STANDARD OPERATING PROCEDURE
FOR
MEASUREMENT OF HEXAVALENT CHROMIUM
USING THE
BGI PQ167R LOW VOLUME SAMPLER
U.S. Environmental Protection Agency
Region 4, Science and Ecosystem Support Division
Athens, Georgia, 30605
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
Acknowledgement
This Standard Operating Procedure (SOP) was developed by EPA Region 4, Science and Ecosystem Support Division. This SOP is based on the Commonwealth of Kentucky’s ambient monitoring SOP template. Special thanks to BGI Inc. and ERG for operational content and illustrations.
For questions or comments please contact:
Greg Noah, EPA, Region 4, SESD at [email protected] or 706-355-8635 Mike Jones, EPA-OAQPS-AQAD at [email protected] or 919-541-0528 Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
Table of Contents
I. Introduction....................................................................................................4 II. Installation......................................................................................................7 A. Sampler Siting.....................................................................................7 B. Sampler Installation.............................................................................7 Cr+6 Retrofit Instructions...............................................................7 III. Operating Procedure......................................................................................9 A. Equipment and Supplies......................................................................9 B. Sampler and Sample Media Receipt Activities....................................9 C. Verification..........................................................................................10 D. Calibration...........................................................................................11 E. Conducting the Sampling Event..........................................................12 Site Arrival Daily Activities.............................................................12 Preparing Sampler for a Sampling Event......................................13 Installing the ERG Cr+6 Filter Holder Module...............................16 Sample Recovery and Data Collection..........................................16 Sample Shipping...........................................................................17 IV. Quality Assurance.........................................................................................18 A. Flow Calibration..................................................................................18 B. Flow Verifications................................................................................18 C. Independent Audits.............................................................................18 V. Data Forms....................................................................................................18 ERG Ambient Hexavalent Chromium Data Sheet....................................19 Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
I. INTRODUCTION
This procedure is designed to provide instruction on collecting hexavalent chromium (Cr+6) in air using the BGI PQ167R air sampler for metals analysis.
The BGI PQ100 is an "Intelligent Air Pump" that can monitor its own airflow rate and thereby adjust the pump speed to compensate for changes in load pressure and/or other forces which would otherwise hamper the flow of air through a filter (or sample collector). The PQ100 unit can be programmed to begin its sampling job at a specific date, time, and stop sampling after the user defined run time is depleted. However, the sampling time should always be 24 hours for Cr+6 sampling the Toxics in Schools Study.
The PQ100 was designed to operate from 1 standard liter per minute (1000 cc per minute) to 25.0 standard liters per minute and is unaffected by changes in ambient temperature and barometric pressure. The flow rate precision is guaranteed to 2% of the calibration set point.
This SOP is designed to be a step by step method for operating the sampler to be used in conjunction with the manufacturer’s operators manual.
Laboratory Analysis Methodology may be referenced by contacting the Eastern Research Group (ERG) directly at 919-468-7800 or by email [email protected]. Maintenance and troubleshooting should be conducted using the BGI167R operator’s manual.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
FIGURE 1. Schematic of PQ167 Sampling System
(Cr+6 filter holder apparatus replaces PM10 inlet head) Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
FIGURE 2. PQ167R with Mounting Stand
(Cr+6 filter holder apparatus replaces PM10 inlet head and filter cassette module and downtube assembly brace are not used)
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
II. INSTALLATION
A. Sampler Siting
Check the areas for safety. Ensure there will be enough room for the operator to move freely while working, and ensure physical conditions of the location will allow the operator to work safely.
The sampler should be set in a location unobstructed from any side. No tree limbs or other hanging obstructions should be above the sampler. It is suggested that the horizontal distance from the sampler to the closest vertical obstruction higher than the sampler be at least twice the height of the vertical obstruction. There should be no sources located nearby that may bias sampling measurements.
Locate the sampler on a reasonably level structure at a height between two (2) and fifteen (15) meters above the ground.
B. Sampler Installation
Assemble the sampler according to Figure 3 below omitting the installation of the PM10 inlet head, filter cassette holder assembly, and downtube assembly brace. For detail and illustration, refer to the BGI PQ167 Quick Start document, pages 2 through 8.
Cr+6 Retrofit Instructions
1. The sampling unit, at this point, should have legs mounted on the stand, and the pump and power components should be secured in the stand according to the PQ167 Quick Start document. The downtube, PM10 inlet head, and filter cassette holder assembly should NOT be installed.
2. Install the downtube on the top of the cylindrical mount on the stand. The mount should have tubing leading from the port on its side to the inlet on the pump module.
3. The total ERG Cr+6 filter holder apparatus consists of a BGI flow adapter with shut-off valve, stainless steel connector fitting, a length of “U” shaped stainless steel ¼ inch tubing, ERG filter assembly, and a glass funnel. The ERG filter assembly and glass funnel will be provided for each sampling run and should not be installed until a sampling run is setup.
