Fort Walton Beach Council agenda — 08-10-2010 Regular — reading text

enterprise. Scope of Services The goal of this project is to prepare a focused study, including a conceptual plan, to assess the technical and financial feasibility of developing appropriate infrastructure to deliver public- access quality reclaimed water to customers located in a proposed RWSA. This study will assist the City in understanding requirements, challenges, and costs to implement and operate a RWSA in the Fort Walton Beach area, and establish a basis for the next phase if the development of an enterprise is determined to be feasible. The following scope of services describes the specific tasks to be performed under this task order. Task 1 - Project Planning, Chartering and Data Collection Subtask 1. 1— Project Planning and Progress Reports CH2M HILL will ,prepare a detailed work plan for the feasibility study effort. The detailed work plan and schedule will be presented to the City at the Project Chartering Workshop PNS/ RECLAIMED _WATER_ FEASIBILITY_TO_ R2.DOCX 22 and will form the basis for project delivery. The work plan and schedule will be updated as needed to reflect changes in scope or schedule. This subtask also includes preparation of monthly progress summary for submission to the City and coordination of project activities. Subtask 1. 2 — Chartering Workshop (Workshop # 1) A project chartering workshop will be held between the City and CH2M HILL. The purpose of this workshop will be to confirm the City' s goals and objectives for the project, identify roles and responsibilities and communication protocols for project team members, discuss the overall project work plan and schedule, obtain the data required for execution of the project, and discuss reclaimed water service and rate related parameters and issues to be addressed in the reclaimed water feasibility analysis. Up to two CH2M HILL staff will attend Workshop # 1, the remaining team members will participate via conference call. The workshop will also include developing the basis for a conceptual RWS alternative, which will be used to analyze infrastructure needs and costs for the feasibility study. In addition, the parameters of the financial analysis that will be conducted will also be discussed. CH2M HILL will outline the proposed concept and the criteria to be considered in the analysis during the workshop. Subtask 1. 3 — Data Collection and Review This task is necessary to summarize the nature of the proposed RWSA and summarize existing and future conditions for water, wastewater, and reclaimed water facilities in the RWSA and surrounding area. This information will be used to complete work identified in Task 3 below. To facilitate the data collection and review process, the following information for the proposed RWSA is assumed to be provided by the City at least 2 weeks prior to the chartering workshop: Mapping showing the following information (in electronic format, if available): o Service area boundaries, both the City, southern portion of Okaloosa County, and the proposed RWSA o Locations of water, wastewater, and reclaimed water facilities including the following: Potable water wells Storage facilities (e. g., water/ reclaimed water storage tanks, etc.) Water/ Reclaimed Water Distribution systems Locations of major users of potable water and current or potential reclaimed water customers based on City' s previous investigation e. g., industrial customers, golf courses, schools, commercial properties, etc.) Population information for the service area: o Historical population information (last ten years) o Existing and projected future population figures (2010 -2030) PNS /RECLAI MED_WATER_FEASI BI LITY_ TO_ R2. DOCX 23  Wastewater data: o Historical wastewater flow and effluent quality from monthly operating reports (MORs) for the last 2 years Potable water data: Historical potable water demands and water quality for last 5 years. Existing and projected future water demands (2010 -2030) Copies of current Florida Department of Environmental Protection (FDEP) and Northwest Florida Water Management District (NWFWMD) permits and water conservation plan, if applicable, for the City' s water facilities and copies of agreements between the City and Okaloosa County for treatment of the City' s wastewater and reclaimed water supply. Current wastewater and potable water rates and fees and copy of recent rate study Current and proposed water and wastewater rates and impact fees Existing Land Use and comprehensive planning information from Okaloosa County Meetings Project Chartering Workshop (Workshop # 1) Deliverables: Three (3) hard copies of work plan and schedule. One (1) hard copies and one PDF copy of work progress summary to accompany each monthly invoice. Workshop agenda and list of data needs provided at least one week prior to workshop (electronic delivery). Meeting Summary of Project Chartering Workshop (electronic delivery) Data summary list for all information collected for the project. Task 2 — RWSA Infrastructure Conceptual Plan and Cost Estimates The purpose of this task is to further develop the concept for delivering reclaimed water to customers within the proposed RWSA for the purposes of performing a preliminary financial analysis in Task 3. Task 2. 