AGENDA REPORT
Meeting Date: August 6, 2024
Item Number:
To: Honorable Mayor & City Council
From: Robert Welch, P.E., Utilities General Manager
Vince Damasse, P.E., Water Resources/Operations Manager Melissa Gomez, Senior Management Analyst
Subject: AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE CITY
OF BEVERLY HILLS AND HAZEN AND SAWYER FOR
ASSISTANCE WITH LEAD AND COPPER RULE REVISIONS
(LCRR); AND
APPROVAL OF A CHANGE PURCHASE ORDER IN THE
AMOUNT OF $342,100 FOR A TOTAL NOT-TO-EXCEED
AMOUNT OF $555,600
Attachments: 1. Amendment No. 1
RECOMMENDATION
Staff recommends City Council waive professional services bidding requirements pursuant to Beverly Hills Municipal Code 3-3-112 (G) and approve an amendment to an agreement with Hazen and Sawyer for assistance with the Lead and Copper Rule Revisions required by the California State Water Resources Control Board Division of Drinking Water and approve a change purchase order in the amount of $342,100 for a total not-to-exceed amount of $555,600.
INTRODUCTION
The Lead and Copper Rule Revisions (LCRR) were promulgated by the United States Environmental Protection Agency (USEPA) on January 15, 2021, and became effective on December 16, 2021. The LCRR includes a three-year timeframe for utilities, such as the Beverly Hills’ Water Utility, to meet the new regulatory requirements (mentioned in the discussion) with a compliance deadline of October 16, 2024. State agencies retain the option to accelerate this timeline; however, the California State Water Resources Control Board Division of Drinking Water (DDW) is planning to match the USEPA’s compliance deadline.
Meeting Date: August 6, 2024
DISCUSSION
On August 1, 2023, the City of Beverly Hills approved an agreement with Hazen and Sawyer for assistance with Phase 1 of LCRR regulatory compliance. The project aims to prepare the City for LCRR compliance through historical records research and the development of a Lead Service Line (LSL) Inventory framework, a service line identification action plan, and a protocol for sampling at schools and childcare facilities.
The LSL Inventory framework provides a baseline for understanding the preliminary number of non-lead, lead-status-unknown service lines, LSLs, and galvanized services requiring replacement (GRR) within the service area.
Phase 1 has been successfully completed, providing a comprehensive inventory of the City’s records and establishing a service line action plan. Phase 2 will focus on implementing the program developed in Phase 1 and meeting the requirements of the LCRR, which must be submitted to the DDW by October 2024.
The amendment proposed today is for Phase 2 of the project, which includes Program Implementation and Regulatory Submittal. The following tasks will be performed as part of Phase 2:
Task 1: Project Management and Meetings
Task 2: Regulatory Coordination
Task 3: Lead Service Line Inventory Database
Task 4: Preparation for Field Verification
Task 5: Field Verification and Contractor Coordination Task 6: Customer Communication Support
Task 7: Compliance Sample Site Selection
Task 8: Lead Service Line Replacement Plan
Beverly Hills Municipal Code 3-3-112 (G) allows an exception to the bidding requirement when the contract is for professional services such as attorneys, physicians, architects, engineers, consultants, accountants, specialized printers or other individuals or organizations possessing a high degree of professional, unique, specialized or technical skill or expertise. In this case, Hazen and Sawyer will continue to provide specialized professional services which is an allowed exception to the bidding requirement.
FISCAL IMPACT
The $342,100 needed for the agreement amendment and purchase order change order are available in the Water Enterprise Fund’s Capital budget, CIP 00669.
Shana Epstein,
Director of Public Works
Approved By
Attachment 1
B0785-0001\2984244v3.doc
AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND HAZEN AND SAWYER FOR
ASSISTANCE WITH LEAD AND COPPER RULE REVISIONS
(LCRR)
NAME OF CONSULTANT: Hazen and Sawyer
RESPONSIBLE PRINCIPAL Tori Yokoyama, P.E., Project Manager OF CONSULTANT:
CONSULTANT'S ADDRESS: 7700 Irvine Center Drive, Suite 200 Irvine, CA 92618
Attention: Tori Yokoyama, P.E., Project Manager
CITY'S ADDRESS: City of Beverly Hills
345 Foothill Road
Beverly Hills, CA 90210
Attention: Director of Public Works
COMMENCEMENT DATE: August 1, 2023
TERMINATION DATE: June 30, 2024 (original termination date) June 30, 2025 (as extended pursuant to Section 2
by letter dated May 20, 2024)
CONSIDERATION: Original Agreement: Not to exceed $213,500.00, as more particularly described in Exhibit B
Amendment No. 1: Additional not to exceed
$342,100.00
Total Not to Exceed: $555,600.00, as more
particularly described in Exhibit B
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2 AMENDMENT NO. 1 TO THE AGREEMENT BETWEEN THE
CITY OF BEVERLY HILLS AND HAZEN AND SAWYER FOR
ASSISTANCE WITH LEAD AND COPPER RULE REVISIONS
(LCRR)
This Amendment No. 1 is to that certain Agreement between the City of Beverly Hills (hereinafter called "CITY"), and Hazen and Sawyer (hereinafter called "CONSULTANT") dated August 1, 2023, and identified as Contract No. 405-23 (“Agreement”).
