HomeMy WebLinkAbout000219 Original ContractAGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE
THE CITY OF PORT ANGELES
AND
HERRERA ENVIRONMENTAL CONSULTANTS
PROJECT DR03 -2011
City of Port Angeles
Record #000219
RELATING TO: STORMWATER ENGINEERING SERVICES
THIS AGREEMENT is made and entered into this 2 day of
.J 2014, by and between THE CITY OF PORT ANGELES, a non charter c e city of the State of
Washington, (hereinafter called the "CITY and HERRERA ENVIRONMENTAL
CONSULTANTS, a Washington Corporation authorized to do business in the state of
Washington (hereinafter called the "CONSULTANT").
WHEREAS, the CITY desires consulting and engineering assistance related to stormwater
systems; and
WHEREAS, the CITY desires to engage the professional services and assistance of a qualified
consulting firm to perform the scope of work as detailed in Exhibit A, and
WHEREAS, the CONSULTANT represents that it is in full compliance with the statutes of the
State of Washington for professional registration and /or other applicable requirements, and
WHEREAS, the CONSULTANT represents that it has the background, experience, and ability
to perform the required work in accordance with the standards of the profession, and
WHEREAS, the CONSULTANT represents that it will provide qualified personnel and
appropriate facilities necessary to accomplish the work;
NOW, THEREFORE, in consideration of the above representations and the terms, conditions,
covenants, and agreements set forth below, the parties hereto agree as follows:
I SCOPE OF WORK
The scope of professional services to be performed and the results to be achieved by the
CONSULTANT shall be as detailed in the attached Exhibit A and shall include all services and
material necessary to accomplish the work.
The CITY may review the CONSULTANT'S work product, and if it is not satisfactory, the
CONSULTANT shall make such changes as may be required by the CITY. Such changes
shall not constitute "Extra Work" as related in Section XII of this Agreement.
The CONSULTANT agrees that all services performed under ttiis Agreement shall be in
accordance with the standards of the engineering profession and in compliance with applicable
federal, state and local laws.
The Scope of Work may be amended upon written approval of both parties.
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II OWNERSHIP OF DOCUMENTS
Upon completion of the work, all documents, exhibits, digital photos, or other presentations of
the work shall become the property of the CITY. The Consultant shall be permitted to retain
copies of documents, including reproducible copies of drawings and specifications for
information, reference, and use in connection with the Consultant's endeavors. The
Consultant shall not be responsible for any use of the said documents, drawings, specifications
or other materials by the CITY on any project other than the project specified in this
Agreement.
III DESIGNATION OF REPRESENTATIVES
Each party shall designate its representatives in writing. The CONSULTANT'S representative
shall be subject to the approval of the CITY.
IV TIME OF PERFORMANCE
The CONSULTANT may begin work upon execution of this Agreement by both parties and the
duration of the Agreement shall extend through September 30 2012. The work shall be
completed in accordance with the schedule set forth in the attached Exhibit D.
V PAYMENT
The CITY shall pay the CONSULTANT as set forth in this section of the Agreement. Such
payment shall be full compensation for work performed, services rendered, and all labor,
materials, supplies, equipment and incidentals necessary to complete the work.
A. Payment shall be on the basis of the 2011 Hourly Rate Schedule shown in Exhibit C plus
the CONSULTANT'S direct non -salary reimbursable costs as set forth in the attached
Exhibit C.
1. Labor costs shall be based on the hourly rates shown in Exhibit C.
General clerical time shall be considered an overhead item, except where specific
work items are involved that require one hour or more continued effort, in which case
time will be charged on the basis of hours worked.
2. The direct non -salary reimbursable costs are those directly incurred in fulfilling the terms
of this Agreement, including, but not limited to, travel, subsistence, telephone,
reproduction and printing, supplies and fees of outside services and consultants. No
overhead and profit may be added to direct non -salary reimbursable costs.
B. The CONSULTANT shall submit invoices to the CITY on a monthly basis. Invoices shall
detail the work, hours, employee name, and hourly rate; shall itemize with receipts and
invoices the non- salary,direct costs; shall indicate the specific task, subtask, or activity in
the Scope of Work to which the costs are related; and shall indicate the cumulative total for
each task.
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C. The CITY shall review the invoices and make payment for the percentage of the project
that has been completed less the amounts previously paid.
D. The CONSULTANT invoices are due and payable within 30 days of receipt. In the event
of a disputed billing, only the disputed portion will be withheld from payment.
E. Final payment for the balance due to the CONSULTANT will be made after the completion
of the work and acceptance by the CITY.
F. Payment for "Extra Work" performed under Section XII of this Agreement shall be as
agreed to by the parties in writing.
VI MAXIMUM COMPENSATION
Unless otherwise agreed to in writing by both parties, the CONSULTANT'S total compensation
and reimbursement under this Agreement, including labor, direct non -salary reimbursable
costs and outside services, shall not exceed the maximum sum of $107,143. The budget for
each task and subtask is as set forth in the attached Exhibit B. The budget for task(s) may be
modified upon mutual agreement between the two parties, but in any event, the total payment
to CONSULTANT shall not exceed $107,143.
