02-12-2024 CC Agenda Packet - Laserfiche WebLink

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Name: Adam Edwards Date: January 29, 2024 Page: 2 N:\Proposals\Orono\Lead Service Line Inventory Assistance 20240129\Orono_LeadServiceLineInventoryAssistance.docx there will be a final phase for all communities over 1,000 connections with timing unknown. Based on the lack of clear timing for a community of Orono’s size, and with the inventory deadline approaching, we understand that you want to begin the inventory process prior to grant funds being available to the City. We support the City’s desire to get started, however we believe it would still be in the City’s best interest to plan for grant funding to be available and thus we have prepared this proposal in a phased approach. Our understanding is that any work completed before the grant is approved cannot be refunded. Thus, for the City’s benefit, we have broken our approach and tasks into two phases for this proposal. The first phase includes a scope and estimated fee to set up the web-based inventory database and review records for all service lines that are available in Bolton & Menk’s database. Additionally, we identify the second phase as “future tasks” that will be required for completion of the final inventory that we recommend waiting on at this time. Scope of Work Task 1: Inventory Database Set Up Bolton & Menk GIS staff will utilize the City of Orono’s ArcGIS Online account for this lead service line inventory. This will involve creating and administering shared groups to allow both City and Bolton & Menk staff to access, edit, and update data throughout the inventory process. ArcGIS Online will serve as the main repository of information and provide the basis for the public portal with a public-facing website showing inventory progress as well as important background relating to the Lead and Copper Rule. Once the Lead Service Line Inventory Solution is deployed, Bolton & Menk GIS staff will integrate the City’s water meter data into the service line feature layer to create the basis of the inventory data. Similarly, Bolton & Menk staff will obtain data from Hennepin County to evaluate the age of buildings within the city with the goal of determining all development after 1985. After June 1, 1985, lead water service installations were banned nationwide. Task 2: Initial Records Review In order to get a head start on the lead service line inventory process, Bolton & Menk staff will begin the records review portion of the project. We will work through the most efficient portions of this process in order to determine what level of effort will be required for the remainder. Water services can be efficiently inventoried through review of project records or associated service cards. Much of this documentation is already electronic and will be linked within the ArcGIS Online Lead Service Line Inventory Solution as proof of the material type as required. Any additional documentation relevant to determining service line material, such as site plans, plats, inspection records, or meter replacements will also be reviewed and documented. Bolton & Menk staff will work through as many records as possible within the estimated fee structure listed below. Bolton & Menk will provide a summary to the City that includes the number of properties inventoried and the total services found to fall within each service material category. This will quantify and report the total number of remaining unknown services, as well as any unique information identified through the inventory process thus far. This information will be helpful to guide the city and Bolton & Menk in preparation of scope and fee for the remaining future tasks. 260