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Home My WebLink About2018-28512018 -2851 MAR 0 6 2018 WSB PUBLIC WORKS 701 Xenia Avenue South I Suite 300 1 Minneapolis, MN 55416 1 (763) 541 -4800 February 16, 2018 Mr. Kevin Hansen Public Works Director City of Columbia Heights 637 38th Avenue NE Columbia Heights, MN 55421 Re: Proposal to Provide a Storm Water Asset Management Program (SWAMP) 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 SWAMP will satisfy the requirements listed above. The City of Columbia Heights contains numerous stormwater BMPs and 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. 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 the facility • Treatment expectations Building a legacy —your legacy Equal Opportunity Employer I wsbeng com G1Group Data \WATER RESOURCESTroposaIMColumbia Heights %LTR PROP _ SWAMP_ ColumbiaHeights_Phasell_021518 dou Mr. Kevin Hansen February 16, 2018 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.) • Maintenance cost • Sediment volume • 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 stormwater 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 stormwater 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 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. g:lgroup detalwaler resourceslproposals\columhia heights%ltr prop_ swamp_ columhiaheights _phaseii_021518 .docx Mr. Kevin Hansen February 16, 2018 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 future 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 billed at an hourly not to exceed cost of $6,800. 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 stormwater 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, PE Senior Project Manager ACCEPTED BY: City of Columbia Heights I hereby authorize an hourly not to exceed cost of $6,800 to set up the City of Columbia Heights SWAMP Web Application (the software and subscription fee have been previously approved). Name Title Date gAgroup datMmter resourcea\proposels\columbia heights \Ib prap_smmp calumbiaheighls_phaseii_021518 dou