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HomeMy WebLinkAboutConsulting Services Jan 11, 2013 AUTHORIZATION FOR ADDITIONAL SERVICES l Date: 11 January v 2013 Consultant: STANTEC CONSULTING SERVICES INC. Stantec Project # 175652004 Project 10509 Timberwood Circle, Suite 100 Stantec Opportunity Louisville, KY 40223 -5301 Pipeline # Ph: (502) 212 -5000 Fx: (502) 212 -5055 email: rob.huckaby @stantec.com Client: CITY OF JEFFERSONVILLE, INDIANA Client Project # Debra Ashack - Stormwater Coordinator Change Order # 1420 Pennsylvania Avenue Jeffersonville, IN 47130 Ph: (812) 280 -3885 Fx: email: dashack @cityofjeff.net Project Name and Jeffersonville Stormwater Program Support Location: This is authorization for STANTEC to perform additional services on the project as noted above. A. STANTEC agrees to perform the following additional service(s): Stantec will provide assistance for the Southern Indiana Stormwater Advisory Committee (SWAC), Illicit Discharge Detection and Elimination Audit Support, MS4 Program Permit Renewal, FEMA Community Rating System Support, and As- Needed Support, as specified in the Stormwater Support Services Scope, attached to this Agreement. B. CLIENT agrees to compensate STANTEC for such additional services in accordance with the terms of the initial agreement for additional amount(s) stated below: Per the attached MS4 Support Services Scope, Stantec will provide the outlined assistance for $58,220, on a Time and Materials basis. Services will not exceed this figure without prior authorization by the City. C. All other terms and conditions of the original Agreement shall remain in full force and effect. Effect on Schedule: The proposed services will conclude on January 31, 2014. By signing below, the parties agree and affirm that each has reviewed and understands the provisions set out above and that each party shall be bound by each and all of said provisions. A copy of this agreement shall serve and may be relied upon as an original. CITY OF JEFFERSONVILLE, INDIANA STANTEC CONSULTING SERVICES INC. Per: Per: Name: Name: Title: Title: Date Signed: 45/ j 3 Date Signed: l " /5 Revised: 2008 -07 -21 c:\ Users \rhuckaby\ Desktop\ Jeffersonville\ PM\ 1- AAS_2013_Jeffersonville_01 -03- 2013.docx Jeffersonville, Indiana 2013 Stormwater Support Services Prepared for the City of Jeffersonville by Stantec Consulting Services, Inc. Stantec JEFFERSONVILLE, INDIANA 2013 STORMWATER SUPPORT SERVICES SAC TASK 1: SOUTHERN INDIANA STORMWATER ADVISORY COMMITTEE (SWAC) SUPPORT Since 2004, the Southern Indiana Stormwater Advisory Committee has made significant progress in collaborating to meet many of the state and federal stormwater program requirements, while minimizing expenses and individual level of effort for each participating community. The SWAC is comprised of Floyd County, City of Jeffersonville, City of New Albany, Oak Park Conservancy District, Town of Clarksville, Town of Sellersburg, and City of Madison. This State - recognized partnership is a platform for collaboration, which minimizes duplication of effort and reduces costs for implementing various components of the Municipal Separate Storm Sewer System (MS4) regulatory program. Historically, the SWAC has worked together with guidance from Stantec on public workshops, outreach activities and materials, design reference materials, training manuals, a public website, construction site inspection training through the Qualified Professional Inspector program, and other regional cost - saving measures. These efforts are facilitated through quarterly SWAC meetings, various work sessions, and regular correspondence aided by Stantec. In June 2013, the Environmental Protection Agency (USEPA) is scheduled to propose significant changes to the MS4 program. Though these changes will not immediately affect the local MS4 program requirements, it will be important to understand the future of the MS4 program and corresponding challenges. Additionally, it is strongly encouraged that the SWAC provide formal comment on the proposed changes, which are anticipated to be significant. Stantec will evaluate the proposed MS4 rule changes, provide summaries and investigate potential impacts for the new regulations. Additionally, Stantec will lead the effort in compiling a formal response for EPA's consideration. In continuation of the SWAC support services in 2013, Stantec will prepare, facilitate and summarize four (4) quarterly, public SWAC meetings with partnering MS4 communities. Stantec will work with the SWAC to develop materials and activities to help implement State and Federal priorities for the MS4 program. Stantec will work with the local Soil and Water