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HomeMy WebLinkAboutItem 1e: Contract Extension with John L. Hunter and Associates for Administration and Monitoring of Municipal Stormwater (NPDES) and Industrial Waste Programs ovAR C � � _ 0 !WA Ir t= S, IY01 4°nityofl S TAFF REPORT Public Works Services Department DATE: January 18, 2011 TO: Mayor and City Council FROM: Tom Tait, Public Works Services Director Prepared by: Carmen Trujillo, Management Aide 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 STORMWATER (NPDES) AND INDUSTRIAL WASTE PROGRAMS IN THE AMOUNT OF $66,350 Recommendation: Approve SUMMARY The Clean Water Act established regulations setting forth NPDES requirements for storm water discharge. This mandate requires all public agencies to implement programs and activities that reduce the discharge of pollutants found in storm water from entering U.S. Waters. On February 19, 2008, the City Council awarded a one (1) year Professional Services Agreement with optional annual extensions to John L. Hunter and Associates, Inc. (JLH) for administration and monitoring of the City's stormwater and industrial waste program. JLH is reaching the end of their second (2) contract extension and has submitted a written offer to extend the existing Agreement for one (1) additional year with no increase to pricing. Over the years, City staff has assumed increased responsibility with both programs, thereby reducing the scope of services offered by our 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 twenty -two percent (22 %) or $18,691 from last year's total contract cost. 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 program in the amount of $66,350. Page 1 of 3 Mayor and City Council January 18, 2011 DISCUSSION At the September 7, 2010 City Council meeting, the City Council approved staff's recommendation to include the Environmental Services Officer (ESO) position in the operating budgeted allowing the Public Works Services Department to hire an ESO. As a result, the Public Works Services Department vacated the Management Analyst position. One of the key responsibilities that will be assigned to the ESO is increased administration and implementation duties for the City's stormwater program, thereby reducing the scope of services offered by our consulting contractor. Therefore, the ESO will now be performing the following tasks that were normally handled by an environmental consultant: • Provide staff for meetings and report all findings • Respond and track illicit connections and discharges and report to the County of Los Angeles Annually as part of our NPDES permit requirement • Complete and Submit the NPDES annual report to the County of Los Angeles • Respond to TMDL correspondences and report on TMDL findings However, due to the complexity of State mandates and the manpower needed to comply with the NPDES Stormwater Permit and Industrial Waste Program, 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: • Development Planning and Development Construction Plan Checks • Commercial and Industrial Inspections Since the ESO will assume some of the stormwater program tasks, the agreement has been reduced by $18,691 from the initial contract cost. Approximately $38,000 of the contract is recovered through permitting fees, plan check fees, and inspection fees paid to the City by developers, which are pass thru fees. Additionally, when possible, inspection requirements of the NPDES Stormwater Program can be combined with the elements of the Industrial Waste program, which further reduces costs to the City. Therefore, 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 Stormwater and Industrial Waste Program in the amount of $66,350. FISCAL IMPACT Sufficient funds have been designated for these services in the 2010 -2011 Operating Budget for Stormwater and in the Sewer Fund. Page 2 of 3 Mayor and City Council January 18, 2011 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 $66,350. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: - Pe-y,2 Donald Penman, City Manager TT: CT Page 3 of 3