HomeMy WebLinkAboutCOW 2007-10-22 Item 4D - Agreement - NPDES Phase II Stormwater Management Plan with Parametrix for $75,000 COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
I CAS NUMBER: 07-025 I ORIGINAL AGENDA DALE: OCTOBER 22, 2007
AGENDA ITEM TITLE NPDES Phase II Stormwater Management Plan
Consultant's Agreement with Parametrix
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date 10/22/07 Mtg Date 11/05/07 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date:
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PW
SPONSOR'S This agreement is for the NPDES Phase II Stormwater Management Plan. The first annual
SUMMARY report and the City's Master Drainage Program are due to the Dept of Ecology (DOE) on
March 31, 2008. Five firms were interviewed and Parametrix was chosen as the most
qualified. We are partnering with the cities of Newcastle and SeaTac, which should reduce
costs. A $75,000 grant from DOE should be received in 2008.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA I'1~: 10/16/07
RECOMMENDATIONS:
SPONSOR/ADMIN. Authorize Mayor to sign the consultant's agreement with Parametrix.
COMMITTEE Unanimous approval; forward to COW.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$75,000.00 $75,000.00
Fund Source: 412 Surface Water (page 136, Proposed 2008 CIP)
Comments:
MTG. DATE 1 RECORD OF COUNCIL ACTION
10/22/07
11/05/07
MTG. DATE ATTACHMENTS
10/22/07 Information Memo dated October 11, 2007
Selection Results
Consultant Agreement with Scope of Work
Utilities Committee Meeting Minutes from October 16, 2007
11/05/07
INFORMATION MEMO
To: Mayor Mullet
From: Public Works Director
Date: October 11, 2007
Subject: NPDES Phase II Stormwater Management Plan
Project No. 93 -DR10
Consultant Selection and Contract
ISSUE
Approve Parametrix, Inc., to develop the City's NPDES Phase II Stormwater Management Plan.
BACKGROUND
The National Pollutant Elimination System NPDES) requires that the City develop a Stormwater
Management Program and other requirements outlined in the City's General Permit that became effective
February 16, 2007. The first annual report and the City's Management Plan are due to the Depa3 Latent of
Ecology (DOE) on March 31, 2008. To assist cities with this and other permit requirements, the Washington
State Legislature approved grants of $75,000 to each of the effected jurisdictions.
Staff discussions with the cities of Newcastle and SeaTac revealed their interest in partnering on a Stormwater
Management Plan. This partnership would reduce the overall cost in developing the plan by avoiding
duplications. A consultant advertisement was published on August 14 and 21, 2007 and five firms responded
with proposals to conduct the work.
ANALYSIS
The five firms that responded were:
1. Parametrix, Inc. 4. Herrera Environmental Consultants
2. Otak, Inc. 5. Gray Osborne
3. RoseWater Engineering, Inc.
City staff from each of the cities evaluated the proposals. Parametrix had the highest overall score and scored
significantly better than the other firms. Staff from all three cities agreed that given the results of the ranking
and the firm's experience with similar projects, Parametrix should be selected to develop the Stormwater
Management Plan for each of the cities.
BUDGET SUMMARY
Contract *Budget
Stormwater Master Plan $75,000 75,000
*This budget amount is a DOE grant for $75,000 and should be received in 2008.
RECOMMENDATION
Approve the consultant agreement with Parametrix, Inc. to complete the NPDES Phase II Stormwater
Management Plan for $75,000.
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attachments: Selection Results
Consultant Agreement
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CONSULTANT AGREEMENT FOR
PROFESSIONAL SERVICES
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City and Parametrix, hereinafter referred to as "the Consultant," in
consideration of the mutual benefits, terms and conditions hereinafter specified.
1. Project Designation. The Consultant is retained by the City to perform consultant
services in connection with the project designated NPDES Phase II Stormwater
Management Plan.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit
"A" attached hereto, including the provision of all labor, materials, equipment and
supplies.
3. Time for Performance. Work under this contract shall commence upon the giving of
written notice by the City to the Consultant to proceed. The Consultant shall perform
all services and provide all work product required pursuant to this Agreement within
240 calendar days from the date written notice is given to proceed, unless an extension
of such time is granted in writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
A. Payment for the work provided by the Consultant shall be made as provided on
Exhibit "B" attached hereto, provided that the total amount of payment to the
Consultant shall not exceed $75,000 without express written modification of the
Agreement signed by the City.
