SEWER SYSTEM
SEWER SYSTEM
MANAGEMENT PLAN
City of San Mateo
Public Works Department
Updated May 2025
Prepared by
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TABLE OF CONTENTS
Last Update: May 2025 City of San Mateo SSMP
TABLE OF CONTENTS
TABLE OF CONTENTS
LIST OF ACRONYMS AND TERMS
ELEMENT 1: SEWER SYSTEM MANAGEMENT PLAN GOAL AND INTRODUCTION 1 i Introduction 1-1
ii Regulatory Context 1-2
iii Sewer System Management Plan Update Schedule 1-3
iv Sewer System Asset Overview 1-3
v Department Organization 1-10
ELEMENT 2: ORGANIZATION 2-1
2.1 Responsible Divisions 2-1
2.2 Department of Public Works Organizational Chart 2-2
2.3 Personnel and Responsibility 2-7
2.4 Chain of Communication for Spill Reporting 2-10
2.5 Emergency Contact Personnel 2-11
2.6 Appendix 2 – Supporting Documents for Element 2 2-12
ELEMENT 3: LEGAL AUTHORITY
3.1 General 3-1
3.2 Sewer Use Code Required Elements 3-1
i. Prevent Illicit Discharges 3-1
ii. Collaborate with Storm Sewer Agencies 3-2
iii. Require Proper Design, Construction, and Maintenance 3-2 iv. Ensure Access for Maintenance, Inspection, and Repairs 3-3 v. Enforce Violations of Sewer Ordinances & Collect Penalties 3-3 vi. Obtain Easement Accessibility Agreements 3-3
3.3 Ownership and Maintenance of Sewers 3-3
3.4 Sewer Use Fees 3-5
3.5 Appendix 3 – Supporting Documents for Element 3 3-5
3.1 Estero Municipal Improvement District Agreement
3.2 1989 Town of Hillsborough, CSCSD, County of San Mateo Sewer Agreement
3.3 2022 Town of Hillsborough Capital Cost Agreement
3.4 2024 CSCSD and County of San Mateo Capital Cost Agreement
3.5 City of Belmont Agreement
ELEMENT 4: OPERATIONS AND MAINTENANCE PROGRAM 4-1
4.1 Collection System Maps and Information 4-1
4.1.1 Information Management 4-1
4.1.1.i. Utility Underground Maps 4-1
4.1.1.ii GIS Computer Mapping Program 4-1
4.1.1.iii CMMS Cartegraph 4-2
4.1.2 Map Update and Maintenance Procedures 4-3
4.2 Preventive Operation and Maintenance 4-3
4.2.1 Overview 4-3
4.2.2 Citywide Routine Sewer Cleaning and CWP Cleaning and CCTV 4-4
4.2.3 Target Cleaning of Problem Areas 4-7
4.2.4 Cleaning Procedures 4-7
4.2.5 Collection System Performance 4-8
TABLE OF CONTENTS
Last Update: May 2025 City of San Mateo SSMP
TABLE OF CONTENTS
4.3 Rehabilitation and Replacement Plan 4-8
4.3.1 Condition Assessment And Inspection 4-8
4.3.2 Prioritization Of Repair and Rehabilitation 4-9
4.3.3 Five Year Rehabilitation And Replacement Program 4-9
4.4 Pump Station Maintenance 4-10
4.5 Private Lateral Cost Sharing Program 4-11
4.6 Sewer Maintenance Staff Training 4-12
4.7 Appendix 4 – Supporting Documents for Element 4 4-13
4.1 CCTV Standards
4.2 Sewer Pipe Cleaning Standard Operating Procedures
4.3 Pumpstations Maintenance and Equipment
4.4 Sewer Maintenance Crew Training
4.5 Manhole Inspection Program
4.6 “Hot-Spots” & Leak Detection Program
4.7 Sewer Maintenance Dedicated Equipment and Personnel
4.8 Collection System Maps and Information
4.8.A.i Underground Utilities Map Page
4.8.A.ii Sewer Pumpstations and Trunklines Map
4.8.A.iii Sewer Collection System Pipe Sizes
4.8.A.iv Sewer Collection System Terrain Map
4.8.A.v Sewer Collection System Basin Map
4.8.A.vi Sewer Collection System Subbasin Map
4.8.A.vii Sewer Collection System Cleaning Areas Map (Current Snapshot)
4.8.A.viii Sewer District Cleaning Schedule Maps (Current Snapshot)
4.8.A.ix Sewer Root Foaming Schedule Map
ELEMENT 5: DESIGN AND PERFORMANCE PROVISIONS 5-1
5.1 Standards for Installation, Rehabilitation, and Repair 5-1
5.2 Standards for Inspection & Testing of New, Rehabilitated, and Repaired Facilities 5-1
5.3 Appendix 5 – Supporting Documents for Element 5 5-1
ELEMENT 6: OVERFLOW AND EMERGENCY RESPONSE PLAN
6.1 Purpose 6-1
6.2 Statewide WDR Requirement 6-1
6.3 Spill Categories 6-3
6.4 Incident Notification 6-5
6.5 Role of Responders 6-7
6.6 Designated Emergency Responders 6-7
6.7 Spill Response Equipment 6-8
6.8 Field Procedures 6-8
6.9 Sewage Estimation 6-10
6.10 Water Quality Sampling and Analysis 6-10
6.11 Spill Technical Report 6-12
6.12 Spill Response Within Private Property 6-13
6.13 Investigation and Documentation Procedure 6-15
6.14 Post-Spill Analysis 6-15
6.15 Documentation 6-17
6.15.1 Spill Event Complaints 6-17
6.15.2 Recordkeeping of Category 4 Spills 6-18
6.15.3 Recordkeeping for Total Annual Spill Information 6-18
6.15.4 Sewer System Telemetry Records 6-19
6.15.5 Sewer System Management Plan Implementation Records 6-19
TABLE OF CONTENTS
Last Update: May 2025 City of San Mateo SSMP
TABLE OF CONTENTS
6.15.6 Audit Records 6-19
6.15.7 Equipment Records (List) 6-19
6.15.8 Work Orders 6-19
6.15.9 Spill Specific Monitoring (Documentation) 6-19
6.16 Regulatory Reporting 6-20
6.16.1 Multiple Appearance Points – Single Spill 6-25
6.16.2 2-Hour Notification to Regulatory Agencies of Spills 6-25
6.16.3 Notification of Spill Report Updates 6-26
6.16.4 Detailed Reporting Requirements 6-26
6.16.5 CIWQS Not Available 6-30
6.16.6 Amending Spill Reports 6-31
6.16.7 CIWQS – Electronic Reporting to State Water Board 6-31
6.17 Spill Response Training 6-33
6.18 Initial and Annual Refresher Training 6-33
6.19 Spill Response Drills 6-33
6.20 Spill Training Record Keeping 6-33
6.21 Appendix 6 – Supporting Documents for Element 6 6-33
6.1 Contingency Equipment
6.2 Spill Field Procedures
6.3 Investigation and Documentation Forms
6.4 Spill Calculation and Estimation
6.5 Signage and Posting Procedures
6.6 Water Quality Monitoring Program
6.7 Spill Technical Report Template
ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM 7-1
7.1 Background 7-1
7.2 Public Education Outreach 7-2
7.3 FOG Disposal 7-3
7.4 Legal Authority 7-3
7.5 Grease Removal Device Requirements 7-5
7.6 Best Management Practices 7-5
7.7 Inspection and Enforcement Procedures 7-6
7.7.1 Inspection 7-6
7.7.2 Enforcement Actions 7-7
7.8 Service Area FOG Evaluation 7-7
7.9 Appendix 7 – Supporting Documents for Element 7 7-8
7.1.A Outreach Materials (commercial & residential)
7.1.B Waste Discharge Permit (WDP)
7.1.C WDP Standard Terms, Conditions & Requirements
7.1.D Best Management Practices for Food Services Facilities
7.1.E Pretreatment System Maintenance Log
7.1.F Waste Discharge Permits Q & A’s
7.1.G Inspection Form – Food Service Facility
7.1.H Preventative Maintenance: FOG Hot Spots (Schedule and Map)
7.1.I List of FSEs and Grease Removal Device Cleaning Frequency
ELEMENT 8: SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN 8-1
8.1 Background 8-1
8.2 Project Drivers and Capacity Assessment Criteria 8-2
TABLE OF CONTENTS
Last Update: May 2025 City of San Mateo SSMP
TABLE OF CONTENTS
8.3 System Evaluation and Capacity Assessment 8-3
8.4 Capital Improvement Program Budget And Schedule 8-3
8.5 Appendix 8 – Supporting Documents for Element 8 8-3
ELEMENT 9: MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS
9.1 Adaptive Management 9-1
9.2 Data Collection 9-2
9.3 Data Reporting 9-3
9.4 Sanitary Sewer Spills 9-3
9.5 Appendix 9 – Supporting Documents for Element 9 9-5
ELEMENT 10: SSMP PROGRAM AUDITS
10.1 Summary 10-1
10.2 Appendix 10 – Supporting Documents for Element 10 10-2
10.1 SSMP Change Log
10.2 SSMP Audit Blank Form
10.3 Recent SSMP Audit Report
ELEMENT 11: COMMUNICATION PROGRAM
11.1 Sewer Fees and Sewer Fund 11-1
11.2 Private Sewer Lateral Cost Sharing Program 11-1
11.3 Sewer Maintenance Public Outreach 11-2
11.4 FOG Program Outreach 11-2
11.5 Appendix 11 – Supporting Documents for Element 11 11-2
City of San Mateo
Public Works Department
Environmental Services Division ACRONYMS AND TERMS
Last Update: May, 2025 City of San Mateo SSMP
ACRONYMS AND TERMS
LIST OF ACRONYMS
CCTV Closed-Circuit Television
CIP Capital Improvement Plan
CITY City of San Mateo
CIWQS California Integrated Water Quality System
CMMS Computerized Maintenance Management System
CWP Clean Water Program
DPW Department of Public Works
EHS Environmental Health Services
EMID Estero Municipal Improvement District
FOG Fats, Oils and Grease
FSE Food Service Establishments
GIS Geographical Information System
GPM Gallons per Minute
GWDR Statewide General Waste Discharge Requirements
I&I Inflow & Infiltration
LRO Legally Responsible Official
NASSCO National Association of Sewer System Companies
NPDES National Pollution Discharge Elimination System
SERP Spill Emergency Response Plan
OES California Office of Emergency Services (Previously Cal-EMA) PACP Pipeline Assessment and Certification Program
PM Preventive Maintenance
PPE Personal Protective Equipment
RWQCB Regional Water Quality Control Board
SSMP Sewer System Management Plan
Spill Sanitary Sewer Spill
SPB Sewer Pipe Blockage
SWRCB State Water Resources Control Board
WDR General Waste Discharge Requirements, also called the Statewide WDR WWTP Wastewater Treatment Plant
City of San Mateo
Public Works Department
Environmental Services Division ACRONYMS AND TERMS
Last Update: May, 2025 City of San Mateo SSMP
ACRONYMS AND TERMS
LIST OF TERMS
Blockage – An object that partially or fully hinders flow through a sewer pipeline. The blockage can be caused by debris in the sewer, grease buildup, root intrusion, or a partial or full collapse of the pipeline. Also known as a stoppage.
California Integrated Water Quality System (CIWQS) – A computer system used by the State and Regional Water Quality Control Boards to track information about SSOs, among other information. CIWQS is the tool used for online submittal of SSO details, which are then made available to the public. Website: http://www.swrcb.ca.gov/ciwqs/ Enrollee – The legal public entity that owns a sanitary sewer system, as defined by the Statewide WDR. Also known as a sewer system agency or wastewater collection system agency.
FOG Control Program –Program implemented at the discretion of the agency, based on the identified causes of sewer overflows, to reduce the discharge of fats, oils and grease into the sewer system.
Geographic Information System (GIS) – A database linked with mapping that records sewer system information. The GIS database could include sewer features such as pipe location, diameter, material, condition, or last date cleaned or repaired. GIS maps also typically contain base information such as streets and parcels.
Infiltration – The seepage of groundwater into a sewer system, including from service connections. Seepage frequently occurs through defective or cracked pipes, pipe joints, connections or manhole walls and joints.
Inflow – Water discharged into a sewer system from such sources as roof leaders, cellars, yard and area drains, foundation drains, through holes in manhole covers, cross connections from the storm system or street wash waters. Inflow differs from infiltration in that it is a direct discharge into the sewer rather than a leak through defects in the sewer.
Lateral or Private Lateral – The privately-owned sewer pipeline that conveys wastewater from the premises of a user to the City’s sewer system. The upper lateral extends from the building to property line (or easement line). The lower lateral extends from the property or easement line to the connection to the City-owned sewer main pipe.
Spill Emergency Response Plan (SERP) – This document identifies measures that are needed to respond to sanitary sewer overflows in a way that maximizes the protection of public health and the environment.
Rehabilitation and Replacement Plan (also referred to as a Capital Improvement Plan) – Identifies and prioritizes system deficiencies and implements short-term and long-term rehabilitation actions to address each deficiency.
San Francisco Bay Regional Water Quality Control Board – Also known as Region 2 or RWQCB. This regulatory agency preserves, enhances and restores the quality of California's water resources, and ensures their proper allocation and efficient use for the benefit of present and future generations. Website:
http://www.waterboards.ca.gov/sanfranciscobay
Spill- A spill is a discharge of sewage from any portion of a sanitary sewer system due to a sanitary sewer system overflow, operational failure, and/or infrastructure failure.
City of San Mateo
Public Works Department
Environmental Services Division ACRONYMS AND TERMS
Last Update: May, 2025 City of San Mateo SSMP
ACRONYMS AND TERMS
Exfiltration of sewage is not considered to be a spill under this General Order if the exfiltrated sewage remains in the subsurface and does not reach a surface water of the State.
Sanitary Sewer System – Any system of pipes, pump stations, sewer lines, or other conveyances, upstream of a wastewater treatment plant headworks used to collect and convey wastewater to the wastewater treatment plant.
Sewer System Management Plan (SSMP) – A series of written programs that address how a collection system owner/operator conducts daily business. Each SSMP is unique for an individual discharger. The plan includes provisions to provide proper and efficient management, operation, and maintenance of sanitary sewer systems, while taking into consideration risk management and cost benefit.
State Water Resources Control Board – Also called the State Board. This agency developed and passed the Statewide Waste Discharge Requirements for collection systems and maintains the SSO reporting web site.
System Evaluation and Capacity Assurance Plan – A required component of an agency’s SSMP that provides hydraulic capacity of key sanitary sewer system elements for dry weather peak flow conditions, as well as the appropriate design storm or wet weather event.
Statewide Waste Discharge Requirements – The Statewide General Waste Discharge Requirements for Sanitary Sewer Systems was adopted by the SWCRB in 2006 to provide a structure and guidance for SSMP development. Initially known as Order No. 2006-0003-DWQ, this Order has was replaced in May 2023 by the current order..
Waters of the State – Waters of the State are surface water or groundwater within boundaries of the state as defined in Water Code section 13050(e). They include, but are not limited to, groundwater aquifers, surface waters, saline waters, natural washes and pools, wetlands, sloughs, and estuaries, regardless if flow or water exists during dry conditions. Waters of the State include waters of the United States.
Waters of the United States – Waters of the United States are surface waters or waterbodies that are subject to federal jurisdiction in accordance with the Clean Water Act.
Wastewater Collection System – See Sanitary Sewer System.
City of San Mateo
Public Works Department
Environmental Services Division ACRONYMS AND TERMS
Last Update: May, 2025 City of San Mateo SSMP
ACRONYMS AND TERMS
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City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 1 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
ELEMENT 1: SSMP GOAL AND INTRODUCTION
i. INTRODUCTION
The purpose of the City of San Mateo’s Sewer System Management Plan (SSMP) is to provide a plan and schedule to:
• Properly manage, operate, and maintain all parts of the City’s sanitary sewer system
• Reduce and prevent sanitary sewer spills
• Contain and mitigate spills that do occur
• Maintain and improve the condition of the collection system infrastructure in order to provide reliable service into the future
Objectives of City’s Sewer Maintenance Preventative Maintenance Program include:
1. Implement Preventative Maintenance on the collection system to minimize spills.
a. Clean sewer mainlines within the identified required maintenance period b. Continue with scheduled preventative maintenance cleaning of identified sewer mainline target (problem) areas
c. Maintain a video-based sewer collection condition assessment program d. Maintain Root Control Program and conduct root-foaming of identified areas on a rotating basis
e. Refer mainlines with repeat non-scheduled maintenance to engineering for evaluation
f. Conduct appropriate analysis/evaluation of spills utilizing historical maintenance and activity data and records and provide recommendations to reduce future risk
2. Identify collection system blockages and develop strategies to decrease backups.
3. Mitigate the impact of spills on public health and the environment.
4. Operate pump stations efficiently and perform required preventive maintenance on equipment at all sanitary sewer pump stations.
5. Maintain records of the sanitary sewer system and respond to inquiries.
6. Assist with the development of a capital improvement program directed at maintaining the current sewer assets, improving system reliability and providing adequate future capacity.
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 2 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
7. Be available and responsive to the needs of the public and work cooperatively with local, state, and federal agencies to reduce, mitigate impacts of, and properly report spills.
ii. REGULATORY CONTEXT
This SSMP has been prepared by City of San Mateo Department of Public Works staff in compliance with requirements of the San Francisco Bay Regional Water Quality Control Board (RWQCB) and State Water Resources Control Board (SWRCB) pursuant to Section 13267 of the California Water Code.
The SSMP is intended to meet the requirements of the Statewide General Waste Discharge Requirements General Order for Sanitary Sewers (GWDR), Order No. 2022- 0103-DWQ.
The SSMP provides a general description of the City’s sewer system management program and discusses SSMP implementation and updates. Per the GWDR, this SSMP has been adopted by City Council, uploaded to the California Integrated Water Quality System (CIWQS), and posted on the City’s website on or prior to May 2, 2025.
The SSMP includes eleven elements as listed below. Each of these elements forms a section of this document.
SSMP ELEMENTS
1. SSMP Goal and Introduction.
2. Organization
3. Legal Authority
4. Operations and Maintenance Program
5. Design and Performance Provisions
6. Spill Emergency Response Plan
7. Sewer Pipe Blockage Control Program
8. System Evaluation, Capacity Assurance, and Capital Improvements
9. Monitoring, Measurement, and Program Modifications
10. Internal Audits
11. Communication Program
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 3 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
iii. SEWER SYSTEM MANAGEMENT PLAN UPDATE SCHEDULE
Table iii.1 presents a schedule for Plan updates, including the schedule for conducting internal audits. The schedule includes milestones for incorporation of activities addressing prevention of sewer spills.
Table iii.1. SSMP – Required Elements and Dates of Original Submittal/Adopted SSMP Update
UPDATE REQUIRED DATE OF
SUBMITTAL
ACTUAL COMPLETION
DATE
3-Year SSMP Audit ending
August 2, 2024 February 2, 2025 February 2, 2025
2025 SSMP Update
including audit findings May 2, 2025 May 2, 2025
3-Year SSMP Audit ending
August 2, 2027 February 2, 2028
Incorporation of 8/2/27
audit findings May 2, 2028
3-Year SSMP Audit ending
August 2, 2030 February 2, 2031
2031 SSMP Update
including audit findings May 2, 2031
3-Year SSMP Audit ending
August 2, 2033 February 2, 2034
Incorporation of 8/2/33
audit findings May 2, 2034
3-Year SSMP Audit ending
August 2, 2036 February 2, 2037
2037 SSMP Update
including audit findings May 2, 2037
iv. SEWER SYSTEM ASSET OVERVIEW
The City of San Mateo (City) is located in San Mateo County at the crossroads of Highway 101 and Highway 92. The City is situated with the City and County of San Francisco to the north, the City of San Jose to the south, and San Francisco Bay to the east. Figure iii.1 shows the City’s service area boundary and sewer assets.1
The City of San Mateo at a glance:
• The San Francisco to San Jose railroad track was completed in 1864 with its first service through San Mateo on October 17, 1863
• The first volunteer fire department was officially organized on March 18, 1889
1 Additional information on the City’s asset maps and computerized maintenance management system, Cartegraph, is included in Element 4, Operations and Maintenance program.
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 4 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
• The City was incorporated on September 3, 1894
• Incorporated area is 13 square miles
• The wastewater treatment plant (WWTP) has been operating since 1935 • Current population of the City of San Mateo (2020 Census) is 105,661 residents.
The service area includes population outside of the City limits. • The service area is built-out and mostly residential, single and multi-family, with some commercial business areas and a small amount of light industrial uses • Temperatures vary from a mean average of 49 degrees Fahrenheit in January to a mean average of 72 degrees Fahrenheit in July. The mean annual rainfall is 13.4 inches.
Figure iii.1. City of San Mateo
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 5 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
The Department of Public Works (DPW) provides stewardship of the City’s sanitary sewer assets. These include 230 miles of collection system mainlines, 5,789 manholes, 25 sewer lift stations, 11.6 miles of forcemains, and a 15.7 million gallon per day (MGD) WWTP. The system also includes three siphons. The City does not own or operate any private laterals, other than sewer laterals that serve the City’s facilities. The private lateral begins at the building foundation and continues to and includes the connection to the public sewer main. There are no known structures that divert stormwater to the sanitary sewer system.
DPW is responsible for meeting the required level of service, including all permit requirements, in the most cost effective way through engineering, construction, maintenance, operation and rehabilitation of sanitary sewer assets to provide for present and future customers. The City’s sanitary sewer collection system is predominantly made of vitrified clay pipe and the majority of the system was built in the mid-1900s. The collected water is conveyed to the WWTP for treatment and disposal.
The sanitary service area includes the City and receives flow from portions of the Town of Hillsborough, City of Belmont, County of San Mateo, the Crystal Springs Sanitation District, and the Estero Municipal Improvement District (EMID) (Figure iii.2). Sanitary flows from these neighboring agencies and municipalities enter the City’s collection system at the jurisdictional boundaries and are conveyed for treatment at the WWTP. In total, the City handles sanitary flows from a population of 170,000 (2019 estimate). The distribution of service connections is approximately 96 percent residential, 3 percent commercial, 0.6 percent industrial, and 0.4 percent other.
On July 18, 1989, the City entered into a Sanitary Sewage Agreement between the Town of Hillsborough, the Crystal Springs County Sanitation District, and the County of San Mateo, which sets forth the arrangements and relationships regarding the use of the City’s sewage conveyance and treatment facilities. A separate agreement was developed for the City of Belmont. A 2022 Agreement between the City of San Mateo and the Town of Hillsborough establishes capital cost sharing obligations between the parties. A 2024 Agreement between the City of San Mateo, CSCSD, and the County establishes capital cost sharing obligations between the parties. The agreements are included in SSMP Appendix 3.3. The neighboring agencies are responsible for the ownership and maintenance of their sanitary collection systems and pay for the sanitary flows that are discharged into the City’s collection system for conveyance and treatment at the WWTP.
EMID conveys sanitary flows from its collection system directly to the WWTP. The WWTP is a jointly owned facility - approximately 75% is owned by the City and approximately 25% is owned by the EMID. The ownership agreement is through a joint powers agreement (JPA) that is included in the SSMP Appendix as Appendix 3.3.
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 6 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
Figure iii.2. City of San Mateo Service Area
Sanitary Sewer Collection System Assets
Tables iii.1 through iii.6 provide information about the City’s sewer collection system assets. Some totals may not be exact due to rounding.
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 7 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
Table iii.1. Size and Distribution of Active Sewers
Pipe Size Gravity Sewer
Length (feet)
Forcemain
Length
(feet)
Total
Length
(feet)
Total
Length
(miles)
Percentage
of Total
UNK 562 17 579 0.1 0.0%
4 1,939 1,690 3,629 0.7 0.3%
6 699,496 796 700,292 132.6 54.9%
8 277,381 4,275 281,656 53.3 22.1%
10 67,069 5,530 72,599 13.7 5.7%
12 39,133 6,131 45,264 8.6 3.6%
14 371 10,722 11,093 2.1 0.9%
15 36,677 0 36,677 6.9 2.9%
16 492 0 492 0.1 0.0%
18 32,649 0 32,649 6.2 2.6%
20 0 7,205 7,205 1.4 0.6%
21 7,968 4,119 12,087 2.3 1.0%
24 14,425 0 14,425 2.7 1.1%
27 8,837 0 8,837 1.7 0.7%
30 13,597 4,797 18,394 3.5 1.4%
33 4,061 2,553 6,614 1.3 0.5%
36 4,520 548 5,068 1 0.4%
39 5,018 0 5,018 1 0.4%
48 120 0 120 0.02 0.0%
54 (outfall) 0 13,109 13,109 2.5 1.0%
Total 1,214,314 61,490 1,275,804 241.7 100%
Notes:
(1) Quantities were taken from City’s GIS maps. Total length shown in this table includes gravity sewer, forcemains, and outfall owned by the City. The outfall total is not included in the total length of gravity collector sewer assets.
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 8 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
Table iii.2. Distribution of Gravity and Forced Sewers
Pipe Length (feet) Length
(miles)
Percentage of
System (by
length)
Forced 61,490 11.6 4.8
Gravity 1,214,314 230 95.2
TOTAL 1,275,804 241.6 100%
Table iii.3. Distribution of Sewer Mainlines in a Right-of-Way Versus Easement
Pipe Length (feet) Length (miles)
Percentage of
System (by
length)
Right-of-way 898,519 170.2 70%
Easement 377,285 71.4 30%
TOTAL 1,275,804 241.6 100%
Table iii.4. Breakdown of Sewer Collection System by Age
Pipe Age Length (feet) Length
(miles)
Percentage of System
(by length)
2020 – present 19,743.6 3.7 2%
2000 – 2019 54,275.9 10.3 4%
1980 – 1999 56,323.1 10.7 4%
1960 – 1979 202,453.3 38.3 16%
1940 – 1959 607,668.3 115. 48%
1920 – 1939 254,788.3 48.2 20%
1900 – 1919 52,791.3 9.9 4%
Unknown 27,760.5 5.3 2%
TOTAL 1,275,804 241.6 100%
Table iii.5. Breakdown of Sewer Collection System by Age & Type, & Pump Stations
Pipe Age Length (miles)
Gravity Sewer
Length (feet)
Gravity Sewer
Length (feet)
Forcemain
Number of
Pump Stations
2020 – present 2.8 14,774 4,969 0
2000 – 2019 9.6 50,431 3,845 5
1980 - 1999 10.2 54,096 2,227 6
1960 - 1979 34.5 182,203 20,250 9
1940 - 1959 113 596,626 11,042 4
1920 - 1939 46.7 246,593 8,195.4 1
Before 1919 10 52,791.3 0 0
Unknown 3.2 16,799 10,962 0
TOTAL 230 1,214,314 61,490 25
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 9 City of San Mateo SSMP
Element 1: GOAL AND INTRODUCTION
Table iii.6. Sanitary Sewer Pump Station Names and Capacity
Station Address #
Pumps
Est.
Capacity:
GPM per
Pump
Total
Dynamic
Head
Est. Daily
Flow*
(GPD)
Est. Daily
Capacity
(Gallons w/
One Pump)
01 Mongini 2005 Pacific 3 900 15 669,600 1,296,000
02 Arroyo 20 Arroyo 2 400 30 80,400 576,000
03 Parkwood 1932 Parkwood 2 50 90 10,350 72,000
04 Toyon 1629 Toyon 2 50 80 5,400 72,000
05 38th Ave 3796 El Camino
Real 2 1200 46 127,200 1,728,000
06 42nd Ave 1 42nd Ave 2 1000 28 26,960 1,440,000
07 Woodbridge 95 Woodbridge
Circle 2 750 36 123,620 86,000
08 Santa Clara 404 Santa Clara 3 1000 45 720,000 1,440,000 09 Los Prados #1 3000 Los Prados 2 760 21 307,800 1,094,400 10 Los Prados #2 3160 Los Prados 2 365 8 105,120 525,600 11 Los Prados #3 3301 Los Prados 2 250 10.5 63,000 360,000 12 Flint & Norfolk 2413 S. Norfolk 2 700 15 281,000 1,008,000 13 Kehoe & Kelly 2223 Kehoe 2 200 10 98,000 288,000
14 Kehoe & Scott 2444 Kehoe 2 200 10 24,000 288,000
15 2nd & Quebec 203 S. Quebec 2 100 13 10,800 144,000
16 Chatham East 205 N. Quebec 2 30 12 8,400 43,200
17 Mariners Island #1 408 Anchor 2 120 48 16,560 172,800 18 Mariners Island #2 635 Mariners
Island 3 1,400 75 1,044,000 2,016,000
19 Mariners Island #3 894 Neptune 2 450 32 64,800 648,000 20 Mariners Island #4 Mariners Island
Blvd / W. Cape 2 1000 5 114,000 1,440,000
21 Mariners Island #5
1659 Vista Del
Mar (1801 M.I.
Blvd)
2 300 15 109,800 432,000
22 Mariners Island #6
2021 Winward
Way (2001
Gateway)
2 295 11.5 54,870 424,800
City of San Mateo
Public Works Department
Environmental Services Division GOAL AND INTRODUCTION
Last Update: May 2025 1 - 10 City of San Mateo SSMP Element 1: GOAL AND INTRODUCTION
Station Address #
Pumps
Est.
Capacity:
GPM per
Pump
Total
Dynamic
Head
Est. Daily
Flow*
(GPD)
Est. Daily
Capacity
(Gallons w/
One Pump)
23 41st Ave 3971 Pacific Blvd 2 1851 51 230,280 1,728,000 24 Dale Ave Dale Ave /
Patricia 5 13,194 81 8,090,000 19,000,000
25 Bay Meadows 28th Ave/
Saratoga Dr 3 650 95 584,520 936,000
* Estimated Daily flow is based on pump run-times, gpm of station, in dry weather (24 hr period).
The 25 sanitary sewer pump stations are located at various locations in the City to assist in the conveyance of wastewater to the WWTP. Pumps are programmed to alternate between lead and lag mode. Wet well operations are set to limit pump starts and stops and in-line storage of wet weather flows occurs automatically. Power outages occur infrequently and average about four per year. Seven portable generators (exercised under load annually) are assigned specifically to the pump crew for use in power outage situations. There are also nine onsite backup generators that were added during the rehabilitation of nine sanitary sewer pump stations.
Flint & Norfolk, Dale, and Bay Meadows pump stations receive most of the flow from the City’s sewer collection system. The Dale Avenue pump station is operated and maintained by WWTP staff. Flows received by Dale Avenue pump station are delivered to the WWTP via one 30” and one 33” forcemain.
v. DEPARTMENT ORGANIZATION
DPW is comprised of several divisions. The divisions that engage in the updating of the SSMP on an on-going basis include Sewer Engineering, Field Maintenance, Data Management, WWTP, and Regulatory Compliance. Details about the organizational structure can be found in Element 2, “Organization,” of this SSMP.
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last update: May, 2025 2 - 1 City of San Mateo SSMP
Element 2: ORGANIZATION
ELEMENT 2: ORGANIZATION
SWRCB Waste Discharge Requirement:
The Sewer System Management Plan (SSMP) must identify
• The name of the Legally Responsible Official as required in Section 5.1 of the GWDR;
• The position titles, telephone numbers, and email addresses for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP elements;
• Organizational lines of authority through an organization chart or similar narrative document; and
• The chain of communication for reporting spills, from receipt of a complaint or other information, including the person responsible for reporting spills to the State and Regional Water Board and other agencies if applicable (such as County Health Officer, County Environmental Health Agency, and/or State Office of Emergency Services (OES)).
2.1 RESPONSIBLE DIVISIONS
The DPW has several divisions that are responsible for operating, maintaining, and improving the City’s sewer collection system, which include:
• Sewer Engineering, also known as Clean Water Program (CWP): encompasses the capital improvements to the sanitary sewer collection system and wastewater treatment plant necessary to replace aging infrastructure, provide wet weather capacity assurance, meet current and future regulatory requirements, and align with the City’s sustainability goals.
• Field Maintenance: comprised of specialized programs to maintain the City’s streets, flood control, and sewer collection infrastructure. This division provides repair and maintenance of streets, bridges, sidewalks, bike paths, signs and markings, sewer collection infrastructure, and storm drains; services all traffic signals and street lights; and provides street sweeping services. • Data Management: responsible for the development of the Department’s asset management platform and for building and maintaining the City’s infrastructure database.
• WWTP: includes the administration, management, operation, and maintenance of the facility. As a sub-regional facility, the WWTP provides treatment of sanitary sewage from neighboring communities, and is partially owned by Estero Municipal Improvement District. The WWTP protects the public health and water environment of the community by providing high quality wastewater treatment services in compliance with the National Pollutant Discharge Elimination System City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last update: May, 2025 2 - 2 City of San Mateo SSMP
Element 2: ORGANIZATION
permit, and Stormwater Pollution Prevention Program as required by the State Industrial General Permit (IGP).
• Regulatory Compliance: manages and implements programs and provides compliance oversight to meet all regulatory requirements for wastewater, stormwater, solid waste, and air quality.
2.2 DEPARTMENT OF PUBLIC WORKS (DPW) ORGANIZATIONAL CHART Figure 2-1 on the following page includes DPW’s Organizational Chart as of March 2025.
More information on the City’s organization is included in the 2024-2026 business plan, which can be found here:
https://www.cityofsanmateo.org/DocumentCenter/View/96238/Adopted-Budget_2024- 26_Online
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last update: May, 2025 2 - 3 City of San Mateo SSMP
Element 2: ORGANIZATION
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last update: May, 2025 2 - 4 City of San Mateo SSMP
Element 2: ORGANIZATION
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City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last update: May 2025 2 - 5 City of San Mateo SSMP
Element 2: ORGANIZATION
Management Analyst I/
Deputy Director
Wastewater Treatment
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last update: May 2025 2 - 6 City of San Mateo SSMP
Element 2: ORGANIZATION
Data Management
Project Manager I/II
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last Update: May, 2025 2 - 7 City of San Mateo SSMP Element 2: ORGANIZATION
2.3 PERSONNEL AND RESPONSIBILITY
The following descriptions define the role of the Council and staff as related to the SSMP.
CITY COUNCIL
Establishes policy.
CITY MANAGER
Assists in the development, planning and implementation of goals and objectives related to the overall administrative activities and operations of the City; Administers City policies and procedures. Reports to the City Council.
DIRECTOR OF PUBLIC WORKS, 650-522-7303
Assists in the development, planning and implementation of goals and objectives related to the Public Works Department. Administers Departmental policies and procedures.
Reports to the City Manager.
DEPUTY DIRECTORS OF PUBLIC WORKS
The DPW has two Deputy Directors. Each Deputy Director manages four department divisions, plans O&M strategies, leads staff, allocates resources, and delegates responsibilities; perform and/or manage professional engineering work in the design, investigation, and construction of public works and related projects; acts as project manager in assigned capital projects and does related work as required; participates in the planning, checking, review, and processing of plans; develops revised design and construction standards; and administers and enforces City Codes and standards on engineering projects.
Both Deputy Directors Reports to the Director of Public Works. The divisions assigned to each Deputy Director, along with phone numbers, are as follows:
650-522-7303 manages the Field Maintenance, Regulatory Compliance, Capital Improvement Projects, and Transportation divisions.
650-522-7309 manages Sewer Engineering (Clean Water Program), WWTP, Fleet and Facilities, and Data Management divisions.
FIELD MAINTENANCE MANAGER, 650-522-7359
Manages collection system field operations and maintenance activities, provides relevant information to management; prepares contingency plans. Investigates spills and plans strategy to minimize non-capacity related repeat spills. Responsible for implementing, managing and updating the SSMP. Reports to the Deputy Director of the Field Maintenance Division. Legally Responsible Official.
PUBLIC WORKS SUPERVISOR, SEWER, 650-522-7373
The DPW has two Public Works Sewer Supervisors. Each supervisor recommends and assists in the implementation of program goals and objectives and standard operating City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last Update: May, 2025 2 - 8 City of San Mateo SSMP Element 2: ORGANIZATION
procedures. Organizes and supervises crews of skilled and semi-skilled personnel.
Reports to the Field Maintenance Manager.
