CC 2019-07-23_08f Approve Purchase Order_Wallace Group FOG_SSMP
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR
BY: SHANE TAYLOR, UTILITIES MANAGER
SUBJECT: CONSIDERATION TO APPROVE A PURCHASE ORDER WITH
WALLACE GROUP FOR FATS, OIL AND GREASE (FOG) PROGRAM
ADMINISTRATION AND INSPECTION AND SEWER SYSTEM
MANAGEMENT PLAN (SSMP) REVISION
DATE: JULY 23, 2019
SUMMARY OF ACTION:
Approving a purchase order with Wallace Group will allow the City to continue to comply
with Statewide General Waste Discharge Requirement 2006-0003-DWQ.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2019/20 budget includes $27,000 for the FOG Program and $22,000 for the
SSMP Revision. Staff time for this program is approximately 40 hours/year.
RECOMMENDATION:
It is recommended the City Council approve a purchase order with Wallace Group in an
amount not to exceed $49,000 for the administration and inspection of the City’s FOG
Program and the SSMP Revision.
BACKGROUND:
The City’s FOG Program outreach began in 2007 and remains a major component of the
Sewer System Management Plan. In partnership with South San Luis Obispo County
Sanitation District, along with the City of Grover Beach and the Oceano Community
Services District, a FOG Ordinance was adopted establishing FOG regulations for the
use of district food service establishments. The Ordinance sets uniform requirements for
FOG discharges into the sanitary sewer system to aid in the prevention of blockages and
overflows from the contribution and accumulation of fats, oils and greases.
The City’s current SSMP was adopted on October 14, 2014. The SSMP must be updated
every five (5) years per the State Water Resources Control Board (SWRCB).
ANALYSIS OF ISSUES:
In 2016 a Request for Proposals was issued to our On-Call Engineering Firms to provide
regulatory compliance services. Two proposals were received and evaluated. The
Item 8.f. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE A PURCHASE ORDER WITH WALLACE GROUP
FOR FATS, OIL AND GREASE PROGRAM ADMINISTRATION AND INSPECTIONS
AND THE SEWER SYSTEM MANAGEMENT PLAN REVISION
JULY 23, 2019
PAGE 2
Wallace Group was chosen to provide not only FOG Program services, but sewer system
management plan audits. The performance of the environmental compliance specialist
from the Wallace Group has continued to provide excellent service to our 70 food service
establishments (FSE’s) that are permitted. The City of Grover Beach also use the
Wallace Group for this service, which helps provide uniform program administration and
inspection to all the FSE’s in the district.
Under the approved on-call Agreement, additional work is authorized by way of a
purchase order approved by the City. Staff recommends the Council approve a purchase
order with the Wallace Group in an amount not to exceed $49,000 for the administration
and inspection of the City’s FOG program and SSMP Revision.
ADVANTAGES:
Approval of this purchase order will allow continued FOG Program administration and
inspection in order to continue to follow the City’s Sewer System Management Plan.
DISADVANTAGES:
No disadvantages noted at this time other than the expense of $49,000 to provide the
service.
ALTERNATIVES:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation; or
3. Provide direction to staff.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. Wallace Group Proposal for the Fats, Oil, and Grease Program dated 5/3/19
2. Wallace Group Proposal for the Sewer System Management Plan Revision
dated 5/3/19
Item 8.f. - Page 2
CIVIL AND
TRANSPORTATION
ENGINEERING
CONSTRUCTION
MANAGEMENT
LANDSCAPE
ARCHITECTURE
MECHANICAL
ENGINEERING
PLANNING
PUBLIC WORKS
ADMINISTRATION
WATER RESOURCES
T 805 544‐4011
F 805 544‐4294
www.wallacegroup.us
WALLACE GROUP
A California Corporation
612 CLARION CT
SAN LUIS OBISPO
CALIFORNIA 93401
SURVEYING /
GIS SOLUTIONS
TRANSMITTAL
Date: May 3, 2019 Project Number: PP19-6686-0915
To:
Shane Taylor VIA Email
City of Arroyo Grande
300 East Branch Street Phone: 805 473-5400
Arroyo Grande, California 93421 Fax:
Email: staylor@arroyogrande.org
From:
Bill Callahan
Senior Environmental
Compliance Specialist
WALLACE GROUP Phone: 805 544-4011
612 Clarion Court Fax: 805 544-4294
San Luis Obispo, CA 93401 Email: billc@wallacegroup.us
Subject: Proposal for FOG Program 2019-2020
Please find attached our proposal for the above referenced project. If this proposal meets
with your approval, please sign where indicated and return to our office, to the attention
of Kylie Castle (kyliec@wallacegroup.us), Marketing Coordinator, which will serve as our
notice-to-proceed on your project.
