Water Master Plan RFQ (1-23-2024).pdf

City of Newport, OR - Water System Master Plan RFQ Page 1

REQUEST FOR QUALIFICATIONS

Newport Municipal Water System Master Plan Newport Project # 2019-022 City of Newport, Oregon January 23, 2024

PROJECT COMPLETION DATE: TBD.

DEADLINE FOR RECEIPT OF PROPOSAL: Tuesday, February 27, 2024, 5:00 P.M. PST

ANTICIPATED CONTRACT AWARD DATE: Following May 6, 2024 City Council Meeting

Pursuant to District Rule 137-048-0220, the City of Newport (City) is conducting a formal selection procedure for professional services for the Newport Municipal Water System Master Plan. The full Request for qualifications may be examined and downloaded at the OregonBuys website at:

https://oregonbuys.gov/ following registration.

Proposal must be received and registered with the Engineering Deptartment by the above specified deadline. Responses received after this time will be rejected as non-responsive.

Proposals may be e-mailed, mailed, or hand-delivered at the addresses listed below and plainly marked “Request for Qualifications for Newport Municipal Water System Master Plan”. Mailed or hand-delivered proposals shall be submitted in a sealed opaque envelope. Faxed Proposals will be rejected as non-responsive.

Email proposal to: Brian Crawford – Engineering Project Assistant b.crawford@newportoregon.gov

Submit mailed proposal to: Brian Crawford – Engineering Project Assistant

City of Newport, Oregon 169 SW Coast Highway Newport, OR 97365

Deliver Proposal to: Engineering Department – City Hall

ATTN: Brian Crawford City of Newport City Hall 169 SW Coast Highway Newport, OR 97365

Information Contact: Chris Beatty – Acting City Engineer/Senior Project Manager

541-574-3376 c.beatty@newportoregon.gov https://oregonbuys.gov/ mailto:b.crawford@newportoregon.gov mailto:a.collett@newportoregon.gov

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Request for Qualifications Schedule:

The City anticipates the following tentative timeline for receiving and evaluating the proposals and selecting a firm/individual for the Water Master Plan. This schedule is subject to change if it is in the City’s best interest to do so.

• Advertise Request for Qualifications January 23, 2024

• Deadline to Request Additional Information February 21, 2024

• Last Date for Addenda February 22, 2024

• Proposals Due February 27, 2024

• Evaluation of Proposals Complete March 19, 2024

• Notify Proposers of Interviews (if necessary) March 20, 2024

• Proposers Interviews (if necessary) March 27 – March 29, 2024

• Notice of Intent to Award April 2, 2024

• Contract Negotiations April 3– April 19, 2024

• City Council Meeting May 6, 2024

• Notice of Award May 7, 2024

• Commencement of Contract May 17, 2024

1 General

1.1 Introduction

The City of Newport is soliciting proposals from qualified consulting firms with the expertise and training to provide professional engineering and design planning services for development of Water System Master Plan (WSMP), as described in Section 3 –Scope of Work. The implementation of any portion of a WSMP must be consistent with OAR 333-061 (Public Drinking Water Systems, Oregon Health Authority), OAR 660-011 (Public Facilities Planning, Department of Land Conservation and Development) and OAR 690-086 (Water Management and Conservation Plans, Water Resources Department).

The City intends to enter into a Professional Services Contract, a sample form is attached as Attachment A, with the selected consultant after negotiating a contract price.

Proposal clarifications or additional information requested by City must be provided by Proposer within 24 hours of request, excluding weekends and holidays.

2 Background

The City of Newport is located in Lincoln County, Oregon approximately in the center of the county coastline (44˚37’57”N, 123˚03’23”W) at the mouth of the Yaquina River. The City was incorporated in 1882 and quickly became a tourist destination in the summer for residents of the Willamette Valley.

Non-native settlement in the area began 20 years prior to incorporation, shortly after the discovery of oyster beds in Yaquina Bay and the realization that there was profit to be made by shipping oysters to San Francisco and other areas. The Yaquina Head Lighthouse, dredging, and the jetty construction soon made Yaquina Bay an attractive shipping port.

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The earliest water right listed for Newport is on Blattner Creek, the north branch of Big Creek. The 1909 permit for Blattner Creek water describes a dam 8 feet wide by 40 feet long being anticipated for completion in 1910 and having a masonry and concrete spillway. Water from the dam was then conveyed to the “city waterworks” via a pipeline with 8 or 10-inch “gate valves of iron.” By 1915 the city had constructed the necessary waterworks and received a certificate of water right for .54 cfs (242 gpm).

By 1931, the city could prove beneficial use for water from Nye Creek and two certificates were issued totaling 2.2 cfs (987 gpm). That same year, received a certificate for water in Hurbert Street Creek, with pumping directly into the piping system when needed, for 0.1 cfs (45 gpm). A third certificate was issued in 1931 allowing for 10 cfs (4488 gpm) from Big Creek with plans for a timber dam 3 feet tall and 20 feet long, a pumphouse, and a 1.5-mile long 8-inch pipe to connect to the existing storage tank.