SEWER MAINTENANCE LEADWORKERS, 650-522-7286
Directs preventative maintenance activities, trains field crews, and prepares and implements contingency plans. Reports to the Public Works Supervisor.
MAINTENANCE WORKERS, 650-522-7300
Operates maintenance equipment and tools. Installs and repairs underground pipes and removes blockages from sewer. Performs routine preventative maintenance on equipment used for sewer operations. Assists pump crew when needed. Performs emergency response on sewer related issues. Reports to the Sewer Leadworker.
PUMP LEAD MECHANIC, 650-477-5681
Directs preventative maintenance activities for pump stations, trains pump mechanics, and prepare contingency plans. Reports to the Public Works Supervisor.
PUMP MECHANIC, 650-522-7356
Responsible for maintenance and operations of the City’s lift stations; implements preventative maintenance at pump stations and provides 24-hour emergency response.
Reports to the Public Works Supervisor.
REGULATORY COMPLIANCE MANAGER, 650-522-7385
Coordinates permits, laws, and regulations related to stormwater management and pretreatment programs; manages FOG program. Reports to the Deputy Director of the Regulatory Compliance Section.
ENGINEERING MANAGER – CLEAN WATER PROGRAM, 650-522-7287 Responsible for planning and overseeing the sewer collection system capital improvements. Participates in the planning, checking, review, and processing of plans.
Develops revised design and construction standards. Enforces City Codes and standards on engineering projects. Reports to the Deputy Director of the Sewer Engineering (Clean Water Program) division.
DATA MANAGEMENT PROJECT MANAGER, 650-522-7312
Responsible for the management of the computerized maintenance management system (CMMS) and ensures sewer maintenance activities are captured electronically in the CMMS. Reports to the Deputy Director of the Data Management division.
Table 2-1 on the following page lists the responsible staff person for each of the SSMP Elements.
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last Update: May, 2025 2 - 9 City of San Mateo SSMP Element 2: ORGANIZATION
Table 2-1. List of City Staff Responsible for SSMP Elements SSMP Element Responsible Position
I. Goals The City Manager leads staff in the implementation of the City’s goals. The Deputy Directors lead their respective divisions in meeting SSMP goals.
II. Organization The Deputy Directors recommend updates to the Public Works Director and City Manager related to the
organizational structure.
III. Legal Authority The City Manager upholds the City Ordinance.
IV. Operations &
Maintenance
The Deputy Directors manage the City’s sewer-related
resources and budget. The Field Maintenance Manager,
under direction of the Deputy Director, manages the
outreach program; prioritizes preventive maintenance;
maintains a current collection system map; and schedules inspections and condition assessments. The Field
Maintenance Manager maintains contingency equipment
and replacement inventories and schedules sewer-related training.
V. Design and
Construction
Standards
The Engineering Manager – Clean Water Program
develops design and construction documents related to
the City’s sewer collection system, ensures that all
projects meet the City’s standards, and also updates
standards for installation, rehabilitation and repair, as needed. The Engineering Manager manages the
inspection of all construction projects to ensure the City’s construction standards have been followed. All projects receive final approval by the Public Works Director.
VI. Overflow Emergency
Response Plan
The Field Maintenance Manager maintains the Overflow
Emergency Response Plan. The Sewer Maintenance
Supervisor implements the plan, makes revisions, and
oversees regular training for maintenance crew members.
VII. FOG Control
Program
The Field Maintenance Manager identifies grease hot
spots and maintains an effective cleaning program for
grease problem sewers with the assistance of the
Regulatory Compliance Manager. Regulatory Compliance
Manager and/or Environmental Compliance inspectors
enforce discharge regulations, as needed.
VIII. System Evaluation
and Capacity
Assurance
The Public Works Director and Deputy Directors establish and assess capacity requirements for the City’s collection system and manages preparation and implementation of
the City’s System Evaluation and Capacity Assurance
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last Update: May, 2025 2 - 10 City of San Mateo SSMP Element 2: ORGANIZATION
SSMP Element Responsible Position
Plan. The Clean Water Program Engineering Manager
develops and implements the City’s long-term Capital
Improvement Plan including updating budgets and
schedules.
IX. Monitoring,
Measurement and
Program
Modifications
The Deputy Directors monitor implementation and assess
success of the overall SSMP program elements.
X. SSMP Audits The Field Maintenance Manager with the assistance of the Regulatory Compliance Manager performs a biennial
audit of the sections of the SSMP.
XI. Communication Plan The City Council, City Manager, Public Works Director, and Deputy Directors communicate with the public and
nearby agencies of the City’s SSMP.
2.4 CHAIN OF COMMUNICATION FOR SPILL REPORTING
To facilitate consistent reporting procedures for the public, the Department of Public Works (DPW) has implemented a one-stop call center. Emergency sewer calls are directly dispatched to the sewer response crew. Off-hours, the emergency sewer telephone number rolls over to dispatch.
DPW has a process for receiving, responding to and reporting spills. The Sewer Response Crew arrives first and assesses the situation. If the event is an spill, the response crew calls the First Responder/Spill Response Crew. After the event, the First Responder is responsible for communicating the details of the event to management and ensuring all necessary paperwork is completed in full.
Additional information about the Chain of Communication for Spill Reporting is as follows:
• The DPW customer service phone line (650-522-7300) is staffed Monday through Friday 8am to 5pm to receive all incoming calls. After normal business hours, the Public Works general number is forwarded to Police Dispatch staffed to receive all incoming calls.
• Emergency Response Crew (Utility 5) receives call from DPW staff or dispatch and arrives on site. If spill is confirmed, Emergency Response Crew calls:
Normal working hours – Sewer Lead Worker
During off hours – Sewer Lead Worker and PW Supervisor Contact information is provided in Table 2-2.
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last Update: May, 2025 2 - 11 City of San Mateo SSMP Element 2: ORGANIZATION
• At site, Spill Response Crew will call a PW Supervisor. Additional crews and/or the pump crew will be dispatched if necessary for assistance with mitigation, blockage clearing, water sampling and clean-up. The PW Supervisor will immediately contact the Field Maintenance Manager if the spill is CAT1 (See Element 6 for spill categories).
• First Responder contacts appropriate agencies, completes appropriate forms, submits online report within required timeframes, and compiles all information and photos for submittal to Public Works Supervisor. First Responder is responsible for contacting OES at (800) 852-7550 within 2 hours for a CAT1 Spill.
• Public Works Sewer Lead or Sewer Supervisor enters data in the SWRCB California Integrated Water Quality System (CIWQS) online portal, Sewer Maintenance Supervisor or Field Maintenance Manager certifies the online Spill Report to the Water Board, and updates electronic asset management/CMMS information and GIS data.
2.5 EMERGENCY CONTACT PERSONNEL
Table 2-2 on the following page lists contact information for sewer spill response staff.
City of San Mateo
Public Works Department
Environmental Services Division ORGANIZATION
Last Update: May, 2025 2 - 12 City of San Mateo SSMP Element 2: ORGANIZATION
EMERGENCY CONTACT PHONE NUMBERS
Collection System Responsible Parties
Table 2-2. Emergency Response Crew
Phone # (650) 522-7300
Group Staff Position
Work # and Email
(Area Code 650)
Mobile #
(Area Code
650)
Field
Maintenance
Supervisors
Jose (Tony)
Baltodano
Field
Maintenance
Manager*
522-7359
[email protected]
483-5839
Eric Morkve Sewer
Supervisor*
522-7373
[email protected] 823-8286
Sewer Lead
Workers
John DiMatteo Lead Worker 522-7286
[email protected] 925-872-4029
Position in
Recruitment Lead Worker To be determined To be
determined
Pump Crew
Noel Padilla Pump Lead
Mechanic
522-7356
[email protected] 477-5681
Eduardo
Valdivia
Pump
Mechanic
522-7356
[email protected] 435-1896
Mario Rodriguez Pump
Mechanic
522-7356
[email protected] 622-7596
Manuel Fuentes Pump
Mechanic
522-7356
[email protected] 759-0233
Regulatory
Compliance Sven Edlund
Regulatory
Compliance
Manager
488-3262
[email protected] 488-3262
* Legally Responsible Official
2.6 APPENDIX 2 – SUPPORTING DOCUMENTS FOR ELEMENT 2
There are no Appendix Items for Element 2
City of San Mateo
Public Works Department
Environmental Services Division LEGAL AUTHORITY
Last Update: May, 2025 3 - 1 City of San Mateo SSMP
Element 3: LEGAL AUTHORITY
ELEMENT 3: LEGAL AUTHORITY
SWRCB Waste Discharge Requirement:
Each Enrollee must demonstrate, through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, that it possesses the necessary legal authority to:
• Prevent illicit discharges into its sanitary sewer system from inflow and infiltration (I&I); unauthorized stormwater; chemical dumping; unauthorized debris; roots; fats, oils, and grease; and trash, including rags and other debris that may cause blockages;
• Collaborate with storm sewer agencies to coordinate emergency spill responses, ensure access to storm sewer systems during spill events, and prevent unintentional cross connections of sanitary sewer infrastructure to storm sewer infrastructure;
• Require that sewers and connections be properly designed and constructed; • Ensure access for maintenance, inspection, or repairs for portions of the service lateral owned or maintained by the Public Agency;
• Enforce any violation of its sewer ordinances, service agreements, or other legally binding procedures; and
• Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable.
3.1 GENERAL
The City of San Mateo’s Municipal Code has a comprehensive sewer use ordinance.
Chapter 7.38 of Title VII, Health and Sanitation, pertains to Sanitary Sewer Use. This Municipal Code Chapter is available at this City of San Mateo webpage:
https://law.cityofsanmateo.org/us/ca/cities/san-mateo/code/7.38
Chapter 3.54 of Municipal Code Title III, Taxation and Finance, pertains to Sewer Service Charges and Connection Fees. This Municipal Code Chapter is available at this City of San Mateo webpage: https://law.cityofsanmateo.org/us/ca/cities/san-mateo/code/3.54
3.2 SEWER USE CODE REQUIRED ELEMENTS
The following sections provide requirements related to sewer system management.
i. Prevent illicit discharges into its sanitary sewer system (examples may include I/I, storm water, chemical dumping, unauthorized debris, roots, fats, oils, and grease, trash, etc.).
Illicit discharges are controlled through requirements established in the following sections of the Municipal Code:
7.38.030 Definition of “Food Service Facility” and “Grease” City of San Mateo
Public Works Department
Environmental Services Division LEGAL AUTHORITY
Last Update: May, 2025 3 - 2 City of San Mateo SSMP
Element 3: LEGAL AUTHORITY
7.38.080 Approval of Plans for Sewer Construction
7.38.090 New Sources
7.38.100 Pretreatment+ Requirements
7.38.110 General Discharge Prohibition
7.38.120 Specific Discharge Prohibitions
7.38.130 Limitations on Point of Discharge
7.38.140 Prohibition against Dilution
7.38.160 Requirements for Food Service Facilities
7.38.210 Waste Discharge Permits
Satellite wastewater collection systems are included in these prohibitions by reference. Person is defined as any individual, partnership, firm, associations, or “public agency.”
Satellite agencies that contribute flow to the San Mateo collection system include:
• Crystal Springs County Sanitation District (CSCSD)
• Town of Hillsborough (Town)
• County of San Mateo (County)
• City of Belmont
There is a 1989 Sanitary Sewage Agreement between the City of San Mateo, the Town, CSCSD, and the County that establishes the legal obligations of these parties.
A 2022 Agreement between the City of San Mateo and the Town establishes capital cost sharing obligations between the parties. A 2024 Agreement between the City of San Mateo, CSCSD, and County establishes capital cost sharing obligations between the parties. A separate sewer service agreement with the City of Belmont is also established. The agreements are included in the Appendices of this Element 3. ii. Collaborate with storm sewer agencies to coordinate emergency spill responses, ensure access to storm sewer systems during spill events, and prevent unintentional cross connections to sanitary sewer infrastructure to storm sewer infrastructure.
The City manages the storm sewer system; sewer and stormwater divisions collaborate to coordinate response efforts during sewer spills. A separate ordinance is not required for collaboration with outside storm sewer agencies. iii. Require that sewers and connections be properly designed, constructed and maintained.
7.38.080 Approval of Plans for Sewer Construction
This section requires that all construction or alteration of any building sewer, sanitary sewer, public sewer, side sewer, or other facility shall require approval by the City.
This approval is accomplished by requiring an encroachment permit and/or building permit. The permit requires that the work be done in accordance with City standards or as specifically approved by the Director of Public Works or his or her designee.
City of San Mateo
Public Works Department
Environmental Services Division LEGAL AUTHORITY
Last Update: May, 2025 3 - 3 City of San Mateo SSMP
Element 3: LEGAL AUTHORITY
iv. Ensure access for maintenance, inspection, and repairs of the sanitary sewer system and for any portions of the service lateral owned or maintained by the Enrollee.
7.38.430 Access to Sanitary Sewer System
This section requires that property owners must provide unobstructed access to sewer lines and manholes located in easements on their property. For further information on easement access procedures, refer to Chapter 6, Overflow Emergency Response Plan, Section 6 Spill Response Field Procedures. The City does not own or maintain private sewer laterals.
v. Enforce any violation of its sewer ordinance, service agreements, and or other legally binding procedures.
Authority to enforce violations of the sewer ordinance is provided through the following sections:
7.38.270 Modification, Suspension or Revocation of Permit
7.38.350 Authority to Inspect and Monitor
7.38.440 Compliance with Chapter
7.38.460 Administrative Remedies
7.38.470 Violations deemed a Public Nuisance
7.38.480 Civil Penalties
7.38.485 Injunctive Relief
7.38.490 Criminal Penalties
7.38.500 California Code of Civil Procedure
7.38.510 Emergency Termination of Services
vi. Obtain easement accessibility agreements for locations requiring sewer system operations and maintenance, as applicable.
See Section 3.2.iv for legal authority regarding to access of operations and maintenance.
3.3 OWNERSHIP AND MAINTENANCE OF SEWERS
This section clarifies City policies related to ownership and maintenance of service laterals.
Section 7.38.432 establishes ownership requirements for service laterals.
7.38.432 PRIVATE SEWER LATERALS.
City of San Mateo
Public Works Department
Environmental Services Division LEGAL AUTHORITY
Last Update: May, 2025 3 - 4 City of San Mateo SSMP
Element 3: LEGAL AUTHORITY
(a) Sewer Lateral Responsibility for Repair, Replacement and Maintenance. The owner of the property(ies) serviced shall be responsible for any portion of the private sewer lateral extending from a building to the public sewer main, including the wye connection which joins the private sewer lateral to the public sewer main.
Any repairs, replacement or maintenance, such as the clearing of pipes using common industry hydro or mechanical cleaning tools, will not be provided by the City on private sewer laterals or in private sewer systems. Responsibility for such repairs, replacement and maintenance is that of the owner of the property(ies) serviced by the lateral.
(b) Mandatory Installation of Cleanout. When installing or replacing a sewer lateral connection from a building to the public main sewer, if not already present, the property owner shall install a cleanout near the property structure in accordance with the requirements of the Uniform Building Code, the California Plumbing Code, and any other applicable regulations adopted by the City, City standards, or plans and specifications approved by the City Engineer. (Ord. 2011-8 § 3, 2011).
(c) Sewer Lateral Inspections. The owner(s) of the property served by a private sewer lateral shall be responsible for inspecting, testing, the lateral as required by this subsection, and providing the results to the City. The Public Works Director shall establish standards and regulations for the manner and scope of sewer lateral inspections. (Ord. No. 2020-1 § 1; Ord. No. 2011-8 § 3.)
(1) When required.
(A) Upon the sale of real property served by a private sewer lateral.
(B) Prior to issuance of a building permit where the cost of the improvements for an addition or alteration/remodel project exceeds such amount as established by resolution of the City Council.
(C) For commercial or multifamily residential buildings, upon the occurrence of a sewer lateral backup or blockage resulting in a sanitary sewer overflow.
(D) Upon a change in sewer customer class, as defined by section
3.54.020.
(2) Exemptions. No inspection and testing of a sewer lateral shall be required if:
(A) The sewer lateral has been inspected within the 5 years immediately preceding one of the events listed above, and the results of such inspection showed that either no repairs were required, or only partial repairs were required, and those repairs were in fact completed; or
(B) The sewer lateral has been completely replaced within the past 25 years, as evidenced by a plumbing permit issued by the City; or City of San Mateo
Public Works Department
Environmental Services Division LEGAL AUTHORITY
Last Update: May, 2025 3 - 5 City of San Mateo SSMP
Element 3: LEGAL AUTHORITY
(C) Upon other exemption approved by the Director of Public Works.
3.4 SEWER USE FEES
Every parcel of land within the City of San Mateo connected to the sewer collection system by a service lateral is charged a sewer service fee for the privilege to use the system and to fund the operations and maintenance of the sewer collection system. Fees are based on winter water usage and base sewer service charge rates are reviewed and adopted by City Council annually through the Ordinance process. On July 20, 2023, the City approved sewer rates for FY23/24 through FY27/28. The most current information on sewer use fees is found here:
https://www.cityofsanmateo.org/1085/Sewer-Service-Charge
3.5 APPENDIX 3 – SUPPORTING DOCUMENTS FOR ELEMENT 3
• Appendix 3.1 – Estero Municipal Improvement District Agreement • Appendix 3.2 – 1989 Town of Hillsborough, CSCSD, County of San Mateo Sewer Agreement
• Appendix 3.3 – 2022 Town of Hillsborough Capital Cost Agreement • Appendix 3.4 – 2024 CSCSD and County of San Mateo Capital Cost Agreement
• Appendix 3.5 – City of Belmont Agreement
City of San Mateo
Public Works Department
Environmental Services Division LEGAL AUTHORITY
Last Update: May, 2025 3 - 6 City of San Mateo SSMP
Element 3: LEGAL AUTHORITY
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City of San Mateo
Public Works Department
Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM
Last Update: May 2025 4 - 1 City of San Mateo SSMP Element 4: OPERATIONS AND MAINTENANCE PROGRAM
ELEMENT 4: OPERATIONS AND MAINTENANCE PROGRAM
SWRCB Waste Discharge Requirement:
The Sewer System Management Plan (SSMP) must include those elements listed below that are appropriate and applicable to the Enrollee’s system:
• An up-to-date map of the sanitary sewer system, showing all gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities;
• Scheduling and data collection system for preventive operation and maintenance activities by staff and contractors, including a system for scheduling regular inspections and maintenance of the sanitary sewer system with more frequent cleaning and maintenance targeted at known problem areas including tree root areas;
• Regular visual and closed-circuit television (CCTV) inspections of manholes and sewer pipes;
• Internal and external training on a regular basis for staff and contractors in sanitary sewer system operations and maintenance; and
• Inventory of equipment and replacement parts, including identification of critical replacement parts.
4.1 COLLECTION SYSTEM MAPS AND INFORMATION
4.1.1 Information Management
The Department of Public Works strives to maintain accurate electronic records of our inventory of sewer assets as well as all work performed on those assets. This section describes the software programs utilized to maintain this information.
4.1.1.i Utility Underground Maps
Maps include parcels and streets along with sewer and storm assets. Sewer and storm maintenance staff utilize electronic tablets for map information when in the field. Maps are referenced for maintenance activities as well as for determining how storm drainage networks can be blocked in the event of a sewage spill.
4.1.1.ii GIS Computer Mapping Program
GIS is a computer mapping system that links graphic features on a map to databases of related information. The City has converted all of its sanitary sewer assets into a GIS database. GIS is utilized for storage/retrieval of asset information.
ArcSDE Sewer Layer (Feature Class) Structure
Sanitary sewer collection system information is maintained in an ArcSDE Geodatabase that contains the following sewer GIS layers and attribute data:
City of San Mateo
Public Works Department
Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM
Last Update: May 2025 4 - 2 City of San Mateo SSMP Element 4: OPERATIONS AND MAINTENANCE PROGRAM
SS-MANHOLES: Point features identifying the location of sewer manholes, abandoned manholes, clean- outs, wet-wells, valves and plugs SS-MAINLINES: Line features identifying the location of sewer gravity mainlines, forcemains, abandoned gravity mainlines and forcemains, upstream and downstream manhole numbers, upstream
manhole address, use of sewer, owner and pipe shape.
SS-PUMPSTATIONS: Polygon features identifying the location of sewer pumping station buildings, as well as data regarding wet wells, pumps and maintenance information
SS-BASINS: Polygon layer for the City’s five major sewer basins SS-SUBBASINS: Polygon layer outlining small sub-sections within each sewer basin
SS-CLEANINGAREAS: Polygons further dissecting sub-basins. Cleaning areas identify how flow is carried from peripheral lines to major trunklines to help maintenance crews plan cleaning of the pipe networks.
Polygons are snapped to the outside boundaries of parcels served at each small network to identify property owners within each cleaning area
4.1.1.iii CMMS – Cartegraph
The City utilizes Cartegraph computerized maintenance management (CMMS)/asset management system for planning and scheduling preventive maintenance work and for tracking maintenance history on sewer assets. This GIS-based application provides access to information pertinent to each asset (e.g. pipe diameter, length, material, etc.) as well as to maintenance activities (work orders), resident complaints and requests for work (service requests).
The primary functions of Cartegraph are:
• Maintain service request and maintenance history for each collection system asset • Produce regularly updated maintenance schedules based on feedback from the operators
• Generate reports that support data analysis and decision making • Provide documentation for use in regulatory compliance reporting • Record line segments or structures that may be candidates for replacement or rehabilitation under the capital improvement program
The CMMS program includes the following key fields which are used throughout the GIS Layers.
City of San Mateo
Public Works Department
Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM
Last Update: May 2025 4 - 3 City of San Mateo SSMP Element 4: OPERATIONS AND MAINTENANCE PROGRAM
Key Fields:
• ID – The ID field contains asset feature ID’s (i.e. Manhole #s or Sewer Mainline ID’s, which are the alpha-numeric upstream manhole # followed by the alpha- numeric downstream manhole #)
• LOCATION DESCRIPTION – This field is populated with an associated address or nearest address/intersection.
4.1.2 Map Update and Maintenance Procedures
Updating of sewer collection system maps is coordinated through the Data Management Division. The following actions are part of the program. • Field personnel note discrepancies or errors on field maps. Mark ups are submitted to the Data Management Division for verification and GIS updates. Updates to the GIS system, including attribute information, are reflected in associated maps and the CMMS system.
• The Data Management Division, in conjunction with the Sewer Engineering Division, utilizes Pipeline Observation System Management (POSM) CCTV Inspection software and data to more readily identify and correct inaccuracies in the electronic versions of the sewer collection system as manholes are found and mainline lengths verified through CCTV.
• As-built AutoCAD (CAD) drawings for all City capital improvement projects are sent to the Data Management Division as part of the project close-out procedures, and updates are made in GIS. Updates to the GIS system, including attribute information, are reflected in associated maps and the CMMS system.
• Developers submit “as-builts” of final sewer system construction to the City. These mark ups are submitted to the Data Management Division to modify and update the GIS system. Updates to the GIS system, including attribute information, are reflected in associated maps and the CMMS system.
4.2 PREVENTIVE OPERATIONS AND MAINTENANCE
4.2.1 Overview
The Field Maintenance Division is responsible for the sewer collection system operations and maintenance and implements several maintenance approaches which include Citywide mainline cleanings, ongoing preventative maintenance of problem areas, and closed circuit camera inspections (CCTV) of mainlines, and activities to minimize FOG entering the collection system. The Field Maintenance Division relies on support from the Sewer Engineering, Regulatory Compliance, and Data Management Divisions to accomplish all these efforts to support the goals and objectives of the SSMP.
Sewer Maintenance is responsible for these collection system management goals:
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1. Properly maintain, operate and manage the wastewater collection system in a manner that supports the City’s objectives for cost effectiveness, reliability, and environmental compliance..
2. Minimize the frequency of sanitary sewer spills.
3. Mitigate the impact of spills.
Summary objectives of Sewer Maintenance Preventative Maintenance Program include:
1. Reduce spills through cleaning, video condition assessment, root control, and post-spill analysis/evaluation.
2. Identify collection system blockages, including those caused by fats, oil and grease (FOG), and develop strategies to decrease backups.
3. Operate pump stations at peak efficiency and perform scheduled preventive maintenance.
4. Maintain records of the sanitary sewer system and respond to inquiries.
5. Assist with the development of a capital improvement program directed at maintaining the current sewer assets, improving system reliability and providing adequate future capacity.
Tables listing the equipment and personnel dedicated to maintenance of the sewer collection system, including backup equipment, replacement part inventories, and/or critical replacement parts, can be found in Appendix 4.7 of this document.
4.2.2 Citywide Routine Sewer Cleaning and CWP Cleaning and CCTV One goal of the City is to clean every sewer mainline within an identified required time period. A system has been developed to schedule and track these efforts, and to document the problems found in the system.
The City currently implements three coordinated cleaning schedules: routine cleaning and target cleaning is facilitated by Field Maintenance, and contracted cleaning and CCTV is facilitated by the Sewer Engineering Division. Together, these programs result in the cleaning of every District pipe at least once every three years.
The collection system is divided into five major sewer basins and then further divided into subbasins that identify how pipe networks converge into trunk lines and flow is carried to the wastewater treatment plant.
Basin and subbasin boundaries were created in the GIS system and are currently stored as GIS layers. Snapshots of the layers are shown in Figure 4-1 below.
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Figure 4-1. District Basin and Subbasin Maps
Staff uses information from the overall collection system basin map, previous cleaning results, terrain of the city, crew knowledge, and the history of logged calls, to develop and update the cleaning frequency for each collection system basin.
Staff focuses on completing routine cleaning of one basin each year as part of a 5- year routine cleaning cycle. In recent years, routine cleaning has occurred on a 3-year cycle, thereby exceeding the 5-year goal.
Field Maintenance staff clean pipes up to 21-inches in diameter and contract out cleaning of pipes 24-inches and larger.
The order of routine pipe cleaning by basin is shown below:
1. Basin B
2. Basin C
3. Basin D
4. Basin A
5. Basin E
The cleaning frequencies are dynamic and the cleaning map is updated and maintained by City staff. The cleaning maps follow flow so that crews can clean outlying pipes and work down as mainlines converges into trunk lines.
BASINS SUBBASINS
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Individual subbasin cleaning area maps are utilized to manage crew activities. These maps provide space for crews to note the dates, time spent, vehicles used, type of cleaning performed (e.g. jet, power-rod, hydro-saw, etc.), and the names of the operators, as well as document any problems found in each pipe segment. The subbasin cleaning schedule is flexible and adjusted to accommodate the contracted cleaning and CCTV, and root foaming projects discussed below. A snapshot of the cleaning area map is shown in figure 4-2 below.
Figure 4-2. Example Subbasin Cleaning Area Map
The Contracted Cleaning and CCTV project is implemented in parallel to routine sewer cleaning. The Contracted Cleaning and CCTV inspection for a basin is completed annually with the entire system completed on a 5-year cycle.
Root foaming is also conducted in parallel with cleaning and CCTV efforts. The root control program treats pipelines areas with significant root intrusion. The City has defined two basins to be treated in alternate years: the area west of El Camino Real and north of Highway 92 (known as the North Basin) and the area west of El Camino Real and south of Highway 92 (known as the South Basin).
Routine sewer cleaning work orders are developed to avoid overlap with the Contracted Cleaning and CCTV program and the root control program. The routine cleaning is scheduled three to four months before, and three to four months after, pipes are root foamed.
Since the Contracted Cleaning and CCTV program covers one fifth of the City annually and the root foaming program covers one of two large sections of the system annually
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(which determines the internal Citywide cleaning program schedule), most of the system mainlines are cleaned more frequently than on the scheduled 5-year basis.
4.2.3 Target Cleaning of Problem Areas
The Field Maintenance Division - Sewer Maintenance has a preventive maintenance (PM) program for identified problem areas (“hot-spots”) of the sewer collection system. Sewer mainlines that have a history of blockages caused by hardened FOG, root intrusion, poor grade, or sags are referred to as sewer “hot-spots.” The list of hot-spot problem areas (target areas) was developed over the years through historical knowledge and experience of operators, tracking locations of repeat sewer blockages and surcharges, and through CCTV inspection findings. Hot-spot sewer mainlines are put on a monthly, quarterly or bi- annual preventive maintenance cleaning schedule. This list is regularly updated as new target areas are identified. The City has discussed the need for consolidation of historical and written documentation of cleaning and CCTV findings that define the hot spot mainlines. This documentation would supplement and memorialize historical knowledge and experience. The information and method of documentation will be discussed and formalized by City staff and included in the next SSMP update.
The Field Maintenance Division - Sewer Maintenance meets at least annually to evaluate the effectiveness of certain types of cleanings, discuss whether the frequency of cleaning is appropriate at each location, and identify if other problem areas have surfaced that should be added to the PM list.
Crews also evaluate on a more frequent basis the effectiveness of PM cleaning and increase or decrease the length of time between cleanings based on field knowledge and experience as well as with the assistance of CCTV inspections. For example, after CCTV, if it is determined that rehabilitation or replacement of the inspected line may be necessary, sewer engineering staff is notified. Sewer engineering staff evaluate CCTV findings and implement warranted rehabilitations or replacements. If the CCTV results identify an opportunity to remove the inspected line from the PM list, Sewer Engineering and Data Management Divisions are also notified.
Hot-spots will remain on a preventative maintenance schedule until subsequent observations determine that the potential for obstruction or blockage has been reduced or eliminated. Sewer Maintenance staff review the Hot-Spots list and make updates as necessary. Locations are also CCTV inspected every five years. These records are reviewed and discussed with the Sewer Engineering Division to determine if rehabilitation is required and may alleviate the need for more frequent cleanings than once a year.
A representative preventive maintenance schedule and list of target areas, as well as a map depicting hot-spot locations, are attached as Appendix 4.6 of this document. These schedules are dynamic and a more recent schedule may be in use by City staff.
4.2.4 Cleaning Procedures
Sewer Maintenance staff are trained on line-cleaning procedures. Various cleaning methods are used to ensure adequate cleaning of sewer mainlines, including hydro-jet, City of San Mateo
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hydro-saw, power-rod, and chain flail. Standard operating procedures for sewer mainline cleaning and related safe practices are attached as Appendix 4.2 of this document.
4.2.5 Collection System Performance
Objectives of preventive maintenance activities include the decrease in sewer mainline blockages and spills. Performance indicators are used in assessing the effectiveness of these activities. Table 4-1 reflects sewer maintenance performance over the last five years.
Table 4-1. Sewer Maintenance Performance Indicators
Calendar
Year
# Wet
Weather
Spills
# Dry
Weather
Spills
Total # per 100
miles
Total Spill
Volume (gal)
Total Vol
Recover
(gal)
Total Vol
Reached
Surface Water
2020 0 17
1.74 (Cat 1)
154,061 25,503 127,435 0.43 (Cat 2)
3.63 (Cat 3)
2021 3 22
2.42 (Cat 1)
370,960 6,067 364,061 0.61 (Cat 2)
4.54 (Cat 3)
2022
2 5
1.30 (Cat 1)
506,665 1,240 505,425 0.00 (Cat 2)
1.74 (Cat 3)
2023 5 5
3.04 (Cat 1)
2,210,792 80,267 2,130,525 0.00 (Cat 2)
1.30 (Cat 3)
2024 0 7
2.61 (Cat 1)
36,650 500 35,950 0.00 (Cat 2)
0.43 (Cat 3)
Notes: Dry weather is defined as March 15 through October 14; Wet weather is defined as October 15 through March 14
4.3 REHABILITATION AND REPLACEMENT PLAN
4.3.1 Condition Assessment and Inspection
The DPW has a goal of conducting a video condition assessment of sewer mainlines approximately every five years. An approximate five-year period will provide information needed to trend the condition of the lines and more effectively plan repairs.
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The CCTV inspection is performed by contracted services. Information from the CCTV inspection is recorded into the Pipeline Observation System Management (POSM) software and is utilized in prioritizing annual mainline repair projects. To provide consistency in data collection and review of pipe conditions, the department utilizes a standard operating procedures manual for CCTV inspections along with standardized rating system (SSMP Appendix 4.1). The manual is intended for use in conjunction with National Association of Sewer Service Companies (NASSCO) Standards for sewer mainline and manhole condition assessments.
4.3.2 Prioritization of Repair and Rehabilitation
The City budgets currently range from $9 to $13 million/year for annual pipeline rehabilitation and repair. This funding is in addition to major line replacements or pump station upgrades identified in the five-year capital improvement programs. This budget is used to maintain pipes in a state of good repair.
4.3.3 Five Year Rehabilitation and Replacement Program The City has a business plan (Budget) that includes a Five-Year Capital Improvement Program (CIP). The approved Five-Year CIP can be found on pages 243-251 of the City’s adopted FY2023-24 Budget, which is found on the City website at the following url:
https://www.cityofsanmateo.org/DocumentCenter/View/92507/2023-24-Adopted- Budget?bidId=
Individual CIP projects can begin before and continue beyond the budget cycle. The Five- Year CIP will only identify funds being newly allocated to the existing project. Revenues from annual sewer use fees are used to fund operations and maintenance programs, as well as CIP projects identified to rehabilitate the collection system.
Table 4-2 summarizes annual expenditures for major sewer repair and rehabilitation projects for the past five fiscal years.
Table 4-2. Total Expenditures on Major Sewer Projects by Fiscal Year Fiscal Year (FY) Total Expenditures ($)
FY19-20 40,349,000
FY20-21 49,984,000
FY21-22 46,702,000
FY22-23 34,154,000
FY23-24 32,135,000
5-YEAR TOTAL: $203,322,000
In addition, staff prepares a longer-term planning document that identifies probable long- term financial needs and targets future projects. This document is used to develop sewer City of San Mateo
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rates and help plan for the issuance of necessary bonds or pursuits of loan/grant opportunities. The City approved 5-year sewer rate increases for FY23-24 to FY27-28.
The San Mateo Sewer Enterprise, owned and operated by the City under the administration of the Public Works Department, releases and updates Financial Projections that provide direction on rate setting strategies. The most current information on sewer rates and administrative regulations are found here:
https://www.cityofsanmateo.org/1085/Sewer-Service-Charge
4.4 PUMP STATION MAINTENANCE
The Field Maintenance Division’s pump crew, consisting of one Lead Pump Mechanic, three Pump Mechanic I’s, and one laborer, are in charge of the operations and maintenance of twenty-four of the City’s pump stations. The Dale Avenue pump station is operated and maintained by the Wastewater Treatment Plant Division. Of the twenty-five pump stations, all have pumps that alternate automatically and there are lead / lag pumps.
Wet well operations are set to limit pump starts and stops and in-line storage of wet weather flows occurs automatically. Power outages occur infrequently and average about three per year. Seven portable generators (exercised under load annually) are assigned specifically to the pump crew for use in power outage situations. The pump station inventory, including backup equipment, replacement part inventories, and critical replacement parts is found in Appendix 4.3 of this document. 25 pump stations are inspected quarterly as part of the sewer maintenance pump station preventive maintenance program. Work activities are developed and prioritized based on these inspections and completed prior to the next inspection. The Dale Avenue pump station is inspected daily by the WWTP. Preventive maintenance inspections cover the items listed in Table 4-3.
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Table 4-3. Preventative Maintenance Inspection List
Lubrication Inspection Leak Checks Exercise Housekeeping Motors Sump Pumps Fuel/Oil lines Motors Clean Interior
Main Pumps Belts Valves
Isolation
Gate
Valves
Clean Exterior
Drive Shafts Flap Gates Packing
Leaf/Debris
Pickup/Vegetation
Removal
Valves Backflow
Preventors Seals
Vacuum and
Clean MCC
Electrical Panels
Locks &
Padlocks Controls/Alarms Lubricators Wash Down Wet
Wells
Latches &
Hinges Wet Wells Air Systems
Exhaust Systems
Motor Control
Panels
Where appropriate, the pump crew forwards recommendations to the Sewer Engineering Division for major rehabilitation or formal engineering inspection of specific stations.
The pump crew utilizes a SCADA system to monitor pump run-times. Alarms sent to the pump crew include, but are not limited to: high and low wet well levels, pump overload, dry pit flooding, and power failure.
