Attachment B - Scope of Work.pdf

ATTACHMENT “B”

SCOPE OF WORK

City of Big Bear Lake Attachment “B” – Scope of Work

Project Objectives

The primary focus of the Sewer Master Plan update is to evaluate the Sewer Systems overall condition, and to provide new tools and methods empowering City staff to perform duties more effectively and efficiently. Additionally, once hydraulic capacity, maintenance, and structural deficiencies have been identified, a Capital Improvement Program will be developed to address all defects.

The main objectives of the Sewer Master Plan Update are as follows:

A. Assess the condition of the City’s 12 sewer lift stations, sewer transmission lines, and major sewer mains.

B. Develop a Hydraulic model to analyze the sewer system capacity based on the City’s growth over the last 23 years. The analysis shall include all 12 City Sewer Stations.

C. Using the City’s general plan, model the sewer systems current demand, the future 10-year and 25-year demands, and identify any system deficiencies.

D. Inventory, organize, and document the sewer video inspections and City sewer maintenance logs that have been furnished since the completion of the 2003 Sewer Master Plan.

E. Develop a rating system and summarize the condition of all sewer infrastructure inspected.

F. Update the City’s GIS sewer map to accurately show the City sewer facilities and easements and create GIS layers that show the sewer mains and manholes based on their rating.

G. Develop near-term (5-year), mid-term (10-year) and long-term (15-year) Sewer Capital Improvement Program (CIP) to rehabilitate, maintain, and/or replace sewer infrastructure based on their ratings.

H. Update the City’s Sewer System Management Plan (SSMP) to comply with Order WQ-

2022-0103-DWQ.

Background

The Big Bear Lake Sanitation District was formed by the San Bernardino County in the mid 1940’s to treat the sewage of the Big Bear Lake Community. The first sewers were installed in 1947 through Assessment District No. 1. Assessment District No. 2 was constructed in 1956 and Assessment Districts 3 through 13 in the next twenty years.

Assessment Districts 14 through 17 were constructed in the 1980’s. The City of Big Bear

Lake was incorporated in November of 1980, and at that time, assumed the Big Bear

Lake Sanitation District including all assets and responsibilities.

The City of Big Bear Lake Public Works Department owns and operates the City’s sanitary sewer collection system. The sewer collection system is comprised of 18 tributary areas that generally flow easterly via a combination of large diameter interceptor sewers, lift stations, and force mains which flow to the Lake Plant Station owned and operated by

Big Bear Area Regional Wastewater Agency (BBARWA). BBARWA is a Joint Powers

Authority comprised of the City of Big Bear Lake, the Big Bear City Community Services

District, and the County of San Bernardino Service Area 53b, and provides for the regional treatment of wastewater across the Big Bear Valley. Pursuant to the Joint Powers

Agreement, the City of Big Bear Lake has two (2) seats on the BBARWA Board of

Directors but the City bears no operational responsibility for wastewater treatment.

The City last completed a Master Plan in 2003 with So and Associates Engineers, Inc.

The two main objectives of the 2003 Sewer Master Plan were:

1. To conduct a comprehensive review of the City’s sewer collection system and

2. To identify those areas that require upgrading due to insufficient existing capacity, and infiltration from groundwater and or surface inflow from storm runoff and snow melt.

A PDF copy of the previous SMP will be provided as Attachment “A” to this solicitation. It is important to note that the City does not have a copy of the final Hydraulic model or the corresponding data input/output files prepared by So and Associates Engineers, Inc. for this project.

The City prepared a Sewer System Management Plan (SSMP) in 2015 to comply with

State Water Resources Control Board Order 2006-0003-DWQ. State Resources Control

Board Order WQ 2022-0103-DWQ, Statewide Waste Discharge Requirements General

Order for Sanitary Sewer Systems became effective June 5, 2023. This scope will require the preparation of an updated SSMP in accordance with the current Board Order. As a component of the SSMP, the consultant will be asked to develop an updated Fats, Oils, Grease (FOG)/Blockage Control Program as that was last updated by the City in 2009.

