HomeMy WebLinkAboutAgenda Packet 09/11/2000 UTILITY ADVISORY COMMITTEE
PUBLIC WORKS CONFERENCE ROOM
PORT ANGELES, WA ~83(~2
SEPTEMBER I I, 2000
3:00 P.M.
AGENDA
I. CALL TO ORDER
II. ROLL CALL
I{L APPROVAL Of MINUTES Of AUGUST 7, 2000 REGULAR MEETING.
IV. DISCUSSION ~tEMS
A. BIOSOLID LAND APPLICATION (UEFF - 5 MINUTES - VERbal)
B. TREE TRIMMING (Jim h - I 0 MINUTES)
C. EDIZ HOOK CONVERSION (JIM H - I 0 MINUTES)
D SOUTHWOODS CUSTOMER CONVERSION ASSISTANCE (~JIM h - I 0 MINUTES)
E. AERIAL PHOTO CONTRACT (GARY - ~ 0 MINUTES)
F. UPDATE ON GWi COMPLIANCE AGREeMeNT (GLENN - I 0 MINUTES - veRBAL)
V. INFORMATION ONlY ITEMS
VI. LATE ITEMS
Vii. NEXT ME.rING - OCTOBER 9, 2000
VIII. ADUOURNmENT
UTILITY ADVISORY COMMITTEE
Port Angeles, Washington
August 7, 2000
L Call to Order:
Chairman Campbell called the meeting to order at 3:00 p.m.
II. Roi1 Call:
Members Present: Chairman Campbell, Dean Reed, Allen Bentley, Councilman Williams
Members Absent: Mayor Larry Doyle
Staff Present: Michael Quinn, Craig Knutson, Glenn Cutler, Ken Ridout, Scott McLain,
Gary Kenworthy, Doyle McGinley, Dale Miller, Steve Sperr, Cate Rinehart
Others Present: None
III. Approval of Minutes:
Chairman Campbell asked if there were any changes or additions to the agenda. None were given.
Reference was made to the question of who was elected Vice Chairman. Research indicated
Councilman Williams was chosen at the January 12, 2000 meeting. Chairman Campbell then asked
if there were any additions or corrections to the meeting minutes of July 10, 2000. Dean Reed moved
to approve the minutes. Councilman Williams seconded the motion, which carried unanimously.
IV. Discussion Items:
A. CH2M Hill Contract
A brief introduction was given by Glenn Cutler, Director of Public Works and Utilities. Steve Sperr, Utility
Engineer, gave a brief overview of the various water issues. There was some concern over funding of the
projects and time frames. Mr. Cutler assisted in explaining the funding sources for the different
undertakings. A discussion followed with concerns expressed regarding releasing information to the public.
The Public Works utility staff will develop a series of articles to be placed with the media to explain the
GWI situation and the possible impacts.
Dean Reed moved to recommend the City Council enter into an Agreement for Professional Services
with CIt2M Hill, Inc., and authorize the Mayor to sign the Agreement. Allen Bentley seconded the
motion, which carried unanimously.
B. Hazardous Waste Collection Day Agreement
Dale Miller, Recycling Coordinator, explained that for the past 7 years the City has participated in the
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UTILITY ADVISORY COMMITTEE
August 7, 2000
annual Household Hazardous Waste Amnesty Days sponsored by Clallam County and the Department of
Ecology. Cost to the City depends upon participation - historically 40%. The City paid $6,347 last year and
received credit for $1,153 for in-kind services. A discussion followed regarding the types of waste collected
and what the benefits are to the City.
Allen Bentley moved to recommend the City Council authorize the Mayor to execute the agreement
with Clallam County to provide a maximum of $7,500 toward the cost of the Household Hazardous
Waste Amnesty Days Event. Councilman Williams seconded the motion, which carried unanimously.
C. Water Fluoridation
A brief background was given by Glenn Cutler, Director of Public Works and Utilities. Doyle McGinley,
Water, Wastewater Collection Superintendent, explained that a fluoridation steering committee had been
formed by the late Dr. Larry Schueler. Mr. McGinley gave a brief overview of a meeting he recently
attended indicating that at some point in the future this committee will probably approach the City Council
requesting the City provide fluoridation. It was the consensus of the group that the final outcome of this
issue be determined by the people of Port Angeles and not Council alone. A brief discussion followed.
D. Status of Power Subscription with BPA
Scott McLain, Deputy Director of Power Systems, reviewed the subscription contracts and reported that the
contract offerings from Bonneville are currently on hold. Mr. McLain further explained the options that
may be available and the consequence of those options. A discussion followed regarding the various factors
that are involved. Mr. McLain recommended a work session on September 5, 2000 to explain the various
items in the contract to Council, with final authorization of the contract at the September 19th meeting..
