HomeMy WebLinkAbout05-99 RESOLUTION•
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RESOLUTION NO 5-49
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A RESOLUTION AWARDING A CONTRACT TO BLACK &
VEATCH CONSULTING ENGINEERING (RFP98-7) FOR THE
PURPOSE OF CONDUCTING A WATER AND SEWER
OPERATIONS STUDY.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 That the City Council hereby awards a contract to Black & Veatch Consulting
Engineering (RFP98-7) for the purpose of conducting a water and sewer operations study. A copy
of the contract is attached hereto marked Exhibit "A" and made a part hereof.
�1ND APPROVED this 12 day of January 1999.
i
1/4. I..x `.:: APPROVED;
Bather Woodruff, City C
By./!//�Gyyy
Fted Hanna, Mayor
�c
NAME OF FILE:
•
REs. 5-9r/R4AeK /c&,) 7--/a2
0PE7197 01/5
sTu Oy
CROSS REFERENCE:
Date
Contents of File
Initials
l—l9- 99
QEs. S-941
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1-19.99
.S 7 -Aft.
A✓sau) Mann
1A13-98
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M 7n,0 To 7/YE
1-1.5-0
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i
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• EXHIBIT A
AGREEMENT FOR CONSULTING SERVICES
1. The City of Fayetteville, Arkansas
(Client) and Black & Veatch Corporation
(Consultant) have executed this Agreement.
2. Consultant shall perform the Services
described in Attachment A, Scope of Services .
3. Client shall pay Consultant for services
provided in accordance with the compensation
provision set forth in Attachment B,
Compensation.
4. Consultant shall exercise the same degree
of care and diligence in the performance of the
Services as is ordinarily exercised by a
professional under similar circumstances. No
other warranty, express or implied, is
included in this Agreement or in any
specification, report, or opinion produced
pursuant to this Agreement.
5. Consultant shall not be liable to Client
for any special, indirect, or consequential
damages resulting in any way from the
performance of the Services. Consultant's
total liability under this contract shall not
exceed Consultant's compensation under
Paragraph 3, above.
6. Consultant and Client waive all rights
against each other and their respective
directors, officers, partners, commissioners,
officials, agents, subcontractors, and
employees for damages covered by any type of
property insurance during and after the
completion of the Services.
7. This Agreement may be terminated upon
written notice at Client's convenience or by
either party in the event of substantial
failure by the other party to perform in
accordance with the terms of this Agreement.
In the event of termination, Client shall pay
Consultant for all Services performed and
termination expenses. The provisions of
Paragraph 5 shall remain effective following
any termination of this Agreement.
8. Nothing in this Agreement shall be
construed to give any rights or benefits to
anyone other than Client and Consultant.
9. Except as otherwise provided herein,
documents prepared by Consultant as part of the
Services shall become the property of Client,
provided, however, that Consultant shall have
the unrestricted right to their use.
Consultant shall retain its rights in its
standard data bases, computer software, and
other proprietary property. Rights to
intellectual property developed, utilized, or
modified in the performance of the Services
shall remain the property of Consultant.
10. This Agreement shall be governed by the
laws in the state of Arkansas.
IN WITNESS WHEREOF, Client and Consultant have executed this Agreement, the effective date
of which shall be t -19 -99
C.41 of ivye►tev:ttt• Rrtronnat BLACK & VEATCH CORPORATION
(Client) / (Consultant)
//
By By
Date Date
Title Ma.nr Title Utce Prettiti-
m
X
03
EX4
C'ON7
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ATTACHMENT A
SCOPE OF SERVICES
Task Series 100 - Initial Meeting and Data Collection
The initial project component includes preparation of a data request and a meeting with City
representatives to identify and discuss key project objectives and major points of interest and
concern, collect and discuss data pertinent to the study, and schedule interviews and on-site
surveys. Specific tasks anticipated are to:
'Cask 101 Prepare and submit an initial request for financial and operational data
needed for the study. A summary description of field observations and
operations personnel interviews required for the evaluation of system
operations and maintenance will also be provided.
Task 102 Meet with City representatives to identify major items of interest and
concern and to discuss principal objectives and policies.
Task 103 Obtain and review financial and operational data and information.
Task 104 Identify personnel to be interviewed and facilities to be observed, and
establish schedules for interviews and onsite observational tours.
