Statement of Work. City of Arlington Stormwater Management Division Public Works and Transportation Department

Transcription

1 EXHI BI T t:ar: Statement of Work City of Arlington Stormwater Management Division Public Works and Transportation Department Rush Creek/Village Creek Watershed Study Project Management Engineer June 16, 2011 DRAFT INTRODUCfiON The Rush Creek-Village Creek Watershed in southeast Tarrant County is mainly comprised of area located in west Arlington, but also includes portions of Kennedale, Mansfield, and Fort Worth and the entirety of Pantego and Dalworthington Gardens. It contains approximately 31,000 highly urbanized acres and approximately 72 miles of main channel and tributary. Rainfall is the major contributor to flow in Rush Creek, but there are a small number of natural springs from the Woodbine Aquifer that also contributes to the total flow. Channels within the watershed range from natural to concrete lined. Research indicates that major floods most likely occurred in April1922, May 1949, April1957, May 1965, March 1968, March 1977, May 1989, April1990, June 2004, June 2007, and September 2010 (when over 200 homes were reported to have flooded in the Rush Creek Watershed). While lake levels have been maintained for Lake Arlington upstream of Lower Village Creek since 1988, no records of streamflow are available on Rush Creek. The watershed has developed significantly over the past 40 years. During this time frame City storm water ordinances allowed development without considering cumulative downstream impacts. This has had an enormous impact on the floodplains and creeks and has led to increased volumes, velocities and base flood elevations as well as decreased water quality. The watershed hydrologic modeling has not been updated to take this period of development into account. Due to flooding concerns and the lack of knowledge of the true volumes and flood elevations in the watershed, the City has determined a need for a comprehensive watershed study for the Rush Creek Village Creek Watershed. Because the watershed is so large, the City proposes to have a Engineer act as project manager for the overall watershed and then break the watershed into 4-6 sub-watersheds. Each subwatershed will be studied in detail by a Engineer and the project managing Engineer (PMC) will coordinate the efforts of the Engineers for the sub-watersheds. I

2 SCOPE OF WORK In this scope of work, CDM is referred to as the Project Management Consulting Engineer (or PMC) and the City of Arlington Stormwater Management Division of the Public Works and Transportation Department is referred to as Arlington. Engineers to be hired by Arlington to complete the detailed studies for each of the subwatersheds are referred to as Engineers. 1. Refinement of Watershed Study Scope 1.1. Data Collection: PMC will collect the following information related to the Rush Creek and Village Creek watershed study and will make this data available to Arlington and to Engineers in a Project Portal (see Task 7.5): Previous watershed studies as appropriate. Existing Topography and Photography: contours, aerial mapping, watershed delineations, existing surveys of physical features (bridges, culverts, cross-sections), Arlington database information. Most current available hydrologic and hydraulic models. Approved Letters of Map Change (LOMC) Field Reconnaissance: In order to better understand the study watershed, the final step in data collection will be a field reconnaissance to photograph and interact with the study area. This field visit will be limited to one day for four PMC staff. Deliverable: Data Summary Report 1.2. Study Extents and Mapping: PMC will develop maps of the study area using ArcGIS 9.3. Maps will depict the area to be studied, hydrologic features (watershed boundaries, stream centerlines), structures, aerial mapping, and the study extents. These maps are for use in the Engineer RFP process. PMC will establish the physical and modeling extents for each Engineer study Model Selection: Because the model to be used on this project has enormous influence over which Engineers are qualified for the work, PMC will evaluate hydraulics and hydrology models to determine the best fit for this study. Deliverable: Model Selection Technical Memorandum 2. Procurement Assistance 2.1. Pre-Qualification: PMC will review Statements of Qualifications received by Arlington in response to the May 18, 2011 Request for Interest and Qualifications. PMC will then recommend to Arlington a list of Engineers that are considered pre-qualified for the Rush Creek/Village Creek Watershed Study. Deliverable: Engineer Pre-Qualification Memorandum 2

