The URL can be used to link to this page

B 2004 SWMP Update CITY OF CHANHASSEN 7700 Marker Bou,evarel PO 147 Cnarl!lasscllilr~ 55317 Administration 1]52221.1100 Fax 9522271110 Building Inspections 9522271180 9522271190 Engineering 952.227.1160 Fax 952 2271170 Finance 952.227.1140 Fax 9522271110 Park & Recreation PhOllC 952.227.1120 Fax 952227.1110 RecrealllJil 2310 Boulevard 952 227.1400 Fax 9522271404 Planning & Natural Resources PloQne 952227.1130 Fax 952227 1110 Public Works 1591 Park Roael Phone 952 227 1300 Fax. 952.2271310 Senior Center 952227 1125 Fax 9522271110 Web Site W'lh'\V,~: cnallnassen,rln,us ß MEMORANDUM To: Todd Gerhardt, City Manager Lori Haak, Water Resources coordinatorîl,J From: Date: October 4, 2004 Re: 2004 Surface Water Management Plan (SWMP) Update BACKGROUND On September 27,2004, City staff presented information to City Council members during a work session regarding the 2004 Surface Water Management Plan Update. The City Council had several questions and requested additional information on a number of items. The Council scheduled a discussion of the outstanding items for the October 11, 2004 work session. It is anticipated that the award of the 2004 Surface Water Management Plan Update will be scheduled for the October 25, 2004 City Council meeting. DISCUSSION A number of items were discussed by council members and staff at the work session. Those requiring additional information are listed below with responses. 1. Several council members questioned the contract amounts proposed, as well as the range of those costs. The contract amount for the 1994 SWMP was $210,990.50. This amount was amended to include $4,950.00 for additional printing. This brought the total contract to $215,940.50. (Attachment 1) Using the Consumer Price Index as a measure of inflation, the adjusted contract amount would be $268,198.10. The 2004 baseline cost of $226,300.00 proposed by SEH is about 15.6% lower than the adjusted 1994 contract amount. As indicated during the September 27 work session, much of the range of the costs can be attributed to two factors: 1. Inconsistencies in estimates of structures and wetlands to be included in the contract; and 2. Variations in efficiency between the firms with regard to structure and wetland inventories. 2. The Council requested a summary of the required SWMP elements, the discretionary elements and the costs associated with each. The City of Chanhassen · A groVI'Il[) C()!1ImUlllty '11Ith Olea!l lakes. 4ualliy blJsirìes~;ps pa!ks Ä. place work. d!le] play Todd Gerhardt October 4,2004 Page 2 of 3 Staff has prepared a spreadsheet that outlines these items and includes a brief description of each. Staff will be able to answer additional questions on that table during the work seSSIOn. 3. About how much would it be if we sent a consultant back out in the future to get better X-Y locations and Z coordinates on all the structures? According to Ron Leaf of SEH: "The cost for the basic inventory (storm system field work) was originally estimated at about $37,000 to collect X-Y data and complete the basic inspection requirements. The upgrade to survey grade X- Y -z added $55,200 ($92,200 total) to the cost mostly due to the additional field time in removing manholes and setting up the fixed location beacon. In both cases it will (would) require a good understanding of where the structures are located-ideally based on existing city record drawings and/or mapping. If we were to gather the X-Y data now for the $37,000 cost, my best guess is that we could shave 10% off the $92,200 when the more detailed data collection took place. The savings would result from efficiencies of knowing the location of all structures and not having to hunt to find some. The major time effort of moving from structure to structure in the field and removing manholes, collecting data, etc. would remain. So the overall cost goes up from about $92,200 to about $120,000 as field staff visits each structure twice instead of once." This would mean a cost of $37,000 for the inventory and inspection in 2004-2005 and approximately an additional $83,000 when survey grade X-Y-Z coordinates are added. 