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HomeMy WebLinkAboutItem 06.o Date: January 19, 2021 Item No. PROPOSAL FROM WSB FOR PROFESSIONAL SERVICES FOR MUNICIPAL SEPARATE STORM SEWER SYSTEM PART II APPLICATION FOR REAUTHORIZATION Proposed Action Staff recommends adoption of the following motion: Move to accept WSB proposal for professional services for completing the Municipal Separate Storm Sewer System (MS4) Part II Application for Reauthorization, City Project 20-42. Overview A municipal separate storm sewer system (MS4) is reference to a public system designed to collect and/or convey stormwater. A system can include roadways, curb/gutters, pipes/sewers and drainageways. Stormwater is considered a source of water pollution and, as the owner of an MS4, the City is responsible for its part in protecting the State’s water resources. The Minnesota Pollution Control Agency (MPCA) manages the MS4 General Permit that is designed to reduce the amount of sediment and pollutants entering state waters from local stormwater systems. The new MS4 General Permit became effective November 16, 2020 (previous permit expired July 31, 2018). The City must submit its application by April 15, 2021. WSB’s proposal identifies the scope of services and estimated cost to complete the Part II Application. Proposed services also include development of a revised Stormwater Pollution Prevention Program (SWPPP) and assistance to City staff during the twelve-month implementation of the program update. Primary Issues to Consider • Proposal is subject to the Master Agreement for Professional Engineering Services between the City and WSB approved by the City Council on July 18, 2016 Supporting Information • WSB proposal dated December 22, 2020 Financial Impact: $26,946 Budgeted: Y☒ N☐ Source: Utility Fund – Env. Res. Related Documents: Envision Lakeville Community Values: Access to a Multitude of Natural Amenities and Recreational Opportunities Report Completed by: McKenzie Cafferty, Environmental Resources Manager 701 XENIA AVENUE S | SUITE 300 | MINNEAPOLIS, MN | 55416 | 763.541.4800 | WSBENG.COM December 22, 2020 Mr. McKenzie Cafferty Environmental Resources Manager City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 Re: Request for Authorization to Provide Support Services for Completion of the MS4 Part II Application for Reauthorization and Professional Services for Program Development and Implementation of the 2020 MS4 General Permit Dear Mr. Cafferty: This letter is a scope of services for preparation, review, and submittal of the City of Lakeville’s Municipal Separate Storm Sewer System (MS4) Part II Application for Reauthorization. The updated Permit became effective November 16, 2020, and the City will need to complete and submit their Part II Application for Reauthorization by April 15, 2021. As you may recall the Part I Application was submitted by the City to the MPCA prior to the 2013 MS4 Permit expiration of July 31, 2018. This letter is also a scope of work for Phase II, program development and implementation City’s 2020 Municipal Separate Storm Sewer System (MS4) General Permit. WSB will work with City staff to develop a revised Stormwater Pollution Prevention Program (SWPPP) that meets the permit requirements defined in the City’s Part II Application for Reauthorization and assist staff with the initial twelve-month implementation of the update MS4 Program. SCOPE OF SERVICES Phase I Provided below is a breakdown of the tasks to complete the Part II Application for Reauthorization and how they will be accomplished on time and within budget. 1. MS4 Program Assessment & Part II Application for Reauthorization (Estimated Fee $3,992) As part of this task, WSB will schedule two meetings with City staff to gather all necessary information about the existing MS4 program, and to identify any differences that exist between the expired 2013 MS4 Permit and the new 2020 MS4 Permit. This assessment will include previously collected information and any new information pertaining to: • Interviews with City staff to review MS4 responsibilities. • Past MS4 records, such as annual reports, MPCA audits and correspondence, inspection reports, storm sewer system mapping, etc. • Reviews of existing written procedures, ordinances, Best Management Practices (BMPs), Comprehensive Water Resource Management Plans (CWRMP), Wellhead Protection Plans (WHPP), TMDLs, and Watershed District Requirements (if any) Mr. Cafferty December 22, 2020 Page 2 At the conclusion of the assessment, WSB will provide a written summary of the City’s program strengths and recommendations to reinforce program outcomes and deliverables. The information gathered during the program assessment will be used to complete the application for reauthorization (SWPPP Document) to receive permit coverage. WSB will prepare a draft of the Application for Reauthorization which can be submitted to the MPCA prior to the April 15, 2021 deadline. 2. TMDL Assessment (Estimated Fee $3,500) The MS4 Permit requires that MS4’s with approved Total Maximum Daily Loads (TMDLs) identify all Waste Load Allocations (WLAs) associated with each approved TMDL and a compliance schedule for meeting the WLAs. The City of Lakeville has an applicable WLA for the following TMDLs: Vermillion River TSS TMDL, Unnamed (19-0349-00) TP TMDL, and South Metro Mississippi TSS TMDL. As part of this task we will identify 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 or planned to be implemented, and a narrative describing what strategies will be taken if the WLA is not being achieved by the desired date. This scope assumes the City of Lakeville will assist with gathering any necessary information regarding BMPs completed to date related to the applicable TMDLs. Phase II The following tasks are designed to ensure that the City achieves the program update requirements by the end of the allotted twelve-month timeframe. Each task includes subtasks to define program management, development and implementation. 