HomeMy WebLinkAbout1996-03-11 City Council (17)TO:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL
ATTENTION:
FROM:
Policy and Services Committee
CITY MANAGER DEPARTMENT:Public Works
AGENDA DATE: March 11, 1996 CMR:172:96
SUBJECT:Consultant for Water Quality Public Outreach Program--Scope
of Services
REQUEST
Attached to this report is a draft scope of services for a consultant to assist the City in
conducting the Water Quality Public Outreach Program for the City’s storm drain program
and the Regional Water Quality Control Plant 0~WQCP). This project was among those
the Policy and Services Committee identified for review prior to staff soliciting proposals.
RECOMMENDATION
Staff recommends that the Policy and Services Committee approve the attached scope of
services and direct staff to issue a Request for Proposals (RFP) for consultant services.
BACKGROUND
To fulfill its responsibilities as operator of the Regional Water Quality Control Plant
(RWQCP), and as a co-permittee in the Santa Clara Valley Nonpoint Source Pollution
Control Program, the City of Palo Alto is required to develop and administer a series of
pollution prevention programs to reduce the quantity of pollutants entering the sewer and
storm drain systems. Public information and participation are integral elements of these
pollution prevention efforts. Permits (issued by the Regional Water Quality Control
Board, San Francisco Bay Region) for both the RWQCP and the City’s storm drains and
the Cease and Desist Order issued to the RWQCP include specific public outreach
requirements.
DISCUSSION
The scope of services is designed to achieve the following goals of the Water Quality Public
Outreach Program:
CMR:172:96 Page 1 of 3
1.Complete all materials necessary for compliance with public outreach requirements
included in the City’s stormwater and RWQCP’s wastewater discharge permits;
2.Educate businesses and the public about the actions they can (and need to) take to
prevent water pollution; and
3.Ensure that all affected parties have the oppommity to be fully involved in development
of each pollution prevention program.
Under similar contracts, the City has operated a Water Quality Public Outreach Program
for the last six years. Conducting the water quality public outreach program assists the
City in meeting the following goals:
1.Maximizing the effectiveness of the City’s and the RWQCP’s non-regulatory pollution
prevention programs, with the intent of minimizing the needs for regulatory
requirements; and
2. Reducing the amount of pollutant discharges to regional sewers and City storm drains.
It should be noted that the geographic scope of this program includes not only Palo Alto,
but also the five other communities served by the RWQCP: East Palo Alto, Los Altos, Los
Altos Hills, Mountain View and Stanford.
POLICY IMPLICATIONS
Approval of the attached scope of service would continue the policy of complying with all
reasonable regulatory requirements imposed on the RWQCP and the City’s storm drain
system.
FISCAL IMPACT
Funds for this program have been included in the proposed FY 1996-1997 Wastewater
Treatment and Storm Drainage enterprise funds’ operating budgets. It is anticipated that
$150,000 to $200,000 will be expended in FY 1996-97. The contract would be established
as a one-year contract, with the ability to extend it for two additional years, provided that
the contractor’s performance is acceptable, that the need for the services continues to
exist, and that funds are available in future budget years.
ENVIRONMENTAL ASSESSMENT
No environmental assessment is required for the Committee’s review of this scope.
CMR:172:96 Page 2 of 3
STEPS FOLLOWING APPROVAL
Staff will prepare a request for proposals for solicitation to consultants and return to
Council with a recommended consultant agreement.
ATTACHMENT
Draft scope of services for the Water Quality Public Outreach Program
PREPARED BY: Kelly Moran, Manager, Water Pollution Prevention
DEPARTMENT HEAD REVIEW:~ 2- ~
GLENN S. ROBERTS
Director of Public Works
CITY MANAGER APPROVAL:~ ~NY
As~s~nt Ci~M~nager
CMR:172:96 Page 3 of 3
PART III
SCOPE OF PROJECT
WATER QUALITY PUBLIC OUTREACH PROGRAM
A. Introduction
To fulfill its responsibilities as operator of the Regional Water Quality Control Plant (RWQCP)
and as a co-permittee in the Santa Clara Valley Nonpoint Source Pollution Control Program, the
City of Palo Alto is required to develop and administer a series of pollution prevention programs
to reduce the quantity of pollutants entering the sewer and storm drain systems. Public
information and participation are integral elements of these pollution prevention efforts.
Recognizing the importance of public outreach to pollution prevention, permits and Cease and Desist
Orders for both the RWQCP and the Nonpoint Source Pollution Control Program include specific
public outreach requirements.
The purpose of the City’s Public Outreach Program, which is the subject of this Request for
Proposals (RFP) is:
o to ensure that all affected parties have the opportunity to be fully involved in development
of each pollution prevention program
¯to educate businesses and the public about the actions they can (and need to) take to
prevent water pollution
Because the RWQCP is under an enforcement order from the Regional Water Quality Control Board
for discharge of pollutants to San Francisco Bay at levels exceeding permitted effluent limitations,
it is exceptionally important that the City’s Public Outreach Program be conducted in a highly
effective manner. The scheduling and completion of certain activities will be critical to the City’s
and RWQCP’s compliance with applicable permit requirements. Successful completion of assigned
tasks and products on schedule will be an important element of this contract.
B. Scope of Work
1. Development of Work Plan
A Contract Work Plati shall be developed by the CONSULTANT listing specific work
products, the resources required to complete each, the staff assigned to each, and the time
schedule for each. Monthly meetings shall be held between the CONSULTANT and the
CITY to review progress and make changes determined by the CITY to be necessary. The
Contract Work Plan shall contain the items in the Public Information and Participation
Performance Standard Guidelines (Attachment A) or shall indicate that the item is being
covered by the City or Santa Clara Valley Water District staff or others.
