HomeMy WebLinkAboutReg 2021-10-18 Item 5E - Agreement - Stormwater Management Action Plan and Surface Water Comprehensive Plan with Otak for $366,000COUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayor's review
Council review
10/18/21
JR
ITEM INFORMATION
ITEM NO.
5.E.
41
STAFF SPONSOR: SHERRY EDQUID
ORIGINAL AGENDA DATE: 10/18/21
AGENDA ITEM TITLE Stormwater Management Action Plan & Surface Water Comprehensive Plan
Consultant Selection and Agreement
CATEGORY ❑ Discussion
Mtg Date
Motion
Date 10/18/21
❑ Resolution
Mtg Date
❑ Ordinance
M Date
❑ Bid Award
Mtg Date
❑ Public Hearing
Mtg Date
❑ Other
Mtg Date
Mtg
SPONSOR ❑Council Mayor HR DCD ❑Finance Fire TS P&R ❑Police 11 PW ❑Court
SPONSOR'S The City seeks to hire a consultant to update the SWCP and develop the SMAP to meet new
SUMMARY National Pollutant Discharge Elimination System (NPDES) permit requirements. The City
advertised for consultants to 57 potential firms. Two firms submitted proposals. Otak, Inc
best met the project requirements and has done satisfactory work in the past. Council is
being asked to approve a consultant agreement with Otak, Inc in the amount of $366,000
for the SMAP and SWCP project.
REVIEWED BY
Trans&Infrastructure
❑ CommunitySvs/Safety ❑ Finance Comm. ❑ Planning/Economic Dev.
❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
COMMITTEE CHAIR: VERNA SEAL
❑ LTAC
DATE: 10/11/21
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMMITTEE
Public Works Department
Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$366,000.00 $366,000.00 $0.00
Fund Source: SURFACE WATER
Comments: 2021-2026 CIP, Pages 80, 88, 92
MTG. DATE
RECORD OF COUNCIL ACTION
10/18/21
MTG. DATE
ATTACHMENTS
10/18/21
Informational Memorandum dated 10/08/21
2021-2026 CIP, Pages 80, 88, 92
Consultant Agreement
Minutes from Transportation and Infrastructure Committee meeting of 10/11/21
41
42
City of Tukwila
Allan Ekberg, Mayor
PtT b c Works Deportment - Barr Porrnekanti, Director/City Engineer
INFORMATIONAL MEMORANDUM
TO: Transportation and Infrastructure Services Committee
FROM: Hari Ponnekanti, Public Works Director/ City Engineer
BY: Sherry Edquid, Project Manager
CC: Mayor Allan Ekberg
DATE: October 8, 2021
SUBJECT: Stormwater Management Action Plan & Surface Water Comprehensive Plan
Project No. 99341210 and 82141202
Consultant Selection and Agreement
ISSUE
Request to approve a consultant contract with Otak, Inc. to prepare and update the City's Stormwater Management Action Plan
(SMAP) and Surface Water Comprehensive Plan (SWCP).
BACKGROUND
The Public Works Department seeks to hire a consultant to update the SWCP and develop the SMAP to meet new National Pollutant
Discharge Elimination System (NPDES) permit requirements and reflect current City surface water needs. This requires the City to
implement a comprehensive SMAP that entails a priority watershed and catchment by 2023. At the same time, the City seeks to
update their 2013 SWCP to take advantage of the SMAP's studies and update the plan to reflect current City surface water
infrastructure needs. The City plans to submit a grant application to the Department of Ecology's Water Quality Combined Funding
program to fund a portion of this plan.
ANALYSIS
The current MRSC Consultant Roster was used to advertise for consultants via email solicitations to 57 potential firms. Two
proposals were received, one from Landau Associates and the other from Otak, Inc who was selected for best meeting the project
requirements. The City and Public Works have been very satisfied with Otak's past work.
FISCAL IMPACT
A preliminary cost estimate from Otak, Inc for the SMAP and SWCP is anticipated to be $366,000. The budget for this project
is $200,000 from the Surface Water Comprehensive Plan CIP, and the remaining funds will be moved from the NPDES
Program CIP ($86,000) and the Surface Water GIS Inventory CIP ($80,000). We are also researching potential grants to fund
this project.
Cost Estimates
Otak, Inc Contract $366,000
Total $366,000
2021-2023
Surface Water Comp Plan
Surface Water GIS Inventory
NPDES Program
Funding Sources
$200,000
80,000
86,000
$366,000
RECOMMENDATION
Council is being asked to approve a consultant agreement with Otak, Inc in the amount of $366,000 for the SMAP and SWCP
and consider this item on the Consent Agenda at the October 18, 2021 Regular Meeting.
ATTACHMENTS: 2021-2026 CIP, Pages 80, 88, 92
Consultant Agreement
43
44
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2021 to 2026
PROJECT: NPDES Program Project No. 99341210
Provide programmatic implementation requirements of NPut. i ne Master urainage Program specifies
DESCRIPTION: a NPDES reporting and action plan for City compliance. The services/supplies funds will also include any
iilrllIlicit �s rr
Sita e igrU requirementsincl} uaa e anaR Ua report,pupllcieoucationana outreacn, wcit aiscnarge
JUSTIFICATION: detection
and illumination, approved technical standards, staff training, inspections of public and private systems, and
drainaae system mans_
STATUS: All current NPDES requirements have been implemented. LID added to TMC in 2017.
MAINT. IMPACT: Additional cleaning and documentation will require added staff resources.
National Pollutant Discharge Elimination System (NPDES). Additional NPDES requirements will be ongoing.
Costs shown include emergency supplies, testing equipment, DOE testing, and annual public outreach
surveys. Added Smap requirements requiring changes to GIS Mapping to conform with DOE NPDES
standards.
COMMENT:
FINANCIAL Through Estimated
(in $000's)
2019 2020 2021
2022 2023 2024 2025 2026 BEYOND TOTAL
EXPENSES
Staff
1,557
222
1,779
Services/Supplies
495
50
100
50
55
55
60
60
65
990
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
2,052
272
100
50
55
55
60
60
65
2,769
FUND SOURCES
Awarded Grant
213
50
263
Proposed Grant
50
60
110
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
1,839
222
100
0
55
55
0
60
65
2,396
TOTAL SOURCES
2,052
272
100
50
55
55
60
60
65
2,769
Project Location:
Entire System
2021 - 2026 Capital Improvement Program
80
45
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2021 to 2026
PROJECT: Surface Water Comprehensive Plan Project No. 82141202
Periodically revise and update the adopted Surface Water Comprehensive Plan to: 1) Incorporate the latest
DESCRIPTION: requirements of the National Pollution Discharge Elimination System (NPDES) and Endangered Species Act
(ESA); 2) Update Capital Improvement Projects to reflect current needs and completed projects; 3) Include GIS
based basin and system maps as they become available; and 4) Revise Storm Water ordinance as needed.
JUSTIFICATION: The latest requirements from regulatory agencies as well as newly identified City needs must be included in
a regularly updated Surface Water Comprehensive Plan.
STATUS: The Surface Water Comprehensive Plan was completed in 2003 and updated in 2013. Future updates are
planned on a 7 -year cycle with the next update in 2021.