In the late 1940s, plans for a bigger dam on Big Creek and a filtration plant began. In 1951, a permit to construct a dam on Big Creek and store water behind it was submitted to the State and construction began on the water treatment facility. The population listed on the permit at that time was 3,200 persons. The dam was to be 25 feet high and 315 feet long, constructed of compacted clay with a concrete spillway. The dam was completed shortly after and a certificate allowing 200 acre-feet (65 million gallons) of storage was issued. Newport’s water treatment facility was located just below the dam.

In 1963, with population approaching 5,500 persons (and much greater in the summer), and ongoing concerns about water supply, the city applied for 6.0 cfs (2693 gpm) from the Siletz River. The permit application described the plan for 38,000 feet of 14-inch piping to bring water from the Siletz to the Big Creek reservoirs that took until 1994 to complete.

A significant and ongoing problem for the City is the water quality degradation in the 55+ year-old lower Big Creek Reservoir. In recent years, the reservoir has become shallow, warmer and choked with Brazilian Elodea (a non-native, invasive species which adversely affects water quality).

The struggle to secure adequate raw water supplies to keep up with community needs continues, and in 1998 Newport applied for withdrawal and storage rights on Rocky Creek; however, facilities to utilize this additional water supply does not yet exist.

The City’s water system has numerous components which have aged and may be undersized and/or in need of replacement. As growth continues the City must ensure reliable water service and fire protection to residents, businesses, industry and institutions. The last comprehensive system analysis and master planning effort occurred 15 years ago in 2008. The Executive Summary can be seen in Attachment A as part of this SOQ. Maps of the existing water system can be seen in Figure 1 as part of this SOQ. A full copy of the 2008 WSMP can also be found at:

https://www.newportoregon.gov/dept/pwk/mwp.asp

Several new facilities have been construction since 2008. The City completed construction of a new water treatment plant in 2015. Further, the removal of the two antiquated storage facilities adjacent to City Shops and the installation of new PRVs has impacted the pressure zones along the Bayfront. Population fluxes, changes in commercial water uses leads to the need for a water systems master plan.

The City’s water distribution system includes the following approximate features:

https://www.newportoregon.gov/dept/pwk/mwp.asp

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• 93 miles of water pipelines, ranging from 2” to 16” diameter pipes with varying pipe types mostly consisting of PVC and AC

• 5,301 active water services, ranging from 3/4” to 8”

• 2,644 mainline valves

• 17 air relief valves

• 651 fire hydrants

• 6 storage tanks

• 11 pressure zones

• 6 pump stations

The City’s water infrastructure serves a variety of categories including industrial, residential, tourism and water demands fluctuate based on factors including fish processing season(s) and time of year. Larger users of water within the City includes: fish plants, hotels, and the Rogue Brewery.

3 Scope of Work

The last WSMP was prepared in 2008 by Civil West Engineering Services, Inc. The normal planning period for the City’s WSMP is 20 years. The City is nearing the end of the period, therefore necessitating the need for this project. In addition, the City needs to develop a comprehensive rate study including all infrastructure categories, this plan will contribute significant information to that process.

This WSMP will identify and prioritize necessary improvements for the City’s water system. The WSMP will identify facility modifications or additions necessary to address the predicted future needs for water supply, treatment, storage, distribution, and capital improvements necessary to deliver clean, safe potable water services.

This WSMP will help the City focus on the best course of action for continued development of the water system by identifying the key critical issues the water system faces in the next decade and through buildout of the City.

Proposals should include additional sections or information as necessary and provide discussion on each on the need and approach.

3.1 Elements:

The WSMP will deliver the following elements:

1. Projection of current and future water needs, based on current and projected land use within the urban growth boundary (UGB) o The WSMP team will need to coordinate with the Big Creek Dam (BCD) project team to ensure projections align between both projects and are used consistently throughout the City.

2. Adequacy of hydrologic water supplies to meet current and future water demands,

3. Adequacy of raw water delivery and potable water treatment,

4. Adequacy of finished water delivery and storage systems to meet current, 5 yr, 10yr, and buildout needs.

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5. Adequacy of current and future delivery systems to meet fire suppression, fire flow storage, and emergency storage requirements o Fully describe system o Maps of deficiencies and recommended improvements.

6. Capital projects needed to deliver projected immediate, 5 yr, 10 yr, and buildout water needs

7. Infrastructure age and replacement schedule and costs

8. Considerations for resiliency in the event of a major earthquake

9. Computer modelling o Evaluate existing mapping (GIS) for accuracy and completeness o Add/correct components of GIS maps to ensure complete framework for modeling o Model Calibration o Training and/or modeling support

Conservation Task:

In addition to the WSMP, an optional scope task will be to develop a Water Management and Conservation Plan (WMCP) as guided by Oregon Water Resources Department’s administrative rules found at OAR Chapter 690, Division 86.

