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Task Order No. 10436 with JUB Engineers, Inc. for City Wide Irrigation Feasibility Study
Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, David Miles Date: 8122113 Re: August 27 City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the August 27 City Council Consent Agenda for Council's consideration. Approval of Task Order 10436 for "Citywide Irrigation Feasibility Study" to JUB Engineers Inc in the Not-To-Exceed amount of $98,604.00. This Task Order is written against the current Master Agreement between the parties. Recommended Council Action: Approval of Task Order 104361 to JUB Engineers, Inc. for the Not-To-Exceed amount of $96,604.00. Thank you for your consideration. ~ Page 1 4 y ~~i~E IDIAN~- Public IDAHO Works Department T0: Mayor Tammy de Weerd Members of the City Council FROM: David Miles, Surface Water Program Administrator Tom Barry, Director of Public Works DATE: August 19, 2013 Mayor Tammy de Weerd City CoWncil Member~~ Keith Bird Brad Hoaglun Charles Rountree David Zaremba SUBJECT: TASK ORDER 10436 WITH J-U-B ENGINEERS, INC. (MASTER AGREEMENT DATED 4-13-2010), FOR CONSULTING SERVICES OF THE CITYWIDE IRRIGAITON FEASIBILITY STUDY FOR ANOT-TO- EXCEED AMOUNT OF $98,604.00 (NEXT AVAILABLE DEPARTMENT REPORT) I. RECOMMENDED ACTION Move to: 1. Approve Task Order 1043 6 with J-U-B Engineers, Inc. for Citywide Irrigation Feasibility Study consulting design services for anot-to-exceed amount of $98,604.00 and; 2. Authorize the Mayor to .sign the Agreement. II. DEPARTMENT CONTACT PERSONS David Miles, Surface Water Program Administrator 489-0383 Mollie Mangerich, Environmental Manager 489-0379 Warren Stewart, Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A.. Background The City of Meridian has considered various options to provide greater delivery of water services for irrigation use within the City. Two primary goals of increasing water services for irrigation are a desire to provide a more favorable Page 1 of 3 } 7 IV. water rate model for all rate payers and to determine if there is a method to offset system capital costs to our rate payers so that we can ensure modern reliable water delivery facilities while maintaining financial stewardship. Developing and incorporating a citywide irrigation system, in which a combination of systems provide the right water for the right use, is one potential solution. As such, the Fiscal Year 2013 budget includes a Public Works enhancement to review various citywide irrigation systems that currently exist in Idaho and to analyze the benefits, costs and possible structure including operational, legal and statutory implications of such a system in Meridian. B. Proposed Proms This task order will provide the City of Meridian with analysis and reports gauging the feasibility of a citywide irrigation system to provide new methods of irrigation within the City. This task order includes fatal flaw analysis and "off ramps" which are consistent with the form, content and stop gaps that are required for studies such as this in order to allow the City to be fiscally responsible and allow for cancellation of the contract should any flaws discovered at any point be considered fatal. C. Consultant Selection The consultant was chosen from the selected professional engineering services roster due to their familiarity with the proj ect scope and quality of the service they have provided in the past, on similar evaluative projects for the City. IMPACT A. St~ is Impact: This project will ensure that the City meets the strategic objective of reviewing innovative and opportunistic ways of providing services within the City. Further, this project will ensure that the City responsibly plan for infrastructure needs in order to provide uninterrupted utility services in the most cost effective manner. B. Fiscal Impact: Pro' ect Costs Consultant Agreement: Phase I $39,476 Phase II (Subject to City Approval) $59,128 Total Consultant Agreement Cost Not-To-Exceed $98,604 Project Funding Pw Account #3200-55000 $100,000 Total Funding $100,000 Page Z of 3 r e C. Fiscal Note: Because this task order reaches into Fiscal Year 2014, the project is proposed to provide funding with FY ' 13 funds including carry forward. Accordingly the task order has a funding clause to specify that should the pending carry forward budget not be approved, then the City may terminate the prof ect agreement. V. LIST OF ATTACHMENTS A. Task Order 10436 -Citywide Irrigation Feasibility Study. B. Citywide Irrigation Feasibility Study Work-Hour Estimate ~+ Approved for Council Agend • *~ ,~ 4's-ao- r3 Date Page 3 of 3 TASK ORDER NO. 10436 Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETUVEEN CITY OF MERIDIAN (OWNER) AND JUB ENGINEERS, INC (ENGINEER) This Task Order is made this day of August, 2013 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by JUB ENGINEERS_IN_C,~, hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement Category 1 C} between the above mentioned parties dated April 13, 2010. The Project Name for this Task Order 10436 is as follows: CITY QF MERIDIAN CITYWIDE IRRIGATION FEASIBILITY STUDY PROJECT UNDERSTANDING PURPOSE The City of Meridian, ID provides water, and reclaimed water services for approximately 81,000 residents within approximately. 