1l SWMP Update Budget Modification
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Plann ing &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Pu bl ic Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Sen ior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.cLchanhassen.mn.us
:Lt.
MEMORANDUM
TO:
Todd Gerhardt, City Manager
FROM:
Lori Haak, Water Resources Coordinator
DATE:
o~
April 10, 2006
SUBJ:
Approve Budget Modification No.2 for Surface Water Management
Plan Update
REQUESTED ACTION: Simple Majority Vote Required
Staff recommends the City Council approve a change order in the amount of $2,800.00
for the Surface Water Management Plan Update.
BACKGROUND
In November 2004, the City Council approved a contract with SEH for the Surface Water
Management Plan Update in the amount of $300,300.00. In February 2006, the City
Council approved Change Order No.1 for $20,000 for the Surface Water Management
Plan Update to compensate the consultant for wetlands and storm water infrastructure in
excess of the number of structures and wetlands that were originally anticipated. To date,
the City has paid $237,719.60 on this contract.
DISCUSSION
This change order is due to additional costs encountered for the classification of wetlands
as part of the MnRAM functions and values assessments completed by the consultant.
One of the most useful components of our current SWMP is a map that shows the
management classifications of the wetlands within Chanhassen (Pristine, Natural,
AglUrban and Utilized) because wetland buffer and setback requirements are dependent
on the classification of each wetland. The work of classifying the inventoried and
assessed basins was not included in the City's RFP for the 2005 SW:MP update, so a
change order is needed.
This work is necessary in order to allow an ordinance to be written that sets buffer width
and setback requirements that reflect the function and values of the wetlands; therefore,
staff recommends approval of the change order.
The additional cost will be funded through the Surface Water Management Fund (Fund
720). The 2006 budget for the Surface Water Management Fund allocates $600,000 to
fees for services.
ATTACHMENT:
1. Budget Modification No.2 dated March 23, 2006
cc: Ron Leaf, Short Elliott Hendrickson, Inc.
G:\ENG\Lori\SWMP\2006 SWMP Updale\041006 Approve Change Order. doc
The City of Chanhassen. A growing community with clean lakes, Quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place 10 live, work, and play.
..-----
~
SEH
RECEIVED
MAR 2 7 2006
CITY OF CHANHASSEN
March 23, 2006
RE: City of Chanhassen, Minnesota
Surface Water Management Plan Update
Budget Modification No.2
SEHNo. A-CHANH0409.00 SP
Ms. Lori Haak
Water Resources Coordinator
City of Chanhassen
7700 Market Boulevard
Chanhassen, Minnesota 55317
Dear Ms. Haak:
This Letter Agreement describes our proposed services and related fees to complete the additional work
you requested beyond the original agreement for professional services between the City of Chanhassen
(City) and Short Elliott Hendrickson Inc. (SEH) relating to your Surface Water Management Plan
(SWMP) Update project. These services related specifically to classifying wetlands based on the MnRAM
data collected in the field. This Letter Agreement is the basis of our agreed upon modifications in the
original scope of work and the associated fees for this additional work.
SCOPE OF WORK
Wetland Classification.
One of the primary intentions of the wetland inventory and MnRAM analysis was to allow the City to
evaluate the functions and values data for each basin and prescribe appropriate standards as proposed in
the Comprehensive Wetland Management Plan. In essence, each basin would be assigned to one of four
categories, not unlike the current system, but with a more quantitative approach. While the original
proposal was' to provide all of the tools, it was expected that City staff would be making the
determinations as to what category a given basin would be given. In compiling the data, it became quickly
apparent that this additional step could be completed by SEH more efficiently and would provide a
complete data set with no additional analysis required.
The classification system would still remain at the discretion of City staff, but rather than identifying each
basin on an as-needed basis, all basins would be classified in advance. There is also considerable
advantage in doing this analysis now so that better quality assurance/quality control can be done. For
example, basins that rank high or low, but do not appear that way when compared to field notes or staff
recollections can be tagged to make sure there is no issue with data entry or adjusted accordingly so that
the basin is accurately described. The functional category of each basin is proposed to be determined by
SEH, and will be included as a field in the GIS coverage of the basins. As all of the data has been
collected to complete this additional task, the time requirements to make this final step toward a complete
and user friendly wetland database are relatively small. We will evaluate the MnRAMs completed for
wetland basins (not including storm water ponds) and determine each wetlands functional assessment, and
enter the results into the GIS database. We will also perform QA/QC and plotting of new maps and
deliver an electronic map that displays each basin by the assigned functional category. The map will be
included in the SWMP and referenced in the wetland management portion of the document.
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul. MN 551]0-5196
5EH is an equal opportunity employer I www.sehinc.com I . 651.490.2000 I BOO.325.2055 I 651.490.2150 fax
Ms. Lori Haak
March 23, 2006
Page 2
Budget Modification No.2
A-CHANH0409.00
COMPENSATION AND PAYMENTS
We propose to complete these efforts for a not-to-exceed fee of $2,800. This fee is estimated based on an
additional 30 hours of staff scientist time at $76/hour, two hours of senior scientist time at $104/hour and
two hours of project manager time at $130Ihour plus estimated reimbursable expenses of $52. If
authorized by the City to commence this work, we will complete the work described herein and invoice
the $2,800 fee as an addition to the Task 5 of the project.
We respectfully submit this modification for your review and are available to discuss at your
convenience. If you are in agreement with the modifications described herein, please sign both originals
and return one original to our offices.
If you have any questions, please do not hesitate to contact me at 651.765.2998.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
CITY OF CHANHASSEN
By:
Name
Ronald B. Leaf, PE I Prin al
Proj eet Manager
Title:
rbl
Accepted this _ day of
,2006
c: Mike Foertsch, Client Service Manager
X:\AE\CbanhI040900lAdmin - Proj Mgmt\Invoiee Cover LetterslSupplernental No.2 3.23-06.ooc