HomeMy WebLinkAbout051616_ca01JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
FROM: Philip Morley, County Administrator
DATE: May 16, 2016
RE: AGREEMENT re: Public Infrastructure Project Funding for the Quilcene
Community Wastewater System Project; Port of Port Townsend; $100,000
STATEMENT OF ISSUE: Staff requests the Board approve the proposed Public Infrastructure Fund
grant for the Quilcene Community Wastewater System Project. This $100,000 Public Infrastructure Fund
grant to the Port of Port Townsend for the Quilcene Community Wastewater System Project would run
through December 31, 2017, and provide funding for the Feasibility Study phase of the project.
ANALYSIS: The Quilcene Community Wastewater System Project is intended to eventually install a
community wastewater management system to serve the rural village center of Quilcene, and to begin
rebuilding Quilcene's economic vitality through modern wastewater infrastructure for current and new
businesses, and residents.
On October 30, 2012, the Public Infrastructure Fund Board met and reviewed letters of interest for a
variety of public infrastructure projects and approved a recommendation to provide PIF grants to five
projects, including $100,000 for a feasibility study for the Quilcene Community Wastewater System
Project. On November 5, 2012, the Board of County Commissioners approved Resolution No. 63-12
concurring with the PIF Board's recommendations.
The proposed Grant Agreement is for a 100% grant of $100,000 for the initial Feasibility Study phase of
the Quilcene Community Wastewater System Project. The proposed Grant would run through December
31, 2017. This grant and any future PIF Grants for this project are intended to cover up to 50% of the
total for all phases of the Quilcene Community Wastewater System Project. The Port is retaining Tetra
Tech Inc. to conduct the Feasibility Study. The PIF grant will reimburse the Port for Tetra Tech's work
and other project expenditures, plus 5% to the Port for administering the project.
FISCAL IMPACT:
Adequate funds are budgeted for this project in the 2016 adopted Fund 306 budget.
RECOMMENDATION:
Approve the proposed Grant Agreement.
REV10WED BYz
2
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Date
PUBLIC INFRASTRUCTURE FUND GRANT AGREEMENT BETWEEN
THE COUNTY OF JEFFERSON AND THE PORT OF PORT TOWNSEND
Quilcene Community Wastewater System Project
WHEREAS, RCW 82.14.370 authorizes a sales and use tax to provide funding of public
infrastructure projects; and
WHEREAS, pursuant to RCW 82.14.370, Jefferson County (the "Grantor") has
established the Public Infrastructure Fund and a program for its administration as codified in
Jefferson Grantor Code Chapters 3.28, 3.29 and 3.36; and
WHEREAS, the Quilcene Community Wastewater System Project is intended to install
a community wastewater management system to serve the rural village center of Quilcene, and to
begin rebuilding Quilcene's economic vitality through modern wastewater infrastructure for
current and new businesses, and residents; and
WHEREAS, on October 30, 2012 the Public Infrastructure Fund Board reviewed the
funds available in Fund 306 -Public Infrastructure Fund as well as projections of future revenues
to the Fund and recommended that the County approve a 100% grant (no repayment required)
for the first phase of the Quilcene Community Wastewater System Project; and
WHEREAS, the Grantor concurs with the Public Infrastructure Fund Board's
recommendation;
NOW THEREFORE BE IT AGREED
Between Jefferson County ("the Grantor"), a political subdivision of the State of Washington and
the Port of Port Townsend ("the Grantee"), a municipal corporation of the State of Washington
as follows:
Grant Commitment. A 100% grant of Public Infrastructure Funds is hereby made to the
Port of Port Townsend for the Quilcene Community Wastewater System Project, to be
applied exclusively to the first phase of the Project, entitled the Quilcene Wastewater
System Feasibility Study. The approved maximum amount of the grant and any future
PIF Grants for this project are intended to cover up to 50% of the total for all phases of
the Quilcene Community Wastewater System Project. The grant shall be available based
on submission of appropriate invoices pursuant to Section 5, below, and compliance with
the terms of this Agreement. This grant commitment will expire and is automatically
withdrawn if the available funds are not expended by December 31, 2017. Any request
for an extension beyond December 31, 2017, must be approved by the County
Commissioners upon receipt of a recommendation from the Public Infrastructure Fund
Board.
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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2. Project Designation. The Grantee is retained by the Grantor to undertake and complete a
feasibility study for a Community Wastewater System in Quilcene, as the first phase of a
Quilcene Community Wastewater System Project to install a community wastewater
management system to serve the rural village center of Quilcene. Grantor and Grantee
acknowledge that a Sub -Grantee (Tetra Tech, Inc.) will perform and complete the
obligations of the Grantee under Section 3, inclusive of Exhibit A, of this Grant
Agreement.
3. Scope of Services. Grantee agrees to perform or contract for the services identified in
this Agreement and as described in Exhibit "A" attached hereto, including the provision
of all labor.
4. Time for Performance. Work under this contract shall commence upon the giving of
written notice by the Grantor to the Grantee to proceed. All work pursuant to Section 3
including Exhibit A must be completed no later than December 31, 2017. Work on the
first phase of the Quilcene Community Wastewater System Project performed in
accordance with this Agreement from March 1, 2016, through the execution of this
Agreement is hereby ratified.
5. Payment. The Grantee shall be paid by the Grantor for completed work and for services
rendered under this agreement as follows:
a. Payment for the work provided by Grantee shall not exceed One Hundred
Thousand Dollars Even ($100,000) without the express written modification of
the agreement signed by the Grantor.
b. The Grantee may submit invoices to the Grantor once per month during the
progress of the work for reimbursement of actual expenditures on the project plus
up to five percent (5%) for administration pursuant to paragraph d. of this Section.
Upon review and approval of each invoice by the Grantor, payment will be made
to the Grantee using the County's normal bill paying process and cycle.
C. Final payment of any balance due the Grantee of the total contract price earned
will be made promptly upon its ascertainment and verification by the Grantor
after the completion of the work under this agreement and its acceptance by the
Grantor.
d. Grantee is authorized to invoice for its administration of this Grant an amount
equal to five percent (5%) of the reimbursable project expenditures in each
invoice, up to a maximum total of Five Thousand Dollars ($5,000).
Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
incidentals necessary to complete the work.
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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f. The Grantee's records and accounts pertaining to this agreement are to be kept
available for inspection by representatives of the Grantor and state for a period of
three (3) years after final payments. Copies shall be made available upon request.
6. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Grantee in connection with the services rendered under this
agreement shall be the property of the Grantor whether the project for which they are
made is constructed or not. The Grantee shall be permitted to retain copies, including
reproducible copies, of drawings and specifications for information, reference and use in
connection with Grantee's endeavors for this project.
7. Compliance with laws. Grantee shall, in performing the services contemplated by this
agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
agreement.
Indemnification. Grantee shall indemnify, defend and hold harmless the Grantor, its
officers, agents and employees, from and against any and all claims, losses or liability, or
any portion thereof, including attorney's fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Grantee's own employees,
representatives, agents or sub -grantees, or damage to property occasioned by a negligent
act, omission or failure of the Grantee or Grantee's employees, representatives, agents or
sub -grantees.
9. Insurance.
Grantor and Grantee confirm they are both members of joint self-insurance entities or
"Risk Pools" and the third party liability coverage provided by those Risk Pools shall be
primary for claims based upon or arising from the negligent acts and omissions of the
member of that Risk Pool Grantor and Grantee further confirm as such they have
sufficient third party liability coverage in the following categories:
The Grantee shall obtain and keep in force during the term of the agreement, or as
otherwise required, Worker's Compensation and Employer's Liability insurance with
companies or through sources approved by the State Insurance Commissioner pursuant to
RCW 48.
Commercial Automobile Liability Insurance providing bodily injury and property
damage liability coverage for all owned and non -owned vehicles assigned to or used in
the performance of the work for a combined single limit of not less than $500,000 each
occurrence.
General Commercial Liability Insurance in an amount not less than a single limit of one
million dollars ($1,000,000) per occurrence and a aggregate of not less than two (2) times
the occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and
property damage, unless a greater amount is specified in the contract specifications. The
insurance coverage shall contain no limitations on the scope of the protection provided
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
Page 3 of 23
and include the following minimum coverage:
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
C. Broad Form Contractual/Commercial Liability — including completed operations;
d. Premises — Operations Liability (M&C);
e. Independent Contractors and subcontractors;
f. Blanket Contractual Liability.
Such insurance coverage shall be evidenced by one of the following methods:
• Memorandum of Liability Coverage
• Joint Self -Insurance policy or document
Certificates of coverage as required by this section shall be delivered to the Grantor
within fifteen (15) days of execution of this agreement.
