HomeMy WebLinkAboutTask Order 10628.B to MURRAY SMITH & ASSOCIATES for the “WATER MASTER PLAN 2017 UPDATE – PHASE 2” project for a Not-To-Exceed amount of $159,912.00 Page 1
Memo
To: CJ Coles, City Clerk,
From: Keith Watts, Buyer
CC: Kyle Radek
Date: 12/15/2016
Re: December 20 th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
December 20 th City Council Consent Agenda for Council’s consideration.
Approval of Task Order 10628.B to MURRAY SMITH & ASSOCIATES for the
“WATER MASTER PLAN 2017 UPDATE – PHASE 2” project for a Not-To-Exceed
amount of $159,912.00.
Recommended Council Action: Award of Task Order 10628.B to MURRAY
SMITH & ASSOCIATES for the Not-To-Exceed amount of $159,912.00.
Thank you for your consideration.
City of Meridian
Purchasing Dept.
CONTRACT CHECKLIST
I.
PROJECT INFORMATION
Date: 12/14/2016
REQUESTING DEPARTMENT Public Works
Project Name:
Water Master Plan, Phase 2
Project Manager: Kyle Radek
Contract Amount: $159,912
Contractor/Consultant/Design Engineer:
Murray, Smith, and Associates
Is this a change order? Yes ❑ No 0 Change Order No.
I1. BUDGET INFORMATION
(Project Manager to Complete)
III. Contract Type
Fund: 60
Budget Available (Purchasing attach report):
Department 3210
Yes I] No ❑
Construction ❑
GL Account 55090
FY Budget: 273,056
Task Order p
Project Number: 10628
Enhancement: Yes ❑ No ❑
Professional Service ❑
Equipment ❑
Will the project cross fiscal years? Yes El
No ❑
Grant ❑
IV. GRANT INFORMATION - to be completed only on Grant funded projects
Grant #: Wage Determination Received
Wage Verification 10 Days prior to bid due date Debarment Status (Federal Funded)
Print and Attach the determination Print, attach and amend bid by addendum (if changed) www.;am.gov Print and attach
V.
BASIS OF AWARD
BID
RFP / RFQ TASK ORDER
Award based on Low Bid
Highest Ranked Vendor Selected Master Agreement Category 1c
(Bid Results Attached) Yes ❑ No ❑
(Ratings Attached) Yes ❑ No ❑ Date MSA Roster Approved: 10/1/2016
Typical Award Yes ❑ No ❑
If no please state circumstances and conclusion:
Date Award Posted:
7 day protest period ends:
VI.
CONTRACTOR / CONSULTANT REQUIRED INFORMATION
PW License
Expiration Date: Corporation Status
Insurance Certificates Received (Date):
Expiration Date: Rating:
Payment and Performance Bonds Received (Date):
Rating:
Builders Risk Ins. Req'd: Yes ❑
No ❑ If yes, has policy been purchased?
(Only applicabale for projects above $1,000.000)
Vil. TASK ORDER SELECTION (Project Manager to Complete)
Reason Consultant Selected 1 Performance on past projects
Check all that apply O Quality of work P1 On Budget
ID On Time ❑ Accuracy of Construction Est
p 2 Qualified Personnel
O 3 Availability of personnel
p 4 Local of personnel
Description of negotiation process and fee evaluation:
PM and consultant reviewed scope of work. Reduced effort in some areas such as CIP workshop. Cost is in line with past master planning efforts which occur infrequently. Last
master plan effort was scoped in 2010 for a cost of $200,000 based on an estimated 1420 hours of consultant effort. The u rent cost is $160,000 based on an estimated at 972
hours. The per hour cost of the current effort very similar when cost inflation over 6 years is considered.
y_ v� Z� ll
E r upervisor Name Date pproved
VIII. AWARD INFORMATION
Date Submitted to Clerk for Agenda: Approval Date By:
Purchase Order No.: Date Issued: WI -15 submitted
(Only for PW Construction Projects)
NTP Date:
Contract Request Checklist.5.24.2016.Final
VE IDIAN*-
Public IDAHO
Works Department
TO: Keith Watts, Purchasing Manager
FROM: Kyle Radek
Assistant City Engineer
DATE: November 14, 2016
Mayor Tammy de Weerd
City Council Memberst
Keith Bird
)oe Borton
Luke Cavener
Genesis Milam
Anne Little Roberts
Ty Palmer
SUBJECT: TASK ORDER 10628.b ACCORDING TO THE MASTER AGREEMENT
WITH MURRAY, SMITH & ASSOCIATES DATED OCTOBER 22, 2013,
FOR WATER MASTER PLAN PHASE 2, FOR AN AMOUNT NOT TO
EXCEED $159,912.
