Squamish/ Mamquam River Survey

DISTRICT OF SQUAMISH

REPORT TO: Council FOR: Regular Meeting of Council

PRESENTED: September 18, 2007 FILE: COMDEV

SUBJECT: Award of Squamish and Mamquam River Studies

Recommendation:

THAT Council award the Research and Survey components of the Squamish & Mamquam River Studies to Kerr Wood Leidal and Associates at a price not to exceed $64,872 plus GST; AND FURTHER THAT Council implore the Province to recognize the urgent need for the remainder of the work to be completed, the historical role of the Province in performing this work and request funding for the remainder of the study from Province.

CAO Recommendation:

THAT the report from Community Development be approved.

K. Anema, CAO

1. Purpose:

This report is intended to authorize the award the Squamish and Mamquam River Studies.

2. Time Critical:

Flood hazard protection is one of Council’s highest priorities. This assignment is intended to undertake the river surveys that are needed to assess the current level of protection afforded by the existing dykes and then determine what, if any, measures are needed to achieve the 200 year standard of protection.

3. Background:

The flood of record for the Squamish River occurred in October of 2003. The subsequent analysis of that flood suggested that the existing dykes on the Squamish and Mamquam Rivers may not be providing protection from the provincially accepted, 200 year design storm. Of further concern is aggradation or sediment build-up of the river bed. This may have the effect of further reducing the level of protection afforded by the dykes.

In order to determine the current level of protection and thereby establish what, if any, upgrading is necessary a survey of the floodplain must first be undertaken. Once the geometry

L:\WPDocs\COUNCIL\Form.wpd Page 1 is known, hydrologic analysis is needed to establish the total peak runoff for the watersheds in question for a storm that returns on average every 200 years (“the 200 year design event”). The river geometry and the peak flows are entered into an hydraulic model which calculates the high water mark. This high water mark is compared to existing dyke crest elevations at various stations along the river to determine if there are any excedences. If there are, then the geometry will need to change to accommodate the 200 year flow. This can be accomplished by raising dyke crest elevations, removing sediment build-up in the river bed or by a combination of the two.

4. Project Information:

The last survey of the Squamish River was undertaken under a federal and provincial initiative in 1983. The floodplain was modeled in 1990 to determine flood construction or safe building levels in the Squamish River Valley. Currently, the federal and provincial governments do not have a program to fund the necessary updating of this critical flood protection information. Therefore Council allocated some funding in the 2007 budget to initiate this important work.

Based on a $75,000 budget allocation staff invited four consultants to submit proposals for a study of the Squamish and Mamquam Rivers. Recognizing that the funding would be insufficient to complete all the necessary work, staff asked consultants to describe their proposed work programs and provide estimated costs for each task so that the award could be phased if necessary. The study terms of reference are attached as Schedule 1.

Four consultants were asked to submit proposals as follows:

• Golder Associates • Kerr Wood Leidal Associates (KWL) • Northwest Hydraulics Company (NHC) • Water Management Consultants/ ISL (WMC/ISL)

All four firms are eminently qualified to complete the work and all have Squamish experience.

The proposals were received on August 24, 2007 and assessed by staff in accordance with the District’s Purchasing Policy. The proposal submitted by Golder Associates did not address the requirements of the terms of reference and was therefore not evaluated.

The evaluation of the remaining three proposals is attached as Schedule 2.

5. Department Comments:

The proposal submitted by KWL was rated the highest and is recommended by staff. KWL has been assisting the District with river and dyke assessments since the 2003 event. The team put together for this assignment was considered to have the most knowledge of the Squamish River Dyke system. Also the level of effort put into the survey was equal to the other proposals and the modeling of different upgrading and dredging scenarios was considered to be superior.

As expected, the total cost submitted, $130,800, exceeds the District’s budget allocation. In order to move forward on these important issues staff recommend awarding the research and survey components of the study, estimated at $64,872 to KWL with the completion of the

L:\WPDocs\COUNCIL\Form.wpd Page 2 remainder of the study to be subject to additional funding. Staff also recommend that Council implore the Province to recognize the urgent need for the remainder of the work to be completed, the historical role of the Province in performing this work and request funding for the remainder of the study from Province.