PROPOSED OUTLINE OF EACH ELEMENT:

1. Projection of current and future water needs, based on current and projected land use within the urban growth boundary

a. Coordinate with Community Development Department to summarize land use within the

UGB.

b. Determine unit demands for each user category (residential, commercial, industrial, etc) using data supplied by the City. Special consideration will be analyzed for impacts of tourism and the demands on the system from the fishing industry.

c. Determine total water demand (AF/yr.) for each category using data supplied by the City.

d. Coordinate with Big Creek Dam project team to ensure consistency between this plan and assumptions used in that project.

2. Describe the City’s water supplies, storage, and treatment capacities, and determine water supply Firm Yield (98% reliability standard) based on current and projected stream flow and climatological data and information for our surface water supplies, water rights, and watershed characteristics (Siletz and Big Creek watersheds). This analysis will be performed for both the existing Big Creek Dam facility, as well as the proposed Big Creek Dam facility. Recommend pumping strategies and reservoir management strategies in order to maximize water supplies.

3. Determine total current annual water demand and buildout annual water demand (AF/yr).

Compare annual water demand to available Firm Yield (98% reliability standard). Utilize water availability in “critically dry”, “dry”, “normal”, and “wet” water years.

4. Determine the current and total projected buildout demand, and capacity needed to be supported by the water system for average day, maximum day plus fire flow, and peak hour.

5. Develop design criteria in order to assess infrastructure needs: Fire flow, fire flow storage (based on duration), emergency storage, maximum pipeline velocities, etc.

a. Analyze existing system mapping in GIS, identify inaccuracies and deficiencies in map and gather data to eliminate data gaps as needed to develop a complete model.

b. Prepare a hydraulic model to analyze the water system. Perform at least three fire flow plus max day scenarios to determine weak areas in the system needing upgrades. Check

City of Newport, OR - Water System Master Plan RFQ Page 6 model through a minimum of three flow tests throughout the system. Water model to become the property of the City. Provide 8 hours of training on use of the water model.

6. Based on modelling results, prepare a recommended capital improvement plan (CIP), with costs, for infrastructure upgrades needed to deliver an adequate supply based on the design criteria developed.

a. Develop approaches to reduce or delay cost such as population/flow dependent project triggers.

7. Based on the available water infrastructure inventory, develop recommendations for replacement of aging infrastructure. Develop a criticality matrix that prioritizes known critical facilities. Include in the CIP.

8. Make recommendations regarding installation of earthquake resistant infrastructure. Include in the CIP.

9. Deliver (and train staff) a calibrated, user-friendly water system modelling tool, able to calculate and summarize system adequacy and improvements required to deliver potable water.

3.2 Scope Tasks:

The City of Newport will provide the following services, to the maximum extent possible, and unless otherwise noted, data from the most recent WSMP and CAD water system file. In the interest of cost savings, updated aerial mapping will not be needed for this project. Consultant will rely on existing data from the recent LYDAR project completed in 2019. Awardee will provide the following services:

TASK 1: PROJECT MANAGEMENT

1. Project Administration:

Consultant shall provide a Project Administration Plan (PAP) to direct, coordinate, and monitor the activities of the project with respect to budget, schedule, and contractual obligations. The (PAP)shall be updated on a biweekly basis and submitted to the City.

2. Coordination Meetings:

Consultant shall provide a minimum of biweekly conference calls and/or meetings between the Consultant and City personnel to review project progress, discuss project challenges and findings, and review early study results. Consultant shall ensure that the City personnel and Consultant team members maintain a shared understanding regarding study direction, objectives, and deliverables.

3. Quality Assurance and Quality Control Review:

Consultant shall conduct internal Quality Assurance and Quality Control meetings and follow-up with technical experts as necessary during the course of the project.

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TASK 2: MEETINGS AND DATA GATHERING

1. Project Scoping Meeting:

The consultant will initiate and attend the project kickoff meeting with the City to review the project scope and tasks and to confirm the specific requirements of the WSMP. Consultant shall prepare an agenda for the kickoff meeting, invite necessary attendees, collect data, and discuss the schedule of the project.

2. Refine Scope of Services:

Consultant will refine and prepare a detailed scope of services and fee to complete the defined tasks for submission to the City. Provide recommendations for any information or sections not noted in this RFP and discussion on each.

3. Attend “Water Supply Management and Conservation Work Group” and City Council Meeting:

Consultant will attend regularly scheduled work group and council meetings for the purpose of answering questions and addressing issues concerning this project. Number of meetings to be determined as part of scoping meeting.

4. Conduct interviews:

Consultant shall conduct interviews as needed with City personnel familiar with the water distribution to collect information on the operation and maintenance of the system and known deficiencies, if any. Consultant shall make site visits with City personnel to specific facilities if necessary. The following is a potential list of City employees that have been identified to help answer questions and provide information about the water system.

Chris Beatty – Acting City Engineer Justin Scharbrough – Public Works Operations Superintendent

Steve Stewart – Water Treatment Plant Supervisor Matt Hall – Water Distribution Supervisor

Rob Murphy – Fire Chief Travis Reeves – Sr. Systems Administrator

5. Collect and Review Current Mapping and Water System Data:

Consultant shall submit a list of information to be collected (including but not limited to, GIS layers, AutoCAD files, distribution system hydraulic model in “WaterGEMS” format, as-builts where available, water right documentation, planning documents, system components, analysis criteria, water supply/source alternatives, water utility billing data, and deficiencies and repair data) and provided by the City.

