R16-014 RESOLUTION NO. R16 -014
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, APPROVING AND AUTHORIZING THE CITY
• MANAGER TO SIGN A PROFESSIONAL AGREEMENT FOR
UTILITIES MANAGEMENT OPTIMIZATION PLAN
r CONSULTING SERVICES WITH CAROLLO ENGINEERS, INC.,
. OF LAKE WORTH, FL., AS A RESULT OF RFQ NO. 075 -2821-
15/KTR, IN THE AMOUNT OF $995,000.00 PLUS A 10%
11 CONTINGENCY IN THE AMOUNT OF $99,500.00, IF NEEDED,
1 FOR A TOTAL ESTIMATED COST OF $1,094,500.00 AND
1► PROVIDING AN EFFECTIVE DATE.
1 :
1
1. WHEREAS, the Utilities Department issued a Request for Qualifications for the
1 • Utilities Management Optimization Plan (UMOP) Consulting Services RFQ No. 075 -2821-
1 r 15 /KTR for a comprehensive master planning initiative; and
1 WHEREAS, on December 15, 2015, the City Commission approved the ranking of
1 e the top three submittals and authorized staff to negotiate an agreement with Carollo
21 Engineering, Inc., the highest ranked respondent; and
2 WHEREAS, the agreement, scope of services and fee negotiations have been
2 ► successfully concluded and the department is requesting the Commission to authorize the
2: City Manager to sign an agreement with Carollo Engineering, Inc., in the sum of
2, $995,000.00 for the completion of the work, along with a contingency of $99,500.00 to
2. cover possible additional work that may be determined during the course of the project.
2. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
2r THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
2; Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
2: being true and correct and are hereby made a specific part of this Resolution upon adoption
31 hereof.
S: \CC \WP \Resolutions\2016 \R16 -014 Carollo_ Engineers_Prefessional_Services Agreement.doc
3 Section 2. The City Commission of the City of Boynton Beach, Florida does
3 hereby approve and authorize the City Manager to sign an agreement with Carollo
3: Engineering, Inc., in the sum of $995,000.00 for the completion of the work, along with a
3 contingency of $99,500.00 to cover possible additional work that may be determined during
3. the course of the project for a total estimated cost of $1,094,500.00 as a result of RFQ No.
3t 075 2821 15 /KTR "Utilities Management Optimization Plan Consulting Services ", a copy
3' of which is attached hereto as Exhibit "A ".
3' Section 3. This Resolution shall become effective immediately upon passage.
3'. PASSED AND ADOPTED this 19 day of January, 2016.
4 u
4 CITY OF BOYNTON BEACH, FLORIDA
4
4; • YES NO
44
4• Mayor — Jerry Taylor
41.
4 r • Vice Mayor — Joe Casello • l
4
41 Commissioner — David T. Merker
5
5 Commissioner — Mack McCray -
5'
5: Commissioner — Michael M. Fitzpatrick
5
5• •
5. VOTE ate'
5 r ATTEST: •
5:
n: F r y i
6 Judit A. Pyle, CMC y F
f7 40
6 Interim City Clerk =
6 a9
•
6. (Corporate Seal)
S: \CC \WP \Resolutions12016 \R16 -014 Carollo_ Engineers_ Prefessional _Services_Agreement.doc
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PROFESSIONAL AGREEMENT FOR UTILITIES MANAGEMENT OPTIMIZATION
PLAN CONSULTING SERVICES
THIS AGREEMENT is entered into between the City of Boynton Beach, hereinafter referred to
as "CITY ", and _Carollo Engineers, Inc. of Lake Worth, FL_, hereinafter referred to as
"CONSULTANT ", in consideration of the mutual benefits, terms, and conditions hereinafter
specified.
WHEREAS, pursuant to State of Florida Statutes Section 287.055, the City of
Boynton Beach solicited proposals for a non - exclusive Contract to perform professional services
with an engineering firm for required services, and
WHEREAS, THE CITY issued a Request for Qualifications for Utilities Management
Optimization Plan Consulting Services, RFQ No. 075 - 2821 -15 /KTR; and
WHEREAS, RFQ No. 075 - 2821 -15 /KTR defined Scope of Services as:
Boynton Beach Utilities wishes to develop a Utilities Management Optimization Plan (UMOP) which
includes updating the Utilities GIS database and hydraulic models, developing an enterprise asset
management system utilizing existing data and developing a new utility connection system to track
capacity reservations. These systems along with existing SCADA systems and operating permit
conditions will be integrated into an optimization model that will be used by Utility Management to
manage daily operations and the output of the model will be an interactive Capital Improvement Plan and
a multi -year rate algorithm to adjust rates based on costs and market indexes. Also outlined in the
attached Scope of Services, dated January 8, 2016.
WHEREAS, the CITY determined that CONSULTANT was qualified for appointment to
perform the scope of services set forth in the Request for Qualifications; and
WHEREAS, the CITY Commission on , 2016, determined that
CONSULTANT was qualified for appointment to perform the scope of services set forth in the
Request for Qualifications; and
WHEREAS, the City Manager, through his administrative staff, has successfully
negotiated an Agreement with CONSULTANT defining terms and conditions for the
performance of consulting and engineering services within the scope of the Request for
Qualifications.
NOW, THEREFORE, in consideration of the mutual covenants expressed herein, the
parties agree as follows:
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ARTICLE 1 - SERVICES
CONSULTANT agrees to perform Utilities Management Optimization Plan Consulting
engineering services by way of individual task orders, at the request of the CITY during the term
of this Agreement, including the provision of all labor, materials, equipment and supplies. The
specified project which may be assigned to CONSULTANT is set forth on attached Scope of
Services, dated January 8, 2016.
The CITY's Representative during the performance of this Contract shall be Michael
Low, Manager of Technical Services telephone (561) 742 -6403.
ARTICLE 2 - TERM
The CONSULTANT shall be available to commence services on the date of the
execution of this Contract and shall not exceed twenty -four (24) months.
ARTICLE 3 - TIME OF PERFORMANCE
Work under this Contract shall commence upon the giving of written notice by the CITY
to the CONSULTANT by way of an executed task order. CONSULTANT shall perform all
services and provide all work product required pursuant to this Agreement and the specific task
order, unless an extension of time is granted in writing by the CITY.
ARTICLE 4 - PAYMENT
The CONSULTANT shall be paid by the CITY for completed work and for services
rendered under this agreement as follows:
a. Payment for the work provided by CONSULTANT shall be made in accordance with
attached Scope of Services dated January 8, 2016.
b. The CONSULTANT may submit vouchers to the CITY once per month during the
progress of the Work for partial payment for project completed to date. Such
vouchers will be checked by the CITY, and upon approval thereof, payment will be
made to the CONSULTANT in the amount approved.
c. Final payment of any balance due the CONSULTANT of the total contract price
earned will be made promptly upon its ascertainment and verification by the CITY
after the completion of the Work under this Agreement and its acceptance by the
CITY.
d. Payment as provided in this section shall be full compensation for work performed,
services rendered and for all materials, supplies, equipment and incidentals
necessary to complete the work.
ARTICLE 5 - OWNERSHIP AND USE OF DOCUMENTS
All documents, drawings, specifications and other materials produced by the
CONSULTANT in connection with the services rendered under this agreement shall be the
property of the CITY whether the project for which they are made is executed or not. The
CONSULTANT shall be permitted to retain copies, including reproducible copies, of drawings
and specifications for information, reference and use in connection with CONSULTANT's
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endeavors. Any use of the documents for purposes other than as originally intended by this
Agreement, with out the written consent of CONSULTANT, shall be at the CITY's sole risk.
ARTICLE 6 - FUNDING
This Agreement shall remain in full force and effect only as long as the expenditures
provided in the Agreement have been appropriated by the CITY in the annual budget for each
fiscal year of this Agreement, and is subject to termination based on lack of funding.
ARTICLE 7 - WARRANTIES AND REPRESENTATIONS
CONSULTANT represents and warrants to the CITY that it is competent to engage in
the scope of services contemplated under this Agreement and that it will retain and assign
qualified professionals to all assigned projects during the term of this Agreement.
CONSULTANT's services shall meet a standard of care for professional engineering and related
services equal to or exceeding the standard of care for engineering professional practicing
under similar conditions. In submitting its response to the RFQ, CONSULTANT has
represented to CITY that certain individuals employed by CONSULTANT shall provide services
to CITY pursuant to this Agreement. CITY has relied upon such representations. Therefore,
CONSULTANT shall not change the designated Project Manager for any project without the
advance written approval of the CITY, which consent may be withheld in the sole and absolute
discretion of the CITY.
ARTICLE 8 - COMPLIANCE WITH LAWS
CONSULTANT shall, in performing the services contemplated by this service
Agreement, faithfully observe and comply with all federal, state and local laws, ordinances and
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regulations that are applicable to the services to be rendered under this Agreement.
ARTICLE 9 - INDEMNIFICATION
CONSULTANT shall indemnify, defend and hold harmless the CITY, its offices, agents
and employees, from and against any and all claims, losses or liability, or any portion thereof,
including attorney fees and costs, arising from injury or death to persons, including injuries,
sickness, disease or death to CONSULTANT's own employees, or damage to property
occasioned by a negligent act, omission or failure of the CONSULTANT. Neither party to this
Agreement shall be liable to any third party claiming directly or through the other respective
party, for any special, incidental, indirect or consequential damages of any kind, including but
not limited to lost profits or use that my result from this Agreement or out of the services or
goods furnished hereunder.
