HomeMy WebLinkAboutItem 2d: Contract Extension with John L. Hunter & Associates for Municipal Stormwater & Industrial Waste Programs OF AR
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°��4qj°Y°f.°o`� STAFF REPORT
Public Works Services Department
DATE: January 17, 2012
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Vanessa Hevener, Environmental Services Officer
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT EXTENSION WITH JOHN L. HUNTER AND ASSOCIATES,
INC. FOR ADMINISTRATION AND MONITORING OF THE MUNICIPAL
NPDES (STORMWATER) AND INDUSTRIAL WASTE PROGRAMS IN
THE AMOUNT OF $56,650
Recommendation: Approve
SUMMARY
The Clean Water Act established regulations setting forth NPDES program
requirements for storm water discharge. This mandate requires all public agencies to
implement programs and activities that reduce pollutants from entering the storm drain
system and eventually discharge into U.S. waters. The City's Industrial Waste Program
is intended to eliminate or reduce the sanitary sewer overflows from occurring through
routine inspections (approximately 250 per year), permitting, and enforcement activities.
On February 19, 2008, the City Council awarded a one (1) year Professional Services
Agreement with optional extensions to John L. Hunter and Associates, Inc. (JLH) for
administration and monitoring of the City's stormwater and industrial waste programs.
JLH is reaching the end of their Agreement and has submitted a written offer to extend
the existing Agreement for one (1) additional year with no increase in unit pricing.
Over the years, City staff has assumed increased responsibility with both programs,
thereby reducing the scope of services offered by the consulting contractor. The
anticipated contract will include routine field inspections, monitoring and plan checking
services for both programs. The existing Agreement has been reduced by
approximately 15% or $9,700 from last year's contract costs.
Therefore, staff recommends that the City Council authorize the City Manager to
execute a one (1) year professional services agreement extension to John L. Hunter
and Associates for the administration and monitoring of the municipal stormwater
(NPDES) and industrial waste programs in the amount of$56,650.
Page 1 of 3
Mayor and City Council
January 17, 2012
DISCUSSION
The Clean Water Act (Act) mandates local jurisdictions to implement water pollution
control programs. The National Pollutant Discharge Elimination System (NPDES)
permit is a key provision of the Act.
At the September 7, 2010 meeting, the Environmental Services Officer (ESO) position
was approved by the City Council and of its responsibilities was increased
administration and implementation duties for the City's stomwater program, thereby
reducing the scope of services offered by our consulting contractor. However, due to
the complexity of mandates of the NPDES (stormwater) Permit and Industrial Waste
Programs, it is still necessary to retain an environmental consultant with the expertise
and experience to support the City with implementation of Best Management Practices,
reporting requirements, and administration of the following required programs:
1. Assist with Public Information and Participation (Outreach)
2. Perform Commercial and Industrial Inspections
Consequently, with City staff assuming increased responsibility with both programs over
the years including the approval of an Environmental Services Officer position last year,
the consulting contractor cost have been reduced by $34,791 or 38% from its original
contract cost of$91,441 in 2008.
In addition, approximately $38,000 of the contract is recovered through permitting fees,
plan check fees, and inspection fees paid to the City by applicants or developers, which
are pass thru fees. Also, when possible, inspection requirements of the NPDES
Program can be combined with the elements of the Industrial Waste program, which
results in reduced cost to the City. Therefore, the cost for environmental support to City
staff is approximately $19,000 annually.
Staff recommends that the City Council authorize the City Manager to enter into a one
(1) year Professional Services Agreement with John L. Hunter and Associates, Inc. for
administration and monitoring of the Municipal NPDES and Industrial Waste Programs
in the amount of$56,650.
FISCAL IMPACT
Sufficient funds have been designated for these services in the 2011-2012 Operating
Budget in Stormwater and Sewer Funds.
Page 2 of 3
Mayor and City Council
January 17, 2012
RECOMMENDATIONS
1. Award a one (1) year Professional Services Agreement extension to
John L. Hunter and Associates, Inc. for administration and monitoring
of the municipal stormwater and industrial waste programs in the
amount of$56,650
2. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by: 3k -c
Donald Penman, City Manager
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