April 23, 2024
Agenda Item No. 10
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
Mark Vukojevic, Utilities Director - 949-644-3011, [email protected] PREPARED BY:
Joshua Rosenbaum, Senior Management Analyst - 949-644-3057 [email protected] TITLE:
Approval of a Maintenance Services Agreement for Storm Drain System Cleaning Services with Ocean Blue Environmental Services, Inc.
ABSTRACT:
The Utilities Department manages the maintenance and operation of the City of Newport Beach’s storm drain system, which encompasses pipelines, catch basins, trash capture devices, v-ditches, and tide gate valves. The system is regularly maintained through a combination of City staff and contract services. The agreement with the City’s current cleaning contractor is set to expire. Staff conducted a request for bids procurement and recommends City Council approval of a multiyear agreement with Ocean Blue Environmental Services, Inc., to provide storm drain system cleaning services.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Approve the Maintenance/Repair Services Agreement for Citywide storm drain system cleaning services for a three-year contract term with an option for two additional years, and a total not-to-exceed amount of $2,585,000 over five years, and authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
The Utilities Department manages the City’s storm drain system utilizing a blend of in-house staff and contract resources. Regular inspections, cleaning and repairs are key components of the system’s operation, and are necessary to maintain flood protection. The cleaning process is also a part of the City’s efforts to improve water quality in the harbor and ocean.
The storm drain system includes approximately 100 miles of pipelines, over 3,000 catch basins, 100 specialty structures, 26 in-pipe storm drain trash capture devices (known as continuous deflection separation units), almost 30,000 linear feet of v-ditches, and approximately 400 connector pipe screens, the latest technology for capturing trash in catch basins. The bulk of the cleaning need lies within the catch basins.
The department utilizes a contractor to perform these services annually, primarily during late summer and fall, before the onset of the rainy season. Additionally, the contractor cleans the trash capture devices, storm drain structures and v-ditches on an as-needed basis. The connector pipe screens are cleaned on a quarterly basis.
The service agreement with the City’s current contractor is nearing its expiration. The Utilities and Finance Departments issued a Request for Bid (RFB) to solicit proposals for this service through the City’s electronic bidding portal. The City received three proposals for these services. The low bidder, Ocean Blue Environmental Services, possesses a California State Contractor’s License Certification “A” General Engineering, and meets all minimum qualifications in the specifications.
Ranking
BIDDER
BASE BID AMOUNT
Low
Ocean Blue Environmental Services
$323,570.52
2nd
United Storm Water
$387,441.50
3rd
Downstream Services, Inc.
$644,006.00
The base bid amount was used for comparison purposes only in the RFB process. Using historical maintenance figures and known upcoming projects, the annual cost with the low bidding vendor will be $486,000 for the Utilities Department and $25,000 for Public Works. On an annual basis, this new contract is approximately $85,000 higher than the previous contract.
Utilities and Public Works staff members met with Ocean Blue to discuss the expectations and responsibilities under the agreement. Based on these discussions and the contractor’s bid proposal, Utilities staff believes that Ocean Blue’s work plan and approach, including staffing and equipment, show an understanding of what is required to successfully perform the scope of services in the agreement. A review of references for Ocean Blue shows satisfactory provision of similar services for other local municipalities in Orange County and throughout Southern California. Lastly, Ocean Blue’s services comply with the State Resources Water Control Board and Federal Clean Water Act.
The Utilities Department recommends approval of a contract with Ocean Blue Environmental Services, Inc., for an initial three-year contract term with an option for two additional years and a total, not-to-exceed contract amount of $2,585,000. Utilities Department staff will work with Ocean Blue to ensure a smooth transition and the contractor’s performance will be reviewed on a routine basis.
FISCAL IMPACT:
The new service contract is estimated to cost $85,000 more per year compared to the previous contract. The budget includes sufficient funding for citywide storm drain cleaning services, which will be expensed to the Storm Drain Contract Services account 0109062-811024 and/or the Maintenance Storm Drains account, 0109062-851039, in the Utilities Department, from the General Fund.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A – Maintenance Services Agreement for Storm Drain System Cleaning Services with Ocean Blue Environmental Services, Inc. 10-3
10-1
Approval of a Maintenance Services Agreement for Storm Drain System Cleaning Services with Ocean Blue Environmental Services, Inc.
April 23, 2024
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