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HomeMy Public PortalAboutGMC NPDES Phase IJune 2022 PROFESSIONAL SERVICES AGREEMENT between The CITY OF TYBEE ISLAND, GEORGIA and GOODWYN MILLS AND CAWOOD, LLC THIS IS AN AGREEMENT made this day of 2022 between the City of Council of Tybee Island, Georgia, a political subdivision of the State of Georgia, ("CITY") and Goodwyn Mills and Cawood, LLC, (GMC) an Alabama corporation, ("CONSULTANT"). The CITY wishes to engage CONSULTANT to provide professional consulting services to assist the CITY with updating the Stormwater Management Plan (SWMP) as required by the new National Pollutant Discharge Elimination System (NPDES) Phase I Municipal Separate Storm Sewer System (MS4) Medium Permit that was issued on April 12, 2022. The following summarizes the contents of this AGREEMENT: Section 1.0 — General Considerations Section 2.0 — CITY Responsibilities Section 3,0 — CONSULTANT Responsibilities Section 4.0 — Project Scope of Services and Schedule Summary Section 5.0 — Project Budget and Payments to CONSULTANT 1.0 SECTION 1.0 — GENERAL CONSIDERATIONS 1.1 Commencement. Upon execution of this AGREEMENT, the CONSULTANT shall enter into a contract with the CITY for the services specified herein. The CONSULTANT recognizes that timely, quality service will be essential to complete this project and the services contemplated under this AGREEMENT. This AGREEMENT will take effect upon delivery of executed AGREEMENT to both parties. This AGREEMENT assumes that the CITY provides approval for the scope of work described herein by July 15, 2022 to provide sufficient time for the CONSULTANT to complete all of the required tasks outlined in this proposal. 1.2 Term of AGREEMENT. The initial term of this AGREEMENT shall end on October 9, 2022, or upon submittal of the revised SWMP to the Georgia Environmental Protection Division (EPD), whichever is later. The term of the AGREEMENT may be modified upon mutual consent of both parties. 1.3 Termination of AGREEMENT. Either party, upon giving 30 days written notice, may terminate this AGREEMENT at any time without cause. Termination of this AGREEMENT by either party shall not impair or affect whatever rights, including payment for services performed prior to termination either party may have under this AGREEMENT. Further, if the CONSULTANT fails to fulfill its contractual obligations as specified herein, the CITY may, by giving written notification to the CONSULTANT, terminate the AGREEMENT for such default. If the AGREEMENT is so terminated, the CONSULTANT shall be paid only for the work satisfactorily completed. 1.4 Successors and Assigns. CITY and CONSULTANT each is hereby bound and the partners, successors, executors, administrators, assigns and legal representatives of each Page 1 of 10 June 2022 are bound, to the other party to this AGREEMENT and to the partners, successors, executors, administrators, assigns and legal representatives of such other party, in respect to all covenants, agreements and obligations of this AGREEMENT. Neither CITY nor CONSULTANT shall assign, sublet or transfer any rights under or interest in (including, but without limitation, moneys that may become due or moneys that are due) this AGREEMENT without the written consent of the other. Nothing herein shall be construed to give any rights or benefits hereunder to anyone other than CITY and CONSULTANT. 1.5 License, Permits and Taxes. The CONSULTANT shall be responsible for all applicable licenses, permits and taxes incurred during the performance of this AGREEMENT. 1.6 Indemnification and Hold Harmless. The CONSULTANT shall indemnify and hold the CITY and its officers, agents, employees and assigns, harmless from any liability imposed for injury arising during the completion of work outlined in this AGREEMENT, or in any manner directly or indirectly caused, occasioned or contributed to, in whole or in part, by reason of a negligent act or omission, including strict liability or negligence of CONSULTANT, or of anyone acting under the CONSULTANT's direction or control or on its behalf, in connection with this AGREEMENT. 