4.5 PRIVATE SEWER LATERAL COST SHARING PROGRAM
In addition to sewer and pump station maintenance, the City promotes private lateral replacements by property owners through a Private Sewer Lateral Cost Sharing Program (PSLCSP) established in 2011. The program was initially funded with a combination of the fine monies and 10% of the annual sewer maintenance and repair budget.
A revised PSLCSP was approved by the City Council in June 2013, to be funded annually, at the beginning of each fiscal year. The program provided cost sharing of 50% of the cost of full lateral replacements only, up to a maximum of $5,000, based on the lowest of the three written estimates required to be submitted by the property owner. In FY24/25, the cost sharing limits changed. Additional information on program changes will be discussed in a future SSMP update.
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In 2018, the City enhanced the program with additional outreach and by limiting eligibility of applications to a three-month time frame; this new timeframe allows for more owners to participate in the program rather than waiting for inactive applications to complete the process. Once the program budget for the given year has been exhausted, the City discontinues the program until funding for the following year has been allocated.
Spot repairs and partial repairs are not included in the cost sharing program. All types of properties (residential, commercial, multi-family, etc.) that are in the City are eligible for the full lateral replacement cost sharing.
Program materials and public outreach post-cards can be found on the City website at the following URL: https://www.cityofsanmateo.org/1910/Citywide-Private-Lateral-Cost- Sharing-Pr
4.6 SEWER MAINTENANCE STAFF TRAINING
The City’s maintenance staff is required to complete various types of training as listed below in Table 4-4. Maintenance staff is encouraged to study, prepare for and take CWEA Certification testing. Specific training dates for employees can be found in Appendix 4.4 Sewer Crew training.
Table 4-4. Sewer Maintenance Staff Training - List of Classes CORE Customer Service
Sexual Harassment
Cultural Diversity
Commercial Driver License
Injury and Illness Prevention Program
CWEA Certifications (optional)
Fire Extinguisher
EQUIPMENT Mainline Cleaning (Power rodder, Hydro jet/vac truck , Hydro Saw, Chain Flail)
Chainsaw
Forklift
Tractor Loader/Backhoe
Bobcat loader and attachments
OPERATIONS Fall Protection
Alternate Confined Space
Lock Out Tag Out/Electrical Safety
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4 Gas Monitor usage (Detection)
Excavation safety
Work Zone safety (Traffic Control)
USA Locating
SSO Prevention
SPCC
Incident Command Systems 100, 200, 700
STOPPP
PUMP CREW Electrical Training
SCADA
Mechanical Applications (Pump Repairs)
Mobile Crane Truck Safe Operation
Mobile Electrical Generator
Alternate Confine Space
EMERGENCY Hazmat
Emergency Action Plan (Evacuations)
Sanitary Sewer Overflow Emergency Response Plan (OERP)
MEDICAL
TRAINING
Blood Borne Pathogen
Dehydration / Heat Stroke
CPR-First Aid- AED
4.7 APPENDIX 4 – SUPPORTING DOCUMENTS FOR ELEMENT 4
• Appendix 4.1 – CCTV Standards
• Appendix 4.2 – Sewer Pipe Cleaning Standard Operating Procedures • Appendix 4.3 – Pumpstation Maintenance
• Appendix 4.4 – Sewer Maintenance Crew Training
• Appendix 4.5 – Manhole Inspection Program
• Appendix 4.6 – “Hot-Spots” & Leak Detection Program
• Appendix 4.7 – Sewer Maintenance Dedicated Equipment and Personnel City of San Mateo
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• Appendix 4.8 – Collection System Maps and Information 4.8.A.i Underground Utilities Map Page
4.8.A.ii Sewer Pumpstations and Trunklines Map
4.8.A.iii Sewer Collection System Pipe Sizes
4.8.A.iv Sewer Collection System Terrain Map
4.8.A.v Sewer Collection System Basin Map
4.8.A.vi Sewer Collection System Subbasin Map
4.8.A.vii Sewer Collection System Cleaning Areas Map (Current Snapshot) 4.8.A.viii Sewer District Cleaning Schedule Maps (Current Snapshot) 4.8.A.ix Sewer Root Foaming Schedule Map
City of San Mateo
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ELEMENT 5: DESIGN AND PERFORMANCE STANDARDS
SWRCB Waste Discharge Requirement:
• Design and construction standards and specifications for the installation of new sanitary sewer systems, pump stations and other appurtenances; and for the rehabilitation and repair of existing sanitary sewer systems; and • Procedures and standards for inspecting and testing the installation of new sewers, pumps, and other appurtenances and for rehabilitation and repair projects.
5.1 STANDARDS FOR INSTALLATION, REHABILITATION, AND REPAIR The City has referenced both the “Green Book” Standard Specifications for Public Works Construction and the Caltrans Standard Specifications for City public works construction.
These specifications provide requirements for the installation of new sewer systems and for the rehabilitation and repair of existing sewer systems. In addition, the City maintains Sanitary Sewer Details and Appurtenances and recently updated its trench requirements as a component of Street Improvement Details. These documents are available on the City’s website: https://www.cityofsanmateo.org/2081/Standard-Drawings In 2014, the City developed an Integrated Wastewater 20-year Master Plan. The Master Plan established the design storm as having a 5-year recurrence interval and 6-hour duration. When applying the design storm to the City’s hydraulic model, a pipe segment is determined to be capacity deficient and require replacement when 1) the pipe conveys maximum capacity, 2) surcharging in the adjacent manhole occurs, and 3) freeboard at the adjacent manholes is less than three feet. Freeboard is defined as the difference between modeled rim elevation and water surface elevation.
The City requires selected engineering consultants to develop criteria for pump station design on a station by station basis, following engineering best management practices.
5.2 STANDARDS FOR INSPECTION & TESTING OF NEW, REHABILITATED, AND
REPAIRED FACILITIES
The standard specifications also provide requirements for the inspection and testing of all new, rehabilitated and repaired sewer assets, including pressure testing, mandreling, water exfiltration, and/or post construction closed circuit television inspection. Testing and inspection are overseen by a City construction inspector prior to accepting work.
5.3 APPENDIX 5 – SUPPORTING DOCUMENTS FOR ELEMENT 5
There are no appendix items for Element 5.
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City of San Mateo Department of Public Works
SEWER MAINTENANCE
SPILL EMERGENCY RESPONSE PLAN (SERP)
For
Outside Sanitary Sewer Spills
(Includes Contact Information for Inside Spills)
Updated May 2, 2025
CITY OF SAN MATEO
ENVIRONMENTAL SERVICES DIVISION
1949 Pacific Blvd., San Mateo CA 94403
Telephone (650) 522-7300 Fax (650) 522-7351
City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
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Element 6: SPILL EMERGENCY RESPONSE PLAN
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City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
Last Update: May 2023 i City of San Mateo SSMP Element 6: SPILL EMERGENCY RESPONSE PLAN
CITY OF SAN MATEO
SANITARY SEWER COLLECTION SYSTEM
SPILL EMERGENCY RESPONSE PLAN
TABLE OF CONTENTS
Introduction 6-1
6.1 Purpose 6-1
6.2 Statewide WDR Requirement 6-1
Spill Categories 6-3
6.3 Spill Categories 6-3
6.4 Incident Notification 6-5
6.5 Role Of Responders 6-7
6.6 Designated Emergency Responders 6-7
6.7 Spill Response Equipment 6-8
6.8 Field Procedures 6-8
6.9 Sewage Estimation 6-10
6.10 Water Quality Sampling And Analysis 6-10
6.11 Spill Technical Report 6-12
6.12 Spill Response Within Private Property 6-13
6.13 Investigation And Documentation Procedure 6-15
6.14 Post-Spill Analysis 6-15
Spill Reporting Procedures/ Regulatory Notification 6-17
6.15 Documentation 6-17
6.15.1 Spill Event Complaints 6-17
6.15.2 Recordkeeping of Category 4 Spills 6-18
6.15.3 Recordkeeping for Total Annual Spill Information 6-18
6.15.4 Sewer System Telemetry Records 6-19
6.15.5 Sewer System Management Plan Implementation Records 6-19
6.15.6 Audit Records 6-19
6.15.7 Equipment Records (List) 6-19
6.15.8 Work Orders 6-19
6.15.9 Spill Specific Monitoring (Documentation) 6-19
City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
Last Update: May 2025 6-ii City of San Mateo SSMP
Element 6: SPILL EMERGENCY RESPONSE PLAN
6.16 Regulatory Reporting 6-20
6.16.1 Multiple Appearance Points – Single Spill 6-25
6.16.2 2-Hour Notification To Regulatory Agencies Of Spills 6-25
6.16.3 Notification Of Spill Report Updates 6-26
6.16.4 Detailed Reporting Requirements 6-26
6.16.5 CIWQS Not Available 6-30
6.16.6 Amending Spill Reports 6-31
6.16.7 CIWQS – Electronic Reporting To State Water Board 6-31
Training 6-32
6.17 Spill Response Training 6-33
6.18 Initial And Annual Refresher Training 6-33
6.19 Spill Response Drills 6-33
6.20 Spill Training Record Keeping 6-33
FIGURES
Figure 6-1 Notification Procedures for Spills between 7:00 am and 3:30 pm Mon thru Friday Figure 6-2 Notification Procedures for Spills – After Hours & Weekends
TABLES
Table 6-1 Spill Response Crew
Table 6-2 Spill Response Steps and Actions
Table 6-3 Sampling Locations for Spills 50,000 Gallons or Greater Table 6-4 Laboratory Information
Table 6-5 Water Quality Sampling Contact Information
Table 6-6 Key Deadlines for Spill Reporting
Table 6-7 Summary of Spill Reporting Requirements
Table 6-8 Category 1 and 2 CIWQS Draft Spill Report – Required Information Table 6-9 Category 1 and 2 CIWQS Spill Certification – Required Information Table 6-10 Category 3 CIWQS Spill Certification – Required Information Table 6-11 Regulatory Reporting Flowchart at Site of Spill
APPENDICES
Appendix 6.1 – Contingency Equipment
Appendix 6.2 – Spill Field Procedures
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Element 6: SPILL EMERGENCY RESPONSE PLAN
Appendix 6.3 – Investigation and Documentation Forms
Appendix 6.4 – Spill Calculation and Estimation
Appendix 6.5 – Signage and Posting Procedures
Appendix 6.6 – Water Quality Monitoring Program Details Appendix 6.7 – Spill Technical Report Template
City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
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Element 6: SPILL EMERGENCY RESPONSE PLAN
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City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
Last Update: May 2025 6-1 City of San Mateo SSMP Element 6: SPILL EMERGENCY RESPONSE PLAN
INTRODUCTION
6.1 PURPOSE
The purpose of the Sanitary Sewer Spill Emergency Response Plan (SERP) is to outline the City’s sanitary sewer spill response activities, with the objective of minimizing the impacts of spills to the public and the environment. In achieving this goal, the SERP serves as a guideline for City of San Mateo personnel in cleaning and mitigating the effects of sanitary sewer spills, as well as in following proper sampling and reporting procedures.
6.2 STATEWIDE WDR REQUIREMENT
The Spill Emergency Response Plan shall include measures to protect public health and the environment. The City shall respond to spills from its system in a timely manner that minimizes water quality impacts and nuisance by:
• Immediately stopping the spill and preventing/minimizing a discharge to Waters of the State1;
• Intercepting sewage flows to prevent/minimize spill volume discharged into Waters of the State;
• Thoroughly recovering, cleaning up and disposing of sewage and wash down water; and
• Cleaning publicly accessible areas while preventing toxic discharges to Waters of the State.
More specifically (also continued on the next page):
The Spill Emergency Response Plan shall ensure prompt detection and response to spills to reduce spill volumes and collect information for prevention of future spills. The Spill Emergency Response Plan must include procedures to:
• Notify primary responders, appropriate local officials, and appropriate regulatory agencies of a spill in a timely manner;
• Notify other potentially affected entities (for example, health agencies, water suppliers, etc.) of spills that potentially affect public health or reach waters of the State;
• Comply with the notification, monitoring and reporting requirements of this General Order, State law and regulations, and applicable Regional Water Board Orders; • Ensure that appropriate staff and contractors implement the Spill Emergency Response Plan and are appropriately trained;
• Address emergency system operations, traffic control, and other necessary response activities;
1 Waters of the State include any surface water or groundwater, including saline waters, within the boundaries of the state as defined in Water Code section 13050(e), and are inclusive of waters of the United States.
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Element 6: SPILL EMERGENCY RESPONSE PLAN
• Contain a spill and prevent/minimize discharge to Waters of the State or any drainage conveyance system;
• Minimize and remediate public health impacts and adverse impacts on beneficial uses of Waters of the State;
• Remove sewage from the drainage conveyance system;
• Clean the spill area and drainage conveyance system in a manner that does not inadvertently impact beneficial uses in the receiving waters; • Implement technologies, practices, equipment, and interagency coordination to expedite spill containment and recovery;
• Implement pre-planned coordination and collaboration with storm drain agencies and other utility agencies/departments prior, during, and after a spill event; • Conduct post-spill assessments of spill response activities; • Document and report spill events as required in the Statewide WDR; and • Annually, review and assess effectiveness of the Spill Emergency Response Plan, and update the Plan as needed.
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SPILL CATEGORIES
6.3 SPILL CATEGORIES
Definition of Spill: The SWRCB defines a spill as a discharge of sewage from any portion of a sanitary sewer system due to an operational failure, and/or infrastructure failure. Exfiltration of sewage is not considered to be a spill if the exfiltrated sewage remains in the subsurface and does not reach a surface water.
CATEGORIES OF SPILLS: The four categories of reportable spills are defined as follows. • Category 1 – A spill of any volume of sewage from or caused by the City of San Mateo sanitary sewer system (including laterals from City -owned buildings) that results in a discharge to:
A surface water, including a surface water body that contains no flow or volume of water; or
A drainage conveyance system that discharges to surface waters when the sewage is not fully captured and returned to the sanitary sewer system or disposed of properly.
Reporting Deadlines for Cat 1 Spill:
- If 1,000 gallons or greater, report to California Department of Emergency Services (Cal OES) within 2 hours of being aware of the spill. - For all other Category 1 spills, submit draft info in CIWQS within 3 days of becoming aware and certify within 15 calendar days after spill end date/time. • Category 2 Spill – A spill of 1,000 gallons or greater, from or caused by the City of San Mateo sanitary sewer system, that does not reach surface water.
Reporting Deadlines for Cat 2 Spill:
- Submit draft report 3 days after being aware of spill. Certify within 15 days after spill end date.
• Category 3 Spill – A spill equal or greater than 50 gallons and less than 1,000 gallons, from or caused by the City of San Mateo sanitary sewer system, that does not reach surface water.
Reporting Deadlines for Cat 3 Spill:
- Submit certified report within 30 calendar days of the end of the month in which spill occurred.
• Category 4 Spill - A spill of less than 50 gallons, from or caused by the City of San Mateo sanitary sewer system (including laterals from City-owned buildings), that does not reach surface water.
Reporting Deadlines for Cat 4 Spill:
- Submit certified report within 30 calendar days of the end of the month in which spill occurred.
- Upload and certify a report, in an acceptable digital format, of all Category 4 spills by February 1st after the end of the calendar year in which the spills occur.
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Element 6: SPILL EMERGENCY RESPONSE PLAN
NOTIFICATION PROCEDURES
6.4 INCIDENT NOTIFICATION
Figures 6-1 and 6-2 show the notification and reporting process for spills that occur during working hours and outside of working hours.
Figure 6-1 Notification Procedures for Spills between 7am and 3:30pm Mon thru Friday
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Element 6: SPILL EMERGENCY RESPONSE PLAN
Figure 6-2 Notification Procedures for Spills – After Hours & Weekends
City of San Mateo
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Element 6: SPILL EMERGENCY RESPONSE PLAN
SPILL RESPONSE PROGRAM
6.5 ROLE OF RESPONDERS
The First Responder initiates coordination with the Sewer Leadworker who is responsible for directing the entire spill response including mitigation, cause removal, clean-up, and follow -up CCTV. The Spill Responders and/or the Sewer Leadworker are also responsible for ensuring proper event documentation and photographs, timely reporting to appropriate agencies, and arranging for the collection of water samples as necessary.
The Spill Responders are required to take the appropriate action to secure the wastewater spill area, relieve the cause of the spill , and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and to protect the environment. Every effort must be made to prevent sewage from reaching surface water.
6.6 DESIGNATED EMERGENCY RESPONDERS
The list of the staff designated to spill response (i.e., Spill Responders) and their contact information is provided in Table 6-1.
Table 6-1. Spill Response Crew
Group Staff Position
Work #
(Area Code 650)
Mobile #
(Area Code
650)
Environmental Services
Supervisors
Tony Baltodano
Field
Maintenance
Manager
522-7359
[email protected] 483-5839
Eric Morkve Sewer
Supervisor
522-7373
[email protected] 823-8386
Sewer Leadworker John DiMatteo Lead Worker 522-7286
[email protected] (925) 872-4029
Pump Crew
Noel Padilla Pump Lead
Mechanic
522-7356
[email protected] 477-5681
Eduardo
Valdivia Pump Mechanic 522-7356
[email protected] 281-5477
Mario
Rodriguez Pump Mechanic 522-7356
[email protected] 622-7596
Manuel
Fuentes Pump Mechanic 522-7356
[email protected] 579-0233
Regulatory Compliance Sven Edlund
Regulatory
Compliance
Manager
483-3262
[email protected] 483-3262
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Element 6: SPILL EMERGENCY RESPONSE PLAN
6.7 SPILL RESPONSE EQUIPMENT
The City has a variety of equipment used for clearing blockages and for impact mitigation and cleanup activities. City staffs are provided training to operate this equipment. A list of the City’s sewer maintenance equipment can be found in Appendix 6.1 of this document.
6.8 FIELD PROCEDURES
The following field procedures provide guidelines for tasks to be completed during spill response. Actual tasks may need to be adjusted based on field conditions.
Separate City departments are responsible for sewer and stormwater facilities. The City departments work closely to protect and monitor its stormwater conveyance systems during and after a spill.
1. PRE-TRIP:
• Follow SOP for vehicle pre-trip
• Ensure trailer has all required contingency supplies (see Appendix 6.1) - 6” to 10” air plug
- 10” to 24” air plug
- Air tank and air compressor
- Spill Kit (pads, gloves, etc.)
- Two 6-foot booms
- One 5-foot retrieval pole
- Sampling Kit with Instructions
2. ARRIVAL: Spill Response Crew must target arrival at site with hydro flush combo unit and contingency equipment ASAP – no more than 1 HOUR after call.
3. ASSESS SITE OF SPILL
• Identify whether sewage has already reached surface water. • Check underground map books to determine best method for spill containment. • Call for backup if more hydro flush combo unit trucks, crews or pump crew are required.
• Take photographs close-up and of spill area for determination of volume. • Contact PW Supervisor. PW Supervisor contacts PW Field Maintenance Manager.
• Spill Reporter CALLS OES WITHIN 2 HOURS if CATEGORY 1 is spilled in a location that will likely flow to a surface water.
4. BARRICADE AND POST
• Minimize public contact with spilled materials.
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• Cone & barricade spill area and utilize signage to direct pedestrian and auto traffic around/away from spill area (Orange “Raw Sewage” and Arrow signs). • Post flyers that states “DANGER RAW SEWAGE, Keep Children and Pets out of this area” together with contact information of Department of Public Works (see Appendix 6.5)
• Keep children and pets out of the area.
• Close street(s) as necessary. Sewer staff on call will coordinate with Police Department.
• If discharge has reached surface waters, refer to Sewage Spill Watersheds Map (see Appendix 6.5). Identify which watershed may be affected by sewage. Post “DANGER Contaminated Water” signs (see Appendix 6.5) at locations identified in this document as appropriate for the affected watershed (refer to Appendix
6.5 for watershed posting procedures).
• Photograph barricaded & posted area(s).
5. D
IVERSION, CONTAINMENT AND RECOVERY
See Table 6-2 below for spill response steps and actions.
Table 6-2. Spill Response Steps and Actions
STEP ACTIONS
1. Diversion &
Containment
WHERE FEASIBLE, DIVERT AWAY FROM SENSITIVE AREAS
(e.g., Schools, Daycares, Playgrounds, Intersections, Creeks, etc.) • Install air plugs on storm drains to contain the spill. • Divert using small berm to change direction of flow back to sewer.
• Divert spill by pumping around spill and return to sewer.
WHERE FEASIBLE, CONTAIN SPILL & RETURN TO SYSTEM
• Contain spill by letting it collect in a naturally low area and recover sewage when time permits.
• Dike/Dam (or sand bagging) spill by building dirt berm to collect spill.
PHOTOGRAPH DIVERSION & CONTAINMENT
2. Clear Blockage RELIEVE CAUSE OF SPILL
• Relieve the stoppage as soon as possible by use of Sewer Rodder or Hydro-jet. Refer to SOP binder for proper use of equipment.
• Have hydro flush combo unit set up downstream or use trap at downstream manhole to catch any debris that may get
released.
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STEP ACTIONS
• Refer to and follow all Safety Regulations.
3. Area Clean-Up CLEAN UP AND DISINFECTING
• Remove all signs of gross pollution (solids, TP, etc.) • Lightly spray disinfectant (and broom area). Wait 10 min. • Flush area with water. The amount of flush water should be at least three times that of the spill if practical.
• Water shall be contained and returned to sewer.
PHOTOGRAPH AREA AFTER CLEAN-UP
6. SAMPLING AND LAB TESTS
• If the estimated spill volume is 50,000 gallons or more, collect water samples within 18 hours following Section 6.10, Water Quality Sampling and Analysis Monitoring.
7. CCTV INSPECTION – CCTV should be performed as soon as possible and/or feasible to help determine the spill cause.
6.9 SEWAGE ESTIMATION
Use the methods outlined in Appendix 6.4 to estimate the volume of the spilled sewage. Use up to three methods of estimation to help validate results, where feasible.
Some spills may occur in locations where the wastewater can seep into the ground or flow away from the spill location. In such conditions, consider when the spill was first detected and observations from bystanders in order to determine the total spill volume.
6.10 WATER QUALITY SAMPLING AND ANALYSIS
Water quality sampling and testing must be completed for spills that are 50,000 gallons or greater and enter surface waters, where feasible and safe. The purpose of water quality sampling is to determine the extent and impact of the spill. The water quality sampling procedures must be conducted as follows:
• Spill Responders should attempt to collect samples as soon as possible after the discovery and mitigation of the spill event. The samples must be analyzed by the laboratory within 6 hours of collection. Therefore, it is best practice to collect the samples during laboratory hours. Sample collection should follow the procedures outlined in Appendix 6.6.
• Required sample locations are listed in Table 6-3. The County may require additional sample locations. The distance above and below the sample point should be selected by the City as appropriate for the spill location. Often, samples are taken 100 feet upstream City of San Mateo
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and downstream of the spill location, and also at the spill location in flowing water (e.g., creeks) where the safety of personnel would not be put at risk.
Table 6-3. Sampling Locations for Spills 50,000 Gallons or Greater That Enter Surface Waters
Sampling Location Description
DCS-001 A point in a drainage conveyance system before the drainage conveyance system flow discharges into a receiving water.
RSW-001 Point of
Discharge
A point in the receiving water where sewage initially enters the receiving water.
RSW-001U: Upstream of
Point of Discharge
A point in the receiving water, upstream of the point of sewage discharge, to capture ambient conditions absent of sewage discharge impacts.
RSW-001D: Downstream of
Point of Discharge
A point in the receiving water, downstream of the point of sewage discharge, where the spill material is fully mixed with the receiving water.
• The samples shall then be brought to the Wastewater Treatment Plant (WWTP) Laboratory for coliform analysis (Total coliform, E. coli and Enterococcus). • In addition, Ammonia samples should be placed in the sample refrigerator for pickup by CalTest Laboratories (call to notify them samples are ready for pickup). • If the WWTP Laboratory is unable to analyze the coliform samples, they must be transported to the San Mateo County Public Health Laboratory for analysis. The ammonia samples will remain in the refrigerator (WWTP Lab) for pickup by Caltest Laboratories. Lab contact information is listed in Table 6-4.
Table 6-4. Laboratory Information
Laboratory Address Contact Info
City of San Mateo Wastewater
Treatment Plant Laboratory
2050 Detroit Drive
San Mateo, CA 94404 (650) 522-7381
San Mateo County Public
Health Laboratory
225 W. 37th Avenue
San Mateo, CA 94403 (650) 573-2500
Caltest Laboratory 1885 N. Kelly Road
Napa, CA 94558 (707) 258-4000
• If the County Public Health Lab is Closed:
o If the County Health Lab will be opening within 5 hours from the time the samples were collected, keep samples in a refrigerator or in the cooler containing the cold packs/ice and immediately deliver samples as soon as the County Lab opens for business.
o Otherwise, calls the County Health Lab’s After Hours Contact List shown in Table 6-5 (starting with #1 – Office/Pager/Cell) and arrange to meet a lab analyst to receive samples during off-hours.
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• Sample analysis must be conducted according to sufficiently sensitive test methods approved under 40 Code of Federal Regulations Part 136 for the sample analysis of pollutants. A method is considered sufficiently sensitive when the minimum level of the analytical method approved under 40 Code of Federal Regulations Part 136 is at or below the receiving water pollutant criteria; and
• The analysis of water quality samples must be performed by a laboratory that has accreditation pursuant to Article 3 (commencing with section 100825) of Chapter 4 of Part 1 of Division 101 of the Health and Safety Code. (Water Code section 13176(a).) The State Water Board accredits laboratories through its Environmental Laboratory Accreditation Program (ELAP).
Table 6-5 lists water quality sampling staff and contact information.
Table 6-5. Water Quality Sampling Contact Information
Location Contact Person Phone Number
City of San Mateo WWTP
Lab Supervisor Xiongbing Liang 650-522-7388 (office)
530-304-3376 (cell)
City of San Mateo WWTP
Lab Analyst
LAB HOURS 6:30am to 3:30pm
Mary Buffington 650-522-7293
Collection System Contact Tony Baltodano 650-522-7359 (office) 650-483-5839 (cell)
San Mateo County Public Health
Lab
225 W. 37th Ave, Room 113
LAB HOURS:
MON – FRI 8am to 5pm
650-573-2500
June Wong 650-573-2456 (office)
650-339-2322 (cell)
After Hours:
June Wong
Sangeeta Singh
650-632-1193 (pager)
650-339-2322 (cell)
650-594-1338 (home)
650-235-6755 (cell)
6.11 SPILL TECHNICAL REPORT
For Category 1 spills of 50,000 gallons or more, a Spill Technical Report must be prepared and submitted to the CIWQS online spill database within 45 calendar days of the spill end date. The Spill Technical Report must include, at a minimum, the following:
1. Spill causes and circumstances, including at a minimum:
a. Complete and detailed explanation of how and when the spill was discovered; b. Photographs illustrating the spill origin, the spill flow path, the extent of the spill, drainage conveyance system entrance and exit, receiving water, and post-cleanup site conditions;
c. Diagram showing the spill failure point, appearance point(s), and final destination(s); City of San Mateo
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d. Detailed description of the methodology employed, and available data used to calculate the discharge volume and, if applicable, the recovered spill volume; Detailed description of the cause(s) of the spill; Copies of the original field crew records used to document the spill; and
e. Historical maintenance records for the failure location.
2. Response to spill:
a. Chronological narrative description of all actions taken to terminate the spill; b. Explanation of how the SERP was implemented to respond to and mitigate the spill; and
c. Final corrective action(s) completed and/or planned to be completed, and a schedule for planned corrective actions, including:
i. Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable;
ii. Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences; and iii. Necessary modifications to the SERP to incorporate lessons learned in responding to and mitigating the spill.
3. Water Quality Monitoring, including at minimum:
a. Description of all water quality sampling activities conducted including analytical results and evaluation of the results;
b. List of pollutant and parameters monitored, sampled, and analyzed; c. Laboratory results, including laboratory reports;
d. Detailed location map illustrating all water quality sampling points; and e. Other regulatory agencies receiving sample results (if applicable).
4. Evaluation of spill impact(s), including a description of short-term and long-term impact(s) to beneficial uses of the surface water.
The Public Works Supervisor is responsible for the development and certification of the Spill Technical Report. The Spill Technical Report template can be found in Appendix 6.7 of this document.
6.12 SPILL RESPONSE WITHIN PRIVATE PROPERTY
In the event that a spill occurs at a private property, the City will dispatch Maintenance crew and notify the resident of the need to access their property and inspect the sewer system located in the sewer easement. Residents should call the Department of Public Works Sewer Maintenance at (650) 522-7300 for any questions or concerns with property access and work performed at the property. A summary of easement access procedures is located in Appendix 6.2 Exhibit C of this document.
If a spill is caused by a sewer lateral backup or blockage on commercial or multifamily residential buildings, the owner(s) of the property served by the private sewer lateral shall be responsible for inspecting, testing the lateral, and providing the results to the City. This is a requirement per City Municipal Code 7.38.432 PRIVATE SEWER LATERALS.
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INVESTIGATION & DOCUMENTATION
6.13 INVESTIGATION AND DOCUMENTATION PROCEDURE
The following items provide a guideline for the City’s investigation and documentation procedure.
1. Photograph spill site throughout mitigation efforts as appropriate. i. Upon arrival (close-up to determine volume & further away to show location and affected areas).
ii. After barricading/posting.
iii. After containment.
iv. After completing disinfection and clean-up.
2. Fill out the sewer Spill Field Form kept in all sewer vehicles (see Appendix 6.3).
3. Attempt to capture the time of the start of the spill if not already known.
4. Provide accurate flow measurements and duration of spill (see Appendix 6.4).
5. Provide map of problem location [manhole(s) involved] and where the spill discharged to (e.g., storm drain, field, stream; etc.).
6. CCTV mainline as soon as possible and/or feasible.
7. Ensure all photos, forms, maps & CCTV get logged in spill binder and into Cartegraph CMMS program.
6.14 POST-SPILL ANALYSIS
For each spill event that is a Category 1 spill, all participants involved in the response – from the person who received the call to the last person to leave the site – should meet as soon as feasible after the event to review and evaluate the incident and the City’s response procedures.
The objective of the post-spill analysis is to determine actions necessary, if any, to reduce the recurrence of spills and better mitigate the effects of spills.
The post-spill analysis is intended to determine if additional maintenance, repair/replacement or other follow-up actions or response procedures changes are needed to reduce or eliminate the likelihood of future spills. The procedures for investigating a spill are as follows:
• Review and complete the Sewer Spill Report.
• Review the incident timeline and other documentation regarding the incident. • Review actions by all persons involved in the response, including the initial recipient of the complaint.
• Reviewing communications with all reporting parties and witnesses. • Review volume estimate, volume recovered estimate, volume estimation assumptions, and associated drawings.
• Review available photographs.
• Interview staff that responded to the spill.
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• Review past maintenance records of all affected manholes and pipe segments. • Conduct a CCTV inspection to determine the condition of the line segment immediately following the spill and reviewing the video and logs.
• Review any FOG related information or results that identify any changes or additions needed to the SERP and SSMP following the event.
The product of the post-spill analysis should be the determination of the root cause of the spill to the best extent possible and identification of corrective actions.
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SPILL REPORTING PROCEDURES/ REGULATORY NOTIFICATION
6.15 DOCUMENTATION
In accordance with the WDR, the City maintains records for each sanitary sewer spill.
1. Records are retained for at least five (5) years
2. Records are readily available, either electronic or hard copies, for review by Water Board staff during onsite inspections or through an information request
3. Records are retained for each of the following spill-related events and activities:
a. Spill event complaints
b. Category 4 spills (in addition to documentation needed for Cat 1 through 3 draft reports and certifications)
c. Sewer system telemetry records
d. Sewer system management plan implementation records
e. Audit records
f. Equipment Records
g. Work orders
Specific requirements for recordkeeping are listed further in the sections below. The records are maintained at the City office and are also entered into the City’s CMMS system. The City also maintains records of complaints received, even if the complaint does not relate to a City spill.
6.15.1 Spill Event Complaints
The City shall maintain records for each of the following spill-related events and activities:
• Spill event complaint, including but not limited to records documenting how the City responded to notifications of spills. Each complaint record must, at a minimum, include the following information:
o Date, time, and method of notification;
o Date and time the complainant first noticed the spill, if available; o Narrative description of the complaint, including any information the caller provided regarding whether the spill has reached surface waters or a drainage conveyance system, if available;
o Complainant’s contact information, if available; and
o Final resolution of the complaint.
• Records documenting the steps and/or remedial action(s) undertaken by the City; • Records documenting how estimate(s) of volume(s) and, if applicable, volume(s) of spill recovered were calculated;
• All California Office of Emergency Services notification records, as applicable; and • Water quality monitoring records.
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6.15.2 Recordkeeping of Category 4 Spills (in addition to other records needed for Cat 1 through 3 spills, as listed below under “Reporting”)
The City shall maintain the following records for each individual Category 4 spill:
• Contact information: Name and telephone number of City contact person to respond to spill-specific questions;
• Spill location name;
• Description and GPS coordinates for the system location where the spill originated; • Did the spill reach a drainage conveyance system? If Yes:
o Description of drainage conveyance system location;
o Estimated spill volume fully recovered within the drainage conveyance system; o Estimated spill volume remaining within the drainage conveyance system; and o Estimated total spill volume exiting the sanitary sewer system. • Spill date and start time;
• Spill cause(s) (for example, root intrusion, grease deposition, etc.); • System failure location (for example, main, pump station, etc.); • Description of spill response activities including description of immediate spill containment and cleanup efforts;
• Description of how the volume estimation was calculated, including, at minimum:
o The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered); and o The methodology and type of data relied upon to estimate the spill start time, on- going spill rate at time of arrival (if applicable), and the spill end time. • Description of implemented system modifications and operating/maintenance modifications.
6.15.3 Recordkeeping for Total Annual Spill Information The City shall keep the following records summarizing annual spills:
• Estimated total annual spill volume;
• Description of spill corrective actions, including at minimum:
o Local regulatory enforcement action taken against the sewer lateral owner in response to a spill, as applicable; and
o System operation, maintenance and program modifications implemented to prevent repeated spill occurrences at the same spill location.
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6.15.4 Sewer System Telemetry Records
The City shall maintain the following sewer system telemetry records if used to document compliance with Statewide WDR (e.g., used to develop volume estimates):
• Supervisory control and data acquisition (SCADA) system(s); • Alarm system(s);
• Flow monitoring device(s) or other instrument(s) used to estimate sewage flow rates, and/or volumes;
• Computerized maintenance management system records; and • Asset management-related records.
6.15.5 Sewer System Management Plan Implementation Records The City shall maintain records documenting the implementation of its Sewer System Management Plan, including documents supporting its Sewer System Management Plan audits, corrections, modifications, and updates to the Sewer System Management Plan.
6.15.6 Audit Records
The City shall maintain, at minimum, the following records pertaining to its Sewer System Management Plan audits, and other internal audits:
• Completed audit documents and findings;
• Name and contact information of staff and/or consultants that conducted or involved in the audit; and
• Follow-up actions based on audit findings.
6.15.7 Equipment Records (List)
The City shall maintain a log of all owned and leased sewer system cleaning, operational, maintenance, construction, and rehabilitation equipment. This list is included as Appendix 4.7.
6.15.8 Work Orders ‘
The City shall maintain record of work orders for operations and maintenance projects.
6.15.9 Spill Specific Monitoring (Documentation)
Spill-specific monitoring means the gathering of information and data for a specific spill event to be reported or kept as records. The WDR requires the following assessments, as a component of data gathering following a spill.
Spill Location and Spread
The City shall visually assess the spill location(s) and spread using photography, global positioning system (GPS), and other best available tools. The City shall document the critical spill locations, including:
• Photography and GPS coordinates for:
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o The system location where spill originated; or
o For multiple appearance points of a single spill event, the points closest to the spill origin.
• Photography for:
o Drainage conveyance system entry locations;
o The location(s) of discharge into surface waters, as applicable; o Extent of spill spread; and
o The location(s) of clean up.
Spill Volume Estimation
The City shall estimate the total spill volume using updated volume estimation techniques, calculations, and documentation for electronic reporting. The City shall update its notification and reporting of estimated spill volume (which includes spill volume recovered) as further information is gathered during and after a spill event.