Task Series 200 - Engineering Evaluation
The engineering evaluation will include interviews of key water and wastewater utility
personnel, observational tours of selected major water and wastewater system facilities, review
of operation and maintenance policies and procedures, and review of major capital
improvc,mc.nt programs.
Black & Veatch recognizes that the wastewater treatment plant and major lift stations are
operated under contract, and that treated water is purchased from Beaver Water District. It is
anticipated that the City will elicit the cooperation of the contractor and representatives of
Beaver Water District for interviews and observational tours.
Specific tasks to be performed by Black & Veatch arc to:
Task 201 Conduct interviews with key water and wastewater utility personnel,
regarding policies and procedures utilized to achieve safe, efficient and
economical operation.
Task 202 Review operation and maintenance record keeping practices, records and
• •
techniques to evaluate the impact on facility performance, maintenance, and
reliability.
Task 203 Review operation and maintenance techniques and policies regarding
scheduled maintenance, emergency maintenance, adequacy of staffing and
equipment, adequacy of funds, and availability of spare parts and
replacement items.
Task 204 Conduct onsite observational tours of selected above ground or observable
water and wastewater facilities to determine the general condition of
structures, improvements and equipment; and the adequacy of maintenance
policy and procedures. Concurrent with the observational tours, interviews
will be conducted with representatives of the wastewater treatment plant
operations contractor, and representatives of Beaver Water District.
Task 205 Conduct a cursory review of odor control management in the vicinity of the
wastewater treatment plant. This review will include interviews of
personnel responsible for odor control, a brief review of odor control
improvements implemented in the past three years, and a review of
complaints received regarding odors.
Task 206 Conduct a cursory review of sanitary sewer rehabilitation improvements to
evaluate the impact of improvements made since the previous study on
reducing sewer system overflows. This review will include interviews of
staff, review of relevant system improvements, and review of reported
overflow occurrences.
Task 207 Review system water losses to evaluate whether losses are within acceptable
industry standards. The City?s water losses will be compared with
information in Black & Veatch?s CompetitivEDGE database which
contains information from more than 100 municipal water utilities and over
100 investor owned water utilities.
Task 208 Review the major capital improvement programs for the water and waste-
water utilities to evaluate the adequacy of planned future facilities to meet
projected service requirements. Attention will be given to the adequacy of
water transmission infrastructure expansion, replacement, and planning to
meet anticipated growth in the number of customers.
Task Series 300 - Financial Analysis
The objective of this project component is to forecast revenue and revenue needs for the water
and sanitary sewer utilities based upon existing rates and fee schedules. The adequacy of each
• •
utility's forecasted revenues to meet future revenue requirements will be analyzed to determine
the level of revenue adjustments and debt financing, if either is required, to meet forecasted
revenue requirements on a sound utility financial basis. This study component will include the
following subtasks prepared for a five year study period, separately for each utility:
Task 301 Forecasts of water and sewer utility accounts and volumes will be made for
the study period by considering historical growth trends, climatological
patterns, local economic conditions, the potential for adding/losing major
utility customers, and changes in customer class usage patterns over time.
The volume projections will be made based on projected number of utility
accounts and a usage per account analysis to differentiate the historical
effects of account growth and increased (decreased) usage by existing
customers.
Task 302 Forecasts of water and sewer utility revenues under existing rates for the
study period will be developed recognizing projected accounts, volumes,
and usage patterns by customer class. Future revenues from miscellaneous
sources such as interest earnings, service installation charges, late payment
penalties, and service initiation fees will also be estimated.
Task 303 Study period revenue requirements fig the water and sewer utilities will be
developed based on an analysis of historical, currently budgeted, and
projected needs. The revenue requirements will be projected on a yearly
basis, taking into account expected operational changes, changes in staffing
or operating expenditures for new facilities, system growth by new
development, anticipated extraordinary expenses, and allowances for
inflation. Revenue requirements will include:
a. Operation and maintenance expenses, including purchased water and
contract operations of the wastewater treatment plant.
b. Outlays for routine annual capital additions and replacements.
c. Debt service and reserve requirements on existing and proposed bond
issues
d. Transfers for major capital improvements financing.
c. Other cash requirements.
Task 304 Forecasts of revenues and revenue requirements will be summarized into
five-year cash flow analyses for determination of revenue adequacy on an
annual basis. The cash flow analyses will identify annual revisions of water
and sewer utility revenues necessary to comply with bond covenant require-
ments, good utility practice, or sound utility financing considerations
recognizing current City policy and planning. The timing and magnitude of
any additional debt financing required to fund proposed capital
improvements will also be identified. The cash flow statement will be
designed to show the optimum combination of cash and debt financing
whereby the funding of operations and capital improvements is reasonably
shared between current and future customers, while placing the utilities in a
sound financial position.
Task Series 400 - Bond Ordinance Compliance
Concurrent with the engineering evaluation and financial analysis, Black & Veatch will
evaluate the utilities' compliance with certain provisions of the Bond Ordinance No. 3638 and
No. 3829 which places certain conditions and requirements on the water and sewer utilities and
which are designed to protect the interest of the bond holders. During this segment of the study.
Black & Veatch proposes to:
Task 401 Verify that the following required funds have been established and that fund
balances and reserves are in compliance with bond covenants:
a. Revenue Fund
b. Operation and Maintenance Fund
c. Bond Fund
d. Renewal and Replacement Fund
e. Debt Service Reserve Fund
f Construction Fund
Task 402 Review insurance coverage of the water and sewer utilities.
Task 403 Verify that required debt service coverage tests are being met.
Task 404 Review other practices and procedures for compliance with the bond
covenants. Items to be reviewed will include, but will not necessarily be
limited to, the following:
a. Required levels of bond payments are made through the designated
Paying Agent on a timely basis.
b. Systems arc operated on a fiscal year beginning January I.
c. Systems are maintained in good condition and operated in an efficient
manner at reasonable cost.
d. No free water service is provided.
e. The City has not mortgaged or disposed of any substantial portion of the
systems.
f. Required budgets have been prepared.
g. No action has been taken to cause the interest on the bonds to be subject
to federal income taxes.
• •
h. Improvements authorized by the Bond Ordinances arc being or have
been constructed.
Task Series 500 - Reports and Meetings
Black & Veatch considers communication with the client to be essential during all aspects of
the study. In addition to the initial meeting specified in Task Series 100 and the onsite
interviews and observation tours described in Task Series 200, Black & Veatch proposes to:
Task 501 Maintain ongoing dialogue with City representatives concerning study
progress and policy issues through written and telephone communications.
Task 502 Prepare a draft Report on Operations of the Water & Sewer Systems incor-
porating the findings, conclusions, and recommendations of all facets of the
study and submit 12 copies of the report for review by City representatives.
The report will cover studies under Task Series 100 through Task Series
400.
'task 503 Prepare a final Report on Operations of the Water & Sewer Systems incor-
porating any revisions agreed upon as a result of the City's review of the
draft report, and submit 30 copies of the report to the City.
Task 504 Meet with the City Council, if requested by the City, to present the findings
of the operations study.
•
• •
ATTACHMENT B
COMPENSATION
Services provided by Black & Veatch at the request of City of Fayetteville representatives
will he invoiced to the City monthly based upon the following fee schedule and the direct
time and expense charges to the project during the preceding accounting period.
Hourly Billing Rate
$
Project Manager 130.00
Engineer 105.00
Financial Analyst 80.00
Stenographer 45.00
Plus direct out-of-pocket expenses at cost, including but not limited to:
travel and subsistence away from consultant's office; long distance
telephone• computer operating time at established rates; document printing
and reproduction at established rates; and other expenses directly chargeable
to the project.
The maximum not -to -exceed fee for Tasks 101 through 503 of the Scope of Services
(Attachment A) will be $25,965. If requested by the City, Task 504 of the Scope of
Services (Attachment A) will be provided for an additional fee not -to -exceed $3,700.
Water & Sewer Study
I.A.4
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AGREEMENT FOR CONSULTING SERVICES
1. The City of Fayetteville, Arkansas
(Client) and Black & Veatch Corporation
(Consultant) have executed this Agreement.
2. Consultant shall perform the Services
described in Attachment A, Scope of Services .
3. Client shall pay Consultant for services
provided in accordance with the compensation
provision set forth in Attachment B,
Compensation.
