1 CONSULTANT AGREEMENT FOR SMOKE TESTING SERVICES
This Agreement for Consultant Services (the "Agreement") is made and entered into this 12TH day of September, 2022, by and between THE CITY OF PACIFICA, a municipal corporation (hereinafter referred to as "CITY") and TOTAL FLOW, INC., a corporation (hereinafter referred to as "CONSULTANT"). CITY and CONSULTANT may be referred to individually as “Party” and collectively as the “Parties.”
RECITALS
WHEREAS, CITY requires Smoke Testing services in connection with the Wastewater Collection System Smoke Testing FY 2022-2023;
WHEREAS, CONSULTANT is qualified to perform such services; and WHEREAS, CONSULTANT has agreed to provide CITY with such services on the terms and conditions set forth herein.
NOW, THEREFORE, for the considerations hereinafter set forth, CONSULTANT and CITY agree as follows:
ARTICLE 1 - SCOPE OF SERVICES
1.1. Scope of Work. CONSULTANT agrees to furnish the services set forth in Exhibit A, Scope of Work, which is attached hereto and incorporated herein (the "Services").
1.2. Compliance with Law. The Services shall be performed in accordance with all applicable federal, state and local laws, ordinances, rules, regulations and orders.
1.3. Time is of the Essence. CONSULTANT agrees to diligently prosecute the Services. In the performance of this Agreement, time is of the essence.
1.4. Professional Competence. CONSULTANT represents that it has the professional skills necessary to perform the Services and that it will perform the Services in a skillful and professional manner. CONSULTANT represents that it has all the necessary licenses to perform the Services and shall maintain them throughout the term of this Agreement.
CONSULTANT agrees that the Services shall be performed consistent with the professional skill and care ordinarily provided by environmental consultant practicing in the same or similar locality under the same or similar circumstances. CITY and CONSULTANT agree that CONSULTANT is in responsible charge of the Services.
Acceptance by CITY of the Services does not operate as a release of CONSULTANT from professional responsibility for the Services performed.
1.5. Independent Contractor. CONSULTANT is an independent contractor and not an employee of CITY. CONSULTANT expressly warrants that it will not represent that it is an employee of CITY.
2 1.6. Confidentiality. CONSULTANT agrees to maintain in confidence and not disclose to any person, firm, governmental entity, or corporation, without CITY's prior written consent, any trade secret or confidential information, knowledge or data relating to the products, process, or operation of CITY. CONSULTANT further agrees to maintain in confidence and not to disclose to any person, firm, governmental entity, or corporation any data, information, technology, or material developed or obtained by CONSULTANT during the performance of the Services. The covenants contained in this Section 1.6 shall survive the termination of this Agreement for whatever cause.
1.7. Ownership of Material. Any reports and other material prepared by or on behalf of CONSULTANT under this Agreement (collectively, the "Documents") shall be and remain the property of CITY. All Documents not already provided to CITY shall be delivered to CITY on the date of termination of this Agreement for any reason. The Documents may be used by CITY and its agents, employees, representatives, and assigns, in whole or in part, or in modified form, for all purposes CITY may deem appropriate without further employment of or payment of any compensation to CONSULTANT.
1.8. Documentation. CONSULTANT shall keep and maintain full and complete documentation and accounting records, employee time sheets, and correspondence pertaining to the performance of the Services, and CONSULTANT shall make such documents available for review and/or audit by CITY and CITY's representatives at all reasonable times for at least four years after the termination of this Agreement or completion of the Services.
1.9. Testimony. CONSULTANT agrees to testify at CITY's request if litigation is brought against CITY in connection with the Services. Unless the action is brought by CONSULTANT or is based upon CONSULTANT's negligence, CITY will compensate CONSULTANT for the preparation and the testimony at CONSULTANT's standard hourly rates.
