Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Revel Environmental Manufacturing Inc. for Storm Drainage Trash Capture Device Maintenance and Improvements in an Amount Not to Exceed $668,494, with Contingency. (Public Works 351)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
In compliance with state water quality control permitting requirements, the City of Alameda (City) stormwater program installs and maintains trash capture devices to reduce trash discharges from the municipal storm drainage system into 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. As additional devices have been installed, staff now seeks the City Council’s approval to execute a new five-year maintenance agreement with REM to include all annual on-going routine maintenance activities.
BACKGROUND
Alameda’s 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 and 100% by 2022. In order to meet these requirements the City contracted with REM to install and maintain REM Triton Bioflex Trash Guards with REM filters within the municipal storm drainage system. These are full trash capture (FTC) devices manufactured by REM that meet the requirements of both the RWQCB and Alameda’s storm drain system.
On June 17, 2017, the City entered into agreement with REM to provide on-going routine maintenance for 35 Triton Bioflex Trash Guard FTC devices for Fiscal Year (FY) 2017/18. This agreement allowed for annual extensions for up to four additional years. To meet trash reduction requirements, additional FTC devices were installed and each annual extension of the REM contract to date has included maintenance of those additional units.
Public Works initially selected REM in 2017 through a Request for Proposals (RFP) process for the first maintenance agreement with the City. Public Works is selecting REM to continue filter maintenance via sole source based on exceptional service and expertise in outfitting catch basins and maintaining trash capture devices in Alameda.
DISCUSSION
The City currently has a total of 336 trash capture devices that require quarterly maintenance. To meet MRP mandates for trash reduction, 80 more devices are anticipated for installation in the next three years. Having maintenance of all devices under one contract allows for streamlined data management for annual reporting required under the MRP. The City has chosen REM to continue to perform this maintenance work on a sole source basis based on consistent satisfactory performance of all previous contracted tasks. REM has an existing familiarity with the City’s storm infrastructure and a detailed understanding of the locations of the inventory of devices, making them an efficient and cost-effective choice. Additionally REM, as manufacturers of the FTC devices and filters, is better suited to navigate repairs of the devices and components (including of filter screens), thus preventing the unnecessary replacement of devices or components and providing continued cost savings to the City. As such, the City now wishes to enter into a new five-year maintenance agreement with REM to maintain all City-owned FTC devices. A copy of the contract is attached as Exhibit 1.
ALTERNATIVES
• Authorize the City Manager to execute a five-year agreement with Revel Environmental Manufacturing Inc. for storm drainage trash capture device maintenance. Staff recommends this alternative.
• Direct City staff to perform this maintenance work. Staff does not recommend this alternative as presently Public Works does not have the maintenance staffing levels to effectively implement this additional responsibility, and doing so may divert resources from existing work.
• Do not authorize the execution of the agreement and cease maintenance of full trash capture devices. Staff does not recommend this alternative as 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 and the City will not be in compliance with the MRP.
FINANCIAL IMPACT
The program is budgeted in the Public Works Department’s Programs with funds for this contract’s annual costs budgeted in the Storm Drain Maintenance Program (Fund 351). No additional spending authority is requested. There is no impact to the General Fund.
|
Contract |
Est. CPI |
CPI Total Each Year |
Additional FTC Cost |
Total |
7% Contingency |
TOTAL |
|
FY 20-21 |
0% |
$0.00 |
$ 0.00 |
$104,832 |
$ 7,338.24 |
$112,170.24 |
|
FY21-22 |
2% |
$2,097 |
$12,730.00 |
$119,658 |
$ 8,376.06 |
$128,034.06 |
|
FY22-23 |
2% |
$2,391 |
$ 0.00 |
$122,050 |
$ 8,543.50 |
$130,593.50 |
|
FY23-24 |
2% |
$2,436 |
$13,243.00 |
$137,729 |
$ 9,641.03 |
$147,370.03 |
|
FY24-25 |
2% |
$2,762 |
$ 0.00 |
$140,491 |
$ 9,834.47 |
$150,325.47 |
|
TOTAL |
8% |
$9,687 |
$25,973.00 |
$627,761 |
$43,733.20 |
$668,493.20 |
The yearly amount encumbered for this contract will be based on the table above. Any contract amount beyond Fiscal Year (FY) 2020-21 will be subject to future available appropriations as may be approved by City Council. Use of contingency shall be for items of work outside the original scope and requires prior written authorization by the City.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code. 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
Removal of debris from the municipal storm drainage system improves receiving water quality and provides for better conveyance capacity within the storm drainage system, which can decrease the risk of local flooding projected with climate change.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Revel Environmental Manufacturing Inc. for storm drainage trash capture device maintenance in an amount not to exceed $668,494, with contingency.
CITY MANAGER RECOMMENDATION
The City Manager recommends authorization to execute a five-year agreement with Revel Environmental Manufacturing for storm drainage trash capture device maintenance in an amount not to exceed $668,494.
Respectfully submitted,
Erin Smith, Interim Public Works Director
By,
Dylan Hammond, Program Specialist
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director
Exhibit:
1. Contract
cc: Eric Levitt, City Manager