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Bee Branch Master Pl RFP'sMEMORAN DUM July 30, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Bee Branch Drainage Basin Master Plan Request for Proposals (RFP) Assistant City Engineer Gus Psihoyos re,.ommenos authorization to solicit proposals from qualified engineering firms to build a Drainage Basin Master Plan for the Bee Branch watershed basin. In December of 2001, the DBMP was formally adopted by the City Council. During the Fiscal Year 2003 budget process, a capital improvement budget Was recommended to City Council based on the DBMP recommended improvements; however, because of the opposition voiced by the residents, the portion of the proposed channel that was to extend from Garfield Avenue to 24~ and Elm Street was removed from.the Fiscal Year 2003 budget. With the approval of the Fiscal Year 2003 CIP budget, funding was established to hire an engineering firm to restudy the Bee Branch drainage basin. In addition, Council authorized the use of a survey process to receive input from the approximately 1,150 property owners and residents to gain a greater understanding of the scope of the problem. In December of 2001, at the recommendation of the Long-Range Planning Advisory Commission, the City Council appointed Dr. Charles Winterwood (member of the Long- Range Planning Advisory Commission) to chair the Citizen Advisory Committee for the Bee Branch Creek Alignment Study. However, Dr. Winterwood's appointment was subsequently tabled when the Fiscal Year 2003 budget was formally adopted. Having expressed his interest in the Bee Branch Drainage Basin Master Plan, Dr. Wintervvood has been actively participating, providing input as a member the RFP Review Committee. It is recommended that Dr. Charles Winterwood be appointed chairperson of the Citizen Advisory Committee that will be formed as part of the Bee Branch Drainage Basin Master Plan Project. concur with the recommendation and respectfully request Mayor and City Council approval. Mi&hael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahll Corporation Counsel Cindy Steinhauser, Assistant City Manager Gus Psihoyos, Assistant City Engineer TO: CITY OF DUBUQUE, IOWA MEMORANDUM July 30, 2002 Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, Assistant City Engineer L3~. ~.~,~ SUBJECT: Bee Branch Drainage Basin Master Plan Request for Proposals (RFP) INTRODUCTION An RFP for the Bee Branch Drainage Basin Master Plan has been drafted and reviewed by the proposal review committee. BACKGROUND In 1996, the City of Dubuque, through the Capital Improvement Project Budget, committed to developing a City-Wide Stormwater Management Plan. The need for the plan arose from a growing number of citizen complaints related to stormwater runoff. Increasing public safety and reducing property damage due to stormwater runoff are the primary goals of the Stormwater Management Plan. One of the elements of the Stormwater Management plan is a Drainage Basin Master Plan. A master plan is a plan for an entire watershed. When a modification is made to 'a portion of a watershed's drainage pattern, it usually affects the drainage patterns of the entire watershed. The Drainage Basin Master Plan is necessary to ensure that efforts to solve stormwater problems are efficient and cost-effective and address the concerns of taxpayers and drainage system users. Drainage problems in the Bee Branch watershed basin became evident on May 16, 1999. A severe thunderstorm moved through the Dubuque area producing between two and a half (2.5) and five (5) inches of rainfall in a six-hour period, the latter would indicate between a 50- and 75-year rainfall event. In July of 2001, HDR Engineering (Omaha, NE) presented a preliminary Drainage Basin Master Plan (DBMP) to the City of Dubuque City Council. It established the 100-year flood plain for the Bee Branch watershed basin with over 1,150 homes and businesses recognized as being within the floodplain limits and at risk of flood damage during a 100-year rainfall event. The DBMP identified several capital improvements that would reduce the threat of flood damage. Table 1 lists the improvements recommended for Bee Branch watershed basin and reveals the impact each improvement has on the homes and businesses in the floodpiain~ Table 1. Bee Branch Drainage Basin improvements Recommended by HDR Engineering. Homes & Businesses lmprovemen Description Est. Cost Remaining Homes & t In the Businesses Floodplain Purchased Upper Carter Build an earthen berm to create 182 Detention $875,000 Basin acre-feet of storage. Purchase I5 homes surrounding W132~ Street the existing basin and excavate Detention within the basin to increase the $4,023,000 990(~) 15 BaSin available storage 100% to 94 acre- feet. Grandview & Kaufmann Build an earthen berm to create 44 $53O,OOO Detention acre-feet of-storage. Basin 150' wide flood-way from the I Floodway from 16t~ St. existing 16th Street detention cell to $6,900,000 645(2)II 17 to Garfield Garfield Ave. and Pine Street. I Floodway 150' wide flood-way from Garfield from Garfield Ave. and Pine Street to 24th and $10,200,000 < 5(~ 53 to 24t~ Street. Elm Streets TOTAL $22,528,000 I 85 1 .After the construction of the Carter Road detention cell and modifications to the existing W32nd Street detention cell. 2.After the construction of the Carter Road detention cell, modifications to the existing W32nd Street detention cell, and construction of the channel from 16th St. to Garfield. 