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HomeMy WebLinkAboutReso 116-17 Approving an Amendment to Consulting Services Agreement with Geosyntec Consultants for Green Infrastructure Planning and Stormwater Resource Plan Evaluation RESOLUTION NO. 116 — 17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING AN AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT WITH GEOSYNTEC CONSULTANTS FOR GREEN INFRASTRUCTURE PLANNING AND STORMWATER RESOURCE PLAN EVALUATION WHEREAS, the City of Dublin ("City") entered into an Agreement with Geosyntec Consultants, Inc. ("Consultant") on January 10, 2017 to conduct Green Infrastructure Planning and Stormwater Resource Plan Evaluation; and WHEREAS, the City and the Consultant mutually desire to amend the Agreement to increase the scope, increase the compensation and extend the term to December 5, 2018; and WHEREAS, funding has been included in Fiscal Year 2017-18 budget to cover the increased compensation amount of $107,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Amendment to the Agreement with Geosyntec Consultants attached hereto as Exhibit A. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Amendment to the Agreement. PASSED, APPROVED AND ADOPTED this 5th day of September, 2017, by the following vote: AYES: Councilmembers Biddle, Goel, Gupta, and Hernandez NOES: ABSENT: Mayor Haubert ABSTAIN: f `�� G� . (�� Mayor Pro empore ATTEST: City Clerk Reso No. 116-17, Adopted 9/5/2017, Item No. 4.5 Page 1 of 1 Attachment A AMENDMENT #1 TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND GEOYSNTEC CONSULTANTS, INC. WHEREAS, on January 10, 2017, the City of Dublin (hereinafter referred to as "CITY") and Geosyntec Consultants, Inc. (hereinafter referred to as "CONSULTANT") entered into a Consulting Services Agreement for Stormwater Resource/Green Infrastructure Plan services (hereinafter referred to as the "AGREEMENT"); and WHEREAS, task one in the AGREEMENT for phase I conceptual development of a Green Infrastructure Work Plan is complete and task two, evaluating the benefits of developing a stormwater resource plan, is pending completion as coordination efforts continue with the Alameda Countywide Clean Water Program and the Zone 7 Water Agency; and WHEREAS, the term of said AGREEMENT expired on August 31, 2017; and WHEREAS, CITY and CONSULTANT now desire to extend the terms of the AGREEMENT an additional fifteen months until December 5, 2018; and WHEREAS, the CITY and CONSULTANT now wish to amend the AGREEMENT to continue green infrastructure planning required under the Municipal Regional Stormwater National Pollutant Discharge Elimination System Permit and move forward with development of a functionally equivalent stormwater resource plan required under California Water Code as a condition for receiving state funds for stormwater and dry weather runoff capture projects; and WHEREAS, the compensation schedule of the CONSULTANT has been updated to reflect 2017 compensation rates; and WHEREAS, due to the additional work needed, the CITY desires to increase CONSULTANT compensation from $85,000 to a not-to-exceed amount of $192,000. NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the AGREEMENT is amended as follows: 1) Extension of Term: The AGREEMENT is amended to extend the termination date to December 5, 2018. 2) Revised Exhibit A: Exhibit A (Scope of Services) of the AGREEMENT is amended per the attached. 3) Revised Exhibit B: Exhibit B (Compensation Schedule) of the AGREEMENT is amended per the attached. 4) Except to the extent inconsistent with this First Amendment, the Parties ratify and confirm all of the terms and conditions of the AGREEMENT. IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed as of the date and year first above written. CITY OF DUBLIN Dated: By: Christopher L. Foss, City Manager ATTEST: By: Caroline Soto, City Clerk Geosyntec Consultants, Inc. Dated: By: Nancy Bice, Senior Principal August 2017 EXHIBIT A SCOPE OF SERVICES-City of Dublin Green Infrastructure/Stormwater Resource Plan Contract Amendment Current Contract: The tasks not completed for the current contract include: Task 9 — Analysis of Stormwater Capture Project Feasibility, and Task 10 — Project Management. Geosyntec has not performed the desktop analysis to examine the feasibility of implementing stormwater capture projects in the City, as this analysis is anticipated to be partially conducted through parallel efforts by the Alameda County Clean Water Program (ACCWP) and the EPA grant-funded SFEI "Preparing for the Storm" project. Once the extent of other efforts is known, Geosyntec will perform additional analyses needed to complete the stormwater capture feasibility tasks and associated project management for the City of Dublin as part of this amended contract. Amended Contract Tasks Tasks to