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AGENDA BILL

Beaverton City Council Beaverton, Oregon

SUBJECT: Contract Award for Professional Engineering Services for Update of the Stormwater Drainage Master Plan

FOR AGENDA OF: 11-12-1JJ81LL NO::

MAYOR'S APPROVAL: ~ ~

DEPARTMENT OF ORIGIN: Public Works \"L DATE SUBMITTED: 10-22-19

CLEARANCES: City Attorney -...:..LJ.,....._ Mayor's Office~~~ Purchasing Finance Engineering

PROCEEDING: CONSENT AGENDA (CONTRACT REVIEW BOARD)

EXHIBITS: 1. Scope of Services, Otak 2. Fee Proposal Summary

EXPENDITURE REQUIRED $539,662 _

3. Fee Proposal Detailed

BUDGET IMPACT

AMOUNT APPROPRIATION BUDGETED $300,000 (FY 2019-20) REQUIRED $

* Account Number 513-75-3915-683 - Misc Conveyance/Extra Capacity Fund- Construction Design and Engineering Inspection Account. The Adopted FY 2019-20 Budget includes $300,000 for this contract with the remaining $239,662 contract amount anticipated to be expended in FY 2020-21 and will be included in the FY 2020-21 budget process. This project's completion date is anticipated to be June 2021.

RECOMMENDED ACTION: City Council, acting as the Contract Review Board, authorizes the Mayor to sign a contract with OTAK, Inc., in the amount of $539,662 for the Update of the Stormwater Drainage Master Plan in a form approved by the City Attorney.

HISTORICAL PERSPECTIVE: The City last updated the Stormwater Drainage Master Plan (SWDMP) in May 1994 and the associated Conveyance System Development Charge (SOC) Report was updated in August 1994. Many of the projects identified in the 1994 master plan have been completed. The City has also mitigated dozens of other flooding issues that were identified and studied after the 1994 master plan completion with solutions frequently achieved as part of private land development projects or roadway construction projects. In 2014 the Creekside District Stormwater Master plan was finished and adopted.

Additionally, since the 1994 master plan, the City has worked with Washington County and Clean Water Services to:

• Update and obtain FEMA (Federal Emergency Management Agency) approval of the hydrologic and hydraulic floodway/floodplain computer models and maps for nearly every major creek in urban Washington County.

• Renew the NPDES (National Pollutant Discharge Elimination System) Watershed-Based Waste Discharge Permit followed by updating the Clean Water Services Design & Construction Standards to address the effects of hydromodification (a NPDES permit mandate).

Agenda Bill No: 19284

Hydromodification is defined as the alteration of runoff volumes, rates, and timing resulting from increased impervious surface. This typically occurs with conversion of land uses from non-urban to urban, or within urban land uses, with a change in development density or type.

• Participate in and sign the Cedar Mill Creek Flood Remediation Collaborative Declaration of Cooperation (Oregon Solutions, October 2018) and then become a cooperating entity with the Tualatin Watershed Enhancement Collaborative I Cedar Mill/North Johnson Creek Work plan (TWEC)

INFORMATION FOR CONSIDERATION: A request for proposal was advertised in the Daily Journal of Commerce on April 5, 2019, for an update of the SWDMP and Conveyance SOC Report with a bid closing date of May 14, 2019. Representatives from several firms attended the mandatory pre-proposal meeting on April 23, 2019.

On May 1, 2019, the City issued an addendum rescheduling the bid closing date to June 4, 2019, and to alter/increase the scope for the proposal to:

1. Clarify that the study includes preparation of a Stormwater Infrastructure Plan for the Cooper Mountain Urban Growth Boundary (UGB) expansion area planning effort (GIP 4154).*

2. Add a financial analysis (depreciation) and rate study for maintenance/ repair/ replacement of existing storm drainage pipes that are deteriorated, compromised with tree roots, contain obstacles that prevent maintenance access, or have been damaged by private utility conduits known as drill-throughs (site identification and preliminary design work being done by City staff).**

3. Add a financial analysis (depreciation), rate study, SOC report for the sanitary sewer system based upon information contained in the soon to be completed Sewer Master Plan. **

4. Add a report with a funding analysis and implementation schedule for installing stormwater pretreatment structures upstream of stormwater facilities (site identification and preliminary design work being done by City staff).

5. Add a report with a funding analysis and implementation schedule for retrofit of stormwater quality facilities (site identification and preliminary design work being done by City staff).