ARTICLE 10 - INSURANCE
10.1 During the performance of the services under this Contract, CONSULTANT shall
maintain the following insurance policies, and provide originals or certified copies
of all policies, and shall be written by an insurance company authorized to do
business in Florida.
10.1.1 Worker's Compensation Insurance: The CONSULTANT shall procure
and maintain for the life of this Contract, Worker's Compensation
Insurance covering all employees with limits meeting all applicable state
and federal laws. This coverage shall include Employer's Liability with
limits meeting all applicable state and federal laws. This coverage must
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extend to any sub - Consultant that does not have their own Worker's
Compensation and Employer's Liability Insurance. The policy must
contain a waiver of subrogation in favor of the CITY of Boynton Beach,
executed by the insurance company.
10.1.2 Comprehensive General Liability: The CONSULTANT shall procure and
maintain for the life of this Contract, Comprehensive General Liability
Insurance. This coverage shall be on an "Occurrence" basis. Coverage
shall include Premises and Operations; Independent Contractors,
Products Completed Operations and Contractual Liability with specific
reference of Article 7, "Indemnification" of this Agreement. This policy
shall provide coverage for death, personal injury or property damage that
could arise directly or indirectly from the performance of this Agreement.
CONSULTANT shall maintain a minimum coverage of $1,000,000 per
occurrence and $1,000,000 aggregate for personal injury/ and $1,000.000
per occurrence /aggregate for property damage. The general liability
insurance shall include the CITY as an additional insured and shall
include a provision prohibiting cancellation of the policy upon thirty (30)
days prior written notice to the CITY.
10.1.3 Business Automobile Liability: The CONSULTANT shall procure and
maintain, for the life of this Contract, Business Automobile Liability
Insurance. The CONSULTANT shall maintain a minimum amount of
$1,000,000 combined single limit for bodily injury and property damage
liability to protect the CONSULTANT from claims for damage for bodily
and personal injury, including death, as well as from claims for property
damage, which may arise from the ownership, use of maintenance of
owned and non -owned automobile, included rented automobiles, whether
such operations be by the CONSULTANT or by anyone directly or
indirectly employed by the CONSULTANT.
10.1.4 Professional Liability (Errors and Omissions) Insurance: The
CONSULTANT shall procure and maintain for the life of this Contract in
the minimum amount of $1,000,000 per occurrence.
10.2 It shall be the responsibility of the CONSULTANT to ensure that all sub-
contractors comply with the same insurance requirements referenced above.
10.3 In the judgment of the CITY, prevailing conditions warrant the provision by the
CONSULTANT of additional liability insurance coverage or coverage which is
different in kind, the CITY reserves the right to require the provision by
CONSULTANT of an amount of coverage different from the amounts or kind
previously required and shall afford written notice of such change in requirements
thirty (30) days prior to the date on which the requirements shall take effect.
Should the CONSULTANT fail or refuse to satisfy the requirement of changed
coverage within the thirty (30) days following the CITY's written notice, the CITY,
at its sole option, may terminate the Contract upon written notice to the
CONSULTANT, said termination taking effect on the date that the required
change in policy coverage would otherwise take effect.
10.4 CONSULTANT shall, for a period of two (2) years following the termination of the
Agreement, maintain a "tail coverage" in an amount equal to that described
above for Comprehensive Liability Insurance on a claims -made policy only
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ARTICLE 11 - INDEPENDENT CONTRACTOR
11.1 The CONSULTANT and the CITY agree that the CONSULTANT is an
independent consultant with respect to the services provided pursuant to this
Agreement. Nothing in this Agreement shall be considered to create the
relationship of employer and employee between the parties hereto. Neither
CONSULTANT nor any employee of CONSULTANT shall be entitled to any
benefits accorded CITY employees by virtue of the services provided under this
Agreement. The CITY shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the state
industrial insurance program, otherwise assuming the duties of an employer with
respect to CONSULTANT, or any employee of CONSULTANT.
1,1.2 CONSULTANT acknowledges and understands that, as an independent
consultant pursuant to this Agreement, CONSULTANT shall comply with Chapter
119, Florida Statutes, as amended (Public Records). CONSULTANT's obligation
includes, but is not limited to CONSULTANT's obligation to preserve public
records and make public records available to third parties in addition to the CITY.
ARTICLE 12 - COVENANT AGAINST CONTINGENT FEES
The CONSULTANT warrants that he has not employed or retained any company or
person, other than a bona fide employee working solely for the CONSULTANT, to solicit or
secure this Agreement, and that he has not paid or agreed to pay any company or person, other
than a bona fide employee working solely for the CONSULTANT, any fee, commission,
percentage, brokerage fee, gifts, or any other consideration contingent upon or resulting from
the award or making of this Agreement. For breach or violation of this warranty, the CITY shall
have the right to annul this Agreement without liability or, in its discretion to deduct from the
contract price or consideration, or otherwise recover, the full amount of such fee, commission,
percentage, brokerage fee, gift, or contingent fee.
ARTICLE 13 — TRUTH -IN- NEGOTIATION CERTIFICATE
13.1 Execution of this Agreement by the CONSULTANT shall act as the execution of
a truth -in- negotiation certificate certifying that the wage rates and costs used to
determine the compensation provided for in this Agreement is accurate,
complete, and current as of the date of the Agreement and no higher than those
charged the CONSULTANT's most favored customer for the same or
substantially similar service.
13.2 The said rates and cost shall be adjusted to exclude any significant sums should
the CITY determine that the rates and costs were increased due to inaccurate,
incomplete, or non - current wage rates or due to inaccurate representations of
fees paid to outside consultants. The CITY shall exercise its rights under this
"Certificate" within one (1) year following payment.
ARTICLE 14 - DISCRIMINATION PROHIBITED
The CONSULTANT, with regard to the work performed by it under this Agreement, will
not discriminate on the grounds of race, color, national origin, religion, creed, age, sex or the
presence of any physical or sensory handicap in the selection and retention of employees or
procurement of materials or supplies.
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ARTICLE 15 - ASSIGNMENT
The CONSULTANT shall not sublet or assign any of the services covered by this
Agreement without the express written consent of the CITY.
ARTICLE 16 - NON - WAIVER
A waiver by either CITY or CONSULTANT of any breach of this Agreement shall not be
binding upon the waiving party unless such waiver is in writing. In the event of a written waiver,
such a waiver shall not affect the waiving party's rights with respect to any other or further
breach. The making or acceptance of a payment by either party with knowledge of the
existence of a default or breach shall not operate or be construed to operate as a waiver of any
subsequent default or breach.
ARTICLE 17 — TERMINATION
17.1 Termination for Convenience: This Agreement may be terminated by the CITY
for convenience, upon ten (10) days of written notice by the terminating party to
the other party for such termination in which event the CONSULTANT shall be
paid its compensation for services performed to termination date, including
services reasonably related to termination. In the event that the CONSULTANT
abandons the Agreement or causes it to be terminated, CONSULTANT shall
indemnify the CITY against loss pertaining to this termination.
17.2 Termination for Default: In addition to all other remedies available to the CITY,
this Agreement shall be subject to cancellation by the CITY for cause, should the
CONSULTANT neglect or fail to perform or observe any of the terms, provisions,
conditions, or requirements herein contained, if such neglect or failure continue
for a period of thirty (30) days after receipt by CONSULTANT of written notice of
such neglect or failure.
ARTICLE 18 - DISPUTES
Any dispute arising out of the terms or conditions of this Agreement shall be adjudicated
within the courts of Florida. Further, this Agreement shall be construed under Florida Law.
ARTICLE 19 — UNCONTROLLABLE FORCES
19.1 Neither the CITY nor CONSULTANT shall be considered to be in default of this
Agreement if delays in or failure of performance shall be due to Uncontrollable
Forces, the effect of which, by the exercise of reasonable diligence, the non -
performing party could not avoid. The term "Uncontrollable Forces" shall mean
any event which results in the prevention or delay of performance by a party of its
obligations under this Agreement and which is beyond the reasonable control of
the non - performing party. It includes, but is not limited to fire, flood, earthquakes,
storms, lightning, epidemic, war, . riot, civil disturbance, sabotage, and
governmental actions.
19.2 Neither party shall, however, be excused from performance if non - performance is
due to forces which are preventable, removable, or remediable, and which the
non - performing party could have, with the exercise of reasonable diligence,
prevented, removed, or remedied with reasonable dispatch. The non - performing
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party shall, within a reasonable time of being prevented or delayed from
performance by an uncontrollable force, give written notice to the other party
describing the circumstances and uncontrollable forces preventing continued
performance of the obligations of this Agreement.
ARTICLE 20 - NOTICES
Notices to the CITY of Boynton Beach shall be sent to the following address:
City of Boynton Beach
Attn: Lori LaVerriere, City Mgr.
100 E. Boynton Beach Blvd.
Boynton Beach, FL 33435
Notices to CONSULTANT shall be sent to the following address:
Carollo Engineers, Inc.
