HomeMy WebLinkAbout76-02 RESOLUTION•
RESOLUTION NO. 76-02
0
A RESOLUTION APPROVING CONTRACT AMENDMENT #2 IN
THE AMOUNT OF ONE HUNDRED THIRTY-THREE
THOUSAND DOLLARS ($133,000.00) WITH BLACK & VEATCH
CORPORATION TO PERFORM WATER AND SEWER
OPERATIONS AND RATE STUDY SERVICES; APPROVING A
PROJECT CONTINGENCY IN THE AMOUNT OF THREE
THOUSAND TWO HUNDRED DOLLARS ($3,200.00); AND
APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF
FORTY-TWO THOUSAND DOLLARS ($42,000.00).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby approves Contract Amendment #2
in the amount of One Hundred Thirty -Three Thousand Dollars ($133,000.00)
with Black & Veatch Corporation to perform water and sewer operations and
rate study services.
Section 2. That the City hereby approves a Project Contingency in the
amount of Three Thousand Two Hundred Dollars ($3,200.00).
Section 3. That the City Council hereby approves a budget adjustment in
the amount of Forty -Two Thousand ($42,000.00).
Section 4. That the City Council authorizes the Mayor to sign such an
amendment to the contract with Black & Veatch Corporation.
PASSED and APPROVED this 7th day of May, 2002.
BATHER WOODRUFF, C' UClerk
APPROVED:
By
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NAME OF FILE:
CROSS REFERENCE:
Resolution No. 76-02
t
05/07/02
Resolution No. 76-02
05/23/02
Addendum No. 2 to Continuing Services Agreement with Black &
Veatch Corporation (Original Agreement was March 14, 2001)
05/07/02
Copy of the Budget Adjustment Form
05/09/02
Letter to Stephen Davis, Budget Manager, from Blaine W. Bickel, Black
& Veatch Corporation
04/24/02
Departmental Correspondence to Mayor Coody and City Council thru
Ted H. Webber, Administrative Services Director, from Stephen Davis,
Budget Manager, regarding Water & Sewer System Operation and Rate
Study
05/07/02
Staff Review Form
05/22/02
Memo to Stephen Davis,
Woodruff, City Clerk
Water & Sewer Services, from Heather
NOTES:
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ADDENDUM NO. 2
To
CONTINUING SERVICES AGREEMENT
Between
City of Fayetteville and Black & Veatch Corporation
In accordance with the Agreement effective March 14, 2001 between City of Fayetteville,
Arkansas (Client) and Black & Veatch Corporation (Consultant), Consultant agreed to
perform consulting services as requested by Client. Client has requested Consultant to
(1) prepare the Triennial Report on Operations for the period January 1, 1999 through
December 31, 2001; (2) update the water and sewer rate study completed by Consultant
in November 1997; and (3) provide consulting services related to evaluation of
alternative rate structures, billing issues, benchmarking, and fixed asset management.
Specific tasks to be completed by Consultant and associated fees are set forth in
Attachment A to Addendum No. 2.
Work performed by Consultant under this Addendum No. 2 will only be undertaken at
the request of Client.
City of Fayetteville, Arkansas (CLIENT) Black & Veatch Corporation (CONSULTANT)
By: gra, 1k Je.
Date: Date: 50/02—
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ATTACHMENT A
TO
ADDENDUM No. 2
Scope of Services
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The proposed scope of services is presented in three parts Part I - Report on Operations of the
Water & Sewer System presents the specific tasks that will be performed to meet the requirements
for the triennial report as specified by the bond covenants. The results of the Part I scope of
services will be presented in a separately bound report suitable for presentation to the rating
agencies and bond trustee.
Part II — Water and Sewer Rate Study will be conducted subsequent to the Report on Operations
to make effective use of the financial analyses completed for the Report on Operations. The rate
study will include the revenue and revenue requirements developed for the Report on Operations,
plus allocation of costs of service and design of rates. A report will be prepared incorporating all
facets of the rate studies — revenue and revenue requirements, allocation of costs, and design of
rates.
Part III — Additional Services identified by the City in the request for proposal will be addressed
upon authorization by the City. Findings related to these Additional Services may be presented as
appendices to the rate report, or presented in separate Memorandum Reports, as appropriate and
as desired by the City.
Part 1- Report on Operations of the Water & Sewer System
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:
Task 101 Prepare and submit an initial request for financial and operational data needed
for the study.
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 Prepare instructions and provide assistance to appropriate City data processing,
billing, and accounting personnel for the development of historical tabulations
of customers' bills for water and sewer service Summanze the bill and usage
distnbutions for use in forecasting revenues under existing and proposed rates.
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Task 105 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 improvement programs.
Black & Veatch recognizes that the wastewater treatment plant and major lift stations are operated
under contract, and anticipates that the City will elicit the contractor's cooperation for interviews
and observational tours.
