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HomeMy WebLinkAboutAgenda Packet 04/10/2018 Utility Advisory Committee City Council Chambers Port Angeles,WA 98362 April 10,2018 3:00 p.m. AGENDA L Call To Order IL Roll Call III. Approval Of Minutes for February 13,2018 IV. Late Items V. Public Comment— The Utility Advisory Committee desires to allow the opportunity for Public Comment. However, the business of the City must proceed in an orderly, timely manner. At its most restrictive, Public Comment shall be limited to a total of 15 minutes. Individuals may speak for three (3) minutes or less, depending on the number of people wishing to speak. If more than 20 people are signed up to speak, each speaker may be allocated two (2) minutes. (Taken from Council Rules of Procedure Section 12). VI. Discussion Items: A. UAC Chair and Vice-Chair elections B. 10`h Street Reconstruction—Water Main C. Whidby Ave Water Main Replacement Project D. Metal Recycling Facility Fence VII. Information Only Items: A. N/A VIII. Next Meeting Date: May 08, 2018 IX. Adjournment Utility Advisory Committee City Council Chambers Port Angeles, WA 98362 February 13,2018 3:00 p.m. L Call To Order IL Roll Call UAC Assigned Councilmembers Present: Deputy Mayor Kate Dexter, and Councilmember Cherie Kidd Councilmembers Absent: Councilmember Lindsey Schromen-Wawrin UAC Members Present: Chair William Atkinson, Mattias Jarvegren, and Paul Collins UAC Members Absent: Rob Feller and Laura Dodd Staff Present: Craig Fulton, Gregg King, James Burke, Teresa Reed- Jennings, Jason Hart, Jeff Bender, Glenn Goodworth, and Michelle Hale Others Present: Four citizens III. Approval Of Minutes Chair William Atkinson requested a motion for approval of the November 14, 2017 minutes. Cherie Kidd moved to approve the minutes, and Mattias Jarvegren seconded the motion. Cherie Kidd requested a correction to the spelling of her misspelled name. Motion carried 5-0. Bill Atkinson requested clarification on the tax rate difference from the November 14 minutes to the Council approval that was posted online. Gregg King replied there were minor changes to the 2018 budget that changed the calculations and these corrected rates were then provided to Council. IV. Late Items: None V. Public Comment: Michael Neubauer, 1322 Caroline Street, spoke of the City Council's water rate change and how his water rate has increased to 10% of his social security check. VI. Discussion Items: A. Open UAC positions review The Utility Advisory Committee's two community representatives and Industrial Transmission representative have reached the end of their four-year terms. Three applications have been received for these positions. The two current members recused themselves while discussion was held. The deadline for accepting applications was actually Wednesday, February 14`h. Staff recommended reviewing the current applications and holding a special meeting if more applications were received. Gregg King will email additional applications received to Committee members to review. The Committee asked who would be replacing the Vice-Chair position. Gregg King stated this will be added to the agenda once there is a full committee. Cherie Kidd agreed to be acting Vice-Chair. A question was asked on having a quorum without the two recused members present. City Attorney Bill Bloor joined the meeting to provide legal counsel. He stated the rule is once you start with a quorum,people can leave for a legitimate reason to recuse themselves for a particular action,the remaining members still constitutes a quorum for doing business before bringing the other members back in. Committee members reviewed the applications,recommending to keep the two current members in lieu of interviewing the applicants. Gregg King also requested to continue Rob Feller as the IT representative UAC Member. Cherie Kidd made a motion to provide a favorable recommendation to the City Council to appoint William Atkinson and Mattias Jarvegren to serve on the Utility Advisory Committee to represent these two constituencies. Seconded by Deputy Mayor Kate Dexter. Motion carried 3-0. B. Water Use Efficiency Goals Jason Hart, Water/Wastewater Field Superintendent provided an overview on updating the Water Use Efficiency Rule (WAC 246-290). This rule went into effect January 2007 mandating that water purveyors establish goals as part of a Water Use Efficiency Program. Goals must be approved by the "elected governing body" and must include a public forum or meeting to provide opportunity for consumers and the public to participate and comment on the water use efficiency goals. Goals include: SUPPLY GOAL: The Water Utility will implement a program intended to maintain a water loss of less than ten percent per year. DEMAND GOAL: The Water Utility will implement a program intended to achieve a two-tenths of one percent reduction in customer consumption per capita per