REQUEST FOR PROPOSALS TO PROVIDE: CONSULTING SERVICES TO THE SAN LORENZO VALLEY WATER DISTRICT PROJECT TITLE: ENTERPRISE WIDE COST OF SERVICE FINANCIAL STUDY RESPONSE DUE BEFORE 3:00 P.M. ON JANUARY 15, 2015 San Lorenzo Valley Water District 13060 Highway 9 Boulder Creek, CA 95006 (831) 430-4625 /Users/brianlee/Desktop/CostOfServiceRFP.doc Last printed 12/2/15 10:07 AM
I. INTRODUCTION The San Lorenzo Valley Water District is soliciting proposals from qualified firms to conduct a Cost of Service study (including a staffing study) for its water and sewer enterprise funds beginning in February 2016. This Cost of Service study will serve as a key component and basis for a future Multi-Year Rate Study. It will be imperative that this Cost of Service study be comprehensive and provide enough layers to parse identified costs among the District s various customer bases. II. GENERAL INFORMATION A. Water San Lorenzo Valley Water District (SLVWD or District) is an urban water supplier established in 1941 and serves several communities within the 136 square-mile San Lorenzo River watershed. The District owns, operates, and maintains three water systems comprised of thirty-three pressure zones. Each service area has separate individual water sources. The North Service Area includes the unincorporated communities of Boulder Creek, Brookdale, and Ben Lomond. The South Service Area encompasses portions of the City of Scotts Valley and adjacent unincorporated neighborhoods. The Mañana Woods subdivision became part of the South Service Area as a result of the District s annexation of the Mañana Woods Mutual Water Company in July 2006. The Felton Service Area was acquired by the District from California American Water in September 2008 and includes the town of Felton and adjacent unincorporated areas. The District s legal boundaries encompass approximately 60 square miles. Land uses include timber, State and regional parks, water supply watersheds, rural residential, low-density urban residential and commercial, quarries, agriculture, and other open space. Within these boundaries, the District s three service areas have a combined area of approximately 24 square miles and individual areas as follows: North Service Area (20.9 square miles), South Service Area (0.8 square mile), and Felton Service Area (2.2 square miles). Their individual water supply systems are referred to as the North, South, and Felton Systems. The District relies on both surface water and groundwater resources, including nine currently active stream diversions, one groundwater spring, and eight active groundwater wells. These sources are derived solely from rainfall within the San Lorenzo River watershed. Each service area is supplied as follows: North Service Area Supplied by both stream diversions and groundwater wells. Six points of diversion draw from Peavine, Foremen, Clear, and Sweetwater creeks. Two active groundwater wells draw from the Santa Margarita Sandstone aquifer in each of the Quail Hollow and Olympia areas. South Service Area Supplied by groundwater wells producing from the Lompico Sandstone aquifer, and the overlying Santa Margarita Sandstone aquifer where saturated. These include three active Pasatiempo wells and one active Mañana Woods well. Felton Service Area Supplied by three points of diversion: Fall Creek, Bull Creek, and Bennett Spring. The scale and complexity of SLVWD s water distribution system (33 pressure zones) reflect the San Lorenzo Valley s rugged topography, dispersed pattern of development, and widely distributed raw water sources. The District s three systems have limited above-ground storage capacity equal to a few days average use, and rely on groundwater for seasonal and year-to-year storage. The District produces and treats water based on immediate water demand. Page 2 of 8
Water Enterprise operating expenses for the 2015/16 year are budgeted at $5.727M. The District is expecting to operate the Water Enterprise fund at a $117,255 loss for the 2015/16 year, excluding capital projects and depreciation expenses. B. Wastewater The District s Bear Creek Estates Wastewater System operates in and around the neighborhoods along Deerwood Drive, Harmon Gulch and Timberwood Road. The Bear Creek Estates Sanitary System (BCESS) system serves approximately four dozen homes. The System consists of: 1. Gravity sewer pipes collecting wastewater from individual homes within the service area. Total length and size of gravity system is unknown 2. Force main delivering wastewater from a centralized collection point to a treatment plant. Size, material and length of force main are unknown. 3. One pump station. 