R08-112
II
1 RESOLUTION NO. R08- 11z....
2
3 A RESOLUTION OF THE CITY OF BOYNTON
4 BEACH, FLORIDA, AUTHORIZING THE CITY
5 MANAGER TO EXECUTE TASK ORDER NO. U08-03-
6 06 IN THE AMOUNT OF $94,500.00 WITH BROWN
7 AND CALDWELL, FOR A STRATEGIC WATER
8 MASTER PLAN UPDA TE; AND PROVIDING AN
9 EFFECTIVE DATE.
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12 WHEREAS, the Utilities Department must periodically update their Master Plan
13 components to assure that they are adequately planning for future growth, regulatory changes
14 and market conditions; and
15 WHEREAS, this proposed Task Order will provide a synopsis of the work done to
16 date, and also look beyond the limits of those studies, examining possible challenges and
17 opportunities in the area of potential regulatory impacts on drinking water quality and
18 opportunities for providing cost-effective services to other smaller municipal water utilities
19 in the region, including a review of staffing needs; and
20 WHEREAS, the City Commission of the City of Boynton Beach upon
21 recommendation of staff, deems it to be in the best interest of the citizens of the City of
22 Boynton Beach to authorize execution of Task Order U08-03-06 in the amount of
23 $94,500.00 with Brown and Caldwell.
24 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
25 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
26
Section 1.
The foregoing "Whereas" clauses are hereby ratified and confirmed as
27 being true and correct and are hereby made a specific part of this Resolution upon adoption
28 hereof.
S \CAIRESOlAgreements\Tasi< - Change Orders\Brown and Caldwell U08-03-06 (Strategic Water Master Plan Update) doc
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1 Section 2. The City Commission of the City of Boynton Beach, Florida does
2 hereby approve, authorize and direct the execution by the City Manager of Task Order U08-
3 03-06 in the amount of $94,500.00 with Brown and Caldwell, for a Strategic Water Master
4 Plan Update, a copy of which is attached hereto as Exhibit "A".
5 Section 3. This Resolution shall become effective immediately upon passage.
6 PASSED AND ADOPTED this iB ... day of September, 2008.
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23 ATTEST:
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30 (Corp~r.at~ Seal)
S \CA\RESOlAgreementsITask . Change OrderslBrown and Caldwell U08.03.06 (Strategic Water Master Plan Update) doc
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f(o~-/IV
Task Order #U08-03-06
Engineering Services for the Preparation of a
Strategic Water Master Plan Update
For the City of Boynton Beach
A Master Plan is prepared for a utility to summarize its physical assets, operating policies
and required improvements. In addition, a Master Plan must also attempt to anticipate the
trends in technology and regulations that a utility must plan for or contemplate. The City
of Boynton Beach Utilities Department last prepared a formal Master Plan in 1989.
Much of the information presented in the 1989 Master Plan is still accurate, however, the
environment in which the utility operates has changed significantly. This Task Order will
provide authorization for Brown and Caldwell to prepare a Strategic Master Plan Update
for the City's Water Utility.
A. Background
In February 1989, the City of Boynton Beach completed a Water and Wastewater Master
Plan that provided a detailed evaluation of the City's projected water and wastewater
demands and flows through the year 2000. The plan presented recommended
improvements to the City's water supply, treatment, distribution and storage, and
wastewater transmission system. Since the Master Plan was completed, many of the
recommended improvements have been implemented into the City's water system.
However, many of the conditions within the City with respect to the pattern of growth
and the City's water use permit from South Florida Water Management District
(SFWMD) have changed the environment under which the utility operates.
During the past several years, changes have occurred to the pattern of grown within the
City and the long-term availability of traditional water supplies. The City's shift towards
redevelopment of the eastern portion of the City will shift the center of future demand
more towards the City's East Water Treatment Plant. This shift in demand has required a
re-evaluation of where the City produces and distributes its potable water. In addition,
SFWMD has stated that future water supplies from the regional system will be limited.
