036-00
BOARD OF SUPERVISORS
RESOLUTION IN SUPPORT OF THE SHENANDOAH V ALLEY AD HOC REGIONAL
WATER AUTHORITY EXPLORATORY COMMITTEE
WHEREAS, the Shenandoah Valley Ad Hoc Regional Water Authority Exploratory
Committee held its organizational meeting October 20, 1999; and
WHEREAS, the concept of a Request for Proposal to deal with the issues identified in the
September 29 meeting, as set out in the Preamble, was proposed and served as the focus of meetings
December 21,1999 and February 29, 2000; and
WHEREAS, the Exploratory Committee has developed a three part Request for Proposal
entitled "Analysis of Regional Water Supply Solutions" which includes, at a feasibility level, (I) a
water resource evaluation, (2) an infrastructure evaluation, and (3) an organizational evaluation of
regional water supply options which would result in an overall recommendation and organizational
implementation plan for consideration by the committee; and
WHEREAS, the information available to the committee suggests an anticipated minimum
negotiated contract cost of $50,000 which, on population based funding would average under 28
cents per capita for the 1999 current population estimates of 181,300, up to $180,000 or
approximately a dollar per capita; and
WHEREAS, Planning District Commission and local govemment staff will be in a position
to cooperate in the collection and presentation of the base documents for the report, effectively
minimizing the direct cost for consultant expertise and effectively increasing the value of the
product; and
WHEREAS, this strategic regional cooperative investment to understand the resources and
options for the region at this point, as it may face a doubling of population in this century, will return
benefits many times over such an investment; and
\VHEREAS, the Ad Hoc Committee has requested a resolution of support from local
governments in the region that Planning District Commission and local government staff resources
be committed to finalizing the Request for Proposal for issuance on behalf ofthe Ad Hoc Committee
and that a representative sub-committee be authorized to negotiate a firm contract price.
NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors for the County
of Frederick, Virginia supports the Request for Proposal process and will designate local officials
and staff to work with the Ad Hoc Committee in the process; and
Rcsolution -Shcnandoah Valley Ad Hoc Rcgional Watcr
Authority Exploratory Committcc
Pagc 2
BE IT FURTHER RESOLVED, that this jurisdiction will cooperate with the other
jurisdictions and water users on a County/City/Town basis to secure funds for the consultant contract
as negotiated; and
BE IT FURTHER RECOGNIZED, that this effort has been originated through the
foresight of the local government of the Northern Shenandoah Valley with wide support from
citizens in response to a heightened awareness of the long term importance of the water resource to
the region and not as a response to a State or Federal mandate.
ADOPTED this 22nd day of March, 2000.
Upon motion made by W. Harrington Smith, Jr., and seconded by Margaret B. Douglas, the
above resolution was approved by the following recorded vote:
Richard C. Shickle
Aye
Robert M. Sager
Absent
Charles W. Orndoff, Sr.
Aye
Margaret B. Douglas
Aye
W. Harrington Smith, Jr.
Aye
Sidney A. Reyes
Aye
A COPY TESTE:
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Jo R. Riley, .J .
County Administrator
RESOLUTION NO.: 036-00
C;\ T JP\resolutions\FY 1 999.2000\W aterExploratoryCommOJ 2200. wpd
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10rb jfairfax 1f)lanninll Jl) istrict 'lConun15sion
"Sen'ing local gm'ef1l11lt!nls of the Northern Shenllndoah Valley"
IOJ East Sixth Street - Front Royal, Virginia 226JO-J499
Phone: (5~(j) tJJ6-1:l3(j() . Fax: (5~O) 6J5-41~7. E-Mail: Ifpdc@shcntcl.nct
To:
Chairmen, Boards of Supervisors
Mayors, City and Towns
Administrators, Managers and Clerks
Tom Christoffel, Executive Director
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March 7, 2000
Attn:
From:
Subject: Request for" Resolution in Support of the Shenandoah Valley
Ad Hoc Regional Water Authority Exploratory Conunittee"
Since the September 29, 1999 Local Government Forwn on " Regional Water Relationships and the
Future of the Northern Shenandoah Valley," a dedicated group of local officials have been meeting
as the Shenandoah Valley Ad Hoc Regional Water Authority Exploratory Committee. The Ad Hoc
Committee was created by consensus at the conclusion of the Forum to begin to deal with the issues
raised.
