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TASK ORDER NO. 1 Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MOSCOW, IDAHO AND CARDNO-GS, INC. This Task Order No. 1 is made this 21..o day ofbr.r, 20 llP and entered into by and between the City of Moscow, a municipal corporation of the State of Idaho (hereinafter 'City') and accepted by Cardno GS, Inc. (hereinafter "Engineer"), pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Professional Services/Stormwater) between the above mentioned parties dated the day of y r , 20 Jla_. The Project Name for this Task Order No. 1 is as follows: CITY OF MOSCOW STORMWATER UTILITY STUDY PROJECT UNDERSTANDING The U.S. EPA proposes to designate the City of Moscow, Idaho (City) as a "Regulated Small Municipal Separate Storm Sewer System" (MS4) under Phase II of the National Pollutant Discharge Elimination System (NPDES) Stormwater Program. Idaho is in the process of assuming responsibility to implement the NPDES program from EPA. In the meantime, EPA intends to issue a general NPDES II permit, which will require the City to implement an array of storm water regulations and activities. City is pursuing the formation of a Stormwater Utility to develop, fund, and carry out a City Stormwater Program. City has selected Cardno-GS, Inc. to complete a Stormwater Utility Study. Engineer and City recognize that developing a stormwater utility is a complex technical, legal, and political process. Therefore, the scope of work needs to be flexible and may need to be adjusted as the process is carried out. It is often necessary to adapt the process, hold additional meetings, revisit decisions, refine policies, and update products based on the input of elected leaders, the public, and key stakeholders. Utility planning and formation products build upon one another and are interrelated, so changes in one area often require updating other products to maintain logical consistency. This adds uncertain and unquantifiable effort to the Project. It is possible that some Phase 1 products will need to be updated and revised during subsequent phases of work. Based on Engineer's experience and discussions with City staff, the expected overall process to plan and develop City's stormwater utility is shown below. Task Task Description 1 Project initiation, kick-off meeting, and data collection. 2 Review the City's storm drain system and drainage basins. 3 Inventory the City's existing stormwater program, complete a regulatory gap analysis, and define future stormwater program needs. timing, and costs. 4 Review the City's capital improvement projects, timing, and costs. TASK ORDER No. 1 STORMWATER UTILITY STUDY CARDNO-GS, INc. - (2016) Phase 1 1 1 1 PAGE 1OF10 ---PAGE BREAK--- 5 Establish the City's stormwater utility billing unit, estimate stormwater program revenue needs 1 and recommended sources, and develop preliminarv estimates of utility rates. 6 Explore alternative stormwater utility rate structures and policies, and work with City leaders to 1 select those for the City. 7 Conduct informational workshops and meetings with the City Council, council committees, the 1 (All Phases) public, and key stakeholders (including UI); and support the City's utility adoption hearing. 8 Characterize drainage basins and subbasins, complete an on-site retention feasibility analysis, Subsequent Phase calculate runoff rates and volumes, and conduct a storm drain capacity analysis. 9 Perform impervious surface measurements, and develop a utility customer billing database. Subsequent Phase 10 Identify techniques to incentivize Low Impact Development (LID) that can be incorporated into Subsequent Phase utility policies and rate structure. 11 Develop a financial plan that accounts for stormwater utility revenue needs and selected policies Subsequent Phase and rate structure, and estimates the City's utility rate and fees. 12 Work with the City Attorney to develop a stormwater utility enabling ordinance. Subsequent Phase 1 3 Compile work into an overall Stormwater Utility Plan. Subsequent Phase SCOPE OF WORK- PHASE 1 Task 1 - Project Initiation & Data Collection Task Objectives: Kick-off the Project effectively and acquire the data necessary to complete Project tasks. Engineer will: 1.1 Prepare for and hold an in-person kick-off meeting with City staff. The kick-off meeting will introduce key team members; discuss the overall Project scope, schedule, and budget; allow team members to exchange preliminary information; clarify lines of communication and responsibilities; identify next steps; and discuss other issues necessary for effective team coordination and efficient work on the Project. Engineer will complete a tour of City's basins and drainage system following the kick-off meeting. 