RFP - 2018-01 - MS4 and NPDES Professional Compliance and Support ServicesPage 1 of 6
CITY OF ROSEMEAD
RFP No. 2018-01
REQUEST FOR PROPOSALS (RFP) TO PROVIDE
MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4)
NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PERMIT
PROFESSIONAL COMPLIANCE AND SUPPORT SERVICES
The City of Rosemead’s Public Works Department is requesting proposals to provide a Phase I
Municipal Separate Storm Sewer System (MS4) National Pollutant Discharge Elimination
System (NPDES) Permit professional compliance and support services as required by California
Regional Water Quality Control Board, Los Angeles Region (LARWQCB) Order No. R4-2012-
0175-AO1, the amended Coastal Los Angeles County MS4 NPDES Permit.
BACKGROUND
The Public Works Department administers the City of Rosemead’s MS4 Permit Program and
local implementation of the City of Los Angeles led Upper Los Angeles River (ULAR) Enhanced
Watershed Management Program (EWMP) and Coordinated Integrated Monitoring Program
(CIMP) Plans. Permit enforcement is primarily though Rosemead Municipal Code (RMC)
Chapter 13.16 and Sanitary Sewer Overflow (SSO) response services are provided by the Los
Angeles County Consolidated Sewer Maintenance District (CSMD).
Requested services will be provided annually from July 1st to June 30th and summarized within
individual and watershed annual reports to be submitted to the LARWQCB by December 15th.
Professional Services Agreement (PSA) and Notice to Proceed (NTP) issuance after July 1st
may result in reprioritization of task scheduling and budgets, so that necessary work can be
completed in a satisfactory and timely manner.
REQUESTED SERVICES
1. Meetings: Attend kickoff meeting with City staff, six (6) regional meetings (such as
LAPG, ULAR, or MS4 Permit related workshops), and four (4) informal City staff or management
meetings or additional external meetings. Agenda and summaries will be prepared for each City
meeting; however formal presentations will not be prepared.
2. Staff Training: State registered Qualified Industrial Stormwater Practitioner (QISP),
Qualified Storm Water Pollution Prevention Plan (SWPPP) Developer (QSD), or Practitioner
(QSP). Consultant staff shall provide annual training to designated City staff:
a. Construction/Erosion Plan Review and Permitting (Permit Part VI.D.8.I.ii.(1))
b. Erosion/Sediment Control Plan Inspection (Permit Part VI.D.8.I.ii.(2))
c. Stormwater Targeted Public Employee and Contractor (Permit Part VI.D.9.k)
d. Staff Illicit Connection/Illicit Discharge Response (Permit Part VI.D.10.a.iii.(5))
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3. Public Information and Participation Program: Develop activity specific public education
content, regarding source control BMPs, use and disposal of MS4 Permit Part VI.D.5.d.i.(2)
pollutants relevant to Rio Hondo Reach 3 and downstream receiving water impairments, for
incorporation by the City Webmaster or distribution by the City.
4. Industrial/Commercial (I/C) Facilities Program: The City of Rosemead’s Business
License database consists of approximately 200 food service, 100 automotive repair, 20 Retail
Gasoline Outlets (RGO), and 6 nursery facilities, while the state Stormwater Multiple Application
and Report Tracking System (SMARTS) includes five (5) active traditional and one (1) No
Exposure Certification (NEC) Industrial General Permit (IGP) holder. Each must be inspected
twice, at least six months apart, between December 28, 2012 and the effective date of the next
MS4 Permit tentative assumed to be July 1, 2019. For half of these facilities annually, Consultant
would send a City reviewed pre-inspection notification letter on City letterhead, conduct
inspections using a City reviewed form, and develop an I/C facility program tracking database
with the attributes identified in Permit Part VI.D.6.b.ii. By July first, electronic scans of the
completed inspection forms, inspection photographs, significant business specific
communications, I/C Program tracking database, and Geographic Information System (GIS)
shape files would be submitted to the City’s Project Manager.
Consultant will review the City of Rosemead’s Business License Fee Schedule and provide
corresponding Standard Industrial Classification (SIC) and North American Industrial
Classification System (NAICS) codes for future use by City staff, during the licensing process.