The Ad Hoc Committee's organizational meeting was held October 20, 1999. Though all local
governments could not arrange to have representatives participate, the members moved forward in an
open process where the planning district local governments are primary stakeholders in water issues.
The concept of a Request for Proposal to deal with the issues identified in the Forum was proposed
and served as the focus of meetings December 21, 1999 and February 29, 2000.
The Ad Hoc Committee has developed the enclosed three part DRAFr Request for Proposal entitled
"Analysis of Regional Water Supply Solutions:" It includes, at a feasibility level,: (I) a water
resource evaluation, (2) an infrastructure evaluation, and (3) an organizational evaluation of regional
water supply options which would result in an overall recommendation and organizational
implementation plan for consideration by the Committee. The importance of the qualifier feasibility
level is that the contractor would be dealing primarily with existing data and documents, rather than
doing original engineering. Another important qualifier is the focus on a "strategic planning
approach" to options, rather than an operational approach.
The information available to the Committee suggests an anticipated minimum negotiated contract cost
of $50,000 which, on population based funding would average under 28 cents per capita for the 1999
current population estimates of 181,300, up to $180,000 or approximately a dollar per capita. They
feel that PDC and local government staff will be in a position to cooperate in the collection and
presentation of the base documents for the report, effectively minimizing the direct cost for
consultant expertise and effectively increasing the value of the product.
Many feel that this strategic regional cooperative investment to underst.U1d the resources and options
for the region at this point will return benefits many times over the current dollar cost of such an
investment. The straight line VEC population projection move our 181,300 population to 321,524 by
2050. The U.S. expects population to double in 100 years - which would put us at 363,000 in 2100.
...
PLEASE RECYCLE ~
l\eqlle~t fur Re~olutioll
Page 2 of 2
'l1Jis letter trallsmit~ to each local governmellt the Commitlce's reqllest for a resolution of support
within 30 Jays. The quick response rcquest rdkcts the urgency of this issue. The proposed
resolution is enclosed. It inclu<,ks a preamble which proviJes the listing of issues of agreement from
the forum and the rationale for proceeJing. Individual locality acknowleJgement of the process and a
commitment to participation at some level is now needed. Upon passage of resolutions, the Request
for Proposal will be finalized for issuance. A representative sub-committee will be authorized to
negotiate a firm contract price.
The enclosed resolution is set up so that, depending upon local format, it might be used as an
original. A digital copy will be forwarded bye-mail to those with e-mail. Disks can be mailed to
other localities.
The resolution concludes with "FURTHER BE IT RECOGNIZED that this effort has been
originated through the foresight of the local governments of the Northern Shenandoah Valley with
wide support from citizens in response to a heightened awareness of the long term importance of the
water resource to the region and not as a response to a State or Federal mandate."
Local action includes designation of local official and staff contacts to work with the Committee in
the process. Since this is a bootstrap effort of the local governments in the region, there is no
external "them" to deliver the product. The outcome will be based on the local government
participation, so it appears to be in the interest of every local government to participate on behalf of
current and future citizens to. These contacts will receive information mailings and may be asked to
participate as local resources relative to the fmal RFP, consultant review or other Committee
_ functions. The working idea on funding is that the Conunittee may set a method for allocation of the
costs to county areas allowing the local combination of county/city/town governments to determine
how that local share is raised.
I anticipate that the Conunittee will remain "ad hoc" - meaning as necessary, through completion of
the RFP and receipt of the recommendations. Depending upon the nature of the proposals and the
enthusiasm with which they are received, action to create a more permanent group would obviously
be up to the local governments.
~~
T.J.C.
Enclosures
cc: Commissioners
James L. Longerbeam
6.7.5 ResTransMemo
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DRAFT Request for Proposal 3/7/00
Shenandoah Valley Ad Hoc Regional Water Authority Exploratory Committee
Analysis of Regional Water Supply Solutions
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Jurisdictions of the Lord Fairfax Planning District formed the Shenandoah Valley Ad
Hoc Regional Water Authority Exploratory Committee ("the Committee") to evaluate
formation of a regional water authority. It is the consensus of the regional leadership that
a more regionalized approach to the providing of utility services should be explored.