ARTICLE 2 - COMPENSATION
2.1. Compensation. Compensation for the Services shall be in accordance with Exhibit B, Compensation, attached hereto and incorporated herein. It is agreed that the compensation for the Services shall not exceed $182,632.00 ("Cost Ceiling").
2.2. Invoices. CONSULTANT shall submit monthly invoices in a form satisfactory to CITY on or before the tenth day of each month for Services provided during the preceding month. CONSULTANT shall submit time and cost records as necessary to substantiate performance of the Services. Within 35 days after receipt of each such invoice, CITY shall verify the accuracy of the invoice, correct the charges where appropriate and as discussed and mutually agreed with CONSULTANT, and make payment to CONSULTANT in an amount equal to the amount of such invoice, as verified or corrected by CITY. No payment hereunder shall be construed as evidence of acceptance of any of CONSULTANT's work. CITY reserves the right to withhold payment from CONSULTANT on account of Services not performed satisfactorily, delays in CONSULTANT's performance of Services, or other defaults hereunder. CONSULTANT 3 shall not stop or delay performance of the Services under this Agreement on account of payment disputes with CITY.
2.3. Status Reports. Together with each monthly invoice, CONSULTANT shall submit a status report detailing the amount expended on the Services to that date and the remaining amount to be expended before the Cost Ceiling is reached. CONSULTANT shall notify CITY in writing when payments have reached 90 percent of the Cost Ceiling.
2.4. Withholding. In lieu of holding retention, CITY shall withhold CONSULTANT's final payment until the Services are complete and CITY has received all Documents.
CONSULTANT shall diligently continue and complete performance of the Services if the Services are not complete at the time CONSULTANT has performed services up to the Cost Ceiling.
ARTICLE 3 - TIME OF PERFORMANCE
3.1. Effective Date. This Agreement shall become effective upon execution of the second signature and shall remain in full force and effect until the Services are completed (the "Term"). CONSULTANT agrees to complete all services by November 30, 2022.
3.2. Termination. This Agreement may be terminated at any time by CITY upon written notice to CONSULTANT.
3.3. Final Payment. CONSULTANT shall be entitled to compensation for Services performed up to the time of such termination, it being understood that any payments are full compensation for the Services rendered under this Agreement.
3.4. Other Remedies. Nothing in this Article 3 shall be deemed to limit the respective rights of the parties to terminate this Agreement for cause or otherwise to exercise any rights or pursue any remedies which may accrue to them.
ARTICLE 4 - DESIGNATED CONTACTS
4.1. CITY Contact. CITY designates Rey Mendez, its Acting Collections Manager, as its contact who shall be responsible for administering and interpreting the terms and conditions of this Agreement, for matters relating to CONSULTANT's performance under this Agreement, and for liaison and coordination between CITY and CONSULTANT. In the event CITY wishes to make a change in CITY 's representative, CITY will notify CONSULTANT of the change in writing.
4.2. CONSULTANT Contact. CONSULTANT designates Jeff Blum as its contact, who shall have immediate responsibility for the performance of the Services and for all matters relating to performance under this Agreement. Any change in CONSULTANT's designated contact shall be subject to written approval by CITY. 4 ARTICLE 5 - INDEMNIFICATION AND INSURANCE
5.1. Indemnification. CONSULTANT shall, to the fullest extent allowed by law, with respect to claims, liability, loss, damage, costs, or expenses, including reasonable attorney's and expert witness fees, awards, fines, penalties, or judgments, arising out of or relating to the Services (collectively "Claims"), defend, indemnify, and hold harmless CITY, its Officials, officers, employees and agents (the "CITY Parties"), except to the extent the Claims are attributable to CITY Parties' gross negligence or willful misconduct. CONSULTANT shall defend the CITY Parties as required by California Civil Code Section 2778, and with counsel reasonably acceptable to those parties.
CONSULTANT shall have no right to seek reimbursement from the CITY Parties for the costs of defense. The obligations contained in this Section 5.1 shall survive the termination of this Agreement for whatever cause for the full period of time allowed by law and shall not in any way be limited by the insurance requirements of this Agreement.