V. Information Only Items: Water Marketing Seminar
Glenn Cutler, Director of Public Works and Utilities, reminded the committee of the American Water
Resources Association, Washington Section 2000 Annual Conference which will be held November 15,
2000. Mr. Cutler indicated that he would be attending along with Craig Knutson and Tim Smith. Cost for
attendance is $100 per person and there will be an additional available spot. Mr. Cutler stated he would
remind members of Council the early part of October.
VI. Late Items: None
VII. Next Meeting:
The next meeting will be held September 11, 2000, at 3:00 p.m. in the Public Works Conference Room.
VIII. Adjournment:
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UTILITY ADVISORY COMMITTEE
August 7, 2000
Councilman Williams moved to adjoum the meeting. Allen Bentley seconded the motion, which carried
unanimously. The meeting adjourned at 4:07 p.m.
Orville Campbell, Chairman Cate Rinehart, Administrative Assistant
A:\aug7min.wpd
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WASHINGTON, U.S.A.
UTILITY ADVISORY COMMITTEE MEMO
DATE: September 11,2000
To-' UTILITY ADVISORY COMMITTEE
FROM: JAMES L. HARPER, ELECTRICAL ENGINEER
SUBJECT: RELEASE OF PHASE 1 RETAINAGE AND CHANGE ORDER FOR PHASE II OF THE TREE
TRIM CONTRACT [PROJECT 20-11]
',ummarv: Asplundh Tree Expert Co. has completed Phase 1 of the trimming of power line right
)fway per the contract. The work has been inspected and accepted and Asplundh Tree Expert Co.
has been paid in the amount of $24,187.00. A second trimming is needed prior to winter storms at
an approximate cost of $25,000.
Recommendation: UAC recommend Council accept Phase 1 of the project, authorize the
release of Asplundh Tree Expert Co. retainage in the amount of $1,273.00 and authorize the
Change Order to Contract 20-11 in the amount of $25,000 for additional tree trimming.
Background ! Analysis: Asplundh Tree Expert Co. has completed the spring trimming of trees
along power lines throughout the City. The trimming was necessary to keep trees a safe distance
from power lines to minimize tree caused outages that normally occur during storms.
The contract was awarded on an hourly basis at prevailing state wage rates in an amount not to
exceed $30,000.00 with an option for an additional trimming at the end of the growing period. The
spring tree trimming, done during April and May, has been completed and approved. Clearance has
been received from the Department of Labor and Industries. The final cost of Phase 1 of the Contract
is $25,460.00.
The power system was inspected in August and it is recommended that trees in proximity to power
lines be trimmed again this fall at a cost of approximately $25,000. The trees currently needing
trimming are city wide and in some cases are fast growing species trimmed last spring. The winter
storm season can then be approached with the power lines clean to minimize tree caused outages.
In subsequent years it is planned to trim each year in the fall after growth stops.
This additional trimming was budgeted for 2000.
WASHINGTON, U.S.A.
UTILITY ADVISORY COMMITTEE MEMO
DATE: September 11, 2000
To: UTILITY ADVISORY COMMITTEE
FROM: JAMES L. HARPER, ELECTRICAL ENGINEER
SUBJECT: EDIZ HOOK UNDERGROUND CONVERSION
:The to underground the overhead facilities on Ediz Hook is currently budgeted
project
000 in 2000. It will result in a significant saving if the approved CFP expenditures for this
$100,000 in 2000 and $50,000 in 2001 are included in the same contract and done at one
ffis proceeding with one project in the amount of $150,000 as budgeted.
Background / Analysis: This project which is estimated to cost approximately $400,000 was
proposed to be spread over several years. The 2000 budget includes $150,000 and is in conflict with
the CFP which includes $100,000 in year 2000 and $50,000 each year for years 2001 thru 2006. The
construction of this project in pieces adds multiple bidding costs, approximately $1,000, multiple
mobilization costs, approximately $2,000 and multiple system tap costs, approximately $3,000, to
the project cost for each piece which is done. Therefore, by combining two years project imo one
contract will increase the amount of conversion we get for the money in 2001 by approximately
12%. Staff anticipates the next phase of this project to be constructed in the winter of 2002-2003
in the amount of $100,000 including the CFP projections for both years.
The project includes, in addition to placing the primary electric system underground, conduit for
future lighting of the trail, conduit for talco lines to go underground and possibly conduit for City
fiber optic cable is being considered. The current overhead telco line is fiber optic to the Coast
Guard. Due to the nature of fiber optic cables and the degrading effects of splices, this line will not
be relocated to underground until the entire conduit system is installed. Therefore, the poles
cannot be removed until the project is completed in about 2006. If additional funds are allocated
the date for completion can be expedited and the multiple project costs can be reduced.
