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HomeMy WebLinkAbout2004 01 12 Consent 208COMMISSION AGENDA ITEM 208 January 12, 2004 Meeting CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR MGR/' /KEPT /� dr Authorization REQUEST: Utility Department Requesting a Supplemental Appropriation and Authorization to Enter into an Agreement with CPH Engineers and LDI to develop and incorporate into the Comprehensive Plan a Water Supply Facilities Work Plan. PURPOSE: . The purpose of this Board item is to request a supplemental appropriation of $30,000 and authorize the scope of services by CPH Engineers at $16,500 and scope of service by LDI at $13,500 to develop a Water Supply Facilities Work Plan and incorporate the plan into the Comprehensive Plan. CONSIDERATIONS: This work is needed to meet the 2002 Legislative requirements that expanded the local government 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. Local governments having responsibility for water supply facilities located within designated areas should, by January 1, 2005, or the EAR due date, whichever is earlier: (a) Revise the Potable Water Sub -element to incorporate consideration of the appropriate RWSP. (b) Revise the Potable Water Sub -element to include a Water Supply Facilities Work Plan for at least a 10-year period for those water supply facilities necessary to serve existing and new development within their service area. Amend, if necessary, the Five -Year Schedule of Capital Improvements to provide consistency between the Potable Water Sub -element and the Capital Improvements Element. January 12, 2004 Consent Agenda Item 208 Page 2 (c) During the regularly scheduled EAR update, the local government must also comply with corollary requirements for the conservation element and intergovernmental coordination element. While these corollary requirements are not explicitly required for the completion of the Work Plan due January 1, 2005, it is recommended they be completed concurrently to provide assurance that the Work Plan adequately addresses the water supply facilities needed for the projected 10-year period. CPH Engineers will develop the Water Supply Facilities Work Plan at a cost of $16,500. LDI will integrate the Work Plan into the Comprehensive Plan at a cost of $13,500. FUNDING: The proposed scope of work will cost $30,000 for which there were not sufficient funds budgeted. A $30,000 supplemental appropriation from the Utility Enterprise Fund balance to the consultant line code (3600-53160) is requested. The funds will be spent over the next 180 days. RECOMMENDATION: It is recommended that authorization be approved for a supplemental appropriation of $30,000 from the Utility Enterprise Fund and the scope of services by CPH Engineers and LDI be approved at a cost of $16,500 and $13,500, respectively, payable from the Utility Enterprise Fund consulting line code (3600-53160). IMPLEMENTATION SCHEDULE: The scope of work will be completed within 180 days of issuance of the NTP. ATTACHMENTS: 1. CPH Engineers Amendment 80 2. LDI Scope of Services COMMISSION ACTION: Attachment No. 1 AMENDMENT 80 TO AGREEMENT CONSULTING ENGINEERING SERVICES FOR WATER SUPPLY FACILITIES WORK PLAN BETWEEN THE CITY OF WINTER SPRINGS :►o CPH ENGINEERS, INC. This Amendment dated , 2003, by and between the City of Winter Springs (hereinafter called the OWNER) and CPH Engineers, Inc. (hereinafter called the Engineer), is mutually agreed upon and declared an authorized Amendment to an Agreement dated November 27, 1984, between the parties, herein setting forth the scope, terms and conditions of the services herein authorized. The appropriate provisions of the November 27, 1984, Agreement, apply as fully as if repeated herein. SECTION 1 GENERAL 1.1 The purpose of this Amendment. is to provide for Engineering and Planning Services, more specifically itemized herein, in the preparation of a Water Supply Facilities Work 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 Amendment 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 Utilities Director and will submit interim plans to them for their review, input, decision, etc. as appropriate. SECTION 3 SCOPE OF SERVICES 3.1 GENERAL The OWNER hereby authorizes the ENGINEER to proceed with the preparation of the Water Supply Facilities Work Plan. The work tasks are described in detail in Appendix A and include a Plan of Study, which outlines the expected man- hours for each task. It is our intent to update the City of Winter Springs Master Water Plan in coordination with the City staff and to utilize City resources wherever and whenever possible during the course of this work. 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 of the following types, which will be paid for by the OWNER, as described in SECTION 6, Paragraph 6.1.2. 4.2.1 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. 4.2.2 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 Amendment. 4.2.3 Preparing to serve and serving as an expert witness for the OWNER in any protest, litigation, or other proceeding involving the project. 