5.2. Health and Safety. CONSULTANT may perform part of the Services at sites which contain unknown working conditions and contaminated materials. CONSULTANT shall be solely responsible for the health and safety of CONSULTANT's employees during the performance of the Services.
5.3. Insurance. CONSULTANT and all of CONSULTANTS employees, subcontractors, consultants and other agency shall procure, provide and maintain at all times during the performance of this Agreement, and for such additional periods as described herein, the insurance listed below with insurers licensed to do business in the State of California and with a Best's rating of no less than A:VII.
A. Commercial Automobile Liability Insurance. Commercial Automobile Liability Insurance providing bodily injury liability and property damage, to protect against all liability arising out of the use of any owned, leased, passenger or commercial automobile at a minimum amount of $1,000,000 combined single limit and $2,000,000 aggregate. Coverage shall apply to hired and non-owned autos.
B. Commercial General Liability Insurance. Commercial General Liability Insurance, with limits providing a minimum amount of $1,000,000 combined single limit coverage for each occurrence, $2,000,000 general aggregate and $2,000,000 products/completed operations aggregate. The insurance shall cover all operations including but not limited to the following: (1) premises, operations and mobile equipment liability; (2) completed operations and products liability; (3) contractual liability insuring the obligations assumed by CONSULTANT in this Agreement; (4) broad form property damage liability; (5) personal injury liability endorsement, including death; and (6) automobile bodily injury and property damage insurance, including all owned, hired and non-owned equipment.
C. Professional Liability Insurance. Professional Liability Insurance protecting against liabilities arising out of or in connection with negligent acts, errors, or omissions of CONSULTANT and all of CONSULTANTS employees, subcontractors, consultants and other agency in connection with this Agreement, 5 at a minimum amount of $1,000,000 combined single limit coverage and $1,000,000 aggregate, on a "claims made basis" with a continuation of coverage extension for liabilities for two years from the date the Services are substantially complete. Such professional liability policies shall include coverage for liability assumed by the CONSULTANT under this Agreement.
D. Workers Compensation Insurance. Workers Compensation insurance, occupational disease insurance and employer’s liability insurance shall be required with minimum limits as required by law, covering all workplaces involved in this Agreement.
E. Policy Terms. Concurrently with execution of this Agreement, CONSULTANT shall provide CITY with Certificates of Insurance evidencing that CONSULTANT has obtained or maintains the insurance required by this Section
5.3. The Certificates shall be on forms acceptable to CITY. CONSULTANT shall also furnish CITY with original endorsements with the following documentation:
• Precluding cancellation or reduction in coverage before the expiration of thirty (30) days after CITY shall have received written notification thereof from CONSULTANT by United States mail;
• Providing that CONSULTANT's insurance shall apply separately to each insured against whom claim is made or suit is brought, and include a “separation of insureds” or “severability” clause which treats each insured separately, except with respect to the limits of the insurer's liability (cross-liability endorsement);
• Excepting CONSULTANT’S professional liability insurance, naming CITY, its City Council, boards, commissions, committees, officers, employees and agents as additional insureds (“Additional Insureds”); and • Providing that for any claims relating to CONSULTANT's services hereunder, CONSULTANT's insurance coverage shall be primary insurance with respect to CITY, its City Council, boards, commissions, committees, officers, employees and agents, and that any insurance or self-insurance maintained by CITY for itself, its City Council, boards, commissions, committees, officers, employees and agents shall be in excess of CONSULTANT's insurance and shall not be contributory with it.
• It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverages requirements and/or limits shall be available to the Additional Insured, including but not limited to any umbrella or excess insurance.
Furthermore, the requirements for coverage and limits shall be the greater of:
(a) the minimum coverage and limits specified in this Agreement; or (b) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured.