1.2 Provide City with a data request form that lists the data needed to initiate the Project. Typical data needs include: storm system mapping, roads, receiving waters, 303(d) listings and topography, aerial photos, parcel boundaries and data, zoning, land use, growth areas, soils, groundwater depths, climate & precipitation, current stormwater staf ing and organization, current stormwater equipment, O&M records, current stormwater budget, known drainage problem areas and Cf Ps, stormwater plans, codes, standards, and other pertinent information. Some of this data will not be needed until a subsequent phase of work. 1.3 Review available data and information from City, County, and agency websites. Available geodata will be incorporated into GIS. 1.4 Review the data gathered during Tasks 1.2 and 1.3, and prepare a Data Status and Needs Memorandum that lists missing data (if any) along with recommendations on how it can be acquired, including mode of data acquisition, data formats, and data gathering and quality assurance protocols. Task 1 Products: • Kick-off meeting materials and notes (electronic format). • Data Status and Needs Memorandum (electronic format). TASK ORDER NO. I STORMWATER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE2OF10 ---PAGE BREAK--- Task 2 - Review City Storm Drain and Drainage Basins Task Objectives: Gain a good understanding of City's existing storm drain system, drainage basins and existing and future land uses. Engineer will: 2.1 Obtain, review and edit City's existing drainage basins in GIS. Edits to basin boundaries will be made to reflect City's storm drain system. To the degree allowed by the task budget, Engineer will also delineate major sub basins in GIS for key areas of City. 2.2 Review City's drainage basin land use types and development levels for each overall drainage basin. 2.3 Review the existing storm drainage system and general conditions. 2.4 Prepare updated basins in GIS and provide to City in electronic format. Task 2 Products: • GIS files and maps for the updated drainage basins (electronic format). Task 3 - Identify Stormwater Utility Personnel and Equipment Needs Task Objectives: Work closely with City staff to inventory City's existing stormwater program and identify personnel and equipment needs to meet NPDES II requirements. Engineer will: 3.1 Review the expected requirements of NPDES II and the SWMP that was previously submitted to EPA, and develop a detailed description and five ( 5) year schedule of expected NPDES II requirements in matrix format. 3 .2 Correspond with City staff to gather information about the status of City's current storm water program, activities, staffing, and funding as well as any already planned changes. To aid in this process, an Existing Stormwater Program Questionnaire will be provided to the appropriate City staff for completion. The Existing Stormwater Program Questionnaire will be structured to gather information about existing City staff, activities, and equipment that can contribute to meeting NPDES II requirements as itemized in Task 3.1. Engineer will also provide an early stormwater program data request so City staff can start gathering the necessary data prior to receiving the full questionnaire. 3.3 Compare City's current stormwater program to the expected NPDES II requirements and complete a detailed stormwater program regulatory gap analysis. The gap analysis will estimate the effects of NPDES II on storm water staffing, O&M activities, and equipment, with timing and costs. The description and schedule of stormwater program changes and likely costs will be presented in a detailed matrix format that matches with the expected NPDES II requirements. 3.4 Develop annual stormwater checklists (five years) to guide City staff during program implementation. TASK ORDER No. I STORMWATER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE 3 OF 10 ---PAGE BREAK--- 3.5 Prepare a draft Stormwater Utility Program Plan Memorandum describing the utility personnel and equipment planning process, major findings, and preferred implementation approach. The memorandum will provide a general summary of the current versus required stormwater program and costs with the detailed matrices appended. 