I. DEPARTMENT CONTACT PERSONS
Kyle Radek, Assistant City Engineer 489-0343
Warren Stewart, City Engineer 489-0350
Dale Bolthouse, Interim PW Director 489-0372
II. DESCRIPTION
A. Background
The Water Master Plan is an important document that is used to examine our
existing water supply and distribution system and plan for the future needs of our
growing community. An updated master plan is not only a regulatory
requirement, but good practice for an expanding utility. The City's last water
master plan was completed in 2012. Updating our master plan every 5 years
allows us to effectively make revisions to growth and demand projections and
corresponding adjustments and corrections to system plans.
B. Proposed Project
The proposed project is the second phase of an updated water master plan to be
completed in calendar year 2017. The first phase included an update of the City's
hydraulic model including model calibration, an analysis of growth scenarios in
South Meridian, and an analysis of water main replacement program needs.
Phase 2 will include additional tasks addressing:
• Population and Demand Projections
Page 1 of 2
• Water Supply Planning
• System analysis
• Water Quality and Regulations
• Operations and Maintenance
• Capital Improvement Plan
• Financial Analysis
Phase 2 will result in a Final Master Plan approval by the Idaho Department of
Environmental Quality and presentation to City Council.
IMPACT
A. Fiscal Impacts
Project Costs and Funding:
Fiscal Year 2017
Cost
Water Master Plan Phase 2 $159,912
Total $159,912
Funding
Fiscal Year 2017 Budget Acct Code 3210-55090 $273,056
B. Alternatives
The City could delay Phase 2 of the master plan update, however, the existing
plan becomes less valuable and less suitable to satisfy regulatory requirements as
it ages. Additionally, Phase 1 is mostly complete. This work will become dated
and less valuable to Phase 2 if Phase 2 is delayed. Portions would have to be
redone which would mean additional expense.
C. Time Constraints
Approval of this item will allow Phase 2 of water master plan update to be
completed by the end of CY 2017.
Departmental Approval: e
Page 2 of 2
TASK ORDER NO. 10628.8
Pursuant to the
IVASTER AGBEEMENT FOR PROFESSIONAL SERVICES
BETWEEN
crTY oF MERTDTAN (CITY) AND
MURRAY SMTTH & ASSOCIATES, lNC. (MSA) (ENGINEER)
This Task Order is made this 20th day of December,2016 and entered into by and
between the City of Meridian, a municipal corporation organized under the laws ol the
State of ldaho, hereinafter referred to as "City", and accepted by N INEER
hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and
conditions contained in the Master Agreement (category 1C) between the above
menlioned parties dated October 1 , 201 6. The Project Name for this Task Order is as
follows:
WATER MASTER PLAN 2017 UPDATE - PHASE 2
Background
This project will serve to provide the City with a Department of Environmental
Quality (DEQ) approved Plan to specifically address the water system section
58.01.08, of the ldaho Administrative Code. This Plan will serve as an update to
previous water planning efforts and in particular the 201 1 Water Master Plan.
The project will employ workshops to solicit staff input and develop consensus
where appropriate. As part of this planning effort the evaluation of an overall pipe
replacement program will be included as part of the System Analysis Section. An
overall 2O-year capital improvement plan will be generated at the conclusion of the
Plan that will describe the projects in a prioritized order and provide order of
magnitude costs. A high-level cash flow financial review will also be included to
identify any potential shortfalls in the City's funding.
The City is again experiencing very high growth rates after recovering from the
recent recession. Similar to the 2011 Plan, the City's goal is to provide a detailed
analysis of what is required over the next five years while also having a longer-term
capital improvements vision.
The City is planning to proceed with this project in two phases, the first of which has
been underway since February of 2016. The first phase was intended to develop
several information sources that will be utilized in the development of the overall
TaskOrder'10628.8 Water Masler Plan Update 2017 - Phase 2
MSA
Page 1 of 18
planning document. These efforts focused on updating and calibrating the hydraulic
model in addition to collecting benchmarking data for similar utilities.
