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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 1 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 2 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 3 Reference Contract No. 9217 (CCS).