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City Council Packet - 12/24/1997
t CITY OF TIGARD TIGARD CITE' COUNCIL ~ SPECIAL MEETING DECEMBER 24,1997 12 NOON TIGARD CITY HALT. ! REF? ROCK CREEK C©N :RE4dE Rd0M 13125 S'W HALL. BLVD. TIGARD, OREGON 97223 PUBLIC NOTICE: Upon request, the City will endeavor to arrange for the following services: z • Qualified sign language interpreters for persons with speech or hearing ¢ impairments; and A • Qualified bilingual interpreters. y Since these services must be scheduled with outside service providers, it is important to allow as much lead time as possible. Please notify the City of your need at the following telephone numbers: 639-4171, x309 (voice) or 684-2772 (TDD I - Telecommunications Devices for the Deaf). SEE ATTACHED AGENDA ! s j 4 J COUNCIL AGENDA - DECEMBER 24, 1997 - PAGE 1 i i i L~ _~J AGENDA TIGARD CITY COUNCIL MEETING j DECEMBER 24, 1997 -12 NOON I RED ROCK CREEK CONFERENCE ROOM 1 ~ 1. SPECIAL MEETING i 1.1 Call to Order - City Council & Local Contract Review Board 1.2 Roll Call 2. LOCAL CONTRACT REVIEW BOARD: CONSIDER AWARDING OF CONTRACT TO MURRAY SMITH & ASSOCIATES FOR ENGINEERING SERVICES • Public Works Director 3. CONSIDER AUTHORIZING STAFF TO PROCEED WITH HIRING OF POLICE k . OFFICERS I • Chief of Police 4, EXECUTIVE SESSION: The Tigard City Council will go into Executive Session under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss labor relations, real property transactions, current and pending litigation issues. As you are aware, all discussions within this session are confidential; therefore nothing from this meeting may be disclosed by those present. Representatives of the news media are allowed to attend this session, but must not disclose any information discussed during this session. 5. ADJOURNMENT I is %admtcathy%ccal971224.doc - - 1 i i I i COUNCIL AGENDA - DECEMBER 24, 1997 - PAGE 2 { J r- Agenda Item No. 1 Meeting of i J I TIGARD CITY COUNCIL MEETING MINUTES - DECEMBER 24, 1997 l i 1. SPECIAL MEETING 1.1 Call to Order - City Council & Local Contract Review Board i Meeting was called to order at 12:12 p.m. by Mayor Jim Nicoli in the Red Rock Creek Conference Room ; r 1.2 Roll Call . Council Present: Mayor Jim Nicoli, Councilors Paul Hunt, Brian Moore, and Ken Scheckla. Staff Present: City Manager Bill Monahan; Police Chief Ron Goodpaster; Public Works Director Ed Wegner; and Deputy City Recorder Jo Hayes. € > Bill Monahan, City Manager, relayed a request from Nadine Smith that the Council return her faxed request concerning the design evaluation team as soon as possible. 2. LOCAL CONTRACT REVIEW BOARD: CONSIDER AWARDING OF CONTRACT , TO MURRAY, SMITH & ASSOCIATES FOR ENGINEERING SERVICES Mr. Monahan introduced Chris Uber from Murray, Smith & Associates. S " Ed Wegner, Public Works Director, presented the proposal from Murray, Smith & Associates made in response to the Council's request for a scope of services for the preliminary engineering n ✓ of a regional facility. He reviewed the project team members, including Murray, Smith & Associates as the project manager, Montgomery Watson as the water treatment specialists, a financial group, a geotechnical company, river hydrologists, surveyors, and legal counsel. He mentioned that individual agencies would handle their own bonding requirements. Mr. Wegner presented staff's recommendation that the City of Tigard enter into this agreement with Murray, Smith & Associates to front the money with the other interested agencies repaying Tigard for their proportionate shares. In response to a series of questions on the contract from Councilor Scheckla, Mr. Wegner explained that the total package cost would not exceed $384,000. It covered the project, not a period of time. Chris Huber, Murray, Smith & Associates, said that they estimated an approximately I year time period to complete the project but the exact schedule still needed to be worked out. Mr. Wegner reviewed the monthly payment method, including how each agency t would be billed for its proportionate share of the cost. Mr. Wegner reported that he spoke to the Intergovernmental Water Board last evening about this ' request. All the agencies unanimously voted in favor of presenting this proposal to the City to enter into this agreement. t Mayor Nicoli noted that (except for three wells) Tigard had no access to its own water. He pointed out that they were also the largest city that would be using this water. He spoke to Tigard taking the lead in this matter, and paying what it took to get the City access to 27 million i gallons per day of water. He said that he was willing to take the risk that any one of the partners might pull out. He encouraged moving forward quickly with the design phase. He expressed his i ! confidence in Mr. Wegner's ability to use this contract authorization to the City's best advantage i I in the negotiations but he did not want to drag the negotiations out any longer. i ~ I CITY COUNCIL MEETING MINUTES - DECEMBER 24, 1997 - PAGE 1 i I 1 ~ i j Mr. Wegner confirmed to Councilor Scheckla that in speaking of the City of Tigard, they were including King City and Durham automatically. Councilor Hunt mentioned that Tualatin Valley Water District also wanted the City to move quickly to secure these water rights. If the fights were not activated, they could be lost. Mr. Wegner explained that the work elements in the contract which the City of Tigard needed to have answered first in order to put together a package would be the only items in the contract executed under this authorization. He commented that this contract authorization was a good bargaining tool. He mentioned that one of the parties with whom they have been negotiating was very interested in delivery of water within the next few years. ' Councilor Scheckla asked if moving more quickly would increase residential water bills. Mr. Wegner said no. He said that there was money in the water capital reserve fund to pay for this. E However the rates would go up to pay for construction of the plant but without this preliminary information staff could not estimate what that rate increase would be. > Mayor Nicoli recessed the meeting at 12:31 p.m. to Executive Session pursuant to ORS 192.660 (1)(e), real property transactions. l i > Mayor Nicoli reconvened the regular session at 12: 51 p.m. Councilor Rohlf asked if Tigard paid 42% of the costs because they would receive 42% of the water. Mr. Wegner said that they pulled the percentage shares off the scenario that last week r they thought was the most probable. Mr. Uber explained that Tualatin Valley Water Distfict was paym~ their share in order to the oversize the facilities for a lone term benefit while all other C agencies were paying for the immediate benefit of water. He said that they developed many scenarios based on who participated and who did not. The percentages were flexible and would 1 be based on whatever the final system configuration was. Mr. Wegner pointed out that the percentages were not part of the contract. Councilor Rohlf asked if someone dropping out early reduced the cost of the study in any way. Mr. Uber said probably not. If someone dropped out, the pipe size might be reduced but the pipe: i was still needed. The only partner large enough to affect the existence of certain facilities was Tigard. Mayor. Nicoli spoke to building the plant to state-of-the-art criteria, rather than limiting it to E merely meeting the EPA requirements. He asked if the technology existed to do so, and what i would it cost. Mr. Uber commented that the Mayor's question related to public perception, a key issue. He explained what state-of-the-art technology in water treatment was at this time, citmg its use in Cincinnati. He said that the pilot study team did go beyond the EPA requirements to look at state-of-the-art technology. Mayor Nicoli suggested that the team provide a comparison of the region's three major water supply sources with regards to meeting EPA standards, and then show how this new plant would C exceed those standards. He mentioned that the two USA sewage treatment plants in their area ; were among the top four sewage treatment plants in the US in terms of cleanliness of water. He spoke to cleaning their drinking water better than anyone else in the country also. He acknowledged the cost factor, stating that he wanted to know what that would be up front. i Citing his experience in drinking cleaned Midwest water, Councilor Rohlf commented that in addition to cost, another selling point would be the taste of the water. Mr. Uber pointed out the optional work program item to reactivate the pilot plant on the river. He said that while it was premature to decide at this time, it was an option available which Council should know about. t Mr. Wegner reported that they intended to invite all the City Councils to the January 14a' IWB `J meeting at which Montgomery Watson would make a presentation on water treatment. I i CITY COUNCIL MEETING MINUTES - DECEMBER 24, 1997 - PAGE 2 w I s' i I Mayor Nicoli mentioned another idea to use untreated water for irrigation of golf courses and other large properties, cleaning streets, etc. If they could get these uses to use river water instead of drinkable water, they would not have to pay the cost to build a plant to treat water used for irrigation. Councilor Rohlf noted a risk of kids drinking from a hose. Mayor Nicoli said that they could decide if they wanted some minimal treatment but reiterated that there was a substantial cost savings in not building a plant to meet peak flows when some of that water just went back into the ground. } Mayor Nicoli commented that they could use river water to flush out local streams and lakes in the summer to cool the water and prevent algae growth. He mentioned that staff was checking j with the legal counsel on the legality of his sub&estions. He said that developers in the future could take a small 2 inch line into their subdivisions for dispersion to individual residences. Mr. Wegner pointed out interest industrial parks would have in using cheaper river water for their € Processes. He mentioned the interest the state showed in this idea because they needed to i irrigate their new prison facility. Mayor Nicoli said that the other economy to this kind of line was the ability to schedule the use over 24 or 48 hour periods, with each user having an assigned period of time to take their water. There would not be a need to build an oversized line to meet peak periods because the use would be spread out evenly over time. He said that staff has told him that this idea would pay for itself'. He commented that it was cheaper to dig a trench another three feet wider now and lay in a second parallel pipe then it would be to try to put in a second line in 10 years. F Motion by Councilor Rohlf, seconded by Councilor Moore, to authorize Ed Wegner to sign contract with Murray, Smith & Associates. Motion passed by unanimous vote of Council present. (Mayor Nicoli, Councilors Hunt, Moore, Rohlf, and Scheckla voted `des.") { ✓ f Councilor Hunt suggested that they hold the dinner meeting with the other jurisdictions immediately in order to update them on the City's actions. Mr. Wegner said that staff was considering doing so at the January 14 meeting with the IWB when Montgomery Watson would. make its presentation. f 3. CONSIDER AUTHORIZING STAFF TO PROCEED WITH HIRING OF POLICE` OFFICERS Ron Goodpaster, Police Chief, presented his request for authorization to hire at this time the three new police positions planned for in Fiscal Year 1998. He mentioned the exceptional rate of turnover last year, the difficulties the department has had in juggling schedules and personnel to provide adequate services and the temporary dropping of some programs (especially at the 1 schools). He commented that right now they had an exceptionally good hiring list of qualified E and certified people which they would like to take advantage of. He explained that in July the r police academy went from eight weeks of academy training to 16 weeks of academy training, 4 causing the loss of the use of those trainees by the agencies hiring them for the second eight weeks of training previously completed on the job. I i { Chief Goodpaster reported that the Finance Director reviewed the budget and concluded that the Police Department would have a $400,000 carryover next year because of the cumulated effects f which the loss of 15 people had on operations. Therefore, they had the estimated $60,000 ! needed to hire at this time. I j Motion by Councilor Rohlf, seconded by Councilor Hunt, to authorize the hiring of three new Police Officers. Motion passed by unanimous voice vote of the Council present. (Mayor Nicoli, Councilors CITY COUNCIL MEETING MINUTES - DECEMBER 24, 1997 - PAGE 3 i i 1~ 7 _J Hunt, Moore, Rohlf, and Scheckla voted `des.") 1 Chief Goodpaster explained to Councilor Moore that these three positions were the same three positions scheduled for hiring in July. Chief Goodpaster explained to Councilor Scheckla that they have already replaced the three positions from which the individuals were fired. 5. ADJOURNMENT: 1:15 p.m. ' > EXECUTIVE SESSION: The Tigard City Council went into Executive Session at 1:17 p.m. under the provisions of ORS 192.660 (1) (d), (e), & (h) to discuss labor relations, real property transactions, current and pending litigation issues. 