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HomeMy WebLinkAbout09 WTR RATE/FEE STDY 04-07-03AGENDA REPORT Agenda Item Reviewed: City Manager Finance Director MEETING DATE: APRIL 7, 2003 TO: FROM: SUBJECT: WILLIAM A. HUSTON, CITY MANAGER RONALD A. NAULT, FINANCE DIRECTOR WATER RATE/FEE STUDY REQUEST FOR PROPOSALS SUMMARY: The last Water Rate/Fee Study was completed in 1992 and the last rate increase was in November of 1994. There are many factors that have contributed to our ability to postpone a full analysis of our present water rates and fees but as we prepare to undertake several significant Water System improvements, we are recommending the City Council approve the issuance of the attached Request for Proposals for a Water Rate and Fee Study. RECOMMENDATION: Approve the attached Request for Proposals and authorize the Finance Director to send it to qualified firms. FISCAL IMPACT: The Water Enterprise Fund includes an appropriation of $35,000 identified for this project. DISCUSSION: The last Water Rate/Fee Study was completed in 1992 and included recommendations for rate increases for the three years 1992, 1993 and 1994. The study projected revenues and expenses beginning with fiscal 1992/93 through fiscal 2003/04. The single largest assumption of the study was the anticipated need to issue approximately $26.5 million in bonds to finance a major portion of necessary water storage improvements. The study projected bond issues in 1992/93, 1994/95, 1996/97 and 2002/03. Due to several positive factors including the addition of two new wells, construction of the Seventeenth Street desalter plant, and a favorable construction climate, the Water System management has brought to completion almost all the contemplated improvements with a single bond issue in 1993. The assumptions used in the pdor study are no longer valid and we do anticipate the need to issue additional debt as we continue to address the capital improvement needs of the system. Through the Water Rate/Fee Study we will be reviewing the cash flow needs of the system consistent with the proposed seven year capital improvement program that the City Council will be reviewing as part of the 2003/04 budget process. We will also ask the Consultant to review the option of moving to a monthly billing cycle versus the current bi-monthly cycle. We have reviewed the Request for Proposals with the Audit Committee at their March 20th meeting. They recommended that it be brought forth for approval by the City Council. Finance Director A~achmen~ DRAFT April 7, 2003 Bartle Wells Associates 1889 Alcatraz Avenue Berkeley, CA 94703 Gentlemen: The City of Tustin is soliciting proposals for Consultant Services for a Water Rate and Fee Study. The City's current water rates and fees have not been reviewed since 1992. Rates and fees have not been revised since 1995. The existing rates were established to provide the resources for the operation and maintenance of the system as well as the annual debt service on expected bond sales required to meet the capital improvement needs of the system. The purpose of this study is to review current rates and fees as they relate to customer equity, conservation and drought protection. The report should project the revenue needs of the Water Enterprise for a seven-year period consistent with the City's capital improvement program budget and must demonstrate compliance with Proposition 218 for both recommended rates and fees. If you are interested in responding to this request, please submit four copies of your proposal by 5:00 p.m. on Monday, May 19, 2003, addressed to: Ronald A. Nault Finance Director City of Tustin 300 Centennial Way Tustin, CA 92780 Please address your questions to me at 714-573-3061 or via e-mail at rnault@tustinca.org. Sincerely, Ronald A. Nault Finance Director RAN:ts Attachment Files&Forms:WaterRateStudyRFP2003CoverLetter,doc DRAFT CITY OF TUSTIN Finance Department Request for Proposal and Statement of Qualifications For Consultant Services Back.qround The City of Tustin Water Service (TWS) serves 14,000 connections of which approximately 9,500 are within the city limits and 4,500 are in the unincorporated area of the county. About eighty-four percent of total service connections are for single family residential units. The total number of service connections has been relatively stable since the City acquired the system in 1980 and there is no significant growth projected in the future. Approximately half the city is served by Irvine Ranch Water District. The former Tustin Marine Base will also be served by IRWD. The Tustin Water Service distributes about 14,500 acre feet of water per year. About twenty percent of the city water is imported and supplied by Metropolitan Water District through East Orange County Water District. The balance of the city's water supply is from city wells. The city currently has two desalter facilities on line that produce approximately 5,400 acre feet of potable water a year. The Water Enterprise is comprised of three funds - operating, capital and debt service. The Tustin Water Service currently has outstanding debt obligations consisting of