RECITALS
A. CITY and CONSULTANT entered into the Agreement for assistance with lead and copper rule revisions (LCRR).
B. CITY and CONSULTANT desire to amend the Agreement to, extend the Termination Date, increase the Consideration, expand the Scope of Work, amend Exhibit A of the Agreement to reflect the added services, and amend Exhibit B of the Agreement to reflect the new Consideration amount.
NOW, THEREFORE, the parties agree as follows:
Section 1. The TERMINATION DATE shall be amended as set forth on the cover page.
Section 2. The CONSIDERATION shall be amended as stated on the cover page.
Section 3. EXHIBIT A, “Scope of Work”, of the Agreement is hereby restated and amended as attached hereto and incorporated herein.
Section 4. EXHIBIT B, “Schedule of Payment and Rates”, of the Agreement is hereby amended as attached hereto and incorporated herein.
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3 Section 5. Except as specifically amended by this Amendment No. 1, the remaining provisions of the Agreement shall remain in full force and effect.
EXECUTED the _____ day of __________________, 20___, at Beverly Hills, California.
CITY OF BEVERLY HILLS
A Municipal Corporation
____________________________
LESTER J. FRIEDMAN
Mayor
ATTEST:
______________________(SEAL)
HUMA AHMED
City Clerk
CONSULTANT: Hazen and Sawyer
CINDY MILLER
Vice President
WILLIAM CRAYON
Chief Financial Officer
APPROVED AS TO FORM: APPROVED AS TO CONTENT:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
_____________________________
SHANA E. EPSTEIN
Director of Public Works
_____________________________
ROBERT WELCH
Utilities General Manager
_____________________________
SHARON L’HEUREUX DRESSEL
Risk Manager
[Signatures Continue]
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4 _____________________________
ANTHONY RODSTEIN
Purchasing Services Manager
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EXHIBIT A
SCOPE OF WORK
CONSULTANT shall perform the following services:
I. SCOPE OF WORK
ORIGINAL AGREEMENT
CONSULTANT shall provide assistance to CITY to complete Phase 1 of the Lead and Copper Rule Revisions (LCRR) compliance program required by the California State Water Resources Control Board Division of Drinking Water (DDW) to develop and maintain a water service line inventory for the purpose of identifying and removing lead from drinking water (the “Project”).
Task 1: Program Management and Meetings
CONSULTANT will provide program management services throughout the Project, including preparation of billing statements, document control, record keeping, and Project budget and schedule tracking. CONSULTANT will also track Project performance including budget and schedule, identify any outstanding issues, and hold progress meetings/conference calls with CITY staff as necessary.
Kickoff Meeting
CONSULTANT will conduct a one-hour virtual kickoff meeting with CITY to introduce CONSULTANT Project team, establish lines of communication, review LCRR requirements, and review the scope of services and Project schedule. All CITY staff involved in the LCRR Lead Service Line (LSL) Inventory and Service Line Identification Action Plan are encouraged to attend the kickoff meeting.
During the kickoff meeting, CONSULTANT will verify CITY’s LCRR team participants, needs, and schedule.
Regular Coordination Meetings
CONSULTANT will coordinate with CITY throughout the duration of the Project. Coordination meetings will be held between CONSULTANT’s Program Manager, CONSULTANT’s Deputy Program Manager, CONSULTANT’s Project Engineer(s), and CITY’s Project Manager and staff, as needed (up to eight meetings).
Deliverable(s):
Kickoff and monthly coordination meeting agendas and minutes Monthly invoices and progress report along with invoice Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 6 B0785-0001\2984244v3.doc
Assumption(s):
Conduct a kickoff meeting and virtual monthly progress calls, as needed, throughout Project (estimated at nine months).
Task 2: Regulatory Coordination
While California State Water Resources Control Board Division of Drinking Water (DDW) is requiring all utilities to complete their LSL Inventory, Sampling Plan, and LSL Replacement Plan by October 16, 2024, DDW is still developing the standard/approved methods for the inventory.
Thus, coordination with DDW to ensure regulatory compliance is a top priority for this Project.
Specifically, CITY will require clarification from DDW within the early Project stages on the following items:
DDW’s requirement for the minimum number of points of verification for service line materials; and
Approved methods to verify service line materials including use of sample results and/or statistical models (i.e., Machine Learning Model).
CONSULTANT will regularly communicate with DDW over the Project duration to update progress and obtain LCRR status updates for California. CONSULTANT will prepare for and attend up to two (2) meetings with DDW to seek clarification and approval for these items.
Deliverable(s):
A material verification method approach summary sent electronically to DDW which will identify:
o Available data sources;
o Data gaps; and
o Methods for identification of lead status unknown service lines.
Assumption(s):
CONSULTANT will conduct regulatory coordination meetings with DDW on the material verification methods and development of the inventory throughout the duration of the Project.
Written verification of DDW on service line material identification methods will be required prior to finalizing the Service Line Identification Action Plan (Task 5 below).
Task 3: Record and Code Review
CONSULTANT will develop a data request summarizing information needed for the LSL Inventory and Sampling Plan development and submit the request to CITY after notice to proceed and before the Kickoff Meeting to allow time for CITY to research/determine what data Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 7 B0785-0001\2984244v3.doc
is available and review data needs during the Kickoff Meeting. CONSULTANT shall conduct an historical code review for the LSL inventory as it pertains to the CITY.
To begin evaluating available information and historical records, CONSULTANT will perform initial records research (up to 50 individual records total) related to Environmental Protection Agency (EPA) requirements which could include the following:
Private-side construction permits, e.g. plumbing permits; Existing records or other documentation that indicates the private-side service line material, e.g. tap cards, work order notes or forms; Distribution system maps and drawings of private connections (as-builts); Historical records on each service connection (inspection records); Meter installation records, e.g. typical details, GIS data on locations, diameters, and installation dates;
Historical capital improvement plans (for as many years available); GIS data with installation dates, location, diameter, and material data for water mains and service lines;
Customer billing data which includes connection dates and active accounts;
Property Appraiser’s Database (including construction date); Any other record sources utilized for the development of the public-side inventory submitted to DDW.
Using information provided by CITY, CONSULTANT will review a representative set of relevant documents or electronic record types to identify useful information for the service line inventory.
Based on this review, CONSULTANT will recommend record types for future tabulation to populate service line materials in the inventory. CONSULTANT will present the findings from this task under the Task 5 workshop.
Task 4: LSL Inventory Framework
CONSULTANT will create a database structure in ESRI ArcGIS that utilizes existing GIS database layers including water meters, property parcels, water mains and service lines.
CONSULTANT will develop service line material category options (e.g., “lead”, “non-lead”, “lead status unknown”, or “galvanized requiring replacement”) and symbology for both public and private service line materials that align with DDW requirements. Based on the data review and analysis, CONSULTANT will use indirect service line investigation criteria developed from Task 3 to differentiate between service line category options. A statistical likelihood analysis using designated criteria will be performed. Results from this analysis will be presented in a map showing areas most likely to contain lead. An LSL Inventory Database Technical Memorandum will be developed to document criteria and methods used to create the LSL Inventory.
CONSULTANT will schedule and facilitate a service line inventory workshop to review the database and discuss the following with CITY staff:
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Potential limitations and inaccuracies of the indirect designation approach that could necessitate additional manual data review or field verification efforts.
Significant data gaps that could require field investigation. High-level strategies to incorporate other data sources to classify lead status unknown service line materials (i.e., record drawings and ongoing CIP or AMI water meter replacement projects).
Analysis of the number of lead status unknown service line materials. Maps identifying areas within CITY’s system most likely to contain LSLs or Galvanized Requiring Replacement (GRR) and areas recommended for the Field Identification Plan.
Summary table(s) estimating the quantity of parcels that may contain LSLs or GRRs.
List of locations throughout the service area where available GIS information or other records are not sufficient to conclude the presence or absence of LSLs. These locations will be identified as “Lead Status Unknown” within the preliminary LSL Inventory.
Deliverable(s):
Preliminary framework for LSL inventory database in GIS Draft and Final LSL Inventory Database Technical Memo Prioritization map for LSL and GRR identification
Meeting agendas and minutes
Assumption(s):
CITY will provide an electronic Real Estate Assessor’s database for the entire water service area (which includes CITY and a portion of West Hollywood) in GIS format indicating building construction dates and building types.
Additional updates beyond the framework will be completed by CITY or CONSULTANT in a future phase of this effort under a separate task order. CONSULTANT will utilize the definition of a GRR service line which states:
“A galvanized service line (galvanized service line means iron or steel piping that has been dipped in zinc to prevent corrosion and rusting) that is or was, at any time, downstream of a lead service line or is currently downstream of a ‘‘Lead Status Unknown’’ service line. If the water system is unable to demonstrate the galvanized service line was never downstream of a lead service line, it must presume there was an upstream lead service line.”
CITY will review and confirm the service line designation criteria in the inventory database.
Drawing upon CITY’s existing data sources for existing records and indirect designation criteria presents potential limitations and inaccuracies for designating service line materials in the inventory. Additional field Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 9 B0785-0001\2984244v3.doc
verification or other actions may be needed to verify the accuracy of existing records and indirect service line designation criteria. Once the preliminary database is created, additional record review and/or field investigation will likely be required. This can either be done at the discretion of CITY, by CITY staff, CONSULTANT under a separate task order and amendment to the Agreement, or a third party hired by CITY. Inventory workshop will be hosted virtually.
