CC 2020-07-14_08e Approve Purchase Order_FOG ProgramMEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, ACTING CITY MANAGER/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
DATE: JULY 14, 2020
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 2020/21 budget includes $28,000 for the FOG Program. 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 $28,000 for the administration and inspection of the City’s FOG
Program.
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.
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
Wallace Group was chosen to provide FOG Program services. The performance of the
environmental compliance specialist from the Wallace Group has continued to provide
excellent service to our 72 food service establishments (FSE’s) that are permitted. The
Item 8.e. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE A PURCHASE ORDER WITH WALLACE GROUP
FOR FATS, OIL AND GREASE PROGRAM ADMINISTRATION AND INSPECTIONS
JULY 14, 2020
PAGE 2
City of Grover Beach also uses 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 Wallace Group in an amount not to exceed $28,000 for the administration and
inspection of the City’s FOG Program.
ADVANTAGES:
Approval of this purchase order will allow continued FOG Program administration and
inspection.
DISADVANTAGES:
No disadvantages noted at this time other than the expense of $28,000 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 6/3/20
Item 8.e. - Page 2
ATTACHMENT 1Item 8.e. - Page 3June 3, 2020 Shane Taylor City of Arroyo Grande 300 East Branch Street Arroyo Grande, California 93421 Subject: City of Arroyo Grande FOG Program FY 2020/21 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 72 Food Service Establishments (FSEs). The City requested Wallace Group to prepare a proposal to manage and implement the FOG Inspection Program for the 2020/2021 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 2020/2021 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 2020/2021 fiscal year FOG Program: o One (1) hour FOG Program meeting to review the status of the existing Program • Semi-annual inspection of approximately 72 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 2020/2021 fiscal year and removal from the FOG Program of those FSEs that have closed • Issuance of monthly FOG program status reports Deliverables: • Electronic copies of all inspection reports (PDF format) • Electronic copies of FOG inspection procedure updates as applicable WALLACE OROUPr CIVIL ANO TRANSPORTATION ENGINEERING CONSTRUCTION M/,NAGEMENT LANDSCAPE ARCHITECTURE MECHANICAL ENGINEERING PLANNING PUBLIC WORKS ADMINISTRATION SURVEYING/ GIS SOLUTIONS WATER RESOURCES WALLACE GROUP A c-11fornla Corp""ratioo u 12 CLARION CT SAN LUIS OBISPO CALIFORNIA 93401 T 805 54<!-4011 F 805 544-4294 www.wallaccgroup.us
Item 8.e. - Page 4PP20-6987 City of Arroyo Grande June 4, 2020 Page 2 of3 • 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 The following services are not included in this scope of work but can be provided, directly, upon request for a contract amendment: • FSE Storm Water Inspections and MS4 Program Support 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 $27,400 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. 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. WALIACE GROUP..-
Item 8.e. - Page 5PP20-6987 City of Arroyo Grande June 4, 2020 Page 3 of 3 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 CONDmONS ACCEPTED: ~c~ 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 Attachments KC: PP20-6987, 2019 Exhibit A Date THIS PROPOSAL JS VALID FOR 60 DAYS FROM THE DATE OF THIS DOCUMENT. WALIACE GROUP®
Item 8.e. - Page 6Exhibit A Standard Billing Rates Public Works Administration Services: Project Analyst I - IV ..................................................... $110 -$140 Senior Project Analyst I -Ill ............................................ $145 -$155 Senior Environmental Compliance Specialist I -111. ................. $160 -$170 Support Services: Office Assistant ........................................................... $ 85 Project Assistant I -111 ................................................... $ 90 -$100 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 2019 Standard Billing Rates Amended 2019-07-31 WAIJM:E GIOUPe