6. Policy Implication

The District’s Purchasing has been followed in procuring these services

7. Alternatives to Staff Recommendation:

Staff Recommendation:

Implications:

This will initiate this important first step in the District’s flood hazard protection program and generate the necessary base information needed for all further analyses of the Squamish and Mamquam Rivers including dyke upgrading and dredging.

Alternative 1

Another course of action directed by Council.

______Mick Gottardi, P. Eng. Director of Community Development

L:\WPDocs\COUNCIL\Form.wpd Page 3 SCHEDULE 1

THE DISTRICT OF SQUAMISH

Community Development Department

Requests Proposals

for a

Squamish/ Mamquam River Survey

and

Flood Hazard Assessment

July 2007

Page 10

RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

TERMS OF REFERENCE

A. INTRODUCTION ...... 3 1. General………………………………………………………………………………...3 2. Study Objectives………………………………………………………………………3

B. SCOPE OF WORKS ...... 3 1. Background ...... 3 2. Description of Work ...... 4 3. Reference Materials………………………………………………………………….5 4. Meetings…………………………………………………………………………….. 5 5. Consultant Deliverables & Schedule ...... 5 6. Project Schedule…………………………………………………………………… 6

C. PROPOSAL REQUIREMENTS ...... 6 1. Company Background and Specific Related Experience ...... 6 2. Personnel and Project Team ...... 6 3. Work Program and Level Of Effort…………………………………………………6 4. Project Schedule……………………………………………………………………...6 5. Study Cost Estimates……………………………………………………………… 7

D. EVALUTION AND AWARD ...... 7 1. Evaluation Methodology ...... 7 2. Contract Award ...... 7

E. DISTRICT OF SQUAMISH PROJECT MANAGER ...... 7

F. PAYMENT FOR SERVICES ...... 8

G. CONSULTANT SERVICES AGREEMENT ...... 8

H. CLOSING DATE ...... 8

I. LIST OF RFP INVITATIONS ...... 8

ANNEX 'A' - DOS CONSULTING SERVICES PROPOSAL EVALUATION FORM

ANNEX 'B' - DOS PROPOSAL EVALUATION SUMMARY

Page 2 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

A. INTRODUCTION

1. General

The District of Squamish requires proposals for Consultant Services to provide data collection and research, river and land surveying, data analysis, modeling, and flood hazard mitigation recommendations for the Squamish and Mamquam River systems.

The work is to be performed in a manner and to a standard that is consistent with the requirements of the Inspector of Dykes.

2. Study Objectives

The report findings should establish the Q200 for the portions of the Squamish and Mamquam Rivers within the District limits and provide sufficient information on riverbed aggradation and dyke profiles to determine options for works to provide long term protection against the 200 year event, including cost estimates on a reach by reach basis.

B. SCOPE OF WORKS

1. Background

Approximately 70% of developable lands within the District of Squamish are situated within river valleys, including the Squamish, Mamquam, Cheakamus, Cheekye, Little Stawamus and Stawamus Rivers. All rivers ultimately outlet to Howe Sound by way of either the Squamish River or the rewatered Mamquam Blind Channel or the Stawamus River. The lower reaches of these rivers are subject to tidal effects.

In the 1980’s the community in conjunction with the Ministry of Environment constructed a system of dykes that still today provide the primary line of defence against high river levels. The east bank of the Squamish River has approximately six kilometers of protective dykes beginning at Howe Sound and running up to the scarp which is approximately one kilometer south of the confluence of the Cheakamus and Squamish Rivers. Both banks of the Mamquam River have protective dykes running from the confluence with the Squamish River up to approximately 3.5 kilometers east at Mashiter Creek on the north bank and to a point approximately 2.5 kilometers east meeting a scarp on the south bank.

In October of 2003 the flood of record occurred in the District. There was extensive flooding in the river valleys and a Provincial State of Emergency was declared. Paradise Valley on the Cheakamus River was evacuated. Although the Squamish River Valley was not evacuated, river levels at the peak were within 0.45 to 0.60 meters of overtopping the dykes. The subsequent analysis of the event suggested that return period was in excess of 100 years but less than 200 years. This near miss combined with our subsequent perception that a significant amount of aggradation has occurred in the rivers has led to this study.