1.7 Limits of Liability. In recognition of the relative risks, rewards and benefits of the project to both the CITY and CONSULTANT, the risks have been allocated such that CONSULTANT and the CITY agree that, to the fullest extent permitted by law, and notwithstanding any other provision of this Agreement, the total liability, in the aggregate, of CONSULTANT and CONSULTANT 's officers, directors, employees, agents and subconsultants, to the CITY and anyone claiming by, through or under CITY, for any and all claims, losses, costs or damages whatsoever arising out of, resulting from or in any way related to the AGREEMENT from any cause or causes, including but not limited to the negligence, professional errors or omissions, strict liability or breach of contract or warranty express or implied of CONSULTANT or CONSULTANT 's officers, directors, employees, agents or subconsultants, shall not exceed limits of professional errors and omissions liability insurance. 1.8 Ownership of Project Documents and Reports. All documents and reports prepared by the CONSULTANT pursuant to this AGREEMENT are instruments of service and shall be the joint property of the CITY and CONSULTANT upon completion. The CITY may reproduce and distribute these documents to appropriate parties; however, certain documents may not be suitable for re -use by the CITY on other project(s) without proper consultation with the CONSULTANT. The CONSULTANT may use the work product developed under this AGREEMENT for future marketing and project endeavors. 1.9 Discovery of Unanticipated Hazardous Materials. Hazardous materials may exist where there is no reason to believe they could or should be present. The client acknowledges that CONSULTANT's scope of services for this project does not include any services related to hazardous wastes. CONSULTANT and the CITY agree that the discovery of unanticipated hazardous materials constitutes a changed condition mandating a renegotiation of the scope of work or termination of services. CONSULTANT and the Page 2 of 10 June 2022 CITY also agree that the discovery of unanticipated hazardous materials may snake it necessary for CONSULTANT to take immediate measures to protect human health and safety, and/or the environment. CONSULTANT agrees to notify the CITY as soon as practically possible should unanticipated hazardous materials or suspected hazardous materials be encountered. The CITY encourages CONSULTANT to take any and all measures that in CONSULTANT's professional opinion are justified to preserve and protect the health and safety of CONSULTANT's personnel and the public, and/or the environment, and the CITY agrees to compensate CONSULTANT for the additional cost of such work. 1.10 CITY Disclosure. CITY agrees (on an ongoing basis) to advise CONSULTANT of any hazardous substance or any condition, known or that reasonably should be known by CITY, existing in, on, or near the site that presents a potential danger to human health, the environment, or CONSULTANTS equipment. CONSULTANT does not assume control of the site or undertake responsibility for reporting to any federal, state or local public agencies any conditions at the site that may present a potential danger to public health, safety or the environment or that may otherwise be required by applicable law, rule or regulation, all of which is the CITY's responsibility. 1.11 Controlling Law. This AGREEMENT is to be governed by the laws of the State of Georgia. The parties hereby agree and stipulate this AGREEMENT was made and entered into in Chatham County, Georgia, which shall be appropriate venue for any action brought relating thereto. CONSULTANT shall comply with all applicable CITY, State and Federal provisions related to its performance of the work under this AGREEMENT. 1,12 Severability and Reformation. Any provision or part thereof of this AGREEMENT held to be void or unenforceable under any law shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon the parties. The parties agree that this AGREEMENT shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision. 1.13 Non-discrimination. CONSULTANT shall not discriminate in the employment of persons engaged in the performance of this AGREEMENT on account of race, color, national origin, ancestry, religion, sec, marital status, physical handicap, or medical condition, in violation of any federal or state law. CONSULTANT shall comply with all requirements of the CITY with regards to employment while this AGREEEMNT is in effect. 2.0 SECTION 2.0 — CITY'S RESPONSIBILITIES CITY and/or CITY Staff shall: 2,1 Provide all information for the project, including project objectives and constraints, performance requirements, flexibility and expendability, any budgetary limitations, copies of relevant documents and access to relevant files, software and hardware necessary to execute the work effort. Page 3 of 10 June 2022 2.2 Promptly furnish to CONSULTANT the information requested by CONSULTANT that is needed for rendering of services defined herein. The CITY shall provide to the CONSULTANT all such information that is available to the CITY, and the CONSULTANT shall be entitled to rely upon the accuracy and completeness thereof. The CONSULTANT recognizes that it is impossible for the CITY to assure the accuracy, completeness and sufficiency of information provided to CONSULTANT by CITY or third parties. 