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HomeMy WebLinkAboutExhibit A Scope of ServicesEXHIBIT A SCOPE OF SERVICES D-MAx will provide storm water services to assist the City of National City in complying with NPDES permits and enhance the water quality of runoff generated within the City. The tasks anticipated to be necessary during the 2011-2012 fiscal year are categorized into two groups. Group I tasks are similar to those completed during previous fiscal years. Group II tasks are related to new regulatory requirements. Since Group I tasks are most critical for permit compliance, we propose giving these tasks first priority. The relative priorities to be assigned to different tasks will be discussed at the annual program kick-off meeting and revisited periodically at the monthly coordination meetings to ensure the City's needs are being met. Group I Tasks ® Project Coordination. We will provide all project coordination necessary to perform the work for the City's NPDES program implementation. Project coordination will include monthly project status meetings with the City of National City and other related agencies for the duration of this contract. Also included in the program coordination are: • Management of the program kick-off meeting and all necessary meetings with other concerned and involved agencies and community groups. • Management of all project -related meetings, including agenda and meeting minute preparation and distribution. • Assisting the City with coordination and correspondence with the RWQCB regarding National City's storm water program. • Data Management and GIS. To facilitate annual reporting and to manage various JURMP programs on a day-to-day basis, data must be tracked and stored in a reliable, easy -to -use manner. This includes data from the City's construction, industrial, commercial, development, and municipal programs. D-MAx has created five separate Microsoft Access databases for the City: one each for construction inspections, industrial/commercial inspections, SUSMP post -construction best management practice (BMP) tracking and inspections, municipal facilities and activities inspections, and one for tracking complaint investigations and MS4 maintenance. D-MAx will also assist the City with GIS analysis where necessary for the NPDES program. D-MAx will enter data provided by the City and regularly provide the City with copies of the databases it maintains. ■ Assist in Compliance Inspection Program. We will assist the City's compliance inspection team with the following services: • Conducting construction field inspections • Conducting industrial and commercial field inspections • Conducting SUSMP post -construction BMP inspections • Conducting municipal facilities and activities inspections • Conducting complaint and/or other special inspections, as applicable • Data entry into databases and generating letters to be mailed for these inspections Follow-up inspections will be conducted at construction, industrial, commercial, and SUSMP sites to encourage compliance with the City's minimum BMP requirements, reduce City staff workload related to evaluating the resolution of BMP violations, or document evidence of continued non-compliance for necessary enforcement action, as is necessary. ■ SUSMP Implementation and Document Preparation. We will continue to assist the City with implementation of the SUSMP program as follows. Note that review of SUSMP report and Storm Water Pollution Prevention Plan (SWPPP) documents are included under a different contract. ■ Assist in complying with requirements of the SUSMP • Conducting the annual Operation and Maintenance Verification and keeping up- to-date contact information for projects with permanent post -construction BMPs • Conduct coordination meetings with various City departments and assist in refinement of the SUSMP process ■ Review erosion and sediment control plans • Assist in selecting and implementing BMPs • Conduct educational presentations as required in the City's JURMP and Section D.5.b.(b) of the new Municipal Permit ■ Prepare SUSMPs and construction SWPPPs for City Capital Improvement Projects ■ Dry Weather Field Screening and Analytical Monitoring. This task will include conducting one round of field screening in accordance with the requirements of the Municipal Permit. The objective of this program is to detect and eliminate illicit connections and illegal discharges (IC/IDs) in order to minimize the negative impacts of human activities on receiving water bodies. The City of National City has identified 15 primary monitoring stations where data will be collected during the dry weather analytical and field screening monitoring program. In the event that a site is dry, visual observations will be recorded and an alternate site will be selected. This task will include the following: Visual Observations: Visual observations include looking for evidence of dry weather flows such as staining, corrosion, sediment, surrounding