2. Production of Public Outreach Materials
The CONSULTANT shall prepare the public outreach materials specified in the Contract
Work Plan. The outreach materials will include the following:
.Videos
,Factsheets
.Newsletters
,Brochures
¯Utility Bill Inserts
¯Articles for Periodicals
¯Press Releases
¯Newspaper Advertisements
¯Door Hangers
.Posters
¯Displays for Special Events
¯ Promotional Items for Schools, Special Events and Businesses
,Stickers
3. Annual Reports
The CONSULTANT shall prepare two annual summaries per year of the public outreach
activities accomplished by the CONSULTANT and the CITY. The first shall be due on
February 1 (for the Sanitary Sewer annual report) and the second on April 1 (for the Storm
Drain annual report).
4. Employee Training
The CONSULTANT shal! develop water quality training videos for businesses and City staff
focussing on the most frequent types of violations encountered in the Palo Alto area. The
training videos shall be modular with the following components produced first:
a)Overview of the environmental impacts associated with sanitary sewers and storm
drains and the relationship of the two. (1 minute)
b)Construction Management BMPs focussing on concrete and mortar work, saw-cutting
of pavement, dewatering, and painting. (3 minutes)
c)Vehicle Service BMPs, focussing on vehicle washing, wet sanding, floor cleaning,
fluids replacement and fueling. (3 minutes)
d)Food Service BMPs focussing on grease management and equipment cleaning.
(2 minutes)
e)Other Facility Management issues including cooling systems, product use, pesticide use,
pools, and equipment maintenance. (5 minutes)
2
5. Interagencv Coordination
The CONSULTANT shall represent the CITY at assigned interagency meetings concerning
public outreach programs to promote efficient use of CITY resources, prevent duplication
of effort andeinsure coverage by the most appropriate groups. The CONSULTANT shall
promote the concept of Regional Outreach Programs where agency interests are similar and
economies of scale suggest a regional approach.
C. Schedule
The schedule for preparation of products shall be prepared by the CONSULTANT as part of the
Contract Work Plan and approved by the CITY prior to implementation. The Scope of Work
(Part B, above) includes the preparation and updating of the Contract Work Plan.
The schedule in the Contract Work Plan shall be updated each month and reviewed with the
Project Manager in a monthly planning meeting. Upon direction by the Project Managers,
modified components shall be executed by the CONSULTANT.
The Contract Work Plan shall def’me specific work elements to be performed, the resources
required to complete the task, the specific staff assigned to the task, and the time schedule for the
task. The City’s approval of the proposed work plan for each task shall be required prior to
initiation of work on each task.
The CONSULTANT shall adhere to the following schedule:
Date
9/1/96
Task
Prepare proposed Contract Work Plan
and detailed schedule for remainder of
FY 1996/97.
Prepare the Palo Alto Storm Water
Work Plan for FY 1997/98.
Prepare RWQCP Public Information
Annual Report Sections.
Prepare Storm Drain Annual Report.
2.2/15/97
3.2/1/97
4.4/1/97
D. Proposals
Five (5) copies of the written proposal should be submitted. The proposal must include the
following information (which can be presented in any organization desired by the consultant):
oA brief statement of the general background, staff size, number of years in business, general
capabilities, and the financial stability of the consultant team. If the team includes subconsultants,
identification of previous joint experience, if any.
¯ The name of the individual proposed as the project leader, that person’s experience, position with
the firm, office location, and the percent of time available for this work over the next calendar
year.
¯ The names, company position, brief resumes, and office location of professionals who will be
on the project team. Bidders may wish to include a project team organization chart.
oA discussion of the consultant’s understanding of the scope of work, including brief specific
discussions of proposed approaches to items in Section B, Scope of Work, above.
°A brief description of similar projects on which the consultant team has worked and relevant
experience. Together with the proposal, the consultant may submit samples of outreach materials
prepared by the team. If such materials are submitted, they should indicate the client the materials
were prepared for and the approximate cost of preparing each item.
¯ At least three references, of which at least two involved the leadership of the proposed project
leader(s). Please provide current contact information (telephone number) for each reference.
¯ Fee schedule showing hourly rate of each staff member proposed to work on the job and charges
for other direct costs. The function performed by each person shall be clearly described. In
addition, the consultant shall submit a proposed fee for the employee training video package
described in B.4., above.
E. Selection Procedures
All written responses to this RFP will be screened according to the criteria provided in Section
F, below. Consultants passing the screening step will be invited to an oral interview with a
selection committee, consisting of City staff. At the interview, key members of the consultant
team, including the project leader, will be asked to present their proposal and answer the questions
of the selection committee. On the basis of the written proposal and the interview, a consultant
will be selected and negotiations with the chosen consultant will follow.
4
Selection Criteria
Past performance and record of the firm and the proposed project team on similar projects
(based on qualifications and references). Particular attention will be paid to quality of
products and services, timely performance, and teamwork with client and other involved
parties.
2.Familiarity with the issues relating to the scope of work.
3.Qualifications of the project manager and the proposed project team.
4.Ability to organize and present information to businesses and the public.
5.The proposed hourly rate relative to the services to be provided.
6.The proximity of the consultants to the RWQCP.
I:\iwdocs~kelly\wpdocs\publicinkrfp.j 96
February 28, 1996