B. The Consultant may submit vouchers to the City once per month during the
progress of the work for partial payment for that portion of the project completed
to date. Such vouchers will be checked by the City and, upon approval thereof,
payment shall be made to the Consultant in the amount approved.
C. Final payment of any balance due the Consultant of the total contract price earned
will be made promptly upon its ascertainment and verification by the City after
the completion of the work under this Agreement and its acceptance by the City.
D. Payment provided in this section shall be full compensation for work performed,
services rendered, and for all materials, supplies, equipment and incidentals
necessary to complete the work.
E. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the City and state for a period of
three (3) years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under
this Agreement shall be the property of the City whether the project for which they are
made is executed or not. The Consultant shall be permitted to retain copies, including
reproducible copies, of drawings and specifications for information, reference and use in
connection with the Consultant's endeavors. The Consultant shall not be responsible for
any use of the said documents, drawings, specifications or other materials by the City on
any project other than the project specified in this Agreement.
6 Compliance with Laws. The Consultant shall, in performing the services contemplated
by this Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
Agreement.
7. Indemnification. The Consultant shall indemnify, defend and hold harmless the City,
its officers, agents and employees, from and against any and all claims, losses or
liability, including attorney's fees, arising from injury or death to persons or damage to
property occasioned by any act, omission or failure of the Consultant, its officers, agents
and employees, in performing the work required by this Agreement. With respect to the
performance of this Agreement and as to claims against the City, its officers, agents and
employees, the Consultant expressly waives its immunity under Title 51 of the Revised
Code of Washington, the Industrial Insurance Act, for injuries to its employees, and
agrees that the obligation to indemnify, defend and hold harmless provided for in this
paragraph extends to any claim brought by or on behalf of any employee of the
Consultant. This waiver is mutually negotiated by the parties. This paragraph shall not
apply to any damage resulting from the sole negligence of the City, its agents and
employees. To the extent any of the damages referenced by this paragraph were caused
by or resulted from the concurrent negligence of the City, its agents or employees, this
obligation to indemnify, defend and hold harmless is valid and enforceable only to the
extent of the negligence of the Consultant, its officers, agents and employees.
8. Insurance. The Consultant shall secure and maintain in force throughout the duration
of this contract comprehensive general liability insurance, with a minimum coverage of
$500,000 per occurrence and $1,000,000 aggregate for personal injury; and $500,000
per occurrence /aggregate for property damage, and professional liability insurance in the
amount of $1,000,000.
Said general liability policy shall name the City of Tukwila as an additional named
insured and shall include a provision prohibiting cancellation of said policy except upon
thirty (30) days prior written notice to the City. Certificates of coverage as required by
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this section shall be delivered to the City within fifteen (15) days of execution of this
Agreement.
9. Independent Contractor. The Consultant and the City agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer
and employee between the parties hereto. Neither the Consultant nor any employee of
the Consultant shall be entitled to any benefits accorded City employees by virtue of the
services provided under this Agreement. The City shall not be responsible for
withholding or otherwise deducting federal income tax or social security or for
contributing to the state industrial insurance program, otherwise assuming the duties of
an employer with respect to the Consultant, or any employee of the Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not
employed or retained any company or person, other than a bonafide employee working
solely for the Consultant, to solicit or secure this contract, and that he has not paid or
agreed to pay any company or person, other than a bonafide employee working solely
for the Consultant, any fee, commission, percentage, brokerage fee, gifts, or any other
consideration contingent upon or resulting from the award or making of this contract.
For breach or violation of this warrant, the City shall have the right to annul this
contract without liability, or in its discretion to deduct from the contract price or
consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it
under this Agreement, will not discriminate on the grounds of race, color, national
origin, religion, creed, age, sex or the presence of any physical or sensory handicap in
the selection and retention of employees or procurement of materials or supplies.
12. Assignment. The Consultant shall not sublet or assign any of the services covered by
this Agreement without the express written consent of the City.
13. Non Waiver. Waiver by the City of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten
(10) days written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any
of its supervisory personnel assigned to the project, the surviving members of the
Consultant hereby agree to complete the work under the terms of this Agreement,
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if requested to do so by the City. This section shall not be a bar to renegotiations
of this Agreement between surviving members of the Consultant and the City, if
the City so chooses.