Failure of the Grantee to maintain its membership in a "Risk Pool" shall not relieve The
Grantee from any liability under the Agreement, nor shall these requirements be
construed to conflict with or otherwise limit the obligations concerning indemnification.
Any coverage for third party liability claims provided to the Grantor by a "Risk Pool"
created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any policy
of insurance the Grantee must provide in order to comply with this Agreement. Nor will
the third party liability coverage provided to Grantor and Grantee by their respective Risk
Pools be subject or available to subrogation by the other party's Risk Pool or a firm or
business entity providing insurance coverage to a Sub -Grantee or the employees,
representatives and agents of a Sub -Grantee.
The Grantor may, upon the Grantee's failure to comply with all provisions of this
contract relating to insurance, withhold payment or compensation that would otherwise
be due to the Grantee.
10. Independent Contractor. The Grantee and the Grantor agree that the Grantee is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Grantee nor any employee of Grantee shall
be entitled to any benefits accorded Grantor employees by virtue of the services provided
under this agreement. The Grantor shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the state industrial
insurance program, otherwise assuming the duties of an employer with respect to
Grantee, or any employee of Grantee.
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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11. Discrimination Prohibited. The Grantee, with regard to the work performed by it under
this agreement, will not discriminate on the grounds of age, sex, marital status, sexual
orientation, race, creed, color, national origin, honorably discharged veteran or military
status, or the presence of any sensory, mental, or physical disability or the use of a trained
dog guide or service animal by a person with a disability, unless based upon a bona fide
occupational qualification in the selection and retention of employees, materials,
supplies, contractors or subcontractors.
12. Expiration or Termination of Grant Agreement.
a. This Agreement shall terminate after the scope of work for this first phase of the
Quilcene Community Wastewater System Project is complete and the County has
made all payments required under this Grant Agreement, except that the scope of
work must be completed no later than December 31, 2017, unless extended by mutual
agreement.
b. The Grantor reserves the right to terminate this Agreement at any time for non-
performance or for lack of Public Infrastructure Funds by giving ten (10) days written
notice to the Grantee.
13. Assignment. The Grantee shall not sublet or assign any of the services covered by this
agreement without the express written consent of the Grantor. Consent is hereby
expressly granted for work to be performed for the Grantee by TetraTech, Inc., pursuant
to Section 3, including Exhibit A, of this Agreement.
14. Non -Waiver. Waiver by the Grantor of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
15. Notices. Notices to the Grantor of Jefferson shall be sent to the following address:
Philip Morley, County Administrator
Jefferson County Administrator's Office
P.O. Box 1220
Port Townsend, WA 98368
Notices to Grantee shall be sent to the following address:
Eric Toews, Planning Analyst/Project Manager
Port of Port Townsend
P.O. Box 1180
Port Townsend, Washington 98368
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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16. Inteo-mled A
gqicnt. 'This Agreement together with attachments or addends, represents
the entire and integrated agreement betxveen the Grantor and the Grantee and�Ilpersedes
z -itt pr -or negotiations, representations, or agTeernei-its written or oral. This agreement may
be amended drily bymitteninstninient signed by both Grantor and (irantee.
IN WITNESS WHEREOF. the partles hav-, caused this, Gnaw Agreement, to be executed this
(]a,( of 2016.
PORT OF PORT'YONVNSEND (GrAutet) JEFFERSONNCOUNTY (Grantor)
BOARD OF CUNMUSSIONNERS
Ui;� 7ii, �W __ -
Approved -10 tc)_ on_1 i: jo)l1
David Alvarez Date
Chief Civit Deputy PrOWCUfitsg Am-)Tney
AT'TT_-ST:
Carolyn vv ,-ry Date
Deputy Clerk of the.Board
PH (Jr4 Agne,,,rucl't - 20 116 - Pon ""owilsend -- Q n kel it commm n it V Was tcwiqer -Syste It Pro 'I cc t
EXHIBIT A: SCOPE OF WORK
PORT OF PORT TOWNSEND
WASTEWATER FEASIBILITY STUDY & PRELIMINARY
DESIGN
QUILCENE RURAL VILLAGE CENTER
SCOPE OF SERVICES
GENERAL
As part of Quilcene's desire to maintain and restore the economic viability of its Rural Village
Center (RVC), this scope of services will assess the current wastewater infrastructure in
Quilcene, develop & evaluate alternatives for a wastewater management system and make
recommendations regarding next steps to implement a wastewater system, should it be
concluded that such a system is feasible. This planning effort will produce a Site Review
Predesign Report for a Large On -Site System meeting the requirements of WAC 246-272B-
03000.
