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HomeMy WebLinkAboutAgenda Packet 08/13/2013 Utility Advisory Committee Jack Pittis Room Port Angeles, WA 98362 August 13, 2013 SPECIAL MEETING – 2:00 p.m. REGULAR MEETING - 3:00 p.m. AGENDA I.Call To Order – Special Meeting at 2:00 p.m. II.Roll Call III.Conduct Utility Advisory Committee Member Interviews: 2:15 p.m. Lynn Bedford 2:35 p.m. Hershel Lester IV.Discuss qualifications of applicants / determine recommendation to City Council for a community representative member of the Utility Advisory Committee V.Call To Order – Regular Meeting at 3:00 p.m. VI.Roll Call VII.Approval Of Minutes For June 21, 2013 and July 9, 2013 VIII.Late Items IX.Discussion Items: A.Bonneville Power Administration Technology Innovation Demand Response Project Operating Agreement B. Peabody Culvert Analysis for CSO Phase II Design / Project WW10-2008 Professional Services Agreement with Brown and Caldwell, Inc., Amendment 16 C. Department of Ecology Municipal Stormwater Capacity Grant Acceptance D. 4th Street Stormwater Improvement Project / DR03-2009 Professional Services Agreement with PACE Engineers, Inc., Amendment No. 4 X.Information Only Items: XI. Next Meeting Date: September 10, 2013 XII.Adjournment N:\\UAC\\MEETINGS\\UAC2013\\UAC081313\\081313 Agenda.docx JOINT SPECIAL MEETING CITY COUNCIL / UTILITY ADVISORY COMMITTEE Port Angeles, Washington June 21, 2013 CALL TO ORDER SPECIAL MEETING: Chairman Di Guilio called the special meeting to order at 9:05 a.m. ROLL CALL: Councilmembers Present: Mayor Kidd, Deputy Mayor Collins, Councilmembers Bruch, Di Guilio, Downie, Mania and Nelson. Councilmembers Absent: None. UAC Members Present: Dean Read, Paul Elliot UAC Members Absent: Michael Jacobs Staff Present: Manager McKeen, Clerk Hurd, Glenn Cutler, Phil Lusk, Therese Agesson, Robert Kajfasz, Joey Currie, Terry Dahlquist, and James Klarr. Deputy Director of Power and Telecommunication Systems Phil Lusk and Arnie Winkler from Northwest Public Power Association, led and conducted the 2013 Electric Utility Strategic Planning Session. The purpose of the workshop was to consider the key issues facing the City’s Electric Utility over the next two years by completing a SWOT analysis; a structured planning method used to evaluate strengths, weaknesses, opportunities and threats. Over the course of the 6 hour workshop the team conducted the analysis. Other speakers included Shannon Greene from Bonneville Power Administration, Kevin Smit and Kelly Tarp from EES Consulting, and Angie Sanchez and Sergey Tarasov from FCS Group. ADJOURNMENT: Chairman Di Guilio adjourned the special meeting at 3:00 p.m. ____________________________________ _____________________________________ Chairman Di Guilio City Clerk 1 Utility Advisory Committee Jack Pittis Conference Rooms Port Angeles, WA 98362 July 9, 2013 3:00 p.m. I.Call To Order Chairman Dan DiGuilio called the meeting to order at 3:04 p.m. II.Roll Call UAC Assigned Councilmembers Present: Dan Di Guilio, Cherie Kidd, Sissi Bruch Other Councilmembers Present: Other Councilmembers Absent: Brooke Nelson, Max Mania, Patrick Downie, Brad Collins Utility Advisory Committee Members Present: Paul Elliot, Dean Reed Utility Advisory Committee Members Absent: Michael Jacobs, Murven Sears II Staff Present: Phil Lusk, Byron Olson, Mike Puntenney, Sondya Wray, Dan McKeen, Glenn Cutler, Maher Abed, Bill Bloor, Kathryn Neal, Mike Szatlocky, Tess Agesson. Others Present: Jeremy Schwartz – PDN Tom Bourque – Herrera Dan Gase Darlene Schanfald Sergey Tarasov – FCS Group via phone conference III.Approval of Minutes Chairman Dan Di Guilio asked if there were any corrections to the minutes of May 14, 2013. Cherie Kidd moved to approve the minutes. Paul Elliot seconded the motion, Dean Reed and Sissi Bruch abstained as they were not present at May’s meeting. IV.Late Items: Water Shortage Plan (information only) 1 V.Discussion Items: A.E Street Reservoir Cover Rehabilitation – Project WT01-2009, Professional Services Agreement with HDR Engineering, Inc., Amendment No. 2 Kathryn Neal, P.E., Engineering Manager overviewed a PowerPoint Presentation the E Street Reservoir Cover Rehabilitation design process with EDR Engineering. The consultant recommended constructing a new cover which will have a similar cost but a longer service lifespan. There was a brief discussion. Dean Reed moved to recommend: 1) Provide a favorable recommendation to City Council to sign Amendment No. 2 to the 2012 Water Utility Professional Services Agreement in an amount not to exceed $37,463, which increases the maximum compensation under the agreement from $97,792 to $135,255, and to make minor modifications to the agreement, if necessary. 