The following tasks have been identified for inclusion in the Phase 2 Task Order:
1 - Project lvlanagement
2 - Dala Collection
3 - System Description
4 - Population and Demand Projections
5 - Water Supply Planning
6 - System Analysis
7 - Water Quality and Regulations
8 - Operations and Maintenance
9 - Capital lmprovement Plan
10 - Financial Analysis
11 - Draft and Final Plan Development
Subtask 1.1 - Kick-Off Meeting
A kick-off meeting will be held, once notice to proceed has been received, to
officially start the project and discuss the details of the approved scope. IvISA will
lead the kick-off meeting with City Staff to introduce the project team, establish
project ob.jectives, review consultant and City communication protocol, discuss the
project scope and examine the project schedule. The primary focus of this meeting
will be a discussion of the City's goals for the project and DEQ's requirements.
The kick-off meeting will include the local DEQ staff responsible for reviewing the
Plan. This meeting will ensure that any particular areas DEQ would like the City to
address will be adequately covered during Plan development.
a
ra
a
a
a
a
a
a
Task
Task
Task
Task
Task
Task
Task
Task
Task
Task
Task
Task Order 10628.8 Water Masler Plan Update 201 7 - Phase 2
MSA
Page 2 of 18
SCOPE OF WORK
Task'l - Project Kick-Off & Management
Assumptionso Assumes up to a four (4) hour kick-off meeting with the IVSA project
manager, one (1) task lead and one (1) support staff. Two (2) hours of
preparation tlme is included for the PM and task lead.
lf DEQ statf are not available for the kick-off meeting, MSA will coordinate
with them directly.
Deliverables. Action items from the kick-off meeting (delivered electronically)
Summary from DEQ meeting/discussions (delivered electronically)a
a
Subtask 1.2 - General Project Management and Meetings
The purpose of this task is to provide management of the project team, schedule
and budget. lncluded in this task are monthly invoicing, budget and schedule
review, updates, and general administrative tasks.
As project manager, David Stangel, will maintain regular communication with the
City and the team throughout the duration of the project, lead meeting and workshop
discussions, keep the City up-to-date on any study issues or details and make sure
the City's input is incorporated into the work product.
The project will be managed to maintain the scope, schedule, and budget. At a
minimum, updates on project schedule and budget will be provided as part of the
monthly invoicing process.
Assumptionso Meeting and workshop facilitation will be limited to those specifically
identified in this scope of work.
. The City will provide clear, concise and timely input and review on the
work products produced by the consultant.
. Four (4) hours per month have been budgeted for project management
and meeting time for the twelve (12) month project duration.
o Monthly project status meetings will be held with the City.
No time will be charged for travel by lt/SA.
Deliverableso Monthly invoices due to the City's project manager each month
Monthly Project Updates - specifically including budget and schedule status
Task Order 10628.8 Water Master Plan Update 2017 - Phase 2
MSA
Page 3 of 18
Task 2 -Data Collection & Analysis
ln this task, MSA will review background information already provided by the City
and develop a formal data request for any additional information required for
completion of the work. MSA will endeavor to limit the number of data requests that
are made in an effort to minimize the required City Staff time.
ln this task, MSA will be responsible for identifying any required additional
information and the City will be responsible for the collection and delivery of the
requested information. lt is anticipated that additional data requests will be made
throughout the project, however the majority of the data required will be requested at
the beginning of the project.
Assumptions. MSA and the City will endeavor to identify and collect required data in a
timely manner so as to not impact the project schedule.
Deliverables. Formal data request(s)
Task 3 -System Description
ln this task, an existing system description will be updated for inclusion in the Plan.
Existing information from previous efforts will be leveraged where possible.
This task will also include an update of the general description of the project area
(water system service area) existing conditions. This description will meet the
requirements of DEQ for the development of a Facilities Plan as outlined in ldaho
Administrative Procedures Act (IDAPA) 58.01.08.
The System Description is anticipated to include, at a minimum, the following
com ponents:. Utility management structure
System background
Service Area and Pressure Zones
. lnventory of existing facilities (wells, booster stations, reservoirs, PRVs)
. Related plans, interties and service agreements
Assumptionso The City will provide GIS based information including; aerial photos,
parcels, roads, contours, land use and/or zoning, city boundaries, service
area boundaries, hydrology, water system features, and other available
data for use in this section, as well as for general base mapping for all
figures in the Plan.
a
Task Order 10628.8 Water Master Plan Update 2017 - Phase 2
IUSA
Page 4 oi 18
a
a
a
MSA will endeavor to minimize the information requested from the City to
complete this work. All known and readily available information will be
collected and developed into preliminary draft form prior to submittal of a
data request to the City.
