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INTERGOVERNMENTAL WATER BOARD
MEETING MINUTES
February 22, 1995
BOARD MEMBERS PRESENT: Chair Manning, Bev Froude, Paul Hunt, Bill
Scheiderich, and Violet Yeager
STAFF PRESENT: Ed Wegner, Randy Volk, Mary Gruss, and Sherrie
Burbank
VISITORS PRESENT: Jack Polaris
1. Roll Call
The meeting of the Intergovernmental Water Board was called to order at 5:5
p.m. This meeting was delayed from last week due to the inclement weather.
2. Approval of Minutes
Mr. Hunt made a motion to approve the January 11, 1995 meeting minutes as
written. The motion was seconded by Mr. Scheiderich and passed
unanimously.
3. Election of Chair/Vice Chair
Mr. Hunt reminded that Board that they had recently agreed to change the
bylaws to move the Vice-Chair into the Chair role. He then nominated Mr.
Scheiderich for Chair; the nomination was seconded by Chair Manning; and Mr.
Scheiderich was elected to fill this role by a unanimous vote.
Past Chair Manning then immediately passed on the gavel and the new chair
presided over the rest of the meeting.
Mr. Scheiderich then asked for nominations for Vice-Chair. Mr. Hunt nominated
and Mr. Scheiderich seconded the nomination of Ms. Froude. Ms. Froude was
elected by a unanimous vote.
4. A. Rate Analysis -- Request for Proposal
Mr. Wegner reminder the Board that after their last meeting he came away with
the understanding that the Board wanted staff to proceed in developing an RFP
Intergovernmental Water Board Meeting -- 2/22/95 Page 1
K'
for the rat analysis. However, since he is uncertain the Board actually reached
a consensus he decided to raise the issue again at this meeting. He asked the
Board for a recommendation asking staff to proceed in this process.
After a discussion designed to answer questions, explain the process and
intent, and identify potential Board concerns, Mr. Hunt made the motion to
recommend that staff proceed with developing the RFP; Ms. Manning seconded
the motion. The motion passed unanimously. For the record, the Board wants
to make sure that staff includes language in the proposal to inform the potential
vendor that the rate analysis will be used a model for future projections.
Mr. Wegner also assured the Board that prior to award of the contract, they
would have the opportunity to review the proposal and interview the
prospective vendors. He also stated that there will be a series of public
meetings held within the various jurisdictions to explain the purpose of the rate
analysis. Staff also agreed to provide a copy of the draft RFP to the Board for
their review and input prior to distribution.
Mr. Wegner also discussed the Capital Improvement portion of the plan. He
indicated that the City has received some "ballpark" figures from Lake Oswego
but they are seeking actual numbers. This rate analysis model will permit the
City to adjust water rates based on the final figures.
At this point, Mr. Polaris interjected his concern that the Board had not solicited
input from the audience and asked if the Board intended to do so. Chair
Scheiderich stated that it was his intention to allow visitor comments under
Agenda Item #6 -- Non Agenda Items. He also quickly reviewed the bylaws
and indicated that they bylaws required the meeting to be open to the public
but does not stipulate that input from the audience. is required.
Ms. Manning moved that the Board receive input from visitors and Ms. Froude
seconded the motion. After a brief discussion and the consensus that each
visitor would be allowed to speak for a maximum of 5 minutes, the motion was
passed unanimously.
4. B. Variance of Hardship
Mr. Wegner informed the Board that as outlined in the IWG, they have the
power to grant variances of hardships. He then summarized a request that was
filed by Mrs. David Barnett with the Accounting Department. Mrs. Barnett
recently received a $573.30 water bill as a result of a major water break.
Although the work has been corrected (she spent over $1,000 in repairs), she
would like the Board to consider granting a variance of hardship. Staff informed
the Board that Mrs. Barnett was recently widowed and her average bill is
normally $18 for 1,000 gpd consumed which is significantly lower than the bill
Intergovernmental Water Board Meeting -- 2/22/95 Page 2
she received. Staff recommends that IWB waive the fee and consent to
payment based on Mrs. Barnett's average monthly usage. He also explained
that it is common practice for water departments to make adjustments of this
nature.
The Board asked questions regarding past practice. City staff verified that this
is not an uncommon practice. In fact, any customer can request relief due to
leaks or damaged water lines by contacting the Accounting Department. Ms.
Gruss explained it is then procedure to determine the average monthly
consumption after reviewing the same time periods in previous years. If a leak
is on the customer's side, the City routinely grants relief up to $165 (this cost
increases as rates increase) after presenting a copy of their bill and a repair
invoice. Since this request exceeds $165, it is necessary for the Board to
authorize the variance.
Ms. Manning moved to grant the variance for Mrs. Barnett and give approval.
Chair Scheiderich seconded the motion with the preface that staff would abide
by the usual policy of splitting the cost.
Discussion ensued. The main issue was whether or not it was appropriate to
stray from the City's standard policy to grant relief on an individual basis. If the
City follows established policies in this matter, Mrs. Barnett would be required
to pay $408.30. Some members of the Board were also concerned this would
set a precedence for future requests. However, staff recounted a past
experience and emphasized that requests of this nature are not numerous.
Ms. Manning stated that she wanted to leave her original motion as first
declared, understanding that if the vote failed the Board would then need to
resolve the issue in another manner. She re-stated that her motion was to
grant the variance for the entire bill minus Mrs. Barnett's portion ($18 based on
her average monthly consumption). Ms. Froude seconded the motion.
Mr. Hunt requested that Ms. Manning consider withdrawing her motion on the
premise that we should abide by the current policy. Recognizing that the policy
might not be correct, he would suggest that the Board ask staff to review the
policy and make a recommendation to change the policy to one which they can
endorse:
Mr. Wegner apprised the Board that 99% of time the existing policy is
appropriate. In fact, most of the time the $165 limit is sufficient. This
particular request is an exception and it is up to the Board to determine the
action to be taken in this matter.
Intergovernmental Water Board Meeting -- 2/22/95 Page 3
t a
10
Chair Scheiderich called for the question. The vote was as follows: 3 -- In
favor; 1 -- Opposed; and 1 -- Abstention.
5. Director's Report
• Status Report on Rules, Rates & Regulation Update -- As requested by the
IWB, staff is preparing a draft status report (after the first year of
operation) which outlines the water program for the next couple of months.
This report will be ready for your review next month.
• Interim Water Supply (T`VWD) -- TVWD has received a draft of the
intergovernmental agreement from their attorney. It is currently being
reviewed and they are recommending any necessary changes. We hope
to have a copy of this draft for the March 8, 1995 IWB meeting.
It will cost approximately $70,000 for the Baylor Street connection. Mr.
Wegner informed the Board that he will be presenting this information at
the next meeting and asking the Board to authorize the capital improvement
funds.
Mr. Wegner also indicated there is still no written documentation from Lake
Oswego to buy interim water; we are operating on a "good faith" basis.
• Long Term Water Supply (Lake Oswego & Willamette Project) -- Mayor
Nicoli and Bill Monahan have met again with Lake Oswego's mayor and
city administrator. There has reached some agreement regarding water
rights distribution and both parties are now willing to make some
commitments.
Mr. Wegner referred to a copy of a letter from Gene Seibel regarding the
TVWD's progress on the Willamette River project. He announced that
paragraph four of the letter has been changed to reflect that the land
located near the Dammasch Hospital site is no longer under consideration.
Ms. Froude noted that this parcel appears to be somewhat controversial
because it is a very important piece of land to Wilsonville. Mr. Wegner
agreed and further stipulated that it is not Wilsonville's priority to make
that land a water treatment plant facility.
• Six Month Budget Review -- Chair Scheiderich requested that Mr. Volk
focus on the significant "over" and "under" areas rather than going into
detail on each line item.
Intergovernmental Water Board Meeting -- 2/22/95 Page 4
Mr. Volk reported that some of the over expenditures were the result of an
unfamiliar budget process. In addition, Professional Services was over
budget due to the Murray Smith work; and several regulators burst causing
unexpected repairs/maintenances. Additionally, he answered Board
members'specific questions about City responsibility, recouping costs,and
appropriate line item allocation; i.e., damage to City property, fire hydrant
installations, and variance for hardship.
• CIP Extension -- Mr. Wegner apprised the Board members that there is a
letter requesting an extension to the CIP program through the end of this
fiscal year. It was believed that everything would be in place for the Water
Supply plan by now, unfortunately it's not. Therefore, a copy of this letter
needs to be given to the City Managers of the represented cities on the
Board. This item will need to be on the Council agenda for consideration.
• Application for Water Rights -- The City of Tigard has requested that
Murray Smith Associates prepare the necessary documentation and
application for water rights on the Willamette River in same location as
Tualatin Valley and Wilsonville. This is considered a long term project
(probably around the year 2000), but the documents will be prepared for
submittal to the State within the next 30 days.
• Regional Water Study -- The preliminary plan will be distributed to the 27
participating agencies in July. The agencies will have until about
November to adopt the plan. Mr. Wegner forewarned the Board that there
will most likely be a great deal of controversy surrounding who will get
what and he thinks the plan won't be what people envisioned. There is a
concern that it won't deal with specific city needs in relation to water
allocation. The project is on time based on the timeline outlined a year ago
and it is also on budget with the exception of the $50,000 over-run
approval by the participating agencies.
• Wells --The City has met with representatives from the State to determine
the feasibility of possibly using some of our additional wells. Mr. Wegner
stated use of additional wells is necessary to meet our water right
requirements and the guidelines for critical ground water.
• Three Basin Rule -- Ms. Froude asked what Mr. Wegner knew about the
three basin rule. Mr. Wegner responded that it was his understanding that
Clackamas got the concessions they wanted. Mr. Volk added that this was
based on staff's recommendation. Ms. Froude also said she understood
that there was a lessening of standards regarding pollution. Mr. Volk re-
stated that the only comment at yesterday's meeting was that it was
approved based on staff recommendation.
Intergovernmental Water Board Meeting -- 2/22/95 Page 5
6. Non-Agenda Items
Mr. Polaris took this opportunity to speak as a visitor. He began by
commenting that he was sorry to hear about George Morgan's resignation but
was happy that King City has a representative on IWB. He also encouraged the
Board to represent the public and emphasized that part of their role is to review
the departmental expense reports and, in fact, he strongly recommended the
Board scrutinize all budgets to monitor where the money is going. He
concluded by thanking the Board for passing a motion to include time for
visitors to speak at the Board meetings.
In response to Mr. Polaris stated concerns regarding budget allocations, Mr.
Hunt clarified that according to State law all water funds must be kept separate
from the City of Tigard general budget. He also told Mr. Polaris that the Water
Board will approve all water-related budget recommendations before the budget
is presented to the Budget Committee for review and approval.
Next meeting -- March 8, 1995.
Mr. Wegner suggested to the Board members that since there are two new
members on the Board they might want to discuss whether or not the current
meeting schedule is still suitable. The Board agreed that as long as scheduling
conflicts were identified before setting the next meeting date, they should be
able to accommodate any necessary changes.
7. Adjournment
The meeting adjourned at 6:39 p.m.
sb\*4285
Intergovernmental Water Board Meeting -- 2/22/95 Page 6
1777 -1
�X, 7
EXHIBIT "A"
0014
L2
Chapter 12 .10
WATER SYSTEM RULES AND
REGULATIONS
12 .10.010 Application for Service.
Ne serviee w4:13: be supplied er water furnished be any p_-1
efteept ---teen applieetien '" Y��'*ed ferffo ef the e4:by-.
Application for service may be done by applying in person at the
City of Tigard Water Department building, located at 8777 S.W.
Burnham, or by calling the Utility Department at 639-4171 or 639-
1554. Please be prepared to provide the name(s) of the person(s)
responsible for the account, billing, address, service address,
date service is to begin, home phone number, social security
number(s) , place of employment and work phone number. In
addition, for rental properties, the tenant will be asked to
' provide the owner' s name, address and phone number.
Please allow for a 24 hour advance notice if you wish to Commence
services or change your service.
12 .10.020 Use of Water.
