City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council rescind authorization to award a contract to
Hydrophix and authorize the issuance of a Request for Proposals for professional
services related to Proposition 50 Grant Plan and Report Development, Public
Outreach and Education and Water Quality Monitoring.
BACKGROUND:
On October 10, 2005 and September 25, 2006, City Council approved Resolution Nos
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
$1,252,000 of reimbursable funds and requires $313,200 soft match (provided in the
form of City staff support). The project includes implementation of several treatment
and source control BMPs City-wide to reduce urban run-off and storm water pollution.
In detail, the project consists of the following elements:
• Installation of 2 rain gardens (also known as bioretention cells) at City parks
• Installation of downspout disconnection and cistern at a City park,
• Installation of catch basin filter inserts in 672 catch basins citywide.
• Installation of optimized irrigation systems at certain City parks
Meeting Date: 5/27/2008 Item Number: C-6
AGENDA ITEM: Rescission of the award of contract to Hydrophix for completion
of the “Culver City City-Wide Best Management Practices (BMP) Treatment Train”
Project, Discussion Regarding a Revised Project Approach and Authorization to
Issue a Request for Proposals for Professional Services Related to Proposition 50
Grant Plan and Report Development, Public Outreach and Education, Business
Outreach and Dry-Weather Runoff Reduction Efforts, and Water Quality
Monitoring.
Contact Person/Dept.: Steven Finton Phone Number: (310) 253-6406
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Master E-Mail Notification List (05/21/08)
Department Approval:
Charles D. Herbertson 5/14/2008
City Attorney Approval:
Carol Schwab (by H. Baker) (05/20/08)
Fiscal Impact Review:
Jeff Muir (by M. Noller) (05/21/08)
City Manager Approval:
Jerry B. Fulwood (05/21/08) City of Culver City, California
City Council Agenda Item Report
• Placement of additional trash and recycling receptacles at high trash
generating locations such as fast food restaurants and convenience stores.
• Implementation of a dry weather runoff elimination program targeted at 500
businesses including the distribution of high-pressure, low-volume water
brooms to help eliminate pollution associated with hosing down parking lots,
driveways, and sidewalks.
• Water quality monitoring to assess the effectiveness of the BMPs implemented.
• Implementation of a public education and outreach program to raise public
awareness and to strongly encourage behavioral changes that will reduce
storm drain pollution.
Completion of this project will assist the City in complying with portions of the Total
Maximum Daily Load (TMDL) storm water pollution regulations. The TMDL for trash
requires full zero-trash compliance by September 30, 2013. Installation of the catch
basin inserts would meet this requirement City-wide. Other elements of the project
will also assist in TMDL compliance.
On August 13, 2007, City Council authorized the issuance of a request for proposals
to complete all elements of the project except installation of irrigation controllers and
trash and recycling receptacles through a design/build arrangement. On November
26, 2007, City Council awarded a design/build contract to Hydrophix. This award
required a four/fifths vote due to variations from the formal bidding process. During
the contract execution process, Hydrophix informed the City that it could not provide
the performance and payment bonds required by the bid documents. Additionally,
Hydrophix indicated that the catch basin inserts could not be furnished and installed
for the price indicated in their bid. Ultimately, Hydrophix submitted the attached
letter (Attachment 1) indicating that it wished to terminate contracting efforts on the
project. Hydrophix was the only bidder and no bid bond was required or submitted
with the bid.
DISCUSSION:
The project requires expertise from a wide variety of professional disciplines and
construction trades. The August 13, 2007 RFP combined the tasks under a single
design/build contract requiring bidders to include numerous subconsultants and
subcontractors. Staff believes that the unusual complexity of the bid reduced
bidder interest and yielded only the single bid from Hydrophix. In their effort to
compile their complex bid, Hydrophix miscalculated a major cost component and
ultimately declined to enter into the contract.
To avoid the complications experienced on the previous bidding effort, staff
recommends issuing several smaller consultant/construction contracts to complete City of Culver City, California
City Council Agenda Item Report
project tasks grouped by discipline or trade. This arrangement will simplify bidding
and contracting efforts and fully comply with the City’s bidding procedures. It is
recommended that project tasks be assigned to 2 consultant contracts and 3
construction contracts as described in detail in the attached spreadsheet entitled
“Breakdown of Project Tasks and Assignments” (Attachment 2) as summarized:
Estimated Grant
Cost
Local Match
Consultant A
Proposition 50 Grant plan and report
development, public outreach and
education, business outreach and dry-
weather runoff reduction efforts, and
water quality monitoring.
$300,000
Consultant B
Preparation of plans and specifications for
construction of 2 rain gardens and a roof
drain disconnect, cistern and irrigation
system at City parks.
$25,000
Construction Contract A
Installation of 672 catch basin inserts
City-wide.
$557,000
Construction Contract B
Construction of 2 rain gardens and a roof
drain disconnect, cistern and irrigation
system at City parks.
$200,000
Construction Contract C
Furnishing and placement of 50 recycling
receptacles and 45 trash receptacles.
$100,000
City Staff
City staff will perform the remainder of
project tasks not included in the above
contracts. These tasks include certain
administrative and design tasks, site
selection, mapping, observations, grant
reporting, sign installation and irrigation
controller installation.
$70,000 $313,200 City of Culver City, California
City Council Agenda Item Report
Total $1,252,000 $313,200
Staff requests the City Council approve the issuance of a request for proposals
(RFP) for Proposition 50 Grant plan and report development, public outreach and
education, business outreach and dry-weather runoff reduction efforts, and water
quality monitoring (“Consultant A”). The RFP requires the submittal of proposals
by July 16, 2008. The award of contract is tentatively scheduled for City Council
consideration in August 2008. Authorizations related to the remainder of
consultant/construction contracts will be presented for Council consideration at a
later date.
FISCAL ANALYSIS:
The fiscal year 2007-08 adopted Capital Improvement Budget includes $1,252,000
in Proposition 50 grant funding for design and construction of various best
management practices to reduce storm water pollution (P-497). The $313,200
local match requirement is funded through the City’s labor expenses in various
Divisions for City staff working on the project.
ATTACHMENTS:
1) Letter from Hydrophix requesting contract termination.
2) Spread Sheet “Breakdown of Project Tasks and Assignments”.
3) Request For Proposals - Proposition 50 Grant Plan and Report Development,
Public Outreach and Education, Business Outreach and Dry-Weather Runoff
Reduction Efforts and Water Quality Monitoring.
MOTION:
That the City Council:
1) Rescind City Council’s authorization to award a contract to Hydrophix; and,
2) Authorize the issuance of a Request for Proposals for professional services
related to Proposition 50 Grant Plan and Report Development, Public Outreach
and Education and Water Quality Monitoring.
MEETING DATE: 05/27/08
AGENDA ITEM: Rescission of the award of contract to Hydrophix for
completion of the "Culver City City-Wide Best
Management Practices (BMP) Treatment Train" Project,
Discussion Regarding a Revised Project Approach and
Authorization to Issue a Request for Proposals for
Professional Services Related to Proposition 50 Grant
Plan and Report Development, Public Outreach and
Education, Business Outreach and Dry-Weather Runoff
Reduction Efforts, and Water Quality Monitoring.
ATTACHMENTS
Pages|1010|Letter from Hydrophix requesting contract termination|109| Spread Sheet "Breakdown of Project Tasks and Assignments 2-7|109| Request For Proposals - Proposition 50 Grant Plan and 8-43
Report Development, Public Outreach and Education,
Business Outreach and Dry-Weather Runoff Reduction
Efforts and Water Quality Monitoring.Sok,itions fov Clesn Watet
4/25/08
Damian Skinner
Environmental Programs Manager
City of Culver City
9505 Jefferson Blvd.
Culver City, CA 90232
Dear Mr. Skinner,
Hydrophix would like to thank you and the City of Culver City for the opportunity to apply for and be
awarded the City of Culver Citywide BMP Treatment Train Project. Unfortunately due to unforeseen
requirements in the contract, Hydrophix cannot continue on with the project and would like to terminate
any agreements and contracts that involve this project.