4.2.4 Additional engineering services required by revisions to regulations (after the date of this Amendment) as applicable to the Florida Department of Environmental Protection, the St. Johns River Water Management District, or other regulatory agency requirements. 4.2.5 Provide, through a subconsultant, surveying services if required or requested by the OWNER. 4.2.6 Provide, through a subconsultant, soils investigation services if required or requested by the OWNER. SECTION 5 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 OWNERS representative with respect to the work to be performed under this Amendment, 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 Amendment. 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 Amendment. 5.1.3 Provide data requested that is reasonably available on the existing utility systems, population and projections, land use and planning information. 5.1.4 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 approvals and consents from 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, soils investigations if advised in writing by the ENGINEER that they are necessary or advisable. 5.1.8 Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, necessary additional services as stipulated in Section 4 of this Amendment, or other services as required. 5.1.9 Provide such legal, accounting, and insurance counseling services as may be required for the project, and such auditing services as the OWNER may require. 5.1.10 Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project. SECTION 6 19- 1i _ ► 1 6.1 Payments for services and expenses of the ENGINEER to be as set forth below: 6.1.1 Compensation paid ENGINEER for services described herein and rendered by principals and employees assigned to the Project shall be a lump sum fee of $15,912.50. 6.1.2 Expenses for items not specifically valued herein are to be reimbursed to the ENGINEER at the actual cost thereof. Said expenses shall include transportation and subsistence of principals and employees, when traveling in connection with the Project, toll telephone calls, telegrams and similar project - related items. Such expenses are included in the lump sum fee described above. 6.1.3 The OWNER ,will make prompt monthly payments in response to ENGINEER's monthly statements without retention for all categories of services rendered under this Amendment and for reimbursable expenses incurred. 6.1.4 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 $800.00 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 in accordance with the funding levels as set forth in Paragraph 6.1.1 and 6.2.1 herein). 6.1.5 If this Amendment is terminated during prosecution of the services prior to completion of the services of Section 3, payments to be made in accordance with Paragraph 6.1.1 on account of that and all prior work under this Amendment 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. 6.1.6 The ENGINEER shall promptly begin work on the services authorized by this Amendment 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, materials, 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 Amendment 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 Amendment and to partners, successors, executors, administrators, and assigns of the other party in respect to all covenants of this Amendment. 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 8.1 The ENGINEER agrees to prosecute the work in a timely manner until the Project is completed. ATTEST ATTEST IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment the day and year first above written. OWNER: City of Winter Springs, Florida 0 Date: ENGINEER: CPH Engineers, Inc. By: Date: APPENDIX A BACKGROUND INFORMATION AND SCOPE OF SERVICES WATER SUPPLY FACILITIES WORK PLAN 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 following work items are the Engineering work items necessary to comply with the regulations. It does not include the planning requirements. LOCAL GOVERNMENT ADOPTION Local governments having responsibility for water supply facilities located within designated areas with approved RWSPs should, by January 1, 2005, or the EAR due date, whichever is earlier: (a) Revise the Potable Water Sub -element to incorporate consideration of the appropriate RWSP. (b) Revise the Potable Water Sub -element to include a Water Supply Facilities Work Plan for at least a 10-year period for those water supply facilities necessary to serve existing and new development within their service area. Amend, if necessary, the Five -Year Schedule of Capital Improvements to provide consistency between the Potable Water Sub -element and the Capital Improvements Element. (c) During the regularly scheduled EAR update, the local government must also comply with corollary requirements for the conservation element and intergovernmental coordination element. While these corollary requirements are not explicitly required for the completion of the Work Plan due January 1, 2005, it is recommended they be completed concurrently to provide assurance that the Work Plan adequately addresses the water supply facilities needed for the projected 10-year period. PREPARATION OF THE WATER SUPPLY FACILITIES WORK PLAN AMENDMENT Objective of the Work Plan: The Water Supply Facilities Work Plan should ensure the construction of water supply facilities that are necessary to serve existing and new development for at least a 10-year planning period. 