HomeMy WebLinkAboutItem 06.n•
•
☒☐
Barr Engineering Co. 4300 MarketPointe Drive, Suite 200, Minneapolis, MN 55435 952.832.2600 www.barr.com
June 1, 2017
Mr. Zach Johnson
City Engineer
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Re: Proposal for Updating the City of Lakeville Water Resources Management Plan
Dear Mr. Johnson:
Thank you for considering Barr Engineering Co. (Barr) to assist you in updating the City of Lakeville Water
Resources Management Plan (WRMP or plan). We will do our best to justify your interest and confidence
in working with us. This letter presents the scope of professional consulting services we will provide for
your project, including our understanding of the project, the proposed work tasks, the estimated cost to
perform the work tasks proposed, and the estimated schedule to complete this project. This scope reflects
our conversation with Mr. Zach Johnson and Mr. Mac Cafferty at Barr’s Minneapolis office on
April 17, 2017, and phone conversation on May 22, 2017. The tasks and products described herein reflect
the scope of services you requested of Barr.
1.0 Project Understanding
We understand that the city seeks to update its WRMP ahead of its Comprehensive Plan, which must be
updated by the end of 2018. The updated WRMP must meet the requirements of the Black Dog
Watershed Management Organization (BDWMO), Vermillion River Watershed Joint Powers Organization
(VRWJPO), and Metropolitan Council. The WRMP must also satisfy the requirements of Minnesota Rules
8410 and Minnesota Statutes 103B. We understand that the current WRMP is large and difficult to
navigate; consequently, it is not regularly used by city staff. The city seeks a succinct, well-organized
WRMP to guide future water resource management actions in a manner that balances development with
resource protection.
After evaluating the city’s current plan, Barr will work with you to update and prepare a revised plan that
satisfies regulatory requirements, considers stakeholder input, communicates the city’s organizational
goals related to water resources management, and provides a roadmap for achieving those goals. We will
work closely with you to prioritize implementation of projects that are good investments, address existing
challenges, protect water resources, and minimize the risk of future water management problems.
Prioritization will include consideration of grant funding, as well as partnering and opportunities for joint
funding with the BDWMO, VRWJPO, and adjacent municipalities.
The process will involve deleting content that is no longer relevant, revising outdated content, and
developing fresh content to address new and emerging issues and concepts. Barr will leverage its
familiarity with the city, the BDWMO and VRWJPO, and metro-area watershed management to develop a
lean, functional plan that meets all applicable state and local requirements. We will guide the plan
Mr. Zach Johnson
June 1, 2017
Page 2
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
through watershed management organization review and approval, and coordinate with city staff and
your comprehensive-plan consultant to complete work on a timeline that aligns with the schedule for the
comprehensive plan.
We understand that city staff wish to be involved throughout the process to help shape the plan and help
ensure that it’s tailored to reflect the city’s needs. Our scope of work includes bringing city staff members
in at a number of key points in the process. The involvement of city staff, city council members, and the
public is detailed in the scope included below.
From our conversations, we understand that the city wishes to expand the WRMP into a more
comprehensive Natural Resource Management Plan that would address resource and issues outside the
scope of a typical WRMP. We will work with City staff to develop a framework and for developing a
natural resources inventory and identification of management strategies during the development of the
Plan. The framework for managing natural resources within the City will be described in the plan.
However, we assume that associated tasks will be included as items in the implementation section of the
Plan.
2.0 Project Scope
For the purposes of this proposal and project execution, we have subdivided this work plan into the
following tasks:
1. project kick-off, information gathering, and public engagement
2. development of draft plan
3. plan review, revision, and adoption
4. storm drainage ordinance update
5. hydrologic and hydraulic model update
6. transfer of GIS files
2.1 Task 1: project kick-off and information gathering
To begin the plan update process, Barr will review the 2008 plan in detail to identify content to be
updated, content that is absent but should be included, content that can be consolidated to remove
redundancy, and content that is no longer relevant or is available elsewhere that can be omitted. We will
review the plan in light of existing regulatory documents (e.g., NPDES MS4 permit), current data sets,
applicable WMO requirements, and our knowledge of emerging issues. Our familiarity with the existing
plan and applicable WMO requirements will promote efficiency during this task. We will generate a list of
critical data gaps, updates, and additions that require direction or input from the city. We will also review
survey responses collected by the City during the Watershed Cleanup and Earth Day Education Events.
