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MAINTENANCE SERVICES AGREEMENT BETWEEN
THE TOWN OF LOS ALTOS RILLS AND
WEST BAY SANITARY DISTRICT
FOR OPERATION AND MAINTENANCE OF LOS ALTOS BILLS SANITARY SEWER SYSTEM
THIS AGREEMENT for consulting services is made by and between the Town of Los Altos Hills
("Town") and West Bay Sanitary District ("Contractor") (together sometimes referred to as the"Parties") as
of 49 /, Aa'y (the"Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor
shall provide to Town the services described in the Scope of Work attached as Exhibit A,attached hereto
and incorporated herein, at the time and place and in the manner specified therein. In the event of a
conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall
prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on 12c4 3/ z"JTthe date of complefion specified in Exhibit A, and Contractor
shall complete the work described in Exhibit A prior to that date, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section 8. The time
provided to Contractor to complete the services required by this Agreement shall not affect
the Town's dght to terminate the Agreement, as provided for in Section 8.
1.2 Standard of Performance. Contractor shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Contractor is engaged in the geographical area in
which Contractor practices its profession.
1.3 Assignment of Personnel. Contractor shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that Town, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Contractor shall, immediately upon receiving notice from Town of such desire of Town,
reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Section 1.1 above and to satisfy Contractor's obligations hereunder.
Section 2. COMPENSATION. Town hereby agrees to pay Contractor a sum not to exceed
$277,048.00, notwithstanding any contrary indications that may be contained in Contractor's proposal, for
services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict
between this Agreement and Contractor's proposal, attached as Exhibit A, regarding the amount of
compensation, the Agreement shall prevail. Town shall pay Contractor for services rendered pursuant to
this Agreement at the time and in the manner set forth herein. The payments specified below shall be the
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only payments from Town to Contractor for services rendered pursuant to this Agreement. Contractor shall
submit all invoices to Town in the manner specified herein, Except as specifically authorized by Town,
Contractor shall not bill Town for duplicate services performed by more than one person.
Contractor and Town acknowledge and agree that compensation paid by Town to Contractor under this
Agreement is based upon Contractor's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Contractor. Consequently, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any
pensions and/or annuities to which Contractor and its employees, agents, and subcontractors may be
eligible. Town therefore has no responsibility for such contributions beyond compensation required under
this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. Invoices shall contain the following information:
• Serial identifications of progress bills; i.e., Progress Bill No. 1 for the first invoice,
etc.;
• The beginning and ending dates of the billing period;
• A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, and
the percentage of completion;
• At Town's option, for each work item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person doing
the work, the hours spent by each person, a brief description of the work, and
each reimbursable expense;
• The total number of hours of work performed under the Agreement by Contractor
and each employee, agent, and subcontractor of Contractor performing services
hereunder;
• The Contractor's signature.
2.2 Monthly Payment. Town shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. Town
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Contractor.
2.3 Final Payment Town shall pay the last 10% of the total sum due pursuant to this
Agreement within sixty(60) days after completion of the services and submittal to Town of
a final invoice,if all services required have been satisfactorily performed.
2.4 Total Payment. Town shall pay for the services to be rendered by Contractor pursuant to
this Agreement. Town shall not pay any additional sum for any expense or cost
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whatsoever incurred by Contractor in rendering services pursuant to this Agreement.
Town shall make no payment for any extra, further, or additional service pursuant to this
Agreement.
In no event shall Contractor submit any invoice for an amount in excess of the maximum
amount of compensation provided above either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.7 Payment of Taxes. Contractor is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the Town or Contractor terminates this
Agreement pursuant to Section 8, the Town shall compensate the Contractor for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Contractor shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Contractor is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Contractor, at its own cost and expense, unless otherwise specified below, shall procure the types and
amounts of insurance listed below against claims for injuries to persons or damages to property that may
arise from or in connection with the performance of the work hereunder by the Contractor and its agents,
representatives, employees, and subcontractors. Consistent with the following provisions, Contractor shall
provide Certificates of Insurance, attached hereto and incorporated herein as Exhibit B, indicating that
Contractor has obtained or currently maintains insurance that meets the requirements of this section and
under forms of insurance satisfactory, in all respects, to the Town. Such insurance may be provided
through Contractor's participation in the Califomia Sanitation Risk Management Authority. Contractor shall
maintain the insurance policies required by this section throughout the term of this Agreement. The cost of
such insurance shall be included in the Contractor's bid. Contractor shall not allow any subcontractor to
commence work on any subcontract until Contractor has obtained all insurance required herein for the
subcontractor(s) and provided evidence thereof to Town. Verification of the required insurance shall be
submitted and made part of this Agreement prior to execution.
4.1 Workers' Compensation. Contractor shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employers Liability Insurance for any
and all persons employed directly or indirectly by Contractor. The Statutory Workers'
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Compensation Insurance and Employer's Liability Insurance shall be provided with limits
of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative,
Contractor may rely on a self-insurance program to meet those requirements, but only if
the program of self-insurance complies fully with the provisions of the California Labor
Code. Determination of whether a self-insurance program meets the standards of the
Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if
insurance is provided, or the Contractor, if a program of self-insurance is provided, shall
waive all rights of subrogation against the Town and its officers, officials, employees, and
volunteers for loss arising from work performed under this Agreement.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Contractor, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than TWO MILLION DOLLARS ($2,000,000.00)
per occurrence, combined single limit coverage for risks associated with the work
contemplated by this Agreement. If a Commercial General Liability Insurance or
an Automobile Liability form or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at least
twice the required occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and personal injury,
including death resulting there from, and damage to property resulting from
activities contemplated under This Agreement, including the use of owned and
non-owned automobiles.
4.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 or GL 0002 (most recent editions) covering comprehensive General
Liability and Insurance Services Office form number GL 0404 covering Broad
Form Comprehensive General Liability. Automobile coverage shall be at least as
broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90)
Code 8 and 9. No endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as a certified endorsement to the policy:
a. The insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis.
b. My failure of Contractor to comply with reporting provisions of the policy
shall not affect coverage provided to Town and its officers, employees,
agents, and volunteers.
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4.3 Professional Liability Insurance.
43.1 General requirements. Contractor, at its own cost and expense, shall maintain
for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount
not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed
professionals' errors and omissions. Any deductible or self-insured retention shall
not exceed $150,000 per claim.
4.3.2 Claims-made limitations. The following provisions shall apply if the professional
liability coverage is written on a claims-made form:
a. The retroactive date of the policy must be shown and must be before the
date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five years after completion of the Agreement or the
work, so long as commercially available at reasonable rates.
c. If coverage is canceled or not renewed and it is not replaced with another
claims-made policy form with a retroactive date that precedes the date of
this Agreement, Contractor must provide extended reporting coverage for
a minimum of five years after completion of the Agreement or the work.
The Town shall have the right to exercise, at the Contractor's sole cost
and expense, any extended reporting provisions of the policy, if the
Contractor cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to the Town
prior to the commencement of any work under this Agreement.
4.4 All Policies Requirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coverage. Prior to beginning any work under this Agreement,
Contractor shall furnish Town with complete certified copies of all policies,
including complete certified copies of all endorsements. All copies of policies and
certified endorsements shall show the signature of a person authorized by that
insurer to bind coverage on its behalf.
4.4.3 Notice of Reduction in or Cancellation of Coverage. A certified endorsement
shall be attached to all insurance obtained pursuant to this Agreement stating that
coverage shall not be suspended, voided, canceled by either party, or reduced in
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coverage or in limits, except after thirty (30) days' prior written notice by certified
mail, return receipt requested, has been given to the Town. In The event that any
coverage required by this section is reduced, limited, cancelled, or materially
affected in any other manner, Contractor shall provide written notice to Town at
Contractor's earliest possible opportunity and in no case later than ten (10)
working days after Contractor is notified of the change in coverage.
4.4.4 Additional Insured; primary Insurance. Town and its officers, employees,
agents, and volunteers shall be covered as additional insureds with respect to
each of the following: liability arising out of activities performed by or on behalf of
Contractor, including the insureds general supervision of Contractor; products
and completed operations of Contractor, as applicable; premises owned,
occupied, or used by Contractor; and automobiles owned, leased, or used by the
Contractor in the course of providing services pursuant to this Agreement. The
coverage shall contain no special limitations on the scope of protection afforded to
Town or its officers,employees, agents,or volunteers.
A certified endorsement must be attached to all policies stating that coverage is
primary insurance with respect to the Town and its officers, officials, employees
and volunteers, and that no insurance or self-insurance maintained by the Town
shall be called upon to contribute to a loss under the coverage.
4.4.5 Deductibles and Self-Insured Retentions. Contractor shall disclose to and
obtain the approval of Town for the self-insured retentions and deductibles before
beginning any of the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express written
authorization of Contract Administrator, Contractor may increase such deductibles
or self-insured retentions with respect to Town, its officers, employees, agents,
and volunteers. The Contract Administrator may condition approval of an
increase in deductible or self-insured retention levels with a requirement that
Contractor procure a bond, guaranteeing payment of losses and related
investigations, claim administration, and defense expenses that is satisfactory in
all respects to each of them.
4.4.6 Subcontractors. Contractor shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4.7 Variation. The Town may approve a variation in the foregoing insurance
requirements, upon a determination that the coverage, scope, limits, and forms of
such insurance are either not commercially available, or that the Town's interests
are otherwise fully protected.
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4.5 Remedies. In addition to any other remedies Town may have if Contractor fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the
time herein required, Town may, at its sole option exercise any of the following remedies,
which are alternatives to other remedies Town may have and are not the exclusive
remedy for Contractors breach:
• Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
• Order Contractor to stop work under this Agreement or withhold any payment that
becomes due to Contractor hereunder, or both stop work and withhold any payment,
until Contractor demonstrates compliance with the requirements hereof; and/or
• Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONTRACTOR'S RESPONSIBILITIES. Contractor shall
indemnify, defend with counsel selected by the Town, and hold harmless the Town and its officials,
officers, employees, agents, and volunteers from and against any and all losses, liability, claims, suits,
actions, damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or
damage to property, or any violation of any federal, state, or municipal law or ordinance, to the extent
caused, in whole or in part, by the willful misconduct or negligent acts or omissions of Contractor or its
employees, subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality
or character of their work. The foregoing obligation of Contractor shall not apply when (1)the injury, loss of
life, damage to property, or violation of law arises wholly from the gross negligence or willful misconduct of
the Town or its officers, employees, agents, or volunteers and (2) the actions of Contractor or its
employees, subcontractor, or agents have contributed in no pad to the injury, loss of life, damage to
property, or violation of law. It is understood that the duty of Contractor to indemnify and hold harmless
includes the duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by Town
of insurance certificates and endorsements required under this Agreement does not relieve Contractor
from liability under this indemnification and hold harmless clause. This indemnification and hold harmless
clause shall apply to any damages or claims for damages whether or not such insurance policies shall
have been determined to apply. By execution of this Agreement, Contractor acknowledges and agrees to
the provisions of this Section and that it is a material element of consideration.
In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services
under this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS)to be eligible for enrollment in PERS as an employee of Town, Contractor shall
indemnify, defend, and hold harmless Town for the payment of any employee and/or employer
contributions for PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as
well as for the payment of any penalties and interest on such contributions, which would otherwise be the
responsibility of Town.
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Notwithstanding the foregoing, CONTRACTOR shall not be required by this Section 5 to indemnify,
hold harmless or defend the TOWN for liability, including but not limited to fines or civil penalties imposed
by regulatory authorities or non-governmental entities pursuant to the Clean Water Act or state law, that
may arise if any part of the System fails, overflows, or otherwise causes damages or costs, provided that
the failure, overflow, or other cause of the damage was not proximately caused by the Contractor's
negligence in the performance of work specified by this Agreement. Examples of such failure,
overflow or other problem include, but are not limited to: blockages that are proximately caused by
facilities that are prone to severe root intrusion or blockages because the facilities are beyond their useful
life (as determined by video inspection with high PACE' ratings) or are improperly installed or
damaged; blockages proximately caused by construction activities, earthquakes or settling; blockages
caused by FOG build-up or other obstructions; provided that such blockages could not reasonably be
anticipated in a particular segment based on historic data; or blockages caused by acts of vandalism or
negligence of any third party. TOWN agrees to hold CONTRACTOR free and harmless and to
indemnify CONTRACTOR and its officers,officials, employees and agents from all such claims, demands,
damages, liabilities, losses and costs of whatever nature arising from, connected with, or related to
such system failures, overflows, or other events, (except for any overflow that occurs on a particular sewer
segment/facility where the CONTRACTOR has performed maintenance within 90 days prior to the overflow
and is caused by a condition that CONTRACTOR reasonably should have discovered during the
maintenance activity, and either: (1) CONTRACTOR has not made notification to TOWN as to the
condition; or (2) the cause of the overflow would be reasonably expected to be eliminated by said
maintenance) or that arise from or are proximately caused by TOWN's performance of work which is
not included within the scope of this Agreement.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor. At all times during the term of this Agreement, Contractor shall
be an independent contractor and shall not be an employee of Town. Town shall have the
right to control Contractor only insofar as the results of Contractors services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise Town shall not have the right to control the means by which
Contractor accomplishes services rendered pursuant to this Agreement. Notwithstanding
any other City, state, or federal policy, rule, regulation, law, or ordinance to the contrary,
Contractor and any of its employees, agents, and subcontractors providing services under
this Agreement shall not qualify for or become entitled to, and hereby agree to waive any
and all claims to, any compensation, benefit, or any incident of employment by Town,
including but not limited to eligibility to enroll in the California Public Employees Retirement
System(PERS) as an employee of Town and entitlement to any contribution to be paid by
Town for employer contributions and/or employee contributions for PERS benefits.
6.2 Contractor No Agent. Except as Town may specify in writing, Contractor shall have no
authority, express or implied, to act on behalf of Town in any capacity whatsoever as an
agent. Contractor shall have no authority,express or implied, pursuant to this Agreement
to bind Town to any obligation whatsoever.
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Section 7. LEGAL REQUIREMENTS.
7.1 Governing Law. The laws of the State of California shall govern this Agreement.
7.2 Compliance with Applicable Laws. Contractor and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Contractor and any subcontractors
shall comply with all applicable rules and regulations to which Town is bound by the terms
of such fiscal assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to Town that Contractor and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals of what-so-ever nature that are legally required to practice their respective
professions. Contractor represents and warrants to Town that Contractor and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in
effect at all times during the term of this Agreement any licenses, permits, and approvals
that are legally required to practice their respective professions. In addition to the
foregoing, Contractor and any subcontractors shall obtain and maintain during the term of
this Agreement valid Business Licenses from Town,
7.5 Nondiscrimination and Equal Opportunity. Contractor shall not discriminate, on the
basis of a person's race, religion, color, national origin, age, physical or mental handicap
or disability, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidder for a subcontract, or
participant in, recipient of, or applicant for any services or programs provided by
Contractor under this Agreement. Contractor shall comply with all applicable federal,
state, and local laws, policies, rules, and requirements related to equal opportunity and
nondiscrimination in employment, contracting, and the provision of any services that are
the subject of this Agreement, including but not limited to the satisfaction of any positive
obligations required of Contractor thereby.
Contractor shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. Town may cancel this Agreement at any time and without cause upon
written notification to Contractor.
Contractor may cancel this Agreement upon ninety (90) days written notice to Town and
shall include in such notice the reasons for cancellation.
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In the event of termination, Contractor shall be entitled to compensation for services
performed to the effective date of termination; Town, however, may condition payment of
such compensation upon Contractor delivering to Town any or all documents,
photographs, computer software, video and audio tapes, and other materials provided to
Contractor or prepared by or for Contractor or the Town in connection with this
Agreement.
8.2 Extension. Town reserves the right not to extend this Agreement. However, upon the
mutual agreement of Town and Contractor, Town may extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Contractor's compensation
during such extension shall be determined by mutual agreement of Town and Contractor
at the time of extension.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assignment and Subcontracting. Town and Contractor recognize and agree that this
Agreement contemplates personal performance by Contractor and is based upon a
determination of Contractor's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to Town for entering into this
Agreement was and is the professional reputation and competence of Contractor.
Contractor may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Contractor shall not subcontract any portion of the
performance contemplated and provided for herein,other than to the subcontractors noted
in the proposal,without prior written approval of the Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between Town and Contractor shall survive
the termination of this Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches any of the terms
of this Agreement,Town's remedies shall include, but not be limited to,the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Contractor pursuant to this Agreement;
8.6.3 Retain a different Contractor to complete the work described in Exhibit A not
finished by Contractor; and/or
8.6.4 Charge Contractor the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
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Town would have paid Contractor pursuant to Section 2 if Contractor had
completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Contractor's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies,specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Contractor prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the Town. Contractor hereby agrees to deliver
those documents to the Town upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those
described above, prepared pursuant to this Agreement are prepared specifically for the
Town and are not necessarily suitable for any future or other use. Town and Contractor
agree that, until final approval by Town, all data, plans, specifications, reports and other
documents are confidential and will not be released to third parties without prior written
consent of both parties unless required by law.