2. Coordination with SJRWMD: Coordinate with the District regarding demand projections, the use of appropriate water sources to meet projected demand and the use of water conservation and reuse strategies. Request the District to identify the relevant aspects of their plans that should be considered when formulating the Work Plan, including any relevant information that is not contained within the published plan. Request SJRWMD to designate a contact person to provide information and assistance. The Work Plan shall be prepared for a 20-year planning timeframe and will include demand projections for five-year increments, such as 2005, 2010, 2015 and 2020. INFORMATION INCLUDED IN THE WATER SUPPLY FACILITIES WORK PLAN AMENDMENT Like all plan amendments, the Work Plan amendment must be based upon information relevant to the community's unique circumstances. The Work Plan amendment must include the following: 1. Supporting Data and Analysis: a. Existing Facilities: Identify 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. b. Water Supply: Water supply facilities include the infrastructure necessary to withdraw water from its source, and to transmit, treat and distribute the water and any associated storage facilities. The location of water sources (wells, surface water), storage facilities (in -ground, above ground) and utility lines will be depicted on maps of a scale and level of detail appropriate to the community. All mapping will be provided by others. Engineer will assist where necessary with review of the prepared maps. 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. Feasible and permittable alternatives must be described where the permitted CUP allocation is unlikely to be expanded due to source limitations. A deficit may be avoided by planning to purchase raw water from an adjacent supplier or by the development of an alternate source(s) of water. C. Service Areas: Work with the City to develop the service area. Based on the established service area, prepare a facility capacity analysis and note capacity surpluses and deficiencies for: a. Existing conditions, including geographic area served, population served and level of service. b. Conditions of five years in the future based on projected demand, noting capacity surpluses and deficiencies. C. Conditions ten years in the future based on projected demand, noting capacity surpluses and deficiencies. d. Identify water supply facilities needed to serve projected growth and development for at least the next 10-year period, including relevant information for each facility, such as capacity in average daily flow and maximum daily flow. 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 RWSP. Also determine that the conclusions regarding water source availability are compatible. The Plan shall consider the use of water sources, or some combination of sources, identified in the RWSP. The plan for Winter Springs will investigate the following water source options as requested by the City: 1) Secondary non -potable Lake Jessup source for public access reclaimed supplementation. 2) Secondary non -potable stormwater pond source(s) for public access reclaimed supplementation. 3) Purchase treated water from another entity. 4) Conservation. According to SJRWMD, the alternate sources plan will be available in November or December 2003. The results of this plan will have to be incorporated into the Winter Springs Work Plan. The water supply solution to any deficit for the City of Winter Springs cannot be defined at this time and we cannot determine the cost associated with the development of this portion of the Work Plan. We have included three coordination meetings with other local governmental entities that may be affected by or have an interest in the alternate sources of water proposed by the Work Plan. Any meeting outside of this quantity will be billed at our hourly rates for the employees actually involved. We have not included time for interlocal and contractural negotiations with local governments or agencies (including Seminole County), extended discussions with local agencies or permitting activities for alternate water sources Such services can be provided at our hourly rates on an as needed basis. See further discussion on this local government coordination herein below. SJRWMD has indicated that a county -wide solution or program may be required to serve the future water supply needs of the communities in Seminole County. It would be advisable for the City of Winter Springs to participate in these discussions and/or plans. 