* This item has been removed from the scope and now will be a be a separate Request for Proposal for the Cooper Mountain Utility Analysis (water, sewer, storm) followed by a contract that will be presented for approval in a separate agenda bill at a future date. ** These items have been removed from the scope and now the financial analysis, rate study, SOC report for the storm drain and sanitary sewer system will be a separate Request for Proposal followed by a contract that will be presented for approval in a separate agenda bill at a future date.

The City received a proposal from one local engineering firm on June 4, 2019. Staff used a Qualifications-Based Selection (QBS) process to evaluate the proposal, as required by Oregon Administrative Rules (Division 48) and the City's Purchasing Code, BPS 48-0220.

The City selected Otak, Incorporated as the top candidate and began negotiating the scope of work and fee for the project. Staff negotiated with Otak, Incorporated to refine the scope of work. The negotiation process went through several rounds of vetting with Beaverton senior leadership providing staff significant guidance on the final version of the scope to bring costs into line with expectations. The scope of work has the following project understanding and general assumptions:

• Technical services provided under this project are to support an update of the City of Beaverton Stormwater Drainage Master Plan (SWDMP). It is assumed that the SWDMP will cover a planning period of ten years.

• The SWDMP will be a collaboration between the Consultant team and the City of Beaverton staff.

Agenda Bill No: 19284

• Staff are actively planning and implementing some system repair, replacement, and retrofit programs and project lists. Consultant will provide peer review and recommendations for the programs and project lists that are being developed in-house and will incorporate such programs into the final plan.

• Capital improvement program (CIP) development will be completed by the Consultant. • The scope of services includes information to support a planned future evaluation of the

system development charge (SDC) and stormwater utility rates.

The primary overall deliverables of this project are: • Stormwater Drainage Master Plan document that summarizes and prioritizes the City's

stormwater management related investments to extend the useful life of the existing infrastructure, mitigate known issues, and strategically support redevelopment efforts.

• Project and program recommendations included in the SWDMP will be summarized on easy to understand Fact Sheets for outreach with the community, stakeholders, and future project/program implementation teams

Otak, Incorporated estimates a minimum of 10 percent of the work will be performed by subconsultants that qualify for Beaverton's Equity Procurement Program.

The project duration is anticipated to take about 18 months for completion of the SWDMP. City staff recommends contract award to Otak, Incorporated.

Agenda Bill No: 19284

Otak ~~

Update of the Stormwater Drainage Master Plan Scope of Work

Otak Project No. 19265 10/21/2019

PROJECT UNDERSTANDING

Exhibit 1

Technical services provided under this project are to support an update of the City of Beaverton Stormwater Drainage Master Plan (SWDMP). It is assumed that the SWDMP will cover a planning period of ten years.

The SWDMP will be a collaboration between the Consultant team and the City of Beaverton staff. Staff are actively planning and implementing some system repair, replacement, and retrofit programs. Consultant will provide peer review and recommendations for the programs that are being developed in-

1

house and will incorporate such programs into the final plan. Capital improvement program (CIP) development will be completed by the Consultant.

The scope of services supports a planned future evaluation of the system development charge (SOC) and stormwater utility rates.

PHASE A: PLANNING

1 . Project Management and Administration The purpose of this task is to provide Project Management and Administration services during development of the SWDMP and financial studies. ·

1.1. Project Management Consultant shall: J

a. Prepare a project work plan

b. Maintain regular communication and attend up to 17 coordination meetings with the City, including a project start up meeting to discuss project goals, work plan, schedule, and expectations.

c. Develop and maintain an up-to-date detailed project schedule, identifying critical tasks necessary to meet the project timeline.

d. Prepare a data management plan

e. Prepare and submit monthly invoices and monthly project status reports. Status reports list ·activities completed, upcoming work tasks, issues/needs, and a budget status summary.

f. Manage Quality Assurance and Quality Control for project deliverables.

Assumptions • The project duration is 17 months

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Update of the SWDMP Scope of Work 10/21/2019

• Project coordination meetings may be attended by up to two Otak staff

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• If additional staff attend a project coordination meeting, their time will be charged to the task on which they are working

• Hours for quality assurance and quality control of project deliverables are accounted within each task budget

Deliverables • Project Work Plan, draft and final

• Detailed project schedule and up to two updates

• Data management plan

• Monthly invoice and status report (17)

1.2. Define the Products This task has been included to clearly set expectations for the products that will result from this project. It will define the City's needs and coordinate from the outset to deliver in accordance with City expectations. Consultant shall:

a. Prepare a draft title block for map products to be included in the SWDMP

b. Prepare draft graphic layouts for a GIP Project Fact Sheet and project data sheet (for programs) templates

c. Prepare initial draft SWDMP outline

d. Attend a 1-hour meeting with City GIS staff to establish GIS compatibility requirements

e. Review and update Master Plan products to incorporate City comments

Assumptions • One staff to attend GIS requirements meeting in person, one to attend by phone/Skype

• One round of City review of each deliverable is included

• City will consolidate review comments and address conflicting direction

Deliverables • Title block

• CIP Project fact sheet template

• Project data sheet template • SWDMP outline

PHASE B: DISCOVERY

2. Collect and Analyze Existing Information The purpose of this task is to review available information, identify gaps, and summarize useful information about problems and solutions to be carried forward in development of SWDMP recommendations. Information will be gathered both from existing electronic systems and directly from staff to gather institutional knowledge.