Additional updates beyond the framework set forth in this Exhibit will be completed by CITY or CONSULTANT in a future phase of this effort under a separate task order and written amendment.
Task 5 workshop.
Additional approaches for CONSULTANT to collect data to integrate into the service line material inventory include meetings with other CITY departments to provide additional insight on available service line material information. CONSULTANT may conduct small group meetings with CITY personnel, meter services, customer services, operations and maintenance, and/or GIS services to collect and document institutional knowledge on which service line materials are typically found in what areas of CITY. CONSULTANT will meet with CITY to receive input and to discuss the conclusions of this task.
Deliverable(s):
Data Request
Review meeting agenda and minutes (up to five small group meetings) Assumption(s):
Up to a total of 50 individual example records will be reviewed; these records may include up to four different types and will be used to assess usefulness for the LSL inventory and identify relevant data fields. Support for continued record review, if requested by CITY, would be under a separate task order.
CITY will provide available GIS records of service line or meter locations, or a customer account service listing to identify which parcels or buildings are served by the system.
CONSULTANT may require direct support of CITY in coordinating information gathering, i.e., building codes, with the County or Municipality. CITY will provide the complete utility-side service line inventory submitted to DDW.
Task 6: Service Line Identification Action Plan
Strategies to verify unknown service line materials must be identified and implemented in order to make progress towards a complete LSL inventory and avoid DDW requirements for updating inventory status on an annual basis. The LCRR includes guidelines for material identification Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 10 B0785-0001\2984244v3.doc
and USEPA recently released “Guidance for Developing and Maintaining a Service Line Inventory.” Both sources identify multiple potentials methods for consideration, but implementation is largely site specific where applicability varies based on existing data sources and organizational practices as well as available utility resources.
CONSULTANT will develop a Service Line Identification Action Plan (or “Plan”) with proposed direct and indirect methods to verify service line materials based on findings in Task 4. A cost estimate will be developed for each material verification strategy to assist CITY with future, budget planning requirements. CONSULTANT will conduct a workshop with CITY to discuss the Service Line Identification Action Plan. This Plan will inform any future work that could be performed to identify “Lead Status Unknown” service lines in the system. CONSULTANT will evaluate a range of possible identification methods based on accessibility, cost, and effectiveness. The Plan will include a phased, targeted approach to material identification.
Available material identification methods will be based upon the latest guidance from the USEPA and DDW.
Deliverable(s):
Service Line Identification Workshop – agenda, presentation, and minutes. Draft and Final Service Line Identification Action Plan.
Assumption(s):
DDW will provide additional guidance on acceptable material identification methods for service line material verification.
Coordination with DDW will be accomplished under Task 2 Support with implementation of service line identification strategies will be accomplished under a separate task order and written amendment to the Agreement.
Task 7: Public Outreach and Education
The LCRR includes provisions to inform the public about their drinking water system and the occurrence of lead service lines. Specifically, systems serving more than 50,000 customers are required to post LSL inventories online if any LSLs, GRRs, or unknown service lines remain after the deadline. In addition, CITY is required to notify the occupants of homes with LSLs, GRRs, and unknowns annually, provide options for mitigating the risk associated with the lead, and outline financing options for replacement. To better prepare for these communication materials reaching the public, a public relations campaign is recommended to focus the public on the positive aspects of the LCRR and CITY’s proactive response in assessing its distribution system.
CONSULTANT will support and offer guidance in CITY’s development of a public relations campaign. Components of this support will include:
Develop of list of LCRR required and optional customer communication materials
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Provide suggested verbiage to include in CITY-developed materials including language that explains the LCRR in simple terms, the positive improvements on assuring compliance with the lead action level, and how they can participate in this assessment.
Participate in one (1) public notice meeting to explain the LCRR and the LSR inventory, and address questions from the attendees.
Deliverable(s):
List of LCRR required and recommended customer communication materials.
One (1) in-person public notice meeting
Up to three (3) virtual meetings with CONSULTANT Project and communications staff to provide guidance on the development of LCRRrelated communications materials.
Assumption(s):
CONSULTANT will provide guidance and CITY will be responsible for the printing of customer communications materials.
CITY will schedule and coordinate the public notice meeting.
Task 8: Schools and Childcare Facility Sampling Plan
CONSULTANT will work with CITY to review any existing database of schools and childcare facilities, provide input on LCRR requirements for sample plans and testing protocols in school and childcare facilities within CITY.’s water service area. CONSULTANT will:
Review the list of schools and childcare facilities within CITY’s water service area currently available and provided by CITY;
Assist CITY in developing a complete inventory of existing schools and childcare facilities;
Identify the number of samples required to be collected at each school/childcare facility, develop sample location criteria, and establish staffing requirements; and
Identify customer communication needs relative to sample collection at schools and childcare facility sampling.
