HomeMy WebLinkAboutAgenda Packet 10/17/2000 UTILITY' ADVISORY COMMI'~-I'EE - SPECIAL MEETING
2,"° FLOOR CONFERENCE ROOM
PORt ANGELES, WA 983(~2
OCTOBER I 7, 2000
5:00 P.M.
AGENDA
[. CALL TO ORDER
Ii. ROLL CALL
MINUTES OF OCTOBER 9, :~000 REGULAR MEETING WILL BE PRESENTED FOR APPROVAL AT
NoveMBer I 3th ME.rING.
IV. DISCUSSION ITEMS
A. ENGINEERING AGREEMENT With PARAMETRIX FOR L~NDFILL CONSULTING SERVICES
(GARY)
B. ENGINEERING AGREEMENT WITH BROWN AND CALDWELL FOR WASTEWATER/STOR~IWATER
CONSULTING SERVICES (GARY)
C. CHANGE ORDER, DOWNTOWN WATERMAIN/SIDEWALK PHASE II, PROUECT 99- I I (GARY)
V. LATE ITEMS
VI.NEXT MELTING - NOVEMBER ~ 3, 2000
"' DIINNER WILL BE SERVED
A:~A, GEN DA.wPD
REV ~
pORTANGELES
WASHINGTON, U.S.A.
UTILITY ADVISORY COMMITTEE MEMO
DATE: October 17, 2000
TO: UTILITY ADVISORY COMMITTEE
FROM: Glenn A. Cutler, Director of Public Works and Utilities :-NY'~
' SUBJECT: Agreement with Parametrix, Inc. for Landfill Consulting Services.
Summary: The City's current agreement with Parametrix, Inc. is nearing completion and a new
agreement for the period of October, 2000 to March 31, 2002 is needed. Proposals were
requested from those engineering finns on the City's consultant roster which indicated
landfill/solid waste expertise. Interviews were held with the responding firms and Parametrix
was selected to continue with their engineering services.
Recommendation: Forward to Council with a recommendation supporting approval of the
agreement with Parametrix, Inc. to provide landfill/solid waste related engineering support
services in the amount not to exceed $295,284. The City Attorney shall review and approve
the agreement prior to signing.
Background / Analysis: The City's current engineering services agreement with Parametrix,
Inc. is nearing completion and a new agreement is needed to provide assistance for upcoming
landfill and solid waste related needs. In view of the various new planning issues, closure
analysis, co-composting and related tasks we requested proposals from those engineering finns
on the City's consultant roster which indicated landfill/solid waste expertise. Interviews were
held with the responding firms and Parametrix was selected to continue with their engineering
services.
The engineering services and costs proposed in the new agreement include the following:
Task 1: General Operations Assistance $ 85,798
Task 2: Regulatory Coordination $ 30,831
Task 3: Revise Development and Closure Plan $ 38,929
Task 4: Co-Composting Design Report $ 49,726
Task 5: Long Range Planning Report $ 50,000
Task 6: Directed Services $ 40,000
The proposed not to exceed amount of the agreement $295,284
Task 1, General Operations Assistance, includes site life verification, site mapping,
maintenance programs for leachate, stormwater, gas, and groundwater monitoring systems, site
small project design, and staff meetings/support.
City Council Memo
Re: Parametrix Agreement
Page 2
Task 2, Regulatory Coordination, includes providing assistance in permitting activities for
2000/2001, regulatory inspection responses and changes in requirements, preparation of Annual
Reports, coordination with regulatory agencies and community organizations, reviewing and
support as needed for groundwater monitoring and reporting. In the existing contract
groundwater related activities were performed entirely by Parametrix, Inc. This year we
provided training for our Wastewater Superintendent, Jeff Young, to allow most of the activities
to be performed by the City at an estimated savings of $25,000 to this agreement.
Task 3, Revise Development and Closure Plan, is a new task to assist us in revision,
modification and updating closure/post-closure plans, revise grading plans, prepare gas and
leachate management plans, prepare planning level cost estimates/schedules for landfill
improvements and prepare cost estimates/schedules for revised closure/post-closure facilities.