COPS, balance of $10,897,600, maturing 2013; a note payable to Orange County Water District, balance of $738,794, maturing 2015; and a note payable to Orange County Water District, balance of $41681,428, maturing 2008. It is anticipated that the City may issue additional bonds to complete the proposed capital program as identified in the seven year capital budget and other reports. Scope of Consultant Services 1. Review current and past water rates and fees. (See attached Resolution No. 92-110 and Resolution No. 95-43, Exhibit B.) 2. Review the City's seven-year Capital Improvement Program budget. Identify all current City costs of providing water to its customers. These costs shall include operations, maintenance, water purchase, production and treatment, capital improvements, depreciation, overhead and any other costs of providing water service. Page 1 of 3 Project all costs identified under task 2. for seven years into the future. The projection shall take into account projected rate and assessment charges of the East Orange County Water District, Orange County Water District, Municipal Water District of Orange County, changes in the basin pumping percentage (currently expected to be reduced from 75% to 66%), increases in the Replenishment Assessment (currently $127/AF -> possibly $157/AF next year), and the electric power rates for pumping and distributing water. The projection shall also take into account any foreseen financial impacts of Department of Health Services regulatory decisions, replenishment assessment increases, and proposed reductions in basin pumping allowances. Review a statistically significant sample of annual billing records. In conjunction with the Department staff, determine the appropriate characteristics (such as meter size, average demand, peak demand, consumption) for the allocation of costs. Allocate current and six-year projected costs to service characteristics and customer classes based on cost of service and following the provisions of Proposition 218 and all other applicable State laws and regulations. 7. Identify and evaluate the most appropriate water rate and fee structure alternatives. Compare proposed rate/fee structure with Irvine Ranch Water District, Southern California Water and City of Orange. Should there be a different fee for in-City versus outside-City. 8. Calculate the water rates and fees based on allocated costs. Calculate the resulting projected annual revenue. Project and calculate future water rates and fees based on the allocated six-year projected costs. Calculate the resulting projected annual revenues. Allocate water system capital and operational costs to the fixed and variable components. 10. Prepare a computer spreadsheet model, using Microsoft Excel, and instruction manual for the Department to use in future rate updating and analysis. 11. Prepare and submit draft and final reports documenting the analyses and results. 12. Prepare an analysis and present the pros and cons of moving to a monthly billing cycle, to include the cost and potential income. What are the benefits? 13. Prepare and deliver a fifteen to twenty minute presentation of the study results at a regularly scheduled meeting of the City of Tustin Audit Committee. Answer any questions from the Committee Members raised as a result of the presentation. 14. May be requested to make a similar presentation at a regular City Council meeting. Page 2 of 3 Time for Completion The Consultant will have 120 days from the date the contract is signed to complete all work. Proposals Interested firms must submit five copies of their proposals no later than May 19, 2003 to: Ronald A. Nault Finance Director City of Tustin 300 Centennial Way Tustin, CA 92780 All proposals should include responses to the following items: 1. Describe the approach your firm will take in completing this project, with a proposed project schedule. Describe your firm's experience with projects involving the evaluation of water rate structures and its familiarity with Proposition 218, experience, knowledge of Orange County Water District and the groundwater basin. List your references to include the client's name, brief scope of work, telephone number and contact person for water rate studies that your firm has completed in the last two years. Provide a summary of all key personnel your firm will use on this project, including sub- consultants. Indicate each person's title, experience and expected area of responsibility. Estimate the time each person will devote to the project. 5. List all information and services that your firm will request from the City in the completion of this project. 6. Prepare a cost and fee schedule if extra work is required. 