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HomeMy WebLinkAboutProposalSubject: Stormwater Master Plan Update Proposal Ap ov fr f• Submittal by: Neel Schaffer Agenda No. 0 iI to Z Departme t ri Finance: 4 in: it Mana ARM" City Attorney: ME City Clerk: 2).it- Date Submitted: 8 DEC 10 Council Date: 15 Dec 10 n City Manager XPENDITURE REQUIRED: $27,500 AMOUNT BUDGETED: $50,000 APPROPRIATION REQUIRED: $0 cr1Y OF S HOME OF PELICAN ISLAND AGENDA TRANSMITTAL SUMMARY In 2003, later revised in 2004, the City of Sebastian contracted with CDM to prepare a Stormwater Master Plan. The Stormwater Master plan outlined a number of capital improvement projects. These projects ranged from very simple (such as culvert change outs) to extremely complicated /unfundable goals (such as conversion of the front swales to "Miami Curb Gutter"). In any case, the master plan served as the primary engineering guide which directed the City in issuing $5.6 million in stormwater improvement bonds. By issuing debt proceeds and shifting financial allocations, a number of the goals outlined in the 2003 Stormwater Master Plan have now been accomplished. Some of the smaller accomplishments include, (1) Periwinkle Drive Culvert/Detention Pond; (2) Middle Stonecrop Culver Replacement; and, (3) Lower Stonecrop Culver Replacement/Detention Pond. While the larger accomplishments include the Collier Creek Rehabilitation Project and the Twin Ditch Conversion Project. The biggest deviation from the 2003 Stormwater Master Plan has been our inability to fund the swale replacement proposal. While the master plan recognized the enormity of this goal, the City has successfully used %4 round swale modifications to address the "problem drainage areas" identified in the 2003 plan. With seven years behind the City and a number of accomplishments achieved, it is now time to update the master plan to ensure that capital is being spent in the correct fashion. By conducting a 2011 Stormwater Master Plan update, the following goals should be established: D Review drainage network, noting how the new investments have improved the system; D Prepare new drainage maps that provide a better overall scheme and drainage patterns; and, D Identify future projects and funding sources. Professional engineering services are required to update a stormwater master plan and procuring these services is regulated through the Competitive Consultants Negotiation Act. However, for the following reasons, I am recommending that the retained services of Neel- Schaffer be utilized instead of completing a full CCNA RFQ process: Under the CCNA, the City completed a competitive RFQ to hire retained engineering services. Neel- Schaffer is formally one of the engineering firms hired by this process. Section 287.055(2)(g) of Florida Statutes does not require a formal process for a professional study under the amount of $200,000. Through many ancillary drainage projects, Neel- Schaffer has gained the most current knowledge concerning the Sebastian drainage system. Neel- Schaffer has proposed an extremely reasonable study price of $27,500, of which $16,000 is primarily for modeling the entire drainage system. $50,000 is budgeted for this item. RECOMMENDATION Staff recommends approval of the 2011 Stormwater Master Plan Update proposal by Neel- Schaffer for an amount of $27,500. Work Authorization No: #CSA -27 1. Data collection and network map 2. Listing of storm water improvements 3. Drainage analysis (ICPR modeling) 4. List of future improvement projects 5. Report and presentation AGREED: Total cost for this project is $27,500 ENGINEERING CONSULTANT: 2 Frank Watanabe, P.E. Neel Schaffer, Inc. Attest: Sally A. Maio, MMC, City Clerk CITY OF SEBASTIAN, FLORIDA WORK AUTHORIZATION FORM Project Identification: Storm Water Master Plan Update IT IS AGREED to undertake the following work in accordance with the provisions of the Neel- Schaffer, Inc. Master Agreement entitled NON EXCLUSIVE CONTINUING PROFESSIONAL SERVICES AGREEMENT FOR ENGINEERING dated May 27, 2009. Description of Assignment: The project is to provide on -call engineering support services for the preparation of storm water master plan update. This engineering assessment will include; data collection, review of drainage network, drainage analysis and master plan updated report and presentation. The services and fees are the following: Basis of Compensation/Period of Services: The above referenced Professional Engineering Services will be performed for the lump sum fee amount of $27,500 Date: 12/7/2010 $3,000 $4,000 $16,000 $2,000 $2,500 CITY OF SEBASTIAN: Al Minner City Manager Date: Approved as to Form and Content for Reliance by the City of Sebastian Only: Robert A. Ginsburg, City Attorney Storm Water Master Plan Update for the City of Sebastian Work Scope and Fee Proposal Prepared by 111L NEEL- SCHAFFER 1201 19 Place, Suite A -100 Vero Beach, FL 32960 SEBAFIAN s HOME OF PELICAN ISLAND City of Sebastian Storm Water Ma Plan Update Page 1 December 7, 2010 Firm Qualifications Firm's Organization, Size, and Experience