HomeMy WebLinkAboutEnvironmental Compliance Inspection Services; 2014-05-29; UTIL1067UTIL1067
AGREEMENT FOR FATS, OILS AND GREASE (FOG)
CONTROL INSPECTION SERVICES
(ENVIRONMENTAL COMPLIANCE INSPECTION SERVICES (EClS))
IS AGREEMENT is made and entered into as of the r:^,^ day of
, 2014, by and between the CITY OF CARLSBAD, a municipal
corporatiopf; ("City"), and Environmental Compliance Inspection Services (EClS), a sole
proprietorship, ("Contractor").
RECITALS
A. City requires the professional services of a Source Control Solution Specialist that
is experienced in fats, oils, and grease inspections, database documentation and grease control
device inspections.
B. Contractor has the necessary experience in providing professional services and
advice related to compliance inspections for grease control devices and BMP inspections for fats,
oils, and grease in food service facilities.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perfonn such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein. City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement's terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one (1) year from the date first above
written. The City Manager may amend the Agreement to extend it for four (4) additional one (1)
year periods or parts thereof in an amount not to exceed twenty five thousand dollars ($25,000)
per Agreement year. Extensions will be based upon a satisfactory review of Contractor's
performance. City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is ofthe essence for each and every provision ofthis Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
twenty five thousand dollars ($25,000). No other compensation for the Services will be allowed
except for items covered by subsequent amendments to this Agreement. The City reserves the
right to withhold a ten percent (10%) retention until City has accepted the work and/or Services
specified in Exhibit "A".
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Incremental payments, ifappllcable, should be made as outlined in attached Exhibit "A".
6. STATUS OF CONTRACTOR
Contractor will perform the Sen/ices in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to whteh Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election. City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Sen/ices, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms ofthis Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attomeys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered wori<ers'
compensation is included as a loss, expense or cost for the purposes ofthis section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims fbr injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
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agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of Califomia. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-rVII". OR with a surplus
line insurer on the State of Califomia's List of Eligible Surplus Line Insurers (LESLI) with a rating
in the latest Best's Key Rating Guide of at least "A:X".
10.1 Coverages and Limits.
Contractor wili maintain the types of coverages and minimum limits indicated below, unless Risk
Manager or City Manager approves a lower amount. These minimum amounts of coverage will
not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense.
10.1.1 Commercial General Liabilitv Insurance. $1,000,000 combined single-limit
per occurrence for bodily injury, personal injury and property damage. If the submitted policies
contain aggregate limits, general aggregate limits will apply separately to the work under this
Agreement or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liability, (if the use of an automobile is involved for Contractor's
work for City). $1,000,000 combined single-limit per accident for bodily injury and property
damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation
limits as required by the Califomia Labor Code. Woriters" Compensation will not be required if
Contractor has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liabilitv. Errors and omissions liabiiity appropriate to
Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be
maintained for a period of five years following the date of completion of the work.
I I If box is checked, Professional Liability
City's Initials Contractor's Initials Insurance requirement is waived.
10.2. Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General
Liability which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional
Liability, which will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to City sent
by certified mail pursuant to the Notice provisions ofthis Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
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10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at anytime, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carisbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notices or to receive written notice
on behalf of City and on behalf of Contractor under this Agreement.
For Citv
Name Jesse Castaneda
Title Wastewater Supervisor
For Contractor
Name Jon Kinley
Title President
Department Public Works, Utilities Address 27 Dauphin
Address
City of Carisbad
5950 El Camino Real
Carisbad, CA 92008
Dana Point, CA 92629
Phone No.
Email
949-481-8826
jkinley@ecisglobal.com
Phone No. 760-438-2722 x7137
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
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16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carisbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware ofthe requirements ofthe Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not othenvise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be fonwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be fonvarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Sen/ices, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the wori< or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination. Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment ofthe Agreement.
Either party upon tendering thirty (30) days written notice to the other party may temninate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the temiination date; however, the total will not exceed the lump sum fee payable
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under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21- COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or othenvise recover, the full amount ofthe
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part ofthe Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that Califomia Government Code sections 12650 et seg..
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTIONS AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of Califomia, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement or any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document refen^ed to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
ofthe Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions ofthis Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal
ENVIRONMENTAL COMPLIANCE corporation of the State of Califomia
INSPECTION SERVICES (EClS), a sole
proprietorship
By:
ayor or Division<Pffect^)
by the City ManagBr"^
By:
(sign here)
(print name/title)
if required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corooration. Agreement must be signed by one corporate officer from each of the following
two groups.
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
Assistant City Attorney
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EXHIBIT A
ECIS
ENVIRONMENTAL COMPLIANCE INSPECTION SER VICES
SOURCE CONTROL SOLUTIONS
Date: 4-22-2014
To: Mr. Don Wasko / Utilities Supervisor / City of Carlsbad
From: Jon C. Kinley / President / ECIS
Re: City of Carlsbad FOG Program Proposal
Mr. Wasko,
It is the pleasure of ECIS to present this FOG inspections services proposal per the request of
the City of Carlsbad, ("City ") This proposal will consist of an annual FSE-Grease BMP
inspection and/or/both Grease Control Device Inspection (GCDI), and a quote for any return
inspection(s) or consultation as needed per request by City.