2. Adopted Portion of the Work Plan Amendment: Based on the supporting data and analysis, the adopted Work Plan amendment will include: a. A Long -Range Water Supply Facilities Work Plan listing the potable water facilities that will be needed during at least the next 10-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: 1. The anticipated year of construction, considering the need for permitting and construction; 2. The water source to be utilized; 3. The estimated cost of construction; 4. The source of funds. 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 will 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. We believe that there will be additional work effort to meet the supply/source requirements of the Work Plan. As mentioned above, SJRWMD has not completed the recommended alternate sources plan for the Seminole County area. There are also political issues to resolve that involve coordination of the local governmental agencies. We cannot determine the amount of time that would be required to assist the City in such negotiations. We have only included time for three such meetings for initial coordination. This should provide us the opportunity to assess the situation and provide the City with further recommendations and our assessment of the future coordination needs. The alternative water solutions at this time are conceptual in nature as more detailed study and permitting is required to bring any such projects to a construction phase. We believe it is the intent of the regulations to end up with water supply solutions that are either in existence or are "permitable". One such option that has been mentioned by SJRWMD is to purchase water from Seminole County. Seminole County is planning to construct a surface water treatment, on the St. John's River. This facility will treat the river water to drinking water standards. Third, the City will have to decide which options they want to pursue and how much benefit will be provided by the selected options. Finally, the City will have to implement the selected plan and modify the provisions of the Comprehensive Plan. Attachment No. 2 Land Design, Inc. Proposal SCOPE OF SERVICES Water Supply Plan Update to the Comprehensive Plan Since Winter Springs is located within a Regional Water Supply Plan area and is responsible for its own water supply, the City is required to update the Comprehensive Plan related to the Work Plan by the EAR due date. LDI would be honored to update the City of Winter Springs's Comprehensive Plan. Our approach for the amendments to the City's Comprehensive Plan would be based upon the changes implemented by the Legislature in 2002, which were intended to strengthen coordination_ of water supply planning and local land use planning. The specific proposed tasks for this work order are identified below: 1. LDI will identify and prioritize with staff the water supply facilities and sources of water needed to meet the needs identified in the Work Plan for the 10-year Plan. 2. LDI will incorporate the proposed changes for the Work Plan into the Potable Water Element. 3. LDI will provide recommendations to amend the Capital Improvements Schedule to include those capital improvements identified as needed for the first five years. 4. LDI will provide recommendations to amend the Conservation Element to ensure that projected water needs and sources are for at least a 10-year planning period and that full consideration is given to the regional water supply plan or the district water management plan. 5. LDI will provide recommendations to amend the Intergovernmental Coordination Element to ensure coordination with the regional water supply plan. 6. LDI will present on behalf of the City to the Local Planning Agency and the City Council for transmittal hearings to submit the amendment to DCA. Any additional public hearings and workshops LDI is requested to facilitate will be billed separately based upon our hourly rates. LDI will work diligently to update the elements based upon information provided in the Water Supply Plan prepared by CPH. LDI will ensure that the proposed amendments are in compliance with the new State Statute and Rule changes. We will utilize the most recent data available at the time of amendment preparation. LDI will provide City staff with monthly progress reports throughout the amendment preparation process. CITY STAFF RESPONSIBILITIES 1) Provide data and information needed in adequate time to complete the revisions of the Elements. 2) Ensure that all statutory public . participation requirements are met throughout the Comprehensive Plan amendment process for the City. FEE SUMMARY FOR EAR BASED AMENDMENTS The lump sum fee to prepare the Work Plan and update the Comprehensive Plan Elements related to the new Statute requirements is $12,850.00. Reimbursable expenses will be billed to the City at direct cost with no mark-up. LDI will not exceed $500.00 in reimbursable expenses without approval from the City in writing. OPTIONAL SERVICES 1) DCA Coordination — If requested, LDI will coordinate the submittal with the Department of Community Affairs on behalf of the City. We can also assist with ensuring that DCA and the required reviewing agencies receive all necessary data and analysis to review the amendment package. Any coordination