Agenda - 10/15/1990 Spec Mtg
CITY OF WOODBURN
270 Montgomery Street · Woodburn, Oregon 97071 · 982-5222
AGENDA
WOODBURN CITY COUNCIL
OCTOBER 15, 1990 - 6:45 P.M.
SPECIAL MEETING
1. CALL TO ORDER
2. ROLL CALL
3. GENERAL BUSINESS
A, Council Bill No. 1253 - Resolution authorizing the City to enter
into an agreement with CH2M-HILL for professional engineering
services for Phase 1 of Facilities Planning,
4, ADJOURNMENT
WORKSHOP AGENDA
DOWNTOWN CONCERNS
1. CALL TO ORDER
2, ROLL CALL
3, GENERAL BUSINESS
A. Downtown Concerns
4. ADJOURNMENT
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MEMO
FROM:
MAYOR AND CllY COUNCIL . tll ~
N. ROBERT SHIELDS, CITY A ri'c>lRNEY
OCTOBER 15, 1990 COUNCIL MEETING
OCTOBER 11,1990
TO:
RE:
DATE:
Due to a prior commitment, I must miss your special Council meeting scheduled for
October 15, 1990. After discussing your meeting agenda with City staff, there are two
legal matters I would like to bring to your attention. First, you are being asked to approve
an agreement for professional engineering services with CH2M-HILL The proposed
agreement is a product of negotiation between city staff and CH2M-HILL and many
modifications were made from what was originally proposed. In particular, you should
be aware that Article 6 D limits CH2M-HILL'S liability for the City's damages to $1,000,000
or the amount of CH2M-HILL'S insurance coverage, whichever is greater, CH2M-HILL
originally wanted to limit their liability to the extent of their fee and my position was that
the clause should be entirely eliminated and that no limitation be placed upon the liability,
Second, I have discussed the "ground rules" for your workshop on downtown concerns
with the City Administrator, Police Chief, and Community Development Director, While
I am certain that livability and enforcement problems will be thoroughly discussed, I must
advise you to avoid discussion of particular individuals and specific addresses in the
public meeting context. Naming specific individuals or street addresses prior to any
official action being taken could result in potential civil liability for the Council and/or
members of the audience, This is particularly true because statements made at the
meeting will be reported by written and broadcast media.
NRS/kv
cc: Michael. Quinn, City Administrator
Ken Wright, Police ChiefeSteve Goeckritz, Community Development Director
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0_ Engineers
_ Planners
~ Economists
_ Scientists
Portland Office
October 10, 1990
.PDX27874,FM
Public Works Department
270 Montgomery Street
Woodburn, Oregon 97071
Attention: Mr, Frank Tiwari, P.E.
Subject: Contract--Woodburn Wastewater Treatment Plant (WWfP) Facility Plan
Four copies ofthe Woodburn WWTP Facility Plan Contract are enclosed, The provisions
have been reviewed with Mr. N, Robert Shields, your attorney, and have been modified
as mutually agreeable, Minor editing has also been done on the contract, A marked-up
copy is included for your review of the changes,
Attachment C includes the budgetary costs. You mentioned to me that you would like
the contingency reduced to 10 percent. We recommend that the 15 percent contingency
remain in the budgetary costs. The alternative to be selected, as well as new DEQ
requirements, are unknown at this time, I recommend waiting until the beginning of the
next fiscal year budgeting cycle to analyze whether the contingency should be dropped
to 10 percent, Since the decision is yours, I have included copies of Attachment C with
both a 15 percent contingency and 10 percent contingency. Please attach the orie you
choose to the back of each contract,
If you have any questions, please call me, I hope all goes well before the Council.
Sincerely,
CH2M HILL
~
Daria Wightman, P .E.
Project Manager
cc: Frank Sinclair/City of Woodburn
Gordon Merseth/CH2M HILL
Serving Oregon and Southwest Washington from two locations:
CH2M HILL Portland Office 2020 S.W. Fourth Avenue, 2nd Floor, Portland, OR 97201
Corvallis Office 2300 N.W Walnut Blvd, p,o. Box 428, Corvallis, OR 97339
503.224.9190
503.152.4271
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COUNCIL BILL NO. 1253
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY TO ENTER INTO AN AGREEMENT WITH
CH2K-HILL FOR PROFESSIONAL ENGINEERING SERVICES FOR PHASE 1 OF
FACILITIES PLANNING.
WHEREAS, the modified National Pollutant Discharge
Elimination System (NPDES permit issued by the Department of
Environmental Quality (DEQl places certain additional limitations
on the City1s wastewater d1scharge to the pudding River, and
WHEREAS, the schedule requirements of the permit have been
reviewed and approved by the Council on January 22, 1990, and
WHEREAS, it is prudent on the part of the city to immediately
start the planning process for future modifications of the
wastewater p~ant, and
WHEREAS, the City needs to acquire the specialized
professional en9ineering services for the planning process of the
plant modificat1on, and
WHEREAS, the city council is familiar with the technical
presentations made by CH2M-Hill, a professional consulting company,
and
WHEREAS, the scope of work has been prepared and presented to
the City council in a work shop by CH2M-Hill Engineers on september
10, 1990, and
WHEREAS, the City council wishes to review most of the
treatment alternatives to determine long term benefits to the City
and relate it with the financial study of the facilities planning,
NOW, THEREFORE,
THE CITY OF WOODBURN RESOLVES AS FOLLOWS:
section 1. That the City of Woodburn enter into an agreement
with CH2M-Hill for professional engineering services for Woodburn IS
facilities planning ( said agreement which is attached hereto and,
by this reference, 1ncorporated herein.
section 2. That the Mayor and Deputy City Recorder are hereby
authorized to sign the agreement on beha~f of the city.
Approved as to form:Ol~ ~ (0 - /2 - ;0
City Attorney Date
APPROVED:
NANCY A. KIRKSEY, MAYOR
Passed by the Council
Submitted to the Mayor
Approved by the Mayor
Filed in the Office of the Recorder
ATTEST:
Mary Tennant, Deputy Recorder
Page 1 - COUNCIL BILL NO. 1253
RESOLUTION NO.
T
AGREEMENT FOR PROFESSIONAL SERVICES
SEWERAGE SYSTEM IMPROVEMENTS
This AGREEMENT is between CH2M HILL NORTHWEST, INe., (the "ENGINEER"),
and The City of Woodburn, Oregon, (the "OWNER"), for a PROJECT generally
described as:
Facilities planning followed by design and services during construction of
improvements to the OWNER's wastewater facilities in accordance with effluent
quality guidelines and schedules as required by the Department of Environmental
Quality.
ARTICLE 1. SCOPE OF SERVICES
A. Scope of Consultant Services
The Scope of Services for facilities planning Phase 1 is set forth in Attachment A
B, Scope of City Services
To assist the consultant in carrying out its obligations hereunder, the City shall
perform the services set out in Attachment B.
ARTICLE 2, COMPENSATION
Compensation by the OWNER to the ENGINEER will be as follows:
A. Cost Reimbursable-Multiplier (Time and Espense):
For services enumerated in ARTICLE 1, the ENGINEER's Salary Costs
multiplied by a factor of 2.2, plus Direct Expenses, plus a service charge of 10
percent of Direct Expenses, plus applicable sales, use, value added, business
transfer, gross receipts, or other similar taxes.
B. Budget
The estimated budgetary costs are set forth in Attachment C for services
described in ARTICLE 1 and in Attachment A, The ENGINEER will make
reasonable efforts to complete the work within the budget and will keep
OWNER informed of progress toward that end so that the budget or work effort
can be adjusted if found necessary,
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The ENGINEER is not obligated to incur costs beyond the indicated budgets,
as may be adjusted, or is the OWNER obligated to pay the ENGINEER beyond
these limits.
