Fremont City Council Meeting: 10/17/23 07:00 PM
3300 Capitol Avenue Div/Dept: Environmental Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5017) DOC ID: 5017
Updated: 10/11/2023 3:27 PM by Susan Gauthier Page 1
STORMWATER TREATMENT DEVICE MAINTENANCE CONTRACT AMENDMENT- Amend Contract with SWIMS for Annual Inspection and Maintenance Services of 15 Vault-Based Stormwater Treatment Devices Located on City Property and Right of Way
Contact Persons:
Name: Kathleen Cote-Guarnieri Suzanne Wolf
Title: Environmental Services Manager Community Services Director Div/Dept: Environmental Services Community Services
Phone: 510-494-4583 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: Fremont has 15 mechanical stormwater treatment devices installed either on City property or in the public right-of-way. These require regular inspection and maintenance which is performed by contractors due to the specialized equipment and trained personnel required. The City conducted a procurement process in 2021 and consolidated the maintenance of these devices under a single contract with SWIMS (Storm Water Inspection and Maintenance Services) in effect from January 2022 through November 2023. After assessing maintenance activities and device performance to date, staff is recommending adjusting the scope of work to ensure these devices continue to function as designed and perform in accordance with stormwater permit requirements. Staff is also recommending extending the contract period through June 30, 2025, to provide time to assess the impacts of the maintenance changes and align the contract with the City’s budget cycle.
The recommended amendment would increase the contract not-to-exceed from $97,884 to $213,555 and fund the maintenance of these devices through June 30, 2025.
This maintenance work consists primarily of device debris removal and is funded through the Integrated Waste Management (IWM) Fund. The cost is included in the IWM annual operating budget and there would be no General Fund Impact.
BACKGROUND: Fremont’s storm drain system, like most Bay Area cities and counties, is regulated by a National Pollutant Discharge Elimination System (NPDES) Permit, issued by the San Francisco Regional Water Quality Control Board. This permit, commonly referred to as the Municipal Regional Permit (MRP), imposes requirements intended to reduce impacts to water quality from urban runoff. The MRP includes obligations to install and maintain stormwater treatment devices to intercept pollutants and prevent them entering the City’s waterway.
The City has 15 in-ground mechanical stormwater treatment devices located at 4 locations within the City. While the devices vary in type, all of them mechanically separate trash, debris, sediment, and hydrocarbons from stormwater and retain this material for separate removal and disposal. Maintenance activities include vacuuming out of sediment and debris, replacing of spent media filtration cartridges, and confined space entry into vaults to conduct inspections. Due to the specialized equipment and trained personnel required, this Council Staff Report (ID # 5017) Meeting of October 17, 2023 Updated: 10/11/2023 3:27 PM by Susan Gauthier Page 2
work is performed by contractors rather than being conducted by the City’s Maintenance staff. Through a solicitation conducted in 2021, it was determined that SWIMS is the only vendor available that can provide the full range of required services.
The contract was established in January 2022 with a not-to-exceed amount of $73,685 and increased in July 2023 to $97,884. Total maintenance costs to date are $95,383.
DISCUSSION/ANALYSIS: After assessing maintenance activities and device performance to date, staff is recommending adjusting the scope of work to ensure these devices continue to function as designed and perform in accordance with stormwater permit requirements.
The recommended increase of $115,671 would increase the contract not-to-exceed amount from $97,884 to $213,555 through June 30, 2025, and would include the following services:
1) Maintenance Center: $68,443
• device type: 1 hydrodynamic separator, 1 sand oil separator • 1 annual hydrodynamic separator inspection and service • 4 annual sand oil separator inspections and pumpouts
• anticipated excess sand oil sediment volume charge (exceeding 1,000 gallons per service)
• fuel/vehicle charge
2) Warren Avenue and Kato Road $19,388
• device type: 8 Contech Catch Basin Filter Vaults
• 8 annual inspections (1 per vault)
• 15 annual media filtration cartridge cleaning and replacement (as needed) • fuel/vehicle charge
3) Paseo Padre Parkway $15,380
• device type: 4 Contech Filter Vaults
• 4 annual inspections (1 per vault)
• 15 annual media filtration cartridge cleaning and replacement (as needed) • fuel/vehicle charge
4) Cushing Parkway $7,460
• device type: CDS (Continuous Deflective Separation) Unit • 1 annual inspection and pump out
• traffic control
• fuel/vehicle charge
5) Contingency: $5,000
The recommended maintenance would increase the contract not-to-exceed amount from $97,884 to $213,555.
FISCAL IMPACT: The recommended contract increase of $115,671 will be funded through the Integrated Waste Management (IWM) Fund. The cost is included in the IWM annual operating budget and there will be no General Fund Impact.
ENVIRONMENTAL REVIEW: The proposed maintenance of stormwater treatment devices is exempt from and not subject to review under the California Environmental Quality Act Council Staff Report (ID # 5017) Meeting of October 17, 2023 Updated: 10/11/2023 3:27 PM by Susan Gauthier Page 3
(CEQA) pursuant to, without limitation, Guidelines Section 15301 as the project consists of maintaining existing facilities and Guideline 15307 as the maintenance will protect the City’s waterways from trash and other discharges into the waterways and other water resources, each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or designee, to execute a contract amendment with SWIMS (Storm Water Inspection and Maintenance Services) for annual inspections and maintenance services of the City’s vault-based stormwater treatment devices not-to-exceed $213,555, expiring June 30, 2025.