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Staff Report
City Council
Item No. 3.E
Meeting Date: January 24, 2024
From: John Corella, Director of Engineering/Public Works Title: Amendment No. 1 to the Professional Services Agreement with CASC Engineering and Consulting Inc. for NPDES Program Consulting Services
City Council
RECOMMENDATION:
For the City Council to approve Amendment No. 1 to the Professional Services Agreement with CASC Engineering and Consulting, Inc., increasing the term of the agreement for an additional seventeen (17) months for consulting services provided to comply with the National Pollutant Discharge Elimination System (NPDES) Program requirements; and, authorize the City Engineer to issue Task Orders as needed to complete the NPDES Program requirements within existing approved FY 2023-2024 and FY 2024-2025 budget limits; and, authorize the City Manager to execute Amendment No. 1.
BACKGROUND:
Stormwater runoff is generated from rain and storm events that flow over land or impervious surfaces, such as paved streets, parking lots, and building rooftops, and does not infiltrate into the ground. The runoff picks up pollutants like trash, chemicals, oils, and dirt/sediment that can harm our rivers, streams, lakes, and coastal waters.
To protect these resources, the City is mandated to comply with the requirements of the Whitewater River Municipal Separate Storm Sewer Systems (MS4) Permit and to manage its National Pollution Discharge Elimination System (NPDES) Program. These requirements include tracking best management practices (BMP’s) during and after construction, conducting periodic inspections to the City’s industrial and commercial businesses, documenting good housekeeping practices when maintaining its facilities, and recording any investigations conducted for illegal connections and illicit discharges. These activities are summarized and reported annually to the Colorado River Basin Regional Water Quality Control Board, the City’s jurisdictional branch of the State Water Resources Control Board.
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In February 2022, the City of Cathedral entered into an Agreement for NPDES Program consulting services with CASC Engineering and Consulting, Inc. (CASC). The services in this agreement consisted of restaurant, commercial, and industrial NPDES inspections, NPDES support and project management, and annual reporting services. The total compensation for this agreement is in the not-to-exceed amount of thirty-five thousand dollars per year ($35,000/year).
DISCUSSION:
The current Agreement was executed on February 9, 2022, and will expire on February 9, 2024. CASC has completed the following tasks in a timely manner and within budget:
•FY 2020-2021 NPDES Annual Report
•FY 2021-2022 NPDES Annual Report
•FY 2022-2023 NPDES Annual Report
•148 business inspections
•NPDES Compliance Trainings/Meetings with City Staff
This Amendment No. 1, attached to this Staff Report, provides for a seventeen (17) month increase in the term of the Agreement for a total term of forty-one (41) months. The expiration date, as set forth in Section 1 of the Agreement, is proposed to be extended to June 30, 2025.
This time extension of the Agreement will allow CASC to perform business inspections within the FY 2023-2024 and FY 2024-2025 budget, and to prepare the Annual Reporting Forms for FY 2023-2024 submitted to Riverside County Flood Control and Water Conservation District (RCFC) for compliance with the Whitewater River Watershed Municipal Stormwater NPDES Permit requirements.
City Staff is proposing this time extension to not only continue CASC’s NPDES inspection and reporting services on behalf of the City, but also, to align the CASC Agreement with an expiration date terminating at the end of the fiscal year budget cycle.
The Public Works Department goal is to have all contracted service agreements terminate and/or renew on this same scheduled cycle, to enhance internal contracted services management.
Staff is requesting the City Council approve the Amendment No. 1 to the Professional Services Agreement with CASC Engineering and Consulting Inc., increasing the term of the Agreement for an additional seventeen (17) months for consulting services provided to comply with the National Pollutant Discharge Elimination System (NPDES) Program requirements; and, authorize the City Engineer to issue Task Orders as needed to complete the NPDES Program requirements within existing FY 2023-2024 and FY 2024-2025 budget limits; and, authorize the City Manager to execute Amendment No. 1.
FISCAL IMPACT:
There is no request for additional budget funding for this item. These specific consulting services are currently allocated in the City’s FY 2023-2024 and FY 2024-2025 Biennial Cathedral City Page 3 of 3 Printed on 1/23/2024
Budget under Engineering’s Professional and Technical Services (100-156-8601) with NPDES services identified in the amount of $35,000 per fiscal year.
Staff is requesting the City Council authorize expenditures for these specific services for the remainder of FY 2023-2024 and the next FY 2024-2025.
Using the hourly rates and unit prices from the Agreement, the City Engineer will negotiate and issue Task Orders for each type of service required related to the NPDES/Stormwater Management Program. The total costs for the Task Orders prepared under the contract will be identified as each Task Order is issued and will not exceed the total budgeted amount of $35,000 per year.
FIVE-YEAR STRATEGIC PLAN:
Goal B: Community Investment
Objective: Cathedral City roads, gateways, public spaces, and other city infrastructure are well planned, designed, constructed, and maintained.
ATTACHMENTS:
CASC Engineering and Consulting Inc. - NPDES Program Consulting Services Amendment No. 1