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Home My WebLink AboutAgenda Packet 04/09/2007 Utility Advisory Committee Public Works Conference Room Port Angeles, W A 98362 April 9, 2007 3:00 P.M. AGENDA I. Call To Order II. Roll Call III. Approval Of Minutes For March 13,2007 Approval Of Minutes For March 16,2007 N. Late Items V. Discussion Items A. Solid Waste Comp Plan Review B. EWTP Easement C. 2006 Water Quality Report D. Brown & Caldwell Consultant Agreement Amendment E. Detailed Design Of Phase I CSO Projects F. Public Works Trust Fund Loan Application For CSO Projects Phase I G. Parametrix 2007 Consultant Agreement Amendment H. Stormwater Rate Discussion Continued (If Time Permits) VI. Executive Session VII. Next Meeting Date: May 8,2007 VIII. Adjournment N :\UAC\Final\040907 .wpd UTILITY ADVISORY COMMITTEE GUEST SIGN UP SHEET PRINT NAME ORGANIZATION .. JQ.f\f\'i Boi. \e.,'1 :P~C4l'l e-+r,' v. f~uL I I l,;.q /v{cu ~ Cv" 0-' .. ~$ . In jPr ;i!:-:r / fiJ C ~~Gt:... LJ.~ Ca. Ut ;/(<- J;>Sh_LIr ~ II i- f I . . . . . N: \PWKS \LIGHT\ CONS \ CATE \ SIGNUP.wpd Utility Advisory Committee Public Works Conference Room Port Angeles, W A 98362 March 13, 2007 3:00 P.M. AGENDA I) ~4ifp ~ ~ L Call To Order Chairman Reed called the meeting to order at 3:00 p.m. IL Roll Call Members Present: Chairman Reed, Orville Campbell, Grant Munro (3:03), Betsy Wharton, Richard Headrick (3:03) Members Absent: Karen Rogers Staff Present: Bill Bloor, Glenn Cutler, Mike Puntenney, Scott McLain, Gary Kenworthy, Larry Dunbar,Tom McCabe, Cate Rinehart Others Present: Brian Gawley - Daily News Paul Lamoureux - Citizen IlL Approval Of Minutes: Chairman Reed asked ifthere were any corrections to the minutes of February 13, 2007. The word "unanimously" was deleted at the bottom of page three. Orville Campbell moved to approve the minutes. Councilmember Wharton seconded the motion, which carried unanimously. IV. Late Items: None V. Discussion Items: A. Ordinance To Establish Prices For Compost Sales Tom McCabe, Solid Waste Superintendent, advised that compost from the Co-Composting Facility would be available beginning in April. Staff researched market pricing for compost and recommended that an appropriate price would be $20.00 per cubic yard for purchases of up to three cubic yards, and $17.00 per cubic yard for purchases of more than three cubic yards. There was a brief discussion. UTILITY ADVISORY COMMITTEE March 13,2007 Councilmember Wharton moved to recommend City Council adopt the proposed amendment to the transfer station rate ordinance. Orville Campbell seconded the motion, which carried unanimously. B. Benefit Dump Day Tom McCabe, Solid Waste Superintendent, pointed out that the City sponsors an annual Benefit Dump Day for all Clallam County residents. This is the first year that this event will be conducted using the new transfer station and Waste Connections is donating their staff to assist. There was a brief discussion. Councilman Munro moved to recommend City Council support the annual Benefit Dump Day 'scheduled for Sunday, April 15, 9:00 a.m. to 3:00 p.m. at the Port Angeles Regional Transfer Station with a minimum $5.00 fee for every participant of the event. Councilmember Wharton seconded the motion, which carried unanimously. C. Water Use Efficiency Program Larry Dunbar, Power Resources Manager, noted that the Department of Health had adopted a Water Use Efficiency Rule that mandates the City to develop a water use efficiency program by January 22,2008. Mr. Dunbar reviewed the various activities required. A discussion followed. No action taken. Information only. D. Water Rate Design Goals Larry Dunbar, Power Resources Manager, distributed a handout and gave a presentation based on that information. Points of interest were rate design goals, objectives, and considerations, rate design alternatives, and rate discount alternatives. There was a lengthy discussion. Staffwas directed to continue with the current approach and to publicize the reasons for rate increases in the future. No action taken. Information only. E. CH2M Hill Consultant Agreement, Project 07-08 Gary Kenworthy, City Engineer, advised that the newly signed Agreed Order with the Department of Health requires the design, approval, and construction of a temporary corrosion control facility. Additionally, engineering support is needed regarding the impacts of the federal Elwha Dam Removal Project. The new agreement tasks are the Corrosion Control Facility, Elwha Dam Mitigation, and directed services. There was a brief discussion. Councilmember Wharton moved to recommend City Council approve a new Agreement UTILITY ADVISORY COMMITTEE March 13, 2007 with CH2M Hill, for an amount not to exceed $113,000. Councilman Headrick seconded the motion, which carried unanimously. F. Storm water Utility Rates Continued to Friday, March 16,2007 at 1:00 p.m. VI. Executive Session Adjourn to executive session - 4:44 p.m. Executive session under RCW 42.30.110(1)( c) to discuss with legal counsel potential litigation and (i) to consider the terms on which real estate will be offered for sale. Executive session concluded at 5:00 p.m. Meeting resumed in regular session. VIL Next Meeting Date: March 13, 2007 VIIL Adjournment: The meeting was adjourned at 5:00 p.m. Chairman Reed Cate Rinehart, Admin Spec II N:\PWKS\LIGHTiCONS\CA TE\march 13meet.wpd Utility Advisory Committee (Continued From March 13,2007) Port Angeles, W A 98362 March 16, 2007 /) ~4~ ,. AGENDA L Call To Order Chairman Reed called the meeting to order at 1 :06 p.m. IL Roll Call Members Present: Chairman Reed, Karen Rogers, Orville Campbell, Betsy Wharton Members Absent: Grant Munro Staff Present: Bill Bloor (1 :09), Glenn Cutler, Mike Puntenney, Scott McLain, Gary Kenworthy, Steve Sperr, Cate Rinehart Others Present: None IlL Executive Session Adjom to executive session - 1 :07 p.m. Executive session under RCW 42.30.110(1)( c) to discuss with legal counsel potential litigation and (i) to consider the terms on which