Thank you for your time and understanding with this matter.
SincefelY,
Duane E.Cool4[-11 /
Vice President
Hydrophix
3873 Caner Avenue Sui1e 202 Riverside, CA 92501 Phone 951.788.7667 Fax 951.788.7722 Ton Free 877.1420.PHIX (877-426-7449)
Contractors License A873118 .vvmv.::ydropixt.oxnBreakdown of Project Tasks and Assignments
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Culver City Citywide BMP Treatment Train
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PROJECT ASSESSMENT AND EVALUATION PLAN
1.1
GPS Coordinates - In order for the Regional Water Quality Control Board
X
(RWQCB) staff and SWRCB staff to verify work was adequately performed
or conducted, Geographical Positioning System (GPS) locations for
monitoring must be identified for this Project prior to any disbursements.
1.2
PAEP - All projects are required to prepare and implement a Project
Assessment and Evaluation Plan (PAEP) (aka Project Monitoring and
Performance Plan) in accordance Exhibit D to detail the methods of
measuring Project benefits and reporting them in accordance with a PAEP.
Many projects include multiple activities that will require measurement of
several parameters to evaluate Project performance. All implementation
projects that propose pollution load and/or concentration reductions must
report such reductions annually. Projects addressing sediment and
nutrients must report annual pollutant load reductions. Projects protecting,
restoring or creating streams, shorelines, or wetlands, must report an
annual accounting of the acres of wetlands restored and created, feet of
streambank and shoreline protected and feet of stream channel stabilized.
The PAEP shall be approved by the Grant Manager prior to implementation
of monitoring and performance assessment and/or evaluation actions.
Guidance for preparing the PAEP will be available at
http://www.waterboards.ca.govtfunding/paep.html
X
Monitoring Plan - If environmental water quality monitoring (chemical,
X
1.3
physical, or biological) is undertaken, the Grantee shall prepare, maintain,
and implement a Monitoring Plan (MP) as described on Page 9 of the
Agricultural Water Quality Grant Program Guidelines (August 26, 2004).
The MP shall include, but is not limited to, a description of the monitoring
objectives, types of constituents to be monitored, and the sampling location
frequency/schedule for the monitoring activities. The MP shall be approved
by the Grant Manager prior to implementation of any sampling or monitoring
activities. No monitoring may occur prior to MP approval. The Grant
Manager must approve any changes to the MP prior to implementation.
1.4 collected
and
be
prior
http://www.waterboards.ca.gov/swamp/qapp.html
QAPP - If an MP is prepared, the Grantee shall also prepare, maintain,
and implement a Quality Assurance Project Plan (QAPP) in accordance
with the SWRCB's Surface Water Ambient Monitoring Program's (SWAMP)
QAPP and data reporting requirements, and the USEPA QAPP, EPA
AO/R5, 3/01. Water quality monitoring data includes physical, chemical,
biological monitoring of any surface water. Electronic submittal of data
in accordance with SWAMP shall be required. The QAPP shall
approved by the RWQCB's or SWRCB's Quality Assurance (QA) Officer
to implementation of any sampling or monitoring activities. No
monitoring may occur prior to QAPP approval. Any costs related to
monitoring data collected prior to and not supported by the approved QAPP
will not be reimbursed. Guidance for preparing the QAPP is available at
X
-2.
Page 1Page 2
Breakdown of Project Tasks and Assignments
Culver City Citywide BMP Treatment Train
Grant
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Task #
Task Description
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2.1 Two-Tiered Catch Basin Installation
2.1.1
Identify and map the six hundred seventy two (672) storm water drains in
which the catch basins are to be installed.
X
2.1.2
Obtain signed agreements with all agencies such as the County of Los
Angeles for permission to install the catch basins at the sites located under
their jurisdiction.
X
2.t2.1 add ReaSearCh full capture systems.
X
2.1.2.2 add Select full cature system for 672 Catch Basins.
X
. . 2 1 3
Create and submit for review and approval design plans and specifications
to the Grant Manager for the installation of two tiered catch basin inserts
and aluminum screen with five millimeter (5 mm) holes to capture and
eliminate trash from the City's storm drains.
X
. 2 1 A
Prepare and submit for signature a Notice to Proceed to the Grant
Manager.
X
2.1 .5
Install the two-tiered catch basins (inserts) at the identified sites per the
approved plans and specifications.
X
2.1.6 Conduct pre, during, and post-photo documentation of installation
X
2.1 .7
Submit baseline summary report to the Grant Manager of the trash
captured in previous years. The baseline information will be gathered from
Cs maintenance records of the sites.
X
2.1.8
Measure the amount of trash collected at all six hundred seventy two (672)
catch basins once a year.
X
2.1.9
Prepare and submit a summary report of the trash reduction observed by
comparing the baseline information (2.1.7) and measurements taken
(2.1.8).
X
2.2 Trash and Recycling Program
2.2.1
Identify a minimum of fifty (50) sites for placement of recycling receptacles
and a minimum of forty-five (45) sites for placement of trash receptacles
and submit the list to the Grant Manager for approval. The sites will be
chosen based on high trash generation potential, including convenience
stores and schools.
X
2.2.1.1 add Develop specifications for Trash and Recycling Receptacles.
X
2.2.1.2 add Purchase and place Trash and Recycling Receptacles.
X
2.2.2 Photo document the placement of the receptacles.
X
2.2 three
.3
Conduct visual observations and photo documentations for a minimum of
(3) months to generate averaged estimates of trash collected that
could have otherwise ended up in the streets or catch basins. Submit
estimates to Grant Manager as part of draft and final report.
X
2.3 City Parks BMP Installation
Rain Garden
2.3.1 on
existing
and
Select a City park for the installation of a rain garden and submit to the
Grant Manager for review and approval. The park will be selected based
its suitability as a BMP location, in terms of distance and depth to
storm drain system, its existing uses (ballpark, picnic areas, etc.),
existing drainage patterns on and offsite.
X
2.3.1.1
for
grading,
appropriate
Prepare and submit design plans and specifications to the Grant Manager
the installation of a functional rain garden at the selected site and the re-
lining of special media layers, and re-vegetation with native, site
plants.
X
2.3.1.2 Submit for signature a Notice to Proceed to the Grant Manager.
XPage 3
Breakdown of Project Tasks and Assignments
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2.3.1.3 install the rain garden per the approved design plans and specifications.
2.3.1.4 Conduct pre, during, and post-installation photo documentation.
X
Rain Garden, Roof Drain Disconnect and Cistern
2.3.2
Select a City park for the installation of a rain garden, roof downspouts
disconnect, and irrigation system and submit to the Grant Manager for
review and approval. The park will be selected based on its suitability as a
BMP location, in terms of distance and depth to existing storm drain
system, its existing uses (ballpark, picnic areas, etc.), and existing drainage
pattems on and offsite.
X
2.3.2.1
Prepare and submit design plans and specifications to the Grant Manager
for the installation of a functional rain garden at the selected site and the re-
grading, lining of special media layers, and re-vegetation with native, site
appropriate plants.
X
2.3.2.2
Prepare design plans for the chosen park for the installation of roof
downspout disconnect to route roof runoff to an underground cistern for
water storage and use or for a possible connection to an existing irrigation
system.
X
2.3.2.3 Submit for signature a Notice to Proceed to the Grant Manager.
X
2.3.2A
Install the rain garden, roof downspouts disconnect, and cistern system per
the approved design plans and specifications.
X
2.3.2.5 Conduct pre, during, and post-installation photo documentation
X
2.4 Water Conservation and Nuisance Flow Elimination BMPs Program
2.4.1 Low-flow, High-pressurized Water Brooms
2.4.1.1
Establish a water conservation and nuisance flow elimination program to
educate commercial business on the use of high-pressurized, low-flow
water brooms to deter hosing down of driveways and sidewalks.
X
2.4.1.2
Select a minimum of five hundred (500) businesses including restaurants,
nurseries, and parking lots to participate in the program and submit the list
to the Grant Manager. As a participant, the selected businesses will
receive a water broom for their use. Businesses or facilities with significant
outdoor activities or storage, and/or those with documented past nuisance
flow complaints will be chosen for broom distribution. Preference will be
given to those located on major thoroughfares within the City.
