The City Council of the City of Madras will be holding a public hearing on Tuesday, October 23, 2012 at approximately 7:00 p.m. in the Madras City Hall Council Chambers to consider a proposal to rename N.W. Airport Way to N.W. Berg Drive at the Madras Municipal Airport.
    Interested individuals are encouraged to attend and present comments on the proposed name change. If you are unable to attend the hearing, you may submit written comments by no later than 5:00 p.m. on October 22, 2012. Please contact Public Works Director, Jeff Hurd, at (541) 475-2622 should you have any questions.
   Posted at: Jefferson County Clerk's Office
    Madras City Hall
    U.S. Post Office
   Publish: October 10, 2012
    Notice is hereby given that the City of Metolius City Planning Commission will hold a public hearing on October 25th at 4:00 p.m. at the Metolius City Hall, 636 Jefferson Ave., Metolius Oregon 97741. The purpose of the hearing is to consider testimony regarding the replat/variance applications on the property legally described as 11-13-28AA Tax lots 801, 702 and 800 The applicant is requesting to reconfigure the existing thirteen (13) lots to be eight (8) larger lots. Though the proposed lots will be larger than the existing lots, five (5) of the proposed lots will be less than the current requirement of 7,500 sq ft.
    Interested persons are encouraged to appear at the hearings or submit written comment on or before 4:00 p.m. on October 24th, 2012 to the City Recorder's office at 636 Jefferson Ave. Anyone needing accommodation to participate in the meeting must notify the City Recorder's office at least three (3) days prior to the meeting by calling (541)546-5533.
   Publish: October 10, 2012
    A regular election will be held on Tuesday, November 6, 2012 for the following positions on the Madras City Council:
    Candidates for the Position of Mayor (1 Position Available)
    Melanie Widmer
    Candidates for the Position of City Councilor (3 Positions Available)
    Royce W. Embanks Jr.
    Tom Brown
    The vote will be by mail and will be conducted by the Jefferson County Elections Official in compliance with state election law.
   Publish: October 10, 17, 2012
   Legal Notice
    Deschutes Valley Water District's Board of Commissioners will hold their monthly public meeting on October 15, 2012 at the District office at 7:00 P.M.
   The agenda is as follows:
    * Water update
    * Hydro update
   Publish: October 3, 10, 2012
   Lake Chinook Fire and Rescue Fire District to Meet
    The Lake Chinook Fire and Rescue fire district Board of Directors will meet at the Pine Telephone Office located 7975 SW FOREST PARK ROAD CULVER, OR 97734, on Friday, Oct 12, 2012 at 3 p.m. for the purpose of conducting the regular business meeting. The meeting is open to the public and there will be time set aside for visitor input.
   Publish: October 10, 2012
    The City of Madras is required by Oregon Public Health Division to update the 1980 Water System Master Plan. Subsequently the City retained ACM in 2008 to update the Master Plan. The submitted Master Plan Update was incomplete and failed to meet the OAR 333-061-0060 (5) requirements. Therefore the City is requesting proposals from qualified consultants to complete the Master Plan Update.
    The City is also requesting proposals for completing an emergency response plan for the water system. **Depending on available budget, this item may be deleted from the scope of work**
    I. Water System Master Plan
    The Master Plan Update shall evaluate the needs of the water system for at least a twenty year period and shall include but is not limited to the following elements:
    1. A summary of the overall plan that includes the water quality and service goals, identified present and future water system deficiencies, the engineer's recommended alternative for achieving the goals and correcting the deficiencies, and the recommended implementation schedule and financing program for constructing improvements.
    2. A description of the existing water system which includes the service area, source(s) of supply, status of water rights, current status of drinking water quality and compliance with regulatory standards, maps or schematics of the water system showing size, age, condition and location of facilities, estimates of water use, and operation and maintenance requirements. Potholing for Consultant's evaluation of the existing water distribution pipe condition will be provided by the City.
    3. A description of water quality and level of service goals for the water system, considering, as appropriate, existing and future regulatory requirements, non-regulatory water quality needs of water users, flow and pressure requirements, and capacity needs related to water use and fire flow needs.
    4. An estimate of the projected growth of the water system during the master plan period and the impacts on the service area boundaries, water supply source(s) and availability, and customer water use.
    5. An engineering evaluation of the ability of the existing water system facilities to meet the water quality and level of service goals, identification of any existing water system deficiencies through the use of computer network simulation/modeling, and deficiencies likely to develop within the master plan period. The evaluation shall include the water supply source, water treatment, storage, distribution facilities, and operation and maintenance requirements. The evaluation shall also include a description of the water rights with a determination of additional water availability, and the impacts of present and probable future drinking water quality regulations.
    6. Identification of alternative engineering solutions, environmental impacts, and associated capital and operation and maintenance costs, to correct water system deficiencies and achieve system expansion to meet anticipated growth, including identification of available options for cooperative or coordinated water system improvements with other local water suppliers.
    7. A description of alternatives to finance water system improvements including local financing (such as user rates and system development charges) and financing assistance programs.
    8. A recommended water system improvement program including the recommended engineering alternative and associated costs, maps or schematics showing size and location of proposed facilities, the recommended financing alternative, and a recommended schedule for water system design and construction.
    9. Submit the Water System Master Plan Update to the City and the Oregon Public Health Department for review and approval. Address review comments and finalize the report.
