HomeMy WebLinkAboutAgenda Packet 11/12/2013
Utility Advisory Committee
Jack Pittis Room
Port Angeles, WA 98362
@4:00 PM
November 12, 2013
AGENDA
I.Call To Order
II.Roll Call
III.Approval Of Minutes For October 8, 2013
IV.Late Items
V.Discussion Items:
A.Stormwater Capital Project Pre-Construction Design Professional
Services Agreement
B.Brown & Caldwell Project 06-01, Amendment 18 -Front Street
Stormwater Separation Project
C.Landfill Bluff Stabilization –Phase 1, Project SW02-2012,Professional
Services Agreement with Herrera Environmental Consultants,
Amendment 5
VI.Information Only Items:
VII.Next Meeting Date:December 10, 2013
VIII.Adjournment
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Utility Advisory Committee
Council Chambers
Port Angeles, WA 98362
October 8, 2013
3:00 p.m.
I.Call To Order
Chairman Dan DiGuilio called the meeting to order at 3:03 p.m.
II.Roll Call
UAC Assigned
Councilmembers Present: Dan Di Guilio, Sissi Bruch
Other Councilmembers
Present:
Other Councilmembers
Absent: Cherie Kidd, Brooke Nelson, Brad Collins, Patrick Downie,
Dan Gase
Utility Advisory
Committee Members
Present: Paul Elliott, Dean Reed
Utility Advisory
Committee Members
Absent: Lynn Bedford, Mike Jacobs
Staff Present: Dan McKeen, Craig Fulton, Maher Abed, Byron Olson, Phil Lusk,
Gregg King, Bill Bloor, Kathryn Neal, Sondya Wray, Nathan
West, Heidi Greenwood, Rick Hostetler, Jonathan Boehme (4:01)
Others Present: Lee Whetham – City Council Position #2
Angie Sanchez Virnoche – FCS Group
Chris Gonzalez– FCS Group
Sergey Tarasov – FCS Group
Jeremy Schwartz (3:19) – PDN
III.Approval Of Minutes
Chairman Dan DiGuilio asked if there were any corrections to the minutes of September 10,
2013. Councilmember Sissi Bruch moved to approve the minutes. Dean Reed seconded the
motion, which carried unanimously.
IV.Late Items
– None
V.Discussion Items:
A.Professional Services Agreement with West Monroe Partners for the Advance
Metering Infrastructure System Evaluation
Dan McKeen, City Manager discussed the contract and schedule with Mueller Industries for the
development and installation of the advanced metering infrastructure system (AMI). Craig
Fulton, Public Works Director, reviewed the status of Phase I and Phase II and how this project
is behind. He also described the Mueller and SunGard connectivity issues. There was a
PowerPoint Presentation given on the proposed assessment of the AMI Project from West
Monroe. A lengthy discussion followed.
Dean Reed moved to recommend City Council approve and authorize City Manager to sign
the Advanced Metering Infrastructure System project evaluation Professional Services
Agreement with West Monroe Partners based on the attached Scope of Work (SOW) in an
amount not to exceed $83,500, plus up to $4,000 for reimbursable expenses, for a total
contract amount not to exceed $87,500, and to make minor modifications to the agreement,
if necessary. Paul Elliott seconded the motion, while Sissi Bruch abstained.
B.Regional Stormwater Monitoring Interagency Agreement
Kathryn Neal, Engineering Manager and Jonathan Boehme, Stormwater Engineer both discussed
the NPDES Permit that requires the City to join or opt out of the Regional Stormwater
Management Program. This is a cost-sharing program which Ecology manages the funds,
participates in an oversight committee, solicits requests for proposals, conducts an open and
transparent process to rank applications, and enters into contracts with other entities to perform
the activities. A brief discussion followed.
Sissi Bruch moved to recommend City Council to authorize City Manager to join the
Regional Stormwater Monitoring Program and sign an Interagency Agreement (IAA) with
Ecology in an annual amount not to exceed $13,348 over 5 years for a maximum amount of
$66,740, and make minor modifications to the agreement if necessary. Paul Elliot seconded
the motion, which carried unanimously.
C.Industrial Transmission Demand Response Market Demonstration Project
Operating Agreement
Phil Lusk, Deputy Director of Power and Telecommunications Systems briefed on the Industrial
Transmission Demand Response Market Demonstration Project Operating Agreement. Phil
defined the benefits of participation. A brief discussion followed.
