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HomeMy WebLinkAboutHerrera, Inc. - 2022-2032 Stormwater Comp Mgt Plan PSA (Agreement No. 21-046)PROFESSIONAL SERVICES AGREEMENT 2022-2032 Comprehensive Stormwater Management Plan Agreement No. 21-046 THIS AGREEMENT is made and entered into between the City of Pasco, a Washington Municipal Corporation, hereinafter referred o as "City", and Herrera, Inc., hereinafter referred to as "Consultant," on the IZ day of Najevk6c, — _,2021. 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. WHEREAS, the City has, consistent with RCW 39.80, published an announcement related to its need for Architectural and Engineering services, evaluated Consultant's current performance data, and has determined that Consultant is the most highly qualified firm to perform the Architectural and Engineering services related to the 2022-2032 Comprehensive Stormwater Management Plan project; and WHEREAS, the City's Public Works Director finds that the Agreement with Consultant is both fair and reasonable in light of the duties to be performed, the Consultant's performance data, and the nature and complexity of the project. NOW, THEREFORE, in consideration of the mutual covenants, and performances contained herein, the parties agree as follows: 1. Scope of Services. The Consultant shall perform 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"). 2. Term. This Project shall begin on the execution date listed above and promptly be completed by 12/31/2023. 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 Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 1 of 10 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 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 (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 $12811.00 without the prior written authorization by the City. 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 Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 2 of 10 Agreement, and shall maintain such accounting procedures and practices as may be necessary to assure proper accounting of all funds paid pursuant to this 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 In 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. Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 3 of 10 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 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. 7. 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, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 4 of 10 8. Indemnification. 8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. 8.2 However, 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 injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant, and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8.3 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.4 This indemnification shall include damages, penalties and attorney fees sustained as a result of Consultant's delayed or failed performance of Section 6 above. 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. The Consultant's maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. 9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types and coverage described below: 9.1.1 Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01. 9.1.2 Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop -gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 5 of 10 the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 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: © $2,000,000 each occurrence; and ® $2,000,000 general aggregate. 9.2.3 Professional Liability insurance shall be written with limits no less than: © $2,000,000 per claim; and © $2,000,000 policy aggregate limit. 9.3 Other Insurance Provision. The Consultant's Automobile Liability, Professional Liability, and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance as respect the City. Any insurance, self-insurance, or self-insured pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 9.3.1 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. 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 Agreement before commencement of the work. Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 6 of 10 9.6 Notice of Cancellation. The Consultant shall provide the City with written notice of any policy cancellation within two (2) business days of their receipt of such notice. 9.7 Cily Full Availability of Consultant Limits. If the Consultant maintains higher insurance limits than the minimums shown above, the City shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Consultant, irrespective of whether such limits maintained by the Consultant are greater than those required by this Agreement or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the Consultant. 9.8 Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five (5) business days notice to the Consultant to correct the breach, immediately terminate the Agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 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 Azainst 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. Assip-nment and Subcontractine. Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 7 of 10 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. 13. Termination. 13.1 Termination for Convenience. Either party may terminate this Agreement for any reason upon giving the other parry 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; or 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: Brittany Whitfield, P.E., or his/her designee Senior Engineer 525 North 3rd Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 8 of 10 PO Box 293 Pasco WA 99301 WhitfieldBgVasco-waw (e-mail address) 14.3.2 For the Consultant: Joy Michaud, or his/her designee Principal Scientist 1220 Fourth Ave E Olympia, WA 98506 imichaud@herrerainc.com (e-mail address) 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 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. 