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HomeMy WebLinkAboutAgenda Packet 05/11/2004 UTILITY ADVISORY P-OHI~ITTEE PUBLIC WORK5 ['~-ONFER£NCE ROOM MAY 1 I, 2004 3:00 ~.M. AGENDA II, ~OLL CALL III. APPROVAL O~ ~INUT~S ~OR APRIL ] 3~ ~004 IV. LAT~ V. DISCUSSION ITEM5 A, SOLID WAST~ TRANS~R STATION SIZING B. SOUO WAST~ INT$~LOCAL AGR~MSNT C. I-N~T S~RVIC~ AGReemeNT A~ND~NT D. TRANSMISSION ABR$~M~NT R~VISlON VI. ~X~OUTIV~ VII, SST SPECIAL ~TING OAT~ N~XT ~GULAR ~TING 0AT~ - ~UN~ B~ ~004 VIII. ADOOURNM~NT UTILITY ADVISORY COMMITTEE Port Angeles, Washington April 13, 2004 I. Call to Order: Chairman Rogers called the meeting to order at 3:00 p.m. IL Roll Call: Members Present: Chairman Rogers, Mayor Headrick, Councilmember Erickson, Dean Reed, Allen Bentley Members Absent: None Staff Present: Glenn Cutler, Scott McLain, Gary Kenworthy, JeffYoung, Bill Beverford, Annette Owens, Steve Sperr, Cate Rinehart Others Present: Brian Gawley - Daily News III. Approval of Minutes: Chairman Rogers asked if there were any additions or corrections to the meeting minutes of March 9, 2004. Allen Bentley moved to approve the minutes. Dean Reed seconded the motion, which carried unanimously. Chairman Rogers abstained due to absence. IV. Discussion Items A. Water Leak Detection Results Bill Bcverford, Watcr/Wastcwatcr Collection Division Superintendent, noted the City had utilized leak detection companies for the past fourteen years to detect water leaks in the distribution system. The th survey this year occurred between March 15 and March 19th and surveyed approximately 25 miles of lines. Three leaks were found within our distribution system and two leaks were found on the customer side. All detected leaks have been repaired. There was a brief discussion. No action taken. Information only. B. ~Vater Quality Report Bill Beverford, Water/Wastewater Collection Division Superintendent, reviewed the annual report required by the Washington State Department of Health which contains information on the potential contaminants present in the water supply that customers receive. The report will be delivered to water customers with the May utility billing statement, a public announcement will be placed in the local newspaper, and information posted on the City web site. It was noted that some verbage in the report was required by the Environmental Protection Agency. There was a brief discussion. No action taken. Information only. C. Acquisition Of Rayonier Tank And Property Steve Sperr, Engineering Manager, pointed out the possibility of purchasing the 5.3 million gallon tank on Rayonier property and using it for combined sewer flow storage without having to move it. Staff proposed directing Brown and Caldwell complete a physical inspection of the tank, discussing the possible pumhase with the Real Estate Committee, and completing a "due diligence" investigation of the site to confirm the ability to use it as intended. A discussion followed. Dean Reed moved to recommend City staff investigate the viability of purchasing the 5.3 million tank and land on which it sits from Rayonier. Mayor Headrick seconded the motion, which carried unanimously. D. Solid ff~aste Transfer Statiort/Interlocal Agreement Update Glenn Cutler, Director of Public Works and Utilities, indicated a meeting with the County on the interlocal agreement resulted in only minor item changes. Requests For Proposals is in the final development stage and a special UAC meeting would probably be called for sometime in May. There was a brief discussion. No action taken. Information only. E. Morse Creek Update Scott McLain, Deputy Director for Power Systems, reported that minor problems to the plant had been repaired and the plant will begin generating when minimum stream flows are available. The biological assessment has been done and would be submitted to FERC in approximately one month. Mr. McLain advised that a local logger had requested removing approximately twelve maple trees from the property. Tree removal, if done, will be conducted through the Small Works Roster. There was a brief discussinn. No action taken. Information only. F. Electronic Packet Distribution Glenn Cutler, Director of Public Works and Utilities, requested consideration of electronic distribution rather than pony express to cut down on excessive employee time. Members expressed interest in this technique and directed staff use this means for the next meeting. 