HomeMy WebLinkAbout4.C.4. Authorize an Extension Agreement with WSB & Associates, Inc. for a Municipal Separate Storm Sewer Systems (MS4) Program Update �„� Consent Business 4. C. 4.
�I-3r1KC7�'��-:
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Bruce Loney, Public Works Director
DATE: 09/03/2013
SUBJECT: Authorize an Extension Agreement with WSB & Associates, Inc. for a Municipal
Separate Storm Sewer Systems (MS4) Program Update (B)
. Action Sought
Authorize the appropriate City officials to execute an extension agreement with WSB &
Associates, Inc. for a MS4 Program Update at a cost not to exceed $19,00.00.
Background
The Municipal Separate Storm Sewer Systems (MS4) permit has recently been updated and
became law on August 1, 2013. The City will need to submit their application for permit
reauthorizing by December 29, 2013. Task 1 of the proposal is identified for this application.
Task 2 is for updating the City of Shakopee MS4 Program and creates a revised Stormwater
Pollution Prevention Plan (SWPPP). These tasks will take the necessary steps to revise the MS4
Program and SWPPP and will be take most of 2014 to complete.
By authorizing this work, the City of Shakopee's MS4 Program will be brought into compliance.
Recommendation
Staff recommends authorizing the proposal in order to get into compliance as per the new law and
also staff does not have the time or expertise to complete the update.
Budget Impact
This work will be paid out of Storm Drainage Funds.
Relationship to Vision
This supports Goal B: Positively manage the challenges and opportunities presented by growth,
development and change.
Requested Action
Authorize the appropriate City officials to execute an extension agreement with WSB &
Associates, Inc. for a MS4 Program Update at a cost not to exceed $19,900.00.
Attachments: MS4 proposal
-
WV�
�r,�,,,,,�.� 21i�111�@Y!t?�•f3/c3111?Iti�•GnViY01]fTi2t1 f8l•COnSfI'UCtJO/I 701 Xenia Avenue South
Suite 300
Minneapolis,MN 55416
Tel: 763-541-4800
Fax: 763-541-1700
August 28, 2013
Mr. Bruce Loney, PE
Public Works Director/City Engineer
City of Shakopee
129 Holmes Street South
Shakopee, MN 55379-1376
Re: Extension Agreement for Professional Services
Estimate of Cost to Provide Engineering Services—MS4 Stormwater Program Update
Dear Mr. Loney:
Accarding to our Agreement for Professional Services within the City of Shakopee and Section
I-G2 (Major Projects), this extension agreement is written to provide you with an estimate of
cost far engineering services for the above-referenced project. We are proposing to complete the
work as detailed in the attached Scope of Services, Exhibit A.
WSB's MS4 work plan will help the City meet its current requirements as well as prepare the
community for the changes in the MS4 permit. The updated permit became law on August 1,
2013. The City will need to submit their application for permit reauthorization by December 29,
2013. The items in Phase 1 will need to be completed by December 30, 2013. The items
identified in Phase 2 will need to be completed within 12 months of permit coverage being
extended by the MPCA. It is estimated that permit coverage will be extended by May 29, 2014,
therefore the City will likely have until May 29, 2015 to complete the activities identified in
Phase 2. Tasks identified in Phases 1 and 2 are required by the MS4 permit.
This proposal outlines the work needed to complete the tasks associated with the WSB MS4
program. WSB proposes to complete these tasks above for a cost-reimbursable basis in
accordance with our current fee schedule of$19,900 (Table 1).
Table 1. Cost Estimate
Tasks Cost
Phase 1
Meetin s 2) $600
A lication for Reauthorization $1,300
Draft SWPPP&Im lementation Schedule $1,800
St.Cloud• Minneapolis•St.Paul
Equal Opportunity Employer
wsbeng.com
W:\,�'POF.ti\NSi\ProPOart�2U11lSMWpee'MS!PraP�+lAO�
Mr. Bruce Loney,PE
August 27,2013
Page 2 of 3
Tasks Cost
Identif artnershi s $100
Prioritize education $200
S stem Ma in $600
Pond assessment rocedures $200
Trainin $200
TMDLs $400
Or anizational chart �300
Sub Total $5,700
Phase 2
Meetin s (2) `�800
Enforcement res onse rocedures $2,100
Written rocedures $2,100
Ordinance revisions $4,400
Lon -term maintenance $2,000
Facilities invento $2,000
BMP ins ection forms $800
Sub Total $14,200
TOTAL PROJECT COST $19,900
All other tasks will be separate workplczns billed ns hourly or other directive a•dered by the
Ci ty.