After our review of the existing plan, we will host a project kick-off meeting at Barr’s Minneapolis office
with key city staff to review data gaps, obtain direction for issues identified in our plan review, and refine
the public engagement strategy. At the project kick-off meeting, we will also complete a client service
Mr. Zach Johnson
June 1, 2017
Page 3
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
plan to establish method and frequency for project update s, process for transferring files, and invoicing
preferences.
For this task, we assume Barr staff will attend one public outreach and engagement meeting over the
course of the project.
2.2 Task 2: development of the draft plan
After the kick-off meeting, Barr will begin developing a draft of the plan. We anticipate frequent
telephone and electronic communication with city staff during Task 2, as well as two meetings to obtain
the city’s feedback on interim draft sections of the plan. We will use content from the 2008 plan and
relevant content we have developed for other plans, where applicable, to promote efficiency and focus
resources on activities requiring the most effort, including revising goals and policies, identifying
problems and solutions, and defining the implementation program.
The following are the types of changes expected for each section of the plan (presented in the order
proposed for the updated plan – modification from the 2008 plan are noted, where applicable):
Executive Summary: The executive summary will require minor revisions to reflect the changes
made to the subsequent sections.
Section 1—Introduction and Purpose: This section will be revised to briefly describe the drivers for
the plan update, updated water and natural resource-related agreements, and cooperative
partners. This section will also describe the public outreach and engagement efforts performed.
Section 2—Land and Water Resource Inventory: Barr will update the text, tables, and figures of this
section to reflect the most recent available natural resources data. Key updates will include
updated climate data (i.e., Atlas 14), updated hydrologic soil classifications, and 2016 impaired
waters. We will emphasize tables and figures to present relevant data most efficiently and limit
text through references to other available online and print resources.
Section 3—Goals and Policies: New and/or revised goals and policies will be needed to reflect 1)
updated requirements for cities included in the BDWMO and VRWJPO plans adopted in 2012 and
2016, respectively; 2) new and revised regulatory programs (e.g., updated NPDES MS4
requirements); 3) new and suggested changes to city requirements and performance standards;
and 4) emerging issues, including those identified during the comprehensive planning process
and public engagement process that are brought to our attention. We will work with city staff to
develop goals and policies that provide meaningful direction for the city without duplicating the
efforts of WMOs, state agencies, or others. We will revisit the city’s existing performance
standards to determine if revisions are needed. We will attend one meeting with city staff to
review and receive feedback on an intermediate draft of goals and policies prior to compiling a
complete draft plan.
Section 4—Stormwater System Analysis: This section will reflect text, table, and figure updates
already performed in 2015 following the completion of the VRWJPO hydrologic and hydraulic
modeling performed by Barr. We assume that no new modeling or revisions to Section 4 will be
completed for the Plan update. Modifying the City’s model to include developments that have
Mr. Zach Johnson
June 1, 2017
Page 4
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
occurred since 2015 will be an item in the implementation table. However, we understand that the
City may wish to proceed with updates to the stormwater model in parallel to the Plan review
process. Therefore, we have included a scope and estimate to update the model as an optional
task and prepare an addendum to the plan to incorporate the updated results.
It is our understanding that the City desires to move away from using regional stormwater basins
as a stormwater management approach. Language related to regional basins will be removed
from the Plan. As part of the ordinance review included in Task 4, we will also recommend
modifications to remove references to regional stormwater basins.
