HomeMy WebLinkAboutTask Order No. 5 with HDR Engineering, Inc. for Reclaimed Water Master Planning1 L6t
TASK ORDER NO. S
CITY OF MERIDIAN (OWNER}
AND
HDR ENGINEERING, INC. (CONSULTANT)
This Task Order is issued by Owner and accepted by the Consultant pursuant to the mutual
promises, covenants and conditions contained in the Master Services Agreement between the
above named parties, dated January 24, 2007.
SCOPE OF SERVICES
CITY OF MERIDIAN, IDAHO
RECLAIMED WATER MASTER PLANNING
BACKGROUND
Rapid growth in the City of Meridian has challenged City infrastructure managers to increase
capacity of City public works services. Three factors are straining the services provided by the
City's departments: (1) The pending effluent phosphorus limitations resulting from the Snake
River Hells Canyon Total Maximum Daily Loads {TMDL) and Boise River Phosphorus Load
Allocations will require a greater investment in wastewater treatment facility performance than
under the current (expired) National Pollutant Discharge Elimination System (NPDES) permit;
(2) the City municipal water rights will become stressed as growth continues at a record pace, if
al#emate sources of supply are not identified; and (3) the available supply of irrigation water
which supplies City parks is limited. These issues are forcing infrastructure managers to think
holistically about the City's water resources.
The Idaho Department of Environmental Quality (DEQ) administers the Rules for the
Reclamation and Reuse of Municipal and Industrial Wastewater (aka, Reuse Rules or IDAPA
58.01.17). These rules are established to regulate the quality of water that is reclaimed and
identify the potential uses of reclaimed water. The Reuse Rules state, °It is the policy of the
Department to promote the practice of reuse of both municipal and industrial reclaimed
wastewater through the continued creation and implementation of rules and guidance that give
permittees various opportunities for new forms of reuse.° This policy enables the City of
Meridian to manage its reclaimed water as a source of non-potable water (e.g., irrigation water)
to either replace or supplement the supply of irrigation water from the irrigation districts.
Class A reclaimed water is the highest class of reclaimed water in Idaho. Meridian intends to
produce reclaimed water that meets Class A standards. This water will undergo advanced
filtration and disinfection to very stringent levels. On May 8, 2007, HDR submitted the Water
Reclamation and Reuse Permit Application to DEQ for permission to irrigate Heroes Park with
reclaimed water meeting Class A standards from the City's wastewater treatment plant. This
permit application was conducted under Task Order No. 1 of the Master Service Agreement. A
draft permit for use of Class A reclaimed water at Heroes Park was received on June 18, 2008.
Subsequent communications with Idaho DEQ will lead to issuance of the final Class A
reclaimed water permit in the fall of 2008 or winter of 2008.
The Heroes Park Reclaimed Water Demonstration Pilot laid much of the conceptual
groundwork for building a reclaimed water program. However, thoughtful consideration as to
the direction of the program and more specific details are needed to expand the program to
deliver reclaimed water to more customers. The purpose of this project is to develop the
direction and details of a reclaimed water distribution system, identify and integrate necessary
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business practices, determine organization and management, and establish a pricing structure
for broad-based implementation. This will enable the City to plan for capital projects needed to
distribute reclaimed water with a clear understanding of the financial impacts, and manage the
requirements of a newly permitted program. In addition, this will clarify the terms of reclaimed
water delivery for potential customers and provide the basis for customer commitments to
purchase reclaimed water.
Execution of the following tasks will achieve these objectives and provide the °5M's° for a
complete approach to business and master planning of reclaimed water infrastructure
{Motivators; Market Analysis; Means of Delivery; Management; and Money).
PROPOSED SCOPE OF SERVICES
The proposed scope of Consultant services is to conduct the following tasks. These tasks are
divided into three sequential phases. HDR will commence with Phase 1 upon notice to proceed
for Phase 1, commence with Phase 2 upon notice to proceed for Phase 2, and commence with
Phase 3 upon notice to proceed for Phase 3.
PHASE 1- RECLAIlVIED WATER CONCEPTUAL BUSINESS PLAN
Task 100 -Project Management (Phase 1)
Task 200 -Citywide Class A Reclaimed Water Permit Application
TASK 100 - PROJECT MANAGEMENT (PHASE 1)
t?bjective
Prepare and implement a project management plan; provide scope, schedule, and cost control
services; and initiate and attend project coordination meetings during Phase 1 of the project
scope.
Approach
• Communicate ftequently to the City and the project team through progress reports, project
meetings, and email communications.
• Prepare a Project Management Plan for distribution to project team; monitor team progress;
delegate task assignments and responsibilities by discipline through the course of the
project phase; and coordinate issues of project phase with City's Project Manager.
• Prepare progress reports and invoices that summarize the work progress to date, the
budget expenditures to date, and identify any information requirements or decisions that
need to be made by the City (1 copy each month).
• Provide quality control review of project deliverables.
City Involvement
• Review Project Management Plan and provide comments, where requested by the
Consultant.
• Interface with Consultant on project issues.
• Process invoices within 30 days of receipt.
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Assumptions
• If the scope changes during the life of the project, modification to the original contract
agreement will be required per the terms and conditions of the agreement.
• Invoice format will follow standard format by the Consultant.
Deliverables
• Project Management Plan (1 copy to City, 4 copies for Consultant distribution).
• Progress reports and invoices (1 copy each month).
TASK 200 - CITYWIDE CLASS A RECLAIlVIED WATER PERNIIT APPLICATION
Objective
Apply for a citywide Class A reclaimed water permit to identify potential regulatory barriers for
implementing a citywide reclaimed water program.
Approach
• Prepare a permit application far Class A reclaimed water to the Idaho Department of
Environmental Quality (DEQ) using previously prepared information, including the
Wastewater Facility Plan and the Heroes Park Reclaimed Water Permit Application and
Engineering Report.
