HomeMy WebLinkAboutCC AG PKT 2005-07-11 #S AGENDA REPORT
DATE: July 11, 2005
TO: Mayor and Members of the City Council % • /
THRU: John B. Bahorski, City Manager
FROM: Mark K.Vukojevic, P.E., Director of Public Works, City Engineer
SUBJECT: AWARD PROFESSIONAL SERVICES CONTRACT FOR
FATS, OILS, AND GREASE ( "FOG ") INSPECTION SERVICES
SUMMARY OF REQUEST:
The proposed City Council action will adopt Resolution Number and authorize the City
Manager to execute a professional services agreement to retain ECIS to perform on -call Fats, Oils
and Grease ( "FOG ") inspection services for the City of Seal Beach.
BACKGROUND:
As a result of the Santa Ana Regional Water Quality Control Board Order (No. R8- 2002 - 0014),
the City implemented a Fats, Oils, and Grease ( "FOG ") Control Program. This Program will help
reduce the discharge of FOG into the sewer system, which is a leading cause of sewer blockage,
sewage overflows, beach contamination and closures. City Council adopted a FOG Control
Ordinance on September 13, 2004 to establish legal authority for the City to control FOG
discharge. The FOG Control Program was the next step to implement and enforce the Ordinance.
Staff developed a FOG manual and permits to comply with the December 30, 2004 deadline.
This program included the inspection of all restaurant facilities for proper grease control best
management practices. Failure to comply puts the City in violation of the Order potentially
exposing the City to large fines by the Board.
As part of the FOG Ordinance, the manual and inspections apply to existing and new restaurants
and will be used as a tool and reference for restaurant owners and managers to effectively control
discharges of FOG into the City's sewer system. The new permit will be used to implement an
inspection program to monitor grease control devices such as grease traps, grease interceptors,
and kitchen best management practices. The fees associated with the permit will be used to help
the City recover costs to administer this program on a yearly basis.
The Department inventoried 102 food facilities in the City and 70 were identified as a "Food
Service Establishments (FSE's)" per the City Ordinance. Based on the City's fee study, a "base"
fee was recommended for all 102 food facilities to cover costs to inventory and process the fee
on an annual basis (see attached fee study). However, City Council approved to waive the fees
for 32 facilities since they do not discharge grease and are not covered by the FOG Ordinance.
Agenda Item S
From the group of 70 FSE's, an inspection program was created to monitor FOG discharge. 24
FSE's were identified as FOG producers with adequate grease control devices and 46 were
identified without adequate grease control devices. As a result of having inadequate grease
protection, the 46 FSE's will rely on kitchen best management practices (BMP) to control the
amount of FOG they produce.
Any cost increases to the City, additional services, and materials provided by the City, not listed
above such as spill response or additional sewer main line cleaning due to accumulation of FOG
will be billed directly to the responsible party for actual costs incurred on a time and material
basis. Any delinquencies, penalties, appeals, hearings, suspensions, revocations, violations, and
enforcements are established by the FOG Ordinance. FSE's requesting a permit within a calendar
year shall have the fees pro -rated on a month end basis.
The program requires $170 for FSEs with grease protection and $590 for FSE without adequate
grease protection, under full implementation. As a part of the Ordinance, FSE's have the option
between changing their permit categories by installing grease control devices individually or
sharing devices between multiple FSE's. In addition, the Ordinance also describes the ability for
FSE's to pursue variances from the City based upon demonstrating that their (FSE' S) FOG
discharge is negligible. The program fees will be collected with all new food facility business
licenses or renewals.
ECIS will perform inspections of each restaurant facility, including all grease traps and
interceptors. This inspection will include documentation of the current conditions at the site;
follow -up inspections, if required; review of educational information with the facility staff; and
issuance of citations or notices of violations, if necessary.
In summary, the contract will enter the City into an agreement with a competent firm to perform
engineering and FOG inspection services on an "on- call" basis. The benefits of retaining a
private firm include the augmentation of services currently provided by the Department of Public
Works and to enable City staff to focus on core Public Works /Engineering needs.
Historically, the Public Works Department entered into several professional services agreements
with consulting firms for general and specific engineering support of the Department and the
Capital Improvement Program. The long term agreements have benefited the City by maintaining
expert resources on -call on an expedient as needed basis. These resources have come highly
qualified and recommended from other agencies. The firms become very familiar with the City's
unique infrastructure that results in cost savings because of reduced learning curves. The
process also saves administrative costs for preparing and evaluating requests for qualifications
and proposals for every project.
To date, the City has retained individual on -call contracts for Public Works, utilities engineering,
project management, construction management, traffic engineering, street and highway
engineering, coastal engineering, and facilities engineering. Prior to starting any work, the
consultant will submit a detailed task order scope, schedule, and overall project estimate as well
as a not to exceed cost. No work begins until evaluation and written approval by the Director of
2
Public Works. As needed, the Department prepares and invites other firms to propose on
projects.
FISCAL IMPACT:
Revenues from the FOG fees will reimburse the Sewer Operations and Maintenance account.
The annual contract amount is estimated to be less than $30,000. Funds are available in the
Sewer Contract Professional Services account for FY 2005/2006.
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution Number and authorize the City
Manager to execute a professional services agreement to retain ECIS to perform on -call Fats, Oils
and Grease ( "FOG ") inspection services for the City of Seal Beach.
Prepared By:
I•
Gary LaF5g 7
Assistant City Engineer
Reviewed By:
l . 1
Mar K. Vukojevic, P.E.
Director Public Works /City Engineer
NOTED • _ D APPR • '`ED:
Ai 1
±., LE I
John B. B 7 .r 7, $ ity Manager
Attac - Professional Services Agreement
Resolution
3
RESOLUTION NUMBER 5359
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SEAL BEACH APPROVING THE PROFESSIONAL
SERVICES AGREEMENT BETWEEN CITY OF SEAL
BEACH AND ECIS FOR ON -CALL FATS, OILS AND
GREASE ( "FOG ") INSPECTION SERVICES
The City Council of the City of Seal Beach hereby resolves as follows:
SECTION 1. The City Council hereby approves the Professional Services
Agreement between the City of Seal Beach and ECIS for on -call FOG Inspection
Services.
SECTION 2. The Council hereby directs the City Manager to execute the
Professional Services Agreement with ECIS.
PASSED, APPROVED AND ADDOPTED by the City Council of the City of
Seal Beach this 1 lth day of July 2005 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
ATTEST:
City Clerk
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS
CITY OF SEAL BEACH )
I, Linda Devine, City Clerk of the City of Seal Beach, California, do hereby certify that
the foregoing Resolution is the original copy of Resolution Number 5359 on file
in the office of the City Clerk, passed, approved, and adopted by the City Council of the
City of Seal Beach at a meeting thereof held on the 1 lth day of July , 2005.
City Clerk