This change in management approach will require that the City place greater emphasis on
water conservation, re-use and the development of alternative water supplies to provide
potable water needs in the future. This shift, combined with the uncertainty of future
water supply and treatment requirements, warrants an update to the City's water supply
and treatment portions of the Master Plan.
During the past three years, Brown and Caldwell has assisted the City with the
development of many of the components that will make up the Strategic Water Master
Plan Update. These documents, however, were developed in isolation from one another.
Therefore, integrating these individual documents into one coherent plan and leveraging
any potential synergy will provide value from a planning perspective. Specific
documents will include the following:
Potable Water Supply Strate2Y - In August 2006, Brown and Caldwell completed an
evaluation of future water projects for the City of Boynton Beach. The plan developed an
approach to interconnect the City's two water treatment plants, take full advantage of
seasonal allocation from the Surficial Aquifer and ultimately convert the City's West
Water Treatment Plan into a Low Pressure Reverse Osmosis facility using water from the
Floridan Aquifer. This report built upon an evaluation process conducted during the
Business Case Evaluation.
Water Distribution System Modelin2 Study - In 2006, Brown and Caldwell completed
an evaluation of the City potable water distribution network. This study evaluated the
redevelopment of the City's downtown area and considered fire-flow and peak water
demand requirements. A model was prepared on the City's potable water distribution
system and specific recommendations were made for the system to continue to operate
within the City's desired level of service.
to-Year Water Supply Facilities Work Plan - In April 2008, Brown and Caldwell
completed a IO-Year Water Supply Facilities Work Plan for the City of Boynton Beach.
The plan was required by the Department of Community Affairs to demonstrate that the
City had considered future water demands prior to developing or redeveloping land. This
report inventoried existing facilities, projected population and potable water demand, and
identified the water projects planned to ensure that the City could provide water for the
anticipated growth.
These three reports make up the core information provided in a traditional Water Master
Plan. This information will again be summarized and the previous works cited in the
Strategic Water Master Plan Update. In addition, the Utilities Department has expressed
the foresight to recognize that changes are occurring in the operational environment that
will impact the way in which the Utility will provide service in the future. To address
these impacts, Brown and Caldwell will sponsor a series of workshops with City staff to
discuss the anticipated changes and opportunities presented in water quality regulations,
treatment requirement, new technologies and regionalization.
The findings of these sessions will be summarized along with an executive overview of
previously published reports in a single Strategic Water Master Plan Update.
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B. Scope of Work
The Scope of Work for Task Order U08-03-06 will be formulated around the proposed
outline for the Strategic Water Master Plan Update. The Scope of work will consist of
the following elements:
Task 1 - Summary of Existing Information
This portion of the project will include summarizing information from existing reports.
Conclusions previously reached will be reviewed against the backdrop of anticipated
future trends in technological improvements and new regulations. Existing information
will make up the first four sections of the report as follows:
Section 1 - Summary of Existing conditions
Section I will include a current snap-shot of the Water Utility. It will include a
description of the service area, current population, current water demand and an
inventory of the wells, raw water piping, treatment systems, potable water storage
facilities and distribution systems.
Section 2 - Future Conditions
Section 2 will include a projection of the growth that the Water Utility will face through
2026. Population growth and projected water demands for each of the municipalities that
make up the City's service area will be provided. The anticipated impacts from
conservation and water re-use will be incorporated into the water demand projections.
Population numbers and per-capita average daily demand numbers will be those
developed as part of the lO-Year Water Facilities Supply Plan (Brown and Caldwell.
April 2008)
Section 3 - Proposed Water Supply Projects
A number of water supply projects have been proposed by the City to satisfy potable
water demand through 2026. The projects were originally identified in the Potable Water
Supply Strategy (Brown and Caldwell, 2006) and were confirmed in the lO-Year Water
Facilities Supply Plan (Brown and Caldwell, April 2008). A summary of the water
supply projects, implementation schedules and projected costs will be prepared in Section
3.
