City of Cotati
Sonoma County, California
________________________________________________________________
MEMORANDUM
201 W. Sierra Ave, Cotati, CA 94931 | (707) 792-4600 | www.cotaticity.gov | @cityofcotati DATE: June 19, 2025
SUBJECT: Sole Source Justification for Professional Services Contract - Stormwater Compliance Services – Stone Creek Consulting
Purpose
This memo documents the justification for awarding a professional services contract to Stone Creek Consulting as a sole source provider for stormwater regulatory compliance services related to the City’s Municipal Separate Storm Sewer System (MS4) permit, in accordance with the City’s procurement policy.
Background
The City is subject to the Regional Water Quality Control Board’s Waste Discharge Requirements Order No. R1-2015-0030, which governs the operation and maintenance of the municipal stormwater system (MS4 Permit). This permit imposes extensive compliance obligations, including sediment reduction planning, water quality monitoring, reporting, public outreach, and oversight of private development.
To meet these requirements, the City coordinates regionally with other jurisdictions and relies on a mix of internal staff support and outside expertise. The current MS4 permit remains in effect pending its renewal, expected before the end of calendar year 2026. Preparing for future regulatory changes and the implementation of an asset management program is a key area of focus moving forward.
Sole Source Justification
Colleen Hunt, owner of Stone Creek Consulting, is uniquely qualified to assist the City with these ongoing regulatory requirements. She brings highly specialized expertise and credentials that are not readily available from other consultants:
• Certified Professional in Municipal Stormwater Management • Former staff member of the Regional Water Board with direct experience drafting and implementing MS4 Permits
• Consultant to dozens of municipal permittees, with deep familiarity with regional regulatory expectations
• Has provided continuous stormwater support to the City since 2018 Her historical involvement, institutional knowledge, and unique qualifications make Stone Creek Consulting the only practicable source for the required services. The proposed scope of work includes assisting with the Annual Storm Water Report, developing sediment reduction and Sole Source Justification – Stone Creek Consulting
June 19, 2025
2 monitoring plans, supporting staff training, and providing cost-recoverable private development site inspections.
Because of these factors, Stone Creek Consulting qualifies as a sole source provider under the City’s procurement policy. Competitive bidding is not required due to the absence of viable alternatives that could match the consultant’s background, prior work for the City, and expertise in this specialized regulatory area.
Financial Considerations
The proposed FY 2025/26 agreement totals $48,900, a slight reduction from the prior year’s cost of $49,000. This reflects a shift in meeting participation to City staff while accounting for increased work in preparation for the new MS4 permit. Of the total agreement, $15,000 is allocated for construction site inspections, which will be fully reimbursed through private development fees.
Importantly, securing a new consultant to perform these services would likely be more costly and inefficient, as the time required to become familiar with the City’s unique MS4 compliance obligations, historical data, and systems would significantly delay progress and reduce effectiveness. The technical and regulatory complexity of this work makes continuity a costeffective and operationally prudent choice.
Procurement Policy Reference
Per the City’s Professional Services Procurement Policy, contracts estimated at or above $25,000 should typically involve a Request for Proposals (RFP) or a minimum of three proposals unless specific justification supports an alternative approach. The policy states:
"Contracts for Professional Services estimated to cost more than twenty-five thousand dollars ($25,000.01) will generally be awarded pursuant to the following guidelines; however, it is recognized that the City's need for consultant services will vary from situation to situation, and accordingly, flexibility will be provided in determining the appropriate evaluation and selection process to be used in each specific circumstance."
The policy allows for selection based on factors beyond cost, including demonstrated competence, understanding of the work, relevant experience, and responsiveness. Given Stone Creek Consulting’s unique qualifications, extensive knowledge of the City’s stormwater program, and proven track record, proceeding without soliciting additional proposals is justified and in line with the policy's intent.
Recommendation
It is recommended that the City proceed with contracting Stone Creek Consulting as a sole source provider for stormwater compliance support services under the MS4 permit, based on both their qualifications and the City’s procurement guidelines.