HomeMy WebLinkAboutContractCAG-25-140
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AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE
CITY OF RENTON AND HDR, INC. FOR A RECLAIMED WATER
FEASIBILITY STUDY
THIS AGREEMENT, dated for reference purposes only as April 7, 2025, is by and between
the City of Renton (the "City"), a Washington municipal corporation, and HDR Engineering,
Inc. ("Consultant"), a Nebraska Corporation doing business in Washington. The City and the
Consultant are referred to collectively in this Agreement as the "Parties." Once fully
executed bythe Parties, this Agreement is effective as of the last date signed by both parties.
1. Scope of Work: Consultant agrees to provide professional services for a reclaimed
water feasibility study, as specified in Exhibit A, which is attached and incorporated
herein and may hereinafter be referred to as the "Work."
2. Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions, deletions or modifications. Any such
changes to the Work shall be ordered by the City in writing and the Compensation
shall be equitably adjusted consistent with the rates set forth in Exhibit B or as
otherwise mutually agreed by the Parties.
3. Time of Performance: Consultant shall commence performance of the
Agreement pursuant to the schedule(s) set forth in Exhibit C. All Work shall be
performed by no later than April 30, 2026.
4. Compensation:
A. Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $199,395, plus any applicable state and local sales
taxes. Compensation shall be paid based upon Work actually performed
according to the rate(s) or amounts specified in Exhibit A. The Consultant agrees
that any hourly or flat rate charged by it for its Work shall remain locked at the
negotiated rate(s) unless otherwise agreed to in writing or provided in Exhibit B.
Except as specifically provided herein, the Consultant shall be solely responsible
for payment of any taxes imposed as a result of the performance and payment of
this Agreement.
B. Method of Payment. On a monthly or no less than quarterly basis during any
quarter in which Work is performed, the Consultant shall submit a voucher or
invoice in a form specified by the City, including a description of what Work has
been performed, the name of the personnel performing such Work, and any
hourly labor charge rate for such personnel. The Consultant shall also submit a
final bill upon completion of all Work. Payment shall be made bythe Cityfor Work
performed within thirty (30) calendar days after receipt and approval by the
appropriate City representative of the voucher or invoice. If the Consultant's
performance does not meet the requirements of this Agreement, the Consultant
will correct or modify its performance to complywith the Agreement. The City may
withhold payment for work that does not meet the requirements of this
Agreement.
C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver
by the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D. Non -Appropriation of Funds. If sufficient funds are not appropriated or allocated
for payment under this Agreement for any future fiscal period, the City shall not
be obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of
all remaining Work for which funds are allocated. No penalty or expense shall
accrue to the City in the event this provision applies.
5. Termination:
A. The City reserves the right to terminate this Agreement at anytime, with orwithout
cause by giving ten (10) calendar days' notice to the Consultant in writing. In the
event of such termination or suspension, all finished or unfinished documents,
data, studies, worksheets, models and reports, or other material prepared bythe
Consultant pursuant to this Agreement shall be submitted to the City, if any are
required as part of the Work.
B. In the event this Agreement is terminated by the City, the Consultant shall be
entitled to payment for all hours worked to the effective date of termination, less
all payments previously made. If the Agreement is terminated by the City after
partial performance of Workfor which the agreed compensation is a fixed fee, the
City shall pay the Consultant an equitable share of the fixed fee. This provision
shall not prevent the City from seeking any legal remedies it may have for the
violation or nonperformance of any of the provisions of this Agreement and such
charges due to the City shall be deducted from the final payment due the
Consultant. No payment shall be made by the City for any expenses incurred or
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work done following the effective date of termination unless authorized in
advance in writing by the City.
6. Warranties And Right To Use Work Product: Consultant represents and warrants
that Consultant will perform all Work identified in this Agreement in a professional
and workmanlike manner and in accordance with all reasonable and professional
standards and laws. Compliance with professional standards includes, as
applicable, performing the Work in compliance with applicable City standards or
guidelines (e.g. design criteria and Standard Plans for Road, Bridge and Municipal
Construction). Professional engineers shall certify engineering plans, specifications,
plats, and reports, as applicable, pursuant to RCW 18.43.070. Consultant further
represents and warrants that all final work product created for and delivered to the
City pursuant to this Agreement shall be the original work of the Consultant and free
from any intellectual property encumbrance which would restrict the Cityfrom using
the work product. Consultant grants to the City a non-exclusive, perpetual right and
License to use, reproduce, distribute, adapt, modify, and display all final work
product produced pursuant to this Agreement. The City's or other's adaptation,
modification or use of the final work products other than for the purposes of this
Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7. Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be
required by applicable Washington State records retention laws, but in any event no
less than six years after the termination of this Agreement. The Consultant agrees to
provide access to and copies of any records related to this Agreement as required by
the City to audit expenditures and charges and/or to comply with the Washington
State Public Records Act (Chapter 42.56 RCW). The provisions of this section shall
survive the expiration or termination of this Agreement.