Section 4 - Analysis of Distribution System
An analysis of the City's potable water distribution system was performed by Brown and
Caldwell in 2006. The analysis consisted of performing a hydraulic model of the
distribution network to project system adequacy considering projected down-town
redevelopment and peak fire-flow requirements. A summary of the Water Distribution
System Modeling Study will be presented in Section 4. In addition, the assumptions,
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limitations, and recommended improvements to the distribution system will be
incorporated into this section of the report.
DeliverabIes
. Kick-off meeting - a kick off meeting will be conducted following the notice to
proceed to discuss Task 1 activities. The sources of all data as well as an order of
magnitude for each section will be defined. It is anticipated that the kick-off meeting
will be conducted within one week of the project NTP and that meeting minutes will
be drafted within 3 days of the meeting.
. Request for information - following the kick off meeting, a request for information
will be prepared by Brown and Caldwell to obtain current information from the City.
. Draft Report of Sections 1 - 4 - A Draft Report containing Sections 1 - 4 will be
delivered to the City approximately 2 weeks from the NTP. Three paper copies will
be delivered to the City for review and comment. The City will compile a single set
of comments on Sections 1 - 4 and return to Brown and Caldwell within one week of
Draft Report submission
. Final Report of Sections 1 - 4 - The City's comments on the Draft Report will be
incorporated into the report. Three copies of the final sections will then be delivered
to the City. Sections I - 4 will ultimately be incorporated into the Final Strategic
Water Master Plan Update.
Task 2 - Review of Water Quality Issues
Regulatory requirements drive many of the modifications and improvements required for
the water utility. Under Task 2, Brown and Caldwell will conduct a series of workshops
with SFWMD, Florida Department of Environmental Protection (FDEP) and the Palm
Beach County Health Department (PBCHD) and City Staff to discuss issues that will be
impacting water quality, treatment and water quality monitoring. During these meetings,
the City will gain a better understanding of the strategic direction of each of the
regulatory agencies through discussions with senior level staff.
Kick off Meeting - A kick off meeting will be scheduled with the City Water Utility
Staff at their earliest convenience following the project NTP. During the kick-off
meeting the following issues will be discussed:
. Workshop organization
. Appropriate City staff to attend
. Points of contact for each agency
Meeting with SFWMD - A meeting will be scheduled with senior level planners at the
SFWMD. The meeting will be attended by representatives from Boynton Beach and
Brown and Caldwell. The primary focus of this meeting will be trends in per capita
allocation, reduced reliance on the Surficial Aquifer, regulation of the Floridan Aquifer,
interaction between the Surficial Aquifer and reclaimed water and potential impacts of
reclaimed water on the City's West Well Field. Following the meeting, Brown and
Caldwell will prepare and distribute meeting minutes.
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Meeting with FDEP - A meeting will be scheduled with senior level managers with
FDEP. The meeting will be attended by representatives from Boynton Beach and Brown
and Caldwell. The primary focus of this meeting will be to evaluate trends with
concentrate disposal, aquifer storage and recovery, potable water disinfection and water
quality issues. Following the meeting, Brown and Caldwell will prepare and distribute
meeting minutes
Meeting with PBCHD - A meeting will be scheduled with senior level managers with
PBCHD. The meeting will be attended by representatives from Boynton Beach and
Brown and Caldwell. The primary focus of this meeting will be to evaluate trends with
water plant operations and reporting, potable water disinfection, monitoring of
pharmaceuticals in raw water, and water quality sampling within the distribution system.
Following the meeting, Brown and Caldwell will prepare and distribute meeting minutes.
Water Quality Issues - In addition to regulatory issues on a local level, drinking water
standards are issued by the U.S. Environmental Protection Agency at a national level.
Brown and Caldwell will utilize industry experts to review trends with disinfection /
disinfection by-products, the groundwater disinfection rule and proposed changes in
primary and secondary drinking water standards.
