HomeMy WebLinkAboutAGENDA REPORT 1993 0616 CC REG ITEM 11BTO:
FROM:
DATE:
AGENDA REPORT
C = TY O F MOORPARK
The Honorable City Council
Kenneth C. Gilbert, Director of Public Works
June 8, 1993 (Council Meeting 6- 16 -93)
ITEM A B 0
SUBJECT: Consider Retaining Hawks and Associates to Prepare a
Municipal Stormwater Management Program ( NPDES) and a
Master Drainage Study for the City
MHOUTIOMM
In an effort to clean -up the rivers and other waterways of the
nation, Congress amended the Federal Clean Water Act in 1987 to
require the Federal Environmental Protection Agency (EPA) to
establish a program to regulate the quality of stormwater
discharged into these water courses. To implement this
amendment, the EPA established the National Pollutant Discharge
Elimination System ( NPDES). This program established a number
of policies, regulations and procedures for the issuance of
stormwater discharge permits. The administration of this
Federal program has been delegated to the Los Angeles Branch of
the California Regional Water Quality Control Board (LARWQCB).
MWOMMOM
The City has entered into an Implementation Agreement with the
Ventura County Flood Control District [VCFCD], the County of
Ventura and the other cities in the County for the purpose of
developing the Part 1 NPDES permit. Staff representatives from
each of these agencies have been meeting over the past several
months as the Ventura County Stormwater Task Force on efforts
necessary to comply with NPDES requirements.
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Master Drainage Study and
Stormwater Management Program
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The Task Force, chaired by VCFCD, has been moving forward with
both the Part 1 Permit application as well as preparatory work
for the Part 2 requirements. A consultant has been retained by
VCFCD to assist in this countywide effort. Program requirements
fall into the following three categories:
1. efforts to be undertaken by VCFCD on behalf of all of the
Cities and Ventura County, which will be funded by the NPDES
Assessments levied by VCFCD;
2. efforts to be undertaken by VCFCD on behalf of all of the
Cities and Ventura County, which would be reimbursed by each
agency pursuant to the terms of the NPDES Implementation
Agreement; and,
3. efforts to be undertaken by each of the Cities (& the County)
for tasks unique to each of those agencies.
C. City Effort
1. Stormwater Management Program -- VCFCD, with the assistance
of its consultant, is proceeding with many of the tasks
required of the Part 1 permit application. Based on recent
feedback from the LARWQCB and in order to prevent a
duplication of effort, those efforts may be expanded to
include many of the tasks previously thought to be done by
each City. In other words, the efforts described in
paragraph B -3 above may be reduced while those described on
B -2 are increased.
2. Master Drainage Study -- The NPDES Program requires the
submittal of information normally found in a City's Master
Drainage Plan. Most of the City's in Ventura County have
already prepared Master Drainage Studies and, therefore, have
this information readily available. It will be necessary for
the City of Moorpark to have a Master Drainage Study prepared
in order to meet these requirements.
In order to meet the above described requirements of the NPDES
program, the City Council authorized staff to send Requests for
Proposals (RFP) to selected civil engineering firms for the
services required to prepare both a Master Drainage Study and a
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Master Drainage Study and
Stormwater Management Program
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Stormwater Management Program. The requirements of the RFP are
summarized as follows:
1. Stormwater Management Program -- Develop a program consistent
with the requirements of the NPDES program to include to
following:
a) develop municipal legal authority to enforce NPDES
regulations;
b) identify sources of illegal discharges;
c) develop Best Management Practices (BMP) for reducing non -
point source pollution;
d) discuss program financing options; etc.
2. Master Drainage Study -- Develop a Master Drainage Study for
the entire City to include the following:
a) identify existing and proposed land uses;
b) develop data on topographic, hydrologic and hydraulic
characteristics of the City;
c) identify watershed boundaries;
d) identify flood boundaries;
e) discuss design criteria;
f) identify existing City storm drain facilities;
g) identify existing storm drain facilities owned by others;
h) identify size, alignment and cost of future facilities;
i) discuss program implementation financing options; etc.
