090523 Hazen Project 42431
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Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 1 of 6 Job no Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework Owner: City of El Mirage (City) Engineer: Hazen and Sawyer (Consultant) Project Background The City of El Mirage water system serves a population of approximately 40,000. Previous lead and copper sampling results reported 90th percentile lead concentrations below the federal action level. However, as a public water system, El Mirage is required to comply with the federal Lead and Copper Rules Revisions (LCRR) as implemented by the Arizona Department of Environmental Quality (ADEQ). Under ADEQ LCRR regulations, the following items are required to be submitted to ADEQ by the compliance deadline of October 16, 2024: Lead Service Line (LSL) Inventory is required by EPA / ADEQ to include the public and privately-owned portions of each service line, and indicate whether the service line material is lead, galvanized requiring replacement (GRR), non-lead, or lead status unknown. ADEQ has provided an example inventory template and requires utilities to submit either the Distribution System Materials Inventory Form or the No LSL Verification Form. The LSL Inventory must include a location identifier for each service line. After 2024, the LSL Inventory must be routinely updated and submitted to ADEQ annually. To develop the inventory, utilities are required to review historical records including plumbing codes, service connection records, meter installation records, and available drawings. The LSL Inventory Framework shall be completed in the initial phase of the project to provide background information needed for subsequent tasks. The inventory is a reiterative task as more records are reviewed or more service lines are field investigated. LSL Replacement Plan is typically only required if unknown service lines, GRRs, or LSLs are found to be present in the distribution system. However, ADEQ is planning to require an LSL Replacement Plan from all public water systems. The LSL Replacement Plan must include a strategy for determining the composition of unknown service lines, a procedure for conducting full-service line replacement, a replacement goal rate, a prioritization strategy, and a funding strategy, among other requirements. Sampling Plan must comply with all modified sampling requirements including omitting language on service line flushing, removal of aerators, etc. that will falsely decrease lead sample results. Additionally, the Sampling Plan must include newly required sample methods such as the collection of 1st and 5th liter samples from LSLs and the utilization of wide-mouth bottles. Inventory of schools and childcare facilities must include a list of all registered childcare facilities and primary schools that receive water from the utility. Following the compliance deadline, 20% of the facilities will be required to be sampled annually over the following 5-year period until all facilities have been sampled. Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 2 of 6 Job no Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 Scope of Work Task 1: Project Management and Administration Task 1.1: Kickoff Meeting Consultant will conduct a kickoff meeting with City’s staff to introduce the project team, establish lines of communication, and review the scope of services and project schedule. Consultant will provide a Data Request prior to the Kickoff Meeting to provide time for the City to collect documents and will discuss available records during the meeting. Task 1.2: Regular Coordination Meetings Hazen will coordinate with the City throughout the duration of the project. Regular coordination meetings will be held between our team and the City’s project manager, as needed. Deliverable(s): Kickoff Meeting presentation slides Action Items and Key Takeaways following Kickoff Meeting and Regulator Coordination Meetings Assumption(s): Conduct one (1) virtual Project Kickoff Meeting between the City and Consultant’s project team. Kickoff Meeting will take place approximately two weeks following Data Request submission to allow City time to collect requested information. No more than six (6) virtual regular coordination meetings will be held. Task 2: Data Review Task 2.1: Data Request Consultant will develop a data request summarizing information, based on EPA-required record review documents, as listed below and submit the request to the City prior to the Kickoff Meeting to allow time for the City to collect the data that is available. Task 2.2: Records Review Consultant will perform initial records research related to LCRR requirements to include the items listed below. The goal of this initial subset of records to review is to identify the record types, if any, that will support the development of the LSL Inventory. Consultant requests that the City provide a limited sample of each record type that represents geographical and date/year distribution. If any of this is available in GIS format, City will provide it to Consultant in that format. a. Construction and plumbing codes; b. Private-side construction permits, e.g. plumbing permits; Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 3 of 6 Job no Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 c. Existing records or other documentation that indicates the service line material, e.g. tap cards, work order notes or forms; d. Distribution system maps and record drawings; e. Historical records on each service connection (inspection records); f. Meter installation records, e.g. typical details, data on locations, diameters, and installation dates; g. Past and current capital improvement plans; h. Standard operating procedures relating to service line installations; i. GIS data with installation dates, location, diameter, and material data for water mains and service lines; j. Water system GIS data that indicate the material composition of the service connections that connect a structure to the distribution system; k. Standard operating procedures for GIS data integration; l. Customer billing data which includes connection dates and active accounts; m. Historical lead and copper tap sampling results; n. Mohave County Assessor’s Database for building construction dates/years. Deliverable(s): Data