Meeting with City Laboratory Staff - An interview will be conducted with City
laboratory staff to review operating issues, capabilities and future requirements to remain
accredited and in compliance. During this meeting, BC staff will review existing
capabilities and identify additional equipment and resources required to permit the City
laboratory to address regional opportunities. A summary of capabilities and additional
capacity will also be prepared for use in Section 6 of the Strategic Water Master Plan
Report.
Preparation of Draft Section 5 - Following the completion of the workshops and
interviews, Brown and Caldwell will prepare Draft Section 5 that will address regulatory
changes and their impact on the City's Water Utility. The emphasis of Section 5 will be
to address strategic trends in the regulatory arena and to identify incremental steps for the
City to take to prepare for their arrival. Three paper copies of Section 5 will be delivered
to the City for review and comment. The City will compile a single set of comments on
Sections 5 and return to Brown and Caldwell within two weeks from the submission of
the Draft Report.
Preparation of Final Section 5 - The City's comments on the Draft Section 5 will be
incorporated into the report. Three copies of the Final Section 5 will then be delivered to
the City. Section 5 will ultimately be incorporated into the Final Strategic Water Master
Plan Update.
Deliverables - The following deliverables will be prepared under Task 2:
· Kick-off meeting - a kick off meeting will be conducted as soon as possible after the
project NTP. Meeting minutes will be drafted within 3 days of the meeting.
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. Meeting minutes from meeting with SFWMD. Minutes will be drafted within 3 days
of the meeting.
. Meeting minutes from meeting with FDEP. Minutes will be drafted within 3 days of
the meeting.
. Meeting minutes from meeting with PBCHD. Minutes will be drafted within 3 days
of the meeting.
. A Draft of Section 5 will be delivered to the City approximately 4 weeks from the
final workshop. Three paper copies will be delivered to the City for review and
comment. The City will compile a single set of comments on Sections 5 and return to
Brown and Caldwell within two weeks from the submission of the Draft Report.
. Final Section 5 - The City's comments on the Draft Section 5 will be incorporated
into the report. Three copies of the final section will then be delivered to the City.
Sections 5 will ultimately be incorporated into the Final Strategic Water Master Plan
Update.
Task 3 - Regionalization Opportunities
The current financial and regulatory environment has made operating a water utility
much more challenging. Complying with regulatory requirements, monitoring, reporting,
staffing, and maintaining a utility requires full-time, fully-trained staff which several of
Boynton Beach's neighbors are having difficulty providing. Because of Boynton Beach's
central location, far reaching distribution network, proximity to small coastal
communities and leadership position as a water utility in South Florida, opportunities
exist for the City to provide support to their neighbors. Regionalization opportunities
may include remote operations, monitoring, reporting, staffing and automation. Although
the benefits that the City's Utility can provide may be generated by the Utilities
Department Staff, the dialogue for such endeavors must be initiated at the executive
level. It is therefore anticipated that the City's Executive Leadership must be involved in
this task. Such an effort, if successful, will work to reduce the Utility's unit operating
costs and may yield significant savings in its overall operations.
Kick off Meeting - A kick off meeting will be scheduled with the City Water Utility
Staff at the completion of Tasks 1 and 2. During the kick-off meeting the following issues
will be discussed:
. Adjacent Municipality needs
. Services that the City can provide
. Identification of local municipalities and their contacts
. Cost and benefit of providing services to remote customers
It is suggested that an Assistant City Manager be assigned to this task to help look for
opportunities, gage the City's receptiveness to provide such service and then to
coordinate a dialogue with adjacent municipalities.
Workshop 1- Work Force Dynamics - The majority of the utility staff will retire
during the planning horizon of this Strategic Water Master Plan Update. Issues will arise
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and impact the utility as equally trained staff is not available to replace the staff that
retires. This workshop will address work force diversity, automation and subcontracting
maintenance activities. Automation will be the significant service that the City can
provide to other utilities through the use of remote monitoring and centralized control.
