HomeMy WebLinkAboutAgenda Packet 10/12/2004 UTILITY ADVISORY COMMITTEE
PUBLIC WORKS CONF'ER£NCE ROOM
PORT ANGELES, WA CJB3B2
OCTOBER 12, 2004
3:00 P.M,
AGENDA
I. CALL TO OROER
II. ROLL CALL
III. APPROVAL OF MINUTES fOR SEPTEMBER ]
IV. LAT~
V. DISCUSSION ITEMS
A, MANLIFT TRUC~ ~16~
e. CSO UPDATE
C, WA~TEWATER RATES FOR
D. WASHINGTON MUNICIPAL ELECTRIC ASSOCIATION
E, LEA~HATE
VI, NEXT MEETING DATE - NOVEMBER ~ ~00~
VII, ADJOURNMENT
UTILITY ADVISORY COMMITTEE
GUEST SIGN UP SHEET
PRINT NAME ~ ORGANIZATION
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UTILITY ADVISORY COMMITTEE
Port Angeles, Washington
September 14, 2004 ~2~/
I. Call to Order:
Chairman Rogers called the meeting to order at 3:00 p.m.
II. Roll Call:
Members Present: Chairman Rogers, Councilmember Erickson, Allen Bentley, Mayor
Headrick, Dean Reed
Members Absent: None
Staff Present: William Bloor, Gary Kenworthy, Michael Puntenney, Scott McLain, Tom
McCabe, Larry Dunbar, Steve Sperr, Ralph Hoffinan, 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 July
13, 2004. Mayor Headrick moved to approve the minutes noting a minor spelling error.
Councilmember Erickson seconded the motion, which carried unanimously.
IV. Late Items: None
V. Discussion Items:
.4. 30" Transmission Water Main Break, Olympic National Park Headquarters
Michael Puntenney, Deputy Director of Operations reviewed the course of events that occurred on
August 24~ noting the extraordinary efforts of all the City Departments, outside agencies and
organizations to isolate, repair and restore service. There was a brief discussion.
No action taken. Information only.
UTILITY ADVISORY COMMITTEE
September 14, 2004
B. Replace Automated Pacl;er l gO$
Tom McCabe, Solid Waste Superintendent, and Ralph Hoffman, Fleet Manager, explained that the
vehicle scheduled for replacement in early 2005 received extensive damage in an accident resulting in
$5,ooo to $7,000 worth of repairs. A recent packer replacement contract would allow the City to
purchase another off of the existing contract. Staff recommends purchase rather than repair because the
trade in value or salvage value is less than the repair value. There was a brief discussion.
Councilmember Erickson moved to recommend City Council support staff to order a replacement
vehicle for 1905 prior to approval of the 2005 budget. Dean Reed seconded the motion, which
carried unanimously.
C. New CH2M Hill Agreement
Steve Sperr, Engineering Manager, noted that CH2M Hill had been providing engineering services
related to the City's water system for some time and that the current agreement expired last month. A
new agreement would provide continuing services for the remainder of 2004 and 2005. There was a
short discussion with questions concerning this was an agreement extension or technically a new
agreement.
Dean Reed moved to recommend City council enter into an Agreement for Professional Services
with CH2M Hill, Inc., and authorize the Mayor to sign the Agreement for an amount not to
exceed $418,000. Allen Bentley seconded the motion, which carried unanimously.
D. C$0 Reduction Plan Update
Steve Speer, Engineering Manager, distributed a copy of the presentation, reviewed the information,
responded to questions, and provided clarification. Options were reviewed noting scenarios and impacts.
Councilmember Erickson moved to recommend City Council authorize the Public Works and
Utilities Director submit the updated SCO Reduction Plan to the Department of Ecology. Mayor
Headrick seconded the motion, which carried unanimously.
E. Update Of Combined ewer Overflow Directed Actions By Department Of Ecology
Gary Kenworthy, City Engineer, reviewed the summary of actions and their status. There was a brief
discussion.
No action taken. Information only.
F. Budgeted Amendment For Economic And Engineering Services Agreement
Scott McLain, Deputy Director for Power Systems, explained that a revised scope of work had been
developed to assist the City in its proposal for the Solid Waste RFP. Tasks would include reviewing
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UTILITY ADVISORY COMMITTEE
September 14, 2004
selected sections of the RFP document, the cost estimate, evaluation of cost allocations, staff and
Parametrix findings and recommendations, and provide a written summa~. There was a brief discussion.