4. One bio-treatment plant with leach field disposal The system is operated under California Regional Water Quality Control Board Order No. 00-043. The District currently budgets a flat $100,000 annual operational revenue for the wastewater Enterprise. The District is expecting to operate the Wastewater Enterprise fund at a $22,500 loss for the 2015/16 year excluding capital projects and depreciation expenses. Yearly operational costs fluctuate, but regularly exceed annual revenue. Historically, funds have not been adequate to properly maintain the collection system and treatment plant. Capital Improvement and replacement projects have been financially constrained and limited to emergency or mandatory work only. The wastewater enterprise fund currently has no capital reserves. The District currently has no Capital Improvement Program for BCESS. The District has not constructed any major Capital projects in years and rates have remained unchanged since 2010. C. Recent History The District currently employees 26 individuals within four departments (Administration, Accounting/Customer Service, Operations (Distribution and Treatment), and Engineering. The District last completed a rate study in 2013. The model that the District utilized for this rate study and rate change will be available for the selected consultants review and use. The District s last rate change as a result of the 2013 rate study occurred on January 1, 2016. Recent changes in operating and maintenance costs (The Drought) along with a revised capital improvement program have created the need to reassess the revenue requirements and cost of service of the District s water and wastewater services. The District anticipates that a budget based rate structure will continue to be utilized for its water service fees. The District recently adopted a new accounting and general ledger system (Springbrook), including a new chart of accounts in 2015. One of the objectives of implementing the new system is to more accurately account for costs between the two enterprise funds. The District desires to conduct a Cost of Service study that determines the totality of costs for both the water and sewer enterprise funds with sufficient detail to ensure a future rate study will have adequate data to distribute costs across the District s various customer bases. As a part of this Cost of Service Study, the selected consultant shall conduct a staffing study and provide an expert opinion regarding what size and distribution of a workforce would be ideal for a system of equal complexity and distribution as SLVWD. This staffing study will not include a salary review or attempt to determine what range of salaries and benefits are appropriate for current Page 3 of 8
positions at the District. The District will be conducting a separate Compensation and Benefits study at a later date. The Cost of Service Study will include professional opinions regarding appropriate capital, operational, labor and reserve commitments. As stated prior, this Cost of Service Study will become the basis for a future rate study (Rate Study RFP anticipated to be released in the Spring of 2016). District anticipates a 5-month schedule for completion of this Cost-of-Service study. Estimated completion and Board presentation is anticipated in June 2016. III. PROJECT SCOPE OF SERVICES The proposed scope of required services for this project includes: TASK 100 PROJECT MANAGEMENT AND INFORMATION COLLECTION Consultant shall provide overall project management including contract administration, budget and schedule tracking, kick-off and progress meetings and controls. Consultant shall assume five meetings with staff and three public meetings (Board and/or special meetings). Consultant shall provide internal quality control and quality assurance procedures. Consultant shall propose a project schedule that meets or exceeds the timeline provided in this Request for Proposals. Consultant shall research and review existing studies and reports regarding how the District has historically provided for each enterprise fund. TASK 200 COST OF SERVICE The consultant shall perform an overall analysis of the function, classification and allocation of costs. The consultant shall make recommendations as appropriate for improvements consistent with industry standards, best practices, and State law. The consultant shall prepare a cost of service study that provides a clear, written analysis of the methodology used and the basis for allocating the costs of providing services between the enterprise funds. The analyses shall: Identify various direct costs included in the District s budget and make recommendations for any changes necessary to ensure direct operational costs are properly aligned with the appropriate service. Recommend administrative overhead allocations that will improve equity in the application of overhead costs between the two enterprise funds. Demonstrate the cost of providing the different services. Prepare a standardized cost of service study utilizing industry accepted practices for the functionalization, classification and allocation of costs to the two customer classes (water and sewer), along with any recommended changes. Ensure that all costs can be allocated among property owners and users in an accurate and equitable manner. The methodology used shall be sufficiently documented and justified consistent with State law. The Cost of Service study must be fine grained enough to ensure future Rate Study has enough facets to be adjustable. Key components to be considered during the Cost of Service study: Page 4 of 8
