Fort Walton Beach Council agenda — 09-13-11 regular — reading text

dionbeachdtoqntt.wm\wodAatlachments \15 ll. 0T FEES last pnnted: W012011 12'.51 PM Packet Pg. 156  14. 2 City Council of Fort Walton Beach 0 To: ENGINEERING & UTILITY SERVICES MEMORANDUM Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: September 13, 2011 Subject: Task Order for Stormwater Master Plan 1. BACKGROUND: I. I. In October 2008, the City of Fort Walton Beach adopted Ordinance 1768 to implement a new Stormwater Utility for the purpose of operating and maintaining the City' s stormwater infrastructure. 1. 2. The Stormwater Utility was setup as an enterprise fund with a base user fee of $3. 00 per Equivalent Residential Unit ( ERU). The annual revenue is used to develop a Stormwater Management Program that is responsible " for the operation, construction, and maintenance of stormwater devices; for stormwater system planning; for review of development plans in compliance with stormwater management codes; and for surface water quality management ". 1. 3. In the original Stormwater Utility study, completed by Tetra Tech, Inc., a preliminary Stormwater Master Plan was completed that outlined $ 16 million in various stormwater improvement projects. However, the preliminary Stormwater Master Plan was not comprehensive, did not create a hydraulic model of the stormwater system, and did not immediately identify a short-term or long -term capital improvement program. 2. DISCUSSION: 2. 1. The City contacted Hatch Mott MacDonald, LLC to provide a budget, scope, and schedule to complete a comprehensive Stomtwater Master Plan. The scope of work includes the collection of appropriate data, the development of a comprehensive stormwater hydraulic / hydrologic model, the creation and simulation of various storm events to determine critical min events, the development of various design alternatives to address capacity and flooding issues and determine necessary capital improvement projects, the development of opinions of probable costs for the required improvements, and the prioritization of the capital improvements for various planning horizons. 2.2. The Stormwater Master Plan will also allow the City to evaluate the current user fee structure to determine if it is sufficient for the necessary improvements. 2. 3. This project will also take into account the contribution of stormwater runoff from Okaloosa County since there are several areas within the stormwater system where interconnections occur. 2. 4. The proposed schedule for this project is estimated to take approximately 16 months from the execution of the Task Order with not -to- exceed cost of $205, 000. 3. FINANCIAL INFORMATION: 3. 1. To complete all of the tasks of the comprehensive Stomtwater Master Plan as defined in the Scope of Services, Hatch Mott MacDonald has proposed a not -to- exceed fee of 205, 000. 3. 2. If approved, a $ 66, 794 budget amendment from Stormwater Fund net assets would be required as there is $ 138, 206 budgeted in FY 2010 -11. 4. 4. 1. Staff requests City Council authorization for the City Manager to execute a Task Order with Hatch Mott MacDonald, LLC of Pensacola, Florida to complete a comprehensive Stormwater Master Plan for a not -to- exceed amount of $205, 000. ATTACHMENTS: Stormwater Master Plan Task Order ( PDF) SIGNATURE BLOCK: Michael Beedie Completed 09/01/ 20114: 06 PM Finance Completed 09/02/ 2011 11: 08 AM Carole Jones Completed 09/06/ 2011 11: 33 AM City Manager Completed 09/ 08/ 2011 10: 33 AM City Council Pending  0 TASK ORDER CONTRACT FOR GENERAL CONSULTING SERVICES STORM WATER MASTER PLAN This task order is executed by the parties on the dates signed, shall become effective as of the date signed by the last party, and incorporates by reference the entire Contract for General Consulting Services, Executed May 7, 2010, between the City of Fort Walton Beach, a Florida municipality, with its principal place of business at 107 Miracle Strip Parkway SW, Fort Walton Beach, Florida, ( "City") and the Consultant: Hatch Mott MacDonald Florida, LLC 5111 North 12ia Avenue Pensacola, FL 32504 Telephone Number 850. 484. 6011 Fax Number 850. 484. 8199 Section 1. Scope of Work The Consultant shall perform the services ( the " Work ") described in: Attachment A —Scope of Services CITY OF FORT WALTON BEACH STORMWATER MASTER PLAN Dated September 1, 2011 And as further described in: Attachment B —Fee Estimate CITY OF FORT WALTON BEACH STORMWATER MASTER PLAN Dated September 1, 2011 Section 2. Project Schedule The Consultant shall complete the project within 16 months from the date that Authorization to Proceed is issued. Additional work assigned by the City, ability of City to collect data due to allocation of City resources m project or competing City priorities may modify this schedule. Section 3. Price & Payment of Project The Consultant shall be compensated as follows: Fixed Price. The Consultant' s compensation shall be a fixed price ( lump sum) of $204,072. 