Place this apparatus (without ERG filter assembly) on the top of the downtube, and ensure that the shut-off valve is in the open position.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
4. The open end of the stainless steel tubing should be capped when sampling is not in progress to prevent contamination.
Figure 3. Sampler Assembly Diagram
(Cr+6 filter holder apparatus replaces PM10 inlet head and filter cassette module and downtube assembly brace are not used)
01 PM10 Inlet head
03 Water collection bottle
11A Tripod frame
12 Rubber hose
34 Hose adapter
160 Sampler leg
161 Filter cassette holder assembly
162 Downtube
163 Downtube assembly brace
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
Place and level the sampler on site. To secure the sampler and protect membrane roofs, 2 x 4 wooden studs may be cut into one foot sections and fastened to the feet of the legs using lag bolts. Place sand bags on these skids to prevent tipping of the sampler.
Connect the sampler to a grounded electrical outlet with 115 volts, and at least 5 amp service. Protect the connector from precipitation by fastening beneath the sampler or wrapping it with plastic tape.
If operating using a deep cycle marine battery for power, install the external power cord by screwing the round harness into the “utility adapter” port on top of the sampler. Attach the positive and negative contacts to the deep cycle marine battery and secure. A fully charged battery should provide power for at least 2 sampling runs. Depending on the battery available, more consecutive runs may be possible. Store the battery in a plastic container near the sampler to conceal and protect it from the weather.
If collocated samplers will be located at the site, the two samplers must be within four (4) meters of each other, but outside of two (2) meters.
The inlet heights must be within one (1) meter vertically.
III. OPERATING PROCEDURE
A. Equipment and Supplies
BGI PQ167R
ERG Cr+6 filter holder apparatus
Flow calibrator
Logbook
ERG filter assembly with glass funnel
Cooler with ice substitute
Powderfree gloves
ERG sample paperwork
B. Sampler and Sample Media Receipt Activities
1. Plug sampler into AC power and charge the internal battery for at least 24 hours.
2. Check parts and components against the packing list.
3. After charging, ensure sampler will power up and that the main screen is operational.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
4. The sampler may arrive with a default flow rate of 16.7 Lpm. If during the initial verification, the sampler’s target flow rate is displayed as 16.7 Lpm, it must be changed to 15 Lpm. Proceed directly to the calibration section of the SOP for direction in making the change.
5. The ERG Cr+6 Filter Holder Modules will arrive to the field office in a cooler with frozen ice substitutes. The modules will have paperwork designating them for a specific site and run day. The modules must be kept in a freezer prior to sampling. During transport to the monitoring site for run preparation, the filters must be kept cold as well. Samples must be returned to ERG cold using ice substitutes.
C. Verification
NOTE: THE PQ100 DOES NOT REQUIRE A LEAK TEST. CUTTING
OFF THE FLOW OF AIR BY COVERING OR RESTRICTING THE AIR
FLOW TO THE INLET WILL CAUSE DAMAGE TO THE INTERNAL
PUMP AND WILL VOID THE WARRANTY.
To VERIFY flow:
1. Install a test ERG Cr+6 filter holder module if available. If a test module is not available, the module to be used for the next sample day is acceptable; however, the module must be used immediately following the verification/calibration.
2. Attach a NIST traceable flow standard to the inlet of the filter module. Ensure the flow standard is on and has equilibrated to ambient conditions.
3. Turn on the PQ167R by pushing the "ON/OFF" button. If a message is blinking on the display, press "ENTER" to proceed to the "MAIN IDLE DISPLAY".
The screen display should read:
ET0000Min TS00.00M (Date)
Q(Flow)Lpm T(Time) Bty(Capacity)%
(Date) – today’s date in military notation; e.g., 01JAN= January 1st (Flow) - the current flow rate selected to be regulated. (Time) - military time; e.g., 13:08= 13 Hours 8 Minutes or 1:08 PM (Capacity) - remaining charge in the internal battery.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
4. Press SETUP three times until the Set START DATE and TIME screen appears: The screen should appear as below:
Set START DATE and TIME
(Date) (Time) Off
5. The word, “Off”, should be displayed in the lower right corner of the screen. The bottom line of the display should be flashing. If “On” is displayed, press the “ENTER” button until “On” stops flashing.
Then toggle to “Off” by pressing the + or – buttons.
6. Press the “SETUP” button twice to get to the “MAIN IDLE DISPLAY”
7. Press the “RUN/STOP” button to activate the pump.
8. Allow the pump to stabilize for at least 2 minutes.
9. If the measured flow and the flow indicated on the flow standard are within 4%, the sampler’s calibration is acceptable. If the flow is outside 4%, the unit must be recalibrated.
