HomeMy WebLinkAbout157-22 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 157-22
File Number: 2022-0549
STORMWATER AND FLOOD MANAGEMENT WATER QUALITY PROJECTS:
A RESOLUTION OF INTENT TO ESTABLISH A STORMWATER UTILITY FOR THE
PURPOSES OF FUNDING NEEDED STORMWATER AND FLOOD MANAGEMENT
WATER QUALITY PROJECTS THROUGH A MONTHLY STORMWATER FEE TO BE PAID
BY MOST PROPERTY OWNERS IN FAYETTEVILLE, TO REQUEST CITY
STAFF TO CONTINUE WITH ANALYSIS AND SUPPORTING ACTIVITIES, AND TO
APPROVE THE ATTACHED $199,660.00 BUDGET ADJUSTMENT
WHEREAS, the City of Fayetteville experienced major floods in 2008, 2011, 2015 and 2017, each
of increasing frequency and magnitude; and
WHEREAS, additional funds are needed for measures to protect the long -teen resiliency of the City's
infrastructure and its ability to protect public safety and access to public roads, as well as
increase flood mitigation measures for the protection of private property; and
WHEREAS, the City became a regulated small Municipal Separate Storm Sewer System (MS4)
community under the State of Arkansas' General Permit (ARR040000) in 2003 with no
corresponding federal or state funding for its mandated MS4 Stormwater Management Program; and
WHEREAS, the Minimum Control Measures that the City is required to implement, track and report
as part of its MS4 Stormwater Management Program have increased with each 5-year
permit renewal cycle since 2003 and will likely increase again soon to reflect our substantially
increasing population; and
WHEREAS, the City's MS4 assets and responsibilities continue to increase with new development
built in Fayetteville while additional routine maintenance, repair and replacement
Page 1 Printed on 716122
Resolution: 157-22
File Number- 2022-0549
of the City's existing MS4 required infrastructure becomes necessary as these assets age; and
WHEREAS, the City will likely meet the population threshold of 100,000 by the 2030 Decennial
Census for Arkansas to become a medium MS4 community, triggering additional
mandated activities and infrastructure; and
WHEREAS, the City's current funding sources, including Street Fund, General Fund, Sales Tax
Capital Improvements Fund, and the intermittent issuance of revenue bonds, are no longer
adequate to provide and sustain these stormwater, flood management and water quality services; and
WHEREAS, the 2019 Flood Management and Water Quality Funding Study identified a
Stormwater Utility Fee to help pay for these services based upon the impervious area of houses,
buildings, driveways, etc. as the most equitable mechanism for funding these increasing needs when
paired with the Sustainable Credit Program available to all customers.
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 intention to
adopt a Stormwater Utility and Stormwater Utility Fee upon satisfactory completion
of the following tasks which are necessary for a complete Stormwater Utility Ordinance:
a. Development of an accurate billing database with the attributes needed to facilitate billing.
b. Completion of a final validation of the original financial model using updated program costs and the
Customer Billing Database and develop final billing rates to complete.
c. Development, Expansion and Finalization of the Sustainable Credit Framework, to include eligibility,
application requirements, inspection and verification procedures and duration between
renewal.
d. Negotiate, if possible, Interlocal Cooperation Agreements with other public property owners in the
City, such as the University of Arkansas and Washington County.
e. Develop and implement stakeholder engagement and education materials and strategies including an
interactive map that will allow property owners to see information specific to their
property, including impervious areas and potential rates and monthly billing amounts.
f. Review and consider municipal exemptions for rights of way, parking lots and other City properties.
g. Development of a robust customer service program with processes allowing customers to request an
audit/map supporting their fee amount, to answer questions, and to facilitate appeals of fee amounts
and credits.
Page 2 Printed on 716122
Resolution: 157-22
File Number: 2022-0549
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves Contract
Amendment No. 3 with Jacobs in the amount of $199,660.00 for additional services necessary to
complete the tasks in section 1.
Section 3. That the City Council of the City of Fayetteville, Arkansas hereby approves the attached
budget adjustment.
PASSED and APPROVED on 7/5/2022
Attest: .�oill ill l i ff,11
■`�. ' c,1T Y
G:
FA Y F rr.
Kara Paxton, City Clerk Treasurer v; ,1s p
`� +�N11 ;
Page 3 Printed on 716122
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2022-0549
Agenda Date: 7/5/2022 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: D.1
STORMWATER AND FLOOD MANAGEMENT WATER QUALITY PROJECTS:
A RESOLUTION OF INTENT TO ESTABLISH A STORMWATER UTILITY FOR THE PURPOSES
OF FUNDING NEEDED STORMWATER AND FLOOD MANAGEMENT
WATER QUALITY PROJECTS THROUGH A MONTHLY STORMWATER FEE TO BE PAID BY
MOST PROPERTY OWNERS IN FAYETTEVILLE, TO REQUEST CITY
STAFF TO CONTINUE WITH ANALYSIS AND SUPPORTING ACTIVITIES, AND TO APPROVE
THE ATTACHED $199,660.00 BUDGET ADJUSTMENT
WHEREAS, the City of Fayetteville experienced major floods in 2008, 2011, 2015 and 2017, each of
increasing frequency and magnitude; and
WHEREAS, additional funds are needed for measures to protect the long-term resiliency of the City's
infrastructure and its ability to protect public safety and access to public roads, as well as
increase flood mitigation measures for the protection of private property; and
WHEREAS, the City became a regulated small Municipal Separate Storm Sewer System (MS4) community
under the State of Arkansas' General Permit (ARR040000) in 2003 with no
corresponding federal or state funding for its mandated MS4 Stormwater Management Program; and
WHEREAS, the Minimum Control Measures that the City is required to implement, track and report as part
of its MS4 Stormwater Management Program have increased with each 5-year
permit renewal cycle since 2003 and will likely increase again soon to reflect our substantially increasing
population; and
WHEREAS, the City's MS4 assets and responsibilities continue to increase with new development built in
Fayetteville while additional routine maintenance, repair and replacement
of the City's existing MS4 required infrastructure becomes necessary as these assets age; and
WHEREAS, the City will likely meet the population threshold of 100,000 by the 2030 Decennial Census for
Arkansas to become a medium MS4 community, triggering additional
mandated activities and infrastructure; and
WHEREAS, the City's current funding sources, including Street Fund, General Fund, Sales Tax Capital
City of Fayetteville, Arkansas Page 1 Printed on 71612022
File Number: 2022-0549
Improvements Fund, and the intermittent issuance of revenue bonds, are no longer
adequate to provide and sustain these stormwater, flood management and water quality services; and
WHEREAS, the 2019 Flood Management and Water Quality Funding Study identified a Stormwater
Utility Fee to help pay for these services based upon the impervious area of houses,
buildings, driveways, etc. as the most equitable mechanism for funding these increasing needs when paired with
the Sustainable Credit Program available to all customers.
