MUNICIPAL NPDES
PROFESSIONAL SERVICES
SERVICES PROPOSAL
2023.05.19
Prepared for: Nicholas Delgado
City of Diamond Bar
Department of Public Works
21810 Copley Drive
Diamond Bar, CA 91765
Prepared by: John L. Hunter & Associates
6131 Orangethorpe Ave #300
Buena Park, CA 90620
Jillian Brickey Cameron McCullough
Project Manager Technical Lead
[email protected] 562.676.5703 [email protected] 562.726.4259 Proposal for Municipal NPDES Professional Services May 19, 2023 P a g e 11
3. Project Understanding
We welcome the opportunity to provide municipal NPDES professional services to the City of Diamond Bar, prepared in response to the Request for Proposal. This section details the approach to complete the Scope of Work (SOW).
The timeframe of this proposal is for a period of three (3) years, starting July 1, 2023 – June 30, 2026, with the option for a two (2) year extension, upon written agreement by the City and JLHA. This proposal is considered valid for a period of ninety (90) days from the date of submittal. The following responses describe our understanding and approach to the scope of work.
1.a Provide project and program status updates. We understand that our clients prefer updates and reports that are clear, concise, and focused on action items and key points. In addition to written updates and reports, we can provide this service through in-person meetings, video conferences, phone calls, emails, and texting.
1.b Represent the City in meetings and correspondence with program stakeholders. We understand the City needs a representative at various MS4 NPDES related meetings and interactions. We will represent the City: 1) at relevant area-wide NPDES meetings, 2) in interactions and negotiations with regulating agencies, non-governmental agencies, and the public, 3) in compliance audits, and 4) in responding to enforcement actions. Meeting summaries will be prepared for City review. Any action items required by the City as a result of the meetings will be conveyed via email or phone call.
1.c Share technical program information and expertise with City staff. We understand that NPDES regulation is expansive, complex, and at times esoteric. We will be available to the City as-needed and will also provide technical assistance as the NPDES program develops. Summary reports on proposed changes and modifications to the stormwater program will be prepared for City review and comment. Any action items required by the City as a result of program updates will be conveyed via email or phone call.
1.d Assess program compliance, recommend actions, and prepare new program documents. Programs assessed under program compliance include provisions related to Monitoring and Reporting, Minimum Control Measures, Watershed Management, TMDLs, and statewide Trash Provisions. Our approach is to provide the assessment and recommendations in platforms preferred by City staff, to include written reports, presentations, trainings and meetings. Over the years we have modified many of our template NPDES program documents in order to make them more efficient and useful. We can modify our existing form for City use, or we can develop a new form at the request of the City.
1.e Assist with NPDES, WMP, TMDL, and Statewide Trash Provisions compliance planning . We provide this service to over 30 clients in LA County. We understand the requirements for WMP and CIMP implementation as we served as the lead consultant for the development of the WMPs for the LLAR, LSGR, Nearshore, and Peninsula Cities WMGs.
This included oversight of the development of CIMPs. We currently serve as the consultant team lead for the Nearshore, LLAR, LSGR, and Peninsula Cities WMGs. In addition to recommendations and policies, our procedures for the TMDLs may include assisting in identifying and funding infrastructure projects, assisting with requests for Time Schedule Orders (TSOs) and TMDL extensions, supporting scientific studies, and coordinating activities with local Permittees, the LA Water Board, and other stakeholders. We also understand the City is under the provisions of the Statewide Trash Provisions with a final deadline of 2030. (Although technically not a TMDL, the Trash Provisions in effect act as a Trash TMDL.) We will review and update any GIS maps, and long term compliance plans as-needed, or other information required by the Regional Board through the Annual Reporting process.
1.f Assist with the development of the WMP and CIMP. Our approach is to provide this service following the approach described for Task 1.e.
1.g Prepare the NPDES Annual Report and other compliance reports required by the MS4 Permit. We will develop Annual Report information request forms and provide them to applicable City staff. We will review the completed forms with City staff and incorporate comments into a Draft Annual Report. Based on available data we will prepare responses to program status and assessment elements of the Draft Annual Report. We will submit the Individual Annual Report prior to the final December 15th deadline. Meeting the deadline is dependent upon receiving timely responses from the City. Although we will endeavor to prepare Annual Reports that comply with the requirements of Proposal for Municipal NPDES Professional Services May 19, 2023 P a g e 12
the LA Water Board, their assessment of the Reports in terms of MS4 NPDES Permit compliance depends on the information provided by the City.