Specific tasks to be performed by Black & Veatch are:
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 readily
observable water and wastewater facilities to determine the general condition
of structures, improvements and equipment; and the adequacy of maintenance
policy and procedures.
Task 205 Review the major capital improvement programs for the water and wastewater
utilities to evaluate the adequacy of planned future facilities to meet projected
service requirements.
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 shall 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 shall include the following
subtasks prepared for a five year study period and separately for each utility:
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Task 301 Forecasts of accounts and billed volumes will be made for the study period by
considering htstoncal 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 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 projected.
Task 303 Study penod revenue requirements 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:
• Operation and maintenance expenses, including purchased water and
contract operations of the wastewater treatment plant.
• Outlays for routine annual capital additions and replacements.
• Debt service and reserve requirements on existing and proposed bond
issues
• Transfers for major capital improvements financing.
• 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 requirements, good
utility practice, or sound utility financing considerations recognizing current
City policy and planning.
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 utthties and which are designed
to protect the interest of the bond holders. During this segment of the study, Black & Veatch
proposes to:
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Task 401 Verify that the following required funds have been established and that fund
balances and reserves are in compliance with bond covenants:
Task 402
Task 403
Task 404
• Revenue Fund
• Operation and Maintenance Fund
• Bond Fund
• Renewal and Replacement Fund
• Debt Service Reserve Fund
• Construction Fund
Review insurance coverage of the water and sewer utilities.
Verify that required debt service coverage tests are being met.
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:
▪ Required levels of bond payments are made through the designated
Paying Agent on a timely basis.
• Systems are operated on a fiscal year beginning January 1.
• Systems are maintained in good condition and operated in an efficient
manner at reasonable cost.
• No free water service is provided.
• The City has not mortgaged or disposed of any substantial portion of
the systems.
• Required budgets have been prepared.
• No action has been taken to cause the interest on the bonds to be
subject to federal income taxes.
• 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 Task Series 200, Black & Veatch proposes to:
Task 501 Maintain ongoing dialogue with City representatives concerning study progress
and policy issues through wntten and telephone communications and periodic
meetings.
Task 502 Prepare a draft Report on Operations of the Water & Sewer Systems mcor-
porating the findings, conclusions, and recommendations of all facets of the
study and submit 5 copies of the report for review by City representatives. The
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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 25 copies to the City.
The fee for the above Tasks 101 through 503 shall not exceed $33,400. In the event a presentation
of study findings to the City Council is desired, that presentation will be made for an additional fee
of $4,200. The fee for this presentation is based on two persons at 12 hours each, plus trip
expenses. if the trip for presentation to the City Council of the results of the Report on Operations
can be combined with a trip associated with the Water and Sewer Rate Study (Part II below), a
reduced fee for the presentation may be negotiated.
Part 11 - Report on Revenue Requirements, Cost of Service, and
Rates for Water & Sewer Service
Task Series 600 - Initial Meeting and Data Collection
It is anticipated that the initial meeting described in Task 102 will cover both Part I and Part II of
the proposed studies. Additional tasks which are unique to the water and sewer rate studies are to:
Task 601 Prepare and submit an initial request for financial and operational data, in
addition to that needed for the operations study, that is needed for the rate
studies.
Task 602 Obtain and review financial and operational data and information required for the rate
studies.
Task Series 700 - Determination of Revenue Requirements and Financial Plan
This task encompasses an evaluation of historical water and sewer utility customer accounts,
volumes, and revenues under existing rates for reasonable relationships on which to base future
revenue projections for the planning period. The historical water and sewer system expenditures
and annual budgets for all operating and capital costs will provide the basis for projecting future
water and sewer utility needs. Revenue and revenue requirements projections will be adjusted, as
applicable, to recognize any changes in utility service areas and customers served, abnormal
weather conditions, general economic climate, additional costs associated with the capital
improvement programs, or anticipated extraordinary expenses. The analyses will provide the
necessary information to develop the long-range financial plan. A comparison of projected
revenues with revenue requirements and capital program funding needs will show annual
adjustments necessary in the level of water and sewer utility revenues to maintain self-sufficient
enterpnse operations and to retain the City's debt credit ratings.
Revenue and revenue requirements will be forecast in Tasks 301 through 304 for the Report on
Operations. Additional tasks required for the water and sewer rate studies are to:
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Task 701 Review and summarize the revenue, revenue requirements, and cash flow
forecasts prepared for the Report on Operations Financial Analysis for use in
the water and sewer rate studies. Include consideration of any minor issues or
revisions that may have arisen subsequent to the completion of the Report on
Operations.
