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HomeMy WebLinkAboutProposed Scope of Services to Water and Wastewater Impact Fees Rimrock CorporationConsulting Company PROPOSED SCOPE OF SERVICES TO UPDATE WATER AND WASTEWATER IMPACT FEES College Station, Texas Rirnrock Consulting Company PO Box 163643 Austin, TX 78716 512-442-1435 rirnrok@earthlink.net POS-0002 SCOPE OF PROFESSIONAL SERVICES UPDATE WATER AND WASTEWATER IMPACT FEES City of College Station Prepared for: City of College Station PO Box 9960 College Station, TX 77842-0960 979-764-3500 Prepared by: Rimrock Consulting Company PO Box 163643 Austin, TX 78716 512-442-1435 rimrok@earthlink.net © Rimrock Consulting Company, 2005 c...r ::ge Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY PROPOSED SCOPE OF SERVICES TO DEVELOP WATER AND WASTEWATER IMPACT FEES FOR THE CITY OF COLLEGE STATION, TEXAS 1.0 INTRODUCTION Rimrock Consulting Company (RCC) is pleased to submit for your review and consideration its proposed scope of professional consulting services to conduct Water and Sewer Impact Fee Studies for the City of College Station. We are committed to providing critical services to the City of College Station. We recognize the challenges involved with coordinating engineering, legal and utility professionals in the technical aspects of the work, as well .as in the necessity for a comprehensive public involvement process to ensure community support for the adopted fees. We look forward to building on earlier Impact Fee Feasibility work performed for the City to provide College Station with a streamlined and effective impact fee program. Ctr# C:ge Station Water and Sewer Impact Fees RIM ROCK CONSUL TING COMPANY 2.0 PROPOSED SCOPE OF SERVICES 2.1 SCOPING ACTIVITIES At the outset of the project, the Consultant will meet with designated City officials to finalize the scope of work, establish a schedule responsive to the scope and finalize the project budget. Among the topics addressed will be number of desired meetings with the Advisory Committee and Staff, number of planned public hearings (if known), adequacy of existing City data regarding land use (growth projections) and CIP, number of report copies desired, and other pertinent topics which would effect the schedule and cost of the project. This proposal assumes a streamlined process for developing the fee schedule. However, various aspects of fee development are unknowable (e .g., level of public interest, whether an update hearing will be required). Thus, if the public process results in an additional need for coordination or study products not anticipated during the initial scoping process, the Consultant will perform the additional work requested by the City on a time-and-materials cost basis. Furthermore, although earlier impact fee studies have been performed and earlier work will be utilized to the extent possible, this proposal assumes that the basis of the City's impact fee program is to be fully reviewed and that the Advisory Committee is to be fully briefed on impact fee issues. If a lesser scope becomes necessary due to earlier work performed, Consultant fees will be adjusted accordingly. The Consultant is prepared to begin work immediately upon finalization of the scoping activities and receipt of notice to proceed. 2.2 STAFF ORIENTATION As the first phase of the study, Rimrock will provide Staff with an orientation to impact fees and program alternatives. First, the Consultant will provide the City with a short review of the legal context of fee development, including both the specific requirements of Chapter 395 and broader constitutional requirements as determined by case law history. This will provide a context for understanding the parameters of alternatives available to the City in its program. Secondly, Rimrock will examine the City's impact fee history as a point of departure for the current study. Then, Rimrock will provide Staff with alternative approaches for impact fee development and present the pros and cons of each approach in a decision matrix format which plots various policy concerns against each alternative fee approach. 2 '"~~ ~ College Station Water and Sewer Impact Fees RIM ROCK CONSUL TING COMPANY Following this orientation, Staff and the Consultant will jointly determine the desirable fee approach for the City. This scope assumes that the City will continue its approach of segregated service areas with a limited array of funded facilities in each area. Should the City decide to consolidate service areas or include a more expansive array of facilities in the fee base, additional time and materials may be required for such a study approach, and the cost and schedule of the impact fee study will be adjusted accordingly. 2.3 COORDINATION ACTIVITIES/ADVISORY COMMITTEE SUPPORT A considerable amount of the effort in a Chapter 395 compliance program is directed toward coordination activities which are required by the legislation. The Consultant has developed a program which will minimize the time and expense of these efforts. The Consultant will provide guidance to the City in complying with the legislation in appointing the required Advisory Committee and in developing the required charge to the Committee from Council (if not already adopted by the City). In order to complete the study in the most expeditious manner, the Consultant's procedure will be to orient and guide the activities of the Advisory Committee concurrently with coordination with Staff on technical tasks. For the use of the Committee and Staff, the Consultant has developed an incremental approach to fee development whereby the Consultant presents one chapter of the necessary study report prior to each Committee