2.3 Assist CONSULTANT by placing at his disposal ail available information pertinent to the project including previous reports and any other data relevant to project. 2.4 Undertake and perform the CITY's project related responsibilities as specified in Section 4.0 of this AGREEMENT. Allow the CONSULTANT reasonable access to designated CITY staffpersonnel and property related to execution of specific work tasks that the CITY staff will perform. 2.5 Assist/arrange for access to and make all provisions for CONSULTANT to enter upon public and private property as required for CONSULTANT to perform his services. 2.6 Designate a person (or persons) to act as CITY's representative(s) with respect to the management, technical and production related activities to he performed by the CITY under this AGREEMENT. Such person(s) shall have complete authority to transmit instructions, receive information, interpret and define CITY's policies and decisions with respect to materials, equipment, elements and systems pertinent to CONSULTANT's services. 3.0 SECTION 3.0 — CONSULTANT'S RESPONSIBILITIES 3.1 Standard of Care. The CONSULTANT shall manage and perform the work in accordance with applicable laws and codes. By execution of this AGREEMENT, the CONSULTANT warrants that he/she is possessed of the requisite skill and ability which is ordinarily possessed by other members of his/her profession. CONSULTANT will exercise such degree of skill and ability as is ordinarily employed by professionals who practice in the State of Georgia under similar conditions and like circumstances, and he/she shall perform such duties without neglect, and shall not be liable except for failure to exercise such appropriate degree of care, learning, skill and ability. 3.2 Authorized Representative. CONSULTANT shall designate a person (or persons) to act as CONSULTANT's representative(s) with respect to the services to be rendered under this AGREEMENT. Such person(s) shall have complete authority to transmit instructions, receive information, interpret and define CONSULTANT's policies and decisions with respect to materials, equipment, elements and systems pertinent to this AGREEMENT. 3.3 Insurance. The CONSULTANT shall maintain the following insurance requirements during the time of performance of the services outlined in this AGREEMENT for the Page 4 of 10 June 2022 contract period. An insurance certificate must be on file with the CITY Administrator's office within four weeks of the signing of the contract by both parties. A. General Liability Insurance, with a combined single limit of$1,000,000 for each occurrence and $2,000,000 in the aggregate; B. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident; C. Worker's Compensation insurance in accordance with statutory requirements, with a limit of $500,000 for each occurrence; D. Professional Liability Insurance, in the amount of $2,000,000 per claim and $4,000,000 in the aggregate. 4.0 SECTION 4.0 — PROJECT SCOPE OF SERVICES The specific services which the CONSULTANT agrees to furnish and the terms the CONSULTANT agrees to follow are set forth herein. The CONSULTANT shall furnish the services to provide professional consulting services to assist the CITY with updating the SWMP to address the requirements of the 2022 - 2027 NPDES Phase I Medium MS4 Permit. 4.1 Task 1: Project Management The CONSULTANT will work on behalf of the CITY as the liaison to the EPD as it relates to compliance with the NPDES tasks and program responsibilities addressed within this proposal. This may include conference calls and emails with EPD during the plan revision process. The task will also include general project management and up to (2) meetings with the CITY, an initial meeting to discuss the scope of the revisions and a follow-up meeting. The CONSULTANT will also coordinate with the CITY throughout the plan revision process to discuss proposed revisions and solicit feedback on municipal procedures and ordinances. 