9.2 Contractor's Books and Records. Contractor shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the Town under this Agreement for a minimum of three (3) years, or for any longer
period required by law,from the date of final payment to the Contractor to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that Section 9.2 of this
Agreement requires Contractor to maintain shall be made available for inspection, audit,
and/or copying at any time during regular business hours, upon oral or written request of
the Town. Under California Government Code Section 8546.7, if the amount of public
funds expended under this Agreement exceeds TEN THOUSAND DOLLARS
($10,000.00), the Agreement shall be subject to the examination and audit of the State
Auditor, at the request of Town or as part of any audit of the Town,for a period of three(3)
years after final payment under the Agreement.
9.4 Records Submitted in Response to an Invitation to Bid or Request for Proposals.All
responses to a Request for Proposals(RFP)or invitation to bid issued by the Town
become the exclusive property of the Town. At such time as the Town selects a bid,all
proposals received become a matter of public record, and shall be regarded as public
records,with the exception of those elements in each proposal that are defined by
Contractor and plainly marked as"Business Secret"or Trade Secret? Any proposal that
contains language purporting to render all or significant portions of the proposal
"Confidential," "Trade Secret,"or'Proprietary,"shall be regarded as non-responsive.
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The Town shall not be liable or in any way responsible for the disclosure of any such
proposal or portions thereof, if Contractor has not plainly marked it as a"Trade Secret"or
"Business Secret"or if disclosure is required under the Public Records Act.
Although the California Public Records Act recognizes that certain confidential trade
secret information may be protected from disclosure,the Town may not be in a position to
establish that the information that a prospective bidder submits is a trade secret. If a
request is made for information marked"Trade Secret"or"Business Secret; and the
requester takes legal action seeking release of the materials it believes does not constitute
trade secret information,by submitting a proposal, Contractor agrees to indemnify,defend
and hold harmless the Town,its agents and employees,from any judgment,fines,
penalties, and award of attorneys fees awarded against the Town in favor of the party
requesting the information, and any and all costs connected with that defense.This
obligation to indemnify survives the Town's award of the contract. In submitting a
proposal, Contractor agrees that this indemnification survives as long as the trade secret
information is in the Town's possession,which includes a minimum retention period for
such documents.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attorneys' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Santa Clara or in the United States District Court
for the Northern District of California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole or in part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
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10.6 Use of Recycled Products. Contractor shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
10.7 Conflict of Interest Contractor may serve other clients, but none whose activities within
the corporate limits of Town or whose business, regardless of location, would place
Contractor in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 et seq.
Contractor shall not employ any Town official in the work performed pursuant to this
Agreement. No officer or employee of Town shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090 et seq.
Contractor hereby warrants that it is not now, nor has it been in the previous twelve (12)
months, an employee, agent, appointee, or official of the Town. If Contractor was an
employee, agent, appointee, or official of the Town in the previous twelve months,
Contractor warrants that it did not participate in any manner in the forming of this
Agreement. Contractor understands that, if this Agreement is made in violation of
Government Code §1090 etseq., the entire Agreement is void and Contractor will not be
entitled to any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Contractor will be required to reimburse the Town for any
sums paid to the Contractor. Contractor understands that, in addition to the foregoing, it
may be subject to criminal prosecution for a violation of Government Code§ 1090 and, if
applicable, will be disqualified from holding public office in the Stale of California.
10.8 Solicitation. Contractor agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by the Town's Public
Works Director ("Contract Administrator). All correspondence shall be directed to or
through the Contract Administrator or his or her designee.
10.10 Notices. Any written notice to Contractor shall be sent to:
District Manager, West Bay Sanitary District
Phil Scott
500 Laurel Street
Menlo Park, CA 94025
Any written notice to Town shall be sent to:
Public Works Director, Town of Los Altos Hills
Richard Chiu Jr.
26379 Fremont Road
Los Altos Hills,CA 94022
Consulting Services Agreement between DATE / /
Town of Los Altos Hills and West Bay Sanitary District Page_ of
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10.11 Integration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibit A, represents the entire and integrated agreement
between Town and Contractor and supersedes all prior negotiations, representations,or
agreements,either written or oral.
10.12 Counterparts. This Agreement may be executed in multiple counterparts, each of which
shall be an odginal and all of which together shall constitute one agreement.
Consulting Services Agreement between DATE_I_I
Town of Los Altos Hills and West Bay Sanitary District Page of_
fit Villi
The Parties have executed this Agreement as of the Effective Date.
TOWN OF LOSS ALTOSILLS WEST BAY SSAAANIITTARRYLDISTRICT
Cad Cahill, City Manager Phil Scott,District Manager
Attest �A. w Fonn:
f
City Clerk District Counsel
Approved as to Form:
j �
City Attorney
207532_1
2299788.1
Consulting Services Agreement between DATE_/ /
Town of Los Altos Hills and West Bay Sanitary District Page_of_
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RESOLUTION 25-14
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS
ALTOS HILLS APPROVING AND AUTHORIZING EXECUTION
OF AN AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND
WEST BAY SANITARY DISTRICT FOR PROVIDING OPERATION AND
MAINTENANCE SERVICE FOR SANITARY SEWER SYSTEM,OVERFLOW
EMERGENCY RESPONSE AND ASSET MANAGEMENT SERVICES
WHEREAS, the City Council of the Town of Los Altos Hills has read and considered that
certain Agreement("Agreement")between the Town and West Bay Sanitary District;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE
as follows:
Section 1. Public interest and convenience require the Town of Los Altos Hills
to enter the Agreement with a not-to-exceed amount of $300,000.00 for preventive
maintenance, emergency call-out, and asset management services.
Section 2. The Town of Los Altos Hills hereby approves the Agreement and the
City Manager is hereby authorized on behalf of the Town to execute the Agreement
between the Town of Los Altos Hills and West Bay Sanitary District.
The above and foregoing resolution was passed and adopted by the City Council of the Town of
Los Altos Hills at a regular meeting held on the 19th day of June,2014 by the following vote:
AYES: Radford, Corrigan, Harpootlian, Larsen, Waldeck
NOES: None
ABSTAIN: None
ABSENT: None
7 /
BY: .G " -A
John Radford, Mayor
ATTEST: �s
LGA
Deborah Clerk
Resolution 25-t4 Page 1
Request for Proposals
2014 Sanitary Sewer System Operations and Maintenance
Public Works Department
Town of Los Altos Hills
26379 Freemont Road
Los Altos Hills, CA 94022
April 21,2014
The Town of Los Altos Hills is accepting proposals to select a qualified firm to provide Sanitary
Sewer System Operation and Maintenance for the municipal wastewater collection system.
The intent of this request for proposals is to obtain a qualified firm who has the ability to develop
and implement a comprehensive and effective operation and maintenance schedule using a map
based Computerized Maintenance Management System(CMMS), apply adequate cleaning
technique,provide preventive measures,respond to SSO and other emergency situations
promptly,inspect the collection system via CCTV,provide and maintain the CMMS system,
recommend repairs to pump stations and collection systems,appropriately manage/maintain the
entire sanitary sewer collection system. The CMMS software to be provided is intended to aid
Public Works personnel in furthering their goal of providing prioritized,responsive,
professional, and cost-effective municipal services to the residents of Los Altos Hills. All work
included in this proposal shall be subject to prevailing wages. All questions regarding this
Request for Proposals(RFP) shall be directed to Richard Chiu,Public Works Director, at(650)
947-2516
Proposals shall be submitted by firms that have a capable and demonstrable background in the
type of work described in, "Detailed Description of Work," of this notice. In addition, all
interested firms shall have sufficient,readily available resources in the form of trained personnel,
support services, specialized services and financial resources to carry out the work without delay
or shortcomings. The proposals shall be submitted to the City Clerk, Town of Los Altos Hills,
26379 Freemont Road,Los Altos Hills, California, 94022,no later than:
2:00 p.m.on May 20,2014
Each proposer shall submit three (3) bound sets of the proposal in accordance with,
"PROPOSAL REQUIREMENTS." This Request for Proposals and other related documents are
available on the Town's website.
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Exhibit A
v
Subject: Request for Proposal(RFP)—2014 Sanitary Sewer System Operations and
Maintenance for the Town of Los Altos Hills
The Town of Los Altos Hills (Town) is accepting proposals from qualified firms to provide
Sanitary Sewer System Operation and Maintenance for the municipal wastewater collection
system as described below.
Background
The Town of Los Altos Hills (Town) covers an 8.4 square mile area in Santa Clara County
adjacent to the City of Los Altos and the City of Palo Alto. The Town is primarily residential,
with a population of approximately 8,300 and a minimum parcel size of one acre. Approximately
half of the Town's residents are served by the sanitary sewer system and the remainder utilizes
septic tanks.
The Town owns and operates the sanitary sewer collection system consisting of approximately
296,070 feet(±56 miles) of pipes. Pipe diameters range from 4 to 12 inches, with approximately
77% of the system being vitrified clay pipe and 74% of the system being 6 inches in diameter.
There are approximately 1,700 manholes and cleanouts including two lift stations. As shown in
Attachment No. Al (Town's sewer maps-2), sewer mains run under the roadway, sewer
easements in the private properties, and Town's open space. The collected sewage is conveyed to
the Palo Alto Regional Water Quality Control Plant through the collection systems of the City of
Palo Alto and the City of Los Altos,
The Town is responsible for maintaining sewer mains but the maintenance of sewer lateral
between building and the main shall be private property owner's responsibility.
The Town is responsible to provide reliable sanitary sewer system for the community and
together with contractor's expertise, it is expected that the contractor will not only maintain the
service level of the sewer system but also limit the number of sanitary sewer overflows. It is
anticipated that the contractor will take complete responsibility for maintenance of the sanitary
sewer collection system (SSCS). The successful bidder will be incentivized to perform in an
effective and efficient manner, and such performance should permit a greater level of
profitability.
Town reserves the right not to extend this Agreement. However, upon the mutual agreement of
Town and Contractor, Town may extend the end date of this Agreement beyond that provided
for in Subsection 1.1. Any such extension shall require a written amendment to this Agreement,
as provided for herein. Contractor's compensation during such extension shall be determined by
CPI index at the time of extension.
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General Scope of Work
The intent of this maintenance program is to obtain a qualified contractor who has the ability to
develop and implement a comprehensive and effective operation and maintenance schedule
using a map based Computerized Maintenance Management System(CMMS), apply adequate
cleaning technique,provide preventive measures,respond to SSO and other emergency
situations promptly,inspect the collection system via CCTV using NASSCO PACP standards,
maintain and update the CMMS system,recommend repairs to pump stations and collection
systems, appropriately manage the entire sanitary sewer collection system,and maintain open
communication with Town staff at all times. The CMMS software is intended to aid Public
Works personnel in furthering their goal of providing prioritized,responsive,professional, and
cost-effective municipal services to the residents of Los Altos Hills. All work included in this
proposal shall be subject to prevailing wages.
Detail Description of Work
1. Town Owned Lift Station Maintenance at Purissima Road and O'Keefe Road(Bid Item
No. 1)
a. Purissima Sanitary Lift Station
Contractor shall perform the following services as outlined below to ensure
optimum performance of the various equipment including the pumps and generator:
Services to be performed each week
(1) Visually inspect and check the wet well levels to ensure proper automatic
start/stop levels for the pumps
(2) Check pumps for unusual noise or vibrations
(3) Inspect dry pit pumps and motors for leaks,unusual noise or vibrations
(4) Record hour meter readings for each pump bank
(5) Clean and maintain the pumping plant area
(6) Inspect the motor control center to ensure proper operations
Services to be performed every two weeks
(1) Record generator hour meter reading
(2) Check generator batteries, fuel,oil and coolant levels
(3) Exercise generator,simulating power failure to insure automatic startup
Services to be performed every 2 months
(1) Conduct amperage test on each pump bank
(2) Perform meg test on each pump motor to detect moisture in windings
Services to be performed every year
(1) Perform yearly maintenance and inspection of the sewer pumps per current ITT
Flygt recommended checklist(See attachment No. A2).
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Services to be performed as needed
(I) Vacuum wet well on an as needed basis,but at least two times per year.
(2) Utilize lift station degreaser as needed to control Fats, Oils,and Grease(FOG).
MSDS for any product used shall be submitted to the Town for approval prior to
use at lift stations.
Contractor shall provide monthly reports of all work performed for each pump station
no later than the 15th day of the month following the performance of services. Cost
for responding to and investigating pump station alarms shall be included in this bid
item.
b. O'Keefe Road Sanitary Lift Station
Contactor shall perform the following services as outlined below to ensure
optimum performance of various equipment including pumps:
Services to be performed each week
(1) Visually inspect and Check the wet well levels to ensure proper automatic
start/stop levels for the pumps
(2) Check pumps for unusual noise or vibrations
(3) Record hour meter readings for each pump bank
(4) Clean and maintain the pumping plant area
(5) Inspect the motor control center to ensure proper operations
Services to be performed every 2 month
(1) Conduct amperage test on each pump bank.
(2) Perform meg test on each pump motor to detect moisture in windings
Services to be performed every year
(1) Perform yearly maintenance and inspection of the sewer pumps per current ITT
Flygt recommended checklist(See attachment No.A2).
Services to be performed as needed
(I)Vacuum wet well on an as needed basis,but at least two times per year.
(2) Provide a portable generator within one hour of notification.
(3) Utilize lift station degreaser as needed to control Fats,Oils, and Grease(FOG).
Contractor shall provide monthly reports of all work performed for each pump station
no later than the 15th day of the month following the performance of services. Cost
for responding to and investigating pump station alarms shall be included in this bid
item.
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2. Cleaning and Flushing of sewer mains within the right-of-way(ROW)(Bid Item No. 2,
see Attachment No.A3 for more detail on cleaning)
a. Contractor shall develop and submit an overall maintenance plan and schedule
using the CMMS system for cleaning and flushing of ROW lines in the street within
the first month of contract and provide updates on the 15°h day of every month
thereafter. Plan shall be designed to reduce and eliminate stoppages, sanitary sewer
overflows (SSO's), and sanitary sewer backups. Submit updated plan and schedule
a month ahead of time indicating areas to be flushed and cleaned for Town's review
and approval.
b. Contractor shall be responsible for maintaining all sewer mains in the road right-of-
way. Any mainline which can be accessed from at least one structure(manhole or
cleanout) in the roadway right-of-way is considered part of bid item No.2, road
ROW.
c. Maintenance work shall include thorough cleaning to remove and capture roots,
debris, fats, oils, and grease. Contractor will provide traffic control as needed and
all labor and materials to flush and clean a minimum of 7,800 linear feet(measured
in one direction)of pipe per month. The contractor shall prioritize flushing and
cleaning efforts to reduce the overflow incidents. The contractor shall utilize high
pressure jet flushing,power rodding,hand rodding and other methods to maintain
the lines.
d. The contractor shall have the following equipment available at any given time for
maintaining ROW lines: 1-High pressure jet flushing unit with a built in vacuum,
1-power rodding machine, 1-hand rodding setup.
e. Contractor shall utilize the Town's manhole and segment numbering system when
recording maintenance efforts in the CMMS system.
f. Contractor will be required to provide monthly reports of all work performed
including total sewer line footage cleaned and notify Town of problem areas
needing attention and/or actions,including but not limited to missing manhole or
mislabeled information from the Town's map. Monthly reports to be received no
later than the 15th day of the month following the performance of work
g. Contractor shall develop a hot spot list and flush and clean the sewers with a history
of stoppages at regular intervals of 3, 6,or 12 months or more as necessary
depending upon the frequency of recurring stoppages. Cleaning of lines shall be per
attached specifications Attachment No.A3.
h. Contractor shall provide proactive and preventive sewer main maintenance to
reduce and eliminate stoppages,sanitary sewer overflows(SSOs),and sanitary
sewer backups.
3. Cleaning and Flushing of sewer main in easements(Bid Item No. 3, see Attachment No. A3
for more detail on cleaning)
a. Contractor shall develop and submit an overall maintenance plan and cleaning
schedule for all easement lines within the first month of contract and provide
updates on the 15`h day of every month thereafter. Submit updated plan and
schedule a month ahead of time indicating areas to be flushed and cleaned for
Town's review and approval.