15. Attorneys Fees and Costs. In the event either party shall bring suit against the other to
enforce any provision of this Agreement, the prevailing party in such suit shall be
entitled to recover its costs, including reasonable attorney's fees, incurred in such suit
from the losing party.
16. Notices. Notices to the City of Tukwila shall be sent to the following address:
City of Tukwila
6200 Southcenter Blvd.
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
Parametrix
411 108 Avenue NE, Suite 1800
Bellevue, WA 98004 -5571
17. Integrated Agreement. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
Agreement may be amended only by written instrument signed by both the City and the
Consultant.
DATED this day of
CITY OF TUKWILA CONSULTANT
By:
Steven M. Mullet, Mayor
Title
Attest/Authenticated: Approved as to Form:
Jane E. Cantu, City Clerk Office of the City Attorney
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SC OF WORK
City of Tukwila
NPDES Phase 11 Stormwater Management Plan
INTRODUCTION
The efforts described in this Scope of Work will enhance the City of Tukwila's existing stormwater
management program (SWMP) to meet the Department of Ecology NPDES Phase II permit requirements.
The SWMP update effort will include review of existing stormwater program elements and gap analysis
of those elements as they pertain to the known Phase II requirements; evaluation of the existing
stormwater technical manual currently in use; identification of staffing needs to sustain your SWMP;
evaluation of future funding needs for program sustainability; and assistance in presenting your respective
SWMPs to City Council. In addition, since the Phase II requirements are not yet fully defined by
Ecology, effort will be made to keep abreast of evolving Ecology requirements. The work described in
this scope is expected to be performed during the period October 2007 through May 2008.
PROJECT PURPOSE AND OVERVIEW
The purpose of this project is to assist the City of Tukwila in developing a stormwater management
program that is supported by your city council and can be implemented by your staff. Since your SWMP
update is being done in collaboration with SWMP updates for the municipalities of Newcastle and
SeaTac, elements that are common to all three cities will be identified and developed, and elements of the
SWMP that are unique to the City of Tukwila will also be identified and developed. These elements will
be identified in an initial scoping meeting with City staff and developed over the course of the project and
included in the SWMP. Specific tasks include:
Task 1: Stormwater Program Evaluation
Task 2: Develop Compliance Schedule
Task 3: Stormwater Manual Technical Evaluation
Task 4: Develop SWMP Documents
Task 5: Staffing Analysis
Task 6: Council Presentations
Task 7: Public Involvement Program
Task 8: Funding Analysis
Task 9: Project Management
Task 10: Develop Program Tools (optional depending on availability of funding)
The individual tasks are described in detail below.
City of Tukwila 558- 2067 -XXX
NPDES Phase 1! Stormwater Management Plan 1 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
1. STORMWATER PROGRAM EVALUATION
Measurable Objectives
The consultant shall prepare a Memorandum containing two (2) tables: (1) Existing Stormwater Program
Elements and, (2) Ecology required Program Elements. It is intended that the Ecology required Program
Elements table be shared with all three Cities (Tukwila, Newcastle and SeaTac) to establish concurrence
for all shared elements.
Approach
Parametrix will compare the NPDES Phase II permit requirements with stormwater program elements
currently in place or planned for the City. The foundation for this will be the draft NPDES Phase II
Stormwater Management Program Evaluation matrix that we have already started. Feedback from the
City will be required to identify any additional data sources such as facility inspection reports, operation
and maintenance programs, in -house database information, or recorded complaints. At this time we will
also identify any unique local needs and site specific water quality issues, including impending TMDLs
or ESA items, or the use of regional detention/water quality facilities.
In addition to the program evaluation described above, Parametrix will assist Tukwila with developing
basin specific flow control guidelines (exemptions) for up to five (5) flow /flow exemption scenarios. The
guidelines will focus on pre development flow match targets (e.g., 2008 existing condition, 1982
condition, pre- forested conditions, or drainage to built systems) that are specific to protecting each
receiving system or receiving water.
The guidelines would be developed by first selecting the drainage basins for basin specific standards,
typically for unique in -place collection or discharge systems. For discharges to natural systems, a
qualitative review of each of the receiving systems will be made to place each drainage area in a flow
control guideline scenario.
For natural systems, Parametrix will propose a pre developed flow condition recommendation (described
as a pre development condition) for use in a Stormwater Management Manual.