MAI NT. IMPACT:
COMMENT:
FINANCIAL Through Estimated
(in $000's)
2019 2020 2021
2022
2023
2024
2025
2026
BEYOND TOTAL
EXPENSES
Design
163
200
250
613
Land (R/W)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
163
0
200
0
0
0
0
0
250
613
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
163
0
200
0
0
0
0
0
250
613
TOTAL SOURCES
163
0
200
0
0
0
0
0
250
613
Project Location:
Entire System
46 2021 - 2026 Capital Improvement Program
88
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2021 to 2026
Ul L4 IGU
PROJECT: Surface Water GIS Inventory Project No. 1
oh')A 1')n
The GIS (Geographic Information Systems) inventory establishes citywide as -built drawings for the public
DESCRIPTION: drainage systems. This is an ongoing project as all CIP and development infrastructure improvements will
need to be mapped.
JUSTIFICATION: State NPDES requirements include provisions for permitted jurisdictions to compile accurate drainage
system maps for all outfalls 24" or greater.
STATUS: GIS mapping was completed citywide in 2013. Future contracts will keep maps up to date as projects
change the existing system. Combined Asset Management System scheduled for 2017.
MAINT. IMPACT: GIS information will allow maintenance to better track storm facility maintenance needs.
COMMENT: National Pollution Discharge Elimination System (NPDES). Department of Ecology grants for NPDES
permit.
FINANCIAL Through Estimated
(in $000's)
2019 2020 2021
2022 2023 2024 2025 2026 BEYOND TOTAL
EXPENSES
Project Location: / __,_"__"___.,
Entire System
Jo
1
5 5
Ni i ir.
�7 5 -,-
Design
1,673
100
100
150
2,023
Land (R/W)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
1,673
100
0
100
0
150
0
0
0
2,023
FUND SOURCES
Awarded Grant
218
218
Proposed Grant
0
Mitigation Actual
100
100
Mitigation Expected
0
Utility Revenue
1,355
100
0
100
0
150
0
0
0
1,705
TOTAL SOURCES
1,673
100
0
100
0
150
0
0
0
2,023
2021 - 2026 Capital Improvement Program
92
47
Project Location: / __,_"__"___.,
Entire System
Jo
1
5 5
Ni i ir.
�7 5 -,-
r
2021 - 2026 Capital Improvement Program
92
47
48
City of Tukwila
6200 Southcenter Boulevard, Tukwila WA98188
CONTRACT FOR SERVICES
Contract Number:
This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter
optional municipal code city hereinafter referred to as "the City," and Otak, hereinafter referred to as "the
Contractor," whose principal office is located at 700 Washington Street, Suite 300 Vancouver, WA 98660.
WHEREAS, the City has determined the need to have certain services performed for its citizens
but does not have the manpower or expertise to perform such services; and
WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms
and conditions; now, therefore,
IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties
hereto agree as follows:
1. Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform
those services described on Exhibit A attached hereto and incorporated herein by this reference as if
fully set forth. In performing such services, the Contractor shall at all times comply with all Federal,
State, and local statutes, rules and ordinances applicable to the performance of such services and the
handling of any funds used in connection therewith. The Contractor shall request and obtain prior
written approval from the City if the scope or schedule is to be modified in any way.
2. Compensation and Method of Payment. The City shall pay the Contractor for services rendered
according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this
reference. The total amount to be paid shall not exceed $365,996..
3. Contractor Budget. The Contractor shall apply the funds received under this Agreement within the
maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City
whenever the Contractor desires to amend its budget in any way.
4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing
October 25, 2021, and ending December 31, 2023, unless sooner terminated under the provisions
hereinafter specified.
5. Independent Contractor. Contractor and City agree that Contractor 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
Contractor nor any employee of Contractor 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 contributing to the State
Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the
Contractor, or any employee of the Contractor.
6. Indemnification. The Contractor shall defend, indemnify and hold the Public Entity, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or
suits including attorney fees, arising out of or in connection with the performance of this Agreement,
except for injuries and damages caused by the sole negligence of the Public Entity.
CA Revised May 2020 Page 1 of 4
49
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 persons or damages to property
caused by or resulting from the concurrent negligence of the Contractor and the Public Entity, its
officers, officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the
extent of the Contractor's negligence. It is further specifically and expressly understood that the
indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial
Insurance, Title 51 RCW, 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.
7. Insurance. The Contractor 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 Contractor, their agents, representatives, employees or
subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits as required
herein shall not be construed to limit the liability of the Contractor to the coverage provided by such
insurance, or otherwise limit the City's recourse to any remedy available at law or in equity.
A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits
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
owned, 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
necessary, the policy shall be endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence,
$2,000,000 general aggregate and $2,000,000 products -completed operations aggregate
limit. Commercial General Liability insurance shall be as least at broad as ISO occurrence
form CG 00 01 and shall cover liability arising from premises, operations, independent
contractors, products -completed operations, stop gap liability, personal injury and advertising
injury, and liability assumed under an insured contract. The Commercial General Liability
insurance shall be endorsed to provide a per project general aggregate limit using ISO form
CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for liability
arising from explosion, collapse or underground property damage. The City shall be named
as an additional insured under the Contractor's Commercial General Liability insurance policy
with respect to the work performed for the City using ISO Additional Insured endorsement CG
20 10 10 01 and Additional Insured -Completed Operations endorsement CG 20 37 10 01 or
substitute endorsements providing at least as broad coverage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of
Washington.
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 Contractor'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 Contractor's insurance and shall not contribute 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.
CA Revised May 2020 Page 2 of 4
50
E. Verification of Coverage. Contractor 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 Contractor shall furnish certified copies of all required
insurance policies, including endorsements, required in this Agreement and evidence of all
subcontractors' coverage.
F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance
coverage that complies with all applicable requirements of the Contractor -provided insurance as
set forth herein, except the Contractor shall have sole responsibility for determining the limits of
coverage required to be obtained by Subcontractors. The Contractor shall ensure that the Public
Entity is an additional insured on each and every Subcontractor's Commercial General liability
insurance policy using an endorsement as least as broad as ISO CG 20 10 10 01 for ongoing
operations and CG 20 37 10 01 for completed operations.
G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this
work with written notice of any policy cancellation, within two business days of their receipt of such
notice.
H. Failure to Maintain Insurance. Failure on the part of the Contractor 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 Contractor 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 Contractor from the City.
8. Record Keeping and Reporting.
A. The Contractor shall maintain accounts and records, including personnel, property, financial and
programmatic records which sufficiently and properly reflect all direct and indirect costs of any
nature expended and services performed in the performance of this Agreement and other such
records as may be deemed necessary by the City to ensure the performance of this Agreement.
B. These records shall be maintained for a period of seven (7) years after termination hereof unless
permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter
40.14 and by the City.
9. Audits and Inspections. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by law during the performance of
this Agreement.
10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty
(30) days written notice of the City's intention to terminate the same. Failure to provide products on
schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any
reason, the City shall have the right to terminate this Agreement immediately.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this
Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age,
veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the
presence of any disability, or any other protected class status under state or federal law, in the
selection and retention of employees or procurement of materials or supplies.
12. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the
services contemplated by this Agreement without the written consent of the City.
13. Entire Agreement: Modification. This Agreement, together with attachments or addenda, represents
the entire and integrated Agreement between the City and the Contractor and supersedes all prior
negotiations, representations, 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 3 of 4
51
14. Severability and Survival. If 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 of this Agreement.
15. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk, City of Tukwila
6200 Southcenter Blvd.
Tukwila, Washington 98188
Notices to the Contractor shall be sent to the address provided by the Contractor upon the
signature line below.
16. Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit, arbitration, or other
proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and
agree that venue shall be properly laid in King County, Washington. The prevailing party in any such
action shall be entitled to its attorney's fees and costs of suit.
