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Home My WebLink About2008 01 14 Consent 206 Contractual Agreement with Camp Dresser & McKee, Inc. for TMDLCOMMISSION AGENDA ITEM 206 January 14, 2008 Meeting CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR MGR ~~ /DEPT /~~~~ J Authorization REQUEST: Public Works Department - Stormwater Division requesting authorization to enter into a contractual agreement with Camp Dresser & McKee Inc. (CDM) to provide professional engineering services for the development of a Total Maximum Daily Load (TMDL) Master Plan. PURPOSE: The purpose of this agenda item is to request authorization to enter into a contractual agreement with Camp Dresser & McKee Inc. (CDM) to provide professional engineering services for the development of a Total Maximum Daily Load (TMDL) Master Plan at a cost of $57,600. TMDL MASTER PLAN PROJECT BACKGROUND: • The purpose of the Total Maximum Daily Load (TMDL) Master Plan is to identify, price, and prioritize projects, activities, and policies that the City can implement in order to meet its TMDL obligations for Lake Jesup. • Lake Jesup has been verified by the Florida Department of Environmental Protection (FDEP) as impaired for nutrients and unionized ammonia due to elevated annual average Trophic State Index (TSI) values and exceedances of the unionized ammonia criterion. FDEP formally adopted a TMDL report for Lake Jesup in April 2006. The TMDL report identified the nutrient loading sources and required reductions to meet water quality standards for total phosphorous (TP) and total nitrogen (TN) within the Lake Jesup Basin. • The Lake Jesup Basin Stakeholders are currently preparing a Basin Management Action Plan, or BMAP, to reduce the amount of nutrients that caused the verified impairment of Lake Jesup. The BMAP is expected to allocate nutrient reduction responsibilities to the cities, counties, and other entities within the Lake Jesup Basin. While the specific allocation for the City of Winter Springs has yet to be determined, it is anticipated that 011408_COMM_Consent_206_TMDL Master Plan Consulting Services January 14, 2008 Agenda Item #206 Page 2 of 3 significant nutrient loading reductions in Winter Springs from surface runoff and other sources will be required. • The City's TMDL Master Plan is intended to be concurrent with the BMAP. The TMDL Master Plan will assist the City with evaluating the available pollutant loading reduction strategies, including the implementation of local projects, participation in regional projects, or the expansion of existing pollutant loading reduction activities. CONSULTANT SELECTION PROCESS: • A Request for Qualifications (RFQ) was issued in October, 2007. The RFQ outlined the services requested, submittal requirements, and evaluation criteria. • A total of eleven (11) submittals were received by the November 2, 2007 deadline. • Staff reviewed the submittals and selected a short list of four firms: CDM, BCI, PBS&J, and E-Sciences. • Interviews with the short-listed firms were conducted on November 16, 2007. • Based on the interviews and the written submittals, staff ranked the top four consultants as follows: 1. CDM 2. PBS&J 3. BCI 4. E-Sciences • Staff selected CDM and then negotiated the scope of work and fee of $57,600 for the TMDL Master Plan. A copy of the scope of services and fee breakdown is attached. ABOUT CDM: Camp Dresser & McKee Inc. (CDM) is a consulting, engineering, construction, and operations firm with amulti-disciplinary staff of about 4,000 in more than 100 offices worldwide, including 10 Florida offices. The City's TMDL Master Plan will be prepared locally out of CDM's Maitland office. Staff selected CDM as the most qualified firm based in part on the following: • Extensive national and local TMDL experience • Highly qualified local staff • Familiarity with the Lake Jesup TMDL • Consistent attendance at the Basin Management Action Plan working group meetings • Understanding of the City's goals for the TMDL Master Plan • Established relationships with FDEP, SJRWMD, and other basin stakeholders 011408_COMM_Consent_206_TMDLMsster Plan Consulting Services January 14, 2008 Agenda Item #206 Page 3 of 3 FUNDING: The funding source for this $57,600 project is the Stormwater Engineering Fund, #3810. The fee exceeds the $25,000 budgeted for this project in FY 07-08. The project is expected to be completed in early FY 08-09. A supplemental appropriation from the Stormwater Fund Balance is requested for $32,600. The projected FY 08 Fund Balance is $587,187. RECOMMENDATION: Staff recommends that authorization be granted to enter into a contractual agreement with Camp Dresser & McKee Inc. (CDM) to provide professional engineering services for the development of a Total Maximum Daily Load (TMDL) Master Plan at a cost of $57,600, payable from the Stormwater Engineering Fund, #3810, including a supplemental appropriation of $32,600 from the Stormwater Fund Balance. ATTACHMENTS: 1. Scope