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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Lynn Merrill, Director
Dept: Public Services
o h; ~:: ~.~ L
Date: January 9, 2002
Synopsis of Previous Council Action
Recommended Motion:
Adopt resolution
Contact person: Lynn Merrill, Director
Supporting data attached:
FUNDING REQUIREMENTS:
Council Notes:
~-"" 20:>.:>- ;)A
Subject: Resolution ratifying the
Emergency Purchase of Pumping
Services relating to a Sewer Spill at the
intersection of Mill and G Street
Meeting Date: January 22, 2002
?u
Signature
Phone: 5140
Ward: 3
Amount: $26,182.10
Source: Other Professional Services
132-431-5505
Finan.., ~J
I/~~Od-
Agenda Item No. J 1
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution ratifying the Emergency Purchase of Pumping Services relating to a Sewer
Spill at the intersection of Mill and G Street
Background:
On Sunday, November 4, 2001, the Public Services Department responded to a major
sewer spill that was first reported at 11 :30 a.m. at the intersection of Mill Street and G
Street. Approximately 168,000 gallons of sewage was spilled, with an unknown quantity
being released into the Warm Creek Channel. The Department worked from November
4 to November 20 on clean-up activities in the Warm Creek Channel relating to the spill.
Goddard's Service was contacted the morning of November 5th to provide additional
pumping support to the City's crews and responded with two pump trucks; they were
released from the incident on November 9th at 2:00 p.m.
Due to the emergency nature of the event, it was not possible to obtain three quotes nor
to estimate the total cost of the response. The City Administrator was notified of the
spill on November 4, 2001 and pursuant to Municipal Code section 3.04.075,
Emergency Purchases, authorized payment of the invoice on December 12, 2001 in the
amount of $26,182.10.
MC 3.04.075: "In case of emergency, which is so urgent as to preclude advance
action, ...... .the City Administrator shall have the authority to authorize the
Purchasing Manager to secure the lowest obtainable price of supplies, materials,
equipment or contractual services. This emergency authority shall extend to all
purchases, irrespective of the fact that the amount might exceed the authorized
limitation for open market purchases. A full explanation of the emergency
circumstances shall be filed with the Mayor and Common Council."
A copy of the invoice and the Sewer Spill Report submitted to the Santa Ana Regional
Water Quality Control Board on December 5 is attached for supporting back-up, and the
Department staff is available to answer any additional questions relating to this incident.
Financial Impact:
Funding for repairs and sewer spill cleanup is included in the FY2001/2002 Sewer Line
Maintenance Fund budget, account number 132-431-5505.
Recommendation:
Adopt resolution
GODDARD'S / NAZCO SERVICE
Sewage Disposal ('Olllrucll 'r'
Slate /,il,;I!J1se c:..J.-i]fJfj-i
INVOICE #22982
250f) J J-:. 51h Street
San BernardIno. CA 92~JO.5/ IY
Phone.. (909) H88-591 J Fax.. (9119) 8119-~81i1i
Hour:t:/I;fcmday-Salurday 8:00a.m. co 4:30p.m.
Customer: Date
Ci of San Bernardino 11/10/01
Address:
300 N. "0" St. #421, San Bernardino, CA 92418
Phone Number:
909 214-0734
Ordered By:
John Van Havermaat
JobSile:
Purn sewer s ill from Santa Ana Wash & Fairwa Dr.
Job Done: Amollnt:
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..mo'" ..!..!!~!QU.!-'!c::'s.)m..m...........~!~w..m........'m..m.....m...'............~.l.A.?Q"m...... ............. .....................m"
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.,m".. ..!.1.!~!Ql....CF.:!:i.).................m....w.!t.it.~~~..f.':l.r.~m.._....................~.?,~.Q9................ ..................m...mmm.....'...
..m"" m............,....,.........'mm...................m...!ll.t.!!LG:~!!~!l.s..l.:".l!.J.I:I~......~?~?~~c-............... ..................................m...'..
........... .......................-................................................................................................................................................................... .............................................
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...............................................................................................................................................................................................................................................