X
2.4.1.3
2.4.1.3 Conduct door to door education to introduce the water
conservation program to the selected businesses (see 2.4.1.2)
X
2 .4.1.4
Prepare and disseminate educational material, such as bilingual flyers, to
selected sites and provide Grant Manager with copies.
X
2.4.1 5
Conduct follow up meetings with the selected businesses to ensure that the
water brooms are being used properly.
X
2.4.2 Optimized irrigation at City Parks and Recreation Centers
2.4.2.1 retrofitted
Identify nine (9) sites that will include parks or recreation centers to be
with an optimized irrigation system and submit list to the Grant
Manager.
X
2.4.2.2
Retrofit nine (9) sites identified in 2.4.2.1 with optimized irrigation systems.
X
2.4.2.3 Pre, during, and post installation photo documentation.
XPage 4
Breakdown of Project Tasks and Assignments
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Culver City Citywide BMP Treatment Train
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Prepare and submit to the Grant Manager for review and comment a draft
2.8.1
Project Report that includes the results of the work listed above. The report
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shall include the following narrative sections in addition to the requirements
listed in Exhibit A (i.e. PAEP).
a. A summary of the Project, describing Project purpose, scope and
goals, activities completed, techniques used and partners involved.
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Breakdown of Project Tasks and Assignments
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b. A report of all management practices or management measures
implemented, together with their corresponding locations. The report shall
be in a format that enables the Grant Manager to find the physical location
of each implemented practice or measure in a quick and efficient manner.
Acceptable formats include, but are not limited to the following: >Map of
locations — The map of practices or measures implemented shall consist of
dots placed on a USGS 7.5-minute quadrangle map at the implementation
location. Lead lines shall be connected to a text box description of the
practice or measure. The dots shall have a small enough diameter to
enable the Grant Manager to locate the measure or practice within a 50-foot
radius.
> Map of locations — The map of practices or measures implemented
shall consist of dots placed on a USGS 7.5-minute quadrangle map at
the implementation location. Lead lines shall be connected to a text
box description of the practice or measure. The dots shall have a small
enough diameter to enable the Grant Manager to locate the measure or
practice within a 50-foot radius.
> Project coding system — The project coding system shall explain the
product coding used to describe each implemented practice or
measure, together with its corresponding latitude and longitude.
. . X
c. Describe Project performance, including benefits, successes and
shortcomings, consistent with the PAEP. Enumerate specific quantifiable
environmental changes and results of the Project. As appropriate, include
1) behavioral results such as the amount of management practices or
measures implemented, 2) estimates or measurements of the amount of
pollutants prevented from reaching surface or ground water, and 3)
documented changes in water quality based on monitoring.
d. Any additional steps necessary to achieve the purposes of the local
watershed management.
M
e. Include information collected the PAEP, including cted in accordance with
a determination of the effectiveness of the Best Management Practices
(BMPs) or management measures implemented as part of the Project in
or reducing nonpoint source pollution
X
II Mill
t Identify lessons /earned in carrying out the Project. Describe what
worked and what did not work, and how similar efforts could be utilized
within the Project area, as well as in other watersheds.
implementation.
g. Describe the extent of outreach that has been conducted and if there
are plans to further promote the results of the Project to achieve additional X
funding
funding
funding
h. Describe the Project's funding. Include the projected cost and actual
cost of the Project, how much of the grant funds were spent, and how much
was put into the Project from sources other than Prop 50. Identify
sources that have been "leveraged" by the Project and plans for
future activities.
X
to
or
. Identify planned or potential follow-up activities, including additional
monitoring to assess project effectiveness and additional steps necessary
achieve the water quality objectives, Total Maximum Daily Loads (TMDL)
local watershed plans.
x
j.
agreement
Identify additional reports that will be submitted after term of the
that describe follow up activities.
X
k. A list of items submitted as outlined in the Table of Items for Review.
X
I.
Director
Any additional information that is deemed appropriate by the Project
or Grant Manager.
XPage 6
Breakdown of Project Tasks and Assignments
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Culver City Citywide BMP Treatment Train
Grant
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Prepare a final Project Report that addresses, to the extent feasible,
comments made by the Grant Manager on the draft Project Report, Submit
one (1) reproducible master and two (2) copies of the final Project Report to
the Grant Manager for review and acceptance.
X
EXHIBIT B — INVOICING, BUDGET DETAIL AND REPORTING
PROVISIONS
1.1 Invoicing
X
7 REPORTS
7.1
Progress Reports by the twentieth (20 1h) of the month following the end of
the calendar quarter (March, June, September, and December).
X
7.2 Expenditure/Invoice Projections.
X
7.3 Grant Summary Form.
X
7.4 Natural Resource Projects Inventory (NRPI) Project Survey Form.
X
EXHIBIT C — SWRCB GENERAL CONDITIONS|1010|Copy of final CEQA/NEPA documentation. Work cannot begin prior to
receipt of environmental clearance from the SWRCB.
30 Signed cover sheets for all permits.
XPRINTED ON RECYCLED PAPER
REQUEST FOR QUALIFICATIONS AND
PROPOSALS
CONSULTANT SERVICES FOR
PROPOSITION 50 GRANT PLAN AND
REPORT DEVELOPMENT, PUBLIC
OUTREACH AND EDUCATION, AND WATER
MONITORING
for
CULVER CITY CITY-WIDE BEST MANAGEMENT
PRACTICES TREATMENT TRAIN
May, 2008
Submittal Deadline: 3:00 pm., July 16, 2008CULVER CITY CITY-WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 2 of 8
SECTION 1- GENERAL
Project Backdround - In August 2005, the City of Culver City (City) was
awarded $1,252,600 in Proposition 50 grant funds by the State Water Resources
Control Board (SWRCB), through the Santa Monica Bay Restoration
Commission (SMBRC), to implement its "Citywide BMP Treatment Train" project.
The project is aimed at restoring and protecting the water quality in Ballona
Creek and the Santa Monica Bay.
Overall Project Description - The project consists of designing, installing,
implementing, and monitoring a series of innovative BMPs, such as rain gardens
(also known as bioretention cells), downspout disconnection, cistern, catch basin
filter inserts, optimized irrigation at certain City parks and recreation centers, and
increased trash and recycling receptacles in select parts of the City. Also, as
part of this project, the City will launch a focused dry weather runoff elimination
program for critical sector businesses by distributing and conducting outreach on
the use of high-pressure, low-volume water brooms to help eliminate pollution
associated with hosing down of parking lots, driveways, and sidewalks. The
overall success of implementing these BMPs will be assessed by monitoring for
reductions in pollutant loads and runoff volumes. Public education and outreach
will be carefully designed and provided to highlight both the successes and the
importance of the BMPs, to raise public awareness, and to compel behavioral
changes.
The successful implementation of these BMPs will achieve key objectives for the
Santa Monica Bay-- i.e. the elimination of trash loading to Santa Monica Bay and
signification reductions in pollutant loads from storm water/urban runoff, which in
turn will assist the City's compliance with Federal and State water quality
regulations. Through this Citywide BMP treatment train project, the City hopes to
engage its residents and businesses and work toward meeting water quality
standards in the Creek and the Bay.
Culver City - The City of Culver City is a Charter City incorporated in 1917, with
a population of approximately 40,000 within five square miles. The City is located
eight miles west of Downtown Los Angeles and six miles north of Los Angeles
International Airport near the interchange of the Santa Monica (1-10) and San
Diego (1-405) freeways. Culver City straddles a 3.5-mile segment of the Creek
composing 3.9% of the of the roughly 120 square-mile Ballona Creek watershed.
Ballona Creek Watershed - One of the two major tributaries to the Santa
Monica Bay, Ballona Creek drains a highly urbanized watershed that is home to
more than 1.6 million residents. Approximately 85 percent of the land area in the
Ballona Creek Watershed is occupied by homes, businesses, roads, and similar
uses. Ballona Creek is listed on the California 303(d) list as impaired for trash,
metals (copper, lead, selenium, and zinc), pathogens, pesticides, polyaromaticCULVER CITY CiTY- WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 3 of 8
hydrocarbons (PAHs), polychlorinated biphenyls (PCBs), and unknown toxicity
(water and sediment).
