HomeMy WebLinkAbout1999-08-10; City Council; 15342; D-Max Engineering For Dry Weather Testing Programt 4 m 1
Cl I Y OF CARLSBAD -AGENDA dlLL s”
AB# /?3q* TITLE- L AUTHORIZATION FOR AMENDMENT AND
EXTENSION NO. 1 OF AGREEMENT WITH MTG. 8/l O/99 D-MAX ENGINEERING FOR THE IMPLEMENTATION OF THE ClTY An-Y &ET
CARLSBAD 1999 DRY WEATHER TESTING PROGRAM
RECOMMENDED ACTION:
Adopt Resolution No. ?q-aq 6 authorizing the Mayor to execute Extension and Amendment No. 1 to Agreement with D-Max Engineering for field screening and investigation services for preparation of the City’s 1999 Dry Weather Testing Program.
I ITEM EXPLANATION:
The City of Carlsbad is currently operating under the provisions of a regional National Pollution
Discharge Elimination System (NPDES) permit with the State Water Resources Control Board pursuant to the mandate of the Clean Water Act. A requirement of the permit is for local agencies to conduct field testing of storm water outfall flows to determine the existence of illegal discharges to the receiving water of the United States.
The City of Carlsbad has identified 75 storm drain outfall locations which must meet the minimum conveyance system size criteria for the analysis of the dry weather flows established by Regional Water Quality Control Board Order No. 90-42. Dry weather field screening consists of field observations and data analysis at the selected storm drain outfall locations during the dry weather season for the purpose of detecting illicit connections and illegal discharges to the City’s storm drain
conveyance system.
This marks the fifth year of dry weather testing. Previous testing events have indicated that a majority of the storm drain outfalls are clear of pollutant loading. However, a few outfall locations, mainly in
the industrial corridor, have indicated that identified pollutants flow through the City’s conveyance
system.
On October 6, 1998, the Council authorized a consultant contract with D-Max Engineering for the 1998 dry weather testing program. During that period, the consultant conducted water quality testing at all the required locations as well as performed additional upstream investigations of dry weather flows. The proposed Amendment and Extension No. 1 to Agreement with D-Max Engineering will include field screening at 75 storm drain outfall sites and additional investigations of previously reported dry weather flow which require follow-up evaluation.
Therefore, staff is recommending that the Mayor authorize the Extension and Amendment No. 1 to
Agreement with D-Max Engineering for the preparation of the City’s 1999 Dry Weather Testing program.
I FISCAL IMPACT:
The consultant agreement for the 1999 Dry Weather Testing Program with D-Max Engineering is for
a not-to-exceed amount of $37,620.00. This fee was included as part of the 1999-2000 budget appropriations for the support of the Storm Water Program.
I EXHIBITS:
1. Resolution No. % -d 7(r authorizing the Mayor to execute Extension and Amendment No. 1 to Agreement with D-Max Engineering for field screening and investigation services for preparation of the City’s 1999 Dry Weather Testing Program.
2. Extension and Amendment No. 1 to Agreement.
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RESOLUTION NO. 99-278
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE MAYOR TO
EXECUTE EXTENSION AND AMENDMENT NO. 1 TO AGREEMENT
WITH D-MAX ENGINEERING FOR FIELD SCREENING AND
INVESTIGATION SERVICES FOR PREPARATION OF THE CITY’S
1999 DRY WEATHER TESTING PROGRAM.
WHEREAS, the City of Carlsbad is currently operating under a regional National Pollutant
Discharge Elimination System (NPDES) permit with the California State Water Resources Control
3oard pursuant to the mandates of the Clean Water Act; and
WHEREAS, Regional Water Quality Control Board Order No. 90-42 requires the City to
:onduct annual field screening of identified storm drain outfalls for the purpose of detecting illegal
discharges or illegal connection to the City’s storm drain conveyance system; and
WHEREAS, the City of Carlsbad requires the services of an independent engineering firm
o conduct the required field screening and storm drain investigative services in order to comply
vith Regional Water Quality Control Board Order No. 90-42; and
WHEREAS, D-Max Engineering successfully performed the City’s 1998 Dry Weather
‘esting Program and has shown the technical ability to continue to perform this service for the
Ity.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
>alifomia, as follows:
1. That the above recitations are true and correct.
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1 2. That the Mayor is hereby authorized to execute Extension and Amendment No. 1
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to Agreement with D-Max Engineering, Inc. for field screening and investigation service for
preparation of the City’s 1999 Dry Weather Testing Program.
