HomeMy WebLinkAbout35. Professional Services Agreement for 2020 Site Plan Review r i a. y
City
of
Oshkosh
MEMORANDUM
DATE: November 21, 2019
TO: Honorable Mayor and Members of the Common Council
FROM. Mark A Rohloff, City Manager K -J..—
RE: Professional Services Agreement for 2020 Site Plan Review Services/
Brown and Caldwell ($50,000)
The Department of Public Works requested a proposal from Brown and Caldwell to provide site review
services for the 2020 calendar year. These services will include,but are not limited to,reviewing private
development plans for compliance with the City of Oshkosh Municipal Code and the State of Wisconsin
Administrative Code.
Brown and Caldwell was chosen due to their familiarity with the City of Oshkosh Municipal Code, the
State of Wisconsin Administrative Code, and their experience doing this type of work for the City of
Oshkosh. The Brown and Caldwell staff have performed these services on an "as needed" basis for the
City of Oshkosh previously, and the same staff will continue to provide these services on an"as needed"
basis.
Fees charged by Brown and Caldwell for each site plan review will be charged back to the private
developer for each site, resulting in no fiscal impact to the City.
Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized
nature, including engineering services, may be procured without the use of formal, sealed quotes. In
accordance with Section 12-16 of the Code,I am hereby submitting this report regarding this professional
services agreement.
MAR/jg
1\Engineering\2020 CONTRACTS\B&C 2020 Site Plan Review 1B&C-2020 Site Plan Review Sery Memo_11-
21-19.docx
Site Plan Review Services for 2020
11/18/2019
ATTACHMENT A
SCOPE OF SERVICES
Site Plan Review Services for 2020
City of Oshkosh
Overview
This scope of services describes the tasks that will be conducted by Brown and Caldwell (BC) as
requested by the City of Oshkosh related to site plan reviews for stormwater management
compliance The relevant stormwater regulations for these reviews are NR 151, NR 216 (State
of Wisconsin) and Chapter 14 (City of Oshkosh). The review will also include compliance related
to site grading
Scope of Work
Task I Conduct Site Plan Reviews
1 Upon request by the City, BC will conduct site plan reviews of pending new- and re-
development sites under the jurisdiction of the City through the City's Evolve software
system The reviews will be assigned to the BC by the City on an "as needed" basis.
Through the Evolve system BC will
a Review submitted documents for completeness in accordance with the City's policies
and guidance documents and note if the submittal is incomplete
b Other comments related to the submitted information will be recorded in the Evolve
system
c The review comments prepared and submitted by BC will be discussed at the weekly
Site Plan Review meeting with City staff. BC will attend these meetings via
telephone BC will make revisions to the site plan comments in the Evolve system
based upon the discussions with City staff at the weekly meeting
d If requested by the City, BC will meet with the City via telephone or face-to-face
outside of the weekly Site Plan Review meeting. At the City's discretion, the
meetings may include the developers of the site plan projects
e This task also includes the project management necessary for each site plan review
to make sure the task remains on schedule, on budget, and meets quality
requirements
Work under this task will be conducted using a "Task Order" approach The City will request
reviews to be conducted, and BC will develop a Task Order scope for the City's approval to
conduct the work.
Assumptions:
The scope and budget for this project were developed based on the following conditions and
assumptions
1 The Client agrees to
a) Meet with BC representatives, if required, and make timely decisions regarding review
questions,
b) Provide all criteria and full information as to Client requirements for the Project, attend
Project-related meetings, provide interim reviews on an agreed-upon schedule, and
generally participate in the Project to the extent necessary to allow BC to perform the
Services
2. The City will provide BC access to, and login requirements for, the Evolve software system
3 BC will conduct the reviews listed under Task 1 to meet the scheduled Site Plan Review
meeting as directed by the City's Site Plan Review Coordinator. It is assumed that BC will
BC_Site Plan Review Services_2020 Scope final 1
Site Plan Review Services for 2020
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have a minimum of 3 days to conduct an initial review of a site plan BC will conduct the
reviews as expediently as possible in the event the schedule calls for a review in less than 3
days
4 Invoicing from BC will identify the site plan and/or project name, the associated labor review
hours and labor costs for each site plan
5 All work conducted under this contract will take place between January 1 — December 31,
2020
6 BC will provide a review of the site plan for general compliance with City of Oshkosh
stormwater requirements All responsibility for the project design to meet Oshkosh, state and
federal codes and standards remains with the project's Engineer of Record or Architect
Project Budget:
The initial project budget is $50,000 00 The number of plan reviews to be conducted is unknown
at this time. Also, the level of effort for each plan review will vary depending on the complexity of
the site. The scope of work described above will be conducted at the City's request and BC will
inform the City of the budget status as each plan review is conducted. If the overall effort for
conducting the plan reviews exceeds 90% of the current budget, the City will be notified and a
contract amendment will be negotiated to conduct additional requested work
BC_Site Plan Review Services_2020 Scope final 2
General Storm Water Services for 2020
11/18/19
ATTACHMENT A
SCOPE OF SERVICES AND BUDGET
General Storm Water Services for 2020
City of Oshkosh
Overview
Jim Bachhuber, with support from other Brown and Caldwell (BC) staff, will continue supporting the City of
Oshkosh with ongoing needs for the storm water management program in 2020 The work will take
place between January 1, and December 31, 2020 The following services will be provided under this
agreement
Scope of Work
Task 1: General Program Management Assistance
A. 2020 Storm Water Utility Appeals Board Meeting Assistance
1) Assist City staff with preparing materials for monthly (up to 12) Storm Water Utility Appeals Board
meetings relevant to storm water management needs of the City
2) Attend Storm Water Utility Appeals Board meetings (up to 12) to present material, respond to
questions, and facilitate discussion at the City's request.
