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HomeMy WebLinkAboutItem 2d - Contract extension for Municipal NPDES and Industrial Waste ProgramsDATE: March 18, 2014 TO: Honorable Mayor and City Council STAFF REPORT Public Works Services Department FROM: Tom Tait, Public Works Services Director Prepared by: Vanessa Hevener, Environmental Services Officer SUBJECT: ONE YEAR CONTRACT EXTENSION WITH JOHN L. HUNTER AND ASSOCIATES, INC. FOR INSPECTION, MONITORING, AND MANAGEMENT SUPPORT FOR THE MUNICIPAL NPDES (STORMWATER) AND INDUSTRIAL WASTE PROGRAMS IN THE AMOUNT OF $90,265 Recommendation: Approve SUMMARY On March 5, 2013, the City Council awarded a Professional Services Agreement with optional contract extensions to John L. Hunter and Associates, Inc. for the inspection, monitoring, and management support for the City's Municipal National Pollutant Discharge Elimination System ( NPDES) and Industrial Waste programs. John L. Hunter and Associates, Inc. (JLH) is reaching the end of the initial contract term and has submitted a written offer to extend the existing contract for an additional year with a $21,575 increase to reflect additional inspection services. It is recommended that the City Council authorize the City Manager to execute a one year contract extension with John L. Hunter and Associates, Inc. for the inspection, monitoring, and management support for the NPDES and Industrial Waste programs in the amount of $90,265. DISCUSSION The City of Arcadia Public Works Services Department administers both the City's Municipal NPDES and Industrial Waste Programs. The NPDES program prohibits the discharge or the potential for discharge of illicit substances into the City's streets and /or storm drain system whereas the Industrial Waste program ensures the protection of the City's locally owned sewer lines through routine inspections, permitting, and enforcement. Extend NPDES and Industrial Waste Program Contract March 18, 2014 Page 2 of 3 The City's NPDES and Industrial Waste programs include elements of inspection, monitoring, enforcement, public outreach, staff training, and administrative services. Over the years, City staff has assumed increased responsibility with both programs. Given the complexity of the recently adopted NPDES Permit and Industrial Waste Programs, it is necessary to retain an environmental consultant with the expertise and experience to support the City with implementation of a number of new stormwater activities /programs; and develop a variety of capital improvements needed in order to comply with new and more stringent water quality regulations. New water quality regulations include an increase to the City's minimum control measure activities, maintenance best management practices (BMPs), inspections, storm water mitigation plan checks, water quality monitoring, and public education /outreach. The City's NPDES Permit was approved by the Los Angeles Regional Water Quality Control Board in December 2012, and it requires that the City perform commercial /industrial facility inspections at a variety of businesses twice during the five years that the permit is in effect, with the first round of inspections to occur within two years after the effective date of the permit. JLH's contract extension includes a cost to perform the additional commercial /industrial facility inspections for a total cost of $21,575. The increase to the contract will cover the cost for inspection of 187 facilities, including restaurants, automotive service facilities, and industrial commercial businesses. JLH's cost to perform these inspections includes a cost savings because the inspections are being combined with Industrial Waste facility inspections that JLH is already performing. As a result, the City is receiving the best price for the combined inspections as opposed to bidding out these services separately. The inspection costs are recovered through the City's stormwater inspection fee that each business owner will be required to pay. JLH has provided excellent environmental related services to the City, and the contract extension does not include any increases to their prices other than the cost for the new inspections of commercial /industrial facilities that are mandated by the NPDES Permit. FISCAL IMPACT Sufficient funds have been proposed for these services in the 2014 -15 Operating Budget in Stormwater and Sewer Funds. Approximately $60,000 of the contract is recovered through permitting fees, plan check fees, and inspection fees paid to the City by applicants, developers or business owners. Extend NPDES and Industrial Waste Program Contract March 18, 2014 Page 3 of 3 RECOMMENDATIONS It is recommended that the City Council authorize the City Manager to execute a one year contract extension with John L. Hunter & Associates, Inc. for inspection, monitoring, and program management support services for the Municipal NPDES (Stormwater) and Industrial Waste Programs in the amount of $90,265. Approved: Dominic Lazza City Manager