The project is not scoped to include all the requirements for the DEQ SRF
Loan (58.01.20 and 58.01.22) program. Those elements could be added
during or after the completion of the Plan per an additional scope of work.
The hydraulic profile format will be updated from what was provided as
part of the last Plan.
Deliverablesr A Draft Technical lt/emorandum (electronic version) System Description will
be delivered to the City.
Task 4 - Population and Demand Projections
The development of future population growth and associated water demand
projections is a fundamental building block for determining the City's future needs.
Of equal importance is understanding where in the system growth will occur so that
infrastructure is adequately sized. ln this Task, l\4SA will work with the City to
develop and describe these items.
Several pieces of information will be required to successfully project population and
demands including:o Current and future service area boundaries
Location based population and employment information
Pressure zone delineation
Historical water usage by customer location
Historical water production records
Five (5) and 20-year population and employment projections
Existing and future service area
a
o
ll
a
a
ll
Current population and water production records will be used to determine per
capita demands that can then be used for future forecasting. Historical SCADA will
be used to determine the appropriate peak day and peak hour factors that should be
used.
As part of the Phase 1 work MSA has made population projections for the City using
COil/PASS information and statf input. The COtvIPASS data utilizes traffic analysis
Task Order 10628.8 Water Master Plan Update 2017 - Phase 2 Page5ol 18
I\,ISA
zone (TAZ) based data that can be overlaid with the City's service area and
pressure zones.
It is the intent of the Plan to tie future improvements to population and the related
water usage thresholds, not necessarily dates in time. This will enable the City to
utilize maximum day demands (MDD) for example, as "trigger points" for
determining when new supply or storage should be constructed.
Assumptionsr MSA will utilize COTUPASS based planning data unless other information is
provided.
o Five (5) and twenty (20) year projections will be made for population and
demand by pressure zone.
Deliverableso A Draft Technical lt/emorandum (electronic version) summarizing the
population and demand projections.
Task 5 - Water Supply Planning
This Plan section includes a number of water supply related items including:water
rights, interties, an evaluation of threats to the City's water sources and a
comparison of rights, storage and pumping capacity to demands under existing and
future conditions. The City as part of the last Plan developed a Conservation Plan,
which will be updated as a separate effort by City staff.
Subtask 5.1 - Water Bights Analysis
MSA will provide a summary document for inclusion in the Plan that describes the
City's current water rights and permits that will not exceed two (2) pages in length.
Other information provided by the City can be included as an appendix to the Plan.
Deliverables. A document summarizing the City's existing water rights planning eftorts and
strategy will be provided to the City as part of the overall Water Supply
section.
Task Order 10628.8 Waler l\.4aster Plan Updale 2017 - Phase 2
i,lSA
Page 6 ol 18
Assumptions. The City or their consultant will provide a summarized listing of water rights
and general strategy for portfolio development and protection for inclusion in
the Plan.
Subtask 5.2 - lnterties
The City has opportunities in a few locations to create emergency interties with
adjacent public water purveyors. ln most cases the interties would be constructed to
provide a two-way flow of water under emergency conditions. The last Plan
identified a number of potential locations for interties. Since that time no interties
have been constructed. This task will reevaluate those locations and assist the City
in identifying the highest priority location to install an emergency intertie and address
the potential benefit. The analysis will include evaluating which areas have less
piping redundancy or are primarily served by wells with water quality issues. A map
including the location of the potential interties and a suggested timeframe for
implementation would be included in the document.
Assumptionso No time has been budgeted to conduct discussions with adjacent purveyors
on the details of an interagency agreement regarding the interties. The
documentation will simply identify the potential locations and the City will
conduct formal discussions outside the scope of the Plan.
Deliverableso A recommendation of the location for an initial intertie to be constructed will
be provided as part of the overall Water Supply section.
Subtask 5.3 - Water Supply Threat Analysis
As a follow up to the last Plan, the City and MSA conducted a thorough long term
water supply planning etfort ("City of N/eridian, Water Supply Planning", October
2014, IVSA). That analysis focused on identifying current and potential water supply
threats and potential mitigations to the threats. The effort included several
workshops where a number of subject matter experts participated. Ultimately a
number of near and long term mitigation strategies were identified, some of which
the City has begun to implement.