vegetation, algae, mosquito larvae, insects, and animals in the vicinity of the outfall. Field Analysis: At each site the flow and its temperature will be measured, and a sample will be taken for field analyses of the following parameters: • Specific conductance • Temperature • Turbidity • pH • Reactive Phosphorus • Nitrate Nitrogen 2 12 • Ammonia Nitrogen • Surfactants (MBAS) Analytical Monitoring: Water samples from 25 percent of the sites where ponded or flowing water is observed, will be collected and submitted to a California Department of Health Services certified laboratory for analysis of the following constituents: • Total hardness • Oil and grease • Diazinon and Chlorpyrifos • Cadmium (Dissolved) • Copper (Dissolved) • Lead (Dissolved) • Zinc (Dissolved) • Enterococcus bacteria • Total Coliform bacteria • Fecal Coliform bacteria Trash Monitoring: The Municipal Permit requires that the City implement a trash monitoring program during dry weather monitoring. The Copermittee Dry Weather Monitoring Sub-Workgroup developed a trash assessment form and procedures for trash monitoring. We will complete a trash assessment form at each routine site visit. Dry Weather Data Conversion: The County of San Diego maintains a regional database of dry weather monitoring data collected by the Copermittees. The County requires that each City convert its dry weather monitoring data into a standard format so that it can be easily uploaded into the regional database. The process involves converting the data from tables designed for ease of reading and reference to more duplicative tables that are designed to allow for more efficient data analysis using the regional database. D-MAx will assist the City by performing this conversion process. Preparation of a Summary Report: At the conclusion of the field screening program, a report will be prepared to summarize the observations and the results of the study, including trash monitoring. The report will include our interpretation of the field data and test results as to the possible presence of IC/IDs. Reporting also includes preparing a spreadsheet of the collected data in the regionally standardized format and submitting it to the County of San Diego. • Follow -Up Investigations. During the dry weather field screening program if field investigations do not reveal a specific source of contamination, or if the results of the laboratory analysis indicate presence of pollutants in excess of action levels, further investigation will be conducted which may include the following steps: • Tracing flows or discharges upstream • Conducting field screening sampling • Contacting dischargers • Sampling for laboratory analysis • Documenting source investigations 3 13 At the conclusion of the follow-up investigations, a summary report will be prepared summarizing the findings, conclusions, and recommendations. Per Municipal Permit requirements, all laboratory analytical exceedances will be followed up within two business days of receiving the results from the lab. Also, upstream investigations for bacteria will utilize Colilert and Enterolert methods for bacterial analyses. These newer methods have a faster turnaround time than standard analysis methods, which is an advantage during upstream source tracking investigations. • MS4 Monitoring. The new Municipal Permit requires that the City conduct MS4 outfall monitoring. The MS4 monitoring will be conducted prior to August 1 and will include additional laboratory analytical work. The goal of the MS4 outfall monitoring program is to provide additional assessment of the potential for outfalls that discharge directly to receiving water bodies to discharge pollutants of concern associated with the applicable receiving water body. D-MAx will conduct MS4 outfall monitoring as described in the Copermittees' MS4 outfall monitoring workplan. We will also provide a spreadsheet of the MS4 outfall monitoring data in the regionally standardized format in advance of the regionally established deadline for targeted dry weather MS4 outfall monitoring data submittal. • JURMP Annual Report. As a requirement of the Municipal Permit, the City must produce an annual report to the RWQCB detailing the activities that have been conducted during the previous reporting period to reduce pollutants in urban runoff. The JURMP Annual Report to be submitted by September 30 of each year, will document the activities that the City has conducted during the past reporting period of July 1 of the previous year through June 30 of the same year. Annual reports will be prepared and submitted by the end of September in each year, starting with the annual report for the 2010-2011 fiscal year due by the end of September 2011. Report preparation includes the following: Coordinate Information Transfer with City personnel Contacting several City departments to acquire information on the program implementation and special activities carried out through the year. We will have initial meetings