TOWN OF OSOYOOS Request for Proposals Water Metering Strategy

Transcription

1 TOWN OF OSOYOOS Request for Proposals Water Metering Strategy

2 Table of Contents 1.0 Invitation Background and Objectives Work Program Requirements Schedule Proposal Submission Proposal Requirements Evaluation and Selection Criteria Terms and Conditions... 9

3 1.0 Invitation The Town of Osoyoos is inviting proposals from engineering consultants to prepare a Water Meter Implementation Strategy. Responses are to be submitted on or before 4:00 PM local time, Monday, February 2 nd, 2015 to: Town of Osoyoos 8707 Main Street Osoyoos, B.C. V0H 1V0 Attention: Mr. Barry Romanko, CAO bromanko@osoyoos.ca Proponents will be requested to complete a registration form for the purposes of receiving addendum information. Requests for additional information and/or clarification should be in writing and addressed to Mr. Barry Romanko, Chief Administrative Officer. 2.0 Background and Objectives The Town of Osoyoos owns and operates three water systems which provide domestic and irrigation water service both within the municipal boundaries and within Electoral Area A of the Regional District of Okanagan Similkameen. Referring to Figure 2.2 attached, the Town s water systems are briefly described as follows. Municipal Water System The municipal water system provides service to the majority of residential, commercial and industrial lands within the Town s municipal boundaries. The water source for the municipal system is groundwater supplied by a total of six wells. The combined capacity of the six wells is about 25 ML/day. Irrigation Systems 8 and 9 Irrigation Systems 8 and 9 have been owned and operated by the Town since 1990 when the South Okanagan Lands Irrigation District was dissolved by the Province. Irrigation Systems 8 and 9 provide domestic and irrigation service to the rural areas north and south of the Town as shown in Figure 2.2. The water source for irrigation systems 8 and 9 is Osoyoos Lake. Treatment is limited to chlorination. To comply with the drinking water treatment standards as established by IHA, the Town has adopted a plan to install a Twin domestic water distribution within the service area of both Systems 8 and 9. This Twin system would be supplied groundwater from the Town s municipal system and all connections to the Twin system would be metered. P a g e 1

4 Reclaimed Water System Since 1979 the Town has made treated municipal wastewater (reclaimed water) available for irrigation purposes on the Osoyoos West Bench. The system currently provides irrigation service to an area of 73 ha comprising the Golf Course, West Bench ball diamonds and the Desert Park playing fields. In 2015, the Osoyoos Secondary School playing fields will be added to the system. In 2013, a total of 803 ML was supplied by the reclaimed water system. The proposed water metering implementation strategy relates to the municipal water system. Being a resort municipality, the service population of the water system increases significantly in the summer months as hotels, motels and recreational properties are occupied. The permanent (census) population of the Town is about 4800 and the summer seasonal population is about 10,500. Maximum day and total annual water demands for the service 2000 to 2014 are presented in the table below and illustrated graphically on the page following. Annual and Maximum Day Water Consumption Municipal System Year Total Annual Maximum Day (ML) (ML/day) P a g e 2

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6 Since 2000, total annual water usage and maximum day water demands have been trending down. In same period, the combined permanent and seasonal population has increased by about 20%. Water use on a monthly basis for 2013 is presented in the table below. * all data in m 3 TOWN OF OSOYOOS MUNICIPAL SYSTEM WATER USE ON A MONTHLY BASIS IN 2013 Well #1 Well #3 Well #4 Well #5 Well #6 Well #8 Total for Month Daily Average January 48,117 3,033 51,150 1,650 February 53,216 53,216 1,901 March 61,000 61,000 1,968 April 2, ,083 1,935 28, ,881 5,096 May 4, ,170 28,931 80,068 82, ,086 9,583 June 10,042 93,008 38,759 75,375 1,589 84, ,466 9,782 July 44, ,667 53,699 91,848 25,161 99, ,466 12,047 August 41, ,140 50,179 78,136 26,772 98, ,522 11,468 September 9,606 99,300 12,508 33,977 6, ,258 5,075 October 1,174 97, ,201 1, ,167 3,554 November 67 60, ,788 64,165 2,139 December 64,242 2,618 66,860 2, ,881 1,010, , ,090 53, ,125 The table illustrates monthly water usage ranging between 50,000m 3 in winter months and 370,000m 3 in July and August. The summer season usage reflects the seasonal doubling of the service population and lawn and garden irrigation. Winter period sewage flows are in the range of 45,000 to 55,000m 3 /month which suggest that leakage losses from the municipal water system are modest. In 2010, TRUE Consulting completed a Water Conservation Plan for the Town which focuses on the municipal water system. The primary water conservation initiatives described in the Plan are: Provide Alternative Sources of irrigation Supply This program is ongoing. In 2015, the secondary school will be provided irrigation water from the reclaimed water system with an annual savings of 40,000m 3 to be realized. Alternative irrigation water supplies for two Town parks are also budgeted for Universal Water Metering The universal metering program was recommended to be undertaken in phases with the first phase being metering of supplied major users. Metering of the major users was P a g e 4

