HomeMy WebLinkAboutContract No. 2014-2588WSB
AMMNWMWMNk
& Associates, Inc.
July 11, 2014
engineering - planning° environmental- construction
Mr. Kevin Hansen
City of Columbia Heights
637 38th Ave NE,
Columbia Heights, MN 55421
M
701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763 - 541 -4800
Fax: 763 - 541 -1700
Re: Request for Authorization to Provide Professional Services for Program
Development and Implementation of the City's 2013 MS4 General Permit.
Dear Mr. Kevin Hansen,
This letter is a scope of work for program development and implementation of the City of
Columbia Heights' 2013 Municipal Separate Storm Sewer System (MS4) General Permit. The
updated permit became law on August 1, 2013. The Minnesota Pollution Control Agency
(MPCA) reissued MS4 permit coverage to the City of Columbia Heights on April 17, 2014.
WSB will work with City staff to develop a revised Stormwater Pollution Prevention Program
(SWPPP) that meets the permit requirements defined in the City's Application for
Reauthorization, and assist staff with the initial 12 -month implementation of the new MS4
Program.
The following tasks are designed to ensure that the City achieves the program update
requirements by the end of the allotted twelve month timeframe. Each task includes subtasks to
define program management, development and implementation.
Task 1: SWPPP Administrative Activities
(Estimated Fee $1,700)
1.1 Record Keeping & Tracking
WSB will work with the City to identify mechanisms to successfully track and report MS4
related activities that are occurring in the City. This will include integrating the use of the City's
existing programs to maintain organized and easy to access records of SWPPP activities to
comply with permit requirements, aide in annual report writing, and assist with possible future
MPCA audits.
St. Cloud • Minneapolis • St. Paul
Equal Opportunity Employer
wsbeng.com
Mr. Kevin Hansen
July 11, 2014
Page 2
1.2 Administrative Meeting
WSB will work with the City's MS4 Administrator to schedule two 1 -2 hour meetings with
responsible City staff. Program components, specific responsible task per staff member, and
reporting /record keeping requirements will be discussed. The first "kick -off' meeting will occur
after the draft completion of certain subtasks in Tasks 2 -5. The second "SWPPP
Implementation" meeting will occur after finalizing the deliverables in Tasks 1 -5.
1.3 Staff Training
Development of a comprehensive training program is critical to the foundation of any MS4
program. It is important to communicate to all City staff how their role may be impacting
stormwater pollution. WSB will work with City staff to complete one annual training session for
Public Works, Engineering and Building Inspections staff and provide digital and written
training programs for make up or seasonal employees commensurate with the requirements of
the MS4 Permit.
Task 2• Retiulatory Mechanisms, Enforcement Response Procedures and Standard
4peratin2 Procedures
(Estimated Fee $6,500)
2.1 Illicit Discharge Detection & Elimination, Construction Site Management and Post
Construction Ordinances
Columbia Heights' City Code was assessed during the application process and the assessment
revealed that ordinance revisions will be necessary for illicit discharge detection and elimination,
construction site erosion and sediment control and post - construction stormwater management.
This scope includes providing revised ordinance language to be reviewed by the City Attorney
and approved by City Council. This task does not include WSB staff attendance or written
responses to questions received at City Council meetings.
2.2 Enforcement Response Procedures
WSB will develop Enforcement Response Procedures (ERPs) that will describe internal staff
procedures for non - compliance to the standards, policies, and ordinances related to illicit
discharge detection and elimination, construction site erosion and sediment control, and post -
construction stormwater management requirements.
2.3 Written Procedures
These procedures will give City staff consistent procedures to carry out an operation or deal with
a situation. WSB will help City staff develop these procedures to make certain that Public Works
and other entities within the City are completing tasks as outlined. Written Procedures will be
created for illicit discharge detection and elimination, construction site erosion and sediment
control, post - construction stormwater management and pollution prevention/good housekeeping
requirements. These procedures will be drafted in accordance with state and federal guidelines.
Mr. Kevin Hansen
July 11, 2014
Page 3
Task 3. Public Education & Outreach Program
(Estimated Fee $700)
3.1 Education & Outreach Materials
This activity will include reviewing the current education program and materials. Based on the
analysis of the current education and outreach program, WSB will provide materials, such as
brochures, factsheets, news articles, etc. on high priority stonnwater related issues to be
emphasized•for education and outreach during the pen-nit term (e.g. specific TMDL reduction
targets & BMP activities, promoting adoption of the residential BMPs, City webpage updates,
public participation events, etc.).