real estate will be offered for sale. Executive session concluded at 1: 15 p.m. Meeting resumed in regular session. IV. Roll Call Chairman Reed request a second roll. Members Present: Chairman Reed, Karen Rogers, Orville Campbell, Betsy Wharton, Grant Munro (1 : 18) Members Absent: None Staff Present: Bill Bloor, Glenn Cutler, Nathan West (1: 17), Mike Puntenney, Scott McLain, Gary Kenworthy, Steve Sperr, Cate Rinehart v. Discussion Item: Stormwater Utility Rates UTILITY ADVISORY COMMITTEE March 16, 207 Gary Kenworthy, City Engineer, reviewed the information in the packet, responded to questions, and provided clarification. Rate proposals were discussed along with projects and their priorities. Staff was directed to determine the fall deadline to obtain funding in 2008, to ascertain a possible sliding scale on commercial property, revisit a short term utility rate, look into the possibility of delaying a decision until the new engineer arrives, and bring a revenue calculator to a future meeting. No action taken. Information only. VI. Next Meeting Date: April 10, 2007 VIL Adjournment: Vice Chairman Rogers moved to adjom at 1: 51 p.m. in the absence of Chairman Reed who left at 1 :40 p.m. Chairman Reed Cate Rinehart, Admin Spec II N:\PWKS\LIGHTlCONS\CA TE\rnarch 16rneet.wpd ~ORTAN ELES WAS H I N G TON, U. S. A. Utility Advisory Committee Memo Date: April 9, 2007 To: Utility Advisory Committee From: Tom McCabe, Solid Waste Superintendent Subject: Comprehensive Solid Waste Management Plan (CSWMP) Update Summary: The CSWMP addresses solid waste management throughout Clallam County. Since June 2005, the Solid Waste Advisory Committee (SW AC) has been developing an update to this plan. The plan has been updated and is awaiting adoption by the various jurisdictions covered by the plan. Recommendation: Forward a favorable recommendation to City Council to adopt the CSWMP. Background/Analysis: The Comprehensive Solid Waste Management Plan (CSWMP) addresses solid waste management throughout the county. The existing plan was adopted in 2000. The Washington State Department of Ecology (DOE) requires the plan to be reviewed and updated every five years per RCW 70.95.110(2). The solid waste system in Clallam County is in the midst of several changes including closure of the Port Angeles Landfill and subsequent transition form waste disposal in a local landfill to waste export. The City of Port Angeles and Clallam County met with DOE and asked to delay the plan update for a year due to the changes. The Department of Ecology extended the deadline for the plan to be completed in early 2007. The Solid Waste Advisory Committee began work on the update in June of2005. The SW AC membership is comprised of the cities of Forks, Port Angeles, and Sequim, along with Clallam County, the Makah Tribe, the Quileute Tribe, the Lower Elwha Klallam tribe, the Jamestown S 'Klallam Tribe, a Citizen at Large, the Waste Haulers, and an Industrial/Businesses representative. The goals and objectives of the plan and final milestones are listed on page two of this memo. The plan has been updated and was reviewed by DOE and the Washington State Utilities Transportation Commission. On April 9, 2007, Jenny Bailey from Parametrix will be giving a power point presentation to the Clallam County Commissioners, the City of Port Angeles Utility Advisory Committee, and the City of Sequim City Council. A presentation will also be given at the April 17, 2007 Port Angeles City Council meeting, along with a resolution for adoption of the plan. N :\UAC\Final\compplanupdateUAC I.doc The Goals and Objectives ofthe CSWMP Update are as follows: . Review the recommendations ofthe previous plan. . Describe the newly established solid waste system, including the transition from a landfill to a transfer station and waste export. . Review current solid waste regulations and policies giving particular attention to waste stream reduction, recycling, and future disposal needs. . Extend the planning period to 2025 and develop current waste generation data. . Review existing facilities and solid waste handling practices, and identify additional needs. . Assess alternatives and develop recommendations for future action, incorporating the results of recent studies done for Clallam County, the City of Port Angeles, and others. . Give particular consideration to alternatives that involve the expertise of private industry wherever those capabilities are available. . Develop capital cost estimates and implementation schedules for required improvements with an emphasis on those improvements required within a 6-year period. . Provide guidelines for an equitable balance between convenience, expense, environmental quality, and public health and welfare. . Incorporate flexibility to anticipate future needs. . Encourage cooperative and coordinated efforts among government agencies, private . companies, and the public, to achieve management of solid waste. . Provide a road map to guide the County through anticipated changes in solid waste disposal caused by the future closure ofthe Port Angeles Landfill. Remaining steps to formalize the CSWMP Update are as follows: . Adoption of the Final Draft by the Cities, Tribes, and Clallam County. · Submittal of the Final CSWMP with resolutions of adoptions to DOE for final review. . Final Approval by DOE. ~ORTANGELES WAS H I N G TON, U. S. A. Utility Advisory Committee Memo Date: April 9, 2007 To: Utility Advisory Committee From: Stephen Sperr, P.E., Engineering Manager Subject: EWTP Easement for the Elwha Dam Removal Project Summary: The City, as part ofthe Memorandum ofDnderstanding (MOD) with the National Park Service (NPS), executed on August 6, 2004, agreed to grant an easement over portions of its properties adjacent to the Elwha River. This easement will allow the National Park Service to construct the Elwha Water Treatment Plant (EWTP) facilities, and operate and maintain the EWTP during the dam removal impact period. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign an easement and related documents for the construction, operation, maintenance, implementation, repair, and inspection of the Elwha Water Treatment Plant by NPS. Background/Analysis: The Elwha River Ecosystem and Fisheries Restoration Act (EREFRA), Public Law 102-495, provides authority for an easement and for construction of mitigation facilities. The Department of Interior, National Park Service, intends to design, construct, operate, maintain, implement, repair, and inspect the EWTP and related facilities, as agreed to in the MOD, executed August 6, 2004. The City is the fee owner of properties on which the proposed EWTP project, flood control levee, and additions to the existing Ranney Well facilities will be constructed (see attached map showing the easement boundaries). The City intends to grant an easement over and across portions of said properties for the purposes of implementing the EWTP project, constructing a flood control levee for the EWTP project, and adding to and modifying the existing Ranney Well facilities. The proposed easement will allow the NPS to construct the EWTP, improvements to the Ranney Well facilities, and other related facilities. It will also allow the NPS to operate and maintain the EWTP, Ranney Well facilities and other related facilities during the dam removal impact period. The easement will extend until December 31, 2046, or upon full execution of a separate Transfer Agreement, providing for the transfer of sole ownership and control of the EWTP and related N:\UAC\DepDir\EWTP Easement.doc EWTP Easement for the Elwha Dam Removal Project April 9, 2007 Page 2 facilities to the City, whichever comes first. At the end ofthe term ofthe easement, the National Park Service will no longer have an easement right. This is the third easement for the Elwha Project to be addressed by the City Council- the first one was for the Port Angeles Water Treatment Plant, which was authorized by Resolution at its November 7, 2006 meeting. A second easement, for the Elwha Surface Water Intake, a new surface water intake on the Elwha River, was authorized by Resolution at its February 6,2007 meeting. It is recommended that the Utility Advisory Committee forward a favorable recommendation to the City Council to authorize the City Manager to sign on behalf ofthe City an easement for the construction, operation, maintenance, implementation, repair, and inspection of the Elwha Water Treatment Plant and improvements to the Ranney Well facilities. Attachment: Map of Easement Boundaries 1111's map is /101 illlellded /0 be IlSed Q.I" a "-gal description This mapldralf'ing is prodllced by the CIty nfPOrl Atl8d....,f~ its own IlSe alld p/ll'pn:Jes_ Any aiher use a/this rnapldral."ingshaJ/ nol be the responsibilityaftM Cifl'. Verlical Datllm = NAffi 88 /lorizaOlal Datum = ""AD8319/ N A 400 Feet Legend Parcel Easement - Lines DATE: To: FROM: SUBJECT: ~RTANGBLHS WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO April 9, 2007 UTILITY ADVISORY COMMITTEE Ernie Klimek, W ater/W astewater Collection Superintendent Consumer Confidence/Water Quality Report for calendar year 2006 Summary: The Washington State Department of Health requires that every water system provide an annual Consumer Confidence Report to its customers. The report is to contain information on the potential contaminants present in the water supply that customers receive. The attached report for the Port Angeles Water Supply has been prepared for distribution to the City's water customers. Recommendation: For Information Only. Background/Analysis: In 1996 Congress passed amendments to the Safe Drinking Water Act that included a mandate from the Environmental Protection Agency (EP A), to require community water systems to provide each of their customers with a "Consumer Confidence Report (CCR)" every twelve months. This year's report, using 2006 data, will be delivered to all City of Port Angeles water customers with the May/June utility billing statements, along with a public information announcement in the local paper, and posted on the City's web site. This year's report must be distributed by July 1,2007. The attached Water Quality Report for calendar year 2006 has been developed in accordance with the EP AlCCR regulations by City staff. The regulations require information on the quality of the water delivered by the system, and characterization of any risks from exposure to contaminants in the drinking water in an accurate and understandable manner. The City has already provided the content of the Water Quality Report to our wholesale customers and Clallam County Public Utility District #1 as it is required to do by April 1 st, 2007. Attachment: Water Quality Report - 2006 N:\UAC\Final\UAC Memo WQ Report-2006.doc a"C:er us"C:ol11er J~ne 1007 The City of Port Angeles is pleased bring you water that satisfies all to provide you with our annual of the requirements of the Safe Consumer Confidence/Water Drinking Water Act. This report Quality Report. The includes details purpose of this report about where is to tell our customers your water about the high quality comes from, its of their water and to quality and how convey a basic knowl- it compares to edge of our water sys- stringent stan- tem. We aggressively dards set by safeguard our Ranney reg u I at 0 r y Well facility, located agencies. We adjacent to the Elwha believe that River, which enables customers who us to always provide a are well in- reliable and safe water formed are supply. This report is a J able to make summary of the quality We ve bad anotber better deci- of water provided in great year, successfully sions about 200? It is a record re- nrovidinn 'UOu witb their drinking fleeting the hard work r' :1 J' water supply. by our employees to safe, clean water!!! Last year, we conducted over 371 tests for con- taminants. Three hundred twenty-four of these were routine Coliform sampling, one sample for Nitrate-N, four (one-per quarter) samples each