Please call me if you have any questions at 805 544-4011.
Thank you.
ATTACHMENT
PP19-6686
Exhibit A
ATTACHMENT 1
Item 8.f. - Page 3
WALLACE GROUP@
May 3, 2019
Shane Taylor
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, California 93421
Subject: City of Arroyo Grande FOG Program FY 2019/20
Dear Mr. Taylor:
Wallace Group appreciates the opportunity to provide you with our proposal for Water
Resources services for the above referenced project. Based on our discussion, the
following Scope of Services has been prepared for your consideration:
PROJECT UNDERSTANDING
The City’s FOG Program consists of permitting, semi-annual inspections, and follow-up on
non-compliance with approximately 70 Food Service Establishments (FSEs). The City
requested Wallace Group to prepare a proposal to manage and implement the FOG
Inspection Program for the 2019/2020 Fiscal year.
SCOPE OF SERVICES
FOG Program Administration and Inspection
Wallace Group will perform FOG permitting, inspections, and re-inspections for the City’s
FSEs for the 2019/2020 fiscal year upon notification from the City to start work and
receipt of a signed notice-to-proceed.
The FOG Program is an element of the City’s Sewer System Management Plan (SSMP)
which is a requirement of the Statewide General Waste Discharge Requirement 2006-
0003-DWQ enacted by the State Water Resources Control Board. The FOG program will
include:
Meeting to discuss goals for the 2019/2020 fiscal year FOG Program:
o One (1) hour FOG Program meeting to review the status of the existing Program
Semi-annual inspection of approximately 70 FSEs
Performance of re-inspections when needed to assist in FSE compliance
Assistance with enforcements of significant violations
Re-permitting of all FSEs enrolled in the FOG Program
Permitting of new FSEs that opened for business in 2019/2020 fiscal year and removal
from the FOG Program of those FSEs that have closed
Issuance of monthly FOG program status reports
Item 8.f. - Page 4
WALLACE GROUP@
CIVIL AND
TRANSPORTATION
ENGINEERING
CONSTRUCTION
MANAGEMENT
LANDSCAPE
ARCHITECTURE
MECHANICAL
ENGINEERING
PLANNING
PUBLIC WORKS
ADMINISTRATION
SURVEYING/
GIS SOLUTIONS
WATER RESOURCES
WALLACE GROUP
A California Corporation
612 CLARION CT
SAN LUIS OBISPO
CALIFORNIA 93401
T 805 544-4011
F 805 544-4294
www.wallacegroup.us
PP19-6866
City of Arroyo Grande
May 3, 2019
Page 2 of 3
Deliverables:
Electronic copies of all inspection reports (PDF format)
Electronic copies of FOG inspection procedure updates as applicable
Electronic copies of all permit applications and permits issued (PDF format)
Monthly reporting of FOG Inspection program status (PDF format)
Electronic copies of updated outreach materials provided to FSEs as applicable
(PDF format)
Electronic copies of updated outreach materials for residential FOG education
as applicable (Word format)
Electronic copies of updated FOG Inspection Procedures (PDF format)
SCHEDULE
FOG Inspections will be conducted at six (6) month intervals with re-inspections occurring
based on the status of each FSE’s compliance status. All FSE FOG Permits will be issued
for a three (3) year period.