When any budget has been increased, the ENGINEER's excess costs expended
prior to such increase will be allowable to the same extent as if such costs had
been incurred after the approved increase,
C, Salary Costs
Salary Costs are the amount of wages or salaries paid ENGINEER's employees
for work directly performed on the PROJECf plus a percentage applied to
all such wages or salaries to cover all payroll-related taxes, payments, premiums,
and benefits,
D, Direct Expenses
Direct Expenses are those costs incurred on or directly for the PROJECf
including, but not limited to, necessary transportation costs, including current
rates for ENGINEER's vehicles; meals and lodging; laboratory tests and analyses;
computer services; word processing services; telephone, printing, binding, and
reproduction charges; all costs associated with outside consultants, and other
outside services and facilities; and other similar costs, Reimbursement for Direct
Expenses will be on the basis of actual charges when furnished by commercial
sources and on the basis of current rates when furnished by ENGINEER, plus
a service charge of 10 percent of direct Direct Expenses.
ARTICLE 3. TERMS OF PAYMENT
Payment to the ENGINEER will be made as follows:
A, Invoices and Time of Payment
Monthly invoices will be issued by ENGINEER for all work performed under
this AGREEMENT, Invoices are due and payable on receipt.
Upon completion of services enumerated in ARTICLE 1, the final payment
of any balance will be due upon receipt of the final invoice.
B. Interest
Interest at the rate of 1 Y:z% per month, or that permitted by law if less, will
be charged on all past-due amounts starting 30 days after date of invoice,
Payments will first be credited to interest and then to principal.
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C. Funds
OWNER certifies that $250,000 is available and authorized for expenditure
pursuant to this AGREEMENT in fiscal year 1990/91. The funds needed for
the balance of the AGREEMENT are subject to the fiscal year 1991/92 budget
processes, If sufficient funds are not budgeted, the City may immediately
terminate this AGREEMENT by giving written notice of termination to the
ENGINEER. The ENGINEER shall not be entitled to compensation for any
work performed after the date of such written termination notice.
ARTICLE 4. OBLIGATIONS OF THE ENGINEER
A, Standard of Care
The standard of care applicable to ENGINEER's services will be the degree
of skill and diligence normally employed by professional engineers or consultants
performing the same or similar services, The ENGINEER will reperform any
services not meeting this standard without additional compensation,
B. Subsurface Investigations
In soils, foundation, groundwater, and other subsurface investigations, the actual
characteristics may vary significantly between successive test points and sample
intervals and at locations other than where observations, explorations, and
investigations have been made, Because of the inherent uncertainties in
subsurface evaluations, changed or unanticipated underground conditions may
occur that could affect total PROJECf cost and/or execution. These conditions
and cost/execution effects are not the responsibility of the ENGINEER,
C. ENGINEER's Personnel at Construction Site
The presence or duties of the ENGINEER's personnel at a construction site,
whether as onsite representatives or otherwise, do not make the ENGINEER
or its personnel in any way responsible for those duties that belong to the
OWNER and/or the construction contractors or other entities, and do not relieve
the construction contractors or any other entity of their obligations, duties, and
responsibilities, including, but not limited to, all construction methods, means,
techniques, sequences, and procedures necessary for coordinating and completing
all portions of the construction work in accordance with the Contract Documents
and any health or safety precautions required by such construction work. The
ENGINEER and its personnel have no authority to exercise any control over
any construction contractor or other entity or their employees in connection
with their work or any health or safety precautions and have no duty for
inspecting, noting, observing, correcting, or operating on health or safety
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deficiencies of the construction contractor or other entity or any other persons
at the site except ENGINEER's own personnel.
D. Opinions of Cost, Financial Considerations, and Schedules
In providing opinions of cost, financial analyses, economic feasibility projections,
and schedules for the PROJECT, the ENGINEER has no control over cost
or price of labor and materials; unknown or latent conditions of existing
equipment or structures that may affect operation or maintenance costs;
competitive bidding procedures and market conditions; time or quality of
performance by third parties; quality, type, management, or direction of
operation personnel; and other economic and operational factors that may
materially affect the ultimate PROJECT cost or schedule. Therefore, the
ENGINEER makes no warranty that the OWNER's actual PROJECf costs,
financial aspects, economic feasibility, or schedules will not vary from the
ENGINEER's opinions, analyses, projections, or estimates.
E, Construction Progress Payments
Recommendations by the ENGINEER to the OWNER for periodic construction
progress payments to the construction contractor will be based on the
ENGINEER's knowledge, information, and belief from selective sampling that
the work has progressed to the point indicated. Such recommendations do not
represent that continuous or detailed examinations have been made by the
ENGINEER to ascertain that the construction contractor has completed the
work in exact accordance with the contract documents; that the final work will
be acceptable in all respects; that the ENGINEER has made an examination
to ascertain how or for what purpose the construction contractor has used the
moneys paid; that title to any of the work, materials, or equipment has passed
to OWNER free and clear of liens, claims, security interests, or encumbrances;
or that there are not other matters at issue between OWNER and the
construction contractor that affect the amount that should be paid,
F. Record Drawings
Record drawings, if required, will be prepared, in part, on the basis of
information compiled and furnished by others, and may not always represent
the exact location, type of various components, or exact manner in which the
PROJECT was finally constructed. The ENGINEER is not responsible for
any errors or omissions in the information from others that is incorporated into
the record drawings,
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G, Minority- and Women-Owned Businesses; Owner Specified Subcontractors
ENGINEER will comply with OWNER's directives in utilizing the services of
OWNER-specified subcontractors and/or minority- and women-owned businesses
on the PROJECT. Firms selected by the ENGINEER to meet said directives
will be subject to approval of the OWNER.
H. Access to ENGINEER's Accounting Records
The ENGINEER will maintain accounting records, in accordance with generally
accepted accounting principles and practices, to substantiate all invoiced
amounts. These records will be available to OWNER during ENGINEER's
normal business hours for a period of 1 year after ENGINEER's final invoice
for examination to the extent required to verify the direct costs (excluding
established or standard allowances and rates) incurred hereunder. The OWNER
may only audit accounting records applicable to a cost-reimbursable type of
compensation,
I, ENGINEER's Insurance
The ENGINEER will maintain throughout this AGREEMENT the following
Insurance:
(a) Worker's compensation and employer's liability insurance as required
by the state or province where the work is performed.
(b) Comprehensive automobile and vehicle liability insurance covering claims
for injuries to members of the public and/or damages to property of
others arising from use of motor vehicles, including onsite and offsite
operations, and owned, nonowned, or hired vehicles, with $1,000,000
combined single limits.
( c) Commercial general liability insurance covering claims for injuries to
members of the public or damage to property of others arising out of
any covered negligent act or omission of the ENGINEER or of any of
its employees, agents, or subcontractors, with $1,000,000 per occurrence
and in the aggregate,
(d) Professional liability insurance of $1,000,000 per occurrence and in the
aggregate,
(e) OWNER will be named as an additional insured with respect to
ENGINEER's liabilities hereunder in insurance coverages identified in
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items "b" and "c", and ENGINEER waives subrogation against OWNER
as to said policies.
ARTICLE S. OBLIGATIONS OF THE OWNER
A, OWNER-furnished Data
The OWNER will provide to the ENGINEER all technical data in the
OWNER's possession relating to the ENGINEER's services on the PROJECf.