with responsible personnel at each department to prepare a plan for receiving information regarding the implementation of the City's JURMP. We will stay in contact with the City's departments thereafter. Pertinent information will be acquired under this task to be used in the report. Review and Respond to RWQCB Comments If any comments on the City's JURMP Annual Report are received, we will prepare a response to those comments and include it as an attachment to the next JURMP Annual Report. Prepare JURMP Annual Report This task includes the preparation of the JURMP Annual Report in accordance with Section I of the Municipal Permit. A draft report will be prepared and submitted to the City for comments, after which a final report will be prepared. The number of hard copies and electronic copies of the final report required for submittal and for City records will be prepared and delivered to the City. The following sections will be included in the report: 4 14 ► Executive Summary: will include summary of overall changes in requirements and lists of key achievements for the various elements of the City's program. ► Introduction: will include a summary of the City's storm water program, the relevant regulatory requirements, and a summary list of key achievements. ► Development Planning: will include descriptions of the City's efforts to require BMP implementation for new development and redevelopment projects, including the City's SUSMP; treatment control BMP inventory update; treatment control BMP inspections; and treatment control BMP operation and maintenance verifications. ► Construction: will include a description of the City's BMP requirements and inventory management and inspection efforts, including enforcement. ► Municipal: will include descriptions of the City's updated programs for activities such as street sweeping, MS4 maintenance, and fertilizer management. A description of the City's inspections of municipal facilities and activities, including any relevant enforcement action, will also be included. ► Industrial/Commercial: will include a description of the City's BMP requirements and inventory management and inspection efforts, including enforcement. It will also include a discussion of the City's efforts with respect to mobile businesses. ► Residential: will include a description of the City's education and enforcement efforts, including complaint investigations, related to residential areas. ► Illicit Discharge Detection and Elimination (IDDE): will include descriptions of complaint receipt and responses, mechanisms to prevent and respond to sanitary sewer spills, Dry Weather Monitoring Program results, responses to recommendations generated based on the previous year's Dry Weather Monitoring Program, and a summary of the illicit connections and illegal discharges detected in the City and how they were resolved. ► Education: will include descriptions of various educational efforts by the City. The new Municipal Permit emphasizes presenting educational efforts categorized by type of target audience. ► Public Participation: will include a description of the City's efforts to involve the public in the development and implementation of its storm water program. ► Fiscal Analysis: will include a summary of the funding sources for the City's storm water program and budget line items. A new fiscal analysis framework has been developed by the Copermittees, and it will need to be implemented for the 2009/2010 JURMP Annual Report. Adapting the City's financial information to the new format will require developing a different structure for the section and working with the City to match financial data to the standard categories provided in the new fiscal analysis framework adopted by the. Copermittees. ► Effectiveness Assessment: will include analyses of the effectiveness of the City's storm water program. The matrix presented in the City's 2008-2009 JURMP Annual Report will be used as a guideline for this section, and 5 15 graphs of Dry Weather Monitoring Program data similar to what has been presented in previous annual reports will also be prepared. ► Special Investigations: will include a summary of any additional progress on the clean community program and any other relevant special studies completed during 2009-2010. ► Conclusions: will include a brief conclusions section similar to what has been presented in previous annual reports. A Training and Education. D-MAx will conduct educational workshops and/or prepare education materials at the City's request to target audiences identified in the JURMP document. An educational calendar has been prepared in each of the last several years with storm water art generated by holding a popular third grade art contest. We will coordinate with the City each year to determine if a similar approach should be used in or whether a different approach will be more beneficial. Educational content for other programs may cover a variety of topics related to storm water quality and