F. Material Breach. If CONSULTANT fails to maintain insurance coverage or provided insurance documentation which is required pursuant to this Agreement, it shall be deemed a material breach of this Agreement. CITY, at its sole option, 6 may terminate this Agreement and obtain damages from CONSULTANT resulting from said breach. Alternatively, CITY may purchase the required insurance coverage, and without further notice to CONSULTANT, may deduct from sums due to CONSULTANT any premium costs advanced by CITY for such insurance. These remedies shall be in addition to any other remedies available to CITY.
ARTICLE 6 - NOTICES
All notices or other communications required or permitted hereunder shall be in writing, and shall be personally delivered or sent by facsimile or reputable overnight courier and shall be deemed received upon the earlier of: (1) if personally delivered, the date of delivery to the address of the person to receive such notice; (2) if delivered by Federal Express or other overnight courier for next business day delivery, the next business day; (3) if sent by facsimile, with the original sent on the same day by overnight courier, the date on which the facsimile is received, provided it is before 5:00 P.M. Pacific Time; or (4) if sent electronically, the date of delivery on the confirmed read receipt. Notice of change of address shall be given by written notice in the manner described in this Article 6. Rejection or other refusal to accept or the inability to deliver because of a change in address of which no notice was given shall be deemed to constitute receipt of the notice or communication sent. Unless changed in accordance herewith, the addresses for notices given pursuant to this Agreement shall be as follows:
If to CITY: City Manager
540 Crespi Drive
Pacifica, CA 94404
Phone: (650) 738-7409
Facsimile: (650) 359-6038
Email: [email protected]
If to CONSULTANT:Jeff Blum
23520 Foley Street, Unit B
Hayward, CA 94545
Phone: (510) 774-9223
Email: [email protected]
ARTICLE 7 - MISCELLANEOUS
7.1. Entire Agreement. This Agreement represents the entire understanding of CITY and CONSULTANT as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may only be modified by an amendment in writing signed by each party.
7.2. No Assignment. The Services are deemed unique and neither party shall assign, transfer, subcontract or otherwise substitute its interest in this Agreement or any of its obligations 7 hereunder without the prior written consent of the other party. As limited by this Section
7.2, this Agreement is to be binding on the successors and assigns of the parties hereto.
7.3. Severability. If any part of this Agreement is determined to be unconstitutional, invalid or beyond the authority of either party, such decision shall not affect the validity of the remainder of this Agreement, which shall continue in full force and effect, provided that the remainder of this Agreement can be interpreted to give effect to the intentions of the parties.
7.4. Counterparts. This Agreement may be signed in counterparts and, when fully signed, such counterparts shall have the same effect as if signed in one document.
7.5. Choice of Law. This Agreement and all matters relating to it shall be governed by the laws of the State of California without reference to its choice of laws principles and venue shall be in the appropriate court in San Mateo County, California.
7.6. Waiver. No failure on the part of either Party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder. A waiver by either CITY or CONSULTANT of any breach of this Agreement shall not be binding upon the waiving party unless such waiver is in writing. In the event of a written waiver, such a waiver shall not affect the waiving party's rights with respect to any other further breach.
7.7. Mediation. In the event the parties are unable to resolve a dispute arising under this Agreement through good faith negotiations, the parties agree to submit the matter to mediation with a mutually agreeable mediator. Prior to the mediation, the parties shall exchange any documents reasonably necessary to resolve the matter to be mediated.
7.8. Attorney’s Fees. If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled.
7.9. Interpretation. In the event this Agreement is ever construed in any dispute between the parties, it and each of its provisions shall be construed without regard to the party or parties responsible for its preparation and shall be deemed to have been prepared jointly by the parties. The rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not be employed in interpreting this Agreement. 8 7.10. Authority. Each individual executing this Agreement on behalf of one of the parties represents that he or she is duly authorized to sign and deliver the Agreement on behalf of such party and that this Agreement is binding on such party in accordance with its terms.
