TERMS OF REFERENCE FOR CONSULTING SERVICES FOR A STORMWATER FUNDING STUDY

Transcription

1 TERMS OF REFERENCE FOR CONSULTING SERVICES FOR A STORMWATER FUNDING STUDY PROJECT OVERVIEW The City of Guelph (City) wishes to retain a consulting engineering firm to complete a Stormwater Funding Study. The purpose of the study is to determine a sustainable funding mechanism for the City in order to support existing and future stormwater management and drainage needs as well as provide a secure funding source for the long term security and protection of the City s water resources. BACKGROUND In 2011, the City completed a Stormwater Management Master Plan which developed a long-term plan for the safe and effective management of stormwater runoff from urban areas while improving the ecosystem health and ecological sustainability of the Eramosa and Speed Rivers and their tributaries. The master plan integrated aspects of flood control, groundwater and surface water quality, natural environment and system drainage issues into a cohesive City-wide strategy. Due to the significant costs to implement drainage system upgrades recommended in the Master Plan, it was recommended that the City initiate a study to investigate alternative funding mechanisms including the potential for a Stormwater User Pay Rate or Utility Fee. Also in 2012, the City completed a study entitled Sustainable Infrastructure Report which quantified the full life cycle costs to sustain the City s water, wastewater, stormwater and transportation systems in perpetuity. The projected costs of operating, maintaining, and replacing the system components over the next 100 years were compared to the City s current budget in order to quantify the magnitude of the funding deficit or surplus. With respect to the stormwater system assets, the study concluded that the existing budget is significantly inadequate to sustainably maintain the system. The study recommended that the City conduct a formal review of its stormwater related funding sources and investigate the appropriateness of establishing a dedicated stormwater funding source. The City currently owns and operates an integrated stormwater system consisting of a conveyance system that includes pipes, maintenance holes and inlet structures. In addition, the City operates and maintains a variety of storm water facilities (channels, oil grit separators, and ponds). The construction of this system dates back to the early 1900s and consistently has been augmented over the years. 1

2 The City inventory includes information on approximately 457 km of city-owned storm sewers, 10 km of channels (concrete and natural), 7,250 city-owned maintenance holes, 9,565 city-owned single catch basins and 1,600 city-owned double catchbasins, 134 city-owned oil-grit separators and 110 storm water retention ponds. The total asset value of the stormwater system is approximately $506 million with an annual operation and maintenance expenditure of approximately $750,000. The current deferred capital backlog of needs for the linear portion of the stormwater system is approximately $25 Million. The estimated equivalent annual cost for the stormwater system is $6.4 Million. The 2012 budget for stormwater was $2.6 M for rehabilitation, replacement and upgrade / expansion projects. In order to cover the projected cost of $6.4 M for maintaining, repairing, replacing and upgrading / expanding the storm system, the budget would have to be increased by approximately 140%. The Stormwater Management Master Plan identified 25 priority projects to be completed in the first ten year for a total estimated cost of $15.6 million in order to bring the existing storm drainage system to design levels. The estimated total cost of remaining long term stormwater management projects for implementation beyond 2021 was $45.7 million. PROJECT GOALS & OBJECTIVES The purpose of the study is to determine a sustainable funding mechanism for the City in order to support existing and future stormwater management and drainage needs as well as provide a secure funding source for the long term security and protection of the City s water resources. SCOPE OF WORK The tasks associated with the completion of the Stormwater Funding Study are listed below. They have been grouped into main headings each representing decision points or areas of similar types of tasks. TASK 1 RESEARCH AND DATA COLLECTION 1. Assess the City s existing stormwater management programs, operations and maintenance practices, inventory, asset management, on-going monitoring, capital and operational budgeting and other related expenditures. 2

3 2. Utilize Geographic Information System (GIS) parcel fabric and aerial photography (existing and future land use, natural features and ecology, impervious and pervious surfaces), infrastructure inventory, master plans, studies and reports to facilitate assessment of the City s drainage and stormwater management needs. 3. Benchmark the City s stormwater management programs against those of other similar municipalities in Ontario, including levels of service, expenditures and funding mechanisms. TASK 2 LEVELS OF SERVICE AND FUNDING OPTIONS 1. Develop and evaluate various stormwater management program options the City could implement, based on increasing levels of service from current status to a full sustainable program that addresses current and future financial and regulatory demands. 2. Determine a preferred level of service and programs based on evaluation of level of service against a set of criteria which includes social acceptance, financial viability and defensibility. 3. Undertake a review of funding and revenue collection options that have been used to support similar municipal stormwater management programs and evaluate the advantages and disadvantages of each in relation to the City s needs and organizational structure based on established evaluation criteria and the levels of service previously determined. 4. Determine the appropriate funding sources and assess the potential impacts of each alternative funding source. TASK 3 RECOMMENDED PROGRAM AND FUNDING STRATEGY 1. Recommend a stormwater management program for the City to implement that will meet the desired levels of service, targets for compliance with regulations and guidelines, and other future pressures. 3

