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HomeMy WebLinkAboutTask Order 10220 with Brown and Caldwell for Construction Stormwater Management~~i~E IDIAN~-- Public ~ DA H O Works Department TO: Mayor Tammy de Weerd Members of the City Council FROM: Max Jensen DATE: 1/26/11 lttavoa tammY ne ~teesn cm coca me~eas: xeax B,an Bran Xoa~wi Cxaales Rownaee Day~n Zaaemsa SUBJECT: Task Order with Brown and Caldwell for Construction Stormwater Management Program FY 2011 Consulting for the not to exceed amount of $51,000. This Task Order would be pursuant to the Master Agreement dated November 28, 2006. I. RECOMMENDED ACTION A. Move to: 1. Approve the Task Order with Brown and Caldwell to provide Consulting services on an as needed basis for the City of Meridian's Construction Stormwater Management Program, in an amount not to exceed $51,000.00; and 2. Authorize the Mayor to sign the agreement II. DEPARTMENT CONTACT PERSONS Tom Barry, Director of Public Works 489-0372 Warren Stewart, PW Engineering Manager 489-0350 Max Jensen, Capital Projects Manager 489-0344 III. DESCRIPTION A. Background The City of Meridian's capital improvement construction projects must meet the Environment Protection Agency's guidelines listed in the Construction General Page 1 of 3 Permit. If the guidelines are not met, EPA can fine up to $10,000 per day for violations. B. Proposed Project This Task Order with Brown and Caldwell will assist the City in remaining compliant with the Environmental Protection Agency's Construction General Permit. Brown and Caldwell would be available for consulting (on an as-needed basis) relating to project management, review and comment on Stormwater Pollution Prevention Plans prepared by contractors for capital improvement projects, review and comment on City inspectors SWPPP reports, provide support services, and be available for SWPPP development if needed. It is vital to the City to have a consultant knowledgeable in stormwater management contracted to reduce the potential for EPA fines. This Task Order will provide as-needed services while The Environmental Division hires a Comprehensive Surface Water Protection Program Administrator. This Task Order will assist the City to remain compliant with the Environmental Protection Agency's General Construction Permit from the present time until the Surface Water Protection Program Administrator is fully functioning. C. Consultant Selection Brown and Caldwell were originally contracted by the City to prepare the original Construction Stormwater Management Program for the City. They have also been our Construction Stormwater Management Program consultant for the last 3 years bringing consistencies to the implementation and enforcement of the program. N. IMPACT A. Strategic Impact: This consulting work will conserve and protect our natural resources and will assist in keeping the City compliant with the Environmental Protection Agency's General Construction Permit. B. Service/Deliverv Impact: Consultant will assist the City to remain compliant with the Environmental Protection Agency's General Construction permit during the transition of services being provided from a third party consultant to an in-house employee. C. Fiscallmpact: Project Costs Consultant Agreement $ 51,000 Page 2 of 3 Project Funding Funding would come from the following pre-approved budgets: 3200-55080 $ 38,295 3200-55090 $ 6,758 3200-55182 $ 5,948 V. ALTERNATIVES A. The City could postpone this work until the Comprehensive Surface Water Protection Program Administrator was hired and knowledgeable with the position and responsibilities. The Comprehensive Surface Water Protection Program Administrator would need a transitioning period while working with Brown and Caldwell and internal staff to become effective with the position. VI. TIME CONSTRAINTS Council's approval will allow the continuation of Brown and Caldwell's consulting services, on an as needed basis, while transitioning these services to be provided in- house by the Comprehensive Surface Water Protection Program Administrator. The continuation of Brown and Caldwell's consulting services will also eliminating potential EPA fines (up to $10,000 per day) for violation(s) of the EPA Construction General Permit in FY 2011. VII. LIST OF ATTACHMENTS A. Task Order 10220 with Brown and Caldwell for Construction Stormwater Management Program consulting Approved for Council Agenda: ~ ' l w ate Page 3 of 3 ~E IDIAN~ PURCHASING .AGENT 33 E. Broadway Ave, Meridian, ID 83642 Phone: (208) 489-0417 Fax: (208) 887-4813 TASK ORDER NO. 10220 Between CITY OF MERIDIAN AND BROWN AND CALDWELL This task order is issued by City and accepted by the engineer pursuant to the mutual promises, covenant and conditions contained in the master agreement between the above mentioned parties dated April 13, 2010. This task order is for as-needed consulting services and may be terminated by City at any time. Construction Stormwater Management Task Order 10220 SCOPE OF SERVICES Introduction 54-051364 As part of our stormwater management support services, Brown and Caldwell has been developing Stormwater Pollution Prevention Plans (SWPPPs), reviewing SWPPPs, performing third-party stormwater management reviews to provide an independent perspective on the City of Meridian's (City's) compliance with the construction general permit (CGP), and providing technical support for the implementation of the Construction Stormwater Management Plan (CSWMP). Because of the successful implementation of the overall CSWMP completed in October 2007 and updated throughout 2008, 2009, and 2010, continuing SWPPP reviews and third-party reviews on every City public works project appears unwarranted. Instead, Brown and Caldwell suggests the City limit SWPPP audits and third-party reviews 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 As part of this scope of work, Brown and Caldwell will review the status of the City's Construction Stormwater Management Program and make recommendations on how to continue implementation of the program in 2011 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. Finally, Brown and Caldwell developed two project SWPPPs for City projects over the past two years. Based on the success of this process and the likelihood of additional projects in fiscal year 2011, we have included scope and budget for development of one SWPPP as part of this request. This task order 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. 