8. Public Records Compliance: To the full extent the City determines necessary to
comply with the Washington State Public Records Act, Consultant shall make a due
diligent search of all records in its possession or control relating to this Agreement
and the Work, including, but not limited to, e-mail, correspondence, notes, saved
telephone messages, recordings, photos, or drawings and provide them to the City
for production. In the event Consultant believes said records need to be protected
from disclosure, it may, at Consultant's own expense, seek judicial protection.
Consultant shall indemnify, defend, and hold harmless the City for all costs,
including attorneys' fees, attendant to any claim or litigation related to a Public
Records Act request for which Consultant has responsive records and for which
Consultant has withheld records or information contained therein, or not provided
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them to the City in a timely manner. Consultant shall produce for distribution any and
all records responsive to the Public Records Act request in a timely manner, unless
those records are protected by court order. The provisions of this section shall
survive the expiration or termination of this Agreement.
9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set
forth in this Agreement. The nature of the relationship between the Consultant
and the City during the period of the Work shall be that of an independent
contractor, not employee. The Consultant, not the City, shall have the power to
control and direct the details, manner or means of Work. Specifically, but not by
means of limitation, the Consultant shall have no obligation to work any
particular hours or particular schedule, unless otherwise indicated in the Scope
of Work or where scheduling of attendance or performance is mutually arranged
due to the nature of the Work. Consultant shall retain the right to designate the
means of performing the Work covered by this agreement, and the Consultant
shall be entitled to employ other workers at such compensation and such other
conditions as it may deem proper, provided, however, that any contract so made
by the Consultant is to be paid by it alone, and that employing such workers, it is
acting individually and not as an agent for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to
Consultant or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual,
the Consultant agrees to notify the City and complete any required form if the
Consultant retired under a State of Washington retirement system and agrees to
indemnify any losses the City may sustain through the Consultant's failure to do
SO.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold
harmless the City, elected officials, employees, officers, representatives, and
volunteers from any and all claims, demands, actions, suits, causes of action,
arbitrations, mediations, proceedings, judgments, awards, injuries, damages,
liabilities, taxes, losses, fines, fees, penalties, expenses, attorney's or attorneys'
fees, costs, and/or litigation expenses to or by any and all persons or entities, arising
from, resulting from, or related to the negligent acts, errors or omissions of the
Consultant in its performance of this Agreement or a breach of this Agreement by
Consultant, except for that portion of the claims caused by the City's sole
negligence.
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Should a court of competent jurisdiction determine that this agreement is subject to
RCW 4.24.115, (Validity of agreement to indemnify against liability for negligence
relative to construction, alteration, improvement, etc., of structure or improvement
attached to real estate...) then, in the event of liability for damages arising out of
bodily injury to persons or damages to property caused by or resulting from the
concurrent negligence of the Consultant and the City, its officers, officials,
employees and volunteers, Consultant's liability shall be only to the extent of
Consultant's negligence.
It is further specifically and expressly understood that the indemnification provided
in this Agreement constitute Consultant's waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The
Parties have mutually negotiated and agreed to this waiver. The provisions of this
section shall survive the expiration or termination of this Agreement.
11. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure
compliance with the City's Code of Ethics and state law, the Consultant shall not
give a gift of any kind to City employees or officials. Consultant also confirms that
Consultant does not have a business interest or a close family relationship with any
City officer or employee who was, is, or will be involved in selecting the Consultant,
negotiating or administering this Agreement, or evaluating the Consultant's
performance of the Work.
12. City of Renton Business License: Unless exempted by the Renton Municipal Code,
Consultant shall obtain a City of Renton Business License prior to performing any
Work and maintain the business license in good standing throughout the term of this
agreement with the City.
Information regarding acquiring a city business license can be found at:
https://www.rentonwa.gov/Tax
Information regarding State business licensing requirements can be found at:
https://dor.wa.gov/doing-business/register-my-business
13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000
for each occurrence/$2,000,000 aggregate for the Term of this Agreement.
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B. In the event that Work delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors
and Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean
any Work provided by a licensed professional or Workthat requires a professional
standard of care.
C. Workers' compensation coverage, as required bythe Industrial Insurance laws of
the State of Washington, shall also be secured.
D. Commercial Automobile Liability for owned, leased, hired or non -owned, leased,
hired or non -owned, with minimum limits of $1,000,000 per occurrence
combined single limit, if there will be any use of Consultant's vehicles on the
City's Premises by or on behalf of the City, beyond normal commutes.