2 UTILITY ADVISORY COMMITTEE April 13, 2004 V. Late Items: None VI. Next meeting: May 11, 2004 VII. Adjournment: The meeting was adjourned at 3:45p. m. Chairman Rogers Cate Rinehart, Administrative Assistant 4/14/04 N:~PWKS\LIGHTxCONS\CATEXapr 13meet.wpd WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: May 11, 2004 TO: UTILITY ADVISORY COMMITTEE FROM: Tom McCabe, Solid Waste Superintendent Larry Dunbar, Power Resources Manager SUBJECT: Transfer Station Facility Minimum Size ~ummary: A request for proposal is being prepared that will solicit Contractors to design and ;onstruct a transfer station due to closure of the landfill. To ensure that comparable proposals arc ;eceived, the minimum size of the transfer station needs to be specified by the City. Recommendation: Provide direction to Staff on the minimum size of the transfer station. Background: A request for proposal (RFP) is being prepared for "Transfer Station Development and Solid Waste Management Services". Development ora transfer station is a key component of the RFP and the size o£the transfer station will significantly effect the City's cost. Analysis: The "2001 Long-l~ange Plan for Solid Waste Management" identified the need for a new transfer station. The transfer station concept plan was an approximate 10,000 square foot facility including 2 stalls for commercial haulers and 6 stalls for self-haulers (residential and commercial) with an estimated cost range of $3,000,000 to $3,400,000. Based on industry-standard design methods, Parametrix confirmed the transfer station concept plan would meet current needs. However, over the life of the new facility and anticipated growth rates in solid waste, an 8-stall facility will not be adequate. Ifa facility was constructed to meet projected growth for the next 20-years, it would need to be 3 times larger. A recent Load Forecast prepared by Sta£festimated that annual tons and tickets will increase by 3.0% and 2.5% per year respectively. Over the next 20-years tons and tickets would increase by 80% and 65% respectively. Modifications to the transfer station over time and changes to City policy could expand the capacity o£the transfer station to delay City investments. An increase to the minimum fee, an increase to waiting time at the scale shack, and increasing operating hours are examples of changes to City policy that could help expand the capacity of the facility at a low cost. Following a presentation by Parametrix and Staff, the Utility Advisory Committee will be requested to provide guidance on thc minimum size of the transfer station to be included in the RFP. N:\UAC~ORJGINAL\INETAGREEMENTAMENDMENT2 WPD WASHINGTON, U.S.A. UTILITY aDVISORY (;OMMITTfi:: Mi=MO DATE: May 11, 2004 TO: UTILITY ADVISORY COMMITTEE FROM: Lan'y Dunbar, Power Resources Manager SUBJECT: Institutional Network Services Agreement Amendments :ummary: In cooperation with Capacity Provisioning, Inc., staff negotiated an amendment to he Institutional Network Services Agreement for marketing services to promote awareness and :onnections to the institutional network in support of the City's economic development goals. Recommendation: Forward a favorable recommendation to the City Council to approve the ~roposed amendments to the Institutional Network Services Agreement. Background: On August 20, 2002, the City Council approved the Institutional Network (I-Net) fast-track including the I-Net Services Agreement with Capacity Provisioning, Inc. (C.P.I.). On December 31, 2002, the City and C.P.I. entered into amendment one to the I-Net Services Agreement. On December 2, 2003, the City and C.P.I. entered into amendment two to the I-Net Services Agreement. Analysis: As part of the 2004 budget, the City Council approved a $10,000 expense for promotion of the I-Net. The proposed amendment includes C.P.I. development of an annual marketing strategy that will detail the marketing activities, and a implementation and cost schedule. The goal of the marketing strategy will be to increase customer awareness of the I-Net, advance the City's economic development strategies, and to annually increase connections to the I-Net by 5%. The 2004 marketing strategy will provide an emphasis on recruitment activities. Each annual marketing strategy must be approved by the City Manager prior to implementation. All media advertisements will be approved by the City Manager prior to placement. The cost of the marketing strategy will be equally shared between the City and C.P.I. The Economic Development Director supports the recommendations included in this report. The City Attorney has reviewed the amendment. N \UA~O RIGIN AL\IN ETAG RE EMENTAMENDM ENT2 WPD WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: May 11, 2004 TO: UTILITY ADVISORY COMMITTEE FaOM: Scott McLain, Deputy Director for Power Systems SUBJECT: Revision to Bonneville Power Administration Transmission Contract Summary: Some minor housekeeping changes need to be made to Exhibit C of the electric transmission contract between the City and The Bonneville Power Administration. These changes will bring the contract up to date on the current configuration of the system and power supply contract status. Recommendation: Forward a favorable recommendation to City Council to authorize the Director of Public Works and Utilities to sign Revision No. 2, Exhibit C of the Bonneville Power Administration Transmission Contract. Background/Analysis: Several changes need to be made in exhibit C to our BPA transmission agreement. This exhibit specifies points of delivery and the various power supply projects or contracts that are delivered to Port Angeles. Specific changes to this exhibit include removal of the Pacific Rim Landfill