CN-370000-WM998-TA18CO2.pdf

WILDWOOD CONSULTING, INC. 2016-2017 STATEWIDE FACILITATION SERVICES –

WM998 – TASK ASSIGNMENT 18

FACILITATION SUPPORT FOR THE MIDDLE ST. JOHNS RIVER TOTAL MAXIMUM

DAILY LOADS (TMDLS) AND BASIN MANAGEMENT ACTION PLANS (BMAPS)

Execution of Task Assignment 18 through September 28, 2017

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 basin-specific planning, meeting facilitation services, and stakeholder group development for the TMDL and BMAP Programs.

This estimate covers support needed from execution through September 28, 2017. The effort focuses on the Middle St. Johns River Basin including the Lake Jesup-Crane Strand-Long Branch Basins; Lakes Harney, Monroe, Middle St. Johns, Smith Canal; Wekiva River and Wekiwa Springs; Gemini Springs; De Leon Springs; and Volusia Blue Springs.

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. The BMAP Program uses the TMDL as its starting point and brings together local, regional, and state representatives with an interest in reducing the pollutant loads to an impaired water body and restoring the water quality.

Together, these entities work with the BMAP Program to develop a BMAP that is implemented by the stakeholders in order to meet the TMDLs.

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.

This task includes 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; 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.

WILDWOOD CONSULTING, INC. provide a combination of facilitation and BMAP support services. The rest of this section identifies the specific services provided and highlights the efforts needed. The Task budget identifies the maximum effort for the task.

TASK 1 - BASIN-SPECIFIC MEETING FACILITATION, BASIN

MANAGEMENT ACTION PLAN DEVELOPMENT, TRACKING AND

SUPPORT

This task includes 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; 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.

WILDWOOD CONSULTING, INC. will provide planning, meeting facilitation, and management for BMAP development. This support includes consensus building through meetings, conference calls, consultations/contacts with formal Basin Working Groups (BWGs) or their equivalent, technical working groups, or individual/multiple stakeholders as well as project reviews. These activities will be conducted at the request of DEP and in coordination with DEP staff and other state agencies (e.g., Water Management Districts, Florida Department of Agriculture and Consumer Services-Office of Water Policy staff) and others (e.g., consultants, special interest organizations, and county/city municipalities) as identified by DEP.

Such assignments include:

BMAP Meeting Planning and Organization (in collaboration with DEP staff):

• Preparing meeting agendas and planning support;

• Contacting and coordinating with stakeholders to alert them to meeting schedules, BMAP process expectations and status, and data collection efforts;

• Preparing presentation and discussion materials to structure the meeting and guide discussions and the BMAP process;

• Organizing and/or participating in planning meetings to identify technical information to be presented at upcoming meetings, the individuals involved, and expectations of participation and contribution; and

• Coordinating with individual stakeholders to provide additional information and encourage participation in the process through one-on-one meetings with technical staff, elected officials, or organization and business leaders.

BMAP Meeting Facilitation and Management:

• Participating in “walk through” meetings with DEP staff to verify that all materials for presentation and distribution at public meetings have been prepared;

• Fine tuning of presentation materials and incorporating any last minute issues into the agenda;

• Facilitating meetings and progress, including discussions following technical presentations, toward consensus-building;

• Assisting the Department with maintaining stakeholder distribution lists and communications;

• Assisting with briefing local boards and stakeholder groups regarding TMDLs and BMAPs efforts relating to basin specific actions;

• Conducting one-on-one meetings with groups involved in the TMDL/BMAP process (e.g., elected officials), other stakeholders/stakeholder groups (e.g., special interest groups and municipalities), or the public as needed, to aid in education and consensus building across the community;

• Incorporating information from meetings into the agenda design and materials for BWGs, technical staff, or other subgroup meetings; and

• Note taking during the meetings and providing summaries to facilitate next steps discussions.

BMAP Follow-up for Each Meeting Mentioned Above (in collaboration with DEP staff):

• Drafting meeting minutes, summaries, and project briefings for submission to the DEP; and

• Maintaining attendance log and calling missing members to encourage participation.