of Services for TMDL Master Plan COMMISSION ACTION: Ol 1408_COMM_Consent_206_TMDLMaster Plan Consulting Services SCOPE OF SERVICES CITY OF WINTER SPRINGS TOTAL MAXIMUM DAILY LOAD (TMDL) MASTER PLAN DECEMBER 2007 I. PURPOSE Camp Dresser & McKee Inc. (ENGINEER) has been selected by the City of Winter Springs Public Works Department (CITY) to provide consulting services for the development of a Total Maximum Daily Load (TMDL) Master Plan for the CITY. The Florida Department of Environmental Protection (FDEP) adopted a TMDL for Lake Jesup in 2006 which requires reduction of nutrient loading sources for total phosphorous (TP) and total nitrogen (TN) by 34 and 50 percent, respectively, to meet water quality standards within the Lake Jesup Basin. The Lake Jesup Basin Stakeholders are currently preparing a Basin Management Action Plan (BMAP) to identify activities to reduce the amount of nutrients contained within nonpoint sources that ultimately reach the lake. Therefore, the CITY has requested assistance with preparation the TMDL Master Plan which will evaluate the available pollutant loading reduction strategies, including the implementation of local projects, participation in regional projects, or the expansion of existing pollutant loading reduction activities. The intent of the master plan is to use the best available information from the BMAP and develop the most cost effective strategy for the City to meet its TMDL obligations. II. ENGINEER'S SERVICES The ENGINEER's services will include data collection, review and identification of conceptual load reduction activities, both structural and non-structural, that can be implemented within the CITY limits as well as a prioritization of recommended projects. The CITY'S jurisdictional area within the Lake Jesup Planning Unit is shown in Figure 1. The ENGINEER shall supply the personnel, essential equipment, and facilities to accomplish the tasks identified in this work order. III.GENERAL SCOPE OF SERVICES The CITY's Scope of Services is provided below: Task 1 City Stormwater System Review -The ENGINEER will review data either already obtained by the ENGINEER or made available by the CITY that will include: 1. CITY Stormwater master plan; 2. CITY stormwater system infrastructure maps and inventory; 3. Existing BMPs within the CITY; C~ 5:10000\BW MNB\W inter SpringslScope_O~Dec70.doc v m State H 46 _______ i ke ti0 f y " 46A State H 46 R 's '•. ":1' 4 y ,* fi 44 I 1 x R ipo ' 3I , 100 f J 1W a. ''f. 4 LAKE JESUP Sta wy 434 —= i , t, ^ . Ir ... •t A s, ,,; 1 , Rd 419 46, - ) . 4 ‘ * 4,.' - — - \ mot V• } a • SOP r ctils A Legend V Major Roads 0 4,500 9,000 18,000 WINTER SPRINGS Feet SO Water Bodies City of Winter Springs Lake Jesup Planning Unit TMDL Master Plan COM Figure 1 4. Field review of major City stormwater system components; 5. Sanitary sewer and septic tank system information; 6. Reclaimed water system information; 7. CITY's National Pollutant Discharge Elimination System (NPDES) annual reports; 8. CITY Code and Comprehensive Plan policies related to stormwater quality; and 9. Current CITY stormwater funding sources. Task 2 TMDL Data Collection and Review -The ENGINEER will review data either already obtained by the ENGINEER or made available by the CITY related to the Lake Jesup TMDL. Data items to be collected and reviewed by the ENGINEER include: 1. Lake Jesup TMDL report as well as supporting information and water quality data presented throughout the BMAP process; 2. Relevant water quality data and/or studies for the CITY's municipal separate storm sewer system (MS4); 3. Projects completed in the CITY after the TMDL was adopted that the CITY may receive credit for; 4. CITY reclaimed water quality data; and 5. Adopted or anticipated pollutant loading sources and reduction requirements for the CITY. The ENGINEER will provide a memorandum to the CITY summarizing the findings of Tasks 1 and 2. It is intended that this memorandum will become a section of the final report. Task 3 Identification of Pollutant Load Reduction Strategies -Based on the data reviewed in Tasks 1 and 2, the ENGINEER will recommend up to fifteen (15) general types of activities and/or projects that may be implemented to help achieve pollutant load reductions to Lake Jesup. These can be of either a structural and/or non- structural nature and may include regional projects, retrofits, expansion or modification of existing stormwater treatment facilities, implementation of new technologies, or other projects as appropriate. The recommendations made under this task will be conceptual in nature and will not include hydraulic/hydrologic and/or water quality modeling performed as part of this scope of services. The ENGINEER will submit the list of recommended projects and activities to the CITY for review C~ S'. W OOO1B W MNB\Winter SpringslSwpe_07Dec10.doc prior to performing any pollutant load reduction calculations (Task 5) or further analysis as described in the following