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HomeMy WebLinkAboutEDB 50-Year IWRP AWS Eval Final EXECUTIVE SUMMARY AGENDA ITEM: Proposed Amendment No. 1 to Supplemental Agreement No. 1 to Professional Engineering Services Agreement 18/19 No. 3 to provide Professional Engineering Services with CDM Smith, Inc. (CDM) for a 50-year Alternative Water Supply(AWS) concept. Date: June 16, 2021 BACKGROUND: Clay County Utility Authority(CCUA) staff needs to perform a longer-term concept evaluation related to regulatory and permitting considerations. In Integrated Water Resources Planning(IWRP)exercises, Staff and the CDM team focused on water supply solutions that were technically, economically, and environmentally feasible, as well as achievable within the 20-year planning horizon. In this demonstration exercise, staff and the CDM team will evaluate other options that may be fully capable of mitigating modeled regulatory impacts and potential permitting requirements over a longer time horizon. a> CT o These AWS options include surface water withdraws from either the St. Johns River, Doctors Lake, or LBlack Creek. While potable reclaimed water and stormwater harvesting will be part of the water supply portfolio,we will need to also evaluate potential water withdraws from these surface waters in the remote 11 re mitigation scenario. Staff will receive an analysis, supporting graphics, and conceptual costs from the requested evaluation to communicate and coordinate with our regulatory agencies. Our intent in completing this analysis is to effectively communicate realistic water supply options and challenges to support the Clay County community. We also want to mitigate potential uncertainties involving CCUA's long-term planning of capital infrastructure, rates,personnel, etc. BUDGET: Staff has sufficient funds in the operating budget for this expense. CCNA: CCNA, F.S. s. 287.055, does apply to the use of a consultant under continuing contract. The estimated cost of this study does not exceed$500,000. Staff negotiated this Supplemental Agreement in compliance with F.S. s. 287.055. Staff and the consultant negotiated the scope and fee, based on established contract rates, for the professional services at a compensation which CCUA determines is fair, competitive, and reasonable. //JDJ(Author) //PS and AB(Review) //JDJ(Final) Executive Summary Amendment No. 1, Supplemental Agreement No. 1 CDM Smith Page 1 RECOMMENDATION: Staff respectfully recommends approval of Amendment No. 1 to Supplemental Agreement No. 1 with CDM Smith, Inc., in the amount of$24,000 to complete the 50-year AWS exercise. ATTACHMENTS: Amendment No. 1 to Supplemental Agreement No. 1 Scope and Fee Proposal dated June 15, 2021 0 //JDJ(Author) //PS and AB(Review) //JDJ(Final) Executive Summary Amendment No. 1, Supplemental Agreement No. 1 CDM Smith Page 2 Amendment No. 1 to Supplemental Agreement No. 1 to Professional Engineering Services Agreement 18/19 No. 3 to provide Professional Engineering Services for a 50-year Alternative Water Supply(AWS) concept Engineer: Shayne Wood, P.E. Owner: Clay County CDM Smith, Inc. Utility Authority 4651 Salisbury Road, Suite 420 Jacksonville, FL 32256 Date: June 21, 2022 Item: Description of Services: Provide professional engineering services as requested and identified in the attached scope of services and fee proposal dated June 15, 2022. Task 3 Evaluation of Alternative Water Supply $24,000.00 Only Scenario Original Approved Amount $452,696.00 Total Increase this Amendment $24,000.00 Total Lump Sum Price Not to Exceed Without Prior Authorization $476,696.00 This document, along with the Scope and Fee Proposal dated June 15, 2022, shall become an amendment to the Professional Engineering Services Agreement and all provisions of the Agreement will apply hereto. Accepted by: Date: Engineer: Shayne Wood, P.E. CDM Smith, Inc. Accepted by: Date: Owner: Jeremy Johnston, P.E., MBA, Executive Director Clay County Utility Authority AMENDMENT 01 CLAY COUNTY UTILITY AUTHORITY CIVIL AND ENVIRONMENTAL CONTINUING SERVICES RFQ 18/19 NO.3 June 15, 2022 WORK ORDER NO. 1—Strategic Planning and Integrated Water Resource Planning This Amendment,when executed, shall be incorporated in and become part of the Agreement for Professional Services between Clay County Utility Authority(AUTHORITY), and CDM Smith Inc. (CONSULTANT), dated May 28, 2019 hereafter referred to as the Contract. BACKGROUND The AUTHORITY continues to evaluate issues and opportunities within the on-going planning efforts. As part of these efforts,the AUTHORITY intends to evaluate the potential to move the utility from traditional water supply from the Floridan aquifer to entirely Alternative Water Supplies (AWS).The AUTHORITY intends for this exercise with the CONSULTANT to be conceptual in nature. The AUTHORITY requests the CONSULTANT evaluate on a conceptual basis the potential for shifting the water supply from the Floridan aquifer to AWS over a 50-year period. The AUTHORITY requests this analysis only include one objective in eliminating aquifer withdraws. The AUTHORITY realizes that other