HomeMy WebLinkAbout2017 01 09 Consent 303 Water Supply Work Plan UpdateCOMMISSION AGENDA
ITEM 303
REQUEST:
Informational
Consent
X
Public Hearings
Regular
January 09, 2017 KS KL
Regular Meeting City Manager Department
The Utility Department requests the City Commission's authorization to execute task order
#3 with CPH, Inc. in the amount of $35,770.00 for the Winter Springs Water Supply Plan
Update.
SYNOPSIS:
The City is required to update the 2007 Water Supply Plan pursuant to the Central Florida
Water Initiative approved by the surrounding water management districts in 2015.
CONSIDERATIONS:
This agenda item is needed to meet the requirements of the Central Florida Water Initiative
(CFWI) approved by the St. Johns, South Florida, and Southwest Florida Water
Management Districts. The City previously retained CPH to prepare a Water Supply Plan
that was adopted in 2007. The CFWI requires the City to provide an updated version for a
20 year planning period.
The scope of work includes proposed modifications to the Potable Water Element of the
Comprehensive Plan and the Capital Improvements Plan, growth projections, demand
projections, alternative water supply needs, mapping, updating the potable water service
area, and coordination with the St. Johns River Water Management District.
CPH was approved as an Engineering Continuing Services Consultant on December 8, 2014
in response to RFQ #001 /15BF. This proposal is Task Order #3 under that continuing
Services Agreement.
Consent 303 PAGE 1 OF 2 - January 09, 2017
The project scope will be completed in 120 days.
FISCAL IMPACT:
The $35,770 cost for the Water Supply Plan Update is budgeted for in the Utility Enterprise
Fund consulting line code.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and
the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City's Website, LaserFiche, and the City's
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas /Agenda Item information, Homeowner's Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been posted outside City Hall, posted inside City Hall with additional
copies available for the General Public, and posted at six (6) different locations around the
City. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
RECOMMENDATION:
Staff recommends the City Commission; authorize the execution of Task order #3 with
CPH, Inc. in the amount of $35,770 for the Water Supply Work Plan Update payable from
the Utility Enterprise Fund and authorize the City Manager and City Attorney to execute
any and all applicable documents.
ATTACHMENTS:
1. SJRWMD Notification Letter (2 pages)
2. CPH Task Order #3 for Water Supply Plan update (12 pages)
Consent 303 PAGE 2 OF 2 - January 09, 2017
St.- o_n River Attachment No. 1
Water Management District
Ann B. 5horteile, PhA. Executive Director
4049 Reid Street • P.Q. Box 1429 a Palatka, FL 32178 -1429 ■ (386) 329 -4500
On the Internet at www.sirwmd.com.
May 9, 2016
City of Winter Springs
Mr. Kipton Lockcuff, Public Works Utility Director
1126 East State Road 434
Winter Springs, FL 32708
Re: 2015 Central Florida Water Initiative Regional Water Supply Plan Notice
Dear Mr. Lockcuff:
In November 2015, the respective governing boards of the St. Johns River, South Florida and
Southwest Florida Water Management Districts (Districts) approved the 20I5 Central Florida
Water Initiative Regional Water Supply Plan (CFWI RWSP). The CFWI RWSP Area
encompasses all of Orange, Osceola, Polk and Seminole counties and southern Lake County. The
CFWI RWSP contains an assessment of projected water demands and potential sources of water
to meet these demands through 2435. Thank you for your entity's participation in the
development process and ensuring the CFWI RWSP is balanced, addresses the water supply
related issues of the region and provides a framework to meet the water needs of the CFWI
RWSP Area through 2035.
This letter is being sent pursuant to section 373.709(8)(a), Florida Statutes (F.S.), which requires
the Districts to notify by certified mail the water supply entities identified in the CFWI RWSP as
the parties responsible for implementing the various project options listed in the CFWI RWSP
(Volume 11A, Appendix D). While it is not required that your entity implement any of the
options in the CFWI RWSP, there are statutory provisions that require action on your part.
