STAFF REPORT DATE: May 5, 2015 TO: City Council FROM: Robert A. Clarke, Public Works Director/ City Engineer Brian K. Mickelson, Assistant City Engineer/Transportation Manager ` SUBJECT: Authorize Task Order No. 2 to Hydroscience Engineers, Inc. for On-Call Engineering Services Recommendations Adopt the attached Resolution authorizing Task Order #2 of the On-Call Professional Services Agreement with Hydroscience Engineers, Inc. Fiscal Impact The cost of this task is not to exceed $75,949; funds are available in CIP 8263, City-Wide Drainage Study – Channel Fees Assessment. The funding sources in CIP 8263 are 541 Storm Drain, 135 Open Space and 001 General Fund. Council Goals Maintain and improve current infrastructure to meet community needs now and into the future. Background and Analysis On December 10, 2013, City Council approved professional services agreements with four engineering firms to perform on-call engineering services. A condition of approval was returning to Council for tasks over $50,000. Task Order #2 with Hydroscience Engineers, Inc. will include a drainage analysis for the South Davis Channel drainage area to determine the amount of surface runoff contribution from the City and from each unincorporated private property within the drainage area utilizing the City’s South Davis Channel and pump station. This study will determine what the fair share portion of the overall maintenance, operational and replacement costs of the City drainage facilities serving the drainage area are the result of this effort could be the fiscal basis for an assessment of the private properties outside the City limits to provide their proportional fair share of funding necessary to cover the long term sustainable maintenance, operation and replacement costs for the South Davis drainage facilities. Attachment 1. Resolution 2. Letter Proposal from Hydroscience Engineers, Inc. 3. Task Order No. 2 05-05-15 City Council Meeting 05A - 1 RESOLUTION NO. 15-XXX, SERIES 2015 RESOLUTION AUTHORIZING THE EXECUTION OF TASK ORDER NO. 2 TO THE AGREEMENT WITH HYDROSCIENCE ENGINEERS, INC. TO PERFORM A DRAINAGE AND FEE ASSESSMENT STUDY FOR STORM DRAIN DISTRICT NO. 2 SOUTH DAVIS CIP 8263 WHEREAS, the City of Davis has previously approved a contract with Hydroscience Engineers, Inc. to provide specialized on-call consulting services; and, WHEREAS, this contract allows the City to efficiently engage in professional services by not having to pursue individual scope Requests for Qualifications or Proposals; and, WHEREAS, the engineering services to be provided by Hydroscience Engineers, Inc. are for a drainage and fee assessment study; and, WHEREAS, fees previously collected by the Yolo County Flood Control and Water Conservation District are no longer collected on behalf of the City; and , WHEREAS, the unincorporated lands derive benefit from the City owned and maintained drainage facilities and should contribute their fair share of these costs; and, WHEREAS, this study will be legally defensible to use to support assessment of an annual fee for this service. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Davis that Hydroscience Engineers, Inc. is hereby authorized to perform Task Order No. 2 for the amount of $75,949; and, BE IT FURTHER RESOLVED that all terms, conditions, and covenants of said agreement be, and the same are, hereby approved, ratified, and confirmed. PASSED AND ADOPTED by the City Council of the City of Davis this 5th day of May, 2015, by the following vote: AYES: NOES: ABSENT: Mayor Daniel M. Wolk ATTEST: Zoe S. Mirabile, CMC City Clerk 05-05-15 City Council Meeting 05A - 2 March 31, 2015 Mr. Brian Mickelson City of Davis 23 Russell Boulevard Davis, CA 95616 Subject: City Of Davis Drainage and Fee Study for Storm Drainage District No. 2./Pump Station No. 5 (Revision 1) Dear Brian, HydroScience is pleased to submit this proposal for services under our existing On-Call General Engineering Services Agreement. This proposal addresses preparation of a Fee Study for the subject facility. Our proposed Scope of Services is included in Attachment A. Our proposed fee for these services is included in Attachment B. We sincerely appreciate this opportunity to submit this proposal. If you have any questions or would like to discuss the scope and fee further, please contact me at 916-364-1490 x115 or at [email protected]. Sincerely, HYDROSCIENCE ENGINEERS, INC. Bill Slenter, PE Principal 05-05-15 City Council Meeting 05A - 3 Attachment A: Scope of Services: City Of Davis Drainage and Fee Study for Storm Drainage District No. 2 / Pump Station No. 5 Storm Drainage District No. 2/Pump Station No. 5 includes a drainage channel and and operated by the City of Davis (Davis). The channel is intended to receive stormwater flow from within City boundaries, which is then pumped to the Yolo Bypass. The drainage channel is located outside of City boundaries and traverses multiple agricultural parcels that are located within unincorporated County limits. Drainage from the agricultural parcels is also serviced by the channel, as well as the downstream pump station. The City is seeking to develop the justification for a fee structure for the agricultural parcels to address cost-sharing of the facilities. Objectives: The objective of this project is to complete a study and prepare a report that defines an equitable means of cost-sharing between the agricultural landowners and the City who are both served by the subject facility. A community facilities district (CFD) or other similar approach is anticipated to address the landowners’ share of the ongoing operation and maintenance (O&M) and capital improvement of