be performed under the amended contract are summarized following. Tasks are numbered 11 — 20 to distinguish tasks from the previous contract. Tasks 18 — 20 are considered optional at this time and will be performed if directed by the City of Dublin. Task 11: PCBs Source Property Referrals and Self-Abatement Reports Geosyntec will assist the City of Dublin in completing a PCBs source property referral process or self-abatement report for up to three sites. Geosyntec will utilize information from City of Dublin to complete the source property referral form for each source property. Geosyntec will conduct one site visit to each referral site to investigate the need and options for enhanced operations and maintenance measures associated with the source property referral. Geosyntec will discuss the options for enhanced operations and maintenance prior to completing the referral form. Geosyntec will participate on conference calls with the San Francisco Bay Regional Water Quality Control Board as needed to discuss the site referral. For self-abatement reports, Geosyntec will gather information that is available on the site from the City of Dublin and publicly-available data to complete the Self-Abatement Report form. Assumptions: • No monitoring will be conducted by Geosyntec. • City staff will accompany Geosyntec staff to assess the need and options for enhanced operations and maintenance measures at each referral site. • Assumes an average of 10 labor hours per site. Deliverables: • One draft and one final source property referral form or self-abatement report for up to three sites. August 2017 Task 12: Alternative Compliance Program Assistance Geosyntec will assist the City of Dublin to develop an Alternative Compliance Program. As part of this task, Geosyntec will prepare a short handbook to describe the Alternative Compliance Program. The handbook will include: 1. A summary of the types of projects eligible for Alternative Compliance and a description of the MRP requirements, including time frames. 2. Development of a formula to calculate In-Lieu fees. 3. A flow chart describing the process to demonstrate Alternative Compliance, either through Option 1 (LID Treatment at an Offsite Location) or Option 2 (Payment of In-Lieu fees). 4. Text accompanying the flow chart to describe the Alternative Compliance steps in additional detail. 5. Two worksheets — one used to demonstrate Alternative Compliance through Option 1; one used to demonstrate Alternative Compliance through Option 2 and calculate the required In-Lieu fees. 6. A glossary of the relevant terms. Assumptions: • Geosyntec will conduct two (2) phone calls with City of Dublin to discuss the Alternative Compliance program (one prior to development of the handbook; one following City of Dublin review of the draft handbook). Deliverables: • One draft and one final City of Dublin Alternative Compliance Program Handbook. Task 13: Research Community-based Public-Private Partnerships and Options for Dublin Geosyntec will conduct research to identify potential public-private partnership options for the City of Dublin and will prepare a brief (two-page) memo to describe findings. Assumptions: • A total of 10 labor hours will be spent researching and summarizing public-private partnership options. Deliverable: • Brief memorandum describing available public-private partnership options for City of Dublin. Task 14: Develop Source Control Typical Details Geosyntec will prepare up to four (4) details for the City of Dublin, including three (3) source control figures and one (1) detail for a bioretention area located in a median. Geosyntec will utilize existing CAD figure linework (to the extent possible) to develop the bioretention area August 2017 detail. Geosyntec will utilize images displaying source controls from manuals including the CASQA BMP Handbooks to develop source control details. Assumptions: • There are no existing CAD files that are available to develop the three simple source control details. • Geosyntec will conduct up to two (2) phone calls with City of Dublin to discuss the details. • Geosyntec will provide two (2) sets of revisions of the draft figures. Deliverables: • Draft and final details for three (3) source control measures and one (1) bioretention area located in a median. Task 15: Conceptual Plans for Green Infrastructure for Capital Improvement Plan Projects Geosyntec will review up to six (6) Capital Improvement Plan (CIP) projects provided by the City of Dublin for feasibility for implementation of green infrastructure as part of the CIP project. Geosyntec will conduct the feasibility assessment using a combination of desktop and visual field review. Geosyntec will prepare a brief memo describing the findings of the feasibility assessment, including a photo log as applicable. For those