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HomeMy WebLinkAbout10-05-2016 Operations Committee Agenda Packet Orange County Sanitation District Wednesday, October 5, 2016 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 number on 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 to be 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 Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1.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 September 7, 2016 Operations Committee Meeting. 10/05/2016 Operations Committee Agenda Page 1 of 4 2. PLANT NO. 1 FLEET SERVICES UST LEAK REMEDIATION, PROJECT NO. FE14-05 (Rob Thompson) RECOMMENDATION: Recommend to the Board of Directors to: Increase the task order limit for Contract FE15-00-01 with Dudek from $86,116 to $160,000 for Task Order FE15-00-01-01 to authorize the General Manager to negotiate and award additional engineering services related to Plant No. 1 Fleet Services UST Leak Remediation, Project No. FE14-05. 3. HEADWORKS REHABILITATION AND EXPANSION AT PLANT 1, PROJECT NO. P1-105 (Rob Thompson) RECOMMENDATION: A. Approve a service contract with Almega Environmental for Plant No. 1 Trunklines Air Sample Collection and Analysis (P1-105) Specification No. S-2016-793 for an amount of $98,150 for odor sampling and analysis of new Bioscrubbers 9 and 10 for Headworks Rehabilitation and Expansion at Plant 1, Project No. 131-105; and B. Approve a contingency of$9,815 (10°/%). 4. UPDATE TO 2015 AUDIT REPORT OF OCSD'S SANITARY SEWER SYSTEM MANAGEMENT PLAN (Ed Torres) RECOMMENDATION: Recommend to the Board of Directors to: Receive and file the Close out Memorandum for the 2015 Orange County Sanitation District's Sewer System Management Plan audit, dated June 30, 2016. 5. INDUSTRIAL CLEANING SERVICES, SPECIFICATION NO. S-2015-714BD (Ed Torres) RECOMMENDATION: Recommend to the Board of Directors to: A. Approve a contingency increase of $110,565 (21%) to the service contract with Performance Pipeline Technologies for Industrial Cleaning Services, Specification No. S-2015-714BD, for the period December 11, 2015 through December 10, 2016, for a new total contingency amount not to exceed $215,865 (41%). B. Approve a contingency of$105,300 (20%) per year for all remaining renewal periods. 10/05/2016 Operations Committee Agenda Page 2 of 4 NON-CONSENT CALENDAR: 6. SLUDGE DIGESTER REHABILITATION AT PLANT NO. 1, PROJECT NO. P1-100 (Rob Thompson) RECOMMENDATION: Recommend to the Board of Directors to: A. Approve a budget increase of$500,000 for Sludge Digester Rehabilitation at Plant No.1, Project No. P1-100,for a total budget amount of$67,150,000; and B. Approve a contingency increase of $837,500 (2.5%) to the construction contract with JR Filanc Construction Company for Sludge Digester Rehabilitation at Plant No. 1, Project No. P1-100, for a total contingency of $9,212,500 (27.5%). INFORMATION ITEMS: 7. ORANGE COUNTY SANITATION DISTRICT BIOSOLIDS PROGRAM (Jim Colston) DEPARTMENT HEAD REPORTS: OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS IF ANY: ADJOURNMENT: The next Operations Committee meeting is scheduled for Wednesday, November 2, 2016 at 5:00 p.m. 10/05/2016 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 pnor 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 majority of the Board of Directors,are available for public inspection in the office of the Clerk of the Board. Agenda Descnotion: 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 iherbemfalocsd.com Assistant General Manager Bob Ghirelli (714)593-7400 rahirell4tpocsd.com Director of Engineering Rob Thompson (714)593-7310 rthomoson(cDocsd.com Director of Environmental Services Jim Colston (714)593-7450 0colston0ocsd.com Director of Operations&Maintenance Ed Torres 714 593-7080 etorres ocsd.com 10/05/2016 Operations Committee Agenda Page 4 of 4 ITEM NO. 1 MINUTES OF THE OPERATIONS COMMITTEE Orange County Sanitation District Wednesday, September 7, 2016, 5:00 p.m. A regular meeting of the Operations Committee was called to order by Committee Chair Withers on Wednesday, September 7, 2016 at 5:02 p.m. in the Administration Building. Director Beamish led the Flag Salute. A quorum was declared present, as follows: COMMITTEE MEMBERS PRESENT: STAFF PRESENT: John Withers, Chair Jim Herberg, General Manager David Shawver, Vice-Chair Bob Ghirelli, Assistant General Manager Tom Beamish Celia Chandler, Director of Human Resources Kris Beard (Alternate) Jim Colston, Director of Environmental Services Ellery Deaton Rob Thompson, Director of Engineering Robert Kiley Ed Torres, Director of Operations and Maintenance Richard Murphy Lorenzo Tyner, Director of Finance & Steve Nagel Administrative Services Fred Smith Tina Knapp, Deputy Clerk of the Board Chad Wanks Cindi Ambrose Mariellen Yarc Jennifer Cabral John Nielsen, Board Chair Mike Dorman Alfredo Garcia COMMITTEE MEMBERS ABSENT: Mark Manzo Greg Seboum, Board Vice-Chair Kathy Millea Michelle Steel Cindy Murra George Rivera Richard Spencer Eros Yong OTHERS PRESENT: Brad Hogin, General Counsel Michael Beverage, Alternate Director YLWD Mehul Patel, Orange County Water District (OCWD) Rashi Gupta, Carollo Engineers Peter Bokor, Carollo Engineers PUBLIC COMMENTS: None. REPORT OF COMMITTEE CHAIR: Committee Chair Withers did not provide a report. 09/07/2016 Operations CommiOee Min Wes Page 1 d 8 REPORT OF GENERAL MANAGER: General Manager Jim Herberg did not provide a report. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED. SECONDED. and DULY CARRIED TO: Approve Minutes of the July 6, 2016 Operations Committee Meeting. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 2. SANTA ANA RIVER INTERCEPTOR ROCK STABILIZERS REMOVAL, PROJECT NO. 2-41-8 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a budget increase of$303,000, increasing the project budget from $3,743,000 to $4,046,000; B. Approve a Professional Design Services Agreement with Michael Baker International, Inc. to provide engineering design services for the Santa Ana River Interceptor Rock Stabilizers Removal, Project No. 2-41-8, for an amount not to exceed $399,008; and C. Approve a contingency of$39,900 (10%). AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 3. DISTRICT 6 TRUNK SEWER RELIEF, PROJECT NO. 6-17 (Rob Thompson) MOVED. SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Professional Construction Services Agreement with RMC Water and Environment (RMC), to provide construction support services for 09/07/2016 Operations Committee Minutes Page 2 of 8 District 6 Trunk Sewer Relief, Project No. 6-17, for a total amount not to exceed $290,000; and B. Approve a contingency of$43,500 (15%). AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 4. PLANT NO. 2 TRICKLING FILTER CHEMICAL ODOR CONTROL, PROJECT NO. FE13-04 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: Increase the task order limit for Contract FE12-00-08 with GHD from $100,000 to $150,000 for Task Order FE12-00-08-03 to authorize the General Manager to negotiate and award additional engineering services related to Plant No. 2 Trickling Filter Chemical Odor Control, Project No. FE13-04. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 5. GAS COMPRESSOR BUILDING PIPING REPLACEMENT AT PLANT 2, PROJECT NO. FE15-06 (Rob Thompson) MOVED. SECONDED, and DULY CARRIED TO: Recommend to the Board of Directors to: Increase the task order limit for Contract FE12-00-01 with Lee and Ro, Inc. from $100,000 to $160,000 for Task Order FE12-00-01-04 to authorize the General Manager to negotiate and award additional engineering services related to the Gas Compressor Building Piping Replacement at Plant 2, Project No. FE15-06. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 09/07/2016 Operations Committee Minutes Page 3 of 8 6. SLUDGE DEWATERING AND ODOR CONTROL AT PLANT 2, PROJECT NO. 132-92 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Authorize out-of-country travel for three Orange County Sanitation District (Sanitation District)employees to observe testing in Germany of dewatered sludge piston pumps to be supplied under the Sludge Dewatering and Odor Control at Plant 2, Project No. P2-92, subject to the Sanitation District's travel policy; and B. Authorize out-of-country travel for three Orange County Sanitation District (Sanitation District) employees to observe testing in Sweden of dewatering centrifuges to be supplied under the Sludge Dewatering and Odor Control at Plant 2, Project No. P2-92, subject to the Sanitation District's travel policy. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Sebourn and Steel 7. AQUACRITOX® EVALUATION/DESIGN, PROJECT NO. SP-125-17 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Receive and file the AquaCrito0 Demonstration Project Evaluation Study; and B. Authorize out-of-country travel for two Orange County Sanitation District (Sanitation District) employees to conduct a site visit to observe the operations and performance of the European Union-funded AquaCritoxe project in Valencia, Spain, in connection with the AquaCritoe Evaluation/Design, Project No. SP-125-17, and all travel, lodging, and per diem costs in accordance with the Sanitation District's travel policy. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 09/07/2016 Operations Committee Minutes Page 4 d 8 8. PRESSURIZATION AND ODOR CONTROL STUDY AT NEWPORT BEACH, PROJECT NO. PS15-07 (Rob Thompson) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Professional Services Agreement with Dudek to provide professional services for Pressurization and Odor Control Study at Newport Beach, Project No. PS15-07, for an amount not to exceed $256,478; and, B. Approve a contingency of$25,648 (10%). AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 9. QUARTERLY ODOR COMPLAINT REPORT (Ed Torres) MOVED. SECONDED. and DULY CARRIED TO: Receive and file the Fiscal Year 2015/16 Fourth Quarter Odor Complaint Summary. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanks, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 10. ON-CALL CONTRACTOR SUPPORT SERVICES SPECIFICATION NO. 5-2016-772BD (Ed Torres) MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Service Contract with Jamison Engineering for On-Call Contractor Support Services, Specification No. S-2016-772BD, for the period November 1, 2016 through October 31, 2017 for a total annual amount not to exceed $700,615, with four one-year renewal options; and B. Approve an annual contingency of$70,061 (10%). AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 09/07/2016 Operations Committee Minutes Page 5 d 8 11. SEWER LINE CLEANING OF SMALL REGIONAL SEWER LINES SPECIFICATION NO. 5-2016-788BD (Ed Torres) MOVED. SECONDED, and DULY CARRIED TO: A. Approve a Service Contractwith Performance Pipeline Technologies for the cleaning services of approximately 60 miles of regional small sewers and manholes, Specification No. S-2016-78813D, for the period November 1, 2016 through October 31, 2017, for a total amount not-to-exceed $166,450, with four one-year renewal options; and B. Approve an annual contingency of$33,290 (20%). AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanks, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel NON-CONSENT CALENDAR: 12. NEWHOPE-PLACENTIA TRUNK REPLACEMENT, PROJECT NO. 2-72 (Rob Thompson) Director of Engineering Rob Thompson provided an overview of this item, indicating that this project is an excellent example of collaboration between agencies of benefit to the public. MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: A. Approve a Cooperative Agreement between the Orange County Sanitation District and the City of Fullerton for pavement rehabilitation work on Yorba Linda Boulevard and State College Boulevard along a portion of the Newhope-Placentia Trunk Sewer Replacement, Segment A, Contract No. 2-72A, for an estimated amount of $600,000 to be reimbursed by the City of Fullerton; B. Approve a budget increase of $600,000 for the Newhope-Placentia Trunk Replacement, Project No. 2-72, for a total budget amount of$100,075,000; and C. Approve a contingency increase of $600,224 (2.84%) to the construction contract with Trautwein Construction Inc. for Newhope-Placentia Trunk Replacement, Segment A, Contract No. 2-72A, for a total contingency of $2,713,689 (12.84%). 09/07/2016 Operations Committee Minutes Page 6 of 8 AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, Withers, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum and Steel 13. HEADWORKS MODIFICATIONS AT PLANT 2 FOR GWRS FINAL EXPANSION, PROJECT NO. P2-122 (Rob Thompson) Engineering Manager Kathy Millea provided an informative PowerPoint presentation related to this item, including an overview of the Groundwater Replenishment System (GWRS), the original plan for the GWRS, processing done through the GWRS, contributions to the project made by the Sanitation District, and an overview of the outstanding projects and next steps needed for final expansion of the GWRS. General Manager Jim Herberg, Ms. Millea, and Mehul Patel, Director of Operations at OCWD, responded to questions from the Committee regarding sources feeding into the GWRS and financing of the remaining projects. Chair Withers left the meeting at 5:08 p.m. Vice-Chair Shawver presided for the remainder of the meeting. MOVED. SECONDED. and DULY CARRIED TO: Recommend to the Board of Directors to: Establish a project for Headworks Modifications at Plant 2 for GWRS Final Expansion, Project No. P2-122, with a budget of$50,000,000. AYES: Beamish, Beard (Alternate), Deaton, Kiley, Murphy, Nagel, Nielsen, Shawver, F. Smith, Wanke, and Yarc NOES: None ABSTENTIONS: None ABSENT: Seboum, Steel, and Withers INFORMATION ITEMS: 14. ORANGE COUNTY SANITATION DISTRICT SECURITY PROGRAM (Celia Chandler) Director of Human Resources Celia Chandler provided a brief overview of this item and introduced Human Resources & Risk Manager Richard Spencer, who provided a PowerPoint presentation on the Sanitation District's security program. The presentation included security plans, policies, and procedures; video surveillance; perimeter security; contract security services; access control system; and various additional strategies used in the Sanitation District's security program. Mr. Spencer demonstrated one of the key types used by the Sanitation District, a CyberKey, and passed it around for the Committee to see. 09/07/2016 Operations Committee Minutes Page 7 of 8 Mr. Spencer responded to questions from the Committee regarding armed presence at the Sanitation District on a daily basis, shared security with OCWD/GWRS, and how quickly additional security measures can be implemented in a heightened situation. Suggestions were made by the Committee to issue identification badges to the Board of Directors and create security plans specific to Board meetings, to include evacuation routes. Ms. Chandler provided an update on a recent security matter. DEPARTMENT HEAD REPORTS: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. ADJOURNMENT Committee Vice-Chair Shawver declared the meeting adjourned at 5:47 p.m. to the next scheduled meeting of Wednesday, October 5, 2016 at 5:00 p.m. Submitted by, Tina Knapp Deputy Clerk of the Board 09/07/2016 Operations Committee Minutes Page 8 d 8 OPERATIONS COMMITTEE Meeting Date TOBE.Of Dir. 10/0SI16 10/26/16 AGENDA REPORT ItemNumber Item Number z Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Rob Thompson, Director of Engineering SUBJECT: PLANT NO. 1 FLEET SERVICES UST LEAK REMEDIATION, PROJECT NO. FE14-05 GENERAL MANAGER'S RECOMMENDATION Increase the task order limit for Contract FE15-00-01 with Dudek from $86,116 to $160,000 for Task Order FE15-00-01-01 to authorize the General Manager to negotiate and award additional engineering services related to Plant No. 1 Fleet Services UST Leak Remediation, Project No. FE14-05. BACKGROUND Two 12,000-gallon underground storage tanks (UST)at Plant No. 1 were previously used for fuel storage. A leak in the associated piping was discovered and reported to the Orange County Health Care Agency (OCHCA) as required by law. Since then, the tanks and associated piping have been removed. Monitoring and extraction wells were installed to contain and monitor the hydrocarbon plume. Project No. FE14-05 was created underthe Facilities Engineering Program-Plant Master Budget (M-FE-Plant) to remediate the associated contamination. A budget of $14,952,000 has been reserved for this project, based on a worst-case scenario for the amount of work that might be required. Task Order FE15-00-01-01 under Contract FE15-00-01 was issued to Dudek to provide consulting, and design and construction support services related to the project. Following approval by the OCHCA of the proposed work plan, CEQA analysis and documentation will be prepared, followed by detailed design, construction, and post-remediation monitoring of two to five years. Based on consultations with the OCHCA, it appears that the contamination can be remediated by removing and disposing of soil in a 40 foot by 60 foot area, extending down 20 feet, with an associated project cost of approximately$6.4 million, including five years of post-remediation monitoring. RELEVANT STANDARDS • Maintain environmental regulatory oversight by all regulators • Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting Page 1 of 3 PROBLEM Based on the proposed work plan submitted to the OCHCA, the level of effort associated with the required engineering services and additional drilling and analysis is greater than would have been assumed at the time that the original task order was issued. The total estimated effort under the task order is $160,000, which is more than the currently authorized amount of $86,116. The amount required also exceeds the General Manager's approval authority, and Operations Committee approval is required. PROPOSED SOLUTION Approve increasing the task order limit for Contract FE15-00-01 with Dudek from $86,116 to$160,000 for Task Order FE15-00-01-01 to authorize the General Manager to negotiate and award additional engineering services related to Plant No. 1 Fleet Services UST Leak Remediation, Project No. FE14-05. TIMING CONCERNS The contamination can spread beyond the current area and beyond Orange County Sanitation District (Sanitation District) property by rising groundwater if not adequately remediated. The Remediation Plan and design should be completed by January 2017 and construction completed by November 2017. RAMIFICATIONS OF NOT TAKING ACTION The contamination could spread to a larger area, resulting in a greater clean-up cost. PRIOR COMMITTEE/BOARD ACTIONS July 2015 - Approved annual Professional Design Services Agreements with Dudek and eleven other firms for professional engineering design and construction support services projects, Contract No. FE15-00-01, commencing July 1, 2015, with a maximum annual fiscal year contract limitation not to exceed $400,000 for each Professional Design Services Agreement, and, up to two additional one-year optional extensions. Amendment No. 1, Contract No. FE15-00-01, extending the contract period until June 30, 2017, was approved by the General Manager in May 2016. Task Order FE15-00-01-01 for an amount not to exceed $86,116 was approved by the Director of Engineering in September 2015, authorizing design and construction support services related to Plant No. 1 Fleet Services UST Leak Remediation, Project No. FE14-05. ADDITIONAL INFORMATION N/A Page 2 of 3 CEQA CEQA analysis and documentation will be conducted as part of the project and completed prior to remediation of the site. FINANCIAL CONSIDERATIONS This request complies with authority levels of the Sanitation District's Purchasing Ordinance. This item has been budgeted and the budget is sufficient for the recommended action. FY Budget 2016-17 & 2017-18, Section 8, Page 85. ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: N/A RB:dm:gc Page 3 of 3 OPERATIONS COMMITTEE Meeting Dare To ad.ofDir. 