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3.6 3.6 SERVICES\DCK Services—Water Plant Operations Staffing Services—12-4-2023 RESOLUTION AUTHORIZING ENGAGEMENT OF DCK SERVICES, LLC FOR ASSISTANCE WITH TOWN WATER OPERATIONS SERVICES RESOLUTION NO.: ,2023 INTRODUCED BY: WHO MOVED ITS ADOPTION SECONDED BY: WHEREAS, the Queensbury Town Water Superintendent/Wastewater Director has recommended that the Town Board authorize a professional services Agreement with DCK Services, LLC (DCK) for assistance with Town water operations services at the Town's Water Treatment Plant on a month-to-month basis as delineated in DCK's November 22, 2023 Letter Proposal substantially in the form presented at this meeting, and WHEREAS, DCK shall provide an acceptable certificate of insurance prior to providing their professional services to the Town, and WHEREAS,the Town Board wishes to authorize such professional services, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby authorizes engagement of DCK Services, LLC (DCK) for assistance with Town water operations services at the Town's Water Treatment Plant on a month-to-month basis for the amount of $2125 per month as generally set forth in DCK's November 22, 2023 proposal substantially in the form presented at this meeting, and BE IT FURTHER, RESOLVED,that the Town Board authorizes and directs the Town Supervisor and/or Town Water Superintendent/Wastewater Director to execute DCK's November 22, 2023 proposal substantially in the form presented at this meeting as well as any other needed documentation, and BE IT FURTHER, RESOLVED, that payment for such professional services shall be from Account No.: 040- 8330-4400, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs that funding for such professional services shall be by an initial transfer of$2500 for 2023, and a transfer of$6500 for 2024, from the Water Department's undesignated, unassigned fund balance Account No.: 040- 0000-0909 to Account No.: 040-8330-4400 and the Town Budget Officer shall amend the Town Budgets, make any adjustments, prepare any documentation and/or to take all actions she deems necessary to effectuate payment(s), and BE IT FURTHER, RESOLVED, that the Town Board and authorizes and directs the Town Supervisor, Water Superintendent/Wastewater Director and/or Town Budget Officer to take such other and further action as may be necessary to effectuate the terms of this Resolution. Duly adopted this 4 h day of December, 2023, by the following vote: AYES NOES ABSENT: DCKgerViCesLLC (518) 636-3518 P.O.Box 152 Glens Falls, NY 12801-152 Email-dcKservices@roadrunner.com Web: www.dclservicesllc.com .xpertence you can rely on A name you can trust November 22,2023 Mr.Chris Harrington, P.E. Water Superintendent and Director of Wastewater 823 Corinth Road Queensbury,NY 12804 Letter Proposal Re:Letter Proposal Responsible Operator and Other selected duties Dear Mr. Harrington; It was a pleasure to talk with you on Tuesday,November 21st,2023,to discuss the water treatment plant in the Town of Queensbury and the possibility of DCK Services LLC helping your department with some oversight of operations at the plant. In addition,there were many tasks that we discussed during our conversation.The intent of this letter proposal is to address all those tasks as I understand them from our discussion.The initial direction is to cover the need fora lA Operator to be the"Responsible Operator in Charge"and sign the Monthly Operating Report(MOR).This report must be completed,signed,and delivered to the NYS DOH prior to the 10th of the following month.We also discussed the need to do an evaluation of the current physical state of the plant, its operators and also to be included is a review of the procedures, plans and reports. Lastly,we discussed the need to do some training for Trainee Operators and/or a possible new Chief Operator for the Water Treatment Plant. DCK Services LLC would like to offer our services for operations oversight and the other specific tasks at the water treatment plant.Our proposed Scope of Services follows: SCOPE OF SERVICES: (A) Water Treatment Plant-'Operational Oversight,Responsible Operator in Charge- DCK Services LLC will provide a properly licensed water treatment operator(1A Operator) to act as the "Responsible Operator in Charge",as required by the NYS Department of Health,at the water treatment facility owned by the Town of Queensbury. Don Coalts will perform the Operational Oversight of the operators at the water plant, and he will review the data gathered by the treatment plant personnel as well as reviewing and signing the prepared Monthly Operations Report(MOR)as required by the regulations. Once the data has been verified,sorted, and placed in proper report form, the report will be signed by Don and transmitted to the Health Department within the proper time frame. (B) Water Treatment Plant Identified Tasks: We propose to address the items discussed during our recent conversation: 1. Evaluation of Organizational Structure and/if-how to improve. This task will involve some onsite work with regard to understanding the various components of the department,staff make-up and how they interact currently. Gathering mapping, building/system layout for interaction in the future. Equipment allocation and proper maintenance are important to the future department considerations. 