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HomeMy WebLinkAboutHerrera - PSA 2016 Comprehensive MS4 PlanORIGINAL PROFESSIONAL SERVICES AGREEMENT 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan THIS AGREEMENT is made and entered into between the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as "City", and Herrera Environmental Consultants, hereinafter referred to as "Consultant," on the 2°d day of February, 2016. RECITALS WHEREAS, the City desires to have certain services and/or tasks performed as set forth below requiring specialized skills, training, equipment, and other supportive capabilities; and WHEREAS, the Consultant represents that it is qualified and possesses sufficient skills, experience, equipment, and necessary capabilities, including: technical and professional expertise, when required, to perform the services and/or tasks as set forth in this Agreement upon which the City is relying. NOW, THEREFORE, in consideration of the mutual covenants, and performances contained herein, the parties agree as follows: 1. Scope of Services. The Consultant shall perforin such services and accomplish such tasks, including the furnishing of all labor, materials, facilities and equipment necessary for full performance thereof, as identified and designated as Consultant's Responsibilities throughout this Agreement, and as more particularly described in Scope of Work detailed in Exhibit A, attached hereto and incorporated herein (the "Project"). Term. This Project shall begin upon execution of this agreement and promptly be completed by August 31, 2016, in accordance with the schedule attached hereto as Exhibit A. 3. Compensation and Payment. 3.1 Payment for services provided hereunder shall be made following the performance of such services. Such payment shall be full compensation for work performed or services rendered, and for all labor, materials, supplies, equipment, and incidentals necessary to complete the Project. 3.2 No payment shall be made for any services rendered by the Consultant except for services identified and set forth in this Agreement except as may be authorized by a written supplemental agreement approved by the City. 3.3 The City shall pay the Consultant for work performed under this Agreement upon timely submitted invoices detailing work performed and expenses for which reimbursement is sought. The City shall approve all invoices before payment is Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 1 of 9 issued. Payment shall occur within thirty (30) days of receipt and approval of an invoice. 3.4 The City shall pay the Consultant for all work performed and expenses incurred under this Agreement, as follows. ❑ Hourly (Single Rate): $ per hour plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $ without prior written authorization by the City; or ® Hourly (Multiple Rate): Such rates as identified on Exhibit B, plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $147,647 without the prior written authorization by the City; or ❑ Fixed Sum: A total of $ ; or ❑ Other: 4. Reports and Inspections. 4.1 The Consultant at such times and in such forms as the City may require, shall furnish to the City such statements, records, studies, surveys, reports, data, and information as the City may request pertaining to matters covered by this Agreement. 4.2 The Consultant shall, at any time during normal business hours and as often as the City or the Washington State Auditor may reasonably deem necessary, make available for examination all of its records and data with respect to all matters covered, directly or indirectly, by this Agreement and shall permit the City, or its designated authorized representative to audit and inspect other data relating to all matters covered by this Agreement. The City shall receive a copy of all audit reports made by the agency or firm as to the Consultant's activities. The City may, at its discretion, conduct an audit at its expense, using its own or outside auditors, of the Consultant's activities which relate, directly or indirectly, to this Agreement. Consultant shall be provided a copy of such reports. 4.3 The Consultant, during the term of this Agreement, shall obtain all permits and registration documents necessary for the performance of its work and for the execution of services at its own expense, and shall maintain its validity. Upon request, the Consultant shall deliver to the City copies of these licenses, registration documents, and permits or proof of their issuance or renewal. 4.4 Consultant shall maintain books, records and documents, which sufficiently and properly reflect all direct and indirect costs related to the performance of this Agreement, and shall maintain such accounting procedures and practices as may be necessary to assure proper accounting of all funds paid pursuant to this Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 2 of 9 Agreement. These records shall be subject, at all reasonable times, to inspection, review, or audit as provided above. 4.5 The Consultant shall retain all books, records, documents or other material relevant to this Agreement for three (3) years after its expiration. Consultant agrees that the City, or its designee, shall have full access and right to examine any of said materials at all reasonable times during this period. 