Conservation District (SWCD) staff on minor program updates and administration for the Qualified Professional Inspector (QPI) program, when needed. Stantec will make periodic updates to the SWAC's stormwater website to inform visitors of SWAC activities and new developments in the stormwater program. Stantec will coordinate with State and Federal regulators on current and proposed stormwater procedures and measures for the benefit of the southern Indiana MS4 communities. As with previous annual SWAC support, cost for services will be distributed based on community population. (For additional information, please see the community population breakdown at the end of this scope.) Deliverables: • Quarterly meetings including agendas, handouts, meeting advertising, presentations, and summaries; • EPA proposed MS4 program rules (review, compile permit details and present to group; coordination with the SWAC to compile and submit formal comments to EPA); • Periodic website updates and posting of activities implemented by the SWAC; • Miscellaneous assistance (QPI program assistance, program enhancement recommendations, future MS4 program challenges, as- needed support, etc); and • Public education and outreach workshop, as chosen by the SWAC. TASK 2: ILLICIT DISCHARGE DETENTION & ELIMINATION (MCM3) AUDIT PREPARATION The Indiana Department of Environmental Management (IDEM) held a meeting in Clarksville on August 18 2011 to inform southern Indiana MS4 communities about illicit discharge program audits planned for 2012. These audits have been postponed until 2013. Similar to the audits IDEM performed in August of 2010, preparatory efforts by the City will be necessary. The Illicit Discharge Detection and Elimination program evaluation is not anticipated to be as extensive as the previous audits performed by IDEM. However, to 1 JEFFERSONVILLE, INDIANA 2013 STORMWATER SUPPORT SERVICES Stantec facilitate a smooth IDEM review, preparation by the City is recommended, including the review and evaluation of the City's illicit discharge ordinance, tracking measures, inspection and enforcement practices, the stormwater inventory map and outfall locations, reporting and documentation practices, screening procedures, and the measurable goals Jeffersonville has established in order to gauge program success. It is also anticipated that IDEM will perform a follow -up inspection on changes since the 2010 program evaluation. It will be beneficial for Jeffersonville to review any changes to the program since the initial audit. It is understood that Jeffersonville stormwater staff will lead the audit preparation efforts. Stantec will assist the City when requested to review procedures, practices, City regulations, documentation, mapping data, and other illicit discharge program efforts. If requested by the City, Stantec will participate in the IDEM audit in order to further facilitate the audit. Deliverables: • On -site evaluation of MCM3 practices and procedures; • Summary memorandum of pre -audit investigation findings; • Assist with the development of requested reports, forms, documents, standard procedures, etc; and • Participation in the IDEM MCM3 audit. TASK 3: MS4 PROGRAM PERMIT RENEWAL: PERMIT TERM 3 (PT3) As a requirement of Jeffersonville's MS4 program, the City is required to renew the Stormwater Quality Management Plan (SWQMP) permit, at a minimum, once every five years. Jeffersonville last renewed its MS4 permit in the fall of 2008, which would require the City to submit a new permit package to IDEM in the fourth quarter of 2013. Per Indiana law (327- IAC- 15 -13), the City is required to review and update the following: - Notice of Intent (NOI) and Part A: These documents formally outline Jeffersonville's intent to comply with the program and summarize critical details regarding the City's stormwater quality program. - Part B: Baseline Characterization and Report: This extensive document outlines specific aspects of the City in an effort to characterize the water quality and riparian habitat in Jeffersonville's waterbodies. This report reviews various characteristics such as land use, recent and anticipated development, regional planning documents (master plans, etc), sensitive areas, available water quality and testing data, current best management practices (BMPs), among numerous other components that may influence water quality throughout the MS4's jurisdiction. Since the previous Part B was developed and submitted to IDEM, Jeffersonville has annexed a large region (8.6 miles), which will have to be evaluated and incorporated into the Baseline Characterization and Report. Additionally, it is anticipated that Jeffersonville will have