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 intention to adopt a
Stormwater Utility and Stormwater Utility Fee upon satisfactory completion
of the following tasks which are necessary for a complete Stormwater Utility Ordinance:
a. Development of an accurate billing database with the attributes needed to facilitate billing.
b. Completion of a final validation of the original financial model using updated program costs and the Customer
Billing Database and develop final billing rates to complete.
c. Development, Expansion and Finalization of the Sustainable Credit Framework, to include eligibility,
application requirements, inspection and verification procedures and duration between
renewal.
d. Negotiate, if possible, Interlocal Cooperation Agreements with other public property owners in the City,
such as the University of Arkansas and Washington County.
e. Develop and implement stakeholder engagement and education materials and strategies including an
interactive map that will allow property owners to see information specific to their
property, including impervious areas and potential rates and monthly billing amounts.
f. Review and consider municipal exemptions for rights of way, parking lots and other City properties.
g. Development of a robust customer service program with processes allowing customers to request an
audit/map supporting their fee amount, to answer questions, and to facilitate appeals of fee amounts and credits.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves Contract Amendment
No. 3 with Jacobs in the amount of $199,660.00 for additional services necessary to complete the tasks in
section 1.
Section 3. That the City Council of the City of Fayetteville, Arkansas hereby approves the attached budget
adjustment.
City of Fayetteville, Arkansas Page 2 Printed on 71612022
City of Fayetteville Staff Review Form
2022-0549
Legistar File ID
7/5/2022
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Chris Brown 6/14/2022 ENGINEERING (621)
Submitted By Submitted Date Division / Department
Action Recommendation:
Approval of a resolution of intent to establish a stormwater utility for the purposes of funding needed stormwater
and flood management water quality projects through a monthly stormwater fee to be paid by most property
owners in Fayetteville; and to request city staff to continue with analysis and supporting activities; and approval of
Amendment 3 to the Stormwater Feasibility Study professional services contract with Jacobs in an amount not to
exceed $199,660 (total contract amount $582,942) are complete and to approve a budget adjustment.
Budget Impact:
1010.090.6600-5314.00
General Fund
Account Number Fund
17008.1 Stormwater Utility Feasiblity Study
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$
2,890.00
$
2,889.92
$
199,660.00
$
199,660.00
V20210527
Purchase Order Number: 2018-498 Previous Ordinance or Resolution # 131-18, 209-19, 250-1S
Change Order Number:
Original Contract Number:
Comments:
2
2018-23
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JULY 5, 2022
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
Chris Brown, Public Works Director
FROM: Alan Pugh, Staff Engineer
DATE: June 14, 2022
CITY COUNCIL MEMO
SUBJECT: Approval of a resolution of intent to establish a stormwater utility for the purposes
of funding needed stormwater and flood management water quality projects
through a monthly stormwater fee to be paid by most property owners in
Fayetteville; and to request city staff to continue with analysis and supporting
activities; and approval of Amendment 3 to the Stormwater Feasibility Study
professional services contract with Jacobs in an amount not to exceed $199,660
(total contract amount $582,942) are complete and to approve a budget
adjustment.
RECOMMENDATION:
Staff recommends approval of a resolution of intent to establish a stormwater utility for the
purposes of funding needed stormwater and flood management water quality projects through a
monthly stormwater fee to be paid by most property owners in Fayetteville; and to request city
staff to continue with analysis and supporting activities; and approval of Amendment 3 to the
Stormwater Feasibility Study professional services contract with Jacobs in an amount not to
exceed $199,660 (total contract amount $582,942) are complete 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. To develop a comprehensive
solution, funding is required for manpower and equipment as well as multiple capital projects,
some of which will require more than $1 million dollars for each project. Given the current
funding levels, it would take many years to address just one of those projects.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
The City Council recognized these needs and approved moving forward with a feasibility study
on June 5, 2018 via resolution 131-18 and amended that agreement on two occasions;
resolution 209-19 and 250-19 to provide additional investigation.
DISCUSSION:
With the feasibility portion of the project complete and accepted by the City Council, the next
phase will include preparation for the actual implementation should Council ultimately decide to
move forward. In the immediate future the proposed work would include developing a billing
database and procedure, finalizing the credit system, analyzing the latest impervious area and
finalizing the proposed rate structure. The proposed project will also, with the help of the City's
Communications Division, include a robust outreach program to educate the public about the
program once the analysis is complete. While there will be checkpoints along the way, the
contact also includes a full 24 months of support which will take the project all the way through
the implementation process.
With the amount of work remaining, the stormwater committee would like City Council to
consider the attached resolution of intent along with the amendment to the contract. This
resolution would only state Council's intent to move forward with the program and would not
establish the program at this time. Once the applicable items in contract Amendment #3 are
complete, staff would bring forth an ordinance for Council consideration to establish the
stormwater utility and move forward with the implementation.
BUDGET/STAFF IMPACT:
The overall cost proposed is $199,660 which would bring the total of all services to $582,942
and is proposed to be set aside from the general fund as was the case with the original funding
for the study.
Attachments:
Draft Resolution of Intent
Amendment 2 to Stormwater Feasibility Contract
Budget Adjustment
Resolution 131-18
Resolution 209-19
Resolution 250-19
RESOLUTION NO.
A RESOLUTION OF INTENT TO ESTABLISH A STORMWATER UTILITY FOR THE
PURPOSES OF FUNDING NEEDED STORMWATER AND FLOOD MANAGEMENT
WATER QUALITY PROJECTS THROUGH A MONTHLY STORMWATER FEE TO BE
PAID BY MOST PROPERTY OWNERS IN FAYETTEVILLE, AND TO REQUEST CITY
STAFF TO CONTINUE WITH ANALYSIS AND SUPPORTING ACTIVITIES.
WHEREAS, the City of Fayetteville experienced major floods in 2008, 2011, 2015 and 2017,
each of increasing frequency and magnitude; and
WHEREAS, additional funds are needed for measures to protect the long-term resiliency of the
City's infrastructure and its ability to protect public safety and access to public roads, as well as
increase flood mitigation measures for the protection of private property; and
WHEREAS, the City became a regulated small Municipal Separate Storm Sewer System (MS4)
community under the State of Arkansas' General Permit (ARR040000) in 2003 with no
corresponding federal or state funding for its mandated MS4 Stormwater Management Program;
and
WHEREAS, the Minimum Control Measures that the City is required to implement, track and
report as part of its MS4 Stormwater Management Program have increased with each 5-year
permit renewal cycle since 2003 and will likely increase again soon to reflect our substantially
increasing population; and
WHEREAS, the City's MS4 assets and responsibilities continue to increase with new
development built in Fayetteville while additional routine maintenance, repair and replacement
of the City's existing MS4 required infrastructure becomes necessary as these assets age; and
WHEREAS, the City will likely meet the population threshold of 100,000 by the 2030
Decennial Census for Arkansas to become a medium MS4 community, triggering additional
mandated activities and infrastructure; and
WHEREAS, the City's current funding sources, including Street Fund, General Fund, Sales Tax
Capital Improvements Fund, and the intermittent issuance of revenue bonds, are no longer
adequate to provide and sustain these stormwater, flood management and water quality services;
and
WHEREAS, the 2019 Flood Management and Water Quality Funding Study identified a
Stormwater Utility Fee to help pay for these services based upon the impervious area of houses,
buildings, driveways, etc. as the most equitable mechanism for funding these increasing needs
when paired with the Sustainable Credit Program available to all customers.