This service may provide a necessary service and cost savings. In addition, emerging
technologies will be discussed in relation to increasing the efficiency of the operation and
reducing labor requirements.
Workshop 2 - Regulatory Regionalization - It is anticipated that water utilities will
become increasingly regionalized as the SFWMD implements water projects that will
have regional implications. During this workshop, representatives from Palm Beach
County Water Utilities Department and the SFWMD will be invited to discuss their
visions and discuss the roles that a regional water providers and a regional reservoir may
play in the future for South-Central Palm Beach County.
Discussions with Adjacent Municipalities - Following the meetings to discuss
regionalization opportunities, Brown and Caldwell will pmticipate in up to four meetings
with adjacent communities to discuss regionalization opportunities and services that the
City can provide. Brown and Caldwell will present opportunities identified during
previous workshops and will document issues and concerns identified by the adjacent
municipalities.
Preparation of Draft Section 6 - Following the completion of the workshops and
interviews, Brown and Caldwell will prepare a Draft Section 6 summarizing
regionalization opportunities. Three paper copies of Section 6 will be delivered to the
City for review and comment. The City will compile a single set of comments on
Sections 6 and return to Brown and Caldwell within two weeks from the submission of
the Draft Report.
Preparation of Final Section 6 - The City's comments on the Draft Section 6 will be
incorporated into the report. Three copies of the Final Section 6 will then be delivered to
the City. Section 6 will ultimately be incorporated into the Final Strategic Water Master
Plan Update.
DeliverabIes - The following deliverables will be prepared under Task 3:
. Kick-off meeting - a kick off meeting will be conducted as soon as possible after the
completion of Tasks 1 and 2. Meeting minutes will be drafted within 3 days of the
meeting.
. A Draft of Section 6 will be delivered to the City approximately 2 weeks from the
final meeting with the adjacent municipalities. Three paper copies will be delivered to
the City for review and comment. The City will compile a single set of comments on
Sections 6 and return to Brown and Caldwell within two weeks from the submission
of the Draft Report.
. Final Section 6 - The City's comments on the Draft Section 6 will be incorporated
into the report. Three copies of the final section will then be delivered to the City.
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Sections 6 will ultimately be incorporated into the Final Strategic Water Master Plan
Update.
Task 4 - Preparation of Final Report
Following the finalization of Section 6, Brown and Caldwell will assemble the Strategic
Master Plan Update report. The report will incorporate each of the six sections
developed under Tasks 1 through 3. In addition, linkages between sections, a table of
contents and an Executive Summary will be prepared to join the sections into a cohesive
document.
Preparation of Draft Master Plan Update - Following the finalization of Section 6,
Brown and Caldwell will prepare a Draft Master Plan Update. Five paper copies of the
draft report will be delivered to the City for review and comment. The City will compile
a single set of comments on the Draft Report and return to Brown and Caldwell within
two weeks of the Draft Report submission
Meeting to Review City Comments - following the receipt of the City's comments on
the Draft Report a meeting will be conducted to discuss the comments, their
incorporation and the final distribution of the report.
Preparation of Final Strategic Water Master Plan Update - The City's comments on
the Draft Report will be incorporated into the final Report and ten (10) paper copies of
the Final Report will be delivered to the City. In addition, Brown and Caldwell will
prepare an electronic version of the Final Strategic Water Master Plan Update (in .pdf
format). The electronic version will be formatted to print the entire report with tables and
figures embedded.
Deliverables:
. Fi ve paper copies of Draft Report
. Attendance at meeting to discuss City's comments on draft report
. Ten paper copies of final Report
. Ten electronic copies of Final Report delivered on compact disk.
C.INFORMATION NEEDED FROM THE CITY
In order to thoroughly address the goals of this Strategic Water Master Plan Update it is
assumed that Brown and Caldwell will have to work closely with City staff to obtain the
most current information available. A partial list of the items needed includes the
following:
. Current design capacity ratings for the East and West Water Treatment Plant
including firm capacity evaluation
. Updated figure illustrating production well "zones of influence" for the east and
west well fields.
