HomeMy WebLinkAboutAgenda Packet 03/08/2005 PORT ANGELE~ wa 9836Z
MARCH 8, 2005
3:00 P.M.
AGENDA
Ii. ROLL P-ALL
IV. LATE ITEM~
V. DI~.U ~510N ITEM~
A, ~OLID WASTE ~ERVICE ABREEMENT
B. CSE] UPDATE (VERBAL)
UTILITY ADVISORY COMMITTEE
GUEST SIGN UP SHEET
PRINT NAME ORG ,ANIZATION
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UTILITY ADVISORY COMMITTEE
Port Angeles, Washington
February 8, 2005
L Call to Order:
Vice Chairman Erickson called the meeting to order at 2:03 p.m.
II. Roll Call:
Members Present: Chairman Rogers (2:10), Allen Bentley (2:19), Mayor Headrick (2:10),
Dean Reed, Councilmember Erickson
Members Absent: None
StaffPresent: William Bloor, Glenn Cutler, Scott McLain, Gary Kenworthy (3:10), Mike
Puntenney, Steve Sperr, Dave Ireland, Tom McCabe, Helen Freilich, Cate
Rinehart
Others Present: Brian Gawley (2:30) - Daily News
Paul Lamoureux - Citizen
IlL Approval of Minutes:
Approval of minutes deferred due to lack of a quorum.
IV. Late Items: Draft Supplemental Final Environmental Impact Statement
Use Of City Owned Property As Access To The Rearing Channel And Bridge
Approval of Minutes:
At this point Councilmember Rogers and Mayor Headrick arrived at the meeting and
Councilmember Rogers assumed the Chair position, therefore, as a quorum was now present the
meeting could proceed. Chairman Rogers asked if there were any additions or corrections to the
meeting minutes of February 8, 2005. Dean Reed moved to approve the minutes. Councilmember
Erickson seconded the motion, which carried unanimously.
V. Discussion Items:
A. 2 Good 2 Toss
Helen Freilich, Waste Reduction Specialist, gave a presentation concerning a statewide recycling
UTILITY ADVISORY COMMITTEE
February 8, 2005
exchange program via the intemet where residents and businesses could advertise items for sale. Large
household items and building materials are targeted with a limited value of $99 or less. The City's annual
cost would be $600 with a one time set up fee of $500, however, a Department of Ecology grant will pay
75% of both. There was a brief discussion. Staff was cited for a job well done
No action taken. Information only.
B. Addition Of One New Apprentice Lineman Position
Dave Ireland, Light Operations Manager, explained that the division has an aging workforce with several
employees soon available for retirement and recruitment had been difficult due to high demand in other
geographic areas. An additional employee going through the Apprentice Program would help alleviate
some of these problems. New apprentices will be required to sign a contract requiring six years of
employment after graduation fi.om the program. A discussion followed.
Dean Reed moved to recommend City Council, via the Finance Committee, authorize the Director
of Public Works and Utilities to add one additional employee to start as a gronndman for six
months and to advance to an Apprentice Lineman position when the new school year begins in
September 2005. Allen Bentley seconded the motion, which carried unanimously.
C. Conservation Program Rebate Adjustments
Larry Dunbar, Power Resources Manager, reported that rebate expenses under the Conservation and
Renewables Discount (C&RD) program were 2.6% above the 65% performance target. A minor
reduction to rebate levels made on February 1, 2005 will help reduce program expenses and help ensure
funding is available for the entire program period. There was a short discussion.
Information only. No action taken.
D. 2005 Consultant Agreement }Fith Brown And Caldweil
Steve Sperr, Engineering Manager, reviewed the information in the packet, responded to questions, and
provided clarification. It was noted that the agreement would ensure continued engineering needs related
to the City's wastewater and stormwater systems without delay. There was a brief discussion.
Dean Reed moved to recommend City Council enter into an Agreement for Professional Services
with Brown and Caldwell, Inc., and authorize the Mayor to sign the Agreement for an amount not
to exceed $160,000. Councilmember Erickson seconded the motion. Allen Bentley abstained.