ATTN: Elizabeth Fujikawa
9897 LakeWorth Rd, Suite 302
Lake Worth, FL 33467
ARTICLE 21 - INTEGRATED AGREEMENT
This Agreement, together with RFQ NO. 075 - 2821- 15 /KTR and any addenda and /or
attachments, represents the entire and integrated agreement between the CITY and the
CONSULTANT and supersedes all prior negotiations, representations, or agreements written or
oral. This Agreement may be amended only by written instrument signed by both CITY and
CONSULTANT.
ARTICLE 22 - SOVEREIGN IMMUNITY
22.1 CITY is a political subdivision of the State of Florida and enjoys sovereign
immunity. Nothing in the Agreement is intended, nor shall be construed or
interpreted, to waive or modify the immunities and limitations on liability provided
for in Section 768.28, Florida Statute, as may be emended from time to time, or
any successor statute thereof. To the contrary, all terms and provisions
contained in the Agreement, or any disagreement or dispute concerning it, shall
be construed or resolved so as to insure CITY of the limitation from liability
provided to any successor statute thereof. To the contrary, all terms and
provision contained in the Agreement, or any disagreement or dispute
concerning it, shall be construed or resolved so as to insure CITY of the limitation
from liability provided to the State's subdivisions by state law.
22.2 In connection with any litigation or other proceeding arising out of the Agreement,
the prevailing party shall be entitled to recover its own costs and attorney fees
through and including any appeals and any post judgment proceedings. CITY's
liability for costs and attorney's fees, however, shall not alter or waive CITY's
entitlement to sovereign immunity, or extend CITY's liability beyond the limits
established in Section 768.28, Florida Statutes, as amended.
1. Claims, disputes or other matters in question between the parties to this
Agreement arising out of or relating to this Agreement shall be in a court of
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law. The CITY does not consent to mediation or arbitration for any matter
connected to this Agreement.
2. The parties agree that any action arising out of this Agreement shall take
place in Palm Beach County, Florida.
ARTICLE 23 — PUBLIC RECORDS
23.1 Consultant shall comply with the applicable provisions of Chapter 119, Florida
Statutes. Specifically, Consultant shall:
1. Keep and maintain public records that ordinarily and necessarily would be
required by the CITY in order to perform the service;
2. Provide the public with access to such public records on the same terms
and conditions that the CITY would provide the records and at a cost that
does not exceed that provided in chapter 119, Fla. Stat., or as otherwise
provided by law;
3. Ensure that public records that are exempt or that are confidential and
exempt from public record requirements are not disclosed except as
authorized by law; and
4. Meet all requirements for retaining public records and transfer to the CITY,
at no cost, all ublic records in possession of the contractor upon termination
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of the contract and destroy any duplicate public records that are exempt or
confidential and exempt. All records stored electronically must be provided to
the CITY in a format that is compatible with the information technology
systems of the agency.
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IN WITNESS WHEREOF, the parties hereto have executed this Contract in multiple copies,
each of which shall be considered an original on the following dates:
DATED this 18tbday of February 20 16
CITY OF BOYNTON BEACH
7V z.
City'anager
CONSUL NT
Attest/Authenticated:
Title
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hite im City Clerk
(Corporate Seal)
Attest/Authenticated:
Secretary
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Carollo Engineers
City of Boynton Beach
Utilities Management Optimization Plan (UMOP)
Scope of Services
January 8, 2015
Background
The dynamic Utilities Management Optimization Plan (UMOP) will be developed for the City of
Boynton Beach Utilities (Boynton) to be used to support strategic, long -term decision - making
regarding the need and timing of expansion, repair, or replacement of existing water utilities, and
need to build new facilities to meet regulatory requirements and efficiency goals.
The UMOP will be a computerized model that incorporates input of relevant engineering,
planning, and cost data with system capacity and hydraulic and financial models. This includes
the use of selected GIS and SCADA system outputs, and asset management program outputs. The
overall result is to help assure the cost effective integration and planning for future facilities across
all of Boynton Beach Utilities water infrastructure programs (i.e. wastewater, water, recycled water,
and stormwater).
The UMOP will integrate best practice engineering, science, and business decision analysis
principles. This will allow for the transformation of data into knowledge for making meaningful
decisions based on continually updated and informed planning projections. The UMOP will help to
create improved understanding of the impact of CIP and operating decisions on the overall cost of
service versus the risk of not meeting strategic objectives.
The UMOP is not intended to be a design tool, but instead is a master- planning and financial planning
decision support tool. Therefore, the accuracy of the UMOP is not intended for developing final facility design
criteria and costs. It must, however, be sufficient for its intended use in emulating the real -world system to
the extent required such that the "cause and effect" relationships among the key parameters
accurately represent the physical and financial performance of the overall utilities system. This will
help engineering decisions to be optimized involving the need, timing, sizing, and estimated cost of
new capital facilities, and the repair or replacement of existing facilities.
The following tasks are intended to result in the phased, progressive development of the UMOP.
The phased development begins with the identification of success factors and the "proof of concept"
model, and progresses through the initial calibration and delivery of a working production version
of the model.
This project, along with the development of the UMOP, includes the development of four
engineering models (e.g. hydraulic models) to simulate existing conditions of the Boynton
infrastructure and to plan for future improvements through the development of a CIP. The
output of these models (e.g. CIP projects) will be used as input to the UMOP.
This approach recognizes the need to work closely with Boynton staff to avoid unnecessary
rework, and therefore relies heavily upon the use of cross - discipline workshops. The workshops
are designed to bring Carollo and Boynton staff together in facilitated working forums.
"Pitch Deck" deliverables will be used to keep you informed, and to document the work. A Pitch
Deck is a short, executive briefing, consisting of a PowerPoint slide deck summarizing the
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findin conclusions, and recommendations of major tasks completed. The Pitch Decks
findings, major p
produced and delivered will be used for multiple purposes, including: progress reporting;
documentation of tables, figures and graphics; and for use in the User Guide and training
sessions for the model.
SCOPE TASKS
TASK 1- VISIONING, MODEL PERFORMANCE, AND EXPECTATIONS WORKSHOP
The purpose of this task is to establish the overall vision for the deliverables of this project,
identify and clarify the needs and goals of Boynton, and determine how those needs are going to
be met during the project.
1. A Visioning, Model Performance, and Expectations Workshop will be conducted to
develop the vision and framework, and set the overall direction for the development of
the UMOP and also the engineering models that will be developed as part of this
project.
2. In this workshop, Carollo's existing software applications, Master Plan Manager (MPM)
and Water /Wastewater Asset ManagerTM (WAM), will be demonstrated to ensure that no
"reinvention of the wheel" occurs, and to determine if a combination of models, or
modules from existing models might be suitable as the starting point in developing the
customized UMOP for Boynton. A key issue to address is the overall design philosophy of
the model (e.g. "plug and play ", modular, web - based, GIS-centric, or other approaches). This
task will focus on identifying the major decisions that the UMOP is expected to address;
the major inputs that it must integrate; the format and process for integrating those
major inputs (Note: it is anticipated that input /output tables formats will be used for
incorporating inputs from other models); and reporting outputs in terms of
functionality, CIP information, and forecasts.
3. The four engineering models that will be developed or updated as part of this project
include the water distribution system model, the recycled water distribution model, the
wastewater collection system model, and the stormwater system model. The effort to
construct /update, calibrate, and apply these model to develop a CIP will be discussed at
this workshop so that Boynton understands what will be developed and delivered based
on available data, needs, and budget. A data request will be initiated before this
meeting and data gaps will be discussed.
4. Meeting minutes for this workshop will be prepared summarizing findings and
conclusions of this workshop.
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Deliverables
1. Workshop Presentation
2. Workshop Meeting Minutes
TASK2 — GIS - BASED PLANNING DATABASE AND ARCHITECTURE
The purpose of this task is to set up the structure and design of the GIS -based mapping of the key
water utility assets to allow for rapid development of the hydraulic and engineering models. This
includes developing a planning -level system mapping, or architecture, for the UMOP.
The existing GIS database will be updated with a phased methodology focusing on model critical
information first, and then on other relevant data, as needed. Pertinent data available from
Boynton's valve truck and fire hydrant mapping programs will be used, as appropriate.
The purpose of this task is to collect and review data, fill in data gaps, and document major
model data inputs and assumptions. This task includes the following items:
1. Compile Existing GIS /Mapping Information. Collect and review the relevant Boynton
background data necessary for model development. This is anticipated to include past
reports, plans, drawings, and existing Excel models (engineering and financial, as
available) and databases. Review to ensure that all needed inputs for the models are
available.
2. Perform Gap Analysis. Identify data gaps, and develop a "work around" solution to
address these gaps based on best professional judgment. Prioritize data gaps and
consider phasing, as necessary for filling in the gaps in the near -term for the
development of the UMOP application, versus what data can be integrated later.
3. Develop GIS Architecture and Fill in Gaps. Develop an overall GIS "architecture" for
integrating and layering of the water utilities. Find the approximate geospatial location of
all major assets. Update the inventory with relevant assets that have been put in place in
the last 10 -15 years with a link to a digital file depositary for as -built drawings. The
emphasis will be on completing the engineering models to the level necessary to support
analyses and projections needed as inputs to the UMOP.