10. Press the “RUN/STOP” button to turn off the pump.
D. Calibration
NOTE: THE PQ100 DOES NOT REQUIRE A LEAK TEST. CUTTING
OFF THE FLOW OF AIR BY COVERING OR RESTRICTING THE AIR
FLOW TO THE INLET WILL CAUSE DAMAGE TO THE INTERNAL
PUMP AND WILL VOID THE WARRANTY.
To CALIBRATE flow:
1. Install a test ERG Cr+6 filter holder module if available. If a test module is not available, the module to be used for the next sample day is acceptable; however, the module must be used immediately following the verification/calibration.
2. Press "SETUP". The screen will read; "Select FLOW RATE"
3. From the "MAIN IDLE DISPLAY" press the "Setup" key once until the message below appears;
Select FLOW RATE
The Target Q should read 15.0 Lpm. If it does not read 15.0 Lpm, set TARGET FLOW RATE to 15.0 Lpm by pressing ENTER.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
The whole number value will remain on constant while the tenths still blink); use "+" or "-" to increase or decrease until 15 is displayed. Press ENTER (Tenths value will now remain constant while whole number blinks); use "+" or "-" to increase or decrease until .0 is displayed.
4. From the "Select FLOW RATE" message screen, press both the "Reset" key and the "Run/Stop" key simultaneously to enter the calibration mode and the message below will appear;
CALIBRATE Target=15.0 Lpm
5. Press the “RUN/STOP” button to activate the pump and the message below will appear:
CALIBRATE Target = 15.0 Lpm
Reference Q.. XX.X
The Reference Q is an approximate flow rate used only as a visual aid in finding the corrected flow on the calibration device. This value may indicate 5 to 15% error. This is for reference only!
6. Use the "+/-" keys to move the pump speed up or down until the calibration device indicates the desired flow rate.
7. When a stable reading has been achieved, press the "ENTER" key to store the flow rate.
8. Exit the Setup menu and return to the "MAIN IDLE DISPLAY".
CALIBRATIONS ARE NOT AFFECTED UNTIL THE ENTER KEY
IS PRESSED AND THE PUMP IS RUNNING.
9. Record pre- and post- flow measurements and adjustments in the logbook.
E. Conducting the Sampling Event
Site Arrival Daily Activities
1. Visually inspect and ensure all O-rings are in place and secure.
Replace if necessary.
2. Always ensure that samples and unused ERG Cr+6 Filter Holder Modules are transported to and from the site cold.
3. Confirm all cables (electrical connections) are secure, and that exterior connections are protected from the elements.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
4. Record activities, site observations, and maintenance activities in logbook.
Preparing Sampler for a Sampling Event
1. Prepare sample paperwork. On the ERG AMBIENT HEXAVALENT CHROMIUM DATA SHEET, complete the “Lab Pre-Samp.” and
“Field Setup” sections. Record any pertinent observations in the notes section at the bottom of the form.
2. Turn on the PQ167R by pushing the "ON/OFF" button. If a message is blinking on the display, press "ENTER" to proceed to the "MAIN IDLE DISPLAY". Then press “RESET” to clear prior run data.
3. Conduct an initial flow check (verification) by following the instructions in section C. Verification. Record the measurement from the flow standard on the ERG AMBIENT HEXAVALENT
CHROMIUM DATA SHEET under the “Field Setup” section on the “Initial Rotameter Setting”.
4. Following the flow check, the screen display should read:
ET0000Min TS00.00M (Date)
Q(Flow)Lpm T(Time) Bty(Capacity)%
(Date) – today’s date in military notation; e.g., 01JAN= January 1st (Flow) - the current flow rate selected to be regulated. (Time) - military time; e.g., 13:08= 13 Hours 8 Minutes or 1:08 PM (Capacity) - remaining charge in the internal battery.
5. Press "SETUP". The screen will read; "Select FLOW RATE" The flow rate value will be blinking.
6. The flow rate should read 15.0 Lpm. If it does not read 15.0 Lpm, the unit must be calibrated to 15.0 Lpm. See calibration section for adjusting target flow rate and calibration.
7. Press "SETUP". This is the date and time screen.
The screen should read;
Set DATE and TIME
(dd) (mmm) (yyyy) (time)
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
To change the Date and Time;
TIP: Only the field not blinking can be adjusted. Push enter to move to the next field.
a. DAY: Press ENTER and change by pressing the + or - key.
When the day is correct, press ENTER.
b. MONTH: To change, press + or - key. When correct, press ENTER.
c. YEAR: To change, press + or - key. When correct, press ENTER.
d. TIME (hrs): To change, press + or - key. When correct, press ENTER.
e. TIME (min): To change, press + or - key. When correct, press ENTER.
