City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council award a design/build construction contract to
Hydrophix to design, install, implement, and monitor a series of innovative Best
Management Practices (BMPs), that will effectively remove pollutants in urban
runoff, including elimination of trash to La Ballona Creek through the City’s storm
drains. (A 4/5
th
vote is required to award this contract.)
BACKGROUND:
On October 10, 2005 and September 25, 2006, the City Council approved
Resolution Nos. 2005-R068 and 2006-R066 (an amendment to Resolution No.
2005-R068), respectively accepting $1,252,000 in reimbursable Proposition 50 grant
funds from the State Water Resources Control Board for the Culver City Citywide
Best Management Practice (BMP) Treatment “Train” Project (CIP project P-497).
The phrase “BMP treatment train” in this project broadly refers to a combination of
treatment and source control technologies to be implemented at various locations
within the City for the purpose of reducing or treating urban runoff to remove
pollutants.
Due to the nature of the services involved in this project, the number of qualified
consulting firms was rather limited. Therefore, on August 13, 2007, the City Council
approved a motion to release a request for proposals (RFP) for a professional
turnkey project to implement the Culver City Citywide BMP Treatment “Train”
Project, rather than follow its formal bidding procedures as permitted by the City’s
Charter.
Meeting Date: 11/26/07 Item Number:PH-1
AGENDA ITEM: Award a Contract to Hydrophix for the Design and Construction
of the Culver City Citywide BMP Treatment “Train” Project
Contact Persons/Dept.: Damian Skinner Phone Number: (310) 253-6402
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [] No [X]
Public Hearing: [ X] Action Item: [] Attachments: [X]
Public Notification: Notice of Public Hearing published in the November 15
th
and
November 20
th
editions of the Culver City News; Master Notification List (11/21/2007);
Hydrophix via meeting 10/9/07.
Department Approval:
Charles D. Herbertson 11/15/2007
City Attorney Approval:
Carol Schwab (by H. Iker) (11/20/07)
Fiscal Impact Review:
Marlee Chang (by N. Kimball)(11/20/07)
City Manager Approval:
Jerry B. Fulwood (11/21/2007) City of Culver City, California
City Council Agenda Item Report
DISCUSSION:
Staff received one proposal from Hydrophix; a service provider firm which provides
stormwater management services in design/fabrication, construction/installation,
operation, and evaluation of BMPs. Hydrophix partnered with Brown and Caldwell,
a full-service civil engineering company specializing in water resources, to complete
the scope of work within the allotted time frame. Hydrophix is the lead consulting firm
for this project.
The Design-Build proposal submitted by Hydrophix was complete and responsive.
Hydrophix demonstrated a clear understanding of the project scope. The format and
presentation of material was well organized and defined in detail. The names and
resumes of the proposed project manager, construction superintendents, and other
specialist were presented in detail. Hydrophix also included the resumes of senior
management.
Award of Contract:
The City’s Charter provisions regarding public works contracts|1010| give the Council the
authority, by a four-fifths vote, to award a contract without complying with its bidding
procedures, provided a public hearing is held on the award of the contract after
notice has been given. The notice of the public hearing was published in the Culver
City News on November 15 and November 21, 2007.
FISCAL ANALYSIS:
The fiscal year 2007-08 adopted Capital Improvement Budget includes $1,252,000
in Prop 50 grant funding for design and construction of various best management
practices devices to reduce storm water pollution (P-497).
The base bid proposal presented by Hydrophix is $1,092,600, which is $159,400
below the grant award. Staff will use the remaining funds to purchase and install rain
sensing irrigation equipment and trash and recycling receptacles. Staff is confident
that $159,400 is sufficient to complete the City’s portion of the project scope based
on the cost estimates for irrigation equipment and trash and recycling receptacles.
Staff will return to the City Council in the case a contract award for these
purchases is required by the City Code.
Below is a summary of the proposed budget:
|1010| Charter Section 2007 provides that the procedures for awarding public works contracts as set forth in the “old” Charter
will remain in effect until such time as the City Council establishes, by ordinance, different procedures. Therefore, the
current procedures are set forth in the “old” Charter Section 1304. City of Culver City, California
City Council Agenda Item Report
Hydrophix Budget Proposal Amount
Consulting $736,800
Operating Expenses (Lab and Analysis
Costs, Printing, Interpretive Signs, Training
and Presentation Materials, Catch Basin
Inserts, Water Brooms, etc.)
$312,800
Equipment (Cistern, Equipment Rental for
Construction)
$35,000
Travel $8,000
Total Budget $1,092,600
ATTACHMENTS:
1. Excerpt from Hydrophix proposal dated September 25, 2007
MOTIONS:
That the City Council:
1. Award a design/build contract to Hydrophix in the amount of $1,092,600 to
implement Culver City’s stormwater Best Management Practice (BMP) Treatment
“Train” Project (The award of a design/build contract requires a 4/5ths vote.);
2. Authorize the Public Works Director/City Engineer to increase the contract by an
amount not to exceed 3%, if necessary, due to unforeseen conditions;
3. Authorize the City Attorney to review/prepare the appropriate documents; and
authorize the City Manager to execute such documents on behalf of the City.