Recommendations from this task will be summarized in a memorandum that is submitted to CITY for review. A virtual meeting will be held to discuss comments prior to finalizing the memorandum.
Deliverable(s):
Memorandum outlining LCRR requirements for schools and childcare facilities testing
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Assumption(s):
CITY will provide an electronic database of schools (private, public, primary, and secondary) within CITY’s water service area including date of construction and address (or geocoded location).
CITY will provide an electronic database of all known licensed childcare facilities within CITY’s service area including address (or geocoded location), date of construction, and building type.
CITY will develop the required sample Plan for schools and childcare facilities.
CITY will schedule and coordinate the public notice meeting.
Project Schedule
The proposed schedule for this Project is nine (9) months in duration, as shown in the table below.
II. INFECTIOUS DISEASE
A. CONSULTANT shall be required to know and adhere to the California Occupational Safety and Health Act of 1973 (“CalOSHA”) COVID-19 Prevention NonEmergency Regulations, the California Department of Public Health orders and all state, federal and local regulations regarding COVID-19 and other infectious diseases that may pose a risk to public health.
B. CONSULTANT shall advise employees who have any symptoms of COVID-19, the common cold, influenza or infectious disease not to report to work.
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Task 1
Task2
Task3
Task4
Task5
Task6
Task7
Task8
Compliance
Sampling
Corrosion
Control
LSLR Plan
Mar Apr
2023
Phase Delineation
Phase 2
Aug Sep Oct Nov Dec
2024
13 B0785-0001\2984244v3.doc
C. CONSULTANT shall notify their CITY Responsible Principal and the Risk Manager immediately upon learning that an employee who was working onsite at a CITY facility has been diagnosed with COVID-19 or any infectious disease.
For questions, please contact CITY’s Responsible Principal or Risk Management at 310- 285-1073.
AMENDMENT NO. 1
ADDITIONAL SCOPE OF WORK
In addition to the Agreement’s Scope of Work set forth in this Exhibit, CONSULTANT shall provide the following additional services:
Task 1: Program Management and Meetings
CONSULTANT will provide project management services throughout the Project, including preparation of progress reports, document control, record keeping, and Project budget and schedule tracking. CONSULTANT will also track Project performance including budget and schedule, identify any outstanding issues, and hold progress meetings/conference calls with CITY staff as necessary.
It is assumed the CONSULTANT will continue to hold bi-weekly meetings throughout the duration of the Project.
Deliverables:
• Kickoff Meeting – agenda, slides, and action items
• Project schedule
• Meeting minutes for monthly Project progress meetings • Monthly progress reports
Task 2: Regulatory Coordination
CONSULTANT will coordinate with the State Water Resource Control Board Department of Drinking Water (DDW) to ensure regulatory compliance is a top priority for this Project. The material verification method approach summary was prepared under Phase 1 of this Project.
Revisions to the material verification approach as well as a summary of findings will be performed under this task, as requested by DDW and the CITY.
CONSULTANT will attend up to four (4) calls with DDW to communicate the approach, obstacles encountered unique to the CITY, and findings of the field verification work.
Subsequently, coordination with DDW will include seeking a non-lead designation if the field verification work and inventory results align with DDW’s requirements.
Deliverables:
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• One (1) request to DDW for a non-lead designation (if supported by the field verification).
Assumptions:
• CONTRACTOR will conduct regulatory coordination meetings with DDW on the material verification methods and development of the inventory throughout the duration of the Project.
• Written or verbal verification from DDW on service line material identification methods will be received prior to conducting field verifications.
Task 3: Lead Service Line (LSL) Inventory Database
Transfer inventory to ArcGIS Online Portal: The LSL initial inventory will be transferred to the CITY’s GIS portal. CONSULTANT will deploy the ESRI Solutions LSL Inventory Database and integrate the CITY’s Phase 1 data.
Deliverables:
• ArcGIS Online Dashboard
• LSL Solution launched on ArcGIS Online
Assumptions:
• CITY will provide CONSULTANT team members with ArcGIS Online (AGO) credentials to transfer the database.
• All data, apps and dashboards will be hosted and backed up by CITY. • CITY will be responsible for user management for internal CITY staff and external field work contractors who will need access to the apps and dashboards.
Task 4: Preparation for Field Verification
Mobile App and Dashboards: CONSULTANT will develop a Field Maps app to directly integrate field verification findings, following QC, into the Service Line Material Inventory Database. This Field Maps app will cover the required service line verification points as required by DDW. Service line sites may be assigned to separate CONSULTANT (s) or CITY personnel, as desired, within the app platform. Instructions for utilization of the Field Maps app will be included.
