TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JULY 23, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH RON’S MAINTENANCE FOR STORM DRAIN CATCH BASIN DEBRIS REMOVAL SERVICES (FUNDING SOURCE: SEWER FUND)
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SUMMARY
The City currently maintains 236 storm drain catch basins. As part of the City’s Municipal Stormwater Permit, debris must be routinely removed from the catch basins. In addition, the City is responsible for maintaining records regarding the types and volumes of material removed. Debris removal is currently scheduled twice annually, typically in October and April, at the start and end of the rainy season.
The City currently contracts with Ron’s Maintenance for catch basin cleaning services at a cost of $40 per catch basin and $20 for each “no dumping” stencil. The current five-year contract expired June 30, 2024. Ron’s Maintenance proposes continuing to provide service to the City at the current rates. City staff identified a recent competitive bid conducted by the City of Palos Verdes Estates, resulting in a contract price of $64 per catch basin and $20 for each stencil. Based upon the City of Palos Verdes Estates competitively bid contract, City staff has determined that the City’s current contract rates are at or below market rates. As a result, staff recommends entering into a contract with Ron’s Maintenance for catch basin cleaning services.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a five-year contract with Ron’s Maintenance for storm drain catch basin debris removal services in an amount not to exceed $23,600 per year.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Direct staff to solicit bids.
• Request more information from staff.
FINANCIAL REVIEW
The City currently has 236 City-maintained storm drain catch basins. Current maintenance practices include removing debris from the 236 catch basins twice annually. At a cost of $40 per catch basin, the cost of twice-yearly cleaning is anticipated to be $18,880. In addition, NPDES “no dumping” stencils are typically refreshed annually at a cost of $20 each or $4,720 annually. The annual anticipated expenditures total $23,600. Staff recommends contracting with Ron’s Maintenance for a five-year term in an amount not to exceed $23,600 annually. Funding to cover the cost of the contract is included in the 2024-26 Community Services Department budget.
This purchase complies with all City purchasing guidelines. The City’s Purchasing, Bidding & Contracting Policy allows for a competitive bidding process to be completed by another agency. Where the price to the City is equal to or better than the price to the other agency that completed the competitive bidding process, the City may rely on that competitive bidding process. As the City of Palos Verdes Estates completed a competitive bidding process, and the City of Claremont’s proposed unit price is lower than the competitively bid price, this proposed contract meets the City’s purchasing requirements. Contract documents are available for review in the City Clerk's office.
The staff cost to prepare this report and administer this contract is estimated at $1,700 and is included in the operating budget of the Community Services Department.
ANALYSIS
The City contracts for biannual catch basin cleaning services. The scope of work includes removing the lid of the catch basin, sweeping the walls and floors, collecting and disposing of debris at a legal disposal site, greasing the threads of the securing bolts on the lid, re-stenciling the service data and NPDES logo, and compiling the required NPDES maintenance logs after each cleaning. The logs include the type and volume of material collected and must be submitted to the City following each service.
In 2019, the City solicited competitive bids for catch basin cleaning. The low bid was $40 per catch basin cleaning and $20 per stencil refresh from Ron’s Maintenance. The City subsequently awarded a five-year contract to Ron’s Maintenance. Ron’s Maintenance proposes to maintain the competitively bid 2019 rate of $40 per catch basin and $20 per stencil refresh. City staff evaluated a recent competitive bid conducted by the City of Palos Verdes Estates which resulted in a contract price of $64 per catch basin and $20 per stencil refresh. Based upon the City’s 2019 competitive bid and the recent City of Palos Verdes competitive bid, staff recommends continuing to contract with Ron’s Maintenance at a cost of $40 per catch basin and $20 per stencil refresh as the current rate is determined to be at or below market rates.
Staff recommends entering into a contract with Ron’s Maintenance. As noted, Ron’s Maintenance holds the City’s current contract and has proven themselves reliable and knowledgeable. They also have served the cities of Ventura, Simi Valley, Agoura Hills, as well as the County of Los Angeles and County of Orange.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager