Rancho Palos Verdes City Council
   

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL

FROM: DIRECTOR OF PUBLIC WORKS

DATE: SEPTEMBER 16, 2003

SUBJECT: AWARD OF PROFESSIONAL SERVICES CONTRACTS FOR ENGINEERING SERVICES FOR THE STORM WATER QUALITY PROGRAM

RECOMMENDATIONS

  1. Award a three-year contract to Hunter-Kennedy and Associates, Inc. for engineering services for the Storm Water Quality Program, and authorize the Mayor and City Clerk to execute contract documents.
  2. Award a one-year contract to Kathleen McGowan, P.E. for engineering services for the Storm Water Quality Program, and authorize the Mayor and City Clerk to execute contract documents.
  3. Authorize the expenditure of up to $ 80,000 for engineering services for the Storm Water Quality Program for FY 2003 – 04.

BACKGROUND

Engineering services are required to keep the City in compliance with storm water regulations promulgated by the Regional Water Quality Control Board (RWQCB). The needed services include permit compliance, plan review, the investigation and remedy of illicit connections, documentation of sewer overspills, preparation of an annual report to the board, and offshore water quality monitoring.

DISCUSSION

For the past several years Hunter-Kennedy and Associates, Inc. has provided these services. Staff is pleased with the services provided by this firm, and given the knowledge this firm has accumulated, the City will benefit from a continued business relationship with them. For this reason a single source proposal was requested from Hunter-Kennedy Associates, Inc., see attached.

Due to the constant change in water quality regulations, a precise scope of work could not be prepared. Instead the attached proposal establishes hourly rates for services, and the total contract value will be based upon the services requested by the City. Upon review of the hourly rates, and the estimate of time for completion of certain tasks, the proposal is fair and competitive.

Staff proposes a three-year contract with Hunter-Kennedy and Associates, Inc. which is the length typically awarded by the department for long-term service needs. The three-year period achieves a balance between keeping a firm accountable and not requiring staff to unnecessarily solicit new proposals, which increase administrative costs.

A new and important aspect of the storm water quality program is the monitoring of water quality in the Santa Monica Bay for bacteria levels. Under this new regulation, groups of cities are required to form jurisdictions and propose and implement a plan to monitor water quality. The City of Rancho Palos Verdes is the lead agency for one of these jurisdictions and as such is principally responsible for jurisdiction compliance. Given this additional workload, and the level of specialization needed, staff requested a proposal from Kathleen McGowan, P. E.. Staff believes that Kathleen McGowan is uniquely qualified to assist the City in meeting this new regulation. Ms. McGowan has considerable experience in the area of environmental engineering, and compliance monitoring. She previously provided such services to the City of Palos Verdes Estates.

Staff received the attached proposal from Kathleen McGowan, P.E.. Once again a precise scope of work could not be prepared. The attached proposal establishes hourly rates for services. The total contract value will be based upon the services requested by the City. The hourly rates are fair and competitive.

Staff proposes a one-year contract for Kathleen McGowan, P.E.. Staff believes that the monitoring plan will be approved and implemented by July 2004, after which the services of Kathleen McGowan will no longer be required.

CONCLUSION

Adopting the staff recommendations will award two contracts for engineering services for the Storm Water Quality Program.

ALTERNATIVE ACTIONS

Award contracts for terms other than those recommended.

Request staff to solicit additional proposals.

FISCAL IMPACT

Funding for the recommended actions is included in the adopted FY 2003 – 04 budget. The funding source is the General Fund. A portion of the cost of these two contracts will be shared with the seven other agencies that are a part of the jurisdiction responsible for monitoring bacteria levels. Staff expects to obtain a total reimbursement of $20,000 of contract costs from members of the jurisdiction.

Respectfully submitted,

Dean Allison

Director of Public Works

Reviewed,

Les Evans

City Manager

Attachment:

Proposal and contract with Hunter-Kennedy and Associates Inc.

Proposal and contract with Kathleen McGowan, P.E.