meeting with designated activities for the Committee at its next meeting. All materials are presented in loose-leaf notebook form, beginning with a legal overview and orientation to Chapter 395 (as previously presented to Staff during orientation), followed by discussions of policy/technical issues identified by the Consultant (which may be supplemented by other issues from the Staff or Committee), presentation of technical study results and guidance to the Committee in performing its mandated responsibilities. With this step-wise procedure, at the completion of the study, all Committee members and Staff will have a complete report which has been developed throughout the periodic meetings, which will serve as both a record of the proceedings (in the event of a legal threat or challenge) and as an ongoing guide for the Committee in its semi-annual CIP review (which is mandated by the legislation). The Consultant has a considerable amount of the study report and coordination materials developed and readily adaptable for College Station with little effort, and thus little expense to the City. In addition to the report itself, the Consultant will also provide educational handouts, agendas for all advisory committee meetings (which are distributed at the end of each meeting for the following meeting, thus expediting the posting of Advisory Committee meetings), policy decision worksheets, presentations for 3 ~:ge Station Water and Sewer Impact Fees RIM ROCK CONSUL TING COMPANY public hearings, graphic displays of the fee process for Advisory Committee meetings and public hearings, and other materials to proceed through the public coordination process smoothly. Because these materials and products are already substantially developed, the City benefits from both the proven effectiveness of these resources and the reduction in costs related to program development. 2.4 DEVELOP PLANNING BASIS FOR IMPACT FEES 2.4.1 General The Consultant will review planning documents of the City and various other agencies (Texas Water Development Board, Council of Governments, Bureau of the Census, etc.) and organize planning data in an appropriate manner for fee calculation. The Consultant will also utilize service demand data to develop the required unit usage standards for CIP development. Every effort will be made to use existing planning documents; however, if it should be determined that existing planning documents need to be significantly adjusted or supplemented, the Consultant will do so with prior City approval on an additional time-and-materials basis, with appropriate adjustments to the study schedule. It is our understanding that the City will be able to provide current land use and engineering information for use in the study. 2.4.2 Mapping In addition to tabular planning documents, the Consultant will direct Staff in the development of proper map materials suitable for use in the study, including those for public notice, public hearings and reporting. 2.5 DEVELOP CIP BASIS FOR IMPACT FEES Rimrock personnel will coordinate with the City's engineering staff to provide guidance in the development of CIP documents required by the impact fee studies for water and wastewater. Using unit usage statistics and the facility inventory/GIP provided by Staff, RCC will compare the projected water and wastewater utility demands to available excess capacity to identify future utility needs for new customers. Appropriate facility costs and unit costs of new capacity will then be estimated by RCC. The proposed completed CIP will be reviewed with Staff and the Advisory Committee prior to fee calculation. 4 '*9 C::ge Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY 2.6 FEE CALCULATIONS The Consultant will prepare calculations of the maximum allowable impact fees based upon planning, unit usage, facility inventory and future CIP data. This calculation will also include a consideration of current indebtedness of the City (that is manifested in monthly rate payments or property tax payments) and credits or offsets required either by Chapter 395 or constitutional precedent. With guidance from the Advisory Committee and Staff, the Consultant will also consider, if appropriate, various policy issues which could effect the level of the fee , such as desired cost recovery level, potential impacts on affordable housing or industrial siting , septic tank cutover issues, or other policy concern. Recommendations will be prepared regarding the amount of each fee and implementation of any policy which deviates from maximum fee collection. 2.7 HEARING DOCUMENT PREPARATION AND HEARING TESTIMONY 2.7.1 Public Hearing Although this proposal assumes a full technical treatment of impact fee issues, the City is technically performing an impact fee "update" study rather than an initial study, under State law. Consequently, the City Council will be faced with two options after the completion of the technical review. It can either: (1) Conduct a public hearing on any changes which need to be made to the assumptions (land use, population projections, CIP, fee amount, etc.) included in earlier fee studies and make corresponding ordinance adjustments; or (2) Make a finding that no update is necessary and publish public notice to that effect. This proposal assumes that a public hearing will be necessary. However, if it is the finding of the City, after a thorough review of impact fee procedures, that no update is necessary, the Consultant's cost will be reduced accordingly. As necessary, the Consultant will prepare reports and other materials necessary for the public hearing and the Consultant will attend and testify at the hearing. Rimrock will provide the City with