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Home My WebLink AboutC08-306 Matrix Design Group, Inc.AGREEMENT BETWEEN EAGLE COUNTY, COLORADO AND MATRIX DESIGN GROUP, INC. THI5 AGREEMENT ("Agreement"), dated this `,>~ day of OC..~n~.~R., 2008 between Eagle County, Colorado, ("County") and Matrix Design Group, Inc., a company with its principal place of business at 1601 Blake Street, Suite 200, Denver, Colorado 80202 ("Consultant"). WITNESSETH: WHEREAS, County is interested in conducting a floodplain study for Stone Creek in the Eagle-Vail area to update FEMA Flood Insurance Rate Maps (``FIRM") 0803700651 D and 08037C0632D, with effective dates of December 4, 2007, through a Letter of Map Revision ("LOMR"') process with FEMA; and WHEREAS, County has entered into an Agreement entitled "Agreement Between Eagle County, Colorado; Eagle-Vail Metropolitan District; Eagle-Vail Property Owners Association; Colorado Water Conservation Board; Stone Creek Floodplain Committee For The Stone Creek Floodplain Mapping Project" ("Funding Agreement"). Said Funding Agreement allocates funds equal to or in excess of the contract amount for the Work as described below; and WHEREAS, Consultant is authorized to do business in the State of Colorado, has engineering experience and expertise in floodplain delineations and LOMRs suitable for submission to FEMA; and WHEREAS, County and Consultant intend by this Agreement to set forth the scope of the responsibilities of Consultant in connection with the Project and related terms and conditions to govern the relationship between Consultant and County in connection with this Agreement. NOW, THEREFORE, in consideration of the foregoing premises and the following promises, Eagle County and Consultant agree as follows: 1. SCOPE OF WORK. The following will collectively be referred to as the "Work:" A. The County shall solicit, select and contract with a consultant specializing in the study of floodplain delineations, FEMA processes, and public outreach (the "Consultant") to provide all services required for the Project, per the "Request for Proposals," attached hereto as Exhibit "A"' and incorporated herein by this reference. B. Consultant agrees to perform duties as described in Exhibit A. Consultant will use its own equipment and will furnish all labor and materials necessary to complete the project as further and more completely described in Consultant's proposal titled "Proposal - Stone Creek Floodplain Study," dated September 19, 2008, attached hereto as Exhibit "B" and incorporated herein by this reference. C. Consultant agrees that Consultant will not enter into any service contracts or consulting arrangements with third parties that will conflict in any manner with the Work to be provided under this Agreement. 2. CONSULTANT'S REPRESENTATIONS. Consultant has familiarized itself with the nature and extent of the contract documents, work, locality, and with all local conditions, and federal, state, and local laws, ordinances, rules, permits and regulations that in any manner may affect cost, progress, or performance of the Work. 3. CONSULTANT'S PROFESSIONAL LEVEL OF CARE. Consultant shall be responsible for the completeness and accuracy of the Consulting Services, including all supporting data and other documents prepared or compiled in performance of the Services, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved the Consulting Services shall not relieve Consultant of any of its responsibilities. Consultant shall perform the Consulting Services in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to consultants, with respect to similar services, in this area at this time. 4. CONFIDENTIALITY. The Consultant and County acknowledge that, during the term of this Agreement and in the course of the Consultant rendering the Consulting Services, the Consultant may acquire knowledge of the business operations of County to the point that the general method of doing business, the pricing of products, the lists of customers and other aspects of the business affairs of County will become generally known and the Consultant shall not disclose, use, publish or otherwise reveal (except in the course of properly satisfying Consultant's duties hereunder), either directly or through another, to any person, firm or corporation, any knowledge, information or facts concerning any of the past or then business operations, pricing or sales data of County and shall retain all knowledge and information which he has acquired as the result of this Agreement in trust in a fiduciary capacity for the sole benefit of County, its successors and assigns during the term of this Agreement, and for a period of five (S) years following termination of this Agreement. 5. CONTRACT PRICE. A. The funds appropriated for this Project are equal to or in excess of the contract amount. County shall pay Consultant for performance of the work in accordance with the Contract Documents in current funds as follows: Compensation for Consultant's Work shall be priced according to the submitted schedule in Exhibit "B"; total cost for the work shall be 2 $40,650. Cost shall not be adjusted absent an amendment to this agreement signed by both parties. Final Compensation shall be made after the Work is satisfactorily complete and approved by the County representative identified herein. B. Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Consultant in respect of any period after December 31, 2008 without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. § 29-1-101 et seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). 6. COMMENCEMENT AND COMPLETION OF THE WORK. Consultant shall commence the Work promptly after execution of this Agreement by both parties, and Consultant is issued a Notice to Proceed as outlined in § 4 of the Funding Agreement, and shall be completed by Apri130, 2010. Consultant agrees to notify County if achievement of the Completion Date appears unlikely as soon as it so appears to the Consultant, and thereupon, County and Consultant will meet to discuss the reasons for delay and means of achieving timely completion. Consultant will use its best efforts to achieve timely completion. 7. INDEMNIFICATION. The Consultant shall, to the fullest extent permitted by law, indemnify and hold harmless County and any of its officers, agents and employees against any losses, claims, damages or liabilities for which County or any of its officers, agents, or employees may become subject to, insofar as any such losses, claims, damages or liabilities arise out of, directly or indirectly, this Agreement, or are based upon any performance or nonperformance by Consultant hereunder; and Consultant shall reimburse County for any and all legal and other expenses incurred by County in connection with investigating or defending any such loss, claim, damage, liability or action. 8. ENFORCEMENT REMEDIES. A. The Consultant's obligations hereunder shall survive termination of the Agreement. B. County and Consultant agree that this Agreement may be enforced for specific performance, injunctive, or other appropriate relief, including damages, as may be available according to the laws and statutes of the State of Colorado. It is specifically understood that by executing this Agreement, both County and the Consultant commit themselves to perform pursuant to these terms contained herein. In the event that an action is brought to enforce this Agreement, the prevailing party shall be 3 entitled for the recovery of its costs and fees, including reasonable attorney's fees. 9. MISCELLANEOUS. A. This Agreement shall be governed and construed in accordance with the laws of Colorado. Venue for any action arising out of any dispute pertaining to this Agreement shall be in the State of Colorado District Court in and for Eagle County, Colorado. B. This Agreement, and the rights and obligations created hereby, shall be binding upon and inure to the benefit of County and Consultant and their respective successors and assigns. Nothing herein expressed or implied is intended or should be construed to confer or give to any person or entity other than County or Consultant and their respective successors and assigns, any right, remedy or claim under or by reason hereof or by reason of any covenant or condition herein contained. C. If any portion of this Agreement is held invalid or unenforceable for any reason by a court of competent jurisdiction, such portion shall be deemed severable and its invalidity or its unenforceability shall not affect the remaining provisions; such remaining provision shall be fully severable and this Agreement shall be construed and enforced as if such invalid provision had never been inserted into this Agreement. D. This Agreement may be amended, modified, changed, or terminated in whole or in part only by written agreement duly authorized and executed by both County and Consultant. This Agreement represents the full and complete understanding of County and Consultant and supersedes any prior agreements, discussions, negotiations, representations or understandings of County and Consultant with respect to the subject matter contained herein. E. The parties hereto agree that neither has made or authorized any agreement with respect to the subject matter of this instrument other than expressly set forth herein, and no oral representation, promise, or consideration different from the terms herein contained shall be binding on either party, or its agents or employees hereto. F. All of the covenants herein contained shall be binding upon and inure to the benefits of the parties hereto, their respective successors and assigns. G. County may terminate this Agreement, in whole or in part, for any reason, at any time, with or without cause, upon providing ten (10) days notice to 4 Consultant. Upon such termination, County shall be liable for Services satisfactorily completed prior to the notice. H. If any conflict exists between the provisions of this Agreement and the Exhibits, the provisions of this Agreement shall control. 10. INSURANCE. At all times during the term of this Agreement, Consultant shall maintain commercial general liability insurance in the minimum amount of one- hundred-fifty thousand dollars ($150,000.00) per occurrence and the minimum aggregate amount of six-hundred thousand dollars ($600,000.00). Consultant shall also carry professional liability insurance in the amount of five-hundred thousand dollars ($500,000.00). Consultant will also carry Worker"s Compensation insurance as required by Colorado law. 11. NOTICE AND AUTHORIZED REPRESENTATIVES. Any notice and all communications required under this Agreement shall be given in writing by personal delivery, fax or mail to the appropriate party at the following addresses: County: Greg Schroeder Eagle County Engineering Department 500 Broadway P.O. Box 850 Eagle, Colorado 81631 (970) 328-3560 phone (970) 328-8789 fax Consultant: Robert Krehbiel Matrix Design Group, Inc. 1601 Blake Street, Suite 200 Denver, Colorado 80202 (303) 572-0200 phone (303) 572-0202 fax Notices shall be deemed given on the date of delivery or three days after the postmarked date of deposit, first class postage prepaid, in an official depositary of the U.S. Postal Service. 12. PROVISION MANDATED BY HOUSE BILL 1343: PROHIBITIONS ON PUBLIC CONTRACT FOR SERVICES. A. The Consultant shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services; or enter into a contract with a subcontractor that fails to certify to the Consultant that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services. B. The Consultant shall confirm or attempt to confirm through participation in the Basic Pilot Verification program, as administered by the United States Department of Homeland Security, that the Consultant does not employ any illegal aliens. If the Consultant is not accepted into the Basic Pilot Verification Program prior to entering into a public contract for services, the Consultant shall apply to participate in the Program every three months until the Consultant is accepted or the public contract for services has been completed, whichever is earlier. Information on applying for the Basic Pilot Verification Program can be found at: https://www.vis-dhs.com/employerregistration. C. The Consultant shall not use the Basic Pilot Verification Program procedures to undertake pre-employment screening of job applicants while the public contract for services is being performed. D. If the Consultant obtains actual knowledge that a Subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien, the Consultant shall be required to: i. Notify the Subcontractor and the County within three days that the Consultant has actual knowledge that the Subcontractor is employing or contracting with an illegal alien; and ii. Terminate the Subcontract with the Subcontractor if within three days of receiving the notice required pursuant to subparagraph (i) of the paragraph (D) the Subcontractor does not stop employing or contracting with the illegal alien; except that the Consultant shall not terminate the contract with the Subcontractor if during such three days the Subcontractor provides information to establish that the Subcontractor has not knowingly employed or contracted with an illegal alien. E. The Consultant shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority. F. If a Consultant violates these prohibitions, the County may terminate the contract for a breach of the contract. If the contract is so terminated, the Consultant shall be liable for actual and consequential damages to the County. // THE REMAINDER OF PAGE INTENTIONALLY LEFT BLANK // 6 IN WITNESS WHEREOF, the Parties hereto have affixed their signatures this ~~ day of C~roB@.~-- , 2008. ATTEST: COUNTY OF EAGLE, STATE OF COLORADO By and Through Its BOARD OF COUNTY COMMISSIONERS a~ ~+ct~ ~~. Z * Y~~ k to the B d of ounty c°<o~np° Peter F. Runyon, Chairman Commissioners _ Matrix Design Group, Inc. Title: ~/cam ~2F'Si.1 eft i STATE OF SS COUNTY OF The foregoing instrument was acknowledged before me by this day of , 2008. My commission expires: Notary Public 7 STONE CREEK FLOODPLAIN STUDY PROJECT REQUEST FOR PROPOSALS August 25, 2008 Eagle County Engineering Department PO Box 850 500 Broadway Eagle, CO 81631-0850 (970)328-3560 www.eaglecounty.us Stone Creek Floodplain Study Project August 25, 2008 STONE CREEK FLOODPLAIN STUDY PROJECT SCOPE OF SERVICES and REQUEST FOR PROPOSALS Background Eagle-Vail is an unincorporated community within Eagle County, located along the I-70 corridor between the Towns of Avon and Vail. Originally platted in the early 1970's, the community consists of approximately 1,500 lots containing single-family, multi-family, and commercial uses. An 18-hole golf course is contained within the community, and Stone Creek flows north to northwest through the community and golf course. Stone Creek and the associated Golf Course Creek flows approximately 1.5 miles throughout the golf course and neighborhood. See the attached area map of the Eagle- Vail study area. The study area consists of the corridor from the confluence with the Eagle River to the residential limit and golf course extent in the southeast corner. In 1977, Eagle County joined the NFIP. 1978 saw the first iteration of flood hazard maps, of which Stone Creek was not mapped. The 1983 FIRM release contained an approximate Zone A mapping of Stone Creek. Eagle County became a DFIRM compliant community in 2007. The 2007 mapping update contained many large mapping efforts including the Eagle River, lower Colorado River, Roaring Fork River, Gore Creek, and portions of Brush Creek. Stone Creek was not updated in the 2007 mapping, and still used the original 1983 approximate Zone A delineation. The accuracy of the approximate Zone A has been in question due to portions of the SFHA existing entirely outside of the creek boundary. The location of this SFHA has been particularly troublesome to many Eagle-Vail residents who are required by mandatory purchase guidelines for their mortgages to obtain flood insurance. Furthermore, other residents, by virtue of not having an accurate SFHA delineated, may be endangered due to flooding risk. A normal process to exclude a structure from a SFHA if the property owner believes their structure to not be within is FEMA's LOMA process. FEMA has recognized that the SFHA along Stone Creek is inaccurate, and will only accept a community based LOMR submittal to properly delineate the SFHA. Scope The County has partnered with the Eagle-Vail Metropolitan District, the Eagle- Vail Property Owners' Association, the Colorado Water Conservation Board, and the Stone Creek Floodplain Committee seeking funds for this project. The Floodplain Committee consists of several of the homeowners that are currently affected by the mapping inaccuracy and may be currently paying a high premium through their mortgage provider for floodplain insurance. The CWCB has offered a matching funds grant to assist on this project. The County shall administer the project with the selected consultant. The consultant shall perform the following services: Page 2 of 9 Stone Creek Fooodplain Stzrdv Project Azr~zzst 25. 2008 1. Gather all site data relevant to performance of the below mentioned services. a. The following data is available to the consultant for this project: i. Eagle County has 2 foot interval aerial topography from its 1998 aerial mapping. The County also has 1998 1' resolution digital aerial mapping, and 1994 0.5' resolution digital aerial mapping. GIS data including parcels, streams, building footprints, plat maps, etc. are also available. ii. Eagle County's current DFIRM mapping, FIRM maps, FIS reports. iii. Plats, covenants, and other public records are available from the County. iv. A 1986 floodplain study performed by the CWCB for Stone Creek. v. Eagle-Vail Metropolitan District has 2 foot aerial topography. vi. HEC-RAS data for the Eagle River b. The consultant may need to acquire other sources of data, including, but not limited to: i. Detailed field survey information, including lowest adjacent grades ("LAG") to flood prone structures. ii. Photographs of the site. iii. Streamflow information. 2. Produce a detailed floodplain study, suitable for submission to FEMA for the LOMR process. a. The study shall contain hydrology characteristics for the Stone Creek watershed, with the appropriate flood frequency calculations. b. The study shall contain hydraulic calculations for the Stone Creek and Golf Club Creek corridors that pass through the subdivision. A FEMA accepted hydraulic modeling software package shall be utilized, such as HEC-RAS. Page 3 of 4 Stone CreekFloodplain Study Project August 25, 2008 c. The detailed study shall produce maps and profiles for the 10, 50, 100, and 500 year hydrology detailing the BFE, Zone AE SFHA, and floodway as suitable for FEMA's LOMR process. d. The study shall analyze all flood control measures within the study area, including the Stone Creek Easement channel located west of Hole #2, and identify its utilization. e. The study shall make recommendations for any feature, such as bridges, culverts, channel specifics, etc. that could impair the flooding characteristics within the study area, and shall show on a map and profile the results of those recommendations. f. The study shall be made available in hard copy format, and in electronic format (PDF) for the purpose of distribution of copies. Additionally, all electronic data formats for all data involved in this project shall be deliverable to the County on electronic media, in its original format. 3. Assist the County in a series of stakeholder meetings with the above mentioned Parties in the presentation of the findings of the detailed floodplain study, the FEMA LOMR submission process, the public review process, and the final mapping revision. a. The consultant shall have good public speaking and interpersonal skills capable of explaining the technical merits of the floodplain study to all stakeholders. b. The consultant shall work with the stakeholders prior to the LOMR submission to minimize any technical challenges during the public notification phase. c. The consultant shall be knowledgeable with NFIP insurance requirements, including grandfathering conditions, preferred risk policies, premium refund procedures, and changes in the SFHA as it affects new or existing structures and property owners. 4. Submit a LOMR application to FEMA and ensure a turnkey completion and adoption of the revised FIRM. a. The consultant shall have expertise in the FEMA LOMR process, and shall have demonstrated proficiency in working with FEMA. b. The consultant shall respond to any comments or clarifications from FEMA on the LOMR application. c. The consultant shall respond accordingly with any technical challenge during the public notification process. Page 4 of 9 Stone Creek Floodplain Sttrdy Project A~{gust 25, 2008 Qualifications The consultant shall have the necessary experience with all aspects of floodplain modeling and FEMA processes. The consultant shall demonstrate their ability by referencing similar studies and submissions they performed. The consultant shall be a Registered Professional Engineer within the State of Colorado. Evaluation Criteria: Respondents should address each of the evaluation criteria listed below and provide specific examples of projects they have undertaken that demonstrate their qualifications: The consultant's experience and knowledge of the hydraulics and hydrology for floodplain studies, and the FEMA processes. Provide specific examples of relevant work and all applicable contact information, including owner, contractor, and other parties. 2. Specific references of personnel that will be directly working on this project, and references to previous pertinent projects. 3. Consultant's overall approach to this specific project, including a detailed work plan. 4. Ability to undertake and complete the project in a timely manner and within the project budget. The project deadline is April 30, 2010, which includes the FEMA LOMR completion. Submission and Selection Criteria: Respondents must include the following: 1. Name, address, and phone number of project personnel and their experience. 2. Point of contact references for previous projects, with phone numbers. The County reserves the right to investigate references submitted in the RFP. 3. Demonstration of experience for the above mentioned Scope of Work items, including anecdotal evidence. 4. A detailed project schedule containing key milestones, submission deadlines, and project completion dates. 5. Cost to provide the services described herein and hourly rates for project personnel. Page5of9 Stone Creek Floodplaifi Study Project August 25, 2008 Consultants interested in performing the professional services requested must submit the following information: Six (6) copies of their proposal. Proposals shall not exceed (8) 8'/2"xl 1"" pages, or 4 double sided pages, submitted in a sealed envelope, labeled "Stone Creek Floodplain Study" 2. One CD containing a PDF version of the proposal. Proposals shall be addressed to: Eagle County Engineering Department ATTN: Greg Schroeder, Senior Project Engineer PO Box 850 500 Broadway Eagle, CO 81631-0850 All proposals shall be received by Friday, September 19, 2008, at S:OOpm. Proposals may be sent via US Mail, FedEx, UPS, or hand delivered. Faxed or emailed proposals will not be accepted. Proposals will be evaluated by a selection committee. Eagle County reserves the right to reject any or all proposals. Questions regarding this request for proposals should be directed to Greg Schroeder, Senior Project Engineer at (970)328-3560, greg.schroeder(a~eaglecounty.us. This RFP and associated information is available on Eagle County's website at http://www. eaglecounty.us/rfp. cfm. On-Site Project Walkthrough Meeting An on-site project walkthrough meeting will be conducted at 3:OOpm on Wednesday, September 3, 2008 for any interested party seeking more information on the project. The meeting is non-mandatory, but is encouraged. Meet at the Golf Clubhouse, at 431 Eagle Drive. (see enclosed map) Page 6 of 9 Stone Creek Floodplain Study Project August 25. 2008 Page 7 o f 9 Eagle Vail Area Map Stone Creek Floodplairt Sttrdv Project August 25, 2008 Page 8 of 9 Stone Creek Floodplain Studti~ Project Atrgust 25, 2008 Page 9 of 9 Map to Golf Clubhouse, 431 Eagle Drive 1601 Blake Street, Suite 200 Denver, Colorado 80202 (303)572-0200 fax (303) 572-0202 September 19, 2008 Eagle County Engineering Department ATTN: Greg Schroeder, Senior Project Engineer PO Box 850, 500 Broadway Eagle, Colorado 81631-0850 RE: Proposal -Stone Creek Floodplain Study Dear Greg: Matrix Design Group, Inc. is pleased to submit the enclosed six copies of the proposal for the floodplain evaluation and LOMR of Stone Creek. Matrix has the most recent and relevant successful history mapping floodplains, especially in Eagle County. Because of this experience and positive relationship with the CWCB, Matrix was invited to assess this Stone Creek project on May 3rd with Eagle County. Robert Krehbiel (Civil Engineer) and Wilson Wheeler (GIS Mapping) have worked together at Matrix for the last 6 years, and have analyzed the hydraulics and mapped the floodplains for the following projects: • Eagle River, Minturn to the confluence with the Colorado River (46 miles) • Colorado River, upstream of I-70 to Garfield County line (7 miles) • Roaring Fork River, Snowmass Creek to Garfield County line (10 miles) • Five drainageway studies in Mesa County for FEMA • Fraser River, upstream of Highway 40 (1.4 miles) Specific advantages that the Matrix team offers include: • Experience with Floodplain Studies for Eagle County. We have developed formats for GIS applications and have a production team dedicated to analysis, modeling and map production. We also have maintained continuity of staff that retain the experience with Eagle County. • Experience with Hydrologic and Hydraulic Modeling. Matrix has developed a production team dedicated to hydrologic and hydraulic modeling. The Eagle and Colorado River floodplains were accepted by FEMA without modification through their technical review. Experience with Community Meetings. Matrix worked extensively in the Roaring Fork Valley to educate the community on flood hazards and proposed master planned improvements. We see opportunities to resolve the floodplain delineation, while maintaining and creating a community asset of Stone Creek that is compatible with mountain settings and adjacent development. We recognize the importance of this floodplain revision, and also understand the ability to plan and integrate programmed channel improvements that reduce flood hazards into the study. The skills and knowledge presented in the enclosed proposal will demonstrate our abilities and dedication to undertake this project. Sincerely, Robert Krehbiel, PE Director of Water Resources Denver Colorado Springs Eagle County Proposal for Stone Creek Floodplain Shrdr September 19, 2008 1.0 PROd~CT SCOPE 1.1 Background Stone Creek is a relatively small perennial creek located adjacent to development as a community amenity and also serves to provide water for golf course irrigation. The Stone Creek watershed drains an area of approximately 5 square miles (4.12 square miles reported by the USGS StreamStats to the upper limits of the study reach and 5.1 square miles as reported by the 1986 CWCB Flood Hazard Identification Report to the confluence with the Eagle River). The channel flows in a northerly direction toward the Eagle River with two confluences through the Eagle-Vail community: a low flow channel and a flood flow easement. The approximate length of the floodplain study reach is 4,180 feet following the flood channel easement, and 7,560 feet following the low flow channel. The Approximate Floodplain Study completed in 1986 followed an alignment of the low flow channel and utilized coarse topographic mapping. This regulatory floodplain mapping is obviously in error relative to current base mapping, and does not consider the flood channel easement. The average watershed slope is very steep at approximately 875 feet per mile (16%). The 100- year flow was estimated as 250 cfs at the mouth in the 1986 study, and is reported as 165 cfs by StreamStats at the upper project limits. A practical way to visualize the 100-year flood flow is the amount of water that could commonly be conveyed in a 60-inch diameter pipe. This is far less water than the nearly 700 cfs reportedly designed for by the development engineer in the 1970's. The 1986 CWCB study indicated the 700 cfs was in error. We would expect that the original subdivision channel improvements and easement would contain the 100-year flow since it is conservatively designed. However, there are areas where breakout flow may occur and a detailed study is recommended due to the close proximity of residential housing. 