ENGINEER will reasonably rely upon the accuracy, timeliness, and completeness
of the information provided by the OWNER,
B, Access to Facilities and Property
The OWNER will make its facilities accessible to ENGINEER as required for
ENGINEER's performance of its services and will provide labor and safety
equipment as required by ENGINEER for such access. OWNER will perform
at no cost to ENGINEER such tests of equipment, machinery, pipelines, and
other components of the OWNER's facilities as may be required in connection
with ENGINEER's service, unless otherwise agreed to, OWNER will be
responsible for all acts of OWNER's personnel.
c. Advertisements, Permits, and Access
Unless otherwise agreed to in the Scope of Services, the OWNER will obtain,
arrange, and pay for all advertisements for bids; permits and licenses required
by local, state, province, or federal authorities; and land, easements, rights-of-way,
and access necessary for the ENG INEER's services or PROJECf construction,
D, Timely Review
The OWNER will examine the ENGINEER's studies, reports, sketches, drawings,
specifications, proposals, and other documents; obtain advice of an attorney,
insurance counselor, accountant, auditor, and other consultants as OWNER
deems appropriate; and render in writing decisions required of OWNER in
a timely manner,
E, Prompt Notice
The OWNER will give prompt written notice to ENGINEER whenever OWNER
observes or becomes aware of any development that affects the scope or timing
of ENGINEER's services or of any defect in the work of the ENGINEER or
construction contractors.
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F. Asbestos or Hazardous Substances and Indemnification
If asbestos or hazardous substances in any form are encountered or suspected,
the ENGINEER will stop its own work in the affected portions of the PROJEcr
to permit testing and evaluation.
If asbestos is suspected, the ENGINEER will, if requested, assist the OWNER
in contacting regulatory agencies and in identifying asbestos testing laboratories
and demolition/removal contractors or consultants. If asbestos is confirmed,
the OWNER will engage a specialty consultant or contractor to study the
affected portions of the work and perform all remedial measures,
If hazardous substances other than asbestos are suspected, the ENGINEER
will conduct tests to determine the extent of the problem and will perform the
necessary studies and recommend the necessary remedial measures at an
additional fee and contract terms to be negotiated.
G. Owner's Insurance
(a) OWNER will maintain property insurance on all pre-existing physical
facilities associated in any way with the PRorncr.
(b) OWNER will provide for a waiver of subrogation as to all OWNER-
carried property damage insurance, during construction and thereafter,
in favor of ENGINEER, its officers, employees, agents, and
subcontractors.
(c) OWNER will provide (or have the construction contractor(s) provide)
a Builders Risk All Risk insurance policy for the full replacement value
of all PROJEcr work, including the value of all onsite OWNER-
furnished equipment and/or materials, associated with the ENGINEER's
services. Such policy will provide a waiver of subrogation as to the
ENGINEER and the construction contractor( s) ( or OWNER), and their
respective officers, employees, agents, and subcontractors, OWNER
will provide ENGINEER a copy of such policy.
H. Litigation Assistance
The Scope of Services does not include costs of the ENGINEER for required
or requested assistance to support, prepare, document, bring, defend, or assist
in litigation undertaken or defended by the OWNER. All such services required
or requested of the ENGINEER by the OWNER, except for suits or claims
between the parties to this AGREEMENT, will be reimbursed as mutually
agreed, and payment for such services shall be in accordance with ARTICLE 3,
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unless and until there is a finding by a court or arbitrator that ENGINEER's
sole negligence caused OWNER's damage.
I. Changes
The OWNER may make or approve changes within the general Scope of
Services in this AGREEMENT. If such changes affect the ENGINEER's cost
of or time required for performance of the services, an equitable adjustment
will be made through an amendment to this AGREEMENT.
J, Services of Engineer
Unless this AGREEMENT is modified or terminated, the OWNER will have
all services specified in this AGREEMENT performed by the ENGINEER,
employing ENGINEER's standard form and content of drawings, specifications,
and Contract Documents, all subject to OWNER's review and approval,
ARTICLE 6, GENERAL LEGAL PROVISIONS
Amendments to Article 6, if any, are included in Attachment C,
A, Authorization to Proceed
Execution of this AGREEMENT by the OWNER will be authorization for
CH2M HILL to proceed with the work, unless otherwise provided for in this
AGREEMENT.
B. Reuse of Project Documents
All designs, drawings, specifications, documents, and other work products of
the ENGINEER are instruments of service for this PROJECf, whether the
PROJECf is completed or not. Reuse by the OWNER or by others acting
through or on behalf of the OWNER of any such instruments of service without
the written permission of the ENGINEER will be at the OWNER's sole risk,
The OWNER agrees to indemnify and defend the ENGINEER from all claims,
damages, losses, and expenses, including, but not limited to, direct, indirect,
or consequential damages and attorney's fees, arising out of or related to such
unauthorized reuse,
C. Force Majeure
The ENGINEER is not responsible for damages or delay in performance caused
by acts of God, strikes, lockouts, accidents, or other events beyond the control
of the ENGINEER.
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D, Limitation of Liability
To the maximum extent permitted by law, ENGINEER's liability for OWNER's
damages will not exceed $1,000,000 or the amount of ENGINEER's applicable
insurance, whichever is higher.
E. Termination
This AGREEMENT may be terminated for convenience on 30 days' written
notice, or for cause if either party fails substantially to perform through no fault
of the other and does not commence correction of such nonperformance within
5 days of written notice and diligently complete the correction thereafter.
On termination of convenience but not breach, the ENGINEER will be paid
for all authorized work performed up to the termination date plus termination
expenses, such as, but not limited to, reassignment of personnel, subcontract
termination costs, and related closeout costs,
F. Suspension, Delay, or Interruption of Work
The OWNER may suspend, delay, or interrupt the services of the ENGINEER
for the convenience of the OWNER, In the event of force majeure or such
suspension, delay, or interruption, an equitable adjustment in the PROJECT's
schedule, commitment, and cost of ENGINEER's personnel and subcontractors,
and ENGINEER's compensation will be made.
G. No Third-Party Beneficiaries
This AGREEMENT gives no rights or benefits to anyone other than the
OWNER and ENGINEER and has no third-party beneficiaries,
H, Indemnification
(a) ENGINEER agrees to indemnify and defend OWNER from any loss,
cost, or expense claimed by third parties for property damage and bodily
injury, including death, caused solely by the negligence or willful
misconduct of ENGINEER, its employees, or agents in connection with
the PROJECT,
(b) OWNER agrees to indemnify and defend ENGINEER from any loss,
cost, or expense claimed by third parties for property damage and bodily
injury, including death, caused solely by the negligence or willful
misconduct of OWNER, its employees, or agents in connection with the
PROJECT.
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(c) If the negligence or willful misconduct of both the ENGINEER and
OWNER (or a person identified above for whom each is liable) is a cause
of such damage or injury, the loss, cost, or expense shall be shared
between ENGINEER and OWNER in proportion to their relative
degrees of negligence or willful misconduct and the right of indemnity
shall apply for such proportion,
I. Assignment
Neither party will assign all or any part of this AGREEMENT without the prior
written consent of the other party,
J. Interpretation
Limitation on liability and indemnities in this AGREEMENT are business
understandings between the parties and shall apply to all the different theories
of recovery, including breach of contract or warranty, tort including negligence,
strict or statutory liability, or any other cause of action, except for willful
misconduct or gross negligence. Parties means the OWNER and the
ENGINEER, and their officers, employees, agents, affiliates, and subcontractors.
The parties also agree that the OWNER will not seek damages in excess of
the limitations indirectly through suits with other parties who may join the
ENGINEER as a third-party defendant.
K. Jurisdiction
The law of the state of Oregon shall govern the validity of this AGREEMENT,
its interpretation and performance, and any other claims related to it,
L. Severability and Survival
If any of the provisions contained in this AGREEMENT are held for any reason
to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality,
or unenforceability will not affect any other provision, and this AGREEMENT
shall be construed as if such invalid, illegal, or unenforceable provision had never
been contained herein,
ARTICLES 4, 5, and 6 shall survive termination of this AGREEMENT for any cause,
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ARTICLE 7. ATfACHMENTS, SCHEDULES, AND SIGNATURES
This AGREEMENT, including its Attachments, constitutes the entire AGREEMENT,
supersedes all prior written or oral understandings, and may only be changed by a
written amendment executed by both parties, The following Attachments are hereby
made a part of this AGREEMENT:
Attachment A--Scope of Consultant Services
Attachment B--Scope of City Services
Attachment C--Estimated Costs
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed in quadruplicate by their respective authorized officers or representatives
as of the day and year first above written.