The City has experienced modest growth since the completion of the last SMP in 2003.

The major changes include Tract Map 18580, a 23 lot residential subdivision on Paine Road; Tract Map 16511, a 26 residential subdivision on Seneca Trail; and Tract Map 18678, an eight (8) lot commercial subdivision on Sandalwood Drive. Beyond these developments, the City has experienced considerable development of residential and commercial uses across previous undeveloped parcels as well as extensive redevelopment of previously accounted for sites

The City has developed a comprehensive sewer map in GIS format that shows all gravity line segments, force mains, manholes, and lift stations. The City’s Sewer Atlas Map references the length of the sewer mains, manhole numbers, rim elevations, sewer manhole depth, Assessment District number, and the approximate location and depth of sewer laterals. The City’s Sewer Atlas Map is available in CAD format. The Sewer Atlas Map CAD file is organized by layer for each Assessment District. The layer naming convention includes Assessment District, pipe size, and material. The City’s Atlas CAD file and GIS data do not line up because the Atlas Map used as-built plans to map all City sewers and the GIS networks used GIS data.

However, using both files will provide the information necessary for the Awarded Consultant to https://dpwlfweblink.sbcounty.gov/WebLink/DocView.aspx?id=1626376&dbid=3&searchid=bb0b3098-3610-4422-98ab-dcd9714cb942 https://dpwlfweblink.sbcounty.gov/WebLink/DocView.aspx?id=630618&dbid=3&searchid=060dece9-4233-4217-8dfa-7e6a41e0f316 https://dpwlfweblink.sbcounty.gov/WebLink/DocView.aspx?id=637638&dbid=3&searchid=957dc11e-cd79-4c8d-8aeb-28721c23c49f https://dpwlfweblink.sbcounty.gov/WebLink/DocView.aspx?id=637638&dbid=3&searchid=957dc11e-cd79-4c8d-8aeb-28721c23c49f produce a hydraulic model. The City’s Sewer GIS map may be accessed using the link below:

https://arcg.is/DfueL

In addition, the City has the following data/information which will be provided to the awarded consultant:

A. City General Plan and Land Use Map;

B. City’s Sewer Atlas Map in PDF and CAD C. Waterboard Order WQ-2022-0103-DWQ

D. Link to City’s GIS Sewer Map - https://arcg.is/DfueL E. All available and relevant CCTV inspection videos and reports;

F. City’s Sewer Cleaning/Maintenance Logs;

G. City’s “Hot-Spot” Database; and the H. City’s Sanitary Sewer Overflows (SSO) records.

I. BBARWA’s Flow Data J. Big Bear Lake Department of Water and Power (DWP) monthly water consumption rates

Items A through D will be available for download in PlanetBids as Appendices to the Sewer Master Plan Update RFP. Items E through J will be furnished to the Awarding Consultant when a contract is awarded.

SCOPE OF WORK/SERVICES

The Scope of Work for this project will include:

I. General

Project Management. All project management duties, including but not limited to coordination of project progress, and the tracking, reporting, and invoicing of the project. This task shall include the following sub-tasks as a minimum:

1. Project kick-off, sewer system operation overview; review of GIS database and City’s Sewer Atlas Map

2. Develop a schedule and workplan to implement the scope of work within the estimated time frame of 18-months. The schedule shall include critical milestones and allow for the City to review all submittals. The project manager shall be responsible for managing the project to keep on schedule.

3. Manage the project financials and adherence to the established budget. The project manager shall be responsible for preparing monthly invoices and statements of work completed on an interval to be discussed upon award of contract. Invoicing can be prepared on the standard forms of the consultant and should be for work completed using the time-and-materials basis and under the specified task budgets. Project manager shall also be responsible for advising of any budgetary concerns or requests for additional work as they become known to consultant.

https://www.waterboards.ca.gov/board_decisions/adopted_orders/water_quality/2022/wqo_2022-0103-dwq.pdf

4. Conduct monthly progress meetings with the City. Meetings may be in person or by video conference. Consultant is to recommend additional meetings as necessary to add value to the project and increase the City’s involvement and familiarity with deliverables.