• Meet with representatives of Idaho DEQ in apre-application conference to discuss a
preliminary outline of the Engineering Report and key issues of concern for Idaho DEQ that
Idaho DEQ expects to be addressed in the Engineering Report. The following activkes are
based on pre-conference activities listed in the Idaho DEQ Guidance for the Reclamation
and Reuse of Municipal and Industrial Wastewater (the Guidance) and are expected to be
discussed with DEQ:
1. Describe the proposal for a citywide Class A reclaimed water permit.
2. Discuss scheduling issues with particular focus on when Meridian proposes to begin
activities for reclaimed water use.
3. Discuss the ownership of reclaimed water sites. Many of the potential reclaimed water
use sites will not be owned by the City of Meridian, so DEQ may require Meridian to
provide lease or rental agreement for properties not owned by the City. This information
will be provided by the City.
4. Present the Vicinity Map and Facility Site Map to DEQ. Discuss site topography,
potential buffer zone issues, and other potential site constraints. Discuss what is
recommended to be added to these maps for purposes of the reuse permit application
submittal.
5. Review evaluation criteria and discuss Meridian-specfic characteristics.
6. Discuss recommended sampling and analysis efforts to be performed for the purposes
of preparing the reuse permit application. These efforts may include additional sampling
of the reclaimed water, site soils, site groundwater, and/or other sampling and analysis
important for site characterization.
7. Discuss the need (and, if appropriate, a schedule) for seepage rate testing of water
structures or ponds.
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8. Discuss local permits and approvals that may be required (conditional use permit,
planning and zoning requirements, other agency approvals...).
9. Determine if the reclaimed water sites will be leased or operated by a third party. If a
third party is involved, a signed contract or agreement will be required regarding third
party responsibilities for operating the site under the conditions of the permit.
10. Discuss if a Plan of Operation and/or updates of other site management plans should be
submitted with the reuse permit application.
11. Discuss what additional information is recommended by DEQ to be included with the
Reuse permit application.
12. Discuss the overall steps and schedule for the permit process.
The Rules for the Reclamation and Reuse of Municipal and Industrial Wastewater (Section
601 of IDAPA 58.01.17) require that an Engineering Report be submitted as the core of the
permit application. A checklist is provided in the Guidance to guide preparation of the
Engineering Reports for land application of municipal and industrial wastewater on specific
sites. However, many of the elements in the Guidance are not applicable to Class A
municipal reclaimed water or for citywide management of reclaimed water. The outline from
the Guidances will be closely followed except where specific requirements are not applicable.
I. Slte Location and Ownership
A. Site Location
1. Describe the location of the wastewater treatment facility and the location of the
reclaimed water use area (area of city impact) and intended uses of the reclaimed
water.
2. Describe relative locations of important land features (cities, roads...) to the
treatment faci['rty and reclaimed water use area.
3. Describe land uses and identify buffers from the following objects: dwellings, areas
of public access, canals/ditches, private water sources, and public water sources.
B. Site Ownership (City to prepare this section.)
1. Identify land ownership within the reclaimed water use area using GIS data from the
Ada County Assessor. For land not owned by Meridian, City will describe any
pertinent leases or agreements in place for sites for reclaimed water use.
2. City wrill provide the following documentation to HDR for inclusion in this section or
by referring to an appendix:
a. City will provide documentation of ownership for areas of reclaimed water use.
b. If Meridian is leasing or renting the reclaimed water irrigation sites, City will
provide an affidavit stating the specks of the water use agreement or lease
stating the actual control over the property.
c. City will obtain and provide copies of any other agreements affecting the
ownership and/or operation of the site (right-of-way easements, for example).
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d. City will list all local, state, and federal permits/licenses/approvals related to
reclaimed water. For each, list the date(s) of application, the current status, and,
if applicable, the approval date. Include any required planning and zoning
approvals and/or required conditional use permits.
11. Process Description
A. Process Flow Description -
1. Identify the sources of wastewater. Describe seasonal variations in the wastewater
(quantity and quality).
2. Generally, describe the flow path of wastewater from the wastewater source to the
uses of reclaimed water.
3. Identify the major treatment steps (equipment) of the wastewater treatment facil'~jr
and describe the disinfection treatment system and the proposed lave[ of
disinfection.
4. Identify sizes and design capacities of major equipment.
5. Identify the flow design basis.
6. I# applicable, describe any alternate treatment methods Ming considered. (This is
assumed to be not applicable for this project and is not included in this scope of
work or budget.)
7. Describe procedures that would be followed if the principal wastewater treatment
procedures could not be used temporarily.
8. Identify sources and types of generated waste solids.
B. Land Application Site
1. Estimate the proposed number of irrigation acres using reclaimed water and the
potential non-irrigation uses of reclaimed water.
2. Identify the type{s) of irrigation system(s) (pivot, hand lines,...) and the
corresponding irrigation efficiency(ies).
III. Site Characteristlcs
A. Site Management History
7. Generally, describe past and current uses and management of the land within the
City of Meridian reclaimed water area. (A description of important events and dates,
cropping information, historic fertilizer use, and other key past and current site
management information for specific sites is not included in this scope of work or
budget.)
B. Climatic Characteristics
1. Describe the climatic characteristics of the site including precipitation data, high and
[ow temperature data, frost free days, growing degree days, and prevailing wind
direction. The information used in this section will be an update of the information
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prepared for the Heroes Panic Class A reclaimed water application .engineering
report.
C. Soils
1. Describe site soils. Present Natural Resource Conservation Service (or similar) soil
survey information for the City of Meridian using GIS mapping.
2. Present and interpret available soil monitoring results. (This is assumed to be not
applicable for a citywide Class A reclaimed water permit and is not included in this
scope of work or budget)
3. Estimate the available water holding capacity of the soils for irrigation in the non-
growing season for the typical soils within the Meridian area of city impact.
