HomeMy WebLinkAbout20-074 - Otak, Inc - NPDES Phase II Permit ConsultantCity of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number: 20-074(d)
Council Approval N/A
CONTRACT FOR SERVICES
Amendment #4
Between the City of Tukwila and Otak, Inc.
That portion of Contract No. 20-074 between the City of Tukwila and Otak, Inc. is hereby
amended as follows:
Section 3 — Duration of Agreement; Time for performance. This Agreement shall be in
full force and effect for a period commencing upon execution and ending June 30, 2021, unless
sooner terminated under the provisions hereinafter specified. Work under this Agreement shall
commence upon 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 no later than
June 30, 2021, unless an extension of such time is granted in writing by the City.
All other provisions of the contract shall remain in full force and effect.
Dated this 25th day of May , 20 21
CITY OF TUKWILA CONTRACTOR
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Allan Ekberg, Mayor 05/25/2021
Printed Name: Trista Kobluskie
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W:APW Eng\PROJECTS\A- DR Projects\NPDES Program (99341210)A2019 2021 Capacity Grant\Otak MS4 Mapping\Otak SMAP Amendment
4\Otak Additional Mapping and Source Control Work Amendment #4.doc
CA Reviewed May 2020
Page 1 of 1
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City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number: 20-074(c)
Council Approval N/A
CONTRACT FOR SERVICES
Amendment #3
Between the City of Tukwila and Otak, Inc.
That portion of Contract No. 20-074 between the City of Tukwila and Otak, Inc. is hereby
amended as follows:
Section 2 — Scope of Services, shall be supplemented with the following:
Otak, Inc. agrees to provide additional NPDES Phase II permit support in accordance with
the scope of work included as Exhibit A — Scope of Work and Fee Summary.
Section 4 Payment, shall be supplemented with the following:
Payment for work provided by Otak, Inc. shall be made as provided on Exhibit B — Scope
of Work and Fee Summary, attached hereto, provided that the total amount of payment to
Otak, Inc. for this work shall not exceed $9,300 without express written modifications of the
Agreement signed by the City. The new total contract shall not exceed $84,794 without
express written modification of the Agreement signed by the City.
All other provisions of the contract shall remain in full force and effect.
Dated this
21st day of May
, 2021
CITY OF TUKWILA CONTRACTOR
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Allan Ekberg, Mayor
5/21/2021
Printed Name: Trista Kobluskie
ATTEST/AUTHENTICATED APPROVED AS TO FORM
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Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
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CA Reviewed May 2020
Page 1 of 1
City of Tukwila
MS4 Mapping and Preliminary Stormwater Planning Assistance
Amendment No. 3
Otak Project 33296
May 5, 2021
Understanding
City of Tukwila (City) is authorized to discharge stormwater runoff to surface waters of the state by the
Washington Department of Ecology (Ecology) under the Western Washington Phase II Municipal Stormwater
Permit. Ecology has reissued the permit, effective August 1, 2019 through July 31, 2024. The City previously
requested Otak's assistance in complying with three sections of the permit: S5.C.4, MS4 Mapping and
Documentation, and elements of S5.C.1., Stormwater Planning, and elements of S5.C.8, Source Control.
The task for MS4 Mapping and Documentation has been determined to require more extensive work than
originally scoped for the following reasons:
1. More coordination was required up front with the City's GIS/IT team, including two additional 90 -
minute meetings and additional preparation.
2. The task was scoped as a desktop GIS assessment relying in large part on automated analyses.
When we began employing these analyses on the City's GIS data, they appeared inaccurate to
our engineering team. Therefore, we manually reviewed 1,961 of the City's "drain points" to
identify outfalls and infiltration facilities.
3. The number of large outfalls (greater than 24" diameter) exceeded our expectations, so we
created more drainage basin polygons than expected.
For other tasks, including Team Coordination and expenses, we will not expend the budget. Therefore, we will
reduce budget in those tasks.