3.6 Review City comments on the draft Stormwater Utility Program Plan Memorandum, and develop recommended responses. 3. 7 Schedule and conduct a conference call with City to review and resolve comments on the draft Stormwater Utility Program Plan Memorandum. 3.8 Prepare the final Stormwater Utility Program Plan Memorandum to present to City Council and public. Task 3 Products: • Draft and final Stormwater Utility Program Plan Memorandum, including completed questionnaire, gap analysis spreadsheets, and annual stormwater program implementation checklists (electronic format). Task 4 - Review City Stormwater Capital Improvement Projects (C/Ps). Task Objectives: Review City's stormwater capital improvement projects along with Project costs and schedule. Engineer will: 4.1 Provide on-call advice and examples as City staff compiles stormwater problems, identifies and describes stormwater capital improvement Project (CIP) needs, estimates Project costs, ranks and prioritizes projects, develops an initial stormwater CIP schedule, and prepares a stormwater CIP map. 4.2 Review and comment on City's Stormwater CIP documents prior to finalization. Task 4 Products: • Example stormwater CJP documents and prioritization schemes. • Comments on the draft CJP documents prepared by City. Task 5 - Estimate Stormwater Program Revenue Needs, Billing Unit (ESU), and Preliminary Rates. Task Objectives: Compile stormwater program and CIP annual costs and estimate funding needs. Engineer will: 5.1 Develop three alternative combinations of CIP Project specific financing approaches (pay-as-you-go vs. debt finance). 5.2 Work with City staff to select a preferred CIP financing approach, which will drive annual CIP revenue needs. TASK ORDER No. 1 STORMWATER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE4OF 10 ---PAGE BREAK--- 5.3 Compile annual revenue needs for the preferred stormwater program service level and CIP schedule and financing strategy. 5.4 Work with City to determine the amount ofCIP reserve fund that will be established to cover unforeseen costs and emergencies, and enhance the utility's financial standing. 5.5 Work with City to estimate the amount of development review/permitting fee revenue necessary to cover the cost of enhanced development review activities (required by NPDES 11). 5.6 Estimate the annual revenue needed from existing and proposed (stormwater utility) revenue sources to implement the stormwater program, planned CIPs, and build a reserve fund. 5.7 Delineate impervious surfaces on a sample of residential properties in City and estimate City's basic stormwater billing unit (ESU). 5.8 Roughly estimate the number of stormwater utility billing units City may have based on similar cities. 5.9 Roughly estimate the range in City's stormwater utility rates and example fees given the revenue needs and rough estimate of the number of billing units. 5.10 Prepare a draft Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum. 5.11 Review City comments on the draft Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum, and develop recommended responses. 5.12 Schedule and conduct a conference call with City to review and resolve comments on the draft Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum. 5.13 Prepare the final Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum to discuss with the City Council. Task 5 Products: • Draft and final Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum (electronic format). Task 6 - Explore Alternative Stormwater Utility Rate Structures. Task Objectives: Review and evaluate alternative stormwater utility rate structures and select a defensible rate structure and policies for City. The rate structure and policy work will consider the Lewiston decision. Engineer will: 6.1 Prepare a matrix of alternative stormwater utility rate structures that are used by other stormwater utilities along with along with pros/cons (including defensibility issues). 6.2 Prepare a matrix of common stormwater utility policy issues and questions to City, with pros/cons (including defensibility issues), along with initial recommendations for City. 6.3 Lead a workshop with City staff and, at City's option, some council members to review alternative rate structures and policies, and determine the initial preferred approach for City. TASK ORDER No. I STORMWA TER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE 5 OF 10 ---PAGE BREAK--- 6.4 Prepare a written analysis (fee basis document) describing why the selected policies and rate structure are: appropriate for City's conditions and stormwater management system; consistent with Idaho enabling legislation; ( c) compatible with the Lewiston decision; and ( d) fair to utility customers. 