E. Consultant shall name the City as an Additional Insured on its commercial
general liability policy on a non-contributory primary basis. The City's insurance
policies shall not be a source for payment of any Consultant liability, nor shall the
maintenance of any insurance required by this Agreement be construed to limit
the liability of Consultant to the coverage provided by such insurance or
otherwise limit the City's recourse to any remedy available at law or in equity.
F. Subject to the City's review and acceptance, a certificate of insurance showing
the proper endorsements, shall be delivered to the City before performing the
Work.
G. Consultant shall provide the City with written notice of any policy cancellation,
within two (2) business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant's reasonable control. When such delays beyond the Consultant's
reasonable control occur, the City agrees the Consultant is not responsible for
damages, nor shall the Consultant be deemed to be in default of the Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer
or encumber any rights, duties or interests accruingfrom this Agreement without the
written consent of the other.
16. Notices: Any notice required under this Agreement will be in writing, addressed to
the appropriate party at the address which appears below (as modified in writing
from time to time by such party), and given personally, by registered or certified mail,
return receipt requested, by facsimile or by nationally recognized overnight courier
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service. Time period for notices shall be deemed to have commenced upon the date
of receipt, EXCEPTfacsimile deliverywill be deemed to have commenced on the first
business day following transmission. Email and telephone may be used for purposes
of administering the Agreement, but should not be used to give any formal notice
required by the Agreement.
CITY OF RENTON
Jonathan Chavez
1055 South Grady Way
Renton, WA 98057
Phone: (425) 430-7208
jchavez@rentonwa.gov
Fax: (425) 430-7241
CONSULTANT
Jeff Hansen
905 Plum Street SE, Suite 200, Town
Square 3
Olympia, WA 98501-1516
Phone: (360) 570-4410 or (360) 570-
4000
jeff.hansen@hdrinc.com
Fax: (360) 570-7272
17. Discrimination Prohibited: Except to the extent permitted by a bona fide
occupational qualification, the Consultant agrees as follows:
A. Consultant, and Consultant's agents, employees, representatives, and
volunteers with regard to the Work performed or to be performed under this
Agreement, shall not discriminate on the basis of race, color, sex, religion,
nationality, creed, marital status, sexual orientation or preference, age (except
minimum age and retirement provisions), honorably discharged veteran or
military status, or the presence of any sensory, mental or physical handicap,
unless based upon a bona fide occupational qualification in relationship to hiring
and employment, in employment or application for employment, the
administration of the delivery of Work or any other benefits under this Agreement,
or procurement of materials or supplies.
B. The Consultant will take affirmative action to insure that applicants are employed
and that employees are treated during employment without regard to their race,
creed, color, national origin, sex, age, sexual orientation, physical, sensory or
mental handicaps, or marital status. Such action shall include, but not be limited
to the following employment, upgrading, demotion or transfer, recruitment or
recruitment advertising, layoff or termination, rates of pay or other forms of
compensation and selection for training.
C. If the Consultant fails to comply with any of this Agreement's non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
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D. The Consultant is responsible to be aware of and in compliance with all federal,
state and local laws and regulations that may affect the satisfactory completion
of the project, which includes but is not limited to fair labor laws, worker's
compensation, and Title VI of the Federal Civil Rights Act of 1964, and will comply
with City of Renton Council Resolution Number 4085.
18. Miscellaneous: The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C. Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
D. In the event special training, licensing, or certification is required for Consultant
to provide Work he/she will acquire or maintain such at his/her own expense and,
if Consultant employs, sub -contracts, or otherwise assigns the responsibility to
perform the Work, said employee/sub-contractor/assignee will acquire and or
maintain such training, licensing, or certification.
E. This is a non-exclusive agreement and Consultant is free to provide his/her Work
to other entities, so long as there is no interruption or interference with the
provision of Work called for in this Agreement.
F. Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G. Consultant is responsible for his/her own Worker's Compensation coverage as
well as that for any persons employed by the Consultant.
19. Other Provisions:
A. AporovalAuthority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly
authorized to execute and deliver this Agreement on behalf of the City or
Consultant.
B. General Administration and Management. The City's project manager is Jonathan
Chavez. In providing Work, Consultant shall coordinate with the City's contract
manager or his/her designee.
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C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and
this Agreement, the terms of this Agreement shall prevail. Any
exhibits/attachments to this Agreement are incorporated by reference only to the
extent of the purpose for which they are referenced within this Agreement. To the
extent a Consultant prepared exhibit conflicts with the terms in the body of this
Agreement or contains terms that are extraneous to the purpose for which it is
referenced, the terms in the body of this Agreement shall prevail and the
extraneous terms shall not be incorporated herein.
E. Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City
of Renton. Consultant and all of the Consultant's employees shall perform the
Work in accordance with all applicable federal, state, county and city laws, codes
and ordinances.
F. Joint Drafting Effort. This Agreement shall be considered for all purposes as
prepared by the joint efforts of the Parties and shall not be construed against one
party or the other as a result of the preparation, substitution, submission or other
event of negotiation, drafting or execution.
G. Jurisdiction and Venue. Any lawsuit or legal action brought by any partyto enforce
or interpret this Agreement or any of its terms or covenants shall be brought in the
King County Superior Court for the State of Washington at the Maleng Regional
Justice Center in Kent, King County, Washington, or its replacement or
successor. Consultant hereby expressly consents to the personal and exclusive
jurisdiction and venue of such court even if Consultant is a foreign corporation
not registered with the State of Washington.
H. Severability. A court of competent jurisdiction's determination that any provision
or part of this Agreement is illegal or unenforceable shall not cancel or invalidate
the remainder of this Agreement, which shall remain in full force and effect.
I. Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J. Time is of the Essence. Time is of the essence of this Agreement and each and all
of its provisions in which performance is a factor. Adherence to completion dates
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PAGE 9 OF 11
set forth in the description of the Work is essential to the Consultant's
performance of this Agreement.
K. Third -Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this
Agreementwill be forthe sole and exclusive benefit of the Parties and no one else.
L. Binding Effect. The Parties each bind themselves, their partners, successors,
assigns, and legal representatives to the other party to this Agreement, and to the
partners, successors, assigns, and legal representatives of such other party with
respect to all covenants of the Agreement.
M. Waivers. All waivers shall be in writing and signed by the waiving party. Either
party's failure to enforce any provision of this Agreement shall not be a waiver and
shall not prevent either the City or Consultant from enforcingthat provision or any
other provision of this Agreement in the future. Waiver of breach of any provision
of this Agreement shall not be deemed to be a waiver of any prior or subsequent
breach unless it is expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will
together constitute this one Agreement.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the
date last signed by the Parties below.
CITY OF RENTON
By:
Armondo Pavone
Mayor
4/30/2025
Date
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CONSULTANT
By.
Olivia illian s
Vice President
Date
04/23/2025
Attest
Jason A. Seth
City Clerk
Approved as to Legal Form
By: Approved by Cheryl Beyer via email 2/27/2025
Shane Maloney
City Attorney
Contract Template Updated 5/21/2021
Clb 2-27-25 (3338)
Renton Reclaimed Water Feasibility Study i Scope of Services
Exhibit A – Scope of Services
City of Renton
Reclaimed Water Feasibility Study
Scope of Services
February 2025
Renton Reclaimed Water Feasibility Study ii Scope of Services
Table of Contents
Background ................................................................................................................... 1
Task 1 Project Management ......................................................................................... 1
Objective ............................................................................................................. 1
HDR Services ..................................................................................................... 1
Client Responsibilities ......................................................................................... 2
Assumptions ....................................................................................................... 2
Deliverables ........................................................................................................ 2
Task 2 Project Kickoff and Background Information Review .................................... 2
Objective ............................................................................................................. 2
HDR Services ..................................................................................................... 2
Client Responsibilities ......................................................................................... 2
Assumptions ....................................................................................................... 2
Deliverables ........................................................................................................ 2
Task 3 Reclaimed Water Quality, Uses, Benefits, and Demand Analysis ................. 3
Objective ............................................................................................................. 3
HDR Services ..................................................................................................... 3
Client Responsibilities ......................................................................................... 4
Assumptions ....................................................................................................... 4
Deliverables ........................................................................................................ 5
Task 4 Reclaimed Water Alternatives .......................................................................... 5
Objective ............................................................................................................. 5
HDR Services ..................................................................................................... 5
Client Responsibilities ......................................................................................... 5
Assumptions ....................................................................................................... 6
Deliverables ........................................................................................................ 6
Task 5 Costs, Potential Funding Sources, and Feasibility Evaluation ...................... 6
Objective ............................................................................................................. 6
HDR Services ..................................................................................................... 6
Client Responsibilities ......................................................................................... 7
Assumptions ....................................................................................................... 7
Deliverables ........................................................................................................ 7
Task 6 Feasibility Report .............................................................................................. 8
Objective ............................................................................................................. 8
Prepare the reclaimed water feasibility report. .................................................... 8
HDR Services ..................................................................................................... 8
Client Responsibilities ......................................................................................... 8
Assumptions ....................................................................................................... 8
Renton Reclaimed Water Feasibility Study iii Scope of Services
Deliverables ........................................................................................................ 8
Optional Items .............................................................................................................. 8
Renton Reclaimed Water Feasibility Study 1 Scope of Services
SCOPE OF SERVICES
Background
The City of Renton (City) owns and operates a multi-source municipal water system that
currently serves 18,553 retail customers (service connections). Between 2008 and 2017, the
City’s average day demand (ADD) was approximately 7 million gallons per day (mgd), with
historical maximum day demands (MDD) of approximately 13 mgd. Based on the 2021 City of
Renton Water System Plan Update, the City’s ADD is projected to increase from 7.7 mgd in
2019 to 9.8 mgd in 2039. By 2039, the MDD is projected to increase to 17.7 mgd. Although the
City has enough supply to meet system wide ADD through 2039, the City would need to
augment their supply with Seattle Public Utilities (SPU) supplied water to meet the 2039 MDD.