The scope of work lists the work actions and work products required of the Tetra Tech Team
(Tt). In the following task descriptions, estimates have been made to describe a specific
number of pages in a work product in order to define the level of effort that is the basis of the
budget for the project.
Where "Port staff' is referenced, it is assumed that the Port will invite designated parties to
meetings as it deems necessary. These parties could include key Community Stakeholders
involved in the planning and implementation of this project, Port staff, Jefferson County PUD
staff, Jefferson County Commissioners, Quilcene Businesses, Jefferson County Public Works
staff, interest groups that have formed regarding the Quilcene RVC, and members of the
public. Thus, all meetings described in this scope may become public meetings at the
discretion of the Port. The Port will be responsible for public notification before public
meetings.
The work products from this project will be submitted in hard copy and electronic format.
Report files will be produced in Microsoft Word. CAD files will be produced in AutoCAD. GIS
files will be produced in ESRI's ArcGIS in data formats compatible with the Port's (and
Jefferson County's) existing GIS system.
This scope assumes that no new surveying will be conducted. Existing contour maps and GIS
data will be used. Existing GIS data for this project will be acquired through Jefferson
County's GIS system.
TASK I — PROJECT MANAGEMENT
This task includes all necessary work to plan and manage the project resulting in a quality
product on time and within budget. Task items include:
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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Port of Pt. Townsend — Quileene RVC Wastewater Feasibility Study...
1.1 Project Plan
A project plan will be developed to describe and document the work plan and management of
this project.
Assumptions:
• The project plan will be completed within 10 days after Notice to Proceed.
• The plan will identify project scope, individual work elements, budget for each
element, responsible individuals for each work element, and schedule requirements
incorporating both internal and external milestones.
Deliverable:
• Project Plan.
1.2 Startup Meeting
Tt will conduct a startup meeting with Port staff.
Activities:
• Conduct a startup meeting to introduce all significant members of the project team,
concur on goals and milestones for the project, and agree on the project schedule and
work products.
Assumptions:
• A two-hour meeting will be held by conference call.
Team members attending include project manager, project engineer, public
involvement lead, on-site design lead, funding & finance lead.
Deliverables:
• Agenda and Meeting Minutes.
1.3 Progress Meetings
Progress meetings will be held periodically to coordinate work activities and keep the Port
informed of progress to date.
Activities:
• Prepare for and conduct progress meetings with Port Staff. Tt will prepare agendas
and meeting minutes from all meetings for distribution to the project team.
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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... SCOPE OF SERVICES
Assumptions:
• It is anticipated this project will be completed over a 9 month period.
• Meetings are anticipated to be 30 minutes, approximately every two to three weeks,
by conference call; however, meetings may be held more or less frequently, depending
on the project requirements at the time.
Deliverables:
• Agendas and Meeting Minutes.
1.4 Progress Reports and Billings
Provide progress reports and billings for the project.
Activities:
• Coordinate work activities with the Port and the subconsultants and ensure that work
products are delivered on time and meet team quality standards.
• Include brief monthly progress reports along with monthly invoices.
Assumptions
• Progress reports will contain information on major activities, anticipated actions, and
outstanding issues to be resolved.
• Progress reports to be provided over the anticipated 9 month period for this project.
Deliverables
• Monthly Progress Reports and invoices.
1.5 Quality Assurance Reviews
Quality Assurance (QA) will provide an independent review of all documents at the 90% draft
level.
Activities:
• All comments will be incorporated into the documents or will be documented as to why
comments are not included.
The QA task leader will schedule all reviews and assign reviewers independent of the
project team. The QA task leader will coordinate all of the review comments for
incorporation.
Assumption:
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
• All task memos, reports, and other significant work products will be reviewed prior to
90% draft submittal.
Deliverables:
• QA/QC review logs and response forms.
1.6 Meeting with the WA State Department of Health (DOH)
The purpose of the meeting will be to solicit DOH's input into the process and approach for
alternatives development.
Activities:
• Tt will arrange for and conduct one teleconference with DOH.
• For the meeting Tt will establish phone contact with participants, prepare an agenda,
attend the meeting, and prepare a follow-up meeting summary.
Assumptions:
• The meeting will serve as all required interaction with DOH.
• The Port will be invited to attend the meeting.
Deliverables:
• Agenda and Meeting Minutes.
TASK 2 - PUBLIC PARTICIPATION
Task 2.1: Public Outreach Organizational Workshop
Triangle will prepare for, lead, and facilitate an early workshop with Port of Port Townsend
(Port) staff, key stakeholders, and key Consultant Team members to develop common levels
of understanding and agreed -to approaches for moving forward with community outreach,
including development of an initial list of stakeholders to contact.
Assumptions
• One, 3 hour project meeting
• Workshop in Port Townsend at Port office
• Triangle will facilitate this Workshop and produce a Workshop summary
Activities
• Establish date, invite attendees, and draft agenda for Workshop
• Prepare draft approach for Community Outreach effort, draft interview script and
questions, and provide property map
• Facilitate Workshop with intent to determine and agree on:
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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SCOPE OF SERVICES
o Goals and Objectives of public outreach
o Principles of public outreach
o Initial list of outreach participants
o Script and interview questions
o Approaches for public outreach
o Schedule of activities, including timing of activities within context of
technical activities
o And any other necessary public outreach activities
Deliverables
• Agenda
• Appropriate materials for meeting, including property map/picture of Quilcene area
provided by Tetra Tech, script and interview questions, approach document
• Meeting summary
Task 2.2: Stakeholder Identification, Situation Assessment, Stakeholder
Interviews, and Public Involvement Plan
From the initial list of participants from Task 2.1 above, and with fine-tuning of the interview
script and questions, Triangle will conduct up to 15 interviews, prepare a situational
assessment based on these interviews, and prepare a draft and final Public Involvement
Plan.
Assumptions
• Most interviews will occur in Quilcene live, but a few interviews may be performed
via phone call
• Conduct up to 15 interviews
Activities
• Further develop and refine the stakeholder contact list and the script and questions
• Conduct up to 15 interviews with identified stakeholders
• Develop one draft and one final Public Involvement Plan that includes a Situational
Assessment
Deliverables
• Stakeholder Master Contact List
• Script and interview questions
• Public Involvement Plan and Situational Assessment - one draft, one final
Task 2.3: Public Outreach Materials and Approaches
This task includes the implementation of the public outreach plan developed under Task 2.2
focused on public outreach materials, website information development, and implementation
of approaches. Triangle will craft language for documents, website, mailings and email
materials and updates. Triangle will write content, edit, create graphics, and communicate
with the project team.
Assumptions
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
• Port will post materials and website content on its webpage, and maintain the
website
• Port will be responsible for all printing and mailing of mailed documents
• It is anticipated that there will be 3 documents prepared and 1 update to those
documents through the life of this project
• It is anticipated there will be 1 website content developed and 2 updates during the
life of this project
• It is assumed there will be 2 email efforts and 1 mailing
Activities
• Triangle will develop an early Frequently Asked Questions Document (FAQ) and
maintain that document with updates as appropriate
• Triangle will develop other materials and documents as determined through the
Public Involvement Plan and maintain those, assume a total of 3 total documents
including the FAQ document
• Triangle will develop website content specific to this project, such as an online
version of the FAQ
• Triangle will develop mailings and email content and materials
Deliverables
• A draft and final of up to 2 total documents and up to 1 updates for each document
• 1 website content and up to 2 updates
• 2 email communications and 1 hard copy mailing documents
Task 2.4: Public Outreach Meetings and/or Workshops
This task includes the implementation of the public outreach plan developed under Task 2.2
focused on public outreach meetings and workshops. Based on the understanding of the
project and findings from the Public Involvement Plan that might change the approach, it is
anticipated that public outreach will include 2 meetings: 1 open house type public forum and
1 small coffee or open house.
Assumptions
• Two 2.5-3 hour meetings in Quilcene, with 1 hour of pre -meeting set up and 0.5 hour
of clean up
• Meeting spaces will be free or minimal cost
• Triangle will facilitate meetings and take notes
• Consultant team will present at public meetings
• Consultant team will provide exhibits, Power Point, and other materials as
appropriate for public meetings
Activities
• Working with Port staff, publicize and prepare for up to 2 total public
meetings/workshops, including addressing logistical aspects for each meeting
PIF Grant Agreement — 2016 — Port of Port Townsend — Quilcene Community Wastewater System Project
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SCOPE OF SERVICES
• Conduct 1 pre -meeting organizing meeting with Port staff
• Conduct 1 practice session for each meeting
• Facilitate each meeting and take notes from meeting
Deliverables
• 3 meeting agendas and materials, and meeting notes
Task 2.5: Public Outreach Communications and Coordination
In order to coordinate the project team and share stakeholder feedback, Triangle will develop
a contact list for the public and a public comment response form to be used by the project
team. Triangle will participate in ongoing email and phone communication with the
stakeholders, the Port and consultant team, as appropriate, throughout the duration of the
project.