Neel- Schaffer, Inc.'s (NSI) predecessor firms Glace Radcliffe, Inc. and WCG, Inc. have been providing consulting services throughout Florida since 1919. The Florida predecessor firms were acquired in 2002. Neel- Schaffer, Inc. is an employee -owned corporation with our corporate office located in Jackson, Mississippi. Starting with a handful of dedicated engineers, Neel- Schaffer has grown over the last 20 years to a staff of 365+ professional and technical employees. Of 134 graduate engineers, 112 are registered professionals and more than 20 have advanced degrees. Neel Schaffer's Florida offices are located in Maitland, Melbourne, Pompano Beach, and Vero Beach. Since 1994, Neel- Schaffer has been recognized as a Top 500 Design Firm by the national engineering publication Engineering News Record. In May 1992, issue of Design Firm Management and Administration Report, a professional engineering trade publication in New York, their second annual survey of top design firms in the country included NSI in their list of 26 most successful design firms in the United States. Criteria for inclusion in this listing included experience and geographical diversification, tailoring services to meet client needs, good client communications, continuing education and professional staff development, and effectively teaming with other firms that offer complimentary talents on complex projects. Neel- Schaffer is a multi disciplined engineering and planning firm with 30 offices located in Alabama, Georgia, Louisiana, Mississippi, Florida, Tennessee and Texas. Our offices provide civil, storm water, environmental, emergency management; debris monitoring; disaster assistance; solid waste, structural, hydraulic, electrical, traffic, transportation, highway and bridge engineers; hydrologists; cost estimators; urban planners; landscape architects and community development services. Our corporate structure is designed for us to maintain a strong commitment to our local communities while providing access to our engineering expertise throughout the southeast U.S. Office Location for this Project (Vero Beach Office) Our NSI Florida Vero Beach office will be the main office with support from our Maitland office for the following professional engineering service: Civil Engineering Water /Storm Drainage Drainage Modeling CAD /GIS Mapping Land Surveying I1I NEEL— SCHAFFER Solutions you coo build upon City of Sebastian Storm Water Master Plan Update Page 2 Neel- Schaffer will commit the resources necessary for this storm water master plan update. There are several unique engineering benefits that we offer: Twenty -eight offices in the Southeast and Southwest with three offices in Florida Maitland, Melbourne and Vero Beach offices located to be even more responsive to our clients. Resources and diverse expertise of 370+ highly qualified technical and support professionals. Neel- Schaffer recently recognized in Roads Bridges magazine as one of the "Top 50 Road and Highway Design Firms in North America Extensive range of engineering services in civil, water and transportation engineering with experience in working with small Towns and Cities. All services will be performed by our local Vero Beach or Maitland office staff. Our understanding and knowledge of the City of Sebastian drainage system and the existing storm water master plan. Strong working relationship with the St. John's River Water Management District (SJRWDM) staff on permitting project. Highly trained and qualified technical staff to work on the drainage assessment and the ICPR modeling. Frank Watanabe. P.E. (Vero Beach Office Manager) will be the Project Manager with over 24 years of professional engineering experience working with local and State agencies. He is currently providing on- call engineering service for the following: o Town of Howey -in -the -Hills o City of West Melbourne. o City of Sebastian o School District of Indian River County Steve Cockerham, P.E. (Senior Project Manager) will be the Drainage Engineer. He has over 15 years of civil and storm water experience and located in our Maitland office. He is currently working with the following agencies: o Town of Lady Lake o Seminole Community College Neel- Schaffer Quantity of Equipment Vero Beach Office: four CADD (AutoCAD) workstations, two GIS ArcView stations, one plotter, two copiers, three 24 hr traffic counters, three turn movement counters, three measuring wheels, speed radar gun and delay survey software. Maitland Office: ten CADD (Auto CAD) workstations, three plotters, full sheet scanner, four copiers, and three filed measuring wheels R. NEEL— SCHAFFER So/uc/ons you con build upon City of Sebastian Storm Water Master Plan Update Page 3 Quality of Project Manager, Engineers and Support Staff Project Management Plan Neel- Schaffer, Inc. (NSI) believes that success can be achieved when the client and the consultant work in partnership to accomplish the goals and objectives set on each project task. This has proven to be the comerstone of successful project management for our valued clients