The District is currently in a dialogue with the Federal and Provincial Governments regarding the necessary permissions associated with dredging and dyke building and the opportunity to

Page 3 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007 approach this critical issue collaboratively. 2. Description of Work

The following Scope of Work will be applied to both the Squamish and Mamquam Rivers over the reaches described above. The work described is a minimum and is implied to include all that work which is necessary to achieve the study objectives.

1. PROJECT INITIATION • Meet with District • Consult with Inspector of Dykes and gather all available data including the 1983 hydrometric data and floodplain analyses completed by the Province. • Obtain and review 2003 R.F. Binnie high water mark and dyke crest surveys. • Consult with BC Hydro regarding hydrologic aspects of Daisy Lake Dam operation. • Interface with NRCan on the current Natural Hazard Risk Assessment being conducted for the District. • Gather and review other pertinent information.

2. LAND AND BOAT SURVEYS • Confirm horizontal and vertical datums for the survey. Establish permanent survey monuments in the work area. • To the extent possible locate previous (1983) cross-section locations and reflect them for comparison purposes. • Complete a Coordinated Cross-sectional Bathymetric Survey on a reach by reach basis with a minimum of 30 sections for the Mamquam River and 35 sections for the Squamish River and in any event at intervals sufficient to: o establish Channel Capacities by reach o determine changes in embedment from 1990 survey o build Digital Elevation Model • Complete a Coordinated Cross-sectional Survey of Existing Dykes at minimum 50 meter intervals, extending to 20 meters past existing landside toe of slope. • Tie surveys in to existing cadastral grid. • Produce 1:20,000 mapping and develop river cross-sections including a comparative analysis with historic cross-sections. • Prepare Survey Report as an Appendix to the Study Report.

3. HYDROLOGIC ASSESSMENT OF THE RIVER BASINS • Obtain, review and assess data for the October 17 – 21, 2003 storm of record. • Develop 100 and 200 year peak flows for all reaches of the Squamish and Mamquam Rivers in Squamish. • Consider tidal effects. • Comment on the effect of climate change over a 50 year horizon.

4. HYDRAULIC ASSESSMENT • Develop a calibrated and verified Hydraulic Model and apply to the findings of the Bathymetric Survey and Hydrologic Assessment. • Establish Q100 and Q200 HGL’s and thalwegs for the rivers. • Establish the effective 100 and 200 year dyke crest elevations based on existing channel bed. Consider sediment impact and analyze bedload removal scenarios. • Undertake a Flood Risk Assessment and of the dykes using the results of the

Page 4 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

modeling and develop options to mitigate the identified risks

5. COST ESTIMATES • Develop yardstick unit costs for dredging and dyke improvements. • Prepare cost estimates for the options developed in the hydraulic assessment.

6. SUMMARY REPORT AND PRESENTATIONS • Comment of Klohn-Leonoff FCL’s based on findings of this report. • Develop a concept plan for long term flood protection. • Develop an action plan to deliver the recommended option including a funding strategy. • Prepare a Presentation for Council.

3. Reference Materials

The District will make the following information available to the Consultant, however the Consultant shall not assume the information provided is accurate or complete: • KWL - Squamish Area Report 2003 Flood, Infrastructure Response, Activities Status Report – May 2004 • KWL - October 2003 Flood, Phase I Flood Recovery Plan – September 2004 • Klohn-Leonoff - Flood Hazard Management Plan – May 1994 • R.F. Binnie – Squamish River Dyke Survey - October 2003 • 2004 Orthophotos with Cadastral overlay • Squamish River (Howe Sound to High Falls Creek) Floodplain Mapping, Drawings 5461 Sheets 1 to 5, dated Oct 1983 (from MOE).

4. Meetings

The consultant will be required to schedule, attend and record progress meetings with representatives of the District. The following minimum number of meetings should be included: • Project Initiation; • Monthly Progress Meetings; • Presentation of the Preliminary Report to Staff; • Submission of Final Report to Staff; • Presentation of Final Report to Council. • Assume one additional Public Presentation of the Study Findings.

5. Consultant’s Deliverables

The Consultant will deliver the following: • Six copies of the preliminary report are to be provided for review. • UPON APPROVAL OF THE FINAL SUBMISSION TWELVE COPIES AND AN ELECTRONIC VERSION OF THE REPORT SHALL BE SUBMITTED IN MS WORD 2000, EXCEL 2000, AUTOCAD 2000 AND ARCINFO (NAD83) FORMATS AS APPLICABLE. A DIGITAL COPY OF THE HYDRAULIC MODEL IN A FORM ACCEPTABLE TO THE DISTRICT SHALL ALSO BE SUPPLIED.