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b. Contractor shall be responsible for maintaining sewer mainlines in the Town's
easements. Any mainline which does not have accessibility to a structure(manhole
or cleanout) in the road right-of-way is considered part of easement sewer mainline.
c. Maintenance work shall include thorough cleaning to remove and capture roots,
debris,fats, oils, and grease. Contractor will provide traffic control as needed and
all labor and materials to flush and clean a minimum of 2,600 linear feet(measured
in one direction)of pipe per month. The contractor shall prioritize flushing and
cleaning efforts to reduce the overflow incidents. The contractor shall utilize trailer
mounted mini high pressure jet flushing setup,power/hand rodding and other
methods to maintain the easement lines.
d. The contractor shall have the following equipment available at any given time for
maintaining easement lines: 1-trailer mounted mini high pressure jet flushing
setup, 1-power rodding machine, 1-hand rodding setup.
e. Contractor shall utilize the Town's manhole and segment numbering system when
recording maintenance efforts in the CMMS system.
f. Contractor will be required to provide monthly reports of all work performed
including total sewer line footage cleaned and notify Town of problem areas
needing attention and/or actions,including but not limited to missing manhole or
mislabeled information from the Town's map. Monthly reports to be received no
later than the 15th day of the month following the performance of work.
g. Contractor shall develop a hot spot list and flush and clean the sewers with a history
of stoppages at regular intervals of 3,6,or 12 months or more as necessary
depending upon the frequency of recurring stoppages. Cleaning of lines shall be per
attached specifications.
h. Contractor shall provide proactive and preventive sewer main maintenance to
reduce and eliminate stoppages,sanitary sewer overflows(SSOs),and sanitary
sewer backups.
4. CCTV Inspection of sewer mains and manholes in the Town ROW and easements (Bid
item No. 4 and 5, see Attachment No.A3 for more detail on CCTV)
a. The goal of the CCTV program is to complete a minimum of 3,900 linear feet of
CCTV on lines with at least one access point from the road ROW,and a minimum
of 1,040 linear feet of CCTV on lines with access from easement only. Provide
CCTV schedule a month ahead of time indicating areas to be cleaned and videoed
for Town's review and approval.
b. After cleaning,the pipeline sections between manholes shall be visually inspected
by means of closed-circuit television camera.The inspection shall be done one
complete pipeline section at a time and the flow in the section will be suitably
controlled.Video inspect,record and document the condition of the entire stretch of
pipe from the upstream manhole centerline to the downstream manhole centerline
including inspection of each manhole structure. The contractor shall use NASSCO
PACP rating system for rating all defects observed within each pipe segment. All
CCTV data shall be linked to the CMMS system daily as work is performed.
c. Digital media recordings submitted to the Town on a(one TB)hard drive. Two (2)
hard drives will be needed and one shall be submitted at the end of the first month
and the second shall be submitted at the end of the second month at which time the
contractor shall pickup the first hard drive to be used on alternating months for the
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duration of the contract.Title to all the recordings shall transfer to the Town.
5. Sanitary Sewer Overflow Responses(Bid Item No.(s)6, and 7)
a. Contractor shall respond to all Sanitary Sewer Overflows (SSOs)in the right-of-
way and in easements.
b. Contractor shall enter SSO event details into the CMMS system.
c. Contractor shall first contact Town staff, during off hours,when responding to a
SSO.
d. Contractor shall comply with Town's Sanitary Sewer Overflow and Backup
Response Plan and Field Guide and use appropriate package(s)included in the
response plan when necessary. A copy of the response plan,field guide and other
associated items as indicated below are attached as Attachment No.A4.
e. Contractor is required to respond to each SSO within one hour of receiving a
report thereof and provide notification to all applicable regulating agencies within
required timeframe , "Monitoring and Reporting Program"requirements from
State Water Resources Control Board and"New Sanitary Sewer Overflow
Notification Procedures(NP)for Sanitary Sewer Collection System"
requirements from California Regional Water Quality Control Board, and
"Regulatory Notification Packet(RN) "from Town's Sanitary Sewer Overflow
and Backup Response Plan, for detail).
f. The contractor will be responsible for all work associated with,but not limited to,
providing traffic control as needed, containing the sewage spill,cleaning and
disinfecting of the affected area of spill,relieving the stoppage and eliminating
the cause of stoppage,installation of sandbags,barricades and signage,etc.. The
contractor shall make every effort to protect all drainage facilities and specially
the waters of the State of California. If the sewage back up has caused property
damage,follow the Sanitary Sewer Backup Guideline and coordinate with the
Town to engage the services of cleaning company.
g. Contractor shall document SSO events by taking photos and submit them with the
written SSOs report to the Town via email or fax within four-work-hours of
completing the emergency response. (For example, if a SSO response is
completed at 7pm on a Friday evening,the report will require to be submitted by
12pm on the following Monday.)
h. Upon completion of emergency work, contractor shall submit a report to the
Town estimating the gallons of sewer spilled, gallons retrieved, and volumes
discharged to the waters of the State.
i. Contractor shall perform CCTV video inspection of the blockage area by the next
business day of SSO incident,determine the cause of the SSO and provide a
digital copy to the Town within 24 hours of obtaining the CCTV data.
j. The contractor shall have the equipment available at any given time(within one
hour of notification)for response to SSO's including but not limited to a spill
response vehicle equipped with spill containment materials(trash pump with
hoses, containment material, cleanup materials,traffic control and warning
signage,etc..). Other equipment needed following the initial SSO assessment
include: 1-mounted mini high pressure jet flushing setup, 1-power rodding
machine, I-hand rodding setup.
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k. The contract price paid for Bid Item#6 includes SSO response in the ROW per
month of the contract regardless of the quantity of SSO's per month. Bid Itum#7
is for response to SSO's within easements regardless to the quantity of SSO's per
month. The goal is to minimize the quantity and amount of SSO's throughout the
SSCS by providing prioritized maintenance schedules to minimize the risk of
SSO's throughout the system. See Measurement and Payment section,
Attachment Al and A6 for details on location and number of historic SSO's per
year. Cost for checking the mainline and verifying lateral problem shall be
included in these bid items.
6. Maintenance of CMMS Database and GIS mapping(Bid Item No.(s) 8 and 9)
a. Contractor shall propose CMMS software for use in maintenance record keeping
and advanced planning for operation and maintenance of the SSCS. The database
and mapping features within the CMMS shall utilize the most current GIS assets
contained in the GIS database.The contractor shall deliver or make available
reports on a monthly basis related to maintenance activities completed and
planned for the coming month using the CMMS system. The contractor shall
provide one seat license and realtime access to the CMMS software for the
duration of the contract. The contractor shall review past maintenance history to
develop a Hot Spot list of segments that need to be cleaned more frequently. Bid
item No. 9 shall cover the cost to migrate the existing CMMS and GIS database
files from Infonet and ArcGIS to the new CMMS and GIS systems and generation
of a draft Hot Spot list. All historic and all future CCTV shall also be linked to
the CMMS system for quick access to the records. All cleaning, CCTV,PACP
ratings, lateral locations,pipe conditions, changes and additions shall be entered
into the CMMS/GIS system in a timely manner. The contractor shall utilize a
CMMS software capable of exporting all maintenance history data on the sewer
system into a database format. The contractor shall deliver to the Town a
complete database export of all maintenance history upon completion or
termination of the Contract Term.
b. Contractor shall utilize ESRI GIS Arclnfo mapping software(Version 10.3 or
greater),or approved equal, for maintaining additions or corrections to the base
map and database of the SSCS. The contractor shall make up to 10 hours of
corrections or additions to the map monthly with authorization by the City
Engineer. The contractor shall utilize a GIS mapping software capable of
exporting all data on the sewer system into a shapefile format. The contractor
shall deliver to the Town a complete shapefile or file geodatabase export of all
feature class layers upon completion or termination of the Contract Term.
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Proposal Requirements
The following information is requested to be included with your proposal for this work:
1. A statement acknowledging that all personnel occupied in performance of the field work
will be paid prevailing regional wages (classification Laborer Group 1B for Santa Clara
County)and the submission of certified pay rolls to the Town.
a. Prevailing Wages. In accordance with the provisions of Section 1770 et seq., of
the Labor Code, the Director of the Department of Industrial Relations of the
State of California has ascertained the general prevailing rate of wages
applicable to the work to be done under contract for public improvement.The
selected Respondent will be required to pay to all those employed on the project
sums not less than the sums set forth in the documents entitled "General
Prevailing Wage Determination made by the Director of Industrial Relations
pursuant to California Labor Code Part 7, Chapter 1,Article 2,Sections 1770,
1773, 1773.1 and 1776." A copy of said documents is on file and may be
inspected in the office of the City Engineer.The selected Respondent shall post a
copy of the prevailing wage rates at each job site. The information is also
available on the website www.dir.ca.gov/dlsr.The selected Respondent shall
comply with the provisions of California Labor Code Sections 1774 and 1775
concerning the payment of prevailing rates of wages to workers and the penalties
for failure to pay prevailing wages.
2. A list of current clients where similar services are provided with contact person name,
size of current contract and number of pump stations and length and size of sewer mains
maintained.As a minimum the contractor shall provide operations and maintenance
services to at least two public agencies or sanitary districts.
3. Specific related experience of sewer system management and maintenance, lift station
maintenance; and emergency response services.
4. A statement of your firm's acceptance of the Town's insurance and indemnification
requirements,or any reservations your firm has with the requirements.
5. A list of your firms existing equipment and quantity of each to perform the work as
specified herein.
6. A list of you current employees and their certifications to perform the work as specified
herein. Include all NASSCO PACP/MACP certifications for each employee or other
certifications that are relevant to the scope of work.
7. A description of the proposed CMMS/GIS software and link to provider's web site.
All questions regarding this proposal shall be directed to Richard Chiu,Public Works Director or
Jen Chen, Associate Engineer at Town of Los Altos Hills.
Contractor Selection and Proposal Format
The basis of selection will be according to the bid price, contractor qualifications,relevant
experience with public agencies or sanitary districts, CMMS software proposed,results of
reference checks, and contractor's net worth.The Respondent selected based on the
aforementioned criteria will be awarded the contract for a 12-month period, with the option to
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extend for additional 12-month intervals with mutual consent of the Town and contractor.
Proposals should concisely communicate the information requested by the Town.
Proposal Submittal
Three(3)copies of the proposal shall be submitted to the Town of Los Altos Hills, City Clerk no
later than 2:00 PM on May 20,2014 in a sealed envelope. The City Clerk will not accept any
proposal submitted after the bid submission time. All submitted copies become the property of
the Town of Los Altos Hills. The Town shall not be held liable for any costs associated with the
preparation or presentation of any proposal.After the review and evaluation of the proposals,the
Town will select a contractor for submission to City Council for award of contract.
Standard Contract Agreement and Insurance
A copy of the Agreement for the Operation and Maintenance of the Los Altos Hills Sewer
System is attached for your information(Attachment No.A5). The selected contractor will be
expected to sign a contract with similar terms and conditions, absent any changes to the
indemnification provisions.
The Contractor will be required to carry insurance indicated in section 4 of the attached
agreement for the Operation and Maintenance of the Los Altos Hills Sewer System.
Should you have any questions or need additional information,please contact:
Richard Chiu, Public Works Director (650)947-2516 rchiu(illosaltoshills.caRov or
Jen Chen, Associate Engineer (650)-947-2511 ichen(aZlosaltoshills.ca.gov
Disclosure to Third Parties
All proposals received in response to this RFP will become the property of the Town and will
not be returned. Within the requirements of California law, the Town intends to retain the
submitted proposals as confidential documents for disclosure only to the Town's officers and
employees until the Qualified Respondent is identified and negotiations completed. Subject to
California law relating to access to public records,the Town may be required to publicly disclose
all submitted information and materials to third parties requesting such information. If a
Respondent believes that portions of its proposal are exempt from disclosure to third parties,
under this or any other provision of the law,the Respondent must clearly label the specific
portions that are to be kept confidential and shall state to the Town why the information is
confidential and exempt from disclosure.Marking all or substantially the entire proposal as
confidential may result in the Respondent being considered non-responsive by the Town.
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Measurement and Payment
Bid Item No.1 —Puma Station Maintenance:Maintenance of both of the Town's sewer pump
stations to ensure proper pump operations. Responding to and investigating pump
station alarms shall be included in this item. Measurement and payment for this bid
item shall be paid per month of services rendered.
Bid Item No.2—Cleaning and Flushing in ROW: A minimum of 7,800 linear feet of sewer
mainline cleaning and flushing is required where at least one entry point is
accessible from the right-of-way(ROW,measured in one direction) per month.
The total quantities of sewer main with access to both ends of the line from the
ROW is approximately: 994 segments & 191,800 LF,and the quantity of sewer
main with access to only one end from the mad ROW is approximately: 192
segments&42,238 LF.No segment shall be repeated until all mainlines in the road
right-of-way are flushed and cleaned once,with the exception of known history of
stoppages or per hot spot schedule. Measurement and payment for this bid item
shall be paid per linear foot of pipe cleaned and entered in CMMS system.
Bid Item No. 3—Cleaning and Flushing in the Easements: A minimum of 2,600 linear feet of
sewer mainline cleaning and flushing is required where entry point is only
accessible from easements(measured in one direction)per month. No segment
shall be repeated until all mainlines in the easements are flushed and cleaned once,
with the exception of known history of stoppages or per hot spot schedule.
Measurement and payment for this bid item shall be paid per linear foot of pipe
cleaned and entered into the CMMS system.
Bid Item No. 4—CCTV Inspections with Access from Right-Of-Way: A total of 3,900 linear
feet of sewer main is required to be inspected per month where at least one entry
point is accessible from the right-of-way. The total quantities of sewer main with
access to both ends of the line from the ROW is approximately: 994 segments&
191,800 LF, and the quantity of sewer main with access to only one end from the
ROW is approximately: 192 segments &42,238 LF.Measurement and payment for
this bid item shall be paid per linear foot of pipe inspected and rated per PACP
standards and entered and linked to the CMMS system.
Bid Item No. 5—CCTV Inspections with Access from Easements Only: A total of 1,040
linear feet of sewer main is required to be inspected per month where entry point is
only accessible from easements. Measurement and payment for this bid item shall
be paid per linear foot of pipe inspected and rated per PACP standards and entered
and linked to the CMMS system.
Bid Item No. 6—Response to SSO's with Access from Right-of-Way: Respond to sanitary
sewer overflow (SSO) and comply with notification requirements established by
State and Regional Water Boards. This item is applicable to the SSO events that
occur within the right-of-way. The contract price paid for this Bid Item shall
include traffic control as needed, all labor, material,preparation and clean-up work
-12-
V r/
related to overflow event, documentation and reporting,entering SSO event details
into the CMMS system,follow up CCTV inspections of the problematic sections to
investigate and determine the cause of overflow.Clean-up work shall include but
not be limited to using all reasonable efforts to recover as much of the SSO as
possible. The Town has previous overflow information such as location,date, and
video inspections. Contractor shall review the maps and SSO history reports
(Attachment No.s Al and A6)and incorporate into the maintenance program and
preventive strategies. Checking the mainline and verifying lateral problem shall be
included in this item. Measurement and payment to respond to this type of SSO
shall be paid per month regardless of the number of SSO's.
Bid Item No. 7—Response to SSO's with Access from Easement Only: Respond to sanitary
sewer overflow(SSO)and comply with notification requirements established by
State and Regional Water Boards. This item is applicable to the SSO events that
occur in easements. The contract price paid for this Bid Item shall include traffic
control as needed, all labor,material,preparation and clean-up work related to
overflow event, documentation and reporting,entering SSO event details into the
CMMS system, follow up CCTV inspections of the problematic sections to
investigate and determine the cause of overflow. Clean-up work shall include but
not be limited to using all reasonable efforts to recover as much of the SSO as
possible. The Town has previous overflow information such as location, date, and
video inspections. Contractor shall review the maps and SSO history reports
(Attachment No.s Al and A6) and incorporate into the maintenance program and
preventive strategies. Checking the mainline and verifying lateral problem shall be
included in this item. Measurement and payment to respond to this type of SSO
shall be paid per month regardless of the number of SSO's.
Bid Item No. 8—Initial Setup and Database Transfer for CMMS and GIS Systems: The
initial setup and database transfer for CMMS and GIS systems includes importing
all of the Town's existing CMMS database and GIS databases and feature class
layers and development of a minimum of 6 custom data collection forms. The
contractor shall provide one seat license and realtime access to the CMMS software
for the duration of the contract. All historic and all future CCTV shall also be
linked to the CMMS system for quick access to the records. The contractor shall
also develop a hot spot maintenance priority schedule for discussion with Town
staff. The hot spot list shall be incorporated into the cleaning schedule for the year
upon approval from the Town. The cleaning costs are included in bid items I and
2. Measurement and payment for this bid item shall be paid Lump Sum upon
successful conversion/transfer of all CMMS,GIS data and receipt of hot spot list.