The goal is to quickly get the existing GIS layers (water, wastewater, stormwater,
recycled water) registered, and to identify the major data gaps. The priority is to fill in
the gaps that affect continuity of the model(s). The challenge will be the water
distribution system. The approach here is to take a first cut with "home runs ", and
literally fill in the missing segments from best professional judgment (BPJ). Budget
permitting, the data resolution will be improved in subsequent iterations.
The goal is to also identify the links and inter - relationships of key assets to represent the
overall system -wide functionality (e.g. wastewater and recycled water system linkages). The
end product is to be a user - friendly GIS map -based planning tool that allows for easy
updates.
4. Summarize Findings, Conclusions and Recommendations. Develop a Pitch Deck that
summarizes the data, findings, and conclusions of this task.
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Deliverables
1. Updated GIS maps.
2. Pitch Deck summarizing the findings, conclusions, and recommendations of this task.
TASK3 — DEVELOP ENGINEERING MODELS OF WATER INFRASTRUCTURE SYSTEMS
The purpose of this task is to develop or update hydraulic models of Boynton's infrastructure
assets including the water distribution system, recycled water system, wastewater collection
system, and stormwater system.
Task 3.1 Existing and Future Population Estimates
Traffic Analysis Zone (TAZ) data, in GIS format, will be used to estimate existing and future
population and employment estimates across the service. If other more detailed data exists for
existing and future estimates, it will be considered in the analysis. The existing and future
population and employment will be used to estimate water demands and wastewater flows on a
unit basis across the service area. These estimates will be developed to provide detailed demands
for the water distribution model as well as detailed flow input points for the wastewater collection
system model.
Task 3.2 Potable Water Distribution System Model
An existing hydraulic model of Boynton's potable water distribution system was developed as part
of a previous project (City of Boynton Beach Water Distribution System Modeling Study, Final
Report, Brown & Caldwell, October 20, 2006). This model was developed in WaterCAD version 7
(Bentley) for all pipes 8- inches in diameter and greater, calibrated, and applied to develop future
improvement alternatives and costs based on growth and demand estimates through 2025. This
model and report will be the basis for the potable water distribution system model updates.
Boynton will provide Carollo with the latest WaterCAD model.
Carollo will discuss with Boynton the options available for other water distribution modeling
software beyond WaterCAD (e.g. InfoWater, WaterGEMS) for modeling during this project and
interface to the UMOP. Based on updated information available in the GIS (see Task 2) the assets
within the water distribution system will be updated. The model will then be calibrated to
available pressure and flow data (e.g. SCADA data). It is envisioned that up to 10 locations are to
be used for calibration.
Because of the available data, information, and model from the 2006 study, it is envisioned that
there will not be a major effort to update and the calibration the water distribution model. Use of
extended period simulation (EPS) will be assessed and if information exists to support it, and EPS is
necessary to accurately model the operation of the system, then EPS will be applied as
appropriate.
Task 3.3 Recycled Water Distribution System Model
A hydraulic model does not currently exist for the Boynton recycled water system. A "backbone"
model will develop of the major pipelines serving the existing recycled customers. The model will
be built using the same software as used for the water distribution model (Task 3.2). Boynton will
provide demands of major recycled water customers and detailed information on pumps and
forcemains. This model can either be run as a static simulator or with EPS the dynamic information
on flows and pressures exist to make EPS useful. Limited future improvements to the system will
be investigated if Boynton can provide future demand locations.
Task 3.4 Wastewater Collection System Model
A hydraulic model does not currently exist for the Boynton wastewater collection system. The
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collection system is largely a pumped system with six (6) master pump stations (MPS) and 157
minor lift stations. It is the intent of this task to model enough of the collection system to be able
to provide meaningful information on the existing infrastructure while providing enough detail to
plan for existing and future capital improvement projects. It is envisioned that dynamic modeling
software such as EPA SWMM (or InfoSWMM, PCSWMM, or SewerGEMS) will be used to model
the collection system.
Therefore, the wastewater collection system model will be developed to include the six MPS and
forcemains along with a limited number of minor lift stations. Carollo and Boynton will decide
upon the extent of the model beyond the 6 MPSs while considering the available information that
will be used to update the GIS developed in Task 2.
It is envisioned that little of the gravity network will be included in the model other than major
pipelines that link the MPSs together. Much of the small diameter gravity sewers will be
aggregated at a basin (or catchment) level and used as flow input loading points to the hydraulic
section of the model. This approach provides the "mass balance" that Boynton is looking for, while
still providing enough hydraulics to provide meaningful hydraulic analysis. This will allow for full
representation of the flows throughout the system with select hydraulics to mimic to the
operation of the existing system and plan for future improvements.
Both dry weather flows (based on population estimates — see Task 3.1) and estimated infiltration
and inflow (I /I) will be developed for each flow input point. The model will be calibrated based on
available flow metering data or possibly based on pressure and run -time data from the MPSs and
minor lift stations included in the model. It is expected that this data will be digital format (e.g.
spreadsheets) at hourly intervals (or less) for use in the model and Carollo will perform no manual
data entry. Hourly rainfall data for calibration of I/I will be provided by Boynton or acquired from
nearby gages such as from the water management district. Design storms will be used to project
design level flows for I/I estimates.
Task 3.5 Stormwater Collection System Model
A comprehensive hydraulic model does not currently exist for the Boynton stormwater system.
Some limited modeling has been completed by Carollo (in a past study) for parts of the system
based on a hydrologic approach. This same hydrologic approach will be used to develop a
stormwater system model for the service area. It is envisioned that this approach will provide the
"mass balance" approach needed for stormwater flows throughout the system.
Very limited hydraulics will be included in the model, but some will need to be included to
illustrate potential flooding depths at key locations. Like the wastewater collection system model,
it is envisioned that EPA SWMM software (or similar software) will be used to construct this
model. Existing landform information (e.g. areas, topography, slopes, soils, imperviousness, etc.)
will be used to develop the hydrologic portion of the model.
No calibration is envisioned for this model, but design storm will be used to project design flows.
As an accepted practice, estimated runoff or peak flows will be compared to peak flows
computed using one of the regression equations developed for Florida. In general, the equation
that best reflects project conditions will be used, with the reasons for using the equation
documented.
Deliverables
1. Updated hydraulic model for water distribution and new model of recycled water
distribution system.
2. New forcemain wastewater collection and stormwater collection system models.
3. Pitch Deck summarizing the updated hydraulic water distribution model, and the
wastewater and stormwater flow balance models.
TASK4 ASSET MANAGEMENT
The purpose of this task is to integrate essential information from the existing Transcendent
software (Mintek, Inc.) related to repair and replacement need, timing, and costs. Carollo will assess
how Mintek can be leveraged beyond the Boynton's vertical assets to also include horizontal assets
(pipelines). Specifically, evaluate how Transcendent can be used for automated development of
the CIP through establishing key software linkages. Similarly, explore how the NASSCO -PACP video
inspection data can be utilized and linked to asset data.
Assess the use of Carollo's Wastewater /Water Asset Management (WAM software for
capturing the condition, criticality, and risk ranking of the major water and wastewater assets, and
for running various "what if" scenarios for investment in repair and replacement versus
corresponding reductions in risk achieved for the investment.
Investigate how remote sensing and the use of SCADA real -time data can save money while
reducing risk of permit violations and process failures compared to using historical asset condition
assessments. This includes the opportunity to become a beta - testing site for inexpensive but
powerful field "smart monitors" for "just in time" asset replacement or upgrade. This approach
could greatly reduce expensive data gathering and investment in acquisition and maintenance of a
CMMS predictive maintenance program, and increases accuracy of the need and timing of repair
and replacement CIP programs.
Deliverables
1. Pitch Deck summarizing the findings, conclusions, and recommendations of the
integration of asset management information into the UMOP.
TASK 5 — RATES AND FINANCIAL ANALYSIS
The purpose of this task is to create an innovative algorithm -based CIP linking the engineering
systems with the on -going calculation of rates. The goal is to develop an integrated financial
module for the UMOP - the key is built in algorithms that track costs, water and wastewater
demands, and system performance, and have automatic adjustments made using consumer price
index (CPI) and Engineering News - Record Construction Cost Index (ENRCCI) indices. This allows for
seamless integration of rate calculations with built in algorithms and escalators. The rates will be
adjusted going forward based on algorithms that account for:
1. Growth (existing flows /demands versus projections).
2. Repair and replacement costs (to maintain reliability)
3. Future regulatory requirements (projected)
4. Projects and programs for increased efficiencies /cost savings
5. O &M costs (indexed to increasing flows /demands, new facilities)
6. Inflation and escalation indices for costs.
The algorithms will separate out a sinking fund fee for regulatory changes. For example, if there is
an unfunded mandate, the rates can be adjusted. This is intended to help stabilize rates.
A key issue is the concept of a tracking system for development fees and capacity reservation.
This task will start with a Rate /Financial Workshop for establishing the preferred "rate philosophy" and
key policy decisions for the allocation of costs, and who pays. For example, policy decisions will be
made on borrowing for R &R; borrowing for growth; desired frequency of rate adjustments; and the
calculation methodology for "growth pays for growth ". The outcome of these policy decisions will
be incorporated in the calculations in CIP module of the UMOP, and financial /rate outputs.