0/OS/16 — AGENDA REPORT Item Number Item Number 3 — Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Rob Thompson, Director of Engineering SUBJECT: HEADWORKS REHABILITATION AND EXPANSION AT PLANT 1, PROJECT NO. P1-105 GENERAL MANAGER'S RECOMMENDATION A. Approve a service contract with Almega Environmental for Plant No. 1 Trunklines Air Sample Collection and Analysis (P1-105) Specification No. S-2016-793 for an amount of $98,150 for odor sampling and analysis of new Bioscrubbers 9 and 10 for Headworks Rehabilitation and Expansion at Plant 1, Project No. P1-105; and B. Approve a contingency of$9,815 (10%). BACKGROUND Bioscrubbers 9 and 10, which were installed on the recent Trunk Line Odor Control Improvements, Project No. P1-123, treat foul air pulled from the trunk sewers coming into Plant No. 1. The only key odorant removal that is monitored is hydrogen sulfide, which is the only parameter required by permit. The presence of, and removal efficiency of, other odorants is not normally measured. The Headworks Rehabilitation at Plant No. 1, Project No. 131-105, which is currently in preliminary design, is planning to replace the existing chemical foul air scrubbing system with the same biological technology utilized by Bioscrubbers 9 and 10. The foul air streams for the two sets of scrubbers are similar, so removal efficiency for key odorants will be very useful to optimize the P1-105 scrubber design. The data will also be useful for the on-going Odor Control Master Plan. RELEVANT STANDARDS • Operate and maintain facilities to minimize impacts on surrounding communities, including odor, noise, and lighting. PROBLEM Limited data is available on the performance of bioscrubbers for the removal of odorous compounds beyond hydrogen sulfide that may be present in influent trunk sewers and the Headworks facility. The Odor Control Master Plan has identified odorous compounds other than hydrogen sulfide that may have a significant impact on fenceline odors, potentially resulting in continued complaints. In the absence of better data, the project Page 1 of 3 may need to construct unnecessarily large and expensive odor control units, which require more valuable land area and operational expense. PROPOSED SOLUTION Conduct sampling and analysis of Bioscrubbers 9 and 10 to determine their removal efficiency for expected odorants. The requirements of this sampling and analysis exceed Orange County Sanitation District (Sanitation District) resources and facilities. This data will allow the Headworks designer to optimize the size and expense of the new scrubber facilities. TIMING CONCERNS The P1-105 Headworks Rehabilitation project is currently in the preliminary design phase. Performing this analysis now will confirm the sizing criteria of the odor control system, reducing overall risk to the Sanitation District for potentially costly design changes as the final design progresses. RAMIFICATIONS OF NOT TAKING ACTION Not performing this analysis may result in odor control facilities that are improperly sized to provide the high level of treatment needed to meet the goals and objectives of the Sanitation District. PRIOR COMMITTEE/BOARD ACTIONS N/A ADDITIONAL INFORMATION The Sanitation District advertised for bids for the sampling and analysis on July 18, 2016. One sealed bid was received on August 19, 2016. The bid was evaluated in accordance with the Sanitation District's policies and procedures. Staff recommends awarding a construction contract to the lowest responsive and responsible bidder, Almega Environmental, for Plant No. 1 Trunklines Air Sample Collection and Analysis, Project No. P1-105, Specification No. S-2016-793. CEQA N/A FINANCIAL CONSIDERATIONS This request complies with authority levels of the Sanitation District's Purchasing Ordinance. This item has been budgeted (FY2016-17 and 2017-18, Section 8, Page 41). Project contingency funds will be used to fund this work. Page 2 of 3 ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.coml with the complete agenda package: • Service Contract (Specification No. S-2016-793) DC:dm:gc Page 3 of 3 SERVICE CONTRACT Plant No. 1 Trunklines Air Sample Collection and Analysis (P1-105) Specification No. S-2016-793 THIS CONTRACT is made and entered into as of the date fully executed below, by and between Orange County Sanitation District, with a principal place of business at 10844 Ellis Avenue, Fountain Valley, CA 92708 (hereinafter referred to as "OCSD") and Almega Environmental with a principal place of business at 5251 McFadden Avenue, Huntington Beach, CA 92649 (hereinafter referred to as"Contractor") collectively referred to as the "Parties". WITNESSETH WHEREAS, OCSD desires to retain the services of Contractor for Plant No. 1 Trunklines Air Sample Collection and Analysis (P1-105) "Services"; and WHEREAS,OCSD has chosen Contractor to conduct Services in accordance with Ordinance No. OCSD-47; and WHEREAS, on October 5, 2016, the Operations Committee of OCSD, by minute order, authorized execution of this Contract between OCSD and Contractor; and WHEREAS, Contractor is qualified by virtue of experience, training, and education and expertise to accomplish such Services, NOW THEREFORE, in consideration of the promises and mutual benefits exchanged between the Parties, it is mutually agreed as follows: 1. Introduction 1.1 This Contract and all exhibits hereto (called the "Contract") is made by OCSD and Contractor. The terms and conditions herein exclusively govern the purchase of Services as described in the Scope of Work, attached hereto and incorporated herein by reference as Exhibit IN,. 1.2 Exhibits to this Contract are incorporated by reference and made a part of this Contract as though fully set forth at length herein. Exhibits to this Contract are as follows in order of precedence: Exhibit"A" Scope of Work Exhibit'B" Bid from Contractor Exhibit"C' Acknowledgement of Insurance Requirements Exhibit"D" OCSD Safety Standards 1.3 In the event of any conflict or inconsistency between the provisions of this Contract and any of the provisions of the exhibits hereto, the provisions of this Contract shall in all respects govern and control. 1.4 The provisions of this Contract may be amended or waived only by a writing executed by authorized representatives of both Parties hereto. 1.5 The various headings in this Contract are inserted for convenience only and shall not affect the meaning or interpretation of this Contract or any paragraph or provision hereof. Orange County Sanitation District 1 of 9 Specification No. S-2016-793 1.6 The term "days", when used in this Contract, shall mean calendar days, unless otherwise noted as business days. 1.7 OCSD holidays (non-working days) are as follows: New Year's Day, Lincoln's Birthday, Presidents'Day, Memorial Day, Independence Day, Labor Day,Veterans Day,Thanksgiving Day, Day after Thanksgiving, Christmas Eve, and Christmas Day. 1.8 The term "hours", when used in this Contract, shall be as defined in Exhibit"A". 1.9 Contractor shall provide OCSD with all required premiums and/or overtime work at no additional cost beyond the price provided under"Compensation" below. 1.10 Except as expressly provided otherwise, OCSD accepts no liability for any expenses, losses,or action incurred or undertaken by Contractor as a result of work performed in anticipation of purchases of said services by OCSD. 2. Compensation Compensation for this Contract shall not exceed the total amount of Ninety-Eight Thousand One Hundred Fifty Dollars ($98,150.00). 3. California Department of Industrial Relations (DIR) Registration and Record of Waaes 3.1 To the extent Contractors employees and/or its subcontractors who will perform work during the design and preconstruction phases of a construction contract for which Prevailing Wage Determinations have been issued by the DIR and as more specifically defined under Labor Code Section 1720 at seq, Contractor and its subcontractors 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. 3.2 The Contractor and its subcontractors shall maintain accurate payroll records and shall comply with all of the provisions of Labor Code Section 1776, and shall submit payroll records to the Labor Commissioner pursuant to Labor Code 1771.4(a)(3). Penalties for non-compliance with the requirements of Section 1776 may be deducted from progress payments per Section 1776. 3.3 Pursuant to Labor Code Section 1776, the Contractor and its subcontractors shall furnish a copy of all certified payroll records to OCSD and/or general public upon request, provided the public request is made through OCSD, the Division of Apprenticeship Standards or the Division of Labor Standards Enforcement of the Department of Industrial Relations. 3.4 The Contractor and its subcontractors shall comply with the job site notices posting requirements established by the Labor Commissioner per Title 8, California Code of Regulations Section 16461(e). 4. Payments Contractor shall be paid one (1) lump sum payment by OCSD for the completion of all Services as described in Exhibit "A" and upon acceptance of said Services as complete by OCSD's Project Manager, or designee. OCSD, at its sole discretion, shall be the determining Party as to whether the Services have been satisfactorily completed. 5. Invoices 5.1 OCSD shall pay within thirty (30)days of completion and receipt and approval by OCSD's Project Manager, or designee, of the itemized invoice, in a form acceptable to OCSD to enable audit of the charges thereon. Invoices shall include the Purchase Order Number. Orange County Sanitation District 2 of 9 Specification No. S-2016-793 5.2 Invoice shall be emailed by Contractor to OCSD's Accounts Payable at APStaffCrDOCSD.com and reference the following in the subject line: "INVOICE", the Purchase Order Number, the Project Manager or designee, and S-2016-793. 6. Audit Rights Contractor agrees that, during the term of this Contract and for a period of three (3) years after its termination, OCSD shall have access to and the right to examine any directly pertinent books, documents, and records of Contractor relating to the invoices submitted by Contractor pursuant to this Contract. 7. Scope of Work Subject to the terms of this Contract, Contractor shall perform the Services identified in Exhibit "A". Contractor shall perform said Services in accordance with generally accepted industry and professional standards. 6. Modifications to Scope of Work Requests for modifications to the Scope of Work hereunder can be made by OCSD at any time. All modifications must be made in writing and signed by both Parties. 9. Contract Term The Services provided under this Contract shall be completed within ninety(90) days from the effective date of the Notice to Proceed. 10. Termination 10.1 OCSD reserves the right to terminate this Contract for its convenience, with or without cause, in whole or in part, at any time, by written notice from OCSD of intent to terminate. Upon receipt of a termination notice, Contractor shall immediately discontinue all work under this Contract (unless the notice directs otherwise). OCSD shall thereafter, within thirty(30)days, pay Contractor for work performed (cost and fee) to the date of termination. Contractor expressly waives any claim to receive anticipated profits to be earned during the uncompleted portion of this Contract. Such notice of termination shall terminate this Contract and release OCSD from any further fee, cost or claim hereunder by Contractor other than for work performed to the date of termination. 