Water will be furnished for ordinary domestic, business and
community purposes, and fire protection, only. No water will be
furnished for the direct operation of steam boilers, machinery or
golf courses, except on an interruptible basis, and the City will
assume no responsibility therein.
12 .10.030 Service Size.
A standard service connection, with 5/811 x 3/411 meter, will be
installed, generally, from the water main to the street e
property side of the sidewalk, or property line. The amount of
the meter installation charge, including System Development
Charges, shall accompany all applications. Larger meters may be
required for some services. water service and meter size shall
be determined by the City and shall be of sufficient size to meet
the requirements of the Uniform Plumbing Specialty Code and
provide a pressure range of 50 psi to 95 psi at all times,
including during peak demand. Booster pumps shall not be allowed
on meter service lines in order to meet this requirement. The
meter size shall be no smaller than the service line size. At
the discretion of the City' s engineer, upon the recommendation of
the Maintenance Services Director or authorized representative, a
smaller meter may be installed but in no event should the meter
be more than one size smaller than the service line. The size of
meter shall be determineel by the eiby manageme The City shall
prescribe the number of buildings to be served from one meter and
FerT
such determination shall be final. No custome n: ..water to any family, business, institution;.- o, p
than those occupied by that customer; provided, however, that the
City Council may permit a customer to supply others through
customer' s service connection, in which event such customer will
be charged an additional monthly minimum for each additional
customer so supplied. Such permit may be revoked and separate
service connections required at any time.
12 10 040 Separate Connection.
A separate service connection will be required for each dwelling,
apartment or motel, place of business, and institution. A1.1
outlying buildings and premises used as a part of such dwelling
place or business or institution may be served from such
connection, as well as all buildings on such premises operated
under the one management. City shall prescribe the number of
buildings to be served from one meter and such determination
shall be final. No customer shall furnish water to any family,
business, institution or premises other than those occupied by
that customer; provided, however that the City Council may permit
a customer to supply others through customers' service connection
in which event such customer will be charged an additional
monthly minimum for each additional customer supplied. Such
permit may be revoked and separate service connections required
at any time.
12 10 050 Furnishing Water.
The City shall not be obligated to furnish and install, at its
expense, system facilities for all property within the Eby Water
Service Area. The City shall, so far as reasonable and
practicable and within its financial means, however, provide
adequate source of supply, necessary primary feeder mains,
storage facilities and other improvements necessary to make water
service generally available to all areas within the E4t-y Water
Service Area. Extensions to furnish water to areas not now
served, but within the Water Service Area, by the- will be
made at the expense of those persons requesting service. Such
extensions will be made by the City or by those expressly
authorized by the City. All applications for line extensions to
provide new service are subject to review by the City Council.
Consideration will be given to the City' s ability to serve and to
eligibility for annexation to the City of the property to be
served. The City may contract with other governmental entities
for the provision of water. The terms of service will be defined
by agreement and consistent with the terms of, this Chapter.
12 10 060 Private Service Pines.
All pipes from the meter to the premises must be installed in
aeeerdanee with geed engineering prfteeieei13
erder by the eusterner. Pipes ffftst be -1&10'
5
i
previeled with a step and waste valve
1
7
anehered
conformance with
the appropriate plumbing codes of the jurisdiction issuing the
building permit. It is the responsibility of the property owner
to fix and maintain the private service line from the meter to
the house.
12 .10 .070 Credit for Water Leaks.
When water l e It eesettra-en the--ee9 t eme r' s-side--e f the -wa be-r
meter reaulbing
appiy ter a eredi+ be their water bill equal to lig the east of
the-leek
(abeve the -, bill) , e-a .--O f `` 5 G-.
T
euseemers must apply fer credit in writing, to the malty,--and
The City's policy concerning credits for water- leaks is that if
the leak is on the customer's side of the meter, the City will
split the cost of the water consumed as a result of the leak, up
to a maximum of $165.00. A request for a credit to your account
as a result of a water leak must be submitted to the Utility
Department in writing. Please include any receipts documenting
the fact that the leak has been repaired in a timely manner.
The City is responsible for any leaks up to the point that the
customer's water line connects to the City's. The point after
which the customer connects with the City is considered the
customer's responsibility.
12 ._10 . 080 Jurisdiction.
All service connections, meters, mains and parts of the system
through which water is served, except the des private service
lines beyond the meter, are the property of the el-ty governing
body of the water service area, and under its exclusive control .
No person other than the—Pdb4:-ie--Werjes B4:ree`== City of Tigard
employees or authorized persons shall install any service, make
any extension, turn the water on or off, operate valves, operate
fire hydrants,or otherwise tamper or interfere with the water or
the system.
12 . 10.090 Waste of Water. _
Water will not be furnished to premises where it is allowed to
run er to waste, te prevent fre -'.,.gf
whether through defective plumbing, or
poor water management. All plumbing should be ef high and-
`r>d 2y
€tet— e4:a9s, and x-n eerr€oxmiaxee installdd a ii ` e at
under the appropriate plumbing codes of the- jurisdL
the building permit,ate. Where pressures may ec ft
80 psi, on 5/8" x 3/4" and 1" meters, a pre ure regulator m&y
will be installed at the meter by the City to control varying
pressures. (On meters 1-1/2" and larger, customer is responsible
for installing a pressure regulator. ) The City will not be
responsible for damage from varying pressures. The Pub}re Werks
Bireeter City of Tigard or authorized persons may inspect pipes
and plumbing at proper times.
12 10 100 Physical Connections with other Water Supplies or
Systems.
Neither cross connections nor physical connections of any kind
shall be made to any other water supply, whether private or
public, without the written consent and approval of the City
Council, and the written approval of the Oregon Seate Board
'_
Health Division. (Included in this category are all pipe lines,
appurtenances and facilities of the Q4,t- Water Service Area
system and all pipes, appurtenances, pumps, tanks, storage
reservoirs, facilities, equipment, appliances, etc. , of other
systems whether located within or on public or private property,
or the premises of a water customer. )
The City' s pttb+i:e W5ries Maintenance Services Director or other
authorized representative shall have the right, at all reasonable
times, to enter upon private property to inspect the premises of
customers for physical connections with other water supplies.
However, before entering upon private property, the
Maintenance Services Director or other authorized representative
shall obtain the consent of an occupant or a warrant of the
municipal court authorizing entry for the purpose of inspection.
Any such connection shall be removed by the customer w _ `"'�
immediately upon receiving written nebiee notification
be r
by the City. If not removed or corrected
wrby3-i. -�11— -_ -.--fiedd, the City mfty shall remove or
discontinue any connection which it may have for servicing the
property.
No search warrant shall be issued until an affidavit has
been filed with the municipal court, showing probable cause for
the inspection, by stating the purpose and extent of the proposed
inspection, citing this Chapter as the basis for the inspection,
whether it is an inspection instituted by complaint, or other
specific or general information concerning physical connections
with water supply systems violations.
No person shall interfere with or attempt to prevent the Publie
weries Maintenance Services Director or other authorized
representative from entering upon private premises and inspecting
the property when an emergency exists or the Pawl' e Werles
Maintenance Services Director or authorized representative
exhibits a warrant authorizing entry.
12 .10 .110 Cross Connection Control Progratr. Iw
eeftneet-i-e
tested f0:411ews:
;• eafter ftsballed is hereby deel'azE�a"y and sh -7l be
1
- r--- e- eentrel er-e1Affh!ftftt:4:en--ef ares--eenneetieirB shft14:
be 4:n aeeerdanee with the regulabiaes ef- E)Laegen State ilea
B-iVIS4:eft. The—ped-i ei es, preeedures, and eriberia ter
elet5ermining apprepr4:abe levels of prebe-ebien shall be in
ehapber 333 61. 998) .
-- (e)--it sh.a,ll-1 a the the E3+-t=y be prebeet the
eress-eeneeebiees.wftb�- —-ee-be any prenti es shall be
reqd!�redl be be installed shall be a mde! appreved -by the
whieh water is supplied. Water se-A..
Purpose:
To protect the public potable water supply from the
possibility of contamination or pollution from potential and/or
actual cross connections; promote the elimination or control of
existing cross connections, actual or potential; implement a
schedule for water use surveys, inspections, ; and assure that all
backflow device assemblies are properly maintained and tested
annually.
Rights to Water Service:
Pater service hereafter will not be permitted until the said
property has been inspected by the City for possible cross
connections. Only after the property has been inspected and
found free of cross connection, or the appropriate backflow
device(s) have been installed, tested, and inspected will water
service be granted. Installation, testing, repairing,
maintaining, relocating/moving of backfl 'w:.: device '" assemb]:3g
shall be at the expense of the property own _,;,. '''
Rights of Access:
The City Maintenance Services Director, or authorized
representative, shall have the right of access, to all
properties, at reasonable hours of the day to determine whether
cross connections or other hazards exist. Failure to allow
access will result in water service termination. Cross
connection(s) that are found shall be immediately corrected.
Failure to correct the said cross connection(s) by the physical
disconnection of the hazard or the installation, testing,
maintenance, and repair of the existing backflow device assembly
will result in water service termination.
Elimination or Control of Cross Connections:
Except where this ordinance provides more stringent
requirements, the control or elimination of cross connections
shall be in accordance with the rules and regulations of the
Oregon Administrative Rules, Chapter 333, Public Water Systems.
The policies, procedures, and criteria for determining
appropriate levels of protection shall be in accordance with
Accepted Procedure and Practice in Cross-Connection Control
Manual, American Water Works Association, Pacific Northwest
Section, current edition.
Following are the areas that are more stringent than the
Oregon Administrative Rules:
1) Non-residential use: All service connections, other
than residential service, shall have a minimum of a
double check valve assembly installed directly behind
the water meter.
2) Irrigation Systems: Irrigation systems shall be
protected with a minimum of a double check valve
assembly. Irrigation systems that utilize a chemical
injection system shall be protected with a reduced
pressure principle device assembly.
Lawn irrigation systems installed prior to the
effective date of this ordinance that have atmospheric
vacuum breakers, pressure vacuum breakers, or double
check valve assemblies will be allowed to remain in
service provided:
The backflow device assembly(s) were approved at
the time of installation.
They are installed according to installation
standards.
Are properly maintained.
Commensurate with the degree of hazard.
Tested at least annually.
Perform satisfactorily.
Devices that are moved or require more than minimum
maintenance shall be replaced with anapproved.-backf 1,ow
device assembly.
3) Auxiliary Water Supply: Auxiliary water supply's that
are on or available to a premise, or Tax Lot, shall be
protected with an approved air-gap or reduced pressure
principle device assembly, no exceptions. Auxiliary
water supply are those that are not under the direct
responsibility of the City. Examples: Private wells,
springs, rivers, used or recycled water including "gray
water", industrial fluids, etc.
4) Chemical Additives in Fire Suppression Systems: Fire
suppression systems that include chemical additives,
anti-freeze or foamite shall have an approved reduced
pressure principle device assembly installed.
5) Elevated Piping and Booster Pumps: When the customers
piping is elevated greater than 28 feet above the
location of the water meter, a minimum of a double
check valve assembly shall be installed. Customers
that choose to increase their individual water pressure
via booster pumps shall install an approved double
check valve assembly.
6) Backflow Device Assembly Location: Backflow device
assembly(s) , that are required, will be located at or
near the property line. The maximum installation
height allowed for all backflow device assemblies is
five (5) feet above the surrounding finished ground.
7) Mobile Apparatus: An approved air-gap or reduced
pressure prinaple device assembly must be used when
filling a mobile apparatus. Any backflow device
assembly which is required to be installed shall be
tested and inspected before its use in the Tigard Water
Service Area. Inspections shall be arranged with the
City Water Quality Technician.
8) Firelines: Only backflow devive assemblies that are
approved by the Oregon Health Division will be approved
by the City. Water servicing firelines will not be
charged until the installation of the backflow device
assembly has been inspected, tested and approved for
service. All firelines installed prior to this date
will be retrofitted with an approved backflow device
assembly by July 1996. Installation(s) not completed
by this date will result in termination of service to
the fireline.