1. SWPPP Administrative Activities (Estimated Fee $3,680) 1.1. MS4 Program Management The WSB project manager will meet quarterly with City staff in 2021-2022 and help support staff with the implementation of the approved Part II Reauthorization Application. Further, the WSB project manager will routinely check-in with the City’s MS4 Coordinator and address the following items: • Tasks for staff members to complete as part of the program implementation. • Documentation requirements needed quarterly to ensure ongoing permit compliance and aide annual reporting to the Minnesota Pollution Control Agency (MPCA). • Any updates from the MPCA that may offer benefits or impacts to the City’s MS4 Permit activities. 1.2. Recordkeeping & Tracking WSB will work with the City to identify mechanisms to successfully track and report MS4-related activities that are occurring in the City. To aid recordkeeping and tracking, WSB will provide access to an electronic MyLink portal to improve internal processes and overall communication during the MS4 program update process and the remaining permit term. The City will have their own, dedicated Mr. Cafferty December 22, 2020 Page 3 portal page which is customizable with photos, links, featured documents, and many other plug-ins to meet any MS4 needs, including the ability to find any necessary documents quickly and easily, work collaboratively on documents, and provide real-time progress. 1.3. MS4 Organizational Chart WSB will assist the City in developing an organizational chart to help define the responsibilities of each department. This will help document how the City will be able to successfully implement each component of the MS4 program. This includes everything from education, illicit discharge detection and enforcement, plan reviews, and good housekeeping practices for municipal operations. This organizational chart will also identify partner agencies that may help the City in meeting its MS4 goals. 1.4. MS4 Annual Reporting WSB will work with City staff to prepare the 2020 MS4 Annual Report, which is due to the MPCA on June 30, 2021. 2. Regulatory Mechanisms & Written Procedures (Estimated Fee $8,264) 2.1. Regulatory Mechanisms The City’s regulatory mechanisms for illicit discharges, construction stormwater management, and post-construction stormwater management was assessed during the reauthorization application process and the assessment revealed that ordinance revisions will be necessary to maintain compliance with the MS4 Permit. This scope includes providing revised ordinance language to be reviewed by the City Attorney and approved by City Council. This task includes attendance at one City Council meeting to present the revisions and address questions from the Council and/or the public. 2.2. Standard Operating Procedures These procedures will give City staff consistent procedures to carry out an operation or deal with a situation. WSB will help City staff develop these procedures to make certain that Public Works and Parks department and other entities within the City are completing tasks as outlined. Standard Operating Procedures (SOP’s) will be created for each minimum control measure to ensure plan reviews, inspections, and other documentation requirements are consistent across departments within the City, and in compliance with regulatory mechanisms and the MS4 Permit. 2.3. Enforcement Response Procedures WSB will develop Enforcement Response Procedures (ERPs) that will describe internal staff procedures for resolving non-compliance issues generated as a result of a complaint or site inspection. The ERPs will include procedures for resolving non-compliance issues specific to City ordinances, standards, and policies related to illicit discharge detection, and elimination, construction site erosion and sediment control, and post-construction stormwater management. 3. MS4 Mapping & Inventory (Estimated Fee $2,618) 3.1. MS4 Mapping Mr. Cafferty December 22, 2020 Page 4 This will include evaluating existing MS4 program maps and providing recommendations for areas that need to be updated as follows: • Priority watersheds for increased education initiatives (e.g., impaired waters or TMDLs) • Storm Sewer System Map • Facility Inventory Map • High Priority Illicit Detection & Elimination Map • Priority areas for erosion and sediment inspections (e.g., development in areas with sensitive receiving waters and highly erodible soils) These maps may exist or may need to be developed. WSB proposes to work with City staff to develop criteria and methods for developing additional maps. 3.2. Structural Stormwater BMP Inventory The MS4 Permit requires permittees to develop an inventory of structural stormwater BMPs that are not owned or operated by the permittee. This task will include a review of privately owned and operated structural stormwater BMPs and a written or mapped inventory will be developed to track existing and proposed BMPs. 4. Public Education & Participation Program (Estimated Fee $1,656) 4.1. Education & Outreach Implementation Plan The MS4 Permit requires permittees to develop an implementation plan for their MS4 education program to reach specific target audiences. This task will include reviewing the current education program and providing recommendations, such as focusing on high priority stormwater related issues to be emphasized for education and outreach during the permit term (e.g. specific TMDL reduction targets & BMP activities, promoting adoption of the residential BMPs, City webpage updates, public participation events, etc.). Further, this task includes: • Identifying target audiences; • Development of an education implementation plan with specific activities and schedules to reach each target audience • Identifying method(s) to evaluate the effectiveness of the education program and messages that are developed. 