meetings with DCA or assistance with transmittal packages will be billed separately based upon our hourly rates. PER PUBLIC WORKS DEPARTMENT DIRECTOR, THERE IS NO ORIGINAL OF THIS CONTRACT. AMENDMENT 80 TO AGREEMENT CONSULTING ENGINEERING SERVICES FOR WATER SUPPLY FACILITIES WORK PLAN BETWEEN THE CITY OF WINTER SPRINGS AND CPH ENGINEERS, INC. This Amendment dated , 2003, by and between the City of Winter Springs (hereinafter called the OWNER) and CPH Engineers, Inc. (hereinafter called the Engineer), is mutually agreed upon and declared an authorized Amendment to an Agreement dated November 27, 1984, between the parties, herein setting forth the scope, terms and conditions of the services herein authorized. The appropriate provisions of the November 27, 1984, Agreement, apply as fully as if repeated herein. SECTION 1 GENERAL 1.1 The purpose of this Amendment is to provide for Engineering and Planning Services, more specifically itemized herein, in the preparation of a Water Supply Facilities Work 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 Amendment 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 Utilities Director and will submit interim plans to them for their review, input, decision, etc. as appropriate. SECTION 3 SCOPE OF SERVICES 3.1 GENERAL The OWNER hereby authorizes the ENGINEER to proceed with the preparation of the Water Supply Facilities Work Plan. The work tasks are described in detail in Appendix A and include a Plan of Study, which outlines the expected man-hours for each task. It is our intent to update the City of Winter Springs Master Water Plan in coordination with the City staff and to utilize City resources wherever and whenever possible during the course of this work. 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 of the following types, which will be paid for by the OWNER, as described in SECTION 6, Paragraph 6.1.2. 4.2.1 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. 4.2.2 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 Amendment. 4.2.3 Preparing to serve and serving as an expert witness for the OWNER in any protest, litigation, or other proceeding involving the project. 4.2.4 Additional engineering services required by revisions to regulations (after the date of this Amendment) as applicable to the Florida Department of Environmental Protection, the St. Johns River Water Management District, or other regulatory agency requirements. 4.2.5 Provide, through a subconsultant, surveying services if required or requested by the OWNER. 4.2.6 Provide, through a subconsultant, soils investigation services if required or requested by the OWNER. SECTION 5 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 Amendment, 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 Amendment. 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 Amendment. 5.1.3 Provide data requested that is reasonably available on the existing utility systems, population and projections, land use and planning information. 5.1.4 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 approvals and consents from 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, soils investigations if advised in writing by the ENGINEER thatthey are necessaryor advisable. 5.1.8 Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, necessary additional services as stipulated in Section 4 of this Amendment, or other services as required. 5.1.9 Provide such legal, accounting, and insurance counseling services as may be required for the project, and such auditing services as the OWNER may require. 5.1.10 Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project. SECTION 6 PAYMENT 6.1 PAYMENT Payments for services and expenses of the ENGINEER to be as set forth below: 6.1.1 Compensation paid ENGINEER for services described herein and rendered by principals and employees assigned to the Project shall be a lump sum fee of $15,912.50. 6.1.2 Expenses for items not specifically valued herein are to be reimbursed to the ENGINEER at the actual cost thereof. Said expenses shall include transportation and subsistence of principals and employees, when traveling in connection with the Project, toll telephone calls, telegrams and similar project -related items. Such expenses are included in the lump sum fee described above. 6.1.3 The OWNER will make prompt monthly payments in response to ENGINEER's monthly statements without retention for all categories of services rendered under this Amendment and for reimbursable expenses incurred. 6.1.4 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 $800.00 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 in accordance with the funding levels as set forth in Paragraph 6.1.1 and 6.2.1 herein). 6.1.5 If this Amendment is terminated during prosecution of the services prior to completion of the services of Section 3, payments to be made in accordance with Paragraph 6.1,1 on account of that and all prior work under this Amendment shall be due and payable, and shall constitute total payment for services rendered. In addition, upon termination, the ENGINEER shall be paid forany Additional Services authorized and rendered under Section 4. 