for total trihalomethane (TTHM), and haloacetic acid (HAA5), twelve monthly samples for total organic carbon (TOC's), one sample for volatile organic contaminants (VOC's), one sample for arsenic, and twenty-four samples for a combination of new main construction and investigation. The Agreed Order, with the Washington State Depart- ment of Health, (DOH), Docket #2005-SAG-0002, addresses the need for a corrosion control treat- ment process. Pursuant to 2007-SAG-0001, cor- rosion control will be installed by June 2008. Do I need to take special precautions? Some people may be more vulnerable to contami- nants in drinking water than the general popula- tion. Immuno-compromised persons such as per- sons with cancer undergoing chemotherapy, per- sons who have undergone organ transplants, people with HIVjAIDS or other immune system dis- orders, some elderly, and infants can be particu- larly at risk from infections. These people should seek advice about drinking water from their health care providers. EPAjCenters for Disease Control (CDC) guidelines on appropriate means to lessen the risk of infection by cryptosporidium and other microbial contaminants are available from the Safe Drinking Water Hotline (800-426-4791). Wate:r Santpling Conducted in 2006 Contaminant Sample Date Unit MCL MCLG Detected VioJa- Maior Sources Level tion Nitrates (EP A Regulated) at 7/18/06 ppm -mglL 10 (State Re- ND NO Erosion of natural deposits; source--Elwha porting (None Detected) Runoff from fertilizer use. Level = 0.100 mglL) Microbiological Contaminants Monthly and as ppm -mglL Contami- No Contami- ND NO Naturally present in the Monthly Samples (27) Plus 24 New Needed nant Pre- nan t Presen t environment Cons't & Investigative sent Total Organic Carbons (TOC's) I Sample per ppm -mglL NE NE ND NO Monthly sampling required Month for reduced monitoring of D/DBP Trihalomethane (TTHM) I Sample per Quar- uglL 100 100 A vg. Detected NO Byproduct of Chlorine ter 2.4 75 Disinfections Process Halo-Acetic Acid (HAAS) I Sample per Quar- uglL 60 NE A vg. Detected NO Byproduct of Chlorine ter .575 Disinfections Process Volatile Organic Contaminants 8/1/06 ppm -mglL Variable Variable ND NO Testing ofthese chemicals (VOC's) (62 Total) is regulated by State and EPA Arsenic 3/9/06 ppm -mglL 0.010 Q ND NO Testing ofthese chemicals is regulated by State and EPA Inorganic Chemicals (23 Total) 7/25/06 ppm -mglL Variable Variable ND NO Testing of these chemicals is regulated by State and EPA Term porn - rng/L ygLL.. NE ND MCLG Definition Parts per million, or milligrams per liter (mg/L) Micrograms per liter Not Evaluated Not Detected Maximum Contaminant Level Goal Term TTHM HAAS D/DBP Definition Total Trihalomethane Haloacetic Acid DisinfectantlDisinfection By-Products MCL Maximum Contaminant Level Source water assessment and its availability Water from the Ranney Collector is tested following the guidelines estab- lished by the DOH to detect. potential contaminants that could reasonably be expected to be found in drinking water. Because most of the land through which the Elwha River flows is inside the Olympic National Park. there is limited opportunity for human contamination of the water. Con- taminants that might be expected in untreated water include: biological contaminants such as viruses and bacteria; inorganic contaminants such as salts and metals; pesticides and herbicides; organic chemicals from industrial or petroleum use; and radioactive materials. Why are there contaminants in mv drinkinf! water? Drinking water, including bottled wa- ter, may reasonably be expected to contain at least small amounts of some contaminants. The presence of contaminants does not necessarily indicate that water poses a health risk. More information about con- taminants and potential health ef- fects can be obtained by calling the EPA's Safe Drinking Water Hotline (800-426-4791). This information can also be accessed at the EPA's we bs ite ,kVw.w.,&..Qg.,gQ.vL$g fe.\1t.i;J.tf2.rL. ccrl.html. The source of drinking wa- ter (both tap and bottled water) in- clude rivers, lakes, streams, ponds. reservoirs, springs, and wells. As wa- ter travels over the surface of the land or through the ground, it dis- solves naturally occurring minerals and, in some cases, radioactive mate- rial, and can pick up substances re- sulting from the presence of animals or from human activity. Microbial contaminants such as vi- ruses and bacteria, that may come from sewage treatment plants, septic systems. agricultural livestock opera- tions, and wildlife. Inorganic contami- nants, such as salts and metals, which can be naturally occurring or result from urban stormwater runoff, industrial, or domestic wastewater dis- charges, oil and gas production, min- ing or farming. Pesticides and herbi- cides. may come from a variety of sources such as agriculture. urban stormwater runoff, and residential uses. Organic chemical contaminants, including synthetic and volatile organic chemicals. are by-products of indus- trial processes and petroleum produc- tion, and can also come from gas sta- tions, urban stormwater runoff, and septic systems. Radioactive contami- nants can be naturally occurring or be the result of oil and gas production and mining activities. In order to en- sure that tap water is safe to drink, EPA prescribes regulations that limit the amount of certain contaminants in water provided by public water sys- tems. Food and Drug Administration (FDA) regulations establish limits for contaminants in bottled water which must provide the same protection for public health. Variance and Exemotions In 2003 the City requested and was ap- proved to reduce monitoring of Disinfec- tions/Disinfectants By Products by the DOH, having met the sampling require- ments agreed to, being below the MCL, of TTHM's, HAA(5)'s, and TOC's. Violations and Exceedences Copper-action level at consumer taps. Copper is an essential nutrient, but some people who drink water containing copper in excess of the action level