D. Surface Water
1. Identify and describe the location of surface water(s) within the area of city impact.
2. Discuss canals, wetlands, springs, floodplains, and other surface water related
characteristics.
3. Describe the influence of reclaimed water activities on nearby surtace water{s).
E. Groundwater/Hydroaeolocrv
1. Describe the groundwater system, including: depth to first water, depth to regional
groundwater, confined or unconfined, flow direction, and seasonal depth and flow
direction variations. Describe the presence of a major aquifer.
2. Discuss the locations and uses of wells {public wells, private wells, monitoring wells,
and injections wells} within the area of city impact. Include copies of well logs, as
available. Contact the IDWR (Idaho Department of Water Resources,
www.idwr.state.id.us) for assistance.
3. If a Well Location Acceptability Analysis has been performed for the site, present
and interpret results of the analysis. (This is assumed fo be not applicable for this
project and is not included in this scope of work or budget)
4. Present and interpret available groundwater monitoring results.
5. Present and interpret results of any groundwater modeling efforts.
iV. Wastewater Characterization, Cropping Plan, and Loading Rates
A. Wastewater Characterization
1. Identify the quantity of reclaimed water (per day, per month, per year). Document
how the quantity values were determined.
2. Characterize the concentrations of key constituents in the reclaimed water proposed
for irrigation. Document how the concentration values were determined. Basic
constituents of interest are: total nitrogen, total phosphorus, Chemical Oxygen
Demand (COD), and total coliform counts. City will provide wastewater treatment
plant operating data.
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B. Cropping Plan
(This is assumed to be not applicable for this project and is not included in this scope of
work or budgef.)
C. Hydraulic Loading Rate
1. Present the expected hydraulic loading rates by month for growing season and non-
growing season. Base the hydraulic loading rate on a per unit" basis for application
to irrigation sites of varying size.
2. Describe the availability of supplemental irrigation water within the area of city
impact and whether or not supplemental irrigation water is expected to be used at
any reclaimed water use sites. Use GIS mapping to define current (2008) extents of
irrigation district service areas. Provide documentation that water rights exist to
provide supplemental irrigation. If expected to be used, present the typical
supplemental irrigation water hydraulic loading rates for potential crops.
3. Discuss irrigation scheduling for the site.
4. Prepare and present an example monthly water balance for the future, yet-to-be-
proposed storage structure(s) reflecting: number of days of storage, required
freeboard, minimum depth, evaporation, precipitation, and flows into and out of the
structure.
D. Constituent Loading Rates
1. Calculate and present the expected growing season and non-growing season
loading rates for key constituents. Reflect the application of supplemental fertilizers
in constituent loading rate calculations. Base the constituent loading rate on a °per
unit' basis for application to irrigation sites of varying size.
2. Compare expected constituent loading rates to applicable turt uptake values.
3. Identify the design limiting constituent for turt.
V. Sits Management
A. Compliance Activities
1. Provide a summary and status of compliance activities under the existing Heroes
Park reclaimed water permit.
B. Seepage Rate Testing
1. Discuss the need and schedule far seepage rate testing of wastewater structures or
ponds.
C. Site Management Plans
1. Buffer Zone Plan:
a. Discuss disinfection and buffer zone issues. Address the following buffer
objects: dwellings, areas of public access, canalslditches, private water sources,
and public water sources.
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b. Compare site buffer distances to DEQ guideline buffer distances.
c. Describe current and/or proposed fencing and signing for reclaimed water use
sites.
3. Grazing Management Plan: (This is assumed to be not applicable for this project and
is not included in this scope of work or budget.)
4. Nuisance Odor Management Plan: (This is assumed to be not applicable for this
project and is not included in this scope of work or budget.)
5. Waste Solids Management Plan: provide a discussion that no solids are to be
applied on permitted reuse sites.
6. TDIS (Total Dissolved Inorganic Solids) Management Plan: address potential
increases in TDS (total dissolved solids) concentrations in groundwater and/or
excessive salt levels in soils.
7. Runoff Management Plan: address best management practices for minimization of
runoff and ponding.
D. Monitoring
1. Describe how the quantity of reclaimed water imgation and other uses is proposed
to be monitored (methodology, frequency, location).
2. Describe proposed sampling and analysis of the reclaimed water irrigation
(constituents, disinfection level, methodology, frequency, location).
3. Describe method of calculating hydraulic and constituent loading.
4. If supplemental irrigation water is expected to be used, describe how the quantity of
supplemental irrigation water is proposed to be monitored (methodology, frequency,
location).
5. Describe proposed soil monitoring (constituents, soil depths, methodology,
frequency, location).
6. Describe proposed groundwater monitoring (constituents, methodology, frequency,
location).
7. Describe how crop uptake values are proposed to be determined (plant tissue
monitoring, table values... ).
8. Describe other proposed monitoring for the site.
9. Describe meteorological monitoring for site.
E. Site Operations and Maintenance
1. Describe who will operate and maintain the wastewater treatment facilities and
reclaimed water use sites.
2. Describe operator certification credentials~redentials currently held and any plans
for future certifications.
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3. If a party other than the applicant operates and maintains the reclaimed water use
sites, City will submit a copy of the signed contract or agreement outlining how the
site will be operated to meet the condkions of the permit.
• Meet with representatives of Idaho DEQ to discuss the Draft Engineering Report and the
conclusions and findings within the report, and discuss outstanding issues that have not yet
been addressed in the Engineering Report prior to submittal of the report with the permit
application to Idaho DEQ.
City Responsibllltles
• Provide information to complete the reuse permit application and the preliminary technical
report beyond the information covered in the reuse scoping study and the Wastewater
Facility Plan.
