Loading...
Project 172 - Proposal - Environmental Engineering - 2004-08-30 axwIeiT !A" Psee5D Joj (' ENVIRONMENtPkL � A Neal ENGINEERING & CONTRACTING, INC. i t tt (,� 501 Parkcenter Drive, Santa Ana, CA 92705 '`'' .f e Phone (714) 667 2300 Fax (714) 667 2310 August 30, 2004 Mr. Rob Hamers Costa Mesa Sanitary District 234 East 17th Street Suite 205 Costa Mesa, California 92627 Subject: Proposal and Cost Estimate to Provide Fats, Oils, and Grease (FOG) Program Development and First Year Implementation Services Dear Rob, Environmental Engineering & Contracting, Inc. (EEC) is pleased to present this proposal to provide Fats, Oils, and Grease (FOG) control program development and first year implementation services for the Costa Mesa Sanitary District (District). A FOG control program is a requirement of the Santa Ana Regional Water Quality Control Board (SARWQCB) Waste Discharge Requirements (WDR) Order No. R8-2002-0014 The District's FOG control ordinance (soon to be modified) and the FOG Characterization Study will serve as the basis for the FOG control program development and implementation. The services described in this proposal intend to provide the remaining elements needed to develop and implement an effective FOG control program, which will result in a reduction in the District's grease-related sanitary sewer overflows (SSOs), blockages, and maintenance. This proposal is for services provided by EEC from October 1 2004 through June 30, 2005 Inspections of FSEs that have already been identified as sources of FOG and those FSEs upstream of hot spots will begin October 1 2004 The bulk of the other field inspections will begin January 1 2005 SCOPE OF WORK The scope of work for the proposed FOG control program development and implementation for District will include the following tasks: 1 Program Management Developing program forms and program guidance documents Providing FOG control program management, including database management Providing a FOG control program assessment and recommendations :t �t FFC-Costs Mesa Sanitary District August 30, 2004 2. Inspections Conducting permitting/registration inspections Conducting grease removal equipment(GRE) inspections Conducting kitchen best management practices (BMP) inspections Conducting combined kitchen BMP and GRE inspections Conducting compliance inspections Conducting CCTV Source Inspections 3 Enforcement Conducting enforcement inspections Providing enforcement management The specific details to these tasks are as follows: 1.0 PROGRAM MANAGEMENT 1 1 PROGRAM GUIDANCE DOCUMENTS I 1 1 FSE FOG Control Program Policies and Procedures Manual Based on the findings and recommendations of the Orange County FOG Control Study and the District's FOG control ordinance and FOG characterization study EEC will develop a FOG control program policies and procedures manual. The manual will include all program forms (e.g. inspection forms, NOVs) and provide an overview of the District's program implementation such as sewer hot spot prioritization, hot spot source identification, FSE inspection methods and forms, enforcement guidelines, database management and GIS management. The first draft of the manual will focus primarily on program forms, flow charts, and other conceptual diagrams to simplify the manual and to keep costs low A preliminary draft of the manual will be distributed to District staff for review and comment by November 30, 2004 EEC will incorporate the staff comments and develop a final draft manual which will be updated over time based on the recommendations provided in 1.3 1 1.2 Residential, Industrial, and Grease Hauler FOG Control Program Guidance Document Based on the findings and recommendations of the Orange County FOG Control Study and the FOG characterization study EEC will develop a residential and grease hauler FOG control guidance document. The document will outline the steps that the District will follow to control residential grease and grease-related hot spots, and improve sewer line cleaning. This will include the education and outreach elements designed to limit the amount of grease that single-family and multi-family housing discharge to the sewer 2 FFC-Costa Mesa Sanitary District August 30, 7004 The document will outline the steps that the District will follow to control industrial discharge of FOG. This will include coordinating with Orange County Sanitation District on their industrial source control program. These documents will be brief and to the point to simplify the manual and to keep costs low A preliminary draft of the manual will be distributed to District staff for review and comment by November 30, 2004 EEC will incorporate the staff comments and develop a final draft manual which will be updated over time based on the recommendations provided in 1.3 1 1.3 Permitting/Registration EEC will assist District staff in developing specific FOG control permits or an FSE registration for the District to distribute to each of the FSEs. EEC will develop a permit or registration tracking module for the existing FOG Characterization FSE database to be utilized to assist in managing the program. 1.2 FOG CONTROL PROGRAM MANAGEMENT INCLUDING DATABASE MANAGEMENT EEC will review and update the results of the FSE and hot spot inspections into the associated databases, and will develop database forms and reports, as appropriate, to summarize the findings of these inspections. EEC will conduct regular meetings with District staff to provide recommendations and to prioritize required activities. On a monthly basis, EEC will report the activities conducted during the month, identify findings, and provide recommendations to the FOG Control Program Manager. In the first 3 months, the program will be ramping up and there will be less program management than in the following 6 months. This is reflected in the cost estimate as the equivalent of 7.5 months of full service program management. 