HomeMy WebLinkAboutTask Order No. 0777a with HDR Engineering for Reclaimed Water Master Planning~~i~E IDIAN~-
Public ~ D A N O
Works Department
TO: Mayor Tammy de Weerd
Members of the City Council
FROM: Clint Dolsby, Assistant City Engineer
DATE: 1 D/02!09
Mayor Tammy de Weerd
~~~~
Kefth Bird
Brad Hoagiun
Charles Rountree
Da~ld Zaremba
SUBJECT: TASK ORDER. 0777a FOR RECLAIMED WATER MASTER PLANNING
I. RF,COMMENDED ACTION
A. Move to:
1. Approve Task Order 0777a with HDR Engineering, Inc. for Reclaimed
Water Master Planning, far anot-to-exceed cost of $147,686.
2. Authorize the Mayor to sign the agreement.
II. DEPARTMENT CONTACT PERSONS
Place names, titles, and phone numbers of the Persons involved in Descending Order:
Clint Dolsby, Asst. City Engineer (Project Manager) 489-0341
Warren Stewart, PW Engineering Manager 489-0350
Tom Barry, Director of Public Works 489-0372
III. DESCRIPTION
A. Background
Class A reclaimed water is the. highest class of reclaimed water in Idaho.
Meridian is currently producing reclaimed water that meets Class A standards and
is applying it to Heroes Park under its DEQ Municipal Wastewater Reuse Permit
which became final December 1, 2008. The City has also submitted a Water
Reclamation and Reuse permit application and engineering report to DEQ for the
implementation of a Citywide Water Reclamation and Reuse permit. The City
expects to receive a draft citywide reuse permit from DEQ within the next month.
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D
Project Funding
Project will be funded from 3590-96151 $147,686
V. ALTERNATIVES
A. The City may choose to postpone the completion of the Reclaimed Water
Master Plan. This would have detrimental impacts to our Citywide Reclaimed
Water Program. This plan is necessary for the Public Works Department to
properly plan, prioritize and implement improvements to the reclaimed water
distribution system. Additionally, financial components of the Master Plan
that will be the basis for the rates and program funding would not be
developed.
B. City staff could go back out for an RFP for the Reclaimed Water Master Plan
and select a new consultant to perform the work, This is not recommended as
we have gone through a fair and competitive process to select a consultant.
VI. TIME CONSTRAINTS
Council's approval will allow the timely comple~on of the Reclaimed Water Master
Plan in support of our Citywide Reclaimed Water Program.
VII. LIST OF ATTACHMENTS
A. Task Order 0777a with HDR Engineering, Inc. for Reclaimed Water Master
Planning..
Approved for Council Agenda: _ ~~"~p~0 `l
Tom Barry, Director of Public ork Date
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TASK ORDER N0.0777A
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.
This task order supersedes Phase 2 and Phase 3 of Task Order No. 5 dated December 1, 2008
and approved by the City Council on December 16, 2008.
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 staining 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 became stressed as growth continues at a record pace, if
alternate sources of supply are not ident~ed; and (3) the available supply of irrigation water
used at 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. The City will apply Class A reclaimed water to
Heroes Park under its DEQ Municipal Wastewater Reuse Permit which became final December
1, 2008. The City has also submitted a Water Reclama#ion and Reuse permit application and
engineering report to DEQ for the implementation of a Ciitywide Water Reclamation and Reuse
permit. The City expects to receive a daft citywide reuse permit from DEQ the summer of
2009.
Development of the Heroes Park water reuse program and the Citywide permit application laid
much of the conceptual groundwork far 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
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project is to develop the near-term direction and details of a reclaimed water distribution system,
evaluate 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. HDR will
commence with these services upon notice to proceed.
Task 100 -Project Management
Task 200 -Market Analysis {Uses and Customers}
Task 300 -Means of Delivery {Infrastructure)
Task 400 -Business Management Structure
Task 500 - Maney (Financial Issues)
Task 600 -Meetings, Report, and Documentation
TASK 100 - PROJECT MANAGEMENT
Objective
Prepare and implement a project management plan; provide scope, schedule, and cost control
services; and initiate and attend project. coordination meetings during the life of the project.
Approach
• Communicate frequently 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.
• Quality control reviews will be conducted with each task.
Deliverables
• project Management Plan (1 copy to City,. 4 copies for Consultant distribution}.
• Progress reports and invoices (1 copy each month}.
TASK 2f}0 - MARKET ANALYSTS (USES RNLI CUSTOMERS)
Objective
Assess specific customer needs and engineering considerations.
Approach
• Schedule and attend a single meeting with up to two prospective customers for reclaimed
water, possibly including: potential industrial users of municipal reclaimed water, developers
in north Meridian, the Meridian Parks and Recreation Department and/or golf courses in the
north Meridian area.
• Facilitate one meeting with the City and DEQ.