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 reviews and review the 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 reviews for reporting purposes. Deliverables . Monthly invoice. Task 2 -Initial Review and Comment of Project SWPPP Task 2 includes an initial thorough review of a 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 comments will be completed within three days of receipt of the SWPPP. Deliverables • Excel spreadsheet with specific comments on recommended changes or modifications to ensure compliance with the CGP. Task Cost Assumptions • Includes review of up to six project SWPPPs based on the list of fiscal year 2011 public works projects provided by the City in a letter dated September 9, 2010. Task 3 -Performance of Third Party Site Reviews Brown and Caldwell will perform third-party construction site stormwater reviews at projects so designated by the City. Prior to conducting any site review, the inspector will become familiar with the project location and specifications that govern the construction site. Inspectors will conduct reviews of all construction sites in a professional manner and document all findings and recommendations within a technical memorandum. The reviews will be conducted using the following guidelines in accordance with the CSWMP: • Reviews shall be at least every 30 days. • If significant deficiencies are found, afollow-up review will occur within seven days. . Provide to the City and the responsible contractor within 48 hours of each review 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. Brown and Caldwell will provide City management with a copy of the review report in a technical memorandum format. While Brown and Caldwell can identify deficiencies and suggest solutions in the review 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 review. The list of projects will be updated every three months by the City. Deliverables • Project review reports to the City within 48 hours of the review. Task Cost Assumptions • Third-party reviews will occur once every 30 days for six projects based on the list of fiscal year 2011 public works projects (and their estimated construction schedules) provided by the City in a letter dated September 9, 2010. • Each review and follow-on report would require five hours, including travel time, plus materials. Task 4 -CSWMP Support Services Brown and Caldwell will provide support services to the City on technical and programmatic questions regarding the CSWMP and address potential changes to the plan as requested by the City. Specifically, this task will focus on pursuing recommendations resulting from Brown and Caldwell's review of the existing CSWMP. 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. This work may include additional training of City staff (e.g. the construction stormwater management seminar for City staff and City contractors during Public Works Week) based on City needs. Deliverables • Documentation associated with recommendations pursued by the City. Task 5 - As-Needed SWPPP Development Brown and Caldwell will develop SWPPPs for projects so designated by the City. Coordination with the City and the prime contractor (Contractor) is critical when developing a SWPPP to meet all of the CGP requirements. Brown and Caldwell will coordinate with the Contractor on the selection of appropriate BMPs for the project. The SWPPPs will be developed using the U.S. Environmental Protection Agency (EPA) template and will include the transmittal letters from the United States Fish and Wildlife Service (USFWS) and the Idaho State Historic Preservation Office (SHPO). The final SWPPP will be completed within seven days of receipt of the notice to proceed. This task assumes development of one SWPPP. Deliverables • 90 percent complete draft SWPPP for City and contractor review. • Final SWPPP for City and contractor certification. Task Cost Assumptions • SWPPP may be developed for one project based on the list of fiscal year 2011 public works projects provided by the City in a letter dated September 9, 2010. TIME OF PERFORMANCE The attached project schedule presents a timeline to complete the tasks described in the scope of work. 1 - Project Mana ement ' Throu hout the- ro~ect• 2 -Initial Review and Comment of Project SWPPP Within three days of receipt of the project SWPPP 3 -Performance of Third-Party Site Reviews Once every 30 days with review findings returned within 48 hours 4 -CSWMP Su ort Services As-needed from notice to roceed 5 -SWPPP Develo meat As-needed from notice to proceed COMPENSATION Brown and Caldwell proposes conducting this work on atime-and-materials basis in accordance with the rate schedule attached to the master agreement dated April 13, 2010. The following table provides a summary fee estimate for the scope of services proposed in this task order. The fee estimate is based on the assumptions developed from our conversations with City staff. This contract schedule and fee is based on an assumed nine-month schedule (January 1, 2011 through September 30, 2011) requested by the City by City at any time. However, the budget is highly dependent on the level of assistance This task order isfor as-needed consulting services and may be terminated 1 - Pro'ect Mana ement $5,500 2 -Initial Review and Comment of Pro'ect SWPPP $6,000 3 -Performance of Third-Part Site Reviews $30,500 4 - CSWMP Su ort Services $5,000- 5 - As-needed SWPPP Develo ment $4,000 Tota I $51, 000 CITY OF ME DIAN BROWN AND CALDWELL TAMMY de W D, MAYOR Jeffrey S. Joh , Ph. ., P.G. Dated: ~~/ " /~ Dated: ~/ 3/Zy1( ~~~jii!i1e1171 ~~~(' Approved by City Council: a ~ / \ /,,~1~~ r ~,a,,~~~~,,o ~ `'%. Attest: G ~, rFo JAYC . H AN, CITY CLEF~K ~ ~ ~ ~ ~~, Approved s to C ntent '%, y ~vsr ~s~ ~ ~' ~,, ` ,, oq ~P ,. KEI A S, UR RASING AGENT """' "'"`` Title: E/o ~-~ ~1 ~ >J~ ut~kNac~~ ~Z Dated: 2 2 Dated: I/L~/~i