27 square miles. These services serve multiple purposes, one of which is the delivery of water for purposes of irrigation of commercial and residential landscapes. Irrigation districts, formed under Idaho State Cade Title 43, also provide water delivery for the purposes of irrigation of both agricultural lands and commercial and residential landscape within the City of Meridian. Some Cities in Idaho have developed Municipal Irrigation Districts, under Idaho State Code, Title 50 to provide coordinated and streamlined efforts in delivering irrigation water to residents. As Meridian continues to grow, demand on water supply will increase. Municipal Irrigation Systems can serve as a tool for municipalities to provide the right water for water delivery services. Drinking water supply is best used far drinking rather than multiple uses. A Municipal Irrigation System might also serve to flatten municipal water rates to all Meridian customers and allow all areas of the City to utilize irrigation water for irrigation purposes and maintaining drinking water supplies far that purpose. The City is requesting proposals from qualified firms to evaluate the feasibility of Meridian developing and implementing a Municipal Irrigation System in order to provide irrigation delivery to lands within the City, while keeping Task Order 1Q436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 1 of 17 JUB ENGINEERS, INC the cost of water rates equitable to all Meridian citizens and maximize the use of water for the best purposes. The following section provides general information on aspects of both City irrigation supply systems and irrigation systems operated by irrigation districts in and around the City. Facility Data Meridian provides both potable and reclaimed water to commercial establishments and residents in the City for irrigation water for landscape. A primary source of irrigation water for landscaping also comes from irrigation districts. Irrigation Districts which operate within the City of Meridian limits include Nampa Meridian Irrigation District (NMID}, Settlers Irrigation District (Settlers), Boise-Kuna Irrigation District, Pioneer Irrigation District and New York Irrigation District. These irrigation districts operate a series of water deliveries and drainages via creeks, drains and laterals. Many irrigation systems which are utilized today were developed during the late 1800's and early 1900's. Some were developed privately while others were developed under a federal program known as the Desert Land Act (or Carey Act} of 1894. The Carey Act allowed individuals to acquire land at a very low rate provided they were committed to make the ground farmable and produce goods in order to increase the rate for settlement of acid public lands across the west. Some irrigation systems are still operated by the Bureau of Reclamation today. Many Meridian Creeks serve as irrigation district supply and drainage sources. Four of these Creeks, (Five, Eight, Nine and Ten Mile Creeks}, are also mapped Special Flood Hazard Areas by the Federal Emergency Management Agency (FEMA}. Meridian also anticipates its Parks and Recreation Department Master Pathway Program to further develop pathways along portions of these Creeks. Meridian's reclaimed water utility currently provides landscape irrigation water to some businesses such as car washes, and park landscaping. It can also be used for fire and dust suppression, sanitary sewer flushings and serve lined water features and could provide additional irrigation supply or capacity to landscapes that are currently served by Irrigation District water. There are areas of Meridian, such as 01d Town Meridian, where irrigation district water is not delivered. These areas may have surface water delivery systems which are in disrepair, may be privately owned and may not be receiving surface water delivery. These areas currently utilize City potable water for irrigation purposes. Several jurisdictions in Idaho, including Meridian, require that residential subdivisions install pressurized irrigation systems as part of development agreements in order to provide water more efficiently for landscaping purposes, and to serve as secondary water sources for back up. Task order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 2 of 17 JUB ENGINEERS, INC f PRgJECT APPROACH This project includes analysis of many elements related to municipal irrigation systems. It is critical that costs and benefits of each issue be considered by the City of Meridian in order to balance the strategic objectives of the City