CN-370000-WM998-T15CO2.pdf

WILDWOOD CONSULTING, INC. 2015-2016 STATEWIDE FACILITATION SERVICES –

WM998 – TASK ASSIGNMENT 15

STATEWIDE FACILITATION OF LOCAL RESTORATION PLAN EFFORTS IN LIEU

OF TOTAL MAXIMUM DAILY LOADS (TMDLS) AND BASIN MANAGEMENT

ACTION PLANS (BMAPS)/STATEWIDE SUPPORT

Execution of Task Assignment 15 through October 31, 2016

BACKGROUND

The following scope of work details the services that WILDWOOD CONSULTING, INC.’s staff will provide to the Florida Department of Environmental Protection (DEP). It includes the provision of meeting facilitation services, policy planning, database development, and state-wide programmatic support for local restoration plans, such as Reasonable Assurance Plans (4b Plans), Pollutant Reduction Plans (4e Plans), Site Specific Alternative Criteria (SSACs), and Class III-Limited Petitions. The assignments include support for the existing Lake Toho 4e Plan, Central Drainage Ditch 4e Plan, Florida Keys Reasonable Assurance Plan and the developing a Volusia County 4e or Reasonable Assurance Plan. In addition, the scope of work includes a provision for statewide support of the BMAP Program as a whole such as support for the 305(b) report, statutory advice, and policy-discussions and documentation. The scope includes support for basins not otherwise covered by specific task assignments to provide assistance for plan development and implementation, and to provide continuity with statewide policies and approaches. These statewide efforts include time to participate in weekly staff calls with the Section Administrator and the Basin Coordinators.

This estimate covers support needed from task assignment execution through October 31, 2016.

The DEP TMDL Program evaluates water bodies across the state to identify water quality impairments resulting from pollutants of concern (e.g., nitrogen and phosphorus, bacteria, and metals). The process establishes a maximum pollutant load for the water body and sets load reduction goals for the specific pollutant(s) of concern. While BMAPs are the primary implementation approach for TMDLs, other alternatives may be more appropriate for specific water bodies, based on the stage of the TMDL process, the number of stakeholders who are pollutant contributors, as well as the extent of local activities and their preferences.

Reasonable Assurance (RA) (4b) Plans can be used in lieu of a TMDL and a BMAP if there is adequate information to establish a reduction target and sufficient pollutant reduction efforts in place to forego setting a TMDL. While an RA Plan is based on a target other than a TMDL, the plan is still a very detailed description of the projects and activities (present and future) to restore the water body and will not be accepted by the DEP unless there is a demonstration that the efforts described will be carried out. In this respect, the development of a RA Plan with local stakeholders is very similar to the process used to develop a BMAP, and the documents have similar components. DEP coordinates with stakeholders on the development of RA Plans together with local stakeholders and reinforces the goals of meeting the water quality target and demonstrating the ability to implement the RA Plan, both of which are essential for U.S.

Environmental Protection Agency (EPA) approval.

If the water body is not yet verified as impaired, a Pollutant Reduction Plan, also known as a 4e Plan, is an option if there is local interest in implementing a sufficient level of reductions and further monitoring of the water body’s response to the implemented measures. These plans are initiated at the local level and can involve one or many stakeholders. Not all the pollution sources need to be involved in the plan’s production as long as there are adequate efforts to achieve sufficient reductions and to provide data on the water body’s response. DEP provides contractor support to the local efforts in order to promote earlier water quality improvements and avoid TMDL development in water bodies where they are unnecessary. DEP support may include stakeholder coordination, meeting facilitation, document production, and project reduction estimates, depending on local capacity and whether DEP assistance is desired.