6.5 Prepare a draft Stormwater Utility Rate Structure and Policies Memorandum that incorporates the above work. 6.6 Review City comments on the draft Stormwater Utility Rate Structure and Policies Memorandum, and develop recommended responses. 6.7 Schedule and conduct a conference call with City to review and resolve comments on the draft Stormwater Utility Rate Structure and Policies Memorandum. 6.8 Prepare the final Stormwater Utility Rate Structure and Policies Memorandum to present to City Council and public. Task 6 Products: • Stormwater utility rate structure and policies workshop materials and notes (electronic format). • Stormwater utility rate structure and policies matrices (electronic format). • Draft and final Stormwater Utility Rate Structure and Policies Memorandum (electronic format). Task 7- Phase 1 University of Idaho Meeting Task Objectives: To meet with UI about City's proposed stormwater program and utility. Engineer will: 7 .1 Coordinate with City to prepare for an early coordination meeting with the University of Idaho (UI). Engineer will work with City staff to prepare an agenda and materials, schedule, and conduct the following meeting: • An initial meeting with UI staff to: discuss NP DES II requirements, City's obligations, potential changes in City's development review requirements, City's intent to form a stormwater utility, and the general impact that utility fees could have on UI; and hear UI concerns and questions. The timing of this meeting will be determined after further discussion between Engineer and City staff Task 7 Products: • Early UI meeting materials and notes (electronic format). TASK ORDER NO. 1 STORMWATER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE60F 10 ---PAGE BREAK--- ASSUMPTIONS Task 1 Assumptions: • A two hour kick-off meeting in Moscow will be attended by three Engineer staff (two in-person and one via teleconference). Kick-off meeting is held in the late morning or over lunch, and no lodging is required. • Two Engineer staff will tour City's basins and drainage system immediately following the kick-off meeting. The tour will be led by City staff • City, County, other agency data is provided free of charge. • No review cycle on Data Status and Needs Memorandum. • Collection of new data and incorporation into GJS, if needed, will be done in Phase 2 of the Project. Task 2 Assumptions: • Additional basin characterization work and on-site retention/infiltration analysis will be done in a subsequent phase of the Project. • No Engineer field work is required. • City staff are available to obtain spot data if needed to complete Task work. • Task does not include delineation of all drainage subbasins in City. Task 3 Assumptions: • City Project Manager distributes the Existing Program Questionnaire to appropriate staff, gathers completed questionnaires, and transmits to Engineer. • The Existing Program Questionnaire is completed by City staff and returned to Engineer within three weeks of receipt by City. • No development or analysis of alternative service levels. • One review cycle on the draft Stormwater Utility Program Plan Memorandum utilizing standard review and comment form. • A two hour teleconference meeting to review and resolve comments on the draft Stormwater Utility Program Plan Memorandum. • Only minor comments on the draft Stormwater Utility Program Plan Memorandum and attachments, no significant re-work. • No changes to the Stormwater Utility Program Plan Memorandum in response to City Council and public review process are needed during Phase 1 . • Task 4 Assumptions • Engineer's support will be provided in a flexible manner up to the established budget. Services requested beyond the initial budget will require additional funding to be provided by City. • For ef iciency, the draft CIP documents for Engineer review are compiled and sent as a group. TASK ORDER No. I STORMWATER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE 7OF10 ---PAGE BREAK--- Task 5 Assumptions • The estimated number of billing units and rates are for illustrative purposes only. The actual number and rates for City may vary significantly depending on City's final rate structure and policies, and the actual delineation of impervious surfaces for City's customer