1.h Provide data/input for the WMP Progress Reports and monitoring report. Our approach is to provide this service following the approach described for Task 1.g. Note that the 2021 MS4 Permit requires semi-annual reporting due June 15th and December 15th. We will assist in incorporating volumetric management results into WRAMPS2.org and interpreting monitoring results reported by the watershed group consultant teams. We will submit the semi-annual WMP Progress Reports with sufficient time for review by the WMG prior to the submission deadlines.
1.i Develop and provide Municipal NPDES training for city staff and contractors as applicable. Our training approach is to: 1) Conduct the training at times suitable to City staff. 2) Provide knowledgeable personnel with training. 3) Extract essential elements of the following compliance programs. 4) Place emphasis on the internal staff process and individual job responsibilities. 5) Hold Q&A with City staff. 6) Provide slide presentations, key program forms, templates, and documentation. The deliverables under this scope of services will include access to an online training portal that will permanently store all presentations and related training documentation. We can provide can additional in-depth staff training (beyond the one-hour standard training scope) on any component of the MS4 NPDES program.
1.j Operate and maintain an accessible online database of program records. We will store records of all programs provided under the scope of work on an electronic database accessible to the City online. We will also update and maintain a website of key program records to facilitate easy access by City staff for annual reporting and program audits.
1.k As needed: Assist with municipal NPDES services not listed in this scope of work. We understand tasks may include assistance with municipal NPDES activities beyond the MS4 Permit, such as the IGP, CGP, or drinking water system releases NPDES Permits.
1.l Project management: Coordinate with staff, report on progress, and QA/QC deliverables. Project team members are supervised by the Project Manager. Supervision and service quality is ensured through a QA/QC budget assigned to the program. This budget is for time spent by supervising key personnel to regularly review the Project Team’s work product. This time is also used to track and control the budget, and to ensure control of the schedule of services provided.
2.a Prepare the Safe, Clean Water Program (SCWP) Annual Plan and Annual Expenditure Report. Our approach is to request Annual Plan and Annual Expenditure Report information from City staff. We will review the responses with City staff and incorporate comments into a Draft Annual Plan and Draft Annual Expenditure Report. We will update the SCWP Reporting Module database and based on available data we will prepare responses to program status and assessment elements of the Draft Annual Plan and Annual Expenditure Report. We will submit the Annual Plan and Annual Expenditure Report prior to the final deadline due April 1st and December 31st, respectively.
2.b Provide updates on the SCWP and other funding programs. We regularly assist cities and watershed groups with stormwater funding, including identifying projects and assisting with applications for SCWP, Prop 1, Prop 68, Prop 84, and OCTA M2. Our approach is to attend applicable grant and other funding meetings and workshops, and inform the City of funding opportunities related to NPDES.
2.c Represent the City in meetings and correspondence related to program funding. Our approach is to provide this service following the approach described for Task 1.b.
2.d As needed: Assist in preparing SCWP and grant applications and assist in administration. Our approach is to prepare draft documents with sufficient time for city review and comment prior to final submittal. Final submittal will meet the applicable grant submittal deadlines. We anticipate that the not-to-exceed total provided for the scope of work will be sufficient for our assistance with the submittal of multiple projects for SCW Program funding, or grant applications. We are available to assist in administering grant agreements, including compliance with grant requirements, preparation, and submission of supporting grant documents and coordination.
2.e As needed: Develop and administer fees, budgets, and cost share agreements. Our approach is to review the existing NPDES fee structure, recommend updates for review by the City, and assist in the development and administration of fees. The City also participates in a cost-share agreement for select MS4 NPDES Permit implementation services with the LSGR WMG. We will assist in reviewing cost-share agreements.
3.a Update LID BMP records with available program information. Our approach is to provide this service following the approach described for Task 1.j. We will update LID BMP records upon receiving and availability of records and plans from the City.