5. Ownership and Use of Documents. 5.1 All research, tests, surveys, preliminary data, information, drawings and documents made, collected, or prepared by the Consultant for performing the services subject to this Agreement, as well as any final product, collectively referred to as "work product," shall be deemed as the exclusive property of the City, including copyright as secured thereon. Consultant may not use them except in connection with the performance of the services under this Agreement or with the prior written consent of the City. Any prior copyrighted materials owned by the Consultant and utilized in the performance of the services under this Agreement, or embedded in with the materials, products and services provided thereunder, shall remain the property of the Consultant subject to a license granted to the City for their continued use of the products and services provided under this Agreement. Any work product used by the Consultant in the performance of these services which it deems as "confidential," "proprietary," or a "trade secret" shall be conspicuously designated as such. 5.2 hi the event of Consultant's default, or in the event that this Agreement is terminated prior to its completion, the work product of the Consultant, along with a summary of the services performed to date of default or termination, shall become the property of the City, and tender of the work product and summary shall be a prerequisite to final payment under this Agreement. The summary of services provided shall be prepared at no additional cost, if the Agreement is terminated through default by the Consultant. If the Agreement is terminated through convenience by the City, the City agrees to pay Consultant for the preparation of the summary of services provided. 6. Public Records. 6.1 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW "Public Records Act." All preliminary drafts or notes prepared or gathered by the Consultant, and recommendations of the Consultant are exempt prior to the acceptance by the City or public citation by the City in connection with City action. 6.2 If the Consultant becomes a custodian of public records of the City and request for such records is received by the City, the Consultant shall respond to the request by the City for such records within five (5) business days by either Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 3 of 9 providing the records, or by identifying in writing the additional time necessary to provide the records with a description of the reasons why additional time is needed. Such additional time shall not exceed twenty (20) business days unless extraordinary good cause is shown. 6.3 In the event the City receives a public records request for protected work product of the Consultant within its possession, the City shall, prior to the release of any protected work product or as a result of a public records request or subpoena, provide Consultant at least ten (10) business days prior written notice of the pending release and to reasonably cooperate with any legal action which may be initiated by the Consultant to enjoin or otherwise prevent such release. Independent Contractor Relationship. 7.1 The parties intend that an independent contractor relationship is created by this Agreement. The City is interested primarily in the results to be achieved; subject to the scope of services and the specific requirements of this Agreement, the implementation of services will lie solely with the discretion of the Consultant. No agent, employee, officer or representative of the Consultant shall be deemed to be an employee, agent, officer, or representative of the City for any purpose, and the employees of the Consultant are not entitled to any of the benefits or privileges the City provides for its employees. The Consultant will be solely and entirely responsible for its acts and for the acts of its agents, employees, officers, subcontractors or representatives during the performance of this Agreement. 7.2 In the performance of the services provided in this Agreement, Consultant is an independent contractor with full authority to control and direct the performance of the details of the work, however, the results of the work contemplated herein must meet the approval of the City and shall be subject to the City's general rights of inspection and review to secure the satisfactory completion thereof. 7.3 The Consultant shall comply with all State and Federal laws including, but not limited to: 7.3.1 The definition requirements of RCW 50.04.140 (Employment Security). 7.3.2 RCW 51.08.195 (Industrial Insurance). 7.3.3 Obtain a City of Pasco business license. 7.4 The City may, at its sole discretion, require the Consultant to remove any employee, agent or servant from employment on this Project who, in the City's sole discretion, may be detrimental to the City's interest. Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 4 of 9 8. Indemnification. 