OF WOODBURN
By:
Nancy A. Kirksey, Mayor
Attest:
Mary Tennant
Deputy City Recorder
Approved as to Form:
City of Woodburn
Legal Counsel
B;:n.~ .G~/)
N. Robert Shields
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Attachment A
CIlY OF WOODBURN
SEWERAGE FACILITIES PLAN
SCOPE OF SERVICES
The specific services which the ENGINEER agrees to furnish are as indicated. Changes
in this Scope of Services will be subject to renegotiation and implemented through an
Amendment to this AGREEMENT.
PHASES 2 AND 3
DATA COLLECTION, FIELD INVESTIGATIONS, ALTERNATIVES
DEVEWPMENT, EVALUATION, AND ANALYSIS
TASK FI--DEFINffiON OF SERVICE AREA
Objective
Consider two service areas, the Woodburn Utility Service Area and a Regional Service
Area. The Regional Service Area would be considered for sludge handling, septage
receiving, and laboratory services only , Use cooperatively collected data and City-provided
aerial photographs to identify the service study area. Estimate the selected service area's
growth potential.
Woodburn Utility Service Area (WUSA)
The WUSA will include the current area inside Woodburn's Urban Growth Boundary
(UGB) and areas outside the UGB which could reasonably be served by the Woodburn
Wastewater Treatment Plant, Areas identified by the City are the mobile home park north
of MacLaren and a potential industrial area west of 1-5.
Comprehensive Plan projections for land use and population densities of undeveloped
areas will be used for the Woodburn area, City planning staff will provide population
and land use inventories for existing and future service areas. Planning area characteristics
(such as soils, rainfall, topography, etc,) will be based on the summary in the October 1976
Facilities Plan and updated to reflect current conditions, The residential, commercial,
and industrial population equivalents (PE) projections from the January 6, 1987, Woodburn
Facilities Capital Improvements Plan data will be used unless otherwise modified by the
City of Woodburn.
A-I
PDX754.016.51
Regional Service Area
One regional service area scenario will be considered. Population projections from Portland
State University will be used for estimating septage flows, sludge quantities and lab
requirements for the regional service area, Estimates will be made using existing data,
engineering judgment, and per capita textbook loadings.
Task Descriptions
Fl.lO
F1.20
F1.30
Fl.40
F1.50
Fl.60
F1.70
F1.80
F1.90
Product
Hold one workshop to define two potential future service areas for the
City using current comprehensive plan documents. One service area
shall be a service area serving WUSA The second service area shall
be a Regional Service Area. The Regional Service Area would be defined
for sharing sludge handling, septage receiving, and laboratory services,
with interested municipalities as defined by the City.
Graphically document the future service areas.
Describe the existing service area.
Define the Regional Study Area and identify services to be provided by
the City (laboratory, septage or sludge management, operations,
maintenance, etc,).
Obtain and review regional population projections from Portland State
University,
Make estimates of septage and sludge quantities based on population
and per capita loads and estimate laboratory usage,
Prepare a draft summary of findings for review by the City in Technical
Memorandum (TM) No. Fl. Include the study area limits for the
facilities plan.
Hold review meeting to discuss review comments,
Finalize TM No. FI.
Upon completion of the analysis, a written technical memorandum (TM No, Fl) that
includes the study area figures will be submitted,
PDX754.016.51
A-2
1
TASK F2--BIG PICTURE ALTERNATIVE SELECTION
Objective
Develop preliminary cost estimates for the following treatment and reuse alternatives.
Base estimates on currently available, population and flow projections for the Woodburn
UGB and on estimates of septage flows and sludge quantities for the regional alternative
for 2020.
Existing Plant Modifications
· Expansion of plant at current site with no industrial separation
Advanced wastewater treatment to meet total maximum daily loads
(TMDLs )
Summer effluent irrigation to private land and/or publicly owned land;
assume Level III treatment
· Expansion of plant with separation of industrial flows
Industrial lagoon to hold industrial flows for irrigation at the Woodburn
plant
Assume three existing food processors (Smuckers, North Marion,
and Woodburn Fruit)
Assume three existing non-food processing industries
New Plant Site
· New plant site (for West Woodburn flows from new lift station and future
flows), Upgrade existing plant to take a portion of City's flow and treat to
advanced stage and discharge to Pudding River or field irrigate; remaining
City flow to go to new plant.
Reuse
· Irrigation of food processing flows at Serres and other farms near industries
(without a lagoon)
· Summer effluent irrigation to private land and/or publicly owned land; assume
level III treatment
· Constructed wetlands treatment
A-3
PDX754.016.51
· Summer irrigation at new site (assume Level III treatment)
Zero Discharge
· Summer (assume 4 months) holding alternative with winter discharge to
Pudding River; treatment to 20 mgIL BOD and TSS before discharge to
holding lagoon.
Regionalization
· Regional septage, sludge-handling, and lab facilities, serving St, Paul, Gervais,
and Donald.
Alternative feasibility will be based on:
· Present worth cost comparisons from EP A cost curves and recent CH2M HIlL
experience; units of comparison to be in $/mgd and $/dry ton of sludge
· Ability to implement and construct
· NPDES performance
· Environmental impacts
The City will select one alternative for further investigation based on findings of the above
evaluation.
Task Descriptions
F2,lO
F2,20
F2.30
F2AO
F2.50
F2.60
PDX754.016.51
Hold one meeting with local jurisdictions of the regional alternative to
determine interest and feasibility,
Hold one internal workshop to refine alternative concepts, criteria, and
cost estimating data,
Develop cost estimates for the year 2020 based on data available at the
time of the estimate, Document cost estimating guidelines.
Prepare a final technical memorandum (TM No. F2) outlining the findings
for this task, including assumptions made in determining the estimates.
Hold a meeting with City staff to review the Technical Memorandum.
Prepare and hold a workshop with City Council to review the results
of the analysis.
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F2.70
Product
Finalize Technical Memorandum No, F2.
Upon completion of the analysis, a written technical memorandum (TM No. F2) that
summarizes the alternatives, criteria and the cost estimates will be submitted, Handouts
and graphics for City Council Workshop will be prepared.
TASK F3--PLANNING PROJECTIONS
Objective
Refine and finalize population and wasteload projections for the alternative identified
in Task F2, The City of Woodburn population will be based on the 1987 Capital
Improvements Plan report and City planning updates. A 30-year planning period (1990-
2020) will be analyzed with project design phased over 10- to 20-year periods.
Develop loading projections for sanitary, industrial, and infiltration and inflow (III)
contrIbutions for the year 2020 and for saturation development (full buildout). Intermediate
years 2000 and 2010 waste loads will be interpolated between current and year 2020
wasteloads. Average, peak, and per capita flows will be estimated.
Task Descriptions
F3.1O
F3.20
F3.30
F3.40
F3.50
F3.60
Product
PDX7S4.016.51
Hold one meeting with City officials and other interested people to
discuss existing and current data and assumptions for future growth,
Summarize flows and wasteloads from residential (including transient
populations), commercial, III, and industrial sources,
Summarize the projected wasteloads in terms of flow, Total-, Soluble-
and Carbonaceous-Biochemical Oxygen Demand (TBODs, SBODs,
CBODs)' total suspended solids (TSS), and ammonia-nitrogen (NHrN).
The nonfresh fruit canning period (November through May) and the
fresh-fruit canning period (June through October) will be considered,
Prepare a draft technical memorandum detailing findings on projected
loads.
Hold review meeting with City to discuss review comments.
Incorporate City comments into the final Technical Memorandum,
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Upon completion of the analysis, a written technical memorandum (TM No. F3) will be
submitted,
TASK F4--COLLECTION SYSTEM EVALUATION
The key elements of a collection system evaluation are:
· Flow monitoring program
· Collection system inventory
· Infiltration and inflow (III) analysis
· III control program
Objective
The flow monitoring program will be conducted by the City. Dry and wet weather flow
events are to be monitored by the City. The data available at time of initial analysis will
be used in the collection system evaluation and III analysis for the facility plan report.