Task Series 800 - Allocation of Costs of Service
This task encompasses the identification and determination of utility functional service parameters,
a detailed assignment of costs to the respective functional components, and allocation of costs of
service to customer classes. Cost -causative parameters for water service include average day,
maximum day, and maximum hour demands; meters and meter sizes; public and private fire
protection units; and number of customer bills processed. For sewer service, similar parameters
will be evaluated as well as measures of wastewater strength, including but not limited to BODS
and total suspended solids. For each of the applicable functional parameters, corresponding
estimates of' class units of service will be determined. Costs of service will then be allocated to
customer classes based on the estimated class units of service. Specific tasks, prepared separately
for the water and sewer utilities, are:
Task 801 Estimate class service characteristics associated with each of the firnctional cost
elements recognizing the bill distribution analysis, data available from the City,
engineering judgement, and experience with other utility operations with similar
usage characteristics and patterns.
Task 802 Distribute costs by major system component to customer classes, using the
AWWA recommended Base -Extra Capacity cost allocation methodology for
the water utility and WEF recommended allocation methodology for the sewer
utility. This cost allocation will use unit costs of service applicable to all system
users and class units of service to determine each class' proportional
responsibility for total system costs. The relative responsibility of each class of
customers will be specifically determined based on each class' or users'
estimated service requirements.
Task 803 Class revenues under existing rates will be compared with allocated class costs
of service to determine the level of cost recovery by class, and in total, and to
demonstrate any rate adjustments needed to align class revenues and allocated
costs.
Task Series 900 - Design of Rates
Rate schedules to recover total revenue requirements and allocated costs by class will be designed
to meet water and sewer utility service policies, pricing objectives, cost of service recovery, and
practical limitations. Specific tasks required are to:
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Task 901 Develop schedules of water and sewer rates, based on evaluations of existing
water and sewer rate structures, that meet as many of the following objectives
as practical and consistent with City policy:
• Recover total revenues needed for utility operations.
• Recognize proportional cost recovery by customer class.
• Recognize existing contractual provisions.
• Supportable by existing recordkeeping practices.
• Defendable at public hearings and in courts of law.
• Consider the needs of low-income customers.
• Consider the impact on large system users and major industries.
• Reflect practical implementation limitations.
• Meet requirements for sewer user charges system.
Task 902 Compare revenues expected from each customer class under proposed water
and sewer rates with allocated costs of service to ensure the adequacy of cost
recovery.
Task 903 Prepare comparisons of typical water and sewer bills under existing and
proposed rates for each customer class under various levels of water usage and
meter sizes to illustrate the impact of the proposed rates on a variety of
individual customers.
Task Series 1000 - Reports and Meetings
A rate study report will be developed which explains our study approach, findings and
recommendations. The project report will be submitted in draft form for review by City
representatives before a final report is published and delivered. Meetings are planned at significant
stages of the study to review study progress, receive project direction, and present draft and final
report findings and recommendations. If further meetings are desired, Black & Veatch will gladly
modify the proposed work plan.
Specific tasks relating to rate study meetings and reports are to:
Task 1001 A workshop with City representatives to discuss preliminary findings related to cost
allocation and rate design.
Task 1002 Prepare a preliminary Report on Revenue Requirements, Cost of Service, and
Rates for Water & Sewer Service, including text and tables, and deliver 5
copies of the report to the City. The report will include all rate study findings
and recommendations.
Task 1003 Make agreed upon revisions to the preliminary Report on Revenue
Requirements, Cost of Service, and Rates for Water & Sewer Service, and
dehver 25 copies of the final report to the City.
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Task 1004 Meet with the City Council to present the findings of the study.
Anticipated Requirements for City
In order for the Black & Veatch project team to conduct the studies outlined in this Scope of
Services section in a timely manner, it is proposed that the City would furnish required basic data
and information for the water and sewer utilities including the following items:
1. All recent financial records, audits and budgets of the water and sewer utilities'
financial operations; operational statistics; facility descriptions; maps; reports of
other consultants; available records of water sales and wastewater volumes and
strengths; and such other data as may be available and which may be useful in
the studies outlined.
2. A schedule of major capital improvements to the water and sewer systems'
facilities anticipated during the study period, including general descriptions of
each item of improvement, estimated construction costs, and anticipated dates
of construction.
3. Summary tabulations of all customer bills by meter size issued during a recent
twelve month period to all water and sewer customers. The tabulation will be
done as requested by Black & Veatch and will be by customer class.
4. Policy direction on such matters as the City considers appropriate, and
expeditious review of preliminary findings and reports to permit the timely
completion of the study.
The fee for the above Tasks 601 through 1004 shall not exceed $44,600.