Section 5 – Assessment of Issues and Opportunities (section 6 in the 2008 plan): This section will
require updates to reflect the city’s progress in addressing existing issues and the emergence of
new issues. Barr will include information about water quality, water quantity, wetlands,
groundwater, and other issues identified by city staff and resulting from the public engagement
process. We’ll rely on city staff to provide information about current local issues (e.g., localized
flooding). Areas identified will be reviewed with City staff. It is assumed that City staff will field
verify the areas identified.
We understand that the City has developed a methodology to prioritize stormwater basin
maintenance, has developed maintenance standards, and will provide associated information for
review and inclusion in the Plan.
We will rely on city staff to provide input regarding current local issues related to stormwater
reuse (i.e., irrigation), water quality (i.e., leaf collection, grass clippings, deicing), erosion control,
developing standards for improving flood-risk reduction related to Atlas 14, public outreach,
flood reduction projects, and aquatic invasive species management.
We will work with City staff to develop a plan to identify, establish, and preserve natural areas for
reforestation, pollinator gardens, rainwater gardens, and wetland banks. Barr will describe the
approach in the Plan update, and include specific tasks in the Implementation Program.
Updates to section 5 will require communication and feedback from city staff. We will seek initial
input regarding these issues at the kick-off meeting and attend one meeting with city staff to
discuss issues and the city’s management strategies, programs, and projects to address those
issues.
Section 6 – Implementation Program: We propose combining sections 5 and 7 of the 2008 plain
into a single implementation section to reduce redundancy and document size. Barr will assist the
city in identifying methods and measures to address emerging issues (e.g., groundwater–surface-
water interaction, trout stream management, aquatic invasive species, ability of stormwater
infrastructure to handle changing precipitation patterns) that are appropriate to the city’s desired
level of effort. Barr will revise existing content to reflect changes in city operations and programs
and coordination with other city programs (e.g., parks, transportation). We will work with city staff
to identify projects and actions to address problems defined in section 5 and document the
process the city uses to prioritize projects. We’ll update the implementation tables with input
from city staff, referencing the city’s MS4 program where appropriate to reduce length.
Prioritization will include consideration of grant funding, as well as partnering and opportunities
Mr. Zach Johnson
June 1, 2017
Page 5
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
for joint funding with the JPO and adjacent municipalities. Updates to section 6 will be closely
related to the issues identified in section 5 and will be discussed at a meeting described in section
5 above.
Section 7—References: We will revise this section based on the revised content in sections 1
through 6 of the updated plan.
Appendices: We will update the appendices to include current versions of documents relevant t o
the plan as determined in collaboration with city staff (e.g., MS4 permit). Where possible,
appendices will be removed and replaced with references to other documents.
In completing task 2, we assume ongoing electronic and telephone communication with city staff as
needed. As noted above, we also assume one meeting with city staff to review an interim draft of content
related to goals and policies and actions (section 3) and a second meeting to review an interim draft of
content related to issues, city programs, and implementation priorities and program priorities (sections 5
and 6). Following these meetings, Barr will compile a complete draft plan in electronic format (PDF) and
provide the draft plan to the city’s project manager to distribute for review by appropriate city staff, the
city council, and the public (if so desired) ahead of the planning commission meeting and council
workshop included in task 3.
2.3 Task 3: plan review, revision, and adoption
Task 3 includes internal (city) and external (BDWMO, VRWJPO, and Met Council) review of the draft plan,
revisions to the plan based on that feedback, and adoption of the plan by the city council. In sequence,
Barr will:
Attend a planning commission meeting to assist city staff in presenting the draft plan and
receive feedback.
Attend a council workshop to present the draft plan and receive feedback from the city council.
Attend one meeting (the third of three staff meetings) with city staff to discuss additional city
staff feedback on the complete draft plan provided in task 2, along with feedback received at the
planning commission meeting and city council work session. We will revise the draft plan based
on discussion with city staff.
Submit a revised draft plan, in electronic format, to the BDWMO, VRWJPO, and Metropolitan
Council for official 60-day review (the Metropolitan Council will provide review comments to the
WMOs within 45 days).
Organize comments received during the 60-day review in a spreadsheet and develop proposed
responses and/or plan revisions in response to the comments. We will include this information in
a spreadsheet provided to the city’s project manager.