Collection System Inventory
Inventory the major features of the existing City collection system including diameter, length,
condition, year of installation, and material. Information provided by the City will include
pipeline diameters, lengths and slopes between adjacent manholes, manhole rim, and invert
elevations,
A computerized Systems Analysis Model (SAM) of the City collection system will be
developed from the data gathered in this task. The model will include pipes of size 10
inches and larger and their corresponding manholes, Smaller pipes that serve as trunk
sewers, as identified by the Engineer, will also be included. Population and loading
information will be added to the model by sub-basin, and a technical memorandum will
be prepared to describe and review findings.
Input existing flow data and future development flow projections into the SAM model.
Run the SAM model for current conditions (1989-1990), 1995 conditions, and saturation
conditions, The 1995 and saturation conditions analysis will include the WUSA The City
will provide a sketch of the sewers for the proposed industrial and mobile home park service
areas outside the UGB.
VI Analyses
Infiltration and inflow analyses will be conducted to determine III that can be cost effectively
removed,
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PDX754.016.51
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1/1 Control Program
The current III control program will be documented,
Task Descriptions
The following tasks will be performed to establish an effective flow-monitoring program:
F4,OQ
F4.02
F4,04
F4,Q6
F4,08
Meet with the City staff to discuss the current flow monitoring efforts.
Develop guidelines for a flow monitoring program,
Define monitoring locations for five basins,
Obtain rainfall data. Organize and interpret flow meter data.
Draft Technical Memorandum No. F4,1.
The following tasks will be performed as part of the collection system analysis:
F4,lO
F4,12
F4.14
F4.16
F4,18
F4,20
F4.22
PDX754.016.51
Meet with the City staff to discuss known system limitations. Tour the
system, Develop criteria for collection system hydraulic analysis. Criteria
will include minimum pipe diameter, pipe slope, roughness coefficient,
velocity, percent of full pipe at peak conditions, and III component. City
staff will review the criteria before evaluation,
Organize demographics, land use, and population data for input into
the SAM model.
Collect data from the City including a map of the sewer system to be
modeled, Determine the subbasin boundaries and potential routes of
sewer main extensions,
Obtain water records. Determine typical winter month water use.
Determine total and per capita sanitary contribution. Determine
commercial and industrial contribution.
Examine plant sewage flow records to determine average dry weather
flow and peak wet weather flows. Establish relative levels of sanitary
flow and III for each of these conditions,
Organize flow data on system to be modeled,
Build input files. Run the SAM model for current analysis and calibra-
tion. Interpret results, Calibrate model to metered data.
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F4.24
F4.26
F4,28
F4.30
F4.32
F4.34
F4.36
F4.40
Modify input files to represent 1995. Run model and interpret results.
Modify input files to represent saturated development conditions, Run
model and interpret results.
Using data and hydrograph information provided by SAM, evaluate the
major reaches of the City's existing transmission system to determine
its ability to handle current and future flows, Compare the model output
with available field monitoring flow records.
Identify collection system deficiencies.
Evaluate the current collection system using two STPs, (Maintain existing
plant and build new one in west Woodburn,)
Prepare draft Technical Memorandum No. F4.2,
Meet with the City to review draft TM Nos, F4.1 and F4.2.
Finalize TM Nos, F4.1 and F4.2.
The following tasks will be performed to formalize the City's 1/1 control program:
F4.42
F4,44
F4.46
F4,48
F4.50
F4.52
F4.54
F4.56
PDX754.016.51
Meet with the City staff to discuss current City sewer regulations, flow
monitoring efforts, and inspection and maintenance procedures.
Develop improvement alternatives for III mitigation.
Project III removal effectiveness using sewer rehabilitation techniques.
Provide estimates of the amount of III that may be cost-effective to
remove from the system in draft TM No, F4.3,
Evaluate the City's current III control program including television
monitoring and smoke testing procedures and evaluation.
Formalize the City's 1/1 program in a draft technical memorandum TM
No, F4.4,
Meet to review the City's comments.
Finalize TM Nos. F4.3 and F4.4,
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Product
Upon completion of the analysis, written technical memoranda Nos, F4,l, F4,2, F4.3, and
F4.4 will be submitted. A complete SAM model of the collection system will be delivered
to the City, together with one copy of the standard SAM user's guide.
TASK F5--TREATMENT REQUIREMENTS
Objective
Identify existing and potential wastewater treatment requirements subject to fmal TMDL
allocations. Address groundwater quality in the vicinity of the existing lagoon model dilution
zone to the Pudding River,
Task Descriptions
F5.1O
F5.20
F5.30
F5.40
F5,50
F5,60
F5,70
F5.75
PDX754.016.51
Review water quality study results published by the DEQ and provide
written comments for use by the City. Review proposed water quality
regulations to establish the level of treatment that may be required in
the future.
Conduct chronic and acute bioassays of the Woodburn Wastewater
Treatment Plant effluent,
Examine the City's laboratory testing programs to establish compliance
with EPAand DEQ regulations. If needed, make suggestions to expand
the City's programs. Evaluate programs for their suitability to monitor
regulated materials, including biochemical oxygen demand (BOD), total
suspended solids (TSS), nutrients, and toxics.
Run a computerized model of the Pudding River dilution zone using
USEPA modelling program. (City to take field measurements.) (Dye
test not included in this scope.)
Perform an analysis of hydraulic capacity of existing outfall and diffuser.
Identify diffusion alternatives to provide the required dilution and
hydraulic capacity for the Pudding River.
Review and summarize groundwater monitoring results in the vicinity
of the existing lagoon,
Review and summarize stormwater regulation implications.
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F5,80
Prepare a draft Technical Memorandum No. F5 summarizing the results
of the review.
F5.90
Hold a meeting with City staff to review the findings of this task. Jointly
select the target treatment requirements for planning purposes.
F5.95
Prepare a final Technical Memorandum No. F5 covering the water quality
issues and effluent limitations.
Product
Upon completion of the analysis, Technical Memorandum No, F5 will be submitted.
TASK F6--WASTEWATER TREATMENT FACILITIES
Objective
Identify and evaluate alternatives for expansion of the wastewater treatment plant on the
existing site, A single liquid stream treatment plant option will be identified for further
development.
A selected treatment expansion alternative to meet the capacity projections and treatment
requirements at 2020 and at saturation will be developed. Sizing of treatment processes
and site plan layouts of proposed facilities will be included,
Preliminary estimates of capital and O&M costs associated with the alternative will be
developed. Costs associated with treatment requirements will be separated from costs
associated with growth. Environmental, reliability, and implementability considerations
for the alternative will be identified and a meeting with the City staff will be held to review
the findings of this task, A final technical memorandum detailing these findings will be
prepared.
The following criteria will be used to develop and evaluate the alternative selected in Task
F2:
· Ability to reliably meet current regulatory requirements
· Ability to address potential future regulatory requirements
· Implementation feasibility
· Operation and maintenance characteristics
· Energy use and resource recovery
· Land use and resource impacts
· Aesthetics
· Capital and operation/maintenance costs
· Adaptability to phased construction
· Odor control
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PDX754.016.51
If
· Noise control
· Vector control
F6A--Existing Plant Modifications
Objective
Task Descriptions
F6A1
F6A2
F6A3
F6A4
F6A5
F6A,6
F6A, 7
Product
Review existing data and re-evaluate previous recommendations to
upgrade the existing treatment facilities.
Develop the alternative that will meet new TMDLs and effluent quality
standards to be established by DEQ.
Develop cost estimates of this alternative,
Hold meetings with plant staff and DEQ to evaluate the alternative and
recommendations,
Write a draft Technical Memorandum (TM) No. F6A summarizing the
analysis.
Review TM No. F6A with City staff,
Finalize TM No, F6A.