over a rela- tively short amount of time could experi- ence gastrointestinal distress. Some peo- ple who drink water containing copper in excess of the action level over many years could suffer liver or kidney damage. Peo- ple with Wilson's Disease should consult their personal doctor. The City Water Util- ity sampled sixty homes that were identi- fied between the years 1982-1988 where contractors installed copper water service lines with lead solder joints within the home. The "Action Level" (1.3 ppm- mgjL) for copper was exceeded by 0.55 ppm-mgjL. Construction of a corrosion control system that will adjust the pH of the treated water will be constructed by June 2008, pursuant to the Agreed Order, Docket #2007-SAG-0001. '8 ~ :P :;, ()t), $: (tf, (If ~ ,Ql. ~' $ '(j,:. th r+ $ 3 en c: "0 ((> .... ~ ((> ::; 0. ((> ::; r+ ~ L Date: To: From: Subject: FORTANGELES WAS H I N G TON, U. S. A. Utility Advisory Committee Memo April 9,2007 Utility Advisory Committee Gary W. Kenworthy P.E., Deputy Director of Public Works/City Engineer 2007 Consultant Agreement with Parametrix, Inc. for Engineering Services Summary: Parametrix, Inc. has been selected to continue to provide engineering services related to the Solid Waste Utility and Landfill, including directed services. The Agreement will ensure that ongoing engineering services needed to support solid waste activities and landfill closure provided by Parametrix will continue. The Agreement has a negotiated overall not-to-exceed fee in the amount of$694,491. The major tasks for 2007 beyond permitting and compliance activities include operations support, final closure design and construction support, and shoreline stabilization construction support. Recommendation: Forward a favorable recommendation to Council to approve and authorize the Mayor to sign an agreement with Parametrix for 2007 Engineering Services for an amount not to exceed $694,491, which includes $50,000 for directed services that can only be used with staff's rior a roval. Back2:round/Analvsis: The current agreement for Professional Services with Parametrix Inc. expired on January 31, 2007. Parametrix has provided engineering design, construction, and environmental monitoring support services for the Solid Waste and Wastewater Utilities. When problems have occurred Parametrix has been professional in accepting responsibility in their resolution, including the absorbing and sharing of costs. Continuing with Parametrix is in the best interest of the City due to their in-depth knowledge of City Solid Waste facilities and monitoring programs. The City has been working with Parametrix in developing a scope and budget for the continuation of services similar to those in the existing Agreement. The negotiations have been extended to include resolution of current construction issues. Only one item remains unresolved and it has been removed from the agreement at this time. Table 1 outlines the key tasks in the proposed new Agreement, with task amounts and what was budgeted in 2007 for each task. Funding sources are from the approved solid waste and wastewater budgets. 2007 Parametrix Agreement April 9, 2007 Page 2 Table 1 - Summary of2007 Scope and Budget PMX Task 2007 City Budget TASK Fee Budget Reallocation 1. Engineering Assistance $48,916 $2,500 $50,000 2. Permitting and Compliance $87,669 $90,000 $90,000 3. Not Used $0 $0 $0 4. Design $69,051 $0 $70,000 5. Not Used $0 $0 $0 6. Construction Support* $438,855 $1,050,000 $440,000 7. Directed Services** $50,000 $50,000 $50,000 Total $694,491 $1,192,500 $700,000 * 2007 Budget shown is for total landfill closure. After the proposed reallocation, $492,500 will .remain for the final closure project to be awarded later this year. ** Requires written authorization prior to proceeding. . Task 1 provides engineering services to support routine solid waste handling activities and landfill post-closure operations. Components include: (1) Gas System Maintenance and Monitoring, (2) General Operations Assistance, (3) Project Management and Coordination, Solid Waste Planning. . Task 2 provides for regulatory reporting and permit coordination for landfill post -closure operations. Components include:(l) Groundwater Monitoring, (2) Post-Closure Plan Update, (3) Shoreline Improvement Permit support, (4) Landfill Closure Permit support. . Task 3. Not used. . Task 4 provides for Design Services. Components include: (1) Landfill Closure Design, (2) Shoreline Monitoring and Adaptive Management Design, Final Specifications, CQA Plan, Drawings, and Cost Estimate (PS & E), (3) Quality Assurance (QA), Project Management, Meetings, and Macro Algae Survey. . Task 5. Not used. . Task 6 provides for construction support services for closure and shoreline improvements. Components include: (1) Project Coordination, (2) Construction Administration and Documentation, (3) Construction Observation and Construction Quality Assurance (CQA), (4) Preparation of Record Drawings, and CQA Report. N:\UAC\Final\Paramentrix 2007 Services Agreementdoc 2007 Parametrix Agreement April 9, 2007 Page 3 . Task 7 provides for directed services to address unforeseen engineering or other services that may be required during the contract duration. The scope and fee for these services are negotiated and written authorization will be required to proceed with the work. An additional summary of the 2007 Services, table 2, has been prepared to show the allocations of the agreement task costs between Operations and the Landfill Projects: Table 2- Operations & Landfill Projects Cost allocations. TASK OPERATIONS CLOSURE BLUFF TOTALS REVETMENT l. Engineering Assistance $22,481 $17,409 $9,027 $48,916 2. Permitting and $87,669 Compliance $87,669 $0 $0 3. Vacant $0 $0 $0 $0 4. Design $0 $69,051 $0 $69,051 . 