HomeMy WebLinkAbout10A - Professional Services for 2008-2009 Stormwater Planning
MEETING DATE:
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FINANCIAL
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CITY COUNCIL AGENDA REPORT
MARCH 3, 2008
10 A
ROSS BINTNER, WATER RESOURCES ENGINEER
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING STAFF TO
REQUEST PROPOSAL FOR PROFESSIONAL SERVICES FOR 2008-2009
STORMWATER PLANNING.
Introduction
The purpose of this agenda item is for the City Council to approve a resolution
authorizing staff to send a request for proposals for 2008-2009 stormwater
planning.
History
The City of Prior Lake has long held the protection of its water resources
paramount because the lakes in this City are culturally and economically vital
to the community.
The redevelopment planned in downtown Prior Lake and the Welcome Avenue
industrial area must be well designed so the pursuit of our goals of economic
development, downtown redevelopment, quality community growth, and
transportation do not compromise the protection of our downstream natural
resources.
Current Circumstances
The objective of this planning process has two parts: First, to create a plan for
capital improvement of, and redevelopment standards for stormwater
management systems in the downtown area of Prior Lake to and second,
create a plan for stormwater management for the Markley Lake sub-
watershed. These two watersheds are proposed to be studied such that the
redevelopment proposed is designed in a manner to take into account the
unique characteristics of each watershed.
The downtown area and Markley Lake watersheds will be studied to prudently
plan for possible stormwater impacts due to planned redevelopment.
This request for proposals will be sent to three firms from the City's approved
consultant pool, Barr, Bonestroo and WSB. Each firm will be asked to submit
a proposal detailing study methods and estimated costs. After the proposals
have been compared, a recommendation from staff will then be forwarded to
City Council. The selected proposal and request for proposals would then be
used as a basis for the contract with the selected firm.
The 2008 City budget contains $32,500 for professional services for the study
and planning of both the Markley Lake and Downtown area subwatersheds. It
is anticipated that the two studies will cost more than the budgeted amount.
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Phone 952.447.9800 / Fax 952.447.4245
The second phase of the study will be timed such that remaining cost in
excess of the 2008 budgeted amount will be incurred under the 2009 budget.
ALTERNATIVES:
1.) Approve a resolution authorizing staff to send out a request for proposals
for 2008-2009 stormwater planning.
2.) Deny this item for a specific reason and provide staff with direction.
3.) Defer this item until a certain date.
RECOMMENDED
MOTION:
Alternative #1 .
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
RESOLUTION 08-xx
A RESOLUTION AUTHORIZING CITY STAFF TO REQUEST PROPOSALS FOR
PROFESSIONAL SERVICES FOR 2008-2009 STORMWATER PLANNING.
Motion By:
Second By:
WHEREAS, The City of Prior Lake has long held the protection of its water resources paramount;
and,
WHEREAS, The lakes in the City are culturally and economically vital to its people; and,
WHEREAS, The City wishes to plan for the preservation and improvement of it's water resources
as part of potential downtown and industrial park redevelopment
WHEREAS, The City will request proposals from three consulting engineering firms with
experience in the City and water resources.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. City Staff is herby authorized to send out a request for proposals to qualified firms for professional
services for 2008-2009 stormwater planning.
PASSED AND ADOPTED THIS 3RD DAY OF MARCH 2008.
YES
NO
Haugen Haugen
Erickson Erickson
Hedberg Hedberg
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
www.cityofpriorlake.com
Phone 952.447 :980EJ'/!Fai 952.447.4245
City of Prior Lake, Minnesota
Request for Proposals
2008-2009 Stormwater Planning
Introduction
The City of Prior Lake is requesting proposals from qualified consultants for professional services for
stormwater planning. The objective of this planning process has two parts: First, to create a plan for
capital improvement of, and redevelopment standards for stormwater management systems in the
downtown area of Prior Lake to and second, create a plan for stormwater management for the Markley
Lake sub-watershed.
The consulting firm selected for this project shall provide professional services to meet the goals and
requirements described in this RFP. The proposal from the selected consultant and this RFP will be used
as a basis for a contract with the City.
Part A: Downtown Stormwater Improvement Planning & Redevelopment Guidelines
Back2round
The City of Prior Lake plans to reconstruct portions of the downtown streets and utility infrastructure in
the next eight years and is currently seeking a partnership with a qualified developer to redevelop three
blocks in downtown Prior Lake. To facilitate this reconstruction and redevelopment process and plan for
ecologically sensitive redevelopment in the future, the City will undertake a water management planning
effort to meet the following goals:
. Provide a stormwater management framework for the Downtown Prior Lake area that is
coordinated, efficient, and able to be built in an expandable and phased progression, sharing
expense equitably between public improvement and private redevelopment.
. Provide decision makers with a series of options for the collection, transmission and treatment of
stormwater to meet engineering and environmental standards and protect water resources.
. Provide clear stormwater management standards for private redevelopment and give developers
and the City a menu of flexible stormwater management options, on-site and off-site.