CIP projects that are found to be feasible, Geosyntec will size and site green infrastructure measures for inclusion in the CIP project. Geosyntec will prepare conceptual designs for the green infrastructure component (i.e., 10% designs) for the selected projects. Conceptual designs will include a plan-view aerial or layout (provided by the City of Dublin) of the project, and will identify stormwater drainage areas, flow direction (as observed visually in the field and identified through available topography data), locations for green infrastructure sized per the MRP requirements, and locations of green infrastructure outlet tie-ins to the storm drain system. The City of Dublin standard green infrastructure detail(s) best suited for the project (if applicable) will be identified and attached to the conceptual design plan layout. Geosyntec will also conduct cost estimates for each of the conceptual designs developed, including a life cycle assessment. Geosyntec will prepare a brief memo to describe the method and findings of the cost estimates. Assumptions: • Geosyntec will conduct one (1) full day field visit to visually examine all the selected CIP project sites (up to six (6) sites). • Feasibility will be based on a desktop review of sites using available GIS data, as well as the visual assessment in the field. • The conceptual design task will not include more intensive field assessment, including but not limited to: surveying, borings, or infiltration testing, although these services can be provided with additional scope and budget. August 2017 • Cost estimates will be developed using standard assumptions for material type and quantity, labor, construction, and operations and maintenance. • Life cycle costs will be developed using City of Dublin's Autocase software license, or using an equivalent spreadsheet method developed by Geosyntec. • Geosyntec will conduct up to one (1) in person meeting and two (2) phone calls to discuss the task and findings. Deliverables: • Draft and Final brief (3-4 page) memo, with photo log, describing feasibility findings for each of the sites. • Draft and Final 10% concept designs for up to six (6) projects, with City of Dublin green infrastructure details attached. • Cost estimates, including life cycle costs, for up to six (6) projects, and brief (2 page) memo describing methods and summarizing results. Task 16: Provide Stormwater Resource Plan Coordination Assistance Geosyntec will provide coordination assistance with the CWP and Zone 7 on SWRP efforts. This is anticipated to include review of: 1. The Zone 7 Stream Management Master Plan; 2. EPA Grant Funded "Preparing for the Storm" Revised Scope; and 3. ACCWP SWRP task scopes and/or summaries. This is also anticipated to include up to four (4) hour long phone calls with Zone 7, SFEI, ACCWP, and/or the City of Dublin to discuss the SWRP related efforts. Geosyntec will provide relevant materials developed as part of the City of Dublin GI Plan/SWRP scope to Zone 7, ACCWP, and SFEI if needed for their SWRP planning efforts. Geosyntec will provide e-mail summaries to City of Dublin following review of the aforementioned materials, as well as after phone calls conducted. Assumptions: • A total of 15 labor hours will be spent on this task. Task 17: Project Management for Tasks 1-6 Geosyntec will provide project management for Tasks 11-16, including task coordination, brief phone calls and e-mail communication with City of Dublin, invoicing, and other administrative tasks. Optional Tasks Task 18: Prop 1 Implementation Grant Application Assistance Geosyntec will assist the City of Dublin with the development of a Prop 1 Implementation Grant Application. The budget for this task assumes the following distribution of work between Geosyntec and the City of Dublin for the sections of the Application (per the Implementation August 2017 Proposal Application components listed in the Proposition 1 Storm Water Grant Program Guidelines (State Water Resources Control Board, 2015)): Section Lead Notes A. Program Selection & Geosyntec can provide General General FAAST Information/ City of Dublin Information about the project to Attachment 1 the City for entry to FAAST B.1. Eligibility Requirements/ City of Dublin City will complete eligibility Attachment 1 requirements for project B.2. Workplan, including figures/ Geosyntec Geosyntec will complete Attachment 2 workplan and figures City of Dublin will provide input B.3. Budget/Attachment 4 Geosyntec on budget and provide matching cost information City of Dublin will provide input B.4. Schedule/Attachment 5 Geosyntec on construction timelines based on past construction and City scheduling information B.5. Monitoring, Assessment, Geosyntec will complete and Performance Measures/ Geosyntec monitoring section and Attachment 7 performance