1f. Agreement with SEH for stormwater Utility I
il
CITY OF
4__
1 f, . , ._ ,
__. i „0,- CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
1 _' Ow (612) 937-1900 • FAX (612) 937-5739 Action by City Administrator
Endorsed l, 144.)iPf
1 MEMORANDUM Mo
Rejected
Date1' !)_
TO: Don Ashworth, City Manager bete subm- to C._ son
IFROM: Gary Warren, City Engineer __a____c)_;1_S-----
Date Sc5�- tc �, �r.cii
DATE: April 18 , 1990 d-/- ). - ci0
ISUBJ: Approve Agreement with Short-Elliott-Hendrickson for
Stormwater Utility Consultant Services
1 File No. PW207
I The enclosed consultant services agreement has been prepared by
Short-Elliott-Hendrickson in response to the City Council 's
authorization at the April 9, 1990 meeting. As noted in the
proposal schedule (page 7 ) , SEH will present the draft concept
I plan to the City Council and staff at the April 30 , 1990 workshop
session.
II find the agreement is consistent with the SEH proposal on this
matter and therefore recommend approval. Funding is provided
from the City ' s Special Revenue Fund No. 211-232, Storm Water
I Management, which was set up for this project.
ktm
I Attachments: 1 . Agreement.
2 . Proposal .
1 c: Mark Lobermeier, SEE
•
I
I
I
I
I
APR-19-1990 12:47 FROM SEH INC. TO 9375739 P.02
I
O
1
April 19, 1990
Mr. Gary Warren
' City Engineer/Director �f Public Works
City of Chanhassen
690 Coulter Drive
' Chanhassen, Minnesota 55317
Dear Mr. Warren:
Thank you for selecting Short-Elliott-Hendrickson, Inc. to assist
the City of Chanhassen in establishing and implementing a storm
water utility.
Our services will consist of the tasks set forth in our proposal
dated March 15, 1990, and attached here as Exhibit "A. "
TASK 1 - CONCEPT PLAN
' We request to be compensated the lump sum of $4,500 for
preparation of the Concept Plan as identified in Exhibit A.
Compensation will include a total of four meetings, as well as
' reimbursable expenses for reproductions, employee mileage and
equipment utilization.
You are requested to furnish us with full information as to your
' requirements and also to make available all pertinent existing
data listed below.
' o Comprehensive Plan
o Existing and Future Land Use Plans and Maps
o Available Wetlands and Soils Map
o zoning Map
' o City Codes ,
o Billing and Collections Methods
o Current Tax Capacity by Land Use Designation
o Available Topography Maps
o Available Aerial Photographs
APR-19-1990 12:48 FROM SEH INC. TO 9375739 P.03
I/
I/
Mr. Gary Warren
April 19, 1990
Page 2
o water Management Organization Plans
o Estimated Expenditures to be Paid by Utility (Planning,
Engineering, Construction, Personnel, etc. )
o Assessment Policy
TASK 2 - FINAL REPORT
We request to be compensated on an hourly basis for the
preparation of the final report as identified in Exhibit "A. "
Compensation will be based on the hourly cost of personnel time a
multiplier of 2.15, plus reimbursable expenses including
reproductions, mileage and equipment utilization.
The estimated cost of the final report is $6,500. When 90% of
the estimated budget has been spent, we will stop work and
discuss the status of the project with you. At that time, the
basis for completing the work will be determined.
TASK 3 -- IMPLEMENTATION
We request to be compensated on an hourly basis for the
implementation of the final report as identified in Exhibit "A."
Compensation will be based on the hourly cost of personnel time a
multiplier of 2.15, plus reimbursable expenses including
reproductions, mileage and equipment utilization.
The estimated cost of the final report is $10,000. When 90% of
the estimated budget has been spent, we will stop work and
discuss the status of the project with you. At that time, the
basis for completing the work will be determined.
We will invoice you monthly for services and reimbursable
expenses. For the Concept Plan, we will invoice 70% of the lump
sum amount upon presenting the plan at the Council work session,
as identified in Exhibit A. The remaining balance will be billed
following the regular Council meeting accepting the plan. The
financial arrangements are on the basis of prompt payment of our
bills and the orderly and continuous progress of the Project
through completion. '
We would expect to start our services promptly after receipt of
your acceptance of this proposal and to complete our services as
set forth in the schedule included in Exhibit A.
