HomeMy WebLinkAbout24-028 - Herrera Environmental Consultants, Inc - Engineering Services: Enhanced Maintenance Plan (EMP)City of Tukwila Contract Number: 24-028
Council Approval 3/4/24
6200 Southcenter Boulevard, Tukwila WA 98188
0
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 Herrera Environmental Consultants, 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 engineering services
in connection with the project titled Enhanced Maintenance Plan (EMP).
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 04/30/25, 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
04/30/25 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 $117,052 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, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
Agreement shall be the property of the City whether the project for which they are made is
executed or not. The Consultant shall be permitted to retain copies, including reproducible
copies, of drawings and specifications for information, reference and use in connection with
the Consultant's endeavors. The Consultant shall not be responsible for any use of the said
documents, drawings, specifications or other materials by the City on any project other than
the project specified in this Agreement.
6. Compliance with Laws. The Consultant shall, in performing the services contemplated by
this Agreement, faithfully observe and comply with all federal, state, and local laws, ordinances
and regulations, applicable to the services rendered under this Agreement.
7. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers,
officials, employees and volunteers harmless from any and all claims, injuries, damages,
losses or suits including attorney fees, arising out of or resulting from the acts, errors or
omissions of the Consultant in performance of this Agreement, except for injuries and damages
caused by the sole negligence 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 persons or
damages to property caused by or resulting from the concurrent negligence of the Consultant
and the City, its officers, officials, employees, and volunteers, the Consultant's 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 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.
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 Consultant, its agents,
representatives, 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 law or in
equity.
A. Minimum Amounts and Scope of Insurance. Consultant 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. 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 injury and advertising injury. The City shall 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 least as broad as ISO endorsement form CG 20 26.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
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 revised May 2020 Page 3
11. Discrimination Prohibited. Contractor, 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. The Consultant shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the City.
13. Non -Waiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other provision.
14. Termination.
A. The City reserves the right to terminate this Agreement at any time by giving ten (10) days
written notice to the Consultant.
B. In the event of the death of a member, partner or officer of the Consultant, or any of its
supervisory personnel assigned to the project, the surviving members of the Consultant
hereby agree to complete the work under the terms of this Agreement, 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 with, all applicable federal, state and local laws,
regulations, and rules, including the provisions of the City of Tukwila Municipal Code and
ordinances of the City of Tukwila. 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. Venue for any action arising
from or related to this Agreement shall be exclusively in King County Superior Court.
16. 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.
17. Notices. Notices to the City of Tukwila shall be sent to the following address:
City Clerk
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Notices to Consultant shall be sent to the following address:
Herrera Environmental Consultants, Inc.
2200 Sixth Ave., Suite 1100 / Seattle, WA 98121
Attn: Rebecca Dugopolski
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, 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 4
DATED this 13 day of February 2024.
CITY OF TUKWILA CONSULTANT: Herrera Environmental Consultants, Inc.
EW
DocuSigned by:
EREE2438II54.SEi4hG
Thomas McLeod, Mayor 3/11/2024 1 9:31 PM PDT
Printed Name. Theresa M. Wood
ATTEST/AUTHENTICATED: Title
by:
EDocuSigned
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RRfi7R4R3CR594E7._.
Christy O'Flaherty, City Clerk
APPROVED AS TO FORM:
DocuSigned by:
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SE499CA4165E452...
Office of the City Attorney
Vice President
CA revised May 2020 Page 5
&HERRERA
Science + Planning + Design
EXHIBIT A
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On December 18, 2023, the City of Tukwila (City) authorized Herrera Environmental Consultants (Herrera)
to prepare a scope of work and cost estimate to develop an Enhanced Maintenance Plan (EMP) in
accordance with the grant agreement between the City and the Washington State Department of
Ecology (Ecology) to help inform the City's future operational approach to stormwater management with
the overall goal of improving water quality by removing sediment and pollutants from roadway runoff.
This scope of work includes a discussion of the activities, assumptions, deliverables, and a schedule
associated with the following tasks for this project:
• Task 1 — Project Management
• Task 2 — Stormwater Maintenance Program Evaluation
• Task 3 — Enhanced Maintenance Plan (EMP) Development
• Task 4 — Grant Application Assistance
• Task 5 — Contingency
The Herrera team for this project also includes Otak.