Additionally, House Bills (HB) 1110 & 1337 were signed in May and will result in higher density
and an increase in water consumption. In a proactive and environmentally conscious effort to
prepare for future demands, climate change, increase sustainability and protect the City’s
aquifer supply, the City and King County (County) are conducting a reclaimed water feasibility
study to determine the viability of reclaimed water as an alternate water supply for non-potable
uses.
This study shall focus on the planning and implementation of a City reclaimed water distribution
system in the Renton Green River Valley area. The consultant shall use existing City customer
data, future demands of consumptive/non-consumptive water use, current/future construction
costs, existing water quality data, published reports/studies, and applicable knowledge/expertise
to inform the City on reclaimed water viability.
The City and County are jointly funding this effort, through which HDR has been contracted to
provide planning and engineering services. HDR will make all reasonable efforts to contain
project-related costs limited within the authorized funding, and notify the City of any changes in
scope, outstanding issues, concerns or other considerations that may influence the actual
project costs or require a change in scope or an amendment to HDR’s authorized budget.
The project work will be organized under the tasks listed below.
Task 1 Project Management
Objective
Manage the scope, schedule and budget for the project. Work with the City’s project manager
to coordinate activities among staff from the HDR team and the City and County. Oversee the
HDR team to complete project services.
HDR Services
1. Organize and manage HDR project team and coordinate with City and County project
managers on completion of City and County responsibilities supporting plan development
and review.
2. Prepare project schedule.
3. As needed, update project scope, schedule and budget to respond to any changes
authorized by the City.
4. Conduct internal team meetings as needed to track and manage progress.
Renton Reclaimed Water Feasibility Study 2 Scope of Services
5. Participate in biweekly check-in meetings (1/2-hour in length, virtual, one HDR staff).
6. Prepare monthly invoices using standard HDR format. Prepare brief written progress
reports each month to accompany the invoice.
Client Responsibilities
1. Review monthly progress reports and respond to issues identified, if applicable.
2. Process monthly invoices; and communicate questions or issues to HDR Project Manager.
3. If new events or policy changes affecting the plan occur during the course of plan
development, notify the HDR Project Manager promptly.
Assumptions
1. Project duration will be twelve months (this assumption provides a basis for estimating the
cost of routine project management activity).
Deliverables
1. Monthly invoice and progress report (PDF).
Task 2 Project Kickoff and Background Information Review
Objective
Prepare for project implementation by reviewing background information and facilitating a kickoff
meeting.
HDR Services
1. Review applicable background information as provided by the City and the County.
2. Plan for and facilitate a kickoff meeting with City and County representatives to review
project goals and objectives, discuss the Scope of Work and schedule, establish preliminary
dates for project meetings and to discuss identified questions and information needed by the
consultant. Prepare agenda and meeting notes.
3. Prepare data request tracking sheet, which will be updated and used throughout subsequent
tasks.
Client Responsibilities
1. Provide applicable background information, including (but not limited to): 1993 Conceptual
Reuse Plan, 2019 Water System Plan, prior County reclaimed water planning materials
pertaining to the City.
Assumptions
1. Kickoff meeting will be in-person and up to two hours in length. Three HDR staff will attend.
Deliverables
1. Kickoff meeting agenda and notes (Word).
Renton Reclaimed Water Feasibility Study 3 Scope of Services
Task 3 Reclaimed Water Quality, Uses, Benefits, and Demand
Analysis
Objective
Identify potential reclaimed water uses and associated demands.
HDR Services
Subtask 3.1 – Reclaimed Water Quality and Existing System
1. Summarize the existing treatment process and distribution system for the King County
Wastewater Treatment Division (KCWTD) South Treatment Plant (STP) reclaimed water
system and any planned future improvements/projects.
2. Review STP reclaimed water quality data including Contaminants of Emerging Concern
(CECs) (e.g., PFAS) and compare reclaimed water quality to water quality typically needed
for different types of uses and with Washington State Class A reclaimed water standards.
