HomeMy WebLinkAboutITEM V-C-7.~
CITY OF --~
1~1V ~~~ AGENDA BILL APPROVAL FORM
WASHINGTON
Agenda Subject: Date:
Consultant A reement No. AG-C-300 June 6, 2007
Department: Attachments: Budget Impact:
Public Works Budget Status Sheet & Scope of $ 91,559
Work
Administrative Recommendation:
City Council grant permission to enter into Consultant Agreement No. AG-C-300 with Brown and
Caldwell, for En ineerin Services related to the Com rehensive Storm Draina a Plan u date.
Background Summary:
The City has selected Brown and Caldwell for updating the existing Comprehensive Storm Drainage Plan.
The project has been divided into two phases. Phase I of the work includes: level of service criteria,
information collection, review and evaluation of the hydraulic model, pump station evaluation, NPDES
program gap analysis, development of the Phase II work plan, and project management. Phase II will
include performing the work identified in Phase I, development of a Capital Improvement Plan, and
project management. Proposed Phase II tasks and estimated costs are included on the Budget Status
sheet.
The anticipated cost for Phases I and II of this project is $466,559, of which there is currently $275,000
available in the 2007 budget, and $100,000 available in the 2008 budget. The project will require a
budget increase of $91,559 in the 432.00.590.100.65 fund. This project is expected to be completed in
mid 2008.
W0618-1
03.4.1.10
Reviewed by Council & Committees: Reviewed by Departments 8~ Divisions:
^ Arts Commission COUNCIL COMMITTEES: ^ Building ^ M&O
^ Airport ^ Finance ^ Cemetery ^ Mayor
^ Hearing Examiner ^ Municipal Serv. ^ Finance ^ Parks
^ Human Services ^ Planning & CD ^ Fire ^ Planning
^ Park Board ®Public Works ^ Legal ^ Police
^ Plannin Comm. ^ Other ®Public Works ^ Human Resources
Action:
Committee Approval: ^Yes ^No
Council Approval: ^Yes ^No Call for Public Hearing _/_/
Referred to Until _/ /
Tabled Until _/ /
Councilmember: Wa ner Staff: Dowd
Meetin Date: June 18, 2007 Item Number: Item V.C.7
~j~$~[j~ ~k MC7RE THAN ~QU IMAGINED
BUDGET STATUS SHEET
Project No• Project Title• Comprehensive Storm Drainage Plan I
Project Manager: Tim Carlaw
Project Initiation
Initiation Date: Q Permision to Advertise Date: June 6, 2007
Advertisement Date: 0 Contract Award
Award Date: 0 Change Order Approval
Q Contract Final Acceptance
The "Future Years" column indicates the projected amount to be requested in future budgets.
Funds Budgeted (Funds Available)
Funding Prior Years 2007 2008 Future Years Total
432 Fund -Storm Drainage 275,000 100,000 375,000
Total 0 275,000 100,000 0 375,000
Estimated Cost Funds Needed
Activity Prior Years 2007 2008 Future Years Total
Phase I
Project Management 14,890 14,890
Establish project Goals and Prelim. LOS 5,127 5'127
Collect Information 23,972 23,972
Evaluate Existing Data, Models, Info Sys. 37,799 37,799
Pump Station Evaluations 27,064 27,064
NPDES Gap Analysis 32,491 32,491
Develop Phase II Work Plan 10,216 10,216
Phase II
Project Management 20,000 10,000 30,000
Implement Early Actions 20,000 20,000
NPDES Phase II Program Development 50,000 50,000
Additional Data Collection 25,000 25,000
Hydraulic Modeling 50,000 25,000 75,000
Identify and Evaluate Alternatives 20,000 20,000 40,000
Recommended Improvements 10,000 15,000 25,000
Financial Program 15,000 15,000
Comprehensive Storm Drainage Plan 10,000 25,000 35,000
Total 0 371,559 95,000 0 466,559
d39 S+nrm f~rainaae Budget Status
Prior Years 2007 2008 Future Years Total
'432 Funds Budgeted () 0 (275,000) (100,000 0 (375,000)
432 Funds Needed 0 371,559 95,000 0 466,559
•430 Fund Project Contingenc ) 0 0 5,000 0 0
430 Funds Required 0 96,559 0 0 91,559
(#) in the Budget Status Sections indicates Money the City has available.
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EXHIBIT A
SCOPE OF WORK
CITY OF AUBURN DRAINAGE COMPREHENSIVE PLAN UPDATE
This Scope of Work (SOS describes tasks to be performed by Brown and Caldwell (BC) to assist the City of
Auburn (City] in development of a Storm Drainage Comprehensive Plan (Drainage Comp Plan). The Comp
Plan will guide the operation, maintenance, and improvement of the City's extensive storm drainage system.
