HomeMy WebLinkAbout131-18 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 131-18
File Number: 2018-0267
STORMWATER UTILITY STUDY CONTRACT:
A RESOLUTION TO AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT WITH CH2M HILL
ENGINEERS, INC., PURSUANT TO RFQ 18-02, IN AN MOUNT NOT TO EXCEED $229,222.00 FOR A
STORMWATER UTILITY FEASIBILITY STUDY, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, on August 15, 2017, the City Council passed Resolution No. 175-17 expressing the City
Council's intent to fund a study to evaluate the feasibility of creating a stormwater utility program and
authorizing City staff to move forward with the selection of a professional consultant to complete the
study.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a professional services agreement with CH2M Hill Engineers, Inc., pursuant to RFQ 18-02, in
an amount not to exceed $229,222.00 for a stormwater utility feasibility study.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
PASSED and APPROVED on 6/5/2018
Attest:
Sondra E. Smith, City Clerk Treasurer i�,.�Rr(.•r•REgs�,,,`
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Page 1 Printed on 6/5118
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2018-0267
Agenda Date: 6/5/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 2
STORMWATER UTILITY STUDY CONTRACT:
A RESOLUTION TO AUTHORIZE A PROFESSIONAL SERVICES AGREEMENT WITH CH2M HILL
ENGINEERS, INC., PURSUANT TO RFQ 18-02, IN AN AMOUNT NOT TO EXCEED $229,222.00
FOR A STORMWATER UTILITY FEASIBILITY STUDY, AND TO APPROVE A BUDGET
ADJUSTMENT
WHEREAS, on August 15, 2017, the City Council passed Resolution No. 175-17 expressing the City
Council's intent to fund a study to evaluate the feasibility of creating a stormwater utility program and
authorizing City staff to move forward with the selection of a professional consultant to complete the study.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a
professional services agreement with CH2M Hill Engineers, Inc., pursuant to RFQ 18-02, in an amount not to
exceed $229,222.00 for a stormwater utility feasibility study.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a
copy of which is attached to this Resolution.
City of Fayetteville, Arkansas Paye 1 Printed on 8/5/2018
Chris Brown
Submitted By
City of Fayetteville Staff Review Form
2018-0267
Legistar File ID
6/5/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
5/15/2018 ENGINEERING (621)
Submitted Date Division / Department
Action Recommendation:
Approval of the Stormwater Feasibility Study professional services contract with CH21VI Hill Engineers, Inc in an
amount not to exceed $229,222 and to approve a budget adjustment.
1010.090.6600-5314.00
Account Number
17008.1
Budget Impact:
General Fund
Fund
Stormwater Utility Feasibility Study
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$
200,000.00
Funds Obligated
$
275.40
Current Balance
$
199,724.60
Does item have a cost? Yes
Item Cost
$
229,222.00
Budget Adjustment Attached? Yes
Budget Adjustment
$
29,498.00
Remaining Budget
$
0.60
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
V20180321
Previous Ordinance or Resolution # 175-17
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JUNE 5, 2018
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Garner Stoll, Development Services Director
Chris Brown, City Engineer
FROM: Alan Pugh, Staff Engineer
DATE: May 21, 2018
CITY COUNCIL MEMO
SUBJECT: Approval of the Stormwater Feasibility Study professional services contract with
CH2M Hill Engineers, Inc in an amount not to exceed $229,222 and to approve a
budget adjustment.
RECOMMENDATION:
Approval of the Stormwater Feasibility Study professional services contract with CH2M Hill
Engineers, Inc in an amount not to exceed $229,222 and to approve a budget adjustment.
BACKGROUND:
Like many cities throughout the state and nation, the City of Fayetteville experiences issues
with stormwater runoff. These issues stem from many sources including, but not limited to,
aging infrastructure, maintenance of system capacity, manpower to perform systematic
inspections and the lack of formal drainage systems in many older areas of the City. In order to
address these concerns, the City has historically funded maintenance and new projects directly
from the Sales Tax Capital Improvement Program (CIP). However, there are many needs
within the City that require funding from the CIP and, at least in recent years, the funding for
stormwater has been inadequate to comprehensively address stormwater issues. In order to
develop a comprehensive solution, funding is required for manpower and equipment as well as
multiple capital projects, some of which will require in excess of $1 million dollars for each
project. Given the current funding levels, it would take many years in order to address just one
of those projects.
The City Council recognized these needs and expressed the City's intent to move forward with
a stormwater feasibility study on August 15, 2017 as noted in resolution 175-17.
DISCUSSION:
Upon approval by the Council in August of last year, staff began working with the purchasing
division to draft an appropriate scope of work to go along with a request for professionals to
submit their qualifications for consideration. This scope was shared with the Water and Sewer
Committee and any comments from the committee were addressed. The RFQ was then
published on January 2, 2018 and qualifications were due on or before and February 8, 2018.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
The City received statements of qualifications from 7 firms and from these the top 3 were
interviewed by the selection committee. Of the top three firms, CH21VI Hill was selected as the
most qualified and contract negotiations began. It should be noted that CH2M Hill was recently
acquired by Jacobs and accordingly some of the following materials reference both firms.
Although both are licensed in the state of Arkansas, the contract itself would be with CH2M Hill
Engineers Inc.
Subsequent to the selection of CH2M Hill as the most qualified firm, staff has worked to
develop a contract that meets the expectations of the Administration and the City Council. This
contact is attached for your consideration. Although it does slightly exceed the original
approved amount, staff feels that all aspects are necessary for a thorough and complete study.
This includes a robust public outreach program as well as the financial analysis and other
aspects required to complete the study. It will also provide the platform should Council decide
to move forward with implementation of the stormwater utility. It should be noted that there are
also stopping points built into the contract so that at various times throughout the study, staff
and CH21VI Hill would present the findings to council committee at which time the City would
have the option to discontinue the study should it be necessary.
BUDGET/STAFF IMPACT:
The overall cost proposed is $229,222 which does include the opportunity for some additional
services should they be required. The council originally set aside $200,000 from the general
fund in order to pay for the study. This request also includes a budget adjustment that would
provide the additional $29,222 from that same fund, and cover the cost of advertising the
request for qualifications, for a total budget adjustment of $29,498.
Attachments:
Resolution 175-17
Stormwater Utility Contract
4 CH2MH( L
sW
STANDARD AGREEMENT FOR PROFESSIONAL SERVICES
This AGREEMENT is between CH2M HILL ENGINEERS, INC., ("CH2M HILL"), and
CITY OF FAYETTEVILLE, ARKANSAS
for a PROJECT generally described as: Stormwater Utility Feasibility Study
ARTICLE 1. SCOPE OF SERVICES AND FEE
CH2M HILL will perform the Scope of Services at the
Fee set forth in Attachment S.
ARTICLE 2. COMPENSATION
CITY will compensate CH2M HILL at rate schedule set
forth in Attachment A. Work performed under this
AGREEMENT may be performed using labor from
affiliated companies of CH2M HILL. Such labor will be
billed to CITY under the same billing terms applicable to
CH2M HILL's employees.
ARTICLE 3. TERMS OF PAYMENT
CITY will pay CH2M HILL as follows:
3.1 Invoices and Time of Payment
CH2M HILL will issue monthly invoices pursuant to
Attachment B. Invoices are due and payable within 30
days of receipt.
3.2 RESERVED
ARTICLE 4. OBLIGATIONS OF CH2M HILL
4.1 Standard of Care
The standard of care applicable to CH2M HILL's
Services will be the degree of skill and diligence
normally employed by professional engineers or
consultants performing the same or similar Services at
the time said services are performed.
4.2 Subsurface Investigations
In soils, foundation, groundwater, and other subsurface
investigations, the actual characteristics may vary
significantly between successive test points and sample
intervals and at locations other than where
observations, exploration, and investigations have been
made. Because of the inherent uncertainties in
subsurface evaluations, changed or unanticipated
underground conditions may occur that could affect total
PROJECT cost and/or execution. These conditions and
cost/execution effects are not the responsibility of CH2M
HILL.
FORM 390
REVISED 1106
("CITY")
4.3 CH2M HILL's Personnel at Construction Site
4.3.1 The presence or duties of CH2M HILL's
personnel at a construction site, whether as onsite
representatives or otherwise, do not make CH2M HILL
or CH2M HILL's personnel in any way responsible for
those duties that belong to CITY and/or the construction
contractors or other entities, and do not relieve the
construction contractors or any other entity of their
obligations, duties, and responsibilities, including, but
not limited to, all construction methods, means,
techniques, sequences, and procedures necessary for
coordinating and completing all portions of the
construction work in accordance with the construction
Contract Documents and any health or safety
precautions required by such construction work.
4.3.2 CH2M HILL and CH2M HILL's personnel have
no authority to exercise any control over any
construction contractor or other entity or their
employees in connection with their work or any health or
safety precautions and have no duty for inspecting,
noting, observing, correcting, or reporting on health or
safety deficiencies of the construction contractor(s) or
other entity or any other persons at the site except
CH2M HILL's own personnel.
4.3.3 The presence of CH2M HILL's personnel at a
construction site is for the purpose of providing to CITY
a greater degree of confidence that the completed
construction work will conform generally to the
construction documents and that the integrity of the
design concept as reflected in the construction
documents has been implemented and preserved by the
construction contractor(s). CH2M HILL neither
guarantees the performance of the construction
contractor(s) nor assumes responsibility for construction
contractor's failure to perform work in accordance with
the construction documents.
For this AGREEMENT only, construction sites include
places of manufacture for materials incorporated into
the construction work, and construction contractors
include manufacturers of materials incorporated into the
construction work.
4.4 Opinions of Cost, Financial Considerations, and
Schedules
In providing opinions of cost, financial analyses,
economic feasibility projections, and schedules for the
PROJECT, CH2M HILL has no control over cost or price
of labor and materials; unknown or latent conditions of
existing equipment or structures that may affect
operation or maintenance costs; competitive bidding
procedures and market conditions; time or quality of
performance by operating personnel or third parties; and
other economic and operational factors that may
materially affect the ultimate PROJECT cost or
schedule. Therefore, CH2M HILL makes no warranty
that CITY's actual PROJECT costs, financial aspects,
economic feasibility, or schedules will not vary from
CH2M HILL's opinions, analyses, projections, or
estimates.
4.5 RESERVED
4.6 Record Drawings
Record drawings, if required, will be prepared, in part,
on the basis of information compiled and furnished by
others, and may not always represent the exact
location, type of various components, or exact manner
in which the PROJECT was finally constructed. CH2M
HILL is not responsible for any errors or omissions in
the information from others that is incorporated into the
record drawings.
4.7 Access to CH2M HILL's Accounting Records
CH2M HILL will maintain accounting records, in
accordance with generally accepted accounting
principles. These records will be available to CITY
during CH2M HILL's normal business hours for a period
of 1 year after CH2M HILL's final invoice for examination
to the extent required to verify the direct costs
(excluding established or standard allowances and
rates) incurred hereunder.
