8.1. SR 03-17-2014 City of
Elk - Request for Action
River
To Item Number
Mayor and City Council 8.1
Agenda Section Meeting Date Prepared by
General Business March 17, 2014 Suzanne Fischer,Director, CODD
Item Description Reviewed by
Professional Services to Develop and Implement Cal Portner, City Administrator
the Surface Water Management Plan (SWMP) Reviewed by
Action Requested
1. Approve,by motion,a professional services proposal for $127,000 from HDR Engineering,Inc.,
to develop and implement the city's Surface Water Management Plan (SWMP).
2. Approve,by motion,the pay estimate as described below.
Background/Discussion
The city is required to comply with Phase II of the Municipal Separate Storm Sewer System (MS4) Permit
as mandated by the Clean Water Act and through the Minnesota Pollution Control Agency (MPCA). The
permit requires the city to develop and implement a stormwater program that fulfills the following
minimum control measures:
• Public Education and Outreach
• Public Participation and Involvement
• Illicit Discharge Detection and Elimination (IDDE)
• Construction Site Stormwater Runoff Control
• Post Construction Stormwater Management
• Pollution Prevention and Good Housekeeping
The services of a consultant were solicited as the city does not currently have adequate staff to undertake
this volume of work within the first year of the program. Staff anticipates utilizing the consultant team for
approximately 6 months to develop and implement the program. This includes developing and
implementing the above minimum program components along with their associated guidelines, schedules,
documents,presentations, and staff training.The consultant team will also be responsible to inventory
and type 384 city ponds and enter all data into an asset management system compatible with our existing
GIS system. The consultant will prepare and submit the annual report to the MPCA by June 1, 2014.
Staff proposes hiring a staff person (i.e. stormwater coordinator) midyear to work alongside the
consultant prior to the end of their assignment. The future employee would then assume full program
responsibility for the remainder of 2014 and beyond. Staff considered requesting a higher level employee
first quarter,which would have cost less than a consultant; however one individual could not accomplish
this workload in 2014. Staff also considered solely utilizing a consultant for 2014 but that cost was
excessive. A combination of consultant/future staff was determined to be the most cost effective option
for the city. This approach will allow us to remain in compliance and get the program up to speed this
year.
pawIRI1 0
NaA f RE]
Proposals for professional services to develop and implement the city's Surface Water Management Plan
as required by the MS4 General Permit were received on February 18, 2014. The top three proposals and
their pay estimates were:
Firm Fee
Bolton&Menk $109,790
HDR Engineering $127,000
Hakanson Anderson $238,000
The interview and review was completed by the city engineer,the director,the deputy director and the
streets superintendent of Community Operations and Development.
The committee recommends awarding the project to HDR Engineering,Inc. Their extensive experience
with municipal surface water management plans,history of successfully completing similar projects, and
the ability to offer a turnkey project,make them the best qualified firm for the project.
Financial Impact
The cost for this project is included in the 2014 Surface Water Management Fund.
Attachments
■ None
N:\Public Bodies\Agenda Packets\03-17-2014\Final\x8.1 sr stormwater.docx