There will be two workshops with staff to (1) define the approach and applicable basins and (2) confirm
the proposed standards and area applications. No public meetings or Ecology meetings are proposed on
this topic. A summary technical memorandum will be prepared to support the flow scenario alternatives.
Assumptions
Up to five (5) scenarios will be developed with basin specific flow control guidelines.
Appropriate information about the built systems is provided; we will not prepare any maps,
inventory, or calculations of the existing system performance. Tukwila will provide the
information.
It is anticipated that following an initial evaluation the project team, this analysis will be
completed in one working session with representatives from each City.
Tukwila will provide Parametrix with current copies of the following in both hard copy and
electronic format if available by the dates indicated in the project schedule:
Stormwater Comprehensive Plan
City of Tukwila 558- 2067 -XXX
NPDES Phase II Stormwater Management Plan 2 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
Long -term Capital Improvement Project schedule, including anticipated annual budget
requirements.
Illicit discharge, detection, and elimination program and supporting documentation
Maintenance manuals and record keeping documents and procedures..
Facility inspection and reporting documents and procedures.
All available drainage system mapping including both pipe and structures with existing
identification method documentation.
Identification of critical area concerns.
Assessment of water quality concerns
Existing basin plans and identification of any future basin plans.
Draft and final maps for the flow exemption areas will be prepared by Tukwila.
Deliverables
Draft Existing Stormwater Program Table summarizing:
The existing stormwater management programs currently in place.
Deficiencies in the existing stormwater management programs.
Recommended approaches /programs and prioritization to ensure permit compliance.
Development of a retrofit flow control standard for the City.
Draft Program Element Table summarizing all three Cities,
Common program elements to all three Cities will be identified.
Basin Specific Flow Control Technical memorandum (2 -3 pages) describing the approach and
recommendation.
Final Existing Program Element Table for the City.
Final Program Element Table for all three (3) Cities.
2. DEVELOP COMPLIANCE SCHEDULE
Measurable Objectives
A detailed compliance schedule is needed to ensure Tukwila remains in compliance with all the
requirements of the NPDES Phase II permit.
Approach
The Parametrix will work with the City to develop a detailed compliance schedule that is specific to the
City's needs. This schedule will assist the team in identification of time critical elements that if not
addressed, might lead to permit deadlines being missed. Although the primary target of this scope's effort
is to create a SWMP document to be submitted with the City's first Annual Report on March 31, 2008, if
City of Tukwila 558- 2067 -XXX
NPDES Phase 1I Stonnwater Management Plan 3 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
budget allows, other deadlines need to be considered. The three (3) secondary deadlines are listed as
follows:
Public Participation in the SWMP development February 2008
Initiation of cost tracking mechanisms January 1, 2009 this work is not included in the current
scope and budget.
Development of an education and outreach program and the listing of a hotline February 16,
2009 the hotline work is not included in the current scope and budget.
Support Tukwila in its required Ecology Annual Report this work is not included in the current
scope and budget beyond 2008.
Assumptions
If Tukwila wishes to include any or all of the secondary work, additional scope and budget can be
added at any time over the course of this project. A revised project schedule would be needed to
assess how this additional work would impact the compliance schedule.
Any delay in the City's providing the Parametrix with the needed deliverables as per the project
schedule could impact the success of meeting the timeline in the City's compliance schedule.
Deliverables
MS Project Gantt chart of permit deadlines and supporting tasks (hard copy and pdf electronic
copy)
3. STORMWATER TECHNICAL MANUAL EVALUATION
Measurable Objectives
The City has indicated the need to evaluate the stormwater technical manuals available for adoption.
There are two primary manuals used in this region: Ecology's 2005 Stormwater Management Manual for
Western Washington (SMMWW) and King County's 2005 Surface Water Management Manual
(SWDM). Although there are similarities between the two manuals, the following issues need to be
evaluated prior to adoption:
Retrofit requirements for redevelopment.
Flow control standards.
Water quality treatment standards.
Current thresholds for stormwater requirements.
Hydrologic modeling tools required (WWHM3 or KCRTS).
Whether the King County manual has been deemed equivalent by Ecology to Ecology's manual.
General ease of use of the adopted manual.
City specific issues identified during the scoping process that may require modifications in
standards prior to adoption of either manual.