4.9 CH2M HILL's Insurance
CH2M HILL will maintain throughout this AGREEMENT
the following insurance:
(a) Worker's compensation and employers liability
insurance as required by the state where the work is
performed.
(b) Comprehensive automobile and vehicle liability
insurance covering claims for injuries to members of the
public and/or damages to property of others arising from
use of motor vehicles, including onsite and offsite
operations, and owned, nonowned, or hired vehicles,
with $1,000,000 combined single limits.
(c) Commercial general liability insurance covering
claims for injuries to members of the public or damage
to property of others arising out of any covered
negligent act or omission of CH2M HILL or of any of its
employees, agents, or subcontractors, with $1,000,000
per occurrence and in the aggregate.
(d) Professional liability insurance of $1,000,000
per occurrence and in the aggregate.
(e) CITY will be named as an additional insured
with respect to CH2M HILL's liabilities hereunder in
insurance coverages identified in items (b) and (c) and
CH2M HILL waives subrogation against CITY as to said
policies.
FORM 390
FAYETTEVILLE AR 512018
ARTICLE 5. OBLIGATIONS OF CITY
5.1 CITY -Furnished Data
CITY will provide to CH2M HILL all data obtained within
the last five years and currently in CITY's possession
relating to CH2M HILL's services on the PROJECT.
CH2M HILL may request additional relevant data if
necessary for the PROJECT. CH2M HILL will
reasonably rely upon the accuracy, timeliness, and
completeness of the information provided by CITY.
5.2 Access to Facilities and Property
CITY will make its facilities accessible to CH2M HILL as
required for CH2M HILL's performance of its services
and will provide labor and safety equipment as required
by CH2M HILL for such access. CITY will perform, at no
cost to CH2M HILL, such tests of equipment,
machinery, pipelines, and other components of CITY's
facilities as may be required in connection with CH2M
HILL's services.
5.3 Advertisements, Permits, and Access
Unless otherwise agreed to in the Scope of Services,
CITY will obtain, arrange, and pay for all advertisements
for bids; permits and licenses required by local, state, or
federal authorities; and land, easements, rights-of-way,
and access necessary for CH2M HILL's services or
PROJECT construction.
5.4 Timely Review
CITY will examine CH2M HILL's studies, reports,
sketches, drawings, specifications, proposals, and other
documents; obtain advice of an attorney, insurance
counselor, accountant, auditor, bond and financial
advisors, and other consultants as CITY deems
appropriate; and render in writing decisions required by
CITY in a timely manner.
5.5 Prompt Notice
CITY will give prompt written notice to CH2M HILL
whenever CITY observes or becomes aware of any
development that affects the scope or timing of CH2M
HILL's Services, or of any defect in the work of CH2M
HILL or construction contractors.
5.6 Asbestos or Hazardous Substances
5.6.1 If asbestos or hazardous substances in any
form are encountered or suspected, CH2M HILL will
stop its own work in the affected portions of the
PROJECT to permit testing and evaluation.
5,6.2 If asbestos is suspected, CH2M HILL will, if
requested, manage the asbestos remediation activities
using a qualified subcontractor at an additional fee and
contract terms to be negotiated.
5.6.3 It hazardous substances other than asbestos
are suspected, CH2M HILL will, if requested, conduct
tests to determine the extent of the problem and will
perform the necessary studies and recommend the
necessary remedial measures at an additional fee and
contract terms to be negotiated.
5.6.4 Client recognizes that CH2M HILL assumes no
risk and/or liability for a waste or hazardous waste site
originated by other than CH2M HILL.
5.7 Contractor Indemnification and Claims
5.7.1 CITY agrees to include in all construction
contracts the provisions of Article 4.3, CH2M HILL's
Personnel at Construction Site, and provisions providing
contractor indemnification of CITY and CH2M HILL for
contractor's negligence.
5.7.2 CITY shall require construction contractor(s) to
name CITY and CH2M HILL as additional insureds on
the contractor's general liability insurance policy.
5.7.3 CITY agrees to include the following clause in
all contracts with construction contractors, and
equipment or materials suppliers:
"Contractors, subcontractors, and equipment and
material suppliers on the PROJECT, or their sureties,
shall maintain no direct action against CH2M HILL,
CH2M HILL's officers, employees, affiliated
corporations, and subcontractors for any claim arising
out of, in connection with, or resulting from the CH2M
HILL's services performed. CITY will be the only
beneficiary of any undertaking by CH2M HILL."
5.8 Reserved
5.9 Litigation Assistance
The Scope of Services does not include costs of CH2M
HILL for required or requested assistance to support,
prepare, document, bring, defend, or assist in litigation
undertaken or defended by CITY. All such Services
required or requested of CH2M HILL by CITY, except
for suits or claims between the parties to this
AGREEMENT, will be reimbursed as mutually agreed.
5.10 Changes -see Supplemental Terms
ARTICLE 6. GENERAL LEGAL PROVISIONS
6.1 Authorization to Proceed
Execution of this AGREEMENT by CITY will be
authorization for CH2M HILL to proceed with the work,
unless otherwise provided for in this AGREEMENT.
6.2 Reuse of PROJECT Documents
All reports, drawings, specifications, documents, and
other deliverables of CH2M HILL, whether in hard copy
or in electronic form, are instruments of service for this
PROJECT, whether the PROJECT is completed or not.
6.3 Force Majeure
CH2M HILL is not responsible for damages or delay in
performance caused by acts of God, strikes, lockouts,
accidents, or other events beyond the control of CH2M
HILL
FORM 348
FAYETTEVILLE AR 5018
6.4 Limitation of Liability
6.4.1 To the maximum extent permitted by law,
CH2M HILL's liability for CITY's damages will not, in the
aggregate, exceed $1,000,000.
6,4.2 This article takes precedence over any
conflicting article of this AGREEMENT or any document
incorporated into it or referenced by it.
6.4.3 This limitation of liability will apply whether
CH2M HILL's liability arises under breach of contract or
warranty; tort; including negligence; strict liability;
statutory liability; or any other cause of action, and shall
include CH2M HILL's officers, affiliated corporations,
employees, and subcontractors.
6.5 Termination
6.5.1 This AGREEMENT may be terminated by the
City for convenience on 30 day's written notice by the
City, or for cause if either party fails substantially to
perform through no fault of the other and does not
commence correction of such nonperformance within 5
business days of written notice and diligently complete
the correction thereafter.
6,5.2 On termination, CH2M HILL will be paid for all
authorized and satisfactory services performed up to the
termination date.
6.6 Suspension, Delay, or Interruption of Work
CITY may suspend, delay, or interrupt the Services of
CH2M HILL for the convenience of CITY. In such event,
CH2M HILL's contract schedule shall be equitably
adjusted.
6.7 No Third -Party Beneficiaries
This AGREEMENT gives no rights or benefits to anyone
other than CITY and CH2M HILL and has no third -party
beneficiaries,
6.8 Indemnification- See Supplemental Terms
6.9 Assignment
This is a bilateral personal Services AGREEMENT.
Neither party shall have the power to or will assign any
of the duties or rights or any claim arising out of or
related to this AGREEMENT, whether arising in tort,
contract or otherwise, without the written consent of the
other party. Any unauthorized assignment is void and
unenforceable. These conditions and the entire
AGREEMENT are binding on the heirs, successors, and
assigns of the parties hereto.
6.10 Reserved
6.11 Reserved
6.12 Jurisdiction
The substantive law of, the state of ARKANSAS, shall
govern the validity of this AGREEMENT, its
interpretation and performance, and any other claims
related to it. See SUPPLIMENTAL TERMS for venue.
6.13 Severability and Survival
6.13.1 If any of the Provisions contained in this
AGREEMENT are held for any reason to be invalid,
illegal, or unenforceable, the enforceability of the
remaining provisions shall not be impaired thereby.
6.13.2 Limitations of liability, indemnities, and other
express representations shall survive termination of this
AGREF;MENT for any cause,
6.14'Materials and Samples
Any iterps, substances, materials, or samples removed
from thq PROJECT site for testing, analysis, or other
evaluation will be returned to the PROJECT site within
60 days of. PROJECT close-out unless agreed to
otherwise. CITY recognizes and agrees that CH2M HILL
is acting as a bailee and at no time assumes title to said
" items. substances, materials. or samples..
6.15 CH2M HILL's Deliverables
CH2M HILL's deliverables, including record drawings,
are limited to the sealed and signed hard copies.
Computer-generated drawing files furnished by CH2M
HILL are for CITY or others' convenience. Any
conclusions or information derived or obtained from
these files will be at users sole risk.
FORM 398
FAYETTEVILLE AR 5/2818
6.16 Dispute Resolution
The parties will use their best efforts to resolve amicably
any dispute, including the possible use of alternative
dispute resolution options.
6.17 Ownership of Work Product and Inventions
All of the work product of the CH2M HILL in executing
this PROJECT shall remain the property of C112M HILL.
CITY shall receive a perpetual, royalty -free, non-
transferable, non-exclusive license to use the
deliverables for the general purpose of stormwater
management and the feasibility of the stormwater utility.
Any inventions, patents, copyrights, computer software,
or other intellectual property developed during the
course of, or as a result of, the PROJECT shall remain
the property of the CH2M HILL subject to the City's free,
perpetual, non-exclusive license to use for its purposes.
ARTICLE 7. ATTACHMENTS, SCHEDULES, AND
SIGNATURES
This AGREEMENT, including its attachments and
schedules, constitutes the entire AGREEMENT,
supersedes all prior written or oral understandings, and
may only be changed by a written amendment executed
by both parties. The following attachments and
schedules are hereby made a part of this
AGREEMENT:
Attachment A—RATE SCHEDULE
Attachment B—SCOPE OF WORK AND FEE
Attachment C—SUPPLEMENTAL TERMS
IN WITNESS WHEREOF, the parties execute below:
For CITY, CITY OF FAYETTEVILLE, ARKANSAS
dated this -+Bttr day of -M*Y 2018
4 T
Signature Attest;
Name (printed) Lioneld Jar Name Sondra Smith
Title Mayor Title City Clerk
��►►11f11111►►
T ►tri
For CH2M HILL, CH2M HILL ENGINEERS, INC., .��G;'\�1( Op �'.►�
dated this 10th day of MAY 2018 w■ ��vtLLti
r �AY�
SignatureO
:��7'•.9�'KAN`'p.'J ■■:
Name (printed) diart Jeffcoat, PhD G 01111110%
11 %''
Title VICE PRESIDENT
FORM 396
FAYETTEVILLE AR 5018
Attachment A
Labor Rate Schedule
Functional Labor Category
2018 Rates'
Principal Manager/ Consultant
$225
Senior Technologist/ Consultant
$190
Senior Project Manager/ Project Technologist
$175
Project Manager / Consultant
$160
Associate Project Manager/ Consultant
$140
Project Engineer
$125
Associate Engineer/ Consultant
$115
Staff Engineer /Consultant
$100
Engineer Intern / Scientist
$85
Designer / Tech / RPR - 5
$130
Designer / Tech / RPR - 4
$110
Designer / Tech / RPR -3
$90
Designer / Tech / RPR- 2
$80
Designer/ Tech / RPR - 1
$70
Designer / Tech / RPR - 0
$60
Admin Staff II
$85
Admin Staff 1
$60
Notes;
1. The indicated labor rates are subject to escalation annually, beginning on
January 1st of each calendar year.