ADDITIONAL SERVICES
Wallace Group can provide the following services, directly, upon request:
FSE Storm Water Inspections and MS4 Program Support
Development of Standard Operations and Maintenance Procedures and Emergency
Response Procedures for Sanitary Sewer Systems
TO BE PROVIDED BY THE CLIENT
Verification of current list of FSE’s
PROJECT FEES
FOG Program Management
Wallace Group will perform the services denoted in the proposed Scope of Services in
accordance with the attached Standard Billing Rates (Exhibit A). These estimates reflect the
cost for program administration and to have one (1) inspector perform each inspection
and re-inspection. These services will be invoiced monthly on an accrued cost basis, and our
total fees, including reimbursables will not exceed our estimated fee of $27,000 without
receiving written authorization from the Client.
At your request, additional services to the Scope of Services will be performed by Wallace
Group following the signature of our Contract Amendment or the initiation of a new
contract.
Item 8.f. - Page 5
WALLACE GROUP@
PP19-6866
City of Arroyo Grande
May 3, 2019
Page 3 of 3
TERMS AND CONDITIONS
In order to convey a clear understanding of the matters related to our mutual
responsibilities regarding this proposal, the City of Arroyo Grande Agreement for
Consultant Services dated April 6, 2018 is considered a part of our proposal agreement. If
this proposal meets with your approval, please sign where indicated and return one
original to our office and/or prepare a Purchase Order, which will serve as our notice-to-
proceed.
We want to thank you for this opportunity to present our proposal for professional
services. If you would like to discuss this proposal in greater detail, please feel free to
contact me.
Sincerely,
WALLACE GROUP, a California Corporation TERMS AND CONDITIONS ACCEPTED:
Bill Callahan ____________________________________
Senior Environmental Compliance Specialist Signature
612 Clarion Court ____________________________________
San Luis Obispo Printed Name
California 93401 ____________________________________
T 805 544-4011 Title
F 805 544-4294 ____________________________________
www.wallacegroup.us Date
Attachments
kc: PP19-6866, 2017
Exhibit A
THIS PROPOSAL IS VALID FOR 60 DAYS FROM THE DATE OF THIS DOCUMENT.
Item 8.f. - Page 6
WALLACE GROUP@
Exhibit A
Standard Billing Rates
Public Works Administration Services:
Project Analyst I - IV ..................................................... $ 95 - $140
Senior Project Analyst I - III ............................................ $145 - $155
Senior Environmental Compliance Specialist I - III .................. $158 - $166
Support Services:
Office Assistant ........................................................... $ 60
Project Assistant I – III ................................................... $ 75 - $ 85
Additional Professional Services:
Fees for expert witness preparation, testimony, court appearances, or depositions will be billed at
the rate of $300 an hour. As authorized in advance by the Client, overtime on a project will be billed
at 1.5 times the employee’s typical hourly rate.
Direct Expenses:
Direct expenses will be invoiced to the client and a handling charge of 15% may be added. Sample
direct expenses include, but are not limited to the following:
travel expenses sub-consultant services agency fees
delivery/copy services mileage (per IRS rates) other direct expenses
Invoicing and Interest Charges:
Invoices are submitted monthly on an accrued cost basis in accordance with this Fee Schedule. A
finance charge of 1.5% per month may be assessed on all balances that are thirty days past due.
Right to Revisions:
Wallace Group reserves the right to revise this Schedule of Fees on an annual basis, personnel
classifications may be added as necessary.
