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Oshkosh
MEMORANDUM
DATE: December 3, 2020
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Managers
RE: Professional Services Agreement for 2021 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 2021 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 site plan
review applicant 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/ig
I: �Lngmeermg\2021 -2030 con trzcts12021 CON IRACTS\If&C 2021 site Plan Rerlew\B&C-2021 site Plan
Review Serc Memo 12-3-20.docx
Site Plan Review Services for 2021
11/23/2020
R ECENED
ATTACHMENT A
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SCOPE OF SERVICES
Site Plan Review Services for 2021 " IBLlC \VORKS
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Overview
This scope of services describes the tasks that will be conducted by Brown and Caldwell (BC) as
requested by the City of Oshkosh (City) 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 1 Conduct Site Plan Reviews
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 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/virtual — web -based. 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/virtual — web -based,
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-2021 Scope_v2
Site Plan Review Services for 2021
11/23/2020
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,
2021.
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.
7. 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.
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_2021 Scope_v2