Assumptions
• Primary contact for the project will be Port of Port Townsend staff.
• Triangle will act as a secondary point of contact and backup to the Port of Port
Townsend.
Activities
• Preparation of public comment response for and contact list.
• Intake and organization of public feedback and input.
• Email and phone communication with stakeholders
Deliverables
• public comment response form for Port staff and the consultant team to
document communications
• Contact list for the public to reach the Port staff and consultant team as
appropriate
Task 2.6: Status and Progress Reports
Triangle will track expenses, budget and invoicing for the project, and produce a progress
report with each invoice.
Assumptions
• Triangle will invoice monthly
Activities
• Preparation of monthly invoices and progress reports
Deliverables
• Monthly invoices and progress reports
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
TASK 3 - BACKGROUND INFORMATION & DATA
A thorough review of any previous work related to sewer planning in Quilcene, establishment
of population to be served, and planning criteria is critical to the initiation of this planning
effort. It provides the framework necessary to understand existing conditions and plan for
improvements.
3.1 Review Existing Information
Activities:
• Tt will review any historical reports and data, including all pertinent GIS files,
Jefferson County PUD AutoCAD files (water/utility maps), previously completed
reports, available environmental studies related to the project area, available copies
of electronic topographic maps (Jefferson County), and electronic copies of individual
aerial photographs (Jefferson County).
Assumptions:
• Available information to be provided by the Port or readily available by Jefferson
County IDMS or Jefferson County PUD.
Deliverable:
• Up to 2 -page summary memorandum to be directly included into the Predesign
Report.
3.2 Establish Planning Boundaries
Activities:
• Tt and the Port will determine/confirm the study area boundary.
• Flows and loads will be estimated for currently zoned and anticipated future uses.
Assumptions:
• Available information to be provided by the Port or readily available by Jefferson
County IDMS or Jefferson County PUD.
• There could possibly be more than one phase/sub-area to implement wastewater
management service area boundary.
Deliverable:
• Study area boundary and sewer service boundaries to be included in the Predesign
Report.
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SCOPE OF SERVICES
3.3 Population, Flow and Loading Projections
Future (design) flows and loads will be determined using population projections, unit flow
and loading rates, and peaking factors.
Activities:
• Tt will develop projected domestic flows, loads, and peaking factors anticipated for the
Quilcene RVC.
• Flows will be estimated for residential and commercial sources. The basis for these
projections will be forecasted current and future connections and uses informed by the
Public Outreach effort in Task 2 and land use/zoning information provided by the Port
in Task 2.1.
Assumptions:
Flows and loads will be projected using peaking factors based on previous Tt
experience and Department of Health guidelines.
• Since the flows, loads, and peaking factors will vary depending on the type of collection
system chosen in Task 4, this task will not be finalized until the Task 4 — Collection
System Alternatives task is completed.
Deliverable:
• Up to 5 -page Technical Memorandum to be directly incorporated into the Predesign
Report.
TASK 4 — ALTERNATIVES DEVELOPMENT AND SCREENING
In this task Tt will develop alternatives for effluent discharge, sewage collection, and
treatment of Quilcene RVC's sewage. Once a type of collection system is defined, a single set
of flow and load projections can be used on which to base the discharge and treatment
analyses.
Where cost estimates are prepared, they will be based on estimates of unit cost from bid tabs
or costs curves, or where that is not available, estimates of equipment and structural cost
with other costs estimated by percentage allowance. Present worth costs will be conducted
using a present worth analysis. Specific tasks will include:
4.1 Discharge Alternatives
Activities:
Tt will evaluate the following dispersal alternatives to be used with typical on-site
treatment systems: trench system, bed system, and sub -surface irrigation system.
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
• Tt will perform a review of available geologic and hydrogeologic data, including
geologic maps, boring logs, well logs, published, and in-house data.
• A visual reconnaissance of potential infiltration or irrigation sites will be conducted.
• Preliminary explorations of candidate sites will be conducted in order to confirm the
likelihood that land based discharge will be viable. This will include site explorations,
grain size analyses, and location of functioning water wells.