DATED this day of , 20_
CITY OF TUKWILA CONTRACTOR
Allan Ekberg, Mayor
ATTEST/AUTHENTICATED:
City Clerk, Christy O'Flaherty
APPROVED AS TO FORM:
Office of the City Attorney
By:
Printed Name and Title:
Address: 700 Washington Street, Suite 300
Vancouver, WA 98660
CA Revised May 2020 Page 4 of 4
52
SMAP and SWCP
Fee Estimate
Summary of Otak, Inc. and all Subconsultants
Otak Project # 033383.000
10/1/2021
Task
Description
Otak, Inc.
Aspect
Consulting
Total Hours
Total Budget by
Task
100
Project Management and Grant App
01
Contract and Schedule Management
48
4
52
$7,866
02
Coordination
51
15
66
$10,912
03
Monthly Progress Reporting
38
22
60
$8,344
200
Receiving Waters Assessment
01
Intake Existing Data
5
18
23
$3,849
02
Verify Targets
2
6
8
$1,315
03
Compile Additional Data
29
211
240
$40,928
04
StoryMap (Optional)
4
18
22
$3,569
300
Basin Prioritization
01
Draft Prioritization Criteria
13
23
36
$6,989
02
Public Outreach/Involvement
6
16
22
$4,044
03
Finalize Prioritization Criteria and Basin Selection
10
77
87
$15,195
04
Catchment Delineation and Selection
3
21
24
$4,393
400
RetrofitlAction Plan Concept Development
01
Draft Concept Plans
178
17
195
$27,731
02
Final Concepts
95
95
$11,944
500
I SMAP
01
Draft SMAP
61
40
101
$14,708
02
Final SMAP
38
4
42
$5,396
610
SWCP Planning
01
Define the Products
32
32
$3,854
02
Client Review & Update
14
14
$1,587
620
SWCP Discovery
01
Engineering and Asset Data Collection
30
30
$3,966
02
Update Fish Passage Barriers Inventory
9
9
$976
03
Interviews and Preliminary Field Trip with Staff
68
68
$10,640
04
Document Known Issues
128
128
$15,090
05
Summarize Existing Information
43
43
$4,666
06
Screening
51
51
$6,265
07
Regulatory & Operations Review
85
85
$9,636
630
SWCP Visioning
01
Scoring Criteria
46
46
$5,574
640
SWCP Solutions
01
Project Identification
69
69
$9,890
02
Rate and Rank Draft Project List
81
81
$8,970
03
Draft CIP Design
185
185
$22,408
04
Final CIP Design and Fact Sheets
194
194
$21,218
05
Update Surface Water Issues and Solutions
48
48
$5,406
06
Update Atlas
31
31
$4,328
650
SWCP Funding
01
Prepare CIP Schedule and Table
30
30
$4,398
02
Prepare CIP Cost Estimates
43
43
$6,676
03
List Revenue Sources
60
60
$7,576
660
SWCP Implementation
01
Draft SWCP Update
215
215
$23,704
02
Revised Draft SWCP Update
87
87
$9,420
03
Adopted SWCP
40
40
$3,913
04
Public Involvement and Adoption
44
4
48
$7,152
Total Hours
2214
496
2710
$364,496
$1,500
$365,996
Total Labor Cost
$273,990
$90,506
Direct Expenses
$1,500
Project Total
$275,490
$90,506
Otak
Page 1 of 1
K0Project\33300\33383\Contract\33383 Tukwila SMAP SWCP Fee Draft v3 10/1/2021
53
54
SMAP and SWCP
Fee Estimate
O
4
Total Budget by
Phase
O1
D)
4A
M
a0
(O
(A
N
N
N
(A
$35,714
(D
(A
$5,441 I
$51,239 I
r
D
(D
fR
$72,220 I
N
(D
05
a -
(A
$43,297 I
Total Budget
by Task
V'
N. -d)
0)
(D
N.
a
N.
4648 I
CO
n
l()
M
4080
O
N
O
7
(0
N
0
CO
O)
O
M
CO
W
0
23770
11944 I
O
O
0
n
N
CO
V
3854
h
O
(D
s-
O
CO
O)
Mo
O
N.-
O)
O
V
O
15090 1
O
CO
O
V'
(O
CO
N
(O
O
M
O
D)
V'
I�
(O
O
O)
oD
D)
0
N
O)
co
22408
(O
N
N
O
0
a
(n
4328 I
4398
(1.1)-
O
(O
7576
23704
O
N
a
0)
cc) 0
CO
O) N
CO (D
C:$ p O
p) p O)
p) tO V
WC
N. 64 N.N
(R 69
g
O
2
O
N
CO
V'
(n
W
CO
(n
N
O
N
V
M
,_rco
O
O
M
`
95
O
W
CO
N
CO
V'
30
O
O
O
N
M
V'
(n
(f)
CO
co
Ti-
a1
O
CO
CO
V'
CO
O
CO
CO
V'
O
O
LO
N
87
40
44
V
N
N
Q
N
co
V
V
V
V
r-
N
N
V
N
V—
CO
N V
CO
.4 -et
co
64
-
O
D)
cci
69
U a
O O
CO
N
N
Ng
LO N
h
—
C
0
H
CO
(O
m
64
CO
(9
ti.
N
H
V
(n
CO V
En
v
N.
6q
w
(j
N
(n a
H
V
V
N
,-
E-
(D
N
r-
V
N
7
7
56
$127 I
(.
64
Planner
Assoc. 111
O
h
CO
O
M
N
V'
21
O
V,
V
N
CO
28
CO
36
O
CO
0
CO
O
CO
n
7
O
(R
00
(p
O^j
64
Planner
Assoc. IV
O
20
N
N�
O
CO
64
h
69
Designer III
VN
CO
CO
V
N
7
CO
O
ER
O
"
Designer IV
N
40
N
O
O
O
14
N
CI
,r
56
N
470
(n
E-
64
O
h
O
W
U
O
°D
O
N
O
N
CO64
V
O
N
O
N
69
k
W
U
V
N
N
(O
N
CO
CO
CO
rn
(n
v
Oa
69
XO)
U
N
7
N
N
r-
,-
s-
N
N
N
r-
7
N
'Cr
V'
N
N
CO
N
CO
7
)-
CO
69
CO
(O
0.,lL
(y
CV
Planner IV
26
CD
COCO
Cr
,-
CO
CO
N
V
V
CO
CO
V
N
V'
M
V.
N
CO
co
N
co
N
N
N
O
V
V
N
O
N
N
3
24
322
69
p
O)
Sr. PIC/Sr.
PM Civil
N
,-
,-
,-
,-
,-
,-
,-
,-
,-
,_
N
O
O
N
69
(0
O)
d.
N.
Description
(Project Management and Grant App
Lontract and Schedule Management
(Coordination
(Monthly Progress Reporting
(Receiving Waters Assessment
(Intake Existing Data
(Verify Targets
(Compile Additional Data
IStoryMap (Optional)
(Basin Prioritization
(Draft Prioritization Criteria
Public Outreach/Involvement
(Finalize Prioritization Criteria and Basin Selection
(Catchment Delineation and Selection
IRetrofitlAction Pian Concept Development
(Draft Concept Plans
(Final Concepts
SMAP
(Draft SMAP
(Final SMAP
SWCP Planning
(Define the Products
(Client Review & Update
ISWCP Discovery
(Engineering and Asset Data Collection
(Update Fish Passage Barriers Inventory
(Interviews and Preliminary Field Trip with Staff
(Document Known Issues
(Summarize Existing Information
0)
0
U
(Regulatory & Operations Review
SWCP Visioning
(Scoring Criteria
SWCP Solutions
(Project Identification
(Rate and Rank Draft Project List
(Draft CIP Design
(Final CIP Design and Fact Sheets
(Update Surface Water Issues and Solutions
(Update Atlas
SWCP Funding
(Prepare CIP Schedule and Table
(Prepare CIP Cost Estimates
(List Revenue Sources
SWCP Implementation
(Draft SWCP Update
(Revised Draft SWCP Update
Adopted SWCP
Public Involvement and Adoption
Total Hours
Annualized Billing Rate'
Total Labor Cost
Direct Expenses'
Project Total
.14
F.