Bid Item No. 9—GIS Mapping Maintenance and Updates: The GIS line,point and polygon
features for the sewer system will need to be modified on a monthly basis to
incorporate new and past CIP projects and discrepancies/clarifications found in the
field. All GIS changes shall be tracked in a spreadsheet format indicating the type
of change,location,rime to complete each edit and who made the edit to the
system. The most current GIS feature class mapping and database shall be
-13-
it IMO
uploaded to the CMMS on a quarterly basis at a minimum. Measurement and
payment for this bid item includes up to 10 hours of GIS modifications per month
and shall be paid per hour.
Bid Item No. 10—Monthly Management Reports: The contractor shall provide a monthly
management report to the Town and meet and present the report to the PW Director
each month. The report should include an executive summary, description of all
work performed in the month, listing of any adverse conditions found or immediate
actions required,listing of SSO's the cause and actions taken, CMMS update status,
work schedule for the following 90 days and any recommendations for CIP or
operational changes. The contractor shall also perform an annual audit required by
the SSMP, prepare the findings and submit the report to the Director at the end of
each contract year.
-14-
SANITARY SEWER SYSTEM
OPERATIONS, MAINTENANCE, AND MANAGEMENT SERVICES
Bid Item Quantity Unit Unit Price Item Total
1. 2 Pump Station Operation &
Maintenance (include alarm $
responses) 12 Month $
2. Cleaning and Flushing of
7,800 LF of sewer main in
road right-of-way per month 93,600 LF $ $
3. Cleaning and Flushing of
2,600 LF of sewer main in
easements per month 31,200 LF $ $
4. CCTV Inspections of 3,900
LF of sewer main and
manholes in right-of-way
per month 46,800 LF $ $
5. CCTV Inspections of 1,040
LF of sewer main and
manholes in easements per
month 12,480 LF $ $
6. Sanitary Sewer Overflow
Response with access from
road right-of-way (include $
responses to verify lateral
problem) 12 Month $
7. Sanitary Sewer Overflow
response with access from
Easement Areas only $
(include responses to verify
lateral problem) 12 Month $
8. Initial setup and database
transfer for CMMS and GIS
Systems 1 LS $ $
9. GIS mapping maintenance
and updates (includes up to
10 hours of GIS mapping
additions, or modifications
per month). 120 Hours $ $
10. Monthly Management
Reports 125 Month $ $
TOTAL $
fri V
Attachments
Al. Town of Los Altos Hills Sanitary Sewer Maps(2)
A2. Sample ITT Flygt Checklist
A3. Cleaning and Video Inspection of Sewer Pipe Specifications
A4. Sanitary Sewer Management Plan(SSMP) : Sanitary Sewer Overflow and
Backup Response Plan
AS. Standard Contract and Insurance Requirements
A6. Summary of SSO Data from 2011 -2014
-16-
hair
Attachment No. A2
Attachment 2
IIT Flygf Corporation
790-A Chadbourne Road
ITT Industries Fairfield CA 94534
Tel (707)422-9894
F .(707)473-9808
SCHEDULED PUMP PREVENTATIVE MAINTENANCE INSPECTION AGREEMENT
FLYGT CORPORATION
SERVICE-27 POINT CHECK LIST
❑ Check electrical condition of insulation on power cable and on an phase of motor,(In Meg Ohms)
O Check for any loose or faulty electrical connections within the pump control panel.
❑ Measure resistance between stator windings.(In Ohms)
❑ Check voltage supply between all phases of the elect ic&control paaeL(VAC)
O Check voltage balance between all phases on the load side of the pump control with pump on.(VAC)
❑ Check amperage draws on all phases of the pump motor.(In Amps)
❑ Check condition and operation of motor thermal protectors control system(if so equipped).
O Removal of Flynt pump from lift station for physical inspection
❑ Check condition of upper shaft seals(inspect condition of motor housing).
❑ Check condition and operation of leakage detector(if so equipped).
❑ Check lower shaft seals(inspect condition of oil).
O Change oil if needed(cost don included).
O Check for wore or loose impeller.
O Check all impeller wear rings- (Note: Wear rings are not covered by wenenty and must be purchased by
customer If in need of replacement)
o Check for noise upper and lower bearings.
O Check physically for damage of pump and power cable.
O Clean,reset and check opemdon of level sensors.
❑ Check for correct shaft rotation_
o Reinstall Flygt pump and check for leakage at the discharge connection.
O Test of pump operation cycle(if level of liquid in station permits).
❑ Check operating of valves and pipes in station.
FLa T
ire
Attachment No. A3
CLEANING AND VIDEO INSPECTION OF SEWER PIPE
PART 1 - GENERAL
1-1. SCOPE. This section covers the cleaning and video inspection of sewer pipelines. The
word "clean" in this section is defined as the removal of all accumulations including sludge, dirt,
sand,rocks, grease,roots,and other solid or semisolid material in the pipe or manhole and on the
pipe or manhole inside wall,down to the parent material.
1-2. SUBMITTALS. Each of the Contractor's crews,upon completion of their first 1000 LF,
shall submit one paper copy of the video logs and one digital copy on a 1TB hard drive for
review and acceptance prior to continuing work.
One paper copy of the video logs and one digital copy using color video and clear audio
information shall be submitted to the Town to upload to the Town server. Work will not be
considered complete until these items have been received and approved by the Engineer.
1-3. EXPERIENCE. Camera Technician Experience: Each camera technician shall have a
minimum of 5 years experience with at least 100,000 LF in projects televising sanitary sewer
lines and commenting on observed defects.
PART 2-PRODUCTS
2-1. MATERIALS.
2-1.01.Video Inspection-the television camera used for the inspection shall be one specifically
designed and constructed for operation in connection with sewer inspection. It shall be operative
in 100 percent humidity conditions and have a 360-degree radial view rotating head. The camera
head shall be capable of rotating to view up lateral connections and to evaluate defects. Lighting
and camera quality shall be suitable to allow a clear in-focus picture of a minimum of six linear
feet of the entire inside periphery of the sewer pipe. Lighting for the camera shall minimize
reflective glare. To insure peak picture quality throughout all conditions encountered during the
survey,a variable intensity control of the camera lights and remote control adjustments for focus
and iris shall be located at the monitoring station. Focal distance shall be adjustable through a
range of from six inches to infinity. Continuously displayed on the monitor shall be the date of
the survey,number designation of the upstream and downstream manholes corresponding to the
line section being surveyed, and a continuous forward and reverse readout of the camera distance
from the manhole of reference. The remote reading footage counter shall be accurate to two-
tenths of a foot. The camera,television monitor and other components shall be capable of
producing a minimum 500 line resolution color video picture. The equipment shall have an
operation length at least 800 feet.
PART 3 - EXECUTION
-I-
Cleaning and Video Inspection Section Sanitary Sewer O&M RFP
Attachment No. A3
3-1. CLEANING AND VIDEO INSPECTION.
3-1.01. Cleaning. Pipelines and structures shall be cleaned using a high velocity jet cleaner.
The equipment shall be truck mounted for ease of operation. The equipment shall have a
minimum of six hundred(600)feet of high pressure hose with a selection of two or more high
velocity nozzles. Nozzles shall be capable of producing a scouring action from 15 degrees to 45
degrees in all designated line sizes.The equipment shall carry its own water tank capable of
holding corrosive or caustic cleaning or sanitizing chemicals, auxiliary engines and pumps,and
hydraulically driven hose reel. All controls shall be located so that the equipment can be
operated above ground. Equipment shall include a high-velocity gun for washing and scouring
manhole walls and floor. The gun shall be capable of producing flows from a fine spray to a
solid stream.
Roots shall be removed in the designated sections where root intrusion is a problem. Roots shall
not be a reason for reverse set-ups for CCTV work. Special attention should be used during the
cleaning operation to ensure complete removal of roots from the pipes. Procedures may include
the use of mechanical equipment such as rodding machines,bucket machines and winches using
root cutters and porcupines, and equipment such as high-velocity jet cleaners.
The material resulting from the cleaning operation shall be removed at the downstream manhole
of the reaches being cleaned, through the use of a filtering device. The material collected at the
downstream manholes shall become the property of the Contractor. It shall be removed from the
site by the Contractor in a closed container and disposed of in a legal manner. It shall not be
dumped into streets, ditches, catch basins, or storm sewers. Flushing of the material from
manhole reach to manhole reach is unacceptable.
Acceptance of the sewer line cleaning shall be made upon the successful completion of the video
inspection and shall be to the satisfaction of the Engineer. If video inspection shows the cleaning
to be unsatisfactory,the Contractor shall be required to re-clean and re-inspect the sewer main at
no additional cost to the Town.
3-1.02. Material Dewatering and Disposal. Contractor shall screen all the debris collected prior
to analysis and disposal. Contractor shall haul and properly dispose of material at a class 3
landfill.
3-1.03. Video Inspection. Depth of flow shall not exceed thirty percent(30%)of the inside pipe
diameter as measured in the manhole when performing video inspection. In the event the depth
of flow of the reach being televised exceeds thirty percent(30%)of the inside pipe diameter,the
Contractor shall provide the necessary flow control or reschedule the inspection for a time when
such flow is reduced to permit proceeding with the work.
Video equipment shall include a multi-angle television camera capable of spanning 360-degrees
circumference and 270-degrees on horizontal axis to televise sewer lines 6-inch diameter or
larger;the purpose of the rotating head camera is to view all service connections,upstream and
-2-
Cleaning and Video Inspection Section Sanitary Sewer O&M RFP
IWOAttachment No. A3
downstream manhole structures, and to locate all defects,as well as questionable problem areas;
focal distance shall be adjustable through a range of one(1)inch to infinity. The television
camera shall be color format and specifically designed and constructed for operation in
connection with sewer inspection,and for operation in sewers under 100%humidity conditions.
Lighting and camera quality shall produce a clear,in-focus picture of the entire periphery of the
pipe for a minimum distance of six feet. Other required equipment are television monitor, cables,
power sources,lights, and other equipment necessary to do the work.
The CCTV inspection shall start and stop at each manhole and shall record the condition of each
manhole structure. The camera shall be moved through the pipeline in either direction at a
uniform rate, stopping when necessary to ensure proper documentation of the sewer's condition.
In no case shall the television camera be pulled or propelled at a speed greater than thirty(30)
feet per minute. The camera height shall be adjusted such that the camera lens is always
centered in the pipe being inspected. The equipment shall have an accurate footage counter,
which shall display on the monitor the exact distance of the camera from the centerline of the
starting manhole. Unless otherwise approved by the Engineer,footage measurements shall begin
at the centerline of the upstream manhole.
Prepare a digital visual and audio record of the inspection to document conditions observed.
Recording playback shall be at the same speed in which it was recorded. Slow motion or stop-
motion playback features may be supplied at the option of the Contractor. The Contractor shall
have all recordings and necessary playback equipment readily accessible for review by the Town
during the work. Each segment of the submitted final recording shall begin and end at a
manhole or cleanout, which shall be identified by the nomenclature used in the Town's Sewer
Map.
The date, identification of sewer reach(es)by upstream and downstream manhole numbers, and
manhole to manhole footage and slope shall be displayed on the video data view at all times.
Each recording shall be permanently labeled with the Contractor's name,date televised, street
name(s), identification of the sewer reach(es) inspected, and run number. If the recordings are
of such poor quality that the Engineer is unable to evaluate the condition of the sewer, locate
sewer service connections,or verify cleaning,the Contractor shall re-televise the sanitary sewer
and provide a new recording of good quality at no cost to the Town. No payment will be made
for recordings that do not meet the requirements of these specifications.
If, during the inspection operation at anytime,the television camera cannot make a complete
pass through the entire pipeline section(between the two accessible manholes),the Contractor
shall reverse setup the equipment so that the inspection can be performed and completed from
the opposite manhole.A continuous video shall be completed if the television camera can make a
complete pass from the opposite manhole.The video should cover the entire length of the
section. Once a potential point repair has been identified, documentation on color photo paper
and digital copy shall be submitted to the Town's Representative of the obstruction location(s)
and length(s)in linear feet from an identified manhole.
-3-
Cleaning and Video Inspection Section Sanitary Sewer O&M RFP
V �
Attachment No. A3
In addition to recording the condition of sewer mains, the Contractor shall also stop the camera
at each lateral or service line entry point and aim the camera up into the line. Document the
location(distance)and condition of each lateral or service line with both color paper photo and
digital photo to be included in the Television Inspection Documentation.
CCTV Inspection Log and Summary: Contractor shall furnish a database in digital format and on
color paper print of all collected information such as location,relation to adjacent manholes,
defect observed, as defined in the NASSCO's PACP defect codes. Contractor shall confer with
the Engineer regarding database format and desired data fields prior to commencing work.
Inspection log and summary reports shall be submitted to the Town Engineer for review and
approval prior to commencing work. All CCTV database format including inspection
documentation,observation codes, full streaming video and still images must be delivered in a
compatible format.All CCTV video streaming and imagery shall be MPEG-4 and JPEG format
or equivalent,respectively. Current supported commercial software applications that capture this
data in the correct format include: Possem,PicAx2 and WinCan v7. Contractor shall log all
observations using the NASSCO's PACP/MACP current version observations code-set.The
information shall also include the manhole inspection logs. In addition, other points of
significance such as locations of building sewers,unusual conditions,roots, storm sewer
connections,broken pipe,cracks,presence of scale and corrosion, and other discernible features
shall be recorded and a copy of such records will be supplied to the Town.The Town will require
that all technicians performing the CCTV will be certified through the NASSCO's PACP/MACP.
The closed-circuit television inspection shall be completed in the same direction each time
(upstream to downstream),unless a reverse setup is necessary, and shall be done with a color
camera with all inspection log data, footage, observations, still images and full streaming video
with audio captured digitally using a digital video inspection software program.A pan and tilt
camera shall be used for all pipelines that are 6-inches or greater in diameter.
Digital Video Recordings: The purpose of the recordings shall be to supply a digital visual and
audio record of the sewer lines to document current condition,problem areas and connections in
the lines. Recording playback shall be at the same speed in which it was recorded. Slow motion
or stop-motion playback features may be supplied at the option of the Contractor. Title to the
recording shall remain with the Town.The final recording(s)should be edited to include
complete sewer main(s)from beginning to end, followed immediately by its tributary sources. In
the rare instance where the camera cannot traverse the entire section of a pipeline between
manholes,the recording can be made from each of the two adjacent manholes to the restriction,
but shall be edited so that both segments are adjacent on the final recording.The date,time,
location,pipe diameter,direction of travel and continuous distance traveled shall all be clearly
annotated in the corresponding inspection database along with all observation codes.All
comments related to the inspection and to individual observations must be typed into an
associated comment text field and be retrievable from within the inspection database.
-4-
Cleaning and Video Inspection Section Sanitary Sewer O&M RFP
Attachment No. A3
END OF SECTION
-5-
Cleaning and Video Inspection Section Sanitary Sewer O&M RFP
EXHIBIT A LA
Proposal for the Town of Woodside Town Center Sewer Asseoment D'¢W a
IX. Tasic Let and Proposed Cost (Coned)
Task Description Unit Cost Quantity 12-Month
Cost
Blas kern No.1. West Bay will perform maintenance on the Town's two pump stations following $1,670/mo 12 months $20,040
Pump Station the schedule outlined In the RFP and provide 24-hour emergency response.Pump
Maintenance station maintenance includes wet well cleaning twice annually,and degreaser
application as needed.
Bid Item No.2. West Bay will dean sewer pipelines using our fleet of equipment and tools.93.600 $0.92/If 93,600 If 586,111
Cleaning and Flushing in If of pipe within the publicright-of-way will be cleaned,with approximately 20
ROW percent of this pipe accessible from only one end.This effort includes
development of a progressive cleaning strategy(to move pipes on and off of the
hot spot list)using CMMS,and OA/OC of cleaning activities through CCTV
inspection.Oeaning results will be included in the CMMS.
Bid Item No.3. West Bay will clean sewer pipelines in easements using our fleet of equipment and $1.31/If 31,200 If $40,812
Cleaning and Flushing in tools.31,200 If of pipe will require cleaning, assuming all of the pipe is accessible
Easements from only one end The progressive cleaning strategy described in Bid Item No.2
will include these pipes.Results will be included in the CMMS.
Bid Item No.4. West Bay will complete CCTV inspection of 46,800 lineal feet of pipelines that are $140/If 46,800 If $65,520
CCTV Inspection within accessible through both ends of the pipe(to allow access of a pan-and-tilt camera
ROWs required to meet NASSCO PACP standards). Structural and 0&M condition
ratings and defect codes that use the PACP standard will be entered into the
CMMS system as part of Item.
Bid Item No.5. West Bay will complete CCN inspection of 12,480 lineal fly of pipelines that are $1.80/11 12,480If $22464
CCN Inspection withinessible through both ends of pipe within easements.Similar to Bid Item No.
