HomeMy WebLinkAbout5.C.1. Authorize the Purchase of a storm water assessment management program (SWAMP) 111.11116111 Consent Business 5. C. 1.
SHf1KOi'EE
TO: Mayor and City Council
FROM: Bruce Loney, Public Works Director
DATE: 11/17/2015
SUBJECT: Authorize the Purchase of a Storm Water Assessment Management
Program (SWAMP) (E)
Action Sought
Authorize the Appropriate City Officials to Execute the attached Extension
Agreement to Purchase a Storm Water Asset Management Program (SWAMP)
Background
The City of Shakopee is required to have coverage under a storm water permit with
the Minnesota Pollution Control Agency (MPCA) for the operation of our storm
sewer system. The MPCA permit requires the City of Shakopee to develop
standard operating procedures for the inspection and maintenance of our facilities as
well as to develop methods to assess the treatment effectiveness of each of our 180
plus storm water basins.
The attached SWAMP proposal addresses these requirements and will provide City
staff the tools necessary to track our numerous inspections, rate the current
conditions of our storm water basins and predict when they will require
maintenance. This is a valuable tool that will allow us to justify and budget for
these future maintenance activities.
The cost for the SWAMP is $22,430.00, which includes the cost to complete tasks
1-2 and the web application fee. The annual software subscription fee is being
waived.
Recommendation
Authorize the Appropriate City Officials to Execute the Extension Agreement to
Purchase a Storm Water Asset Management Program (SWAMP)
Budget Impact
If the City authorizes the purchase of a Storm Water Asset Management Program
(SWAMP), the cost will come out of the Storm Sewer fund.
Relationship to Vision
This supports Goal E, Deliver effective and efficient public services by a staff of
well-trained, caring, and professional employees.
Requested Action
Authorize the Appropriate City Officials to Execute the attached Extension
Agreement to Purchase a Storm Water Asset Management Program (SWAMP)
Attachments: Extension Agreement Proposal
WSB
&Assoc- Engineering • Planning • Environmental • Construction 701 Xenia Avenue South
Suite 300
Minneapolis,MN 55416
Tel: 763-541-4800
Fax: 763-541-1700
September 17, 2015
Mr. Bruce Loney
City of Shakopee
500 Gorman Street
Shakopee, MN 55379
Re: Proposal to Provide a Storm Water Asset Management Program(SWAMP) for the
City of Shakopee
Dear Mr. Loney:
We are pleased to present this work plan to develop and implement a Storm Water Asset
Management Program (SWAMP) for the City of Shakopee. The SWAMP will assist the City
with scheduling and budgeting inspection and maintenance activities, tracking TSS and TP
pollutant loadings, and can be used to help meet the City's MS4 permit requirements. This
program will establish your Standard Operating Procedure (SOP) for managing your storm water
basins.
BACKGROUND INFORMATION
Minimum Control Measures 5 and 6 of the MS4 permit require the City to have a standard
operating procedure for inspections and maintenance of their MS4 owned and operated facilities
(BMPs). Minimum Control Measure 6 also requires the City to develop pond assessments to
determine the treatment effectiveness of stormwater basins within the City. WSB has met with
the MPCA to review our approach (outlined below)to verify that it will meet the MPCA's
requirements outlined in the NPDES permit. MPCA staff has indicated that the SWAMP will
satisfy the requirements for the inventories and SOP required in the NPDES permit.
The City of Shakopee contains approximately 180 storm water basins. The task of inspecting and
maintaining these items, as well as tracking the treatment efficiency of these basins, is a
significant commitment of staff time and a financially daunting task. To allow the City to
manage its storm water system, annually allocate budget, and meet MS4 requirements, WSB
proposes to develop a SWAMP by completing the following scope of services.
