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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,