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Herrera will be responsible for ongoing administration of the project, including preparing invoices and
progress reports, as well as coordination of work efforts with the City project manager (Sherry Edquid).
Herrera's project manager (Rebecca Dugopolski) and contract manager will have phone and e-mail
contact with the City project manager and other City representatives on an as -needed basis with regard
to scope, schedule, budget, and invoicing issues.
This task also includes regular check-in meetings between the Herrera and City project manager. The
regular meetings will be the primary forum for discussing schedule and budget status, additional
information needs, and to identify and address any emerging or ongoing concerns. These regular
meetings are in addition to task -specific meetings outlined in other tasks.
Herrera's project manager will be responsible for ongoing administration of the project, including
preparing invoices and progress reports, as well as coordination of work efforts with the City and
subconsultants.
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• The project kickoff meeting will be virtual (conducted using Microsoft Teams).
• Project management check-in meetings will be scheduled on a bi-weekly basis. Meetings will be
virtual (conducted using Microsoft Teams or a conference call) and will last up to 30 minutes.
• Herrera will set up a shared electronic folder (SharePoint site) for sharing electronic files and
deliverables.
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• Draft and final project schedule (PDF)
• Monthly progress reports and invoices (PDF)
• Link and access to a shared electronic folder (SharePoint)
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The Stormwater Maintenance Program evaluation will start off with a review of the City's existing
stormwater maintenance program (including supporting staff, equipment, and funding) conducted by
operations and maintenance (O&M) staff in the Public Works and Parks and Recreation departments. In
addition to catch basin cleaning, stormwater facility maintenance, and street sweeping, the City would
also like to include an evaluation of and recommendations for the City's asset management program
(e.g., software, videoing lines, evaluating lines), GIS/mapping, and line cleaning.
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The Herrera team will coordinate with the City's project manager, and other City staff, to gather and
evaluate applicable data, reports, maps, and financial information. The Herrera team will compile a list of
requested materials and will coordinate with the City to obtain this information. Following the data
review, a list of additional requests will be prepared, and potential gaps will be identified.
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A kickoff workshop will be held with City O&M staff in the Public Works and Parks and Recreation
departments. This workshop will help establish a mutual understanding of the City's maintenance needs
between the City and the Herrera team. Herrera will develop a simple questionnaire for City staff to
complete before this meeting to guide the workshop discussion.
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The Herrera team will research stormwater maintenance program (including staffing, equipment, asset
management, and line cleaning) implementation by a subset ofjurisdictions in Western Washington (up
to six) and conduct short interviews with up to three jurisdictions. The Herrera team will prepare a short
technical memorandum (10 pages or less) summarizing this research and the proposed
recommendation(s) for the City's stormwater maintenance program based on this research.
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The Herrera team will use the results of the data review (Subtask 2.1) and workshop (Subtask 2.2) to
compare the status of the stormwater maintenance program relative to regulatory drivers and internal
City needs and requirements. Herrera will identify gaps in program coverage and work with the City to
develop a plan that addresses those gaps. The Herrera team will assess options to address gaps and
needs in program coverage; such as additional funding, equipment, staffing, stakeholder concerns,
budgetary needs, policy changes or updates, and planning considerations. The Data Gaps and Needs
Assessment technical memorandum will document the City's existing stormwater program and identify
gaps in the program as defined by the 2019-2024 and draft 2024-2029 National Pollutant Discharge
Elimination System (NPDES) Phase II municipal stormwater permit (Phase II permit).
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• The City will provide the requested information for Subtask 2.1 or will direct the Herrera team to
readily available electronic data sources as appropriate.
• Up to 2 Herrera team members will participate in an in-person workshop for Subtask 2.2 with
City staff. One workshop is assumed, lasting 2-3 hours long.
• The City will identify and invite O&M staff from the Public Works and Parks and Recreation
departments to participate in the Subtask 2.2 workshop.
• The City will review a workshop questionnaire for Subtask 2.2, provided by the Herrera team, and
provide consolidated feedback to the Herrera team.