8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers, officials, agents, employees, and volunteers from any and all claims and causes of action, including, but not limited to, actions of law or administrative proceedings for all injuries to persons or damages to property, and all losses, damages, demands, suits, judgments, including attorney fees, arising out of, or as a result of, or in connection with the work performed under this Agreement, and caused or occasioned in whole or in part by reason of errors, negligent acts or omissions of the Consultant or its subcontractors in the performance of this Agreement, except for injuries and damages caused by the sole negligence of the City, its officers, employees, agents, and volunteers. 8.2 Should a Court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injuries or damages to property caused by or resulting from the concurrent negligence of the Consultant, and the City, its officers, employees, agents and volunteers, the Consultant's liability and obligation to defend hereunder shall only be the proportionate extent of the Consultant's negligence. 8.3 It is further agreed that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. 8.4 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.5 This indemnification shall include damages, penalties and attorney fees sustained as a result of Consultant's delayed or failed performance of Section 6 above. 8.6 This waiver has been mutually negotiated by the parties, and the provisions of this section shall survive the expiration or termination of this Agreement. 9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, or subcontractors. 9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types described below: 9.1.1 Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 5 of 9 9.1.2 Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 9.1.3 Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 9.1.4 Professional Liability insurance appropriate to the Consultant's profession. 9.2 Minimum Amounts of Insurance. Consultant shall maintain the following insurance limits: 9.2.1 Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 9.2.2 Commercial General Liability insurance shall be written with limits no less than: ❑ $1,000,000 each occurrence; ❑ $2,000,000 general aggregate; or ® $1,000,000 each occurrence; and $2,000,000 general aggregate 9.2.3 Professional Liability insurance shall be written with limits no less than: ® $1,000,000 per claim; ❑ $1,000,000 policy aggregate limit; or ❑ $ per claim; and $ per policy aggregate limit 9.3 Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability, and Commercial General Liability insurance: 9.3.1 The Consultant's insurance coverage shall be primary insurance as respects the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 9.3.2 The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 6 of 9 9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. 9.5 Verification of Coverage. Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including, but not necessarily limited to, the additional insured endorsement evidencing the insurance requirements of the Consultant before commencement of the work. 10. Nondiscrimination. In the performance of this Agreement, the Consultant will not discriminate against any employee or applicant for employment on the grounds of race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap; provided that the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. The Consultant shall ensure that applicants are employed, and that employees are treated during employment in the performance of this Agreement without discrimination because of their race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap. Consultant shall take such action with respect to this Agreement as may be required to ensure full compliance with local, State and Federal laws prohibiting discrimination in employment. 11. Covenant Against Contingent Fees. The Consultant warrants that it has not employed nor retained any company, firm, or person, other than a bona fide employee working exclusively for the Consultant, to solicit or secure this Agreement; and that it has not paid or agreed to pay any company, person or firm, other than a bona fide employee working exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to terminate this Agreement. 12. Assignment and Subcontracting. 12.1 The City has awarded this Agreement to the Consultant due to its unique qualifications to perform these services. The Consultant shall not assign (or subcontract other than as specifically identified in Exhibit A) its performance under this Agreement or any portions of this Agreement without the prior written consent of the City, which consent must be sought at least thirty (30) days prior to the date of any proposed assignment. 12.2 Any work or services assigned or subcontracted hereunder shall be subject to each provision of this Agreement including Section 6, Public Records; Section 10, Nondiscrimination; proper bidding procedures where applicable; and all local, State and Federal statutes, ordinances and guidelines. 12.3 Any technical or professional service subcontract not listed in this Agreement, must have prior written approval by the City. Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 7 of 9 13. Termination. 13.1 Termination for Convenience. Either party may terminate this Agreement for any reason upon giving the other party no less than ten (10) business days written notice in advance of the effective date of such termination. 