7. Cost the Excel spreadsheet separate from the study proposal. The proposal shall indicate that your firm carries professional liability insurance in an amount not less than $1 million. The carrier shall be admitted by the State of California and have a minimum Best Rating of A VII. The carrier must be included in your proposal. Proposals will be reviewed by Finance staff, the Public Works Director and the Water Services Manager. Selection will be made on the quality of the proposal including the project approach, and the firm's experience, references and cost. Page 3 of 3 3 RESOLUTION 92-110 A RESOLUTION OF T~IE CITY COUNCIL OF THE CITY OF TUSTIN ADJUSTING ~ATER SERVICE RATES 4 5 6 13 14 I5 16 17 18 19 2O 21 22 23 24 26 27 28 The City Council of the City of Tustin finds and determines as follows: A complete analysis of the Tustin Water System's needs and recommended water supply and storage projects and distribution system improvements has been completed; and The complete analysis revealed that'major system improvements are required to' maintain system reliability; and The analysis determined that substantial, additional funding will be required in order to complete the necessary improvements; and The Tustin Water Service has experienced increased costs of operations; and A complete study of the Tustin Water Service Rate Structure and Financing Plan have been completed; and The study has determined that it has become necessary to adjust water service' rates to maintain operations and to finance the recommended capital improvements; and It will be necessary to increase rates for next three years; and The revised rates as set forth herewithin are reasonable and are necessary to cover the costs of operations of the Tustin Water Service delivery for the next three years. IOW, THEREFORE, the City Council of the City of Tustin does hereby resolve as follows: Effective November 1, 1992, November 1, 1993, and November 1, 1994 the bi-monthly water usage rates and charges are hereby established as follows: FIXED C~ARGE 11/1/92 Meter Size Charge 5/8" and 3/4" $ 1t.00 1" 27 · 50 1 1/2" 55.00 2" 88.00 3". ' : 165.00 4" 275.00 5" or Larger 550.00 Multiple Units Charge/unit 8.80 1~/1/93 Charge Charge $ 13~00 $ 16.00 32.50 40.00 65.00 80.00 104.00 128.00 195.00. .24Q.00 325.00 400.00 650.00 800.00 10.40 2.80 ! 2 5 6 7 8 9 ]4 ~5 ~6 17 ~8 19 2O 2] 2~ 23 25 26 27 28 CONSUMPTION CHARGE- per one hundred cubic feet Volume Block Multi-family* 0-6 hcf 0-5 hcf $ .35 $ .35 7-40 ,,,,' 6-32 "-. .85 .97 41-60",, 33-48,,,, 1.00 1.10 Over 60"" Over 48"" 1.10 1.20 *Multiple dwelling is per u~it charge $ .35 1.12 1.20 1.32 FIRE METER C~GE 4 t! 5" $ 35.00" $ 41.00 $ ~.~ 44.00 52.00 ~.~ 6" 53.00 63.00 ~.~ 8" ' 7~.00 84.00 10" 88.00 104.00 /26.~ 12" 106.00 125.00 151.~ PASSED AND ADOPTED at a.regular meeting of ~he City Council Of the City of Tustin, heldo~ the 21st day of September, 1992 Leslie Anne ~onti0us, Mayor ATTEST: Mary E. ~nn, Ci~ Clerk City of Tustin RESOLUTION CERTIFICATION STATE OF CALIFORNIA ) COUNTY OF ORANGE ) CITY OF TUSTIN ) ss RESOLUTION NO. 92-110 Mary E. Wynn, City Clerk and ex-officio Clerk of the City Council of the City of Tustin, California, does hereby certify, that the whole n~Ber of the. me~]~ers of the City Council. is five; that the above and foregoing resolution was passed .and adopted at a regular meeting of the City Council held on the 21st day of September, 1992, by the 'fo!lowing vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: Pontious, Potts, Puckett, None None None Saltarelli, Thomas Mary E.~n city,letk 1 2 3 '1 6 7 8 9 10 1I 12 13 15 I6 17 18 19 2O 22; 2~ 27 28 RESOLUTION NO. 95-43 A RESOLUTION OF TKE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFOR/qIA, MODIFYING CERTAIN FEES A_ND SERVICE CbSARGES FOR THE DEPARTMENTS OF LEGISLATION, ADMI~ISTRATIO~, PUBLIC WORKS, POLICE~ A-ND COY2{UNITY SERVICES The City Council finds and determines A. There are a number of services provided by the City that are of primary benefit to certain individuals. B. The costs of these services should be borne by the individuals receiving benefit from such services. c. The City can account for actual costs of these services. II. The following exhibits'containing fees and service charges are hereby established and supersed~ certain existing fees, and shall be applied uniformly except where, in the discretion of the City Manager, reduced fees are justified by special circumstances. PASSED A/~D ADOPTED at a regular meeting of the City Council on the /~2~ day of ~'~ ~z~ ,' 1995. Jim~t~s, M~yor A~e~t: E Wynn, City Clerk I 2 3 4 5 6 7 8 9 I0 I1 15 17 18 20 21 22 23 25 2~ 27 28 EXHIBIT B ADMINISTRATION DEPARTMENT MODIFICATION OF CERTAIN FEES kND SERVICE C}L~RGEE A. WATER SERVICE FEES Delinquent Account Fee - 30 Days Unpaid with Delinquent Notice Sent~ Delinquent Account Water Reconnection Fee from 8:00 a.m. to 4:00 p.m. (M-F) after 4:00 p.m.'to 8:00 a.m. Weekends, or Holidays Delinquent Account Deposit to Re-establish Credit Deposits: Water Service.- all Customers Fire Hydrant Meter Meter Valve Key Returned Check Charge (NSF) $ 5.00 each $ 20.00 $ 30.00 $ 65.00 $ 40.00 or ~wice the estimated average bill, whichever is greater. ',$ 40.00 returned after one year of good credit. $600.00/Meter $ 2'5.00 :$ 55.00 in addition to all legal fees, court, and collection charges. Door Hanger Charge Damage to City Property Change Meter per Customer Request (Decrease size) Water Theft $ 3.00/service unit Actual material and labor cost plus 27% $ 50.00 (labor) Plus cost of the meter Will be prosecuted as civil court case. If not resolved, $100.00 minimum charge.