City of Culver City, California
Agenda Item Report
Meeting Date: 2/10/2014 Item Number: C-4
CITY COUNCIL AGENDA ITEM: Approval of Plans and Specifications and
Authorization to Publish Notice Inviting Bids for the Culver City Catch Basin Trash
Excluder Insert Project, Phase 2, P-497, Bid No. 1537.
Contact Person/Dept.: Steve Finton /
Damian Skinner
Phone Number: (310) 253-6457 /
(310) 253-6421
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification:
(E-mail) Agenda and Meetings – City Council (2/5/14);
(E-Mail) Sustainability and Environmental Issues (2/5/14)
Department Approval:
Charles D. Herbertson (01/16/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (01/20/14)
Chief Financial Officer Approval:
Jeff Muir (02/04/14)
City Manager Approval:
John M. Nachbar (02/04/14)
RECOMMENDATION:
Staff recommends the City Council approve the plans and specifications for the
Culver City Catch Basin Trash Excluder Insert Project, Phase 2, P-497, Bid No.
1537 and authorize staff to publish a notice inviting construction bids.
BACKGROUND:
Since 2005, the City has been working to implement a multi-faceted project to
reduce storm drain pollution City-wide. The project entitled the “Culver City City-
wide BMP Treatment Train” includes implementation of several treatment and
source control best management practices (BMPs) City-wide to reduce storm water
pollution including rain gardens, trash receptacles, public outreach and catch basin
trash excluder inserts.
Grant Funding:
The City was successful in securing grant funding for the project as follows:
Proposition 50 Grant. On October 10, 2005 and September 25, 2006, the City
Council adopted Resolution Numbers 2005-R068 and 2006-R066, respectively,
accepting a Proposition 50 Grant for the “Culver City City-wide BMP Treatment
Train” project. The grant consists of $1,194,100 of reimbursable funds and requires
a total of $720,521 in soft and hard matching funds.
City of Culver City, California
Agenda Item Report
United States Environmental Protection Agency (USEPA) Grant. During design
and implementation of the project, it was determined that additional funding would
be required to complete the full scope of the project identified in the Proposition 50
grant agreement. Therefore, City staff pursued and secured a grant through the
USEPA in the amount of $485,000 to complete the catch basin trash excluder
inserts project. The City Council appropriated the USEPA grant funds to the project
on February 14, 2011.
Status of Project Completion:
The rain gardens, trash receptacles and public outreach efforts are complete, which
leaves the catch basin trash excluder insert work still to be completed.
Trash Total Maximum Daily Load:
The trash excluder inserts (Inserts) are required for the City to comply with the
current National Pollutant Discharge Elimination Permit for Municipally Separate
Storm Sewer Systems (MS4 Permit). The MS4 Permit includes a trash Total
Maximum Daily Load (TMDL) that requires zero trash to be discharged to Ballona
Creek by September 2015. Compliance is attained by installing Inserts in catch
basins. The Inserts consist of automatic retractable screens (ARS) across catch
basin curb openings and connector pipe screens (CPS) mounted inside catch basins
across the pipe outlet. Both devices are typically installed on each catch basin;
however, physical conditions may prevent installation of either or both of the devices
at any particular location. The devices are designed to avoid blockages and
maintain flood protection.
Previous Contract to Install Catch Basin Trash Excluder Inserts:
On December 6, 2010, the City Council awarded a contract to West Coast Storm
Water, Inc. (Contractor) to install the Inserts in 834 catch basins City-wide. The Los
Angeles County Flood Control District (LACFCD) issued the required permit and
construction began in late 2011. In early 2012, the LACFCD inspector detected that
the CPS devices installed by the Contractor did not meet the sizing requirements of
the LACFCD permit. The City informed the contractor that no payment would be
made for the non-conforming CPS devices and ordered them to be removed. The
Contractor removed all non-conforming CPS devices and then stopped working on
the project altogether. As it appeared that the Contractor had ceased business
operations, City staff was forced to terminate the contract in February 2013 and
consider other options to complete the project. In late spring and summer 2013, it
appeared that the Contractor would successfully reorganize and could resume work
on the contract; however, in September 2013 it was determined that the Contractor
could not do so. Prior to ceasing business operations, the Contractor installed
inserts in 220 catch basins City-wide at the cost of $346,535.
City of Culver City, California
Agenda Item Report
DISCUSSION:
Plans and specifications for the installation of the remaining Inserts in 508 catch
basins City-wide have been completed and staff is prepared to publish a notice
inviting competitive construction bids.
The cost estimate for this work including permitting, inspection and contingency is
$670,000.
The plans and specifications are available for review on the City’s website
http://www.culvercity.org/Government/PublicWorks/CouncilItems.aspx . A hard copy
is available for review at Public Works counter on the second floor of City Hall, 9770
Culver Boulevard.
FISCAL ANALYSIS:
The Proposition 50 Grant ($1,194,100) was fully expended on project elements
completed to date and all reimbursements have been received. The USEPA grant
has not yet been used and is available in its full amount ($485,000). Hard match
requirements of the USEPA grant ($511,603) are being provided by previous
Proposition 50 expenditures ($346,535.53) and City General Funds appropriated to
this project through the fiscal year 2013-2014 Capital Improvement Program (PZ-
497). Funding in the amount of $250,000 is available for this project through PZ-497
account number 42080000.730100.
Funding Amount
USEPA Grant $485,000
General Funds (PZ-497) $250,000
Total Funding Available $735,000
Estimated Expenditures Amount
Construction $600,000
Contingency (5%) $30,000
LACFCD Permit and Inspection $20,000
City Project Manager (Inspector) $20,000
Total Estimated Costs for Phase 2 $670,000
Estimated Balance After Completion $65,000
ATTACHMENTS:
None
City of Culver City, California
Agenda Item Report
MOTIONS:
That the City Council:
Approve the plans and specifications for the Culver City Catch Basin Trash
Excluder Insert Project, Phase 2, P-497, Bid No. 1537 and authorize staff to
publish a notice inviting construction bids.