13.2 Termination for Cause. If the Consultant fails to perform in the manner called for in this Agreement, or if the Consultant fails to comply with any other provisions of this Agreement and fails to correct such noncompliance within five (5) business days of written notice thereof, the City may terminate this Agreement for cause. Termination shall be effected by serving a notice of termination on the Consultant setting forth the manner in which the Consultant is in default. The Consultant will only be paid for services and expenses complying with the terms of this Agreement, incurred prior to termination. 14. General Provisions. 14.1 For the purpose of this Agreement, time is of the essence. 14.2 Notice. Notice provided for in this Agreement shall be sent by: 14.2.1 Personal service upon the Project Administrators. 14.2.2 Certified mail to the physical address of the parties, or by electronic transmission to the e-mail addresses designated for the parties below. 14.3 The Project Administrator for the purpose of this Agreement shall be: 14.3.1 For the City: Abroad Qayoumi, or his/her designee Public Works Director 525 North 3rd PO Box 293 Pasco WA 99301 gayoumia asco-wa.gov 14.3.2 For the Consultant: Joy Michaud, or his/her designee Principal 1220 Fourth Avenue NE Olympia, WA 98506-4212 imichaudAherrerainc.com 15. Dispute Resolution. 15.1 This Agreement has been and shall be construed as having been made and entered into and delivered within the State of Washington and it is agreed by each party Professional Services Agreement — Herrera Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 8 of 9 hereto that this Agreement shall be governed by the laws of the State of Washington. 15.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation of this Agreement, the Project Administrators, or their designees, shall first meet in a good faith effort to resolve such dispute. In the event the dispute cannot be resolved by agreement of the parties, said dispute shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as additional award and judgment against the other. 16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other similar event or other provision of this Agreement. 17. Integration. This Agreement between the parties consists in its entirety of this document and any exhibits, schedules or attachments verified by initials as a part of Exhibit A. Any modification of this Agreement or change order affecting this Agreement shall be in writing and signed by both parties. 18. Authorization. By signature below, each party warrants that they are authorized and empowered to execute this Agreement binding the City and the Consultant respectively. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above. CITY OF PASCO, WASHINGTON Dave a 1, City Manager A EST - Debbie ar City C er APPROVED AS TO FORM: Lelty B. Kerr, City Attorney CONSULTANT a Joy Michaud, Principal Professional Services Agreement Hcrrem Environmental Consultants 2016 Comprehensive Municipal Storm Sewer System (MS4) Plan Page 9 of 9 SCOPE OF WORK Pasco Comprehensive Stormwater Management Plan The City of Pasco (City) has selected Herrera Environmental Consultants (Herrera) to develop a Comprehensive Stormwater Management Plan (SWMP) that provides an evaluation of compliance with current regulations and establishes management goals and projects for the future. The plan will document the City's existing stormwater program and help the program for the next 5 to 10 years. This scope of work includes a discussion of the activities, deliverables, and schedule associated with the following tasks and assumes a notice to proceed of January 18, 2016: • Task 1.0 — Project Management and Communications • Task 2.0— Review Existing Data and Documentation • Task 3.0 — Program Evaluation and Needs Assessment • Task 4.0—Capital Improvement Program for Stormwater Facilities • Task 5.0 — Comprehensive Stormwater Management Plan The project budget associated with this scope of work is $147,647. Joy Michaud will be Herrera's Project Manager and Teresa Reed -Jennings will be the City's Project Manager. Two potential subconsultants have been identified; NB Stormwater to assist with the CIP projects and Aspect Consulting to provide geotechnical expertise if it is needed. Task 1.0 — Project Management and Communications Project management includes: developing the scope, budget, and schedule; developing subcontracts; allocating work assignments; tracking the schedule and budget; directing all project tracking and communication activities; and addressing day-to-day logistics as well as close communications with the City's project team. This task will involve monthly invoicing and progress reporting, and proactive communication of any issues potentially affecting the scope, schedule or budget. Assumptions: • A maximum of 8 invoices and progress reports will be prepared. • Bi -weekly check-in meetings will be scheduled with the core project management team. • One schedule and two subcontracts will be prepared. Deliverables: • Up to 8 invoices and progress reports. • Two subcontract agreements; one with NB Stormwater and one with Aspect Consulting • Project Schedule Schedule: Subcontracts will be prepared within one