Prepare and provide an agenda prior to the meeting and meeting minutes within three

(3) days of meeting. For the proposal, assume a total of eighteen (18) meetings, once per month, as a minimum. The consultant may propose additional meetings or alternative meetings in lieu of monthly meetings at various milestones within the project or to focus on specific topics relevant to the work plan.

5. Attend a minimum of two (2) meetings with Big Bear Area Reginal Wastewater Agency (BBARWA) staff to coordinate the development of sewer flows or any other pertinent information related to the project objectives.

6. Coordinate with the City to obtain and review the data/information listed above as well as other necessary data or information identified by the Consultant.

7. Meet with City Public Works Sanitation Division staff to understand the following:

• Sewer collection system,

• 2003 Sewer Master Plan,

• 2003 Infiltration/Inflow (I&I) study,

• CCTV inspection reports,

• Sewer cleaning reports,

• “Hot-Spot” database,

• FOG program,

• SSO records, and

• Any known problem areas, as necessary to better inform this process.

II. Update GIS Data

The City’s Sewer Atlas Map references the length of the sewer mains, manhole numbers, rim elevations, sewer manhole depth, Assessment District number, and the approximate location and depth of sewer laterals. The City’s Sewer Atlas Map is available in CAD format. The Sewer Atlas Map CAD file is organized by layer for each Assessment District. The layer naming convention includes Assessment District, pipe size, and material.

The City’s sewer atlas has been integrated into a GIS base map. The City’s Atlas CAD file and GIS data do not line up because the Atlas Map used as-built plans to map all City sewers and the GIS network used GIS data. The City’s ArcGIS map of the sewer system shows the location of City sewer mains, manholes, pipe material, diameter, and length.

The consultant shall:

1. Review existing GIS map and existing CAD file of sewer atlas

2. Provide a Gap analysis of data and information between both the GIS Files and CAD sewer atlas.

3. Update GIS basemap with necessary information and attributes gathered from this project.

III. Develop Wastewater Flows

1. Consultant shall review the Infiltration/Inflow (I&I) Study included within the 2003 Sewer Master Plan and assess if it is still valid for the purposes of establishing current wastewater flows.

a. If the existing I&I study is no longer valid, the optional task to Prepare Infiltration and Inflow Study is included within the RFP scope. The Consultant shall draft the guidelines, objectives, and recommendations to prepare a new Infiltration and Inflow (I&I) Study.

Regardless of whether the 2003 Infiltration and Inflow (I&I) Study is utilized or a new I&I Study is prepared, the Consultant shall validate the identified I&I flows through flow monitoring and/or numerical verification during both dry-weather and wet-weather seasons.

2. Based on the above information, the Consultant is to recommend the design flow criteria for both dry weather and wet weather flow parameters to be used in determining the existing flow conditions. Be sure to evaluate any need to reduce the previous design flow criteria due to water conservation measures.

3. Review the hydraulic deficient areas of the City’s sewer system contained in the 2003

Sewer Master Plan. Consultant shall propose and execute a plan to measure and collect sufficient dry and wet weather wastewater flows to utilize in calibrating the sewer model.

The plan shall include the proposed locations of the temporary flow monitoring stations and the procedures for monitoring.

4. For the proposal, the Awarded Consultant shall assume flow monitoring at all 12 lift stations and ten (10) additional locations. The consultant shall submit a monitoring plan with event criteria, such as rainfall intensity/depth, a minimum monitoring period, QA/QC procedures, and other requirements to achieve the necessary data collection. Monitoring plan will be subject to approval of the City’s project manager. Within the proposal, the consultant should provide unit pricing for additional monitoring services should the monitoring plan not capture sufficient data. The consultant shall be responsible for all traffic control required to access manholes. For manholes on City-streets, the City will issue a no-fee encroachment permit. For manholes on Big Bear Boulevard (Caltrans right-of-way), the contractor will be responsible for obtaining any permits and paying necessary permit fees.

a. Consultant shall recommend the ten (10) additional monitoring locations based upon a review of the City’s sewer system and all available records to develop flow data that best satisfies the objectives of the scope of work.