WALLACE GROUP 1
2017 Standard Billing Rates Amended 2018-01-17
Item 8.f. - Page 7
WALIACE GROUP®
CIVIL AND
TRANSPORTATION
ENGINEERING
CONSTRUCTION
MANAGEMENT
LANDSCAPE
ARCHITECTURE
MECHANICAL
ENGINEERING
PLANNING
PUBLIC WORKS
ADMINISTRATION
WATER RESOURCES
T 805 544‐4011
F 805 544‐4294
www.wallacegroup.us
WALLACE GROUP
A California Corporation
612 CLARION CT
SAN LUIS OBISPO
CALIFORNIA 93401
SURVEYING /
GIS SOLUTIONS
TRANSMITTAL
Date: May 3, 2019 Project Number: PP19-6687-0915
To:
Shane Taylor VIA Email
City of Arroyo Grande
300 East Branch Street Phone: 805 473-5400
Arroyo Grande, California 93421 Fax:
Email: staylor@arroyogrande.org
From:
Bill Callahan
Senior Environmental
Compliance Specialist
WALLACE GROUP Phone: 805 544-4011
612 Clarion Court Fax: 805 544-4294
San Luis Obispo, CA 93401 Email: billc@wallacegroup.us
Subject: Proposal for SSMP 5 Year Update 2019
Please find attached our proposal for the above referenced project. If this proposal meets
with your approval, please sign where indicated and return to our office, to the attention
of Kylie Castle (kyliec@wallacegroup.us), Marketing Coordinator, which will serve as our
notice-to-proceed on your project.
Please call me if you have any questions at 805 544-4011.
Thank you.
ATTACHMENT
PP19-6687
Exhibit A
ATTACHMENT 2
Item 8.f. - Page 8
WALLACE GROUP@
May 3, 2019
Shane Taylor
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, California 93421
Subject: Regulatory Compliance Assistance: Sanitary Sewer Management Plan (SSMP) 5 –
Year Update 2019
Dear Mr. Taylor:
Wallace Group appreciates the opportunity to provide you with our proposal for Public Works
Administration services for the above referenced project. Based on our discussion, the
following revised Scope of Services has been prepared for your consideration:
PROJECT UNDERSTANDING
The State Water Resources Control Board (SWRCB) established Statewide General Wastewater
Discharge Requirements (GWDR) for Sanitary Sewer Systems, Orders No. 2006-0003-DWQ and
revised Monitoring and Reporting Program WQ 2013-0058-EXEC, which required all public
entities that own or operate sanitary sewer systems greater than one mile in length in
California to create, implement, and maintain a SSMP. WDR Order No. 2006-0003-DWQ
requires all agencies to develop and update their SSMP as described below:
WDR Order No. 2006-0003-DWQ:
To facilitate proper funding and management of sanitary sewer systems, each
Enrollee must develop and implement a system-specific Sewer System
Management Plan (SSMP). To be effective, SSMPs must include provisions to
provide proper and efficient management, operation, and maintenance of
sanitary sewer systems, while taking into consideration risk management and
cost benefit analysis. Additionally, an SSMP must contain a spill response plan
that establishes standard procedures for immediate response to an SSO in a
manner designed to minimize water quality impacts and potential nuisance
conditions.
WDR Order No. 2006-0003-DWQ, Section D.14:
The SSMP must be updated every five (5) years, and must include any
significant program changes. Re-certification by the governing board of the
Enrollee is required in accordance with D.14 when significant updates to the
SSMP are made. To complete the re-certification process, the Enrollee shall
enter the data in the Online SSO Database and mail the form to the State Water Board,
as described above.
The City of Arroyo Grande (City) SSMP was last formally updated by the City in 2014 and last
audited in August 2018 as required by the WDR Order described above. The City is requesting
assistance with a required 5-Year Update to their SSMP to address areas identified as deficient
and/or out of compliance with the GWDRs. Based on the findings in the 2018 Audit and
discussions with the City, we have prepared the following Scope of Services for your
consideration:
Item 8.f. - Page 9
WALLACE GROUP@
CIVIL AND
TRANSPORTATION
ENGINEERING
CONSTRUCTION
MANAGEMENT
LANDSCAPE
ARCHITECTURE
MECHANICAL
ENGINEERING
PLANNING
PUBLIC WORKS
ADMINISTRATION
SURVEYING/
GIS SOLUTIONS
WATER RESOURCES
WALLACE GROUP
A California Corporation
612 CLARION CT
SAN LUIS OBISPO
CALIFORNIA 93401
T 805 544-4011
F 805 544-4294
www.wallacegroup.us
PP19-6687
City of Arroyo Grande
May 3, 2019
Page 2 of 4
SCOPE OF SERVICES
Task 1: Project Management
This task includes coordination of project activities, including scheduling and budget controls,
Client coordination, quality control, and other related project management activities.