This task will serve to solicit input from a similar group of subject matter experts on if
and how the threats that were previously identified have changed. Any emerging
threats will also be identified. The subject matter experts will provide a short written
document summarizing their conclusions. City staff and MSA will then meet to
review the findings and develop and overall summary which will be included in the
Water Supply Section.
ln addition to MSA and City staff, the analysis documents will be solicited from Dr.
David Tuthill, former director of the ldaho Department ol Water Resources and an
expert in ldaho's adjudication process. Kevin Boggs of CH2M HILL and Terry
Scanlan of SPF, two local hydrogeologists who were involved in recent City projects
and the past water supply planning will provide expert opinion. The City's water
rights attorney Charlie Honsinger will also provide expert perspective.
Task Order 10628.8 water Master Plan Update 201 7 - Phase 2
MSA
Page 7 of 18
Assumptions. The City's water rights attorney will bill the City directly for their time.
Any additional analysis requested by the City outside of the workshop will be
considered out of scope work and will require separate authorization.
A cumulative $10,000 budget (including 10% markup) has been assumed for
contracting Dr. Tuthill, tt/r. Boggs and fMr. Scanlan.
Deliverablesr A document summarizing changes in the City's short and long term water
supply strategy will be provided as part of the overall Water Supply section.
Subtask 5.4 - Water Supply, Pumping and Storage Analysis
Calculations of water rights and water supply versus demand will be conducted on a
pressure zone by pressure zone basis for existing, five and twenty year horizons.
This will include the evaluation of standby power as well as peak hour demand and
maximum day demand plus fire flow compared with available supply.
This subtask will also include a calculation of booster pumping and reservoir
capacity compared to demand under existing and future conditions. This task will
specifically evaluate the impact from a storage requirement standpoint of taking the
elevated storage tank out of service.
Assumptions. The format utilized for previous water supply evaluations provided to the City
will be used.
Two storage calculations will be performed, one with the elevated tank and
one without.
Supply will also be evaluated with and without the newly acquired "Winnipeg"
well.
Deliverables. A document summarizing the City's water supply versus demand will be
provided as part of the overall Water Supply section.
Subtask 5.6 - Water Supply Documentation
A draft technical memorandum will be produced allowing City review prior to the
delivery of the draft Plan. The documentation will include; summary of water rights,
intertie analysis and recommendation, water supply threat update summary, and
pumping and storage analysis.
a
a
a
a
Task Order 10628.8 Water Master Plan Update 201 7 - Phase 2
MSA
Page 8 of 18
Assumptionso An updated Conservation Plan may or may not be included as appendix to
this document depending on the timing of its completion. No time or budget
has been included in this scope to support the development of the
Conservation Plan.
Deliverableso A draft technical memorandum tor the Water Supply section. City comments
will be incorporated into the draft Plan.
Task6-SystemAnalysis
Task 6 includes analysis of the major components of the City's dlstribution system
other than supply. The analysis will identify deficiencies and improvements
associated with system capacity. As part of the Phase 1 work, MSA has evaluated
the age distribution of the system piping and has identified several possible
replacement schedules. As part of the Phase I work MSA updated and calibrated
the hydraulic model for use as part of the overall planning effort.
Subtask 6.1 - Performance Standards
The performance standards applicable to the City's system and used in the hydraulic
analysis will be identified including minimum and maximum pressures, velocity and
fire flows. Many of these standards will be based on the DEQ requirements
described in the IDAPA, or if desired, a more conservative standard, set by the City.
A discussion that may include the City's fire chief is included in the scope.
Assumptionso The performance standards agreed upon as part of this subtask will be used
to identify hydraulic deficiencies in the hydraulic analysis.
The performance standards will be utilized in subtask 5.4 to determine supply,
pumping and storage requirements.
Deliverables. A document summarizing the City's selected performance criteria will be
provided to the City.
Subtask 6.2 - Future Demand Allocation
Utilizing information developed as part of the Phase 1 work, MSA developed five (5)
and 20-year demand projections. This information will be utilized to allocate
demand at each of the model nodes for the 5 and 20 year scenarios. MDD and
PHD factors will be applied to ADD to create each of the future demand scenarios.
Task Order 10628.8 Water Master Plan Update 2017 - Phase 2
MSA
Page I of 18
Assumptions. No additional future demand analysis will be conducted as part of this task.
Deliverables. A working steady state model with existing and future demands will be
delivered.