5. Additionally, to confirm the anticipated flows, the consultant shall field inspect manholes in known or suspected problem areas at peak flow hours to confirm the depth of flow, or surcharge, within the manhole. For this proposal, inclusion of field inspections of a minimum of twenty (20) manholes will be required. The inspection of each manhole shall be performed during peak dry weather flow and during peak wet weather flow (during a rain storm). The consultant shall ensure that the manhole inspections are done in accordance with all applicable standards and regulations for confined space entry.

Consultant is responsible for implementing traffic control in accordance with the Work Area Traffic Control Handbook (WATCH Manual). Inspection crew shall be sufficiently staffed to ensure proper traffic control and safety support for confined space entry.

a. Within proposal, consultant shall provide unit pricing for additional manhole inspections in the event that the specified twenty (20) manhole inspections are insufficient to gather the necessary data.

IV. INFRASTRUCTURE INSPECTIONS AND RATING

Lift Stations The Awarded Consultant shall conduct a technical condition assessment of the City’s twelve

(12) sewer lift stations. The inspections shall inspect the criteria outlined below and the findings shall be provided in a report. The report shall also include recommendations to maintain, replace, or upgrade any piece of infrastructure that is obsolete, nearing its design life, or is inhibiting the hydraulic function of the sewer system.

• Pumps The inspection shall review and evaluate the following criteria related to the existing pumps: manufacturer and model, age of pump, condition of pump, pump capacity, pump curve, remaining useful life, and existing redundancy or opportunities for redundancy.

• Wet wells The inspection shall review and evaluate the following criteria related to the existing wet wells: structural condition, corrosion and environmental deterioration, volume, operating levels, cycling frequency, and emergency storage

• Electrical The inspection shall review and evaluate the following criteria related to the electrical components: motor control center, electrical service, generator, automatic transfer switch, controls and telemetry.

• SCADA

The inspection shall review and evaluate the following criteria related to the existing SCADA system: PLC, communications, alarms, remote monitoring, and redundancy.

• Emergency Response Elements The inspection shall review and evaluate existing and future opportunities related to the following emergency response elements: generator capacity, emergency storage, portable pumping access, failure scenarios.

Consultant shall also perform a capacity analysis of the existing lift stations. The analysis should determine whether the existing lift stations, as designed and operated, meet the hydraulic needs of the sewer collection system at this time. The hydraulic analysis should extend through the planning windows outlined within this report. Any improvements that are recommended for the lift stations, whether they are related to condition, age, or other factors, as well as necessary expansion, should be included and prioritized within the Capital Improvement Plan.

Force Mains The consultant shall assess and inventory the existing force mains, based upon the available records, for pipe material, size, age, and length. The consultant shall also document the hydraulic capacity of these lines as well as any air/vacuum valves, isolation valves, and discharge conditions. In addition, Consultant shall inspect the condition of all existing force mains in accordance with the following guidelines:

• Locate and field verify all force main segments owned and maintain by the City of Big Bear Lake.

• The field verification shall be achieved by potholing or exposing the force mains at least every 500 feet or every 200 feet if the inspection of the force main shows significant defects.

• Document the physical condition of the force mains, including identification of defects such as cracks, joint displacement, deformation, corrosion, intrusions, and other structural or operational issues.

• Identify and record the location of appurtenances, including but not limited to valves, air/vacuum release valves, thrust blocks, and any other relevant facilities.

• Provide a written report including:

1. Summary of inspection methods and standards used.

2. Condition rating of each pipe segment.

3. Descriptions and locations of observed defects, supported by CCTV images.

4. Recommendations for repair, rehabilitation, replacement, or further evaluation.

5. Digital files of inspection videos and inspection data in a format compatible with the Agency’s systems.

Gravity Mains The City will furnish all available CCTV inspection video to Consultant, which includes 140,000 linear feet to be completed by March 2027, 80,000 linear feet collected in 2023, and all other available video gathered by City’s Operations team. The total CCTV video collected since 2023 will comprise approximately 33% of the total system pipeline. The City’s CCTV inspection video is captured and hosted utilizing WinCAN software. The inspections have been completed and rated pursuant to NASCO specifications.