WAShINGtON, U.s.a.
UTILITY ADVISORY COMMITT££ MEMO
DATE: September 11, 2000
TO: UTILITY ADVISORY COMMITTEE
FROM: JAMES L. HARPER, ELECTRICAL ENGlNEER
SUBJECT: SOUTHWOOD SERVICE CONVERSION COST ASSISTANCE
:ummary:. The City Council approved assisting customers in the conversion of overhead
;ervices to underground, in areas of landlocked facilities in Cresthaven at the rate of 100% of the
first $1,000 plus 90% of cost over $1,000. This was not considered to be precedent setting. The next
landlocked facilities project scheduled for 2001 is the Southwood area with 34 customers.
Recommendation: UAC recommend the City Council authorize reimbursement of customer
conversion costs at 90% of the lowest estimated cost.
Background / Analysis: The City Council on September 7, 1999 approved a plan by which all
rear lot landlocked facilities would be replaced with underground facilities in street right of way.
Included was up to $1,000 financial assistance to the customers with overhead services who must
convert to underground. The City Council on July 18, 2000 increased the assistance for customers
in Cresthaven to 100% of the first $1,000 plus 90% of cost over $1,000. This increase was approved
because the cost for conversion was higher than anticipated and averaged approximately $2,000. The
remaining landlocked areas include 82 overhead customers which should also be assisted. The
Southwood area contains 34 of the 82 remaining customers. Funds for conversion of this area were
included in the 2000 budget but construction is currently scheduled for 2001. The current design
will require only 30 of the Southwood 34 overhead service customers to convert.
The increase of assistance at the 90% rate was decided by Council to provide cost share assistance
to the customers on the conversion and give incentive to customers to obtain the lowest possible
price. This appears to be a very equitable assistance and the staff is recommending that future
landlocked facility customer conversions be assisted at 90% of the lesser of invoiced cost or
estimated cost.
It is anticipated that the conversion costs for Southwood will average approximately $2,000 per
service, for a total cost of assistance of approximately $54,000. If adopted each resident will be
expected to contribute approximately $200.
WASHINGTON U.S.A.
UTILITY ADVISORY COMMITTEE MEMO
DATE: September 11, 2000
To: UTILITY ADV/$ORY COIVIMITTEE
FROM: Gary Kenworthy, P.E., Deputy Director of Engineering and City Engineer
SUBJECT: Aerial Mapping 2000, Project 20-23
l~atmm, a!:~. The City's current aerial and digital mapping was performed in 1995 by David Smith
and Associates. The mapping needs to be updated to reflect development over the past 5 years and
be expanded to include all of the Urban Growth Area (UGA). David Smith and Associates was
selected as the most qualified to provide the aerial mapping services. This selection was based on
their past performance, use of local surveying professionals, and familiarity with the previous
mapping project. Following selection Public Works Engineering requested and negotiated a
proposal from David Smith and Associates to update the mapping and include additional areas
east and west of the City. This project was budgeted for 2000 execution.
~ Recommend to the City Council that the Mayor be authorized to sign an
agreement with David Smith & Associates in the amount of $108,596.00 to provide Aerial
Mapping 2000 services.
Background /Analysis: The City's current aerial and digital mapping was performed in 1995
and needs to be updated to reflect development and include all of the Urban Growth Area (UGA).
The aerial mapping project will include ground control survey, aerial photography, additions to
and updating existing contour and planimetric (above ground structures and utilities) mapping,
digital orthophotography and 3 color mosaics.
In the 2000 budget City Council approved $125,000 from the Light budget and $25,000 from
Solid Waste budget for the updating of aerial photography. The 1995 aerial and digital mapping
was done by David Smith & Associates, Inc. from Portland, OR with Bob Winter (Now Jim
Wengler) Surveying from Sequim, WA. providing the ground control survey.
These two firms are familiar with our overall aerial mapping, have the existing electronic data and
the background information to update our aerial mapping. The Public Works Department,
therefore, contacted the David Smith & Associates to provide a cost estimate to update our 107
existing sheets of aerial mapping and add an additional 31 new sheets of aerial mapping. The
current mapping includes all of the City Limits and some of the UGA areas. The new mapping
would include all of the UGA areas, plus the Elwha area and the Morse Creek areas to cover the
City's water system. Attached is the negotiated proposal from David Smith & Associates to
complete the entire project as per attached. The overall project cost, as negotiated, is $108,596.00.
August 31,2000
Mr. James M. Mahlum
City of Port Angeles Department of Public Works
321 East Fifth Street
Port Angeles, WA 98362
Fax Number: (360) 417-4542
SUBJECT: DIGITAL MAPP/NG / ORTHOPHOTOGRAPHY BUDGET ESTIMATE
Dear Jim:
Following is our cost estimate *to provide lhe new mapping and digital orthophotography you
have requested.