0
N
0
CO
0
N
0
N
0
CO
0
V'
0
M
0
N
0
CO
0
V'
0
.3
0
N
0
co
O
N
O
C
10
0
N
0
0
N
0
M
0
V'
0
V)
0
O
0
f�
0
C
CO
0
CD
0
N
0
M
0
V'
0
(A
0
O
0
0
0
N
0
M
0
0
N
0
M V'
0 0
or other consideratio
used to develop a fee estimate. Staff in different categories may be used depending on availability, promoti
55
K:\Project\33300\33383\Contract\33383 Tukwila SMAP SWCP Fee Draft v3
56
Subs End Date
1
''gu
g i o
D ° u a
p C d
G b j
F J m
aD
H
b
M m
H h
m
H
d V
�D m
H H
Y
N
H
v� <
y m
H H
P O 3
m m
R H
- s.
m
H
N G^
n
H H
13 496 $ 90,505
OO
Ll
N
—
N—
,c!.,—.2
n
N
n
C
Labor Budget Basis in Hours
Coordinator
Associate Project 1 Staff 2 Senior 1 Project 2 Project 1 Sr. Editor Principal 1 Senior 3 Staff 2 3
iiIIM
$ 223.00 $ 155.00 195.00 $ 155.00 $ 124.00 $ 258.00 $ 223..
N
N
.
N
N of
G N
N
PI
b
P Q
T—
m
p
N
a v
_
m
v_=
a N
43. m
'n
c r
9
m 0
_
N
Work Element
Phase 100 Project Management and Grant Application
100.01 Contract & Schedule Management
100.02 Coordination
100.03 Monthly Progress Reporting
Phase 200 Receiving Waters Assessment
200.01 Intake Existing Data
200.02 Verify Targets
200.03 Compile Additional Data
-Story Map (optional stand-alone task)
Phase 300 Basin Prioritization
300.01 Draft Prioritization Criteria
300.02 Public Outreach/Involvement
300.03 Finalize Prioritization Criteria and Basin Selection
300.04 Catchment Delineation and Selection
Phase 400 RetrofitlAction Plan Concept Development
400.01 Draft Concept Plans
400.02 Final Concept Plans
Phase 500 SMAP
500.01 Draft SMAP
500.02 Final SMAP
Phase 660 SWCP - Implementation
660.01 Draft SWCP Update
660.02 Revised Draft SWCP Update
660.03 Adopted SWCP
660.04 Public Involvement and Adoption
b
57
58
Otak
City of Tukwila
Stormwater Management Action Plan
And Surface Water Comprehensive Plan
Otak Project #33383
October 1, 2021
Project Understanding
The City of Tukwila operates and maintains a municipal storm sewer system (MS4) serving the City limits. The
MS4 operates in a city anchored by commercial, industrial, and residential development within the Green and
Duwamish Watershed. Under the Western Washington Phase II Municipal Stormwater Permit (Permit), issued by
the Washington State Department of Ecology (Ecology), the City is required to develop a Stormwater
Management Action Plan (SMAP) which provides a strategic framework and requirements for the management of
the City's stormwater in a priority basin. In conjunction, the City seeks to issue a new Surface Water
Comprehensive Plan (SWCP) by updating the SWCP prepared in 2013 by CH2MHILL.
The SMAP and its components should be prepared to meet the Permit requirements, including deadlines in
March 2022, June 2022, and March 2023.
The plans shall address the expansion of regulatory requirements, the changing stormwater and surface water
management techniques and strategies, and establish management goals and projects for the future. These
plan(s) shall also reflect the surface water capital and non-structural investments that the City has made since the
previous edition. The final document shall provide a framework for the City's surface and storm water program
moving forward including capital planning projects for the next 10 years.
The City began to meet the SMAP requirement in 2021, with a preliminary receiving waters assessment memo
prepared by Otak.
Project Guidance / Reference Documents
■ City of Tukwila Request for Proposals for a Stormwater Management Action Plan (SMAP) and Surface Water
Comprehensive Plan (SWCP)
■ Otak and Aspect team proposal for City of Tukwila Stormwater Management Action Plan (SMAP) and Surface
Water Comprehensive Plan (SWCP), July 22, 2021
■ 2013 Surface Water Comprehensive Plan, CH2MHILL for City of Tukwila, February 2013
■ Western Washington Phase II Municipal Stormwater Permit, Department of Ecology, 2019-2024
■ Stormwater Management Action Planning Guidance: Phase I and Western Washington Phase II Municipal
Stormwater Permits, Department of Ecology, August 2019
■ Building Cities in the Rain: Watershed Prioritization for Stormwater Retrofits, Washington Department of
Commerce, September 2016
■ Preliminary Receiving Waters Assessment and Stormwater Management Influence memorandum, Otak,
February 24, 2021
K:IProject1333001333831Contract\33383 Tukwila SMAP SWCP Scope of Work Draft v4.docx
59
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Overall Project Assumptions
• The project length is 24 months.
• Meetings and workshops will be held virtually unless otherwise specified.
Scope of Work
Page 2
Phase 100 Project Management
The purpose of this task is to provide Project Management and Administration services during development of the
SMAP and SWCP as well as to develop a grant application to fund Phases 400 and 500 of the project.
01 Contract & Schedule Management
Consultant shall:
a. Prepare a project work plan.
b. Develop and maintain a detailed project schedule, identifying critical tasks necessary to meet the project
timeline. Up to four updates.
c. Develop an abbreviated quality assurance and quality control plan for project deliverables.
d. Manage the contract and subconsultant contract(s).
02 Coordination
Consultant shall:
a. Maintain regular communication and attend up to 20 one-hour coordination meetings with the City,
including a project start up meeting to discuss project goals, work plan, schedule, and expectations. The
project managers will charge to this task. Other consultant team members attending these meetings will
charge to the task(s) they are currently working on. Meeting summaries will focus on decisions and action
items.
b. Maintain regular communication among the team and hold up to 30 30 -minute internal coordination
meetings. The project managers will charge to this task. Other team members attending these meetings
will charge to the task(s) they are currently working on.
c. Prepare and maintain a decision log shared with the City.
03 Monthly Progress Reporting
Consultant shall:
a. Prepare and submit monthly invoices and monthly project status reports (23). Status reports list activities
completed, issues/needs, and a budget status summary using an earned value analysis.
Phase 100 Deliverables
• Project work plan
• Project schedule and up to three updates
• Abbreviated quality assurance and quality control plan
• Coordination meeting summaries focused on action items
• Decision log and routine updates
• Monthly project status reports
60
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 3
Phase 100 Assumptions
• The project duration is 24 months.
• Coordination meetings may be more frequent at the beginning and during times of intense work and less
frequent at other times.
Phase 200 Receiving Waters Assessment
Otak completed a preliminary receiving water assessment in early 2021. This assessment gathered much of the
data recommended for inclusion by the SMAP guidance from Ecology and the Building Cities in the Rain
methods. The preliminary assessment included:
• Basin delineation
• Identified designated uses and associated water quality standards for the receiving waters
• Gathered water quality data from multiple sources including Ecology, King County, and the USGS
• Gathered GIS data including land use, land cover, roads, density, etc.