month of the notice to proceed (NTP). Invoices and progress reports will be submitted monthly. A project schedule will be prepared within one week of the NTP. X puacocs,,ap 1152016 February 2, 2016 1 of 9 Herrera Environmental Consultants Exhibit A SCOPE OF WORK Task 2.0 — Data Collection Herrera will coordinate with the City's project manager and other City staff as appropriate to gather and evaluate applicable data, reports, maps, utility rates, existing standard operating procedures, and policy information, and other information related to the City's stormwater management program and CIP needs. As part of this review, Herrera will compile all available GIS data for inclusion in a project geodatabase. GIS data of interest include, but are not limited to basin and sub -basin boundaries; land use/land cover, soils; topography; critical areas; stormwater infrastructure (conveyance paths and types, BMPs, Structures, UICs etc.); known flooding, habitat, and water quality issues; zoning; water quality monitoring results; and data identifying which properties manage stormwater onsite and which discharge to the City system. Collectively, this data review will provide our team with a complete picture of existing stormwater system conditions, the City's current policies and procedures, the status of City efforts to manage stormwater quantity and quality, and previous stormwater management planning and evaluation work. Assumptions: • The City will provide all applicable data, available GIS layers, and reports to Herrera within one week of the NTP. Deliverables: • No specific deliverables have been identified for this task Schedule: Initial data and information review will occur within two weeks of receiving the data and/or before the workshop scheduled as Task 3.1. Task 3.0 — Program Evaluation and Needs Assessment The purpose of this task is to use the information provided in Task 2 and information provided by City staff to develop a Technical Memorandum that lays out the City's existing programs as they relate to stormwater management and the requirements of the NPDES permit, and then to identify where there may be gaps in program coverage. We will use the results of the workshop, our data review and subsequent communications with City staff to compare the status of stormwater program elements with regulatory drivers and internal City needs and requirements. We will identify gaps in program coverage and discuss ways to address those gaps with City staff. This will serve as an informal audit of the program. Subtask 3.1— Workshop with City and Herrera Team A workshop will be conducted early in the project with City staff to discuss the key SWMP related issues and to develop specific goals and objectives for the SWMP. An early workshop will help establish mutual understanding of the City's stormwater program needs among the City and Herrera team. Workshop topics will include: • Overall stormwater program status (what's working and where is there room for improvement) ya pn smXo"1152016 February 2, 2016 2 of Herrera Environmental Consultants SCOPE OF WORK Responsibilities each department has with regard to stormwater management, including: o public infrastructure and facility maintenance o private facility inspections o construction site inspections o illicit discharge detection and elimination o pollution prevention procedures and issues, such as street sweeping o water quality monitoring o public education • Flooding/high groundwater and water quality problems • Areas and stormwater facilities in need of rehabilitation • Opportunities and constraints related to stormwater management and LID retrofits • Future development forecasts • Other information that City staff identify for comprehensive stormwater planning purposes, such as climate change impacts and adaptation approaches. This workshop will also be a forum for developing specific goals and objectives for the City's SWMP over the next ten years. Preliminary goals include providing adequate service for current customers and future growth within the UGA, protecting water quality and habitat within the service area, solving operational and infrastructure problems within the existing system, and insuring compliance with regulatory guidelines, including the National Pollutant Discharge Elimination System (NPDES) Phase II Municipal Stormwater Permit. During the project we will work with the City to expand these preliminary goals to include measurable outcomes and evaluation mechanisms. We will also explore the addition of other goals including public education and outreach, asset management, and incentivizing private investment in stormwater management, among others. In preparation for the workshop we will; 1) send out a questionnaire for city staff on different aspects of the City's program, and 2) send out a web -based map to allow people to identify known stormwater problems. This will help us be prepared for the workshop and better utilize staff time in digging deeper into the city's program. The workshop will also help establish active collaboration among key City staff involved in the project and the Herrera team. Once input from City staff has been compiled and discussed, Herrera will work with City staff to identify and prioritize