When the generic water quality standard is not appropriate for a particular water body, a petition can be filed for a SSAC to establish a water body-specific standard. Establishing a SSAC may prevent a water body from being inappropriately categorized as impaired. A SSAC could also affect whether a TMDL is needed. If the water body does not meet the SSAC, a TMDL would be set based on meeting the SSAC and therefore change the TMDL target from the generic water quality standard. An approved SSAC, therefore, has important implications to water body assessment and target-setting. DEP is prepared to provide facilitation support to entities that are considering a SSAC application, so that they understand the requirements and the ramifications of a SSAC on the assessment and TMDL processes.

In some cases, a water body may be an appropriate candidate for a Class III-Limited Petition.

This relatively new water body classification is appropriate for water bodies that are currently classified as Class III waters, but the “fishable and swimmable” criteria are not applicable. Due to the physical nature of some waters, their hydrology, the aquatic vegetation maintenance activities, and the resultant effects on dissolved oxygen and other constituents of these waters, the aquatic life in these waters cannot be expected to be the same as some natural, flowing waters. DEP supports working with local stakeholders to evaluate whether they would like to prepare a Class III-Limited Petition, to help them understand the requirements and ramifications of revising a water body classification.

WILDWOOD CONSULTING, INC.’s staff support this program by providing facilitation and meeting management services to identify appropriate stakeholders and engage them in a process of identifying and implementing the management actions/projects needed to improve water quality and meet the TMDL(s) in a basin. WILDWOOD CONSULTING, INC.’s staff also provides some support to analyze the key processes at work in a water body, assess relative pollutant source contributions, evaluate pollutant load allocation strategies, and determine the load reduction potential of management actions/projects proposed by basin stakeholders. The specific types of support to be provided are detailed in the following “Scope of Work” section.

SCOPE OF WORK

To include the following positions and accepted Wildwood Consulting, Inc. rates: (a) Senior Program Manager $147, (b) Program Manager I $97, (c) Administrative Assistant $43, (d) Program Manager II $118, and (e) Project Manager $90.

Local restoration plans: This effort includes providing assistance to local entities, most likely local governments, in their efforts to adopt restoration plans in lieu of the Department adopting a TMDL and a BMAP. This involves having discussions with local governments regarding their options to address water quality impairments or waterbody classification, and educating them on the process for gaining department approval should they undertake those efforts.

Should local entities decide to pursue either of these procedures and decide to use Wildwood Consulting, Inc. to facilitate those efforts, a separate task assignment will be provided for the specific effort.

Statewide support: This effort includes drafting presentations, issue papers, white papers, 305(b) report sections; and other materials for stakeholder meetings to support evaluations for DEP management or stakeholder meetings for topics such as understanding the basin, allocation strategy recommendations, project acceptance criteria, or alternative strategies when a BMAP is not appropriate [Reasonable Assurance Plans (4b Plans) or Pollutant Reduction Plans (4e Plans) in basin-specific areas]; participation in weekly DEP meetings and support for program management and coordination of efforts across the state to ensure our facilitation and technical support are consistent across basins and compatible with other DEP efforts; and development of databases to support program implementation.

Basin support: The effort includes providing assistance for plan development and implementation in basins without specific support assignments, and to provide continuity with statewide policies and approaches. These activities may include meeting facilitation and organization, administrative support and information gathering; BMAP development, follow-up and tracking; preparation of meeting agendas, summaries, minutes, project briefings, and planning support; assessment of relative pollutant source contributions and evaluation of pollutant load allocation strategies; assistance with maintenance of stakeholder distribution lists and communications; and assistance with briefing of local boards and stakeholder groups regarding TMDLs and BMAPs efforts related to basin-specific actions.

The task budget identifies the maximum effort for the task.