4 2. Present stormwater financing funding options and recommend the preferred option that offers a fair and equitable method for allocating the costs of the recommended stormwater management program. 3. Develop and evaluate several scenarios and preliminary financing structures for the preferred funding option. All available spatial information and data attributes, such as tax assessment data and GIS information, will be provided by the City for the purposes of this study in order to conduct statistical parcel analysis. 4. Develop a strategy to proceed with the implementation phase of the Stormwater Funding Study including specific tasks, schedule and goals that will inform decisions based on equity and fairness, full cost recovery, efficiency, practicality and environmental soundness. 5. Prepare an implementation plan based on the preferred funding source and rate structure including a discussion on the applicability and eligibility with respect to stormwater credits. TASK 4 COMMUNITY ENGAGEMENT AND REPORTING Community engagement and communication will be crucial to the success of this study. Parallel to the above activities, the consultant shall undertake the following in order to seek input and support the above tasks. It is expected that community engagement and communications activities will be completed in collaboration with the City s Corporate Communications department and Community Engagement department, as well as in accordance with the City s Community Engagement Framework, Corporate Identity Guidelines and House Style Guidelines. 1. Develop a Community Engagement and Communications Plan to identify and outline a framework and schedule for community engagement with City staff including Executive Team, Mayor and Councillors, Conservation Authority staff, Ministry staff, City Committees, private stakeholders, the business community, rate payers representatives and the general public in evaluating and developing stormwater programs, level of service and funding options. The City of Guelph Corporate Communications department will assist in the development of the communications approach in support of the Stormwater Funding Study, working closely with the successful 4

5 consultant and project lead. The communications component of the Community Engagement and Communications Plan will identify the communications goal, objectives, stakeholders, strategic approach, key messages, and tactics. The responsibility of implementing the required tactics of the community engagement and communications approach will be shared by the successful consultant and the designated City communications coordinator. A clear division of responsibilities will be identified once the Community Engagement and Communications Plan is finalized and approved. The City of Guelph Corporate Community Engagement team will assist in the development of the Community Engagement Plan in support of the Stormwater Funding Study, working closely with the successful consultant and project lead. The Community Engagement Plan will identify key processes and activities to obtain and use input from the community. The responsibility of implementing the required activities of the Community Engagement Plan will be shared by the successful consultant, the Project lead and the designated City community engagement coordinator. A clear division of responsibilities will be identified once the Community Engagement Plan is finalized and approved. 2. Lead and maintain contact with key internal City department throughout the course of the study through an Internal Steering Committee (ISC). It is expected that ISC will include Engineering Services, Public Works, Community Engagement and Finance staff. Other key City departments that may be included in the project are Corporate Communications, Water Services, Wastewater Services, Parks and Recreation, Information Technology and Legal and Realty Services. 3. Assist in the formation of a Stormwater Advisory Committee (SAC) with key stakeholders and ratepayers and facilitate a series of meetings with the committee to solicit feedback on the study components and provide support and advice to the ISC. The SAC would comprise of, but not be limited to, representatives from the community (business, industry, institutional development, etc.), agencies such as the Grand River Conservation Authority and Ministry of Environment, the environmental interest sector, residential rate payers/members of the public, the 5