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5 PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
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held on the lo Auuust day of , 1999 by the following vote, to wit:
AYES: Council Members Lewis, Nygaard, Finnila, Hall & Kulchin
NOES: None
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12 ATTEST:
(SEAL)
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EXTENSION AND AMENDMENT NO. 1 TO AGREEMENT
This Amendment is entered into and effective as of the 10 day of
Auqust , 1999 , amending the agreement dated October 6, 1998 by and
between the City of Carlsbad, a municipal corporation, hereinafter referred to as “City”,
and D-Max Engineering, Inc., a sole proprietor, hereinafter referred to as, “Contractor”
for preparation and implementation of the City’s 1999 Dry Weather Testing Program in
compliance with Regional Water Quality Control Board Order No. 90-42.
RECITALS
WHEREAS, the City and Contractor desire to extend the term of
the agreement dated October 6, 1998 for a period of one (1) year ending on
October 6,200O; and
WHEREAS, the initial agreement, dated October 6, 1998 identified a
scope of work to provide the necessary field screening and investigation services for
preparation of the City’s 1998 Dry Weather Testing Program; and
WHEREAS, the parties to this aforementioned agreement desire to alter
the scope of work as follows:
1. To cover the costs of additional investigation and testing of a
groundwater discharge; and
2. To provide the necessary field screening and additional
investigation services for preparation of the City’s 1999 Dry Weather Testing
Program; and
9/l l/96
WHEREAS, a supplemental scope of work and fee schedule have been
negotiated and agreed to between the parties hereto, and as shown on Exhibits “A” and
“B”, Scope of Services and Fee;
NOW, THEREFORE, in consideration of these recitals and the mutual
covenants contained herein, City and Contractor hereby agree as follows:
1. The term of the agreement shall end on October 6,200O.
2. Contractor shall provide services as outlined on the attached
Exhibits “A” and “B”.
3. City shall pay Contractor for all work associated with Paragraph 1
above, on a time and materials basis not-to-exceed $37,620. Contractor shall provide
City on a monthly basis, copies of invoices sufficiently detailed to include hours
performed, hourly rates, and related activities and costs for approval by City.
4. All other provisions of the aforementioned agreement entered into
on October 6, 1998, by and between City and Contractor shall remain in full force and
effect.
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5. All requisite insurance policies to be maintained by the Contractor
shall include coverage for the amended assignment and scope of work for the
extension period.
Acknowledged and Accepted:
CONTRACTOR:
D-MAX ENGINEERING, INC.,
a sole proprietor
By: p&i-z&.- da&$&
(sign here)
By: KAREN R. KUNDTZ, Assistant City Clerk (sign here) /Al lG c DATE uCl/r-J ’ (
(print name/title)
(Proper notarial acknowledgment of execution by must be attached.
Chairman, president or vice-president and secretary, assistant secretary, CFO or assistant treasurer must sign for corporations. 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:
RONALD R. BALL
9/l 1 I96
A
State of California )
) County of San Diego )
On July 23, 1999 before me, Belinda R. Guzman, Notary Public, personally appeared
Arsalan Dadkhah proved to be the person whose name is subscribed to the within
instrument and acknowledged to me that he executed the same in his authorized
capacities, and that by his signature on the instrument the person, or entity upon behalf of
which the person acted, executed the instrument.
WITNESS my hand and official seal
Signature of Notary v (This area for
official notary seal)
Title or Type of Document Extension and Amendment No. 1 to Agreement
Date of Document 7-23-99 No. of Pages 3
Signer(s) other than named above None
Exhibit A
D-MAX Engineering, Inc.
Consultants in earth & environmental sciences
July 1, 1999
Project No. 98031W
Mr. Steve Jantz
Associate Engineer
City of Carlsbad
Engineering Department
2075 Las Palmas Drive
Carlsbad, CA 92009-l 576
.fJIi 0 2 1999
ENGINEERING
DEPARTMENT
Re: Storm Water Related Services
Additional Investigations .
City of Carlsbad, California
Dear Mr. Jantz:
As it was presented in our final report for the City of Carlsbad Additional Investigation, D- Max engineering performed comprehensive water sampling and testing at two outfalls
and three monitoring wells within the study area. The outfalls were EN-14A at Palomar
Oaks Way, and EN-23 at comer of Yarrow Drive and Camino Vida Roble. The monitoring wells were MW-1, MW-3, and MW-8 at the Palomar Airport inactive landfill.