If deemed appropriate bythe City, the Comp Plan will also address drainage needs in the Lea Hill and West
Hills annexation areas. In addition, the Comp Plan will help the City comply with the Phase II National
Pollutant Discharge Elimination System (NPDES) permit for municipal stormwater discharges. The NPDES
permit was issued by the Washington State Department of Ecology (Ecology) in January 2007.
To maxunize efficiency, the SOW specifies a phased approach, wherein the results of Phase I will be used to
refine the work plan for Phase II of this project. This will help ensure that our efforts are focused on the
Citys most important needs with respect to the Drainage Comp Plan. Phase I will involve evaluating existing
information about the City's drainage system. Phase I will also include an evaluation of the City's drainage
pump stations and a review of the existing models of the drainage system. In addition, it will include an
evaluation of the existing drainage system information for the City's potential Lea Hill and the West Hills
annexation areas. Based on the results of Phase I tasks, we will identify key data gaps and prepare a detailed
Phase II project work plan. During Phase II of the project we will address the key data gaps and perform the
engineering analyses necessaryto complete the Drainage Comp Plan update. Phase I and Phase II project
tasks will be coordinated by BC with similar activities being performed in parallel to update the Sewer
Comprehensive Plan.
Phase I project tasks are described in detail below. The SOW also summarizes anticipated Phase II project
tasks and associated preliminary budget allocations. The results of Phase I may require an amendment to this
SOW if the Phase II project work plan developed in conjunction with the City in Task 7 results insignificant
changes to the preluiiinarytaskbudgeu for Phase II of the project.
Phase 1 Tasks
Phase I will consist of seven tasks:
Task 1 Manage Project
Task 2 Establish Project Goals and Preliminary Level of Service Criteria
Task 3 Collect Information
Task 4 Evaluate Existing Data, Models and Information Management Systems
Task 5 Evaluate Pump Stations
Task 6 Conduct NPDES Program Gap Analysis
Task 7 Develop Phase II Work Plan
The activities, deliverables, and assumptions associated with each Phase I task are described in detail below.
Task 1. Manage Project
The BC project manager will manage project staff and any subconsultants to ensure compliance with project
schedule, budget, and quality control/assurance objectives. First, the BC project manager will lead the
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development of a detailed a scope and cost estimate for Phase 1 of this project. Then the BC project
manager will draft a Project Management Plan (PMP) and present this document at a kickoff meeting. The
PMP will include project scope and schedule, communications plan, quality control plan, schedule and cost
control plan, and team member work assignments.
Assumptions:
• The BC project manager will attend up to three project status meetings of up to two-hours each at
key project milestones.
Deliverables:
• Scope of work and cost estimate for Phase 1
• Routine project communications such as email recaps of key decisions and meeting summary notes.
• Meeting agendas.
• Monthly project status reports.
• Monthly invoices.
Task 2. Establish Project Goals and Preliminary Level of Service Criteria
In this task, BC will work with City staff to define project objectives and preliminary Level of Service (LOS)
criteria to use in evaluating pump stations and system operation, maintenance and capacity. BC will first
review existing regulations (e.g., Growth Management Act, Phase II NPDES Permit, City codes etc.), reports,
and planning documents relevant to drainage and surface water management LOS. We will then prepare for
the kick off meeting by developing draft project goals and lists of potential types of LOS. LOS types will
include both internal and external metrics. For example internal metrics for LOS will likely include pump
station operational, quality, and performance parameters such as:
o Types of station bysize range/configuration.
o SCADA systems.
o Noise limits.
o Odor limits.
o Corrosion control.
o Man-machine interface.
o PLCs.
o Control equipment.
o Pump brands/agents.
o Engine brands/agents.
o RemovaVrepair - internal external.
o Retrofit criteria.
o Energy efficiency
o Recycle or salvage value of used equipment
External LOS criteria could include capacity performance targets, complaint response metrics, sustainability
metrics, and other service measurements that are visible to the public.
To complete the draft LOS criteria, we will facilitate a project kick off workshop with BC and City of Auburn
staff. We will then prepare draft and revised prelunuiaryLOS criteria. The criteria are considered prelunuiary
at this point of the project because it is likely that subsequent tasks (e.g., pump station evaluation) and more
detailed analysis may require refinements to the LOS criteria. For example, in areas with existing drainage
problems, LOS criteria for conveyance may need to be adjusted after we have identified potential solutions
and their associated costs.