City of Tukwila 558- 2067 -XXX
NPDES Phase 11 Stormwater Management Plan 4 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
We are aware that the King County manual is currently under review by Ecology and will be revised to
meet the permit requirements for equivalency. Per a conversation on October 4, 2007, a draft of the
KCSWDM is due out in November with finalization of the Manual anticipated by early 2008.
It is Parametrix's understanding that evaluation of the two manuals will be performed specifically for the
City of Tukwila and the City of Newcastle. The City of SeaTac does not anticipate the need to change its
current stormwater management manual.
Approach
Evaluate retrofit requirements for redevelopment:
Review the Tukwila's current standards and code to determine current thresholds for retrofit
requirements.
Compare the City's current retrofit thresholds to the retrofit thresholds in the NPDES Phase II
Pei uiit.
Coordinate with City staff and other relevant downstream agencies to deteiutine if there are
current hydraulic capacity problems or natural resources that could benefit from stormwater
retrofit through redevelopment requirements.
Perform conceptual hydrologic analyses to determine how peak flow rates and durations could
potentially be reduced with retrofit requirements.
Evaluate applicable hydrologic modeling tools:
Identify the types of stormwater design elements typically requiring hydrologic modeling, such as
conveyance, water quality treatment, flow control, and Low Impact Development (LID) Best
Management Practices (BMPs).
Prepare a matrix that identifies:
stormwater design elements for which hydrologic analysis is required,
typically acceptable methodologies,
readily available resources that present the methods,
advantages and disadvantages of the methods,
agencies that may potentially review projects, and
recommended allowable methodologies.
Evaluate King County SWDM equivalency to Ecology's SMMWW:
Coordinate with Ecology regarding review and approval status of King County's SWDM.
Coordinate with King County to discuss potential major differences.
General ease in using the adopted manual:
King County's SWDM was prepared specifically for areas for which stormwater management is
specifically within the jurisdiction of King County. Consequently, there are terms and sections
within the SWDM that are not applicable to the City. Depending on the number of differences, it
City of Tukwila 558- 2067 -XXX
NPDES Phase 11 Stormwater Management Plan 5 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
may be simpler to prepare an entirely new manual, replace specific sections, or adopt Ecology's
SMMWW with amendments.
Parametrix will identify specific questions typically encountered in stormwater management
design and determine how readily the answers may be found in the two different manuals.
Other City specific issues:
Review other issues identified by the City during the scoping process that may require
modifications in standards prior to adoption of either manual.
Assumptions
The only two manuals Parametrix will include in this evaluation are the Ecology 2005
Stormwater Management Manual for Western Washington SMMWW) and King County 2005
Surface Water Design Manual (SWDM).
It is Parametrix's understanding that the King County manual has been submitted to Ecology for
review but that a final determination has not yet been made. Parametrix will coordinate with
Ecology to determine the review status. Parametrix will proceed with evaluating the two manuals
and will incorporate information from Ecology if such information is available as the evaluation
occurs.
Additional manuals can be included in this evaluation subject to scope and budget modifications
approved by the City.
The results of the approaches will be summarized in a Draft and Final Stormwater Manual
Evaluation and Recommendations Technical Memorandum. There will not be a separate
memorandum for each task.
Deliverables
Matrix identifying hydrologic and retrofit analysis methodologies.
Draft Stormwater Manual Evaluation and Recommendations Technical Memorandum
Final Stormwater Manual Evaluation and Recommendations Technical Memorandum.
4. DEVELOP SWMP DOCUMENTS
Measurable Objectives
The Parametrix will support Tukwila in the development of an Ecology approved SWIvIP that addresses
the minimum requirements for Ecology's Phase II permit. However, the requirements are still evolving at
Ecology and the development of Tukwila's manual may need modification as new information becomes
available throughout the course of this project. The SWMP will include elements common to all three
Cities in addition to elements unique to Tukwila.
Approach
Reach consensus on the SWMP elements that are committed to by Tukwila. The draft SWMP and
supporting implementation plan will need to be presented to City council. Attend the NPDES
City of Tukwila 558- 2067 -300(
NPDES Phase 1I Stormwater Management Plan 6 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
coordinators meeting with Ecology on October 25 -26 to obtain up -to -date information on Ecology's
Phase II permit requirements.
Assumptions
A summary of all Phase II permit minimum required elements will be prepared by the Parametrix.