Amended Task Budgets
III III 111
Task 120 — Team Coordination $5 760 -$800 $4 960
Task 210 — Requirements Analysis and Data Collection $5 276 +$1,700 $6 976
Task 220 — Desktop Analyses $14 604 +$9,000 $23 604
Task 230 — Data Delivery/Packaging $1 064 +$0 $1 064
Task 240 — Documentation $5 060 +$0 $5 060
Phase/Task 900 — Direct Expenses $600 -$600 $0
Net Change +$9,300
Proposed Fee Summary
Contract Fee Total $75,494
Above -listed modifications $9,300
Revised Fee Total $84,794
City of Tukwila Agreement Number: 20-074(b)
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
Amendment #2
Between the City of Tukwila and Otak, Inc.
That portion of Contract No. 20-074 between the City of Tukwila and Otak, Inc. is hereby
amended as follows:
Section 3 — Duration of Agreement; Time for performance. This Agreement shall be in
full force and effect for a period commencing upon execution and ending May 31, 2021, unless
sooner terminated under the provisions hereinafter specified. Work under this Agreement shall
commence upon 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 no later than
May 31,2021 unless an extension of such time is granted in writing by the City.
All other provisions of the contract shall remain in full force and effect.
Dated this 19th day of March
CITY OF TUKWILA CONTRACTOR
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Allan Ekberg, Mayor 03/19/2021
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Printed Name: Trista Kobluskie
ATTEST/AUTHENTICATED APPROVED AS TO FORM
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Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
W:\PW Eng\PROJECTS1 A- DR Projects\NPDES Program (99341210)12019 2021 Capacity Grant\ Otak MS4 MappinglOtak SMAP Amendment 2
'rime ExtentionlOtak Amendment 2 Additional Mapping and Source Control Work.doc
CA Reviewed May 2020
1/1
Page 1 of 1
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
Agreement Number: 20-074 (a)
CONTRACT FOR SERVICES
Amendment #1
Between the City of Tukwila and Otak, Inc.
That portion of Contract No. 20-074 between the City of Tukwila and Otak, Inc. is hereby
amended as follows:
Section 2 — Scope of Services, shall be supplemented with the following:
Otak, Inc. agrees to provide additional NPDES Phase II permit support in accordance with
the scope of work included as Exhibit A — Scope of Work and Fee Summary.
Section 4 — Payment, shall be supplemented with the following:
Payment for work provided by Otak, Inc. shall be made as provided on Exhibit A — Scope
of Work and Fee Summary, attached hereto, provided that the total amount of payment to
Otak, Inc. for this work shall not exceed $19,892 without express written modifications of
the Agreement signed by the City. The new total contract shall not exceed $75,494
without express written modification of the Agreement signed by the City.
All other provisions of the contract shall remain in full force and effect.
Dated this 1.9th
CITY OF TUKWILA
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ATTEST/AUTHENTICATED
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CONTRACTOR
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Printed Name: Trista Kobluskie
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Christy O'Flaherty, MMC, City Clerk Office of the City Attorney
CA Reviewed May 2020
1/1
Page 1 of 1
Exhibit A - Scope of Work and Fee Summary
City of Tukwila
MS4 Mapping and Preliminary Stormwater Planning Assistance
Scope of Work
Amendment No. 1
Otak Project 33296
February 5, 2021
Understanding
City of Tukwila (City) is authorized to discharge stormwater runoff to surface waters of the state by the
Washington Department of Ecology (Ecology) under the western Washington Phase II municipal stormwater
permit. Ecology has reissued the permit, effective August 1, 2019 through July 31, 2024. The City previously
requested Otak's assistance in complying with two sections of the permit: S5.C.4, MS4 Mapping and
Documentation, and elements of S5.C.1., Stormwater Planning, and elements of S5.C.8, Source Control.
For this amendment, Otak will take additional steps toward complying with S5.C.1, Stormwater Planning, and will
begin work to comply with elements of S5.C.8, Source Control.
New Tasks
300 Prepare for SMAP Receiving Water Existing Conditions Assessment
330 Stormwater Management Influence Evaluation
This task corresponds to Step 2.3 on page 5 of the SMAP Guidance. The purpose of this task is to gather and
prepare a map of landscape -scale data that help explain and predict receiving water conditions. The maps will be
suitable for use in Step 3 of the SMAP process, Assess Stormwater Management Influence.
Assumptions
• No travel is required for meetings.
• Average Daily Traffic (ADT) is available digitally.