We are available to begin work as soon as authorized by the City, and we anticipate we will
complete the project according to the following schedule, assuming that we receive the notice to
proceed on September 3, 2013.
We propose to complete the project according to the following tentative schedule:
Council Approves Extension Agreement and Authorizes Work..................... September 3, 2013
Prepare Draft Application for Reauthorization...............................................November 15, 2013
Preparation of Draft SWPPP...........................................................................November 15, 2013
Develop Organizational Chart........................................................................November 15, 2013
Present summary of Application for Reauthorization to City Council.............December 2, 2013
Submittal of Application for Reauthorization ................................................December 30, 2013
Begin Work on Phase 2 Activities.............................................................................June 1, 2014
Complete Work on Phase 2 Activities.....................................................................May 29, 2015
This letter represents our entire understanding of the project scope. If you are in agreement,
please sign on the space provided and return one original signed copy to us for our records. We
will start immediately upon receipt of the signed agreement.
W:�NPDES�Iv1S4�Proposals�0l3�Shakopcc-MS4 Proposal.dce
Mr. Bruce Loney,PE
August 27,2013
Page 3 of 3
If you have any questions concerning the work plan or fee as discussed herein,please feel free to
contact me at 651-286-8464. We look forward to warking with you and greatly appreciate the
opportunity to assist you and your staff in the completion of this project.
Sincerely,
WSB & Associc�tes,Inc. �
� � �
-�- � ����� � �--
Jesse Carlson Bob Barth
Water Resources Project Manager Senior Project Manager
Enclosure
ef
City Administrator
Mayor
Date
W:�NPDESUIS4�Proposals�2013�Shakopcc-MS4 Proposal.doc
Exhibit A
Scope of Design Services
MS4 Program Update
City of Shakopee
WORK PLAN
Phase 1
Phase 1 includes the steps necessary to complete the application for reauthorization and submit to
the MPCA for approval.
1. Project Management
This task includes planning and coordination of all work tasks, establishment and
monitoring of budgets, meetings, and correspondence with the City of Shakopee. The
project manager will serve a primary role in the tasks necessary to meet the MS4 permit
revisions. Jesse Carlson is proposed to manage the project for WSB &Associates, Inc.
(WSB).
2. Data Collection
Available data will be collected from the City of Shakopee, as necessary, to prepare the
application for reauthorization. Much of this data was gathered during the MS4 program
assessment completed in 2012; however an additional request for data may be necessary as
we complete the application and permit revisions.
3. Develop Application for Reauthorization
The information gathered during the self assessment and gaps analysis completed in 2012
will be used to complete the application for reauthorization to receive permit coverage. The
City is required to complete this by December 30, 2013.
4. Draft SWPPP & Implementation Schedule
The information gathered during the self assessment and gaps analysis completed in 2012
will be used to develop a draft summary of the major SWPPP components for the five year
permit cycle (2013-2018). This spreadsheet will incltiide a unique identifier, BMP
description, measurable goals, and a timeline for completing each SWPPP activity. This
draft SWPPP will include completing the activities identified below:
Identify Partnerships
This activity includes identifying if new partnerships are warranted and Ltpdating the
appropriate BMP sheets. This will include a summary of existing partnerships the City
currently has.
Prioritize Education
This activity will include recommendations for high prioriry stormwater related issues to
be emphasized in education and outreach during the permit term(e.g. specific TMDL
reduction targets, changing local business practices, promoting adoption of the
residential BMPs).
Exhibit A 1
System Mapping
The System Mapping activity will include a procedure and process for updating the
storm sewer system map, if gaps were identified during the program assessment. If map
updates are necessary, a schedule will be included along with measurable goals.
Pond Assessment Procedures
This activity will include identifying procedures and methods for evaluating the TSS and
TP treatment effectiveness of MS4 owned/operated ponds within the City. Measurable
goals and a schedule for completing this activity will be included.