year. Discussion was held. Deputy Mayor Kate Dexter made a motion to recommend to the City Council to accept the Water Use Efficiency Programs Goals as published. Seconded by Cherie Kidd. Motion carried 5-0. C. Water System Plan Update Jeff Bender, Civil/Utility Engineer 11 gave a presentation on the Water System Plan update. The Washington State Department of Health(DOH)requires that all Group A Water Systems update their Water System Plan every six years. Local Water Purveyors and DOH have reviewed the draft Plan and staff has responded to all comments received. The Plan is now ready to be finalized and approved by City Council, followed by formal approval from the Department of Health. Goals of the plan are to determine best use of resources,provide high quality services, protect public health, and also provide a six year and twenty year planning. Mattias Jarvegren made a motion to recommend City Council to approve the Water System Plan, enabling formal approval by the Washington State Department of Health. Seconded by Deputy Mayor Kate Dexter. Motion carried 5-0. VII. Information Only Items: A. Marine Drive Sewer Repair, Phase 2 Project WW0118 —Design Briefing Jeff Bender, Civil/Utility Engineer II, provided information for the continuation on the Marine Drive Sewer Repair. This project will replace approximately 277 feet of existing 8" concrete pipe with 8" PVC pipe which is resistant to corrosion. A temporary bypass system will be installed during installation of the new sewer main to convey wastewater around the work area. This temporary sewage bypass system will consist of a pump and an above ground hose from one manhole to another. This Project will be brought to the UAC for a favorable recommendation to the City Council once the construction contracts have gone out to bid. B. Light Operations Facility Relocation Craig Fulton, Director of Public Works &Utilities spoke on the status of the Light Operations Facility Relocation. On November 13, 2017 the Port of Port Angeles notified the City to vacate the leased O Street Light Operations facility by March 31, 2018 to make room for an expanding commercial business. Given the short timeframe, the City did not have adequate time to construct a new Light Operations Facility, nor was the Port willing to adjust the end date of the lease. For those reasons, temporary accommodations are required that meet the specific requirements of Light Operations. Currently moving forward with negotiations with Atlas Trucking property which has the space to consolidate material and equipment that has been spread throughout the City. Negotiating a two lease with a two year option, while moving forward with a permanent facility. C. Waste Connections Contract Modification—verbal Craig Fulton, Director of Public Works &Utilities, stated Waste Connections, the contractor that operates the transfer station and does recycling collection in the City, requested modifications to their contract. They asked for contract rate changes in all categories of operations and the City has been in negotiations with them since January, 2017. The City agreed, thus far, only to the increase in toll fees going across the Tacoma Bridge. No other rate changes have been agreed upon at this time. VIII. Next Meeting Date: March 13, 2018 IX. Adjournment: 4:17 p.m. Chair William Atkinson Michelle Hale, Administrative Specialist 11 • NGELES WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo DATE: April 10, 2018 To: Utility Advisory Committee FROM: JEFFREY BENDER,P.E.—CIVIL ENGINEER II SUBJECT: 1011 Street Reconstruction —Water Main TR-11-00 Summary: Water main replacement options for the 10th Street Reconstruction Project. Funding: There are currently no funds in the approved budget for this additional work. Recommendation: Choose one of the four options presented below and provide a favorable recommendation to the City Council. Back2round/Analysis: City engineering staff is diligently working on the 10th Street Reconstruction Project that will rebuild the roadway and add sidewalk and stormwater infrastructure. Additionally, in response to internal and external discussions regarding the existing water and sewer utilities in this area, staff has evaluated the need to repair, replace, and/or upgrade existing utility infrastructure along l Oth Street, between I and N Streets. Staff has determined that the sanitary sewer and power utilities will require minimal effort and cost to accommodate future expansion in this area. Although the existing 10-inch water main along the south side of l Oth Street has not experienced any failures or leaks, our records reveal it is approaching its 50 year average life expectancy. While it is possible this pipe will last another 20 to 30 years, its age suggests it is more likely to begin to develop problems within the next decade. Eight water main crossings of varying sizes, extend from the south side to the