B. Iprainaae Fee
A City's Master Drainage Study is a valuable resource document
used by the development community to assist them in identifying
the drainage requirements of their projects. It is recommended
that the City develop a per acre drainage fee, where
appropriate, to be paid by future developers, to recover a
portion of the cost of the Master Drainage Study. Information
to assist staff in the development of this fee will be provided
by the consultant.
C. Evaluation of Proposals
The City received proposal from the following firms:
• Dwight French & Associates (Charles Abbott & Associates);
• Woodward -Clyde and Boyle, joint Venture;
• Camp, Dresser & McKee (CDM): and,
• Hawks & Associates (Hawks).
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Stormwater Management Program
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All of the firms appear to be qualified to perform the work
requested. In the opinion of staff, the two firms most
qualified to perform the work would be CDM and Hawks.
CDM has extensive experience related to NPDES matters. This
firm has been retained by Thousand Oaks, Camarillo, Simi Valley
and the VCFCD to assist them in meeting the NPDES requirements.
CDM was also recently retained by the City of Moorpark to
evaluate the feasibility of using previously prepared drainage
studies for the preparation of the Master Drainage Study.
Hawks has an extensive background in preparing Master Drainage
Studies for a number of agencies in the County, including Ojai,
Simi Valley, Camarillo, Oxnard, Thousand Oaks, Fillmore, and
more. In addition, as a member of the Countywide Stormwater
Task Force, Hawks has been involved with the NPDES compliance
efforts.
Particularly in light of the recent shift in the focus of the
services required from Stormwater Management to the Master
Drainage Study, it is the opinion of staff that the background
and experience of Hawks and Associates best meets the needs of
the City. It is the recommendation of staff that Hawks and
Associates be selected to provide the services required.
i� .. - . - -
1. blaster Drainage Study -- It is recommended that the selected
consultant be directed to expedite development of the Master
Drainage Study in order to provide the resource information
required by the NPDES program.
2. Stormwater Management Program -- In order to demonstrate that
the City is proceeding with efforts necessary to comply with
the Part 1 NPDES permit, it is recommended that the selected
consultant be retained to provide those services required to
develop and implement a Stormwater Management Program which
meets the requirements of that permit. However, in light of
recent findings of the Stormwater Task Force (see BACKGROUD
Section C -1 above) , it is suggested that 1) the Notice to
Proceed with this element of the work be withheld until the
scope of the required services is better defined; and, 2 ) the
Professional Services Agreement include language reserving
the City's right to delay and /or cancel this element of the
work, and to re- negotiate the scope of services and the
amount of the fee for said work.
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Master Drainage Study and
Stormwater Management Program
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E. E4<
A re -cap of the fees quoted by each of the firms submitting
proposals is as follows:
* Includes additional services
In order to allow for some flexibility in determining the amount
of the fee and the level of effort to be provided by the City,
the proposal submitted by Hawks & Associates provided for
certain service to be provided by the City or by the consultant
at an extra cost. A re -cap of those additional services and
costs are as follows:
Stormwater
Raster Drainage
Management
Firm
Study
PrMA
Total
Dwight French & Associates
87,500
49,750
137,250
Woodward -Clyde and Boyle,
57,383
41,470
98,853
joint venture
1,560
1,560
Camp, Dresser & McKee
51,890
25,025
76,915
Hawks & Associates
* 37,260
* 17,000
54,260
* Includes additional services
In order to allow for some flexibility in determining the amount
of the fee and the level of effort to be provided by the City,
the proposal submitted by Hawks & Associates provided for
certain service to be provided by the City or by the consultant
at an extra cost. A re -cap of those additional services and
costs are as follows:
It is anticipated that some staff support can be provided in
some of these areas and that final costs will be less than the
amount quoted. It is recommended, however, that the full amount
of these additional services be funded to allow flexibility in
the amount of staff time to be committed to these efforts.