6.1.6 The ENGINEER shall promptly begin work on the services authorized by this Amendment 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, materials, 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 Amendment 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 Amendment and to partners, successors, executors, administrators, and assigns of the other parry in respect to all covenants of this Amendment. 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 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. OWNER: City of Winter Springs, Florida ATTEST By: 4�4zz,-I. Date: ENGINEER: CPH Engineers, Inc. ATTEi . . 4 By;, ef�,Cx Date: ' e._ At,,: FY JAZ6582MMPROPOSALSMINTER SPRINGSIAMEND 80.DOC APPENDIX A SCOPE OF SERVICES And PLAN OF STUDY APPENDIX A BACKGROUND INFORMATION AND SCOPE OF SERVICES WATER SUPPLY FACILITIES WORK PLAN IZhIZT0I1�10we]u 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 following work items are the Engineering work items necessary to comply with the regulations. It does not include the planning requirements. LOCAL GOVERNMENT ADOPTION Local governments having responsibility for water supply facilities located within designated areas with approved RWSPs should, by January 1, 2005, or the EAR due date, whichever is earlier: (a) Revise the Potable Water Sub -element to incorporate consideration of the appropriate RWSP. (b) Revise the Potable Water Sub -element to include a Water Supply Facilities Work Plan for at least a 10-year period for those water supply facilities necessary to serve existing and new development within their service area. Amend, if necessary, the Five -Year Schedule of Capital Improvements to provide consistency between the Potable Water Sub -element and the Capital Improvements Element. (c) During the regularly scheduled EAR update, the local government must also comply with corollary requirements for the conservation element and intergovernmental coordination element. While these corollary requirements are not explicitly required for the completion of the Work Plan due January 1, 2005, it is recommended they be completed concurrently to provide assurance that the Work Plan adequately addresses the water supply facilities needed for the projected 10-year period. PREPARATION OF THE WATER SUPPLY FACILITIES WORK PLAN AMENDMENT-. Obiective of the Work Plan: The Water Supply Facilities Work Plan should ensure the construction of water supply facilities that are necessary to serve existing and new development for at least a 10-year planning period. 2. Coordination with SJRWMD: Coordinate with the District regarding demand projections, the use of appropriate water sources to meet projected demand and the use of water conservation and reuse strategies. Request the District to identify the relevant aspects of their plans that should be considered when formulating the Work Plan, including any relevant information that is not contained within the published plan. Request SJRWMD to designate a contact person to provide information and assistance. The Work Plan shall be prepared for a 20-year planning timeframe and will include demand projections for five-year increments, such as 2005, 2010, 2015 and 2020. INFORMATION INCLUDED IN THE WATER SUPPLY FACILITIES WORK PLAN AMENDMENT Like all plan amendments, the Work Plan amendment must be based upon information relevant to the community's unique circumstances. The Work Plan amendment must include the following: Supporting Data and Analysis: Existing Facilities: Identify 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. b. Water Supply: Water supply facilities include the infrastructure necessary to withdraw water from its source, and to transmit, treat and distribute the water and any associated storage facilities. The location of water sources (wells, surface water), storage facilities (in -ground, above ground) and utility lines will be depicted on maps of a scale and level of detail appropriate to the community. All mapping will be provided by others. Engineer will assist where necessary with review of the prepared maps. 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. Feasible and permittable alternatives must be described where the permitted CUP allocation is unlikely to be expanded due to source limitations. A deficit may be avoided by planning to purchase raw water from an adjacent supplier or by the development of an alternate source(s) of water. C. Service Areas: Work with the City to develop the service area. Based on the established service area, prepare a facility capacity analysis and note capacity surpluses and deficiencies for: Existing conditions, including geographic area served, population served and level of service. Conditions of five years in the future based on projected demand, noting capacity surpluses and deficiencies. C. Conditions ten years in the future based on projected demand, noting capacity surpluses and deficiencies. d. Identify water supply facilities needed to serve projected growth and development for at least the next 10-year period, including relevant information for each facility, such as capacity in average daily flow and maximum daily flow. 