classes. • One review cycle on the draft Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum utilizing standard review and comment form. • A one hour teleconference meeting to review and resolve comments on the draft Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum. • Only minor comments on the draft Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum, no significant re-work. • No changes to the Stormwater Funding, Revenue Needs, and Preliminary Rates Memorandum in response to City Council or public review process are needed in Phase 1. Task 6 Assumptions • A two hour stormwater utility rate structure and policies workshop in Moscow will be attended by two Engineer staff with one night lodging. • One review cycle on the draft Stormwater Utility Rate Structure and Policies Memorandum utilizing standard review and comment form. • A two hour teleconference meeting to review and resolve comments on the draft Stormwater Utility Rate Structure and Policies Memorandum. • Only minor comments on the draft Stormwater Utility Rate Structure and Policies Memorandum, no significant re-work. • No changes to the Stormwater Utility Rate Structure and Policies Memorandum in response to City Council and public review process is needed in Phase 1 . • Task 7 Assumptions: • One review cycle on draft UI meeting materials utilizing standard review and comment form. • The early UI meeting is held mid-day, involves no lodging, and will be attended by two Engineer staff TIME OF COMPLETION and COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from City by September 12, 2016 and resulting in Final Phase 1 Deliverables to be completed by April 30, 2017. An NTP issued on a different date will change the schedule accordingly. TASK ORDER NO. I STORMWATER UTILITY STUDY CARDNO-GS, !Ne. - (2016) PAGES OF 10 ---PAGE BREAK--- COMPENSATION AND COMPLETION SCHEDULE Task Description Due Date Compensation 1 Project Initiation & Data Collection • 10/07 /16 $10,840 2 Review Storm System and Drainage Basins • 10/21/16 $6,780 3 Identify SW Utility Personnel and Equipment Needs • 01/20/16 $36,480 4 Review City Capital Improvement Projects • 01/20/16 $6,740 5 Estimate Stormwater Revenue, ESU, Prelim. Rates • 03/21/17 $24,370 6 Explore Alternative Stonnwater Rate Structures • 04/21117 $29,700 7 Phase 1 UI Meeting • 04/11/17 $5,050 TASK ORDER TOTAL: $119,960 The Not-To-Exceed amount to complete all services listed above for this Task Order No. 1 is one hundred nineteen thousand, nine hundred sixty dollars ($119,960). No compensation will be paid over the Not-To-Exceed amount without prior written approval by City in the form of a Change Order. invoices shall be billed for time actually spent on the project. Any and all travel will only be reimbursed if pre-approved by the Project Manager, and only per City of Moscow Travel Policy. Reimbursable expenses will be paid at cost and only if pre-approved by the Project Manager, and accompanied by an itemized receipt. Any travel and/or reimbursables paid will be paid as part of the Not-To-Exceed Task Order Total per the Compensation and Completion Schedule above. CONSULTANT CITY Cardno GS, Inc. Stev:?crof Contracts Dated: OJ/?,2/11. SIGNATURE BLOCKS MAY CHANGE WITH THE DOLLAR VALUE OF THE TASK ORDER TASK ORDER NO. 1 STORMWATER UTILITY STUDY CARDNO-GS, INC. - (2016) PAGE 9OF10 ---PAGE BREAK--- n--i zo 9 b Cl"' Y';:i zZ 09 -i NQ 8@ -i -i § m 0 0 0 CITY OF MOSCOW STORMWATER UTILITY STUDY -TASK ORDER NO. 1 CONSULTANT BUDGET Staff 1 Staff 2 Staff 3 Staff4 Hours Hours Hours Hours Approx. Approx. Senior Scientist Ill Wtr. Res. Wtr. Res. Total Labor Project Compliance Project Project Hours Budget by Direct Task# Task Descriotion Manaaer Specialist Enaineer Technician bv Task Task* Exoenses 1 Project Initiation & Data 15 25 21 7 68 $10,540 $300 Collection 2 Review Storm System and 7 8 1 8 1 8 51 $6,780 Drainaae Basins 3 Identify SW Utillty Personnel 25 1 88 18 231 $36,480 and Eauipment Needs 4 Review City Capita! 4 30 8 2 44 $6,740 Improvement Projects 5 Estimate Stormwater Revenue, 23 94 18 25 160 $24,370 ESU, Prelim. Rates 6 Explore Alternative Stormwater 41 122 10 173 $29,085 $615 Rate Structures 7 Phase 1 UI Meeting 12 12 2 26 $4,750 $300 Approximate Hours by Staff 127 479 65 82 753 Billing Rate $225.00 $155.00 $125.00 $95.00 Project Project Labor Exoenses $118,745 $1,215 •Approximate Task Budgets Rounded to Nearest $10.00. . . Approx. Total Task Budaet* $10,840 $6,780 $36,480 $6,740 $24,370 $29,700 $5,050 Project Cost $119,960