Easements 4[CCN results will be Incorporated Into theCMMS.
Bid Item No.6.Response West Bay will follow theTown's Sewer System Management Plan and Overflow $1,200/SSD 6 SSOs $],240
to SSOs with access from Emergency Response Plan in responding to and conducting initial reporting of
Right of Way sanitary sewer overflows.The Town will serve as the Legally Responsible Official
(LBO).
The Town's SSMP closely follows the West Bay SSMP,which requires response
within 60 minutes from notification.Following the 550,and subsequent CCN
inspection,West Bay will make recommendations as to follow-up actions,including
identifying issues related to lateral connections. We consider 550 Avoidance and
Response as the most critical components of our operating strategy,and are well
trained to address SSOs of all sizes,at any time,as described further in Section V.
This Item proposes a"per-550"approach.West Bay agrees to complete 550
response at no cost to the Town if the$50 in question resulted from inadequate
cleaning by West Bay unto six months prior to the SSC/
Bid Item No.7. West Bay will provide SSO response and reporting for issues that occur within $1,380/550 6 550s $B20O
Response to Matt with easements,following the approach described in Bid Item No,6.
access from Easements
only
Bid Item No.B. West Bay will import the Town's CMMS data into Luoty CMMS software,and will $24,500 115 $24¢00
Initial Setup and Database develop at east six data collection forms in collaboration with the Town.This Lump Sum 500
Transfer form CMMS and scope includes one seat license that is dedicated to the Town(includes Sewer Note'.This bitl Rem reducedwill be to
GlsSystems module,CCTV module,Work Order module,GIS module,and Overflow module, $5,500 taie itemown decides to se he
to
and online access by the Town to Its data.The CMMS and GIS shall provide ac ss
West Bay Bay license In lieu of Du . 'riga
N
to the Town's CCdata and hot spot maintenance schedules.This task include
new seal license.
generation of initial Town hot spot Ilst.
Bid Item No.9. West Bay will integrate new sewer system 0&M information into the G15 maps on $125/hour 0 hours $15,000
G15 Mapping a monthly basis.This task includes maintenance of a change log and integration of
Maintenance and other mapping updates as provided by the Town.
Updates
&d Item No.10. At the beginning of the project,we will develop a standard monthly summary $350/month 12 months $4,200
Monthly Management format that includes the performance indicators that will be tracked and measured
Reports on a monthly and annual basis.These indicators will correlate closely to the
measures that are described in Element 9 of the Town's SSMP. If these elements
are not yet defined,we will assist the Town in developing a list that follows
Regional Board expectations.The summaries will Integrated progress made in
pump station maintenance,and shall document any issues and recommendations
to address theseIssues.This task includes the Town's biannual SSMP audit.
Bid Item No.11. West Bay will respond to SSOs related to private laterals,including determining $310/lateral 6 SSOs $1,850
Sanitary Sewer Overflow ownership,notifying the owner of issue,providing the owner with the Town's
Response for Private Sewer Spill Reference Plan,and entering information into the CMMS system.
Laterals
Total $26br048
$277,048
• In addition,West Bay offers up to six point or spot repairs annually,and has provided
example unit rates following this bid sheet. Task List and Proposed Cox-1 WEST gay
• Pump station repairs will be completed on a time and materials basis,at a cost of
$90/hour with a 2-hour minimum.Parts and materials will be provided at cost plus
10 percent.
LOSALTOSHILLS s
S III ` - •'
CALIFORNIA
ADDENDUM NO. 1
DATE: Issued on May 14,2014
Subject: Request for Proposals-2014 Sanitary Sewer System
Operations and Maintenance
PROPOSAL DUE DATE: Tuesday,May 27,2014 at 2:00PM
TO ALL PROSPECTIVE PROPOSERS:
Attached is Addendum No. 1 to the 2014 Sanitary Sewer System Operations and
Maintenance RFP.
Your proposal shall be based on the RFP as modified by this addendum.
Yours trqy,
Adej CLI
Richard Chiu
Public Works Director/City Engineer
Attachment: Addendum No. 1
26379 FremontRoad
Los Altos Hills
California 94022
650/941-7222
Fax:650/941-3160
650/941-7222
iI V
ADDENDUM NO. 1
May 14,2014
SUBJECT: 2014 Sanitary Sewer System Operations and Maintenance-RFP.
This Addendum No. 1 to the RFP shall be taken into consideration in the preparation of your
proposal. See below for actual changes.
PAGE 1 and 10 of the RFP:
1. The proposal due date has been extended by one week to:
Tuesday,May 27,2014,2:00 PM at Town Hall
Detailed Description of Work:
• Section 5-Replace paragraph 5.k on Page 8 in its entirety with the following:
k) The contract price paid for Bid Item #6 includes SSO response in the ROW p
occurrence. Bid Item #7 is for response to SSO's within easements per occurrence.
The goal is to minimize the quantity and amount of SSO's throughout the SSCS by
providing prioritized maintenance schedules to minimize the risk of SSO's throughout
the system. If an SSO occurs on a line that has been maintained/cleaned in the prior
six (6) months the response to that SSO shall be completed at no cost to the Town.
See Measurement and Payment section, Attachment Al and A6 for details on location
and number of historic SSO's per year.
Measurement and Payment:
• Replace Bid Item No. 6 starting on page 12 in its entirety and substitute with the
following:
Bid Item No. 6 — Response to SSO's with Access from Right-of-Way: Respond to
sanitary sewer overflow(SSO) and comply with notification requirements established by
State and Regional Water Boards. This item is applicable to the SSO events that occur
within the right-of-way. The contract price paid for this Bid Item shall include traffic
control as needed, all labor, material, preparation and clean-up work related to overflow
event, documentation and reporting, entering SSO event details into the CMMS system,
follow up CCTV inspections of the problematic sections to investigate and determine the
cause of overflow. Clean-up work shall include but not be limited to using all reasonable
efforts to recover as much of the SSO as possible. The Town has previous overflow
information such as location, date, and video inspections. Contractor shall review the
maps and SSO history reports (Attachment No.s Al and A6) and incorporate into the
Page 2
2014 Sanitary Sewer System Operations and Maintenance-RPF
410 11111.
maintenance program and preventive strategies. If an SSO occurs on a line that has
been maintained/cleaned in the prior six (6) months the response to that SSO shall
be completed at no cost to the Town. Measurement and payment to respond to this
type of SSO shall be paid per occurrence.
• Replace Bid Item No. 7 on page 13 in its entirety and substitute with the following:
Bid Item No. 7 — Response to SSO's with Access from Easement Only: Respond to
sanitary sewer overflow (SSO) and comply with notification requirements established by
State and Regional Water Board. This item is applicable to the SSO events that occur in
easements. The contract price paid for this Bid Item shall include traffic control as
needed, all labor, material, preparation and clean-up work related to overflow event,
documentation and reporting, entering SSO event details into the CMMS system, follow
up CCTV inspections of the problematic sections to investigate and determine the cause
of overflow. Clean-up work shall include but not be limited to using all reasonable
efforts to recover as much of the SSO as possible. The Town has previous overflow
information such as location, date, and video inspections. Contractor shall review the
maps and SSO history reports (Attachment No.s Al and A6) and incorporate into the
maintenance program and preventive strategies. If an SSO occurs on a line that has
been maintained/cleaned in the prior six (6) months the response to that SSO shall
be completed at no cost to the Town. Measurement and payment to respond to this
type of SSO shall be paid per occurrence.
• Add new Bid Item No. 11 "Response to SSO's related to Private Sewer Laterals"
immediately following Bid Item No 10 on page 14 as follows:
Bid Item No. 11 —Response to SSO's related to Private Laterals: Respond to sanitary
sewer overflow (SSO) and if it is determined that it is related to private sewer lateral
versus a public mainline issue the contractor will notify the owner that it is a private
lateral problem and follow the instructions in the SSO/Backup and Response Plan -BPI
Side A and provide the owner with the "Sewer Spill Reference Plan" in the Town's
Emergency Overflow Response Guide.. The contract price paid for this Bid Item shall
include traffic control as needed, all labor, material, preparation and entering private
lateral SSO event details into the CMMS system. This will require the contractor to
investigate the public mainline to determine if the mainline is causing the backup in the
private sewer lateral. Measurement and payment to respond to this type of SSO shall
be paid per occurrence.
Bid Schedule:
• Replace the bid schedule in its entirety with the following page:
Page 3
2014 Sanitary Sewer System Operations and Maintenance-RPF
it 11110
SANTTARY SEWER SYSTEM
OPERATIONS,MAINTENANCE,AND MANAGEMENT SERVICES
Bid Item Quantity Unit Unit Price Item Total
1. 2 Pump Station Operation&
Maintenance (include alarm
responses) 12 Month $ $
2. Cleaning and Flushing of 7,800
LF of sewer main in road right-
of-way per month 93,600 LF $ $
3. Cleaning and Flushing of 2,600
LF of sewer main in easements
per month 31,200 LF $ $
4. CCTV Inspections of 3,900 LF
of sewer main and manholes in
right-of-way per month 46,800 LF $ $
5. CCTV Inspections of 1,040 LF
of sewer main and manholes in
easements per month 12,480 LF $ $
6. Sanitary Sewer Overflow
Response with access from road
right-of-way 6 EA $ $
7. Sanitary Sewer Overflow
response with access from
Easement Areas only 6 EA $ $
8. Initial setup and database
transfer for CAMS and GIS
Systems 1 LS $ $
9. GIS mapping maintenance and
updates(includes up to 10 hours
of GIS mapping additions,or
modifications per month). 120 Hours $ $
10. Monthly Management Reports 12 Month $ $
11. Sanitary Sewer Overflow
response for private laterals 6 EA $ $
TOTAL $
Page 4
2014 Sanitary Sewer System Operations and Maintenance-RPF
�, v
ir1
END OF ADDENDUM NO. 1
Page 5
2014 Sanitary Sewer System Operations and Maintenance-RPF
4iii ‘110
EXHIBIT A
rilliTir-ave
T IF' 1 ^ >TI $ < \ j. 7., ^
•
• . s,• -� � I �� be � V � '
1 \ L - l£ r,
• 'A' _ t
LOSALTOSIBIS
A PROPOSAL FOR
2014 SANITARY SEWER SYSTEM
ille
CALIFORNIA OPERATIONS AND MAINTENANCE
MAY 27, 2014
NIST RAY
TY
4
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
I Introduction
West Bay Sanitary District (West Bay) management systems, a fleet of new
is pleased to submit this proposal for equipment and tools, and the ability to
Sanitary Sewer System Operations and make pipeline and pump station repairs
Maintenance Services for the Town of in-house.
Los Altos Hills.
Our combined team, approach, and
We are proposing a team of veterans resources are designed to improve
who have spent their careers advancing system performance and support the
their knowledge of sewer and pump Town's ability to continue the high
station collection system maintenance. Level of Service that you have been
able to provide to your ratepayers.
This team is committed to continuous
improvement and a high level of
performance, as demonstrated by the
successes that we have achieved at -
West Bay, as presented in this
proposal.
In addition to a progressive ., .
maintenance strategy, we also bring
expertise in computerized maintenance
Introduction
11. West Bay Sanitary District Resources
III. References
IV. Sewer System Management and Maintenance Experience
V. Our Approach to Common Maintenance Challenges
VI. Fleet and Equipment
VII. Staff Certifications
VIII. CMMS/GIS Software
IX. Task List and Proposed Cost
X. Acceptance of Town's Insurance and Indemnification Requirements
XI. Prevailing Wage Confirmation
WEST RAT
v
Intro-I
EXHIBIT A s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
H West Bay Sanitary District Resources
-West Bay Sanitary District (West Bay), an
independent Special District formed in
1902, provides wastewater collection and
conveyance services to the City of Menlo
- � NBiT RST Park, Atherton, and Portola Valley, and
SANITARY DISTRICT areas of East Palo Alto, Woodside and
unincorporated San Mateo and Santa
• Clara counties. West Bay conveys raw
wastewater to Silicon Valley Clean Water (formerly South Bayside System
Authority) for treatment and discharge to the San Francisco Bay,
We are dedicated to protecting the public health and the environment by providing
cost effective sanitary sewer service for approximately 207 miles of pipelines, 12
pump and lift stations, and 58 STEP/Grinder pump systems.
The Town of Los Altos Hills is seeking proposals for operations and maintenance
of approximately 40 percent of the 56-mile sewer system, including two pump
stations, for a 12-month period. These services also include SSO response for the
entire sewer system. Pipes are predominantly comprised of 6-inch diameter,
vitrified clay pipe within the public right-of-way and private easements. Flows are
conveyed to the City of Palo Alto Regional Water Quality Control Plant.
A.
Lmu M.
•
West Bay Sanitary District will rte„
•provide the same excellent Level moan an. WEST RAT
of Service to the Town as it
TY
provides to the current service
area, which is adjacent to the 4,
Town.
Resources-I
kW stil0
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
II. West Bay Sanitary District Resources (cont'd)
Our proposed Project Manager is
Sergio Ramirez. Sergio is West
Bay's Maintenance Superintendent,
and holds a Grade IV certification in 41)
Collection System Maintenance. He . ,_„
has over 20 years of experience
managing and maintaining sewer Project Manager
collection systems and lift stations. Sergio Ramirez has led
West Bay, as well as
Sergio will be supported by a team of his prior employer,
experienced maintenance staff, as Castro Valley Sanitary
shown in the organizational chart District, to obtain the
below. Additional staff qualifications Culler/tan System
are included in Section 2 - West Bay T of the VFar award
Sanitary District Resources. ""°"*"." w.'az' from the California
Water Environment
Association
A1B
AIINOINIA
1 z ay" E
• '', aA ]til
.± _ ,-LiIE -z,,r �F � Ji , s f t
.
‘.t -
ti a .
,est -
irr, off ,
ir art u
REST NAT CO-IL y '-
.
The full listing of the West Bay team's certifications and awards is provided in Section VII.
TY
Additional information about West Bay can be found at www.westbaysanitary.ory.
Resources-2
S.
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
II West Bay Sanitary District Resources (cont'd)
Out Team
As shown on the organization chart on Page 2, we propose the following key
members of our team to provide maintenance services to the Town:
1111 Project Manager: Sergio Ramirez
Sergio is the West Bay Maintenance Superintendent and is a natural leader in our
organization. His experience has grown through work as a private sewer
maintenance provider, and as an employee of Castro Valley Sanitary District, and
the City of Foster City, before joining West Bay in 2010. Sergio is active in CWEA,
and currently serves as the Director for the Santa Clara Valley Section.
Education: Public Administration, Management and General Education course
work at Chabot College, Hayward CA, 1998-2002; City of San Mateo Supervisor's
Academy 2010
Licenses/Certificates: California Water Environment Association Director,
Santa Clara Valley Section (2014); CWEA Collection System Maintenance Grade
IV; CWEA Collection Person of the Year award in 1998 and Supervisor of the
Year award in 2003.
Responsibilities: Sergio will manage day-to-day Operation and Maintenance
activities, including cleaning, CCTV inspection, root control as desired by the
Town, and as-needed oversight of construction and rehabilitation activities. Sergio
will also manage the team, budget, equipment, and emergency response. Key
responsibilities include review of daily work, results, and productivity; addressing
calls from the public; and planning mid-range and long-range work. Sergio is an
experienced supervisor with strong communication skills.
Prinnj,r! .r, Charge. Phd Stott
Education: University of Phoenix, Pleasanton Campus Bachelor of Science (B.S.)
in Business Management
LicenseslCertificates: California Water Environment Association Vice President
(2014); CWEA Collection System Maintenance Grade IV; California Department
of Public Health Water Distribution Operator D4; California Department of Public
Health Water Treatment Operator T2. Led the City of Burlingame to receive the
CWEA Santa Clara Valley Section Collection System of the Year award in 2006.
Responsibilities: Phil serves as the West Bay Sanitary District Manager, and will
provide general manager expertise in all aspects of West Bay's services to the
Town of Los Altos Hills. Phil is skilled at improving sewer system performance
within a limited budget, and extends this same commitment to the Town.
Resources-3
111,
EXHIBIT A J
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
II. West Bay Sanitary District Resources (cont'd)
Pipeline Maintenance Lead: Bob Scheidt
Sergio will be supported by Bob Scheidt, who is the West Bay Assistant
Maintenance Superintendent. Bob will lead the pipeline team, including
cleaning, rehabilitation, and field response. He will also serve as the
v.
acting Maintenance Superintendent when Sergio is not available for
routine or emergency response.
