sr-052510-1dCity Council Meeting: May 25, 2010
Agenda Item: ~ _D
To: Mayor and City Couhcil
From: Lee E. Swain, Director of Public Works
Subject: Second Modification to Agreement 1459 with ADS, LLC for Wastewater
Sampling and Flow Metering Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a Second Modification to Professional Services Agreement 1459 with ADS,
LLC for wastewater sampling and flow monitoring in the amount of $57,074 (including a
$10,000 contingency) for an additional two years. This will result in a new contract
amount of $111,952.64 for a total of five years.
Executive Summary
ADS, LLC was retained in July 2007 under Agreement 1459 to provide, operate, and
maintain wastewater flow meters necessary to determine City wastewater flows. The
term of-the agreement was three years. A First Modification dated January 6, 2008,
added wastewater sampling to the scope of services without extending the term. This
Second Modification in the amount of $57,074 (including a $10,000 contingency) is
requested to continue the operation, maintenance, and sampling of the wastewater for
an additional two years. The information collected is the basis for the payments to the
City of Los Angeles for wastewater service.
Background
Since the mid-1930's, the City has received wastewater from the City of Los Angeles at
the City's northern border on Pacific Coast Highway (PCH). Wastewater is conveyed
through the Coastal Interceptor Sewer. (CIS) south to the City's southern border on Main
Street. The CIS conveys combined wastewater flows from Los Angeles and Santa
Monica. Two flow metering stations are located at 415 PCH and at the 3000 block of
Main Street. The difference in the wastewater flow measured at these two stations is
used to determine the sewer flows generated in Santa Monica, pursuant to the 1999
Agreement Between the City of -Los Angeles and the City for the Conveyance;
Treatment, and Disposal of Wastewater Contract 7473 CCS (Amalgamated System
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Agreement). Under this agreement, the City pays the City of Los Angeles for
wastewater treatment and disposal. The City of Los Angeles provides this service to
many other local agencies through contract agreements.
Discussion
The accurate and timely reading and recording of wastewater flow information is crucial
to meeting the requirements of the Amalgamated System Agreement. Toward this end,
the City began contracting with ADS, LLC in 1999 for real-time monitoring and reporting
of wastewater flows at both of the City's wastewater flow metering stations. ADS
maintains the permanent flow- monitors in each station, maintains records of flow
measurements (metered every 15 minutes), and takes samples of the wastewater
quarterly. The flow monitors employed by ADS are utilized by other parties to the Los
Angeles Wastewater Agreement, are certified for use by the City of Los Angeles, and
meet the quality control criteria established by the U.S. Environmental Protection
Agency's Environmental Technology Verification Program. The amount that the City
pays the City of Los Angeles for wastewater treatment and disposal is based upon the
readings recorded and sampled at these stations.
Contractor/Consultant Selection
Beginning in 1999, the City contracted with ADS on an annual basis that required
renewal from year to year. To obtain uninterrupted services and constant pricing, the
City entered into athree-year contract with ADS on July 10, 2007. ADS was
recommended on a sole source basis based on the recommendation of the City of Los
Angeles due to the highly specialized and proprietary nature of the labor and equipment
necessary to perform the scope of work required by the Amalgamated System
Agreement. Its equipment and services are utilized by all other contract agencies in the
Los Angeles Wastewater Agreement.
The original contract with ADS in the amount of $45,417.64 included services for
operation and maintenance of automatic flow sampling devices in the sewer flow
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monitoring stations at PCH and Main Street. The term of the original agreement was
three years ending June 30, 2010. A First Modification dated January 6, 2008, in the
amount of $9,461 was executed to add flow sampling to the scope of services provided,
without any extension of the term. The original contract and first modification were
below the $70,000 threshold and therefore did not require Council approval. This
Second Modification includes operation, maintenance, sampling, and reporting in the
amount of $57,074 (including a $10,000 contingency) for an additional two years,
resulting in a new contract amount of $111,952.64 for a total of five years. Staff will
reevaluate the service requirements at the end of the term of the Second Modification.
Financial Impacts & Budget Actions
The contract to be awarded to ADS, LLC is $57,074. Funds are included in the
FY2010-11 proposed budget at account number 31661.566450.
Prepared by: Gilbert M. Borboa, Jr., P.E., Water Resources Manager
Approved:
Forwarded to Council:
Lee E. Swain Rod Gould
Director of Public Works City Manager
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Reference Contract No.
9217 (CCS).