Subtask 3.2 – Reclaimed Water Examples and Benefits
1. Summarize the approved uses of Class A reclaimed water.
2. Summarize up to 12 examples of active, reclaimed water uses in Washington and other
USA states that are similar to what could be implemented in the City.
3. Identify benefits and challenges of reclaimed water use. Qualitative and quantitative
benefits will be considered. Summarize relative importance to the City.
4. Prepare Draft Reclaimed Water Quality and Example Uses Technical Memorandum (TM).
5. Participate in TM review meeting.
Subtask 3.3 – Reclaimed Water Demand Analysis
1. Review the City’s Comprehensive Land Use Plan, zoning designations and existing land
uses within the study area to identify potential reclaimed water users in the study area.
2. Identify the City’s high potable water customers in the study area and breakdown the uses
(consumptive vs. non-consumptive), based on City provided meter billing data.
3. Identify new private development opportunities that could incorporate the use of reclaimed
water for toilets/urinals, cooling towers and irrigation. Coordinate with the City’s Community
Economic Development Division to identify proposed private development projects.
4. Identify existing customers with chillers/cooling towers using inspection of aerial
photography and industry type (i.e. data centers, power plants, large industrial buildings).
5. Based on the City’s meter data, building size, industry standards, and expected use type,
estimate potential RW average and peak usage for each potential customer.
6. Prepare Draft Reclaimed Water Demands TM.
7. Participate in TM review meeting.
Subtask 3.4 – Outreach to Potential Customers
1. From Subtask 3.3, identify for what customers on-site interviews shall be conducted. The
City will identify potential customer contact information.
Renton Reclaimed Water Feasibility Study 4 Scope of Services
2. Develop an initial questionnaire/mailer for distribution to all potential customers to gauge
interest in reclaimed water use and willingness to participate in a follow-up discussion. From
mailer responses, identify up to 10 potential customers for interviews.
3. Develop a questionnaire to support discussions during on-site potential customer interviews,
based in part on previous approaches the County has employed. Potential questions may
include: willingness to pay, seasonality of uses, preferred incentives, treatment needs for
use-specific uses, pressure needs, verification of water usage type/volume.
4. Conduct potential customer interviews.
5. Identify any changes to potential customer estimates after interviews.
6. Prepare Draft Potential Customers TM.
7. Participate in TM review meeting.
Client Responsibilities
1. Provide design and summary operational documentation regarding the STP reclaimed water
treatment and conveyance systems.
2. Provide STP reclaimed water quality data for most recent five-year period.
3. Provide City drinking water quality data for most recent five-year period.
4. Provide City GIS data pertaining to current/future zoning and land use.
5. Provide City water meter billing data for largest volume customers for most recent five-year
period.
6. Provide example customer interview questionnaires used by the County on similar previous
efforts.
7. Provide contact information for customers with whom on-site interviews will be held.
8. Review draft TMs and provide conflict-resolved comments combined with County comments
within a two-week period.
Assumptions
1. No uses of reclaimed water that involve introduction into the environment (e.g., groundwater
recharge, streamflow augmentation) will be considered in this analysis. Outdoor uses such
as landscape irrigation will assume to be implemented at agronomic rates, such that any
runoff of reclaimed water is considered incidental.
2. TM review meetings will be virtual and no longer than one hour in length. Up to three HDR
staff will attend each meeting.
3. The City will distribute the mailer to potential customers.
4. There will be up to 10 interviews with potential customers, scheduled over a two-day period.
Each meeting will be in-person and last up to one hour. Up to two HDR staff will attend each
meeting.
5. No new public outreach/educational materials regarding reclaimed water will be prepared as
part of this effort. Existing information previously prepared by the County or others (e.g.,
WateReuse Association) will be used and referenced.
6. Comments on the Draft TMs will be addressed when the TM material is incorporated into the
Feasibility Report (see Task 6).
Renton Reclaimed Water Feasibility Study 5 Scope of Services
Deliverables
1. Draft Reclaimed Water Quality and Example Uses TM (Word).
2. Draft Reclaimed Water Demands TM (Word).
3. Customer mailer, draft and final (Word).
4. Customer interview questionnaire, draft and final (Word).
5. Draft Potential Customers TM (Word).
Task 4 Reclaimed Water Alternatives
Objective
Develop alternative reclaimed water infrastructure configurations, and identify reclaimed water
program considerations.
