned at least once every 60 months. Pipe
segments in this size class with known maintenance issues are cleaned more frequently
based on historical knowledge and experience. OCSD uses a tire cleaning similar in
nature to balling. The tire diameter is slightly smaller than the diameter of the pipe and
the hydraulic force of the water around the tire flushes the pipe segment clean. The tire
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provides the added benefit of serving as a proofing device by verifying an object of
similar diameter to the pipe is able to pass through the entire pipe segment.
• The District has developed a master schedule for system-wide CCTV inspection. The
collection system has been divided into five areas. The District currently has a backlog of
CCTV inspection and made one of the five areas larger than the other four to address
the backlog. The CCTV inspection schedule is going to be placed into the Maximo
CMMS in mid-2017.
o OCSD obtains a CCTV contract for all pipes and all sizes. The contract
provides different units costs for working in primary versus secondary
roadways, including costs for traffic control.
o The CCTV contract is only for conventional CCTV inspection. Multi-sensor
inspection would require a separate contract.
• Force main inspection is still and will likely continue to remain problematic due to limited
access. OCSD has used Smartball to assess the condition of some force mains and in
some cases has performed external inspection on metallic pipelines. OCSD should
consider developing a programmatic force main inspection and condition assessment
plan that evaluates current force main access and materials, identifies potential
improvements to improve access, and documents the best approach currently available
to assess condition given the current state of maintenance accessibility and material
specific to each force main.
• Siphons are inspected using a proofing tool (e.g., tire). CCTV is not performed on
siphons since the data collected yields no value since the pipeline is fully submerged.
• OCSD has a two-tier approach to manhole inspection.
o A separate OCSD manhole inspection crew performs Tier 1 inspections using the
Trimble mobile data unit. A Tier 1 inspection is a short-form inspection designed
to determine whether the condition is acceptable or if additional inspection is
required.
o OCSD hires a contractor to perform Tier 2 manhole inspections using National
Association of Sewer Service Companies (NASSCO) Manhole Assessment and
Certification Program (MACP) standards for manhole inspection. A Tier 2
inspection gathers coded observations of specific manhole maintenance,
structural, and construction defects. This data becomes the basis for remediation
decision-making and, if required, remediation design.
o The overall goal is to inspect all manholes at least once every seven (7) years,
with an internal goal to achieve this on a 5-year cycle.
• In January 2015, the District implemented Maximo Computerized Maintenance
Management System (CMMS) to plan, schedule, and document maintenance activities
performed on the sewer system as well as to support documentation of important
information collected during maintenance at the asset level. The audit team reviewed a
random set of Collection O&M sewer cleaning and pump station maintenance work
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orders in the Maximo CMMS to determine the accuracy, completeness, and usefulness
of the data collected. The audit team also reviewed the maintenance supervisor
dashboards to see how supervisors are interacting with the dashboard to manage work
activities.
o Preventive maintenance routes and schedules were migrated from the
CASSWorks CMMS into the Maximo CMMS. CASSWorks did not have step-by-
step protocols that could be migrated into Job Plans in Maximo. Maintenance
Planning staff are developing Job Plans in Maximo. Ideally Job Plans would be
updated over time to reflect actual protocols followed by Collection O&M crews in
the field. This will require feedback from Collection O&M crews back to
Maintenance Planning. One issue with the Job Plans for pump station crews is
the lack of connectivity in the pump stations. Pump station crews also perform
these activities so often, there is not a need to read Job Plans to be able to
perform the work. The District should develop a plan to update generic Job Plans
to become station-specific to improve the ability of the organization to pass this
knowledge to future Collection O&M pump station maintenance employees.
Once updated, the only time these Job Plans would need to be modified are
when something changes at the station (i.e., different equipment purchased,
different materials used for upkeep, etc.). The other reason is if something is
wrong and is brought to the attention of the Maintenance Planner such as a
safety issue or something to increase operational efficiency. The key is to invest
the time up front to ensure the Job Plans have appropriate detail and are correct.
This may require multiple visits to the pump station to ensure everything is
covered. The District may want to consider revisiting Job Plans once every five
years to ensure everything is still the same and no further improvements can be
made.
o OCSD is using time-based work order scheduling. Work orders are generated
whether previous work orders were completed or not. During the early
implementation phase, work orders that were late could be cancelled and
cancelled work orders would not be counted in the PM Compliance performance
metric as being past due. This created the incentive to cancel late work orders to
achieve PM Compliance goals. Recent reporting improvements now count
cancelled work orders, removing the incentive to use this approach.
o OCSD is using a centralized maintenance planning unit to plan maintenance
activities and create planned Maximo work orders. The overall plan for system
maintenance is clearer now. Communication through the chain of command is
improving. Documentation of work activities has improved.
• Maintenance planners (Instrumentation Planner, Electrical Planner, and
Collection O&M Planner) meet weekly to discuss upcoming work to take
advantage of opportunities to schedule maintenance activities between
different trades working at a site.
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• Maintenance planners create job plans, issue work, and help supervisors
schedule work if needed. Maintenance planners also generate service
requests.
• Supervisors make assignment to crews. Supervisors also review service
requests for validation and conversion into work orders. This is a current
process bottleneck. The District needs to improve this process work flow
or have the ability to delegate authority for review of service requests in
the case where supervisors are not available for short fuse service
requests.
o The District has an analyst generating performance reporting for the whole
department.
o The graphical user interface of the first generation of Maximo CMMS was
problematic. The most recent version Maximo 7.6 has an improved interface and
is being built while the District is using it. There is administrative burden
associated with using the new system, yet the District is benefiting from the
improved documentation and access to data.
o Maximo provides the ability to document cleaning activities at the asset level,
including measurement of the amount and type of debris collected during
cleaning activities in cubic yards. Data collection appears to be inconsistent
between crews. The District may want to consider developing guidance to
standardize data collection practices for Collection O&M crews. For example,
sewer cleaning crews should utilize the same terminology and volume
quantification practices for documenting the type and amount of material
removed from sewer pipe segments during sewer cleaning.
• The District has a District Reliability Engineering and Maintenance (DREAM)Team that
performs reliability testing program for pump station mechanical equipment consisting of
monthly vibration and infrared thermography testing at all 15 pump stations.
o The reliability testing is performed following protocols to ensure operating
conditions are consistent to ensure the results can be trended appropriately.
o Reliability data is uploaded into the Emerson AMS Machinery Health Manager
software which supports data management, trending, and analysis. A Condition-
Based Monitoring (CBM) Summary is generated monthly.
o OCSD uses the results to generate proactive maintenance work orders. The
reliability testing enables OCSD to detect issues occurring at the microscopic
level. Repairs are performed before significant damage occurs on the equipment,
reducing the downtime of the equipment and the extent of repairs.
o After repairs are completed, new baseline vibration and infrared thermography
readings are collected.
o Ninety-five percent(95%)of the testing is now performed by District staff.
o The District is considering expansion of the program to include infrared
thermography of electrical assets and ultrasonic testing (UT).
o District staff obtain reliability training from a variety of sources:
• Vibration Institute (Vibration)
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• Mobius Institute (Vibration)
• Snell (Infrared thermography)
• Noria (oil analysis)
• Trico (oil analysis)
• Descase (oil analysis)
• Maintenance and Reliability Conference
• International Maintenance and Vibration Conference
o The District owns a Machinery Fault Simulator enabling staff to train on reliability
testing techniques.
• Risk Assessment—OCSD does not continuously update collection system risk as new
CCTV data is collected. This has evolved from being a best management practice to
becoming a standard industry practice. OCSD recently purchased Innovyze InfoMaster,
which has risk assessment functionality. OCSD should move forward with configuring
InfoMaster to calculate asset risk and continuously update the risk assessment for all
pipes in the sewer system as new CCTV data is collected.
• Decision-Making Guidelines—OCSD continues to evaluate the maintenance and
renewal needs of sewer pipelines manually and on a case-by-case basis. OCSD has the
opportunity to develop a standardized approach to evaluating maintenance and CCTV
data and determine maintenance and renewal actions (i.e., repair, replace, CIPP,
upsize, etc.)to address asset deficiencies as maintenance and CCTV data is collected.
OCSD also has the opportunity to configure InfoMaster software, recently purchased by
the District, to leverage its information analysis tools to support maintenance and
renewal decision-making and documentation.
• Estimating Renewal Needs—OCSD has estimated long-term asset renewal needs and
has incorporated these estimates into OCSD's budget and rate structure. These
estimates were based on assumptions for useful life of collection system assets. OCSD
has condition data for almost all collection system assets. OCSD should consider using
this data to calculate actual asset reliability rates using available CCTV inspection data
and then updating the renewal needs funding forecast. OCSD can then begin to
understand whether the current funding level is adequate to sustain desired service
levels and risk tolerances.
• CCTV Inspection Schedule—OCSD has collected CCTV inspection data for almost all
collection system gravity mainline assets. OCSD should consider moving towards a risk-
based CCTV monitoring schedule for future inspections. High-risk pipes would be
inspected more frequently (e.g. 5 to 10-year schedule)and low risk pipes less frequently
(e.g., 10 to 20 year schedule).
• Funding — The District has the funding in place to address all forecasted capital
improvement needs and emergency needs. The District as a total reserve of$518 million
that can be applied to any District infrastructure need. The District has a $57 million
catastrophic reserve. The CIP reserve includes funding for 50 percent of the forecasted
capital improvement needs over the next 10 years. This includes an assumption for
rehabilitation and replacement of two percent of the value of the collection system
annually.
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• The District is in the process of developing a Facilities Master Plan that will include a 20-
year forecast of collection system capital improvement needs as well as the identification
of operations, maintenance, and capital improvement needs to address growth as well
as condition-related deficiencies. The results of the Facilities Master Plan will become
the basis for the next 5-year Rate Plan for the period from Fiscal Year 2019 through
Fiscal Year 2024. The Facilities Master Plan will be a collaborative process and will
include input from Collection System O&M staff.
• Collection O&M staff have implemented a stretch exercise routine as part of routine
beginning of workday activity. The practice is leading to reduced strains and improved
safety.
Chapter 6—Design and Performance Provisions
WDR Requirement:
a. Design and construction standards and specifications for the installation of new sanitary
sewer systems, pump stations and other appurtenances; and for the rehabilitation and repair of
existing sanitary sewer systems; and
b. Procedures and standards for inspecting and testing the installation of new sewers,
pumps, and other appurtenances and for rehabilitation and repair projects.
