HomeMy WebLinkAboutItem 11i - Rio Hondo-San Gabriel River Watershed Management JPA PaymentRio Hondo/San Gabriel River Watershed Management JPA Payment
May 7, 2024
Page 1 of 5
DATE: May 7, 2024
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Briget Arndell, Environmental Services Manager
Janessa Kalanjian, Management Analyst
SUBJECT: AUTHORIZE PAYMENT OF THE ANNUAL COORDINATED
INTEGRATED MONITORING PROGRAM COST SHARE IN THE
AMOUNT OF $220,828.96 TO THE RIO HONDO/SAN GABRIEL RIVER
WATERSHED MANAGEMENT JOINT POWERS AUTHORITY
CEQA: Not a Project
Recommendation: Approve
SUMMARY
To meet state mandated stormwater requirements, the City of Arcadia is a member of the
Rio Hondo/San Gabriel River Watershed Management Joint Powers Authority (“JPA”).
The formation of a JPA has alleviated regional funding complexities and acts as a
management mechanism to provide liability protections to the participating cities. The JPA
manages the Professional Services Agreement (“PSA”) with CWE, Inc. for the continued
implementation of the Coordinated Integrated Monitoring Program (“CIMP”) Plan, which
was previously managed by the City of Arcadia. The CIMP provides for a series of testing
along the watershed to track water quality throughout the JPA area. The City of Arcadia
will pay its portion of the annual cost share for implementation of the CIMP directly to the
JPA.
It is recommended that the City Council authorize payment of the annual Coordinated
Integrated Monitoring Program cost share in the amount of $220,828.96 to the Rio
Hondo/San Gabriel River Watershed Management Joint Powers Authority.
BACKGROUND
The National Pollutant Discharge Elimination System Municipal Separate Storm Sewer
System Permit (“MS4 Permit”, Order No. R4-2012-0175) establishes waste discharge
requirements for stormwater and non-stormwater discharges within the watersheds of
Los Angeles County. The MS4 Permit was adopted by the California Regional Water
Quality Control Board, Los Angeles Region (“Regional Board”), on November 8, 2012,
Rio Hondo/San Gabriel River Watershed Management JPA Payment
May 7, 2024
Page 2 of 5
and became effective on December 28, 2012. The MS4 Permit includes provisions that
allow permittees the flexibility to customize their stormwater programs to achieve
compliance over time, through the development of an Enhanced Watershed Management
Program (“EWMP”) on a watershed scale utilizing customized strategies, control
measures, and Best Management Practices (BMPs) to improve water quality.
In 2013, the Cities of Arcadia, Azusa, Bradbury, Duarte, Monrovia, and Sierra Madre,
along with the County of Los Angeles and Los Angeles County Flood Control District,
formed the Rio Hondo/San Gabriel River Water Quality Group to fulfil the requirements
of the Los Angeles County MS4 Permit. The Group included an Oversight Committee
comprised of City Managers and/or their designated staff to represent each city. A
Memorandum of Understanding (“MOU”) was executed by all agencies for cost sharing
and the development of the EWMP and CIMP for the Rio Hondo/San Gabriel River
watersheds. In July 2014, these plans were submitted to the Regional Board for approval.
On June 29, 2015, the CIMP was approved.
The City of Arcadia took the lead in administering and managing the contract for
implementation of the CIMP program. In December 2014, the Arcadia City Council
approved a three-year contract with two, one-year optional extensions to CWE for
management of the project, which expired in December 2020. On January 19, 2021, the
City Council awarded a five-year PSA with CWE, Inc. for the continued implementation
of the CIMP Plan for the Rio Hondo/San Gabriel Water Quality Group and executed a
MOU with the cities of Bradbury, Duarte, Monrovia, and Sierra Madre, the County of Los
Angeles, and the Los Angeles County Flood Control District, to aid in the administration,
implementation, and cost sharing of the Agreement.