HDR Services
Subtask 4.1 – Reclaimed Water Distribution System Alternatives
1. Develop up to three alternative reclaimed water distribution and conveyance configurations
to serve potential uses identified in Task 3. The systems will include the key components of
a reclaimed water distribution system and develop alternative configurations to convey water
from delivery points at the STP system to end use locations. It will include the engineering
elements required to connect to the STP system. Conceptual level sizing and routing of the
pipe distribution network will be developed for use in later tasks for cost estimating. A
skeletonized hydraulic model will be built, solely for purpose of conceptually sizing pipelines,
with elevations provided either from City GIS or City drinking water hydraulic model. In
addition, if any reclaimed water production capacity upgrades are needed at the STP, these
will be identified at a conceptual level. Elements to be included in the alternatives are:
• Phasing and future interties.
• Identifying potential pump station, pressure regulating stations, and chlorine residual
disinfection.
• Identification at what point reclaimed water reservoirs or storage may be needed.
• Identify if treatment capacity expansion will be needed based on customer demands.
• Identify permits and regulatory requirements for each configuration.
• Potential STP reclaimed water unit treatment process capacity upgrades.
2. Prepare Draft Reclaimed Water Distribution System Alternatives TM.
3. Participate in TM review meeting.
Subtask 4.2 – Reclaimed Water Program Considerations and Roles/Responsibilities
1. Identify regulatory requirements for system design and customer connections (i.e. purple
pipe, signage/tagging, horizontal/vertical separation, backflow protection, etc.).
2. Identification reclaimed water program work that will be required if a program is implemented
(i.e. Reclaimed Water use training, user contracts, cross-connection control testing, etc).
Client Responsibilities
1. Provide elevation data from City GIS and/or drinking water system hydraulic model.
Renton Reclaimed Water Feasibility Study 6 Scope of Services
2. Identification of division of responsibilities between the City and the County. Items to
consider but not limited to are:
• Reclaimed water production
• Distribution system operation and maintenance
• Cross-connection control management
• RW User agreements
• RW User training
• Customer connection design review
• Meter reading
3. Review draft TM and provide conflict-resolved comments combined with County comments
within a two-week period.
Assumptions
1. TM review meeting will be virtual and no longer than one hour in length. Up to three HDR
staff will attend each meeting.
2. Comments on the Draft TM will be addressed when the TM material is incorporated into the
Feasibility Report (see Task 6).
3. The work conducted under Subtask 4.2 will be documented in the Feasibility Report (see
Task 6).
Deliverables
1. Draft Reclaimed Water Distribution System Alternatives (Word).
Task 5 Costs, Potential Funding Sources, and Feasibility
Evaluation
Objective
Estimate costs and potential funding sources, and evaluate feasibility of alternatives.
HDR Services
Subtask 5.1 – Estimated Costs
1. Prepare Class 5 opinions of probable construction costs for each reclaimed water
alternative, including customer connection costs and allowances for engineering design and
permitting. This will include costs of potential STP capacity upgrades, if the existing capacity
is deemed limiting in the future. Such costs will not be included in the financial analysis
described later.
2. Prepare estimates of annual operations and maintenance costs for each alternative.
3. Identify monetized benefits associated with each alternative. These will typically be in the
form of avoided costs (e.g., reduced potable water system costs, regulatory benefits). Other,
qualitative benefits will be summarized, including those to be received by the County.
4. Prepare lifecycle costs for the City components of each alternative, including all above
elements, in a present value format.
Renton Reclaimed Water Feasibility Study 7 Scope of Services
Subtask 5.2 – Potential Funding Sources
1. Estimate potential reclaimed water revenues, calculated as a percentage of the City’s
potable water rate applied to the volumes of reclaimed water assumed under the
alternatives defined in Task 4.
2. Identify federal, state, or local grants/loans/bonds that may be used offset the costs of
implementation. Prepare summary of application requirements and identify which options
may be most applicable to the City.
3. Identify other funding mechanisms such as:
• Latecomers and Special Assessment District to fund reclaimed water distribution
system construction
• Potential voter approved taxes
• Developer Contributions/extensions
• Potable rates
Subtask 5.3 – Financial and Rate Analysis
1. Evaluate the financial feasibility of reclaimed water system implementation. Up to 9
scenarios will be evaluated, considering various combinations of different wholesale
reclaimed water rates the County may charge the City, retail reclaimed water rates the City
will charge its customers, and other funding sources as applied to the system alternatives
defined in Task 4. The evaluation will incorporate allocation of costs/benefits to the various
groups receiving benefits. The spreadsheet-based analysis tool will be made available for
consideration of additional scenarios.
2. Develop criteria for determining financial feasibility for the City.
3. Estimate potential customer payback period at discounted reclaimed water rate.
4. Prepare Draft Financial and Rate Analysis TM.
5. Participate in TM review meeting
Client Responsibilities
1. Provide requested data which will be related to the City’s water budget, customer
characteristics, and annual revenues and expenses.
2. Review draft TM and provide conflict-resolved comments combined with County comments
within a two-week period.