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
intention to adopt a Stormwater Utility and Stormwater Utility Fee upon satisfactory completion
of the following tasks which are necessary for a complete Stormwater Utility Ordinance:
a. Development of an accurate billing database with the attributes needed to facilitate billing.
b. Completion of a final validation of the original financial model using updated program costs and
the Customer Billing Database and develop final billing rates to complete.
c. Development, Expansion and Finalization of the Sustainable Credit Framework, to include
eligibility, application requirements, inspection and verification procedures and duration between
renewal.
d. Negotiate, if possible, Interlocal Cooperation Agreements with other public property owners in
the City, such as the University of Arkansas and Washington County.
e. Develop and implement stakeholder engagement and education materials and strategies
including an interactive map that will allow property owners to see information specific to their
property, including impervious areas and potential rates and monthly billing amounts.
f. Review and consider municipal exemptions for rights of way, parking lots and other City
properties.
g. Development of a robust customer service program with processes
allowing customers to request an audit/map supporting their fee amount, to answer questions,
and to facilitate appeals of fee amounts and credits.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves Contract
Amendment No. xx with Jacobs in the amount of $xxx,xxx for additional services necessary to
complete the tasks in section 1.
PASSED and APPROVED this 1st day of March, 2022.
APPROVED:
ATTEST:
LIONELD JORDAN, Mayor KARA PAXTON, City Clerk/Treasurer
SCOPE CHANGE AUTHORIZATION
Project: Amendment 3 to the Stormwater Date Prepared: June 15, 2022
Feasibility Study Contract
Jacobs Project No.: 705896CH Date Revised:
Client: City of Fayetteville, AR Client Project No.:
Project Manager: Heather H. Dyke Change No.: 3
1. The attached proposal for changes in the scope of the work are hereby authorized:
As an amendment to our existing agreement, Resolution 131-18, File Number 2018-0267.
2. The effect of these changes in scope is as follows:
a. Fee (1) Change Labor: $191,460 + Travel: $8,200 = $199,660
(2) New Total $582,942
b. Schedule August 2022 to July 2024, or 24 months from NTP.
c. Construction (1) Cost N/A
(2) Schedule N/A
d. Other N/A
3. The reason for these changes in the scope of the work are as follows:
The purpose of Phase III is for Jacobs to provide an additional 24 months of support to prepare the City of
Fayetteville for the initial billing of a customer -neutral fee based on impervious area (IA) as recommended
by the 2019 Funding Study and subsequent analysis by the City Council Special Stormwater Subcommittee.
4. Project Manager's comments:
On behalf of Jacobs, I great[ ppreciate portunit to support the City with potential implementation
of its Flood Managempnt4 Water ality F ding P gram.
Approved by Client: vL� Date: 2Z
Agreed to byJEG: Date: 6 15 2022
PV'"e,
C -
r,
Heather Laryisson, PE
Jacobs
Manager of Projects I BIAF
JACOBS"
June 10, 2022
Chris Brown, PE
Public Works Director
City of Fayetteville
125 W. Mountain Street
Fayetteville, AR 72701
Subject: Flood Management and Water Quality Funding Program Implementation, Phase III
Dear Mr. Brown:
Jacobs is pleased to submit this proposal for an amendment to our existing agreement for the purposes of assisting
the City of Fayetteville (the "City") with the implementation of the findings of the Flood Management and Water
Quality Funding Study (prepared under Resolution 131-18, File Number 2018-0267) and subsequent analysis for
Funding Program Implementation (Resolution 250-19, File Number 2019-0596). As a result of these efforts, our
Team uniquely understands the many drivers for the City establishing an equitable and sustainable long-term
funding source for its MS4 stormwater, flood management and water quality needs. Similarly, we recognize the
importance of the remaining work for the City's leadership, staff and citizens.
The overall purpose of Phase III of the Flood Management and Water Quality Funding Program Implementation
("Phase III") is for Jacobs to provide 24 months of support as described in the attached documents to facilitate the
initial billing of a customer -neutral fee based on impervious area (IA). As part of Phase III, Jacobs will support the
City as it develops its internal billing policies to support its diverse range of customers, a current customer billing
database, and a Sustainable Stormwater Credit Manual with Application and Instructions. Similarly, Jacobs will
provide technical content for the City's Communication Department to utilize with stakeholders and facilitate a
Customer Billing Preview & Notification Study paired with a public -facing Billing Preview tool for customers to view
the draft billing data (parcel boundaries and impervious area). The proposal attached provides the following
information:
• Article A. Purpose and Scope of Services
• Article B. Schedule and Fee
We greatly appreciate the opportunity to provide this proposal for the City's consideration. If you have any
questions, please do not hesitate to contact us.
Sincerely,
Heather Layrisson/BTR
Heather H. Dyke, AICP
6/10/2022 PAGE 1 OF 12
Enclosure
Flood Management and Water Quality Funding Program
Implementation for the City of Fayetteville, Arkansas
Article A. Purpose and Scope of Services
This scope of work would provide the City of Fayetteville, Arkansas with support in implementing the
findings of the 2019 Flood Management and Water Quality Funding Study (prepared under Resolution
131-18, File Number 2018-0267) and subsequent analysis for Funding Program Implementation
(Resolution 250-19, File Number 2019-0596). The purpose of Phase III is to provide 24 months of
support to the City of Fayetteville to facilitate the initial billing of a Stormwater, Flood Management and
Water Quality fee. This customer -neutral fee, based on impervious area (IA), was identified as the most
equitable method of funding its drainage and federally mandated, albeit unfunded, Municipal Separate
Storm Sewer System (MS4) permit compliance needs by the 2019 Funding Study.
Under Phase III, Jacobs would first provide as needed services to City staff to navigate final policy
decisions and implement robust stakeholder engagement and education and develop credit and
customer service programs. Secondly, Jacobs would facilitate the creation of an updated Customer
Billing Database by the City and perform a final validation of the original financial model using updated
program costs and the updated Billing Database. Lastly, Jacobs will work with City staff to conduct a
Customer Billing Preview & Notification Study at least 6 months in advance of the first billings using the
draft Customer Billing database. This study will notify customers of their anticipated fee amount
without credits, provide them with the Draft Sustainable Stormwater Credit Manual, including a Credit
Program Application and Instructions as an attachment, and allow them to view the underlying parcel
boundaries and impervious area via a City -developed and hosted map tool. If the customer finds a
discrepancy in this source data an online link or form will be provided to request an appeal.
The Jacobs Project Team would continue to be led by Heather Dyke, AICP with support from Mike
Matichich and other Jacobs staff already familiar with the Funding Study and subsequent Program
Implementation Findings.
Scope of Services
Project Understanding
Phase III of the Flood Management and Water Quality Funding Program includes the interim activities
necessary to establish a fee program. After consideration and passing of a Resolution by City Council,
the Jacobs team would work closely with City staff to forward these activities in a cost-effective,
stepwise and collaborative fashion. The following table summarizes the Project Team's understanding
of City -led activities versus Jacobs -led deliverables by task, which are described further in the next
section. For example, it is assumed that the City will lead Stakeholder Education and Outreach activities
with technical support and content provided by Jacobs. Similarly, Task 5 is now dedicated to the
development of robust, sustainable customer service program in which Jacobs would support the City as
it develops a responsive program, including processes for customers to request a brief audit / map
supporting their fee amount, to answer questions, and facilitate appeals of fee amounts and credits.
6/10/2022 PAGE 2 OF 12
Task #
Task Name
City -led Activities
Jacobs Deliverables
• Overall Flood Management and Water
• Technical content for SpeakUp
Quality Stakeholder Engagement and
Fayetteville, the Customer Billing
Education Program
Preview & Notification Study,
Stakeholder
• Strategy and Action Plan including
Example Fee Calculations and
1
Engagement and
methods, milestones and schedule for
Frequently Asked Questions.