• Maps will show roads with higher ADTs; zoning of commercial, industrial, and mixed use areas; locations
of water quality and flow control BMPs; flow control status of surface water; or other similar available
landscape -scale information that will help explain and predict receiving water conditions.
• Maps will be prepared for the four basins selected in a previous step.
Dielive ab!es
• Draft Stormwater Management Influence (SMI) Maps (4)
• Final SMI Maps (4)
400 Source Control Ordinance
The purpose of this task is to provide draft regulatory language to meet the requirements of S5.C.8.a. and b.i. In
2020, Otak prepared a gap analysis to assess the City's compliance with the 2019-2024 permit. The gap analysis
findings indicate that the City does have a source control ordinance or regulation that applies to existing land
uses. The permit deadline for ordinance adoption is August 1, 2022.
Ilred-ae.otak.comlprojlProject1332001332961ContractlAmendment 1133296 Amend 1 Scope of Work 2021-02-04 Combined.docx
MS4 Mapping and Stormwater Planning Assistance
Amendment No. 1 - Scope of Work
1
Otak
410 Draft Source Control Ordinance
Otak will collect examples of source control ordinances from other NPDES municipal permittees in Washington.
Otak will review Tukwila Municipal Code (TMC) Title 14, Water and Sewers; Title 21, Environmental Regulations;
and Title 8, Public Peace, Morals and Safety. Based on the collected examples and review of existing Titles, Otak
will recommend where to place regulatory language relating to source control — in a new title, in a new chapter
within an existing title, or within an existing chapter.
A 90 -minute meeting will be held with the City Attorney and other staff to discuss Otak's findings and
recommendation.
Upon agreement by City staff with the recommendation, Otak will draft amendments in the form of strikeout and
underline text.
Assisi np ton s
• No travel is required for meetings.
• Up to three Otak staff may attend meetings by teleconference.
• Drafts are in the form of strikeout and underline to code language; development of the adopting ordinance
is not included.
Deliverables
• Recommended placement of Source Control regulatory language
• Summary of meeting with City Attorney
• Draft Code Amendments (one new title, or one new chapter, or amendments in up to three chapters)
Proposed Fee Summary
Original Contract Fee Total $55,602
Above additional scope items (see Attachment A for details) $19,892
Revised Fee Total $75,494
See Attachment A for the detailed fee.
MS4 Mapping and Preliminary Stormwater Planning Assistance
Amendment No. 1 - Scope of Work
2
Otak
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Description
Receiving Water Receiving
Conditions Assessment
Stormwater Management
Influence Maps
Source Control Ordinance
Draft Source Control
Ordinance
Total Hours
Annualized Billing Rate
Total Labor Cost
Direct Expenses
Project Total
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City of Tukwila
6200 Southcenter Boulevard, Tukwila WA 98188
20-074
Contract Number:
Council Approval 8/3/20
PROFESSIONAL SERVICES AGREEMENT
(Includes consultants, architects, engineers, accountants, and other professional services)
THIS AGREEMENT is entered into between the City of Tukwila, Washington, hereinafter
referred to as "the City", and Otak Inc. , 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 support
services in connection with the project titled 2019-2024 INPDES MS4 Mapping and
Stormwater Planning Assistance
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. Duration of Agreement; Time for Performance. This Agreement shall be in full force and
effect for a period commencing upon execution and ending March 31
2021 , unless sooner terminated under the provisions hereinafter specified.
Work under this Agreement shall commence upon 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 no later than March 31, 2021 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 $55,602.00 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 as 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 the state of Washington 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, drawinga, 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 oop|es, including reproducible
omp|eo, of drawings arid specifications for informaUon, reference and use in connection with
the Consultant's endeavors. The Consultarit shall riot be responsible for any use af the said
doounlents, dravv|ngs, specifications or other materials by the City on any project other than
the prject specified in this Agreement.
