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HomeMy WebLinkAboutAgenda Packet 12/08/2015 Utility Advisory Committee Jack Pittis Conference Room Port Angeles, WA 98362 December 8, 2015 AGENDA L Call To Order II. Roll Call III. Approval Of Minutes For November 10, 2015 IV. Late Items V. Discussion Items: A. 2015 Hydrogeologic Services Feasibility Study B. Interagency Agreement with Department of Ecology for Local Source Control Program C. Department of Ecology Coordinated Prevention Grant Acceptance D. Landfill Bluff Stabilization Construction Management Agreement Amendment No. 2 E. Combined Sewer Overflow Phase 2 Construction Management Services Amendment No. 1 VI. Information Only Items: None VII. Next Meeting Date: January 12, 2016 VIII. Adjournment N:AUAC\MEETINGS\UAC2015\UAC120815\120815 Agenda.docx Utility Advisory Committee Jack Pittis Conference Rooms Port Angeles,WA 98362 November 10,2015 3:00 p.m. L Call To Order Sissi Bruch called the meeting to order at 3:00 p.m. II. Roll Call UAC Assigned Councilmembers Present: Lee Whetham, Sissi Bruch Other Councilmembers Absent: Dan DiGuilio,Dan Gase,Patrick Downie,Brad Collins, Cherie Kidd UAC Members Present: Betsy Wharton, Lynn Bedford, Rob Feller UAC Members Absent: None Staff Present: Craig Fulton, Gregg King,Byron Olson,Mike Puntenney,Kathryn Neal,Jonathan Boehme,Heidi Greenwood, Michelle Hale Others Present: None III. Approval Of Minutes Chairman Lynn Bedford requested a motion to approve the minutes of October 13, 2015.Vice Chairman Lee Whetham requested a correction to his last name on the minutes. Lee Whetham seconded the motion, which carried unanimously with the minutes as corrected. IV. Late Items: None V. Discussion Items: A. Georgiana Street Stormwater/Wastewater Project Change Order Kathryn Neal provided a power point review of the Georgiana Street Stormwater/Wastewater Project to request a change order recommendation as a result of the trench failures and road restoration. The project is designed to upgrade sanitary sewer mains and storm water mains in the vicinity of Georgiana and Race Streets. Difficulty occurred when the contractor encountered unstable soils while excavating to install both the new stormwater and sanitary sewer lines. The City has negotiated fair prices to compensate the Contractor for added work resulting from the trench failures. There was a lengthy discussion involving project costs and cost-sharing with Olympic Memorial Hospital District(OHMD). Lee Whetham abstained as his wife works for OHMD. Betsey Wharton moved to recommend City Council to authorize the City Manager to sign change orders in amounts not to exceed $99,135.27 for Georgiana Street Stormwater Improvements, DR0315, and not to exceed $292,680 for Georgiana Street Sewer Improvements,WW1415. Lynn Bedford seconded the motion,while Lee Whetham abstained. Vi. Information Only Item A. Solid Waste Post-Closure Maintenance Fund Kathryn Neal gave a presentation outlining the Port Angeles Landfill Cell Stabilization project and the new Municipal Solid Waste Facility Post Closure Permit. Kathryn provided information on the activities and configuration changes to the landfill. The new permit will reflect the changed configuration of the landfill, and will detail required post-closure maintenance,monitoring, and reporting. Kathryn reviewed the City's responsibility for providing the financial assurance for all activities to properly manage the facility over at least the next twenty years, or until the landfill is stabilized. Discussion followed. B. Lighting Project Agreement with Nippon Paper Industries USA Gregg King reported, for information only,Nippon Paper Industries USA is working on a lighting upgrade project that could qualify for a Bonneville Power Administration conservation incentive payment of$180,000 to $500,000. When the project is completed,the incentive will be paid from Bonneville Power Administration Energy Conservation Agreement funds. This project qualifies under the Port Angeles Ordinance Chapter 3.25 and the Bonneville Power Administration Implementation Manual. Discussion followed. Vii. Next Meeting Date: December 8,2015 VIII. Adjournment: 4:07 p.m. Dan DiGuilio,Mayor Michelle Hale,Administrative Specialist II P NGELES ilu"',-- W A S H I N G T O N, U. S. A. .� Utility Advisory Committee Memo DATE: December 8, 2015 To: Utility Advisory Committee FROM: CRAIG FULTON SUBJECT: 2015 Hydrogeologic Services Feasibility Study Summary: In response to the 2015 drought, the City of Port Angeles performed a preliminary exploration for the development of new ground water sources to supplement the current surface water sources from the Elwha River. The analysis provided valuable information for the possible future initiation of a project to reduce the City's reliance on the Elwha River as a water source. The City contracted with Robinson Noble to provide a groundwater source feasibility assessment to research the potential of producing groundwater from one or more wells within or in proximity to the City limits. Funding: Not applicable. Recommendation: For informational purposes only. Background/Analysis: The City of Port Angeles performed a preliminary exploration for the development of new ground water sources to supplement the current surface water sources from the Elwha River. The analysis provided valuable information for the possible future initiation of a project to reduce the City's reliance on the Elwha River as a water source. The City contracted with Robinson Noble to provide a groundwater source feasibility assessment to research the potential of producing groundwater from one or more wells within or in proximity to the City limits. The initial contract was signed on August 14, 2015 in the amount of$24,810 and Council approved amendment 41 on November 17, 2015 to increase the agreement maximum to $27,310. Initial efforts involved the acquisition and review of information available from published reports and agency files. This information was used as the basis for describing the hydrogeologic settings of the study area and identifying specific groundwater regimes within the greater Port Angeles area. Within that context, Robinson Noble defined groundwater source options to the degree that could be done with existing data and to identify areas where future test drilling would be necessary to pursue possible source options. If one or more areas are identified with a N:AUAC\MEETINGS\UAC2015\UAC120815\2015 Hydrogeologic Services Feasibility Study.docx reasonable expectation of success in developing a new source well, the next phase (Phase 2) would be to perform a preliminary assessment of the water right situation to identify possible complicating aspects in the proposed groundwater