Part III - Additional Services
Task Series 1100— Evaluation of Alternative Rate Structures
Task 1101 We will discuss with City representatives their concerns regarding existing water and
sewer rate structures. We will then provide the City with written descriptions of
alternative rate structures that may better meet their goals and objectives. The
descriptions will include the rationale for the various structures and the advantages and
disadvantages of each. Rate forms reviewed may include, but not be limited to,
declining block, inverted block, uniform rates, uniform rates by customer class,
customer benefit rates, and alternatives to sewer averaging. It is preferable that the
rate structure review be conducted prior to design of rates in Task Series 900. This
will facilitate selection of a rate structure based on its relative merits, rather than its
impact on individual customer bills, and will allow selection of a rate structure for
design of rates.
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Task 1102 We will review all contracts for water and sewer service to which the City of
Fayetteville is a party. The review will include evaluation of standard contract
provisions included or omitted from the current contracts, appropriateness of the
method of billing relative to the level of service provided, and level of risk inherent on
both parties relative to generally accepted industry standards.
Task 1103 We will evaluate rate affordability using industry guidelines published by such agencies
as USDA, EPA, AWWA, World Bank, HUD, and bond rating agencies. It is
anticipated that various measures of income and income distribution for the Fayetteville
area will be provided by the City. Affordability assistance programs utilized by other
Cities will also be discussed.
Task 1104 We will provide written summaries of the analyses, either in conjunction with the rate
study report, or as separate Project Memorandums, and will present the results of the
analyses at a City Council Meeting.
The fee for the above Tasks 1101 through 1104 shall not exceed $15,600.
Task Series 1200 — Evaluation of Billing Structures and Services
Task 1201 Current policy regarding customer deposits, return of deposits, and late payment will
be evaluated and compared with industry practices. Recommendations will be made
regarding these policies with the goal of reducing bad debt write-offs.
Task 1202 Billing cycles and payment options, i.e., "pick -a -date" billing, will be evaluated,
recognizing current billing software limitations. Potential methods of adjusting meter
reading routes and billing cycles to recognize growth will be addressed.
Task 1203 We will provide written summaries of the analyses, either in conjunction with the rate
study report, or as separate Project Memorandums, and will present the results of the
analyses at a City Council Meeting.
The fee for the above Tasks 1201 through 1203 shall not exceed $8,000.
Task Series 1300 — Benchmarking
Task 1301 A survey form designed to collect information for benchmarking will be developed
specifically for those areas of interest to the City. The form will be provided to City
personnel for completion. Black & Veatch will provide assistance to City personnel via
telephone to ensure that the desired information is reported
Task 1302 In conjunction with City personnel, peer utility groups will be formed for comparison
purposes Given the range of areas of interest, as many as five different peer groups
may be identified.
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Task 1303 The following metric comparisons will be performed:
• Five year CIPs, separately for water and sewer
• Selected cost ratios (assume 5-7 ratios depending on the constraints of source
data)
• Connection fee levels and policies
• Meter reading and billing cycles
• Meter replacement policies
• Rate Structures
• Main breaks
• Conservation driving forces
• Minimum customer charge
• Affordability programs
• High strength surcharge ranges
Data sources for benchmarking will consist of Waterstats, the American Water Works
Association database; the AMSA Financial survey; and CompetitivEDGE, Black &
Veatch's proprietary database.
Task 1304 We will provide written summaries of the analyses, consisting primarily of presentation
slides, either in conjunction with the rate study report, or as separate Project
Memorandums, and will present the results of the analyses at a City Council Meeting.
The fee for the above Tasks 1301 through 1304 shall not exceed $24,000.
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City of Fayetteville, Arkansas
• Budget Adjustment Form
Res. 76-02
Budget Year
2002
Department
Division:
Program:
Administrative Services
Water & Sewer Services
Meter Operations
Date Requested
5/7/2002
Adjustment #
Project or Item Requested:
$42,000 in additional funding in the Water
& Sewer Operations/Rate Study capital
project.
Project or Item Deleted:
None. $42,000 from the Use of Fund Balance
Account.
coPY,
Justification of this Increase:
The funding is requested to approve
a contract with Black & Veatch for services.
Justification of this Decrease:
Sufficient fund balance remains to
comply with City Policy and
Objectives.
Increase Expen e (Decrease Revenue)
' Account Name Amount Account Number Project Number
Professional Services
42,000 5400 1820 5314 00
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Use of Fund Balance
42,000 5400 0940 4999 99
Approval Signatures
Requested By
Budget Manager
epartm- t Director
Admin. ervices 1 rector
Mayor
I
Blue Copy: Budget & Research / Yellow Copy: Requester
Date
4/19/2002
Date
Date
Date
/z3/Z
Date
Budget Office Use Only
Type: A B C
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
E
QIDA TAIFORMSIBA-AMBA 02007.51W4
C
A
FI
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AGENDA REQUEST
XX CONTRACT REVIEW
o GRANT REVIEW
d For the Fayetteville City Council
•
STAFF REVIEW FORM
meeting of Not Applicable
FROM:
Stephen Davis
Name
Water & Sewer Services Admin Services
Division Department
ACTION REQUIRED: Approval of a contract amendment with Black & Veatch for
supplemental information concerning the administration of an impact fee program.