   The scope does not include the preparation of Water Management and Conservation Plans.
    II. Water System Emergency Response Plan (ERP)
   **Depending on available budget, this item may be deleted from the scope of work**
    A. Vulnerability Assessment (VA)
    Prior to preparing ERP, Consultant shall conduct a VA of the water system and identify and coordinate with first responders and ERP partners. VA shall include the following elements:
    1. Characterization of the water system, including its mission and objectives;
    2. Identification and prioritization of adverse consequences to avoid;
    3. Determination of critical assets that might be subject to malevolent acts that could result in undesired consequences;
    4. Assessment of the likelihood (qualitative probability) of such malevolent acts from adversaries;
    5. Evaluation of existing countermeasures; and
    6. Analysis of current risk and development of a prioritized plan for risk reduction.
    B. ERP
    Consultant shall address findings from the VA and provide specific Action Plans (AP). The ERP shall include the following elements:
    1. System Specific Information;
    2. City's Roles and Responsibilities;
    3. Communication Procedures: Who, What, and When;
    4. Personnel Safety;
    5. Identification of Alternate Water Sources;
    6. Replacement Equipment and Chemical Supplies;
    7. Property Protection; and
    8. Water Sampling and Monitoring.
   The ERP document shall be organized into:
    1. Overall ERP polices;
    2. General ERP procedures;
    3. Any mutual aid agreements;
    4. Reference documents; and
    5. Action Plans
    The City requires that proposals respond to each of the following specific areas within the stated page limitations.
    1. Introductory Letter
    The letter shall name the person(s) authorized to represent the Consultant in any negotiations and name of the person(s) authorized to sign any contract which may result. The letter shall indicate insurances carried by the Consultant. The letter shall be signed by an authorized representative of the Consultant.
   Consultants shall carry the following types and minimum coverage of insurance. Consultants, who do not carry the required insurance, will be disqualified.
   Professional Liability Insurance $1,000,000
   General Liability Insurance $1,000,000
   Workers Compensation $1,000,000
   Automobile Insurance $1,000,000
    2. Firm's Capabilities
    Describe the firm's background, capabilities, and resources.
    Firm Background
    Resources available to perform the work for the duration of the project
    Projects by type, location, and client which best characterize work quality and cost control
    Internal procedures and/or policies associated or related to work quality and cost control.
    3. Project Team & Ability to Begin Work Immediately
   Provide information related to the project manager, key staff and sub-consultants.
    Project manager experience on similar projects and extent of his involvement.
    Demonstrate the team's familiarity with the project.
    Demonstrate the team's ability to begin work immediately.
    Names of team members who will be performing the work on projects and their responsibilities.
    Experience of key staff and unique qualifications.
    Project team experience on wastewater pumping and treatment projects.
    4. Project Understanding
    This section relates to whether the Consultant has a clear understanding of the project.
    Prepare a clear narrative of the Proposer's understanding of the project and its goals and objectives.
    5. Project Scope and Approach
    Develop a detailed scope of work and clearly define the action to be taken to deal with the objectives and problems outlined in the scope of work.
    Proposals will be evaluated by a City evaluation team. The evaluation will be in accordance with the Evaluation Criteria and may include requests by the team for additional information, oral discussions, site visits, and inquiries into the experience and responsibility of the proposer.
    All questions pertaining to this RFP must be directed to the City of Madras Public Works Department, attention Keith Bedell and may be reached at 541.475.2622 or via e-mail at
   kbedell Questions received later than five (5) days prior to the deadline for receipt of proposals may not be considered.
    The City reserves the right to make changes to the RFP. Changes will be made by written addendum which will be issued to all prospective proposers on the City's list of RFQ holders.
   Evaluation and Selection:
    Each proposal will be limited in length and judged as a demonstration of the Consultant's capabilities and understanding of the project.
    Evaluation criteria, maximum points and page limitations (one page is considered to measure 8-1/2 x 11 and with Times New Roman, 11 font size minimum) will be as follows:
    The City of Madras will select a Consultant for the engineering services whose submittal appears to be most advantageous to the City. The City of Madras may reject any proposal not in compliance with all prescribed public bidding procedures and requirements, and may reject any or all proposals if such rejection is in the public interest to do so, as solely determined by the City of Madras. The City of Madras reserves the right to reject any and all proposals and to waive any and all informalities in the best interest of the City. The contract for services will be awarded to the firm who in the sole opinion of the City of Madras is best qualified to perform the work. The City will not pay costs incurred in responding to this RFP. The City may cancel this process at any time prior to execution of a contract without liability. All submittals are public record and become the property of the City of Madras.
    All Proposals must be submitted by 3:00 p.m. on Friday, November 2nd, 2012 to the Public Works Department. Bids may be submitted by mail, email, fax or hand delivered:
   Mail or hand deliver to: 216 NW "B" Street Madras, OR 97741 Attn: Sara Puddy with "Water System Master Plan Proposal" indicated.
   Email to: This email address is being protected from spambots. You need JavaScript enabled to view it. (indicate "Water System Master Plan Proposal in the subject line)
   Fax to: 541-475-1038 Attn: Sara Puddy with project name and "Water System Master Plan Proposal" indicated.
   Publish: October 10, 17, 2012
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