> GCDI'S GREASE CONTROL DEVICE INSPECTIONS
INSPECTION FREQUENCY: ECIS proposes to inspect all Grease Control Devices (GCD's)
including Gravity Grease Interceptor (GGI) and or Hydro-Mechanical Grease Interceptor (HGI) at
all FSE 's (blue/green) with such a device once annually. Any FSE designated as Exempt will not be
inspected.
INSPECTION S.O.P. /SCOPE OF WORK: ECIS proposes to perform the following minimum at
all inspections:
1. Contact customer. ECIS will also schedule an inspection if requested by Food Service
Establishment (FSE).
2. Physically inspect GCD to determine capacity and compliance with City Ordinance
requirements using the 25% full industry standard. If GCD is determined to be Non Compliant,
ECIS will issue a NON (Notice of Non-compliance) to the FSE detailing what needs to be
corrected to bring the FSE back into compliance, and supply FSE with a return inspection date
to verify compliance. City shall perform any return inspections unless City requests ECIS to do
so.
3. Observe recent pumping manifests and or receipts-record on database.
4. Inform customer of all results and/or actions.
26 DAUPHIN / DANA POINT CA 92629 'PHONE/FAX: (949)481-8826 • EMAIL:jkin!ey@ecisglobal.com
EXHIBIT A
ECIS
ENVIRONMENTAL COMPLMNCE INSPECTION SERVICES
SOURCE CONTROL SOLUTIONS
5. Update existing FOG Program database and record inspection results in the City FOG Program
Excel database. This updated database will be emailed to City contact no later than two weeks
after the last inspection is completed.
> GBMP's GREASE BEST MANAGEMENT PRACTICES INSPECTIONS
INSPECTION FREOUENCY: ECIS proposes to inspect all eligible FOG producing FSE's
(yellow-blue-green)) on the FOG Program database once annually. Red colored FSE's on the FOG
Database will be exempt from annual GBMP inspections unless requested by City.
INSPECTION S.O.P. /SCOPE OF WORK: ECIS proposes to perform the following minimum at
all inspections.
ECIS proposes to inspect all grease producing FSE's within City sewer service area to monitor
compliance or non-compliance with the Cities FOG Program and City FOG Ordinance.
ECIS proposes to inspect for the following at these inspections: (1) Inspect GCD maintenance logs,
and Employee Training logs (2) Inspect for installation and maintenance of all Drain Screens (3)
Inspect to ensure Food Waste BMP's are followed (4) Inspect to insure all GCD's are maintained
and in good working order (5) Inspect for Emergency Spill Materials or Spill Response Kit (6)
Inspect to ensure Grease BMP poster (s) are located in approved areas (7) Inspect for sewer lateral
cleaning documentation (8) Inspect to insure employee(s) following dry wiping procedure.
ECIS proposes to inform and give written notification of all instances of Non-Compliance to all
effected establishments, as well as how to obtain compliance, as described in the existing Grease
Control Best Management Practices Inspection Form, and provide FSE with a copy.
ECIS proposes to distribute all materials pertaining to the GBMP Program to all affected
establishments.
City shall perform any return inspections unless City requests ECIS to do so.
26 DAUPHIN/ DANA POINT CA 92629 'PHONE/FAX: (949)481-8826 ' EMAIL:jkinley@ecisglobal.com
EXHIBIT A
ECIS ENVIRONMENTAL COMPLIANCE INSPECTION SER VICES
SOURCE CONTROL SOLUTIONS
FOG DATABASE: All information critical to the FOG Inspection Program will be contained
within the FOG Program Excel Database. ECIS will also provide City with all inspection form
copies at the end of the annual inspection cycle.
RECORDS: ECIS proposes to keep all written records and all computer files for a minimum of 3
years. All records will be made available to City at all times.
ED UCA TIONAL MA TERIALS/DOCUMENTA TION: ECIS proposes to provide all FSE's with
all relevant documents pertaining to City FOG Program/ sewer ordinance requirements. These
documents shall be drafted, approved, and supplied by City. All pictures, video, paperwork, etc.,
shall be made available to City at all times.
PROGRAM OPTIONS/ADDITIONAL FEE(S): ECIS proposes to charge a fee of Seventy Five
(75) dollars per hour for any/all work not specified in contract such as City Council/ FSE meetings.
As of this date there are approximately 220 FSE's subject to the FOG Inspections Program.
The Not To Exceed amount for all work will be determined by City.
SUMMARY OF INSPECTIONS PROGRAM COST:
Job Service Cost
Grease Control Device Inspection (GCDI)
Retum GCDI Inspection
$50 per GCD
$50 per GCD
Grease BMP Inspection (GBMP)
Retum BMP Inspection
$50 per inspection
$50 per inspection
Grease BMP Inspection & GCDI
Retum BMP Inspection & GCDI
$90 per inspection
$90 per inspection
Consulting Fees, meetings etc. per city request $75 per hour
26 DAUPHIN/ DANA POINT CA 92629 -PHONE/FAX: (949)481-8826 ' EMAIL:jkinley@ecisglobal.com
EXHIBIT A
ECIS
ENVIRONMENTAL COMPLMNCE INSPECTION SER VICES
SOURCE CONTROL SOLUTIONS
Thankyou Don for the opportunity to submit this proposal, and assist the City ofCarlsbad in its
mission to provide a clean and safe environment for its citizens.
Please contact me anytime with any questions!
Respectfully submitted,
Jon C. Kinley
President
ECIS
26 DAUPHIN / DANA POINT CA 92629 'PHONE/FAX: (949)481-8826 ' EMAIL:jkinley@ecisglobal.com