4. Consultant shall exercise the same degree
of care and diligence in the performance of the
Services as is ordinarily exercised by a
professional under similar circumstances. No
other warranty, express or implied, is
included in this Agreement or in any
specification, report, or opinion produced
pursuant to this Agreement.
5. Consultant shall not be liable to Client
for any special, indirect, or consequential
damages resulting in any way from the
performance of the Services. Consultant's
total liability under this contract shall not
exceed Consultant's compensation under
Paragraph 3, above.
6. Consultant and Client waive all rights
against each other and their respective
directors, officers, partners, commissioners,
officials, agents, subcontractors, and
employees for damages covered byanytype of
property insurance during and after the
completion of the Services.
7. This Agreement may be terminated upon
written notice at Client's convenience or by
either party in the event of substantial
failure by the other party to perform in
accordance with the terms of this Agreement.
In the event of termination, Client shall pay
Consultant for all Services performed and
termination expenses. The provisions of
Paragraph 5 shall remain effective following
any termination of this Agreement.
8. Nothing in this Agreement shall be
construed to give any rights or benefits to
anyone other than Client and Consultant.
9. Except as otherwise provided herein,
documents prepared by Consultant as part of
the Services shall become the property of
Client, provided, however, that Consultant
shall have the unrestricted right to their
use. Consultant shall retain its rights in its
standard data bases computer software, and
other proprietary property Rights to
intellectual property developed, utilized, or
modified in the performance of the Services
shall remain the properly of Consultant.
10. This Agreement shall be govemed by the
laws in the state of Arkansas.
IN WITNESS WHEREOF, Client and Consultant have executed this Agreement, the effective date
of which shall be
(Client)
By
Date
Title
BLACK & VEATCH CORPORATION
(Consultant)
By
Date
Title
•
ATTACHMENT A
SCOPE OF SERVICES
• Water & Sewer Study
I.A.5
Task Series 100 - Initial Meeting and Data Collection
The initial project component includes preparation of a data request and a meeting with City
representatives to identify and discuss key project objectives and major points of interest and
concern, collect and discuss data pertinent to the study, and schedule interviews and on-site
surveys. Specific tasks anticipated are to:
Task 101 Prepare and submit an initial request for financial and operational data
needed for the study. A summary description of field observations and
operations personnel interviews required for the evaluation of system
operations and maintenance will also be provided.
Task 102 Meet with City representatives to identify major items of interest and
concern and to discuss principal objectives and policies.
Task 103 Obtain and review financial and operational data and information.
Task 104 Identify personnel to be interviewed and facilities to be observed, and
establish schedules for interviews and onsitc observational tours.
Task Series 200 - Engineering Evaluation
The engineering evaluation will include interviews of key water and wastewater utility
personnel, observational tours of selected major water and wastewater system facilities, review
of operation and maintenance policies and procedures, and review of major capital
improvement programs.
Black & Veatch recognizes that the wastewater treatment plant and major lift stations are
operated under contract, and that treated water is purchased from Beaver Water District. It is
anticipated that the City will elicit the cooperation of the contractor and representatives of
Beaver Water District for interviews and observational tours.
Specific tasks to be performed by Black & Veatch are to:
Task 201 Conduct interviews with key water and wastewater utility personnel,
regarding policies and procedures utilized to achieve safe, efficient and
economical operation.
Task 202 Review operation and maintenance record keeping practices, records and
Water & Sewer Study
I.A.6
• •
techniques to evaluate the impact on facility performance, maintenance, and
reliability.
Task 203 Review operation and maintenance techniques and policies regarding
scheduled maintenance, emergency maintenance, adequacy of staffing and
equipment, adequacy of funds, and availability of spare parts and replacement
items.
Task 204 Conduct onsite observational tours of selected above ground or observable
water and wastewater facilities to determine the general condition of
structures, improvements and equipment; and the adequacy of maintenance
policy and procedures. Concurrent with the observational tours, interviews
will be conducted with representatives of the wastewater treatment plant
operations contractor, and representatives of Beaver Water District
Task 205 Conduct a cursory review of odor control management in the vicinity of the
wastewater treatment plant. This review will include interviews of personnel
responsible for odor control, a brief review of odor control improvements
implemented in the past three years and a review of complaints received
regarding odors.