APR-19-1990 12 48- FROM SEH INC. TO 9375739 P.04
I
I
' Mr. Gary Warren
April 11, 1990
Page 3
1
If there are protracted delays for reasons beyond our control, we
' would expect to negotiate with you an equitable adjustment of our
compensation taking into consideration the impact of such delay
including, but not limited to, changes in price indices and pay
scales applicable to the period when services are in fact being
' rendered.
This proposal and Exhibit A which consists of 14 pages represent
' the entire understanding between you and us in respect to the
Project, and may only be modified in writing signed by both of
us. This agreement may also be terminated by either party upon
seven days written notice should the other party fail
' substantially to perform in accordance with its terms through no
fault of the party initiating the termination. In the event of
termination, SEH shall be compensated for services performed to
' termination date, including reimbursable expenses than due, and
all terminal expenses. The City may terminate this agreement, in
writing, at the completion of any one of the three identified
tasks, identified in Exhibit A.
If this agreement satisfactorily sets forth your understanding of
our agreement, we would appreciate your signing the enclosed copy
' of this letter in the space provided below and returning it to
us.
' Sincerely,
SHORT-ELLIOTT-HENDRICKSON, INC.
' Mark L. Lobermeier, P.E.
MLL:ilc
Enclosure
Accepted this day of
, 1990.
CITY OF CHANHASSEN SHORT-ELLIOTT-HENDRICKSON, INC.
11 BY BY
I
I
1
Proposal 1
for
1
1
Establishing
and
Implementing
a Storm Water,
Utility
-A"50
i
ENGINEERS.ARCHITECTS I PLANNERS Chanhassen
Minnesota 1
CITY OF CHANHASSEN
APR O 19 90 1
March 15, 1990
ENGINEERING DEPT. 1
OFFICIAL ENGINEERING COPY 111
Recilived 44 2_1 7C:
�. . ; . .__;sneer
Oa&
Approved by City Council
(fit. 'T/ ( L
SHORT ELLIOTT
HENDRICKSON IN1
I
I ,sai
ENGINEERS•ARCHITECTS•PLANNERS 3535 VADNAIS CENTER DRIVE,ST PAUL,MINNESOTA 55110 612 490-2000
I
March 15, 1990
I
Mr. Gary Warren,
City Engineer
City of Chanhassen
690 Coulter Drive
Chanhassen, Minnesota 55317
IDear Gary:
Thank you for the opportunity to assist the City of Chanhassen in establishing
Iand implementing a storm water utility.
Our proposal includes a scope of work, work plan and schedule,estimated costs,
project team, and a general information brochure regarding storm water utilities.
IWe look forward to a favorable review and to working with the City.
ISincerely,
Short-Elliott-Hendrickson,Inc.
I ZA
fib
I.- Mark L. Lobermeier,P.E.
Water Resources Project Manager
L
I
I
I
SHORT ELLIOTT ST PAUL, CHIPPEWA FALLS,
HENDRICKSON INC. MINNESOTA WISCONSIN
I
Proposal for I
Establishing and
Implementing a
Storm Water Utility
Table of Contents'
I Project Summary
Introduction 1 '
Scope of Work 2
Work Plan and Schedule 6 '
II Estimated Costs '
8
III Project Team
Resumes 9 '
IV Appendix 1
Utility Brochure
1 1
1
I '
Short-Elliott-Hendrickson, Inc.
I
Proposal for
Establishing and
' Implementing a
Storm Water Utility
1.
Introduction
' Paying for storm water (drainage) projects has become more
complex in recent years. In the past, special assessments against
benefitted properties financed most of the necessary improvements.
Special assessment projects, however, are now being challenged in
courts more often. Benefits are difficult to demonstrate for
properties on high ground which drain water downstream.
Consequently, many communities lack proper funding for storm
water-related projects.
Financing storm water improvements through city general funds is
' no longer viable. Instead, user or utility charges, which
communities use to finance sanitary sewer and watermain
programs, are being applied to storm water projects. The utility
' approach is gaining recognition as the most equitable way to
finance storm water projects.