Task 2: SSMP Update
Wallace Group will develop and update each of the eleven (11) elements of the City SSMP
Revision 1, dated 2014.
The current City SSMP requires development and update for compliance with the SSSWDRs.
The scope of the update will include 2013 MRP requirements and the recommendations
identified in the 2018 SSMP Audit. Wallace Group Staff will work collaboratively with City staff
to develop and update the existing SSMP and to obtain any additional materials and
documentation necessary for this update. The SSMP will be formatted to clearly identify
sections and sub-sections of document to applicable GWDRs. Appendices with reference
materials will be included for each Element of the SSMP as applicable. The table below
summarizes the scope of the recommended update:
Table 1- City of Arroyo Grande SSMP Summary of Recommended Updates
SSMP Requirement
2006 GWDR Section D.13
Wallace Group Recommended Updates
System History and Overview Update general introduction, Executive
Summary, and system description/overview.
i. Goal Develop new Goals that are specific to the
City’s collection and conveyance system. These
goals will be assessed and measured in Element
9: Monitoring Measurement and Program
Modifications.
ii. Organization Update the City organization chart and SSO
Chain of Communication for compliance with
2013 MRP requirements.
iii. Legal Authority Include any necessary updates based on changes
to the City Municipal Code and Ordinances.
iv. Operation and Maintenance
Program
Update this section to reflect current practices
and planned activities. Include references to
City storm drain maps. Include descriptions of
updated Rehabilitation/Replacement and
Capital Improvement Plans and schedules.
Include status of projects in CIP. Develop a plan
and schedule as well as description of CCTV
Program and additional areas identified in the
Audit recommended for update. Include
supporting documents; line cleaning and
manhole logs, manhole inspection report
template, and map revision sheet. Develop a
plan and schedule for the development and
implementation of Operations and Maintenance
Standard Operating Procedures and associated
Training Program.
v. Design and Performance
Provisions
Include existing Public Works Design Standards
and Testing Requirements the City will follow.
Incorporate these documents or document links
into appendices.
Item 8.f. - Page 10
WALLACE GROUP@
PP19-6687
City of Arroyo Grande
May 3, 2019
Page 3 of 4
vi. Overflow Emergency Response
Plan (OERP)
Update the OERP to reflect any changes in City
operational strategies used to respond to SSOs.
Develop a plan and schedule for the
implementation of Emergency Operating
Procedures (EOPs), associated Training
Program, and additional areas found to be
deficient in the 2018 Audit.
vii. Fats, Oils and Grease (FOG)
Control Program
Minor updates to outline current FOG Program,
High Maintenance Areas and FSEs.
viii. System Evaluation and Capacity
Assurance Plan
Integrate the findings the 2012 WSMP into this
Element with planned short and long-term CIP
and funding information.
ix. Monitoring, Measurement, and
Program Modifications
Create a program/matrix to schedule, track,
and evaluate SSO trends, the effectiveness of
Preventative Maintenance, and the
effectiveness of each Element of the SSMP
annually. Provide tracking schedule for
implementation of each Element.
x. SSMP Program Audits Create a SSMP Audit, SSMP revision and 5-year
Update schedule. Identify Audit format.
xi. Communication Program Update the plan and schedule to communicate
SSMP revisions, implementation, and
accomplishments with the public.
A general task list and schedule will be included with the final SSMP to help identify critical
implementation dates and activities identified in the SSMP.
Wallace Group anticipates two (2) 3-hour meetings with City Staff to develop and finalize the
SSMP.
Deliverables:
Updated SSMP (One (1) hard copy and one (1) electronic PDF)
Two (2) meetings with City staff are anticipated to complete final Updated SSMP
TO BE PROVIDED BY THE CLIENT
Word version of existing 2014 SSMP
a. Additional items to be determined; collection system reports, records, procedures,
and exhibits necessary to update SSMP.
