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Home My WebLink About1998-12-16 PACKET 04.E.E2EC1UE5T dF CITY COUNCIL AC?'ION COUNCIL AGENDP, PVIEEI'ING ITEl� # DATE 12/16/98 � PREF�ARED BY Community Development 6Gim L.indquist ORIGINAl'IM11G DEPARTPv1ENT Sl'AFF AUTtiOR ..�.�.�<tr..«�.��$��.��ffi.«�..�.�«.«a.�s«...e�»�� , � . � Hire an engineering firm to prepare a surface water management plan for the Cottage Grove Ravine watershed district. . . � �. � Hire Wenck Associates to prepare the surface water management pian in the amaunt of $14,625.00. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION i� ' . � • = • ■ ` : �. ,, ... . , . . , , . . . ■ • • ' � " ' •- ■ ..s. �,� �� E2EVIEWED ❑ ❑ a ❑ ❑ ❑ ❑ APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DEPIIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ � i ' , • • , •-r' . • • " •• •. '• i •� � ' # •' � 1'� ; ,, . y .. • .�. � . ��' ■ �t � � # ,��• �� • ��. •� f� � f�� .:'•'" � ��. ADtV��NIST�A �OMMENTS �� > ' r ( � ,`� � „ .' !3 � ; � `�.,J Gity Administra or -�� Dafa .��.��«>��..�.��.�.��a��.s� �Ol1NC6L .4CTICtRi TAlCE�: ❑ APPROV�CS � C?ENIED ❑ QTHE� MEMORANOUM TO: Honorable Mayor and City Cauncil FROM: Ryan Schroeder, City Administrator John McCool, Senior Planner DATE: December 10, 1998 RE: Surtace Water Management Plan Proposals — Cottage Grove Ravine Introduction At Councii's direction, staff has solicited proposals from four engineering firms to assess our contribution of surface water drainage and our financial responsibility to the watershed issues in the eastern third af the South Washington Watershed District (SWWD) located in Cottage Grove. Staff received four proposals to prepare a surface water management plan in the Cottage Grove Ravine. These proposals were requested from engineering firms that are known for their expertise in storm water and environmental issues. Council interest in this project is due to the ongoing conflicts between storm water needs and SWWD objectives. Given this, proposals were not so{icited from engineering firms conducting work on behalf of the SVWVD. A summary of each proposal is described below. Background In February 1996, fhe formal review d� aYt af the SVWVD was received. At that time, the City solicited proposals from four engineering firms that specialize in hydrologylstorm water issues to assist the City in the review and comment process conceming the draft SWWD plan. The proposals were from Wenck, Rani, HDR, and WSB. HDR was hired to conduct two City Counci(/staff workshops, review in detai( the SWWD Surface Water Management Pian, and prepare formal comments and final report in the amount of $5,398.00. Their final report was presented to the City Council on Aprii 17, 1996, and comments concerning the draft plan were forwarded to S1NWD. On November 4, the City Councii authorized staff to obtain quotes from other consulting engineers for purposes of preparing a surface water management plan for the Cottage Grove Ravine. The scope of this study is related to existing surface water runofF discharge rates and volumes, reducing surface water runoif and encouraging groundwater recharge, developing sub-watershed data and runoff models, preliminary design of drainage facilities, and preparing preliminary construction cost estimates. Mayor and Council Members and Ryan Schroeder Cottage Grove Ravine Surface Water Plan December 10, 1998 Page 2 DiSCUSSiOn As presented in October, the purpose of having a surface water management plan prepared for the Cottage Grove Ravine is to adequately assess our own infrastructure and ponding needs and see how those relate to the central draw outiet proposal of the SVWVD. This information shouid help the City determine what our fair share of the SVWVD's project cost would be. As you're already aware, the services of an independent engineering firm to assist us in the preparation of a surface water management plan for the Cottage Grove Ravine did not include Bonestroo, Rosene, Anderiik and Associates (BRAA) or Emmons and Olivier Resources. Both of these firms already serve as the SVWVD's consultants and for purposes of eliminating any perception of a conflict of interest, they were not asked to submit a proposal. Aithough it shouid be pointed out that in October 1995, when the City was considering updating the Cottage Grove Surface Water Management Plan, BRAA did submit a proposal that provided two alternatives. The proposal included the preparation of a surface water management plan that covered water quantity and quality, watershed hydrologic parameter, hydrologic and hydraulic modeling, and cost estimates for capital improvement faciiities. The first altemative studied the entire city and the second alternative excluded the Cottage Grove Ravine, Lower St. Croix, and Seeger Creek drainage districts. The cost difference between the two alternatives, in 1995, was $23,900.00 plus additional costs