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Home My WebLink AboutItem 06.eSeptember 8, 2011 SEPTEMBER 19, 2011 CITY COUNCIL MEETING AGENDA ITEM APPROVE COST -SHARE APPLICATION, CONTRACT, AND OPERATIONS AND MAINTENANCE PLAN WITH DAKOTA COUNTY SOIL AND WATER CONSERVATION DISTRICT TO INSTALL STORMWATER POND OUTLET RETROFIT Proposed Action Overview Item No. Staff recommends adoption of the following motion: Move to approve Cost -Share Application, Contract, and Operations and Maintenance Plan with Dakota County Soil and Water Conservation District (DCSWCD) for the retrofit of stormwater pond outlet in Village Creek south of Hartford Way. Through the DCSWCD cost -share program, staff is looking to install a bottom draw pond outlet at an existing stormwater pond in the Village Creek 2nd Addition housing development. The purpose of the project is to test and quantify the thermal benefit of draining the cooler water from the bottom of the pond instead of the warmer water found near the pond surface. The performance data will be used as part of the Vermillion River Watershed's 319 Thermal Study to demonstrate BMPs that reduce stormwater runoff temperature before it enters the Vermillion River to improve trout habitat. The total estimated cost of the project is $15,850. The grant is a 36164 percent cost share grant where the City's contribution will consist of in -kind services for design assistance and construction administration. The and value is also included as part of the city's match. The remaining cost of the project ($10,111) will be provided by the DCSWCD. There will be no cash contribution required by the city for the construction of the bottom draw outlet. Primary Issues to Consider • The agreement requires the City to maintain the outlet for a minimum of ten years. The maintenance cost for maintaining the bottom draw outlet verse the existing is very nominal. Supporting Information • Project Factsheet i Community Conservation Cost -Share Program Application Form ® Urban Cost -Share Program Contract • Operation and Maintenance Plan McKenzie Environmental Resources Manager Financial Impact: $0 Budgeted: YIN: Source: Related Documents (CIP, ERP, etc.): Notes: Project Factsheet Project: The project modifies the outlet structure piping at an existing storm pond. Performance testing will measure the thermal benefit of draining cooler water from the bottom of the pond instead of the warmer water found near the pond surface. The test data will be used as part of a 319 Thermal Study being completed by the Vermillion River Watershed Joint Powers Organization. t -e, s ealexm fife 18_p4 2011. Data Proposed 319 Thermal Demonstration Project IE �9.ifi oUt Dam -and Time Bottom Draw Outlet At Pond 18_p4 Plots: Pond 18_0 (1) outlet control structure. No Interlorwelri Gate 103.55 install approximately 40- Ifor new 24 KP. Slr pe nip efram existing elevation at control structure 10 Ean tl Lbettanl at.e.levato n 92.50 and construct watertight attlle control structure, kinnrneris na;cil pen i=,iGl rn the siclEof the rr =H s1 eter Level Pond Bottom Elev. 92.E Funding: The total project cost is estimated at $15,850. Landowner is requesting Conservation Initiative Funding cost share for $ 10,302.50 (65 %) Dakota County Soil and Water Conservation District 4100 220th St. W., Suite 102, Farmington, MN 55024 651 -480 -7777 www.dakotaswcd.org Practice: Bottom Draw Pond Outlet Project Benefits: Reduction in Thermal Pollutant Load Improved water quality Opportunity for public outreach and education Partners: Vermillion River Watershed Joint Powers Organization Watershed: Vermillion River Construction: 2011 Revised 8/24/2011 Cost -Share Items or Activities Estimated Pvl.aterial Cost Estimated Labor Cost Estimated Equipment Cost Estimated 1 Design Cost See Attached Cost Estimate 15,850,00 5952) 891 -7086 Subtotals: 15,850.00 Collaborator Contact Person Role Phone/Fax Vermillion River JPO Katherine Carlson Study Administrator 5952) 891 -7086 Dakota County Soil and Water Conservation District COMMUNITY CONSERVATION COST - SHARE PROGRAM APPLICATION FORM 1. LEAD APPLICANT /CONTACT Name /Title: Mac Cafferty, Environmental Resources Coordinator Organization: City of Lakeville Address: 20195 Holyoke Ave, Lakeville, MN 55076 Phone /Fax: 952 - 985 -4520 2, PROJECT LOCATION (Attach Drawing, Hudson Map, etc., to accurately locate site) Address /City /Township: Outiots C & D Village Creek 2 Addition (PID 228205000030 & 228205100040) 1/4 Section SW Section _28 Township _114N Range _20W 3. PROJECT DESCRIPTION, PLAN SKETCHES AND PHOTOS The City of Lakeville is requesting Conservation Initiative Funding for the installation of a bottom draw pond outlet at an existing stormwater pond in the Village Creek 2 Addition housing development. The purpose of the project is to test and quantify the thermal benefit of draining the cooler water from the bottom of the pond instead of the warmer water found near the pond surface. The performance data will be used as part of the Vermillion River Watershed's 319 Thermal Study. 4. LEST THE MAIN OUTCOME OR BENEFITS OF THE PROPOSED PROJECT The project is part of the Vermillion River JPO's 319 Thermal study to demonstrate BMPs that reduce stormwater runoff temperature before it enters the Vermillion River to improve trout habitat. 