TASK 1 – STATEWIDE FACILITATION OF LOCAL RESTORATION

PLAN EFFORTS IN LIEU OF TMDLs AND BMAPs/STATEWIDE SUPPORT OF BMAP PROGRAM

WILDWOOD CONSULTING, INC.’s staff will provide meeting facilitation services, policy planning, database development, and state-wide programmatic support. These services include evaluations and implementation support to DEP in advising staff on other BMAP processes and basins. These efforts also include providing preliminary support for new local planning efforts getting underway, such as RA Plans, Pollutant Reduction Plans, SSACs, and Class III-Limited water quality classification designations. Efforts include drafting presentations, issue papers, white papers, 305(b) reports, and other materials for stakeholder meetings or supporting evaluations for DEP management on topics such as understanding the basin, allocation strategy recommendations, project acceptance criteria, or alternative strategies when a BMAP is not appropriate [RA Plans (4b Plans) or Pollutant Reduction Plans (4e Plans) in basin-specific areas]. The task includes participation in weekly DEP teleconference meetings and support for program management and coordination of efforts across the state to ensure our facilitation and technical support is consistent across basins and compatible with other DEP efforts.

Staff hours are based upon support for up to seventy-eight (78) DEP staff coordination teleconference meetings and up to nineteen (19) in-person meetings, presentation(s) or meetings to support programmatic and statewide activities (such as 4b and 4e Plan development). These activities will be conducted for individual basins and are to be done in coordination with DEP staff and others as identified by DEP. Typical activities include the following but each activity may not be done in each basin.

Facilitation, programmatic support, and management, including providing support for DEP on:

Improving stakeholder and public involvement in the BMAP process;

Providing basin-specific support for basins not otherwise supported for plan development and implementation;

Providing guidance on technical aspects of BMAP activities (e.g., allocation strategies, pollutant load reductions associated with urban best management practices);

Providing recommendations for future directions and approaches such as detailed allocation strategies or methods for evaluating sufficiency of effort where detailed allocations are not used;

Drafting guidance or approaches that can be applied to BMAP or TMDL development activities statewide;

Support database development for agricultural compliance with best management practices (BMP) requirements;

Supporting 305(b) reporting to the U.S. Environmental Protection Agency;

Participating in meetings to support evaluations for DEP management on topics such as understanding the basin, allocation strategy recommendations, project acceptance criteria, or alternative strategies when a BMAP is not appropriate or preferable (4e evaluations and RA Plan documents in basin-specific areas);

Providing preliminary support and feedback to those entities that are considering applying for Class III Limited water quality classification status for select water bodies;

Providing progress and status reports to DEP, as needed;

Participating in weekly staff meetings with DEP to report progress and information related to basin-specific TMDLs/BMAP development.

Participating in special topic discussions with DEP staff.

Deliverables and Timelines for Task 1/Performance Measures:

WILDWOOD CONSULTING, INC. will invoice the DEP monthly for completed/submitted deliverables as discussed below. Invoices must be accompanied by logs documenting hours spent on each subtask for the personnel categories being invoiced. The level of statewide programmatic support and stakeholder group organization for the above subtasks are related to support needed for routine staff meetings and programmatic support. This task includes 4b or 4e Plan development support for as yet unidentified basins. This task also includes development support for one (1) 4e Plan for Northeast Volusia County. Additionally, this task includes implementation support for the following three adopted plans: Lake Toho 4e Plan, Florida Keys Reasonable Assurance (4b) Document and the City of Tallahassee Central Drainage Ditch 4e Plan, including some assistance with progress report preparation.

Deliverable timeframes are stated below.

Draft Agendas – due at least 7 days prior to a meeting or conference call, unless the meeting or call is scheduled less than 10 days prior to its occurrence. At a minimum, the draft agenda should be formatted correctly and contain the meeting location and time, items to be discussed, and a link to the FTP site for the particular project. Hours for the development of an agenda shall not exceed 40 hours.

Performance Measures: Department staff will review draft agendas and documentation and provide comment/revision as needed to ensure work performed in accordance with scope.

Draft Meeting Presentations – when directed by the DEP (PowerPoint presentations) due at least 3 days prior to the applicable meeting or conference call, unless the meeting or call is scheduled less than 10 days prior to its occurrence. At a minimum, the draft presentation should be formatted using the standard DEP format and should contain items requested by the DEP. Hours for the development of a meeting presentation shall not exceed 45 hours.

