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CR 98-062 Approve Engineering Agreement Storm Water Management PlanJune 11, 1998 Proposed Action. Staff recommends adoption of the following motion: Move that Council authorize an agreement with RCM Associates to update the City's Storm Water Management Plan. Overview. The City's current storm water management plan was completed in 1990. Since that time watershed district rules and requirements have been altered dramatically. Moreover, the watershed districts have updated and won approval of their plans and Metropolitan Council requires all cities to update their own plans in a corresponding fashion. Staff is seeking approval of an RCM Associates proposal for the needed revised report. Primary Issues to Consider. O Scope of work O Cost and funding O Staff recommendation] Supporting Information. O RCM proposal and agreement James Gessele Engineering Superintendent APPROVE ENGINEERING AGREEMENT STORM WATER MANAGEMENT PLAN Council Report No. 98 -62 Council Report 98 -62 June 11, 1998 Page 2 Analysis. O Scope of work o update the storm water management plan maps and documents the capacity of critical systems' elements o .compile recent storm water studies and proposed projects and summarize their purpose /conclusions; review "local low area" problems throughout the City and update that list o identify potential additional storm water opportunity improvements and estimate the potential costs o update management strategies to put them in line with current rules and guidelines promulgated by various agencies o identify potential water quality pond sites, especially in the Minnehaha Creek Watershed District, and do an initial hydrologic evaluation of each o prepare a final bound document that summarizes all findings o develop a CADD map of the City assuming the City is able to obtain an updated and accurate two -line street map from MN /DOT o Cost and funding RCM Associates proposes to complete the plan update for a lump sum fee of $21,900 plus expenses estimated at $1,600. If the City is unable to obtain an updated map from MN /DOT then an additional fee of $2,000 will be added. The maximum estimated cost for the update is therefore $25,500. This project was identified in the last CIP at an estimated cost of $20,000. Staff budgeted in excess of this amount in the 1998 budget process. If there are not sufficient funds in the Storm Sewer Utility Administration budget to cover the maximum cost quoted above, then staff recommends the shortfall amount to be covered by an equity transfer from the Sanitary Sewer Enterprise Fund. o Staff recommendation Staff finds RCM a very well qualified consultant to accomplish the needed plan update and recommends Council authorization of their proposal. 131 rieke carroll muller associates, inc. meers architects land surveyors equal opportunity employer 10901 red circle dr. M ost office box 130 innetonka, mn X 5343 -0130 (612) 935 -6901 fax (612) 935 -8814 www.rcm - assoc.com March 25, 1998 Mr. Steve Stadler, P.E. Public Works Director City of Hopkins 1010 1st Street Hopkins, MN 55343 -7573 Re: Proposal for Engineering Services Storm Water Management Plan Update Hopkins, MN RCM File No. 14000.00 Dear Mr. Stadler: Letter Agreement At your request, and based on our discussions with City staff, we have prepared the following letter proposal and agreement for updating the Citywide Storm Water Management Plan. Many changes have occurred since RCM prepared the current Storm Water Management Plan, which was completed during the period from 1988 to 1990. It is now appropriate to compile the results of many of the changes since that time, and look forward to additional improvements of the storm water management system in the City of Hopkins. In addition, the Metropolitan Council is requiring all cities to update their Storm Water Management Plans to correspond with the related Watershed District Plans that were prepared since the 1990 Hopkins Plan. We propose the following scope of work to accomplish the update of the Management Plan. Update Storm Sewer Inventory We will update the maps in the Storm Water Management Plan to show new storm sewers, constructed after the Plan was completed. We will also include some older pipes that have been found since the original Plan was completed. Further, we will determine and document the capacity of critical systems, based on readily available information. Compile Recent Studies and Proposed Projects We will summarize the purpose and conclusion of recent storm water studies that have not yet proceeded to construction. 3) Review "Local Low Areas" for Changes We will review critical local low areas throughout the City to check for construction in, or filling of, these areas. We will also review City complaint logs to determine whether there are local low areas which did not appear on the topographic mapping conducted in 1988. We will estimate the expected flood levels in the landlocked areas that currently have structures or where structures might be constructed. Mr. Steve Stadler City of Hopkins March 25, 1998 Page 2 Letter Agreement 4) Identify Additional Improvement Opportunities The replacement of culverts along Nine Mile Creek in southern Hopkins a few years ago opened up some opportunities for improvement of drainage in southern- central Hopkins. The box culvert under County Road 3, that was proposed in the original Storm Water Management Plan, was designed to take advantage of potential improvements in the downstream creek capacity. The intersection of 13th Avenue and 2 Street South can potentially receive additional flood protection. It may also be possible to extend the additional drainage capacity further upstream into central Hopkins. We will identify one or two possible opportunities, and estimate the associated costs. Update Management Strategies We will update the Management Strategies chapter of the Storm Water Management Plan to reflect new rules and guidelines of the Watershed Districts ( Minnehaha Creek and Nine Mile Creek), as well as the Hopkins City Zoning Code Section 546, related to Storm Water Management. We will also summarize pertinent new information from the Metropolitan Council and the Minnesota Pollution Control Agency. These management strategies will include criteria for maintaining and improving the water quality of storm runoff. 6) Identify Potential Areas for Water Quality Ponds City staff has discussed a few potential areas for water quality ponds with the Minnehaha Creek Watershed District staff. We will summarize facts related to these sites and search for a few additional sites within the Minnehaha Creek Watershed District. We will conduct an initial hydrologic evaluation of each of the sites found. 7) Prepare and Compile Report Document We will prepare a document to summarize all fmdings, with a format similar to the original Storm Water Management Plan. We will review a preliminary draft with City staff and incorporate their comments prior to the final report. We will present the report at one public meeting. 8) CADD Mapping Developing a CADD map of the City is not included in the proposed project. RCM has developed, as part of other projects, a "limited accuracy" map of the City streets using a relative coordinate system. However, for the proposed update of the Storm Water Management Plan, we would prefer that the City obtain an accurate two -line per street map from Hennepin County or another source. This map should use the State Coordinate System similar to the 1988 topographic mapping by Horizons, Inc. If the City is not able to obtain a CADD map based on the State Coordinate System, RCM will incur additional effort interfacing information between the topographic mapping and the mapping to be used in the report. To account for this increased effort, we would need to add $2,000 to the fees described below. Mr. Steve Stadler City of Hopkins March 25, 1998 Page 3 Terms If the City authorizes RCM to proceed with this project, we will complete the plan update for a lump sum fee of $21,900. RCM will invoice the City monthly based on project completion to date. Expenses incurred for travel and report printing, estimated to be $1,600 will be in addition to the lump sum. Other expenses, if needed, will be invoiced at actual cost in addition to the fees listed. If the City would like additional services beyond the scope of this proposal, we would either invoice our time hourly or negotiate a separate fee. Field surveying, if needed, will be done on an hourly basis in addition to the lump sum fee. RCM will request specific approval from City staff prior to any surveying. We appreciate this opportunity to serve you. If you would like us to proceed with the plan update, kindly sign the bottom portion of both original copies of this proposal and return one original copy to us. Keep the other original for your files. The signed proposal would serve as the agreement between the City and RCM. Please call with any questions. Sincerely, RIEKE CARROLL MULLER ASSOCIATES, IN Dale A. Folen, P.E. Project Manager Corporate Officers am L. Claassen, P.E. President/CEO ACCEPTED: CITY OF HOPKINS Letter Agreement chael P. Foertsch, P. Manager, Municipal Department (Le z Paul W. Larson Treasurer Signature Signature Title : . Title: Date: Date: