CITY COUNCIL STAFF REPORT
February 20, 2024 {{section.number}}e
AUTHORIZE THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT AND ISSUE/AMEND TASK ORDERS WITH MIKHAIL OGAWA ENGINEERING INC. FOR AN INTIAL THREE YEAR TERM FOR AS-NEEDED STORM WATER AND WASTEWATER ENGINEERING SERVICES, TASK ORDERS TOTALING $1,231,313 FOR
STORM WATER AND WASTEWATER PROGRAM SUPPORT SERVICES AND PROVIDE
AUTHORITY TO THE CITY MANAGER TO EXECUTE FUTURE RENEWAL OPTIONS AND
ISSUE/AMEND TASK ORDERS FOR YEARS FOUR AND FIVE
RECOMMENDATION:
Authorize the City Manager to execute a professional services agreement and issue/amend task orders with Mikhail Ogawa Engineering, Inc. (MOE) for an initial three year term, task orders for storm water and wastewater management support services for the remainder of Fiscal Year (FY) 23/24 and FY 24/25 totaling $1,231,313 and authorize the City Manager to execute future renewal options and issue/amend task orders for years four and five.
BACKGROUND:
The Public Services and Engineering (PS&E) Department utilizes specialized consultants to assist the City to maintain compliance with various regulations related to the National Pollutant Discharge Elimination System (NPDES) and the Waste Discharge Requirements (WDR). To expedite this process, as-needed professional service agreements are signed with qualified firms which allow staff to negotiate individual task orders in an expeditious manner based on the scope of work required for specific projects or tasks.
On May 28, 2013, the San Diego Regional Water Quality Control Board adopted Order No. R9- 2013-0001; it became effective June 27, 2013, and has since been amended by Order No. R9- 2015-0100. The permit requires each jurisdiction to implement programs and processes that ultimately protect, preserve, enhance, and restore the water quality and designated beneficial uses of State waters. To achieve mandatory compliance, the City has supplemented with consultants possessing specialized skill sets, equipment, and knowledge. Considering that the City’s wastewater compliance programs can influence and overlap with storm water programs, tasks for both programs are often completed by the same consultant.
The contract for the City’s current consultant for as-needed storm water and wastewater program support is set to expire at the end of February 2024 with no remaining options to extend the contract. As a result, a Request for Qualifications (RFQ) for as-needed Storm Water and Wastewater program management and implementation was issued by the PS&E Department on October 3, 2023. The scope of services and experience being sought by the City as described in the RFQ matched the services provided in 2023 by the City’s current consultant including, but not limited to, the following types of work:
· Technical Support for Municipal Stormwater Program (JRMP) · San Diego Bay Watershed Management Area (WQIP) support · Water Quality Monitoring and Assessment Plan (MAP) Activities · Development Review and Related Support Services
· Stormwater Inspection Services
· Attending Regional Coordination and Outreach events
· Wastewater and Storm Drain Operations and Program Support · GIS Support Services
ANALYSIS:
Responses to the City’s RFQ were due to the City on November 14, 2023. Five consulting firms submitted qualification packages for consideration. The City’s selection committee reviewed each proposal against the scoring criteria described in the City’s RFQ and in compliance with the City’s Municipal Code and state law. Table 1 lists the firms that submitted qualification packages, those that were short-listed and interviewed, and identifies Mikhail Ogawa Engineering Inc. as the consultant firm recommended by staff to be awarded an as-needed contract:
Table 1: Summary of Responses to RFQ for As-Needed Consultant Services Submitted Qualifications Short-Listed &
Interviewed Recommended
DMax Engineering, Inc X
Environmental Compliance Specialist, LLC
Michael Baker International, Inc.
Mikhail Ogawa Engineering, Inc. (MOE) X X
NV5 X
Three consultant firms were short-listed based on the information submitted and subsequently interviewed. In their interviews, the short-listed firms presented their qualifications and experience and responded to questions from the City’s selection committee. The selection committee considered the content of each firm’s presentation, their general understanding of the City’s needs, and their overall ability to provide the types of services needed by the City.
Staff recommends an as-needed professional services contract be issued to Mikhail Ogawa Engineering Inc. The professional services contract would be in effect for an initial period of three years with the ability to extend the contract, via one-year extensions, to a total amount of five years. The firm’s hourly rates for professional services were found to be fair and reasonable based on the submittals received.
Typically, with the City’s previous consultant providing as-needed storm water and wastewater services, two task orders have been issued on an annual basis defining the scope of services and fees to provide core services in both storm water and wastewater programs. Staff is recommending this practice continue by authorizing the City Manager to execute two task orders as described below. These task orders are intended to account for anticipated services needed between March 1, 2024, through June 30, 2025 (the end of the next Fiscal Year) and generally match the scope of services historically provided. A brief description of the tasks required to complete the anticipated services are outlined below:
Storm Water Task Order
Task 1: Technical Support for Municipal Storm Water Program (JRMP) Provides as-needed technical support related to regional permit requirements, preparation/review of Storm Water Quality Management Program documents, GIS support, and drafting of required annual reports.
Task 2: San Diego Bay Watershed Management Area – Water Quality Improvement Plan (WQIP)
Provides as-needed representation and technical support for regional watershed activities and meetings and drafting of required annual reports.
Task 3: Water Quality Monitoring and Assessment Plan (MAP) Activities Conducts Water Quality monitoring and assessment activities described in the San Diego Bay WQIP MAP requirements. Services includes MS4 Outfall testing, Swimmable Waters program support, project management and annual reporting.
Task 4: Development Review and Related Support Services Provides front counter support for, and review of, all private development building permit applications for storm water compliance. Consultant will review storm water compliance forms and documents that include BMP exhibits. Additional services would include the review of demolition, dewatering and shoring plans, and processing Storm Water Facilities Maintenance Agreements (SWFMA).
Task 5: Storm Water Inspection Services
Performs construction site, annual municipal, and commercial property inspections for compliance with City codes and policies. In addition, perform annual inspections of permanent, post-construction BMPs and/or coordinate submittal of annual self-certification of BMP inspection and maintenance for Priority Development Project (PDP) sites.
Task 6: Regional Meetings, Coordination and Outreach Events Attend all regional meetings, review agendas, prepare notes and communications, and attend the Flower show and Public Safety outreach events to disseminate storm water, wastewater and household hazardous waste information to residents.
In 2023 the budget for the services indicated above was $658,820. The proposed budget for these services projected to the end of the next Fiscal Year (June 30, 2025) is $940,680. This cost increase is considered reasonable due to the extended contract length (an additional four months of service) as well as an increase in the number of hours budgeted to certain tasks. It should be noted the proposed task order is to be billed on a time and materials basis to ensure the City only pays for services rendered. For additional details regarding the scope of services for the tasks described above see Attachment 2.
Wastewater Task Order
Task 1: Technical Support for Municipal Wastewater and Storm Drain Operations Program Provide as-needed engineering management and technical support services related to regional permit requirements for the municipal sanitary sewer and storm drain operations program. This work includes significant updates and training related to the City’s Fats, Oils, and Grease (FOG) program as well as development and updates to the Sanitary Sewer Management Plan (SSMP) that may be required per the Waste Discharge Requirement (WDR) regulations. In addition, services shall include review of the Coronado Municipal Code (CMC) and recommending updates and revisions to CMC Chapter 60.04 (Wastewater System) SSMP and WDR regulatory standards as necessary. Lastly, these services provide an increase over past years in GIS support services.
Task 2: NPDES Inspection program Support
Services include as-needed support for NPDES inspections and other activities for permit compliance.
In 2023 the budget for the services indicated above was $129,300. The proposed budget for these services projected to the end of the next Fiscal Year(June 30, 2025) is $290,633. This cost increase is primarily due to three factors: 1) the extended contract length (an additional four months of service); 2) increased hours to support staff in order to update and modernize the City’s FOG program and provide training to staff; 3) an increase in anticipated GIS-related services. It should be noted the proposed task order is to be billed on a time and materials basis to ensure the City only pays for services rendered. For additional details regarding the scope of services for the tasks described above see Attachment 3.
FISCAL IMPACT:
The following is a breakdown of the Task Order / Task, Munis Account, and cost of the support services:
Task Order 24-MOE-001-A – Storm Water Program Support (See Attachment 2) · Tasks 1 Through 6 – Storm Water NPDES Fund Account (63083303-80030) $940,680 Task Order 24-MOE-002-A Wastewater Program / Storm Drain Operations Support (See Attachment 3)
· Task 1 – Wastewater Fund Account (61081000-80030) $278,064 · Task 2 – Storm Water NPDES Fund Account (63083303-80030) $12,569 Staff anticipates expending approximately $307,829 through the remainder of this fiscal year for the two proposed task orders and has confirmed adequate funds exist in the above accounts to cover the anticipated expenses. The remaining balance of $923,484 will be programmed into the appropriate operations budgets for the upcoming fiscal year as part of the FY 24/25 Operating Budget. Similarly, funds needed to cover annual task orders in subsequent years will be programmed into the storm drain and wastewater budgets as part of the corresponding annual Operating Budget process.
ALTERNATIVE:
The City Council could reject all submittals from consultants and direct staff to solicit proposals for services for individual, specific tasks rather than on an “on-call” basis. The Council could also choose to not award the recommended task orders at this time. However, in either case, the PS&E Department does not have the internal resources to perform all the tasks required to meet current permit requirements putting the City at risk for notices of violations and monetary penalties.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Professional Services Agreement with MOE
2. Task Order 24-MOE-001-A
3. Task Order 24-MOE-002-B
Submitted By: Public Services and Engineering Department / Mike McCall