Request for Proposals Environmental Engineering Services Lakes and Stormwater Management Plan and Related Project Engineering Services

12/18/2020

Request for Proposals
Environmental Engineering Services
Lakes and Stormwater Management Plan and
Related Project Engineering Services
 
RFP Issue Date: December 18, 2020
 
Proposal Due Date: March 5, 2021 at 2p.m.
 
Lake of the Woods Association, Inc., a large scale community association of 4,259 private home lots and over 8,000 residents in Locust Grove, Virginia, seeks the services of a qualified environmental engineering firm with expertise in the areas of recreational water quality and stormwater management to write a custom Lakes and Stormwater Management Plan (aka “Plan”) for the Lake of the Woods Association.  Prospective firms must submit their proposals no later than 2 p.m. local time on March 5, 2021, to the General Manager’s Office, 102 Lakeview Parkway, Locust Grove, Virginia 22508.
 
Results of the Lakes and Stormwater Management Plan will help inform the Board of Directors and membership towards steps to improve recreational water quality and stormwater management. The Board will use this Lakes and Stormwater Management Plan to decide prioritization and phasing of individual aspects.
 
LOWA will sign a professional services agreement with the successful firm in a form approved by the LOWA Attorney. LOWA is willing to include in the agreement a section on procurement of continuing related services to perform related area studies and project engineering services towards implementing the new Plan.
 
Issue Identification and Background
 
Much of life in the community is centered around its Lakes, and the health of the Lakes is of paramount importance to the LOWA Board of Directors and the lot owners. Each January, the Board of Directors adopts a resolution confirming Board support for funding and carrying out the Lakes Management Implementation Plan.  Additionally, in April and October each year, the Environmental Resources Manager provides a semi-annual progress report on the Lakes Management Implementation Plan.  Stormwater management has been a key focus area in recent years. 2018 severe storms prompted widespread complaints from lot owners to the LOWA Board of Directors for the Association to take actions to prevent flooding on the private lots.  LOWA has hired an engineering firm who is designing and leading the permitting effort for the Patrick Henry Court to Small Marina Drainage Improvement Project. LOWA has a Stormwater Manager on staff who monitors and makes recommendations to mitigate erosion in roadside ditches and along recorded drainage easements on the private lots. (See attached Resolution 2020-1 and October 12, 2020 Lakes Management Implementation Plan - Semi-Annual Review, and Lakes Management Implementation Plan – Completed Projects.) 
 
In 2012, after receiving the Williamsburg Environmental Group Plan, LOWA began implementing a custom, comprehensive, lakes management plan (attached). LOWA seeks a long term, cost effective Lakes and Stormwater Management Plan update and extension.   The Plan must include a comparison of current conditions to those documented in the 2012 Plan with analysis and recommendations for future actions by LOWA to improve health of the Lakes and stormwater management.
 
Issues to Be Resolved
 
The successful firm must prepare a Lakes and Stormwater Management Plan with a report of findings, recommendations, and conceptual layout, including an Executive Summary, based off existing conditions and LOWA staff water quality monitoring, stormwater management, and lake sediment dredging records. LOWA seeks continuous improvement of the health of its two Lakes and watersheds. LOWA seeks to partner with the successful firm to conduct area studies as well as design and construct individual structural control lakes management and stormwater projects.
 
 
Deliverables

  1. The successful firm must prepare a Lakes and Stormwater Management Plan Preliminary Report (90% completion) of findings, recommendations, and conceptual layout, including an Executive Summary, for review and comment by LOWA staff, Board of Directors, Working Groups, and associated Committees.

  2. Before preparing the Final Report, the successful firm must consider LOWA staff recommendations after staff’s review of the Preliminary Report.

  3. The successful firm must prepare a Lakes and Stormwater Management Plan Final Report of findings and recommendations, including an Executive Summary.

  4. The Final Report must include all the following sections of study/findings/data/recommendations, unless otherwise agreed to in writing:

  • Executive Summary (Lakes and Stormwater Management Plan summary) with major conclusions.

  • Existing Conditions (general description, natural features, land uses, utilities, base map and base data preparation, rainfall and runoff data, watershed hydrologic analysis, etc.)  1. Map large watersheds tributary to lakes (including outside LOW).  Estimate miles of roads per square mile in each watershed (miles of roads/sq mi is used as a proxy for non-point source pollution currently being produced per unit of land area.  The highest road density watersheds would be the ones to look at first to reduce non-point source pollution.)  2. Within LOW, map each sub-watershed of at least 10 acres that discharges into a lake showing all drainage channels in the sub-watershed.  This includes road ditches and drainage easement channels. 3. Review records of sediment removed by LOW’s dredge, which go back decades, to identify locations where the most sediment is being deposited in the lakes.  4. Recommendation for the installation and operation of a stream flow monitoring gage on Flat Run at Lakeview Parkway Bridge, including a plan for developing long-term flood frequency and crest stage data.  That data would advise future lakes management plans, management of the Veteran’s Dam, and FEMA flood mapping.