The UMOP will also integrate cost data from the financial reports to provide both a dynamic CIP
and stabilized rate plan functionality. The overall output should be electronic and should be
interactive so that it provides the central planning tool for the Utility. The UMOP will include the
following major components:
• Dynamic CIP (i.e. projects, costs, timing, linkages)
• Stabilized rate setting (i.e. algorithm- based, escalation factors, regulatory changes
funding charge, rate stabilization fund, inter- fund transfers.
• Tracking system for development fees and capacity reservation (i.e. web - based,
interactive, formatted input).
• Accommodate changes due to: growth, new regulations, R &R, and new and more
efficient technologies.
Major deliverables
1. Rate /Financial Workshop.
2. CIP Module in the UMOP (with ability to generate a five -year plan, or any other duration,
including R &R funding).
3. Financial /Rate Module Documentation Report (Draft and Final). (This report is intended to
document the outcome of the initial Rate /Financial Workshop, and the underlying
calculations for allocation of capital and O &M costs to the users.)
4. Pitch Deck summarizing the CIP and Rate Study Recommendations.
TASK 6 DEVELOP INTEGRATED OPTIMIZATION MODEL
The major purpose of this task is to incorporate the findings, conclusions, and recommendations
of the above tasks into the design of a customized optimization model (the UMOP), including a
dynamic CIP aid stabilized rate plan. This involves incorporating the outputs from the GIS database,
engineering models, asset management system, and future committed capacity into the UMOP.
The development of the model will progress through the (5) stages:
1. Visioning, Model Performance, Functionality, and Features.
a. Task 1 above will set the visioning for the UMOP. The purpose of this task is to
confirm, evaluate, and prioritize needs and expectations, identify the functional
modules and subroutines to be developed, and to finalize the model development
software platform and development schedule.
b. Confirm and evaluate the needs and expectations identified in Task 1, and
prioritize for development in the model based on available time, budget, and for
simplicity. Those that do not make the cut for the initial model development will be put on
the "B" List for consideration in phasing later.
c. Identify the approach to be taken in developing the functional modules and
subroutines for the model. Identify the opportunity to use functional modules
from existing Carollo software applications, (i.e. MPMTM, WAMTM, and the Financial
Planning ToolTM), as the basis for this application.
d. Identify software platform for model development. A review will be completed
to summarize the advantage, disadvantages, and costs for selecting a specific
software platform to developing the UMOP. This platform will need to be able to
interface with outside databases and other software.
e. Finalize the development schedule and QA /QC steps to assure that modeling
functionality and features that are desired will be delivered at the level of
performance desired.
f. Develop a Pitch. Deck that summarizes the findings, conclusions, and
recommendations of the above subtasks. This includes the prioritized list of
features and functions, and the final software development schedule.
Major deliverables
1. Pitch Deck summarizing the UMOP Functionality and Features.
1. Develop "Proof of Concept" Model. The purpose of this subtask is to develop the logic
and rationale for the various elements of the model, and to -build a "proof of concept"
version of the model. This will be built using MS Excel, and will include all the major
algorithms to be included in the final model.
a. Develop the Model Inputs, Outputs, and Performance Table. Summarize in table
format, the inputs, outputs, and performance expectations (e.g. ability to adapt
to changes in future water and wastewater demands).
b. Develop the Decision Map. The UMOP is intended to be uses to support the
annual budget /CIP cycle. Therefore, develop a generic calendar for the annual
budget cycle, and sequence of steps, data, and major decisions to be supported
by the UMOP. What are the major decisions to develop the CIP? Who makes
them? What information /data is needed? Who is responsible for generating the
needed information /data? How are the decisions made (i.e. what are the
decision rules)?
c. Develop the Model Flow Chart, and Page Desi n Features. The flow chart will build upon the
Decision Map developed in Subtask B above, and will identify the process and
steps, connections, inputs, outputs, and in which stages calculations need to be
made. It will also identify which, if any, functional modules will be used from
other existing Carollo models as a basis going forward.
d. Develop the Proof of Concept Model in MS Excel.
Major deliverables
1. Inputs, Outputs, and Performance Expectations Table.
2. Decision Map.
3. Model Flow Chart
4. Proof of Concept" Model (Excel- based).
2. Develop Prototype Model. The purpose of this subtask is to use the "Proof of Concept"
Model developed above in MS Excel, and to migrate to a detailed prototype model in an
ExtendSim (ImagineThat Inc.) or similar programmable application platform.
1. Develop a computer model Prototype. The Prototype will be configured around
the main parameters and which displays how each "page" of the Optimization
Model will be set up, how the required information is interlinked, which cells are
user entered or calculated, defines the calculations to be used, and associated
user restrictions. Graphing and reporting capabilities will also be developed and
detailed. A Help Menu will be developed as well for the model.
Major deliverables
1. Detailed prototype model in an ExtendSim or similar application format.
3. Develop a Beta Model. The purpose of this subtask is to ensure that the prototype
version developed in above performs as it was intended. Also, this subtask will configure
the data in the format needed for feeding the Model, and will initially populate the
model with the formatted data:
1. Review the Prototype Model for functionality and features. Determine that they
are performing correctly and resolve any conflicts or programming errors, within
given scope and budget. Testing shall be completed over several iterations of
programming, testing, identifying errors and solutions, and reprogramming.
2. Configure and Format Data for Model Application. The purpose of this task is to
configure the background data, and major modeling and planning assumptions
for formatting for input to the model. This requires the consideration of the
model logic diagrams and calculation sequence flow diagrams. The required
outputs will be linked to more than one calculation pathway, or will be checked
against independent pathways, to assure internal consistency and "self
correcting ".
3. Populate Model with Configured Data. The purpose of this task is to populate
the model and the formatted data spreadsheets with the raw data and major
planning assumptions. This includes a QA /QC process of double entry to reduce
the probability of data input error.
Maior Deliverables
1. Beta Model version.
4. Finalize Working Model. The purpose of this subtask is to further develop the beta
System Optimization Model into a production version of the "Working Model ". The
design of the model will be algorithm- driven, so that it "self adjusts" to accommodate
changes in future connections, regulatory requirements, asset management R &R timing, and
financial indices and metrics. The Optimization Model will include the following major
components:
1. Dynamic CIP (i.e. projects, costs, timing, and project linkages)
2. Stabilized Rate Setting (i.e. algorithm- based, escalation factors, regulatory
changes funding charge, rate stabilization fund, inter- fund transfers.)
3. Tracking system for development fees and capacity reservation (i.e. web - based,
interactive, formatted . in ut
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4. Programmed to accommodate changes in future growth, regulatory, and R &R
need and timing.
The major use of the Phase 1 model and anticipated application isasfollows:
1. Development of tables and graphs that can be used to support the 10 -year CIP
Report, summarizing project need, timing, and costs.
2. "What if" scenario capability to assess the impact of engineering and
management decisions on the overall system performance, capital cost, and
operating costs.
3. A User Help Menu will be developed in conjunction with the finalization of the
model. The User Help file will document relevant calculations, as well as provide
basic user operating information and guidance.
TASK 7 — CALIBRATE WORKING MODEL
The purpose of this task is to calibrate the final Working Model by developing a range of
scenarios:
1. For each of the major inputs and assumptions in the model, develop a reasonable range
of expected high and low ( "bookend ") values.
2. Considering the expected ranges, create scenarios to be evaluated as to the system
response using the Model.
3. Evaluate the results of the scenario runs to identify general system -wide correlations for
the major input variables. The scenario outputs will result in sensitivity analyses for the
parameters that are changed.
4. Develop a draft Pitch Deck summarizing the findings, and conclusions of the above tasks.
Deliverables
1. Pitch Deck summarizing the findings, conclusions, and recommendation of the Scenario
Development.
TASK 8 — UMOP DOCUMENTATION, START -UP AND TRAINING
The objectives of this task are: 1) to provide a "user manual" level of documentation of the
underlying UMOP features and functionalities, 2) to provide support during the initial use and
start -up of the UMOP, and 3) to educate Boynton staff in the use of the UMOP.
Documentation will be developed for the management -user level. Support will be for
implementation of the UMOP as initially designed and intended. This is envisioned to include
correcting minor "bugs" and software fixes, to incorporating additional desired formats and
outputs. (Note: additional design features and functions will be addressed within available
budget, as they are not knowable at this time.) Training will include two one -day sessions with up
to five (5) Boynton staff where staff will become familiar with the features and functionality of
the model.
Deliverables
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1. UMOP User Manual and Documentation.
2. Two one - daytraining sessions on the use of the UMOP.
TASK 9 — MEETINGS/ WORKSHOPS/ PROJECT MANAGEMENT
Project Management and Budget /Scope Review. Monthly progress reports, tracking and
managing the budget variance based on actual versus budgeted, maintaining the overall schedule,
and coordination of subconsultants. Meet monthly to review the initial scope tasks and intent, and to make
adjustments in direction and budget/level of effort as necessary to keep to the overall vision and goal for the
project.
Workshops. Collaboration is absolutely essential to convert your vision and needs into reality.
Based on our experience, we suggest addressing all key decisions and reviewing all findings and
conclusions at the following key Milestone Workshops:
1. Project kick -off and Visioning /Model Performance /Expectations
2. Proof of Concept Model
3. Prototype Model
4. Beta - version Model
5. Working Model
Progress Meetings. Progress meetings will be held monthly to discuss the progression and
direction of the project, milestones that have been achieved, current work efforts, budget,
schedule, and any issuesthatmayarise.