to potential AWS may conflict with understood existing public policy concerns that include potential water withdraws from the St.Johns River or Black Creek.The AUTHORITY also requests conceptual costing of the AWS options evaluated. The AUTHORITY intends to use the information generated in this conceptual exercise in general discussions with regulatory agencies regarding the potential for AWS projects and related public policy. The AUTHORITY does not intend to use the information generated from this conceptual exercise in actual capital or strategic planning for the utility. SCOPE OF SERVICES TASK 3—EVALUATION OF ALTERNATIVE WATER SUPPLY ONLY SCENARIO The following tasks describe the scope of services to consider the available options, requirements, and costs to replace future consumptive use from the Floridan aquifer to an AWS.The purpose of this task is to provide potential conceptual strategies and cost ranges if Floridan aquifer sourced supplies were no longer available from the St.Johns River Water Management District. TASK 3.1-WORKSHOP The CONSULTANT will coordinate and attend a workshop with AUTHORITY staff to outline the parameters of the analysis.The workshop will contain a mix of virtual and in-person attendees.Topics of discussion to include: • Review of available alternative water supplies. Initial supplies to consider include: surface water from the St.Johns River or Black Creek, reservoir construction along tributaries, and investigation of brackish groundwater supply. • Selection of up to two feasible supplies to move forward into analysis • Initial conceptualization of location, size, and routes of key infrastructure • Determination of demand target trying to achieve with supplies (future year and whether baseline or growth conditions) over a 50-year planning horizon Up to four CONSULTANT staff will attend the workshop, some virtually. CONSULTANT to provide slides from the presentation and notes from the discussion to the AUTHORITY following the workshop. TASK 3.2—ANALYSIS The CONSULTANT will analyze the two selected alternative supply options assuming the option would need to replace all existing and future planned supply via the AUTHORITY'S existing groundwater wells and consumptive use permit. A factsheet on each option will be provided detailing: • A general description of the supply option • Summary of facilities required for implementation • Key assumptions made within the analysis • Potential challenges of implementation • High-level capital and O&M cost estimates appropriate for concept screening. Components considered in cost to include: o Source development o Treatment o Conveyance Complimenting the individual factsheets,the CONSULTANT will also provide a summary PowerPoint to presentation overviewing the analysis and findings. Draft versions of the factsheets and presentation will be provided to the AUTHORITY for review and comment. Response to comments will be provided and a final version of the deliverables produced.All draft and final materials will be delivered electronically as both PDFs and in the original source format. TASK 3.2—PROJECT MANAGEMENT AND COORDINATION CONSULTANT will provide monthly invoices that summarize work completed to date, as well as manage schedule and budget. Activities performed under this task consist of those general functions required to maintain the project on schedule, within budget, and that the quality of the work products defined within this Work Order is consistent with CONSULTANT's standards and AUTHORITY's requirements. CONSULTANT will perform a technical specialist review of the deliverables prior to transmitting them to the AUTHORITY.This will involve internal technical meetings as well as up to four additional meetings with the AUTHORITY in addition to the workshop. Proposed meetings of up to 1.5 hours include: planning for the workshop,technical discussion during analysis, review of draft materials, review of final materials. DELIVERABLES SUMMARY Task Description Format Task 3.1 Workshop summary notes and presentation Electronic Task 3.2 Draft factsheets and presentation Electronic Task 3.2 Final factsheets and presentation Electronic TIME OF COMPLETION/SCHEDULE It is anticipated that the work will take 1-2 months to complete, starting within two weeks of receipt of a formal notice to proceed (NTP). The estimated schedule is outlined below. Task Description Time Frame from Start Task 3.1 Lead workshop with AUTHORITY and CONSULTANT staff Within 1 week of NTP Task 3.1 Workshop summary notes and presentation 1 week from workshop Task 3.2 Draft factsheets and presentation 4 weeks from workshop to Task 3.2 Final factsheets and presentation 2 weeks from AUTHORITY review COMPENSATION AND PAYMENT CONSULTANT will complete the work described in Task 3 on a lump sum basis of$24,000.The amendment total not-to-exceed value of this Work Order is $476,696. Invoices will be submitted monthly based on the percentage of work complete during the billing period. Lump sum compensation shall be for labor,sub-consultants, and other direct costs associated with the performance of the work.