the various administrative instruments necessary for successful conduct of the public hearing: a resolution calling for the hearing ; text for the public notice and instructions for the newspapers to ensure proper notification compliance; and preparation of an original information packet for the City's use in responding to public information requests. (Although the Consultant will provide the City with original 5 c ~~ -~ College Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY copies of the necessary notification materials, this scope of services assumes that the City will be responsible for timely public notice, the required certified mail notice to interested parties, and distribution of information to the public, with Consultant guidance.) Alternatively, if no hearing is required, Rimrock will prepare a resolution finding that no update is necessary and prepare the text and instructions for public notice of such finding. 2.7.2 City Council Workshop Due to the complexity of issues might be involved in the development of impact fees and the possibility for an enhanced level of public interest, we recommend that the Consultant conduct a workshop session with the City Council. The purpose of this meeting will be to provide them with a detailed overview of the study and study results in preparation for the public hearing or for their determination that no update is necessary. 2.8 FINAL REPORT AND DRAFT ORDINANCE PREPARATION As discussed above, the Consultant will orient the Advisory Committee efforts towards a step-wise production of a technical report. Subsequent to the public hearing, if any, RCC will revise the study report, if necessary, responsive to any changes arising out of the public process. During the conduct of the Advisory Committee process, RCC will assist City Staff and Attorney in the revision of the City's impact fee ordinance for timely consideration by the City Council. A draft revised ordinance will be presented to the City electronically, for submission to the City's attorney for review and finalization. 2.9 FEE ADMINISTRATION ASSISTANCE The City may need to adjust its record-keeping procedures to store necessary information for future reference. The Consultant will provide the City with a list of the types data it will need to keep to meet the requirements. Depending on local circumstances and the level of fees collected, the City may wish to develop a plan for application of collected fees to maximize fee impact on reducing future capital costs and on utility rates/property taxes. The Consultant will provide the City of College Station with a recommended 6 '*"::ge Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY priority approach to expending the impact fee monies that will meet the regulatory requirements of Chapter 395 and maximize the usefulness of these fee proceeds to the City. 2.10 OPTIONAL SERVICES The scope of this proposal is limited to the minimum services required to enact a legal impact fee program . However, the City may desire additional services to improve the ability of the City to perform financial planning activities or respond to public comment. These optional services may be considered during the initial scoping process, or as a subsequent study effort. Such potential services include: Survey of Area Utility Fees -The City may wish to know how its fees compare to the size of those in nearby cities which may compete for industrial or other sitings. Plan for Fee Application -Each impact fee program extends over a defined period of time. Funds and records must be maintained for each separate program period, and fee proceeds for each program must be carefully applied to future projects or debt retirement to ensure that the right proportions of the right facilities are funded with the fees. Rimrock can develop a detailed plan for future application of fees, for each program period, to future debt service. Evaluation of Social Issues - A wide range of policy options exists within the constraints of Chapter 395 regarding fee exemptions or fee reductions. The Consultant can perform any desired policy analysis regarding either the technical justifications, if any, for fee reductions for specific types of customers, or assessments of impacts on both the customer and the City of any desired policy initiative. Staff Training. The Consultant can provide training to Staff to enable them to perform future program updates. 2.11 DELIVERABLES The Consultant will deliver to the City: Loose leaf impact fee notebook revisions and additions in sufficient number to provide one to each Advisory Committee member, as well as identified Staff. 7 v ~:/ege Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY If revisions are required to the impact fee report after public review, revised notebook pages will be provided for all notebooks. Six Impact Fee Advisory Committee meetings. One workshop presentation for the City Council regarding the impact fee study and recommendations. One workshop presentation for the City Council regarding the impact fee study and recommendations. Testimony at one city Council hearing 8 ~ ::ge Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY 3.0 ESTIMATED COST Rimrock proposes to conduct the Staff orientation and water and sewer impact fee updates for a total estimated study cost of $20,000. This assumes that the City will retain its current five segregated service areas with the current limited array of facilities. If the City substantively changes its impact fee approach or significantly changes the facilities included in each service area, additional costs may be incurred and will be billed on a time-and-materials basis. This cost also assumes ready availability