Consultant will review Primary Business Activities (PBAs) in the Business License database and
identify corresponding SIC and NAICs codes. Consultant will provide per inspection category
rates, for newly identified facilities, follow up, and enforcement inspections.
Consultant will provide the identified number, type and associated I/C Facility inspections
services, identifying additional per inspection rates for each I/C identified category. At the
conclusion of the permit service period in June, electronic scans of the completed inspection
forms, inspection photographs, significant business specific communications, the tracking
database, and associated GIS shape file would be submitted to the City Project Manager. The
actual number and categories of inspections completed will be subject to adjustment based
on prioritization and funding.
a. Two (2) traditional (NOI) IGP facility inspections with pre-inspection notification letter
and development of a City approved IGP inspection form.
b. One (1) IGP facility NEC verification inspection with pre-inspection notification letter.
c. One (1) IGP Non-filer (businesses with SIC codes identified in Attachment A to the
IGP) inspection with pre-inspection notification letter.
d. One (1) IGP facility inspection, with pre-inspection notification letter, leading to
Consultant drafting, or issuing on City Letterhead, an NOV letter.
e. One hundred (100) Commercial Food Service (FS) inspections with pre-inspection
notification letter and development of a City approved FS inspection form.
f. Fifty (50) Commercial Auto Repair or RGO inspections with pre-inspection
notification letter and development of a City approved RGO inspection form.
g. Twenty (20) Other inspections or visits, with pre-inspection notification letter,
including nurseries, validation of facility closure, denial of access, assessment of
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tentative SIC/IGP Attachment A applicability.
5. Redevelopment Planning: RMC Chapter 13.16.180 incorporates Los Angeles County
Code Chapter 12.84 Low Impact Development (LID) Standards in their entirety. Consultant will
provide two (2) LID storm water project reviews, for each of four (4) projects of less than five
acres, based on MS4 Permit Part VI.D.7 criteria. Larger projects would be reviewed on a
negotiated time and materials basis. Developer provided Project and Best Management
Practice (BMP) tracking data will be input into the Watershed Reporting Adaptive Management
& Planning System (WRAMPs), other suitable City software, or database, using City provided
identification and passwords.
6. Redevelopment Construction Inspections: Once per month, for up to 12 days per year,
Consultant will provide up to four (4) Erosion and Sediment Control Plan (ESCP), Construction
General Permit (CGP), or City Project Inspections as prioritized by City staff. Consultant will
draft inspection forms for City review prior to first inspection. Correction and Enforcement
(NOVs) actions will be a result of these inspections where appropriate and forwarded to
the City for signature and delivery. Permit required construction inspection tracking data will be
provided to the City Project Manager within one week following the inspection.
7. Post-Construction BMP Inspections: City has eight (8) terminated and five (5) active
CGP projects identified in SMARTS, for which LID and BMP criteria were unavailable during
ULAR Reasonable Assurance Analysis (RAA) and EWMP development. City will assemble, for
onsite review, SUSMP, SWPPP, BMP design, and maintenance covenants for the projects.
Over three (3) days, Consultant will use Best Professional Judgment (BPJ) and City reviewed
forms, to inspect and assess, the effectiveness of visible post-construction BMPs, not inspected
during the prior two years. Consultant will record Post-Construction BMP inspection, and
tracking data, as identified in MS4 Permit Parts VI.D.7.d, VI.D.7.d.iv.(1)(a), and VI.D.9.h.x, and
provide the City with GIS shape and data files with collected observations.
8. Public Facility Inventory: Consultant will develop an electronic inventory of public
facilities based on the criteria identified in Permit Part VI.D.9.c.i, with facility specific information
as identified in Part VI.D.9.c.ii.