Subtask 6.3 -Model Analysis
MSA will perform the existing and future evaluations to identify deficiencies based
on the design criteria. lt is anticipated that steady state evaluations under ADD,
MDD, PHD and Fire Flow for existing, five (5) and twenty (20) year scenarios will be
conducted.
Assumptionso The calibrated steady state model will be used in the existing and future
analysis.
Deliverables. An updated hydraulic model which includes all existing and future scenarios
will be available for delivery to the City.
Subtask 6.4 -Pipe Replacement Program
As pafi of the Phase 1 Plan scope, MSA evaluated the age, material and size
distribution of the City's piping. A number of potential replacement options were
identified assuming a 100-year pipe life. This task documents those options and
includes them in the system analysis workshop in term of overall capital planning.
Assumptionsr Work products prepared as part of the Phase 1 scope will be utilized in this
subtask.
Deliverableso A summary of the pipe replacement analysis will be developed for inclusion in
the overall Plan.
Task Order 10628.8 Water iraster Plan Update 2017 - Phase 2
[,,ISA
Page 10 ol 18
Subtask 6.5 - System Analysis Workshop
Once the model has been simulated under existing, 5 and 20 year scenarios and the
capacity of all lacilities have been assessed a workshop will be conducted with City
staff to discuss the resulting deficiencies and alternatives for potential
improvements. The pipe replacement program will be included in this workshop. lf
new possible improvements are identified in this workshop, some additional
modeling to verify their operation may be required.
Assumptionso A one day workshop of up to six (6) hour duration for three (3) MSA staff will
be held on-site with City staff and MSA to discuss the deficiencies and identify
potential solutions.
One day of preparation time for the project manager and staff engineer are
included in the budget.
a
. Budget to perform additional modeling is limited to eight (8) hours.
Deliverables. A preliminary listing of the potential capital improvement projects will be
produced.
Subtask 6.6 - System Analysis Documentation
The system analysis section will constitute a large and important chapter in the final
Plan. A draft technical memorandum will be produced allowing City review prior to
the delivery of the draft Plan. The documentation will include; performance
standards, model analysis, and the results of the system analysis workshop. The
model development and calibration information will be provided in an Appendix.
Task 7- Water Quality & Regulations
Task 7 will be focused on updating the water quality and regulations section from the
last water master plan. No significant changes are proposed; however, all existing
regulations will be updated, new ones that have been added and a short summary of
future proposed regulations will be provided. A summary of areas of concern for the
City lrom a water quality perspective will be provided.
Assumptionso The format from the last water master plan will be used unless otherwise
specified by the City.
Any water quality threats and related mitigation efforts will be addressed in
the water supply section in relation to the prior water supply planning.
The City will provide a summary of all water quality sampling since 2010.
a
a
Task Order 10628.8 Water i/aster Plan Update 201 7 - Phase 2
MSA
Page 11 ot 18
Deliverables. A draft technical memorandum for the System Analysis section. City
comments will be incorporated into the draft Plan.
Deliverables. A draft technical memorandum for the Water Quality section. City comments
will be incorporated into the draft Plan.
Task 8 - Operations and Maintenance
IVSA will work with City staff to update the operations and maintenance (O&M)
section that was included in the last Plan. IVISA would propose to update the
following items in this section of the Plan:o Water system management and personnel
. Operatorcertification
. System operation and control
o Cross connection plan
. Emergency response program
. Safety procedures
. Customer complaint response program
. Record keeping and reporting
. Current leak detection program
o Current flushing program
o Current valve maintenance program
. Operations & maintenance needs and improvements
. Meter testing and replacement program
o Water operations facilities
. Sampling program
. Security needs
MSA perlormed O&M benchmarking of at least eight other similar sized utilities in
the inland northwest as part of the phase 1 scope of work. The benchmarking items
included; number of staff, size of system, yearly budget, yearly capital and
replacement budget, leak detection and flushing program. As part of this scope the
Task Order 1 0628.8 Waier Master Plan Update 2017 - Phase 2
MSA
Page 12 oI 18
previously collected information will be summarized and documented in the Plan.
As part of this effort MSA will review the benchmarking with the City staff and agree
upon takeaways and recommendations to be included in the Plan. MSA will also
conduct onsite interviews with staff concerning current O&M procedures. MSA will
review the City's procedures in light of the American Public Works Association
(APWA) certif ication program.
As part of this task tt/SA will provide a high-level review of the City's current design
and construction standards. A short written summary of the review will be provided
to the City, however will not be included in the overall Plan documentation.