The samples were analyzed for general chemistry, total metals, and volatile organic
compounds and the results were used in our investigations.
Our extra expenditure for the groundwater sampling and analysis was $2,620. Sampling
and testing groundwater from the above wells were above and beyond the scope of
services presented in our agreement with the City of Carlsbad dated October 23, 1998.
Therefore, we respectfully request to be reimbursed for the above amount.
We will be pleased to answer any questions you may have regarding this letter.
Sincerely,
Arsalan Dadkhah, Ph.D., P.E.
Project Manager
8380 Miramar Mall n Suite 222 W San Diego, CA 92121 n (619) 455-9988 H Fax (619) 455-9978
h h
The City of Carlsbad (City) is a co-permittee of the San Diego Regional Water
Quality Control Board (RWQCB) storm water NPDES permit. According to the
permit, each co-permittee is required to conduct annual dry weather field screening
within its jurisdiction. This procedure consists of field observations and field analysis
at selected stations during the dry weather season. The dry weather season is
defined as the period from May 1 through September 30 of each year. The purpose
of the dry weather fiekl screening is to detect and eliminate illicit connections and
illegal discharges.
As a co-pennittee of the storm water NPDES permit, the City is planning to conduct
the 1999 dry weather field screening program in accordance with the specifications
outlined in RWQCB Order No. 90-42 (Permit). The Permit requires each co-
permittee to conduct the following tasks:
l Develop a storm water conveyance map
l Select and justify field screening stations
l Complete and submit a conveyance system map
l Develop and submit field screening procedures
l Conduct dry weather field screening
l Summarize and report field screening results
SCOPE OF SERVICES
The purpose of the dry weather field screening program is to fulfil1 the requirements
of the RWQCB Permit and identify potential sources of illicit connection and illegal
discharges within the City of Carlsbad. This year the City intends to conduct the dry
weather field screening program as well as additional investigations at the locations
with reported water quality issues.
To perform the field work effiiently, we propose to carry out the following tasks.
Task 1. Selection of Field Screening Sites
The number of selected field screening sites for the dry weather field screening
program were 71 (1995), 74 (1995) and 75 (1997). During 1998, field screening
program the number of sites screened were reduced to 54. The sites eliminated
were the outfalls where past records indicated consistently dry or no detectable
constituents.
For the 1999 dry weather field screening program, we propose to field screen a total
of 75 outfalls. This will include the sites eliminated from the 1998 field screening
program.
Task 2. Field Screening
Task 2- 1 Conduct Visual Observations
City of Carlsbad 1999 Dry Weather Field Screening Program Page 1
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Visual observation is critical to the success of the field screening and may be the
best source of information for many site visits. At each site, the visual obsenrations
will be recorded. Visual obsen/ations include looking for evidence of dry weather
flows such as staining, corrosion, sediment, surrounding vegetation, algae, mosquito
Ianrae, insects, rodents and other animals in the vicinity of the outfall. At each site, a
United States Environmental Protection Agency’s (USEPA) standard dry weather
field screening data sheet will be used to record observations. Photograph(s) of
each outfall will be taken whether or not it contains flow.
Task 2-2 Check for Non-Storm Flow
The outfalls will be checked for the presence of flow. If no flow is observed, the
screening process will proceed to the next outfall. If water is flowing from the outfall
or standing water is observed, the flow and its temperature will be measured and a
sample will be taken for field analyses. A field test kit (such as CHEMetrics) will be
used to test for total chlorine, total copper, total phenols, ammonia, and detergents.
Temperature, and pH, of the sample will also be measured. Brief upstream
inspections will be performed to identify the source of flow. This is an important step
because of the nature of most illicit discharges, identification may not be possible at
a later time. The site will be revisited within 4 to 24 hours and if water is still flowing,
another field test will be conducted.
We have developed specific charts and tables and devised special equipment to
assist the field personnel in measuring flow in different cross-sectional
configurations.
Task 2.3 Track the Flow Upstream During the fiekt screening program, if it is necessary to track the observed flow to
locations in addition to those approved by the City, we will track the dry weather flow
further upstream to identify the source of pollutants upon authorization by the City.
In this case, we will proceed closer to the source of flow by trying to find the area
where the indicators and/or chemical constituents appear to be most concentrated.