8. When date and time are correct press "SETUP"
9. This is the sample start screen which reads;
Set START DATE and TIME
(dd) (mmm) 00:00 Off
This screen allows you to set a start date and time for a sampling run. The default is set to midnight the next day. To designate your own start date and time:
a. DAY: Press ENTER and change by pressing the + or - key.
When the day is correct, press ENTER.
b. MONTH: To change, press + or - key. When correct, press ENTER.
c. YEAR: To change, press + or - key. When correct, press ENTER.
d. TIME (hrs): To change, press + or - key. When correct, press ENTER.
e. TIME (min): To change, press + or - key. When correct, press ENTER.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
f. Enable the run by setting the “On/Off” function on the screen to “On”.
WARNING: The sampler will not automatically activate if this option is set to “Off”.
10. Press "SETUP"
The screen will read;
Set RUN TIME
Hours: 24 Min: 00 On
Set to 24 hours 0 minutes. The default is always 24 hrs 0 min, the required sample duration. If the sample time needs to be modified, adjust as instructed in step 6 and 8.
11. Press "SETUP". The screen will return to the "MAIN IDLE DISPLAY"
WARNING: DO NOT PRESS THE RESET BUTTON AT THIS
TIME AS THE START TIME AND RUN TIME WILL DEFAULT.
12. Press "RUN/STOP"
If the START TIME ENABLE is set to "On" then the message "Alarm Triggered Run..." followed by "PQ100 Powering Down.." will appear briefly. The PQ100 is now waiting for the internal real time clock to achieve the designated start time and will then power itself on and begin the sampling run. If the START TIME ENABLE is set to "Off" then the pump will begin to run immediately. If this occurs, press RUN/STOP and begin back at step 2 ensuring START TIME ENABLE is set to “On”.
Installing the ERG Cr+6 Filter Holder Module
NOTE: Gloves must be changed for each sample, i.e. between retrieving a sample and preparing a new run gloves MUST be changed to prevent cross contamination.
1. Remove the sample inlet cover on the stainless steel probe and make sure there is no contamination on the probe.
2. Put on a clean pair of powderfree gloves
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
3. Take the ERG Cr+6 Filter Holder Module storage container from the cooler and carefully remove the module. The module may be in a plastic bag. Return the bag to the container for use in the collection procedure.
4. Make sure the glass funnel is securely attached to the filter holder.
Loosen the small top nut on the filter container. Arrows will be present on the filter holder showing air flow direction and they should always point to the end of the sample probe line.
5. Holding the module with the glass funnel facing down, slide the probe into the top fitting of the filter module and tighten the nut.
Tighten the nut until the ERG Cr+6 Filter Holder Module is securely fastened to the probe. Do not overtighten the plastic nut.
NOTE: If running a field blank, repeat steps 1 through 5, count to 10, and then remove the field blank filter holder module and place it back into the antistatic bag. Label the bag to designate the filter module as a field blank. Log the filter ID as field blank in the comments section of the ERG Hexavalent Chromium
Sample Data Sheet. The field blank must be run before the sample filter module is fastened to the probe.
Sample Recovery and Data Collection
NOTE: Gloves must be changed for each sample, i.e. between retrieving a sample and preparing a new run, gloves MUST be changed to prevent cross contamination.
1. On the ERG AMBIENT HEXAVALENT CHROMIUM DATA SHEET,
fill in the “Field Recovery” section. Be sure to fill in the “Recovery Date”, “Recovery Time”, “Elapsed Time” (ETXXXXMin from
sampler), and circle a “Status” selection. This information will be on the “MAIN STATUS SCREEN”.
2. Conduct a final flow check (verification) by following the instructions in section C. Verification. Record the measurement from the flow standard on the ERG AMBIENT HEXAVALENT
CHROMIUM DATA SHEET under the “Field Setup” section, “Final Rotameter Reading”.
3. Put on a clean pair of powderfree gloves
4. Take the module storage container from the cooler, open, and set aside.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
5. While holding the ERG Cr+6 Filter Holder Module, loosen the top nut holding the module to the sample inlet and slide the module off the stainless steel probe.
6. Place the ERG Cr+6 Filter Holder Module including glass funnel in the plastic bag and place back into the storage container. Place the storage container into a cooler with ice substitutes.
7. Place cover back on end of probe line.
8. Data may be downloaded to a laptop using the PQ100/200 DOWNLOAD SOFTWARE. ERG does not require this data, but
direction can be found in the BGI PQ167 Quick Start document, pages 16 and 17.
Sample Shipping
The ERG Cr+6 Filter Holder Module container must be packed in a cooler with ice substitutes and shipped overnight cold to ERG. The sample paperwork must be included in the shipment. Use the pre-filled out FedEx label provided by ERG, and fill out the “Sender” section with the sampling agency’s address and phone number. Send priority overnight to ERG.
If the shipping form is lost, use the address below for shipping to ERG, and contact them directly for the FedEx accounting.