2) Authorize increasing the project budget by $37,463 from unused capital funds from prior years remaining available in the Water Utility Fund. Sissi Bruch seconded the motion, which carried unanimously. B.Landfill Bluff Cell Stabilization – Phase 1, Project SW02-2012, Professional Services Agreement with Herrera Environmental Consultants, Amendment No. 4 Kathryn Neal, P.E., Engineering Manager, introduced Tom Bourque with Herrera Environmental Consultants. Tom gave a PowerPoint Presentation and Movie Demo on theLandfill Bluff Cell Stabilization project. There was an overview on the erosion of the marine bluffs and what measures need to be taken to avoid exposing municipal solid waste to spill onto the beach. There was a lengthy discussion. Paul Elliot move to forward a favorable recommendation to City Council to approve and authorize City Manager to sign Amendment 4 to the Professional Service Agreement with Herrera Environmental Consultants in an amount not to exceed $931,000, which will increase the contract amount to $2,498,771, and to make minor modifications to the agreement if necessary. Cherie Kidd seconded the motion, which carried unanimously. C.“Simple Steps” Promotion Agreement Phil Lusk, Deputy Director of Power & Telecommunications Systems reviewed Fluid Market Strategies offer for LED lighting products in the Simple Steps Promotion. All City expenses are eligible for reimbursement under the Bonneville Power Administration’s Energy Efficiency Incentive Program. There was a short discussion. Cherie Kidd moved to forward a favorable recommendation to City Council to authorize the City Manager to sign Project Order-02 Simple Steps, Smart Savings – LED Promotion and any subsequent amendments to the Simple Steps – Smart Solutions Agreement. Paul Elliot seconded the motion, which carried unanimously. D.Utility Cost-of-Service Analysis Update (verbal report) Phil Lusk, Deputy Director of Power & Telecommunications Systems reviewed the Solid Waste Collection and Transfer Station Cost of Services Analysis. Sergey Tarasov was contacted via 2 teleconference with the FCS Group and gave an update on the Cost of Services Analysis (COSA) information and time schedule. There was a brief discussion. Provide guidance to staff on focus areas associated with the Solid Waste COSA. VI.Information Only Items: VII.Next Meeting Date: August 13, 2013 VIII. Adjournment: 4:37 p.m. _____________________________ ___________________________________ Cherie Kidd, Mayor Sondya Wray, Administrative Specialist 3 Utility Advisory Committee Memo Date: August 13, 2011 To: Utility Advisory Committee From: Phil Lusk, Deputy Director of Power and Telecommunications Systems Subject: Bonneville Power Administration Technology Innovation Demand Response Project Operating Agreement Summary: In 2012, the Bonneville Power Administration selected the City’s proposal for a Demand Response Demonstration Market Project for funding. Following City Council’s approval in January 2013, the City Manager signed an Implementation Agreement that defines the project’s basic terms and conditions. An award in an amount not to exceed $425,000 has been offered to the City, which requires a separate Operating Agreement with the Bonneville Power Administration. Recommendation: Forward a favorable recommendation to City Council to approve and authorize the City Manager to sign an Operating Agreement with the Bonneville Power Administration for up to $425,000 for the Demand Response Demonstration Market Project, and make minor modifications to the agreement, if necessary. Background/Analysis: In 2010, the City participated with financial assistance from the Bonneville Power Administration (BPA) in the Commercial and Industrial (C&I) Demand Response (DR) Pilot project. The project had nine City customers, including retail, health care, commercial, and industrial, including Nippon Paper Industries USA, LLC (NPI). The technical accomplishments of the C&I DR pilot set the stage for the current market demonstration project, in which the City will act as a DR aggregator. In 2012, the BPA made a Cooperative Agreement award for the City’s proposal for a Demand Response Demonstration Market Project. Following City Council’s January 2013 