Monthly Progress Reports. Monthly progress reports will be prepared that discuss the work
conducted and by whom during the month, budget and schedule status, and work to be
completed by the next progress report.
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Communications. Project management will include general communication among Carollo,
subconsultants, and Boynton staff members for overall facilitation, and to ensure that the
project is completed on time and within budget while meeting Boynton's goals.
Carollo Engineers
Boynton Beach Utilities Management Optimization Plan
Budget Breakdown
January 8, 2016
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TNnsk Description • Budget*
($000)
1 Visioning, Model Performance, and Expectations $20
Workshop
2 GIS -Based Planning Database and Architecture 75
3 Develop Engineering Models of Water Infrastructure 230
System
4 Asset Management 50
5 Rates and Financial Analysis 75
6 Develop Integrated Optimization Model 380
7 Calibrate Working Model 30
8 UMOP Documentation, Start -up and Training 60
9 Meetings /Workshops /Project Management 75
TOTAL $995
*Note: The level of effort and associated budget for each of the individual tasks is an
estimate at this time, and is considered preliminary. This initial estimate is based on
assumptions that may change, as more information is made available, such as existing
GIS /data accuracy, and desired UMOP functions and features. The approach to project
management will be to review and revise, as necessary, the initial scopeforthetasks onamonthly
basis. Adjustments in direction and budget/level of effort will be made to keep to the overall vision and goal
fortheproject Therefore, the Boynton Utilities Department reserves the right to manage the
UMOP development within the overall budget, and may increase /decrease individual task
budgets accordingly.
Carollo Engineers
City of Boynton Beach
Utilities Management Optimization Plan (UMOP)
Scope of Services
January 8, 2015
Background
The dynamic Utilities Management Optimization Plan (UMOP) will be developed for the City of
Boynton Beach Utilities (Boynton) to be used to support strategic, long -term decision - making
regarding the need and timing of expansion, repair, or replacement of existing water utilities, and
need to build new facilities to meet regulatory requirements and efficiency goals.
The UMOP will be a computerized model that incorporates input of relevant engineering,
planning, and cost data with system capacity and hydraulic and financial models. This includes
the use of selected GIS and SCADA system outputs, and asset management program outputs. The
overall result is to help assure the cost effective integration and planning for future facilities across
all of Boynton Beach Utilities water infrastructure programs (i.e. wastewater, water, recycled water,
and stormwater).
The UMOP will integrate best practice engineering, science, and business decision analysis
principles. This will allow for the transformation of data into knowledge for making meaningful
decisions based on continually updated and informed planning projections. The UMOP will help to
create improved understanding of the impact of CIP and operating decisions on the overall cost of
service versus the risk of not meeting strategic objectives.
The UMOP is not intended to be a design tool, but instead is a master- planning and financial planning
decision support tool. Therefore, the accuracy of the UMOP is not intended for developing final facility design
criteria and costs. It must, however, be sufficient for its intended use in emulating the real -world system to
the extent required such that the "cause and effect" relationships among the key parameters
accurately represent the physical and financial performance of the overall utilities system. This will
help engineering decisions to be optimized involving the need, timing, sizing, and estimated cost of
new capital facilities, and the repair or replacement of existing facilities.
The following tasks are intended to result in the phased, progressive development of the UMOP.
The phased development begins with the identification of success factors and the "proof of concept"
model, and progresses through the initial calibration and delivery of a working production version
of the model.
This project, along with the development of the UMOP, includes the development of four
engineering models (e.g. hydraulic models) to simulate existing conditions of the Boynton
infrastructure and to plan for future improvements through the development of a CIP. The
output of these models (e.g. CIP projects) will be used as input to the UMOP.
This approach recognizes the need to work closely with Boynton staff to avoid unnecessary
rework, and therefore relies heavily upon the use of cross - discipline workshops. The workshops
are designed to bring Carollo and Boynton staff together in facilitated working forums.
"Pitch Deck" deliverables will be used to keep you informed, and to document the work. A Pitch
Deck is a short, executive briefing, consisting of a PowerPoint slide deck summarizing the
findings, conclusions, and recommendations of major tasks completed. The Pitch Decks
produced and delivered will be used for multiple purposes, including: progress reporting;
documentation of tables, figures and graphics; and for use in the User Guide and training
sessions for the model.
SCOPE TASKS
TASK 1- VISIONING, MODEL PERFORMANCE, AND EXPECTATIONS WORKSHOP
The purpose of this task is to establish the overall vision for the deliverables of this project,
identify and clarify the needs and goals of Boynton, and determine how those needs are going to
be met during the project.
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1. A Visioning, Model Performance, and Expectations Workshop will be conducted to
develop the vision and framework, and set the overall direction for the development of
the UMOP and also the engineering models that will be developed as part of this
project.
TM
2. In this workshop, Carollo 's existing software applications, Master Plan ManagerTM (MPM)
and Water /Wastewater Asset ManagerTM (WAM), will be demonstrated to ensure that no
"reinvention of the wheel" occurs, and to determine if a combination of models, or
modules from existing models might be suitable as the starting point in developing the
customized UMOP for Boynton. A key issue to address is the overall design philosophy of
the model (e.g. "plug and play ", modular, web - based, GIS- centric, or other approaches). This
task will focus on identifying the major decisions that the UMOP is expected to address;
the major inputs that it must integrate; the format and process for integrating those
major inputs (Note: it is anticipated that input /output tables formats will be used for
incorporating inputs from other models); and reporting outputs in terms of
functionality, CIP information, and forecasts.
3. The four engineering models that will be developed or updated as part of this project
include the water distribution system model, the recycled water distribution model, the
wastewater collection system model, and the stormwater system model. The effort to
construct /update, calibrate, and apply these model to develop a CIP will be discussed at
this workshop so that Boynton understands what will be developed and delivered based
on available data, needs, and budget. A data request will be initiated before this
meeting and data gaps will be discussed.
4. Meeting minutes for this workshop will be prepared summarizing findings and
conclusions of this workshop.
Deliverables
1. Workshop Presentation
2. Workshop Meeting Minutes
TASK2 — GIS - BASED PLANNING DATABASE AND ARCHITECTURE
The purpose of this task is to set up the structure and design of the GIS -based mapping of the key
water utility assets to allow for rapid development of the hydraulic and engineering models. This
includes developing a planning -level system mapping, or architecture, for the UMOP.
The existing GIS database will be updated with a phased methodology focusing on model critical
information first, and then on other relevant data, as needed. Pertinent data available from
Boynton's valve truck and fire hydrant mapping programs will be used, as appropriate.
The purpose of this task is to collect and review data, fill in data gaps, and document major
model data inputs and assumptions. This task includes the following items:
1. Compile Existing GIS/Mapping Information. C ollect and review the relevant Boynton
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background data necessary for model development. This is anticipated to include past
reports, plans, drawings, and existing Excel models (engineering and financial, as
available) and databases. Review to ensure that all needed inputs for the models are
available.
2. Perform Gap Analysis. Identify data gaps, and develop a "work around" solution to
address these gaps based on best professional judgment. Prioritize data gaps and
consider phasing, as necessary for filling in the gaps in the near -term for the
development of the UMOP application, versus what data can be integrated later.
3. Develop GIS Architecture and Fill in Gaps. Develop an overall GIS "architecture" for
integrating and layering of the water utilities. Find the approximate geospatial location of
all major assets. Update the inventory with relevant assets that have been put in place in
the last 10 -15 years with a link to a digital file depositary for as -built drawings. The
emphasis will be on completing the engineering models to the level necessary to support
analyses and projections needed as inputs to the UMOP.
The goal is to quickly get the existing GIS layers (water, wastewater, stormwater,
recycled water) registered, and to identify the major data gaps. The priority is to fill in
the gaps that affect continuity of the model(s). The challenge will be the water
distribution system. The approach here is to take a first cut with "home runs ", and
literally fill in the missing segments from best professional judgment (BPJ). Budget
permitting, the data resolution will be improved in subsequent iterations.
The goal is to also identify the links and inter - relationships of key assets to represent the
overall system -wide functionality (e.g. wastewater and recycled water system linkages). The
end product is to be a user - friendly GIS map -based planning tool that allows for easy
updates.
4. Summarize Findings, Conclusions and Recommendations. Develop a Pitch Deck that
summarizes the data, findings, and conclusions of this task.
Deliverables
1. Updated GIS maps.
2. Pitch Deck summarizing the findings, conclusions, and recommendations of this task.
TASK3 — DEVELOP ENGINEERING MODELS OF WATER INFRASTRUCTURE SYSTEMS
The purpose of this task is to develop or update hydraulic models of Boynton's infrastructure
assets including the water distribution system, recycled water system, wastewater collection
system, and stormwater system.
Task 3.1 Existing and Future Population Estimates
Traffic Analysis Zone (TAZ) data, in GIS format, will be used to estimate existing and future
population and employment estimates across the service. If other more detailed data exists for
existing and future estimates, it will be considered in the analysis. The existing and future
population and employment will be used to estimate water demands and wastewater flows on a
unit basis across the service area. These estimates will be developed to provide detailed demands
for the water distribution model as well as detailed flow input points for the wastewater collection
system model.