Address: ERG
601 Keystone Park Drive
Suite 700
Morrisville, NC 27560
919-468-7924
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
IV. QUALITY ASSURANCE
To ensure that quality data is being collected the following checks should be considered:
A. Flow Calibration
A flow verification must be completed at the beginning of the study period. If the verification does not compare within 4%, the flow must be calibrated. Document all quality assurance activities in the logbook.
B. Flow Verifications
The flow must be verified or checked at the beginning and end of the sampling event to determine an average sample flow. Document all quality assurance activities and observations in the logbook.
C. Independent Audits
If possible, it is recommended that an independent flow check of the sampler be conducted at some point during the study. This check may be conducted by a state or local agency’s quality assurance team or independent audit program.
V. DATA FORMS
All sample related run data forms will be supplied by ERG. Check the data sheets for completion after every setup or retrieval event. The operator is expected to keep a logbook to document all site activities, quality assurance activities, and sampling activities. The ERG AMBIENT HEXAVALENT CHROMIUM DATA SHEET is attached below.
Toxics in Schools, Hexavalent Chromium SOP
July 30, 2009
ERG Ambient Hexavalent Chromium Sample Data Sheet
T&B Systems Proposal G-3
T&B Systems Proposal G-4
T&B Systems Proposal G-5
T&B Systems Proposal G-6
T&B Systems Proposal G-7
T&B Systems Proposal G-8
T&B Systems Proposal G-9
T&B Systems Proposal H-1
Section H
COST
PROPOSED COST
The total cost for the effort is $159,877. As detailed in our technical proposal, we are proposing one year of monitoring. Work under this contract will be performed on a time and materials basis.
In estimating the cost, we have assumed the following:
T&B Systems involvement in installing Paramount’s samplers is unknown. For the purposes of this proposal, we have assumed 8 hours for a Scientist I grade. This effort can be expanded or removed per Paramount’s requirements. The desire for a meteorological station was not presented in the RFP, but rather requested during an email correspondence with Paramount, and the exact meteorological requirements were unspecified. The proposed system can be modified if needed once specifications are finalized.
T&B Systems Proposal H-2
\\DCY\DEPT\PUBLIC WORKS\PWAGENDA\COMMON FILE\MS APPROVAL WILLDAN.DOCX 3/24/2023 8:57 AM MARCH 28, 2023
APPROVAL OF CONTINGENT DESIGN AND ENGINEERING SERVICES
AGREEMENT WITH WILLDAN ENERGY SOLUTIONS FOR EFFICIENCY
AND INFRASTRUCTURE IMPROVEMENT PROJECTS AND
CONSIDERATION OF A FUNDING PLAN
MOTION IN ORDER:
APPROVE THE CONTINGENT DESIGN AND ENGINEERING SERVICES
AGREEMENT WITH WILLDAN ENERGY SOLUTIONS IN THE AMOUNT
OF $50,000 FOR ENERGY EFFICIENCY AND INFRASTRUCTURE
PROJECTS AND AUTHORIZE THE MAYOR OR HER DESIGNEE TO
EXECUTE THE AGREEMENT.
MOTION:
MOVED BY: _______________
SECONDED BY: ____________
[ ] APPROVED
[ ] DENIED
ROLL CALL VOTE:
AYES: __________________
NOES: __________________
ABSENT: ________________
ABSTAIN:________________
To: Honorable City Council
From: John Moreno, City Manager
By: Adriana Figueroa, Public Works Director
Celina Sanchez, Management Analyst
Date: March 28, 2023
Subject: APPROVAL OF CONTINGENT DESIGN AND ENGINEERING SERVICES
AGREEMENT WITH WILLDAN ENERGY SOLUTIONS FOR EFFICIENCY
AND INFRASTRUCTURE IMPROVEMENT PROJECTS AND
CONSIDERATION OF A FUNDING PLAN
BACKGROUND
The Public Works department oversees the Capital Improvement program for the City of Paramount. Every year we look for ways to improve our facilities and most importantly our City. Recently, staff requested Willdan Energy Solutions (WES), a subsidiary of Willdan Engineering, to prepare a preliminary energy assessment across approximately eleven City facilities, the municipal water system, and other City infrastructure. This preliminary assessment has identified several opportunities for projects that will lower utility usage costs and take steps towards achieving the City’s Climate Action Plan (CAP) goals.
DISCUSSION
The Contingent Design and Engineering Services agreement with WES will allow us to proceed with a comprehensive analysis to complete a series of tasks across our City sites and buildings that will deliver options to reduce City costs and achieve CAP goals. This will produce scopes of work, project costs, savings, and funding mechanisms. This analysis will include tasks in energy conservation, renewable energy generation, and infrastructure improvements. Specific energy audits will be performed to identify opportunities for energy conservation measures, microgrids, and/or electric vehicle charging infrastructure technologies, enhanced water meters, and water system billing auditing to reduce City energy costs. WES will also investigate project funding sources including financing, federal, state, and local financial incentives and will prepare a financial analysis of potential project measures.