1 > Executive Session adjourned at 1:40 p.m. I HAV Attest: Jo es, Dep ty Cify Recorder or, ►ty o igard .1 Date: 7 AS 1 CITY COUNCIL MEETING MINUTES -DECEMBER 24, 1997 -PAGE 4 CITY OF TIGARD, OREGON AFFIDAVIT OF NOTIFICATION In the matter of the proposed ~ -P-a4 'W Lwr l i l C- vL~r.Q I STATE OF OREGON ) County of Washington) ss. City of Tigard ) I, ~Cit Pit:n o / (~1, oar being first duly sworn, on oath, depose and say: - U That I notified the following persons by phone or personal contact of the Notice of Special Meeting for the Council Meeting of /01 d 47 a copy of said written notice being hereto attached and by reference made a part hereof on the l= day of QP-Ce vr.hpn_ I CONTACT METHOD: PHONE PERSONAL DATE TIME Tigard Times Reporter at 684-0360 Name: I ~'1QS-~'1~1r f 2Q5 - by 4r, (6ke a`taccteCl Cb(' N►) Oregonian Reporter at 29 -8861 or 639867 Name: OsePh ~r~'3j ljbl~rl ~Mc Csste GL , ~05 ► Ct ~.i rl a r v.\. f (AD Itik I Subscribed and sworn to before me this day of 19 i OFFICIAL SEAL _4a" ELDERKS DIANE M J NOTARY PUBLIC-OREGON Notary Public - COMMISSION NO 0-6142 _ MV C064dISSION EXPIRES SEPTEPABER 0' - My Commission Expires: 7 - IIAMdm\caNy%affM.do I i I i NOTICE OF SPECIAL COUNCIL AND LOCAL CONTRACT REVIEW BOARD MEETING December 24, 1997 - 12 Noon Tigard City Hall - Red Rock Creek Conference Room 13125 SW Hall Boulevard } Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special Meeting on Wednesday, December 24, 1997, at 12 Noon, at the Tigard City Hall in the Red Rock Creek Conference Room, 13125 SW Halt Boulevard, Tigard, Oregon. The purpose of the meeting is to examine the following issues: i _ ' ` • Consider Awarding of Contract to Murray Smith & Associates for Engineering Services • Consider Authorizing Staff to Proceed with Hiring of Police Officers • Go into executive session under the provisions of ORS 192.660 (1)(d), (e) & (h) to discuss labor relations, real property transactions and current & pending litigation issues. t ` 1 For further information, please contact City Recorder Cathy Wheatley or Deputy Recorder Jo Hayes by calling 639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon. i _ CC~~EJLi (Q Ck,+ City Recorder cc: Kari Hastings Arguedas Tigard Times - ~~~JJJ Joseph Fitzgibbon at the Oregonian - Fax No. 223-0789 Post: City Hall Lobby Date of Notice: December 19, 1997 is\adm\ca\hy\cca\naicc.doc i i I h I j E((NOTICE OF SPECIAL COUNCIL AND LOCAL CONTRACT REVIEW BOARD I MEETING E December 24, 1997 - 12 Noon j Tigard City Hall - Red Rock Creek Conference Room 13125 SW Hall Boulevard Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special Meeting on Wednesday, December 24, 1997, at 12 Noon, at the Tigard City Hall in the Red Rock Creek Conference Room, 13125 SW Hall Boulevard, Tigard, Oregon. The purpose of the meeting is to examine the following issues: i _ • Consider Awarding of Contract to Murray Smith & Associates for Engineering Services • Consider Authorizing Staff to Proceed with Hiring of Police Officers • Go into executive session under the provisions of ORS 192.660 (1)(d), (e) & (h) to discuss labor relations, real property transactions and current & pending litigation issues. For further information, please contact City Recorder Cathy Wheatley or Deputy Recorder Jo Hayes by calling 6394171 or at 13125 SW Hall Boulevard, Tigard, Oregon. i L City Recorder cc: Kari Hastings Arguedas Tigard Times - ✓ Joseph Fitzgibbon at the Oregonian - Fax No. 223-0789 Post: City Hall Lobby Date of Notice: December 19, 1997 i:\adm\caihy\cca\notice.doc 1 I I L~ 12/19/97 11:40 $393 084 7297 CITY 01' TIG.ARD 11001 1 ' s::xa~:w s: wsa rc;:zxw 4: 4:: as a::::$a 4% *.4; i ACrIVITY REPORT axs TRANSMISSION OK T\/RS NO. 7402 CONNECTION TEL 5030203433 503 CONNECTION ID TIGARD TIMES START TI3IE 12/19 11:45 USAGE TIME 00'38 PAGES 1 RESULT OK i , l 1 1 i i y EE NOTICE OF SPECIAL COUNCIL AND LOCAL CONTRACT REVIEW BOARD ` MEETING December 24, 1997 - 12 Noon Tigard City Hall - Red Rock Creek Conference Room 13125 SW Hall Boulevard Tigard, Oregon Notice is hereby given that the Tigard City Council will hold a Special Meeting on Wednesday, December 24, 1997, at 12 Noon, at the Tigard City Hall in the Red Rock Creek Conference Room, 13125 SW Hall Boulevard, Tigard, Oregon. The purpose of the meeting is to examine the following issues: • Consider Awarding of Contract to Murray Smith & Associates for Engineering Services • Consider Authorizing Staff to Proceed with Hiring of Police Officers • Go into executive session under the provisions of ORS 192.660 (1)(d), (e) & (h) to discuss labor relations, real property transactions and current & pending litigation issues. For further information, please contact Ciry Recorder Cathy Wheatley or Deputy Recorder 7o Hayes by calling 639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon. n J L~ I i ' 1 NOTICE OF SPECIAL COUNCIL AND LOCAL CONTRACT REVIEW BOARD y MEETING k December 24, 1997 - 12 Noon r Tigard City Hall - Red Rock Creek Conference Room 13125 SW Hall Boulevard Tigard, Oregon I Notice is hereby given that the Tigard City Council will hold a Special Meeting on i 1 Wednesday, December 24, 1997, at 12 Noon, at the Tigard City Hall in the Red Rock Creek Conference Room, 13125 SW Hall Boulevard, Tigard, Oregon. The purpose of the meeting is to examine the following issues: jI • Consider Awarding of Contract to Murray Smith & Associates for Engineering [ Services • Consider Authorizing Staff to Proceed with Hiring of Police Officers 'i • Go into executive session under the provisions of ORS 192.660 (1)(d), (e) & (h) to discuss labor relations, real property transactions and current & pending litigation issues. } f , For further information, please contact City Recorder Cathy Wheatley or Deputy Recorder Jo Hayes by calling 639-4171 or at 13125 SW Hall Boulevard, Tigard, Oregon. (t Elr1C ILe C G ~t~ti City Recorder cc: Kari Hastings Arguedas Tigard Times - Joseph Fitzgibbon at the Oregonian - Fax No. 223-0789 i Post: City Hall Lobby Date of Notice: December 19, 1997 i Aadmlcathylcca\notice. doc - i f J 1 12/19/97 11:44 $503 684 7297 CITY OF TIGARD QJ001 Ii xsa ACTIVITY REPORT TRANSMISSION OK TS/R\ NO. 7460 i CONNECTION TEL 2236052 ` CONNECTION ID . START TIME 12!19 11:43 USAGE TIME 00'48 PAGES 1 RESULT OK 1 i NOTICE OF SPECIAL COUNCIL AND LOCAL CONTRACT REVIEW BOARD MEETING December 24, 1997 - 12 Noon Tigard City Hall - Red Rock Creek Conference Room ! 13125 SW Hall Boulevard Tigard, Oregon r. ice is hereby given that the Tigard City Council will hold a Special Meeting on W Anesday, December 24, 1997, at 12 Noon, at the Tigard City Hall in the Red Rock Creek Conference Room, 13125 SW Hall Boulevard, Tigard, Oregon. The purpose of the meeting is to examine the following issues: e Consider Awarding of Contract to Murray Smith 3c Associates for Engineering Services • Consider Authorizing Staff to Proceed with Hiring of Police Officers e Go into executive session under the provisions of ORS 192.660 (1)(d), (e) & (h) to 1 discuss labor relations, real property transactions and current & pending litigation ~•r+ issues. For further information, please contact City Recorder Cathy Wheatley or Deputy Recorder Jo Hayes by calling 639-4171 or at 13125 SW Hall Boulevar3, Tigard, Oregon. L~ I i_ Agenda Item No. Meeting of 1aIG~ ;ef',7 I I MEMORANDUM CITY OF TIGARD .I i TO: Honorable Mayor and City Council e FROM: William A. Monahan, City Manager DATE: December 19, 1997 SUBJECT: Special Council Meeting Agenda Item - Contract with Murray, Smith & Associates Agenda Item No. 2 of the December 24, 1997 Council meeting is consideration of the award of a contract to Murray, Smith & Associates for engineering services. Attached is a proposal j for services for the preliminary engineering and implementation plan for the Willamette water supply system. The total cost of the contract is $384,000. A draft agreement for our professional engineering services, including exhibits, is attached. A cover memo from Chris Uber to Ed Wegner dated December 1, 1997 is also attached. Please note that the proposed services include the following: 1. Completion of preliminary engineering to define the project in detail. 2. Preparation of estimates of capital and operation and maintenance costs for the system. 3. Development of a financial plan to determine the financial requirements for the project and each of its participants. 4. A governance evaluation to address management of the project. 5. A schedule and implementation plan for the project. i . I a f I 1 - ti 1 Memo to Council December 19, 1997 , Page Two f I Please note that the City would initially commit to hire Murray, Smith & Associates to perform this work. However, it is likely that other government entities will participate and assist in paying for the end product. A second December 1, 1997 letter from Chris Uber to Ed Wegner presents a cost sharing arrangement between Tigard and other participants in this regional effort. If all of the agencies identified choose to participate in the program, Tigard's share could be reduced to 42.2%. The percentage participation is based upon conceptual work prepared by Murray, Smith & Associates which allocates shares of a 40 million gallon per day s. capacity plant. Ed Wegner and Chris Uber will be present at the Council meeting to provide further detail on this proposal. f WAMIjh i attachments f LuamV~Im11097.4 do . . I i i I - I I , 1~ t l F. MSA ~turta;Smiih,l~otiaig.Irt. i F11~1124tS~LUBM, S 1!1 S3'.U1maas ne ION ?ndvd.0ntiron FMAE Ft\ i03-22;-9012 i I December 1, 1997 Mr. Ed Wegner Director of Public Works City of Tigard 13125 SW Hall Blvd. Tigard, OR 97223 1 k Re: Proposal for Engineering Services for the Preliminary Engineering and j Implementation Plan, Willamette Water Supply System f i i i Dear Ed: In accordance with your request of October 8, 1997, we have prepared an agreement. scope of work and fee estimate to undertake and complete a Preliminary Engineering and Implementation Plan for the Willamette Water Supply System. The work to be completed under this effort will include (1) completion of preliminary engineering which will define the project in detail, (2) preparation of estimates of capital and operation and maintenance costs for the proposed system. (3) development of a financial plan which will determine the financial requirements for the project and each of its participants, (4) a governance evaluation which will address management of the project, and (5) a schedule and implementation plan for the project. The scope has been arranged to prepare a plan that benefits all of the project participants and the Willamette Water Supply Agency. f The proposed scope of work contains two phases - Phase I - Participant Coordination and Commitments and Phase 2 - Preliminary Engineering and Implementation Plan. Due to the accelerated project schedule, Phase l has been underway for the past two months and substantial elements of the scope of work have been completed. Recognizing that this first phase of work may be completed in the very near future. no - budget is presented for this work phase. fr r Mr. Ed Wegner December 1, 1997 Page Z We and our project team sincerely appreciate the opportunity to continue to assist you, the City of Tigard, the project participants and the Willamette Water Supply i Agency in taking the next step toward implementing this project which is vital to I Tigard, the Tualatin Valley Water District, and the other communities in the j _ southwestern metropolitan area. Attached is a listing of our project team and advisors i which we propose to undertake and complete the work. i We would be pleased to review this scope of work at your convenience. We are also prepared to discuss the work with Bill Monahan and the Council as you desire. If you have any questions or need any further information, please do not hesitate to call me. Sincerely, MURRAY, SMITH & ASSOCIATES, INC. I Cam- U c~--~ Chris H. Uber, P.E. Vice President CHU:keh Enclosures -:;F 1 I PROJECT TEAM ' PRELIMINARY ENGINEERING AND IMPLEMENTATION PLAN WILLAMETTE RIVER WATER SUPPLY SYSTEM CITY OF TIGARD j • Murray, Smith & Associates, Inc. (MSA) Program and Project Manager, Project Engineering: River Intake, Raw Water Pump Station, High Service Pump Station, and Raw and Finished Water Pipelines, Permitting, Public Input • Montgomery Watson (MW) Water Treatment, Environmental Studies and Permitting, Public Input • Financial Services Consulting Group, Inc. (FSCG) ti Financial, Institutional, Governance • AGRA Earth and Environmental, Inc. (AEE) Geotechnical Engineering • Ogden Beeman & Associates, Inc. (OBA) River Hydraulics • Hickman & Associates, Inc. (HAI) Surveying ;c • Cable Huston Benedict & Haagensen Legal Counsel (Clark I. Balfour) E 1'_:01197 i- t I i AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES FORA PRELIMINARY ENGINEERING AND IMPLEMENTATION PLAN WILLAMETTE WATER SUPPLY SYSTEM f FOR THE I CITY OF TIGARD, OREGON THIS AGREEMENT AND CONTRACT, made and entered into at Tigard, Oregon, this day of , 1997, by and between the CITY OF TIGARD, Washington County, State of Oregon, hereinafter called "Tigard," the "Client," or "Owner" and MURRAY, SMITH & ASSOCIATES, INC., a firm of engineers duly authorized to j perform engineering services in the State of Oregon, hereinafter called the "Engineer": WITNESSETH THAT: i WHEREAS, the City of Tigard has a demonstrated need to develop a long-term water , supply, and, - j WHEREAS, the Regional Water Supply Plan has identified the Willamette River at Wilsonville as a source of water supply for the metropolitan area, and, i WHEREAS, the City has determined that the Willamette