Water Use Surveys (Inspections) :
To determine the status of all service connections, a water
use survey shall be completed. Water use surveys will be driven
by the severity of the hazards (industrial, commercial, etc.) -
ompleted at 'Ab '*.,i;4e
of
water use surveys will also be c
remodeling, tenant improvements, etc.
Backflow Device Assembly Testing Program:
All backflow device assemblies that are installed to protect
the potable water supply shall be tested by a Oregon certified,
city registered, backf low device assembly tester. Tester's are
considered registered when a Tester Information form, supplied by
the City, has been completed, returned and received by the City.
Backflow device assemblies will be tested at the time of
installation, when the backflow device assembly is moved or
relocated, af ter repairs and, at a minimum, on an annual basis.
Failure to have the backflow device assembly tested within 30
days after the anniversary date of installation, could result in
water service termination. In the event that the backflow device
assembly fails the annual test and repairs are necessary, with-in
10 days of the noted failure, repairs must be made and completed,
followed by a new test. All test results shall be forwarded to
the City within 10 days af ter the completion of the test or
repair has been made.
12 . 10 .120 Pavmenb Beiinwdeney Past Due Accounts-.
A!! bills are due en the 12th day ef the ealender ffienth freg:-18wiftlff
biIjing. q3he emetme elue must be paid te etn a"therized agent
the elty. binpaid bills delinquent after the 12th ef the
ne bIll is net paid, er a -z-dle is
-Aelabed, -the water w+34 be shut eff fted serviee diseeftneet
_d +
tineil pdymnb i= ft n ft13:3:, etnd- eemplianee with all rul-eff
4:9 nta:de*
Prier - W ef serviree, neelee sh&34 be - given fte
previded by 9RS -95:.255 (3) , i:!F applieetbler
Customers are responsiblt for paying their utility bills on time.
Unpaid amounts 30 days past the Due Date are subject to
discontinuance of service and a $20.00 reconnection fee during
the hours of 8:00 a.m. - 5:00 p.m. Monday thru Friday and. $30.00
after hours and on weekends. Both the past due utility bill and
the appropriate reconnection fee must be paid before water
service is restored.
Meters are read once every eight weeks. Customers have 18 days
f rom the date the utility bill is mailed to the due date. A
reminder notice that your account is past due will be sent out 16
days af ter the due date if payment is not received by the due
date. Notices for discontinuance of service will be hand
delivered to the residence 48 hours prior to shut-off.
12.10.125 Returned Checks.
A $1-5.00 service charge will be added to your account for any
checks returned from the bank for insufficient funds. The
payment applied to your account will be reversed upon
notification of insufficient funds from the bank. The canceled
check and a copy of your account detail will be mailed to you
along with a letter explaining the return of the check ,from the
bank, reversal of the payment on your accouat..:ande
service charge.
12.10.130 Water Rates.
The Intergovernmental Water Hoard shall determine A all rates,
fees and charges shek3:3: be see by reseltielen ef and recommend
approval to the City Council.
12 .10.140 Discontinuance of .Service.
Requests for P discontinuance of service for 30 days or more will
may be made , in person,
sent by mail or telephoned in provided all b4:449 are paid your
account is current.
12 10 150 Interrupted Service - Changes in Pressure.
The water may be shut off at any time for repairs or other
necessary work with or without notice. Conditions may cause a
variation of the pressure. The City will not be responsible for
any damage caused by interruption of service or varying pressure.
When service is interrupted, hot water faucets should be kept
closed to prevent backflow of hot water or steam into the service
line.
12 10 150 Service Connection Maintenance.
The City will maintain all standard service connections in good
repair without expense to the customers. Each customer is
required to use reasonable care and diligence to protect the
water meter and meter box from loss or damage by freezing, hot
water, traffic hazards, and other causes, in default of which,
such customer shall pay to the City the full amount of the
resulting damage.
12 10.170 Main Extensions.
Develonment Fees
(a) Designed and Installed by the City.
All extensions of mains and laterals of the El+-y Water
Service Area, and installed by the City, shall be paid for
by the applicant, at cost plus 10% for overhead and
supervision, and 8%- for engineering. The estimated cost
thereof, together with such 18k, shall be deposited with the
City when application for such main extensions is made.
(b) Designed by Others, Installed by the City.
a :.
Y
when design or supervision of installation.:,ofy..- mprvts
is performed by licensed engineers, subject to approval by
the City, and installed by the City, a fee shall be paid of
10%- for administration, inspections, water loss, sampling,
etc. , and 2%- for engineering review. The estimated cost
thereof, together with such 12W, shall be deposited with the
City when application for such main extensions is made.
(c) Designed and Installed by Others.
When design or supervision of .installation of improvements
is performed by licensed engineers, and installation is
.performed and paid for by others, subject to approval by the
City, a fee of 12%- of construction costs shall be imposed
for development charges.
Water Main -Extensions
Size of such extensions, type of pipe, location, gate
valves, fixtures, fire hydrants and other fittings shall be
under City specifications and subject to City approval, and
such mains shall be letid installed from the end of the
existing main, through new developments and to the far end
of the property to be served, to allow a logical. extension
of the Water Service Area distribution grid and to allow
future development of adjacent undeveloped or underdeveloped
properties. No lines or laterals shall be laid until the
estimated cost and/or development charges thereof, as
hereinabove set forth, shall have been deposited with the
City. All such extensions of mains and laterals, and
installation of fire hydrants shall be the sole property of
the E47ty governing body of the service area, without right
of immediate refund on the part of the person or persons
paying for such extension or on the part of any person or
persons whomsoever. No extension of a water main will be
permitted, accepted or served by the City unless such line
be at least a 6-inch diameter pipe, except that 4-inch
diameter pipe may be permitted on runs less than 300 feet,
when there will not be more than eight (8) 3/4-inch
services, where no fire hydrants are required, and when
there is no possibility of future extensions. Sherb
All water system installations shall be designed to provide
a pressure range of 50 psi to 95 psi at all times, including
during peak demand.
When a person is required to pay the cost of extending a
water main adjacent to property other than that person' s own
so that water service for domestic use is provided for such
other property without further extension of the water main,
the City shall require the owner of the other property,
•. La �.:. ` ..Y I 1,.]lei]
prior to providing water service to than prgL ', � Y
.-
to the person required to pay the cost
water main, a pro rate portion of the�.:c�:f° se
The right to require such refund shall not continue for more
than 10 years after the date of installation of the
extension of the water main. The amount to be refunded
shall be determined by the City and such determination shall
be final .
Each construction contractor shall be approved by the City' s
Public—^ries Maintenance Services Director, or designee,
prior to installing pipe lines, pumps, etc. Those
installations made by private contractors will be thoroughly
inspected and approved by the City to ensure compliance with
plans and specifications. Back-filling of trenches prior to
City approval is unauthorized.
If water main extension is necessary to serve an existing
single family dwelling and the main size required by the
City is larger than a 6"--inch main, then that single family
dwelling will pay the cost of a 6-inch water main
installation, including development charges, across the
front of their property, plus the cost of the meter
including all System Development Charges.
The developer or owner requesting the construction project
shall be liable for any added cost due to design
difficulties. Applicant (s) will agree to be bound by and
comply with the City' s main extension policy and rules and
regulations and any subsequent revisions or amendments to
same which may be made from time to time.
12.10 .180 Limitation on the Use of Water.
Limitation on the use of water as to hours, purpose, or manner
may be prescribed from time to time by resolution of the City
Council.
12 10 190 Temporary or Transient Service.
Temporary_ or transient service for construction work will be
rendered after the inspection of the service property for
possible cross connection hazards, and upon deposit in advance of
connection charge, cost of removal, and one month' s estimated
water bill, and. A payment on the first of each month of all
accrued charges will be billed.
refund
will:
L ..7 f__.. ..4 n n_e_.n_b i a. L 1 L the
�GiJ✓iG J.J� �+a e
No temporary service shall be installed for any
residence or building where permanent service connection may
later be installed.
.-»It AIX'
12 10 200 Construction Water.
Rates, fees and charges for water used via a permanent meter
installation for construction purposes shall be set by resolution
of the City Council. The charges shall be billed at completion
of construction, but shall not exceed a period of 6 months,
unless authorized by the City.
12 10 210 Meter Out-of-Order - Test.
If a meter shall fail to measure accurately, the bill shall be
the average for the same periods in prior years. Tests will be
made periodically without charge to the customer. A customer may
demand a test upon payment of a $25.00 charge for such test.
The rates, fees and charges for this test shall be set by
resolution of the City Council. If the meter reads 5t or more
over, such charges shall be reimbursed to the customer.
12 .10.220 Fire Hydrants.
Fire hydrants will be installed by the Epp City Water Division
upon receipt of payment in advance of the estimated cost of. the
hydrant, fittings, and installation, plus 10t for overhead.
12 10 230 1Fire Hydrant - Temporary Use.
Any person who desires to use a fire hydrant for. temporary
water supply must obtain permission of the City Water Division-
The ehar-ge f-er temporary use shall be set:
The user will be
charged $25.00 for hook-up service, the effective retail water
rate based on the amount of water used, plus $25.00/month for
each month of continued use. by reseletian ef the eity eeunei -
ettsteftker User is responsible for providing freeze protection,
repair and/or replacement of damaged meter, and the backflow
prevention device assembly .
12 10 240 Illegal Use of Fire Hydrant or Meter.
The penalty for connection to a fire hydrant or meter without
proper authority is a $+99 $250 fine.
12 10 250 Amendments - Seeeial Rules eentraebs Water
System Rules and Regulations.
er g emake arry speeial rule, rae—er--e
Ql i
water 9 c—r-- I be sueh pewer Any amendments or changes
to these Rules and Regulations shall be approved by the
f '}
FK
Intergovernmental Water Board and recommended4, P r
adoption to the City Council.
12 .10 .260 Grievenees Resolving Disputes.
Piny gr4:evftnee Disputes as to service shall be made
to the ubl e--wor1reg Maintenance Services Director, vAae shall
. Disputes as to billing shall be
made to the Finance Director. Afty All attempts shall be made to
resolve these disputes. Unresolved. ts as te service
and/or eemplain billing disputes shall be reperbed and will be
considered by the Intergovernmental Water Board at the Board' s
next regularly scheduled meeting.
The Ptiblie Weries ;ireeber er an aetherized representative are net
�e
12 ..10 .2-80 Power to Grant Variances.
(a) Except when prohibited by subsection b of this section, upon
application, the Intergovernmental Water Board may grant
variances from the water system rules and regulations
enacted by the City of Tigard when it finds that: a) strict
application of the rules and regulations create undue
economic hardship for the applicant with no significant
benefit to the water system; b) the variance requested has
no material adverse effect upon the water system and it is
consistent with established policies of the Tigard City
Council.
(b) The Intergovernmental Water Board may not grant variances
relating to annexation of property, fire protection
requirements, cross-connection requirements, fees, rates and
charges.
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' `''.�• .is � *'';` �• 'ti
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12 10 260 ,.__ __ Resolvin Disputes `" _ '�
Any grievanee Disputes as to service �' �'"'"L' ' 11 de
the - ' arks Maintenance Services Director,
who shall attempt-
to r___, _ _ the preb ef _. Disputes as to billing shall be made to
the Finance Director. Any All attempts shall be made to resolve
these disputes. Unresolved �s as ter service and/or
eemplai billing disputes shall be reported and w+11 be
considered by the Intergovernmental Water Board at the Board' s next
regularly scheduled meeting.
rules,The publie works Di' reeter and Authorized
Reip-re sent at ives .
The Publie We-rks D+reebar or an autheriz_ed representative are net
authev4:zed to make any change-s in these rates,
or
12 . 10 .280 Power to Grant Variances .
(a) Except when prohibited by subsection b of this section, upon
request , the Intergovernmental Water Board may
grant variances from the Water System Rules and Regulations
enacted by the City of Tigard when it finds that : a) strict
application of the rules and regulations create undue economic
hardship for the applicant with no significant benefit to the
water system; b) the variance requested has no material
adverse effect upon the water system and it is consistent with
established policies of the Tigard City Council .
(b) The Intergovernmental Water Board may not grant variances
relating to annexation of property, fire protection
requirements, cross-connection requirements, fees, rates and
charges .