4.2. Educational Materials WSB will develop selected educational materials on the following topics to meet the minimum education and outreach requirements of the MS4 Permit: • Two (2) high priority stormwater-related issues to be emphasized for education and outreach during the permit term • One (1) illicit discharge message • One (1) message focused on reduction of deicing salt use • One (1) educational material that addresses pet waste management The format of the educational materials can be determined by the City, and may include brochures, factsheets, posts for the City’s social media, articles for the newsletter, etc. Mr. Cafferty December 22, 2020 Page 5 4.3. Annual Public Meeting The WSB project manager will prepare materials, including a memo for the Council packet and a PowerPoint presentation, and assist the MS4 Administrator with the annual public meeting, which includes attendance at the public meeting. 5. Staff Training (Estimated Fee $3,236) 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 impacts stormwater pollution. This task will include a draft of a staff training program that will identify training opportunities, annual schedules, and recordkeeping. In addition, the WSB project manager will complete a 1-hour training session for the City’s field staff, which will include information on illicit discharge detection and elimination, construction site best management practices, and good housekeeping practices, including winter maintenance activities. Materials will be provided following the training for makeup sessions or seasonal employees. This will include quarterly department check-ins (approximately a day each quarter) to make sure the necessary activities and documentation have been completed. 6. MS4 Inspections (Estimated Fee $TBD) 6.1. High Priority illicit Discharge Inspections Per the MS4 Permit, there may be areas within the City that have a higher likelihood for illicit discharges and these areas require additional illicit discharge inspections. WSB will provide a staff member to conduct visual inspections in the City’s high priority illicit discharge areas annually. A separate scope of services will be provided for this task depending on the number of inspections that need to be performed. 6.2. Quarterly Facility Inspections WSB will perform quarterly facility inspections for the facilities that were identified as “high priority” in the City’s facility inventory. Inspections will be documented in accordance with the written procedures for MCM 6. A separate scope of services will be provided for this task depending on the number of facility inspections that need to be performed. 6.3. Pond & Outfall Inspections WSB will provide a staff member to conduct visual inspections of City-owned MS4 outfalls and ponds. Inspections will be documented in accordance with the written procedures for MCM 6. The associated cost of this task will depend on the number of pond and outfall inspections the City would like WSB to complete. A separate scope of services will be provided for this task depending on the number of pond and/or outfall inspections that need to be performed. 6.4. Visual Construction Site Inspection with Datafi MS4s are required to implement a construction site runoff control inspection program to monitor active construction projects within the permittee’s jurisdiction for compliance with the NPDES Construction Stormwater Permit. WSB will provide a certified U of M Construction Site Manager to complete inspections and documentation for active construction sites in the City. Inspections will be both Mr. Cafferty December 22, 2020 Page 6 visual and documented for NPDES compliance purposes. WSB will prepare an inspection report detailing the inspection results with Datafi. Datafi is a web- based GIS and field solution developed by WSB that aids documentation of construction site inspections. All compliance deficiencies will be documented with photographs and site plan map locations to indicate any deficiencies. Specialists will manage the Datafi inspection records and forward any results to the project owners, any pertinent construction professionals, and City staff upon request. Additionally, WSB will prepare a monthly MS4 summary report for City staff. This report will summarize the number of performed inspections, the total violations, and any enforcement actions that were initiated. A separate scope of services will be provided for this task. SCHEDULE The proposed scope of services can be initiated as soon as direction is provided by the City to begin the work. WSB will work with City staff to ensure the Part II Application for Reauthorization is submitted to the MPCA prior to April 15, 2021. Our skilled staff and their expertise will also assist in the required program development and implementation as needed the following 12 months. PROPOSED FEE The proposed fee to provide MS4 support services for Phase I and Phase II tasks 1-5 is $26,946. Support services for the MS4 Application for Reauthorization, program development, and implementation will be billed hourly according to the current rate schedule. This letter represents our entire understanding of the project scope. All work under this letter proposal will be governed by the Master Agreement for Professional Engineering Services entered into between the City of Lakeville and WSB on July 18, 2016. If the scope and fee appear to be appropriate, please sign on the space provided and return one copy to our office. We are available to begin work once we receive signed authorization. We appreciate the opportunity to share this proposal with you and look forward to working with the City of Lakeville to efficiently manage the reauthorization process for the 2020 MS4 Permit. Should you have any questions about this proposal, please contact me at 612.499.8395 or tengstrom@wsbeng.com. Sincerely, WSB Taylor Engstrom Meghan Litsey, CPESC Environmental Compliance Specialist Director of Environmental Compliance Mr. Cafferty December 22, 2020 Page 7 I hereby authorize WSB to proceed with the above-referenced work under the terms and conditions of the Master Agreement for Professional Engineering Services entered into between the City of Lakeville and WSB on July 18, 2016. By: _________________________________ By: _______________________________ Title: Mayor Title: City Clerk Date: _______________________________ Date: _____________________________