Initial service call information
• Spill Report Form
• Copies of the certified CIWQS report forms including volume estimate • CCTV inspection if completed
• Water quality sampling and test results, if applicable • Spill Technical Report if prepared
Other Records
In addition to the abovementioned records, the following additional records should also be retained for all spills when available and as applicable:
• All original recordings for continuous monitoring instrumentation • Service call records and complaint logs of calls received by the City for the previous five years that are associated with spills
• Work orders, work completed, and any other maintenance records from the previous five years that are associated with spills
• Documentation of performance and implementation measures for the previous five years
6.16 REGULATORY REPORTING
The City shall report any information that is protected by the Homeland Security Act by email to [email protected], with a brief explanation of the protection provided by the Homeland Security Act for the subject report to be protected from unauthorized disclosure and/or public access, and for official Water Board regulatory purposes only.
City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
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Element 6: SPILL EMERGENCY RESPONSE PLAN
The sections below summarize the regulatory reporting requirements for spill reporting and regulatory notification. Table 6-6 on the following page summarizes key deadlines to be aware of for spill reporting. Table 6-7 summarizes these deadlines by spill category.
Table 6-6 Key Deadlines for Spill Reporting
2 HOURS of being aware of spill Call Office of Emergency Services & Health Department if Category 1 sewer main spill is
1000 gallons or more
3 BUSINESS DAYS of being aware of spill Submit draft reports to CIWQS for Category 1 and sewer main or Category 2 sewer main spills
15 CALENDAR DAYS from spill end date Certify Category 1 and Category 2 spills 30 CALENDAR DAYS from end of month if
applicable
Certify Category 3 and/or Category 4 sewer main
spills or submit “No Spill” report
45 CALENDAR DAYS from spill end date Submit Spill Technical Report for spills 50,000 gallons or larger that reach Waters of the State
90 CALENDAR DAYS from spill end date (Cat 1
or 2) or certified spill report due date (Cat 3)
Submit amended spill report for Category 1
through 3 spills
FEBRUARY 1 of each year Submit Category 4 spill summary report
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Element 6: SPILL EMERGENCY RESPONSE PLAN
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City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
Last Update: May 2023 6- 23 City of San Mateo SSMP Element 6: SPILL EMERGENCY RESPONSE PLAN
Table 6-7 Summary of Spill Reporting Requirements
ELEMENT REQUIREMENT METHOD
NOTIFICATION • Category 1 Spill Greater than 1,000 Gallons:
o Notify OES w ithin two hours of becoming aware of any Category 1 Spill (i.e., greater than or equal to 1,000 gallons discharged to Waters of the State. Obtain an OES notification control number.
o Also notify the County Health Department.
• Call Cal OES at: (800) 852-7550 and San Mateo County Environmental Health at (510) 267-8000, REPORTING • Category 1 Spill:
o Draft Report within three business days of becoming aware of the spill o LRO certifies within 15 calendar days of spill end date • Category 2 Spill:
o Draft Report within 3 business days of becoming aware of the spill o LRO certifies within 15 calendar days of the spill end date • Category 3 Spill:
o Certified report within 30 calendar days of the end of month in which the spill occurred • Category 4 Spill:
o Monthly certify the estimated total spill volume exiting the sanitary sewer system, and the total number of all Category 4 spills within 30 calendar days after the end of the calendar month in which the spills occurred
o LRO certifies annually a report of all Category 4 spills, by February 1 after the end of the calendar year in which the spills occurred
• Category 1 Spill Greater than 50,000 Gallons:
o LRO submits a Spill Technical Report within 45 calendar days after the spill end date • “No Spill” certification :
o LRO certifies that no Spills occurred within 30 calendar days of the end of the month. • Collection System Questionnaire (to be changed to Annual Report in 2024):
o City updates and certifies every 12 months, with the Annual Report deadline beginning on April 1, 2024.
• Enter data into the CIWQS Online Spill Database (http://ciwqs.waterboards.ca.gov/), certified by the Legally Responsible Official(s).
• All information required by CIWQS should be captured in the Spill report. • Certified Spill reports may be updated by amending the report or adding an attachment to the Spill report within 90 calendar days after the Spill end date (for Category 1 and 2 spills) or the date of the certified report (for Category 3 spills), as applicable. After 90 days, the State and Regional Board must be contacted to requ est to amend a Spill report along with a justification for why the additional information was not available prior to the end of the 90 days.
WATER
QUALITY
MONITORING
• Category 1 Spill Greater than 50,000 Gallons:
o City conducts water quality sampling within 18 hours after knowledge of the spill for Category 1 Spills in which 50,000 gallons or greater are spilled to a surface water. • Water quality results will be uploaded into CIWQS for Category 1 Spills in which 50,000 gallons or greater are spilled to surface waters.
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City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
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Element 6: SPILL EMERGENCY RESPONSE PLAN
6.16.1 Multiple Appearance Points – Single Spill
For reporting purposes, if one spill event of whatever category results in multiple appearance points in a sewer system, a single spill report is required in CIWQS which includes the GPS coordinates for the location of the spill appearance point closest to the failure point, blockage or location of the flow condition that caused the spill, and descriptions of the locations of all other discharge points associated with the single Spill event.
6.16.2 2-Hour Notification to Regulatory Agencies of Spills Cal OES is only to be notified of a Category 1 spill greater than or equal to 1,000 gallons that discharges to surface water or spilled in a location where it probably will be discharged to surface water. The First Responder or designee is responsible for reviewing field data for reporting to regulatory agencies. If it is determined that the criteria for OES notification was met, then the First Responder or designee must notify OES of the event no later than two (2) hours after:
1. The City has knowledge of the spill;
2. Notification is possible; and
3. Notification can be provided without substantially impeding cleanup or other emergency measures.
The OES phone number is (800) 852-7550. The First Responder or designee is responsible for obtaining an OES Control number.
The following information should be reported to Cal OES, as applicable:
• Name and phone number of the person notifying the California Office of Emergency Services;
• Estimated spill volume (gallons);
• Estimated spill rate from the system (gallons per minute); • Estimated discharge rate (gallons per minute) directly into waters of the State or indirectly into a drainage conveyance system;
• Spill incident description, which includes:
o Brief narrative of the spill event, and
o Spill incident location (address, city, and zip code) and closest cross streets and/or landmarks;
• Name and phone number of contact person on-scene;
• Date and time the Enrollee was informed of the spill event; • Name of sanitary sewer system causing the spill;
• Spill cause or suspected cause (if known);
• Amount of spill contained;
• Name of receiving water body receiving or potentially receiving discharge; and City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
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Element 6: SPILL EMERGENCY RESPONSE PLAN
• Description of water body impact and/ or potential impact to beneficial uses.
Following the initial notification to OES and until the spill report is certified in the SWRCB online Spill Database, the LRO will provide updates (or provide direction for updates to be provided) to OES regarding substantial changes to the following information:
• Estimated spill volume (increase or decrease in gallons initially estimated); • Estimated discharge volume discharged directly into waters of the State or indirectly into a drainage conveyance system (increase or decrease in gallons initially estimated); and
• Additional impact(s) to the receiving water(s) and beneficial uses.
6.16.3 Notification of Spill Report Updates
After the initial notification to the OES up until a certified report is certified in the online CIWQS Sanitary Sewer System Database, the City may provide updates to the OES regarding substantial changes to:
• Estimated spill volume (increase or decrease in gallons initially estimated); • Estimated discharge volume discharged directly into waters of the State or indirectly into a drainage conveyance system (increase or decrease in gallons initially estimated); and
• Additional impact(s) to the receiving water(s) and beneficial uses
6.16.4 Detailed Reporting Requirements
This section provides details on the City’s regulatory reporting process, which is also described below.
Spill Reporting for Category 1 Spills
• Cal OES shall receive notification of Category 1 spills of 1,000 gallons or more, as stated earlier in this Section.
• The Data Submitter must then submit the initial draft report to the SWRCB’s CIWQS Online Spill database @ http://ciwqs.waterboards.ca.gov/ciwqs within 3 business days of becoming aware of the spill.
• Table 6-8 on the following page lists information that is required in the draft Category 1 spill report. This data must be supplemented further during the certification process, as discussed further below.
• Within 15 calendar days of the spill end date, the LRO must review and certify the report in the CWIQS Online spill database @
http://ciwqs.waterboards.ca.gov/ciwqs.
• The Certified Spill Report requires additional information to supplement the data provided in the draft Spill Report. Table 6-8 on the following page summarizes information that is required during spill certification.
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Element 6: SPILL EMERGENCY RESPONSE PLAN
Table 6-8 Category 1 and 2 CIWQS Draft Spill Report – Required Information Required Information for Category 1 and 2 Draft Spill Reports
1. Contact information: Name and telephone number of contact person to respond to spill - specific questions;
2. Spill location name;
3. Date and time the City was notified of, or self-discovered, the spill;
4. Operator arrival time;
5. Estimated spill start date and time;
6. Date and time the City notified the California Office of Emergency Services, and the assigned control number;
7. Description, photographs, and GPS coordinates of the system location where the spill originated;
8. If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
9. Estimated total spill volume exiting the system;
10. Description and photographs of the extent of the spill and spill boundaries;
11. Did the spill reach a drainage conveyance system? If Yes:
a. Description of the drainage conveyance system transporting the spill; b. Photographs of the drainage conveyance system entry location(s); c. Estimated spill volume fully recovered from the drainage conveyance system; d. Estimated spill volume remaining within the drainage conveyance system; e. Description and photographs of all discharge point(s) into the surface water;
** Items 12 and 13 are required for Category 1 spills only **
12. Estimated spill volume that discharged to surface waters; and
13. Estimated total spill volume recovered.
Spill Reporting for Category 2 Spills
• Within 3 business days of becoming aware of the spill, the LRO must submit the initial report to the SWRCB’s CWIQS Online Spill Database @ http://ciwqs.waterboards.ca.gov/ciwqs.
• The draft report shall include Items 1 through 11 from Table 6-8 above. • Within 15 calendar days of the spill end date, the LRO must review and certify the report in the CWIQS Online Spill Database @
http://ciwqs.waterboards.ca.gov/ciwqs. The Spill Certification must include, in addition to the information provided in the draft report, Items 1 through 13 of Table 6-9.
• In addition, the Category 2 Spill Certification must include a new Item 14 - Whether or not the spill was located within 1,000 feet of a municipal surface water intake.
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Element 6: SPILL EMERGENCY RESPONSE PLAN
Table 6-9 Category 1 and 2 CIWQS Spill Certification – Required Information Required Information for Category 1 and 2 Spill Certification
1. Description of the spill event destination(s), including GPS coordinates if available, that represent the full spread and reach of the spill;
2. Spill end date and time;
3. Description of how the spill volume estimations were calculated, including at a minimum:
a. The methodology, assumptions and type of data relied upon, such as supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered); and b. The methodology(ies), assumptions and type of data relied upon for estimations of the spill start time and the spill end time;
4. Spill cause(s) (for example, root intrusion, grease deposition, etc.);
5. System failure location (for example, main, lateral, pump station, etc.);
6. Description of the pipe material, and estimated age of the pipe material, at the failure location;
7. Description of the impact of the spill;
8. Whether or not the spill was associated with a storm event;
9. Description of spill response activities including description of immediate spill containment and cleanup efforts;
10. Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of major milestones for those steps;
11. Spill response completion date;
12. Detailed narrative of investigation and investigation findings of cause of spill;
13. Reasons for an ongoing investigation (as applicable) and the expected date of completion;
** Items 14 through 17 are required for Category 1 spills only **
14. Name and type of receiving water body(s);
15. Description of the water body(s), including but not limited to:
16. Observed impacts on aquatic life;
17. Public closure, restricted public access, temporary restricted use, and/or posted health warnings due to spill;
18. Responsible entity for closing/restricting use of water body; and
19. Number of days closed/restricted as a result of the spill.
20. Whether or not the spill was located within 1,000 feet of a municipal surface water intake; and
21. If water quality samples were collected, identify sample locations and the parameters the water quality samples were analyzed for. If no samples were taken, “Not Applicable” shall be selected.
Monthly Certified Spill Reporting for Individual Category 3 and Category 4 Spills Within 30 calendar days of the end of the calendar month in which the spill occurred, the LRO must submit and certify a report to the SWRCB's CWIQS Online Spill database @ City of San Mateo
Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division SPILL EMERGENCY RESPONSE PLAN
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Element 6: SPILL EMERGENCY RESPONSE PLAN
http://ciwqs.waterboards.ca.gov/ciwqs. For each Category 3 spill, the report shall include the information shown in Table 6-10.
For each Category 4 spill, the report should include the estimated total spill volume exiting the sanitary sewer system and the total number of all Category 4 spills for the month.
If a spill starts in one calendar month and ends in a subsequent calendar month, and the City has no further spills of any category, in the subsequent calendar month, the LRO shall certify “no-spills” for the subsequent calendar month. If the City has no spills from its systems during a calendar month, but the City voluntarily reported a spill from a private lateral or a private system, the LRO shall certify “no-spills” for that calendar month.
Table 6-10 Category 3 CIWQS Spill Certification – Required Information Required Information for Category 3 Spill Certification
1. Contact information: Name and telephone number of Enrollee contact person to respond to spill-specific questions;
2. Spill location name;
3. Date and time the Enrollee was notified of, or self-discovered, the spill;
4. Operator arrival time;
5. Estimated spill start date and time;
6. Description, photographs, and GPS coordinates where the spill originated:
7. If a single spill event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the spill appearance point explanation field;
8. Estimated total spill volume exiting the system;
9. Description and photographs of the extent of the spill and spill boundaries;
10. Did the spill reach a drainage conveyance system? If Yes:
a. Description of the drainage conveyance system transporting the spill; b. Photographs of the drainage conveyance system entry locations(s); c. Estimated spill volume fully recovered from the drainage conveyance system; and
d. Estimated spill volume discharged to a groundwater infiltration basis or facility, if applicable.
11. Estimated total spill volume recovered;
12. Description of the spill event destination(s), including GPS coordinates, if available, that represent the full spread and reaches of the spill;
13. Spill end date and time;
14. Description of how the spill volume estimations were calculated, including, at minimum:
a. The methodology and type of data relied upon, including supervisory control and data acquisition (SCADA) records, flow monitoring or other telemetry information used to estimate the volume of the spill discharged, and the volume of the spill recovered (if any volume of the spill was recovered); and b. The methodology and type of data relied upon to estimate the spill start time, on-going spill rate at time of arrival (if applicable), and the spill end time.
15. Spill cause(s) (for example, root intrusion, grease deposition, etc.); City of San Mateo
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Required Information for Category 3 Spill Certification
16. System failure location (for example, main, pump station, etc.);
17. Description of the pipe/infrastructure material, and estimated age of the pipe/infrastructure material, at the failure location;
18. Description of the impact of the spill;
19. Whether or not the spill was associated with a storm event;
20. Description of spill response activities including description of immediate spill containment and cleanup efforts;
21. Description of spill corrective actions, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the spill, and a schedule of the major milestones for those steps; including, at minimum:
a. Local regulatory enforcement action taken against an illicit discharge in response to this spill, as applicable, and
b. Identifiable system modifications, and operation and maintenance program modifications needed to prevent repeated spill occurrences at the same spill event location, including:
i. Adjusted schedule/method of preventive maintenance;
ii. Planned rehabilitation or replacement of sanitary sewer asset; iii. Inspected, repaired asset(s), or replaced defective asset(s); iv. Capital improvements;
v. Documentation verifying immediately implemented system modifications and operating/maintenance modifications;
vi. Description of spill response activities;
vii. Spill response completion date; and
viii. Ongoing investigation efforts, and expected completion date of investigation to determine the full cause of spill.
22. Detailed narrative of investigation and investigation findings of cause of spill.
Monthly Spill Reporting for No Spills
Within 30 calendar days of the end of the calendar month in which there are no spills, the LRO must submit and certify a “No Spill” certification to the SWRCB's CWIQS Online spill database @ http://ciwqs.waterboards.ca.gov/ciwqs.
Annual Spill Reporting for Category 4 Spills
By February 1st after the end of the calendar year in which any Category 4 spills occurred, the LRO must upload and certify a report, in an acceptable digital format, of all Category 4 spills for that year.
6.16.5 CIWQS Not Available
In the event that the CIWQS online Spill database is not available, the LRO must fax all required information to the RWQCB office at (510) 622-2460 and the SWRCB at [email protected] in accordance with the time schedules identified above. In such an event, the City should then submit the appropriate reports using the CIWQS online spill database when the database becomes available. A copy of all documents that certify the submittal in fulfillment of this section shall be retained in the spill document file.
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Element 6: SPILL EMERGENCY RESPONSE PLAN
6.16.6 Amending Spill Reports
The LRO is responsible for amending Category 1, 2, and 3 spill reports. Certified Spill reports may be updated by amending the report or adding an attachment to the Spill report within 90 calendar days after the Spill end date. After 90 days, the City must contact the State Water Board to request to amend a Spill report along with a justification for why the additional information was not available prior to the end of the 90 days.
For any no-spill certifications, spill event deletions or unlocking, and SSMP inquiries, these should be directed to: [email protected]
6.16.7 CIWQS – Electronic Reporting to State Water Board The California Integrated Water Quality System (CIWQS) is a computer system used by the State Water Resources Control Board to track information about places of environmental interest, manage permits and other orders, track inspections, and manage violations and enforcement activities. CIWQS also allows online submittal of information by Permittees within certain programs and makes data available to the public through reports.
The City’s LRO is responsible for submitting and certifying each Spill report in CIWQS.
The CWIQS reporting procedure is outlined in the Discharger Workbook available at the State and Regional Water Quality Control Board website and at this link:
http://www.swrcb.ca.gov/water_issues/programs/sso/docs/discharger_workbook.pdf
Required timelines for reporting are repeated for clarity on Table 6-11 on the following page.
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Element 6: SPILL EMERGENCY RESPONSE PLAN
City of San Mateo
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Element 6: SPILL EMERGENCY RESPONSE PLAN
TRAINING
6.17 SPILL RESPONSE TRAINING
This section provides information on the training that is required to support this Spill Emergency Response Plan.
6.18 INITIAL AND ANNUAL REFRESHER TRAINING
Per the Statewide WDR, the City must ensure that appropriate staff and contracts implement the Spill Emergency Response Plan and are appropriately trained. All training is provided to City staff, as Contractors are not used during spill response, operations, or maintenance activities. See Element 3.
All City personnel who may have a role in responding to, reporting, and/or mitigating a sewer system spill must receive training on the contents of this SERP. All new employees must receive training before they are placed in a position where they may have to respond. Current employees receive refresher training on this plan and the procedures to be followed approximately annually.
The Sewer Maintenance Supervisor verifies that annual safety training requirements are current for each employee, and that employees are competent in the performance of all core competencies. The City addresses, through additional training/instruction, identified gaps in required core competencies.
6.19 SPILL RESPONSE DRILLS
Periodic training drills are held to ensure that employees are up to date on these procedures, equipment is in working order, and the required materials are readily available. The training drills cover scenarios typically observed during sewer related emergencies. The results and the observations during the drills are recorded and action items are tracked to ensure completion. The Sewer Maintenance Supervisor collects sign- in sheet for every Spill Response Drill conducted.
6.20 SPILL TRAINING RECORD KEEPING
Records are kept of all training that is provided in support of this plan. The records for all scheduled training courses and for each spill emergency response training event include date, time, place, content, name of trainer(s), and names of attendees. The Sewer Maintenance Supervisor collects sign-in sheet for every spill response drill conducted.
6.21 APPENDIX 6 – SUPPORTING DOCUMENTS FOR ELEMENT 6
The following items are included as an Appendix to Element 6:
6.1 Contingency Equipment
6.2 Spill Field Procedures
6.3 Investigation and Documentation Forms
6.4 Spill Calculation and Estimation
6.5 Signage and Posting Procedures
6.6 Water Quality Monitoring Program
6.7 Spill Technical Report Template
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Element 6: SPILL EMERGENCY RESPONSE PLAN
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City of San Mateo
Public Works Department
Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM
Last Update: May, 2025 7 - 1 City of San Mateo SSMP Element 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
ELEMENT 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
SWRCB Waste Discharge Requirement:
Each Enrollee shall evaluate its service area to determine whether a sewer pipe blockage control program is needed to control fats, oils, and grease (FOG), rags, and debris. If an Enrollee determines that a sewer pipe blockage control program is not needed, the Enrollee must provide justification for why it is not needed. If a program is needed, it must include:
• An implementation plan and schedule for a public education outreach program that promotes proper disposal of pipe blockage substances; • A plan and schedule for the disposal of pipe blocking substances generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of substances generated within a sanitary sewer system service area; • The legal authority to prohibit discharges to the system and identify measures to prevent spills and blockages;
• Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, best management practice (BMP) requirements, record keeping and reporting requirements;
• Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the FOG ordinance;
• An identification of sanitary sewer system sections subject to FOG blockages and establishment of a cleaning schedule for each section; and • Implementation of source control measures for all sources of FOG reaching to the sanitary sewer system for each section identified above.
This chapter provides a description of the City’s FOG Source Control Program and a discussion of pipe blockage control within the sewer system. This FOG Source Control Program and pipe blockage control processes are intended to be updated and modified by the City as necessary to more closely reflect operating conditions and changes that may occur in sewer management procedures.
7.1 BACKGROUND
A FOG Source Control Program was initiated in 1995 in an effort to reduce FOG-related sewer line cleaning, FOG buildup in lift stations, and grease collection / removal at the WWTP. At that time, a field survey determined that there were over 300 commercial food service facilities (i.e., FOG generators) in the service area, with and without grease control devices. Routine inspections of food service facilities began in 1996. In 1999, the City’s Municipal Code was revised to require retroactively that food service facilities install grease control devices that conform to the current version of the Uniform Plumbing Code City of San Mateo
Public Works Department
Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM
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(UPC). The City also began issuing Waste Discharge Permits in order to mandate service frequencies for the grease removal devices, and thereby further reduce discharges of FOG to the sanitary sewer system.
A list of food service establishments (FSEs) that includes inspection priority, inspection frequency, and the required frequency for cleaning out grease removal devices is included in Appendix 7.1, Exhibit 7.1I. The FSE must hire a private service provider to receive off- hauled grease, as discussed further in Section 7.3.
As related to other potential sources of pipe blockage, such as roots, rags or debris, the City has pre-existing programs that are discussed further in Element 4. These programs include the hot spot program, root control program, and repair and replacement program.
The City uses data from CIWQS and from cleaning and CCTV operations to help develop, refine, and update these programs. In order to continue to improve these programs, the City is in the process of evaluating prior spills, spill cause, spill location, and locations with repeat spills in conjunction with the hot spot program, root control program, and pipe repair priorities to determine if these programs require adjustment to accommodate additional locations. Any changes to the hot spot program, root control program, or pipe repair priorities will be documented in future updates to the SSMP.
7.2 PUBLIC EDUCATION OUTREACH
The City distributes outreach materials developed internally and by other municipalities and/or programs as described below. Example outreach materials are included in Appendix 7.1, Exhibit 7.1A.
Outreach to Commercial Food Service Facilities. The City’s Regulatory Compliance Inspectors distribute outreach materials, if necessary, during each commercial food service facility inspection; they encourage managers of food service facilities to use the information to train employees upon hire and at least annually thereafter. City Inspectors typically distribute a City-produced brochure titled Required Best Management Practices for Food Service Facilities that contains information on BMPs for the FOG and Stormwater programs. On the backside is Municipal Code Applicable to Food Service Establishments for reference. The brochure is provided in English, Spanish, and Chinese.
City inspectors also distribute a one-page handout provided by the San Mateo Countywide Water Pollution Prevention Program (SMCWPPP) titled, Best Management Practices for Food Service Facilities. This is available in English, Spanish and Chinese. A laminated poster for proper grease disposal titled No Grease Down the Drain – Keep Drains Flowing is provided during initial inspections for posting in the dishwash area of the kitchen. The poster is available in English, Spanish, Chinese, Korean and Vietnamese.
Additional FOG control outreach materials are available and are distributed as opportunities arise
Residential Outreach. Outreach materials are available and on display at City Hall and are available online at the City’s website:
https://www.cityofsanmateo.org/146/Best-Management-Practices City of San Mateo
Public Works Department
Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM
Last Update: May, 2025 7 - 3 City of San Mateo SSMP Element 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
Public service announcements may be published prior to major holidays to remind City residents of prudent food waste handling practices. A FOG BMP poster and the WEF “Fat Free Sewers” brochure is mailed to apartment complexes as needed, and subsequent to finding a FOG buildup in the sewer at or immediately downstream of an apartment connection. If necessary, the FOG brochure is distributed to all homes upstream of a recurring blockage.
The City is developing similar outreach materials to educate the public about materials other than FOG, such as non-disposable “disposable” wipes, that should not be flushed into the sewer. When these outreach materials are available for distribution, a copy of the materials will be included in the SSMP appendices.
7.3 FOG DISPOSAL
FOG generators are responsible for hiring private service providers to haul off FOG wastes for disposal. Although City staff does not endorse services provided by any one service provider, the City provides a list of service providers that are commonly used by businesses in the service area. The lists of service providers are shown in Tables 7-1 and 7-2.
Table 7-1. Grease Waste Service Providers
Contractors with a (*) are also listed in Table 7-2
Service Provider Phone Number Website
A-1 Septic Tank Service (510) 886-4455 https://ww.aitank.net Able Septic (408) 377-9990 https://www.ablesewer.com
All Valley Environmental* (559) 498-8378 https://allvalleyenv.com Ameriguard Maintenance
Services*
(800) 347-7876 https://ameriguardsvc.com
Bay Area Restaurant
Services
(888) 994-0753 http://www.bayarea restaurantsvcs.com
DAR PRO Solutions, Inc.* (855) 327-7761 https://www.darpro-solutions.com/ Grease Trap Cleaners* (510) 751-0286 https://www.thegreasetrapcleaners.com Interstate Restaurant
Services*
(844) 457-6572 https://www.interstateoil.com/interstate- restaurant-services/
KB Grease
(650) 660-5144
Liquid Environmental
Solutions*
(866) 694-7326 https://www.liquidenviro.com/
Mahoney Environmental* (800) 447-3794 https://mahoneyes.com Sacramento Rendering Co
(SRC)
(800) 339-6493 http://srccompanies.com
City of San Mateo
Public Works Department
Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM
Last Update: May, 2025 7 - 4 City of San Mateo SSMP Element 7: SEWER PIPE BLOCKAGE CONTROL PROGRAM
Table 7-2. Accept Used Cooking Oil
Contractors with a (*) are also listed in Table 7-1
Service Provider Phone Number Website
All Valley Environmental* (559) 498-8378 https://allvalleyenv.com Ameriguard Maintenance
Services*
(800) 347-7876 https://ameriguardsvc.com
DAR PRO Solutions, Inc.* (855) 327-7761 https://www.darpro-solutions.com/ Grease Trap Cleaners* (510) 751-0286 https://www.thegreasetrapcleaners.com Interstate Restaurant
Services*
(844) 457-6572 https://www.interstateoil.com/interstate- restaurant-services/
Liquid Environmental
Solutions*
(866) 694-7326 https://www.liquidenviro.com/
Mahoney Environmental* (800) 447-3794 https://mahoneyes.com One More Time (323) 526-3838 https://onemoretimeinc.com Restaurant Technologies (866) 399-3802 https://www.rti-inc.com
7.4 LEGAL AUTHORITY
The City’s legal authority to prevent illicit discharges to the sewer system is discussed in Element 3.
The City of San Mateo manages the FOG control program throughout the City. In addition, the City inspects Estero Municipal Improvement District (EMID) food service facilities but does not maintain this infrastructure or provide outreach. The City and EMID Sanitary Sewer Use Ordinances, as contained in each entity’s Municipal Code, are nearly identical; each provides the legal authority to implement a FOG Control Program. A summary of the enabling authority is summarized in Table 7-2 on the following page.
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Table 7-2. FOG Legal Authority
CSM EMID Municipal Code Section Title
7.38.030 8.37.030 Definitions of “Food Service Facility” and “Grease”.
7.38.100 8.37.100 Pretreatment of Industrial Waste: (c) Food Service Facilities.
7.38.110 8.37.110 General Discharge Prohibitions: (a) any wastes that interfere with, inhibit damage or disrupt any wastewater conveyance.
7.38.120 8.37.120 Specific Discharge Prohibitions: (e) Solids or Viscous Materials; (h) Oil and Grease.
7.38.160 8.37.160 Requirements for Food Service Facilities: (a) Install a pretreatment system for grease removal which meets or
exceeds minimum sizing requirements of the UPC by no later than January 1, 2001.
7.38.210 8.37.210 Waste Discharge Permits: (b) The City/District may require users to obtain waste discharge permits as necessary to carry out the purposes of the ordinance.
7.38.350 8.37.350 Authority to Inspect and Monitor: City/District is authorized to conduct all inspection, surveillance, and monitoring procedures necessary to assure compliance with the ordinance.
7.38.440 8.37.430 Compliance with the ordinance.
7.38.460 8.37.450 Administrative Remedies.
7.38.480 8.37.460 Civil Penalties.
7.38.490 8.37.460 Criminal Penalties.
Example permitting documents (including a permit), a list of Best Management Practices, and a Pretreatment Maintenance Log are included in Appendix 7.1, Exhibits 7.1B through
7.1F.
7.5 GREASE REMOVAL DEVICE REQUIREMENTS
The City’s Municipal Code section 7.38.160 (EMID Municipal Code section 8.37.160) requires that food service facilities must install a pretreatment system for grease removal that meets or exceeds minimum sizing requirements of the Uniform Building Code. Both entities’ codes further require that these pretreatment systems be permitted (Waste Discharge Permit), inspected monthly or more frequently as needed, and that a record be kept of the date of the inspection, any maintenance performed, and disposition of the contents (i.e., FOG) removed. Failure to operate or maintain the grease removal system in a way that ensures optimal efficiency, or failure to keep records of system maintenance, constitutes a violation of the ordinance.
7.6 BEST MANAGEMENT PRACTICES (BMPS)
The City’s FOG Control Program places emphasis on six major BMPs that should be implemented by food service facilities and other FOG generators within the service area.
These BMPs are summarized as follows:
City of San Mateo
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Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM
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• Employee Training and Awareness: This BMP recommends that all employees and FOG-producing establishments be adequately trained on activities to reduce FOG disposal into the sanitary sewer system.
• Garbage Grinder Elimination/Limitation: This BMP recommends that FOG generators eliminate garbage grinders or limit their use to the greatest extent possible, thereby reducing the amount of food particles that enter the sanitary sewer system with the potential to clog the system. Additionally, the use of drain screens is recommended by this BMP to capture food and other particles in order to prevent them from being discharged into the sanitary sewer system. These screens should be cleaned frequently and emptied into the trash. • Spill Cleanup: This BMP emphasizes the use of dry-cleaning methods for cleaning up spills. If dry methods are insufficient, water use and discharge to the sanitary sewer should be limited as much as possible.
• Equipment Cleaning and Maintenance: This BMP recommends that FOG generators limit the discharge of FOG to the sanitary sewer system to the greatest extent possible in the regular cleaning and maintenance of equipment. • Grease Handling and Disposal: This BMP requires that oils, grease or other oily liquids (such as salad dressing) should not be discharged in large quantities to the sanitary sewer system. These materials should be recycled, if possible. • Grease Removal Devices: This BMP requires that FOG generators install and maintain grease removal devices.
Because not all FOG problems are caused by food service facilities, residential and private dwelling customers are also urged to adopt the aforementioned BMPs, as applicable.
7.7 INSPECTION AND ENFORCEMENT PROCEDURES
City and EMID ordinances include provisions for the inspection of FOG-generating facilities, as well as enforcement actions available in the event of violations.
7.7.1 Inspection
The authority for City officials to inspect food service facilities and other FOG-generating facilities for compliance with this Program is provided in City Municipal Code Section
7.38.350 (EMID Municipal Code Section 8.37.350).
Inspections are conducted to assess compliance with waste discharge permit requirements, and it is the City’s goal to inspect each FOG-generating facility a minimum of once every five-year permit term depending on compliance. Facilities given a designation of “High Priority” are subject to annual inspections. Facilities given a designation of “Low Priority” are subject to less frequent inspections (once per five-year term). Compliance status is determined by visual inspection of the pretreatment system, interview with the owner/staff about general operations and waste handling; and a review of documentation of pretreatment system maintenance, pretreatment system waste City of San Mateo
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Environmental Services Division SEWER PIPE BLOCKAGE CONTROL PROGRAM
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disposal and employee training. Waste stream monitoring and analysis is not required and is not ordinarily used to determine compliance. It is the goal of the City to inspect new facilities within the first year of operation. An example inspection form is included in Appendix 7, Exhibit 7.1G.
An inspection may also be triggered by a line blockage determined to be the result of FOG accumulation, or preventive maintenance in which an accumulation of FOG is discovered.
Potential FOG problem areas consist mainly of trunk line segments in commercial districts that serve a high concentration of food service facilities and also include areas with multi- family dwelling complexes. These areas are well-known and addressed by increased preventive maintenance of the sewer mains, as discussed in Section 7.8. Newly discovered sewer backups/blockages are usually due to a combination of factors, including grease, line sags, and roots.
7.7.2 Enforcement Actions
Enforcement remedies available in response to violations of City and EMID ordinances pertaining to FOG are detailed in each entity’s ordinance and in the Enforcement Response Plan. Items typically found to be deficient during an inspection and the resulting enforcement action taken are summarized below in Table 7-3.
Table 7-3. FOG Findings and Response
Inspection Finding Enforcement Response
Pretreatment system operation &
maintenance (O&M) records not
maintained.
Warning Notice
Inadequate Pretreatment System
Maintenance
Warning Notice
No Wastewater Discharge Permit Warning Notice
No Grease Removal Device Warning Notice
First (and subsequent) follow-up
inspection finds failure to comply with
corrective action specified in Notice of
Violation.
Notice of Violation, Failure to Comply
with a Notice of Violation, or
Administrative Citation (Fines/Fees)
The City may choose to issue a verbal warning for less serious offenses. In cases where a facility has a history of FOG buildup and/or blockages, both ordinances include a provision for requiring increased service frequency, installing additional pretreatment capacity or equipment, and/or reimbursement of City costs associated with increased preventative maintenance. Remedies described herein are not exclusive; the City may take a combination of actions specified in the Sewer Use Ordinance against a noncompliant User, as well as any other enforcement remedies that that the City may have available.
7.8 SERVICE AREA FOG EVALUATION
The identification of hot spots within the service area is ongoing; hot spots are identified based on reports of blockages and through closed-circuit television inspection (CCTV) findings. Known problem areas are prioritized based on qualitative findings of previous City of San Mateo
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preventive maintenance results, such as a surcharged condition, grease collection on the hydro-jetting nozzle, or through closed-circuit television inspection (CCTV) findings. A table listing problem areas and a map of high-priority FOG-related segments (“target areas”) are included in Appendix 7.1, Exhibit 7.1H. High-priority FOG segments are put on a monthly, quarterly, or bi-annual preventive maintenance schedule. Findings are forwarded to the Environmental Compliance Program for follow-up inspection. The segment will remain on a quarterly preventative maintenance schedule until subsequent observations determine that the potential for obstruction or blockage has been reduced or eliminated. The preventive maintenance schedule for these line segments, as well as a map depicting problem areas, is provided in Appendix 7.1, Exhibit 7.1H.
