HomeMy WebLinkAbout[04h] Engineering Agreement
4(h)
Council Agenda Item
MEETING DATE: February 2, 2015
AGENDA ITEM: Engineering Agreement - Requested Action: Authorize an agreement for
services with SEH to update the MS4 General Permit and SWPPP to
meet new guidelines at an estimated cost not to exceed $13,500.
SUBMITTED BY: Randy Sabart, City Engineer
BOARD/COMMISSION/COMMITTEE RECOMMENDATION:
PREVIOUS COUNCIL ACTION:
BACKGROUND INFORMATION: The MCPA reissued a new MS4 permit in August 2013. To remain
compliant with the permit, it’s anticipated that St. Joseph will be required to 1) Update its Storm Water
Pollution Prevention Plan (SWPPP), 2) Develop written enforcement response procedures, 3) Comply
with new mapping, inventorying and documentation requirements, 4) Update regulatory mechanisms
for illicit discharges, construction, and post construction requirements, 5) Regulate post construction
treatment including storm water volume control, Total Suspended Solids, and Total Phosphorous, 6)
Development maintenance agreements between private developers and the City, 7) Develop pond
assessment procedures and schedules, 8) Conduct inspections, and 9) Provide staff training.
BUDGET/FISCAL IMPACT: $13,500
REQUESTED COUNCIL ACTION: Authorize agreement for services with SEH to update the MS4 General
Permit and SWPPP to meet new guidelines at an estimated cost not to exceed $13,500.
ATTACHMENTS: Execute Agreement for Professional Services
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January 8, 2015 RE: St. Joseph, Minnesota
2015 MS4 Permit Update Services
SEH No. P-STJOE 131058 1
Honorable Mayor and City Council
c/o Ms. Judy Weyrens, Administrator
25 College Avenue North
PO Box 668
St. Joseph, MN 56375-0668
Dear Mayor and Members of the City Council:
This letter supplements the Agreement for Professional Services between St. Joseph, Minnesota, Owner,
and Short Elliott Hendrickson Inc. (SEH) dated July 1, 2006 and addresses providing services in
connection with updating the City’s Storm Water Pollution Prevention Plan (SWPPP) to comply with the
MPCA’s reissued MS4 General Permit (hereinafter called the “Project”). The scope of said services is
detailed below and the attached work plan titled Exhibit A:
1. Provide assistance to Owner in complying with the Minnesota Pollution Control Agency (MPCA)
National Pollutant Discharge Elimination System (NPDES) Municipal Separate Storm Sewer
Systems (MS4) Permit.
Assumptions:
1. City will provide all current information pertaining to their MS4 permit and SWPPP.
2. City will provide background information as available and necessary to complete each task.
3. City staff will lead approval processes with SEH staff attending meetings as outlined in Task 1 to
address any questions.
4. SEH attendance at up to three (3) meetings.
5. City will complete the following items to also satisfy MS4 permit requirements:
a. Update permit related information on City website.
b. Identify Illicit Discharge Detection and Illumination (IDDE) priority areas.
6. City will allow SEH staff access to City MS4 PermiTrack System/Permit.
All as set forth in this letter and the Agreement for Professional Services between SEH and St. Joseph,
Minnesota dated July 1, 2006. We will also furnish such Additional Services as you may request or as
required.
You will pay us a fee for our services, currently estimated to be $13,500.00, in accordance with Exhibit C-
1, Rate Table Method.