Performance Measures: Department staff will review draft meeting presentations and provide comment/revision as needed to ensure work performed in accordance with scope.

Handouts – due at least 3 days prior to the applicable meeting or conference call, unless the meeting or call is scheduled less than 10 days prior to its occurrence. Handouts should reflect the information provided by the DEP and may include modifying items used in other basins; creating public-friendly explanations from technical documents, memos, or information from other agencies; and/or creating original items not previously produced in written form. Handouts often receive extensive internal review and revision before use in a public meeting. Hours for the development and editing of a handout shall not exceed 75 hours.

Performance Measures: Department staff will review handouts and provide comment/revision as needed to ensure work performed in accordance with scope.

Meeting Notes – due within 7 days of the applicable meeting or conference call. Hours for the production of a set of meeting notes shall not exceed 20 hours.

Performance Measures: Department staff will review meeting notes and provide comment/revision as needed to ensure work performed in accordance with scope.

Technical Documents – due as specified by the DEP’s Contract Manager or by a person authorized in Exhibit I. Hours for the production of a technical document shall not exceed 150 hours.

Performance Measures: Department staff will review technical documents and provide comment/revision as needed to ensure work performed in accordance with scope.

Staff Meetings – brief staff meeting notes will be provided to DEP’s Contract Manager or by a person authorized in Exhibit I no later than 3 days after meeting is held. Staff meeting notes should describe the date and time of the meeting and a brief description of any key action items. Hours for attendance and production for a set of staff meeting notes shall not exceed 20 hours.

Performance Measures: Department staff will review staff meetings and provide comment/revision as needed to ensure work performed in accordance with scope.

Teleconferences – following any teleconference with DEP and/or stakeholders, a brief e-mail that lists the items discussed will be sent to the person who assigned the work as authorized under Exhibit I. The e-mail will list the meeting purpose and any action items or major decisions from the meeting. Hours for a teleconference and the related email documentation shall not exceed 15 hours.

Performance Measures: Department staff will review teleconferences and provide comment/revision as needed to ensure work performed in accordance with scope.

Memos – due as specified by the DEP’s Contract Manager or by a person authorized in Exhibit I. Hours for the production of a memo shall not exceed 150 hours.

Performance Measures: Department staff will review memos and provide comment/revision as needed to ensure work performed in accordance with scope.

Meeting Facilitation – due as specified by the DEP’s Contract Manager or by a person authorized in Exhibit I. Meeting facilitation may include more than one discussion if one or more meetings are held in conjunction with one another, such as a one-on-one meeting preceding a larger group meeting. Effort may include travel planning, agenda review, notes and preparation of facilitation approaches, review of handouts and presentations, consultation with staff on meeting goals and issues, as well as travel to and from the meeting location, setting up and breaking down the meeting room, and facilitating the meeting itself. It should be noted that travel time may include driving eight hours or more hours each way to a meeting and may include more than one contractor travelling and supporting the meeting. Hours for the preparation, travel, and facilitation for a meeting shall not exceed 100 hours.

Performance Measures: Department staff will review meeting facilitation and provide comment/revision as needed to ensure work performed in accordance with scope.

Project Load Reduction Calculations – due as specified by the DEP’s Contract Manager or by a person authorized in Exhibit I. Hours to conduct project load reduction calculations for one stakeholder’s projects shall not exceed 75 hours per month.

Performance Measures: Department staff will review project load reduction calculations and provide comment/revision as needed to ensure work performed in accordance with scope.

Annual Progress Reports – due as specified by the DEP’s Contract Manager or by a person authorized in Exhibit I. Hours to produce annual progress reports shall not exceed 250 hours per month.

Performance Measures: Department staff will review annual progress reports and provide comment/revision as needed to ensure work performed in accordance with scope.