Task 1 —Organize and Format Shakopee Input Parameters for SWAMP
WSB will work with City staff to complete the following steps needed for the SWAMP:
• Identify the various stormwater basins present within the City for incorporation
into the SWAMP
Minneapolis•St.Cloud
Equal Opportunity Employer
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Mr. Loney
September 17, 2015
Page 2
• Develop and define attributes for each basin which include:
o Facility type (pond, infiltration basin, storm water wetland, etc.)
o Storage volume of facility
o Treatment expectations
o Size of drainage area
o Imperviousness of drainage area
o Receiving water classification/sensitivity
o Impaired Waters and Waste Load Allocation status of approved TMDLs
o Anti-Degradation considerations
o BMP sensitivity analysis
o Field investigation process and results
o BMP age and historic maintenance activities completed
o Ownership (private vs. public)
o Access for maintenance
• Gather any pond inspection data which has been collected to date. This data will
need to be formatted to meet the programming needs of the SWAMP.
Task 2-Develop and Launch a Customized Version of SWAMP for Shakopee
WSB will utilize the information collected during Task 1 to develop an individually
tailored SWAMP using ArcGIS Server. This web application will be hosted by WSB.
The web-based SWAMP program will allow City Employees to easily access information
related to the City's storm water basins, complete and store survey records, and update
information as needed.
Using the information stored in the database, SWAMP will allow the user to:
• Create a composite SWAMP score for each storm water basin. Composite scores
can be used by City staff to prioritize and budget inspection and maintenance
activities.
• Calculate estimated annual treatment efficiencies and annual load reduction
provided by each stormwater basin for Total Phosphorus and Total Suspended
Solids.
• Calculate the life cycle cost-benefit to help the City determine the value of
performing maintenance or improvement activities on any given storm water
basin.
• Provide calculated responses regarding storm water basin maintenance activities
(similar to a pavement management program)
• Meet MS4 requirements for stormwater basin management
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Mr. Loney
September 17, 2015
Page 3
The cost to complete Tasks 1-2 is $15,930 and will be billed at an hourly not to exceed
cost. This cost assumes developing the SWAMP for approximately 180 storm water
basins.
Software Cost and Annual Subscription Fee
The SWAMP Web Application cost is $6,500 with an annual software subscription of
$3,800 beginning in 2015. This subscription includes access to the web application,
cloud server storage of City's program, application maintenance, and future software
updates.
WSB intends to keep the SWAMP current and relevant by providing program updates as
necessary. WSB will notify you when updates are available.
Future Task—Inspections and Comprehensive Project Review (Future Task)
Based on the SWAMP prioritization, inspections and a comprehensive project review
may need to be completed to determine the extent of maintenance and improvement that
is needed. WSB staff will be available to complete inspections and/or help the City
prepare a project review memoranda concerning future maintenance or improvement
projects that need to be conducted.
WSB has completed many basin inspections,project review memoranda, and
design/construction of basin improvement projects. Based on our experience, we are able
to complete these tasks efficiently and at a low cost to our client.
SUMMARY
We propose that Tasks 1-2 be billed hourly and at a cost not to exceed$15,930. In addition, the
Web Application will be billed at a lump sum cost of$6,500 and there will be an annual
subscription cost of$3,800 that will be billed at a lump sum cost annually starting in 2016.
Thank you for this opportunity to develop a SWAMP Web Application for the City of Shakopee.
WSB is confident this assessment tool and inspection and maintenance prioritization program
will help guide City staff on the best use of funds to achieve the desired storm water benefits. If
you are in agreement with the scope of services outlined above,please sign where indicated
below and return one copy to our office. If you should have any questions regarding this
proposal,please contact Jeff at 651-286-8474 or Jake at 763-231-4861.
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Mr. Loney
September 17, 2015
Page 4
Sincerely,
WSB &Associates, Inc.
//
Jeff Sandberg, PE Jake Newhall, PE
Project Manager Project Manager
ACCEPTED BY:
City of Shakopee
I hereby authorize WSB &Associates, Inc. to complete Tasks 1 —2 identified above for an
hourly not to exceed cost of$15,930. In addition,I authorize a one-time billing of$6,500
for the SWAMP Web Application and an annual subscription fee of$3,800.
Name
Title
Date
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