HomeMy WebLinkAboutRexburg Water FPS SOW 2022-09-20 FINALAttachment A
CITY OF REXBURG
WATER FACILITIES PLANNING STUDY UPDATE
SCOPE OF WORK
PROJECT DESCRIPTION
The City of Rexburg (“Owner”) has contracted with Keller Associates, Inc. (“Consultant”) to provide a Water Facilities Planning Study update. The Consultant’s scope of work has been
developed based on the following project description. As the project moves forward, some of the information may change or be refined, and additional information will become known,
resulting in the possible need to change, refine, or supplement the scope of work.
The Owner’s water system consists of nine wells currently in operation and a tenth well that is under construction that supply water to three pressure zones, five water storage tanks
with a total of 7.25 million gallons of storage, five booster stations, and more than 103 miles of distribution system piping. This Water Facilities Planning Study update is being funded
from the Owner’s Water Fund with a 50 percent planning grant match from the Idaho Department of Environmental Quality. This planning document is intended to be an update to the previous
Water Facilities Planning Study which was completed in 2014. The objectives of this planning study will be to identify existing deficiencies, evaluate alternatives, and develop a master
plan and capital improvement plan, documented in a Water Facilities Planning Study Update.
Consultant’s services are limited to those services outlined in the following scope of work.
SCOPE OF WORK
PROJECT MANAGEMENT
Consultant Responsibilities
Project Management. Provide general project administration services including contract administration, project accounting, scheduling, and internal project administration.
Kickoff Meeting. Prepare for and attend a project kickoff meeting with the Owner. The purpose of this meeting will be to establish design criteria, establish communication channels,
review the overall project schedule including major milestones and meetings, review objectives of the study, discuss available data and published materials that will be made available
by the Owner, and review process for deliverables including process for Owner review and approval.
Funding Support and Grant Administration. Perform the following funding support activities.
Support the Owner in reimbursement requests and project closeout, including preparation of the DEQ reimbursement request forms.
Owner Responsibilities:
Provide meeting space for project meetings. Provide advertising as needed.
Owner to provide timely review of reimbursement requests.
Assumptions:
Project management budget assumes a project schedule of up to 15 months.
Unless otherwise noted, meetings/workshops may include a combination of in person or virtual attendees. This assumption applies to this task as well as subsequent tasks.
Deliverables:
Monthly invoices.
Kickoff meeting agendas and meeting notes.
Request for information.
Reimbursement forms.
DATA ACQUISITION & FACILITY TOURS
Consultant Responsibilities
Request for Information. A request for information will be prepared by the Consultant describing the information needed including, but not limited to, the following items:
Daily water supply production data from 2013 to present in spreadsheet format to provide continuous water production data since the prior study.
Water meter consumption data (previous two years). Identify major water users within the service area with private water supplies. Individual data to be exported to spreadsheet format
with user type (i.e., residential, commercial), and georeferenced link to model or GIS (i.e., parcel data, address, or meter ID).
24-hour SCADA data for pumping rates and reservoir levels for peak demand periods to be identified by Consultant.
Water quality monitoring data, or Consumer Reports for the last three years.
Financial summary records, including annual expenses, revenues, replacement budgets, number, and type of accounts, etc. for the last five years.
Record drawings for major pumping and storage facilities that were completed since the last study.
Current water model in WaterCAD format.
Base mapping, including roadways, parcel lines, political boundaries, land use, topographic contours, current aerial imagery, water facility locations, hydrants, valves, and pipelines
(along with material and size attributes) to be provided in GIS format.
Population growth projections, land use, anticipated development densities, and anticipated growth areas.
Reported well/booster production rates, pump curves, and well drawdown information.
Available water rights information.
Age information for existing facilities and pipelines, where available.
Summary of existing system controls (i.e., pump on/off settings).
Storage tank inspection reports.
Other related planning documents (transportation, wastewater, water management and conservation, etc.).
List of known problems/issues.
Site Tour. Consultant will conduct a site tour with Owner’s operation staff of the new wells, booster station(s) and storage reservoirs constructed since the last study, and of existing
PRV stations with known problems; to assess general conditions, interview Owner staff, and note known and observed problems. This site tour will occur in conjunction with the Kickoff
Meeting.
Hydrant Testing. Develop a hydrant testing plan to collect data to be used in model calibration. Conduct one day of hydrant flow testing. Provide hydrant meter and pressure gages
and coordinate with Owner staff who will assist in gathering data. Note system boundary conditions (ie supply flow rates and tank levels) during time of testing.
Data Collection and Review. Collection and processing of furnished data, mapping, and reports. Provide a follow-up Request for Information for supplemental data.
Owner Responsibilities
Provide requested data within two weeks of request.
Complete field work and provide sampling/testing, if required.