4.2 Task 2: SWMP Update The EPD issued a new Phase I MS4 Medium Permit to the CITY on April 12, 2022 that will remain in effect until April 11, 2027. The permit requires the CITY to update the Stormwater Management Plan (SWMP) to meet the new pertnit requirements and submit it to EPD for review within 180 days (on or before October 9, 2022). The CONSULTANT will prepare a draft SWMP that incorporate new and/or modified Best Management Practices (BMPs) as required by the new permit. This will include a description of each activity, a measurable goal, how it will be measured and tracked, and a listing of documentation to be submitted to EPD with the Annual Report. The CONSULTANT will also update the SWMP to include a description of how each program element required by the Permit will be implemented. The CONSULTANT will prepare a draft SWMP for review by the CITY and will update it based on comments from the CITY. The CONSULTANT will prepare a final draft for submittal to EPD and will provide the CITY with one hard copy and one electronic copy Page 5of10 June 2022 of the submittal. This will also include the submittal of Geographic Information System (GIS)-based maps and inventories, relevant CITY ordinances, and inspection checklists as required by the permit, including the following: ■ GIS-Based MS4 Structure Inventory and Map (Section 3.3.1 of the Permit): CONSULTANT will provide an updated map and an inventory database of MS4 structures. • GIS-Based MS4 Outfall Inventory and Map (Section 3.3.2 of the Permit): CONSULTANT will provide an updated map and inventory database of MS4 outfalls. • Green Infrastructure/Low Impact Development (GI/LID) Inventory: CONSULTANT will work with the CITY to develop an updated GI/LID inventory that meets permit requirements. The inventory will be provided in a table format. ■ Other Stornnvater Inventories: CONSULTANT will work with the CITY to provide an updated database inventory of Municipal Facilities, Highly -Visible Pollutant Sources (HVPSs), and Industrial Facilities. These inventories will be provided in a table format. Stornnvater Inspection, Pond Inspection, & Construction Site Inspection Checklists: CONSULTANT will provide permit -compliant checklists that will be used to document inspections of 1) Municipal facilities 2) Industrial sites 3) Highly - Visible Pollutant sites, 4) municipal ponds, and 5) Construction sites. The CITY may also opt to use its own forms that will be submitted with the revised SWMP. ■ Capital Improvement Project (CIF) Stornnvater Impact Assessment Form Please note that providing any GIS-based maps and databases assumes the CITY will provide updated geo-referenced datasets for any new stormwater outfalls and/or stormwater structures (pipes, ditches, municipal ponds, stormwater vaults, and catch basins) that were added as a result of new development / redevelopment that occurred during the 2021-2022 or 2022-2023 reporting years. The CITY will need to provide updated GIS data no later than August 9, 2022, in order to allow sufficient time for the CONSULTANT to prepare the required maps and inventories. If the CONSULTANT must perform additional updates to the GIS databases in order to prepare permit -compliant maps and inventories and/or perform field work to confirm the location of any new structures to add to the CITY inventories, it shall be done at an hourly, additional rate upon request and approval by the CITY. This task will be considered complete upon submittal of the SWMP on or before October 9, 2022, Assistance with responding to future comments from EPD on the revised SWMP, submitted as part of this contract, will be handled as part of the CONSULTANT's 2022 — 2027 NPDES MS4 Compliance contract, on an hourly, as needed basis.. 4.3 Task 3: Illicit Discharge Detection & Elimination (IDDE) Plan Update The EPD issued Coastal IDDE Guidelines for coastal communities in 2020 that allowed a modified approach to traditional dry weather screening (DWS) of stormwater outfalls that meet certain criteria. The CONSULTANT previously worked with the CITY to develop a Page 6 of 10 June 2022 revised IDDE Plan that incorporated the 2020 Guidelines that was approved by the EPD. There were no changes to the 2020 Coastal IDDE Guidelines in the new permit. Assuming the CITY wishes to utilize the same approach without substantive changes, the CONSULTANT will submit the IDDE plan as -is to EPD with the SWMP update. Please note, responding to future comments from EPD on the IDDE Plan, submitted as part of this task, will be considered out of scope and can be completed upon request from the CITY for an hourly additional fee. Alternatively, the CITY may opt to propose an alternative approach