Identification Methods Workshop: CONSULTANT will prepare and lead a workshop with the CITY to review field verification procedures. CONSULTANT recommends appropriate CITY staff attend the workshop to further coordinate logistics regarding work on private property. The CITY Code of Beverly Hills (Ordinance 23- O-2872) Title 6, Chapter 1, Article 204 statues that any user of CITY water service shall provide and maintain reasonable access to all water system facilities installed on the user’s premises and allow authorized CITY personnel into and upon the user’s premises at all reasonable hours for purposes of inspection of water facilities or for any other purposes reasonably related to maintenance or operation of the water system.
Contractor Training Workshop: CONSULTANT will prepare and lead a workshop for Contractor(s) and/or CITY staff to review service line identification procedures, data collection methodology and communication with customers.
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Field Work Pilot: CONSULTANT will assist the CITY in a pilot field verification effort to determine the best approach and method(s) for the verification team to utilize. Unique aspects of meter box and service line design will be considered across a cross-section of commercial, single family, and multifamily parcels. CONSULTANT will prepare for the field verification by creating a series of locations with geographic dispersion for lead status unknown service lines.
CONSULTANT will take photographs and other necessary documentation to upload in a subsequent phase into the Field Maps app.
Contractor Standard Operating Procedure (SOP): CONSULTANT will prepare an SOP for the Contractor(s) and/or CITY staff to outline the approach and method for field verifications, instructions for data collection, and procedure for obstacles encountered at sites.
Assumptions:
• It is assumed excavation or potholing is not required (excluding hand tools needed to clear out material in a meter box).
• Up to eight (8) sites will be completed with the Field Work Pilot.
Task 5: Field Verification and Contractor Coordination
Contractor Field Work and Coordination: CONSULTANT will coordinate closely with the Contractor to cover selected sites for field verification including responses to obstacles, prioritization for strategic areas as local needs and challenges are present, and workflow organization to ensure the subcontractor aligns with the CITY quality standards.
Identification Review: CONSULTANT will coordinate with contractor(s) to review mobile app field verification submissions in the CITY ArcGIS Online Field app. Each submission, as reviewed, will be designated as one of the following: submitted, accepted, in progress, follow up needed, rejected, or obstacle. CONSULTANT will track model app fields and high-level Contractor progress in the Dashboard.
Inventory Updates: Throughout the field identification effort, CONSULTANT will update the Service Line Material (SLM) Inventory to provide an estimated quantity of remaining unknowns.
Inventory Template: At the completion of field identification, the SLM Inventory Template will be populated with the final SLM Inventory results for future detailed inventory submission requirements by DDW.
Deliverables:
• Updated SLM Inventory
• SLM Inventory Template
Assumptions:
• Contractor and CITY staff will use a field app to record material verification. • Subcontractor(s) will maintain a viable mobile device and upload all service line data into the mobile app without need for manual entry by CONSULTANT staff. • Approximately 500 of the field verification sites (20%) will include a second point of verification at the hose bib for the purposes of confirming the service line material is uniform from the meter to the building.
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• For the purpose of this scope, only sites where the service line material was identified, and photo documentation was captured will be considered complete. Due to the presence of obstacles or inaccessibility, an additional 10% of sites have been identified as alternate sites.
• Field verification submissions for this first part of the effort will include approximately 1,700 sites. The estimated time to review each site is 8 minutes.
Task 6: Customer Communication Support
Contractor Customer Communication Material for Field Work: CONSULTANT shall work with the CITY communications staff to develop a door hanger that can be provided to customers when the subcontractor is performing field work. CONSULTANT will work with the CITY communications staff to develop a script for the Contractor to use when interacting with the customer.
CONSULTANT shall assist with required Lead and Copper Rule Revisions (LCRR) related communication associated with the field work results, water sampling results, advance notifications, and publicly available information.
Deliverables:
• Door Hangers for Customer Communications
• Letter for Customer Communications
Task 7: Compliance Sample Site Selection (Optional)
CONSULTANT will develop an LCRR Compliant Sampling Site Selection including recommendations for revising the standard monitoring sample site pool based upon LSL Inventory results and existing sample sites to reflect the new tiered structure. Additionally, CONSULTANT will update sampling protocols to account for 1st and 5th liter sample requirements in the LCRR, as applicable. The LCRR Compliant Sampling Plan will include the following components:
• Detailed list of selected sites
• Revised sampling protocol
• 1st and 5th liter sampling SOPs, as applicable
Deliverables:
• Updated list and map of compliance samples sites with year of construction for the facilities, as available.
• Sampling SOPs for 1st and 5th liter sampling.
Assumptions:
Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 17 B0785-0001\2984244v3.doc
• Compliance Tap Sample Site Selection may require updating based upon future service line material verification results.
Task 8: LSL Replacement Plan (Optional)
An LSL Replacement Plan provides a structure for efficiently verifying and replacing pipes and is required if any unknown (i.e., could not be designated non-lead), lead, or GRR are present in the SLMI. Under these circumstances, the CONSULTANT team will develop a customized LSL Replacement Plan in consultation with the CITY. In developing the plan, CONSULTANT will consider capital and time constraints, existing/ongoing replacement projects, and underserved/underrepresented neighborhoods, and include:
• Strategy for verifying material at locations with “lead status unknown”. • Procedures for conducting a full LSL replacement.