1.3 FOG CONTROL PROGRAM ASSESSMENT AND RECOMMENDATIONS At the end of the year, EEC will conduct a FOG control program assessment and provide recommendations for program enhancement and resource management. This will include hot spot mitigation, FSE compliance status, and grease-related SSO status. 2.0 INSPECTIONS 2.1 PERMITTING/REGISTRATION INSPECTIONS EEC will physically inspect the FSEs in the District based on the prioritization scheme developed in Task 1 1 Based on current estimates, there are approximately 400 FSEs in the District. For the sake of this proposal, in the first year of the program, EEC will plan to 3 FFC-encta Mr-a. anitary t)ictrirt August-40_7004 perform initial permitting/registration inspections at 30% of the FSEs, focusing first on those FSEs identified as concerns in the FOG characterization study and those FSEs that are upstream of known hot spots. For those FSE that were identified as FOG sources in the FOG Characterization Study EEC will present the CCTV evidence to the FSE management and will discuss the enforcement options that are available to the District and the steps that the FSE can take to avoid additional enforcement. 2.2 GREASE REMOVAL EQUIPMENT(GRE) INSPECTIONS EEC will physically conduct GRE inspections for FSEs with a grease interceptor or grease trap and is projecting to perform approximately 100 GRE inspections during the first year 2.3 KITCHEN BEST MANAGEMENT PRACTICES (BMP) INSPECTIONS EEC will physically conduct kitchen BMP inspections for FSEs and is projecting to inspect approximately 40 FSEs during the first year 2.4 COMBINED KITCHEN BMP AND GRE INSPECTIONS EEC will physically conduct combined kitchen BMP and GRE inspections for FSEs and is projecting to inspect approximately 20 FSEs during the first year. 2.5 COMPLIANCE INSPECTIONS Compliance inspections are FSE inspections that are required to follow-up on an identified compliance issue. Although it is difficult to estimate the amount of non-compliance at this time, EEC will plan to perform compliance inspections at 90 FSEs in the first year of the program due to non-compliance issues or on-going hot spot source identification. This may include the issuance of written warnings or notices of violation (NOVs) to FSEs that are found to be in non-compliance of the FOG control ordinance or permit. The detailed enforcement procedures will be outlined in Task 1 1 1 2.6 CCTV SOURCE INSPECTIONS EEC will assess hot spots to identify FSEs that are discharging FOG to the sewer collection system utilizing District s CCTV staff or subcontractor It is projected that 12 days of CCTV Source Inspections will be conducted during the first year of the program. 4 FR'-Costa Mesa Sanitary District Aupjist 10,2004 3.0 ENFORCEMENT 31 ENFORCEMENT INSPECTIONS Although it is difficult to estimate the amount of enforcement required at this time, EEC will plan to perform two enforcement inspections at 12 FSEs each (total of 24) in the first year of the program. Due to the serious nature of these inspections, EEC will attempt to meet with the FSE manager or property owner to discuss the enforcement and the FSE's plans to come into compliance. 3.2 ENFORCEMENT MANAGEMENT Based on the results of the CCTV Source Inspections and continued NOVs, EEC will review provide recommendations, and assist the District staff and FOG Control Program Manager in the enforcement process identified in Task I 1 1 For the sake of this proposal, EEC is assuming that enforcement management will be required for 12 FSEs. COST ESTIMATE Based on the aforementioned scope of work, EEC has identified the projected costs (identified as a time-and-material estimate, a fixed cost, or a unit based cost) for each of the tasks as follows: October 1 2004— June 30, 2005 TITLE Units RATE TOTAL Program Documents T&M 1 $ 10,000 $10,000 Program Implementation Fixed 7.5 $ 7,088 $53,160 Annual Assessment Fixed 1 $ 5,415 $5,415 $68,575 FSEs Registration Inspections Unit 400 0.3 $ 121 $14,520 GRE Inspections Unit 100 1 $ 52 $5,200 BMP Inspections Unit 40 1 $ 74 $2,960 GRE BMP Inspections Unit 20 1 $ 84 $1,680 Compliance Inspections Unit 90 1 $ 124 $11,160 CCTV Source Inspection Oversite Unit 12 $ 1,190 $14,280 $49,800 Enforcement Inspections T&M 12 2 $ 251 $6,024 Enforcement Project Management T&M 12 $ 1,490 $17,880 $23,904 Total $142,279 5 FFC-ens a Mesa Sanitary District Attaist 10 2004 The total projected cost is $142,279 to complete the aforementioned scope of work. The payment terms are net 30-days and progress invoices will be submitted on a monthly basis. These costs do not include CCTV contractor, printing or mailing associated costs and the time- and-materials portion of the work will be based on EEC's 2004 Fee Schedule (attached). EEC looks forward to this opportunity to assist the Costa Mesa Sanitary District in implementing a successful FOG Control Program and will be available to start immediately upon issuance of a purchase order. If you have any questions regarding this proposal, please call Stan Steinbach or John Shaffer at (714) 667 2300. Sincerely Environmental Engineering and Contracting, Inc. Sxedsic- Stan Steinbach Senior Project Engineer II Attachments: Environmental Engineering and Contracting, Inc. 2004 Fee Schedule 6