Mayor Headrick moved to recommend City Council amend the not to exceed amount of the EES
agreement to $30,790. Allen Bentley seconded the motion, which carried unanimously.
G. Participant Agreement For CeleriO~ Project
Scott McLain, Deputy Director for Power Systems, reviewed the information in the packet explaining
that the project would evaluate the effectiveness of aggregating small generators to delay building
upgraded transmission facilities. There was abriefdiscussion.
Couneilmember Erickson moved to recommend City Council sign the participation agreement
with Celerity Energy Partners, LLC, for use of the Wastewater Treatment Plant emergency
generator, in the generation aggregation project. Dean Reed seconded the motion, which carried
unanimously.
H. Electric Rates For 2005
Scott McLain, Deputy Director for Power Systems, reported that for the past three years the City has
been using the rate stabilizing fund to keep electrical rates from increasing. The fund has been
substantially reduced and a rate increase may occur October 2005. Further information will be provided
after a financial review is completed.
No action taken. Information only.
VI. Next meeting date: October 12, 2004
Councilmember Erickson will be absent.
VII. Adjournment: The meeting was adjourned at 4:23 p.m.
Chairman Rogers Cate Rinehart, Administrative
Assistant
9/15/04
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UTILITY ADVISORY COMMITTEE M E M O
DATE: October 12, 2004
TO: UTILITY ADVISORY COMMITTEE
FROM: Dave Ireland, Manager of Light Operations Division
SUBJECT: Agreement to Keep Manliff Truck #162 For Five Additional Years
Summary: Engineering has currently identified nearly 900 poles in need of or approaching the
need for replacement within the City of Port Angeles. By rebuilding manlift track #162, giving
the capability to dedicate one manliff truck to this project, the work can be completed in less then
five years.
Recommendation: Support Public Works & Utilities Department's position to overhaul as
required and place back in service Truck #162 for a period not to exceed five years. The
estimated cost of overhau!.is between $18,000.00 and $33,000.00 dependent on what is
found when the boom is disassembled and checked for wear.
Background / Analysis: In June 2003, Equipment Services procured fxom the City of Blaine a
surplused 2000 Chevrolet C-8500 aerial manlift / bucket track for the Light Operations Division
to replace its 1992 Ford material handler truck, vehicle ID #162. At that time, vehicle #162
would have been approaching its regularly scheduled 5-year rebuild as recommended by WlSHA
and OSHA.
Currently, the City of Port Angeles has an inventory of approximately 5300 poles for its
aboveground power/lighting requirements. A significant amount of this inventory is approaching
or beyond its expected 40 year life. During the past year, Public Works Engineering has
inventoried 891 poles that are in need of replacement now or within the next four years. Light
Operations Division crews have suggested that the time and cost required to set and transfer
these poles would far offset the cost of having track #162 rebuilt and retained for the four plus
years it would take to complete this pole replacement inventory.
One of the major inefficiencies is that in most cases the crew setting poles needs to have the
primary insulated (covered) to prevent contact with the pole or moved before the new pole is set.
Presently the process is for the crew transferring to go by the pole locations and cover or move
the primary before the pole crew arrives or just prior to when they are ready to set. This results
in lost man-hours and shutting down a job for a period of time while cover is installed. Using a
conservative figure of one (1) hour per pole at an average crew cost of $180.00, this would result
in a savings of over $28,000.00 per year using 160 poles per year figure on pole replacement
alone.
Another issue to consider would be the savings in working and transferring poles "hot" or
energized. By having two manlifts available to transfer primary phases, considerable time is
saved due to the ability to work the phases fi.om different positions. Working off of the pole
limits where the journeyman can stand and the work that can be performed. Another issue is that
during bad or rainy weather hot primary caimot be worked fi.om the pole. This limits what can
be done on a rainy day unless manlifts are available.
Other advantages include the versatility that Light Operations Division would have in attending
to other problems in the system with one crew, while work continues on the pole replacement
program. Since both trucks are also material handlers, they can be used to lift phases, set
transformers and transfer equipment without tying up the boom truck. Additionally, it gives
more response capability during storm events or when one vehicle is down for maintenance.
