ORDER NO. 31646 CONTRACT WITH BRANCH WATER SERVICES d/b/a J3S, INC. Came to be heard this the 8th day of March, 2010, with a motion made by Commissioner Williams, seconded by Commissioner Oehler, the Court unanimously approved by a vote of 4-0-0 to: Approve Contract with Branch Water Services d/b/a J3 S, Inc. for underwater surveys of Flat Rock Lake, not to exceed $35,000.00. ,~ COMMISSIONERS' COURT AGENDA REQUEST 3 J ~ y PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: Commissioner Williams MEETING DATE: March 8, 2010 OFFICE: Precinct Two TIME PREFERRED: SUBJECT: Consider, discuss and take appropriate action to approve contract with Branch Water Services d/b/a J3S, Inc., for underwater surveys of Flat Rock Lake. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON(S) ADDRESSING COURT: Commissioners Williams ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday. THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. Agenda Item Backup Memo Attached is a proposal for underwater surveying of Flat Rock Lake. The cost to do a "Full Density Survey" of the 27 acres of the lake closest to the dam (Section A on the aerial photo) and a light density survey of an additional 54 acres (Section B on the aerial photo) upstream to boat ramp will be $22,000. In addition, it is recommended that we also do the "Bottom Condition Option" which locates impediments to dredging and characterizes water intakes. Locating submerged objects is important if we are to consider contracting for removal. Added cost: $8,000. I have contact City Manager Todd Parton to provide him a copy of the Branch Water proposal and discuss the possibility of the city likewise contracting for surveying services in Section D and possibly Section C. If the city opts to survey Section C (which extends eastward on their shoreline), this could lower our $22,000 baseline cost, or we could divert those $$, and upgrade our survey to Full Coverage in Section B. Bottom line: Recommend NTE $35,000 depending on participant's choices. WHW Page 1 of 2 Bill Williams From: Les Boyd [MLB@freese.com] Sent: Friday, February 26, 2010 10:40 AM To: Bill Williams Cc: Les Boyd; Jimmy Saunders; Mike Nichols Subject: FW: Flat Rock Lake Proposal Attachments: image001.png; Kerrville Lake Project Plan & Proposal fwd Itr 100219.pdf Mr. Williams, I have reviewed the attached proposal from Jimmy Saunders and am forwarding same herewith. The base proposal is $31,800 for Branch Water. Options are presented which would address some of the County's additional requests and increase the proposal amount. Please call to discuss after you have had an opportunity to review the proposal. Thanks Les Boyd From: Jimmy Saunders [mailto:jimmy.saunders@j3s.us) Sent: Friday, February 19, 2010 4:40 PM To: Les Boyd Cc: Tim Raymund' Subject: Flat Rock Lake Proposal Les, Attached is the proposal and a project plan. They contain options that will let them select the data density vs. cost and will allow some insight into the cost of the items that were new requirements. We had not planned on three things in our original discussion: 1. The water velocity over the dam is much higher than anticipated (a factor of 5 to 10 more and can vary rapidly) which makes surveying near the spillway more expensive. This shows up as an increase in the baseline price. 2. The requirement to locate and characterize the low flow bypass plug and the City water intake. (Of course the plug is near the spillway, compounding the problem.) This is included in the Bottom Condition Option. 3. The need to locate debris for clean up. This is included in the Bottom Condition Option. Summary: Baseline - conduct a full density survey for the 27 acres closest to the dam and a light density survey upstream to the County boat ramp, and additional 54 acres. ($22,000) Bottom Condition Option (recommended) -locate impediments to dredging and characterize the city water intake, the low flow bypass drain plug, and other intakes as practical. ($8,000) City Park Option Area D (recommended) -conduct light density survey of the upper reaches off the north shore of Kerrville Park, about 7 acres. ($1,800) Full Upgrade Option (not recommended)- upgrade all areas (B, C & D) to full density. ($15,000) Full Upgrade of Area B (not recommended)- upgrade only Area to full density. ($9,000) 02/26/2010 Page 2 of 2 Bottom Line: If we do what we believe will work and cover all their needs and the City Park it will be $31,800. The only way make a material difference in the price is to cut out some of the survey area or reduce the survey density upstream of the dam, or both. Sorry to push you to closing time. Let me know if you need anything else. Feel free to call on the weekend if you want. Jimmy Saunders J3S, Inc. 512-259-6005 office 512-762-8559 mobile (preferred) "This e-mail as well as attachments, if any, is solely for the use of