• Recommend LSL replacement goal rate (Trigger Level Exceedance). • Prioritization strategy.
• Procedure for customers to flush lines following replacements. • Customer educational materials for a full or partial lead service line replacement.
These initiatives will be supported by the LSL Inventory to provide CITY staff and customers with replacement progress. Cost estimates for replacement and funding application efforts will also be provided for Capital Improvement Program (CIP) budgets.
Deliverables:
• Draft LSL Replacement Plan Memorandum
• Final LSL Replacement Plan Memorandum
Assumptions:
• CITY shall provide information on capital and time constraints, existing/ongoing replacement projects, and underserved/under-represented neighborhoods. • Plan to be developed in consultation with the CITY.
• CITY shall be responsible for evaluating legal strategies for accessing and replacing service lines on customer property.
Project Schedule: The timeline for completing the Project is within seven (7) months, provided there is adequate Contractor or CITY staff availability to conduct the field verifications.
Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 18 B0785-0001\2984244v3.doc
Deputy
Program
Manager
Project
Engineer
Assistant
Engineer
$340 $245 $215 $160
Task 1:
1.1 4 24 8 8 44 $10,240 $ - $10,240
1.2 Kickoff Meeting 4 4 4 8 20 $4,480 $ 500 $4,980
1.3 12 12 6 12 42 $10,230 $ - $10,230
1.4 6 16 22 $5,960 $ - $5,960
26 56 18 28 128 $ 30,910 $ 500 $ 31,410
Task 2:
2.1 4 6 4 12 26 $5,610 $ - $5,610
2.2 4 6 6 6 22 $5,080 $ - $5,080
8 12 10 18 48 $ 10,690 $ - $ 10,690
Task 3:
3.1 2 12 4 28 46 $8,960 $ - $8,960
3.2 Record Review, Transcription, and Analysis (50 records) 2 12 12 84 110 $19,640 $ - $19,640
3.3 Staff Meetings (5 Meetings) and Code Review 4 12 4 24 44 $9,000 $ - $9,000 8 36 20 136 200 $ 37,600 $ - $ 37,600
Task 4:
4.1 Data Analysis and Joining 4 8 2 20 34 $6,950 $ - $ 6,950
4.2 4 8 4 54 70 $12,820 $ - $ 12,820
4.3 4 8 4 16 32 $6,740 $ - $ 6,740
4.4 4 8 2 8 22 $5,030 $ - $ 5,030
4.5 4 8 4 36 52 $9,940 $ - $ 9,940
4.6 4 8 2 12 26 $5,670 $ - $ 5,670
4.7 4 8 2 10 8 $5,350 $ - $ 5,350
28 56 20 156 244 $ 52,500 $ - $ 52,500
Task 5:
5.1 4 8 8 36 56 $10,800 $ - $ 10,800
5.2 4 8 10 50 72 $13,470 $ - $ 13,470
5.3 4 16 2 12 34 $7,630 $ - $ 7,630
12 32 20 98 162 $ 31,900 $ - $ 31,900
Task 6:
6.1 2 4 12 4 22 $4,880 $ - $ 4,880
6.2 6 8 12 8 34 $7,860 $ - $ 7,860
6.3 2 16 8 4 30 $6,960 $ - $ 6,960
10 28 32 16 86 $ 19,700 $ - $ 19,700
Task 7:
7.1 4 12 12 18 46 $9,760 $ - $9,760
7.2 8 28 8 54 98 $19,940 $ - $19,940
12 40 20 72 144 $ 29,700 $ - $ 29,700
104 260 140 524 1012 $213,000 $500 $213,500
Compilation of Required and Recommended Materials
Virtual meetings with Key Staff (up to 3)
Communication Plan Review and Guidance
Public Outreach and Education
TASK 6 - SUBTOTAL
TOTAL BASE FEE (TASK 1-7)
TASK 4 - SUBTOTAL
TASK 7 - SUBTOTAL
TASK 5 - SUBTOTAL
School and Childcare Facility Sampling Plan
School and Childcare Facility Sample Site List and GIS Map Sampling Plan for Schools and Childcare Facilites
Service Line Identification Action Plan
Material Verification Analysis
Service Line Identification Action Plan (Draft and Final) Service Line Identification Workshop
Hazen
Labor
Hours
Labor
Cost ODCs Subtotal
Project Management
Monthly Progress Reports and Invoicing
Coordination Meetings (8 meetings)
Project Management and Meetings
Project
Manager
and
QA/QC
Unknown and Non-Lead Material Analysis
Geospatial Maps using Likelihood Analysis and Parcel
Construction Date
Inventory Results Workshop
Identification of Data Gaps
LSL Inventory Framework
Preliminary ESRI ArGIS Framework
Service Line Designation Criteria
Regulatory Coordination
TASK 2 - SUBTOTAL
Record and Code Review
TASK 3 - SUBTOTAL
TASK 1 - SUBTOTAL
Data Request and Collection
Material Verification Summary Submittal
Regulatory Coordination Meetings with DDW (2 meetings)
EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
CITY shall compensate CONSULTANT for the satisfactory performance fo the work described in this Agreement in a total amount not to exceed Five Hundred Fifty-Five Thousand Six Hundred Dollars ($555,600.00), including all labor, taxes, and expenses at the rates set forth in this Exhibit.