Section 373.709(8)(b), F.S., requires water supply entities to consider the information in the
CFWI RWSP and provide the Districts, in writing, the following information no later than one
year of the receipt of this letter (April 2017):
1.) The alternative water supply projects or options identified in the CFWI RWSP, which
you have developed or intend to develop, if any. If you do not intend to develop one or
more of the alternative water supply project options identified in the CFWI RWSP you
can propose one or more alternative water supply project options sufficient to address
your future water needs as identified in the CFWI RWSP (Volume IA, Table A -1).
OOVE09MING 00AIIo
John A. Miklos, CHAIRMAN Fred N. Roberts Jr., wee crtAYRmAH Chuck Drake, SECRETARY Carla Yetter, TREAsuRER
ORLANDO OCALA ORLANDO FERNANDINA BEACH
❑ouglss C. Bournique John P. Browning, Jr. DOuglas Sumett Maryarn H. �hyabi Ron Howse
VERO BEACH EAST PALATKA ST. AUG USTINE ORMOND BEACN COCOA
Subject: 2015 Central Florida Water Initiative Regional Water Supply Plan Notice
May 9, 2016
Page 2
2.) A status report of the alternative water supply project implementation, including:
a.) the quantity of water to be produced;
b.) development of a financial plan;
c.) facilities master planning; and
d.) permitting and efforts in coordinating multijurisdictional projects, if applicable.
For entities located within the boundaries of more than one water management district, we will
coordinate the review of your submittal with the other District. As a reminder, annual progress
reports from water supply entities regarding the status of project implementation must be
submitted to the Districts by November 15 of each year (subsection 373.709(8)(b), F.S.).
In addition, each local government is required to update its water supply facilities work plan
within 18 months after governing board approval of a regional water supply plan pursuant to
subsection 163.3177(6)(c)3., F.S. The water supply facilities work plan must cover at least a 10-
year planning period and identify alternative and traditional water supply development projects,
and conservation and reuse activities needed to meet the projected future water demands. For
local governments that are wholly or partially in the CFWI RWSP Area work plans must be
updated by May 2017.
Please visit cfwiwater.com to access the CFWI RWSP and associated appendices for information
regarding the alternative water supply projects or options. If you have any questions or need
additional information regarding this matter please contact Kristi Cushman at 1- 386 - 3294308.
Sin -�7
Ann : "Shortelle, Ph-D.
Executive Director
CC: Kevin Smith, City Manager
Randy Stevenson, Community Development Director
TASK ORDER 3 TO AGREEMENT
DATED
February 19, 2015
CONSULTING ENGINEERING SERVICES
FOR
WINTER SPRINGS WATER SUPPLY PLAN UPDATE
BETWEEN
THE CITY OF WINTER SPRINGS
AND
CPH, INC.
This Task Order dated
(hereinafter called the OWNER
agreed upon and declared an
Services dated February 19. 20
as if repeated herein.
Attachment No. 2
2016 by and between the City of Winter Springs
} and CPH, Inc. (hereinafter called the Engineer ), is mutually
authorized Task Order based on Agreement for Engineering
15. The appropriate provisions of the Agreement apply as fully
SECTION 1
GENERAL
1.1 The purpose of this Task Order is to provide for Engineering Services, more
specifically itemized herein, in providing assistance to the City for preparing an
update to the 2007 City of Winter Springs Water Supply Plan.
SECTION 2
BASIC SERVICES OF THE ENGINEER
2.1 GENERAL
2.1 .1 The ENGINEER agrees to perform professional services in connection with the
project as hereinafter stated.
2.1.2 The ENGINEER will serve as the OWNER's professional engineering
representative in those phases of the project to which this Task Order applies,
and will give consultation and advice to the OWNER during the performance of
his services. The ENGINEER will perform the services for the City Commission
under the general supervision of the City Manager and Public Works /Utility
Director and will submit interim application and reports for review, input, decision,
etc. as appropriate.
SECTION 3
SCOPE OF SERVICES
3.1 GENERAL
A detailed scope of services, Exhibit A, and a manpower plan, Exhibit B, is
attached.