withdrawal. This phase would refine potential well site locations and evaluate each site describing potential drilling conditions/methods/depths/and access. Technical consultation would be provided during discussions with the Tribe(s) and regulating agencies such as the Department of Ecology, Department of Fish and Wildlife and Department of Health. Robinson Noble would further provide technical specifications and plans to be use as bidding documents for a test well construction contract. The third phase would to secure drilling agreements and to drill test wells. It is anticipated that three test wells would be required. Each test well would cost approximately $150,000. The fourth and final phase would be to secure water right permit(s), construct production wells, transmission mains, and pumping facilities. This phase is expected to cost between $5 million to $10 million. The following is a summary of the cost of each phase: Phase Description Estimated Cost 1 Groundwater Source Feasibility Assessment $27,310 2 Initial Water Rights Assessment $20,000 3 Drilling Agreements & Test Wells $400K- $500K 4 Design & Construction $5M— IOM This memorandum is provided for informational purposes. Robinson Noble will provide a briefing of the results of the Phase 1 analysis during the Utilities Advisory Committee meeting. No decision has been made on whether to move forward with Phase 2, 3, or 4. P'ORT ELES A,- ii"' W A S H I N G T 0 N, U. S. A. .......... ............ Utility Advisory Committee Memo DATE: December 8, 2015 To: Utility Advisory Committee FROM: JAMES BURKE,ASSISTANT DEPUTY DIRECTOR OF PUBLIC WORKS SUBJECT: Local Source Control Program Grant Summary: Grant funding is being offered to the City to support the temporary full time, 24- month term employment position dedicated to small business education and technical assistance for applying best management practices in handling hazardous and dangerous wastes, stormwater, solid waste, and spill prevention. Funding: The Department of Ecology is providing the City a grant for the Local Source Control Program in an amount of$218,890. No City matching funds are required. Recommendation: Forward a favorable recommendation to City Council to approve and authorize the City Manager to sign an agreement accepting a grant in the amount of $218,890 from the Washington State Department of Ecology, and to make minor modifications to the contract, if necessary. Background/Analysis: In 2012 the Department of Ecology (DOE) entered into an agreement with the City of Port Angeles to provide funding dedicated for a full time Source Control Specialist position. That agreement expires on December 31, 2015. The Governor and State Legislature agreed this year to continue State funding of this program. The DOE is offering to continue the funding of this program in Port Angeles for a period of 24 months (January 1, 2016 through December 31, 2017) in an amount of$218,890.00. The funds will be used primarily to continue funding an existing full time temporary term employee. No City matching funds are required. The Local Source Control Program's two primary goals are to provide small business assistance in handling wastes and protect highly valued water bodies affected by urban discharges. In order to accomplish these goals, the Source Control Specialist will do outreach to small businesses in conjunction with existing City Stormwater, Wastewater, and Solid Waste programs. It is intended to provide education and support concerning hazardous wastes and potential pollutants 1 affecting surface runoff, discharges through the storm drain or wastewater system, and hazardous solid waste that requires special handling. The program has advanced City efforts to assist small businesses in successfully implementing best management practices to help protect Puget Sound waters. With this grant, the City will build on previous successes. DRAFT Local Source Control Partnership, National Estuary Program Funds Appendix A, Statement of Work CITY OF PORT ANGELES Appendix A, Statement of Work CITY OF PORT ANGELES Draft I. Introduction This appendix provides the 'Statement of Work' in support of the 2016 contract for the Local Source Control (LSC) Partnership, funded by the federal National Estuary Program,which is overseen by the Washington Department of Ecology(Ecology) Hazardous Waste and Toxics Reduction Program. The goal of the LSC Partnership is to provide hands-on pollution prevention advice and regulatory assistance to businesses and other organizations that generate small quantities of dangerous waste. By helping business owners do their part, we also help prevent polluted runoff from damaging Washington's streams, rivers, and the Puget Sound. The LSC work is expected to fall within these general proportions: • 70-75%technical assistance visits (see Sections III and IV) • 15-20% unique program elements (see Section II) • 10% networking/training (see Section V) Key staff and their roles are identified in Table 1. Table 1: Key Staff Staff Name Estimated Role FTE JASON HART 1.0 LSC Specialist, Billing Coordinator DAVID FREED 0.0 Wastewater Pretreatment Specialist. Assist with wastewater issues. JONATHAN 0.0 Stormwater Engineer. Assist with stormwater issues BOEHME and IDDE. JEFF YOUNG 0.0 Manager/Supervisor. II. Unique Program Elements The contractor proposes unique elements for the LSC program, outlined in Table 2. Table 2: Unique Program Elements Program Element Deliverable(s) Timefram e LSC Mentoring Act as the regional mentor for up to 3 new LSC staff during As needed (New Staff) the 2016 contract. Mentoring of new LSC staff occurs over approximately 3 months, includes approximately 5 field visits and related technical and training support. Time commitment: may take up to an equivalent of 1.5 weeks of work for each new staff Total time: approximately 4.5 weeks over contract period LSC Database Participate in a committee to identify areas of improvement TBD Committee and methods to achieve improvements to the LSC database. Long-term task: QA/QC process development. 