Page 5 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

6. Project Schedule

• RFP – July 30, 2007 • Proposal Submission - August 20, 2007 • Notification to Preferred Consultant – August 28, 2007 • Council Award – September 4, 2007 • Project Initiation Meeting – September 5, 2007 • Presentation of Final Report to Council – on or before December 4, 2007

C. PROPOSAL REQUIREMENTS

The Proponents are to provide the following in the Proposal Submission:

1. Company Background and Specific Related Experience

The Consultant shall describe background of company and any partners or sub-consultants giving examples of similar projects completed and providing contact information for the Client’s primary contact for the project.

2. Personnel and Project Team

A description of the Project Team will be provided, including partners or sub-consultants, with resumes of the team members.

The project team should be comprised of engineers, scientists and/or technologists with demonstrated experience in river engineering, hydrology, geosciences and environmental science, lead by an experienced project manager.

The Project Team should not be altered without prior written notice and acceptance of the District.

3. Work Program and Level of Effort

A separate itemized work program for each river including a spreadsheet indicating the level of effort of team members for each task and broken down into the major parts of the work must be included.

The description of the work should include the proposed survey intervals, modeling techniques and expected confidence levels of the results.

4. Project Schedule

For the Services that will be performed, a detailed schedule of work in a Gantt Chart format should be included for each river as well as an indication of how the schedule would be adjusted in the event the Consultant is awarded both river studies.

Page 6 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

5. Study Cost Estimates

In a spreadsheet format for each river, provide a detailed breakdown of estimated costs to carry out each of the tasks, identifying staff, estimated hours per task and hourly charge out rates. The total contract price shall be inclusive of all applicable taxes and contingency.

It is intended that the proposal indicate the complete cost of the project. Cost estimate to include the following expenses (disbursements) as part of the overall estimate of costs (as applicable):

• Travel and accommodation • Long distance telephone, facsimile, postage and other identifiable communication expenses, at cost • Secretarial and copying expenses • Rentals • Vehicles • Data bases, air photos, maps, film and film reproduction, photocopying, video camera

The Consultant should indicate the cost savings that would be applied in the event that they are awarded both river studies.

D. EVALUATION AND AWARD

1. Evaluation Methodology

The District will utilize its standard Consultant Proposal Evaluation Form. A copy is attached as Appendix 1.

2. Contract Award

The lowest priced or any proposal will not necessarily be accepted. The District may award one or both parts of the river study.

Notwithstanding that a presentation/ interview process has not been indicated in the Proposal Evaluation Form, at the District’s sole discretion, one or more proponents may be asked to provide additional clarification respecting their proposals or to address areas where the District clarifies its needs.

If the District is satisfied with a proposal a letter of award will be issued and the standard contract form for the District will be utilized. If required a copy may be obtained by contacting the Community Development Department at the District’s office.

E. DISTRICT OF SQUAMISH PROJECT MANAGER

The District’s contact person for this work is Mick Gottardi, Director of Community Development. Consultants may contact Mick at 604-815-5026 or at [email protected] .

Page 7 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

F. PAYMENT FOR SERVICES

Payment to the consultant would consist of two parts: (1) a fee based on hours worked times multiplied by an all inclusive hourly rate, and (2) expenses (i.e., travel costs, copies, etc.).

Once accepted by the District, the agreed price for the work will form the project budget. The Consultant shall submit monthly invoices indicating previous charges, current charges and budget remaining. The project budget must not be exceeded without the prior written approval of the District.

G. CONSULTANT SERVICES AGREEMENT

The successful proponent will enter into a standard agreement for provision by the consultant of services on this assignment. A copy can be obtained by request from the District.

H. CLOSING DATE

The deadline for submission of Proposals is Monday, August 20, 2007 at 4:30 P.M. Submissions should be sent to:

Director of Community Development Community Development Department District of Squamish 37957-2nd Avenue Squamish, BC V8B 0A3

Three complete copies of the proposal must be received at the location and before the time specified in the Notice. Proposals must be submitted in sealed envelopes clearly marked with the name and address of the proponent and the words, "Proposal for…”, on the envelope. All envelopes shall be sealed and marked "Confidential". It will be the Consultant’s responsibility to register the proposal delivery with appropriate District staff. If sent by courier the Consultant shall notify the District of the expected arrival schedule.