7.11. Third Parties. Nothing contained in this Agreement shall create a contractual relationship with, or cause of action in favor of, a third party against either the CITY or CONSULTANT. CONSULTANT’s Services hereunder are being performed solely for the benefit of CITY.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date set forth above.
CITY OF PACIFICA
By: _________________________________ Date
Kevin Woodhouse, City Manager
Attest: Approved As To Form
By: By: ____________
Sarah Coffey, City Clerk Michelle Marchetta Kenyon,
City Attorney
CONSULTANT
TOTAL FLOW, INC.
By: Date
By: Date
September 7,2022
Louis Jeffrey Blum TFI/President
EXHIBIT A
SCOPE OF WORK
RFP 5
The City of Pacifica Perform Smoke Testing
Project Understanding
In the City’s efforts to maintain the sanitary sewer system and reduce I&I sources, smoke testing of the Pacifica Community will be performed on approximately 232,813 linear feet of pipe. In this section, we will discuss our technical approach. Our understanding and ability to provide unparalleled resources and expertise in sewer smoke testing work will lead to cost-effective and expeditious work for The City. Most importantly, because of our extensive prior smoke testing experience, there will be no learning curve required, we can begin rapidly, and the quality of work is unparalleled.
Smoke testing is a quick method of detecting infiltration & inflow (I&I) sources in the sanitary sewer system. Smoke testing will detect specific inflow points such as storm sewer cross-connections. Smoke testing will also locate point source inflow leaks in drainage paths or ponding areas, roof leaders, yard and area drain, foundation drains, abandoned building sewers, and faulty service connections.
Using a portable, Ripcord gasoline-powered smoke blower located over the maintenance hole, smoke is pressurized through the sewer lines. The smoke travels through the selected sewer sections and escapes through sewer defects that could allow rainwater and or groundwater to enter into the sewer system. The smoke is water-soluble, non-toxic, odorless, non-staining, and dissipates soon after the blower is shut down. Up to three reaches of pipe, or a maximum of 1000 linear feet of sewer line, will be tested at a time. Smoke testing will not be done when weather conditions prevent accurate testing results. Weather conditions like fog, high winds, and smoke from wildfires could stop work until conditions improve.
Each smoke test source site is recorded on an iPad using File Maker Pro. The TFI Field Team collects all pertinent data on forms and digitally photographs for permanent documentation using iPad devices. Data forms are then inputted into a Microsoft Excel database. Sketches of the setup and defects are linked to the database. A sample TFI smoke testing forms and samples of completed smoke testing work are in Appendix B – Smoke Testing Forms.
Smoke Testing Project Technical Approach
A carefully developed approach to The City’s smoke testing project requires a thorough understanding of The City’s requirements and objectives. This understanding along with TFI’s ability to provide unparalleled resources and expertise in sewer smoke testing will lead to costeffective and expeditious work for The City.
TFI’s approach is designed to provide The City with responsive service that is cost-effective in the long term. Because of our prior experience with smoke testing, no learning curve will be required, and we can begin rapidly. Each task is broken out as follows:
Task 1 – Collect Sewer System Maps
Task 2 – Prepare Smoke Testing Notices
Task 3 – Prepare Traffic Control Plans.
Task 4 – Prepare Pre-Smoke Testing Notification
Task 5 – Smoke Testing
Task 6 – Data Organization
SCOPE OF WORK
RFP 6
The City of Pacifica Perform Smoke Testing
Task 7 – Results and Report Preparation
Task 8 – Project Management
Task 1 – Collect Sewer Maps Smoke Testing Plan
Before starting smoke testing, The City will provide TFI with copies of its sanitary sewer maps showing the streets and boundaries of the areas to be smoke tested with maintenance hole numbers. TFI will confirm the structure numbering system, the drainage basins, and the reaches of pipe The City has designated for smoke testing.
TFI anticipates that this task will be accomplished during the first week after notice to proceed.