Education
necessary technical content from
• Meeting materials and
Jacobs.
attendance for up to 8 Meetings,
Workshops or Briefings (4
individual trips).
Development of underlying billing database
• Updated stormwater cost of
source data in Task 3, which will also be an
services, 2024 to 2034.
Final Stormwater
input for the financial /rate model.
• Updated stormwater financial /
rate model, with detailed 5-year
2
Program Costs and
cash flow analysis and planning
Rate Analysis
level projections over a 20-year
time frame.
• Obtain and process underlying billing
• Billing Policy Paper
database source data
• Workshops with City GIS and
• Develop public -facing Billing Preview
Utility Billing staff
tool for customers to view the draft
. Customer Billing Database
Stormwater
2024 Customer Billing Data (parcel
Work Ian
p
boundaries and impervious area) and
3
Customer Billing
submit a request for City staff review
• Draft 2024 Customer Billing
Database
as part of Notification
Database
• Distribute Customer Billing Preview &
• Customer Billing Preview &
Notification
Notification Study
• Final 2024 Customer Billing
Database
• City staff will take the lead soliciting
input from City stakeholders on the
. Revisit Phase II Credit Framework
range of credit opportunities that
and assess the cost /benefits of
Sustainable
should be offered, see Task 1, with
providing additional credits.
4
Stormwater Credit
technical support from Jacobs.
Program
• City staff will negotiate Interlocal
• Draft and Final Sustainable
Cooperation Agreements with other
Stormwater Credit Manual with
public governments relating to their
Application and Instructions
credits
• Sustainable Customer Service Program
• Draft and Final Customer Service
• Drainage Easement Equity Plan
Fee and Credit Appeal processes
Customer Service
and procedures
5
and
• Plan for Private Residential Detention
Administration
Pond Program (inventory, contact,
• Draft and Final CS processes and
procedures and a schedule)
procedures for administering the
Credit Program and Billing
Database.
• Confirm Section 52.03 — Applicability.
• Up to 3 draft Interlocal
6
Ordinances and
Intergovernmental
• Negotiate Interlocal Cooperation
Cooperation Agreements
Agreements
Agreements
• Revise Ordinance Section 52.07,
if needed.
6/10/2022 PAGE 3 OF 12
Project Tasks
Task 1. Stakeholder Engagement and Education
The Jacobs Team understands that the City's goal is to continue to reach as many people as practical
throughout the stakeholder engagement and education process. Further, that additional involvement
and education of the owners of rental property, large industries, non -profits and other traditionally
exempt property may be needed to ensure they understand how equitable the fee is, the services it
provides and that the City is providing a robust, Sustainable Credit Program to recognize existing,
functional stormwater practices. Task 1 will provide the technical content for the City's Communication
Department to use to raise awareness among citizens and businesses of the need for additional funding
and the equity / fairness of Funding Program selected. Other technical content would support
Stakeholder awareness of the Customer Billing Preview & Notification Study planned for at least 6
months in advance of initial billing.
Task 1.1 General Meetings, Workshops and Briefings
The Jacobs Team will support City staff in engaging internal and external stakeholders via a variety of in
person meetings, workshops and briefings. Elected officials will be briefed either through the Special
Stormwater Subcommittee established during the Funding Study or through full City Council
presentation(s). This scope of work would cover 4 meetings over 2 trips by the Jacobs Project Manager
plus 1 additional staff member, as needed.
Task 1.2 Stakeholder Materials
The Team will work closely with the City's Communications and Marketing Department and the Media
Services Division to support the implementation of a robust and innovative stakeholder engagement
and education strategy that reflects the City's long history of reaching out to its citizens. Jacobs will
develop the draft technical content of Stakeholder Materials while City staff will finalize the materials
for posting and distribution.
Task 1 Deliverables and Assumptions —
O Meeting materials and 1— 2 team members for up to 8 Meetings, Workshops or Briefings (4
individual trips).
O Up to 4 PowerPoint presentations
O Technical content for SpeakUp Fayetteville, the Customer Billing Preview & Notification Study,
Example Fee Calculations and Frequently Asked Questions.
O Staff with the City's Communications and Marketing Department and the Media Services Division
will now lead this Task with technical support from the Jacobs Team.
Task 2. Final Stormwater Program Costs and Rate Analysis
Task 2 would update the costs associated with the City providing the Extent of Service (EOS) and Level of
Service (LOS) planned for its Stormwater Program based on inflation and additional stakeholder
feedback. Similarly, the financial planning and rate analysis activities performed in Phases I and II will be
updated and validated using these updated costs, the draft Stormwater Customer Billing Database from
6/10/2022 PAGE 4 OF 12
Task 3, and other potential changes to the underlying assumptions to confirm the fee schedule needed
to support its desired EOS / LOS.
Task 2 Deliverables and Assumptions —
• Final projected stormwater cost of services tabulated from 2024 to 2034.
• Final stormwater pro forma financial spreadsheet model (financial / rate model) with a detailed 5-
year cash flow analysis and planning level projections over a 20-year time frame.
• The EOS/LOS assumptions used for generating the final stormwater program costs will not vary
substantially from those in Phase II.
Task 3. Stormwater Customer Billing Database
Jacobs will work in collaboration with City staff in Task 3 to develop a current Stormwater Customer
Billing database. The resulting draft and final databases will serve multiple purposes for
implementation, including accurately identifying the top 20 Stakeholders for engagement (Task 1),
estimating fee amounts for the purposes of negotiating interlocal agreements (Tasks 4 and 6) as well as
determining efficient methods for billing non -fee simple properties and properties administered as
rentals by management companies. Jacobs anticipates the City needing to follow the steps below to
identify and develop a customer billing database that meets its needs:
1) A Billing Policy Paper to identify and evaluate the full range of policy questions in advance of
designing the Customer Billing Database of a parcel -based fee as a new module within the City's
monthly utility billing system. Examples of topics to be addressed during a Task Kickoff with City
staff include but are not limited to:
a) Will most undeveloped properties inherently not have a utility account?
b) What are cost-effective (longterm) methods for?
i) Linking parcel ownership to the existing utility billing system?
ii) Calculating and administering fees for non -fee simple properties and properties
administered as rentals by management companies?
iii) Calculating and administering credit amounts?
2) Develop a Customer Billing Database Workplan based on findings of the Policy Paper and a series of
workshops with City GIS and Utility Billing staff. The workshops will:
a) Identify a wide range of attributes needed for billing, the structure of this data and cost-
effective processing steps to generating it.
b) Establish procedures for billing rental and multi -family properties.
c) Establish procedures for resolving database exceptions and customer appeals.
3) Generating a draft 2024 Customer Billing Database, as described in the Workplan.
4) Perform a Customer Billing Preview & Notification Study with the draft 2024 Customer Billing
database at least 6 months in advance of the initial billing to notify owners of their anticipated fee
amount without credits and to provide the Sustainable Credit Program Manual, including an
Application and Instructions, with a proposed period for owner submittals of appeal and credit
applications and subsequent City processing (see Task 5) before billing.
5) Generate fina12024 Customer Billing Database with credit amounts to date and adjustments
resulting from the Customer Billing Preview & Notification Study.
6/10/2022 PAGE 5 OF 12
Jacobs will provide support to the City while it generates a draft and final Customer Billing database.
Should the City decide to proceed with Phase III, it is assumed that the City would self -perform the
majority of Task 3, including the extensive QA/QC and database processing efforts needed to test for
accuracy of the resulting bills and reduce the likelihood of excessive customer appeals. Examples of self -
performed efforts include generating:
• Current Impervious Area (IA) data that reflects the City's definition of IA and growth that has
occurred since 2018.