3 LSC Database Time commitment: approximately 6 2-hour meetings during Committee the first contract year (cont.) Total time: approximately 1.5 weeks over contract period City of Port • Educate small business owners about City of Port Angeles On-going Angeles wastewater treatment works and need for pretreatment Wastewater of industrial wastewater. • Timely follow up and enhanced education for businesses identified during the previous LSC contract as lacking required pretreatment facilities, e.g. food service establishments (grease removal systems) or gas stations & auto repair shops (oil/water separators). • Conduct a minimum of 208 visits to food service establishments to inspect grease removal systems and provide education regarding the City's fat, oil, and grease program. A majority of these visits will be very brief and will not be reported as an official Technical Assistance Visit. Visits which require training new management and/or which reveal High Priority Environmental Issues as outlined below will count towards an official, reportable Technical Assistance Visit. • Assist Pretreatment Specialist with Minor Industrial User wastewater permittee education and technical assistance. City of Port • Storm drain & catch basin marking with anti-pollution On-going Angeles messages. Stormwater . Respond to IDDE hotline spill reports (investigate, document, provide stormwater education, enforcement of stormwater ordinances, IDDE reporting to relevant agencies). • Assist stormwater engineer in locating sources of pollutants entering the stormwater system. III. Technical Assistance Visits The contractor will conduct technical assistance visits to small generators of dangerous wastes, and to businesses or organizations that have the potential to pollute stormwater. Depending upon a jurisdiction's conditions, approximately 60%of the visits will be initial (i.e., small businesses or organizations that have never been visited, or have not received a LSC visit within two or more years). The balance of visits will be return visits to resolve high priority environmental issues; see Table 3. Table 3: Number of Technical Assistance Visits Visit Type Number Total Visits 240 Target for Initial Visits 144 Business sectors, organizations, waste streams, and/or regions that will provide a focus for this contract's technical assistance visits are listed in Table 4. Appendix A, Statement of Work CITY OF PORT ANGELES Draft Table 4:Technical Assistance Targets Target Rationale Timeframe Dental Offices Largely unvisited in 3+years 2016-2017 Veterinary Offices Largely unvisited in 3+years 2016-2017 Food Service Establishments See Unique Program Element 2016-2017 section High Priority Environmental Issues The following are Ecology's nine high priority environmental issues.When found, these issues justify return visits to a business. Return visit to a business for other issues are at the discretion of the jurisdiction. • Hazardous Waste 1. Properly designate waste 2. Properly dispose of waste 3. Properly store products/wastes 4. Repair or replace degraded open chemical containers • Stormwater 5. Correct illegal plumbing connection 6. Halt discharges of process wastewaters to storm drain 7. Properly store containerized materials 8. Properly store non-containerized materials 9. Clean and eliminate leaks and spills from storage areas When unable to resolve high priority environmental issues, the LSC Specialists are to follow Ecology's referral policy, outlined in the 'LSC Referral Sheets' (available on the LSC SharePoint site, updated 6/30/2015). In addition, Ecology may direct a portion of technical assistance visits toward specific priority sources or contaminants. Visit Guidance The following guidance applies to technical assistance visits, unless otherwise discussed with Ecology: • Coordinate with respective Ecology Regional Offices to ensure that: • Business is not a Medium or Large Quantity(dangerous waste) Generator • Business is not currently being visited by other Source Control or Urban Waters staff • Research site and issues prior to the visit using a combination of data sources • Provide technical assistance on waste and toxics reduction, storage, disposal, spill prevention, and pollution prevention • Provide written follow-up via correspondence or e-mail to document the results of an initial site visit • Coordinate and collaborate with Ecology technical staff and other partner agencies when developing technical assistance messages and outreach materials 5 • Coordinate,when applicable, with fire marshal, code enforcement, stormwater,wastewater treatment, and moderate risk waste staff • When complaints arise from hazardous waste generators, coordinate with local jurisdictions and Ecology Regional Offices in a timely manner(i.e.,within one week) • Encourage businesses to participate in local green business programs, such as the EnviroStars business certification program (http://envirostars.or /) When unique outreach or educational materials are developed by your jurisdiction, provide to Ecology within 30 days of completion of the piece. IV. LSC Checklist&Database Information gathered during technical assistance visits must align with the LSC checklist (v4.0.3, dated 12/18/2012) and be entered into the LSC database, which is managed and maintained by Ecology.The following guidance applies to all technical assistance visits, unless otherwise discussed with Ecology: • Complete a LSC checklist for each site visit and enter it into Ecology's LSC database within 15 work days of the visit for initial, return, or screening visits, or referrals to a regulatory agency • Ensure that data entry is thorough, complete, and accurate • Refer to the LSC database instructions, or contact Ecology support staff, for assistance with database entry and reporting • Maintain the original checklist documents for purposes of public disclosure requests and as historic records, and in accordance with local and state public disclosure laws V. Training Ecology provides training to LSC partners to ensure that new staff are properly trained and supported, and that experienced staff are exposed to new information and have opportunities to share their expertise for the benefit of the LSC Partnership.The following types of training are provided, and Table 5 contains an annual training schedule. New Staff Mentoring and Training New LSC Specialists are provided a variety of training support from Ecology staff and from experienced LSC Specialists, as assigned by Ecology. Details of the trainings, briefly outlined below, are available in the LSC SharePoint 'New Specialists' tab. 1. SharePoint'New Specialists' Resources The LSC SharePoint site contains a presentation and self-test for new LSC Specialists. A new hire should complete the self-test and presentation review within the first two weeks of work as a LSC Specialist. 