• Up to 2 virtual follow-up meetings will be scheduled with specific City and Herrera team staff to
discuss different aspects of the stormwater maintenance program (that will be evaluated for this
task) in more detail.
• The Herrera team will develop draft workshop/meeting notes, summarizing the discussion
during the Subtask 2.2 workshop and subsequent follow-up meetings.
• Interviews conducted for Subtask 2.3 are anticipated to be 10 questions or less and last 30
minutes or less. The Herrera team will coordinate with the City to develop the interview
questions and select thejurisdictions that should be interviewed.
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• This task does not include assistance with code amendments, policy updates, or design standard
updates necessary to implement new programs (if applicable) or to meet new Phase II permit
requirements.
• E-mail communication identifying data gaps and requesting additional data for Subtask 2.1 (if
needed)
• Draft and final workshop agenda for Subtask 2.2 (Word)
• Draft and final questionnaire for City staff for Subtask 2.2 (Word)
• Draft and final workshop notes for Subtask 2.2 (Word)
• Draft and final follow-up meeting notes for Subtask 2.2 (Word)
• Draft and final questions for stormwater maintenance program evaluation for Subtask 2.3 (Word)
• Draft and final stormwater maintenance program summary technical memorandum for Subtask
2.3 (Word and PDF)
• Draft and final gap analysis and needs assessment technical memorandum for Subtask 2.4 (Word
and PDF)
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Utilizing the information gathered and recommendations made in Task 2, the Herrera team will work with
the City to develop an EMP that addresses the following topics:
• Introduction/overview
• EMP objectives and priorities
• Existing maintenance program
• Proposed enhanced maintenance program
• Recommendations
IntroductionlOverview
The Herrera team will review the City's receiving water assessment, receiving water prioritization, and
Stormwater Management Action Plan (SMAP) to develop a summary of waterbodies that receive water
from the City's municipal separate storm sewer system (MS4). This summary will include an estimate of
the amount of pollutants contributed by the City's MS4 and water quality improvement goals for each
waterbody.
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EMP Objectives and Priorities
The Herrera team will coordinate with the City to develop objectives and priorities for the EMP.
Existing Maintenance Program
The description of the City's existing maintenance program will be developed based on the gap analysis
and technical memorandum prepared for Subtask 2.4. The description of the existing maintenance
program is anticipated to include the following components per the City's grant agreement with Ecology:
• Description of existing maintenance program
• Existing maintenance program goals and priorities
• Description of how existing maintenance resources are prioritized
• Estimate of the total cost to implement the existing maintenance program (including labor,
training, disposal, equipment maintenance, and replacement costs)
• Method (formal or informal) used to evaluate and assess the existing maintenance program
related to the goals and priorities
• Location and frequency of current pollutant removal and source control efforts, staff training,
equipment maintenance, material disposal process, data collection and tracking methods.
• Identification of equipment needed to implement the existing maintenance program
• Estimate of the water quality benefits that the maintenance program provides.
Proposed Enhanced Maintenance Program
The description of the City's proposed enhanced maintenance program will be developed based on the
gap analysis and technical memorandum prepared for Subtask 2.4. The description of the proposed
maintenance program is anticipated to include the following components per the City's grant agreement
with Ecology:
• Description of proposed enhanced maintenance program
• Proposed enhanced maintenance program goals and priorities
• Description of alternatives being considered
• Criteria used to evaluate alternatives including cost and water quality benefit
• Estimate of the total cost to implement the proposed enhanced maintenance program (including
labor, training, disposal, equipment acquisition, maintenance and replacement costs, and facility
improvements)
• Evaluation of equipment purchasing approach (purchasing, renting, or leasing)
• Location and frequency of enhanced maintenance efforts, data collection and analysis methods
• Identification of equipment and staffing needed to implement the enhanced maintenance
program
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• Frequency of program assessment including adaptive management
Recommendations
The recommendations section of the EMP will be developed based on the gap analysis and technical
memorandum prepared for Subtask 2.4. The recommendations are anticipated to include the following:
• Implementation schedule (short-term and long-term)
• Description of available funding
• Proposed evaluation and performance measures
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• Two virtual working meetings will be scheduled with the City (up to 1 hour each) to develop the
draft and revised draft EMP objectives and priorities.