Request Assumption(s): Consultant will review a representative set of relevant documents or electronic record types provided during Task 2.2 which are not to exceed more than 20 individual records. City will cover the expenses associated with any requested data, including, but not limited to any expenses associated with parcel construction date data. To the extent possible, the City will provide records in GIS format. Complete and accurate GIS system information will be provided in a usable format. Task 3: Inventory Framework Task 3.1: Inventory Approach Consultant will identify useful information for the service line inventory, to enable the City to eliminate from consideration those services that are not subject to the LCRR. Consultant will identify which of these documents will best assist the City in determining service line materials to reduce the quantity of unknown service line materials. Consultant will review Codes and Standards to determine the date of the effective lead ban. Consultant will interview City staff to confirm locations of galvanized or lead service line materials in inventory confirmed with staff experience. Consultant will collect parcel construction dates and input all discussed criteria for service lines into an ESRI ArcGIS model. The model output will then identify all service lines within the distribution system as either lead, non-lead, or unknown on the public-side and private-side. Based on the results of the ArcGIS model and information gathered during this task, Consultant will characterize the range of potential quantities of “unknown” service line materials, galvanized lines Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 4 of 6 Job no Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 requiring replacement (GRR), and lead service lines (LSLs) in system. The City will use this information in later phases of the program to guide the development of a service line identification plan, which will in turn guide field investigations. Consultant may assist in developing the service line identification plan and provide bid phase assistance for field verification contractors in later phases of this program if desired by the City, as negotiated in the future. Task 3.2: Present Recommended Methodology and Confirm Inventory Approach Consultant will prepare a presentation summarizing the inventory framework findings that includes a quantity of known and unknown service line materials, a map with lead or galvanized likelihood areas identified, a list of locations with unknown service line materials, and the GIS data layer with private-side and customer-side service line material results from the Inventory Framework. Consultant will meet with the City to receive input and to discuss the conclusions of this task in an Inventory Framework Workshop. Deliverable(s): Inventory framework including the following: Maps identifying areas within the City’s system most likely to contain LSLs or GRRs and areas recommended for future service line identification. Summary table(s) estimating the quantity of parcels that may contain LSLs or GRRs. List of locations throughout the service area where available GIS information or other records are not sufficient to conclude the presence or absence of LSLs. These locations will be identified as “Lead Status Unknown” within the Inventory Framework. GIS file(s) which contain the location and preliminary material designation. Inventory Framework Workshop Agenda, Presentation Slides, Action Items, and Key Takeaways Assumption(s): Drawing upon the City’s data sources for records and indirect designation criteria presents potential limitations and inaccuracies for designating service line materials in the LSL Inventory. Additional field verification or other actions may be needed to verify the accuracy of existing records and indirect service line designation criteria. Field verification desktop assistance may be provided in a future phase. The City will review and confirm the service line designation criteria prior to the development of the inventory framework deliverables. Consultant will host up to two (2) staff interviews of no more than one (1) hour to collect institutional knowledge. Task 4: Inventory Database Consultant will populate service line materials into the Inventory Framework based on available information collected and reviewed in Task 2. Once the database is updated with available information, Consultant will perform the following: Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 5 of 6 Job no Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 Identify potential limitations and inaccuracies of the indirect designation approach that could necessitate additional manual data review or field verification efforts. Identify any significant data gaps that could require field investigation. Hazen will prepare a brief abstract-style technical memo summarizing how the inventory framework was developed in accordance with regulatory requirements. Elements reflected in the abstract are likely to include: Overview of required record review, Criteria for non-lead designation and basis, Inventory framework development assumptions, Data gaps and limitations, and Inventory framework findings. Deliverable(s): Draft and Final LSL Inventory Technical Memorandum Assumption(s): Inventory framework deliverables from Task 3 will be incorporated into the LSL Inventory Technical Memorandum. The City will cover any expenses associated with the selected long-term ArcGIS data hosting solution. Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 1 of 6 Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 Compensation Consultant’s compensation for this project shall be $52,003 as presented below. Compensation is on a lump-sum basis with progress payments earned calculated based on the percentage of the project scope that has been completed. Engineering Services Agreement for Lead and Copper Rule Revisions Inventory Framework City of El Mirage Page 1 of 6 Job no Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 Tempe, AZ 85282 • 480.436.7959 Schedule The EPA’s deadline for submittal by the City of the compliance deliverables is October 16, 2024. Consultant shall complete this Scope of Work no later than March 31, 2023, based on a notice to proceed date of September 1, 2023.