of data from the City and/or its other consultants; timely response by City representatives and consultants; and the specific deliverables described in Section 2.11 . This scope of services is proposed on a time-and-materials basis (not to be exceeded without prior Client approval) and according to the terms of the attached Standard Rate Schedule. Billing would be made monthly based on incurred labor and nonlabor costs. We are flexible in both our study scope and cost and wish to assure that the City of College Station receives a work product "tailored" to its specific needs. Therefore, all pricing and scheduling estimates contained in this proposal are subject to final negotiation with the City. 9 ~~:liege Station Water and Sewer Impact Fees RIM ROCK CONSUL TING COMPANY STANDARD RATE SCHEDULE AND TERMS Labor: Labor costs for non-litigation work for Ms. Mickey Fishbeck, AICP, are $125 per hour. Labor costs associated with litigation and expert witness testimony are $200 per hour. These hourly costs are subject to change annually in January. Travel and Subsistence: RCC travel and subsistence expenses are invoiced at actual cost plus 5% handling. Cost for vehicle mileage is computed at the allowable rate for business mileage deduction as defined by the U.S. Internal Revenue Service. Purchased Services: RCC purchased services are invoiced at actual cost plus 5% handling. Outside purchased services would include, but are not limited to: maps and technical reports, long-distance telephone calls , subcontract services, expendable supplies, and rented or leased equipment. In-house purchased services would include reproduction/copying at 10 cents per copy. Terms: RCC invoices are submitted monthly to the Client for all services rendered and are payable "Net 30 days" or will be considered late and in default. All Client payments past thirty (30) days from date of invoice will incur a late charge of one and one-half (1-1/2%) percent per month from the original date of the past due invoice. In the event of default by Client, RCC reserves the right to stop work from the posted date of the written "Stop Work" notice to the Client. Client hereby grants to RCC a security interest in all reports or other documents to be furnished by RCC under the contract referencing this Standard Rate Schedule in order to secure payment and performance of Client's obligation under this agreement. RCC may retain possession of any such reports or other documents after default. In the event the contract is referred to an attorney for enforcement or collection or if suit is brought for enforcement or collection, then Client shall pay all costs of enforcement and collection , including but not limited to attorney's fees and court costs incurred by RCC. Client and RCC agree and consent that in the event any action is brought in connection with the contract, venue shall be in Travis County, Texas. January, 2005 10 Consulting Company PROPOSED SCOPE OF SERVICES TO UPDATE WATER AND WASTEWATER IMPACT FEES College Station, Texas Rimrock Consulting Company PO Box 163643 Austin, TX 78716 512-442-1435 rim rok@ea rth link. net P05-0002 SCOPE OF PROFESSIONAL SERVICES UPDATE WATER AND WASTEWATER IMPACT FEES City of College Station Prepared for: City of College Station PO Box 9960 College Station, TX 77842-0960 979-764-3500 Prepared by: Rimrock Consulting Company PO Box 163643 Austin, TX 78716 512-442-1435 rimrok@earthlink.net © Rimrock Consulting Company, 2005 v. ~:lege Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY PROPOSED SCOPE OF SERVICES TO DEVELOP WATER AND WASTEWATER IMPACT FEES FOR THE CITY OF COLLEGE STATION, TEXAS 1.0 INTRODUCTION Rimrock Consulting Company (RCC) is pleased to submit for your review and consideration its proposed scope of professional consulting services to conduct Water and Sewer Impact Fee Studies for the City of College Station. We are committed to providing critical services to the City of College Station. We recognize the challenges involved with coordinating engineering, legal and utility professionals in the technical aspects of the work, as well as in the necessity for a comprehensive public involvement process to ensure community support for the adopted fees. We look forward to building on earlier Impact Fee Feasibility work performed for the City to provide College Station with a streamlined and effective impact fee program . 1 ~ ~:lege Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY 2.0 PROPOSED SCOPE OF SERVICES 2.1 SCOPING ACTIVITIES At the outset of the project, the Consultant will meet with designated City officials to finalize the scope of work, establish a schedule responsive to the scope and finalize the project budget. Among the topics addressed will be number of desired meetings with the Advisory Committee and Staff, number of planned public hearings (if known), adequacy of existing City data regarding land use (growth projections) and CIP , number of report copies desired, and other pertinent topics which would effect the schedule and cost of the project. This proposal assumes a streamlined process for developing the fee schedule . However, various aspects of fee development are unknowable (e.g., level of public interest, whether an update hearing will be required). Thus, if the public process results in an additional need for coordination or study products not anticipated during the initial scoping process, the Consultant will perform the additional work requested by the City on a time-and-materials cost basis. Furthermore, although earlier impact fee studies have been performed and earlier work will be utilized to the extent possible, this proposal assumes that the basis of the City's impact fee program is to be fully reviewed and that the Advisory Committee is to be fully briefed on impact fee issues. If a lesser scope becomes necessary due to earlier work performed, Consultant fees will be adjusted accordingly. The Consultant is prepared to begin work immediately upon finalization of the scoping activities and receipt of notice to proceed. 