approval, the City Manager signed an Implementation Agreement that defines the basic terms and conditions for this demonstration project. A final award in an amount not to exceed $425,000 has been offered to the City, which requires a separate Operating Agreement. Staff and the BPA have finalized the details of this agreement, which is now under review by the City Attorney. Because of contractual relationships, a separate agreement will be required between the City and the City’s participating customers. Staff is requesting that the Utility Advisory Committee forward a favorable recommendation to City Council to approve and authorize the City Manager to sign an Operating Agreement with the Bonneville Power Administration for up to $425,000 for the Demand Response Demonstration Market Project, and make minor modifications to the agreement, if necessary. N:\\UAC\\MEETINGS\\UAC2013\\UAC081313\\BPA TI DR OA Grant Acceptance.docx Utility Advisory Committee Memo Date: August 13, 2013 To: Utility Advisory Committee From: Kathryn Neal, P.E., Engineering Manager Subject: Peabody Culvert Analysis for CSO Phase II Design/ Project WW10-2008 – Professional Services Agreement with Brown and Caldwell, Inc., Amendment 16 Summary: As part of the design for the CSO Phase 2 project, it is necessary to investigate the current condition of the Peabody Creek culvert under Lincoln Street, and the nearby soils. Results of the investigation will guide the design of the Front Street Diversion Sewer. Recommendation: Forward a favorable recommendation to City Council to approve and authorize the City Manager to sign Amendment 16 to the Agreement for Professional Services with Brown and Caldwell in an additional amount not to exceed $115,483, which increases the maximum compensation for CSO Phase 2 design to $2,560,093 and to make minor modifications to the agreement, if necessary. Background/Analysis: The CSO Phase II project design began in February 2013 after City Council authorization in July 2012. CSO Phase 2 includes a replacement of Pump Station 4, the completion of the new force mains partially constructed in Phase 1, and a new influent sewer to divert flows from the existing Pump Station 4 directly across Marine Drive to the new pump station. CSO Phase 2 also includes a gravity diversion sewer (Front Street Diversion Sewer) to convey wastewater flow directly from CSO 008 at Peabody Creek (located between the Carnegie Museum and First Street) to the new pump station, eliminating overflows to Peabody Creek. Immediately adjacent to the diversion sewer trench, Peabody Creek flows through an 1100 foot long culvert under Lincoln Street. The City has been concerned for some time about the condition of the culvert. The oldest portion of it was constructed in 1914, is about 500 feet long, and is an elliptical concrete culvert with brick floor, 8 feet high and 10 feet wide. Peabody Creek has eroded the internal surfaces for a substantial portion. The 1914 construction area is suspected of including wood bridging, abutments, sluicing remnants, and temporary drainage systems that were abandoned at places along the exterior of the culvert. Sinkholes periodically have developed in Lincoln Street that are suspected to have been caused by soil being carried away along decayed runs of timber that were used in these abandoned constructs. The most recent sinkhole was found in July 2012. For that occurrence, the Washington State Department of Transportation placed about 20 cubic yards of controlled density fill at the intersection of First Street and Lincoln Street. For the CSO Phase 2 project, it is necessary to evaluate the condition and anomalies (sinkholes, structural deficiencies of the culvert, etc.) along the new diversion sewer alignment and identify measures needed during construction to ensure that the integrity of the culvert is preserved. A scope and budget for this investigatory work has been negotiated with Brown and Caldwell. Brown & Caldwell will use the subconsultants Shannon and Wilson (geotechnical consultant and radar investigations) and Bravo Environmental (internal visual inspection including CCTV) in order to provide comprehensive expertise in non-destructive testing of aged pipelines. The primary objective of this amendment is to identify the current condition of the soil density surrounding the Peabody Creek culvert and identify weak areas, voids, deformations, and internal defects that can contribute to structural instability