VII INDEPENDENT CONTRACTOR STATUS
The relation created by this Contract is that of owner independent contractor. The Contractor
is not an employee of the City and is not entitled to the benefits provided by the City to its
employees. The Contractor, as an independent contractor, has the authority to control and
direct the performance of the details of the services to be provided. The Contractor shall
assume full responsibility for payment of all Federal, State, and local taxes or contributions
imposed or required, including, but not limited to, unemployment insurance, Social Security,
and income tax.
VIII EMPLOYMENT
Employees of the CONSULTANT, while engaged in the performance of any work or services
under this Agreement, shall be considered employees of the CONSULTANT only and not of
the CITY, and claims that may arise under the Workman's Compensation Act on behalf of said
employees while so engaged, and any and all claims made by a third party as a consequence
of any negligent act or omission on the part of the CONSULTANT'S employees while so
engaged, on any of the work or services provided to be rendered herein, shall be the sole
obligation and responsibility of the CONSULTANT.
In performing this Agreement, the CONSULTANT shall not employ or contract with any CITY
employee without the City's written consent.
IX NONDISCRIMINATION
The CONSULTANT shall conduct its business in a manner, which assures fair, equal and
non discriminatory treatment of all persons, without respect to race, creed or national origin, or
other legally protected classification and, in particular:
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A. The CONSULTANT shall maintain open hiring and employment practices and will welcome
applications for employment in all positions, from qualified individuals who are members of
minorities protected by federal equal opportunity /affirmative action requirements; and,
B. The CONSULTANT shall comply with all requirements of applicable federal, state or local
laws or regulations issued pursuant thereto, relating to the establishment of non
discriminatory requirements in hiring and employment practices and assuring the service
of all persons without discrimination as to any person's race, color, religion, sex, Vietnam
era veteran status, disabled veteran condition, physical or mental handicap, or national
origin.
X SUBCONTRACTS
A. The CONSULTANT shall not sublet or assign any of the work covered by this Agreement
without the written consent of the CITY.
B. In all solicitation either by competitive bidding or negotiation made by the CONSULTANT
for work to be performed pursuant to a subcontract, including procurement of materials
and equipment, each potential subconsultant or supplier shall be notified by the
CONSULTANT of Consultant's obligations under this Agreement, including the
nondiscrimination requirements.
XI CHANGES IN WORK
Other than changes directed by the CITY as set forth in Section I above, either party may
request changes in the scope of work. Such changes shall not become part of this Agreement
unless and until mutually agreed upon and incorporated herein by written amendments to this
Agreement executed by both parties.
XII EXTRA WORK
The CITY may desire to have the CONSULTANT perform work or render services in
connection with this project, in addition to the Scope of Work set forth in Exhibit A and minor
revisions to satisfactorily completed work. Such work shall be considered as "Extra Work" and
shall be addressed in a written supplement to this Agreement. The CITY shall not be
responsible for paying for such extra work unless and until the written supplement is executed
by both parties.
XIII TERMINATION OF AGREEMENT
A. The CITY may terminate this Agreement at any time upon not less than ten (10) days
written notice to the CONSULTANT. Written notice will be by certified mail sent to the
consultant's designated representative at the address provided by the CONSULTANT.
B. In the event this Agreement is terminated prior to the completion of the work, a final
payment shall be made to the CONSULTANT, which, when added to any payments
previously made, shall compensate the CONSULTANT for the percentage of work
completed.
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C. In the event this Agreement is terminated prior to completion of the work, documents that
are the property of the CITY pursuant to Section 11 above, shall be delivered to and
received by the CITY prior to transmittal of final payment to the CONSULTANT.
XIV INDEMNIFICATION /HOLD HARMLESS
The CONSULTANT shall defend, indemnify and hold the CITY, its officers, officials, employees
and volunteers harmless from any and all claims, injuries, damages, losses or suits including
attorney fees, arising out of or resulting from the negligent acts, errors or omissions of the
CONSULTANT in the performance of this Agreement, except for injuries and damages caused
by the sole negligence of the CITY.
The CITY agrees to indemnify the CONSULTANT from any claims, damages, losses, and
costs, including, but not limited to, attorney's fees and litigation costs, arising out of claims by
third parties for property damage and bodily injury, including death, caused soley by the
negligence or willful misconduct of the CITY, CITY's employees, or agents in connection with
the work performed under this Agreement.
If the negligence or willful misconduct of both CONSULTANT and CITY (or a person identified
above for whom each is liable) is a cause of such damage or injury, the loss, cost, or expense
shall be shared between the CONSULTANT and the CITY in proportion to their relative
degrees of negligence or willful misconduct and the right of indemnity shall apply for such
proportion.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the
CONSULTANT, the CITY, and the officers, officials, employees, and volunteers of either, the
CONSULTANT'S liability hereunder shall be only to the extent of the CONSULTANT'S
negligence. It is further specifically and expressly understood that the indemnification provided
herein constitutes the CONSULTANT'S waiver of immunity under Industrial Insurance, Title 51
RCW, solely for the purposes of this indemnification. This waiver has been mutually
negotiated by the parties. The provisions of this section shall survive the expiration or
termination of this Agreement. However, the CONSULTANT expressly reserves its rights as a
third person set forth in RCW 51.24.035.