DRAFT
Request for Proposal
for
Water Rate Study
March 15, 1995
TABLE OF CONTENTS
SECTION PAGE
TitlePage.....................................................................................................:.................1
Tableof Contents...........................................................................................................2
Requestfor Proposals.....................................................................................................3
PART1 Scope of Work.......................................................................................6
Introduction............................................................................................6
Description of Services to be Provided..:...............................................6
Presentation of Recommendation........................................................10
PART 2 Available Reports, Studies and Information........................................1 I
PART 3 Proposal Instructions............................................................................12
PART4 Contract for Personal Services.............................................................14
For more information or for clarification of any part of this RFP, the point of contact is Ed Wegner,City of
Tigard Maintenance Services Director,13125 SW Hall Blvd.,Tigard,OR 97223,Telephone(503)6394171 or
Fax(503)684-8840.
WATER RATE STUDY
REQUEST FOR PROPOSALS
The City of Tigard is soliciting proposals from consultants to prepare a report on water revenue
requirements,cost of service, rates and fees.
The City of Tigard will receive proposals for the services of an engineering and/or financial firm
with demonstrated competence and qualifications in accomplishing rate, financial, and economic
studies of water utilities. The scope of work is attached. The objective of the contractual
agreement is to provide the City with recommended monthly water user charges, an update of our
current system development charges, and connection charges to assure the continued viability of
the enterprise fund and fairness to the City's customers for service charges and compliance with
ORS 223.297 through 223.314.
The analysis shall include a review of historical and projected revenues and revenue
requirements, cost of service allocations, and adjustments to existing rate schedules and system
development charges for a five year period(fiscal years 1996-2000).
The services shall also include the presentation of findings and recommendations before public
hearings, the City of Tigard City Council, the Intergovernmental Water Board, Tigard Water
District Board, City of King City City Council and City of Durham City Council to explain the
methodologies used in developing the proposed rates and the allocation of costs to customer
classes.
The goal is to achieve an equitable recovery of capital costs from new connections to the existing
water system; improved cost allocations for customer classes to enable greater rate equity among
users; and revised rate and fee schedules as warranted that will generate sufficient revenues to
cover systems costs including payment of any bonded indebtedness. The study shall include all
areas currently served by the City of Tigard. The study shall determine appropriate rates, fees
and charges for these areas.
Proposals are to be no more than fifteen(15) pages in length, excluding resumes and statement of
qualifications. Proposals must contain a complete work program for the management consultant
and a schedule identifying key dates and a completion date for all the water system
improvements, as per the work described in the attached "Scope of Work", and a clearly
identified price quotation for services with hourly rates and a total not to exceed amount.
Proposals must include:
1) The name and address of the firm's local office and/or home office.
3
2) The names and titles, including resumes of engineers, economists, accountants,
financial analysts, and other personnel who will have major involvement
performing the work.
3) A list and description of similar projects in which the personnel listed in(2) above
have been involved within the last five years. Include for each project: the client,
project name, and the responsible person in charge for the client.
4) Proposals shall include a detailed breakdown of the number of positions,
equipment and travel hours as well as supplies and subcontracting costs the firm
will incur completing each component of the work. Position-hour breakdown
shall be according to job classification and duty, including managerial, technical,
and clerical functions. Typical components are considered to at least include:
research of City records; meetings with staff; accumulation of financial statements
and operating statistics; in-house analysis; software programming; report writing;
typing subcontracting; graphics; printing; etc.
5) An estimate of the hours and costs associated with each component specified in
(4) above, and the total cost to complete the work, listing separately the amount
for the rate study and the amount for the SDC and connection charges study.
6) A time frame to complete the work. It is expected that work will be completed by
June 30, 1995.
7) Proposals must specify a detailed outline of the information which the Consultant
will require from City Staff,and when information is needed.
8) Optional: Additional information which may be beneficial or of assistance or
interest in reviewing the proposal.
Ten (10) copies of the proposal, including the total estimated cost with breakdown of component
costs, each signed by an official of the proposing firm, must be submitted by March 31, 1995 to
the City of Tigard Purchasing Department, City of Tigard , 13125 SW Hall Blvd., Tigard,
Oregon 97223. Each proposal must be submitted in a sealed envelope and designated as
Proposal: WATER RATE STUDY. The name and address of the Proposer must appear on the
outside of the envelope. FAX(facsimile)proposals are unacceptable.
Once proposals are received selected firms will be contacted and a time will be set on April ?,
1995, for a 45-minute oral presentation and interview before the selection committee. The
project manager MUST be a major part of this oral presentaion.
4
Consultant selection for this management project will be based on the following criteria. The list
isnot in priority order:
a. Understanding of the objectives of the project and City's requirements.
b. The methodology to be used to accomplish the work and its thoroughness.
C. Proposed management of the project.
d. Qualifications of the firm, the proposed project staff, and the proposed project staffs
relevant project experience.
e. Overall quality of the proposal.
f. Cost-to be listed separately -Water Rate Study
- SDC Update
-Water Rate Study and SDC Update
- Software Package
g. Ability to meet scheduled report date.
It is the City's intent to make initial selection from the submitted proposals. The most qualified
consultants may be requested to provide additional information and interviews. Proposals will
remain confidential until the selection is referred to the Council.. Interviews will not request or
allow comparisons with other proposals for this work.
All questions concerning the proposal or scope of work should be directed to Ed Wegner,
Maintenance Services Director,at(503)639-4171. For a copy of the scope of work and submittal
requirements, please contact Terry Tourney, Purchasing Specialist, 13125 SW Hall Blvd.,
Tigard, OR 97223, (503)6394171. Ten(10) copies of the proposals must be submitted to Terry
Tourney, Purchasing Specialist,at the above address no later than 4 p.m. on March 31, 1995.
Publish Daily Journal of Commerce-
Tigard Times-
5
PART 1
SCOPE OF WORK
For professional engineering and/or financial analysis to prepare a report on water revenue
requirements, costs of service, rates, fees and charges for City of Tigard for fiscal years 1994-
1999.
Introduction
The City of Tigard desires to engage a consultant to perform a comprehensive cost of service
study on which to base water charges,hereinafter referred to as the water rate study.
The purpose of the water rate study is to review information and analyze data necessary to
determine the water revenue requirements for the next five years (fiscal years 1996-2000);
analyze the water consumption characteristics by customer classes and prepare cost allocations
for customer classes to enable rate equity among users and an equitable recovery of capital costs
for new connections that are made to the existing water system; and develop rate and fee
schedules that will generate sufficient revenues to cover system costs, including payment of any
bonded indebtedness.
The study area shall include the entire area served by the City of Tigard.
Description of Services to be Provided for in the Water Rate Study
The Consultant shall provide the City with a study to update user rates and fees for water service
including analysis and review of historical and projected revenues and revenue requirements,
allocation of costs among user classes, and adjustments to existing schedules for rates and fees as,.
warranted.
A. Revenue and Revenue Requirements. The study shall develop for the water utility an
updated estimate of the future revenue and revenue requirements for the five year study
period. The study shall project optional adjustments in future revenue levels required to
meet projected water utility expenditures. The revenue and revenue requirements study
should build upon historical data of water consumption and revenue records and should
include the following elements:
1) A review of existing studies regarding service area growth, water supply and
demand, and their applicability for water revenue projections. A projection of
estimated future water sales volumes and revenues under current rate levels which
may be expected for the five year study period based on past records of number
and type of-customers served, historical water use by customer classification, and
revenues received under existing rates. All locally available studies of service of
growth and water use should be considered in making projections. Effects of
6
climatic, business, and other conditions should be recognized to ascertain the
degree to which water sales and revenues have been abnormally high or low, so
that projections may reflect expected future conditions including contingencies.
A master plan of proposed water system capital improvements, prepared by staff,
will be furnished. The master plan identifies the majority of needed upgrades and
extension within the existing boundaries.
In addition to funding for the water system capital improvement program,this rate
study should consider funding for an annual program of replacement due to line
deterioration or failure of all capital improvements maintained by the
Commission.
2) A review and projection of revenue from interest earned on investment of funds
held for future use, and on a cost recovery basis from other sources such as
service installation fees, fire hydrant charges, service charges, and other sources.
3) An analysis of water services billed for a recent 12 month period by customer
classification to show trends in consumption and makeup of revenue stream.
4) A review of water system operation and maintenance expenses incurred during
fiscal year 93/94, and a projection of future expenses, recognizing expected
increases in the number of customers served and water use requirements. In
addition, a recognition of the effects of inflation in cost levels, the potential
addition of new system facilities and any other factors which may influence future
expense levels should be considered.
5) Identification of proposed major capital improvements and requirements for
normal annual replacements, improvements and extensions to the system. The
City will provide available water master plan information. An examination of
potential financing methods to meet projected capital improvement, program
expenses during the five year study period should be provided including
consideration of long term debt, direct contributions, development fees and others
as appropriate. A financing plan shall be developed to meet projected capital
improvements expenditures throughout the five year period. Schedules for any
proposed future debt financing should be developed as required.
6) Projections of debt service requirements shall be made for principal and interest
payments, coverage requirements on existing debt, and reserves, on all existing
and any proposed bonded debt to meet capital improvement requirements of the
City.
7
7) Projections shall be provided of any other obligations of the City, such as costs for
administrative, legal and other costs for services provided by other city-
departments which are'to be met from revenue of the City. Impacts of other
contiguous water districts and obligations of existing contracts and
intergovernmental agreements including the Intergovernmental Water Board
should also be taken into account.
8) Future cash flow statements shall be developed for the five year study period
showing the estimated application of water service revenue under existing rates,
miscellaneous revenue, bond issue proceeds, receipts from development fees,
other available funds for capital financing and revenue requirements of the
system. The annual revenue requirements should include operation and
maintenance expense,depreciation of capital improvements, normal annual capital
additions and replacements,debt service,annual coverage, reserve funds and other
costs associated with the operation of the City's facilities for the study period.
9) Estimated statements of cash flow under existing rates and fees shall be presented
and in consultation with the Intergovernmental Water Board, an adjustment or
schedule of adjustments in revenue levels required to meet the projected revenue
requirements shall be developed.
B. Cost of Service Analysis and Rate Schedule Adjustments For a representative test year or
years within the study period fiscal year 1996-2000, the analysis shall include the
allocation of revenue requirements or total costs of service to be met from water fees and
rates, to the customer classes, and any required adjustments to the consumption based
pricing structure, water rates and fee schedules to equitably recover revenues required.
The analysis shall:
1) Allocate the revenue requirements or total cost of service to the various cost or
service components. The cost of service components should include costs which
vary directly with the total quantity of water used, costs associated with meeting
peak demands in excess of the average rate of usage, and costs which vary in
proportion to the number of customers connected to the system. Any special costs
associated with providing service to a particular customer class should be
recognized.
2) Estimate the relative responsibility of each customer class for system capacity
volume of usage, administrative costs based upon the respective customer class
characteristics for water use as developed from analysis of recent billing
experience, consideration of historical consumption patterns, and projected future
conditions. Consideration should be given to the need to establish additional
classifications as may be warranted for suitable and equitable rate design,
however, simplicity is favored to facilitate administration and public acceptance.
8
3) Distribute the costs by functional components to the various customer
classifications on the basis of the relative responsibility of each classification for
service provided, as determined from the customer classification characteristics.
Allocate system cost for fire lines.
4) Estimate the revenue under the existing schedule of water rates anticipated from
each customer classification, compare such revenues with the distributed costs of
service, and determine the adjustment in revenues for each classification required
to equitably distribute total costs of service to the respective classifications.
5) Develop adjustments to the existing water service rates which will reasonably
recover revenue from the various classes of customers in proportion to total cost
of providing service to each class. Design of rates and fees for customers should
recognize the desire to achieve an equitable recovery of operating and capital cost
from existing customers and new connections.
C. Preparation of Software Package. To assist staff in determining the impact of potential
changes in the level of expense and general revenues upon the level of water revenues,
the consultant shall develop computer software which models water revenues and revenue
requirement cash flow.