O&[r/ related items may be included in the capital improvement plan.
This subtask budget does not include creating the items listed above. The
budget assumes that the City has these items available for review and
inclusion in the Plan.
Up to one day of on-site meetings and interviews by two (2) IVSA staff will be
conducted with City O&M staff.
Two (2) days of senior engineer time has been allocated to reviewing the
City's design and construction standards.
Deliverables. A draft technical memorandum for the O&lV section. City comments will be
incorporated into the draft Plan.
Task 9 - Capital lmprovement Plan
Task 9 will be focused on the development of a capital improvement plan (ClP) for
the next twenty (20) years but will focus on the next five (5). There are two primary
pieces to this task; the development ot the unit costs that are applied to each of the
identified project and the CIP prioritization workshop.
a
Task Order 10628.8 Water Master Plan Update 2017 - Phase 2
MSA
Page 13 of 18
Assumptions. The City will provide copies (preferably electronic) of above listed items where
available.
o The City will provide capital costs for any O&lVl items that are to be included in
rhe clP.
Subtask 9.1 - Development of Unit and Project Costs
Based on the recommendations lrom Tasks 5, 6, 7, and 8, a list of proposed projects
based on hydraulic deficiencies, condition related issues provided by the City or
O&M items will be generated. Unit costs for pipelines, wells and reservoirs in
particular will be developed as needed for generating project specific order of
magnitude costs. Each project will be described in terms of the reason for the
improvement, the location, its size and extent, as well as the total project cost
including engineering and construction. Conesponding figures will be generated
showing the improvement along with a unique identifier that will also be populated in
the hydraulic model.
MSA will compare the capital improvements identified within the City's existing CIP
with those generated as part of this Plan. Where project costs are different, these
differences will be reviewed and incorporated into the Plan where appropriate.
Where possible, a demand threshold will be identified that defines when a specific
project is required, that will also be associated with a projected timeframe.
Assumptions. The City will provide bid tabs for any water projects constructed over the past
ten (10) years.
. The City will provide the existing water system capital project list.
. City will provide information on any projects required due to condition issues.
No time has been included for MSA to evaluate system condition.
MSA will utilize cost estimating conducted for other ldaho and northwest
utilities cost estimate references (e.9. RS lvleans) and the current Engineering
News Record (ENR) indices.
a
Order of magnitude cost estimates in 2017 dollars that are accurate to within
plus 50% and minus 30%.
Deliverables. A draft CIP will be developed as part of this subtask.
Subtask 9.2 - CIP Prioritization Workshop
MSA will conduct a prioritization workshop based on the draft ClP. MSA will work
with the City to develop criteria for the prioritization based on a number of factors
including;whether it is an existing deficiency or not, the extent of the deficiency,
number of customers impacted, type of customer impacted, whether it addresses
both a hydraulic and condition deficiency, and others. Projects to be implemented in
the first five (5) years will be identified lirst, then those in the six (6) to 20-year
timeframe. The CIP documentation developed in Subtask 9.1 will be updated at the
conclusion of this subtask.
a
Task Order 10628.8 Water [,4aster Plan Update 2017 - Phase 2
MSA
Page 14 of 18
Assumptionso A four (4) hour on-site workshop has been budgeted for this task. Appropriate
MSA task leads and City staff will be required.
o MSA will leverage City staff and existing City CIP documentation where
possible and appropriate.
Deliverables. A draft prioritized CIP will be developed.
Assumptions. The technical memorandum delivered in this subtask will be converted into a
Plan chapter once comments have been received.
Deliverableso A draft technical memorandum for the Capital lmprovements section. City
comments will be incorporated into the draft Plan.
Task 10 - Financial Evaluation
A high-level evaluation of the adequacy of the City's current rate and fee structure to
pay for the identified improvements will be conducted. This evaluation will utilize the
City's existlng rate model spreadsheet. A recommendation related to the adequacy
of existing rates and subsequent rate increases required to pay for identified
improvements under the S-year timeframe will be provided.
a No subconsultant time is included in this task
No evaluation of alternative rate structures or SDCs is included
Task Order 10628.8 Water Master Plan Update 2017 - Phase 2
MSA
Page 15 of 18
Subtask 9.3 - Capital lmprovement Documentation
The capital improvement section will constitute an important chapter in the final
Plan. A draft technical memorandum will be produced allowing City review prior to
the delivery of the draft Plan. The documentation will include a discussion of the
major projects, the deticiencies they address and how they were prioritized. A table
and corresponding figure will be utilized to convey the overall CIP information in a
concise manner. A comparison of the proposed CIP with the City's current 5 and .l 0
year capital planning documents will be conducted as part of this task. Unit cost
information will be provided in an Appendix.