This will include elements that:
Have been accomplished by Tukwila
Have been agreed to by City Council
We will address the content of the Phase II permit requirements. If new issues arise from
Ecology there will need to be modifications to scope and budget.
Deliverables
Draft SWMP document.
Final SWMP document.
5. STAFFING ANALYSIS
Measurable Objectives
Using a staff matrix, the Parametrix will work with the City to determine the number and type of staff it
will take to support the implementation of the stormwater management program.
Approach
Using a staffing matrix, the stormwater program elements that need to be implemented will be defined by
staff position and paired with the different staffing skills and/or responsibilities required to sustain those
positions. The existing staff availability and skills will be evaluated and included in the matrix. The
matrix will be completed by indicating whether a particular skill/responsibility is required and the
estimating the anticipated level of effort in hours. Hours available from existing staff will be included as
negative values. Summing the hours will provide an estimate of the full -time equivalents (F1 Es) required
as well as the skill type.
Assumptions
No draft of the Technical Memorandum will be provided since consensus will be reached during
the development of the staffing matrix.
The Staffing Recommendation Technical Memorandum will be presented to City council.
Deliverables
Completed draft staffmg matrix
Final staffing matrix
Final Staffing Recommendation Technical Memorandum.
City of Tukwila 558- 2067 -XXX
NPDES Phase II Stormwater Management Plan 7 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
6. COUNCIL PRESENTATIONS
Measurable Objectives
Assist the City in its efforts to codify the SWMP and support staffing requirements needed for its
implementation.
Approach
Presentation of the draft SWMP at a City council meeting. Presentation of the Staffing Recommendation
Technical Memorandum to City council could potentially necessitate attendance at a second city council
meeting.
Assumptions
Parametrix will attend two (2) City council meetings. Any further attendance will require
expanded scope and budget that will include preparation, travel and meeting time.
City council meetings will include presentation of the Staffing Recommendation Technical
Memorandum and to present the draft SWMP.
Deliverables
Two (2) preparation meetings with City staff, each prior to the respective City council meeting.
Two (2) meetings with City council.
7. PUBLIC INVOLVEMENT PROGRAM
Measurable Objectives
To update the existing Tukwila stormwater website, enabling it to meet the minimum Ecology Phase II
requirements for a public involvement program.
Approach
To work with Tukwila staff supporting their in house IT staff.
Assumptions
It is likely that public involvement strategies /tools will be discussed at a forum/subcommittee
meeting with relevant information posted on the "Share Point" currently under development by
King County.
Deliverables
Technical support to the Tukwila IT staff.
City of Tukwila 558- 2067 -XXX
NPDES Phase II Stormwater Management Plan 8 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
8. FUNDING ANALYSIS
Measurable Objectives
Parametrix project team will assist Tukwila in conducting a funding analysis to ensure that funding is
available to sustain the City's SWMP.
Approach
The funding analysis will involve a review of the City's known and anticipated revenue needs (including
the anticipated costs of the NPDES Phase II elements), an evaluation of existing revenue sources, a
review of the utility rate structure, and consideration of the use of other funding sources such as system
development charges for new construction. This work will be completed by the FCS Group.
FCS Group will meet once with the City to identify up to two key funding policy questions for analysis.
FCS Group will develop a technical memorandum defining each of the up to two issues, proposing
alternative solutions, analyzing the pros and cons of each alternative, and providing a preliminary
recommended course of action for each issue.
FCS will perform a technical financial analysis, modeling rates for up to two levels of service, as defined
by the City and Parametrix. Resulting rate projections will be provided to the City for operational service
levels, taking into consideration capital improvement costs as well as the required changes due to
compliance with the Phase II permit. The analysis will include the incorporation of depreciation funding
as a way of meeting ongoing system replacement needs. The level -of- service approach will allow the City
to consider alternatives and quickly rule out financially infeasible options.
Assumptions
Rate projections will be calculated assuming continuation of the City's existing rate structure.
Deliverables
Funding Analysis Technical Memorandum.
A recommended funding plan for the City. The funding plan will include rate projections for up
to two levels of service.
Two (2) review meetings with City staff, one to identify key policy issues, and one to discuss
technical memoranda and the financial analysis.