SEH provides guidance to community representatives and citizens
for understanding and implementing a storm water utility. We will
define what a utility is, how it benefits the community and how its
is implemented.
I
I
I
L
11 Short-Elliott-Hendrickson, Inc. Page 1
I
Proposal for I
Establishing and
Implementing a
Storm Water Utility
Scope of Work'
Scope of Work Tasks required to establish and implement a storm water utility'
include:
1. Concept Plan ,
2.Final Report
3. Implementation ,
Task 1 - Concept Plan
The Concept Plan is an informative document. It defines how a ,
utility benefits the community,methods for implementation and
-- the typical charges. The Concept Plan is an important tool which
becomes an integral part of the public information program. The,
Plan is written so it can be used as a handout during public
meetings.
1
The following is the concept plan outline:
Section 1 Summary 1
Executive Summary
• Why consider a utility?
Section 2 Introduction
What is a Storm Water Utility?
How will it benefit the community?
The Financing Dilemma
✓Ad Valorem Taxes
✓Special Assessments
LI Building Permits,Land Development Fees and
Land Exaction
✓User Charges
✓Grants
Selecting the Best Option
Short-Elliott-Hendrickson, Inc. Page 2
I
Proposal for
Establishing and
' Implementing a
Storm Water Utility
' Scope of Work Section 3 The Process
' Implementing Your Plan
First Steps
' Viability
Advantages and Disadvantages
Key Elements
' Who Else is Using this Approach?
Legal Considerations
Getting Started
Gathering Data
' General Philosophy
Developing the Utility Program
' Typical property criteria
Administration
Ordinance
' Public Hearing
Section 4 Fee Basis
Philosophy
Cause and Effect
Revenue Equation
Estimated Expenditures
Typical Charges
Exclusions
Section 5 Public Acceptance
Public Information Program
Section 6 Conclusions and Recommendations
Short-Elliott-Hendrickson, Inc. Page 3
I
Proposal for I
Establishing and
Implementing a '
Storm Water Utility
Scope of Work Task 2 - Final Report ,
Specifics of your utility program are included in the Final Report.
Actual quarterly charges for each property type are established.
Charges are based on the City's actual land use. (The fee for each,
individual property is not developed.) The report includes a
detailed estimate of expenditures to be covered in the utility
program. The estimated expenditures may be supplemented
with the five-year Capital Improvements Program,developed as
part of the City's local water management plan,if available.Draft'
ordinance language is also included.
The outline of the Final Report follows a format similar to the I
Concept Plan:
• Section 1 Summary
Section 2 Introduction 1
Section 3 Fee Basis
Philosophy ,
Revenue Equation
Expenditures ,
Charges
Exclusions '
Section 4 Administration
Section 5 Draft Ordinance
I i
I
I
Short-Elliott-Hendrickson, Inc. Page 4 1
I
Proposal for
Establishing and
Implementing a
' Storm Water Utility
' Scope of Work Task 3 - Implementation
SEH may be involved in the implementation to varying degrees.
The major items include:
1.Public Information Program
' The public information program,as outlined
in the Concept Plan,includes newspaper articles,
City newsletter articles,handouts included in
' utility billings,informational meetings and
public hearings.
2.Adoption of Ordinance
An Ordinance,based on the language
drafted in the Final Report,is adopted.
3. Billing Procedure Modification
Based on the charges established in the Final
I Report and adopted by City ordinance,the
charge for each property in the City is determined.
Once the charges are determined,the method
1 • of utility billing is amended to include an extra
line for the storm water utility.
Short-Elliott-Hendrickson, Inc. Page 5
I
Proposal for I
Establishing and
Implementing a 1
Storm Water Utility
Work Plan and Schedule'
Work Plan and The proposed work plan and schedule are presented in Figure 1. 1
Schedule The major items to be completed are included. The timeline for
implementation is also projected.
City Participation
City staff,Council, legal and financial advisers, and citizens all play,
an important role in establishing and implementing the program.
City participation is also outlined in Figure 1.