See the Proposed Time Line for Smoke Testing at the end of this section.
The City has determined where the smoke testing will begin. This area will be complete with GIS drainage maps. Smoke testing will be done in one map area to minimize the disruption to the communities. Standard traffic control plans are in the appendix.
Task 2 – Prepare Smoke Testing Notices
TFI understands that notification is essential to The City. A public relations process and public notification process must be prepared prior to and during the smoke testing program. All notifications will be provided by The City. The notification package will consist of several types of fact sheets and forms as described below:
● 72-Hour Advance
Smoke Test Notice
A second notice to be distributed 24 to 72 hours in advance of the smoke testing work. Commonly asked questions
are addressed on this form, and the same HOTLINE
number is provided.
Other forms that are Available
● Phone Contact Form This form will gather similar data to the homeowner/ building contact form. This form is used only for those calling in for information.
● Frequently asked
Questions (FAQ)
The person answering the telephone calls will be provided with this form to assist with responses to commonly asked questions. ● Smoke Testing Air
Quality Facts
This fact sheet provides detailed information of the smoke composition.
● Sewer Basin Drainage
Maps
Provided by The City, these maps will show the boundaries of the areas to be smoke tested.
● Street Boundary
Description
A detailed listing of the street names which border or identify the area being smoke tested.
● Sewer Line Smoke
Testing Facts
This form provides general information, describing who is conducting the testing work, where the test areas are located, what is involved, and what the presence of smoke indicates.
RFP 7
The City of Pacifica Perform Smoke Testing
● Smoke Test Setup
Form
This form is used by TFI when smoke testing a sewer line. It documents the manhole location, street address, sewer number, date, and time of the smoke test. See the Appendix B for a sample form.
● Smoke Test Defect
Form
Used by TFI to identify defects found while smoke testing. See the Appendix B for a sample form.
Samples of TFI’s notices listed above are displayed in the Appendix B.
Deliverables for Task 2
Smoke testing Notice, final field and office logs.
Task 3 – Prepare as Needed Traffic Control Plans
Traffic Control Plan - If required, a Traffic Control Plan will be developed, containing maps showing the location of the work, and a schedule for all planned activities including dates and times of day where traffic controls are required. Note: currently TFI anticipates few nonstandard traffic control plans. This is due to the fact that if a manhole is in a difficult location, it would be safer to setup in an adjacent location and blow the smoke through the difficult manhole. However, if it becomes necessary to develop a Traffic Control Plan, it will be reviewed by The City staff for approval. TFI recognizes the following constraints:
1. Rush hour limitations (e.g., 6:30 a.m. to 8:30 a.m. and 3:30p.m. to 6:00 p.m.) as well as holiday shopping traffic will be considered.
2. Street closures near schools will not be scheduled during pick-up and drop-off times.
Deliverables for Task 3
Standard Traffic Control Plans, Site Specific Control Plans.
Task 4 – Pre-Smoke Testing Notification
Prior to commencing smoke testing, TFI will locate all emergency services (i.e. police and fire departments) prior to smoke testing and will notify them of the location of the smoke test and the date the test will be performed. TFI will also notify the public works department of The City and the citizens being affected by the smoke test.
Prior to smoke testing, TFI will locate all sensitive areas (i.e. hospitals, schools, and factories) and prepare information to be handed to a representative of the organization.
Advanced notices will be hand-delivered to the residents and businesses at least one week before smoke testing. The two days before the smoke testing is conducted, TFI will distribute 24 to 72-hour notices to all residents and businesses affected by the test. TFI uses 8” by 11” paper. 8” by 11” allows for more information to be put on the flyer. They could also be printed as needed with the date of testing to be done. These notices are placed at the door or gate if access is not available. For businesses, they hand-delivered to the owner or employee if the owner is not available. We will also deliver notices to schools and daycare with special
RFP 8
The City of Pacifica Perform Smoke Testing
instructions on locating all water traps. We also make every attempt to smoke test schools after classroom hours. We understand that we will be accessing the private property and our courtesy and respect for the residents is of the utmost importance and concern. For advancing the schedule, the City may allow only one notice to the community. Other parts of the community were smoke tested last year, thus the community may have some understanding of what smoke testing is. This history should help with the overall understanding of the project.