2.1. Review Engineering and Asset Information Consultant shall:

a. Prepare a detailed data request for engineering and asset information

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Update of the SWDMP Scope of Work 10/21(2019

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b. Spend up to two days at the City of Beaverton offices accessing storm system asset data from Engineering Map, Planning Map, Cityworks, and Asset Condition databases.

c. Attend a two-hour workshop with City staff to interview them and collect additional background knowledge, existing practices, problem locations, other stormwater and stream issues and potential project ideas.

d. Conduct up to two, one-day preliminary field trips with City staff to view key stormwater facilities, stream segments, and problem locations.

e. Review the results of City's web-based flooding survey.

f. Prepare a spreadsheet to document existing information provided by the City and its use/usefulness.

g. Coordinate with City GIS manager on existing asset GIS data sets.

2.2. Review Land Use Planning Information Consultant shall:

a. Prepare a detailed data request for land use planning information

b. Review land use, planning, study areas:

i. Review planning documents to determine study area, land use changes, and find the City's forecasted customer I asset growth

c. Attend a one-hour workshop with the City's 'comprehensive planning' team to review and discuss land use and growth assumptions.

2.3. Summarize Existing Information and Create Project Maps Throughout the project, existing conditions, assets, and analyses will be stored in an interim online GIS map. Interim mapping and analytical deliverables will be presented in the online interface.

Consultant shall:

a. Create the online GIS interface (online map) for storing results of GIS analyses and for tracking known issues, potential projects, fiEi!ld photographs and CIPs identified during the study. The GIS will be developed based on requirements established in Task 1.2 with intent to be compatible with City's GIS.

b. Define the overall study limits and identify study areas - populate online map (Note: to define the study areas, we will consider system characteristics in different parts of the overall Master Plan study limits and subdivide into smaller logical study areas with similar issues and strategies for stormwater management)

c. Delineate existing land use, topography, drainage and catchments - populate online map

d. Review each study area, identify new opportunities for stormwater solutions, and develop a list of potential projects - populate online map

e. Attend a two-hour meeting with the City to review results of existing information compilation and discuss options and priorities for field and technical analysis work in each study area.

f. Prepare a memo summarizing existing information (from both tasks 2.1 and 2.2), known issues, potential projects, and recommendations.

g. Research and analyze up to two additional existing conditions and populate online map. These could include, for example:

Water resources City CIP projects (non-stormwater) Land use and growth

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Update of the SWDMP Scope of Work 10/21/2019

WQF treatment areas (if known) Soils Other

Task 2 Assumptions

Page4

• Engineering/asset staff workshop (item 2.1.c.) may be attended by up to four Otak staff

• Preliminary field trips (item 2.1.d.) will be attended by up to two Otak staff

• Comprehensive planning workshop (item 2.2.c) will be attended by up to three Otak staff

• Meeting to review existing information results (item 2.3.e) will be attended by up to four Otak staff

Task 2 Deliverables • Existing information spreadsheet • Online GIS map of Known Issues and Potential Projects

o Known issues points, lines, and areas datasets o Potential projects points

• Existing information and known issues memorandum

• Online GIS maps of existing conditions (up to 2)

3. Initial Field Work/Data Collection The purpose of this task is to conduct field work to fill gaps in existing information, to gather more detailed information, or assess opportunities for solutions identified among the list of potential projects.

3.1. Field Work & Data Collection Consultant shall:

a. Prepare a Field Work Plan and map(s) based on gaps in existing information. Present to th.e City staff for review (two-hour meeting) and revise per comments.

b. Set up mobile data collection tools and protocols

c. Conduct field work as defined. Field work may include the following:

Visit locations of known urban flooding and/or failing pipes.

Visit culverts and outfalls to observe eroded or failing conditions.

Visit existing facilities in need of repair, or to look for opportunities to expand I retrofit.

Visit natural drainage corridors to investigate opportunities for regional stormwater solutions· and gather rapid assessment information on channel geomorphology and habitat.