Proposal for Municipal NPDES Professional Services May 19, 2023 P a g e 13
3.b Review LID Plans and related documents. Complete reviews within two weeks. We will verify conformance with MS4 Permit Part VIII.F and the municipality’s NPDES Permit criteria. This includes providing correction sheets to indicate corrections required to achieve conformance, meeting and corresponding with project applicants and engineers, and approving plans. Standard turn-around time for review is two weeks.
3.c Verify LID BMPs are properly installed. BMP verification inspections will include verifying the proper construction and installation of BMPs. We will be available to conduct inspections upon receiving notice from the city to inspect and availability of records and plans. Follow-up activities will be conducted at non-compliant projects. This includes activities related to the detection of BMPs that are improperly constructed or installed. This will also include followup inspections, corresponding with the LID BMP owner/operator, and issuing enforcement actions. We are also available to conduct maintenance inspections at private development projects as needed.
4.a Update site records with available program inventory information. Our approach is to provide this service following the approach described for Task 1.j. We will update construction site records upon receiving and availability of records from the City.
4.b Review SWPPPs for BMP implementation. Our approach is to have JLHA staff Qualified SWPPP Practitioners (QSP) review SWPPPs for BMP implementation during site inspections. Our JLHA staff Qualified SWPPP Developers (QSDs) are available to review SWPPPs during the plan review phase following a review checklist based on MS4 permit requirements.
4.c Conduct BMP inspections, follow-ups, and issue enforcement. Our approach is to: 1) determine the construction site’s impact on stormwater quality through proper BMP implementation and illicit discharge elimination, 2) determine the need for corrective actions and setting up a follow-up inspection date within 4 weeks, and 3) complete an inspection form. Staff will correspond with site operators and schedule inspections as-needed, discuss corrective actions required, and provide program education as needed. For egregious or repeated cases of noncompliance, enforcement notices will be prepared following the city ordinances and NPDES Permit’s progressive enforcement requirements. If noncompliance persists, we will work with City enforcement staff to resolve the issue.
5.a Conduct the services under Task 3 and 4 for City projects. Our approach is to provide this service following the approach described for Tasks 3 and 4. We will update records for inventoried city facilities with available information.
Facilities will be inspected for proper BMP implementation. Our approach is to: 1) inspect the facility layout to locate the storm drain system and/or stormwater drainage path, storage areas, process, areas, and heavy equipment wash and maintenance areas, 2) determine the facility’s impact on stormwater quality through proper BMP implementation and illicit discharge elimination, 3) assess the effectiveness of facility BMPs, 4) determine the need for corrective actions and set up a follow-up inspection date, and 6) complete an inspection form. Staff will correspond with city site operators and schedule inspections as-needed, discuss corrective actions required, provide results of the report, and provide program education as needed.
5.b Verify existing City LID BMPs are properly maintained. BMP verification inspections will include verifying the proper maintenance and operation of BMPs. We will be available to conduct inspections upon receiving notice from the city to inspect and availability of records and plans. Follow-up activities will be conducted when deficiencies are noted.
This includes activities related to the detection of BMPs that are improperly maintained. This will also include followup inspections, and corresponding with the city LID BMP operator We are also available to conduct construction and installation verification inspections at city LID projects as needed.
5.c As needed: Assist in implementing NPDES capital projects and programs. Most activities in this program are typically conducted by in-house city staff, or other city contractors, such as street sweeping, catch basin cleaning, and pesticide and fertilizer application. We are available to ensure these activities are up-to-date and continue to remain in compliance with the MS4 Permit.
6.a Update industrial/commercial facility records using available data sources. Our approach is to provide this service following the approach described for Task 1.j. We will update industrial/commercial facility records upon receiving and availability of records.
6.b Distribute, develop, and purchase educational material. We can provide CASQA BMP fact sheets and/or our own BMP handouts that we have developed for certain critical source business sectors.
