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CC - Approval of an Agreement with Ron’s Maintenance, Inc. for a Term Ending on June 30, 2018 in an Amount Not-to-Exceed $147,228 for Citywide Storm Drain Catch Basin Cleaning and Inspections, PZ-497.
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Contact Person/Dept: Lee Torres / Public Works
Phone Number: (310) 253-6457
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: Yes [] No [X]
Commission Action Required: Yes [] No [X] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/05/15)
Department Approval: Charles D. Herbertson, Public Works Director/City Engineer (11/03/15)
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RECOMMENDATION
Staff recommends the City Council approve an agreement with Ron’s Maintenance, Inc. (Ron’s Maintenance) for a term ending on June 30, 2018 in an amount not-to-exceed $147,228 for Citywide Storm Drain Catch Basin Cleaning and Inspections, PZ-497.
BACKGROUND
Both the Municipal Separate Storm Sewer Systems Permit (MS4 Permit) and Trash Total Maximum Daily Load regulations (TMDL) require zero trash to be discharged to Ballona Creek by September, 2015. As of part of the TMDL compliance effort, a project was completed on January 12, 2015 to install full-capture excluder inserts in 646 of 915 catch basins within the City. Retrofitting the remaining 269 catch basins was not feasible due to design limitations and the risk of flooding. Un-retrofitted catch basins belonging to the County of Los Angeles (County) remain the responsibility of the County.
As a condition of the MS4 Permit, the City is required, at a minimum, to clean all catch basins within City boundaries three times during the rainy season and once during the dry weather season. Furthermore, the MS4 Permit requires the basins to be inspected and cleaned out if they are 25% full of trash and debris.
DISCUSSION
For Fiscal Year 2015/2016, staff recommends increasing the frequency of the catch basin cleaning and inspections from the minimum four times per year up to six times in order to ensure the basins are inspected and cleaned monthly during the remainder of the rainy season from December through April. Under an existing contract, on October 24, 2015, Ron’s Maintenance completed one of the six recommended catch basin cleanings.
Staff is proposing Ron’s Maintenance complete the five additional cleaning events beginning December through April under the proposed agreement. Ron’s Maintenance proposes a fee in the amount of $38,760 ($12.00/catch basin per cleaning/inspection event for the 646 retrofitted catch basins) for a total of five cleaning and inspection events for the remainder of Fiscal Year 2015/2016.
For Fiscal Years 2016/2017 and 2017/2018, staff recommends monthly inspection and cleaning during the rainy season (October-April) and once during the dry season (July) for a total of seven cleaning events. This proposed schedule would satisfy and likely exceed the requirements of the MS4 Permit. The unit cost for cleaning per catch basin is lower on the seven month schedule than the previous four month schedule. (Please see the table below.) Therefore, the City benefits from more frequent cleanings at a greatly reduced unit price (see table below).
Total Total
Catch Extended
Frequency Unit Cost Basin Amount Per
Fiscal Year
Staff Recommended 7 $12.00 646 $54,264
Cleaning/Inspection
MS4 Permit Min Required 4 $22.00 646 $56,848
Ron’s Maintenance has been providing catch basin cleaning and inspections for the City since September, 2013. They have been very responsive, and staff has been satisfied with their performance. Ron’s Maintenance currently is under contract performing similar services with other agencies such as the County of Los Angeles, and the cities of Rancho Palos Verdes and Palos Verdes Estates.
The City of Rancho Palos Verdes recently advertised these services and received only two bids, United Stormwater and Ron’s Maintenance. Ron’s Maintenance was their lowest responsible bidder. The City of Palo Verdes Estates also “piggy-backed” off of the City of Rancho Palos Verdes’ contract for similar services for their city.
Pursuant to Culver City Municipal Code Section 3.07.085.C.5 (repair/maintenance for equipment and/or City-owned personal property), these personal services are exempt from the formal competitive bidding procedures, provided the contract is based upon competitive quotations, whenever practical, as determined by the City Manager. Based on Ron’s Maintenance’s previous work and good standing with the City and the confirmation received from other cities that their prices are competitive (as discussed above), the City Manager has determined that competitive quotations are not necessary at this time.
FISCAL ANALYSIS
There is sufficient funding available in the City Council Adopted Budget for Fiscal Year 2015/2016 (Account Number 42080000.730100) to fund the proposed agreement for the services to be performed in this Fiscal Year. Should the City Council approve the proposed agreement, staff will include sufficient funds in future years’ budget requests to fund the remainder of the agreement term.
ATTACHMENTS
None.
RECOMMENDED MOTIONS
That the City Council:
1. Approve an agreement with Ron’s Maintenance, Inc. for a term ending on June 30, 2018 in an amount not-to-exceed $147,228 to clean and inspect all storm drain catch basins citywide; 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.