Task 4, Co-Composting Design Report, will involve finalizing design and operations criteria
for upgrading and operating the co-composting facility. Work will include design reports,
schematic designs for site development and system modifications, waste stream analysis,
estimates, schedules, and implementation plan.
Task 5, Long Range Planning Report, includes review of options and development of a
business plan regarding solid waste collection and disposal options up to and following closure.
Operation of collection and transfer facilities after closure will be evaluated, schematic design of
transfer, recycling and associated facilities, and planning level review of feasible landfill land
uses will be included.
Task 6, Directed Services, has been included to provide for unforseen engineering or other
services required during the agreement period.
Parametrix, Inc. was determined to be to the best qualified firm. They have the local experience
and expertise to provide the landfill and solid waste related services outlined in the scope. Funds
for the tasks are either in the current budget or will be requested in future budgets. Tasks will
only be executed when funds become available.
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WASHINGTON, U.S.A.
UTILITY ADVISORY COMMITTEE MEMO
DATE: October 17, 2000
TO: UTILITY ADVISORY COMMITTEE
]~ROM: Glenn A. Cutler, Director of Public Works and Utilities ~'t./
SmI,IECT: Agreement with Brown and Caldwell for Wastewater/Stormwater Engineering
Services.
Summary_: The City's current agreement with Brown and Caldwell is nearing completion and a
new agreement for the period of November, 2000 to June 30,2002 is needed for engineering
services regarding ongoing wastewater/stormwater requirements and related issues.
~ Forward to Council with a recommendation supporting approval of the
agreement with Brown and Caldwell to provide wastewater/stormwater related
engineering support services in the amount not to exceed $368,658. The City Attorney shall
review and approve the agreement prior to signing.
Background /Analysis: The City's current agreement with Brown and Caldwell is nearing
completion and a new agreement for the period of November, 2000 to June 30, 2002 is needed to
provide assistance on the Wastewater Treatment Plant (WWTP), Combined Sewer Overflow
(CSO), Stormwater and related issues. Engineering support under the current agreement included
National Pollutant Discharge Elimination System (NPDES) permitting assistance, WWTP
operations and maintenance support, Calibration of Plant Flow Meter, Inflow and Infiltration (III)
and CSO Reduction Activities, and Rayonier Leachate Impacts.
Engineering services and costs proposed in the new agreement include the following:
Task 1 Administration and Coordination $ 54,417
Task 2 Continuing Collection System Activities $ 81,254
Task 3 CSO Treatment Technologies $ 6,610
Task 4 Gap Analysis for Federal Programs $ 32,918
Task 5 CSO Reduction Alternatives Evaluation $ 97,495
Task 6 Financial System to Implement Preferred Alternative $ 19,399
Task 7 Collection System Modeling $ 14,995
Task 8 General Directed Services $ 40,642
Task 9 Detailed Design of Septage Receiving Station $ 0
Task I0 Assistance with Stormwater Permitting $20.927
The proposed not to exceed amount of the agreement $368,658
Task I Administration and Coordination: includes activities to manage, administer, and
provide ongoing coordination for the project.
City Council Memo
RE: B&C Contract
Page 2
Task 2 Continuing Collection System Activities: includes continuing work activities related
to collection system modeling, the roof drain disconnection pilot study and drafting of the final
roof drain disconnection ordinance.
Task 3 CSO Treatment Technologies: includes review of available CSO control technologies
and their applicability to the Port Angeles collection system.
Task 4 Gap Analysis for Federal Programs: is an added activity to assist us in meeting the
mandated requirements of federal programs (ESA, NPDES Phase II Stormwater, GASB 34
Accounting) impacting our wastewater and stormwater systems.
Task 5 CSO Reduction Alternatives Evaluation: is included to identify system problems with
CSO's, evaluate alternatives for CSO reduction, and develop a timetable for system upgrades to
minimize CSO's.