7.9 APPENDIX 7 – SUPPORTING DOCUMENTS FOR ELEMENT 7
Exhibit 7.1A – Outreach Materials (commercial & residential) Exhibit 7.1B – Waste Discharge Permit (WDP)
Exhibit 7.1C – WDP Standard Terms, Conditions & Requirements Exhibit 7.1D – Best Management Practices for Food Service Facilities Exhibit 7.1E – Pretreatment System Maintenance Log
Exhibit 7.1F – Waste Discharge Permits Q&A
Exhibit 7.1G – Inspection Form (Food Service Facility)
Exhibit 7.1H – Preventative Maintenance: FOG Hot Spots (Schedule and Map) Exhibit 7.1I – City of San Mateo and EMID Food Service Establishment Inspection Frequency and Other Information
City of San Mateo
Public Works Department SYSTEM EVALUATION, CAPACITY ASSURANCE, AND CAPITAL Environmental Services Division IMPROVEMENTS
Last Update: May, 2025 8 - 1 City of San Mateo SSMP
Element 8: System Evaluation, Capacity Assurance,
and Capital Improvements
ELEMENT 8: SYSTEM EVALUATION, CAPACITY ASSURANCE
AND CAPITAL IMPROVEMENTS
SWRCB Waste Discharge Requirement:
• The Plan must include procedures and activities for:
o Routine evaluation and assessment of system conditions; o Capacity assessment and design criteria;
o Prioritization of corrective actions; and
o A capital improvement plan.
• Required components include:
o System Evaluation and Condition Assessment
o Capacity Assessment and Design Criteria
o Prioritization of Corrective Action
o Capital Improvement Plan
8.1 BACKGROUND
In March 2009, the Regional Water Quality Control Board (RWQCB) issued the City, Hillsborough, and Crystal Springs County Sanitation District (CSCSD) (collectively referred to as “Agencies”) a Cease and Desist Order (CDO) mandating elimination of sanitary sewer overflows (Spills) in their respective and collective collection systems, as well as requiring specific corrective actions to upgrade sewer capacity. In 2013, the Wastewater Treatment Plant ( WWTP) was issued a new NPDES permit, with special provisions requiring a more integrated view of the collection system and WWTP including the development of WWTP and Collection System Master Plans and CIPs, and a Wet Weather Improvement Program. This permit was revised and reissued in 2018 under Order No. R2-2018-0016, NPDES No. CA0037541.
In response to the requirements established in the 2013 permit, City contracted with Carollo Engineers to develop an Integrated Wastewater Master Plan, which included a prioritized 20-year Capital Improvement Plan for the City’s collection system and WWTP. Tasks included flow projections, regulatory review, on-site storm water management, stress test, capacity analysis, energy analysis, treatment alternatives analysis, condition assessment, and prioritized capital improvement plan.
In 2014, the City created the Clean Water Program (CWP), a capital infrastructure improvement program to repair, replace, and upgrade aging sewage conveyance and wastewater treatment infrastructure. The City contracted with CH2M Hill (acquired by Jacobs) for program management support and to conduct a full review of the CWP through a Programmatic Environmental Impact Report (PEIR). In 2016, the City certified and adopted the Final PEIR and approved the underground flow equalization system programmatic approach. The approved programmatic approach also City of San Mateo
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Element 8: System Evaluation, Capacity Assurance,
and Capital Improvements
established the CWP as a $1 billion capital improvement program, reduced Carollo Engineer’s initial 20-year plan to a 10-year delivery timeframe, and repackaged the capital improvement projects to align with the revised timeline. The CWP is anticipated to be completed in 2026 and will meet the requirements of the Cease and Desist Order.
Information about the Clean Water Program, the various capital improvement projects that address capacity assurance, along with the Programmatic Environmental Impact Report can be found at this City website: https://cleanwaterprogramsanmateo.org/
8.2 PROJECT DRIVERS AND CAPACITY ASSESSMENT CRITERIA
There are several project drivers affecting the development of the integrated master plan, the resulting Capital Improvement Projects, and the prioritization of the projects.
The drivers fall within several categories, and include capacity assessment as follows:
• Aging infrastructure requiring repair or replacement. • Capacity to deal with dry and wet weather flows generated from the service area. • Regulatory requirements (current and future).
• Policy decisions regarding sustainability initiatives. • Potential effects of climate change.
The current population within the entire WWTP service area is estimated to be approximately 150,000, with 104,430 in the City limits based on the 2019 census.
Projections within the next 20 years suggest an increase in City population to approximately 166,400 by the year 2035. After projecting future dry weather flows to the WWTP using a per capita method, expansion of permitted capacity for dry conditions is not anticipated over the next 20-year planning period.
The City has recently invested in updating the collection system model to be able to better estimate peak flows, reflect recent improvements, and to project flows through 2035. Sewer collection system projects were identified to address projected wet weather flow, including pump station capacity projects, storage requirements, and upsizing of pipelines and relief lines in the collection system that were predicted to have a hydraulic deficiency during the design storm. The analysis incorporated City knowledge of pipeline condition and spill history, and reviewed the capacity of system assets given increased infiltration and inflow that occurs under the design storm conditions.
The sewer collection system hydraulic model used a design storm with a 5-year recurrence interval and 6-hour duration for the capacity analysis. When applying the design storm to the City’s hydraulic model, a pipe segment is determined to be capacity deficient and requires replacement when 1) the pipe conveys maximum capacity, 2) surcharging in the adjacent manhole occurs, and 3) freeboard at the adjacent manhole is less than three feet. Freeboard is defined as the difference between modeled rim elevation and water surface elevation.
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Element 8: System Evaluation, Capacity Assurance,
and Capital Improvements
8.3 SYSTEM EVALUATION AND CAPACITY ASSESSMENT
The Integrated Wastewater Master Plan implemented best management practices and includes discussion of the following:
• Evaluation the sanitary sewer system assets utilizing the best practices and technologies available;
• The entire system was included in the hydraulic model and assessed for capacity needs. The City plans to reassess system capacity approximately every 10 years if necessary.
• Capacity needs were prioritized that hold a high level of environmental consequences through predicted sewer spills. The City completes separate evaluations related to non-capacity issues for pipes vulnerable to failure due to other system deficiencies, as discussed in Element 4.
• The City plans to integrate additional analyses of potentially elevated risk for pipes located in the vicinity of surface waters, within steep terrain, in locations with known high groundwater elevations, and in other known environmentally sensitive areas. These analyses and associated documentation will become part of the City’s repair and replacement prioritization program, which is addressed in Element 4.
• The City is considering ways to integrate potential effects of climate change, including but not limited to: sea level rise; flooding and/or erosion due to increased storm volumes, frequency, and/or intensity; wildfires; and increased power disruptions into the current capacity analysis. The hydraulic model is a flexible, working tool that can be used to run “what-if” scenarios related to predicted future events. City staff are actively involved in local industry organizations, such as CWEA, CASA, and BACWA, that are working to understand the potential data that is emerging regarding climate change and its effects on sanitary sewer facilities. As this information becomes known and accepted, the City is prepared to update the hydraulic model to further evaluate potential impacts.
8.4 CAPITAL IMPROVEMENT PROGRAM BUDGET AND SCHEDULE
The Clean Water Program is approximately $1 billion and is anticipated to be completed by fiscal year 2026/2027. The program has been ongoing and is fully funded, and includes project schedules including completion dates for all portions of the capital improvement program; joint coordination between operation and maintenance staff and engineering staff/consultants during planning, design, and construction of the capital improvement projects; and interagency coordination with other impacted utility agencies.
The City’s capital improvement budgets can be viewed in the City’s Adopted 2024-26 Business Plan, found at this webpage:
https://www.cityofsanmateo.org/DocumentCenter/View/96238/Adopted-Budget_2024- 26_Online
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Public Works Department SYSTEM EVALUATION, CAPACITY ASSURANCE, AND CAPITAL Environmental Services Division IMPROVEMENTS
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Element 8: System Evaluation, Capacity Assurance,
and Capital Improvements
Table 8-1 summarizes annual expenditures for capacity-related collection system improvement projects for the past five fiscal years.
Table 8-1. Total Expenditures on Capacity-Related Projects by Fiscal Year
Fiscal Year (FY) Total Expenditures ($)
FY19-20 40,349,000
FY20-21 49,984,000
FY21-22 46,702,000
FY22-23 34,154,000
FY23-24 32,135,000
5-YEAR TOTAL: $203,322,000
8.5 APPENDIX 8 – SUPPORTING DOCUMENTS FOR ELEMENT 8
There are no appendix items for Element 8
City of San Mateo
Public Works Department
Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS
Last Update: May, 2025 9 - 1 City of San Mateo SSMP
Element 9: MONITORING, MEASUREMENT, AND
PROGRAM MODIFICATIONS
ELEMENT 9: MONITORING, MEASUREMENT, AND PROGRAM
MODIFICATIONS
SWRCB Waste Discharge Requirement:
The Enrollee shall include an Adaptive Management section that addresses Plan implementation effectiveness and the steps for necessary Plan improvement, including:
• Maintaining relevant information including audit findings, to establish and prioritize appropriate Plan activities;
• Monitor the implementation and measure the effectiveness of each Plan element;
• Update Plan procedures and activities, as appropriate, based on the results of monitoring or performance evaluations; and
• Identify and illustrate spill trends, including spill frequency, locations, and estimated volumes.
The Department of Public Works has established metrics to assess progress in maintenance, operations and management of the sanitary sewer collection system. The metrics are defined to identify successes and challenges in reducing spill frequency and impacts, improving collection system reliability, and providing capacity in the system to convey peak flows. The following information refers to data that is collected by staff, and how that data is used to help analyze sewer collection system performance, structural and maintenance related problems, crew productivity, and overall success of maintenance and capital improvement programs.
A discussion of how each performance metric indicates the level of success of the preventive maintenance program is included in the relevant subsections below. This assessment is also reflected in the City’s bi-annual audit process, which is discussed in Element 10.
9.1 ADAPTIVE MANAGEMENT
The City includes adaptive management principles to ensure effective implementation and continuous improvement, as discussed below.
i. Maintaining relevant information, including audit findings, to establish and prioritize appropriate Plan activities. The City conducts 3-year audits as discussed in Element 10. Recommendations from the audits are incorporated into Plan updates, as shown on the schedule in Element 1.
ii. Monitoring the implementation and measuring the effectiveness of each Plan Element is completed through the Plan audits. Performance metrics are tracked in this Element 9.
iii. Assessing the success of the preventive operation and maintenance activities. The effectiveness of preventive operation and maintenance activities is assessed City of San Mateo
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Element 9: MONITORING, MEASUREMENT, AND
PROGRAM MODIFICATIONS
through the Plan audits and recommendations from the audits are included I SSMP updates per the schedule shown in Element 1.
iv. Updating Plan procedures and activities, as appropriate, based on results of monitoring and performance evaluations.
No significant deficiencies or modifications have been identified beyond necessary administrative updates, which are outlined in the most recent audit. Any recommended updates are incorporated into subsequent updates to the Plan. v. Identifying and illustrating spill trends, including spill frequency, locations and estimated volumes.
Thee remaining information provides information on spill trends, frequency, locations, and estimated volumes.
9.2 DATA COLLECTION
The City utilizes a CMMS program, Cartegraph software, which provides the means to capture, retrieve and track collection system maintenance activities. “How-To” documents have been created for data entry with examples specific to San Mateo’s collection system.
Staff is trained on use of this program with administration and quality control provided by the CMMS administrator (Data Management Division).
Sewer crew daily records provide information that assists staff analyze the sanitary sewer collection system. Included on crew daily log and work order sheets are: location of work; pipe or manhole ID#; length of pipe worked on, whether activities were part of an emergency response or preventative maintenance (citywide district cleanings and/or “hot spot” repetitive cleaning); any structural or maintenance problems discovered in the pipe and their severity; whether additional follow-up is needed; staff names; equipment and material used; and start and end times.
Field staff enter all information into the CMMS program with assistance from office staff on a case by case basis. Using data stored in the CMMS, together with discussions between management, crew and engineering, the City updates maintenance activities as appropriate.
Contractors are sometimes utilized in addition to internal staff for completing targeted and district-wide condition assessment projects. Closed-circuit video (CCTV) investigations are used to identify problems within sewer pipes and to provide an overall condition rating of each pipe. Modifications to cleaning schedules can be made using the results from this analysis. Capital improvement projects are also identified as needed to rehabilitate specific pipelines and reduce cleaning cycle frequency.
CCTV data and condition scores are also used to determine specific rehabilitation methods, and to coordinate repairs with other public works efforts, such as road rehabilitation/reconstruction.
City of San Mateo
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Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS
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Element 9: MONITORING, MEASUREMENT, AND
PROGRAM MODIFICATIONS
Pipeline Observation System Management (POSM) CCTV software is utilized to further assist with the condition assessment of pipes and reduce the amount of time between receipt of video and repair of pipes.
Through accurate and timely updates to asset data, preventive maintenance activities, and pipeline inspection activities and results, City staff have the tools needed to make informed decisions related to sewer management. This proactive approach to sewer management has contributed to effective management of maintenance-related spills through a consistent and systematic cleaning schedule .
9.3 DATA REPORTING
Performance indicator information is generated on an annual basis. Primary criteria tracked are shown in the Table 9-1 below.
Table 9-1. Cleaning Performance Indicators
2024 2023 2022 2021 2020
Dry Weather Sanitary Sewer Spills 7 3 5 22 17
Miles Sewer Mainline Cleaned 355 310 264 266 192
% of Total Sewer Mainline
Cleaned 100% 100% 100% 100% 79%
Note that the City sometimes cleans sewer mainlines multiple times, which is why the miles of sewer mainline cleaned vary but the percentage of total sewer mainline cleaned may remain at 100%. The data presented in Table 9-1 shows that the spills vary between less than two to nine spills per 100 miles of pipe. The City has a robust routine CCTV and cleaning program, CWP cleaning and CCTV, and root foaming.
9.4 SANITARY SEWER SPIILLS
The City tracks detailed information pertaining to sanitary sewer collection system spills.
Tables 9-2 through 9-4 provide a synopsis of the number, volume and cause of spills.
Table 9-2. Number of Spills by Total Volume Spilled
Size of Spill (gallons) 2024 2023 2022 2021 2020
Greater than or equal to
1,000 6 7 3 5 3
From 100 to 999 1 2 2 12 5
From 10 to 99 0 1 2 6 8
Less than 10 (can include in
line above) 0 0 0 2 1
Total 7 10 7 25 17
City of San Mateo
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Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS
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Element 9: MONITORING, MEASUREMENT, AND
PROGRAM MODIFICATIONS
Table 9-2 shows a decreasing trend in the number of spills in all size categories over the period shown. The exception to this trend is the number of spills greater than 1,000 gallons in 2023, which were due to wet weather events that have since been resolved through the completion of the City’s Underground Flow Equalization Storage (“UFES”) capital improvement project in December 2023, which constructed a 5.3 million gallon flow equalization basin in the collection system to improve overall flow management in the system.
Table 9-3. Volume of Spills
2024
(gal)
2023
(gal)
2022
(gal)
2021
(gal)
2020
(gal)
Total volume contained
and returned to sewer
system for treatment
500 80,267 1,240 6,067 25,503
Total volume reaching
waters of the United
States
35,950 2,130,525 505,425 364,061 127,435
Total volume not
contained but not
reaching waters of the
United States
(everything else)
200 0 0 832 1,123
Total 36,650 2,210,792 506,665 370,960 154,061
Table 9-3 shows a substantial decrease in the volume of spills in 2024 as compared to prior years. This change is primarily due to the completion of the City’s UFES capital improvement project, along with several other capital improvement projects that facilitate diversion of flows to UFES during wet weather scenarios. Additional information on spills that occurred in 2023 and prior is available via the spill reports that were submitted to CIWQS.
Table 9-4. Causes of Spills
Cause of Spill # in
2024
# in
2023
# in
2022
# in
2021
# in
2020
Blockage:
Roots 1 2 4 8 10
Grease 2 1 0 9 3
Debris 1 0 1 2 1
Subtotal for Blockage 4 3 5 19 14
Infrastructure Failure 0 0 0 3 3
Flow Capacity Deficiency 0 6 2 3 0
Bypass 0 1 0 0 0
Other 3 0 0 0 0
Total 7 10 7 25 17
City of San Mateo
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Environmental Services Division MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS
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Element 9: MONITORING, MEASUREMENT, AND
PROGRAM MODIFICATIONS
Table 9-4 shows a decreasing trend in the number of spills in all categories over the period shown. The exception to this trend is the number of spills related to capacity deficiencies, which increased in 2023. The City’s most significant capacity issues at 25th and Delaware have been addressed through completion of the City’s UFES project.
9.5 APPENDIX 9 – SUPPORTING DOCUMENTS FOR ELEMENT 9
There are no appendix items for Element 9..
City of San Mateo
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Element 9: MONITORING, MEASUREMENT, AND
PROGRAM MODIFICATIONS
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City of San Mateo
Public Works Department
Environmental Services Division SSMP PROGRAM AUDITS
Last Update: May, 2025 10 - 1 City of San Mateo SSMP Element 10: INTERNAL AUDITS
ELEMENT 10: SSMP PROGRAM AUDITS
SWRCB Waste Discharge Requirement:
As part of the Sewer System Management Plan (SSMP), the Enrollee shall include internal audit procedures, appropriate to the size and performance of the system, for the Enrollee to comply with section 5.4 (Sewer System Management Plan Audits) of this General Order.
At a minimum, these audits must occur every two three years and a report must be prepared and kept on file. This audit shall focus on evaluating the effectiveness of the SSMP and the Enrollee’s compliance with the SSMP requirements, including identification of any deficiencies in the SSMP and steps to correct them. The audit must:
• Evaluate the implementation and effectiveness of the Enrollee’s Sewer System Management Plan in preventing spills;
• Evaluate the Enrollee’s compliance with the most updated General Order; • Identify Sewer System Management Plan deficiencies in addressing ongoing spills and discharges to waters of the State; and
• Identify necessary modifications to the SSMP Plan to correct deficiencies; The Enrollee shall submit a complete audit report that includes:
• Audit findings and recommended corrective actions;
• A statement that sewer system operators’ input on the audit findings has been considered; and
• A proposed schedule for the Enrollee to address the identified deficiencies.
10.1 SUMMARY
The City audits and updates its SSMP on a 3-year basis. Updates may occur more frequently if the Inspection Superintendent recommends modifications, or if regulations change between audits. The audit process is documented in the SSMP Audit Form shown in Appendix 10. The audit form provides structure for a systematic review of each SSMP element in order to ensure the SSMP contains current information, regulatory requirements are satisfied, and programs are effective and meeting City’s goals for the operation of the collection system stated in Element 1. If updates or changes are required, the content and timeline to complete those change will should be described in the audit form. The most recent audit showing the results of the City’s SSMP evaluation was completed in February 2025 and is included in Appendix 10.3. The City’s audit form is shown in Appendix 10.2 of this document.
As part of the audit process, City staff develops a timeline for updates to critical information in the SSMP, such as contact information, names of the key staff in the response chain of communication, or other similar data as needed. A comprehensive SSMP update will occur every 6 years, as required by the WDR.
City of San Mateo
Public Works Department
Environmental Services Division SSMP PROGRAM AUDITS
Last Update: May, 2025 10 - 2 City of San Mateo SSMP Element 10: INTERNAL AUDITS
Changes made to the SSMP are documented in the Change Log located in Appendix
10.1. 10.2 APPENDIX 10 – SUPPORTING DOCUMENTS FOR ELEMENT 10 • Appendix 10.1 – SSMP Change Log
• Appendix 10.2 – SSMP Audit Blank Form
• Appendix 10.3 – Recent SSMP Audit Reports
City of San Mateo
Public Works Department
Environmental Services Division COMMUNICATION PROGRAM
Last Update: May, 2025 11 - 1 City of San Mateo SSMP Element 11: COMMUNICATION PROGRAM
ELEMENT 11: COMMUNICATION PROGRAM
SWRCB Waste Discharge Requirement:
• The Enrollee shall communicate on a regular basis with the public for spills and discharges resulting in closures of public areas, or that enter a source of drinking water; and the development, implementation, and update of its Plan (i.e., SSMP), including opportunities for public input to Plan implementation and updates; • The Enrollee shall also create a plan of communication with owners/operators of systems that connect into the Enrollee’s system, including satellite systems, for system operation, maintenance, and capital improvement-related activities.
The Department of Public Works realizes the importance of clear and informative communication with our residential and commercial customers. Ongoing outreach programs include annual mailings, targeted letters and door hangers to increase awareness of how sewer fees are used, sewer operations and maintenance and best management practices, and information and programs for maintaining and rehabilitating private sewer laterals.
The City’s SSMP is available for access by the public and is published in the Public Works page of the City’s website. SSMP attachments including documents related to the communication program, such as the Private Sewer Lateral Cost Sharing Program (PSLCSP) program application, reimbursement grant form, etc., are also available in the City’s website.
11.1 SEWER FEES AND SEWER FUND
On an annual basis, the City reviews its Sewer Enterprise Fund revenues and the funding required to operate, maintain, rehabilitate, and improve its sewer infrastructure. As part of the annual review, the City evaluates the need for potential sewer fee rate increases. If a rate increase is proposed, staff mails a Public Hearing Notice, in compliance with Proposition 218 (Section 6 of Article XIIID of the Constitution of the State of California), explaining a proposed increase to sewer fees and why the rate increase is necessary. In 2023, the City implemented a five-year sewer rate increase beginning in fiscal year 2023/2024 through 2027/2028. The Proposition 218 Rate Increase Notice can be found on this City webpage: https://www.cityofsanmateo.org/1085/Sewer-Service-Charge.
11.2 PRIVATE SEWER LATERAL COST SHARING PROGRAM
The City promotes private lateral replacements by property owners through a PSLCSP, established in 2011. In 2013, the City Council approved a revised sewer lateral cost sharing program. The revised program provided cost sharing of 50% of the cost of a full lateral replacement only, up to a maximum of $5,000, based on the lowest of the three written estimates required to be submitted by the property owner. The property owner must also submit finalized permits in order to be eligible for the cost sharing. In 2018, the City enhanced the program to maintain the same cost sharing methods as approved in 2013, while improving outreach of the program and limiting eligibility of applications to a three-month time frame. This new timeframe allows for more owners to participate in the City of San Mateo
Public Works Department
Environmental Services Division COMMUNICATION PROGRAM
Last Update: May, 2025 11 - 2 City of San Mateo SSMP Element 11: COMMUNICATION PROGRAM
program rather than waiting for inactive applications to complete the process. In 2024, the maximum reimbursement for cost sharing was reduced to $2,500.
Program materials can be found at this City webpage:
https://www.cityofsanmateo.org/1910/Citywide-Private-Lateral-Cost-Sharing-Pr
11.3 SEWER MAINTENANCE PUBLIC OUTREACH
Staff from the Field Maintenance Division (Sewer Maintenance) meet with residents daily while responding to emergency sewer calls. Crews take this opportunity to talk with residents about the public sewer collection system and private sewer lateral maintenance concerns. In addition to in-person outreach approaches, the City utilizes various communication channels, including mailers, post cards, signage on A-frames, social media, e-newsletters, and community meetings.
Sewer crews utilize door-hangers as part of response activities as well. Crews document the condition of the sewer mainline, actions taken, and planned follow up activities. These door-hangers are left at the affected properties and include a phone number for the public to call in case there are further questions.
The City is developing outreach materials to advise residents not to discharge items to the sanitary sewer such as non-disposable “disposable” wipes and other products other than toilet paper. These materials will be included in a future update to this SSMP and added to the City’s website.
As part of the City’s Spill Emergency Response Plan (SERP), staff developed a public notification e-mail system to advise residents along waterways after a spill may have impacted water quality (please refer to Element 6, SERP of this SSMP document). Staff mails public notices to properties adjacent to waterways to maintain updated e-mail distribution lists.
11.4 FOG PROGRAM OUTREACH
Regulatory Compliance Division staff attend public venues/events to distribute information to residents about the importance of keeping sewers free of fats, oils and grease (FOG), as well as best management practices for sewer systems. FOG Program outreach materials can be found in Appendix 7.1, FOG Program, Public Outreach Exhibits.
Sewer maintenance crews work in coordination with Regulatory Compliance Inspectors to provide outreach materials to residents in San Mateo. After a sanitary sewer spill has occurred from a blockage caused by FOG, the Regulatory Compliance staff mails a cover letter and WEF brochure “Fat Free Sewers” to these residents (Appendix 7.1).
11.5 APPENDIX 11 – SUPPORTING DOCUMENTS FOR ELEMENT 11
There are no appendix items for Element 11.
SSMP
ELEMENT 3 – LEGAL AUTHORITY
Appendix 3.1 – Estero Municipal
Improvement District Agreement
Appendix 3.2 – 1989 Town of Hillsborough,
CSCSD, County of San Mateo Sewer
Agreement
Appendix 3.3 – 2022 Town of Hillsborough
Capital Cost Agreement
Appendix 3.4 – 2024 CSCSD and County of
San Mateo Capital Cost Agreement
Appendix 3.5 – City of Belmont Agreement
This page left intentionally blank
SSMP
ELEMENT 3 – LEGAL
AUTHORITY APPENDIX 3.1
Estero Municipal Utility
District Agreement
1 JOINT POWERS AGREEMENT
2 BETWEEN THE City OF SAN MATEO AND THE ESTERO MUNICIPAL IMPROVEMENT DISTRICT 3 FOR OPERATION OF THE CITY OF SAN MATEO WASTEWATER TREATMENT PLANT AND CONSTRUCTION OF 4 CAPITAL IMPROVEMENTS UNDER THE CLEAN WATER PROGRAM
5 This AGREEMENT, Made arid entered into this 111 day of April .2017, by and between the 6 CITY OF SAN MATEO, here antafter called "City' or "San Mateo" and the ESTERO MUNICIPAL 7 IMPROVEMENT DISTRICT, hereinafter called "Estero" or "EM ID", pursuant to the Joint Exercise of Powers 8 Act, Government Code 6500 et seq.
9 RECITALS:
10 WHEREAS, the parties have previously entered into two joint powers agreements dating back to 11 1974 which set forth the apportionment of capacities, maintenance and operations costs, and capital 12 Improvement costs for shared wastewater treatment facilities and wish to continue a Mutually beneficial 13 arrangement under a new joint powers agreement; and 14 WHEREAS, the parties' most recent agreement is the Joint Powers Agreement made and entered 15 into July 17, 1189, as amended on January 17, 1990 and September 5, 2000 ("1989 Joint POwers 16 Agreement"); and
WHEREAS, the 1989 Joint Powers Agreement rescinded the previous joint powers agreement 18 entered into on June 3, 1974 and amended February 4, 1976 ("1974 Joint Powers Agreement"); and 19 WHEREAS, the parties now wish to rescind the 1989 Joint Powers Agreement and enter into a new 20 Joint Powers Agreement for ongoing operation of the Wastewater Treatment Plant and to reflect the "Clean 21 Water Program a comprehensive Suite of capital imprOvements, replacements, new treatment processes, 22 and rehabilitation of the parties' Jointly Owned Facilities that are necessary for capacity assurance, 23 reliability, and to meet regulatory compliance requirements, as defined in the 2015 validation studies 24 completed by CH2M, the Program Management Team, on the 2014 Draft Integrated Wastewater Master 25 Plan prepared by Carollo Engineers and any modification thereto; and 26 WHEREAS, the Joint Powers Agreement is intended to define and clarifY the parties' respective 27 purchased capacities in the Wastewater Treatment Plant upon completion of the Clean Water Program, and 28 the distribution of capital Improvement costs incurred in connection with the Clean Water Program; and 29 WHEREAS, the parties wish to preserve the ongoing operation and maintenance provisions as set 30 forth in the 1989 Joint Powers Agreement, as amended, and restated herein, and • 31 NOW, THEREFORE, IT IS AGREED BY THE PARTIES HERETO 32 The agreement entitled "Joint Powers Agreement between City of San Mateo and the Estero 33 Municipal Improvement District for Construction and Operation of the Water Quality Control Plant" dated 34 July 17, 1989, and any and all amendments thereto, Is hereby rescinded. 35 In consideration of the mutual promises set forth herein, the City of San Mateo and Estero 36 Municipal Improvement District agree as follows:
SECTION 1
38 DEFINITIONS
39 The following definitions apply to terrns used in this agreement:
40 1.1 Basis of Design
41 "Basis of Design" Is the criteria, based on engineering and assumed Water quality, used to design the 42 Jointly Owned Facilities and establish the design capacity of a Unit Process. 43 1.2 Capital Improvement Costs
44 "Capital Improvement Costs" shall mean all costs incurred by the Lead Agency to develop, 45 implement, and complete construction of Clean Water Program Improvements of the VVWTP Jointly Owned 46 Facilities, including costs of construction contracts, professional consultant services, material and equipment 47 procurement, compliance with regulatory requirements and mitigation measures, and Staff Costs of the 48 Lead Agency. Such Capital Improvement Costs include, but are not limited to, program, project and 49 construction management, planning, validating, testing, modelling, and technical stUdies, architectural 50 design, legal services, fiscal or economic studies, right of way acquisition, commissioning and placing 51 facilities into service, contingencies, change orders, and indirect collection system and pump station 52 operating costs incurred by Estero in connection with Clean Water Program work. In addition, Capital 53 Improvement Costs include any liability the Lead Agency incurs in prosecuting the program work and any 54 claims adjusting, claims investigation, and costs incurred in defending claims (including reasonable attorney 55 fees) brought by any consultant, contractor or third party for damageaarising out of the prosecution of the 56 program work.
57 1.3 Design CapacitV
58 "Design Capacity" is the maximum capacity, expressed in millions of gallons per day (MGD), at which 59 a Jointly Owned Facility or Unit Process is designed to operate, based on the Basis of Design and assumed 60 water quality, and to meet National Pollutant Discharge Elimination SyStem (NPDES) requirements. 61 1.4 Jointly Owned Facilities
62 As used in this Agreement, "Jointly Owned Facilities" is defined as all VVWTP treatment, Conveyance 63 and disposal facilities from the point of entry of the influent sewage lines Into the WVVTP facilities to the 64 effluent outfell point In the San Francisco Bay, including associated buildings (laboratory, administration 65 building, etc.) which are used for treatment of wastewater to comply with regulatory requirements. 66 The sanitary sewer collection and conveyance systems independently owned by the City of San 67 Mateo and Estero which deliver sewage to the WVVTP are not Jointly Owned Facilities and are not subject to 68 this Agreement.
69 1.5 Lead Agency
70 "Lead Agency" is the agency responsible for performance of tasks required to develop, implement
71 and complete construction of Clean Water Program Improvements, or any portion thereof, on behalf of the
72 parties, and to administer this Agreement by and through its program management office, elected and
73 appointed officials, employees, and agents, in accordance with the Program Management Plan.
74 1.6 Maximum Allowable Flow
75 "Maximum Allowable Flow" is the maximum flow expressed in millions of gallons per day (MGD) 76 that each party Is authorized to convey to the WVVTP upon commissioning and Completion of all WWTP
77 Clean Water Program projects and shall not exceed the Purchased Capacity. The Maximum Allowable Flow
78 forlointly Owned Facilities is shown in Exhibit 1.
79 1.7 Operating and Maintenance Costs
80 The term "Operating and Maintenance Costs" shall mean any all costs and expenses, Whether direct
81 or indirect, incurred for the administration, including the administration of the pretreatment program,
82 operation, maintenance, improvement, and repair of the Jointly Owned Facilities,Including but not limited
83 to supplies, equipment and materials, labor, services, power, chemicals, regulatory requirements Including
84 fines, mitigations, laboratory control and Monitoring, insurance and liabilities, administration, legal costs,
85 and incidental items incurred during normal operations.
86 1.8 Overload
87 The term "Overload" means hydraulic loads, organic loads, and/or solids loads, that cause a Unit
88 Process or processes to exceed the Design Capacity and/or cause Jointly Owned Facilities to not meet NPDES
89 requirements.
90 1.9 Partner Agency
91 "Partner Agency" is the agency not serving as Lead Agency
92 1.10 Plant
93 The terms "Plant", "WWTP", and "Wastewater Treatment Plant" are interchangeable and shall
94 mean the Wastewater Treatment Plant located within the City of San Mateo.
95 1.11 Purchased Capacity
16 "Purchased Capacity" is the maximum capacity of the Jointly Owned Facilities to process sewage
97 expressed In millions of gallons per day (MGD) that each party has purchased by payment of its
98 proportionate share of the Jointly Owned Facilities and Unit Processes as shown in Exhibit 1.
99 if, upon completion of the Clean Water Program Improvements or thereafter, a Unit Process(es) of
100 the Jointly Owned Facilities are operated within discharge requirements at actual flows lesser than Design
101 Capacity or Purchased Capacity, the Purchased Capacity ratios shall remain unchanged.
102 1.12 Staff Costs
103 "Staff Costs" are the actual costs incurred by Lead Agency staff for hours spent In direct participation
104 in activities to develop, implement, and complete Clean Water Program Improvements. Staff Costs include
105 but are not limited to costs associated with preliminary planning, validation, and testing to determine the
106 feasibility and parameters of treatment works, engineering, project and program management, 107 environmental, architectural, legal, fiscal or economic investigations or studies, surveys, designs, plans and 108 construction management and inspections associated with the Clean Water Program Improvements. 109 1.13 Unit Process
110 "Unit Process" Is a physical, chemical, biological or mechanical treatment function which serves a 111 specific purpose or treatment objective in the advancement of the quality of wastewater and associated 112 byproducts.
113
114 SECTION 2
115 CLEAN WATER PROGRAM IMPROVEMENTS
116 2.1 Clean Water Program Improvements
117 The Clean Water Program includes all Improvements, replacements, neW treatment processes, 118 expansion and rehabilitation of the Jointly Owned Facilities necessary for capacity assurance, reliability, and 119 to meet regulatory compliance requirements, as defined in 2015 validation studies completed by CH2M, the 120 Program Management Team on the 2014 Draft Integrated Wastewater Master Plan prepared by Carollo 121 Engineers and any modification thereto, hereinafter "The Clean Water Program" and Includes all work to 122 demolish, remove, replace, build, Modify, expand, and construct new Jointly Owned Facilities. The work 123 shall include but•not be limited to, preliminary planning and engineering, implementing and maintaining the 124 program management office (PMO), environmental, architectural, legal, fiscal, and/or economic 125 investigations and/or studies, surveys, designs, plans, working drawings, public outreach activities, 126 specifications, procedures, or other necessary actions, construction, erection, roadway, environmental or 127 other mitigations, right of way acquisition, alternatives, alteration, remodeling, improVernent, or extension 128 of treatment works, including Inspections or supervision of any of the foregoing items and all other work for 129 possible unforeseen changed regulatory requirements and field conditions, project administration and Clean 130 Water Program administration by San Mateo, engineering and arbitration support for claim resolutions and 131 lawsuits against third parties other than San Mateo and Estero. 132 The Clean Water Program includes the construction of new dry and wet weather processes and 133 storage facilities including but not limited to the following: new headworks, new equalization basins for 134 WVVTP influent equalization storage, biologically and chemically enhanced bioreactor, and associated 135 equipment and chemical additions; new dual use clarifiers and associated equipment, piping, primary 136 sludge/scum pump stations, and chemical additions; advanced activated sludge processes (including 137 Biological Nutrient Removal (BNR) facilities), membrane.filtration, associated equipment and chemical 138 additions disinfection using either ultraviolet light for dry weather flow or chlorine for wet Weather flow, 139 distribution, and storage, blowers, equipment, and other modifications to existing Jointly Owned Facilities 140 and miscellaneous improvements associated with the dry and wet weather treatment facilities and water 141 reclamation facilities to meet NPDES compliance requirements, supply recycled water, and replace aging 142 infrastructure requiring rehabilitations or replacements. The miscellaneous improvements include site 143 improvements, roadways; building structures, and other features common to the plant site and surrounding 144 area, parking lots, community related walkways and/or a meeting learning center, artistic features, parks, 145 fencing, WWTP security, chemical handling, storage and distribution facilities and equipment, odor control 146 facilities, and electrical, IT, and SCADA-related and associated equipment, facilities, and both software and 147 hardware products.
148 2:2 Lead Agency
149 San Mateo is designated and shall serve as the Lead Agenty for the Clean Water Program 150 Iniprovements of the Jointly OWned Facilities.
151 2.3 Power and Duties of San Mateo
152 San Mateo shall have the following powers and duties::
153 a. To seledt the Clean Water Program Manager and Program Manager Advisor consultant to 164 oversee the day-to-day activities of the planning, design, program implementation, 155 communications, costs and schedule tracking, and construction of the Clean WaterPrograth. 156 b. To solicit bids, aWard, and enter into contracts for the Clean Water Program. 157 c. To review and provide comments on contracts for Program Management Advisor consultant, 158 engineering and related designs services, awards of contract for Clean Water Program constructiOn 159 work, change orders, claim resolutions, and acceptance of the completed construction of the Jointly 160 Owned Facilities.