4. Has SEH done storm water utility rate and connection charge studies in the past? If so, for whom? What qualifications do the people who would do this work have? According to Ron Leaf of SEH: "Yes. SEH has worked on more than 35 Storm Water Utility projects for a wide range of clients over the last 10-15 years. Our experience ranges from large cities like Minneapolis, to smaller cities with a mix of urban and agricultural land like Worthington. Recently, over the last 2 years, Andy Lamberson has been working almost exclusively on Storm Water Utilities for clients in Minnesota, Wisconsin and a few western states. Andy has managed (and is managing) more than 20 utility projects over this period. Note that Mark Lobermeier, Project Advisor for this project, was the lead author of the City of Chanhassen' s Final Report dated August 3, 1990. Mark and Andy are currently working with Vadnais Heights to update their Storm Water Utility that was originally completed about the same time as Chanhassen's. My involvement and the other staff are mostly in a support role to Andy as he completes the task of reviewing the current system and making recommendations." 5. Do you know of any organizations/resources that provide funding for second generation surface water management plan updates? According to Ron Leaf of SEH: "This question has come up with other communities and we are not aware of any funding that would consider a SWMP Update an eligible project. One way that some communities have approached this is to look at other funding programs for portions of the overall project. For example, where there are flooding problem areas that need physical improvements, a city may apply for a competitive DNR Todd Gerhardt October 4, 2004 Page 3 of 3 Flood Hazard Grant that allows a portion of the grant funds to be used for planning or modeling to assess the problems. Other funding programs like the Section 319 grant funds may be used for specific projects but not for a SWMP update." Staff has done some preliminary research and has not found any grants or other funding sources that would be available for this project. CURRENT STATUS As noted at the September 27 work session, the City has authorized SEH to begin conducting MnRAM 3.0 for known wetlands in the City (Task 5.1). The purpose of beginning this project in advance of the award of the contract for the 2004 SWMP Update is to allow SEH to begin the field work during the current field season. The fees associated with this portion of the project will not exceed $10,000.00. Prior to awarding the contract for the 2004 SWMP Update, any hours billed and fees charged under this authorization will be deducted from the "Surface Water Management Plan Update Estimated Hours and Project Costs" as amended September 17,2004. FUTURE ACTION At the City Council meeting on October 25,2004, City staff will recommend the City Council award the contract for the update of the 2004 Surface Water Management Plan to Short Elliott Hendrickson, Inc. (SEH) in the amount of $303,100.00 minus costs incurred under the advance authorization. A TT ACHMENTS 1. Final Invoice for 1994 Surface Water Management Plan, dated December 1994. 