Additional Budgetary and Capital Projects information
GIS or other electronic City Storm Drain Maps and Data
Other Operations and Maintenance information, studies and reports that may be necessary
for the update to the SSMP
SCHEDULE
Upon receipt of this signed purchase order, Wallace Group Public Works Regulatory
Compliance Staff will work with City staff to develop a schedule for project completion. The
City’s 5-Year Update is due for recertification on or before August 2, 2019. Due to the timing
of the execution of this contract (after July 1, 2019), Wallace Group does not anticipate the
City completing a final 5-Year Update for City Council rectification prior to the August 2, 2019
deadline.
Item 8.f. - Page 11
WALLACE GROUP@
PP19-6687
City of Arroyo Grande
May 3, 2019
Page 4 of 4
ADDITIONAL SERVICES
The following services may also benefit your project. Wallace Group can provide these
services, directly or through sub-consultants; however, they are not included in the
current Scope of Services or estimate of fees:
MS4 Program Assistance
Development of Standard O&M and Emergency Response Procedures for the City’s Sewer
Collection and Conveyance System
Additional meetings
PROJECT FEES
Wallace Group will perform the services denoted in the proposed Scope of Services on a time
and materials basis for a cost not to exceed $22,000. These services will be invoiced monthly
on an accrued basis in accordance with the attached Schedule of Fees (Exhibit A).
Reimbursables are included in the time and materials estimated fee amount stated above.
At your request, additional services to the Scope of Services will be performed by Wallace
Group following the signature of our Contract Amendment or the initiation of a new contract.
TERMS AND CONDITIONS
In order to convey a clear understanding of the matters related to our mutual responsibilities
regarding this proposal, the City of Arroyo Grande Agreement for Consultant Services dated
March 1, 2015 is considered a part of our proposal agreement. If this proposal meets with your
approval, please sign where indicated and return to our office and/or prepare a Purchase
Order, which will serve as our notice-to-proceed.
We want to thank you for this opportunity to present our proposal for professional services. If
you would like to discuss this proposal in greater detail, please feel free to contact me.
Sincerely,
WALLACE GROUP, a California Corporation TERMS AND CONDITIONS ACCEPTED:
Bill Callahan ____________________________________
Senior Environmental Compliance Specialist Signature
612 Clarion Court ____________________________________
San Luis Obispo Printed Name
California 93401 ____________________________________
T 805 544-4011 Title
F 805 544-4294 ____________________________________
www.wallacegroup.us Date
Attachments
kc: PP19-6687, 2017
Exhibit A
THIS PROPOSAL IS VALID FOR 60 DAYS FROM THE DATE OF THIS DOCUMENT.
Item 8.f. - Page 12
WALLACE GROUP @
Exhibit A
Standard Billing Rates
Public Works Administration Services:
Project Analyst I - IV ..................................................... $ 95 - $140
Senior Project Analyst I - III ............................................ $145 - $155
Senior Environmental Compliance Specialist I - III .................. $158 - $166
Support Services:
Office Assistant ........................................................... $ 60
Project Assistant I – III ................................................... $ 75 - $ 85
Additional Professional Services:
Fees for expert witness preparation, testimony, court appearances, or depositions will be billed at
the rate of $300 an hour. As authorized in advance by the Client, overtime on a project will be billed
at 1.5 times the employee’s typical hourly rate.
Direct Expenses:
Direct expenses will be invoiced to the client and a handling charge of 15% may be added. Sample
direct expenses include, but are not limited to the following:
travel expenses sub-consultant services agency fees
delivery/copy services mileage (per IRS rates) other direct expenses
Invoicing and Interest Charges:
Invoices are submitted monthly on an accrued cost basis in accordance with this Fee Schedule. A
finance charge of 1.5% per month may be assessed on all balances that are thirty days past due.
Right to Revisions:
Wallace Group reserves the right to revise this Schedule of Fees on an annual basis, personnel
classifications may be added as necessary.
WALLACE GROUP 1
2017 Standard Billing Rates Amended 2018-01-17
Item 8.f. - Page 13
WALIACE GROUP®
THIS PAGE INTENTIONALLY LEFT BLANK
Item 8.f. - Page 14