• Parcel / Property Boundary Verification (attributed with PIN [parcel identification number], physical
address and owner)
O Purpose: Parcel boundaries are needed for calculating a fee, no matter the billing method
selected. The PIN or physical address will serve as the method of joining the customer
billing database to the City's utility billing system.
O Existing data: Substantial database processing could be needed to examine the extent that
parcel boundaries are reasonably correct. Moderate database processing will be needed for
all parcels to be attributed with PINs and Ownership. Lastly, while the fee is customer -
neutral, there are multiple benefits to retaining, or adding, attributes to indicate customer
type / class.
Task 3 Deliverables and Assumptions —
1. Deliverables:
a. Up to 8 virtual, or in -person, if possible, workshops with City staff from corresponding
Departments to develop the Billing Policy Paper, Customer Billing Database Workplan and
Customer Billing Preview & Notification Study.
b. Draft and Final Billing Policy Paper
c. Draft and Final Customer Billing Database Workplan
d. Draft and Final 2024 Customer Billing Database
e. Technical Support of Customer Billing Preview & Notification Study.
2. Other as needed support includes:
a. Technical input as City GIS staff leads (and hosts) the development of a simple, public -facing
tool for customers to view the draft 2024 Customer Billing Database, i.e., quick map of the
property boundaries and IA, for verification. The tool will also allow customers to request
an audit if something looks amiss in advance of billing.
3. Assumptions:
a. The City will be responsible for providing Jacobs with an updated ArcGIS geodatabase of an
"intersect" or "identity" between the following data sources as an input to the Draft 2024
Customer Billing Database:
Its version of the Washington County Tax Parcels with the attributes, highlighted
below:
Parcel: 765-13492-000 Washington County Report ID: 48Bo4
Property Owner
Property information
Name:
Physical Address: 1772 N COLLEGE AVE
Mailing Address: PO BOX 6538
Subdivision: 3-16-30 FAYETTEVILLE OLITLOT5
FORT SMITH, AR 7290"538
Block r Lot: N/A r NIA
Type: (CI) Comm. Impr.
S-T-R: 03-16-30
Tax Dist: (011) FAYETfEVILLE 5CH, FAY
5¢e (Acres): 0.336
Millage Rate: 57.95
6/10/2022 PAGE 6 OF 12
Building 1
AgeNC Condition Effective Age Stories Grade
1972 Average 14 1 C2
Avg. Floor Area: 1978 common Wall:
Avg. Perimeter: 196 Total Floar Area: 1978
No. Floors: 1 Total Height: 10
Avg. Floor Hgt: 10 Unit Multiplier: 1
Occupancy HeatinglCooling Sprinkler
Primary Restaurart - Fast Food (100%) W"Cl Air (100%) NIA
Secondary NIA NIA WA
Outbuildings and Yard Improvemenis
Item Type
Sunoim Unit Multi. Quality Age
Cooler (35 F)
7x12
Fence. Metal WIRON4
300
Freezer 10 F)
10x7
Lighting MVAPFA
7
Lighttrg LGTP
34 3
Paving ASPH
5000
Sign Pasts or Poles
6x2
Flagpole NCV
Ligftng LGTP
20 1
Paving CONC
4500
Walls, Masonry CONC134
180
ii. Current impervious area (IA) data of all hard surfaces in the City, including
compacted gravel.
iii. Its best available data source for accurately determining legal ownership type
between the following buckets:
1. Private — Fee Simple
2. Private - Condominium
3. Public — City owned within the public rights of way,
4. Public —City owned, Drake Field,
5. Public— Other City owned lands such as parks and trails,
6. Public — Fayetteville Public Schools,
7. Public —Washington County,
8. Public —State of Arkansas,
9. Public— University of Arkansas (main campus and annexes),
10. Public —Federal
11. Other —Traditionally tax-exempt properties.
iv. Use of the City's Utility Billing System will also necessitate the need for a
corresponding linkage via meter location address or other method.
Task 4. Sustainable Stormwater Credit Program
As described further in the 2019 Funding Study and 2021 Sustainable Credit Framework memo, a
stormwater credit is an ongoing, renewable reduction in the fee charged to a property for mitigating its
impact on the City's stormwater system. The Framework provides all customers with an opportunity to
meaningfully reduce their fees by demonstrating activities or stormwater practices that reduce the
water quality and quantity burden imposed on the City's drainage system. As part of Task 4, Jacobs will
finalize the Sustainable Credit Program by:
• Revisiting the range of credit opportunities listed in draft Subsection 52.12 — Sustainable Credit
Framework, with input from City stakeholders.
• Assessing the administrative costs versus direct and indirect benefits of providing additional credits,
or a rebate program, for smaller residential stormwater practices such as rain barrels.
6/10/2022 PAGE 7 OF 12
• Producing a draft and final Sustainable Stormwater Credit Manual, including sections addressing
applicability and eligibility, application documentation, and processes for enforcement, renewal and
appeals. Application instructions and forms would be provided as appendices to the Manual.
Task 4 Deliverables and Assumptions —
1. Draft and Final Sustainable Stormwater Credit Manual, including a Credit Program Application
and Instructions as an attachment.
2. It is assumed that City staff will take the lead soliciting input from City stakeholders on the range
of credit opportunities that should be offered, see Task 1, with technical support from Jacobs.
3. It is assumed that corresponding internal administrative procedures for the Sustainable
Stormwater Credit are in Task 5.
Task 5. Customer Service and Administration Support
For Task 5, Jacobs will provide as needed support to the City in developing the internal Customer
Services processes and procedures to administer the Fee Program. This includes providing technical
support to a City -led Drainage Easement Equity Plan and Plan for Private Residential Detention Ponds.
Implementation of an enhanced stormwater management program would also require developing and
defining specific policies and procedures to convey to key stakeholders identified in Task 1, what is
covered in the program, where the City will provide services and what will remain the responsibility of
private property owners. As part of Task 5, the Jacobs team will:
• Work with the City to develop the processes and procedures for reviewing appeals to customers fee
amounts as well as appeals of the credits granted if the owner does not concur.
• Work with the City to develop the processes and procedures for administering the Sustainable
Credit Program including the review credit applications, determining the credit amount is warranted
and then integrating into the Customer Billing database.
• After granted, a long-term process for tracking credits, validation and renewal would be developed
for City staff. Similarly, Jacobs will work with City staff to identify a cost-effective method for
administering and tracking of credits for education and involvement activities as well as individual
residential practices, if needed.
Task 5 Deliverables and Assumptions —
• Up to 4 virtual, or in -person, if possible, workshops with City staff from corresponding Departments
to develop the City -specific process and procedures.
• Draft and Final Customer Service Fee and Credit Appeal processes and procedures
• Draft and Final Customer Service processes and procedures for administering the Sustainable
Stormwater Credit Program and the Customer Billing Database.
Task 6.Ordinances and Interlocal Cooperation Agreements
As part of Task 6, the Jacobs Team will work closely with the City's legal staff to update draft Chapter 52,
Stormwater Utility further, if needed, based on the findings of Tasks 1— 5. They will support the City as
it negotiates Interlocal Cooperation Agreements, under § 25-20-104 and § 14-54-704, with other public
property owners such as the University of Arkansas, Washington County and Fayetteville Public Schools
in recognition of their own MS4 permits or efforts to reduce stormwater runoff. Jacobs will develop up
6/10/2022 PAGE 8 OF 12
to 3 draft Intergovernmental Agreements for City staff that clearly delineate the extent and level of
stormwater services to be provided by the City, the rights and responsibilities of each party as well as
mutual obligations, compensation and miscellaneous terms.