Drainage Exhi6ilAmm.doc
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Assumptions:
• Three BC staff will attend one three-hour project kick off workshop in Auburn to review the PMP
(as described in Task 1) and develop draft project goals and preliminary drainage system LOS criteria..
• The Drainage Comp Plan project kick off meeting will coincide with the Sewer Comp Plan kick off
meeting.
Deliverables:
• Draft and revised project goals.
• Draft and revised prelimm~ary LOS criteria.
Task 3. Collect Information
BC will work with City staff to obtain mailable information and data relevant to this project. This will
involve collection and review of both digital and/or hard copies of information data and interviews with City
staff.
Task 3.1 Collect Existing Information and Reports
BC will compile a list of the relevant information that we would like to obtain from the City. Based on our
current understanding, we expect that the list will include:
• Existing hydrologic and hydraulic models.
• Available City GIS data for the City's existing jurisdiction area as well as the Lea Hill and West Hills
annexation areas.
• AutoCAD drawings that include drainage infrastructure layers. We will examine the AutoCAD files
to determine the most efficient way to transfer drainage infrastructure characteristics (e.g., manhole
invert elevations, pipe diameters and slopes) to a separate database for inclusion in the City's GIS
system and drainage system hydraulic model (see Task 4).
• Recent survey data.
• Rainfall time series.
• Flow gage data.
• Existing studies/reports for the existing City area and the Lea Hill and West Hills annexation areas.
• Relevant regulatory information (e.g., Water QualityTMDLs).
• Condition assessment data.
• Maintenance histories and issue summaries.
• Record drawings (or contract documents if record drawings unavailable).
• Base maps in AutoCAD and/or paper copies.
• Information about current sustainable practices and policies.
• Additional pump station related data as mailable, including:
- Equipment O&M catalogs.
- Operational O&M Manuals.
- Loss of power event history.
- Overflow records.
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Assumptions:
• Collection of drainage pump station information will be coordinated with collection of sewer pump
station information.
Deliverables:
• Spreadsheet inventory of data collected and relevant metadata.
Task 3.2 Conduct Interviews
Following collection and review of the above information, we will interview City staff to:
• Define the City's organizational structure as it relates to operation, maintenance and improvement of
the drainage system.
• Identify specific business processes and City staff roles and responsibilities in completing these proc-
esses, including those processes required by new NPDES Phase II stormwater regulations.
• Develop an understanding of the various information management systems available to support the
City in drainage system management and reporting.
• Collect anecdotal information regarding location and nature of system problems, and City staff ex-
perience with past corrective measures.
• Collect information related to practices or policies relevant to sustainable drainage design and opera-
trons.
• Identifypotential "early action" needs.
Following the interviews, we will email interview notes to interviewees to validate comments and information
collected. Based on the interviews, we will prepare draft business organization and process models and
submit them to the City Project Manager for review. We will revise the models based on the City's com-
ments.
Assumptions:
• This task focuses on interviews necessary to document practices related to operation, maintenance
and improvement of the drainage system. Some of this information will support the Task 6 NPDES
gap analysis. However, Task 6 includes additional interviews to address collection of information
that is required by NPDES but unrelated to operation, maintenance and improvement of the drain-
age system. For example, the City must m;n;m;~e stormwater pollution potential related to road
maintenance practices and other municipal maintenance practices and facilities (e.g., Parks Depart-
ment maintenance activities etc..
• Two BC staff will participate in three group interviews with City drainage and maintenance staff.
• Each interview will be two hours long.
Deliverables:
• Meeting summary notes (e-mail) to each interviewee for review to ensure accuracy.
• Draft and revised business models including organization models and process models.
Task 4. Evaluate Existing Data, Models, and Information Management Systems
BC will evaluate the flow data, system inventory data, hydrologic and hydraulic models, and other information
and models collected in Phase 3 in light of the project goals and prelinunary LOS criteria established in Task
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2. We will then identify gaps or needs that may need to be addressed in order to complete the Comp Plan.
BC will examine the existing drainage model to (1) determine what portions of the drainage system are
included in the model and where there are gaps, (2) compare the pipe elevation and diameter data in the
model to the drainage system infrastructure available from the City, and (3) identify any connectivity prob-
lems, adverse slopes or large drops in the model data that may indicate erroneous data. This task will
encompass the Lea Id'ill and West Hills annexation areas as well as the current City area.
We will also identify gaps or needs relative to the systems and/or processes used bythe City to manage its
stormwater information (e.g., adequacy of existing IT tools to support operation, maintenance and improve-
ment of the drainage system). Furthermore, BC will evaluate system inventory and models to identify
mismatching or missing data. We will summarize the results of this task in two technical memoranda.