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 RWSP. Also determine that the conclusions regarding water source availability are compatible. The Plan shall consider the use of water sources, or some combination of sources, identified in the RWSP. The plan for Winter Springs will investigate the following water source options as requested by the City: 1) Secondary non -potable Lake Jessup source for public access reclaimed supplementation. 2) Secondary non -potable stormwater pond source(s) for public access reclaimed supplementation. 3) Purchase treated water from another entity. 4) Conservation. According to SJRWMD, the alternate sources plan will be available in November or December 2003. The results of this plan will have to be incorporated into the Winter Springs Work Plan. The water supply solution to any deficit for the City of Winter Springs cannot be defined at this time and we cannot determine the cost associated with the development of this portion of the Work Plan. We have included three coordination meetings with other local governmental entities that may be affected by or have an interest in the alternate sources of water proposed by the Work Plan. Any meeting outside of this quantity will be billed at our hourly rates for the employees actually involved. We have not included time for interlocal and contractural negotiations with local governments or agencies (including Seminole County), extended discussions with local agencies or permitting activities for alternate water sources. Such services can be provided at our hourly rates on an as needed basis. See further discussion on this local government coordination herein below. SJRWMD has indicated that a county -wide solution or program may be required to serve the future water supply needs of the communities in Seminole County. It would be advisable for the City of Winter Springs to participate in these discussions and/or plans. 2. Adopted Portion of the Work Plan Amendment: Based on the supporting data and analysis, the adopted Work Plan amendment will include: a. A Long -Range Water Supply Facilities Work Plan listing the potable water facilities that will be needed during at least the next 10-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: 1. The anticipated year of construction, considering the need for permitting and construction; 2. The water source to be utilized; 3. The estimated cost of construction; 4. The source of funds. 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 will 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. We believe that there will be additional work effort to meet the supply/source requirements of the Work Plan. As mentioned above, SJRWMD has not completed the recommended alternate sources plan for the Seminole County area. There are also political issues to resolve that involve coordination of the local governmental agencies. We cannot determine the amount of time that would be required to assist the City in such negotiations. We have only included time for three such meetings for initial coordination. This should provide us the opportunity to assess the situation and provide the City with further recommendations and our assessment of the future coordination needs. The alternative water solutions at this time are conceptual in nature as more detailed study and permitting is required to bring any such projects to a construction phase. We believe it is the intent of the regulations to end up with water supply solutions that are either in existence or are "permitable". One such option that has been mentioned by SJRWMD is to purchase water from Seminole County. Seminole County is planning to construct a surface water treatment on the St. John's River. This facility will treat the river water to drinking water standards. Third, the City will have to decide which options they want to pursue and how much benefit will be provided by the selected options. Finally, the City will have to implement the selected plan and modify the provisions of the Comprehensive Plan. Winter Springs Proposal Water Facilities Work Plan Task Number Task Description Principal Project Design CADD Misc. Review SJRWMD Regional Water Supply Plan and the recommendations contained therein for applicable items for Engineer En (Err) Operator Secretary Expenses Winter Springs. Coordinate these elements with the proposed plan for the City. 21 2 2 :Coordinate with SJRWMD to obtain a contact person for data and information. 0.5- ------ -- 0.5 3 --�- Pre are su ortin data br the Water Supply Facilities Work Plan for a twenty year period. -Pam_-g---- __ - -'---- a Identify ewsUng j�oAle water fatalities including all wells, treatment and storage facilities and major distribution mains. Compile information regarding the design capacity of the production and treatment facilities, the current demand these) $250.00 1 `2'--_ - - -- -- -- b c on facilities, the o ra hic area served and relevant consumptive use - J 9 P permit conditions and duration. - I dentify 2 2 1' conservation and reuse pracfices_ Recanmend additonal items for impiemerdation.