Title
Recommendation to Authorize the City Manager to Execute a Second Amendment to the Service Provider Agreement with Revel Environmental Manufacturing Inc., for Storm Drainage Trash Capture Device Maintenance, Extending the Agreement for Fiscal Year 2019-20 in an Amount not to Exceed $72,110 for a Total Expenditure Under the Agreement of $145,060. (Public Works 351)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
In compliance with State water quality control requirements, the City of Alameda (City) stormwater program installs and maintains trash capture devices to reduce trash discharges from the municipal storm drainage system to the San Francisco Bay.
The City entered into a contract with Revel Environmental Manufacturing Inc. (REM) in June 2017 to perform quarterly maintenance of REM-installed trash capture devices. The City selected this contractor based upon their proven ability to manufacture, install and provide necessary routine maintenance service for these devices. Staff seeks the City Council’s approval to amend the REM contract to include the next annual phase of necessary, on-going routine maintenance for Fiscal Year (FY) 2019-20.
BACKGROUND
The Municipal Regional Stormwater Permit (MRP) issued by the San Francisco Bay Regional Water Quality Control Board (RWQCB) requires the City to reduce trash loads from its municipal storm drain system by 80% by 2019. In order to meet these requirements the City has had REM install and maintain Triton Bioflex Trash Guards within the municipal storm drainage system. These are full trash capture (FTC) devices manufactured by REM that meet the requirements of the RWQCB.
On June 17, 2017, an agreement (Exhibit 1) was entered into, by and between the City and REM to provide on-going routine maintenance for 35 Triton Bioflex Trash Guard FTC devices for FY 2017-18. The agreement further stipulated that the service provider agreement can be mutually extended on a year by year basis for up to four additional years.
In June 2018, REM installed an additional 104 Triton Bioflex Trash Guard FTC devices. Subsequently, on September 18, 2018, a First Amendment (Exhibit 2) was entered into, by and between the City and REM to provide routine maintenance for the current total of 139 Triton Bioflex Trash Guard FTC devices for FY 2018-19.
Presently, REM is preparing to install an additional 77 Triton Bioflex Trash Guard FTC devices in the City’s storm drainage system by the end of June 2019, bringing the total anticipated number of FTC devices installed by REM up to 216. All of these efforts are designed to help the City meet the RWQCB trash load reduction requirements. REM is satisfactorily completing contracted tasks.
DISCUSSION
By approving the second amendment (Exhibit 3), REM will proceed with the necessary, on-going, quarterly maintenance service of the 216 storm drainage trash capture devices in FY 2019-20.
ALTERNATIVES
1. Approve the second amendment with REM.
2. Evaluate performing this work with in-house Public Works maintenance personnel and equipment.
3. Cease to perform this necessary routine maintenance work.
Public Works maintenance does not have the staffing levels or budget to effectively implement this additional maintenance responsibility. By assigning this maintenance work in-house, either FTC device maintenance or some other important maintenance function will remain incomplete.
Ceasing to plan for and perform this routine maintenance work will result in the failure to perform State regulatory requirements for the effective maintenance of the City’s trash capture devices. In either alternative, the essential and required maintenance of removing captured trash and debris from installed trash capture devices in the municipal storm drainage system will not be completed, increasing the likelihood of both non-compliant trash by-pass of these systems and localized flooding in the vicinity of the under-maintained trash capture devices. Non-compliance may result in significant regulatory fines.
FINANCIAL IMPACT
Budget for this contract is included in the Storm Drain Maintenance Program (Fund 351). This work is funded by the Stormwater Fund, which is nearly depleted. If the stormwater fee is not adjusted by Alameda voters in the coming year, this work may cease and cause the City to be non-compliant with regulatory requirements and increase localized flooding. There is no current impact to the General Fund.
|
Contract |
Amount Authorized |
Expended to Date |
|
Original Agreement |
$ 20,597.25 |
$18,714.25 |
|
First Amendment |
$ 52,353.00 |
$21,208.00 |
|
Second Amendment |
$ 72,109.44 |
$ 0.00 |
|
Total |
$145,059.69 |
$39,922.25 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code. The extension of this Agreement allows for the on-going implementation of trash control efforts identified in the City’s Trash Long-Term Reduction Plan.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this project is Categorically Exempt pursuant to CEQA Guidelines section 15301 - Existing Facilities, and Section 15308 - Actions by Regulatory Agencies for Protection of the Environment.
CLIMATE IMPACTS
Maintenance activities supported by this proposed contract amendment can counter potential near-term, negative impacts of climate change. The removal of debris from the municipal storm drainage system will assist with providing better storm drainage and decreasing the risk of local flooding, results that improve local resiliency to potential climate change.
RECOMMENDATION
Authorize the City Manager to execute a second amendment to the service provider agreement with Revel Environmental Manufacturing Inc. for storm drainage trash capture device maintenance, extending the agreement for Fiscal Year 2019-20 in an amount not to exceed $72,110 for a total expenditure under the agreement of $145,060.
CITY MANAGER RECOMMENDATION
The City Manager requests authorization to execute a second amendment to the service provider agreement with Revel Environmental Manufacturing Inc. in an amount not exceed $72,110.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Liz Acord, Public Works Coordinator
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Original Agreement
2. First Amendment
3. Second Amendment