2.2 STAFF ORIENTATION As the first phase of the study, Rimrock will provide Staff with an orientation to impact fees and program alternatives. First, the Consultant will provide the City with a short review of the legal context of fee development, including both the specific requirements of Chapter 395 and broader constitutional requirements as determined by case law history. This will provide a context for understanding the parameters of alternatives available to the City in its program . Secondly, Rimrock will examine the City's impact fee history as a point of departure for the current study. Then , Rimrock will provide Staff with alternative approaches for impact fee development and present the pros and cons of each approach in a decision matrix format which plots various policy concerns against each alternative fee approach. 2 ~ ~:/ege Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY Following this orientation, Staff and the Consultant will jointly determine the desirable fee approach for the City . This scope assumes that the City will continue its approach of segregated service areas with a limited array of funded facilities in each area. Should the City decide to consolidate service areas or include a more expansive array of facilities in the fee base, additional time and materials may be required for such a study approach, and the cost and schedule of the impact fee study will be adjusted accordingly. 2.3 COORDINATION ACTIVITIES/ADVISORY COMMITTEE SUPPORT A considerable amount of the effort in a Chapter 395 compliance program is directed toward coordination activities which are required by the legislation . The Consultant has developed a program which will minimize the time and expense of these efforts. The Consultant will provide guidance to the City in complying with the legislation in appointing the required Advisory Committee and in developing the required charge to the Committee from Council (if not already adopted by the City). In order to complete the study in the most expeditious manner, the Consultant's procedure will be to orient and guide the activities of the Advisory Committee concurrently with coordination with Staff on technical tasks. For the use of the Committee and Staff, the Consultant has developed an incremental approach to fee development whereby the Consultant presents one chapter of the necessary study report prior to each Committee meeting with designated activities for the Committee at its next meeting . All materials are presented in loose-leaf notebook form , beginning with a legal overview and orientation to Chapter 395 (as previously presented to Staff during orientation), followed by discussions of policy/technical issues identified by the Consultant (which may be supplemented by other issues from the Staff or Committee), presentation of technical study results and guidance to the Committee in performing its mandated responsibilities. With this step-wise procedure, at the completion of the study, all Committee members and Staff will have a complete report which has been developed throughout the periodic meetings, which will serve as both a record of the proceedings (in the event of a legal threat or challenge) and as an ongoing guide for the Committee in its semi-annual CIP review (which is mandated by the legislation). The Consultant has a considerable amount of the study report and coordination materials developed and readily adaptable for College Station with little effort, and thus little expense to the City. In addition to the report itself, the Consultant will also provide educational handouts, agendas for all advisory committee meetings (which are distributed at the end of each meeting for the following meeting, thus expediting the posting of Advisory Committee meetings), policy decision worksheets, presentations for 3 ~~:lege Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY public hearings, graphic displays of the fee process for Advisory Committee meetings and public hearings, and other materials to proceed through the public coordination process smoothly. Because these materials and products are already substantially developed, the City benefits from both the proven effectiveness of these resources and the reduction in costs related to program development. 2.4 DEVELOP PLANNING BASIS FOR IMPACT FEES 2.4.1 General The Consultant will review planning documents of the City and various other agencies (Texas Water Development Board , Council of Governments, Bureau of the Census, etc.) and organize planning data in an appropriate manner for fee calculation. The Consultant will also utilize service demand data to develop the required unit usage standards for CIP development. Every effort will be made to use existing plann ing documents; however, if it should be determined that existing planning documents need to be significantly adjusted or supplemented, the Consultant will do so with prior City approval on an additional time-and-materials basis, with appropriate adjustments to the study schedule. It is our understanding that the City will be able to provide current land use and engineering information for use in the study. 2.4.2 Mapping In addition to tabular planning documents, the Consultant will direct Staff in the development of proper map materials suitable for use in the study , including those for public notice, public hearings and reporting . 