HomeMy WebLinkAboutPACKET Public Works 2000-01-20AGENDA TOWN OF ESTES PARK PUBLIC WORKS COMMITTEE JANUARY 20,2000 3:30 P. M. Preparation date: 1/18/00 *Revision date: 1.Water Dept. Financial Plan & Water Tap Fee Study Request approval of Scope of Services 2. Water Dept. System Upgrade Report Request approval of Scope of Services 3. Mall Road Trail Design and Construction Management Request approval of Scope of Services and to bid construction Reports: 1. Customer Service Response
TOWN of ESTES PARK Inter-Office Memorandum January 18, 2000 TO: Public Works Committee FROM: Bill Unnalle 4>K SUBJECT: Black and Veatch Scope of Services for the Water Tap Fee Study and Financial Plan BACKGROUND: The Water Department budgeted to have Black and Veatch perform a financial plan update. The last time this was done was in 1997 and the plan needs to be updated. The Water Department also budgeted to have Black and Veatch study the water rights portion of the tap fee structure. Currently, the water rights fee is $2,000 for a single-family home. This is based on the average home using one CBT unit, which could be 0.5 acre-foot in any given year. The market value of a CBT unit is currently $10,000, so our existing fee is much less than the market value. COSTS / BUDGET: Water Tap fee Study and Financial Plan Cost $13,000 Budget $25,000 RECOMMENDATION: Staff recommends approval of the Scope of Services for the Tap Fee Study and Finance Plan at a cost of $13,000. BL/lb 1-1
BLACK & VEATCH 11900 East Cornell Avenue Black & Veatch Corporation Suite 300 Aurora, Colorado 80014 USA Tel: (303) 671-4200 Fax: (303) 671-4285 January 13, 2000 Mr. Bill Linnane, P.E. Town of Estes Park Director of Public Works P. O. Box 1200 Estes Park, CO 80517 Dear Mr. Linnane: As requested we are submitting this proposal to update the water utility financial plan and the water rights fee. Our proposal includes a scope of services and an estimated fee. i Our proposed scope of services includes the following tasks: Financial Plan Update 1. Meet with Town representatives to gather information and discuss Town policies affecting the study. 2. Prepare a cash flow forecast for the six-year period, 2000 through 2005. The following items will be included in the forecast: a. Revenue from water rates, tap fees, general fund transfers for fire protection, interest income, and miscellaneous sources. b. Revenue requirements including operation and maintenance expense, debt service, and routine and major capital improvements. c. Analysis of accelerating the water main replacement program through issuance of bonds or loans. d. Minimum reserve balance. 3. Prepare draft letter report of procedures, findings, and recommendations of study. Meet with City representatives to discuss initial findings. 4. Prepare final letter report incorporating City's review comments on initial draft. 5. Attend one meeting of City representatives to present study findings. the imagit 1-2 2'd 6SI ON HOfe3A F >13016 W880:0I 0002'ET'Nef 2 eBect :M-Jed sel·sa J.O LIMol <- 992*I·Zgeoe : IN¥90 : 6 00/91·/1- :pen-Reoew
Page 2 Mr. Bill Linnane, P.E. January 13, 2000 Water Rights Fees 1. Meet with Town representatives to formulate defensible methods for developing a water rights fee. The selected method should allow for adjustment of the fee to meet market conditions. 2. Develop proposed tap fee using selected methodology. 3. Prepare letter report of procedures, findings, and recommendations of study. 4. Assist Town staff in drafting a water rights fee resolution. 5. Attend one meeting to present findings to Town representatives. A fee of $15,000 is estimated to perform the scope of work, including $10,000 for the financial phase update, and $5,000 for the water rights fee. This fee assumes that the two tasks are performed independently of each other. A fee of $14,000 is estimated if the two tasks are performed coincidentally. These fee estimates are based on billable hourly salary costs plus direct expenses. A fee of $13,000 is estimated if the two tasks are performed coincidentally and the fee is on a lump sum basis. Thank you for the opportunity to submit this proposal. Please let me know if you have any questions. Very truly yours, John A. Gallagher alh ACCEPTED BY TOWN OF ESTES PARK Name Title Date 1-3 E-d GST'ON HO103A P >10018 Wt380:0I 0002 'EI 'Nuf e eBed IMJecl seisE 20 UN,01 <- 992*LZ9€oe 5 INVZ O :6 00/el/L :peATeoel