River at Wilsonville is the most desirable and economical of the alternatives available to the City, and WHEREAS, the City is obtaining a water right on the Willamette River at Wilsonville from the Tualatin Valley Water District through the Willamette Water Supply Agency, and, WHEREAS, other cities in the southwestern metropolitan area and the Tualatin Valley Water District have present or future needs for a water supply, and, WHEREAS, the City of Tigard has joined with the Tualatin Valley Water District, the City of Sherwood, the City of Tualatin and others to form the Willamette Water Supply Agency to cooperatively address water rights and other water supply issues in the southwestern metropolitan area, and, WHEREAS, the City of Tigard has agreed to lead the effort with the support of the l i Tualatin Valley Water District and possibly other participants to develop the Willamette Water Supply System, and, f WHEREAS, the City of Tigard and the Tualatin Valley Water District have agreed that additional engineering, financial and implementation studies need to be performed to I further define the Willamette Water Supply System, and, WHEREAS, the Tualatin Valley Water District desires to be a participant in the Willamette Water Supply System and to participate financially in the additional studies, and, 12/01/97 Agreement - Page 1 of 10 WHEREAS, other cities in the southwestern metropolitan area may also desire to be participants in the Willamette Water Supply System and to also participate financially in the additional studies and planning, and, WHEREAS, Tigard has agreed to contract for and manage these additional studies on behalf of itself, the Tualatin Valley Water District, other future participants in the project, and the Willamette Water Supply Agency, and, WHEREAS, Tigard desires to retain an engineer to provide engineering services necessary to complete a preliminary engineering, financial and implementation plan for the proposed Willamette Water Supply System on behalf of itself, the Willamette Water Supply t Agency and all other project participants, and, i WHEREAS, Tigard has selected Murray, Smith & Associates, Inc. to provide such f professional engineering services, and, l WHEREAS, the Engineer does offer to provide said professional engineering services, NOW, THEREFORE, - IT IS AGREED BETWEEN THE PARTIES HERETO AS FOLLOWS: ARTICLE I - DEFINITIONS Whenever the term "Tigard," "Client," "City" or "Owner" is used herein, it is I understood to mean the City of Tigard, Washington County, Oregon, and the term "Engineer" means Murray, Smith & Associates, Inc. ARTICLE II - OBLIGATION OF THE ENGINEER 1.0 General The services to be performed by the Engineer under this agreement are the professional engineering services required to complete a preliminary engineering and implementation plan to develop a municipal water supply for Tigard and others from the Willamette River. The project will consist of a river intake and raw water pump station located on the north bank of the Willamette River near the City of Wilsonville, a water treatment plant located in or near the City of Wilsonville, a high service pump station located on the site of the water treatment plant, a raw water transmission main between the river intake and raw water pump station and the water treatment plant, and a finished water transmission main between the high service pump station and Tigard's water distribution system. The study will perform preliminary engineering for the proposed project. The Engineer will evaluate alternatives for the accomplishing the project, recommend the system to be implemented, identify permits, approvals and property that need to be acquired for the project, prepare estimates of project costs, prepare a recommended project schedule, prepare a financial plan, perform an institutional and governance evaluation, and prepare and present a detailed report documenting the work. Other work will be performed by the Engineer as directed by Tigard. 12/01/97 Agreement - Page 2 of 10 { I I a 1 2.0 Basic Professional Services The services to be performed by the Engineer for the project are described in the detailed scope of work attached as Exhibit A. 3.0 Optional Additional Professional Services There may be certain additional professional services desired by Tigard beyond those listed above. The type and extent of all such additional services cannot be determined at this time, but may include detailed investigations, additional studies, surveys, subsurface geotechnical explorations, permitting services, final design services and services during construction. The Engineer agrees to assist Tigard and perform any such additional services as Tigard may require and direct by Supplementary Task Order, all in order that Tigard may best accomplish the various water supply system related engineering objectives. r: 4.0 Time Schedule The Engineer will begin work immediately following the execution of this agreement and will diligently prosecute the work on a schedule to be mutually agreed to with Tigard. 5.0 Opinion of Construction Costs Any opinion of the construction cost prepared by the Engineer represents its judgment as a design professional and is supplied for the general guidance of Tigard. Since the Engineer has no control over the cost of labor and materials or over future competitive bidding or market conditions, the Engineer cannot and does not guarantee the accuracy of such opinions as compared to _ contractor bids or actual cost to Tigard. 6.0 Standard of Practice and Responsibility In the performance of professional services, the Engineer will use that degree of care and skill ordinarily exercised under similar circumstances by reputable members of the engineering profession practicing in the same or similar locations and no other warranties, expressed or implied, are made or f . intended in any of the Engineer's proposals, contracts, or reports. The Engineer shall i perform all its obligations and carry on all its operations and activities hereunder as an independent contractor and entirely at its own risk and responsibility. 7.0 Indemnification for General Liability and Property Damage The Engineer shall hold harmless, defend, and indemnify Tigard and the Tigard's Council members, officers, agents, and employees against all claims, demands, actions, and suits (including all attorney fees and costs both at trial and appeal) brought against any of them arising from the Engineer's work under this Agreement. 8.0 Indemnification for Professional Liability The Engineer shall hold harmless, defend, and indemnify Tigard and the Tigard's Council members, officers, agents, and employees against all claims, demands, actions, and suits (including all attorney fees and costs both at trial and appeal) caused by the Engineer's negligence in performance of the Engineer's work under this Agreement. i 9.0 Public Liability and Property Damage Liability Insurance The Engineer shall maintain public liability and property damage insurance that protects the Engineer and J Tigard and its officers, agents, and employees from any and all claims, demands, I actions, and suits for damage to property or personal injury, including death, arising i f 12/01/97 Agreement - Page 3 of 10 t s 1 F from the Engineer's work under this Agreement. The insurance shall provide coverage for not less than $1,000,000 for personal injury to each person, $1,000,000 for each occurrence, and $1,000,000 for each occurrence involving property damages with aggregate limits of $2,000,000; or a single limit policy of not less than $1,000,000 covering all claims per occurrence with aggregate limits of $2,000,000. The insurance shall provide that the insurance shall not terminate or be canceled without thirty (30) days written notice first being given to Tigard. If the insurance is canceled or terminated prior to completion of the Agreement, the Engineer shall provide a new policy with the same terms. The Engineer agrees to maintain j continuous uninterrupted coverage for the duration of the Agreement. The insurance shall include coverage for any damages or injuries arising out of the use of automobiles or other motor vehicles by the Engineer. i i The Engineer shall maintain on file with Tigard a certificate of insurance certifying i the coverage required hereunder. Failure to maintain insurance shall be cause for immediate termination of this agreement by Tigard. 10.0 Workers' Compensation Insurance The Engineer, its subcontractors, if any, and all emplovers working under this Agreement are subject employers under the Oregon workers' compensation law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage for all their subject workers. A certificate of insurance, or copy thereof, shall be furnished to Tigard. The Engineer further agrees to maintain workers' compensation insurance coverage for the duration of this r~ Agreement. Failure to maintain insurance shall be cause for immediate termination of ~VJ this agreement by Tigard. 11.0 Professional Liability Insurance The Engineer shall maintain professional liability insurance which shall provide coverage in the amount of $1,000,000 to protect the Engineer from any and all claims, demands, actions, and suits for malpractice arising from the Engineer's work under this Agreement. The insurance shall provide that the insurance shall not terminate or be canceled without thirty (30) days written notice first being given to Tigard. The Engineer shall provide a certificate of insurance certifying the coverage required hereunder. Failure to maintain insurance shall be cause for immediate termination of this agreement by Tigard. 12.0 Non-Discrimination --The Engineer will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The Engineer will take affirmative action to ensure that applicants are employed, and that 1 employees are treated during employment without regard to their race, color, religion, sex, or national origin, such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; lay-off or termination; rates of pay or other forms of compensation; and f selection for training, including apprenticeship. 13.0 Assignment of Responsibilities Murray, Smith & Associates, Inc. (MSA) will provide subconsulting services for major work elements of the project. The firms presently anticipated to be part of the project team and their respective anticipated work assignments are as follows: ; 12/01/97 Agreement - Page 4 of 10 i F ~J 1 • Murray, Smith & Associates, Inc. (MSA) Program and Project Manager, Project Engineering: River Intake, Raw Water Pump Station, High Service Pump Station, and Raw and Finished Water Pipelines, Permitting, Public Input ! E • Montgomery Watson (MW) Water Treatment, Environmental Studies and Permitting, Public Input • Financial Services Consulting Group, Inc. (FSCG) Financial, Institutional, Governance r: • AGRA Earth and Environmental, Inc. (AEE) Geotechnical Engineering • Ogden Beeman & Associates, Inc. (OBA) River Hydraulics f' Y Hickman & Associates, Inc. (HAI) E - - Surveying • Cable Huston Benedict & Haagensen Legal Counsel (Clark I. Balfour) Tigard will be notified of any changes in the above anticipated assignments. 14.0 Omional Services During Construction If so agreed, the Engineer will provide general observation of the contractor's work on behalf of the Owner to the extent agreed by periodic visits to the site of the project to observe the progress and quality of the work and to determine, in general, if the work is proceeding in accordance with the intent of the contract documents. On the basis of these visits, the Engineer will keep the Owner informed of the progress of the work, will endeavor to guard the Owner against defects and deficiencies in the work of the contractor(s) and shall advise the Owner to reject work or materials that fail to conform to contract requirements. Visits to the construction site and observations made by the Engineer shall not relieve the contractor of its obligation to conduct comprehensive inspections of the work sufficient to insure conformance with the intent of the contract documents, and shall not relieve the construction contractor of its full responsibility for all construction means, methods, techniques, sequences and procedures necessary for coordinating and completing all portions of the work under the construction contract and for all safety precautions incidental thereto. The Engineer shall advise the Owner of any observed conditions or circumstances which may warrant consideration of issuance of a stop work order and will prepare written t recommendations to the Owner in this regard as may be appropriate. 12/01/97 Agreement - Page 5 of 10 --w 15.0 Optional Construction Observation If so agreed, the Engineer will furnish the services of an on-site construction representative(s) to provide observation of the work of the contractor during the period of construction. The construction representative will make out periodic reports of construction progress and will prepare monthly estimates as the basis for payments to contractor as construction proceeds. The construction representative will endeavor to guard the Owner against defects and deficiencies in the work of the contractor aid help determine if the provisions of the i contract documents are being fulfilled. On-site construction observation will not, however, cause the Engineer to be responsible for those duties and responsibilities which belong to the contractor and which include, but are not limited to, full responsibility for the techniques and sequences of construction and the safety precautions incidental thereto, and for performing the construction work in accordance with the contract documents. The Engineer will report to the Owner observed deviations from the requirements of the contract documents. The Engineer ; will facilitate a final inspection of the constructed project and will make recommendation to the Owner regarding substantial completion and final project acceptance. 