3 2.2. RFP Development: PMC will develop a Request for Proposals for the Rush Creek/Village Creek Watershed Study, which will be sent to the pre-qualified firms by Arlington. PMC will develop evaluation criteria and review the evaluation criteria with Arlington. Deliverable: RFP Review Criteria and RFP 2.3. RFP Review: PMC will review proposals received in response to the RFP issued in Task 1 and will meet with Arlington to discuss the proposals and a plan for short-listing firms and interviewing those on the short list Interviews: PMC will take part in interviewing each of the firms selected in Task 2.3 and will provide assessments to assist Arlington in selecting Engineers based on the criteria developed in Task Engineer Contracts: PMC will review Arlington standard contract provisions in preparation for discussions with selected Engineers. PMC will then review scope and budget provided by Engineers and will negotiate with Engineers to develop final scope and budget for review by Arlington. At the completion of contract/scope/budget negotiations, PMC will compile a summary of the Engineer scopes and budgets, in which we will identify interface points between the Engineers, any potential overlapping scope items to be monitored carefully, and will correlate this information to the new schedule (see Task 7.2). Deliverable: Engineer Contracts Summary 3. Project Standards PMC will develop overall project standards for use by the PMC, Engineers, and Arlington staff. Standards will be developed in several steps over the course of the project as project specific needs and issues are identified Product Standards: prescriptive document and presentation standards will be defined by the PMC to achieve a consistent set of deliverables and project management documents. PMC will develop standards for the following products: Technical Memoranda Reports Exhibits/Figures/Tables Invoicing by PMC and Engineers to Arlington Monthly progress reports (narrative, schedule and budget status) by Engineers and monthly project status report by PMC 3

4 Deliverable: Product Standards (one draft and one final) 3.2. Technical Guidelines: Prior to hiring the Engineers, the PMC will develop an initial set of proposed technical guidelines so that the Request for Proposals provides clear expectations to the Engineers and so that they can develop appropriate scopes and budgets. These technical guidelines will include the following: Survey guidelines Model selection and draft of modeling methodology (to be vetted further in Task 3.3) Development of Improvement Alternatives (costs, level of accuracy) GIS usage and database structure General modeling procedures and standards needed to quantify level of effort Deliverable: Technical Guidelines (one draft and one final) 3.3. Technical Standards: After hiring Engineers, PMC will work collaboratively with Engineers to develop a definitive set of project technical standards. PMC will lead the effort by first expanding and adding to the technical guidelines developed in Task 3.2, then distributing this first draft for comment, meeting with Engineers and and Arlington up to three (3) times to discuss standards. After incorporating all input, PMC will issue a final Technical Standards document. PMC will use this document in Task 4 as part of project QA/QC. PMC will establish a process for amending standards and will include a description of this process in the standards document. This amendment process will then be administered by PMC when changes are requested by Engineers. Technical standards will include: Hydrologic Modeling parameters (recommended techniques and procedures, acceptable variable ranges, calibration methodology and parameters, boundary ) Hydraulic Modeling (recommended procedures, acceptable variable ranges, calibration methodology and parameters, boundary conditions) GIS Database standard Improvement Alternative evaluation (cost, benefit point system, decision support tools) QA/QC requirements Deliverable: Technical Standards (one draft and one final) 4

5 3.4. Decision Process Standards: part of the Rush Creek/Village Creek Watershed Study is to develop solutions to flooding and other issues in the study area. PMC will first establish the area of concern and will define the problem to be solved (e.g. flooding, sedimentation, channel instability). In collaboration with Arlington and Engineers, PMC will establish criteria, metrics, and a methodology for scoring alternatives. PMC will also develop the methodology for evaluating and ranking alternatives, and the standard for presenting alternatives for final consideration and decision making. Deliverable: Decision Process Standards (one draft and one final) 4. Quality Assurance, Quality Control 4.1. QA/QC Plan: PMC will deliver a QA/QC plan to Arlington prior to contracting with Engineers Weekly Coordination Meetings: PMC will lead weekly coordination conference calls in which PMC, Arlington, and all Engineers will participate. Based on an assumed 18 month schedule, PMC will lead up to 75 calls Monthly Progress Meetings: PMC will lead monthly consulting team meetings in which Engineers and PMC will report on progress. PMC will prepare meeting minutes and distribute to all Arlington. PMC will lead up to 18 progress meetings. Deliverable: Meeting Minutes 4.4. Technical Reviews: All project materials presented to the City as draft or final products must be accompanied by QA/QC certification or they will be rejected by the City. Work on a task shall not proceed until the milestone event has been reviewed and all necessary revisions to the data are complete. The checklists shall be signed by the senior task leader, Project Manager, and the Principal, and are included in the final report Checklists: Quality control check lists shall be created for the survey, hydrology, hydraulics, and mapping elements of the work. Each checklist shall include milestone review events that describe the items to be reviewed and include documentation of the comments by the reviewer and responses from the PMC Monthly Model Review: As part of the monthly progress meeting, PMC will review progress on each model under development. This scope of work assumes 18 reviews of 6 models (4 one-dimensional hydraulic models, 1 two-dimensional hydraulic model, and 1 hydrology model). Review comments will be provided to each Engineer as necessary Review of Engineer Deliverables: PMC will provide technical review for technical memoranda, models, modeling data (e.g. survey) and reports submitted by Engineers Evaluate Improvement Alternatives: Using the methodology developed in Task 3.4, PMC will evaluate and rank alternatives, and present findings in a technical memorandum. This will be followed by a workshop with Arlington in which decisions will be made regarding preferred alternatives. PMC will modify the draft technical memorandum to incorporate decisions made during the workshop. Deliverable: Improvement Alternatives Evaluation Technical Memorandum (one draft, one final) 5