Pump Station Specialist: Bobby Hulsmann
Education: Certificate in General Supervision, Skyline College
Licenses/Certificates: CWEA Grade III, Mechanical Technologist;
CWEA Grade !, CS Maintenance
Responsibilities: Bobby is the West Bay Pump Facility Supervisor. He
worked many years with a private pump servicing company and the City
of San Mateo, prior to joining West Bay. Bob will lead the Town's pump
station activities. He recently won the 2013 CWEA Electrical and
Instrumentation Person of the Year award.
CNIMs nn;i Mappine B li Kir.Pni.,
itEducation: Bachelor of Science in Mathematics with a concentration in
applied mathematics, California Polytechnic State University,San Luis
Obispo, CA
Responsibilities: Bill is the Projects & IT Manager for West Bay. He
will provide database, mapping, and Computerized Maintenance
Management System (CMMS) support for the project He is skilled at
GIS applications, and manages the West Bay Lucity database, as well as
the West Bay capital improvement program.
.11 Source Con trop. John Si,nonetti
Education: College course work in electrical systems; certificate in
diesel technology
Licenses/Certificates: CWEA Environmental Compliance Grade I;
1 I Safety Management Certificate
Responsibilities: John is the Regulatory Compliance officer for West
Bay and will assist the team in managing fats, oils, and grease control
within the sewer system as required. He will also serve as the project
Safety Officer.John has additional support from Du-All Safety for writing
safety programs, SOPs, conducting investigations and providing safety
training for staff.
Resources-4
160
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
II References
Agencies are trying to do more with less, and it is clear that this approach can be
successful only if agencies are able to collaborate with others to fill in needed gaps
in operations and maintenance. In 2013, as part of development of the West Bay
Strategic Plan, the West Bay Sanitary District Board determined that providing
shared and contract services with neighboring agencies should be a priority.
Our team is in full agreement with the Board's objectives. As leaders in the
wastewater collection system community, we are actively seeking opportunities
for contract maintenance. We are currently providing stormwater and sewer
cleaning services to the Town of Los Altos Hills, sewer cleaning services to East
Palo Alto Sanitary District, and stormwater cleaning services to the City of Menlo
Park.
We are proud of our O&M approach, work ethic, and our leadership in the
community. We encourage you to contact the references below to learn more
about our team members and their contributions to the wastewater community.
P t Manager Ser g o Ramirez
Jacob Asfour, Maintenance Superintendent, Town of Los Altos Hills
(650) 941-7222/ jasfour@Iosaltoshills.ca.gov
Lenny Rather, Maintenance Supervisor, Oro Loma Sanitary District
(510) 481-6977/ Irather@oroloma.org
Elliott Johnson, Inspector, Union Sanitary District
(510) 335-2399 (cell)/elliottjohnson@unionsanitary.com
Paul Louis, Owner, Louis Consulting
(925) 788-8884/ plouis5481@aol.com
P ((hi B 5'ft r 5-L:I, •�dnn
Bob Correa, Public Works Supervisor, City of San Mateo
(650) 522-7354/ bcorrea@cityofsanmateo.org
Mike Brinton, Interim Director of Public Works, City of Ceres
(209) 538-5739 / Michael.Brinton@ci.ceres.ca.us
Andy Morrison, Wastewater CS Manager, USD
(510) 477-7542/Andy Morrison I @unionsanitary.org
References— I
1/40 ‘ftd
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
III References (cont'd)
In addition, we ask you to review the West Bay Sanitary District Annual
Performance Measurement Report, which is found on our website:
iw r 1 .,, 1�, s )LIH O !'MASIFR WBSD 208-
,. tl �r.R- p -� Fi JA! t ti 2OHp q
The Performance Measurement Report tracks West Bay
progress against established objectives that follow the
WaterEUM (a national group of water and wastewater
organizations in collaboration with the EPA) Elements of
Effective Utility Management:
• Product Quality
• Customer Service
• Employee and Leadership Development
• Resource Optimization
• Financial Viability
• Infrastructure Stability rerfottgapce
• Operational Resiliency Measurement
• Community Sustainability Report
• Stakeholder Understanding and Support
*theae Measu ene
DionrfUsln BaY AOfta
Unph.Man B� tt
'FMeWe
Frame lypry�monr
Customer Survey Results
%of surveys rated Excellent ar Above
AvereaeZmn""'""fa
z, l 4
ZOO
WEST an90
80D70
2009 2010 2011 2012 2013
WEST HAY
v
References-2
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
IV Sewer System Management and Maintenance
Experience
West Bay has operated and maintained its wastewater collections system for over
110 years. Our proposed team members have significant experience leading Bay
Area agencies in the maintenance of wastewater collection pipes and pump
stations. To supplement our staff resources, we have replaced or augmented our
equipment and tools over the past five years with state-of-the-art cleaning and
inspection technology. West Bay maintains a mechanical shop where we store
sufficient spare pipes and pumps to address emergency needs, and where we also
rebuild pumps on a routine basis.
Our expertise is described further below. If selected, West Bay will incorporate
the Town's public sewer system and two lift stations into its own Preventive
Maintenance Program and High Frequency Cleaning schedule. The Town's gravity
public sewer system, lift stations and community will receive the same priority and
high level of service as the West Bay facilities.
Pipes are cleaned using our combination hydrojet-vacuum truck, using a variety of
tools such as the Warthog, Chain Flail, SuperNova Chain Flail, Root Saws, and Sand
nozzles. West Bay also employs the use
To supplement hy- of Spartan Sewer Cleaning Machines,
dro-jet and machine Electric Eel sewer cleaning machines,
rodding, West Bay Rodding machines and hand rods where
still hand rods in access is limited or where mechanical
locations that are " methods may cause damage to existing
inaccessible to other pipes.
equipment.
The entire system is cleaned on a three-year maintenance schedule with a higher
frequency schedule (i.e., 3-, 6-, or 12-month cleaning) assigned to specific pipe
segments that have SSOs or known maintenance issues. The matrix on page 3 of
this section shows the progressive cleaning approach that enables West Bay to
continually adjust priorities.
Cleaning schedules and results are ,,' - 10'
stored in the West Bay / k
Computerized Maintenance `
Management System (CMMS), \ "'
nal
developed using Lucity software.
We store and proactively utilize an
abundance of information in the
CMMS, and continuously improve
system maintenance activities using
this tool.
Maintenance Experience- I
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
IV. Collection System Maintenance Experience (coned)
Regarding SSOs, West Bay conducts a Post Spill Assessment (PSA) on every
mainline section where an SSO has occurred, and televises the pipe within two
(2) working days of the SSO. The District has a "Find It-Fix It" policy for SSOs.
Review of the CCTV assessment determines whether a High Frequency
schedule is assigned to the mainline section, a Point Repair is scheduled, or
rehabilitation is scheduled via the Capital Improvement Program. Following this
process, we have prevented repeat SSOs, and have decreased SSOs from all
causes as shown below.
40
35
30
•Roots
25
•FOG
20 •P/R
•F/O
15 •Mud
Using our "Find it - Fix
1a •Other it" approach, we hove
controlled repeat SSOs
and have systemati-
c) _ • ' n - cally reduced SSOs
,
2009 2010 2011 2012 2013 from all causes
West Bay crews own two fully-equipped CCTV inspection vans and complete
CCTV inspection of the collection system on a five (5) year cycle. In addition to
inspection of existing pipelines, West Bay performs CCTV inspection on newly
installed pipelines, and pipelines that have experienced
SSOs. CCTV data in National Association of Sewer West Bay follows a 5-
Service Companies (NASSCO) Pipeline Assessment & year inspection cycle,
Certification Program (PACP) format is stored in the and also uses CCTV
West Bay CMMS. West Bay also CCTV inspects several . y; :, for post-SSO evalua-
lines per month as part of its Quality Control program, [ions and pipe
to verify that sewer mains have been adequately -'" cleaning QA/QC
cleaned. All of our CCTV field staff are NASSCO
PACP certified.
Maintenance Experience-2
tri
EXHIBIT A s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
IV. Collection System Maintenance Experience (cont'd)
Example Progressive Cleaning Matrix (as described earlier in this section)
Clear Light Moderate Heav
Debris No observable Minor amount of debris Moderate amounts of Sic,nificant amoums of
debris 1-2 passes debris chic rs
3-4 passes More aiu) 4 passes
14e-a:or concern for
tutu'e stoppare
Grease No observable Minor amounts of Small "chunks flip chunks or ogs
grease grease-15 minutes or No `ogs' -15 to 30 More then 4 passes
less to dean minutes to clean Cpcato' concern to
1-2 passes 3-4 passes futu-e stoppage
Roots No observable roots Minor amounts of roots Thin stringy roots - No Thick loos urge
1-2 passes `clumps' cumos
3-4 passes More than 4 passes
Operator concern for
future stoppage
Debris: No observable Specify material (if Specify material Specify rnatenai
Structural materials possible)- Minor Moderate amounts of Sonificant amounts of
pipe amounts of material material per line materia per me segment.
fragments segment Operator concern for
soil,rock, future stoppage
etc.
Action Decrease frequency Continue current Increasing current Increase current
to next lower maintenance maintenance ma!ntenance frequency to
frequency after 2 frequency frequency to next next higher frequency
dear results(e.g.6 higher frequency (e-g. (e.g 6 months to 3
months to 12 months 6 months to 3 months)- months). Submit fellow up
Submit follow up for for CCTV assessment
CCTV assessment.
Our cleaning approach includes collection and monitoring of cleaning data. We
adjust cleaning frequencies based on this information, to make sure that high
frequency cleaning occurs where it is needed, and clean pipes don't get WEST BAY
unnecessarily re-cleaned. This process improves cleaning efficiency and reduces
cost.
Maintenance Experience- 3
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
IV. Collection System Maintenance Experience (con(d)
Pipeline Repairs
An important part of controlling sanitary ` -- -
sewer overflows within the collection --
system is to have the ability to make point
repairs when significant pipeline defects are
found. In addition to digging up and replacing West Bay uses non-
damaged pipe sections, since 2010, the destructive repair
District has used a trenchless pipe repair 4110
methods in locations
method called "Pipe Patch". Pipe Patch where dig-ups are not
works much like a stint, adding support to required, or are not
the wall of the pipe from the interior and feasible.
sealing off joints and cracks from roots and
groundwater intrusion.
The District's Pipe Patch equipment, materials, and expertise are available to the
Town upon request.
Pipebne Pi evennve Activitic,
Root Foaming: By implementing a root foaming
,.- , program for approximately 25 percent of our system,
rel." West Bay has eliminated SSOs in some neighborhoods
almost entirely. We are fortunate to have secured
excellent pricing for this service, which is provided by
Duke's Root Control. As part of our services, and if
desired by the Town, West Bay will extend this pricing to the Town.
Source Control: The best place to address the issues that could create SSOs in
the system is at the source. West Bay's service area hosts a number of food
service establishments, as well as residents that have historically
disposed of fats, oils, and grease (FOG) through the kitchen sink _�..�..
drain. In 2013, through aggressive outreach and a dedicated ) t
source control program, West Bay had no SSOs related to FOG. '" s
Disposal of other items, in addition to FOG, are of growing ?at rb \‘i,'d .Q y
concern. For example disposable wipes are increasing as a ° :5: 'CYS
contributor to blockages and SSOs, and are also difficult to ~r. �^ �'L" j:-
manage during the wastewater treatment process. In addition to wRW
FOG outreach, our staff also actively educate our communities --.;�:"�'^ ••.
OP
about the proper disposal of these and other deleterious items.
This program can easily be extended to the Town's community if
desired.
Maintenance Experience-4
EXHIBIT A s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
IV. Collection System Maintenance Experience (cont'd)
SmartCovert) Technology: A valuable component of our operating strategy has
been the use of SmartCovers. SmartCovers have an electronics package attached
to the underside of the manhole cover that set off an alarm
when flow rises above normal levels (or the manhole cover is
opened). We have located the units in easements that are
difficult to access, or are close to a waterway, requiring rapid
response. To date, these devices have prevented twenty-six
potential SSOs. As an optional service West Bay could
recommend strategic placement of Smart Covers in the SmartCovers have helped
Town, and then monitor activity as measured by the devices. West Bay avert 26 SSOs
through early alarms that led
Hirai, Si.11c;., Ni ,u lrern n, ,. to preemptive cleaning.
West Bay performs regular inspections and maintenance of twelve (12)
publicly-owned Pump/Lift stations. In addition, West Bay maintains private
pump stations consisting of 40 residential grinder pump systems and 18 Septic Tank
Effluent Pump Systems (STEP). Maintenance schedules for publicly-owned pump
stations are performed twice per week while private pump stations are checked
quarterly. All of the publicly-owned pump stations and privately-owned grinder
pumps are continuously monitored using SCADA.
To streamline pump station maintenance, West Bay maintains an inventory of spare
pumps, electrical parts and instrumentation for pump station maintenance to
minimize downtime and maximize reliability. Over the last several years, West Bay
has experienced no down time at pump stations due to this proactive maintenance
and reliability program.
+q .
- WEST RAT
West Bay experienced no down time at its 12 pump and lift stations in 2013, in part
to a forward-looking approach toward inventory management
Maintenance Experience-5
160
EXHIBIT A
Proposal far the Town of Los Altos Hills Sewer System Operations and Maintenance
V. Collection System Maintenance Challenges
To supplement the information in this proposal, we have highlighted in this section
information related to specific maintenance challenges. Our team members
encounter and address collection system challenges on a daily basis. The following
examples show our expertise in providing cost effective solutions to four common
challenges that are encountered by West Bay:
• Addressing Regulatory Compliance
• Providing Timely and Effective Emergency Response
• Addressing Odor Control
• Maintaining Positive Interactions with the Public
1‘ 1 Aly ComF,h.inc�.
`)oi i , ,.ir riyc ildwrc.ridrie ,App i )eCh P. crecibail
We have first-hand experience facing regulatory scrutiny, and clearly understand
how a system must be managed to meet regulatory requirements. In 2008, after
years of deferred maintenance, West Bay reported 55 SSOs, which was equal to
approximately 26 SSOs per hundred miles of pipe. As a result, the District was sued
by San Francisco Baykeeper for violations of the Clean Water Act However,
unknown to Baykeeper, the District had begun to make positive change in its
maintenance practices. This change was accelerated under the leadership of Phil
Scott and our proposed team. By the time discussions with Baykeeper ended in
2011, SSOs had been reduced by over 70 percent and the District and Baykeeper
agreed to settle the issue without the need for a Consent Decree.
60
a
E
g 413
Through a progressive collection F 30 -
•Total SSOs
system maintenance program, our w 20
•proposed team reduced West Bay +SSOs per 100 Miles
Sanitary District SSOs by 82% in five j •
10
years, avoiding costly regulatory a
actions. 2008 2009 2010 2011 2012 2013 NEST CAT
CakndrYear
Maintenance Challenges- I
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
V. Collection System Maintenance Challenges (coned)
There is no silver bullet to improving sewer system performance. Achieving this
success requires the following actions, which we have integrated into our
approach.
• Proactive cleaning and inspection strategies
• Clear productivity goals, reinforced with work product
quality assurance
• Frequent employee training
• Reliability, modern equipment
• Strategic pipeline replacements involving conventional and
trenchless technologies
2 Pr :,,kung in.cly 11 ,1 Fff_cnve Erne; Rency Re,poii,e
Pe Lm sti v, die KA" to Rai, f Field Rc-f c)nv,
West Bay prides itself on our response time to calls. In the last few years, in
addition to reducing SSOs, we have cut response time in about half. After-hours
response time to SSOs in calendar year 2010 was approximately 50 minutes.
Within this time, the on-call employee would get the call, drive to work, pick up
the emergency response vehicle, and drive to the site. This process did not leave
enough time to call in extra resources and perform reporting in the timeline
required to mitigate and report a Category I SSO.
60 Simple yet effective
50 process changes
allowed West Bay to
40 • reduce after-hours
E 30 -. . _. - response time by over
u 20 - - half. Our staff are
committed to rapid
response and extend
es's�. 0 this commitment to
2009 2010 2011 2012 2013 the Town.
Calendar Year
-a-During Work Hours -a-After Hours
In 2011, Phil Scott implemented a simple process change, allowing the on-call
employee to take the emergency response vehicle home and drive it directly to
the site during a call-out. This new process reduced the after-hours call-out
response time by more than half. The average response time for after-hours
service in 2013 was 27 minutes, which includes service to the Portola Valley,
adjacent to the Town's service area.
Maintenance Challenges- 2
fai
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
V. Collec mon System Maintenance Challenges (con(dI
2 t Fru.: Er gency Resfiome IcoFCJ)
SSO response is our first priority, and all of our staff,
including our proposed team members, are trained and paid g
to respond to emergencies, including 24/7 response to sewer I 'system emergencies.
