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Home My WebLink About2017-2833I& WSB December 14, 2017 Mr. Kevin Hansen Public Works Director City of Columbia Heights 637 381h Avenue NE Columbia Heights, MN 55421 2017 -2833 17 - S ", 701 Xenia Avenue South I Suite 300 1 Minneapolis, MN 55416 1 (763) 541 -4800 Re: Proposal to Provide a Storm Water Asset Management Program for the City of Columbia Heights Dear Mr. Hansen: We are pleased to present this work plan to develop and implement a Storm Water Asset Management Program (SWAMP) for the City of Columbia Heights. SWAMP will be a valuable asset in helping the City manage its stormwater infrastructure. BACKGROUND INFORMATION Minimum Control Measures 5 and 6 of the MS4 permit require the City to complete the following: • Standard operating procedure for inspections and maintenance of their MS4 owned and operated facilities (BMPs) • Pond assessments to determine the treatment effectiveness of stormwater basins within the City. • Annual inspections of all structural pollution control devices, such as trap manholes, grit chambers, sumps, floatable skimmers and traps, separators, and other small settling or filtering devices. • Inspections of all MS4 outfalls, sediment basins, and ponds at a minimum once every permit cycle. WSB has met with the MPCA to review our approach (outlined below) to verify that it will meet the MPCA's requirements outlined in the NPDES permit. MPCA staff has indicated that the SWAMP will satisfy the requirements listed above. The City of Columbia Heights contains numerous stormwater BMPs as well as storm sewer infrastructure. The task of inspecting and maintaining these items, as well as tracking the treatment efficiency of these BMPs, is a significant commitment of staff time and a financially daunting task. To allow the City to manage its stormwater system, annually allocate budget, and meet MS4 requirements, WSB proposes to develop a SWAMP by completing the following scope of services. SCOPE OF SERVICES Task 1 — Organize and Format Input Parameters for SWAMP WSB will work with City staff to complete the following steps needed for the SWAMP: • Identify the various stormwater basins and BMPs present within the City for incorporation into the SWAMP • Develop and define attributes for each basin which include: • Facility type (pond, infiltration basin, stormwater wetland, etc.) • Storage volume of facility • Treatment expectations Building a legacy —your legacy. Equal Opportunity Employer I wsbeng.com GAGmup Data \WATER RESOURCEWmposals \Columbia HeightsUR PROP_SWAMP, ColumbiaHeights_121317.docz Mr. Hansen December 14, 2017 Page 2 • Size of drainage area • Imperviousness of drainage area • Receiving water classification /sensitivity • Impaired Waters and Waste Load Allocation status of approved TMDLs • Anti- degradation considerations • BMP sensitivity analysis • Field investigation process and results • BMP age and historic maintenance activities completed • Ownership (private versus public) • Access for maintenance • Small BMP type (sumps, structural treatment devices, rain gardens, etc.) o Maintenance cost o Sediment Volume o Inspection interval • Gather any pond or BMP inspection or assessment data which has been collected to date. This data will need to be formatted to meet the programming needs of the SWAMP. • Identify the MS4 inlets and outlets (including outfalls) to be included in the SWAMP Task 2 — Develop and Launch a Customized Version of SWAMP WSB will utilize the information collected during Task 1 to develop an individually tailored SWAMP using ArcGIS Server. This web application will be hosted by WSB. The web -based SWAMP program will allow City employees to easily access information related to the City's stormwater basins, complete and store survey records, and update information as needed. Using the information stored in the database, SWAMP will allow the user to: • Create a composite SWAMP score for each storm water basin. Composite scores can be used by City staff to prioritize and budget inspection and maintenance activities. • Calculate estimated annual treatment efficiencies and annual load reduction provided by each stormwater basin for Total Phosphorus and Total Suspended Solids. • Calculate the life cycle cost - benefit to help the City determine the value of performing maintenance or improvement activities on any given stormwater basin. • Provide calculated responses regarding storm water basin maintenance activities (similar to a pavement management program) • Meet MS4 requirements for stormwater basin management • Track, schedule, and budget small BMP inspection and maintenance • Track, schedule, and record MS4 inlet and outlet inspections and visual pond inspections The cost to complete Tasks 1 -2 will be determined once the WSB has had a chance to review the City's data. This will be billed at an hourly not to exceed cost. Software Cost and Annual Subscription Fee The SWAMP Web Application cost is $3,000 with an annual software subscription of $1,500 beginning in 2018. This subscription includes access to the web application, cloud server storage of City's program, application maintenance, and future software updates. WSB intends to keep the SWAMP current and relevant by providing program updates as necessary. WSB will notify you when updates are available. G1Group Data \WATER RESOURCES \Proposals \Columbia HeightsUR PROP_ SWAMP _GolumbiaHeights_121317.docx Mr. Hansen December 14, 2017 Page 3 Future Task — Inspections and Comprehensive Project Review (Future Task) Based on the SWAMP prioritization, inspections and a comprehensive project review may need to be completed to determine the extent of maintenance and improvement that is needed. WSB staff will be available to complete inspections and /or help the City prepare a project review memorandum concerning maintenance or improvement projects that need to be conducted. WSB has completed many basin inspections, project review memoranda, and design /construction of basin improvement projects. Based on our experience, we are able to complete these tasks efficiently and at a low cost to our client. SUMMARY The cost to complete Tasks 1 -2 will be determined once the WSB has had a chance to review the City's data. This will be billed at an hourly not to exceed cost. The Web Application Software will be billed at a lump sum cost of $3,000 and there will be an annual subscription cost of $1,500 that will be billed at a lump sum cost annually starting in 2018. Thank you for this opportunity to develop a SWAMP Web Application for the City of Columbia Heights. WSB is confident this assessment tool and inspection and maintenance prioritization program will help guide City staff on the best use of funds to achieve the desired storm water benefits. If you agree with the scope of services outlined above, please sign where indicated below and return one copy to our office. If you should have any questions regarding this proposal, please contact me at 763 - 231 -4861. Sincerely, WSB & Associates, Inc. J ob Newhall, ePE Project Manager ACCEPTED BY: City of Columbia Heights I hereby authorize a one -time billing of $3,000 for the SWAMP Web Application and an annual subscriptionee of $1, starting in 2018. Name Title VKL� Date 01 l 11, \ \ GAGmup Data \WATER RESOURCESWroposals \Columbia Heights \LTR PROP_ SWAMP _ColumbiaHeights_121317.docx