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HomeMy WebLinkAboutR-1996-061 Agree / Dames & Moore, Inc./Environmental AuditA RESOLUTION RESOLUTION NO. R - 96 - 81 Authorizing the execution of an agreement for professional engineering and consulting services between the City of Yakima, a municipal corporation, and Dames & Moore, Inc. 'WHEREAS, the City of Yakima is responsible for the protection of the environment and the safety of its employees and the public for the Yakima Water and Irrigation Division, and WHEREAS, several new State and Federal mandates including regulations under the Occupational Safety and Health Administration (OSHA), the Environmental Protection Agency (EPA) and several existing regulations require the City to perform specific work tasks WHEREAS, the City is required to conduct an environmental compliance audit and routinely maintain and develop numerous safety plans in accordance with State and Federal mandates WHEREAS, Dames & Moore, Inc., has been selected to provide professional services in response to the need to secure current safety plans and conduct an environmental audit and these services are in the best interest of the City of Yakima, now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Clerk and the City Manager are hereby authorized and directed to execute the attached and incorporated contract for professional consulting services with Dames & Moore, Inc , for the City of Yakima ADOPTED BY THE CITY COUNCIL this day of 7...,1996. ATTEST: Karen Roberts, City Clerk ,-;)./ Lynn Buchanan, Mayor DAMES & MOORE 1750 S.W. HARBOR WAY, SUITE 400, PORTLAND, OREGON 97201 (503) 228-7688 FAX: (503) 223-6083 May 1, 1996 Mr. Dueane Calvin City of Yakima 2301 Fruitvale Blvd. Yakima, Washington 98902 Proposal Focused Health and Safety Compliance Assessment City of Yakima Water and Irrigation Department Yakima, Washington Dear Mr. Calvin: Dames & Moore is pleased to present the following proposal for a Focused Health and Safety Compliance Assessment of the City of Yakima Water and Irrigation Department. This proposal is being presented at your request and includes a scope of work based on our April 24, 1996 meeting. It is our understanding that you are requesting assistance in determining the Health and Safety regulations applicable to the Water and Irrigation Department operations, assessing current compliance with those regulations, and developing recommendations for corrective actions, if necessary, to bring Department operations into compliance. Dames & Moore's compliance assessments are structured to achieve the objectives identified by our clients, and to address the programs of concern at their facilities. Based on our observations during our site visit and discussions with facility personnel, we have identified the following general Health and Safety Regulatory Program areas potentially applicable to your operations: • General Occupational Safety and Health Act (OSHA/WISHA) Hazard Communication Respiratory Protection Confined Space Entry Control of Hazardous Energy (Lock Out/Tag Out) Fall Protection Accident Prevention Personal Protective Equipment Hearing Conservation Emergency Action Plan Hazardous Waste Operations and Emergency Response OFFICES WORLDWIDE DAMES & MOORE Mr. Dueane Calvin City of Yakima May 1, 1996 Page 2 The objectives of our compliance assessment will be to: • Identify federal and state health and safety regulations that apply to Department activities • Assess compliance with the above referenced regulations • Provide recommendations for corrective actions to address the identified issues of concern To meet these objectives, Dames & Moore proposes the following scope of services: SCOPE OF SERVICES Our proposed technical approach is divided into three individual tasks. This proposed approach has proven successful on similar projects. Task 1. - Review of Background Data and Pre -Audit Questionnaire Dames & Moore will gather and review the applicable federal and state regulations related to the Health and Safety Program areas to be assessed. A copy of these regulations will be made available to the Water and Irrigation Department upon request. Dames & Moore will prepare a Pre -Audit Questionnaire to address the specific environmental program areas applicable to the Water and Irrigation Department. The Pre -Audit Questionnaire supplies information to auditors through a series of questions on health and safety matters. It also requests copies of certain background documents such as facility plans, training programs, process flow charts, and environmental permits. The Pre -Audit Questionnaire will be provided to Water and Irrigation for completion prior to scheduling the site visit portion of the assessment. Dames & Moore will be available to answer questions and assist in questionnaire completion. The Dames & Moore assessment team will review the completed questionnaire, relevant plans, programs and permits prior to conducting our site visit. Task 2 - Site Visit Prior to conducting the site tour, a kick-off meeting will be held with the designated Department personnel and the Dames & Moore assessment team. Assessment objectives, schedule, logistics and other relevant issues will be discussed. DAMES & MOORE Mr. Dueane Calvin City of Yakima May 1, 1996 Page 3 The onsite portions of our compliance assessments constitute a review of Department Health and Safety Management practices. The auditor will examine pertinent files and records, interview facility personnel, observe operations, and conduct a tour of the areas of Department responsibility. Our goals in conducting our assessments are to be objective, thorough, systematic, accurate, and professional. At the completion of the site visit portion of the assessment, a close-out meeting will be held with Water and Irrigation personnel to discuss preliminary assessment findings. Task 3 - Report Preparation Following the onsite portion of the assessment, Dames & Moore will prepare a Draft Report documenting the assessment objectives and scope, the steps taken to complete the assessment, an evaluation of facility compliance with applicable regulations, and recommendations for corrective actions, if necessary. The Draft