1a. Contract Amendment for Additional Work Performed by Franklin Svoboda & Assoc, Wetland Mgmt. 0 4 C ITYOF 1 !�
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.CHANBASSEN
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690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 (612) 937 -1900 • FAX (612) 937 -5739
1 MEMORANDUM
1 TO: Don Ashworth, City Manager
FROM: Paul Krauss, Planning Director P'K
1 DATE: October 19, 1992
I SUBJ: Contract Amendment for Additional Work Performed by Franklin J. Svoboda
and Associates
I .,
As you are aware, Frank Svoboda and his -are subcontractors to Bonestroo and Associates
on the develo ect to J ro' regulatory a ` s or managing our wetlands. In an attached
P P a new 8'� ato n' P . g g
1 memorandum from Frank, he indicates that rang • f work they have undertaken or are in the
process of undertaking, plus the number 1 ` meetin -; which they have attended, significantly
exceeds what was originally contracted f • :_ This c s fairly well documented. The ori ginal
1 contract was based on the need to s ey 300 bas with the city being responsible for
approximately half. In fact, over -1 • ifketlands were d on the field surve . The . contract
allocated for Svoboda and Associa p ttendance at approximately 20 meetings with the Planning
I Commission, SWMP Committee ' staff. To date, they ve attended 30 meetings. Additional
work was also requested by'= SWMP Committee in ` tae area of identifying intermittent
drainageways. This additionl "task was undertaken at the r ' guest of the Wetlands Subcommittee
I of the SWMP Task This alone added an additional -,. #. hours of work to the program.
I In short, Svo • • € • And Associa t.,, € , t i _ z.„ s i ,• . „� ., ' tlands program
which would co 449#40„ including staff time and expenses. ere is ; < 9.50 presently
remaining in the existing ,;, t• ;, budget, resulting in the need to , 1, the contract by
1 $7,330.50 to complete the u z ,
STAFF RECOMMENDATION
I In staff's opinion, the work that we have received from Svoboda and Associates has been of high
quality and I believe we can all be proud of the wetlands program that is being produced. The
I outline of the work program described by Svoboda and Associates is consistent with staff's
recollections and appears to us to be reasonable. Staff does not treat the need to increase
contractual commitments lightly. The SWMP Committee is not aware of an incident where we
I Ne 0 PRINTED ON RECYCLED PAPER
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Mr. Don Ashworth
October 19, 1992
' Page 2
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previously rejected an increased budget request for a different (non - wetland) portion of this
program, since we believed it was covered by previous contractual commitments. However, in
' this case, we believe the request to be reasonable and are recommending that the SWMP
Committee adopt a resolution to the City Council reading as follows:
1 "The Surface Water Management Program Task Force recommends that the City Council approve
a contract amendment with Bonestroo and Associates to increase the contract by $7,330.50 to
' complete tasks associated with the Wetlands Protection Program as outlined in Frank Svoboda's
August 5, 1992, memorandum."
SWMP COMMITTEE ACTION
The SWMP Committee reviewed the request at their September 30 meeting. They unanimously
1 recommended that the City Council authorize the contract amendment.
Manager's Comments (10- 20 -92): The additional cost for this work function was included in the
budget sheets distributed this past week. That's the good news. The bad news was that the
projected fund balance for the SWMP fund will be a - $40,000 if we want to preserve the $53,000
1 reserve. The budget sheets also did not include an anticipated rate increase which the Council
appeared amenable to if delayed until mid -1993.
' DWA iCW
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SEP- 9 -92 WED 16 :14 EONESTROO & ASSOCIATES P_02
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FRANKLIN J. SVOBODA & ASSOCIATES
Wetland Services • Wildlife /Vegetation KEHORANDIM
DATE: August 5, 1992 '
To: Bob Schunicht
FROM: Frank Svoboda ,
SUBJECT: Project status and budget expenditure update
As of July 31, 1992, with the assistance of the City's
wetland technician, we have inventoried over 400 wetlands
throughout the City. We originally anticipated that 300
basins were to be inventoried and that the inventory effort
and ordinance preparation would require a total of 25o
hours.
The field inventory and documentation has taken lone than
anticipated. To correctly establish the wetland edger each
wetland had to be examined around its entire perimeter. The
large wetlands took quite some time to examine thoroughly.
Also, additional time was required to access remote
wetlands by foot. 1
At the June 8th meeting of the Wetlands Ordinance
Subcommittee, we were requested to also record major
intermittent and perennial drainageways. The concern was
that if only wetlands were inventoried, tributary
drairiageways could be altered leading to impacts to
wetlands indirectly. This additional requirement added an
estimated 40 hours to the field task.
The 250 hour time estimate also included time for 1
attendance at three planning commission meetings for the
wetland ordinance, 9 SWMP Committee meetings, and eight
staff meetings; each meeting was estimated at 2 hours in
length for a total of 40 hours. To date, we have attended
a total of 30 project management, wetland subcommittee,
SWMP and consultant /staff meetings for a total of 85.8
hours. Additional SWMP, planning commission, City Council
and other related meetings are anticipated before the
wetland ordinance and stormwater management plan are
completed. 1
Much of the field work assigned to Franklin J. Svoboda and
Associates has been completed by a field assistant and we '
Bear Lake Wetlands Center • 22752 County Road 7 • Hutchinson, MN 65350
09-09 -1992 16:17 612 636 1311 BONESTROO & ASSC. P.03
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' have been able to achieve cost savings in terms of total
field time.
