City Council
Report
City Council Meeting: October 8, 2024
Agenda Item: 5.B
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Engineering and Street Services
Subject: Award Contract for Inspection and Maintenance of City’s Stormwater Infrastructure
Recommended Action
Staff recommends that the City Council:
1. Adopt findings of Categorical Exemptions pursuant to Section 15301 (Existing Facilities) and Section 15308 (Actions for Protection of the Environment), of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP# SP2708 to United Storm Water, Inc., a California-based company, to provide inspection and maintenance services for the City’s stormwater infrastructure;
3. Authorize the City Manager to negotiate and execute an agreement with United Storm Water, Inc, in an amount not to exceed $2,626,457 (including a 10% contingency) for five (5) years, with one renewal option of up to two (2) years in the amount of $1,164,203(including 10% contingency) for a total amount not to exceed $3,790,660 over a 7 year period, with the future year funding contingent on council budget approval.
Summary
The City operates various stormwater infrastructure that are crucial for safeguarding the public right of way and private properties from urban flooding and for protecting the health of the Santa Monica Bay. Effective maintenance reduces the risk of flooding for motorists, pedestrians, and cyclists and helps in mitigating urban runoff pollution. The city’s stormwater infrastructure includes numerous bio-retention basins, permeable pavers and pavement, 643 catch basin inserts, multiple drywell infiltration systems, 10 hydrodynamic separators, and two stormwater reuse plants. City staff currently 2 of 5
performs maintenance on some of the City’s structural stormwater Best Management Practices (BMPs) and the remainder is performed by city contractors. The City previously awarded a five-year maintenance agreement in 2020, which expires in June 2025. A new request for proposal was issued for inspection, maintenance, and water quality monitoring services to assure City structural stormwater BMPs are long lasting and functioning as intended. Staff recommends United Storm Water, Inc. to provide inspection and maintenance services in an amount not to exceed $3,790,660 (including a 10% contingency) over an initial five-year period, with an option for a two-year renewal. Funding for this contract is available in the Clean Beaches & Ocean Parcel Tax Fund.
Discussion
The City of Santa Monica adheres to the Clean Water Act, National Pollutant Discharge Elimination System (NPDES), and the Municipal Separate Storm Sewer System (MS4) permit requirements by operating and maintaining various stormwater infrastructure.
These systems divert stormwater runoff resulting in a reduction of pollutants entering Santa Monica Bay. These structures, also known as structural stormwater Best Management Practices (BMPs), include bio-retention basins, permeable pavers and pavement, catch basin inserts, infiltration systems, and mechanical separators. Notably, the Los Amigos Park Project has a small-scale stormwater treatment plant that reuses treated stormwater for irrigation and toilet flushing. This infrastructure aids the City’s goals of water self-sufficiency and regulatory compliance, requiring regular visits from trained operators to ensure proper functioning.
The City’s structural stormwater BMPs are between five and twenty years old. City staff and vendors currently maintain this infrastructure by cleaning out catch basins and mechanical separators and using vacuum street sweepers on permeable pavements.
The City previously awarded a five-year maintenance agreement in 2020 (Attachment A). However, the remaining budget would be expended prior to the termination date of June 30, 2025 to cover repairs that are necessary to be done prior to the upcoming rainy season. Over the past four years, the City’s vendor has been cleaning 643 catch basin inserts, operating and maintaining the two water reuse plants, and conducting 3 of 5
inspections and reporting. In order to address the ongoing maintenance needs, staff recommends awarding an agreement with United Storm Water, Inc. for operation and maintenance services, comprehensive technical condition assessment inspections, and reporting for the City’s structural stormwater BMPs. This includes semi-annual cleaning of the 643 catch basin trash collection inserts, biweekly plant operations, maintenance, and water quality sampling at Los Amigos Park, and maintenance at Marine Park.
Water quality monitoring at two stormwater reuse plants is required to comply with Los Angeles County Department of Health water quality standards. In addition, a BMP infrastructure condition assessment report would be conducted to identify current conditions of each of the structural stormwater BMP systems, recommendations for improvements, and guide long-term BMP capital asset improvement planning and budgeting of funds.
Vendor Selection
Bidder Recommendation
Best Qualified Firm United Storm Water, Inc
Evaluation Criteria Price; the ability, capacity and skill of the firm to perform the services; the capacity of the firm to perform both the technical inspections and the maintenance activities; the reputation and experience of the firm with stormwater infrastructure.
Municipal Code SMMC 2.24.190
Submittals Received
Apex Companies, LLC
Twining, Inc
United Storm Water, Inc
RFP Data
Date
Posted
Posted On Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
06/17/2024 City’s Online
Bidding Site
Santa Monica Daily
Press
40 07/22/2024
Best Bidder Justification
Staff recommends United Storm Water, Inc. as the best qualified firm for these services based on their competitive bid price and their demonstrated quality of work in the stormwater infrastructure field, evidenced by successful projects with the Cities of Dana Point, Long Beach, Santa Ana, and Tustin. Additionally, their extensive experience is highlighted by their previous installation of the original catch basin 4 of 5
screens in the City of Santa Monica, ensuring their familiarity with the City’s existing systems. United Storm Water, Inc.'s blend of competitive pricing, proven track record, and specific experience with the City’s infrastructure makes them the ideal choice for this contract.
Past Council Actions
Meeting Date Description
July 28, 2020 (Attachment A) Staff Report – Award of Catch Basin Maintenance Agreement
Environmental Review
Maintaining the City’s stormwater infrastructure is categorically exempt from CEQA pursuant to Section 15301 (Class 1 – Existing Facilities) and Section 15308 (Class 8 - Actions for Protection of the Environment) of the CEQA Guidelines. Section 15301 (Class 1 – Existing Facilities) exempts the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. Section 15308 exempts actions taken by regulatory agencies for protection of the environment. Therefore, the maintenance and operational oversight of over 700 existing structural stormwater best management practices (BMPs) to prevent and mitigate urban runoff pollution to protect the environment is exempt pursuant to Section 15301 and Section 15308 of the CEQA Guidelines.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Clean Beaches and Ocean Parcel Tax Fund to award a contract with United Storm Water, Inc. for the inspection, operation, and maintenance of structural stormwater BMPs.
Contract Request
FY 2024-2025
Request Amount
Future Years
Amount
Account # Total Contract
Amount
$408,405 $3,382,256 16500003.550010 $3,790,660
Total $3,790,660
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Future year funding is contingent on Council budget approval.
Prepared By: Steven Hull, Engineering Support Services Administrator Approved Forwarded to Council
Attachments:
A. Staff Report - April 28, 2020
B. Oaks Initiative Disclosure Form
C. Levine Act Disclosure Form