Discussion will be included regarding WSB's Storm Water Asset Management Program
(SWAMP), which is intended to fulfill this MS4 requirement as well as prioritize pond
inspection and maintenance to occur in a cost effective manner.
Training
Development of a comprehensive training program is critical to the foundation of any
MS4 program. It is important to communicate to all City staff how their role may be
impacting stormwater. WSB completes annual training for numerous MS4 communities.
We will recommend the incorporation of this training or something comparable into
your annual program.
TMDLs
This activity will include taking the approved TMDLs that were identified during the
program assessment process and identifying all activities that will be completed to
achieve compliance with the TMDL Waste Load Allocation (WLA)reduction
requirements. This will include identifying progress towards meeting the TMDL goals,
BMPs either implemented ar planned to be implemented, an estimate of cumulative load
reductions, and a narrative describing what strategies will be taken if the WLA is not
being achieved by the desired date.
This draft implementation schedule can be used by City staff for future planning of SWPPP
related budgets, staff, and resources that will be needed to meet the MS4 permit
requirements. The City is required to complete this by December 30, 2013.
5. Organization Chart
An organizational chart will be developed to identify what departments are responsible for
specific BMP activities. The MPCA has identified during MS4 audits that developing an
organizational chart is critical for MS4's to be able to properly assign tasks and
communicate to all departments that they have an active role in implementing the MS4
permit requirements.
Exhibit A 2
Phase 2
Phase 2 includes the steps necessary for the City of Shakopee to take in order to revise their MS4
program to meet the new permit requirements once their MS4 permit coverage has been extended. It
is anticipated that work will not need to be initiated until May 29, 2014 with an ultimate completion
date of May 29, 2015.
1. Enforcement Response Procedures
WSB will develop the Enforcement Response Procedures (ERPs) describing procedures and
circumstances for the implementation of verbal warnings, written notices, and escalated
enforcement measures. The enforcement response procedure will be developed to compel
compliance with the illicit discharge detection and elimination, construction site erosion and
sediment control, and post-construction stormwater management requirements.
2. Written Procedures
Written procedures will be created for pollution prevention/good housekeeping, responding
to known/suspected illicit discharges, completing site plans reviews and site inspection,
storm sewer inspections and maintenance, employee training, and program documentation.
These may come in the form of checklists, BMP cut sheets, and standardized inspections
forms/letters.
3. Pond Inventory
The Ciry will need to submit the MPCA required pond inventory within 12 months of the
date the permit coverage is extended. It is assumed that the City has comprehensive map of
their system; however, if significant work is necessary to update the storm water system
mapping WSB will provide a separate scope for the completion of this work.
4. Ordinances
This activity includes revisions to the City's Ordinance No. 807 regarding water resources
management to address the new MPCA constniction general permit,requirements for
meeting the new MS4 regulatory mechanisms which include provisions for volume control
on new development and redevelopment, and also consider the new precipitation frequency
estimates (Atlas 14).
5. Long-term Maintenance
This task will include reviewing the existing regulatory mechanisms to determine how the
City ensures long-term maintenance of private systems draining to the City's storm sewer
system. This will inchide developiug post constniction regulatory language that will allow
the City to conduct inspections, perform maintenance, and assess costs to maintain struchiral
stormwater BMPs constructed after the effective date of this permit.
6. Facilities Inventory
The Facilities Inventory will include completing a GIS inventory of all municipally
owned/operated facilities. This inventory will include a map and a spreadsheet of all
material being stored along with BMPs designed to prevent discharges of polhitants in
stormwater.
Exhibit A 3
7. BMP Inspection Forms
The City will be required to inspect structural stormwater BMPs annually, stormwater ponds
and outfalls once during the five year permit cycle, and complete quarterly inspection of
stockpiles, and starage and material handling areas as identified during the facilities
inventory. The City currently has a system to electronically track these inspections. As a part
of this task the inspection forms will be modified to meet the new permit requirements.
Additional Services
The following are potential items of additional work that may be encountered as the project
proceeds:
• Record keeping evaluation and recommendations
• Integration of the CIP study, as necessary, for meeting future TMDL goals
• Updates to stormwater system mapping
• Complete an evaluation of the TSS and TP treatment effectiveness of MS4 owned/operated
ponds
• Evaluation of the feasibility of BMPs to be implemented during redevelopment
Exhibit A 4