received and adopted the City's Stormwater Master Plan. Data from this document will be used to further incorporate City background information into the renewed Baseline Characterization and Report. - Part C: Stormwater Quality Management Plan (SWQMP): The SWQMP is based heavily on information compiled in Part B, and serves as the action plan for implementing the MS4 program throughout the community. This document functions as the roadmap for the community's water quality efforts and outlines specific procedures and targets that Jeffersonville must implement in order to address the six minimum control measures (MCMs) for the MS4 program. IDEM is in the process of updating their procedures for the MS4 program, but these procedures have not yet been formalized. It is anticipated that a reduced effort will be allowed when compared to the previous permit renewal activities. Stantec's role in assisting with the renewal process will include reviewing the City's MS4 program efforts over the previous permit term and assisting City staff with compiling and submitting the NOI and Part A. Should IDEM request additional updates to the Part B and /or Part C, Stantec will work with Jeffersonville to develop appropriate materials for IDEM. Should IDEM outline new strategies for MS4 program compliance in 2013, Stantec will work with Jeffersonville staff to address these coming initiatives. 2 JEFFERSONVILLE, INDIANA 2013 STORMWATER SUPPORT SERVICES fi t. Stantec Deliverables (upon request): • Review of Jeffersonville's Permit Term 2 (PT2) SWQMP; • Review community efforts and enhancements since the previous permit term (e.g., Ordinance updates, design manual, stormwater master plan, regional planning documents, etc) • Coordinate with IDEM on permit renewal activities; • Drainage Board meetings to present permit renewal status and updates; • Compile and submit the NOI and Part A; and • Review and preparation of amendments to Parts B and C (as needed). TASK 4: FEMA COMMUNITY RATING SYSTEM (CRS) PROGRAM DEVELOPMENT Stantec understands that the City of Jeffersonville has recently taken steps to initiate admittance p ttance into the Federal Emergency Management Agency's (FEMA) Community Rating System (CRS) program, which is managed through the National Flood Insurance Program (NFIP). The CRS program incentivizes communities to implement proactive measures to manage properties and development within and near floodplains. Through this program, communities utilize a variety of tools to minimize hazards and losses within floodplains, with the goal of risk reduction for properties and individuals. By participating in the CRS program, Jeffersonville can also reduce flood insurance rates for City residents and businesses. The CRS program uses a point system to accumulate credits. The point system is broken into 10 classifications, with a maximum insurance premium cost savings of 45% for the top level. Stantec has worked with communities on the CRS program, such as the Louisville Metropolitan Sewer District (MSD), which was able to achieve a Level 5 CRS Classification in 2008 resulting in a 25% reduction in flood insurance premiums. Credit points can be accumulated through various activities, such as public information dissemination, mapping and regulatory measures, flood damage reduction assessments, and flood preparedness initiatives. Communities evaluate the numerous opportunities to accumulate points within the aforementioned categories. From this menu of options, CRS program participants must make a cost - benefit determination on the efforts that are most appropriate for implementation. Though this program is extensive, communities can evaluate and isolate opportunities by using a program matrix. Additionally, this ongoing program involves regular documentation to meet the requirements and maintain program compliance. It is important to establish sound data management policies to meet key milestones and timeframes, as well as to facilitate and necessary documentation. When requested by Jeffersonville, Stantec will work with City representatives and departments on efforts that contribute to the development of Jeffersonville's CRS activities. This support may include public outreach opportunities, agency coordination, development of a program matrix to target opportunities, development of regulatory language, structure for program documentation, public presentations to City officials and departments, and overall development and implementation strategies for the CRS program. Deliverables: • As- needed support for implementing the CRS program. TASK 5: AS NEEDED SUPPORT Stantec will provide assistance to Jeffersonville when requested for miscellaneous