2. Field Mentoring&Training Review Ecology will assign an experienced LSC Specialist as a mentor to provide field training and support to a new hire; this will be set-up within the first two weeks of work for the new hire. Field mentoring will involve a series of accompanied field visits designed by the mentor and Ecology staff to support the needs of the new hire.This training will generally take place over three months.When the mentor and new hire deem they are ready, an Ecology staff will administer a field training/test.This will involve the new hire and Ecology staff spending a day conducting technical assistance visits, and Appendix A, Statement of Work CITY OF PORT ANGELES Draft reviewing specific information on hazardous and dangerous wastes, other types of wastes, spills prevention, storm water pollution prevention, and hazard/toxics reduction opportunities. Ecology staff, along with the mentor,will determine when field training is complete and the new LSC Specialist is ready to conduct technical assistance visits on their own. 3. In-person New Staff Training A New Staff in-person training will be offered the second Wednesday and Thursday in December.This training will be planned and conducted by Ecology staff and experienced LSC Specialists. Topics for the in-person training may include the following: • SharePoint Orientation • Health &Safety • Checklist& Database Basics • Toxics Reduction Opportunities • Waste&Stormwater Overviews • Customer Service • Technical Assistance Visits • LSC Internal Resources In-person Trainings The In-person Trainings will be planned and conducted by teams of three to four LSC Specialists from at least two to three LSC partners.Training topics are intended to help new LSC staff become more competent in their work, and experienced staff to gain greater technical depth on relevant topics. Ecology staff will help define and schedule the teams, review agendas, and provide support for planning and logistics. Schedule: Held the second Wednesday in September, March and June, these are typically scheduled between 9 a.m. and 3:30 p.m. with overnight travel allowed for jurisdictions that need the extra time to attend the trainings. Attendance Requirement: Mandatory for at least one LSC Specialist who is responsible for disseminating information back to the LSC Specialists from that jurisdiction; LSC managers are welcome but not required to attend. Ecology staff must approve absences (non-emergency) at least two weeks prior. No training substitutions (i.e., HAZWOPER, conferences) are allowed for the in-person Training. WebEx Trainings Ecology will plan and conduct WebEx trainings during the months that do not have In-person Trainings. These sessions are intended to expose LSC Specialists to new information or technical topics relevant to their work. Suggestions on topics and speakers are welcomed from LSC partners. Schedule: These are one and a half hour sessions, held on a second Wednesday of the month, except during the months when In-person Trainings are held. Up to six WebEx Trainings will be scheduled each year. Attendance Requirement: Mandatory for at least one LSC Specialist from each partner to attend at least four of the six WebEx Trainings each year. Another type of training that is relevant to LSC specialists' work may be substituted for up to two of the six WebEx Trainings. Notification of the substitution must be provided to Ecology at least two weeks in advance of the WebEx Training. 7 Table 5:Annual Training Schedule January February March April No LSC training 2nd Wed, WebEx 2nd Wed, In-person 2nd Wed, WebEx May June July August 2nd Wed, WebEx 2nd Wed, In-person No LSC training 2nd Wed, WebEx September October November December 2nd or 3rd Wed, In- 2nd Wed, WebEx 2nd or 3rd Wed, 2nd Wed &Thu rs, person (due to WebEx(due to New Staff In-person school schedules) Veterans' Day) VI. Reporting and Contract Changes The quarterly Financial and Ecosystem Accounting Tracking System (FEATS) report will be due to Ecology within one (1) week of the request. An annual report, briefly summarizing contract status (e.g., site visits, unique elements, budget) and providing information on shortfalls shall be provided to Ecology by July 31, 2016 and 2017.The report shall include two to three 'case studies' of a business or organization that benefitted from the LSC site visits or education/outreach, with a few photos of the business or activities. Any of the following changes shall be reported to the LSC Program Coordinator within 10 business days: • Key personnel changes (staff leaving, new hires, etc.) • Any potential program, contract, or small business client problems and resolutions • Initiation of or changes to a subcontract VII. Invoicing Invoice (billing) procedures are outlined in the Interagency Agreement(IAA),to which this document is an appendix (see IAA Section 4). In addition to directions in the IAA, the following information is provided: • Support documents may be submitted on a CD rather than as a paper copy. • Quarterly invoicing will follow the schedule in Table 6. Table 6: Invoicing Schedule Quarter Months Due Date 1 January, February, March 2016 May 10, 2016 2 April, May, June 2016 August 10, 2016 3 July, August, September 2016 November 10, 2016 4 October, November, December 2016 February 10, 2017 5 January, February, March 2017 May 10, 2017 6 April, May, June 2017 August 10, 2017 7 July, August, September 2017 November 10, 2017 8 October, November, December 2017 February 10, 2018 Appendix A, Statement of Work CITY OF PORT ANGELES Draft Amendment To be determined (TBD) TBD APPENDIX B INVOICE & BUDGET DETAIL Department of Ecology- Local Source Control Partnership (updated 12/2015) Contractor: CITY OF PORT ANGELES IAA No: Current Invoice Invoice No: Period: Qtr/YR: Total Cumulative Proposed Current Invoices Budget Remaining Invoice to-date* 2016-17 Budget notes Salaries $ 111,243.00 $ 111,243.00 Benefits $ 70,051.00 $ 70,051.00 Subcontracts $ - $ - Goods & Services $ 200.00 $ 200.00 Equipment $ 800.00 $ 800.00 Travel /Training $ 3,600.00 $ 3,600.00 Subtotal Direct Costs $ - $ - $ 185,894.00 $185,094.00 Indirect Costs (@ Rate18.2%) $ 32,996.00 $ 32,996.00 Total Costs $ - $ - ts 218,890.00 $ 218,090.00 *Total Cumulative includes current invoice amounts Staff Name/ Expense Description (attach copy of internalrecord reflecting all staff paid through contract & copy of each invoice Sub- Goods & Travel / Indirect paid) Salaries Benefits contracts Services Equipment Training Costs Subtotals 0 0 0 0 0 0 0 N:AUAC\MEETINGS\UAC2015\UAC120815\Local Source Control Program Grant.docx Total = Current $ Invoice - APPENDIX C SPECIAL TERMS AND CONDITIONS 1) Federal Funding Accountability And Transparency Act(FFATA) Reporting Requirements CONTRACTOR/RECIPIENT must complete the attached FFATA Data Collection Form (ECY 070-395) and return it with the signed agreement to ECOLOGY. Any CONTRACTOR/RECIPIENT that meets each of the criteria below must report compensation for its five top executives using the FFATA Data Collection Form. • Receives more than $25,000 in federal funds under this award. • Receives more than 80 percent of its annual gross revenues from federal funds. • Receives more than $25,000,000 in annual federal funds. ECOLOGY will not pay any invoices until it has received