16.0 Optional Shop Drawing Review If so agreed, the Engineer will perform shop drawing and submittal review. The Client and the Engineer agree that effective review of shop drawings is important, and the Client encourages the Engineer to i develop a procedure that is properly funded to promote effective implementation. The Client agrees that the Engineer shall review shop drawing submissions solely for their conformance with the Engineer's design intent and conformance with the requirements of the construction documents. The Engineer shall not be responsible for any aspects of a shop drawing submission that affect or are affected by the means, methods, techniques, sequences and operations of construction, safety precautions and programs incidental thereto, all of which are the contractor's responsibility. The Client warrants that the contractor shall be made aware of his or her responsibilities to review shop drawings in these respects before submitting them to the Engineer, and that the contractor will further be advised of the need to adhere to the shop drawing i submission schedule furnished to it by the Engineer, the need to call any variations to the Engineer's attention, and such other requirements and responsibilities as may be identified in construction documents prepared by the Engineer. i 17.0 Optional Record Drawings If so agreed and upon substantial completion of the work, the Engineer shall provide the Owner a set of record drawings based on information provided by the contractor which illustrate the reported location of work and reported materials and equipment installed. In that record drawings are based on information provided by others, the Engineer cannot and does not warrant their accuracy. ARTICLE III - OBLIGATION OF TIGARD 1.0 Authorization The work required under this Agreement shall begin immediately after the execution of this Agreement by both parties. 12/01/97 Agreement - Page 6 of 10 k~ -_.Wd 2.0 Information Provided by Tieard In order to facilitate the work to be performed by the Engineer, Tigard shall famish to the Engineer all information available to Tigard having a bearing on the work. 3.0 Tieard to Provide Legal Access Tigard shall provide to the Engineer or the Engineer's representatives legal access to the properties which are necessary in performance of the work. Tigard shall provide access for the Engineer to these I I properties for the making of measurements and obtaining details for work to be performed by the Engineer. e 4.0 Pavments to the Engineer Tigard shall pay the Engineer the sums outlined below in accordance with the services rendered as follows: A) The Engineer shall submit monthly invoices for payment as follows: k 1) Basic Professional Services Invoicing for work performed under Article II, Paragraph 2.0, will be on a time and expenses basis in accordance with the Engineer's current standard Schedule of Charges (1998), attached I hereto as Exhibit B and made a part hereof, with a total amount not to exceed Three Hundred Eighty Four Thousand Dollars ($384,000.00). The agreed "not-to-exceed" amount is based on the scope of work, Exhibit A, which is incorporated herein, and will not be exceeded without prior approval and written authorization by Tigard. A budget summary for basic 1 professional services is shown in Exhibit C. 2) Optional Idditional Professional Services Invoicing for work performed under Article II, Paragraph 3.0 will be in accordance with particular SupplementaryTask Order provisions. Invoicing for any Optional Additional Professional Services will be made separately from Basic Professional Services and will reference specific Supplementary Task Orders. Invoicing for any Optional Additional Professional Services performed on a time and expenses basis will show a labor-hour breakdown by task and subtask and will show line-item cost amounts for particular tasks and subtasks based on the Engineer's then current Standard Schedule of Charges. B) Payments to the Engineer shall be made monthly based upon invoices as i _ submitted by the Engineer per Article III, paragraph 4.0 A) above. Monthly statements for services will be submitted to Tigard and will be due and payable within 30 days thereof. Interest will be payable on the unpaid balance after 30 days from date of billing at the rate of one and one half percent (1-1/2 per month. 5.0 Miscellaneous Proiect Related Fees The Owner shall pay the costs of soils engineering fees, materials testing fees, aerial topography fees, fees for permits, costs of blueprints and reproductions, and all other charges not specifically covered by the terms of this Agreement. 12/01/97 Agreement - Page 7 of 10 I~ _ d ARTICLE IV - GENERAL 1.0 Assignment Neither Tigard or the Engineer shall assign its interest in this Agreement without written consent of the other. 2.0 Termination Tigard may terminate this Agreement by giving the Engineer written notice of the abandonment or indefinite postponement of the work. If any portion of the authorized work covered by this Agreement and begun by the Engineer shall be abandoned, unreasonably delayed or indefinitely postponed, the Engineer may terminate this Agreement. Whether or not terminated, by the Engineer or Tigard, Tigard shall pay the Engineer for the services rendered in connection therewith prior to written notice of such abandonment, delay, or postponement, with payment to be based on the Engineer's then applicable and current Standard Schedule of Charges, but no amount shall be allowed for service or work not yet performed or for anticipated profit on services or work not yet performed. i Upon receipt of a written notice of abandonment, delay or postponement, the Engineer shall (1) promptly discontinue all affected work (unless the notice directs otherwise), and (2) deliver or otherwise make available to Tigard reproducible data, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by the Engineer in performing this i Agreement, whether completed or in process. t _ 3.0 Delays All agreements on the Engineer's part are contingent upon, and the Engineer shall not be responsible for damages or be in default or be deemed to be in default by reason of delays in performance by reason of strikes, lockouts, accidents, acts of God and other delays unavoidable or beyond the Engineer's reasonable control, or due to shortages or unavailability of labor at established area wage rate or delays caused by failure of Tigard or Tigard's agents to furnish information or to approve or disapprove; the Engineer's work promptly, or due to late or slow, or faulty performance by ' Tigard, other contractors or governmental agencies, the performance of whose work is precedent to or concurrent with the performance of the Engineer's work. In the case 1 of the happening of any such cause of delay, the time of completion shall be extended accordingly. t 4.0 Expenses and Fees If either party hereto institutes suit or action to enforce any of the provisions hereof or to collect any of the monies provided to be paid herein, or if i any party successfully defends in such suit or action brought or prosecuted by the other, the party not prevailing agrees to pay such sums as the court may adjudge reasonable as attorney's fees for the prevailing party, both at trial and on appeal. a 5.0 Services Exclusively for Tigard Services provided within this Agreement are for the exclusive use of Tigard. 6.0 Survival All obligations arising prior to the termination of this Agreement and all provisions of this Agreement allocating responsibility or liability between Tigard and J the Engineer shall survive the completion of the services hereunder and the termination of this Agreement. I 12/01/97 Agreement - Page 8 of 10 f 1 'I 7.0 Severability Tigard and the Engineer have entered into this Agreement of their oxen free will to communicate to one another mutual understandings and responsibilities. Any element of this Agreement later held to violate a law or regulation shall be deemed void, and all remaining provisions shall continue in force. However, Tigard and the Engineer will in good faith attempt to replace an invalid or unenforceable provision with one that is valid and enforceable, and which comes as close as possible f to expressing or achieving the intent of the original provision. In the event that an invalidated provision would otherwise have required Tigard to compensate the i Engineer, the amount of money in question shall automatically be considered an additional fee due to the Engineer, irrespective of the invalidity of the provision in i question. 8.0 Extent of A ereement There are no understandings or agreements except as herein expressly stated. 9.0 Entire Agreement This Agreement represents the entire integrated agreement between Tigard and the Engineer and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be ` amended only by written instrument signed by both Tigard and Engineer. 10.0 Headings Headings are provided for the convenience of the reader only and are not substantive. l - `n✓ 11.0 Hazardous Materials Hazardous materials may exist at a site where there is no reason to believe they could or should be present. Tigard and the Engineer agree that the discovery of unanticipated hazardous materials constitutes a changed condition mandating a re-negotiation of the scope of work or termination of services. 12.0 Changes to Plans and Specifications by Others In the event that any changes are j made in plans and specifications by Tigard or persons other than the Engineer which affects the Engineer's work, any and all liability arising out of such changes is waived as against the Engineer, and Tigard assumes full responsibility for such changes ; unless Tigard has given the Engineer prior notice and has received from the Engineer ! written consent for such changes. I 13.0 Unauthorized Reuse of Design Documents Reuse of any drawings, specifications and other work product of the Engineer by Tigard on any other project without written permission of the Engineer shall constitute an unauthorized reuse thereof and shall be at Tigard's risk and Tigard agrees to defend, indemnify and hold harmless the Engineer from all claims, damages and expenses arising out of such unauthorized reuse by Tigard or by other's acting through Tigard. 12/01/97 Agreement - Page 9 of 10 S f IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in duplicate by their respective authorized officers or representatives. CITY OF TIGARD I f I Date: By. Jim Nicoli, Mayor is Attest: By: r: tf ` i MURRAY, SMITH & ASSOCIATES, INC. Date: By: Chris H. Lber. Vice President 1 t i . - 12/01/97 Agreement -Page 10 of 10 i EXHIBIT A SCOPE OF WORK PRELIMINARY ENGINEERING AND IMPLEMENTATION PLAN WILLAMETTE RIVER WATER SUPPLY SYSTEM CITY OF TIGARD I GENERAL f IlI f The Preliminary Engineering and Implementation Plan for the Willamette River j Water Supply System will be organized by the following major work phases and tasks: i , . j 4 PHASE 1 - PARTICIPANT COORDINATION AND COMMITMENTS { ( Task 1 - Presentations and Meetings to Secure Participant Commitments I Task 2 - Participants' Water Requirements Task 3 - Conceptual Level Project Cost Estimates f Task 4 - Participant Cost Sharing Task 5 - Participant Partnering Program Task 6 - Summary Report PHASE 2 - PRELIMINARY ENGINEERING AND IMPLEMENTATION PLAN Task 1 - Project Management and Meetings Task 2 - Information Compilation and Review Task 3 - Summary of Prior Work Task 4 - Project Capacity Requirements Task 5 - Proposed Project Facilities Task 6 - Project Cost Estimates Task 7 - Project Schedule 12/01/97 Exhibit A - Page 1 l~_ 'a Task 8 - Financial Evaluation and Analysis f i Task 9 - Institutional and Governance Evaluation f Task 10 - Report Preparation and Presentations ` Task I1 - Other Project Services i Detailed descriptions of the individual work tasks and subtasks are presented as follows: (j PRASE 1 - PARTICIPANT COORDINATION AND COMMITMENTS Task 1 - Presentations and Meetings to Secure Participant Commitments Under this task, the Engineer will assist the City staff to prepare and make presentations and attend meetings regarding the project. Presentations and meetings are anticipated to be with the staffs and Councils or governing bodies of potential participants with the goal of securing commitments from others to participate in the project. It is anticipated that the Engineer will prepare for such meetings by preparation of graphics, handouts and other project information and will attend up to E 10 meetings. Task 2 - Participants' Water Requirements Under this task, the Engineer will assist the City staff in consulting with prospective participants regarding their water needs both present and in the future. Information to be obtained will include water demands and schedules for those demands, desires for equity participation in the project versus purchase of surplus water only, points of water delivery, and the potential interest and possible level of participation in oversizing of facilities for future demands. The results of this task will be the . development of a project capacity requirements schedule showing initial capacity, future expansion phases and ultimate water production capacity. Task 3 - Conceptual Level Project Cost Estimates C Under this task, previously developed conceptual level project cost estimates will be j updated to reflect the anticipated commitments of the prospective participants to the project. Current conceptual level estimates of project cost for each prospective particip--.