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:::::::::.:~:..=:.:f......
Total
526 182.10
. Sewer and Sepllc System Design and Installallon
R E~m~m15cal Evaluallons and Studies
'Complete Backlroe and DrlllJng Service
. VA / FHA Sepllc System lMpecllOIU
NOV 1 6 200\
PUBLIC SERVICES
PUBLIC SERVICES DEPARTMENr
LYNN MERRILL. DIUCTOR
300 Nonh "D" Street. San Bernardino. CA 92418-0001
Fax: 909.384.5190
www.ci.san-bernardino.ca.us
~
December 5, 2001
Gary Stewart
Chief of Surveillance and Enforcement
California Regional Water Quality Control Board
Santa Ana Region
3737 Main Street, Suite 500
Riverside, CA 92501-3339
RE: SEWER SPILL REPORT, OES NUMBER 016379
,
Dear Mr. Stewart
On November 4, 2001, the City of San Bernardino Public Services Department responded to a reported
sewer backup at Mill Street and "G" Street, San Bernardino. A time chronology of the events following
notification is included in this submittal. The chronology was prepared based initially on notes prepared
by John VanHavermaat, Lead Maintenance Worker, during the period of Sunday, November 4, 2001
through Tuesday, November 20,2001. Based on additional investigation and compilation of records and
actions taken by the Department, the attached Chronology of Events represents an attempt to accuratdy
reflect the response actions taken by the City of San Bernardino. Times are apprOl..-imate and the
chronology reflects the initial unsubstantiated conclusions of Mr. VanHavermaatas to cause of the spill.
Additional investigation haS been conducted during this period by the Department of Public Services and
The Municipal Water Department Below is an executive summary of the action events, to the best of the
Department's knowledge and belief. Additional details are contained in the Chronology of Events.
A Public Services Right-of-Way crew member discovered the spill at approximately 11:35 a.m. on Sunday,
November 4, 2001. The City does not know when the spill commenced. Public Services staff arrived at
the site at 11:55 AM and began placing sandbags for containment Equipment was ordered for
constructing berms for containment, while equipment on-site was used to begin breaking the blockage.
The blockage was cleared by 12:55 PM.
Mr. VanHavermat contacted the California Regional Water Quality Control Board, Santa Ana Region, at
approximately 12:50 p.m. on November 4, 2001 to report the incident. He left a message on the
answering machine. Mr. VanHavermat also called the Office of Emergency Services at approximately 1:10
p.m., leaving the details of the spill. The incident was assigned Report No. 016379. Scott Mans at County
Environmental Health was notified on Tuesday, November 6, 2001.
1
. REFusE AND RECYCLING. ENVIRONMENTAL PROmCfS . SEWER AND STREET MAINTENANCE. FL!lET
.
Gary Stewart, California Regional Watet Quality Control Boatd
Re: Sewer Spill :-;ovember -I, 2001
December 5, 2001
It appears that the sewer spill, which did flow into the east branch of Lytle Creek', was caused by blockage
at a 24-inch siphon located in ;',till Street, just west of the channel. After tl1e blockage was cleared, the
siphon was cleaned further using "jet rod ding" equipment.
Crews responding to the spill took photographs of the areal extent of the spill and what appears to be
boulder-sized chunks of grease that were extruded from the manholes immediately adjacent to the siphon.
The photographs taken by the Public Services Department are enclosed with this submission on a
compact disc. The compact disc also contains pictures taken by the City's Risk Management Department,
responding to the damage claimed by adjacent business owners in the industrial park just west of the
channel.
In addition to the amounts originally estimated as "spilled" from the sewer, upwelling groundwater from
upgradient of the spill's contact with the Lytle Creek Channel mixed with the spill; and Regional Board
staff (Ann Iaali, Najal1 An1ia and Charles Griffin) required that the added groundwater be contained as
well. The estimated quantity of groundwater added to the clean up effort was in excess of 100,000 gallons
each day for approximately six days. On November 11, 2001, a rainstorm also contributed to the problem.