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. Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 9 of 10 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above. CITY OF PASCO, WASHINGTON ATTEST: Debra C. Barham, City Clerk APPROVED AS TO FORM: erguson "City Attorney CONSULTANT -7 Theresa Wood — Vice President Professional Services Agreement — Herrera, Inc. Agreement No. 21-046 2022-2032 Comprehensive Stormwater Management Plan Page 10 of 10 EXHIBIT A SCOPE OF SERVICES SUPPORT FOR COMPREHENSIVE STORM'WATER MANAGEMENT PLAN The City of Pasco (the City) authorized Herrera Environmental Consultants (Herrera) to prepare a scope of services and cost estimate outlining services that Herrera will provide to update the City's existing Comprehensive Stormwater Management Plan (CSMP). This scope of services includes a discussion of the activities, assumptions, deliverables associated with the following tasks: • Task 1 — Project Management • Task 2 — Data Gaps and Needs Assessment • Task 3 — Stormwater Capital Improvement Program • Task 4 — Budget Evaluation • Task 5 — Comprehensive Stormwater Management Plan Update • Task 6 — Stakeholder Coordination The budget for this work is included as Exhibit B. TASK 1 — PROJECT MANAGEMENT Herrera will be responsible for ongoing management of this project, including preparing monthly invoices, as well as coordination of work efforts with the City's project manager (Brittany Whitfield). Herrera's project manager (Joy Michaud) will have phone and e-mail contact with the City's project manager and other City representatives on an as -needed basis with regard to scope, schedule, budget, and invoicing. This task includes an internal project team startup meeting and monthly calls between the Herrera and City project managers. These calls are in addition to task -specific meetings outlined below. Assumptions An internal project kickoff meeting with the consultant team will be held under this task to discuss the project specifics and to queue up the agenda and needs for the project kickoff meeting. 2022-2032 Stormwater Comp Mgt Plan (#21-046) - Scope of work - Exhibit AOctober 21, 2021 Page 1 of 8 EXHIBIT A - SCOPE OF SERVICES • Project manager check -ins will occur monthly via phone or video conference. It is assumed that project management activities will occur over a period of up to 12 months. Deliverables • Monthly invoices and progress reports TASK Z - DATA GAPS AND N EEDS ASSESSMENT Herrera will use a simple questionnaire we have developed for other municipalities to obtain initial information from City staff about program operations and new issues or concerns. Herrera will use the information obtained from the questionnaire to design our needs assessment workshop. At this workshop, Herrera will solicit information from the attendees on different issues and needs, such as operation and maintenance (O&M) needs for the City's stormwater system, challenges that staff face in the realm of public education and outreach, private stormwater facility inspection, and how to ensure that the new CSMP is in alignment with the City's latest Comprehensive Plan Update and other community and economic development policy changes. This input will form the foundation for subsequent tasks. Although addressing National Pollutant Discharge Elimination System (NPDES) Phase II Permit requirements will be a critical part of the data gaps and needs assessment, other issues identified by the City that should be considered during CSMP development will also be included. One of the issues already identified by City staff is to improve the alignment between permit mapping requirements and the City's inventory data. There will be no formal deliverable for this task; the findings will be prepared as an update to the applicable section of the existing CSMP. The CSMP section will summarize program needs and data gaps and lay out a program to meet those needs; including the required staffing, equipment, and support services. The summary will clearly note the minimum actions necessary to meet NPDES Phase II Permit requirements. Assumptions The City will provide available GIS data on the stormwater system (including the conveyance network, outfalls, and facilities), land use zoning, critical areas, future growth projections, population density, and other available data that is related to stormwater influences. 2022-2032 Stormwater Comp Mgt Plan (#21-046) - Scope of Work - Exhibit A October 21, 2021 HERRERA Page 2 of 8 EXHIBIT A - SCOPE OF SERVIMS, Up to 3 Herrera staff will lead one virtual needs assessment workshop with City staff using Microsoft Teams. The workshop will last for up to 3 hours, but will be broken into segments, so all invited City staff may not need to attend the full 3 hours. The workshop segments may also be scheduled on separate days to accommodate attendees' schedules. • A questionnaire will be prepared by Herrera and completed by City staff in preparation for the workshop. City staff will fill out portions of a questionnaire that pertain to their work and provide consolidated responses to Herrera at least 5 days prior to the workshop. • The City will identify and invite all appropriate City staff (including operations and maintenance staff) to attend the needs assessment workshop. • Herrera will develop draft meeting notes, summarizing the discussion during the workshop. • The City will review and distribute meeting notes to other interested City staff. • A webmap tool (produced under Task 3) will be used to input site specific information, this will be introduced and used at the needs assessment workshop. • This task does not