Task 6 Deliverables and Assumptions:
1. Draft and Final revisions to Chapter 52. Stormwater Utility.
2. Up to 3 Interlocal Cooperation Agreements.
Task 7.Overall Project and Quality Management
The objective of this task is to recharter the project by defining the individual project roles, points of
contact and project controls for the next 24 months. This includes managing, coordinating and
proactively communicating the status of project resources, schedule and budget.
Task 7 Deliverables and Assumptions —
1. 24 monthly invoices and progress reports.
2. Monthly or quarterly status calls, including an agenda, updated schedule, and action items.
6/10/2022 PAGE 9 OF 12
Project Deliverables
Task #
Task Name
Deliverables
1. Technical content for SpeakUp Fayetteville, the Customer Billing
Preview & Notification Study, Example Fee Calculations and Frequently
1
Stakeholder Engagement
Asked Questions.
and Education
2. Meeting materials and 1— 2 team members for up to 8 Meetings,
Workshops or Briefings (4 individual trips).
3. Final stormwater cost of services tabulated from 2024 to 2034.
Final Stormwater
2
Program Costs and Rate
4. Final stormwater pro forma financial spreadsheet model (financial /
Analysis
rate model) with a detailed 5-year cash flow analysis and planning level
projections over a 20-year time frame.
5. Up to 8 virtual, or in -person, if possible, workshops with City staff from
corresponding Departments to develop the Billing Policy Paper,
Customer Billing Database Workplan and Customer Billing Preview &
Notification Study.
3
Stormwater Customer
Billing Database
6. Draft and Final Billing Policy Paper
7. Draft and Final Customer Billing Database Workplan
8. Draft and Final 2024 Customer Billing Database
9. Technical Support of Customer Billing Preview & Notification Study.
10. Revisit Phase II Sustainable Credit Framework, including the range of
credit opportunities and assessing the administrative costs versus
direct and indirect benefits.
Sustainable Stormwater
11. Draft and Final Sustainable Stormwater Credit Manual with sections
4
Credit Program
addressing applicability and eligibility, application documentation, and
processes for enforcement, renewal and appeals. Application
instructions and forms would be provided as appendices to the Manual
12. It is assumed that corresponding internal administrative procedures for
the Sustainable Stormwater Credit are in Task 5.
13. Up to 4 virtual, or in -person, if possible, workshops with City staff from
corresponding Departments to develop City -specific process and
procedures (2 individual trips).
Customer Service and
14. Draft and Final Customer Service Fee and Credit Appeal processes and
5
Administration
procedures
15. Draft and Final Customer Service processes and procedures for
administering the Sustainable Stormwater Credit Program and the
Customer Billing Database.
Ordinances and Interlocal
16. Draft and Final revisions to Chapter 52. Stormwater Utility.
6
Cooperation Agreements p g
17. Up to 3 Interlocal Cooperation Agreements
18. 24 monthly invoices and progress reports.
Overall Project and
7
Quality Management
19. Monthly or quarterly status calls, including an agenda, updated
schedule, and action items.
Project Conditions and Assumptions
• A period of performance not to exceed 24 months.
6/10/2022 PAGE 12 OF 12
• Travel expenses for up to 4 individual trips in support of up to 8 total meetings are included.
• It is assumed that all deliverables will consist of no more than 2 drafts and 1 final.
• Unless specified, all deliverables will be provided in electronic format.
• Staff with the City's Communications and Marketing Department and the Media Services Division
will now lead Task 1. Stakeholder Engagement and Education, with technical support from the
Jacobs Team.
• The EOS/LOS assumptions used for generating the final stormwater program costs in Task 2 will not
vary substantially from those in Phase II.
• For Task 3, the City will be responsible for providing Jacobs with an updated ArcGIS geodatabase of
an "intersect" or "identity" between its version of the Washington County Tax Parcels, current
impervious area (IA) data, and its best available data source for accurately determining legal
ownership type. If the City's Utility Billing System is selected, the geodatabase will also need to have
a corresponding linkage via meter location address or other method.
• For Task 4, it is assumed that City staff will take the lead soliciting input from City stakeholders on
the range of credit opportunities that should be offered, see Task 1, with technical support from
Jacobs.
Article B. Schedule and Fee
JACOBS will commence work within 10 working days of receiving the City's order for the project
services. The schedule will be developed in consultation with City staff with activities anticipated to be
complete within 24 months.
The fee for the Scope of Services is calculated based on the hourly rates, and the estimated Level of
Effort (LOE) for this Scope of Services is shown in Table 1. Compensation will be on a not -to -exceed
basis, and the project compensation will not exceed a value of $199,660 without written authorization
from the City.
The City will be provided with a monthly breakdown of hours spent along with a summary of activities
performed.
6/10/2022 PAGE 2 OF 12
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113 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�,,,`
,,s ..... • �o,,.
�'6 `. `6N 0����
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 Page 1 Printed on 61512018
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.
Budget Impact:
1010.090.6600-5314.00
General Fund
Account Number
Fund
17008.1
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
113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 209-19
File Number: 2019-0510
JACOBS ENGINEERING GROUP, INC F/K/A C112M HILL ENGINEERS, INC.
AMENDMENT NO. 1:
A RESOLUTION TO APPROVE AMENDMENT NO. I TO THE PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND JACOBS
ENGINEERING GROUP, INC F/K/A C142M HILL ENGINEERS, INC. IN THE AMOUNT OF $3,860.00
FOR ADDITIONAL TRAVEL AND LABOR EXPENSES, AND TO APPROVE A BUDGET
ADJUSTMENT
WHEREAS, on June 4, 2018, the City Council approved a contract with CH2M Hill Engineers, Inc.,
now known as Jacobs Engineering Group, Inc., to evaluate the feasibility of creating a stormwater utility
program; and
WHEREAS, City staff is requesting additional funds for to allow the Jacobs Engineering Group, Inc.