2. Vehicle mileage will be charged at the prevailing IRS rate.
3. Expenses and outside services will be billed at cost.
FRIDAY, MAY 11, 2018 FAYETTEVILLE AR SW FEASIBILITY STUDY
Attachment B - Scope and Fee for RFQ 18-02
Starmwater Utility Feasibility Study for the
City of Fayetteville, Arkansas
May 11, 2018
JACOBS
OLSSON
ASSOCIATES npr_i. ii ..r•ie.ru
`
SCOPE AND FEE FOR muza-n2,ounwmIArmFEASIBILITY STUDY
ProjectApproach .... ................ ... .................... ~... .—^........... _~—^.~...... ......... '^.~^^~^`~—^~'3
StudyPhases ................................. ........... .................................... ........................................................ 3
StudyTeam ........................... ,........................................................................... .... .... ................................................. 3
EstimatedFee 6vTask ............................ .......................................................... ,,,,^,,~.,.^.^,^~~.,~,,,,,3
Milestones.................................................................................................................................................. 4
Phase |— Scope ofServices for StonnwaterFeasibility Study ................................................. ................... S
Task1.Project Chartering .................................................... ........... ............................. —........... ...................... 6
Task 2, StormwaterProgram Costs, .................................. —........ ---- ......................... —........... —... ---- 6
Task 3.Financial Planning and Rate Analysis ............................................................... _................. ,...... ^.......... 9
Task 4.Policy and Ordinance D»velopment--........................ --........................... ...... ........................... 11
Task S.Public Outreach and Education —.----r ....... .......... ------------...... ........... ............ l3
Task fiStormwat rFeasibi|KyReport------'°,--..°_....,—..,—.—.._,.—.--------'17
Task 7.Project Management ..................................... ...................................................... ....... 17
SCOPE AND FEE FOR RM 18 02, STORMWATER FEASIBILITY ST OY
Project Approach
The CH21VI — McGoodwin Williams and Yates Team (the Team) is proud to submit this scope and fee to support
the City of Fayetteville (the City) in meeting its evolving stormwater management and flood prevention needs.
Our Team's extensive local experience and presence paired with our nationally recognized experts in the
development of stormwater utilities will cost effectively support the City in developing a program that reflects
the needs of Fayetteville residents, as well as its own drivers for enhanced stormwater management.
Study Phases
This scope of work represents Phase I of two phases, Phase I — Stormwater Feasibility Study, and Phase II —
Implementation, that would carry the City of Fayetteville through adoption of an ordinance for a stormwater
enterprise fund and initial billing. Since the scope and estimated fee for Phase 11 is dependent on the findings
of Phase I, a planning -level estimate is provided separately for Phase II.
Study Tearn
The Study Team will closely reflect that presented to the City of Fayetteville in the Statement of Qualifications
and interview:
!an Ulmer. PE
Lan 0stem4d. PE
Laurem van der Tak, O. WRE
Steve Muer mkfwel Nutbchhh
ChrisBradwit.PE. CFM "dhehhtao
Chas Hail, PE
Estimated Fee by Task
CITY OF
FAYETTEVILLE
ARKANSAS
l
Heather Dyke, AICP
mxhael MaudKh
;PoticyLa-ndOrAktartce TsskS:puhll[Putre,7rhand
pment Education
.
Table 1 summarizes the Study Team's estimated fee by task for the services described herein.
TABLE 1. ESTIMATED FEE BY TASK
Task#
Task
Phase I: Feasibility Study
Task 1
Chartering
$
9,370
Task 2
Stormwater Program Costs
$
43,618
Task 3
Financial Planning and Rate Analysis
$
34,410
Task 4
Policy and Ordinance Development
$
24,365
Task 5
Public / Stakeholder Education and Outreach
$
57,939
Task 6
Stormwater Feasibility Report
$
32,800
Task 7
Project Management
$
10,920
Task 8
Additional Services
$
15,800
Total Fee
$
229,222
31
SCOPE AND FEE FOR RFQ 18-02, STORMWATER FEASIBILITY STUDY
Milestones
Table 2 outlines the key milestones for both phases, Phase I (a) — Stormwater Feasibility Study in 2018 and
2019, and Phase It (b) — Implementation in 2019 and 2020, that would carry the City of Fayetteville through
adoption of an ordinance for a stormwater enterprise fund and initial billing.
Table 2. Key Milestones
Phase I Mllestone
Anticipated Schedule (2018 - 2019)
Notice to Proceed (NTP)
June 2018
Chartering Workshop with STAC and Special Council Committee
June
• Prepare Stormwater Program Needs and Extent of Service Analysis
■ Prepare Preliminary SW Billing Database Estimates (City GIS)
June to August
Special Committee Meeting #1- Stormwater Program Needs and Extent of Service
Analysis
August
Special Committee Meeting #2 - SW Program LOS / EOS and Credit Options
Early December 2018
Special Committee Meeting #3 - SW Billing and Financial Planning Options
January 2019
Special Committee Meeting #4 - Final Draft Stormwater Feasibility Study Report
February 2019
Final Stormwater Feasibility Study Report and Project Close-out
March 2019
4
SCOPE AN EEE MR €iFQ IR -02, STORRAWA'ER FE°wSIFII ITV STUDY
Phase I — Scope of Services for Stormwater Feasibility Study
The following subsections describe the Team's technical approach for Phase I, which is organized into the seven
major tasks listed in Table 3. Table 3 provides a crosswalk between this scope and fee and the original scope of
services provide in the January 2018 RFP.
Table 3. Cross Walk to Original RFP
Task #
Task
January RFP Scope Items
Task 1
Chartering
a_ and b.
Task 2
Stormwater Program Costs
c and d.
Task 3
Financial Planning and Rate Analysis
e.
Task 4
Policy and Ordinance Development
f., g., and h.
Task 5
Public / Stakeholder Education and Outreach
b, and I.
Task 6
Stormwater Feasibility Report
j.
Task 7
Project Management
Task 8
Additional Services
I.
The deliverables and assumptions for Phase I are summarized in Table 4. It is the Team's understanding that the
City will self -perform the following services:
Facilitate meetings with various departments to discuss funding needs and potential involvement in the
program (Task S).
• Provide information previously developed by City Staff regarding the creation of a utility (Task 1).
• Conduct public involvement meetings and public hearings as required (Task S).
• Aerial mapping of impervious surfaces in GIS format (Task 3).
Task 1. Project Chartering
The Team will meet with the City to fully develop the scope of services prior to the final notice to proceed
therefore Task 1, Project Chartering task will focus on:
■ Establishing a Strategic Vision and Goals for Fayetteville's Stormwater Feasibility Study
• Study and Schedule Overview
• Review draft Public Engagement Plan
• Establish and charter Staff Technical Advisory Committee (STAC)
• Distribute Initial Request for Information for Feasibility Study
A key component of the draft Public Engagement Plan will be the development of an integrated implementation
schedule for staff review. As illustrated in the Proposed Project Approach, the goal and intent is to involve
internal (Mayor, Council, special Committee, STAC) and external stakeholders in each of the major decision
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points:.
• `There will Fayetteville provide stormwater services (extent of service) and what services will be provided,
where and at what frequency (level of service)?
• What mix of funding options does Fayetteville prefer for each of the services provided (i.e, operation and
maintenance, flood prevention and capital improvements)?
• If a stormwater fee is used to fund these services, what rate structure best suits Fayetteville?
• Will debt service be considered or is a pay -go model preferred?
• How can a Stormwater Credit System be structured to encourage proactive and progressive stormwater
management practices in Fayetteville?
To ensure maximum participation by stakeholders, the Team will work with the City to establish a schedule that is
cognizant of the University of Arkansas academics and sports as well as other major initiatives being coordinated
by Fayetteville such as the April 2019 bond vote to fund drainage capital improvements,
Deliverables
1. Prepare draft Chartering workshop agendas and presentations for staff review
2. Prepare draft integrated implementation schedule reflecting draft Engagement Plan.
3. Prepare Initial Request for Information for feasibility Study
4. Facilitate Project Chartering workshop with STAC (day 1)
5. Facilitate Special Committee Meeting #1- Vision / Goals, Engagement Plan and Study Overview (day 2)
6. Meeting Summary of Project Chartering workshop
Assumptions
• Fayetteville staff will facilitate the selection of the STAC and ongoing scheduling logistics of STAC meetings.
• 2-3 representatives of the CH2M — MWT team will be present for the Project Chartering workshop (day 1).
• 1 representatives of the Team will be present for Special Committee Meeting 41 - Vision / Goals, Engagement
Plan and Study Overview (day 2).
i All other fees related to the Team attending internal and external meetings can be found under Task S.
Task 2. Stormwater Program Costs
Task 2, Stormwater Program Costs includes services related working with STAC to perform a needs analysis, and
assisting with development of the following program components:
7. Assist in defining the appropriate level of service (LOS) and scope of the system to be maintained as public. A
range of service levels should be developed for consideration by the City Council
8. Aid in the development of a maintenance and capital improvement plan
9. Determine staffing requirements and organizational structure
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As part of Task 2, the Team will work with the STAC (STAC meeting #1) to perform a stormwater needs analysis
that integrates regulatory drivers, such as the City's MS4 permit, recent flood study updates, flood or drainage
service calls, system renewal or replacement needs, and stakeholder feedback. This analysis will define additional
stormwater services expected of Fayetteville, such as those identified in a 2015 ADEQ MS4 audit that all outfalls
must be screened once every five years, sampling results should be included on annual reports, stormwater
pollution prevention plans (SWPPPs) must be completed, and staff training must be provided for all facilities
under City oversight. STAC (STAC meeting #1) will start to bracket the range of service options included in Task
2.1.
Task 2.1 Definition of Extent of Service and Level of Service.
This subtask includes determining what parts of the system the City maintains, or extent of service (EOS), and
what services the city provides within this area (LOS); these critical initial decisions will set the baseline for the
program, To date, the City has not had a dedicated funding source for stormwater services, and the LOS has been
limited to meeting basic regulatory requirements and responding only to emergency repairs. Activities performed
under the proposed LOS will address aging infrastructure, provide a proactive inspection and maintenance
program, and enable improved response to citizen calls.
A preliminary draft range of stormwater service levels will be developed for the City's consideration, such as a
basic (current), standard, and proactive LOS, for at least a 5 -year planning cycle.