a completed and signed FFATA Data Collection Form.ECOLOGY is required to report the FFATA information for federally funded agreements,including the required DUNS number, at www.fsrs.ov within 30 days of agreement signature. The FFATA information will be available to the public at www.usaspending.ov. For more details on FFATA requirements, see www.fsrs.ov. 2) Certification Regarding Suspension, Debarment, Ineligibility Or Voluntary Exclusion a) CONTRACTOR,by signing this agreement,certifies that it is not suspended,debarred,proposed for debarment, declared ineligible or otherwise excluded from contracting with the federal government, or from receiving contracts paid for with federal funds. If the CONTRACTOR is unable to certify to the statements contained in the certification, they must provide an explanation as to why they cannot. b) CONTRACTOR shall provide immediate written notice to ECOLOGY if at any time the CONTRACTOR learns that its certification was erroneous when submitted or had become erroneous by reason of changed circumstances. c) The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules Appendix A, Statement of Work CITY OF PORT ANGELES Draft implementing Executive Order 12549. You may contact ECOLOGY for assistance in obtaining a copy of those regulations. d) CONTRACTOR agrees it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under the applicable Code of Federal Regulations, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction. e) CONTRACTOR further agrees by signing this agreement, that it will include this clause titled "CERTIFICATION REGARDING SUSPENSION, DEBARMENT, INELIGIBILITY OR VOLUNTARY EXCLUSION"without modification in all lower tier covered transactions and in all solicitations for lower tier covered transactions. f) Pursuant to 2CFRI80.330, the CONTRACTOR is responsible for ensuring that any lower tier covered transaction complies with certification of suspension and debarment requirements. g) CONTRACTOR acknowledges that failing to disclose the information required in the Code of Federal Regulations may result in the delay or negation of this funding agreement, or pursuance of legal remedies,including suspension and debarment. h) CONTRACTOR agrees to keep proof in its agreement file, that it, and all lower tier CONTRACTORS or subcontractors, are not suspended or debarred, and will make this proof available to ECOLOGY before requests for reimbursements will be approved for payment. CONTRACTOR must run a search in htip://www.sam.gov and print a copy of completed searches to document proof of compliance. N:AUAC\MEETINGS\UAC2015\UAC120815\Local Source Control Program Grant.docx P'ORT ELES A,- ii"' W A S H I N G T 0 N, U. S. A. .......... ............ Utility Advisory Committee Memo DATE: December 81h, 2015 To: Utility Advisory Committee FROM: JAMES BURKE,ASSISTANT DEPUTY DIRECTOR OF PUBLIC WORKS SUBJECT: Department of Ecology Coordinated Prevention Grant W2RCPG-1517- PoAnPW-00024 Summary: The City's application for a Coordinated Prevention Grant(CPG) for July 2015- June 2017 has been approved by Department of Ecology (DOE). The grant is for moderate risk waste collection program (collection /operations/disposal) and the waste reduction and recycling program. Funding: The Department of Ecology is providing the City the Coordinated Prevention Grant for a total eligible amount of $159,000. The grant is based on a 75/25 match. The City's share is $39,750,with the balance being funded by DOE in the amount of$119,250. The total eligible cost is broken into the following categories: residential moderate risk waste operations ($138,000); waste reduction and recycling education and outreach ($21,000). The City's share has been allocated in the 2015 and 2016 Solid Waste Collections budget(404-7580-537-4410)and Transfer Station budget (404-7538-53-4410/404-7538-4151). The 2017 allocation will be done as part of the 2017 budgeting cycle. Recommendation: Forward a favorable recommendation to City Council to authorize the Director of Public Works to sign the Department of Ecology Coordinated Prevention Grant W2RCPG-1517 PoAnPW-00024 and any future amendments or agreements. Background/Analysis: The City's application for a Coordinated Prevention Grant for July 2015 through June 2017 has been approved by the Department of Ecology for total eligible costs of $159,000. The Solid Waste Division has been participating in the CPG program for more than 15 years. The eligible costs are for collection and disposal of household hazardous waste ($138,000) and ($21,000) for waste reduction publications, advertising, booths at community events, and the 2good2toss website. N:\UAC\MEETINGS\UAC2015\UAC120815\Solid Waste Coordinated Prevention Grant.docx P'ORT ELES ii� W A S H I N G T 0 N, U. S. A. .......... ............ Utility Advisory Committee DATE: December 8, 2015 To: Utility Advisory Committee FROM: MICHAEL PUNTENNEY,P.E.,DEPUTY DIRECTOR OF PUBLIC WORKS& UTILITIES SUBJECT: Port Angeles Landfill Stabilization Project- Construction Management Services Contract Amendment#2 Summary: Construction management services are provided by Anchor QEA for the Port Angeles Landfill Stabilization Project. Due to the discovery of large amounts of asbestos and the resulting claim from the construction contractor, Anchor QEA has provided a substantial amount of additional support to prepare the City to equitably resolve the asbestos claim. In addition, the construction contractor, Magnus Pacific, was required to achieve substantial completion by November 10, 2015. Schedule impacts due to the asbestos as well as other issues have extended the completion date to the end of January 2016. This will require Anchor QEA to be onsite longer. This amendment compensates Anchor QEA for the additional effort. Funding: a) The project originally was approved by Council on May 20, 2014 with a contingency of $1,962,994. The construction management agreement has had one additive amendment valued at $219,927, and the construction contract has had eleven change orders for a total value of $1,153,927 (which includes an -$219,927 "deductive" change order). This leaves a net contingency balance of$589,140 at this time. b) In addition, the Engineers report that the construction contract has two pending change orders and quantity take-off variances that are expected to further reduce the construction contract cost by $432,248. With this, the projected amount of surplus funding available in the project is estimated to be $1,021,388 which is more than sufficient for this amendment. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sip Amendment No. 2 to the Professional Services Agreement with Anchor QEA increasing the value by $80,000 for a revised maximum not-to-exceed amount of$1,728,927. Background/Analysis: The purpose of the Port Angeles Landfill Stabilization Project is for the removal of approximately 380,000 cubic yards of waste from the east 304 Cell to the 351 Cell. It also includes improvements to the gas collection and storm water systems and the installation of a new cover system on the 351 cell, fish habitat improvements to the Dry Creek area and completion of a mechanically reinforced earthen wall (MRE). A professional services agreement for construction management services to oversee the construction contract was awarded to Anchor QEA. Due to the discovery of large amounts of asbestos and the resulting claim from the construction contractor, Anchor QEA has provided a substantial amount of additional support to prepare the City to equitably resolve the asbestos claim. The claim is still ongoing. In addition, the construction contractor, Magnus Pacific, was required to achieve substantial completion by November 10, 2015. Schedule impacts due to the asbestos as well as other issues have extended the completion date to the end of January 2016. This will require Anchor QEA to be onsite longer. The construction contract has a liquidated damages clause in the amount of $5,000 per calendar day for delays beyond the scheduled completion date. Pending final settlement of the asbestos claim, some liquidated damages may result which could offset part or all of the cost of the additional time Anchor QEA will be needed to support this project. Anchor QEA has analyzed their remaining budget in the agreement. At this time, a budget increase of$80,000 has been projected to be needed. The professional services agreement is an hourly contract, so the City will only be charged for the actual effort that the construction management firm uses. The agreement was previously amended by $219,927 to transfer the testing services effort from the construction contract to the construction management agreement for purposes of better control and execution (The construction contract was modified with an equal "deductive" change order for shifting the testing services). The following table summarizes all amendments for the construction management agreement. Construction Management Contract Stage Amount A. Original Contract Amount $1,429,000 B. Amendment No. 1 —Testing Services Transfer 219,927 C. Current contract amount 1,648,927 D. Amendment No. 2—Asbestos Claim/Delay 80,000 Total revised contract amount $1,728,927 It is recommended to forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment No. 2 to the Professional Services Agreement with Anchor QEA increasing the value by $80,000 for a revised maximum not-to-exceed amount of$1,728,927. P'ORT ELES A,- ii"' W A S H I N G T 0 N, U. S. A. .......... ............ Utility Advisory Committee Memo DATE: December 8, 2015 To: Utility Advisory Committee FROM: CRAIG FULTON,DIRECTOR OF PUBLIC WORKS AND UTILITIES SUBJECT: CSO Phase 11 -Vanir Construction Management Professional Services Agreement Amendment 1 Summary: The City entered into a contract with Vanir Construction Management, Inc. on May 14, 2014 in the amount of$1,563,726 to provide construction management services for the Combined Sewer Overflow(CSO) Phase 11, Project WW 1008. This project is the final phase of the City's CSO Reduction Program approved by the Department of Ecology. The project reduces CSOs to the Port Angeles Harbor in compliance with the terms of Agreed Order 3853. This amendment provides additional compensation for construction management professional services to compensate for time impacts. Funding: a) The construction project originally was approved by Council on January 6, 2015 with a contingency of$984,855. The construction contract has had six approved change orders for a total value of$80,452 and the construction management agreement has had no amendments. This leaves a net contingency balance of$904,403 at this time. b) In addition, the Engineer's report the construction contractor has 25 additional requested change orders open and has 2 claims pending. The City has estimated the maximum entitlement for these at $200,000. With this, the projected amount of surplus contingency funding available in the project is estimated to be $704,403 which is a sufficient balance for this amendment. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment No. I to the Professional Services Agreement with Vanir Construction Management, Inc. increasing the value by $360,099 for a revised maximum not-to- exceed amount of$1,923,825. Background/Analysis: The scope of work for the CSO Phase 11 Project is to replace existing Pump Station 4 with a new pump station that will have an increased capacity of 28 million N:\UAC\MEETINGS\UAC2015\UAC120815\CSO Phase 11-Vanir Construction Management Contract Amendment 2.docx gallons per day (mgd). The new pump station is located directly south of the existing Pump Station 4 on Marine Drive. The Project also includes a gravity diversion sewer(Front Street Diversion Sewer) to convey flow directly from the location of CSO 008 at Peabody Creek to the new pump station, the completion of the new force mains partially constructed in CSO Phase 1, a new influent sewer to divert flows from the existing Pump Station 4, and a new stormwater trunk line for CSO separation on Front Street. The CSO Phase II project is the final phase of the City's CSO Reduction program approved by the Department of Ecology. This project will reduce CSOs into the Port Angeles harbor in compliance with the terms of Agreed Order 3853. Vanir Construction Management, Inc., was awarded the construction management professional services agreement to provide oversight for the CSO Phase II project on April 15, 2014 in the amount of$1,563,726. In addition, Vanir was awarded the construction management professional services agreement to provide oversight for the WTIP Phase 2 project on May 6, 2014 in the amount of$247,947. These two agreements were purposefully negotiated together. Because the two projects were in the same vicinity and because they were believed to be able to be executed at the same time, there could be significant savings to both projects by having a common staff and office. With this in mind, both project budgets were established, each with lower value than if each project's construction management was undertaken independently. With comparison to the CSO Phase I construction management services agreement, the discount was 1.2% of the construction contract value at time of award, which equates to $181,528. The projects were not able to be executed simultaneously as was first envisioned. The WTIP Phase 2 (Beach Phase)project was awarded in June 2014, executing slightly ahead of originally intended in order to