6 Chamber of Commerce, School Boards, University of Guelph as well as Council members. As a minimum, the SAC will meet at least two times during the study. The consulting team will be responsible for facilitating SAC meetings, providing technical support and information for the committee and be required to document meeting minutes. Consulting team proposals are expected to include appropriate financial and staff resources for a total of two SAC meetings. The City may, within its sole discretion, increase the number of SAC meetings required and the consultant will be required to adjust their proposal work plan accordingly. 4. Make all arrangements for the required public notification and prepare all presentation drawings and materials for all public meetings. All paid advertising and promotional communications will need to be approved by Corporate Communications before implementation. The City will post the prepared notifications in the local newspaper and City website at its own cost. 5. Hold Public Information Centres (PIC) to seek feedback and input from the public on the project objective, preferred level of service, funding options, proposed evaluation criteria and preliminary recommended funding source. Consulting team proposals are expected to include appropriate financial and staff resources for a total of two PIC meetings. The City may, within its sole discretion, increase the number of PIC meetings required and the consultant will be required to adjust their proposal work plan accordingly. 6. Provide technical content and assistance for any print and broadcast media material in collaboration with the City s Corporate Communications Department. 7. Conduct education sessions with the Executive Team, the Mayor and Councillors. 8. In addition to the PIC and SAC meetings, the Consultant should budget for two half day project meetings with community stakeholder groups and affected agencies based on feedback received at the PIC and SAC meetings. 6

7 9. Prepare two interim reports for the ISC summarizing the work completed and documenting the evaluation process including feedback received in community engagement process and how input received was considered. The interim reports will outline how the recommended stormwater program and how the recommended funding option will meet the City s needs. 10. Provide a draft report to the City for review and comment. Based on all applicable input on the draft report, a final report will be provided upon completion of this assignment and Council approval. 11. Present report findings and recommendations to the City s Planning & Building, Engineering and Environment Committee and City Council. 12. Prepare a project charter and work plan consistent with the City s Corporate Strategic Project format and assist staff in updating the charter and work plan. In addition to the tasks listed above, consultant s are encouraged to propose additional communications and community engagement activities that would add value and be beneficial to the successful completion of the project. These optional activities should be clearly defined and costed separately. Evaluation criteria for Innovation will be taken into account when reviewing proposal submissions. SUMMARY OF DELIVERABLES The following deliverables will be required (all reports must be submitted in both Word and PDF electronic version in addition to the number of hardcopies indicated below): Interim Reports Nos. 1 and 2 (6 copies); Draft Report (6 copies); and Final Report (18 copies plus an original suitable for reproduction). The consultant shall be responsible for providing this list of deliverables and other deliverables mentioned in the Terms of Reference to the satisfaction of the City. 7

8 PROFESSIONAL SERVICES CONSULTANT SERVICES The successful firm will possess technical skills to deal with the complex matters to be addressed in the above-noted tasks and will be required to work directly with City staff, the public, agencies and stakeholders in a professional manner. To do this, we are interested in a firm, which in addition to technical qualifications exhibits such skills as timeliness, diplomacy, tact, strong communication ability (both written and verbal) and an understanding of the municipal culture. The successful consultant team must: have completed at least one similar study within the last five years in another municipality, preferably in Ontario and demonstrate an understanding of and insights in sustainable stormwater funding; have technical excellence and innovation in the field of municipal engineering including project management, stormwater management and regulations, operations and maintenance, mapping, geographic information systems and asset management; demonstrate public relations and mediation skills and expertise in community engagement. QUALITY CONTROL The consultant shall outline the measures that it has in place to ensure the quality of the deliverables and that they will meet the needs of the City. STUDY TIMETABLE The study is expected to commence in July, 2013 and be completed by February, The study schedule will be submitted in MS Project format. The schedule will be updated on a monthly basis to show project progress and submitted to the City with the consultant's monthly budget status report. The consultant shall allow two weeks for the review of draft interim deliverables and two weeks for the review and acceptance of final interim deliverables. The consultant shall allow two weeks for the review of the draft and final report. The draft report must be accepted by the City prior to presentation to the Planning & Building, Engineering, Environment Committee and City Council. 8

9 BACKGROUND INFORMATION The following reports are available for review from the City or on the City s website ( 1. Stormwater Management Master Plan City of Guelph, AMEC Environment and Infrastructure, City of Guelph Sustainable Infrastructure Report, AECOM, City of Guelph Official Plan, December 2012 Consolidation 4. City of Guelph Corporate Strategic Plan corporate-strategic-plan/ 5. City of Guelph Communications Plan 6. Various City of Guelph Plans and Strategies 7. City of Guelph 2013 Capital, Operating and Enterprise budgets The following reports are available for review on the City s website as per the instruction on page 2 of the proposal document Contract listing: 8. City of Guelph Stormwater Management Facility Inventory, Assessment and Maintenance Needs Plan, Totten Sims Hubicki, City of Guelph Community Engagement Framework, April City of Guelph Community Engagement Tools, April City of Guelph Community Engagement Worksheets, April 2013 Any findings and/or recommendations of any of the reports are intended only for reference and general guidance during the bidding process. It is the Bidders responsibility to review the findings and/or recommendations of these reports and to make their own determination of how these reports may affect the project and its submission. 9