the addressee and may contain J3S proprietary information and may be subject to restrictions as U.S. Government export controlled technical data. If you are an unintended recipient of this a-mail the use, disclosure or distribution of its content is prohibited. Please notify the sender by return e-mail and immediately delete this message from all storage devices." This electronic mail message is intended exclusively for the individual or entity to which it is addressed. This message, together with any attachment, may contain the sender's organization's confidential and privileged information. The recipient is hereby notified to treat the information as confidential and privileged and to not disclose or use the information except as authorized by sender's organization. Any unauthorized review, printing, retention, copying, disclosure, distribution, retransmission, dissemination or other use of, or taking of any action in reliance upon, this information by persons or entities other than the intended recipient is prohibited. If you received this message in error, please immediately contact the sender by reply email and delete all copies of the material from any computer. Thank you for your cooperation. 02/26/2010 BranchWater Services 46oi West Hi wa~29 Georgetown, TX X8628 JFS/000510%ds February 19t , 2010 Mr. Les Boyd Freese and Nichols, Inc. 10814 Jollyville Road Austin, Texas 78759 Subject: Hydrographic Survey Proposal of Water Impounded by Flat Rock Dam in Kerr County Branch Water Services is pleased to forward a proposal for conducting underwater surveys of Kerrville Lake, better known as Flat Rock Lake in Kerrville, Texas. The proposal is based on our understanding of the requirements and desires of the Kerr County Commissioner's Court and data from the United States Geological Survey. Enclosed you will find the proposal suitable for use in a contract or order and a project plan which may provide supplemental information. Please be advised that the price quotations in this proposal are valid for 60 days and are subject to change if the conditions assumed for the proposal and stated therein are found to be in error. Branch Water Services is a doing business as of J3S, Inc. and is a certified Texas woman owned business. If you have any questions please address them to Jimmy D. Saunders, 512-762-8559, jimmy.saunders@j3s.us. ~~~~ Enclosures: 1) Flat Rock Lake Survey Plan 2) Flat Rock Lake Project Proposal ENCLOSURE (1) FLAT ROCK LAKE SURVEY PLAN BRANCH WATER SERVICES February 19th, 2010 Survey Goals and Assumptions: This plan is for an acoustic survey of Kerrville Lake, sometimes referred to Flat Rock Lake, upstream of Flat Rock Dam in Kerr County with the goal of providing detailed bathymetric and geographic information to facilitate the planning of silt and debris removal from the lake. The proposal is based on information available from USGS and the Kerr County Board of Commissioners. The following assumptions were used to prepare this proposal: • Kerrville Lake is a shallow, constant level lake contained within the primary banks of the Guadalupe River for a span of about 7,500 feet from Flat Rock Dam upstream to Legion Crossing Road and ranges from 300 to 1,200 feet in width. The Lake has approximately 90 surface acres and contains approximately 500 acre feet of water at an average depth of 5 feet and a maximum depth of approximately 14 feet. The dam is earthen with a concrete cap and accommodates a normal lake level spillway of about 165 feet in length. The nominal current at the spillway is about 1.7 ft/s 0110 cubic feet per second flow). • The Lake acoustic survey would encompass approximately S 1 acres from the dam to the upstream end of the Kerr County Park boat ramp where depth exceeds 3 feet, but may be extended to encompass deep water areas upstream to the Legion Crossing Road (an additional 7 acres). The acoustic survey would be supplemented by a shoreline survey in order to approximate the bathymetric features in shallow water. • Lake facilities suitable for monitoring of the acoustic survey (a location where data collection vessels can be visually monitored), and facilities suitable for launching sensor platforms (a boat ramp or natural feature usable as a boat ramp) made available to the survey crew. Survey Plan: The plan is to provide a high quality survey of the bottom contour of the lake from below the Flat Rock Park boat ramp to the dam to support decision making and potential contracting for silt removal. Survey Elements: For this purpose Branch Water Services proposes to conduct a survey with six principle parts: 1. A multi-beam (wide fan beam) sonar survey of the apparent lake bottom for depths greater than 3 feet. 2. Asub-bottom profiler (narrow beam, penetrating) sonar survey of the hard bottom of the lake beneath the silt for depths greater than 3 feet. 3. A survey of water intakes to include the City of Kerrville intake and a good faith effort to survey the residential intakes along the west shore of the lake. The inlets will be characterized by location and depth of the termination (suction) fixture. 