1) Compiling Original Data. The preparation of a software package shall utilize data
made available for the rate studies described above, and other data deemed
necessary by the Consultant. The data compiled shall pertain to revenues and
expenditures typically incurred by the City, and shall be used in developing a
model capable of analyzing revenue and revenue requirement scenarios.
2) Design and Program Software. The design and programming associated with a
software package shall involve development of a computerized system for use in
modeling revenue and expenditure scenarios and determining impacts of
alternative capital improvement program schedules on the revenue from user
charges and fees under specific conditions. The system shall be capable of
recognizing changes in customer growth and water consumption, and the impacts
of application of different cost escalation rates in determining the projected level
of utility expense. The software package will be developed for use on a personal
computer.
3) Computer Program Loading. The consultant shall load the computer program for
revenue analyses of the water utility on the City's computer system and make
whatever modifications are necessary for the program to operate successfully. A
user's manual shall be provided for the City's staff to use with this program. In
addition, the consultant shall provide on-site training sessions to familiarize City
staff in the operation of the software package. Schematics of the system models
plus hard copy printouts of the analysis made for the water rate study shall be
9
provided for staff use.
D. Update of System Development Charges. Determine system development charges
(SDC's) are in accordance with provisions of ORS 223.297 through 223.314 and which
shall include the following elements:
1) Update the SDC based on an update of new capacity requirements and cost of.
unused capacity. The SDC update should build upon the prior SDC study.
Presentation of Recommendation.
The Consultant's services shall include the presentation of recommendations before a public
hearing, the City Council, Iintergovernmental Water Board, Tigard District Board, City of King
City City Council and City of Durham City Council to explain the methodologies used in
developing the proposed rates, the allocation of costs to customer classes, and continued self-
sustaining operation of the water utility, if staff deems that such presentations are necessary and
appropriate.
10
PART 2
AVAILABLE REPORTS,STUDIES AND INFORMATION
1. Water Supply Plan Update, Murray, Smith&Associates,Inc.
2. System Development Charges for the Water System,
4. Capital Improvement Master plan,City of Tigard Staff
5. Monthly Revenue&Expenditure Reports,City of Tigard
6. Audit Reports, City of Tigard
7. Budget Documents, City of Tigard
8. Annual Reports, City of Tigard
9 Current Rate Structure, City of Tigard
11
PART 3
PROPOSAL INSTRUCTIONS
General Inquiries
All questions concerning the proposals or scope of work should be directed to Ed Wegner,
Maintenance Services Director, at(503)639-4171. For a copy of the scope of work and submittal
requirements, please contact Terry Tourney, Purchasing Specialist, 13125 SW Hall Blvd.,
Tigard,OR 97223, (503)639-4171.
Submittal, Place and Time
Ten (10) copies of the proposals must be submitted to the address below no later than 4 p.m.
March 30, 1.995.
Terry Tourney
Purchasing Specialist City of Tigard
13125 SW Hall Blvd.,
Tigard, OR 97223
Tentative Schedule for Consultant Selection
Advertise for proposals
Submit written proposals to the City of Tigard no later than
Notify selected firms for interviews
Interview selected firms
Notify selected firm
Recommend contract for engineering management services to
Proposal Submittal Requirements
Firm Description. Provide a brief narrative describing the firm. Items addressed should include
the firm's organizational structure, history, size location, and other pertinent background
information that may be useful to the City in evaluating the firm.
12
Firm and Key People Qualifications Provide information about the staff proposed to conduct the
work, including names, relevant experience, office location, and specific qualifications of each
individual relative to the role they are to fulfill in this project. Discuss the extent to which this
project team has worked together on past projects.
The City reserves the right to terminate the Consultant's contract in the event the firm loses key
personnel, or if the firm fails to utilize key personnel as identified in the proposal.
Past Experience with Agencies. Identify past applicable experience of the firm and key people
with management. projects for public agencies. List at least three reference names, agencies, and
telephone numbers.
Prgject Approach.* Explain the firm's approach to this specific project. Identify any exceptions
and/or additions to the Scope of Work and responsibilities as presented in this Request for
Proposals.
Level of Effort, Fee Sturcture and Schedule.* Provide an allocation of man-hours by specific
project team member for each task and the not-to-exceed fee per task.
Provide a fee schedule for all project team members specifically, as well as the firm's general rate
schedule for all other labor classifications that are intended to be used in completing the scope.
Specific rates must be clearly identified. Non-labor charges should be presented in the rate
schedule, including but not limited to, subcontractor, expenses, and equipment costs. Provide a
schedule for accomplishing the work, including completion dates of the design and construction
efforts.
Contract. A professional services agreement for the City of Tigard is attached. The form,
conditions, and requirements of the agreement are non-negotiable excepting extraordinary
circumstances. Any extraordinary circumstances will be clearly identified and discussed in the
proposal. It is the City's intent that, prior to final consultant selection and contract award, a clear
and specific agreement which totally satisfies the City's needs and concerns will be established.
Execution of this agreement is a condition of consultant selection. Any consultant unable or
unwilling to sign the agreement will not be selected.
Additional Informaiton.* Indicate the location of the office where the work will be performed.
Add any other relevant information that will make the proposal complete.
*All submitted proposal information for these three (3) sections shall not exceed a combined length of fifteen (15)
pages.
13
PART 4
CONTRACT FOR PERSONAL SERVICES
A CONTRACT entered.into between the City of Tigard, 13125 SW Hall Blvd., Tigard, Oregon
97223 (herein as "the City") and of (Herein as
"Consultant").
WHEREAS it is in the best interests of the City to retain the services of a consultant to:
WHEREAS, Consultant has been found to be qualified to perform said services, and a
description of Consultant's qualifications are on file with the City and available for public
inspection;
NOW THEREFORE,IT IS AGREED BY THE PARTIES HERETO THAT:
1. Consultant shall perform the services as set forth in the Scope of Work which is attached
to this agreement and incorporated by this reference herein. ALL WORK TO BE
COMPLETED WITHIN_DAYS FROM THE WRITTEN NOTICE TO PROCEED.
2. In consideration of performance of all services and as payment for all expenses incurred
by Consultant, EXCEPT AS SPECIFICALLY AGREED IN WRITING TO BE
SEPARATELY REIMBURSABLE AND BEFORE BEING INCURRED, the City agrees
to pay to Consultant as the maximum for all services, amount not to exceed $
upon completion to the City's satisfaction and acceptance of the work described herein.
3. PAYMENT for the labor or services wail be in a lump sum upon satisfactory completion
of the project.
4. At least TWENTY DAYS prior to due date of each payment, Consultant shall prepare
and submit to the City of Tigard , 13125 SW Hall Blvd., Tigard, Oregon 97223, a
statement of services rendered, together with a request for payment duly authorized by
; payment by the City of an interim amount shall release the City from any further
obligation for payment to Consultant for services performed or expenses incurred as of
the date of the statement of services.
5. The City reserves the right to cancel this agreement at any time. Upon receipt of notice
of cancellation, Consultant shall immediately cease work and submit a final statement of
services for all services performed and expenses incurred since the date of the last
submittal of a statement of services.
In the event of cancellation, the City's payment obligation to Consultant shall be limited
to the reasonable or contract value, whichever is greater, of Consultant services to the
14
City performed as of the notice of cancellation.
6. All work product accomplished when Consultants' right to periodic payment accrues,
whether in the form of designs, drawings, diagrams, specification, reports, etc., shall
become the exclusive property of the City upon the City's payment to Consultant.
Consultant understands and agrees that the work to be performed for the City under this
contract shall be considered '-'work for hire" and the City shall be deemed the exclusive
owner of all rights to copyright the work once performed no matter when it comes into
the City's physical possession.
7. Consultant understands and agrees that for all purposes related to this agreement,
Consultant is deemed to be an independent contractor while performing labor or services
for remuneration. "Independent Contractor" means that:
a) Contractor is free from direction and control over the means and manner of
providing labor or services.
b) Contractor is responsible for obtaining all assumed business registrations or
professional occupational licenses.
C) Contractor furnishes the tools or equipment necessary to perform the labor or
services.
d) Contractor has the authority to hire and fire employees to perform the labor or
service.
e) Contractor performed labor or services as an independent contractor in the
previous year, federal and state income tax returns in the name of the business, a
business Schedule C was filed for the previous year.
f) Contractor represents to the public that the labor or services are to be provided by
an "independently established" business.
8. Consultant shall not assign, transfer of subcontract any part of the work to any person
other than an employee of Consultant without prior written consent of the City except that
money due to Consultant may be assigned, if the City is given written notice thereof, but
any assignment of money shall be subject to all proper setoffs and withholdings in favor
of the City.
9. Consultant hereby represents that no employee of the City of Tigard , or any partnership
or corporation in which a City employee has an interest, will or has received any
remuneration of any description from Consultant, either directly or indirectly, in
connection with the letting or performance of this contract, except as specifically declared
in writing.
10. In the event that either party commences litigation to enforce any provision of this
agreement, the party that finally prevails shall be entitled to its costs and reasonable
attorney fees incurred from the commencement of such litigation to be paid by the other
party.
15
11. Consultant, its subcontractors, if any, and all employers working under this contract 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. The Consultant and its subcontractors, if any, shall show proof of
such coverage in a form satisfactory to the City Attorney prior to commencing any of the
work- to be done under this contract.
Consultant, if declaring him/herself exempt from any requirement to provide workers
comp coverage for the labor to be performed under this contract understands and agrees
that under ORS 656.006(13), an 'employer' is any person who contracts to pay a
remuneration for and secures the right to direct and control the services of any person.
Consultant understands and agrees that if he/she is exempt from coverage under ORS
656.027 and engages individuals who are not exempt under same in performance of the
contract, then Consultant shall provide workers compensation insurance coverage for all
such individuals. If Consultant does not provide that insurance it may be deemed a non-
complying employer for purposes of Oregon law and agrees to hold the City harmless
from and indemnity it against any and all claims for compensation benefits made against
Consultant as a non-complying employer.
12. Consultant shall indemnify, defend, and hold the City, their officers, agents, and
employees, harmless from any loss, claims, actions, liability or costs, including attorney
fees and other costs of defense, arising out of or in any way related to furnishing supplies
and/or services under this agreement and arising from the sole or joint negligence of the
Consultant, including any claim, loss or liability contributed to by the City's own
negligence. This right of indemnification and to be held harmless shall be in addition to,
and not in replacement of any other right that the City may have under any statue, under
the common, or under this contract.
13. INSURANCE; Consultant shall not commence its work under this contract unless and
until Consultant has provided proof satisfactory to the City's attorney of insurance
coverage against commercial general liability, including contractual liability in the
minimum among of $1 Million in the aggregate and coverage against liability for
professional errors and omissions, including limited contractual liability in the minimum
amount of $500,000 in the aggregate. Consultant agrees that the insurance coverage's
required herein shall be kept in full force and effect for the duration of Consultant's work
under this agreement and agrees to give Commission not less than 30 days' notice of any
termination or non-renewal of those coverage's.
14. The proposal is included herein only to describe the services to be performed by
Consultant pursuant to this contract. It is expressly agreed by the parties that should there
be any conflict between the terms of this instrument and the proposal, this instrument
shall control and nothing herein shall be considered as an acceptance of the terms of said
proposal conflicting herewith or including terns additional to those contained herein.
16
15. This agreement represents the entire and integrated agreement between the City and the
Consultant and supersedes all prior negotiations, representations or agreements, either
written or oral. This agreement may be amended only by written instrument signed by
both City and Consultant.