XV INSURANCE
The CONSULTANT shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of the work hereunder by the CONSULTANT, its agents,
representatives, employees or subcontractors.
No Lim CONSULTANT'S maintenance of insurance as required by the agreement
shall not be construed to limit the liability of the CONSULTANT to the coverage provided by
such insurance, or otherwise limit the CITY'S recourse to any remedy available at law or in
equity.
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A. Minimum Scope of Insurance
Consultant shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non owned, hired and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute
form providing equivalent liability coverage. If necessary, the policy shall be endorsed to
provide contractual liability coverage; and,
2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01
and shall cover liability arising from premises, operations, independent contractors, and
personal injury and advertising injury. The City shall be named as an insured under the
Consultant's Commercial General Liability insurance policy with respect to the work performed
for the City; and,
3. Workers' Compensation coverage as required by the Industrial Insurances laws of the State
of Washington; and
4. Professional Liability insurance appropriate to the Consultant's profession.
B. Minimum Amounts of Insurance
Consultant shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily
injury and property damage of $1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
3. Professional Liability insurance shall be written with limits no less than
$1,000,000 per clairn and $1,000,000 policy aggregate limit.
C. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability, Professional Liability and Commercial General Liability insurance:
1. The Consultant's insurance coverage shall be primary insurance as respect the
City. Any insurance, self insurance, or insurance pool coverage maintained by
the City shall be excess of the Consultant's insurance and shall not contribute
with it.
2. The Consultant's insurance shall be endorsed to state that coverage shall
not be cancelled, suspended or materially changed by either party, except after
thirty (30) days prior written notice by certified mail, return receipt requested, has
been given to the City.
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3. Any payment of deductible or self insured retention shall be the sole
responsibility of the CONSULTANT.
4. The CONSULTANT'S insurance shall contain a clause stating that
coverage shall apply separately to each insuredagainst whom claim is made or
suit is brought, except with respects to the limits of the insurer's liability.
D. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII.
E. Verification of Coverage
Consultant shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Consultant before commencement of the work.
XVI APPLICABLE LAW
This Agreement shall be construed and interpreted in accordance with the laws of the State of
Washington, and in the event of dispute the venue of any litigation brought hereunder shall be
Clallam County.
XVII EXHIBITS AND SIGNATURES
This Agreement, including its exhibits, constitutes the entire Agreement, supersedes all prior
written or oral understandings, and may only be changed by a written amendment executed by
both parties. The following exhibits are hereby made a part of this Agreement:
Exhibit A Scope of Work
Exhibit B Budget for Each Task
Exhibit C Consultant Labor Costs and Non -salary Reimbursable Costs
Exhibit D Schedule for the Work
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and
year first written above.
CITY OF PORT ANGELES
47 :6
MAYOR
CONSULTANT
CetA -04 Lair 1-\.
TITLE: f_rte +ju6_ V it
APPROVED AS TO FORM:
WILLIAM E. BLOOR, dFFY 1TTORNEY
ATTEST:
r,kaea1
SA HURD, CITY CLERK
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Exhibit A
CITY OF PORT ANGELES STORMWATERNPDES
AND CAPITAL NEEDS ASSESSMENT
Project Number DR03 -2011
Background
The City seeks to develop a functional resourcing and financial analysis of the staffing,
equipment and funding mechanisms necessary to meet the requirements outlined in State's
pending draft NPDES Phase II Municipal Stormwater Permit (Permit). Additionally, this
analysis will include a capital facilities program component defining a range of funding
support options for the water quality, flooding, and other stormwater deficiencies. The analysis
will assess the gap between current resources and the resources necessary to meet the
pending draft NPDES Permit regulatory requirements.
The City has identified the following objectives for this study:
Assess the City's current Stormwater Management Plan (SWMP).
Review the City's current stormwater regulations and funding mechanisms.
Review the required regulatory responsibilities and associated deadlines over the
next five year term of the pending draft Phase II Municipal Stormwater Permit.
Assess the functional distribution of responsibilities and resource levels to
adequately meet the increasing regulatory requirements through 2018. Included
are staffing levels for all functional areas (engineering, planning, and operations),
equipment levels for operational maintenance, and ancillary support systems such
as software support systems for the Stormwater Utility.
Evaluate existing water quality data and recommend capital water quality
resourcing levels. Recommend projects to achieve improved water quality.
Perform a financial analysis and create funding recommendations for both the
regulatory and capital programs. Create a phasing and implementation schedule.
The goal of the study is to assist City staff in the delivery of comprehensive functional
resourcing and financial analysis which thoroughly assesses the gaps in the City's ability
to meet the NPDES regulatory requirements.
