HomeMy WebLinkAbout1999-04-13 - AGENDA REPORTS - STORMWATER ENGINEERING COMPLI (2)CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
City Manager Approval:
Item to be presented by:
DATE: April 13, 1999
Rietzel
SUBJECT: CONTRACT AWARD FOR STORMWATER ENGINEERING &
PERMIT COMPLIANCE SERVICES
DEPARTMENT: Planning & Building Services
RECOMMENDED ACTION
1) City Council award contract to Camp Dresser & McKee Inc. for an amount not -to -exceed
$80,000, to assist with implementation of the design and construction and illicit
connection/illegal discharge model programs of the NPDES Permit. Authorize the City
Manager or designee to execute and sign all documents, subject to City Attorney approval.
2) Appropriate $23,000 from Stormwater Utility Fund Balance to account number 3820-
8001; transfer $8,000 from 3820-7310 to 3820-8001; $2,000 from 3820-7320 to 3820-8001;
and, $8,000 from 3820-8200 to 3820-8001 for a total amount of $41,000. The remaining
funds in the amount of $39,000 have been budgeted in FY 98-99.
On July 30, 1999 the City of Santa Clarita, along with the other 87 cities in the County of
Los Angeles, will be required to comply with all aspects of the permit implementation plans
that have only just recently been approved by the Regional Water Quality Control Board
(RWQCB). Staff has been actively involved in reviewing drafts and working with the
County and the RWQCB to create and approve workable implementation plans. The City
has complied fully with permit requirements that were established in 1994 and 1996. City
staff from all departments have worked together over the past two years to alter work
practices, incorporate changes into the development process and to educate fellow staff
members of the new regulatory requirements that will take effect in July 1999.
The deadline for compliance is approaching quickly. Key staff members who have been
critical in moving the organization toward compliance have left or are on maternity leave.
The City has requested and received a proposal from Camp Dresser & McKee Inc. (CDM) to
assist the City in developing systems and modifying processes and procedures in
compliance with the new requirements. CDM has many years of stormwater program
implementation experience. CDM was hired by the County of Los Angeles to write the
model implementation plans that each of the 88 co -permittee cities and the County must
implement by July 30, 1999. CDM is also the lead consultant assisting the County of
Ventura and Caltrans to implement their NPDES Permit requirements. CDM's expertise
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in the area of stormwater and their experience drafting the programs that the City of Santa
Clarita must implement provide them with unique qualifications. These qualifications
make them a "sole -source" under the City's purchasing rules. As a sole -source, a request for
proposal process is not required. The scope of work and the associated costs have been
negotiated.
ALTERNATIVE ACTIONS
No other alternatives identified by staff.
FISCAL IMPACT
The majority of funds for this expenditure have been budgeted in various Stormwater
Administration accounts. The additional funds needed are available in the Stormwater
Utility Fund Balance.
ATTACHMENTS
CDM Proposal
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S:\PBS\ENVSRVCS\COUNCIL\NPDES\9899p.j.DOC
CDMCamp Dresser & McKee Inc.
consulting 2920 Inland Empire Boulevard, Suite 108
engineering Ontario, California 91764-4804
Wnstw6on Tei:909 945-3000 Fax:909 945-1333
opemdons
March 2, 1999
Ms. Amelia Rietzel
Environmental Services Coordinator
23920 Valencia Blvd., Suite 300
Santa Clarita, California 91355-2196
Subject: Proposal for Stormwater Engineering and GIS Services
Dear Amelia:
Camp Dresser & McKee Inc. (CDM) is pleased to submit this revised proposal to provide
Stormwater Engineering and GIS Services to the City of Santa Clarita (City). The Scope -of -Work
(Attachment A) reflects our careful consideration of your list of stormwater engineering and GIS
needs related to implementation of the City's stormwater quality program over the next year. We
incorporated information learned during our January meeting with several City staff members, and
incorporated revisions based on our phone conversation with Jeanne Gene, on February 18.