Conduct site tour with Consultant; provide access to facilities and records.
Provide two staff for hydrant testing. Be responsible for public notices, traffic control (if required), and controlling and observing system operations during hydrant testing.
Assumptions
Site tour is limited to visual observations and is not intended to be a comprehensive inspection. Consultant will not enter confined spaces. Structural and electrical engineering reviews
are not included in the scope of work but could be completed as an additional service.
Deliverables
Requests for Information
PROJECT PLANNING
Consultant Responsibilities
Location. Provide brief description of project location.
Study Area. Assist Owner in identifying the 20-year service area. It is anticipated that the existing city impact area will be used for this study area.
Environmental Resources. Document natural resources in the project area, including land use, flood plains, wetlands, historic, biological, water quality issues, socio-economic, climate,
geography, soils, rivers, and air quality.
Growth Trends. Review historical residential growth projections and summarize recommended growth rates. Include BYUI projected student population from BYUI Water Study, with permission
from BYUI. Owner may provide input on growth rates from an adopted Comprehensive Plan, or other source.
Water Quality Requirements. Document drinking water standards and monitoring requirements.
Water Demand Projections.
Review Historical Data. Review water production data supplied by the Owner, including BYUI and other commercial accounts as a block of users to understand commercial usage as a percentage
of the total usage. Evaluate seasonal variations in water demand. Develop average day, maximum day, and peak hour design demands. Summarize demands per equivalent dwelling unit.
Evaluate Water Loss. Water production data will be compared to water consumption data for a two-year period to approximate the amount of unaccounted for water.
Demand Projections. Consultant will work with the Owner to develop 20-year population projections, future land use and densities.
Fire Flow Demands. Summarize desired fire flow requirements per local fire authority requirements.
Additional Planning Criteria Considerations. Summarize additional regulatory and industry standard planning criteria for water supply redundancy, storage requirements (operational, peaking,
emergency, and fire storage components), mechanical redundancy, minimum and maximum operating pressures.
Community Engagement. Describe the City’s approach to engage the community in the planning process.
Draft Plan Section. Prepare draft section writeup. Final document to have Owner’s comments incorporated.
Planning Workshop Meeting. Set the project meeting agenda and provide minutes. This meeting will be a workshop to review final planning criteria.
Owner Responsibilities
Provide input and approval on growth projections and planning criteria.
Assist in coordinating with local fire authority.
Provide review and comments of draft write-up.
Assumptions
Planning criteria will not be changed once established. Changing planning criteria may result in rework which can be completed as an additional service.
Growth projections are limited to a 20-year planning horizon.
Growth trends for non-residential users will be the same as residential.
Scope excludes environmental work. If required, environmental permitting and field work (i.e., wetland delineations/investigations, biological assessments, and cultural resource surveys)
will be provided as an additional service.
BYUI will provide recent BYUI Water Study for inclusion in planning criteria development.
Deliverables
Draft Project Planning write-up.
Project meeting agenda and minutes.
EXISTING FACILITIES EVALUATION
Consultant Responsibilities
Base Map. Update the existing system base map using drawings provided by the Owner, showing location of key facilities and pipelines and pressure zone boundaries. Update the water system
schematic from the previous study.
History. Provide brief history of existing system using information provided by Owner.
Water System Management Classification, Operators and License. Provide a brief writeup of system required licensing and current operator license information.
Water Supply and Delivery Evaluation. Compare existing and future projected water demands to the existing firm water supply capacity of the water system and available water rights.
Summarize existing water supply deficiencies. Estimate how much the City can grow utilizing its existing ground water rights and permits. Compare max day plus fire and peak hour demands
to firm delivery capacity for each pressure zone.
Water Storage Evaluation. Assess existing and future operational, peaking, emergency, and fire storage needs based on planning criteria. Consider delivery capacities of pumping facilities
and control valves in identifying potential storage and delivery deficiencies within individual pressure zones.
Water Distribution System Evaluation.
Water Model Development and Calibration. Use existing base mapping, record drawings, water demand information, pump curves from new pumps since the last study, and Owner provided data
to update the existing system model. Using field collected data, calibrate the existing water model.
Existing System Evaluation. Exercise computer model to check system pressures and impacts and denote areas below 40 PSI and above 80 PSI. Evaluate system against fire flow planning
criteria and report available fire flows and fire flow deficiencies. Evaluate system headlosses and pipe velocities to identify potential transmission bottlenecks.
Future System Evaluation. Expand model to include additional pipe network requirements associated with servicing new growth areas. Add demands from new growth. Exercise the model
to identify potential system deficiencies attributed to new growth.
Model Use Training for Owner Staff. Provide six hours of on-site training for Owner’s staff on the use of the model.
Water Quality. Existing water quality data will be reviewed for each of the sources and at distribution system sampling data locations, if available. Identify if treatment beyond chlorination
is required.