the City's needs and issues at a high level, laying the foundation for subsequent tasks. Subtask 3.2 — Gap Analysis and Needs Assessment Herrera will analyze the City's stormwater management program policies and procedures, and will focus on issues that are of the greatest concern to the City. We will use the results of the workshop, and subsequent interview and communications with selected City staff as necessary, to compare the status of stormwater program elements with regulatory drivers and internal City needs and requirements. We will identify gaps in program coverage and discuss ways to address those gaps with City staff. We will assess and recommend operational and programmatic alternatives to address gaps in program coverage, including but not limited to construction site inspections, IDDE, public infrastructure and facility maintenance, private facility inspections, and water quality monitoring. Operational alternatives February 2, 2016 3 of Herrera Environmental Consultants SCOPE OF WORK may include recommendations for additional funding, equipment, staffing, and/or modifications to procedures and protocols. Examples of important components to address in this task include: • Summarizing the condition of local surface and groundwater bodies, current actions taken to protect them, and recommendations and anticipated needs to address regulations • Developing a detailed plan for coordination and completion of NPDES Phase II permit requirements, as well as anticipated future requirements • Evaluating and refining methods for private stormwater facilities operation and maintenance to ensure better private system performance and efficient use of staff time • Continual improvement of the stormwater program, including recommendations for improvement to the IDDE program • Planning for repair and replacement of aging stormwater infrastructure • Identifying, planning, and prioritizing future CIP projects to address water quality and flooding/high groundwater impacts • Estimate of the stormwater program staffing and CIP needs in order to identify budget needs that can ultimately be used to define future stormwater utility rates. Assumptions: • We will deliver the program questionnaire at project start up and city staff will fill in the questionnaire within one week. • The City will coordinate with City staff for attendance at the workshop. • The City will coordinate workshop location and IT needs. • Herrera will prepare an agenda and materials and maps to assist the discussions. • The City will coordinate review of the Technical Memorandum and provide one set of approved comments. • One of the routine bi-weekly meetings will be used to review and discuss the Technical Memorandum. Deliverables: • A draft and final Technical Memorandum will be prepared. Schedule: • It is expected that the workshop will be scheduled in early February 2016, and the Technical Memorandum would be prepared by mid-March 2016. Specifics will be developed as part of the project schedule development. • The final Technical Memorandum will be prepared within two weeks of receiving comments on the draft. Task 4.0 — Capital Improvement Program for Stormwater Facilities The work of this CIP plan will have two primary focus areas: February 2, 2016 4 of 9 Herrera Environmental Consultants SCOPE OF WORK Existing Problems — We will identify and evaluate existing problems and develop conceptual solutions and costs to high priority problems. This may include developing plans for repair and replacement of aging stormwater infrastructure and plans for new infrastructure. Outfall Elimination —This work will focus on evaluating the potential to "eliminate outfalls" by implementing projects that would infiltrate all stormwater from each basin. This will begin with a desktop analysis to quantify the amount of area that generates runoff and develop a ballpark estimate of the number of projects that would be required to infiltrate all runoff. The desktop evaluation will be followed by field screening to identify opportunity sites, and then cost estimating to derive a preliminary cost for outfall elimination within each basin. Evaluation of existing problems and potential for outfall elimination will be conducted in a single process outlined below. Subtask 4.1— Desktop Evaluation of Problems and Outfall Elimination Feasibility The first step in our analysis will be to perform a desktop assessment that maps known problem areas, quantifies the areas that require stormwater management for outfall elimination, and defines the magnitude of facilities that would be required for outfall elimination: • A GIS based analysis will be used to map known problem areas identified in Task 2 and 3 and to identify all areas within each basin that will require stormwater management (infiltration). • Site- or subbasin-scale modeling will be performed to define infiltration facility size that would be required for each unit area. The outcome of the modeling will be stormwater facility sizing factors that can be used for the different land use types. • The total volume of infiltration capacity (e.g. quantity of stormwater facilities) that would be needed for each basin will be calculated. • A gross -level cost range will be prepared for the full cost for