2.5 DEVELOP CIP BASIS FOR IMPACT FEES Rimrock personnel will coordinate with the City's engineering staff to provide guidance in the development of CIP documents required by the impact fee studies for water and wastewater. Using unit usage statistics and the facility inventory/GIP provided by Staff, RCC will compare the projected water and wastewater utility demands to available excess capacity to identify future utility needs for new customers. Appropriate facility costs and unit costs of new capacity will then be estimated by RCC . The proposed completed CIP will be reviewed with Staff and the Advisory Committee prior to fee calculation . 4 'f:-~ .... . 'r/X'-lr College Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY 2.6 FEE CALCULATIONS The Consultant will prepare calculations of the maximum allowable impact fees based upon planning, unit usage, facility inventory and future CIP data. This calculation will also include a consideration of current indebtedness of the City (that is manifested in monthly rate payments or property tax payments) and credits or offsets required either by Chapter 395 or constitutional precedent. With guidance from the Advisory Committee and Staff, the Consultant will also consider, if appropriate, various policy issues which could effect the level of the fee, such as desired cost recovery level, potential impacts on affordable housing or industrial siting , septic tank cutover issues, or other policy concern . Recommendations will be prepared regarding the amount of each fee and implementation of any policy which deviates from maximum fee collection. 2.7 HEARING DOCUMENT PREPARATION AND HEARING TESTIMONY 2.7.1 Public Hearing Although this proposal assumes a full technical treatment of impact fee issues, the City is technically performing an impact fee "update" study rather than an initial study, under State law. Consequently, the City Council will be faced with two options after the completion of the technical review. It can either: (1) Conduct a public hearing on any changes which need to be made to the assumptions (land use, population projections, CIP, fee amount, etc.) included in earlier fee studies and make corresponding ordinance adjustments; or (2) Make a finding that no update is necessary and publish public notice to that effect. This proposal assumes that a publ ic hearing will be necessary. However, if it is the finding of the City, after a thorough review of impact fee procedures, that no update is necessary, the Consultant's cost will be reduced accordingly. As necessary, the Consultant will prepare reports and other materials necessary for the public hearing and the Consultant will attend and testify at the hearing. Rimrock will provide the City with the various administrative instruments necessary for successful conduct of the public hearing: a resolution calling for the hearing ; text for the public notice and instructions for the newspapers to ensure proper notification compliance; and preparation of an original information packet for the City's use in responding to public information requests. (Although the Consultant will provide the City with original 5 M ~:lege Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY copies of the necessary notification materials, this scope of services assumes that the City will be responsible for timely public notice, the required certified mail notice to interested parties, and distribution of information to the public, with Consultant guidance.) Alternatively, if no hearing is required , Rimrock will prepare a resolution finding that no update is necessary and prepare the text and instructions for public notice of such finding . 2.7.2 City Council Workshop Due to the complexity of issues might be involved in the development of impact fees and the possibility for an enhanced level of public interest, we recommend that the Consultant conduct a workshop session with the City Council. The purpose of this meeting will be to provide them with a detailed overview of the study and study results in preparation for the public hearing or for their determination that no update is necessary. 2.8 FINAL REPORT AND DRAFT ORDINANCE PREPARATION As discussed above, the Consultant will orient the Advisory Committee efforts towards a step-wise production of a technical report. Subsequent to the public hearing, if any, RCC will revise the study report, if necessary, responsive to any changes arising out of the public process. During the conduct of the Advisory Committee process, RCC will assist City Staff and Attorney in the revision of the City's impact fee ordinance for timely consideration by the City Council. A draft revised ordinance will be presented to the City electronically, for submission to the City's attorney for review and finalization . 2.9 FEE ADMINISTRATION ASSISTANCE The City may need to adjust its record-keeping procedures to store necessary information for future reference. The Consultant will provide the City with a list of the types data it will need to keep to meet the requirements. Depending on local circumstances and the level of fees collected , the City may wish to develop a plan for application of collected fees to maximize fee impact on reducing future capital costs and on utility rates/property taxes. The Consultant will provide the City of College Station with a recommended 6 v, ~:lege Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY priority approach to expending the impact fee monies that will meet the regulatory requirements of Chapter 395 and maximize the usefulness of these fee proceeds to the City. 2.10 OPTIONAL SERVICES The scope of this proposal is limited to the minimum