stormwater program support. Periodically, issues may arise that require additional support. Such measures may include construction plan review, field training of municipal employees, budget review and Tong -term planning, billing 3 JEFFERSONVILLE, INDIANA 2013 STORMWATER SUPPORT SERVICES � Stantec system assistance and updates, regulatory agency coordination, project evaluation, municipal operations updates and support, and other potential assistance. As with all other tasks on this contract, As- Needed Support services will only be performed when requested by Jeffersonville, on a Time and Materials basis. Deliverables (upon request): • Additional on -call services. MS4 SUPPORT SERVICES FEE ESTIMATE All tasks of this Scope of Services will be performed on a Time and Materials basis, per the attached rate table. Direct expenses (maps, mileage, etc) will have no markup. Invoicing will be performed monthly. Task Description Amount 1 Southern Indiana Stormwater Advisory Committee $ 13,190 2 Illicit Discharge Detection and Elimination Audit Preparation $ 6,770 3 MS4 Program Permit Renewal: Permit Term 3 $ 16,370 4 FEMA Community Rating System Program Development $ 17,840 5 As- Needed Support $ 3,390 Direct Expenses (mileage, reports, binders, materials, etc) $ 660 TOTAL: $ 58,220 SOUTHERN INDIANA STORMWATER ADVISORY COMMITTEE (SWAC) BREAKDOWN # Municipality Population* SWAC Percentage 1 Clarksville 21,724 13.9% 2 Floyd County 34,735 22.3% 3 Jeffersonville ** 39,574 25.4% 4 New Albany 36,372 23.3% 5 Oak Park Conservancy District 5,379 3.5% 6 Sellersburg 6,128 3.9% 7 Madison 11,967 7.7% TOTALS 155,879 100.0% *Population based on 2010 US Census data. * *2010 Census population 44,953; Subtract 5,379 for Oak Park. 4 AUTHORIZATION FOR ADDITIONAL SERVICES l ✓� Date: 11 January 2013 Consultant: STANTEC CONSULTING SERVICES INC. Stantec Project # 175652004 Stantec Louisville, Timberwood Circle, Suite 100 Stantec Opportunity Louisville, KY 40223 -5301 Pipeline # Ph: (502) 212 -5000 Fx: (502) 212 - 5055 email: rob.huckaby @stantec.com Client: CITY OF JEFFERSONVILLE, INDIANA Client Project # Debra Ashack - Stormwater Coordinator Change Order # 1420 Pennsylvania Avenue Jeffersonville, IN 47130 Ph: (812) 280 -3885 Fx: email: dashack@cityofjeff.net Project Name and Jeffersonville Stormwater Program Support Location: This is authorization for STANTEC to perform additional services on the project as noted above. A. STANTEC agrees to perform the following additional service(s): Stantec will provide assistance for the Southern Indiana Stormwater Advisory Committee (SWAC), Illicit Discharge Detection and Elimination Audit Support, MS4 Program Permit Renewal, FEMA Community Rating System Support, and As- Needed Support, as specified in the Stormwater Support Services Scope, attached to this Agreement. B. CLIENT agrees to compensate STANTEC for such additional services in accordance with the terms of the initial agreement for additional amount(s) stated below: Per the attached MS4 Support Services Scope, Stantec will provide the outlined assistance for $58,220, on a Time and Materials basis. Services will not exceed this figure without prior authorization by the City. C. All other terms and conditions of the original Agreement shall remain in full force and effect. Effect on Schedule: The proposed services will conclude on January 31, 2014. By signing below, the parties agree and affirm that each has reviewed and understands the provisions set out above and that each party shall be bound by each and all of said provisions. A copy of this agreement shall serve and may be relied upon as an original. CITY OF JEFFERSONVILLE, INDIANA STANTEC CONSULTING SERVICES INC. Per: Per: Name: Name: Title: Title: Date Signed: Date Signed: Revised: 2008 -07 -21 c:\ Users \rhuckaby\ Desktop\ Jeffersonville\ PM\ 1- AAS_2013_Jeffersonville_01 -03- 2013.docx 2010 South Region Rate Table 1 Effective January 1, 2010 Stantec STANTEC BILLING RATES Classification Billing Rate (per hour) Level Principal / Engineer / Scientist 16 $227.00 Principal / Engineer / Scientist 15 $194.00 Senior Engineer / Scientist 14 $168.00 Senior Engineer / Scientist 13 $147.00 Senior Project Engineer / Scientist 12 $128.00 Senior Project Engineer / Scientist 11 $113.00 Project Engineer / Scientist 10 $100.00 Project Engineer / Scientist 9 $89.00 Senior GIS Analyst / CAD Designer 8 $80.00 Staff Engineer / Scientist 7 $72.00 Staff Engineer / Scientist 6 $65.00 GIS Analyst / CAD Technician 5 $58.00 Administrative Assistant 4 $52.00 Technical Support Staff 3 $46.00 Technical Support Staff 2 $41.00 Technical Support Staff 1 $36.00 (THE RATES ABOVE ARE SUBJECT TO CHANGE JANUARY 1 OF EACH YEAR)