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ENB-4.11 - Recovering the Costs of Engineering and Superintendence Services for Public Sewer Improvement Projects

RECOVERING THE COSTS OF ENGINEERING AND SUPERINTENDENCE SERVICES FOR PUBLIC SEWER IMPROVEMENT PROJECTS
Administrative Rule Adopted by Council
ARC-ENB-4.11

 
A. PURPOSE
These administrative rules are intended to provide clear and consistent guidance for the recovery of engineering and superintendence costs incurred by the Bureau of Environmental Services to permit, inspect and accept improvements to the public sewer system.
B. AUTHORITTY
Sections 17.32.120, 17.32.150 and 17.32.500 establish the authority of the Director of the Bureau of Environmental Services to adopt rules governing the recovery of costs of engineering and superintendence services.
C. GUIDING PRINCIPLES
The Bureau of Environmental Services shall be guided by the following principles when implementing these administrative rules:
1. Cost recovery methods shall be transparent, well documented and easily explainable to permittees.
 
2. Cost recovery methods shall be consistent with the best management practices of municipal utilities.
 
3. Cost recovery methods shall be undertaken in a manner that promotes administrative efficiency, effectively recovers the Bureau’s engineering and superintendence costs, and spreads costs equitably and accurately to permittees.
D. ADMINISTRATIVE RULES
1. Deposits
a. Concurrent with making the permit application, the person desiring the permit shall submit a deposit. The deposit will be based on a portion of the estimated Bureau costs of engineering, plan review and superintendence as determined by the Chief Engineer. For projects valued below $100,000, the deposit shall be fifty percent (50%) of the estimated Bureau costs. For projects with a valuation of $100,000 or more, the deposit shall be thirty percent (30%) of the estimated Bureau costs
 
b. The permit applicant’s engineer shall submit the project valuation. The project valuation shall be calculated consistent with industry standards. The project’s value submitted for the purpose of determining the deposit is not to be confused with the project value determined by the Chief Engineer for the purposes of determining the required performance bond.
 
c. Estimated Bureau costs shall consist of required staff time, materials and supplies, services, equipment and other assets, administrative costs, overhead, etc.
 
d. The Bureau shall use the same method for calculating the estimated Bureau costs as that used to determine the final costs of engineering and superintendence services.
 
e. All deposits must be made prior to any design work by or on behalf of the permittee.
 
f. In the event that no permit is issued for the proposed improvement within 1 year from the time design and plans are reviewed and completed, the City shall retain the amount of the deposit as compensation for the preparation of design and plans or efforts of review. In the event a permit is issued for the proposed improvement within 1 year from the time such design and plans are completed, the amount of the required deposit shall be applied to the cost of the permit fee for such improvements.
2. Accounting Requirements
a. The Bureau shall maintain detailed cost recovery records for each public sewer improvement permit.
 
b. Records shall include staff hours, expended materials and supplies, services, the use of equipment and other Bureau assets, and any other documents that support the final calculation of charges.
3. Final Charges
a. Prior to the issuance of the certificate of completion, the Chief Engineer shall calculate final engineering and superintendence charges based on Bureau records of staff time, materials and supplies, services, equipment and other Bureau assets expended on behalf of the public sewer improvement project, administrative and other costs, and overhead.
 
b. The Bureau shall use hourly rates set forth in Figure 14 of Section 17.32.150 of the Portland City Code to calculate the labor cost components of the final charges. The Bureau shall limit billable overtime hours to overtime work performed at the request of the permittee or in response to events caused solely by or on behalf of the permittee. The permittee shall be given reasonable prior notice of instance requiring the use of overtime labor.
 
c. Materials consumed shall be at actual cost including delivery to the City.
 
d. Services from other City bureaus shall be at actual cost determined in accordance with Section 5.48.070.
 
e. Services provided from non-City sources shall be at actual cost to the City.
 
f. Motorized equipment, trailers, etc., shall be actual time at rates for each particular class of equipment established by the Director of the Bureau of Environmental Services.
 
g. General overhead of 10% percent of the total charges in items c. through f. above shall be added.
 
h. The Chief Engineer shall calculate the final charges as set forth above. Any remaining balance, after payment of all costs, shall be returned to the permittee. If additional funds are required of the permittee, they shall be paid prior to the issuance of the certificate of completion.

 
HISTORY
Ordinance No. 179274 passed by Council May 25, 2005 and effective June 24, 2005.

Table of Contents
ENB-4.01 - Stormwater Management Manual
ENB-4.02 - Sewer Maintenance Under Streetcar Tracks
ENB-4.03 - Sanitary Discharge and Pretreatment Program Administrative Rules
ENB-4.04 - Odor Control Policy for Columbia Boulevard Wastewater Treatment Plant
ENB-4.05 - System Development Charges Administrative Rules
ENB-4.06 - Sanitary Sewer Line and Branch Connection Charges
ENB-4.07 - Sewer Development Services Programs
ENB-4.08 - Sewer Backflow Devices, Reimbursement for Installation
ENB-4.09 - Sewer and Drainage System User Charges Administrative Rules
ENB-4.10 - Erosion and Sediment Control Manual
ENB-4.11 - Recovering the Costs of Engineering and Superintendence Services for Public Sewer Improvement Projects
ENB-4.12 - Septage Hauler Program Administrative Rules
ENB-4.13 - Administrative Rules for Discharges to the City Storm Sewer and Drainage System
ENB-4.14 - Sewer and Drainage Facilities Design Manual
ENB-4.15 - BES Enforcement Program Administrative Rules
ENB-4.16 - Clean River Rewards Stormwater Discount Program
ENB-4.17 - Sanitary System Connection Administrative Rules
ENB-4.18 - Mandatory Sewer Connection Program
ENB-4.19 - Green Streets Policy and Green Streets Cross-Bureau Phase 2 Report
ENB-4.20 - Sewer and Drainage Rates and Charges
ENB-4.21 - Downspout Disconnection Program
ENB-4.22 - BES Public Works Enforcement Program Administrative Rules
ENB-4.23 - Treebate Program
ENB-4.24 - Public Works Permitting Services and Fees
ENB-4.25 - Extra Strength Charge Program Administrative Rules
ENB-4.26 - Fats, Oils, and Grease Removal Program Administrative Rules
ENB-4.27 - Nonconforming Sewer Conversion Program
ENB-4.28 - BES Financial Assistance Programs
ENB-4.30 - BES Title 10 Discharge Enforcement Administrative Rules
ENB-4.31 - Maintenance Inspection Program Administrative Rules
See Also Erosion Control Plan Review and Inspection Requirements
See Also Private Sewers in the Public Right-of-Way
See Also Watershed Health