We have organized the list of stormwater-related activities, prepared by City staff, into the
following three tasks for which CDM assistance has been requested:
Task 1 - Participate in Coordination Activities of Stormwater Utility
Task 2 - Assist with Implementation of IC/ID Model Program
Task 3 - Assist with Implementation of Design and Construction Model Programs
For each task we have provided background information, a brief description and a concise
statement of the task deliverables. We ask City staff to carefully review the scope -of -work,
particularly the task deliverables, because this is the basis for our estimated fee for services
presented in Attachment B.
The estimated fee for these services includes a level -of -effort (labor hours) and a total fee for each
task and subtask. The level -of -effort assumes that we will utilize senior and mid-level CDM staff
experienced in stormwater quality, quantity, and GIS issues who can expeditiously assist the City
in implementing the Stormwater Program. The total fee includes the cost of these staff plus direct
expenses.
We believe that these services will position the City to meet the requirements of the NPDES
permit (Permit) issued to Los Angeles County and the 85 co -permittees for development,
construction, and illicit discharge issues by the deadline of July 30, 1999. Based on our
discussions with you, the scope -of -work specifically targets those areas where City staff do not
currently have sufficient experience and expertise to address stormwater quality issues.
V:\00000\MKTG-NEW.BUS\SCHROE.DER\SA NTACLA\ar990302djs.doc
CDMCamp Dresser & McKee Inc.
Ms. Amelia Rietzel
March 2, 1999
Page 2
The CDM team is pleased to have the opportunity to assist the City in further implementing the
Stormwater Program. We appreciate the City's invitation to submit this proposal and we believe
that this work will complement the GIS scope -of -services we previously submitted to you. If you
have any questions regarding the information presented herein, please do not hesitate to call me or
Dianne Laurila (760-438-7755).
Very truly yours
CAMP DRESSER & McKEE INC.
Donald J. Schroeder, P.E.
Associate
ATTACHMENT A
Task 1 - Participate in Coordination Activities of Stormwater Utility
Under this task, CDM will communicate via telephone as needed with selected City staff in
several departments including: Engineering Services, Planning, Environmental Services, Building
and Safety, and GIS Services. CDM will prepare and distribute a brief monthly Stormwater
Utility Program status report that will be used to share information between departments regarding
CDM's current activities and allow review of budget status relative to overall progress.
CDM will also attend up to six of the City's staff level and/or department level coordination
meetings. CDM's role will primarily be to serve as a technical resource and to brief the staff on
CDM's ongoing tasks and, as requested, on issues of local, regional, or national importance.
Deliverables: Twelve monthly status reports. Attendance and presentation of briefing materials at
up to six City interdepartmental meetings as requested.
Task 2 - Assist with Implementation ofIC/ID Model Program
The City of Santa Clarita has prepared an Illicit Connection/Illicit Discharge Elimination Program
Implementation Plan (May 1998) and developed a database reporting system to meet the
requirements of the Permit. CDM previously prepared a review of the implementation plan to
determine how closely it met the requirements of the Permit. Under this task, CDM will work
with City staff to refine the implementation plan and reporting system in the following areas:
■ Review existing MS Access database and GPS hardware/software and prepare a needs
analysis and recommendations for the ICAD program data management and reporting
procedures, including linkages to the GIS system.
■ Develop and program linkage between database and GIS system. Modify database as
necessary to include fields applicable to location data.
■ Modify and update the implementation plan to include the following:
- Revised baseline objectives and a discussion of performance measures
- Spill prevention coordination
- Field procedures using GPS equipment
- Procedures to conduct field analyses for parameters, sample collection (if warranted),
and follow-up investigations to identify the source of illicit connections.
- Expanded public reporting and agency coordination
- Education for field staff
- Record keeping and documentation by department/group
CDM will provide a half-day training session for City staff. The training materials (electronic
slides) will be transmitted to the City so that City staff can train new employees in the future as
necessary.
Deliverables: CDM will prepare a Data Management and Reporting Needs Analysis and
Recommendations technical memorandum. CDM will program and install a system to link the
ICAD database with the current GIS system. CDM will revise the ICAD implementation plan as
described above, and provide one draft and one final version (hard copy and electronic in MS
Word) which incorporates comments received from the City after a two-week review period.