Task 206 Conduct a cursory review of sanitary sewer rehabilitation improvements to
evaluate the impact of improvements made since the previous study on
reducing sewer system overflows. This review will include interviews of staff,
review of relevant system improvements, and review of reported overflow
occurrences.
Task 207 Review system water losses to evaluate whether losses are within acceptable
industry standards. The City's water losses will be compared with
information in Black & Veatch's Competitivt•DGE database which contains
information from more than 100 municipal water utilities and over 100
investor owned water utilities.
Task 208 Review the major capital improvement programs for the water and waste-
water utilities to evaluate the adequacy of planned future facilities to meet
projected service requirements. Attention will be given to the adequacy of
water transmission infrastructure expansion, replacement, and planning to
meet anticipated growth in the number of customers.
Task Series 300 - Financial Analysis
The objective of this project component is to forecast revenue and revenue needs for the water
and sanitary sewer utilities based upon existing rates and fee schedules The adequacy of each
•
Water & Sewer Study
• I.A.7
utility's forecasted revenues to meet future revenue requirements will be analyzed to determine
the level of revenue adjustments and debt financing, if either is required, to meet forecasted
revenue requirements on a sound utility financial basis. This study component will include the
following subtasks prepared for a five year study period, separately for each utility:
Task 301 Forecasts of water and sewer utility accounts and volumes will be made for
the study period by considering historical growth trends, climatological
patterns, local economic conditions, the potential for adding/losing major
utility customers, and changes in customer class usage patterns over time.
The volume projections will be made based on projected number of utility
accounts and a usage per account analysis to differentiate the historical
effects of account growth and increased (decreased) usage by existing
customers.
Task 302 Forecasts of water and sewer utility revenues under existing rates for the
study period will be developed recognizing projected accounts, volumes,
and usage patterns by customer class. Future revenues from miscellaneous
sources such as interest earnings, service installation charges, late payment
penalties, and service initiation fees will also be estimated.
Task 303 Study period revenue requirements for the water and sewer utilities will be
developed based on an analysis of historical, currently budgeted, and
projected needs. The revenue requirements will be projected on a yearly
basis, taking into account expected operational changes, changes in staffing
or operating expenditures for new facilities, system growth by new
development, anticipated extraordinary expenses, and allowances for
inflation. Revenue requirements will include:
a. Operation and maintenance expenses, including purchased water and
contract operations of the wastewater treatment plant.
b. Outlays for routine annual capital additions and replacements.
c. Debt service and reserve requirements on existing and proposed bond
issues
d. Transfers for major capital improvements financing.
e. Other cash requirements.
Task 304 Forecasts of revenues and revenue requirements will he summarized into
five-year cash flow analyses for determination of revenue adequacy on an
annual basis. The cash flow analyses will identify annual revisions of water
and sewer utility revenues necessary to comply with bond covenant require-
ments, good utility practice, or sound utility financing considerations
recognizing current City policy and planning. The timing and magnitude of
any additional debt financing required to fund proposed capital
Water & Sewer Study
I.A.8
• •
improvements will also be identified. The cash flow statement will be
designed to show the optimum combination of cash and debt financing
whereby the funding of operations and capital improvements is reasonably
shared between current and future customers, while placing the utilities in a
sound financial position.
Task Series 400 - Bond Ordinance Compliance
Concurrent with the engineering evaluation and financial analysis, Black & Veatch will
evaluate the utilities' compliance with certain provisions of the Bond Ordinance No. 3638 and
No. 3829 which places certain conditions and requirements on the water and sewer utilities and
which are designed to protect the interest of the bond holders. During this segment of the study,
Black & Veatch proposes to:
Task 401 Verify that the following required funds have been established and that fund
balances and reserves are in compliance with bond covenants:
a. Revenue Fund
b. Operation and Maintenance Fund
c. Bond Fund
d. Renewal and Replacement Fund
e. Debt Service Reserve Fund
f. Construction Fund
Task 402 Review insurance coverage of the water and sewer utilities.
Task 403 Verify that required debt service coverage tests arc being met.