Financial Status of Existing Facilities. Discuss and summarize historical fees and rate structures. Budget and capital improvements will be addressed under a separate task.
Water/Energy/Waste Audits. Provide brief write-up discussing variable frequency drive motors. Document other readily available energy audits provided by the Owner.
Review Meeting Workshops. Lead a workshop meeting with the Owner to review preliminary findings.
Draft Plan Section. Prepare draft section writeup. Final document to have Owner’s comments incorporated.
Owner Responsibilities
Review and comment on draft documents.
Participate and provide meeting location for workshop meetings.
Assumptions
This scope assumes that evaluating of treatment options beyond chlorination will not be required.
Scope excludes water rights research, permitting support services, and hydrogeologic investigations.
If model does not readily calibrate to existing conditions, and additional field work is recommended to troubleshoot the Owner’s water system, these services can be completed as an additional
service.
Energy evaluations exclude field work and wire-to-water evaluations.
WaterCAD modeling software will be used for hydraulic modeling. Water modeling scenarios will be steady state. Extended period modeling will not be conducted. Budget includes a $1,500
hydraulic modeling software fee.
Deliverables
Meeting agendas and minutes.
Draft existing facilities evaluation write-up.
NEED FOR SYSTEM IMPROVEMENTS
Consultant Responsibilities
Health, Sanitation, and Security. Summarize concerns and relevant regulations from state and federal agencies.
Aging Infrastructure. Incorporate summary findings of conditions assessment of assets and summarize available pipeline age/material information.
Reasonable Growth. Discuss and document growth capacity to meet needs during planning period. Facilities proposed to be constructed to meet future growth needs will be summarized in
a separate task.
Compliance with State and Federal Regulations. Summarize existing deficiencies with state and federal regulations. Also summarize deficiencies in meeting established planning criteria.
Draft Plan Section. Prepare draft section writeup. Final document to have Owner’s comments incorporated.
Owner Responsibilities
Provide input and review of this section of the plan.
Participate and provide facilities for workshop meetings. Provide public notices, if required.
Deliverables
Draft write-up summarizing needs.
ALTERNATIVES ANALYSIS
Consultant Responsibilities
Alternatives Evaluation. Where improvements are not relatively straightforward, evaluate alternatives for supply, distribution and storage that will be selected to resolve the system
deficiencies and meet the target planning criteria. Utilize the computer model to develop future scenarios to reflect 20-year growth needs and recommended improvements. Benefits and
drawbacks will be summarized for each alternative. A “no action” alternative will also be considered for each category.
Supply Alternatives. Evaluate up to three supply alternatives that address the existing and anticipated future system deficiencies.
Storage Alternatives. Evaluate up to three storage alternatives that address the existing and anticipated future system deficiencies.
Distribution Alternatives. Where improvements are not relatively straightforward, evaluate up to three distribution alternatives that could increase fire flow and meet desired pressures,
including up to two alternatives for an additional pressure zone higher that the current upper pressure zone. Provide discussion on general pipeline alternatives including replacement
and parallel pipelines. Additional refinement of pipeline alternatives is anticipated to occur in future predesign tasks associated with these projects.
Site Plan/Schematics. Develop a master plan concept map and/or figures showing selected alternatives.
Environmental Impacts. A summary of the preliminary environmental screening of the supply alternatives, storage/pressure alternatives, and distribution alternatives will be developed.
Improvement projects will address climate, land use, floodplain, wetlands, water quality, rivers, wild, cultural resources, flora and fauna.
Land Requirements. Discuss property needed for alternatives.
Potential Construction Problems. Discuss possible construction challenges for supply, storage/pressure, and distribution alternatives.
Sustainable Considerations. Discuss potential water and energy efficiency and green infrastructure elements to be considered during design.
Alternative Cost/Benefit Analysis. Prepare planning level cost estimates for preferred alternative(s). Assist in comparing benefits, drawbacks, and costs of up to three viable alternatives.
This will include life cycle cost analysis on preferred alternatives. Discuss non-monetary factors such as operations, maintenance, sustainability, and impacts to adjoining lands.
Life-cycle costs will be provided that include capital cost, operations, and maintenance for a 40-year life cycle evaluation.
Review Meeting Workshop. Lead a workshop meeting with the Owner to review findings. Outcome of meeting is anticipated to include consensus of recommended improvements.
Draft Plan Section. Prepare draft section writeup. Final document to have Owner’s comments incorporated.
Owner Responsibilities
Provide a review of the alternatives considered and input on selection criteria and ultimate selection of preferred alternative.
Provide direction on which public/private lands to consider for improvement alternatives.
Participate and provide facilities for workshop meeting. Provide public notices, if required.
Deliverables
Meeting agenda and minutes.