services required to enact a legal impact fee program. However, the City may desire additional services to improve the ability of the City to perform financial planning activities or respond to public comment. These optional services may be considered during the initial scoping process, or as a subsequent study effort. Such potential services include: Survey of Area Utility Fees -The City may wish to know how its fees compare to the size of those in nearby cities which may compete for industrial or other sitings. Plan for Fee Application -Each impact fee program extends over a defined period of time. Funds and records must be maintained for each separate program period, and fee proceeds for each program must be carefully applied to future projects or debt retirement to ensure that the right proportions of the right facilities are funded with the fees. Rimrock can develop a detailed plan for future application of fees, for each program period, to future debt service. Evaluation of Social Issues - A wide range of policy options exists within the constraints of Chapter 395 regarding fee exemptions or fee reductions . The Consultant can perform any desired policy analysis regarding either the technical justifications, if any, for fee reductions for specific types of customers, or assessments of impacts on both the customer and the City of any desired policy initiative. Staff Training . The Consultant can provide training to Staff to enable them to perform future program updates. 2.11 DELIVERABLES The Consultant will deliver to the City: Loose leaf impact fee notebook revisions and additions in sufficient number to provide one to each Advisory Committee member, as well as identified Staff. 7 ~ ~:lege Station Water and Sewer Impact Fees RIMROCK CONSULTING COMPANY If revisions are required to the impact fee report after public review, revised notebook pages will be provided for all notebooks. Six Impact Fee Advisory Committee meetings. One workshop presentation for the City Council regarding the impact fee study and recommendations. One workshop presentation for the City Council regarding the impact fee study and recommendations. Testimony at one city Council hearing 8 ~ ~:lege Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY 3.0 ESTIMATED COST Rimrock proposes to conduct the Staff orientation and water and sewer impact fee updates for a total estimated study cost of $20,000 . This assumes that the City will retain its current five segregated service areas with the current limited array of facilities. If the City substantively changes its impact fee approach or significantly changes the facilities included in each service area, additional costs may be incurred and will be billed on a time-and-materials basis . This cost also assumes ready availability of data from the City and/or its other consultants; timely response by City representatives and consultants; and the specific deliverables described in Section 2.11. This scope of services is proposed on a time-and-materials basis (not to be exceeded without prior Client approval) and according to the terms of the attached Standard Rate Schedule. Billing would be made monthly based on incurred labor and nonlabor costs. We are flexible in both our study scope and cost and wish to assure that the City of College Station receives a work product "tailored" to its specific needs. Therefore, all pricing and scheduling estimates contained in this proposal are subject to final negotiation with the City. 9 M" ~:lege Station Water and Sewer Impact Fees RIMROCK CONSUL TING COMPANY STANDARD RATE SCHEDULE AND TERMS Labor: Labor costs for non-litigation work for Ms. Mickey Fishbeck, AICP, are $125 per hour. Labor costs associated with litigation and expert witness testimony are $200 per hour. These hourly costs are subject to change annually in January. Travel and Subsistence: RCC travel and subsistence expenses are invoiced at actual cost plus 5% handling . Cost for vehicle mileage is computed at the allowable rate for business mileage deduction as defined by the U.S. Internal Revenue Service. Purchased Services: RCC purchased services are invoiced at actual cost plus 5% handling. Outside purchased services would include, but are not limited to : maps and technical reports, long-distance telephone calls, subcontract services, expendable supplies, and rented or leased equipment. In-house purchased services would include reproduction/copying at 10 cents per copy. Terms: RCC invoices are submitted monthly to the Client for all services rendered and are payable "Net 30 days" or will be considered late and in default. All Client payments past thirty (30) days from date of invoice will incur a late charge of one and one-half (1-1/2%) percent per month from the original date of the past due invoice. In the event of default by Client, RCC reserves the right to stop work from the posted date of the written "Stop Work" notice to the Client. Client hereby grants to RCC a security interest in all reports or other documents to be furnished by RCC under the contract referencing this Standard Rate Schedule in order to secure payment and performance of Client's obligation under this agreement. RCC may retain possession of any such reports or other documents after default. In the event the contract is referred to an attorney for enforcement or collection or if suit is brought for enforcement or collection, then Client shall pay all costs of enforcement and collection, including but not limited to attorney's fees and court costs incurred by RCC. Client and RCC agree and consent that in the event any action is brought in connection with the contract, venue shall be in Travis County, Texas. January, 2005 10