on every project. Our NSI's plan is to communicate weekly with the city contact person with progress reports which will summarize the status, any concerns, findings and percent of completion. The city's input is essential in all aspects of the assessment and analysis and is incorporated throughout the study to assure that this master plan update moves forward in accordance with the proposed scope of services resulting in successful completion of a final report and presentation. Qualifications of our Project Manager and Staffing Frank Watanabe, P.E. will be the Project Manager with over 24 years of professional engineering of which 12 years were actually employed by a local City, County or State agency. He has extensive experience in working with local Florida cities and towns on traffic and civil projects. He is currently the on -call engineer for the Town of Howey- in -the- Hills and City of West Melbourne, and the consultant engineer for the City of Sebastian. His extensive experience includes; civil, drainage, roadway, land development, transportation planning, traffic calming, pedestrian and bicycle studies and design and Safe routes -to- School. Quality of Project Engineer and Support Staff Steve Cockerham, P.E. has been selected for this project as the drainage engineer. Mr. Cockerham has over 15 years of hands -on practical civil and drainage engineering experience for several local towns and cities within Florida with extensive experience working with local agencies in storm water projects. He is a located in our Maitland office and will be fully committed and available during this service period. As mentioned, Steve is currently working with several small agencies in Florida as their on -call consultant civil engineer. These agencies include: Town of Lady Lake and Lake County School District. NSI Support Engineering and Technical Staff Our NSI support staff will be available when needed for the various types of technical on -call assignments, such as pedestrian and bicycle counts, field investigations and field observations. It is important to build and maintain a working relationship during the assessment of each project assignment. Based on our past experience, constant communication between the various divisions and departments helps to streamline and avoid possible miscommunication and any unforeseen possible issues. Staffing Title Office location Frank Watanabe, P.E. Project Manager Vero Beach Steve Cockerham, P.E. Drainage Engineer Maitland Suman Juluru, P.E, Drainage Engineer Maitland Leslie Martinez Staff Engineer Vero Beach Michelle Stromberg Senior Tech II /GIS Vero Beach Jorge Ferrer CAD/Technician Maitland I NEEL— SCHAFFER So/utloos you con build upon City of Sebastian Storm Water Master Plan Update Page 4 No. Discipline No. Discipline 63 Administrative 1 Biologist 65 CADD Technician 47 Civil Engineer 28 Construction Inspector 2 Construction Manager 1 Electrical Engineer 14 Environmental Engineer 2 Geotechnical Engineer 5 Geographic Information System Specialist 6 Geologists 2 Hydraulic Engineer 1 Hydrologist 39 Land Surveyor 2 Landscape Architect 2 Mechanical Engineer 5 Planner: Urban /Regional 8 Sanitary Engineer 19 Structural Engineer 48 Transportation Engineer 20 Other Quality Control Management NSI ascribes to the philosophy referred to as Total Quality Management (TQM) that makes client value paramount. TQM includes internal technical reviews and quality assurance audits that provide the city with the confidence and the high quality it expects and deserves. At the beginning of each project assignment, our Project Manager will identify a schedule for technical review, utilizing senior level experts to review each and every development and plan submittals. The work products are forwarded to our internal technical review committee for an independent review. Any comments are incorporated prior to submittal back to the city. The quality control reviews and other cost and management tools allow us to pledge to the city that NSI's assignments are on time and within budget on every project. Schedule Managing schedules and the factors that influence schedules are critical to each project's success. The most successful method of managing a schedule is to communicate constantly with the city contact person throughout the project assignment and quickly address issues that might impact project schedules. To successfully manage schedules, our project manager will maintain continuous communication with the city through weekly or daily calls and emails. Mr. Watanabe will consistently communicate, the progress of each task assignment at every juncture to seek input from the city and various departments. This proactive and innovative approach will assure that issues are dealt with in an expeditious manner. Availability and ability to work with local agencies Frank Watanabe has a unique ability to build relationships with his local clients, communities and elected officials. His 24 years of professional engineering experience is apparent in his confidence to communicate technical