retrofitting each subbasin based on the number of facilities that would be required and the unit cost for these facilities. This analysis would not require a future build out assessment since it would be assumed that all future development and redevelopment would provide for their own stormwater controls. The feasibility discussion around outfall elimination will include: • Cost of project implementation (cost of construction, maintenance cost for infiltration facilities, avoided cost of future pipe replacement projects) • Savings from reduced stormwater program burden (reduced regulatory burden) • Benefit of drainage problem reduction • Water quality benefits • Other benefits (reduced heat island affect through impervious area reduction) Subtask 4.2 — Problem Evaluation and Solution Development Building from the discussions and information gathered in Tasks 2 and 3 and the outcome of Subtask 4.1, Herrera will work with the City to create a list of specific flooding issues as well as water quality and habitat issues, if applicable, and identify potential projects to form the foundation of the CIP project planning work. This work will included limited field assessment to evaluate high priority problem areas o p xocsmy "If62016 February 2, 2016 5 of 9 Herrera Environmental Consultants SCOPE OF WORK and identify and confirm feasibility of potential solutions. This subtask also includes identification of opportunity areas for installation of infiltration facilities required for outfall elimination. Where feasible, the team will seek to identify projects that address problems and infiltrate runoff in one of the five outfall -elimination basins. We will work with City staff to identify potential CIP project implementation pitfalls such as constructability challenges (e.g. tunnels), operations and maintenance difficulties, or permitting obstacles to be sure that the preliminary concepts that are developed can reasonably move forward into the design phase. During this problem evaluation phase we will also discuss future development expectations during the 5 to 10 year planning horizon of the plan; what assumptions should be made for development and redevelopment and therefore the extent to which future conditions should be considered in solution development. Subtask 4.3 — CIP Project Prioritization and Summary Sheets CIP project prioritization ensures the most effective use of stormwater utility funding and the best possible service to the citizens of Pasco. The first step is to develop a method of evaluating and ranking the projects identified and developed in Subtask 4.2. We will provide an initial example of rating criteria and then work with City staff to finalize a CIP prioritization framework specific to the needs of the City of Pasco. This framework will capture the most important issues for the City, such as problem severity, project costs, direct project benefits (such as outfall elimination and reduction of flooding affecting multiple properties or important infrastructure, and both direct and indirect habitat improvements (if applicable). Clear and appropriate project prioritization and scheduling will simplify the process for adoption of the CIP plan. The approach that is used for project identification, prioritization and results will be documented through a Technical Memorandum. For the 10 priority CIP projects identified in Subtask 4.3, Herrera will develop a CIP sketch and cost estimate included in a "project summary sheet' outlining the problem, proposed solution, project benefits, cost estimate assumptions, and a figure. Assumptions: • Cost estimating methodology used in subtask 4.1 will use analogous cost estimating to the extent feasible. • At the conclusion of subtask 4.1 the project team will decide whether or not to develop CIPS for projects that would focus solely on outfall reduction. • The field assessment will be limited to a two-day period, and will involve two Herrera staff and City staff. • City staff will provide support in the field by describing known problems in the field, providing access to stormwater facilities where needed, and providing descriptions of the existing stormwater system. • An initial draft project list will be developed, reviewed with the City, and then prioritized. • The initial list may include a combination of outfall elimination projects and drainage problem reduction projects depending on the outcome of prior tasks. po pasmcsm"sax91152016 February 2, 2016 6 of 9 Herrera Environmental Consultants SCOPE OF WORK • One meeting will be held to discuss the list and insure it is comprehensive and to discuss feasibility/concerns with proposed solutions and where possible or necessary to select among solutions. • After ranking criteria are approved, a meeting will be held with key team members and a group process will be used to prioritize the projects. • Preliminary conceptual solutions (1 page summary sheets) will be prepared for up to 10 prioritized projects. • Cost estimates for the CIP projects may be prepared using parametric methods that rely on typical cost for analogous (similar) projects. Appropriate percentages will be applied for allied costs (design, geotech, construction management). • Itemized cost estimates may be prepared for