COST TO CITY:
$3,000.00
Cost of this Request
5400-1820-5314-00
Account Number
02064-1
Project Number
136,200.00
Category/Project Budget
133,000.00
Funds Used To Date
3,200.00
Remaining Balance
Operations and Rate
Study
Category/Project Name
Meter Operations
Program Name
Water & Sewer
Fund
BUDGET REVIEW:
XX Budgeted Item
Budget Manag r
Budget Adjustment Attached
Administrative Services Director
CONTRACT GRANT LEASE REVIEW:
A:4S W-471-7
Accounting Ma g
, Atrn, te?
Purchasing Officer
Ddte
GRANTING. AGENCY:
Internal Auldfor
DateAbA Coordinator
11�1$laoo�--
DateGrant Coordinator
Date
r/lI g10) --•
Date
•
Date
STAFF RECOMMENDATION: Approval of contract amendment.
ision Head
Date
Department Dir for
��r 4
errvic-• Director
1l- lY-o1
Date
i�
ate
ate
Cross Reference
New Item: Yes No
Prev Ord/Res #: 76-02
Orig Contract Date:
Orig Contract Number
796
H:\BUDGET\PROJECTS\W_S OPS RATE STUDY \ 2002\WS_SYS STUDY CONTRACT IMPACT FEE SURVEY AND ADMIN PROGRAM.DOC
• •
STAFF REVIEW FORM - Page 2
Description Change Order to Include Impact Fee Program
Meeting Date: Not Applicable - Mayor Signature
Comments: Reference Comments:
Budget Manager
Accounting Manager
City Attorney
. Purchasing Officer
ADA Coordinator
Internal Auditor
Grants Coordinator
HABUDGET\PROJECTS\W_S OPS RATE STUDYU002\WS_SYS STUDY CONTRACT IMPACT FEE SURVEY AND ADMIN PROGRAM.DOC
FAYETTEVItLE •
THE CITY OF FAYETTEVILLE, ARKANSAS
TO:
FROM:
DATE:
SUBJECT:
Dan Coody, Mayor
Stephen Davis, Administrative Services Director, Interim
November 16, 2002
Water & Sewer System Operations and Rate Study
Black & Veatch is in the process of finalizing their work on the City's Operations and Rate Study.
Black & Veatch has delivered the Operations Study to the City on-time and within budget, they have
presented the findings of the Study to the City Council Water & sewer Committee and obtained
Committee direction on developing the rate study report and recommendations.
Staff is requesting supplemental services from Black & Veatch that will provide information on the
administration of an impact fee program. The supplemental work will include survey results from
numerous water & sewer utilities as well as a detailed description of the administrative aspects of an
impact fee program This type of information is very beneficial to the City as Fayetteville is
currently considering an ordinance that will establish impact fees for the water & sewer utility.
The cost of this change order is $3,000.00 and is within the City Council approved contingency of
$3,200.00.
H:\BUDGET\PROJECTS\W_S Ops Rate Study\2002\ws_sys impact fee adminstration change order memo.doc
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RESOLUTION NO. 76-02
A RESOLUTION APPROVING CONTRACT AMENDMENT #2 IN
THE AMOUNT OF ONE HUNDRED THIRTY-THREE
THOUSAND DOLLARS ($133,000.00) WITH BLACK & VEATCH
CORPORATION TO PERFORM WATER AND SEWER
OPERATIONS AND RATE STUDY SERVICES; APPROVING A
PROJECT CONTINGENCY IN THE AMOUNT OF THREE
THOUSAND TWO HUNDRED DOLLARS ($3,200.00); AND
APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF
FORTY-TWO THOUSAND DOLLARS ($42,000.00).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby approves Contract Amendment #2
in the amount of One Hundred Thurty-Three Thousand Dollars ($133;000.00)
with Black & Veatch Corporation to perform water and sewer operations and
rate study services.
• Section 2. That the City hereby approves a Project Contingency in the
amount of Three Thousand Two Hundred Dollars ($3,200.00).
Section 3. That the City Council hereby approves a budget adjustment in
the amount of Forty -Two Thousand ($42,000 00).
•
Section 4. That the City Council authorizes the Mayor to sign such an
amendment to the contract with Black & Veatch Corporation.
PASSED and APPROVED this 7th day of May, 2002.
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APPROVED:
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BLACK & VEATCH
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11401 Lamar Avenue Black & Veatch Corporation
Overland Park, Kansas 66211 USA
Tel:1913) 458.2000
Mr. Stephen Davis
Budget Manager
City of Fayetteville
113 West Mountain
Fayetteville, AR 72701
Dear Mr. Davis:
October 28, 2002
In accordance with your discussion with Myron Olstein, we are requesting adjustment in our current
agreement to increase the scope of our benchmarking efforts to include impact fees. The added scope will
consist of the following two components:
• Compilation of available survey data regarding impact fees. Our sources will include Black &
Veatch state surveys, Water:/stats, and surveys performed by utilities.
