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Title:
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Approval of a Professional Services Agreement with Charles Abbott Associates, Inc. in an Amount Not-To-Exceed $98,646 to Provide Inspection Services for Culver City’s National Pollutant Discharge Elimination System - Municipal Separate Storm Sewer System Program.
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City of Culver City, California
Agenda Item Report
Meeting Date: 9/8/2014 Item Number: C-2
CITY COUNCIL AGENDA ITEM: Approval of a Professional Services Agreement
with Charles Abbott Associates, Inc. in an Amount Not-To-Exceed $98,646 to
Provide Inspection Services for Culver City’s National Pollutant Discharge
Elimination System - Municipal Separate Storm Sewer System Program.
Contact Person/Dept.: Kaden Young/PW-
EPO
Phone Number: (310) 253-6445
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No []
Public Hearing: [] Action Item: [] Attachments: [x]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: (E-mail) Agenda and Meetings – City Council (09/03/14);
(E-mail) Environmental and Sustainability Issues (09/03/14)
Department Approval:
Charles D. Herbertson (08/28/14)
City Attorney Approval:
Carol Schwab (by H. Baker) (09/02/14)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (09/03/14)
City Manager Approval:
John M. Nachbar (09/03/14)
RECOMMENDATION:
Staff recommends the City Council approve a professional services agreement with
Charles Abbott Associates, Inc. (CAA) in an amount not-to-exceed $98,646, for a
three year period to provide inspection services for Culver City’s National Pollutant
Discharge Elimination System (NPDES) – Municipal Separate Storm Sewer System
(MS4) Program.
BACKGROUND:
The current MS4 Permit requires that certain commercial/industrial facilities be
inspected for compliance with storm water regulations. The purpose of the
inspection program is to verify that site operators are implementing appropriate Best
Management Practices (BMPs) to minimize pollutant discharges to the storm drain
system. The MS4 Permit requires that these sites be inspected twice during the term
of the MS4 Permit (5 years), or about every 30 months. Restaurants, fueling
stations, automotive repair facilities, and certain industrial sites are targeted for
these inspections.
Six proposals were received on August 7, 2014. Staff reviewed the proposals and
interviewed the three most qualified firms. CAA was identified as the most qualified
firm due to their extensive local experience and superior records management
capabilities. City of Culver City, California
Agenda Item Report
DISCUSSION:
The services proposed to be provided by CAA consist of approximately 400
commercial and industrial inspections (every 30 months) in Culver City as required
by the Permit to reduce storm water pollution. Although inspections were previously
conducted according to the previous Permit requirements, City staff continues to
observe violations and non-storm water discharges from the types of facilities listed
above. It has been 3 years since the last inspection cycle was completed. It is
believed that these offenses are attributable to staff turn-over with new hires not
trained in proper storm water BMPs. It is important that more frequent inspections
be conducted to inform new employees of storm water laws and to provide them with
education to reduce and eliminate storm water pollution. The proposed agreement
would require CAA to perform 3 cycles of inspections as follows:
1. All required facilities including restaurants/eateries* (400) to be inspected by
December 2014.
2. All restaurants/eateries only* (200) to be re-inspected by December 2015.
3. All required facilities including restaurants/eateries* (400) to be re-inspected
by December 2016.
*In addition to the MS4 requirements, restaurants/eateries will be inspected using
Santa Monica Bay Restoration Commission’s (SMBRC) Clean Bay Restaurant
Certification Program (CBRP) criteria.
The CBRP is a way to recognize restaurants that go above and beyond the required
Best Management Practices (BMPs). Inspections are conducted on an annual basis,
and cover topics such as general housekeeping, dumpster areas, equipment and
outdoor cleaning, grease handling and spill disposal, landscaping and grounds
maintenance, and education/training. Restaurants that receive CBRP certification
will receive a CBRP decal that can be displayed to indicate certification.
CAA was hired by the City in 2009 and completed the last cycle of inspections in
2010. Staff was satisfied with CAA’s performance during that inspection cycle. In
addition, CAA has performed similar inspection services involving CBRP for the City
of Redondo Beach.
Pursuant to Culver City Municipal Code Section 3.07.085.A, professional services
are exempt from the formal competitive bid process; provided, the contract is based
upon competitive quotations, whenever practical, as determined by the City
Manager. Based on the foregoing, it was determined that competitive quotes are not
necessary at this time.
City of Culver City, California
Agenda Item Report
FISCAL ANALYSIS:
CAA’s fee for providing three inspection cycles over a three-year period is $98,646.
There are sufficient funds in the City Council Adopted Budget for Fiscal Year
2014/2015 (NPDES CIP Account Number 42080000.730100.PZ497) to cover the
proposed agreement cost.
ATTACHMENTS:
1) Santa Monica Bay Restoration Commission’s Clean Bay Restaurant Certification
Program Informational Brochure.
MOTION:
That the City Council:
1) Approve a professional agreement with CAA in an amount not-to-exceed
$95,646 to provide compliance inspection services for Culver City’s NPDES –
MS4 Program; and,
2) Authorize the City Attorney to review/prepare the necessary documents; and,
3) Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 9/08/14
AGENDA ITEM:
Approval of a Professional Services Agreement with
Charles Abbott Associates, Inc. to Provide Inspection
Services for Culver City’s NPDES – MS4 Program.
ATTACHMENTS
Pages
1 Santa Monica Bay Restoration Commission’s Clean Bay
Restaurant Certification Program Informational Brochure
1-2
12