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· Potable water demand information including annual average, peak day, and peak
hourly demand.
· Conveyance projects completed since the inception of the Water Distribution
System Modeling Study.
D. ASSUMPTIONS
The following assumptions were considered in the development of Task Order U)8-03-06:
· Sections 1 - 4 will primarily be a cursory review of information pre,riously developed
and documented. In some cases, references to previous reports may be substituted
for repeating work.
· It is anticipated that representatives from the City will attend meeting with the
regulatory agencies. Meetings will be conducted in the regulatory offices or in
Brown and Caldwell's West Palm Beach office.
· The workshops presented under Task 3 are intended for the generation of a dialogue
relevant to the City. It is anticipated that each workshop will last approximately 4
hours. The workshops will be intended to increase the City's awareness to certain
topics rather than solving that particular issue.
· The City will assign an ,\ssistant City ~lanager to interface with adjacent
municipalities during Task 3. The City will coordinated all meetings and make initial
contacts with municipalities prior to meeting or contact by Brown and Caldwell.
· Cost estimations and preliminary designs to provide assistance to adjacent
municipalities are not included in this task order.
E. COMPENSATION
Compensation for services rendered under this Task Order will be in a Lump Sum Fee of
$94,950 in accordance with terms and conditions defined in the Professional Services
Agreement dated November 18,2003, and as revised from time to time. Periodic
invoices will be based on percent complete. The total fee is based on the attached
estimated level of effort (Attachment A) and is distributed among the five (5) tasks, as
shown below.
Project Management
Task I - Summary of Existing Information
Task 2 - Review of Water Quality Issues
Task 3 - Regionalization Opportunities
Task 4 - Preparation of final Report
$ 4,500
$ 15,200
$ 24,950
$ 44,400
$ 5,900
Total Lump Sum Fee
$94,500
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F. AUTHORIZATION
APPROVED BY:
CITY OF BOYNTON BEACH
DA TED this 613 day of Seprember ,2008
~ Caldwell, In',
Kurt Bressner Albert Basulto, c.G,C
City Manager Office Manager
Attest / Authenticated:
~m.
Attest / Authenticated:
Secretary / Notary
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Attachment A
Client Senior
Services Project Staff Graphics Admin. Para- Hours Labor Direct Total
Manager Engineer Engineer Specialist Support Professional Cost Expenses
$ 190 $ 140 $ 95 $ 80 $ 75 $ 80
Project Management 18 0 0 0 12 0 30 $ 4,320 $ 180 $ 4,500
Task 1 - Summary of Existing Conditions 48 6 16 12 0 26 108 $ 14,520 $ 680 $ 15,200
Task 2 - Review of Water Quality Issues 76 42 18 6 0 18 160 $ 23,950 $ 1,000 $ 24,950
Task 3 - Regionalization Opportunities 168 64 0 8 0 18 258 $ 42,960 $ 1 ,440 $ 44,400
Task 4 - Preparation of Final Report 16 4 12 0 0 12 44 $ 5,700 $ 200 $ 5,900
$
326 116 46 26 12 74 600 $ 91,450 $ 3,500 $ 94,950
CITY CLERK'S OFFICE
MEMORANDUM
TO: Barb Conboy
Utilities Manager
FROM: Janet M. Prainito
City Clerk
DATE: September 24, 2008
RE: R08-112 - Task Order #U08-03-06 Engineering Service for the
Preparation of a Strategic Water Master Plan Update for the City
of Boynton Beach
Attached for your information and use are two originals of the above mentioned Task
Order. Since the documents have been fully executed, I have retained one original for
Central File.
Please contact me if there are any questions. Thank you.
~Lm Pll~';<.t{;
Attachments
cc: Central File
S:ICCIWPIAFTER COMMISSIONIDepartmental Transmittalsl2008lBarb Conboy - R08-112.doc