Visit locations with potential for new facilities/solutions.

d. Compile field notes/photographs and populate online map with links to photos and new data about issues.

e. Meet with City staff to discuss results of the field work and updates to the list of known issues and potential projects (1, 2-hr meeting)

f. Prepare a fieldwork summary memorandum

•The term "regional stormwater solution" includes a variety of options for managing stormwater from multiple developments or sources - whether existing or new-together in one location. This often is a stormwater pond, but also could be a stream resilience solution or a regional conveyance.

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Update of the SWDMP Scope of Work 10/21/2019

Assumptions

• • • •

Field work planning meeting (item 3.1.a) may be attended by up to three Otak staff

Three days of field work with up to two Otak staff each day is included

Field work results and potential project ID meeting may be attended by up to three Otak staff

City will arrange for right-of-entry, where necessary

Deliverables • Draft and final Field Work Plan and map

• Scanned field notes

• Updated known issues online map, including linked photographs

• Fieldwork Summary Memorandum, draft and final

4. Capacity Modeling

Pages

The purpose of this task is to identify or confirm suspected capacity issues in the storm sewer system. If warranted, and in consultation with City staff, hydrologic or hydraulic modeling may be performed to evaluate system capacity in targeted locations. This task will not be utilized if system capacity may be sufficiently characterized using existing information and fieldwork results.

Consultant shall:

a. Prepare a Modeling Work Plan to address gaps in existing information and/or to evaluate locations downstream of anticipated growth. Gather City feedback on the plan and revise per comments.

b. Conduct modeling as defined. Modeling may include the following:

Pipe capacity analysis using XP-SWMM

Open channel capacity using HEC-RAS

c. Prepare a Capacity Modeling Report

d. Update online map with pipe capacity analysis

Assumptions •

•

•

•

This task will not be utilized if system capacity may be sufficiently characterized using existing information and fieldwork results. To be determined in consultation with City project manager.

Otak will prepare hydraulic capacity models for up to 10 potential project sites using both open channel and closed conduit modeling tools based on the characteristics of each site.

Santa Barbara Urban Hydrograph method will be used to calculate flow rates where data are not already available.

Land use will be estimated based on a combination of measured and estimated impervious area using GIS and other mapping data.

Deliverables • • •

Modeling Work Plan

Capacity Modeling Report, draft and final

Updated online map (pipe capacity)

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Update of the SWDMP Scope of Work 10/21/2019

PHASE C: VISIONING

5. Values, Policies and Standards

5.1. Values Discovery

Page 6

The purpose of this task is to integrate the City's values and goals into project selection. A scoring matrix will be developed for the City to evaluate the benefits of potential stormwater projects and establish a priority list for implementation. The rating system will focus on quantifying project benefits. To inform the rating system, a workshop will be held.

Consultant shall:

a. Prepare for and attend a briefing with the Major's Office and selected other stakeholders as determined by the City's Project Manager.

b. Facilitate a 2-hour City workshop about values, priorities, and level of service/needs related to the stormwater system. It is anticipated that representatives from the Community Development Department, Public Works Operations, Public Works Engineering, Finance/GIS, the Mayor's Office, Clean Water Services, and City of Tigard will be invited to participate in the workshop. Compile this information to use in developing evaluation criteria and a methodology for prioritizing projects and program recommendations (see Task 7.1 ).

c. Develop and present a matrix of scoring criteria based on the workshop

d. Prepare a Rating and Scoring Methodology Memorandum

Assumptions • •

The Mayor's briefing will be attended by up to two Otak staff

The values workshop will be attended by up to three Otak staff

• The draft scoring matrix will be presented in person at a meeting attended by up to three Otak staff

Deliverables • Workshop notes • Matrix of scoring criteria, draft and final • Rating and Scoring Methodology Memorandum, draft and final

PHASE D: SOLUTIONS The DISCOVERY PHASE will result in a long list of known issues and potential project concepts. In this phase we will develop and prioritize solutions and guide the City's internal development of additional programs.

6. Programs & Early CIP Development The first step is a process of consolidating commonly occurring issues into groups which can be implemented through programs. Programs can be defined to implement multiple similar projects under a single mechanism, address chronic issues in the system, and develop initiatives to implement policy. Programs are also useful to introduce asset management approaches, by developing annual budgets for prioritized (risk-based) rehabilitation of assets, as well as non-routine maintenance.

Two programs and three additional initiatives are already under consideration and development by the City:

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Update of the SWDMP Scope of Work 10/21/2019

Page?