The consultant should review the existing inspection reports and video, as necessary, to develop a hypothetical condition rating of the entire sewer network based upon the data extrapolated from these inspections. This rating should be used to inform the Capital Improvement Plan. The consultant shall integrate existing sewer system asset management plan pipe ratings in the preparation of the prioritized Capital Improvement Program. Any sewer segments rated QSR Grade 5 (structural condition) or QMR Grade 5 (maintenance condition) shall be added to the Capital Improvement Program. Additionally, as a part of the CIP, the consultant should make recommendations as to a pipeline replacement program based upon observed condition, age of asset relative to useful life, or hydraulic deficiency to be included within the near and long term CIP plans. For pipelines without existing video records, the consultant can extrapolate the conditions, to the extent possible, from comparable videos throughout the system for pipeline replacement recommendations.

Should the consultant, based upon their review of existing CCTV video, determine that additional CCTV footage is necessary to complete the review and analysis required of this project, the consultant should issue a memo to the City requesting additional CCTV footage.

The memo should describe the necessary locations, an approximate volume of footage required, and the purpose of the additional video. City staff and the consultant shall confer on the requested needs and determine a path forward. The City may request a change order from the consultant for the collection of additional video or the City may choose to obtain the video through the use of City staff and resources or through an alternative contractual arrangement with a different vendor.

Over the past several years, the City’s CIP has included the CIPP lining of approximately 40,000 linear feet of gravity sewer main. Based upon City provided records, the consultant shall include a mapping of these lining improvements within a GIS layer.

V. Develop Sewer System Hydraulic Model

The objective of this task is to prepare a dynamic hydraulic model of the City’s existing sewer system using the City’s GIS database, Bentley’s SewerGEMS Unlimited Pipes Edition (or approved equal), and/or commercially available hydraulic modeling software that is compatible with ESRI GIS data. The consultant shall be responsible for acquiring the necessary software licenses needed for the hydraulic analysis. Upon completion of the project and receipt of the finalized model, the City may acquire a license for SewerGEMS Unlimited Pipes Edition or the City approved software used to run the hydraulic analysis. The City desires the ability to view and run the model; however, the City does not presently maintain the capacity to alter or modify the model. As such, upon completion of the project and delivery of the model, the City will look to negotiate an ongoing maintenance agreement with the selected consultant for the ongoing maintenance of the completed sewer model. Additionally, the following bullet points are required for the Development of the Sewer System Hydraulic Model:

1. The City’s Sewer Atlas Map references the length of the sewer mains, manhole numbers, rim elevations, sewer manhole depth, Assessment District number, the approximate location and depth of sewer laterals. The City’s Sewer Atlas Map is available in CAD format. The Sewer Atlas Map CAD file is organized by layer for each Assessment District. The layer naming convention includes Assessment District, pipe size and material. The City’s sewer atlas has been integrated into a GIS base map.

The City’s Atlas CAD file and GIS data do not line up because the Atlas Map used as-built plans to map all City sewers and the GIS network used GIS data. The City’s ArcGIS map of the sewer system shows the location of City sewer mains, manholes, pipe material, diameter and length. The GIS sewer map along with rim and invert elevations shown in the Sewer Atlas CAD file shall be used as the basis for developing a new hydraulic model.

2. The survey data included in the 2003 Sewer Master Plan and the follow-up survey data should be used within the model.

3. Consultant shall be responsible for reviewing the City’s available data and determine if data is suitable to develop a hydraulic model. The Hydraulic model may use the record data in the Sewer Atlas Map or the information in Sewer GIS database. If necessary, the Consultant shall be responsible for gathering field survey information, up to one hundred (100) personnel hours, to develop the hydraulic model including but to limited to rim and invert elevations, pipe size, material and slope. Should the time to gather the information exceed one hundred (100) personnel hours, the City and consultant will negotiate an additional fee to complete the field survey. This information shall be summarized in the form of a table with unique pipe and manhole numbers so that it can added to the City’s GIS map.