Identify data gaps and method to eliminate gaps sufficiently to have reliable maps that are complete enough for a comprehensive model.

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6. Facilities Inventory – Existing System Description:

This subtask is intended to set the context for the subsequent water system analysis. Consultant shall update the water system description to include, at a minimum.

a. Water system background

b. Current and future water service area description and boundary definition.

c. Existing pressure zone characteristics and boundary definitions.

d. Future pressure zone characterization and boundary definitions.

e. Inventory of existing facilities (source and treatment, water rights, reservoirs, pump stations, pressure reducing valves, transmission and distribution piping, and fire hydrants).

7. Review of 2008 WSMP

Review and update assumptions and information, including cost estimates, from previous City of Newport 2008 WSMP. This task should include reviewing the recommended projects from the 2008 WSMP and identify which projects have been completed to-date. Additionally, recommended projects not completed that should be considered.

8. Review of City Water Projects and Development Activity

Consultant shall work with City staff to develop understanding of all current, in-progress City Water Projects and development activity within the City.

TASK 3: WATER DEMAND

1. Calculate Existing Production:

Consultant shall determine current system-wide water use based on water production records.

Monthly water production records will be provided for Consultant’s review and summary.

Consultant shall identify the maximum water use for the period of available record and develop seasonal water use trends. Consultant shall calculate water usage for average day, maximum day, and peak hour demand conditions. Calculated use for these conditions will be used to adjust water demands before they are allocated to the hydraulic model.

2. Calculate Existing Customer Usage

Consultant shall calculate individual user water demands from water billing data. Water use for individual water users will be calculated for average day, maximum day, and peak hour demand.

3. Water System Demand Forecast

Consultant shall forecast water demands.

Expected growth shall be determined based on estimates from the Population Research Center at Portland State University for 5-year, 10-year, and full build-out scenarios. At a minimum the Consultant shall include the following.

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a. Review previous estimates of the per capita demand factors and meter records for selected user categories to update unit demand factors.

b. If necessary, review and make recommendations for estimated unaccounted-for water use records from the City’s customer billing and master meter records if available.

c. Review pertinent sections of Big Creek Dam documentation and coordinate with Big Creek Dam project team. Assume at least two meetings to coordinate and ensure consistency and accuracy between projects.

TASK 4: WATER SUPPLY

1. Water System Storage and Supply

Consultant shall evaluate the City’s current and future storage and supply capacities to ensure that they meet operational and regulatory requirements for average day, maximum day plus fire flow, and peak hour demand as listed in Task 3.2. Consultant shall evaluate alternatives to increase city’s storage and supply needs to meet future water demands. This task is currently being evaluated by HDR, Inc. (HDR) as part of the future Big Creek Dam Replacement Project.

The City will use data for this task to compare with evaluations, assumptions, and recommendations by HDR. Coordination with the City, HDR, and Consultant will be required to ensure that both the Big Creek Dam water supply projections and the WSMP are consistent.

TASK 5: WATER TREATMENT

Consultant shall evaluate the City’s existing water treatment methods and provide recommendations for improvements to current water treatment facilities. Consultant shall provide recommendations for improved maintenance practices on existing facilities and investigate whether future water treatment requirements will become more stricter requiring upgrades to the existing facilities. This should be evaluated for a 20-year outlook.

TASK 6: WATER DELIVERY

1. Evaluate Existing Distribution System Capacities:

1.1 Existing Distribution System

Consultant shall evaluate the distribution system using the hydraulic model to determine its capacity to deliver water under peak demand conditions as well as under fire flow conditions.

The following model scenarios will be run and evaluated using:

A. Peak Hour Demands (during Maximum Day) B. Average Maximum Day Demand Plus Fire Flow (evaluated at fire flow junctions)

Consultant shall review storage and supply capacities to ensure that they meet operational and regulatory requirements. All deficiencies discovered in the distribution systems will be identified.

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1.2 Data collection/Mapping

Consultant shall provide for field data collection to eliminate inaccuracies and gaps in mapping prior to modeling effort.

1.3 Abandon Obsolete Water Mains

Consultant shall identify redundant water mains and services that need to be transferred to a different water main. Consultant shall identify projects to transfer water services and abandon redundant water mains.

2. Seismic Evaluation

Consultant to conduct a seismic evaluation for a “Cascadia Event” for all City water critical facilities including, but not limited to; raw water transmission lines, reservoirs, storage tanks, and pump stations.

3. Cathodic Protection

Consultant to provide evaluation of existing cathodic protection within the existing system, particularly on under bay crossings, and provide recommendations on improving or addition of cathodic protection.

4. Coordinate with the City of Newport’s Intergrade-of-Record for the water system SCADA system.

5. System Condition Assessment

Consultant shall develop a database to assess the condition of the City’s water system. The database shall separate the City’s water system into segments, such as raw transmission lines, storage tanks, pumps, wells, pressure reducing valve, and water distribution by street block length (street intersection to street intersection). Consultant shall develop a rating system to apply to the water system segments. The rating system would be used to rank each segment based on highest priority of replacement or repair. The rating system would be a numerical points system based on items such as:

A. Increase Capacity (Determined by Task 6.1.1) B. Coordination of City’s Street maintenance or Capital Improvement Projects.