Task 404 Review other practices and procedures for compliance with the bond
covenants. Items to be reviewed will include, but will not necessarily be
limited to, the following:
a. Required levels of bond payments are made through the designated
Paying Agent on a timely basis.
b. Systems arc operated on a fiscal year beginning January 1.
c. Systems are maintained in good condition and operated in an efficient
manner at reasonable cost.
d. No free water service is provided.
e. The City has not mortgaged or disposed of any substantial portion of the
systems.
f Required budgets have been prepared.
g. No action has been taken to cause the interest on the bonds to be subject
to federal income taxes.
•
•
41111 Water & Sewer Study
I.A.9
h. Improvements authorized by the Bond Ordinances are being or have
been constructed.
Task Series 500 - Reports and Meetings
Black & Veatch considers communication with the client to be essential during all aspects of
the study. In addition to the initial meeting specified in Task Series 100 and the onsite
interviews and observation tours described in "Cask Series 200, Black & Veatch proposes to:
Task 501 Maintain ongoing dialogue with City representatives concerning study
progress and policy issues through written and telephone communications.
Task 502 Prepare a draft Report on Operations of the Water & Sewer Systems incor-
porating the findings, conclusions, and recommendations of all facets of the
study and submit 12 copies of the report for review by City representatives.
The report will cover studies under Task Series 100 through Task Series
400.
Task 503 Prepare a final Report on Operations of the Water & Sewer Systems incor-
porating any revisions agreed upon as a result of the City's review of the
draft report, and submit 30 copies of the report to the City.
Task 504 Meet with the City Council, if requested by the City, to present the findings
of the operations study.
Water & Sewer Study
1.A.10'
• •
ATTACHMENT B
COMPENSATION
Services provided by Black & Veatch at the request of City of Fayetteville representatives will
be invoiced to the City monthly based upon the following fee schedule and the direct time and
expense charges to the project during the preceding accounting period.
Hourly Billing Rate
Project Manager 130 00
Engineer 105 00
Financial Analyst 80 00
Stenographer 45 00
Plus direct out-of-pocket expenses at cost, including but not limited to
travel and subsistence away from consultant's office; long distance telephone,
computer operating time at established rates; document printing and
reproduction at established rates, and other expenses directly chargeable to
the project.
The maximum not -to -exceed fee for Tasks 101 through 503 of the Scope of Services
(Attachment A) will be $25,965. If requested by the City, Task 504 of the Scope of Services
(Attachment A) will be provided for an additional fee not -to -exceed $3,700.
•
•
•
Water & Sewer Study
I.A.11
CITY OF FAYETTEVILLE, ARKANSAS
REQUEST FOR PROPOSALS
REPORT ON OPERATIONS OF THE WATER & SEWER SYSTEM
RFP 98-7
SEPTEMBER, 1998
Background and Summary of Work
The City of Fayetteville, Arkansas is seeking the services of a qualified consulting engineering
firm to provide an operational report on the City's water and sewer system. Based on bond
covenants contained in City ordinances 3638 and 3829, the City must complete a report of this
nature every three years. The next report is due by September 1, 1999. The last system
operations report was completed August 28, 1996 by Black & Veatch of Kansas City, Missouri.
The city's service area encompasses approximately 140 square miles and includes over 26,000
active water accounts.
Scope of Work - Report on Operations of the Water & Sewer System
The report should include the results of an engineering evaluation of the adequacy of system
components, financial analysis of revenues under existing rates, future revenue requirements (rate
adjustments), and an evaluation of compliance with the provisions of the existing bond
ordinances. In addition, the consultant is expected to provide staff with periodic reports on the
progress of the study and meet with City officials to discuss the results of the report.
• On-site surveys of existing above ground or observable water and wastewater facilities,
including interviews with operation and maintenance personnel including representatives
of Beaver Water District, which is the City's supplier of water;
• A cursory review of odor management in the vicinity of the City's wastewater treatment
plant which would involve interviewing facility staff and a brief review of improvement
processes put into place since the last study;
• A cursory review of the impact of sanitary sewer rehabilitation improvements during the
past seven years, which would involve interviewing staff and a brief review of
improvement made since the last study, and particularly focusing on whether the goal of
reducing sewer overflows has been attained;
• A review of whether adequate water transmission infrastructure expansion, replacement,
and planning is being performed in relation to the growth in City customers;
1
Water & Sewer Study
I.A.12
•
•
• A review of system water loss and whether it is within acceptable industry standards;
• A review of operation and maintenance records and techniques to analyze the effect on
facility performance, maintenance and reliability; and
• A review of the major capital improvement projects contained in the City's Capital
Improvements Program (CIP) for the water and sewer systems.