Discuss the comments and proposed responses and revisions in a conference call with the city’s
project manager. Based on this feedback, we will summarize the responses to comments in a
memorandum to the BDWMO and VRWJPO. We will revise the plan per the response-to-
comments memo and submit the final plan and memorandum (in electronic format) to the
BDWMO and VRWJPO for review and approval.
Mr. Zach Johnson
June 1, 2017
Page 6
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
Provide a final plan in electronic format (PDF and supporting Microsoft Office documents) to
city staff. Our cost estimate includes production of three printed copies of the final plan (two
for the city and one for Barr).
Develop text, tables, and figures of the surface water chapter of the City’s Comprehensive
Plan and provide the chapter to the City in Microsoft Word or PDF format. We assume the City or
the City’s Comprehensive Plan consultant will provide a template for text, table, and figure
formatting in an editable, electronic form. We assume there will be minimal comments on the
surface water chapter, and have assumed up to 4 hours to address and incorporate comments
provided on the draft surface water chapter.
This scope and associated cost assume two meetings by one or both of the WMOs to obtain approval of
the plan; the first will likely result in comments that the city will need to address in a revised draft of the
plan that the WMOs will approve at a subsequent meeting. Additional review cycles, although not
anticipated, will increase the cost and length of Task 3. If both WMOs approve the plan without requiring
a response to comments or plan resubmittal, it may lower the associated costs . It is assumed that Barr
staff will not attend the WMO meetings; however, if the city desires, attendance can be negotiated as an
addition to this scope of work.
Following WMO approval, we assume city staff will present the final plan at a city council meeting for city
council adoption.
2.4 Task 4: Storm Drainage Ordinance Update
We will review the City’s Storm Drainage Ordinance (10-4-6) for consistency with the revised goals,
policies, and performance standards (if applicable) developed as part of the Plan update. We will also
review for consistency with updated requirements included in the BDWMO and VRWJPO and the current
regulatory programs (i.e., NPDES MS4 requirements). We will identify existing ordinance text
recommended to be revised and identify omissions based on revised Plan content that we recommend be
included in ordinance. Ordinance text identified for revision will be provided to city staff for review.
Based on feedback from city staff, we will draft an updated Storm Drainage ordinance. Modific ations will
be made considering BDWMO, VRWJPO, and NPDES MS4 requirements to avoid inconsistency and
minimize redundancy. Barr will provide the draft ordinance language to city staff for one round of review
and will revise the draft language based on comme nts from city staff. We will assist city legal counsel in its
legal evaluation of the draft ordinance. Barr will revise the draft ordinance, if needed, once following legal
counsel review. The revised ordinance will then be ready for city staff to present to the city council for
adoption. We assume that city staff will present the ordinance to City council, but Barr would be happy to
attend a city council meeting to present and answer questions of the draft ordinance, at an additional
negotiated contract cost.
We will provide the final Storm Drainage Ordinance in electronic format (PDF and supporting
Microsoft Office documents) to city staff.
Mr. Zach Johnson
June 1, 2017
Page 7
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
2.5 Task 5: Hydrologic and Hydraulic Model Update
The City has a city-wide hydrologic and hydraulic model that is approved by the VRWJPO to manage
stormwater within the City. It is our understanding that the City would like to update that model to
account for development that has occurred since the VRWJPO approved the model, and that the City
would like to utilize the updated model during the review process for proposed developments to verify
future development meets the City stormwater ordinance and VRWJPO rules.
We assume that city staff will provide either as-built information required to update the models or
confirm that preliminary plat submittals previously reviewed by Barr should be used for the model update .
We have assumed that the model will be updated with 45 new developments, however, additional
developments maybe added on a time and expense basis. The model update will focus on the stormwater
ponds/BMPs and downstream trunk storm sewer system for each development. It is assumed that the
model updates exclude simulating storm sewer in the development upstream of the ponds/BMPs. The
model will be used to simulate existing conditions to identify areas of flood risk. Future conditions, or
evaluate alternatives to reduce flood risk are excluded from this scope of work because the City indicated
a desire to coordinate with individual developers to evaluate potential alternatives at the time
development occurs. Flood risk areas that are located in developed areas but may not be affected by
future development can be evaluated in the future at the direction of City staff.