6 5. Final Report PMC will compile sections of the report written by each Engineer into one cohesive document and will write the Executive Summary, Introduction, Alternatives Evaluation, and Conclusions sections of the report. The report will be delivered in electronic form to Arlington along with five (5) hard copies of the main report body and five (5) DVD s of the appendices. The final report will include documentation of methodology, results, and will include digital data used in the study. Deliverable: Final Report (one draft and one final) 6. Physical Map Revision (LOUCKS needs to enhance) 6.1. Meetings: PMC will hold a pre-submittal meeting with Arlington to review the PMR documents. PMC will hold one additional meeting with Arlington to review any FEMA comments PMC shall prepare a Physical Map Revision application package based on the models and model documentation prepared by the Engineers. This task shall include final execution of model runs for the 10, 2, 1 and 0.2 percent chance floods and execution of a floodway analysis. PMC will assemble a TSDN consisting of survey, hydrology and structure documentation. Deliverable: Two copies of the completed PMR application Deliverable: Completed PMR application package 6.3. PMC will prepare digital work maps according to FEMA requirements Following Arlington s review and approval, the PMC shall submit the application to FEMA on Arlington s behalf. The PMC will provide Arlington two copies of the final application package. Arlington will be responsible for the payment of FEMA's review and processing fees. PMC shall respond to comments made by FEMA on the application package. Based on the comments received, the PMC shall make necessary revisions to the submittal package and address comments and provide additional required information to fulfill FEMA requirements for issuance of the Physical Map Revision, if applicable. 7. Project Management 7.1. Kick-off Meetings: PMC will hold a kick-off meeting with Arlington at the beginning of the PMC contract. Up to six additional kick-off meetings will also be held, one for each of an assumed five Engineers and one for the Engineer to run overall hydrology. Deliverable: Meeting minutes 7.2. Schedule: PMC will develop an overall program schedule and will distribute the schedule to all selected Engineers. PMC will work with Engineers to refine and modify the project schedule and will update the schedule on a monthly basis for distribution to all parties. Deliverable: Project Schedule 7.3. Work Breakdown Structure (WBS): PMC will develop a WBS for the PMC contract, to be approved by Arlington. PMC will also develop WBS in conjunction with each Engineer. 6

7 Deliverable: Work breakdown Structure 7.4. Project Status Reports: PMC will prepare monthly project status reports to be delivered together with the monthly invoice or at the monthly progress meetings. Status reports will include a description of work completed over the previous month, budget status and earned value reports, and a listing of frozen issues /a decision log. Deliverable: Project Status Reports 7.5. Project Portal: PMC will develop and maintain a web-based project portal for storing and maintenance of all project documentation as included in tasks 7.1 through 7.6 and including all QA/QC documentation and project deliverables External Coordination: PMC will arrange for one with Arlington and the US Army Corps of Engineers to discuss project standards and funding opportunities. PMC will develop a presentation or other meeting materials and will attend. Deliverable: meeting minutes PMC will arrange for two (2) meetings with Arlington and FEMA Region IV to coordinate on the Physical Map Revision. It is anticipated that this will entail one meeting during the project, and one after submitting/reviewing the Physical Map Revision. PMC will develop a presentation or other meeting materials and will attend. Deliverable: meeting minutes PMC will arrange for up to three (3) meetings with the following three entities, either as a group or individually: Fort Worth, Dalworthington Gardens, Pantego. PMC will develop a presentation or other meeting materials and will attend. Deliverable: meeting minutes Arlington will issue public notice and arrange for up to two (2) public meetings. PMC will develop a presentation or other meeting materials and will attend. Deliverable: meeting minutes 7