West Bay has developed a comprehensive Sewer System •
Management Plan (SSMP) and Overflow Emergency Response
Plan (OERP) that are available through our website at the url:
We have a fleet of dedicated 55O response vehicles and equipment, including a
First Responder truck and jet-vac combo cleaner, trailer-mounted bypass pumping
equipment, and a ditch witch vacuum excavation and clean up trailer.
Our team is well versed in SSO response,
containment, cleanup, sampling, and reporting.
NOW
We are trained in the 55O estimating procedures
and other response activities that are used
` throughout industry and supported by the
Town's OERP provider, DKF Solutions. We will
follow the Town's OERP, and will also integrate
key aspects of West Bay's SSMP and OERP
• response procedures, where these procedures
further improve service.
•
West Bay has few odor complaints from its 12 pump stations, and sewer collection
system — less than five per year. However, when odor complaints are received,
West Bay crews respond with an on-site investigation and improvements, if
needed.
WEST BAT
v
Maintenance Challenges - 3
hist
EXHIBITA
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
V. Collection System Maintenance Challenges (cont'd)
For example, we have been working with an isolated odor issue at the Corte
Madera pump station in Portola Valley. This station is located next to a creek and
directly adjacent to a residence in a heavily wooded, bucolic neighborhood. West
Bay needed to find an odor control solution that did not add unsightly equipment
and could be implemented in a small footprint. As a result, we are now dosing the
pump station with Helix-Commandern" odor control product to control the
odors through management of the H2S vapors which create these odors. The
effectiveness of this odor control approach is measured regularly with the West
Bay OdaLogger Unit.
After studying the options available
to control odors from this
i n neighborhood pump station, West
Bay found success with the Helix
Commander" product, which is easy
to use, cost effective, and non-
hazardous.
Time
tl,
West Bay places high priority on responding to customer complaints about sewer
service. Complaints are generally related to sewer stoppages, overflows, or, less
frequently, odors. Response is performed by the field crews during work hours
and the on-call staff member during non-working hours. Response includes making
a field assessment of the complaint and taking necessary action(s) required to
resolve the problem. Increased preventative maintenance may be implemented if
the problem is mainline-related to minimize recurrence of the issue.
WEST RAM
v
Maintenance Challenges-4
V `O
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
V. Collection System Maintenance Challenges (cont'd)
Challniigr 4 Mari uriiiig Positive InTe e tio:is wish Pie Public a onrrli
West Bay is an integral We establish specific objectives in terms of response time, and
part of the community. distribute a customer feedback form after each response activity
For example, we are a git to collect information and learn from each customer interaction.
proud sponsor of the 41114:
Our customer survey process extends beyond these interviews
Diaper Derby at the ~ and also considers factors such as the nature and accuracy of
City of Menlo Park newspaper articles.
Chamber of Commerce
Block Parry. Our employees know that their performance is in part evaluated based on how the
public perceives the agency. In this way, customer feedback is an effective tool in
maintaining our quality of service.
• S
Good service starts with the a positive first impression. Our Sewer
maintenance crews are proud of their system and their work, and this pride
shows in their presentation and attitude.
WEST WAY
v
Maintenance Challenges-5
EXHIBIT A s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VI. West Bay Fleet and Equipment
As a fully operational maintenance organization that is dedicated solely to
wastewater collection system maintenance and management, we own and
maintain a full fleet of vehicles and equipment. Our range of equipment allows
us to service lines in hard-to-reach easements and locations, through both
flushing, rodding, and even hand-rodding in the most difficult locations.
We are proud of our fleet, which is summarized below. Since we plan to
integrate the Town's system into the West Bay maintenance schedules, all of
the equipment shown will be available for use in maintaining the Town's sewer
system.
We have systematically replaced our vehicles to assure that we have the most
current technology. Most of the equipment described is less than 5 years old.
Summary of West Bay Fleet and Equipment
• Pipe cleaning vehicles: combination jet-vac unit; trailer letter; hydro jetter;
and power rodder
• 2 CCTV inspection trucks (as of May 2014)
• 15 vehicles (from automobiles to fully equipped service truck, truck with
jetter nozzle, dump truck, and one truck-mounted 3-ton crane)
• Additional construction tools and equipment, sufficient for completing small
dig-and-replace repairs of the sewer system.
4774_
` I � I ( )I + •
- --- ror— —fir_
-
;
•
West Bay has a range of cleaning '.0 4 • _ -
options to address pipes in different - --
e
settings. WEST RAT
v
Fleet and Equipment- I
kepi 4
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VI. West Bay Fleet and Equipment (con(d)
re5001050400
X9Forr -44
L-1-2_ - i
\+ Aith\f-�
Inspection and repair vehicles allow
cost effective small repairs, including
immediate repairs needed to address
SSOs.
1 lr-
IN
o
Nil
1 •
•n
550 response is our first
priority, and West Bay
WEST BAY maintains a dedicated 550
v ,. bypass
response ptrailer,i and
bypass pumping equipment
truck for effective response.
Fleet and Equipment-2
V Ali
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VI.West Bay Fleet and Equipment (coned)
Vehicles (Unit Number and Model Year)
Vehicle ID Description
205 2012 Combo Unit (Aquatech)
201 2013 Cmax
216 2014 CCTV Unit
208 2014 Ford F350 2X4 (Service Truck)
213 1999 Ford Ranger Pickup (Source Control)
218 2007 US Trailer fetter
212 2004 F450 Utility Truck (Assigned to Trailer Jetter)
204 2004 Power Rodder (Sreco)
207 2005 Ford Explore 4x4 (Projects Manager)
211 2008 Ford Escape (Construction Inspector)
209 2008 F550 Super Duty (Rehabilitation Crew)
202 2008 Ford Escape (Assistant Superintendent)
220 2012 New 1/2 inch fetter on F550 4x4
203 2009 Sterling LT8500 Dump Truck
217 2011 F-350 Extended Cab w/ Utility Bed and 3 Ton Crane
214 2011 Ford F250 (Source Control)
210 2012 Ford Super Duty (Pump Truck)
206 2012 Ford Expedition (Superintendent's Vehicle)
219 2008 Traffic Control Unit
215 2003 International Hydro (SRECO)fetter
For equipment list, see next page.
Fleet and Equipment- 3
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VI West Bay Fleet and Equipment (cont'd)
Equipment (Year and Description)
Year Description
1994 Case Backhoe 58 Super K 4x4
1989 Extend AJet(I" easement cleaning unit)
2001 Bobcat Model 873 Loader
2011 Concrete Saw Trailer (5x10)
2006 Dynapac Asphalt Roller
2006 Ingersoll Rand Compressor/Generator
2002 Zieman Trailer (Backhoe)
2005 6" Bypass Pump
2009 Carry All Confined Space Trailer
2011 Concrete Saw
2011 6" Gorman Rupp Pump
2011 Bypass Trailer
2011 Pipe Patch Trailer
2012 Jack Hammer Attachment for Bobcat
2012 Message Traffic Arrow Board
6a"
i
Fleet and Equipment-4
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VII. Staff Certifications
Our staff are highly certified, and are rewarded for continuing their professional
development. Our team members are also heavily involved in California Water
Environment Association (CWEA). Through our contacts in this leading
organization, we have access to a wide range of resources and solutions to help
improve operations.
West Bay is also the Lead Agency in a grassroots effort called the Collection
System of the Future. Through this project, nine Bay Area agencies have come
together, and over the next year, will brainstorm and find common solutions to
our highest priority agency management challenges. If selected, West Bay will share
the lessons learned from this important effort with the Town of Los Altos Hills.
California Water Environment Association Certificate Holders
Certificate Emoloxee West Bay Position
Grade IV Beyer Source Control Inspector (and Environmental
Compliance Inspector Grade I)
Grade I Brown Construction Inspector
Grade II Chu Pipeline Inspection Tech *
Grade III Coca Field Supervisor *
Grade I Cortez Rehab Field Supervisor
Grade II Hildebrand Maintenance Worker
Grade I Hulsmann Pump Facility Supervisor (and Mechanical
Technologist Grade III)
Grade II Martinez Maintenance Worker
Grade I Patino Field Supervisor
Grade I Praturlon Source Control Inspector
Grade I Sanchez Pump Maintenance Mechanic (Grade is held in
Mechanical Tech)
Grade I Santos Maintenance Worker
Grade I Simonetti Regulatory Compliance Inspector
Grade I Valentine Rehab Technician
Grade IV Ramirez Maintenance Superintendent WEST RAY
Grade IV Scott District Manager
* NASSCO PACP Certified
Staff Certifications - I
kii/ Nod
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VII. Certifications (cont'd)
CWEA Committee Involvement
• Jed Beyer, Santa Clara Valley Section, Collection System Committee–
Chair
• Brian Chu, CWEA Northern Safety Day - Liaison Affairs Support
• Juan Coca, Santa Clara Valley Section, Collection System Committee—
Secretary and San Francisco Bay Section- Member
• Sergio Ramirez, Santa Clara Valley Section- Board Member and San
Francisco Bay Section -Past Chair
• Phil Scott, CWEA Board President Elect, Former CWEA Treasurer,
Richard D. Pomeroy recipient, Golden Manhole recipient
• John Simonetti, CWEA 2n° Year Director of State Safety Committee,
Northern Safety Day Conference Committee Co-Chair, Santa Clara
Valley Section Safety Committee Co-Chair
0 In addition, District staff have various affiliations
with CASA, BACWA, ABAG, CSDA, and
WEF
Staff Certifications-2
410
EXHIBITA s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
VIII CMMS / GIS Software
The District has used the Lucity software package (formerly known as GBA Master
Series)for its Computerized Maintenance Management System (CMMS) since 2002.
The Lucity network is linked to the
a-,=71
District's GIS maps, developed using ESRI
software, through common manhole and
pipe ID numbers. The town can readily view
all Lucity data through maps generated
through GIS. When CMMS data changes, a
refresh of the GIS map will display the
updated information. Each GIS layer's -
attribute table provides the information in
database format, reflecting the data as it is
stored in the Lucity software. Lucity integrates GIS and the
CMMS to develop preventive
Due to their size, sewer inspection videos are maintenance tools such as this
stored on a separate server. The user is root foaming map.
linked to the server and associated file
through Lucity. However, videos are only accessed "real-time" from the office, and
must be downloaded in advance for use in the field. CCTV logs, summaries, and
other information are manageable in size and stored directly in the Lucity database.
Lucity as a Progressive System Management Tool
All asset information, cleaning, CCTV inspection, facility inspections, pipeline
rehabilitation and replacement activities and results, and SSOs are logged into
Lucity. The District uses this new data on a continuing basis, through pre-
established decision trees, to refine and improve system management.
In addition to the desktop license, the District also uses tablets to capture work
order data from the field. Critical asset data is available on field staffs mobile
tablets during maintenance, repairs, and response activities. Field crews also input
information directly onto forms that are stored within each tablet, eliminating the
need for paper, and for transcribing information from paper to the computer. In
Field tablets this way, crews save time and reduce errors in data management. The data is
streamline data uploaded back to the server at the end of each work shift.
collection and
reduce user issues Additional information on Lucity software options is provided through their
found when website: http://wwwl ucity.com
manually updating
the CMMS.
CMMS/GIS Software- I
11110
EXHIBIT A s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
IX. Task List and Proposed Cost
The tasks and costs that are presented in the table on the following page follow the
Scope of Work that is included in the Town's Request for Proposals. These
services closely reflect the manner in which West Bay conducts maintenance on its
system. Our crews are already in your neighborhood, providing service to the
adjacent community of Portola Valley, and some parcels in Santa Clara County.
Our day-to-day activities can be easily extended to serve the Town.
West Bay proposes to implement this scope in a manner that provides flexibility
for adjustment mid-way through the maintenance cycle. In this way, services can
be tailored better to meet the Town's needs. We believe that through this
process, we will provide the needed services at a lower overall cost to the Town.
Our proposed implementation schedule is shown in the figure below.
Review
Information '
Refine Pipeline& Program New Launch
Proceed with Hot PS Maintenance Schedules into Maintenance- k
Spot Clea Hing Strategies CMMS Program
Provide SSU
Re pan se
Notice to Proceed > First Quarter > Remainder of Contract
WEST RAY
v
Task List and Proposed Cost- I
EXHIBIT A
Proposal for the Town of Los utas Hills Sewer System Operations and Maintenance
X. Task Llst and Proposed Cost )Con['d)
Task Description Unil cost Quantity 12,month
Cost
Eld Item No.1. West Bay will perform maintenance on the Town's two pump stations following $1,670/mo 12 months $10,040
Pump Station the schedule outlined in the REP and provide 24-hour emergency response.Pump
Maintenance station maintenance Includes wet well cleaning twice annually,and degreaser
appliatonas needed.
&d Item No.2, West Bay will clean sewer pipelines using our fleet of equipment and tools.93,600 $092/11 93,6001f $86,112
Cleaning and Flushing in If of pipe within the public right-of-way will be cleaned,with approximately 20
ROW percent of this pipe accessible from only one end.This effort includes
development of a progressivecleaning strategy(to move pipes on and off of the
hot spot list)using CMMS,and 0A/QC of cleaning activities through CCN
inspection.Cleaning results will be included in the CMMS.
Bid Item No.3. West Bay will clean sewer pipelines In easements using our fleet of equipment and $1.31/1f 31,20011 $40,872
Cleaning and Flushing in tools.31,20011 of pipe will require cleaning,assuming ll of the pipe'is accessible
Easements from only one end.The progressive cleaning strategy described In Bld Item No.2
will Include these pipes.Results will be Included in the CMMS
Bid Item No.4. West Bay will complete CCN inspection of 46,800 Meal fret of pipelines that are $140/11 46,80011 $65,520
CCN Inspec0on wihlnessibe through both ends of the pipe(to allow access of a Pan-and-tiltcamera
ROW required to meet NASSCO PACP standards).Structural and O&M condition
ratings and defect codes that use the PACP standard will be entered into the
CMMS system as part of this item.
Bid Item No.S. West Bay will complete CCN Inspection of 14480 Meal feet of pipelines that are $180/N 12,0801f $22464
CCTV Inspection withincessiblethrough both ends of the pipe within easements.Similar to Bid Item No.
Easements 4,CCN results will be incorporated into the CMMS.
Bid Item No.6. West Bay willfol1owthe Town's Sewer System Management Plan and Overflow $1,200/550 65SO5 52,200
Response to$505 with Emergency Response Plan in responding to and conducting initial reporting of
access from Right of Way sanitary sewer overflows.The Town will serve as the Legally Responsible Official
(LBO).
The Town's SSMP closely follows the West Bay SSMP,which requires response
within 60 minutes from notification,following the 550,and subsequent CCN
inspection,West My will make recommendations as to follow-up actions,including
identifying issues related to lateral connections.We consider SSDAvoidance and
Response as the most critical components of our perating strategy,and are well
trained to address SSOs of all sizes,at any time,as described further in Section V.
This item proposes a"per-SSO"approach.West Bay agrees to complete 550
response at no cost the Town if the SSO in question resulted from inadequate
cleaning by West Bay up to six months prior to the 550.
&d Item No.7. West Bay will provide 550 response and reporting for issues that occur within $1.380/550 65505 $8,280
Response to 5505 with easements,following the approach described in Bid Item No.6.
access from Easements
only
Ad Item No.8. West Bay will import the Town'sCMMS data into Lucity CMMS software,and will $24,500 1 t $24,500
Tmal Setup and Database develop at least ix data collection forms in collaboration with the Town.This Lump Sum
ransfer form CM Ms and scope includes one seat license that is dedicated to the Town(Includes Sewer Noy:this as item will be reduced to
0IS systems module,CCTV module,Work Order module,GIS module,and Overflow module). SssOo iu the Town beset use the
and online access by the Town to its data.The CMMS GIS shall provide access West Bat thein lideaof der to purchasing
to the Town's CCN data and hot spot maintenance schedules.This task includes new Dayeat license
license.
generation of the initial Town hot spot list.
Bid Item No.9. West Bay will integrate new sewer ystem O&M Information into the GIS maps on $125/hour 120 hours $15,000
01S Mapping a monthly basis.This task Includes maintenance of a change log and integration of
Maintenance and other mapping updates as provided by the Town.
Updates
Bid Item No.10. At the beginning of the project,we will develop a standard monthly summary $350/month 12 months $4,100
Monthly Management format that Includes the performance indicators that will be tracked and measured
Reports on a monthly and annual basis.These indicators will correlate closely to the
measures that are described in Element 9 of the Town's SSMP.If these elements
are not yet defined,we will assist the Town in developing a list that follows
Regional Board expectations.The summaries will integrated progress made in
pump station maintenance,and shall document any Issues and recommendations
to address these issues.This task Includes the Towns biannual 5SMP audit.