• A listing of historical and projected items by account classification: customer accounts,
billed usage, and revenues generated.
• A listing of revenue requirements (operation and maintenance expenses and capital
improvement program expenses) by expenditure category, existing and proposed debt
service requirements, and any recommended adjustments detailing implementation dates
and effect on revenue generation ; and
• A cash flow indicating actual water and sewer fund activity for 1997-1998 and a projected
cash flow statement for a five year period covering 1999-2003 should be prepared to
identify any revenue deficiencies, show the timing and magnitude of required revenue
increases, and determine the optimum combination of cash and debt financing required to
meet total revenue requirements, if debt financing is deemed necessary.
• An evaluation of the adequacy of projected revenues to meet required coverage tests;
• A verification that all funds (accounts) required by the ordinance have been established and
that required reserves are in compliance with requirements;
• A review of system insurance requirements;
• A reasonable verification that no service is being provided without charge; and
• A review of other relevant covenants to ensure compliance with the bond ordinance (i.e.
payment of principal and interest, avoidance of subjection to federal income taxes, etc.)
2
•
•
The following is expected in regard to meetings and reports•
• Water & Sewer Study
I.A.13
• At the outset of the study period, the consultant should assist the City in identifying major
points of interest and concern and assist in the identification and development of options;
• It is expected that the Consultant's representative(s) will have an ongoing dialogue with
the City's representative(s) concerning the progress of the report;
• The Consultant should prepare twelve (12) copies of a draft report incorporating the
findings, conclusions and recommendations of the study for review by designated City
officials and other interested parties;
• Following input by the City, the Consultant will prepare a final report, which incorporates
comments made by the City on the draft report. Thirty (30) copies of the final report must
be provided to the City; and
• If requested by the City, the Consultant must meet with the Fayetteville City Council to
present a summary of the final report.
Selection Procedure
The City will utilize the Professional Selection Policy & Procedure of the City (PUR-12) to
choose the selected firm. A copy of the professional selection policy and procedure is attached
for informational purposes. The following point structure will be utilized in making a selection:
1) Specialized Experience & Technical Competence 30
2) Capacity and Capability of the Firm 25
3) Past Record of Performance 25
4) Proximity and Familiarity 20
Submissions
All proposal submissions should include the following information:
1) Resumes of all key persons from the firm who are expected to be involved in the project
as outlined in the Scope of Work section listed above, which should be included as an
appendix to the submission.
2) A discussion of how the firm expects to address the work outlined in the Scope of Services
section of this RFP as listed above.
3
Water & Sewcr Study.
1.A.14
i
•
• •
3) A proposed timeline for completion of the work to be performed with special emphasis
being placed on the September 1, 1999 deadline for completion of the Report on
Operations of the Water & Sewer System. The timeline should indicate in weeks/months
how long each aspect of the project is expected to take. It is expected that a notice to
proceed will be given on or about February 1, 1999.
4) A client reference list for which similar work has been performed previously. This listing
should include contact information (e.g. individuals and telephone numbers). It is
preferred that the information on the reference list be limited to work performed during
the past five (5) years. Finally, the list should provide a brief description of the type of
work performed for the reference.
5) include any other information you think might be helpful to assist in understanding your
firm's unique qualifications to perform the requested services for the City of Fayetteville.
Other Information
The City is currently involved in the process of developing plans for expansion of the exisiting
wastewater treatment facility and construction of an additional wastewater treatment facility.
Technical Requirements
1. Proposals are due no later than 5:00 P.M. on October 26, 1998.
2. Proposals should be sent to: Peggy Vice, Purchasing Manager, 113 West Mountain,
Fayetteville, AR 72701.
3. Eight (8) copies of the proposal should be provided in the submission.
4. The proposal should be limited to twenty-five (25) total pages, not including an appendix
which may contain resumes of key persons from the firm that will work on the project.
5. The proposal should not include an estimate for the cost of service. Cost is not a
factor in selection of firms for this type of service. Negotiations on cost will take
place following a determination made by the professional selection committee.
6. The proposal submission should be clearly labeled RFP 98-7 on the outside of the
envelope.
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