The City of Azusa was a party to the original CIMP contract in 2014; however, the City of
Azusa declined to participate in the new contract. Under prior agreements, the City of
Arcadia has served as the lead agency in administering and managing contracts at no
cost to the participating agencies. Unlike the previous contracts, it was agreed that a
Program Project Administration Fee of 5% would be charged to the Group to reimburse
the City of Arcadia for contract administration. This administration fee was $148,034 over
the five-year contract period. In April 2022, the City Council approved an amendment to
the agreement with CWE, Inc. to include additional requirements due to new stormwater
permit requirements.
Table 1 below shows the current total cost, including original PSA amount, the change
order cost reimbursing the City of Monrovia for grant preparation, and the overall
administration fee for each of the participating agencies for Fiscal Years 2021-2025.
Rio Hondo/San Gabriel River Watershed Management JPA Payment
May 7, 2024
Page 3 of 5
Table 1. Cost Allocation Formula for Fiscal Years 2021-2025
(includes original PSA amount, City of Monrovia, Administration Fee (5%) and Change Order)
Agencies Acres Percent
of Area
Base Fee
(10%)
Cost based on
Acres (90%) Total Cost
City of Arcadia 11 34.16% $54,240.94 $1,000,593.73
$1,054,834.67
City of Bradbury 1.9 5.90% $54,240.94 $172,829.83
$227,070.77
City of Duarte 3.6 11.18% $54,240.94 $327,467.04
$381,707.98
City of Monrovia 8 24.84% $54,240.94 $727,704.53
$781,945.47
City of Sierra
Madre 2.8 8.70% $54,240.94 $254,696.59
$308,937.53
County of Los
Angeles 4.9 15.22% $54,240.94 $445,719.03
$499,959.96
Los Angeles
County Flood
Control District
- - $167,446.13
Total 32.2 100% $325,445.64 $2,929,010.74 $3,421,902.50
For years, the Group contemplated the formulation of a JPA to meet stormwater
requirements. However, discussions did not materialize until the Group’s Encanto Park
Regional Project was recently funded through the County of Los Angeles’ Safe Clean
Water (Measure W) program. The funding of this Regional Project brought to the forefront
several complexities associated with the current structure of how the Group operates
together to meet requirements. The Joint Exercise Powers Act (Government Code
Section 6500, et seq.) allows two or more agencies to create another legal entity or
establish a joint approach to work on a common problem, fund a project, or act as a
representative body for a specific activity.
On May 17, 2022, the City Council authorized the Arcadia to participate in a Joint Exercise
of Powers Agreement with the cities of Bradbury, Duarte, Monrovia, and Sierra Madre to
create the Rio Hondo/San Gabriel River Watershed Management Joint Powers Authority.
The JPA acts as the central hub for operational, administrative, and financial activities on
behalf of the Group. In addition, it allows the Group to exercise common powers such as
approving and awarding contracts; acquiring, constructing, managing, and conducting
maintenance and operations for any building, structure, or capital improvement project;
Rio Hondo/San Gabriel River Watershed Management JPA Payment
May 7, 2024
Page 4 of 5
seeking grants and other financial aid; obtaining insurance, participating in legislative
advocacy, and conducting outreach. Due to policy limitations, the County of Los Angeles,
and the Los Angeles County Flood Control District cannot be a participant in the JPA;
however, both entities continue to enter into project-specific cost-share agreements with
the JPA.
DISCUSSION
One of the first tasks for the JPA was to select a firm to oversee management of the JPA,
including the existing contract with CWE, Inc. for the CIMP program. In May 2023, the
JPA entered into a contract with KOA Consulting, Inc. ("KOA”) for management of the
JPA and project management of the existing agreement with CWE, Inc.
With the creation of the JPA, Arcadia no longer oversees the agreement and no longer
pays CWE, Inc. directly. Furthermore, since Arcadia no longer manages the agreement,
the 5% Program Project Administration Fee is no longer applicable, and all participating
agencies pay their portion directly to the JPA, including Arcadia. The City of Arcadia’s
cost share amount for the CIMP Program for Fiscal Year 2023-24 is $220,828.96. This is
the amount the City agreed to pay as a member of the original MOU. It is recommended
that the City Council authorize this payment.
ENVIRONMENTAL ANALYSIS
The proposed action of authorizing a payment to the JPA does not constitute a project
under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty
that it will have no impact on the environment. Any environmental reviews that might be
necessary would be overseen by the JPA, acting as lead agency for all efforts of the JPA.