2. Regulatory Requirements Spreadsheets, dated September 30,2004. ~ ~ -- 1\11 Bonestroo Rosene Anderlik & Associates Engineers & Architects City of Chanhassen 690 Coulter Drive Chanhassen, MN 55317 Invoice No. C31394 For Professional Services Rendered q 1-' ~3 8onesrroo. Rosene. Anderlik and Associates. Inc. is an r.., .rmative Action/Equal Opportunity Employer 0([0 G. Bonestroo, P.E. Robert W. Rosene, PE'" Joseph C. Anderljk. P.E. Marvin L Sorvala, F.E. Richard E. Turner. P.E. Glenn R. Cook, P.E. Thomas E. Noyes. PE. Robert G. SChunichL P.E. Susan M. Eberlin, CP.A. .. Senior Consultant Howard A. Sanford, P.E Keith A Gordon.. P.E Robert R. Ptefferle. PE. Richard W. Foster, P.E. David O. loskota, P.E. Robert C. Russek, AlA Jerry A. Bourdon. r.E. Mark A Hanson. P.E. Michael T. Rautmann, P.E. Ted K. Field, PE. Thomas R. Anderson. A.I.A Donald C. Burgardt, P.E Thomas A Syfko. P.E Frederic J. Stenborg. P.E. Ismael Martinez, P.E. Michael P. Rau, PE Thomas W. Peterson, PE Michael C. lynch, P.E. James. R. Maland. P.E. Jerry D. Pertzsch, P.E. Scott J. Arganek. P.E. Kenneth P. Anderson, P.E. Mark R. Rolfs. PE. Mark A Seip, P.E. December 1994 Re: File No. 39304.00 Water Resources Management Plan Gary W. Morien, P.E. Paul J. Gannon. A.I.A Daniel J. Edgerton. PE. A Rick Schmidt. PE. PhIlip 1. Caswell, PE Mark D. Wallis, P.E. Miles B. Jensen, P.E. l. Phillip Gravel. P.E. Karen l. Wiemeri. P_E. Gary D. Kristofitz. P_E. Keith R. Yapp, PE Douglas J Benoit. PE Shawn D. Gustafson, P_E Cecilia Olivier, P_E. Paul G. Heuer, P.E John P. Gorder, P.E Dan D. Boyum. P.E. Charles A. Erick.son Leo M. Pawelsky Harlan M. Olson Agnes M. Ring James F. Engelhardt Preparation of the Water Resources Management Plan for the months of February 1993 through March 1994 ~'~y ¡'". ~ ~ ~ ~JU ~;;:' '"';¡¡:~1~~{¡~(!~;-r,,~ rJr ~~~~ï~!j!~~~y~ [¡)\ !-,~ fiù !S.[11W.lrs® Jl}tS:'\~\~'d (; ~_LI:,j ~c í) '" '1004 Dr. I.J t) ..;.) ENm~EtR\KÇ, ß£PT" Sr. Principal prin/proj.Mgr. Prof.Limnologist Reg.Engr. Proj.Engr. Grad. Scientist Grad. Engr. Sr. Draft. Draftsman W.Process Clerical Mileage Delivery Video Imaging Electro-Static Plot Printing Printing Franklin Inv. Inv. Inv. J. Svoboda #1166 #11 74 #1210 18.0 116.5 75.5 9.0 786.5 201. 0 377.5 751. 0 775.0 320.0 192.5 & Assoc. Contract Amount Approved Additional Printing Amount Previously Billed Amount Due This Invoice All bills due and payable within 30 days. Interest WIll be charged at the annual rate of 12% after 60 days I declare under the penalties of perjury that I am the person making the within claim; that I have examined said claim and that the same is Just and true; that the services therein charged were actually rendered and were of the value therein charged; that the fees therein charged are offi- cial and are such as are allowed by law; and that no part of said claim h,,, been paid The effect of this verification shall be the same as if subscribed and sworn to under oath. Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ Hrs. @ $75.00 $65.00 $60.00 $56.00 $50.00 $45.00 $45.00 $41.25 $38.00 $27.25 $21. 00 $ 1,350.00 7,572.50 4,530.00 504.00 39,325.00 9,045.00 16,987.50 30,978.75 29,450.00 8,720.00 4,042.50 258.06 173.75 380.21 820.00 9,188.74 3,047.84 153.75 2,248.64 $168,776.24 $210,990.50 4,950.00 $215,940.50 20~ ~.lS.... )20- Lf3tXJ. Bonestroo. Rosene. Anderlik and Associates. Inc. by )Z1tUv~,,~,~~' ---- ..."" ....., -...... "-... ''''". r-r-tt:> . '-'''-J'...~J'...