and the potential for future sinkholes. Condition assessment activities will include closed-circuit television (CCTV) inspection, man-entry visual inspection, the use of ground-penetrating radar (GPR)/pipe-penetrating radar (PPR) to locate voids outside of the culvert, and concrete inspection. Based on the findings of these investigations, further geotechnical investigation or structural study may be warranted. A Condition Assessment Report will document the findings and present rehabilitation alternatives for both the supporting soil (recompaction, grouting, fill, etc.) as well as necessary repair to the culvert. Planning-level cost estimates shall also be developed. This evaluation will provide useful information for future projects that the City might undertake to rehabilitate this culvert. The following is a table summarizing the tasks for this work. 20 PEABODY CREEK CULVERT ANALYSIS COST 20.1 Internal Visual Inspection $12,643 20.2 Nondestructive Condition Assessment 45,984 20.3 Geotechnical Investigation 32,521 20.4 Assessment Report 14,948 20.5 Project Management 9,387 TOTAL$115,483 Funding is provided in the 2013 Wastewater Utility Budget and is available from CSO reserves accumulated through rates, the Washington State Public Works Trust Fund loans, and a State Revolving Fund Loan. Recommend forwarding a favorable recommendation to City Council to approve and authorize the City Manager to sign Amendment 16 to the Agreement for Professional Services with Brown and Caldwell in an additional amount not to exceed $115,483, which increases the maximum compensation for CSO Phase 2 design to $2,560,093 and to make minor modifications to the agreement, if necessary. Utility Advisory Committee Memo Date: August 13, 2013 To: Utility Advisory Committee From: Jonathan Boehme, Stormwater Engineer Subject: Department of Ecology Municipal Stormwater Capacity Grant Acceptance Summary: The Department of Ecology has offered the City a Municipal Stormwater Capacity Grant of $50,000 to implement the Western Washington Phase II Municipal Stormwater Permit that the City is a permittee of. They have also offered an additional $120,000 grant amount for preconstruction planning and design requirements for stormwater projects that include water quality improvements. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign the grant acceptance intent notice and agreement with the Department of Ecology under the Municipal Stormwater Capacity Grant Program in the amount of $170,000. Background/Analysis: The Department of Ecology has offered the City a Municipal Stormwater Capacity Grant of $50,000 to implement the Western Washington Phase II Municipal Stormwater Permit that the City is a permittee of. They have also offered an additional $120,000 grant amount for preconstruction planning and design requirements for stormwater projects that include water quality improvements. City staff intends to use the Capacity Grant funds to continue to implement Phase II permit requirements including illicit discharge detection by storm line video inspections, as proposed in the draft 2014 Budget. City staff also intends to use preconstruction design funding to support stormwater projects in the CFP in preparation for the competitive grant program for construction scheduled for September 2014. The grant acceptance intent notice must be returned by August 30, 2013. It is recommended that the Utility Advisory Committee forward a favorable recommendation to the City Council to authorize the City Manager to sign the grant acceptance intent notice andthe grant agreement with the DOE under the Municipal Stormwater Capacity Grant Program in the amount of $170,000.00. N:\\UAC\\DepDir\\DOE Stormwater Capacity Grant Acceptance.doc Utility Advisory Committee Memo Date: August 13, 2013 To: Utility Advisory Committee From: Kathryn Neal, Engineering Manager th Subject: 4 Street Stormwater Improvement Project, DR03-2009 Professional Services Agreement with PACE Engineers, Inc. Amendment No. 4 Summary: In July 2013, the Department of Ecology clarified its eligibility criteria for water quality grants which impacts the 4th Street Stormwater Retrofit project. In order to complete the design and proceed to construction it is necessary to modify parts of the design to comply with the grant eligibility clarifications. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment 4 to the Professional Services Agreement with PACE Engineers, in an additional amount not to exceed $40,000, which increases the maximum compensation under the agreement to $521,500.19, and to make minor modifications to the agreement, if necessary. Background/Analysis: In August 2012 the City accepted a $1,000,000 Stormwater Retrofit and Low Impact Development grant from the Washington State Department of Ecology (DOE) th for the 4 Street Stormwater Improvement Project, DR03-2009. The grant pays 75% of the cost of eligible water quality features. The current project design included work on 8 intersections, 3 of which were for round-abouts, each including bioretention facilities/rain gardens. In July 2013, the Department of Ecology clarified its eligibility criteria for water quality grants which impacts this project. The clarification from DOE indicated that the grant would not cover any of the work for modifications to surfaces to direct drainage into the water quality features (rain gardens), any affected curbing or pedestrian ramps, or conveyance pipes from the water quality features that correct capacity or flooding issues. Essentially, the grant is restricted to just the water quality features themselves. In order to mitigate the impacts to the City of this decision, DOE has made eligible for grant reimbursement all costs incurred as of July 2013. N:\\UAC\\DepDir\\Amend 4 to PACE Agreement for 4th St Stormwater Improvements.doc th Amendment 4 to Pace Agreement for 4 St. Stormwater Improvements August 13, 2013 Page 2 Since the July notification from DOE, staff has studied the cost impact of various alternatives the City could do to accommodate the clarified eligibility criteria. These alternatives and their cost implications are shown in the table below. CornerCircleVariance RainRainEcologyTotalProjectAboveCity AltDesignFeatureGardensGardensCityCostsCostsCostBudget CurrentDesignCosts reallocatedbasedon $336,140 1Ecology7/19/13letter53$861,189.00$671,997.60$1,533,186.60 Eliminate1CircleRain Garden&1CornerRain $169,640 2Garden42$695,520.00$586,791.00$1,282,311.00 /ŷğƓŭĻƷƚğƌƌ/ƚƩƓĻƩwğźƓ $12,140 ЌDğƩķĻƓƭБЉυЎЌЏͲАЋЏ͵ЌЉυБЌЋͲЉБВ͵ВЉυЊͲЌЏБͲБЊЏ͵ЋЉ ChangetoallCornerRain GardensEliminate1 $12,860 Ѝ CornerRainGarden70$511,726.30$757,089.00$1,268,815.30 ChangetoallCornerRain GardensEliminate $184,860 5 FloodControl80$320,726.30$832,089.90$1,152,816.20 FloodControlOnly EliminateallRain $146,110 6 Gardens00$369,825.00$144,408.00$514,233.00 The alternatives range from 1) proceeding with the current design which includes the traffic circle raingardens, 2) eliminating some raingarden locations, 3) changing the design to include only corner raingardens, and 4) changing to corner raingardens and eliminating a raingarden. Also considered were the options of 5) building only rain gardens with no flood control pipes, and 6) building no rain gardens and installing only flood control features. For purposes of this comparison, the costs shown are from May 2012 onward. Staff is recommending alternative 3 which provides water quality treatment at 8 intersections as was originally envisioned. By converting the three round-abouts to corner rain gardens the project can remain nearly at its same cost to the City. The effort to redesign the round-abouts and do other necessary modifications to the design will cost $40,000. This amount is partially offset by savings in construction costs. The net result is an additional amount of $12,860 needed for City match. The City is in discussion with DOE for them to absorb the City’s match for the redesign, $10,000. If DOE agrees, that will reduce the cost impact of this to $2,860. The additional design budget will be added to the PACE contract tasks shown below: Task Description Budget Increase 5 Hydraulic/Hydrologic Analysis $5,000 7 90% Plans, Specifications and Estimate $34,595 10 Direct costs reimbursables $405 Total $40,000 Because of the time needed to redesign, construction will be rescheduled to commence in spring of 2014. Budget to cover the additional City match of either $12,860 or $2,860 is available in the 2014 Stormwater Fund CFP from the stormwater rehabilitation project. It is recommended to forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment 4 to the Professional Services Agreement with PACE Engineers, in an additional amount not to exceed $40,000, which increases the maximum compensation under the agreement to $521,500.19, and to make minor modifications to the agreement, if necessary. N:\\UAC\\DepDir\\Amend 4 to PACE Agreement for 4th St Stormwater Improvements.doc