• A description of the administrative aspects related to impact fees.
Impact fee administration will be developed by using the City of Orlando as a case study. Orlando is a
good subject because they have had an impact fee program in place for over 20 years, are a high growth
area and utilize impact fee revenues as a revenue pledge for their wastewater revenue bonds.
Our report for this additional work will be in the form of a memorandum with attached tables.
This work will be performed for a fixed fee of $3,000.
Please have this letter executed on behalf of the City and return one copy to us.
Very truly yours,
BLACK & VEATCH CORPORATION
J. Rowe McKinley
Vice President
CITY OF FAYETTEVILLE
By:
Date:
building a world of difference"
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Steve Davis, Administrative Services Director
From: Heather Woodruff, City Clerk
Date: November 24, 2002
Attached is a copy of the completed staff review form and signed amendment to the
contract with Black and Veatch. I am returning one original to you. One original will be
microfilmed and filed with the City Clerk.
Cc: Nancy Smith, Internal Auditor
8400 Ward Parkway
P0. 8405
Kansas City, MO 64114 USA
Tel: (9131 458-2000
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kfr
BLACK & VEATCH
Mr. Stephen Davis
Budget Manager
City of Fayetteville
113 W. Mountain
Fayetteville, Arkansas 72701
Dear Mr. Davis:
Black & Veatch Corporation
May 9, 2002
Enclosed are two copies of Addendum No. 2 for the Report on Operations and Water and
Sewer Rate studies, which have been executed on behalf of Black & Veatch. Please return
one fully executed copy to me for our files.
BWB/mdp
Enclosures
Very truly yours,
BLACK & VEATCH CORPORATION
etesS
Blaine W. Bickel
building a world o1 diflerenceTm
FAYETTEVILLE
THE CITY OF FAYET IEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
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TO: Mayor Coody and City Council
THROUGH: Ted H. Webber, Administrative Services Direct
FROM: Stephen Davis, Budget Manager
DATE: April 24, 2002
SUBJECT: Water & Sewer System Operations and Rate Study
The City of Fayetteville is required by bond indenture to have an operations study performed by a
consulting engineer every three years. This is the year the City needs to do an operations study of
our water & sewer system to remain in compliance with the bond codicils.
The following scope of work has been developed to comply with the bond requirements but also to
provide the opportunity to address a number of issues identified by the public as well as staff. Staff
has reviewed the proposed scope of work and recommends entering into a contract amendment with
Black & Veatch for this work. Black & Veatch has performed the previous operations and rate study
work for the City of Fayetteville for the past twenty years. The City conducted a competitive
selection in late 1998 for the operations and rate study services that began in 1999. Black & Veatch
was selected from the firms that submitted proposals. They have completed all of their work timely
and within budget. The Water & Sewer Committee has reviewed the scope of work and instructed
staff to proceed with contract negotiations with Black & Veatch. Black & Veatch responded with
a total fee proposal Not -to -exceed $152,800. Staff review of the fees proposed is in line with the
cost the City paid for the past rate and operations studies except for increases in scope of work. The
rate increases are consistent with the City's experience in labor cost increases over the past few
years. The scope of work has increased to include the City's portion of the White River'Water
System that was purchased subsequent to the last rate study.
Staff has reviewed the scope of work and Black & Veatch proposed methods and fees for the
services requested. Staff recommends that Part I and Part 11 services be performed as proposed by
Black & Veatch and that Part III services except Task Series 1400 (Infrastructure Capital
Replacement Funding) be performed. Staff proposes to submit Task Series 1400 services for
approval within the next 12 to 18 months. Additionally, Staff requests that a project continency be
authorized in the amount of $3,200. The project contingency is intended to cover any costs that may
be needed for public notification, additional meetings, etc. The total cost of this request is $133,000.
A budget adjustment of $42,000 is requested to fund the agreement.
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The operations and rate study portions of the engagement cost is $82,200 and is less than the amount
of funding budgeted for the project The supplemental services (Part III) add $47,600 to the cost of
the project. The Part III services are proposed to address comments made during the Wastewater
System Improvements Project public input process last year and to provide Staff, the Mayor and City
Council with sufficient data to make informed decisions on service delivery over the next few years.
Black & Veatch has been actively involved in developing rate information and submissions to the
Arkansas Soil & Water Conservation Commission as well as developing rate projections for the
Wastewater System Improvements Project.
