Fort Walton Beach Council agenda — 05-08-2007 regular agenda — reading text

analysis Qfthe existing stormwater m~ na~ ernentservices provided by the city. The qurrent~ ncj~ ntiqipated future servIce Tequirernents were evaluated and the cost for proviqing the services was develoPed. The projected costs of the City' of KenQsha's stQrmwater program was estimatedtQ. be as much as $ 3, 500, 000 annucdly.. Users...Qf the stormwater management system were then identified and categorized based on probable use of the services provided. The second phase included an evaluation of funding 4, 500 meqhanismavailable topay for the current~ ndfuture 4, 000 stormwater ..m~ nagement services. Revenue. available frQm 3, 500 various .SQUrces were evaluated and developed into ~ 10- year 3,000 implementation strategy. Financial considerations such as 2, 500 credits to users for services not fully received Or to off set previously constructed best management practices were incorporated into the funding strategy. This phase also included five meetings with a s> < s>'" s>"" ",< < s>"'",,,,'" s>'" #' < s>'" < citizens' stormwater utility advisory Parcel Area group were ideas and strategies were presented and refined to reflect the feedback from the group. After reviewing these alternative methodolQgies it was recommended thattheCityofKenosha adopt a rate structure that was based on a modified E:quivalent HydrQlogic Area ( EHA) logy. . Appling simplifying assumptions a balance was reached between method() technic~laqcuracy in estimating a customer' s runQffiqQntributiQn and simplicity of administr~tiQn. The average peak runoff rate ( O.i35qfs) of the " Typical" Single Family customer represented one EHU ( equivalent Hydrologic Unit). Every parcel  Engineering/Consulting Services, Stormwater Utility Study, RFP 07- 113 in theCityofKenoshawill be charged 1- EHU foreveryO. 35cfs that the property is dt() rate during the 10- Year . design storm. While the time of estiJ'l)G' lt!:') gen!:') concentrGltiqn Jorimpervious area was consistentfor<GlILproperties, an algorithm was lopedthatextended the time of concentration for pervious areas as the dev!:') amountfperviol,. S area increased. The third phase included development of the ordinance establishing the utility and a rate resolution that established the actual charge necessary to implement the new funding strategy, the development of a stormwater customer billing database that was integrated into the Water and Sewer Authority' s billing system and the City' s GIS, the development of a user's manual to instruct city staff on policies and procedures for the new program, and coordination with city staff during implementation.  Engineering/ Consulting Services, Stormwater Utility Study, RFP 07- 113 Earth TE;lch has worked on over 40 similar projE;lcts. We have tailored each to meetthespecificneedsand constraints of ourclients.. As a result they have rangedinduratiqnJrom as short as six months to Qvertwo years with fees ranging fromarql!.od$ 20,QOOto over $ 400, 000. We are confident and willing to tailor this projectto meet the budget and time constraints oftheGityof Fort Walton Beach in a manner that satisfies the requirements of the scope of work. Statement of Disclosure Earth Tech certifies that the company bears no rel(ito'nship, past or present, with contractor, which maYhinder, ill'1pede or in any way any pqtEl;ntialpi< iderqr compromise efforts to perform complete, unbiased, and objective services for the City of Fort Walton Beach.  Engineering/Consulting Services, Stormwater Utility Study, RFP 07- 113 Project Understanding The City of Fort Walton Beach is seeking asitance (jexp rtise to establish a fair equit3<bl;eand legally defensible stormwaterutility ..to. fund its growing respom;ibUitiesto properly plan and managestormwater. The two essential drivers ClPpear to be an aging infrastructure and> a concern OVer stormwater quality. The City seeks to have the ordinance estabUshingthe utility in place by September 30, 2007 and the billing system functioningpyNovember 30, 2007. Working with Technical Assessment Committee Earth Tech Will develop the Stormwater Utility Program . with staff and the Technical As.sessment Committee. Earth TeCh proposes a series of workshops where alternatives and issues may be jiscUs ectand pres nte(j/,..