HomeMy WebLinkAbout09 - BA-043 - Storm Drain Maintenance Contract ServicesCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 9
February 25, 2003
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: General Services Department
David E. Niederhaus, Director, 644 -3055
SUBJECT: Budget Amendment to Appropriate Additional Funds for Storm
Drain Maintenance Contract Services
APPLICANT NAME: N/A
ISSUE:
Should the City authorize a budget amendment to appropriate additional funds in the
amount of $27,500 to pay for unanticipated costs associated with NPDES permit
compliance?
RECOMMENDATION:
Approve the attached budget amendment appropriating additional funds in the amount of
$27,500 for storm drain maintenance contract services.
DISCUSSION:
Background:
In 1987, amendments to the Federal Clean Water Act added Section 402 (p) which
established a framework for regulating municipal and industrial (including construction)
storm water discharges under the National Pollutant Discharge Elimination System
( NPDES). The regulation requires NPDES permits for storm water discharges from
municipal storm sewer systems, as well as other designated storm discharges that are
considered significant contributors of pollutants to the waters of the United States.
The City of Newport Beach is a co- permittee to the County of Orange NPDES permit and
is obligated to comply with the orders of the local offices of the California Regional Water
Quality Control Board (Santa Ana Region). As a co- permittee, the City is obligated to
inspect, clean and maintain at least 80% of its drainage facilities on an annual basis, with
100% of the facilities included in a two -year period beginning July 2002. To date, the City
maintains and is responsible for 2,898 storm drains and 15,645 linear feet of v- ditches.
BA for Storm Drain Maintenance Services
February 25, 2003
Page 2
In response to the new permit requirements, a committee was established consisting of the
City Manager, Assistant City Manager (Kill), the General Services, Administrative
Services, Utilities, Planning and Building Directors, and the Assistant City Attorney. The
Committee's objective was to determine how the City's operations would be impacted by
the new requirements and to make recommendations for permit compliance. The
Committee met August 2002, November 2002, and January 2003. The Committee's
efforts included a review of existing maintenance operations, identification of the current
maintenance cost per catch basin, a discussion of short and long -term goals, and a review
of cost effective options for achieving permit compliance.
At the recommendation of the City NPDES Committee, staff obtained competitive bids
from prospective contractors in October 2002 to clean the City's storm drain facilities. Six
firms responded. The lowest bid was submitted by United Stormwater; however, no action
was taken by the Committee at that time to recommend the award of a contract.
In November 2002, after reporting to the NPDES Committee that City crews would soon be
diverted from storm drain tasks to winter tidal valve tasks, staff was directed by the City
Manager to proceed with contracting storm drain maintenance services to assure that
100% of the City's drainage facilities were cleaned prior to the end of the current fiscal
year, and in advance of the anticipated El Nino season.
United Stormwater was hired to perform the services and began work in mid - December.
The work was completed by early January. A total of 888 basins were cleaned by the
contractor at a cost of $27,634.
The contract was funded with funds appropriated to the Operations Support Division of the
General Services Department. The original appropriation was intended for a variety of on
going contract maintenance services at various City facilities. The account needs to be
reimbursed in order for essential facility maintenance programs to continue through the
rest of the fiscal year. Some of these programs include janitorial, pest control, graffiti
removal, painting, uniform, and steam cleaning services.
The attached budget amendment in the amount of $27,500 has been prepared for Council
approval. Funds to reimburse the General Services Department account would come from
the General Fund.
Environmental Review:
Not applicable.
Funding Availability:
The requested funds are not available in the current budget.
Prepared by:
lI .',
I�h (`.� i l (J
Miriam Eldridge
Administrative Analyst
Attachment: (A) Budget Amendment
BA for Storm Drain Maintenance Services
Submitted by:
David E. Niederhaus
Director
February 25, 2003
Page 3
CITY OF NEWPORT BEACH
REQUESTS FOR FUNDS
Date February 25, 2003
TO: Administrative Services Director
FROM: General Services Director
SUBJECT: Request for Funds
Request for additional funds, $27,500
Funds are not available in the current budget.
Additional appropriation to the account numbers noted below is requested:
Operations Sort (Division 3140)
3140 -8080 Professional Services $27,500
Funds are required to reimburse funds expended on unanticipated storm drain
maintenance services to comply with NPDES permit requirements.
�Y� z . %�st:✓
General Services Director
Approv d:
qvn... �.
City Manager
Administrative Services Director
City of Newport Beach NO. BA- 043
BUDGET AMENDMENT
2002 -03 AMOUNT: $27,500.00
-FFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
x Increase Expenditure Appropriations AND x Decrease in Budgetary Fund Balance
Transfer Budget Appropriations No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To post additional appropriations to reimburse funds expended on unanticipated storm drain maintenance services to
comply with NPDES permit requirements.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Fund Account Description
010 3605 General Fund Fund Balance
- IFVENUE ESTIMATES (3601)
Fund /Division Account Description
EXPENDITURE APPROPRIATIONS (3603)
Signed:
Financial Approval:
fined:
Signed:
Administrative
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$27,500.00 '
$27,500.00
' Automatic System Entry .
o? - /V -O
Date
Z// d3
Date/
Date
Description
Division
Number
3140 General Services - Operations Support
Account
Number
8080 Professional Services
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Division
Number
Account
Number
Signed:
Financial Approval:
fined:
Signed:
Administrative
Services Director
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$27,500.00 '
$27,500.00
' Automatic System Entry .
o? - /V -O
Date
Z// d3
Date/
Date