• The draft EMP will be reviewed by the City. The revised draft EMP will be reviewed by Ecology
(per the City's grant agreement with Ecology).
• The City will be responsible for posting the revised draft and final EMP to EAGL for Ecology's
review.
• Ecology will provide an acceptance letter once their review of the EMP has been completed.
• This task includes a total of 6 conference calls (up to 1 hour each) for project coordination.
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• Draft and revised draft objectives and priorities (Word)
• Draft (Internal Review Draft), revised draft (Ecology Review Draft), and final EMP (Microsoft Word
and PDF)
• Responses to Ecology's comments on the revised draft EMP (Microsoft Excel)
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This task includes up to 40 hours of assistance with future stormwater grant applications. Assistance may
include preparing grant application materials or reviewing grant application materials prepared by
others. Grant application materials may include responses to grant application questions and/or
preparing supporting documentation such as a detailed budget, schedule, and/or map.
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• Two 1 -hour conference calls are anticipated to be scheduled with City staff for this task. One call
will be scheduled at the beginning of this task. The second will be scheduled after the draft grant
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application materials (or comments on the grant application materials) are provided for City
review. Official meeting notes will not be prepared for the City following these meetings, but
updates will be integrated into the working draft of the grant application materials.
• Herrera will prepare a Microsoft Word file that includes responses to the grant application
questions to facilitate City review.
• The City will be responsible for submitting the final grant application materials prior to the grant
application submittal deadline.
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• Draft grant application materials (Word and/or PDF)
• Final grant application materials (Word and/or PDF)
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Additional technical needs may potentially arise that are pertinent to the overall scope of services.
Examples needs could include:
• Additional interviews for Subtask 2.3
• Additional evaluation related to components of the EMP
Herrera will provide additional services as requested by and authorized by the City, subject to
amendment of the approved scope of services. Herrera shall submit a scope of services amendment and
corresponding budget estimate for supplemental services not covered in previous tasks as may be
requested by the City. The City shall provide written (e-mail) authorization to proceed with any
supplemental services prior to any such work being performed by Herrera.
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• To be determined.
Task
Deliverable/Meetin
Timeline a
Task 1— Project Man agement
Project kickoff meeting Mar. 2024 (TBD)
Bi -weekly ro'ect management check-in meetings Mar. 2024 — Mar. 2025
Draft project schedule Mar. 15, 2024
Final lrqject schedule Mar. 29, 2024
Monthly invoices and progress reports Mar. 2024 — Mar. 2025
February 14, 2024 Page 7 of 9 lig
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Task
I Deliverable/Meeting
Timeline a
Task 2 — Stormwater Maintenance Program Evaluation
Subtask 2.1 — Data
Review
E-mail communication identifying data gaps and requesting
additional data
Apr. 26, 2024
Subtask 2.2 — Define
Stormwater
Maintenance Program
Needs
Draft workshop agenda
Mar. 29, 2024
Final workshop agenda
Apr. 5, 2024
Draft questionnaire for City staff
Mar. 29, 2024
Final questionnaire for City staff
Apr. 5, 2024
Workshop
Apr. 2024 (TBD)
Draft workshop notes
1 week after workshop
Final workshop notes
2 weeks after workshop
Follow-up meeting 41
May 2024 (TBD)
Follow-up meeting 41 notes
1 week after meeting
Follow-up meeting 42
June 2024 (TBD)
Follow-up meeting 42 notes
1 week after meeting
Subtask 2.3 —
Research Stormwater
Maintenance
Programs at Other
Jurisdictions
Draft questions for stormwater maintenance program
evaluation
May 3, 2024
Final questions for stormwater maintenance program
evaluation
May 10, 2024
Conduct interviews
May 2024 (TBD)
Draft stormwater maintenance program summary technical
memorandum
May 31, 2024
Final stormwater maintenance program summary technical
memorandum
June 28, 2024
Subtask 2.4 — Prepare
Data Gaps and Needs
Assessment
Draft gap analysis and needs assessment technical
memorandum
July 26, 2024
Final gap analysis and needs assessment technical
memorandum
Aug. 30, 2024
Task 3 — Enhanced Maintenance Plan (EMP) Development
Conference call 41
June 2024 (TBD)
Draft objectives and priorities
July 12, 2024
Virtual working meeting 41
July 2024 (TBD)
Revised draft objectives and priorities
July 31, 2024
Virtual working meeting 42
Aug. 2024 (TBD)
Conference call 42
Sept. 2024 (TBD)
Conference call 43
Oct. 2024 (TBD)
Draft EMP
Nov. 15, 2024
Conference call 44
Nov. 2024 (TBD)
Revised draft EMP
Dec. 20, 2024
Conference call 45
Jan. 2025 (TBD)
February 14, 2024 Page 8 of 9
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Task
I Deliverable/Meeting
Timeline a
Task 3 — Enhanced Maintenance Plan (EMP) Development (cont.)