8 SUMMARY OF DELIVERABLES Task Deliverable Task Deliverable 1.1 Data Summary Report 5 Final Report (one draft and one final) 1.3 Model Selection Technical Memorandum 2.1 Engineer Pre-Qualification Memorandum 6.2 Two copies of the completed PMR application; Completed PMR application package 7.1 Meeting Minutes 2.2 RFP Review Criteria and RFP 7.2 Project Schedule 2.5 Engineer Contracts Summary 7.3 Work breakdown Structure 3.1 Product Standards (one draft and one final) 3.2 Technical Guidelines (one draft and one final) 7.4 Project Status Reports Meeting Minutes 3.3 Technical Standards (one draft and one final) Meeting Minutes 3.4 Decision Process Standards (one draft and one final) Meeting Minutes 4.3 Meeting Minutes Meeting Minutes 4.5 Improvement Alternatives Evaluation Technical Memorandum (one draft, one final) END OF SCOPE OF SERVICES 8

9 Total Not-To-Exceed Cost -- $ Accepted by: This statement of work accurately describes the project and will be used as the basis for implementing the work described herein. Any changes to the scope during implementation will require review and possible revision to budget and schedule. CDM City of Arlington Signed: Signed: Name: Name: Title: Title: Date: Date: 9

10 EXHIBIT "B'; City of Arlington Storrnwater Management Division Public Works and Transportation Department Rush Creek/Village Creek Watershed Study Project Management Engineer Technical Reviewer (Schmidt, Officer Morgan, Task (Varner) etc.) Senior Senior Senior Senior Project Project Project Project Manager Manager Engineer Engineer (Buhman) (Loucks) (Martinez) (Lien) Project Junior Senior GIS Project Engineer Engineer Support Admin Hours Cost Data Collection study extents of mapping Model Selection, Study Extents $17,704 $5.972 $4,156 $_0 2. Procurement Assistance 2.1 Review RFQs from may 18th develop RFP for Rush Creek Review RFPs for Rush Creek 4 2.,4 Interviews Negotiate Contracts $27,832 $1,392 $3,120 $3,660 $6,440 $5,600 $18,420 $0 3. Proiect Standard Product Standards Technical Guidelines Technical Standards Decision Process standards $37,240 $1,862 $12,164 $26,860 $48,860 $9,204 $ QNQC Plan Weekly Coordination Meetings Monthly Meetings Technical Reviews Evaluate Alternatives $97,088 $4,854 $6,340 $37,470 $36,402 $46,980 $18,808 $0 ort $146,000 $7,300 aw 6/16/ of2 $57,100 $2,855 ArJ..RushCreekPMC budget draft 2.x1sx

11 --- City of Arlington Stormwater Management Division Public Works and Transportation Department Rush Creek/Village Creek Watershed Study Project Management Engineer Technical Reviewer (Schmidt, Officer Morgan, Task (Varner) etc.) 6. p Phys1cal Map Revision 6.1 Meetings Physical Map revision Digital Work maps Senior Senior Senior Senior Project Project Project Project Manager Manager Engineer Engineer (Buhman) (Loucks) (Martinez) (Lien) Project Junior Senior GIS Engineer Engineer Support Project Admin Hours Cost $8,808 $48,960 $18, Submit application; respnd to comments $8,148 $84,038 $4, ~ 7.1 Kickoff Schedule Work breakdown Structure Status Reports Project Portal 7.6 External Coordination Public Meetinos $11,504 $37,520 $14,052 $52,728 $20,240 $21,440 $10,000 GRAND TOTAL ,193 $187,484 $8,374 Labor Fee $21,630 $61,600 $113,050 $134,460 $56,400 $66,240 $58,300 $26,280 $50,820 $28,000 Labor ODC Quoted Fee $616,780 $30,839 $647,620 a. 6/ of2 A/1-RushCreekPMC budget draft 2.xlsx