FISCAL IMPACT
There is no direct financial impact associated with this agreement at this time. Fiscal impacts related to specific energy efficiency measures or infrastructure improvement projects will be brought forward to the City Council for consideration upon completion of this analysis. If the City does not move any recommended projects into construction, the Agenda Report March 28, 2023
DESIGN AND ENGINEERING SERVICES Page 2
City will be subject to pay $50,000 for the engineering and design services completed through this Design and Engineering Services Agreement. Should the City move any projects into construction with Willdan, the engineering and design costs will be absorbed within the construction project budgets.
VISION, MISSION, VALUES, AND STRATEGIC OUTCOMES
The City’s Vision, Mission, and Values set the standard for the organization; establish priorities, uniformity, and guidelines; and provide the framework for policy decision making. The Strategic Outcomes were implemented to provide a pathway to achieving the City’s Vision. This item aligns with Strategic Outcomes No. 4: Environmental Health and Strategic Outcome No. 6: Efficient, Effective, and Fiscally Responsible.
RECOMMENDED ACTION
It is recommended that the City Council approve the Contingent Design and Engineering Services agreement with Willdan Energy Solutions in the amount of $50,000 for energy efficiency and infrastructure projects and authorize the Mayor or her designee to execute the agreement.
Contingent Proposal for
Development and Engineering Services
City of Paramount
March 22, 2023
Willdan Energy Solutions
2401 E. Katella Avenue, Suite 300
Anaheim, CA 92806
Willdan’s Proposal for Development and Engineering Services For The City of Paramount
TABLE OF CONTENTS
PART 1. SCOPE OF SERVICES ...........................................................................................2
1.1. PROPOSAL OBJECTIVES ................................................................................................................................2
1.2. SERVICES TO BE PROVIDED...........................................................................................................................2
1.3. RESPONSIBILITY OF THE CLIENT .....................................................................................................................2 PART 2. COST PROPOSAL................................................................................................. 4 STANDARD CONDITIONS.......................................................................................................... 5 Willdan’s Proposal for Development and Engineering Services For The City of Paramount Page 1
March 22, 2023
Adriana Figueroa
Director of Public Works
15300 Downey Ave,
Paramount, CA 90723
Attention: Adriana Figueroa
Reference: Contingent Proposal for Development and Engineering Services Dear Adriana:
This letter is written to serve as a proposed contingent agreement between the City of Paramount (CLIENT) and Willdan Energy Solutions (hereinafter called WES) for the performance of design and analysis services to determine the scope of improvements, energy and maintenance savings potential, and guaranteed project price for the City of Paramount, hereinafter called the PROJECT.
If CLIENT elects to proceed with the upgrades and enters a turnkey construction contract with WES within 365 days of this agreement, the amount of this proposal will be applied to WES’s costs to deliver the project. Otherwise, this agreement will take effect and payment for services performed under the terms of this Agreement shall be made at a date 365 days after the execution of this agreement or when the Client elects not to proceed with a turnkey construction contract, whichever is earlier.
Specifically, WES proposes to perform the Scope of Services as outlined in PART 1 “Scope of Services” for the amount outlined in PART 2 “Cost Proposal” below, which are provided for your review, consideration, and approval.
This letter and the "Standard Conditions" attached hereto comprise the entire agreement between the CLIENT and WES. They may be altered only by Supplemental Agreement.
Thank you for contacting us to provide professional services on the subject PROJECT. Should you have questions or if additional information is required, please do not hesitate to call. Return receipt of an executed copy of this letter will serve as our contract and notice to proceed with the work.
Sincerely,
David Daniel
Vice President | Willdan
2401 E. Katella Avenue, Suite 300
Anaheim, CA 92806
619-980-2504 | [email protected]
Consultant: Signature: Print Name: Title: Date:
Client: Signature: Print Name: Title: Date:
Willdan’s Proposal for Development and Engineering Services For The City of Paramount Page 2
PART 1. SCOPE OF SERVICES
1.1. PROPOSAL OBJECTIVES
The purpose for this proposal is to perform design and analysis services focused on citywide water meters, solar PV, electric vehicle charging stations, pool heating, Diesel backup generators, HVAC upgrades, and remaining LED lighting retrofits. The services will determine the scope of improvements, energy and maintenance savings potential, and a guaranteed project price.