4. The consultant shall recommend the best practices and approach for creating the hydraulic model from the City’s GIS and existing data with special attention to populating pipe invert elevations using the above survey data and verifying that all pipes are on the same datum.

5. The hydraulic model is expected to be comprehensive and shall include all major sewer mains and lift stations. The consultant shall, in coordination with the City staff, identify the major sewers to be initially hydraulically modeled and studied. As a minimum, all of the sewer mains modeled in the 2003 Sewer Master Plan shall be included in the update. The consultant shall, in coordination with City staff, identify a plan and needs assessment for further hydraulic modeling of non-major City sewers for capacity assurance. The consultant shall prepare a proposed model area map, for City review and approval, to ensure that all significant lines are included within the model scope. The drainage basins shall be consistent with the 2003 Sewer Master Plan. The hydraulic model delivered shall be turn-key and shall be delivered within a GIS-compatible format that the City can access, maintain and continue to operate in-house in the future.

6. The Awarded Consultant shall update the City’s GIS sewer map to accurate show all gravity and pressure sewer mains and sewer easements and create GIS layers that show the sewer mains and manholes based on their condition rating. In addition, the Awarded Consultant shall create a GIS map that shows the sewer mains that have been lined in the last 20 years.

7. A number of non-hydraulic attributes shall be included in the model such pipe material and year of construction.

8. The model shall incorporate all land use data including the City’s general and specific plans and population/employment census data and projections.

9. The 12 existing lift stations will need to be analyzed. The analysis shall determine if the existing infrastructure that serves each lift stations is appropriately sized including but not limited to, wet well, pump horse power, outlet diameter.

VI. Sewer System Capacity Analysis

Please include the following in the Sewer System Capacity Analysis:

1. Recommend the capacity analysis criteria to be used in the update.

2. Include within the analysis, the impacts of any backwater or sewer spill generated in the event of a failure of any of the City’s lift stations

3. The capacity analysis shall be performed for 3 scenarios, 1) the current conditions, 2)

2037 conditions (10-years in the future) and 3) 2052 (25 years in the future). Future Conditions shall be derived from the City of Big Bear Lake’s General Plan and Zoning Map.

a. The City of Big Bear Lake’s current general plan dates to 1999.The current zoning map is reflective of recent updates to certain zoning policies. In November 2025, the City initiated a comprehensive update process to its General Plan and Development Code. The anticipated delivery of this program is in 2028.

b. Prior to performing the future conditions analysis, the City will facilitate a meeting between the consultant and Community Development Department / Planning staff to speak to development patterns and anticipated changes coming in the forthcoming General Plan update. The intent of this approach will be to ensure that sufficient information is provided to inform the process.

4. Identify any sewers with deficiencies under dry weather and wet weather flow conditions for all scenarios.

5. The Awarded Consultant shall deliver to the City a copy of the Hydraulic Model and all reference documents needed to reproduce the results obtained. In addition, the results of the Hydraulic Model shall be summarized in tables and maps that show the capacity of the City sewer mains and lift stations based on the 3 scenarios described above. The summary tables shall include all the information that was used in the Hydraulic Model including but not limited to: pipe ID, pipe size, slope, length, material, year of construction, invert in/out, rim elevation, peak flow, d/D, and pipe condition rating.

6. Prepare a Map of the tributary area for each sewer Lift Station.

7. Prepare a Map that shows the sewer flows based on the 3 scenarios required above at key junction points in the City’s Sewer Network. The map(s) provided shall allow City staff to quickly find the sewer flow designated for a specific sewer main and add any flow generated by a proposed development.

8. Awarded contractor shall make recommendations to integrate the Hydraulic Model produced with other City maps or GIS databases and other maintenance management system for ongoing use and application of asset condition and performance.