watershed concepts listed in the JURMP and will be tailored to each specific audience. Most likely the City will focus its outreach efforts on one or two target audiences or topics; workshops and target audiences could include those listed below: Planning and Engineering Departments The goal of this workshop will be to inform the Planning and Engineering Departments of general concepts listed in the JURMP and to address new Permit requirements relevant to each department. The Permit requires changes in land - use planning and engineering aspects of new development and redevelopment projects within the City, including the implementation of the City's SUSMP. Among the new requirements is the implementation of Low Impact Development (LID) measures for all development projects and hydromodification management measures for Priority Development Projects Subject to SUSMP. Public Works Staff The workshop will be targeted towards public works employees and will focus mainly on the practical aspects of BMP implementation. It will also address changes in public works operations required by the Municipal Permit, such as effects on channel maintenance and storm drain cleanout frequency. In the event that the City's NPDES Storm Water Compliance Inspector conducts this training, D-MAx will not provide a training session for this audience. Construction Inspectors The educational workshop for construction inspectors will include general concepts listed in the JURMP and additionally cover such topics as BMP implementation and maintenance, good housekeeping measures, site inspections and inspection frequency. School Students We will assist the City in providing training workshops for school students. The topics for these workshops include the source of pollutants, the impact of pollutants on the receiving water bodies and BMPs to prevent the pollutions. Workshops 6 16 At the request of the City, we will provide targeted educational workshops for various industry or stakeholder groups. D-MAx has recently conducted workshops for industrial businesses, automotive businesses, the development and construction industry, and City residents. Educational Materials We will assist the City in developing educational materials such as pamphlets, calendars, articles for newsletter or websites, or fact sheets. These materials may to be targeted at the development community, City residents, industrial and commercial businesses, City staff, or other audiences. The Municipal Permit requires additional education related to watershed concepts and watershed pollutants of concern. ■ Watershed Urban Runoff Management Program. The City of National City is located within the San Diego Bay Watershed. The Municipal Permit requires each Copermittee to collaborate with other Copermittees within its watershed to identify and mitigate the highest priority water quality issues/pollutants in the watershed. D-MAx will coordinate with the watershed Copermittees on behalf of the City of National City and fulfill the group requirements per the City instructions. Since 2004 we have assisted the City by helping write the San Diego Bay WURMP Annual Reports, and the City has been listed as among the primary authors of those annual reports. The City is also required to implement activities that measurably change knowledge, awareness, or behavior or target audiences and activities that result in significant pollutant Toad reductions or source abatement each year. We will assist the City with implementing these activities to meet WURMP requirements. • Representing the City in Various Meetings. D-MAx will represent the City of National City in various meetings including those with other Copermittees, the Regional Board, and/or Regional Workgroups. The City has taken on the responsibility of serving as the secretary for the Regional WURMP Workgroup, and we will assist the City in fulfilling that responsibility. ® Other Storm Water Services. It has been our experience with other local municipalities and with the City of National City that storm water related situations arise from time to time that require immediate or expert action. D-MAx will be pleased to provide any other as -needed, on -call services to the City of National City that have not been identified above. Group II Tasks ■ Source Identification Special Studies. Additional monitoring studies may be necessary for source investigation purposes, including for efforts linked to WURMP activity implementation to address watershed pollutanTs of concern or to TMDLs. In some portions of the City exceedances have been noted for several consecutive years in the dry weather monitoring program, and it may be necessary to perform additional monitoring beyond the typical dry weather follow-up investigations to evaluate the effectiveness of measures taken to address the sources of the exceedances. The current Municipal Permit also includes requirements for effectiveness assessment, including outcome 7 17 levels 4, 5, and 6 (load