• A Long Term Hydrologic Impact Assessment (L-THIA) model for existing land uses and conditions
The preliminary receiving water assessment identified four basins (Green/Duwamish River, Gilliam Creek, P17,
and Johnson Creek) for further analysis. Remaining work in Phases 200 through 400 will take place in these four
basins.
01 Intake Existing Data
Consultant shall:
a. Review and confirm the findings of the preliminary assessment.
02 Verify Targets
Consultant shall:
a. Review and confirm designated uses and associated water quality standards for the four basins.
b. Any changes that are identified will require re -assessment of the water quality data in the affected
watershed to ensure that the assessment is accurate.
03 Compile Additional Data
The final assessment will seek to add in additional information to the assessment following the guidance from
Ecology and the Building Cities in the Rain methods.
Consultant shall consider:
a. Any additional water quality data that was not included in the preliminary assessment. Such as:
▪ Water quality data that has been released since the preliminary assessment was completed
▪ Known water quality or habitat issues documented by the City
b. Areas of upcoming development pressure. This includes current or planned redevelopment, infilling,
zoning changes, etc.
▪ Using future land cover and land use plans, update land use areas in any GIS and a future conditions
L-THIA analysis in any of the four basins, as needed.
c. Evaluate effects on overburdened communities. The USEPA's EJScreen and Washington State
Department of Health's Health Disparity Map will be evaluated for each basin. Information from the City (if
available) will also be evaluated as part of this analysis.
d. Develop a methodology for determining relative stormwater management influence. The overall
improvement from SMAP actions could be affected by the City's existing MS4 system, availability of land,
61
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 4
current land use, relative percentage of basin within City jurisdiction, unique characteristics of the
receiving water, etc. These factors will be assessed for each basin.
e. Apply methodology and document the relative stormwater management influence of the four basins.
GIS Web Maps will be used to document and convey the results of the receiving water assessment. Consultant
shall:
a. Develop Web Maps to show the extent of the water quality concerns, development pressures, relative
ability to improve conditions through stormwater management, etc.
A watershed inventory is required per the Permit S5.C.1.d.i.
Consultant shall:
a. Develop a watershed inventory table (of all nine basins) for submittal to the Washington State Department
of Ecology (Ecology). This table will be based on Table 1 of the Preliminary Receiving Waters
Assessment memorandum and meet the requirements of the Permit S5.C.1.d.i and will include for each
basin:
• Receiving water name
• Total watershed area
• Percentage of watershed in Tukwila's jurisdiction
• Stormwater management influence
• Indication whether or not basin is included in prioritization process
b. Prepare a map of all the basins.
c. Update the preliminary assessment memorandum to document the results of the receiving water
assessment.
04 StoryMap (Optional)
If requested by the City, Consultant shall:
a. Compile the Web Maps and the data behind them into a Story Map that can be used by the City and
Consultant team for internal communication and understanding of the results of the assessment.
b. Modify or update the Story Map for communicating with stakeholders and the public.
Phase 200 Deliverables
• Watershed Inventory Table per Permit S5.C.1.d.i and map of all basins
• Draft assessment of receiving waters memorandum
• Final assessment of receiving waters memorandum
• Relative Stormwater Management Influence methodology, draft and final
• Web Maps
▪ GIS Story Map summarizing receiving water characteristics by basin OR GIS coverages that consolidate
information presented tabularly in the excel table. Scope and fee include GIS Story Map as contingency
but development of Story Map must be authorized separately by City.
Phase 200 Assumptions
• The receiving waters assessment will be limited to the four basins highlighted in the preliminary receiving
waters assessment (Green/Duwamish River, Gilliam Creek, P17, Johnson Creek).
• The City will provide the Consultant with all relevant data available for receiving waters including, but not
limited to, the following:
▪ GIS coverages (as available) including basin delineations, impervious surface coverage, stormwater
facilities, zoning, wetlands, streams, conveyance networks, transportation networks, and water quality
data.
62
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 5
▪ Basin plans, water quality studies, hydrologic modeling reports, and other relevant City documents.
▪ These resources will be used for follow-up questions and coordination and for map preparation to
document receiving water conditions in each basin or sub -basin.
• Consultant will not collect any new water quality data or perform any other field work as part of the
assessment.
• The City will provide input information (as available) on expected land use and growth projections for
receiving waters within the four basins.
• GIS files produced during the project and a PDF of screen shots of the web content will be provide at project
closeout. Aspect Consulting will host Web Maps and Story Map (if authorized by City) throughout the duration
of the project and an additional six months past project closeout. Aspect can continue to host the Story Map
after project closeout at a cost of $500/year. Transfer of Story Map files to be hosted elsewhere is not
included in this scope of work.
o Story Map cost estimate includes one consolidated round of revisions.
• One round of comments and revision is assumed for the final assessment memorandum.
Phase 300 Basin Prioritization
Data compiled in Phase 200 will be used for prioritizing receiving waters and will be used to determine a high-
priority receiving waters to develop a Stormwater Management Action Plan (Phase 400).
01 Draft Prioritization Criteria
The Consultant shall:
a. Develop draft prioritization criteria based on City input, the SMAP guidance from Ecology and the Building
Cities in the Rain guidance. The draft prioritization criteria will include up to 10 factors. Examples of
factors that could be assessed include:
• Level of impairment
• Relative stormwater management influence
▪ Public importance or community value
▪ Cost effectiveness
▪ Availability of land
▪ Planned future development
b. Prepare draft criteria and example scenarios for discussion.
c. Meet with City staff to discuss the draft prioritization criteria and to ensure that the criteria are aligned with
City priorities and values.
02 Public Outreach/Involvement
Input from the public and stakeholders will help shape the prioritization criteria.
The Consultant shall:
a. Prepare a brief draft informational overview of the purpose, goals, process, and expected benefits of
SMAP for inclusion in the City's digital newsletter (The Hazelnut) and which can be emailed by the City to
tribal representatives.
b. Provide the final informational overview incorporating one round of City review and comments.
c. Review any public and stakeholder feedback and develop recommended responses for potential
consideration and/or inclusion in the prioritization process. Transmit the recommended responses to the
City for review and hold a 1 -hour follow-up meeting with the City to discuss the recommendations.
63
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 6
03 Finalize Prioritization Criteria and Basin Selection
Final criteria will be used to compare and rank receiving waters. Consultant shall:
a. Incorporate City and public comments into the final criteria.
b. Apply final criteria to the basins that were assessed under Phase 200.
c. Prepare a draft table of the ranked basins to the City for comment.
Criteria may be modified if results are not consistent with what is known about receiving waters. If this
occurs, another draft list will be prepared using modified criteria.
d. Meet with City staff to discuss the draft list.
e. Following comments, prepare a final ranked list of receiving waters along with documentation of the
selection process and the data that support the selection of the receiving water for the SMAP
development.
04 Catchment Delineation and Selection
Once a basin is selected, it may be divided into catchments if appropriate. Consultant shall:
a. Delineate catchments in GIS using existing drainage, surface water, topography, and other appropriate
data. Once catchments are delineated, they will be evaluated using the developed prioritization criteria to
select the catchment for the development of the retrofit/action plan and SMAP.
Phase 300 Deliverables
• Draft Prioritization Criteria
• Public Outreach/Involvement Materials
Draft and final informational overview of the purpose, goals, process, and expected benefits of SMAP for
publication in The Hazelnut and for City to distribute to Tribes and environmental stakeholders
▪ Recommended responses to public/stakeholder feedback
• Final Prioritization Criteria
• Draft excel table of ranked receiving waters
• Catchment delineation
• Final excel table of ranked receiving waters and selection of receiving water for Stormwater Management
Action Plan.
