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: 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. 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