Task 3.2 Potable Water Distribution System Model
An existing hydraulic model of Boynton's potable water distribution system was developed as part
of a previous project (City of Boynton Beach Water Distribution System Modeling Study, Final
Report, Brown & Caldwell, October 20, 2006). This model was developed in WaterCAD version 7
(Bentley) for all pipes 8- inches in diameter and greater, calibrated, and applied to develop future
improvement alternatives and costs based on growth and demand estimates through 2025. This
model and report will be the basis for the potable water distribution system model updates.
Boynton will provide Carollo with the latest WaterCAD model.
Carollo will discuss with Boynton the options available for other water distribution modeling
software beyond WaterCAD (e.g. InfoWater, WaterGEMS) for modeling during this project and
interface to the UMOP. Based on updated information available in the GIS (see Task 2) the assets
within the water distribution system will be updated. The model will then be calibrated to
available pressure and flow data (e.g. SCADA data). It is envisioned that up to 10 locations are to
be used for calibration.
Because of the available data, information, and model from the 2006 study, it is envisioned that
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there will not be a major effort to update and the calibration the water distribution model. Use of
extended period simulation (EPS) will be assessed and if information exists to support it, and EPS is
necessary to accurately model the operation of the system, then EPS will be applied as
appropriate.
Task 3.3 Recycled Water Distribution System Model
A hydraulic model does not currently exist for the Boynton recycled water system. A "backbone"
model will develop of the major pipelines serving the existing recycled customers. The model will
be built using the same software as used for the water distribution model (Task 3.2). Boynton will
provide demands of major recycled water customers and detailed information on pumps and
forcemains. This model can either be run as a static simulator or with EPS the - dynamic information
on flows and pressures exist to make EPS useful. Limited future improvements to the system will
be investigated if Boynton can provide future demand locations.
Task 3.4 Wastewater Collection System Model
A hydraulic model does not currently exist for the Boynton wastewater collection system. The
collection system is largely a pumped system with six (6) master pump stations (MPS) and 157
minor lift stations. It is the intent of this task to model enough of the collection system to be able
to provide meaningful information on the existing infrastructure while providing enough detail to
plan for existing and future capital improvement projects. It is envisioned that dynamic modeling
software such as EPA SWMM (or InfoSWMM, PCSWMM, or SewerGEMS) will be used to model
the collection system.
Therefore, the wastewater collection system model will be developed to include the six MPS and
forcemains along with a limited number of minor lift stations. Carollo and Boynton will decide
upon the extent of the model beyond the 6 MPSs while considering the available information that
will be used to update the GIS developed in Task 2.
It is envisioned that little of the gravity network will be included in the model other than major
pipelines that link the MPSs together. Much of the small diameter gravity sewers will be
aggregated at a basin (or catchment) level and used as flow input loading points to the hydraulic
section of the model. This approach provides the "mass balance" that Boynton is looking for, while
still providing enough hydraulics to provide meaningful hydraulic analysis. This will allow for full
representation of the flows throughout the system with select hydraulics to mimic to the
operation of the existing system and plan for future improvements.
Both dry weather flows (based on population estimates — see Task 3.1) and estimated infiltration
and inflow (I /I) will be developed for each flow input point. The model will be calibrated based on
available flow metering data or possibly based on pressure and run -time data from the MPSs and
minor lift stations included in the model. It is expected that this data will be digital format (e.g.
spreadsheets) at hourly intervals (or less) for use in the model and Carollo will perform no manual
data entry. Hourly rainfall data for calibration of I/I will be provided by Boynton or acquired from
nearby gages such as from the water management district. Design storms will be used to project
design level flows for I/I estimates.
Task 3.5 Stormwater Collection System Model
A comprehensive hydraulic model does not currently exist for the Boynton stormwater system.
Some limited modeling has been completed by Carollo (in a past study) for parts of the system
based on a hydrologic approach. This same hydrologic approach will be used to develop a
stormwater system model for the service area. It is envisioned that this approach will provide the
"mass balance" approach needed for stormwater flows throughout the system.
Very limited hydraulics will be included in the model, but some will need to be included to
illustrate potential flooding depths at key locations. Like the wastewater collection system model,
it is envisioned that EPA SWMM software (or similar software) will be used to construct this
model. Existing landform information (e.g. areas, topography, slopes, soils, imperviousness, etc.)
will be used to develop the hydrologic portion of the model.
No calibration is envisioned for this model, but design storm will be used to project design flows.
As an accepted practice, estimated runoff or peak flows will . be compared to peak flows
computed using one of the regression equations developed for Florida. In general, the equation
that best reflects project conditions will be used, with the reasons for using the equation
documented.
Deliverables
1. Updated hydraulic model for water distribution and new model of recycled water
distribution system.
2. New forcemain wastewater collection and stormwater collection system models.
3. Pitch Deck summarizing the updated hydraulic water distribution model, and the
wastewater and stormwater flow balance models.
TASK4 ASSET MANAGEMENT
The purpose of this task is to integrate essential information from the existing Transcendent
software (Mintek, Inc.) related to repair and replacement need, timing, and costs. Carollo will assess
how Mintek can be leveraged beyond the Boynton's vertical assets to also include horizontal assets
(pipelines). Specifically, evaluate how Transcendent can be used for automated development of
the CIP through establishing key software linkages. Similarly, explore how the NASSCO -PACP video
inspection data can be utilized and linked to asset data.
Assess the use of Carollo's Wastewater /Water Asset Management (WAM software for
capturing the condition, criticality, and risk ranking of the major water and wastewater assets, and
for running various "what if" scenarios for investment in repair and replacement versus
corresponding reductions in risk achieved for the investment.
Investigate how remote sensing and the use of SCADA real -time data can save money while
reducing risk of permit violations and process failures compared to using historical asset condition
assessments. This includes the opportunity to become a beta - testing site for inexpensive but
powerful field "smart monitors" for "just in time" asset replacement or upgrade. This approach
could greatly reduce expensive data gathering and investment in acquisition and maintenance of a
CMMS predictive maintenance program, and increases accuracy of the need and timing of repair
and replacement CIP programs.
Deliverables
1. Pitch Deck summarizing the findings, conclusions, and recommendations of the
integration of asset management information into the UMOP.
TASK 5 — RATES AND FINANCIAL ANALYSIS
The purpose of this task is to create an innovative algorithm -based CIP linking the engineering
systems with the on -going calculation of rates. The goal is to develop an integrated financial
module for the UMOP - the key is built in algorithms that track costs, water and wastewater
demands, and system performance, and have automatic adjustments made using consumer price
index (CPI) and Engineering News - Record Construction Cost Index (ENRCCI) indices. This allows for
seamless integration of rate calculations with built in algorithms and escalators. The rates will be
adjusted going forward based on algorithms that account for:
1. Growth (existing flows /demands versus projections).
2. Repair and replacement costs (to maintain reliability)
3. Future regulatory requirements (projected)
4. Projects and programs for increased efficiencies /cost savings
5. O &M costs (indexed to increasing flows /demands, new facilities)
6. Inflation and escalation indices for costs.
The algorithms will separate out a sinking fund fee for regulatory changes. For example, if there is
an unfunded mandate, the rates can be adjusted. This is intended to help stabilize rates.
A key issue is the concept of a tracking system for development fees and capacity reservation.
This task will start with a Rate /Financial Workshop for establishing the preferred "rate philosophy" and
key policy decisions for the allocation of costs, and who pays. For example, policy decisions will be
made on borrowing for R &R; borrowing for growth; desired frequency of rate adjustments; and the
calculation methodology for "growth pays for growth ". The outcome of these policy decisions will
be incorporated in the calculations in CIP module of the UMOP, and financial /rate outputs.
The UMOP will also integrate cost data from the financial reports to provide both a dynamic CIP
and stabilized rate plan functionality. The overall output should be electronic and should be
interactive so that it provides the central planning tool for the Utility. The UMOP will include the
following major components:
• Dynamic CIP (i.e. projects, costs, timing, linkages)
• Stabilized rate setting (i.e. algorithm- based, escalation factors, regulatory changes
funding charge, rate stabilization fund, inter- fund transfers.
• Tracking system for development fees and capacity reservation (i.e. web- based,
interactive, formatted input).
• Accommodate changes due to: growth, new regulations, R &R, and new and more
efficient technologies.
Major deliverables
1. Rate /Financial Workshop.
2. CIP Module in the UMOP (with ability to generate a five -year plan, or any other duration,
including R &R funding).
3. Financial /Rate Module Documentation Report (Draft and Final). (This report is intended to
document the outcome of the initial Rate /Financial Workshop, and the underlying
calculations for allocation of capital and O &M costs to the users.)
4. Pitch Deck summarizing the CIP and Rate Study Recommendations.
TASK 6 DEVELOP INTEGRATED OPTIMIZATION MODEL
The major purpose of this task is to incorporate the findings, conclusions, and recommendations
of the above tasks into the design of a customized optimization model (the UMOP), including a
dynamic CIPaid stabilized rate plan. This involves incorporating the outputs from the GIS database,
engineering models, asset management system, and future committed capacity into the UMOP.