Light Operations Division has been in contact with the Service Manager for the Seattle Service
Center for Terex Utilities West, the certified representative for vehicle #162. The Service
Manager reported that manlift truck type ST-T-5055 was one of the best and toughest man lifts
made with a possible life of 15 to 20 years with proper maintenance. The average yearly usage
for a larger utility is 2000 hours per year. With only 5400 total hours over a ten year span on our
vehicle #162 and with being rebuilt once akeady he didn't expect to find any major wear or tear
problems. To disassemble and do only the manual recommended replacements could possibly be
as low as $18,000.00. If damage or major wear was found to the hoses, pins or fiberglass, there
would be additional cost on top of this.
Conclusion: The conclusion developed by the Light Operations Division is that truck #162
should be rebuilt and kept in service for a period of four to five years in order to accelerate the
pole replacement program due to the growing number of deteriorated poles that have been
identified which is a liability to the city.
Funding for the rebuild is available. When the truck was purchased fi.om Blaine, $175,000 was
in reserve to replace #162. The new truck cost only $120,000.00. In addition, Light Operations
has purchased a relay test set this year with a $26,000.00 savings. This money is also available.
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UTILITY ADVISORY COMMITTEE MEMO
DATE: OCTOBER 12, 2004
TO: UTILITY ADVISORY COMMITTEE
FROM: Glenn A. Cutler, Director of Public Works and Utilities
SUBJECT: Update of Combined Sewer Overflow Directed Actions by Department of
Ecology
Summary: Per the May 11, 2004 UAC meeting, a~ached is a summary of actions and their
status required to meet the Department of Ecology s CSO requirements.
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_
Recommendation: No action required. Provided for information.
Background/Analysis: City Staffand our consultant, Brown and Caldwell, have been
aggressively pursuing accomplishing the DOE required actions within the required time lines. A
table of the required items, actions, and completion dates is attached.
The information is provided for information.
Attach: DOE Actions & Schedule Table
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UTILITY ADVISORY COMMITTEE MEMO
DATE: October 12, 2004
TO: UTILITY ADVISORY COMMITTEE
FROM: Stephen Sperr, P.E., Engineering Manager
SUBJECT: Wastewater Rates For 2005
Summary: Two issues may have an impact on Wastewater Rates for 2005 that were not
anticipated during the 2002 rate study. One is the potential for coveting construction of Park
Avenue Sewer Improvements with a rate increase. The other is implementing the recommended
$2.00 per equivalent residential unit (ERU) per month increase in base rates for all customers to
fund combined sewer overflow (CSO) capital projects outlined in the update to the CSO
Reduction Plan that was approved by City Council at its October 5, 2004 meeting.
Recommendation: #1 - Forward a favorable recommendation to City Council to approve a
$2.00/ERU/month increase in the base wastewater rates for all classes starting in January
2005; #2 - Discuss whether or not to implement a further rate increase to fund deferred
sewer collection system rehabilitation work.
Background/Analysis: The City has funded in 2004 the design and construction of
improvements to the sewer main in Park Avenue between Race and Porter Streets. These
improvements, in the mount of $250,000 for construction, address an ongoing maintenance
problem in that area due to undersized sewer collection mains. This work was not identified in
thc 2002 Water/Wastewater Rate Study. It was decided at thc time of funding of thc project that
annual sewer main improvements, a project in the Capital Facilities Plan, would be deferred for
the years 2004 and 2005 so that adequate funds would be available for the Park Avenue Sewer
project.
Disrupting the annual sewer main replacement work for two years will have a potential adverse
impact on the maintenance of the sewer collection system, which is already deteriorating at a rate
much faster than funding for replacement is currently set. In fact, the CSO Reduction Plan that
will submitted to the Department of Ecology later this month for approval recommends that
increases in collection system improvement project funding begin by the year 2010. With that in
mind, it seems that at least continuing the annual replacement work at its current pace would be
PW 0101_06 [Revised 07/24/03]
prudent. In order to do that a wastewater rate increase of $1.50 per month or about 4.17% in the
beginning of 2005 would be needed.
In addition, the updated CSO Reduction Plan, as currently structured and approved by the City
Council, recommends that in 2005 a $2.00 per equivalent residential unit (ERU) per month
increase in base rates for all customers to fund combined sewer overflow (CSO) capital projects.
