Scope of Work: PREPARATION OF A DRAINAGE DESIGN MANUAL ...

Scope of Work: 

PREPARATION OF A 

DRAINAGE DESIGN MANUAL FOR YAVAPAI COUNTY 

Prepared for: 

Yavapai County Flood Control District (District) 

Prepared by: 

JE Fuller/ Hydrology & Geomorphology, Inc. 

1 West Deer Valley Road, Suite 101 

Phoenix, Arizona 85027 

623‐889‐0166 

March 22, 2012

YAVAPAI COUNTY FLOOD CONTROL DISTRICT 

PREPARATION OF A 

DRAINAGE DESIGN MANUAL FOR YAVAPAI COUNTY 

SCOPE OF WORK 

March 22, 2012 

1. INTRODUCTION 

Yavapai County Flood Control District administers the National Flood Insurance Program (NFIP) within 

Yavapai County through the Flood Damage Prevention Ordinance which regulates development within 

designated special flood hazard areas. Land Development is regulated by the Development Services 

Department through the Subdivision Regulations and through its Building Safety Division. The County 

Road System is managed and maintained by the Public Works Department through the Road 

Ordinance. Each of these County Departments has responsibility for dealing with storm water runoff in 

one way or another. The purpose of the Drainage Design Manual for Yavapai County (DDM) is to 

supplement the Yavapai County Subdivision Regulations by providing minimum requirements and 

guidelines for addressing storm water issues associated with new and existing development. A 

secondary purpose is to provide guidance and detail for implementation of the Flood Damage 

Prevention Ordinance. 

The Mohave County Drainage Design Manual, completed in 2009, has been identified by Yavapai 

County staff as being representative of what is desired for the DDM. The purpose of this project is to 

incorporate and adapt the Mohave County Drainage Design Manual to reflect the specific requirements 

of Yavapai County and to produce a new DDM which will ultimately replace the 2005 Drainage Criteria 

Manual for use in Yavapai County. The process for producing the DDM includes a series of workshops 

with County staff to review the Mohave County Drainage Design Manual and identify modifications to 

be incorporated into the DDM. This scope of work includes collection and review of existing County 

ordinances, regulations, and policies; planning and facilitating a series of workshops with County staff; 

and development and production of the DDM. The scope of work is described more fully in the 

following sections. 

2. PROJECT MANAGEMENT 

The consultant’s project manager will be knowledgeable of the progress and have responsible charge of 

the progress of each phase of the project. The project manager will be the point of contact for the 

County and will keep the County informed of all coordination with outside agencies and other affected 

parties. The project manager will be responsible for all administrative issues, technical direction of the 

work, scheduling, and budgetary oversight for the project as well as coordination and reporting with 

the County’s project manager. 

2.1. Project Schedule 

A project schedule will be prepared by the consultant and presented at the project kick‐off 

meeting. The schedule will be updated as needed during the course of the project. The schedule 

will show meetings, submittal dates, significant project milestones, and County review periods. 

The schedule will allow two weeks for each County review. 

Drainage Design Manual For Yavapai County Page 2 

Scope of Work

2.2. Meetings 

2.2.1. Workshops 

A series of up to seven (7) workshops will be facilitated by the consultant with a project 

workgroup assembled by the County. The workshops will be used to review each of the 

proposed chapters of the DDM and develop recommendations for development of the new 

DDM. The workshops are described in more detail in Section 4.1.2 of this Scope of Work. 

An additional three (3) OPTIONAL workshop meetings are included in the scope and fee. The 

Optional workshops are not authorized with the notice to proceed and will only be conducted 

and paid if requested by the County in writing. 

2.2.2. Project Meetings 

The following project meetings will be held during the project: 

Kick‐off Meeting 

A Project Kick‐off Meeting will be conducted within a week of receipt of notice to proceed. 

The consultant will provide the project schedule and will review the sequence of tasks and 

important milestones in the scope of work. The county will present the goals and priorities 

for the project and provide any special instructions to the consultant. 

Review Meetings 

During the period when the workshops are being conducted, the consultant may meet with 

the county project manager for review of the project either immediately before or after the 

workshop. Therefore no additional meetings are included in the scope during that time. 

After the workshops are completed and the manual is being finalized, periodic progress and 

deliverable review meetings will be held as needed at the county offices. It is anticipated that 

such meetings would be held approximately on a monthly basis. Up to four (4) review 

meetings are included in the scope of work for this purpose. 

2.2.3. Constituent and Stakeholder Meetings 

It is anticipated that at some point the County may want to distribute the manual for review 

and comment by City’s, Town’s and other stakeholder entities or consultants within the 

County. Participation and follow‐up to constituent and stakeholder meetings by the 

consultant is not included in this scope of work, but may be added by the County via contract 

amendment. 

2.2.4. Public or Board of Supervisors Meeting 

One OPTIONAL public meeting or Board of Supervisors presentation is included in this scope 

of work. The Optional public meeting or Board of Supervisors presentation is not authorized 

with the notice to proceed and will only be conducted and paid if requested by the County in 

writing. The Consultant will attend the meeting and participate as necessary in preparing a 

presentation. The County will make arrangements for any needed meeting location 

accommodations and announcement of the meeting to the public. 



2.3. Project Coordination 

Project coordination includes ongoing coordination through telephone conversations and written 

correspondence with the County’s project manager and other County staff. 

An OPTIONAL allowance ($10,000) is included in the project fee for Yavapai County Directed 

Services. The Optional services are not authorized with the notice to proceed and will only be 

conducted and paid if requested by the County in writing. 