Task 3. Sampling for Laboratory Analysis
For the purpose of field test kit results verification, water samples from 10 percent of
the sites with flowing water will be sent to a state certified analytical laboratory to be
analyzed for the constituents outlined in Task 2-2. The laboratory results will be
used to verify field test results. If observation and testing of dry weather discharge
indicate elevated concentrations of pollutants or possible illegal discharge, the City
will be notified immediately. With the City’s authorization, samples will be collected
for laboratory analysis. Constituents to be analyzed by the laboratory, depending on
the nature of flow and the land use in the vicinity, may consist of metals, total and
fetal coliform, semi-volatile organic compounds and biological oxygen demand
(BOD). The laboratory results will be used to verify field test results to either confirm
or rule out high concentrations of pollutants.
Task 4. Data Evaluation
The collected data will be evaluated to identify possible areas of non-storm water
flows throughout the City. The data will also be correlated with the results of Task 3
of this proposal in identifying areas and sources of pollutants.
City of Carlsbad 1999 Dry Weather Field Screening Program Page 2
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Task 5. Providing Recommendations
Considering the results of the visual observations, field and laboratory tests, and
data analysis, recommendations for future compliance actions will be made.
Task 6. Preparation of a Summary Report
At the conclusion of the dry weather field screening program, a report will be
prepared to summarize the observations and the results of the study. The report will
include our interpretation of the field data and test results regarding the possible
presence of illicit connections/illegal discharges. The report will also include our
recommendations for source identifications, source control and any other required
actions necessary for storm water management in the City of Cartsbad.
Two copies of the draft report will be submitted to the City for review and comments. Upon receipt of City staff comments, the final report will be prepared with five copies
submitted to the City.
We will provide the City with all original data, records of dry weather screening,
laboratory analyses and photographs. The report organization will include
introduction, background, scope of work, results, conclusions, recommendations,
and quality assurance/quality control @A/QC), as well as appendices for data
sheets, selected site photographs and the results of any laboratory analysis.
Task 7. Additional Evaluation
The results of previous field screening programs indicate signs of illegal discharge at
some sites. Outfalls EN-14A at Palomar Oaks Way, and EN-23 at corner of
Yarroew Drive and Camino Vida Roble indicated low pH flow with white foams.
Outfall AH-12 west of the Dixon Ford parking lot indicated a high concentration of
detergents and ammonia. During the previous year (1998) D-W conducted additional investigations on two outfalls (EN-23 and EN-14A) to identify the sources
of the pollutants. The results of these investigations indicated a possible connection
of a groundwater aquifer to site EN-23.
In order to identify the source of the pollutants in the above locations and any
neighboring sites with water quality problems, we propose the following:
l Continue upstream investigations at site EN-14A to evaluate the source of
pollutants creating low pH flow and white foam.
l Conduct upstream investigations at the outfalls in the Car Country area to
identify sources of high level detergents and ammonia detected in the 1998 dry
weather field screening program.
l Develop educational materials to present best management practices (BMPs) for
eliminating or reducing the concentration of detergents and ammonia discharged
into the City storm system.
l Assist the City in conducting a workshop for the car dealership managers in the
Car Country area to educate them on proper discharge of their car wash water.
City of Carlsbad 1999 Dry Weather Field Screening Program Page 3 10 :..
mawmaw ---NM
Task 8. Additional Evaluation Report
At the conclusion of Task 7, a report will be prepared to summarize the findings and
results of the study. The report will include our conclusions regarding the sources of
pollutants and recommendations for pollutant source elimination.
Quality Aswrance/QuaIity Control Program
We are fully aware of the City’s commitment to quality for this project and are
confident that our current procedures meet or exceed the City’s requirements. The
objective of the QA/QC Plan is to provide the continuous control and evaluation of
measurement data quality throughout the course of the Dry Weather Field Screening
Program.
The QA/QC Plan for this project will include the Environmental Protection Agency
(EPA) approved test methods for field analysis of water samples, calibration of test
equipment, pre-and post-rinsing of sample collection containers and test vials, and
sample analysis by a California-certified analytical laboratory with its own QAIQC
Plan. Key components of the QAIQC Plan will include the following:
l pH pens and any other instrument used in the field to measure a quantity will be
calibrated prior to use. pH pens will be calibrated with a pH 7.0 standard buffer solution each day of use. pH pen calibration data will be recorded on the Field
Data Sheet during each day of use. The electrode tubes will be kept moist to
preserve the meters accuracy during field work.
l Analysis of test specimens of known concentrations will be performed at the
beginning of each feld screening week. Test specimens of known
concentrations will be prepared in the analytical laboratory by diluting
standardized stock solutions with water. Test specimen data and the results of
the test specimen analysis will be presented in our final report.
l Containers will be rinsed with the sampled water before sample collection for
field testing. Upon completion of sampling at each site, sample collection
containers, test vials and pipettes will be rinsed with distilled water.
l Samples for laboratory testing will be collected, labeled and sent immediately to
the laboratory under proper chain-of-custody procedure. The samples will be
kept in an iced cooler during the transportation period. The sampling QAIQC
plan includes replicate samples, field blank, matrix spike sample, and method
blank.