▪ Table will divide selected receiving water into catchments and selected catchment will be identified for
Stormwater Management Action Plan
• Webmaps, and brief memorandum summarizing selection methods, ranking process, and prioritized basin for
reporting to Ecology under S5.C.1.d.ii.
Phase 300 Assumptions
• All meetings are assumed to be virtual with no associated travel costs.
• The City and up to two members of the consultant team will attend a 1.5 -hour meeting to develop criteria to
prioritize receiving waters.
• The City and up to two members of the consultant team will attend one 1 -hour meeting to discuss draft
prioritization results.
• Consultant will submit draft and final SMAP informational overview to City via email.
▪ City will compile all edits and comments on draft overview into single document.
▪ Cost estimate includes one round of revisions.
• City will coordinate inclusion of SMAP information overview in City's digital newsletter.
• City will send SMAP information overview to tribes and environmental stakeholders
• City will compile all responses and feedback from public, tribes, and environmental stakeholders into
document and transmit to consultant via email.
64
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 7
• The City and up to two members of the consultant team will attend one 1 -hour meeting to discuss
recommendations from the public outreach process.
• The City and up to two members of the consultant team will attend one 1 -hour meeting to discuss final
catchment selection results
• The final list of ranked receiving waters will be prepared following City approval and agreement.
• The City will make final determination and select the high-priority receiving water to develop a Stormwater
Management Action Plan.
• Catchment delineation will only be completed within the selected basin.
• All data may not be applicable for the final catchment selection. For example, a basin may only have water
quality data from a single point rather than from each catchment so a comparison of water quality data may
not be appropriate. Final catchment selection will utilize data that allows for comparisons between catchments
relative to the prioritization criteria.
Phase 400 Retrofit/Action Plan Concept Development
Within the priority basin, the Consultant will identify and develop stormwater management capital improvements,
policies, and programmatic actions that could be implemented in the priority basin following 2019 SMAP
Guidance. If a priority catchment has been selected, the SMAP will be prepared for the catchment.
01 Draft Concept Plans
Consultant shall develop draft concept plans:
a. In a meeting with City staff attended by up to four consultant team members, discuss and select
alternatives for a suite of CIPs, policies, and programmatic actions; document discussion and selection in
meeting notes.
b. Develop up to three draft planning -level capital improvement projects in the priority basin/catchment,
presented as a draft CIP fact sheet.
c. Develop up to one draft policy white paper or up to one draft planning -level targeted SWMP action in the
priority basin/catchment, presented as a draft program fact sheet.
d. Prepare a draft planning -level costs for each solution. CIP costs will include land acquisition, City's
administrative costs, design, construction, and contingency. Costs for non-structural management actions
will include City's administrative costs, one-time costs, and average annual costs.
02 Final Concept Plans
Consultant shall develop final concept plans:
a. Finalize planning -level capital improvement projects in the priority basin/catchment
b. Finalize policy white paper or SWMP action
c. Finalize planning -level costs for each solution. CIP costs will include land acquisition, City's administrative
costs, design, construction, and contingency. Costs for non-structural management actions will include
City's administrative costs, one-time costs, and average annual costs.
d. Prepare a final CIP fact sheet for each CIP
e. Prepare a final Program fact sheet for each programmatic/targeted SWMP action
Phase 400 Deliverables
• Alternative selection meeting notes
• Draft and final planning -level CIP fact sheets (up to three)
• Draft and final policy white paper or program fact sheet (one)
• Draft and final cost estimates
65
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 8
Phase 400 Assumptions
■ The City hopes to secure a grant from the Department of Ecology to fund Phases 400 and 500. The grant
agreement will control the scope of work for this phase, so scope of work for this phase may be amended
based on grant requirements.
■ The fee estimate shows a typical mix of staffing assignments for CIP development, but the actual assignment
between our scientist and engineering, etc., will likely change based on the desired CIPs.
Phase 500 SMAP
The SMAP plan will be a standalone document suitable for submittal to Ecology to satisfy part of the City's
NPDES Western Washington Phase II municipal stormwater permit stormwater planning requirement and suitable
to serve as an appendix to the SWCP.
01 Draft SMAP
Consultant shall:
a. Write the draft SMAP. The SMAP is assumed to be 10 pages in length, not including attachments, with
the following sections:
▪ Introduction
▪ Regulatory Context
▪ Summary of Receiving Waters Assessment
▪ Summary of Basin Prioritization
▪ Priority Basin Plan
▪ Implementation Schedule
▪ Budget Sources
▪ Adaptive Management
▪ Conclusion
b. Compile the final reports and fact sheets from Phases 200, 300, and 400 as attachments to the plan.
02 Final SMAP
Consultant shall:
a. Write the final SMAP, incorporating City comments.
Phase 500 Deliverables
■ Draft and final SMAP
Phase 500 Assumptions
■ The City hopes to secure a grant from the Department of Ecology to fund Phases 400 and 500. The grant
agreement will control the scope of work for this phase, so scope of work for this phase may be amended
based on grant requirements.
■ City to compile comments and resolve conflicting direction before returning comments on drafts.
Phase 610 SWCP - Planning
Phases 610 through 660 encompass the preparation of the SWCP.
66
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 9
01 Define the Products
This task has been included to clearly set expectations for the products for the SWCP that will result from this
project.
Consultant shall:
a. Review 2013 SWCP and appendices and prepare a draft SWCP outline with annotations. Annotations will
summarize the amount of update needed for each section, new sections, usefulness of existing
appendices, and status of previous CIP projects.
b. Prepare a draft title block for printed map products
c. Prepare draft graphic layouts for a CIP fact sheet
d. Coordinate with the City on the types of known issues/projects to be collected during the study. This will
be used to develop the project GIS.
e. Hold a GIS Coordination meeting between Otak and Aspect to agree on division of labor for GIS tasks,
file sharing strategies, data organization, and data formats
f. Hold a Cost Estimating Coordination meeting between Otak and Aspect to agree on approach and format
for cost estimating
02 Client Review & Update
Consultant shall:
a. Review and update products to incorporate City comments
Phase 610 Deliverables
• Draft and final title block for printed map products
• Draft and final graphic layouts for a CIP fact sheet
• Draft and final SWCP outline
Phase 610 Assumptions
• One round of review is included
• Fact sheet layouts will also be used in Phase 400 for the CIP designs for SMAP
Phase 620 SWCP Discovery
The purpose of this task is to identify known issues within the surface water systems, comprising storm system,
surface water bodies, and levees as well as policy or programmatic gaps. Information will be gathered primarily
from interviews and field trips with staff.
01 Engineering and Asset Data Collection
Engineering and asset information will be collected.
Consultant shall:
a. Prepare a detailed information request for engineering and asset information. Examples include utilities
data in GIS, existing reports and studies that identify known issues or projects, and related City CIP lists.
b. Prepare a spreadsheet to document existing information provided by the City and its use/usefulness.
c. Set up a project GIS and online map to document known issues, other/related City CIP project locations,
field investigation sites, potential projects, and CIP project locations.
67
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 10
02 Update Fish Passage Barriers Inventory and Assessment
Consultant shall:
a. Create a brief addendum to the "City of Tukwila Fish Passage Barrier Inventory" by CH2M HILL within
Appendix B of the 2013 SWCP to update the status of the documented fish passage barriers that have
been removed or that now have a different status. No additional fish passage barriers will be identified as
part of this task.