• •

• •

•

pipe repair and replacement {CIP 8122)

stormwater pre-treatment to improve water quality facility performance by reducing trash accumulation (CIP number not yet assigned)

stormwater quality retrofit (similar to CIP 8135)

catch basin replacement (with ones that have better performance) (storm drainage construction 513-85-0739)

Tualatin Watershed Enhancement Collaborative (TWEC) participation

After this consolidation into programs/initiatives, the remaining draft project list will be more manageable and will be considered for prioritization in Task 7 .1.

As part of this task, ideas for programs/initiatives will be generated, and known issues/potential projects that could be solved through such an approach will be removed from the potential GIP project list. These ideas for new programs/initiatives (beyond the five listed above) will not be further developed as part of this master plan.

6.1. Programs and First Round CIP Project List Review Consultant shall:

a. Develop a long draft list of potential projects and programs/initiatives based on the Known Issues/Potential Projects data set

b. Develop ideas for programs/initiatives to consolidate the long list of known issues and potential . projects or that address policy concerns such as resiliency planning

c. Attend a two-hour meeting with the City to agree on the approach to consolidating the long list of known issues/potential projects into programs/initiatives and to approve removal of selected known issues/potential projects from further consideration as ClP projects. It is anticipated that key staff from Public Works and other departments will be invited to the meeting, as guided by the City's Project Manager

d. Update online map with disposition of the known issues/potential projects selected to be removed from potential consideration in the CIP and consolidated into programs

6.2. Engineering Support for Staff-led Program/Initiative Planning The City has already embarked on developing programs/initiatives as described in Section 6.0. The City will complete the preliminary analyses to describe the scopes of each program. Otak will provide engineering support as requested for analyses, scopes, and cost estimates for these efforts.

Consultant shall:

a. Attend a 2-hr workshop with City staff to determine deliverables and scopes prior to start of work

b. Provide peer review of the data and data analyses provided by the City and document in a memorandum

c. Provide engineering support for ideas to implement each program/initiative (e.g. methods, materials, assumptions, project rating and selection criteria)

d. Develop a planning level cost estimate for each program/initiative (5)

e. Develop project data sheets (5), and incorporate programs/initiatives into master plan

Assumptions • Up to 2 staff to attend workshop

• Engineering support for five programs/initiatives developed by the City is included

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Update of the SWDMP Scope of Work 10/21/2019

Page 8

• •

Tasks 6.2.b and 6.2.c are provided on a time and materials basis up to the agreed task budgets

Task 6.2.c engineering support deliverables are to be determined

Deliverables • Peer review and recommendations memorandum, draft and final

• Spreadsheet cost estimate for City-developed programs/initiatives (5), draft and final

• Project data sheets (5), draft and final

7. CIP Projects

7.1. Draft CIP Project List and Rating Consultant shall:

a. Prepare a draft list of projects from those remaining after first round of elimination (Task 6.1 ).

i. . Describe each project (up to 30) by their problem and proposed solution.

ii. Attend up to two two-hour meetings with the City to review and discuss the draft project list and the results of culling and grouping potential projects.

iii. Revise the draft project list.

b. Rate and Rank the draft list

i. Develop a multi-criteria analysis spreadsheet tool based on the agreed scoring matrix (Task 5.1.c) to rating the benefits of stormwater projects.

ii. Rate and rank the draft long list of potential projects (30 projects).

iii. Meet with stakeholders in a two-hour meeting to review and discuss prioritized projects:

Populate online map with project ranks Attend a two-hour meeting with the City to review and discuss the ranked list of projects Revise criteria, score values, and/or project scores in response to stakeholder feedback Re-rate projects based on revisions Update online map

iv. Select up to 10 highly rated projects to further develop as the GIP; verify selections with the City

Assumptions • Up to 30 projects are included.on the draft list (spreadsheet)

• Up to 10 CIPs selected

Deliverables • • •

Spreadsheet and map of up to 30 draft projects

Multi-criteria analysis spreadsheet tool (may be re-used by City in evaluating future projects)

Spreadsheet of 10 selected GIP projects

7.2. CIP Design · Consultant shall:

a. Prepare a draft and final Storm Survey Work Plan for approval by the City

b. Provide survey services to collect the following data within 10 project sites:

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Update of the SWDMP Scope of Work 10/21/2019

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Rim elevations Invert elevations Pipe Material Pipe Diameter Cross sections for open channel sections necessary to support modeling efforts. Topographic survey of ground elevations as shown in attached maps

c. Project Alternatives Draft

i. Investigate and rough!Y document alternatives considered for each project

ii. Attend a 2-hour meeting to present pros & cons of alternatives; assist City in selecting alternatives

iii. Manage survey data acquisition {Task 7.2.b)

d. Additional Field Data & Modeling

i. Site visit to observe constraints (10)

ii. Design could include hydrologic or hydraulic modeling to confirm effectiveness or downstream capacity {up to 4 sites)

e. Draft CIP Designs and Cost Estimates

i. Develop a 10% design for each of 10 CIPs, including one plan view, profile, and a cross-section

ii. Prepare draft memorandum {2-4 pages) to summarize unit prices and methodology used for developing cost estimates for projects and programs.