Task 4: Illicit Discharge Detection & Elimination Program
(Estimated Fee $1,300)
4.1 Illicit Discharge Detection & Elimination (IDDE) Program Manual
The City's existing IDDE program components will be reviewed and updated to include written
internal procedures for emergency and non- emergency response to reported spills, illicit
discharges, and connections. This task includes compiling all IDDE program components into a
new IDDE program manual that can serve as the City's MS4 Administrators reference and
reporting document for all of the City's IDDE related activities.
Task 5. Stormwater Runoff Control Program
(Estimated Fee $700)
5.1 Stormwater Runoff Control Program
WSB staff will review the City's existing construction site and post - construction Stormwater
management program components for needed updates to meet new MS4 permit requirements.
Program updates identified in the City's Application for Reauthorization include drafting written
internal procedures for identifying priority constriction sites for inspection, revising plan review
and inspection checklists to meet new NPDES Construction Storm Water Permit requirements,
and updating City inspection forms.
Task 6: Additional Services
(Estimated Fee TBD)
6.1 Public Works MS4 Manual (Estimated Fee $1,300)
This task includes compiling all Public Works responsible program components into a one
Public Works MS4 Program manual that can serve as the City's MS4 Administrators reference
and reporting document for all of the City's Public Works Department related MS4 activities.
Specific program components that will be reviewed by WSB staff and updated (if needed)
include:
Mr. Kevin Hansen
July 11, 2014
Page 4
Written procedures for conducting and reporting street sweeping operations, outfall,
pond, structural stormwater BMP, and quarterly facility inspections.
Record keeping practices and methodologies for inspection reporting, determining
maintenance, repair, replacement of MS4 stormsewer components.
Draft a staff training program that would identify training opportunities,
certifications, annual schedules, and record keeping. This training program would be
used annually by City staff to schedule, conduct and/or host staff training for all MS4
responsible Public Works staff.
6.2 Pond Assessment Procedures (Estimated Fee TBD)
WSB's Stormwater Asset Management Program (SWAMP) is a web application that was
specifically designed to assist with assessing, scheduling, and budgeting inspection and
maintenance activities. It can be used to help meet the following MS4 permit requirements:
• Pond Assessment Procedures (MCM 6): Evaluate the TSS and TP treatment effectiveness
of MS4 owned /operated ponds within the City.
• Inspections (MCM 6): Assist with prioritizing inspections to determine proper function
and maintenance needs for ponds.
• Maintenance (MCM 6): Assist with forecasting maintenance requirements to allow for
budgeting of future maintenance activities.
• Long -term Maintenance of Structural BMPs (MCM 5): Assist with prioritizing
maintenance of both public and private BMPs.
Mr. Kevin Hansen
July 11, 2014
Page 5
Schedule
The following is a summary of the proposed schedule for updating the City of Columbia
Heights' MS4 Program:
• July 2014: Kickoff meeting
• July — August 2014: Prepare draft of ERPs, SOPS, Ordinances, etc.
• September 2014: Meet with City to discuss draft materials
• October - November 2014: Finalize ERPs, SOPS, Ordinances, etc.
• December 2014: Present final materials to City
Cost
This proposal represents our complete understanding of the MS4 regulatory program and the
work needed to complete the tasks associated with the MS4 program. The total cost for Tasks 1
through 5 described above is $10,900.
We appreciate the opportunity to share this proposal with you, and look forward to working with
the City of Columbia Heights efficiently bring your MS4 Program into compliance. If you are in
agreement with the scope of services and proposed fee, please sign in the appropriate space
below and return one copy to us. Should you have any questions about this proposal, please
contact me at 763 - 287 -7155 or mlitsey@,wsbeng.com.
Sincerely,
WSB & Associates, Inc.
WtI-11
Meghan Litsey
Environmental Scientist
City of Columbia Heights
I hereby authorize WSB & Associates, Inc. to complete Tasks 1 through 5 identified above
for an hourly not to exceed cost of $10,900.
Name
Signature
Date
a,