10.2 OCSD reserves the right to terminate this Contract immediately upon OCSD's determination that Contractor is not meeting requirements, if the level of service is inadequate, or any other default of this Contract. 10.3 OCSD may also immediately cancel for default of this Contract in whole or in part by written notice to Contractor: • if Contractor becomes insolvent or files a petition under the Bankruptcy Act; or • if Contractor sells its business; or • if Contractor breaches any of the terms of this Contract; or • if total amount of compensation exceeds the amount authorized under this Contract. 10.4 All OCSD property in the possession or control of Contractor shall be returned by Contractor to OCSD upon demand, or at the termination of this Contract, whichever occurs first. 11. Insurance Contractor and all subcontractors shall purchase and maintain,throughout the life of this Contract 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 "C"). Contractor shall not commence work under this Contract until all required insurance is obtained in a form acceptable to OCSD, nor shall Contractor allow any subcontractor to commence work pursuant to a subcontract until all insurance required of the subcontractor has been obtained. Failure to maintain required insurance coverage shall result in termination of this Contract. Orange County Sanitation District 3 of 9 Specification No. S-2016-793 12. Indemnification and Hold Harmless Contractor shall assume all responsibility for damages to property and/or injuries to persons, including accidental death, which may arise out of or be caused by Contractor's work under this Contract, or by its subcontractor or by anyone directly or indirectly employed by Contractor, and whether such damage or injury shall accrue or be discovered before or after the termination of the Contract. Except as to the sole active negligence of or willful misconduct of OCSD, Contractor shall indemnify, protect, defend and hold harmless OCSD, its elected and appointed officials, officers, agents and employees, from and against any and all claims, liabilities, damages or expenses of any nature, including attorneys' fees: (a)for injury to or death of any person or damage to property or interference with the use of property, arising out of or in connection with Contractor's performance under the Contract, and/or (b) on account of use of any copyrighted or uncopyrighted material, composition, or process, or any patented or unpatented invention, article or appliance, furnished or used under the Contract, and/or (c) on account of any goods and services provided under this Contract. This indemnification provision shall apply to any acts or omissions, willful misconduct, or negligent misconduct, whether active or passive, on the part of Contractor of or anyone employed by or working under Contractor. To the maximum extent permitted by law, Contractor's duty to defend shall apply whether or not such claims, allegations, lawsuits, or proceedings have merit or are meritless, or which involve claims or allegations that any of the parties to be defended were actively, passively, or concurrently negligent, or which otherwise assert that the parties to be defended are responsible, in whole or in part, for any loss, damage, or injury. Contractor agrees to provide this defense immediately upon written notice from OCSD, and with well qualified, adequately insured, and experienced legal counsel acceptable to OCSD. 13. Safety Standards and Human Resources Policies OCSD requires all contractors to follow and ensure their employees and all subcontractors follow all Federal, State, and local regulations as well as OCSD's Safety Standards (attached hereto and incorporated herein as Exhibit"D")while working at OCSD locations. If during the course of this Contract it is discovered that OCSD's Safety Standards do not comply with Federal or State or local regulations, the Contractor is required to follow the most stringent regulatory requirement at no additional cost to OCSD. Contractor and its employees and subcontractors, shall adhere to all applicable OCSD Safety Standards and Human Resources Policies located at: www.orsewers.com, "Doc Central" (bottom of page), under"Safety". 14. Warranties In addition to the warranties stated in Exhibit "A", the following shall apply: 14.1 Manufacturer's standard warranty shall apply. All manufacturer warranties shall begin on the date of acceptance of the completed work by OCSD's Project Manager or designee for each Service requested. 14.2 Contractor's warranty: If, within one (1) year following the date of acceptance of the completed work by OCSD's Project Manager or designee, the Service fails to meet the standards required under this Contract, Contractor shall,within the time agreed to by OCSD and Contractor, take all such actions as are necessary to correct or complete the noted deficiency(ies) at Contractor's sole expense. 15. Performance Time is of the essence in the performance of this Contract and the provisions hereof. 16. Force Majeure Neither Party shall be liable for delays caused by accident, flood, acts of God, fire, labor trouble, war, acts of government or any other cause beyond its control, but said Party shall use reasonable efforts to minimize the extent of the delay. Work affected by a Force Majeure condition may be rescheduled by mutual consent or may be eliminated from the Contract. Orange County Sanitation District 4 of 9 Specification No. S-2016-793 17. Freiaht(FO.B. Destination) Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this Contract. 18. Familiarity with Work By executing this Contract, Contractor warrants that: 1) it has investigated the work to be performed; 2) it has investigated the site of the work and is aware of all conditions there; and 3) it understands the facilities, difficulties and restrictions of the work under this Contract. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by OCSD, it shall immediately inform OCSD of this and shall not proceed, except at Contractor's risk, until written instructions are received from OCSD. 19. Regulatory Reaulrements Contractor shall perform all work under this Contract in strict conformance with all applicable Federal, State, and local regulatory requirements including, but not limited to, 40 CFR 122, 123, 124, 257, 258, 260, 261, and 503, Title 22, 23, and California Water Code Division 2. 20. Licenses. Permits. Ordinances and Regulations Contractor represents and warrants to OCSD that it has obtained all licenses, permits, qualification and approvals of whatever nature that are legally required to engage in this work. Any and all fees required by State, County, City and/or municipal laws, codes and/or tariffs that pertain to work performed under the terms of this Contract will be paid by Contractor. 21. Applicable Laws and Reaulations Contractor shall comply with all applicable Federal, State, and local laws, rules, and regulations. Contractor also agrees to indemnity and hold harmless from any and all damages and liabilities assessed against OCSD as a result of Contractor's noncompliance therewith.Any permission required by law to be included herein shall be deemed included as a part of this Contract whether or not specifically referenced. 22. Contractor's Employees Compensation 22.1 Davis-Bacon Act - Contractor will pay and will require all subcontractors to pay all employees on said project a salary or wage at least equal to the prevailing rate of per diem wages as determined by the Secretary of Labor in accordance with the Davis-Bacon Act for each craft or type of worker needed to perform the Contract. The provisions of the Davis-Bacon Act shall apply only if the Contract is in excess of two thousand dollars ($2,000.00) and when twenty-five percent(25%)or more of the Contract is funded by Federal assistance. If the aforesaid conditions are met, a copy of the provisions of the Davis-Bacon Act to be complied with are incorporated herein as a part of this Contract and referred to by reference. 22.2 General Prevailing Rate — OCSD has been advised by the State of California Director of Industrial Relations of its determination of the general prevailing rate of per diem wages and the general prevailing rate for legal holiday and overtime work in the locality in which the work is to be performed for each craft or type of work needed to execute this Contract, and copies of the same are on file in the office of the engineer of OCSD. The Contractor agrees that not less than said prevailing rates shall be paid to workers employed on this Contract as required by Labor Code Section 1774 of the State of California. Per California Labor Code 1773.2, OCSD will have on file copies of the prevailing rate of per diem wages at its principal office and at each job site, which shall be made available to any interested party upon request. 22.3 Forfeiture For Violation - Contractor shall, as a penalty to OCSD, forfeit fifty dollars ($50.00) for each calendar day or portion thereof for each worker paid (either by the Contractor or any subcontractor under it)less than the prevailing rate of per diem wages as set by the Director of Industrial Relations, in accordance with Sections 1770-1780 of the California Labor Code for Orange County Sanitation District 5 of 9 Specification No. S-2016-793 the work provided for in this Contract, all in accordance with Section 1775 of the Labor Code of the State of California. 22.4 Apprentices — Sections 1777.5, 1777.6, 1777.7 of the Labor Code of the State of California, regarding the employment of apprentices are applicable to this Contract and the Contractor shall comply therewith if the prime contract involves thirty thousand dollars ($30,000.00)or more or twenty (20)working days or more; or if contracts of specialty contractors not bidding for work through the general or prime Contractor are two thousand dollars($2,000.00) or more or five (5)working days or more. 22.5 Workday — In the performance of this Contract, not more than eight (8) hours shall constitute a day's work, and the Contractor shall not require more than eight (8) hours of labor in a day from any person employed by it hereunder except as provided in paragraph 19.2 above. Contractor shall conform to Article 3, Chapter 1, Part 7 (Section 1810 at seq.) of the Labor Code of the State of California and shall forfeit to OCSD as a penalty, the sum of twenty-five dollars ($25.00) for each worker employed in the execution of this Contract by Contractor or any subcontractor for each calendar day during which any worker is required or permitted to labor more than eight(8) hours in any one (1)calendar day and forty (40) hours in any one (1)week in violation of said Article. Contractor shall keep an accurate record showing the name and actual hours worked each calendar day and each calendar week by each worker employed by Contractor in connection with the project. 