measures table Geosyntec will prepare a table B.6. Multiple Benefits/ Geosyntec depicting the quantifiable benefit Attachment 8 over the lifetime of the project Geosyntec will provide language B.7. DAC/EDA Benefits/ related to benefits to DAC/EDA Attachment 11 (if applicable) City of Dublin based on project information (Question 20.e) of application) City of Dublin will identify the Attachment 3: Resumes Geosyntec/City of Dublin individuals working on the technical advisory and planning team for the project Attachment 6: Environmental City of Dublin will provide all Clearance Checklist& CEQA City of Dublin available environmental and Documentation CEQA documents Attachment 9: Technical Report City of Dublin will provide the Summary Geosyntec technical reports relevant for project Assumptions: • City of Dublin will lead the application components included in the table above and provide input for the Geosyntec-led components as described. • Geosyntec will perform one (1) field visit for additional visual assessment and photographs, as needed. • Geosyntec will not perform more intensive field assessment, including but not limited to: surveying, borings, or infiltration testing, although these services can be provided with additional scope and budget. August 2017 • Geosyntec will not develop design documents for the application (unless conducted as part of Task 15), although this can be provided with additional scope and budget. • City of Dublin will identify sources and amounts of grant match costs. • City of Dublin will provide input on typical construction timelines based on past construction and City permitting/inspection scheduling information. • This task does not include the completion of an Environmental Clearance Checklist & CEQA Documentation. Deliverables: • Draft and Final completed Grant Application Package (pulling together portions completed by Geosyntec and City of Dublin), ready for upload to the FAAST website. Task 19: Stormwater Resources Plan or Functionally Equivalent Plan Preparation Geosyntec will prepare sections of a watershed-scale Stormwater Resource Plan or Functionally Equivalent Plan that includes the City of Dublin. Geosyntec assistance on the Plan will include coordination and identification of data and information for City of Dublin staff, as well as completion of analyses and writing. The delineation of work for this task is based on the Functionally Equivalent Plan Template Elements table revised by Shannan Young (City of Dublin) (i.e., "CWP Functionally- Equivalent_Plan_Template_Elements_DRAFT SY.docx", sent 9 August 2017). Portions of the plan led by Geosyntec are summarized below: • Summarize applicable permits and waste discharge requirements, and how the plan meets these requirements (water code 10562(b)(6), guidelines section V). • Prepare a description of discussions with applicable NGOs and local agencies regarding the Plan (water code 10565(a), Section VI.B), and follow Stakeholder Outreach Plan to conduct discussions. • Identify decisions made by local, state, or regulatory agencies needed to implement and coordinate plan (Section VI.B). • Develop methodology to conduct the metrics-based evaluation for identified projects, conduct the evaluation for all projects using information obtained through GIS desktop analysis, and summarize the evaluation and results. Results will also be summarized in a database format (Section VI.C). • Develop methodology to identify and prioritize projects (anticipated to be heavily integrated with the metrics-based evaluation method). Use methodology to identify projects within the City boundary, and prioritize the projects using the results of the metrics-based evaluation and input from the City (Section VI.D). Geosyntec will summarize the results of the prioritization. • Summarize how projects are identified to ensure effective implementation of the Stormwater Resource Plan and achieve multiple benefits, and Identify August 2017 development of appropriate decision support tools (water code 10562(d)(8), Section VI.E). Deliverables: • Sections of SWRP or Functionally Equivalent Plan as summarized above and in "CWP Functionally-Equivalent_Plan_Template_Elements_DRAFT SY.docx", sent 9 August 2017. Task 20: Project Management for Tasks 18-19 Geosyntec will provide project management for Tasks 18-19, including task coordination, brief phone calls and e-mail communication with City of Dublin, invoicing, and other administrative tasks. August 2017 EXHIBIT B COMPENSATION SCHEDULE-City of Dublin Green Infrastructure/Stormwater Resource Plan Contract Amendment Project Schedule The project will begin September 1, 2017, with an estimated 15-month total duration. Anticipated Task Completion Date 11 — PCB Source Property Referrals December 5, 2018 12—Alternative Compliance Program Assistance