SECTION 4
SUPPLEMENTARY SERVICES OF THE ENGINEER
4.1 If authorized in writing by the OWNER prior to the rendering of such services, the
ENGINEER will furnish or obtain under subcontracts, supplementary services
which will be paid for by the OWNER.
4.1.1 Additional services due to significant changes in the scope of the project or its
design including, but not limited to, changes in size, complexity, character of
construction or due to time delays in initiating or completion of the work as
described herein.
4.1.2 Additional services in connection with the project including services normally
furnished by the OWNER as described in Section 5 herein and services not
otherwise provided for in this Task Order.
4.1 .3 Preparing to serve and serving as an expert witness for the OWNER in any
protest, litigation, or other proceeding involving the protect.
41.4 Additional engineering services required by revisions to regufations (after the
date of this Task Order) as applicable to the Florida Department of
Environmental Protection, the St. Johns River Water Management District, or
other regulatory agency requirements.
4. 1.5 Provide surveying or mapping services if required or requested by the OWNER.
426 Provide, through a subconsultant, soils investigation services if required or
requested by the OWNER.
THE OWNER'S RESPONSIBILITIES
5.1 The OWNER will:
5.1.1 Advise the ENGINEER of his requirements for the project and designate a
person to act as the OWNER's representative with respect to the work to be
performed under this Task Order, and such person shall have complete authority
to transmit instructions, receive information, interpret and define the OWNER's
policies and decisions pertinent to the work covered by this Task Order.
5.1.2 Guarantee access to and make all provision for the ENGINEER to enter upon
public and private lands as required for the ENGINEER to perform his work
under this Task Order.
5,1.3 Provide data requested that is reasonably available on the existing utility
systems, population and projections, land use and planning information.
51.4 Provide personnel to locate facilities and mow, trim, or otherwise make them
accessible for inspection.
5.1.5 Examine all studies, reports, sketches, and other documents presented by the
ENGINEER and render decisions pertaining thereto within a reasonable time so
as not to delay the work of the ENGINEER.
5.1.6 Obtain approval of all governmental authorities having jurisdiction over the
project, and such approvals and consents from such other individuals or bodies
as may be necessary for completion of the Project.
5.1.7 Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense,
necessary additional services as stipulated in Section 4 of this Task Order, or
other services as required.
5.1.8 Provide such legal, accounting, and insurance counseling services as may be
required for the project and such auditing services as the OWNER may require.
5.1.9 Give prompt written notice to the ENGINEER whenever the OWNER observes or
otherwise becomes aware of any defect in the Project.
SECTION 6
I9_►'[iTil:1ali1111
6.1 PAYMENT
Payments for services and expenses of the ENGINEER to be as set forth below:
61.1 The fee for the scope of services described herein will be provided as a lump
sung fee of Thirty -five Thousand, seven hundred and seventy dollars
($35,770.04 ), which includes miscellaneous expenses as necessary.
6.1.2 The OWNER will make prompt monthly payments in response to ENGINEER's
monthly statements without retention for all categories of services rendered
under this Task Order and for reimbursable expenses incurred.
6.1.3 Charges for the services rendered by principals and employees as witnesses in
any litigation, hearing or proceeding in accordance with Paragraph 4.1.4 will be
computed at a rate of $1200.00 per day or any portion thereof (but compensation
for time spent in preparing to appear in any such litigation, hearing or proceeding
will be computed hourly).
6.1 A If this Task Order is terminated during prosecution of the services prior to
completion of the services of Section 3, payments on account and all prior work
under this Task Order shall be due and payable, and shall constitute total
payment for services rendered. In addition, upon termination, the ENGINEER
shall be paid for any Additional Services authorized and rendered under Section
4,
6.1.5 The ENGINEER shall promptly begin work on the services authorized by this
Task Order upon receipt of notice to proceed from the OWNER.
SECTION 7
GENERAL CONDITIONS
7.1 Since the ENGINEER has no control over the cost of labor, materiais, or
equipment, or over any construction contractor's method of determining prices,
any opinions of probable construction cost which may be provided in the services
of this Task Order are made on the basis of his experience and qualifications and
represent his best judgment as a design professional familiar with the
construction industry, but the ENGINEER cannot and does not guarantee that
bids or the construction cost will not vary from opinions of probable cost prepared
by him.