6. Compliance with Laws. The Consultant sho||, in performing the sen/ices contemplated by
this Agneement, faithfully observe and comply with all federal, state, and local |avvs,
ordinances and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its off|oers,
officia|s, employees and volunteers harmless from any and all claims, injuries, dannaQes,
losses or sults including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this /\greennent, except for injuries and
damages caused by the sole neg!igence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to peraona or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its of0nmns, off|o|o|o, annp|oymes, and volunteers, the ConauCtamt'o liability
hereunder shall be only to the extent of the Consultant's negligence. It is further specifically
and expressly understood that the indemnification provided herein constitutes the
Consultant's waiver of immunity under Industrial Insurance, Title 51 RCVV, solely for the
purposes of this indemnification. This waiver has been mutually negotiated by the parties.
The provisions of this section shall survive the expiration or termination of this Agreement.
8. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from
or in connection with the performance of the work hereunder by the ConsuVtant, its agenta,
rapnamentaUves, or employees. Consultant's maintenance of insurance as required by the
agreement shall not be construed to limit the liability of the Consultant to the coverage
provided by such insurance, or otherwise limit the City's recourse to any remedy available at
Iaw or in equity.
A. Minimum Amounts and Scope of Insurance. Consultant shall obtain insurance of the
types and with the Iimits described below:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1.000.000 per accident. Automobile Liability
insurance shall cover all ovvned, non -owned, hired and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a
substitute form providing equivalent liability coverage. If necemsary, the policy
shall be endorsed to provide contractual liability coverage.
2. Commercial General LiabiIitv insurance with limits no less than $2,000,000 each
occurrence, $2,000,000 general aggregate. Commercial General Liability
insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall
cover liability arising from premises, operations, stop -gap independent contractors
and personal injuand advertising injury. The City shaii be named as an
additional insured under the Consultant's Commercial General Liability insurance
policy with respect to the work performed for the City using an additional insured
endorsement at Ieast as broad as ISO endorsement form CG 20 26.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
CA revised May 2020
Page 2
4. Professional Liability with limits no less than $2,000,000 per claim and $2,000,000
policy aggregate limit. Professional Liability insurance shall be appropriate to the
Consultant's profession.
B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher
insurance limits than the minimums shown above, the Public Entity shall be insured for
the full available limits of Commercial General and Excess or Umbrella liability
maintained by the Contractor, irrespective of whether such limits maintained by the
Contractor are greater than those required by this Contract or whether any certificate of
insurance furnished to the Public Entity evidences limits of liability lower than those
maintained by the Contractor.
C. Other Insurance Provision. The Consultant's Automobile Liability and Commercial
General Liability insurance policies are to contain, or be endorsed to contain that they
shall be primary insurance with respect to the City. Any Insurance, self-insurance, or
insurance pool coverage maintained by the City shall be excess of the Consultant's
insurance and shall not be contributed or combined with it.
D. Acceptability of insurers. Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A:VII.
E. Verification of Coverage. Consultant shall furnish the City with original certificates and
a copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the Contractor
before commencement of the work. Upon request by the City, the Consultant shall
furnish certified copies of all required insurance policies, including endorsements,
required in this Agreement and evidence of all subcontractors' coverage.
F. Notice of Cancellation. The Consultant shall provide the City with written notice of any
policy cancellation, within two business days of their receipt of such notice.
G. Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the City
may, after giving five business days notice to the Consultant to correct the breach,
immediately terminate the contract or, at its discretion, procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the sole discretion of the City, offset against funds
due the Consultant from the City.
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.
CA revsed May 2020
Page 3
11. Discrimination Prohibited. Contrector, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, ne|igion, creed, oo|or, national origin,
age, veteran atatuo, sex, sexual o[ientstion, gender idendNv, marital statun, political affiliation,
the presence of any disability, or any other protected class status under state or federal law,
in the seIecton 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 mmnnber, 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 terrns of this Agreement, 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. Applicable Law; Venue; Attorney's Fees. This Agreement shall be subject to, and the
Consultant shall at all times comply vvith, all applicable #ydeoa|, state and local |avvm,
regu|atKoms, and ru1es, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. In the event any nu|t, orb|tnyUon, or other proceeding is
instituted to enforce any term of this Agrem,nent, the parties specifically understand and
agree that venue shall be properly laid in King Coumty, Washington. The prevailing party in
any such action shall be entitled to its attorneys fees and costs af suit. Venue for any action
arising from cr related to this Agreement shall be exclusively in Kng County Superior Court.