5. BUDGET SUMMARY AND REQUESTED GRANT AMOUNT (Attach supporting Cost Estimates, Note: Contractor Items will require at least 2 competing bids Total Estimated Project Cost is: $15,850.00 Cost Share Amount Requested is: $1.0,302.50 (65 %) 6. COLLABORATORS — PRINCIPAL CONTACT NAMES AND PHONE NUMBERS 7. Public Outreach: Are you willing to allow a small sign to be placed near the project and site visits? X Yes No 1 certify that to the best oftny knowledge and belief that the information contained in this application is true, complete and accurate Signature of Applicant /Contact Signature of Property Owner(s) Date Date Adopted 2/1/07 Project Items or Activities Materials Qty Unit Unit Price Extended Cost Site Grading (Plan Quantity) 1,350 sf 80.50 $675 Misc. Equipment Operation Cost (hourly rate) 24 hr 5174.20 84,181 Pond Draw Down 1 ea $501.00 8501 24" RC Pipe Sewer 40 if S72.90 $2,916 24" RC Pipe Apron 1 ea S637.50 $638 24" RC Pipe Connection to .Existing Structure 1 ea $690.90 $691 Turf Sod (includes fine grading and watering as needed) 150 sy 83.40 $510 Project Cost Estimate 1) Outlet at Pond 18 -p4 Village Creek 2nd Addition Landowner: City of Lakeville Project Name and Number: Pond Outlet Retrofit For 319 Thl Calculated By: JDD Date: 8/24/2011 Value of Match Provided by Partner Value of Land Used For Projcet Partner Provided Engineering, Construction Oversight, Administration 140 *Price estimates are for installed items unless otherwise noted Subtotals Item $ - Qty Unit Price 0.37 ac $9,835.00 $15.00 Subtotals $2,100 85,739 S WCD Cost Share Policies: When labor, equipment and/or mater als are proposed to he provided by the applicant to complete the project, the value of these item shall be estimated at: 1. Labor rate of $15 per hour. (Date, times and activity must he documented) 2. Labor rate of 550 per yard for concrete work. 3. Heavy equipment operation such as skid steers, tractors, backhoes, and scrapers (incl. labor) at $50 per hour. 4. Materials: $8 per ton for gravel, 55 per yard for sand. $10,111 Value of 1 Partner Match 83,639 Project Items or Activities Subtotal = $10,111 64% Value of Match Provided by Partner Subtotal = $5,719 36% Total .Estimated Project Value = 815,850 Project / Landowner: Urban Cost Share Project OPERATION AND MAINTENANCE PLAN Add 20195 Holyoke Ave, Lakeville, MN 55076 OVERVIEW Pond Outlet Retrofit for 319 Thermal Study City of Lakeville Project Location is Outlot C Village Creek 2nd Addition (PID 228205000030) This Project was designed to provide many long -term benefits for natural resources and wildlife habitat. The expected minimum performance life of conservation practices are at least ten (10) years. Providing good stewardship and carrying out an operation and maintenance program including periodic inspections can increase it's life span many times over. The following general recommendations will help you in performing adequate operation and maintenance for a variety of conservation practices. GENERAL RECOMMENDATIONS • The Cost -Share Contract prohibits the removal andlor modification of the practice for ten (10) years from the date of completion without prior written approval by the Dakota SWCD. • Report any observed active erosion, land disturbances or other unusual conditions that may affect the intended performance of the practice to the Dakota County SWCD right away. Call (651) 480 -7777 ® For bioretention areas, periodic removal of sediment and debris is necessary to maintain the effectiveness. The cleanout intervals may vary depending upon the volume of sediment that has accumulated. Avoid compaction of the underlying soil. • Maintain vigorous growth of desirable vegetative coverings. This may include reseeding, fertilization, weeding and/or controlled application of herbicides when necessary. Periodic mowing may also be needed. • Repair areas of active erosion or channel or slope failure immediately. Additional measures to prevent reoccurrence may be necessary. Contact the Dakota County SWCD for technical assistance. • Prevent unauthorized foot traffic, motorized vehicles or livestock entry. 6 Im mediately repair any vandalism, vehicular, or livestock damages. • Make sure all structure drains are functional and soil is not being transported through the drainage system. The screens and/or rodent guards shall also be kept in place. • Eradicate or otherwise remove all rodents or burrowing animals and repair any damage caused by their activity. SPECIFIC RECOMMENDATIONS FOR YOUR PROJECT Date: 9 -1 -2011 Applicant Signature: Date: Dakota County Soil & Water Conservation District Urban Cost Share Program Contract File No: _i O- CIF -03 Project Name: Pond Outlet Retrofit for 319 Thermal Study Date: 9 -1 -2011 Address / City: Outlot C Village Creek 2nd Addition, Lakeville, MN Township: 114N Range: 20W Section: 28 1/4 Section: SW Applicant! Contact: Mac Cafferty, Environmental Resources Coordinator Address: _20195 Holyoke Ave. Lakeville, MN 55044 Phone No: (952) 985 -4520 Fax: l (we), the undersigned Applicant, do hereby request cost -share assistance to help defray the cost of installing the Project as listed below subject to the following terms and conditions. It is agreed that: 1. The Applicant is solely responsible to obtain all permits and perform the work in compliance with local, state and federal regulations. 