TOWN of ESTES PARK Inter-Office Memorandum January 18, 2000 TO: Public Works Committee FROM: Bill Linnane .~£:t~~ SUBJECT: RMC Water Department System Upgrade Report BACKGROUND: The Water Department budgeted for a System Upgrade Report The study will include performing leak detection on our water lines and preparing a detailed priority list for line replacement. This was a recommendation in Black and Veatch's May, 1999 Accountability Water Report The System Upgrade Report will also study possible plant expansion aspects of our system. COSTS / BU-DGET: Costs: Leak Detection and Upgrade Report Cost $25,000 Budget $40,000 RECOMMENDATION: Staff recommends approval of RMC's Scope of Services at a cost of $25,000. BL/lb 2-1
ROCKY MOUNTAIN CONSULTANTS, INC. =Imc 437 South St. Vrain Estes Park. CO 80517 November 11,1999 (970) 586-2458 Metro (303) 825-8233 Fax (970) 586-2459 Bill Linnane, Public Works Director Town of Estes Park P.O. Box 1200 Estes Park, CO. 80517 RE: Scope of Services for Water Line Distribution Analysis, Projected Expansion and Funding Options Dear Mr. Linnane: The following outlines the Scope of Services associated with a complete analysis of the Town of Estes Park Water Distribution System. PROJECT OVERVIEW The Town of Estes Park has over 105 miles of water mains, reservoirs with a capacity of 3.35 million gallons, and approximately 3,700 metered customers. In May of 1999 the Town received a Water Accountability Study prepared by Black and Veatch detailing their recommendation and findings for increasing accountable water. Black and Veatch found accountable water usage within the Estes Park Water System ranging between 74% to 85% and approximately 15% unaccountable water usage. At the Town's existing water rates, reduction of the unaccountable water would greatly improve the annual water sales and increase water qllantities available to the Town of Estes Park. Lost water can be attributed to leaks, seebage, and inaccurate meters. Distribution System losses through undetected leaks can be due to some 40 miles of aging unlined steel pipe in the system. Black and Veatch recommends the Town accelerate the replacement program to inhibit further losses of unaccountable water. Having defined criterions for replacement of problem water lines would help in determining when and which lines to replace. Changes in water quality standards, increased area growth, and the increase of accountable water may have a influence on the current treatment and storage facilities. It would be advantageous to plan for the future now and consider what changes would be needed to maintain the reliable water service we enjoy today. Budgeting for projects of this size can be challenging and a significant undertaking to find sufficient funding. The Town's Water District operations are financially funded from rates, tap fees, and other sources. Accelerating the replacement of poor water lines may need to be funded by other means. Obtaining funds borrowed at today's interest rates may reflect a substantial savings to the Town of Estes Park. Examining the CIVIL AND ENVIROMENTAL ENGINEERING · PLANNING 2-2