SECTION II- PROJECT LOCATION
The City of Culver City is a Charter City incorporated in 1917, with a population
of approximately 40,000 within five square miles. The City is located eight miles
west of Downtown Los Angeles and six miles north of Los Angeles International
Airport. It is also strategically located near the interchange of the Santa Monica
(1-10) and San Diego (1-405) freeways.
SECTION III - PROJECT DESCRIPTION
Overall Project Concept - The project consists of designing, installing,
implementing, and monitoring a series of innovative BMPs, such as rain gardens
(also known as bioretention cells), downspout disconnection, cistern, catch basin
filter inserts, optimized irrigation at certain City parks and recreation centers, and
increased trash and recycling receptacles in select parts of the City. Also, as
part of this project, the City will launch a focused dry weather runoff elimination
program for targeted businesses by distributing and conducting outreach on the
use of high-pressure, low-volume water brooms to help eliminate pollution
associated with hosing down of parking lots, driveways, and sidewalks. The
overall success of implementing these BMPs will be assessed by monitoring for
reductions in pollutant loads and runoff volumes. Public education and outreach
will be carefully designed and provided to highlight both the successes and the
importance of the BMPs, to raise public awareness, and to compel behavioral
changes.
The successful implementation of these BMPs will achieve key objectives for the
Santa Monica Bay-- i.e. the elimination of trash loading to Santa Monica Bay and
signification reductions in pollutant loads from storm water/urban runoff, which in
turn will assist the City's compliance with Federal and State water quality
regulations. Through this Citywide BMP treatment train project, the City hopes to
engage its residents and businesses and work toward meeting water quality
standards in the Creek and the Bay.
Exhibit 2 and the Grant Agreement (Exhibit 3) provide a full and detailed
description of the overall project. This Request for Proposals requests
proposals to complete those items of work described in the Scope of Work
(Exhibit 1) and those items of work assigned to "Consultant A" in Exhibit 2.
SECTION IV - OBJECTIVES
This RFP - The City of Culver City is seeking the services of a qualified
consulting firm to provide the following elements of the Proposition 50 Grant
project:CULVER CITY CITY-WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 4 of 8
• Plan and report development.
• Marketing, public outreach and education.
• Water quality monitoring services.
• Other tasks Identified in the attached Scope of Work (Exhibit 1) and the
attached "Breakdown of Project Tasks and Assignments" (Exhibit 2).
The Grant Agreement between the City and the State Resources Control Board
is attached as Exhibit 3. The City intends to perform certain project tasks with
City forces and assign the remainder of tasks to be completed through 2
Consultant Agreements and 3 Public Works Contracts. Exhibit 2 provides a
detailed breakdown of project tasks and assignments. This Request for
Proposals requests proposals to complete those items of work assigned to
"Consultant A" in Exhibit 2 and as more fully described in the Scope of
Work (Exhibit 1). Exhibit 2 provides the proposer a clear understanding of the
tasks to be completed by others and the coordination and cooperation required to
complete the overall project. The consultant selected must coordinate and
cooperate with other consultants and contractors involved in the project.
SECTION V - SCOPE OF SERVICES
The scope of services for this Request for Proposals is attached as Exhibit 1
SECTION VI— SCHEDULE
All tasks under the agreement must be completed by March 2009 as shown in
Exhibit 3. If the proposer believes that this schedule cannot be met, an
alternative schedule shall be proposed by the proposer and submitted with the
proposal.
SECTION VII - QUALIFICATION CRITERIA
Prospective firms must meet the following qualification criteria before progressing
any further in the proposal process.
1. Firm(s) must demonstrate experience and ability to perform the unique tasks
described in the scope of services (Exhibit 1).
2. Firm(s) must have specific experience developing monitoring plans and
monitoring storm water and shall provide examples of at least two monitoring
plans developed in the last five years.
3. Firms shall have specific experience performing public outreach and
marketing and shall provide examples of at least two related projects in the
last five years.
4. It is preferred that firms have specific experience preparing Proposition 50
required reports and plans.
5. Firm(s) must meet the City insurance requirements, as stated in the attached
Professional Services Agreement. All insurers must be licensed to sell their
specific product in the State of California.
iiCULVER CITY CITY-WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 5 of 8
SECTION VIII- SUBMITTAL REQUIREMENTS
Five (5) copies of the following information, one copy of which must be single-
sided and unbound, are requested as part of the submittal requirements. Please
use the following format:
1. Letter of Introduction - Include the Respondent's basic understanding of the
proposal; limited to two pages.
2. Project Team — List the proposed project team members, by name and
position, the function each person will perform, and the percent of time each
will spend on this project. Provide resumes for each proposed team member,
including past experience of each team member related to this project.
3. A list of sub-consultants, if any, proposed to assist the prime consultant. This
list shall also include the sub-consultants' qualifications pertinent to this
project.
4. The City must approve changes in key personnel subsequent to the award of
the contract.
5. Approach — Describe the firm's approach to Section V - Scope of Services in
this RFP, as well as the level of involvement and interaction with City staff
anticipated. Also describe what kind of information will be required from City
staff.
6. Experience - Describe the relevant experience of the firm in completing
similar types of projects. Provide a summary of the stated experience and
outcomes/results accomplished, including a client contact and phone number.
7. Work Load — Provide a list of the firm's and team member's current and
anticipated major projects to December 2008.
8. Project Timeline — Detail an anticipated project timeline from start of work to
deliverables of each project phase/milestone.
9. Rates - Provide a not-to-exceed contract amount for the project, cost by each
task listed in Exhibit 1 - Scope of Services, and hourly rates for the personnel
assigned to this project.
10. References - Provide at least three (3) references of individuals and/or firms
with whom the Proposer has worked; provide a contact name, position, firm
name, address, telephone and fax numbers. Public Sector references are
preferred.
11. Provide examples of relevant reports, plans and outreach/marketing materials
developed by the proposer during previous projects.
I 1-CULVER CITY CITY-WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 6 of 8
SECTION IX- CONSULTANT SELECTION CRITERIA
The following criteria will be considered in the evaluation process:
1. Extent and quality of the firm's experience and accomplishments in relevant
projects;
2. Qualifications and experience of the firm(s) and team members assigned to
the project;
3. Quality of Proposal and demonstrated understanding of the project;
4. Record of the consultant in accomplishing work within required time and
budget constraints;
5. Understanding of the approach; tasks, and methodology necessary to
complete the required services
6. Workload of the firm(s);
7. References; and,
8. Geographical location of the design team.
The proposed fee is not intended to be the governing factor in the selection
process but will be considered. The proposed fee must be submitted in a sealed
envelope, separate from the proposal.
Interviews will be scheduled with the top candidates. The City in its sole
discretion will determine how many and which firms will be invited to interview.
Upon determining the most qualified candidate firm, the City will enter into
negotiations with that firm. If an agreement cannot be reached, the City will end
negotiations with the most qualified firm and initiate negotiations with the next
firm. The City will follow this process until an agreement can be reached or the
City elects to end all negotiations.
SECTION X - SOLE AUTHORITY
Riohts of Rejection
The City intends to award a contract to the respondent that demonstrates the
highest level of expertise and capabilities to provide the requested services. The
City reserves the right to reject any and all proposals or to re-issue the RFP
when such action shall be considered in the best interest of the City.
