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CC - CONSENT ITEM: (1) Approval of Five-Year Agreements with Clarke Contracting Corporation, Powers Bros. Machine Inc., and United Storm Water Inc. for On-Call Maintenance and Operations Services for Culver City Stormwater Systems for $300,000 per Agreement; and (2) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment Appropriating $900,000 from Clean Water/Clean Beach (Fund 434) Fund Balance.
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Meeting Date: June 23, 2025
Contact Person/Dept: Sean Singletary/Public Works - EPO
Phone Number: (310) 253-6457
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No []
Public Notification E-Mail: Meetings and Agendas - City Council; Sustainability Subcommittee, Parks, Recreation, and Community Services Commission; Stay Informed - Community Gardening, Sustainability and Environmental Issues, Urban Forest Management, Environmental Programs and Events (06/19/2025)
Department Approval: Yanni Demitri, Director of Public Works, City Engineer (06/04/2025)
RECOMMENDATION
Staff recommends the City Council (1) approve five-year agreements with Clarke Contracting Corporation, Powers Bros. Machine Inc., and United Storm Water Inc. for On-Call Maintenance and Operations Services for Culver City Stormwater Systems for $300,000 per agreement; and (2) approve a related budget amendment appropriating $900,000 from Clean Water/Clean Beach (Fund 434) Fund Balance (four-fifths vote required.)
BACKGROUND
The Public Works Department's Environmental Programs and Operations (EPO) Division oversees the municipal separate storm sewer system permit (MS4 permit) to manage stormwater management and compliance for the City of Culver City. The MS4 permit requires the City to implement best management practices (BMPs) that would improve water quality in the Ballona Creek and Marina Del Rey watersheds.
The City has three completed large-scale mechanical stormwater projects (Culver Boulevard, Mesmer Low Flow Diversion and Transfer Station Stormwater Diversion) and has several projects in different levels of development including Washington Boulevard/Costco Stormwater Project, Citywide Stormwater BMP Implementation, Syd Kronenthal Park Stormwater Project. The Public Works Department’s Maintenance and Operations division manages the City’s stormwater compliance treatment systems alongside the City’s sewer systems. Due to the scale of the stormwater projects and their relatively novel technological aspects, there are elements of the maintenance and operations program that require specialized expertise and construction knowledge. The proposed contractors will facilitate regulatory compliance by augmenting the Department’s ability to quickly respond to issues with pumps, SCADA systems, filters, diversion structures, and other common elements of stormwater treatment systems.
DISCUSSION
On May 8, 2025, the City posted Request for Proposals (RFP) #2624 for On-Call Maintenance and Operations Services for Culver City Stormwater Systems. When the RFP closed on May 29, 2025, three submittals were received: Clarke Contracting Corporation, Power Bros. Machine Inc., and United Storm Water Inc.
Staff reviewed the proposals to gauge service understanding, cost, approach, and experience and found that all firms are qualified. Clarke Contracting Company has worked extensively on Culver City’s stormwater and sewer systems, along with similar projects for the City and County of Los Angeles. Powers Bros. Machine Inc. has completed similar work for the Counties of Los Angeles and Orange, as well as West Basin Municipal Water District. United Storm Water Inc. has also performed work on Culver City’s stormwater projects, as well as Caltrans projects and for the Cities of Irvine, Ontario, Camarillo and others.
Having multiple on-call contracts will streamline project workflow and save time on the procurement process while still ensuring competitive pricing as each firm will bid on individual tasks. Staff will issue an RFP for required services for each specific task to the three awarded firms. The RFP will require the consultant to submit a brief proposal that contains their proposed staffing for the project, total proposed fee, and references for similar projects. This process is an efficient, less formal proposal process that streamlines project delivery and has proven successful. Each proposal received will then be evaluated based on the demonstrated level of expertise of the proposed staff and fee proposal. Interviews may be conducted. Based on these criteria, one firm will be selected and approved administratively. Once approved, a task order will be issued for the project along with a stipulated not-to-exceed amount under the on-call services agreement. The City retains the right to terminate these agreements upon 30 days’ notice at any time during the term of these agreements. Also, the City will have the right to contract with other firms that are not on the approved on-call list, when it is in the City’s best interest.
FISCAL ANALYSIS
This work will be paid out of CIP Account PZ497 (Stormwater MS4 Permit Compliance Program) which can be found on page 481 of the budget book for Fiscal Year 2024-2025. The Adopted Budget for Fiscal Year 2024-2025 does not include sufficient funding for the proposed agreements in PZ497. Staff recommends City Council approve budget amendment to appropriate $900,000 from the Clean Water/Clean Beach (Fund 434) Fund Balance to PZ497 to fund the $900,000 needed for the three agreements. The Clean Water/Clean Beach (Fund 434) Fund Balance is projected to be $2,324,917 as of July 1, 2025. Approval of the budget amendment requires a four-fifths vote.
The City may be able to partially off-set the appropriation needed from the Clean Water/Clean Beach (Fund 434) Fund Balance in the future by closing out one or more completed urban runoff capital projects and returning unspent Fund 434 funds to the Clean Water/Clean Beach (Fund 434) Fund Balance. Staff will return to Council for authorization to close out completed projects in Fiscal Year 2025-2026. No General Fund dollars will be used.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve five-year agreements with Clarke Contracting Company, Powers Bros. Machine Inc., and United Storm Water Inc. for On-Call Maintenance and Operations Services for Culver City Stormwater Systems, in an annual amount not-to-exceed $300,000 per agreement;
2. Approve a budget amendment appropriating $900,000 from Clean Water/Clean Beach (Fund 434) Fund Balance (requires four-fifths vote);
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City