take better advantage of the 2014 summer construction season. The CSO Phase 2 project was awarded in January 2015, six months later than planned due to resolution of additional design and permitting issues. As a result, both the CSO Phase 2 and the WTIP Phase 2 (Beach Phase)projects were executed independently. This shift in schedule eliminated most of the savings for the efficiencies that might would have otherwise been gained if the projects were able to be fully executed together. In addition, Vanir was requested to provide some additional work for auditing purposes for the CSO Phase 1 project files. The CSO Phase 2 contractor has also fallen behind in execution in relation to meeting the contracted substantial completion date of June 11, 2016 which includes 10 days added due to change orders. The City is now projecting a substantial completion date of August 11, 2016. The delay is largely the consequence of difficulties the contractor encountered while pile driving, predominantly from the methods the contractor employed for this element of the construction. The construction contract has a liquidated damages clause in the amount of$5,000 per calendar day for delays beyond the scheduled completion date. At this time, the maximum amount of liquidated damages could be $300,000 for the 61 day delay. Pending final settlement of outstanding change orders and claims, some liquidated damages may result which could offset part or all of the cost of the additional time Vanir will be needed to support this project. As a consequence of the time impacts, added work, and reduced efficiency for not being able to execute both contracts simultaneously, Vanir originally requested $753,243 in additional compensation. In full production of construction, the CSO construction management contract executes on average about $90,000 to $110,000 per month. A series of negotiation sessions occurred to validate project budgets, to assess minimum staffing needs, and to use more City staff. This resulted in reassessment in the requested compensation to $450,000, $385,000, and finally to $360,099. With the final adjusted figure, it was understood that defense of formal claims submitted by the contractor would be a collaborative effort between the City and Vanir on a case-by-case basis and that additional funding might be required. In addition, while the negotiated figure is considered achievable, this amount is a tight budget, and may require some lesser adjustment towards the end of construction activities. The professional services agreement is an hourly contract, so the City will only be charged for the actual effort that the construction management firm uses. It is recommended to forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment No. 1 to the Professional Services Agreement with Vanir Construction Management, Inc. increasing the value by $360,099 for a revised maximum not-to- exceed amount of$$1,923,825. N:AUAC\MEETINGS\UAC2015\UAC120815\CSO Phase II-Vanir Construction Management Contract Amendment 2.docx 0 U) ww J W C) � c (D z LO c Q � � -C � z U) C6 0 LLJ z .............. Of) z rn 0 ry N m E 0z LL w o 0 0 Q o m ry � H HD U Z O C� W W-C: U) 0 U O L. 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Box 1677, Sequim, Washington, 98382 �f A non-profit corporation dedic:-.ted to the wise lard use of the North Ohmpic Peninsula December 7, 2015 To: Port Angeles Utility Advisory Committee, Craig Fulton, Chair From: Eloise Kailin, M.D. for Protect the Peninsula's Future Does Port Angeles have a goal in its drinking water ordinance setting forth intent to provide drinking water as clean and safe as possible for ALL of its citizens? My present concern is for the youngest and most vulnerable. Infants are less protected from toxic materials than adults due in part to an immature blood brain barrier, one which leaks more metal ions (like lead) and toxic molecules in to the brain. Infants also consume more water per pound of body weight, and therefore they consume a higher dose of whatever medication might be in the water, be it fluoride or other contaminants that accompany the fluoride. Even the known contaminants of fluoride solution are considered proprietary information. These include lead (sometimes "heavy metals as lead") and arsenic. These appear on the Certificate of Analysis which accompanies each shipment (EXHIBIT 1). The Materials Safety Data sheet from BHS Specialty Chemical Products (section 11, toxicological information) states: "To the best of our knowledge the chemical, physical and toxicological properties have not been thoroughly investigated" Lack of information has not prevented fluoridation advocates from declaring the product to be safe beyond a doubt. Looking just at the fluoride, mother's milk in non fluoridated areas often contains no detectible amount. Breast milk from mothers living in fluoridated areas reduces fluoride by about 200 fold over what is in water. It is generally agreed that breast milk is the gold standard for what a baby needs. The National Research Council Report on Fluoride in Dr inking Water (2006) provided the documentation that infants were overdosed by fluoride as allowed in drinking water. FDA and other agencies published carefully worded warnings that concerned parents should consider using water that has no or low levels of fluoride. (EXHIBIT : ADA Gram November 9, 2006.) We ask your consideration of the question: Is a priority of Port Angeles to provide water safe even for its fragile infants to drink? r 7,4 J. R. SIMP LOT COMPANY LLC Certificate of Arialysis (C OA) SIMPLOT PHOSPHATES LLC 515 South Hwy 430 Rock Springs, WY 82901 DATE: Wednesday, September 14, 2011 TO: Cascade Columbia c/o BHS Marketing Product: Fluorosilicic Acid (FSA) Bill of Lading Number: 012959RS Rail Car T umber: JRSX 20007 Date Analyzed: September 14, 2011 Other Information: Release # 7053606.1 Analysis Name Specification Analysi I s Max min % Assay (H25' 6) 25% 23% 24.55 % HF 1.0% 0.51 % P205 0 1.228 Lead(Pb)pp m 0.40 9.00 Color (APHA) 2 — 5 Visible Suspended Matter 0 NSF By: Brian R. Thomas Title: Labor ato anaqer Cerfifled to Max.lulm, .......... S160 Sm IL functions and promotes cancer even ;MS7F/ANS1 60 _iMpIL Arsenic affects many body Meets ANSI I AWWA 1370 at extremely high dilutions. It carries a (no,.,ienforceable) maximum Contaminant Level Goal of ZERO, meaning there is no completely safe level. For practical reasons (cost) the enforceable Maximum Contaminant level (MCL) for arsenic in water is 0.01 parts per milhoi (or 10 parts per billion). The MCL for fluor.ilde is 400 times greater at 4 parts per million. For more information see websites yes4cleanwater.org and, fluoride alert.org o , 1 November 9, 2006 G RAM s A fflrutt for