By submitting a response to this RFP, prospective consultants waive the right to
protest or seek legal remedies whatsoever regarding any aspect of this RFP. In
addition, the City reserves the right to issue written notice to all participants of
any changes in the proposal submission schedule or submission requirements,
should the City determine in sole and absolute discretion that such changes are
necessary. The City also reserves the right to approve all individuals and firms, if
any, to be retained by the prime consultant. The City's policy is to screen
consultants based upon their proposal and project reference checks.CULVER CITY CITY-WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 7 of 8
SECTION XI - RFP QUESTIONS
Questions regarding this Request for Proposals must be submitted no later than
5:00 p.m. PST on Thursday, July 3, 2008 by e-mail. Questions should be
submitted to:
Steven.Finton@CulverCity.org
Responses to RFP Questions will be e-mailed only to bid holders who have
provided an e-mail contact_
SECTION XII - CONTRACT
The lead firm will be required to enter into an agreement with the City of Culver
City prior to commencing work. No selection will be final until an agreement has
been properly executed and signed by the consultant and the City. The terms of
the agreement will include, among other items, insurance requirements
established by the City. A sample form professional services contract is attached
as Exhibit 4.
Errors and omissions insurance, specifically and exclusively designated for
development of the site, shall be required of the firm providing professional
design or engineering services for the Project. Such insurance shall provide a
minimum coverage limit per claim of not less than $1,000,000 per
claim/$1,000,000 in aggregate with an additional $1,000,000 in exclusive
coverage to the Project. Such policy may be written on a "claims made" basis
provided it commences as to each named insured upon execution of each
covered contract, continues until Final Completion and includes at least a one
year discovery period after completion of the project.
All firms are required to have Worker's Compensation coverage and General
Liability and Automobile Liability, each with a limit of $1,000,000, naming the City
and Santa Monica Mountains Conservancy as additional insured and provide for
a 30-day notice of cancellation. Additionally, the consultant is also required to
have the insurance company execute the City's Special Endorsement form. A
copy of the Special Endorsement form is attached as Exhibit 5. The firm and all
subconsulants must obtain a City of Culver City business tax certificate.
Should the City's relationship with the firm /contractor end during any phase of
the design/construction process the City will retain possession of and exclusive
rights to any drawings and/or documents produced during any one of the phases.
ACULVER CITY CITY-WIDE BEST MANAGEMENT PRACTICES TREATMENT TRAIN
05/08
Page 8 of 8
SECTION XIII - PROPOSALS DUE
Five copies of the proposal and your proposed fee in a separate sealed envelope
must be submitted by 3:00 pm, July 16, 2008 to the address shown below.
Postmarks will not be accepted in lieu of delivery. Proposals are to be sent to:
Damian Skinner
Environmental Programs and Operations Manager
Culver City Public Works Department
9505 Jefferson Boulevard
Culver City, CA 90232-0507
All Submittals must, be clearly marked as "Proposal for Professional Services for the
Prop. 50 Project, Consultant Contract A."
Business hours are 7:30 am - 5:30 pm, Monday through Friday, City facilities are closed
alternate Fridays and will be closed on June 20, 2008.
SECTION XIV - FURTHER INFORMATION/CONTACT
Steve Finton, Senior Civil Engineer
(310) 253-6406
Damian Skinner, Environmental Programs and Operations Manager
(310) 253-6421
EXHIBITS:
1. Scope of Work
/I. Sample Contract with Exhibits "A" and "B"
5. Special Endorsement form
Exhibit 2 is not attached as it is provided as an attachment to the Council Report.
Exhibits 3, 4 and 5 are not attached as a paper saving measure. Any of these
items can be reviewed upon request.
161.2.1 Prior to implementation of monitoring and performance
assessment and/or evaluation actions, develop and submit
a completed PAEP for review and approval by the City
Contract Manager. [Guidance for preparing the PAEP is
available at http://www ,vyaterboards.ca.gol
fundinq/paep.html] PAEP must detail the methods of
measuring and reporting Project benefits. [This project
includes multiple activities that will require measurement of
several parameters to evaluate Project performance, in
terms of pollutant concentration/load reductions, including
projected annual load reductions.
[Note: Proposals shall emphasize Applicant's expertise
and experience in developing PAEP or similar plans.]
Deliverables:
One (1) hard copy and one (1) electronic copy of
DRAFT PAEP, consistent with the instruction provided
Proposal
Task #
Proposal Task Description
Culver City City-wide BMP Treatment Train
EXHIBIT
SCOPE OF SERVICES
Scope of this RFP
08-05-26 Revised Scope for RFP Consultant A.doo 1 of 28Scope of this RFP
Proposal
Task #
Proposal Task Description
under http://www,waterboards.ca.qov/
fundinq/paeb.html.
Two (2) hard copies and two (2) sets of CDs of FINAL
PAEP, consistent with the instruction provided under
http://www ,waterboards.ca.gov/ funding/paep.html.
1.2.2 Implement the approved PAER
1.2.1 Prior to implementation of monitoring and performance
assessment and/or evaluation actions, develop and submit
a completed PAEP for review and approval by the City
Contract Manager. [[Guidance for preparing the PAEP is
available at htlb://www.waterboards.ca.gov/
fundinq/baep.htmll PAEP must detail the methods of
measuring and reporting Project benefits. [This project
includes multiple activities that will require measurement of
several parameters to evaluate Project performance, in
terms of pollutant concentration/load reductions, including
projected annual load reductions.
(Note: Proposals shall emphasize Applicant's expertise
and experience in developing PAEP or similar plans.)
OPIUM
inaesil 08-05-26 Revised Scope for RFP Consultant A.doc 2 of 28Proposal
Task #
Proposal Task Description
Deliverables:
One (1) hard copy and one (1) electronic copy of
DRAFT PAEP, consistent with the instruction provided
under httn://www.waterboards.ca.qov/
fundino/paevhtml.
• Two (2) hard copies and two (2) sets of CDs of FINAL
PAEP, consistent with the instruction provided under
http://www.waterboards.ca.qov/ funding/paglh ml.
1.2.2 Implement the approved PAEP.
1.3.1 Develop and submit for approval by City Contract Manager
a Monitoring Plan (MP) 1:hat:
a. Is consistent with the Sample Monitoring Plan provided
under:
http://www.waterboards.ca.govifundingidocs/drantinfofm
onitoring plan.pdf.
b. Details the monitoring method(s) and the specific
physical and chemical parameters of water quality to be
assessed at the inlet and outlet of the two rain gardens
for minimum of three storm events;
c. Details the method for estimating pollutant load
reduction anticipated on an annual basis from the two
(2) rain gardens.
08-05-26 Revised Scope for RFP Consultant A.doc 3 of 28Proposal
Task #
Proposal Task Description
d. Includes visual observations, photo documentation, and
other methods necessary to generate average or
representative estimates of trash collected by the 672
catch basin inserts, some of which could have otherwise
ended up in Ballona Creek or Oxford Basin.
e. Includes visual observations and photo documentation
(pre-, during, and post-installation) for a minimum of
three months for the 50 trash and 45 recycling bins
purchased and installed in high trash generating areas,
to generate estimates of trash collected that could have
otherwise ended up in the streets or catch basins.
Includes visual observations, photo documentations
(pre-, during, and post-installation), and other methods
(such as field observations, personnel interviews, and
review of City's water bills) necessary to document and
estimate water usage reduction from the installation of
optimized irrigation at 9 City Parks and Recreation
Centers.
g. Details methods to assess physical and chemical
parameters of pollutants in typical nuisance runoff and
estimates of annual reductions in runoff volume and
pollutant loads prevented or reduced by the use of low-
flow, high-pressurized water brooms.
h. Complies and is consistent with the requirements in
Page 9 of the Agricultural Water Quality Grant Program
Guidelines (adopted on August 26, 2004 by the State
wawa
0Z 08-05-26 Revised Scope for RFP Consultant A.doc 4 of 28Proposal
Task #
Proposal Task Description
Water Resources Control Board
i. Describes the monitoring objectives, types of
constituents to be monitored, sampling locations, access
points, safety tips, and frequency/schedule for each
monitoring activities.
(Note: Proposals shall emphasize Applicant's expertise
and experience in developing MP or similar plans. To
the extent possible, Proposals shall elaborate on the
specific monitoring methods to be used to quantify
measurable reductions in pollutant loads achieved
through the BMP installation.)