The scope of services include: a review of the system; assessments of maintenance
scheduling/funding, capital replacement funding, billing structures for water, sewer and special
services (disconnect/reconnect, after hours, etc.) and a rate review; an examination of other possible
rate methodologies (declining block, flat block, increasing block, and equivalent residential unit for
sewer); an assessment of rate affordability based on published industry and federal guidelines; and,
options to sewer averaging. Sewer averaging requires a great deal of staff time and has been
challenged by individual customers in the past.
Rate methodologies to be examined include the City's existing methodology (declining block) as
well as other rate methods (uniform, increasing, flat, or other). A review of the City's current
wholesale water contracts should 'be included to obtain an independent review of the terms,
conditions and options available under the contracts. The result of the study will be a presentation
to City Council of the billing method that is most likely to be understood by the customers of the
system, is easy to administer, and produces the necessary revenue to support the system and meet
the system's obligations.
Additional areas to be considered for the study are: adequacy of the existing deposit requirement and
policy, late payment policy, payment options, etc.; an assessment of the current billing cycles and
recommendations for adjustments, if any; and an assessment of operating practices for maintenance
operations and business operations against published industry standards for best management
practices operations and recommendations for improvement.
Assessment of existing rates: - The assessment of the system rates should project for a minimum of
five (5) years
Analysis of cost ratios - The operations study should include management guidance regarding the
reasonableness of current operating cost ratios. These may include comparison to AWWA data or
comparable communities. Are there areas of costs (labor, meter reading, etc.) that appear to be
inconsistent with similar utilities and require managerial reviews? On the other side of the question,
are there areas of cost which indicate favorable economics?
Unaccounted for water - The unaccounted for water should be analyzed and the need for corrective
action defined. The normal range of losses should be identified (target performance), the costs of
excessive loss volumes estimated, and the justification for increased efforts outlined.
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Billing practices assessment - The assessment should review what options are available to offer
customers within the limitations of the City's current software. The assessment could review
elements of the business operations (Billing & Collections and Meter and Backflow) to determine
if any customer needs are not being met that could be met within our existing system. Assess the
current formal business practices for recommendations to improve efficiency and be more consistent
with water industry practices.
In conclusion, the execution of a contract with Black & Veatch for an operations study would appear
to be a prudent choice. With all of the work now in progress, it would be counterproductive to bring
in a new rate consultant. The use of Black & Veatch will provide economy and continuity as well
as allow the City to continue to move forward in as efficient manner as possible.
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Fayetteville, Arkansas
Report on Operations
Scope of Services
April 2002
The proposed scope of services is presented in three parts. Part I - Report on Operations of the
Water & Sewer System presents the specific tasks that will be performed to meet the
requirements for the triennial report as specified by the bond covenants. The results of the Part
I scope of services will be presented in a separately bound report suitable for presentation to the
rating agencies and bond trustee.
Part II — Water and Sewer Rate Study will be conducted subsequent to the Report on Operations
to make effective use of the financial • analyses completed for the Report on Operations. The
rate study will include the revenue and revenue requirements developed for the Report on
Operations, plus allocation of costs of service and design of rates. A report will be prepared
incorporating all facets of the rate studies — revenue and revenue requirements, allocation of
costs, and design of rates.
Part III — Additional Services identified by the City in the request for proposal will be addressed
upon authorization by the City. Findings related to these Additional Services may be presented
as appendices to the rate report, or presented in separate Memorandum Reports, as appropriate
and as desired by the City.
Part 1 - Report on Operations of the Water & Sewer System
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-0ite
surveys. Specific tasks anticipated are:
Task 101 Prepare and submit an initial request for financial and operational data
needed for the study.
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 Prepare instructions and provide assistance to appropriate City data
processing, billing, and accounting personnel for the development of
historical tabulations of customers' bills for water and sewer service.
Summarize the bill and usage distributions for use in forecasting revenues
under existing and proposed rates.
DRAFT 1 April 23, 2002
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Task 105 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
improvement programs.
Black & Veatch recognizes that the wastewater treatment plant and major lift stations are
operated under contract, and anticipates that the City will elicit the contractor's cooperation for
interviews and observational tours.
Specific tasks to be performed by Black & Veatch are:
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 readily
observable water and wastewater facilities to determine the general
condition of structures, improvements and equipment; and the adequacy of
maintenance policy and procedures.
Task 205 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.
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 shall be analyzed to determine
the level of revenue adjustments and debt financing, if either is required, to meet forecasted
DRAFT 2 April 23, 2002
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revenue requirements on a sound utility financial basis. This study component shall include the
following subtasks prepared for a five year study period and separately for each utility:
Task 301 Forecasts of accounts and billed volumes will be made for the study penod
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 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 projected.
Task 303 Study period revenue requirements 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:
• Operation and maintenance expenses, including purchased water and
contract operations of the wastewater treatment plant.
• Outlays for routine annual capital additions and replacements.