Audit Finding: The District is in compliance with the Design and Performance Provisions
elements of WDR Provision D.13 and has appropriate design and construction standards and
specifications as well as procedures and standards for inspection and testing of new sewers
and rehabilitation and repair projects.
OCSD has a process for updating OCSD's Master Specifications, Design Guidelines, and other
Design Standards. OCSD staff can provide input using an Engineering Field Feedback form and
the Sharepoint document management system. Project managers for design and construction
projects are required to provide a "lessons learned" report at the end of a project, which may
include recommended changes to standards and specifications. Significant and proposed
changes to standards are submitted to the Engineering Department Advisory Council (EDAC)
for review and approval. Less significant changes do not require EDAC approval and are
published by the Engineering and Construction Division as finalized.
Chapter 9 of the SSMP references Appendix M, which includes a description of the criteria used
by the District to identify hydraulic deficiencies in the system and to initiate an evaluation to
determine whether capital improvements are needed to address hydraulic deficiencies. The
depth of flow versus diameter criteria included in the District's Design and Construction
Requirements for Sanitary Sewers is more conservative than the criteria described in Appendix
M for evaluating and designing improvements to the existing system (See audit narrative for
Chapter 9 below). The District should consider updating Appendix M to more clearly define the
distinction between project initiation criteria used by Planning Division to evaluate hydraulic
deficiencies versus design criteria used to design collection system capital improvements. The
update should also clarify discrepancies between the depth of flow to diameter design criteria
provided in the District's Design and Construction Requirements for Sanitary Sewers versus
those described in Appendix M. The District should also update the Design and Construction
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Requirements for Sanitary Sewers to include depth of flow versus diameter parameters for the
replacement of existing sewer pipelines in areas that are built-out to align with Appendix M. On
existing pipelines, the District will have historical flow data, and in some cases hydraulic
modeling results from the District's dynamic hydraulic model, enabling the District to make
informed and risk-based decisions with depth of flow versus diameter parameters that are less
conservative than those employed for new sewers in undeveloped areas.
Chapter 7—Overflow Emergency Response Plan
WDR Requirement: Each Enrollee shall develop and implement an overflow emergency
response plan that identifies measures to protect public health and the environment. At a
minimum, this plan must include the following:
a. Proper notification procedures so that the primary responders and regulatory agencies
are informed of all SSOs in a timely manner,'
b. A program to ensure an appropriate response to all overflows;
C. Procedures to ensure prompt notification to appropriate regulatory agencies and other
potentially affected entities (e.g. health agencies, Regional Water Boards, water suppliers, etc.)
of all SSOs that potentially affect public health or reach the waters of the State in accordance
with the MRP. All SSOs shall be reported in accordance with this MRP, the California Water
Code, other State Law, and other applicable Regional Water Board WDRs or NPDES permit
requirements. The Sewer System Management Plan (SSMP) should identify the officials who
will receive immediate notification;
d. Procedures to ensure that appropriate staff and contractor personnel are aware of and
follow the Emergency Response Plan and are appropriately trained;
e. Procedures to address emergency operations, such as traffic and crowd control and
other necessary response activities;and
f. A program to ensure that all reasonable steps are taken to contain and prevent the
discharge of untreated and partially treated wastewater to waters of the United States and to
minimize or correct any adverse impact on the environment resulting from the SSOs, including
such accelerated or additional monitoring as may be necessary to determine the nature and
impact of the discharge.
Audit Finding: The District is in compliance with the Overflow Emergency Response Plan
requirement of WDR Provision D.13. The District has developed and implemented an overflow
response capability, procedures, and training program to effectively respond to SSOs and to
promptly communicate and notify responsible personnel and regulatory authorities as
necessary.
Appendix P1 -SSO Response Flow Chart Includes a flow chart of the overall response
process identifying SSO response activities from receipt of the call through response, clean-up,
and field reporting. It was last updated on 12/8/2016.
Appendix P2—Laboratory, Monitoring, and Compliance(LMC) SSO Response Procedure:
Includes procedures for the LMC primary responder including protocols for responding to
notification, field visitation, and reporting. It was last updated on 11/2/2016. References to this
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appendix in SSMP Chapter 7 reference Environmental Compliance versus LMC. Also, the cover
page for this appendix is titled SSO Notification Procedures and should be updated to SSO
Response Procedure.
Appendix P3—SSO Notification Procedures: Includes protocols for notifications during both
work hours and after-hours. In all cases, Control Center receives reports of sewer overflows,
initiates documentation, and notifies appropriate OCSD Collection O&M staff if the SSO is
determined to be in the OCSD service area. OCSD utilizes a mix of communication methods
(i.e. PNA pager, emails, or both)to notify appropriate OCSD staff of the event. OCSD also has
protocols to notify external contacts from Orange County Public Works, Orange County Health
Care Agency, and Region Water Quality Control Board.
Appendix Q1 - OCSD SSO Emergency Response Plan Description: Provides a narrative
description of the overall emergency response program. It may be more appropriate to include
this material as part of Chapter 7 of the SSMP.
Appendix Q2—870-GEN-08 SOP: Provides Collection O&M emergency response crews with
step-by-step instructions for responding to an SSO event including protocols for receiving the
call from Control Center, spill verification, communication, containment, blockage removal,
clean-up, field reporting, and data management for field data collected.
Appendix R—Sewer Spill Estimation and Simulation Training: Provides guidance for
estimating sewer overflow volume.
Together these documents provide procedures to the key parties involved in SSO response:
Control Center, Laboratory, Monitoring, & Compliance, and Collection O&M. As documented in
the 2013 W DR Audit, the various attachments documenting SSO response protocols are
fragmented. Laboratory, Monitoring, &Compliance staff maintain a spreadsheet in ECAP with
milestones for SSO reporting to support meeting regulatory deadlines.
As noted in the 2010 SSMP audit, SSO response documents still do not address overflows from
pump stations and force mains. Overflows from these locations can create significant volumes
of sewage in a short amount of time and benefit from having contingency plans in place in the
event of a failure. The District may want to include a section in the next SSO Emergency
Response Plan update focused on pump stations indicating each pump station, location,
whether it is equipped with alarms, on-site back-up pumps, and back-up power generators. For
any stations that lack back-up pumps and generators, the plan should specify a protocol for
prompt delivery of portable pumps or generators in the event of a station failure. In addition, the
wet well capacity at each pump station should be provided along with an estimate of how much
storage time the wet wells would provide under different flow conditions. It should identify
where an SSO will occur if a station fails and where bypass intake and discharge should be set
up. Finally, the plan should identify an operation or bypass approach in the case of force main
failure and should evaluate whether a more detailed response or contingency plan is necessary
for larger pump stations and forcemains or complicated pump station and force main operations.
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As noted in the 2015 SSMP audit, the Control Center staff has a training binder for training new
Control Center staff on how to appropriately document and communicate customer calls for
potential SSO events. This document is an important training tool and guide for Control Center
staff and is not referenced in the SSMP.
During the audit interviews, the audit team selected four SSO reports randomly and reviewed
reporting with OCSD staff during the audit interviews. SSO reporting for CIWQS SSO Event ID
814162, 818788, 824417 and 832505 were reviewed. The audit confirmed that documentation
for these SSOs including the initial call, field report, spill volume calculation, and certified
CIWQS SSO report were stored in ECAP following reporting protocols. The documentation
uploaded to CIWQS includes all of the documentation OCSD has compiled and stored in ECAP
for each of these events. A detailed review of the CIWQS report for each of these SSOs noted
the following:
• CIWQS Spill ID 814162
o Documentation loaded into CIWQS for Spill ID 814162 includes:
• Spill volume calculation backup documentation;
• Email communications during the event;
• Field report;
• Mapbook page of where the spill occurred with notations;
• Photos from the spill response;
• A sketch with notes documenting measurements for use with spill volume
estimation; and,
• Certified spill report.
o The 'Spill corrective action taken" noted in the spill report states 'Inspected
Sewer Using CCTV to Determine Cause". The cause was determined to be root
intrusion. OCSD may want to consider adding additional notes indicating the
current cleaning frequency and whether the cleaning frequency was increased as
a result of this event of whether any other corrective actions were implemented to
reduce the likelihood of a future SSO at this location.
• CIWQS Spill ID 818788
o Documentation loaded into CIWQS for Spill ID 818788 includes:
• Emails communications during the event;
• Field report;
• As-Built drawings and Mapbook page;
• Photos documenting the spill response;
• A sketch of the flow path with measurement to support spill volume
estimation;
• Two certified spill reports documenting changes made to the certified
report over time
o The 'Spill corrective action taken" notes spill response and clean-up activities,
yet does not describe the corrective actions taken to reduce the likelihood of a
future SSO at this location.
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• CIWQS Spill ID 824417
o Documentation loaded into CIWQS includes:
• Spill calculation;
• Email communications during the event;
• Field report;
• Map showing location of blockage and location of house where spill
discharged;
• Photos of extent of discharge into the house;
• Certified report
• A 20-page Spill Report documenting the spill event, follow-up
investigation, conclusions and corrective actions.
o OCSD may want to consider providing guidance to the homeowner to install a
backflow preventer. OCSD may also want to perform an analysis of low lying
areas to determine if there are other high-risk sites that will overflow into private
buildings versus discharging from a manhole.
• CIWQS Spill ID 832505
o This sewer overflow was outside of the audit window, yet due to the magnitude of
the event the audit team decided to review the event as part of this audit.
o Documentation loaded into CIWQS includes:
• Spill volume calculation backup documentation;
• Email communications during the event;
• Field report;
• Maps showing the blockage location, locations where spill discharged
from the collection system, and location where the spill entered the storm
drain;
• Photos of spill response activities;
• A copy of the SSO Technical Report required since the SSO was greater
than 50,000 gallons.
• Two certified spill reports documenting changes to the report over time.
o The SSO Technical Report provides strong backup documentation for the SSO
volume estimate, documentation of impacts to surface waters, and final
corrective actions including the scheduled replacement in Fall 2017 of the three
cast iron pipe segments with tuberculation.
• The report documented the use of unsterilized water bottles for water
sample collection, yet the report did not mention a corrective action to
ensure the availability of sterilized water bottles in the future.