-LJJ~nn ~ - - ~_~400 ¡SEH recomme~ded_ WiUinc~e~se efficiency of updatë'¡j'rõëess. _ , - ~---,The consultant must receive Information from City and other agencies Will ~OO increase eft~cienCY _IWi!! va!y with changes to project tasks 3,24400 ¡Is Deta TD. . T , Iscretlonary! Cost I Cost (est.) I I 1 Regulatory Requirements T¡ Somewhat T I _ Discretionary 1 Discretionary ¡ Current -1---- +---- I t x t Required x X I f ~_ Project Tasks Task 1 - Pro'ect Initiation I Data Collection 1 Project Kickoff Meeting and Coordination I SEH Service Planner ~-:Coordinate Data Collecti'?" J Verification PrOC.8ss with 91fy Staff tG1S, As~B_~ts, etc.)_ _._~~ç?Ord¡nation _with Relevant. Agen~t¿niCiP.a¡ Çonlacts (Available:. Data, Standards, ~oricies, ~~c ~ ¡Prepare Data Collection and Agency/M~niclpal Summary Memorandum -5---rE~RE;nses tmileaqe:reproductions, etc.)" -~~ Items Work ) i Public Input IS required, The method for public input can be altered, Task force wiU incor orate policy makers, residents a~~--ºi!Lstalf 2,41600 C I· . Id ·d 3096,00: onsu lants nol reqUIred to be present at mee~lngs. W~u pravl e support , :itor staff In an. swering the questions of the public, Planning Commission and 2,41600 City Council 3,09600 _ ¡Will vary with changes to project tasks. 11,024.00 X Total Task 1 í 7,40000 _x I X - ----j--- X X X X i Task 2 - Public Input and Involvement Process _~ºoordin~te Six (6) Task Force Meetings - Preparation, Minutes and Follow-u 2 : Attend Six (6) Task Force Meetings -~ 3 ~ I Preparation ror Preliminary Planning Commission and Council Meetings (2 totaJ ~ 1 each) 4 Attend Preliminary Plannin Commission and Council Meetings (2 total - 1 each) _5 ¡Preparation for Planning Commission an? Council Approval Meetings (2 total- 1 each _~t~nd Planning Commission and Council Approval Meetings (2 total- 1 eachl 7 ! Expenses (mileaqe, reproductions, presentation materials, etc 24,40000 Total Task 2 ! ~- - Task 3 - Update 1994 Surface Water Management Plan Components 1 DeveJop Revised Subwatershed Boundaries/Hydrology from 1994 Plan (GIS Coverag~s ~__ Develop Water Quality <:tnd Water Quantity Design Standards ~~aluate/Revise~~rioritize Storm Water Management Recommen~.. iMS 1038; MR 8410 ~S 1038 r IMS 1038 T~' ~ I _ tThiS mode! is needed to gain information to meef other state reqUIrements ~0-5~'!Will update lake managemer:1tp¡anscompleted i~~o late 1_990S==::=- i 1,466,00 IWil1 help to ensure sustainable funding for future surface water management ¡-===~~r ---------- ., --MS1038 . -~- I I~ !~!n~reased efficiency for future street projects, Pay for study o;:;t{)fS'WMP. - _-+--X I ----4~~60000 utllity!ees _ ___ f ' . MS 1038 ~ X 874_00 Improves p.osition for meetin~ futur~~deral and state requireme~ts '-~ I _ Will vary wIth changes to R.ro¡ect tasks 21,99600 --- + I , , X X ; X X X X X X X , ! ì _.4~~~t~4SWMP HydroCAO Model (Using HydroCAO Version 70) _?_ ;Evaluate and R:evise Lé!ke Management Strategies / Prepar~,Monitoring RecomJ!1endatio~ ~ Evaluate Storm Water Connection Charges and Utility Fees and Make Recommendations ~Revise Plan Elements as Needed (Flood Protection, GW Recharge, Recreation-Open Space-Wildlife, etc.) .~repare Draft 20- Year CIPJBudget tor the 2004 Plan Activities (including Maintenance and Jnsp~E.!!0ns i ~.:...