22.6 Record of Wages; Inspection - Contractor agrees to maintain accurate payroll records showing the name, address, social security number, work classification, straight-time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker or other employee employed by it in connection with the project and agrees to require that each of its subcontractors do the same. All payroll records shall be certified as accurate by the applicable Contractor or subcontractor or its agent having authority over such matters. Contractor further agrees that its payroll records and those of its subcontractors shall be available to the employee or employee's representative, the Division of Labor Standards Enforcement, and the Division of Apprenticeship Standards and shall comply with all of the provisions of Labor Code Section 1776, in general. Penalties for non-compliance with the requirements of Section 1776 may be deducted from progress payments per the requirements of Section 1776. 23. South Coast Air Quality Management District's (SCAQMD) Requirements It is Contractor's responsibility that all equipment furnished and installed be in accordance with the latest rules and regulations of the South Coast Air Quality Management District (SCAQMD). All Contract work practices, which may have associated emissions such as sandblasting, open field spray painting or demolition of asbestos containing components or structures, shall comply with the appropriate rules and regulations of the SCAQMD. 24. Governina Law This Contract shall be governed by and interpreted under the laws of the State of California and the Parties submit to jurisdiction in Orange County, in the event any action is brought in connection with this Contract or the performance thereof. 25. Breach The waiver of either party of any breach or violation of, or default under, any provision of this Contract, shall not be deemed a continuing waiver by such party of any other provision or of any subsequent breach or violation of this Contract or default thereunder. Any breach by Contractor to which OCSD does not object shall not operate as a waiver of OCSD's rights to seek remedies available to it for any subsequent breach. Orange County Sanitation District 6 of 9 Specification No. S-2016-793 26. Remedies In addition to other remedies available in law or equity, if the Contractor fails to make delivery of the goods or Services or repudiates its obligations under this Contract, or if OCSD rejects the goods or Services or revokes acceptance of the goods or Services, OCSD may (1)terminate the Contract; (2) recover whatever amount of the purchase price OCSD has paid, and/or (3) "cover' by purchasing, or contracting to purchase, substitute goods or Services for those due from Contractor. In the event OCSD elects to "cover" as described in (3), OCSD shall be entitled to recover from Contractor as damages the difference between the cost of the substitute goods or Services and the Contract price,together with any incidental or consequential damages. 27. Dispute Resolution 27.1 In the event of a dispute as to the construction or interpretation of this Contract, or any rights or obligations hereunder, the Parties shall first attempt, in good faith, to resolve the dispute by mediation.The Parties shall mutually select a mediatorto facilitate the resolution of the dispute. If the Parties are unable to agree on a mediator, the mediation shall be conducted in accordance with the Commercial Mediation Rules of the American Arbitration Agreement, through the alternate dispute resolution procedures of Judicial Arbitration through Mediation Services of Orange County ("JAMS"), or any similar organization or entity conducting an alternate dispute resolution process. 27.2 In the event the Parties are unable to timely resolve the dispute through mediation, the issues in dispute shall be submitted to arbitration pursuant to California Code of Civil Procedure, Part 3, Title 9, Sections 1280 at seq. For such purpose, an agreed arbitrator shall be selected, or in the absence of agreement, each party shall select an arbitrator, and those two (2) arbitrators shall select a third. Discovery may be conducted in connection with the arbitration proceeding pursuant to California Code of Civil Procedure Section 1283.05. The arbitrator, or three (3) arbitrators acting as a board, shall take such evidence and make such investigation as deemed appropriate and shall render a written decision on the matter in question. The arbitrator shall decide each and every dispute in accordance with the laws of the State of California. The arbitrators decision and award shall be subject to review for errors of fact or law in the Superior Court for the County of Orange, with a right of appeal from any judgment issued therein. 26. Attorney's Fees If any action at law or inequity or if any proceeding in the form of an Alternative Dispute Resolution (ADR) is necessary to enforce or interpret the terms of this Contract, 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. 29. Survival The provisions of this Contract dealing with Payment, Warranty, Indemnity, and Forum for Enforcement, shall survive termination or expiration of this Contract. 30. Severability If any section, subsection, or provision of this Contract, or any agreement or instrument contemplated hereby, or the application of such section, subsection, or provision is held invalid, the remainder of this Contract or instrument in the application of such section, subsection or provision to persons or circumstances other than those to which it is held invalid, shall not be affected thereby, unless the effect of such invalidity shall be to substantially frustrate the expectations of the Parties. 31. Damape to OCSD's Property Any of OCSD's property damaged by Contractor, any subcontractors or by the personnel of either will be subject to repair or replacement by Contractor at no cost to OCSD. Orange County Sanitation District 7 of 9 Specification No. S-2016-793 32. Disclosure Contractor agrees not to disclose, to any third party, data or information generated from this Contract without the prior written consent from OCSD. 33. Independent Contractor The legal relationship between the parties hereto is that of an independent contractor, and nothing herein shall be deemed to make Contractor an OCSD employee. During the performance of this Contract, Contractor and its officers, employees, and agents shall act in an independent capacity and shall not act as OCSD's officers, employees, or agents. Contractor and its officers, employees, and agents shall obtain no rights to any benefits which accrue to OCSD's employees. 34. Limitations upon Subcontracting and Assignment Contractor shall not delegate any duties nor assign any rights under this Contract without the prior written consent of OCSD. Any such attempted delegation or assignment shall be void. 35. Third Party Rights Nothing in this Contract shall be construed to give any rights or benefits to anyone other than OCSD and Contractor. 36. Non-Liability of OCSD Officers and Emplovees No officer or employee of OCSD shall be personally liable to Contractor, or any successor-in-interest, in the event of any default or breach by OCSD or for any amount which may become due to Contractor or to its successor, or for breach of any obligation for the terms of this Contract. 37. Read and Understood By signing this Contract, Contractor represents that it has read and understood the terms and conditions of the Contract. 36. Authority to Execute The persons executing this Contract on behalf of the Parties warrant that they are duly authorized to execute this Contract and that by executing this Contract, the Parties are formally bound. 39. Entire Contract This Contract constitutes the entire agreement of the Parties and supersedes all prior written or oral and all contemporaneous oral agreements, understandings, and negotiations between the Parties with respect to the subject matter hereof. Orange County Sanitation District 8 of 9 Specification No. S-2016-793 40. Notices All notices under this Contract must be in writing.Written notice shall be delivered by personal service or sent by registered or certified mail, postage prepaid, return receipt requested, or by any other overnight delivery service which delivers to the noticed destination and provides proof of delivery to the sender. Rejection or other refusal to accept or the inability to deliver because of changed address for which no notice was given as provided hereunder shall be deemed to be receipt of the notice, demand or request sent.All notices shall be effective when first received at the following addresses: OCSD: Larry Roberson Senior Contracts Administrator Orange County Sanitation District 10844 Ellis Avenue Fountain Valley, CA 92708-7018 Contractor: John W. Phillips President Almega Environmental 5251 McFadden Avenue Huntington Beach, CA 92649 Each Party shall provide the other Party written notice of any change in address as soon as practicable. IN WITNESS WHEREOF, intending to be legally bound, the Parties hereto have caused this Contract to be signed by the duly authorized representatives. ORANGE COUNTY SANITATION DISTRICT Dated: By: Chair, Operations Committee Dated: By: Clerk of the Board Dated: By: Contracts/Purchasing Manager ALMEGA ENVIRONMENTAL Dated: By: Print Name and Title of Officer IRS Employer's I.D. Number Orange County Sanitation District 9 of 9 Specification No. S-2016-793 OPERATIONS COMMITTEE Meeting Date TOBd.Of Dir. 10/05/16 10/26/16 AGENDA REPORT I em Number Item Number 4 Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Ed Torres, Director of Operations & Maintenance SUBJECT: UPDATE TO 2015 AUDIT REPORT OF ORANGE COUNTY SANITATION DISTRICT'S SANITARY SEWER SYSTEM MANAGEMENT PLAN GENERAL MANAGER'S RECOMMENDATION Receive and file the Close out Memorandum for the 2015 Orange County Sanitation District's Sewer System Management Plan audit, dated