Capital Consultant shall review the District s current capital inventory and develop a high-level replacement value for both enterprise funds. Using said replacement values, Consultant shall determine what an average yearly capital replacement spending plan should be for each of the District s Enterprise Funds. Labor Consultant shall conduct a staffing study and make recommendations regarding size and organization of the District s labor forces. The District desires to know what a best fit staffing plan would be for proper maintenance and function of the two Enterprise funds. Consultant shall provide professional opinion on what size and make-up of the labor pool the District should employ by applying industry standards to the District s operating environment. The staffing study should Include discussion regarding possible utilization of consultants for select staffing needs. Operational The cost to deliver water sources shall be analyzed separately (Stream Diversions and Groundwater). Electrical requirements and consumable (chlorine, coagulants, etc.) shall be included in cost analysis. Of particular interest to the District is a review of seasonal costs associated with water production. The Winter months are primarily surface water through stream diversions. THE summer months are primarily groundwater through wells. The District is interested in reviewing cost of winter source water versus summer source water. The District is also concerned regarding the cost of maintaining our watershed. The District owns significant (300+ acres) watershed within the local mountains. The District is very interested in analyzing what the cost of maintaining that watershed, including costs associated with protecting the groundwater basin. The cost to properly operate the District s Wastewater Treatment and Collection system shall be analyzed, including industry standard preventative maintenance. Reserve Consultant shall review the District s current reserve policy. Consultant shall provide a professional opinion regarding the adequacy of the District s reserve policy based on size and complexity of the District s operational and capital components. Consultant shall analyze the cost characteristics for providing reliable service. Calculations used in the cost of service analysis will include, as a minimum, administrative overhead, operations, maintenance, and replacement & enhancements of facilities to comply with new and revised regulations and ensure system reliability. Consultant shall study available documentation and conduct sufficient field investigation to establish appropriate knowledge of the age, condition and workings of the existing system to make appropriate assumptions regarding all capital facilities. The need to fund long-term capital replacement is of critical importance to this study. Consultant shall consider the impact of current and proposed environmental regulations on the operation and discharge requirements of the system. Cost of service components to consider include, but are not limited to pumping, treatment, collection, operation and maintenance, administrative and overhead, replacement and capital improvements, debt service and reserves. TASK 300 FINAL RATE ANALYSIS REPORT Consultant shall prepare a final report that provides a detailed analysis of work performed and assumptions made. The report shall provide a clear written analysis of the basis upon which Costs-of-Service was calculated. Page 5 of 8
Consultant shall provide a model (Excel workbook) and appropriate training for District staff to use going forward. Consultant shall provide seven (7) hard copies (one wet signature and six copies) and a digital pdf of the final report. IV. PROPOSAL REQUIREMENTS The proposal shall not exceed 15 pages excluding resumes, cover letter, dividers, front and back covers. Responses to this RFP shall be in the following order and shall include: 1. Executive Summary (2 pages maximum) Summarize the contents of your firm s proposal in a clear and concise manner. 2. Project Description (3 pages maximum) i. Explain the objective of the project and how you propose to accomplish the recognized goals. ii. Describe the services and deliverables to be provided. iii. Include a statement on what makes your firm uniquely qualified. 3. Identification of Prime Consultant (1 page maximum) i. Legal name and address of the company. ii. Legal form of company (partnership, corporation). iii. If company is wholly owned subsidiary of a "parent company," identify the "parent company." iv. Name, title, address and telephone number of person to contact concerning the Response Submittal. v. Number of staff and the discipline/job title of each. 4. Identification of Sub Consultants, if any (1 page maximum) i. Legal name and address of the company. ii. Name, title, address and telephone number of prime contact iii. Number of staff and the discipline/job title of each. 5. Project Organization and Experience of the Project Team (3 pages maximum, not including resumes) i. Describe proposed project organization, including identification and responsibilities of key personnel, including sub-consultants. Include only one-page resumes. ii. Describe the experience of the Project Manager and the experience that the proposed personnel have working on past projects as a team. iii. Describe project management approach to the work effort, locations where work will be done, responsibilities for coordination with the District, lines of communication necessary to maintain design on schedule. iv. Describe a proposed schedule showing all facets of work that will meet the District s objectives and goals in a timely manor. v. Describe the Firm s capacity to perform the work within the time limitations, considering the firm s current and planned workload and the firm s current and planned work force. 