Camarillo City Council
AGENDA REPORT
Date: June 12, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Dave Klotzle, Public Works Director
Subject: Stormwater Trash Compliance (Project No. SD-5032-1) – Award Construction Contract
BACKGROUND
The Stormwater Trash Compliance – Project No. SD-5032-1 (Project) consists of the manufacturing and installation of full capture trash devices within existing storm drain catch basins and standpipes throughout the City of Camarillo. These devices are certified by the State Water Board and accepted as part of the City of Camarillo’s Full Capture Systems (FCS). The full capture trash devices are needed to meet municipal and statewide stormwater permit requirements.
DISCUSSION
The City currently owns and maintains approximately 1,570 storm drain catch basins throughout the City. The City’s Stormwater Permit regulated by the State Water Board currently requires the City to install full capture trash devices in 420 existing storm drain catch basins. In 2018, the first phase of this Project was completed and included the installation of full capture trash devices in 129 storm drain catch basins. 24 additional full capture trash devices have been or are proposed to be retrofitted and installed with private development or other capital projects. The current Project includes installation of the remaining 267 full capture trash devices within the currently required storm drain catch basins. This would meet the current Stormwater Permit requirements.
Construction Bids
Staff, in collaboration with the project design consultant, Filippin Engineering, Inc., prepared the bid documents, including plans and specifications, for the Project (Attachment 1).
On April 20, 2024, staff issued a Notice Inviting Bids, for the Project. On May 14, 2024, the City received one (1) bid for construction as shown in the following table:
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Name of Bidder $ Bid Amount
Downstream Services, Inc.
Escondido, CA $ 838,897
Staff reviewed the bid submitted by Downstream Services, Inc. and all associated forms, investigated the contractor, and has determined Downstream Services, Inc. to be responsive to the bid solicitation. Therefore, staff recommends awarding a construction contract to Downstream Services, Inc. in the amount of $838,897 (Attachment 2) and authorize a contingency in the amount of $126,000 (approximately 15%) for unforeseen additional work if required, for a total contract authorization of $964,897. Staff also recommends City Council adopt a resolution approving the plans and specification for the Project (Attachment 3).
Inspection Services
Consultant inspection services are required for the Project. In November 2021, staff advertised a Request for Qualifications (RFQ) and subsequently established a list of qualified consultants to provide various services, including inspection services. Staff selected DCME, Inc. (DCME) to provide the necessary inspection services for the Project.
DCME has significant inspection experience working on similar types of capital projects.
Staff has negotiated a scope of services and fee with DCME and recommends approving a standard professional services agreement with DCME in an amount not-to-exceed $116,000 for inspection services (Attachment 4) and authorizing a contingency in the amount of $17,400 (approximately 15%) for unforeseen additional services if required, for a total agreement authorization of $133,400.
Budget Analysis
The project construction costs are summarized below:
Construction Contract $ 838,897.00
Construction Contract Contingency $ 126,000.00
Inspection Services $ 116,000.00
Inspection Services Contingency $ 17,400.00
Total Construction Phase Expenses $ 1,098,297.00
The low bid submitted was approximately $300,000 above the engineer’s cost estimate.
The cost increase is attributed to the specialized type of work, increased material costs, and the recent high bidding climate. Staff performed a thorough bid analysis and determined the bid to be responsive and valid. Staff recommends awarding the construction contract due to permit requirements and deadlines, which if not met would Project No. SD-5032-1 - Award Construction
June 12, 2024
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trigger expensive, time-consuming additional inspection/maintenance and potential additional Project scope.
FISCAL IMPACT
Approximately $100,000 is expected to be spent in FY 2023/24 with the remaining $998,297 spent in FY 2024/25. An appropriation of $100,000 for the construction contract, professional services agreement, and contingencies in the Capital Improvement Projects Fund, Account No. 410-8510-485.92-41 and Project SD-5032 from available Capital Improvement Projects Fund Balance is required. The remaining $998,297 will be budgeted for the project in FY 2024/25.
CEQA DETERMINATIONS
The Project is not subject to CEQA review pursuant to CEQA Guideline Section 15303 Class 3, which exempts from CEQA review projects that involve new construction or conversion of small structures. This Project meets the criteria for this exemption because the improvements consist of installation of small, new devices in catch basins where only minor modifications are made on the exterior of the structure.
RECOMMENDATION
1. Find that Project No. SD-5032-1 is exempt from review under the California Environmental Quality Act (CEQA) pursuant to Article 19 Categorical Exemptions Section 15303 Class 3: and
2. Adopt a Resolution approving Stormwater Trash Compliance – Project No. SD-5032- 1; approving the Project plans and specifications; and proceeding with construction of the project; and
3. Authorize an appropriation of $100,000 for the construction contract, professional services agreement, and contingencies in the Capital Improvement Projects Fund, 410-8510-485-92.41 and Project SD-5032 from available Capital Improvement Projects Fund Balance; and
4. Authorize the City Manager to execute Public Works Contract No. 2024-121 with Downstream Services, Inc. in an amount not-to-exceed $838,897, and authorize a contingency in the amount of $126,000, for a total contract authorization of $964,897; and
5. Authorize the City Manager to execute future contract change orders to the contract with Downstream Services, Inc. for unforeseen additional work up to the authorized contingency amount; and
6. Authorize the City Manager to execute Professional Services Agreement No. 2024- 114 with DCME, Inc. in an amount not-to-exceed $116,000 for inspection services, and authorize a contingency in the amount of $17,400, for a total agreement authorization of $133,400; and
Project No. SD-5032-1 - Award Construction
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7. Authorize the City Manager to execute future amendments to the agreement with DCME, Inc. for unforeseen additional services up to the authorized contingency amount.
ATTACHMENTS
1. Project Plans and Specifications
2. CC Agreement 2024-121
3. Resolution
4. CC Agreement 2024-114
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None