include assistance with amending City code, updating documents (e.g., manuals, standard operating procedures, Stormwater Pollution Prevention Plans [SWPPPs]), updating GIS data, or developing implementation tools (e.g., checklists) necessary to implement new programs or to meet NPDES Permit requirements. Deliverables • Draft and final meeting notes from the needs assessment workshop. No formal deliverables other than workshop notes are associated with this task. Task outcomes will be documented as a section of the updated CSMP in Task 5. TASK 3 — STORMWATER CAPITAL IMPROVEMENr,' PROGRAM The work that Herrera did 5 years ago in developing and prioritizing capital projects will provide the basic framework for this task. One key step in this task will be talking with the City's O&M staff and others that are regularly in the field to define new problems they have observed. This input will supplement information collected during the workshop (Task 2) to define the list of new capital improvement program (CIP) project needs and opportunities. For newly identified 2022-2032 Stormwater Comp Mgt Plan (#21-046) - Scope of Work- Exhibit A October 21, 2021 HERRERA Page 3 of 8 EXHIBIT A - SCOPE OF SERVICES problems, Herrera will develop potential solutions based first on our desktop analysis of the problem area and then by conducting a field assessment. The development of potential solutions will consider implementation pitfalls such as constructability challenges, 0&M difficulties, or permitting obstacles to assess the practicality of conceptual solutions. This task will also be supported by a webmap tool (initially developed for the 2016 planning effort, but updated for the 2021-2022 projects) that staff can use to review site specific information and input new sites and information where appropriate. The list of identified CIPs will be prioritized to ensure the most effective use of stormwater utility funds and the optimal level of service to City residents. To prioritize CIP projects, Herrera will start with the prioritization framework from the 2016 CSMP, update the system to reflect input from City staff, add new projects, and update the evaluation and ranking of projects using new data. Clear and appropriate project prioritization and scheduling will simplify the process for adoption of the CIP. Up to four new high priority capital projects will be identified. These four new capital projects and two projects from the 2016 CSMP will be developed at a conceptual level and prepared in 'project summary sheet' form. The 'project summary sheets' for each CIP project will include all of the information necessary to effectively communicate the CIP project plans to a variety of audiences. They include project descriptions, prioritization data, GIS -based maps and graphics, maintenance needs, and planning level cost estimates in a simple 1- or 2 -page format. This approach may be modified at the onset of this task depending upon the type and value of projects identified; for example, it may be decided that it is a higher priority to develop one of the projects to a design stage appropriate for a grant application. Six project summary sheets will be the formal deliverable for this task. The work under this task will be documented as an update to the applicable section of the CSMP. The section will document the process used to identify projects, prioritization efforts, and provide a table of CIPS with their predicted implementation costs. Detailed project summary sheets will be included in an appendix to the CSMP. Assumptions City staff have provide an updated list of projects that have been completed over the past 5 years, and have identified two previously listed projects that should be updated for inclusion in the new plan. It is assumed that four new CIPs will be identified during this project and included in the plan. • City staff will identify known issues through the Task 2 workshop, input to the webmap / online survey, or through other communications. • This task includes a 40 hour allowance to review CCTV or other system conditions data. HERRERA 2022-2032 Stormwate? Comp Mgt Plan (#21-046) - Scope of Work -Exhibit A October 21, 2021 Page 4 of 8 EXHIBIT A - SCOPE OF SERVICES • Herrera will complete a desktop assessment of identified problem areas and then prepare for and complete a field assessment of potential project sites. Three virtual meeting or conference call will be held with City staff related to the CIP development o One to discuss identified problems prior to field work. o One to discuss proposed solutions as well as to discuss the City's priorities. o One to discuss comments on the draft summary sheets and prioritization results • Any new capital projects identified will be conceptual and based on a one -day reconnaissance of the basin and general assessment of feasibility, constraints, and costs. No survey, testing, or modeling will be performed. • The City will be consulted regarding potential CIPS to be included and developed as part of the CSMP. The City project manager will be responsible for consolidating any follow up input from City staff after the meeting to achieve a consensus on which projects to include. Deliverables • Six draft and final project summary sheet packages (four new CIPS, two existing CIPS) • Meeting notes • CIP shapefiles in GIS TASK 4 - STORMWATER PROGRAM BUDGET EVALUATION The purpose of this task is to lay out the full cost for implementation of the recommendations from Task 2 and 3 to ensure the revenue generated meets the City's future needs. We will use our assessment of additional staffing and program development needs (Task 2) in combination with the CIP costs (Task 3) to lay out an implementation plan that is synchronized with projected revenues and identify different options for meeting revenue constraints if this is not the case. If warranted, Herrera can perform a comparison of the City's existing and projected utility rates with those of other nearby jurisdictions to document utility rate data for comparison. 