9. Inventory of Regional BMP Development Opportunities: The LARWQCB approved
ULAR EWMP Plan reported that City of Rosemead’s pollution source control needs were
equivalent to 106 acre-feet of runoff capture at a planning level cost of $110 million. Consultant
will overlay the City of Rosemead’s sub-watersheds identified in the ULAR EWMP Plan Table
7A-33 onto a suitable aerial map provided by the City. Private and public parcels, potentially
suitable for retrofitting with BMPs as pollution source controls, will then be identified based on
criteria identified in Permit Part VI.D.9.iii. These parcels will be identified for the City’s Project
Manager to be used by the City of Rosemead’s Planning Division, along with Permit
recommended retrofitting concept identified in Permit Part VI.D.9.d.v. These recommendations
(“smaller retrofit projects”) could then be included during Conditional Use Permit (CUP)
developer negotiations and as part of the background information provided at the City’s
Planning Commission Hearings.
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Consultant will identify multiple regional BMP projects for strategic and cost-effective analysis,
and based on the findings, propose at least one retrofit opportunity suitable for implementation
as a regional BMP, complimentary in volume to the 80 to 106 acre-feet of captured volume
identified in the ULAR EWMP Plan for the City of Rosemead, at an estimated planning level
cost of significantly less than $110 million. The proposed regional BMP should be the most
cost-effective, practical, sensible, and politically sensitive; and must include an implementation
schedule as well as financial strategies (e.g. grants, private-public partnership, bonds, etc.),
strive to comply with the on-going regulatory compliance requirements.
Consultant will undertake a concept analysis of the regional BMP, as well as smaller retrofit
projects (particularly those requiring private/public partnership), and identify a short list of
competitive projects for purpose of grant application, for review by the City’s Project Manager.
Based on City’s input, Consultant shall prepare a feasibility study (for the suite of project[s])
suitable for submission as a Proposition 1 Stormwater Implementation Grant, Groundwater (if
projects can demonstrate recharge benefit), and/or other future grants. The feasibility study
should also include project phasing (e.g. Phase 1 -- smaller projects, Phase 2 – Regional BMP,
etc.) for use in multiple grant application submittals, if deemed necessary and advantages,
depending on various projects’ readiness. Since second round grant applications are
anticipated for submission during the summer of 2018, the Consultant should provide an
estimate for preparing and supporting such a grant application as an additional service task.
10. Public Activity Management: Consultant will allot one person for a day per month, for
twelve (12) months, to observe public activities or facilities and provide written suggestions
regarding how those activities or facilities could be modified to improve pollutant source control
efforts, similar to Permit Part VI.D.9.i.iii for road reconstruction. Normally a half day each, would
be spent on making observation and preparing cost-effective suggestions. City supervisory
staff would be encouraged to suggest service needs during the first three weeks of each month;
however, failing such suggestions, the Consultant would provide the City’s Project Manager
with a suggested facility or activity to observe for concurrence.
11. Trash TMDL Compliance: Trash full capture device connector pipe screens are to be
installed within City of Rosemead’s catch basins prior to Consultant selection. Consultant will
conceptualize an alternative compliance trash capture study focusing on areas tributary to
unprotected catch basins, seek LARWQCB staff input on study objectives and methods, then
undertake a spring pre-DGR study to improve the DGR study outcome. DGR studies must be
conducted over two summers and will be included in future PSAs or separately contracted.
12. IC/ID Investigation and Elimination: Consultant shall provide a time and materials rate
sheet, with point of contact, to be utilized if 24-hour, 365 day a year environmental engineering
triage and assessment services, are needed. Whenever possible, routine IC/ID investigation
and elimination services shall be undertaken within 20 hours of Consultant notification, or 72
hours of the City having become aware of the discharge. Actions and measures undertaken in
conformance with this paragraph will conform, as closely as possible, to Permit Part VI.D.10
requirements and objectives, including post-event documentation and enforcement assistance.
The Consultant cost estimate shall include the first 16 person hours of routine investigation and
elimination services.
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13. Annual Report: Following each July to June service period, the Consultant will assist
City staff in preparing draft and final Individual MS4 Permit Annul Report submittals to the ULAR
EWMP Group Lead Agency. Consultant will follow submission directions to assure that a
complete and acceptable annual report is submitted in a timely fashion.