• Attend reuse permit pre-application meeting and subsequent meetings with Consultant and
Idaho DEQ.
Assumptions
• If the scope of work changes significantly due to the outcome of the pre-application meeting
or DEQ's position on a city-wide permit, a contract amendment may be required.
• The engineering report for the citywide permit application will describe successful nutrient
management, runoff control, and imgation management to citywide reclaimed water
programs in other states where these programs are common.
• No additional information will be required by DEQ for the reuse permit application and
Engineering Report than already developed for the Reuse Scoping Study and the
Wastewater Facility Plan. If additional information becomes necessary, either City will
provide this information or contract with Consultant to prepare this information.
• A Plan of Operation may be required by DEQ after the reuse permit application is accepted.
This scope does not include development of a citywide Plan of Operation.
• Technical, Financial, Managerial, and Legal Issues are required for the permit application.
These issues will be addressed in the development of the reclaimed water master planning
effort in the tasks associated with later phases of this task order.
• The following sections of the engineering report will be based on the Wa#er Reclamation
and Reuse Permit Application Engineering Report submitted on January 10, 2008 (Heroes
Park permit application) and subsequent technical memoranda:
• Treatment Process Description
• Climatic Characteristics
• Hydraulic Loading Rate calculations (Irrigation Water Requirement and
Water Balance based on irrigation of turf only)
• Constituent Loading
• Groundwater Mixing Zone Analysis
• Up to four Consultant representatives will attend the pre-application meeting and up to two
Consultant representatives will attend other meetings with Idaho DEQ.
Products
• Draft Engineering Report (pdf format).
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• Final Engineering Report (4 hard copies #o City and 4 hard copies to DEQ).
• Reclaimed water permit application to Idaho DEQ.
PHASE 2 - RECLAIlVIED WATER CONCEPTUAL BUSINESS PLAN
Task 300 -Project Management (Phase 2)
Task 400 -Reclaimed Water Strategy Workshop
Task 500 -Economic Analysis
Task 600 -Council and Stakeholder Presentations
TASK 300 - PROJECT MANAGEMENT (PHASE 2)
Objective
Prepare and implement a project management plan; provide scope, schedule, and cost control
services; and initiate and attend project coordination meetings during Phase 1 of the project
scope.
Approach
• Communicate frequently to the City and the project team through. progress reports, project
meetings, and email communications.
• Update the Project Management Plan prepared in Phase 1 for distribution to project team;
monitor team progress; delegate task assignments and responsibilities by discipline through
the course of the project phase; and coordinate issues of project phase with City's Project
Manager.
• Prepare progress reports and invoices that summarize the work progress to date, the
budget expenditures to date, and identify any information requirements or decisions that
need to be made by the City (1 copy each month).
• Provide quality control review of project deliverables.
Ciity Involvement
• Review Project Management Plan and provide comments, where requested by the
Consultant.
• Interface with Consultant on project issues.
• Process invoices within 30 days of receipt.
Assumptions
• If the scope changes during the life of the project, modification to the original contract
agreement will be required per the terms and conditions of the agreement.
• Invoice format will follow standard format by the Consultant.
Deliverables
• Updated Project Management Plan (1 copy to City, 4 copies for Consultant distribution).
• .Progress reports and invoices (1 copy each month).
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TASK 400 - RECLAIIVIED WATER STRATEGY WORKSHOP
Objective
Identify the motivators for establishing a reclaimed water program, the benefits of implementing
a program, and the potential downsides to implementation.
Approach
• Prepare and agenda, schedule, and facilitate a 3 day workshop to focus exclusively on a
potential reclaimed water program within the context of integrated water resources
management.
• Involve key stakeholders in the workshop, including key staff, the Mayor and public works
council liaison, and representatives of DEQ and IDWR, if available.
• Assess the current state of reclaimed water acceptance within Meridian, using SWOT
{strengths, weaknesses, opportunities, and threats/obstacles) analysis and needs analysis
methods.
• Formulate (or confirm) Meridian's initial mission statement with regard to reclaimed water.
• Define Meridian's vision for reclaimed water, including goals and objectives.
• Identify potential reclaimed water uses and customers.
• Identify potentiaUconceptual distribution system and key components (e.g., pumping,
transmission, and storage).
• Identify and discuss the issues associated with achieving the vision, including a discussion
of business planning needs.
Assumptions
• The City's vision and mission statements, the mission statements of the Public Works
Department, and the reclaimed water vision statement will serve as the basis for
documenting the motivators in this task.
• The conceptual business planning process will involve City leaders, staff, and Idaho DEQ.
Other key stakeholders will be involved in the detailed business planning process (Phase 2)
as needed.
• If no fatal flaws are found during the initial workshop, the Master Plan will continue in more
detail.
City Involvement
• The City will actively participate in the inkial workshop and provide any background
information relevant to project goals and approach.
Deliverables
• Workshop agenda and invitations
• Workshop summary memorandum.
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TASK 5tlQ - ECONONIIC ANALYSIS
Objective
Prepare a preliminary economic analysis that focuses on the return on investment, if any, to the
water and wastewater departments from the implementation of a reclaimed water program for
Meridian.
Approach
• Compile information obtained during the workshop and prepare high-level, conceptual cost
opinions of reclaimed water treatment and distribution infrastructure (+50% to -30% level of
detail) for presentation in a workshop summary memorandum.
• Prepare an economic analysis which generally follows An Economic Framework for
Evaluating the Benefits and Costs of Water Reuse by the WateReuse Foundation.
Assumptions
• The economic analysis will be based upon information captured in the reclaimed water
strategy workshop (Task 400).
• Information to be used for the economic analysis includes social costs and benefits,
environmental stewardship, City's goals and mission, and the "no ac#ian° alternative.
City Input
• The City will actively participate in the initial workshop and provide any background
information relevant to project goals and approach.
