HomeMy WebLinkAbout50. Engineering Services Agreement for 2018 Site Plan Review ServicesCity
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Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager
DATE: January 18, 2018
RE: Engineering Services Agreement with Brown and Caldwell /
2018 Site Plan Review Services ($50,000)
The Department of Public Works requested a proposal from Brown and Caldwell to provide site review
services for the 2018 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 and other municipalities. 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 that will be charged by Brown and Caldwell for each site plan review will be charged to the private
developer for each site, resulting in no fiscal impact to the City. Charges not specifically related to a site
plan review will be charged to the Storm Water Utility Operating Budget under contractual services.
There is funding available in the Storm Water Utility Operating Budget for those charges.
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 engineering
services agreement.
MAR/jer
1:\ Engineering\2018 CONTRACTS\B&C 2018 Site Plan Review\B&C CC Memo -2018 Site Plan Review Sery
Eng Agreement_1-18-18.docx
Site Plan Review Services, 2018
11/16/17
ATTACHMENT A
SCOPE OF SERVICES
Site Plan Review Services, 2018
City of Oshkosh
Overview
RECEIVED
NOV 16 2017
DEPT OF PUBLIC WORKS
OSHKOSH, WISCONSIN
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 9 Project Meetings and Project Management
If requested by the City, BC will meet with the City to conduct face-to-face project meetings. At
the City's discretion, the meetings may include the developers of the site plan projects.
This task also includes the project management necessary to make sure the project tasks remain
on schedule, on budget, and meet quality requirements.
Task 2 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 make revisions to the site plan
comments in the Evolve system based upon the discussions with City staff at the
weekly meeting.
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 design
details,
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 2 to meet the scheduled Site Plan Review
Site Plan Review Services_2018 Scope v2.docx
Site Plan Review Services, 2018
11/16/17
meeting as directed by the City's Site Plan Review Coordinator. It is assumed that BC will
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. The scope of work is conducted in the 2018 calendar year.
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.
Site Plan Review Services_2018 Scope v2.docx