to DWS to identify and eliminate illicit charges as allowed by the new permit. This would require submittal of the modified approach to EPD for review and approval, and likely result in several submittals and rounds of comments from EPD. This would be an out of scope service that could be completed upon request from the CITY for an hourly additional fee. 4.4 Task 4: Enforcement Response Plan (ERP) Update As required by Section 3.3.6 of the new permit, the CONSULTANT will review the ERP to ensure the ERP lists all of the enforcement actions, penalties, and fees the CITY has the authority to assess based on current codes and that the ERP is permit -compliant. These updates are anticipated to be minor because there were no other substantive regulatory changes to the permit. Once a final draft has been completed, and approved by the CITY, it will be submitted to EPD with the SWMP update. Please note, responding to future comments from EPD on the revised ERP, submitted as part of this task, will be handled as part of the CONSULTANT"s 2022 - 2027 NPDES MS4 Compliance contract. 4.5 Task 5: GI/LID Plan Update As required by Section 3.3.6 of the new permit, the CONSULTANT will review the GI/LID Plan to ensure it is permit compliant and update the GULID Plan based on the new permit requirements and status of the CITY program. This will include updating the GULID inventory to reflect the new ownership information now required by the permit as well as any additional structures that need to be added based on new development or redevelopment in the 2021-2022 and 2022-2023 reporting year. This update is anticipated to be minor based on the requirements of the new permit and the fact that the City performed a comprehensive update of the GI/LID plan in 2020. The CONSULTANT also proposes to incorporate several revised GULID inspection forms that have already been developed and are publicly -available. Currently, the existing GULID plan for the CITY incorporates inspection forms for GI/LID structures from the Georgia Stormwater Management Manual (GSMM), which are acceptable forms to use but provide limited information. The University of Georgia Marine Extension and Georgia Sea Grant and the CONSULTANT recently developed visual -based inspection forms for the most common GI/LID structures in Coastal Georgia, including hioretention/bioinfiltration; permeable interlocking concrete pavement and pervious concreate/porous asphalt. (EPD has approved use of these forms for other clients' GI/LID plans). The content on these forms is based on criteria from the GSMM, but they were enhanced with photos of good examples and potential issues and maintenance needs which Page 7 of 10 June 2022 makes use of these forms more "user friendly" and helps ensure a thorough inspection and condition assessment. Once a final draft GI/LID Plan has been completed, it will be submitted to EPD with the SWMP update. Please note, responding to future comments from EPD on the revised GI/LID Plan, submitted as part of this task, will be handled as part of the CONSULTANT's 2022.2027 NPDES MS4 Compliance contract. Also, the revision of the City's GI/LID plan does not include completion of the 2017 Center for Watershed Protection code worksheet or EPA scorecard to evaluate municipal codes and how they impact GI/LID. If requested by the CITY, CONSULTANT may assist the City with completion of these forms which requires a thorough review of City codes, at a later date for an additional fee. 4.8 Project Schedule The scope of services will be completed in compliance with the schedule provided by EPD. The revised SWMP and ancillary plans and other documents discussed in this proposal will be completed and submitted to EPD on or before October 9, 2022. All work agreed to as part of this contract will be considered complete upon submittal of the SWMP on or before October 9, 2022. GMC assistance with responding to future cotntnents from EPD on the revised SWMP and associated plans, submitted as part of this contract, will be handled as part of GMC's annual NPDES MS4 Compliance contract, on an hourly, as needed basis. 5.0 SECTION 5.0 — PROJECT BUDGET AND PAYMENTS TO CONSULTANT CITY and CONSULTANT, in consideration of their mutual covenants herein, agree in respect of the per'fortnance of professional consulting services provided by CONSULTANT and the payment for those services by CITY as set forth below. 