Deliverables:
• Two (2) hard copy and one (1) electronic copy of
DRAFT MP
• Three (3) hard copies and two (2) sets of CDs of FINAL
MR
1.4.1 Concurrent with the MP, develop and submit for review and
approval by City Contract Manager and Los Angeles
Regional Water Quality Control Board's or SWRCB's
Quality Assurance Officer a Quality Assurance Project Plan
(QAPP) in accordance with the SWRCB's Surface Water
Ambient Monitoring Program's (SWAMP) QAPP and data
reporting requirements, and the USEPA QAPP,. EPA
AQ/R5 3/01. [Note: QAPP applies to the physical,
08-05-26 Revised Scope for RFP Consultant A.doc 5 of 28Proposal
Task #
Proposal Task Description
chemical, and biological monitoring of any surface water.
Electronic submittal of data collected in accordance of
SWAMP is required. Any costs related to monitoring data
collected prior to and not supported by the approved QAPP
will not be reimbursed. Guidelines, checklist, and a
template for preparing the QAPP are available through
http://www,waterboards.ca.clovifunding/grantinfo.html#form
S.
[Note: Proposals shall emphasize Applicant's expertise
and experience in developing QAPP or similar plans.]
Deliverables:
• Two (2) hard copy and one (1) electronic copy of
DRAFT QAPP, consistent with relevant information
provided through
http://wvvw.waterboards.ca.gov/fundingigrantinfo.htmiltfo
rms.
• Three (3) hard copies and two (2) sets of CDs of FINAL
QAPP, consistent with relevant information provided
through
ht_tp://www.waterboards.ca.gov/fundino/grantinfo.html o
rms.
1.5.1 Implement the approved MP and QAPP [note; No
monitoring may occur prior to MP and QAPP approval].
Monitoring work should preferably be conducted by or in
08-05-26 Revised Scope for RFP Consultant A.doc 6 of 28Proposal
Task #
Proposal Task Description
partnership with a local environmental organization.
1.5.2 Submit for review and comment by the City Contract
Manager, a summary of water quality and other monitoring
results, as part of the draft and final project report. At
minimum, the monitoring summary shall include the
following:
Trash and recycling bins
• Evaluation, consisting of visual observations and photo
documentation, for a minimum of 3 months to generate
averaged estimates of trash collected that could have
otherwise ended up in the streets or catch basins.
• Narrative description of field (visual) observations of
street conditions and trash collected in bins,
• Photos (pre- and post-installation) of trash in and around
trash and recycling bin areas,
Monthly and annual quantitative estimates of trash
collected by the 50 trash and 45 recycling receptacles;
Full capture catch basin inserts
• Evaluation of baseline annual collection of trash from
672 catch basin before insert installation.
• Evaluation of annual increase in trash collected after
insert installation.
• Narrative description of field (visual) observations of
08-05-26 Revised Scope for RFP Consultant A.doc 7 of 28Proposal Task Description
inserts and conditions along Ballona Cree
Photos of trash near storm drain outlet into Ballona
Creek, immediate after storm event, before and after
insert installation
Presentation of baseline data and an evaluation of load
(i.e. into Ballona Creek) reductions in light of baseline
data, and
Description of rationale, calculation method and monthly
as well as annual quantitative estimates of trash
collected by the 672 catch basin inserts, and an
estimate of the annual amount that could have otherwise
entered Ballona Creek.
Rain Gardens
• Evaluation of 3 or more qualifying storm events (i.e.
producing sufficient runoff volume for sampling and
analysis) of rain gardens monitoring results,
• Narrative description of visual observations,
• Compilation of raw data as well as quantitative and
qualitative analyses (including reductions in
concentrations and loads for the sampled storm events)
of the physical and chemical parameters of water quality
at the inlet and outlet of the rain gardens for minimum of
three storm events;
• Quantitative estimates of annual pollutant load
reductions achieved by the rain gardens, roof rain
Proposal
Task #
• qe.witrence
08-05-26 Revised Scope for RFP Consultant A.doc 8 of 28Proposal Task Description
disconnect and cistern;
Optimized Irrigation at 9 City Parks and Recreation Center
• Description of rationale, calculation/estimation method,
and estimates (e.g. based on observations, interviews,
and review of City's water bills, etc) of water usage
reduction from the installation of optimized irrigation at 9
City Parks and Recreation Centers.
Low-flow, high:pressurized water brooms
• Evaluation of baseline monitoring (i.e. physical and
chemical parameters) of pollutants in typical nuisance
runoff generated from the kinds of establishments where
low-flow, high-pressurized water brooms were
distributed.
• Description of rationale, calculation/estimation method,
and estimates of annual reductions in runoff volume and
pollutant loads achieved by the use of low-flow, high-
pressurized water brooms.
Deliverables:
• Two (2) hard copies and two (2) electronic copies of
DRAFT monitoring summary
• Two (2) hard copies and two (2) sets of CDs of FINAL
monitoring summary.
Proposal
Task #
co.**
tj
exi.eiret:c1 ,,
08-05-26 Revised Scope for RFP Consultant A.doc 9 of 28exalt rewe
Scope of this RFP
2.1.7
Compile and submit to City Contract Manager annual
baseline summary report of the trash captured using City's
maintenance records from previous 3 years.
Deliverable: Annual baseline summary report of the trash
captured from 672 catch basins using maintenance records
from previous 3 years
2.4.1.1 Establish a marketing plan targeting local commercial
businesses for the distribution and use of high-pressurized,
low-flow water brooms to promote water conservation and
to eliminate nuisance flow from hosing down of parking lots,
driveways, and sidewalks. Consult for "lessons learned"
with neighboring cities, such as Santa Monica and West
Hollywood that have established an outreach program for
low-flow, high-pressurized water brooms. [Note:
Proposals shall discuss essential elements of a
(51\ 08-05-26 Revised Scope for RFP Consultant A.doc 10 of 281a-01s-oil
exceireng-el
Proposal
Task #
Scope
Proposal Task Description
marketing plan and basic marketing approach.
addition, Proposals shall emphasize Applicant's
expertise and experience in implementing similar BMP
project(s).]
Deliverables:
Two (2) hard copies and one (1) electronic copy of the
DRAFT marketing plan for water brooms.
Three (3) hard copies and two (2) sets of CDs
containing FINAL marketing plan for water brooms.
2.4.1.2 Select and submit to City Contract Manager a list of a
minimum of five hundred (500) businesses (names and
addresses) in Culver City, including restaurants, nurseries,
gas stations, and commercial parking lots, that will
participate in the program and receive water brooms.
Businesses or facilities with potential significant outdoor
activities or storage, and/or those with documented past
nuisance flow complaints should be included, Preference
shall be given to those located on major thoroughfares
within the City.
Deliverables:
Two (2) hard copies and one (1) electronic copy of the
list of selected businesses, addresses, latitude and
longitude information, phone numbers, and contact
name, in a format consistent with the GPS instruction
provided through:
11 of 28 08-05-26 Revised Scope for RFP Consultant Adoctj:i.xcillreure
of this RFP
Proposal
Task #
Proposal Task Description
http://www.waterboards.ca.gov/fund ng/docs/grantinfo/g
ps.pdf
2.4.1.2a Research and purchase a minimum of 500 high-
pressurized, low-flow water brooms. The total cost and the;
efficiency of the brooms should be at least equivalent to
Watermiser brooms designed for commercial use [Note that
the Metropolitan Water District offers a rebate to Southern
California businesses for the purchase of Watermiser water
brooms, which could result in significant cost savings. For
additional information, refer to
http://www,waterm iser, Corn/html/rebate offer.htm1.]
Deliverables:
a Two (2) hardcopies of brochures and web links for each
water broom researched and a matrix of evaluation
(ranking) criteria clearly showing why a certain water
broom was chosen.
2.4.1.2b Design stickers for brooms that indicate that the purchase
was made possible through a Proposition 50 grant through
SWRCB/SMBRC. Submit a draft design to City Contract
Manager, followed by a final design that incorporates
comments from City Contract Manager, Apply the stickers
(see section 4.1) to the brooms and distribute the brooms to
12 of 28
t
ss3
I 08-05-26 Revised Scope for RFP Consultant A.doc
4"11111.1Proposal
Task #
Proposal Task Description
maw]
r arl)
a minimum of 500 selected businesses.