iii. Develop a draft AACE International Class 4 cost estimate

iv. Develop a draft project narrative -

v. Present draft designs, narratives, and cost estimates in a 2-hour meeting with City staff with up to three Otak staff

f. Finalize the CIP designs, cost estimate memo, 'and cost estimates based on City feedback

g. Populate online map of CIPs with costs and updated project description

Assumptions •

• • • • • •

The 10 project sites include the following sites described in the RFP as well as up to four additional sites to be determined during task 7.2.a: sites 1, 2, 3, 4, 5, and 7 Preparation of a Survey Work Plan includes one meeting and re-scoping, if needed

The horizontal datum will be NAO 83(2011) EPOCH 2010.00 Oregon North, International feet

The vertical datum will be determined by the City Surveyor prior to fieldwork

Data will be used to prepare Topographic Base Map in Auto-CAD Civil 3D 2017

Additional hydrologic/hydraulic modeling on up to 4 sites

City will consolidate review comments on designs and cost estimates and resolve conflicting direction

Deliverables • Topographic basemaps (10)

• Alternatives meeting notes and rough sketch alternatives

• Cost estimating methodology memo, draft and final

• 10 project 10% designs and AACE Class 4 cost estimates, draft and final

• Online map of CIPs

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Update of the SWDMP Scope of Work 10/21/2019

PHASE E: IMPLEMENTATION

8. Stormwater Drainage Master Plan The purpose of this task is to prepare a City of Beaverton SWDMP

Consultant shall:

a. Write CIP fact sheets, draft and final b. Prepare the project atlas (printed), draft and final c. Prepare an implementation plan

i. Attend one two-hour meeting to discuss master plan implementation with the City ii. Write an implementation plan, draft and final

d. Write the SWDMP and prepare a cover in lnDesign, draft and final

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e. Finalize and archive data; export online data to an off-line project geodatabase containing data and analyses collected and created by Consultant

Assumptions • Up to 10 CIP Fact Sheets • City will consolidate review comments and resolve conflicting direction

Deliverables • GIP fact sheets, draft and final

• Printed atlas of known issues and potential projects, draft and final • Implementation Plan, draft and final

• SWDMP, draft and final • Project geodatabase, final

9. Extra Work Consultant shall perform extra work as authorized and approved by the City prior to performance of such work outside the scope of this contract.

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City of Beaverton Update of the Stormwater Drainage Master Plan Fee Proposal Summary, 1012112019

Otak, Inc.

Otak Project #019265

Task Description

PHASE A: PLANNING 1.1 Project Management 1.2 Define the Products

PHASE B: DISCOVERY 2.1 Review Engineering & Asset Information 2.2 Review Land Use Planning Information 2.3 Summarize Existing Information and Create Online GIS Map 3.1 Field Work/Data Collection

4.1 Capacity Modeling

PHASE C: VISIONING 5.1 Values, Policies and Standards - Values Workshop

PHASE D: SOLUTIONS 6.1 Programs and First Round CIP Project List Review 6.2 Engineering Support for Staff-led Programs/Initiatives 7.1 Draft CIP Project List and Rating 7.2 CIPDesign

PHASE F: IMPLEMENTATION 9.1 Stormwater Drainage Master Plan

PHASE H: EXTRA WORK AS AUTHORIZED 15.0 Extra Work As Authorized

Total Hours Total Labor Cost Direct Expenses

Sub-Consultant Direct Expenses

Project Total

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Exhibit 2

Total Total Budget Budget by % of Budget

by Task Phase by Phase

$36,329 7%

$30,589 $5,740

$130,684 24% $14,945 $5,410

$35,828 $23,581 $50,920

$14,008 3% $14,008

$273,910 51% $12,794 $36,580 $20,921

$203,615

$59,868 11% $59,868

$20,000 4% $20,000

4003 $535,698

$2,964. 0.5% $1,000 0.2%

$539,662

City of Beaverton __ Update of the Stormwater Drainage Master Plan

/ '.~e Proposal, 10121/2019 Jfak Project #019265

Task Description

PHASE A: PLANNING 1.1 Project Management

A Develop Project Work Plan (Draft and Final)

B Coordination meetinqs with Client (17, 1-hr)

c Develop Project Schedule and provide updates D Prepare a data management plan & manage data throughout

