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