• Baseline — Existing conditions
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innovative practices or sustainable stormwater / watershed improvement projects.
• Proactive - Provide full MS4 compliance and timely response to drainage issues and active flood prevention
program with the potential for buyouts as well as a focus on innovative, sustainable stormwater / watershed
improvement projects.
Three preliminary draft ECS options will be developed for the City's consideration, such as:
• Baseline — Existing conditions, Fayetteville maintains the public MS4 (roads and right of ways) and the limited
private stormwater infrastructure with drainage easements.
• Standard — Baseline plus public maintenance to the upstream end of the first connected private structure.
• Proactive — Standard, plus those creeks / stormwater conveyances that drain areas greater than X acres.
Draft programmatic cost estimates for these LOS / EOS options will be tabulated (over 5 years) for up to 6
program areas, i.e. cost centers, such as, operations and maintenance, program administration / customer
service, compliance and inspections, stormwater planning and capital improvements program (CIP). As part of
Task 2.1, the Team will facilitate feedback from the STAC (STAC meeting #2) and the Special Committee
(committee meetings 41 and #2) on these preliminary Draft Stormwater LOS / EOS options.
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Task 2.2 Programmatic Stormwater 0 & M and Capital Improvement Plan.
Given available resources, the current program has focused on meeting regulatory requirements; any major
stormwater infrastructure projects have been budgeted as specific capital improvements. This task will
summarize the City's existing stormwater management, drainage improvement and capital improvement
planning efforts so the team can support the City in determining the optimal LOS, as well as funding sources for
these activities. The resulting draft Programmatic Stormwater 0 & M and Capital Improvement Plan will provide a
high-level path forward for the more detailed master planning and prioritization efforts that would be needed
should a fee be implemented.
As part of Task 2.2, City Council will be briefed on a final draft of the Stormwater LOS / EOS options and draft
Programmatic Stormwater 0 & M and Capital Improvement Plan. Feedback from Council will be used to generate
SW Policy Paper #1- SW Program Costs (EOS and LOS) as part of Task 4 that will be used throughout Task 5 to
communicate with internal and external stakeholders. Stakeholder preferences regarding these LOS / E05
options will be documented in Task 6 as part of the Stormwater Feasibility Study.
Task 2.3 Staffing requirements and organizational structure.
As part of Task 2.3, the Team will support Fayetteville and the consultant selected for RFP 18-03, Organizational
Development Consultant, in identifying staffing requirements and potential organizational structures. The Team
will solicit initial feedback from the STAC (STAG meetings 41-2) and the Special Committee (committee workshop
#2) on the range of organizational options to be vetted by Feasibility Study. STAC Meeting #4, Draft SW Credit
Program and Financial Planning, will summarize these staffing requirements. After completion of Task 2.2, the
Team will prepare a draft section of the Feasibility Study presenting an analysis of these organizational options,
which could range from a new stormwater organization to a matrixed organization that leverages existing
resources and sharing of expertise between City departments.
Deliverables —
1. Materials for STAC meeting #1— Stormwater Needs Analysis and SW 0 & M and Capital Improvement
Planning, based on Strategic Vision and Goals from Project Chartering Workshop
2. Preliminary Draft LOS / EOS options, including a basic (current), standard, and proactive LOS, for at least a 5 -
year planning cycle. Draft programmatic cost estimates for these LOS / EOS options will be tabulated (over S
years) for up to 6 program areas.
3. Materials for Special Committee workshop 41 on Stormwater Program Needs and Extent of Service Analysis
4. Draft Programmatic Stormwater 0 & M and Capital Improvement Plan with a description of the City's existing
stormwater management, drainage improvement and capital improvement planning efforts as well as a high-
level path forward for the more detailed master planning and prioritization efforts that would be needed
should a fee be implemented.
S. Materials for STAC meeting #2 and Special Committee workshop #2 on Preliminary Draft Stormwater LOS /
EOS options
6, Draft Stormwater Program Cost and Programmatic Stormwater 0 & M and Capital Improvement Plan sections
for Feasibility Study.
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Assumptions —
• Meeting attendance and coordination is included in Task 5. Public Education and Outreach.
• Definition of the City of Fayetteville's current stormwater MS4, level of service and extent of service will be
based on readily available information provided by the City.
• Feedback from STAC Meeting #2 and Special Committee Meeting #2 will be used to generate SW Policy Paper
# 1- SW Program Costs (EOS and LOS) part of Task 4 that will be used throughout Task 5 to communicate with
internal and external stakeholders.
• All draft task documents will be finalized as part of Task 6, Stormwater Feasibility Study.
• To the extent practical, one set of consolidated and adjudicated comments from Fayetteville staff are
appreciated.
Task 3. Financial Planning and Rate Analysis
Task 3, Financial Planning and Rate Analysis includes services related to the funding components of the Study:
• Work with STAC to determine financial needs for which the funds from the storm water utility fee may be
used,
• Assist in determining a reasonable rate model for residential uses,
• Assist in determining a reasonable rate model for commercial uses,
• Ensure rate models selected will meet the financial needs of the program. This item should include a detailed
5 -year cash flow analysis at minimum. A range of fees corresponding to various levels of service is expected.
.............
• Consult with City's GIS division to develop compatible parcel -based stormwater utility layers for identification
of rates and to aid in the billing process,
• Identify alternative billing and collection options with pros and cons of each alternative,
• Financing Options should the City so choose to try and finance a portion up front.
Task 3 will provide financial planning, rate analysis, and billing support to the City of Fayetteville as it assesses the
feasibility of a stormwater utility. This task will use an iterative process to help the City identify the right balance
of stormwater services, given its financial capacity and stakeholder priorities.
Task 3.1 Financial Needs Analysis.
As part of Task 3.1, the Team will help the City and the STAC identify the revenue necessary to adequately fund
the stormwater program options using a pro forma financial spreadsheet model (financial / rate model)
developed in this task. STAC meeting #1—Stormwater Needs Analysis will also serve as a forum for defining the
overall structure of the model to ensure it reflects any financial inputs or assumptions unique to the City of
Fayetteville. The financial model will be used to evaluate the feasibility of achieving the desired EOS/LOS options
based on an assessment of willingness to pay determined through the public engagement outlined in Task 5.
The LOS / EDS cost estimates developed in Task 2.1 and preliminary stormwater billing database estimates
generated by the City's GIS division, with support from the Team in Task 3.2, will be used as inputs to the model.
The model will provide a detailed S -year cash flow analysis and planning level projections over a longer timeframe
with financing options should the City be interested in exploring the use of stormwater debt financing to enable
faster implementation of capital needs or to leverage the fee program to accomplish affordability objectives. The
results of Task 3.1 will be presented as the Draft Financial Needs Analysis and Planning section for stakeholder
feedback as part of STAC Meeting #3 and Special Committee Meeting #3.
9�
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Task 3.2 Stormwater Billing Approach and Database,
As part of Task 3.2, the Team will support the City GIS Division in developing a preliminary stormwater billing
database using Fayetteville's existing parcel and pending impervious data layers. Ideally, this preliminary
stormwater billing database will include:
• Parcel Identification Number
• Ownership
• Ownership type
• Utility Customer Code, Land Use Code or similar information to support a crosswalk to general billing classes
and potential residential tiers.
• Estimate of all impervious surfaces within parcel.
To do so, the Team will facilitate 3 conference calls in addition to interactions as part of the STAC, with GIS
division staff to identify the City's preliminary stormwater billing database approach. This subtask will also
identify the most cost-effective stormwater billing mechanism for Fayetteville. It will assess the most practical
approach for the City given relevant factors such as the capability of the software systems used to issue utility bills
and property tax bills to accommodate additional charges such as the stormwater fee program. Based on this
assessment, a draft Stormwater Billing Approach will outline alternative billing and collection options with pros
and cons of each mechanism. STAC Meeting #3 and Special Committee Meeting #3 will be used to present the
pros and cons of billing via annual property taxes, monthly utility bills or via a separate stand -along bill. Feedback
from these internal stakeholders will be used to generate SW Policy Paper #3 — Billing Options as part of Task 4
that will be used throughout Task 5 to communicate with internal and external stakeholders. Stakeholder
preferences regarding these stormwater billing options will be documented in Task 6 as part of the Stormwater
Feasibility Study,
Task 3.3 Stormwater Rate Analysis.
The stormwater rate analysis will use the financial model developed in Task 3.1 to help Fayetteville assess the
most suitable rate structure to meet its stormwater financial needs in an equitable manner and consistent with
the complexity of Fayetteville's customer base and stormwater system. As part of this task, the Team will help the
City and STAC weigh the benefits of a series of rate structure alternatives against the implementation costs of
developing and maintaining each alternative on an ongoing basis. The stormwater rate analysis will consider a
range of reasonable residential and commercial fees corresponding to the LOS / EOS options developed in Task 2.
For the purposes of this proposal, commercial properties are assumed to also include public and institutional
properties, such as the University of Arkansas and Fayetteville public schools.
The rate analysis will consider alternatives such as whether residential properties should be charged a flat rate or
a tiered rate. While a flat rate is easier to administer, a tiered rate tends to be more equitable, recognizing that
smaller, single-family properties contribute less stormwater and thus should pay less than larger single-family
properties, which place a greater burden on City's system. However, the more tiers there are, the higher the
administrative cost and the greater likelihood of categorizing properties into the wrong tier, resulting in a higher
number of appeals of bills. By studying the distribution of Fayetteville's single-family homes, the Team will help
the City develop a structure that is legally defensible, while minimizing administrative burdens.
101
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STAC Meeting #4 and Special Committee Meeting #3 will be used to present the draft results of the Stormwater
Rate Analysis. Feedback from these internal stakeholders will be used to generate SW Policy Paper #2 - Rate
Structure and Credit Options as part of Task 4 that will be used throughout Task 5. Stakeholder preferences
regarding these stormwater rate structures will be documented in Task 6 as part of the Stormwater Feasibility
Study
Deliverables —
1. Stormwater pro forma financial spreadsheet model (financial / rate model) with a detailed 5 -year cash flow
analysis and planning level projections over a longer timeframe.
2. 3 conference calls with GIS division staff (in addition to interactions as part of the STAC), to identify the City's
preliminary stormwater billing database approach.
3. Draft Stormwater Billing Approach section for STAC Meeting #3 and Special Committee Meeting #3
4. Draft Financial Needs Analysis and Planning section for STAC Meeting #4 and Special Committee Meeting #3
5. Draft Stormwater Rate Analysis section for STAC Meeting #5 and Special Committee Meeting #3
Assumptions
• The City GIS Division will be responsible for developing a preliminary Stormwater billing database as part of
Task 3.2 using Fayetteville's existing parcel and pending impervious data layers. This is a critical path item
with the potential to delay later tasks.
• Feedback from STAC Meeting #4 and Special Committee Meeting 43 will be used to generate SW Policy Paper
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communicate with internal and external stakeholders.