E Monthly progress reporting ( 17 months)

1.2 Define the Products A Prepare draft title block for map products and review B Prepare draft graphic layouts of CIP Fact Sheet template & project data sheet template c Prepare initial draft SWDMP outline D GIS requirements meeting (1, 1-hr)

E Review drafts with Client and update

PHASE B: DISCOVERY 2.1 Review Engineering & Asset Information

A Prepare detailed data request

B Spend up to 2 days collecting data at City offices from internal databases

c Staff interview meeting (1, 2-hr) D Preliminary field trips with Client staff (2, 1-day)

E Document existing information in a spreadsheet

F Coordinate with City GIS manager

2.2 Review Land Use Planning Information

A Prepare detailed data request for land use planning

B Review land use, planning, study areas

c Planning staff land use and growth assumptions workshop ( 1. 1-hour)

2.3 Summarize Existing Information and Create Online GIS Map

A Create online GIS map

B Define overall study limits and identify study areas c Delineate existing land use, topography, drainage, catchments D Review each study area, identify new opportunities, develop a list of potential projects E Attend review meeting with City (1, 2-hour) to discuss results

Prepare memo summarizing existing information, known issues, potential projects, F recommendations and QA/QC review.

G Create up to 2 additional existing conditions online maps

3.1 Field Work/Data Collection

A Prepare Field Work Plan/Maps and meet (1, 2-hr) for approval

B Set up mobile data collection c Conduct Field Work (2 staff, up to 3 days)

D Compile field notes, link field photos to online GIS, update existing info. & known issues map E Present findings

F Fieldwork summary memorandum

4.1 Capacity Modeling

A Prepare Modeling Plan, identify gaps in data, review with City in a 1-hour meetin~ B Conduct capacity modeling for up to 10 potential project sites c Prepare Capacity Modeling Draft and Final Reports and QA/QC review D Populate online map with capacity modeling dale

Update of the Stormwater Drainage Master Plan

Civil PIC/Sr. PM Engineer Civil

Civil Planner Ill VIII Engineer VII

2 16 2

8 44 32

4 16

2 2 2

2 26 8

1 2 2 1 1 1 1 1 1

1

1 1 1 1

1 2

4

20

1 2

2

2

8

4

1 2 2

2 4 8 2 4 4 6 16 16 4 4 4

2 8

1 4 4

4 2 4 4 1

24

6 4 4

1 2

4 2 12 4 8 8

2

Exhibit 3

Otak CESNW

Project Profess- Profess- 2-Person Civil Planner Civil Civil Various, as Engineering Adm in. Project ional Staff ional Land Survey Total Total Budget by

Engineer IV Associate 111 Engineer X Engineer Ill assigned Tech V Assistant Principal Manager Engineer Surveyor Technician Crew Hours Sub-Task

20 $2,938

84 $13,056

8 28 $3,668

24 8 38 $4,174

20 56 $6,753

2 7 $1,095 10 13 $1,511 4 2 9 $1,073 4 5 $526

6 1 2 13 $1,535

2 5 $717

18 18 $2,070

4 4 4 16 $2,052

20 40 $5,780

2 2 20 27 $3,230

4 4 10 $1,096

2 4 $514

8 16 32 $3,896

2 2 $1,000

16 8 29 $3,319

8 8 30 $4,230 8 16 30 $3,950 16 2 32 92 $12.644

6 18 $2,814

12 22 $2,976

8 32 49 $5,895

8 20 42 $5,744 8 1 10 $1,027

24 48 $6,936

6 18 16 46 $5,338 4 12 $2,080

16 2 21 $2,456

16 4 24 $3,068 40 224 278 $31,790 20 80 120 $14,640

10 12 $1,422

-12-Otak, Inc. Page 1

Update of the Stormwater Drainage Master Plan Fee Proposal, 1012112019 Otak Project #019265

Task Description

PHASE C: VISIONING 5.1 Values, Policies and Standards - Values Workshop

A Mayor's Office briefing

B Workshop on values and priorities, summary notes

c Develop and present draft and final matrix of scoring criteria D Rating and Scoring Methodology Memorandum, draft & final

PHASE D: SOLUTIONS 6.1 Programs and First Round CIP Project List Review

A Develop draft long list of potential projects

B Develop ideas for programs

c Attend meeting ( 1, 2-hr) to agree on first cut of GIP List D Update onllne maps to show programs

6.2 Engineering Support for Staff-led Programs/Initiatives

A Scoping/deliverables workshop (1, 2-hr) B Provide peer review of data and analyses provided by City; Memorandurr

c Provide engineering support to implement programE D Develop cost estimate for each program, spreadsheet (5)