June 30, 2016. BACKGROUND The Orange County Sanitation District (Sanitation District) Sewer System Management Plan (SSMP) audit was received and filed by the Board of Directors in December 2015. The audit found one non-compliance deficiency, one non-conformance deficiency, 14 minor deficiencies, and 15 best practice opportunities. All 16 deficiencies have been corrected. The findings and subsequent corrective actions of this audit were not significant and do not require the Board to recertify the updated SSMP. The 15 "opportunities' and best practice recommendations will be considered and reviewed by Environmental Services and Operations and Maintenance Department staff. The current edition of the Sanitation District's SSMP is posted on the website for public awareness. RELEVANT STANDARDS • Meet or exceed sanitary sewer overflow regulations • 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. OCtober2008-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. ADDITIONAL INFORMATION N/A CEQA N/A FINANCIAL CONSIDERATIONS N/A ATTACHMENTS The following attachment(s)is included in hard copy and may also be viewed on-line at the OCSD website (www.ocsd.coml with the complete agenda package and attachments: • Close Out Memorandum for the 2015 Orange County Sanitation District's Sewer System Management Plan audit, dated June 30, 2016 ET:MAE:MPV:eh Page 2 of 2 ORANGE COUNTY SANITATION DISTRICT Memorandum C�p DATE: June 30, 2016 SUBJECT: Close out Memorandum for the 2015 Orange County Sanitation District's Sewer System Management Plan audit On July 31, 2015, Orange County Sanitation District (OCSD) received the audit findings from an independent auditing firm, RMC, of the Sewer System Management Plan (SSMP). The audit reviewed the period between January 1, 2013 and December 31, 2014 and found OCSD to generally be in compliance with all Provisions of the WDR. The table below summarizes the findings: Non-Com liance 1 Major Deficient Non-Conformance 1 Ma'or Deficient Non-Conformance 1 14 Minor Deficiencies Opportunities 1 15 All non-compliance and non-conformance findings have been corrected or adopted. Several "opportunities" and best practice recommendations were suggested. Staff will review these items during the first half of the 2016/17 fiscal year. The following section summarizes OCSD's response and action for each compliance and deficiency finding. For additional information on the referenced regulatory section and corrective action completion date, a more detailed spreadsheet is available. Non-Compliance (1) The SSMP was last certified in March 2012. The amended Monitoring and Reporting Program (Order No. WQ 2013-0058-EXEC) requires documentation of SSMP updates. Records are not attached to the SSMP documenting all changes made to the SSMP since its last certification indicating when subsections were changed or updated and who authorized the change or update. Created log of changes to the SSMP that have occurred since the amended Monitoring and Reporting Program went into effect in 2013 for Volumes 1 and Il. This log will be incorporated as part of the cover page of each section, appendices, and/or chapter as appropriate. Non Conformance—Maior Deficiency 01 In October 2014, the District's MS Access CCTV database exceeded the database size limit and would not accept any new records. The District is in the process of creating a Request for Proposals to purchase an off-the-shelf CCTV software to serve as the future repository of CCTV inspection data. In the meantime, CCTV data collected is being summarized for each inspection and loaded into a spreadsheet. According to staff, almost all CCTV data collected is coded using PACP coding standards. A quick review of the MS Access CCTV Database tables indicates the table structure and database format is not currently in PACP database format. OCSD will need to transform that data into a format that can be migrated into the future CCTV repository database. OCSD is purchasing a CCTV software package. Procurement is scheduled to be completed by September 19, 2016. Page 2 of 6 June 30, 2016 Non Conformance -Minor Deficiencies (14) 1. The SSMP Organizational Chart is missing three OCSD staff responsible for key elements of OCSD's SSMP Program. Updated the SSMP Organizational Chart to include OCSD staff responsible for key elements of the SSMP Program. 2. CIWQS lists four OCSD staff an "Onsite Manager" also referred to as Legally Responsible Officials (LRO). Update the SSMP, as appropriate, to identify who in the organization is designated as a Legally Responsible Official in the CIWQS database. The SSMP Organizational Chart and Organizational Narrative were updated to reflect the LROs in CI WOS that can certify SSOs 3. Several of the title descriptions on staff identified in the SSMP Program Organizational Chart are dissimilar from the title descriptions in the Organizational Narrative creating confusion when linking the two documents together. Similarly, the role designations on the SSMP Program Organizational Chart do not always align with the SSMP Responsibility on the Organizational Narrative. Consistency between title descriptions in the SSMP Organizational Chart and Organizational Narrative were addressed. 4. An additional position (i.e., Engineering Supervisor, Collection Facilities Division or designee of the LRO) is included in the Appendix C - Organizational Narrative that is not included in the SSMP Program Organizational Chart. This position is the WDR Subject Matter Expert as defined in the District's Environmental Auditing Procedure TS-ECRA-SOP-011 included as Appendix X1 of the SSMP and is responsible for managing the WDRISSMP audit. The Organizational Narrative and Organizational Chart were updated with positions responsible for key elements of the SSMP Program. 5. The Organizational Narrative incorrectly identifies the Principal Environmental Specialist — Management Services Team as responsible for the SSMP audit, yet this position is only responsible for updating the status of the audit in ECAP. The District should update the Organization Narrative and SSMP Program Organizational Chart to reflect these responsibilities. The Organizational Narrative and SSMP Program Organizational Chart were updated with positions responsible. 6. Update Appendix P2 and Appendix P3 to reflect changes in monitoring and reporting requirements amended on July 30, 2013. Appendix P2 and Appendix P3 were updated on March 23, 2016 and posted to the OCSD SSMP documents external web page. Page 3 of 6 June 30, 2016 7. The OCSD website posts a Sewer Spill Estimation Guide that contains a more comprehensive set of spill volume estimation methods along with a more detailed narrative description for how to utilize these methods. Updated Appendix R with the Sewer Spill Estimation Guide dated May 15, 2014. 8. The 870-GEN SSO response procedures are referenced but not included in the SSMP. Added the new 870-GEN SSO to Volume 11. 9. The SSMP Chapter 7 does not reference notification procedures and response protocols for sewer overflows caused by contractors working for the District. The District requires contractors to develop a Spill Prevention and Countermeasure Control Plan (SPCC Plan), which is not mentioned in the SSMP. The SSMP has been updated. The OCSD Master Specification for Temporary Handling of Sewage constrains language on how to respond to sewage spills in the Collections System. Contractors are made aware of this language during meetings and are provided a copy of the document. 10. SSMP describes the District's periodic master planning process, but does not describe the process used by District staff to review major development proposals, apply the model as needed to evaluate impact on hydraulic capacity, and update the model and its flows as new information becomes available. Describe the District's ongoing modeling and capacity analysis process in the next update of the SSMP. The District will describe the ongoing modeling and capacity analysis process in the next update of the SSMP. 11. References and design criteria information provided in the SSMP are not current. Update the narrative and dates of reference documents for documents that have been revised. The District will update the Design Criteria narrative provided in the SSMP in the next update of the SSMP 12. Based on the work performed for the 2009 Facilities Plan, some of the capacity projects recommended in 2006 have been eliminated or deferred indefinitely on the basis of revisions to flow projections or corrections/changes to the modeled network. However, some projects that were determined in 2006 to present a likelihood of overflow under current development conditions during a 10-year wet weather event have been deferred indefinitely, even though subsequent modeling analysis has confirmed the original hydraulic deficiency. Although the 2009 Facilities Master Plan calls for those potential deficiencies to be monitored, there is no documentation that any monitoring is being performed. The District engineering department is starting a master plan update that includes a large monitoring program. The estimated start is in November 2016 through April 2018. Once this effort has been completed and the data used to calibrate the hydraulic model to present day flows, OCSD staff will consider an on-going flow monitoring program. Type and placement of monitors will depend on numerous factors, including value of the data, on-going construction efforts, and operations and maintenance concerns. Page 4 of 6 June 30, 2016 13. 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. Update table in Appendix M. District will update Appendix M, as appropriate. 