For City Council Meeting [November 12, 2024]
TO: Honorable Mayor and City Council
APPROVAL: G. Michael Milhiser, Interim City Manager
AUTHOR: Tim Sullivan, Director of Public Works
Title
Request City Council to: 1) Approve a Contract Change Order to Harris & Associates in the Amount of $957,431 for Preparation of a Stormwater Condition Assessment Pursuant to the City’s “On-Call” Agreement; and 2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve a Contract Change Order to Harris & Associates in the Amount of $957,431 for Preparation of a Stormwater Condition Assessment Pursuant to the City’s “On-Call” Agreement; and,
2. Authorize the City Manager or Their Designee to Execute all Related Documents.
BACKGROUND:
The City of Rialto operates and maintains a storm drain pipeline network that collects and transports stormwater to mitigate the risk of flooding, reduce water pollution, and protect public health and safety. A comprehensive asset management system is essential to effectively maintain and operate these critical stormwater assets and maximize their useful life.
On February 14, 2023, the City Council approved a purchase order in the amount of $254,251 to start the development of Rialto’s stormwater asset inventory. The initial proposal was based on as-built records that had anticipated 800 existing structures (catch basins, manholes, ditches, and outfalls) throughout the City. Upon data gathering and field verifications, over 900 unrecorded structures were discovered, causing the scope to expand to over 1,700 total existing structures. To complete the inventory and database, On October 10, 2023, the City Council approved an increase of $198,598 to the purchase order with Harris & Associates.
In September 2024, the City completed Phase 1 of its stormwater management initiative, which involved creating a detailed inventory of over 1,700 storm drain structures and 40 miles of stormwater conveyance infrastructure, all documented in a Geographic Information System (GIS) database. The next essential step is to evaluate the condition of these assets and identify necessary maintenance and capital repair needs.
ANALYSIS/DISCUSSION:
To ensure proactive maintenance and continued system improvement, staff recommends undertaking a stormwater condition assessment. This assessment is crucial to asset management, as it will evaluate the current state of the City’s stormwater infrastructure, helping to determine remaining useful life, as well as rehabilitation and replacement options.
The condition assessment will identify critical infrastructure components that require immediate capital improvements, helping to prevent costly emergency repairs and minimize the City’s overall maintenance and capital expenses.
On April 26, 2022, the City Council approved an agreement with Harris & Associates for on-call project management and related engineering services. Staff requested a proposal from Harris & Associates for the stormwater condition assessment, as they have been supporting the City with Project Management Support Services for stormwater-related tasks through their agreement.
General Scope of Services to be provided include but are not limited to the following:
• Pipe Inspection and Assessment
• Condition Assessment and Recommendations Report
• GIS Mapping Integration
Adopting a structured asset management approach will enable the City to optimize the performance and longevity of its stormwater infrastructure, react more efficiently in an emergency, reduce operational costs, and minimize the risk of failures, all while maintaining its commitment to protecting public health and safety.
A copy of the proposal from Harris & Associates is included in Attachment 1.
ENVIRONMENTAL IMPACT:
Engaging engineering professionals is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
The City of Rialto General Plan establishes various guiding principles, goals and objectives through which the City looks to improve the community and protect the quality of life for our residents. This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
Approval of this action also complies with the following City of Rialto General Plan Goals and Policies:
Goal 3-6: Require that all developed areas within Rialto are adequately served with essential public services and infrastructure.
Policy 3-6.1: Coordinate all development proposals with other affected public entities to ensure the provision of adequate public facilities and infrastructure services.
Goal 3-7: Upgrade public infrastructure as an inducement to promote private investment.
Policy 3-7.1: Link redevelopment tools with the processes of community facilities district formation and other similar funds to improve roadway and utility systems in areas with the greatest need for upgrades.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the staff report.
FINANCIAL IMPACT:
Operating Budget Impact
The proposed action will not affect the Operating Budget.
Capital Improvement Budget Impact
Funds are budgeted and available in the Storm Drain Improvements Fund Account No. 22304720-53001 in the amount of $957,431 for the contract change order with Harris & Associates.
The City assesses and collects Storm Drain Facilities Development impact fees. The fund was established to cover the costs of providing stormwater flow and retention facilities within the City necessary to accommodate new development (3.33.270 Storm Drain Facilities Development Impact Fee).
Licensing
A business license has been obtained for this scope.