HomeMy WebLinkAbout5.9 Amendment to the Agreement with Storm Water Inspection & Maintenance Services LLC for Trash Capture Device Maintenance Services
STAFF REPORT
CITY COUNCIL
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Agenda Item 5.9
DATE: June 17, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Colleen Tribby, City Manager
SUBJECT:
Amendment to the Agreement with Storm Water Inspection &
Maintenance Services LLC for Trash Capture Device Maintenance
Services
Prepared by: Julius Pickney, Management Analyst II
EXECUTIVE SUMMARY:
The City Council will consider approving an amendment to the agreement with Storm Water
Inspection & Maintenance Services LLC for trash capture device maintenance services.
STAFF RECOMMENDATION:
Adopt the Resolution Approving an Amendment to the Agreement with Storm Water
Inspection & Maintenance Services LLC for Trash Capture Device Maintenance Services.
FINANCIAL IMPACT:
The proposed amendment will increase the agreement term by two years and increase the
total not-to-exceed compensation amount to $669,365. The cost of these services will be
charged to the Public Works Department in accordance with the adopted annual operating
budget.
DESCRIPTION:
The Public Works Department utilizes consultants and contractors on Capital Improvement
Program (CIP) projects, private development projects, and City operat ion and maintenance
programs. On October 19, 2022, the City Council adopted Resolution 122 -22 approving an
agreement with Storm Water Inspection & Maintenance Services, Inc. for trash capture device
maintenance services (Attachment 3). The term of the existing agreement expires on June 30,
2025. The proposed amendment extends the term of service, by two years, to June 30, 2027,
and increases the not-to-exceed (NTE) compensation from $327,540 to $669,365. The
increase to the NTE includes a contingency of $31,075 for unforeseen, as-needed, or
additional services requested by the City. The amendment also reflects the contractor’s
business name change to Storm Water Inspection & Maintenance Services, LLC (SWIMS).
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The Municipal Regional Stormwater National Pollutant Discharge Elimination System Permit
(MRP) requires that permittees reduce trash discharges to local waterways through installation
of trash capture devices, or equivalent methods. The MRP requires a 90% reduction of trash
discharges, but the requirement is increasing to 100%. To meet the 100% requirement, the
City will be installing 80 new storm drain inlet (SDI) trash capture devices this summer. SDI
trash capture devices are installed in standard storm drain inlets which capture a small
drainage area (typically less than an acre).
The new trash capture devices will bring the total number of City-owned SDI trash capture
devices to 216. The City also owns 21 hydrodynamic separators, including three new devices
installed at Don Biddle Community Park. Hydrodynamic separators are underground devices
capable of removing trash from stormwater runoff from a larger drainage area than an SDI
trash capture device.
The MRP requires the inspection and maintenance of stormwater treatment measures to
ensure that pollutants are prevented from entering storm drains, creeks, and eventually the
San Francisco Bay. To remain in compliance with the MRP and maintain the City’s stormwater
treatment infrastructure, Staff is recommending amending the existing agreement with SWIMS
to provide two more years of maintenance and to increase the not-to-exceed compensation
amount by $341,825 for the maintenance of existing and new stormwater treatment measures
for the two-year term extension.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving an Amendment to the Agreement with Storm Water Inspection &
Maintenance Services LLC for Trash Capture Device Maintenance Services
2) Exhibit A to Resolution – First Amendment to Contractor Services Agreement between the
City of Dublin and Storm Water Inspection & Maintenance Services LLC
3) Contractor Services Agreement between the City of Dublin and Storm Water Inspection &
Maintenance Services, Inc.