• A technical memorandum will be prepared that includes results of data review, an
opinion regarding the feasibility of land application or infiltration, issues associated
with various wastewater disposal methods, rough estimates of infiltration rates based
on expected soil types, and planning level cost estimates for equipment installation
for each alternative.
• The regulatory requirements for these alternatives will be described, along with an
analysis of the regulatory feasibility of each alternative.
Assumptions:
• This scope of work does not include analysis and evaluation of a marine outfall
alternative.
• In conjunction with the Port, Tt will evaluate alternatives for land based discharge
(geographic location and type) and select three shortlisted sites analysis. Present
worth costs will be estimated for each alternative.
• The budget assumes two days of a backhoe at $1,000/day.
• This scope of work does not include land appraisal. An allowance for the value of
parcels will be estimated at a budgetary planning level, based on assessor's records.
• Parcel availability will also be estimated at a preliminary planning level. A discussion
of qualitative factors will also be included.
• If required, the Port will be responsible for obtaining right -of -entry permits.
Deliverable:
• Up to 5 -page Technical Memorandum to be directly incorporated into the Predesign
Report.
4.2 Collection System Evaluation
Activities:
• The project team will evaluate two different types of collection systems: a conventional
gravity system, and a septic tank effluent pumping (STEP) system.
• These alternatives will be developed to a planning level concept.
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SCOPE OF SERVICES
• The evaluation will compare planning level capital costs, service connection costs,
construction sequence/implementation, and life cycle costs.
• The present worth cost of each alternative will be estimated in addition to a discussion
of qualitative factors.
Assumptions:
• Likely candidate treatment/drainfield site(s) will be identified in Task 4.1 before the
evaluation and workshop. This will inform the distance and route of conveyance
system piping from the RVC service area to the treatment site(s).
• At the end of the workshop, the group will recommend a collection system strategy.
Deliverables:
• Up to 5 -page Technical Memorandum to be directly incorporated into the Design
Report.
• Agenda and Meeting Minutes for the Workshop.
4.3 Treatment Alternatives
Activities:
• Tt will evaluate several types of on-site wastewater treatment strategies. These may
include septic tank, aerobic treatment unit, and possibly in combination with
advanced filtration systems (single pass/multi-pass sand/peat/media filters).
• These alternatives will be developed to a planning level concept.
• Tt will develop up to three viable preliminary alternatives. These alternatives will be
evaluated based on technical features, qualitative factors and estimated present
worth costs.
Assumptions:
• Any solids handling strategies to be evaluated will include pumping, transportation,
and disposal at a wastewater treatment facility in the Puget Sound area.
• It is assumed that treatment facilities will be located on or adjacent to
dispersion/disposal sites identified in Task 4.1. A separate siting effort for treatment
sites will not be conducted.
Deliverable:
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
• Up to 10 -page Technical Memorandum to be directly incorporated into the Predesign
Report.
4.4 Combined Alternatives Screening Workshop
A one -day facilitated alternatives screening workshop will be conducted to review, evaluate
and confirm selection for collection, treatment, and discharge.
Activities:
• Tt and Port staff will participate in a review workshop. In the workshop, the results
of the collection system, treatment system, and disposal analysis will be presented
and the group will discuss the evaluation and provide additional input.
• Facilitated discussion will focus on the criteria evaluating the system components to
be selected and implemented.
• Evaluation criteria will be discussed and evaluation criteria will be set at the
workshop.
Assumptions:
• Workshop will be conducted one day and will occur at the Tetra Tech offices.
• A single recommended option for collection, treatment, and disposal will be selected
and confirmed as a result of the workshop.
Deliverables:
• Agenda and Meeting Minutes.
TASK 5 — RECOMMENDED ALTERNATIVE
In this task the recommended alternative from Task 4 will be developed to further refine the
design concepts.
5.1 Refine Recommended Alternative, Process Diagram, Site Plan, and
Design Data
Activities:
• Based on the results of the Alternatives Screening Workshop, Tt will develop the
selected alternative to a conceptual -design level, including preliminary layout and
sizing.
• An overall process flow diagram will be developed from the collection system to the
treatment system to the discharge location.
• A site plan will be developed to depict the central elements of the selected alternative.
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SCOPE OF SERVICES
• A table summarizing design criteria for the alternative will be developed. Possibilities
for staged expansion of the alternative will be discussed and shown.