Storm Drainage District No. 2/Pump Station No. 5. The analysis performed in support of this report is anticipated to consist of an acreage-based water balance. If a higher level of detail is subsequently desired, supplemental analysis and preparation of a report amendment would be scoped separately. Project Team and Roles: The project team for this effort will consist of the following firms and respective roles: HydroScience: Project management, cost development, report assembly Advanced Hydro Engineering: Stormwater modeling and water balances Goodwin Consulting: Financial study Information Needs from City: In order to complete this study, the City will need to provide the following data for use by the Project Team: Facility O&M records sufficient to assemble costs that would be apportioned in the Financial Study element Facility pumping records and observations Davis Drain Study Report (already provided) City standards for stormwater facilities Task 1: Project Management and Coordination HydroScience will manage the project, coordinate the activities of the team, serve as the primary point of contact with the City, maintain a project schedule, and prepare monthly invoices with 05-05-15 City Council Meeting 05A - 4 Attachment A Scope of Services: City Of Davis Drainage and Fee Study for Storm Drainage District No. 2./Pump Station No. 5 Page 2 project status summaries. HydroScience will arrange and prepare agendas and minutes for all meetings. Included project meetings, to be attended by all key team members, are as follows: 1. Kickoff meeting with visit to drainage channel and pump station site 2. Progress Meeting No. 1 3. Progress Meeting No. 2 Task 2: Background Data Collection and Review HydroScience will collect the background data listed above, distribute to the respective team members, and review this data for use in Task 3. The team will conduct a site visit of the Davis Drainage channel and Pump Station No. 5, led by City staff. It will be limited to observations from public and maintenance roadways, County right of way, and other easily accessible locations. The site visit will be used to roughly estimate drainage basin boundaries and observe drainage channels and inlet structures and orientations of storm drain pipelines as visible from the visit. No measurements of pipe diameters or pipe depths will be performed. Task 3: Evaluation The Project Team will utilize the data obtained in the tasks above to perform the following evaluations: Task 3.1 (Advanced Hydro Engineering): Hydraulic Analysis Estimate areas and runoff coefficients based on information obtained from the Davis Drain Study, prepared by others. Prepare an initial estimate of the ratios of drainage area, and estimate runoff coefficients for the areas to determine a ratio of runoff from the development to the total drainage area. Compare runoff coefficients against current City standards. The drainage ratios will be determined by the product of the runoff coefficient and the area. Develop a water balance representing a peak storm event and addressing relative contributions of stormwater flows from the City and individual agricultural lands served. This will be an acreage-based analysis. Task 3.2 (HydroScience): Facility O&M and Capital Improvement Evaluation Evaluate pump station operational data provided by the City to determine peak pumping rates and compare to total runoff estimates from City and agricultural land. Identify pump station capacity necessary to handle (1) City-only flows and (2) City + Ag parcel flows. Evaluate O&M cost data provided by City to determine annual O&M cost for the facility for both City + Ag flows and City-only flows. Incorporate anticipated capital improvement costs from the recent Lift Station Evaluation completed by HydroScience in order to determine anticipated annual CIP budget for ongoing facility improvements. 05-05-15 City Council Meeting 05A - 5 Attachment A Scope of Services: City Of Davis Drainage and Fee Study for Storm Drainage District No. 2./Pump Station No. 5 Page 3 Task 3.3 (Goodwin Consulting): Financial Analysis Working with the City and consultant team, identify potential beneficiaries of the pump station. Incorporate water balance prepared by Advanced Hydro Engineering and cost evaluation prepared by HydroScience into a funding analysis based on the formation of a CFD. Identify CFD special tax structure options for ag owners, including a CFD special tax required to support debt service on bonds issued to fund capital costs (or required to fund capital costs on a pay-as-you-go basis), and a separate CFD special tax to fund ongoing O&M costs. Develop a CFD cash flow analysis and identify proposed CFD special tax rates. Task 4: Report Preparation HydroScience will lead the preparation of a report in the form of a Technical Memorandum (TM) that will summarize the data collected, analysis performed, and results. The other team members will contribute content for their respective elements. TM sections to include: Executive Summary Introduction Background Water Balance O&M and CIP Cost Analysis Financial Analysis Proposed CFD Structure City-Only Alternative Recommendations HydroScience will assemble a draft TM and submit to the City for comment. Comments will be received and distributed to team members in a matrix format for individual responses and, where appropriate, incorporation into the document. HydroScience will assemble and submit a final report for the City’s records. Deliverables Draft TM: PDF distributed via email Final TM: PDF plus three hard copies Scope Assumptions Participation in the landowner review process and implementation of significant changes or addition of detail to the report following that review are not included in this scope. This is anticipated to be a later project phase, scoped separately. The drainage subarea boundaries shown on City of Davis South Davis Storm Drainage Figures 3 and 4 can be used for drainage boundaries. Information from minor hydrographs and major hydrographs will be included in the Davis Drain report. 