APPROACH:
Our approach would be Io obtain stereo coverage aerial photography at 1 "=500' photo scale to
cover the previous mapping area and new expanded map area boundary. We would control and
aero-triangulate the full flight.
New topographic mapping consistenI with the standards and specifications for our previous
project will be completed for the new map sheets. Updates to existing AutoCAD files are not
proposed. 0.5' pixel digital onhophotos will be produced for all existing and new map sheets.
The orthophotography will be prepared as a seamless overall coverage, with individual map sheet
tiles cut for delivery.
For the existing map sheets, we will use the existing contours to create a Digital Elevation Model
which will be used to rectify the digital orthophotography. We have included some money to
update the DEM in the event that a major change in the topography causes significant distortion
or very noticeable displacement in the final image, particularly at the join between adjacent
orthophotos. We have nol included costs to update all of the contour data. Consequently, in
areas where the topography has changed, there may be some displacement on the final
onhophotos. As a general rule, if the topography has not changed more than 5' in elevation, the
resulting displacement on the orthophotos will not be noticeable within map accuracy standards.
For the new map sheets, the new elevation data will be used and this will not be an issue.
·, Ltr: Jim Mahlum
Digital Orthophotography/New Map Sheets Budget Estimate
Page 2, August 31,2000
COSTS:
1. Ground control and premarking (see James Wengler's
estimate, attached)
Traverse/target 19 points off of existing control $ 11,200.00
Establish and monument 11 new GPS points ...... $ 10,970.00
Premark 80 existing points ........... $ 9,600.00
2 Color aerial photography and one set of 9"x9"
color contact prints ........... $ 7,478.00
3 Aerotriangulation to extend the ground control $ 14,121.00
4 New planimetric data and contour
mapping for 31 new map sheets ......... $ 31,862.00
5 Contingency to update existing contours in
instances where topographic change causes
unacceptable distortion on the orthophotos $ 5,460.00
6. Color, 0.5' pixel digital orthophotography for
map sheets (no hard copies) ........ $ 20,767.00
7. Overall digital color mosaic and three (3)
hard copies (not mounted) ........... $ 2,725.00
8. TOTAL . $114,183.00
9. Cost savings if black and white photography is used
for the mapping and digital orthophotos (This
affects only the mapping and orthophotos; item 7,
overall mosaic, would still be color) .... ($ 5.587.00)
REVISED TOTAL . $ 108,596.00
Please let me know if you have any questions or if you wish to consider any other options. We
very much appreciate this opportunity to continue working with you and the City of Port
Angeles.
Sincerely,
DAVID C. SMITH & ASSOCIATES, INC.
Scott D. Smith, C.P.
Vice President
W A S H J N G T O N, U.S.A.
UTILITY ADVISORY COMMITTEE MEMO
DATE: September 11, 2000
TO: UTILITY ADVISORY COMMITTEE
FROM; JAMES L. HARPER, ELECTRICAL ENGINEER
SUBJECT: CHANGE ORDER FOR PHASE II OF THE TREE TRIM CONTRACT [PROJECT 20-11 ]
Summary_: Asplundh Tree Expert Co. has completed Phase 1 of the trimming of power line right
of way per the contract. The work has been inspected and accepted and Asplundh Tree Expert Co.
has been paid in the amount of$24,187.00. A second trimming is needed prior to winter storms at
an approximate cost of $25,000.
Recommendation: UAC recommend Council authorize the Mayor to sign the Change Order
ito Contract 20-11 in the amount of $25,000 for additional tree trimming.
Background / Analysis: Asplundh Tree Expert Co. has completed the spring trimming of trees
along power lines throughout the City. The trimming was necessary to keep trees a safe distance
from power lines to minimize tree caused outages that normally occur during storms.
The contract was awarded on an hourly basis at prevailing state wage rates in an amount not to
exceed $30,000.00 with an option for an additional trimming at the end of the growing period. The
spring tree trimming, done during April and May, has been completed and approved. Clearance has
been received from the Department of Labor and Indus~ies. The final cost of Phase I of the Contract
is $25,460.00.
The power system was inspected in August and it is recommended that trees in proximity to power
lines be trimmed again this fall at a cost of approximately $25,000. The trees currently needing
trimming are city wide and in some cases are fast growing species trimmed last spring. The winter
storm season can then be approached with the power lines clean to minimize tree caused outages.
In subsequent years it is planned to trim each year in the fall after growth stops.
This additional trimming was budgeted for 2000.
1 0 1 ~'
........ ~'~ 2000 MAPPING
~ grid ~
~ Existing map
New map grid ~ '~