E Develop project data sheets (5)

7.1 Draft CIP Project List and Rating

A Develop draft Project List and review with City during 1, 2-hour meeting

B Rate and Rank draft project list (initial, revised)

7.2 CIP Design

A Storm Survey Work Plan

B Survey Base Mapping (CESNW)

B.i Site #1

B.ii Site#2

B.iii Site#3

B.iv Site#4

B.v Site #5

B.vi Site#7

B.vii 4 additional sites (rough average of sites #1-#9 from original estimate)

c Draft Project Alternatives (includes 1, 2-hour meeting with City staff) D Additional field data and modeling

Draft CIP Designs, Cost Estimates, Cost Estimating Memo (includes 2, 2-hour meeting with City

E staff)

F Final GIP and Cost Estimates

G Populate online map with CJ P data

PHASE E: IMPLEMENTATION 9.1 Stormwater Drainage Master Plan

A GIP Fact Sheets (draft, final)

B Project Atlas (draft, final)

c Implementation Plan (draft, final) E SWDMP main text (draft, final)

F Finalize and archive data

Update of the Stormwater Drainage Master Plan

Civil PIG/Sr. PM Engineer Civil Civil

Civil Planner Ill Vlff EngineerVIJ Engineer JV

2 6 2

4 6 4

1 32 4 4

1 24 2 2

6 6 8 8 8

2 2 4 4 4

2 4 4

2

3 3 4 4 32 8 1 4 24 8 1 8 16

4 4

1 8 16 16

2 16 6 8 8

2 4 4

2 16 8 16

2 24 16 32

16 4 16 60 16

B 16 16

2 2

2 8 8 B B

2 8 2

4 20 2

6 114 12 12 12

2

Exhibit 3

Otak CESNW

Project Profess- Profess- 2-Person Planner Civil Civil Various, as Engineering Admin. Project ionaf Staff ionaf Land Survey Total Total Budget by

Associate If f EngineerX Engineer lff assigned TechV Assistant Principal Manager Engineer Surveyor Technician Crew Hours Sub-Task

10 $1,596 14 $2,392

41 $5,787

2 31 $4,231

12 48 $7,018

4 20 $2,926

10 $1,662

8 10 $1,186

6 $900 40 88 $11,876 32 69 $9,415

50 75 $9,709

40 4 52 $5,580

32 73 $9,607

48 88 $11,314

10 $1,618

20 23 60 103 $13,840

17 29 51 97 $12,520

12 17 23 52 $6,480

18 20 25 63 $7,760

21 17 39 77 $10,120

11 11 16 38 $4,760

1 4 6 68 82 146 307 $39,730

8 68 118 $15,314

90 164 $20,608

16 80 24 180 412 $54,077

8 24 8 32 112 $15,336

4 4 12 $1,452

·-

64 8 8 114 $12,798

4 32 6 54 $6,388

24 4 54 $6,588

36 12 4 16 16 240 $30,418

16 16 34 $3,676

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Otak, lnc. Page2

Update of the Stormwater Drainage Master Plan Fee Proposal, 1012112019

{fk Project #019265 ---

Task Description

PHASE F: EXTRA WORK AS AUTHORIZED 15.0 Extra Work As Authorized

Total Hours Billing Rate

Total Labor Cost Direct Expenses

Sub-Consultant Direct Expenses noJeet Total

PIC/Sr_ PM Civil Planner Ill

120 440 $231.00 $134.00 $27,720 $58,939

Otak

Civil Engineer Civil Civil Planner

VIII Engineer VII Engineer IV Associate Ill

370 211 344 292 $166.00 $151.00 $123.00 $98.00 $61,420 $31,786 $42,312 $28,616

*Labor hours shown are for estimating purposes only. Actual Otak or sub-consultant staff personnel may vary based on staff avaliablhty, classification, and category changes throughout the project duration.

Update of the Stormwater Drainage Master Plan Otak, fnc.

Civil Civil EngineerX Engineer Ill

32 631 $201.00 $109.00 $6,432 $68,779

Exhibit 3

CESNW

Project Profess- Profess- 2-Person Various, as Engineering Admin_ Project ional Staff ional Land Survey Total Total Budget by assigned TechV Assistant Principal Manager Engineer Surveyor Technician Crew Hours Sub-Task

$20,000

36 729 70 1 4 6 167 199 360 4003 $150.00 $115.00 $75.00 $180.00 $150.00 $150.00 $120.00 $80.00 $160.00 $5,400 $83,835 $5,250 $180 $600 $900 $19,980 $15,910 $57,640 $535,698

$2,964 $1,000

$539,662

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