BMAP Document Development and Annual Progress Reporting (in collaboration with

DEP staff):

• Drafting BMAP language, and/or assisting basin coordinators with the preparation of the BMAP template as pieces are reviewed and approved;

• Incorporating edits received from internal reviews as well as from stakeholder comments, and tracking comments from version to version; and

• Developing and tracking of annual assessments/reports of relative pollutant source contributions and evaluation of pollutant load allocation strategies and projects.

Development of annual reports includes soliciting project activities from BMAP entities, updating project tables, drafting the progress reports, advising the Department staff on noncompliance issues, and drafting PowerPoint presentations to summarize the annual activities.

Deliverables and Timelines for Task 1:

Under this task assignment for the Middle St. Johns River Basin, WILDWOOD CONSULTING, INC. staff will provide planning, meeting, and follow-up support for BMAP development and implementation. During the BMAP development phase, tasks may include load calculations, allocation calculations, project collection, project credit calculations, monitoring plan development, and BMAP document development. During BMAP development and implementation, this task includes meeting facilitation and organization, administrative support, and information gathering; BMAP implementation tracking;

preparation of meeting agendas, summaries, minutes, project briefings and planning support;

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. This task includes BMAP development support for three (3) BMAPs: Lake Jesup (second BMAP iteration), Volusia Blue Springs and Wekiva River and Wekiwa Springs including assistance with annual report preparation and on-site treatment and disposal systems (OSTDS) Initiatives for the Wekiva River and Springs, and potential BMAP development activities for Gemini and De Leon Springs. Also, this task includes implementation support for the following three (3) adopted BMAPs: Lake Jesup; Long Branch; and Lakes Harney, Monroe.

Staff hours have been estimated based on as needed support including an anticipated twenty-one (21) trips to the basin. Other expenses include copy expenses for annual progress reports or other meeting documents.

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. 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: $ 594887.69

Summary Budget for Task 1:

Personnel $ 563249.00 Subcontractor Handling Fee $ 0 Reimbursable Travel $ 30687.70 Other Expenses $ 950.99 (copies) Schedule: Execution through September 28, 2017.

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. 2016-2017 STATEWIDE FACILITATION SERVICES –Page 8 of 9

Estimated Budget for Task Assignment #18 (Middle St. Johns River) Execution - September 28, 2017 Wildwood Consulting

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: Basin-Specific Meeting Facilitation, Basin Management Action Plan Development, Tracking and Support Middle St. Johns River Basin Lake Jesup-Crane Strand-Long Branch BMAPs 326 64 518 327 34 1269 136,633.00$ -$ Lakes Harney-Monroe-Middle St. Johns BMAP 56 35 71 160 6 328 33,907.00$ -$ Wekiva River and Wekiwa Springs BMAP 425 90 552 360 47 1474 161,060.00$ -$ Volusia Blue BMAP 430 61 311 950 25 1777 187,141.00$ -$ Gemini and DeLeon BMAPs 120 - 140 140 16 416 44,508.00$

TASK 1 TOTALS: 1,357 250 1,592 1,937 128 5,264 563,249.00$ 29,211.51$ 2,427.18$ -$ 594,887.69$

Estimated Hours

Wildwood Consulting Summary Items

WILDWOOD CONSULTING, INC. 2016-2017 STATEWIDE FACILITATION SERVICES –Page 9 of 9

EXHIBIT I

TA 18: Middle St. Johns River

• 37000098 (Tom Frick)

• 37910820 (Greg DeAngelo )

• 37020525 (Kevin Coyne)

• 37020330 (Julie Espy)

• 37010002 (Vacant)

• 37010680 (Vacant)

• 37010165 (Sara Davis)

• 37002090 (Vacant)

• 37020530 (David Glassner)

• 37011174 (Terry Hansen)

• 37010828 (Rick Hicks)

• 37010380 (Daryll Joyner)

• 37010308 (Wayne Magley)

• 37020849 (Anita Nash)

• 37010823 (Mary Paulic)

• 37010687 (Moira Homann)