HomeMy Public PortalAbout2010-41 Selecting Tetra Tech for the preparation of a stormwater master planRESOLUTION NO. 2010-41
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, SELECTING
TETRA TECH FOR THE PREPARATION OF A
STORMWATER MASTER PLAN; AUTHORIZING THE
VILLAGE MANAGER TO NEGOTIATE AND EXECUTE AN
AGREEMENT CONSISTENT WITH THE SCOPE OF
SERVICES ATTACHED AS EXHIBIT "A;" AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the Village of Key Biscayne, Florida (the "Village") recently sought proposals
for the preparation of a stormwater master plan through a competitive bidding process; and
WHEREAS, after careful review of the competitive bids submitted, the Village wishes to
engage Tetra Tech ("Tetra") for the preparation of a stormwater master plan; and
WHEREAS, the Village Council finds that this Resolution is in the best interest and welfare
of the residents of the Village.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF KEY BISCAYNE, FLORIDA, AS FOLLOWS:
Section 1. Recitals Adopted. Each of the above stated recitals are hereby adopted,
confirmed and incorporated herein.
Section 2. Tetra Selected. The Village Council hereby selects Tetra to prepare a
stormwater master plan consistent with the scope of services attached as Exhibit "A" to this
Resolution. If the Village and Tetra cannot negotiate a successful agreement, the Village Manager
shall terminate any negotiations with Tetra and begin negotiations with the next highest ranked
bidder.
Section 3. Village Manager Authorized. The Village Manager is hereby authorized
to negotiate and execute an agreement with Tetra consistent with the scope of services attached as
VILLAGE ATTORNEY
Exhibit "A", subject to approval as to form and legal sufficiency by the Village Attorney.
Section 4. Effective Date. This Resolution shall be effective immediately upon
adoption.
PASSED AND ADOPTED this 14th day of September, 2010.
MAYOR ROBERT L. VERNON
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HITA H. ALVAREZ, MMC, VILLAGE CLE
APPROVED AS TO FORM AND LEGAL SUFFICI
to wiliv>
2
EXH I BIT "A"
WORK AUTHORIZATION PURSUANT TO THE AGREEMENT
FOR PROFESSIONAL ENGINEERING SERVICES BETWEEN
VILLAGE OF KEY BISCAYNE AND TETRA TECH
DATE: September 7, 2010
WORK AUTHORIZATION FOR PROFESSIONAL SERVICES
PROJECT NO. (KEY BISCAYNE)
TITLE: STORMWATER MASTER PLAN & FLOOD PLAIN
MANAGEMENT PLAN UPDATE (ONE-TIME SERVICES)
I. INTRODUCTION:
Tetra Tech (Tt) is pleased to provide professional engineering services for the above referenced
project. This project provides the update to the existing Stormwater Master Plan (SMP) adopted
by the VILLAGE of Key Biscayne in 1993, prepared by Tetra Tech (formerly Williams, Hatfield
& Stoner) and the Floodplain Management Plan (FMP) which was adopted by the Village in
March of 1998. It is one of the many components required by the Community Rating System
(CRS) in order to obtain credit for the 5 -year CRS Cycle Recertification.
The purpose of t14.s scope of work is for Tetra Tech (CONSULTANT) to provide engineering
services to assist the VILLAGE in maintaining compliance with the requirements of the NPDES
program and to improve the rating from a Class 7 to a Class 6 community by updating the
Floodplain Management Plan.
In addition, this scope includes tasks for the CONSULTANT to conduct a hydrologic and
hydraulic (H&H) model of the Village's stormwater conveyance system. This model will be
used to assess the Village's system to determine and prioritize upgrades that may be necessary.
The scope of work included in this proposal is as follows:
II. SCOPE OF SERVICES:
Task 1— Data Gathering
Tetra tech will gather the necessary data by completing the following items:
1. Coordination with Miami -Dade County DERM staff to include improvements that
have been completed by the County that were part of the VILLAGE's Master
Stormwater Management Plan (SMP). An example of this improvement includes
Crandon Boulevard.
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2. Conduct a review of public works files to assess the completion of all Capital
Improvement Projects (CIPs) and Repair and Replacement Projects (R&R) that have
been completed from the date of the SMP through December 2008.