16. Severability and SurviIf any term, condition or provision of this Agreement is declared
void or unenforceable or limited in its application or effect, such event shall not affect any
other provisions hereof and all other provisions shall remain fully enforceable. The
provisions of this Agreement, which by their sense and context are reasonably intended to
survive the completion, expiration or cancellation of this Agreement, shall survive termination
ofthis Agreement.
17. Notices. Notices to the City of Tukwiia shall basent to the following address:
City Clerk
City af Tukwila
6200 Southcenter Boulevard
Tukm/i|a, WA 88188
Notices to Consultant shall be sent to the foliowing address:
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18. Entire Agreement; Modification. This Agreement, together with attachments or addenda,
represents the entire and integrated Agreement between the City and the Consultant and
supersedes all prior negotiations, m*pnesemtodoma. or agreements written or oral. No
amendment or modification of this Agreement shall be of any force or effect unless it is in
writing and signed by the parties.
CA revised May 2020
Page 4
DATED this 26th day of August , 20 20 .
CITY OF TUKWILA
Clare
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Allan Ekberg, Mayor
Attest/Authenticated:
Oh4.€4 j r(.6?( '1eictJ
City Clerk, Christy °Flaherty
CA revised May 2020
CONSULTANT
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Russell W, Gaston Lcmca.NEs{425. }
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By:
[]ate! 2020 06.12 13;4 ;40-07',00'
Printed Name:
Title:
Approved as to Form:
c `amu c`>aked
Office of the City Attorney
Page 5
City of Tukwila
MS4 Mapping and Preliminary Stormwater Planning Assistance
Scope of Work
Otak Project 33296
July 13, 2020
Project Understanding
City of Tukwila (City) is authorized to discharge stormwater runoff to surface waters of the state by the
Washington Department of Ecology (Ecology) under the western Washington Phase II municipal stormwater
permit. Ecology has reissued the permit, effective August 1, 2019 through July 31, 2024.
The City has requested Otak's assistance in complying with two sections of the permit: S5.C.4, MS4 Mapping and
Documentation, and elements of S5.C.1., Stormwater Planning.
100 Project Management
The purpose of this task is to manage the project through its lifetime and deliver products that meet the contract
terms, scope of work, and schedule.
110 Contract Management and Administration
The purpose of this task is to manage the project and track progress.
The project manager will:
• Manage the contract
• Prepare a schedule and up to one update
• Prepare a monthly status report to track schedule and earned value of the project
Ass.unvi'ions
• The project length will be 6 months.
Deliverables
• Project schedule and one update
• Monthly status report
• As -needed management of contract
120 Team Coordination
The purpose of this task is to establish routine coordination with the City and to coordinate staff for efficient and
effective delivery of the project.
The project manager will:
• Establish a twice -monthly 30 -minute status meeting with the City's PM to discuss status, schedule, and
next steps
• Keep a log of decisions made during status and technical meetings
• Hold one-hour internal team kick-off meeting
• Hold a twice -monthly internal team meeting with team members active in the then -ongoing task(s)
KIProject1332001332961Contract133296 Scope of Work v2 docx
MS4 Mapping and Stormwater Planning Assistance
Scope of Work
Otak
Deliverables
"
As -needed updates to Decision Log
▪ Meeting summaries
Assompbons
No traveis required for meetings
Staff attending the technical meetings, other than the PM and the Principal, will charge time to the task(s)
they are carrying out
200 Storm System Mapping
210 Requirements Analysis & Data Collection
We will collect and briefly examine the latest versions of existing storm sewer system data in GIS, KML,
spreadsheets, and/or spreadsheets exported from other databases from the City FDF maps of the storm sewer
system will also be collected.
Otak wildevelop a list of GIS datasets that need to be updated or created and a schema for each This analysis
will be based on the NPDES Permit requirements and the Mapping Guidance for Municipal Storrnwater
Permittees documen(Guidance) and will incorporate information from Otak's previous NPDES Permit Gap
Analysis and the City's existing data dictionary. Definitions of terms will be derived from the permit and the
Guidance.