Responses to Ecology's comments on the revised draft EMP
Feb. 14, 2025
Conference call 46
Mar. 2025 (TBD)
Final EMP
Mar. 29, 2025
Task 4 — Grant Application Assistance
Conference call 41
TBD
Draft grant application materials
TBD
Conference call 42
TBD
Final grant application materials
TBD
Task 5 — Contingency
TBD
TBD
TBD: to be determined
a The proposed project timeline assumes that the notice to proceed will be issued on March 15, 2024 or sooner.
February 14, 2024 Page 9 of 9
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(&HERRERA
Science + Planning + Design
0
On December 18, 2023, the City of Tukwila (City) authorized Herrera Environmental Consultants (Herrera)
to prepare a scope of work and cost estimate to develop an Enhanced Maintenance Plan (EMP) in
accordance with the grant agreement between the City and the Washington State Department of
Ecology (Ecology) to help inform the City's future operational approach to stormwater management with
the overall goal of improving water quality by removing sediment and pollutants from roadway runoff.
This scope of work includes a discussion of the activities, assumptions, deliverables, and a schedule
associated with the following tasks for this project:
• Task 1 — Project Management
• Task 2 — Stormwater Maintenance Program Evaluation
• Task 3 — Enhanced Maintenance Plan (EMP) Development
• Task 4 — Grant Application Assistance
• Task 5 — Contingency
The Herrera team for this project also includes Otak.
T IRiiVIII aiiir ° iiii iiiir
Herrera will be responsible for ongoing administration of the project, including preparing invoices and
progress reports, as well as coordination of work efforts with the City project manager (Sherry Edquid).
Herrera's project manager (Rebecca Dugopolski) and contract manager will have phone and e-mail
contact with the City project manager and other City representatives on an as -needed basis with regard
to scope, schedule, budget, and invoicing issues.
This task also includes regular check-in meetings between the Herrera and City project manager. The
regular meetings will be the primary forum for discussing schedule and budget status, additional
information needs, and to identify and address any emerging or ongoing concerns. These regular
meetings are in addition to task -specific meetings outlined in other tasks.
Herrera's project manager will be responsible for ongoing administration of the project, including
preparing invoices and progress reports, as well as coordination of work efforts with the City and
subconsultants.
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Assu IA IIIA dill IIi
• The project kickoff meeting will be virtual (conducted using Microsoft Teams).
• Project management check-in meetings will be scheduled on a bi-weekly basis. Meetings will be
virtual (conducted using Microsoft Teams or a conference call) and will last up to 30 minutes.
• Herrera will set up a shared electronic folder (SharePoint site) for sharing electronic files and
deliverables.
IIII °°° IIII II IIID IIII °°•
• Draft and final project schedule (PDF)
• Monthly progress reports and invoices (PDF)
• Link and access to a shared electronic folder (SharePoint)
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The Stormwater Maintenance Program evaluation will start off with a review of the City's existing
stormwater maintenance program (including supporting staff, equipment, and funding) conducted by
operations and maintenance (O&M) staff in the Public Works and Parks and Recreation departments. In
addition to catch basin cleaning, stormwater facility maintenance, and street sweeping, the City would
also like to include an evaluation of and recommendations for the City's asset management program
(e.g., software, videoing lines, evaluating lines), GIS/mapping, and line cleaning.