Develop a brief overview of the status of reclaimed water distribution to cover the
appropriate range of issues and elicit constructive input from the customers involved. Far
example, discussion points can include specific potential uses of the reclaimed water;
quantities and pressures needed; seasonal fluctuation in water needs; irrigation constraints
(atlowable time of use for 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.
Assumptions
• A single meeting with prospective customers will be held to assess interest and specific
engineering considerations.
City Input
• Provide available reports and studies for review,
• Assist in obtaining information as Headed.
• Participate with HDR in contacting and meeting with prospective customary.
Deliverables
• Findings from this task wi8 be provided in the Task 600 Reclaimed Water Master Planning
Final Report.
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TASK 300 - MEANS OF DELIVERY (INFRASTRUCTURE)
Objective
Provide planning-level definition of infrastructure needed to treat and deliver reclaimed water to
customers identified by the City and in the Market Analysis {Task 200), and associated
planning-level costs.
Approach
Subtask 309: Dune Engineering Parameters
• Estimate the amount of water that is desired by each potential customer.
• Identify if and what treatment modifications are needed to produce and deliver reclaimed
water that meets expectations developed in Task 200.
• Determine daily and seasonal storage requirements.
Subtask 302: Develop Pipe Configurations and Perform Hydraulic Modeling
• HDR to provide 8 hours of on-call assistance to City for Subtask 302
Subtask 303: Develop Planning-Level Cost Opinions and Related Criteria
• Prepare a preliminary opinion of the capital and operating costs to construct and operate the
alternative treatment, pipeline alignments, pump stations, and storage facilities using results
and information from Subtasks 301 and 302.
Assumptions
Subtask 309:
+ Engineering parameters will be based on existing State of Idaho regulations.
• Distribution and storage requirements will be based on the Idaho Rules for the Reclamation
and Reuse of Municipal and Industrial Wastewater.
• Review of altemative reservoir configurations (e.g., above ground, buried, etc.) is not
included in #his scope of work.
Subtask 303:
• Detailed design drawings will not be required or used to develop cost opinions.
• The City will provide planned distribution system infrastructure improvements to HDR to use
in preparing capital cost opinions.
City Input
• Provide HDR a list of necessary distribution system infrastructure improvements (lineal feet
of piping, piping size, pumping facilities, etc.)
• Identify the geographic location of potential customers -that can be served wi#h reclaimed
water
• Review the quantity of water and pressure desired by prospective customers in the context
of allowable times of application.
• Once potential customers and anticipated. demands are known., identify pipeline alignments.
• 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.
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Include storage in modeling scenarios; potentially at the wastewater treatment plant, on-site
at customer locations, or other distribution or terminal locations.
• 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 301:
• Brief memo summarizing Potential Treatment and Storage Strategy.
Subtask 302:
• None.
Subtask 303:
• Brief memo with tables containing capital and operating cast opinions for each alternative.
TASK 400 - BUSINESS MANAGEMENT STRUCTURE
Objective
Provide general on-cal( assistance to the City to assist in developing the management structure
of its reclaimed water program.
Approach
Subtask 401: Business Practices and Ordinances
• Provide City with up to two examples of reclaimed water ordinances used for other citywide
reclaimed water programs.
• Provide City up to 24 hours of on-call assistance to help 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.)
Assumptions
• City will provide HDR with information as needed related to administrative functions,
organization, tools, and resources.
City Input
• Review deliverables and provide feedback.
Deliverables
• Up fo two examples of ordinance language from an existing reclaimed water agency.
TASK X00 - 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 #o prospective customers and obtaining customer feedback.
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Approach
Subtask 501: Rate Overviewv
• Estimate financial needs related to operations, maintenance, and administrative costs.
• 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.
• Reclaimed Water Ra#e Overview- Review altemative rates and rate structures to assist the
City in determining which strategies could meet the reclaimed water cost recovery goals.
• Evaluate alternatives where either the City's water utility subsidizes reclaimed water system
costs, the wastewater utility pays for system costs, or the utilities share the costs.
• Provide a memo that documents the strategies considered for setting reclaimed water rates
and reviews options for rate structures.
Assumptions
• City staff will provide financial data on 08~M and administrative casts in a format suitable for
assigning costs to the reclaimed water distribution activity.
• City will be responsible for evaluating. altemative revenue sources such as stateifederal
grant money or other non-user generated funds.
• While outside grant assistance cauld potentially became available, the rate overview will
focus 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 501:
• Draft rate overview memo.
• Report results in Task 600.
TASK 61)fl = 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 in
previous tasks into a single document that defines the City's overall reclaimed water program.
Approach
The approach wil( consist of the following subtasks:
Subtask 601: Meetings and Presentations
• Meet with City staff once every other month for six months over the course of the project to
review results .and prepare options for subsequent task activities.
• Attend one Gity Council meeting to support City staff in presenting findings and receive
direction.
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Subtask 602: Report Preparation
• Develop a written report, documenting assumptions, conclusions and recommendations.
• 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 609:
• Meetings will be limited to up to three meetings with City staff and one meeting with City
Council.