Needs documented in Otak's gap analysis include:
• For outfalls
" Distinguish outfalls from other systme|emantmuaing the perrnit definition
ci Associate size and material attributes of outfalls that are tracked in other databases with outfalls,
where known
�
Distinguish discharge points from other system elements using the permit definition
o
Map areas (drainage basins or properties) that do not discharge to surface waters
• Map drainage areas (drainage basins) tributary to each outfaI of 24 -inch diameter or greater
"
Standardize how the connections between the City's storm sewer and other municipalities and between
private systems and the City's storm sewer are docurnented in the database
The City's preference for spatial reference information will be collected, Spatial references will include a datum
and a geographic coordinate system.
The Gitys rules for namingfidentifyingelementsofthestonmaystemwiUbeooUected.Fnrexample.theCitymay
assign a unique identifier for detention ponds which is serialized by date of installation or which contains an
indication of the drainage basin.
Two meetings will be held with the City's project team to gather and present information. Both pubic works
and IT or GIS department staff will attend these meetings
Through discussion with the City's team, Otak will recommend the format of the final data files. Recommendations
will be based an format of existing data files, best practices, and ease of use for the City. Options include
shapefiles and a file geodatabase. The requirements analysis will list the datasets to be created or updated,
describe the schema of each, and will also include a brief discussion of definitions and naming conventions
MS4 Mapping and Preliminary atornwamPlanning Assistance 2
Scope of Work
Otak
• Meeting summaries
• GIS requirements anaIyss
Assumptons
• No traveisrequired for meetings
• City will identify and provide the pertinent data sets and maps to Otak on its own
• City will state its preferred spatial reierences for data storage — datum and coordinate system
• City will provide information on its conventions for naming/identifying storm system elements
220 Desktop Analyses
Otak will update or create GIS datasets of the City's storm sewer system with the goal of mapping elements in a
manner that meets permit requirements. This may include integrating information from separate data sources,
disaggregating data sets, aggregating data sets, updating attribute values based on permit definitions, adding
fields to existing datasets and populating values based on information' from separate data sources (e.g. a
spreadsheet), or creating new polygon data using spataI anayses.
Data will be stored, analyzed, and presented usng the City's preferred datum and coordinate system. Naming
conventions for system elernents will be preserved.
A discussion draft map of each new or updated GIS file will be provided for review by the City, as well as a
spreadsheet export. These items will be reviewed in a 90 -minute meeting and further reviewed in detail for
accuracy by the City. Otak will incorporate City comments into the final updates to each GIS dataset
Delivercbles
• Dscussion draft map of each data fire, E -size ar sFmilar
• GIS datasets, draft and final, up to five
• Final E -size maps in PDF format
�xsuNons
• A maxirnum af five new or updated datasets s included
• A maximurri offlve non -GIS data sources wifl be integrated into the GIS (e.g. KML, spreadsheets)
• No travel is required for meetings
• Analyses will' use existing data provided by the City; no fieldwork is included
• Information from separate data sources that will be integrated into an existing GIS file must be able o be
inked to the GIS either through a shared idemdfier(e.g.haoi|ihy|Onwmbor)'orbycoordinateo.orby
spatial join (e g. feature tracked in a KML which is located in the identic& location in the GIS file).
• City will provide detailed review of the discussion draft maps and GIS files
230 Data Delivery/Packaging
After updates have been finalized, Otak will package and deliver final GIS files in a format that is useful for the
Cdy.Geodatebaoe filas wili include an XML metadata file.
Deliverables
• GIS files of City storm sewer
MS4Mapping and Preliminary mtorrnwater Planning Assistance
Scope of Work
3
240 Documentation
Obakwill document in a technical memorandum the mapping standards for both the updated/new datasets and
existing GIS storm system datasets that were not altered in the project. The draft will be provided to the City and
one round af compiled comments will be incorporated into the final,
The memorandum is assumed to contain four pages of narrative plus a visua representaton of the GIS file
schema developed in Task 2.1 as an exhibit. The memorandum will contain the following technical information
spatial reference standards, list of data sets, brief description of each dataset, a list of key attribute fields for each
dataset, and naming convention for each system element.
300 Prepare for SMAP Receiving Water ExistingConditionsAssessment
This task aligns with the firssteps of the Receiving Water Conditions Assessment as defined in the 2019 SMAP
Guidance document. These first few steps look at existing conditions of receiving waters at a planning level.