  • Water Quality (analysis of LOWA water quality data, nutrient mass loading analysis, lake eutrophic analysis, summary of water quality analysis, etc.)

  • Sediment Control (sediment mass loading analysis, stream erosion assessment, roadside ditch erosion, shoreline assessment, off-site watershed observations, summary of sediment assessment, etc.)  1. Assess stream channels upstream and downstream of cross-road culverts to identify culverts currently causing significant head cutting and/or downstream erosion.  2. Measure water depth in deepest part of lakes near dams and compare to prior measurements.  (Reservoir hydrologic science indicates that suspended fines make it past structural measures - like forebays – and will settle out in these areas.  Amounts can be significant over time.)

  • Aquatic Habitat and Aquatic Vegetation (current conditions analysis, recommendations, etc.)

  • Fisheries Survey (both Lakes - overall lake results, fish sampling results by species, etc.)

  • Watershed Management Strategies (structural controls, non-structural controls, stream stabilization and restoration)  1. Dealing with cross-road culverts identified to be causing significant erosion up and/or downstream by such measures as replacing culverts with culverts designed to simulate natural stream beds, downstream energy dissipators, and upstream jersey barrier dams.    2. Recommendations regarding roadside ditches.  This includes but is not limited to: assessment of roadside ditch reconstruction projects (2012-present), priorities for ditch stabilization projects, recommended procedures for ongoing maintenance such as cleaning and reshaping ditches that have filled with sediment and chips over the years, and assessing driveway culverts to identify those contributing to ditch and road shoulder erosion.

  • Stormwater (existing conditions, identification of possible flooding areas, stormwater drainage analysis, mapping of subdrainage tributaries, summary of stormwater system, recommendations for stormwater improvements, etc.)

  • Aquatic Plant Management (aquatic vegetation control, nuisance weed control, etc.)

  • Fisheries Management (fishery improvement strategies, species population control, phytoplankton and zooplankton, forage fish annual stocking strategies, habitat improvement strategies, summary of fisheries management, etc.)

  • Aquatic Invasive Species Prevention

  • Boating and Water Sports including wakeboarding, wake surfing, wake boating, boating, and other watersports activities (shoreline and lake bottom erosion/damage, analysis of effects to aquatic life and wildlife, recommendations – including recommendations for implementing shoreline protection to minimize reflection of wave energy back to lake, etc.)

  • Recommended Lake Management Plan (goals, recommended structural BMPs, stream restoration/stabilization recommendations, recommended non-structural BMP’s, aquatic plant management recommendations, fishery recommendations, recommended nutrient management, recommended water quality monitoring recommended public education, etc.)  Applying fluvial geomorphology to identify and fix crossroad culverts that unnecessarily cause stream channel erosion.

  • Cost Analysis (structural BMP, stream restoration, non-structural BMP, aquatic plant management, fishery, potential funding assistance recommendations, etc.)

  • 20-Year Implementation Plan (recommended phased implementation with costs, etc.) Prioritize projects and practices using a cost/benefit analysis to deliver a high return on LOWA’s investment. Estimate operating costs for annual budget purposes.

  • Quantitative Measures regarding pollutants and lake health for non-structural projects such as roadside ditch reconstruction and structural projects such as stream restoration. These quantitative measures will help LOWA explain the value of such projects.

  • Risk Mitigation recommendations to address both spill prevention measures and emergency response planning. Recommendations for LOWA quick response to protect the Lakes for events such as  force main breaks, marine and diesel fuel truck leaks, and/or boat maintenance incidents.

  1. The successful firm must meet on site four times in open meetings with a Board of Directors-appointed Working Group or the Board.  Association members will be welcome to attend.

  • Kickoff tour and meeting to discuss requirements with LOWA staff and the Working Group.

  • Work Session with Working Group to present concepts and Preliminary Report.

  • Work Session with Working Group to present refined concepts based on feedback from previous meeting.

  • Presentation of Final Report to the Board of Directors at a Board meeting. (Live and recorded for replay on LOWA website and cable TV channel.)

* Working Group: (to include but not limited to) Board of Directors representative, senior staff, and a Committee member from the Maintenance & Ecology Committee and the Lakes Committee.

Additional Deliverables
In addition to the deliverables listed above, LOWA may choose to authorize the successful firm to prepare an area study for two areas identified by the LOWA Board of Directors as 2018 Stormwater Hots Spots. LOWA would like the studies to have sufficient detail to the Preliminary Engineering level of design.  To that end, LOWA seeks non-binding cost estimates for this work. The hot spots are:

  1. 100 Monroe Street Culvert Improvements & Stream Restoration.  The 100 Monroe Street culverts under Lakeview Parkway need to be enlarged to prevent stormwater backup onto private lots. An initial study in March 2020 assessed this need and provided a recommendation for next steps.  

  2. 10th Fairway Stormwater Management. The private lots near the Golf Course need relief from rapid moving water across #10 Fairway and under Birdie Road to #14 Fairway Pond. One possible solution pursued by an architect in an initial assessment is to relocate the #10 golf green approximately 30 yards up the fairway and build a pond to catch and slow the excess stormwater.
     