• Feedback from STAC Meeting #4 and Special Committee Meeting #3 will be used to generate SW Policy Paper
#S - SW Financial Planning
• Stakeholder feedback will be documented in Task 6 as part of the Stormwater Feasibility Study.
Task 4. Policy and Ordinance Development
Task 4, Policy and Ordinance Development, includes services related.
Assist with policy development- Aid in the identification the program mission and priorities and develop
policies consistent with those principles.
Assist with the development of policies for credits and appeals -
o Assist in determination applicable credits for commercial and residential uses and how the credits will
be applied,
o Assist in the determination of applicable credits for development projects and how the credits will be
applied,
o Assist with development of a Customer Appeals Process
Assist with Ordinance Development and Revision - Assist in determining legal requirements for creating the
program should the City decide to move forward
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Implementation of an enhanced stormwater management program would require developing and defining
specific policies and procedures to facilitate effective operations and to communicate to stakeholders exactly
what is covered in the program and where Fayetteville provides services. As part of Task 4, the Team will work
closely with the City's legal staff to develop a series of stormwater utility policy papers tailored to the City's
stormwater needs, while reflecting the foundational legal requirements for defensible fee outlines. If warranted,
the Team will augment the City's extensive experience with our national resources to develop a corresponding
ordinance establishing a stormwater enterprise fund.
Task 4.1 Policy Development
First the Team will work with the STAC to develop a list of key policy issues such as:
Cost of Stormwater Services: what mix of stormwater services is the City and its stakeholders willing to fund?
The cost of various LOSs can be identified and presented to support the feasibility process.
Stormwater Rate Structure: is there sufficient variation in the characteristics of single-family residential
properties to merit some distinction in rate structures (e.g., for townhouses, for large, medium and small
single-family homes)?
Credit and Appeal Policies: should credits and exemptions be limited to properties that install onsite
stormwater management facilities? Should credits be provided to customer groups in exchange for in-kind
services, such as environmental education that helps meet the City's MS4 permit requirements (e.g., schools,
churches)?
Based on this list of policy issues and initial public engagement efforts, the Team will develop brief policy papers
as part of Task 4. Up to five policy papers would be developed to describe the issue, alternatives, concerns and
benefits, and recommendations.
Task 4.2 Credit and Appeal Policies
As part of Task 4.2, the Team will support Fayetteville with determining the applicable range of credits available to
residential and non-residential customers and how these credits would be applied. STAC Meeting #4 and Special
Committee Meeting #2 will be used to review the "universe" of credit options encompassed by the City's
Drainage Manual and Ordinances as well as innovative credits to raise stakeholder awareness and encourage
innovative practices. Feedback from these stakeholders will be used to generate SW Policy Paper #3 - Credit
Options that will be used throughout Task 5. Stakeholder preferences regarding these stormwater rate structures
will be documented in Task 6 as part of the Stormwater Feasibility Study. The Team will also outline a draft
Customer Appeals Process that is easily understood and consistent with the appeals process used for the City's
other fees.
Deliverables—
Up to 5 Stormwater Policy Papers, each generally 2 pages, color with a graphic content meant for external
stakeholders.
a. SW Policy Paper #1 - SW Program Costs (EOS and LOS)
b. SW Policy Paper 42 - SW Rate Structure and Billing Options
c. SW Policy Paper #3 - SW Credit Options
d. SW Policy Paper #4 - SW Customer Service (Appeals and Exemptions)
e. SW Policy Paper #5 - SW Financial Planning
2. Draft Stormwater Policy section of the Stormwater Feasibility Study
12
SCOPE AN? FE.F FC:R RFC? L a• 7, S'.0RF.AbV,1 f_lt EASIS:l Tr
Task 5. Public Outreach and Education
The Team understands that Fayetteville's goal is to reach as many people as possible throughout the public
engagement process. The Team will work with Fayetteville's Communications and Marketing Department and the
Media Services Division to support the implementation of a robust and innovative public engagement process
that reflects the City's long history of reaching out to its citizens. To do so, the Team's role in Task S is to develop
a Public Engagement Plan, develop the technical content and materials appropriate to each stakeholder audience
and outreach method (presentations, media content, stormwater utility toolkit), and assist City staff with
implementation of the Plan.. The Public Education Plan will articulate how the public and stakeholders will be
provided opportunities to vet the analyses and policy choices developed in Tasks 2, 3 and 4, at each step of the
way. For example, Task 4 Policy and Development, proposes a series of policy papers for use in Task 5. Further,
Fayetteville's 2017 Strategic Planning Report articulates City Council's focus on communications and community
engagement'. It identified the following means for implementation which integrate into development of the
Public Engagement Plan:
Improvements to City's communications initiatives – expanding channels
• Newsletter
➢ Review of effectiveness and transforming format
• Digital and social media
• More mobile workshops
■ Website
• User-friendly methods of obtaining information
• tmoracing tecnnology, pilot programs ana prototyping
■ Staff concierge
■ Communications between department heads to address issues of "siloed departments"
■ Citizen committee reviews
This focus is consistent with the stakeholder approaches implemented by other similarly sized communities. A
recent survey of 13 communities identified the following key lessons:
■ Proactively engage stakeholders on all sides of the issue, those that support developing a stormwater funding
program as well as those that oppose it.
• Foster deliberation and exchange of ideas among stakeholders with many points of view.
■ Make a locally -compelling case that a stormwater funding program meets a critical need.
Demonstrate the cost-effectiveness of the funding approach,
• Demonstrate that the proposed approach is the most equitable, i.e. those that generate the most
stormwater, pay the most.
• Use several forms of proactive outreach.
Recognize that despite outreach efforts, the first bill arriving in the mail will be the first time many people
become aware of the new fee—be responsive and flexible through the first few billing cycles2.
1 InVerltas. 2017. Strategic Planning Final Report 2017_ March 2017.
2 US EPA, 2013. The Role of Public Outreach and Stakeholder Engagement in Storm water Funding Decisions in New England,
13 1
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It is the Teams understanding that the City of Fayetteville plans to acquire one of many online public engagement
tools available to provide a new and innovative ways to involve stakeholders in the feasibility study process. The
Team will work with City staff to develop applications that utilize the software ultimately purchased.
Task 5.1 Public Engagement Plan
To assist Fayetteville with its public outreach and education efforts, the Team will first work with staff to develop
a draft public engagement plan for review during Task 1, Project Chartering. As part of an initial Project
Chartering Workshop, we will charter the Staff Technical Advisory Committee (STAG), facilitate a discussion of
Fayetteville's Stormwater Program Strategic Visions/Goals, and review the draft public engagement plan. With
feedback from Fayetteville's internal (elected and staff) stakeholders during chartering, the team will finalize the
Public Engagement Plan for use throughout the Study. The draft Public Engagement Plan will address each of the
components as described further below:
I.Stormwater Program Strategic Visions/Goals
II.ldentify and Charter Stakeholders
Ill.ldentify and Establish Outreach Methods
IV.Identify and develop technical content and materials appropriate to each stakeholder audience and
outreach method (presentations, media content, stormwater utility toolkit)
V.Provide a detailed implementation schedule
Stormwater Program Strategic Visions/Goals
As part of the Task 1, Chartering, the Team will facilitate a discussion of Fayetteville's Strategic Vision / Goals for
its Stormwater Program, in general, and the Stormwater Feasibility Study. The discussion will validate the Team's
understanding of City Councils' Fayetteville Vision 2050 (To keep Fayetteville a vibrant and welcoming city that
encourages diversity, creativity, and innovation while providing our citizens the opportunity to thrive) and its
eleven guiding principles. The Team will reference these principles while facilitating a discussion of Fayetteville's
Strategic Vision / Goals for its Stormwater Program.
Identify and Charter Stakeholders
It is the Team's understanding that the following audiences can be considered the primary internal and external
stakeholders:
• Stakeholders (Internal)
o Elected Officials (Mayor and Council)
o Staff
Stakeholders (External)
o General Public (neighborhood groups, homeowner's associations, civic groups)
o Key Stakeholders (Large and / or new Customers, such as the University of Arkansas, Lindsey &
Associates, Fayetteville Public Schools, etc,)
o Targeted Stakeholders (business community, faith community, nonprofits, low-income advocates,
environmental groups, etc.)
14(
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As part of development of the draft Public Engagement Plan, the Team will work with the City to identify each of
the City's external stakeholders and link the appropriate outreach methods to each group. The Team intends to
ensure both stakeholder groups are chartered for involvement in the Feasibility Study and are adequately
educated on technical subjects in sufficient detail to enable meaningful input to the decisions on key issues such
as range of services addressed, level of service provided, and extent and nature of credits provided.
ldt ntify and cstobhsh outreach Methods
The stakeholders above will be reached using a variety of proven and innovative methods, such as the
EngagementHQ tools noted above. The Team will work with Fayetteville's Communications and Marketing
Department and the Media Services Division to develop the technical content and materials appropriate to each
stakeholder audience and outreach method.
Task 5.2 Meetings, Workshops and Briefings
The Team will engage internal and external stakeholders via a variety of in person meetings, workshops and
briefings of:
1) Council and TBD Committee
2) Staff Technical Advisory Committee (STAC)
3) Key Stormwater Stakeholders
4) Public Meetings
Elected officials will be briefed either through the newly appointed mayoral subcommittee presentations or full
Council presentations at key steps in the evaluation of policy options. In general, it is recommended that the
Council be briefed once before the start of the stakeholder engagement process and once at the end, before
launching the wider stakeholder engagement process.
Experience in successfully evaluating and implementing other stormwater utilities suggests that interactive and
transparent engagement with both internal and external stakeholders early on, as well as elected officials leads to
success. The Team will support the City with the development of the Staff Technical Advisory Committee (STAC)
as part of Task 1. The STAC should be composed of internal stakeholders representing a cross-section of the
City's departments, whose goal will be to help make staff recommendations on the important components of the
program, as analyzed in Tasks 2, 3 and 4. Up to 6 STAC workshops of 4 hours each are assumed to be included in
Task 5, The Team will work with City staff to develop a list of key groups for focused stormwater stakeholder
outreach and engagement. The Team will provide technical materials to support 3 rounds of focused outreach by
City staff during the Study, generally anticipated to address: Stormwater 101 / FAQ Funding Needs / Level(s) of
Service and Credit and Appeals_
Task 5.3 Develop Technical Content and Materials
The Team will work with Fayetteville's Communications and Marketing Department and the Media Services
Division to develop digital tools for use online and in meetings / workshops. The purpose of these tools will be to
educate stakeholders about stormwater funding alternatives, level of service and credit options while providing
them with a meaningful opportunity to log their preferences and willingness to pay for various levels of service.