3. Coordination with VILLAGE Public Works and other contacts that have provided
design and construction administration services for CIP projects completed since the
previous SWMP was adopted to ascertain status of projects.
4. Coordination with FEMA to determine how many LOMRs may have been filed in the
vicinity of the VILLAGE that do not show up on current FEMA flood maps.
5. CONSULTANT is in possession of construction drawings and a small amount of as -
built drawings of the Villages stormwater conveyance system west of Crandon
Boulevard. In addition, the CONSULTANT has a partial set of as -built construction
drawings for portions of the stormwater conveyance system on the east side of
Crandon Boulevard.
6. Using the data in Item 5 above, the CONSULTANT will determine how much of the
Village's existing stormwater conveyance system must be surveyed so that the data
can be used in the H&H model.
7. Obtain LiDar aerials from Dade County.
Task 2 — Meetings
The services in this item are as follows:
I. For the purpose of this proposal, Tt has budgeted to conduct two (2) meetings with the
VILLAGE during the course of preparing the update to the SMP and FMP. One
meeting will be conducted to discuss comments made on the first draft of the
document and a follow-up meeting will be held at the VILLAGE to discuss the
VILLAGE's comments on the final drafts.
2. One (1) meeting to present to the VILLAGE Council for adoption.
3. Two (2) meetings with outside consultants to gather their information and to
supplement any information that may be missing from the VILLAGE's files.
4. Services for subsequent meetings that may be requested by the VILLAGE are not
accounted for in this proposal. Should the VILLAGE request any further meetings, Tt
will amend this agreement as needed to cover them.
5. Meeting with Miami -Dade CRS Coordinator to discuss the City's goals and
objectives.
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Task 3 — Stormwater Master Plan Update
1. Updated Studies Compilation
Since the adoption of the SNIP and FMP, there have been numerous adjustments to the
CIP & R&R projections, many projects have been completed, floodplain investigations
initiated and a revised VILLAGE -wide Atlas prepared, new localized flooding areas
identified, grants awarded, and lots of public feedback through council meetings.
CONSULTANT will capture this updated information and provide the following
updates in one bound notebook, as a minimum to meet FEMA standards for maximum
CRS credit consideration as identified in Section 450 of the NFIP/CRS Coordinator's
Manual:
A. Revised floodplain mapping and Atlas (as exists)
B. Review hydrologic calculations and use for H&H modeling. Adjust sub -basin
delineation using data collected above.
C. Revised CIP list and 5 -year schedule (as recently developed)
D. Revised R&R list and 5 -year schedule (as recently developed, but with some
modifications upon review of what project remains from the original studies and
discussions with VILLAGE staff).
E. Summary of permit conditions requiring mitigation compliance and inspection.
Permits will be obtained from the VILLAGE during Tasks 1 above. Tetra Tech
will also obtain permit information from the SFWMD.
F. Revised map (Atlas sheet) indicating status of retrofit construction projects (as
exists with some investigation to update).
G. Revised map showing location of all stormwater pump stations (new exhibit).
H. Identification of infrastructure inventory map and stormwater Atlas (list of new
public stormwater infrastructure) adding to the existing database. Revising the
existing Stormwater infrastructure map to include all identified new infrastructure
(from recent developments) is not included.
I. Map showing potential problem lots in the VILLAGE (as exists). Using the
existing overall base map prepared by CONSULTANT.
J. Map showing the CIP projects recently completed (since 1995) (new exhibit).
K. Compilation of available water quality data reports to date for the VILLAGE
including those we have obtained from other sources (new exhibits).
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L. List of the recently updated preliminary opinions of probable costs for CIPs in
1993 adopted SWP which have not been constructed. (as recently updated).
M. Update and status of NPDES Program and Implementation (from existing Annual
Report).
N. Summary of Grant Applications submitted and actual grants received including
amount obtained and status of projects (since 1995).
2. H&H Modeling
The CONSULTANT will utilize the InfoSWMM 9.0 software to model the
VILLAGE's stormwater conveyance system. Below is a summary of the steps
CONSULTANT will use to complete this task:
A. The LiDar aerials obtained in Task 1 above will be set on the NAVD 88 datum.
However, most of the structure data in the documents for the City is based on the
NGVD 29 datum. The CONSULTANT will, using the appropriate factors for this
area, adjust the structure data to be consistent with the NAVD 88 datum on the
LiDar aerials
B. Using the InfoSWMM software, CONSULTANT will develop sub -catchment
basins for the VILLAGE's catch basins and drainage basins.