4. A survey of the dam face to determine the location of the low flow bypass drain and its "plug" which is believed to be an empty butane tank. 5. A GPS shoreline survey of the lake shore including exposed islands. 6. Aside-scan (acoustic imagining) sonar survey of the lake bottom for depths greater than 3 feet. The multi-beam survey will provide data for a high resolution topographic representation of the lake bottom, the sub-bottom profiler will provide hard bottom data for a topographic representation of the native lake bottom below the sediment in areas where appreciable silt exists and the data to locate water intakes, the shoreline survey will improve the topographic representation of the lake bottom in shallow areas, and the side-scan survey will provide images of the bottom that will aid in the interpretation of features extracted in the multi-beam and sub-bottom surveys and identification of impediments to dredging. ENCLOSURE (2) Flat Rock Lake Project Underwater Surveying Support Prepared February 19th, 2010 1.0 Proiect: The County of Kerr, Texas is investigating potential options to dredge Flat Rock Lake in Kerrville, Texas. Several questions have arisen with regard to the volume of silt and the location of debris, water intakes and the low volume bypass drain. The County desires to formulate answers to the questions by conducting a high quality hydrographic survey of the reservoir to aid in planning and decision making. The underwater survey of the lake bottom will include the quantification and location of significant silt volumes, the lake bottom depth profile, the location of obstructions to potential underwater clean-up operations, and the location of major water intakes and the low flow bypass drain plug. 2.0 Background: Branch Water Services provides underwater surveys of physical conditions of the lake bottom using a variety of acoustic sensors and sensor platforms. Data from sensors are referenced to geo-locations in WGS-84, the Global Positioning System (GPS) standard geoid, using autonomous and differential GPS. Processed data products are referenced to NAD-83. Data product elevations conform to a monument altitude if provided. The acoustic sensors used include side scan sonar for bottom condition assessment, multi-beam sonar for bottom contour mapping, and sub-bottom profiler sonar for determining silt thickness and buried obstructions. These acoustic and GPS sensors will be deployed on survey boats and autonomous robotic vehicles. 3.0 Underwater Survey Work: Branch Water Services under contract to Freese and Nichols, Inc. (FNI) will determine the lake shoreline by conducting a shoreline survey and will conduct a survey of the bottom and sub-bottom depth. The sub-bottom will normally represent the native bottom of the lake or dense fill as opposed to apparent bottom at the top of soft sediment or silt. Branch Water Services will conduct the survey of the bottom for depths greater than 3 feet using multi-beam sonar and will conduct a survey of bottom and sub-bottom depth along the multi-beam data collection track at a coverage density selected. The multi-beam and sub-bottom sonar data will be processed along with the shoreline data to create a bottom depth contour map for areas of interest and will also create a silt depth profile that will be overlaid onto the bottom contour. If requested as an additional service, Branch Water Services will conduct a side scan sonar survey of all areas for objects of interest and potential obstructions to dredging and will geo-locate and identify such objects when encountered. 4.0 Specification of Work: Branch Water Services will conduct data collection surveys for the following described purposes. As applicable these services will produce data which meets the International Hydrographic Organization Standard for Bathymetric Surveys, Special Publication - 44, Survey Type lb. All elevations will be referenced to the local state plane ofNAD-83. Branch Water Services data products will be provided in common English engineering units to an accuracy of 0.5 feet or better except as noted in survey products. Hydrographic Survey will be conducted for the geographic areas and data densities designated by the customer and will consist of the following: 1. Shoreline survey. 2. Bottom side scan condition survey in depths greater than 3 feet with 90% or greater coverage. 3. Bottom multi-beam survey in depths greater than 3 feet except under piers with asub- bottom survey along the multi-beam survey track. Operations Schedule: 1) Within 14 days after authorization to start BranchWater will mobilize to conduct the shoreline and side scan surveys. 