^t will be developed. An estimate of the cost of water production (operation and maintenance cost) will be made based upon cost data from similar systems. The j result of this task will be a summary of conceptual first costs and operation and maintenance costs for each participant based upon the current project concepts. ! I 12/01/97 Exhibit A - Page 2 J Mod Task 4 - Participant Cost Sharing Under this task, the Engineer will assist the City staff with development of an arrangement for the project participants to share in the cost of the preliminary engineering for the project. The Engineer will also assist in providing technical data to support intergovernmental agreements with the participants for the cost sharing and other project participation details. Task 5 - Participant Partnering Program Under this task, the Engineer will assist the City staff, provide technical input and support for, and attend a project partnering session with the project participants and ~ t other project stakeholders. It is anticipated that this partnering session will be up to two days in length. The fees and expenses of the partnering consultant will be paid by the City. Task 6 - Summary Report Under this task, a summary report will be prepared of the work under this project phase. The report will include a recommended project management stricture. The f _ report will be presented to the City staff and Council and will also be distributed to " the project participants. PHASE 2 - PRELIMINARY ENGINEERING Task 1 - Project Management and Meetings Work under this task includes in-house reviews and task coordination, quality control, coordination with subconsultants, City and project participant staffs, and other agencies, preparation of monthly progress reports, tracking of project costs, updating of project schedules and preparation for, and attendance at various project related meetings not identified otherwise in other work tasks. Work effort is based on the following assumed meetings: • Initial kick-off meeting • Monthly participant meetings • 30% Progress Meeting • 60% Progress Meeting • 90% Progress Meeting • Draft Report Review Meeting • Final Report Review Meeting • Final Presentation to City Council • Final Presentation to Participant Representatives' Meeting i 12/01/97 Exhibit A - Page 3 I I i Task 2 - Information Compilation and Review li Work under this task includes the compilation and review of various existing available data and information relating to the project. This information will be compiled from the City, project participants and other agencies and is anticipated to j include: prior studies, reports, tests, investigations, plans, maps, surveys, record drawings and documents, water rights applications and permits, land acquisition data. intergovernmental agreements, topographic and bathymetric mapping, aerial ' photography, applicable regulations, and any other information relevant to the work. Task 3 - Summary of Prior Work j f k Under this task, prior work related to the project will be identified and described. Such prior work will consist of regional and sub-regional water studies, i . intergovernmental agreements and other cooperative efforts of water providers and others, individual participant work related to this project, and other information related to the project. Task 4 - Project Capacity Requirements Under this task, the Phase I work of establishing project capacity requirements will be ' documented as will the project capacity needs by participant, for the initial project, ` future expansions to the system and the ultimate capacity. Task 5 - Proposed Project Facilities Subtask 5.1- River Intake and Raw Water Pump Station Under this subtask, work will be undertaken to identify alternative sites for a river intake on the north bank of the Willamette River in the vicinity of the City of Wilsonville. The area of investigation will generally be from the Interstate 5 bridge crossing the Willamette River in Wilsonville to a point approximately 2.0 miles upstream. The Riverfront property (Young property) in Wilsonville has been j ' identified as a leading intake site and will be included as one of the alternative sites. The alternative sites will be evaluated and a recommended site identified for this facility. Alternative intake and raw water pump station configurations will be developed and evaluated. The preliminary design of the recommended alternative will be developed in further detail. The specific work tasks are as follows: i 5. 1.1 - Hydraulic Analyses of Willamette River at Recommended Intake Site i A. Data collection - Obtain from Corps of Engineers. FEMA, the U.S. Geological Survey and others data related to hydrographic 12/01/97 Exhibit A - Page 4 E • 3 ~I~i i . 1 1 surveys, streamflow data. HEC-2 model, dredging and/or disposal ? records, and aerial photographs. Copies of representative photos and surveys (if thay exist) will be obtained. I B. Hydraulics and eomoWholog • i • Bank Stability and Geomorphology - The survey information and aerial photographs will be overlaid to compare historic changes in bathymetry and topography. Dredging (if applicable) and hydrologic information will be reduced and applied to periods of time between surveys. The objective of this task is to determine the relative stability or instability of the bankline reaches based on historic records. f c • River Velocity and Stage - Apply the existing HEC-2 model for river stage and current over the range of conditions of interest for this project. This analysis will include representative flood flows such as 2 year, 10 year, 100 year, and 500 year events. The model will also be used to assess low flow conditions when the sweeping velocity past the intake structure and screens may become a critical issue. Existing studies in published journals will be used to estimate the variation in river current within a given cross section of the river at the proposed _ intake location. .wa € • FloodweV Assessment - Use the HEC-2 model to test up to three k different river intake design configurations for floodway impact. Testing proposed structures for a floodway impact includes creating new cross sections in the existing HEC-2 model, running the model to establish the existing condition with the new cross sections, and comparing this existing condition with a model run which includes the proposed structure. For up to three river intake alternative configurations, recommend alternatives for mitigation if the structure produces a measurable floodway impact. (y • Sedimentation - Use Willamette River hydraulics based on the existing { HEC-2 model and existing surveys to qualitatively assess sediment transport tendencies, For this conceptual level assessment, no field measurements such as surveying and/or sediment samples will be taken. The results of this assessment will provide an overview rather than a predicted sediment quantity or rate. Sediment transport is not an exact science and at best, even with extensive field work and modeling, only order of magnitude predictions can be developed. 12/01/97 Exhibit A - Page 5 C. Navigation issues - Contact and interview local navigators in the area of the proposed intake and research existing navigation channels and ? practices. Review implications of navigation issues as they may affect intake permitting. { i 5.1.2 - Topographic and Hydrographic Surveys i Assuming that the hydraulic analyses confirm that the recommended site is suitable I for an intake, a topographic and hydrographic survey will be conducted on up to 400 feet of the recommended site fronting the Willamette River. The surveys will extend t from approximately top of bank to approximately 150 feet into the river. A topographic and hydrographic map of the surveyed area will be prepared. • 1 5.1.3 - Regulatory and Permit Requirements Contact the regulatory agencies having interest in the project and determine their anticipated requirements for the project. Depending upon the recommended location of the intake, these agencies are anticipated to include the Oregon Division of State Lands, the Corps of Engineers, the Oregon State Department of Fish and Wildlife, the National Marine Fisheries Service, the Oregon State Marine Board, the U.S. _ Department of Fish and Wildlife, the City of Wilsonville and Clackamas County. 5.1.4 - Alternative River Intake and Raw Water Pump Station Concepts E Based upon the site conditions, anticipated regulatory requirements and constraints, and initial and ultimate pumping requirements, develop up to three alternative intake and pump station concepts that could potentially be implemented at the recommended site. Prepare to-scale plan, elevation and section sketches of the alternatives. Develop conceptual level estimates of cost for each alternative. Prepare an analysis of the alternatives based upon costs and non-cost factors. Recommend the best alternative for which a preliminary design will be developed. t 5.1.5 - Geotechnical Investigation 1k In addition to the geotechnical reconnaissance work to be performed under i Task 5.4.7, which includes the recommended river intake and raw water pump station facility site, perform subsurface explorations at the recommended intake site. The work will consist of a single boring at the river bank at the approximate recommended site of the facility. The boring depth is estimated to be approximately 60 feet. A report documenting the existing conditions encountered will be prepared. i { 12/01/97 Exhibit A - Page 6 L~ a 5.1.6 - Preliminary Design Develop the preliminary design for the recommended river intake and raw water pump station alternative. Prepare plan, elevation and section drawings to approximately the 10% level of design completion for the facility. Prepare a description of the facility including the fish protection screens, screen cleaning system, pumping system, electrical power supply system, piping and valves, surge control system, architectural concepts, instrumentation and control, access provisions to the facility and site, security provisions, and appurtenant systems and facilities. 5.1.7 - Facility Oversizing i {1 In the development of the recommended river intake and raw water pump station $ alternative, consider oversizing the facility beyond its initial required capacity. Oversizing may be desired by some or all of the project participants and may be the most economical approach to avoid costly future work in the river and the need to 1 obtain permits for the project again at some future date. Recommend the oversizing 1 to be included in the project considering the above, the desires of the participants, the f cost of oversizing and other factors. ` 5.1.8 - Property Acquisition, Permits, and Approvals Identify the property acquisition requirements for the river intake and raw water _ pump station at the recommended site. The anticipated permits and approvals required to allow for construction of the facility will be identified and the known or anticipated requirements summarized. Particular attention will be paid to j requirements which limit the time of construction within the river. 5.1.9 - Project Cost Estimates Develop an estimate of the project cost for the proposed river intake and raw water pump station facility and identify the portion of those costs that are attributable to oversizing of the facility for future capacity. Prepare estimates of operations and maintenance costs over a 20-year period. 5.1.10 - Technical Memorandum A technical memorandum will be prepared summarizing the results of this subtask. Subtask 5.2 - Water Treatment Plant Under this subtask, documentation of prior and ongoing water quality studies of the Willamette River at Wilsonville, including recent pilot studies, will be reviewed and 12/01/97 Exhibit A - Page 7 od summarized. Regulatory requirements will be reviewed, treatment process alternatives identified and recommendations made for the treatment process. A site layout for the initial and ultimate facility capacity at the Riverfront site will be prepared. Cost estimates will be developed for the initial capital cost of facilities, including the costs associated with oversized facilities for ultimate capacity, and operations and maintenance costs over a 20-year period. A technical memorandum will be prepared summarizing the results of this subtask. 5.2.1 - Documentation: of Prior Water Quality Studies Review prior water quality studies on the Willamette River at Wilsonville. The prior studies and work will include the raw water quality monitoring program, the water quality work related to the pilot testing on the Willamette River at Wilsonville, and c; ongoing work by the Department of Environmental Quality. Summarize the results and findings of these studies as they relate to this project. 5.2.2 -Documentation of Prior Treatment Studies Review the prior pilot treatment plant studies of the Willamette River at Wilsonville. Summarize the results and findings of these studies as they relate to this project. 