Dean Reed moved to recommend City Council to authorize the City Manager to sign the
Market Demonstration Project Operating Agreement with Nippon Paper Industries, USA,
and make minor modifications to the agreement if necessary. Sissi Bruch seconded the
motion, with one abstention.
D.Utility Retail Rate Adjustments Ordinance
Phil Lusk, Deputy Director of Power and Telecommunications Systems introduced Angie
Sanchez Virnoche, Chris Gonzalez, and Sergey Tarasov from The FCS Group. Angie gave a
Power Point Presentation on the finalized cost of services study analysis on all of the City’s
utilities, a presentation that will be presented at City Council. A lengthy discussion followed.
Dean Reed moved to recommend to City Council that the 2014 Rate Ordinance
Amendments for the Electric, Water, Wastewater, Solid Waste Collections, and Solid
Waste Transfer Station Utilities be consistent with the proposal from The FCS Group that
is referred to as the “middle-of-the-road” analysis. Paul Elliot seconded the motion, which
carried unanimously.
Information Only Items:
A.Advanced Metering Infrastructure Systems Meter Radio-Frequency
Emissions Update
Phil Lusk, Deputy Director of Power and Telecommunications Systems, shared a PowerPoint
presentation on information regarding the radio frequency fields emitted by the City’s smart
meters.
Information only. No action taken.
B.Advanced Metering Infrastructure System Opt-Out Option Update
Information only. No action taken.
VII. Next Meeting Dates: November 8, 2013
VIII. Adjournment: 6:00 p.m.
______________________________ ___________________________________
Cherie Kidd, Mayor Sondya Wray, Administrative Specialist
Utility Advisory Committee Memo
Date:
November12, 2013
To:Utility Advisory Committee
From:
Kathryn Neal, Engineering Manager
Subject:
Stormwater Capital Project Preconstruction Design Professional Services
Agreement
Summary:
Herrera Environmental Consultants has been selected to provide professional engineering
services related to stormwater preconstruction design. This design work will enable the City to apply
for competitive construction funding grants from the Department of Ecology. This project is fully
funded through a Department of Ecology Capacity Grant accepted by City Council on August 20, 2013.
Recommendation:Forward a favorable recommendation to City Council to authorize the City
Manager to sign a Professional Services Agreement with Herrera Environmental Consultants in
an amount not to exceed $119,844, and to make minor modifications to the agreement, if
necessary.
Background/Analysis:
On August 20, 2013 the City accepted a Municipal Stormwater Capacity
Grant from the Department of Ecology (DOE) that included $120,000 for preconstruction planning
and design requirements for stormwater projects that include Low Impact Development (LID)
water quality improvements.This Grant will provide 100% of the funding for this design effort.
DOE has approved the following City CFP projects as eligible for this grant funding:
Green LID Alley Project –Disconnect alleys draining to the combined sewer by installing
permeable pavement in alleys in the Peabody and Francis Street basins. (Primary Project)
Peabody LID Water Quality Project –Install Filterra units or similar technology in the East
Peabody Creek sub-basin to reduce fecal coliform bacteria discharging into Peabody Creek.
(Secondary Project)
Decant Facility Project –Constructa decant facility at the City Transfer Station for street
sweeper and vactor waste. (Secondary Project)
This design work will enable the City to be able to apply for competitive construction funding
grants for these projects from the Department of Ecology.
The City solicited proposals from qualified consulting firms, and received 7 responsive submittals
on October 23, 2013. The selection committee met,analyzed the proposals, and interviewedthe
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Stormwater CapitalProject Preconstruction Design Professional Services Agreement
November 12, 2013
Page 2
three most qualified firms;Herrera Environmental Consultants, Northwestern Territories Inc, and
PACE Engineering,Inc. Herrera Environmental Consultants was selected as the most qualified.
Herrera has teamed with Port Angeles based firms Zenovic & Associates and Johnston Land
Surveying to complete the following tasks.
The project is fully funded through a Department of Ecology Capacity Grant accepted by City
Council on August 20, 2013.The table below identifies thetasks and budget for the proposed
scope of work.
Task / DescriptionCost
Task 1.0:
Preconstruction Planning and
$79,135
Design –Green LID Alley Project
Task 2.0: Preconstruction Planning and
Design –Peabody LID Water Quality $10,289
Project
Task 3.0:
Preconstruction Planning and
$18,151
Design –Decant Facility Project
Task 4.0:
Project Management/ Contract
$12,268
Administration
TOTAL:$119,844
It is recommended that the Utility Advisory Committee forward a favorable recommendation to
theCity Council to authorize the City Manager to signa Professional Services Agreement with
Herrera Environmental Consultants in an amount not to exceed $119,844, and to make minor
modifications to the agreement, if necessary.