5. Vacant $0 $0 $0 $0 6. Construction S,upport* $0 $269,136 $169,719 $438,855 7. Directed Services** $5,000 $25,000 $20,000 $50,000 Total $115,150 $380,596 $198,746 $694,491 In 2008 the needs for engineering assistance at the landfill site should drop to the $100,000 range to cover operations assistance and the ongoing monitoring required following closure. The duration of the new agreement will be through January 31, 2008. Staff recommends that the UAC support the agreement and forward it to Council with a recommendation that Council approve and authorize the Mayor to sign an agreement with Parametrix for 2007 Engineering Services for an amount not to exceed $694,491, which includes $50,000 for directed services that can only be used with prior approval. N:\UAC\Final\Paramentrix 2007 Services Agreement.doc Date: To: From: Subject: ~ORTANGELES WAS H I N G TON, U. S. A. Utility Advisory Committee Memo April 9, 2007 Utility Advisory Committee Stephen Sperr, P .E., Engineering Manager Amendment No.1, Brown and Caldwell Consultant Agreement 06-05 Summary: In February 2006, the City selected Brown and Caldwell to continue to provide engineering services related to the City's wastewater and stormwater systems. An amendment to the Agreement is needed to (1) finalize technical memos on odor control and a re-rating report for the Wastewater Treatment Plant (WWTP), (2) complete septage receiving station design work, (3) review specialized equipment that the City will be installing at the WWTP this year, and (4) provide construction support services for the East Urban Growth Area sewer extension contract. Recommendation: Forward a favorable recommendation to City Council to authorize the Mayor to sign Amendment No.1 to Agreement 06-05 with Brown and Caldwell, increasing the maximum compensation amount under the agreement by $187,000, from $850,000 to $1,037,000. Background/Analysis: In February 2006, the City signed an Agreement for Professional Services with Brown and Caldwell (B&C) to provide engineering support services to assist the City in completing four tasks and additional services as directed. A brief explanation and status of each task follows: · Task 1 - CSO Comprehensive Reduction Plan Update. B&C assisted the City in negotiating with Department of Ecology (DOE) for approval of an update to its Combined Sewer Overflow (CSO) Comprehensive Reduction Plan, which occurred in July 2006. This task has been completed. · Task 2 - Update to General Sewer Plan. The CSO Plan was converted to an updated General Sewer Plan, including additional sewer system modeling, expansion of the sewer service area, and a re-rating evaluation ofthe WWTP. The updated General Sewer Plan was approved by Ecology in September 2006. This task has also been completed; except that a final re-rating report will be completed under Amendment No.1 under Task 4.4 below. N:\UAC\Final\Amend I to B&C Agreement 06-05.doc Amendment No.1 to Agreement 06-05 with B&C Apri19,2007 Page 2 . Task 3 - East UGA Sewer Extension. This task involved the design of a sewer interceptor, with gravity sewer main, force main, and two pump stations, to serve a significant portion of the East Urban Growth Area (EUGA). This task was completely funded by Clallarn County's Opportunity Fund. Amendment No.1 will add funds to cover expenses associated with additional design work for WSDOT franchise approval and final design changes. . Task 4 - Industrial SWPPP and Wash-Down Facility. This task involved the preparation and submission of a DOE-required general industrial stormwater pollution prevention plan (SWPPP) for the City's Corporation Yard on B Street. In addition, a storm drain vacuum truck decant station was designed for connection to the sanitary sewer. This task has been completed. . Task 5.1 - Septage Receiving Station. This directed service involved a review of the septage receiving facility at the WWTP and pre-design work for improvements. This task requires additional design work, which will be addressed in Amendment No.1. . Task 5.2 - Odor Control. This directed service involved investigating the source of odor at the WWTP and responding to a Olympic Region Clean Air Agency request to corne up with a plan to address the issue. Initial work has been completed, and final technical memo will be completed under Amendment No.1. . Task 5.3 - Review of Head works and Rotary Blowers Equipment. B&C is being asked to complete a product review of equipment that will be purchased and installed this year, so that there are no conflicts with WWTP improvements proposed as part of the CSO Plan. This work will be funded by Amendment No.1. . Task 5.4 - Final Re-Rating Report. Under Amendment No.1, B&C will finalize are-rating report and submit to DOE for approval. . Task 6 - EUGA Sewer Construction Support Services. This is a new task involving design support during construction such as submittal review, request for information review, coordination meeting participation, etc. Amendment No.1 includes a not-to-exceed amount of $50,000. A summary of the tasks and budgets are listed in Table 1 below. The design and construction support ofthe EUGA Sewer work (Tasks 3 and 6) are funded by Clallam County. The City is managing the design and construction support work and reimbursement will be made through the Interlocal Agreement that has been executed between the City and County. Funding for the other tasks, as well as directed services, are included in the approved 2006 and 2007 Wastewater Utility budgets. The duration of the Agreement will be through December 31, 2007, and based on the completion of all tasks. It is requested that the UAC forward a favorable recommendation to City CounCil to authorize the Mayor to sign Amendment No. 1 to the Agreement 06-05 with Brown and Caldwell, increasing the maximum compensation amount under the agreement by $187,000, from $850,000 to $1,037,000. Table 1 - Tasks and Fees Task Description Original Task Amended Task Fee Fee 1. CSO Comprehensive Reduction Plan Update (done) $25,000 $27,000 2. Update to General Sewer Plan (done) $50,000 $45,000 3. East UGA Sewer Extension (Funding by $670,000 $760,000 Clallam County) 4. Industrial SWPPP and Wash-Down Facility (done) $55,000 $60,000 5. Other Services as Directed $50,000 $95,000 5.1 Septage Receiving Station (expended) $35,000 $65,000 5.2 Odor Control (expended) $7,000 $10,000 5.3 Review of headworks and rotary blowers (expended) $0 $3,000 5.4 Final Re-Rating Report (expended) $0 $15,000 6. EUGA Sewer Construction Support Services (Funding $0 $50,000 by Clallam County) Totals $850,000 $1,037,000 N:\UAC\Final\Amend I to B&C Agreement 06-05.doc Date: To: From: Subject: FORTAN ELES WAS H I N G TON, u. S. A. Utility Advisory Committee Memo April 9, 2007 Utility Advisory Committee Stephen Sperr, P.E., Engineering Manager Detailed Design of Phase 1 CSO Projects, Brown and Caldwell Consultant Agreement Amendment No.2, Project 06-01 Summary: In July 2006 the City selected the engineering firm of Brown and Caldwell to complete the pre-design of several Combined Sewer Overflow (CSO) projects, now referred to as Phase 1 CSO Projects. The pre-design effort for Phase 1 has been completed and detailed design ofthe Phase 1 CSO Projects must begin to meet DOE compliance schedules. Recommendation: Forward a favorable recommendation to City Council to authorize the Mayor to sign Amendment No.2 to the Agreement with Brown and Caldwell for the detailed design of Phase 1 CSO Projects, increasing the maximum compensation amount under the agreement by $1,320,000, from $425,000 to $1,745,000.00. Background/Analysis: The City negotiated with the Washington Department of Ecology an updated CSO Reduction Facilities Plan/General Sewer Plan (CSO Plan), dated June 2006, and signed Agreed Order 3853 in October 2006. From July 2006 through March 2007, Brown and Caldwell completed the pre-design ofthe first five CSO projects (known as Phase 1) under that CSO Plan: . Francis Street Sewer Main . Storage Tank Modifications . Force Mains from Pump Station 4 . Front Street Sewer Main · Wastewater Treatment Plant and Outfall Modifications The pre-design effort was needed to (1) evaluate different route possibilities for the Francis Street sewer line, (2) further refine the relationship between the Phase 1 projects, including where cost savings may be obtained for the group of projects using joint permitting, etc., and (3) revise overall project costs and the project schedule. The Agreement with Brown and Caldwell was originally for $339,000, and was amended once in February 2007 to allow completion of additional design work, for a total pre-design cost for Phase 1 of $425,000. B & C Agreement Amendment No.2 April 9, 2007 Page 2 Amendment No.2 to the Agreement will allow Brown and Caldwell to continue and complete the design ofthe Phase I projects. Table 1 below summarizes the costs associated with the Phase 1 projects: Table 1 - Summary of Phase 1 CSO Project Costs Project Pre-design Cost Detailed Design Estimated Cost Construction Cost Francis Street Sewer Main $2,930,000 Storage Tank Modifications $3,500,000 Force Mains from Pump Station 4 $425,000 $1,320,000 $5,060,000 Front Street Sewer Main $2,550,000 WWTP and Outfall Modifications $1,730,000 Totals: $425,000 (3%*) $1,320,000 (8%) $15,770,000' * - percentage of overall cost of $16.2M for Phase 1 Table 2 - Summary of Amendment No.2 Tasks and Budgets Task Budget 1. Project Management $96,000 2. Survey and Base Mapping $74,000 3. Cultural Resources Consultation $16,000 4. Geotechnical Engineering $79,000 5. Permitting and Environmental $114,000 6. Preparation of Contract Documents $13,000 6.1 Civil Design $351,000 6.2 Mechanical Design $175,000 6.3 Structural Design $118,000 6.4 Electrical Design $115,000 6.5 Instrumentation and Control Design $105,000 6.6 Preparation of Cost Estimate $47,000 7. Bidding Assistance $13,000 Total $1,316,000 B & C Agreement Amendment No.2 Apri19,2007 Page 3 Funds for a portion of the design work are covered by the combination of a low interest design loan secured from the Public Works Trust Fund (PWTF) and Wastewater Utility rates. An additional design loan is in the process of being applied for. A PWTF construction loan has also been obtained for a portion of the construction cost, and other loans and grants are being applied for to cover the remaining construction cost. More information on these loans will be presented as part of a separate UAC memo at this April 9 meeting addressing the next PWTF loan cycle. It is requested that the UAC forward a favorable recommendation to City Council to authorize the Mayor to sign Amendment No.2 to the Agreement with Brown and Caldwell for detailed design of Phase 1 CSO Projects, increasing the maximum compensation amount under the agreement by $1,320,000, from $425,000 to $1,745,000.00. FORTANGELES WAS H I N G TON, U. S. A. Utility Advisory Committee Memo Date: Apri19,2007 To: Utility Advisory Committee From: Stephen Sperr, P.E., Engineering Manager Subject: Public Works Trust Fund Loan Application for CSO Phase 1 Projects Summary: The City is pursuing two additional Washington State Public Works Trust Fund (PWTF) loans to assist in funding $19M in Combined Sewer Overflow (CSO) Phase 1 Projects. The applications for both of these PWTF loans, Pre-Construction (Design) and Construction are due on or before May 7, 2007. Recommendation: Forward a favorable recommendation to City Council to authorize the Mayor to (1) sign a PWTF Pre-Construction Loan Application certification, in an amount not to exceed $885,000, and (2) sign a PWTF Construction Loan Application certification, in an amount not to exceed $10,000,000. In addition, if either or both loans are approved, authorize the Mayor to execute the agreement(s). Background/Analysis: The City is pursuing additional Washington State Public Works Trust Fund (PWTF) loans to assist in funding $19M in Combined Sewer Overflow (CSO) Phase 1 Projects. Applications for both pre-construction (design) loans and construction loan applications annually are due on or before May 7. The total cost for the five Phase 1 projects is approximately $19 million - see Table 1 below for a breakdown of the costs. The City