2) Shoreline and side scan data collection will take place over a 1 to 2 day period. 3) 7 days after taking the shoreline and side scan data BranchWater will mobilize to conduct the multi-beam and sub-bottom surveys. 4) Multi-beam and sub-bottom data collection will take place over a 2 to 4 day period, provided that nominal river flow rates are not exceeded. 5) 21 days after final data collection, survey products will be delivered. Products: 1) Survey Report to include topographic representations ofthe lake bottom, native bottom, silt, and characterization ofthe water intakes, and the dam "plug". The report will also describe the survey methods and the resulting accuracy. 2) A data set with bottom and native bottom elevations in local state plane on a 2 foot centered grid. 3) A presentation of the methods, data and findings. Cost Options: Baseline Survey (Full coverage survey of bottom and sub-bottom of area A (27 acres), light coverage survey of bottom and sub-bottom of areas B&C, lake shoreline survey of all areas, side scan survey of areas A, B &C) Optional Bottom Condition Survey (Identification and location of significant impediments to dredging as well as characterization ofmajor water intakes and the low flow drain plug.) Option 1 Additional Area (D) northeast shore of Kerrville Park (Add light coverage survey of bottom and sub-bottom of area D) Option 2 Upgrade data density of Areas B, C&D (Add full coverage survey of Areas B, C & D) Option 3 Upgrade data density of Area B only (Add full coverage survey of Area B) Figure 1. Flat Rock Lake Survey Areas 4. Deliver a report of survey methodology, accuracy analysis, and findings to include: a. A description of the equipment, operations, data processing methodology, and error modeling. b. A bottom contour survey error analysis providing the estimate of position and bottom depth error. c. A terrain map showing bottom and sub-bottom contours covering the selected areas to the shore line with contour lines at 1.0 foot intervals showing mean sea level elevations. In areas where elevation/depth data are not available, the missing data will be approximated by extrapolation from existing data. d. An electronic copy of the elevation data points on a 2 foot centered grid. e. A description of major water intakes, low flow drain plug, and significant obstructions to dredging. Survey Coverage is placed into one of three categories: 1. Full coverage means that >95% of the bottom area of depth greater than 3 feet is sampled by the multi-beam sonar. 2. Medium coverage means that >50% of the bottom area of depth greater than 3 feet is sampled by the multi-beam sonar. 3. Light coverage means that >15% of the bottom area of depth greater than 3 feet is sampled by the multi-beam sonar. Survey Schedule of work will be coordinated with FNI. Field activities will begin within 14 days after authorization to start unless otherwise agreed. The span of the survey will be up to 14 days including at least two field survey periods of 1 to 4 days. The survey report will be provided not later than 30 days after completion of the survey. 5.0 Fee Schedule: Fees will be billed on the basis of the applicable table below and paid on a net 15 day basis. Any onsite delay to the survey at the discretion of FNI or the County after Branch Water Services personnel are in transit to the field site will be billed at a rate of $300 per hour or $2,400 per day whichever is less. Fees are contained in Table 1 below: Table 1. -Fee Schedule Flat Rock Lake Surveys P i Total Surve Pro ress Pa ments ce r ~: Event % Total Base-line ,(Areas A full coverage, areas B &~; C ~li ~ ht- cov_era ~"e) (81 acres) Plannin &Surve Com lete 45% $ 9,900 ' Final Re ort Complete 50% $ 11,000 ;_~,; Data Product Acce ted 5% $ 1,100 ~~i z - ~ ~,~1, ~ L=' 1 .~nft'A~c ~ ~ H . ..t... TOTAL $ 22,000 Optional~Bottom Condition 81 acres) (90f Coverage plusitltakeaud drain~cliaracterzation) ~~ ~ Field Surve Com lete `- 25% $ 2,000 Final Data Product Delivered 70% $ 5,600 400 oduct Acce ted ata r 5% $ .,, ' ` TOTAL $ 8,000 Optional l Survey (adds light co~eia~c surrey of '.'Area D) . , . ; (7 acres) Field Survey Com lete 45% $ 720 Surve Com lete 50% $ 810 90 Data Product Acce ted 5% $ - ., TOTAL ~ 1,800 Option 2 Survey (Upgrades t~Il;aS I3, C~ & D to full ,.Ea covera e) _ Field Surve Com lete 45% $ 6,750 00 Final Data Product Delivered 50% $ 7,5 750 Data Product Acce ted 5% $ TOTAL 15,000 Option 3 Survey (Upgrades urea B only' to full cover~i~e) -~ :• ~ -~ ~~ '` Field Survey Com lete 45% $ 4,050 Final Data Product Delivered 50% $ 4,500 450 Data Product Accepted 5% $ .. TOTAL $ 9,000 Figure 1 shows the Flat Rock Lake area of interest, divided into segments labeled A, B, C and D. These labels correspond to the referenced areas in Table 1. Figure 1. -Flat Rock Lake Areas A, B, C and D