310 Basin Delineation Map
This task corresponds to Step 1 on page 3 of lhe 2019 SMAP Guidance. The purpose of this task is to defirie
basin boundaries and calculate size and portion inside City limits. The delineations of the nine basins identified in
the 2013 Surface Water Comprehensive Plan will be adopted as -is. Otak will create a regional map showing the
fulE boundaries af aIF the basins, including the portions that fall outside of the City Iimits. The regional map will
depict surface waters and names, Tukwila city limits, basin boundaries and names, and adjacent cities. The size
of the map (letter, tabloid, full-size) will be determined in discussion with the City
Basins with less than 1 square mile or greater than 20 square miles will be ehminated from further consideration.
It is assumed that four basins are eligible for further consideration — Green/Duwamish River Mainstem, Gilliam
Creek, P17, and Johnson Creek.
AoxVia s
• The City will provide GIS data of the storm system, city boundary, and nine basins delineated in the 2013
Surface Water Comprehensive Plan
• The deljneatjons ofthe nine basins identified Fnthe 2013 Surface WaterComprehensive Pan wiil be
adopted as -is
• One round of review s inckided
• The remainder of this scope of work pertains ony to the four eIigibe basins
Deliverables
• Basin delineation mapdraft and fina
• List of eIFgibe basins
320 Preliminary Water Quality Existing Conditions Assessment
This task corresponds to Steps 2.1 and 2.2 on page 5 of the SMAP Guidance. The purpose of this task isto
document the desired water quality conditions in each basin based on regulatory objectives and to make a
preliminary assessment as to hcw weIF such goals have been attained.
Using data from Department of Ecalogy, Otak will map designated uses and impairment status of each receiving
water.
A 90 -minute workshop will be held to review the designated uses and impairments and to select one or two
appropriate indicators of water quality conditions for each receiving water. An indicator might be one pollutant of
MS4 Mapping and Prelimmarymtornwater Planning Assistance
Scope of Work
4
concern, or an indicator of habitat quality such as Biotic Index of Benthic Invertebrates (B -IBI) score, or fish
counts, or similar metric that can be used as an "indicator" measure of overall condition. The workshop will also
be used to discuss the sources af I'and usa and environmental data available for the basins and to begin to collect
information about known issues in each basin. Supporting material for the workshop will include a preliminary
map of each basin and a discussion draft of indicators that could be selected.
After selecting ndicators, Otak wili prepare a planning levelanalysis of expected pcliutant Ioadings based on
existing land uses for each basin. Up to two poutants may be modeled. The analysis wiH make use of EPA's
STEP -L spreadsheet modeling tool,
Finaily, using exsting data about the indicators selected, Otak will qualitatively assess the extent to which desired
conditions are being met.
This task wilt be documented in a Desired Water Quality Conditions and Attainment memorandum, The draft will
be presented to the City in a 60 -minute intake meeting, and City staff will have a chance to review it further
afterwards. One round of compiled comments will be incorporated into the final. The Desired Water Quality
Conditions memorandum is assumed to contain six pages of narrative plus a map of each basin (four) depicting
designated uses, impairment status, and features relatingi 10 the selected water quality indicatars.
The memorandum will support the future update of tb!e Surface Water Comprehensive Plan and 8MAP
lir tn
• Designated Uses and Impairments will be downloaded from Department of Ecology
• City will provide land use GIS data, which may be zoning or other indicator of existing land uses
• No travel is required for workshop
• Up to three Otak staif may attend the workshop by teleconference
• Workshop agenda and summiary
• Four preliminary basin maps for workshop
• Discussion draft of ndicators for workshop
• STEP -L spreadsheet tool for each basin
• Desired Water Quality Conditions memorandum, draft and final
• Four 8i6x11 maps, draft and fina!
MS4 Mapping and Preliminary Stosmwaer Pienning Assistance
Scope of Work
5
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Contract Management & Administration
Team Coordination
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Requirements Analysis & Data Collection
Desktop Analyses
Data Delivery/Packaging
Documentation
Receiving Water Receiving Conditions
Assessment
Basin Delineation Map
Preliminary Water Quality Existing Conditions
Assessment
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