7 completed in Data generation for the major water use account has been complicated by challenges with account set up and consumption report software. The Town with drive-by radio read equipment currently reads about 50 meters on a monthly basis. These reads are primarily large user accounts. With resolution of software and other system issues, Town staff are adding existing metered residential services to the meter route. In 2010, TRUE Consulting assessed the scope of the universal metering program and prepared a capital cost estimate. This assessment included a review of all municipal system water accounts to identify the appropriate meter size and type. The universal metering program scope as prepared by TRUE comprises: 1400 Single Family residential meters (5/8 to 3/4 inch) 80 ICI meters (3/4 to 3 inch) 204 Non Single Family residential meters (5/8 to 2 inch) 180 meters of Strata Development accounts (3/4 to 6 ) 350 conversion of existing meters to radio read As of January 12, 2010, the total estimated cost of universal metering program was $1,660,000. In this time period, TRUE undertook a review of the Town s flat rate water user revenue by land use categories. In 2010, 34% of the water revenue was derived from single family residential accounts. Water use by the single family accounts likely represented at least 70% of the total system usage. The inequity between the water usage and water revenue from the single family accounts was identified, at this point, as a major challenge to implementation of the universal metering program. 3.0 Work Program Requirements The broad objective of the Town is that the consultant will identify all challenges associated with proceeding with a universal metering program and prepare an implementation plan that would address all of the identified challenges. Specific work program requirements are described as follows. Review water consumption data for the municipal system. In this review: - comment on per capita use in Osoyoos in comparison to other municipalities factoring out seasonal residential and resort use. - identify areas which may represent excessive water use. - estimate losses from the distribution system and comment on whether leakage surveys and reduction warrant inclusion in the Town s Water Conservation Plan. P a g e 5

8 Review the Town s Water Conservation Plan dated January 2010 prepared by TRUE Consulting. - comment on the recommended water conservation strategies. Are the anticipated water savings reasonable? - are there other water conservation strategies that warrant consideration by the Town? If so, describe and provide the experience of similar sized municipalities. What are the anticipated water savings and associated costs? Review and update the Town s universal water metering program. Assess whether the Town should meter strata developments through a single meter or meter individual strata units where practical to maximize the number of water accounts and base charges. Review and update the capital cost estimates. The Town currently employs a drive-by meter reading system which directly downloads into account/billing software. Is this technology appropriate for the universal metering program? Is there better technology available for reading and data/bill management? Related to the universal metering program: - provide recommendations on reading equipment and software with costs. - describe staff time and costs for meter reading, data management and customer billing. - describe and provide cost estimates for other costs including vehicle, software updates, meter repair and maintenance, etc. - describe staff requirements with costs through the construction and metered rate billing implementation. What staff time allowances should be made for dealing with inquiries from the public? Review the Town s water consumption data for the municipal water system. Associated with the universal metering program. - provide estimates of short and long range water use reductions based on experience of other municipalities. - provide an estimate of billable volumes following program implementation. Over estimation of billable volumes necessitating increased meter rates to maintain adequate revenue has been a problem experienced by others in the Okanagan area that the Town wants to avoid. - describe the impacts of water use reductions on the Town s reclaimed water supply system. The Town does have the ability to pump unchlorinated Osoyoos Lake water into the reclaimed water system. Identify with costs other benefits associated with a universal metering program. These benefits may include: - reduction in water system operation costs. - deferral of water capital projects having capacity increase components. - deferral of capital projects to extend and expand the reclaimed water irrigation system. P a g e 6