• Debt service and reserve requirements on existing and proposed
bond issues
• Transfers for major capital improvements financing.
• 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.
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
DRAFT 3 April 23, 2002
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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:
• Revenue Fund
• Operation and Maintenance Fund
• Bond Fund
• Renewal and Replacement Fund
• Debt Service Reserve Fund
• 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:
• Required levels of bond payments are made through the designated
Paying Agent on a timely basis.
• Systems are operated on a fiscal year beginning January 1.
• Systems are maintained in good condition and operated in an
efficient manner at reasonable cost.
• No free water service is provided.
• The City has not mortgaged or disposed of any substantial portion of
the systems.
• Required budgets have been prepared.
• No action has been taken to cause the interest on the bonds to be
subject to federal income taxes.
• 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 Task Series 200, Black & Veatch proposes to:
Task 501 Maintain ongoing dialogue with City representatives conceming study
progress and policy issues through written and telephone communications
and periodic meetings.
DRAFT 4 April 23, 2002
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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 5 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 25 copies to the City.
The fee for the above Tasks 101 through 503 shall not exceed $33,400 In the event a
presentation of study findings to the City Council is desired, that presentation will be made for
an additional fee of $4,200. The fee for this presentation is based on two persons at 12 hours
each, plus trip expenses. If the trip for presentation to the City Council of the results of the
Report on Operations can be combined with a trip associated with the Water and Sewer Rate
Study (Part II below), a reduced fee for the presentation may be negotiated.
Part 11 - Report on Revenue Requirements, Cost of Service, and
Rates for Water & Sewer Service
Task Series 600 - Initial Meeting and Data Collection
It is anticipated that the initial meeting described in Task 102 will cover both Part I and Part II
of the proposed studies. Additional tasks which are unique to the water and sewer rate studies
are to.
Task 601 Prepare and submit an initial request for financial and operational data, in
addition to that needed for the operations study, that is needed for the rate
studies.
Task 602 Obtain and review financial and operational data and information required for the
rate studies.
Task Series 700 - Determination of Revenue Requirements and Financial Plan
This task encompasses an evaluation of historical water and sewer utility customer accounts,
volumes, and revenues under existing rates for reasonable relationships on which to base future
revenue projections for the planning period. The historical water and sewer system
expenditures and annual budgets for all operating and capital costs will provide the basis for
projecting future water and sewer utility needs. Revenue and revenue requirements projections
will be adjusted, as applicable, to recognize any changes in utility service areas and customers
served, abnormal weather conditions, general economic climate, additional costs associated
with the capital improvement programs, or anticipated extraordinary expenses. The analyses
will provide the necessary information to develop the long-range financial plan. A comparison
of projected revenues with revenue requirements and capital program funding needs will show
DRAFT 5 April 23, 2002
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annual adjustments necessary in the level of water and sewer utility revenues to maintain self-
sufficient enterprise operations and to retain the City's debt credit ratings.
Revenue and revenue requirements will be forecast in Tasks 301 through 304 for the Report on
Operations. Additional tasks required for the water and sewer rate studies are to:
Task 701 Review and summarize the revenue, revenue requirements, and cash flow
forecasts prepared for the Report on Operations Financial Analysis for use in
the water and sewer rate studies. Include consideration of any minor issues
or revisions that may have arisen subsequent to the completion of the Report
on Operations.
Task Series 800 - Allocation of Costs of Service
This task encompasses the identification and determination of utility functional service
parameters, a detailed assignment of costs to the respective functional components, and
allocation of costs of service to customer classes. Cost -causative parameters for water service
include average day, maximum day, and maximum hour demands; meters and meter sizes;
public and private fire protection units; and number of customer bills processed. For sewer
service, similar parameters will be evaluated as well as measures of wastewater strength,
including but not limited to BODS and total suspended solids. For each of the applicable
functional parameters, corresponding estimates of class units of service will be determined.
Costs of service will then be allocated to customer classes based on the estimated class units of
service. Specific tasks, prepared separately for the water and sewer utilities, are:
Task 801 Estimate class service characteristics associated with each of the functional
cost elements recognizing the bill distribution analysis, data available from
the City, engineering judgement, and experience with other utility operations
with similar usage characteristics and patterns.
Task 802 Distribute costs by major system component to customer classes, using the
AW WA recommended Base -Extra Capacity cost allocation methodology for
the water utility and WEF recommended allocation methodology for the
sewer utility. This cost allocation will use unit costs of service applicable to
all system users and class units of service to determine each class'
proportional responsibility for total system costs. The relative responsibility
of each class of customers will be specifically determined based on each
class' or users' estimated service requirements.
Task 803 Class revenues under existing rates will be compared with allocated class
costs of service to determine the level of cost recovery by class, and in total,
and to demonstrate any rate adjustments needed to align class revenues and
allocated costs.
DRAFT 6 April 23, 2002