7.2 The OWNER and the ENGINEER each binds himself and his partners,
successors, executors, administrators and assigns to the other party of this Task
Order and to partners, successors, executors, administrators, and assigns of
such other party in respect to all covenants of this Task Order. Nothing herein
shall be construed as creating any personal liability on the part of any officer or
agency of any public body which may be a party hereto, nor shall it be construed
as giving any rights or benefits hereunder to anyone other than the OWNER and
the ENGINEER.
SECTION 8
EXECUTION OF PROJECT
8.1 The ENGINEER agrees to prosecute the work in a timely manner until the
Project is completed.
IN WITNESS WHEREOF, the parties hereto have made and executed this
Amendment the day and year first above written.
ATTEST
M A
,r
OWNER:
City of Winter Springs, Florida
By:
Date:
ENGINEER:
CPH, Inc.
By:
IX
David E. Ma er
Vice President/Associate
Date: //~ 3 —.
Exhibit A
Scope of Services
BACKGROUND INFORMATION
AND
SCOPE OF SERVICES
WATER SUPPLY FACILITIES WORK PLAN - 2016
INTRODUCTION
The 2002 Legislature expanded the local government comprehensive plan requirements to
strengthen coordination of water supply planning and local land use planning. One of the most
significant new requirements is a Long Range Water Supply Facilities Work Plan (Work Plan)
identifying needed water supply facilities for at least a 10 -year planning period. The City of
Winter Springs met the requirements of the legislation by completing a Work Plan in April 2007.
In November 2015, the respective governing boards of the St. Johns, South Florida and
Southwest Water Management Districts approved the 2015 Central Florida Water Initiative
Regional Water Supply Plan (CFWI RWSP). Winter Springs is required to update the Work Plan
by May 2017. We will take the City of Winter Springs Water Supply Plan, dated April 2007 and
provide an updated version for a twenty year planning period. The Work Plan will look at all
aspects anew and provide a path for the future. Based on recent water plant data, it appears
that the per capita consumption of potable water has decreased. This will be verified in our
analysis and the Work Plan will be adjusted accordingly.
PREPARATION OF THE WORK PLAN
Objective of the Work Plan: The Work Plan will include the construction of water supply
facilities that are necessary to serve existing and new development for a 20 -year
planning period. The Work Plan will address those facilities for which the local
government is responsible. The Work Plan will strengthen the coordination between
local government land use planning responsibilities, water supply facilities planning
activities and the water resource development responsibilities of the water management
districts.
2. Coordination with SJRWMD: Coordinate with the City's CFWI RWSP. The Work Plan
shall be prepared for a 20 -year planning timeframe and will include demand projections
for five -year increments, such as 2020, 2025, 2030 and 2035.
3. Coordination with Local Plannina Acencv and Communitv Involvement:
1. Project the community's water supply needs for the twenty -year planning
period.
2. Assist the City in the revision of the Potable Water Sub - element to include
a Work Plan showing how the local government will meet those needs,
reflecting consideration of the RWSP, particularly with regard to adequacy
of sources.
3. Revise the Five -Year Schedule of Capital Improvements for any capital
improvements needed during the first five years of the planning period
and assist the City to revise goals, objectives and policies in the plan, as
needed.
4. Review of Current Comprehensive Plan: CPH will provide the updated Work Plan to the
City and City Staff shall review the current comprehensive plan to identify the text, goals,
objectives and policies that will integrate the Work Plan into the comprehensive plan.
City Staff will have the requirement to implement the selected plan and modify the
provisions of the Comprehensive Plan. We have not allocated time in this
proposal for assistance on these types of tasks.
5. Evaluation and Appraisal Report: City Staff will coordinate and perform any changes or
activities needed.
