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HomeMy WebLinkAboutItem 06.q Date: Item No. AGREEMENT WITH WENCK ASSOCIATES FOR PROFESSIONAL SERVICES FOR MS4 CONSTRUCTION SITE INSPECTION PROGRAM Proposed Action Staff recommends adoption of the following motion: Move to approve Agreement with Wenck Associates for Professional Services for MS4 construction site inspection program. Overview The City is required to comply with the provisions of the MPCA Small Municipal Separate Storm Sewer Systems (MS4) Permit under the rules of the Federal Clean Water Act, Minnesota Statutes and Minnesota Administrative Rules, the permit authorizes stormwater runoff from the City and establishes conditions that must be met. The MS4 Permit includes a requirement to develop, implement and enforce a construction site stormwater runoff control program to reduce pollutants, sediment and debris generated from construction activity. A component of the City’s Stormwater Pollution Prevention Program is to conduct site inspections to review and document compliance. The Professional Services Agreement with Wenck Associates establishes City and Consultant responsibilities, and it, will supplement the inspections conducted by City staff to assist the City in meeting the requirements of the MS4 Permit. Primary Issues to Consider • The City is required under State and Federal laws to meet the requirements within the MPCA MS4 Permit. The MS4 Permit is designed to reduce the amount of sediment and pollution that enters surface and ground water from the storm sewer system. If the City is found to be noncompliant, fines and or enforcement actions can be taken against the City. Supporting Information • Agreement for Professional Services Financial Impact: $40,000 Budgeted: Y☒ N☐ Source: Envision Lakeville Community Values: Good Value for Public Services Notes: Report Completed by: McKenzie Cafferty, Environmental Resources Manager June 20, 2016 Utility Fund – Env. Res. Wenck Associates, Inc. | 1800 Pioneer Creek Center | P.O. Box 249 | Maple Plain, MN 55359-0249 Toll Free 800-472-2232 Main 763-479-4200 Email wenckmp@wenck.com Web wenck.com May 9, 2016 Mac Cafferty Environmental Resource Manager City Hall 20195 Holyoke, Ave Lakeville, MN 55044 RE: 2016 MS4 Compliance Construction Site Inspection Program Dear Mr. Cafferty: Thank you for taking time to meet with us in April. We appreciated the chance to speak with you and other staff to learn about the various endeavors the City of Lakeville will be undertaking in 2016. As you requested, Wenck Associates, Inc. (Wenck) submits this proposal to assist the City of Lakeville with construction site inspections for the 2016 construction season. Based on our discussions regarding the inspection program we have developed this proposal to provide a scope of the individual tasks and the overall approach that will be used to accomplish the goals of the project. Project Understanding The City of Lakeville (City) has experienced an extended period of significant development over the last five years. This has resulted in several hundred building permits being issued by the City each year to a combination of residential, commercial, and industrial development projects. As part of the compliance with the Municipal Separate Storm Sewer System (MS4) program, the City conducts inspections of the active construction and development sites during the construction season. Due to the effort required to visit, inspect, and prepare compliance reports for the large number of sites that need to be maintained each year, there is a need to streamline the inspection program. The goal of the 2016 inspection program will be to develop an approach that focuses on concentrating field visits at priority sites, efficiently utilizing a combination of City and Wenck staff, provides proper documentation of field efforts for City records, and ensures compliance with the overall MS4 program. This proposal provides a scope and description of our individual tasks for this effort. Score of Services Due to the early spring thaw conditions, the 2016 construction season has already begun at many sites and development activity will only increase in the coming weeks. As a result it will be necessary to implement the inspection program over the next several weeks. Wenck will partner with the City to complete the following tasks as part of the 2016 construction inspection program:  Establish Field Methods: The City already has an established inspection program from previous years including a compliance template and check list as well as a report format. The established field and reporting methodologies will be utilized in 2016. Wenck staff will communicate with the City Resource Manager on existing methods and will utilize a tablet provided by the City to complete field site inspections. Wenck staff will meet with the Resource Manager to discuss the existing program and also conduct a field visit at one or two sites to ensure there is understanding and agreement on the program methodologies. Wenck will also establish communication and data transmittal practices for the inspection program with the Resource Manager. Mac Cafferty City of Lakeville May 9, 2016 2 \\Stacy\marketing\Proposals\2016 P System\P5895-0005 Lakeville MS4 Compliance\Proposal - MS4 Compliance Inspections_May 2016.docx  Team with Seasonal Staff: During previous years of the program the City has utilized seasonal staff to complete site inspections. The City has indicated that seasonal staff will be available in early to mid-May to be utilized as part of the field inspection team. Wenck will begin site inspections in June after field staff have begun conducting inspections and will work directly with the Resource Manager and seasonal staff to ensure proper field inspections are implemented.  Develop Priority Sites: There are known development sites that are adjacent to sensitive resources or are located in areas where site conditions are more likely to result in compliance issues. Additionally, there are certain developers that are known to keep their construction sites in good condition and rarely experience compliance issues. Wenck will communicate directly with the Resource Manager to develop a list of priority development sites for inspections each week. At the start of each week, Wenck will send a summary email to the Resource Manger listing the site inspections that were completed the prior week and also identifying the sites targeted for the current week. There will be conference calls approximately one time per week as needed to discuss inspection results, sites that needed to be visited based on citizen reports, and identify sites for follow-up inspections. The approach of the field inspection program will be to utilize Wenck staff to inspect sites that are sensitive or more likely to experience compliance issues and send seasonal staff to complete site visits and inspections at the sites that are likely to be in compliance.  