Herrera will partner with the City to develop and accomplish the following eight subtasks:
Subtask 1.1— Project Management
Subtask 1.2 Existing Stormwater Program Characterization
Subtask 1.3 Stormwater Program Regulatory Gap Analysis
Subtask 1.4 Water Quality Data Analysis
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SAIC will serve as a subconsultant to Herrera for the financial analysis in this work scope.
Project managers will be: Craig Doberstein for Herrera, Terri Partch for the City of Port
Angeles
The following scope of work includes a discussion of the activities, assumptions and
deliverables associated with each proposed subtask.
Subtask 1.1— Project Management
Objective: Herrera shall provide effective project management and communication
throughout the life of the project.
Scone of Work:
A. Herrera shall provide project administration including: submitting billing invoices,
submitting monthly progress reports; compliance with applicable procurement and
contracting requirements; and submitting the required deliverables for each subtask.
B. Herrera's project management efforts shall include conducting, coordinating, and
scheduling project activities and assuring quality control. Herrera shall maintain effective
communication with the City through meetings, telephone or email conversations, or web
conferences. Herrera will communicate with the City on average every 2 weeks through
the duration of the project.
C. Herrera shall submit all billing invoices and supportive documentation to the City.
D. Herrera shall submit monthly electronic progress reports to the City's Project Manager
throughout the duration of the project. Progress reports shall be submitted whether work
is performed or not. At a minimum, the progress reports must contain a listing of
accomplishments as defined in this Scope of Work, the reasons for any delays if
established objectives were not met, and identification and explanation of any cost
overruns.
E. Herrera in coordination with the City will hold an initial kick off meeting. At the
meeting, the City will transmit and discuss the existing documents itemized below.
Project budget, schedule, and expectations will be discussed.
Assumptions:
A. This subtask includes an initial in- person kickoff meeting with the City and up to
2 Herrera team staff.
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Subtask 1.5 Support Prioritization of Existing CFP Drainage
Project List
Subtask 1.6 Financial Analysis and Funding Recommendations
Subtask 1.7 Draft and Final Reports and Presentation Support
Public Education
Subtask 1.8 Water Quality Project and Program Development
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B. The in- person meetings will be supplemented with regular communication as
needed. It is assumed the communication will occur on average every 2 weeks
when there have not been other meetings.
C. This is a 10 month study.
D. All drafts will be reviewed by the City within a 2 week period.
E. All City comments shall be compiled into one final set of comments and
electronically transmitted to the Consultant: Any internal conflicts between
comments will be resolved in advance by the City's Project Manager prior to the
transmittal to the Consultant.
F. No final drafts of the memoranda or the Draft Report are to be prepared; all final
comments and edits will be addressed and included in the Final Report.
Deliverables:
A. Kick off meeting with Herrera and City staff
B. Monthly invoices
C. Monthly progress reports
Subtask 1.2 Existing Stormwater Program Characterization
Obiective: Conduct a comprehensive review of the City's existing stormwater program and its
responsiveness to the current Permit elements.
Scone of Work:
A. Review the City's existing stormwater program defined in the following documents:
City's Stormwater Management Program documents
Existing Capital Facilities Project List
1996 Comprehensive Stormwater Management Plan
City Urban Services Standards related to stormwater and grading and Port
Angeles municipal codes related to stormwater and inspection and review
fees
City water quality data
GIS data including existing stormwater system, soils, utilities, land uses,
aerial photos, streets, topography, zoning, tax lots, buildings, and private
stormwater facilities
Relevant WIRA 18 basin plans
Information on NPDES tracking
Information on planned developments, annexations, or land use change from
the Community Development Department if appropriate
Information on the City's existing storm and surface water operations and
maintenance program
Existing modeling data on the City's stormwater system and drainage basins
within the City, if available
Background information on the City's current stormwater utility fee,
stormwater discounts.
DOE water quality data for our jurisdiction
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B. Develop a stormwater questionnaire in coordination with the City's project manager and
interview staff to evaluate currently practiced activities, procedures, and policies. The
questionnaire will be distributed to all workshop attendees for their input at least 2 weeks
in advance of the workshop.
C. Convene a workshop involving appropriate City staff from Planning, Engineering and
Operations, City Council and others, as necessary to discuss the stormwater questionnaire
including project objectives and current stormwater management program issues, water
quality data, the status of current capital facilities project plans, areas where project
solutions are the greatest priority, and the current stormwater utility funding and spending
strategy. This workshop will also serve as a forum for discussing goals and objectives for
the City's stormwater management program e.g., beyond achieving regulatory
compliance, what does the City want to accomplish with regard to water quality, public
education, and other program elements.
D. Review existing levels of effbrt, funding, expenditures, staffing, and organizational
structure.
E. Identify goals and constraints to the program, including City priorities and commitments
as relayed to the Consultant by City staff.
F. Produce a draft Memorandum and draft matrix/spreadsheet of the City's existing SSWM
functions and program activities.
G. Compare the City's existing program activities and permit compliance with up to 3 other
readily available examples from other Phase II jurisdictions. This will likely include the
Cities of Lynnwood, Edmonds, and/or Lacey as Herrera has recently supported similar
work for these municipalities. However, other jurisdictions will be considered if relevant
information is readily available.