C. Existing Deficiencies

i. Number of Repairs

ii. Condition

iii. Years Left in expected Life Cycle

iv. Dangerous Materials (Lead joint, Asbestos Pipe, etc.)

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6. Construction Standards and Drawings

Consultant shall evaluate and recommend changes in design and construction standards and standard drawings to update the existing “draft” manual for CIP and development projects consistent with current best practices and surrounding water provider agencies.

TASK 7: Hydraulic Model Update

7.1 Water System Modeling Software:

The City owns a system-wide model built using “WaterGEMS” that has not been updated for several years. There have been several projects that affect the model since the last update.

These projects will need to be added to the model. The City desires integration of the system model into GIS.

7.2 Assign Water Demands:

Consultant shall create four (4) demand sets in the model to hold maximum hour and minimum, average, and maximum day demands. Diurnal water use graphs shall be used to calculate a series of multipliers (peaking factors) to be used as part of the model to adjust hourly demands.

The diurnal pattern will be entered into the model and assigned to all demand nodes.

7.3 Fire Flow Evaluation:

The system evaluation report shall include an evaluation of the system pressures and velocities encountered during the fire flow and a list of locations at which the pressure falls below minimum levels as designated by the City.

7.4 Model Verification:

7.4.1 Develop Model Verification Plan

Consultant shall prepare a draft calibration plan for the model and submit to the City for review.

The plan will identify locations for fire flow and pump tests, identify SCADA data to be gathered, and document the testing protocol. Pump tests will include gathering data for a single operating point at each pump or pump station to confirm model pump curves.

7.4.2 Perform Model Hydraulic Verification Testing

Consultant shall provide testing plan, including time frame required. Consultant shall coordinate with the City to conduct calibration testing. City personnel shall assist in performing flow testing, and will be responsible for supplying any tools and equipment required for operation of system facilities. Consultant shall be responsible for supplying all other equipment required for testing.

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7.4.3 Perform Model Hydraulic Verification

Consultant shall develop computer model simulations or scenarios for each of the fire flow calibration tests. Model results from the calibration simulations will be compared with the field data and measured against the calibration criteria. Comparisons that fall outside the established criteria will be identified and adjustments and/or corrections to the model will be made until satisfactory results are obtained. Pump test data points will be compared to pump curves in the model. Pump curves in the model will be adjusted if necessary. Calibration efforts will be coordinated with and reviewed by the City to determine the appropriate level of calibration. The initial pressure calibration target shall be within 5% accuracy. If calibration at some locations cannot be achieved within the time limit, written suggestions will be made as to possible reasons for the discrepancy and what steps might be taken to improve calibration at that location. Consultant shall keep friction coefficient values within realistic range.

7.5 Ability to Model:

The City needs to have the ability to assess service to a location (developed or undeveloped) so we can answer development questions as well as making operational decisions. Additionally, the Consultant shall provide a certain level of training to City employees so that internal modeling changes can be made to reflect new projects or changes within the water system between WSMP’s.

Provide GIS files as needed in coordination with the City’s GIS team to support ongoing mapping and model maintenance.

TASK 8: WATER SYSTEM CAPITAL IMPROVEMENTS PLAN

7.1 General:

Consultant shall group identified improvements into projects with planning level cost estimates of +/-20% accuracy prepared for each project. Projects may include projects from previous WSMP that were not implemented to-date. Consultant shall develop a 20-year Capital Improvement Plan (CIP) for the water system (1, 3, 5, 10, 20-year). The improvement projects will be prioritized in order of importance and suggested dates for construction will be assigned.

7.2 Past Funded Projects but not Implemented

1. Bayfront PRV Radio Read SCADA Integration

2. Bay Crossing Flow Meters

3. Pump Station SCADA Upgrades

4. Raw Water Distribution Pump, Motor, VFD

5. Raw Water Pump, Motor, VFD

7.3 Current Projects Under Design Phase

1. Big Creek Dam Replacement

2. Main Storage Tanks Replacement

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3. NE 54th Street Pump Station

4. Fall Street Reservoir Project (Newport Hospital Emergency Water Storage Tank)

TASK 9: WATER MANAGEMENT AND CONSERVATION PLAN

Consultant shall evaluate the need for water management and water use conservation.

Coordination with the “Water Supply Management and Conservation Work Group” and the “Mid- Coast Water Conservation Consortium” is required. Consultant to incorporate input from these groups as they work through the water management and conservation plan section of the WSMP. Level of coordination and number of meetings to be determined as part of the initial project scoping meeting.

Develop a Water Management and Conservation Plan (WMCP) document with contents as guided by Oregon Water Resources Department’s administrative rules found at OAR Chapter 690, Division 86.