CDM will prepare and conduct one half-day training session for City staff and provide the City
with an electronic copy of the training materials in MS PowerPoint.
Task 3 -Assist with Implementation of Design and Construction Model Programs
Under a previous agreement, CDM provided the City with the following program documents to
meet the requirements of the Permit:
■ Storm Water Quality Management for the Development Process (December 1998)
■ Storm Water Quality Management for Capital Improvement Projects (December 1998)
The documents were derived directly from the Model Programs for Stormwater Management
within the County ofLos Angeles and were tailored to match the administrative structure of the
City. As noted in these documents, implementation of these requirements will require a
cooperative effort between the various City departments involved. The Permit requires all
program elements to be in place no later than July 30, 1999.
Under Task 3, CDM will assist the City in implementing these programs by reviewing the City's
existing practices and recommending modifications for private development review and approval
and public capital project design and construction.
Subtask 3.1 Stormwater BMP Selection and Design
CDM will assist the City in selecting stormwater BMP design criteria and standards that are most
applicable to developing areas within Santa Clarita. CDM will conduct a workshop to provide
City staff with background information regarding source and treatment BMP controls. Treatment
BMPs include facilities such as swales/buffer strips, retention basins, detention basins, and
constructed wetlands. The workshop will review BMP facility type selection and design criteria
based on local, state (California Best Management Practices Handbook, 1993), and national
(WEF/ASCE Manual of Practice for Urban Runoff Quality Management, 1998) sources. The
workshop information can be used to initiate development of a BMP manual for new development
within Santa Clarita. As part of this task, CDM will attend up to two meetings to advise the City
on coordination issues with Los Angeles County regarding regional BMP design and maintenance
issues.
Deliverable: Tabular summaries of applicable BMP design criteria and BMP selection matrices
that may be used in Standard Urban Stormwater Mitigation Plans. CDM will conduct two half-
day workshops for City staff. CDM will provide the City with the electronic files of presentation
materials in MS PowerPoint.
Subtask 3.2 Assist with Development Review and Inspections for Stormwater Impacts during
Construction.
CDM will perform a general hands-on review of the City's existing private development review
process and typical CIP design procedures to assess their adequacy to meet the model stormwater
program requirements. The review will focus on implementing the following activities:
■ Incorporation of BMPs in project design (both private and CIP projects)
■ Wet Weather Erosion Control Plan review
■ Dust Control Ordinance implementation
■ Grading permit approvals and inspections
Subsequent to CDM's review, CDM staff will meet with City staff to (1) identify areas where the
development review process should be refined to meet the requirements of the Permit, (2) identify
areas where the review process could be expedited (e.g., requiring developers to agree to meet
NPDES requirements prior to issuance of the grading permit), (3) discuss the inspection of on-site
stormwater BMPs during construction, and (4) identify the data collection protocols necessary to
allow City staff to track active grading permits, with the intent of linking the permit tracking to the
City's GIS system. These recommendations will be documented for the City in a Technical
Memorandum, and cover items such as refinements to the City's existing development review
program, ordinance updates, and procedural/staffing changes that the City should consider. CDM
will prepare up to two documents identified in the recommendations, as requested by the City.
Deliverable: CDM staff will perform up to 40 hours of general on-site review of the City's
development approval and inspection processes. CDM will meet with City staff to discuss
potential refinements. CDM will prepare a Technical Memorandum documenting the
recommendations. CDM will prepare up to two recommended documents, as requested by the
City, and provide one draft and one final version (hard copy and electronic in MS Word) which
incorporates comments received from the City after a two-week review period.
Subtask 3.3 As Needed Assistance
CDM will provide project -specific review and/or construction inspection as needed to assist the
City with implementation of the Stormwater Program, and provide on-the-job training to City
staff. Assistance may include the following areas:
■ Review of selected private development and/or CIP project plans and specifications to
ensure consistency and compliance with the NPDES permit requirements
■ Inspection of selected on-site treatment BMP facilities during various stages of construction.
Deliverable: Up to 80 hours of assistance as requested.
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