1
1
1
1
L 1
I 1
1
1
1
Short-Elliott-Hendrickson, Inc. Page 6 I
I
IProposal for
Establishing and
IImplementing a
Storm Water Utility
I Revised Schedule, March 29, 1990 Chanhassen Mn
I Figure 1 April 9, 1990 July 1, 1990
Council authorizes SEH to City finalizes list of anticipated
I prepare concept Storm Water costs to be covered by utility.
Utility Plan.
July 16, 1990
I April 30, 1990 Final quarterly property charges
SEH presents draft concept plan are approved by Council during
to Council,staff and legal/ work session.
financial advisers at work session. July 23, 1990
May 14, 1990 SEH completes Final Report and
I SEH completes concept plan and Presents report at regular Council
presents plan at regular Council meeting.
meeting. August 2, 1990
Council authorizes SEH to City hosts second informational
prepare Final Storm Water
1 meeting.
Utility Report.
City begins to determine
June 1, 1990 individual property costs.
IInformation notices regarding City investigates modification of
utility are sent with utility billing utility billing.
1 June 18, 1990 Ordinance is finalized.
SEH presents draft Final Report Notice for public hearing is made.
to Council,staff and legal/
Ifinancial advisers at work session. August 13, 1990
Mid-June, 1990 City holds public hearing and
t City hosts public information
adopts utility program.
meeting regarding utility. Implementation
II Newspaper articles detail City Utility billings are modified.
utility plans. Actual quarterly charges take
effect January 1, 1991.
It
I
Short-Elliott-Hendrickson, Inc. Page 7
I
Proposal for I
Establishing and
Implementing a
Storm Water Utility
Estimated Costs 1
Estimated Costs Estimated costs for this project are broken down as follows: 1
• Task 1 - Concept Plan
The scope of the Concept Plan is well defined and understood. We II
propose to be compensated the lump sum of$4,500 for preparation
of the Concept Plan.
Task 2 - Final Report
The scope of the Final Report includes some unknowns and •
variability. Therefore we propose to be compensated based on the '
hourly payroll cost of personnel times a multiplier, plus
reimbursable expenses. The estimated cost of the Final Report is
$6,500.
When 90 percent of the estimated budget has been used, we will •
meet with the City to discuss the basis for and cost of completing '
the work.
Task 3 - Public Information Program 1
SEH will have a varying role in the public information program.
4 The uncertainties regarding our involvement make it impossible to
estimate costs. Therefore, we propose to be compensated on the '
basis of hourly payroll cost of personnel times a multiplier, plus
reimbursables. For budgetary purposes, a range of$2,500 to$10,000 '
should be considered.
Short-Elliott-Hendrickson, Inc. Page 8
I
Proposal for
Establishing and
1 Implementing a
Storm Water Utility
Organizational Chart
1
Storm Water Utility
Chanhassen, Minnesota
City of Chanhassen
assen
City Council,Staff
Legal &Financial Advisers
1
1
Project Manager .
1" Mark Lobermeier
Quality Control
Dave Pillatzke
Project Engineer
Rocky Keehn
Figure 2
I
Short-Elliott-Hendrickson, Inc. Page 9
I
Mark L. Lobermeier, P.E.
Water Resources Project Manager I
Education
BCE-University of Wisconsin-Platteville, 1983 '
Professional Registration
Professional Engineer-Minnesota and Wisconsin
Professional Associations I
American Society of Civil Engineers
Minnesota Society of Professional Engineers
Chi Epsilon,National Civil Engineering Honor Society
Wetlands Forum of the Twin Cities Metropolitan Area '
General Background
Experienced in civil works projects as a Design Engineer, Project Engineer and Project I
Manager. Responsibilities include project planning, report preparation, preliminary and
final designs, construction management, watershed management planning, and residential
development. Project experience includes comprehensive storm water management •
planning, storm sewer system analysis, detention basin design, open channel design,
hydraulic and hydrologic studies, flood routing and protection, dam stability, commercial '
and residential site development, and wetland management. Presentations include water
resources design and planning and wetland management topics at local and national levels.
Experience
Project Manager for Storm Water Utility Report-Mounds View,Minnesota Preparation of I
a storm water utility report explaining how storm water utilities finance drainage projects.