Measures to be included, but not limited to:

• Determining drought stages, trigger points when the various stages of water emergency are hit, conditions that drive the need water conservation, and appropriate declaration methods with the community

• Residential conservation actions that can be taken to reduce water waste

• How large users of water including, fish plants, can reduce water use

• Identify potential economic impacts on farm, forest, recreation, industry, and forest resources in the watershed.

Consultant shall build in a public education component to demonstrate what the City is doing, or plans to do, for water management and conservation. Additionally, what individuals and businesses being served by the City’s water system can do to support this effort.

TASK 10: WATER SYSTEM MASTER PLAN REPORT

10.1 Consultant will prepare an WSMP report consisting of the following sections and various appendices, developed in two phases (draft and final):

Section ES – Executive Summary Section 1 - Introduction Section 2 – Study Area Section 3 – Regulatory Requirements Section 4 – Design Criteria and Service Goals Section 5 - Water Demand Analysis Section 6 – Hydraulic Model Update Methodology and Findings Section 7 - Water Distribution System Evaluation Section 8 – Water System Condition Assessment Section 9 – Water System Capital improvement Plan Section 10 – Water Management & Conservation Plan

1. Consultant will update CAD water system file, as needed.

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Several drawings of the existing CAD water system file set will require revisions and updating. All plans will be prepared to conform to state and FAA CAD standards and will be made available in electronic format.

1.1 As part of the water system's Master Plan Update, the sheets required for the CAD water system file, at a minimum, should contain the following:

a. Cover Sheet

b. Existing CAD water system file

c. Future CAD water system file (existing and future can be combined)

d. Data Sheet

e. Other (as determined by City and consultant through planning process)

1.2 CAD water system file revisions, (i.e., an 'As-Built' CAD water system file) should be accompanied by a memo explaining the changes which have occurred since the last CAD water system file update.

1.3 Existing Water system Facilities Plan: This drawing will be updated reflecting changes since completion of the existing drawing. This drawing will be prepared at a scale of either 1” = 300’ or 1” = 400’

1.4 Ultimate Water System Layout Plan: This drawing will be revised reflecting the preferred alternate layout. This drawing will be prepared at a scale of either 1” = 300’ or 1” = 400’.

1.5 Forward Draft Findings: Consultant will prepare and submit the revised CAD water system file drawings. In addition, a reduced 11” x 17” set will be provided in Adobe PDF to the City’s webmaster for inclusion on the city’s website.

2. Review Process and Final Documentation

2.1 Review Process: An internal review will be conducted by Consultant, City, Water Supply

Management and Conservation Work Group, and Planning Committee. A web site will be created for further public assess and commentary. Consultant will provide a USB Flash Drive containing draft .pdf version of the 2021 WSMPU. Please break out and label each section.

3.2. Final Documents: Five (5) copies of Final signed 2023 WSMP hard copy.

3. Close-out Meeting

3.1 Final Meeting. Consultant will hold a final project meeting with the City to review the project and solicit all final comments.

3.2 Final Report. Pending receipt of comments from all interested parties, a final WSMP report will be prepared. Bound, printed copies will be distributed to the City and Planning Committee. Additional copy of final report provided on a Flash Drive in Adobe PDF format.

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3.3 CAD Water system File. The final CAD water system file will be distributed as stated above in section b. In addition, the City will receive one (1) “E” Size copy for reference/display.

4 Proposal Content Please limit the number of pages in the proposal to twenty (20) 8.5”x 11” pages. Pages printed on both sides will be counted as two pages. The intent is for a brief/focused proposal. Resumes are not included in the total page count. The City is not interested in brochures, boilerplate, or general information that is not relevant to the project at hand or specifically related to the proposed project team’s experience.

Consultants responding to this request are advised to provide a clear and responsive project approach addressing all issues noted in this request and the proposed scope of work.

4.1 Introductory Letter

Each proposal shall include an introductory or cover letter. This letter should:

• Be addressed to Chris Beatty, Interim City Engineer, City of Newport, Oregon and shall be signed by an officer of the firm authorized to bind the firm to all statements made in the SOQ. Provide contact information, including telephone number(s), e-mail address(es), and physical address(es) to which correspondence should be addressed.

• Acknowledge the Proposer accepts all terms and conditions contained in the SOQ and supporting documents.

• Name the person(s) authorized to represent the Proposer in any negotiations and the name of the person(s) authorized to sign any contract that may result.

• Confirm that applicable licensure, including applicable subconsultants, to practice engineering in the State of Oregon.

4.2 Project Understanding

The proposal should clearly state the proposal team’s understanding of the project concept and scope tasks.

4.3 Project Approach

The proposed approach to the project should be clearly outlined; including the project team’s methodology for completing all the tasks within the proposed project scope. Proposers are welcome to suggest variations to the proposed scope. Suggested variations shall be accompanied by detailed explanation for the reason to consider variations, benefits to the City, project, etc.

The approach should clearly identify any subcontractors and what tasks they will be working on.

Approach will also address opportunities to save cost and utilize existing data to maximize efficient use of the project budget.