project manager to attend the presentation to the City Council and answer any questions about 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 approves and authorizes `
Mayor Jordan to sign Amendment No. 1 to the Professional Services Agreement between the City of
Fayetteville, Arkansas and Jacobs Engineering Group, Inc. formerly CH2M Hill Engineers, Inc. in the
amount of $3,860.00 for additional travel and labor expenses for the Jacobs Engineering Group, Inc. project
manager to be present for the stormwater utility feasibility study presentation to the City Council
Page 1 Printed on 9119119
File Number: 2019-0510
Resolution 209-19
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 9/17/2019
�����`ER K'/
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Attest: v;
FAYETT • � =
�. EVt<<E •7D=
��' •'
"OLXTb
Lisa Branson, Deputy City Clerk ��,,11uiii0u t����
Page 2 Printed on 9119119
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2019-0510
Agenda Date: 9/17/2019 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 6
JACOBS ENGINEERING GROUP, INC F/K/A CH2M HILL ENGINEERS, INC. AMENDMENT
NO. 1:
A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND JACOBS
ENGINEERING GROUP, INC F/K/A CH2M HILL ENGINEERS, INC. IN THE AMOUNT OF
$3,860.00 FOR ADDITIONAL TRAVEL AND LABOR EXPENSES, AND TO APPROVE A BUDGET
ADJUSTMENT
WHEREAS, on June 4, 2018, the City Council approved a contract with CH2M Hill Engineers, Inc., now
known as Jacobs Engineering Group, Inc., to evaluate the feasibility of creating a stormwater utility program;
and
WHEREAS, City staff is requesting additional funds for to allow the Jacobs Engineering Group, Inc. project
manager to attend the presentation to the City Council and answer any questions about 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 approves and authorizes Mayor
Jordan to sign Amendment No. 1 to the Professional Services Agreement between the City of Fayetteville,
Arkansas and Jacobs Engineering Group, Inc. formerly CH2M Hill Engineers, Inc. in the amount of $3,860.00
for additional travel and labor expenses for the Jacobs Engineering Group, Inc. project manager to be present
for the stormwater utility feasibility study presentation to the City Council
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 9/19/2019
Chris Brown
City of Fayetteville Staff Review Form
2019-0510
Legistar File ID
9/17/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
ENGINEERING (621)
Submitted By Submitted Date Division / Department
Action Recommendation:
5/15/2018
Approval of Amendment 1 to the Stormwater Feasibility Study professional services contract with Jacobs, formerly
CH21VI Hill, in an amount not to exceed $3,860 (total contract amount $233,082) and to approve a budget
adjustment.
Budget Impact:
1010.090.6600-5314.00
General Fund
Account Number
Fund
17008.1
Stormwater
Utility Feasibility Study
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 229,222.00
Funds Obligated
$ 229,222.00
Current Balance
Does item have a cost? Yes
Item Cost
$ 3,860.00
Budget Adjustment Attached? Yes
Budget Adjustment
$ 3,860.00
Remaining Budget
$
V20180321
Purchase Order Number:
Previous Ordinance
or Resolution # 13 1 13
Change Order Number:
Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF SEPTEMBER 17, 2019
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: August 20, 2019
CITY COUNCIL MEMO
SUBJECT: Approval of Amendment 1 to the Stormwater Feasibility Study professional
services contract with Jacobs, formerly CH2M Hill, in an amount not to exceed
$3,860 (total contract amount $233,082) and to approve a budget adjustment.
RECOMMENDATION:
Approval of Amendment 1 to the Stormwater Feasibility Study professional services contract
with Jacobs, formerly CH2M Hill, in an amount not to exceed $3,860 (total contract amount
$233,082) 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. To develop a comprehensive
solution, funding is required for manpower and equipment as well as multiple capital projects,
some of which will require more than $1 million dollars for each project. Given the current
funding levels, it would take many years to address just one of those projects.
The City Council recognized these needs and approved moving forward with a feasibility study
on June 5, 2018 via resolution 131-18.
DISCUSSION:
As the feasibility study nears completion, staff is requesting additional funds so that Jacobs may
be present for the presentation of the study to the City Council. We feel it is important for the
Council to hear the findings of the study and for the Council to be able to ask any questions of
Jacobs in person.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
The overall cost proposed is $3,860 which includes one additional trip not included in the
original contract. This would bring the total of all services to $233,082 and is proposed to be
set aside from the general fund as was the case with the original funding for the study.
Attachments:
Amendment 1 to Stormwater Feasibility Contract
Budget Adjustment
Resolution 131-18
113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 250-19
File Number: 2019-0596
JACOBS ENGINEERING, INC. AMENDMENT NO. 2:
A RESOLUTION TO ACCEPT AND ADOPT THE STORMWATER STUDY FOR FLOOD
MANAGEMENT AND WATER QUALITY FUNDING, TO APPROVE AMENDMENT NO. 2 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH JACOBS ENGINEERING, INC. IN AN AMOUNT
NOT TO EXCEED $150,200.00 FOR ADDITIONAL SERVICES RELATED TO THE DEVELOPMENT
OF FINAL RECOMMENDATIONS FOR THE CREATION OF A STORMWATER UTILITY, 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; and
WHEREAS, on June 5, 2018 the City Council passed Resolution 131-18 authorizing a contract with CH2M
Hill Engineers, Inc. for the feasibility study; and
WHEREAS, the feasibility study has been completed and is being presented to the City Council for
final acceptance and adoption of the findings and recommendations; and
WHEREAS, if the study is accepted and adopted, staff also recommends the approval of Amendment No.
2 to the contract for Jacobs Engineering, Inc., the parent company of and successor in interest to CH2M Hill
Engineers, Inc., to develop final recommendations for the creation of a stormwater utility in the City of
Fayetteville.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
Page 1 Printed on 1116119
File Number.' 2019-0596
Resolution 250-19
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby accepts and adopts the
Stormwater Study for Flood Management and Water Quality Funding, a copy of which is attached to
this Resolution.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves Amendment No. 2 to
the Professional Services Agreement with Jacobs Engineering, Inc., a copy of which is attached to this
Resolution, in the amount not to exceed $150,200.00 for additional services related to the development
of final recommendations for the creation of a stormwater utility.
Section 3: 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 11/5/2019
``���tinrrtrn
Attest: CITyp.�J.�
F ;
=cn��
Lisa Branson, Deputy City ClAil;-y�
Page 2 Printed on 1116119
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2019-0596
Agenda Date: 11/5/2019 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 3
JACOBS ENGINEERING, INC. AMENDMENT NO. 2:
A RESOLUTION TO ACCEPT AND ADOPT THE STORMWATER STUDY FOR FLOOD
MANAGEMENT AND WATER QUALITY FUNDING, TO APPROVE AMENDMENT NO. 2 TO THE
PROFESSIONAL SERVICES AGREEMENT WITH JACOBS ENGINEERING, INC. IN AN AMOUNT
NOT TO EXCEED $150,200.00 FOR ADDITIONAL SERVICES RELATED TO THE DEVELOPMENT
OF FINAL RECOMMENDATIONS FOR THE CREATION OF A STORMWATER UTILITY, 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; and
WHEREAS, on June 5, 2018 the City Council passed Resolution 131-18 authorizing a contract with CH2M
Hill Engineers, Inc. for the feasibility study; and
WHEREAS, the feasibility study has been completed and is being presented to the City Council for final
acceptance and adoption of the findings and recommendations; and
WHEREAS, if the study is accepted and adopted, staff also recommends the approval of Amendment No. 2
to the contract for Jacobs Engineering, Inc., the parent company of and successor in interest to CH2M Hill
Engineers, Inc., to develop final recommendations for the creation of a stormwater utility in the City of
Fayetteville.
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 accepts and adopts the
Stormwater Study for Flood Management and Water Quality Funding, a copy of which is attached to this
Resolution.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves Amendment No. 2 to
the Professional Services Agreement with Jacobs Engineering, Inc., a copy of which is attached to this
City of Fayetteville, Arkansas Page 1 Printed on 111612019
File Number: 2019-0596
Resolution, in the amount not to exceed $150,200.00 for additional services related to the development of final
recommendations for the creation of a stormwater utility.
