West Valley Sanitation District Storm Drain Maintenance ServicesMEETING DATE: 09/02/14
ITEM NO: (�
�o cRi COUNCIL AGENDA REPORT 1
DATE: AUGUST 21, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST
AMENDMENT TO AN AGREEMENT WITH THE WEST VALLEY
SANITATION DISTRICT FOR STORM DRAIN MAINTENANCE SERVICES
A) EXTENDING THE AGREEMENT FOR A PERIOD OF TWO YEARS AND
B) INCREASING THE TOTAL COMPENSATION BY $6,400 PER YEAR TO
A TOTAL CONTRACT AMOUNT NOT TO EXCEED $38,000 PER YEAR
C) AUTHORIZE BUDGET ADJUSTMENT IN THE AMOUNT OF $38,000
FROM AVAILABLE NON -POINT SOURCE FUND BALANCE.
RECOMMENDATION:
Authorize the Town Manager to execute a first amendment to an agreement with the West
Valley Sanitation District for storm drain maintenance services
1) Extending the agreement for a period of two years and
2) Increasing the total compensation by $6,400 per year to a total contract amount not to
exceed $38,000 per year.
3) Authorize budget adjustment in the amount of $38,000 from available non -point source
fund balance.
BACKGROUND:
The Town contracts with the West Valley Sanitation District to provide storm drain maintenance
services to clean the Town's storm drain system. The Town is required to clean the storm drains
on a regular basis as part of the National Pollutant Discharge Elimination System (NPDES)
permit. Ongoing preventive maintenance of the storm drain system also ensures minimized
flooding during the winter storm months.
The Town entered into a two year agreement with the West Valley Sanitation District from July
1, 2012 through June 30, 2014. The original agreement provides for up to three 2 year renewals.
The First Amendment will renew the existing contract agreement through June 30, 2016.
DISCUSSION:
Staff has negotiated with the West Valley Sanitation District for continuation of these storm
drain maintenance services. The services provided through this agreement have helped the Town
PREPARED BY: MATT MORLEY ��
_ Director of Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney : Finance
PAGE 2
AUGUST 21, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST AMENDMENT
A) EXTENDING THE AGREEMENT FOR A PERIOD OF TWO YEARS AND
B) INCREASING THE TOTAL COMPENSATION BY $6,400 PER YEAR TO
A TOTAL CONTRACT AMOUNT NOT TO EXCEED $38,000 PER YEAR
C) AUTHORIZE BUDGET ADJUSTMENT IN THE AMOUNT OF $38,000
FROM AVAILABLE NON -POINT SOURCE FUND BALANCE.
DISCUSSION (cont'd):
remain in compliance with the NDPES permit requirements and to meet the preventive
maintenance needs of the storm drain system. Because the cumulative cost of the agreement
exceeds the Town Manager's $50,000 authorization limit, staff is recommending that the Town
Council authorize the Town Manager to execute an amendment to the agreement for an
additional two year period and authorize an increase in the contract amount by $6,400 per year
for a total contract amount of $38,000 per year. The increased contract costs are attributable to an
increase in labor costs incurred by West Valley Sanitation.
Ongoing regular stone drain maintenance is critical in order to keep the Town's catch basins and
stone drain lines free from debris. If this is not done on a regular basis, there is the high
potential of flooding during the winter storm months. Regular inspection and tracking of the
removal of debris from the storm drain system is also a requirement of the NDPES permit. This
is included as part of the scope of services for this agreement. The agreement also enables the
Sanitation District to respond to Town requests, as needed, for non - hazardous material
emergencies, such as blocked storm drain inlets causing localized street flooding.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a first
amendment to the agreement with West Valley Sanitation District for storm drain maintenance
services for a two year period and authorize an increase in the contract amount by $6,400 per
year for a contract amount not to exceed $38,000 per year.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
The FY 2013/14 contract for storm drain maintenance cleaning services was $31,600. For the
next two fiscal years, the estimated costs for these services will be $38,000 per year. There are
sufficient funds available in the Non -Point Source Program fund balance for this increase.