Upon completion of the analysis, Technical Memorandum No. F6A will be submitted.
F6B--Emuent Reuse
Objective
Evaluate irrigation of treatment plant effluent during 4 months of the dry season.
Task Descriptions
F6B.1
F6B.2
PDX754.016.51
Augment CH2M HILL's effluent irrigation feasibility study submitted
to the City of Woodburn on July 21, 1989.
Review recent data on effluent quality and quantity and new restrictions
to the Pudding River to develop the volume of water to be land applied.
A-ll
F6B.3
F6B.4
F6B,5
F6B.6
F6B. 7
F6B,8
F6B,9
Product
Estimate land requirements.
Identify suitable irrigation loading rates based on soil, cropping, and
precipitation information.
Investigate potential application areas to verify land use, croppmg
patterns, and irrigation practices.
Develop a conceptual design and operations plan to comply with DEQ
land application regulations.
Identify issues that may impact feasibility,
Provide a cost estimate for a more detailed engineering evaluation.
Summarize findings and recommend a plan of action for implementation
of the alternative,
Upon completion of the analysis, Technical Memorandum No. F6B will be submitted.
F6C--Zero Discharge
Objective
Develop and evaluate storage facilities allowing zero discharge during 4 months of the
dry season with wet season discharge.
Task Descriptions
F6C.l
F6C.2
F6C.3
F6C.4
Product
Evaluate existing lagoon expansion.
Based on the 30-year flow and wasteload analysis, define modifications
to the existing system,
Define and evaluate alternate lagoon location.
Develop cost opinions for expansion of the existing and alternate lagoon
system.
Upon completion of the analysis, Technical Memorandum No. F6C will be submitted,
PDX754.016.51
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1
F6D--Constructed Wetlands
Objective
Evaluate constructed wetlands for effluent reuse. Issues relating to discharge alternatives,
such as water quality and volume requirements, location of existing wetland resources,
proximity to developed areas, and suitability of using several options will be evaluated,
The need for interbasin transfer in order to use suitable sites will also be addressed.
Opportunities for enhancing degraded ecosystems and wildlife habitats and encouraging
recreation and education benefits will be considered,
Task Descriptions
F6D.l
F6D,2
F6D,3
F6D.4
F6D.5
F6D.6
Product
Describe a probable constructed wetlands system design.
Develop a detailed outline describing the wetland disposal option, based
on projected volume and water quality data. Preliminary conceptual
design criteria such as treatment area, residence time, and water depth
will be determined. A preliminary review of potential sites will be
conducted, using existing topographic, soils, surface water and ground-
water, and land ownership and zoning information.
Conduct field visit to review potential sites and confirm background
information on potential sites,
Prepare preliminary cost estimates for the wetland disposal options, based
on the conceptual model developed in the detailed outline of this option.
Estimates will include conveyance costs; land acquisition costs; and
operations, management, and monitoring expenses.
Summarize results of the above tasks in an initial draft Technical
Memorandum No. F6B, which will go to the City for review.
Finalize TM No. F6D as necessary based on City comments,
Upon completion of the analysis, TM No, F6D will be submitted.
F6E--New Plant Location
Objective
Define and evaluate a second treatment plant site for partial current flows and future
flows.
PDX754.016.51
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Evaluate existing plant upgrades to meet Pudding River TMDLs for a portion of the City's
flow.
Task Descriptions
F6E,l
F6E.2
F6E.3
F6AA
F6A5
F6A6
F6A,7
F6E,8
F6E,9
Product
Develop one treatment alternative for the new plant,
Develop cost opinions.
Submit draft Technical Memorandum No. F6E summarizing the
alternative.
Review existing data and re-evaluate previous recommendations to
upgrade the existing treatment facilities.
Develop the alternative that will meet new TMDLs and effluent quality
standards to be established by DEQ.
Develop cost opinions on this alternative.
Hold meetings with City staff and DEQ to evaluate the alternative and
recommendations.
Hold meeting with the City to review City comments. City to select
alternative to be recommended.
Finalize TM No. F6E.
Upon completion of the analysis, Technical Memorandum No. F6E will be submitted,
F6F -Regional Service
Objective
Evaluate handling of septage, sludge, and laboratory testing on a regional level.
Regionalization would include two options: (1) receive and treat septage and sludge, and
receive laboratory samples for testing from other treatment plants at the existing WWTP;
or (2) perform the same services at a new site,
Task Descriptions
F6F.05 Hold one meeting with the regional personnel and DEQ about regional
treatment and disposal.
PDX754.016.51
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11'
F6F, 10 Evaluate the impact of receiving septage on the Woodburn WWTP
capacity and performance from sources such as St. Paul, Donald, and
Hubbard.
F6F.15 Define modifications to the existing site necessary to handle regional
septage.
F6F.20 Define new site requirements necessary to handle regional septage.
F6F.25 Evaluate sludge handling at a regional level.
F6F.30 Define modifications to the existing site necessary to handle regional
sludge.
F6F.35 Define new site requirements necessary to handle regional sludge.
F6FAO Develop cost opinions from EP A cost curves for modifications.
F6FA5 Prepare a draft Technical Memorandum No. F6F.
F6F.50 Hold a meeting with the City to review comments,
F6F,60 Incorporate comments into final TM No. F6F.
Product
Upon completion of the analysis, Technical Memorandum No. F6F will be submitted,
F6G--Advanced Treatment
Objective
Evaluate advanced wastewater treatment (A WT) options to meet current and future
regulatory requirements.
Task Descriptions
F6G,lO Develop one A WT treatment alternative that will meet effluent quality
standards of the Pudding River.
F6G .20 Develop cost opinions,
F6G.30 Develop phased schedule for implementation.
F6GAO Submit a draft technical memorandum summarizing the alternative,
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PDX754.016.51
F6G.50 Hold meeting with the City to review City comments. City to define
alternative to be recommended.
F6G.60 Finalize TM No, F6G.
Product
Upon completion of the analysis, Technical Memorandum No, F6G will be submitted,
TASK F7--INDUSTRIAL PRETREATMENT PROGRAM
Objectives
Review the City's industrial pretreatment ordinance. Review Industrial Pretreatment
Permits for allowable discharges and determine industrial contributions to the treatment
plant, The City staff will select the reserve capacity to be designated for future industrial
load.
Task Descriptions
F7.1O
Obtain and review pretreatment ordinance and industrial permits.
F7.20
Summarize existing industrial flows and loads,
F7,30
Obtain reserve capacity to be designated to future industrial load from
City.
F7.40
Summarize results in draft Technical Memorandum No. F7.
F7,50
Incorporate City comments in final TM No. F7,
Product
Upon completion of the analysis, Technical Memorandum No, F7 will be submitted,
TASK F8--ENVIRONMENTAL REVIEW DATA AND ANALYSIS
Objectives
Define existing site conditions,
Task Descriptions
8.10 Review background site conditions,
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PDX754.016.51
i
8.20 Write draft Technical Memorandum No, F8 summarizing conditions,
8.30 Incorporate City comments in final TM No. F8.
TASK St--SLUDGE VOLUME ANALYSIS
Objectives
Sludge quantities will be estimated for the 30-year study period (1990-2020) for the
alternative( s) identified in Task 4, These quantities will be used in evaluating the future
sludge treatment, handling, and disposal needs,
Task Descriptions
The following work tasks will be undertaken to accomplish the objectives.
S1.1 Estimate sludge quantities based on plant effluent requirements and
treatment options.
S1.2 Evaluate current sludge management practices with plant personnel.
S1.3 Evaluate current anaerobic digestion capacity and performance in relation
to projected loadings,
S1.4 Evaluate sludge land application practices based on current EP A and DEQ
regulations,
S1.5 Discuss geographic considerations, cropping practices, land availability,
management strategies, applications rates, beneficial use program, potential
application areas, transportation methods, and land application methods
pertaining to sludge reuse.