priority projects as budget allows. • The CIP summary sheets will be subject to one round of revision and all City review comments will be synthesized by the City project manager and consolidated into a single set of comments for each round of review. • Basin scale modeling is excluded, but could be conducted as a second phase of work or as a substituted from some CIP development if outfall elimination looks promising and basin -scale modeling seems warranted after subtask 4.1 is complete. • If geotechnical support is required for project feasibility evaluation this will be limited to a one day field effort. Deliverables: • Up to ten project summary sheets will be prepared. • A draft and final Technical Memorandum will be prepared to summarize the project development, potential for outfall elimination, prioritization process, and resulting CIP plan. Schedule: • The goal will be to provide the project prioritization list by early April 2016 to inform the prioritization workshop which would occur by mid-April. • The draft Technical Memorandum will be prepared within two weeks of the prioritization meeting. • To allow city staff and the consultant team to focus on production and review of the initial 'staff review' draft of the Comprehensive Plan, the final Technical Memorandum will be prepared within two weeks of releasing the staff review draft of the Comprehensive Plan. • Project summary sheets will be prepared by mid May 2016 to insure time for review and revisions before the June 13, 2016 presentation to City Council. Task 5.0 — Comprehensive Stormwater Management Plan Subtask 5.1— Plan Outline We will begin with development of a working outline for the SWMP that will help guide the development of the document. This outline will be tentatively approved by the City, understanding that pumump M1152016 February 2, 2016 7 of 9 Herrera Environmental Consultants SCOPE OF WORK minor adjustments may be made as the work progresses. During development of the outline we will also discuss preferred layout and formats, platform, and handling of appendices and links. Subtask 5.2 — Basin Characterization The next step will be to characterize the City's stormwater basins. We will begin by intersecting basin and sub -basin boundaries with GIS data on current land use, land cover, zoning, land ownership, vegetation, critical areas, and soils. From this effort, we will develop base maps and tabular information that serve as the basis for our planning efforts. This in combination with the information gathered in Tasks 2 and 3 and the outcome of Subtask 4.1 will be used to characterize each of the five subbasins that discharge to surface water outfalls. The remainder of the MS4 area will be described as one to four subbasins, depending upon direction from City staff. Results from this task will be summarized in as the Basin Characterization section of the CSMP. This section of the report will be released early to allow early review and comment. Subtask 5.3 — Staff Review Draft of CSMP In initial review draft will be prepared for the City staff review. The plan will include evaluation methods and measurable outcomes for key components. The draft will be distributed to the City's project manager in electronic form to allow easy distribution and review by City staff. Subtask 5.3 — Final Draft and Final of CSMP Herrera will finalize the SWMP incorporating comments received from the City reviewers and/or from other stakeholders if the City elects to allow external reviewers to submit specific comments on the draft plan. Herrera's project manager and key project staff will assist the City in presenting an overview of the final draft Comprehensive Stormwater Management Plan and updated stormwater management program components to the City Council in a manner that is clear and concise. The plan will be finalized after presentation and review by the City Council. Assumptions: • City stormwater basins are already well delineated; no additional survey or GIS analysis will be required to verify boundaries. • City staff will coordinate review of the internal draft plan and provide one complete list of approved comments to Herrera. • A final draft plan will be prepared within two weeks of receiving all comments on the Staff Review Draft. • At least one key Herrera staff member will attend a meeting with the City Council to support presentation of the plan. Deliverables: • A working outline of the plan will be prepared for city staff review • The Basin Characterization section of the CSMP will be prepared as a separate, early deliverable. • A staff review draft, final draft and final CSMP will be prepared. pa ya smXow01152016 February 2, 2016 8 of 9 Herrera Environmental Consultants SCOPE OF WORK Schedule: • A working outline will be prepared within one month of NTP. • The draft Basin Characterization section of the report will be released by end of March 2016. • The staff review draft of the CSMP will be prepared by April 25, 2016. • The final draft plan will be prepared within one month of receiving comments on the draft. • The plan will be finalized within two weeks of the presentation to City Council or within two weeks of receiving all comments on the Plan. 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