161 d. To pay Its share of Clean Water Program Capital Improvement Costs. 162 e. To administer the construction, and review and approve construction contract progress 163 payments and change orders as needed.
164 f. To determine the adequacy Of perforthance during the construction of the project's. 165 g. To apply for and receive any permitsor consents required from other public agencies .and 166 entities for Jointly Owned Facilities under the Clean Water Program. 167 h. To acquire by purchase, lease, gift, condemnation, or otherwise, any real property or interest 168 therein which it finds to be reasonably necessary for the Jointly Owned Facilities construction 169 laydown, materials storage or general construction activities during and after The Clean Water 170 Program. Any property that is reused or repurposed that is not associated with the Clean Water 171 Program will result in Lead Agency refunding the Parties' contributions using cost sharing ratios in 172 Exhibit 1 or agreed upon by Lead Agency-and Partner Agency if different than ratios established in 173 Exhibit 1.
174 i. To approve, reject, or modify contracts for management, engineering and related studies and 175 construction Work, change Orders, claim resolutions, and the acceptance of the completed 176 construction of the Jointly Owned Facilities.
177 J. To manage Clean Water Program budgets including contingency funds. 178 k. To establish and implement administrative procedures and Program Management Plan for the 179 administration of this Agreementand management of the Clean Water Program. lap I. To provide to Estero final staff reports and notices, reports and studies, and subsequent 181 apProVed contracts, change orders, and cost accounting, for any significant actions or approvals 182 taken by the San Mateo City Council in execution of the Clean Water Program. 183 m. To take other actions necessary tcrimplement and coMplete construction of the Clean Water 184 Program, including leading all Clean Water Program Public Outreath ActiVities. 185 n. To provide an Estero representative access to the Clean Water Program Office to allow the 186 representative to participate In and oversee the Operation of the Clean Water Program upon the 187 direction of the Estero Public Works Director.
188 24 Power and Duties of Estero
189 Estero shall have the following powers and duties:
190 a. To review and provide comments prior to execution of contracts for Program Management 191 Advisor consultant, engineering and related design services, awards of contract for Clean Water 192 Program construction work, change orders, claim resolutions, and acceptance of the completed 193 construction of the Jointly Owned Facilities.
194 b. To pay its share of Clean Water Program Capital Improvement Costs. 195 c. to participate in the Clean Water Program public outreach activities. 196 d. To attend progress meetings to receive program and project briefings, share timely Information 197 and prograth status, including change orders.
198 e. To attend partnering meetings with the Clean Water Program designers and contractors on the 199 design and construction of the Clean Water Program. 200 f. To meet and confer whenever necessary to reach consensus on recommendations to San Mateo 201 and Estero.
202 g. To participate in pre-qualification processes for professional and construction services. 203 2.5 Financial Participations and Commitments
204 a. Financial ParticipatiOn
205 Each party agrees to pay its proportionate share of the Clean Water Program Capital Improvement 206 Costs based on Purchased Capacity in accordance with the designated proportions shown in Exhibit 1. 207 b. Budgeting
208 On or about December 1st of each year, San Mateo shall provide Estero with the preliminary Capital 209 improvement budget for Clean Water Program Improvements for the fiscal year beginning JUly 1st of the 210 next year. The parties shall review the preliminary budget and respond in writing by June 1st of each year 211 to one another any objections and reasons therefore. in the absence of any such notification, it shall be 212 deemed that the preliminary budget is acceptable. San Mateo shall prepare a final budget by July 1st of each 213 year. The parties shall endeavor to resolve.all conflicts that may arise concerning that budget. The 214 provisions of Section 6.11 shall apply to unresolved disputes. 215 c. Payments
216 Progress Payment: San Mateo shall invoice Estero quarterly for Its proportionate share of actual 217 Capital Improvement Costs incurred by San Mateo during the quarter preceding the invoice based on the 218 cost sharing percentages shown In Exhibit 1. Estero shall make Progress Payments as follows: Estero shall 219 pay to San Mateo within 30 days of delivery of an invoice to Estero's Public Works Department all moneys 220 designated in said invoice, even if any or all amounts are disputed. Invoices shall provide reasonable 221 documentation of costs. Interest will accrue on any amount that remains unpaid after 30 days from delivery 222 of bills at the prime rate.
223 d. Billing Disputes
224 The parties will make a good faith effort to reconcile any amounts that are disputed within 15 225 working days of notice of the dispute. Any mutually agreed adjustment shall be applied to the next invoice. 226 If the parties are unable to reconcile the dispute, it shall be subject to the provisions of Section 6.11 Dispute 227 Resolution.
228
229
230 SECTION 3
231 PURCHASED CAPACITY AND USAGE
232 3.1 Purchased Capacity
233 For cost and ownership sharing purposes, Purchased Capacity is equal to the Maximum Allowable 234 Flow from each party as defined in Exhibit 1. Actual flows and loads delivered to the Plant shall not exceed 235 the Basis of Design for the Jointly Owned Facilities as shown in Exhibit 1 or cause an Overload. Purchased 236 Capacities of Jointly Owned Facilities are shown in Exhibit 1 to this Agreement. 237 3.2 Usage In Excess of Purchased Capacity
238 Either party may temporarily utilize any unused Purchased Capacity in the Jointly Owned Facilities to 239 the extent available and Unused by the party owning that capacity. Purchased Capacity is unused when the 240 actual flows (Peak Wet Weather or Average Day Maximum Month) from the party owning such capacity is 241 less than the Purchased Capacity for a particular Jointly Owned Facility. Either party may enter agreements 242 to allow non-parties to utilize its Purchased Capacity. The party entering the outside agreement shall not 243 require consent of the other party to this Agreement. Any capacity used by a non-party pursuant to such an 244 outside agreement shall be Considered, for purposes of this section, Purchased Capacity being used by the 245 party, and therefore unavailable to the other party of this Agreement. Any and all flow delivered to the 246 Plant which originates from a non-party shall be considered flow delivered from the party with whom the 247 non-party is anderagreement to utilize capacity and such flow will be included in the proportional usage for 248 purposes of calculating each party's share of the Jointly Owned Facilities' Operating and Maintenance Costs, 249 A party utilizing capacity in excess of Its existing Purchased Capacity for three (3) separate 250 occurrences (3 exceedances of the Peak Wet Weather Flow or 3 months where the Average Flow exceeds 251 the Average Day Maximum Month) in one calendar year, or a party desiring capacity in excess of its 252 Maximum Allowable Flow, can either purchase the capacity from the other party at replacement cost 253 depreciated or shall request that San Mateo initiate a Plant expansion forthwith to provide the needed 254 Purchased Capacity Or Maximum Allowable Flow increase. For Peak Wet Weather Flow capacity an 255 occurrence Is defined as an exceedance of the Peak Wet Weather Flow within a 24 hour period. 256 Nothing in this section shall be interpreted to require a party to sell its share of the unused 257 Purchased Capacity. Unless legally prohibited, San Mateo shall initiate said Plant expansion upon agreement 258 of San Mateo end Estero. The exhibits shall be amended in the event that the parties modify the Purchased 259 Capacities.
260 If the parties cannot reach either an agreethent for the purchase and sale of capacity or an 261 agreement to expand the Plant, the party in need of additional capacity may solely fund Plant expansion and 262 take ownership of the additional capacity created by the expansion. In such an instance, the Plant 263 expansion undertaken by one party may not reduce or otherwise impact the Purchased Capacity of the 264 other party. The Plant expansion also may not disrupt the Plant's operation or Inhibit the ability of the 265 parties to utilize their existing Purchased Capacity. 266 3.3 Metering
267 San Mateo has established a metering station and will establish a sampling station that measures 268 actual flows delivered to the Plant to calculate capacity usage of San Mateo and Estero. Sampling shall be 269 performed if wastewater flows exceed treatment loading capacity that causes an Overload. The metering 270 and sampling station are open to Estero during regular business hours for purposes of checking the metering 271 system and obtaining wastewater samples. The meter shall be calibrated according to the manufacturer's 272 recommended schedule and documentation of each calibration shall be provided to Estero. 273 3.4 Consequences of Overload
274 If a party causes an Overload, the parties Must convene to address any significant harm to the 275 environment, overflows and/or non-compliance with NPDES permit requirements. My resultant capital 276 investments will be the contributing party's or parties' responsibilities and allocated in accordance with 277 Exhibit 1, based on the identified cause through a determination process led by the Lead Agency in 278 coordination with all impacted partners/parties. San Mateo shall lead the investigation into any Overload 279 that caused permit compliance Issues, recommend and implement solutions, and allocate costs based on 280 both or either party's contribution to exceeding the Basis of Design and noncompliance event. San Mateo 281 will share results of any such investigation with Estero. Disputes regarding the finding or outcome of Any 282 investigation shall be resolved according to Section 6.11— Dispute Resolution. 283 3.5 Treatment Cost Loading Fattor
284 This loading factor addresses any additional Plant operational, storage, energy, and/or treatment 285 costs or usage needs. The treatment cost loading factor shall be determined based on the required 286 additional Plant wastewater treatment and/or extra utilities expenses needed to meet a revised Basis of 287 Design to treat the additional load. The need for a treatment cost loading factor shall be determined by 288 sampling the flow that causes the need for additional treatment or greater energy requirements to meet a 289 revised Basis of Design. If the Design Capacity is exceeded due to either or both parties' wastewater 290 loading, then an additional wastewater pollutant treatment cost loading factor may be applied to either 291 party.
292 3.6 Use of By-Products
293 Either party may use any by-products of the treatment protesses for their oWn use. If both parties 294 wish to use the by-product, it shall be shared in accordance with the parties' ownership and cost distribution 295 of the process generating the by-product as shown in Exhibit 1. If neither party wishes to use the by- 296 product or there is remaining by-product after the parties use, it may be sold to a third party; the parties 297 shall share the proceeds of the sale in accordance with their Purchased Capacities. If in the future either or 298 both parties wish to construct facilities to further process the byproducts for other beneficial uses by the 299 parties or a third party, the parties agree to amend this agreement Upon thrills agreed to by the parties. 300 The Compressed Natural Gas (CNG) processing facility and fueling station constructed in 2016 are 301 owned and operated solely by City of San Mateo, and San Mateo is entitled to usage of 100% of the refined 302 byproduct from this facility.
303
304 SECTION 4
305 ONGOING OPERATION AND MAINTENANCE OF JOINTLY OWNED FACILITIES 306 4.1 General
307 San Mateo agrees to operate and maintain the Jointly Owned Facilities in a reasonable and prudent 308 manner.
309 4:2 Powers and Duties of San Mateo _
310 San Mateo shall have the following poWers and duties relating to the Jointly Owned Facilities:
311 a. To maintain, repair, replace, improve, and operate the facilities, and to do any and all things 312 which it shill find reasonable in order to treat and dispose of the wastewater and sewage of the 313 parties in a manner authorized by law and permits. 314 b. To solicit bids, award, and enter into contracts with third parties for services related to 315 replacement, modification, or repair of the facilities, or Parties thereof. 316 C. To annually prepare a budget Including proposed non-Clean Water Program capital 317 improvements and operation, Maintenance, and replacement costs; and to provide for the 318 distribution Of these dosts between the Agencies. 319 d. To operate and maintain the Jointly Owned Facilities In a reasonable.and prudentmanner. 320 e. To schedule meetings at least quarterly for senior management staff from San Mateo and Estero 321 to discuss operation and maintenance of the Jointly Owned Facilities. 322 f. To cornply With applicable laws and regulations and to act reasonably and prudently. 323 4:3 Powers and Duties of Estero
324 Estero shall have the following powers and duties relating to the Jointly Owned Facilities:
325 a. To review the proposed budget as stated in section 4.4. 326 b. To attend scheduled senior management staff meetings. 327 C. To comply with applicable laws and regulations and to act reasonably and prudently. 328 d. To pay bills as stated in Section 4.5.
329 e. To make inquiries where Estero has questions concerning the operation of the Jointly Owned 330 Facilities.
331 4.4 Annual Budget
332 San Mateo shall prepare an annual Jointly Owned Facilities preliminary budget and submit the 333 Preliminary budget to Estero by February 1" of each year for review, approval, and Inclusion in Estero's 334 annual operating budget. San Mateo shall provide the adopted budget to Estero. The budget shall include 335 San Mateo's Operating and Maintenance Costs. Concurrent with San Mateo's preparation of the budget 336 Estero shall prepare a budget for Its Public Works costs and indirect costs; the.budget may be reviewed bir 337 San Mateo.
338 The parties shall review the preliminary budgets and respond In Writing by June 1" of each year to 339 one another any objections and reasons therefore. In the absence of any such notification, it shall be 340 inferred that the preliminary budget is acceptable. San Mateo shall prepare a final budget by July 1st of each 341 year. The parties shall endeavor to resolve all conflicts that may arise concerning that budget. The 342 provisions of Section 6.11 shall apply to unresolved disputes. 343 4.5 Billiniand.Pavthents
344 The partiesshall pay their respective share of budgeted costs to operate and maintain the Jointly 345 Owned Facilities in accordance with each party's share of the metered flow. Bills shall be sent quarterly and 346 shall be based upon the actual costs for the quarter and in accardance With the metered flow for that 347 quarter. Costs for the fiscal year shall be adjusted if necessary in the fourth quarter. Bills shall provide 348 reasonable documentation of costs. The costs incurred by Estero associated with periodic pump station 349 shutdowns required for plant operations and maintenance shall be considered as an Indirect Operating and 350 Maintenance Cost, and shall be invoiced to San Mateo within a month of the cost being incurred. 351 It shall be the responsibility of each party to bill and collect from its individual users Amounts 352 payable by Estero to San Mateo shall be rendered no later than thirty (30) days after the bill is received by 353 Esterb and shall carry a charge of 7% per annum interest rate, or the prime rate if it is lesser than 7%, for 354 late payments. If Estero disputes the amount of a bill, it shall specify the reason for the disagreement in 355 writing to San Mateo within 120 days after the bill is received or its objection shall be deemed waiVed, 356 unless within 18 months the parties concur there has been In error in a bilt. The parties shall timely pay any 357 amounts that are not disputed.
358
359
360 SECTIONS
361
LIABILITY
362 5.1 Shared Liability
363 The parties agree that any liability incurred to a non-party shall be apportioned based Upon each 364 parties' ownership and cost distribution share of the Jointly Owned Facilities, and calculated as the average 365 of the ownership and cost distribution shares of the Jointly Owned Facilities as shown in Exhibit 1. For the 366 purposes of this section liability includes any liability arising under tort or contract principles as well as 367 liability for Violations of any state or federal laws or regulations related to Wastewater treatment or 368 discharge or water quality standards.
369 in the event that either party recovers insurance proceeds from third party insurers, including 370 commercial carriers and joint powers insurance pools, all recovered moneys shall be shared in accordance 371 with the parties' respective liability shares. The parties shall pay their respective shares of any deductibles 372 or self-insured retentions and any amounts exceeding then-existing limits of coverages. 373 5.2 Good Faith
374 , San Mateo and Estero shall both conduct themselves with respect to this Agreement and to the 375 construction, maintenance, operation, and administration of the Jointly Owned Facilities in good faith and in 376 a prudent, professional manner.
377
378
379 5.3 CampHance with Federal and State Laws and Regulations 380 The parties agree to comply with any and all laws, rules, regulations, standards, and requirements of 381 any Federal or State board, commission, agency, or similar body, and the decisions of any court of 382 competent jurisdiction.
383 5.4 Insurance
384 San Mateo shall purchase and maintain insurance against loss or darnage to the Jointly Owned 385 Facilities, including workers' compensation insurance and general liability insurance. The general liability 386 policy shell cover, to the extent reasonably available, the ownership, maintenance, operation, and use of the 387 Jointly Owned Facilities and all incidental activities including but not limited to structural alterations, 388 construction, and demolition and associated hazards. The policy(-ies) shall name the Estero Municipal 389 Improvement District, its elected and appointed officials, employees, and agents as additional insureds. The 390 cost of such policies shall be considered operating costs and part of the annual budget for the Jointly Owned 391 Facilities, notwithstanding any self-insured retentions and deductibles. 392
393
394
395 SECTION 6
396 GENERAL PROVISIONS
397 6.1 Fiscal Year
398 The fiscal year applicable to this agreement shall be from July 1st of each year to and including the 399 following June 30th.
400 6.2 Access to Records
401 Any and all books, documents, papers, and records prepared and/or maintained by either party for 402 any activity undertaken under this Agreement shall be made accessible to the other party upon request or 403 to any outside party as may be required by law.
404 6.3 Pretreatment Industrial Permit Requirements'and sewer Use Ordinances 405 Each party shall maintain sewer use regulations, including pretreatment programs, permit 406 requirements, and enforcement procedures to ensure compliance With the discharge restrictions and 467 limitations set forth herein and as required by any and all Federal State and regional laws, rules, regulations 408 and standards.
409 Neither party shall knciwingly permit any entity, within or outside its jurisdiction, to discharge 410 sewage into its wastewater collection system unless that entity complies with the pretreatment program es 411 required by the parties' respective sewer use regulations and any regulatory agency with enforcement 412 authority for pretreatment regulations and waste discharge requirements. If any party learns that any 413 entity, within or outside its jurisdiction, is discharging sewage into its wastewater collection system in 414 contravention of the pretreatment program, that party shall immediately take steps to either obtain 415 compliance with the pretreatment programs or halt further such discharges. All current sewer use 416 regulations imposed upon the City and Estero by regulatory agencies are considered to be a part of this 417 Agreement and shall be binding upon the parties.
418 If San Mateo duly authorizes any individal to inspect and enforce industrial pretreatment 419 requirements of Federal, State, or Regional Agencies or local limitations and standards, Estero shall allow 420 that authorized individual access to discharger facilities and enable the individual through ordinance or 421 resolution to sample, inspect, and enforce applicable regulations regarding illegal discharges. The individimi 422 shall notify Estero before the inspection or enforcement action is performed. Costs of this inspection and 423 sampling program Incurred by San Mateo shall be included as a cost of the operation and Maintenance 424 expenses -of the JointlY Owned Facilities.
425 6.4 Ownership
426 San Mateo shall retain title to all presently owned lands for the Jointly Owned Facilities and Estero 427 shall have no interest in said lends. Either party may acquire real property at its sole expense or either party 428 may request that the other concur in the joint purchase of real property which it jointly believes is needed 429 for the operation of the Jointly Owned Facilities. The parties, thrciugh iseparate agreement, may purchase 430 real property as undivided Interests based on Exhibit 1. 431 The Jointly Owned Facilities shall be jointly owned as undivided interests based upon the ownership 432 and cost distribution as defined in Exhibit 1.
433 6.5 Separate Agreements and Facilities
434 Nothing in this Agreernent shall prohibit the parties from entering into separate agreements 435 concerning sewerage facilities which are not a part of the Jointly Owned Facilities as defined herein. 436 Nothing in this Agreement shall prohibit the parties from entering Into an agreement(s) to provide sewer 437 services to areas outside of their respective service boundaries provided that such agreement(s) does not 438 cause a party to exceed its Purchased Capacity.
439 Each party shall be responsible for ensuring full compliance with the terms of this Agreement by any 440 other entity to which that party provides sewer service. 441 6.6 Notification of New Significant Dischargers 442 Either party shall notify the other party in writing30 days prior to the connection of any user or 443 wastewater treatment services whose need for treatment capacity in the Jointly Owned Facilities Is 444 anticipated to exceed 100,000 gallons per day or otherwise cause an Overload. 445 67 Termination and.Withdrawal
446 a. Termination.
447 The parties may mutually agree to terminate this agreement at any time by written agreement. 448 Estero's right to obtain wastewater treatment services from San Mateo shall survive termination of this 449 Agreement, provided that Estero shall be required to pay for the costs of such treatment based on actual 450 flows and treatment costs on a quarterly basis.
451 b. WithdraWal.
452 A party may withdraw from this Agreement at any time upon giving the other party five years 453 written notice prior to the proposed date of withdrawal. Notice may be given with fewer than five years 454 notice if such withdrawal would be consistent with the NPDES permitting cycle, subject to the consent of the 455 non-withdrawing Party. The withdrawing party may not sell, lease, or transfer its rights, or be relieved of its 456 obligations under this Agreement, Without the consent of the other party. As used in this section, the term 457 "obligation? shall include, but not be limited to, bonded indebtedness, capital contributions, and Operating 458 and Maintenance Costs. The non-withdrawing party shall have the option of purchasing the withdrawing 459 party's aliquot share of Purchased Capacity at a price equal to the market value of the assets comprising the 460 Jointly Owned Facilities.
461 6.8 Notices
462 Unless otherwise designated In writing by the respective parties, all notices, correspondence, claims, 463 bills or other documents transmitted by one party to the other shall be addressed as follows with copies to 464 the respective directors of Public Works:
465 CITY OF SAN MATEO ESTERO MUNICIPAL IMPROVEMENT DISTRICT 466 City Manager District Manager
467 City of San Mateo E.M.I.D.
468 330 West 20 th Avenue 610 Foster City Boulevard 469 San Mateo, CA 94403 Foster City, CA 94404
470 6.9 Severability
471 Should any part, term, or provision of this Agreement be decided by a court of competent 472 jurisdiction to be Illegal or in conflict with any law of the State of California, the United States, or otherwise 473 be rendered unenforceable or ineffectual, the validity of the remaining portions or provisions shall not be 474 affected thereby.
475 6.10 Successor Assignment
476 This Agreement shall be binding upon, and shall inure to the benefit of the successors of the parties. 477 Except to the extent expressly provided herein, neither party may sell, convey, or assign any right or 478 obligation hereUnderWithont the ccinsent of the.other. 479 611 Dispute Resolution
480 This section governs all diSputeS Oyer the parties' respective rights and obligations under this 481 Agreement or arising out of the ongoing operation or maintenance of the Jointly Owned Facilities. 482 a. Mediation. After providing written notice in accordance with section 6.8 Notices, either 483 party may submit any dispute for mediation. The parties shall meet in mediation within 30 days of 484 receiving Stitt The Mediator may be any person or entity deemed mutually acceptable by the 485 parties, including a consultant or expert specializing in the.subject matter of the dispute. In the 486 absence of an agreement, the parties shall each stibrint one name from a mediators listed by either 487 the American Arbitration AssOciation, the State Mediation and Conciliation Service, or other agreed- 488 upon service. The mediator shall be selected by a blind draw. The cost of mediation shall be borne 489 equally by the parties. Neither party shall be deemed the prevailing Party. The mediation process, 490 once commenced by a meeting with the rriedlator, shall last until agreement is reached by the 491 parties but not more than 60 days, unless the maximum time Is extended by the parties, The 492 decisloh of the mediator shall not be binding unless agreed upon in writing by the parties. No party 493 shall be permitted to file a legal action without first meeting in mediation arid making a good faith 494 attempt to reach a mediated settlement.
APPROVED AS TO FORM:
515
516
517 ATTEST:
518
519
520
521
522
523
524
525
526
527
CITY OF SAN MATEO, a Municipal Corporation
—
By:
Mayor
City Clerk, 5ar(Nlateo
495 b. Each party shall bear its own costs and attorneys' fees incurred in connection with the 496 mediation process, provided however that the mediator's fees shall be shared equally by the 497 porkies.
498 c. Performance required during dispbte. The parties shall comply with their respective 499 obligations under the Agreement, including payment of capital contributions and Operating and 500 Maintenance Costs, while resolution of any dispute under this Agreement Is pending. 501 6.12 New and Unforeseen Conditions
502 In the event there are new or unforeseen conditions not covered by this Agreement or conditions 503 that may cause any portion of this Agreement to become obsolete or underfinanced, the parties agree to 504 meet, discuss, and reach a written agreement to resolve those new and unforeseen circumstance effects. 505 6.13 Days
506 When the term "day(s)" is used, it shall mean calendar days unless otherwise specifically stated to 507 be working days.
508 6.14 Future Expansions . .
509 In future expansions the parties agree to use the provisions of Exhibit 1 as the base document for 510 designation of the interests of the parties and as the underlying arrangements for the expansion. 511
511 IS WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by 513 their respective officers thereunto duly authorized and placed into effect the day and year first above 514 written.
528
529
530 City Attorney, San Mateo
By:
ATTEST:
531
532
533
534
535
536
537
538
539
540
541
ESTERO MUNICIPAL IMPROVEMENT DISTRICT, A Public
Corporation
•551
542 Secretaiy, Estero
543
544
545 APPROVED AS TO FORM:
546
547
548
549
550
552 Joint Powers Agreement
553 EXHIBIT 1
554 PURCHASED CAPACITY FOR CLEAN WATER PROGRAM IMPROVEMENTS 555
556
MAXIMUM ALLOWABLE FLOWS
558 Peak Wet Weather
559 Average Day Maximum Month
560
San Mateo
65.8 MGD
15.0 MGD
EMID
12.2 MGD
6.0 MGD
Basis of Design
78.0 MGD
21.0 MGD
557 Flow
561
562 OWNERSHIP AND COST DISTRIBUTION OF JOINTLY OWNED FACILITIES San Mateo EMID
Clean Water Pro -grafi .' Capital
Improvements and Miscellaneous
Faciltties 75.5% 24.5%
Pre-2015 Existing Facilities, Outfall
Pipes & Demolition of Existing
Facilities
_
75.0% 25.0%
563
564 Clean Water Program Improvements and Miscellaneous Facilities are defined in Section 2.1. 565 Pre-2015 Existing Facilities, Duffel! Pipes & Demolition of Existing Facilities:
566 Includes Jointly Owned Facilities existing at the Wastewater Treatment Plant prior to January 1,2015 and 567 previously described in the "Joint Powers Agreement between City of San Mateo and the Estero Municipal 568 Improvement District for Construction and Operation of the Water Quality Control Plant" dated July 17, 569 1989, and any and all amendrtients thereto; and cost of demolition of any of these Pre-2015 Existing 570 Facilities and Outfall Pipes, or portions thereof.
ORIGINAL AMENDMENT TO THE JOINT POWERS AGREEMENT BETWEEN THE CITY OF SAN MATEO
AND THE ESTERO MUNICIPAL IMPROVEMENT DISTRICT FOR OPERATION OF THE CITY OF
SAN MATEO WASTEWATER TREATMENT PLANT AND CONSTRUCTION OF CAPITAL
IMPROVEMENTS UNDER THE CLEAN WATER PROGRAM
This Amendment is entered into this 19 day of Feb 2019, by and between the City of San Mateo, hereinafter called "San Mateo", and the Estero Municipal Improvement District, hereinafter called "Estero".
RECITALS
WHEREAS, on April 17, 2017, the parties adopted the Joint Powers Agreement Between the City of San Mateo and the Estero Municipal Improvement District for Operation of the City of San Mateo Wastewater Treatment Plant and Construction of Capital Improvements under the Clean Water Program (JPA).
WHEREAS, the parties now wish to amend the JPA to:
1. Revise and simplify the parties' cost sharing and payment obligations during the Clean Water Program
2. Specify the term and duration of the Clean Water Program
3. Clarify the parties' cost sharing obligations for operating and maintenance costs and capital improvement costs after the completion of Clean Water Program Improvements
4. Specify a date by which the parties will commence discussion and negotiation of a future amendment to the JPA.
Now, therefore, the parties agree as follows:
1. Section 2.5.a "Financial Participation" is replaced with the following:
Each party agrees to pay its proportionate share of Clean Water Program Capital Improvement Costs and other capital improvement costs incurred between January 1, 2015 and the recording of the Notice of Completion of the construction of Clean Water Program Capital Improvements by San Mateo, which shall not be unreasonably delayed.
The parties' proportionate shares of Clean Water Program Capital Program Improvement Costs and all other capital improvement costs shall be:
San Mateo Estero
Capital Improvement Costs 75.88% 24.12%
Program Management Office
Costs
87.94% 12.66%
After the recording of the Notice of Completion of the construction of Clean Water Program Capital Improvements by San Mateo, the parties' proportionate shares of capital improvements shall be determined in accordance with section 4.5 Billing and Payments.
2. Section 2.5.e "Disbursement of Funds obtained through the San Mateo-Foster City Public Financing Authority" is added to the JPA as follows:
ATTEST
City Clerk
APPROVED AS TO FORM
ATTEST
Distrit;Secretary
APPROVED AS TO FORM
City Attorney
The parties have formed the San Mateo-Foster City Public Financing Authority ("PFA") to obtain financing for the Clean Water Program Capital Improvement Costs. San Mateo is authorized and responsible for authorizing payments for Clean Water Program Capital Improvement Costs using funds obtaining by and through the PFA.
San Mateo shall provide, or cause to be provided, all copies of invoices and payments requisitions to EMID on a monthly basis. EMID shall notify San Mateo within thirty (30) days of any dispute over the allocation of costs included in those invoices.
3. Section 6.15 "Future Amendments to this Agreement" is added as follows:
The parties shall commence discussion and negotiation of a further amendment to this Agreement no later January 31, 2029.
4. The parties further agree that this Amendment will sunset on June 30, 2030.
In witness whereof, the parties hereto have caused this Amendment to be executed by their respective officers and placed into effect the day and year first above written.
CITY OF SAN MATEO ESTERO MUNICIPAL IMPROVEMENT DISTRICT DiGne Papan, Mayor Sam Hindi, President of the Board of Directors
SSMP
ELEMENT 3 – LEGAL AUTHORITY
APPENDIX 3.2
Town of Hillsborough, CSCSD,
County of San Mateo Sewer
Agreement
,fuurr,, 'tô,l3ottL
THIRD AMENDMENT TO SANITARY SEWAGE AGREEMENT
BETWEEN THE TOWN OF HILLSBOROUGH,
CITY OF SAN MATEO, CRYSTAL SPRINGS
COTINTY SANITATION DISTRICT, AND
THE COLINTY OF SAN MATEO
This Third Amendment to the Sanitary Sewage Agreement entered into as of July 18, 1989 by and among the TOWN of HILLSBOROUGH, a municipal corporation in the County of San Mateo, State of California, hereinafter called "Town", the CITY OF SAN MATEO, a municipal corporation in the County of San Mateo, State of California, hereinafter called "city"; the GRYSTAL SPRINGS couNTy SANITATION DISTRICT, a sanitation district in the County of San Mateo, State of California, hereinafter called "District"; and the COUNTY OF SAN MATEO, a political subdivision of the State of California, hereinafter called "County" is made effective u, of Zllt , 2074 and is based on the following:
RECITALS:
WHEREAS, the parties have previously entered into agreements dating back to 1955 which set forth their arrangements and relationships regarding the discharge, pumping, transmission, and treatment of sewage; and
WHEREAS, the parties' most recent agreement is the sanitary sewage Agreement made and entered into July 18, 1989 (the "19B9 Agreement"); and WHEREAS, the parties are subject to the Cease and Desist Order R2-2009-0020 (the "CDO") issued by the California Regional Water Quality Control Board, which requires that the parties undertake certain actions, studies, and projects to improve the performance and capacity of the sewer facilities that are subject to the 1989 Agreement; and,
WHEREAS, the parties have executed two Amendments to the 1989 Agreement to provide for allocation of costs for the environmental clearance and design of the Crystal Springs/El Cerrito Trunk Sewer Improvements required by the CDO, as further described below (the "Improvements"), and agreed to allocate these costs on the basis of peak wet weather flows; and,
V/HEREAS, the parties desire to further amend the provisions of the 1989 Agreement to provide for the allocation of costs for construction of the Improvements including staff costs, and to establish the roles and responsibilities of the parties for completion of construction, and agree to allocate these costs on the basis of peak wet weather flows, and to enter into this amendment to establish those obligations; and, WHEREAS, certain elements incorporated into the Improvements may provide benefit to only certain parties to the agreement and each parly agrees to pay the full costs of elements which are to their sole benefit; and,
NOW, THEREFORE, IT IS HEREBY AGREED as follows:
Section L Definitions
The following def,rnitions apply to terms used in this amendment:
"days" - means calendar days unless otherwise stated
"direct project costs" - includes all costs incurred by the lead agency specifically to implement and complete construction of project Improvements, including construction contractor costs, professional consultant costs, cost of compliance with mitigation measures, and staff costs of the lead agency. In addition, direct project costs includes any liability the lead agency incurs in prosecuting the project work and any claims adjusting, claims investigation, and costs incured in defending claims (including reasonable Page2 of 13 Version 2.0 214lI4
attorney fees) brought by any contractor or third party for damages arising out of the prosecution of the project work.
"lead agency" - the agency responsible for performance of tasks required to implement and complete construction of Improvements, or a portion thereof, on behalf of all parties, including tasks such as obtaining and overseeing construction contractors and professional services.
"partner agency" - those agencies not serving as lead agency "staffcosts" -the actual costs incurred by lead agency stafffor hours spent in direct participation in activities to implement the construction of the Improvements.
Section 2. Cr)¡stal Springs/El Cerrito Trunk Sewer Improvements The CDO Provision I.A. requires that the Crystal Springs/El Cerrito Trunk Sewer Improvements (the "Improvements") be completed by September 11,2015. The scope of the required work is one continuous segment of sewer trunk, approximately four miles long, with an estimated total project cost of $27,000,000 including design, environmental teview, construction and staff costs. The upstream limit of work is the intersection of Crystal Springs Road and Woodridge Road in the Town of Hillsborough, and the down stream terminus is at the intersection of Sunnybrae Boulevard and South Idaho Street in the City of San Mateo.
The Improvements consist of two segments:
a. Crystal Springs/El Cerrito Trunk Sewer Phase II (the "Phase II Project").
The upstream limit of the Phase II Project is located at the intersection of Crystal Springs Road and Woodridge Road in the Town of Hillsborough, and the downstream limit is the point of connection with the City of San Mateo's El Cerrito Meter at the City of San Mateo city limits near the intersection of
El cerrito Avenue and Gramercy Drive. The phase II project is approximately two miles in length, and will increase the capacity of the sewer trunk lines located in Crystal Springs Road and El Cerrito Avenue. The estimated cost of the Phase II project is $12,000,000 including design, environmental review, construction, and staff costs.
b. El Cerrito Relief Line Project (the "Relief Line project"). Theupstream limit of the Relief Line Project is the point of connection of the Phase II Project with the City of San Mateo's El Cerrito Meter at the City of San Mateo city limits near the intersection of El Cenito Avenue and Gramercy Drive, and the downstream limit is located at the intersection of Sunnybrae Boulevard and South Idaho Street in the City of San Mateo. The Relief Line Project is approximately two miles in length and involves altering the current sewer system to accept additional flows from the Crystal Springs / El Cenito trunk line during wet weather. The estimated cost of the Relief Line project is $15,000,000 including design, environmental review, construction, and staff costs.
Section 3. Financial Participation
A. All financial participation requirements established in the First and Second Amendments shall remain in force and are not modihed by this Amendment.
B. The City, County, District and Town shall each be responsible for the independent funding of its portion of the direct project costs. In the event of an annexation, merger, or other acquisition, the successor entity shall be responsible for the amounts owned by the entity that is acquired by annexation, merger, or other means and the percentage owned by the acquired entity under Section 3C shall be added to the percentage owed by the acquiring entity following acquisition.
C. The portion of the directproject costs to be paid by each agency for construction of the Improvements shall be determined by the estimated Peak Wet V/eather Flow (PV/V/F) generated from each agency's sewage area.
The PWWF estimated in the May 2010 Sewer System Flow Monitoring and Hydraulic Modeling study authored by RMC Water and Environment, will be used for the purpose of allocating each party's proportional share of the direct project costs related to the CDO-mandated capital improvements (i.e., the Phase II Project and the Relief Line Project). This study was jointly commissioned by the City, County, District and Town.
Based on the conclusions in the RMC study, each party's share of the direct project costs, including design, environmental review, construction and staff costs described in this amendment, based on the PV/WF, are as follows:
City:
County:
District:
Town:
6%
6%
37%
5t%
Section 4. Lead Agency
a) The Phase II Project.
The Town of Hillsborough will serve as the lead agency for the construction of the Phase II Project.
b) The Relief Line Project
The City of San Mateo will serve as the lead agency for construction of the Relief Line Project.