With regards to spill response capabilities and training, OCSD has more than adequate training,
equipment, and supplemental contractor support available to address large and complex sewer
overflow events, if they occur. OCSD has created an SSO training facility and provides access
to the facility for use by other agencies in the region.
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The District has wet weather preparedness protocols in place to anticipate potential issues
during wet weather events and to implement contingency plans including the purchase of
bypass pumping and discharge hose required to accomplish bypass pumping. For example, a
high risk section of pipe in Carbon Canyon area led to the development of a contingency plan to
bypass the pipe, including the identification of the pumping equipment and bypass hose
required to accomplish bypass. OCSD is considering the purchase of discharge hose on a
motorized wheel. Another example is Bitterpoint, where equipment is staged as a contingency
measure.
The District has a High Flow Emergency Response Plan (HFERP)for the Collection System for
responding to high influent wastewater flows. This response plan identifies speck preparation
and response activities as part of either normal shift staffing or, if activated, the Incident
Command System (ICS). The HFERP identifies a set of codes and criteria for activating these
codes. The codes ranges from Code Blue, activated by the forecast of a heavy storm within the
next 7 days, to Code Red, indicating the flow has exceeded the capacity of the 120-inch outfall
and lack of availability of any remaining capacity within the collection system. Each code is
associated with a response of either normal shift staffing or activation of ICS. Each code has a
set of protocols for preparation and response actions.
The recent intense rainstorms necessitated the activation of a HFERP Code Blue. OCSD
performed outreach to member agencies to manage flows coming into the system and staff
performed preparation and response activities as identified in the HFERP. The District was able
to convey all flows through the collection system and treatment plant in through the outfall
without a spill.
OCSD has a strong set of protocols and training program for emergency operations. The District
performs periodic mock drills to assess staff response to various emergency situations. The
District also leverages planned shutdowns to simulate infrastructure failure conditions. For
example, in 2015 there was a planned power outage at Plant 2 for two hours. District staff
utilized this as an opportunity to simulate the loss of SCADA communications and protocols to
manage this type of event. Lessons learned included enhancements to the sequencing of
shutdown and startup of facilities.
The District has a set of seven contracts with contractors and vendors, known as the 7-Pack",
to support emergency response needs. In a true emergency, OCSD staff are provided the
authority to enter into agreements with any service providers deemed necessary. If needed,
OCSD staff has a database of over 1,000 emergency vendors and contractors to access if
additional support required in a true emergency.
Chapter 8—FOG Control Program Plan
WDR Requirement: Each Enrollee shall evaluate its service area to determine whether a FOG
control program is needed. If an Enrollee determines that a FOG program is not needed, the
Enrollee must provide justification for why it is not needed. If FOG is found to be a problem, the
Enrollee must prepare and implement a FOG source control program to reduce the amount of
these substances discharged to the sanitary sewer system. This plan shall include the following
as appropriate:
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a. An implementation plan and schedule for a public education outreach program that
promotes proper disposal of FOG;
b. A plan and schedule for the disposal of FOG generated within the sanitary sewer system
service area. This may include a list of acceptable disposal facilities and/or additional facilities
needed to adequately dispose of FOG generated within a sanitary sewer system service area;
C. The legal authority to prohibit discharges to the system and identify measures to prevent
SSOs and blockages caused by FOG;
d. Requirements to install grease removal devices (such as traps or interceptors), design
standards for the removal devices, maintenance requirements, BMP requirements, record
keeping and reporting requirements;
e. Authority to inspect grease producing facilities, enforcement authorities, and whether the
Enrollee has sufficient staff to inspect and enforce the FOG ordinance;
f. An identification of sanitary sewer system sections subject to FOG blockages and
establishment of a cleaning maintenance schedule for each section; and
g. Development and implementation of source control measures for all sources of FOG
discharged to the sanitary sewer system for each section identified in (0 above.
Audit Finding: Similar to the 2015 WDR Audit, this audit review finds the District in compliance
with WDR requirements for a FOG Control Program and has a very effective program consisting
of the following components:
• Consistent and effective source control of active permitted food service establishments
(FSEs).
• Implementation of GIS information tools to support FOG investigations.
• Aggressive sewer cleaning of all areas known to have a history of FOG issues.
• An effective public outreach education program for proper disposal of FOG through
education at public events, website, social media, and news letters. The District
increases promotion prior to holiday events where grease can be an issue (e.g.,
Thanksgiving and Christmas holidays).
• A FOG ordinance providing adequate FOG enforcement authorities.
• Adequate staffing to accomplish FOG program inspections and enforcement as required.
• Close coordination between source control and collection system operations and
maintenance staff to investigate FOG issues and determine appropriate source control
and maintenance corrective actions to address issues.
Over the past five years, the District has only experienced one (1) grease-related sewer
overflow, as shown in Table 6. This SSO event occurred in an 8-inch sewer main that spilled 73
gallons. This is level of performance is a strong indicator that the District's FOG Control
Program is effective at controlling grease issues in the District sewer mainlines. It is important to
note this level of performance was achieved prior to the transfer of local sewers.
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Table 6:Grease-Related SSOs
Year 2012 2013 2014 2015 2016 2017 1 Total
YTD
Number of Grease-related SSOs 1 0 0 0 0 0 1
In August 2016, most of the smaller diameter sewer mains were transferred from the District's
sewer system to East Orange County Water District, along with 180 of the 220 food service
establishments the District was inspecting as part of the District's FOG program. Currently, the
District has 40 FOG program permits being inspected as part of the District FOG program.
Overall, the risk of sewer overflows due to grease blockages has been dramatically diminished
with the transfer of the local sewers.
Chapter 9—System Evaluation and Capacity Assurance Plan
WDR Requirement: The Enrollee shall prepare and implement a capital improvement plan
(CIP) that will provide hydraulic capacity of key sanitary sewer system elements for dry weather
peak Flow conditions, as well as the appropriate design storm or wet weather event. At a
minimum, the plan must include:
a. Evaluation:Actions needed to evaluate those portions of the sanitary sewer system that
are experiencing or contributing to an SSO discharge caused by hydraulic deficiency. The
evaluation must provide estimates of peak flows (including flows from SSOs that escape from
the system) associated with conditions similar to those causing overflow events, estimates of
the capacity of key system components, hydraulic deficiencies (including components of the
system with limiting capacity) and the major sources that contribute to the peak flows associated
with overflow events;
b. Design Criteria: Where design criteria do not exist or are deficient, undertake the
evaluation identified in (a) above to establish appropriate design criteria; and
C. Capacity Enhancement Measures: The steps needed to establish a short- and long-term
CIP to address identified hydraulic deficiencies, including prioritization, alternatives analysis,
and schedules. The CIP may include increases in pipe size, 1/1 reduction programs, increases
and redundancy in pumping capacity, and storage facilities. The CIP shall include an
implementation schedule and shall identify sources of funding.
d. Schedule: The Enrollee shall develop a schedule of completion dates for all portions of
the capital improvement program developed in (a)-(c) above. This schedule shall be reviewed
and updated consistent with the Sewer System Management Plan (SSMP) review and update
requirements as described in Section D. 14.
Audit Finding: Overall, the District's approach to system evaluation and capacity assurance
has proven to be effective, as evidenced by no capacity-related SSOs occurring since before
January 2007. The District is in compliance with the System Evaluation and Capacity Assurance
element of the SSMP.
The District performed a system evaluation and capacity assurance analysis and developed a
plan to address deficiencies identified as part of the 2006 Strategic Plan Update. This analysis
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was reviewed and updated as part of the development of the 2009 Facilities Plan. The
evaluation performed as part of the 2006 Strategic Plan Update identified project initiation
criteria for system evaluation and capacity assurance. Projects identified to address capacity
issues in 2006 were reviewed in 2009 and in some cases were eliminated or deferred
indefinitely due to revisions in flow projections or corrections/changes to the modeled network.
The District is currently in the process of developing a new capacity assessment of its collection
system (Project PS 15-08)that includes an extensive flow monitoring program and hydraulic
model update to assess the system's capacity to convey current and projected sewer flows.
OCSD has implemented activities to manage flows in areas with known capacity issues.
Activities to manage flows include flow diversion, flow bypass, and field monitoring by OCSD
staff during high flow events. Flow management protocols are incorporated into the District
emergency response procedures. The District has also incorporated high flow scenarios in
emergency response preparedness exercises.
Based on the results and recommendations from PS 15-08, Collection System Capacity Study,
the District may develop a field monitoring plan to strategically collect additional flow data. This
strategic data collection may or may not include areas previously identified; however, it would
take into account pipes that have the potential to become hydraulically deficient. Since
surcharging or overflows are generally not expected to occur in these sewers, except under
extreme rainfall events exceeding the design storm, monitoring should focus on wet weather
periods exceeding design storm conditions. The District's extensive flow monitoring program
conducted during the 2016-2017 FY period, in conjunction with the PS 15-08, captured
significant storm data which will identify areas currently in danger of surcharging. Comparison of
those areas with the hydraulic model results will help to validate the model and develop CIP
recommendations. Based on the results and recommendations of PS 15-08, District staff will
determine whether or not on-going field monitoring of potential hydraulically deficient areas is
beneficial. If implemented, the field monitoring program should be documented and referenced
in future SSMPs.
The SSMP and referenced documents such as the 2006 Strategic Plan Update, the 2009
Facilities Plan, and Fiscal Year Budgets describe capital improvement projects for capacity
enhancement. Some of the identified projects have been completed and others deferred for a
variety of reasons. It is not easy to determine the status of each project because the information
is contained in various documents. Since the last SSMP Audit, the District has updated the table
in Appendix M that lists the capacity-related CIP projects that were identified in the 2006
Strategic Plan Update, the 2009 Facilities Plan, or in other studies, however, the original source
of the recommendation to perform the project is not listed in the table. The schedule and status
of each project has been documented. Ongoing status refers to projects in either the design or
construction phase, and could be further clarified in future updates. Anticipated completion
dates, as required in the WDR D.13 viii (d)— System Evaluation and Capacity Assurance Plan,
are not listed. For projects that have been deferred and/or are not currently included in the
District's CIP, the table should include the reason for the deferral (e.g., reduced flows, lower
growth projections, acceptable level of risk, etc.). This table will continue to be updated annually
and included in the SSMP.
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Evaluation
OCSD's Capital Improvement Program is updated annually, in alignment with the budgeting
process. The District is currently in the process of developing a new capacity assessment of its
collection system (Project PS 15-08)that includes an extensive flow monitoring program and
hydraulic model update to assess the system's capacity to convey current and projected sewer
flows and to assess potential impacts on the system due to climate change (e.g. design storm
selection and analysis). The District is planning to include an I&I evaluation and monitoring of
dry weather flows to re-calibrate the hydraulic model. Once PS 15-08 is complete, the District
intends to annually update the model network.
OCSD has seen a decrease in sewage flows associated with economic conditions and water
conservation efforts of the local water agencies. OCSD also has very strict/robust bypass
requirements for construction projects, to minimize risk of spills. OCSD does permit dry weather
urban run off diversions, which are assessed for hydraulic flow and capacity issues and
approved on a case by case basis.
District staff meet monthly with member agencies to discuss ongoing interagency issues (e.g.
flow monitoring, I&I, future development projects). The District is a reviewer of CEQA
documents for new development projects. Dry weather projected flows are checked against the
hydraulic model to determine potential capacity constraints. The updated hydraulic model being
developed as part of PS15-08 will include a tool in GIS that will identify potential capacity
projects that may be triggered through the development review process.
Once a project is identified to address a capacity deficiency, the OCSD Planning Division
defines and prioritizes potential projects to remediate the capacity deficiency and works with the
District's Design group on the timing for project delivery to ensure staffing levels can
accommodate project recommendations. The schedule and budget for projects are managed by
Division 750 (Project Management).
Operational changes can impact capacity availability, e.g. diversion of sewage from one service
area to another. The hydraulic model is run in those cases to assess ability of the system to
handle diverted flows.
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Design Criteria
The design criteria for the wastewater collection system is defined in the District's master
specifications and the District's Design and Construction Requirements for Sanitary Sewers,
also referred to as the Design Guidelines. The Design Guidelines include requirements for
depth of flow versus diameter(Did) in sewer pipe'.
Diameter of Pipe (d) Max Depth vs Diameter
8 inches to 18 inches 0.50
21 inches to 60 inches 0.75
Over 60 inches 0.75
This criteria is considered to be very conservative and the District currently only applies these
parameters on sewer pipes in new developments.
In addition, Appendix M of the SSMP describes project initiation criteria the District uses to
evaluate potential hydraulic deficiencies to trigger analysis of capital improvement alternatives
designed to address the deficiency. Project initiation criteria includes a depth to diameter ratio
and allowable surcharge based on depth of pipe, using a 10-year design storm. Smaller sewers
are determined deficient when the ratio of peak depth of flow to pipe diameter is equal to or
greater than 1.0. When redesigning sewers larger than 12 inches, the desired ratio of the peak
depth of flow to pipe diameter(d/D) is equal to 1.0. For sewer with a diameter of 12 inches or
less, the desired d/D is equal to 0.75. The District should consider updating Appendix M to more
clearly define the distinction between project initiation criteria used by Planning Division to
evaluate hydraulic deficiencies versus design criteria used to design collection system capital
improvements. The update should also clarify discrepancies between the depth of flow to
diameter design criteria provided in the District's Design and Construction Requirements for
Sanitary Sewers versus those described in Appendix M. The District should also update the
Design and Construction Requirements for Sanitary Sewers to include depth of flow versus
diameter parameters for the replacement of existing sewer pipelines in areas that are built-out to
align with Appendix M. On existing pipelines, the District will have historical flow data, and in
some cases hydraulic modeling results from the District's dynamic hydraulic model, enabling the
District to make informed and risk-based decisions with depth of Flow versus diameter
parameters that are less conservative than those employed for new sewers in undeveloped
areas.
Hydraulic deficiencies exceeding project initiation criteria are brought to the attention of the
Design Group Managers and any variances from the criteria are discussed and documented in
a technical memorandum. The Collection System Capacity Assessment Study(PS-15-08)will
evaluate the current project initiation criteria used to evaluate hydraulic deficiencies and will
determine if changes need to be made to design storm selection, based on an evaluation of
'Design and Construction Requirements for Sanitary Sewers, OCSD, November 2014, Page 12-7.
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actual wet weather events over the past 10 years and potential changes in wet weather patterns
due to climate change.
Capacity Enhancement Measures
OCSD maintains a short and long term CIP, prioritized in the schedule based on need and
available funding. The District is implementing a risk model in association with the condition
assessment work that will incorporate capacity projects identified to develop a prioritized project
list. Priorities are checked annually during the budgeting process. Project justification
descriptions identify whether a project is capacity related, or partially capacity related.
In 2006, OCSD established Ordinance OCSD-27, which instituted a consolidated revenue
district and applies fees and charges uniformly throughout the service area, with the exception
of IRW D (Revenue Area 14)which is fully funded by IRWD. OCSD uses an empirical model to
distribute its available revenues among projects, and develop schedules for the CIP
components.
Schedule
The CIP is updated annually and the Budget Process, with upcoming dates, is provided in
Appendix U of the SSMP. Projects are initiated by the identification of issues (e.g. condition,
capacity, regulatory requirements, etc.) and a rough order of magnitude cost is determined
based on a preliminary project scope for each project identified. The cashflow of these projects,
as well as existing active projects are then compared against budget and resource constraints
and projects are then prioritized to meet these constraints. The CIP list indicates the reference
number and name of the project and anticipated fiscal year for the start of the project. Those
projects that have been started are noted as on-going in Appendix M; however more detail is
noted in the CIP.
Chapter 10—Monitoring, Measurement, and Program Modifications
WDR Requirement: The Enrollee shall:
a. Maintain relevant information that can be used to establish and prioritize appropriate
Sewer System Management Plan (SSMP) activities;
b. Monitor the implementation and, where appropriate, measure the effectiveness of each
element of the SSMP;
C. Assess the success of the preventative maintenance program;
d. Update program elements, as appropriate, based on monitoring or performance
evaluations;and
e. Identify and illustrate SSO trends, including: frequency, location, and volume.
Audit Findings: The District is maintaining relevant information that is used to establish and
prioritize appropriate SSMP activities.
Overall SSMP Performance: The primary indicators utilized to measure and monitor the
success of SSMP implementation include the following performance indicators:
• SSOs per 100 miles per year: Goal is less than 2.1 SSOs per 100 miles per year
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• Time to contain flow: Goal is to contain SSOs within 5 hours.
• SSO response time: Goal is to respond to all SSOs within 1 hour of notification.
Each of these indicators are tracked and communicated to the District Managers and District
Board monthly. Organizational units responsible for various SSMP elements and SSMP
activities are tracking relevant data required to manage operational units, SSMP programs, and
system performance.
Operations and Maintenance Program: In January 2015, the District began tracking and
assessing the success of operations and maintenance work activities using the Maximo
Computerized Maintenance Management System (CMMS). The District is using Maximo CMMS
data to generate an Operational Dashboard report measuring the following metrics monthly:
• Sanitary Sewer Overflows Per 100 Miles; Goal is less than 2.1 SSOs per 100 miles
• Collection System Odor Complaints
• Collection Preventive Maintenance work order compliance (i.e., whether preventive
maintenance is performed on schedule)
• Miles of Cleaning Production; Goal is 5 miles per month
• Completion of Pump Station Preventive Maintenance Work Orders Due; Goal is 95
percent completion
• Completion of Inverted Siphon Preventive Maintenance Work Orders; Goal is 95 percent
completion
• Number of Regional System Manholes inspected using Closed Circuit Television
Production of per Month; Goal is 42 manholes inspected per month
• Miles of Regional Sewer pipelines inspected per month; Goal is 6.7 miles inspected per
month
The report includes a measured value for each metric along with a colored circle indicating
whether the measured value is within a Green, Yellow, or Red operating range, with Green
being the preferred operating range. The Operational Dashboard is a significant improvement in
performance measurement that is providing Collection O&M management and supervision real-
time operational performance feedback to manage collection system maintenance activities.
Appendix 11 of the SSMP titled Preventative Maintenance Program specifies collection system
maintenance output goals. These goals are summarized in Table 7. As documented in the 2015
WDR Audit Report, OCSD may want to focus efforts on improving the ability to provide
documentation verifying SSMP commitments are being achieved. As OCSD's implementation of
the Maximo computerized maintenance management system continues to mature, OCSD
should consider developing additional performance metrics to track achievement of these goals.
The current Operational Dashboard metrics come close to achieving this goal. A further
improvement OCSD may want to consider is a periodic report indicating which assets have
exceeded the preventive maintenance frequencies summarized in Table 7 and which assets are
close to exceeding those frequencies.
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Table 7:Summary of Maintenance Outputs Specified in SSMP Appendix 11 -Preventive Maintenance
Program
Activity Frequency(months)
Asset Type Cleaning Inspection Exercise
Gravity Pipe 12-inches and smaller Higher risk 12 60
Lower risk 18 60
Greater than 12-inches and less than or
equal to 42-inches 60 84
Greater than 42-inches Note 1 84
Siphons and trouble spot gravity pipe 1 to 9
Manholes Note 2
Pressure sewers Isolation valves 3
and Pumping Air/vacuum release valves
Facilities 6
Note 1:Cleaned as required based on CCTV results.
Note 2:Manholes are inspected as part ofgravity sewer inspection
Overflow Emergency Response: In addition to the SSO response activities tracked in the
Maximo CMMS, the District relies on the SWRCB CIWQS database to store SSO event and
reporting data. Supporting SSO documentation (pictures, forms, calculations, etc.) is stored on a
District server and is uploaded to the SWRCB CIWQS database.
Fats, Oils, and Grease Control Program: FOG Program inspection information is tracked in
the District's FOG Program database. This database tracks all active FOG Program permits,
scheduled inspections, follow-up inspections, inspection results, FOG program violations, and
enforcement activities.
Sewer Repair, Rehabilitation and Replacement Program: The District is tracking sewer
repair activities in the Maximo CMMS. Sewer rehabilitation and replacement is tracked in the
GIS as part of the GIS update process. Prior to the GIS update, rehabilitation and replacement
of specific assets is tracked by project either by Engineering or Contracts Support Services.
System Evaluation and Capacity Assurance Program: The District tracks the implementation
of system evaluation and capacity assurance program recommendations on a project by project
basis. These projects are being implemented over a long-term horizon and tracking is
documented in the SSMP in Appendix M, Table 1-3. The technical memorandum was last
updated on November 14, 2016.