05-05-15 City Council Meeting 05A - 6 Attachment A Scope of Services: City Of Davis Drainage and Fee Study for Storm Drainage District No. 2./Pump Station No. 5 Page 4 Contour maps of the agricultural lands are not available and drainage basin areas within the County areas will be roughly estimated based on field observed drainage divides and Figures 3 and 4. Any boundary differences observed during the site visit will be noted in the TM. This task will determine drainage ratio only, and will not determine any flow rates or hydrographs for varying rainfall intensities. Hydraulic analysis of storm drain capacity is not included in this scope. No routing of hydrographs is included in the analysis. Additional data collection to identify agricultural and drainage management practices utilized on each agricultural property that may affect (mitigate) stormwater runoff, and updating the water balance to reflect this information is not included in this scope. Detailed HEC-HMS modeling, if required, will be scoped separately. 05-05-15 City Council Meeting 05A - 7 TOTAL 1 2 3 4 Project Mgmt / Coord Background Data Review Evaluation Report Preparation Task Description 24 4 8 8 44 $200 4 2 4 4 14 $190 Principal Attachment B Engineering Fee City of Davis Drainage and Fee Study Project Manager 05-05-15 City Council Meeting 05A - 8 Engineer VI 18 12 20 32 82 $165 Engineer I 6 12 40 40 98 $105 Admin. 4 6 2 $65 54 30 72 88 244 HSe Hours $9,090 $4,400 $9,820 $12,060 $35,370 HSe Fee Travel, Repro., and ODCs $250 $200 $400 $600 $1,450 Advanced Hydro Engineering $2,670 $2,150 $2,000 $2,620 $9,440 Goodwin Consulting $3,000 $4,000 $11,000 $8,000 $26,000 $592 $635 $1,340 $1,122 $3,689 Direct Charges Markup @ 10% $6,512 $6,985 $14,740 $12,342 $40,579 Expense Subtotal $15,602 $11,385 $24,560 $24,402 $75,949 Total Fee March 10, 2015 Task Order Process for a Master Consultant Agreement These instructions outline the process for assigning tasks to consultants that are under a Master Consultant Agreement (Agreement) with the City of Davis (Owner). The Agreement is our standard consultant agreement with a not-to-exceed amount (Cap). The difference is that the Cap has not yet been funded and no purchase order has been written. Another difference is that this Task Order Process is included in the Scope of Services, Exhibit A, of the Agreement. When the Owner decides to assign a task to the consultant, according to their areas of expertise (and included in the Scope of Services, Exhibit A, of this Agreement), a Task Order Form is completed and sent to the Consultant. A sample Task Order Form is included at the end of these instructions. Task Orders are numbered sequentially on the form. The Owner and the Consultant negotiate and agree to a fee and a completion date. The Consultant signs and dates the form and returns it to the Owner. The Owner then signs and dates the form and forwards a copy of the completed form to the Consultant. City Staff must get the appropriate approval for the work depending on the amount of the fee. See the bullets below. • • • If the fee is under $10,000, City Staff can approve the work; If the fee is $10,000 or over and under $25,000, the City Manager must approve the work; If the fee is $50,000 or over, the work scope must go to the City Council for approval. This process will add about three weeks to the approval process. The Owner then writes a purchase order for the task and processes it through Finance. The Consultant will receive the purchase order and can begin work. All invoicing for this task should reference both the Task Order Number and the Purchase Order Number. 05-05-15 City Council Meeting 05A - 9 SAMPLE TASK ORDER FORM CITY OF DAVIS TASK ORDER Task Order No. 2 Consultant: Hydroscience The Consultant is hereby authorized to perform the following work subject to the provisions of the Contract identified above: Storm Drainage District No. 2/Pump Station No. 5 includes a drainage channel and and operated by the City of Davis (Davis). The channel is intended to receive stormwater flow from within City boundaries, which is then pumped to the Yolo Bypass. The drainage channel is located outside of City boundaries and traverses multiple agricultural parcels that are located within unincorporated County limits. Drainage from the agricultural parcels is also serviced by the channel, as well as the downstream pump station. The City is seeking to develop the justification for a fee structure for the agricultural parcels to address cost-sharing of the facilities. For more details on the scope see the attached proposal from Hydroscience. List any attachments: Proposal from Hydroscience Fee - Dollar Amount of Task Order: Not to exceed $75,949.00 Completion Date: November 1, 2015 The undersigned consultant hereby agrees that it will provide all equipment, furnish all materials, except as may be otherwise noted above, and perform all services for the work above specified in accordance with the Contract identified above and will accept as full payment therefore the amount shown above. City of Davis Consultant Dated:_________________ Dated:_________________ By: By: ________________________ 05-05-15 City Council Meeting ____________________ 05A - 10
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