Assumptions:
A. The City will compile and transmit all the above information on a project specific
ftp site provided by Herrera, or as hard copy.
B. The City will review a stormwater management program questionnaire, provided
by Herrera, and provide feedback to Herrera at least 1 week prior to the
workshop.
C. Up to 2 Herrera team members will participate in one 4 -hour workshop with the
City to discuss responses to the stormwater program questionnaire.
D. City staff will be available to participate in the questionnaire and interview
processes. The technical memorandum will be a compilation of written and verbal
responses to the questionnaire, discussion during the workshop, and a summary of
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Stormwater program costs since 2007 Permit implementation
NPDES Annual Reports 2007 -2010
COPA public works and utilities and planning organizational charts
Current statements of stormwater utility net assets, working capital and
revenues and expenses
Stormwater utility debt service schedules (beginning in 2010)
Stormwater utility audited financial statements from 2007 -2010
Utility cash reserve policy
Stormwater utility budget
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the stormwater program status based on the information reviewed and the input
received during the workshop.
E. The budget for this task does not include time for analysis and/or evaluation of
other jurisdictions' programs. This task is limited to comparison with readily
available program, permit compliance, and resource information already prepared
and compiled by these jurisdictions.
F. The summary shall be in submitted in MS Word format. The City will take 2
weeks to review after submittal. The summary will be finalized after receipt of the
City's comments and folded into the subtask 1.7 report.
Deliverables:
A. A draft and final stormwater questionnaire as defined in B above.
B. The workshop to discuss the stormwater program including the items in C above.
C. One electronic Word file of the summary of the existing stormwater utility
including existing organization and personnel, equipment, funding resources,
Permit relevance, and comparison to up to 3 other similar jurisdictions. The
summary should also include program issues and goals.
Subtask 1.3 Stormwater Program Regulatory Gap Analysis
Obiective: This subtask will focus on a review of the October 2011 draft of the State's reissued
NPDES Phase II Municipal Stormwater Permit, effective in 2013 and a comparison of the new
Permit requirements with the City's existing resources (personnel, equipment, funding and
support contracts). This subtask will determine the resources, organizational structure and
alternate delivery methodologies necessary to meet the new draft Permit._ This subtask will
document the organizational structure and resource needs, the priority and timing of the required
Permit tasks, and will document how these tasks may be efficiently and economically addressed.
This subtask will also estimate annual costs for any new resources necessary to meet the draft
Permit requirements for the next Permit term, through 2018.
Scone of Work:
A. Obtain a copy of the 2011 draft of the NPDES Phase II Municipal Stormwater Permit, as
developed and published by the Washington State Department of Ecology.
B. Analyze the State's draft NPDES Permit to generate descriptive information relevant to
the analysis of the City's existing stormwater program activities and the required Permit
activities.
C. Prepare a regulatory compliance matrix, listing each requirement of the future
Stormwater Management Program. Include implementation schedules and reporting
requirements.
D. Utilizing the information from subtask 1.2, identify the gaps in the City's stormwater
program, and suggest any changes in organizational structure or resource levels necessary
to achieve minimum compliance with the Permit.
E. Utilizing the information gathered in subtask 1.2, identify areas where additional
resources could be added to meet City goals and enhance the program from the regulatory
base level compliance.
F. Based on each major regulatory requirement and its compliance due date, as described in
the draft Permit, estimate a schedule for minimum and enhanced program implementation
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and compliance, including annual costs. Costs will be totaled on an annual basis for the
first five year term of the Permit.
G. Complete a regulatory compliance matrix to integrate the findings of subtasks 1.2 and
1.3
H. Prepare a draft memorandum to summarize the findings from subtasks 1.2 and 1.3. The
technical memoranda written in subtasks 1.2 and 1.3 will be used as sections of the Draft
Report in subtask 1.7.
Assumptions:
A. Up to 3 Herrera team members will participate in one 2 -hour conference call with
the City to discuss the draft gap analysis memorandum.
B. Outcomes of the gap analysis and needs assessment will shape the content and
recommendations in the draft and final report (subtask 1.7).
Deliverables
A. Draft gap analysis and needs assessment memorandum in Word and pdf format. The gap
analysis will also include an excel spreadsheet of activities, resources, and equipment
either currently assigned or proposed.
B. Conference call to discuss the draft gap analysis memorandum.
C. Final content, incorporating comments received from the City via the conference call,
will be folded into the subtask 1.7 report and not in a revised subtask 1.3 memorandum.
Subtask 1.4 Water Quality Data Analysis
Objective: This subtask will assess the quality and applicability of available water quality data
and perform a basic statistical evaluation to identify where water quality problems are the most
severe and/or most treatable. The assessment will then be used to evaluate and prioritize
potential water quality projects and targeted programmatic efforts in subtask 1.8.
Scone of Work:
A. Evaluate the quality and applicability of available water quality data from the City and
the State. Perform a statistical evaluation to determine where water quality problems are
the most severe and or the most treatable.
