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HomeMy WebLinkAboutR-1996-028 Environmental Compliance AuditRESOLUTION NO. R- 96 - A RESOLUTION Authorizing the execution of an agreement for professional engineering and consulting services between the City of Yakima, a municipal corporation, and Dames and Moore, Inc. WHEREAS, the City of Yakima is responsible for the protection of the environment and the safety of its employees and the public at the Yakima Water Treatment Plant, and WHEREAS, several new State and Federal mandates including regulations der the Occupational S .lety and Health Administration, the Environmental Protection Agency 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 and 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 and Moore, Inc., for the City of Yakima. ADOPTED BY THE CITY COUNCIL this(_ day of 110kel\ , 1996. ATTEST: ega c_ City Clerk DAMES & MOORE 1750 S W. HARBOR WAY, SUITE 400, PORTLAND, OREGON 97201 (503) 228-7688 FAX: (503) 223-6083 February 23, 1996 Mr. Dave Brown Supervisor City of Yakima Natches River Water Treatment Plant 6390 U.S. Highway 12 Yakima, Washington 98908-9647 Revised Proposal Focused Environmental Health and Safety Compliance Audit City of Yakima Natches River Water Treatment Plant Yakima, Washington Dear Mr. Brown: Dames & Moore is pleased to present the following proposal for a Focused Environmental and Health and Safety (EHS) Compliance Audit of the City of Yakima Natches River Water Treatment Plant (WTP) located at 6390 U.S. Highway 12, Yakima, Washington. This proposal is being presented at your request and includes a scope of work based on Dames & Moore's observations of facility operations and our discussion with yourself and Mr. Bruce Bates of the Wastewater Treatment Plant. It is our understanding that WTP is requesting assistance in determining the EHS regulations applicable to facility operations, assessing current compliance with those regulations, and recommending corrective actions, if necessary, to bring facility operations into compliance. In order to achieve these objectives, Dames & Moore proposes to conduct a focused EHS compliance audit of the WTP facility. Dames & Moore's environmental compliance audits are structured to achieve the audit objectives identified by our clients, to address the environmental programs of concern at their facilities, and to address client objectives as they relate to federal, state and local EHS regulations, Based on our observations during our site visit and discussions with facility personnel, we have identified the following general environmental and health and safety regulatory program areas potentially applicable to operations at your facility: OFFICES WORLDWIDE �,. DAMES & MOORE Mr. Dave Brown City of Yakima February 23, 1996 Page 2 • General Occupational Safety and Health Act (OSHA) - Process Safety Management - Hazard Communication - Chemical Hygiene - Respiratory Protection - Confined Space Entry - Control of Hazardous Energy (Lock Out/Tag Out) - Accident Prevention - Personal Protective Equipment - Hearing Conservation - Emergency Action Plan Hazardous Waste Operations and Emergency Response • Emergency Planning and Community Right to Know Act (EPCRA) - Emergency Planning and Notification - MSDS Inventory - Tier II Reporting - Form R Reporting • Clean Air Act (CAA) - Registration and Permitting - New Source Performance Standards National Emission Standards for Hazardous Air Pollutants • Clean Water Act (CWA) - Stormwater - Wastewater • Resource Conservation and Recovery Act (RCRA) - Hazardous Waste - Used Oil - Underground Storage Tanks • Toxic Substances Control Act (TSCA) - Polychlorinated Biphenyls - Asbestos • Federal Insecticide, Rodenticide and Fungicide Act (FIFRA) • Uniform Fire Code (UFC) - Hazardous Materials Storage DAMES & MOORE Mr. Dave Brown City of Yakima February 23, 1996 Page 3 The objectives of our compliance audit will be to: • Identify the federal, state, and local regulations from the program areas listed above that apply to the facility; • Assess compliance with the above referenced regulations; and • Provide recommendations for corrective actions to address issues of concern identified during the audit. To meet the objectives described above, Dames & Moore proposes the Scope of Services described in the following section. SCOPE OF SERVICES Our proposed technical approach is divided into three individual tasks. This proposed approach has proven successful on similar projects. Our technical approach includes the following tasks: Task 1: Review of Background Data and Pre -Audit Questionnaire Task 2: Site Visit Task 3: Preparation of Final Report Task 1 - Review of Background Data and Pre -Audit Questionnaire Dames & Moore will gather