3. DATA COLLECTION AND REVIEW 

The consultant will collect and review pertinent documents from the County including codes, 

ordinances, permits, policies, and procedures in order to identify processes and requirements relating 

to storm water and drainage. County documents to be reviewed include, but are not limited to, the 

following: 

• Flood Damage Prevention Ordinance 

• Subdivision Regulations 

• Road Ordinance 

• Drainage Criteria Manual 

Other documents and drainage manuals that may be reviewed include: 

• Mohave County Drainage Design Manual 

• Drainage Design Manual for Maricopa County, Volumes 1‐3 

• ADOT Highway Drainage Design Manuals 

• Arizona State Standards (ADWR) 

An editable version of the Mohave County Drainage Design Manual (MS Word format) will be provided 

to the consultant by the County for consultant’s use in developing the DDM. 

4. MANUAL DEVELOPMENT 

Development of the DDM will be conducted in 2 phases. Phase 1 will include Data Collection and the 

facilitation of Workshop 1 and 2 as described below. Phase 2 will include the remaining workshops and 

production of the DDM. An initial scope of work is included for Phase 2 tasks based on the initial 

understanding of the work. Upon completion of Phase 1, the Phase 2 scope of work will be reviewed 

and revised as necessary based on the results of the Phase 1 tasks. 

4.1. Workgroup 

The county will assemble a workgroup to provide guidance and direction to the consultant on 

issues pertinent to adaptation of the Mohave County Manual for Yavapai County. It is anticipated 

that the workgroup will consist of representatives from the following departments: 

• Flood Control 

• Public Works – Roads 

• Development Services ‐ Building Safety 

• Development Services – Planning & Design Review 



4.2. Workshops 

A series of up to seven (7) workshops will be facilitated by the consultant with the workgroup to 

review each of the proposed chapters of the DDM. The workshop topics may change as the 

project progresses; however, the following topics are initially anticipated for each workshop. Cited 

chapters are based on the Mohave County Drainage Design Manual contents: 

Workshop 1: 







Planning Process Clarification Exercise 

Chapter 1‐3, Legal Aspects & the Planning Process 

Chapter 4‐6, Public Safety, Policies & Standards, Stormwater Quality 

Chapter 8, Floodplain Management 

Chapter 7, Hydrology 

Chapter 9‐14, Hydraulics Topics 

Chapter 15‐17, Stormwater Storage, Erosion Control, Sedimentation 

Chapter 18, Documentation Requirements 

Undesignated 

Workshops will be held at the offices of the Yavapai County Flood Control District on 

approximately a monthly basis and will be scheduled for 3 to 4 hours each. The consultant will 

prepare the agenda and will facilitate the discussions. The decisions and direction given will be 

documented by the consultant in meeting minutes. 

4.3. Policy & Ordinance Recommendations 

As the workshops are conducted, the consultant will assist the county in identifying needs and 

opportunities to update or add policies and ordinances to facilitate improved coordination and 

procedures for the development review process and to promote more effective storm water 

management within the county. The consultant will tabulate the recommendations for the 

county. The county will be responsible for any follow‐up activities to implement the 

recommendations. Writing of policy or ordinance documents is not included in this scope of work. 

4.4. Production of DDM Chapters 

Upon completion of each workshop, the consultant will prepare a draft DDM chapter for each of 

the topics discussed. Each draft chapter will be submitted to the county for review prior to or at 

the next workshop. Preparation of draft chapters will include editing the text from the Mohave 

County Drainage Design Manual to incorporate Yavapai County specific procedures and criteria. It 

is anticipated that some chapters may require minimal editing while others may require 

substantial re‐writes. It is assumed that 20 to 30 percent of the figures and tables within the 

manual will require Yavapai County specific modification. The remaining figures and tables are 

general in nature and will be transferred directly to the Yavapai County DDM without modification. 

4.5. Computer‐Based Applications 

The Mohave County Drainage Design Manual uses hydrologic methods adapted from the ADOT 

Highway Drainage Design Manual and the Drainage Design Manual for Maricopa County, 

Hydrology. All of these manuals are written to support the use of the Hydrologic Engineering 

Center HEC‐1 Hydrology computer program. Additionally, the Maricopa County and Mohave 



County Manuals utilize the DDMSW program to perform rational method calculations and to 

prepare HEC‐1 input files utilizing GIS‐based datasets. To fully implement a conversion of the 

Mohave County Drainage Design Manual for use in Yavapai County, the DDMSW program should 

be modified to incorporate Yavapai County criteria and the GIS datasets should be developed for 

Yavapai County. The county has currently elected not to include Development of the DDMSW 

software and supporting GIS datasets for Yavapai County it is therefore not included in the current 

scope of work, however, the possible addition of computer based applications will be reviewed as 

part of Phase 1 of the project and could be added to the Phase 2 scope of work by written 

amendment to the agreement. 

5. DELIVERABLES 

Upon completion of the workshops and acceptance of the edited draft chapters, the DDM will be 

assembled by compiling the chapters into a single document and preparing the final document 

including cover, title page, table of contents, list of figures, references, appendix, etc to complete the 

Manual. The following deliverables will be provided upon completion of the project: 

• Drainage Design Manual for Yavapai County – Electronic .pdf version 

• Drainage Design Manual for Yavapai County – Electronic MSWord document 

• Drainage Design Manual for Yavapai County – Bound Hardcopy (2 sets)

Scope of Work: PREPARATION OF A DRAINAGE DESIGN MANUAL ...

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