4.4 Project Schedule

Provide an overall project timeline for the tasks within the scope of work. Proposer availability and capability to perform the needed planning services described in this RFP. Schedule should prioritize the Sections in Task 10 – Water System Master Plan Report with an emphasis on Section 6 – Hydraulic Model Update Methodology and Findings. This section is of high priority to the City so that current projects

City of Newport, OR - Water System Master Plan RFQ Page 16 under the design phase can be added to the model to enable the City to determine how these improvement projects will affect the model and whether there is opportunity to enhance the overall water system function.

Due to the need for the City to conduct a comprehensive rate study, approaches that can reduce the schedule length are desirable. Provide option to “fast-track” schedule to the extent possible without compromising quality and completeness. Discuss strategies and opportunities as well as risks to schedule compression.

4.5 Experience and References

The proposer shall provide a list of projects completed by the consultant and/or subconsultants that are similar in scope to the proposed work. This list shall include the client, brief description, location, cost, and completion date for the project.

Provide detailed descriptions of at least 5 similar projects, by name, scope, location, cost and completion date, performed within the last 5 years which best characterize work quality and the capabilities of the Proposer. Detail the type of work that was done that supports the proposition that the team is capable of performing similar work. Provide an estimate of the total number of similar master plans developed by proposing firm within the last 15 years.

Provide the names and current phone numbers of individuals representing three owners of projects listed above, to be used as references. References from public works projects are preferred. Please verify that the references identified had direct contact with your proposed team members.

Demonstrated ability and experience in facilitating and leading a public involvement planning process/program.

4.6 Project Team/Key Personnel

List the key personnel who will make up the project team and provide pertinent information about education, training, experience, certifications, and/or demonstrated excellence in their particular field.

Provide a simple project organizational chart to demonstrate the lines of communication.

Communicated understanding of water systems. Acknowledged information specific to Newport.

Demonstrated ability to synthesize technical information and communicate this information in verbal, written or graphic form. Describe how the project team will interact with City staff and what level of support will be anticipated or expected from the City.

It is assumed that key personnel will not be changed during the project without written confirmation from the City of Newport.

4.7 Rates

Provide hourly rate structure of proposing firm under separate cover. Rates not scored and will not be viewed until after proposals are scored.

City of Newport, OR - Water System Master Plan RFQ Page 17

5 Selection Criteria

The City is using a qualifications-based selection (QBS) process as mandated for certain contracts anticipated to exceed $100,000 by ORS 279C.110. As a result, selection of the most qualified candidate will be made without regard to the price of the services. If the City does not cancel the RFP, only after selecting the most qualified candidate will the City and the selected candidate enter into contract negotiations for the price of the services. The City shall direct negotiations toward obtaining written agreement on the Planner’s performance obligations, a payment methodology that is fair and reasonable to the City, and any other provisions the City believes to be in the City’s best interest to negotiate.

If the City and the selected candidate are unable for any reason to negotiate a contract at a compensation level that is reasonable and fair to the City, the City shall, either orally or in writing, formally terminate negotiations with the selected candidate. The City may then negotiate with the next most qualified candidate. The negotiation process may continue in this manner through successive candidates until an agreement is reached or the City terminates the RFP.

The City will screen and rank the proposals based on the criteria outlined in this SOQ, using the following criteria:

Points

Introductory Letter 5

Understanding and Approach 35

Schedule 15

Experience and References 25

Team/Key Personnel 20

Results from Interviews, if conducted 20

Total score up to 100 (120 if interviews are conducted)

Applicants are encouraged to address these criteria in their proposals. Applicants may include any additional information they consider important or beneficial in the consideration of their proposal for this project.

6 Reimbursement

City of Newport will not be responsible for any costs associated with preparing this proposal.

City of Newport, OR - Water System Master Plan RFQ Page 18

7 Confidentiality

To the extent permitted, under Oregon Public Records Law, the Proposal shall be considered confidential and shall not be disclosed to the public until after the date and time set forth above for receipt of the Proposal.

8 Limitations

This request does not commit the City of Newport to pay any costs incurred to prepare any proposal.

Further, the City of Newport reserves the right to:

● Accept or reject any and all proposals received as a result of this RFP at any time,

● Negotiate with any of the proposers,

● Cancel the request, in part or in whole, if it is determined to be in the best interest of the

City/Public to do so,

● Award to the selected contractor any subsequent contracts, in whole or in part,

● Seek further proposals for this work.

● Seek clarification on any point in any proposal at any phase of the selection process.

9 False or Misleading Statements If the review committee feels, at any time, that a contractor’s proposal contains false or misleading statements, references, or any other matter which does not support a function, attribute, capability, or condition as stated by the firm or firms submitting, the submittal shall be rejected, regardless of the status or the phase of the selection process.

10 Award of Contract Once the final proposal has been selected and the fee proposal accepted or negotiated, the consultant will be asked to enter into a contract for the performance of the work.

A sample Professional Services Contract is attached (see Attachment A). Please identify any potential requests to alter the standard language.

11 Proposal Withdrawal Any proposer may withdraw its proposal prior to the final deadline for submission by providing the City with a written request stating the desire to withdraw. Withdrawal of a proposal will not prejudice the right of a firm to file a new proposal before the deadline.