3) Prepare draft Appeals Board meeting summary minutes and send to City staff for review and
finalization
4) Jim Bachhuber will attend the meetings, unless he is unavailable, then another qualified Brown
and Caldwell staff person will attend in his place.
B. Assistance with Overall Program Management
As requested by the City, BC will provide additional program management services Additional
services may include updating the City's Storm Water Utility information brochure or other program-
related needs Work under this task will be conducted using a"Task Order" approach. The City will
request specific tasks to be conducted, and BC will develop a scope and budget for the City's
approval to conduct the requested work.
Task 2: General Engineering and Planning Assistance
BC will assist City staff with other storm water related issues including, but not limited to compliance with
the Storm Water(MS4) Permit, storm water pollution management assessments, potential TMDL issues,
and other related topics at the City's discretion No work under this task will be conducted unless a Task
Order is issued with a scope and budget. The City will request specific tasks to be conducted, and BC
will develop a scope and budget for the City's approval to conduct the requested work
Task 3: Assist City with MS4 Permit Section 3 Compliance Schedule Requirements
Section 3 of the City's MS4 Permit(May 2019) identifies a series of written "programs" the City must
submit to the WDNR by March 31, 2021. BC will assist the City with preparation of programs identified
under Section 3 4 (Illicit Discharge Detection and Elimination), Section 3.5 (Construction Site Pollution
Control), and Section 3 6 (Post-Construction Storm Water Management) of the MS4 Permit To prepare
these programs BC will complete the following steps:
1) Interview City Staff responsible for each identified program (maximum of three (3) interviews)
Interviews will be conducted via phone/web-meetings
2) Prepare a draft written program for each of the three (3) identified sections noted above Provide
in an electronic format for the City for review
3) Meet with City to discuss review comments One (1) meeting to discuss all three (3) programs is
budgeted for this task
4) Finalize written programs based on City review comments Provide final written programs to City
via electronic (PDF) format
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General Storm Water Services for 2020
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Task 4: Project Management
This task includes the project management necessary to make sure the project tasks remain on schedule,
on budget, and meet quality requirements
Assumptions
The budget for the tasks described in the Scope of Work are based on the following assumptions
1 For Task 1, is it assumed that Jim Bachhuber will prepare for and attend up to twelve (12)
meetings Assistance in preparing for, and/or attending the meeting if requested, will be provided
by Mike Wegner or other qualified staff
2 BC will prepare meeting summaries of each Storm Water Utility Appeals Board meeting for
review and finalization by City staff
3 The City will make available files, records, and other information necessary for BC to conduct the
scope of work at no cost to the project
4 For Task 2, a total of 168 hours are budgeted BC will only perform work under this task as
directed by the City of Oshkosh under a Task Order approach and will keep the City informed on
the budget status for this task
5 The work described in this document will take place between January 1, 2020 and December 31,
2020.
6 BC will provide the City with scope, schedule, and budget language for Task Orders for approval
before performing additional services not detailed in this Scope of Services and Budget.
7. If new requested Task Orders, in combination with previously-approved Task Orders and defined
Scope of Work in this agreement, are projected to exceed the total authorized budget, an
amendment to the Agreement will be developed for approval before performing any additional
services.
Budget
This work is conducted on a time and material, not to exceed basis per the Agreement's terms and
conditions Brown and Caldwell assumes that no direct material costs will be incurred on this project.
Therefore, the budget is based on the following task breakdown, which includes labor only
Task Hours Budget
1 SW Utility Appeals Board and General Program
Assistance 98 $18,746
2 General Engineering and Planning Assistance 168 $26,740
3 Assist City with MS4 Permit Section 3 Compliance
Schedule Requirements
67 $11,147
4 Project Management 22 $2,714
Total 355 $59,347
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Oshkosh 2020 General SW Services Scope final
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