REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Revel Environmental Manufacturing, Inc. for Maintenance, Data Collection and Reporting for Installed Full Trash Capture Devices
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Municipal Regional Stormwater NPDES Permit (MRP) requires permittees to achieve no visual impact from trash (100 percent trashload reduction) in the stormwater system by the year 2022. In FY 2016/17, it was determined that the City had attained 85 percent trashload reduction through a combination of full trash capture netting systems at the Westside Retention Basin, 574 full trash capture devices installed in individual stormwater catch basins located in City streets, enhanced commercial/industrial street sweeping, and the implementation of single-use carryout bag and expanded polystyrene foam food serviceware ordinances. The intent of the trash capture devices is to trap all particles retained by a 5mm mesh screen such as cans, plastics, paper, cigarette butts and other debris from the stormwater system before they enter creeks and rivers in route to the San Francisco Bay.
The City of Santa Clara has been divided into 13 trash management areas (TMA) as shown in Attachment 1. Full trash capture devices have been installed in medium to high trashload generating portions of TMA 1, 2, 3, 4, 6, 7, 8, and 12 to achieve the current percent trashload reduction. Full trash capture devices will need to be installed in catch basin inlets in all of TMA 9 and portions of TMA 5, 10, 11, and 13 to achieve the 100 percent trashload reduction mandate by June 30, 2022.
The MRP requires that the full trash capture devices be cleaned at least two times per fiscal year and that data be collected for each service. The service report data includes items such as the inlet identification number, date of service, percentage of filter capacity taken up by debris, and estimated amount and characterization of debris removed. If a specific full trash capture device filter is over 50 percent filled with debris after two consecutive services, the cleaning frequency needs to be increased. The City had contracted with Revel Environmental Manufacturing, Inc. (REM) to provide, install, and maintain the 574 full trash capture devices; that agreement expired on April 30, 2020.
DISCUSSION
A formal Request for Proposals (RFP) procurement process was conducted in accordance with Santa Clara City Code Section 2.105.330 General Services - Contracting procedures to select a contractor to perform maintenance, data collection and reporting for full trash capture devices. The procurement was posted on BidSync from September 4 - September 25, 2020, and the City received two proposals to provide services.
Proposals were evaluated based on the proposal responsiveness, contractor experience, technical capability, and cost. Revel Environmental Manufacturing, Inc. (REM) was selected to provide maintenance, data collection and reporting services for installed full trash capture devices installed in the public right-of-way.
REM was determined to have the most experience and technical capability. As the manufacturer of the currently installed devices, REM has a unique knowledge of the devices and scope of services to provide the work required. Furthermore, the Contractor has maintained a good relationship with the City by providing high quality work and meeting City expectations in the current agreement. Finally, selecting REM is also the most cost-effective option for the City (see Full Trash Capture Summary Table, Attachment 2).
The term of the agreement (Attachment 3) with REM is five years and provides options for the City to increase the number of devices serviced and/or increase the maintenance frequency. This will allow the City the flexibility to service and monitor additional trash capture devices that get added in the future and increase the service interval for trash capture devices that need to be cleaned more often. It is estimated that over the course of five years, four hundred additional trash capture devices will need to be installed.
The City will need to purchase, install and maintain additional full trash capture devices in FY 2021/22 to achieve the 100 percent trashload reduction mandate by June 30, 2022. The primary reason for this is that the Regional Water Quality Control Board will eliminate source control credits the City is currently receiving for having ordinances banning single-use carryout bags and polystyrene food containers. This change to the calculation process will reduce the City’s current trashload reduction by 14 percent (8 percent reduction for single-use carryout bag ordinance and 6 percent reduction for expanded polystyrene foam food serviceware ordinance). Additional full trash capture devices will need to be purchased, installed and maintained to return to the 100 percent trashload reduction level during the next MRP term.
The City will work with a consultant to determine the specific storm drain catch basin inlets for future full trash capture device installation this winter. A separate formal procurement will be conducted in 2021 to procure a vendor to provide and install the additional full trash capture devices. Funding for the purchase and installation of full trash capture devices is included in the Urban Runoff Pollution Prevention Program capital project in the FY 2020/21 and FY 2021/22 Adopted Biennial Capital Improvement Program Budget. The service of additional full trash capture devices that will be installed in the future will be covered under this agreement.
This agreement includes a section covering prevailing wage.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities,” as the activity consists of the repair, maintenance or minor alteration of existing facilities involving no or negligible expansion of the use beyond that presently existing.
FISCAL IMPACT
The amount to be paid to Revel Environmental Manufacturing, Inc. over the five year term of the agreement is estimated to be $596,068 (calculation based on 574 devices serviced two times per year, plus 200 additional services multiplied by five years, plus 200 future devices serviced two times per year beginning in FY 2021/22 multiplied by four years, plus the 200 future devices serviced two times per year in FY 2024/25, plus a 10 percent contingency). The FY 2020/21 Operating Budget for the General Fund - Storm Drain Nonpoint Source Program includes funding for this contract. Funding in future years will be incorporated into the budget development process.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Approve and authorize the City Manager to finalize and execute an agreement with Revel Environmental Manufacturing, Inc. to perform maintenance, data collection and reporting for full trash capture devices for an amount not-to-exceed $596,068 over the five year term of the agreement, subject to the appropriation of funds; and
2. Authorize the City Manager to make minor modifications to the agreement, including time extensions, as necessary.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Map of City’s Trash Management Areas
2. Full Trash Capture Summary Table
3. Agreement