1.2 Purpose This study will provide the framework for the Stone Creek watershed to: ^ Inform the community of floodplain hazards, ^ Resolve floodplain inaccuracies for insurance purposes, ^ Map the flood hazards to FEMA standards, and ^ Recommend channel maintenance and master plan drainageway improvements. This watershed has been studied by approximate means by the CWCB and the developer's design engineer. With the development built-out in the Stone Creek basin in the last 30 to 40 years, new comprehensive hydrologic and hydraulics models are needed. A new watershed evaluation with modern mapping and modeling programs will carefully define the hazards along the drainageway. The proposed work will clearly articulate through mapping and detailed exhibits the inherent flood risks and proposed improvements to mitigate future hazards. 1.3 Project Scope The following briefly summarizes the anticipated process to obtain the LOMR: 1. Kick-off meeting. A meeting will be held on the site with project sponsors to review critical reaches and features which must be considered in the floodplain delineation. 2. Coordinate cross section locations and bridge/culvert data. 3. Collect survey data. Marcin Engineering, LLC will be utilized for this service. Page 1 of 6 Eagle County Proposat.for Stone Creek Floodptain Stzrdy September 19, 2008 4. Determine the hydrology using regional discharge versus drainage area curve for the Eagle River Basin area and use this information to calibrate aHEC-HMS model. 5. Develop aHEC-RAS 10, 50, 100, and 500-year floodplain model. 6. Delineate the 100-year and 500-year floodplain on the base map. 7. Field verify the delineation, especially in critical reaches. 8. Meeting with Project Sponsors to explain the results of the study. 9. Develop Floodway Model assuming a 1.0 foot rise floodway. 10. Compile Floodplain Mapping, Profiles, Index Map with river centerline, BFE's, floodplain delineation, floodway delineations and profile drawings. 11. Compile the LOMR with a discussion of results, benchmarks and datums. 12. Release draft copies of the LOMR to Project Sponsors. Matrix will present the compiled floodplain information in a workshop meeting. Eagle County should review and adopt the new floodplain. Any proposed changes will be corrected prior to final submittal. 13. Submit Final LOMR Application & Technical Report. The technical report, computer files, and plan and profile mapping will be submitted for adoption. 1.4 Project Approach Data Gathering: Data gathering will include obtaining base topographic mapping, supplemental survey mapping and obtaining plat maps reportedly showing the 70-foot wide "Stone Creek Easement Channel". Field survey by the local firm, Marcin Engineering, LLC, will be needed ASAP in October before snow perpetually covers the study area for the winter. Base mapping will be on the 1988 North American Vertical Datum on State Plane coordinate system. Matrix is familiar with and has already has used the Eagle County topographic data with GIS applications in the Eagle River floodplain study. Hydrologic Modeling and Reporting: Gaged stream flow data is the most reliable; however, no gages exist on Stone Creek. Matrix will evaluate other similar drainage basins in the Eagle County area to compare results of the hydrologic modeling. Matrix will update the regional discharge versus drainage area curve from stream gage data reported in the Eagle River Basin area to included 34 years of data from 1974 through 2008. The results of this flood frequency analysis will be used to calibrate aHEC-HMS hydrologic model. At 8400 feet elevation, flooding will be driven by rapid snowmelt, usually rain on snow, as opposed to strictly a rainfall runoff model. Matrix will compare the results of the detailed model with the regression equations (USGS and CWCB). The regional discharge vs. drainage area curve and hydrologic model is needed for detailed floodplain mapping, whereas regression equations are adequate for approximate floodplain studies only. Hydraulic Modeling and Reporting: Floodplain mapping will be completed using HEC-RAS (3.1.3) coupled with HEC-GeoRAS. Cross sections will be located and cut from the base mapping topography. Matrix can run an initial model to identify areas where supplemental field survey of topography is needed to refine the data. A floodplain centerline is needed initially to begin the modeling. The stakeholders will need to make a decision up front whether the model should follow the creek low flow to the Eagle River, or follow the shorter distance of the Easement Channel to the Eagle River. Since the Page 2 of 6 Eagle Counts Proposal for Stone Creek Floodplain Study September 19, 2008 easement is reportedly established, it may make the most sense and require less engineering time to assume this shorter distance as the floodplain alignment. The downstream Stone Creek channel can be considered a "ditch" with a controlled flow rate that matches the capacity of the channel system. HEC-GeoRAS allows the computer to delineate the floodplain by developing a 3-dimensional surface model. Model refinement, alternatives analyses, and needs for supplemental field survey can quickly be realized using GeoRAS for the most efficient modeling. Community Stakeholder Meetings: Matrix will work with Eagle County to build a participation plan that encourages involvement, resolves conflicts, and supports floodplain mapping implementation. The public process is very important for successful implementation of a community plan. By galvanizing support for action through the public process, it ensures momentum for the project and less opportunity to be derailed by comments late in the analysis. Although it is often very difficult to obtain a unanimous decision from these meetings, the goal is to develop a consensus of the necessary action. There are two general types of meetings: Impacted Owners or Stakeholder meetings, and Public meetings. "Impacted Owners'" are stakeholders that have a vested interest in the outcome. Their input is critical and their concerns must be noted. Impacted owners should be offered the opportunity