The initial estimate of the spill amount to the RWQCB was greater than 40,000 gallons. 111is number has
been revised upward to reflect a more accu\llte number of approximately 168,000 gallons of discharge.
The initial estimations were based on visual flow rates out of the manhole. Subsequent estimations were
based on review of data and photographs by senior management within the Public Services Department,
using the assessment matrix contained in the City of San Bernardino's Public Services Department Sewer
Spill Plan (revised May 19, 1999).
Clean-up measures included street sweepers, vacuum pumpers, portable pumps, water trucks, and loaders.
Lights were moved to the area for work into evening hours. The area in the streets was cleared of all
debris, sanded and swept using mechanical street sweepers. Public access to Mill Street and the immediate
area surrounding the spill in the streets was restricted until after 11:30 p.m. on November 4,2001, at which
time a single lane in each direction of travel was reopened.
Because the siphon so clearly had become packed with grease:the investigation quickly centered on
potential discharges of grease to the sewer system. The quantity and type of grease was investigated by
Water Department personnel, in conjunction with reviews of industrial permittees under the pre-treatment
program implemented by that department. There were three potential businesses initially identified: a fast
food restaurant, a taco shop and a grease processor.
The manhole down-gradient from the grease processor was inspected and it was determined that the same
kind of grease build up that was noted at the blockage was occurring along the walls of the manhole. The
discharge from the facility was brownish in color, with a distinct odor of grease. The discharge did not
appear to have begun to cool, or coagulate, at that location.
On Wednesday, November 7", Public Services attempted to videotape the condition of the six-inch sewer
line feeding this manhole, at the intersection of Mill Street and Grape Street. The videotape reflects a
heavy discharge of grease from the grease processor, a business called Co-West Commodities. The
videotape further reflects heavy grease build up and blockage just below Co-West's discharge into the
City's system and above a contributing lateral. A copy of the videotape is enclosed in this submission.
t This drainage was mis-identified as Warm Creek in the initial reports and in the Sani~dry Sewer Overflow Report, dated
November 15, 2001. .
?
.
Gary Stewart, RW<.,1C13
Re: Sewer Spill :-;o\.emher 4, 2001
November 26, 2(101
Environmental Control technicians and the Water Department's Deputy General Manager went to Co-
West Commodities on November 8, 2001 and inspected the grease interceptors on site. It is the Water
Department's opinion that the grease interceptors are not operating in an appropriate fashion, in light of
the process being utilized by the facility. The facility is discharging grease at relatively high temperatures
(approximately 104 degrees Fahrenheit), which prevents the grease interceptors from functioning properly.
Although further investigation and review of records must be conducted, it appears that the higher
temperatures are relatively new to the process.
Based on the information derived to date, a notice of violation dated November 28, 2001 was issued to the
facility for discharge of excessive grease, in violation of the San Bernardino Municipal Code. If the facility
is the source of the problem, then it will be required to re-design the grease interceptors to address the
process. Additionally, the facility may be required to pay for cleaning either the line or the siphon itself. A
copy of the Notice of Violation issued by the City of San Bernardino Municipal Water Department is
included in this report.
A Sanitary Sewer Overflow Report was submitted by the Public Services Department on November 15,
2001.
..
In accordance with the Public Services Departinent Sewer Spill Plan, the Department is monitoring the
line on a weekly basis, and will perform rodding of the siphon and line west of Mill Street and G Street on
a bi-monthly basis until it can be determined that the discharger has made significant changes to their pre-
treatment equipment in compliance with the Water Department's Notice of Violation.
The following is a list of witnesses identified to date (all City witnesses may be contacted through the City
Attorney's office, Senior Assistant City Attorney Robert Simmons, at 909-384-5355):
John VanHavermat, Public Services Department; Elias Shehab, Public Services Department; Xavier Leon,
Public Services Department; Lynn Merrill, Public Services Department; David Green, Public Services
Department; Robert Mendoza, Public Services Department; H&nry Adame, Public Services Department;
Stacey Aldstadt, Water Department; John Perry, Water Department; Daryl Hartwill, Water Department;
Harold Wagner, Water Department; Mike Itnyre, Water Departinent; Greg Garcilazo, Water Department;
Tom Macias, Water Department; Mark Andres, Risk Management; Sergio Perez, General Manager, Co-
West Commodities, 909-383-8341; Ray RodrigUez, City of Colton; Scott Maas, County of San Bernardino
Environmental; Ann Iaali, RWQCB; Najah Amia, RWQCB; Charles Griffin, RWQCB.