C. CONSULTANT will perform calculations to develop the hydrologic parameters
necessary to create surface water runoff hydrograph simulations.
D. The connectivity between the pipes and structures will be established.
E. CONSULTANT will use critically high tidal elevations in the bay as the tailwater
condition for the H&H model.
F. Process models and summarize results.
3. Ranking
A. CONSULTANT will establish a prioritization and ranking methodology for the
VILLAGE to apply to capital improvement projects.
4, Capital Improvement Projects
A. CONSULTANT will identify three (3) capital improvement projects based on
results from the H&H model conducted above.
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B. For each of the three (3) identified projects, the CONSULTANT will identify
three (3) alternative solutions and conduct a preliminary cost to benefit analysis
for each.
C. Using the prioritization methodology developed in Task 3.3 above, the
CONSULTANT will prioritize the identified projects.
D. CONSULTANT will complete a conceptual design, representing approximately
10% completion, to illustrate the recommended improvements. The concepts will
be presented on 11"x17" figures.
E. CONSULTANT will provide the VILLAGE recommendations of which projects
to develop and implement.
5. Financial Snapshot Review of the VILLAGE's Stormwater Management Plan
A. CONSULTANT will prepare a summary financial snapshot of the known
revenues and costs summarized above and compare in an Executive Financial
Summary. Costs will be based on the VILLAGE's five (5) year CIP.
B. CONSULTANT will identify funding sources and preparation of applications for
local, State or Federal Grants available to assist in financing the costs for the
above services,
6. Local Regulations
A. CONSULTANT will evaluate and update all Local Regulations that pertain to the
mitigation of hurricane and flooding hazards, including analysis of issues, for
opportunities and formulation of proposals with respect to the existing provisions
related to "Base Flood Elevations", "Substantial Improvements", Flood Insurance
Rate Maps (FIRM) and the consideration of a Freeboard Regulation for the
VILLAGE.
7. Report Update
A. These reports will be submitted in the form of a preliminary design report
summarizing the work efforts undertaken to complete the tasks above. They will
be completed as a supplement to the VILLAGE's 1993 adopted Stormwater
Management Plan and Floodplain Management Plan. Tetra Tech will prepare the
report as a separate, bound document. The conclusion section will provide a
snapshot of the known revenue and cost projections. The revised final reports
incorporating comments will be presented to the VILLAGE Council for adoption.
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Task 4 — Floodplain Management Plan Update
A. The CONSULTANT will conduct a thorough review of the VILLAGES adopted
FMP.
B. The CONSULTANT will assess, through coordination with the VILLAGE and
Miami -Dade CRS Coordinator, the most beneficial approach to maximize the credit
that could be obtained. The CONSULTANT will implement these updates into the
FMP document.
Task 5 - CRS 5 -year Cycle
The CONSULTANT will assist the VILLAGE in preparation for the 5 -year Cycle Verification in
order to upgrade the rating from a Class 7 to a Class 6 community by completing the tasks listed
hereunder. The Annual Report will be due in draft version on September 21, 2010 and in final
version on September 28, 2010 for submittal to FEMA by October 1, 2010. This scope of work
will include the following items:
1. Meetings
A. For the purpose of this proposal, CONSULTANT has budgeted to conduct two (2)
meetings with the VILLAGE during the course of preparing the 5 -year Cycle Report.
One meeting will be conducted to discuss comments made on the first draft of the
document and a follow-up meeting will be held at the VILLAGE to discuss the
VILLAGE's comments on the final draft.
B. Attendance at one (1) coordination meeting with the ISO/CRS Specialist and the
VILLAGE. During the meeting, the CONSULTANT will assist the VILLAGE in
providing the documentation to be reviewed and respond to questions regarding the
VILLAGE's program and activities that have been implemented.