Assumptions:
• The cost estimate for this task assumes that the bulk of this information is available digitally and will
not require extensive compilation, reproduction, scanning, or digitizing by BC.
• This task does not include development of specific recommendations to address the gaps. Recom-
mendations for addressing data gaps will be identified during Task 7, and implemented in Phase II of
this project.
• This task does not include the conversion of data files to update the City's infrastructure database or
drainage hydraulic model. These activities will occur in Phase II. The existing data review portion of
this task is limited to exa,,,in;ng the existing drainage system mapping and flow data, developing a
strategy for updating the City's GIS data and hydraulic model, and estimating the level of effort re-
quired to complete these activities for the Phase II work plan.
• This task will document information management system needs related to operation, maintenance,
and improvement of the drainage system. The NPDES stormwater permit requires additional in-
formation management such as tracking employee training and documenting construction site in-
spections. These types of information management will be addressed in Task 6 below.
Deliverables:
• Draft and revised technical memorandum identifying and prioritizing data gaps with respect to sys-
tem inventory and monitoring and discussing recommendations for modeling platform updates or
changes during Phase II of this project.
• Draft and revised technical memorandum describing existing information management systems and
processes and their adequacy to support drainage system operation, maintenance and improvement
and NPDES program implementation and management.
Task 5. Evaluate Pump Stations
During this task BC will conduct field visits and evaluate each drainage pump relative to the prelirnuiary LOS
developed during Task 2. This task will consider the physical life expectancy of existing hardware and
potential modifications for smoother, more reliable, and more efficient operation. Based on the review of
existing information collected in Task 3 and the site visits, BC will present upgrade options, descriptions of
relative benefits, and relative preliminary pricing. These upgrade options maybe updated during Phase II
based on problem analysis and alternatives modeling. During this task BC will:
• Prepare standardized station checklists, information filing systems, photo archives, and a report tem
plate.
• Review station documentation collected during Task 3 (each discipline lead). ~ele
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• Conduct station site visits.
• Evaluate station operation against Task 2 LOS criteria and with regard to current and future capacity,
component life, code compliance, safety, maintainability and operability, self cleaning capability, ac-
cess, main and utility systems, HVAC, SCADA, security needs, standby power, and sustainability
considerations.
• Identify early implementation recommendations.
• Prepare preluninary cost estimates for recommendations.
• Summarize recommendations in a draft technical memorandum and meet with the Cityto review
recommendations.
• Update the technical memorandum based on Cityfeedback.
• Recommend a Phase II information management strategy for easy storage, retrieval, and City use of
the collected pump station data.
• Provide peer review of draft City pump station design standards.
• Provide a pump station workshop with City staff.
Assumptions:
• Site visits to the five drainage pump stations will be conducted with City staff familiar with the opera-
tions and maintenance history at each station.
• No confined space entry will be required.
• The BC pump station assessment team will consist of experts in hydraulic design, electrical and in-
strumentation, and structural design.
• BC will prepare a photo database.
• The technical memorandum prepared for this task will be a stand-alone document.
• The technical memorandum will not include discussion of implementation phasing.
• Two BC staff will attend one recommendations review meeting of up to three hours in length.
• Station capability to meet future capacity needs will be assessed after drainage system modeling in
Phase II.
• Accepted recommendations will be incorporated into the updated CIP during Phase II.
Deliverable:
• Draft and revised drainage pump station sections of technical Pump Station Evaluation Technical
memorandum (overall memo budgeted under Sewer Comp Plan update).
• Pump station workshop with City staff to be coordinated with Sewer Comp Plan update.
Task 6. Conduct NPDES Program Gap Analysis
During this task BC will work with the City's project manager to identify City departments and divisions likely
to have a role in NPDES stormwater permit compliance. The City project manager will recommend a small
number of key decision-makers and leaders (e.g., Public Works representative, City Attorney representative,
Planning representative) to serve on a SWNIl' Steering Committee. BC will then conduct a NPDES workshop
to discuss permit requirements and NPDES program development activities. At the workshop, City officials
will identify additional staff to be interviewed to provide first-hand information regarding the City's activities.
BC team members will then interview appropriate City staff to supplement the information collected during
Tasks 3 and 4 with information regarding existing City facilities (e.g., vehicle maintenance shops, landfills) and
practices that would be covered by the new NPDES Phase II permit. Based on review of existing informa-
tion and the Task 3 interviews, BC will prepare a gap analysis technical memorandum that compares the
current status of City regulations, facilities, and activities to Ecology's NPDES municipal stormwater permit
requirements. The memorandum will also summarize potential implications for the City's NPDES permit Dele
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compliance of water quality issues in receiving waters. Following completion of the gap analysis the BC team
will meet with the Steering Committee to review and validate the findings.