information so that everyone can understand the issues. In addition to his ability to successfully communicate and educate engineering issues, Frank is well appreciated in his ability to present information in a public forum, such as planning commission meetings, City Council meetings and neighborhood community meetings. Our NSI support staff will be available, when needed, for the various support assignments, such as; data collection, surveying, field investigations and drainage modeling. As mentioned, Mr. Watanabe will be supported by other engineers and technical staff located in the Maitland and Vero Beach offices. The following is a detailed breakdown of all of our services available for our on -call clients. Total Number of NSI Personnel by Discipline Total of Number of Personnel: 378 NIL NEEL— SCHAFFER Soluclons you con bone upon City of Sebastian Storm Water Master Plan Update Page 5 Current and Near Future Workload The current and near future workload for the Neel- Schaffer Team's professional and support personnel is presented in the chart below. Near term workload indicates sufficient work either under contract or under negotiations for the next month. Beginning in January, the table shows increasing available resources, thus Neel- Schaffer is able to commit the necessary resources and adequate personnel to perform the professional engineering services requested by City of Sebastian. Neel- Schaffer pledges that the proposed team will exceed the required level of effort to continue to produce exemplary projects on scope, schedule, and within budget. 100 80 60 40 20 0 I NEEL— SCHAFFER Se /uclons you con build upon 1 Available Resource Capacity 1 Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov '10 '11 '11 '11 '11 '11 '11 '11 '11 '11 '11 '11 Commitment of NSI Staffing Neel- Schaffer understands the city's need to have continuity in consultant staff and personnel. Neel- Schaffer pledges that the proposed team will be used throughout this drainage study and exceed the required level of effort to produce exemplary projects, meet schedule, and stay within budget. As mentioned for this project, our Project Manager Frank Watanabe, P.E. and staff are fully committed for the duration of this contract. NSI Staffing Available Office location Frank Watanabe, P.E. Project Manager 90% commitment Vero Beach Steve Cockerham, P.E. Drainage Engineer 60% commitment Maitland Suman Juluru, P.E Drainage Engineer 50% commitment Maitland Leslie Martinez Staff Engineer 80% commitment Vero Beach Michelle Stromberg Senior Tech II /GIS 80% commitment Vero Beach Jorge Ferrer CAD Technician 40% commitment Maitland We will meet your expectations as a quality consultant, maintaining constant communication, completing projects on time and being fully responsive to the city's needs and time schedule. As shown on our organization chart, NSI can provide all of the required professional engineering services from our other offices such as land surveying, structural engineering, electrical engineering, landscape architect and other services as needed. City of Sebastian Stone Water Master Plan Update Page 6 City of Sebastian Experience City of Sebastian Professional Engineering Services from 2005-2010 SE 1131SITYCIT YVNI Neel- Schaffer recently was re- awarded in June 2009 the on -call professional engineering services for the City of Sebastian. NSI has had the contract with the city for the last four previous years from 2005 to 2009. The duties included; preparation of various civil, drainage and transportation improvement projects, such as the pedestrian bridges, various drainage improvements, a baffle box design and CEI support. For this new contract, NSI is now assisting the City with various on -call City Engineering duties since they no longer have a city engineer. NSI is now the consultant engineer for Public Works, Planning and Growth Management Departments. In addition, NSI provides all the engineering support for development review. The following are some of our on -going and completed projects: Sebastian Schumann Park Improvements Construction Completed 10/2009, the project included the design of resurfacing six existing tennis courts, two new basket ball courts, electrical lighting of the courts and drainage and permitting with SJRWMD and final engineering cost estimate. Periwinkle Storm Water Detention Basin Construction Completed 10/2008, the project included the design and construction engineering of a storm water retention basin which include drainage analysis, storm water modeling, earthwork and drainage piping, surveying and permitting with SJRWMD. Barber Street Skate Park Design Design and In Construction, The project included design of skate park building improvements, drainage analysis, parking and permitting with SRJWMD and engineering cost estimates. Status: Active Project Key Staff: Frank Watanabe, Project Manager Leslie Martinez, Staff Engineer Michelle Stromberg, Engineer Technician III_ NEEL— SCHAFFER Solutions you con build upon HOME OF PELICAN ISLAND George Street Drainage Improvement Design