MEETING DATE:
May 27, 2025
SUBJECT:
Title
RESOLUTION NO. 2025-9438 - AWARDING CONTRACT FOR AN ANNUAL STORM DRAIN INSPECTION PROGRAM AND AS-NEEDED RELATED SERVICES WITH DOWNSTREAM SERVICES, INC.
Body
Recommendation
Recommendation
ADOPT a resolution awarding a contract for a storm drain inspection program and as-needed related services and delegating authority to the City Manager to negotiate, finalize and execute the contract with DOWNSTREAM SERVICES, INC. for a maximum of five (5) years with a not-to-exceed budget of $5,000,000.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Relevant Department Goal
Not Applicable
Executive Summary
The Public Works Department is committed to the ongoing maintenance and management of the City’s storm drain infrastructure to ensure its efficiency and reliability. As part of this effort, the Department aims to inspect as much of the City's storm drain system as possible each year, identifying potential issues early and addressing them proactively to prevent blockages, infrastructure failures, and localized flooding.
The current contract for storm drain as-needed services has expired, therefore, City staff has publicly solicited and reviewed proposals for a new contract. Approval of this resolution will award a multi-year contract to Downstream Services, Inc. for annual inspections and as-needed related storm drain services within the City’s storm drain infrastructure, in an amount not to exceed $5,000,000.00 for the term of the contract
Discussion
The Public Works Department desires to contract with a qualified stormwater maintenance contractor to provide routine, ongoing storm drain inspections as well as providing, as-needed, non-routine work to support the City’s storm drain infrastructure. Staff advertised a request for proposals in accordance with Section 2.30.100 of the San Marcos Municipal Code (Public Projects). PW RFP 25-03 was posted to PlanetBids on February 19, 2025.
On March 19, 2025, one responsive and responsible proposal was received and evaluated based on the criteria outlined in the RFP document. As a result of the project team’s evaluations, staff seeks City Council’s approval to award a contract to Downstream Services, Inc., a licensed stormwater service provider to provide annual storm drain inspection and as needed related services.
This contract represents a new initiative, as the City has not previously entered into an agreement of this nature. The Public Works Department anticipates an annual expenditure of $450,000 to support routine storm drain inspections, as well as additional costs that may arise as a result of these inspections to avoid critical infrastructure failures and significant repairs. The total costs for annual inspections ($450K annually) and subsequent repairs are estimated not to exceed $5,000,000 total for the contract term. The cost of the Fiscal Year 2025 inspections was budgeted in Gas Tax Fund (Fund 200). Future year costs will be budgeted in the City’s Annual Operations Budget within the Measure Q fund (Fund 606) or Gas Tax Fund as applicable and appropriate, and subject to City Council approval.
Staff recommends that the City Council approve the award of a multi-year contract with Downstream Services, Inc. for annual storm drain inspections and as-needed related services, in an amount not to exceed $5,000,000.00. Additionally, staff requests authorization for the City Manager to negotiate, finalize, and execute the contract and any related documents.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines; and is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
The proposed action awards a five-year contract in an amount not to exceed $5,000,000 to Downstream Services for annual storm drain inspections and subsequent repairs as needed. Award of the contract does not result in an impact to the City’s Fiscal Year 2025 operations budget. Future year costs will be budgeted in the City’s Annual Operations Budget within the Measure Q fund (Fund 606) or Gas Tax Fund (Fund 200) as applicable and appropriate, and subject to City Council approval.
The contract award does not commit the City to any future expenditure.
Attachment(s)
Resolution XXXX
Prepared by: Chad Johnson, Public Works Manager
Submitted by: Chad Johnson, Public Works Manager
Reviewed by: Darren Chamow, Public Works Director
Approved by: Michelle Bender, City Manager