HomeMy WebLinkAboutCC AG PKT 2003-10-13 #T t
AGENDA REPORT '
DATE: October 13, 2003
TO: Honorable Mayor and City Council
THRU: John B. Bahorski, City Manager
FROM: Douglas A. Dancs, P.E., Director of Public Works /City Engineer
SUBJECT: AWARD PROFESSIONAL SERVICES AGREEMENT
FOR ON -CALL NATIONAL POLLUTION DISCHARGE
ELIMINATION SYSTEM (NPDES) AND STORM
WATER QUALITY ENGINEERING SERVICES
SUMMARY OF REQUEST:
The proposed action will authorize the City Manager to execute an on -call professional
services agreement to retain PBS &J to perform on -call NPDES and storm water quality
services for the City of Seal Beach.
BACKGROUND:
The Clean Water Act (officially known as the Federal Water Pollution Control Act
Amendments of 1972) was passed into law to restore and maintain the chemical,
physical, and biological integrity of the Nation's waters, and where attainable, to achieve
a level of water quality that provides for the protection and propagation of fish, shellfish,
and wildlife, and for public recreation in and on the water. The first goals of the Clean
Water Act are zero discharge of pollutants and the protection of "fishable /swimmable"
water quality. Since 1993, the City has been a co- permittee with the County of Orange to
meet the requirements of the various regulations associated with the Act. After each
permit renewal, the City is required to continue to implement storm water quality
management programs and develop additional programs in order to control pollutants in
storm water discharges. On January 18, 2002, the SARWQCB adopted Order No.R-
2002 -001 entitled "Waste Discharge Requirements for the County of Orange, Orange
County Flood Control District, and the Incorporated Cities of Orange County within the
Santa Ana Region Area Urban Storm Water Runoff Orange County" known as "the
Permit ".
On June 9, 2003, the City Council approved the submittal of the City's Local
Implementation Plan (LIP) and the Drainage Area Management Plan (DAMP) to the
County of Orange and the Regional Water Quality Control Board. These two documents
are the general guide and basis for the City to follow as to what must be done to comply
with the Regional Board permit and describes in detail how the City will accomplish the
Agenda Item /
.
water quality goals and objectives within its own boundaries. The DAMP and LIP are
quite large, over 1000 pages, and are on file with the City Clerk's office.
There is an immediate need to bring in outside assistance for the NPDES program with
the recent departure of the Public Works Assistant who was working full time in the
- NPDES /stormwater quality area. The first order of work needed is the completion of the
City's end -of -the -year report known as the Program Effectiveness Assessment (PEA)
which is due to be submitted to the County by October 31, 2003. In addition, there is an
ongoing need for the management of the NPDES program. A typical month includes six
to ten NPDES meetings with the County and various agencies, ten notice of violations
issuances and several other NPDES regulatory issues. The City is graded and evaluated
by the County, Regional Board, and environmental groups on its attendance and
completion of these items. The environmental regulations are constantly changing
requiring staff to continually update and change reports and procedures. Staff anticipates
on -call services will be necessary in the upcoming months until in -house resources are
hired. In addition, the consultant will be available to provide supplemental services such
as reimbursable development projects for storm water pollution prevention plans and
general assistance to City in meeting the NPDES requirements.
Staff sent out multiple Requests for Qualifications for the NPDES /stormwater quality
management services and interviewed the top two firms. PBS &J emerged as the top
candidate. Additionally, Charles Abbott Associates also emerged as highly qualified in
this area. Staff is recommending that a Professional Services Agreement is signed with
PBS &J and that Charles Abbott Associates be also retained by the existing Service
contract. By retaining two service providers on contract, staff has the ability gather
further resources, and it increases competition between the firms resulting in lower costs
to the City.
PBS &J and Charles Abbott Associates have an extensive relationship with the County of
Orange and their knowledge of regional issues. They both come highly recommended
from various other public agencies, are currently performing work for agencies in Orange
County, and they have experience providing extension of staff services.
Staff has negotiated hourly rates with PBS &J and their firm can perform the work
immediately within the budget set forth in the approved Capital Improvement Program
and the Engineering Division's internal budget. Prior to starting any work, the consultant
will submit a detailed task order scope, schedule, and overall project estimate as well as a
not to exceed cost. No work shall begin until written approval by the Director of Public
Works.
FISCAL IMPACT:
Funds are available in the Storm Drain account for FY 2003/2004 with the departure of
the Public Works Assistant. The estimated cost to complete the "NPDES End of the
Year" report is estimated at $7,000. No additional work will be performed unless
adequate funding is available in the project budget.
Agenda Item
RECOMMENDATION:
Authorize the City Manager to execute an on -call professional services agreement to retain
PBS &J to perform engineering and on -call NPDES and storm water quality services for the
City of Seal Beach.
Prepared By: Reviewed By:
7 � /„ --
Mar K. Vukojevic, P.E. 4i Doug as A. Dancs, P.E., Director
Deputy City Engineer Public Works Department
NOTED / 1 D, APPR I . ED:
f
t
Jo :r B.' orski, City Manager
- ttachment: Draft Professional Services Agreement
Agenda Item