6.c Schedule and conduct BMP inspections, follow-up, and issue enforcement. We will conduct MS4 NPDES compliance inspections at approximately 175 industrial and commercial facilities identified by the City. We will inspect facilities for proper BMP implementation. Inspections standard operating procedures includes 1) inspecting facility layout to locate the stormwater drainage path, storage areas, process areas, and heavy equipment wash and maintenance areas, as applicable, 2) determining the facility’s impact on stormwater quality through proper BMP implementation Proposal for Municipal NPDES Professional Services May 19, 2023 P a g e 14
and illicit discharge elimination, 3) verifying industrial classification, and 4) determining the need for corrective actions and setting up follow-up dates. For egregious or repeated cases of noncompliance, we will assist in preparing enforcement notices. If noncompliance persists, we can work with City enforcement staff to resolve the issue.
7.a Conduct field investigations within 2 hours of notification by the City . Complaints received or violations observed will be investigated within the timeframes provided in the MS4 Permit. Within normal working hours, inspection staff will be available to respond to complaints within two hours. Our approach is to conduct field investigations, correspond with responsible parties and complainants, discuss corrective actions required, provide program education as-needed, and prepare reports.
7.b Follow-up and assist in issuing enforcement. Enforcement actions will be undertaken following procedures provided in the MS4 Permit. We will conduct follow-up investigations to verify elimination of illicit discharges. For egregious or repeated cases of noncompliance, enforcement notices will be prepared following city ordinances and the MS4 Permit requirements. Notices will be sent out only after City approval. If noncompliance persists, we will work with City enforcement staff to resolve the issue.
8.a Update records for inventoried city facilities with available information. Our approach is to provide this service following the approach described for Task 1.j. We will update city facility records upon receiving and availability of records.
8.b As needed: Inspect BMPs at City facilities and assist in selecting BMPs. Most activities in this program are typically conducted by in-house city staff, or other city contractors, such as street sweeping, catch basin cleaning, and pesticide and fertilizer application. We will ensure these activities are up-to-date and continue to remain in compliance with the MS4 Permit. We are available to inspect BMPs at City facilities following the approach described for Task 6.c., and assist in selecting BMPs.
9.a Update records for public outreach activities. Our approach is to provide this service following the approach described for Task 1.j. We will update public outreach activity records upon receiving and availability of records.
9.b As needed: Assist with community events to promote pollution prevention. We are available to look for opportunities to participate and promote at city community events. We can attend the chosen event(s) and educate the public in stormwater pollution through discussion, demonstrations, and material distribution.
9.c Provide and distribute educational materials. We provide this service to over 25 clients in LA County. Through this work we prepared multi-lingual press releases, materials, and content that address the pollution prevention topics listed in the MS4 Permit. We have developed and can develop materials in multiple languages, including Spanish and Chinese. We can also provide updates to the City’s website, addressing new topics as needed such as 2021 MS4 Permit requirements and SCWP reporting and public participation. Additional types of materials and content provided upon request include but are not limited to brochures, posters, articles, social media posts, websites, children’s booklets, and labeled tote bags and doggy bag dispensers. We can modify our existing materials for City distribution, or we can develop new materials at the request of the City. We will also provide and distribute educational materials to commercial points of purchase (POP). POP locations include automotive, home improvement, gardening, and pet/feed stores locations. We will visit select stores and provide brochures specific to these industries to be displayed for distribution. The program will be implemented once per reporting year.
9.d As needed: Update and develop educational materials and content. Our approach is to provide this service following the approach described for Task 9.c.
4. Terms and Conditions Statement
We have read, understood, and agreed to all statements in this request for proposal and acknowledge receipt of the terms, conditions, and attachments referenced.
5. Availability of Staff Statement
The Program Manager and key staff will be available to deliver the services on time and on budget. These principal staff members will remain assigned to the extent proposed for the duration of the contract. No person designated as “key” shall be removed or replaced without the proper written concurrence of the City. If changes occur, we will furnish the revised Staff Members information provided in this proposal.