Deliverables for Task 4
24-72-hour or week of notification of upcoming smoke testing.
Task 5– Smoke Testing
Prior to the start of smoke testing each day, the smoke testing location is communicated to local police and fire departments. In addition, the public works department is notified of the smoke testing location daily.
The safety of residents, and that of the TFI field crew is of the utmost importance. Caution is used at all times when working in high traffic areas. Proper traffic control devices are used to divert traffic safely around open maintenance holes and field equipment. TFI has specially made “smoke testing ahead” signs. We find these very useful to have in case of distracted drivers. The field crew wears safety vests to alert drivers of their presence. Proper safety equipment is always used. The TFI field crew is fully aware of the dangers associated with entry into the sewer runs, including the possibility of atmospheres deficient in oxygen or containing high levels of carbon monoxide, hydrogen sulfide, or methane gas. TFI Confined space plan and smoke testing plan detail the method of performing work, operational and rescue procedures and the necessary formalities for planning and approving confined space entry.
The City will provide access to all maintenance holes by ensuring that they are not buried or paved over, and they will give access to any private property involved in the smoke testing.
The maintenance hole used for the setup is opened. After allowing it to vent for a short time, a Ripcord gasoline-powered smoke blower is placed over the maintenance hole. TFI usually carries two maintenance hole blowers and one lateral blower. Directional plugging in the sewer lines may be done if/when necessary. The sanitary flow is not blocked because of the possibility of surcharging and overflow. Each setup is logged on the Smoke Testing Setup form (See Appendix B for a sample). The smoke blower is started and allowed to run for a couple of minutes prior to adding smoke.
Total Flow uses a 3-man smoke testing crew. A crew chief who decides which maintenance hole/pipe section to test. The crew chief stays at the setup structure to watch over equipment and manage onlookers. The crew chief will also manage the setup log sheet. Superior® liquid smoke is used to generate smoke. TFI crews prefer to use liquid smoke for safety, and it is more continuous. Smoke is blown into the maintenance hole. Once smoke is viewed coming out of roof vents and neighboring manholes the two field-crew members walk all the way around each building, wherever possible, to check for defects. Each field crew member is equipped with an iPad, flag stakes, and measuring tape, photographs are taken of each smoke RFP 9
The City of Pacifica Perform Smoke Testing
return. TFI has found it useful to take multiple pictures of the smoke return. The first photo is of the property; the second is a close-up of the property's address. TFI will then photograph the defect. The defect picture will be a faraway shot to show property with landmarks and drainage area. Then a close picture is taken to indicate the type of defect found. The photographs are linked to the database and are time-stamped. By linking the photographs to the database, we find that the whiteboard is unnecessary. A stake is left at the defect location to allow the crew to move rapidly through the neighborhood. They will return to each “flagged” site to further document the defect in detail. The flag is then removed.
TFI has also uses a lateral smoke blower that can be setup on cleanouts to smoke an individual property if required. This is useful in the event of properties with backflow preventers which do not allow smoke to travel up the laterals. If there is a backflow preventer TFI would go return and smoke test those houses individually with a lateral smoke blower. TFI is concerned about the liability of handling a backflow preventer and will not disable them.
Observations regarding each defect, identified by smoke, are documented in a sketch. The sketch includes location, address or house number, data, and a schematic layout of the maintenance hole and sewer line under testing. Measurements from at least two permanent reference points to the smoke emission point are included on the sketch. These sketches are done on the iPad or a sheet of paper scanned and linked to the database.