March, 2018 13— Research Community-based Public-Private Partnerships and Options for Dublin March, 2018 14— Develop Source Control Typical Details December 31, 2017 15—Conceptual Plans for Green Infrastructure for Capital Improvement Plan Projects June 30, 2018 December 31, 16—Provide Stormwater Resource Plan Coordination Assistance 2017 17— Project Management for Tasks 1-6 December 5, 2018 18— Prop 1 Implementation Grant Application Assistance December 5, 2018 19—SWRP or Functionally Equivalent Plan Preparation September 1, 2018 20— Project Management for Tasks 8-9 December 5, 2018 Project Budget: The total budget remaining from the previous contract is $12,720. This is summarized in the table below. The budget to complete the Tasks identified for the August 2017 Contract Amendment is provided below. The total estimated cost for Tasks 11-17 is $55,000, and the total estimated costs for Tasks 18-20 is $52,000 (for a total of $107,000). The assumptions used to develop these budget estimates are provided in-line in Exhibit A. Task Total Task Budget (Includes 3% Communications Fee for Labor) 9-Analysis of Stormwater Capture Project Feasibility $12,2201 10— Project Management $5001 Total Remaining Budget for Tasks 9-10 $12,7201 11 — PCB Source Property Referrals $6,300 12—Alternative Compliance Program Assistance $8,400 13—Research Community-based Public-Private $2,200 August 2017 Task Total Task Budget (Includes 3% Communications Fee for Labor) Partnerships and Options for Dublin 14— Develop Source Control Typical Details $9,300 15—Conceptual Plans for Green Infrastructure for $20,000 Capital Improvement Plan Projects 16— Provide Stormwater Resource Plan Coordination $3,600 Assistance 17— Project Management for Tasks 11-16 $5,200 Total Budget for Tasks 11-17 $55,000 18— Prop 1 Implementation Grant Application $22,000 Assistance 19—SWRP or Functionally Equivalent Plan Preparation $25,000 20— Project Management for Tasks 18-19 $5,000 Total Project Budget(Tasks 11 -20) $107,000 1 Remaining budget as of 8/13/17. August 2017 Detailed Budget for City of Dublin Green Infrastructure/Stormwater Resource Plan Contract Amendment Total Communi- Task Principal Senior Professional Senior Staff Project Clerical Total Labor cations Total Rounded Professional Professional Admin Hours Budget Fee(3%of Total Labor) _ Rate $250 $225 $175 $150 $80 $55 Task 11: PCB Source 3 18 9 30 $6,150 $184 $6,335 $6,300 Property Referrals Task 12:Alternative Compliance Program 4 8 12 20 4 48 $8,120 $244 $8,364 $8,400 Assistance Task 13: Research Community-based Public-Private 2 4 4 10 $2,100 $63 $2,163 $2,200 Partnerships and Options for Dublin Task 14: Develop Source Control Typical 2 6 48 56 $9,050 $272 $9,322 $9,300 Details Task 15:Conceptual Plans for Green Infrastructure for 4 24 16 68 112 $19,400 $582 $19,982 $20,000 Capital Improvement Plan Projects Task 16: Provide Stormwater Resource 3 12 15 $3,450 $104 $3,554 $3,600 Plan Coordination Assistance Task 17: Project Management for Tasks 2 16 12 30 $5,060 $151 $5,212 $5,200 11-16 Total(Tasks 11-17) $53,330 $1,600 $54,930 $55,000 August 2017 Total Communi- Task Principal Senior Professional Senior Staff Project Clerical Total Labor cations Total Rounded Professional Professional Admin Hours Budget Fee(3%of Total Labor) Task 18(Optional): Prop 1 8 40 24 40 4 116 $21,420 $643 $22,063 $22,000 Implementation Grant Application Assistance Task 19(Optional): SWRP,or Functionally 8 35 30 60 2 135 $24,235 $727 $24,962 $25,000 Equivalent Plan Preparation Task 20(Optional): Project Management 2 18 4 24 $4,870 $146 $5,016 $5,000 for Tasks 18-19 Total(all Tasks) $103,855 $3,116 $106,971 $107,000 1 Included in budget request summary above. August 2017 GEOSYNTEC CONSULTANTS RATE SCHEDULE Rate/Hour Staff Professional $130 Senior Staff Professional $150 Professional $175 Project Professional $200 Senior Professional $225 Principal $250 Senior Principal $275 Engineering Technician I $80 Engineering Technician II $85 Senior Engineering Technician I $95 Senior Engineering Technician II $100 Site Manager I $105 Site Manager II $115 Construction Manager I $125 Construction Manager II $135 Designer $140 Senior Drafter/Senior CADD Operator $125 Drafter/CADD Operator/Artist $115 Project Administrator $80 Clerical $55 Direct Expenses Cost plus 12% Subcontract Services Cost plus 15% Technology/Communications Fee 3%of Professional Fees Specialized Computer Applications(per hour) $24 Personal Automobile(per mile) Current Gov't Rate Photocopies(per page) $.10 Rates are provided on a confidential basis and are client and project specific. Unless otherwise agreed, rates will be adjusted annually based on a minimum of the Producer Price Index for Engineering Services. Rates for field equipment, health and safety equipment, and graphical supplies presented upon request.