14.The Audit Closeout Memo in Appendix Y was not updated after the 2013 WDR Audit. It is not clear whether or how the audit findings from the previous audit were addressed. Update the Audit Closeout Memo in Appendix Y to reflect the decisions and changes resulting from this 2015 W DR Audit. If the District chooses not to update the Audit Closeout Memo then the District should consider updating the SSMP to remove the previous Audit Closeout Memo. Updated the Audit Closeout Memo in Appendix Y to reflect the decisions and changes resulting from the 2013 WDR Audit. Appendix Y will be updated with the decisions and changes resulting from this 2015 WDR Audit. The following section includes the 15"other findings and opportunities for improvements"not linked directly to issues of compliance or conformance with the WDR. Opportunities (15) 1. Section 4.1 (c) of the SSMP discusses access for maintenance, inspection, or repairs for portions of the lateral owned by OCSD. This section misses an opportunity to clearly state that the District does not own and is not responsible for maintenance of the laterals connecting private buildings to local sewers and therefore does not require access for maintenance, inspection, or repairs of those laterals. Legal counsel advised against addressing OCSD's lateral ownership in the SSMP for the following reasons: 1) OCSD is a REGIONAL service provider, 2) OCSD is only a few months away from divesting themselves of the vast majority of local sewers, 3) OCSD does not permit direct lateral connections. Counsel states that it is a moot point to discuss ownership or lack thereof in the SSMP. 2. Internal Stakeholder Meetings did not occur after the last audit. In the past,these meetings served to support increased accountability for addressing WDR audit deficiencies and updates to the SSMP. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 3. Over the past four years, the District has collected multiple data points for every asset in the local sewer system. • Four or more recent completed cleaning work orders with maintenance feedback indicating type and severity of material found during cleaning. • One CCTV inspection focused on condition assessment and potentially a second inspection for cleaning quality control. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. Page 5 of 6 June 30, 2016 4. During interviews staff indicated that trouble spot pipe schedules are regularly added, removed, or modified as conditions warrant. For example, if a trouble spot pipe routinely comes back dirty(based on contractor input or data),staff may will consider cleaning it more often. Conversely, if the pipe routinely comes back clean, staff will consider cleaning it less often. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 5. Some of OCSD's internal goals have changed and are now more aggressive than those documented in the SSMP. For example, OCSD's pipe inspection goal has changed from 7 years to 5 years and goals for manhole inspections are now set at 2 years. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 6. OCSD does not currently have a means to 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. For example, NASSCO recently incorporated a risk assessment methodology into the PACP standard. Also, off-the-shelf software with risk assessment functionality is readily available in the wastewater industry marketplace. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 7. OCSD currently evaluates the maintenance and renewal needs of sewer pipelines on a case-by-case basis. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 8. The District has utilized an assumption for asset deterioration to generate long-term refurbishment and replacement cost projections. These projections are the basis for future refurbishment and replacement funding for capital investment. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 9. OCSD has collected CCTV inspection data for almost all collection system gravity mainline assets. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 10. The District is considering changing how specifications are assigned to design staff to improve the update process. The process will enable staff to send comments on specifications to both custodian and owner. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. Page 6 of 6 June 30, 2016 11. Contractors are required to perform a quality assurance/quality control inspection of pipelines after construction work is completed. In the past, the District would then perform a baseline CCTV inspection. On some projects,the District is having the contractor perform the baseline inspection. According to staff, OCSD's specification for the contractor (Spec 2730)does not require a PACP inspection. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 12. It is difficult to determine which SSOs reported to CIWQS were related to the local system versus the regional system. It appears this information may be determined from the City field, yet this is not clear. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 13. The District has invested significant funds to assist member agencies with their I/1 reduction efforts, but does not monitor the effectiveness of those efforts or attempt to quantify trends in 1/1 over time. It is important to the District that peak 1/1 be controlled by the member agencies. Significant increases in peak I/1 could result in additional hydraulic deficiencies that have not yet been identified in the District's trunk sewers, as well as in the District's treatment plants and ocean outfalls. OCSD will partially comply; An 0 assessment will be completed as part of the Collection Capacity Evaluation Study (start date October 2016); however, the potential date for completion of this task is unknown at this time. If Orange County experiences a good rainfall event during the 2016-2017 wet weather season then this analysis will be completed after April of next year. If drought conditions persist, then the analysis will hopefully be completed following the wet weather season of 2017 - 2018. At this time, OCSD does not intend to formally document I&improvement efforts by member agencies. 14. Appendix 11 of the SSMP entitled Preventative Maintenance Program, specifies collection system maintenance output goals. These goals are summarized in Table 8. Staff indicated verbally that these commitments are being achieved, yet at the time of the audit data was not readily available to validate this. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. 15. ECAP is sending notifications to staff requesting review and update of SSMP sections. It is not clear who the administrator is for the W DR in ECAP and whether these notifications are staying updated. Management will review recommendation and decide if this needs to be completed. This is not a compliance requirement. OPERATIONS COMMITTEE Meeting Date TOBE.Or .Dir. 10/0SI16 10/26/16 AGENDA REPORT ItemNumber Item Number s Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Ed Torres, Director of Operations & Maintenance SUBJECT: INDUSTRIAL CLEANING SERVICES, SPECIFICATION NO. S-2015-714BD GENERAL MANAGER'S RECOMMENDATION A. Approve a contingency increase of $110,565 (21%) to the service contract with Performance Pipeline Technologies for Industrial Cleaning Services, Specification No. S-2015-71413D, for the period December 11, 2015 through December 10, 2016, for a new total contingency amount not to exceed $215,865 (41 a/%). B. Approve a contingency of$105,300 (20%) per year for all remaining renewal periods. BACKGROUND In October 2015 the Board of Directors awarded a contract to Performance Pipeline Technologies (PPT) for Industrial Cleaning Services, Specification No. S-2015-71413D, for a total amount not to exceed $526,500 for the period December 11, 2015 through December 10, 2016, with four one-year renewal options for cleaning the civil infrastructure at our treatment facilities and pump stations, and a contingency amount of$105,300 (20%). Additional funds are needed to cover unanticipated costs associated with the removal of residual material from Plant 2 Digesters A and B, which are being demolished under Capital Improvement Project (CIP) Project P2-110 — Consolidated Demolition and Utility Improvements at Plant 2,for$110,000. The additional funding request is only for the current contract period and will increase the contingency to 41%. The not to exceed amount of $526,500 will remain for the four one-year renewal options, if exercised. RELEVANT STANDARDS • Sound engineering and accounting practices, complying with local, state and federal laws • Ensure that the public's money is wisely spent • Less than 2.1 sewer spills per 100 miles PROBLEM The current not to exceed Industrial Cleaning Services Contract authorization of $526,500, plus the $105,300 contingency for the December 11, 2015 through December 10, 2016 period, is insufficient to cover the additional $110,000 of unanticipated CIP related costs. Page 1 of 2 PROPOSED SOLUTION Approve a contingency increase to the service contract to cover the unanticipated costs. TIMING CONCERNS The CIP project to demolish Digesters A and B has already begun. If no action is taken to clean the digesters, the project could be delayed. RAMIFICATIONS OF NOT TAKING ACTION Without an increased amount, important cleaning services during the remaining period of the current contract period will have to be postponed, resulting in delayed maintenance, reduced condition assessments, increased risk of process failures and sewage overflows, and, in the case of digesters A and B, potential impact to the demolition schedule. PRIOR COMMITTEE/BOARD ACTIONS October 2015-Award a service contract to Performance Pipeline Technologies for Industrial Cleaning Services, Specification No. S-2015-714BD, for a total amount not to exceed $526,500 for the period December 11, 2015 through December 10, 2016, with four one-year renewal options; and approve a contingency of$105,300 (20%). ADDITIONAL INFORMATION The additional work performed in support of the CIP project was not considered in the scope of the original service contract with PPT. Staff considered all other service options available to complete this work and determined the PPT contract to be the most expedient and efficient mechanism to support the project. FINANCIAL CONSIDERATIONS This recommendation complies with authority levels of the Sanitation District Purchasing Ordinance. This contingency increase has been budgeted in the 2016-17 Annual Budget P2-110 (Section 8, Page 10) and the original contract and contingency within Division 820, Professional and Contractual Services (Section 6, Page 76) and Division 870, Professional and Contractual Services (Section 6, Page 92). Date of ADDroval Contract Amount Contingency 10/28/2015 $526,500.00 $105,300 (20%) 10/26/2016 $215,865(41%) ATTACHMENT The following attachments) may be viewed on-line at the OCSD website (wwwocsd.com) with the complete agenda package: N/A Page 2 of 2 OPERATIONS COMMITTEE Meeting Date TOBE.Or .Dir. 10/0SI16 10/26/16 AGENDA REPORT Item Item Number 6 Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Rob Thompson, Director of Engineering SUBJECT: SLUDGE DIGESTER REHABILITATION AT PLANT NO. 1, PROJECT