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HomeMy WebLinkAboutTask Order No. 0775 Amendment with Brown & Caldwell for SWPPP and third party inspectionsMemo To: Kane Glenn; Jaycee Holman; Tara Green; Keith Watts; Kathy Wanner From: Max Jensen, Capital Projects Manager CC: Clint Dolsby, P.E., Acting City Engineer Dates 4/8/2009 Re: Proposed Agenda Item for April 14, 2009 City Council Meeting The Public Works Department respectfully requests the following item be placed on the Apr? 14, 2009 City Council agenda, under Consent Agenda, for Council's consideration: Amendment to Task Order No. 0775 with Brown and Caldwell far Stormwater Pollution Prevention Plan Reviews and Third Party Inspections on Public Works oroiects Task Order No. 0775 was for the professional services to be rendered by Brown and Caldwell far Pollution Prevention Plan Reviews and Third Party Inspections on Public Works projects. The amount for Task Order No. 0775 has been utilized. There is validation for a $15,000 amendment to Task Order No. 0775 to continue the successful services throughout the remaining FY 2009 assisting the City to meet the EPA Construction Stormwater General Permit. Recommended Counci! Action: The Public Works Department recommends that City Council approves and signs Amendment to Task Order 0775 with Brown and Caldwell. Thank you for your consideration. Please contact me if you have any ques#ions. ~ Page 1 TASK ORDER NO. Q775 (AMENDMENT) CITY OF MERIDIAN (OWNER) AN D BROWN AND CALDWELL (CONSULTANT) This Amendment is issued by Owner and accepted by the Consultant pursuant to the mutual promises, covenants and conditions contained in the Master Agreement between the above named parties dated November 28, 2006. CITY OF MERIDIAN STORMWATER POLLUTION PREVENTION PLAN REVIEWS AND THIRD PARTY INSPECTIONS PURPOSE The Consultant's scope of services, time of completion and compensation are set forth in "Attachment A". Services shall generally be described as Consulting Services. COMPENSATION The Not-To-Exceed amount for this Amendment to Task Order No. 0775 is Fifteen Thousand and 00/100 dollars {$15,000.00). CITY OF MERIDIAN BY: TAMMY de WEERD, MAYOR Attest: JAYCEE HOLMAN, CITY CLERK CONSULTANT ~,: BROWN AND CALDWELL Approved by City Council: (Date) ATTACHMENT A TASK ORDER N0.0775 (AMENDMENT] CITY OF MERIDIAN (OWNER) AND BROWN AND CALDWELL (CONSULTANT) CITY OF MERIDIAN STORMWATER POLLUTION PREVENTION PLAN REVIEWS AND THIRD PARTY INSPECTIONS (~{)fl 1?ast ltit'cgttrk Isutc, Suih• ~1t1 lioiac, Idaho M371K '1'cl: 3f i8-33G-13{tl t ~ a~: 2t 18-3~-1-(t82i ~c~i1c. broannndc:dd~cc 11. com h'cbruary 24, 2009 Mr. I~iax Jensen City of Meridian Public Works Department 33 Past Broadway Avenue, Suite 200 Meridian, Idaho 83642 54-1331c)G-0(l1 Subject: tlmendmcnt Request for Construction Stormwater Management Plan Implementation, Storm Water Management Stormwater Pollurion Prevention Plan Reviews and Third Party Inspections I}car Mr. Jensen: As part of our storrnwater management support services, Brown and Caldwell has been performing Stormwatcr pollution Prevention Plan (SWl'Pl') revie~vs,'I'hird Party Stormwarer Management Inspections to provide an independent perspective on the City's compliance with the Construction General Permit (CG1'), and compiling compliance information to track City performance. These sen=ices are being performed under a contract signed on May 24, 2007 and amended November 20, 2007. Based on conversations with the City and provisions in the contract, the estimated a~ncndment fee of $13,000 for Project Management, SWI'1'I' Reviews and Third Party Inspections was to be used on a time-and-materials basis and Brown and Caldwell was to notify the City when we were approaching the total budget. As of rebruary 1, 2009, Brown and Caldwell has approximately $1,000 left in the contract. Because of the successful implementation of the overall Construction Stormwater Management flan {CSWMP) completed in October 2007 and updated throughout 2(}OFi, continuing SWPPP Reviews and'I'hird Party Inspections on every (;ity Public Works project appears unwarranted. Instead, Brown and Caldwell suggests the City limit SWPPP Audits and 'Third Party Inspections to large, complex projects with higher potential for instances of non-compliance. Determination of which projects meet these criteria will be done on a case-by-case basis collaboratively between the City and Brown and Caldwell. In addition, Brown and Caldwell completed the first annual Report on City compliance in 2008. As part of this report, several recommendations here made on how to continue implementation of the program in 2009 along with suggested changes to the program to better meet compliance goals. A portion of the amendment budget will he allocated towards addressing these recommendations. 'Phis amendment to the original contract is being submitted for Cit}~ approval to provide the following serv=ices. These services will be provided on projects chosen b}= the City and Brown and Caldwell that disturb one or more acres of soil and therefore, need to meet the requirements of the CUP. i~1r. Mat Jensen February 24, 2009 Page 2 scoPE o~ woRK Task 1 -Project Management Brown and Caldwell's Project Manager will coordinate directly with the Project Manager for the City, as needed, to identify projects needing inspections, review the inspection reports and budget status. 