Field Inspections and Compliance Reports: Wenck staff will spend one day per week completing site inspection visits. The number of visits completed each day in the field will vary depending on the conditions of the site and the issues that are identified. The goal will be for Wenck to complete approximately four site visits during one field day with Wenck staff generally targeting the large, complex commercial development projects. The total number of site visits per week will vary depending on the condition of the sites, complexity of the stormwater management features, and needs of the City’s program. Wenck will utilize staff that have experience completing construction site inspections and who are familiar with the MS4 program and requirements. Wenck will follow the methods provided by the Resource Manager and will enter all field data into the City tablet. Field photographs will be taken to identify and document specific site conditions that are not in compliance with the MS4 site permit. All data collected on the field tablet will be provided to the City. For sites that are found to be out of compliance, Wenck will prepare a field inspection report, which will include field photographs and items observed at the site that need to be addressed. Each compliance report will be reviewed and finalized by an engineer with stormwater certification. For sites found to be in compliance or with items that can be addressed through verbal communication on site, Wenck will provide a site visit record and not a compliance report. The site visit records will be used by the City for their annual compliance reporting. Wenck will provide compliance reports to proper contact for the site utilizing the developer contact information provided by the City. It is assumed that seasonal staff will spend approximately two days per week in the field completing site inspections. Wenck will not prepare compliance reports for sites visited by the City seasonal staff. It is estimated that Wenck will begin work on the field Mac Cafferty City of Lakeville May 9, 2016 3 \\Stacy\marketing\Proposals\2016 P System\P5895-0005 Lakeville MS4 Compliance\Proposal - MS4 Compliance Inspections_May 2016.docx inspection program in June 2016 and the program will continue for five months through October. If Wenck staff is able to complete approximately four site visits per week this would equate to approximately 85 site visits completed by Wenck during the 2016 construction season. The total number of visits will be adjusted as necessary to meet the needs of the program.  Follow-up Visits and Communication: Wenck will notify the City Resource Manager if significant items of concern or repeated compliance issues are observed, to determine if additional actions or follow-up visits are necessary. Wenck will provide a summary of site visits and observed field conditions to the Resource Manager each week of the program. If requested, Wenck will perform follow-up site visits with the Resource Manager as part of the weekly field day to address continued compliance issues.  Final Summary Report: At the end of the field construction season, Wenck will provide all collected site data, inspection information compliance reports, and site photos to the City. We will prepare a brief summary technical memo to the City at the end of the field program to compile the information provided in the weekly inspections emails, detail the total number of inspections completed by Wenck staff, and summarize trends and observations from the 2016 field season. This technical memo could then be utilized by the City as part of their MS4 annual report. Schedule Wenck will not begin work until authorization is received from the City. It is assumed that the initial establishment of field methods will begin the last week of May and that teaming with seasonal staff will begin in June. Wenck will continue the site inspection program as directed by the City during the summer months and into the fall as needed. This proposal assumes that weekly field inspections will be completed for five months from June through October. However, Wenck will only complete weekly inspections as directed by the City and will not complete inspections unless authorized by the Resource Manager. Wenck will suspend 2016 field visits and project efforts when directed by the Resource Manger that the program is no longer needed. Budget Wenck proposes to perform the Scope of Work stated above at our time and materials rates which are provided as Attachment 1. The costs for the tasks described above are provided in the following table and include labor and expenses. Wenck can adjust the field inspection program during the construction season to fit City needs and address potential changes in priorities of the program. TASK COST 1) Establish Field Methods $1,450 2) Monthly Inspections $7,750 Five Months of Site Inspections $38,750 3) Communication & Final Summary Report $2,050 PROJECT TOTAL $42,250 Mac Cafferty City of Lakeville May 9, 2016 4 \\Stacy\marketing\Proposals\2016 P System\P5895-0005 Lakeville MS4 Compliance\Proposal - MS4 Compliance Inspections_May 2016.docx Wenck would not exceed the above amounts without prior authorization from the City. Wenck will notify City of potential changes in scope or cost before conducting services not detailed in this proposal. Wenck will adjust monthly efforts as needed during the course of the 2016 field inspection program to ensure City goals for the project are achieved. On behalf of all of the employee owners of Wenck Associates, thank you for this opportunity to provide you and the City of Lakeville with this proposal. We are excited to work with you and City staff on this effort and are ready to being the project upon receipt of authorization to proceed. If you have questions regarding the information provided in this proposal or would like to discussion revisions or updates to the scope or budget you can contact me at 763-479- 4263 or via email at jmadejczyk@wenck.com. Thank you for your time and have a nice day. Sincerely, Wenck Associates, Inc. Jeff Madejczyk Principal Attachment 1 – 2016 Rate Sheet Wenck Associates, Inc. 1800 Pioneer Creek Center P.O. Box 249 Maple Plain, MN 55359-0249 (800) 472-2232 (763) 479-4200 Fax (763) 479-4242 wenckmp@wenck.com www.wenck.com Wenck Associates, Inc. Fee Schedule January 2016 Classification Hourly Rate Administrative Support / Technician $67.00 $74.00 $82.00 Professional I $85.00 $91.00 $100.00 $108.50 Professional II $118.00 $127.50 $137.00 $145.50 Professional III $154.00 $163.50 $172.00 $180.00 Professional IV $189.00 $196.00 $206.00 $216.00 Professional V $226.00 $236.00 $246.00 Classifications listed above refer to the firm’s internal system for billing purposes. The term “Professional” refers to engineers, scientists and business professionals. A Technology/Communication fee of 5% will be added to each invoice, applied as a percentage of total Wenck labor costs for a given invoicing period. Subcontracted services will be billed at cost plus 15 percent. Mileage will be billed at the IRS approved rate. Invoices are due upon presentation. Invoice balances not paid within thirty (30) days of invoice date are subject to 1-1/2% (18% annual) interest or finance charge. Specialized software used on a given project will be billed at a rate of $15.00/hour. Rates to be adjusted annually.