The report addressed financing alternatives, projected revenues and estimated typical
charges.
Project Manager for Surface Water Management Planning Preparation of surface water
management plans for Shoreview,Roseville,Oakdale,Vadnais Heights,North St. Paul, and '
Mounds View, Minnesota. Projects include analyzing existing and ultimate developed
watershed conditions using the SCS TR-20 computer program, identifying existing and
potential problems areas and developing an implementation program. The plans address '
water quantity, water quality, erosion and sedimentation, recreation and wildlife habitat.
Wetlands are classified based on use and function to best manage the city's system.A capital ,
improvements program and development guides are also developed.The plans incorporate
the policies of multiple water management organizations having areas within a community.
Technical Consultant for Regional Water Management Organizations Providing technical '
services to Grass Lake Water Management Organization and East Mississippi Water
Management Organization. Projects including preparation of regional watershed plans I.(State Statute 473.875 to 473.883),lake level management and hazardous spill response plans.
Short-Elliott-Hendrickson, Inc. Page 10 I
I
Rocky J. Keehn, P.E.
Water Resources Engineer
' Education
BS-Civil Engineering-University of Nebraska-Lincoln (1982)
MS-Water Resources-Iowa State University(1987)
Professional Registration
Professional Engineer- Minnesota
' Professional Associations
American Society of Civil Engineers- (Water Resources Committee member)
Society of American Military Engineers
Fresh Water Society
' General Background
' Experienced in watershed management and related civil works projects as a design engineer.
Proficient in urban hydrology, hydraulics, ground water hydrology and containment
movement, and related software applications. Project experience includes comprehensive
storm water management planning,storm sewer system analysis and design,hydraulic and
hydrologic studies, detention basin design,flood routing and flood plain analysis and open
channel design.
Experience
Water Resources Design Engineer for Storm Water Management Planning Analysis of
lakes,and wetlands to determine water surface elevations for the 100-year storm event using
the SCS TR-20 computer program.Project experience includes preparation of comprehensive
plans for Roseville, Shoreview, Vadnais Heights, North St. Paul and Mounds View,
Minnesota. Each study addresses both present and future land use. Based on the data
obtained from computer analysis,problem areas are recognized,reviewed and analyzed for
Y possible solutions.
r
Design Engineer for Miscellaneous Drainage Reports Preparation of drainage reports for
the Edgewood and Ardan Avenue drainage districts in Mounds View, and the Trout Brook
and Footprint Lake drainage districts in Maplewood. Projects included detailed drainage
system analysis,including a combination of detention and storm sewer design.
Project Engineer for Footprint Lake Outlet Storm Sewer - Maplewood, Minnesota
Preparation of final plans and specifications for a $1.5 million storm sewer improvement.
Design included regrading of four detention areas and installation of 4,500 feet of trunk
storm sewer facilities.
Short-Elliott-Hendrickson, Inc. Page 11
I
David J. Pillatzke, P.E.
Water Resources Department Manager
Education 1
BCE-University of Minnesota emphasis in Soils,Hydraulics (1976) '
Professional Registration
Registered Professional Engineer-Minnesota,Wisconsin I
Professional Associations
American Public Works Association
Minnesota Public Works Association
Society of Military Engineers (Director)
Minnesota Federation of Engineering Societies (Director)
General Background
Experience on a wide variety of civil works projects as a design engineer and project manager '
from concept to final completion. Responsibilities have included project planning, report
preparation, preliminary and final design,specifications, quantity takeoffs, cost estimating,
operations and construction observations. General project types include flood control, '
hydrology,hydraulics,water resource planning,drainage and erosion control. Projects have
ranged in size from several thousand to multi-million dollar programs.
Experience
Project Manager for Miscellaneous Projects - Oakdale, Minnesota Design and review of 1
drainage systems implemented over the last two years.The project included large studies of el
multi-basin storm water routing and rate/volume control structures.
Project Manager for Cottage Grove Ravine Plan - Oakdale, Minnesota Development of a I
hydrologic model and hydraulic surface water routing for updating of the City surface water
management plan. The project included analysis of four subwatershed districts within the
Cottage Grove Ravine WMO with use of the SCS TR-55 and TR 20 computer models.