E. Amendment No. 4 To Consultant Agreement with Skillings-Connolly For Engineering
Services
Steve Sperr, Engineering Manager, summarized the original agreement tasks and noted the additional
services were related to the design of sidewalk and stormwater improvements along Park Avenue
UTILITY ADVISORY COMMITTEE
February 8, 2005
between Race Street and Peninsula College. These requested engineering services came about as a result
ora recent grant from the Transportation Improvement Board Pedestrian Safety and Mobility Program
for these improvements. There was a brief discussion.
Allen Bentley moved to recommend City Council authorize the Mayor sign Amendment No. 4 to
the Agreement for Professional Services with Skillings-Counolly, decreasing the total contract
amount from $338,517 to an amount not to exceed $317,030. Mayor Iteadrick seconded the
motion, which carried unanimously.
F. CSO Reduction Plan Update
Glenn Cutler, Director of Public Works and Utilities, stated there had been a meeting with the
Department of Ecology noting they had a problem with the length of completion and financial models.
The next meeting is scheduled for February 28, 2005.
Information only. No action taken.
G. Rate Studies For Water/Wastewater And Electric Utilities
Scott McLain, Deputy Director for Power Systems, reviewed the information contained in the packet,
responded to questions and provided clarification noting the last reviews done for both utilities were in
2002. A discussion followed. Mr. McLain distributed further information on possible federal proposals
that would impact City rates.
Councilmember Erickson moved to recommend City Council authorize the Mayor to sign
agreements with HDR Engineering, Inc. to provide a rate study for the Water/Wastewater utility
for a cost not to exceed $19,635, and a comprehensive electric rate study for a cost not to exceed
$30,000. Dean Reed seconded the motion, which carried unanimously.
H. Final Payment, Parametrix 2004 Engineering Services Agreement
Gary Kenworthy, Deputy Director of Public Works/City Engineer, gave a brief summary of the tasks
requested of Parametrix during the 2004 services agreement noting the concentration areas of the transfer
station RFP and bluff stabilization. There was a brief discussion.
Mayor Headrick moved to recommend City Council authorize additional funding in the amount
of $45,955 for final payment to Parametrix for 2004 engineering services. Councilmember
Erickson seconded the motion, which carried unanimously.
I. Draft Supplemental Final Environmental lmpact Statement
Glenn Cutler, Director of Public Works and Utilities mentioned briefly that an executive summary of the
document would be going to staff, the UAC members, and Council with a request for comments by
February 25, 2005. The final summary deadline is March 15, 2005.
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UTILITY ADVISORY COMMITTEE
February 8, 2005
Information only. No action taken.
J. Use Of City Owned Property As Access To The Rearing Channel And Bridge
Glenn Cutler, Director of Public Works and Utilities, gave a brief overview of the County construction
access road improvement project for the Elwha River Treatment Plant and Elwha River bridge. It was
noted that the City would need to grant an easement to the County in order for the project to be
completed. There was a short discussion.
Information only. No action taken.
VI. Adjourn to Executive Session - 3:32p. m.
Return to regular session - 4:43 p.m. Meeting continued to February 15, 2005 at 2:00 p.m.
VII. Next meeting date: February 15, 2005
VIII. Adjournment: The meeting was adjourned at 4:44 p.m.
Chairman Rogers Cate Rinehart, Administrative
Assistant
02/10/05
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UTILITY ADVISORY COMMITTEE
Port Angeles, Washington
February 15, 2005 (Continued From February 8, 2005) .~
L Call to Order:
Chairman Rogers called the meeting to order at 2:08 p.m.
II. Roll Call:
Members Present: Chairman Rogers, Allen Bentley, Mayor Headrick (2:51), Dean Reed
Members Absent: Councilmember Erickson
Staff Present: Glenn Curler, Scott McLain, Gary Kenworthy, Larry Dunbar, Tom
McCabe
Others Present: Joe Ciarlo - Clallam County
IlL Adjourn to Executive Session:
Chairman Rogers announced the need for an Executive Session for approximately two hours under the
authority of RCW 42.30.110(d), to review negotiations on the performance of publicly bid contracts
when public knowledge regarding such consideration would cause a likelihood of increased costs. The
Executive Session convened at 2:09 p.m.
1E. Return to open session:
Executive Session concluded and returned to open session at 3:57 p.m..