Sdbtass 1 ....... III' .: IIC iew
The Herrera team will coordinate with the City's project manager, and other City staff, to gather and
evaluate applicable data, reports, maps, and financial information. The Herrera team will compile a list of
requested materials and will coordinate with the City to obtain this information. Following the data
review, a list of additional requests will be prepared, and potential gaps will be identified.
S Ili a.: s III .......III' viii iii m Stanrnwater Maiiaten&nce II° iir iiia iirn Needs
A kickoff workshop will be held with City O&M staff in the Public Works and Parks and Recreation
departments. This workshop will help establish a mutual understanding of the City's maintenance needs
between the City and the Herrera team. Herrera will develop a simple questionnaire for City staff to
complete before this meeting to guide the workshop discussion.
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S Ili a.: s III 3 ....... IIC se&rdh Stanrnwatzr Mahatoi&nce II° iir iiia iii s at .1.:I1 iii,
riii s iii .t.: iii n s
The Herrera team will research stormwater maintenance program (including staffing, equipment, asset
management, and line cleaning) implementation by a subset ofjurisdictions in Western Washington (up
to six) and conduct short interviews with up to three jurisdictions. The Herrera team will prepare a short
technical memorandum (10 pages or less) summarizing this research and the proposed
recommendation(s) for the City's stormwater maintenance program based on this research.
S Ili a.: s III ....... III° iiia III') iiia III' : s ii III sass iii at
114. ... ...
The Herrera team will use the results of the data review (Subtask 2.1) and workshop (Subtask 2.2) to
compare the status of the stormwater maintenance program relative to regulatory drivers and internal
City needs and requirements. Herrera will identify gaps in program coverage and work with the City to
develop a plan that addresses those gaps. The Herrera team will assess options to address gaps and
needs in program coverage; such as additional funding, equipment, staffing, stakeholder concerns,
budgetary needs, policy changes or updates, and planning considerations. The Data Gaps and Needs
Assessment technical memorandum will document the City's existing stormwater program and identify
gaps in the program as defined by the 2019-2024 and draft 2024-2029 National Pollutant Discharge
Elimination System (NPDES) Phase II municipal stormwater permit (Phase II permit).
Assu iii iiiao lis
• The City will provide the requested information for Subtask 2.1 or will direct the Herrera team to
readily available electronic data sources as appropriate.
• Up to 2 Herrera team members will participate in an in-person workshop for Subtask 2.2 with
City staff. One workshop is assumed, lasting 2-3 hours long.
• The City will identify and invite O&M staff from the Public Works and Parks and Recreation
departments to participate in the Subtask 2.2 workshop.
• The City will review a workshop questionnaire for Subtask 2.2, provided by the Herrera team, and
provide consolidated feedback to the Herrera team.
• Up to 2 virtual follow-up meetings will be scheduled with specific City and Herrera team staff to
discuss different aspects of the stormwater maintenance program (that will be evaluated for this
task) in more detail.
• The Herrera team will develop draft workshop/meeting notes, summarizing the discussion
during the Subtask 2.2 workshop and subsequent follow-up meetings.
• Interviews conducted for Subtask 2.3 are anticipated to be 10 questions or less and last 30
minutes or less. The Herrera team will coordinate with the City to develop the interview
questions and select the jurisdictions that should be interviewed.
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• This task does not include assistance with code amendments, policy updates, or design standard
updates necessary to implement new programs (if applicable) or to meet new Phase II permit
requirements.
ivel-a L) es
• E-mail communication identifying data gaps and requesting additional data for Subtask 2.1 (if
needed)
• Draft and final workshop agenda for Subtask 2.2 (Word)
• Draft and final questionnaire for City staff for Subtask 2.2 (Word)
• Draft and final workshop notes for Subtask 2.2 (Word)
• Draft and final follow-up meeting notes for Subtask 2.2 (Word)
• Draft and final questions for stormwater maintenance program evaluation for Subtask 2.3 (Word)
• Draft and final stormwater maintenance program summary technical memorandum for Subtask
2.3 (Word and PDF)
• Draft and final gap analysis and needs assessment technical memorandum for Subtask 2.4 (Word
and PDF)
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Utilizing the information gathered and recommendations made in Task 2, the Herrera team will work with
the City to develop an EMP that addresses the following topics:
• Introduction/overview
• EMP objectives and priorities
• Existing maintenance program
• Proposed enhanced maintenance program
• Recommendations
IntroductionlOverview
The Herrera team will review the City's receiving water assessment, receiving water prioritization, and
Stormwater Management Action Plan (SMAP) to develop a summary of waterbodies that receive water
from the City's municipal separate storm sewer system (MS4). This summary will include an estimate of
the amount of pollutants contributed by the City's MS4 and water quality improvement goals for each
waterbody.
