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Home My WebLink About5.B.2. Extension Agreement with WSB & Associates, Inc. to Update the City's Comprehensive Water Resources Management PlanM ] a O CITY OF SHAKOPEE Memorandum t, l TO: Mayor & City Council Mark McNeill, City Administrator FROM: Joe Swentek, Project Engineer SUBJECT: Authorize an Extension Agreement with WSB & Associates to Update the Comprehensive Water Resources Management Plan for the City of Shakopee DATE: June 21, 2011 The City of Shakopee updated its Comprehensive Storm Water Management Plan in 2008 to incorporate changes in policies that evolved since the last update in 1998. The new plan is referred to as the Comprehensive Water Resource Management Plan ( CWRMP) and was in conformance with requirements set forth by the Metropolitan Surface Water Management Act and the Board of Water and Soil Resources Rules Chapter 8410 at the time of its adoption. However, since that time the Scott Watershed Management Organization (WMO) approved a new water plan on May 27, 2010 and the Lower Minnesota River Watershed District (LMRWD) is in the process of updating their water plan. Per State Statute and Administrative Rules, the City is required to update their plan within two years of these approvals. BACKGROUND: Attached is a detailed outline of the proposed work plan, schedule and estimated fees to update our CWRMP by the City of Shakopee's storm water consultant, WSB & Associates. WSB & Associates has the experience, expertise and background to complete the updates. Therefore, at this time, staff recommends authorizing the appropriate City official to enter into an extension agreement with WSB & Associates for the Updates to the CWRMP for the City of Shakopee. Upon authorization, the outlined work will proceed immediately and the completed updates will be brought back in their entirety to the City Council for formal approval, in their role as the Local Governing Unit (LGU). ALTERNATIVES: 1. Approve a motion authorizing the appropriate City official to enter into an extension agreement with WSB & Associates for the Updates to the CWRMP for the City of Shakopee. 2. Do not authorize the appropriate City official to enter into an extension agreement with WSB & Associates for the Updates to the CWRMP for the City of Shakopee. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1. ACTION REQUESTED: Move to approve a motion authorizing the appropriate City official to enter into an extension agreement with WSB & Associates for Updates to the CWRMP for the City of Ak s dxroe ume. 1" g , infrastructures Engineering a Planning ■ Construction May 12, 2011 Mr. Joe Swentek Project Engineer City of Shakopee 500 Gorman Street Shakopee, MN 55379 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 541.4800 Fax: 763 541.1700 Re: Proposed Scope of Work and Cost Estimate for Updates to Comprehensive Storm Water Management Plan WSB Project No. 1756 -04 Dear Mr. Swentek: As you may be aware, State Statute and Administrative Rules require the City to update their Comprehensive Water Resource Management Plan within two years of the approval of each Watershed Management Organization (WMO) and Watershed District (WD) which have jurisdiction in the City of Shakopee. The Scott WMO's Plan was approved May 27, 2010 and the Lower Minnesota WMO's Plan is currently being reviewed by the Board of Soil and Water Resources (BW SR.) It is our understanding that City has received an extension from the Scott WMO until May 2012 to update your local plan. This letter is a proposed scope of work to update the Comprehensive Water Resource Management Plan (CSMP) for the City of Shakopee. The following tasks are proposed to be provided to update the CSMP by May 2012: Task d: Gather Background Data WSB will review the approved final plans of the WMO and WD to identify the required revisions to the City's CSMP. This task will also include one meeting with City Staff to discuss the required changes and outline an approach to address each issue. Task 2: Meet with Stakeholders Once the general approach has been outlined, we will meet with representatives of the WMO and the WD to obtain concurrence and identify potential conflicts, either between their Rules or City goals and policies. Task 3: Develop Draft of Plan Amendments Draft plan amendments to each section of the City's Plan will be prepared following completion of Task 1 and Task 2. We anticipate that amendments to the plan can be accomplished without a full revision to the existing Plan. The items to be included in the amendment include, but are not limited to, the following: Minneapolis ■ St. Cloud Equal Opportunity Employer R:b17560W�sWGFE- CSWUP&' "'1'dtl' Mi Joe Swentek May 12, 2011 Page 2 • References to MS4 SWPPP requirements • Street sweeping priorities and LOU protocol • Description of salt and sand best management practices • Identification of developing areas that discharge runoff to other jurisdictions • Review and assessment of Coordination Strategies identified in the Scott WMO Plan • Reference and schedule for completing local controls (i.e. ordinances) • Review of City's and County's Transportation Improvement Plans to identify potential storm water management retrofit opportunities. Task 4: Discuss Draft Amendments with Cif; Staff and Revise as Needed Once a draft of the amended plan has been developed, we will meet with City Staff to discuss the changes and develop a consensus toward the draft amendments. It is anticipated that two rounds of revisions will be necessary as part of this task. Task 5: IssueA men dmeuts to Stakeholders, r Commeaet Once the City Starr nay concurred with the d rag aYfieinwlnent5, We will Stiumlt tueiTi tO tuc staff of WMO and WD to verify that the draft amendments meet their requirements. Each of the WMOs has 60 days and the Metropolitan Council has 45 days to provide comment. In order to allow appropriate lead time and anticipating one round of revisions, Tasks 1 -5 must be complete by December 15, 2011. Task 6: Present Amendments to City Council for Approval Once comments have been addressed, we will submit them to the Shakopee City Council for final approval. It is anticipated that approval of the Plan ainendtnent will be complete before the extended deadlhle of May 27, 2012. Task 7: Assist City Staff in Preparing/Revising Draft Ordinances Once flee amendments are approved, the City has 120 days to revise official controls. As part of this task, we will provide technical support to assist City Staff in revising existing ordinances, or providing new ones, that meet the requirements of the amended Plan. Due to the unknown effort of this task at this time, we will provide an additional cost for this task upon completion of the amended Plan. Based on the tasks outlined above, we estimate the cost to complete this work between $11,000 and $12,000. It is anticipated that work on the first five tasks can begin once the Lower Minnesota WD's plan is approved by BW SR. In the event that approval of the Lower Minnesota WD plan is delayed, the City may need to request another extension from Scott WMO, and possibly Prior Lance /Spring Lance WD. Minneapolis ■ St. Cloud Equal Opportunity Employer K:01156 84o T=I=Dva -C�edRt'6512u.aoo Mr. Joe Swentek May 12, 2011 Page 3 If you wish to proceed with this work effort, please return an executed copy of this letter to us. If you have any questions, please feel free to call Todd Hubmer at 763 - 287 -7182 or Steve Gurney at 763 - 287 -7164. Sincerely, WSB & Associates, Inc. Todd Hubmer, PE Steven G Gurney, PE Vice President Water Resource Engineer I hereby authorize the above scope of work, schedule, and cost. Signature Mayor Title Date City Administrator City Clerk Minneapolis ■ St. Cloud Equal Opportunity Employer KV756 -0E01Admio�oc=OPE -CSW UP&N 0512114