Section 5. Financial Commitments
A' Each partner agency shall deposit its share of the estimated direct project costs with the lead agency in accordance with Section 5.C. Such deposit shall be made within 30 days of request for funding sent by the lead agency to each party. Such funding requests shall include an itemized description of the estimated staff and project costs for which the request is made, along with the calculation showing each party's proportional share in accordance with the percentages stated in Section 3 above. Failure of any partner agency to provide funding within 30 days of a request from the lead agency will constitute a breach of this Agreement, and may result in a cessation of work on the project. If a party breaches this agreement by failing to make a required deposit within the time described herein, that party shall bear costs resulting from the breach, including any damages resulting from the cessation of work on the project.
B' Fund deposits and payments for costs incurred for the Improvements shall be made directly and without offset for any other financial obligations of the parties.
C. Each party shall pay the following amounts calculated in accordance with Section
3. above:
a) The Phase II Project.
Prior to advertisement of a contract(s) for construction of the Phase II Project, each partner agency shall: 1) provide written evidence to the Town confirming, to the satisfaction of the Town, that funding for its share of the estimated total construction phase direct project cost has been secured, and 2) deposit with the Town an initial deposit equal to 25o/o of its respective proportional share of the estimated total construction phase direct project cost. Such initial deposit shall be calculated based on the Engineer's Estimate of Construction Cost and associated estimated staff and consultant support costs for the construction phase. The Town will issue a funding request for each party's initial deposit amount at least 30 days
prior to the proposed contract advertisement date. Town will not advertise the construction contract(s) until the proportional shares of the initial construction phase deposit amount are received from all parties. Failure of any party to provide the additional funding deposit within 30 days of the request will constitute a breach of this Agreement and may result in the postponement of contract advertisement. Funds deposited pursuant to this Section 5 (C)(a) shall be used by the Town to pay the cost of construction of the Phase II Project, except as provided in Section 5.C.c), below.
Upon receipt from each partner agency of the initial deposit and satisfactory evidence that funding is secured for the construction phase, the Town, as lead agency, will take appropriate actions to advertise, bid, and award the construction contract(s) and issue Notice to Proceed with Construction. Following issuance of contract advertisement, Town shall invoice each Partner Agency monthly for its respective proportional share of actual direct project costs incurred by Town during the calendar month preceding the invoice. Any invoice not paid with 30 days shall bear interest at the rate of 3%o and may result in cessation of work on the project in accordance with Section 5.4.
The deposit amount is subject to change by the Town at any time as needed to manage and complete the construction work without Town incurring costs in excess of the unexpended deposit balance on hand at the time the costs are incurred. Costs are incurred and funds are considered expended at the time the work if performed. Town will issue a funding request to each party periodically as needed to increase each party's deposit amount to cover estimated expenditures to complete construction. Failure of any party to provide the additional funding deposit within 30 days of the request will constitute a breach of this Agreement and may result in the cessation of all work on the project, including work by consultants or construction contractor(s). Costs incurred as a result of a stop work notice to the contractor shall be borne by the partner(s) which failed to provide timely payment.
Payments to the consultant(s) and contractor(s) shall be made by Town out of the funds deposited by the parties. If the total funds collected exceed the actual direct project costs upon completion of construction, Town shall refund the balance to the parties in accordance with the percentages in Section 3 above. If the funds collected are insufftcient to cover the actual direct project costs, Town shall invoice each party for the additional cost in accordance with the percentages in Section 3 above.
b) The Relief Line Project
Prior to advertisement of a contract(s) for construction of the Relief Line Project, each partner agency shall: 1) provide written evidence to the City confirming, to the satisfaction of the City, that funding for its share of the estimated total construction phase direct project cost has been secured, in the form of a State Revolving Fund loan or otherwise, and 2) deposit with the City an initial deposit equal to 25% of its respective proportional share of the estimated total construction phase direct project cost. Such initial'deposit shall be calculated based on the Engineer's Estimate of Construction Cost and associated estimated staff and consultant support costs for the construction phase. The City will issue a funding request for each party's initial deposit amount at least 30 days prior to the proposed contract advertisement date. City will not advertise the construction contract(s) until the proportional shares of the initial construction phase deposit amount are received from all parties. Failure of any party to provide the additional funding deposit within 30 days of the request will constitute a breach of this Agreement and may result in the postponement of contract advertisement.
Upon receipt from each partner agency of the initial deposit and satisfactory evidence that funding is secured for the construction phase, the City, as lead agency, will take appropriate actions to advertise, bid, and award the construction contract(s) and issue Notice to Proceed with Construction. Following issuance of contract advertisement, City shall invoice each Partner Agency monthly for its
respective proportional share of actual direct project costs incurred by City during the calendar month preceding the invoice. Any invoice not paid with 30 days shall bear interest at the rate of 3Yo and may result in cessation of work on the project in accordance with Section 5.4.
The deposit amount is subject to change by the City at any time as needed to manage and complete the construction work without City incuning costs in excess of the unexpended deposit balance on hand at the time the costs are incurred. Costs are incurred and funds are considered expended at the time the work if performed. City will issue a funding request to each party periodically as needed to increase each party's deposit amount to cover estimated expenditures to complete construction. Failure of any party to provide the additional funding deposit within 30 days of the request will constitute a breach of this Agreement and may result in the cessation of all work on the project, including work by consultants or consttuction contractor(s). Costs incurred as a result of a stop work notice to the contractor shall be borne by the partner(s) which failed to provide timely payment.
Payments to the consultant(s) and contractor(s) shall be made by City out of the funds deposited by the parties. If the total funds collected exceed the actual direct project costs upon completion of construction, City shall refund the balance to the parties in accordance with the percentages in Section 3 above. If the funds collected are insufficient to cover the actual direct project costs, City shall invoice each party for the additional cost in accordance with the percentages in Section 3 above.
c) Town State Revolving Funding
The parties acknowledge that Town is applying for State Revolving Fund ("SRF,') funding in an amount up to 100% of the estimated cost of Phase II. If funding in such amount is granted, Town reserves the right to apply such funds entirely to the construction costs for Phase II, which will result in Town paying more than its 51% share. In such event, the other parties hereto shall reimburse Town in an amount equal to 49o/o of such construction costs, each in the ratio which its percentage share bears to 49. Reimbursement shall be made from funds deposited by such parties in accordance with section 5.C.a. In the event that SRF funding is received after expenditure of any or all of funds deposited in accordance with Section 5.C.a. shall have been expended for construction costs for Phase II, such SRF funding shall be deemed to have been applied to such costs and the funds deposited in accordance with Section 5.C.a., up to the amount of such SRF funding, shall be deemed to be applied to reimbursement of payments for such costs.
Section 6. Project Coordination
Town shall not be obligated to commence construction on the Phase II project until City has given its contractor a Notice to Proceed on the Relief Line project.
Section 7. Ownership
The portion of the Improvements that are within the boundaries or corporate limits of the Town shall be owned by the Town, and that portion of the Improvements that are within the boundaries or corporate limits of City shall be owned by City.
This Third Amendment shall not affect the allocation of costs for treatment, capital improvements, or other services under the 1989 Agreement. Except as modified herein, the terms of the 1989 Agreement shall continue in full force and effect.
CITY OF SAN MATEO
Section 8. Survival
In the event that the 1989 Agreement is
provisions of this Third Amendment shall
the Improvements.
Section 9. Limitations
AS TO FORM:
Shawn M. Mason
ATTEST:
APPROVED AS TO FORM:
¡/
Brian Wong
County Counsel
terminated or found to be unenforceable, the
remain in effect as the funding mechanism for
?aart þss
Mayor
JPtoPatrice
City Clerk
COUNTY OF SAN MATEO
tbie, County Manager
Version 2"0 2/4114
CRYSTAL SPRINGS COI-INTY
SANITATION DISTRICT
Doputy Clerk ofthe District
APPROVED AS TO FORM:
APPROVED AS TO FORM:
ie, Clerk of the Board,
Goveming Board of the District
TOWN OF HILLSBOROUGH
Version 2.0 2l4ll4
Certificate of Delivery
(GovemmenJ Code Section 25103)
I certify that a copy of the original document filed in the Offise of the Clerk of the Board of Supervisors of San Mateo County has been delivered to the President of the Board of Supervisors.
Version 2.0 A4114
This page left intentionally blank
SSMP
ELEMENT 3 – LEGAL
AUTHORITY APPENDIX 3.3
2022 Town of Hillsborough
Capital Cost Agreement
INTERIM AGREEMENT FOR PAYMENT OF CAPITAL COSTS
OF CLEAN WATER PROGRAM PROJECTS
This Interim Agreement for Payment of Capital Costs of Clean Water Program Projects (this “Interim Agreement”) is entered into by and between the City of San Mateo (the “City”) and the Town of Hillsborough (“Hillsborough”) and is based on the following:
A. The City and Hillsborough are parties to a Sanitary Sewage Agreement entered into as of July 18, 1989 (the “1989 Agreement”). The County of San Mateo (the “County”) and the Crystal Springs County Sanitation District (the “District”) are also parties to the 1989 Agreement. The 1989 Agreement has been the subject of three prior amendments. The 1989 Agreement governs the operation of certain shared facilities for the transportation and treatment of sanitary sewage, allocation of costs for maintenance and improvement of the shared facilities, and allocation of treatment costs.
B. The wastewater generated by the City, Hillsborough, the County, and the District is subject to regulation under a National Pollution Discharge Elimination System permit (the “NPDES permit”).
C. The City, Hillsborough, the County, and the District are subject to Cease and Desist Order R2-2009-0020, which required certain improvements to the shared facilities.
D. The City has begun construction on a comprehensive suite of capital improvements referred to as the “Clean Water Program,” including capital improvements to the sewage treatment plant owned by the City and Foster City and operated by the City (the “Wastewater Treatment Plant” or “WWTP”).
E. The City, Hillsborough, the County, and the District have been negotiating a fourth amendment to the 1989 Agreement to allocate capital costs for the Clean Water Program and provide for the installation of a new meter along Polhemus Road. The fourth amendment has not been finalized. The City, County, and District continue to discuss terms unrelated to Hillsborough which need to be resolved in order to finalize the fourth amendment.
F. Hillsborough acknowledges its responsibility to pay for its share of the capital costs of the Clean Water Program and is willing to make payments toward such capital costs on an interim basis until the fourth amendment is finalized. Hillsborough’s Percentage Share consists of Project Costs incurred by City beginning in October 2014 through the completion of construction of Clean Water Program Projects.
G. The City desires to receive the interim payment of capital costs from Hillsborough and cooperate on other procedures between the two agencies until the fourth amendment can be finalized.
Now, therefore, for good and valuable consideration, the City and Hillsborough agree as follows:
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DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580
AGREEMENT
Section 1. Definitions
The following definitions apply to the terms used in this Amendment. “Clean Water Program” means the suite of capital improvement projects to the City’s sewer collection system and WWTP that are necessary for capacity assurance and reliability, and to meet regulatory compliance requirements contained in the Cease and Desist Order and NPDES permits.
“Clean Water Program Projects” means those projects listed in Exhibit A which provide a benefit to Hillsborough and for which Hillsborough and others will be responsible for a share of capital costs.
“District Meter” means the existing meter located along Polhemus Road owned and maintained by the District which currently measures flows from the Polhemus Trunk Sewer from the City/County/District and into the Crystal Springs/El Cerrito Trunk Sewer. “Effective Date” means the date on which this Amendment is last signed by the parties. “El Cerrito Meter” means the flow meter installed at El Cerrito Avenue near Gramercy Drive, which measures sewage flows contributed by the City/Town/District/County. “Maximum Allowable Flow” means the maximum volume of wastewater, expressed in millions of gallons per day (MGD), that Hillsborough is authorized to convey through the El Cerrito Meter and the Yew/Borel Trunk Sewer. Based on a Technical Memorandum prepared by Jacobs as revised October 12, 2020, the Maximum Allowable Flows for Hillsborough is 7.1 MGD (Including 0.3 MGD for the Yew/Borel Trunk Sewer) for purposes of this Interim Agreement.
“Metered Flows” refers to the calculation of each party’s flows through various meters, as set forth in Section 5 (Calculation of Flows) of the 1989 Agreement. “New Polhemus Meter” means the meter to be installed by Hillsborough at or near Polhemus Road to measure flows coming into the Crystal Springs/El Cerrito Trunk Sewer from the Polhemus Trunk Sewer.
“Percentage Share” means Hillsborough’s share of Project Costs and is calculated by dividing Hillsborough’s Maximum Allowable Flow by the maximum capacity at which a collection system or treatment facility is designed to operate. The Percentage Share for various Project Costs is set forth in Exhibit A, and is subject to adjustment as set forth in this Interim Agreement. The general methodology for calculating the parties’ percentage shares based on Maximum Allowable Flows is illustrated in the excerpts from the Technical Memorandum DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 attached to this Amendment as Exhibit A-1; provided, that the provisions in the body of this Amendment shall control over the contents of Exhibit A-1.
“Project Costs” means all costs incurred by City to develop, finance, implement, and complete construction of Clean Water Program Projects, including costs of construction contracts, professional consultant services, material and equipment procurement, compliance with regulatory requirements and mitigation measures, real property acquisitions, legal services, finance and economic consultants, and staff costs. In addition, Project Costs include any liability the City incurs in performing the work associated with Clean Water Program Projects and any claims adjusting, claims investigation, and costs incurred in defending claims (including reasonable attorney fees) brought by any consultant, contractor or third party for damages arising out of the prosecution of the Clean Water Program Projects. “Project Costs” does not include components of the Clean Water Program which do not benefit Hillsborough and the costs for which are not allocated to it under this Interim Agreement.
Section 2. Interim Payment of Capital Costs
All financial participation requirements established in previous amendments to the 1989 Agreement and the 1989 Agreement remain in force and are not modified by this Interim Agreement.
City and Hillsborough acknowledge that City is responsible for acquiring financing for Clean Water Program Costs, and has done so through a line of credit, a series of sewer revenue bonds issued in 2019, and loans through programs administered under the Federal Water Infrastructure Finance and Innovation Act. City anticipates securing additional funding through additional sewer revenue bonds and/or the Clean Water State Revolving Fund program.
For purposes of calculating its payments under this Interim Agreement, Hillsborough’s Percentage Share of Project Costs shall be:
WWTP Project Costs 7.6%
Dale Avenue Pump Station Projects 8.2%
Underground Flow equalization System Projects 8.2%
Program Management Office 5.7%
Subject to Section 3 below, Hillsborough agrees to reimburse the City for Project Costs incurred in accordance with these percentage shares as follows:
Hillsborough will make an initial payment of $2,415,000.00, which shall be due and payable within 30 days of the Effective Date. Thereafter, Hillsborough shall make quarterly payments in accordance with Exhibit B (Scenario One – Full Flow) until this Interim Agreement is replaced with the fourth amendment or other permanent arrangement. These interim payments shall be in addition to the periodic charges for wastewater treatment services.
Exhibit B amortizes the remaining Project Costs after the initial payment on a 30-year basis.
Hillsborough may prepay its share of the remaining Project Costs, in whole or in part and DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 from time to time, without penalty. Hillsborough agrees it shall provide the City with at least 30 days advance notice should it intend to prepay any of its share of the remaining Project Costs in any amount exceeding the scheduled payments described in Exhibit B. Hillsborough and the City will thereafter amend Exhibit B accordingly to reflect Hillsborough’s said prepayment of its share of Project Costs over the remaining years of the original 30-year amortization period pursuant to Section 9 of this Interim Agreement.
Prior invoices for capital costs issued by the City to Hillsborough and any payments by Hillsborough for such costs have been incorporated into Exhibit B.
Hillsborough acknowledges the Percentage Share was developed using a hydraulic model of Hillsborough’s Maximum Allowable Flow and the design capacity of the facilities to be constructed as part of the Clean Water Program and intended to be used for capital planning over the course of the Clean Water Program. Hillsborough’s Percentage Share will remain unchanged, even if actual flows do not exceed Maximum Allowable Flow, except as detailed in Section 3.
The City shall provide an annual report to Hillsborough regarding the progress of the Clean Water Program including percentage of completion of components of the Clean Water Program and expected completion dates, Project Costs, interest rates, cost overruns, design changes, and other pertinent financial information. The report shall be provided within 60 days of the end of each fiscal year while the Clean Water Program Improvements are being constructed and at the end of the Clean Water Program.
Section 3. Alternative Allocation of Project Costs
The City agrees to provide for an alternative allocation of Project Costs that will apply under the circumstances described in this section.
If during the five years from the Effective Date the Metered Flows from Hillsborough at the El Cerrito Meter exceed the rolling average rate of 4.5 MGD (excluding the 0.3 MGD from the Yew/Borel Trunk Sewer) for any two-hour period, then Hillsborough’s share of Project Costs shall be determined pursuant to the provisions of Section 2. If during the five years from the Effective Date the Metered Flows at the El Cerrito Meter from Hillsborough never exceed the rolling average rate of 4.5 MGD for any two-hour period, then Hillsborough’s share of Project Costs shall be:
WWTP Project Costs 5.2%
Dale Avenue Pump Station Projects 5.6%
Underground Flow Equalization System Projects 5.6%
Program Management Office 3.9%
Hillsborough’s rolling average over a two-hour period shall be calculated by the City using the one-minute interval flow data of the preceding two hours recorded at the El Cerrito Meter, less the one-minute interval flows recorded at the District Meter (until the New Polhemus Meter has been installed and calibrated, and thereafter by the New Polhemus Meter) for the comparable period that accounts for the lag time between the two meters. The DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 calculations for these flows shall be verified by a third-party consultant acceptable to the parties.
Hillsborough agrees to pay the City its share of Project Costs as calculated pursuant to Section 2 beginning at the Effective Date of this Interim Agreement.
If Hillsborough’s share of the Project Costs is to be adjusted pursuant to the provisions of this section, Hillsborough shall make payments in the amounts as shown in Scenario II – Reduced at 5 Year of Exhibit B. Hillsborough will receive a credit for the amount by which the payments under Scenario I exceeded the amounts under Scenario II prior to adjustment, and this credit will be applied to payments due under Scenario II until exhausted.
The five-year period established under this Section 3 shall be carried forward in the fourth amendment or other modification of the 1989 Agreement.
Section 4. Metering
The parties acknowledge and agree that accurate measurement of flows is essential to the allocation of both Project Costs and treatment costs.
(a) The City is agreeable to a new permanent flow meter to be installed at a new, more level location near Polhemus Road as selected by Hillsborough, within Hillsborough’s municipal boundaries (the “New Polhemus Meter”). The New Polhemus Meter shall be owned by Hillsborough. The selection of the New Polhemus Meter will be recommended by a consultant acceptable to the parties. Hillsborough shall provide the plans and specifications for the New Polhemus Meter to the City for engineering review and approval. Approval shall not be unreasonably withheld by the City. Any comments or objections shall be provided to Hillsborough within 10 working days. If Hillsborough determines that installation of the New Polhemus Meter involves modifications to the District’s facilities, Hillsborough shall at its earliest opportunity inform the District and coordinate the modifications, including scheduling and design, with the District. The City shall not be responsible for any design, scheduling, or construction of modifications to the District’s facilities, if any are required. Hillsborough acknowledges it is solely responsible for satisfying all conditions for the installation of the New Polhemus Meter. Until the New Polhemus Meter is installed and calibrated, the current District Meter shall continue to be used as the meter of record for measuring Hillsborough’s flows and as a basis for billing treatment costs to Hillsborough under the 1989 Agreement. Once it is installed, the New Polhemus Meter will be calibrated to manufacturer’s standards and put into service and thereafter shall be the meter of record for Hillsborough’s flows and treatment costs for the duration of this Interim Agreement. Hillsborough will pay the cost of installing the New Polhemus Meter and the initial calibration. Thereafter, the City may utilize the District Meter for comparative purposes.
(b) Within 60 days of the Effective Date, the El Cerrito Meter will be calibrated to manufacturer’s standards by a consultant acceptable to the parties. Thereafter, the El Cerrito and New Polhemus Meter will be read and maintained by a third-party consultant acceptable to the parties. The City/District/County/Hillsborough shall have on-line access to the meter data from the El Cerrito and New Polhemus Meters on a real-time basis. Meter calibration records shall be DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 shared amongst the City/District/County/Hillsborough.
(c) Following the installation and calibration of the New Polhemus Meter and the calibration of the El Cerrito Meter, the meters shall be calibrated not less than annually and shall be replaced when recommended by the third-party consultant.
(d) Except as provided in Section 4(a)-(c) above, the cost of calibrating the El Cerrito and New Polhemus Meters shall be shared equally by the City and Hillsborough for the duration of this Interim Agreement. Maintenance and reading costs of said meters shall continue pursuant to the 1989 Agreement.
Section 5. Payment
Hillsborough agrees to pay its Percentage Share of Project Costs incurred by the City for Clean Water Program Projects. Hillsborough agrees to pay its Percentage Share of Project Costs to City in installments as set forth in Exhibit B for the duration of this Interim Agreement.
Installment payments will commence 30 days after the Effective Date and continue until the full amount of Project Costs and interest has been paid, not exceeding 30 years from the Effective Date, as provided in this Interim Agreement. The amount of the installments will be based on the cost estimates for the Clean Water Program Projects on the effective date of this Interim Agreement, plus interest based on the weighted average of any financing and refinancing obtained for the Clean Water Program Projects. Installment payment amounts will be reduced by the initial payment, as identified in Section 2, and by the amounts paid to the City by Hillsborough for the flow-based percentage of actual costs incurred in connection with Clean Water Program Projects during the period between October 2014 and the Effective Date. The installment schedules in Exhibit B shall be adjusted for differing interest rates when achieved.
Upon completion of construction of the Clean Water Program Projects, the City will recalculate the amount of the installments to reflect the final Project Costs, plus interest as provided in this section, and re-amortize these costs for the balance of time remaining in Exhibit B. Hillsborough acknowledges that the amount of the installments may increase or decrease based on actual Project Costs; however, in no case may the time for payment of the full amount of Project Costs and interest exceed 30 years from the Effective Date unless otherwise agreed for in any subsequent amendment or agreement.
The City and Hillsborough will meet and confer on any new projects in addition to those described in Exhibit A that will have a material effect on the Project Costs payable by them.
Section 6. Late Payment
For any amounts invoiced and not paid to the City within 60 days, Hillsborough agrees to pay to City a late charge equal to 1.5% of the overdue amount. This late charge is a reasonable sum that takes into consideration all the circumstances existing on the date of this Interim DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 Agreement and is a fair and reasonable estimate of the costs and expenses that will be incurred by City due to Hillsborough's failure to make timely payments. The parties agree that it would be impracticable or extremely difficult to fix the actual damages resulting to City from Hillsborough's failure to make timely payments.
Section 7. Payment Required During Dispute
The City and Hillsborough agree to comply with their respective obligations under this Interim Agreement, including full payment of Project Costs as invoiced, while resolution of any disputes under this Interim Amendment or the 1989 Agreement are pending.
Section 8. Survival
In the event that the 1989 Agreement is terminated or found to be unenforceable, the provisions of this Interim Agreement shall remain in effect as the funding mechanism for Hillsborough’s share of the Clean Water Program Projects as defined herein.
Section 9. Amendments and Amendment to Conform to New Agreement
In the event that the City agrees to financial terms with the District and/or County in a subsequent modification of the 1989 Agreement or another agreement that are more favorable than those set forth in this Interim Agreement, Hillsborough shall be entitled to the benefit of the same terms, which shall be applied retroactively and prospectively.
In the event Hillsborough prepays its share of Project Costs as described in Section 2 of this Interim Agreement, the City Managers of the City and Hillsborough are hereby authorized to amend Hillsborough’s payment schedule(s) as reflected in Exhibit B. Any other amendment to this Interim Agreement unrelated to the payment schedule shall continue to require approval from the parties’ respective legislative bodies.
Section 10. Limitations
The terms of the 1989 Agreement, as amended, shall continue in full force and effect, including its procedures for quarterly billing and annual reconciliation for operation and maintenance costs, except that the City and Hillsborough agree to modify their rights and obligations with respect to each other as provided in this Interim Agreement and do not intend to affect the rights or obligations of the County or District. This Interim Agreement shall not affect the allocation of costs for non-CWP capital improvement costs, or other services under the 1989 Agreement except as provided in Section 4.
This Amendment affects the cost allocation for the Clean Water Program as designed as of the Effective Date. Any future capital projects, including modifications to the WWTP or sewage transmission lines, shall be the subject of an amendment to the 1989 Agreement.
In the event of a conflict between the terms of this Interim Agreement and the terms of the 1989 Agreement, as amended, the terms in this Interim Agreement shall control.
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580
ATTEST: City of San Mateo
Patrice M. Olds
City Clerk
Drew Corbett Date
City Manager
APPROVED AS TO FORM:
Prasanna W. Rasiah
City Attorney
ATTEST: Town of Hillsborough
Lisa Natusch
City Clerk
Ann Ritzma Date
City Manager
APPROVED AS TO FORM:
Christopher Diaz
City Attorney
DocuSign Envelope ID: 6FDB9195-36C2-4B67-BC55-38F2D2FCD580 6/28/2022
6/29/2022
Exhibit A – Full Flow based Town/District/County Clean Water Program Project Costs with Percentage Share % EAC % EAC % EAC
469981
Program Management
Clean Water Program
(CWP)
Implementation of the CWP including establishment of the Program Management Office (PMO), management of staff and resources, Program Controls, construction management oversight, permitting, environmental documentation, document controls, change and risk management, and development and implementation of design guidelines and standards. 72,672,093$ 87.94% 63,907,839 $ 5.7% 3,642,746.80 $ 3.9% 2,492,405.70 $ 0.3% 191,723.52 $ 46T002
WWTP Immediate Action
projects (IAP) Package 1
Replacement, repair, and modification to provide redundancy of various existing Wastewater Treatment Plant (WWTP) components including rehabilitation and improvements to the secondary clarifiers and solids handling system, replacement of motor control centers (MCC), and SCADA system improvements 18,621,628$ 75.88% 14,130,091 $ 7.6% 1,073,886.94 $ 5.2% 734,764.75 $ 0.4% 56,520.37 $ 46T003
Nutrient Removal and
Wet Weather Flow
Management Upgrade
and Expansion Project
Construction of a new preliminary and primary treatment facility and the replacement of an existing secondary treatment process at the WWTP to elimina SSOs as directed by a Cease and Desist Order issued by the Regional Water Quality Control Board. State of the art technologies, including membrane bioreactor and biological nutrient removal will be used to operate in peak flows, as well as produce a high‐quality effluent, addressing requirements of the NPDES permit. The project includes a new administration building that will house the SCADA system, a new warehouse for equipment and parts storage, and the conversion of the existing aeration basin to an equalization basin. 540,176,708$ 75.88% 409,886,086 $ 7.6% 31,151,342.54$ 5.2% 21,314,076.47 $ 0.4% 1,639,544.34 $ 46T009 WWTP IAP Package 2
Replacement, repair, and modification to provide redundancy of various existing WWTP components including installation of bar screens and rehabilitation and improvements to the effluent pump station and solids handling system. 13,914,127$ 75.88% 10,558,040 $ 7.6% 802,411.01 $ 5.2% 549,018.06 $ 0.4% 42,232.16 $ 46T010 WWTP IAP Package 3
Replacement, repair, and modification to provide redundancy of various existing WWTP components at the effluent pump station including replacement of MCCs, variable frequency drives (VFD), valves, and HVAC equipment. 14,950,765$ 75.88% 11,344,640 $ 7.6% 862,192.68 $ 5.2% 589,921.31 $ 0.4% 45,378.56 $ 46T090
Annual Major
Components (Recurring
Project) – WWTP
An annual recurring budget, during the CWP, used to address priority projects including replacement, repair, and modification to provide redundancy to influent flow meters, the effluent pump station, dichlorination system, solids handling system, HVAC and odor control, site drainage, aeration basin blowers, primary sludge pumps, dewatering equipment, and electrical equipment. 8,826,138$ 75.88% 6,697,274 $ 7.6% 508,992.79 $ 5.2% 348,258.22 $ 0.4% 26,789.09 $ 469942 DAPS Wet Well
Rehabilitation
Repair and rehabilitation to allow for improved operation and reliability of DAPS including repair to concrete, relining of wet wells, replacement of existing gates, conduits, and piping, improvements for maintenance access, and improvements for operational flexibility. 1,744,140$ 100.00% 1,744,140 $ 8.2% 143,019.48 $ 5.6% 97,671.84 $ 0.4% 6,976.56 $ 46S003 Basin 2 & 3 ‐ DAPS
Improvements
Replacement of existing pumps and installation of VFDs to improve DAPS capacity and reliability, replacement of existing control panels and generator, modifications and enhancements to the SCADA system, and modifications and enhancements to wetwell. Rehabilitation of the existing forcemains. 29,629,424$ 100.00% 29,629,424 $ 8.2% 2,429,612.79 $ 5.6% 1,659,247.76 $ 0.4% 118,517.70 $ 46S003
Basin 2 & 3 –
Underground Flow
Equalization System
Construction of a 5.3 million gallon below grade tank for in‐system equalization storage at the San Mateo County Event Center, associated diversion sewers, force mains, and pump station 84,679,710$ 100.00% 84,679,710 $ 8.2% 6,943,736.23 $ 5.6% 4,742,063.77 $ 0.4% 338,718.84 $ TOTAL 785,214,733$ 632,577,244 $ 47,557,941 $ 32,527,428 $ 2,466,401 $ Notes
*Values are based on the Clean Water Program estimates as of April 2022 Shared SM Costs
with Regional
Customers
Town District CountyProject
Number
Project Name Project Description Estimate at
Completion*
San Mateo
Share (vs
Foster City)
Exhibit A – Reduced Flow based Town/District/County Clean Water Program Project Costs with Percentage Share % EAC % EAC
469981
Program Management Clean Water
Program (CWP)
Implementation of the CWP including establishment of the Program Management Office (PMO), management of staff and resources, Program Controls, construction management oversight, permitting, environmental documentation, document controls change and risk management, and development and implementation of design guidelines and standards. 72,672,093$ 87.94% 63,907,839 $ 3.9% 2,492,405.70 $ 2.6% 1,661,603.80 $ 46T002 WWTP Immediate Action projects
(IAP) Package 1
Replacement, repair, and modification to provide redundancy of various existing Wastewater Treatment Plant (WWTP) components including rehabilitation and improvements to the secondary clarifiers and solids handling system, replacement of motor control centers (MCC), and SCADA system improvements 18,621,628$ 75.88% 14,130,091 $ 5.2% 734,764.75 $ 3.4% 480,423.11 $ 46T003
Nutrient Removal and Wet Weather
Flow Management Upgrade and
Expansion Project
Construction of a new preliminary and primary treatment facility and the replacement of an existing secondary treatment process at the WWTP to eliminate SSOs as directed by a Cease and Desist Order issued by the Regional Water Quality Control Board. State of the art technologies, including membrane bioreactor and biological nutrient removal will be used to operate in peak flows, as well as produce a high‐quality effluent, addressing requirements of the NPDES permit. The project includes a new administration building that will house the SCADA system, a new warehouse for equipment and parts storage, the conversion of the existing aeration basin to an equalization basin. 540,176,708$ 75.88% 409,886,086 $ 5.2% 21,314,076.47 $ 3.4% 13,936,126.93 $ 46T009 WWTP IAP Package 2
Replacement, repair, and modification to provide redundancy of various existing WWTP components including installation of bar screens and rehabilitation and improvements to the effluent pump station and solids handling system. 13,914,127$ 75.88% 10,558,040 $ 5.2% 549,018.06 $ 3.4% 358,973.35 $ 46T010 WWTP IAP Package 3
Replacement, repair, and modification to provide redundancy of various existing WWTP components at the effluent pump station including replacement of MCCs, variable frequency drives (VFD), valves, and HVAC equipment. 14,950,765$ 75.88% 11,344,640 $ 5.2% 589,921.31 $ 3.4% 385,717.78 $ 46T090
Annual Major Components (Recurring
Project) – WWTP
An annual recurring budget, during the CWP, used to address priority projects including replacement, repair, and modification to provide redundancy to influent flow meters, the effluent pump station, dichlorination system, solids handling system, HVAC and odor control, site drainage, aeration basin blowers, primary sludge pumps, dewatering equipment, and electrical equipment. 8,826,138$ 75.88% 6,697,274 $ 5.2% 348,258.22 $ 3.4% 227,707.30 $ 469942 DAPS Wet Well Rehabilitation
Repair and rehabilitation to allow for improved operation and reliability of DAPS including repair to concrete, relining of wet wells, replacement of existing gates, conduits, and piping, improvements for maintenance access, and improvements for operational flexibility. 1,744,140$ 100.00% 1,744,140 $ 5.6% 97,671.84 $ 3.7% 64,533.18 $ 46S003 Basin 2 & 3 ‐ DAPS Improvements
Replacement of existing pumps and installation of VFDs to improve DAPS capacity and reliability, replacement of existing control panels and generator, modifications and enhancements to the SCADA system, and modifications and enhancements to wetwell.
Rehabilitation of the existing forcemains. 29,629,424$ 100.00% 29,629,424 $ 5.6% 1,659,247.76 $ 3.7% 1,096,288.70 $ 46S003
Basin 2 & 3 – Underground Flow
Equalization System
Construction of a 5.3 million gallon below grade tank for in‐system equalization storage at the San Mateo County Event Center, associated diversion sewers, force mains, and pum station 84,679,710$ 100.00% 84,679,710 $ 5.6% 4,742,063.77 $ 3.7% 3,133,149.28 $ TOTAL 785,214,733$ 632,577,244 $ 32,527,428 $ 21,344,523 $ Notes
*Values are based on the Clean Water Program estimates as of April 2022 Shared SM Costs
with Regional
Town District
Project Number Project Name Project Description Estimate at Completion*
San Mateo
Share (vs
Exhibit A-1 – Town of Hillsborough
DAPS
61 mgd
1. Flow includes Bay Meadows PS, Flint PS, and Mariners Island.
Minor
Parties
& City
Flow contributions through El Cerrito
Meter:
• Town = 6.8 mgd
• District = 4.8 mgd
• County = 0.4 mgd
• City = 0.9 mgd
TOTAL = 12.9 mgd
Town
WWTP
78 mgd
Town Flow from Yew / Borel= 0.3 mgd
Other City
Flows
4.8 mgd
1 Foster City
12.2 mgd UFES
Total Flow to DAPS & UFES = 86.2 mgd
12.9 mgd + 73 mgd + 0.3 mgd
City flows = 73 mgd
(Based on 2014 Master Plan)
Cost share for DAPS & UFES:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 = 6.8 𝑚𝑚𝑚𝑚𝑚𝑚 + 0.3 𝑚𝑚𝑚𝑚𝑚𝑚
12.9 𝑚𝑚𝑚𝑚𝑚𝑚 + 0.3 𝑚𝑚𝑚𝑚𝑚𝑚 + 73 𝑚𝑚𝑚𝑚𝑚𝑚 = 8.2%
Proportion of Flow from DAPS:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 = 8.2% ∗ 61 𝑚𝑚𝑚𝑚𝑚𝑚 = 5.0 𝑚𝑚𝑚𝑚𝑚𝑚
Cost share for WWTP:
𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 = 5.0 𝑚𝑚𝑚𝑚𝑚𝑚
78 𝑚𝑚𝑚𝑚𝑚𝑚 − 12.2 𝑚𝑚𝑚𝑚𝑚𝑚 = 7.6%
DAPS – Dale Avenue Pump Station
UFES – Underground Flow Equalization System
WWTP – Wastewater Treatment Plant
Mgd – million gallons per day
Exhibit B
Town of Hillsborough Clean Water Program Costs
Scenario I ‐ Full Flow
Years 1‐5 Years 6‐30
Max El Cerrito Flow (mgd) 6.8 4.5 4.5
Clean Water Program Costs1 47,557,941$ 47,557,941$ 32,527,428$ Clean Water Program Payments2 3,362,249$ 3,362,249$ 10,478,018$ Clean Water Program Contribution3 44,195,692$ 44,195,692$ 22,049,410$ Interest Rate4 3.50% 3.50% 3.50%
Installment Years 30 5 25
Annual Installment Payment (2,402,979)$ (2,402,979)$ (1,337,827)$ Payment Year
Annual Payment Amount Annual Payment Amount Annual Payment Amount 2022 (2,402,979)$
(2,402,979)$
2023
(2,402,979)$
(2,402,979)$
2024
(2,402,979)$
(2,402,979)$
2025
(2,402,979)$
(2,402,979)$
2026
(2,402,979)$
(2,402,979)$
2027
(2,402,979)$
(1,337,827)$
2028
(2,402,979)$
(1,337,827)$
2029
(2,402,979)$
(1,337,827)$
2030
(2,402,979)$
(1,337,827)$
2031
(2,402,979)$
(1,337,827)$
2032
(2,402,979)$
(1,337,827)$
2033
(2,402,979)$
(1,337,827)$
2034
(2,402,979)$
(1,337,827)$
2035
(2,402,979)$
(1,337,827)$
2036
(2,402,979)$
(1,337,827)$
2037
(2,402,979)$
(1,337,827)$
2038
(2,402,979)$
(1,337,827)$
2039
(2,402,979)$
(1,337,827)$
2040
(2,402,979)$
(1,337,827)$
2041
(2,402,979)$
(1,337,827)$
2042
(2,402,979)$
(1,337,827)$
2043
(2,402,979)$
(1,337,827)$
2044
(2,402,979)$
(1,337,827)$
2045
(2,402,979)$
(1,337,827)$
2046
(2,402,979)$
(1,337,827)$
2047
(2,402,979)$
(1,337,827)$
2048
(2,402,979)$
(1,337,827)$
2049
(2,402,979)$
(1,337,827)$
2050
(2,402,979)$
(1,337,827)$
2051
(2,402,979)$
(1,337,827)$
Total
(72,089,359)$ (12,014,893)$
(33,445,667)$
Total (45,460,560)$
1Estimated share of CWP project costs as of 4/2022 estimates; subject to change based on final actual costs. 3Share of CWP project costs less project payments.