S1.6 Evaluate sludge disposal alternatives based on current federal and state
regulations (existing and proposed) such as:
Liquid secondary sludge to drying beds/land application
Dewatered sludge to drying beds/land application
Liquid sludge storage/land application
Dewatered sludge to unconfined composting system
S1.7 Prepare a technical memorandum outlining the findings for this task
including assumptions,
S 1.8 Prepare TM No. S 1.
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PDX754.016.51
S1.9
Sl.lO
Product
Upon completion of the analysis, Technical Memorandum No. SI will be submitted,
Hold a meeting with City staff to review the Technical Memorandum,
Incorporate City comments into TM No. Sl.
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PDX754.016.51
...
PHASE 4
PUBLIC INVOLVEMENT AND FINALIZATION OF FACILITIES PLAN
TASK PI--PUBLIC INVOLVEMENT AND MITIGATION
Objective
Hold three public meetings in conjunction with Facility Planning. One public meeting
to solicit public input will be held prior to selection of the recommended alternative,
Prepare a mitigation program for a selected alternative, developed under Task F6, in
the areas of odor, noise, vectors, and visibility.
Task Descriptions
P1.05 Hold an initial work session with City staff to become familiar with the
City's mitigation objectives and discuss possible roles of mitigation in the
project.
PLIO Prepare for and attend one informational public meeting prior to selection
of an alternative.
P1.15 Summarize public comments in written meeting notes,
P 1.20 Take photographs for visual analysis of the proposed site and surrounding
context, environmental features, character, opportunities and constraints,
P1.25 Develop a mitigation concept through the year 2020 for the selected plant
layout.
P 1.30 Develop a capital cost estimate of the measures for the mitigation concept,
P1.35 Prepare a technical memorandum that outlines the mitigation program
and summarizes the alternative concepts considered.
P1.40 Hold a work session with the City staff to review the mitigation program.
P1.45 Prepare for and participate in one public workshop on the selected
alternative and mitigation measures. The project will be summarized in
a graphical handout. 1500 copies will be made,
P 1.50 Summarize public comments in written meeting notes,
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PDX754.016.51
Product
Upon completion of the public meetings, 10 copies of the written meeting notes will be
submitted. Mitigation measures will be summarized in TM PI.1. 1500 copies of the
graphical summary handout will be made for the City,
TASK P2--FACILITIES PLAN PREPARATION
Objective
Develop the Final Facilities Plan. The draft document will include the completed technical
memorandums,
Task Descriptions
P2,10 Submit a draft facilities plan report to the DEQ, The technical memoran-
dums developed in previous tasks will be used as chapters in the facilities
plan, City and in-house review comments received up to the time the draft
is due to DEQ, will be incorporated into the report as appropriate. An
executive summary will be included summarizing the results of the study.
P2.20 Hold a meeting with City and state staff to discuss the report. Provide
responses to questions that come up during the review. Discuss review
comments with the City staff, Incorporate review comments as appropriate,
P2.30 Produce final Facilities Plan.
Product
The City will be provided with 20 copies of the Final Facilities Plan.
TASK P3--FACILIlY PLAN MANAGEMENT
Objective
Task Descriptions
P3,lQ Develop a written work plan, Prepare a detailed project schedule, Oversee
the activities of project team members, schedule their work, and monitor
the progress of individual sections of the work. Adjust work and staff as
needed to maintain the budget and schedule. Administer the contract
and prepare invoices.
P3.20 Prepare project progress reports during the facilities planning contract
and submit to DEQ in accordance with Schedule C of the Woodburn
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PDX754.016.51
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lr
WWTP NPDES permit, To be done by June 1 and December 1 of the
year after the City's waste load allocation is established.
P3.30 Document progress to date with each billing invoice, Key project
management decisions and schedule revisions will be documented in writing.
P3.40 Manage the Financial Plan and Sewer Rate Analysis activities,
P3,50 Review the existing records with the City staff, If additional records are
required, a data request list will be prepared and submitted to the City.
P3,60 Maintain a library of data and technical memorandums used during the
planning effort, This task will include document control to ensure that
data is returned to the original source when the plan is completed.
P3,70 Participate in coordination and technical review meetings,
P3,80 Attend 2 review meetings with DEQ.
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PDX754.016.51
Phase 5
Financial Plan and Sewer Rate Analysis
TASK Rl: REFINEMENT OF APPROACH
Objectives
Obtain data and refine approach.
Task Descriptions
R1.10 Provide the City of Woodburn with a data request list to conduct the
financial and sewer rate analyses.
This list will consist of various operational and financial data to be used
in the study. The City of Woodburn will assemble the available data and
provide them to CH2M HILL in approximately 2 weeks. Both the City
of Woodburn and CH2M HILL agree that any additional time required
to provide this information could affect the overall time schedule for the
study.
R1.20 Review the data and become familiar with the utility system as it pertains
to the rate study.
R1.30 Review the existing rates for the utility and any prior rate studies for the
City of Woodburn and/or City policies concerning rates.
R1.40 Meet with City of Woodburn staff to discuss the rate-related issues facing
the City and to confirm the specific City objectives for the financial plan
and the rate study.
In addition, CH2M HILL and the City of Woodburn will discuss the
technical approaches that could be used to develop the rates for the utility
and will select one approach to be implemented. The technical approach
to determining system development charges will also be selected.
R1.50 Prepare a memorandum summarizing the results of all Rl tasks,
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PDX754.016.51
11
Product
Upon completion of the analysis, a written technical memorandum No. Rl will be submitted.
TASK R2: DEVELOPMENT OF RATES AND CHARGES
Objectives
Develop rate charges that reflect current costs and projected improvements costs.
Task Descriptions
R2,lO Prepare a data request list for any additional information that may be
needed to implement the approaches selected in Task RIA.
The City of Woodburn will collect the available data and provide them
to CH2M HILL. The City of Woodburn and CH2M HILL agree that
the City's responsibility for data collection shall be limited to assembling
and providing existing information that may be obtainable from the City's
database software, existing information reports, and other readily usable
sources. The City shall not be required to generate new information that
does not already exist in its records. The City of Woodburn and CH2M
HILL's staffs will discuss and work to resolve any questions of data that
may be difficult to collect or unavailable.
R2.20 Project revenue requirements (i,e., system costs) for the wastewater system
for the next 10 years.
Nonrate revenues will also be projected for this period. Regulatory
requirements and the Facilities Plan results will be considered in formulat-
ing these projections. Included in this task will be a review of the options
for financing system improvements and a recommendation of which
alternative to implement,
R2.30 Allocate the projected revenue requirements for the next 3 years to the
relevant functional parameters for the utility and then allocate the costs
by parameter to customer classes,
The functional parameters for the wastewater system will include system
flow, BOD, suspended solids, and customer services, The allocation
procedures will be performed in conformance with applicable federal
regulations and accepted cost-of-service principles. Any noncost-of-service
policies (i,e., subsidies, penalty charges, special discounts, etc.) will be
included only as directed by the City. Customer classes will include both
retail and wholesale users.
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PDX754.016.51
R2.40 Develop two rate alternatives.
Rate alternatives could include differing financing methods for identified
capital improvements, differing customer classification groupings, and/or
differing rate structures (e.g., flat rates, uniform volume rates, declining
block rates). The City of Woodburn and CH2M HILL understand that
the purpose of developing rate alternatives is to provide the City flexibility
in the rates it considers for implementation, given the advantages and
disadvantages of the various options. All rate alternatives will be consistent
with cost-of-service principles, unless direction otherwise is given by the
City of Woodburn. Additional alternatives beyond the two provided for
the City shall be considered beyond the scope of this agreement and subject
to further negotiations. Rate alternatives shall be defined and differences
in rate structure or rate methodology shall not be considered as alternatives
unless such modifications require an additional draft report or an additional
final report. CH2M HILL will also calculate one system development
charge alternative for the utility, These development charges will be
determined using the methodology selected in Tasks Rl.4 and R2.5.