. I certify under penalty of law that this document and all attachments were prepared under my direction 01.'
supervision in accordance with a system designed to assure that qualified personnel properly gather and
evaluate the information submitted. Based on my inquiry of the person or persons who manage the
system, or those persons direcdy responsible for gathering the information, the information submitted is,
to the best of my knowledge and belief, true, accurate, and complete.
Respectfully submitted,
41fW
Lynn Merrill
Director of Public Services
1
.
Gary Stewart, California Regional Water Quality Control Board
Re: Sewer Spill November 4, 2001
December 5, 2001
Cc: Fred Wilson, City Administrator (w/o attachments)
James Penman. City Attomey (wi attachments)
Robert Simmons, Senior Assistant City Attomey (w/o attachments)
Bem:l1'd Kersey, General Manager, Municipal Water Department (w / attachwents) ·
Stacey Aldstadt, Deputy General Manager, Municipal Water Department (w/o attachinehts)
John Petty, Director, Water Reclamation Facility (w/o attachments)
Xavier Leon, Street Superintendent (wi attachments)
LIST OF ENCLOSURES
M2IJ> of spill area on Mill Street
Map of channel showing placement of containment dams
Chronology of Everits
Compact disc with photographs
Videotape of sewer line DOWflgradient of Co-West
Maintenance records of Siphon and Line
Incident Report of Spill on April 14, 2001
Sanitary Sewer Overflow Report 11/15/01-
Report, San Bernardino Wat~ Department, Environmental Control Unscheduled Response
Notice of Violation issued November 28, 2001
"
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RESOLUTION NO.
2
RESOLUTION RATIFYING THE EMERGENCY PURCHASE OF PUMPING SERVICES
3 RELATING TO A SEWER SPILL AT THE INTERSECTION OF MILL AND G STREET
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
5
6 SECTION 1. That the emergency purchase of pumping services relating to a sewer spill
7 at the intersection of Mill and G Street and the payment of this service that was authorized by the
8 City Administrator, pursuant to Municipal Code section 3.04.075 Emergency Services, in the
9 amount of $26,182.10 to Goddard's Service be hereby ratified by the Mayor and Common
10 Council.
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2
RESOLUTION RATIFYING THE EMERGENCY PURCHASE OF PUMPING
SERVICES RELATING TO A SEWER SPILL AT THE INTERSECTION OF MILL
AND G STREET
3 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
4 Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2002, by the
following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
SUAREZ
ANDERSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
,2002.
day of
Approved as to
Form and legal content:
Judith Valles, Mayor
City of San Bernardino
JAMES F. PENMAN,
City Attorney
!IIIIIi
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): /.J- 2:2 - 0 d. Item # II
Vote: Ayes i(I \ I ') - () Nays !r
Change to motion to amend original documents: -
Resolution # d-DOd.- - :L'I-
Abstain ~ Absent ~
Reso. # On Attachments:
Contract term:
Note on Resolution of Attachment stored separately: --=
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayg[ I f ~;J.-
Date of Mayor's Signature: - d4--Q:L
Date of Clerk/CDC Signature: i -;;, '\-o~
Date emo/Letter Sent for Signature:
60 Day Reminder Letter Sent on
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney /
Parks & Rec.
Code Compliance
Dev. Services
Public Services /
Water
Police
Notes:
NullNoid After: -
By: -
Reso. Log Updated: ,/
Seal Impressed: j/"
Date Returned:
d:
Yes /' No By
Yes No~ By
Yes No ~ By
Yes No ,/ By
Yes NO/ By
EDA
Finance
./
MIS
Others:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.l
Ready to File:.01L Date: ~
Revised 01/12/01