5.1 Compensation. The CITY shall compensate the CONSULTANT in accordance with the schedule of fccs below, CONSULTANT shall invoice the CITY on a monthly, percent complete basis. Tasks Fee Task 1: Project Management S2,750 Task 2: SWMP Update $7,380 Task 3: IDDE Plan Update" $0 Task 4: Enforcement Response Plan Update $300 Task 5: GULID Plan Update / Inventory Update° $1,800 Subtotal Tasks 1-5 $12,230 (lump sum) A/I Lis assumes no changes will be made to the most recent IDDE plan submitted and approved by EPD in 2020. B/ No fee for use of new inspection forms; cost estimate provided to update GI/LID Plan and inventory. CONSULTANT services will be performed for a total lump sum fee of $12,230 for Tasks 1-5 as outlined in this proposal. Additional services, including responding to EPD comments on Page 8 of 10 June 2022 submittals can be performed on an hourly, as needed basis as part of the CONSULTANT's 2022 - 2027 NPDES MS4 Compliance contract. . Any hourly, as -needed or out -of -scope work will be completed at the City's request in accordance with the terms & conditions outlined herein and the hourly fees specified in Attachment A. CONSULTANT wilt invoice the CITY on a monthly basis. 5.2 Payments. For professional consulting services as outlined in this AGREEMENT, CITY shall pay CONSULTANT the stipulated fees. CONSULTANT shall submit monthly invoices to CITY in a format acceptable by the CITY. CITY shall endeavor to make payment to CONSULTANT within thirty (30) days from receipt of invoice. 5.3 Hourly Services. If the CITY requests that the CONSULTANT provide services on an hourly basis, or requests services not currently outlined in this AGREEMENT, the CONSULTANT will perform the services in accordance with the unit rates provided in Attachment A. Prior to commencing any requested additional services, not included in the Scope of Services in Section 4.0, the CONSULTANT must notify the CITY promptly and provide an estimate of the budget to complete the requested services and a schedule. No additional services shall be performed by the CONSULTANT until written (i.e. letter) or electronic (i.e. email or fax) authorization is received by the CONSULTANT from the CITY. SECTION 6.0 - ACKNOWLEDGEMENT OF ACCEPTANCE 1N WITNESS WHEREOF, the parties hereto have made and executed this AGREEMENT as of the day and year first above written. This AGREEMENT constitutes the entire AGREEMENT between CITY and CONSULTANT. CITY: City of Tybee Island 403 Butler Avenue Tybee Island, GA 31328 Signaturmz1 d Name: L.56 ; -t �es-s; ah 5 Title: A Date: O V _2,0 2 2 - Attest: CONSULTANT: Goodwyn Mills & Cawood 7 East Congress Street, Suite 504 Savannah, GA 31401 Signature: Name: Ed Di I'ommaso, AICP, GISP Title: Environmental Department Head Date: June 15, 2022 Attest: Signature: Name: Page 9of10 Attachment A - Fee Schedule Standard Hourly Rates 2022 Standard Rate and Fee Schedule Principal (Architect, Engineer, Planner, Scientist, GIS) $ 250.00 Executive/Senior Vice President $ 22500 Senior Professional (Architect, Engineer, Planner, Scientist, GIS, Project Manager) Professional iii (Architect, Engineer, Planner, Scientist, GIS, Project Manager) Professional II (Architect, Engineer, Planner, Scientist, GIS, Project Manager) Professional I (Architect, Engineer, Planner, Scientist, GIS, Project Manager) $ 205.00 $ 190.00 $175.00 $160.00 Senior Consultant (Architect, Engineer, Planner, Scientist, GIS) $150.00 Consultant II (Architect, Engineer, Planner, Scientist, GIS) $135.00 Consultant 1 (Architect, Engineer, Planner, Scientist, GIS) $115.00 Environmental Scientist/GIS Analyst II Environmental Scientist/GISAnalyst I Technical 111 (Contract Spec., CADD Tech., Designer, Drafting, CA, ROW Acq., Field Tech.) Technical!! (Contract Spec., CADD Tech., Designer, Drafting, CA, ROW Acq., Field Tech.) Technical I (Contract Spec., CADD Tech., Designer, Drafting, CA, ROW Acq., Field Tech.) Executive Administrative Assistant Administrative Assistant 11 Administrative Assistant 1 Surveying. Professional Land Surveyor Field Crew Supervisor Survey Crew (one-man survey crew) Survey Crew (two -man survey crew) Survey Crew (three-man crew) Reimbursable Expenses $ 110.00 $ 95.00 $140.00 $110.00 $ 80.00 $ 85.00 $ 75.00 $ 65.00 $175.00 $155.00 $135.00 $155.00 $165.00 Travel Expenses Vehicle Transport $0.58 per mile (or current IRS rate) Travel/ Meals/ Lodging Cost plus ten percent Sub -Consultant/ Sub -Contractors Cost plus ten percent Sub-Consultant/Sub-Contractors reimbursable expenses Cost plus ten percent Laboratory costs Cost plus ten percent GPS equipment Field monitoring equipment (Horiba U-53) Goodwyn Mills Cawood 850.00 per day $75.00 per day aui!dingCommunities