Previous studies have been done independently to address independent needs, but no
comprehensive regional evaluation has been undertaken. It is the intent of the Committee
to solicit proposals from qualified firms to survey the local and regional utilization of
water resources, treatment facilities, and distribution infrastructure and to recommend
options for regional collaboration.
It is envisioned that this study will bring forth different options available to the
jurisdictions that may provide for the long-ternJ needs of the region regarding water
sllpply, This study, along with providing potential options and opportunities for
cooperation, must evaluate the regional needs for service, examine present available
resources, facilities and operations, and project future development needs through 2050.
The study should analyze, at a feasibility level, institutional options for collaboration by
the jurisdictions and the functional benefits of the different options, Realizing that many
options and configurations can be developed when looking strategically at such a regional
concept it will be the consultant's objective to be able to present at the completion of the
study a Shenandoah Valley Regional Water Authority organizational implementation
plan,
Long term infrastructure and resource development decisions will be made in the coming
years and it is the intention of this strategic planning study to develop options whereby
local governments would be in a position to make infrastructure investment decisions
which cooperatively benefit their citizens individually and as residents of the Shenandoah
Valley,
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The selected firm will conduct a feasibility level evaluation of the institutional options for
regional collaboration in meeting further water demand. The following areas should be
addressed in the study:
WATER RESOURCE EVALUATION
^n evaluation will be made by the selected lirm of the water resources within the region
and the potential for development of future water resources. The consultant will examine
existing local water study documents for the region and provide a professional opinion of
the reliability of identitied resources and any other sources (present and future) necessary
to meet the needs of the jurisdictions. During this evaluation, the consultant shall use
development information available to form a timetable in which developed sources will
become inadequate. This timcline will also address the development of additional sources
and quantity to be obtained. In conjunction with this timeline, the consultant will acquire
feasibility level estimates for the cost of development or enhancement of identified
resources. The planning window for this evaluation is envisioned to be 25 years.
This will be a critical element in the study because it will establish potential ways in
which joint usage and development of sources by a regional authority may benefit the
individual jurisdictions and the region as a whole.
INFRASTRUCTURE EV ALUA TION
The selected firm will survey and provide an overview of existing water supply
infrastructure and facilities. The evaluation will include a discussion of existing and
planned water supply capabilities and capacities of each jurisdiction in the region. The
consultant should examine from a technical, financial, and resource utilization standpoint
expansions and improvements required to each system to meet future water supply
demands should the jurisdictions proceed independently. This overview will provide the
basis for evaluation of the best technical, financial and organizational alternatives
available to the region for meeting future water demand.
ORGANIZATIONAL EV ALUA TION OF REGIONAL WATER SUPPLY
OPTIONS
Building upon the baseline information developed in the water resource and
infrastructure evaluation, the study should evaluate with a long term strategic planning
perspective the institutional options for collaboration by the jurisdictions to meet their
citizen's water supply needs. The study must evaluate and discuss the functional benefits
of each different collaborative option and compare these options with the relative merits
of each jurisdiction proceeding independently to meet its water supply needs. As to each
option, technical, financial and resource utilization benefits should be evaluated and
discussed.
The consultant should compare the relative financial ramifications to the jurisdictions of
the different potential scenarios derived through this study with the presently existing
organizations and operations. Similarly, options should be compared regarding efficient
water resource utilization and conservation.
These considerations should not be limited to a single organizational concept. A basic
organizational diagram should be developed for each option under consideration. The
2
consultant shall also evaluatc the possible ditTerent board structures that would oversee
any joint undertaking or managcmcnt that may be the outcome of this study. Although a
preferencc has bccn shown for an authority type structure, other options should be
considcred during the evaluation
FINAL REPORT
A final report will be prepared by the consultant bringing together all of the points of
evaluation into an overall recommendation and organizational implementation plan for
consideration by the Committee.
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-.----pROPOSA.~-SUBMITIAL ~--
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So that the Committee can evaluate each submitter's capability to provide the technical,
financial and strategic planning services necessary to meet the scope of work, proposals
at a minimum should address the foUowing issues:
. Demonstrate sufficiency and expertise in engineering, financial and strategic planning
capabilities as these disciplines relate to water supply and water utilities. Different
firms may have the option of combining and submitting a joint proposal to undertake
the study.