• HDR meeting attendees will generally consist of the project manager and project engineer
with other staff attending only selected meetings.
Subtask &02:
• 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 fihe 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 atl City reviewers.
Deliverables
• Draft Reclaimed Water Business Plan (electronic pdf)
• Final Reclaimed Water Business Plan (electronic pdf}
ADDITIVE ALTERNATE TASKS {NOT INCLUDED IN THIS SCOPE OF SERVICES)
TASK 700 - DEVELOP PIPE CONFIGURATIONS AND PERFORM HYDRAULIC
MODELING
Objective
Support the City's effort to provide planning-level definition of infrastructure needed to treat and
deliver reclaimed water to customers identified in Task 400.
Approach
• Once potential customers and anticipated demands are known, up to three alternative
pipeline alignments will be identified.
• Perform an extended period simulation analysis.
• Estimate operations costs using the hydraulic model.
• Develop develop pump operating strategies and estimate electricity consumption needed for
operation of the proposed system using modeling scenarios.
Evaluate up to three storage site options in modeling scenarios (poten#ially at the
wastewater treatment plant, on-site at customer locations, or other distribution or terminal
locations).
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Assumptions
• 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 Ivwer capital and
operating casts and make water available at times that the facilities at the wastewater
treatment plant are not in operation.
• Evaluation wilt be limited to three alternative pipe alignments, which will be agreed upon
prior to performing Task .
City Input
• Provide input on the alignment routing, pressure requirements, and selection of pipe
materials to be used in the hydraulic analysis.
Deliverables
• Hydraulic model files.
TASK 8tl0 - ALTERNATIVE FUNDING OPTIONS
Objective
Identify mechanisms for short term or long term funding of reiclaimed water program beyond
customer rates and service fees.
Approach
• Evaluate alternative revenue sources such as stateffederal grant money or other non-user
generated funds.
Assumptions
• The opportunities for external funding are limited in the industry and are dependent upon
federal, state, and local grant and loan programs.
Deliverables
Memo to City which summarizes grant or loan opportunities and funding requirements.
TASK 90t1- SPECIAL STUDIES
Objective
Provide the city with technical advice an complex operational issues or challenges.
Approach
• Compare the value of a high pressure reuse water system versus a low pressure system
with storage ponds.
• Provide guidance to City on how to keep the storage ponds clear of algae, slit, and debris.
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Assumptions
• Qther technical issues could require detailed literature search, surveys, bench scale tes#ing,
or other research that is nat defined in this scope of services.
Deliverables
• Memo to City which describes the advantages and disadvantages of low pressure and high
pressure reclaimed water systems.
• Memo to City which describes desirable reclaimed water storage pond design
characteristics.
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PROTECT SCHEDULE
CITY OF MERIDIAN, IDAHO
RECLAIMED WATER MASTER PLANNING
The project schedule for performing the task order is as follows:
Activi Completion
(weeks from
NTP)'"
Pro ress re orts and invoices Monthl
Market Anal sis 4 weeks
Brief Treatment and Stora a memo 8 weeks
Develo cast estimates 14 weeks
Exam le reclaimed water ordinance 17 weeks
Draft rate overview memo 26 weeks
Draft Reclaimed Water Business Plan- 26 weeks
Final Reclaimed Water Business Plan 30 weeks
Council and Stakeholder Presentation 32 weeks
Team Meetin s Bi-Monthl
Meetin with Idaha DEQ To be determined.
This schedule is based upon an assumed notice to proceed at the beginning of the city's
fiscal year 2010 (October 1, 2009) . If the notice to proceed is delayed, the project schedule
will shift the corresponding number of calendar days.
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COMPENSATION
CITY OF MERIDIAN, IDAHO
RECLAIMED WATER MASTER PLAP,TTING
The. estimated cost to complete this Scope of Work is presented in the table below.
Task Budget
Task 100 -Project Management $13,451
Task 200 -Market Analysis (Uses and Customers) $8,.973
Task 300 - Means of Delivery (Infrastructure) $31,382
Task 400 -Business Management Structure $5,206
Task 500 -Money (Financial Essues) $36,233
Task 600 -Meetings, Report, and Documentation $52,441
TQTAL $14?,686
Additive Alternates
Tasl 700 -Develop Pipe Configurations and Perform ~ $35
Hydraulic Modeling
-- Alternative Funding Options
HDR will invoice Meridian for professional services described in this task order 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 without
written authorization from the City.
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AUTHORIZATION
CITY OF MERIDIAN, IDAHO
RECLAIMED WATER MASTER PLANNING
CITY OF MERIDIAN
CONSULTANT
Karen Doherty, Vice President
~~ ~ ~~ ~~~
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Attest: = "_
SEAL
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Jaycee Holman, City Clerk ~''~n,,,~~~~~ ~~i~ti;~~~~``~~
Keith Watts, Pu chasing Agent
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Public Works Department
Approved by City Council l0 ~~`1 '
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