Task 6 Financial System to Implement Preferred Alternative: is to provide a basis for
implementing and staging potential FI and CSO control projects. A review of the utility's
financial capacity to fund additional capital projects will be undertaken.
Tasks 7 & 8 Collection System Modeling & General Directed Services: are included for
added engineering assistance and analysis of unfurseen impacts on the WWTP, sewer and storm
systems, annexation and large City developments are examples of when we would request
assistance in these areas.
Task 9 Septage Receiving Station Design: was included in the scope as an activity which may
be activated later as a result of current discussions with Clallam County regarding the
development costs and needs for local facilities to process septage which is presently trucked to
facilities in Shelton and other locations. The design cost was not included in this agreement due
to the many unknown factors at this time. If the proposed septage facility is supported to the
design level a separate design fee will be negotiated and brought to Council for acceptance as a
scope and cost amendment to the agreement.
Task 10 Assistance with Stormwater Permitting: has been added in anticipation of the need
to implement a stormwater utility next spring to meet the added manpower and operational costs
the identified requirements of the mandates discussed in Task 4 above and provide needed
stormwater improvements without severe impacts to the general fund.
Continuing with Brown and Caldwell is in the best interest of the City due to their in-depth
knowledge of existing City programs and projects. We are completely satisfied with Brown and
Caldwell's expertise and ongoing engineering support services in the wastewater and stormwater
areas.
Funds for the tasks are in the current budget or will be requested in future budgets. Tasks will
only be executed when funds become available
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pOR.?ANGELES
WASHINGTON, U.S.A.
UTILITY ADVISORY GOMMITT££ I I£BtlO
DATE: October 17, 2000
TO: UTIL1TY ADVISORY COMMITTEE
PROM: Glenn A. Cutler, Director of Public Works and Utilities-~
SUB,rECT: Change Order; Downtown Watermain/Sidewalk Phase II, Project 99-11
Summary_: A construction change order is proposed to complete the watermain and sidewalk on the east
side of Laurel between Front and First Streets. The City's adopted change order policy requires all
change orders exceeding $100,000 to be approved by City Council. The contractor, Primo Construction,
Inc., has provided an estimated cost of $165,000 for the change order and further cost reductions are
being negotiated. It is anticipated that the final negotiated change order will be available prior to the
UAC and City Council meetings on October 17, 2000.
l~gllllllll~dldlllffi~ If a favorable cost is negotiated forward to Council with a recommendation
supporting approval of a construction change order to the Downtown Watermain and Sidewalk
Replacement, Phase II Project 99-11.
Background / Analysis: The downtown watermain and sidewalk replacement project contract is
underway and the current projected cost to complete is $1,000,000 and well within the budgeted funds of
$1,330,000. The original scope of the project included completion of the waterlines and sidewalk on
Laurel from Railroad to First Street. During design preliminary cost estimates indicated that we would
be over budget and we reduced the scope of the work on Laurel Street to include only replacements on
the east side between Railroad Avenue and Front Street.
To fully utilize the available funding from a Drinking Water State Revolving Fund Loan we are
proposing a construction change order to complete the section of watermain and sidewalk on the east
side of Laurel between Front and First Streets that was deleted from the original bid package. We have
requested the contractor, Primo Construction, Inc., to provide us with an estimate of costs for this
addition to the project. Their initial response was in the range of $165,000 and we are negotiating a cost
reduction on several items. It is anticipated that the final negotiated change order will be available prior
to the UAC and City Council Meetings of October 17, 2000.
The City's adopted change order policy requires all change orders exceeding $100,000 to be approved
by City Council. Even though the initial bid was low, the initiation of this change order was delayed to
evaluate Primo's performance and the projected final costs. Primo's construction performance and
dealing with the downtown businesses has been excellent and the projected cost of completion leaves
adequate funding for the change order. No work will be performed between Thanksgiving and New
Years Day.
Attachment: Map
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