Deliverables:
• Two (2) hard copies and one (1) electronic copy of the
DRAFT sticker design.
Two (2) hard copies and one (1) electronic copy of the
FINAL sticker design.
Digital photos (including close-ups) showing 500 wate r
brooms with stickers applied.
Two (2) hard copies and one (1) electronic copy of the
list of selected businesses, addresses, phone numbers,
and initials of individuals receiving the brooms.
2.4.1.3 & Prepare and submit for review and comment by City
2.4.1.4 Contract Manager draft bilingual educational materials.
Submit final bilingual education materials for approval by
City Contract Manager. Conduct door-to-door education
and disseminate bilingual education materials to introduce
the water conservation program to the selected businesses.
[Note: Proposals shall highlight an effective outreach
method that will help ensure consistent and regular use
of water brooms by businesses.]
Deliverables:
• Two (2) hard copies and one (1) electronic copy of the
DRAFT bilingual educational materials.
Two (2) hard copies and one (1) electronic copy of the
08-05-26 Revised Scope for RFP Consultant A.doc 13 of 28of this RFP
Proposal
Task #
Proposal Task Description
FINAL bilingual educational materials.
Two (2) hard copies and one (1) electronic copy of the
education materials disseminated and list of selected
businesses, addresses, phone numbers, and initials of
individuals who received education.
2.4.1.5 Conduct at minimum one (1) follow up meeting with and
obtain feedback from all of the selected businesses to
ensure that water brooms are being used properly.
(Note: Proposals shall highlight the elements of an
effective follow-up outreach method that will help
ensure consistent and regular use of water brooms by
businesses.]
Deliverables:
• Two (2) hard copies and one (1) electronic copy of any
education materials disseminated.
• Two (2) hard copies and one (1) electronic copy of
checklist of site visits, indicating the date of visit,
addresses and names of the businesses visited, and
feedback from businesses regarding their regular use of
brooms and any problems they have encountered in
using the brooms.
lest 08-05-26 Revised Scope for RFP Consultant A.doc 14 of 28re0E1q6--t_
c,--diewce
2.6. & Develop monitoring plan and conduct monitoring activities
2.6.2 per proposal task 1.3.1, 1.4.1, 1.5.1 & 1.5.2,
(Note: Proposals shall discuss feasible monitoring
method(s) to be used that will help estimate the annual
load of pollutants removed by the rain garden.]
Deliverable: Same as deliverable under proposal task
1.5.2.
Develop and implement public education program per
section 2.7.
Deliverables: Same as deliverables under section 2.7, that
pertains to rain garden.
2.7.1 Prepare and submit for review and approval by the City
Contract Manager draft copies of press releases in
appropriate format for the types of media outlet targeted.
Submit final copies of press releases, which adequately
incorporates review comments of City Contract Manager.
Conduct press releases at the beginning and completion of
the project through appropriate local media outlet, such as
Proposal Task Description
Proposal
Task #
08-05-26 Revised Scope for RFP Consultant A.doc 15 of 28.toeftemi.
Scope of this RFP
Proposal
Task #
Proposal Task Description
newspaper, radio and TV news. [Note: Proposals shall
discuss the overall approach, specific types of media
outlet (i.e. newspaper, radio, and TV news) to be
targeted for press releases, and the relative
effectiveness of the chosen media outlet(s). In I
addition, Proposals shall emphasize Applicant's
expertise and experience in implementing press
releases for BMP projects.]
Deliverables:
• Two (2) hard copies and 1 electronic copy of draft press
releases, articles, brochures and/or newsletters.
• Three (3) hard copies and 2 sets of CDs of FINAL press
releases, articles, brochures and/or newsletters.
• Date, time and list of local media outlets to which press
releases were issued.
• One (1) copy of each press release actually distributed
by specific local media outlet.
? Written estimation of the size of audience reached by
the press releases, and rationale for estimation.
2.7.2 Prepare and submit for review and approval by the City
Contract Manager draft written concept to feature project
highlights on City website, including a concise narrative
description of project goals, photos of BMPs and public
tours, construction schedule, and summary of available
08-05-26 Revised Scope for RFP Consultant A.doc 16 of 28excif
Proposal
Task #
Proposal Task Description
monitoring results, presented in a public-friendly format
The written concept shall include an interactive students
page that engages school-aged children of pollution
prevention concepts and age-appropriate, voluntary actions
that can lead to pollution reduction. Submit a written project
highlight, which adequately incorporates comments from
City Contract Manager, in webpage layout format.
Collaborate with City webmaster on webpage layout and to
incorporate project highlights, including an interactive kids' I
page/corner into the City's website. The specific webpage
should incorporate a feature to track number of visitors to
the webpage
[Note: Proposals shall discuss the overall approach as
well as ideas for the interactive kid's page.]
• Deliverables:
• Two (2) hard copies and one (1) electronic copy of draft
written concept to feature project highlights on City
website, including concise narrative description of
project goals, photos of BMPs and public tours,
construction schedule, and summary of available
monitoring results, presented in a public-friendly format.
• Three (3) hard copies and 2 sets of CDs of written
project highlight, which adequately incorporates
comments from City Contract Manager, in webpage
layout format.
08-05-26 Revised Scope for RFP Consultant A.doc 17 of 28Proposal
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Proposal Task Description
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Two (2) print outs of applicable webpage highlighting
BMP project from updated City of Culver City website.
A functional webpage in City of Culver City's website
that clearly communicates the BMP project goals and
status.
2.7.3 Prepare and submit for review by City Contract Manager a
draft PowerPoint presentation to be given at national and
regional environmental conferences, regarding the project
background, goals, construction and monitoring results, and
evaluation of project success. Submit for approval by City
Contract Manager a final PowerPoint presentation that
adequately incorporates review comments of City Contract
Manager. (Note: Proposals shall emphasize Applicant's
expertise and experience in conducting BMP
presentation at regional and national conferences.)
Deliverables:
? I electronic copy of DRAFT PowerPoint presentation
(20-40 slides) highlighting project background, goals,
BMP installation, monitoring results, and evaluation of
project success and lessons learned.
• 2 sets of CDs of FINAL PowerPoint presentation (20-40
slides) highlighting project background, goals, BMP
installation, monitoring results, and evaluation of project
success and lessons learned.
08-05-26 Revised Scope for RFP Consultant A.doo 18 of 28Of this RFP
Proposal
Task #
Proposal Task Description
2.7.4 Prepare and submit for review and approval by City
Contract Manager article(s) highlighting the project for City
publications, including Culver City Living, to be mailed to all
businesses and residents within the City. Submit to City
Contract Manager final copies of articles that adequately
incorporate review comments of City Contract Manager.
Deliverables:
Two (2) hard copies and one (1) electronic copy of draft
press releases, articles, brochures and/or newsletters.
Three (3) hard copies and 2 sets of CDs of FINAL press
releases, articles, brochures and/or newsletters.
21.5 Prepare and submit for review and approval by City
Contract Manager design plans, specifications, and
construction schedule for the installation of an interpretive
sign at the selected site, which explains the goals,
background, and funding source of the rain garden. The
purpose of interpretive sign is to enhance student and
visitor experiences by explaining the designs and objectives
of rain gardens and vegetation associated with rain garden.
The sign must include educational text, colorful photos, and
maps or other illustrations where appropriate. The text must
19 of 28 08-05-26 Revised Scope for RFP Consultant kdocexeriTener
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Proposal Task Description
be suitable for the park's two main audiences — students
and families. The sign should measure approximately 24"
by 36" and mounted on a slight slant at an easy-to-read
height. The sign should be printed on high quality vinyl
using solvent based, weather resistant inks, protected with
an ultraviolet resistant overlay. The backing plate and
support posts should be fabricated from heavy gauge steel
that has been powder coated. [Note: Proposals shall
provide approximate dimensions for the rain garden, on
which the cost estimates shall be based.]
• Deliverables:
• Two (2) hard copies of DRAFT design plans,
specifications, and construction schedule for the
installation of an rain garden interpretive sign.