5.2.3 - Review of Regulatory Requirements Summarize the current regulatory requirements, both State and Federal, that relate to the treatment process and the finished water from the process. Address the potential ' future requirements that may be imposed on the Supply System based upon current and anticipated regulatory trends. 5.2.4 - Treatment Process Alternatives and Recommendations Identify the water treatment process alternatives that can best meet the present regulatory requirements and that have the best opportunity to meet reasonable potential future requirements. Evaluate these alternatives on the basis of cost, state of technology, site requirements, ability to meet future potential regulatory requirements, and other factors and recommend the treatment process for the system for further , analysis and development under this plan. Develop and recommend the design criteria for the recommended process. 5.2.5 - Proposed Water Treatment Plant Description Based upon the desired initial flow and ultimate flows anticipated to be treated at the proposed site, the Riverfront property in Wilsonville, prepare a site layout for the 12/01/97 Exhibit A - Page 8 initial and ultimate facility. The layout will consider the process and related facilities including administrative, laboratory, and operations and maintenance facilities. 5.2.6 - Facility Oversizing ! } Consider oversizing the facility or specific elements of the process to beyond its initial ( I capacity. Recommend the oversizing to be included in the project considering the 1 cost and the desires of the participants. f 9 t S. 2.7 - Property Acquisition, Permits, and Approvals Identify the property acquisition requirements for the water treatment plant at the Riverfront site. The anticipated permits and approvals required to allow for construction of the facility will be identified and the known or anticipated requirements summarized. - 5.2.8 - Project Cost Estimates Develop an estimate of the project cost for the water treatment plant and identify the portion of those costs that are attributable to oversizing of the facility for future { capacity. Prepare estimates of operations and maintenance costs over a 20-year - period. 5.2.9 - Technical Memorandum A technical memorandum will be prepared summarizing the results of this subtask. Sublask 5.3 - High Service Pump Station { Under this subtask, the high service pump station configuration will be developed. The specific work tasks will be as follows: 5.3.1 - Hydraulic Modeling Develop a computerized hydraulic model of the high service pump station and finished water transmission system. The model will be utilized to determine the initial and future pumping parameters including flows and pressures considering variables such as pipeline diameters, pipeline lengths, terminal storage facilities, points of delivery, flows at these points of delivery, and additional future transmission capacity. A computerized surge analysis will be performed to establish hydraulic transients that can be anticipated in the pumping and transmission system. The modeling will be coordinated with Subtask 5.4 to establish recommended pipeline capacities and diameters. 12/01/97 Exhibit A - Page 9 j" J 5.3.2 - Preliminary Design Develop the preliminary design for the high service pump station. Prepare plan, elevation and section drawings to approximately the 10% level of design completion for the facility. Prepare a written description of the facility including the pumps (type, approximate capacity and horsepower), piping and valves, surge control system, electrical power supply system, architectural concepts, instrumentation and j control, and appurtenant systems and facilities. I 5.3.3 - Facility Oversizing Consider oversizing the facility beyond its initial capacity. Recommend the oversizing to be included in the project considering the cost and the desires of the participants. 5.3.4 - Project Cost Estimates Develop an estimate of the project cost for the high service pump station and identify the portion of those costs that are attributable to oversizing of the facility for future capacity. Prepare estimates of operations and maintenance costs over a 20-year period. 5.3.5 - Technical Memorandum t A technical memorandum will be prepared summarizing the results of this subtask. Subtask 5.4 - Raw and Finished Water Transmission Mains Under this task, various potential routing alternatives for the raw and finished water transmission mains will be identified and analyzed. Final routing candidates will be screened to three primary alternatives, from which a single preferred route will be identified which best balances the various needs, goals and interests of the project. Recommendations will be made with respect to main sizing for both initial and future j capacity needs. Hydraulic analyses will be conducted to optimize sizing of the raw and finished water transmission mains. j Anticipated subtasks are outlined as follows: 5.4.1 -Information Gathering and Review Compile, inventory and review available pertinent information relative to the project. The information to be collected will include: i 12/01/97 Exhibit A - Page 10 i - 1 I • Recent aerial photography of pipeline corridors • USGS topographical quadrangle mapping • Clackamas and Washington Counties assessors tax lot maps and ownership data • U.S. Department of Interior National Wetlands Inventory mapping • City street maps, comprehensive land use plan and zoning maps, and city utility maps • Maps from other utilities including fiber optic cable, high pressure natural ' gas and petroleum pipelines • Other ? 5.4.2 - Route Evaluation Work Sheets and Conceptual Maps l f Develop composite work maps overlaying topographic base mapping with existing f utility, wetlands, environmental and land ownership information, noting various locations of existing railroads, major waterways and other significant features. Develop composite working map from existing aerial topography and correlate with topographic composite base to aid in preliminary identification of routing alternatives. I 5.4.3 - Interties, End Connections and Appurtenances i . i = Develop concepts for end connections, isolation valves, air/vacuum relief valves, drains and other appurtenances and interties to existing and future facilities. 5.4.4 - Identification and Preliminary Screening of Routing Alternatives Using mapping worksheets prepared in previous tasks, routing alternatives will be identified. Routing alternatives will generally follow existing roadway corridors. f Cross country routes will also be considered. Any apparent "fatal flaws" will be noted and investigated. Routes containing apparent "fatal flaws" based on map reviews, preliminary environmental and permitting reviews and/or preliminary reconnaissance will be preliminarily screened from further consideration. Apparent sound alignments will be illustrated on composite mapping for review with project staff. 5. 4.5 - Preliminary Hydraulic Evaluation A hydraulic analysis will be made for the screened routes to establish the appropriate pipeline sizing for the respective route length and associated hydraulic conditions. Final route alignment recommendations will include the identification of needed minimum pipe sizes to accommodate the required initial capacity requirements as well as oversizing capacity requirements. This work will be coordinated with the hydraulic modeling to be performed under Subtask 5.3. 12/01/97 Exhibit A - Page 11 i i { I I The hydraulic analysis will consider the system's long range supply capacity projection of approximately 120 million gallons per day (mgd), anticipating that such ultimate capacity will be provided through the initial pipeline and another pipeline or pipelines in the future. The analysis will consider the initial terminal storage being f Tigard's 10 million gallon (MG) reservoir as well as other present or future storage facilities. The analysis will consider the anticipated present and future points of water delivery. 5.4.6 - Preliminary Environmental/Permitting Evaluation I E E • A comprehensive approach will be taken to integrate environmental and land use i . factors into the selection of alternative pipeline routes in order to provide the best 4 assurance that the route selected can be successfully permitted. Generally, the approach of integrating environmental factors into the pipeline 1 alternatives selection includes conducting an environmental sensitivity analysis for each alternative identified. This will identify the environmental issues that will need to be addressed for each alternative. Based on the sensitivity analysis, the costs and benefits related to environmental impacts and required mitigation can be incorporated j into the overall cost/benefit analysis for comparison of each pipeline alternative. This approach will also allow for reconfiguration of the pipeline alternatives to avoid or reduce potential project impacts on the environment prior to conducting the comparison of alternatives for purposes of selecting a route. The environmental sensitivity analysis is proposed to be conducted by addressing the following environmental issues: • Archeological resources • Flood plains • Fish resources • Land use • Historical resources 1 • Mineral and aggregate resources • Sensitive, threatened and endangered species j • Wetlands 5.4.7 - Geotechnical Reconnaissance A geotechnical reconnaissance will be conducted for the entire project including the i alternative intake and water treatment plant sites. The reconnaissance will include characterization of soil conditions based on available information, visual assessment of site materials, coordination and interpretation with design engineers, and 1 presentation of results in report format. Work tasks are described below: f . V i i 1 12/01/97 Exhibit A - Page 12 1 t Research ofAvailable Information - Examine existing literature available. Including the following: i • Previous soils reports in the area, • Published geological maps and reports concerning the area, • Soil conservation service maps, • Seismic maps, • Topographic maps, • Other data as available. E " j Visual Assessment - A brief reconnaissance of key sites related to the project will be conducted. These sites include the intake area along the Willamette River as well as the potential treatment plant and stream river crossing areas. 4 Site materials and land forms will be evaluated by on-site visual interpretations performed by technical personnel familiar with the region and construction activities similar to those proposed for this project. Erosion scarps and cut slopes along existing facilities throughout the proposed alignments will be evaluated for soil conditions, excavation characteristics, and general factors regarding construction issues. Observation notes will be recorded on { . appropriate plans or aerial topographic maps. Reconnaissance Report - The soil characterizations and related information obtained will be presented in a report. The focus of the report will be the comparative construction factors of potential alignments, and pertinent geotechnical aspects of the sites for the proposed facilities. 5.4.8 - Review of Preliminary Alternatives Review of preliminary alignment alternatives will be made with project staff. 5.4.9 - Preliminary Evaluation of Alternatives } With project staff comments on preliminary alignments, further evaluation will be s made to establish the apparent best three route alternatives. The final three alternatives will be established based on evaluation and assessment of the apparent best balance with respect to all the various key issues, concerns and project goals. 5.4. 10 - Pipeline Materials Evaluation An evaluation will be made of alternative pipeline materials for the project and recommendations will be made for pipeline materials for the project. 'J 12/01/97 Exhibit A - Page 13 i l~ { 5.4. 11 - Traffic impacts Preliminary evaluations of traffic impacts associated with each of the routing finalists will be made. General reviews will be made with Clackamas and Washington Counties and the impacted city jurisdictions to establish anticipated constraints. r. i 5.4.12 - Corrosion Potential Review i Based on available soils mapping and other utility information, identify areas where special pipeline corrosion protection measures may be required either due to existing corrosive ("hot") soils, or stray currents induced by active cathodic protection systems on other utilities or by power substation grounding systems. Incorporate relevant findings into relative cost evaluations for respective alternatives. k I 5.4.13 - Land Parcel Mapping/Easement Assessments County tax lot mapping to identify potential easement requirements for selected route finalists will be compiled. Assuming routing through existing roadway rights-of-way, easement requirements may be minimal. Cross country routes will require substantial easement acquisition. Rough estimates of potential cost for easement acquisition to aid in comparative alternative evaluations will also be developed. i( 5.4.14 - Cost/Benefit Analysis I A relative cost/benefit analysis will be performed for the three finalist route I alternative candidates. The analysis will consider, among other potential factors, the EEE following: • Length of pipe • Backfill requirements • Surface restoration requirements • Length of confined corridor (translating to higher unit construction costs) vi; • Number of potential utility, highway and railroad crossings` • Number of potential creek and river crossings • Number of private property easements required and total length of potential , easements • Potential environmental mitigation measures • Potential utility relocation requirements i • Traffic control requirements . • Appurtenances (number and type) r • Interties • Potential corrosion protection requirements • Potential special seismic related design features 12/01/97 Exhibit A - Page 14 • Potential rock excavation • Potential crop damage costs • Potential protective measures to existing utilities • Potential construction length through sensitive lands • Special costs anticipated for permit compliance • Potential corrosion protection requirements i • Other potential special circumstances which may influence relative costs 1 I 4 i 5.4.15 - Schedule Evaluation Each of the three final route alternatives will be evaluated with respect to anticipated project schedules, considering engineering and designs required for the production of final construction documents, anticipated time frames for permit and easement acquisitions and construction. 