Draft Alternative Analysis write-up.
PROPOSED PROJECTS (RECOMMENDED ALTERNATIVES)
Consultant Responsibilities
Capital Improvement Plan.
Summarize recommended improvements.
Prepare planning level cost estimates for recommended improvements.
Provide separate summary sheets for each capital improvement.
Preliminary Project Schedule. Summarize costs for 5-year, 10-year, and 20-year needs.
Permit Requirements. Discuss what permits may be needed for Priority 1 improvement projects.
Sustainability Considerations. Discuss how the priority improvement projects will enable the Owner to serve its customers and be able to operate and maintain the system. Discuss how
the projects will accommodate green infrastructure and efficiencies.
Organization and Staffing Requirements. Summarize recommended staffing requirements reported by the Owner.
Financing Options. Summarize potential financing options available for Priority 1 improvements.
Annual Budget Considerations.
Summarize Operating Revenues and Expenses. Using information provided by Owner, summarize existing annual operating expenses and revenues and identify existing budgets dedicated for
capital expansion and replacement projects.
Annual Operations and Maintenance Costs. Assess the operations and maintenance cost implications for the Priority 1 improvement projects.
Assess User Rate Impacts. Use the information above to assess the percent user rate increase required to generate target revenues. Considerations for also funding annual replacement
budgets will also be given, although it is likely that annual replacement budgets will need to be phased in over a number of years.
Review Meeting Workshop. Lead a workshop meeting with the Owner to review an overall summary of the plan, selected improvements, and budget implications.
Draft Plan Section. Prepare draft section writeup. Final document to have Owner’s comments incorporated.
Owner Responsibilities
Provide input on the prosed projects.
Participate and provide facilities for workshop meeting. Provide public notices, if required. Provide input on land /easement costs.
Provide review and comments on the plan.
Assumptions
An evaluation of operation and maintenance budgets, except as noted for Priority 1 Improvements above, is not included as part of this study but can be provided as an additional service.
For future distribution system projects anticipated to be developer driven and developer funded, summarize only pipeline upsize costs.
Scope excludes a detailed user rate analysis, including evaluation of individual rate structures, cost-of-service evaluations, and connection fee studies. These services can be provided
as an additional service.
Deliverables
Draft writeup of capital improvement plan.
FACILITY PLAN DOCUMENTATION & PUBLIC MEETING
Consultant Responsibilities
Prepare and combine draft documents for the facility plan. Add executive summary and assemble appendix materials. Draft documents to be updated to address Owner comments. Submit final
draft report for Owner review.
Public Meeting. Prepare materials for and present summary findings in a public meeting.
Address Owner and public comments and submit for agency review.
Address agency comments and finalize document.
Owner Responsibilities
Review and comment on final draft plan in a timely manner.
Pay agency review fees, if applicable.
Participate and provide facilities for public meeting. Provide public notice as required (typically no less than 14 days in a newspaper of community-wide circulation). Assist in addressing
public comments.
Deliverables
Public meeting presentation materials.
Two (2) paper copies of the plan and one electronic copy in PDF format.
Water model electronic copy.
OPTIONAL SERVICES (Not Included)
Consultant Responsibilities
SCADA Master Plan
Field work, including survey check, material testing, additional flow monitoring, etc.
User Rate or Connection Fee Study
Environmental Field Work
Additional Meetings, Public Outreach, or Stakeholder Support
Staffing, operations and maintenance evaluation and recommendations beyond what is listed in the scope of work
Energy efficiency evaluations
Water management and conservation planning
Water system resiliency evaluation, vulnerability assessment, and emergency response planning.
Environmental studies, field investigations, and permitting support
SCHEDULE
Consultant intends to provide a draft Water Facilities Planning Study document for Owner review within 15 months of receiving the requested information from the Owner. The schedule assumes
that requested information is provided by the Owner within the timeframes indicated in the scope of work, and that Owner reviews are generally completed within one week.
COMPENSATION
As compensation for services to be performed by Consultant, the Owner will pay Consultant as described in the following table. The total authorized budget amount will not be exceeded
without written authorization from the Owner.
Task
Type
Amount
Task 1 - Project Management
LS
$ 5,830
Task 2 – Data Acquisition & Facility Tours
LS
$ 7,420
Task 3 - Project Planning
LS
$ 14,905
Task 4 – Existing Facilities Evaluation
LS
$33,830
Task 5 – Need for system Improvements
LS
$5,400
Task 6 – Alternative Analysis
LS
$25,115
Task 7 – Proposed Projects
LS
$22,880
Task 8 – Facilities Plan Documentation & Public Meeting
LS
$4,620
Optional Services
$0
Management Reserve
T&M
$0
TOTAL COST
$ 120,000
LS = Lump Sum T&M = Time and Materials