This would mean an increase of 5.5% to the residential base rate, from $36.25 to $38.25, and an
increase of 5.5% to all other rate classes.
When you combine the two rate increases together, this means a suggested increase of 9.67% to
the residential base rate, fzom $36.25 to $39.75, and an increase of 9.67% to all other rate
classes.
Wastewater Rates
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UTILITY ADVISORY COMMITTEE MEMO
DATE: October 12, 2004
TO: UTILITY ADVISORY COMMITTEE
FROM: Scott McLain, Deputy Director for Power Systems
SUBJECT: Formation of a Washington Municipal Electric Association
Summary: The City has been asked to consider joining in the formation of a Washington
Municipal Electric Association in partnership with the Association of Washington Cities. Its
~rimary focus would be on legislative and annexation issues facing municipalities.
lecommendation: Provide direction on pursuing participation in a Washington
Municipal Electric Association.
Background/Analysis: The City of Richland has been heading up an effort to start a
Washington Municipal Electric Association. Electric utilities are facing increasingly tough
challenges, particularly on the legislative side, that can best be addressed with a unified voice
from the municipal electric utilities. The Public Utility Districts (PUD's) and the Rural Electric
Associations (REA's) are already well organized and are aggressively and effectively pursuing
legislation and their issues within BPA.
The focus of the group would be on legislative issues and policies of BPA that are of interest to
municipalities. PUD's and REA's are already aggressively lobbying issues such as Federal Base
System allocation and its application to acquired or annexed loads with their interests in mind.
Other issues include service areas, fight to serve, annexations, and urban growth area changes.
The group has not yet discussed costs, so at this time, staffwould like direction from the UAC on
pursuing membership in this group until a well-defined scope and costs are developed.
PW 0101_06 [Revised 07/24/03]
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UTILITY ADVISORY COMMITTEE MEMO
DATE: October 12, 2004
To: UTILITY ADVISORY COMMITTEE
FROM: Larry Dunbar, Power Resources Manager
Sm~JECT: Solid Waste RFP Evaluation Process
;ummary: A request for proposal (RFP) to solicit Contractors to design/build and operate a
olid waste transfer station and moderate-risk waste facility is underway. The RFP also includes
crvices for waste transport and disposal, recycling, composting, and landfill post-closure
laintenance. Proposals will be evaluated early next month and staffwouid like the Utility
Advisory Committee to review a draft proposal evaluation, selection and negotiation plan.
Recommendation: UAC express support of the attached proposal evaluation, selection and
negotiation plan.
Background/Analysis: On June 8, 2004, the City Council authorized staffto proceed with
advertising the "Solid Waste Processing Facility Development and Management Services"
request for proposal (RFP). Thc RFP was advertised on July 25, 2004 and Technical and Cost
Proposals arc due by October 29, 2004.
Staff will present thc attached proposal evaluation, selection and negotiation plan to the Utility
Advisory Committee. The plan identifies thc evaluation committee members, selection board
members and the negotiation team. The plan also describes the overall process that will be
followed.
PW 0101_06 [Revised 07/24/03]
Solid Waste Processing Facility
Development and Management Services
Request For Proposal
10/12/2004 Draft Proposal Evaluation, Selection and Negotiation Plan
10/26/04 Evaluation, Selection and Negotiation Team Kick-Off Meeting *
10/29/2004 Technical and Cost Proposal Due Date
11/3/2004 Evaluation Ratine Sheets due to l/arrv Dunbar
MikePuntenne¥~[ 1
Karen Rogers Technical
Tom McCabe Proposal
Joe Ciarlo Evaluation
Bob Martin
(Jeff Young) T
Larry Dunbar -~ Cost Summary Committee , Committee
(Clint Stanovsky)_~ Available Meeting * 7. (Optional) '~ Meeting *
11/2/2004 11/5/2004 11/10/2004 11/12/2004
Gary Kenworth¥ -'~ Joint Committee Meeting Purposes:
Steve Sperr / Construction -Share each committee's evaluation results
Scott McLain ~ Conceptual -Determine if interviews are desireable
Bob Martin ~ Design -Recommend Apparently Successful Proposer(s) to
Peter Battuello [ Evaluation the Source Selection Board
(Jeff Young) _~) -Recommend exceptions to the Source
Selection Board
I Glenn Cutler --~
RichardHeadrick [ Source I MikePuntenneyl I Negotiation Source
Glenn Cutler ~- Selection I (-r,~ l,~oh~ 11/16/2004- Selection
Yvonne Ziomkowski I Board* I Larry Dunbar [~'1 I 1/31/2005Board*
(Larry DunbaO .~ I (Bill B,ooO I I
T~aigKnuts°n)--j
Scott Mclmin I Cost of Service UAC Executive
Rate Impacts .