1— RWSA ,Assessment (Existing and Future Conditions) As part of this effort, CH2M HILL will categorize potential reclaimed water users and estimated irrigation demands both on an annual average daily basis and peak month basis within the planned RWSA. Based upon initial discussions with City staff, it is anticipated that the customer base will consist primarily of commercial, industrial, governmental users, in addition to large- volume users such as golf courses. However, CH2M HILL will also collect information from the City on potential future residential development within the RWSA in order to prepare estimates of future residential reclaimed water irrigation PNS /RECLAI MED_WATER_ FEASI BI LITY_TO_ R2, DOCX 24 demands. Where available, estimated demands will be based on actual water use information provided by the City. This scope of work does not include any correspondence or meetings with any planning entities or potential reclaimed water customers. The information developed in this task will be summarized in spreadsheets and tabular and graphical formats and utilized during a workshop with the City to aid in the development of a plausible reclaimed water alternative for conceptual plan and financial analysis development. Task 2.2 — Conceptual RWS Plan Analysis CH2M HILL will develop a conceptual plan for providing reclaimed water service to the proposed RWSA alternative established in Task 1. The conceptual plan will identify the potential layout of lines and number of services to these developments, pumping and storage facilities, connection points to other utility systems providing reclaimed water to the City, water supply capacities, and potential reclaimed water demands of the identified users. A simplified skeleton hydraulic network will be developed for the proposed alternative and a steady -state hydraulic analysis will be used to preliminarily size system components. CH2M HILL will also develop a summary of key utility policy considerations and project implementation issues that would have to be addressed for the development and implementation of a RWS. A preliminary, order of magnitude ( +50 %/ - 30 %) opinion of the capital and annual operation and maintenance costs of the proposed plan/ conceptual design will then be prepared. The results of this analysis will be summarized in spreadsheets, graphical plots, and tabular summaries and discussed with the client in a review workshop to be held at the conclusion of Task 2. 3. Task 2. 3 — Conceptual Plan Review Workshop (Workshop # 2) CH2M HILL will conduct a workshop with City staff to review results of the conceptual plan analysis. The workshop will be attended by up to three CH2M HILL staff and other CH2M HILL project team members will participate via conference call. The goal of this workshop is to arrive at a consensus with the City on RWSA components and costs prior to conducting the financial analysis in Task 3. Summary information prepared in Task 2.2 will be provided to the City at least 5 working days prior to the workshop. Meetings Conceptual Plan Review Meeting (Workshop # 2) Deliverables Spreadsheet and tabular summaries, figures, and overview summary of conceptual plan and costs that will be used for Task 3. Meeting minutes from Conceptual Plan Review Workshop. Task 3 — Financial Feasibility Analysis CH2M Hill will prepare an analysis, including one possible rate option, to assess the financial feasibility of the reclaimed water system concept developed in Task 2. This PNS /RECLAIMED_ WATER_ FEASI BI LITY_ TO_R2. DOCX 25 analysis will project estimated annual costs and revenues from ownership and operation of the proposed reclaimed water system over a forecast 20- year period. This analysis will consider the proposed schedule for construction of the proposed facilities and connection of users to the system. The results of the analysis will be incorporated into the draft feasibility technical memorandum (TM). Deliverables To be included in feasibility TM Task 4 - Prepare Feasibility Summary TM & Workshop # 3 Five (5) copies of a draft reclaimed water feasibility TM will be prepared and submitted to the City for review. In general, the TM will contain the sections shown below. 1. Introduction 2. Conceptual RWS Plan 3. RWS Financial Analysis 4. Summary and Conclusions 5. Appendices Upon receipt of review comments from the City, the final RWSA feasibility TM will be prepared. A total. of five (5) final hard copies will be delivered to the City. A final electronic version of the TM: in PDF format will also be submitted to the City. Meetings The following meeting will be held in conjunction with Task 4: Draft TM ;review meeting via conference call (Workshop # 3). Deliverables The following deliverables will be submitted to the City in conjunction with Task 4: Five (5) hard copies of draft reclaimed water feasibility study TM. Five (5) hard copies of final RWSA feasibility study TM and one electronic copy. Assumptions The feasibility study will be based on the federal, state, and local codes and standards in effect at the start of the project. Any changes in these codes may necessitate a change in scope. One RWS option will be developed and analyzed for purposes of evaluating the feasibility of implementing a RWS within the proposed RWSA. PWRECLAIMED_WATER_ FEA31 BI LITY_ TO_ R2. DOCX 5