1.2. SERVICES TO BE PROVIDED
The development and design will determine the scope of improvements, energy and maintenance savings potential, construction management plan, and guaranteed project price for the following scopes of work:
1.2.1. Upgrades to the clean-water delivery system
1.2.1.1. Determine appropriate advanced metering technology
1.2.1.2. Upgrades to the water billing platform to accommodate new reading technology
1.2.1.3. Upgrades to SCADA
1.2.1.4. Upgrades to well production facilities
1.2.2. New solar PV systems at Paramount Park, the Public Works Building, and the City Hall
1.2.3. Backup power generation for the community center and gym/pool building, and critical water and wastewater facilities
1.2.4. Electric vehicle (EV) charging stations citywide
1.2.4.1. Level 2 charger for fleet vehicles at the public works building
1.2.4.2. Level 2 chargers for staff and public parking at Paramount Park, City Hall, Progress Park, Spane Park and Salud Park
1.2.5. Paramount Park pool heating boilers
1.2.6. HVAC upgrades
1.2.6.1. HVAC upgrades will be proposed at Paramount Park, City Hall, Paramount Sheriff Station, Public Works building, and Well #15 pump station
Services will include:
1.2.7. Final scope of work and design for selected facility and infrastructure upgrades
1.2.8. Meter testing and evaluation following AWWA protocols
1.2.9. Water system billing audit and development of billing integration plan
1.2.10. Final energy and maintenance savings potential for each facility and infrastructure upgrade
1.2.11. Project funding options and support
1.2.12. Submission of Interconnection Applications for the solar systems
1.2.13. Final price for turnkey construction of project
1.3. RESPONSIBILITY OF THE CLIENT
Client agrees to provide:
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1.3.1. As-built drawings for the existing buildings including mechanical, electrical and architectural drawings; operations and Maintenance Manuals for HVAC equipment; and utility data and/or bills for electric, gas and water back through January 2019
1.3.2. Access to water system billing platform for auditing and investigation
1.3.3. Access to pump and well production history for auditing and investigation
1.3.4. Access to existing SCADA systems for auditing and investigation
1.3.5. Scale floor plans in AutoCAD format, if available
1.3.6. Square footage for each site
1.3.7. Access to buildings for auditing and inspections
1.3.8. Access to key personnel to discuss facility priorities, system requirements and financial information Willdan’s Proposal for Development and Engineering Services For The City of Paramount Page 4
PART 2. COST PROPOSAL
CLIENT is under no obligation to pay for these design and analysis services provided the CLIENT implements a turnkey construction contract with WES.
If the CLIENT does not move forward with a turnkey construction contract with WES, CLIENT agrees to pay WES $50,000 for the Development and Engineering Services outlines in PART 1, Section 1.2 within 30 days of the date the CLIENT decides to not proceed with a turnkey construction project or the date 365 days after the execution of this agreement, whichever is sooner.
Thank you for considering Willdan to provide professional services. Should you have questions or if additional information is required, please do not hesitate to call.
Sincerely,
David Daniel
Vice President | Willdan
2401 E. Katella Avenue, Suite 300
Anaheim, CA 92806
619-980-2504 | [email protected]
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STANDARD CONDITIONS
A. STANDARD OF CARE: Willdan, its officers, employees, agents, partners, consultants, sub-consultants, contractors, and subcontractors (collectively “WES”) shall provide professional services to Client, its officers, directors, employees, agents, owners, members, shareholders, partners, consultants, sub-consultants, contractors, and sib-contractors, (collectively “Client”) according to the agreed upon scope of services. WES will perform the services with the level of care and skill ordinarily exercised by other consultants of the same profession under similar circumstances at the time the serviced are performed, and in the same locality.
B. TITLE TO PLANS AND SPECIFICATIONS: All drawings and specifications prepared by WES pursuant to this Agreement which WES supplies to CLIENT in accordance with this Agreement shall become the property of CLIENT. CLIENT shall indemnify, defend and hold WES and its employees harmless from and against all losses, expenses, claims and damages which result from any disclosure, use or reuse of any such items other than in connection with completing construction, maintenance, operation, modification and/or repair of the subject PROJECT.
C. INSURANCE AND INDEMNITY:
1. WES or its employed professional’s professional liability to the CLIENT shall be limited to the amount payable under this Agreement or one million dollars, whichever is the greater. In no case shall WES or its employed professional’s professional liability to third parties be limited in any way.
2. WES shall indemnify, defend and hold harmless CLIENT, agents, and employees (collectively, the Indemnities), from all losses, claims, liabilities, injuries, damages, and expenses, including legal fees, that the Indemnities may incur by reason of any injury or damage sustained to any person or property (including, but not limited to, any one or more of the Indemnities) to the extent proximately caused by WES’s negligent acts, errors or omissions. Additionally, WES shall indemnify, defend, and hold the Indemnities harmless from all losses, claims, liabilities, injuries, damages, and expenses, including legal fees, in connection with claims by WES’ employees for work-related injuries. This indemnity shall survive the termination of this Agreement and the completion of the Project.