plans to submit an application for a PWTF Pre-Construction loan by March 5, 2007, in the amount of$885,000 to cover the remaining design costs not covered by the initial loan we have received. In addition, a PWTF Construction loan application to cover $10,000,000 (the PWTF loan limit amount) of the remaining construction cost of the five Phase 1 projects will be submitted before the annual construction loan application deadline of May 7, 2007. To fully fund the construction of these five projects, even ifthe full amount ofthe requested PWTF loan amounts is obtained, another $3.8 million is needed in 2008. Table 2 includes a breakdown of the funding scenario for Phase 1. N:\UAC\DepDir\PWTF Loan Application for CSO Phase I.doc PWTF Loan Application for CSO Phase 1 Apri19,2007 . Page 2 of2 Project, Pre-design Cost Detailed Design Estimated Cost Construction Cost Francis Street Sewer Main $2,930,000 Storage Tank Modifications $3,500,000 Force Mains from Pump Station 4 $425,000 $1,320,000 $5,060,000 Front Street Sewer Main $2,550,000 WWTP and Outfall Modifications $1,730,000 Subtotals: $425,000 $1,320,000 $15,770,000 Property Purchase Cost + $1,625,000 Total Cost, Phase 1 $19,140,000 Table 1 - Summary of Phase 1 CSO Project Costs Source Amount Local Match Total (Rates) A. Loans Obtained PWTF Pre-Construction Loan $590,000 $110,000 $700,000 PWTF Construction Loan $1,875,000 $340,000 $2,215,000 Subtotal: $2,915,000 B. Additional PWTF Requested by May 7 PWTF Pre-Construction Loan $885,000 $160,000 $1,045,000 PWTF Construction Loan $10,000,000 $1,800,000 $11,800,000 Subtotal $12,845,000 C. Additional Fundine Needed $3,380,000 D. Possible Sources Federal STAG Grant $1,500,000 Dept. of Ecology SRF Loan up to $5,000,000 15 % match Wastewater Bond Table 2 - Funding It is requested that the UAC forward a favorable recommendation to City Council to authorize the Mayor to (1) sign a PWTF Pre-Construction Loan Application certification, in an amount not to exceed $885,000, and (2) sign a PWTF Construction Loan Application certification, in an amount not to exceed $10,000,000. ill addition, if either or both loans are approved, authorize the Mayor to execute the agreement(s). Date: To: From: Subject: ~ORTANGELES WAS H I N G TON, U. S. A. Utility Advisory Committee Memo April 9, 2007 Utility Advisory Committee Gary W. Kenworthy P.E., Deputy Director of Public Works/City Engineer Stormwater Utility Rates Continued, Additional Requested Information Summary: This is a continuation of discussions started in May 2006 regarding the need for added funding for the Stormwater Utility. Recommendation: Continue the discussion regarding the funding needs, capital program, and rate options and provide direction to staff for future action. Background/Analysis: At the March 13,2007 only limited time was available for discussion of the Stormwater Utility rates. It was decided to continue the discussion at the next regular UAC meeting and it was requested that additional information be provided regarding: 1. When the rates need to be set in time to be included in the 2008 tax mailing; 2. Possible Mitigation Credits; 3. Proposed 2 year budget for the Stormwater Utility; and 4. Develop a model to allow investigation of various rate options. The deadline for the 2008 tax mailing is November 2007. A rate analysis model has been developed to allow UAC members the opportunity to investigate revenue impacts of various combinations of base rates, cap limits, and impervious area changes. Weare preparing a proposed two year budget and investigating rate adjustments for stormwater runoff mitigation measures installed by property owners. These will be distributed at the meeting if requested information from other municipalities regarding these items are received in time. Additional copies of the March 13,2007 UAC memo on Stormwater Utility Rates will be available at the meeting. Stormwater Rates 2007 March 13, 2007 Page 2/3 Stormwater Revenue Calculator Model Current Residential Customers 6,589 6,589 Non-Residential Customers 1,546 1,546 Monthly Rate per Res. ERU $3 $3 Monthly Rate per Non-ResERU $3 $3 Impervious ERU area (s.f.) 4,000 4,000 Total Residential Impervious Area 14,455,923 38% 14,455,923 38% Total Non-Residential Impervious Area 23,417,675 62% 23,417,675 62% Total Impervious Areas 37,873,599 100% 37,873,599 100% Impervious Area ERU Cap 10 10 Estimated Annual Residential Revenue $237,204 61% $234,842 65% Estimated Annual Non-Residential Revenue $149,684 39% $125,238 35% Total Estimated Annual Revenues $386,888 100% $360,080 100% Less Utility(8%) & Proc.(1 %) $34,820 $32,407 Net Revenue . tt-"",,, All>(, $327,673 Sample Model Runs $3 $4 $5 $6 $3 $3 $4 $4 $4 $4 $4 $4 $3 $4 $5 $6 $3 $3 $4 $4 $4 $4 $4 $4 4,000 4,000 4,000 4,000 3,000 2,000 2,000 2,000 2,000 2,000 2,500 3,000 38% 38% 38% 38% 38% 38% 38% 38% 38% 38% 38% 38% 62% 62% 62% 62% 62% 62% 62% 62% 62% 62% 62% 62% 10 10 10 10 10 10 10 20 50 1,000 1,000 1,000 61% 61% 61% 61% 57% 51% 51% 46% 42% 36% 41% 45% 39% 39% 39% 39% 43% 49% 49% 54% 58% 64% 59% 55% I~?J:" .f\CO $469,424 $586,780 $704,137 $378,175 $425,262 $567,017 $624,893 $693,463 $809.985 1$7.09,Q11 $642,283 N :\UAC\Final\Stormwater Rates 2007 -I.doc Stormwater Rates 2007 March 13,2007 Page 3/3 Stormwater Utility Budgets, Current, 2007 Proposed Revision, and 2008. Stormwater Utility Budgets Table Description Current 2007 Proposed 2008 Personnel $0 $100,000 $200,000 Services $18,756 $30,000 $50,000 Intergovernmental $98,900 $98,900 $50,000 Construction $280,000 $280,000 $400,000 Totals $397,656 $508,900 $700,000 The increases shown for 2007 reflect the Council authorized engineering position to assist in the implementation of the NPDES Phase II Stormwater requirements. In 2008 the increases reflect anticipated additional personnel efforts required in planning and street maintenance. In addition we will need to show added efforts in construction towards water quality at stream and marine outfalls. N :\UAC\Final\Stormwater Rates 2007 -I.doc