FISCAL IMPACT
The City of Arcadia’s cost share amount for the CIMP Program for Fiscal Year 2023-24
is $220,828.96. Funds in the amount of $221,000 are budgeted in the Fiscal Year 2023-
24 Capital Improvement Program (“CIP”) for the CIMP Program. The City of Arcadia is
expected to receive approximately $1,015,000 in local return from the Safe Clean Water
Program (Measure W) annually and these funds have been allocated in the CIP for this
contract; no General Fund monies will be utilized.
RECOMMENDATION
It is recommended the City Council determine that this action does not constitute a project
under the California Environmental Quality Act (“CEQA”); and authorize payment of the
Annual Coordinated Integrated Monitoring Program cost share in the amount of
$220,828.96 to the Rio Hondo/San Gabriel River Watershed Management Joint Powers
Authority.
Rio Hondo/San Gabriel River Watershed Management JPA Payment
May 7, 2024
Page 5 of 5
Attachment: Annual Coordinated Integrated Monitoring Program Cost Share Invoice
INVOICE
DATE: January 12, 2024
INVOICE NO.: 24-CIMP-01
PAYMENT IS DUE UPON RECEIPT
To: City of Arcadia
Attn: Dominic Lazaretto
Rio Hondo/San Gabriel River Watershed Management Authority
Annual Coordinated Integrated Monitoring Program Cost Share
As Outlined Per Exhibit A and B of the MOA
Fiscal Year 2023-2024
Description Amount
Annual Cost Allocation for Required Services
(2021-2025) $191,443.04
Annual Cost Allocation For Preparation of Measure W
Regional Application
(2021-2025)
$4,730.86
Annual Cost for Approved Added Services (Semi-Annual
Progress Reports, Toxicity Sensitivity Screening, Cultural
Resources Assessment)
(2023-2025)
$24,655.07
Total Due $220,828.96
Please remit payment to:
(via ACH)
Wells Fargo
Account Name: RHSGR Checking
Routing Number: 121000248
Account Number: 4831818000
- or -
(via check)
Rio Hondo/San Gabriel River WMA
Attn: Koa Consulting, Inc.
419 Main Street, No. 320
Huntington Beach, CA 92648
Table 1: Cost for Original Required Services
Scope of Work Items Years 1-3 Year 4 Year 5 Total
Project Management, Coordination, Meetings 66,099.00$ 14,474.00$ 14,474.00$ 95,047.00$
CIMP Requirements 1,205,621.00$ 299,176.00$ 299,242.00$ 1,804,039.00$
Health and Safety Plan 11,066.00$ 4,404.00$ 4,404.00$ 19,874.00$
Data Management and Reporting Methodology 29,304.00$ 9,768.00$ 9,768.00$ 48,840.00$
Laboratory Analysis 183,419.00$ 60,325.00$ 60,325.00$ 304,069.00$
Reports 211,740.00$ 70,580.00$ 70,580.00$ 352,900.00$
Field Logs and Site Assesment Photos 35,838.00$ 11,946.00$ 11,946.00$ 59,730.00$
CIMP Revision 73,952.00$ 73,952.00$
Procurement and Installation of Monitoring Equipment 202,224.00$ 202,224.00$
2,960,675.00$
296,067.50$
3,256,742.50$
Table 2a: Costs Allocation for Required Services
Cost Formula:
A. 10% Base Fee = [(Total Consultant costs - LACFD 5% Contribution) x 10%)/6 parties]
B. 90% Land Use = [(Total Consultant costs - LACFD 5% Contribution) x 90%] x Percentage of total land area (not including Angeles Forest )
Consultant cost + 5% program project admin fee =$3,108,708.75
Agency Acres (Developed
Land sq.mi)Percent of Area Base Fee
