City Council Agenda Report
Meeting Date: July 16, 2024
From: Daniel S. Wall, P.E., Director of Public Works
Department: Public Works
Submitted by: Cynthia Cano, Administrative Secretary
Subject
Catch Basin Cleaning Services Agreement with Ron's Maintenance Recommendation
A. Approve and authorize the City Administrator to execute a Services Agreement with Ron’s Maintenance, Inc., in substantially the same form as submitted, for the Catch Basin Cleaning Services as part of the City’s continued effort to comply with the Los Angeles River Trash Total Maximum Daily Loads (TMDL) included in the Municipal NPDES Permit, for a total amount notto-exceed $217,680, for a two-year term; and B. Authorize a contingency amount of fifteen percent (15%) or $32,652 for extra inspections or cleanings that may be needed, and grant authority to the City Administrator to issue Change Orders for an amount up to the contingency amount, if necessary.
Background
The current National Pollutant Discharge Elimination System (NPDES) Permit for Waste Discharge Requirements for Municipal Separate Storm Sewer System (MS4) Discharges within the Coastal Watersheds of Los Angeles County (also known as the Municipal NPDES Permit) contains requirements to prohibit, eliminate, and/or reduce stormwater and urban runoff pollutant loads. In an effort to assist cities with compliance of the Municipal NPDFS Permit, the Los Angeles Gateway Region Integrated Regional Water Management Joint Powers Authority (GWMA) issued a Request for Proposals (RFP) for catch basin cleaning services on behalf of all GWMA cities. Three (3) proposals were received, with Ron' s Maintenance, Inc. (RMI) being the lowest bid at $30.00 per catch basin, and as amended by RMI on a quote dated September 14, 2023.
The RFP calls for a minimum of one (1) inspection and cleaning of the catch basins between May 1st and September 30th of each year. Additionally, the contractor is to perform one (1) inspection of all catch basins during the months of October, January, and April and clean any catch basin sumps found to have a blocked screened inlet, screened outlet, or be at least forty percent full of trash and debris.
RMI' s quote dated September 14, 2023, is for $30.00 per catch basin with a frequency of four (4) cleanings per unit for a total annual cost not to exceed $108,840.
The Services Agreement with RMI is for a two (2) year period. The agreement has been reviewed and approved as to form by the City Attorney's office.
It is recommended that this request be approved for the City’s continued effort to comply with the Los Angeles River Trash TMDL included in the Municipal NPDES Permit. The Public Works Department is of the opinion that contracting with RMI is advantageous to the City and obtained concurrence from the Financial Services Administrator as required under Vernon Municipal Code (VMC) 3.32.110 Exemptions. More specifically, Section 3.32.110(A)(5) (b) states competitive bidding shall not be required for contracts “when supplies, equipment or services can be purchased from a vendor offering the same prices, terms and conditions as in a previous award from the City or another public agency either by competitive bid or through a negotiated process and, in the opinion of the Finance Director or designee, it is to the advantage of the City to do so. The Financial Services Administrator concurs.
Additionally, Staff recommends a contingency amount of fifteen (15% or $32,652) to cover additional cleaning that may be required due to increased amount of rainfall that has been experienced in the last couple of years. Ensuring that the catch basins are clean will not only allow the City to comply with NPDES requirements but also aid with flood control in periods of heavy rainfall.
Fiscal Impact
The fiscal impact is not-to-exceed $250,332, including the 15% contingency. Sufficient funds are available in the General Fund, Public Works Department, Street Operations Division, Repairs and Maintenance Account No. 011-040-430-529000 for the current fiscal year and funds will be budgeted in subsequent years.
Attachments
1. Services Agreement with Ron’s Maintenance