VII. Develop Capital Improvement Program

Development of Sewer CIP Project List and Engineer’s Estimate shall be based on prevailing wages and using current construction cost data. Based on the sewer system capacity analysis and the assessment of the pipe ratings, the consultant shall recommend a Capital Improvement Program (CIP) to address existing and projected future capacity, maintenance, and structural deficiencies of the sewer system. The program shall identify the project, define the deficiency, describe alternatives analysis and the recommended upgrade, and estimate the corresponding planning-level capital cost.

Based on the findings identified in the sewer video inspection and sewer capacity analysis, the projects identified shall be prioritized based on pipe rating, severity and/or immediacy of hydraulic capacity deficiencies, the potential of an overflow, and/or the amount of surcharge.

In addition, the consultant shall review and discuss with the City staff the City’s preventive maintenance plan, including enhanced maintenance locations, identified locations from the FOG program, and “hot-spot” locations. Based on this information, the consultant shall recommend any maintenance enhancement measures for these hot-spots, QMR Grade 5 locations, or other at-risk locations that should be included within the CIP (i.e. smart covers, additional cleaning frequency, additional field monitoring, monthly manhole inspection, etc.). These maintenance recommendations shall be included within the CIP with references to specific locations and reaches of the sewer.

The consultant shall recommend, in coordination with the City, a near-term (5-10 year) and long term (15-years +) sewer capital improvement program. The near-term capital improvement program shall address all deficiencies found in the City’s 12 sewer lift stations.

As a part of the CIP submission, the consultant shall prepare a prioritization matrix that shall rank the projects from most critical to less critical based upon the assessments and findings identified through this scope of work. The consultant shall explain the prioritization methodology that was used to establish the ranking of these projects.

The consultant shall also recommend additional monitoring, measurement, or program modifications for the remaining projects that are not included within long term (15-year) CIP. The intent of this task is to provide new tools and methods to assist the City in its implementation of the Sewer System Management Plan more effectively and efficiently.

VIII. PREPARE SEWER SYSTEM MANAGEMENT PLAN

This portion of the scope of work requires the consultant to prepare an Updated Sewer System Management Plan (SSMP) to conform with State Water Resources Control Board Order WQ 2022-0103-DWQ, effective June 5, 2023. The applicable Board Order will be uploaded to PlanetBids with the RFP documents. In 2015, the City of Big Bear Lake prepared an SSMP to comply with State Water Resources Control Board Order 2006-0003-DWQ as that was the regulatory guidance in place at the time of that preparation.

For this scope of work, the consultant shall:

1. Review Board Order 2022-0103-DWQ, applicable State and Regional Water Board

Guidance, and other documents of relevance. The City of Big Bear Lake is not in receipt of any enforcement letters or findings relative to the existing SSMP.

2. Review the current SSMP, previously submitted reports, Sewer System Overflow history, and existing City policies or procedures.

3. Prepare a compliance matrix comparing the existing SSMP to Board Order 2022-0103- DWQ. Identify required revisions, new elements, and necessary supporting documentation.

4. Compile necessary information, including system maps, asset inventory, condition assessment records, O&M logs, training records, SSO reports, and any other relevant documents, studies or information.

5. Conduct interviews with Public Works Department Staff, including management, engineering staff, and O&M staff to understand operations and practices and to clarify or collect any missing or ambiguous information.

6. Perform a Risk and Resilience Assessment

a. Perform risk ranging of critical assets, including lift stations, force mains, and gravity mains.

b. Identify vulnerability issues, including existing infrastructure, environmental risks, and I/I impacts and recommend resilience measures.

