PREPARED BY: ITZEL GOMEZ DATE OF MEETING: 03/18/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO: (1) AUTHORIZING THE CITY MANAGER TO EXECUTE A FIRST AMENDMENT TO AN EXISTING CONSULTING SERVICES AGREEMENT WITH BROWN AND CALDWELL FOR ADDITIONAL SERVICES IN AN AMOUNT NOT TO EXCEED $30,000, FOR A TOTAL AUTHORIZATION UNDER THE AGREEMENT AS AMENDED NOT TO EXCEED $132,154; AND (2) AUTHORIZING THE REALLOCATION OF $30,000 FROM THE FISCAL YEAR 2023/24 NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PROFESSIONAL SERVICES OPERATING BUDGET (255-3510-43600) TO THE TRASH LOAD REDUCTION PROJECT (0907) (320-0907-43600)
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Item 202: Develop and Implement Long-Term Environmental Stewardship Goals is an adopted policy item under the FY 2023-25 Council Priority Workplan, effective May 1, 2023.
BACKGROUND
As a result of the 1987 amendments to the Federal Clean Water Act, the Environmental Protection Agency (EPA) was given the authority to regulate stormwater discharges from municipal storm drains under the National Pollutant Discharge Elimination System (NPDES) regulations. The objective of the NPDES program is to improve water quality and creek health through the reduction and/or elimination of polluted runoff. The City of San Pablo’s NPDES Permit (No. CAS612008) was updated and reissued on July 1, 2022. This new permit (MRP 3.0) has strict compliance requirements for trash reduction to creeks through the City’s storm drain network, known as provision C.10.
To comply with these new requirements, the City released a Request for Proposals (RFP) on March 23, 2023, to assist the City in updating the City’s C.10 Trash Load Reduction Compliance Plan to ensure full compliance with the C.10 requirements. This includes:
• submitting an updated Trash Reduction Plan with the 2023 Annual Report; and
• developing a schedule of implementation to meet with 100% reduction or “no trash to the creeks” requirement by June 30, 2025.
On June 5, 2023, via Resolution 2023-082, Brown and Caldwell (Consultant), was awarded a contract for trash reduction and NPDES compliance services for the Trash Load Reduction Project (0907) (Project) in the amount of $102,154.
In September 2023, the Consultant completed the “City of San Pablo Trash Management Plan” which was submitted to the California Regional Water Quality Control Board on September 30, 2023 in compliance with Provision C.10 of the Municipal Regional Stormwater Permit. This was a major task included in the original contract. With four months remaining in the contract term, Staff and the Consultant have reviewed the “optional tasks” which were scoped in the original contract. Staff have identified subtasks that can now be prioritized to continue with the implementation of the City’s Trash Management Plan, including but not limited to, Ordinance development assistance and Green Stormwater Infrastructure project concept development.
Staff recommends authorizing the amendment with Brown and Caldwell for additional services and increasing the total compensation by $28,458 for a total compensation not to exceed, $130,612 for the agreement. A contingency of $1,542 is further requested to bring the total authorization under the agreement to an amount of $132,154. Staff further recommends re-allocating funds in the amount of $30,000 to the Project to provide for the amendment and contingency.
FISCAL IMPACT
The proposed first amendment will increase compensation by up to $28,458, for a total compensation not to exceed $130,612 under the Agreement as amended. The total authorization to the City Manager for this Agreement will be increased for a total authorization not to exceed $132,154 which includes $1,542 in contingency.
The amendment will be funded as follows: $30,000 will be reallocated from NPDES Professional Services Operating Budget (255-3510-43600) to the Trash Reduction Plan Project Budget (320-0907-43600).
Summary of City Council’s Authorization:
|
|
Reso No. |
Amount |
Date |
|
Original Contract Award |
Reso 2023-082 |
$102,154 |
06/05/2023 |
|
Proposed additional spending authorization and contingency for Amendment #1 |
Reso 2024-xxx (pending approval) |
$30,000 |
Proposed 3/18/2024 |
|
Total Spending Authorization Including Contingency |
|
$132,154 |
|
Summary for Contract and Proposed Amendment:
|
Contract and Amendment No. |
Amount |
Date |
|
Base Contract |
$102,154 |
06/06/2023 |
|
Amendment #1 (Proposed) |
$ 28,458 |
Proposed 3/18/2024 |
|
Total Contract Amount |
$130,612 |
|
|
Contingency (Proposed) |
$ 1,542 |
|
The proposed funding sources are set forth in the table below:
|
Action |
From: Account Code |
Amount |
To: Account Code |
Amount |
|
Re-allocate |
255-3510-43600 (NPDES Professional Services Operating Budget) |
$30,000 |
320-0907-43600 (Trash Load Reduction Plan Project) |
$30,000 |
ATTACHMENT:
Att A - Resolution
Att B - Draft Amendment 1