Assumptions. No validation of the City's spreadsheet or changes to basic assumptions will
be made as part of this task. The rate spreadsheet will be used "as-is".
City to provide summary rate/financial documentation of historical analysis for
inclusion in the Section.
Deliverables. A draft technical memorandum for the Financial Analysis section will be
developed. City comments will be incorporated into the draft Plan.
Once each of the Plan sections have been developed and submitted to the City an
Executive Summary Section will be developed for City review. Task I I includes the
overall generation of the draft and final Plans. The City and DEQ will provide review
Page 16 ot 18
Task 11 - Report Preparation
As previously described, MSA will develop a Plan with the sections described in this
scope and ultimately obtain DEQ approval. Task 11 is intended to take the work
products and findings from the previous tasks and consolidate them into a single
document. The Plan is anticipated to include the following major chapters:
1. lntroduction/Executive Summary
2. Existing System Description
3. Population and Demand Projections
4. Supply Planning
a. Water Rights Documentation
b. lnterties
c. Supply Threat Summary
d. Supply Versus Demand
5. System Analysis
a. Hydraulic Analysis and Deficiencies
6. Water Quality and Regulations
7. Operations and Maintenance
8. Capital lmprovement Plan
9. Financial Plan
l0.Appendix
Task Order 10628.8 Water Masler Plan Update 2017-Phase2
MSA
and comment on the draft prior to developing the final Plan. Review meetings are
included with both the City and DEQ. What is included in the appendix for
supporting documentation will be agreed upon by MSA and the City.
A public council presentation will be provided by MSA once the draft has been
reviewed by the City. The public council presentation will be held not only to present
a summary of the plan to the City Council, but to meet DEQ requirements for public
presentation of the Plan.
A final document that incorporates all final City (staff and council) and public
comments will be prepared and submitted to the City and DEQ.
Assumptions. Draft and final deliverables will be in electronic format, except where
requested by the City and DEQ. ln those cases, where printed versions are
required, no more than 5 total hard copies will be produced (1 DEQ, 4 City).
o Review period for the draft submittal by the City has been scheduled to take
no more than ten (10) work days.
o Review period for the draft submittal by DEQ, has been scheduled to take no
more than twenty (20) work days.
Deliverables. Draft and final versions of the document will be delivered to the City and DEQ.
An electronic PDF version of the document will also be delivered to the City of
both the draft and final.
TIME OF COMPLETION an d COMPENSATION SCHEDULE
The following schedule is based on a Notice to Proceed (NTP) from the City by
December 2016 and resulting in completion by December 2017
COMPENSATION AND COMPLETION SCHEDULE
Task Descri ption Compensation
1 Pro ect lvlanagement & Ir/eetings $13,670
2 Data Collection $1,942
3 Existin g System Description $4,472
4 Population and Demand Pro jections $8,893
5 Water Supply Plannin o $32,681
6 System Analysis $24,944
7 Water Quality and R egulations $4,1 31
Task Order 10628.B Water Master Plan Update 2017 - Phase 2
MSA
Page l7 ol 18
The Not -To -Exceed amount to complete all services listed above is (one hundred fifty
nine thousand, nine hundred 1welve dollars) ($159,912,00). No compensation will be
paid over the Not -to -Exceed amount without prior written approval by the City in the
form of a Change Order, Any travel or reimbursable expenses paid will be done per
City policy, at cost, as part of the Not -To -Exceed Task Order Total, and only if pre -
approved by the Project Manager
LODEN 111H M.
BY:
TAMMY�-ERD, Mayor
Dated: I3/ W D:91&
Approved by Council: Q/ )0/ 1?01%
Attest:
Purchasing Approva
By:
KEITIATRSSe�,,P-�lrchasing Manager
Dated: / 6
DAVID STANGEL
"OvWCUA -
04
City
Public I i c- ks De #aent
BY:
�tj E cl -414,
K ity Pngineeir'4& P64
Dated: I Z-// //(v
Task Oider 0628,8 Water P,Aasler Plan Updcito 2017 Phase 2 Page 18 of 18
MSA