. Demonstrate an understanding of the evaluation processes involved in meeting the
project goals. Demonstrate the availability of resources and personnel to be able to
successfuUy complete this project and in the time period necessary.
. Describe the proposed approach that wiU be taken by your firm to meet the objectives
of the study to be undertaken. Include a work breakdown of major study tasks
identified and their interrelationship to a successful project.
. Provide an organizational chart of the primary firm or firms and any subconsultants
that may be proposed to accomplish this study. The chart should show the
relationship of essential personnel to the components of the scope of work. Indicate
the percentage of time that essential staff members will be allocated to this study.
. Describe prior experience that the firm has had with studies addressing
organizational, financial and operational evaluations of water supply systems
Provide qualifications and experience of the proposed study members. State specific
examples of the roles those members have had in studies of similar scope and
complexity.
3
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Selection Process
A panel selected by the Committee to insure compliance with the request for proposal
requirements will review all submittals. Each proposal will be ranked based on the
criteria set forth below. At the discretion of the Committee and based on the number of
proposals received a minimum of the top three ranked firms will be interviewed
Following the interview process, the Committee or its designated representatives will
undertake negotiations with the top ranked firm resulting from the interview process. If
the negotiations are successful, that firm will be presented to the full Committee for
approval. If the negotiations are unsuccessful, then negotiations with the next ranked firm
will commence and continue until the negotiations are successful or the Committee
decides to terminate further negotiations.
Selection and Evaluation Criteria
. The skill, experience, and training of the specified key personnel who will be
performing the tasks contained in the scope of work. The evaluation of the skill,
experience, and training of any subconsultants to be retained to perform given tasks
within the scope of work.
. The consultant's understanding of the objectives and final product that is to come
from undertaking of this study. The workplan and approach which the consultant
proposes to accomplish the tasks of the study reflecting both the feasibility level and
regional strategic planning nature of the project.
. Prior experience and reputation on projects or studies of similar scope and complexity
as obtained from references.
. Ability to mobilize, initiate, and organize the study and dedicate adequate resources
and staff to achieve the overall study objectives in a timely manner.
. General responsiveness to the request for proposal along with the professionalism and
competence of the response.
6.75 #59871 I v2 Shenandoah
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4
DRAFT 3/5/2000
RESOLUTION IN SUPPORT OF THE SHENANDOAH V ALLEY AD HOC
REGIONAL WATER AUTHORITY EXPLORATORY COMMITTEE
PREAMBLE
A public Local Government Forum to discuss Regional Water Relationships and the Future of
the Northern Shenandoah Valley was convened September 29, 1999 in Warren County for the
local governments of the Lord Fairfax Planning District Commission.
The discussion of water issues included, as points of consensus, agreement: (1) that the time
frame for water resources planning in the region should be for 50, 75 and 100 years out; (2)
that a regional effort was the next logical step for the individual localities; (3) that for the
region, water equals "Quality of Life;" (4) that the region is growing; (5) that the Minimum
Instream Flow project should be completed in a timely manner; (6) that the 1999 drought has
motivated localities to seriously evaluate water resource availability; (7) that localities must be
waterwise and cooperate; (8) that water use included recreation and agriculture; (9) that the
River Counties - Clarke, Shenandoah, Page and Warren, are affected by upstream users; (10)
that a Regional Water Authority was an option; (11) that interbasin transfer amounts should
'1e frozen at current levels; (12) that augmentation sources such as small reservoirs, deep
.wells and use of quarry water should be considered; (13) that both water and air resources of
the region needed to be protected; (14) that surface and groundwater resources are
interconnected; (15) that the region should tap into State and Federal resources on this issue;
(16) that the watershed approach must be regional, therefore efforts should invite to be
included jurisdictions in the Upper Valley; and
The meeting ended with a motion made and seconded that Mr. James Longerbeam chair a
Regional Water Authority Ad Hoc Exploratory Committee inviting participation from the
region's local governments. The Lord Fairfax Planning District Commission committed staff
support for the effort.
RESOLUTION
WHEREAS, the Shenandoah Valley Ad Hoc Regional Water Authority Exploratory
Committee held its organizational meeting October 20, 1999; and
WHEREAS, the concept of a Request for Proposal to deal with the issues identitied in the
September 29 meeting, as set out in the Preamble, was proposed and served as the focus of
.neetings December 21, 1999 and February 29,2000, and