Agenda Item

AGENDA STAFF REPORT

 

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† ASR Control 17-000120

 

MEETING DATE:

05/09/17

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Public Works†† (Approved)

Department contact person(s):

Shane Silsby (714) 667-9700

 

 

Kevin Onuma (714) 647-3939

 

 

Subject: Renewal of Catch Basin Cleaning Services Contract

 

††††† ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

††† Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2017-18 $500,000
FY 2018-19 $500,000
FY 2019-20 $500,000

 

 

 

††† Staffing Impact:

No

# of Positions:

Sole Source: No

††† Current Fiscal Year Revenue: N/A

Funding Source: OC Road Fund 115: 100%

County Audit in last 3 years: No

 

 

††† Prior Board Action: 6/23/2015 #22

 

RECOMMENDED ACTION(S):

 

Authorize the County Purchasing Agent or authorized Deputy to renew and amend the Contract with Ronís Maintenance, Incorporated for Catch Basin Cleaning Services in an amount not-to-exceed $1,500,000, commencing July 1, 2017, through June 30, 2020, for a revised cumulative Contract total amount not-to-exceed $2,300,000.

 

 

 

 

SUMMARY:

 

Renewing and amending the Contract with Ron's Maintenance, Incorporated for Catch Basin Cleaning Services will allow OC Public Works to remain in compliance with the Municipal Separate Storm Sewer System regulation requirements to clean each catch basin at least once every two years.

 

 

 

BACKGROUND INFORMATION:

 

The Municipal Stormwater Permitting Program regulates stormwater discharges from Municipal Separate Storm Sewer Systems (MS4) and the MS4 permits are issued in two phases.

 

Under Phase I, which started in 1990, the State Regional Water Quality Control Board (SWRCB) adopted National Pollutant Discharge Elimination System stormwater permits for medium (serving between 100,000 and 250,000 people) and large (serving 250,000 or more people) municipalities. Most of these permits are issued to a group of co-permittees encompassing an entire metropolitan area.

 

On April 30, 2003, as part of Phase II, the SWRCB issued a General Permit for the discharge of stormwater from Small MS4s (WQ Order No. 2003-0005-DWQ) to provide permit coverage for smaller municipalities (population less than 100,000), including non-traditional Small MS4, such as military bases, public campuses, prisons and hospital complexes. The Phase II Small MS4 General Permit covers Phase II permittees statewide. On February 5, 2013, the Phase II Small MS4 General Permit was renewed and became effective on July 1, 2013.

 

Establishing an annual contract for catch basin cleaning, inspecting, stenciling, placarding and vacuum truck services will allow OC Public Works to continue to keep the County and contracted cities in compliance with the MS4 Phase I permit. The MS4 Phase I permit mandates that every catch basin within the County unincorporated areas needs to be cleaned at least once every two years.However, OC Public Works strives to clean every catch basin (with the current number at 2,314) at least once annually.Performing this task allows OC Public Works to ensure that all catch basins are clear of debris and working as designed to prevent flooding to adjacent properties.

 

On June 23, 2015, the Board of Supervisors (Board) approved Contract MA-080-15011920 (Contract) with Ronís Maintenance, Incorporated for Catch Basin Cleaning Services, commencing on July 1, 2015, through June 30, 2016, in an amount not-to-exceed $400,000; renewable for four additional years. This Contract was awarded as a result of an Invitation for Bid.

 

On April 15, 2016, the County Deputy Purchasing Agent renewed the Contract with Ronís Maintenance, Incorporated for Catch Basin Cleaning Services commencing on July 1, 2015, through June 30, 2016, in an amount not-to-exceed $400,000, renewable for three additional years.

 

Due to the additional catch basins (roughly 71) associated with the Rancho Mission Viejo storm drain system, OC Public Works is requesting the annual contract amount be increased from $100,000 to $500,000.

 

The contractor has successfully performed its obligations in the most recent Contract period. Therefore, OC Public Works requests that the Contract with Ronís Maintenance, Incorporated be renewed for the term commencing on July 1, 2017, through June 30, 2020, in an amount not-to-exceed $1,500,000.

 

In accordance with Section 3.3-102 of the Contract Policy Manual, approval by the Board shall be required for all service contracts where for any year of the Contract the annual value to any one contractor exceeds $100,000.

 

Compliance with CEQA: The subject project was previously determined by the Board to be Categorically Exempt from the provisions of CEQA pursuant to Section 15301, Class 1 at the time the Contract was approved on June 23, 2015, since it involved an agreement to support maintenance of existing public facility runoff catch basins in the unincorporated areas of the County.

 

 

 

 

FINANCIAL IMPACT:

 

Appropriations and revenue for the Contract are included in the FY 2017-18 Recommended Budget for OC Road Fund 115 and will be included in the budgeting process for future years.

 

The proposed Contract includes a provision stating the Contract is subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Amendment #2, with Ron's Maintenance, Incorporated MA-080-15011920
Attachment B - Strikethrough Contract with Ron's Maintenance, Incorporated
Attachment C - Contract Summary Form