HomeMy WebLinkAboutIntegrated Water Resources Plan Professional Services Agreement Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brian Heaston, Project Engineer
Debbie Arkell, Director of Public Services
SUBJECT: Integrated Water Resources Plan – Professional Services Agreement
MEETING DATE: February 6, 2012
AGENDA ITEM TYPE: Public Meeting Action Item
RECOMMENDATION: 1) Motion approval to authorize the City Manager to execute a
Professional Services Agreement with the firm of Advanced Engineering and Environmental
Services Inc (AE2S) for the Integrated Water Resources Plan (IWRP) project in the amount of
$132,500.00.
AND
2) Motion approval to authorize the City Manager to execute Amendment No. 1 to the existing
Professional Services Agreement with Water Rights Solutions Inc (WRSI), not to exceed
$20,620.00.
AND
3) Motion approval to appoint identified interested parties contacted by Staff as amended by the
Commission, City Commissioner ___________; a citizen at-large, and a representative of the
local engineering consulting community to the Technical Advisory Committee (TAC) to assist in
the development of the IWRP,
BACKGROUND: A water supply deficiency is documented in the City’s 2005 Water Facility
Plan. An additional source of water supply is necessary to support the City’s water demand as it
continues to grow into the future. When the current supply will be exhausted is difficult to
determine as it is a complex function of the pattern and intensity of development, seasonal and
annual climate variation and change, and the efficiency of water use, amongst other variables.
Current reliable yield of existing supply sources supports a population of 54,500 people at a
conservative annual use rate of 170 gallons per person per day. The City’s current population is
roughly 40,000 persons, so it must diligently plan to bring a new source of water supply online to
avoid a future water shortage.
To address the challenge of meeting the City’s future water needs, the firm of Great West
Engineering was contracted to complete the Sourdough Dam Development Plan. The plan,
completed in April 2011, documents the myriad issues surrounding construction of a dam in
Sourdough Canyon and makes recommendations to navigate these issues to successful project
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completion. The dam and reservoir would replace water supply capacity lost with the breach of
the old Mystic Lake Dam in 1985. The City continues to own a water right for stored water on
Sourdough Creek, but the water right may face challenges of abandonment if it is not perfected
and put to beneficial use.
The Sourdough Dam Development Plan recommendations were presented by Staff to the City
Commission during a public meeting on May 2, 2011. At the meeting, the Commission directed
Staff to complete an Integrated Water Resources Plan (IWRP) to objectively evaluate all
available sources of water supply (i.e. groundwater, conservation, water rights/shares acquisition,
water importation, etc.) with a budget of $150,000. A formal procurement action was initiated to
select a qualified consultant. After review of Request for Proposals and conducting interviews,
the firm of AE2S, a regional engineering firm headquartered in North Dakota with offices in
Great Falls and Kalispell, in partnership with CH2M Hill, a recognized national engineering
firm, was selected for IWRP contract negotiation.
Professional Services Agreement with the firm of Advanced Engineering and
Environmental Services Inc (AE2S) for the Integrated Water Resources Plan (IWRP)
project, in the amount of $132,500.00.
Negotiations between Staff and AE2S have successfully concluded and we are pleased to present
the IWRP scope of work for your approval. Scope details relative to identified tasks are
specified within Exhibit A of the Professional Services Agreement (PSA) with AE2S attached to
this memorandum. The IWRP will evaluate water conservation opportunities, existing water
rights management, system efficiency, future water rights purchase from Hyalite Reservoir and
annexation opportunities, integrated utility planning (including wastewater reuse and stormwater
capture possibilities), and a variety of projects, including, but not limited to importation projects,
construction of a Sourdough Reservoir, deep- and shallow-groundwater development, and in-
basin/adjacent development opportunities.
Scope outline of major tasks follow:
• Task 1 – Project Management and Meetings
• Task 2 – Data Collection
• Task 3 – Water Rights Evaluation
• Task 4 – Water Conservation Plan
• Task 5 – Hydrologic Firm Yield
• Task 6 – Characterize Water Use Patterns
• Task 7 – Water Demand Model
• Task 8 – Alternatives Evaluation
• Task 9 – Technical Advisory Committee
• Task 10 – IWRP Report
Staff requests the Commission review the major tasks identified to ensure your desired outcome
will be met, and then authorize the City Manager to execute a Professional Services Agreement.
Amendment No. 1 to the existing Professional Services Agreement with Water Rights
Solutions Inc (WRSI) in the amount of $20,620.00.
AE2S will provide coordination activities for Task 3 – Water Rights Evaluation to keep this item
on schedule. Water rights evaluation work will be completed by Water Rights Solutions Inc
(WRSI). WRSI is currently under contract with the City to provide water rights consulting
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services as they are needed. A PSA Amendment for WRSI is provided as attached to this
memorandum outlining specific IWRP-related scope and cost. The cost for this service is $100
per hour, not to exceed $20,000.00, plus $620 for reimbursable expenses.
Staff requests the Commission authorize the City Manager to execute Amendment No. 1 to the
existing Professional Services Agreement with Water Rights Solutions Inc (WRSI), not to
exceed $20,620.00.
Appointment of members to the Technical Advisory Committee (TAC) to assist in the
development of the IWRP.
Staff has contacted individuals and organizations to comprise a diverse array of interests and
stakeholders forming a Technical Advisory Committee (TAC) for the IWRP. The TAC will
assist in identifying and evaluating water supply alternatives and IWRP recommendations. The
following individuals/organizations have expressed interest in participating:
• Trout Unlimited: Ms. Laura Ziemer
• DNRC Bozeman Regional Office: Ms. Kerri Strasheim, or other Staff
• Gallatin Local Water Quality District: Ms. Tammy Crone, or Mr. Alan English
• Montana Water Center: Ms. Gretchen Rupp
• Association of Gallatin Agricultural Irrigators: Mr. Walt Sales
• Bozeman Chamber of Commerce: Mr. Darryl Schliem
• Southwest MT Building Industry Association: participant TBD
• Middle Creek Water Users Association: Mr. Craig White or other Member
• Greater Gallatin Watershed Council: Mr. Peter Skidmore
• Gallatin National Forest: Ms. Lisa Stoeffler, or other Staff
• Sonoran Institute: Mr. Randy Carpenter
• Gallatin Growth Solutions: Ms. Wendy Weaver
• Salar Project Representative: Ms. Deborah Stephenson
Staff requests that the City Commission approves the above composition of the TAC or amend
the list by adding or removing groups or individuals as it so chooses. Furthermore, Staff
recommends that the Commission appoint one of its own members, a concerned Citizen-at-
Large, and a representative of the local engineering consulting community to the TAC.
UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: Total lump sum project cost is $153,120. This amount is split between
two contracts, first being the AE2S PSA at $132,500 and second the WRSI PSA Amendment
No. 1 at $20,620. The project cost is $3,120 over the original budget estimate for the project.
The City Manager has authority to make administrative budget amendments for fee based
budgets. If the Commission proceeds with the contract, an administrative budget amendment
will be made in this case. The project is funded 100% by the Water Impact Fee Fund.
Attachments: PSA with AE2S
PSA Amendment No. 1 with WRSI
Report compiled on: January 26, 2012
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