5.4.16 - Routing and Conduit Alternatives Summary 1 i The routing alternatives, the issues considered, analysis methodologies, and selection f criteria will be presented and discussed. The various routing alternatives will be illustrated on a map of the area, showing roadway names, key geographical features, C known sensitive, environmental and archeological areas and other key information associated with the proposed pipeline routing. The previously noted regulatory requirements and other applicable standards having a bearing on the routing analysis work will be summarized. 5.4.17 -Selection of Preferred Alternative 't Of the three alternative route finalists, a single route will be recommended to the project staff as the preferred alignment. 5.4.18 - Project Cost Estimates Develop an estimate of the project costs for the raw and finished water transmission mains and identify the portion of those costs that are attributable to oversizing of the I . . facility for future capacity. Prepare estimates operations and maintenance costs over a 20-year period. 5.4.19 - Technical Memorandum A technical memorandum will be prepared summarizing the results of this subtask. f 12/01/97 E 1:i hit A - rage 15 L~ t~ - Subtask 5.5 - System Operations and Control Facilities Under this subtask, the facilities recommended for system operations and control will be identified. These facilities will include a SCADA (system control and data acquisition system) system and metering facilities. Estimates of the project costs for these facilities will be prepared. Prepare estimates operations and maintenance costs over a 20-year period. f Subtask 5.6 - Permits, Approvals and Land Acquisition Under this subtask, a summary of the permits, approvals and land acquisition requirements for the various elements for the project will be prepared. H Subtask 5.7 - Oversizing of Facilities Under this Subtask, a summary of the oversizing of the various elements of the project and their respective project costs will be prepared. Subtask 5.8 - Interim Short Term Water Service to the City of Wilsonville and State Prison Facility A system has been proposed and is presently being discussed by members of the Willamette Water Supply Agency and the State of Oregon Department of Corrections to provide for interim short term water supply to the City of Wilsonville and to the proposed State Corrections Facility in Wilsonville. Under this subtask, the system will be described and included within the finished water pipeline routing analysis and other work in Subtask 5.4. Project cost estimates will be prepared on the interim system and the interim facilities will be addressed in the schedule, procurement and financial elements of this study. Subtask 5.9 - Construction Contract Organization Under this subtask, recommendations for facility construction contract organization f will be made. These recommendations will consider the types of construction, the ! capabilities of the construction contractors in the region, the project schedule requirements, materials and equipment acquisition lead times, and other factors. Recommendations for project construction organization will be made based upon the above considerations. The recommended organization will be identified in the project schedule. 12/01/97 Exhibit A - Page 16 t i Task 6 - Project Cost Estimates Subtask 6.1- Capita! I Under this subtask, the estimates of cost for the project facilities will be summarized. These estimates will include construction costs and appropriate allowances for i engineering, administration, contingencies and inflation to adjust to the estimated time k of construction. Allowances for other project costs such as property acquisition will also be included. Costs to oversize facilities for future capacity will also be included. Subtask 6.2 - Operation and Maintenance { Under this subtask, estimates of operations and maintenance costs for the system will € be summarized based upon forecasts of actual water production from the system from initial operation to 20 years of operation. Task 7 - Project Schedule E Under this task, a detailed project schedule will be developed from completion of the preliminary engineering work to the completion of construction and facility startup. Task 8 - Financial Evaluation and Analysis The development of a regional water supply system requires a concurrent financial and institutional structure to manage, construct, and operate the regional facilities. The financial approach to the project, in terms of funding mechanisms, rates andi charges, and impacts on participants is closely tied to the institutional structure selected, which then must consider Oregon's statutory, and State and Federal taxation parameters. For example, the legal form of a regional agency managing and/or owning the project may facilitate or eliminate certain capital financing options or approaches to rates and charges. Similarly, the desire or intent to use a particular funding mechanism, such as central issuance of tax-exempt bonded debt, may preclude certain institutional models from further consideration. Then there might be the option to form a 501 (c) non-profit corporation which can be formed in a way to be eligible to sell tax-exempt bonds, and also can build projects without prevailing wage constraints (thus less costly). The focus on financial options will address capital funding mechanisms, allocation of costs, cost recovery mechanisms, and resulting impacts on participants within the selected institutional or governance approach, or options. The cost recovery mechanisms considered would include the use of system development charges (SDC's) and wholesale rates or service charges. In each case, these could be developed and applied at a local or regional level. In addition, the evaluation will also 12/01/97 Exhibit A - Page 17 • .w~~lrweiswwwd examine necessary financial elements of the relationship among parties, in terms of access to capacity, capacity commitments, and transfers of capacity. The following subtasks outline the elements of the financial evaluation and analysis. Subtask 8.1- Financial Policy Evaluation The policy issues related to project funding include: Method of Financing - Is the project to be funded through central (regional) borrowing or through funding by participants? If by i participants, are shares linked to current or future capacity )f , requirements, or established by external factors such as ability to pay? • Nature of Participation - Do participants own explicit shares of the project, or is capacity generally available as growth occurs? Are there mechanisms for transferring capacity in the future, and if so under what form of compensation? • Financial Administration - Will there be a financial center (e.g. separate agency or enterprise fund) for the regional facility? What are the financial objectives for the regional enterprise? For example, will fiscal policies address working capital, operating and E emergency capital reserves, and perhaps full funding of annual depreciation for system rehabilitation and replacement? • Cost Recovery Alternatives - Will SDC's be established at a regional or local level, and if privatization or a non-profit corporation is formed, what will be the form of capital recovery from new development? Will regional wholesale charges include capital components? What rate structure is appropriate and equitable? How will future capital needs, including replacements, be funded? • Consistency with Institutional Structure - Is the desired financial . approach consistent with the institutional approach being undertaken? I To address these and other financial issues which will arise, a policy review process will be conducted that will focus around the development of issue papers. Meetings will be held to review key financial issues and develop an agenda of issue papers to be written. After initial drafts of these issue papers have been developed, meetings or workshops will be held with a policy committee to evaluate the issues and alternatives, and then develop a recommendation. Typically, the issue papers evolve through this process, culminating in a well-defined and documented policy decision. This process is described below. i 12/01/97 Exhibit A - Page 18 l~ • Identify and Evaluate Key Policy Issues - Develop an initial list of n policy issues, and draft a sample issue paper. Conduct an initial meeting to discuss general issues and concerns, resulting in an agenda of issue papers to be developed. • Develop and Review Issue Papers - Develop initial issue papers with consultant recommendations. Conduct up to three meetings to review policy issues and alternatives, and develop group recommendations or decisions. Develop additional issue papers as topics are raised or identified. • Document Policy Decisions in Final Issue Papers - Finalize issue papers to incorporate evaluation and decisions of the committee. Subtask 8.2 - Capital Funding Evaluation The capital finding evaluation is intended to assist the participants in evaluating financing options available to them as individuals and as a regional enterprise. Since the participants have their respective financial advisors and bond counsel who will address the feasibility and cost of various financial arrangements, we will focus on the implications on costs to participants and the ability to use various cost recovery mechanisms. We will specifically develop an analysis of SDC's (related solely to this project) from both a regional and local perspective, and a comparison of debt service and capital related revenue requirements for centralized and localized funding responsibility. The following subtask work elements will be completed: • Identify Project Costs and Funding Requirements - Establish projected capital costs, operating and administrative costs, and project schedule. Identify potential financing approaches and determine costs and security requirements for each. • Develop Regional and Agency SDC's - Based on project costs and capacity, develop an SDC for the regional supply project. Develop comparable local SDC's for participants based on participation shares, if different. Develop an issue paper addressing potential impact of the regional SDC on existing local water system SDC's. • Evaluate Financing Alternatives - Develop a forecast of project revenue requirements under alternative funding scenarios. Identify related issues such as risk-sharing, security provisions, and default contingencies. Review financial and related findings with the policy committee. • Certificate of Participation Funding - Evaluate State of Oregon Certificate of Participation (COP) funding option that is potentially 12/01/97 Exhibit A - Page 19 L~ available through the Department of Corrections. Identify potential advantages and disadvantages and make recommendations on further action with respect to this funding approach. Subtask 8.3 - Evaluation of Impacts on Agencies The ultimate financial impact of the project on participating agencies will depend on l the financial and institutional arrangements chosen. In particular, the method of financing and basis for allocating costs to participants are critical to the resulting cost- sharing arrangements. This task will focus on determining impacts on participants, in terms of initial and projected revenue requirements. In general, it will not evaluate rate impacts at the local level, but will identify the revenue stream which would be 4 required from each agency. Up to three alternative funding arrangements will be analyzed. The work will include the following: I • Identify Project Cost Allocations - Identify the basis for allocating project capital costs and operating costs among participants for each scenario to be analyzed. • Allocate Revenue Requirements - For each scenario, identify total revenue requirements and allocated shares for each utility. Develop summary indicators (e.g. $/100 cubic feet (ccf) or $/mgd) to describe the net impacts on participants. I . Task 9 - Institutional and Governance Evaluation Institutional and governance issues are very germane to the long-term working i relationship, costs of capital and service, and relative owner/provider control for any regional water facility. In tandem with the Financial Evaluation and Analysis task for the Willamette River Water Supply System, the form of governance and institutional options will be evaluated. The purpose of this