AGREED TO BY THE PARTIES HERETO:
BY: BY
City Recorder Title
Date Date
City of Tigard
Name of Firm
logiMmary4aterAp
17
2170 Maint Services Water 02IM95
Pay Actual Actual Adopted Requested % Proposed %
Acct.# Description Code 1992-93 1993-94 199495 1995-96 Change 1995-96 Change
110014 Total FTE 0 0.00 21.00 15.50 15.00 0.00
50000 Merit Pool 0 0 4,440 5,455 4,146 -24/6 0
50100 Salaries-Management 65 0 286,643 508,500 132,204 -74% 0
50200 SaladesGeneral 72 0 0 0 376_.428 ERR 0
50300 Salaries-Police 0 0 0 0 0 ERR 0
50400 Regular Part-Time 0 0 0 0 0 ERR 0
50500 Temporary Part-Time A.tic/ 17 0 2,190 38,345 35,496 -7% 0
52000 Overtime 0 0 10,986 25,001 25,000 0% 0
53000 Education 01, 0 0 0 0 0 ERR 0
53100 Longevity 0 0 0 0 0 ERR 0
55000 Unemployment 0 0 121 577 573 -1% 0
55100 Worker's Compensation 0 0 741 70,475 18,602 -74% 0
55200 F.I.CA. 0 0 22,453 44,163 43,855 -1% 0
55300 Tri-Met Tax 0 0 597 3,565 3,541 -1% 0
56000 Retirement 0 0 3.7,584 75,454 75,289 0% 0
56500 Ute Insurance 0 0 866 1,513 1,418 -6% 0
56600 Salary continuation 0 0 1.964 4,485 3.268 -27% 0
56700 Medical Insurance 0 0 39,030 66,754 64,071 -4% 0
56800 Dental Insurance 0 0 6,095 10,102 10,383 3% 0
56900 Vision Insurance 0 0 0 0 878 ERR 0
Total Wages&Benefits 1 154 0 413,710 854,389 795,152 -7% 0
60000 Water Costs 1" t`�2- 0 0 0 1,545,000 1 965198 271/6 0
60100 Professional Services L ck- 0 0 0 19,500 60,400 210% 0
60200 Contractual Services 0 0 0 13,870 31,200 125% 0
60500 Water Costs-Elect /\} , Q 0 0 0 120 000 125,000 4% 0
60600 Water Costs-Sampling t! 0 0 0 15,000 15,000 0% 0
61000 Rep&Main-Facilities Glit 0 0 0 114,324 108,700 -5% 0
61100 Rep&Main-Vehides A-Ad. 0 0 4,732 41,500 37,000 -11% 0
61200 Rep&Main-Office Equip 0 0 0 0 0 ERR 0
61300 Special Dept Expense f=cl 0 0 0 6.000 8,100 1% 0
61400 Drug Enforcement 0 0 0 0 0 ERR 0
62000 Office Supplies&Expense fh,k Z 0 0 0 5,000 6,000 200/6 0
62100 Advert sinq&Pubficity N,K 0 0 0 600 600 0% 0
62200 Fees&Uoenses M; c. 0 0 0 2,150 1,100 -490% 0
62300 Dues&Subscriptions e a 0 0 0 6,619 6,000 -9% 0
62400 Travel Food&Lodging c+ 0 0 0 3,200 2,500 -2296 0 _
62500_Education&Training Fd 0 0 0 3,200 2,500 -22% 0
63000 Rents&Leases RA�'C1 0 0 0 1,500 1,500 0% 0
63100 Utilities roc.� 0 0 0 0 9,500 ERR 0
63200 Insurance 0 0 0 0 2,000 ERR 0
65000 Library Materials 0 0 0 0 0 ERR 0
Total Mat&Services 0 0 4,732 1,899,463 2,382,298 25/0 0
70200 Building&Improvements 0 0 0 0 0 ERR 0
70300 Vehicles 0 0 0 0 0 ERR 0
70500 Library Books 0 0 0 0 0 ERR 0
70400 Office Furniture&Equip. Yl I e 0 0 0 2,000 23,940 1097% 0
70600 Operation Equipment ul nf_d 0 0 0 61.100 107.150 75% 0
Total Capital Outlay 0 0 0 63,100 131,090 108% 0
Total Budget Unit 154 0 418,442 2,816,952 3 308 540 17% 0
j
2170 Maint Services Water 02128195
Pay Actual Actual Adopted Requested % Proposed %
Acct# Description Code 1992-93 1993-94 1994-95 1995-96 Change 1995-96 Change
110014 Total FTE 0 0.00 21.00 15.50 15.00 0.00
50000 Merit Pool 0 0 4,440 5,455 4,146 -24% 0
50100 Salaries-Management 65 0 286,643 508,500 132,264 -7496 0
50200 Salaries-General 72 0 0 0 376,428 ERR 0
50300 Salaries-Police 0 0 0 0 0 ERR 0
50400 Regular Part-Time 0 0 0 0 0 ERR. 0
50500 Temporary Part-Time 17 0 2,190 38,345 35,496 -70/6 0
52000 Overtime 0 0 10,986 25,001 25,000 0% 0
53000 Education 0 0 0 0 0 ERR 0
53100 Longevity 0 0 0 0 0 ERR 0
55000 Unemployment 0 0 121 577 573 -1% 0 _
55100 Worker's Compensation 0 0 741 70,475 18,602 74% 0
55200 F,I.C.A.. 0 0 22,453 44,163 43,855 -1% 0
55300 Tri-Met Tax 0 0 597 3,565 3,541 -11% 0
56000 Retirement 0 0 37,584 75,454 75,289 0% 0
56500 Life Insurance 0 0 866 1,513 1,418 -6"/0 0
56600 Salary continuation 0 0 1,964 4,485 3,268 -27°.6 0
56700 Medical Insurance 0 0 39,030 66,754 64,071 -4% 0
56800 Dental Insurance 0 0 6,095 10,102 10,383 30/6 0
56900 Vision Insurance 0 0 0 0 878 ERR 0
Total Wages&Benefits 154 0 413,710 854,389 795,152 -70/6 0
60000 Water Costs 0 0 0 1,545,000 1,965,198 Z7"/6 0
60100 Professional Services 0 0 0 19,500 60,400 210% 0
60200 Contractual Services 0 0 0 13,870 31,200 125% 0
60500 Water Costs-Elect 0 0 0 120,000 125,000 4% 0
60600 Water Costs-,Sampling 0 0 0 15,000 15,000 0% 0
61000 Rep&Main-Facilities 0 0 0 114,324 108,700 -5% 0
61100 Rep&Main-Vehicles 0 0 4,732 41,500 37,000 -11% 0
61200 Rep&Main-Office Equip. 0 0 0 0 0 ERR 0
61300 Special Dept.Expense 0 0 0 8,000 8,100 1% 0
61400 Drug Enforcement 0 0 0 0 0 ERR 0
62000 Office Supplies&Expense 0 0 0 5,000 6,000 2096 0
62100 Advertising&Publicity 0 0 0 600 600 00/0 0
62200 Fees&Licenses 0 0 0 2,150 1,100 -49% 0
62300 Dues&Subscriptions 0 0 0 6,619 6,000 -9% 0
62400 Travel,Food&Lodging 0 0 0 3,200 2,500 -22% 0
62500 Education&Training 0 0 0 3,200 2,500 -229/6 0
63000 Rents&Leases 0 0 0 1,500 1,500 0% 0
83100 Utilities 0 0 0 0 9,500 ERR 0
63200 Insurance 0 0 0 0 2,000 ERR 0
65000 Library Materials 0 0 0 0 0 ERR 0
Total Mat&.Services 0 0 4,732 1,899,463 2;382,298 25% 0
70200 Building&Improvements 0 0 0 0 0 ERR 0
70300 Vehicles 0 0 0 0 0 ERR 0
70500 Library Books 0 0 0 0 0 ERR 0
70400 Office Furniture&Equip. 0 0 0 2,000 23,940 1097% 0
70600 Operation Equipment 0 0 0 61,100 107,150 750/6 0
Total Capital Outlay 0 0 0 63,100 131,090 108% 0
Total Budget Unit 154 0 418,442 2,816,952 3 308 540 170/6 0-
Pay Bane Anniv. Merit Group 6/30 Pont COLA Merit 1/01 <---------------------------Benefit- ---------------------------- Total Total
Code Employee/Position Name COae Date 9 Job Title Code FTE•S Req Pay Reg Pay Pool Overt Law Educ. Long— Vaca. Total Pay Tri-Mat FICA Unemp Medical Dents lVi•lonOrthodVO cant Nrkr# CmDlseb.Retire. Life Benefit. Pay t Be-.
Ma1nt Sere-Nater 2170 <-Non-printed/saved 11ne1
Instruction# 11 I 1 MOVE YMCURSOR BELOW THIS
1 1 N01E AND ABOVE THE DEPARTMENT
1 1 TOTAL LINE AND USE ALT-I TO
72 Bevans, Mark 2 09-Feb-56 5.00\Nater Crew OPEU 1.00 21,360 21,707 626 1,7S3 0 0 0 27,998 148 1,9]i 24 1,972 t2tl 7] 0 909 170 ],3t0 f5 13,771 7G,)if
72 Clancy, Brian 2 13-Dee-05 0.006 water Crew OPEU 1.00 35,280 75,986 0 1,7S5 0 0 037,771 233 2,00f 30 4,132 020 13 0 1,405 170 5,288 95 151951 57,122
72 Farrlez, Clark d 07-Nov-f5 5.Got water crew OPEU 1.00 21,020 22,365 721 1,105 0 0 0 24,170 153 1,995 25 1,626 265 73 0 974 170 3,468 95 0,705 33,475
72 Huegll, Cheryl 2 31-Jan-f6 5.00\Nater Crew OPEU 1.00 -21,360 21.187 452 1,785 0 0 0 24,025 140 1,830 2t 1x620 265 73 0 907 170 3,767 15 8.531 12,575
f5 Killez. Mike 1 17-Apr-f6 5,00\Nater Management MGT 1.00 14,991 46,227 171 1,705 0 0 0 4tl,40" 2)f ],709 ttl 5,491 620 o 0 22y 310 t,788 f3 17,816 6[;]02
72 Morrison, Sam 2 19-Mar-ft 0.00\Nagz Crer OPEO 1.00 12,100 17,256 0 1,785 0 0 0 45,041 278 3,41L t5 4,932 828 77 0 1,tGtl 370 G,7C6 f5 17,841 62,tltl3
72 Sattler, RS en 2 O6-Jul-f5 0.00\water Crew OPEU 1.00 ]5,290 )5,906 0 1,785 0 0 0 )7,771 237 2.881 18 4,094 4SO 13 0 1,405 170 5,308 15 11,795 52,5)5
72 Schulta, Sam 2 O1-wy-)f 0.00\water Crew OPEU 1.00 39,!64 70,Si) 0 1,705 0 0 0 32,349 200 2.175 32 4,932 828 73 0 1,201 170 4,529 15 11,512 4",t10
17 Sueonal 12 8 6mo Each) 2 O1-Jan-f6 0.00\Utility Worker I U 0.00 15,600 15,,112 0 0 0 0 0 15,912 fe 1,217 16 0 0 0 0 1,750 1)S 0 0 2,817 Itl,739
17 Seasonal 11 # 16 Wks Each 2 O1-Jan-96 0.00\Utility Worker OPEU 0.00 19,200 1f,584 0 D 0 0 0 1f,584 121 1,498 20 0 0 0 0 1,162 166 0 0 1,1,7 23,051
72 7#sky, Lynn 2 20-Feb-fG 0.00\Nater Crer OPEU 1.00 2,1,,1N 30,567 0 1,785 0 0 0 72,)40 200 2,475 32 4,489 028 73 0 1,209 170 4,521 95 11,OfB 16,116
72 Thoma#, Rusty 2 20-Jun-f6 0.009 Nater CreOPEU 1.00 42,300 47,146 0 1,165 0 0 0 44.9]1 277 3,437 45 4,132 038 7] 0 1,ff/ 170 6,290 95 17,913 G2,7/l
12 Vacancy 2 10-Jul-95 5.009 Water Cr.:r OPEO 3.00 21,504 21,931 1070 1,705 0 0 0 24,78: 153 1,B9t' 33 t,f]2 92t 73 0 934 1T0 7,170 f5 12,577 77,76[
t5 Volk, Randy 1 26-Fab-f6 0.009 Water Management MOT 1.00 56,25" 57,,111 0 0 0 D 0 57,944 758 1,177 58 5,184 020 0 0 260 340 8,112 95 1f,fi0 77,911
72�Nn1te, Mike '23 f-Jan-96 0.00\Water Crew OPEU 1.00 )5,280 35,98, 0 1,T05 0 0 0 37,771 333 2,86! 31 4,,132 929 73 0 1,105 170 5,3BB ,15 15,951 53,732
6S Winchester, Steve 1 01-Nov-95 5.009 water Management MOT 1.00 27,216 28,073 f]1 1,785 0 0 0 30,748 190 2,)52 71 1,810 265 0 0 155 216 1,705 95 9,148 10,196
721tyant, Juae1 2 13-May-f6 S.GS\water Crew OPEU 3.00 72,51" 3),1[1 73 1,7,15 0 0 0 75,038 214 2,680 35 4,972 828 73 0--- __-1,306 170 4,905 95 15,241 50,27s
___ ____ ___________________________________________ ________________________------------__________________ ______________ _________
Degarteent Total 15.00 532,200 544.128 4,146 25,000 0 0 0 573,274 3,541 43,055 577 64,071•••••• 076 0 0 18,602 3,266 75.289 1.418 221,079 715,153
•
et City of
1995/96 Adopted an n ce Services - Waterra Dept. # 2170
Program Summary
The City of Tigard Water Division falls under the supervision of the
Maintenance Services Director. The Water division has the responsibility
to maintain, improve, and expand the water system while providing the
highest quality of water to its customers .