PROPOSAL INFORMATION
Contents are limited to 25 pages and must include:
A. A Cover Letter summarizing the proposal.
B. Credentials and Experience:
A brief history of the consulting firm and summary of clients for which
these services have been supplied within the last five years.
Provide proof of any applicable certifications and/or licenses held by staff.
C. Sub-contracted services:
Provide a list of sub-contracted services to be used for work that your
company is unable to provide (if any), along with their qualifications and proof
of any applicable certifications and/or licenses held by staff.
D. Fees:
Outline a proposed fee schedule for services anticipated and identify the rate
of compensation for the professionals involved. In addition, identify the rate
of compensation for the professionals involved, by position/title held within
your organization.
TENTATIVE SCHEDULE
Request for Proposals release date: Monday, January 8th, 2018
Proposal due date Thursday, February 8th, 2018
Staff reviews proposal to determine finalist Week of February 22, 2018
Recommendation to award contract with selected Consultant Tuesday, March 13, 2018
DIRECTIONS FOR DELIVERY OF PROPOSAL
Three (3) copies of the project proposal shall be delivered in a “sealed fashion” no later
than Noon, Thursday, February 8th, 2018, to:
City of Rosemead - City Clerk’s Office
8838 E. Valley Boulevard
Rosemead, CA 91770
Attn: Rafael M. Fajardo, City Engineer
Public Works Department/Engineering Division
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SELECTION CRITERIA
The City will consider only those proposals received by the indicated deadline. Selection will
be made on the following criteria:
Professional qualifications and experience.
Satisfaction of current/former clients.
Ability to meet insurance requirements.
Ability to be available in emergency situations.
CONTRACT PERIOD
The Contract period shall be from the date of execution through June 30th of the following year.
This contract has the possibility of annual extensions based on performance and pending City
Council approval.
DISCRETION AND LIABILITY WAIVER
The City reserves the right to reject all proposals or to request and obtain, from one or more of
the environmental consultants submitting proposals, supplementary information that may be
necessary for City staff to analyze the environmental consultants’ proposals, pursuant to the
selection criteria contained herein. The City is not liable for the costs incurred by the
environmental consultants for the preparation of this proposal.
The City may require environmental consultants to participate in additional rounds of more
refined submittal before the ultimate selection of an environmental consultants made. These
rounds could encompass revision of the submittal criteria in response to the nature and scope
in the initial proposals.
The environmental consultant, by submitting a response to this RFP, waives all rights to
protest or seek any legal remedies whatsoever regarding any aspect of this RFP. All proposals
shall be binding for a period of sixty (60) days after the delivery date and may be retained by
the City for examination and comparison.
DRAFT AGREEMENT
Attached is a draft copy of the City’s standard Professional Services Agreement. This draft is
subject to change and pursuant to review by the City Attorney.
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INSURANCE REQUIREMENTS
The proposer shall provide Certificate of Insurance evidencing minimum coverage of $1,000,000
in Professional Liability, General Liability, Automobile Liability Coverage and Worker’s
Compensation and Employer’s Liability. Insurance is to be placed with insurers with a current
A.M. Best’s rating no less than A: VII, licensed to do business in California and satisfactory
to the City. All certificates and endorsements must be received and approved by the City
before work commences. The City reserves the right to require complete, certified copies of
all required insurance policies, at any time.
BUSINESS LICENSE
The successful Consultant shall obtain a City of Rosemead Business License prior to
commencing work.
C-1
CITY OF ROSEMEAD BID PROPOSAL FORM
BID PROPOSAL: I, the undersigned, hereby propose to furnish in
accordance with the specifications.
SEE ATTACHED PROFESSIONAL FEES AND RATE
SCHEDULE. PLEASE COMPLETE THIS FORM.
IT IS MANDATORY FOR YOUR BID TO BE CONSIDERED
RESPONSIVE.
List exceptions to Bid: ATTACH A SEPARATE SHEET.
Estimated delivery date: ARO. BID BY:
Company name
Address
City, State, Zip
Authorized Signature (Name printed) Title
Telephone Number Fax Number Date
Ownership: Sole___; Partnership______; Corporation______; (State of
Inc.)______