Proposed Environmental Site Assessment for Sligo Mill/Poplar Mill
Worksession
Agenda Item #
10
Meeting Date
March 9, 2009
Prepared By
Daryl Braithwaite Public Works Director
Approved By
Barbara B. Matthews City Manager
Discussion Item
Discussion of Proposed Environmental Site Assessment for Sligo Mill/Poplar Mill and Award of a Contract.
Background
The City intends to develop a Management Plan for Sligo Mill and Poplar Mill park. The park is a 5.7 acre parcel that was acquired in January 2002 by the MarylandNational Capital Park and Planning Commission, in conjunction with the City of Takoma Park, through the use of Program Open Space funds. The City and M-NCPPC signed a Memorandum of Understanding (MOU) in August 2003 to address the funding of the acquisition, as well as maintenance and management of the property. The MOU established that the management and maintenance of the property would be the City’s responsibility. The City has performed routine general maintenance of many areas of the property. Materials dumped illegally have been removed from the Poplar Avenue side and the Sligo Mill side on numerous occasions. The City has removed vegetation that encroaches on the sidewalk area along Poplar Avenue throughout the spring and summer months. A management plan was to be developed to ensure the long-term preservation of the property as conservation open space. The plan was to address stewardship of the natural and cultural resources, annual maintenance, public access, tree conservation and noxious weed management. A draft management plan was developed by the City in August 2006 but it has not been finalized. The City Engineer, in consultation with the City Arborist, has recommended that the next step to be taken to determine the appropriate management actions for the site would be to conduct a Phase 1 and Partial Phase 2 Environmental Site Assessment following EPA protocol and ASTM Standard Practices. A Phase 1 assessment includes a background record search of the property to identify any potential for environmental hazards, such as dumping or spills at the site. The search uses historic aerial photography, Fire Insurance maps, geologic and soil maps, historical society records, and land ownership records. A partial Phase 2 assessment includes actual testing of soil and ground water on site to determine if any hazardous materials are present. Based on the results of the Phase 1 and 2 assessments, the City will be in a better position to finalize the management plan for the property. In January 2009, the City issued a Request for Proposals for Phase 1 and Partial Phase 2 Environmental Assessment for the property. The City received nine responses. All responses were rated by a review team comprised of the City Engineer, the City Arborist, and the Public Works Director. A telephone interview
was conducted with each of the three highest rated firms. Based on the review of the proposals and the results of the telephone interviews, the review team recommends that the City sign a contract for these services with Environmental Consultants and Contractors. The review team will be in attendance at the March 9 worksession to answer any questions that the Council may have about the proposed scope of work. Policy
Chapter 7 of the City Code provides that the City Council shall, by ordinance duly enacted, approve all expenditures of $10,000 or more provided, however, that ordinances approving such expenditures may be enacted upon single reading without being read at two meetings of the City Council prior to adoption, if each such expenditure is specifically authorized in the budget ordinance for the current year or an ordinance revising it and the cost of the procurement is equal or less than the budgeted amount.
Fiscal Impact
The anticipated cost is $15,800. Funding is available in the Stormwater Management Fund
Attachments
• Draft Single Reading Ordinance • List of bids received and staff rating • August 12, 2003, Memorandum of Understanding Between MNCPPC and Takoma Park • Draft Management Plan, August, 2006 • Site Map
Recommendation
Discuss the proposed plan in preparation for Single Reading Ordinance award on March 16, 2009.
Special Consideration
Introduced by:
Adopted: Single Reading
CITY OF TAKOMA PARK, MARYLAND ORDINANCE NO. 2009Authorizing Contract for the Phase 1 and Partial Phase 2 Environmental Assessment of Sligo Mill/Poplar Mill Park
WHEREAS, in 2002, the Maryland-National Park and Planning Commission (M0NCPPC) and the City of Takoma Park agreed to purchase Sligo Mill/Poplar Mill park through the use of Program Open Space funds; and, WHEREAS, in 2003, the City and M-NCPPC signed a Memorandum of Understanding describing the acquisition and maintenance and management expectations related to the park; and, WHEREAS, in 2006, the City prepared a draft Management Plan which was reviewed, but not formally approved by M-NCPPC; and, WHEREAS, City staff recommended that a Phase 1 and Partial Phase 2 Environmental Site Assessment and a Natural Resource Inventory be performed so that a better informed management plan may be created and finalized; and, WHEREAS, in January 2009, the City issued a Request for Proposals for Phase 1 and Partial Phase 2 Environmental Site Assessment on Sligo Mill/Poplar Mill park; and, WHEREAS, in response to the City’s Request for Proposals, nine bids were submitted by the February 15, 2009 deadline; and, WHEREAS, a review team comprised of the City Engineer, City Arborist, and the Public Works Director reviewed the proposals and conducted follow-up interview with each of the three firms receiving the highest ratings; and, WHEREAS, said review team recommends that the City enter into a contract with Environmental Consultants and Contractors; and, WHEREAS, funding is available in the FY 2009 Stormwater Management Fund budget for the project. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF TAKOMA PARK, MARYLAND, THAT Section 1.
The City Manager or her designee is authorized to enter into a contract with Environmental Consultants and Contractors for the completion of a Phase 1 and Partial Phase 2 Environmental Assessment for Sligo Mill/Poplar Mill Park. 1
Section 2.
This Ordinance shall become effective upon adoption.
Adopted this ____ day of March, 2008. AYE: NAY: ABSTAIN: ABSENT:
2
BID RESPONSES TO RFP For Environmental Site Assessment Phase 1 and Partial Phase 2 Rating highest rating possible is 4. Lowest rating is 12. Rating evaluated key personnel, experience with similar projects, schedule and their proposed implementation strategy. Company Name Apex Companies ATC Associates Geo Technology Associates International Engineering Corp URS Corporation Paciulli, Simmons & Assoc. SCS Engineers Environ. Consultants & Contrt. Michael Baker
Bid Price $2,600 $15,000 $11,525 $9,750 $16,234 $19,800 $29,500 $15,800 $39,500
Rating/Comments 12 - non responsive, Phase 1 only 10 - response very general 10 - geo tech expertise, not assesment 10 - non responsive 7 - non specific proposal 7 - very sound proposal 6 - very sound proposal, higher price 5 - visited site twice, very specific proposal 5 - cost high comparatively
Three firms were selected for telephone interviews: Paciulli, Simmons & Associates SCS Engineers Environmental Consultants and Contractors Based on the bid responses and telephone interviews, the review team determined that Environmental Consultants and Contractors provided a strong proposal, had extensive background and offered the service at the lowest price of the highest rated proposal.
Agenda Item #
10
Meeting Date
March 9, 2009
Prepared By
Daryl Braithwaite Public Works Director
Approved By
Barbara B. Matthews City Manager
Discussion Item
Discussion of Proposed Environmental Site Assessment for Sligo Mill/Poplar Mill and Award of a Contract.
Background
The City intends to develop a Management Plan for Sligo Mill and Poplar Mill park. The park is a 5.7 acre parcel that was acquired in January 2002 by the MarylandNational Capital Park and Planning Commission, in conjunction with the City of Takoma Park, through the use of Program Open Space funds. The City and M-NCPPC signed a Memorandum of Understanding (MOU) in August 2003 to address the funding of the acquisition, as well as maintenance and management of the property. The MOU established that the management and maintenance of the property would be the City’s responsibility. The City has performed routine general maintenance of many areas of the property. Materials dumped illegally have been removed from the Poplar Avenue side and the Sligo Mill side on numerous occasions. The City has removed vegetation that encroaches on the sidewalk area along Poplar Avenue throughout the spring and summer months. A management plan was to be developed to ensure the long-term preservation of the property as conservation open space. The plan was to address stewardship of the natural and cultural resources, annual maintenance, public access, tree conservation and noxious weed management. A draft management plan was developed by the City in August 2006 but it has not been finalized. The City Engineer, in consultation with the City Arborist, has recommended that the next step to be taken to determine the appropriate management actions for the site would be to conduct a Phase 1 and Partial Phase 2 Environmental Site Assessment following EPA protocol and ASTM Standard Practices. A Phase 1 assessment includes a background record search of the property to identify any potential for environmental hazards, such as dumping or spills at the site. The search uses historic aerial photography, Fire Insurance maps, geologic and soil maps, historical society records, and land ownership records. A partial Phase 2 assessment includes actual testing of soil and ground water on site to determine if any hazardous materials are present. Based on the results of the Phase 1 and 2 assessments, the City will be in a better position to finalize the management plan for the property. In January 2009, the City issued a Request for Proposals for Phase 1 and Partial Phase 2 Environmental Assessment for the property. The City received nine responses. All responses were rated by a review team comprised of the City Engineer, the City Arborist, and the Public Works Director. A telephone interview
was conducted with each of the three highest rated firms. Based on the review of the proposals and the results of the telephone interviews, the review team recommends that the City sign a contract for these services with Environmental Consultants and Contractors. The review team will be in attendance at the March 9 worksession to answer any questions that the Council may have about the proposed scope of work. Policy
Chapter 7 of the City Code provides that the City Council shall, by ordinance duly enacted, approve all expenditures of $10,000 or more provided, however, that ordinances approving such expenditures may be enacted upon single reading without being read at two meetings of the City Council prior to adoption, if each such expenditure is specifically authorized in the budget ordinance for the current year or an ordinance revising it and the cost of the procurement is equal or less than the budgeted amount.
Fiscal Impact
The anticipated cost is $15,800. Funding is available in the Stormwater Management Fund
Attachments
• Draft Single Reading Ordinance • List of bids received and staff rating • August 12, 2003, Memorandum of Understanding Between MNCPPC and Takoma Park • Draft Management Plan, August, 2006 • Site Map
Recommendation
Discuss the proposed plan in preparation for Single Reading Ordinance award on March 16, 2009.
Special Consideration
Introduced by:
Adopted: Single Reading
CITY OF TAKOMA PARK, MARYLAND ORDINANCE NO. 2009Authorizing Contract for the Phase 1 and Partial Phase 2 Environmental Assessment of Sligo Mill/Poplar Mill Park
WHEREAS, in 2002, the Maryland-National Park and Planning Commission (M0NCPPC) and the City of Takoma Park agreed to purchase Sligo Mill/Poplar Mill park through the use of Program Open Space funds; and, WHEREAS, in 2003, the City and M-NCPPC signed a Memorandum of Understanding describing the acquisition and maintenance and management expectations related to the park; and, WHEREAS, in 2006, the City prepared a draft Management Plan which was reviewed, but not formally approved by M-NCPPC; and, WHEREAS, City staff recommended that a Phase 1 and Partial Phase 2 Environmental Site Assessment and a Natural Resource Inventory be performed so that a better informed management plan may be created and finalized; and, WHEREAS, in January 2009, the City issued a Request for Proposals for Phase 1 and Partial Phase 2 Environmental Site Assessment on Sligo Mill/Poplar Mill park; and, WHEREAS, in response to the City’s Request for Proposals, nine bids were submitted by the February 15, 2009 deadline; and, WHEREAS, a review team comprised of the City Engineer, City Arborist, and the Public Works Director reviewed the proposals and conducted follow-up interview with each of the three firms receiving the highest ratings; and, WHEREAS, said review team recommends that the City enter into a contract with Environmental Consultants and Contractors; and, WHEREAS, funding is available in the FY 2009 Stormwater Management Fund budget for the project. NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF TAKOMA PARK, MARYLAND, THAT Section 1.
The City Manager or her designee is authorized to enter into a contract with Environmental Consultants and Contractors for the completion of a Phase 1 and Partial Phase 2 Environmental Assessment for Sligo Mill/Poplar Mill Park. 1
Section 2.
This Ordinance shall become effective upon adoption.
Adopted this ____ day of March, 2008. AYE: NAY: ABSTAIN: ABSENT:
2
BID RESPONSES TO RFP For Environmental Site Assessment Phase 1 and Partial Phase 2 Rating highest rating possible is 4. Lowest rating is 12. Rating evaluated key personnel, experience with similar projects, schedule and their proposed implementation strategy. Company Name Apex Companies ATC Associates Geo Technology Associates International Engineering Corp URS Corporation Paciulli, Simmons & Assoc. SCS Engineers Environ. Consultants & Contrt. Michael Baker
Bid Price $2,600 $15,000 $11,525 $9,750 $16,234 $19,800 $29,500 $15,800 $39,500
Rating/Comments 12 - non responsive, Phase 1 only 10 - response very general 10 - geo tech expertise, not assesment 10 - non responsive 7 - non specific proposal 7 - very sound proposal 6 - very sound proposal, higher price 5 - visited site twice, very specific proposal 5 - cost high comparatively
Three firms were selected for telephone interviews: Paciulli, Simmons & Associates SCS Engineers Environmental Consultants and Contractors Based on the bid responses and telephone interviews, the review team determined that Environmental Consultants and Contractors provided a strong proposal, had extensive background and offered the service at the lowest price of the highest rated proposal.