Assumptions:
• Two BC team members will attend two meetings of up to two hours in length with the City's
NPDES Steering Cornrnittee.
• Two BC team members will spend up to two full days at the City conducting staff interviews.
Deliverables:
• Draft and revised NPDES Program Gap Analysis technical memorandum.
Task 7. Develop Phase I1 Work Plan
Based on the results of the preceding tasks, BC will develop early action work plans. Early action work plans
maybe prepared for activities BC and the City determine should begin before Phase I is complete, independ
ent of the Phase II work plan. Examples of such early action activities could include collection of more
detailed inventory data in areas of known drainage problems (e.g., the West Main Area), collection of addi
tional data for the Lea Hill or West Hills annexation areas, conversion of paper data to digital format, or
development of solutions for identified NPDES violations such as illicit connections.
BC will then prepare a draft Phase II work plan. The Phase II work plan will address the detailed modeling
and analyses necessaryto define drainage problems and evaluate alternative solutions, assess potential
sustainable options, define potential system operations improvements, develop NPDES compliance recom
mendations, and update the drainage CIP presented in the Drainage Comp Plan.
Assumptions:
• NA
Deliverables:
• Draft and revised work plans for early action activities.
• Draft and revised Phase II work plan.
Phase II Tasks
BC anticipates that Phase II of this project will consist of the following tasks:
• Task 1 Project Management.
• Task 2 Implement Early Actions.
• Task 3 NPDES Phase II Program Development. This taskis not contingent on additional data
collection or engineering analyses and thus could begin and run in parallel with tasks 4 and 5.
• Task 4 Collect Additional Data. These subtasks will be driven bythe Phase I key data gaps
evaluation. Data collection may include mapping and system inventory or monitoring information
necessaryto support hydrologic and hydraulic modeling. This task mayprescribe data collection in
the annexation areas as well as within the current City limits.
• Task 5 Hydrologic and Hydraulic Modeling. Hydrologic and hydraulic modeling needs will be
defined in the Phase II work plan. Detailed modeling will likely be performed for key problem areas
and areas where potential future development could tax the existing system, both within the city as
well as in the annexation areas.
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• Task 6 Identify and Evaluate Alternatives. BC will work with the Cityto identify and evaluate
potential alternatives to address drainage system problems identified during prior tasks. If capacity
problems are identified, these alternatives could include updates to the pump station recommenda-
tions previously developed. Alternative feasibility may necessitate revisiting LOS criteria developed
during Phase I. Alternatives may include operational or maintenance improvements as well as capital
projects.
• Task 7 Recommended Improvements. BC will define and document capital, operational, or
maintenance improvements for the City's drainage system. BC may also recommend improvements
for the annexation areas, if deemed appropriate bythe City. This task will include C[P preparation.
• Task 8 Financial Program Support. BC will work with the Cityto identify and evaluate funding
sources for implementing the proposed improvements identified in Task 7 and the NPDES compli
ance recommendations developed during Task 3.
Task 9 Storm Drainage Comprehensive Plan. BC will compile deliverables from earlier tasks to
create the Storm Drainage Comprehensive Plan. The plan will encompass the Lea Hill and West Hills
annexation areas, if deemed appropriate bythe City.
The activities, deliverables, and assumptions associated with each Phase II task will be defined in detail during
development of the Phase II work plan at the end of Phase I.
Project Schedule and Cost Estimate
As part of preparation of the Project Management Plan (PMI') during Phase I, BC will prepare a GANIT
chart that lays out a detailed schedule for Phase 1 tasks. Because BC will complete Phase I tasks in close
coordination with the Sewer Comp Plan update, the anticipated Phase I completion time-frame is early-
Autumn 2008. During preparation of the Phase II project work plan, BC will update the PMP and schedule
GANTT chart accordingly. BC anticipates completing Phase II during 2008, although individual elements
maybe phased for earlier completion to facilitate NPDES permit compliance.
Exhibit B contains a detailed cost estimate for Phase I project tasks and a summary cost estimate for Phase II
project tasks. The estimated cost for Phase I is $151,559. The estimated cost for Phase II is $315,000. The
total estimated combined cost for Phase I and II is $466,559. BC will invoice the City on atime-and
materials basis for services provided in connection with this SOW. BC will not exceed the total estimated fee
without prior written authorizaxion from the City.
[DOCUMENT END]
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