Asset Management Improvement Program: The District has an active Asset Management
Improvement Program with long-term, medium-term, and short-term strategies for managing
asset reliability. OCSD is currently developing and implementing the processes required to more
accurately predict funding required for long-term asset reliability and sustainability. The District's
current long-term funding predictions are based on best professional judgment at this time. In
the medium-term, CIP funding is reviewed annually based on the projects identified and
prioritized to address system reliability needs.
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Program Modifications: The SSMP was last certified by the District Board in March 2012. As
required by the Monitoring and Reporting Program (Order No. WQ 2013-0058-EXEC)the SSMP
includes records documenting the dates of all changes to SSMP chapters and attachments
since the last certification, including the name of the person authorizing the changes for all
changes occurring since September 2013. Environmental Compliance staff use ECAP to send
email reminders to owners assigned to maintain various SSMP chapters and elements.
Currently these reminders are sent every six months. Environmental Compliance staff is in the
process of reviewing the appropriateness of the update frequency and may be modifying the
frequency and schedule for updates based on feedback from chapter and appendix owners. As
updates are made by chapter and appendix owners, the revised versions are collected and
managed by Environmental Services staff for incorporation into the next published update.
Chapter 11 —SSMP Program Audits
WDR Requirement: As part of the SSMP, the Enrollee shall conduct periodic internal audits,
appropriate to the size of the system and the number of SSOs. At a minimum, these audits
must occur every two years and a report must be prepared and kept on file. This audit shall
focus on evaluating the effectiveness of the SSMP and the Enrollee's compliance with the
SSMP requirements identified in this subsection (D.13), including identification of any
deficiencies in the SSMP and steps to correct them.
Audit Findings: The District is in compliance with the SSMP Program Audit requirement. This
audit serves as the District's 2017 SSMP Program Audit and is being performed at a minimum
of every two years as required by WDR. As documented in the SSMP Effectiveness section of
this audit report, the District's sewer overflow performance is excellent and a two-year audit
frequency is appropriate. The District keeps prior SSMP Program Audits on file and the previous
SSMP Program Audit is available electronically on the District's website at:
https://www.ocsd.com/a bout-us/transparency/waste-d ischarge-rec u irements/-folder-612.
The District's 2015 audit report contained a section analyzing the District's sewer overflow
performance and overall SSMP effectiveness. The audit report also included a section providing
a narrative review of the effectiveness of each SSMP Program element and identified strengths
in the SSMP program as well as deficiencies and steps to correct them.
The District reviewed the findings of the 2015 SSMP program audit, assigned a resource to
evaluate each deficiency and develop a plan of action, and documented the results in an Audit
Closeout Memo dated June 30, 2016. The Audit Closeout Memo was presented to the
Operations Committee on October 5, 2016 and the Board of Directors on October 26, 2016. The
Audit Closeout Memo documented updates to the SSMP required to address identified
deficiencies. The changes made to the SSMP were deemed not substantial enough to require
certification by the Board of Directors.
Environmental Compliance staff has created a calendar reminder to trigger an audit schedule
review by the WDR/SSMP audit Subject Matter Expert 7 months in advance of the audit
deadline, which will provide enough time to implement OCSD's Environmental Auditing Program
Procedures TS-ECRA-SOP-011 and complete the next WDR/SSMP audit on time by May 2,
2019.
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Environmental Compliance staff have assigned one point of contact for procurement of audit
support services. The scope for the audit is stored on ECAP providing a starting point for future
procurements, which streamlines the audit process.
Chapter 12—Communication Program
WDR Requirement: The Enrollee shall communicate on a regular basis with the public on the
development, implementation, and performance of its SSMP. The communication system shall
provide the public the opportunity to provide input to the Enrollee as the program is developed
and implemented.
The Enrollee shall also create a plan of communication with systems that are tributary and/or
satellite to the Enrollee's sanitary sewer system.
Audit Finding: The District is in compliance with WDR requirements for a Communication
Program. The District has a Sanitary Sewer Overflow webpage dedicated to providing the public
with information regarding the WDR, OCSD's SSMP, and sewer overflow reporting.
hftps://www.ocsd.com/residents/sanitary-sewer-overflow
The webpage has:
1. Description of sewer responsibility and sewer overflow definition.
2. Information about the State Water Resource Control Board (SWRCB)WDR and a link to
the WDR on the State Water Resources Control Board SSO Program webpage
(http://www.waterboards.ca.gov/water issues/programs/sso/).
3. Description of OCSD's SSMP and a link to the document on the OCSD Transparency
webpage (httD://www.ocsd.com/about-us/transparency/waste-discharge-requirements/-
folder-612).
4. A list of all of the required elements of the SSMP. The list of outdated and aligned with
the older Region 8 SSMP requirements and should be updated to align with the SWRCB
WDR SSMP requirements.
5. Information regarding SSO reporting and links to the SWRCB California Integrated
Water Quality System (CIWQS)website and spill maps.
6. Information regarding Orange County WDR General Committee meetings and with an
open invitation to the public. The page points to the OCSD Calendar which provides the
date and time of these meetings.
7. Contact information for key OCSD staff involved with the WDR.
The District has formed two periodic meetings to communicate with tributary agencies including
the WDR Steering Committee and the Orange County Waste Discharge Requirements (OC
WDR) General Meeting. These meetings occur every two months and consist of representatives
of the District and all agencies with a collection systems tributary to OCSD's regional system.
These meetings cover a range of topics related to the WDR and serve as an effective means for
OCSD to communicate with tributary agencies and the public.
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• A list of upcoming meetings for each of these groups is can be found
at: httos://www.ocsd.com/about-us/calendar.
In addition to periodic WDR Steering Committee and OC WDR General Meeting, the District
communicates with tributary and satellite agencies in cases where OCSD staff responds to a
neighboring agencies SSO event or when the High Flow Emergency Response Plan is
activated.
• In the case an SSO occurs on OCSD pipelines, OCSD will coordinate and communicate
messaging with the local agency Public Information Officer as necessary.
o Depending on the magnitude or impact of an SSO event, Environmental
Compliance staff and Collection O&M staff will brief Communications staff on the
details of the event and Communication staff may develop talking points in
preparation of potential news coverage of the event. Two recent events (CIWQS
Spill IDs 824417 and 832505) resulted in the development of talking points in
preparation for media coverage.
• As described previous, when criteria is met to activate the High Flow Emergency
Response Plan, OCSD will communicate the situation to tributary and satellite agencies
to support management of flows into the OCSD system.
The Communication Program element of the WDR requires that "the communication system
shall provide the public the opportunity to provide input to the Enrollee as the program is
developed and implemented". OCSD is missing out on an opportunity to provide the public with
another opportunity and means to provide input on the development and implementation of the
SSMP. In addition to all of the other communication mechanisms OCSD employs to
communicate with the public, tributary agencies, and satellite agencies, OCSD may want to
consider adding a message on the District's SSO webpage indicating that the current version of
the SSMP available on the District website is always available for review and any comments,
suggestions, or input from the public is welcome and appreciated. The message can instruct the
public to provide this input to any of the three contacts identified on at the bottom of the page for
consideration in future SSMP updates.
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Strengths and Implementation Accomplishments
Documenting the strengths and implementation accomplishments of the SSMP is as important
as determining the deficiencies and corrective actions. The District should recognize the areas
of strength in sewer system management as well as continue building upon success in these
areas. Table 8 includes the strengths and implementation accomplishments that were identified
during the audit.
Table 8:Strengths and Implementation Accomplishments
WDR Provision Strengths and Implementation Accomplishments
Overall The District successfully transferred approximately 170 miles of
local sewer pipelines in the Tustin area to the East Orange
County Water District, enabling OCSD to focus on management
operation and maintenance of the regional system.
D.13(ii)- Organization The District recently reorganized and has assigned roles and
responsibilities for development and implementation of the
SSMP. The SSMP organization documentation was updated
prior to the audit and staff have been effective at implementing
key elements of the SSMP.
D.1 3(iii)— Legal The District completed an update of the Waste Discharge
Authority Regulation Ordinance in July 2016. OCSD-39 was repealed
and replaced by OCSD-48 effective July 1, 2016.
D.13(iv)—Operations The District has sustained an SSO rate in the sewer system of
and Maintenance less than 1.31 SSOs per 100 miles of sewer pipelines per year
Program over the last five years, placing OCSD in the category of high-
performing sewer systems. The Operations and Maintenance
Program is a key contributor to the high level of SSO
performance achieved in the last five years through:
• An aggressive sewer cleaning program in the local sewer
system which focuses aggressive sewer cleaning in
pipelines with historical maintenance issues and cleaning of
all other pipes at least once every year;
• A five-year cleaning cycle for all regional sewers less than
or equal to 42-inch diameter and more frequent cleaning of
known problem regional sewer pipe segments. Trouble
spots and siphons are cleaned every 4 weeks to 3 months
based on historical cleaning needs, which may include pipe
segments larger than 42-inch diameter.
• Systematic CCTV inspection of the sewer system on a 5-
year cycle beginning with the problematic and older portions
May 19,2017 36
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Strengths and Implementation Accomplishments
of the system. This systematic approach enables OCSD to
identify structural deficiencies in the early stages of
deterioration and to monitor these deficiencies and
determine appropriate corrective actions.
• Well-trained collection system employees with all
employees above the Maintenance Worker classification
maintaining CWEA Collection System Maintenance
certifications at or above levels required for their position.
• Accurate and up-to-date mapping of the sewer system to
support SSO response and preventive maintenance
activities. District response crews also have access to
stormwater drainage system mapping to support sewer
overflow response and recovery.
• A pump station maintenance and inspection program with a
well-defined maintenance schedule, documented standard
operating procedures, checklists, and daily SCADA data
review.
Baseline CCTV inspection of all new pipe upon acceptance
of new construction.
D.13(iv)(c)—Operations The District has implemented a pump station reliability program
and Maintenance that currently performs vibration analysis, oil analysis, and
Program thennography on pump station equipment. This analysis can
lead to additional monitoring, maintenance, repair, and in some
cases replacement of pump assets. The District has just started
utilizing ultrasound to support similar types of decisions.
Collection and use of reliability data to support maintenance
and renewal decisions is a best practice.
D.13(vi)(c)—Overflow The District has documented and trained staff on procedures
Emergency Response and process for SSO notifications and communication (SSMP
Plan Appendices P2 and P3).
D.13(vii)— FOG Control The District has a very effective program for fats, oils, and
Program grease (FOG) blockage control including:
• Consistent and effective source control of active permitted
FSEs.
