Title
a. Ratify the retroactive Emergency Purchase Order with The Don Chapin Company, Inc., dba Green Line Liquid Waste Hauler and Tom’s Septic Construction to provide emergency services for County Service Area 75-Chualar Consolidated from March 11, 2023, to May 8, 2023, including wet-well pumping and wastewater hauling, in the amount of $934,413; and
b. Ratify the retroactive Emergency Purchase Order with the Don Chapin Company, Inc., dba Green Line Liquid Waste Hauler and Tom’s Septic Construction to provide emergency services for Pajaro County Sanitation District from March 13, 2023, to March 24, 2023, including wet-well pumping and wastewater hauling, in the amount of $308,822.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Ratify the retroactive Emergency Purchase Order with The Don Chapin Company, Inc., dba Green Line Liquid Waste Hauler and Tom’s Septic Construction to provide emergency services for County Service Area 75-Chualar Consolidated from March 11, 2023, to May 8, 2023, including wet-well pumping and wastewater hauling, in the amount of $934,413; and
b. Ratify the retroactive Emergency Purchase Order with the Don Chapin Company, Inc., dba Green Line Liquid Waste Hauler and Tom’s Septic Construction to provide emergency services for Pajaro County Sanitation District from March 13, 2023, to March 24, 2023, including wet-well pumping and wastewater hauling, in the amount of $308,822.
SUMMARY/DISCUSSION:
On March 11, 2023, Public Works, Facilities and Parks (PWFP) staff determined that flooding of the County Service Area 75-Chualar Consolidated Waste Water Treatment Plant (WWTP) was imminent. Staff contacted The Don Chapin Company, Inc., dba Green Line Liquid Waste Hauler and Tom’s Septic Construction (Green Line Liquid Waste Hauler) to provide emergency pumping services at the Chualar wet-well in order to prevent disruption of sanitary sewer service to the unincorporated community of Chualar and cease discharge of wastewater to the WWTP. Additionally, staff coordinated with City of Soledad staff to have Green Line Liquid Waste Hauler haul and discharge wastewater into the City of Soledad’s Water Reclamation Facility system.
On March 12, 2023, the WWTP was completely inundated by Salinas River floodwater. On April 5, 2023, Salinas River floodwater still surrounded the WWTP; however, PWFP staff confirmed that the sanitary sewer force main had been damaged leading to the WWTP.
On May 8, 2023, the replacement of approximately 140 feet of sanitary sewer force main pipeline was completed and the WWTP was recommissioned. The WWTP was non-operational for 59 days. During that time, Green Line Liquid Waste Hauler provided emergency pumping services utilizing two vacuum trucks, 24-hours a day at a cost of $934,413.
On March 13, 2023, Green Line Liquid Waste Hauler began providing emergency pumping services at the Pajaro County Sanitation District (PCSD) due to damages to the PCSD sanitary sewer force main caused by the Pajaro River Levee failure. On March 18, 2023, repairs began at the sanitary sewer force main and on March 24, 2023, the replacement and relocation of approximately 200 feet of the PCSD sanitary sewer force main was completed, and sanitary services were restored to the PCSD. Green Line Liquid Waste Hauler emergency pumping services were provided in conjunction with vacuum trucks that were provided by the State of California Office of Emergency Services. Green Line Liquid Waste Hauler provided emergency pumping services at six wet-well locations and several manhole locations within the PCSD for 12 days utilizing four vacuum trucks 24-hours a day at a cost of $308,822.
Due to the extremely urgent need to immediately start emergency sewage pumping and hauling services, Public Works, Facilities and Parks staff issued a Notice to Proceed to the contractor on March 11, 2023, and March 13, 2023, for County Service Area 75-Chualar Consolidated and Pajaro County Sanitation District, respectively. On May 11, 2023, PWFP staff submitted two separate Emergency Purchase Order (EPO) requests to the County Administrative Office - Contracts/Purchasing Officer for services performed by Green Line Liquid Waste Hauler at County Service Area 75 Chualar Consolidated and Pajaro County Sanitation District. The Contracts/Purchasing Officer advised that the EPO requests should be submitted to the Board for approval.
OTHER AGENCY INVOLVEMENT:
The Contracts/Purchasing Division has received a request for two Emergency Purchase Orders for services performed at County Service Area 75-Chualar Consolidated and Pajaro County Sanitation District. A Mission Records Request and email approval from Contracts/Purchasing Officer was not obtained prior to beginning the work; therefore, BOS review and approval is required.
FINANCING:
On May 23, 2023, the Board of Supervisors authorized the use of Strategic Reserve funds to provide advance funding for winter storm repair projects, including both County Service Area 75-Chualar Consolidated and PCSD. These projects may be eligible for reimbursements from the Federal Emergency Management Agency (FEMA) and other state and federal agencies. Projects under the FEMA Categories A-G will be reimbursed up to 93.75% if approved and the remaining 6.25% is the County’s match responsibility.
The Emergency Purchase Order cost for services performed at County Service Area 75-Chualar Consolidated is $934,413. If approved, the Emergency Purchase Order cost would be paid from County Service Area 75-Chualar Consolidated (Fund 093, Department 3200, Appropriations Unit PFP046), financed by the Strategic Reserve.
The Emergency Purchase Order cost for services performed at Pajaro County Sanitation District is $308,822. If approved the Emergency Purchase Order cost would be paid from Pajaro County Sanitation District (Fund 151, Department 3200, Appropriations Unit PFP047), financed by Strategic Reserve.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Health and Human Services and Public Safety Board of Supervisors’ Strategic Initiatives.
__ Economic Development
__ Administration
X Health and Human Services
__ Infrastructure
X Public Safety
Prepared by: Mitchell Vernon, Project Manager I, (831) 759-6728
Reviewed by: Enrique Saavedra, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - CSA 75 Purchase Order Request
Attachment B - Green Line Waste Hauler CSA 75 Invoices
Attachment C - Green Line Liquid Waste PCSD Invoices