The entire system that is to be maintained and managed includes the City of
Durham, City of King City, the unincorporated area remaining still known as
Tigard Water District, and the City of Tigard.
The Water division will continue providing the highest quality of service
to all customers regardless of the area they live in.
1994/95 Goals/Objectives
• Continue to provide good customer service and strive to improve
whenever possible. Provide efficient and effective maintenance to the
water system. We strive to achieve this goal and continue to
implement improvement whenever possible.
• Develop and implement new computer programs for valve maintenance and
dead end blow offs . Although the computer program was not purchased
during 1.994/95 fiscal year, a rudimentary valve maintenance and line
blow off program has been established. A computer maintenance program
for all of maintenance services is proposed in fiscal year 1995/96 .
• Bring on line the remaining reservoir and pump station sites into the
SCADA system (Supervisory Control and Data Acquisition) . To be
completed by July 1995 .
struction of the 2 .5 million gallon
• Work to prepare the site for con
reservoir off SW Scholls Ferry Road in fiscal year 1995/96 . Murray
Smith and Associates, engineering firm, is currently evaulating.
• Continue toward the goal that the City of Tigard' s Maintenance
Services Department be an efficient and productive unit with the Water
Division as an integral piece. Currently cross training employees of
the Utility Division to create a more versatile work group.
• Develop Cooperative Agreements for long term water supply. Currently
in negotiations with the City of Lake Oswego and should have an
agreement with Tualatin Valley Water DIstrict for intermim water
supply by May of 1995 .
1995/96 Goals/Objectives
• Continue to develop Cooperative Agreements for our current water needs
as well as a long term supply.
• for the possibility of switching them
Research #4 well pumping rights
to the Canterbury site.
• Develop and manage the new meter reading program which includes
setting standards for customer service .
• Work to prepare the site for construction of the 2 . 5 million gallon
reservoir off SW Scholls Ferry Road and Menlor Drive.
• Participate in the development and implementation of new computer
programs for maintenance to the water system.
0 Provide efficient and effective maintenance to the water system.
Performance Measures
Description 1992/93 _1993Z94 1994/2.5 1995/96
Miles of pipe 193 196 202 203
Reservoirs 12 12 12 12
Fire Hydrants 1,420 1, 445 1, 470 1, 490
Pump Stations 6 6 6 6
Meters and Services 11, 875 12 , 375 12 , 800 13 , 100
Pressure Reducers 11 12 12 13
Wells 4 4 4 4
February 21, 1995
Since the last meeting of the Participants Committee on January 24, 1995 the Project
Management Staff have been involved in the following activities:
1)Staff have attended a Metro WRPAC meeting on January 25. At this meeting water
providers and wastewater agencies were asked for feedback on the Metro 2040 refinement
process. One of the major assignments has been to send all of the jurisdictions a map of
lands which present development constraints seeking information about which lands
inside the current UGB are not buildable. In addition,a Water Resources and Open Space
Task Group has been established to assist Metro in looking at unbuildable lands and Open
Spaces. This group has Lorna Stickel and John Thomas,of the Mt.Scott Water District as
water provider representatives as well as Jim Rapp from Sherwood who is also a provider
entity for Phase 2. The task group will meet for the first time March 8.
2)Staff attended a Metro MTAC meeting on January 26 and another one on February 9. The
membership of the MTAC is being reformulated by the Metro Council. Staff asked them to
consider appointment of both a wastewater and a water provider representative instead of
the one they were considering. The Participant's Committee should consider who they
wish to have as the MTAC member recommendation attheir-next meeting as all the
jurisdictions are being asked for their recommendations. In addition,the role of the
Boundary Commission was thesubject of considerable discussion at the second meeting.
Metro will be doing a study of the Boundary Commission over the next several months in
terms of its role in relation to the Metro 2040 process.
3)Staff attended the all day FOCUS workshop on watershed management and presented
information about the Ph.2 process on one of the panels. The FOCUS group is scheduled
to meet two more times over the next six months and will result in some recommendations
about the usefulness of watershed management to solve public resource problems and how
it might be implemented better within the region.
4)Staff presented information on the Ph 2 process to Representative Avel Gordly at her Salem
office. She is on the House water committee and is from north Portland.
5)Staff and consultants representing Tualatin Valley Water District and Rockwood PUD
presented information to the Portland Water Quality Advisory Committee on the water
quality ranking system and rankings,on the pilot treatment studies on the Willamette and
Columbia,and other ranking topics. A lengthy discussion was held about the water
quality rankings for the source options. One of the major items was the use of an overall
raw water quality ranking system that was relative to M&I sources around the country.
Many of the members felt is was more relevant to consider the sources relative to each
other since we are in a position to consider overall higher quality sources here in this
region. A desire to have more of an idea of the ranking numbers and how they apply
within a set of ranking scores(between a 1 and a 5 in terms of benchmarks). `
6)Staff are coordinating with DEQ and Oregon Health Division on the water quality related
criteria and rankings. Response has been obtained from State Health.
7)Staff provided a presentation on Phase 2(with the slide show)to the Portland office of the
USGS. They expressed interest in and concerns about ASR and water quality. They have
asked to receive copies of the ASR reports.
8)We provided comments on the water conservation program preliminary table provided to
the SC at their last meeting.
9)Staff has contacted East Bay MUD about their water reuse program.
10)Staff met with the consultants to discuss the public involvement process for the period
preceding the Preliminary Plan issuance in July and also reviewed the materials presented
to the SC for this meeting on the same subject.
11)Staff attended part of the Water Resources Commission meeting on February 10 where the
staff were discussing the formulation of a new permit processing structure under Division
11 which would operate under a much more stringent timeline and would eliminate the
technical review report and replace it with a report to the applicant on the likelihood of
issuance and probable limitations within 30 days and a draft order on the permit after 104
days. Comments and protests are then taken after a draft order has been issued and notice
is then given The Department initially proposed a limited appeal role for the WRC,but
they were not happy with this and this might be revised Legislation on streamlining the
permit process will be introduced in the Legislature very shortly.
12) Staff met with John Frewing of the Water Resources Commission to give him an
update on the Phase 2 process and answered questions he had about the current
water supply system and the future demands. Mr.Frewing was not present at the
December briefing of the Water Resources Commission so we wanted to update
him and answer questions since he is one of two Portland region representatives on
the Commission. He was offered an opportunity to come in a get a presentation of
the IRP model.
t
REGIONAL WATER SUPPLY PLAN -- PHASE 2
PARTICIPANTS COMMITTEE MEETING
Minutes of January 24, 1995
The meeting was called to order at 1 :37 p.m. at the City of Tigard
Water Department by Chair Mike Rosenberger, from the Portland Water
Bureau. Others in attendance included Jeff Bauman from the City of
Wilsonville; Thomas Hoffman from Oak Lodge Water District; Alan
Fletcher from Clairmont Water District; Bob Rapp from Canby Utility
Board; Jerry Anderson from the City of Wood Village; Jim Galloway from
the City of Troutdale; Rosemary Furfey from Metro; Denny Klingbile
from Damascus Water District; John Thomas from Mt . Scott Water
District; Tim Erwert from the City of Hillsboro/Joint Water
Commission; Gene Seibel and Gail Adamson from Tualatin Valley Water
District; Ed Wegner from the City of Tigard Water Department; Mike
McKillip from the City of Tualatin; Ron Hudson from the City of
Sherwood; Duane Cline from the City of Lake Oswego; Michael Baker from
Rockwood Water PUD; Larry Hilderbrand from The Oregonian; Greg
Kupillas from Hart Crowser, Inc.. ; Eleanor Clark from the League of
Women Voters; and Lorna Stickel, Roberta Jortner, and Dominique Bessee
from the Portland Water Bureau.
Approval. of Minutes: The meeting minutes of December 20, 1994 were
adopted as written.
Progress Retorts: Steering Committee: Tim Erwert reported that the
Steering Committee held three meetings since the last Participants
Committee meeting in December. One of the meetings was a special
session to discuss a process for completion of the Phase 2 project .
The Steering Committee continued working to refine the Environmental
Evaluation Criteria and preliminary rankings system. The committee
heard a presentation from the Unified Sewerage Agency (USA) , which is
in the process of developing policies on water conservation and
effluent reuse . The Steering Committee agreed that resource scenarios
should include reuse of treated effluent, and encouraged project
consultants to view reuse as a viable option and build it into
scenarios.
Tim Erwert reported that the Steering Committee is following the
amendments for the "Three Basin Rule" being proposed by the Department
of Environmental Quality.
The Steering Committee spent time discussing a process for completion
of the Phase 2 project, and a possible expansion to the Phase 2 Scope
of Work. Tim noted that both topics were scheduled to be discussed
later on the agenda.
The Steering Committee heard an update on the status of the
Conservation Analysis . Work on this technical document is nearly
completed, and could be released to the Regional Conservation
Coalition and the Steering Committee in a few weeks.
s
Participants Committee Meeting
Minutes of January 24, 1995
Page 2
Project Staff: Lorna Stickel indicated that a progress report on
project staff activities was attached to the meeting agenda. Lorna
reported that project staff prepared comments to the consultant team
on the Environmental Evaluation Criteria and preliminary rankings.
Project staff attended a briefing of the Metro Technical Advisory
Committee (MTAC) on the growth concept adopted for the Region 2040
Plan, and a six-month workplan for continuation of the project.
Project staff prepared written comments on the Lower Columbia River
Rules proposed by the Oregon Water Resources Department . The comments
reflect feedback from the regional water providers. Lorna encouraged
the Participants Committee to offer oral comments during the public
comment. section of an upcoming public hearing in Roseburg.
Lorna reported that copies of the final interim report, "The
Environmental Analysis of Future Water Source Options" , were printed
and distributed to the Participants Committee and Environmental Task
Force. Lorna mentioned that the environmental analysis was very
expensive to reproduce, and only a limited number of copies are
available for distribution.
Project staff prepared three copies of the slide show and script on
the Regional Water Supply Plan. Copies of the slide show will be
housed at Tualatin Valley Water District, Clackamas Water District,
and the City of Portland. Committee members were invited to contact
their county representative to arrange to use the slide show for
presentations to Boards and other interested groups. Lorna noted that
the slide show has been well received by viewers so far.
Project staff helped coordinate the Willamette Basin Municipal Water
Reservation request with the Phase 2 project . Participants Committee
members should contact Roberta Jortner for more information.
Project staff used a regional perspective in responding to the FOCUS
(Forum on Cooperative Urban Service) questionnaire on water resources
inventory of existing conditions . Committee members were asked to
contact Dominique Bessee to request copies of the questionnaire
responses .
Project staff provided coordination services to review revisions of
the "Three Basin Rule. " Lorna reported that the comments from various
regional water providers were fairly consistent .