and review the applicable federal, state, and local regulations related to the EHS program areas to be audited. A Pre -Audit Questionnaire will be prepared to address the specific environmental program areas identified above. The Pre -Audit Questionnaire supplies information to auditors through a series of questions on the specific environmental and health and safety program areas to be assessed. The questionnaire also requests copies of certain background documents such as facility plans, training programs, process flow charts, and environmental permits. In addition, the questionnaire allows the facility to re -focus efforts on EHS issues such as compliance documentation, records retention, file organization and overall environmental management system procedures. The Pre -Audit Questionnaire will be provided to the WTP for completion prior to scheduling the site visit portion of the audit. Dames & Moore will be available to answer questions and assist in questionnaire completion. The Dames & Moore audit team will review the completed questionnaire, relevant plans, programs and permits prior to conducting our site visit. DAMES & MOORE Mr. Dave Brown City of Yakima February 23, 1996 Page 4 Task 2 - Site Visit Prior to conducting the site tour, a kick-off meeting will be held with the WTP personnel and the Dames & Moore audit team. Audit objectives, schedule, logistics and other relevant issues will be discussed. The onsite portions of our environmental compliance audits constitute a review of facility EHS management practices. The auditor will examine pertinent files and records, interview facility personnel, observe operations, and conduct a tour of the facility. Our goals in conducting our audits are to be objective, thorough, systematic, accurate, and professional. At the completion of the site visit portion of the audit, a close-out meeting will be held with WTP personnel to discuss preliminary audit findings. Task 3 - Report Preparation Following the onsite portion of the audit, Dames & Moore will prepare a Draft Report documenting the audit objectives and scope, the steps taken to complete the audit, an evaluation of facility compliance with applicable environmental regulations, and recommendations for corrective actions if necessary. The Draft Report will be provided to the WTP for review and comment. Upon receipt and incorporation of the WTP's comments, two final copies of the report will be provided to the WTP. SCHEDULE Dames & Moore is prepared to begin work on this project within two weeks of your signed authorization to proceed. Task 1 should be completed within two weeks of authorization. The site visit will be scheduled within two weeks of receipt of the completed pre -audit questionnaire and is expected to take two working days. In most cases, the draft report can be provided within three weeks of the site visit. The Final Report will be provided within one week of receipt and discussion of the WTP's comments. PROFESSIONAL lh'LES Dames & Moore anticipates performing the scope of services described in this proposal in accordance with the Willis and conditions of our existing Agreement Between the City of Yakima, Washington and Dames & Moore, Inc. for Professional Services dated August 16, 1995 as modified by the November 21, 1995 contract addendum. A breakdown of our estimated professional fees for performing the above mentioned services is provided below: DAMES & MOORE Mr. Dave Brown City of Yakima February 23, 1996 Page 5 PRELIMINARY PLANNING/PROJECT MANAGEMENT $590 TASK 1 - BACKGROUND REVIEW $1,285 TASK 2 - SITE VISIT $2,220 TASK 3 - REPORT PREPARATION $3,655 LESS 10% DISCOUNT TOTAL ESTIMATED COST $6,975 A detailed cost estimate is included as an attachment to this proposal. We will not exceed the budget estimate without prior approval from the WTP 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. 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 or overnight delivery. Please retain one copy of the proposal for your records. Dames & Moore appreciates the opportunity to offer this service to the City of Yakima Natches River Water Treatment Plant. 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. wtp-aud.pro Sincerely, DAMES & MOORE, INC. Carla C. Minor Project Manager Regulatory Compliance and Permitting Kim L. Marcus Principal Mr. Dave Brown City of Yakima February 23, 1996 Page 6 DAMES & MOORE AUTHORIZATION CONFIRMATION CITY OF YAKIMA NATCHES WATER TREATMENT PLANT EHS AUDIT 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 Attest - City Clerk For City of Yakima R. A. Zais, Jr., City Manager (Printed) - )i (Company)* (Date) c `.49• W"T %i. ,.,! _ / * Individual with authority and company responsible for payment for Dames & Moore's services.