Completed July 2009 /Construction Completed in 2010, the project included the design of three large storm drainage 60" RCP and 72" ECMP pipes, junction box structure, street crossing improvements, surveying and permitting with SJRWMD and engineering cost estimates and construction engineering support. CEI included field reviews and coordination with SJRWMD. Three Steel Pedestrian Bridge Design Construction Completed 11/2009, the project included the design and construction engineering of three prefabricated steel pedestrian bridges to span over 120 channels, footing and foundation design, sidewalk, electrical, geotechnical, surveying and final engineering cost estimate. Potomac Drainage Improvements Design and Permitting, estimate completion by Dec 2010 with SRJWMD permitting. The project included design of two storm ERCP drainage pipes, drainage modeling and analysis, roadway improvement and County permit, junction boxes, baffle Box for NESPD requirements and permitting with SRJWMD and engineering cost estimates. City of Sebastian Storm Water Master Plan Update Page 7 Project Approach Neel- Schaffer, Inc. (NSI) believes that success can be achieved when the client and the consultant work together in partnership to accomplish the goals and objectives set on each project task. Our plan is to provide the City of Sebastian with the engineering expertise that can assess the city's storm water master plan and provide an updated study. The city's input is essential during the assessment and all comments incorporated throughout the drainage study to assure that the drainage improvements are in accordance with the City's needs resulting in a successful update of the city's storm water master plan. Engineering Assessment III_ NEEL— SCHAFFER 5o1u2lons you con build opon For our approach, we offer Frank Watanabe, P.E. as the Project Manager and primary point of contact. It is important for our project manager to be familiar with the existing drainage system, maintenance operation, local policies and SJRWMD to support the city on this drainage update study. Our support staff will also be available when needed for the various types of technical assignments, such as field investigations, analysis and ICPR modeling. Based on our past working relations and experience with city staff, constant communication between the various divisions and departments helps to streamline and avoid any possible miscommunication and any unforeseen possible issues. The NSI Team's approach for updating this storm water master plan is based on the following principles: Ensure the drainage system addresses real needs and makes real improvements. Ensure the system's functionality, scale, and complexity are appropriate. Leverage previous drainage improvements by making maximum use of existing facilities. Ensure a solid foundation for future expansion and enhancement. FIELD REVIEW /DATA COLLECTION NSI engineers will initially spend time in the field reviewing and analyzing the existing storm water network. NSI engineers are fully qualified to perform and collect data, such as; measurements, right -of -way, drainage pipe size and take photos. Again, based on previous experience, our engineers and technicians will complete the field reviews and then discuss possible recommendations with the appropriate staff before submitting a preliminary recommendations. Since our office is located in Vero Beach, we have the local capability of collecting the field data and doing an initial engineering investigation at the same time. This allows us to better understand the drainage system. REVIEW DRAINAGE NETWORK The NSI Team will review the existing storm water master plan to identify any drainage areas of needed improvements and revisions to the network. Although this study is an update of the existing drainage system, our review will identify any deficiencies or fatal flaws within the existing storm water network for the future improvements of the system. Isolated drainage benefits, such as retention ponds from the connecting system will also be identified. The existing drainage network of channels, canals, ditches and swales is very expensive to maintain and should be expected to have a useful life closer to thirty years if carefully designed and maintained. Since this drainage network is by far the most expensive part of the storm water system, our assessment of the network is to ensure that the comprehensive system is adequate for the future drainage needs as identified in the existing master plan. The City has already invested in several storm water improvements in the past years. An inventory of these recent drainage improvements will be listed in both tabular and a graphic format. These drainage improvements will be reviewed for any deficiency as they relate to this drainage update and a City of Sebastian Storm Water Mast Plan Update Page 8 new storm water drainage network map will be prepared based on the assessment. Information to be collected during the assessment will include the following: Previous drainage studies will also be