7. Develop or revise required SSMP sections per Order 2022-0103-DWQ, which should include at a minimum:

a. Organizational roles and responsibilities

b. Legal Authority and Enforcement declarations

c. Written O&M program to include, at a minimum, preventative cleaning and inspection frequencies https://www.waterboards.ca.gov/board_decisions/adopted_orders/water_quality/2022/wqo_2022-0103-dwq.pdf https://www.waterboards.ca.gov/board_decisions/adopted_orders/water_quality/2022/wqo_2022-0103-dwq.pdf

d. Sewer System Overflow (SSO) emergency response plan and notification procedures

e. Emergency response and mutual aid plans

f. Capacity management and capital improvement planning

g. Develop Fats, Oils, Grease (FOG) and Blockages Program

h. System map and asset inventory procedures

i. Performance measures and periodic assessment procedures

j. Prepare updated forms to support the SSMP, including forms, checklists, standard operating procedures (SOPs) as well as template documents for SSO reporting and appropriate compliance reporting.

8. Training specific to the implementation of the SSMP will be described in detail in Section VIII Deliverables and Training.

IX. Deliverables and Training

1. Prepare a comprehensive written report describing the work performed, findings and recommendations. The report format and content shall follow industry standard and best practices for the preparation of Sewer Master Plan studies. The Awarded Consultant may use the 2003 Sewer Master Plan as a reference but ultimately may choose the format, content and order to summarize the information and recommendations furnished.

a. The consultant shall make a presentation of the draft report to the City. After the City has reviewed the draft report, the consultant shall meet with the City to discuss comments, modifications, revisions, etc. The consultant shall incorporate the City’s comments and final the report.

2. The consultant shall deliver 5 (5) bound copies of the Sewer Master Plan Update Final Report to the City including all color maps and exhibits. The consultant shall also provide a digital file of the final report in PDF format. The final report shall be signed and stamped by a Registered Civil Engineer.

3. The following reports are required. They can be standalone reports or as appendices to the overall Sewer Master Plan Report

a. Infrastructure Assessment Reports as outlined in Section IV – Infrastructure

Inspections and Rating

b. Sewer System Capacity Analysis Report

c. Capital Improvement Plan

4. The consultant shall deliver a copy of the final turn-key sewer system Hydraulic Model to

City and train staff on its use. The consultant shall hold a meeting at the City to present the final sewer system model, explain the various model runs, and the model output. The consultant shall load the model and corresponding model input and output files onto the City’s network. The consultant shall provide the City staff with complete model maintenance manuals and provide copies of all training materials. The consultant will be required to run several specific analyses using the City’s computer, program and data files.

a. Provide to the City a software license for Bentley’s SewerGEMS, Unlimited Pipes Edition

b. (Optional) Provide workshop minimum of twelve (12) hours for training on the model details, software delivery platform, and methods and methodology behind ongoing use and maintenance of the hydraulic model. The trainings shall be broken down into workshops consisting of no longer than four (4) hours each.

5. The following GIS Maps that can be incorporated into the City’s existing GIS. The City shall retain ownership of these files and have the ability to modify, edit, and otherwise manipulate these files.

• Updated Sewer Network that accurately lines up with GIS parcels.

• Lift Station Tributary Areas

• Sewer Main and Manhole Condition Rating

• Map highlighting sections of sewer main that have been inspected (CCTV) since

• Map highlighting sections of sewer main that have been lined since 2003

6. Complete Sewer System Management Plan in conformance with Board Order 2022-

0103-DWQ

a. Shall include an updated FOG/Blockage Program

b. Provide up to eight (8) hours of training, in blocks not to exceed four (4) hours in one sitting, on the implementation of the SSMP including SSO response and updated SOPs. Training will be presented to Public Works management, supervisory, and operations staff as well as engineering and compliance staff.

7. (Optional) Prepare Infiltration and Inflow Study. If the infiltration and inflow study from 2003 Sewer Master Plan is deemed to be unusable, the Consultant shall draft the guidelines, objectives and recommendations to prepare a new Infiltration and Inflow (I&I) Study. The Infiltration and Inflow Study shall be validated with monitoring or numeric verification of the estimated I&I flow during both the dry and wet seasons.

8. (Optional) Sewer As-Built Map Indexing and link to GIS map and video inspection reports. This task would ask consultant to link City furnished as-built plans (in PDF) to the GIS Sewer Map.