Project, removal of the market purchase from LG&E, and removes the mid-Columbia point of delivery for LG&E and the Rayonier point of delivery (this point of delivery becomes another Port Angeles point of delivery). This revision also renames the Daishowa point of delivery to Nippon. WASHINGTON, U.S.A. UTILITY ADVISORY COMMITTEE MEMO DATE: May 11, 2004 TO: UTILITY ADVISORY COMMITTEE FROM: Glenn A. Cutler, Director of Public Works and Utilities SUBJECT: Combined Sewer Overflow Directed Actions by Department of Ecology Summary: The Department of Ecology has directed the City to implement specific combined sewer overflow (CSO) control measures. This action is due to the City not making satisfactory progress in its efforts to control CSOs. Recommendation: Discuss the issue and provide feedback to the staff on the proposed actions. Background/Analysis: The U. S. Environmental Protection Agency (EPA) requested that the Washington State Department of Ecology (DOE) nominate a City that was required to initiate actions addressing combined sewer overflows for an oversight review. DOE nominated the City of Port Angeles. The EPA conducted the review in October 2003. The EPA and DOE identified deficiencies per RCW 90.48, Water Pollution Control of the City's sewage collection and treatment system. The EPA inspection results were presented to the Utility Advisory Committee (UAC) at its February 10, 2004 meeting, along with a discussion of pending CSO requirements to meet National Pollutant Discharge Elimination System (NPDES) permit requirements. Based upon the EPA review, DOE determined that the City was not making satisfactory progress on its efforts to implement CSO controls. Therefore, the DOE has directed that the City implement various actions. The attached table outlines the issues, actions and time frames for implementing the actions. Prior to receipt of the DOE directive, staff and Brown & Caldwell, our wastewater-engineering consultant, met with DOE to discuss the inspection, corrective actions that had been implemented, and planned corrective measures. This meeting, and the corrective actions taken by staff, more than likely resulted in DOE not issuing a monetary fine. A significant effort will be required to ensure all action items are completed on or before the required dates. The information is provided for information and discussion. N:\UAC\DepDir~Administrative Order.wpd Utility Advisory Committee Transfer Station Facility Minimum Size? May 11, 2004 Tom McCabe, Solid Waste Superintendent Larry Dunbar, Power Resources Manager Presentation Agenda 1. Background A. RFP Project Status B. Current Facility 2. Transfer Station Minimum Size? A. Industry-Standard Sizing Method B, Transfer Station Size - No Waiting 3. City Policy Considerations A, Transfer Station Size - Peak Hour Waiting B, Adjust Minimum Fee C. Adjust Operating Hours 4. Staff Recommendations RFP Project Status - Final Draft Document - Stakeholder Comments - Special UAC Meeting - City Council Transfer Station Minimum Size? - Specified In The RFP - Easily Expandable Facility - Ensure Adequate Size - Comparable Proposals Current 8 Self-Haul Stall Facility Industry-Standard Sizing Method Load Forecast Peak Hour Design Unloading Rates Transfer Station Size - No Waiting Load Forecast - Tickets Peak Hour Design ~oI i.....-- L~. __ ~,-' ~/ '- --'~ ""' : ~.~- '"'t-., Transfer Station Size - No Waiting . Current Facility 8 Landfill N/A Current Need 10 2 $ 535,000 (12,600 SF Facility) $ 0.88 Per Ton 2016 Forecast 12 2 $ 596,000 (14,000 SF Facility) $ 0.96 Per Ton 2026 Forecast 15 3 $ 749,000 (18,000 SF Facility) $1.23 Per Ton ~Estimated cost for transfer station construction only. 2Amortized over 20 years & 5% APR. City Policy Considerations Goal: Extend Capacity Of Transfer Station At The Least Cost A Transfer Station Size - Waiting Time B. Adjust Minimum Tip Fee C. Adjust Operating Hours & Conditions Transfer Station Size - 20 Minute Wait 2016 Forecast 10 2 ($ 61,000) (13,500 SF Facility)(12) (2) ($ 0.08) PerTon 2026 Forecast 10 2 ($ 214,000) (15,000 SF Facility)(15) (3) ($ 0.35) Per Ton ~Estimated savings for transfer station construction only. 2Amortized over 20 years & 5% APR. Prior Minimum Tip Fee Adjustment · From $2 to $7 May 2002 · Previous Adjustment Effected 17% Tickets · 1% Ticket Reduction Per $ Increase Prior Adjustment To Minimum Tip Fee Adjust Minimum Tip Fee · Current Minimum Fee Fee = Greater of $7 or Tonnage X $ Rate/Ton · Future Adjustment Would Effect 49% Tickets · $10 Minimum Fee May Reduce Tickets 10% (53 X 59%/'~ 7% = 10% or 5,200 Tickets) Future Adjustment To Minimum Tip Fee Adjust Operating Hours & Conditions Increased Operating Hours Monday-Saturday Open Sunday Time Of Day Operating Cost Impacts Recommendations A. Specify a 10 self-haul and 2 commercial-haul stall Transfer Station in the RFP, resulting in a reasonably oversized facility through year 2016 and up to a 20-minute delay in year 2026 (peak hour only). B. Consider adjustments to the minimum tip fee and operating hours prior to expansion of the new Transfer Station.