reviewed to identify any other technical analysis which could be relevant to this study. The NSI Team will investigate all options and recommend the most cost effective drainage network that provides the functionality needed for the existing drainage system and the foundation and flexibility needed for future expansion and enhancement of the system. DRAINAGE ANALYSIS The NSI Team will gather all relevant information about existing drainage facilities, master plan data and any past Interconnected Channel and Pond Routing (ICPR) model information from the City and Indian River County. Based on the existing drainage network and the areas on needed improvements, NSI will then perform detail drainage analysis of the deficient areas using the ICPR model. The ICPR model is a comprehensive storm water modeling system that has been used and accepted by agencies for determining storm water run -off. The program uses three key components of links, nodes and basins in determining the storm water runoff hydrographs and calculations. The link -node analysis performed by the ICPR program can then be used to determine the following: Determine size of pipes Detention ponds Flood plain analysis Storm water retrofits Analysis of storage and levee systems Roadway drainage systems As part of the ICPR analysis, we intend to only analyze the needed areas of the city's storm water system. Having hands -on knowledge of the existing drainage system, there are only a few areas that need drainage improvements to the existing system. The need to do a complete master plan update of the city's ICPR system will not be needed at this time. MASTER PLAN UPDATE The work performed in data collection, network review and analysis will result in an outline of the proposed update to the master plan for the City of Sebastian storm water system. The analysis will provide the ICPR model data to support any revision and changes to the existing master plan. The master plan update report will include: A description of the system Proposed drainage network, including recent link improvements Prepare a new drainage plan maps with new improvements Identify future improvement projects of the ultimate network. Funding needs and potential sources. The master plan update will be intended to be used by the City for planning future projects, operational and maintenance improvements and applying for additional funding sources. It will also help in coordinating systems integration with other agencies. Based on the final ICPR analysis to support the network assessment, a draft report will be prepared with the above items for city review. The report will also identify future capital improvements to the system. Once we receive comments back on the draft report, a final report will be prepared for city approval. I NEEL- SCHAFFER So /utIons you an build upon Inventory of existing drainage improvements Planned new drainage facilities improvements Any available past drainage information Any past ICPR modeling data Current storm water maintenance practices Relevant geographical features Projected development and growth Existing inter jurisdictional agreements City of Sebastian Storm Water Master Plan Update Page 9 Funding and Presentations Funding Opportunities: As mentioned, our proposed Project Manager, Frank Watanabe was once a State DOT engineer and has extensive experience in working with Federal and State agencies on local assistance programs (LAP) in preparing grants and funding applications. In addition, Mr. Watanabe has prepared and received numerous State and Federal funds for local agencies in the planning, design and construction of capital improvement projects for local agencies. Public Meetings: Our project manager will also be able to review any correspondences, necessary reports, letters or memorandums prepared for commissions or public meetings that relates to the presentation of the storm water update. Our project manager will be available to attend these meetings to support city staff in presenting the final report and responding to any technical questions. It is anticipated that we will be attending the City Council meeting to present the final report for Council approval. Deliverables As highlighted in our work scope, NSI will prepare and submit the following items: Storm water network map Listing of existing storm water improvements ICPR modeling of selected areas (two improvement areas) List of future storm water improvement projects Draft and final report Presentations of the master plan update Fee Proposal Based on our work scope, the fee for the storm water master plan update is the following: Proiect Study Items Fee Drainage network map $3,000 Listing of existing storm water improvements $4,000 ICRP model runs of selected areas $16,000 List of future storm water improvement projects $2,000 Draft and final report $2,000 Presentations of the draft and final report $500 The total fee for this storm water master plan update is $27,500 DP- NEEL— SCHAFFER So lotions you con build upon City of Sebastian Storm Water Master Plan Update Page 10