Proponents are solely responsible for timely delivery of their proposals to the District of Squamish location specified.

I. LIST OF RFP INVITATIONS

Golder Associates Ltd. ISL Engineering and Land Services Ltd Kerr Wood Leidal Associates Ltd. Northwest Hydraulics Consultants Ltd. Water Management Consultants

Page 8 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

Annex ‘A’ CONSULTING SERVICES PROPOSAL EVALUATION FORM

INSTRUCTIONS: Use separate form for each proposal being evaluated. For each factor mark your rating by circling the number in the appropriate column. If a factor is not applicable for this proposal call, circle 1.0 for the factor. If the factor is applicable but this consultant fails, assign 0 to the factor. (See reverse side of this form for interpretation of rating factors.)

Multiply the number in the “WEIGHT” column by the number you circled and write the result in the WEIGHTED TOTAL column. Add the WEIGHTED TOTAL column to get the rating for this consultant.

Transfer the totals to the Proposal Summary Sheet. PROPOSAL NAME: ______RATED BY:______CONSULTANT: ______DATE: ______

FACTOR PLEASE CIRCLE APPROPRIATE COLUMN WEIGHTED WEIGHT OUT OF 100 Poor Marginal Fair Good Excellent TOTAL Capability [25] Proj. Mgr. Experience [7] 0.3 0.5 0.7 0.9 1 Company Experience [6] 0.3 0.5 0.7 0.9 1 Team Quality [12] 0.3 0.5 0.7 0.9 1 Methodology [12] Quality of Proposal [2] 0.3 0.5 0.7 0.9 1 Work Plan (procedure) [10] 0.3 0.5 0.7 0.9 1 Level of Effort (man hours) [10] 0.3 0.5 0.7 0.9 1 Innovative Considerations [4] 0.3 0.5 0.7 0.9 1 Acceptable Appendix [4] 0.3 0.5 0.7 0.9 1 Liaison/Coordination [4] 0.3 0.5 0.7 0.9 1 Realistic Inspection [6] 0.3 0.5 0.7 0.9 1 Historical Performance [20] Fees & Personnel [6] 0.3 0.5 0.7 0.9 1 Keeping to Appendix [4] 0.3 0.5 0.7 0.9 1 Design Problems [6] 0.3 0.5 0.7 0.9 1 Contract Administration [4] 0.3 0.5 0.7 0.9 1

TOTALS 85

Page 9 RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

Annex ‘B’ CONSULTING SERVICES PROPOSAL EVALUATION FORM SUMMARY Point totals for each consultant are an average of the points given by all evaluators. Proposal Name: ______Date: ______

Factor Weight AVERAGED CONSULTANT POINT TOTALS out of 100

Cons. #1 Cons. #2 Cons. #3 Cons. #4 Cons. #5 Cons. #6

Capability 25

Methodology 40

Historical Performance 20

Sub-Total 85

Engineering Fees (Design phase only) $ $ $ $ $ $

Cost Points * 15

Total Points 100 * Note: The lowest cost proposal receives 15 points. Other proposals are awarded points as follows: Points = 15 - [(Y/L-1) x SQRT(L)/10], where L = the lowest cost proposal, and Y = the proposal being rated.

Page 10

RFP – Squamish/ Mamquam River Survey and Flood Assessment July 30, 2007

SCHEDULE 2

CONSULTING SERVICES PROPOSAL EVALUATION FORM SUMMARY Point totals for each consultant are an average of the points given by all evaluators. Proposal Name: Squamish & Mamquam River Studies Date: September 11, 2007

Factor Weight AVERAGED CONSULTANT POINT TOTALS out of 100

KWL NHC WMC/ISL Cons. #4 Cons. #5 Cons. #6

Capability 25 24.35 23.70 22.85

Methodology 40 37.10 37.40 32.90

Historical Performance 20 18.00 17.50 17.00

Sub-Total 85 79.45 78.60 72.75

Cost Points * 15 10.88 0 15.00

Total Points 100 90.33 78.60 87.75