Assumptions
1. Identification of alternative grant and loan funding sources will be a high-level review of
available and applicable sources. The analysis will not evaluate each funding source to the
level of detail required to determine probability of securing funding by these means.
2. Financial analysis alternatives will be based on the cost data calculated as part of this study
and on projections of estimated reclaimed water use.
3. TM review meeting will be virtual and no longer than one hour in length. Up to four HDR
staff will attend the meeting.
Deliverables
1. Draft Financial and Rate Analysis TM (Word).
Renton Reclaimed Water Feasibility Study 8 Scope of Services
Task 6 Feasibility Report
Objective
Prepare the reclaimed water feasibility report.
HDR Services
1. Prepare Draft Reclaimed Water Feasibility Report. This will be comprised of chapters
developed from the content of draft TMs prepared earlier in the project, along with material
derived from task work not presented in earlier deliverables (e.g., the results from subtask
4.2).
2. Prepare an Executive Summary.
3. Prepare a crosswalk table that documents how this report meets the feasibility study
requirements for the WaterSMART program (i.e., the Title XVI Water Reclamation and
Reuse Program Directives and Standards), so that the report can be submitted for grant
funding opportunities.
4. Participate in up to four meetings with various City/County staff and management groups to
review the draft report and obtain input.
5. Prepare presentation to summarize the findings of the report.
6. Prepare Final Reclaimed Water Feasibility Report.
Client Responsibilities
1. Provide applicable background information, including (but not limited to): 1993 Conceptual
Reuse Plan, 2016 Water System Plan, prior County reclaimed water planning materials
pertaining to the City.
Assumptions
1. Meetings will be no longer than one hour in length. Two are assumed to be in-person and
two are assumed to be virtual. Up to two HDR staff will attend each meeting.
Deliverables
1. Reclaimed Water Feasibility Report, Draft and Final (Word and PDF).
Optional Items
Optional elements that could be included in this effort, but which would require additional budget
not included in proposed fee, are:
• Develop new/tailored marketing/educational material for the customer interviews
(brochures, etc.)
• Expanded infrastructure analysis to explore long-term future phases with connectivity to
other water purveyors.
.
Renton Reclaimed Water Feasibility Study 9 Scope of Services
Exhibit B – Fee Schedule
The fee estimate is summarized below. The estimated fee to complete the professional services identified in this Scope of Services is
offered on a time and materials basis not to exceed $199,395.
Task # Task Description Labor Hours Labor Fee Expenses Total Fee
1 Project Management 92 $19,796 $0 $19,796
2 Project Kickoff and Background Information Review 36 $7,571 $128 $7,699
3 Reclaimed Water Quality, Uses, Benefits, and Demand Analysis 277 $61,264 $84 $61,348
3.1 Reclaimed Water Quality and Existing System 34 $6,444 $0 $6,444
3.2 Reclaimed Water Examples and Benefits 44 $9,053 $0 $9,053
3.3 Reclaimed Water Demand Analysis 122 $23,794 $0 $23,794
3.4 Outreach to Potential Customers 77 $21,973 $84 $22,057
4 Reclaimed Water Alternatives 185 $37,136 $0 $37,136
4.1 Reclaimed Water Distribution System Alternatives 165 $32,700 $0 $32,700
4.2 Reclaimed Water Program Considerations 20 $4,436 $0 $4,436
5 Costs, Potential Funding Sources, and Feasibility Evaluation 216 $48,378 $0 $48,378
5.1 Estimated Costs 64 $12,405 $0 $12,405
5.2 Potential Funding Sources 48 $11,627 $11,627
5.3 Financial and Rate Analysis 104 $24,346 $0 $24,346
6 Feasibility Report 116 $24,840 $198 $25,038
Total: 922 $198,985 $410 $199,395
Renton Reclaimed Water Feasibility Study 10 Scope of Services
Exhibit C – Project Schedule
Notice to Proceed (NTP) is assumed by end of February 2025. The anticipated date of
completion for this scope of services is February 2026. Key milestones are summarized below.
Task # Task/Milestone Description Anticipated Completion
(end of stated month)
1 Project Management Throughout Project
2 Project Kickoff and Background Information Review
Kickoff Meeting March 2025
3 Reclaimed Water Quality, Uses, Benefits, and Demand Analysis
TM: Reclaimed Water Quality and Example Uses April 2025
TM: Reclaimed Water Demand Analysis May 2025
TM: Potential Customers June 2025
4 Reclaimed Water Alternatives
TM: Reclaimed Water Distribution System Alternatives August 2025
5 Costs, Potential Funding Sources, and Feasibility Evaluation
TM: Financial and Rate Analysis October 2025
6 Feasibility Report
Draft Report December 2025
Final Report February 2026