INFORMATION INCLUDED IN THE WORE( PLAN
The Work Plan update will be based upon information relevant to the community's unique
circumstances. In addition to the information outlined above, the Work Plan amendment will
include the following:
1. Supporting Data and Analysis:
a. Existing Facilities: Update the information on the existing potable water facilities,
including the location of wells (or intake point from a surface water source),
treatment and storage facilities, and the major distribution mains. Compile
information regarding the design capacity of the production and treatment
facilities, the current demand on these facilities, the geographic area served and
relevant consumptive use permit conditions and duration. Identify conservation
and reuse practices. For the purposes of this update, we will assume the
completion of the WTP 1 improvements that are currently under way.
b. Water Supply: Water supply facilities include the infrastructure necessary to
withdraw water from its source, and to transmit, treat and distribute the water to
the customer with associated storage facilities for diurnal flow changes. The
location of water sources (wells, surface water), storage facilities (in- ground,
above ground) and utility lines will be depicted on maps or aerials of a scale and
level of detail appropriate to the community. All distribution system mapping
will be provided by the City from their GIS system. Engineer will assist where
necessary with review of the prepared reaps. Maps shall depict the location of
the largest utility lines {say, 24 " }, the intermediate sized lines (say, 20 ", 16 ", 12"
and 10 °) and the smaller lines (say, 8" and 6 ") for inclusion in the Work Plan.
Proposed facilities will be added to the appropriate coverage and the results
combined to depict the location of proposed facilities for various future time
periods. Tabular format will be used for comparing projected demand, facility
capacity and permit conditions.
C. Service Areas: It is understood that the existing City limits and associated utility
service area will not be revised. Based on the established service area, prepare
a facility capacity analysis and note capacity surpluses and deficiencies for:
i. Existing conditions, including geographic area served, population served
and level of service.
ii. Conditions of five, ten, fifteen and twenty years in the future based on
projected demand, noting capacity surpluses and deficiencies.
2
iii. City Staff will provide CPH with all population projection data. CPH will
not make an assessment of the population changes.
iv. Identify water supply facilities needed to serve projected growth and
development for at least the next 20 -year period, including relevant
information for each facility, such as capacity in average daily flow and
maximum daily flow. City Staff will provide CPH with all historical data
(prior five years) in a spreadsheet format.
d. Water Sources: It is required that the Work Plan demonstrate that a sufficient supply
of water will be available to meet projected needs. Needed water might be supplied
from more than one source. Conservation and reuse will be examined as critical
techniques to reduce the demand for potable water. Coordinate with SJRWMD to
determine that the projections of water demands generated for the City plan are
compatible with the CFWI RWSP, Also determine that the conclusions regarding
water source availability are compatible. The Work Plan shall consider the use of
water sources, or some combination of sources, identified in the CFWI RWSP. We
will investigate the following water source options as requested by the City:
i. Secondary non - potable Lake Jessup source for public access reclaimed
supplementation.
ii. Secondary non - potable reclaimed supplementation.
iii. Purchase potable treated water from another entity.
iv. Conservation.
We have not included time for interlocal and contractural negotiations with local governments or
agencies, extended discussions with_local_ agencies or permitting activities for alternate water
cni irr^ca — — -- ......._
2. Updated Work Plan
Based on the supporting data and analysis, the updated Work Plan will include:
a. A Long -Range Water Supply Facilities Work Plan listing the potable water
facilities that will be needed during the next 20 -year period, including relevant
information for each facility, such as capacity in average daily flow and maximum
daily flow. Facilities shall be in priority order. For each listed facility, it will
identify:
i. The anticipated year of construction, considering the need for permitting
and construction;
ii. The water source to be utilized;
iii. The estimated cost of construction;
iv. The source of funds.
b. Chapter Revisions
i. Chapter 1 — Summary and Recommendations will be revised to reflect the
current program.
ii. Chapter 2 — Introduction will be updated.
iii. Chapter 3 — Water Supply Consideration will be updated to reflect the
CFWI RWSP
3
iv. Chapter 4 — Existing Conditions will include all capital items initiated since
the 2007 WSP. it will also include the treatment enhancements currently
under construction at WTP 7.
