Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with SCI Consulting Group for Storm Water Fees Levy Administrative Services in an Amount Not to Exceed $174,350. (Public Works 26441610)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) levies the 1992 Urban Runoff and the 2019 Water Quality & Flood Protection Fees annually to fund operations of the City’s municipal storm sewer system programs. The City requires the services of a specialized firm to implement the fee levy administrative services for both of these fees. The most recent agreement for these services has expired. Staff issued a Request for Proposals on February 14, 2025, and following due process, staff recommends City Council authorize the City Manager to enter into a 5-year agreement (Exhibit 1) with SCI Consulting Group for storm water fees levy administrative services.
BACKGROUND
The City has had the Urban Runoff Fee since the early 1990s, prompted by the onset of federal stormwater regulations directed at municipal separate storm sewer system operations. In 2019, the City’s successful ballot initiative, compliant with the State’s Proposition 218 process, established the City’s 2019 Water Quality & Flood Protection Fee (2019 Fee), with the initial levying of the 2019 Fee for Fiscal Year (FY) 2020-21, to increase the original Urban Runoff Fee revenue source.
The City collects both the 1992 Urban Runoff Fee and the 2019 Fee (Fees) through the tax roll with the exception of certain parcels that are directly invoiced. These fees are determined based on assessor parcel maps and other information needed to apply the approved rate formulas. The levy rolls for both fees must be submitted to the County Auditor in a required format and timeline. Fee levy administrative services include preparing these fee levy rolls, confirming the final levies with the County Auditor, preparing and mailing of direct invoices, tracking of payments, and the answering of property owner inquiries.
The City effectively implemented Storm Water Fees levy administrative efforts in conjunction with the contracted service provider SCI Consulting Group for both of the City’s stormwater fees since the FY 2020-21 fee year. The most recent service provider agreement expired as of March 30, 2025.
DISCUSSION
On February 14, 2025, City staff issued a Request for Proposals (RFP) for storm water fees levy administrative services to assist with the annual fee levy efforts including the inclusion of the fees on the property tax bills, the implementation of the City’s separate direct-billing process, and the on-going support for the City and the public with the implementation and collection of these fees. After a submittal period of sixteen (16) days, staff received two (2) proposals. Based on review of the proposals and the criteria of the RFP, staff recommend that the incumbent SCI Consulting Group represents the vendor best able to meet the City’s needs and recommends awarding a five-year agreement in an amount not-to-exceed $174,350. Staff recognizes the importance of having a consultant who is well-versed in the City’s Storm Water Fees levy administration and direct-billing processes and is in possession of a thorough understanding of the City’s previous history of storm water fees establishment and billing. Having served the City for the last five years on storm water fees levy administrative services, SCI Consulting Group is best qualified to assist with the tasks at hand and will not need additional time, and related costs, to get acclimated to the project. It is for these reasons staff is recommending SCI Consulting Group be awarded the five-year agreement.
Below are the proposers’ total costs for a five-year period.
|
Proposer |
Location |
Proposed 5-Year Total |
|
NBS |
San Francisco, CA |
$136,551 |
|
SCI Consulting Group |
Fairfield, CA |
$174,350 |
ALTERNATIVES
• Authorize the City Manager to execute a contract with SCI Consulting Group as presented above.
• Do not authorize the new agreement and direct staff to produce another RFP for fee levy administrative services. This would result in fee collection delays for FY 2025-26.
FINANCIAL IMPACT
The funds for this agreement are included in the FY 2024-25 Public Works Operating Budget for the Clean Water Program, funded from the Stormwater Fund (26441610). Funding for subsequent years in the agreement is subject to City Council appropriations approval. There is no impact on the General Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code, Chapter 18, Article III, Storm Water Management and Discharge Control Ordinance, Section 18-21, and following, including Section 18-25 Fees, and 18-32 Determination and Imposition of Fees.
The work in this agreement recommended for approval is consistent with the City’s Strategic Plan Strategic Priority “Build Resilience to Climate Change & Water Level Rise”, see:
• Project CC7 - Integrate Green Infrastructure into the City’s stormwater systems to slow and clean runoff before it enters the Bay (Public Works)
• Project CC8 - Design and implement upgrades for stormwater infrastructure to reduce local flooding, including the cleaning of storm drains and increasing pump station capacity (Public Works).
This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
Although the continuing administration of the City’s Storm Water Fees will significantly enhance the City’s ability to meet the challenge of sea level rise and more frequent and intense storms, the administration of the fee levy and fee collection process has no impact in and of itself.
RECOMMENDATION
Recommendation to authorize the City Manager to execute a five-year agreement with SCI Consulting Group for storm water fees levy administrative services in an amount not-to-exceed $174,350. (Public Works 26441610)
Respectfully submitted,
Erin Smith, Public Works Director
By,
Jim Barse, Program Specialist
Financial Impact section reviewed,
Ross McCarthy, Acting Finance Director
Exhibit:
1. Agreement