Original Agreement
Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 Hazen
19 B0785-0001\2984244v3.doc
Amendment No. 1
CONSULTANT shall submit to CITY a detailed invoice, on a monthly basis or less frequently, for the services performed pursuant to this Agreement. Each invoice shall itemize the services rendered during the billing period and the amount due. Within 30 days of receipt of each invoice, CITY shall pay all undisputed amounts included on the invoice. CITY shall pay CONSULTANT said Consideration in accordance with the schedule of payment set forth in this Exhibit.
Docusign Envelope ID: 9519B5D7-5B3A-4C3F-B585-0ED8C286C491 Hazen
Task 1: Projecr Managemem and Mee rings
8 12 16 52 $8 880 $ 1 000 $
4.3 Identification Methods Workshop 8 12 8 8 36 $6,760 $ 1,000 $ 7,760 TASK 4- SUBTOTAL 24 44 40 48 156 $ 26,520 $ 2,000 $ 28,520 Task 5: Field Verificarion and Comracror CoordinJ1ion
5.1 Contractor/Ci~ Field Work and Coordination 40 180 80 160 460 S73 000 $ 1,000 $ 74 000 24 40 20 S44160
. TASK 6 - SUBTOTAL 12 40 40 40 132 $ 20,880 $ 2,000 $ 22,880 TOTAL BASE FEE (TASK 1 61 236 454 340 718 1748 S 284.000 S 6,000 S 2Q0.000 TASK 8- SUBTOTAL 10 60 40 80 190 $ 28,000 $ - $ 28,000
TOTAL FEE WITH OPTIONAL TASKS (TASK 1 81 266 5-14 420 858 2088 S 336.100 S 6,000 S 342.100 Certificate Of Completion
Envelope Id: 9519B5D75B3A4C3FB5850ED8C286C491 Status: Sent Subject: Complete with Docusign: Hazen and Sawyer (405-23) LCRR AM1.pdf Source Envelope:
Document Pages: 19 Signatures: 7 Envelope Originator:
Certificate Pages: 3 Initials: 0 Jazmin Rosas
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.169
Record Tracking
Status: Original
7/15/2024 2:22:45 PM
Holder: Jazmin Rosas
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Cindy Miller
[email protected]
Vice President
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 68.101.98.199
Signed using mobile
Sent: 7/15/2024 2:43:11 PM
Viewed: 7/15/2024 3:14:26 PM
Signed: 7/15/2024 3:14:38 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
William Crayon
[email protected]
Chief Financial Officer
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 65.220.45.90
Sent: 7/15/2024 2:43:11 PM
Resent: 7/16/2024 9:26:48 AM
Viewed: 7/16/2024 11:39:04 AM
Signed: 7/16/2024 11:39:18 AM
Electronic Record and Signature Disclosure:
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Deborah R. Hakman For
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 76.90.73.20
Signed using mobile
Sent: 7/16/2024 11:39:19 AM
Viewed: 7/16/2024 11:54:46 AM
Signed: 7/16/2024 11:55:06 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.181
Sent: 7/16/2024 11:55:07 AM
Viewed: 7/16/2024 2:24:57 PM
Signed: 7/16/2024 2:25:13 PM
Electronic Record and Signature Disclosure:
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DocuSign·
Signer Events Signature Timestamp
Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.166
Sent: 7/16/2024 2:25:15 PM
Viewed: 7/16/2024 2:27:50 PM
Signed: 7/16/2024 2:27:57 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Robert Welch
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.245.189.169
Sent: 7/16/2024 2:27:59 PM
Viewed: 7/16/2024 5:10:33 PM
Signed: 7/16/2024 5:10:42 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Shana E. Epstein
[email protected]
Director of Public Works
Security Level: Email, Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address: 192.5.3.140
Signed using mobile
Sent: 7/16/2024 5:10:45 PM
Viewed: 7/16/2024 7:50:31 PM
Signed: 7/16/2024 7:50:51 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
Security Level: Email, Account Authentication
(None)
Sent: 7/16/2024 7:50:53 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Nancy Hunt-Coffey
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lester J. Friedman
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Huma Ahmed
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Keith Sterling
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 7/15/2024 2:43:11 PM
Payment Events Status Timestamps