10 SUBMISSION REQUIREMENTS PROPOSALS Proposals are to be limited to 25 pages, excluding forms, schedule, person-hours matrix, costs, transmittal letter, addendums and appendices. A page is defined as a single-sided sheet of 8.5" by 11" paper. The only exceptions to this will be the project schedules, flowcharts and/or person-hours matrix, which may be submitted on 11" by 17" paper. Provide one (1) original (clearly marked as Original ) and ten (10) copies of your submission. Proposals are to be typed using a font size no smaller than 11 pt (with the exception of footnotes and endnotes). Column format is not to be used. No project data sheets or company brochures are to be submitted. The proposal should contain the following sections: Transmittal Letter; Acknowledged Addendums; Introduction; Project Team identify prime consultant (with whom the City will enter into an agreement), brief description for each member firm and include an organizational structure chart; Key Personnel identify key personnel, provide a brief description of experience, their guaranteed availability and role in this assignment, include a reporting structure chart and reference name/phone number for three (3) recent assignments (less than 3 years old) completed by the proposed overall project manager or lead; Project Understanding and Approach description of the tasks in the proposed work plan to complete the assignment, critical path outline for study outlining the timing of meetings and provision of deliverables, project management approach, QA/QC program, approach to community engagement and seeking input from diverse group of stakeholders; Schedule provide a hardcopy of a proposed schedule in Microsoft Project format to complete the tasks in the proposed work plan as well as a person-hours matrix, outlining the hours each team member has allocated to each of the tasks in the proposed work plan; Relevant Experience list similar projects undertaken by each member firm of the Project Team including specific examples of community engagement and facilitation and specific examples of municipal stormwater funding study undertakings; 10

11 Commitment Letters appended, letters of commitment from member firms on their own letterhead and signed by an officer of the company reaffirming their commitment to this assignment; List of current projects and clients (municipal and private) within the City, and disclosures of any potential conflict of interest by any members of the consulting team. Resumes appended, 4 page maximum per person; Consultants are encouraged to identify and make recommendations about the efficiency and appropriateness of the tasks listed herein and the description of the time to complete each task group as described in the "Study Timetable" section that follows below. Consultants should also make any recommendations about measures/approaches that would make the most effective use of resources available for this study. As previously noted in Section 4.0, consultant s are encouraged to propose additional communications and community engagement activities that would add value and be beneficial to the successful completion of the project. These optional activities should be clearly defined and cost separately. Evaluation criteria for Innovation will be taken into account when reviewing proposal submissions. COST The consultant shall submit with their proposal a cost breakdown by major task and deliverables. Hourly rates for key personnel and support team members shall be provided. These hourly rates shall be effective for the duration of the project. The total budget for consultant fees and disbursements for this study, proposed by the consultant, should cover all the consultant's fees and disbursements to complete all the tasks and deliverables listed in these Terms of Reference. Prices are to include all materials, labour, equipment, delivery and handling, statutory expenses, overhead and profit, other related charges, mileage, travel time and expenses. The prices shall not include HST shall be considered extra. A matrix shall be provided including the outlining the hours and fees each team member has allocated to each of the tasks in the proposed work plan. The total estimated cost including disbursements presented for the work proposed shall be considered the upset limit. Fees should include time for preparation and attendance at all noted meetings, Public Information Centres, Committee and Council meetings. Meetings proposed beyond the project meetings are to be identified separately. 11

12 Consultant costs (fees and disbursements separately) will be monitored closely by City staff, with invoices paid on a time basis as tasks are completed and progress reports are received. A budget progress report must be submitted with every invoice identifying the status and expenditure of each individual task. If additional costs are to be incurred over the upset limit, written authority to proceed with these additional costs must be obtained prior to the additional charges being incurred. Further, no invoice will be honoured for any work whatsoever that was not authorized by purchase order. All invoices must have the purchase order number entered thereon. Any invoice received, which does not meet the above requirements, will be returned unpaid. All printed materials must be reproducible and available to the City in electronic format (Microsoft Word and Adobe PDF format). Costs of newspaper advertisements and rooms for public meetings will be the responsibility of the City. 12