CITY OF POMONA
COUNCIL REPORT
October 16, 2023
To: Honorable Mayor and Members of the City Council
From: James W. Makshanoff, City Manager
Submitted by: Chris Diggs, Water Resources Director
SUBJECT: ADOPT RESOLUTION AMENDING CIP BUDGET AND APPROVE AN AGREEMENT WITH BKF ENGINEERS, INC. FOR THE “STORMWATER MASTER PLAN,” PROJECT NO. 421-2590-XXXXX-81053 RECOMMENDATION:
It is recommended that the City Council take the following actions:
Adopt the following resolution:
RESOLUTION NO. 2023-162 – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, AMENDING THE FY 2023-24 CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET BY APPROPRIATING $235,000 OF SAFE CLEAN WATER PROGRAM (MEASURE W) FUND TO THE “STORMWATER MASTER PLAN,” PROJECT NO. 421-2590-XXXXX-81053 Approve an agreement with BKF Engineers (BKF) for the “Stormwater Master Plan,” Project No. 421-2590-XXXXX-81053 in the amount not-to-exceed $538,821; and, Authorize the City Manager, or designee, to execute the agreement with BKF on behalf of the City and any subsequent documents or amendments, subject to approval as to form by the City Attorney.
EXECUTIVE SUMMARY
The recommended actions will amend the FY 2023-2024 CIP budget by appropriating $235,000 Safe Clean Water (SCW) Program Fund, Attachment 1, and approve an agreement to BKF for the completion of the “Stormwater Master Plan,” Project No. 421-2590-XXXXX-81053.
FISCAL IMPACT:
The total fiscal impact of the proposed actions is $538,821 for the agreement with BKF (Attachment 2), as well as the appropriation of $235,000 from the SCW Program Fund (Measure W Tax Proceeds), which is recommended to fully fund to the “Stormwater Master Plan,” Project No. 421-2590-XXXXX-81053. Table 1 below summarizes the proposed fiscal impact:
Table 1
Category
“Stormwater Master Plan”
Project No. 421-2590-XXXXX-81053
Initial Budget
$515,320
Appropriation of SCW Fund (Measure W Tax Proceeds) $235,000
Revised Budget
$750,320
Expenditures/Encumbrances (as of October 4, 2023) ($96,083)
Agreement with BKF Engineers
($538,821)
Balance remaining for miscellaneous costs, internal costs and other project costs $115,416
PREVIOUS RELATED ACTION:
None.
DISCUSSION:
The purpose of the Stormwater Master Plan (Master Plan) is to prepare a hydrologic/hydraulic model and identify a series of projects to increase the efficiency and effectiveness of the City’s existing storm drain and water quality systems. The development process for the Master Plan is data-driven with a thorough analysis of the City’s current stormwater infrastructure and future needs. The Stormwater Master Plan will provide a comprehensive list of recommended improvements to better manage the stormwater system, with an emphasis on protecting public health, minimizing flood damage, optimizing stormwater capture, and improving water quality.
The Master Plan will also conform to the latest Los Angeles County local stormwater policies, State, and Federal regulations, including but not limited to: the City National Pollutant Discharge Elimination (NPDES)/Municipal Separate Storm Sewer System (MS4) Permit requirements, the Watershed Management Program Plan (2022), the City’s General Plan and Green Street Policy, and the SCW Program.
In accordance with Section 2-993.1 - Formal Procurement Procedure of the City’s Purchasing Ordinance, a Request for Proposals (RFP) Invitation for “Stormwater Master Plan,” Project No. 421-2590-XXXXX-81053, RFP No: 2023-1012 was posted on the City’s electronic bidding platform on April 26, 2023, and bids were opened on June 12, 2023. The solicitation notified 461 vendors, of which there were 45 vendors who downloaded the RFP, resulting in the City receiving ten proposals. Proposals submitted by Geosyntec Consultants, Inc. and Proactive Engineering Consultants were deemed nonresponsive for failure to meet minimum requirements. The remaining eight proposals were evaluated on a 110 point scale per evaluator based on experience, overall project approach, and qualifications, see Table 2.
Table 2
Rank
Vendor
RFP Evaluation Score
Total Possible Points
440.00
1 BKF Engineers,
283.74
2 Woodard & Curran, Inc.
282.15
3 Kimley-Horn and Associates, Inc.
278.84
4 Michael Baker International, Inc.
277.00
5 Craftwater Engineering, Inc.
235.20
6 Lockwood Andrews and Newnam, Inc.
220.15
7 Psomas
224.66
8 J. Smith & T. Muli, Inc.
209.63
The Selection Committee interviewed the top four ranking teams and scored the teams for technical approach and team qualifications based on the additional insight gained during the interviews. The evaluation included each proposer's technical approach and team qualifications, and tested each team's understanding of the project, and ability to provide the best value to the City. The Selection Committee selected BKF as the highest-ranking proposal, and recommends the approval of an agreement, Attachment 2. A not-to-exceed fee was negotiated with BKF for the design services that is commensurate with the required level of effort.
Prepared by:
Jorge D. Anaya, P.E., Sr. Water Resources Engineer, and Anthony Ortega, Management Analyst
ATTACHMENTS:
Attachment No. 1 – Resolution No. 2023-162
Attachment No. 2 – Agreement with BKF Engineers
Adopt Resolution to Amend the FY 2023-24 CIP Budget and Approve an Agreement to BKF Engineers