6. Experience and Past Performance, Including Cost and Schedule Control (3 pages max / 3 projects max, not including final work product) i. Include a summary of the past experience and performance of the Project Manager on similar projects. Include the following information: 1. Owner, contact name and phone number Page 6 of 8
2. Project size and description 3. Project budget and total dollar value of completed project 4. Budgeted project schedule and total time to completion 5. Estimated costs and actual costs 6. Final work product with appendices (pdf format) San Lorenzo Valley Water District ii. Describe the firm s past experience and performance on similar projects. Include the information listed above. 7. Firm s Local Experience (1 page maximum) Describe the firm s experience and knowledge with Cost of Service Studies. 8. Creative Alternatives (1 pages maximum) Discuss any creative solutions to meet the project objectives. 9. Proposed Total Professional Fee and Fee Schedules Submitted Under Separate Sealed Cover i. Proposed fee shall be organized with appropriate breakdown into subtasks. ii. Proposed Fee Schedule shall include an estimated timeline (Gantt Chart Format) for completion of each task and subtask. iii. Proposed fee shall not be the sole basis of award, but will be used to evaluate the Consultant s understanding of the Scope of Work. iv. Include the hourly rates of all staff that will charge directly to the project. 10. Exceptions to this RFP The Consultant shall certify that it has fully read the RFP and takes no exceptions to this RFP including, but not limited, to the Consultant Services Agreement (attached). If the Consultant does take exception(s) to any portion of the RFP, the specific portion of the RFP to which exception is taken shall be identified and explained. The District will require a professional liability insurance verification for coverage of not less than $1,000,000.00. V. EVALUATION CRITERIA The evaluation criteria and the respective weights that will be given to each criterion are as follows: 1. Executive Summary... 10% 2. Project Description... 25% 3. Identification of Consultant... 5% 4. Project Organization and Experience... 25% 5. Past Performance, Including Cost and Schedule Control... 20% 6. Firm s Local Experience... 5% 7. Creative Alternatives... 5% 8. Proposed Fee... 5% Page 7 of 8
VI. SELECTION PROCESS The District will enter into negotiations with the top ranked firm. At this time, the District contemplates the use of a Time and Material Not to Exceed contract for the services requested. Negotiations will cover: scope of work, contract terms and conditions, office arrangements, attendance requirements and appropriateness of the proposed fee. After negotiating a proposed agreement that is fair and reasonable the District Manager will present the contract to the District s Board for authorization to execute a contract with the most responsive firm. VII. SELECTION SCHEDULE The District anticipates that the process for selection of firm and awarding of the contract will be according to the following tentative schedule: Proposal Due Date January 15, 2015 Interview (TBD-If Necessary) TBD Board of Directors Approval February 18, 2016 Final Selection and Notification February 23, 2016 VIII. SPECIAL CONDITIONS / ATTACHMENTS The following documents are available (On the District s website or by request) to provide background: Draft Professional Services Agreement 2010 Urban Water Management Plan 2015/16 District Budget 2014/15 Audit Statement 2015 Strategic Plan 2013 Water and Wastewater Charges Study 2015 Financial Reserve Policy Salary Schedule and Job Classifications IX. SUBMITTAL REQUIREMENTS 1. One (1) executed original marked ORIGINAL in red ink and three (3) copies of the Proposal shall be submitted. One single sealed Proposed Fee Estimate marked FEE ESTIMATE in red ink shall be submitted separate from the proposal. Emailed proposals will not be accepted. Submit one electronic copy of the proposal in PDF format (on CD, DVD or Thumb Drive). The Response shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Firm. 2. The Response Proposal must be received no later than 3:00 p.m. local time, on or before January 15, 2015 at the office of: San Lorenzo Valley Water District 13060 Highway 9 Boulder Creek, CA 95006 Attn: District Secretary (Holly Morrison) Failure to comply with the requirements of this RFP may result in disqualification. Questions regarding this RFP shall be submitted in writing to hmorrison@slvwd.com. Page 8 of 8