reduction, change in quality of discharge, and change in receiving water quality). Additional monitoring may be required to evaluate the effectiveness of City activities in accordance with these requirements. ■ Web -Based Database Development. The City's current NPDES program databases are in MS Access format, however the City is transitioning to the use of a web -based data management system. Since D-MAx currently maintains the databases, we propose to work with City or data management staff in transitioning to the online system and structuring the system to track the data that the City wants to have accessible online, such as industrial, commercial, construction, and SUSMP site inventories and inspection results. Using a web -based database will allow for both City and D-MAx users to access up to date data without the process of transferring MS Access files back and forth. This will help the City better comply with Municipal Permit requirements through more effective information transfer and a clearer understanding of where enforcement actions are needed. ■ TMDL Planning. The Paleta Creek/7th Street Channel TMDL is currently under development, and TMDLs related to 303(d) listed impairments at Sweetwater River in the City of National City are proposed in the future. We will use monitoring data, inspection data, land use information, and other relevant data to prepare a strategic framework for taking actions with respect to TMDL regulations. The framework will include an assessment of sources within the watershed for each impaired water body, an assessment of potential BMPs or related management measures to address the identified sources, and methods that can be used to assess the effectiveness of implementing the BMPs. A draft framework document will be prepared and provided to the City for review. Review comments will be incorporated, after which the document will be finalized and delivered to the City. 8 18 FEE SCHEDULE & 2011-2012 COST SUMMARY We propose to complete the aforementioned services on a time and materials basis (not to exceed $250,000 total) in accordance with the attached schedule of fees. Our estimated costs are listed below. Principal Engineer Project Scientist Asst Proj Scientist Staff Scientist II Staff Scientist Drafter Word Processor ODC* Total Rate $140 $110 $100 $92 $85 $65 $55 Group I Tasks Project Coordination 40 40 20 $400 $12,400 Data Management and GIS 4 20 24 16 40 $8,832 Assist in Compliance Inspection Program 12 24 70 90 400 66 $1,800 $59,030 SUSMP Implementation and Document Preparation 40 30 48 20 8 $100 $16,080 Dry Weather Analytical Monitoring and Field Screening 12 6 24 16 78 4 7 $3,295 $16,782 Follow-up Investigations 8 4 16 8 56 4 4 $2,900 $12,036 MS4 Monitoring 2 2 6 24 2 2 $1,500 $4,880 JURMP Annual Report 20 50 130 30 12 $200 $24,920 Training and Education 20 20 60 20 20 $5,000 $18,940 Watershed Urban Runoff Management Program 6 40 54 30 12 $700 $14,760 Representing the City in Various Meetings 30 50 16 $800 $12,100 Other Storm Water Services 8 8 16 20 8 $200 $5,940 Sub -Total 202 294 484 230 578 10 179 $16,895 $206,700 Group ll Tasks Source Identification and Special Studies 10 24 32 120 8 16 $3,120 $21,960 Web -Based Database Development 6 40 80 20 $14,340 TMDL Planning 12 12 40 $7,000 Sub -Total 28 76 152 0 120 8 36 $3,120 $43,300 Overall Totals 230 370 636 230 698 18 215 $20,015 $250,000 *ODC for Dry Weather Monitoring includes laboratory analytical costs, and ODC for Training and Education includes outside printing of materials (e.g., calendars). FEE SCHEDULE & 2011-2012 COST SUMMARY January 1, 2011 This Schedule of Fees will be adjusted periodically. The new fee schedule will apply to all existing and new work. LABOR Classification Clerk* Word Processor* Drafter* Technician* Senior Technician* Staff Scientist/Engineer I Staff Scientist/Engineer II Assistant Project Scientist/Engineer Project Scientist/Engineer Senior Scientist/Engineer Principal Scientist/Engineer Hourly Rate $ 50 55 65 65 75 85 92 100 110 120 140 * Overtime (in excess of 8 hours per day) and weekend hours will be charged at 1.5 times the above rates for non-exempt personnel. Field and hourly services will be charged portal to portal from our office, with a two-hour minimum. Appearance as expert witnesses at court trials, mediation, arbitration hearings and depositions will be charged at $200/hour. Time spent preparing for such appearances will be charged at the above standard hourly rates. OTHER CHARGES Subcontracted services, such as sub consultants, outside testing, drilling, and surveyors, will be charged at cost plus 15%. Other project -specific costs, such as rentals, expendable or special supplies, special project insurance, permits and licenses, shipping, subsistence, tolls and parking, outside copying/printing, etc., will be charged at cost plus 15%. Mileage will be charged at a rate of $0.57 per mile. Client will be responsible for any applicable taxes in addition to the fees due for Services. 20