• Implementation of GIS information tools to support FOG
investigations.
• Aggressive sewer cleaning of all areas known to have a
history of FOG issues.
• An effective public outreach education program for proper
May 19,2017 37
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Strengths and Implementation Accomplishments
disposal of FOG through education at public events,
website, social media, and newsletters. The District
increases promotion prior to holiday events where grease
can be an issue (e.g., Thanksgiving and Christmas
holidays).
• A FOG ordinance providing adequate FOG enforcement
authorities.
• Adequate staffing to accomplish FOG program inspections
and enforcement as required.
• Close coordination between source control and collection
system operations and maintenance staff to investigate
FOG issues and determine appropriate source control and
maintenance corrective actions to address issues.
D.13(ix)— Monitoring, The District is tracking SSO performance indicators and is
Measurement, and communicating these to District Managers and District Board
Program Modifications monthly.
D. 13 (viii)—System The District has not experienced any capacity-related sewer
Evaluation and Capacity overflows in the past eight years.
Assurance Program
D. 13 (viii)—System In August 2016, the District authorized a new capacity
Evaluation and Capacity assessment of its collection system (PS 15-08 Collection
Assurance Program System Capacity Assessment Study) which will assess current
sewer flows, update and validate the hydraulic model, review
current design criteria, evaluate hydraulic deficiencies and
develop a new Capital Improvement Program. Upon completion
of the 2-year project, these findings will be incorporated into the
SSMP.
D.13(x)—SSMP The District successfully completed an SSMP Audit and Update
Program Audits cycle. The District conducted an SSMP audit in early 2015. The
audit assessed the effectiveness of the SSMP implementation
and identified deficiencies in the SSMP and steps to correct
them.
D.13(xi)— The District employs multiple communication methods ranging
Communication Plan from face-to-face meetings with tributary and satellite agencies;
periodic OC WDR meetings open to the public; a large volume
of collection system program documentation available on the
OCSD website, and an SSO webpage dedicated to informing
the public of the WDR requirements and OCSD's Sewer
May 19,2017 38
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Strengths and Implementation Accomplishments
System Management Plan.
May 19,2017 39
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Compliance, SSMP Deficiencies and
Corrective Actions
Several deficiencies were identified during the audit and are in this Section along with
recommended corrective actions. Deficiencies were divided into three categories and assigned
a deficiency type code. The deficiency categories are coded and defined as shown in Table 9:
Table 9: Deficiency Definitions
Deficiency Deficiency Type Deficiency Definition
Type
A Non-Compliance A process or outcome resulting in the
SSMP not currently being in compliance
with the W DR/SSMP requirements.
B-major Major Non-Conformance Moderate to high likelihood that a
statement in the SSMP is not fully
confonmed. Moderate to high likelihood
the deficiency may impact the success of
the SSMP and/or program performance.
B-minor Minor Non-Conformance Low likelihood that a statement in the
SSMP is not fully conformed. Low
likelihood the deficiency may impact the
success of the SSMP and/or program
performance.
WDR Compliance
This audit finds the District in compliance with the State Water Resources Control Board Order
No. 2006-0003—Statewide General Waste Discharge Requirements for Sanitary Sewer
Systems.
SSMP Deficiencies and Corrective Actions
The following tables document the SSMP non-confonnance deficiencies identified as a result of
the audit along with recommended corrective actions.
May 19,2017 40
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Table 10: Major and Minor Non-Conformance Deficiencies and Recommended Corrective Actions
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(ii)- Ed Torres is not currently shown as a legally OCSD may want to consider including Ed Tones B-minor
Organization responsible official in the organization chart or as a legally responsible official since he ultimately
in the State Water Resources Control Board oversees the Collection O&M crews responsible
CIWQS SSO database. for pipeline and pump station emergency
response, operations, and maintenance.
D.13(ii)- The District Reliability Engineering and Update the Organization Chart to indicate the B-minor
Organization Maintenance Team (DREAM Team) is not lines of authority of the DREAM Team.
shown on the organization chart.
D.13(iv)—O&M The DREAM Team is an important sub-element Incorporate a description of the DREAM Team B-minor
Program of the Operation and Maintenance Program activities into the SSMP Operations and
and their activities should be described in the Maintenance Program chapter.
Operations and Maintenance chapter of the
SSMP.
D.13(iv)—O&M Force main inspection is still problematic due to OCSD should consider developing a B-major
Program limited access and many force mains remain programmatic force main inspection and condition
uninspected. OCSD has used Smartball to assessment plan that evaluates current force
assess the condition of some force mains and main access, identifies potential improvements to
in some cases has performed external improve access, and documents the best
inspection on metallic pipelines. approach currently available to assess condition
given the current state of maintenance
accessibility specific to each force main.
May 19,2017 41
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(iv)—O&M Maintenance Planning staff are developing Job Develop a plan to update generic Job Plans to B-minor
Program Plans in Maximo. Ideally Job Plans would be become station-speck to improve the ability of
updated over time to reflect actual protocols the organization to pass this knowledge to future
followed by Collection O&M crews in the field. Collection O&M pump station maintenance
This will require feedback from Collection O&M employees. The plan should take into account the
crews back to Maintenance Planning. One available resource capacity of Maintenance
issue with the Job Plans for pump station crews Planning and Pump Station O&M staff. The key is
is the lack of connectivity in the pump stations. to invest the time up front to ensure the Job Plans
Pump station crews also perform these have appropriate detail and are correct. This may
activities so often, there is not a need to read require multiple visits to the pump station to
Job Plans to be able to perform the work. ensure everything is covered. The District may
want to consider revisiting Job Plans once every
five years to ensure everything is still the same
and no further improvements can be made.
D.13(iv)—O&M Supervisors make assignment to crews. Need to improve this process work flow or have B-minor
Program Supervisors also review service requests for the ability to delegate authority for review of
validation and conversion into work orders. service requests in the case where supervisors
This is a current process bottleneck. are not available for short fuse service requests.
D.13(iv)—O&M Work order data collection appears to be Consider developing guidance to standardize data B-major
Program inconsistent between crews. collection practices for Collection O&M crews. For
example, sewer cleaning crews should utilize the
same terminology and volume quantification
practices for documenting the type and amount of
material removed from sewer pipe segments
during sewer cleaning.
May 19,2017 42
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(iv)—O&M Risk Assessment—OCSD does not OCSD should move forward with configuring B-minor
Program continuously update collection system risk as InfoMaster to calculate asset risk and
new CCTV data is collected. This has evolved continuously update the risk assessment for all
from being a best management practice to pipes in the sewer system as new CCTV data is
becoming a standard industry practice. OCSD collected.
recently purchased Innovyze InfoMaster, which
has risk assessment functionality.
D.13(v)— The depth of flow versus diameter criteria The District should update the Design and B-major
Design and included in the District's Design and Construction Requirements for Sanitary Sewers to
Performance Construction Requirements for Sanitary include depth of flow versus diameter parameters
Provisions Sewers is more conservative than the criteria for the replacement of existing sewer pipelines in
described in Appendix M for evaluating and areas that are built-out to align with Appendix M.
designing improvements to the existing system.
D.13(vi)— Appendix P2—Laboratory, Monitoring, and Update Appendix P2 to address. B-minor
Overflow Compliance (LMC) SSO Response
Emergency Procedure: Includes procedures for the LMC
Response Plan primary responder including protocols for
responding to notification, field visitation, and
reporting. It was last updated on 11/2/2016.
References to this appendix in SSMP Chapter
7 reference Environmental Compliance versus
LMC. Also, the cover page for this appendix is
titled SSO Notification Procedures and should
be updated to SSO Response Procedure.
May 19,2017 43
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(vi)— As documented in the 2013 WDR Audit, the The District may want to consider updates to the B-minor
Overflow various attachments documenting SSO Overflow Emergency Response Plan chapter and
Emergency response protocols are fragmented. attachment to address this issue. One suggestion
Response Plan is the consolidation of Appendix Q1 into Chapter 7
of the SSMP. Appendix Q1 provides a narrative
description of the overall emergency response
program, which is more appropriately included as
part of Chapter 7 instead of as an appendix.
May 19,2017 44
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(vi)— As noted in the 2010 SSMP audit, SSO The District may want to Include a section in the B-major
Overflow response documents still do not address next SSO Emergency Response Plan update
Emergency overflows from pump stations and force mains. focused on pump stations indicating each pump
Response Plan Overflows from these locations can create station, location, whether it is equipped with
significant volumes of sewage in a short alarms, on-site back-up pumps, and back-up
amount of time and benefit from having power generators. For any stations that lack
contingency plans in place in the event of a back-up pumps and generators, the plan should
failure. specify a protocol for prompt delivery of portable
pumps or generators in the event of a station
failure. In addition, the wet well capacity at each
pump station should be provided along with an
estimate of how much storage time the wet wells
would provide under different flow conditions. It
should identify where an SSO will occur if a
station fails and where bypass intake and
discharge should be set up. Finally, the plan
should identify an operation or bypass approach
in the case of force main failure and should
evaluate whether a more detailed response or
contingency plan is necessary for larger pump
stations and forcemains or complicated pump
station and force main operations.
May 19,2017 45
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(vi)— As noted in the 2015 SSMP audit, the Control Incorporate a reference to the Control Center B-minor
Overflow Center staff has a training binder for training training binder into the next SSMP update.
Emergency new Control Center staff on how to
Response Plan appropriately document and communicate
customer calls for potential SSO events. This
document is an important training tool and
guide for Control Center staff and is not
referenced in the SSMP.
D.13(vi)— The SSO Technical Report for CIWQS Spill ID Develop a corrective action to ensure the B-minor
Overflow 832505 documented the use of unsterilized availability of sterilized water bottles for Collection
Emergency water bottles for water sample collection. O&M staff to take water samples K needed.