2022-2032 StormwaterComp Mgt Plan (421-046) - Scope of Work- Exhibit A October 21, 2021 * HERRERA Page 5 of 8 EXHIBIT A - SCOPE OF SERVICES Assumptions • An evaluation of new utility rates or a rate assessment will not be completed. The budget evaluation will be undertaken with the assumption that program needs must be met with existing and predicted utility revenue. Deliverables No separate deliverable has been identified for this task. A section of the CSMP will describe the results of the evaluation including a table or spreadsheet summarizing the strategy for expenditures and clear steps for implementation. TASK 5 — COMPREHENSIVE STORMWATER MANAGEMENT PLAN UPDATE The updated CSMP will build on the background information provided in the existing CSMP and NPDES Phase II Permit requirements; modifying sections as needed and adding sections pertaining to the new requirements. The CSMP will be updated in sections; our findings from our data gaps and needs assessment work will be summarized in Section 5 and a detailed description of the new CIP project identification and prioritization process will be summarized in Section 4, and finally the implementation strategy will be revised to reflect the recommendations from Sections 4 and 5. The updated CSMP will synthesize the stormwater priorities within the context of the existing stormwater infrastructure and municipal operations. It will clearly define a path forward through specific management actions in the context of state and federal regulations to meet defined goals. Herrera will create an internal review draft of the CSMP for the City's review, followed by a public review draft, and then the final CSMP for council adoption. The CSMP will provide a ready-made roadmap for City staff use to create future updates of the CSMP. The webmap tool will also be made available on the City's internal website to allow City staff to continually update the information in preparation for the next CSMP update. Assumptions • The existing CSMP will be used as the framework for the update in terms of organization and content. Four GIS figures will be updated: zoning, land use, stormwater infrastructure and CIP project locations. • The City will review and provide consolidated feedback on all products developed. 2022-2032 stormwater Comp Mgt Plan (#21-046) -Scope of Work -Exhibit A At HERRERA October 21, 2021 Page 6 of 8 EXHIBIT A - SCOPE OF SERVICES • The sections of the CSMP will be prepared and released for review by City staff as individual sections. The review draft release dates will be timed to support the City's budgeting process. Section 5 (staff, support services, and equipment recommendations and cost estimates) will be provided for review in early March 2022. Section 4 (detailed CIP implementation costs) will be provided for City review in in mid-March 2022. The full implementation strategy will be provided for City review by the end of March 2022. After receiving all comments on these internal sections, a formal review draft of the entire CSMP will be produced. Deliverables • Preliminary drafts of Sections 4, 5, and 6 • Review Draft of CSMP • Final CSMP TASK 6 — STAKEHOLDER COORDINATION We foresee at least four meetings with stakeholders during development of the plan; the needs assessment workshop (described in Task 2), a meeting to discuss CIP selection and prioritization, a meeting to discuss the budget analysis, and a final meeting to present the CSMP to the City Council. We will work with the City's project manager to identify who should be invited to each meeting and we will reach out to staff and to other nearby cities where appropriate to solicit information ahead of the meetings. We will provide full support for these meetings, including agenda development, preparation of meeting materials and graphics, presentations, and facilitation. Assumptions A needs assessment workshop (Task 2) will be held with key members of the consultant team and city staff to discuss project goals and schedule and discuss the city's priorities and needs. It is expected that up to 4 meetings (including the needs assessment workshop) will be held throughout the project at identified milestones and that City staff will identify who should be invited to each. Invitees are expected to include; code enforcement, community development, and operations and maintenance staff. The final meeting is expected to be a presentation to City Council which is also open to the public. • It is assumed that meetings will largely be done through virtual conferencing. HERRERA 2022-2032 Storr•.iwater Comp Mgt Plan (#21-046) -Scope of Work - Exhibit A October 21, 2021 Page 7 of 8 EXHIBIT A - SCOPE OF SERVICES Deliverables • Agendas and other meeting materials will be prepared • Brief meeting summaries will be prepared to document decisions and action items. • Draft and final PowerPoint slides for City Council meeting (if requested) 2022-2032 Stormwater Comp Mgt Plan (421-046) -Scope of Work -Exhibit A 4 HERRERA October 21, 2021 Page 8 of 8 7-W N N 1 1" M 00 '.N N.O:N n N 7.a m', e-1 d .m -I N �,N',M.cy N eid r1mN cm M IEA 4 n P I00 00 '° M co 00 N 0, LO NI ti r 00 OD O N N.�'14 amij� N ift 44 ---A W 00 m'rI!�,N li 00LO .l m j °' m co M N N .-1 rl N N v m O 4a K a 0 O; O O m LO W i H N >> Ol 0f N d O UI d U •C � C C C� C C a:. a, O In W W W W, W W J a lL m � U c m a"i 3 m O T 0I,,19 '� p C Ud UO C C— N T. s'a NODIoR- OD ��� O O � N N O W W 3 M N N N M^ q � N I 'i o l� M (D M r- r- C E a c d 0 0 a e�l c a m 0 c 0 0 0 R Q N O, O . 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