't'ask 1 includes setting up the project budget and schedule and overall tracking of the work progress. Ir also includes tracking dates and rimes of on-site inspections for reporting purposes. Deliverables • Monthly invoice. Task 2 - initial Review and Comment of Project SWPPP Task 2 includes an initial thorough review of project SWPPP with recommendations on how to address potential areas of non-compliance. Recommendations will come in the form of a comment spreadsheet that identifies specific areas that need correction or modification. The SWl'I'1' rcvicw and comment will be completed within 3 days of receipt of the SWPPP. Deliverables • i;xcel spreadsheet with specific comments on recommended changes or modifications to ensure compliance with the CGI'. Task 3 -Performance of Third Party Site Inspections Brown and Caldwell will perform construction site stormwater inspections at projects so designated by the City. I~rior to conducting any site inspection, the inspector will become familiar tvith the project location and specifications that govern the construction site. Inspectors will conduct inspections of all construction sites in a professional manner and document all findings and recommendations within an inspection form. The inspections will be conducted using the following guidelines in accordance with the CSWMP: • Inspections shall be at least every 30 days. • If significant deficiencies are found, afollow-up inspection will occur within 7 days. • Provide to the City and the Responsible Contractor within 4f3 hours of each inspection written findings and recommendations. • Upon rcvicw of the project SWI'1'P, provide to the City written findings of any necessary changes to the SWPPP or Best Management Practices (HMI's} within 4$ hours. • Inspectors will utilize the already existing City Stormwater Inspection form during Third Party Inspections. Brown and Caldwell will provide City management a copy of the inspection report as outlined in the Inspection Program. While Brown and Caldwell can identify deficiencies and suggest. solutions in the inspection report, the City is responsible for ensuring the deficiencies are addressed by the Contractor. The City will provide the list of projects that arc subject to inspection. 7'hc list of projects will be updated every 3 months by the City. ~\bcfx~i02\projccts\ 133396 - mcriaian storm ~ti•atcr prr~4mamLconlr;~ctc\am~ndmcnt to .appp ? ~3-09.duc Mr. Max _jensen February 2~, 2409 1'agc 3 Deliverables • Inspection reports ra the City within 4$ hours of the inspection. Task 4 - CSWI1rtP Support Services Brown and Caldwell will provide support services to the City on questions regarding the CSVU;~9I' and address potential changes to the plan as requested by the City. Specifically, this task will focus r7n pursuing recommendations presented in the first Annual Construction Stormwater Compliance Report. 'I'hc recommendations to be pursued within this task will be determined based on conversations with (:ity staff and what is feasible considering the amendment budget. Deliverables Documentation associated with recommendations pursued by the City. SCHEDULE The following presents a schedule to complete the tasks described in the scope of work. 1-Project Management 2 - In~ial Review and Comment of Project SWPPP Within 3 days of receipt of the project SWPPP 3 - Performance of Third Party Site Inspections Once every 30 days with inspection findings returned within 48 hours 4 -CSWMP Support Services As-Need from Notice to Proceed FEE ESTIMATE 'i'he fallowing table provides a summary> fee estimate for the scope of services proposed in this amendment. "I'he fee estimate is based on the assumptions developed from our conversations with City staff and our experience with other "Third Party Inspection programs. 'T'hese assumptions are presented in the fallowing section. I3rozvn and Caldwell proposes conducting this work an atime-and-materials basis not to exceed $15,004 with a multiplier of 3.2 applied to our direct labor rates and a 1t) percent mark-up on materials and supplies used as part of this effort. 1-Project Management $1,500 2 - SWPPP Review and Comment of Project SWPPP $1,000 3 - Performance of Third Party Site Inspections g~,50p 4 -CSWMP Support Services $10,000 Total $15,000 ASSUMPTIONS The following assumptions were made in preparation of the: scope of work and fee estimate: Ciry will provide a list of projects for which inspections are needed and an updated list every 3 months during project execution. ~\txbui(12\prt gccls\ 13319t> - meridian gu irrn water pro}>r:~m\_c<x7trlClslamcndmcnr i ~ ~ ,~rppp ?. _:i-09.doc Mr. blax_Jenscn February 24, 2009 Page 4 • T'he Fee F.,stimate assumes 'T'hird Party Inspections, once every 3U days, for one project over the next G months. • IiroLVn and Caldwell will utilize the City Storm Water A9anagement Inspection form. • The cost presented in the fee table is on atime-and-materials basis, not to exceed $15,000. Should Brown and Caldwell approach the $15,OOU budget for the project, .ve will notify the (:ity and decide on requirements for additional funds, if needed. • 'I'hc inspections will be conducted once every 3U days and again within 7 days if significant deficiencies are found. • l ;ach inspection and follow-on report would require 4 hours, including travel time, plus materials. 't'his number is conservative and could be Tess depending nn the size and complexity of the site. 1~•or your convenience, we have prepared this Amendment in the form of a Letter Agreement to be performed under the Master Agreement dated November 28, 20UG. Should you desire to begin this cvork immediately, please sign both copies of this Letter Agreement Amendment and return r>ne copy to GOU East ltiverpark Lane, Suite 210, Boise, Idaho 837UG. The other copy is for your files. Any questions concerning this proposal should be directed to Mr. Steve Burgos at {208) 33G-1340. Very truly yours, BROWN AND CAI,DWELL Jeffrey S. Johnson, Ph.D., 1'.G. Vice President ~~ S e Project Manager JSJ:sB:kw ACCF.P'1"TiD BY TH1-; CI"1'Y C-1~ MERIDIAN By: Tammy de Wccrd, Mayor i~ttest: i~~~Her , .City Clerk Approved by City Council: Date: \\lxM~i02\prc>jcctn\ 13.i 19G - mcriJi:ui 51urm a atcr ptc~t,>run\_contruts\;tmrndment to s~rppp _'-2'i-t17.J~rc