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EMP Objectives and Priorities
The Herrera team will coordinate with the City to develop objectives and priorities for the EMP.
Existing Maintenance Program
The description of the City's existing maintenance program will be developed based on the gap analysis
and technical memorandum prepared for Subtask 2.4. The description of the existing maintenance
program is anticipated to include the following components per the City's grant agreement with Ecology:
• Description of existing maintenance program
• Existing maintenance program goals and priorities
• Description of how existing maintenance resources are prioritized
• Estimate of the total cost to implement the existing maintenance program (including labor,
training, disposal, equipment maintenance, and replacement costs)
• Method (formal or informal) used to evaluate and assess the existing maintenance program
related to the goals and priorities
• Location and frequency of current pollutant removal and source control efforts, staff training,
equipment maintenance, material disposal process, data collection and tracking methods.
• Identification of equipment needed to implement the existing maintenance program
• Estimate of the water quality benefits that the maintenance program provides.
Proposed Enhanced Maintenance Program
The description of the City's proposed enhanced maintenance program will be developed based on the
gap analysis and technical memorandum prepared for Subtask 2.4. The description of the proposed
maintenance program is anticipated to include the following components per the City's grant agreement
with Ecology:
• Description of proposed enhanced maintenance program
• Proposed enhanced maintenance program goals and priorities
• Description of alternatives being considered
• Criteria used to evaluate alternatives including cost and water quality benefit
• Estimate of the total cost to implement the proposed enhanced maintenance program (including
labor, training, disposal, equipment acquisition, maintenance and replacement costs, and facility
improvements)
• Evaluation of equipment purchasing approach (purchasing, renting, or leasing)
• Location and frequency of enhanced maintenance efforts, data collection and analysis methods
• Identification of equipment and staffing needed to implement the enhanced maintenance
program
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• Frequency of program assessment including adaptive management
Recommendations
The recommendations section of the EMP will be developed based on the gap analysis and technical
memorandum prepared for Subtask 2.4. The recommendations are anticipated to include the following:
• Implementation schedule (short-term and long-term)
• Description of available funding
• Proposed evaluation and performance measures
Assu III III illo lis
• Two virtual working meetings will be scheduled with the City (up to 1 hour each) to develop the
draft and revised draft EMP objectives and priorities.
• The draft EMP will be reviewed by the City. The revised draft EMP will be reviewed by Ecology
(per the City's grant agreement with Ecology).
• The City will be responsible for posting the revised draft and final EMP to EAGL for Ecology's
review.
• Ecology will provide an acceptance letter once their review of the EMP has been completed.
• This task includes a total of 6 conference calls (up to 1 hour each) for project coordination.
IIII °°° IIII II IIID IIII °°•
• Draft and revised draft objectives and priorities (Word)
• Draft (Internal Review Draft), revised draft (Ecology Review Draft), and final EMP (Microsoft Word
and PDF)
• Responses to Ecology's comments on the revised draft EMP (Microsoft Excel)
T "m 41 IIID IIID VIII° VIII o IID"m "m VIII "m IIID
This task includes up to 40 hours of assistance with future stormwater grant applications. Assistance may
include preparing grant application materials or reviewing grant application materials prepared by
others. Grant application materials may include responses to grant application questions and/or
preparing supporting documentation such as a detailed budget, schedule, and/or map.
Assu III III illo lis
• Two 1 -hour conference calls are anticipated to be scheduled with City staff for this task. One call
will be scheduled at the beginning of this task. The second will be scheduled after the draft grant
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application materials (or comments on the grant application materials) are provided for City
review. Official meeting notes will not be prepared for the City following these meetings, but
updates will be integrated into the working draft of the grant application materials.