-- Prepare maps showing the location of existing and proposed water sources, storage facilities and distribution Imes. ---�- ---- --- ----- d_ Distribution maps shall hbw lamest, intermediate and small lines. Proposed facilities shall be clearly defined. ----- BY OTHERS e la - Prepare tabular format to compare projected demand, facility capacity and permit conditions. Identify feasible cirri -- ------- - Permit table alternatives for capacity needs above the CUP allocation. See j below. - _—1_�' - - - - - - 1 2! 2' 1 j f Pre are a service area ma �- -- --P - -- - - --- ---�---- - BY OTHERS g Prepare a facility capacity analysis and note capacity supluses and deficiencies. Identify existing, 5, 10, 15 and 20 year - - - - - -- --- - - -- rdected_demands. ---- - ----- ___-- - 2' 4 4j- 1 h Identi water su 7---T- fy ppty facilities and water sources needed to serve projected growth and development far at least the next -- - --- --- - - - - -- -- -- peenod including relevant information for each facility, such as ADF and MDF - - 1, 1 I Ident� existing and future water supply sources. - - -- - --- ----- _ -- --- -- ---- 1 2 2 - --- --- _, Evaluate o lions available for water su p pply sources for water supply needs above the permitted CUP source. We v�ili -__ _,.__ - -'- ' - ---- -- -------- I evaluate two secondary lower quality sources/options, water from Lake Jesup and stommeter ponds. Both options will be looked at from 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. 1 16i 16, gl k _ - --- -- --- - Attend two meetings with City staffto discuss findings at critical prints in the develo - _-- _ -$- --- pment of the Work plan _ .__ _ _ - - -- - - -- --_-- 6' 6 0.51 $50.00 I Attend up to three coordination meetings with other local government's staff. _ - _ -- ---- ---- - -- - - - g g; -- - - -- 21 $100.00 4 IAdopledWorkPlan - - - ---- ---- - - -- , -. a ---- -r - a - - --- - - --- - --------------- _ Prepare a Water Facilities Work Plan for Inc - � - -----'--�---�-" p orporation as a Comprehensive Plan Amendment for the next ten year - "-"' ti----------- period in a priority order which includes year of construction, water source, cost estimate and funding source. - 0.5 16 24 1 $10G.00 b Identify and adopt a five year needs Plan Into the five year CIP -- -t --- _ - - -�-----_-___ F Review the Com rehensive Plan, s p pacifically the Potable Water, Capital Improvements, Conservation and - --- -" ,Intergovernmental Coordination Elements and Sub -elements. BY OTHERS a - -- -- - - - ----- ,Revise Potable Water sub -element to incorporate the Work Plan -- --- - - ------- --- _ --- - -- - --- - - _--- ------- BY OTHERS b Revise Conservation element to coordinate with RWSP and the Work Plan _ __ ----- ------------------------------- BY OTHERS Revise lriergovemmental Coordination element to show relationships and state principles and guidelines to be used in - c ;the accomplishment of the coordination required to implement the Work Plan. - ----- BY OTHERS d - -- _. !Revise GOPs for the Potable Water Sub element - -------------- - --- --- - -- BY OTHERS e -- _ _ -._ Revise GOPs for the Conservation Element BY OTHERS --" fi ;Revise GCPs for the Intergovemmental Coordination Element -_ ----- -----_-- ---------- -- BY OTHERS g Revise GOPs fora other element related to the water supply L-----_-_-- PPty facilities. - -- _ _ _ BY OTHERS !- -_-- h - i A� ttend two coordination meetings with City staff and planning consultant to review Comp Ptan reviswns - ---r - - 6 - 1 $50.00 I Attend one meeting with the local_planning agency to present data and findi for adoption. __ ___ __ _ V - --, - -- -•---50 -- 3 i 3� 1 $25.00 Attend one meetin with the commission to Present data and findings for ado lion. qt IRTnTA1 r)iDFr`T I ARr1D ___ 31 3; $25 UO u 11 $625.00 RATE Project Manager $105.00 20 $2,100.00 Project Engineer $95.00 79.5 $7.552.50 Design Engineer (EIT) $70.00 67 $4.690.00 CADD Technician $57.00 0 $0.00 Clerical11 $45.00 21 $945.00 Expenses $625.00 Total $15,912.50 �ytNTE� �$ City of Winter Spl s 1126 E. State Road 434 r �, t�» • Vdinter Springs, Florida 32708 (407) 327-1800 '�torttc�' Tax No. 69-13-035082-54C Purchase Order Fiscal Year 2004 Page 1 THIS NUMBER MUST APPEAR ON ALL INVOICES, PACKAGES AND SHIPPING PAPERS. Order #e 00042039-00 V CPH ENGINEERS, INC. S UTILITY DEPARTMENT e P.O. BOX 2808 h 1126 EAST STATE ROAD 434 n P o SANFORD, FL 32772-2808 T WINTER SPRINGS, FL 32708-2911 r o Vendor Phone Number 407-322-6841 Vendor Fax Number 407-330-0639 Requisition Number 00002328 Delivery Reference NURI GIBBS Date Ordered Vendor Number Date Required Terms Department/Location 01/16104 000501 01/13/04 Net 30 Days WATER & SEWER - OPERATING Item# Description/Part No. aty/Unit Cast Each Extended Price 001 SERVICES TO DEVELOPE A WATER SUPPLY 1.0 15912.50000 15,912.50 FACILITIES WORK PLAN. JOB APPROVED 1/12/04 CONSENT AGENDA ITEM 208 3600-53160 15,912.50 PO Total 15,912.50 Pur lasing Coordinator y City Manager VENDOR COPY Bid# (if applicable)