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FCGP;. AND F%` OR R.FQ 18-02, STORrAVVA7ri? fUS[ li,Il:Y ST ON
As needed, our stakeholder team stands ready to support City staff with additional technical analysis by providing
qualitative research from interviews with key leaders, targeted focus groups with community networks, media
analysis, formal or informal surveys, website feedback analysis, elected official interviews, and more, as needed.
We can review already -available data from community surveys or customer information, looking for sensitivities
(cultural, socio-economic, religious), community concerns (environmental, safety, economic, lifestyle), or rate
imbalances that could can provide baseline information on which amenable public policy is based.
As part of the Stormwater Utility Toolkit, the Team will utilize the technical content developed through the
technical analyses in Tasks 2, 3 and 4. This material will be tailored to each stakeholder audience and outreach
method (presentations, media content, stormwater utility toolkit), The Team suggests:
• Stormwater Utility Toolkit with technical content and materials. Provided online, as appropriate, and via
hardcopies depending on stakeholder demographics.
o External Toolkit - FAQs, Factsheets, Policy Papers
o Internal Toolkit — External materials plus talking points and City Council Ward -specific maps of
stormwater issues that build on those illustrated in the 2018 Drainage Improvement Plan.
• PowerPoint presentations to support 3 rounds of focused outreach by City staff during the Study, generally
anticipated to address: Stormwater 101 / FAQ, Funding Needs / Level(s) of Service and Credit and Appeals.
• Wikimaps Online Mapping Tool (see Task 8, Additional Services)
• Stormwater Needs and Priorities Survey of Stakeholders (see Task 8, Additional Services)
Passive Methods
• Fayetteville Website - Use the existing Stormwater feasibility study page on Fayetteville website,
httn://www.fsytteville•ar.Rov_/33Z815tormwater-Utility-Stu or establish a dedicated Stormwater Master
Planning page on http_//www.fa�jetteville..--,ar,g d1.310186/Master-Plans or convert the Drainage Master Plan
page.
Social Media postings
NotifyMe Listsery e-mails
o Create a new NotifyMe ListSery group (htt s: l le-ar. DV lisl.as x) for the Stormwater
Feasibility Study
o Use the NotifyMe Media Releases and Public Meetings list to engage the general public the SW
Feasibility Process.
Deliverables —
1. Draft Public Engagement Plan
2. Final Public Engagement Plan
3. Meetings, Workshops and Briefings.
a. City Leadership Briefings: Presentation materials and 1 team members for up to 3 Mayoral or Special
Committee Meetings.
b. Staff Technical Advisory Committee Meetings: Meeting materials and 1 team members for up to 6
STAC Meetings
c. Meeting materials and 1 team members for up to 3 SW Public Meetings
4. Technical Content and Materials.
a. 3 presentations for use in Stormwater Stakeholder Targeted Outreach Activities
161
K -OPE ANO FC_ FOR €?FQ 18,Ci2, STORr MATE -F FEAS IP1_i": STUDY
b. Stormwater Utility Toolkit with technical content and materials. Provided online, as appropriate, and
via hardcopies depending on stakeholder demographics.
i_ Branding Logo after completion of Task 1.
ii. External Toolkit - FAQs, Factsheets, Policy Papers
iii. Internal Toolkit— External materials plus talking points and City Council Ward -specific maps
of stormwater issues that build on those illustrated in the 2018 Drainage Improvement Plan.
Assumptions —
• The CH2M / Olsson Team will facilitate internal stakeholder meetings and workshops.
• Staff with Fayetteville's Communications and Marketing Department and the Media Services Division will
facilitate external meetings and support the internal implementation of the technical content provided by the
CH2M / Olsson Team.
Task 6. Stormwater Feasibility Report
Task 6, Stormwater Feasibility Report includes services related to preparation of a report summarizing the results
of the study, accompanied by a programmatic implementation plan. Together, these documents will provide the
City with the roadmap to implernentation, if developing a stormwater utility fee is deemed to be beneficial to the
City, An initial draft of the feasibility report will be prepared and reviewed with City staff and the STAC while a
final draft will be the basis of a presentation of the completed study to the Mayor and City Council. The final
Feasibility Study report will integrate these subsequent final comments.
Deliverables —
1. Initial Draft Stormwater Feasibility Report
2. Draft Stormwater Feasibility Report
I Final Draft Stormwater Feasibility Report
4. Final Stormwater Feasibility Report
5, Summary of Stakeholder Comments on Final Draft Stormwater Feasibility Report
Assumptions —
All draft task documents will be finalized as part this Task 6, Stormwater Feasibility Study.
To the extent practical, one set of consolidated and adjudicated comments from Fayetteville staff are
appreciated.
Task 7. Project Management
Task 7 includes the work related to the management, administration, and coordination of the Teams activities
during this scope_ This includes managing and coordinating project resources and responsiveness consistent with
the schedule and budget. Specific activities conducted by the CH2M — MWY Team will include:
• Project Work Plan. Prepare a project work plan within seven days after the Notice to Proceed. The plan will
identify project scope, individual work elements, budget for each element, responsible individuals for each
work element, staffing plan and schedule. The plan will include the communication plan for the project to be
17�:
SCONE AND £ EE r'o£i RFC! 18-u2, 57"ORio WATER rEAS101UTy STUDY
used between Team, Fayetteville and other stakeholders. The project work plan will be submitted to the City
for its use.
Project Conference Calls. CI -12M — MWY Team will coordinate monthly project conference calls as needed
with City of Fayetteville staff. The purpose such calls is to coordinate project activities for continued
progression of assigned work.
Project Schedule. The Team will prepare a schedule within S days of Notice to Proceed and will provide it to
the City for tracking purposes. Schedule updates will be prepared on an as needed basis.
Project Cost Control/Progress Reporting: The CI -12M — MWY Team will prepare monthly project status reports
that compare work accomplished with scheduled activities, provide support documentation for invoices,
compare expenditures with task budgets, and describe changes to the scope that have occurred.
Documentation will include details of expenditures on each task and will show the hours worked by pro iect
personnel and other direct expenses related to the task. The status report including tasks completed and any
changes to the scope of services will be presented at the end of each month. All monthly reports will then be
submitted to the City with the monthly invoices.
Deliverables —
1. Project Management Plan and internal CI -12M — MWY Team kickoff meeting.
2. 12 monthly invoices and progress reports.
3. Monthly status meetings, including meeting preparation, updated schedule, and meeting summary.
Assumptions --
A period of performance not to exceed 18 months.
It is assumed that all deliverables will consist of no more than 2 drafts and 1 final.
Task 8. Additional Services
Task 8, Additional Services includes services that are not essential to developing the Feasibility Report itself.
Therefore, the Team will implement these additional services at the discretion of the City. Other services relate
to moderating STAC meetings, assisting with a Stormwater Organizational Analysis, additional report preparation,
or additional presentations to regional and local entities. Task 8 currently includes the development of a
Wikimapping.com Stormwater Mapping Tool to solicit stakeholder feedback regarding the extent and character of
stormwater and drainage challenges. Additionally, a Stormwater Needs and Priorities Survey of Stakeholders will
be developed for the City of Fayetteville to administer.
Deliverables —
1. Additional Technical Content and Materials.
a. Wikimapping.com Stormwater Mapping Tool
b. Stormwater Needs and Priorities Survey of Stakeholders
Assumptions —
• Staff with Fayetteville's Communications and Marketing Department and the Media Services Division will
support the internal implementation of the technical content provided by the CH2M / Olsson Team.
• City staff will administer the Wikimapping.com Stormwater Mapping Tool including the compilation and
analysis of stakeholder data points collected as part of their engagement.
18
`.,t O;'F AND r+:E FOR RPQ 18.02, STr1RNMATER FEA-S[RILl7-Y STUDY
TABLE 4. DELIVERABLES AND ASSUMPTIONS: PHASE I—STORMWATER FEASIBILITY STUDY
Task #
Task
Deliverables
Assumptions
1
Chartering
• Prepare draft Chartering workshop agendas and
a Fayetteville staff will facilitate the selection of the STAC
presentations for staff review
and ongoing scheduling logistics of STAC meetings.
• Prepare draft integrated implementation schedule
a 2-3 representatives of the CH2M — MWT team will be
reflecting draft Engagement Plan.
present for the Project Chartering workshop (day 1).
• Prepare Initial Request for Information for Feasibilit/
• 1 representatives of the Team will be present for Special
Study
Committee Meeting #1- Vision / Goals, Engagement
• Facilitate Project Chartering workshop with STAC (day 1)
Plan and Study Overview (day 2)
• Facilitate Special Committee Meeting #1 -Vision /Coals,
• All other fees related to the Team attending internal and
Engagement Plan and Study Overview (day 2)
external meetings can be found under Task S
• Meeting Summary of Project Chartering workshop
2
Stormwater Program
0 Materials for STAC meeting #1—Stormwater N 3eds
• Meeting attendance and coordination is included
Costs
Analysis and 5W 0 & M and Capital Improvement
in Task 5. Public Education and Outreach.
Planning, based on Strategic Vision and Goals f om
• Definition of the City of Fayetteville's current
Project Chartering Workshop
Stormwater M54, level of service and extent of
• Preliminary Draft LOS / EOS options, including i
service will be based on readily available
basic (current), standard, and proactive LOS, for at
information provided by the City.
least a 5 -year planning cycle. Draft programmz tic
r Feedback from STAC Meeting #2 and Special
cost estimates for these LOS / EOS options will be
Committee Meeting #2 will be used to generate
tabulated (over 5 years) for up to 6 program ar=as.
SW Policy Paper # 1 - SW Program Costs (805 and
• Materials for Special Committee workshop #1 (,n
LOS) part of Task 4 that will be used throughout
Stormwater Program Needs and Extent of Sery ce
Task 5 to communicate with internal and external
Analysis
stakeholders.
■ Draft Programmatic Stormwater 0 & M and Ca )ital
• All draft task documents will be finalized as part of
Improvement Plan with a description of the Cit is
Task 6, Stormwater Feasibility Study.
existing Stormwater management, drainage
To the extent practical, one set of consolidated and
improvement and capital improvement plannirg
adjudicated comments from Fayetteville staff are
efforts as well as a high-level path forward for the
191
SCOPE AND FEE FOR RFQ 18-02, .STORM WATER FEASIBILITY STUDY
TABLE 4. DELIVERABLES AND ASSUMPTIONS: PHASE I-STORMWATER FEASIBILITY STUDY
Task #
Task
Deliverables
Assumptions
more detailed master planning and prioritization
appreciated.
efforts that would be needed should a fee be
implemented.
o Materials for STAC meeting #2 and Special
Committee workshop #2 on Preliminary Draft
Stormwater LOS / EOS options
• Draft Stormwater Program Cost and Programmatic
Stormwater O & M and Capital Improvement Plan
sections for Feasibility Study.