Following each setup, the field crew chief reviews the setup with the crew and notes the total number of defects found on the setup form. The field crew chief marks on the sewer map the area that was smoke tested. If data sheets are used, all data sheets are handed to the field crew chief at the end of each setup.
When residents approach the crew with questions, the field crew will politely answer short questions and refer the people to the HOTLINE number. At the end of each day, a review of the basin map for the next day’s smoke testing is done, and 24 to 72-hour notices are distributed.
Task 6 – Data Organization
The smoke testing data is collected at the end of each day. The forms are verified to ensure that they have the correct basin number, date, etc. All digital photographs are uploaded to an electronic forms database for storage and later printing. A defect database is created and updated on a daily basis. A clean copy of the sewer maps is updated to include the defect location described in the defect form and the sketches are scanned.
Task 7 – Results and Report Preparation
After the smoke testing field services have been completed, all collected field data is reviewed and a separate report is prepared for The City. All field logs are bound into a draft report and the defect summary table is completed. Two copies of the draft report are prepared, and each includes:
● A source defect analysis for the defects detected by the smoke testing which assigns a potential leak rate for each defect to develop a ranking based on the severity of the defect. An estimated breakdown of the percentage of leakage attributable to public RFP 10
The City of Pacifica Perform Smoke Testing
property and private property defects will also be provided, and recommendations for corrective action will be made.
● One (1) copy of all field inspection forms for The City’s system. The field inspection forms shall include all field observations, photographs and inspections notes and will be color copied and provided on CD-ROM or flash drive.
● One (1) copy of the sewer system map for The City, annotated to cross reference the location of each defect described in the field inspection forms.
Deliverables for Task 7
It is anticipated that a copy of the draft report will be available to The City two weeks from completion of the smoke testing. Once the City has reviewed the draft report and has submitted comments back to TFI, a final report incorporating The City’s comments will be prepared.
Two copies of the final report will be submitted to The City. This will include the electronic database and summary tables.
Task 8 – Project Management
Effective project management is essential for keeping projects within budget and on schedule.
TFI recognizes that budget and schedule control, and timely reporting of results, will provide The City a cost-effective smoke testing program and report. We routinely implement project management and control systems that are tailored to meet project needs. As project manager, Jeff Blum will have overall responsibility for the project, and will serve as the point of contact with The City.
TFI will provide The City with up-to-date status and progress on the smoke testing activities through daily phone calls, faxes, and email. Continued close working relationships as well as constant communication will permit The City to closely monitor our work. TFI understands the importance for continued and effective communications among all parties involved in the project.
Deliverables for Task 8
Monthly summaries, status, and invoices
EXHIBIT B-1
Task
Project
Manager
Office
Technicians
3 man field
Crew
notification
crew OCD
Total TFI
Labor Cost
$165 $121 $404 $250
Task 1 – Collect Sewer Maps Review with Cli $165 $165
Kick off Meeting $990 $121 $1,111
Task 2 – Prepare Smoke Testing Notices $165 $16,000 $16,165 Task 3- Prepare Traffic control plans $165 $165
Task 4 – Pre-Smoke Testing Notification* $165 $16,000 $16,165 Task 5 – Smoke Testing $6,600 $125,409 $3,360 $132,009
Task 6 – Data Organization $4,840 $4,840
Task 7 – Field Results and Report Preparation $6,600 $968 $7,568 Task 8 – Project Management $3,960 $484 $4,444
Total Labor Cost $18,810 $6,413 $125,409 $32,000 $3,360 $182,632 linear ft of
main line
price per
linear ft.
Total Smoke Testing 232813 $0.78446 $182,632
Optional
Smoke test Individual properties with
lateral Blower each $250 $250
* if we drop one of the notifications 232813 $0.715 166,467 Jeff Blum/President
Total Flow Inc.
23520 Foley St. Unit B
Hayward Ca 94545
(510) 774-9223 [email protected]
City of Pacifica Smoke Testing Program
2022
Labor Hours per week
TFI Staff