NO. P1-100 GENERAL MANAGER'S RECOMMENDATION A. Approve a budget increase of$500,000 for Sludge Digester Rehabilitation at Plant No.1, Project No. P1-100, for a total budget amount of$67,150,000; and B. Approve a contingency increase of $837,500 (2.5%) to the construction contract with JR Filanc Construction Company for Sludge Digester Rehabilitation at Plant No. 1, Project No. P1-100, for a total contingency of$9,212,500 (27.5%). BACKGROUND This project rehabilitates and improves solids handling capacity for twelve anaerobic digesters and digested sludge holding tanks at Plant No. 1. The project incurred significant delays, primarily due to significant unknown conditions comprised of higher volumes and concentrations of residual solids, repairs of concrete cracks inside the digesters, repairs of existing pipe leaks, replacement of existing valves that could not be rehabilitated, and extensive PVC liner repair inside the digesters. As only two digesters can be taken out of service at a time, these delays multiplied and options for recovery are very limited. Since the delays were associated with unknown conditions, the Orange County Sanitation District (Sanitation District) is generally responsible for the consequences. Staff was able to reach an agreement with the Contractor to resolve all cost and time impacts through July 2015 for the unknown conditions encountered, and establish a revised schedule for completion. Work on the remaining digesters is expected to be completed by early fall 2017. Work is completed for 10 of the 12 digesters and the unknown conditions consumed most of the available construction contract contingency. RELEVANT STANDARDS Ensure that the public's money is wisely spent Page 1 of 4 PROBLEM Based on staffs experience with the previous 10 digesters, it is likely that the currently authorized construction contract contingency will not be enough to complete the final two digesters in the project. PROPOSED SOLUTION Increase the construction contract contingency by $837,500 (2.5%) from $8,375,000 (25%) to $9,212,500 (27.5%) to ensure that any unknown conditions can be addressed at the time they are encountered. This additional contract contingency will require an additional $500,000 of project budget. The full amount of the additional contingency is not needed for the project budget because some savings in staff costs are anticipated. TIMING CONCERNS In order to complete all remaining work and address any unknown conditions that arise, the project contingency needs to be increased such that the work can progress as scheduled without delay to the project. RAMIFICATIONS OF NOT TAKING ACTION Completion of the remaining work may not be possible if the construction contract contingency is insufficient to cover the costs for potential unknown conditions. PRIOR COMMITTEE/BOARD ACTIONS December 2014 - Approved a contingency increase of $4,355,000 (13%) to the construction contract, for a total contingency of$8,375,000 (25%). February 2013-Approved a contingency increase of$1,340,000 (4%)to the construction contract, for a total contingency of$4,020,000 (12%). February 2010 -Awarded a construction contract to JR Filanc Construction Company for Sludge Digester Rehabilitation at Plant No.1, Project No. P1-100, for an amount not to exceed $33,500,000, and approved a contingency of$2,680,000 (8%). ADDITIONAL INFORMATION The P1-100 project includes rehabilitation of 12 digesters (Digesters 5-16) at Plant No.1. These digesters were built between the years of 1959 and 1993. The project incurred added costs and schedule impacts for the cleaning and disposal of the residual material remaining in the digesters due to an unexpected higher concentration and volume of material. This condition was not known and could not have been anticipated until the digesters were shut down for cleaning under this project. Page 2 of 4 There have been significant additional costs incurred on this project due to unknown conditions. Rehabilitation work on the first pair of digesters (Digesters 7 and 8)started in April 2010, and due to the poor condition of the existing concrete, additional work was required to remove the existing liners, fix concrete cracks, and prepare the concrete surface for a new polyurethane coating. It was also determined that the existing PVC liners on the ceiling and walls of Digesters 9, 10, 11, 13, 15, and 16 were badly eroded by the mixing action of the digesters and needed to be repaired. The amount of PVC liner to be repaired exceeded the bid quantity in the project. Considering the project history to date, it is likely that the liners in Digesters 12 and 14 will also require significant repair. Other unknown conditions encountered to date include repairs required for the cable liner holes at Digesters 9 and 10; fixing leaks in the bottom of Digester 6; completion of manway repairs in Digester 10; replacement of valves at Digesters 11, 15, and 16 that could not be rehabilitated; and miscellaneous structural, mechanical, and electrical changes. It is anticipated that some of these unknown conditions will be present in the remaining digesters that have yet to be rehabilitated. Unknown conditions are a particularly large risk in digesters due to the harsh service conditions and the sealed nature of their operating environment. The large cost items generally have bid unit costs, but the quantities estimated in design were too low, especially concrete repair, material deposition, and lining system damage. The lessons learned in this project are being directly applied to the Sanitation District's future projects. The project has incurred roughly $7,752,355 of additional costs that corresponds to 93% of the approved contingency. A budget increase is being requested to cover the additional estimated change orders to complete the project and prevent potential delays to the construction contract. CEQA This project was included in the Secondary Treatment and Plant Improvement Project's Subsequent Environmental Impact Report(SEIR)to the 1999 Strategic Plan Program EIR prepared by Environmental Science Associates and certified on May 25, 2005. A Notice of Determination was filed on May 26, 2005. FINANCIAL CONSIDERATIONS This request complies with authority levels of the Sanitation District's Purchasing Ordinance. This item has been budgeted (FY2016-17 and 2017-18, Section 8, Page 49), however, the budget is insufficient for the recommended action. These funds will be allocated to the project from the Replacement, Rehabilitation, and Refurbishment line item in the cash flow projections, FY2016-17 and 2017-18, Section 4, Page 16. Page 3 of 4 Date of Approval Contract Amount Contingency 02/24/10 $33,500,000 $2,680,000 (8%) 02/27/13 $1,340,000 (4%) 12/17/14 $4,355,000 (13%) 10/28/16 $ 837,500 (2.5%) $9,212,500 (27.5%) ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.coml with the complete agenda package: N/A AL:dm:gc Page 4 of 4 OPERATIONS COMMITTEE Meeting Date To Bd.of Dir. 10/05,16 — AGENDA REPORT Item Number Item Number Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: James Colston, Director of Environmental Services SUBJECT: ORANGE COUNTY SANITATION DISTRICT BIOSOLIDS PROGRAM GENERAL MANAGER'S RECOMMENDATION Information Only. BACKGROUND Each month, staff provides an informational presentation on topics of interest to the Board of Directors. This month's topic is an overview of the Orange County Sanitation District's Biosolids Program. RELEVANT STANDARDS • Biosolids Master Plan • Protection of Orange County Sanitation District assets 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 CARB 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 U.S. Environmental Protection Agency FOG Fats, Oils, and Grease gpd Gallons per day GWR System Groundwater Replenishment System (also called GWRS) ICS Incident Command System IERP Integrated Emergency Control 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 and Maintenance OCCOG Orange County Council of Governments OCHCA Orange County Health Care Agency OCSD Orange County Sanitation District OCWD Orange County Water District COBS Ocean Outfall Booster Station OSHA Occupational Safety and Health Administration PCSA Professional Consultant Services Agreement POTW Publicly Owned Treatment Works ppm Parts per million PSA Professional Services Agreement RFP Request For Proposal Glossary of Terms and Abbreviations RWQCB Regional Water Quality Control Board SARFPA Santa Ana River Flood Protection Agency SARI Santa Ana River Inceptor SARWQCB Santa Ana Regional Water Quality Control Board SAWPA Santa Ana Watershed Project Authority SCADA Supervisory Control and Data Acquisition system SCAP Southern California Alliance of Publicly Owned Treatment Works SCAQMD South Coast Air Quality Management District SOCWA South Orange County Wastewater Authority SRF State Revolving Fund SSMP Sanitary Sewer 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 WERF Water Environment Research Foundation WIFIA Water Infrastructure Financing and Innovation 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. Blogas — 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 farm land or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. 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. coil are the most common bacteria in wastewater. Glossary of Terms and Abbreviations 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 (D/T) — the dilution at which the majority of the people detect the odor becomes the D/T for that air sample. Greenhouse gases — 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 (GWR) System — 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 a day of drinking quality water to replenish the local groundwater supply. Levels of Service(LOS)—Goals to support environmental and public expectations for performance. NDMA— N-Nitrosodimethylamine is an N-nitrosoamine 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 (NACWA) and Water Environment Federation (WEF), with advisory support from the U.S. Environmental Protection Agency (EPA). NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation in order 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. Publicly-owned Treatment Works(POTW)— 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 run-off. 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. Glossary of Terms and Abbreviations 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. OCSD's service area is in the Santa Ana River Watershed.