3. WES shall indemnify, defend, and hold harmless the Indemnities from any claim, loss, damage, liability, and expenses, including legal fees, arising from any claim, action, or other proceeding alleging that any works or services provided by WES pursuant to this Agreement or that any use, construction, manufacture, modification, or repair of real property of any works WES Agreement Proprietary and Confidential or services provided by WES pursuant to this Agreement infringes or violates any patent, copyright, trademark, trade secret, or other intellectual property right of any third party.
D. WARRANTEE: WES shall be responsible, to the level of competency presently maintained by other practicing professional engineers providing the same type of services in CLIENT'S community, for the professional and technical soundness, accuracy and adequacy of all designs, drawings, specifications, and other services and materials furnished under this Agreement. WES makes no other warranty, express or implied. Construction cost estimates provided by WES will be prepared on a basis of experience and judgment, but since WES has no control over market conditions, WES cannot warrant that bids or ultimate construction costs will not vary from these cost estimates.
E. DISPUTES: Any action or claims arising out of or related to this Agreement or project that is the subject of the Agreement shall be governed by California law. Good faith negotiation and mediation are express conditions precedent to the filing of any legal action. Mediation shall be conducted in accordance with the latest edition of the Construction Mediation Rules of the American Arbitration Association. The parties agree to split the mediator's fee and any filing fees equally.
F. ASSIGNMENT OR SUBLETTING OF CONTRACT: Client shall not assign, transfer, or sublet any rights, duties, or interests accruing from this Agreement without the prior written consent of WES. This Agreement shall be binding upon the Client, it successors and assigns.
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G. TERMINATION OR MODIFICATION OF AGREEMENT: Either CLIENT or WES may terminate this Agreement by giving 30 days written notice to the other party. In such event, CLIENT shall forthwith pay WES in full for all services previously authorized and performed prior to the effective date of termination. If no notice of termination is given, relationships and obligations created by this Agreement shall be terminated upon completion of all applicable requirements of this Agreement.
H. PAYMENT PROCEDURE: This agreement is contingent agreement if the Client does not elect to proceed with a turnkey construction contract. In this case, a single invoice will be issued by WES for all services performed under the terms of this Agreement at a date 365 days after the execution of this agreement or when the Client elects not to proceed with a turnkey construction contract, whichever is earlier. The Invoice is due and payable upon receipt. Such payment shall be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment, and incidentals necessary to complete the work specified in the "Scope of Services". WES shall promptly pay each subcontractor, if applicable, upon receipt of payment from CLIENT, out of the amount paid to WES on account of such subcontractor's work, the amount to which said subcontractor (or sub-subcontractor) is entitled in accordance with the terms of WES’s contract with such subcontractor. CLIENT shall have no obligation to pay or to be responsible in any way for payment to a contractor of WES.
I. DIFFERING SITE CONDITIONS: The conditions at the site are the property of the Client/Owner regardless of whether or not they could be identified by an investigation or exploration conducted according to the professional standard of care. A “Differing Site Condition” is a subsurface, hidden, latent, or physical condition at a project site/building not revealed by the site exploration, site investigation, or other information provided to the Client and which cannot be responsibly anticipated.
Special risks occur whenever engineering is applied to identifying site/building conditions. Even a comprehensive investigation according to the professional standard of care may not detect all subsurface or site/building conditions. WES shall not be liable for site/building conditions which could not be identified by such an investigation or exploration.
Accordingly, the Owner/Client agrees to indemnify, including all costs and attorney fees, and hold WES harmless from all claims for Differing Site Conditions, provided WES performs the services specified in the Contract in a manner reasonably conforming to the terms of the Contract and to the Standard of Care.
J. EXTRA WORK: Services not specified in the Scope of Serviced set forth in this Agreement or due to regulatory changes shall be considered “extra work.” No “extra work” will be performed without additional compensation per a supplemental agreement.
K. FORCE MAJEURE: The Client shall not hold WES responsible for damages or for delays in performance caused by force majeure, acts of God, or other acts or circumstances beyond the control of WES, or that could not have been reasonably foreseen and prevented including, but not limited to, fire, weather, floods, earthquakes, epidemics, war, riots, terrorism, strikes, and unanticipated site conditions.
L. AGREEMENT SOLEY FOR PARTIES’ BENEFIT: This agreement is solely for the benefit of WES and the Client. Nothing herein is intended in any way to benefit any third party or otherwise create any duty or obligation on behalf of WES or Client in favor of such third parties.
M. LIMITATION OF LIABILITY: To the fullest extent permitted by law, WES’s fee, for any and all damages or expenses arising out of this Agreement from any cause(s) or under and theory of liability. In no event shall WES be liable for consequential damages, including, without limitation, loss of use or loss of profits, incurred by Client or its subsidiaries or successors, regardless of whether such damages are caused by breach of contract, willful misconduct, negligent act or omission, or other wrongful act of either of them.