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HomeMy WebLinkAbout37. Agreement for 2021 General Storm Water ServicesrACity 0 Oshkosh MEMORANDUM DATE: December 3, 2020 TO: Honorable Mayor and Members of the Common Council FROM: Mark A. Rohloff, City Manager RE: Professional Services Agreement for 2021 General Storm Water Services / Brown and Caldwell ($50,000) The Department of Public Works requested a proposal from Brown and Caldwell for general storm water services for the 2021 calendar year. These services include, but are not limited to, Storm Water Utility Committee assistance and general "on call" assistance as needed. Project Authorizations will be prepared for each "on call" request for services that will define the scope of services and budget to be adhered to for those services. Services provided under this agreement typically include compliance with the Municipal Separate Storm Sewer System (MS4) permit, storm water pollution management analyses, and hydrologic and hydraulic modeling analyses, among other needs that may arise. Brown and Caldwell was chosen because of their knowledge of the City and vast experience with this type of work. The cost of these services is estimated not to exceed $50,000, and will be funded through the Storm Water Utility Operating Budget. 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. Please contact me if you have any questions concerning this professional services agreement. MAR/jg 1-\ Engineering\2021 - 2030 Contracts\2021 CON 'FRACrs\ E&C 2021 Gen SW Ser\'\N&C CC Memo-2021 Gen SW Sery Fang Agreement_12-3-20. cars General Storm Water Services for 2021 11/23/20 ATTACHMENT A SCOPE OF SERVICES AND BUDGET General Storm Water Services for 2021 City of Oshkosh Overview RECEIVED NOV 1 9 2020 DEPT OF PUBLIC WORKS OSHKOSH, t!�ISCO)�1�1TJ Mike Wegner, with support from other Brown and Caldwell (BC) staff, will continue supporting the City of Oshkosh (City) with ongoing needs for the storm water management program in 2021. The work will take place between January 1, and December 31, 2021. The following services will be provided under this agreement: Scope of Work Task 1: General Program Management Assistance A. 2021 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) Mike Wegner 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, storm water flooding related issues, 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: Project Management This task includes the project management necessary to make sure the project tasks remain on schedule, on budget, and meet quality requirements. Oshkosh 2021 General SW Services Scope_v2 11/23/20 General Storm Water Services for 2021 11/23/20 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 Mike Wegner will prepare for and attend up to twelve (12) meetings. It is further assumed that at least half of the meetings will be virtual/web based. Assistance in preparing for, and/or attending the meeting if requested, will be provided by Chuck Boehm 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 180 hours are budgeted. BC will only perform work under this task as directed by the City 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, 2021 and December 31, 2021. 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. 8. While BC has made reasonable efforts to incorporate into our scope of work known current project impacts of the COVID-19 pandemic, we have not accounted for unknown future changes due to the COVID-19 pandemic including, without limitation, additional restrictions by government agencies or others (such as the availability of client or consultant staff or others) to the extent they delay or otherwise impact the project. In that event, BC will notify the City so that BC and the City can work together in good faith as to how to address time, costs, or other unexpected impacts. 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 90 $16,300 2. General Engineering and Planning Assistance 180 $30,500 3. Project Management 24 1 $3,200 Total 294 1 $50,000 Oshkosh 2021 General SW Services Scope_v2 11/23/20