Response Plan
D.13 viii (b)— Appendix M of the SSMP describes project The District should consider updating Appendix M B-minor
System initiation criteria the District uses to evaluate to more clearly define the distinction between
Evaluation and potential hydraulic deficiencies to trigger project initiation criteria used by Planning Division
Capacity analysis of capital improvement alternatives to evaluate hydraulic deficiencies versus design
Assurance Plan designed to address the deficiency. Project criteria used to design collection system capital
initiation criteria includes a depth to diameter improvements. The update should also clarify
ratio and allowable surcharge based on depth discrepancies between the depth of flow to
of pipe, using a 10-year design storm. Smaller diameter design criteria provided in the District's
sewers are determined deficient when the ratio Design and Construction Requirements for
of peak depth of flow to pipe diameter is equal Sanitary Sewers versus those described in
to or greater than 1.0.When redesigning Appendix M.
sewers larger than 12 inches, the desired ratio
of the peak depth of flow to pipe diameter(d/D)
is equal to 1.0. For sewer with a diameter of 12
inches or less, the desired d/D is equal to 0.75.
May 19,2017 46
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13 viii (d)— SSMP and referenced documents such as the Update the table in Appendix M that lists all the B-minor
System 2006 Strategic Plan Update, the 2009 Facilities capacity-related CIP projects that were identified
Evaluation and Plan, and Fiscal Year Budgets describe capital in the 2006 Strategic Plan Update, the 2009
Capacity improvement projects for capacity Facilities Plan, or in the current PS 15-08 study.
Assurance Plan enhancement. Some of the identified projects Include the original source of the recommendation
have been completed and others deferred for a to perform the project. Document the priority and
variety of reasons. Although improvements status of each project and projected completion
have been made to the table in Appendix M date.
since the last audit, the reason for the For projects that have been deferred and/or are
cancellation of projects is still not included. not currently included in the District's CIP, the
Projects listed as"on going" could be in design table should include the justification for the
or construction phases. The anticipated start deferral (e.g., reduced flows, lower growth
dates of the projects are listed, however, the projections, acceptable level of risk, etc.). This
anticipated completion dates (as required by table should be updated annually and included in
the WDR) are not. the SSMP.
May 19,2017 47
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Identified Deficiency Recommended Corrective Action Deficiency
Type
D.13(ix)— Appendix 11 of the SSMP titled Preventative As documented in the 2015 WDR Audit Report, B-minor
Monitoring, Maintenance Program, specifies collection OCSD may want to focus efforts on improving the
Measurement, system maintenance output goals. These goals ability to provide documentation verifying SSMP
and Program are summarized in Table 7. The current commitments are being achieved. As OCSD's
Modifications Operational Dashboard metrics come close to implementation of the Maximo computerized
achieving this goal. maintenance management system continues to
mature, OCSD should consider developing
additional performance metrics to track
achievement of these goals. A further
improvement OCSD may want to consider is a
periodic report indicating which assets have
exceeded the preventive maintenance
frequencies summarized in Table 7 and which
assets are close to exceeding those frequencies.
May 19,2017 48
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
Other Findings and Opportunities
This section includes other findings and opportunities for improvements not linked directly to issues of compliance or conformance
with the WDR. These are ideas which resulted from the audit and are presented for the District's consideration.
Table 11:Other Findings and Opportunities
WDR Provision Finding Opportunity
D.13(ii)- There are inconsistencies between the titles used on the Update the Organizational Narrative and Program
Organization Organizational Narrative versus those shown on the Organizational Chart to create consistency between the
Program Organizational Chart making it challenging for titles or a clear linkage between the titles. For example, a
someone outside of the OCSD organization to follow, yet new column could be added to the Organization Narrative
both documents are mostly up-to-date and comply with to include the exact titles shown in the Program
the WDR requirement. Organizational Chart.
D.13(ii)- The title for the Principal Public Affairs Specialist is not Update the title.
Organization correct due to a recent promotion.
D.13(iv)—O&M Decision-Making Guidelines—OCSD continues to OCSD has the opportunity to develop a standardized
Program evaluate the maintenance and renewal needs of sewer approach to evaluating maintenance and CCTV data and
pipelines manually and on a case-by-case basis. determine maintenance and renewal actions (i.e., repair,
replace, CIPP, upsize, etc.)to address asset deficiencies
as maintenance and CCTV data is collected.
D.13(iv)—O&M OCSD recently purchased Innovyze InfoMaster software, OCSD should move forward with configuring InfoMaster to
Program which has the functionality to support asset management calculate asset risk and continuously update the risk
decision-making. assessment for all pipes in the sewer system as new
CCTV data is collected.
May 19,2017 49
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Finding Opportunity
D.13(iv)—O&M Estimating Renewal Needs—OCSD has estimated long- OCSD has condition data for almost all collection system
Program term asset renewal needs and has incorporated these assets. OCSD should consider using this data to calculate
estimates into OCSD's budget and rate structure. These actual asset reliability rates using available CCTV
estimates were based on assumptions for useful life of inspection data and then updating the renewal needs
collection system assets. funding forecast. OCSD can then begin to understand
whether the current funding level is adequate to sustain
desired service levels and risk tolerances.
D.13(iv)—O&M CCTV Inspection Schedule—OCSD has collected CCTV OCSD should consider moving towards a risk-based
Program inspection data for almost all collection system gravity CCTV monitoring schedule for future inspections. High-risk
mainline assets. pipes would be inspected more frequently (e.g. 5 to 10-
year schedule) and low risk pipes less frequently (e.g., 10
to 20 year schedule).
D.13(viii)— The District is currently in the process of developing a PS 15-08 provides an opportunity for the District to assess
System new capacity assessment of its collection system (Project current sewer flows, update and validate the hydraulic
Evaluation and PS 15-08)that includes an extensive flow monitoring model, review current design criteria, evaluate hydraulic
program and hydraulic model update to assess the
Capacity system's capacity to convey current and projected sewer deficiencies and develop a new Capital Improvement
Assurance Plan flows. Program. Upon completion of the project, these findings
should be incorporated into the SSMP.
May 19,2017 50
Orange County Sanitation District 2015-2016 WDR/SSMP Audit
WDR/SSMP Audit Findings FINAL
WDR Provision Finding Opportunity
D.13(viii)— As part of PS 15-08, the District will be assessing flows PS 15-08 presents an opportunity for the District to
System from member agencies. As the District has invested develop a plan to continue to assess 1/1 from member
Evaluation and significant funds to assist member agencies with their 1/1 agencies over time. The updated hydraulic model is
Capacity reduction efforts, this project will help to quantify trends in capable of quantifying 1/1 as a percentage of rainfall,
Assurance Plan 1/1 over time. It is important to the District that peak 1/1 be factoring in dry and wet antecedent rainfall conditions, and
controlled by the member agencies. Significant increases should be able to quantify any significant increases or
in peak 1/1 could result in additional hydraulic deficiencies decreases in 1/1 that occurs, allowing the District to follow-
that have not yet been identified in the District's trunk up and document I&I improvement efforts by upstream
sewers, as well as in the District's treatment plants and agencies. Proposed monitoring program should include
ocean outfalls. comprehensive analysis of flows from these agencies.
If a flow monitoring plan is developed as a result of the
PS15-08 project, this information should be included in the
SSMP and regular updates of the "watch" areas should be
provided.
D.13(ix)— Environmental Compliance staff use ECAP to send email Environmental Compliance staff is in the process of
Monitoring, reminders to owners assigned to maintain various SSMP reviewing the appropriateness of the update frequency
Measurement, chapters and elements. Currently these reminders are and should follow through with modifying the frequency
and Program sent every six months. and schedule for updates, as appropriate, taking into
Modifications consideration the feedback received from chapter and
appendix owners.
D.13(xi)— OCSD is missing out on an opportunity to provide the OCSD may want to consider a adding a message on the
Communication public with another opportunity and means to provide District's SSO webpage indicating that the current version
Plan input on the development and implementation of the of the SSMP available on the District website is always
SSMP. available for review and any comments, suggestions, or
input from the public is welcome and appreciated. The
message can instruct the public to provide this input to any
of the three contacts identified on at the bottom of the
page for consideration in future SSMP updates.
May 19,2017 51
OPERATIONS COMMITTEE Melting Dat0 TOBE.Of Dir.
06/07/17 O6/28/17
AGENDA REPORT Item Item Number
7
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: James Colston, Director of Environmental Services
SUBJECT: SEWER SYSTEM MANAGEMENT PLAN UPDATE
GENERAL MANAGER'S RECOMMENDATION
Approve and file the Orange County Sanitation District's Sewer System Management
Plan, dated May 9, 2017.
BACKGROUND
The Orange County Sanitation District (Sanitation District) Sewer System Management
Plan (SSMP) was last approved and filed by the Board of Directors on March 28, 2012.
The Sanitary Sewer System Waste Discharge Requirements Order (SSS WDR Order)
requires the SSMP to be certified by the enrollee (Sanitation District) every five years.
Accordingly, the SSMP was revised with recommendations set forth within the 2015
SSMP Audit Report. Further administrative changes were made to the SSMP when the
Environmental Services Department was recently formed. The current edition of the
Sanitation District's SSMP is posted on the Sanitation District website for public
awareness and transparency.
RELEVANT STANDARDS
• Comply with sanitary sewer overflow regulations (SSS WDR Order)
• Maintain a proactive asset management program
• Less than 2.1 sewer spills per 100 miles
TIMING CONCERNS
Permit requires the Sewer System Management Plan to be certified every five years.
RAMIFICATIONS OF NOT TAKING ACTION
Non-compliance with the SSS WDR Order.
PRIOR COMMITTEE/BOARD ACTIONS
December 2015 - Board of Directors received and filed the 2015 Waste Discharge
Requirement (WDR)for SSMP Audit Report dated July 31, 2015.
Page 1 of 2
March 2012 - Board of Directors approved the SSMP dated March 28, 2012.
May 2009 - Board of Directors approved the SSMP dated May 1, 2009.
October 2008-Board of Directors received and filed the SSMP Compliance Status Report
dated September 24, 2008.
July 2007 - Board of Directors approved the SSMP Development Plan and Schedule.
October 2006 - Board of Directors approved the development and implementation of a
compliance program with the Sanitary Sewer System WDR Order.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.coml with the
complete agenda package:
• SSMP Volumes I and II (674 pages— provided as separate link/file)
Page 2 of 2
OPERATIONS COMMITTEE Meeting Date To Bd.of Dir.
06/07,17 —
AGENDA REPORT Item Number Iem Number
s —
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: James Colston, Environmental Services Director
SUBJECT: LABORATORY, MONITORING, AND COMPLIANCE DIVISION UPDATE
GENERAL MANAGER'S RECOMMENDATION
Information Only.