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Attachment 1
Reso. No. XX-25, Item X.X, Adopted XX/XX/2025 Page 1 of 1
RESOLUTION NO. XX – 25
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AN AMENDMENT TO THE AGREEMENT WITH STORM WATER INSPECTION
& MAINTENANCE SERVICES LLC FOR TRASH CAPTURE DEVICE MAINTENANCE
SERVICES
WHEREAS, on October 18, 2022, the City Council adopted Resolution No. 122 -22
Approving the Contractor Services Agreement with Storm Water Inspection & Maintenance
Services, Inc. for Trash Capture Device Maintenance Services with a not-to-exceed compensation
amount of $327,540 over a three-year term; and
WHEREAS, the City desires to amend the current Agreement to extend the term to June
30, 2027, and to increase the not-to-exceed compensation limit to $669,365; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
herby approve the First Amendment to the Contractor Services Agreement with Storm Water
Inspection & Maintenance Services LLC, attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager, or designee, is authorized to execute
the amendments to the agreement, attached hereto as Exhibit A, and make any necessary, non-
substantive changes to carry out the intent of this Resolution.
PASSED, APPROVED AND ADOPTED this 17th day of June 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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FIRST AMENDMENT TO CONTRACTOR SERVICES AGREEMENT
BETWEEN THE CITY OF DUBLIN AND
STORM WATER INSPECTION & MAINTENANCE SERVICES LLC
WHEREAS, on October 19, 2022, the City of Dublin (hereinafter referred to as
"CITY") and Storm Water Inspection & Maintenance Services LLC (hereinafter referred to as
"CONTRACTOR") entered into a Contractor Services Agreement for trash capture device
maintenance services (hereinafter referred to as the “AGREEMENT”); and
WHEREAS, the existing AGREEMENT will expire on June 30, 2025; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
AGREEMENT to extend the term through June 30, 2027 by modifying section 1.1, and to
increase the not to exceed compensation amount to $669,365 by modifying section 2; and
WHEREAS, the CITY and CONSULTANT now wish to amend the
AGREEMENT to update the Compensation Schedule & Reimbursable Expenses by replacing
Exhibit B of the AGREEMENT.
NOW THEREFORE, for good and valuable consideration, the sufficiency of
which is hereby acknowledged, the AGREEMENT is amended as follows:
1)The end of the term, set forth in section 1.1 of the AGREEMENT, shall be extended
until June 30, 2027
2) The compensation amount set forth in section 2 of the AGREEMENT shall be
increased to a sum not to exceed $669,365, which includes a contingency of $31,075.
3) Exhibit B shall be rescinded in its entirety and replaced with the attached revised
exhibit.
4) Except to the extent inconsistent with this First Amendment, the Parties ratify and
confirm all of the terms and conditions of the AGREEMENT.
5) All requisite insurance policies to be maintained by the CONTRACTOR pursuant to the
AGREEMENT, as may have been amended from time to time, shall include coverage
for the amended term, as described above.
6) The individuals executing this Amendment and the instruments referenced in it on
behalf of CONTRACTOR each represent and warrant that they have the legal power,
right and actual authority to bind CONTRACTOR to the terms and conditions of this
Amendment.
SIGNATURES ON THE FOLLOWING PAGE
Attachment 2
Exhibit A to the Resolution
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IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be
executed as of the date of the City Manager’s signature below.
CITY OF DUBLIN STORM WATER INSPECTION & MAINTENANCE SERVICES LLC
By: _____________________________ By: _____________________________
Colleen Tribby, City Manager Todd Hudson, Chief Operating Officer
Dated:
ATTEST:
By: _____
Marsha Moore, City Clerk
APPROVED AS TO FORM:
By: _____________________________
City Attorney
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EXHIBIT B - COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
Proposed Services:
Annual Maintenance Estimate For:
216 Catch Basin Filters – 3x Per Year
2 Filterra Units – 2x per Year
21 CDS Vault Inspections – 2x Per Year
21 CDS Vault Pump Outs – 1x Per Year
Install 3 Media Pillows in each CDs vault – 1x Per Year
Products & Services Description Quantity Unit Price Total
Storm Drain Inlet
Filter
Inspect, Service, Maintain Storm Drain
Inlet Filters Three (3) Times Per Year.
Power vacuum all sediment and surface
debris. Inspect and replace media as
needed. Install drain tags at each
service. Dispose of sentiment/debris per
EPA Standards. Detailed digital report
with before/after pictures included.