4The final interest rate will be based on the weighted average of the financings and refinancings obtained for the CWP Projects. Debt service payments will be revised accordingly.
2Payments made toward the CWP project costs as of 2/18/22 + payment of $2,415,000 pending receipt. For the reduced flow scenario, the payments made account for extra principal paid in the first 1‐5 years.
Scenario II ‐ Reduced at 5yr
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SSMP
ELEMENT 3 – LEGAL
AUTHORITY APPENDIX 3.5
City of Belmont Agreement
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SSMP
ELEMENT 4 – OPERATIONS AND
MAINTENANCE PROGRAM
Appendix 4.1 – CCTV Standards
Appendix 4.2 – Sewer Pipe Cleaning
SOPs
Appendix 4.3 – PS Maintenance & Equipment
Appendix 4.4 – Sewer Maintenance Crew
Training
Appendix 4.5 – Manhole Inspection Program
Appendix 4.6 – Hot Spots and Leak
Detection Program
Appendix 4.7 – Dedicated Equipment and
Personnel
Appendix 4.8 – Collection System Maps and
Information
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SSMP
ELEMENT 4 – O&M PROGRAM
APPENDIX 4.1
CCTV Standards
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CITY OF SAN MATEO
Department of Public Works
Closed-Circuit
Television
Inspection
Manual
January 2014
SECTION 1 – INTRODUCTION Page
1.1 Manual Contents ....................................................................................................... 2
1.2 Importance of Television Inspection......................................................................... 2
1.3 Standardized Procedures and Codes ........................................................................ 2
1.4 CCTV Requirements Specific to San Mateo ........................................................... 3 SECTION 2 – PRE-INSPECTION ACTIVITIES
2.1 Site Assessment ....................................................................................................... 3
2.2 Counter Calibration .................................................................................................. 4
2.3 Public Notification / Access to Private Property ..................................................... 4
2.4 Safety ....................................................................................................................... 4 SECTION 3 – DATA COLLECTION/PERFORMANCE STANDARDS
3.1 CCTV Performance ................................................................................................. 5
3.2 CCTV Quality Standards ......................................................................................... 5
3.3 Record Keeping ....................................................................................................... 6
3.4 Digital Data Format & File Naming ........................................................................ 7
3.5 Screen Text .............................................................................................................. 8
3.6 Narration .................................................................................................................. 9
3.7 Special CCTV Procedures (Buried Manholes) ........................................................ 9 SECTION 4 – STANDARDIZED CCTV CODES
4.1 General Guidelines ................................................................................................... 10
4.2 Required Header Information .................................................................................. 10
Table 4.2-1 CITY Required CCTV Header Information .............................................. 10 Table 4.2-2 CITY Reasons for CCTV/Purpose of Survey Descriptions ...................... 12 Table 4.2-3 CITY Location Code Descriptions ............................................................ 13 Table 4.2-3.a San Mateo Truck Routes ......................................................................... 14
4.3 Camera Start and End Codes ................................................................................... 14
4.4 Continuous Defects .................................................................................................. 15
4.5 CCTV Observation Codes ....................................................................................... 15 SECTION 1 – INTRODUCTION
The City of San Mateo Department of Public Works (CITY) owns, operates and maintains the public sanitary sewer collection system and storm drainage facilities within the City of San Mateo. The CITY performs a thorough condition assessment of the public sewer mainlines and manholes on a five year schedule to adequately track the condition of these assets and plan for replacement prior to failure.
The information provided in this manual is intended to supplement any contractual requirements that bind a contractor performing this work for the CITY.
1.1 MANUAL CONTENTS
This manual includes the general procedures required to mobilize for, perform, and document conditions found while inspecting manhole and underground pipe utilities in the City of San Mateo utilizing closed circuit television inspection (CCTV). This manual is intended for use in conjunction with NASSCO Standards for sewer mainline, sewer lateral and sewer manhole condition assessment. Use of NASSCO instructions, methods of data capture and codes is required for CITY projects. Current NASSCO PACP and MACP certification of all CCTV operators is required for all contracted CCTV work. Nothing in this manual alters NASSCO standards or codes. This manual provides data collection and submittal procedural information specific to San Mateo.
1.2 IMPORTANCE OF TELEVISION INSPECTION
CITY has a primary responsibility to protect and maintain its facilities and to prevent sewage spills that could create public health hazards or damage to the environment. CCTV provides information about the condition of the pipes so they can be properly maintained, repaired, and/or replaced. CCTV information is used to schedule routine maintenance, identify critical repair/rehabilitation needs and prioritize these repairs, and establish budgets for rehabilitation, system improvements, spot repairs and large-scale projects. CCTV is also used to verify the quality of preventative maintenance cleanings, new pipe construction and pipeline rehabilitation.
Captured CCTV data will be used primarily for the following purposes:
Develop a condition rating for each line.
Provide follow-up maintenance and/or structural recommendations. Display results on a map.
Establish benchmarks to compare with future inspections of the same pipe.
1.3 STANDARDIZED PROCEDURES AND CODES
It is important for all CCTV inspections to be completed to a uniform standard. The use of uniform codes to describe conditions and defects allows the reviewer to gain a good understanding of the condition of a pipe and be able to assess deterioration of a pipe from one inspection to the next. All CCTV performed by CCTV contractors must be performed by NASSCO certified operators using current NASSCO
standards and coding system that can be found in current NASSCO documents. Video, still images and data shall be delivered to the City on a portable hard-drive for large scale projects or on digital video discs (DVDs) for small projects. The City shall specify the media storage type at the start of the contract.
Database shall be an unmodified NASSCO-PACP Certified Database.
For large sewer basin CCTV contracts, upon completion of the first 1000 LF, contractor shall submit data and video logs for review and acceptance prior to continuing work. For smaller contracts, project manager may request a submittal of a portion of the initial data capture. Requests made by CITY staff to alter the data and video collection process shall be adhered to for the remainder of the contract.
1.4 CCTV REQUIREMENTS SPECIFIC TO SAN MATEO
All CCTV contractors performing work for the City of San Mateo shall use NASSCO PACP Standards Version 6 or higher.
In addition to televising pipes, all manholes shall be panned with the video camera and visually inspected.
All contractors shall first upload the City of San Mateo sewer GIS layer information for use within CCTV software inside the CCTV vehicle prior to commencing work. Utilizing the GIS layer during CCTV operations will minimize data entry errors. If contractor confirms that information in the GIS data provided by CITY is inaccurate, such as pipe size, length, material or the flow direction inside the pipe (if PipeID has the upstream manhole and downstream manhole reversed), contractor shall make notations in the Additional Information Header field.
Contractor shall refer to table 4.2-1 for data matching of GIS fields with CCTV Header fields. Contractor shall follow NASSCO Header guidelines. Tables 4.2-1, 4.2-2 and 4.2-3 give additional information specific to the City of San Mateo for completing the header section. CITY requires CCTV data submittal on a portable external hard drive for large projects. DVD’s can be used for smaller projects as directed by the CITY. For CCTV contracts that cover a large sewer basin, pre-cleaning activities shall include use of hydro-cleaning as well as mechanical cleaning equipment where necessary to clear the pipe and allow video capture of the entire length of pipe.
Contractors providing CCTV following a completed pipe rehabilitation project must submit CCTV information for the entire length of pipe and follow all requirements of this Manual and NASSCO PACP standards.
Contractor shall follow CITY guidelines for buried manholes described in section 3.7. Contractor shall follow CITY guidelines for video Start and End points described in section 4.3. If contractor utilizes continuous defect coding, contractor shall ensure that the defect end code is entered at the appropriate footage and not at the end of the video run.
SECTION 2 – PRE-INSPECTION ACTIVITIES
This section includes basic information on pre-inspection activities including all activities required to assess the requirements for working at the job site, mobilize for the field and set up equipment before actually performing the CCTV.
2.1 SITE ASSESSMENT
It is important to be familiar with the CCTV project area; the location of sewer assets, direction of flow and access issues to sewers in public right-of-ways and in utility easements. Further, knowledge of historical sewer problems encountered in different areas of the City will help the contractor prepare for and mobilize appropriate hydraulic and/or mechanical equipment necessary to effectively clean sewer pipes for successful CCTV.
Blockage Removal -
CITY contracts for cleaning and CCTV work anticipate shifting the burden of removing blockages within sewer pipes (aside from structural issues) to the CCTV contractor. CITY crews are not to be dispatched except under extenuating circumstances and as directed by the CITY project manager. CCTV contractor shall utilize their own hydraulic and mechanical cleaning equipment to adequately clear and remove blockages if the traditional four passes with a hydraulic jet nozzle has failed to adequately clear and remove blockages.
Plugging or bypassing - Plugging or bypassing needs shall be determined by CITY project manager during project development unless otherwise specified in the contract Where projects call for flow control, contractor shall provide plans describing methods that will be used for plugging and bypassing.
During project work, Contractor shall obtain approval from the CITY project manager prior to initiating plugging or bypassing.
Large diameter pipes: Large diameter pipes often require special procedures for flow control, lighting, and camera travel or use of sonar equipment. Only CCTV crews with the appropriate equipment and training to perform large diameter pipe inspection should do so.
2.2 COUNTER CALIBRATION
The footage counter for the camera must be calibrated at least every two weeks during CCTV operations.
The footage counter must be accurate to 0.5 feet per 100 feet. The calibration is performed by checking the cable counter against a measured length of 400 feet. The date of last calibration should be recorded for every CCTV report.
2.3 PUBLIC NOTIFICATION – ACCESS TO PRIVATE PROPERTY
Property owners must be notified if access to property is required. CCTV contractors must follow the CITY prescribed easement access procedures for the project being performed and provide no less than 72 hour notification to residents prior to entering onto private property. Sample notifications will be provided by the CITY project manager. Notifications must include on-site contractor and CITY direct emergency phone numbers should residents experience sewer problems during the project.
2.4 SAFETY
CCTV operators and field crew shall all be thoroughly knowledgeable about the following documents describing procedures for activities related to CCTV:
Current GREENBOOK STANDARD SPECIFICATIONS FOR PUBLIC WORKS CONSTRUCTION sections including but not limited to the following sections:
o Section 7-10 – Public Convenience and Safety
o Section 500-1.1.4– Cleaning and Preliminary Inspection o Section 500-1.1.5– Television Inspection
Current CALTRANS STANDARDS for traffic control procedures when required by the City or CALTRANS.
Equipment owner’s manuals (for CCTV vehicle, Cleaning vehicle and cleaning tools and equipment operation, maintenance, and troubleshooting) . Software user’s manuals (for software operation, maintenance, and troubleshooting). For contracted work: Special Procedures (SP-) outlined in contract documents which refer to modifications or additions to sections in the Standard Specifications which have the same first numbers (e.g., 200-2).
Traffic Control and Safety - Traffic control is normally required to perform CCTV. GREENBOOK or CALTRANS STANDARD must be followed at all times. The City will determine whether the traffic control is adequate. Flashing lights must be used for all night work.
Atmospheric Testing - Atmospheric Testing must be performed even if entry into the manhole is not planned. This prevents personnel leaning over the manhole from being overcome by noxious gasses and allows emergency confined space entry if necessary. If the gas detector alarm sounds, contact a supervisor immediately.
NOTE: If the safety of field personnel or the public, or safe use of field equipment, is threatened at any time during the CCTV process, the field activities should be stopped and the site secured. If CITY field personnel are performing the CCTV, the supervisor should be notified immediately. If a CCTV contractor is performing the CCTV, the prime contractor and CITY’S project manager should be notified immediately.
SECTION 3 – DATA COLLECTION/PERFORMANCE STANDARDS
This section describes CCTV performance standards, including general information and definitions, quality standards, record keeping requirements, digital data formatting, appropriate screen text information and narration, and special CCTV procedures.
3.1 CCTV PERFORMANCE
CCTV performance includes the following:
Consistent use of NASSCO standard forms and codes
Uniform compliance with setup and inspection procedures Quality picture and audible records
Suitable camera speed, lighting, and panning
Accuracy when recording file names and electronic data
3.2 CCTV QUALITY STANDARDS
Camera Travel Speed: The speed of travel shall be slow enough to inspect each pipe joint, tee connection, structural deterioration, infiltration and inflow sources, and deposits. Camera speed should not, at any time, travel at a rate of more than 30 feet per minute. The camera speed should be steady or slower when recording features and defects.
Clarity: All video and still picture images must be clear and sharp. The camera operator should adjust focus, zoom, and lighting as needed to obtain a satisfactory image. The recorded image from the CCTV camera must be free of fog or haze in the pipe. If the camera lens becomes obscured with condensation, grease, scum, or debris, the camera should be removed from the pipe and cleaned.
Lighting: Lighting in the pipe should be such that the pipe is illuminated and there is a minimum amount of glare. Lighting should be adjusted as needed according to the size of the pipe to provide a clear picture of the entire periphery of the pipe for all conditions encountered.
Visibility: Where practical, CCTV inspections will be conducted in a manner that provides an unobstructed view of the entire pipe. Identifying structural defects is important as they influence the long-term integrity of the pipe. If debris or obstructions impede visibility, the pipe needs to be cleaned and camera inspection rescheduled. 85% to 100% of the inside of the pipe must be visible at all times for successful condition assessment. In some cases, nighttime work may be required in order to obtain appropriately low flow levels for CCTV. If maximum pipe wall visibility and sufficiently low flow levels cannot be obtained even at night, flow plugging and/or bypass pumping may be required. Plugging should only be performed under the direction and approval of the CITY. For new pipe construction acceptance inspection, nearly 100 percent of the circumference of the pipe wall circumference must be visible. A small amount of water will be introduced for purposes of sag identification.
Verification of Map Length: If a pipe’s map length (as indicated by the written distance shown on sewer or storm drain maps, plan sheets, or contained in GIS Field=LENGTH) and the CCTV video counter length differ by more than 5 feet, the field length should be verified by measuring between the centerlines of the manholes using a measuring tape or wheel.
3.3 RECORD KEEPING
Sewer Pipe Segment Reference Number (Pipe ID): The CITY has developed a standardized system for assigning unique identification numbers for each sewer pipe segment. This convention joins the upstream MH# with the downstream MH# separated with an underscore and omitting the dashes used within each manhole ID.
For example, a pipe with an upstream manhole ID of 431-08X and a downstream manhole ID of 410-22X would be:
43108X_41022X.
Should two pipes travel from one manhole to the same downstream manhole, the overflow pipe would be distinguished from the original pipe by replacing both “X” with “O” for overflow.
In NO instance should the PipeID be altered so that downstream manhole ID is listed first and upstream manhole ID listed after the underscore.
Utilization of this pipe identifier is extremely important as it assists staff link external data to GIS sewer mainline layers to analyze and display information.
CCTV Field Log: A field log is to be used by the CCTV crew (and cleaning crew if contracted for both clean and CCTV) to track daily work. This log should be returned with the completed fieldwork at the end of the day (by CITY employees) or when data are delivered (by contractors). Logs shall specify the date, number of persons working, and shall list the specific pipe segments cleaned or CCTV’d (PipeID’s), time spent per pipe segment and equipment used.
Portable External Hard Drive or DVD Submittal: Upon submittal, DVD’s and external hard drives shall become the property of the CITY.
Portable External Hard Drive or DVD Labels: All DVDs/External Hard Drives must be properly identified with the project number and/or name (provided by project manager). DVD’s must be labeled with the Pipe IDs of the inspections on the DVD.
3.4 DIGITAL DATA FORMAT & FILE NAMING
CCTV Software: Inspection software used by the contractor may be Wincam, POSM, or Granite XP.
Any other proposed software format must be approved by CITY project manager prior to any work being performed. CCTV contractors must provide the data in a format (unaltered PACP Version 6 or higher database) that will permit uploading to the CITY’s computerized maintenance management system.
CCTV Video: The full CCTV video must be captured in MPEG format. Other formats may be accepted but contractor must obtain approval from CITY project manager prior to any work being performed. In addition to televising pipes, all manholes shall be panned with the video camera and visually inspected.
Video File Naming: Video files should be named in accordance with the following convention:
UpstreamNodeID-DownstreamNodeID-mmddyy-F/R.mpg
For Sanitary Sewer Pipe Segments:
UpstreamNodeID = Upstream MH# (no dashes)
DownstreamNodeID = Downstream MH# (no dashes)
mmddyy is the date of the inspection
F or R indicates whether the CCTV direction is upstream-to-downstream (F) or downstream-to- upstream (R)
For example, the file name of a sewer pipe inspection conducted on August 13, 2011, starting at upstream manhole 431-08X and extending to downstream manhole 410-22X would be:
43108X-41022X -081311-F.mpg
For Storm Sewer Pipe Segments:
UpstreamNodeID = Upstream MH# or Catchbasin (CB)# (no dashes) DownstreamNodeID = Downstream MH# or CB# (no dashes)
mmddyy is the date of the inspection
F or R indicates whether the CCTV direction is upstream-to-downstream (F) or downstream-to- upstream (R)
For example, the file name of a storm pipe inspection conducted on August 13, 2011, starting at upstream storm catchabsin 12M-05 and extending to downstream storm manhole 12L-32 would be:
12M05-12L32-081311-F.mpg
If digital video files and data are to be copied onto a DVD, information shall be grouped in a logical manner (e.g., by area of inspection).
Still Picture Captures: Still images shall be captured similarly for all observed defects with a severe rating and/or as directed by CITY. In addition, additional still images should be captured every 100 feet to illustrate the typical condition of the pipe. Still images should be in jpeg format at least 640 x 480 resolution and should utilize the file naming convention as described below.
Picture File Naming: Still picture files should be named in accordance with the following convention where xxx is the footage location of the defect or observation (to the nearest foot).
UpstreamNodeID-DownstreamMH#-mmddyy-F/R-xxx.jpg
For example, the file name for a still image at footage 123.4 for the example inspection described above would be:
43108X-41022X-081311-F-123.jpg
If two or more images are captured at the same footage, add .a, b, etc. after the footage, e.g.:
43108X-41022X-081311-F-123a.jpg
43108X-41022X-081311-F-123b.jpg
Still image files are to be copied onto the same portable external hard drive or DVD as the corresponding video and data files for the pipe segment.
3.5 SCREEN TEXT
Start-up Screen Text: The following information shall be provided as text on the video recording at the start manhole prior to camera moving up the pipe. This text should be displayed for approximately 10 seconds or for the duration of the Start-up Narration, whichever is longer. Upstream and downstream node numbers –
or PipeID (GIS Field=FACILITYID)
Direction of camera travel
Location (GIS Field=UPMHLOC)
Date and time of day
Weather conditions
Pipe Diameter (GIS Field=DIAMETER)
Total length of pipe (as stated on plan sheets; or GIS Field=LENGTH) Pipe material (at start of pipe)
Depth of upstream and downstream manholes
CCTV company (or City of San Mateo if taken by San Mateo crews) Operator’s name (or CITY staff name if internal)
Running Screen Text: During CCTV, the running screen must include the following information. The display of this information must in no way obscure the central focus of the pipe being inspected. Running footage (distance traveled)
Upstream and downstream node numbers – or PipeID
End Screen Text. The end point of the inspected pipe segment should be indicated with screen text for approximately 10 seconds. The ending screen text should indicate:
Ending footage – footage from video counter
Date and time of day
Upstream and downstream node numbers – or PipeID
3.6 NARRATION
Language and Background Noise: The CCTV video recordings are part of CITY permanent records and should not contain inappropriate language, idle chatter, background noise, and discussions between the operator and other crew members.
Start-up Narration: A voice narration must be included in the video recording. This narration must include the following information at the beginning of each pipe segment:
Upstream and downstream MH#’s
Direction of camera travel
Depth of flow
Date and time of day
Weather conditions
Pipe size
Pipe material (at start of pipe)
Running Narration: All observations, including lateral taps (service connections) along the length of the pipe shall be narrated. Narration shall include a description of the observation and clock position, if applicable.
End Narration: At the conclusion of the inspection of a pipe segment, the operator should state the final CCTV footage and indicate that the CCTV of the pipe segment is complete. . If the survey is abandoned before completion of the pipe segment, narration shall state the reason the survey was abandoned.
3.7 SPECIAL CCTV PROCEDURES: MANHOLE MARKING/UNCOVERING
Buried Manholes
If the CCTV crew encounters a buried manhole, they should notify CITY project manager immediately.
Every effort should be made by contractor to locate and uncover, or locate and mark the location of the buried manhole. If unsuccessful in uncovering the manhole, CCTV may proceed through the buried manhole, however, a new file should be started, treating the CCTV inspection as a separate pipe segment from the initial pipe segment.
If it is not possible to CCTV through the manhole, and CCTV contractor has made every effort to uncover the manhole, contractor shall notify CITY that the manhole needs to be exposed in order to complete the inspection. After contractor has marked the location of the manhole, CITY project manager will identify whether contractor or CITY crews shall uncover the manhole.
SECTION 4 – STANDARDIZED CCTV CODES
This section covers the information and standard formats and codes required for completion of the CCTV.
This manual is intended for use as a complement to NASSCO Standards for sewer mainline, sewer lateral and sewer manhole condition assessment. When in doubt, refer to most recent NASSCO PACP binder.
4.1 GENERAL GUIDELINES
The following guidelines must be followed when completing the header section of the CCTV form:
If the CCTV extends through a manhole and spans more than one pipe segment, a new header form must be completed at the start of each subsequent pipe segment. If a reverse set-up is required because the CCTV in the downstream direction could not be completed, a new header form must be completed at the start of the reverse set-up CCTV. (In NO instance should the PipeID be altered so that downstream manhole ID is listed first and upstream manhole ID listed after the underscore).
4.2 REQUIRED HEADER INFORMATION
The header information contains pertinent data about the individual pipe being inspected. The header data entry is completed in the field to provide as much information as possible about the inspection work.
Table 4.2-1 lists required header information for each CCTV inspection and provides an explanation of appropriate responses to each item expected by the CITY.
Much of this information is stored in the CITY’s GIS sewer layers. Upload of San Mateo’s GIS layers will pre-populate much of this information. Adjustments to fields may be requested by the CITY at the start of the project once the initial data has been reviewed.
Table 4.2-1
CCTV HEADER INFORMATION
FIELD # TITLE ENTRY/COMMENTS
1 Surveyor’s Name (CCTV
Operator’s Name)
First and Last Name
1a Certificate Number Surveyor’s NASSCO Certificate # 2 System Owner “CITY OF SAN MATEO”
GIS Field = OWNER
3 Survey Customer “Engineering” or “Sewer Maintenance” – based on which Division is requesting the CCTV
4 Drainage Area The “Cleaning Area” as identified for each pipe Example: ”A1a”
GIS Field = CLEANA
5 Sheet Number If using hardcopy sheets for hand-recording – OR – Plan Sheet number on which the pipe is located.
6 P.O. Number Purchase Order # provided by project manager. 7 Pipe Segment Reference PipeID Example: 43108X_41022X GIS Field = FACILITYID
8 Date of Survey YYYYMMDD
9 Military Time – Beginning of
Survey
i.e. 13:30
10 Street Name and Number of
Upstream Manhole
GIS Field = UPMHLOC
10a City Name Most often “SAN MATEO”
11 Further Location Details Landmarks near MH. Example: near fence 12 Upstream Manhole Number Example 132-12X
GIS Field = UPSMH
13 Upstream Rim to Invert Measure in field. Feet + tenths of foot. 14 Upstream Grade to Invert Measure in field. Feet + tenths of foot. 15 Upstream Rim to Grade Measure in field. Feet + tenths of foot. 16 Downstream Manhole Number Example 132-13X
GIS Field = DWNMH
7 Downstream Rim to Invert Measure in field. Feet + tenths of foot. 18 Downstream Grade to invert Measure in field. Feet + tenths of foot. 19 Downstream Rim to Grade Measure in field. Feet + tenths of foot. 20 Use of Sewer Sewer=SS Forcemain=FM Storm=SW
GIS Field = USE_
21 Direction of Survey Upstream=U Downstream=D
22 Flow Control Not Controlled=N Plugged=P Bypassed=B
De-watered using Jet=D Lift Station=L
23 Size 1 (Diameter) Diameter of pipe
GIS Field = DIAMETER
24 Size 2 (Width) Mandatory use if pipe is not circular 25 Shape Most Often Circular=C
GIS Field = SSML_SHAPE
28 Pipe Joint Length Most common length of pipe segments in run 29 Total Length of Pipe Length Stated on Plan Sheets or:
GIS Field = LENGTH
30 Total Length Surveyed Actual length of pipe from footage counter 31 Year Constructed GIS Field = INSTALLDT YYYY
32 Year Renewed If known
33 Tape/Media Number If using multiple DVD’s
34 Purpose of Survey For CCTV contracts the cover an entire sewer basin, use “G” Capital Improvement Program Assessment. Otherwise, refer to Table 4.2-2 and ask project manager which code to use. 35 Sewer Category This will become mandatory after CITY defines the criticality for each pipe and provides this in the GIS.
36 Pre-Cleaning J=Jetting, H=Heavy/Mechanical Cleaning N=No Pre-cleaning, Z=Unknown
For CCTV contracts the cover an entire sewer basin, this shall be J or H.
36a Date Pre-Cleaned Mandatory for CCTV Contracts that require pre-cleaning. 37 Weather Mandatory to enter a PACP weather code for weather at time of inspection
38 Location Code Please refer to Table 4.2-3 for description of CITY utilization of NASSCO codes.
39 Additional Information Use as necessary. Mandatory to use if CCTV confirms inaccurate data in CITY GIS.
40 Work Order Number Provided by project manager if applicable. 41 Project Name of CCTV project – will be provided by project manager.
42 Pressure Value Minimum testing pressure specified/used during joint or lateral testing.
Tables 4.2-2 describes the CITY utilization of the NASSCO “Purpose of Survey” code. Contractor shall ensure the proper Purpose of Survey code is utilized. Project manager shall identify this code at pre- construction meetings or prior to start work.
Table 4.2-2
PURPOSE OF SURVEY
CODE DESCRIPTION CITY CODE DESCRIPTION
A Maintenance Related Use “A” when CCTV is performed to identify maintenance needs or evaluate effectiveness of
maintenance.
B Infiltration & Inflow (I&I)
Investigation
Use “B” when CCTV is performed specifically to see
where and how much I&I may be entering or affecting a
pipe.
C Post-Rehabilitation Survey Use “C” after a repair has been performed. Most repair contracts require post-repair survey. Follow all
requirements for CCTV of entire length of pipe.
D Pre-Rehabilitation Survey Use “D” when CCTV is performed prior to repair while confirming repair location and extent.
E Pre-Acceptance of New Sewers Use “E” when CCTV is performed on brand new sewers as part of CITY acceptance procedures.
F Routine Assessment Use “F” for CCTV is requested by CITY for storm assets or CCTV not involving a large sewer basin or any other
more appropriate codes.
G Capital Improvement Program
(CIP) Assessment
Use “G” for large sewer basin CCTV projects. This
CCTV is used specifically for developing the next years’ sewer CIP rehabilitation project.
H Resurvey for Any Reason Use “H” if directed by CITY to re-survey a line. Enter the original project name and reason for re-survey in the
Additional Information Header field.
V Reversal This code should not be used unless directed to by project manager. Upstream and Downstream directional
identifiers suffice.
Z Not Known This code should not be used unless directed to by project manager.
Tables 4.2-3 describes the CITY utilization of the NASSCO “Location” code. Contractor shall ensure the proper Location Code is utilized for each pipe.
Table 4.2-3
LOCATION CODE – Of sewer pipe being surveyed. (Not necessarily the same location as the start node)
CODE DESCRIPTION CITY CODE DESCRIPTION
A Main Highway - Urban The main highways in San Mateo are Hwy 101 and Hwy92. If a pipe repair would impact use of either of these highways, then use “A”.
B Main Highway - Suburban For NASSCO, main suburban highways are those roads that heavy good vehicles. Refer to Table 4.2-3a, San Mateo’s Truck Routes. Use “B” for pipes underneath these roadways.
C Light Highway For NASSCO, light highway streets are residential streets. Use “C” for pipes underneath any San Mateo roadways outside of those listed above.
D Easement / Right-of-Way For CCTV projects, use “D” for pipes that have the majority of their length within a private property easement.
E Woods In San Mateo, the only pipes that would be assigned code “E” would be the sewer mainlines running through Laurelwood Park.
F Sidewalk Some sewer pipes run along and underneath a sidewalk. “F” can be used in those situations.
G Parking Lot If the majority of the sewer pipe resides underneath a parking lot, use “G”.
H Alley Use “H” for any pipes located in public or private alleyways in San Mateo.
I Ditch This code would be used in very rare situations. Confirm with project manager prior to use.
J Building Use “J” only in the rare instance that the majority of a pipe runs underneath a building.
K Creek If a pipe repair would affect a waterway, use location code “K.” for example, the sewer pipes that run alongside the 19 th Ave Channel east of Hwy 101 highways would have location code “K”.
L Railway Use “L” for the handful of sewer pipes in San Mateo that cross underneath the railway. Also use “L” for sewer pipes adjacent to the railway that are also on railway property (parcels between S El Camino and Pacific Blvd just north and south of the 42nd Ave underpass).
M Airport There are no airports in San Mateo.
Y Yard San Mateo prefers the use of location code “D” for sewers in backyard easements. If no easement exists, “Y” may be used.
Z Other If “Z” is used, provide details in the Additional Comments field.
NOTE: For proper use of the Location Code “B”, please refer to this list of truck routes (next page) and/or obtain a Truck Routes Map from a project manager. Identifying sewers underneath heavily used roads will assist in determining the criticality for sewer repairs.
Table 4.2-3.a
CITY OF SAN MATEO TRUCK ROUTES
US 101 (Bayshore Freeway)
State Route 82 (El Camino Real)
State Route 92 (J. Arthur Younger Freeway)
2nd Avenue between South Humboldt Street and North Amphlett Boulevard East 3rd Avenue (J. Hart Clinton) from the easterly city limits to US 101 (between the hours of eight-thirty a.m. to four-thirty p.m. eastbound)
East 3rd Avenue between US 101 and South Claremont Street East 4th Avenue between US 101 and South Claremont Street 9th Avenue between El Camino Real and South Claremont Street 19th Avenue between South Delaware Street and Fashion Island Boulevard East 25th Avenue between El Camino Real and South Delaware Street 28th Avenue between Edison Street and El Camino Real
37th Avenue between El Camino Real and Edison Street
Bridgepointe Parkway between Baker Way and Bridgepointe Circle South Claremont Street between 3rd Avenue and 9th Avenue Concar Drive between Westbound SR 92 Ramps and Grant Street South Delaware Street between Garvey Way and 25th Avenue Edison Street between 28th Avenue and the Hillsdale Shopping Center Fashion Island Boulevard between 19th Avenue and Baker Way Franklin Parkway between US 101 and Saratoga Drive
East Hillsdale Boulevard between El Camino Real and US 101 East Hillsdale Boulevard between US 101 and easterly city limit South Humboldt Street between 2nd Avenue and 4th Avenue Kehoe Avenue between Northbound US 101 Ramps and South Norfolk Street (between the hours of six a.m. to six p.m. Monday through Friday)
Mariner’s Island Boulevard between Eastbound SR 92 Ramps and Fashion Island Boulevard South Norfolk Street between East 3rd Avenue and Fashion Island Boulevard (between the hours of six a.m. to six p.m. Monday through Friday)
The southerly side of Peninsula Avenue, between Bayshore Freeway and El Camino Real East Poplar Avenue between Southbound US 101 Ramps and Amphlett Boulevard Street Saratoga Drive between Franklin Parkway and East Hillsdale Boulevard
4.3 CAMERA START AND END CODES
The location at which the camera footage counter is set to 0.00 should be at the start of the pipe at the manhole or access point wall. Two codes shall always be entered at the start point:
1) the access point code along with the M ID# entered into the Remarks field, and 2) the water level code with the appropriate percentage for height of water in Value 1 field (to nearest 5%).
The point where the camera footage counter is stopped is at the end of the pipe at the (typically downstream) manhole or access point wall. Two codes shall always be entered at the end point:
1) the access point code along with the MH ID# entered into the Remarks field, and 2) the water level code with the appropriate percentage for height of water in Value 1 field (to nearest 5%).
4.4 CONTINUOUS DEFECTS
Contractor will follow NASSCO guidelines for continuous defects. If the camera goes under water, it cannot be assumed that the defect continues. The defect must be closed out where the camera first goes into the water.
4.5 – CCTV OBSERVATION CODES
The City uses NASSCO Version 6 or higher standard pipe observation codes.
SSMP
ELEMENT 4 – O & M
Program APPENDIX 4.2
Sewer Pipe Cleaning
Standard Operating Procedures
(SOPs)
City of San Mateo
CODE OF SAFE PRACTICES
Table of Contents
A Air Compressor and Pressure Vessel Safety
Air Gun Nozzle Safety
Air Rake and Vacuum Super Blower
Arrow Board, Trailer Mounted
Automatic External Defibrillators
B Backhoe
Barbeque
Blower, Backpack Operator
Boom Truck
C Cart and Hand Truck Safety
Chain and Sling Safety
Chip Hammering and Jack Hammering
Compressed Air, Shop Safety
Crack Sealing, Roadways
D Drill Press
Drill, Cord Drill
Drill, Cordless
Dump Truck
E Engine Hoist – Lift
F Facilities and Operations Staff
Fire Extinguishers – Portable
Floor Jack, 3 Ton
Forklift
Front End Loader, Tractor Loader
G Gas Powered String Trimmer and Brush Cutter Safety
Generator – Portable Electrical (Trailer Mounted)
Generator – Portable Gasoline
Grinders – Bench, Floor, and Hand
H Hedge Clipper (Gasoline Powered)
P Painting and Striping Units
Pavement Grinder
Pipe Threading Machine
Portable Welding, Arc
Pressure Washer Safety
Propane Tank Handling and Use
R Roller Compactor
S Saw – Chain Saw
Saw – Chop Saw Cut-off Safety
Saw – Concrete Saw
Saw – Reciprocating Saw
Spill Response Materials SPCC
Street Sweeper
Stump Grinder
V Vacuum Truck (Vac-Con)
Vibrating Soil Tamper Compactor
W Welding - Portable Oxygen and Acetylene
Welding – Portable Electric
Wheel Barrows
Wood Chippers
Working Near Vehicular Traffic