BACKGROUND
The Laboratory, Monitoring, and Compliance Division was part of the reorganization that
formed the Environmental Services Department in July 2016. Staff will present an
informational overview on the Division's new and on-going programs to update the Board
of Directors with the activities and achievements over the past year, and planned future
efforts.
RELEVANT STANDARDS
• Maintain a culture of improving efficiency
• Maintain environmental regulatory oversight by all regulators
Highly qualified, well trained, motivated, and diverse workforce
ADDITIONAL INFORMATION
The Laboratory, Monitoring, and Compliance Division (Division 630) is composed of 54
positions and has an operating budget of $10,389,610. The division supports several
internal customers including Operations, Compliance, Resource Protection, Orange
County Sanitation District's (Sanitation District) Research Technical Advisory Group and
Capital Projects, in addition to performing as needed cooperative support for and studies
with outside agencies such as the Orange County Water District (OCWD), the Southern
California Coastal Water Research Project (SCCWRP) and the South Orange County
Wastewater Agency (SOCWA).
In July 2016, the Sanitation District reorganized to form the Environmental Services
Department and the Compliance section, with its 11 positions, was added to the
previously named Environmental Laboratory and Ocean Monitoring Division. This
change has brought together the analytical expertise of the Laboratory staff and the
regulatory reporting expertise of the Compliance staff. Due to time constraints, this
presentation will focus on the Sanitation District's Ocean Monitoring Program and only
briefly touch on other programs within Division 630.
Page 1 of 2
The Environmental Laboratory performs analysis for nearly 110,000 samples per year;
approximately 48% are in support of Operational Optimization and Process Monitoring,
34% are in support of Permit Compliance, 9% are in support of Resource Protection
monitoring and investigations and 8.5% are in support of the Ocean Monitoring Program.
The Sanitation District's Ocean Monitoring Program performed 86 vessel operation days
in 2016. The Sanitation District's water quality program, which extends seven miles off
shore, has collected 3,736 samples at nearly 500 stations. The sediment monitoring
program collected samples at 97 stations and staff collected nearly 200 samples from the
ocean floorfor chemical and biological analyses; while the fish trawling program collected
fish and invertebrates at 20 stations for analysis. As a comparison, in 1997, the Sanitation
District used contractors to perform this work at a cost over$1.7 million per year. Since
the Sanitation District insourced this program using existing Sanitation District staff, our
expenditures have been reduced to less than $300,000 per year.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OOSD website (wwwocsd.com) with the
complete agenda package:
N/A
Page 2 of 2
OPERATIONS COMMITTEE Meeting Date To Bd.of Dir.
06/07,17 —
AGENDA REPORT Item Number Item Number
9 —
Orange County Sanitation District
FROM: James D. Herberg, General Manager
Originator: Lorenzo Tyner, Director of Finance &Administrative Services
SUBJECT: 2017-18 BUDGET UPDATE PRESENTATION
GENERAL MANAGER'S RECOMMENDATION
Information Only.
SUMMARY
Staff will provide an overview of the 2017-18 Budget Update, including Orange County
Sanitation District Revenues, Capital Improvement and Operating expenditures, and
long-term liabilities.
RELEVANT STANDARDS
Produce Operations and CIP budgets every two years with annual update
PRIOR COMMITTEE/BOARD ACTIONS
The FY 2016-17 and 2017-18 biennium budget was adopted on June 22, 2016.
FINANCIAL CONSIDERATIONS
The outlays for the FY 2017-18 Budget Update being proposed for re-adoption on
June 28, 2017 will not exceed the amounts within the cash flow model included in the
FY 2016-17 and 2017-18 Adopted Budget.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.coml with the
complete agenda package:
N/A
Page 1 of 1
ORANGE COUNTY SANITATION DISTRICT
Agenda
Terminology
Glossary
Glossary of Terms and Abbreviations
AQMD Air Quality Management District
ASCE American Society of Civil Engineers
BOD Biochemical Oxygen Demand
CARS California Air Resources Board
CASA California Association of Sanitation Agencies
CCTV Closed Circuit Television
CEQA California Environmental Quality Act
CIP Capital Improvement Program
CRWQCB California Regional Water Quality Control Board
CWA Clean Water Act
CWEA California Water Environment Association
EIR Environmental Impact Report
EMT Executive Management Team
EPA US Environmental Protection Agency
FOG Fats, Oils, and Grease
gpd gallons per day
GWRS Groundwater Replenishment System
ICS Incident Command System
IERP Integrated Emergency Response Plan
LOS Level Of Service
MGD Million Gallons Per Day
NACWA National Association of Clean Water Agencies
NPDES National Pollutant Discharge Elimination System
NWRI National Water Research Institute
O & M Operations & Maintenance
OCCOG Orange County Council of Governments
OCHCA Orange County Health Care Agency
OCSD Orange County Sanitation District
OCWD Orange County Water District
OOBS Ocean Outfall Booster Station
OSHA Occupational Safety and Health Administration
PCSA Professional Consultant/Construction Services Agreement
PDSA Professional Design Services Agreement
POTW Publicly Owned Treatment Works
ppm parts per million
PSA Professional Services Agreement
RFP Request For Proposal
RWQCB Regional Water Quality Control Board
Glossary of Terms and Abbreviations
SARFPA Santa Ana River Flood Protection Agency
SARI Santa Ana River Interceptor
SARWQCB Santa Ana Regional Water Quality Control Board
SAW PA Santa Ana Watershed Project Authority
SCADA Supervisory Control And Data Acquisition
SCAP Southern California Alliance of Publicly Owned Treatment Works
SCAQMD South Coast Air Quality Management District
SOCWA South Orange County Wastewater Authority
SRF Clean Water State Revolving Fund
SSMP Sewer System Management Plan
SSO Sanitary Sewer Overflow
SWRCB State Water Resources Control Board
TDS Total Dissolved Solids
TMDL Total Maximum Daily Load
TSS Total Suspended Solids
WDR Waste Discharge Requirements
WEF Water Environment Federation
W ERF Water Environment & Reuse Foundation
WIFIA Water Infrastructure Finance and Innovation Act
WIIN Water Infrastructure Improvements for the Nation Act
W RDA Water Resources Development Act
Activated sludge process — A secondary biological wastewater treatment process where
bacteria reproduce at a high rate with the introduction of excess air or oxygen and consume
dissolved nutrients in the wastewater.
Benthos —The community of organisms, such as sea stars, worms, and shrimp, which live on,
in, or near the seabed, also known as the benthic zone.
Biochemical Oxygen Demand (BOD) — The amount of oxygen used when organic matter
undergoes decomposition by microorganisms. Testing for BOD is done to assess the amount of
organic matter in water.
Biogas—A gas that is produced by the action of anaerobic bacteria on organic waste matter in a
digester tank that can be used as a fuel.
Biosolids—Biosolids are nutrient rich organic and highly treated solid materials produced by the
wastewater treatment process. This high-quality product can be recycled as a soil amendment on
farmland or further processed as an earth-like product for commercial and home gardens to
improve and maintain fertile soil and stimulate plant growth.
Glossary of Terms and Abbreviations
Capital Improvement Program (CIP) — Projects for repair, rehabilitation, and replacement of
assets. Also includes treatment improvements, additional capacity, and projects for the support
facilities.
Coliform bacteria—A group of bacteria found in the intestines of humans and other animals, but
also occasionally found elsewhere, used as indicators of sewage pollution. E. coli are the most
common bacteria in wastewater.
Collections system— In wastewater, it is the system of typically underground pipes that receive
and convey sanitary wastewater or storm water.
Certificate of Participation (COP)—A type of financing where an investor purchases a share of
the lease revenues of a program rather than the bond being secured by those revenues.
Contaminants of Potential Concern (CPC) — Pharmaceuticals, hormones, and other organic
wastewater contaminants.
Dilution to Threshold (DIT) — The dilution at which the majority of people detect the odor
becomes the D/T for that air sample.
Greenhouse Gases (GHG) — In the order of relative abundance water vapor, carbon dioxide,
methane, nitrous oxide, and ozone gases that are considered the cause of global warming
("greenhouse effect').
Groundwater Replenishment System (GWRS) — A joint water reclamation project that
proactively responds to Southern California's current and future water needs. This joint project
between the Orange County Water District and the Orange County Sanitation District provides 70
million gallons per day of drinking quality water to replenish the local groundwater supply.
Levels Of Service (LOS) — Goals to support environmental and public expectations for
performance.
N-Nitrosodimethylamine (NDMA) — A N-nitrosamine suspected cancer-causing agent. It has
been found in the Groundwater Replenishment System process and is eliminated using hydrogen
peroxide with extra ultra-violet treatment.
National Biosolids Partnership (NBP)—An alliance of the National Association of Clean Water
Agencies and Water Environment Federation, with advisory support from the US Environmental
Protection Agency. NBP is committed to developing and advancing environmentally sound and
sustainable biosolids management practices that go beyond regulatory compliance and promote
public participation to enhance the credibility of local agency biosolids programs and improved
communications that lead to public acceptance.
Plume — A visible or measurable concentration of discharge from a stationary source or fixed
facility.
Glossary of Terms and Abbreviations
Publicly Owned Treatment Works (POTW) —A municipal wastewater treatment plant.
Santa Ana River Interceptor(SARI) Line —A regional brine line designed to convey 30 million
gallons per day of non-reclaimable wastewater from the upper Santa Ana River basin to the ocean
for disposal, after treatment.
Sanitary sewer—Separate sewer systems specifically for the carrying of domestic and industrial
wastewater. Combined sewers carry both wastewater and urban runoff.
South Coast Air Quality Management District (SCAQMD) — Regional regulatory agency that
develops plans and regulations designed to achieve public health standards by reducing
emissions from business and industry.
Secondary treatment — Biological wastewater treatment, particularly the activated sludge
process, where bacteria and other microorganisms consume dissolved nutrients in wastewater.
Sludge—Untreated solid material created by the treatment of wastewater.
Total Suspended Solids (TSS)—The amount of solids floating and in suspension in wastewater.
Trickling filter — A biological secondary treatment process in which bacteria and other
microorganisms, growing as slime on the surface of rocks or plastic media, consume nutrients in
wastewater as it trickles over them.
Urban runoff—Water from city streets and domestic properties that carry pollutants into the storm
drains, rivers, lakes, and oceans.
Wastewater—Any water that enters the sanitary sewer.
Watershed—A land area from which water drains to a particular water body. The Orange County
Sanitation District's service area is in the Santa Ana River Watershed.