2. The Project must be completed in compliance with the approved plans, specifications and the District's technical standards. Any requests to change the approved plans, specifications or costs estimates must be submitted in writing to the District for review and approval, 3. The District reserves the right, at its sole discretion, to determine Project compliance to its technical standards and may withhold or deny payment for Projects that are non - compliant, improperly installed and/or improperly maintained or payment requests for expenses the District determines to be non - essential to the Project. The Applicant is responsible to confirm project compliance with the District for critical project components, including but not limited to, final design, layout staking, sub -grade excavations, soil preparation, piping and appurtenance installations, site grading, planting and final site stabilization. Unless otherwise agreed in writing, the Applicant is responsible to correct all non - compliance issues to the satisfaction of the District at its sole expense. At its option, the District may determine the non - compliance of a single project component to be non - compliance for the project as a whole. 4. The Applicant is solely responsible for the cost of constructing the Project per the approved plans and specifications. Upon Project completion and acceptance by the District Board of Supervisors, the reimbursement payment to the Applicant is limited to a maximum of sixty -five (65) percent of the actual project expenses, not to exceed the maximum cost share amount. All requests for cost share payment must be supported by itemized project receipts and invoices determined by the District to be practical and reasonable for the completion of the Project. Partial payments prior to Project completion shall not be made unless otherwise agreed in writing. 5. The Applicant is responsible to comply with the Project Operation & Maintenance Plan and shall provide at his sole expense, all labor and materials to properly maintain the Project during its minimum effective life (10 Years). If the Project is removed or modified without consent of the Distinct, the Applicant shall be liable for monetary damages, not to exceed the amount of cost share received from the District for that Project. if land ownership is transferred to another party, it shall be the responsibility of the property owneriapplicant who signed this contract to advise the new landowner that this contract shall remain in force. 6. This contract, when approved by the District Board of Supervisors, will remain in effect unless canceled by mutual agreement, except when installation of the Project covered by this contract has not been started by October 1 2011, in which case this contract will automatically terminate on that date. 7. The Project will be installed by June 1 2012, unless this contract is amended by mutual consent to reschedule the work and funding. 8. The Applicant is solely liable for his/her own acts and agrees to hold harmless and defend the District against claims, actions, demands or damages arising out of the performance of this Agreement. 9. The Applicant authorizes the Dakota County SWCD to take and disclose photographs of the conservation practice for use in publications or promotional materials or on their website for the purpose of highlighting the Dakota County SWCD's programs. 1 also authorize the Dakota County SWCD to disclose my name and applicable conservation practice information with any conservation practice photograph. Project Name : Pond Outlet Retrofit for 319 Thermal Study Project Cost: $ 15,850.00 Requested Cost Share Amount $ 10,302.50 Applicant Signature * (if different from property owner) Property Owner Signature * Address: Date: * if this is a group contract, this must be filed and signed by the group spokesperson as designated in the group agreement. * ****** **k}**}} ***** qtr*********** ** * ******** ** * *** * ** * * ***3***** This section to be completed by the Dakota County Soil & Water Conservation District I have viewed the site where the above listed Project is to be installed and find that the estimated quantities and costs are practical and reasonable. Cost Estimate: $ 15.850.00 (other comments may be included on attached sheets) Certifier's Signature: Certifiers Title: C b \e" Date: ' i - Cost share is approved at 65 percent ( %) of the total estimated project cost. The final cost share reimbursement amount shall be determined by applying the approved percentage to the total actual project costs as reviewed and approved and is limited to not exceed $ 10,302.50 Project Approved By: ( Date: 7- - 2o Cost Share Limits Project Approval jo e sakota County oil & Water Conservation District Board of Supervisors) Payment Approval Payment Approved By: (Chair, Dakota County Soil & Water Conservation District Board of Supervisors) Date: Revised 2/04110