Utilities Advisory Committee Memo
D:
November 12, 2013
ATE
T:
Utility Advisory Committee
O
F:
Michael Puntenney, City Engineer
ROM
S:Brown & Caldwell Project 06-01, Amendment 18-Front Street Stormwater
UBJECT
Separation Project
Summary:
As part of the City’s continued effort to address Infiltration and Inflow (I&I) issues in
the wastewater sewer system, staff is proposing to install a separate stormwater main in Front
Street, separating stormwater from the wastewater mains. The City has an ideal opportunity to do
this installation economically in conjunction withthe trenching and road restoration work that will
already occur when the CSO Phase II project is constructed. By including this additional pipe
work in the CSO Phase II design, the City will save considerably both in design and construction
costs as opposed to doing this as an independent project.
Recommendation: Provide a recommendation to the City Council approve and authorize the
City Manager to sign Amendment 18to the Professional Services Agreement with Brown
and Caldwell in an additional amount not to exceed $67,234, which increases the maximum
compensation for CSO Phase 2 design to $2,627,327 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, eliminatingoverflows to Peabody Creek.
The goal of the CSO Phase 1 and 2 projects is to reduce CSO events by conveying combined
sewer flows to the waste water treatment plant for eventual disposal. The goal of the Sanitary
Sewer Infiltration/InflowReduction Projectisto reduce or eliminate sources of infiltration and
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November 12, 2013Utilities Advisory Committee
Front Street Stormwater Separation Project/Brown and Caldwell AmendmentNo. 18
Page 2
inflow of stormwater into the wastewater system. It has long been identified that the combined
sewer system in the central business district is a large contributor to the overall stormwater inflow
volume. In 2010 the City constructed the First Street Stormwater Separation Project that installed
a storm drainage system on First Street from Laurel Street to Valley Street.The effect was to
remove sufficient inflow from the wastewater system equivalent to the wastewater discharge from
approximately 500 residential connections.
Construction of a new storm drain system on Front Street between Marine Drive and Oak Street
with subsequent extensions in the alley between Front and First Streets can capture an
instantaneous flow of 2,000 gallons per minute (or equivalently 2.9 mgd) and a total flow of
465,000 gallons during the 25-year design storm. Flowsthat otherwise would be delivered to the
wastewater treatment plant.This is a significant reduction in the flow reaching the plant.
Construction of a new storm drain system in conjunction with the CSO Phase 2 project provides
significant economies as the costs of design, excavation and street repair would be shared between
the projects. Joint construction will have a much lower impact on the downtown business
communitysince there would be only one construction project versus two. Last, if the projects are
not simultaneously constructed, a subsequent storm drain project would involve opening up newly
paved streets for the trenching activity.
The agreed to amountfor the additional design is $67,234as described in the following tasks:
TASKDESCRIPTIONAMOUNT
Task 811Project Management$4,375
Task 812Storm Water conveyance Design$51,200
Task 813Permitting & Environmental Support$11,659
TOTAL$67,234
Funding is provided in the Sanitary Sewer Infiltration/Inflow Reduction Phase 1 Project, WW01-
2011.Both the CSO Phase 1 and CSO Phase 2 designs were constructed under the Brown and
Caldwell CSO Professional Services Agreement. With this amount added, the CSO Phase 2
design effort will be increased by $67,234 for a new total of $2,627,327. The new maximum
compensation for the entire CSO Professional Services Agreement will be $7,393,129.
It is recommended that Utilities Advisory Committee provide a recommendation to the City
Council approve and authorize the City Manager to sign Amendment 18 to the Professional
Services Agreement with Brown and Caldwell in an additional amount not to exceed $67,234,
which increases the maximum compensation for CSO Phase 2 design to $2,627,327 and to make
minor modifications to the agreement, if necessary.
Utility Advisory Committee Memo
D:
November 12, 2013
ATE
T: Utility Advisory Committee
O
F:
Kathryn Neal, P.E., Engineering Manager
ROM
Subject: Landfill Bluff Cell Stabilization – Phase 1, Project SW02-2012, Professional
Services Agreement with Herrera Environmental Consultants, Amendment 5
Summary:
The Department of Ecology has submitted a supplemental budget request that could
potentially add an additional $2.5 million in funding assistance from the State for the removal of
additional waste as part of the Landfill Bluff Cell Stabilization Project. The proposed amendment
would prepare the design and contract documents so that this additional civil work can be bid as an
additive bid item. Additionally, the amendment provides funding for investigation of recently
discovered pooling of groundwater at the bottom of the east 304 cell, design of working platforms on
top of the seawall to prevent work on the shoreline, and for additional permit assistance on the project.