9 Describe public acceptance challenges that the Town may be faced with associated with implementing a universal metering program. Two challenges identified to date are the inequity of water uses and revenue related to the single family component and community browning as negative community response. Describe strategies to address challenges. Strategies would include: - alternative rate schedules. - transition strategies between flat rate and metered rate schedules. - phase in of program. Is there benefit in phasing in a metered rate structure for ICI and program deferral for residential? - does a voluntary participation program offer any advantages? - program deferral and what issues should the Town address in the deferral period. Describe the key elements of a communication plan with the public for implementation of water metering. The water meter strategy including the assessment of issues as described herein will be contained in a report. It is anticipated that the consultant will attend a total of 3 meetings with Town staff; project initiation, % complete following identification of challenges and mitigation options, and 95%, draft report. On acceptance of the final report by staff, the consultant will be required to make a presentation to council. 4.0 Schedule The water metering strategy is required to be completed to the Draft final report stage by the end of June The report presentation to Council is anticipated to be undertaken in September Proposal Submission The submission details are as follows. Three (3) printed copies of the proposal and a digital file are required. The proposals should be submitted in a sealed envelope appropriately labeled. After the proposal closing, proposals become irrevocable and remain open for acceptance by the Town for a period of 60 days. The Town reserves the right to cancel this request for proposal at any time and for any reasons and will not be responsible for any loss, damage, cost or expenses incurred by any Proponent as a result of such cancellation. Proponents are solely responsible for their costs to prepare a response to this request for proposals. P a g e 7

10 This is a request for proposals document only and will not give rise to a Contract A as is the case with a tender document. The Town, at its sole discretion, may negotiate with any of the proponents and is not required to treat all proponents equally. 6.0 Proposal Requirements A proposal submitted in response to this RFP should contain: description of proposed work program. description of project team members with résumés. The project manager (primary contact) should be identified. summary of relevant experience including at least 3 references for projects that the project manager has had significant involvement in. consulting services budget showing man hours for all project team members with charge out rates and a summary of anticipated disbursements. Staff members proposed to be involved in the assessment study cannot be changed without approval of the Town. 7.0 Evaluation and Selection Criteria The objective of the RFP is to select a consultant with demonstrated capability to undertake the metering strategy in an expeditious fashion. Proposals will be evaluated to determine best value to the Town. Criteria to be used in the evaluation of proposals with proposed weighting are summarized as follows. - Understanding and Methodology 25 25% - Project Team 25 25% - Consultants Experience and References 20 20% - Schedule 10 10% - Consulting Services Fee and Disbursement Budget 20 20% P a g e 8

11 8.0 Terms and Conditions Definition of Contract Notice in writing to a Proponent of the acceptance of its Proposal by the Town and the subsequent full execution of a written Contract will constitute a Contract for the work, and no Proponent will acquire any legal or equitable rights or privileges relative to the goods or services until the occurrence of both such events. Modification of Terms The Town reserves the right to modify the terms of the RFP at any time at its sole discretion. Such modifications will be communicated through formal addenda posted on BC Bid. Ownership of Proposals and Freedom of Information All documents, including Proposals, submitted to the Town become the property of the Town. Each Proposal should clearly identify any information that is considered to be confidential or proprietary information. However, the Town is subject to the provisions of the Freedom of Information and Protection of Privacy Act. As a result, while section 21 of the Freedom of Information and Protection of Privacy Act does offer some protection of confidential third party business, financial and proprietary information, the Town cannot guarantee that any such information provided to the Town will remain confidential if a request for access is made under the Freedom of Information and Protection of Privacy Act. R:\Clients\ \302\ \07 Contract\RFP-Water Metering Strategy\ RFP-Water Metering Strategy.docx P a g e 9