03 Interviews and Preliminary Field Trips w/ Staff
Consultant shall:
a. Attend two, two-hour workshop with City staff to interview them and collect additional background
knowledge, existing practices, problem locations, other stormwater and surface water issues and
potential project ideas.
b. Conduct up to two, one -day preliminary field trips with City staff to view key stormwater facilities, stream
segments, and problem locations. Sites will be selected by the City's team, and the City will provide
driving directions or addresses.
c. Take notes and photographs of sites. Document sites in the project GIS
04 Document Known Issues
Consultant shall:
a. Based on interviews and preliminary field trip, document locations of known issues in the project GIS.
Opportunities to retrofit areas for water quality and/or flow control may be included if City wishes. Up to 90
issues are expected overall.
b. Describe the following attributes of each known issue: name, description, type, source, year last observed
(if known), and status.
c. Document adopted surface water CIP projects that have not begun construction in the project GIS.
d. After documenting the collected known issues, provide an online map where City staff may review
documented known issues, update missing information, and document additional ones.
e. Show existing land use, land cover, topography, storm system, and basins in the online map.
05 Summarize Existing Information
Throughout the project, existing conditions, assets, and analyses will be stored in an interim online GIS map.
Interim mapping and analytical deliverables will be presented in the online interface.
Consultant shall:
a. Attend a two-hour meeting with the City to review results of existing information compilation and discuss
options and priorities for field and technical analyses.
b. Prepare a brief memo summarizing existing information, known issues, and recommendations.
06 Screening
The purpose of this task is to reduce the number of known issues that will be considered further.
Consultant shall:
a. With City participation, develop screening criteria for known issues. The purpose is to bin known issues
into three bins: candidates for CIPs, candidates for systematic/programmatic solutions such as the
Annual Small Drainage Program, and no further action.
68
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 11
b. Attend a two-hour meeting with the City to agree on the approach to screening the long list of known
issues. It is anticipated that key staff from Public Works and other departments will be invited to the
meeting, as guided by the City's Project Manager.
c. Apply screening criteria to develop a list of up to 15 known issues that are candidate CIP projects; this list
may include projects on the existing SWCP CIP that have not been implemented.
d. Update the project GIS and online map with screening information.
07 Regulatory & Operations Review
The purpose of this task is to gather information for the update of SWCP Sections 3 and 6. A regulatory gap
analysis was completed by the City in 2020 to compare the City's ongoing stormwater management program with
the NPDES 2019 Phase II Western Washington Municipal Stormwater Permit. Since then, the City has begun
working toward implementing some of the new requirements. Appendix C should include a brief update of the gap
analysis, and Section 3 should describe the City's plans to meet the new permit requirements. Section 6 will be
revised to describe the City's current policies and practices relating to maintenance and operation of the storm
sewer system.
Consultant shall:
a. Document in a list the policies, operational SOPs, guidelines, route maps, and reference materials used
by City staff relating to storm sewer operations and NPDES permit compliance.
b. With City's approval, select up to five items to review in more detail, and review them.
c. Attend a two-hour meeting with the City to gather information on the City's current operations policies and
practices.
d. Update the 2020 regulatory gap analysis with any new progress on compliance.
e. Update Appendix C of the current SWCP (regulations and policies).
f. Update Section 6 of the current SWCP with operations and maintenance policies and practices (draft).
Phase 620 Deliverables
• Existing information spreadsheet
• Online GIS map of known issues and potential projects
• Existing information and known issues memorandum
• Updated known issues online map
• Screening criteria
• List of 15 known issues that are candidate CIP projects
• Updated regulatory gap analysis, draft and final
• Updated Appendix C, Regulations and Policies, draft and final
• Updated Section 6, Operations and Maintenance, draft
Phase 620 Assumptions
• The planning area is defined by the City limits.
• Basins will not be redelineated from the 2013 SWCP.
• Engineering/asset staff workshop (item 620.01.) may be attended by up to three Consultant staff.
• City will mark up the Fish Passage Barrier Inventory table (Table 1 of CH2M HILL memo in Appendix B) to
indicate barriers that have been removed since the 2011 memorandum to the extent that they are aware.
Other than City's institutional knowledge, barrier status will be updated using WDFW's fish barriers GIS.
Barriers will not be removed from the list without confirmation from City staff. It is assumed that no new
barriers will be identified.
• Preliminary field trips (item 620.03) will be attended by up to two Consultant staff.
• City will arrange for right -of -entry, where necessary, for field trips
69
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 12
Phase 630 SWCP - Visioning
The purpose of this task is to integrate the City's values and goals into project selection. A scoring matrix will be
developed for the City to evaluate the benefits of potential stormwater projects and establish a priority list for
implementation. The rating system will focus on quantifying project benefits.
01 Scoring Criteria
Consultant shall:
a. Develop a matrix of scoring criteria for City to distribute to internal stakeholders.
b. Revise matrix based on feedback.
Phase 630 Deliverables
■ Project scoring criteria, draft and final
Phase 630 Assumptions
■ The draft scoring matrix will be presented at a meeting attended by up to two Consultant Otak staff.
■ One round of review of the scoring criteria is included.
Phase 640 SWCP - Solutions
01 Project Identification
Consultant shall:
a. Develop a potential project idea for each of the 15 screened known issues. Document as potential
projects in the project GIS and update online map.
b. Describe the following attributes of each potential project in the GIS: name, description, type, associated
known issue(s), and associated field site(s).
c. Attend up to two two-hour meetings with the City to review and discuss the draft project list.
d. Update the GIS and online map.
02 Rate and Rank Draft Project List
Consultant shall:
a. Develop a multi -criteria analysis spreadsheet tool based on the agreed scoring criteria to rating the
benefits of stormwater projects.
b. Rate and rank the draft list of potential projects along with incomplete projects on the current SWCP CIP
c. Meet with City in a two-hour meeting to review and discuss prioritized projects: Populate online map with
project scores and ranks.
d. Revise criteria (minor adjustments), score values, and/or project scores in response to stakeholder
feedback.
e. Re -rate projects based on revisions.
f. Select up to 7 highly -rated new projects to further develop as the CIP, and select up to 8 current SWCP
CIPs that have not been implemented to update cost estimates; verify selections with the City.
g. Update GIS and online map.
70
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 13
03 Draft CIP Design
Consultant shall:
a. Review information and GIS data (storm system, soils, topography, utilities, land use, land ownership,
development plans, groundwater, target pollutants, etc.) for each high priority project area.
b. Delineate drainage basins for project sites and estimate flows and volumes necessary for initial BMP/pipe
sizing.
c. Rough locations and facility footprints will be estimated.
d. If needed, spend up to one day visiting the selected CIP sites.
e. Develop up to 7 draft planning -level capital improvement projects.
f. Develop a draft project narrative (two paragraphs) for each.
04 Final CIP Design & Fact Sheets
Consultant shall:
a. Finalize CIP designs.
b. Write a draft fact sheet for each CIP.
c. Write a final fact sheet for each CIP.
d. Update GIS and online map, if needed.
e. Prepare a succinct written SWCP CIP Section (Solutions) narrative that discusses the problem areas,
categories of problems (including SMAP projects), and preferred solutions. The narrative will refer to the
fact sheets and will include the CIP table (schedule. sequencing, costs) developed under Phase 650.
05 Update Surface Water Issues and Solutions
Consultant shall:
a. Update the list and brief description of types of solutions within Appendix D of the current SWCP, draft
and final.
b. Update Appendix E of the current SWCP.