with the benefits and costs of each element. Some elements of a municipal irrigation system may create fatal flaws for such a system in Meridian. In order to provide a study which accounts for potential fatal flaws while examining all necessary elements, the citywide irrigation feasibility study will be conducted in three phases. Phase I consists of tasks involved with the review of background and historical information surrounding existing systems that may impact a citywide irrigation system in Meridian.. Phase II will likely consist of tasks related to a fatal flaw analysis. Phase 111 will likely consist of a development analysis and implementation plan and approach. SCOPE OF WORK General The scope of work under this contract will consist of only Phase I and Phase II work and the City reserves the right at any time, without negotiation with the Consultant, to cancel the contract, terms and payment. Phase III is not included in this contract. If Phase III is authorized and approved by the City, the scope, tasks, contract development and consultant selection processes. will be developed separately from this contract. Under this contract, each Phase I & Phase 11 task and deliverable shall be completed in the order listed below beginning with Phase I, Task 1 and ending with Phase II, Task 7, provided the City does not cancel the contract as stated above. Additionally, any and all work related to Phase II is not to begin without the delivery of all Phase I deliverables as well as the express written notification from the City of Meridian. Under this contract, all Phase I & Phase II interim technical memorandum, Phase I Municipal Irrigation System Feasibility Report, and Final Municipal Irrigation System Feasibility Report shall be delivered in writing via four hardcopies, and also provided electronically in either MS Word, or Adobe PDF format. Under this contract, The City of Meridian will be the primary agency to engage local irrigation districts to determine the level of interest of irrigation districts as well as to engage the local irrigation districts to request participation in each Phase I and Phase II task and deliverable as necessary. Any irrigation district staff or facility access or permissions sought by the Consultant shall be preceded with City staff contact to irrigation district staff. Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 3 of 17 JUB ENGINEERS, INC Under this contract, all references to the "City of Meridian" in Phase I and Phase II shall mean the incorporated City limits and the City of Meridian Area of City Impact as identified in the City of Meridian Comprehensive Plan. Phase f -Back round I Historical Information. The firm or team selected for this project will be required to provide equipment, materials, and labor to complete the following tasks and deliverables: Task 1. Generally define the challenges and opportunities including the benefits and drawbacks of a Citywide Irrigation System to a municipality including, but not limited to, legal, environmental, technical, operational, financial and any other benefits or detriments to the formation of such a system with the following subtasks: • Initial interview with other Municipal Pl systems (Task 2) for input on drawbacks, benefits, operational, admin., user rate structure, etc. • Prepare a summary of Legal RamificationslLiabilitiesWith Legal Advisor (sub consultant}; (inadequate delivery, Irrigation District excluded. properties, floodway administration, user rate challenges, initial screening and review of BOR transfer fees, operational liability risks, and statuary and legislative constraints on municipal irrigation systems. } • Develop general 0&M constraints and challenges. • Develop a summary of technical challenges for Phase II tasks. • Develop cursory financial impacts review of water billing records for seasonal revenue. Task 2. Review, understand and report on existing municipal pressure irrigation systems which are currently in place for cities including Boise, Narnpa, Twin Falls, Kuna and Caldwell and generally summarize their systems benefits and drawbacks with the following subtasks: • Prepare list of information to request from cities noted including key staff involved with oversight of system, user rates, customer data, system information, irrigation delivery method or arrangement with irrigation districts, 0&M staffing and other considerations. Submit list to City for review and comment prior to conducting meetings. • Arrange, conduct and facilitate either telephone conference or in-person meetings with municipalities.