(1/6th of 10%)Land Use (90%)Subtotal Annual costs
2021-2025
City of Arcadia 11 34.16%$49,221.22 $907,993.97 $957,215.19 191,443$
City of Bradbury 1.9 5.90%$49,221.22 $156,835.32 $206,056.54 41,211$
City of Duarte 3.6 11.18%$49,221.22 $297,161.66 $346,382.88 69,277$
City of Monrovia 8 24.84%$49,221.22 $660,359.25 $709,580.47 141,916$
City of Sierra Madre 2.8 8.70%$49,221.22 $231,125.74 $280,346.96 56,069$
County of Los Angeles 4.9 15.22%$49,221.22 $404,470.04 $453,691.26 90,738$
LACFCD (5% Contribution) ----$155,435.44 31,087$
TOTAL 32.2 100 $295,327.33 $2,657,945.98 $3,108,708.75 621,742$
Table 2b: Costs Allocation For Preparation of Measure W Regional Application
Preparation Costs for Measure W Regional Application $72,980.00
Agency Acres (Developed
Land sq.mi)Percent of Area Base Fee
(1/6th of 10%)Land Use (90%)Subtotal Annual costs
2021-2025
City of Arcadia 11 34.16%$1,216.33 $22,437.95 $23,654.28 4,731$
City of Bradbury 1.9 5.90%$1,216.33 $3,875.65 $5,091.98 1,018$
City of Duarte 3.6 11.18%$1,216.33 $7,343.33 $8,559.66 1,712$
City of Monrovia*8 24.84%$1,216.33 $16,318.51 $17,534.84 3,507$
City of Sierra Madre 2.8 8.70%$1,216.33 $5,711.48 $6,927.81 1,386$
County of Los Angeles 4.9 15.22%$1,216.33 $9,995.09 $11,211.42 2,242$
TOTAL 32.2 100 $7,298.00 $65,682.00 $72,980.00 14,596$
* NOTE: Monrovia to receive credit $55,445.16
Table 2c: Costs for Approved Added Services (Semi-Annual Progress Reports, Toxicity Sensitivity Screening, Cultural Resources Assesment)
Costs to be added to Years 2023-2025
Consultant Costs for Additional Services + 5% Admin Fee $240,213.75
Agency Acres (Developed
Land sq.mi)Percent of Area Base Fee
(1/6th of 10%)Land Use (90%)Subtotal Annual costs
2023-2025
City of Arcadia 11 34.16%$3,803.38 $70,161.81 $73,965.20 24,655$
City of Bradbury 1.9 5.90%$3,803.38 $12,118.86 $15,922.24 5,307$
City of Duarte 3.6 11.18%$3,803.38 $22,962.05 $26,765.43 8,922$
City of Monrovia 8 24.84%$3,803.38 $51,026.77 $54,830.16 18,277$
City of Sierra Madre 2.8 8.70%$3,803.38 $17,859.37 $21,662.75 7,221$
County of Los Angeles 4.9 15.22%$3,803.38 $31,253.90 $35,057.28 11,686$
LACFCD (5% Contribution) $12,010.69 4,004$
TOTAL 32.2 100 $22,820.31 $205,382.76 $240,213.75 80,071$
Table 3: Annual Invoice Schedule
Agency January 2021 January 2022 January 2023 January 2024 January 2025
City of Arcadia 196,173.89$ 196,173.89$ 220,828.96$ 220,828.96$ 220,828.96$
City of Bradbury 42,229.70$ 42,229.70$ 47,537.12$ 47,537.12$ 47,537.12$
City of Duarte 70,988.51$ 70,988.51$ 79,910.32$ 79,910.32$ 79,910.32$
City of Monrovia*89,977.90$ 145,423.06$ 163,699.78$ 163,699.78$ 163,699.78$
City of Sierra Madre 57,454.95$ 57,454.95$ 64,675.87$ 64,675.87$ 64,675.87$
County of Los Angeles 92,980.54$ 92,980.54$ 104,666.30$ 104,666.30$ 104,666.30$
LACFCD (5% Contribution) 31,087.09$ 31,087.09$ 35,090.65$ 35,090.65$ 35,090.65$
TOTAL 580,892.59$ 636,337.75$ 716,409.00$ 716,409.00$ 716,409.00$
* Monrovia received a credit of $55,445.16 that ws applied against $145,423.06 for the 2021 invoice
Contract Amount Plus 10% Contingency
Contingency (10%)
Total Contract Amount