B. Conduct a high -level GIS based analysis of readily available water quality related
information (e.g., soil data, land use, existing stormwater and wastewater system,
drainage basins, creek systems, and hydrology). Supplemented by item A above,
determine the most likely significant problems and greatest on- the ground opportunities.
Deliverables
A. Memorandum summarizing the quality and applicability of available water quality data
and priority areas/issues for attention (in subtask 1.8).
Subtask 1.5 Support Prioritization of Existing CFP Drainage Project List
Objective: This subtask will include providing recommendations and guidance to the City on
methods to develop justifiable and defensible prioritization schemes for the City's CIP list to
help support effective use of stormwater utility funding and optimized service to City residents.
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Scone of Work:
A. Perform a high -level review the existing CFP drainage project list. The intent is to
get a general understanding of the types and variety of projects, not to gain
detailed understanding of each project.
B. Discuss initial prioritization options and recommendations with City staff, based
on past Herrera experience.
C. Provide the City with a recommendation 011 a prioritization scheme for the City to
apply to the CFP list. E.g., quantitative structure, qualitative structure, pros and
cons of the recommended approach, and other considerations.
D. As the City progresses with internal implementation of the recommended
prioritization scheme, provide additional guidance and recommendations to
support the prioritization.
Assumptions:
A. Herrera will not be performing the CFP list prioritization. The City will perform
the CFP list prioritization internally, based on chosen aspects of the Herrera
recommendations.
B. Two Herrera staff members will participate in an initial prioritization conference
call. One 2 -hour call is assumed.
Deliverables:
A. Brief technical memorandum outlining prioritization recommendations and
implementation considerations.
Subtask 1.6 Financial Analysis and Funding Recommendations
Obiective: Herrera, in conjunction with subconsultant SAIC will prepare a six -year financial plan
that projects stormwater revenues, expenses, and rates. The projection shall be based on 2011
budget and shall project rates to adequately fund operations, capital costs and current and future
debt obligations. The first year of the financial planning period will be 2012. Additional
operating expenses resulting from the Gap Analysis work will be included, as will any
modifications or additions to the stormwater elements of the CFP.
Scope of Work:
A. Conduct a detailed review of City stormwater utility financial records. Using the results
of the other subtasks in this effort, determine the cost to provide service for the
stormwater utility over the next six year term (through 2017).
B. Recommend funding mechanisms over the next six year term (through 2017)
C. Compare projected rates to 4 other similarly sized and economically comparable
jurisdictions.
!!n rre6dt a -final 9.77.2011 deer
October 4, 2011
SCOPE OF WORK
7 of 10 Herrera Environmental Consultants
D. Herrera, in conjunction with subconsultant SAIC will develop a draft financial analysis
in an Excel spreadsheet model and make recommendations in a technical memorandum
summarizing the study process, assumptions, policy considerations, findings, and
conclusions. The memorandum will be outlined to be readily transferred into the final
report.
Assumptions:
A. Attend 3 meetings in Port Angeles. These meetings are anticipated to include a
meeting with City staff to present draft results of subtask 1.6, and up to 2
presentations of draft results, one to the Utility Advisory Committee and one to
City Council.
B. Herrera, in conjunction with subconsultant SAIC will prepare up to six iterations
of the financial projection corresponding to varying level of service alternatives,
debt funding policies, and/or other policy guidance.
C. Projected stormwater rates will be based on across the -board percentage increases
applicable to all customers.
D. As part of this overall effort, Herrera in conjunction with subconsultant SAIC will
discuss financial policies with the City and receive policy direction from key City
staff. Anticipated areas of policy discussion will include timing and sizing of
stormwater rate increases, use of debt, minimum operating and capital reserve
criteria, minimum debt service coverage ratios, identification of available cash
and outside funding resources such as loans and grants, etc.
E. This scope assumes that the stormwater utility is not financially responsible for
any of the City's combined sewer overflow costs.
Deliverables:
A. Draft financial analysis and recommendations technical memorandum in Word
and pdf formats. The draft report shall be based on an Excel spreadsheet model
that will also be submitted.
B. Final fmancial analysis and recommendations technical memorandum in Word
and pdf formats.
C. Final Excel spreadsheet model.
Subtask 1.7 Draft and Final Reports and Presentation Support Public
Education
Subtask 1.7.1 —Draft Report
Obiective: The draft report will include the summaries, technical memos, and spreadsheets
developed in the previous subtasks, and conclude with a resourcing and financial analysis of the
staffmg, equipment, and funding mechanisms necessary to meet the requirements outlined in the
October 2011 draft NPDES Phase II permit, as well as the financial resources necessary to
adequately fund the stormwater CIP.
On ar*Th l a .pnd 9. 27.2011 data
October 4, 2011
SCOPE OF WORK
8 of 10 Herrera Environmental Consultants
Scone of Work:
Herrera will prepare a draft project report according to an outline that will be agreed upon with
the City project team. The draft report will include the summaries, technical memos and
spreadsheets developed in the previous subtasks, as well as applicable graphics, and
recommendations organized by topic area.