9. PROJECT MANAGEMENT
9.1. Managing the Project
Measurable Objectives
Constant and thorough project management and communications shall be maintained between the
Parametrix team and Tukwila staff to maximize teamwork and productivity while minimizing rework.
City of Tukwila 558- 2067 -XXX
NPDES Phase 1I Stormwater Management Plan 9 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
Approach
Parametrix shall manage the project in collaboration with Tukwila to accomplish the project objectives.
The work shall be in compliance with the project's scope, within the defined schedule and budget, while
actively projecting/monitoring risk factors.
Project Management Plan
The PMP shall be prepared by the Parametrix and meet the requirements of Parametrix's project
management plan guidelines. The PMP shall include a communication plan, work breakdown structure,
scope of work, schedule, and deliverables matrix. Parametrix shall prepare a PMP within 30 days of
receipt of written Notice to Proceed.
Scope, Schedule, and Budget
Parametrix shall monitor and manage the project scope for the purpose of developing a SWMP for
submittal to Ecology as part of the required NPDES Phase II permitting process. Changes in scope shall
be reported to the City for approval and as agreed to and documented prior to work proceeding. This is
intended to help all parties monitor the scope and to propose corrective actions when necessary.
The Parametrix shall create, update, monitor and manage the project schedules. Two separate schedules
will be needed; the project schedule and Ecology's permit schedule. The schedules shall meet the Ecology
permit and project timelines. Projections shall be provided to the City. Current status to complete work
within schedule shall be developed. This is intended to help monitor the project schedule and to propose
corrective actions if necessary.
The Parametrix shall provide monthly progress reports on the project scope, schedule, cost to complete,
earned value, and budget status. Parametrix shall prepare and submit monthly invoices for work
performed and report on the invoice tracking, cost to complete, and earned value status.
Assumptions
Project meetings will be held a maximum of twice monthly; one at the City's office in Tukwila and the
other at Parametrix's office in Bellevue. Every attempt will be made to manage the project without the
meetings, but should they be required, agendas shall be prepared by the Parametrix prior to each meeting.
Meeting summaries, including action items, shall be produced by the Parametrix and distributed to the
team and City within two working days of the meeting. Eight (8) meetings are included; two in each
month of November 2007 through March 2008 except October, December and March which have one
meeting each scheduled.
Monthly invoices and progress reports shall be prepared in a standard Parametrix format. Progress reports
shall describe the work accomplished during the billing period, including the status of individual work
elements, schedule, budget, and action or information needed from the City. Earned value reporting shall
be included. Progress reports shall be submitted to the City with the monthly invoice.
The duration of this phase of the contract is estimated to be six (6) months.
Deliverables
Project Management Plan
Monthly invoices, progress and earned value reports.
City of Tukwila 558- 2067 -XXX
NPDES Phase II Stormwater Management Plan 10 October 2007
Scope of Work
SCOPE OF WORK (CONTINUED)
9.2. Managing Subconsultants
The Parametrix shall coordinate and manage all work and manage the efforts of subconsultants.
10. DEVELOP PROGRAM TOOLS [OPTIONAL]
Measurable Objectives
The Parametrix would work with City staff to develop tools to use in routine implementation of the
SWMP. These efforts will include the creation of decision flow charts, checklist reporting forms and
other materials needed by City staff to implement the new SWMP.
Approach
This work would be completed after the first Annual Report and completion of the first SWMP document.
A meeting with City staff could be required to determine remaining budget available and to prioritize
tasks. An amendment to the scope and budget will be required to define the agreed upon course of action.
This work could include use of the Parametrix to assist the City in new program implementation as
required by the SWMP. The programs that are not part of this scope and budge are: Public Involvement
and Participation; Illicit Discharge Detection and Illumination; Controlling Runoff from New
Development, Redevelopment and Construction Sites; Pollution Prevention and Operation and
Maintenance for Municipal Operations; Pollution Source Control; and Monitoring.
Assumptions
This work is not part of this scope and budget.
Deliverables
A draft amendment to the scope and budget if required.
GENERAL ASSUMPTIONS
It is assumed that all documentation provided by Tukwila will be clearly marked and well
organized to facilitate Parametrix review. Any organizational efforts required by the Parametrix
to complete the program evaluation will require additional scope and budget.
Any electronic files provided by Tukwila will be in a useable format.
Tukwila shall provide the Parametrix with one compiled set of comments for each draft submittal.