3
Financial Planning and
. Stormwater pro forma financial spreadsheet model
Rate Analysis
(financial / rate model) with a detailed 5 -year cash
• The City GIS Division will be responsible for
flow analysis and planning level projections over a
developing a preliminary Stormwater billing
longer timeframe.
database as part of Task 3.2 using Fayetteville's
• 3 conference calls with GIS division staff (in addition
existing parcel and pending impervious data layers.
This is a critical path item with the potential to
to Interactions as part of the STAC), to identify the
delay later tasks.
City's preliminary Stormwater billing database
approach.
• Feedback from STAC Meeting #4 and Special
• Draft Stormwater Billing Approach section for STAC
Committee Meeting #3 will be used to generate
Meeting #3 and Special Committee Meeting #3
SW Policy Paper # 2 SW Rate Structure and Billing
• Draft Financial Needs Analysis and Planning section
Options as part of Task 4 that will be used
for STAG Meeting #4 and Special Committee
throughout Task 5 to communicate with internal
Meeting #3
and external stakeholders.
• Draft Stormwater Rate Analysis section for STAC
a Feedback from STAC Meeting #4 and Special
Meeting #5 and Special Committee Meeting #3
Committee Meeting #3 will be used to generate
SW Policy Paper #5 - SW Financial Planning
• Stakeholder feedback will be documented in Task 6
as part of the Stormwater Feasibility Study.
4
Policy and Ordinance
Development
Y Up to 5 Stormwater Policy Papers, each generally 2
pages, color with a graphic content meant for external
stakeholders.
20 1
SCOPE AND FEE FOR RFQ 18-02, STORMWATER FEASIBILITY STUDY
TABLE 4. DELIVERABLES AND ASSUMPTIONS: PHASE I—STORMWATER FEASIBILITY STUDY
Task #
Task
Deliverables
Assam tions
• Draft Stormwater Policy section of the Stormwater
Feasibility Study
5
Public / Stakeholder
+ Draft Public Engagement Plan
The CH2M / Olsson Team will facilitate internal
Education and
Outreach
■ Final Public Engagement Plan
stakeholder meetings and workshops.
. Meetings, Workshops and Briefings.
a. City Leadership Briefings: Presentatior
■ Staff with Fayettevilie's Communications and Marketing
materials and 1 team members for up ' o 3
Department and the Media Services Division will
facilitate external meetings and support the internal
Mayoral or Special Committee Meetin€ s.
implementation of the technical content provided by
b. Staff Technical Advisory Committee
the CH2M / Olsson Team.
Meetings: Meeting materials and 1 tez m
members for up to 6 STAC Meetings
c. Meeting materials and 1 team members for
up to 3 SW Public Meetings
• Technical Content and Materials.
a. 3 presentations for use in Stormwater
Stakeholder Targeted Outreach Activiti=s
b. Stormwater Utility Toolkit with technic it
content and materials. Provided online as
appropriate, and via hardcopies depen Ping
on stakeholder demNraphics.
6
Stormwater Feasibility
■ Initial Draft Stormwater Feasibility Report
All draft task documents will be Finalized as part this
Report
■ Draft Stormwater Feasibility Report
Task 6, Stormwater Feasibility Study.
+ Final Draft Stormwater Feasibility Report
• Final Stormwater Feasibility Report
• To the extent practical, one set of consolidated and
adjudicated comments from Fayetteville staff are
• Summary of Stakeholder Comments on Final DI aft
appreciated.
Stormwater Feasibility Report
7
Project Management
■ Project Management Plan and internal kickoff meet ng.
• A period of performance not to exceed 18 months.
• 12 monthly invoices and progress reports.
211
SCOPE AND FEE FOR RFQ 18-02, STORM WATER FEASIBILITY STUDY
TABLE 4. DELIVERABLES AND ASSUMPTIONS: PHASE I —STORMWATER FEASIBILITY STUDY
Task #
Task
Deliverables
Assumptions
• Quarterly status meetings, including meeting
■ It is assumed that all deliverables will consist of no more
preparation, updated schedule, and minutes.
than 2 drafts and 1 final.
8
Additional Services
+ Wikimapping.com Stormwater Mapping Tool
• Staff with Fayetteville's Communications and Marketing
• Stormwater Needs and Priorities Survey of Stakeholders
Department and the Media Services Division will internal
implementation of the technical content provided by
the CN21V / Olsson Team.
• City staff will administer the Wikimapping.com
Stormwater Mapping Tool including the compilation and
analysis of stakeholder data points collected as part of
their engagement.
22' j
ATTACHMENT C
Stormwater Utility Feasibility Study
CITY OF FAYETTEVILLE, AR
SUPPLEMENTAL TERMS
Version: May 9, 2018
Changes, modifications, or amendments in scope, price or fees to this contract shall not
be allowed without a prior formal contract amendment approved by the Mayor and the
City Council in advance of the change in scope, cost or fees.
2. RIGHT TO AUDIT, FOIA, AND JURISDICTION:
The City of Fayetteville reserves the privilege of auditing a vendor's records as such
records relate to purchases between the Citv and said vendor.
Freedom of Information Act: City contracts and documents prepared while
performing City contractual work are subject to the Arkansas Freedom of
Information Act. If a Freedom of Information Act request is presented to the City
of Fayetteville, the (contractor) will do everything possible to provide the
documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized
photocopying costs pursuant to the FOIA may be assessed for this compliance.
b. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law
applying -to the case.
c. Legal venue and jurisdiction to resolve any disputes shall be Washington County,
Arkansas with Arkansas law applying to the case.
3. CITY INDEMNIFICATION:
a. CH2M HILL agrees to indemnify the City and hold it harmless from and against all
claims, liability, loss, damage or expense, including but not limited to counsel
fees, to the proportionate extent arising from negligence or willful misconduct or
arising from or by reason of any actual or claimed trademark, patent or copyright
infringement or litigation based thereon, with respect to the services or any part
thereof covered by this order, and such obligation shall survive acceptance of the
services and payment thereof by the City.
MAY 10, 2019
F r^rArr
Sip Fpr
C
i'r4�lIS�S..
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 175-17
File Number: 2017-0413
STORMWATER UTILITY STUDY INTENT:
A RESOLUTION TO EXPRESS THE CITY COUNCIL'S INTENT TO FUND A STUDY TO
EVALUATE THE FEASIBILITY OF CREATING A STORMWATER UTILITY PROGRAM IN AN
AMOUNT NOT TO EXCEED $200,000.00, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, following the major flooding experienced in the City of Fayetteville during April 2017,
the City Council expressed a desire to research the feasibility of creating a stormwater utility program
and WHEREAS, staff recommends that the City utilize the experience of a professional consultant well
versed in establishing stormwater utilities and anticipates the study can be completed for under
$200,000.00.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby expresses its intent to find a
study to evaluate the feasibility of creating a stormwater utility program in an amount not to exceed
$200,000.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
PASSED and APPROVED on 8/15/2017
Attest:
Sondra E. Smith, City Clerk Treasu`
�titi y�r.;, •..,,.F3, rim
rfr. • r.,
1:.i1,io. o��,tt•
fil
Page 1 Prinled on 8116117
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
...�.: k (479) 575-8323
,= Text File
File Number: 2017-0413
Agenda Date: 8/15/2017 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: D. 10
STORMWATER UTILITY STUDY INTENT:
A RESOLUTION TO EXPRESS THE CITY COUNCIL'S INTENT TO FUND A STUDY TO
EVALUATE THE FEASIBILITY OF CREATING A STORMWATER UTILITY PROGRAM IN AN
AMOUNT NOT TO EXCEED $200,000.00, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, following the major flooding experienced in the City of Fayetteville during April
2017, the City Council expressed a desire to research the feasibility of creating a stormwater
utility program; and
WHEREAS, staff recommends that the City utilize the experience of a professional consultant
well versed in establishing stormwater utilities and anticipates the study can be completed for
unaer 3/,uu,uuu.uu.
NOW, THEREFORE, RE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Se.ciion I: That the City Council of the City of Fayetteville, Arkansas hereby expresses its intent to fund
a study to evaluate the feasibility of creating a stormwater utility program in an amount not to exceed
$200,000.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
City of Fayetteville, Arkansas Page 1 Printed on 811812017
I
City of Fayetteville Staff Review Form
20 7m-34 13
begista, File ID
{t7
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
/
Chris Brown 7/28/2017 Engineering
Development Services Department
Submitted By . Submitted Date Division / Department
Action Recommendation:
Express the City's intent to complete a study evaluating the feasibility of a stormwater utility to provide a means by
which to address stormwater needs throughout the City, to approve funding forthestudy and to approve a budget
adjustment
Budget Impact:
1010.090.6600-5314.00 General Fund
-Account Number Fund
17008 5tormwater Utility Feasability Study
Project Number Project Title
Budgeted Item? No Current Budget $ -
Funds Obligated $
Current Balance
Does item have a cost? Yes Item Cost $ 200,000.00
Budget Adjustment Attached? Yes Budget Adjustment $ 200,000.00
Remaining Budget
V20140710
Previous Ordinance or Resolution H
Original Contract Number: Approval Date:
Comments:
CITY OF
Fay% r
le
ARKANSAS
MEETING OF AUGUST 15, 2017
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Chris Brown, City Engineer
FROM: Alan Pugh, Staff Engineer
DATE: August 1, 2017
STAFF MEMO
SUBJECT: Express the City's intent to complete a study evaluating the feasibility of a
stormwater utility to provide a means by which to address stormwater needs throughout the
City, to approve funding for the study and to approve a budget adjustment.
rZE- vvnr0m�.vflvrA.TlCN1-
Approval of the City's expression of intent to complete a study evaluating the feasibility of a
stormwater utility to provide a means by which to address stormwater needs throughout the
City, to approve funding for the study and to approve a budget adjustment.
BACKGROUND:
Like many cities throughout the -state and nation, the City of Fayetteville experiences issues
with stormwater runoff. These issues stem from many sources including, but not limited to,
aging infrastructure, maintenance of system capacity, manpower to perform systematic
inspections and the lack of formal drainage systems in many older areas of the City. In order to
address these concerns, the -City has historically funded maintenance and new projects directly
from the Capital Improvement Plan (CIP). However, there are many needs within the City that
require funding from the CIP and, at least in recent years, the funding for stormwater has been
inadequate to comprehensively address stormwater issues. In order to develop a
comprehensive solution, funding is required for manpower and equipment as well as multiple
capital projects, some of which will require in excess of $1 million dollars for each project.
Given the current funding levels, it would take many years in order to address just one of those
projects.
DISCUSSION:
As you are aware, the City of Fayetteville experienced a major flooding event in April of 2017.
As a follow up to that event, City staff presented the results of an investigation into the
stormwater drainage system to Council at agenda session in June of this year. This
investigation revealed funding needs in excess of $15 million dollars to address the drainage
issues that the City is aware of at this time. Also during this presentation, several funding
sources were identified in order to begin to address these issues. However, given the extent of
funding required, council expressed the desire to research a stormwater utility in order to
provide an adequate funding source to begin to address the issues related with the stormwater
system as well as maintain the system into the future.