Lorna reported that a meeting was held recently to give the
Environmental Task Force (ETF) an additional opportunity to ask
questions about the environmental analysis and offer input about the
Evaluation Criteria and preliminary rankings system. Project staff
reported that the meeting was well attended by government agencies but
environmental group representatives did not attend. A follow-up
letter will be sent to ETF members encouraging them to comment on the
Participants Committee Meeting
Minutes of January 24 , 1995
Page 3
criteria and rankings. Meeting participants focused on fisheries and
water quality issues. ETF members were interested in learning how
their input would be incorporated into the future process.
Project Completion Process: Lorna Stickel announced that the draft
potential criteria and desired outcomes for the preliminary and final
Regional Water Supply .Plans were faxed to the Participants Committee
before the meeting. A schematic showing project activities leading to
project completion was also circulated. Lorna explained that these
materials were discussed at a special Steering Committee session and
revised based on feedback received during that session.
Lorna commented that the project timeline for remaining project
activities is ambitious. Starting now, activities will involve
compiling information from the technical analyses conducted so far.
The consultants and participants will use the Integrated Resources
Planning (IRP) model to formulate resource scenarios . After
evaluation and narrowing of the scenarios, a preliminary plan will be
released in July. The content of the preliminary plan needs to be
linked to the final Regional Water Supply Plan. Lorna indicated that
it was timely to begin thinking about this process.
Lorna reviewed the materials on the potential criteria and desired
outcomes for the preliminary and final Regional Water Supply Plans.
She suggested that the objective of the preliminary. plan is to engage
the various stakeholder groups and decision-makers in a dialogue about
how to meet regional water supply over the planning horizon. The
preliminary plan would outline six-to-eight supply scenarios and
provide information about the benefits, impacts, risks, and tradeoffs
of each scenario. The plan would contain recommendations regarding
one-to-three resource scenarios based on evaluation against the
regional policy objectives and criteria.
Lorna suggested that the Final Regional Water Supply Plan would
summarize basic information from the preliminary plan and provide
information about the outcomes from public involvement programs. The
Final Plan would recommend one scenario, or package of phased action
strategies for meeting future water needs . Contingencies to deal with
uncertainties in regional meeting water supply needs would be provided
as well . The final plan will provide documentation of collective
decisions, primary assumptions, and should outline a mechanism to
ensure timely updates and continued regional coordination. Lorna
noted that the criteria should support the regional participants, hope
that the final plan will meet the needs of the Metro Charter and will
be adopted as the Water Supply Element of the Regional Framework Plan.
She also recommended that the Final Plan should meet objectives
outlined by the 1995 Legislature review process required by statute.
The Participants Committee discussed the draft potential criteria.
Jim Galloway asked for clarification about who would develop the six-
to-eight resource scenarios and the process to be used. Lorna
t
l�
Participants Committee Meeting
Minutes of January 24, 1995
Page 4
explained that the development process would be a joint effort between
the project consultant team, and the Steering and Participants
Committees. Lorna talked about the possibility for increasing
interaction between the project team and the two committees during
these activities, and suggested that the Steering Committee members
also be relied upon to provide linkages with participant entities in
their counties.
Lorna suggested that a work session could be conducted for the
Participants Committee to provide an extensive briefing on the process
being used to develop resource scenarios.
Jim Galloway asked fora precise description of the. f.o.rm of the plan
to be adopted by the regional participant entities. Lorna indicated
that the exact form of the Final Plan is still being discussed, and
some points will be resolved further as the process unfolds . Lorna
said one option could be to use a process similiar to that used for
Metro' s Region 2040 Plan. Jim Galloway said he believed it would be
key for the regional decision-makers to know what they were signing.
Other Participant Committee members agreed that more information would
be needed to receive buy-off from their Boards and Councils.
Duane Cline asked whether the Metro Charter requires all Phase 2
participant entities to adopt unilaterally the Regional Water Supply
Plan before Metro can accept the plan as part of the Regional
Framework Plat. Rosemary Furfey indicated that the Metro Charter was
not specific on that point .
Mike Rosenberger said that sometime before the preliminary plan is
released in July, the number of choices will be narrowed to between
one and three scenarios. Mike said he hoped the region would be able
to coalesce around one scenario after a period of time. The
Participants Committee briefly discussed what could happen if regional
participants do not reach consensus about the scenarios. Lorna
suggested that a regional commitment of most of the .providers may be
sufficient to allow incorporation in the Metro Plan but that regional
consensus should be the goal .
Mike McKillip asked about timing of the discussion to address
questions concerning ownership and financing. Tim Erwert indicated
that the Phase 2 Scope of Work contains a section on Institutional
Analysis, but does not include activities specifically addressing
ownership or financing of the alternatives . A regional discussion
about these issues could begin following the adoption of the Regional
Water Supply Plan and during the implementation stage. Roberta
Jortner noted that the project scope provides some generic analysis of
the institutional and financial arrangements currently available .
Mike Rosenberger commented that by agreeing to a particular resource
scenario, a participant entity would not be committing to make a
financial contribution towards its implementation.
J
Participants Committee Meeting
Minutes of January 24, 1995
Page 5
Lorna Stickel said a resource package selected by the region may
include both long-term and short-term implementation strategies and
timelines. Mike Rosenberger commented that shorter-term strategies
could be defined more easily because there are fewer unknowns.
Gene Seibel commented that whichever resource scenario is selected by
the region, a lengthy implementation process will be required and
resolving governance issues will be difficult. Gene and other
participant entities recommended keeping the plan adoption process
simple to avoid the possibility of losing participant entities, and
defining the recommendation in simplistic terms to increase the
likelihood of reaching regional consensus.
Lorna Stickel commented that there could be potential difficulty in
resolving institutional issues among Clackamas entities. Lorna
suggested that the water provider agencies in the Clackamas area may
want to gather to discuss this issue further.
Several Participant Committee members voiced strong support for
convening a session devoted to providing information about and
discussing the resource scenarios. Some members suggested extending
the session over several days. Alan Fletcher said another option
could be to expand current Steering Committee meetings to include
other participant entities.
Lorna Stickel reviewed the schematic showing the timeline for
activities leading to adoption of the final plan. Approximately 2, 000
copies of the preliminary plan could be printed and distributed to
regional decision-makers, and interested stakeholders. Briefings on
the preliminary plan would be given to all Participant decision-making
bodies, and could be coordinated among several participant entities .
Tom Hoffman mentioned that some water providers may need to educate
newly-elected Board members about the overall planning project before
briefing them on the various resource scenarios. Tim Erwert explained
that the Steering Committee decided to forward the draft criteria and
timeline at this time so the participating entities would have the
opportunity to plan their activities accordingly.
Lorna explained that the timeline included public involvement program
activities at county fairs and information meetings, and with
newsletters and cable and radio programs.
Mike McKillip asked whether project staff believed that the timeline
outlined in the flow chart was realistic. Mike Rosenberger said he
thought the timeline was ambitious but doable.
Jim Galloway noted that the project timeline contained four points for
regional participants to contact decision-makers to provide a briefing
on the plan or to receive input from them. Jim indicated that some
1.
Participants Committee Meeting
Minutes of January 24, 1995
Page 6
participants may encounter problems with scheduling that number of
briefings. Project staff agreed that some project participants may
want to customize the timeline based upon the availability of their
decision-makers .
Tim Erwert agreed that the timeline was ambitious because it assumes
all participant entities can receive answers from their decision-
makers within a certain timeframe. Tim and Mike Rosenberger agreed
that increasing information and participants activities between now
and July would increase the likelihood that project tasks could be
accomplished before the project ends in late 1995 .
Lorna commented that participants who believe the project timeline is
overly ambitious should voice their opinions now. Jeff Bauman said
that the proposed timeframe would be easier to implement if a clear-
cut winner evolved from the narrowing process for the .resource
scenarios . Jeff noted that there would be more difficulty in reaching
regional consensus, and in meeting the timeline, if there were several
viable scenarios of interest . Jeff mentioned that some councils meet
less frequently during the summer months, but said the timeline still
could be met with some advance preparation.
Several meeting participants restated how crucial a one- or two-day
tutorial on the resource scenarios would be.
Alan Fletcher asked about the status of the project budget, and the
impact of these activities. Lorna said she appreciated the
opportunity to talk about the budget, and mentioned that the project
consultants have already indicated that the proposed timeline may
place them on the outside edge of what can be covered within the
budget. Lorna said the Participants Committee may need to discuss
printing and distribution costs at some point, as costs are expected
to be high. Tim Erwert suggested that the preliminary plan could be
printed in an inexpensive newsprint format to cut printing costs .
Scope Expansion Vote: Lorna Stickel referred to a memorandum
regarding the proposed expansion to the Phase 2 Scope of Work. Lorna
explained that the purpose of the scope expansion is to allow
Montgomery Watson to generate flow impact numbers that would help in
characterizing how a third Bull Run Dam would affect instream flows in
the lower Bull Run and Sandy Rivers. This information would be
generated based on the Water Availability model created for a
potential third dam. Parametrix, Inc. would then evaluate this
information for effects on fisheries and determine whether changes are
necessary to the Environmental Analysis and rankings. The Water
Bureau has proposed to pay the $12, 000 expansion cost .
Lorna noted that the Steering Committee voted at its last meeting to
recommend that the Participants Committee approve the scope expansion.
According to the Phase 2 Intergovernmental Agreement, a quorum of
participant entities must approve the scope expansion. A quorum of
b
` Participants Committee Meeting
Minutes of January 24, 1995
Page 7
the Participants Committee would be two-thirds, or nineteen, of the
total participant entities .
Project staff called roll . Those participant entities voting in favor
of the scope expansion, included Canby Utility Board; Clairmont Water
District; Damascus Water District; City of Hillsboro; City of Lake
Oswego; Metro; Mt . Scott Water District; Oak Lodge Water District;
City of Portland; Rockwood Water District; City of Sherwood; City of
Tigard Water Department; City of Troutdale; City of Tualatin; Tualatin
Valley Water District; City of Wilsonville; and the City of Wood
Village. There were no dissenting votes. Project staff reported that
with only seventeen participant entities present, there was not a
quorum of the committee and the scope expansion was not approved.
Gene Seibel recalled that representatives of Clackamas Water District
and the City of Gresham had attended the last Steering Committee
meeting and voted in favor of recommending the scope expansion to the
Participants Committee . Project staff indicated they would contact
other project participants by telephone to determine their vote.
Public Comment: There were no public comments .
Other Business: Lorna Stickel indicated that the Steering Committee
is scheduled to meet on March 1, 1995 . Lorna suggested rescheduling
the next Participants Committee meeting from February 28 to February
21, 1995 to avoid holding both committee meetings during the same
week. The Participants Committee agreed with this change. Project
staff will distribute an announcement on the meeting date and
location.
John Thomas asked whether the project consultant team will continue
attending Participants Committee meetings. Lorna indicated that
project consultants will not attend Participant Committee meetings
unless there is an issue that requires their participation.
The meeting adjourned at 3 : 05 p.m. The next Participants Committee
meeting is scheduled for February 21, 1995 .
Submitted by Dominique Bessee
503-823-6133 BUREAU OF WATER 888 P01/01 MAR 07 '95 09:32
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INTERFAITH OUTREACH SERVICES
Monthly Statistics Report
Severe Weather Shelter
Month of January 1995
Nights Open 24
Individuals Served:
Single Males 24 White 54
Single Females 10 African American 4
Childless couples 18 hispanic 2
Families 15 As>anMacific Island 1
Other 6
Total individuals Served 67
Total bednights 295 Stayed only one night 27
City of Origin:
Tigard 15 Multnomah County 11
Tualatin 7 Washington County 14
Beaverton 5 Clackamas County 0
Iiil6boro 1
Sherwood
Other 14
Age Group
0-2 3 22-30 24
3-4 1 31-54 30
5 55-59
6-12 2 60-74
13-17 1 75+
18-21 6
Outcomes
People enrolled in IOS Self-Sufficiency program 6
Applied for subsidized 'housing 3
People had contact with the IOS office regarding
Self-Sufficiency 9
People into IOS shelter 7
Secured permanent housing 2
Secured temporary housing 3
Moved to another state 2
VISITORS
PLEASE REGISTER
Date: -�- 95
Meeting: j5G0,!5 li4 TG.
Name (please print) Do you wish to sneak?
es or no
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