12 Rejection City of Newport may reject any Proposal not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all Proposals upon finding that it is in the public interest to do so.

13 Licenses Proposals for a public improvement project may not be received or considered by the City of Newport unless the Proposer is licensed to perform the work described. Selected contractor may be required to purchase a City business license if not already licensed.

City of Newport, OR - Water System Master Plan RFQ Page 19

14 Application of Public Contract Laws The City of Newport is a municipality of the State of Oregon. Contracts with the City of Newport are subject to compliance with applicable statutory public contract requirements, including but not limited to those stated in ORS Chapter 279. All contracts with City of Newport are also subject to administrative rules of the City of Newport’s public contract review board.

Attachment A

CITY OF NEWPORT

EXAMPLE CONTRACT

PROFESSIONAL SERVICES AGREEMENT (rev. 2/2021)

CITY OF NEWPORT, OREGON

PROFESSIONAL SERVICES AGREEMENT

<CONTRACT NAME HERE>

THIS AGREEMENT is between City of Newport, an Oregon municipal corporation (City), and __________________________, an _____________________ corporation, which is registered to practice [DIVISION OF ENGINEERING] Engineering in the State of Oregon (Consultant).

RECITALS

A. Pursuant to public contracting rule Chapter 137, Division 048, the City of Newport (City) solicited proposals for professional Consulting services to assist the City in __________________________ Services.

B. After reviewing all proposals, the City has selected _________________ (Consultant) as a Consultant of Record to provide the proposed services.

C. Consultant is willing and qualified to perform such services.

TERMS OF AGREEMENT

1. Consultant's Scope of Services

Consultant shall perform professional Consulting services related to Civil Engineering. The City is free to utilize other Consultants or consultant as it deems appropriate.

2. Effective Date and Duration

This agreement is effective on execution by both parties and shall expire, unless otherwise terminated or extended, after three years. The parties may extend the term by mutual agreement.

3. Consultant's Fee and Schedules

A. Fee

Fees for services under this Agreement shall be based on time and materials and pursuant to the rates shown in Exhibit A, up to a maximum amount payable of $__________. Consultant may increase the rates shown in Exhibit A on an annual basis, subject to the written approval of the City. Consultant will alert the City when Consultant is increasing its fees. Consultant will bill for progress payments on a monthly basis. In order to determine the maximum monetary limit for each task, Consultant will submit a schedule and a labor hour estimate based on the rates shown in Exhibit A. Consultant will invoice monthly progress payments based on actual time worked on the project. The maximum monetary limit will not be exceeded without prior written approval by the City. Projects partially completed may be paid for in proportion to the degree of completion.

Consultant will be reimbursed for direct charges such as the cost of printing, postage, delivery services, and subconsultant fees. Unless specifically noted in the Task Order, direct charges will be billed at cost without any markup. Office expenses such as computer cost, telephone calls, and overhead expenses are incidental and are included in the hourly rates shown in Exhibit A.

B. Payment Schedule for Basic Fee

Payments shall be made within 30 days of receipt of monthly billings based on the work completed. Payment by the City shall release the City from any further obligation for payment to the Consultant for service or services performed or expenses incurred as of the date of the statement of services. Payment shall be made only for work actually completed as of the date of invoice. Payment shall not be considered acceptance or approval of any work or waiver of any defects therein.

C. Payment for Contingency Tasks

When agreed to in writing by the City, the Consultant shall provide services described as Contingency Tasks in a Task Order.

D. Certified Cost Records

Consultant shall furnish certified cost records for all billings to substantiate all charges.

Consultant’s accounts shall be subject to audit by the City. Consultant shall submit billings in a form satisfactory to the City. At a minimum, each billing shall identify the Task Order under such work is performed, work completed during the billing period, percentage of work completed to date, and percentage of budget used to date for each task.

E. Identification

Consultant shall furnish to the City its employer identification number.

F. Payment – General

1) Consultant shall pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167.

2) Consultant shall pay employees at least time and a half pay for all overtime worked in excess of 40 hours in any one week except for individuals under the contract who are excluded under ORS 653.010 to 653.261 or under 29 USC sections 201 to 209 from receiving overtime. Any subcontractors utilized by Consultant under this Agreement will be paid according to the then prevailing wage.

3) Consultant shall promptly, as due, make payment to any person, co-partnership, association or corporation, furnishing medical, surgical and hospital care or other needed care and attention incident to sickness or injury to the employees of Consultant or all sums which Consultant agrees to pay for such services and all moneys and sums which Consultant collected or deducted from the wages of employees pursuant to any law, contract or agreement for the purpose of providing or paying for such service.

4) Consultant shall make payments promptly, as due, to all persons supplying services or materials for work covered under this contract. Consultant shall not permit any lien or claim to be filed or prosecuted against the City on any account of any service or materials furnished.

5) If Consultant fails, neglects or refuses to make prompt payment of any claim for labor, materials, or services furnished to Consultant, sub-consultant or subcontractor by any person as such claim becomes due, City may pay such claim and charge the amount of the…