Deliverables
• Economic analysis technical memorandum.
TASK b80 - COUNCIL AND STAKEHOLDER PRESENTATIONS
Objective
Prepare and deliver presentations to the Meridian City Council, key public agencies, and other
stakeholders.
Approach
• Prepare presentation materials and present the findings of the Reclaimed Water
Conceptual Business Planning effort to the City Council and other key stakeholders.
Assumptions
• Up to two Council Presentations will be required.
* Up to 4 agency and other stakeholder briefings will be required.
• Conceptual Reclaimed Water Business Pian will be the Powerpoint presentations presented
in a three ring binder.
• Conceptual Reclaimed Water Business Plan avill follow the chapters headings of the outline
presented on page 13 through 16 of this scope of work.
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City Input
• City staff will actively participate in the presentations.
Deliverables
• Council presentations (2 total).
• Stakeholder presentations (4 total).
PHASE 3 - RECLAIlVIED WATER DETAILED BUSINESS PLAN
Task 700 -Project Management (Phase 3)
Task 800 -Motivators Vision and Drivers)
Task 900 -Market Analysis (Uses and Customers)
Task 1000 - Means of Delivery (Infrastructure)
Task 1100 - Management (Business Planning and Utility Structure)
Task 1200 - Money (Financial Issues)
Task 1300 - Meetings, Report, and Documentation
TASK 700 - PROJECT MANAGEMENT (PHASE 3)
Objective
Prepare and implement a project management plan; provide scope, schedule, and cost control
services; and initiate and attend project coordination meetings during Phase 3 of the project
scope and authorization.
Approach
• Communicate frequently to the City and the project team through progress reports, project
meetings, and email communications.
• Update the Project Management Pian for distribution to project team; monitor Consultant
team progress; delegate task assignments and responsibilities by discipline through the
course of the project phase; and coordinate issues of project phase with City's Project
Manager.
• Prepare progress reports and invoices that summarize the work progress to date, the
budget expenditures to date, and identify any information requirements or decisions that
need to be made by the City (1 copy each month).
City Invoivement
• Review Project Management Plan and provide comments, where requested by the
Consultant.
• Interface with Consultant on project issues.
• Process invoices within 30 days of receipt.
Assumptions
• If the scope changes during the life of the project, modification to the original contract
agreement wil[ be required per the terms and conditions of the agreement.
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• Invoice format will follow standard format by the Consultant.
Deliverables
• Project Management Plan (1 copy to City, 4 copies for Consultant distribution}.
• Progress reports and invoices (1 copy each month).
TASK 800 - MOTIVATORS (VISION AND DRIVERS)
Objective
Document the motivators for establishing a reclaimed water program, the benefits of
implementing a program, and the potential downsides to implementation.
Approach
• Document the motivators (vision and drivers} developed and discussed during Phase 2.
• Identify any new motivators or detractors for developing a water reuse program.
Assumptions
• No additional preparation will be required beyond the effort provided in Phase 2.
City Input
• City will de-brief with HDR after the Phase 2 Reclaimed Water Strategy Workshop.
Deliverables
• N/A -See Task 1300 - 00.
TASK 900 - MARKET ANALYSIS (USES AND CUSTOMERS)
Objectlve
Assess specific customer needs and engineering considerations.
Approach
• Schedule and attend meetings with up to five prospective customers for reclaimed water,
including but not limited to: potential industrial users of municipal reclaimed water,
developers in north Meridian; the Meridian Parks and Recreation Department; up to three
golf courses in the north Meridian area (Spurwing, Foxtail, and Lake View). At the City's
option, these meetings may consist of meeting individually with each customer; meeting
with customers as a group; or both.
• Facilitate periodic meetings with Meridian and the Idaho Department of Environmental
Quality (DEQ).
• Develop a brief overview of the status of reclaimed water distribution to cover the
appropr7ate range of issues and elicit constructive input from the customers involved. For
example, discussion points can include specific potential uses of the reclaimed water,
quantities and pressures needed; seasonal fluctuation in water needs; irrigation constrain#s
(allowable time of use spray irrigation); desired delivery points; required customer site
retrofits (e.g., cross-connection control); reliability; ability to share the burden of ensuring
reliability; water quality considerations; pricing; incentives; terms and conditions that may be
associated with delivery; needs for redundant supply if there is a reclaimed water outage.
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Assumptions
• Up to four one-on-one meetings wi#h prospective customers will be held initially to assess
interest and specific engineering considerations.
• An additional set of meetings with prospective customers (one joint meeting or four
individual meetings) will be held after the pricing options have been assessed and reviewed
by the City.
City Input
• Provide available reports and studies for review
• Assist in obtaining information as needed.
• Participate with HDR in contacting and meeting with prospective customers.
• Provide financial information as needed related to O&M costs, administrative costs and
taxes.
• Review deliverables and provide feedback.
Deliverables
• Brief overview of the status of reclaimed water program for customer meetings.
TASK 10(10 -MEANS OF DELIVERY (INFRASTRUCTURE)
Objective
Provide planning-level definition of infrastructure needed to treat and deliver reclaimed water to
customers ident~ed in Task 9110, and associated planning-level costs.
Approach
Subtask 1001: Define Engineering Parameters
• Identify the geographic location of potential customers that can be served with reclaimed
water.
• Estimate the amount of water that is desired by each potential customer.
• Review the quantity of water and pressure desired by prospective customers in the context
of allowable times of application.
• Identify if and what treatment mod cations are needed to produce and deliver reclaimed
water that meets expectations developed in Task 900.
• Determine daily and seasonal storage requirements.
Subtask 1002: Develop Pipe Configurations and Perform Hydraulic Modeling
• Once potential customers and anticipated demands are known, up to three alternative
pipeline alignments will be identified.