V. Chapter 5 — Population and Water Flows will be revised in accordance
with data and population projections provided by City Staff.
vi. Chapter 6 -- Design Criteria will remain the same as regulatory and
engineering standards are unchanged since 2007.
vii. Chapter 7 — Evaluation of Water System Improvements will be revised in
accordance with the new data and analysis.
viii. All associated reaps and tables will be updated. City Staff will provide and
updated distribution system map showing all new lines since the 2007
WSP.
We have developed the attached work effort (Plan of Study) based on the information contained
above. First, we will determine with the assistance of the City Staff the water supply needs of
the City and whether or not the currently permitted supply is adequate to meet these needs.
Second. we wilt identify options available to meet any deficit and coordinate this with SJRWMD.
This is the area that cannot be completely identified in our scope of work. If the existing facilities
and Consumptive Use Permit allocation cannot meet the future needs of the City, we believe
that there will be additional work effort needed in order to meet the supply /source requirements
of the Work Plan.
10
Exhibit B
Manpower Estimate
Winter Springs Proposal
Water Facilities Work Plan Update 2016
Number Task Descri lion
Manager Engineer Technician Secretary Expenses
1 Review Central Florida Water Initiative Regional Water Supply Plan and the recommendations contained therein for applicable
Project Manager
items for Winter Springs. Coordinate these elements with the proposed plan for the City
4 8
2 Coordinate with SJRWMD to obtain a contact person for data and information.
1 4 1
3 Gather from City and prepare supporting data for the Water Supply Facilities Work Pian for a twenty year period.
2 8 2 550.9D
a Identity and verify existing potable water facilities including all welis. treatment and storage facilities and major distribution
64 $6.080 -00
mains.
a 8 8
b Compile information regarding the design rapacity of the production and treatment facilities, the current demand on these
Expenses
facilities, the geographic area served and relevant consumptive use permit conditions and duration
4 8 1
c idenlify conservation and reuse practices. Recommend additonai items for implementation.
4 8 1
Prepare or revise available maps showing the Iocatton of existing and proposed water sources, storage facilities and
d distribution lines. Distribution maps shall show largest, intermediate and small Iknes. Proposed facilities shall be clearly defined.
4 12 :12
City to provide maps. Provide for three W TP facilities.
Prepare tabular formal to compare projected demand, facility capacity and permit conditions. Identify feasible and permittable
e alternatives for capacity needs above the CUP allocation
4 8 1
f Prepare an updated service area map - City to provide from GIS System
1 8
Prepare a facility capacity ana$ysis and note capacity supluses and deficiencies identify existing, 5. 10, 15 and 20 year
g projected demands.
8 6
It Identify water supply facilities and water sources needed to serve projected growth and development for at least the next 20-
year period including relevant information for each facility, such as AD; and MDF
4 8 1
i Identify existing and future water supply sources within reasonable distance and availability to the City of Winter Springs.
1 4
Evaluate options available for water supply sources for water supply needs above the permitted CUP source. We will evaluate
two secondary lower quality sourcesloptions, water from Lake Jesup and stormwater ponds Both options will be looked at from
t a supplementation standpoint to the reclaimed water supply. We will evaluate one option of purchase of water from an outside
source and we will address conservation issues as well as reuse,
4 g 1
k Attend four meetings with City staff to discuss findings at critical points in the development of the Work plan
16 1 $100.00
4 Work Plan
Prepare a Water Facilities Work Plan for incorporation as a Comprehensive Plan Amendment for the next ten year period in a
a
priority order which includes year of construction, water Source, cost estimate and funding source.
24 24 16 1 $200.00
b Identify and adopt a five year needs plan into the five year CIP
4 4
5 City Staff shall be responsible to review the Comprehensive Phan, specifically the Potable Water, Capital improvemenls,
Conservation and Intergovernmental Coordination Elements and Sub - elements.
fiI IRTnTAI FXRF GT I AROR
93 170 64 11 5350.00
RATE
Project Manager
$160.00
93 $14,880.00
Project Engineer
$115.00
120 $13.800.00
Design Technician
$85 -00
64 $6.080 -00
Clerical it
$60.00
11 $660.00
Expenses
$350.00
Total
$35.770.00