gmc various funding opportunities would be to the Town's best interests. SCOPE OF WORK A. Distribution Analysis Rocky Mountain Consultants, Inc. shall determine guidelines for replacement of water lines within the Estes Park Water System. A priority list based on various factors will be provided to the Town listing those water lines with the most serious problems to those lines needing less help. Among factors that determine the place on the priority list are age, size, type, safety issues (i.e. fire protection ), low pressure, and leaking lines. Leak detection of the high maintenance lines will be administered by a professional leak detection service. The number of consumers on undersized lines and fire protection issues will render in the decisions of which lines need replacement. B. Projections for Expansion RMC will review the possible need for future expansion or modification of the treatment process and treatment plants due to higher demands, projected growth of the community, and changes in water quality standards. By retaining more water the storage facilities may need to be increased. A report detailing expansion issues and recommendation shall be prepared by RMC to guide the Town for future budget expenditures. C. Water System Improvement Funding A report analyzing how improvements to the system can be funded and a projected time line for the necessary improvements would be provided by RMC to assist the Town in planning for the future. Research will be conducted to investigate available revenues, obtainable funding, construction costs at present versus future years, and water rights fees. These factors shall reflect whether there is justification to pursue the replacement program at an accelerated rate. 2-3
gmc COSTS The cost for services outlined above are as follows: Research, reports, priority list, and guidelines for line replacement, possible expansion and funding options. ' $12,000.00 Professional Leak Detection Service Approximately 40 miles of substandard water lines evaluated and tested @ $.50 per foot. But not to exceed quoted total ($13,000.00 ). $13,000.00 * Water line locates to be provided by the Town Water Department. TOTAL $25,000.00 If you have any questions, please do not hesitate to contact us. Sincerely, R~KY MOUNTAIN CONSULTANTS, INC. +C-: LL,/e.5zr Ross W. Stepfien Landscape Architect R le\N \Ill ~ / 11/11 haska, P.E. Assotiate Principal RWS/mas 2-4
TOWN of ESTES PARK Inter-Office Memorandum January 18, 2000 TO: Public Works Committee FROM: Bill Linnane (_,t/A--· SUBJECT: Mall Road Trail Design and Construction Management BACKGROUND: The final piece of R.O.W. needed to complete the Lake Trail was received January 7,2000. Van Horn Engineering submitted a Scope of Services to complete the design and construction management at a cost of $20,000. This price is in line with design and construction management costs of the other trail segments. EVRPD and the Town will share the cost 50/50. If we bid the project in February, construction could begin in March and be completed in May/June. The last 700 feet of trail along the waste water plant service road cannot be started until July since it would interfere with a plant expansion project that will begin soon. COSTS / BUDGET: Costs: $10,000 Town of Estes Park $10,000 EVRPD Budget $286,000 includes design, construction management and construction RECOMMENDATION: Staff recommends approval of Van Horn Engineering's Scope of Services at a cost of $20,000, to be shared 50/50 with EVRPD. Staff recommends approval to bid the project BL/lb 3-1
% / f ifit/Abl X..1 / 2/r 6 06- A,/4434/~m & _-*99*319-1, Si'Ell/&12*3*1//MI**~Li/*i~F~~am'll,54:1.irl:h/gui~ 2,( <fl'F'; i< 4-2- 27" -191:EAL -- LANDSURVEYS ,= -- 4-5--6 -- SUBDIVISIONS - .