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HomeMy WebLinkAboutTask Order No. 0775 Amendment with Brown & Caldwell for SWPPP and third party inspections (2)TASK ORDER N0.0775 (AMENDMENT) CITY OF MERIDIAN (OWNER) AND BROWN AND CALDWELL (CONSULTANT) This Amendment is issued by Owner and accepted by the Consultant pursuant to the mutual promises, covenan#s 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 CorisultanYs 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-Facceed amount for this Amendment to Task Order No. 0775 is Fifteen Thousand and 00/100 dollars ($15,000.00). CITY OF MERIDIAN CONSULTANT BY: /~'~'~"~ BY: TAMMY WEERD, MAYO ``~~~,~~~~""~,,,~~~~ BROWN AND CALDWELL 2~~ '- Atte ~ ~ ° Approved by City Council: ~ ~ ~'CS°! JAY HOLMAN, C~3Y ~RK ~ p (Date) ~% p r ts'~ • P~ ~,. /~~~''~9 ~t1NT`( ~~~~~~~`• rtt~tttftt11114144~4 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 600 Tiast Ricecparl• Lane, Suite 210 Boise, Idaho 83706 Tel: 20&33G-1340 Fas:?08-344.0825 ~vvm.btoanandcaldwell.com February 24, 2009 °~n~~ ' ~~ ~'i ` Mr. Max,~ensen _ .. _ _ City of Meridian Public Works Department 33 East Broadway Avenue, Suite 200 Meridian, Idaho 83642 54-133196-001 Subject: Amendment Request fox Construction Stormwater Management Plan Implementation, Storm Water Management Stormwater Pollution Prevention Plan Reviews and Third Party Inspections Dear Mr. Jensen: As part of our stoxmwater management support services, Brown and Caldwell has been performing Stormwater Pollution Prevention Plan (SWPPP) reviews, Third Party Stormwater Management Inspections to provide as independent perspective on the City's compliance with the Construction General Permit (CGP), and compiling compliance information to track City performance. These services 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 amendment fee of $13,000 for Project Management, SWPPP Reviews and Third Party Inspections was to be used on atime-and-materials basis and Brown and Caldwell was to notify the City when we were approaching the total budget. As of February 1, 2009, Brown and Caldwell has approximately $1,000 left in the contract. Because of the successful implementation of the overall Construction Stormwater Management Plan (CSWMP) completed in October 2007 and updated throughout 2008, continuing SWPPP Reviews and Third Party Inspections on every City 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 were 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 be allocated towards addressing these recommendations. This amendment to the original contract is being submitted for City approval to provide the following services. These services will be provided on projects chosen by the City and Brown and Caldwell that disturb one or more acres of soil and therefore, need to meet the requirements of the CGP. E rr n r r o a n~ e n 1 a/ E rt ~ i u e e r .r ~ C o a .r n!/ a u l .r Mr. Max Jensen February 24, 2009 Page 2 SCOPE OF 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. Task 1 includes setting up the project budget and schedule and overall tracking of the work progress. It also includes tracking dates and times of on-site inspections for reporting purposes. Deliverables • Monthly invoice. Task 2 -Initial Review and Comment of Project SWPPP Task Z 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 SWPPP review and comment will be completed within 3 days of receipt of the SWPPP. Deliverables • Excel spreadsheet with specific comments on recommended changes or modifications to ensure compliance with the CGP. Task 3 -Performance of Third Party Site Inspections Brown and Caldwell will perform construction site stormwater inspections at projects so designated by the City. Prior to conducting any site inspection, the inspector will become familiar with 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 48 hours of each inspection written findings and recommendations. • Upon review of the project SWPPP, provide to the City written findings of any necessary changes to the SWPPP or Best Management Practices (BMPs) within 48 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 Progxa.m. While Brown and Caldwell can identify deficiencies wad 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 are subject to inspection. The list of projects will be updated every 3 months by the City. \\bcboi{12\projects\133196 -meridian storm water program`.contracts\amendment to stvppp 2-23-09.doc Mr. Max Jensen February 24, 2009 Page 3 Deliverables • Inspection reports to the City within 48 hours of the inspection. Task 4 -CSWMP Support Services Brown and Caldwell will provide support services to the City on questions regarding the CSWMP and address potential changes to the plan as requested by the City. Specifically, this task will focus on pursuing recommendations presented in the first Annual Construction Stormwater Compliance Report. The recommendations to be pursued within this task will be determined based on conversations with City staff and what is feasible considering the amendment budget. Deliverables m Documentation associated with recommendations pursued by the City. The following presents a schedule to complete the tasks described in the scope of work. -. - __ 1- Projea Management - 2 -Initial Review and Comment of Project SWPPP Within 3 days of receipt of the project SWPPP 3 - Performanoe of Third Party Site Inspectons Once every 30 days with Inspecfton findings returned within 48 hours 4 - CSWMP Sup~rt Senrices As-Needed from Notice to Prom t:EE ESTIMATE The following table provides a summary fee estimate for the scope of services proposed in this amendment. The fee estimate is based on the assumptions developed from our conversations with City staff and our experience with other Third Parry Inspection programs. These assumptions are presented in the following section. Brown and Caldwell proposes conducting this work on atime-and-materials basis not to exceed $15,000 with a multiplier of 3.2 applied to our direct labor rates and a 10 percent mark-up on materials and supplies used as part of this effort. ~i~.~;;a 1-Project Management $1,500 2- SWPPP Review and Comment of Project SWPPP $1,000 3 - Performance of Thins Party Site Inspections $2,500 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: • City will provide a list of projects for which inspections are needed and an updated list every 3 months during project execution. \\bcboi02\proieccs\ 133196 -meridian swan water progcamLcontraas\amendment co swppp 2-23.09.doc Mr. Max Jensen February 24, 2009 Page 4 • The Fee Estimate assumes Third Party Inspections, once every 30 days, for one project over the next 6 months. • Brown and Caldwell will utilize the City Storm Water Management 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 $15,000 budget for the project, we will notify the City and decide on requirements for additional funds, if needed • The inspections will be conducted once every 30 days and again within 7 days if significant deficiencies are found. • Each inspection and follow-on report would require 4 hours, including travel time, plus materials. This number is conservative and could be less depending on the size and complexity of the site. For your convenience, we have prepared this Amendment in the form of a Letter Agreement to be performed under the Master Agreement dated November 28, 2006. Should you desire to begin this work immediately, please sign bath copies of this Letter Agreement Amendment and return one copy to 600 East Riverpark Lane, Suite 210, Boise, Idaho 83706. The other copy is for your files. Any questions concerning this proposal should be directed to Mr. Steve Burgos at (208) 336-1340. Very truly yours, BROWN AND CALDWELL Jeffrey S. Johnson, Ph.D., P.G. Vice President S *e Project Manager JsJ:sB:kW ACCEPTED BY THE CITY OF MERIDIAN By: Tammy de Weerd, Mayor Attest: ~ _ _ ~,~r.~ City Clerk Approved by City Council: Date: \\bcboi02\projects\133196 -meridian storm water programtcontracts\amendment to swppp 2-23-09.doc