The Downtown Stormwater Improvement Plan and Redevelopment Guidelines will be the product of the
collaboration between City, consultant and various outside parties, led by the consultant.
City Standards. Downtown Hydrology & Downtown Redevelopment
Standards:
The City of Prior Lake Public Works Design Manual- Part III Hydrology Rules, (PWDM) sets standards
for water quality, rate and volume control in the City. The PWDM standards for rate control are not
easily met for small redevelopment sites, therefore the rate standard will be used as an aggregate standard
for the downtown area and downstream drainage paths will be reviewed for capacity. The PWDM
standard for water quality sets proposed condition reduction standards for TSS at 90% and Phosphorus at
60% for the entire redevelopment area. City standards require all new impervious area in a
redevelopment to meet a OS' volume control requirement. These standards will be used to set downtown
targets for rate and volume control and water quality treatment.
City of Prior Lake
2008- 2009 Stormwater Planning
Request for Proposals
Hydrology:
Ultimately, all water from the downtown area reaches Upper and Lower Prior Lake. The namesake of the
Community, the Prior Lake chain is culturally and economically vital to the City and its protection is of
the utmost importance. The downtown area is uniquely linked to the lake hydraulically and
geographically through the nearby Lakefront Park, Cates Creek, and County Road 21. The downtown
area drains to Prior Lake via three distinct drainage features; a volume sensitive landlocked basin, a rate
sensitive stream, and a water quality sensitive direct pipe connection. This mix of downstream drainage
paths and the sensitivity and value of the downstream water body requires a uniquely tailored approach to
stormwater management.
Downtown Redevelopment:
The redevelopment of downtown Prior Lake is expected to span decades and be phased into a variety of
project sizes and scopes depending on developer ambition and market forces. It is anticipated that street
layouts and overall percentage of public and private land ownership will change during the course of the
phased redevelopment. There will be a mix of public, partially subsidized and private development in the
downtown area.
In the next eight years large portions of the street and utility infrastructure will be reconstructed in the
portion of downtown south of County Road 21. Intersection realignments and improvement of County
Road 21 are still in the planning stages, but increased impervious from roads and parking areas can be
anticipated.
The City of Prior Lake wishes to study what efficiencies can be gained by creating shared regional
ponding facilities. An efficient shared facility would be built for less capital expense and using less land
than separate facilities.
Public and private investment in each of three treatment parameters should be studied in an effort to
streamline the stormwater planning, design and review that will be needed in a phased redevelopment.
Shared facilities will need to share costs between public and private reconstruction in an equitable way.
Scone of Work
. The proposal submitted by the Consultant should include a plan for completion of the Downtown
stormwater improvement plan and redevelopment guidelines.
. Each work item should be covered in a time line that includes an estimate of required work hours.
Elements of Proposal
The downtown stormwater improvement plan will include an estimation of the overall treatment for rate,
volume control and water quality that will be needed for the downtown area.
. The proposal should include proposed methods for estimating treatment need in the project area
based on existing land uses and proposed zoning.
A plan for an efficient downtown stormwater treatment system is needed. Efficiency will be based on the
following criteria:
. The City expects a broad mixture of Best Management Practices (BMPs) be used for the
treatment of stormwater. Innovative approaches to water quality will fit seamlessly into its
overall plan for downtown streetscape and downtown development. Total land use for
stormwater features will be modest.
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City of Prior Lake
2008- 2009 Stormwater Planning
Request for Proposals
. All BMPs should be sustainable. Maintenance and replacement "lifecycle" costs shall be
estimated for all BMPs.
. Potential regional sites for treatment should be evaluated and potential treatment methods
analyzed for cost and efficiency.
Effective stormwater treatment will take significant capital expense. Redevelopment guidance will be
needed to balance the cost of improvements. A plan is needed that will provide a framework to split costs
between public and private development in an equitable manner.
. The proposal should describe the consultant's method to arrive at a preliminary concept of a
framework to split costs between public and private development.
All data should be presented with the results of the study forming the basis for all conclusions and
recommendations.
Resources
Potential information available to the selected consultant for use in part A includes:
. Engineering standards found in the City of Prior Lake Public Works Design Manual.
. Downtown redevelopment guideline and zoning information.
. City and Watershed water planning documents, comprehensive planning documents, stormwater
models, as-build plans, and aerial topographic surveys, utility system maps.
Detail level of all City and Watershed provided information will vary depending on the year of the
improvements.
Part B: Markley Lake Study
Back!!round
Eastern portions of the City of Prior Lake drain to a locally landlocked water body called Markley Lake
(DNR ill 70-0021-00). In the mid 1990's the City and County faced a lawsuit after the Septic systems of
several private properties were inundated by record water levels. At the time the City devised a
temporary pumping method to slowly bypass flood waters through the use of an old Met Council
forcemain line.