A ssumptio ns:
A. The City project manager will be responsible for coordinating comments on the
annotated outline and draft report by City staff, reconciling any conflicting
internal comments, and will provide one consolidated set of comments to enable
Herrera to readily fmalize the documents.
B. Any GIS projects and data files shall be compatible with ArcView 9.0 and 9.1
Deliverables:
A. Annotated outline in Microsoft Word format
B. 3 hard copies of the draft report
C. Draft report in Microsoft Word and pdf file formats.
Subtask 1.7.2 Final Report
Obiective: The final report will incorporate comments from the draft report.
Assumptions:
A. No meetings with City staff will be needed to finalize the report.
B. The City project manager will be responsible for coordinating comments on the
annotated outline and draft report by City staff, reconciling any conflicting
internal comments, and will provide one consolidated set of comments to enable
Herrera to readily finalize the documents.
Deliverables:
A. Final report in Microsoft Word, pdf, and 5 paper copies.
Subtask 1.7.3 Presentation Support Public Education
Obiective: This subtask supports the City in presentations to the City Council and Utility
Advisory Committee.
Assumptions:
A. The City will be responsible for scheduling, coordinating, and hosting the
meetings.
B. The City will develop materials for the presentation, with input from the Herrera
team on technical elements
llo esMbd a 17no19- 77- 7011,docc
October 4, 2011
SCOPE OF WORK
9 of 10 Herrera Environmental Consultants
C. Up to 2 Herrera team members will participate in 2 meetings one for the Utility
Advisory Committee, and separately with the City Council (each meeting is
assumed to last 3 hours)
Subtask 1.8 Water Quality Project and Program Development Priorities
Obiective: Depending on the complexity and treatability of the highest priority water quality
problems identified in subtask 1.4 above, this subtask will develop recommended next steps and
priorities to enable future development of projects and/or programmatic measures to address the
highest priority issues.
Scone of Work:
Assumntions:
SCOPE OF WORK
A. In coordination with City staff, determine whether potential priority project locations can
be identified based on the information that is available.
B. Based on item A above, determine whether programmatic measures are preferable, or
should be implemented in conjunction with water quality capital projects.
C. If the water quality data are not sufficient to enable future development of capital
projects, identify general strategies for addressing water quality problems such as
additional data collection, and focused non structural programmatic efforts.
A. Given the uncertainty of the conclusions of the water quality analysis in subtask
1.4, the City and Herrera project managers will assess the available budget and
highest priority needs for this subtask.
B. The outcomes of this task will be used to support future development of capital
and programmatic measures to address priority problems, as feasible. Through
subsequent work (not included in this scope of work, but as a potential contract
amendment as budget allows), this information will be used to develop capital and
programmatic measures based on maximizing the amount of water quality
treatment that can be accomplished in high priority problem areas. This should
include development of planning -level designs, cost estimates, and project
summary sheets to support CIF planning and potential future grant applications.
Deliverables:
A. Email documentation of recommended strategies for future development of projects
and/or programmatic measures to address the highest priority issues.
Ha exhibit n -final 9- 27- 2O1I.4,
October 4, 2011
END OF EXHIBIT
10 of 10 Herrera Environmental Consultants
Exhibit B
Budget for Each Subtask
1' Subtask Description 1 Cost
Subtask 1.1— Project Management $8,033
Subtask 1.2 Existing Stormwater Program Characterization 1 $16,458
Subtask 1.3 Stormwater Program Regulatory Gap Analysis $16,329
Subtask 1.4 Water Quality Data Analysis $16,561
Subtask 1.5 Support Prioritization of Existing Stormwater CIP $3,968
Subtask 1.6 Financial Analysis and Funding Recommendations $25,948
Subtask 1.7 Reports and Presentation Support $15,347
Subtask 1.8 Water Quality Project and Program Development $4,499
Total Cost $107,143
1 Anderson, Jim
Avolio, Christina
Azous, Amanda
Ballek, Len
Bennett, Dan
Bourque, Tom
Brauer, Neil
Brennan, Matt
Brummer,
P5 Christopher
P6 Campbell, Art
P4 Carpenter, Bruce
P6 Carrasquero, Jose
P3 Catarra, Gina
P2 Christensen, Niklas
P6 Coughlan, Phil
P2 Davidson, Catherine
P6 Doberstein, Craig
P3 Dugopolski, Rebecca
P2 Elliot, Crystal
P6 Ewbank, Mark
P1 Feller, Meghan
P3 Fontaine, Matt
P6 Ford, Kittie
P4 Gifford, Kristina
P3 Hanson, Brady
P4 Hennessey, Diane
Level I Name
P4 1 Ahearn, Dylan
F3
P3
P5
P5
P2
P6
P2
P4
EXHIBIT C
STORMWATER NPDES and CAPITAL NEEDS ASSESSMENT— DR03 -2011
CONSULTANT LABOR COSTS AND NON SALARY REIMBURSABLE COSTS
City of Port Angeles
Project DR03 -2011
Storrnwater Engineering Services
Herrera Environmental Consultants, Inc.