3.After the construction of the Carter Road detention' cell, modifications to the existing W32nd Street detention cell, and construction of the channel from 16t" St. to 24t~ and Elm. in October, City staff presented the DBMP to the North End Neighborhood Association - the neighborhood where the majority of the 1,150 homes and businesses are located. The channel from 16th Street to 24~ and Elm was presented. There were some concerns expressed about relocating families. Building the channel from 16th Street to 24th and Elm would require the purchasing of approximately 70 homes/businesses. In December' of 2001, the DBMP was formally adopted by the City Council. During the Fiscal Year 2003 budget process, a capital improvement budget was recommended to City Council based on the DBMP recommended improvements. In February, 2002, City staff presented the DBMP at a Washington Neighborhood Council meeting. Many of the approximately 150 residents in attendance voiced opposition to the portion of the DBMP that called for the removal of 70 homes. Because of the opposition voiced by residents, the portion of the proposed channel that was to extend from Garfield Avenue to 24th and Elm Street was removed from the Fiscal Year 2003 bud~get. With the approval of the Fiscal Year 2003 ClP budget, funding was established to hire an engineering firm to restudy the Bee Branch drainage basin. In addition, Council authorized the use of a survey process to receive input from the approximately 1,150 property owners and residents to gain a greater understanding of the scope of the problem. DISCUSSION Several features will be incorporated into the Bee Branch Drainage Basin Master Plan process to ensure that impacted residents are able to participate in the creation of the drainage basin master plan for their neighborhoods. Mr. Wayne Klosterman, President of the North End Neighborhood Association, and Mr. Dan Shireman, President'of the Washington Neighborhood Council, are serving as members of the proposal review committee. The committee's objective is to review proposals from consultants and to recommend to the City Council the engineering firm whom the committee feels would be the best firm to prepare the Bee Branch Drainage Basin Master Plan. A significant prerequisite of the consulting firm will be its ability to work with impacted residents. The Consultant must establish channels of communication that promote input from the 1,150 impacted residents. The following shall be included in the project scope: the formation of a Citizen Advisory Committee; the completion of a survey; public meetings with neighborhood groups; and presentations to the City Council. The Citizen Advisory Committee is to be assembled in such a manner that it generally represents a cross-section of the impacted residents. The purpose of the Committee is to help the Consultant produce a Drainage Basin Master Plan for the Bee Branch watershed basin that consists of alternatives and improvements that are agreeable to the impacted residents - arrive at a plan that the residents of the Bee Branch basin can call their own. The Consultant must facilitate a consensus, enabling the committee to recommend the adoption of the Bee Branch Drainage Basin Master Plan to the City Council. In December of 2001, at the recommendation of the Lc~ng-Range Planning Advisory Commission, the City Council appointed Dr. Charles Winterwood (member of the Long- Range Planning Advisory Commission) to chair the Citizen Advisory Committee for the Bee Branch Creek Alignment Study. However, Dr. Winterwood's appointment was subsequently tabled when the Fiscal Year 2003 budget was formally adopted. Having expressed his interest in the Bee Branch Drainage Basin Master Plan, Dr. Winterwood has been actively participating, providing input as a member of the RFP Review Committee. The schedule for the selection of a consulting firm is as follows: RFP Sent to Firms Responses Due Committee To Establish Short List Interviews Conducted Committee to-Select Firm Committee to Recommend Firm to City Council August 7, 2002 September 2, 2002 September 6, 2002 3rd Week of September, 2002 4t~ Week of September, 2002 October 7, 2002 With these dates as a guide, it is anticipated that the consultant would initiate the project the first week of November. The project will require between nine and eighteen months to complete. RECOMMENDATION I recommend that the City Council authorize the City Manager to solicit proposals from qualified engineering firms to build a Drainage Basin Master Plan for the Bee Branch watershed basin. In addition, I recommend that Dr. Charles Winterwood be appointed chairperson of the Citizen Advisory Committee that will be formed as p.art of the Bee Branch Drainage Basin Master Plan project. BUDGET IMPACT The engineering cost estimate for the Bee Branch Basin Master Plan Project is $250,000. The project will be funded from a Fiscal Year 2003 General Fund appropriation in the amount of $250,000. ACTION REQUESTED I respectfully request that the City Council authorize the City Manager to solicit proposals from qualified engineering firms to develop a Drainage Basin Master Plan for the Bee Branch watershed basin and that the City Council appoint Dr. Charles Winterwood chairperson of the Citizen Advisory Committee to be formed as part of the Bee Branch Drainage Basin Master Plan project. CC: Cindy Steinhauser, Assistant City Manager Pauline Joyce, Administrative Services Manager Ken TeKippe, Finance Director Laura Carstens, Planning Services Manager David Harris, Housing and Community Development Manager Michael A. Koch, Public Works Director Jerelyn O'Connor, Neighborhood Development Specialist Susan Gwiasda, Public Information Officer Deron Muehring, Civil Engineer Dr. Charles Winterwood, Long-Range Planning Advisory Commission Member Wayne Klosterman, North End Neighborhood Association President Dan Shireman, Washington Neighborhood Council President