-»-- =1--= DEVELOPMENT·PLANNING IMPROVEMENT PLATS STRUCTURAL ENGINEERING ~ VAN HORN ENGINEERING AND SURVEYING SANITARYENGINEERING /IfT WILLIAM G. VAN HORN - COLO. PE & PLS 9485 MUNICIPAL ENGINEERING ~, 1114 January 14, 2000 Mr. Bill Linnane 1 77 3 Director of Public Works Town o f Estes Park RE: Lake Estes Bike and Pedestrian Trail, Phase VI Review of Proposal for Services for Completion Dear Bill, At your request, I am providing a brief update on the project, a proposed schedule and a revised Engineering Design and Construction Management cost proposal to complete the project. As your are aware, right-of-way negotiations are completed. This was a long process, however we believe the settlements reached are advantageous to the Town and Rec. District. The signed agreements with two lots have been transmitted to the County for their action. We held a neighborhood meeting, attended by you and Stan Gengler, thus other neighborhood concerns have been addressed and resolved. Draft Construction drawing for the road portion of the project have been formally approved by the County with minor changes. CDOT has recently given their approval for the Hwy 36 intersection construction as we had proposed. We are currently in the process of incorporating these changes into the plan set as well as completing the trail portion ofthe drawings to the east. Of very recent concern is the coordination o f our project with the UTSD plant expansion which will start within a week and run through June. We believe it will not be possible, or prudent, to complete the trail along the area o f the treatment plant until that construction is completed. We thus propose a two phase project with the majority of the project being completed by about May 1 and the remaining eastern end o f the trail in July. Per our July 13, 1999 letter, we had proposed a total engineering services cost of $35,805 with $18,085 to be spent in 1999. This presumed that we would construct some of the work in 1999. Of that amount, we only spent $13,285 since construction was postponed. This leaves a residual of $35,805 - $13,285 = $22,520. 1043 Fish Creek Road · RO. Box 456 · Estes Park, Colorado 80517 · 970-586-9388 · Fax 970-586-8101 3-2
. Since the project will not be constructed in two different seasons, some cost savings can be realized. Our proposal thus is: Trail Construction Drawings: $5,880 Bid Package: $2,000 Construction Management: $12,120 TOTAL: $20,000 If you have questions, please call. Sincerely yours, VAN HORN ENGINEERING AND SURVEYING, INC. f j -m (, 1~, 0,£1 , - 7, William G. Van Horn, P.E. 3-3
TOWN OF ESTES PARK PUBLIC WORKS DEPARTMENT CITIZEN SERVICE RESPONSE REPORT NOVEMBER, 1999 CODE TYPE OF CALL NO. OF CALLS HOURS 11 BLEEDER MAINTENANCE 0.00 0.00 12 UTILITY LOCATION 108.00 99.00 15 SERVICE UNE INSPECTtON · O.00 0.00 16 TAP REQUEST 5.00 13.00 17 WATER QUALITY 2.00 5.00 20 PRESSURE PROBLEMS 0.00 0.00 22 FROZEN LINES 0.00 0.00 23/24 LINE BREAKS: MAIN/SERVICE 1.00 15.00 30 METER REPAIR 21 00 ~ 5600 32 FINAL INSPECTION 0.00 0.00 40 CONSTRUCTION RELATED 0 00 0 00 50 STREET REPAIR 0.00 0.00 51 SNOW REMOVAL 0.00 0.00 52 STREET SWEEPING 0.00 0.00 53 SIGN REQUESTS AND REPAIR O.00 . 0.00 54 STORM DRAINAGE 0.00 0.00 60 OTHER 5.00 6.00 TOTALS: NOVEMBER, 1999 142,00 194.00 HISTORICAL DATA THIS MONTH LAST MONTH LAST YEAR TOTAL CALLS 142.00 146.00 181.00 TOTAL MAN HOURS 194.00 172.00 261.75 %CHANGE(CALLS/MHS) -2.74%/+12.79% -43.19%/-33.33% -21.55%/-25.88%
TOWN OF ESTES PARK PUBLIC WORKS DEPARTMENT CITIZEN SERVICE RESPONSE REPORT DECEMBER, 1999 CODE TYPE OF CALL NO. OF CALLS HOURS 11 BLEEDER MAINTENANCE 1.00 2.00 12 UTILITY LOCATION 48.00 43.00 15 SERVICE LINE INSPECTION < 0.00 0.00 16 TAP REQUEST 1.00 1.00 17 WATER QUALITY 3.00 6.00 20 PRESSURE PROBLEMS 0.00 0.00 22 FROZEN LINES -' O.00 O.00 23/24 LINE BREAKS: MAIN/SERVICE 9.00 25.00 30 METER REPAIR 5.00 8 00 32 FINAL INSPECTION 0.00 0.00 40 CONSTRUCTION RELATED 100 2.00 50 STREET REPAIR 1.00 1.00 51 SNOW REMOVAL 2.00 2.00 52 STREET SWEEPING 0.00 0.00 53 SIGN REQUESTS AND REPAIR 2.00 5.00 54 STORM DRAINAGE 0.00 0.00 60 OTHER 13.00 15.00 TOTALS: DECEMBER, 1999 87,00 110400 HISTORICAL DATA THIS MONTH LAST MONTH LAST YEAR TOTAL CALLS 87.00 142.00 117.00 TOTAL MAN HOURS 110.00 194.00 179.25 %CHANGE(CALLS/MHS) -40.41%/-36.05% -2.74%/+12.79% -25.64%/-38.63%