- Boise City, Nampa, Caldwell, Twin Falls, Kuna. • Prepare 0&M Costs per ERU, Area Served. • Summarize system descriptions, issues, cost of service. Task Order 1 Q436 CITYWIDE IRRIGATION FF~4SIBILITY STUDY Page 4 of 17 JUB ENGINEERS, INC Task 3. Analyze the need for and ob#ain necessary permissions and access approvals for relevant site surveys, site visits, and field work from appropriate land owners and agencies with the following subtasks: • Research and prepare list of agencies for City contact • Prepare list of information required, data collection of areas served, mapping if available, customer databases, canalllateral points of delivery for PI systems, etc. • Prepare suggested agenda for City's kick off meeting with NMID, SID, New York Irrigation District and Boise-Kung. • Submit information request package to City. Relevant site survey, site visits, and field work to be mutually determined, agreed upon and approved in writing by both the City and Consultant. Task 4. Review, understand and report on existing irrigation water supply methods, operations and the extent and conditions of existing infrastructure provided by NMID, SID, New York and Boise-Kuna irrigation districts operating within City of Meridian with the following subtasks: • At City's request, participate in meetings lead by City staff with Irrigation District following review of information requested from Task 3. Review available data and determine areas served with PI and delivery points of diversion. • GIS link available database information for service areas. • Prepare a basemap showing coverage of service areas, points of delivery to PI systems, and major jurisdictional waterways and District boundaries. • Prepare inventory of subdivisions served including number of users, general system descriptions, etc. • Prepare inventory of HOA Point of Diversions; and HOA operated systems based on findings from districts and screening efforts of Task 3. Task 5. Review, understand and report on the existing irrigation water supply methods, operation and infrastructure provided by the City of Meridian including its potable delivery system, reclaimed delivery system and cross connection ties to any irrigation district systems with the fallowing subtasks*: • Compile data collection including:. water meter data, billing records, databases of City potable back up to PI systems, etc. • Complete GIS dataset with subdivision recordation date, prelpost Water Ordinance Amendmentfor PI service. Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 5 of 17 JUB ENGINEERS, INC • Estimate current City users irrigating off potable water system with water meter GIS analysis (use geo-referenced water meters from sewer model} and Water Div. backflow assembly database if able to geocode. Generalize coverage with GIS map. • Estimate current cross-connection (single point connections} subdivision services using data or records from City Water Div. Generalize with GIS map. • GIS map existing recycled water users, HOA systems, and parcels service by potable irrigation. • Contact NMID for knowledge of downtown irrigation associations or water user groups that are receiving water delivery. *Assu-nprions: Oue ro age and unknown jurisdicrr'ona! entities in the downtown area, imigarion delivery systems will nor be investigated in detail during this task. Task 6~ Understand, develop and provide a quantification of water demands between pressurized irrigation water, domestic potable water and reclaimed water usage per land uses of commercial, residential, and industrial. Generalize and quantify the costs of and revenues from that potable water delivery as well as the amount and type of water .usage per land use with the following subtasks: Obtain and analyze water meter data (potable, recycled} for peak season, shoulder season} for users and categorize based on land use RES, COM, N D, etc. • Develop current irrigation water consumption basis per land use type. • Obtain digital water billing data and segregate based on land use. Estimate yearly revenue streams by land use. Task 1. Review, understand and report on existing Meridian water rate model and analyze and report on the projected impacts of a citywide irrigation system on the existing water rates and model including: 1 } Projected impacts to utility rates including any potential increases or decreases in irrigation water rates and revenues, potable water rates and revenue, and reclaimed water rates and revenues; and 2} Potential financial and staffing impacts of a municipal irrigation system on the City of Meridian potable water utility revenues; with the following subtasks: • Obtain existing water rate model and run City-wide scenarios with various losses of irrigation demand. Screen locations of unserved users, and refine service area of City PI. • Estimate PI system 0&M costs. Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 6 of 17 JUB ENGINEERS, INC • Evaluate potable water demand decline impacts to user rates and water enterprise fund both City-wide and refined service area. • Identify potential opportunities for potable system deferred costs (e.g. avoid new or rehabilitated wells, reservoirs, pipelines}, • Develop range of potential Irrigation user costs and costs of irrigation on-site systems cast from research of similar system installations and breakout based on ERU. • Compare before and after user rates with all enterprise funds. Compare user rates with comparable municipal PI systems. Compare existing NMIDISID water assessment rates. Phase (Deliverables Deliverable 1-The Consultant shall provide separate interim technical memorandums for each major milestone of Phase I tasks and corresponding subtasks. Each memorandum shall identify the major elements of each task, include analysis of task elements, develop findings and include recommendations for next steps. Major milestone interim technical memorandums shall be completed for: - Purpose, benefits and drawbacks and access needs; and review of comparable existing municipal PI systems.. Technical Memorandum #1(Tasks 1, 2); - Existing conditions and methods of local irrigation systems. Technical Memorandum #2 (Tasks 3, 4); - Existing conditions and methods of Meridian potable irrigation water supply. Technical Memorandum #3 (Task 5); - Quantification and diversion analysis of Meridian potable water system, Technical Memorandum #4 (Task 6); - Projected impacts on Meridian's existing water rate models, Technical Memorandum #5 (Task 7) Deliverable 2 -Upon completion of all Phase I tasks and corresponding subtasks, all interim technical memorandums and with express written notice to proceed from the City, the Consultant shall provide a draft Phase I Municipal Irrigation System Feasibility Report that includes a summary of all issues raised in the Phase I interim technical memorandums, recommendations based on memorandum findings of the viability of a citywide irrigation system for Meridian as well as recommendations on the next steps to take, or any conditions which make system development infeasible including impacts on existing water rates and revenues. The consultant shall obtain City staff review comments, and revise Phase I report incorporating review comments and publish Phase I report. Deliverable 3 - At time of delivery of each memorandum and Phase I report, or at a later time identified by the City, the Consul#ant shall provide presentations of information and findings of technical memoranda and Phase I Report to key members of City staff; as well as to advisory Task order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 7 of 17 JUB ENGINEERS, INC and technical panels assigned to the project, and Mayor and City Council as directed by City staff. Phase II -Fatal Flaw Analysis _.. The firm or team selected for. this project will be required to provide equipment, materials, and labor to complete the following tasks: Task 1. Analyze the need for and obtain necessary permissions and access approvals for relevant site surveys, site visits, and field work from appropriate land owners and agencies with the following subtasks: • Prepare list of information needed from City and Irrigation Districts and other irrigation entities. Submit to City PM. • Prepare suggested agenda for City's follow up meeting with NMID, SID, New York Irrigation District and Boise-Kuna. Task 2. Perform review of, and document the number of assessments that each irrigation district operating in the City of Meridian maintains and the resultant annual revenues each receives with the following subtasks:** Data collection and review of assessment rolls for NMiD, SID, and Boise- Kunaand New York Irrigation District, as available. • Collect estimates of annual revenue for subject parcels and inventory de- annexed properties. Relevant site survey, site visits, and field work to be mu#ually determined, agreed upon and approved in writing by both the City and Consultant. **Assumptions; Irrigation District inforrnafion will be available in a digifal compalr'ble version for data processing and not require hand data entry. Task 3. Identify, document and refine mapping those properties in the City of Meridian which irrigation districts do not deliver to. Of those properties not receiving irrigation water delivery identify which have opted out of delivery and which do not receive delivery due to physical delivery limitations. Also document the cost for properties to opt back into the irrigation districts in order to begin receiving irrigation district delivery and which irrigation district would provide delivery if properties opted in with the following subtasks:*** • GIS link database from Task 2. Refine mapping developed in Phase II. Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 8 of 17 JUB ENGINEERS, INC • Inventory unserved and de-annexed. properties and generalize on base mapping. Meet with Irrigation District and determine cost of reinstating District assessment. Estimate costs per unserved subdivision lots to reinstate de- annexed properties. Summarize net Irrigation District potential revenues. • Develop legal considerations for parcels de-annexed by irrigation districts. ***Assumptions: Irrigation District information will be available in a digital compatible version for data processing and not require hand data entry. Task 4. Evaluate and recommend which irrigation district systems, or portions thereof would need to be incorporated into a municipal irrigation system for the City and which facilities, operations and maintenance- activities or elements thereof are required to allow a municipal irrigation system to function in the City of Meridian; Further, identify, evaluate and make recommendations onthe format or type of municipal irrigation system which could fit the City's needs including: 1.} Full operational control of an existing irrigation district system retained by the City; 2.) City operational control at an identified point of acceptance from irrigation districts; 3.} A system which the City contracts andlor leases parts of existing irrigation facilities from irrigation districts in conjunction with a City developed, and operated system; 4.} Types of water allocation options such as comingling of sources or separation of sources and the unit costs of such options; and 5.} Otherformats that may be prudent for the City to consider as mutually agreeable between the City and JUB with the following subtasks:**** • Meet with City and determine initial target PI service areas. • Estimate demands for target service areas and preliminary supply requirements from target delivery systems. • Meet with Irrigation District(s) to obtain delivery reserve capacity, constraints. Screen City PI service area with delivery constraints. Conceptually identify irrigation district facilities needed for service. • Develop delivery alternatives, combinations. with Irrigation District, regionalization of proposed pumps stations, water supply back-up source. • Refine and finalize service area and Irrigation District delivery systems. Task Order 14436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 9 of 17 JUB ENGINEERS, INC Preliminarily layout PI transmission mains to target service areas. Prepare preliminary capital cost of transmission mains and on-site systems. • Estimate potential deferred costs to the potable water system. • Review alternative operational and administrative systems and screen relative advantages/disadvantages-1 }Full operational control, 2} Limited operational control from PAD, 3) Contract Lease C}ptions. ****Assumptions: 1) assume Irrigation Districts will provide reserve or excess delivery capacity/wafer shares in each lafera!/waterway. Igo analysis is needed to establish a!! irrigation District demands in subject area. 2) Concept layouts of distribution systems within subdivisions wi!! not be completed. Costs will be based on research of past P! systems. 3) Both parties agree that the level of effort may change for Phis task depending on the results of Phase !and the extent and complexity of the potentia! irrigation system. The work hour estimate may require revision upon engagement of this task and is to be negotiated and agreed upon in writing by both partv'es. Task 5. Perform an assessment of, and report on safety risks, obligations and liabilities of operating and maintaining a municipal irrigation system including, but not limited to cross contamination risks with adjacent irrigation district supplies as well as potable water supplies with the following subtasks: • Develop ~&M constraints, staffing requirements. • Public safety risks, cross-contamination. • Develop, screen and rank legal ramifications and obligations far service. Task 6. Provide fatal flaw assessment which identifies all issues which may render development and implementation of a municipa( irrigation system not feasible for the City of Meridian including those discussed by City Council during July 11, 2Q12 meeting; the impacts that those issues create; as well as a listing of alternatives which mitigates issues and provides solutions for moving forward, including but not limited to: 1.} Detailed analysis of Phase I summary of impacts of system on existing water rate models; 2.} Cost of developing new, andlor obtaining existing infrastructure needed to develop a municipal irrigation system in the City of Meridian; 3.} Cost to operate and maintain a municipal irrigation system in the City of Meridian; 4.