( ranked. This process will allow the program, services, and . ratelstn.lctureto follow accepted protocol for the community in such matters, and in the end reflect in stormwater program the unique character of the City of Fort Walton Beach. Project Plan Proj~ctOr" ani:zation: The project is generally brokenintothree phases. Phase 1 is referred to as the Feasibility Study that and Task 2. consitprm;ailyofTask1 Phase2is.Task 3, the adoption of all ordinances/ art(jloresytin ablshing thestormwater utility. Phase 3 is the implementation of the>stormwater utility custornerbillingsystem, which consists primarily ofTask 4. >Throughout all three phases>.aredifferent types of public outreach (Task. 5, TasK7and Task 8). It is importantthat public outreach begins early to begin Jnformingthe residents of Fort Walton Beach about stormwater and the stormwater utility that is under consideration. Meeting Project Deadlines: To meet the September target date, Earth Tech plans to be<completed with drafting the ordinartc~ nolaterthctnAugust 1, 2007. This .assymes. that the ordinance can be adopted in the two council meetings normally scheduled in August. This requires thatacol11plete.ddraftofthe Phase 1 Feasibility Study needs to be completed by July 1, 20Q7.} hisleavesthe month of October to complete the building of the customer billing information and the month of November to load and test the new data prior to its release November 30, 2007. Project Schedule: To meet the established deadlines Earth Tech will work on Phase 1 Tasks 1 and 2 and Phase 3 Task 4 and Tasks 6, 7, and 8 simultaneously. This is an aggressive schedule but can easily be accomplished with the project team that we have assembled. Our GIS/ Database Specialist, Petra Ahnert, with assistance JromBill Duffy and J2 Engineering, will be responsible for collecting the various computer files and reports that will be used throughout the project.  Engineering/ Consulting Services, Stormwater Utility Study, RFP 07- 113 April - Track 1 - John Ferris and Alex Macbeth, who is very familiar with Task 1: ChoctawhatGhee. Bay ( having worked as a volunteer for theChoctawhatchee Basin. AUianc.e), will compile the list of the City' s problems and issues, with the ass.istanceofcitystaff within the first few weeksottheproject. Gina Bennett will facilitatelhe<di.scussions of the technical is uesdl,ringthefrswokhp( Task 8. 1) to condense them down into the Mission Statemenlforthestormwater utility program. Task 2.4: John Ferris and Alex MaGbeth WHlconductdiscussions with city staff) abouttheconcept of a RegionalStormwaterUtilityand a strategy to probe the concept with potential member com l,nit . es.. Johnand Alex, with the assistance of Gina Bennett, will follow through on the strategy chosen by the City. Track . Task 2. 1 : Petra Ahnert will conduct a parcel-by-parcel assessment to extracttheJactors ( land use, parcel area, imperviol.l~ thatwill be used in the are(:\} rate methOdQlogyto compute the stormwaterfee. Various statistics will be generated (:\nd atable compiled to summarize. tion. This information theinfQrm(:\ willpeusedinVVorkshop2 ( task 8. 1) to evaluate, prioritize and select a preferred rate methodology. Task 2. 3: John Ferris Will review. the list of the tax exempt parceJstp eVal .ate the potential cirumstancesundeC\ Nhich they might qualify or reqll.estex!: the stormwater charge. Task2.2: Atthe sarne time Chuck 1mptionfrom Boehm anti BillQuffy will interview City staffal1dCitybudgetto establish the currel1tandfut.ure cost of services for the level. otservicesdesiretl by the City. J2 Engineering ( ollr.. MBE subconsultant) will augment Bill and Chuck to track down and break down the cost for the various services provided. Track 3 - Tasks 4. 1 and 4.2: John Ferris will review how theCUy is utilizing the mQdules pf the City' s HTE/ AS400 billing system and <discuss with the staff the options of how to set up the stormwater charge. This is expected to require more thal1 pne meeting. However, all meetings shouldbec;ompletecjby the end of May at which time there should be a clear list of assignrnentsandresponsibilities of what modifications need to be complete in orderfortheHTE/ A$4QO to be ready by the end of October to start accepting downloads of the stormwater customer billing system. June - July Track 1 - completed Track 2 - Tasks 2. 2.4 and 2. 2. 5: Working through three Workshops, Chuck Boehm, with the assistance of Bill Duffy and John Ferris, will establish the cost for the existing level- of-service and the desired level- of-service that will be provided by thestormwater utility. This includes the prioritization and scheduling of the capitalimprovements. Gina Bennett with the assistance from Barry Pritchett and Alex Macbeth will conduct the community interviews. Feedback that is received wHlbe.fa.ctored into the discussions of the workshops to tailor the stormwater utility P rognElrn to reflect the unique characteristics of the City of Fort Walton Beach. J2 Engineering will provide support as needed to conduct the workshops and open houses presented in the proposal.  Engineering/ Consulting Services, Stormwater Utility Study, RFP 07- 113 Track 3 - complete September Track 1 - completed Track 2 - completed Track 3 ~Tasks 2. 4, 2. 5 and 7. 1: Gina Bennett and John Ferris will coordinate the public hearings and public meetings associgtediwiththe adoption of the ordinance( s) and resolutions required to establish the stormwater utility. August - Track