Larry Dunbar >. Session
(Angle Sanchez) Results Due (if necessary)
(Julie Dunbar) 11/14/2004 L
Source Selection Board Purposes:
-Review committee evaluation results and rate impacts to determine if negotiations will proceed
-Obtains Utility Advisory Committee concurrence (executive session) on apparently successful
Proposer(s) and City performance of any service component prior to negotiation.
-Provide strategy and direction to City negotiation team as necessary
Advisory Public I City Council
Committee ~- Hearing I ~ Approval
2/8/2005 2/15/2005 3/1/2005
Names underlined indicate chair of committee or board (Names) in parenthesis are advisors and may be called
upon as needed * Agenda and meetings lead by Larry Dunbar as RFP Project Manager
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UTILITY ADVISORY COMMITTEE MEMO ]
DATE: October 12, 2004
To: UTILITY ADVISORY COMMITTEE
FROM: Stephen Sperr, P.E., Engineering Manager
SUEJECT: Roof Drain Disconnection Ordinance Update
Summary: The City's consultant, Brown and Caldwell, is investigating the viability of
instituting a Roof Drain Disconnection Ordinance to (1) reduce the number of combined sewer
overflow (CSO) events in accordance with our National Pollutant Discharge Elimination
System(NPDES) permit issued by the Department of Ecology for the Wastewater Treatment
Plant (WWTP); and (2) to reduce the wet weather flows into the WWTP, delaying the need to
fund and construct an expansion.
Recommendation: For information only.
Background/Analysis: The City's wastewater consultant, Brown & Caldwell, in 1998 as part of
an Inflow/Infiltration (I/I) study identified a potential cost effective measure to reduce wet
weather flows to the WWTP by disconnecting existing roof drains that are connected to the
sanitary sewer collection system. For new construction or renovation work, PAMC 13.63.050
already prohibits the connect/on of stormwater facilities, including roof drains, to the sanitary
sewer system.
The roof drain disconnection study consists of the following phases:
Phase I - Identify a basin (Port Angeles High School area) that would be suitable for modeling
and collect flow data and computer model the result. The monitoring measures sewer flows and
CSO events to calibrate the sewer system model and to compare before and after roof drain
disconnection flows in the pilot area. - Done
Phase 11 - Identify facilities to disconnect by smoke testing. 43 properties were identified as
having roof drains connected to the sewer system. - Done
Phase III - Demonstrate to residents how disconnection would disturb their property. Seek
volunteers for disconnection. - Completed in July 2002
Phase 1V - Disconnect facilities. Some properties due to landscaping and topography made it
impractical to disconnect the down spouts. A total of 17 homes had their roof drains remuted to
existing curbs, alleys or a yard. - Completed in April 2003; total cost was approximately
$71,000 for 17 homes, for an average of $4,176 per home.
Phase V - Collect flow data (October 2003 through Spring 2004) and analyze the cost
effectiveness. - Underway (delayed due to CSO issues with Ecology)
Phase VI - Brown and Caldwell to draft a technical memorandum discussing results of pilot
basin monitoring, cost effectiveness of roof drain removal work and implications for City-wide
roof drain disconnection ordinance. - Underway
Preliminary indications are that City funding of a roof drain disconnection program would not be
cost-effective. And a roof drain disconnection ordinance that requires the homeowner to remove
existing connections by a certain date, at their own expense, is likely to be untenable. The
recently approved draft update to the CSO Reduction Plan includes projects that are proposed to
address capacity problems in the sewer collection system.
City staff recommends therefore that Brown and Caldwell complete the Phase VI draft
memorandum summarizing the findings of the study. Based upon the preliminary results staffis
leaning towards not pursuing further a roof drain disconnection ordinance.
Roof Drain Ordinance knfo to Oct 12 UAC