Additional Project Engineering Services
After completion of the new Plan, the successful firm will be uniquely qualified to assist LOWA with related area studies and project designs and construction services. In the response to this RFP, LOWA would like to receive details of how the firm would envision working with LOWA on these items, including any preliminary cost figures. LOWA is willing to sign an agreement with the successful firm to streamline procurement of continuing related services
Project Area
The Project Area is an area bounded by:

  • All Lake of the Woods Association HOA properties.

  • All Watersheds to The Lake of the Woods Main Lake and Keaton’s Lake - interior and exterior of LOWA properties.   

 
Existing Conditions and Planning Environment
 
Lake of the Woods (LOW) is a private, planned residential community of single-family homes located in the northeastern tip of Orange County, Virginia.  LOW was developed in 1967 by Virginia Wildlife Clubs, a subsidiary of U.S. Land, Inc., and subsequently bought and developed by Boise Cascade Corporation. The Lake of the Woods Association, Inc. (LOWA) assumed ownership and control in 1972. LOW has since evolved into a community of permanent year-round residents, seasonal residents, and weekenders. A broad range of recreational, cultural, social, community service, and other activities are offered.
 
Main Lake is a 500-acre man-made lake. Depth of the Main Lake ranges from two feet at the upper southwest end, where Flat Run feeds the lake, to 45 feet at the upper end near Veterans Memorial Dam. The lake is fed by 4,557 acres (7.12 sq. miles). The lake is impounded by Veteran's Memorial Dam which spans 1,450 feet and is 60 feet tall. It was built in 1968. The normal level for the lake is 317.5 feet above sea level. This lake has two marinas, seven lake access areas, and eight sand beaches. The Main Lake is a multi-use amenity for the enjoyment of a wide variety of water activities, including fishing, water skiing, pleasure boating, personal watercraft (PWCs), swimming, sailing, canoeing, and kayaking.
 
Keaton’s Lake is a 24-acre lake in Section 13, aka Fishing Lake or Small Lake. Keaton's Lake has an average depth of 7 feet, the shallowest portion of the lake is at the confluence of Keaton's Run. Keaton’s Run dam spans 450 feet and is 34 feet tall, was built in 1968 and impounds the lake. Normal level for the lake is 284.0 feet above sea level. Total drainage area for Keaton's Lake is 755 acres (1.18 sq. miles).  Keaton's Lake has one boat launch area and one sand beach (Cumberland Beach located on Cumberland Circle). Keaton's Lake is open to swimming, fishing, canoeing, kayaking, and use of electric-powered watercraft.
 
Resources

  1. Map of Lake of the Woods Association (attached)
  2. 2012 Williamsburg Environmental Group LOWA Lakes Management Plan (attached)
  3. ‚ÄčResolution 2020-1, October 12, 2020 
  4. Lakes Management Implementation Plan- Semi-Annual Review
  5. ‚ÄčLakes Management Implementation Plan – Completed Projects.
  6. LOWA General Information: See www.LOWA.org (particularly “Lakes & Marinas” tab.)

RFP Point of Contact
Respondents are to address all questions to:
Bobby Jones, LOWA Director of Facilities - Interim
jjones@LOWA.org
540-972-5548
Interested firms are encouraged to submit a proposal to LOWA DFAC-I Bobby Jones by email by 2 p.m. on Friday, March 5, 2021.  (Note requirement for on-site tour.)
 
Proposal Content
The proposal must include:

  1. Letter of interest signed by a firm principal identifying a point of contact from the firm.

  2. Overview and experience of firm

  3. Identification of project manager and project team, including resumes with point of contact information

  4. Project approach to meet general requirements and specific actions

  5. Work schedule

  6. Examples of three similar projects

  7. Client references

  8. Non-binding cost estimates for services broken into logical sub-categories

   
Evaluation Criteria
LOWA will rate proposals according to the following criteria:

Evaluation Criteria

Percent

  1. Qualifications / Knowledge of the field

25

  1. Experience with similar projects

25

  1. Affordability of cost

25

  1. Understanding of the project

10

  1. Project approach

10

  1. Ability to work with community groups to reach decisions

5

  
RFP Schedule
RFP Issue Date:                                                      December 18, 2020
REQUIRED On-Site Tours (By Appointment)          February 1-12, 2021
Due Date for Submitting Questions                         February 12, 2021
Emailing Responses to Questions                           February 19, 2021
Due Date of Proposals                                             March 5, 2021 at 2 p.m.
Interviews                                                                 March 8 -12, 2021
Award and Notice to Proceed                                  March 18, 2021
Project Kickoff with Working Group                         March 2021
Field Work and Analysis                                          March-May 2021
Working Group Meeting (Concepts)                        May 2021
Preliminary Report                                                   May 14, 2021
Final Report                                                             July 7, 2021
Board of Directors Meeting (Final Report Presentation)           July 21, 2021