Engineers | Architects | Planners | Scientists
Short Elliott Hendrickson Inc., 1200 25th Avenue South, P.O. Box 1717, St. Cloud, MN 56302-1717
SEH is an equal opportunity employer | www.sehinc.com | 320.229.4300 | 800.572.0617 | 888.908.8166 fax
St. Joseph, Minnesota
5
January 8, 2015
Page 2
Estimated
Task Task Description Fee
1 Project Management, Meeting Attendance, PermiTrack Guidance $3,000
2 Construction Site Stormwater Runoff Control and Post-Construction Stormwater $3,000
Management Ordinance Language and ERP Development
3 Storm Sewer System Map / Inventory $2,000
4 MCM Documentation Standard Templates and Checklists $3,500
5 Assist in Facilities Inventory and Facility BMP Assessment $1,000
6 Pond Assessment Procedures and Schedule $1,000
Total $13,500
Payment for additional services shall be based on the time required to perform the services and the
billable rates for the principals and employees engaged directly on the Project, plus charges for expenses
and equipment, all in accordance with Exhibit C-1.
We will start our services promptly after receipt of your authorization. We estimate our services will be
completed after one (1) month. If there are delays in the Project that are beyond our control, you agree to
grant additional time to complete the services.
This letter and the Agreement for Professional Services dated July 1, 2006 along with Exhibits A, B, C-1,
and D represent the entire understanding between you and us in respect of the Project and may only be
modified in writing signed by both of us. If it satisfactorily sets forth your understanding of our agreement,
please sign the enclosed copy of this letter in the space provided below and return it to us.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
Randy Sabart, PE
Principal
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p:\\pt\\s\\stjoe\\131058\\1-gen\\10-seh contracts\\l city ms4 update supplemental ltr agree 010815.docx
Accepted by: St. Joseph, Minnesota
By: Date:
Authorized Client Signature
Exhibit A
Work Plan
Task 1 Project Management, Meeting Attendance, and PermiTrack Guidance
SEH takes pride in providing quality projects on time, in budget, and with no surprises. This requires
good project management including work coordination and progress updates. SEH also conducts
internal QA/QC reviews. These reviews will help to promote compliance with the Municipal Separate
Storm Sewer Systems (MS4) Permit and avoid potential costly fines. SEH staff will attend planning
meetings and City Council meetings to present and review MS4 information with City staff and assist
in approval processes. This proposal is based on attendance at 3 meetings.
SEH will work with the City to incorporate MS4 information, templates, and checklists into the
PermiTrack System. Getting setup and training with PermiTrack is not included in the fee.
Task 2 Construction Site Stormwater Runoff Control and Post-Construction Stormwater
Management Ordinance Language and Enforcement Response Procedures (ERP’s)
Development
SEH staff will develop a draft construction site stormwater runoff control and post-construction
stormwater management ordinance language and ERPs. The ordinance language will be developed
based on templates and guidance provided by the MPCA and the Environmental Protection Agency
(EPA). We will review the draft ordinance language and ERPs with City staff prior to finalization.
The ordinance and ERPs can have legal implications and, therefore, we encourage the City to have
their legal representation review the ordinance prior to final acceptance by the Council.
Task 3 Storm Sewer System Map / Inventory
SEH will update the City’s map and complete the required inventory on the MPCA provided
spreadsheet. We will review a draft map and inventory with City staff prior to finalization.
Task 4 MCM Documentation Standard Templates and Checklists
A large requirement of the MS4 permit is the new documentation standards. Each of the 6 Minimum
Control Measures (MCM) includes a section on Documentation Standards. Additionally, many of the
MCMs also require written procedures and checklists. SEH will work with the City to develop
template procedures and documentation standards for the City to utilize to meet the abundant
documentation standards.
Task 5 Assist in Facilities Inventory and Facility BMP Assessment
SEH will provide a template excel spreadsheet to assist the City in developing an inventory of City-
owned and operated facilities as required by the MS4 permit. SEH will review a draft inventory with
City staff and provide comments and recommendations.
Task 6 Pond Assessment Procedures and Schedule
To meet permit requirements, SEH will develop a pond assessment procedure and schedule for
determining the treatment effectiveness of City-owned and operated stormwater treatment ponds.
SEH will review the draft procedures and schedule with City staff prior to finalization.
Exhibit A - Supplemental Letter Agreement - 1 St. Joseph, Minnesota
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