• Three (3) hard copies and two (2) sets of CDs
containing FINAL design plans, specifications, and
construction schedule of interpretive sign installation.
Prepare and submit for review and approval by City
Contract Manager design plans, specifications, and
construction schedule for the installation of an interpretive
sign at the selected site, which explains project (i.e. rain
garden, downspout disconnection, and underground
cistern) goals, description, and funding source. The
purpose of interpretive signs are to enhance student and
Proposal
Task #
08-05-26 Revised Scope for RFP Consultant kdoc 20 of 28Scope
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Proposal Task Description
visitor experiences by explaining the designs and objectives
of rain gardens and vegetation associated with rain garden.
The sign must include educational text, colorful photos, and
maps or other illustrations where appropriate. The text must
be suitable for the park's two main audiences — students
and families. The sign should measure approximately 24"
by 36" and mounted on a slight slant at an easy-to-read
height. The sign should be printed on high quality vinyl
using solvent based, weather resistant inks, protected with
an ultraviolet resistant overlay, The backing plate and
support posts should be fabricated from heavy gauge steel
that has been powder coated.
• Deliverables:
• Two (2) hard copies of DRAFT design plans,
specifications, and construction schedule for the
installation of an rain garden interpretive sign.
• Three (3) hard copies and two (2) sets of CDs
containing FINAL design plans, specifications, and
construction schedule of interpretive sign installation.
Install interpretive sign on or near BMPs.
• Deliverables:
• Full capture catch basin inserts- number and dimensions
of interpretive signs to be negotiated during the
08-05-26 Revised Scope for RFP Consultant A.doc
21 of 28Proposal
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Proposal Task Description
I 60.E.11.41i1
ewe:A.314-r
.r ,
Scope of this RFP
contracting process.
For rain gardens, roof downspout disconnect, and
cistern- an interpretive sign, consistent with sections A
and B below.
For trash and recycling bins- sticker or stenciling (with a
message that purchase was made possible through
Proposition 50 grant funding from SWRCB/SMBRC)
For optimized irrigation- to be negotiated during
contracting process.
For low-flow, high-pressurized water brooms, stickers
(with a message that purchase was made possible
through Proposition 50 grant funding from
SWRCB/SMBRC) on each broom.
2.7.6 Prepare and submit for review and approval by City
Contract Manager written BMP tour concepts, an approach
for marketing BMP tours to reach and secure desired
segment of population and size of participants (at minimum,
one tour for students and two tours for the general public),
tour schedules, appropriate BMP education/ outreach
brochures, and an appropriate parental permission slip for
student tour. The purpose of the BMP tours is to raise
public awareness of storm water pollution and specific
pollution prevention projects implemented within the City.
Ideally, the public education tours should be conducted in
08-05-26 Revised Scope for RFP Consultant A.doc
22 of 28Scope of this RFP
Proposal
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Proposal Task Description
fl
exc4.6f4T
partnership with a local environmental organization
experienced in public outreach and local water quality
issues.
[Note: Proposals shall discuss the targeted population
segment and a range for the size of tours (i.e. # of
participants each tour would accommodate). Also, in
case a student tour is not feasible, an equivalent
outreach, consisting of a public presentation and
distribution of education materials, through a school
assembly may be a feasible substitute. Proposals shall
emphasize Applicant's expertise and experience in
implementing public tours showcasing demonstration
BMPs.1
• Deliverables:
• Two (2) hard copies and one (1) electronic copy of
DRAFT BMP tour concepts, marketing approach, tour
schedules, and parental permission slip.
• Three (3) hard copies and two (2) sets of CDs of FINAL
BMP tour concepts, marketing approach, tour
schedules, and parental permission slip.
Conduct, at minimum, one tour for students and two tours
for the general public. Make all necessary arrangements,
including but not limited to transportation (if necessary),
safety instructions, and written permission for taking
23 of 28 08-05-26 Revised Scope for RFP Consultant A.docexcefl'estcel
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Proposal Task Description
pictures of participants during tours, which may appear in
publications.
Proposal
Task #
Deliverables:
Two (2) hardcopies and one (1) electronic copy of dates
of tours and list of names, addresses, and age of tour
participants.
Photos of each tour including BMP location, BMP, and
tour participants.
Prepare and submit to the Grant Manager for review and
comment a draft Project Report that includes the results of
the work listed above. The report shall include the following
narrative sections in addition to the requirements listed in
Exhibit A (i.e. PAEP):
A summary of the Project, describing Project purpose,
scope and goals, activities completed, techniques used and
partners involved.
2.8.1
2.8.1.a
08-05-26 Revised Scope for REP Consultant A.doc 24 of 28Scope of this RFP
ci#141,„
excilren(e
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2.8.1.b
Proposal Task Description
A report of all management practices or management
measures implemented, together with their corresponding
locations. The report shall be in a format that enables the
City Contract Manager to find the physical location of each
implemented practice or measure in a quick and efficient
manner. Acceptable formats include, but are not limited to:
Map of locations — The map of practices or measures
implemented shall consist of dots placed on a USGS 7.5-
minute quadrangle map at the implementation location.
Lead lines shall be connected to a text box description of
the practice or measure. The dots shall have a small
enough diameter to enable the City Contract Manager to
locate the measure or practice within a 50-foot radius.
Project coding system — The project coding system shall
explain the product coding used to describe each
implemented practice or measure, together with its
corresponding latitude and longitude.
2.8.1.c Description of project performance, including benefits,
successes and shortcomings, consistent with the PAEP.
Enumerate specific quantifiable environmental changes and
results of the project. As appropriate, include 1) behavioral
results such as the amount of management practices or
measures implemented, 2) estimates or measurements of
the amount of pollutants prevented from reaching surface or
ground water, and 3) documented changes in water quality
08-05-26 Revised Scope for RFP Consultant A.doc 25 of 28Proposal
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i. r two
cm-deuce
Scope of this RFP
based on monitoring.
2.8.1.d Any additional steps necessary to achieve the purposes of
the local watershed management.
2.8.1.e Information collected in accordance with the PAEP,
including a determination of the effectiveness of the Best
Management Practices (BMPs) or management measures
implemented as part of the Project in preventing or reducing
nonpoint source pollution
2.8.1.f Lessons learned in carrying out the project. Describe what
worked and what did not work, and how similar efforts could
be utilized within the Project area, as well as in other
watersheds.
2.8.1.g
Description of the extent of outreach that has been
conducted and if there are plans to further promote the
results of the project to achieve additional implementation.
2.8.1.h
Description of the project's funding. Include the projected
cost and actual cost of the project, how much of the grant
funds were spent, and how much funding was put into the
project from sources other than Prop 50. Identify funding
sources that have been "leveraged" by the Project and
plans for funding future activities.
26 of 28 08-05-26 Revised Scope for RFP Consultant A.doc2.8.1.i Identification of planned or potential follow-up activities,
including additional monitoring to assess project
effectiveness and additional steps necessary to achieve the
water quality objectives, Total Maximum Daily Loads
(TMDL) or local watershed plans.
Identification of additional reports that will be submitted after
term of the agreement that describe follow up activities.
A list of items submitted as deliverables.
2.8.1.j Identification of additional reports that will be submitted after
term of the agreement that describe follow up activities.
2.8.1.k A list of items submitted as deliverables.
2.8.1./
2.8.2 Prepare and submit for acceptance by City Contract
Manager a final Project Report that adequately addresses
comments made by City Contract Manager on the draft
Project Report.
08-05-26 Revised Scope for RFP Consultant A.doc 27 of 28
eXallenCe.
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of this RFP
Proposal
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Proposal Task DescriptionProposal
Task #
7.4
Proposal Task Description
Deliverable: Two (2) reproducible masters and three (3)
copies of the FINAL Project Report.
National Resource Project inventory Project. Complete a
National Resource Project Inventory Form, on behalf of the
project, in a manner consistent with the instructions
provided under "NRPI Form" hyperlink under
htto://www.waterboard&ca.dovifundind/orantinfo.html#form
S.
Deliverable: Completed National Resource Project
Inventory Form
08-05-26 Revised Scope for RFP Consultant A.doc 28 of 28