• An extended period simulation will be performed for this analysis. Operations costs will also
be estimated through the use of the hydraulic model. Modeling scenarios will help develop
pump operating strategies and estimate electricity consumption needed for operation of the
proposed system.
• Include storage in modeling scenarios; potentially at the wastewater treatment plant, on-site
at customer locations, or other distribution or terminal locations.
Subtask 1003: Develop Planning-Level Cost Estimates and Related Criteria
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• Prepare a preliminary opinion of the capital and operating costs to construct and operate
the altemative treatment, pipeline alignments, pump stations, and storage facilities.
Assumptions
Subtask 1001:
• Engineering parameters will be based on existing State of Idaho regulations.
• Distirbution and storage requirements will be based on the Idaho Rutes for the Reclamation
and Reuse of Municipal and Industrial Wastewater.
• Review of altemative reservoir configurations {e.g., above ground, buried, hopper bottom,
etc.) is not included in this scope of work.
Subtask 1002:
• The hydraulic model developed for the Boise River OutFall pipeline (BRO) to Heroes Park
hydraulic analysis will be used to determine pipe sizes extending from the BRO pipeline or
wastewater treatment plant, if pumping is required and how much pumping is required,
storage requirements and operational characteristics of the system.
• Storage at selected locations throughout the City may provide for lower capital and
operating costs and make water available at times that the facilities at the wastewater
treatment plant are not in operation.
• Evaluation will be limited to three altemative pipe alignments, which will be agreed upon
prior to performing Task 602.
Subtask 1003:
• Detailed design drawings will not be required.
• Model will contain pipe and nodal information used in the hydraulic analysis.
• Model can be used to further evaluate the system and to provide input for preliminary
design of the recommended altemative.
City Input
• Communicate with HDR regarding engineering parameters such as potential over sizing
needs for future expansion, pressure requirements, City land available for storage, etc.
• Review deliverables and provide comments.
• Review and feedback on deliverables prepared.
Deliverables
Subtask 1001:
• Brief memo summarizing engineering parameters.
Subtask 1002:
• Hydraulic model containing pipeline alternatives.
Subtask 1003:
• Brief memo with tables containing estimated capital and operating costs for each
altemative.
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TASK 11Q0 -MANAGEMENT (BUSINESS PLANNING AND UTILITY STRUCTURE)
Objective
Evaluate Meridian's current management practices, compare those against industry accepted
best practices, and then recommend modifications to city practices, if warranted.
Approach
Subfask 1101: Assess Current Business Practices
• Assess currently employed business practices as they relate to managing Meridian's
reclaimed water assets.
• Identify processes and procedures with which the new reclaimed water program will need to
integrate (e.g., plan reviews, site inspections, development fee assessments, development
agreement processes, backflow prevention processes, equipment inventory, and utility
billing systems.)
• HDR will assess the following four areas:
1. Maintenance Programs and Current Management Approach Assessment
• Program organization
• Condition standards/lifecycle management/system risk analysis
• Asset databases and mapping
• Inspection and condition assessment programs
• Repair, rehabilitation, and replacement program
• Maintenance practices
• Design and construction standards
2. Technology Assessment
• Computerized maintenance management systems
• IT systems supporting the reclaimed water program
• Supervisory control and data acquisition (SCADA) system data management and
utilization
3. Organizational Assessment
• Intema[ level of service from support services
• Overall strategy
• Strategy execution
• Organizational culture
• Organizational structure
• People
• Leadership
• Operations
4. Financial Assessment
• Review of current budget development process
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• Review of long-term fnancial forecasting process
• Review of funding sources
• Review of processes for setting rates, fees and connection charges
• Review of processes for acquiring debt and/or grant funding
• Review process for tracking costs by asset and asset class (parts, material,
labor, equipment, energy, legal)
• Review process for determining life expectancy by asset and asset class
• Review process for assessing rehabilitation and replacement needs
• Review process for projecting future asset rehabilitation and replacement cost
Subtask 1902: Reclaimed Water Ordinance
• Work with the City to review reclaimed water ordinances from other cities and agencies
which treat and distribute reclaimed water.
Subtask 1103: Reclaimed Water Development Standards
• Work with the City to collect reclaimed water development standards from communities
which have already adopted similar standards and provide the standards for Meridian's use
in revising and adopting standards for its reclaimed water infrastructure.
Assumptions
• City will provide HDR with information as needed related to administrative functions,
organization, tools, and resources.
Ciity Input
• Participate in workshop sessions, review deliverables, and provide feedback.
Deliverables
• F~cample ordinance language and development standards from an existing reclaimed water
agency.
TASK 1200 -MONEY (FINANCIAL ISSUES)
Objective
Analyze cost structure and propose options for pricing reclaimed water. Identify additional
revenue sources available to the City. Assist City in communicating reclaimed water pricing
considerations to prospective customers and obtaining customer feedback.
Approach
Subtask 1201: Determine Rate l.eve! and Structure for Reclaimed Wafer
• Develop Cost Basis for Reclaimed Water Rates -Use results of the engineering analysis
and information provided by the City to establish the cost basis for reclaimed water rates.
• Development of Reclaimed Water Rate and Rate Structure -Develop altemaYnre rates and
rate structures to assist the City in determining which will meet the reclaimed water cost
recovery goals and provide sufficient incentive to target customers.
• Provide astand-alone report that documents the cost basis for reclaimed water rates,
reviews options for rate structures, and recommends a speck rate structure.
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• Summarize anticipated revenues over an agreed-upon period (e.g., ten years) for
comparison with capital and O&M casts associated with reclaimed water distribution.
Subfask 1202: Review Atemative Revenue Sources
• Help the City identify altemative revenue sources.
• Review and summarize available sources of funding outside the City, such as state and
federal grants to support reclaimed water programs and utility infrastructure generally.