Section 3: 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 2 Printed on 111WO19
Chris Brown
City of Fayetteville Staff Review Form
2019-0596
Legistar File ID
11/5/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
ENGINEERING (621)
Submitted By Submitted Date Division / Department
Action Recommendation:
10/17/2019
Approval of the Flood Management and Water Quality Funding Study recommendations as well as contract
amendment 2 with Jacobs, formerly CH2M Hill, in an amount not to exceed $150,200 (total contract amount
$383,282) for additional services and approval of a budget adjustment
4470.6 21.8 810- 5 817.00
Account Number
17008.1
Project Number
Budgeted Item? Yes
Budget Impact:
Sales Tax Capital Improvement
Fund
Stormwater Utility Feasibility Study
Project Title
Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? Yes Budget Adjustment
Remaining Budget
$ 233,082.00
$ 233,082.00
$
$ 150,200.00
$ 150,200.00
$ -
V20180321
Purchase Order Number: Previous Ordinance or Resolution # 131-18
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
CITY OF
FAYETTEVILLE
V4W ARKANSAS
MEETING OF NOVEMBER 5, 2019
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: October 16, 2019
CITY COUNCIL MEMO
SUBJECT: Approval of the Flood Management and Water Quality Funding Study
recommendations as well as contract amendment 2 with Jacobs, formerly CH2M
Hill, in an amount not to exceed $150,200 (total contract amount $383,282) for
additional services and approval of a budget adjustment.
RECOMMENDATION:
Staff recommends approval of the Flood Management and Water Quality Funding Study
recommendations as well as contract amendment 2 with Jacobs, formerly CH2M Hill, in an
amount not to exceed $150,200 (total contract amount $383,282) for additional services and
approval of a budget adjustment.
The contract amendment would further refine the stormwater utility framework by developing
final recommendations for the extent and level of service with associated rates, investigating
and developing the credit program, investigating the necessary ordnance revisions associated
with the program and other services.
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. To develop a comprehensive
solution, funding is required for manpower and equipment as well as multiple capital projects,
some of which will require more than $1 million dollars for each project. Given the current
funding levels, it would take many years to address just one of those projects.
The City Council recognized these needs and approved moving forward with a feasibility study
on June 5, 2018 via resolution 131-18
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
DISCUSSION:
The Flood Management and Water Quality Funding Study final draft is attached for review.
However, in general it finds that the most equitable way to fund the Stormwater needs into the
future is with a fee for service based on the customer's impact to the system. Impervious area
was selected as the basis for the fee as it is directly related to the customer's impact to the
system. Impervious area causes an increase in the amount of water entering the drainage
system which can then increase the chance of flooding, stream bank erosion and
sedimentation. Runoff from impervious area also carries pollutants that can impact water
quality. These include, among others, sediment, herbicides and pesticides, meals and bacteria
from things such as pet waste. For these reasons, impervious area is an equitable basis for the
fee because larger developments, businesses and homes generate a greater need for
Stormwater services because of the greater amount of runoff they generate.
Given the feedback from stakeholders, residents and the council committee, Option A/B was
selected as it provides an adequate level of service, extends services to areas of town not
currently served and provides additional services not currently in the stormwater program. It
includes a 20-year capital program schedule and routine maintenance. This maintenance would
include cleaning/inspecting approximately 20% of the overall drainage system annually
(approximately 400,000 LF), replacing 2.5% of the drainage system annually (approximately
8,500 LF), performing maintenance on residential detention basins (approximately 110 total)
and providing for approximately $1.1 million annually for capital projects.
Table ES-2. Tiered Rate Structure
A tiered system based on impervious area was
v
selected as the most equitable way to distribute the
Propnsed ,.
cost of the program based on the items noted
PV!6nthly FO-e
fir''
above. The proposed tiers can be found below, and
additional information can be found within the
Tier Range (SF of
Current
attached study.
Impervious Area)
� +urn %r 1-
Tier 1(0 and 2,000)
$2.31
CONTRACT AMENDMENT SUMMARY:
The contract amendment with Jacobs will include
Tier 2 (2,000 and 3,500)
$5.09
several of the recommended additional tasks based
on the outcome of the feasibility study and feedback
Tier 3 (3,500 and 5,000)
$7.86
received during the public outreach efforts. These
Tier 4 (5,000 and 6,500)
$10.64
tasks include additional stakeholder engagement
and education, final stormwater program definition
Tier 5 (6,500 and 8,000)
$13.41
and rate analysis, refinement of stormwater
customer billing database, development of a
Tier 6 (over 8,000)
$1.85/1,000 SF
sustainable credit system, fee -in -lieu -of program
a. tf there is on onsite storm water man ogemen t
assessment, review or ordinances and
facility, there could be areducedfeebosdona
intergovernmental agreements and overall project
sustainable credit program established by the City.
and quality management.
• Stakeholder Engagement and Education:
this item will include additional stakeholder
engagement through workshops, public meetings, etc... in order to further educate the
public and targeted stakeholders of the need for a sustainable stormwater program.
• Stormwater program definition and rate analysis: this item will include final definition of
the stormwater program extent and level of service as well as a final rate analysis. This
will include a review of an alternate rate structure using percentage of impervious area to
lot size rather than an absolute rate based on public feedback.
• Stormwater Customer Billing Database: while the majority of this task will be handled by
staff, Jacobs will provide support where necessary as guidance. The billing database
will not be finalized until such time that a final decision is made on the billing mechanism
and implementation.
• Sustainable Credit System: the next phase of the contract will begin to define further the
credit system and how it will apply to the various tiers shown in the current proposal
• Fee -in -lieu -of Program Assessment: assessment of the potential for a fee -in -lieu -of
improvement in instances where the project site may be limited and there is potential for
the City or other parties to make regional improvements.
• Ordinances and Intergovernmental Agreements: review ordinances to include all aspects
of water quality and water quantity. This will include an analysis of the current
exemptions of 1 and 2 family from the grading and drainage permit requirements as well
as development of agreements with certain entities that would be included in the
stormwater program.
• Overall project quality and management: this item will include the overall project and
quality management associated with the continuation of the project.
BUDGET/STAFF IMPACT:
The overall cost proposed amendment is $150,200 which includes additional tasks outlined
above as well as those listed in more detail on the attached contract amendment. This would
bring the total of all services to $383,282. A budget adjustment is proposed to move funding
from two existing drainage projects into the stormwater utility study project.
The overall cost of the additional services, if approved, would include additional staff and
consultant time as well as additional consultant expenses. If approved, it is anticipated that
these additional tasks could take up to one year, at which point an ordinance to establish the
utility could be presented to the Council. An additional period would then be required to finalize
the billing database and begin collecting the fee from users.
Attachments:
Final Draft Stormwater Study for Flood Management and Water Quality Funding
Contract Amendment 2 to the Stormwater Feasibility Contract
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 ENGINEERING (621)
2022
Requestor: Chris Brown
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Approval of Amendment 3 to the Stormwater Feasibility Study professional services contract with Jacobs, formerly
CH21VI Hill, in an amount not to exceed $199,660 (total contract amount $582,942) and to approve a budget adjustment.
RESOLUTION/ORDINANCE
COUNCIL DATE:
LEGISTAR FILE ID#:
7/5/2022
2022-0549
Hovy 3lack�
611512022 10:56 AM
Budget Director Date
TYPE: D - (City Council)
JOURNAL #:
GLDATE: 7/5/2022
CHKD/POSTED:
TOTAL 199,660 199,660 v.20220516
Increase / (Decrease) Proiect.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account Name
1010.090.6600-5314.00 199,660 - 17008 1 EX Professional Services
1010.001.0001-4999.99 - 199,660 RE Use Fund Balance - Current
H:\Budget Adjustments\2022_Budget\CITY COUNCIL\07-05-22\2022-0549 BA Stormwater Feasability Study - Jacobs 1 of 1