21 ( Two hundred four thousand seventy two and 21/ 100 and 21/ 100 dollars). Time and Materials. In addition to the Fixed Price sum indicated above, the Consultant shall have a time and materials allowance, for services to be provided on an " as requested" basis to assist the City with inventory and data collection as indicated in the section titled " Task I Inventory/ Data Collection" of Attachment A. FWB Slonowater Master Plan Task Order - Final. docx Page 1 of 2 Packet Pg. 159  Total billings for time and material services shall not exceed $ 40,000. 00 Forty thousand dollars) without prior City authorization. Time and materials services shall be billed at rates in accordance with the current general services agreement between the City and Hatch Mott MacDonald. Section 4. Insurance/ Payment/Performance Bond The following insurance /payment/performance bond requirements shall apply for the time of this Task order: Not Applicable Section 5. Time of Completion Wmk shall commence upon execution of the Task Order and shall be completed as outlined herein. CITY OF FORT WALTON BEACH, FLORIDA 2011 By: Robert Meams, City Manager Dated Attest: Helen Spencer, City Clerk CONSULTANT BY: 2011 Dated Printed Name: Charles G. Baxlev, PE Its: Executive Vice President State of County of Sworn and affnmed before me, the undersigned authority, on 2011, by , in his/her representative capacity as the of Consultant, and who is personally known to me or who has produced identification. Public Identification: FWB Stormwaler Master Plan Task Order - Final. docx Page 2 of 2 Packet Pg. 760  Attachment A —Scope of Services CITY OF FORT WALTON BEACH STORMWATER MASTER PLAN The City of Fort Walton Beach ( CffY) desires to procure Engineering services for The City of Fort Walton Beach Stormwater Master Plan. Hatch Mott MacDonald ( HMM) proposes to provide the tasks identified below to 1) generate hydrologic/ hydraulic model(s) necessary to evaluate and predict stormwater flows/levels and 2) develop a City of Fort Walton Beach Stormwater Master Plan to identify current stormwater rate /volume issues, develop conceptual design solutions and rank and prioritize design alternatives. Water Quality data will not be included at this time, but will be addressed in future updates to the model and Stormwater Master Plan. Additionally, the City understands that Okaloosa County has or will also contract with HMM to prepare a Master Stormwater Management Plan update. A collaborative approach would be beneficial to both the County and City as stormwater is not restricted to geopolitical boundaries. To facilitate such collaboration, the County is willing to provide the data from its 2003 HEC -RAS model to the City as a starting point for a new comprehensive County & City model if the City' s selected model platform is compatible with the County' s electronic data. Furthermore, the County is currently developing their GIS Stormwater Data Layer and that information will be made available to the City. The intention, if possible, is to use the County' s existing GIS and model data to populate the new selected model platform and then update the new model with specific City attributes and new County projects to achieve both the County' s and City' s objectives. However, the City portion of the model is expected to have more detail and analyses than the updated County Areas. Task 1 Inventory/Data Collection: Pertinent data related to the basins may be collected from the following potential agencies and/ or organizations: City of Fort Walton Beach, Okaloosa County, Florida Department of Environmental Protection ( DEP), Northwest Florida Water Management District NWFWMD), U. S. Army Corps of Engineers ( ACOE), FEMA, Natural Resource Conservation Service (MRCS), National Oceanic and Atmospheric Administration ( NOAA), Florida Department of Transportation ( FDOT), West Florida Regional Planning Council, U.S. Weather Bureau, United States Geologic Survey ( USGS), Florida Natural Area Inventory ( FNAI), U.S. Fish and Wildlife Service ( USEWS) and the Florida Fish and Wildlife Conservation Commission ( FWC). Data will be collected as available and as required until HMM has obtained sufficient information to build the City' s model. In most cases, sources that provide redundant information will not be used. Examples of