paragraphs. For each recommended project, the ENGINEER will provide a conceptual drawing and project description using the geographic information systems (GIS) software Arcview Version 9.2. The ENGINEER will also provide an Engineer's Opinion of the Probable Construction Cost for each recommended project and will include the estimated probable cost of construction, engineering, permitting and appropriate contingencies. The ENGINEER will work with the CITY to develop a prioritization scoring system for the recommended projects in order to develop an implementable capital improvement projects (CIP) list for nutrient load reductions to Lake Jesup. Using the prioritization scoring system, the ENGINEER will rank the recommended projects from highest to lowest. The ENGINEER will provide a memorandum to the CITY summarizing the findings of this task. It is intended that this memorandum will become a section of the final report. Task 4 Pollutant Loading Model Update -The ENGINEER will estimate the associated pollutant loading reduction capability for each project where published information on removal efficiencies is available. To estimate load reductions, the ENGINEER will update the existing pollutant load model (Watershed Management Model) originally developed for the Lake Jesup Basin Engineering Study and Drainage Inventory (CDM, 2001) to include the CITY's land area. The ENGINEER will run the pollutant load model for the CTTY's jurisdictional area using land use and event mean concentration data that are consistent with those data used by FDEP for the development of the Lake Jesup TMDL. The ENGINEER will evaluate the loadings for nutrients (nitrogen and phosphorus) within the CITY as well as the estimated reductions associated with the projects recommended under Task 3 and tabulate the results. The ENGINEER will provide a memorandum to the CITY summarizing the findings of this task. It is intended that this memorandum will become a section of the final report. Task 5 Report -The ENGINEER will summarize the findings of Tasks 1 through 4 in a report. The ENGINEER will submit a draft copy of the report (in electronic format) to the CITY for review and comment. Once the CITY's review comments are received by the ENGINEER, the ENGINEER will prepare the final report. Two (2) hard copies and one (1) electronic copy of the final report will be submitted to the CITY. C~ S:10000\8W MNBIW inter SpnngslSwpe_07Dec10.doc Task 6 Meetings and Coordination Subtask 6.1 Progress Meetings The ENGINEER will attend one (1) project kickoff meeting and three (3) progress meetings with the CITY. The ENGINEER will prepare minutes for each of these progress meetings. It is assumed that each meeting will last 2 hours and that two of the ENGINEER's staff will attend. The ENGINEER will also coordinate with the CITY to discuss the status and/or problems during this work authorization and contact the CITY weekly via telephone or a-mail regarding the status of the project. Subtask 6.2 City Commission and BMAP Meetings The ENGINEER will prepare a PowerPoint® presentation of the findings of the TMDL Master Plan and present it to the CITY Commission. The ENGINEER will submit a draft presentation to the CITY for review prior to the Commission meeting. The ENGINEER will also present the same presentation to the Lake Jesup, Crane Strand, Long Branch Technical Working Group BMAP. SUMMARY OF DELIVERABLES ^ Memorandum summarizing Tasks 1 and 2 findings in electronic format. ^ Memorandum summarizing Task 3 findings in electronic format. ^ Memorandum summarizing Task 4 findings in electronic format. ^ Draft Letter Report in electronic format ^ Final Letter Report (2 hard copies and 1 electronic copy). IV. SCHEDULE,/DURATION The completion of Tasks 1 through 6 will be completed within ten (10) months of issuance of the notice to proceed by the CITY. Compensation for these services will be a lump sum of $57,600. Cr~ 5:100001BWMN8\Wlnter Springsl5cope_07Dect0.doc Table 1 City of Winter Springs, Florida TMDL Master Plan Cost Buildup December 2007 Task Officer !n-charge 5180 PAnelpaU Associate $180 Seniw Prof. 5130 Prof. 1I $115 Prot II $100 Sr. Support ServIces $f10 Staff Support Services S75 Project Admin. $70 Acfhlty Tolal Tolal Labw ODC's OP's No. Descrl on hours ours Hrs Hrs Hrs Hrs Hrs Hrs Hrs $ S S 1 Gd SlonnwaterS stem Review u~ 2 J 1t ".~ U 4 b 4[ a 4,J4~ a tbu a - 2 TMDL Data Collection and Review 0 4 8 12 18 0 4 8 54 $ 5,720 $ 150 $ - 3 Identificatbn of Pollutant Load Reduction Strate ies 4 8 32 28 24 2 12 8 118 $ 13,460 $ 400 $ 4 Pollutant Loadin Model U date 2 8 16 46 24 0 2 4 102 $ 11,840 $ 400 $ 5 Re rt 4 6 12 24 4n 2 R 24 120 $ 12.500 $ 500 $ 6 Meetin sand Coordination 6.1 Pro nss Meetin s a - ~~ _ 6.2 CiN Commission and BMAP Presentatbn a ~ - ~~ _ '~ -' ~ I.t i ~ ~-- .~ tie - -- - Prom, i i ~i.,h ~~~ t:r. a u - $ 55.560 $ 2A5U $ - Pro 't TOlab Lab , r.. ,. i 0th... ~_ ~.:,.i _~,. O~rtside Pmt Cost ~,- 550 - :A50 $ otal Cost $ 57,600