• Provide a brief memo summarizing policy issues associated with altemative revenue
sources.
• Provide a preliminary assessment of potential rate impacts if costs were to be allocated
broadly to other utility ratepayers.
Subfask 1203: Review Potential Contract Considerations
• Help City staff identify terms and conditions that may be appropriate for reclaimed water
contracts, if appropriate, based on discussions with prospective customers.
• HDR will provide a brief memo identifying potential elements of water supply contracts
involving prospective large customers of the reclaimed water system.
Subtask 1204: Integration of Full System Costs
Assess financial impact of the City's reclaimed water distribution program on a system-wide
basis.
• Summarize life-cycle capital and 08~M costs.
• Estimate total system revenues from reclaimed water rates and remaining revenue
requirements, accounting for any overlapping elements of the water, wastewater, and
reclaimed water utilities.
• Estimate cost effectiveness and Net Present Value (NPV) parameters for the system as a
whole and compare wkh estimates developed previously for altemative sources of water
supply and river discharge of treated wastewater.
• Break-even Analysis. Determine what volume of reclaimed water would need to be sold in
order to:
• Bring the cost-effectiveness on a unit basis (i.e., $/gallon) to equivalency with the new
source of potable supply or wastewater disposal.
• Offset the need for potable supply to the point that the financial savings (avoided cost)
of deferring or eliminating a new source of supply equal the cost of building the
reclaimed water infrastructure.
• Offset the need for river discharge of wastewater to the point that the financial savings
{avoided cost) of deferring or eliminating wastewater river discharge equals the cost of
building the reclaimed water infrastructure.
• Once a quantity has been determined for each of these approaches, provide a
qualitative assessment of the feasibility of delivering this quantity of reclaimed water,
under the assumptions on market conditions used in other tasks on this project.
• Prepare a written summary of resuks, in the form of a technical memorandum to City
staff.
Assumptions
Subtask 1201:
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• The cost basis (revenue requirement) will consider capital costs, operation and
maintenance costs and the associated funding mechanisms, taxes, and an appropriate
allocation of administrative costs (overhead, customer service, billing, collection).
• While it is unlikely that costs can ~ fully recovered, this effort will provide a context far
decision-making on an appropriate rate structure.
• City staff will provide financial data on OEM and administrative. costs in a format suitable for
assigning costs to the reclaimed water distribution activity.
Subtask 1202:
• Consideration of primary altemative revenue sources will involve examining the per unit cost
impact (e.g., cast per CCF, 1,000 gallon or account) that represents the potential subsidy
required from the City's water and/or wastewater customers to support the reclaimed water
policy. Such charges may be worthy of consideration, to the extent the reclaimed water
policy benef~s City customers by providing an altemative source of supply and a means of
wastewater disposal.
• The altemative revenue contributions will be represented as an average value on a per unit
basis, and will be intended to assist in evaluating the overall impact to the City's ratepayers
of this type of approach. This will not include detailed cost-of-service considerations or rate
re-design for the City's various customer classes.
• The primary focus of altemative revenues will be assessing haw the broad base of City
water or wastewater ratepayers may contribute revenues to support the reclaimed water
policy.
• This broad based review will not consider cost of service considerations.
• While outside grant assistance could potentially become available and will be summarized,
the financial analysis will focus primarily on revenues from within the City's utility systems:
City input
• Provide financial information as needed related to O&M costs, administrative costs and
taxes. Review deliverables and provide feedback.
Deliverables
Subtask 1201:
• Initial draft rate level and structure report
• Final draft ra#e level and structure report
Subtask 1202:
• Memo on altemative revenue sources.
• Memo on preliminary assessment of potential rate impacts.
Subtask 1203:
• Memo on large customer water supply contracts.
TASK 1300 -MEETINGS, REPORT, AND DOCUMENTATION
Objective
Provide clear communication and assist City staff in presenting findings to the City Council and
internal City committees, and compile the information prepared, collected, and developed into a
single document that defines the City's overall reclaimed water program.
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Approach
The approach will consist of the following subtasks:
Subtask 1301: Meetings and Presentations
• HDR will meet with City staff and related City committees periodically over the course of the
project to review results and prepare options for subsequent task activities.
• HDR will attend City Council meetings or internal City committee meetings to support City
staff in presenting findings and receive direction.
Subtask 1302: Report Preparation
• HDR will develop a written report, documenting assumptions, conclusions and
recommendations.
• HDR will provide technical appendices of all the technics[ analyses undertaken.
• HDR will provide an electronic draft report far review and comment. Once the City's
comments and suggestions are addressed and incorporated, HDR will provide ten (10)
bound copies, one unbound copy and an electronic copy of the final report.
Assumptions
Subtask 1301:
• Meetings will be limited to up to four meetings with City staff; up to two meetings with City
Committees; and up to two meetings of the City Council.
• HDR meeting attendees will generally consist of the project manager and respective task
Leads with other staff attending only selected meetings.
Subtask 1302:
• The materials presented in the Reclaimed Water Plan will be based on information
developed in preceding tasks.
• The written report is intended to document the activities undertaken as a part of the project.
City Input
• Participate in the preparation and facilitation of meetings and presentations. Review the
draft report and provide single set of compiled comments from all City reviewers.