Assumption:
• No archaeological survey of the selected project site(s) will be conducted.
Deliverables:
Up to 10 -page Technical Memorandum describing the developed alternative and
design data to be directly included in the Predesign Report.
• Site plan including a preliminary layout drawing.
• Process schematic drawing.
5.2 Cost Estimate
Activities:
Tt will develop conceptual -design -level AACE Class 4 cost estimate for the
recommended alternative. Cost estimates will include budget number for land and
appropriate contingencies, including contractor's overhead and profit and sales tax.
• Cost estimates will include appropriate contingencies in accordance with RACE Class
4 cost estimate standards, including contractor's overhead and profit and sales tax.
• The cost of land acquisition will be included (if applicable). Cost estimates will also be
provided for staged implementation of the alternative.
Assumptions:
• This scope of work does not include land appraisal.
• An allowance for the value of parcels will be estimated at a budgetary planning level,
based on assessor's records.
Deliverable:
• AACE Class 4 Planning level Opinion of Probable Cost.
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
TASK 6 — FUNDING AND FINANCE
6.1 Funding Options
Alternative sources of funding for capital costs (such as design, construction, equipment
installation and system start-up) will be identified.
Activities:
• Tt will help the Port to identify financial strategies that will assist with the evaluation
of several funding options.
• A plan summarizing the funding alternatives will be submitted to the Port for review
prior to completing the Draft Plan.
• Recommendations will be made on the most appropriate least -cost funding methods
available to the Port.
Deliverable:
• Up to a 5 -page Technical Memorandum outlining funding mix scenarios, including a
draft funding strategy.
6.2 Financial Impacts
The financial impact of constructing and operating the proposed facilities will be developed
and compared for up to three scenarios. Planning level cost estimates will be added where
specific costs have not been estimated, including the additional cost of financing the
improvements, operations & maintenance, administration, system replacement and reserves.
Activities:
Up to three alternative "funding mix" scenarios will be developed to analyze how
implementation of the wastewater system can be achieved and what impacts the
funding mix, as well as the assumptions, will have on current and future customers.
• The financial analysis will evaluate the cost impact per equivalent residential unit
and also cost impacts on several typical commercial customers.
• Tt will summarize the cost per ERU impact of the recommended alternative based on
the "funding mix" scenario selected by the Port.
Assumptions:
• The financial impact analysis for this project is provided for general planning
purposes.
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..SCOPE OF SERVICES
• A more detailed analysis of revenues, on-going operating costs, allocation of costs
among customers and required customer rates and charges should also be completed
prior to project implementation.
• Final development and adoption of a sewer system funding program that will provide
the means and methods by which funding will be generated to implement the final
plan recommendations is not included within this scope of work.
• Assistance by Tt in implementing the funding program is not included in this scope of
work.
• Discussion of financial analysis will be presented and discussed in the second public
meeting described in Task 2.4.
Deliverable:
• Up to 5 -page Technical Memorandum outlining the financial impact analysis.
TASK 7 - REPORT
Tt will prepare a report meeting the requirements of WAC 246-272B-0300. The report will
summarize information developed in the previous tasks and would address the question of
the overall feasibility, cost & financing, community support, operation and maintenance.
7.1 Draft Report
Activities:
• Tt will prepare a single document meeting the requirements of a Site Review
Predesign Report in accordance with WAC 246-272B-03000.
• Appendices and supplemental documents will be prepared regarding community
outreach, cost & financing, operation and maintenance.
• Upon receipt of comments on the preliminary draft report, Tt will revise the document,
incorporating the Port's comments as appropriate.
Assumptions:
• A single set of consolidated comments will be received by the Port representing the
comments of all reviewers.
• The Port will work with reviewers and Tt to resolve comments that have
opposing/conflicting direction (if any).
• Five copies of a preliminary draft report will be submitted to the Port for review and
comment.
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Port of Pt. Townsend — Quilcene RVC Wastewater Feasibility Study...
• Ten copies of the revised draft report will be submitted to the Port and two copies to
WA State Department of Health for review and comment.
Deliverables:
• Preliminary Draft Report
• Revised Draft Report
7.2 Final Report
Activities:
• Upon receipt of comments from the Port and DOH, Tt will revise the document,
incorporating the Port and Health's comments as appropriate.
Assumptions:
• Ten copies of the final report will be submitted to the Port, and two copies will be
submitted to Health.
Deliverable:
• Final Report
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MENEM
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