north side of the road along this stretch of l Oth Street. Staff believes the increased pressures, excavations, vibrations, etc. from the road reconstruction activities over the existing pipes are likely to create problems where they haven't previously existed. Accordingly, staff recommends all water main crossings be replaced with the Reconstruction project thereby eliminating the need to open cut across l Oth Street in the future. This also minimizes the potential that a break in one of the N:\UAC\NIEETINGS\UAC2018\UAC 041018\2018-4-10-UAC- 10th Street Reconstruction Water Main.docx crossings would require extensive repair of the new road. The engineer's rough estimate for this work is approximately $70,000. Approximately 600 feet of the existing 10-inch asbestos-concrete water main in 10th Street, between Hamilton and M Streets, will be under the newly realigned 10th Street and staff has similar concerns regarding the effect of the road reconstruction activities over the existing pipes. For this reason, in addition to replacing the eight water main crossings, staff also recommends replacing the 600 feet of 10-inch asbestos-concrete water main between Hamilton and M Streets. The engineer's rough estimate for this work is approximately$181,000. The remaining portions of the existing 10-inch and 12-inch water mains are outside of the new pavement. However, because water main failures are unpredictable and due to the age of the existing pipes, staff also evaluated the option of replacing the entire length of water main between I and N Streets with the Reconstruction project. This scenario greatly reduces the potential of a water main failure resulting in an extensive repair of a newly paved roadway. This option replaces approximately 3920 feet of 8-inch, 10-inch, and 12-inch existing water main (including the eight water main crossings), installs three new fire hydrants, and reconnects all existing water services. The engineer's rough estimate for this work is approximately$770,000. The table below summarized the above scenarios and estimated costs. Scenarios Estimated Costs Option 1*: Do nothing $0.00/$??? Option 2: Replace eight water main crossings $60,000.00 Option 3: Replace approximately 1080 feet of 8-inch and 10-inch water main (this includes the eight water main crossings) and install $181,000.00 one new fire hydrant assembly Option 4: Replace approximately 3920 feet of 8-inch, 10-inch, and 12-inch water main (this includes the eight water main crossings), install three new fire hydrants, and reconnect all existing water $770,000.00 services *Though Option 1 has no immediate associated costs, the potential cost of future repairs is unknown. Funding Overview: There are currently no funds in the approved budget for this additional work. Moving forward with any of the above action options will likely have an effect on the approved 2018 budget and Water Capital Facilities Plan (CFP). Depending on the option selected by the UAC and approved by the City Council, one or more of the currently approved and budgeted CFP projects will have to be delayed. • NGELES WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo DATE: April 10, 2015 To: Utility Advisory Committee FROM: JEFFREY BENDER,P.E.—CIVIL ENGINEER II SUBJECT: Whidby Ave Water Main Replacement Project WT-04-15 Summary: The Whidby Ave Water Main Replacement Project will replace the aging infrastructure in Whidby Ave between Laurel Street and Peabody Street. Funding: Funds are available in the approved 2018 budget for Water Utility capital projects in the amount of$500,200. Recommendation: Staff requests the UAC forward a favorable recommendation to the City Council to award a construction contract for the Whidby Ave Water Main Replacement Project (WT-01-15)in 2018 that fits within the project budget. Back2round/Analysis: The Whidby Ave Water Main Replacement Project will replace approximately 1400 feet of 8-inch asbestos-concrete water main with 8-inch ductile iron pipe and abandon the 2-inch water main on the north side of the road. Additionally, this project will install new fire hydrants and reconnect existing water services to the new water main. This portion of water main has experienced high failure rates with a high cost to repair. In the last twelve months there have been three failures: One at Whidby and Laurel, the second at Whidby and Peabody, and the third at Whidby and Lincoln. The failure at Lincoln Street resulted in major road damage along Lincoln Street between Whidby Ave and Lopez Ave. This repair alone cost the water utility $46,000 in surface repairs. It is estimated that the total cost of repairs for this section of pipe is approaching $100,000. The engineers estimate range at 90% completion is between $540,000 and $560,000. Funding Overview: Funds are available in the approved 2018 budget for Water Utility capital projects in the amount of$500,200.00. N:\UAC\MEETINGS\UAC2018\UAC 041018\2018-4-10-UAC-WT0415 Whidby Ave Water Main Replacement.docx • NGELES WAS H I N G T O N, U. S. A.Utility Advisory Committee Memo DATE: April 10, 2018 To: Utility Advisory Committee FROM: JEFFREY BENDER,P.E.