Project Manager for CR116 Drainage Study Analysis of an 850-acre urban watershed
consisting of eight subwatershed districts. Design of ponding basins and outlet control
structures to mitigate local flooding problems.
C
i
Short-Elliott-Hendrickson, Inc. Page 12 I
illilli e ma — ow am um ow OS MN OR OM NM — OM 1♦ lid 1.1 Ili MN
Financing Principal —Flood Control
The storm water utility approach property and life protection
s based on the financing principal: —Safe, open transportation systems
Contributors Pay. Contribution is during rainfall FINANCING
letermined by the amount of runoff —Water quality improvements
tnd/or pollution load contributed by —Enhancement of recreation STORM WATER
> particular parcel. The actual opportunities
ate structure should be based on PROJECTS
and use, type, density and parcel Storm Water Utility Advantages
;ize. using a
o Contributors of runoff, who cause the
need for improvements, pay.
— Average Residential o Charges are proportional to runoff or
5-10/Acre pollution load released. S T O R M WATER
Commercial/
0 Self financing method – does not
Industrial
$25-65/Acre compete with other governmental
services for general revenues. UTILITY
o Politically acceptable – similar to
water and sewer charge.
o No increase in property tax levy. -- --- --
High Density
O Revenues kept in separate, dedicated
Other Residential fund.
$20–40/Acre $15-35/Acre A guide to assist
o Legally defendable. Benefit to properties
does not have to be shown.
Typical Quarterly Charges community represent ativ:
QUESTIONS ? and citizens in
How Will the Utility understanding and
Benefit the Community? g
The utility benefits the community � implementing a
Yy IENCMBIR.MCM/RCfJ I/LAMMRf
>y providing a dedicated fund for storm water utility
3535 MARKL IDBERMEIER,RE.
irainage system improvements and VADNAIS CENTER DRIVE PROJECT MANAGER
ST PAUL,MN
naintenance. 55110
The construction and maintenance HENDDRICKSONINC 612490.2026
>f storm drainage facilities provide Prepared by MEN 3/90
,
Storm Water Utilities financing water quantity and quality Routine Maintenance Utility
An Overview improvements. The utility is based on Administratioi
Paying for storm water (drainage) the premise " Contributors Pay". i— A
-o jects has become more complex A quarterly fee is charged against
recent years. In the past, special all developed parcels within the City.
ssessments against benefited proper— The fee is based on how much water
es financed most of the necessary drains off each parcel. Where land Planning & Engineering
iprovements. However, more and is in an undeveloped, natural state,
much of the rain soaks into the
ore special assessment projects are ground or is retained in small de-
?ing challenged in court. Benefits pressions. However, where develop-
-e difficult to demonstrate for prop— ment has been prevalent, rooftops,
ties on high ground which drain
Ater downstream. Consequently, driveways, and parking lots prevent Expenditures Covered by
any communities lack the proper rainfall from soaking in. Instead Storm Water Utility
nding to undertake storm water the rain runs off into streets, ditches,
ponds and lakes. Local Water Aj,,Management
Traditional methods of financing The operation and maintenance of Sedimentation Planning
storm drainage facilities constitute a Control
Water
orm water improvements through city Quality
major expenditure of tax money. The
neral funds are no longer viable. Monitoring
stead, user or utility charges, which utility provides the means to handle
we been implemented by communi— the increasing costs by having the Analysis is
's to finance sanitary sewer and users of the facilities pay. The more
3termain programs, are now being hard surface on a property, the more Capital Feasibility
runoff. Therefore the contribution to
)plied to storm water projects. The Improvements Studies
ility approach is gaining recognition storm drainage costs should be greater.
the most equitable course of action
r financing storm water projects.
New Construction
This consistent, dependable revenue — Re—construction
What is a source provides a dedicated fund to — Land Aquisition
Storm Water Utility ? manage the storm drainage system — Detention Basins
— Conveyance Systems
without increasing property taxes or — Pumping Stations
A storm water utility is a service using controversial assessments. — Operation & Maintenance
large based on a property's contri-
ition of water to the drainage
o w No �ste�A is M r etI MFf MO MO MN MN _ _ M nnin & En ineering
�en�esIMO 11111