2. Mentor and train any new operators and help to update the current operations staff at the water treatment plant. Initially,plan on one day every other week for the first two months of the mentoring/training sessions of this assignment. This may be adjusted as we work with the staff members and get a good understanding of capabilities and operational know- how. 3. Prepare and/or Update Safety Procedures throughout the facility and as assigned. This task will be somewhat interactive with the staff as well as the items found in the preceding tasks(#1 and#2). There will probably be some follow-up onsite work but for the purposes of this letter proposal, we are only anticipating follow-up office time for the preparation and verification of the safety procedures in the department. 4. Prepare SOP's(Standard Operation Procedures)utilizing Best Practice Methods for the various issues throughout the facility. This task will naturally follow the preceding tasks in logical order.A great deal of the base information will be gathered throughout tasks#1-#3 but some other onsite data and information collection will be necessary.It is assumed that there are a large number of SOPs already in place but they will need to be reviewed and updated to the current situation. It is most likely that SOPs have developed over time, and it would make sense to put them all in a logical progression as well as the interaction of the newly developed SOPs based upon the new-found information. We will also carefully review the current SDS Binder for its correctness. A natural outgrowth of this review is to have each of the current staff members carefully review the SOPs and SOS Binder to gain better understanding of what is already"on the books". 5. Coordination with the operations/maintenance/lab staff members at the plant. A large part of the information necessary to produce this interaction plan will be gathered early on in the project but there will be some time onsite associated with the implementation of the devised plan by the operators, the maintenance staff,and the lab personnel. We will review VA, ERP, CBS,SPR reports and CBS Inspection reports. 6. Coordination of the Full Staff at the Water Treatment Plant. There should be no additional time or visits associated with this task. It can be included with the implementation of tasks#2,#4 and#5. 7. A plan for the implementation steps involved in the various items found in the coordination efforts initially for a 90-day start-up period then follow the next logical step in the team building process,etc. This task will involve the need to prepare, write and formalize a written outline and plan for the implementation of tasks#4,#5,and#6 as well as including anything that should be included from task#1. There will be a rather large amount of task coordination associated with the finalizing of this task and the report that it will generate. a. It is our overall plan to have the 90-day start-up plan written and ready to be implemented by the end of the second month of our engagement. This plan will include implementation of the above topics as well as training any new operators or staff members who come onboard. 8. Assist in the planning and implementation of the various changes needed to address any possible changes at the water treatment plant. This task has a number of unknowns at the time of the writing of this letter proposal. The exact changes have not yet been identified.A great deal of the ambiguity will be taken away when the preceding tasks are completed. To address this request, we are anticipating a few days of onsite work and then some DCK Office time to research and write reports for staff implementation and incorporation into the new SOPs and other items addressed in the preceding tasks. This action will fall at the end of the 90-day period. - Please note that these tasks were identified as a stepping off point to get the overall Treatment Plant addressed.We believe a great deal of the items when completed,will become part of the Standard Operating Procedures for the facility. It is anticipated however,that there may be some items that will need further evaluation and/or updating as time progresses and the changes are implemented. DCK Services will be available to assist with any further changes or additions that may become necessary in the future. PROFESSIONAL FEES. For Paragraph (A)- DCK Services LLC will provide a NYS DOH Licensed Operator with a 1A Operator's License to act as the Responsible Operator in Charge for a flat monthly fee of$1050 per month. For Paragraph(B)- DCK Services LLC will provide the work associated with Items 1 through 8 for a flat monthly fee of$1075 per month. Total Proposal Fee: DCK Services LLC will issue an invoice of$2125 each month.The invoice will be issued by the 5t'of each month for payment by the Town of Queensbury. DCK Services is fully insured. This Letter Proposal is presented as a month-to-month agreement. It can be terminated with 30 days'written notice by either party. If you find this Letter Proposal to be acceptable, please sign at the appropriate location below.We have signed as the proposer and this document will serve as our agreement. If you have any questions, please let me know.Thank you. Yours truly, Don Coalts Chief Operations Officer DCK Services LLC EC:file Accepted by: Date: Proposed by: T>ari Ceaib- Date: 11/22/2023 Town of Queensbury Water Department DCK Services LLC