Report will be provided to Water and Irrigation for review and comment. Upon receipt and incorporation of your comments, two copies of the Final Report will be provided. SCHEDULE Dames & Moore is prepared to begin work on this project within two weeks of your signed authorization to proceed. Tasks 1 and 2 should be completed within two weeks of authorization and receipt of the completed pre -audit questionnaire. In most cases, the Draft Report can be provided within two weeks of the site visit. The Final Report will be provided within one week of receipt and discussion of Draft Report comments. PROFESSIONAL FEES Dames & Moore anticipates performing the scope of services outlined in this proposal on a time - and -materials basis in accordance with our existing contract with the City of Yakima. A breakdown of our estimated professional fees for performing the above mentioned services is provided below: TASK 1 - BACKGROUND REVIEW $600 TASK 2 - SITE VISIT $1,250 TASK 3 - REPORT PREPARATION $2,000 TOTAL ESTIMATED COST $3,850 DAMES & MOORE Mr. Dueane Calvin City of Yakima May 1, 1996 Page 4 A detailed cost estimate is included as an attachment to this proposal. We will not exceed the budget estimate without prior approval from the Water and Irrigation Department and the City of Yakima. Our work will be performed, our findings obtained, and recommendations prepared in accordance with generally accepted environmental science and engineering practices at the time our work is done. TERMS AND CONDITIONS Dames & Moore anticipates performing the scope of services described in this proposal in accordance with the terms and conditions of our existing Agreement between the City of Yakima, Washington and Dames & Moore, Inc. for Professional Services dated August 16, 1995 as amended December 1, 1995. AUTHORIZATION Written authorization is necessary before we begin work. This can be accomplished by returning one of the enclosed proposals to us with your signed authorization either via U.S. mail, overnight delivery or by courier. Please retain one copy of the proposal for your records. Dames & Moore appreciates the opportunity to offer this service to the City Water and Irrigation Department. Please do not hesitate to contact us at (503) 228-7688 should you have questions regarding our proposal or if we can be of any further assistance. Sincerely, DAMES & MOORE, INC. Carla C. Minor Project Manager Regulatory Compliance and Permitting Kim L. Marcus Principal WP\005\08299\97/CCM:KLM:iih Mr. Dueane Calvin City of Yakima May 1, 1996 Page 5 DAMES & MO ORE AUTHORIZATION CONFIRMATION The scope of services and contractual conditions as described in this proposal are acceptable and Dames & Moore, Inc. is authorized to proceed. Issuance of a purchase order and/or your signature in the block provided herein will be considered as authorization to proceed. However, the terms and conditions presented herein will govern this agreement. By (Signature)* Attest: Karen S. Roberts, CMC For 04. YA,K, 1:v1 (Company)* (Date) CITY CONTOAST aoc - c/ G - 3,g RESOLVES lIAc —_� * Individual with authority and company responsible for payment for Dames & Moore's services. Dick Zais, City Manager (Printed) s/a j9/6. Date BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. l 3 Meeting of 5-21-96 ITEM TITLE: Contract for proposal to provide Environment Compliance Audit and Safety Program Development for the Water and Irrigation Division SUBMITTED BY: Dueane Calvin, Water/Irrigation Manager Glenn Rice, ACM CONTACT PERSON/TELEPHONE: Dueane Calvin, Water/Irrigation Manager Phone 575-6154 SUMMARY EXPLANATION: Staff respectfully requests City Council to approve the attached resolution authorizing the City Manager to execute the accompanying contract with Dames & Moore of Spokane, Washington, to perform a Health and Safety Compliance Assessment for the Water and Irrigation Division. A "Health and Safety Assessment " will determine the applicable regulations, assess the current compliance with those regulations, and develop recommendations for corrective actions, if necessary, to bring the Division's operations into compliance. The need for this assessment came to light through our continued interaction with Dames & Moore at the Public Works Complex and also at the Water Treatment Plant. ... accompanying documents ... Resolution _ Ordinance Contract Other (specify) Funding Source APPROVED FOR SUBMITTAL: = City Manager STAFF RECOMMENDATION: Approve resolution authorizing the City Manager to execute the accompanying contract from Dames & Moore of Spokane, for a Health and Safety Compliance Assessment for the Water and Irrigation Division. COUNCIL ACTION: Resolution adopted. Resolution No. R-96-61 Environmental Health and Safety (EHS) Regulations have changed drastically over the last several years. As a result of these changes, itwas necessary to conduct an EHS Compliance Audit at the Wastewater Treatment Plant, and at the Public Works facility, and the Pools: these are currently in progress. Additionally, the Water and Irrigation Division has many requirements that are common to the general construction industry, and some aspects that are special to our line of service, such as confined spaces, high pressure systems, electrical systems, public safety, etc. The Water and Irrigation Divisions need to have an assessment completed for the same reasons and requirements as the Water Treatment Plant and Public Works. A proposal to conduct an EHS assessment for the Water and Irrigation Division has been requested and received from Dames & Moore. Dames & Moore are the consultants that the Water Treatment Plant utilized and they are also conducting the assessment at Public Works. The proposed cost for the audit for the Water and Irrigation Division is $3,850.00 (see attached proposal). This project was not budgeted by the Water and Irrigation Division for 1996 Budget Year. To stay in compliance with EHS Regulations, it must be completed this year. The funding for this assessment will have to come from the current budget. Some of the items that we wanted to acquire or accomplish from within the existing budget will have to be deferred or cutback to provide the necessary dollars.