Any additional comments that require an additional draft review will result in an increase to
scope and budget.
All deliverables will include an electronic copy and 2 hard copies, unless otherwise stated
The Scope of Work does not include environmental field investigation, field surveying, base map
production or utilities documentation. It is assumed that any needed documentation of the City's
existing infrastructure will be provided by the City of Tukwila.
City of Tukwila 558- 2067 -XXX
NPDES Phase 11 Stormwater Management Plan 11 October 2007
Scope of Work
1
SCOPE OF WORK (CONTINUED)
PROJECT DELIVERABLES
The deliverables shall meet the following requirements:
This project shall communicate in English units
Hard copy submittals to the City of Tukwila shall include two (2) copies unless otherwise noted.
Electronic files shall be provided for all documents, and shall be sent to the City using a File
Transfer Protocol (1-TP) site, CD/DVD, or email attachment, as appropriate.
Electronic files shall be in an IBM- compatible format using the following software:
MS Office 2000
MS Project Professional 2003
Adobe PDF format
Internet access with TCP /F1 P capabilities and email address.
AutoCAD 2006
WWHM Version 3
KCRTS Version 6.0. Updated: 08/29/07
FURNISHED MATERIALS
The following items are to be obtained by the Parametrix from the City:
Existing Stormwater Management Manual in both hardcopy and electronic format
Existing Storm and Surface Water Comprehensive Plan in both hardcopy and electronic format
City of Tukwila GIS base map including:
Available information on stormwater structures and pipes
Basin Delineations
Cit of Tukwila 558- 2067 -XXX
NPDES Phase 11 Stormwater Management Plan 12 October 2007
Scope of Work
f City of Tukwila
w` /-61
Utilities Committee
1908 mi=
UTILITIES COMMITTEE
Meeting Minutes
October 16, 2007- 4:00 p.m.
PRESENT
Councilmembers: Joan Hernandez, Chair; Joe Duffle and Jim Haggerton
Staff: Jim Morrow, Frank Iriarte, Pat Brodin, Bob Giberson, Mike Cusick, Ryan Larson, Gail
Labanara, Pat Brodin, Susan Brock and Kevin Fuhrer
Guests: Chuck Parrish
CALL TO ORDER: Committee Chair Hernandez called the meeting to order at 4:00 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Contract for Grant Appropriation Fort Dent Park/Interurban Ave S Sewer Extension Proiect
Jim Morrow reported that we received a State earmark grant through the Washington State Department
of Community Trade and Economic Development (C'1'ED). Policy requires Council approval to accept
all grant funds. The grant is for $450,0000. When the C 1'ED's administrative costs are subtracted, the
total received by the City will be $444,375.00. We also received $250,000 from King County for this
project. Although construction began in February and was completed in September, we are eligible for
retroactive reimbursement through the grant by submitting the fmal voucher within 15 days following
completion of the work. There was a question on No. 15, the Recapture Provision and if that is a normal
provision in the grant contracts. Jim M. stated that the granting agencies usually have that wording in the
contracts as a formality in case there are any expenditures that are not in compliance and then the
granting agency can then request that the funds be returned. UNANIMOUS APPROVAL. FORWARD
TO OCTOBER 22 COW.
B. NPDES Phase II Stormwater Management Plan Consultant Selection and Contract Agreement
Ryan Larson reported that with the National Pollutant Elimination System (NPDES) permit, the City is
now required to implement a Master Drainage Plan. Five firms were evaluated and Parametrix had the
highest overall score. To reduce costs, the cities of Newcastle and SeaTac are partnering with us for the
Master Drainage Plan. The Department of Ecology has authorized a $75,000.00 grant to each of the
jurisdictions for this project. This consultant contract should inform us of all of the requirements and the
approximate costs of this unfunded mandate. We will then have to factor these costs into the surface
water rate model. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 22 COW.
C. 2008 Proposed Budget and CIP Review
Committee reviewed the budget and CIP pages as outlined below. There were no recommended changes
or corrections. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 22 COW.
REVIEW COMPLETE BUDGET PAGES CIP PAGES
Public Works General 1 117 -136
Land Acquisitions Park Develop. 301 149 21 -30
Attachment F SWM XIX -XX
Surface Water 412 1 168 -172 133 -155
Equipment Rental 501 1 173 -175
Capital Items Summary 1 179 -180