No preview available
HomeMy WebLinkAboutItem 09j - Rio Hondo - San Gabriel River Watershed Management CIMP PaymentRio Hondo/San Gabriel River Watershed Management CIMP Payment May 6, 2025 Page 1 of 3 DATE: May 6, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Briget Arndell, Environmental Services Manager SUBJECT: AUTHORIZE PAYMENT TO THE RIO HONDO/SAN GABRIEL RIVER WATERSHED MANAGEMENT JOINT POWERS AUTHORITY FOR THE ANNUAL COORDINATED INTEGRATED MONITORING PROGRAM COST SHARE IN THE AMOUNT OF $220,828.96 CEQA: Not a Project Recommendation: Approve SUMMARY To meet state mandated stormwater requirements, the City of Arcadia became a founding member of the Rio Hondo/San Gabriel River Watershed Management Joint Powers Authority (“JPA”), consisting of the Cities of Arcadia, Bradbury, Duarte, Monrovia, and Sierra Madre. Following its formation, the JPA hired KOA Consulting, Inc. (“KOA”) to oversee project management of all JPA projects and funding. As part of the JPA, the City of Arcadia pays membership fees and consultant fees directly to the JPA. The City of Arcadia’s portion of the annual cost share for implementation of the Coordinated Integrated Monitoring Program (“CIMP”) is due. It is recommended that the City Council authorize payment to the Rio Hondo/San Gabriel River Watershed Management Joint Powers Authority for the annual Coordinated Integrated Monitoring Program cost share, in the amount of $220,828.96. 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, and became effective on December 28, 2012. The MS4 Permit allows permittees the flexibility to customize their stormwater programs to achieve compliance over time, through the development of an Enhanced Watershed Management Program (“EWMP”) Rio Hondo/San Gabriel River Watershed Management CIMP Payment May 6, 2025 Page 2 of 3 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 its 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 to develop the EWMP and Coordinated Integrated Monitoring Program (“CIMP”) for the Rio Hondo/San Gabriel River watersheds. A CIMP details how water monitoring will be conducted to assess water quality and includes specific analytical procedures, constituents, and monitoring frequencies. The CIMP is crucial for compliance with stormwater permits and long-term water quality improvements. In July 2014, these plans were submitted to the Regional Board for approval. On June 29, 2015, the CIMP was approved. On May 17, 2022, the City Council authorized 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 JPA. 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; 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 could not be a participant in the JPA; however, both entities continue to enter into project-specific cost-share agreements with the JPA. DISCUSSION Under prior agreements, the City of Arcadia served as the lead agency in administering and managing the contract for implementation of the CIMP. In December 2014, the Arcadia City Council approved a three-year contract with two, one-year optional extensions to CWE, Inc. for management of the CIMP effort, which expired in December 2020. On January 19, 2021, the City Council awarded a five-year Professional Services Agreement with CWE, Inc. for the continued implementation of the CIMP for the Rio Hondo/San Gabriel Water Quality Group, to aid in the administration, implementation, and cost sharing of the Agreement. In April 2022, the City Council approved an amendment to the agreement with CWE, Inc. to include additional activities resulting from new stormwater permit requirements. With the creation of the JPA, Arcadia no longer oversees the agreement and no longer pays CWE, Inc. directly for the CIMP. All participating agencies pay their portion directly Rio Hondo/San Gabriel River Watershed Management CIMP Payment May 6, 2025 Page 3 of 3 to the JPA, including Arcadia. The JPA then pays CWE for the work, when completed and approved. The City of Arcadia’s cost share amount for the CIMP this Fiscal Year is $220,828.96. This is the amount the City agreed to pay as a member of the MOU that was signed in 2022. 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. FISCAL IMPACT The City of Arcadia’s cost share amount for the CIMP for Fiscal Year 2024-25 is $220,828.96. Funds in the amount of $258,000 are budgeted in the Fiscal Year 2024-25 Capital Improvement Program. The City of Arcadia is expected to receive approximately $1,020,000 in local return from the Safe Clean Water Program (Measure W) annually, with these funds being allocated in the CIP for this contract. No General Fund monies will be utilized for this payment. RECOMMENDATION It is recommended that the City Council determine this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and authorize payment to the Rio Hondo/San Gabriel River Watershed Management Joint Powers Authority for the annual Coordinated Integrated Monitoring Program cost share in the amount of $220,828.96. Attachment: Annual Coordinated Integrated Monitoring Program Cost Share Invoice INVOICE DATE: March 6, 2025 INVOICE NO.: 25-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 2024-2025 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 $220,828.96 Please remit payment to: (via ACH) Wells Fargo Account Name: RHSGR Checking Routing Number: 121000248 Account Number: 4831818000 - or - (via check) Rio Hondo/San Gabriel River Watershed Management Joint Powers Authority Attn: Koa Consulting, Inc. 419 Main Street, No. 320 Huntington Beach, CA 92648 Table 1: Cost for Original Required Services Scope of Work Items Years 1-3 Year 4 Year 5 Total Project Management, Coordination, Meetings 66,099.00$ 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 CMP Cost Share Exhibit