to sit on a steering committee that may meet regularly throughout the life of the project. The steering committee defines the goals and objectives of the project. If impacted owners elect to not actively participate, their input is welcome at public meetings. Anticipated questions from impacted owners are: ^ What is the 100 year floe? ^ YVlzere does floodwater break-ottt of the channel? ^ How can n~e do to reduce the flood hazard? If a new regulatory map puts my property into the floodplain, can I be grandfathered in at a subsidized flood instrance rate? Will I be refunded past insurance premittrns if this study determines my property was never in the regztlatoty floodplain? Can I pttrchase flood insurance at a subsidized rate with the Preferred Risk Policies? "General public'" meetings can be quite different, whereby information is only needed at key milestones to make them aware and update them on the plan of action. General public meetings are primarily for informational purposes, although their concerns will be noted and brought back to the steering committee for discussion. The most successful public meetings are where the public feels they have been heard. Effective meetings include giving them as many opportunities as possible to communicate their concerns through marking on maps, open discussions and/or writing comments on the board. Presentations to the general public will be organized around listening to the community and answering questions, such as: ^ What is the scope of this project? , ^ Why are we doing this project? ^ What is the schedule? ^ Who does it sense and who is paying for it? Page 3 of 6 Eagle Corrnh' Proposal for Stone Creek Floodplain Study September 19, 2008 FEMA Submittal: Depending upon the results of the existing conditions model, the community may elect to submit the results as a LOMR or first undertake corrective Hazard Mitigation action before submitting so the regulatory floodplain is revised only once. Matrix will describe potential drainageway conveyance improvements or upstream detention that can reduce the flood hazard to the community. ~.® ~~~~ Q~~~~~~~~~~~~5 ~~~ ~~0~~~~ ~~~~ The following staff will be present on this project. Although Matrix has in-house survey capabilities, we believe it is most efficient to utilize a local firm for this service. Marcin Engineering, LLC is located near the project and can efficiently provide field survey. 2.1 Profiles of Key Mafrix Personnel Robert Krehbiel, PE, Project Manager Mr. Krehbiel is an acknowledged expert in water resources with over 20 years of experience and a registered Professional Engineer. He is active in the profession and the Colorado Association of Stormwater and Floodplain Managers, and has been the Conference Chairman for the annual conferences since 2001. Mr. Krehbiel is recognized for his expertise in river mechanics and water resources, and holds a Master's Degree in Hydraulic Engineering. He completed the nationally award winning Multi-Objective Study for the CWCB for the Roaring Fork and Fryingpan Rivers, which was the one of the first successful applications of GIS for watershed master planning in the State of Colorado. He has extensive planning and design experience, including managing the Denver Storm Drainage Master Plan, design of major storm outfall systems, stream restoration design of Westerly Creek through Stapleton, and Lowry Storm Drainage Master Plan. Mr. Krehbiel will be the primary Matrix Project Manager and contact, and manage the daily activities of the team. Hung-Teng Ho, EIT, Project Engineer Mr. Ho has a Master's Degree in Water Resources from the University of Colorado at Denver and two years of experience in water resources engineering involving floodplain hydraulic analysis, LOMR applications, watershed hydrology, channel design, and drainage infrastructure design. He also has thirteen years of experience in Civil Engineering involving bridge construction inspection, road work inspection, channel rehabilitation inspection and construction plan reviewing. Wilson Wheeler, GIS Manager Mr. Wheeler is an expert in GIS analysis using HEC-GeoRAS related to floodplain mapping. Mr. Wheeler is a GIS and database specialist with a degree from the University of Colorado at Boulder in Watershed Science. He was the GIS Manager for the Eagle River and Colorado River floodplain mapping project for Eagle County. Mr. Wheeler has developed innovative methods to link infrastructure master plan data to cost models. Mr. Wheeler specializes in providing technical assistance on projects requiring the application of: GIS, database management, spatial data analysis, photogrammetric analysis, hydraulic modeling for flood analysis and design, hydrologic modeling, surface water quality modeling, and watershed modeling. Page 4 of 6 Eagle Coantti~ Proposal for Storre Creek Floodplain Stud>> September 19, 2008 2.2 References The following individuals have had positive experiences working with Matrix Design Group on floodplain mapping projects: Kevin Houck Justin Hildreth Senior Engineer Town Engineer Colorado Water Conservation Board Town of Avon 303-866-3441 x3219 970-748-4045 Kevin.Houck@state.co.us jhildreth@avon.org (RE: Eagle River & Colorado River floodplain, (RE: Eagle River and Colorado River and the CWCB Stormwater & Floodplain floodplain mapping) Criteria Manual) Betsy Suerth Ken MacKenzie Town Administrator Manager of Master Planning Programs Town of Silt Urban Drainage & Flood Control District 970-876-2353 303-455-6277 betsyCtownofsilt.org kamCudfcd.org (RE: Roaring Fork River floodplain mapping (RE: Hidden Lake Major Drainageway and master planning) Planning Study) Dan Bare Manager of Drainage Basin Planning Studies City of Colorado Springs Dan Bare PE 719-385-5037 dbareCspri ngsgov. com (RE: Cottonwood Creek DBPS) 2.3 Relevant Project Experience The following