~e storm water system improvements in ten (10) neighborhoods lor Street Recon Program _~ablísh Procedure~ for P{a~ Am~ndments an~ Review o~ Other Ci.ty Plan~ ~elated to the SWMP 10 I Evalu?te and Make Recommendations on TMDLs Regulations for listed City Waters 11 ! Exp_~nses (mlle~ r~.2!0ductlOns,J~resentation materials, etc -- 17nventory and Inspection required by NPDES Phase n MS4 perffii! SUNey 5520000 ¡grade data and Z values not reqUIred ¡written Into NPDES Phase II MS4 permit - ~- - ¡Map required. Map In ArcGIS not required GIS wdl malntaltl consistency with current City mapping Written into NPDES Phase II MS4"permit - 'Required by NPDES Phase (I MS4 permit Written into NPDES Phase II MS4 permit Written into NPDES Phase 11 MS4 permit -~-~ Written into NPDES Phase II MS4 permit ----- Will vary with changes to project tasks "_______ ._- !If C1 IS not Included In contract, this cost IS also eliminated -- ~_. r 59,30000 i Total Task 3 X X T ! X X X X X X I I Task 4 - Coordinate Plan Update with NPDES MS4 SWPPP Activities ~lnVen10ry (and pop ~Hs, CBs for Inverts' X, Y, Z) and Inspect Storm Water Infrastructure ~h"nput Storm Water ';¡~re into ACCESS / ASJST Compatible Database -I ~Compo~e Arc GIS Coverages (Outfalls, ponds, wetlands, pipes, MHs, Sump CBs, etc.) 4 ID~elop Protocols for Inspection and Maintenance _ :=s-1DeveJoP 5-Year Schedule for Infrastructure Inspection _EL !Draft Ordinances or Recommend Changes to EXisting Ordinances ~ BMPs for Large and ~ma¡¡ Co~structiO~. Sites and Prepare Sta1}Eard Pian Details 8 :Develop Framework for Public EducatIOn ActIVities =-.~ ¡Expenses (mileage, reprodu~tions, equipment £harges, etc,) C2 . Exoenses (mileaqe, equipment charç¡es) . Additional expenses to Task 4_9 E~enses for C1 Alternate X X 55,20000 140,300.00 Total Task 4 3.0 not specified mt~_ compliance ~,~~ _._-- Page MnRAM Functions and values assessment required, Inventory required Mapping not required ordinance tasks 3,200.00 =+= RevIsions needed to bring curren MS 1038 - . -i== MS t03~___ Will vary with changes to projec' 3t ,700.00 . 3,200.00 i X Total Task 5 0/4/2004 X Prepared by Lori Haak T T , T X X X T -~-. -- -- Task 5 - Develop Comprehensive Wetland Management Plan ~ ¡COnduct MnRAM 3_0 f~r Known Wetlands In City, _4repare MnRAM data In.~lectronic Format for GIS 3 ¡Draft Revised Wetland Management Ordinance ~--------:--.., . ..". 4 IldentlfY/Prlor~tl~~'yy etland_.B aSlns fo~Restoratlon/Mltlgatl~.n/BanklngOpportu n_ities 5 ¡ Ident¡fy/Prion~ize Rare and/or Ecologlc~jjy Significant Natural Resource Areas 6 .Expenses (r1)_r~~~reproduct!ons, ~qUlpmenl charges, etc) Regulatory Requirements ! ¡ Somewhat II 'I I Discretionary I ~--B~~,~,~~~~~l~~___~___~~~.__._._~__ __ ~ I Requ~red, Numb~!_ and fo~mat of C~.~Pies can be altered ______ X I ¡ ¡ Required to Incorporate comments _" X.. I _ : ==+-_~~ ~----t~(Tt-ocolle(T~omme¡l~s and r~~pond -_~==-.==-___ __ -~_-= ---:---- I I 'Will facilitate review by watershed dlstncts and demonstrate commitment to t X 1,560.00 partnership __ __ X == Required. Number and ,format of co~ies, can be ã1tered. _ ~--~- I Training recommended In these applications Other traIning may be I 5,592.00 available - Facilitate turning plan back over to City staff No cost - _~ wWv·arywithchangest~.proiecttaskS __ __~~-- 6,000.00 Will help to remove sIgnificant issues pnor to agency review = -=== _ If 81 is not included in contrac( this casiiš also eliminated Task 6 40,000.00 3,15200 x X -Day Training Even ____.______. PrOjectT~sks/Wor~ Task 6 - Surface Water Management Plan Completion 1 ¡Prepare and Deliyer 40 Copies of Draft Plan (20 Printed /20 CD) 10 City ~~_ICOlleêVaddress C~9~ents õ~J>.!.eliminary Draft Plan _ _~ ------ª---lÇOllect C_~mmenls and Prepare ResP5?nse to R~view Agencie~ A!lend Three (3) Watershed District Review Meetings (1 Each WD + LMRWD, MCWD, RPBCWD) Prepare and Deliver 75 Copies of Final Pian (25 Printed / 50 CD) to City - ~- ~----~ -~-- Page 2 X X Total ~-- TOTAL PROJECT COST 303,100.00 I TOTAL DISCRETIONARY COSTS, I 107,61600 Prepared by Lori Haak 0/4/2004