• Herrera will prepare a Microsoft Word file that includes responses to the grant application
questions to facilitate City review.
• The City will be responsible for submitting the final grant application materials prior to the grant
application submittal deadline.
... II L) es
• Draft grant application materials (Word and/or PDF)
• Final grant application materials (Word and/or PDF)
T "m °°°°°°°°IIII VIII IIII IIII
Additional technical needs may potentially arise that are pertinent to the overall scope of services.
Examples needs could include:
• Additional interviews for Subtask 2.3
• Additional evaluation related to components of the EMP
Herrera will provide additional services as requested by and authorized by the City, subject to
amendment of the approved scope of services. Herrera shall submit a scope of services amendment and
corresponding budget estimate for supplemental services not covered in previous tasks as may be
requested by the City. The City shall provide written (e-mail) authorization to proceed with any
supplemental services prior to any such work being performed by Herrera.
... II L) es
• To be determined.
Task
Deliverable/Meetin
Timeline a
Task 1— Project Man agement
Project kickoff meeting Mar. 2024 (TBD)
Bi -weekly project management check-in meetings Mar. 2024 — Mar. 2025
Draft prqject schedule Mar. 15, 2024
Final Iroject schedule Mar. 29, 2024
Monthly invoices and progress reports Mar. 2024 — Mar. 2025
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Task
I Deliverable/Meeting
Timeline a
Task 2 — Stormwater Maintenance Program Evaluation
Subtask 2.1 — Data
Review
E-mail communication identifying data gaps and requesting
additional data
Apr. 26, 2024
Subtask 2.2 — Define
Stormwater
Maintenance Program
Needs
Draft workshop agenda
Mar. 29, 2024
Final workshop agenda
Apr. 5, 2024
Draft questionnaire for City staff
Mar. 29, 2024
Final questionnaire for City staff
Apr. 5, 2024
Workshop
Apr. 2024 (TBD)
Draft workshop notes
1 week after workshop
Final workshop notes
2 weeks after workshop
Follow-up meeting 41
May 2024 (TBD)
Follow-up meeting 41 notes
1 week after meeting
Follow-up meeting 42
June 2024 (TBD)
Follow-up meeting 42 notes
1 week after meeting
Subtask 2.3 —
Research Stormwater
Maintenance
Programs at Other
Jurisdictions
Draft questions for stormwater maintenance program
evaluation
May 3, 2024
Final questions for stormwater maintenance program
evaluation
May 10, 2024
Conduct interviews
May 2024 (TBD)
Draft stormwater maintenance program summary technical
memorandum
May 31, 2024
Final stormwater maintenance program summary technical
memorandum
June 28, 2024
Subtask 2.4 — Prepare
Data Gaps and Needs
Assessment
Draft gap analysis and needs assessment technical
memorandum
July 26, 2024
Final gap analysis and needs assessment technical
memorandum
Aug. 30, 2024
Task 3 — Enhanced Maintenance Plan (EMP) Development
Conference call 41
June 2024 (TBD)
Draft objectives and priorities
July 12, 2024
Virtual working meeting 41
July 2024 (TBD)
Revised draft objectives and priorities
July 31, 2024
Virtual working meeting 42
Aug. 2024 (TBD)
Conference call 42
Sept. 2024 (TBD)
Conference call 43
Oct. 2024 (TBD)
Draft EMP
Nov. 15, 2024
Conference call 44
Nov. 2024 (TBD)
Revised draft EMP
Dec. 20, 2024
Conference call 45
Jan. 2025 (TBD)
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Task
I Deliverable/Meeting
Timeline a
Task 3 — Enhanced Maintenance Plan (EMP) Development (cont.)
Responses to Ecology's comments on the revised draft EMP
Feb. 14, 2025
Conference call 46
Mar. 2025 (TBD)
Final EMP
Mar. 29, 2025
Task 4 — Grant Application Assistance
Conference call 41
TBD
Draft grant application materials
TBD
Conference call 42
TBD
Final grant application materials
TBD
Task 5 — Contingency
TBD
TBD
TBD: to be determined
a The proposed project timeline assumes that the notice to proceed will be issued on March 15, 2024 or sooner.
February 14, 2024 Page 9 of 9
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