—CIVIL ENGINEER II SUBJECT: METAL RECYCLE FACILITY FENCE PROJECT SW-01-18 (CON-2018-01) Summary: The purpose of this project is to provide security fencing to the Metal Recycle Facility and Moderate Risk Waste Facility at the Port Angeles Landfill. This project requires an amendment to the Capital Facilities Plan(CFP) Funding: This project requires supplemental budget approval in the amount of$120,000 to the 2018 Solid Waste Utility capital projects budget. Funds are available in the Solid Waste Utility capital reserves and a budget supplement will not impact the utility rate nor the CFP moving forward. Recommendation: Provide a favorable recommendation to the City Council to: 1)Amend the CFP to include the Metal Recycle Facility Fence project, and 2) Award a construction contract in 2018 for a not-to-exceed amount that fits within the project budget. Back2round/Analysis: The Metal Recycle Facility Fence, Project CON-2018-01, installs six- foot tall security fence around the Metal Recycle Facility and the east side of the Moderate Risk Waste Facility. The purpose of this project is to provide security to the Metal Recycle Facility and the eastern property line of the Landfill. On several occasions an adjacent property owner has observed thieves accessing the Landfill from the eastern property line and stealing material. In the process, the thieves often leave trash and other material on the adjacent property. As an act of good faith with the intent to be a good neighbor and increase security at the Metal Recycling Facility and Landfill as a whole, the Public Works Department proposes to install perimeter fencing around the entire facility. The first phase proposes to install perimeter fencing along the eastern property line while future fencing will be installed along the Olympic Discovery Trail and western property Landfill boundaries. Construction bids were solicited on February 14tH 2018 and on March 7, 2018 four bids were received. Rainbow Sweepers, Inc., of Port Angeles, N:\UAC\MEETINGS\UAC2018\UAC 041018\2018-4-10-UAC-Metal Recycle Facility Fence.docx WA is the lowest responsible bidder, with a base bid amount of$37,841.67. The base bid amounts, including taxes, are shown in the following table: Table 1 Contractor Base Bid Rainbow Sweepers, Inc., Port Angeles, WA $37,841.67 Viking Fence Company, Bremerton, WA $48,702.76 Fence Specialists, Tacoma, WA $39,220.41 Cortez Fencing, Moses Lake, WA $41,323.38 Base Bid Engineer's Estimate $47,000.00 The project bid was split into a base bid, two alternate bid items, and an additive bid item. The project base bid covers installation of approximately 800 lineal feet of six-foot tall chain link fence around the Metal Recycle Facility and Moderate Risk Waste Facility, with three double 24-foot wide chain link gates as means of access to these facilities. Two alternative bid items govern the style of barbed wire security arms to be installed; Alternative 1 is the standard three strand barbed wire security arms, Alternate 2 is for more robust six strand V-shaped barbed wire security arms. As an additive bid, approximately 2,480 lineal feet of six-foot tall chain link fence will be installed along the eastern property line of the Port Angeles Landfill, extending from the Olympic Discovery Trail right-of-way to the south side of the 18th Street access road to the Port Angeles Landfill. A breakdown of Rainbow Sweepers' winning bid is presented in the following table: Table 2 Bid Items I Bid Amount Bid Amount Metal Recycle Facility Fence - Base Bid $37,841.67 Alternate 1 Items - 3 Strand Barbed Wire (Not Selected) $3,492.57 Alternate 2 Items - 6 Strand Barbed Wire (Selected) $6,112.01 Landfill East Property Line Fence - Additive Items $66,729.75 (Selected) Total Bid $110,683.43 Since the lowest responsive bid total was under the Engineer's estimate, Public Works recommends award of the Metal Recycle Facility Fence Base Bid, the 6 strand barbed wire Alternate 2 bid item, and the Landfill East Property Line Fence Additive bid item, resulting in a total contract amount of$110,683.43 including applicable taxes. As this project is not included on the approved Capital Facilities Plan(CFP), but emerged as a high priority project in late 2017, Public Works will ask the City Council to amend the CFP at their April 17th meeting due to immediate concerns for on-site security at the Landfill. Funding Overview: This project requires supplemental budget approval in the amount of $120,000 to the 2018 Solid Waste Utility capital projects budget. Funds are available in the Solid Waste Utility capital reserves and this budget supplement will not impact the utility rate nor the CFP moving forward.