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Stonwater
Raster Drainage
Management
Item
Study
am
Total
Base Fee
33,000
16,000
49,000
Existing Facility As- Builts
2,200
2,200
Drainage Problem Areas
1,560
1,560
Land Use Info
500
500
Ordinances & Policies
11000
Fee Sub -Total
37,260
17,000
54,260
Reimbursable Exp (Max.)
3,740
1,000
4,740
Total
41,000
18,000
59,000
It is anticipated that some staff support can be provided in
some of these areas and that final costs will be less than the
amount quoted. It is recommended, however, that the full amount
of these additional services be funded to allow flexibility in
the amount of staff time to be committed to these efforts.
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Master Drainage Study and
Stormwater Management Program
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G. Fiscal Impact
1. Discussion of Potential Funding Sources
a. NPDES Assessment -- All of the other cities in the County
have chosen to fund all or a portion of the cost of NPDES
compliance through the levy of an NPDES assessment via a
Flood Control Benefit Assessment administered by the
Ventura County Flood Control District (VCFCD).
b. Gas Tag -- In that public streets contribute to both
stormwater run -off (Master Drainage Study) and to the
pollution of same ( Stormwater Management Program), the
funding of both of these programs can be funded by the Gas
Tax Fund. This is one of the sources currently used to
fund the program.
c. General Fund -- Both of these programs provide general
benefit to the City (e. g. improved pollution prevention
maintenance practices, future storm drains benefitting
already developed properties, etc.) and, therefore, could
be funded by the General Fund. This is one of the sources
currently used to fund the program.
d. Drainage Fee -- As discussed earlier in this report, a
portion of the cost of the preparation of the Master
Drainage Study should be recovered from the developers of
vacant properties through the payment of a Drainage fee.
e. Redevelopment Agency -- Both of these programs benefit the
properties within the boundaries of the Moorpark
Redevelopment Agency and are, therefore, eligible for
partial funding by that agency.
2. Proposed Budget Amendment -- It is recommended that the fund
appropriations and budget be amended as follows:
Funding Source
General Fund
Gas Tax
Redevelopment
Sub -Total
Total
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Current
Bud9et
10,000
10,000
0
20,000
20,000
Propgsed Budget
Consultant
19,000
20,000
20.000
Other Costs
5,500
5,500
0
591000 11,000
70,000
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Stormwater Management Program
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3. Tentative Budget Figures -- The above recomended revised
budget figures are only tentative in nature. One of the
tasks to be asked of the consultant will be to determine the
percentage of the City's watershed which is within the
boundaries of the Moorpark Redevelopment Agency. It is the
intent of staff to then request that the Redevelopment Agency
fund a portion of these cost based on that percentage. The
remainder of the costs would then be shared (50/50) by the
General Fund and the Gas Tax Fund.
It is requested that the above figures be aboved at this time
with the knowledge that an adjustment will be requested when
the exact distribution percentage is known.
RECOMMENDED ACTION (Roll Call Vote)
Staff recommends that the City Council take the following actions:
1) Approve the revised funding appropriation and budget amendment
set forth in Section G -2 of this report;
2) Direct staff bring this matter before the Moorpark Redevelopment
Agency to request consideration of an appropriation of $20,000
for the Redevelopment Agency's share of these costs;
3) Approve the selection of Hawks & Associates to prepare a Master
Drainage Study for a Not to Exceed fee of $37,260, plus
reimbursable expenses Not to Exceed $3,740, for a total of
$41,000;
4) Approve the selection of Hawks & Associates to prepare a
Stormwater Management Program for the City for a Not to Exceed
fee of $17,000, plus reimbursable expenses Not to Exceed $1,000,
for a total of $18,000;
5) Direct the City Manager to delay the issuance of the Notice to
Proceed and reduce the Scope of Work and fee for the Stormwater
Management Program, based on revised requirements of the NPDES
Permit;
6) Approve a ten per cent (10 %) contingency for both of the
professional services described in recommendation #3 and #4
above, and authorize the City Manager to approve additional
work, if required, not to exceed ten percent (10 %) of the
contract amounts for said services; and,
7) Authorize the City Manager to sign necessary contract documents.
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