648 $125 $81,000
HDS Unit –Inspection
Performance Evaluation Two (2) Times
Per Year. All sediment and water levels
measured, inspection of in-flow and
outflow pipes, inspection for all
functioning parts. Detailed digital report
with pictures included.
42 $425 $17,850
HDS Unit – Pump Out
One (1) Time Per Year - Remove all
floatables, decant stormwater, pump out
all sediment and debris. Pressure
wash/power vacuum sump floor and
separation screen. Dispose of sediment
and debris at approved landfill. All crew
confined space equipped and certified.
Price includes up to 320 gallons of
sediment removed. An additional $3.20 /
gallon will be charged for anything above
320-gallons of sediment removed.
Detailed digital report with before/after
pictures included.
21 $2,300 $48,300
Filterra Maintenance
Service Two (2) Times Per Year. Remove
and dispose of all mulch, trash, debris
and sediment. Inspect filter media, plant
condition, energy dissipating rocks.
Replace mulch and dispose of spent non-
hazardous mulch. Detailed digital report
with pictures included.
4 $625 $2,500
Media Pouch Install
One (1) Time Per Year - Install Media
Pouch with Perlite Filter Media. 3 Pillows
per CDS Unit, or as directed by the City.
63 $75 $4,725
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Traffic Control for
Maintenance Events
(as needed)
Traffic control to be performed by a C31
certified company where lane closures
are needed. Pricing includes all labor,
materials and 2-man crew to assist
SWIMS in safely servicing these units.
$2,250 per 8-hour day at Prevailing
Wage Rates. Total necessary days will be
determined after the site walk is
completed and the traffic control plan is
determined.
0 $2,250 $0.00
New Traffic Control
Pages (Only as need)
Site specific traffic control plans will be
developed and submitted to the City’s
Traffic Engineer for approval of any area
requiring lane closures. The number of
pages required will be determined once
the site walk has been conducted to
determine total lane closures. If a PE
stamp is required, the cost per page is
$750.
0 $375 $0.00
Mobilization Fee /
Fuel Surcharge Per
Vehicle / Day
Mobilization and demobilization of each
visit, fuel costs, transportation and
delivery of materials.
20 $50.00 $1000
Total $155,375
TERMS & CONDITIONS: SWIMS cannot guarantee the effectiveness of any filtration system,
device, or product and must refer customer to the manufacturer. SWIMS is not responsible for any
malfunction to the filter structure, system or other devices that results from negligence, improper
installation, lack of maintenance, maintenance by on-site or third parties or damage to filter
structures from natural occurrences. Maintenance contracts do not include the costs for repair or
replacement of damaged filter structures or system devices. Additional services or repairs will not be
performed without consent of customer and will be quoted and invoiced separately from this
contract.
PRICING: All estimates are valid for 60 days.
FEES: Any third-party compliance fees or vendor portals, additional insurance requirements,
invoicing fees, or additional requirements imposed by the Customer will be added to the cost of
services.
TRAFFIC CONTROL & PREVAILING WAGE: SWIMS does not include Traffic Control,
Payment/Performance Bonds or Prevailing Wage in estimates unless specifically noted as a line
item and rates are specified.
ACCESS: The Customer is responsible for all service areas (vaults, catch basins, etc.) being
accessible and unobstructed on the day of the scheduled service. If SWIMS is unable to complete
the full scheduled service due to lack of access, the entire amount for that scheduled service will still
be charged to the Customer. If a return trip is requested, it is the Customer’s responsibility to request
SWIMS to return and a $500.00 mobilization fee will be charged. Site maps are available upon
request so proper arrangements can be made prior to our arrival.
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CHANGE IN MANAGEMENT: If there is a change in the responsible party for the property, a written
notification needs to be given to SWIMS at least 30 days prior to next service. If notification is not
provided to SWIMS, the Customer is still responsible for all invoices for work performed prior to
SWIMS being notified.
All CPI increases shall be calculated by Consultant and requested for adjustment each May,
effective each July 1st. Rate increases shall not exceed 3% for that period of time and this shall be
submitted to the Public Works Management Analyst, or their designee, for approval prior to taking
effect. Remit invoices to PWInvoices@dublin.ca.gov.
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