BMAP/4e/Reasonable Assurance Plan Development -- due as specified by the DEP’s Contract Manager or by a person authorized in Exhibit I. Hours to develop original text;

use text from other sources; produce tables and figures; review and incorporate internal comments; review, document and incorporate external comments; and develop approaches to implement TMDLs shall not exceed 350 hours per month.

Performance Measures: Department staff will review BMAP/4e/Reasonable Assurance Plan development and provide comment/revision as needed to ensure work performed in accordance with scope.

As necessary, more specific deliverable dates may be established by the DEP for all activities defined under this Task. Specific work assignments, such as those listed above, shall be authorized by one of the DEP staff identified in Exhibit I of this task assignment. When a work assignment is authorized by one of these DEP staff, the Contractor shall send an email to that DEP staff person confirming the request and documenting the work to be performed, the timeline for completion, and the deliverables for the work assignment. The number of hours for each deliverable is subject to the limits established above. The DEP staff person shall respond with an email either confirming or requesting changes. The DEP staff person will keep copies of the emails to support approval of invoiced deliverables. Staff hours are estimated for participation of core staff in weekly staff meetings with DEP and for the preparation of progress reports or technical documents. Other reimbursable expenses may include copies and FedEx shipping, if needed. The effort is expected to be relatively constant throughout the task year and estimated level of effort is represented below:

Maximum Budget for Task 1: $214,558.2

Summary Budget for Task 1:

Personnel $204,614.99

Reimbursable Travel $ 9,943.21 Other Expenses $ 0 Schedule: Execution of Task Assignment 15 through October 31, 2016.

ASSUMPTIONS, CONSTRAINTS, AND LIMITATIONS

Task costs are based on the Contractor’s estimate of hours and rates (see attached budget).

However, the Contractor has the ability to modify the estimated number of hours for the positions listed in the task budget as long as the hourly rate per position is not exceeded and the total cost per task is not exceeded.

FINANCIAL CONSEQUENCES

No payment shall be made for unsatisfactory services or deliverables. In the event that services rendered are deemed unsatisfactory, the Contractor shall re-perform the work needed to ensure satisfactory service, at no additional cost to the Department. Failure to provide all services/deliverables, or failure to provide services/deliverables which are unsatisfactory, shall result in non-payment or termination of the Contract.

WILDWOOD CONSULTING, INC. 2015-2016 STATEWIDE FACILITATION SERVICES –Page 8 of 9

Position

Senior Program Manager

Program Manager II

Program Manager I

Project Manager

Administrative Assistant

Subtasks Hours Totals

Subtask Labor Totals

Travel Summary Other Expenses

Subcont.

Handling

Fee Task Totals Rate 147.00$ 118.00$ 97.00$ 90.00$ 43.00$

Tasks and Subtasks

Task 1: Statewide Facilitation of Local Restoration Plan Efforts in Lieu of TMDLs & BMAPs/Statewide Support Facilitation, Programmatic Support, and Management 663 193.0000 473 414.3889 28 1,771 204,614.99$ 9,943.21$ -$ -$ 214,558.20$

TASK 1 TOTALS: 663 193 473 414 28 1,771 204,614.99$ 9,943.21$ -$ -$ 214,558.20$

Wildwood Consulting Summary Items

Estimated Hours

WILDWOOD CONSULTING, INC. 2015-2016 STATEWIDE FACILITATION SERVICES –Page 9 of 9

EXHIBIT I

TA 15: Statewide

37000098 (Tom Frick) 37910820 (Greg Deangelo ) 37020525 (Kevin Coyne) 37020330 (Julie Espy) 37010002 (Kim Shugar) 37010680 (Vacant) 37010165 (Sara Davis) 37002090 (Yesenia Escribano) 37020530 (David Glassner) 37011174 (Terry Hansen) 37010828 (Rick Hicks) 37010380 (Daryll Joyner) 37010308 (Wayne Magley) 37020849 (Anita Nash) 37010823 (Mary Paulic) 37010687 (Moira Homann)