R2.50 Determine system development charges for the utility.
The charges will be determined in accordance with recent legislation
specifying the requirements for these charges and the options on which
they are based. CH2M HILL will review the options with the City of
Woodburn and select the option most appropriate for the City's circum-
stances.
R2,60 Complete a rate and development charge updating model and a user
manual for the utility,
The model will operate on IBM-compatible hardware and Lotus 1-2-3
software, The City of Woodburn will provide its own hardware and
software, and CH2M HILL will provide the model files on diskettes.
CH2M HILL will conduct a training session on the use of these models
for the City of Woodburn staff and provide two copies of the user manual.
R2.70 Prepare 10 copies of a draft report for the City of Woodburn to review,
R2.80 Prepare 20 copies of a final report,
Approximately 2 weeks after receiving City of Woodburn comments on
the draft report, CH2M HILL will prepare and deliver 20 copies of the
final report.
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PDX754.016.51
1
R2.90 Make two formal presentations of study results.
It is anticipated that one presentation will be at a City Council meeting.
The other presentation will be as requested by the City of Woodburn.
CH2M HILL will provide the presentation materials (e.g., overheads,
tlipcharts, slides) to be used in the presentations, and the City of Woodburn
will provide any presentation materials it may require for presentation
participation by its staff (if any), Additional presentations, if requested
by the City of Woodburn, will be considered beyond the scope of services
and fee agreement for this contract.
Product
Upon completion of the Task R2, deliver 20 copies of the final report.
OTHER SERVICES
For other services not specified, but subsequently requested by the OWNER, an amount
shall be negotiated at the time each service is requested,
A-25
PDX754.016.51
Attachment B
SCOPE OF CIlY SERVICES
The City shall assist the Consultant in carrying out its obligations under the Agreement
by providing the following general services:
(a) Give thorough consideration to all reports, technical memorandums
sketches, estimates, drawings, specifications, proposals, and other docu-
ments presented by the Consultant, and shall inform the Consultant of all
decisions. Review and respond to documents presented by the
Consultant within 2 weeks of submittal.
(b) Hold all required meetings,
(c) Furnish any readily available information regarding previous studies,
maps, plans and specifications for existing facilities or previous sites.
(d) Monitor progress of work and advise the Consultant if additional effort is
necessary to meet time constraints.
(e) Obtain any DEQ and EP A regulatory approvals that may be necessary
for construction of the projects.
The City shall assist the Consultant in carrying out its obligations under the agreement
by providing the following services. The services include but are not limited to:
Task Fl
· Identify service study areas
· Provide aerial photographs of study areas
· Provide City's projections and inventories for land use and population
densities
Task F2
· Contact municipalities to determine interest in regional concept
· Provide estimate of industrial flows quantities and quality for planning
purposes
B-1
pdx7541018.51
11'
· Identify one alternative for development
Task F3
· Provide City planning personnel to discuss existing data, current data, and
assumptions for future growth
Task F4
· Provide City's computer-aided drawings (CAD) for collection system
inventory. Information will include pipeline diameters, lengths, and
slopes, and invert elevations as well as manhole rim and invert elevations.
· Provide pump station as-built drawings
· Pump station hour meter readings from July 1988 to May 1990
· Water use records for the 12-month period ending in August 1990
· 1/1 reports to DEQ: 1984 to 1989
· Television inspection data
· Smoke test records
· Dry weather flow field data
· Wet weather flow field data
· Update sewer system map
Task FS
· Submit laboratory and test procedures
· Provide background Pudding River water quality data
· Take samples for bioassay
· Continue groundwater monitoring
Task F6
· Contact regional municipalities if regional alternative is pursued
B-2
pdx7541018.51
Task F7
· Update pretreatment ordinance and permits
Task 81
· Provide current sludge management practices
Task PI
· Provide mitigation goals
· Hold public meetings
· Advertise public meetings
B-3
pdx7541018.51
.".
Attachment C
BUDGETARY COSTS
Facility Big Picture
Plan Alternative
Description General Selected Totals
Define Service Area $ 13,000
Big Picture Alternatives 35,000
Planning Projections 9,000
Collection System* 10" 84,000
Treatment Requirements 25,500
Treatment General 18,000
Expansion at Existing Site $15,000
Irrigation 13,000
Storage 7,000
Wetlands 25,000
New Plant 28,000
Region 15,000
Sludge Volume Analysis 21,000
Environmental Assessment 3,500
Public Involvement & Mitigation 25,500
Plan Preparation 17,500
Project Management 35,000
Rate Study 20,500
Subtotal $307,500 $28,000 $335,500
Contingency @ 10% 30,750 33,550
TOTAL $338,250 $369,050
PDX754.021.51
C-1
Attachment C
BUDGETARY COSTS
Facility Big Picture
Plan Alternative
Description General Selected Totals
Define Service Area $ 13,000
Big Picture Alternatives 35,000
Planning Projections 9,000
Collection System* 10" 84,000
Treatment Requirements 25,500
Treatment General 18,000
Expansion at Existing Site $15,000
Irrigation 13,000
Storage 7,000
Wetlands 25,000
New Plant 28,000
Region 15,000
Sludge Volume Analysis 21,000
Environmental Assessment 3,500
Public Involvement & Mitigation 25,500
Plan Preparation 17,500
Project Management 35,000
Rate Study 20,500
Subtotal $307,500 $28,000 $335,500
Contingency @ 15% 46,125 50,325
TOTAL $353,625 $385,825
PDX754.022.51
C-1
-
MEMO
TO:
FROM:
DATE:
SUBJECT:
MAYOR AND CITY COUNCIL
MICHAEL QUINN, CITY ADMINISTRATOR
OCTOBER 12, 1990
WORKSHOP - DOWNTOWN CONCERNS
The City Council has called for a workshop with interested citizens about
problems, concerns and potential solutions to our deteriorating downtown
environment. Over the years there have been many suggestions, some attempts,
and plenty of frustration as to reaching a viable consensus on a downtown
plan of action, Some of the major efforts the last five years have been:
(1) Rebirth of the Woodburn Downtown Association as a business advisory
group,
(2) Downtown design plan by Chemeketa Community College students which
restored historical architecture to the building facades,
(3) Building improvements to the block involving Sawtelle's Pharmacy
building and the Salud Medical Center building, as well as the removal of
Calamity Jane's Tavern and some downtown parking lot improvements.
(5) Establishment of a Downtown Historic District zone designation
to preserve and control certain land uses to the area.
(6) Increased efforts through public services to institute a business
crime watch program, institute foot patrol and special police enforcement
tactics, increase the street lighting downtown and alter the landscape relief
with an emphasis upon safety, and participate in the Mayor's litter control
walks and efforts,
(7) Improved the downtown residential units through an aggressive
rehabilitation program.
(8) Concentrated capital improvements on Front Street as well as related
street resurfacing as necessary.
11'
Memo to Mayor & Council
October 12, 1990
Page 2
(9) Established the "Downtown Development Program" as an integral
part of the City's Comprehensive Plan goals through Ordinance 1969 adopted
in 1987. This plan emphasized goals related to building improvements; citizen
involvement; improving open space areas; improving pedestrian and traffic
circulation on sidewalks, bike paths, and roadways; upgrade utilities and
public infrastructure; and attract neighborhood and cottage businesses to
supplement the pub1ci uses existing in the downtown core.
I guess the point of the above is that some things have been tried and the
CORmon phrase that "nothing has been done" is not exactly true. Clearly,
we have a long way to go and we may find that the previous efforts have
not been successful because they do not address the root causes of the decaying
social and economic environment downtown. This is why this meeting is important
in order to cORmunicate concerns and listen to the people, My staff is
more than willing to work with the downtown residents and businesses; but
we must co1lectiv1ey identify and understand the problems in order to devise
workable solutions. I am sure that success can be achieved if we work together,
MQ/kv
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