2024 Nine Springs Watershed Study RFP QA.pdf

2024 Nine Springs Watershed Study RFP Ques�ons City of Madison, WI Questions Received by 4:00 PM April 1, 2024 Answers Posted by 4:00 PM April 4, 2024

1. Who modeled the Dunn’s Marsh Watershed Study and will be providing the ou�lows into Green

Prairie?

Response: The Dunn’s Marsh Watershed Study modeling was completed by Stantec, but the final report has not yet been through the full City acceptance process. We anticipate that the modeling and report will be finalized and in-house by the start of The Nine Springs Watershed Study. City Staff will provide modeled flows out of Dunn’s Marsh to the selected consultant. If additional context is needed, the full XP SWMM model may be provided as well.

2. There are 1600 acres of the total 6500 acre watershed in Madison. The RFP assumes the Nine Springs Creek, it tributaries, and the 4,900 contribu�ng acres outside of Madison will not need detailed modeling. I have several ques�ons on this.

a. Is there an assumed approach to this less detailed modeling?

Response: We encourage adherence to the modeling guidance document, but the City does not mandate a specific approach for modeling areas outside the municipal boundary. Each proposing consultant may outline their own approach and required level of effort to accurately represent flows or conditions outside the city that could impact flood inundation within city limits. However, detailed (2D) flood mapping and modeling for areas in Fitchburg are not anticipated for this study

b. How were similar situa�ons handled in past modeling studies?

Response: Each situation was handled differently depending on the specific details of the watershed study, available datasets, future annexation plans, and the level of participation from the neighboring municipality. In some watersheds the areas outside the city were modeled using the same methodology as within the city, the only difference being that the city datasets for landuse/landcover could not be used, and supplemental data was needed to fill in the gaps. It has been up to each consultant to propose the approach. As described above the City does not desire detailed inundation results for areas outside the municipal boundary.

c. Would the City be comfortable with the consultant determining tailwater eleva�ons to use in the detailed modeling of Madison subbasin, verse including all 6500 acres? As in:

i. Determine the eleva�on profile of Nine Springs creek for various storm return intervals.

ii. Use these eleva�ons as tailwater impact to the sub basin ou�all points in the detailed models of the Madison subbasins.

Response: The general approach would be acceptable to the City. At this point there is not a desire to have a detailed dyanmaic model of the Nine Springs Creek channel. For downstream areas, where there is an effective FIS, the expectation is that model would be used to set tail water conditions.

3. Do we need include the private drainageway and outlet structure along Applegate Rd in it’s current damaged state, it’s pre-damaged state, or not at all in phase 1?

Response: Please include it in the pre-damaged state as it was repaired. It was noted since it is an existing known problem area and restriction.

4. Does the proposed budget cover the field surveys?

a. If yes, do you have an idea about the number of site visits to expect, assuming it’s hard to expect what needs to be collected without reviewing the data and discussing it with your team?

Response: Yes, the proposed budget includes field surveys to address critical data gaps. The pipe geodata provided is comprehensive of what the city has available, but we expect consultants will need additional surveying. While it's challenging to determine the exact number of site visits needed without fully engaging on the project, our overall project budget estimate was based on recent watershed studies' budgets, which included survey work. Typically, survey has required less than two weeks of field work. We do expect though that the level of survey needed may vary depending on each consultant’s proposed approach.

5. Does the proposed budget cover the five addi�onal mee�ngs following each PIM?

Response: Yes, when the city developed the anticipated budget, it included the focus group meetings.

However, we have elected to have the focus groups as an “if authorized” task to allow us to adjust plans based on the level of public engagement that we get in the project based on the early PIM’s and other public outreach.

6. Regarding upda�ng the Modeling Guidance Document, what level of effort do you consider “significant” where an addi�onal budget will be visited?

Response: We recommend that the consultants develop their proposed scope of work and budget based on whatever they deem the appropriate level of detail (whether that exceeds the effort outlined in the guidance document or not). Project budget is one of the scoring criteria for evaluating proposals.

However, proposals will not be disqualified if the consultant develops a higher budget because they feel that the City’s provided total budget is insufficient to meet the intended objectives.

7. I am unclear about the schedule.

Response: In general, the schedule laid out in the RFP is the City’s desired timeline. The end date provided is our latest desired completion date, the remaining tasks timelines have been estimated based on our recent experiences to meet that intended date.

a. There seem to be some gaps with no tasks from February to March 2026 and May to June 2026. Was this for a reason?

Response: Once the final report in complete it will go out for a 30-day public comment period. City staff will review comments and determine to what extent any will be required to be addressed. Then provide the consultant direction to finalize the report. The gaps in Feb/March gaps represent this period of time where we do not expect the consultant would have tasks to complete. The target end date of June 2026 was provided to allow for some float in the schedule. We expect the study can reasonably be completed in under 24 months, but are allowing up to that length of time for the end of the contract.

b. Are the PIM mee�ng �mes fixed? Desired?

Response: The PIM dates are desired (not fixed) they will be scheduled by the City as the project progresses based on staff, alder, and consultant availability and project status meeting the required milestones.

8. Could you please confirm that all PIM mee�ngs will be conducted “virtually”?

Response: Yes, we plan to hold all PIM’s virtually.