We will also work with city staff to develop an approach for updating the model as part of the
development review process. We assume one coordination meeting with city staff to review results of
the updated model and discuss alternative approaches the City would follow to update the model at the
time future development occurs.
We will summarize model results in an addendum to the Plan that can be incorporated after city staff
have had an opportunity to review the model results. The addendum will be provided in electronic format
and up to three printed copies.
2.6 Task 6: Transfer of GIS Files
Following approval of the draft plan by city staff, and the Hydrologic and Hydraulic model we will provide
GIS files shown in plan figures for city staff to use in the City’s GIS map. We assume that information will
be submitted as layer files.
3.0 Project Schedule
The plan update will be performed in a manner that promotes efficiency and consistent progress while
considering the timeline of the city’s comprehensive plan update and other coordinated city projects. The
proposed project timeline shown in the following table was developed by working backward from a target
date for WMO approval of June 2018 based on our April 17, 2018 meeting. We assume that city council
adoption of the plan may occur after submittal of the draft comprehensive plan to the Metropolitan
Council (anticipated June 2018) but prior to December 2018.
Mr. Zach Johnson
June 1, 2017
Page 8
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
task est. completion date
1.0 Project Kickoff, Information Gathering, and Public
Engagement
June–October 2017
Review of Existing Plan June 2017
Kickoff Meeting June 2017
Public Outreach and Engagement
- First meeting
-
July – October 2017
July 2017
2.0 Development of Draft Plan July–November, 2017
Staff Meeting 1: Goals, Policies and Actions August 2017
Staff Meeting 2: Implementation Priorities/Program October 2017
Draft Plan Submitted to City Staff November 2017
3.0 Plan Review, Revisions and Adoption December 2017 – June
2018
Council Workshop December 2017
Staff Meeting 3: Finalize Plan for Formal Review January 2018
BDWMO, VRWJPO, and Metropolitan Council Review February – April 2018
Respond to comments, revise and resubmit plan May 2018
BDWMO and VRWJPO Plan Approval June 2018
City Council Meeting for Plan Adoption; Plan Production June 2018
Develop surface water chapter for Comprehensive Plan June 2018
4.0 Storm Drainage Ordinance Update October – February
2017
Review Ordinance for consistency with other regulations October 2017
Update Ordinance language November – January
2017
Coordination Meeting to Review Proposed Ordinance February 2017
5.0 Hydrologic and Hydraulic Model Update April 2018
6.0 Transfer of GIS Files May 2018
Mr. Zach Johnson
June 1, 2017
Page 9
W:\Business Units\WR\Proposals\2017\P079.17 City of Lakeville Lakeville WRMP Update\Lakeville_SWMP_Scope_v3_CLEAN.docx
4.0 Estimated Cost
The following table includes a summary of staff hours and costs by task. The total estimated cost to
complete the project is $96,500. The costs included in the table below reflect the assumptions described
in the scope and schedule, and include all associated material expenses (e.g., printing).
task
total staff
hours
estimated
cost
1.0 Project Kickoff, Information Gathering, and Public
Engagement
48 $6,600
2.0 Development of Draft Plan 275 $34,500
3.0 Plan Review, Revisions and Adoption 61 $9,000
4.0 Storm Drainage Ordinance Update 85 $12,000
5.0 Hydrologic and Hydraulic Model Update 305 $31,400
6.0 GIS File Transfer 32 $3,000
Total 806 $96,500
If this Agreement is satisfactory, please sign the enclosed copy of this letter in the space provided, and
return it to us.
Sincerely yours,
BARR ENGINEERING CO.
Scott Sobiech
Its Vice President
Accepted this ____________ day of ___________________, 2017
CITY OF LAKEVILLE
By
Its