D-TEK Analytical Laboratory (D-TEK) and Environmental Engineering Laboratory
(EEL) will assist us in conducting the required chemical or biological tests. Both D-
TEK and EEL are California-certified analytical laboratories and have been involved
in several storm water monitoring projects in San Diego County.
City of Carkbad 1999 Dry Weather Field Screening Program Page 4
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ESTlMATED COST
Our proposed costs to complete the scope of services described herein are as
follows:
l Dry weather felt screening program (Tasks 1 through 6) $16,566.
l Additional lnvestigation (Tasks 7 and 6). We propose to perform our services
and invoice on a time and material basis in accordance with the attached
Schedule of Fees. Our expenditure for the scope of services outlined in our
proposal will not exceed $18,500.
If any outside laboratory analysis is required, D-MAX will perform such work at cost
plus 15 percent. We will advise the City’s Project Manager of such additional costs
prior to proceeding with the laboratory analysis.
TERMS AND CONDlTlONS
We propose to perform the services outlined herein based on the terms and
conditions of a existing agreement between the City of Cartsbad and D-MAX Engineering, Inc. dated October 16,1998.
City of Carkbad 1999 Dry Weather Field Screening Program Page 5
SCHEDULE OF FEES
January I,1999
This Schedule of Fees will be adjusted periodically. Tbe new fee schedule will apply to all existing and new work.
LABOR LABORATORY
Classification Hourh Rate
Clerk* $30
Word processor* 40
lIh-aeer* 50
Technician* 55
Senior Technician* 60
St&T 70
Project 90
Principal 110
Geoteclmical and analytical laboratory
tests will be invoiced at unit rates for
specific tests. Project-specific laboratory
rates can be provided upon request.
OTHER CHARGES
Overtime (in excess of 8 hours per day)
and weekend hours will be charged at 1.5
times the above rates for non-exempt
personnel (identified with an asterisk “*“).
Field and hourly services will be charged
portal to portal from our office, with a
two-hour minimum.
Subcontracted services, such as
subconsultants, outside testing, drilling,
and surveyors, will be charged at cost plus
15%. Other project-specific costs, such as
rentals, expendable or special supplies,
special project insurance, permits and
licenses, shipping, subsistence, tolls and
parking; outside copying/printing, etc.,
will be charged at cost plus 15%.
Appearance as expert witnesses at court
trials, mediation, arbitration hearings and
depositions will be charged at $2OO/hour.
Time spent preparing for such
appearances will be charged at the above
standard hourly rates.
Client will be responsible for any
applicable taxes in addition to the fees due
for Services.
Charges for subcontract personnel will be
made according to the corresponding
standard hourly rates listed above.
The mileage charge for personal vehicles
used on projects will be the current rate as
established by the Internal Revenue
Service. Company-owned vehicles will
be charged at a rate of $6 per hour (subject
to a 4-hour minimum), plus $0.40 per
without prior approval mile.
P~\FfWMC\FfiF C~UFIN II F 1000
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City of Carlsbad
August 18,1999
D-Max Engineering, Inc.
Arsalan Dadkhah, Proj. Manager
8380 Miramar Mall, Suite 222
San Diego, CA 92121
AGREEMENT -EXTENSION & AMENDMENT NO. 1
DRY WfZATHER TESTING PROGRAM
Enclosed for your reference are copies of Carlsbad City Council Agenda Bill No.
15,342 and Resolution No. 99-278. These documents went before the Carlsbad
City Council on August 10, 1999, where the enclosed Resolution was adopted,
approving the agreement extension and amendment referenced above.
Also enclosed is one original and fully executed agreement.
If you have questions concerning the agreement, please call Steven Jantz, in the
Public Works Department, at (760) 438-l 161 ext. 4354.
Kathleen D. Shoup
Sr. Office Specialist
1200 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 l (760) 434-2808 @