V. Adjournment: The meeting was adjourned at 3:57 p.m.
Chairman Rogers Cate Rinehart, Administrative
Assistant
02/16/05
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pORTANGELES
W A S H I N G T O N, U, $. A,
UTILITY ADVISORY COMMITTEE MEMO J
DATE: March 8, 2005
TO: UTILITY ~cDVISORY COMMITTEE
FROM: SOLID WASTE SOURCE SELECTION BOARD
Richard Headrick, Mayor
Michael Quinn, City Manager
Glenn Cutler, Public Works and Utilities Director
Yvonne Ziorakowski, Finance Director
Larry Dunbar, Power Resources Manager (presenter)
SUBJECT: Solid Waste Service Agreement
Summary: A solid waste export and transfer station is needed to replace the landfill which is
scheduled to close by the end of year 2006. An Interlocal Agreement was executed between the
City and County on June 8, 2004 to designate the Port Angeles transfer station as the regional
system. In accordance with State law a thorough Request For Proposal process has been
completed, and a proposed Agreement with Waste Connections of Washington, Inc. has been
negotiated for the Utility Advisory Committee's consideration.
Recommendation: Forward a favorable recommendation to City Council to 1) conduct a
public hearing, 2)enter into the Solid Waste Processing Facility Development and
Management Services Agreement with Waste Connections of Washington, Inc., and 3)
authorize the Mayor to sign the Agreement. Direct staff to make additional minor changes
that may need to be negotiated prior to Cit~ Council consideration.
Background: On June 8, 2004, the City Council executed an Intedocal Agreement with Clallam
County and authorized City staff to proceed with the "Solid Waste Processing Facility
Development and Management Services" Request For Proposal (RFP). The Interlocal
Agreement designated the proposed Port Angeles transfer station as the Clallam County regional
system to ensure economies of scale and mitigate the City's capital risk. The Interlocal
Agreement and the RFP were prepared in accordance w/th the Long-Range Plan for Solid Waste
Management. On July 25, 2004 the RFP was advertised and proposals were requested.
Due to the complexity of the project, numerous requests for information were submitted and the
City issued a total of ten addendums. Proposals were received on October 29, 2004 and
subsequently evaluated by two committees comprised of Council members Richard Headrick
and Karen Rogers, City and Clallam County staff, and consultants. As a result of the evaluation
and interviews completed during November of 2004, a revised proposal deadline was established
to be December 16, 2004.
In accordance with the RFP criteria, Waste Connections of Washington, Inc. was determined to
be the best qualified to provide the proposed services. Negotiation of the proposed Agreement
began on December 20, 2004 and a total often negotiation sessions were held during the period
of January 18th through March 3, 2005.
Analysis: Staff will provide a presentation at the meeting on the proposed agreement including
an overview of the service components, the RFP process, a summary of the proposal negotiated
with Waste Connections of Washington, Inc. including the personnel transition plan for
displaced City employees, and the anticipated adjustments to solid waste rates in future years
2007 through 2010. A draft copy of the presentation will be provided at the earliest possibility.
Per the Revised Code of Washington 35.21.156, on March 22, 2005 the City Council is
anticipated to conduct a public hearing to obtain input on the proposed agreement. On April 5,
2005 the City Council is also anticipated to conduct a public heating to receive comments on the
surplus of utility property included in the proposed agreement. Staff findings consistent with
State law are as follows:
1. Based on the evaluation criteria defined within the RFP, Waste Connections was
determined to be the best qualified to provide the design, construction, financing,
operation and other services related to the proposed agreement.
2. The terms of the proposed agreement are fair and reasonable and it's in the best
interest of the City and Clallam County to proceed with acceptance of the
proposed agreement.
3. The agreement is financially sound and it's advantageous for the City to use the
design/build method allowed by State law compared to a typical public work
method.
Staff seeks the Advisory Committee's recommendation to City Council to enter into an
Agreement with Waste Connections of Washington, Inc, and authorize the Mayor to sign the
Agreement. A complete copy of the proposed Agreement including the proposal from Waste
Connections of Washington, Inc, performance specifications, and amortization schedule is
available for review in the Public Works and Utilities office. The City Attorney has not yet
completed the final legal review of the proposed Agreement and changes may need to be
negotiated prior to City Council consideration.
Solid Waste Agxeement Negotiation
31812005
iconnecfion
(Final)
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