The development of the model will progress through the (5) stages:
1. Visioning, Model Performance, Functionality, and Features.
a. Task 1 above will set the visioning for the UMOP. The purpose of this task is to
confirm, evaluate, and prioritize needs and expectations, identify the functional
modules and subroutines to be developed, and to finalize the model development
software platform and development schedule.
b. Confirm and evaluate the needs and expectations identified in Task 1, and
prioritize for development in the model based on available time, budget, and for
simplicity. Those that do not make the cut for the initial model development will be put on
the "B" List for consideration in phasing later.
c. Identify the approach to be taken in developing Y pp p g the functional modules and
subroutines for the model. Identify the opportunity to use functional modules
from existing Carollo software applications, (i.e. MPMTM, WAMTM, and the Financial
Planning ToolTM), as the basis for this application.
d. Identify software platform for model development. A review will be completed
to summarize the advantage, disadvantages, and costs for selecting a specific
software platform to developing the UMOP. This platform will need to be able to
interface with outside databases and other software.
e. Finalize the development schedule and QA /QC steps to assure that modeling
functionality and features that are desired will be delivered at the level of
performance desired.
f. Develop a Pitch Deck that summarizes the findings, conclusions, and
recommendations of the above subtasks. This includes the prioritized list of
features and functions, and the final software development schedule.
Major deliverables
1. Pitch Deck summarizing the UMOP Functionality and Features.
1. Develop "Proof of Concept" Model. The purpose of this subtask is to develop the logic
and rationale for the various elements of the model, and to build a "proof of concept"
version of the model. This will be built using MS Excel, and will include all the major
algorithms to be included in the final model.
a. Develop the Model Inputs, Outputs, and Performance Table. Summarize in table
format, the inputs, outputs, and performance expectations (e.g. ability to adapt
to changes in future water and wastewater demands).
b. Develop the Decision Map. The UMOP is intended to be uses to support the
annual budget /CIP cycle. Therefore, develop a generic calendar for the annual
budget cycle, and sequence of steps, data, and major decisions to be supported
by the UMOP. What are the major decisions to develop the CIP? Who makes
them? What information /data is needed? Who is responsible for generating the
needed information /data? How are the decisions made (i.e. what are the
decision rules)?
c. Develop the Model Flow Chart, and Page Design Features The flow chart will build upon the
Decision Map developed in Subtask B above, and will identify the process and
steps, connections, inputs, outputs, and in which stages calculations need to be
made. It will also identify which, if any, functional modules will be used from
other existing Carollo models as a basis going forward.
d. Develop the Proof of Concept Model in MS Excel.
Major deliverables
1. Inputs, Outputs, and Performance Expectations Table.
2. Decision Map.
3. Model Flow Chart
4. Proof of Concept" Model (Excel- based).
2. Develop Prototype Model. The purpose of this subtask is to use the "Proof of Concept"
Model developed above in MS Excel, and to migrate to a detailed prototype model in an
ExtendSim (ImagineThat Inc.) or similar programmable application platform.
1. Develop a computer model Prototype. The Prototype will be configured around
the main parameters and which displays how each "page" of the Optimization
Model will be set up, how the required information is interlinked, which cells are
user entered or calculated, defines the calculations to be used, and associated
user restrictions. Graphing and reporting capabilities will also be developed and
detailed. A Help Menu will be developed as well for the model.
Major deliverables
1. Detailed prototype model in an ExtendSim or similar application format.
3. Develop a Beta Model. The purpose of this subtask is to ensure that the prototype
version developed in above performs as it was intended. Also, this subtask will configure
the data in the format needed for feeding the Model, and will initially populate the
model with the formatted data:
1. Review the Prototype Model for functionality and features. Determine that they
are performing correctly and resolve any conflicts or programming errors, within
given scope and budget. Testing shall be completed over several iterations of
programming, testing, identifying errors and solutions, and reprogramming.
2. Configure and Format Data for Model Application. The purpose of this task is to
configure the background data, and major modeling and planning assumptions
for formatting for input to the model. This requires the consideration of the
model logic diagrams and calculation sequence flow diagrams. The required
outputs will be linked to more than one calculation pathway, or will be checked
against independent pathways, to assure internal consistency and "self
correcting ".
3. Populate Model with Configured Data. The purpose of this task is to populate
the model and the formatted data spreadsheets with the raw data and major
planning assumptions. This includes a QA /QC process of double entry to reduce
the probability of data input error.
Major Deliverables
1. Beta Model version.
4. Finalize Working Model. The purpose of this subtask is to further develop the beta
System Optimization Model into a production version of the "Working Model ". The
design of the model will be algorithm- driven, so that it "self adjusts" to accommodate
changes in future connections, regulatory requirements, asset management R &R timing, and
financial indices and metrics. The Optimization Model will include the following major
components:
1. Dynamic CIP (i.e. projects, costs, timing, and project linkages)
2. Stabilized Rate Setting (i.e. algorithm- based, escalation factors, regulatory
changes funding charge, rate stabilization fund, inter- fund transfers.)
3. Tracking system for development fees and capacity reservation (i.e. web - based,
interactive, formatted input).
4. Programmed to accommodate changes in future growth, regulatory, and R &R
need and timing.
The major use of the Phase 1 model and anticipated application isasfollows:
1. Development of tables and graphs that can be used to support the 10 -year CIP
Report, summarizing project need, timing, and costs.
2. "What if" scenario capability to assess the impact of engineering and
management decisions on the overall system performance, capital cost, and
operating costs.
3. A User Help Menu will be developed in conjunction with the finalization of the
model. The User Help file will document relevant calculations, as well as provide
basic user operating information and guidance.
TASK 7 — CALIBRATE WORKING MODEL
The purpose of this task is to calibrate the final Working Model by developing a range of
scenarios:
1. For each of the major inputs and assumptions in the model, develop a reasonable range
of expected high and low ( "bookend ") values.
2. Considering the expected ranges, create scenarios to be evaluated as to the system
response using the Model.
3. Evaluate the results of the scenario runs to identify general system -wide correlations for
the major input variables. The scenario outputs will result in sensitivity analyses for the
parameters that are changed.
4. Develop a draft Pitch Deck summarizing the findings, and conclusions of the above tasks.
Deliverables
1. Pitch Deck summarizing the findings, conclusions, and recommendation of the Scenario
Development.
TASK8— UMOP DOCUMENTATION, START -UP AND TRAINING
The objectives of this task are: 1) to provide a "user manual" level of documentation of the
underlying UMOP features and functionalities, 2) to provide support during the initial use and
start -up of the UMOP, and 3) to educate Boynton staff in the use of the UMOP.
Documentation will be developed for the management -user level. Support will be for
implementation of the UMOP as initially designed and intended. This is envisioned to include
correcting minor "bugs" and software fixes, to incorporating additional desired formats and
outputs. (Note: additional design features and functions will be addressed within available
budget, as they are not knowable at this time.) Training will include two one -day sessions with up
to five (5) Boynton staff where staff will become familiar with the features and functionality of
the model.
Deliverables
1. UMOP User Manual and Documentation.
2. Two one -day training sessions on the use of the UMOP.
TASK 9 — MEETINGS/ WORKSHOPS/ PROJECT MANAGEMENT
Project Management and Budget /Scope Review. Monthly progress reports, tracking and
managing the budget variance based on actual versus budgeted, maintaining the overall schedule,
and coordination of subconsultants. Meet monthly to review the initial scope tasks and intent, and to make
adjustments in direction and budget/level of effort as necessary to keep to the overall vision and goal for the
project.
Workshops. Collaboration is absolutely essential to convert your vision and needs into reality.
Y . Y Y
Based on our experience, we suggest addressing all key decisions and reviewing all findings and
conclusions at the following key Milestone Workshops:
1. Project kick -off and Visioning /Model Performance /Expectations
2. Proof of Concept Model
3. Prototype Model
4. Beta - version Model
5. Working Model
Progress Meetings. Progress meetings s will be held monthly to discuss the progression and
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direction of the project, milestones that have been achieved, current work efforts, budget,
schedule, and any issuesthat may arise.
Monthly Progress Reports. Monthly progress reports will be prepared that discuss the work
conducted and by whom during the month, budget and schedule status, and work to be
completed by the next progress report.
Communications. Project management will include general communication among Carollo,
subconsultants, and Boynton staff members for overall facilitation, and to ensure that the
project is completed on time and within budget while meeting Boynton's goals.
Carollo Engineers
Boynton Beach Utilities Management Optimization Plan
Budget Breakdown
January 8, 2016
g
Task Description Budget*
No. ($000)
1 Visioning, Model Performance, and Expectations $20
g� p
Workshop
2 GIS -Based Planning Database and Architecture 75
3 Develop Engineering Models of Water Infrastructure 230
System
4 Asset Management 50
5 Rates and Financial Analysis 75
6 Develop Integrated Optimization Model 380
7 Calibrate Working Model 30
8 UMOP Documentation, Start -up and Training 60
9 Meetings /Workshops /Project Management 75
TOTAL $995
*Note: The level of effort and associated budget for each of the individual tasks is an
estimate at this time, and is considered preliminary. This initial estimate is based on
assumptions that may change, as more information is made available, such as existing
GIS /data accuracy, and desired UMOP functions and features. The approach to project
management will be to review and revise, as necessary, the initial scope forthetasks ona monthly
basis. Adjustments in direction and budget/level of effort will be made to keep to the overall vision and goal
fortheproject Therefore, the Boynton Utilities Department reserves the right to manage the
UMOP development within the overall budget, and may increase /decrease individual task
budgets accordingly.