relevant showcase projects were managed by Matrix personnel and are good examples of the caliber work from the Matrix staff: • Eagle River Floodplain Delineation Project, for Eagle County to model and delineate the regulatory floodplain on the Eagle and Colorado Rivers between Minturn and Dotsero. The project included 50 miles of river, 471 cross sections and 41 bridge/culvert structures. The information is being used locally and adopted by FEMA to revise the existing regulatory floodplain boundaries. HEC-RAS was used for water surface delineation and mapping. GIS was used for all mapping and model input. • Floodplain Information Report for the Roaring Fork River completed for the Town of Basalt, Eagle and Pitkin Counties, Colorado. Matrix conducted floodplain mapping and analysis along a 10-mile stretch of the Roaring Fork River to develop a Floodplain Information Report under the direction of the CWCB. • Roaring Fork River Stewardship Master Plan completed for the Town of Basalt. This project required coordination with Town staff and over 40 citizens over an 18-month citizen input process to develop a Master plan that reflected community goals created by the citizens. GIS ArcView was used extensively in the development of the Master Plan for illustrating problem areas and developing a Community Consensus Map to illustrate the proposed river restoration project. The Plan won a Colorado Association of Page 5 of 6 Eagle Countb~ Proposal for Stone Creek Fooodplain Stud>> September 19, ?008 Stormwater and Floodplain Managers (CASFM) Honor Award for Outstanding Ac7~ievement in 2002. The Town has implemented several projects proposed in the Plan. • Westerly Creek Channel Restoration and Floodplain Mapping, Denver, Colorado. Matrix was responsible for conducting the hydrologic and hydraulic analysis for an 8,000-foot reach of Westerly Creek at the former Stapleton International Airport at the direction of Forest City Stapleton, Inc. The creek was previously contained in a culvert to flow beneath the runways of the former airport, and a new open channel was constructed in its place for flood control and as a park amenity. Matrix mapped the revised floodplain and prepared a CLOMR application package, as well as the LOMR. ~.® ~~~~~5~~ ~~~~~~ Matrix will conduct acost-effective project, and will abide by the budget negotiated with the project sponsors. A budget of $50,000 has been established to complete the floodplain mapping. In accordance with the attached manhour estimate, Matrix believes the project per the Request for Proposal Scope can be completed for $40,650 to map the floodplain for existing conditions. Additional fees will be needed if changes are made to the channel prior to submittal of the LOMR. Design drawings of channel improvements and as-built survey before the LOMR is submitted to FEMA will be additional in accordance with the rates shown on the manhour estimate. 4.0 PRO~OS~~ 5~~~~~~~ Matrix is prepared to begin work on this project in mid October 2008 and have it completed within an 18-month period by April 30, 2010 in accordance with the project requirements. The LOMR process is usually considered as a 6 to 9 month process, and Matrix can complete the project within that time frame. Additional time may be need for community meetings and consideration of channel improvements to reduce the flood hazard area. The community may elect to make certain physical improvements before submittal of the LOMR. This will require additional time, but within the 18 month period. October 15 -November 15: Field survey and hydrologic analysis and modeling will begin initially. This work will be completed within 30 days from the Notice to Proceed before snow covers the study area. Akick-off meeting will be held with project sponsors. November 15 -March 15: Hydraulic modeling and floodplain mapping. A draft floodplain delineation will be produced and a community meeting will be held in January to review the initial results. Matrix will have 60 days to incorporate edits based upon the meeting and prepare the LOMR document. March 15 -June 15: If the community is ready to submit the document, FEMA has 90 days upon receipt of a complete application to accept the LOMR. Additional time (up to 9 months) beyond that shown above will be needed if the community elects to make improvements to the channel, culverts and bridges. As-built survey will be needed (beyond the scope of this proposal) and the LOMR will be submitted after floodplain improvements. Page 6 of 6 ' ~ ; r~•~ e T o ~~ a ~ ` ~ « ~, ~ ~~ a ~ ~ ~~ ~ ~ ~ ~~ ~ ~ N -- ; r .~~ 4! I ; ~' ~~ .... ~ ,r-~'~ f ~ ~ ~ f D ~ ! '` ~ ~ P~ ~ ~ ~. ^ t s S = ~ i ~1 .-. ~ ~ 1~ i • ' ~ r ~ r ~ ~+ ~ ~ ~ ~ • V ~- ~ „ e o `s,~ ~ ~,~ ~ o~ ~ o ~J ~ ~ •~ v ~o° ~ ' ~~ ~ o Q l W H o W Z o ~ r a ~o ~, ~ ~ ~ W q s ~ o ~., ~~_~ n~ y~~ ! ~ w ~~, W ~, 1 •~'~ ~ ~~ ~ ~l-o ~ ~' / w : ~ ~ ~ ~ pfowe~ uw '800Z/BU6 'PZwdd Naa~~ auo~~dd Aaa~~ auo7S\ 7uno~ al e3\ uRaN~ew~sioao~ s si ~sn~e»el\\ 3'lld Stone Creek, Eagle County, Colorado LOMR Project Work Plan and Manhour Estimate Matrix Design Group Project Mgr. (Krehbiel) Proj. Engr. (Ho) GIS Mgr (Wheeler) Survey Clerical Staff Total Hours (Matrix) Total Cost Rate $132.00 $84.00 $104.00 $125.00 $55 00 Data Gathering 8 8 76 Cross section and structure survey 8 8 Topographic data development 4 Hydrologic analysis 8 40 16 Submit hydrologic analysis for stakeholder review 4 4 2 Stakeholder Meeting 6 Hydraulic analysis 24 60 Floodplain mapping 16 24 Submit hydraulic analysis for stakeholder review 4 4 2 Stakeholder Meeting 6 Submit floodplain mapping review package to FEMA 4 8 2 Produce deliverables in GIS format 8 Subtotal 84 44 144 76 6 354 $ 39 590 Out of Town Expenses $ - Mileage $ 360 Reproduction $ 500 Mailing $ 200 Direct Costs Subtotal $ 1,060 Subtotal for Engineering Analysis 84 44 144 76 6 354 $ 40,650 Page 1 of 1