06 Update Atlas
Consultant shall:
a. Create a new atlas as the replacement for Appendix A of the current SWCP. The Atlas will document
▪ The City's stormwater system and water bodies
▪ Basins and catchments used for SMAP
▪ Locations of known issues (indexed to a list of known issues)
▪ Locations of potential projects (indexed to a list of potential projects)
▪ Locations of CIPs (indexed to a list of CIPs)
Phase 640 Deliverables
• 15 project concepts
• Project prioritization, draft and final
• List of selected CIPs (8)
• 7 planning -level CIP fact sheets, draft and final
• Updated Appendix D, draft and final
• Updated SWCP CIP Section, draft
• Replacement Appendix A (atlas), draft and final
71
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Phase 640 Assumptions
• This task assumes no additional data acquisition, such as survey, and no modeling
• Meetings will be attended by up to three Consultant staff
• One round of review of each deliverable
Page 14
Phase 650 SWCP - Funding
01 Prepare CIP Schedule and Table
Based on project sequencing and priorities, the Consultant team will prepare a draft 10 -year schedule for
identified stormwater projects, including up to 15 projects, including new CIPs and projects remaining from the
2013 SWCP.
Consultant shall:
a. Prepare a draft 10 -year schedule for identified stormwater projects
Multi-year projects will be shown as such with the activities (design/permitting versus construction)
and necessary funding broken out by year
b. As the project list and schedule are developed, prepare a draft master stormwater CIP table showing
recommended projects and costs by year.
c. Costs will be developed as described in Phase 650-02 below. Smaller projects, such as minor spot
repairs and ongoing incremental system upgrades, are assumed to have been binned into the annual
R&R category and will require no further analysis or estimating, and will use an annual allocation rather
than estimating costs based on identified issues. Consultant will coordinate with the City regarding the
City's desired R&R or small projects funding allocation. Provide the draft CIP table to the City for review
and comments.
d. Meet with the City to review and discuss comments on the CIP table, make adjustments, and obtain
direction necessary to prepare the final table. The final CIP table will be prepared for submittal to the City
and inclusion in the updated SWCP CIP Section.
02 Prepare CIP Cost Estimates
Cost estimates will be developed for up to 15 CIPs, whether new or remaining in the 2013 SWCP.
Consultant shall:
a. Develop planning level costs. These costs will be developed using professional judgement and recent
experience of team members with similar projects. A planning level contingency will be used as well. The
overall planning level estimate will be broken out into design, permitting, land/easement as needed.
Updated planning level costs will be estimated for projects remaining from the prior CIP. The cost
estimating detail will vary depending on available CIP information — for instance CIPs with fact sheets
(with maps/approximate footprints) will provide more information for cost estimating than projects that only
have a location and description.
b. Feed the cost estimates into the CIP table developed under Task 650-01.
c. Prepare a narrative description of the cost estimating methodology for inclusion in the overall CIP Section
prepared by Otak under Task 640-04.
03 List Revenue Sources
Consultant shall:
72
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 15
a. Research and list possible sources of revenue for CIP projects - specifically City general fund, grants,
loans, general stormwater utility revenue, and stormwater utility CIP surcharges.
b. Identify CIP projects that likely receive runoff from WSDOT ROW and roughly estimate the portion of the
project costs that may be eligible to use funds collected from WSDOT under SB 5505. This will involve a
desktop screening of the up to 15 CIP projects to identify if any projects appear to likely receive significant
runoff (directly or indirectly) from WSDOT limited access highway ROW. For projects appearing to
receive significant runoff, Aspect will complete a cursory review of the contributing drainage area and, to
the extent feasible, estimate the approximate portion/share of the CIP cost that could be eligible for
WSDOT funds.
c. Prepare a draft and final Stormwater CIP Revenue Sources narrative for inclusion in the updated SWCP.
The narrative will also include a write-up about potential WSDOT funding, amounts, and requirements
and recommendations for charging WSDOT stormwater utility fees.
Phase 650 Deliverables
■ CIP Schedule and Table, draft and final
■ 15 planning -level CIP cost estimates, draft and final
■ List of possible revenue sources for CIPs
■ List of CIPs and incomplete projects on the 2013 SWCP CIP list that are eligible for use of fees collected from
WSDOT for design and construction and estimate of proportion eligible for funding from fees collected from
WSDOT
■ Stormwater CIP Revenue Sources narrative (draft and final)
Phase 660 SWCP - Implementation
The purpose of this phase is to prepare the Surface Water Comprehensive Plan 2023 Update.
01 Draft SWCP Update
Consultant shall:
a. Update the SWCP
b. Prepare a cover in InDesign
c. Compile appendices
02 Revised Draft SWCP Update
Consultant shall:
a. Log significant comments and respond to them
b. Revise the SWCP based on comments
03 Adopted SWCP
Consultant shall:
a. Log significant comments and respond to them.
b. Revise the SWCP based on comments.
c. Produce a print quality PDF with working links and bookmarks.
d. Print, bind, and deliver up to seven copies of the adopted plan.
e. Finalize and archive data; export online data to an off-line project geodatabase containing data and
analyses collected and created by Consultant .
73
City of Tukwila
SMAP and SWCP Scope of Work
October 1, 2021
Page 16
04 Public Involvement and Adoption
Consultant shall:
a. Prepare a SEPA Checklist for the SWCP, including the SMAP.
b. Prepare a presentation for City Council (may be either adapted from existing Story Map(s) developed in
earlier phases or a PowerPoint).
c. Attend up to two City Council Committee meetings or meetings of the full City Council.
Phase 660 Deliverables
■ Draft SWCP with appendices (PDF)
■ Revised draft SWCP with appendices (PDF)
■ Adopted SWCP with appendices (PDF with functional links and bookmarks)
■ Project geodatabase
■ Completed comment log
■ City Council presentation
Phase 660 Assumptions
■ The SWCP will use a new format
■ Text from 2013 SWCP will be copied and updated as appropriate
■ City will compile comments, provide a single set of comments for each draft, and resolve conflicting direction
from commenters
■ Comments on grammar, formatting, typographical errors, minor errors, and minor requests for changes will
not be logged
■ Up to two Consultant staff to attend the Council meetings
■ Assumes the SEPA process results in a determination of non -significance and requires a two-week public
review process
■ City staff prepares the SEPA notice and publications
74
City of Tukwila
City Council Transportation & Infrastructure Services Committee
Meeting Minutes
October 11, 2021 5:30 p.m. - Electronic Meeting due to COVID-19 Emergency
Councilmembers Present:Verna Seal, Chair, De'Sean Quinn, Thomas McLeod
Staff Present: David Cline, Nora Gierloff, Chris Andree, Hari Ponnekanti, Sherry Edquid,
Brittany Robinson, Alison Turner, Mike Perfetti
Chair Seal called the meeting to order at 5:30 p.m.
I. BUSINESS AGENDA
A. Grant Application: Stormwater Management Action Plan
Staff is seeking Committee approval to apply to the Washington State Department of Ecology
Water Quality Combined Funding Program in the amount of $50,000 to fund a portion of the
Stormwater Management Action Plan.
Committee Recommendation
Unanimous approval.
B. Consultant Agreement: Stormwater Management Action Plan & Surface Water Comp Plan
Staff is seeking Council approval of an agreement with Otak, Inc. in the amount of $366,000
*to prepare and update the Stormwater Management Action Plan and Surface Water
Comprehensive Plan.
Committee Recommendation
Unanimous approval. Forward to October 18, 2021 Regular Consent Agenda.
C. Transportation Demand Management Program Update
Staff provided an update on TDM activities.
Committee Recommendation
Discussion only.
D. WSDOT Transportation Demand Management Agreement
Staff is seeking Council approval of the biennial WSDOT TDM allocation funding in the amount
of $74,204.
Committee Recommendation
Unanimous approval. Forward to October 18, 2021 Regular Consent Agenda.
75