break' ne�rvs ar�d tirrtel iriforf' ation, from "he ADA , t Interim Guidance on Reconstituted Infant Formula r Have any of your patients ever asked what type of water should be used when mixing powdered or liquid concentrate infant formula? Information about fluoride intake for infants and young children, which includes interim guidance on reconstituted infant formula, is posted on ADA.orai. l t The appropriate amount of fluoride is essential to prevent tooth decay, but fluoride s intake-above the recommended level for a child's age creates a risk for enamel fluorosis in teeth during their development before eruption through the gums. According to fluoride intake guidelines set by the Institute of Medicine, the amount of fluoride recommended for babies under a year old is less than that for older children and adults. Infants less than one year old may be getting more than the optimal amount of fluoride (which may increase their risk of enamel fluorosis) if their primary source of nutrition is powdered or liquid concentrate infant formula mixed with water containing fluoride. d Recent developments led the ADA to develop the interim guidance. Last spring, the National Research Council released a report on naturally occurring fluoride in drinking water. While not the major focus of the report, research was cited that raised the possibility that infants could receive a greater than optimal amount of fluoride from reconstituted baby formula. Then, on Oct. 14, the FDA said bottlers could claim that fluoridated water can reduce the risk of dental cavities.or tooth decay, but that this claim could not be used on water marketed to infants. More research is needed before definitive recommendations can be made, but, in the meantime, if parents and caregivers are concerned, the ADA's interim guidance provides steps to simply and effectively reduce fluoride intake during a baby's first year of life. Essentially, the ADA supports the pediatricians' recommendations on the benefits of breast feeding and notes that using ready-to-feed formula for bottle-fed 15abies will keep their fluoride intake under (OM limits. If using a product that needs to be reconstituted, parents and care fivers should consider using water that has no or low levels of fluoride. Visit ADA.or, for additional information on fluoride. If you have questions about products containing fluoride, contact John Malone (2878, maianejCu�ada.arq). With questions about community water fluoridation, contact Jane McGinley (2862, I ii✓fir i,r iiiri//ire/iii/ r riiii r/ri/ii ii/iii,i r r i rill r, ii i i iii rii i i ii i iiii i iii r/i 1 �. Estimated. Number of Washin,gt©n State Children With Moderate to Severe Fluorosis Keith A. Wollen, Ph.D. Fluoride that is ingested accumulates in bones, including the teeth. Dental fluorosis results when children ingest too much fluoride,which changes the crystalline structure of teeth. Mild forms result in white spots on the teeth,which can produce embarrassment and emotional stress. Severe forms result in black or brown spots,often with pitting,chips, fractures, and decay. Severe forms are a serious medical and dental problem. Below are photographs of mild through severe fluorosis. 'Ilf IIY i Mild Moderate Severe A study by Beltran released in 2007 ku�tiiti.//ui,pd ,°(buuf.e.x„i qII]/u l(Jj./ Q��.t.1.au id �uuf� to ll�i to �d��i./,fuVw,pu..aci,.p`��o�99 11011:11 showed that,between 1999 and )4 about ut 41"/o of adolescents aged 12 to 15 and 36%aged 16 to 19 had dental fluorosis. The numbers of those who had moderate to severe fluorosis was 3.56% and 3.78%, respectively. Fluorosis has been presented as primarily a "cosmetic" problem. However,moderate to severe forms are much more than just cosmetic and even if less than 4%,represent a large number of individuals. To illustrate this fact,Z will estimate the number of children between 1.2 and 19 who would have had moderate to severe fluorosis (dark brown spots,pitting, brittle teeth) in Washington State. An estimate of the number of children between 1.2 and 19 derives from the November 2010 Forecast of the State Population put out by the Washington State Office of Financial Management. of frY ,r,-�f (,. f',: ,�h. Ott I f> >;t<< 1«!Y i di' Although the Washington State data cover a different age range(5 to 17), we can nevertheless use these data to estimate the number that would have been between 12 and 19. The Washington statistics indicate that there were 1,120,795 children between the ages of 5 and 17 in Washington State in 2004,the final year of Beltran's study. The Beltran study examined ages .12 to 19,which is an 8-year spread. The Washington State statistics are for ages 5 to 17,which is 13 yrs--a longer time period than in the Beltran study. 8/13 =0.6154 which is a rough estimate of the proportion of the 1,120,795 Washington State children between 5 & 17 that would have been between 12 to 19. Therefore,0.6154 x 1120795 =689,737 which is a rough estimate of the number of children in Washington that would have been between 12 & 19. Moderate to severe fluorosis was reported by Beltran to be 3.56%for 12-15,and 3.78% for 16-19. Averaging these (3,56+3.75)/2 =3,67%with moderate to severe fluorosis. Thus,. the estimated number of Washin This is only children 12-19 estimate, Q�indicates that many�flua.c��tcas urt_2t),()4 would be 689737 x .0367 25, y g thousands of Washington State Children would have moderate to severe fluorosis. f�i fi,f iii iiifi, f fiiifiii /iiioifii, io f�i„rfiii rii rife f� i iiii ffff iii ✓fifiri ii fit rrif i»i iii, riff tutu r iii f The estimated number of Washington State Children between 12 and 19 with severe fluorosis would be 3,449. This is based upon the above estimate of 689,737 children that would be in this age range and upon the EPA conclusion that the 0.07 mg/kg/day recommended fluoridation dose would produce 0.5% severe fluorosis(see FPA document 4820-R-10-019 T'hioricle,.-Dose-Response Ana�i�sisfior Non-Cancer L,'/ xis, p 103,December 2 010. "Flie new recommended thumide (lose of"'.07 nig/kg�day produces an unacceptably large nuiiiber of case of moderate and saver e fluorosis, 11this were sorne offler disease,', it would be ci)[Viidered �in epidelnic, It is totally unreasonal)le to consider fIL101-OSis a "cosmelt ic" problem! Moreover, there is n Treason to suspect that fluotide af!T'ects only the teeth. - --odier bones are also affected which can rc,sult in, hip ftacAures and c)ther problems. Drinking water is not the only source of fluoride. Fluoride is also found in many foods and beverages, as can be seen in this USDA link. My ""'Y' ,r't I'ti",('J'<I.�"�(')\ ('mcI'M'�d((''fl an All of these sources, plus toothpaste, pesticides, d others contribute to the total fluoride dose that we get.