Because property tributary to Markley Lake still has the potential for development and redevelopment the
City of Prior Lake will Study the effects of additional development and create a specific plan for
stormwater management in this historically challenging subwatershed.
Scope of Work
. The proposal submitted by the Consultant should include a technical plan for completion of the
Study.
. Each work item should be covered in a timeline that includes an estimate of required work hours.
Work Items
. Create and calibrate water model to estimate evaporation and infiltration using rainfall and gage
data.
. Estimate current and 2030 rate, volume and nutrient input.
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City of Prior Lake
2008- 2009 Storm water Planning
Request for Proposals
. Predict affect of modified 2030 inputs on long term water level, flood stage and water quality.
. If levels are shown to increase, detail consequences for increased level and provide feasibility
analysis for water management options, including any or a combination of the following:
o Stormwater easement acquisition.
o Property acquisition.
o Pump construction
o Increased development and redevelopment standards
o Construction of regional facilities for input treatment
o Other measured as deemed appropriate.
Resources
Potential information available to the selected consultant for use in Part B includes:
. City, Watershed and Met Council CAMP monitoring data including, water quality data, and gage
readings.
. Feasibility Report for Welcome Ave / Industrial Park.
. City and Watershed water planning documents, comprehensive planning documents, stormwater
models, current SWPPP, permit documents, subdivision plans, as-build plans, aerial topographic
surveys, and various subwatershed delineations in various states of completion for multiple time
periods.
. County, City and proprietary aerial photography for various dates throughout the 1988-present
time period.
. Publicly available climatological data recorded by the National Weather Service.
. City pumping data and lawsuit information.
Detail level of all City and Watershed provided information will vary depending on the year of the
improvements.
General Requirements
The consulting firm shall submit four (4) copies of their proposal no later than 2:00 p.m. on Friday March
18,2008. The proposals shall be directed to Ross Bintner, Water Resources Engineer, 4646 Dakota Street
S.B. Prior Lake, MN 55372-1714.
In submitting a proposal the following requirements shall be incorporated in order to expedite the review
process:
1. The length of the proposal shall not exceed 30 pages, excluding figures, resumes of personnel,
firm experience and qualifications.
2. The proposal shall not contain non-applicable promotional materials and should address only the
points relative to this RFP.
3. If the fIrm is proposing to utilize the services of other outside firms and/or individuals they shall
be identified along with defining their role in the project.
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City of Prior Lake
2008- 2009 Stormwater Planning
Request for Proposals
4. The firm should include the names, qualifications and specifically related backgrounds of persons
who will be assigned to this project if selected.
5. The proposal shall include an hourly basis estimate with a total not-to-exceed cost for the project.
Compensation to the selected consultant shall not exceed this total cost for the project unless a
change of scope or additional services are authorized by the City Council.
6. If the consultant notes something outside the scope of this RFP that is required or recommended
the City expects it to be identified in the proposal with associated costs to ensure that all
proposals are compared equally.
Written Proposal
I. Project Approach. The proposal shall provide a clear understanding of the consultants approach
to the project along with details of the project requirements, which shall include a description of
tasks anticipated to accomplish the project.
2. Project Schedule. A schedule of activities shall be provided. This schedule shall identify
necessary tasks along with their anticipated completion dates. This item shall also identify the
firm's staffing and its procedures to insure the project remains on schedule.
3. Project Personnel, Firm Experience and Performance. Identify all personnel to be involved in
the project, and define their respective backgrounds and responsibilities. Demonstrate the
experience of the firm and the project team relative projects of similar scope and magnitude.
Demonstrate the ability of the firm and the project team to perform the project in a timely and
cost effective manner.
4. References. Shall contain a minimum of three (3) references that may be contacted relative to the
projects identified in the experience and performance areas of the proposal.
Selection Process
City personnel will evaluate the proposals received based on the following criteria:
1. Understanding of the project and services required.
2. Qualifications and experience of key personnel assigned to the project.
3. Firm wide qualifications and experience applicable to this project.
4. Performance and references regarding similar work and specifically performance and references
for excellence in end-of-project delivery, client handover, and follow-through.
5. Overall responsiveness to the RFP.
Based on the responsiveness to this RFP and consideration of the proposed level of effort and fees, City
personnel will recommend to the City Council one (1) firm to provide the City the professional services
requested in the RFP.
Any questions regarding the request for proposals shall be directed to Ross Bintner, Water Resources
Engineer, at (952) 447-9831.
Tentative Schedule
Due to budget considerations, the start date of Part B will be delayed such that project billing overlap two
budget years.
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March 4, 2008
March 18, 2008
April 7, 2008
April 14, 2008
April 15, 2008
April- July 2008
Nov. 2008 - Mar. 2009
City of Prior Lake
2008- 2009 Stormwater Planning
Request for Proposals
Request for Proposals announced.
Proposals due to City.
City selects consultant, City Council to consider approval of contract.
Contract fmalized.
Work commences.
Part A: Downtown Stormwater Planning
Part B: Markley Lake Study
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