2. Credit Activities
The services under this item will include compilation of the documentation, as prepared
and provided by the VILLAGE, for the following Activities as defined in the FEMA CRS
Coordinator's Manual, latest edition:
A. Activity 310 - Elevation Certificates
a. SFHA areas after CRS 2006
b. Post -FIRM between 1994 and 2006
c. Pre -FIRM before 1994
d. PDF format
e. Website
f. Off -site Record Storage (ORS)
B. Activity 340 - Disclosure of Flood Hazards
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a. Disclosure of flood hazard
b. Other disclosure requirements
c. Real Estate agent's brochure
d. Disclosure of other hazards
C. Activity 440 - Flood Data Maintenance
a. Additional Map Data
b. Benchmark Maintenance
d. FIRM copies
D. Activity 450 - Stormwater Management
a. SWM regulations
b. Storm Water Master Plan Update (under separate proposal)
d. Erosion & Sedimentation control regulations
E. Activity 510 - Floodplain Management Plan
a. Update Floodplain Map (under separate proposal)
b. Repetitive Loss Area Analysis (under separate proposal)
F. Activity 540 - Drainage System Maintenance
c. Coastal erosion protection maintenance
3. Report Preparation
One draft of the report will be prepared for VILLAGE review and comment. One (1) certified
hard copy of the final report will be provided to the VILLAGE and FEMA each signed by a
Certified Floodplain Manager.
Task 6 — Deliverable and Reimbursable expenses
(1) Nine (9) copies of bound SWMP report update.
(2) Includes Cost of Reproduction
(3) Cost of postage and delivery included for distribution of nine (9) copies of report
to the VILLAGE.
(4) PDF of updated GIS maps.
III. ASSUMPTIONS/EXCLUSIONS:
Additional Services that may be requested by the VILLAGE are not accounted for in this
proposal. Should the VILLAGE request any permitting, design, geotechnical or ecological
investigations, CONSULTANT will amend this agreement as needed to cover them. Searching
for, formatting and/or creating requested documents is also excluded. Reproduction or mailing
of any program literature is not included and assumed to be performed and distributed by the
VILLAGE.
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IV. COMPENSATION:
Tetra Tech proposes to accomplish the work for a lump sum fee of $143.342.
Construction Services can be provided by Tetra Tech on an hourly basis. Our rates will
be per the attached Tetra Tech billing rate schedule. The breakdown of our fee is as
follows:
Sub Costs Total Costs
Task 1- Data Gathering
Task 2 - Meetings
Task 3 - Stormwater Master Plan Update
Update Studies Compilation $14,087
H&H Modeling and GIS Data Migration $29,761
Ranking Methodology $ 1,700
Capital Improvement Projects $ 1,942
Financial Snapshot Review $ 5,605
Local Regulations Review and Amendments $ 4,117
Update SMP $25,398
Task 4 - FMP Update
Task 5 - CRS 5 -year Cycle
Meetings $ 1,758
Credit Activities $ 2,986
Report Preparation $ 2,948
Task 6 - Reimbursable Expenses and ODCs
Total Lump Sum 3143,342
$ 13,056
$ 5,151
$ 82,609
$ 30,313
$ 7,692
$ 4,500
V. SCHEDULE:
Our work will begin as soon as this Work Authorization is executed. The above described work
for the One -Time Services will be accomplished within 16 weeks of acceptance of this proposal
pending availability of required documentation.
The CRS Recertification Report will be submitted to FEMA by October 1, 2010. The draft
submittals of the Stormwater Master Plan Update and the Floodplain Management Plan Update
will be submitted to the Village Council for review by December 7, 2010. A special Village
Council session may be required in order to provide Council review time and ensure
documentation of presentation to Council before December 31, 2010.
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If this proposal is acceptable to you, please sign below and return one copy to our office so that
we may proceed. Thank you for the opportunity to serve you.
IN WITNESS WHEREOF, the Village of Key Biscayne, represented by signature of the
Village Manager and Tetra Tech, Inc. (CONSULTANT) has executed this Work Authorization
as of the day and year written below:
ACCEPTED AND AGREED
GE OF KEY : CA
G naro Chip Iglesias
Village Manager
88 West McIntyre Street
Key Biscayne, Florida 33149
Date:
Cc: Armando Nunez, VKB PWD
William Musser, P.E., VP
Jennifer Woodall, P.E., VP
Ken Caban
Sally Alfieri, Tt
Accounting
TETRA TECH
Alicia M. Verea-Feria, E.I.
Client Manager
Date: /-z.z. t o
Roderick K. Cashe, P.E.
Sr. Project Manager
Date: 11-2-110
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