for attending related meetings. The table below is a brief summary of the proposais received. CQ'!'T�GE G(20!!E RA�!!NE —�T9FtIVl V1IAT�f2 MANAGEMENT PLAN CONSUITANT COST COST FINAL COST # OF # OF TIMEFRAME ADJUSTMENT PROPOSAL MEETING REPORT S COPIES BARR En . $18,500 0 $18,500 3 10 90-da s HDR Eng. $25,706 +$3,000 $28,706 3 3 90-days (muiti-yr. Contract) $27,100 + $3,000 $30,100 TKDA & Associates $37,100 0 $37,100 3 5 60-da s Wenck Associates $19,500 -$4,875 $14,625 3 5 90-da s The Cottage Grove Ravine SWMP will delineate sub-watershed boundaries, provide a runoff model for both the existing and future conditions, preliminary design of drainage facilities, preliminary construction cost estimates for infrastructure and drainage facilities, and associated maps. A summary of each proposal received is highlighted below. Aii four proposals meet or exceed the scope of work as delineated by Council. Mayor and Council Members and Ryan Schroeder Cottage Grove Ravine Surtace Water Plan December10,1998 Page 3 BARR Engineering Company — The scope of services proposed by BARR is consistent with the City's needs and comparable with the other proposals. The cost in preparing the surface water management plan totaled $18,500.00. HDR Engineering, Inc. — Water quality was not initiaily included in the proposai. Staff discussed this matter with the consuitant whereby an additional $3,000.00 must be added to cover this scope of service. The consuitant provided a discounted amount if additionai services were needed in the future. The base cost amount in preparing a SWMP totaled $30,100.00, but could be reduced to $28,706.00 if a multi-year work order contract is signed. The cost covers up to three meetings with the City Council. They offered to conduct a watershed issues workshop for the City Council and key department staff at a cost of approximately $1,000.00. Representing Cottage Grove at SWWD meetings/functions would not exceed $300:00 per meeting. As mentioned in tne background section of this memorandum, HDR Engineering assisted the City in reviewing and commenting on the SVWVD's draft plan in 1996. TKDA & Associates, Inc. — TKDA's proposal was based on a study area that consisted af approximately 7,000 acres, which is a larger drainage area than what needs to be studied for the Cottage Grove Ravine. Their proposal was laid out well and couid easily be understood. TKDA was the only consuitant that expected to compiete their services within 60 days, but the $37,100.00 cost is the highest of the fo�r proposals. Wenck Assaciates, Inc. - Water quality was not emphasized in tneir proposal, but the eonsultant assured staff that water quality wiil be an element in locating and sizing detention ponds and related drainage facilities. Their proposal also included the evaluation of SWWD's Centrai Draw Outlet capital improvements, a comparative cost analysis betwsen the City's and SVVIND's stormwater management construction costs; and an evaluation of likely funding scenarios. These additional tasks exceeded the City's scope of services and were not considered to be part of the proposai at this time. This resulted in Wenck adjusting their cost to $14,625.00 instead of $19,500.00. Attendance at meetings or other limited services will be based on hourly rates between $47 per hour and $98 per hour plus reimbursement of direct costs. Recommendation Staff recommends hiring Wenck Associates to prepare a surface water management plan for the Cottage Grove Ravine watershed district (SWWD's central drainage district within Cottage Grove} in the amount of $14,625.00. 10/18/95 Reqular Meetin_q Potential Update of SurFace Water Manaqement Plan Council reviewed the proposal to update the Cottage Grove Surface Water Management Plan and Natural Resources Inventory. Jerry Bourdon, Cecilio Olivier, and Brett Emmons of Bonestroo, Rosene, Anderlik & Associates, presented two alternatives for the Surface Water Management Study. The first alternative covers the entire City. The second would covera smaller study area: West Draw, Thompson Grove, Newport, St. Paul Park, Central, East Draw, and Langdon drainage districts. in addition to the Surface Water Management Plan, Councii reviewed a proposal to conduct a Natural Resources Inventory. Foilowing discussion, the Council authorized Staff to proceed with Surface Water Management Plan Rlternative 2, Water Quantity and Quality, in the amount of $90,600, and Naturai Resources Inventory of the entire City in the amount of $43,900. 11/1/95 Re�ular IVleetinq APPROVE THE LE"fTER OF UNDERSTANDING OUTLINING THE SCOPE OF SERVICES AND COSTS TO PREPARE A SURFAGE WATER MANAGEMENT PLAN, AND ADOPT RESOLUTION NO. 95-206, A RESOLUTION ORDERING PREPARATION OE SURFACE WATER MANAGEMENT STUDY AND IVATURAL RESOURCES IiVi/EiVTORY. . t •: -• . -- •� ACCEPT THE PROPOSED SCHEDU�E PREPARED BY ANGELA POPENHAGEN OF BRAA FOR THE SURFACE WATER MANAGEMENT PLAN.