Deliverables
• Draft Reclaimed Water Business Plan (electronic pdf)
• Final Reclaimed Water Business Plan (10 hard copies and one electronic copy)
Example Outline for Reclaimed Water Plan
Chapter 1 -Introduction
Scope of Services
Information Sources
Aclmowledgements
Master Plan
Chapter 2 -Project Background
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~Z
Physical Environment
Institutional Setting
Basis of Planning
Existing Recycled Water System
Adjacent Water/Wastewater Systems
City of Boise
City of Nampa
City of Kuna
Eagle Sewer District
Previous Studies
Chapter 3 -Reclaimed Water Demand Analysis
Current and Future Demand Types
Annual Demands
Historical Demands
Demand Phasing
Monthly Demands
Historical Demands
Projected Demands
Daily Demands
Hourly Demands
Chapter 4 -Source of Supply Analysis
Current Supply Sources
Potential Supply Sources
Quality and Reliability
Regulatory Quality
TDS Quality
Nutrient Quality
Reliability
Supply Availability and System Quality
Annual
Supply Availability
System Quality
Monthly
Supply Availability
MonthlySupply/Demand Balancing
System Quality
Daily
Hourly
Supply Availability
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Hourly Supply/Demand Balancing
System Quality
Chapter 5 -Hydraulic Analysis
Reclaimed Water System Model Development
Pipeline Data
Junction Node Data
Pressure Zones
Model Calibration
GISlntegration Options
Existing System Analysis
Steady State Simulations
Extended Period Simulations
Water Quality
Future System Analysis
Steady State Simulations
Extended Period Simulations
Water Quality
Chapter fi -Economic Analysis
System Sizing Criteria
Use of Existing Facilities
System Pipelines
Pumping Station and Reservoir Interrelationship
Well Construction
Service Pressures
Project Cost Data
Land Acquisition
Construction Costs
Cost Index and Price Escalation
Reclaimed Water Mains
Storage Reservoirs
Pumping Stations
Construction Contingencies
Engineering and Administration
Annual Costs
Summary Facility Costs
Benefit/Cost Analysis
Alternative Wastewater Disposal Project
Alternative Potable Water Project
Proposed Reclaimed Water Project
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Reclaimed Water Funding
Cost Basis for Reclaimed Water Rates
Reclaimed Water Rate Structure
Alternative Revenue Sources
Chapter 7 -Capital Improvement Program
Pipeline Routes
Improvement Program
'I~eatment System Improvements
Central Plant
Satellite Facilities
Distribution System Improvements
Proposed Distribution Facilities
Project Costs
Appendices
Reclaimed Water Development Standards
Reclaimed Water Ordinance
Class A Water Reclamation and Reuse Permit
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PROJECT SCHEDULE
CITY OF MERIDIAN, IDAFIO
RECLAIMED WATER MASTER PLANNING
The project schedule for performing the task order is as follows:
Activi Completion
(weeks from
NTP
Phase 7
Pro'ect Mana ement Plan 2 weeks
Pro ress re its and invoices Monthl
Ci ide reclaimed water ro ram memo 4 weeks
Draft En ineerin Re ort 8 weeks
Final En ineerin Re ort 12 weeks
Reclaimed Water Permit A lication 12 weeks
Phase 2
Pro'ect Mana ement Plan 2 weeks
Pro ress re orts and invoices Monthl
Reclaimed Water Strate Worksho A enda and Invitations 14 weeks
Reclaimed Water Strat Worksho 18 weeks
Reclaimed Water Strate Worksho Summa Memorandum 19 weeks
Economic Anal sis Technical Memorandum 22 weeks
Council and Stakeholder Presentations 22 weeks
Phase 3
Pro'ect Mana ement Plan 2 weeks
Pro ress re orts and invoices Monthl
Customer meetin s 4 weeks
En ineerin arameters memo 6 weeks
Pi line alternatives h draulic model 12 weeks
Develo cost estimates 14 weeks
Exam le reclaimed water ordinance and develo ment standards 16 weeks
Initial draft rate level and structure re ort 18 weeks
Fina! draft rate Level and structure re rt 22 weeks
Alternative revenue sources memo 22 weeks
Prelimina assessment of otentia! rate im acts memo 22 weeks
Lar a customer water su I contracts memo 22 weeks
Draft Reclaimed Water Business Plan 30 weeks
Final Reclaimed Water Business Plan 34 weeks
Team Meetin s Monthl
Meetin s with Idaho DEQ Monthl
*This schedule is based upon separate notices to proceed for Phase 1 and Phase 2 each. If
the notice to proceed is delayed, the project schedule will shift the con'esponding number of
calendar days.
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COMPENSATION
CITY OF MERIDIAN, IDAHO
RECLAIMED WATER MASTER PLANNING
The estimated cost to complete this Scope of Work is presented in the table below.
Task Budget
PHASE 1
Task 100 -Project Management (Phase 1) $7,955
Task 200 -Citywide Class A Reclaimed Water Permit
Application $42,045
Subtotal -Phase 1 $50,000
PHASE 2
Task 300 -Project Management (Phase 2) $5,806
Task 400 -Reclaimed Water Strategy Workshop $41,725
Task 500 -Economic Analysis $12,320
Task 600 -Council and Stakeholder Presentations $19,726
Subtota! -Phase 2 $79,577
PHASE 3
Task 700 -Project Management (Phase 3) $29,967
Task 800 -Motivators Asian and Drivers) $2,143
Task 900 -Market Analysis (Uses and Customers) $14,592
Task 1000 -Means of Delivery (Infrastructure) $57,731
Task 1100 -Management (Business Planning and Utility
Structure) $36,653
Task 1200 -Money (Financial Issues) $50,941
Task 1300 -Meetings, Report, and Documentation $68,444
Subtotal -Phase 3 $260,471
TOTAL $390,048
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HDR will invoice Meridian for professional services described in this Proposal on a time and
materials basis. For the activities described in the Scope of Services, HDR estimates a
professional services fee of not to exceed the amounts described in the table above wi#hout
wriften authorization from the City.
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AUTHORIZATION
CITY OF MERIDIAN
CITY OF MERIDIAN, IDAHO
RE(=~~iM~D WATER MASTER PLANNING
By: ~
Tammy de Weerd, Mayor
Attest:
Jaycee Holman, City
Public Works Department
Approved by Clty Council
CONSULTANT
Larry V. H an, Vlce sident
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