I We have the following tasks remaining to be completed. Each
task includes a description of the work to be completed,
entity responsible for completion, estimated time for
I completion (except for City responsibilities) and estimated
cost.
f i Wetlands inventory report for inclusion in the
Storavater Management Plan and revisions as requested
by City staff
Completed by: PI78 and Associates
I Estimated Time: 140 hours
Estimated Cost: ♦5900
Preparation of the wetlands section for the
Stormvater Management Plan which describes field
methods, wetland classifications, conclusions
t and recommendations for use and management of
I the City rs wetlands for the coma
`ill of text Ci staff; � years; review
by tY completion of revisions
to the report as requested by staffs word
processing time; preparation and submittal of
draft graphic images for use in final report;
review of final wetland aerial photo and base
1 sap graphics
Organisation and labelling of slides
Completed by: 77S and Associates
Al Time: 10 hours
Estimated
Cost: 6400
,!' Complete identification of 511 ground view and
p
aerial slides taken of wetland basins within the
City and label slides as to date, location and
I view
Organisation of field records and notes; summarise
t. field inventory data
I Completed by: PITS and Associates
Estimated TLwe: 16 hours
Estimated Cost: $640
t 1 Complete organisation of field records and notes
into a binder system for ready reference and
1 accessibility by staff; review records for
information to be used in the preparation of the
Wetlands Report; prepare final summary of
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09 -09 -1992 16:17 612 636 1311 BONESTR00 & ASSC. P.04
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classification statistics; review field forms
for other data to be included in wetlands report
Coordination of classification with sto
management recommendations rawater
Completed by: FJS and Associates
Estimated Time: 20 hours
Estimated Cost: 51100
Coordinate with Bonestroo project team regarding
'tor/water planning; review use of City wetlands
as part of overall stormwater management plan to
determine consistency with long term wetland
management goals
Purple loosestrifs aerial survey (completed 7/4/92)
Completed by: FJS and Associates
Estimated Time: 5 hours
Estimated Cost: $375
Aerial flyover and photographing of wetlands and
lake edges containing dense populations of
purple loosetrifet
Completion WIMP committee meetings and plan
Completed by: FJS and Associates
Estimated Tine: 15 hours
Estimated Cost: $825
Attend remaining 8WMP committee aeetings;
meetings with staff related to meeting agendas,
etc.
Attendance at Planning Commission and City Council
public hearings
Completed by: FJS and Associates
Estimated Tine: 20 hours
Estimated Cost: $1100
Attend, as needed, Planning Commission and City
Council meetings related to the discussion and
adoption of the Wetlands Ordinance and
Storawater Management Plan
Public information brochures
Completed by: City staff
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Public information and training
Completed by: City staff
09-09 -1992 16:16 612 636 1311 6OAESTROO & ASSC. P.05
1 As of July 31 we have expended *19,919.88 for labor and
expenses. Labor costs are $19,190.50 and expenses are
$799.38. Of the original $22,500 labor budget, $3309.50
' remains to complete the above tasks along with completion
•of the remaining field inventory.
Completion of the above tasks will require 226 hours at an
estimated cost of *10,340. An additional $300 is estimated
to be required for expenses. Subtracting the $3,309.50
presently remaining in the existing project budget leaves
a budget differential of *7330.50 is required to complete
the remaining tasks.
■ This'estimat• assumes that the City's Wetland Technician
■ will continue to be available to assist in report and map
preparation and data summaries.
1 The difference between the original contract amount and the
requested add-on is the based on the following reasons:
the wetland field inventory took approximately 100
hours longer than originally estimated because of the
need to accurately characterise wetland edges and
1 thoroughly examine the edge of wetlands
at the request of the Wetlands Subcommittee, the field
' team was asked to document the presence of tributary
drainageways to wetlands; this added an estimated 40
hours to the inventory task
' attendance at more meetings: originally we anticipated
attending 20 meetings for a total of 40 hours; we are
anticipating attending a total of 40 meetings
' involving 121 hours
We believe that we have performed the requested work
efficiently and expeditiously. Inventorying . over ; :400
wetlands plus major drainagewsys for a 23 square site area
(14,720 acres) is a time consuming task.
' We have also developed a very good working relationship
with the sWxp Committee and Wetlands ordinance
subcommittee. We have developsd a good ordinance based on
sound technical data. The num of meetings that were held
' led to ready acceptance of the ordinance language and
technical recommendations. ,
' The final outeome.of this process will be • state- of•the-
art product that likely will be emulated by other
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09 -09 -1992 16:18 612 636 1311 BONESTROO & ASSC, P.06 II
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communities as they proceed to implement the requirements
and provisions of the 1909 State Wetlands Conservation Act. 1
The extra effort that was expended will result in a quality
product that will continue to put Chanhassen in the
forefront as a leader in the effort to protect wetlands.
The firm of Franklin r. Svoboda and Associates takes a
great deal of pride in providing quality service and
products to its clients. We believe that we have
accomplished that to this point and wish to continue to do
so for the City.
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