2011 Herrera Labor Rate Schedule
Classification
Senior Scientist
Contract Administrator
Project Engineer
Associate Scientist
Associate Scientist
Staff Scientist
Director of Engineering
Staff Scientist
Senior Engineer
Associate Engineer
Principal Planner
Senior Scientist
Practice Director
Project Scientist
Staff Engineer
Practice Director
Staff CAD /GIS
Practice Director
Project Engineer
Staff Scientist
Practice Director
Engineer
Project Engineer
Principal Planner
Senior Planner
Project Scientist
Senior Scientist
Total Hourly Billing Rate
$150.83
$103.10
$114.67
$169.42
$138.96
$95.84
$203.89
$78.64
$150.59
$155.48
$193.78
$122.50
$200.60
$106.63
$111.95
$174.31
$91.60
$187.06
$114.67
$98.99
$200.70
$89.90
$110.19
$189.98
$145.33
$107.64
$119.18
P7
P3
P3
P5
P6
P3
P2
F3
P4
P4
P6
P5
P1
P4
P6
P5
P4
P3
P1
A3
P2
F2
P3
P3
P3
P2
P1
P6
F2
P6
P2
P1
P2
F4
F1
P2
A3
P3
1
Herrera, Carlos
Houck, Kevin
Iftner, George
Jenkins, Pam
Jowise, Peter
Kays, Gus
Klara, Matt
LaJudice, Miranda
Lancaster, Alice
Larkin, Mary
Lenth, John
Lepine, Kris
Liang, Tian
Machel, Heidi
Merkelbach, Mark
Michaud, Joy
Mostrenko, Ian
Parsons, Jeff
Prescott, Todd
Rhode, Abagail
Robertson, Jeanne
Rodriguez, Ruben
Rudnick, Tracy
Schmidt, Jennifer
Schwartz, Erik
Scott, Brian
Seckel, Katheryn
Skelton, Kathryn
Slaughterbeck, Carol
Sparano, Regina
Spillane, Michael
Steinberg, Peter
Strazer, Mary
Svendsen, Alex
Swanson, Jennifer
Tonkikh, Natalya
Turnidge, Laura
Wadkins, Shannon
Wall, Susan
Executive Principal Engineer
Project Engineer
Project Scientist
Associate Engineer
Principal Scientist
Project Engineer
Staff Engineer
Accounting Administrator
Senior Engineer
Senior Engineer
Principal Scientist
Associate Scientist
Engineer
Project Engineer
Senior Engineer
Principal Scientist
Associate Engineer
1 Senior Engineer
1 Project CAD /GIS
Engineer
Administrative Coordinator
Staff CAD /GIS
Accounting Staff
Project CAD /GIS
Project Scientist
Project Engineer
Staff Planner
Scientist
Principal Engineer
Accounting Staff
Principal Engineer
Staff Scientist
Engineer
Staff Scientist
Senior Accounting Administrator
Accounting Assistant
Staff CAD /GIS
Administrative Coordinator
Project Scientist
$148.18
$126.57
$112.46
$186.59
$184.89
$132.07
$105.03
$99.23
$157.04
$134.72
$186.86
$152.05
$80.37
$112.46
$152.46
$184.89
$162.64
$146.22
$109.98
$80.78
$82.20
$78.03
$71.99
$111.10
$91.73
$123.89
$93.57
$71.85
$206.94
$71.28
206.94
$110.90
$86.07
$89.05
$129.56
$64.22
$99.09
$80.74
$100.08
1 F6 Wood, Theresa i Contract Principal $201.38
P4 Wozniak, Josh Senior Scientist $125.86
P4 Wright, Tyson Senior Engineer $130.81
P2 I Yu, David 1 Staff Scientist $91.56
P6 I Zisette, Rob I Principal Scientist $186.59
HERRERA ENVIRONMENTAL CONSULTANTS
SCHEDULE FOR REIMBURSABLE COSTS (2011)
Other direct costs (ODCs) Unit Cost
Travel and per diem (FTR rates)
Auto Use* Mile $0.555
Ferry cost
Photocopying, CAD Plots, and Printing
Photocopying (color) Page $0.75
Printing /Graphics (vendor) cost
Mileage will be charged at the current standard mileage rate
established by the Internal Revenue Service (IRS)
Key Milestone Dates
Exhibit D
SCHEDULE
STORMWATER NPDES and CAPITAL NEEDS ASSESSMENT
DR03 -2011
Notice to proceed —10/10 /2011
Subtask 1.1— Project Management
Subtask 1.2 Existing Stormwater Program Characterization
Staff workshop
Subtask 1.3 Stormwater Program Regulatory Gap Analysis
Subtask 1.4 Water Quality Data Analysis
Subtask 1.5 Support Prioritization of Existing CFP Drainage
Project List
Subtask 1.6 Financial Analysis and Funding Recommendations
Subtask 1.7 Draft Report and Final Reports and Presentation
Support Public Education
Subtask 1.8 Water Quality Project and Program Development
1
Monthly
January 6, 2012
December 6, 2011
February 27, 2012
February 1, 2012
March 26, 2012
April 23, 2012
May 28, 2012
June 1, 2012