MUNICIPAL NPDES
PROFESSIONAL SERVICES
FEE PROPOSAL
2023.05.19
Prepared for: Nicholas Delgado
City of Diamond Bar
Department of Public Works
21810 Copley Drive
Diamond Bar, CA 91765
Prepared by: John L. Hunter & Associates
6131 Orangethorpe Ave #300
Buena Park, CA 90620
Jillian Brickey Cameron McCullough
Project Manager Technical Lead
[email protected] 562.676.5703 [email protected] 562.726.4259 Proposal for Municipal NPDES Professional Services May 19, 2023 P a g e 1
1. Fee Proposal
1.1. Rate Schedule
Principal $220 / hour
Director $195 / hour
Program Manager $195 / hour
Staff Engineer $195 / hour
Project Manager $185 / hour
Assistant Project Manager $165 / hour
Project Engineer $165 / hour
Senior Compliance Specialist $145 / hour
Compliance Specialist II $135 / hour
Project Analyst II $135 / hour
Compliance Specialist I $125 / hour
Project Analyst I $125 / hour
Administrative Assistant, Laborer $85 / hour
State Certified Laboratory Analysis Cost + 5%
Legal Consultation, Court Appearances/Document review, etc. $290 / hour Subcontracted equipment Cost + 5%
Fee Schedule effective as of April 25, 2023
This rate schedule is subject to consumer price index (CPI) increases in year four and year five, if extension is awarded.
JLHA does not add charges for overhead items such as administrative copying or mileage in and around the city.
1.2. Estimated Not-to-Exceed Fee Proposal
The annual not-to-exceed costs for the professional services are included in the following page.
Cost Totals Cost Totals Cost Totals Cost Totals Cost Totals
1. Program Administration, Compliance Planning, and Compliance Reporting $20,450 $20,450 $20,450 $21,064 $21,695 PM $185 30 $5,550 $5,550 $5,550 $5,717 $5,888
aPM $165 60 $9,900 $9,900 $9,900 $10,197 $10,503
PA1 $125 40 $5,000 $5,000 $5,000 $5,150 $5,305
2. Program Funding Assistance $3,980 $3,980 $3,980 $4,099 $4,222 PM $185 8 $1,480 $1,480 $1,480 $1,524 $1,570
PA1 $125 20 $2,500 $2,500 $2,500 $2,575 $2,652
3. Planning and Land Development (private development) $7,590 $7,590 $7,590 $7,818 $8,052 Assume 3 LID reviews, 2 SWPPP reviews, and 3 verification LID BMP inspections. PE $165 46 $7,590 $7,590 $7,590 $7,818 $8,052
4. Construction (For private projects that disturb ≥ 1 acre, and as needed for smaller projects) $14,310 $14,310 $14,310 $14,739 $15,181 Assume 5 projects (60 site visits, 36 follow-ups, and 10 enforcement actions) CS2 $135 106 $14,310 $14,310 $14,310 $14,739 $15,181
5. Capital Projects and Programs $2,970 $2,970 $2,970 $3,059 $3,151 Assume 1 LID review, 1 SWPPP review, 1 verification and 2 maintenance LID BMP inspections. PE $165 18 $2,970 $2,970 $2,970 $3,059 $3,151
6. Industrial/Commercial Facilities $16,250 $16,250 $16,250 $16,738 $17,240 Assume 175 facilities (100 routine, 20 follow-ups, and 10 enforcement actions) CS1 $125 130 $16,250 $16,250 $16,250 $16,738 $17,240
7. Illicit Discharge Investigations $3,000 $3,000 $3,000 $3,090 $3,183 Assume 2 investigations CS1 $125 24 $3,000 $3,000 $3,000 $3,090 $3,183
8. Public Agency Activities $2,720 $2,720 $2,720 $2,802 $2,886 PM $185 4 $740 $740 $740 $762 $785
aPM $165 12 $1,980 $1,980 $1,980 $2,039 $2,101
9. Public Information and Participation $3,500 $3,500 $3,500 $3,575 $3,652 Assume $1,000 per year to purchase and print educational materials. PA1 $125 20 $2,500 $2,500 $2,500 $2,575 $2,652 LSE2
LSE LSE $1,000 $1,000 $1,000 $1,000 $1,000
Total Not to Exceed $74,770 $74,770 $74,770 $76,983 $79,263 Grand Total for Three Years: $224,310
1 aPM: Assistant Project Manager, CS: Compliance Specialist, PA: Project Analyst, PE: Project Engineer, PM: Project Manager, SE: Staff Engineer 2 LSE: Lump sum estimate
1-Year Extension
Estimated Not-to-Exceed-Costs
Task name 2023-2024 2024-2025 2025-2026 1-Year ExtensionTeam Rate Hours