task is to provide the prospective 4 owner(s) and provider(s) with options to ownership and operations, which might have both institutional and cost benefits that need to be considered before a final intergovernmental agreement is reached between the parties. The types of institutional options proposed to be evaluated include: • Owner - provider organization • Intergovernmental partnership I • Joint operating agency • 501 (c) non-profit corporation • Design, build, operate (DBO) - private owner and operator I - 12/01/97 Exhibit A - Page 20 (j t , - t l The research and evaluation will focus on the following issues: • Statutory authority (no legal opinion, just ORS research findings) • Voting, membership and control • Asset ownership, and operations and maintenance f • Financial risk sharing 4 • Capital financing options { • Other tangible benefits or weaknesses, such as cost of capital f impacts. Where appropriate, implementation considerations will be evaluated. For example, the DBO and 501 (c) non-profit corporation options are not government agency ` options, so there are issues of government control versus potential construction and operating cost savings. The following task plan outlines the elements of the institutional and governance evaluation. r~ Subtask 9.1- Research and Documentation Each of the agreed upon institutional options listed will be researched in terms the primary issues noted above. The research will include contacting agency bond counsels and financial advisors to obtain relevant information that they can provide, but also an independent and objective research of the issues from statutory, financial and governance perspectives will be conducted. Part of this analysis may create added financing scenarios for inclusion in the financial evaluation and analysis tasks. The objective however, will be to document the differences between the institutional scenarios in order for the respective agencies to have enough information to determine how they want to work together under some form of long-term arrangement. Since there are anticipated to be at least three and up to five participants in the regional water supply system, the issues of ownership, governance/decision making, and economic benefit need to be understood by all - parties. Subtask 9.2 - Matrix Preparation and Presentation The research and documentation will be summarized into a matrix and supplemented i" . with narrative discussion on key benefits and weaknesses of each institutional or ownership option. The findings and conclusions will be presented to the agencies in a workshop forum for review and discussion. The objective of the workshop, which i may take more than one meeting, will be to determine if there are any institutional options with potential governance and cost or economic benefits which should be added to the scope and should be incorporated into the capital funding and agency impact analysis. I i Subtask 9.3 - Revision and Issue Paper Preparation ti A final issue paper with each of the institutional options, added research as needed, and the documentation, cost and economic impact findings will be prepared for inclusion in the overall study report. It is anticipated that the scenario which the agencies support for implementation will be determined at this point, in order that the financial planning options evaluation can be completed. Task 10 - Report Preparation and Presentations Subtask 10.1- Technical Report " Under this subtask, a technical report summarizing all of the previous work tasls will be prepared. This report will include drawings, maps, preliminary plans, and other graphics to support the written text. Up to 10 copies of the draft technical report will be prepared for City review and comments. Up to 25 copies of the final technical report will be prepared and submitted to the City. Subtask 10.2 - Executive Summary Under this subtask, an executive summary will be prepared. This document will provide a summary of the findings of the technical report and will include appropriate illustrations from the technical report that are appropriate for the summary document. Up to 20 copies of the draft executive summary will be prepared for City review and comments. Up to 50 copies of the final executive summary will be prepared and submitted to the City. 1 - _ Subtask 10.3 - Presentations Under this subtask, the Engineer will prepare for and make presentations on the final report. Presentations are anticipated to be with the staffs and Councils or governing bodies of the project participants. It is anticipated that the Engineer will make up to 5 presentations. 12/01/97 Exhibit A - Pagc 22 : " - Task I I - Other Project Services The Engineer will provide engineering support to the City, the project participants and the Willamette Water Supply Agency on other elements of the project as requested. This work may include the following described subtasks: f~f Subtask 11.1- Partnering Participation f E i The Engineer will participate as requested in any partnering process regarding the i project. A budget of $3,000 is suggested for this subtask. I Subtask 11.2 - Public Information Program Support The Engineer will assist as requested with support for the public information program for the project. The scope of this work cannot be defined at this time. A budget of I . $7.500 is suggested for this Subtask at this time. As further scope details are confirmed, this budget can be adjusted accordingly. Subtask 11.3 - Pilot/Demonstration Water Treatment Plant A pilot/demonstration water treatment plant may be utilized to assist with and support the public information program. The concept is to demonstrate the effectiveness of treatment of the Willamette River water. An existing pilot plant facility, owned by j the Portland Water Bureau and currently located at Lusted Hill, could be prepared for { operation and demonstration at the Willamette River. This assumes that the Portland Water Bureau will provide the pilot plant facility for the project. The trailer housing the plant would be located on the Willamette River site off of Boones Ferry Road that was previously used for a pilot study. No budget is assigned to this subtask. If the project participants determine that this work is of benefit to the project, a detailed scope and budget will be established for this work. Subtask 11.4 - Raw Water Quality Monitoring Program: Monitoring of the raw water quality in the Willamette River was conducted for some time by the Tualatin Valley Water District. That monitoring was discontinued. The project participants may desire to reestablish this program. The Engineer will provide the support to accomplish this work. No budget is assigned to this subtask. If the project participants determine that this work is of benefit to the project, a detailed scope and budget will be established for this work. i 12/01/97 Exhibit A - Page 23 Subtask 11.5 - Resolution of Pre-1909 Water Rights Claims Support j Implementation of this project is anticipated to require some resolution of pre-1909 water claims by the Portland General Electric Co. and possibly others at Willamette f Falls downstream of the proposed water diversion near Wilsonville. The Engineer j will provide engineering support to the participants and the Willamette Water Supply f Agency to assist its legal counsel in resolution of this matter. A budget of 52,500 is suggested for this subtask at this time. As further scope details are confirmed, this budget can be adjusted accordingly. Subtask 11.6 - Willamette Water Supply Agency Support The Engineer will provide engineering support to the Willamette Water Supply e Agency if such services are desired. These services may include engineering support to the Agency and its legal counsel in the development of intergovernmental j agreements between the project participants as necessary to accomplish the project. No budget is assigned to this subtask. If the project participants and the Agency determine that this work is of benefit to the project, a detailed scope and budget will be established for this work. Subtask 11.7 -Properly Acquisition Support The Engineer will provide engineering support to the project as necessary for the acquisition of real property. No budget is assigned to this subtask. If the project participants determine that this work is of benefit to the project, a detailed scope and budget will be established for this work. iJ 12/01/97 Exhibit A - Page 24 it EXHIBIT B = = 1998 SCHEDULE OF CHARGES .tee: { f Personnel: Senior Principal S115.00 Principal 105.00 Associate 98.00 Senior Engineer 93.00 Engineer V 83.00 i, Engineer IV 78.00 Engineer III 72.00 Engineer II 68.00 Engineer I 60.00 Senior Technician 68.00 Technician 55.00 Junior Technician 42.00 Administrator 50.00 Clerical 40.00 Project Expenses: Expenses incurred in-house which are directly attributable to the project will be invoiced at actual cost. These expenses include the following: Computer Aided Design and Drafting System S 10.00/hr Mileage 0.35/mile Long Distance Telephone At Cost Lodging and Subsistence At Cost Postage At Cost i . Printing and Reproduction At Cost Outside Services: Outside technical, professional and other services will be invoiced at actual cost plus 10 percent to cover administration and overhead. l 7-- - 1/98 dr. lift- - { 1 4 EXHIBIT C BUDGET SUMMARY The following are estimated fee budgets for the project phases and tasks. The combined budgeted amount of all tasks will not be exceeded without prior authorization of the City. i .a 1HASElTASK~&,D 5GsRIPTION=y§,3~`?zia;*~ ` jFEE:BUDGFa PHASE 1 - PARTICIPANT COORDINATION AND $ c COMMITMENTS PHASE 2 - PRELIMINARY ENGINEERING AND F t_ IMPLEMENTATION PLAN Task I - Project Management and Meetings $ 25.000 Task 2 - Information Compilation and Review $ 3.000 Task 3 - Summary of Prior Work $ 4.000 Task 4 - Project Capacity Requirements $ 5.000 Task 5 - Proposed Project Facilities 5.1 - River Intake and Raw Water Pump Station $ 79.000 5.2 - Water Treatment Plant $ 40,000 r _ 5.3 - High Service Pump Station $ 34.000 ~ 5.4 - Raw and Finished Water Transmission Mains $ 81.500 J 5.5 - System Operations and Control Facilities S 3.000 5.6 - Permit, Approval and Land Acquisition Requirements $ 2.500 5.7 - Oversizing of Facilities and Costs Summary $ 2,500 5.8 - Requirements for Interim Short Term Water Service to the Citv of Wilsonville and State Prison Facility $ 1.500 5.9 - Construction Contract Package Recommendations $ 1.500 Task 6 - Project Cost Estimates $ 5,000 Task 7 - Project Schedule $ 4,000 Task 8 - Financial Evaluation and Analysis $ 37.000 Task 9 - Institutional and Governance Evaluation $ 17,500 Task 10 -Report Preparation and Presentations $ 25,000 Task 11 - Other Project Services is 13,000 Total Not-To-Exceed Amount Is 384,000 Phase I work presently being completed under existing agreements and budgets. 12/01/97 i lar- ' E AGENDA ITEM # FOR AGENDA OF 12/24/97 CITY OF TIGARD, OREGON COUNCIL AGENDA ITEM SUMMARY ISSUE/AGENDA TITLE Additional Personnel Request PREPARED BY: Ronald D. Goodpaster DEPT HEAD OK_ CITY MGR OK 1 ISSUE BEFORE THE COUNCIL 1{{{1 r . Should the Police Department be authorized to hire 3 new 5-year plan positions in February rather than waiting until July, 1998. 3 STAFF RECOMMENDATION Staff recommends hiring the 3 new positions mid February, 1998. INFORMATION SUMMARY In the 5-year plan for the Police Department, there are 3 additional employees scheduled for hire in the upcoming fiscal year. This request is to receive authorization for their hiring in mid February, 1998. As a result 1 of the turnover this year, there is significant cash carryover and more than adequate funds available to pay for these 3 positions with existing funds. Due to the recent retirements and turnover, we have had to postpone the start up of long-delayed programs, such as the full-time gang and narcotics officer. Other delays have also occurred, such as hiring additional detectives and field personnel. In addition, we have had to transfer officers frequently between different units, which interferes with the continuity of the work performance of those units, as we try to keep all shifts at or above minimum levels. The workload continues to significantly increase, and the additional personnel are badly needed and would take significant pressure off the Department in regards to services being provided. By allowing us to bring these positions on early, we would be able to start up the long-delayed programs; it would add significantly to the stability of our existing programs; and it would give us full use of these 3 new officers about 4 1/2 months early. We currently have srver5!1 :cc,uHiiiieai processes ongoing with excellent candidates, and there would be a significant amount of time saved by not having to readvertise and do yet another recruitment process later in the year. V i i In July, 1998, the Basic Police Academy goes from 8 weeks to 16 weeks. Being able to fill these positions now, ~-ould hopefully allow us to get them enrolled in the 8-week Academy and allow us to provide their full training, as we currently do at the Police Department, without losing them for the additional 8 weeks of the new Academy. OTHER ALTERNATIVES CONSIDERED Not to hire the 3 positions early. FISCAL NOTES There will be an approximate $400,000 cash carryover into next fiscal year, due to personnel turnover; and the cost of bringing the 3 positions on in mid February would be approximately $60,000. - i:kitp~id<lswada i F . c 7- 77