Bid Item No.11. West Bay will respond to SSOs related to private laterals,including determining $310/lateral 65SO5 $1,860
Sanitary Sewer Overflow ownership,notiifyingthe owner of the issue,providing the owner with the Town's
Response for Private Sewer Spill Reference Plan,and entering information into the CMMS system.
Laterals
Total $296,408
• In addition,West Say offers up to six point or spot repairs annually,and has provided
example unit ates following this bid sheet. Task Us and Proposed Cost 2 W 8l 8AY
• Pump station repairs will be completed on a time and materials hasis at a cost of
$90/hour witha 2-hour minimum.Pans and materials will be provided at cost plus
10 percent.
EXHIBIT A
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
Example Unit Costs for Point and Spot Repairs
7aO
Labor: Labor: $3,000
Maintenance Worker: $102/hr Material: $600
Rehab Tech: $91/hr Equipment: $400
Maintenance Worker: $59/hr Thar' VOW
Equipment: I ,ePat' "E�iP?B'OCd'.,a,.;`
Backhoe $25/hr Labor: $700
Roller $10/hr Material:
Utility Truck $22/hr 6x24 Patch Kit $ 400.00
6x48 Patch Kit $ 600.00
Material: Cost plus Markup 8x24 Patch Kit $ 500.00
8x48 Patch Kit $ 800.00
Equipment: $200
Total:
6x24 Patch $ 1,300.00
6x48 Patch $ 1,500.00
8x24 Patch $ 1,400.00
8x48 Patch $ 1,700.00
" Example Unit Costs for Optional Open Trench and CIPP Spot Repairs
(Actual Costs May Vary, Depending on Site Conditions)
IV EST BAY
v
Task List and Proposed Cost-3
4110
EXHIBIT A s
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
X Acceptance of Insurance :+nd Indemnification
Requirements
West Bay has reviewed the Town's Insurance and Indemnification requirements
as provided in the Request for Proposals, and we request addition of the
following language to the end of Section 5 of the Town's agreement:
Notwithstanding the foregoing, CONTRACTOR shall not be required by
this Section 5 to indemnify, hold harmless or defend the TOWN for liability,
including but not limited to fines or civil penalties imposed by regulatory
authorities or non-governmental entities pursuant to the Clean Water Act
or state law, that may arise if any part of the System fails, overflows, or
otherwise causes damages or costs, provided that the failure, overflow, or
other cause of the damage was not proximately caused by the Contractor's
negligence in the performance of work specified by this Agreement.
Examples of such failure, overflow or other problem include, but are not
limited to: blockages that are proximately caused by facilities that are prone
to root intrusion or blockages because they are beyond their useful life or
improperly installed or damaged or degraded by roots, construction
activities, earthquakes or settling; blockages caused by FOG build-up or
other obstructions that could not be reasonably anticipated in a particular
segment based on historic data; or blockages caused by acts of vandalism or
contractor negligence ("Unexpected Events"). TOWN agrees to hold
CONTRACTOR free and harmless and to indemnify CONTRACTOR and
its officers, officials, employees and agents from all claims, demands, damages,
liabilities, losses and costs of whatever nature arising from, connected with,
or related to such Unanticipated Events, or that arise from or are
proximately caused by TOWN's performance of work which is not included
within the scope of this Agreement.
In addition, if West Bay is selected as the Contractor, we request that the Town
amend the Agreement to reflect West Bay's participation in the CSRMA risk
pool.
WEST NAY
v
Insurance Requirements- I
EXHIBIT A y
Proposal for the Town of Los Altos Hills Sewer System Operations and Maintenance
XI. Prevailing Wage Confirmation
West Bay acknowledges that all personnel occupied in performance of the field
work will be paid prevailing regional wages (classification Laborer Group I B for
Santa Clara County) and West Bay will provide certified payrolls to the Town
upon request.
Prevailing Wages is defined as the sums set forth in the documents entitled
"General Prevailing Wage Determination made by the Director of Industrial
Relations pursuant to California Labor Code Part 7, Chapter I, Article 2,
Sections 1770, 1773, 1773.1 and 1776."
If selected, West Bay will keep a copy of the prevailing wage rates in each
service truck.
Further, West Bay will comply with the provisions of California Labor Code
Sections 1774 and 1775 concerning the payment of prevailing rates of wages to
workers and the penalties for failure to pay prevailing wages.
WEST HAY
v
Prevailing Wage Confirmation - I
410
EXHIBIT A s
WEST BAY
500 Laurel Street Phone: 384
Menlo Park, CA 94025 Fax: 65 -321-4265 TY
E-mail:sramirez@westbaysanitary.org
.I III I i
;IIIill
I IYI j1 ' 4 M 0. ii
For more information,visit our website •At -LS. •
Fad
EXHIBIT B
-..
CE-Ft
Hi-Jul-2014-2014
SATE of cava
•
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF EVIDENCE ONLY AND CONFERS
ANlent Insurance Service8,Inc. I NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE COES NOT
1C0 Pine Street
AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE
100Ith ine AFFORDED BY THE mEMOPAND1MS)OF COVERAGE(MOCIBELOW.
San Francisco.CA 94111 (415)403-1400 THIS CERTIFICATE OF COVERAGE DOES NOT CONSTITUTE A CONTRACT
BETWEEN THE ISSUNG INSURER.AUTHORIZED REPRESENTATIVE OR
- -- - - - - - — PRODUCER AND THE CERTIFICATE HOLDER
mime West Bay Sanitary District
Member Of CSRMA
5OO Laurel Street
Meek Park,CA 94025 •
97 li
MEMORANDUM OF COVERAGE NUMBER PROGRAM AFFORDING COVERAGE
CSL WBSD 1314 1 California Sanitation Risk Management AuUOTity(C.S.R.M,A.)
COVERAGES
THIS ISAOCERTHATE COVERAGE IS AFFTOE NAMED MEMBER,AS PROVIDEDBYTHE NTROOF COVFOR THE
COVERAGEPER SHOWN BELOW SOTMYOEG ANY RQUITEMA OF CONTRACT OR OTHER DOCUMENT WITH RESPECT E
CT
TO VLACH THIS
CERTIFICATE MAY UED OR MAY PERTAIN. THE
COVERAGE
AFFORDED BY THE
ThE PROPROGRAM DESCRIBED HEREIN IS SUBJECT TO ALLEGE
TERMS.OCCLUSIONS.ANDCIXDOUNS OF SUCH MEMORANDUMS)OFCOVERAGE THE FOLLOWINGCOW-RAGE IS Pi EFFECT:
PUBLIC ENTITY LIABLE'LS DEFINED IN THE MEMORANDUM(S)OF COVERAGE ON FLE WITH THE ENTITY.AND COMES ARE AVAILABLE ON REQUEST.
Type Of Crory: EfMewOep EFpIretonDMe SJR. Deductible WMYIy Limit Per
Public EMIL,LIMING IMueler _ Occurrence
GAMMILIIIMMILICOrmenel
-QW
General LIMON 31 31-Dec-2013 31-0N-2014 �. _.. .
Conlmatell
yN..MBbatage_eenl
Owed ANonoMles 31-CO2013 3Wec-2014 125,000 52,000,000
NonOwneN AMmKtles
Hmtl
and No-Omef Aub
TAvtgffieel LMb9I N Caxrene
Nolessugl Welly(CoeNao 31Leo.2013 31-Dec 14 ---
_ _ Dec-2010 ;25000 _._ $2,000,000
THE DE
O
OP
S
IS NAMED
DATIONBILOCN COVERED PARTY
PER ADDED R ENDORSEMENTS/SPECIAL
PRESPECTS
SER ICES AGREEMENT NAMBETWEEN
ENTHEADDITIONAL COVERED PATES PER THE MEMORANDUM OF COVERAGE .WITH PIES OF T TO MAINTENANCE
SERVICESME AVAILABLE TOWN
REEOF LOS ALTOS HILLS ANO WEST BAY SANITARY DISTRICT. COPIES OF THE MEMORANDUM OF
COVERAGE AVAILABLE UPON REQUEST.
CERTIFICATE HOLDER -_.--_ CANCELLATION
_— SrCULD WY OF THE ASOVE cc-SCRIBED eBA]RetIS SI OF COVERAGEBE
Town of LOS Arks Hill 174O1-3414 /NCENID BEFORE ME EmMTIN DATE THEREOF,NOTCEWLL eEDEANEREO In
Public Works[NectarACCORDANCE WITH THE moroBALIOUMNOF03vERAGE PROMS Nt
263]9 Fremont Road
Los Elks HEIS,CA 94022
Attn:RIChard Chiu Jr. AuniCarrati RBTREEBENTATNe
hr+
Exhibit B
110
EXHIBIT B
CALIFORNIA SANITATION RISK MANAGEMENT
AUTHORITY
ADDITIONAL COVERED PARTY ENDORSEMENT
This Endorsement forms a part of the Memorandum Of Coverage issued by the
CALIFORNIA SANITATION RISK MANAGEMENT AUTHORITY.
ADDITIONAL COVERED PARTY:Town of Los Altos Hills
CSRMA MEMBER ENTITY:West Bay Sanitary District
DESCRIPTION OF ACTIVITY:Maintenance Services Agreement
DATE(S)OF ACTIVITY: 07/15/2014- 12/31/2014
LOCATION OF ACTIVITY:Town of Los Altos Hills
MAXIMUM COVERAGE LIMIT: $2,000,000
DEDUCTIBLE: $25,000
The person or organization first named above is added as an ADDITIONAL COVERED
PARTY pursuant to Section 111(A), "Definitions" and Section VII, "Covered Parties."
Coverage is provided through participation in a risk sharing joint powers authority, for
general and automobile liability as defined in the Memorandum of Coverage.
The coverage being provided by this Endorsement is limited to"occurrences" arising out
of the activity or location described, and the time period indicated herein, and is subject
to all the terms,conditions and exclusions of the Memorandum of Coverage. Pursuant to
Section III (A), the person or entity named above is only an Additional Covered Party
with respect to operations performed by or on behalf of the CSRMA MEMBER
ENTITY,or facilities owned or used by the CSRMA MEMBER ENTITY.
Coverage is in effect for the DATE(S) OF ACTIVITY indicated above and will not be
cancelled or allowed to expire at a date other than the last date indicated except upon 30
days' written notice to the Additional Covered Party.
Date issued: 07/15/2014
Authorized Representative
kirsd
EXHIBIT B
CERTIFICATE OF INSURANCE J 15-uL014
vppyCER THIS CERTIFICATE IS ISSUED ASA MATTER OF NFORMATION ONLY AND
CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE
Alliant Insurance SeMces,Inc. DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND.EXTEND OR ALTER THE
100 Pine Street COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF
11th Floor INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING
San Francisco,CA 94111 (415)403-1400 INSURERS),AUTHORIZED REPRESENTATNE OR PRODUCER,AND THE
CERTIFICATE HOLDER.
INSURED Member of District INSURERS AFFORDING COVERAGE
MemberofCSRMA
500 b Par ,CA Please refer to Coverages section below.
Menb Park,CA 94025-
97
COVERAGES
ISSUED
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DESCRIPTION OF IS ISSUED FOR EVIDENCE ONCLE$/EXELUSIONS ADDED BY ENDORSEMENTS/SPECIAL PROVISIONS
THIS CERTIFICATE IS ISSUED FOR EVIDENCE ONLY.
R n. SIMS.
IMPORTANT Ilueaanlem.IwasrBOATIONI wmsuxho.mepomeII.Imncl c 410m. mpoky.smnammnua to®ndawmmny to SWmot holder0117 ,d.um
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CERTIFICATE HOLDER CANCELLATON _
SH0411.0 NW OF THE TYNE DESCRIBED POLICIES BE CANCELLED BEFORE THE
Town of Los Altos Hills 17401- Pal POPRAI gIONDAThTEIEOF,NOTICE WILL BE DELIVERED IN ACCORDANCEWIN THE
Public Works Director
26379 Fremont Road •
Los Altos Hills,CA 94022
Ann:Richard Chiu Jr. AUTHURED rEPRESENTAINE ._
EXHIBIT B
CERTIFICATE OF COVERAGE 15-Jul-2014
PRODUCER THIS CERnFICATE IS ISSUED AS A MATTER OF EVIDENCE ONLY AND CONFERS
NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT
Agent Insurance Services.Inc. AFFIRMATIVELY OR NEGATNELY AMEND,EXTEND OR ALTER THECOVERAGE
100 Pine Street AFFORDED BY THE MEIAORM'DUM(S)OF COVERAGE(MOL)BELOW.
11th Floor
San Francisco.CA 94111 (415)403-1400 THIS CERTIFICATE OF COVERAGE DOES NOT CONSTITUTE A CONTRACT
BETWEEN THE ISSUING NSURER.AUTHORIZED REPRESENTATNE OR
PRODUCER,AND THE CERTIFICATE HOLDER
mines West Bay Sanitary District
Member of CSRMA
500 Laurel Street
Menlo Park.CA 94025-
97
__.
MEMORANDUM OF COVERAGEGE NUMBER PROGRAM AFFORDING COVERAGE
CSWC WBSB 14151 California Sanitation Risk Management Authority(C.S.R.MA.)
COVERAGESTHE
COVERAGE
VEAS
COV COVERAGE
PERIOD THAT BCOVERAGEISAFFORDED TO WREOIVR MEN].TERM ER CO OMONO BYTNEMTRACTOR OTh OFCOVERAGE.FOR REE
TOWHIIHEPERIODTHOWTBMAY BE ISSUE ORIL PER S..REOURFAENG]AFF R EDBY THE PROGRAM CONTRACT DESCRIBED EREW IS SUBJECT
WITH RESPECT
TEWHICHCLU CERTIFICATEMAY ISSUED ME ORANDU THE F COvEREE. THE FDBY LOW 14COVERAGE
IINEFFECT: 6511BJELT TO ALLTHE
TERMS,EXCLUSIONS.AND CONDITIONS OF SUCH MEMORANDUMS)OF COVERAGE. THE FOLLOW WG COVERAGE IS IN EFFECT:
PUBLIC ENTRY LMBILITY IS DEFINED IN THE MEMORANDUMS)OF COVERAGE ON FILE WNH THE ENTITY.AND COPIES ARE AVAILABLE ON REQUEST.
Type Of Cewpe: EffcM*Om EylrtUm0ele SIR. Deductible Liability Limit Per
Public ferny Uabllly Including: Occwrenee
WmkeTle Cor ,Metlen(Coverpfl
Limit 01J12014 0144-2015 -. . _ _ - _ S150.003
DESCRIPTION OF OPERATIONSILOCATONSIVEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTS/SPECIAL PROVISIONS
THIS CERTIFICATE IS ISSUED FOR EVIDENCE ONLY.
CERTIFICATE HOLDER CANCELLATION
OFT I HE
CANCELED OFTHE ABOVE XPIDESCRIBED DATE
ATE THE OF. OT COVERAGELO
Town of Los Alma HIS 1740.1_ 2402 CANCELLED FORE THE IXFIMiDUMIECOVEF.GE PROVISIONS DHNEPEIIW
Public Works Director
ACCORDANCE WITH THE EEwReNDuµs OF COVERAGE PRwlsor 9.
26379 Fremont Road
Lostt94022 - --- —--_ --
Ln::Richard
cM1 Hard e ChM CCu Jr. wTHDRIEED RwRESFRrAnvs
0 a
RESOLUTION 25-14
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS
ALTOS HILLS APPROVING AND AUTHORIZING EXECUTION
OF AN AGREEMENT BETWEEN THE TOWN OF LOS ALTOS HILLS AND
WEST BAY SANITARY DISTRICT FOR PROVIDING OPERATION AND
MAINTENANCE SERVICE FOR SANITARY SEWER SYSTEM,OVERFLOW
EMERGENCY RESPONSE AND ASSET MANAGEMENT SERVICES
WHEREAS, the City Council of the Town of Los Altos Hills has read and considered that
certain Agreement("Agreement")between the Town and West Bay Sanitary District;
NOW, THEREFORE, the City Council of the Town of Los Altos Hills does RESOLVE
as follows:
Section 1. Public interest and convenience require the Town of Los Altos Hills
to enter the Agreement with a not-to-exceed amount of $300,000.00 for preventive
maintenance, emergency call-out, and asset management services.
Section 2. The Town of Los Altos Hills hereby approves the Agreement and the
City Manager is hereby authorized on behalf of the Town to execute the Agreement
between the Town of Los Altos Hills and West Bay Sanitary District.
The above and foregoing resolution was passed and adopted by the City Council of the Town of
Los Altos Hills at a regular meeting held on the 19th day of June,2014 by the following vote:
AYES: Radford, Corrigan, Harpootlian, Larsen, Waldeck
NOES: None
ABSTAIN: None
ABSENT: None
7 /
BY: .G " -A
John Radford, Mayor
ATTEST: �s
LGA
Deborah Clerk
Resolution 25-t4 Page 1