Mailing Address
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
In order to accomplish this task, staff is recommending the City utilize the experience of a
professional consultant versed in establishing stormwater utilities. This will aid in developing
a system that will ensure that the current and future needs are met. The engineering division
would aid in the procurement of the professional service and organization of the appropriate
resources to identify the funding needs as well as the structure of a potential stormwater utility
program.
BUDGET/STAFF IMPACT:
The cost of the study will depend heavily on the defined scope, however, staff anticipates that
the investigation would not exceed $200,000. The funding source would need to be general
fund reserves as this was not a budgeted project in 2017 and no funding is available for this
project at this time.
Attachments:
April 29, 2017 Flood Event Summary
April 28-30,
2017 Flooding
Event
ielli � ��� � � _ • i'ti •' �. f. 1r �
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C: Y OF
A'YETT VILLE
ARKANSAS
FAQ
• How much rain did we get?
• Was it a 1 00 -year event? t.
• What area saw most flooding?
• What can the City do to help?
100 -Year Event
• Total 24 hour precipitation
• intensity (inches per hour)
of precipitation
• Observed stream
levels/hiah water marks
�4S
Tontitown li f apr1r) age f -
- Johnson
Goshen
_
inches
S _
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- Greve_ --- _
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Green Ian(
• -- - -- -- Faye*teville Rant C�augOS '.. ,•' i
100 -Year 24 hour Rainfall: 7.91 Inches
Total Precipitation April 28th -April 30th
City Rain Gauges
8
fe
If
50
O
25
70O
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ies�xss a .? ex#ss�a CU rs9 xs.?::
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`Legend
100% annaa€ chance 0 yr]
. , 50% annual chance (2 yn
ar"nual the nce
ift annual chance 00 yr)
.,
4% araWlal enante (25 yr)
2%annu.1 chance (50 rl
1% eM11al chance (100 yr)
�+� 0 5% ann(HI chancy (200 Yh) a
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a 2%anwal charm (5aa psl
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Provided by FTN Associates Fotal Precipitation April 28th -April 30th
National Weather Service
Intensity
• Highest intensity between 4:45 PM and
8:45 PM on Saturday 29th
• Between 2.01 and 5.65 inches of rain
during that 4 hour time period
• Highest Intensity: 0.83 inches rain in 15
minute period (3.32 in/hr),
• Over 0.5 inches in, 15 minutes common
Observed H\V Marks
2663 W Megan Drive
• Observed HW Mark Elevation: 1230.9
•
Anticipated 1 % Annual Ihance (1 00 -year)
event: 1230.7.12NU
r p*s v
Observed HW Marks
1189 N West End
• Observed HW Mark Elevation: 1233.6
• Anticipated 1 % Annual Chance (1 00 -year)
event: 1234.0
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7
Observed HSN Marks
191 E Rebecca St
• Observed HW Mark EIElvation: 1390.1
• Anticipated 1°/ Annual Chance (100 -year)
event: 1392.5
Stream Gauges
Mud Creek at Greg/Wilkerson:
• Peak Gauge Height 17.5 (Approximately
1181.5 Elevation),
• Anticipated 10% Annual Chance(Il 0 -year)
event: 1180.5
• Anticipated 2% Annual Chance (50 -Year)
event: 1182. 0
• Anticipated 1 % Annual Chance (1 00 -year)
event: 1183. 0
Stream G(a ges
Town Branch at Armstrong:
• Peak Gauge Height 17 (Approximately
1188.75 Elevation)
• Anticipated 1 % Annual Chance (1 00 -year)
event: 1190.7
Niokaska at Township
• Peak Gauge Height 6.92
• Correlates with an estimated 4% Annual
Chance (25 -year) Event
Street Flooding
S 15th Street
N College Ave @ Sunbridge
N Porter Road
W Poplar Street
-:•ifs .�'�`�._
- •:: .�,.:�•.i
_
761
N College Ave @ Sunbridge
N Porter Road
W Poplar Street
Structure Flooding
Estimate 45-50 structures with various levels of flooding
that have been -eported
Property Damage/Yard Flooding
Fence Damage
Valley Drive
Structure/Yard
Flooding
Driveway
Flooding
P rn nPrty El
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�':•r�•• � � - � - � '. �� - � w� jar•- : s:. -' - : �
[:u 4L - .
Property Damaae/Yard Floodina
r - r
College and Rebecca Parking
N Fowler Ave
i
til s
• f
z r.�
West of Holly/Sang Intersection
T: _4
N Lewis Ave
Service Requests
Categories
— Maintenance
— Capital
4- Small Projects
• Medium Projects
• Large Projects
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April 29th, 2017 Flooding Service Requests
-T
April 29th, 2017 Flooding Service Requests
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Ma ntenance
Projects include.
—Clearing debris from ditches; culverts, inlets,
channels
— Restoring ditch capacity
— includes labor only,, no materials
— Historically deferred due to 'other priorities
— Occurs throughout the City
Small Drainage Projects
• Projects include
—Anything under $500,000
— Culvert replacement/sizo increase
— Curb/inlet construction
— Increase inlet capacity
— Create ditches/swales to divert runoff
— occurs' throug hoot the City
Medium Drainage Proj1ects
April 29th, 2077 Flooding Service Requests
Medium Drainage Projects
• Projects include
—Anything between '$500K and $1 Mil
— Similar to Small Projects; but larger scale
— Culvert replacement/size increase
— Increase inlet capacity
— Install culvert/inlets/curb where none existed
Medium Drainage Projects
Prospect St
1wcca St
71B w
Q
Q
45
1'
Lafayel i
Upper Scull Phase I
M
�.
>a
C r"'ti
Eastern Ave
Individual Request Location
AH7a
C2piial (127).
Mawtenanca r75)
1 -Boxwood Ave/Ashbrook Dr
2-E Country Way/E Ferguson Ave
Stream Erosion Ranking System (later this year)
Sandpiper Dr a VVF White River
* N Ashbrook • Rocky Branch
• Sweetbriar park = More Rural Areas
Large DrainaglE.% ProJjects
April 29th, 2017 Flooding Service Requests
Large Drainage Projects
• Projects include
—Anything over $1 Mil
—Large scale projects implemented throughout
entire watersheds
—Have been considered previously but deferred
due to cost
Large Drainage Projects
$1 Million Plus
Missouri Creek
-T9 Blvd �!
Elmhurst/M :,Clinton
Individual Request Ucation
AHTD (1)
Capital (127)
.Maintenance (5)
Sunbridge/College
0 0 0
.0
D(j�2 St
Sutibridgq pr
0
i
v
16-
Elmhurst/M :,Clinton
Individual Request Ucation
AHTD (1)
Capital (127)
.Maintenance (5)
Sunbridge/College
0 0 0
.0
D(j�2 St
Sutibridgq pr
Additional
Flood
Study
April 29th, 2017 Flooding Service Requests
Additional'Flood S..�tudy Needed
• Large floodplains w/limited solutions
—Clabber Creek at Salem Drive
— Ellis Ave between S Hill and S 15th
— Scull Creek College Ave Crossing
— Hamestring @ 1-49
117
CL
' Ha
we
Individual Request Location
AHTD (1)
i Capital (127)
Maintenance (� S)
r -
r`'
Mleiaren or
Where to Beg'n?
• Project size
—
Complete large projects or greater number of
smaller projects
• Severity of property damage
— Structure damage, property damage,
nuisance drainage
• Length of time known
• Number of residents impacted
$ How Mach $
• Overall cost estimated $15 to $20 million
• Maintenance: 83 Projects; $1 00K
• Small: 92 Projects; $2.,r._)* Mil
• Medium: 6 Projects; $3 Mil
• Large: 3 Projects; $8 Mil
• Does not include
— labor costs for maintenance projects
— capital costs for those projects in need of
flood study
Funding Mechanisms
• Capital Improvement Program
• Future Bond Issue
• Stormwater Utility
Stormwater Utility
• Permanent Revenue Stream
— Maintenance/Operations
— Capital Improvements
— Water Quality Monitoring
— I'l/S4 and other permitting
— Stream Restoration
• Allows for more robust incentive use LID
• Provide flexibility for developer
— Cost of system versus on-site mitigation
Stormwater Utility
• Further investigation required:
— Determine funding needs
• Projects, ongoing maintenance, staff,
administration of program
— Potential structure: flat rate versus sliding
scale based on impervious area
— Determine appropriate rate
— Rebates for LID and other runoff reduction
measures
Next Steps
• Priority List
• Funding Mechanism
• Questions?
— Contact the
Engineering
5*75-8206
Division,
Disaster Declaration
Funding available for public infrastructure and
private individuals
—Apply directly to FEMA for approval
—only pays to repair, no upgrades, to public
infrastructure
—Some grants can pay to elevate, floodproof or
purchase/demolish structures
1 -800 -621 -FEMA (3362)
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division ENGINEERING (621) Adjustment Number
2017 /Org2
Requestor: Chris Brown
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Express the City's intent to complete a study evaluating the feasibility of a stormwater utility to provide a means by
which to address stormwater needs throughout the City, to approve funding for the study and to approve a budget
adjustment
C:\Users\losmith\AppData\Roaming\L5\Temp\ I a415466-d217-459a-b465-69a2598402c7 1 of 1
COUNCIL DATE:
8/15/2017
LEGISTAR FILE ID#:
2017-X07413
3 c u-6tik rc, het l
V1/2017 4:00 PM
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
RESOLUTION/ORDINANCE
POSTED:.
1
TOTAL
200,000 200,000
v.20170707
Increase / (Decrease)
Pro.6ecl.SuUlf
Account Number
Expense Revenue
Project Sub AT
Account Name
1010.090.6600-5314.00
200,000 -
17008 1 EX
Professional Services - :
1010.001.0001-4999.99
- 200,000
RE
Use Fund Balance - Current
C:\Users\losmith\AppData\Roaming\L5\Temp\ I a415466-d217-459a-b465-69a2598402c7 1 of 1
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 ENGINEERING (621)
2018
Requestor: Chris Brown
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Approval of the Stormwater Feasibility Study professional services contract with Jacobs, formerly CH21V! Hill, in an
amount not to exceed $229,222 and to approve a budget adjustment.
RESOLUTION/ORDINANCE
COUNCIL DATE: 6/5/2018
LEGISTAR FILE ID#: 2018-0267
xe,vbvvspr
5/18/2018 9:55 AM
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
TOTAL 29,498 29,498 v.20180417
Increase / (Decrease) Prolect.Subtt
Account Number Expense Revenue Project Sub AT Account Name
1010.090.6600-5314.00 29,498 - 17008 1 EX Professional Services - :
1010.001.0001-4999.99 - 29,498 RE Use Fund Balance - Current
C:\Users\losmifh\AppData\Roaming\L5\Temp\e58ef771-624f-4e32-836e-b213c7cc28f0 1 of 1