} Determination of Bureau of Reclamation Transfer Fee implications and potential for rate cost increases or decreases; Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 10 of 17 JUB ENGINEERS, INC 5.) Identification of Idaho State Laws which may have to be amended, created or omitted in order to provide each of the identified formats and types of municipal irrigation systems identified; and 6.) Summary of number of properties which do not receive water from irrigation districts; with the following subtasks: • Summary GISmapping --existing served, unserved, irrigation service inventory. • Finalize potential irrigation system demands served with general location. • Finalize capital system costs, develop 0&M costs, and develop potential phasing options and costs. • Examine potential magnitude of deferred casts to potable water system. Revise user rate impact analysis with revised service area, irrigation demands. Prepare rate comparison with other utilities. • Develop Issues and Impacts Matrix:1) Legal Input - BOR transfers, statue and case law considerations, diversion and municipal irrigation system development, obligations of service, risk mitigation recommendations; 2} Technical challenges, reliability and mitigation measures; 3} Implementation, construction; 4} Operation and Maintenance challenges; 5) Administrative considerations, floodway, billing services(flat rate vs metered), public outreach. Phase. II Deliverables-- Deliverable 1-The Consultant shall provide separate interim technical memorandums for each major milestone of phase II tasks and corresponding subtasks, Each memorandum shall identify the major elements of each task, include analysis of task elements, develop findings and include recommendations for next steps. Major milestone interim technical memorandums shall be completed for: - Access issues for survey, irrigation delivery assessments and limitations Technical Memorandum #6(Tasks 1, 2, 3); - Review of existing irrigation district systems necessary for Citywide irrigation and proposed formats of a citywide system in the City of Meridian, Technical Memorandum #7 (Task 4}; - Summary of safety risks, obligations and liabilities, Technical Memorandum #8 (Task 5); - Fatal flaws identified in the assessment including rankings of flaws based on severity by their the financial & physical impacts to the viability of such a system including management and operational concerns, Technical Memorandum #9 (Task 6); Task Order 1043 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 11 of 17 JUB ENGINEERS, INC Deliverable 2 -Upon completion of all Phase II tasks and corresponding subtasks, all, interim technical memorandums and with express written approval from the City, the Consultant shall provide a draft Final Municipal Irrigation System Feasibility Report that includes a summary of all issues raised in the Phase I & II interim technical memorandums, recommendations based on memorandum findings of the viability of a citywide irrigation system as well as recommendations onthe next steps to take, or any conditions which make system development infeasible. The consultant shall obtain City staff review comments, and revise Final report incorporating review comments and publish Final report. Deliverable 3 - At time of delivery of memorandums and Final Report, or at a later time identified by the City, the Consultant shall provide presentations of information and findings of technical memoranda and Final Report to key members of City staff; as well as to advisory and technical panels assigned to the project, and Mayor and City Council as directed by City staff. Phase I, II -Additional Available Information: The following information is available upon request to the Consultant selected to assist in the development of each phase of work: • City of Meridian Reclaimed Water Master Plan, Water Master Plan • City of Meridian Council Minutes from July 11, 2012 • City of Meridian Capital Infrastructure Maps TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from the City by August 2013 and resulting in Final Design being completed by September 2014. A NTP issued on a different date will change the schedule accordingly. -PHASE 1-BACKGROUND 1 HISTORICAL 1 DEMAND INFORMATION COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Identify Constraints & Benefits December 31, 2013 $6,725 2 Review Comparable Municipal PI Systems December 31, 2013 $3,552 Technical Memorandum Task 1 & 2 December 31, 2013 $2,331 3 Stakeholder Initial Contact December 31, 2013 $636 4 Existing Irrigation District PI & POD System Inventory ^ March 31, 2014 $3,428 Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 12 of 17 JUB ENGINEERS, INC Technical Memorandums Task 3 & 4 March 31, 2014 $2,395 5 Meridian Existing Irrigation Systems March 31, 2014 $4,846 '6 Evaluate City Customer Irrigation Demands March 31, 2014 $4,731 7 Preliminary Financial Evaluation March 31, 2014 $4,563 8 Draft and Final Reports (Deliverable 2j March 31, 2014 $6,269 Total Phase 1 ........... $39,476 PHASE 2 -.FATAL FLAW ANALYSIS COMPENSATION AND COMPLETION SCHEDULE Task - Description Due Date Compensation 1 Data Collection Preparation June 30, 2014 $751 2 Inventory Irrigation District Assessments June 30, 2014 $2,145 3 Refine Unserved Properties Developed Parcels by Irrigation Districts June 30, 2014 $4,940 Technical Memorandums Task 1- 3 June 30, 2014 $2,581 4 Develop Concept City PI Plans September 30, 2014 $24,301 5 Potential Operational Risk Assessment September 30, 2014 $6,981 6 [ Fatal Flaw Summary Assessment September 30, 2014 $8,632 7 Final Deliverables 2 & 3 -Draft and Final Reports, Presentations September 30, 2014 $8,797 Total Phase 2 ..... L.:... $59,128 TOTAL TASK ORDER ........ $98,604 The Not-To-Exceed amount t0 complete all services listed above for this Task Order No. 10436 is ninety eight thousand six hundred four dollars ($98,604.00]. 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. The hourly rates for services and direct expenses are per the Master Agreement (by this reference made a part hereof] and current attached Rate Schedule (Exhibit A) and will be the basis for any additions andlor deletions in services rendered. Travel and Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 13 of 17 JUB ENGINEERS, INC meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. END OF TEXT. SIGNATURES TO FOLLOW ON NEXT PAGE, CITY OF MERIDIAN JUB EN EERS, INC ,. BY: BY: TAMMY de RD, MAYOR Dated: ~~~~ J (~ Dated: ~i ~ ~ ~"'°7 Approved by Cou 3 Purchasing Approval Department Ap al a' BY: KEIT ATTS, urchasing Manager TOM BAR ,Public Works Irect Dated: a ~~~ City Project Manager Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 14 of 17 JUB ENGINEERS, INC EXHIBIT A 2013 RATE SCHEDULE for JUB ENGINEERS, INC POSITlONlCLASSIFICATIDN 2013 BILLING RATES ! HR QA/QC Mana er/Princi al $198 Phil Krichbaum, P.E. Pro'ect Mana er 142 - 176 $ $ Chris Canfield, P.E Brad Watson, P.E. Rich Wiebe, P.E. Pro'ect En ineer $1O1-$142 Tim Blair P.E.. Josh Elliot, P.E. Kevin Mertens P.E. Chris Webb, P.Ea Desi n En ineerlE.I.T, $83-$104 Kevin Baker _ _ , Co Brown David Me er Planner 124 Lisa Bachman __ Public Facilitator $12~-$136 B ant Kuechle GIS Mana erlTechnician $149 Kale Hansen R an Crosb TechnicianlSurve ~g4 Scott Bennett ...... ..... Steve Groven Travis Krupp Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 15 of 17 JU6 ENGINEERS, INC CAD SpecialistlTechnician ~72-~92 Allen Beahm Shawn Dulin 2-Person Surve Crew $152 PLS $120-$130 ~~ Michael B rns, PLS Tom Rubv, PLS ALLOWABLE REIMBURSABLES The following reimbursable expenses will be allowed ONLY if addressed in any resulting task. order. Amounts will be reimbursed at cost. Expense Rate Sub-Consultants Cost Outside Printing and . Reproduction with Receipt Cost ~~. Travel See Below TRAVEL EXPENSES The City will only pay for meal, lodging and transportation expenses for official business that consists of consultants traveling to or from, outside of the Treasure Valley, and that are directly related to the specific task orders. Reimbursement will NOT exceed the limits allowed under the US General Services Administration Per Diem Rates for the Boise area. These rates can be found at the following website: http:llwww.gsa,gov_/portallcategory/100120 The current FY2013 rate for meals is $46 per full day, and $34.50 {75%}for both travel days. Receipts for meal perdiem allowances are not required. The current FY2013 GSA hotel rate is $77.00/night. Lodging, transportation and hotel ex enses will only be reimbursed when accompanied with an itemized receipt and proof of p prior approval by the Project Manager. Task Order 1443fi CITYWIDE IRRIGATION FEASIBILITY STUDY Page 1fi of 17 JUB ENGINEERS, INC Transportation (Pre-approveal' by Pro ect Mana er ~ g) A!I travel must be by the most economical means radical. If . p there is interruption of travel or deviation from the direct route for the traveler's convenience the ' th ~ deviation may not exceed e cost of uninterrupted travel. Airline: Consultants will only be reimbursed for coach or econom I y c ass rates. Rental Cars: A vehicle is only allowed with prior authorization b the Cit ' y y Project Manager. ALL OTHER EXPENSES ARE CONSIDERED INCIDENTAL AND ARE NOT REIMBURSABLE Task Order 10436 CITYWIDE IRRIGATION FEASIBILITY STUDY Page 17 of 17 JUB ENGINEERS, INC r 3 0 c v o +~ co o '~ ~ w v ~ ~ 0 3s ~~ ~ Y V O C 5 c0 0 U m M ~ H ~ O ~; N ~ N~ ~"' 3 ~p~ ~ Q O! •> ..~ ~ ., eMi Q ~ ~ H O o a v~ ~ H ~ ~ t~ ~ a°, ~ ~ n ~ ri r ~ ~ ~~~;~ ~~~ ~~ ~~ ~ O IU ~ 1- ~ O W ~ a ~ '"` C V Q l~0 ~'~~~ ~ $, 'h °; ~~ V ~ ~/} 1Y{{{ 1~ N O N N 01 M n tr1 ~~ O O fV ~ ~ ~ N N CC N [r lD p~j V} ~ h ilk t/~ V1~ ~!} t/1 i/~ N i!T i/1 i/} VI~ ~ ~ N 'V1 ~ O ;Q N N N N N e~i N m ,~ N ~~ ~~ ''~ a ~ '~ ~ ~ ~+ a 'u ~ 'c 0> 3 - C; ~ ,o. ° ~~ ~~' ~ ~ ~ ~ ~ ~ ~m c~'+= u°~ a~ `' +~ E ~ ~~0~^ ~o v c ~ ~ 0 ~+ u+w- ~ ~ f0 ~ u°~Z o ,~_ ~ E pL ~ C ~ .X ~ ~ - ~ ~ ~ a1 ~ ~ '~ ~ N ~ ~ r-I e-i Q ~ C G1 C v a ,o ~o o v ~ c*'~ ~ cL0 G1 ~ L ~ ~ ~ ~ ~ L ~ C ~ ,n U ~ v V ~ ~ H ~ ~ Q ~ N 0 c r ~ 3 m ~ ~ ~ N w _0 ~ LL t~ 3 J 0 00 ~ ~ ~ O ~ ~; '0 fQ' L ~ o .gyp .~. ~ ~ ~ ~ ~ ~. v v c 0 ~ OA ~ i __ ~ v o c~ r v a 3 L 0 j " v Gl ~ oa c ~ a~ ~, ~o ~ s 3 u ~ u ~ ~ .C O ~ a u a, v ~ 'f`p ~" N o+~w ~, N o c +~~+ 0 ~ ~ C ~ U ~ V 41 o~Ea~ ~D~n E ~a~,~ C ~ ~- u C 0 ~ ~ ~ Q O a LL M ~ t11 t0 ~ ~ ~ ~ 00 ~ ~ lC U1 lG rl N ~ M O M ~ m m ~t N r-I N U1 r-I ~ M ~..~ ~ ,~, O ~i/t Q. ~, C D D Q ~ O ~ ei N ll1 t!1 t11 N l0 ri N N e-~ N ~ ~ !MI ul N N rl I.f1 O ,~ ~ N ~ o ~n O u~ N ~ ~ O d' N ~ ~ ~ U l0 d ~ - ~ 3 of _ ,~ f0 ~ ,. 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