Recommendation: Approve and authorize the City Manager to sign Amendment 5 to the
Professional Services Agreement with Herrera Environmental Consultants in an amount not to
exceed $282,555, which will increase the contract amount to $2,781,326, and to make minor
modifications to the agreement, if necessary.
Background/Analysis:
Port Angeles Landfill (PALF) is located along the Straits of Juan de Fuca, and
erosion of the marine bluffs is threatening to expose municipal solid waste and allow that waste to spill
onto the beach. The Department of Ecology has submitted a supplemental budget request that could
potentially add an additional $2.5 million in funding assistance from the State for the removal of
additional waste as part of the Landfill Bluff Cell Stabilization Project. The earliest potential approval
for these funds would be March 2014. To take advantage of this opportunity and bid this competitively,
it is necessary to initiate the design effort now, and include it as an additive bid item in the contract bid
documents. The estimated design cost is $145,180 (tasks 26 and 27 on Table 1). The advantage to the
City of additional waste removal is extending the life of the project, minimizing the need to come back
and remove additional refuse in 25 years. Two approaches have been identified for further analysis–
either remove all waste from the East 304 Cell, or remove waste from the Valley Cell and reshape the
bluff in the vicinity of the east end of the seawall.
Other work in proposed Amendment 5 relates to investigation of recently discovered pooling of
groundwater at the bottom of the east 304 cell which will have to be evaluated for impacts to final
slope stability and dewatering during construction (Task 28). Additionally, after discussion with the
Army Corps of Engineers, permitting complexities on the nearshore has made it highly recommended
to perform the seawall modifications entirely from on top of the seawall. Design of the working
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November 12, 2013 Utility Advisory Committee
Re: Landfill Bluff Stabilization SW02-2012, Herrera Agreement Amendment No. 5
Page 2
platforms and access to the seawall are provided in Task 29. The remaining two tasks relate to
additional work to prepare permit submittals to the Department of Ecology and the Corps of Engineers.
The schedule remains unchanged with construction to begin in the summer of 2014. The tasks and
amounts negotiated with Herrera for Amendment 5 are shown in Table 1 below.
Table 1:Amendment 5Tasks and Amounts Tasks Amount
Task 26 – Additional Refuse Removal Concept $71,644
Task 27 – Supplemental Plan, Specifications and Estimate (PS&E) $73,536
Task 28 – Gas Well Pumping and Monitoring $30,544
Task 29 – Seawall Access Road Design $42,190
Task 30 – Construction Stormwater Permits $24,645
Task 31 – Dry Creek Supplemental Permitting $39,996
Total $282,555
The overall project cost includes not only the phased design, but also construction, construction
management, and engineering services during construction. The planning level estimates for the
complete project costs are shown in Table 2 below.
Table 2:Project cost estimate
Description Amount
Design – Preliminary investigation and short term remediation (complete) $96,650
Design Amendment 2 – Engineering Feasibility Study (complete) $300,000
Design Amendment 3 – 30% Design Development (nearing completion) $1,171,121
Design Amendment 4 – 100% Design $931,000
Subtotal$2,498,771
Design Amendment 5 – Add Alternate and additional tasks (this request) $282,555
Design Subtotal$2,781,326
Engineering during Construction (EDC) $500,000
Construction Management (CM) $1,600,000
Construction Contract, including tax $14,742,400
Total$19,623,726
Add Alternate construction, CM, and EDC (potential) $2,500,000
Financial Assistance (potential) (-$2,500,000)
Financial Assistance (confirmed) (-$3,900,000)
$15,723,726
Financed Amount
Current funding is available as a temporary loan from the Landfill Post-Closure Fund. This fund was
set aside to provide for post-closure maintenance activities for the mandatory period of 30 years as
prescribed in law. The current balance in the fund is $3,553,994. Because this will be an unanticipated
expenditure in this fund, its balance will need to be restored. It is anticipated that the source of
reimbursement will come from future municipal revenue bonds and/or loans and financial assistance
through the State of Washington. A reimbursement resolution was approved by Council in June, 2012.
It is requested that the Utility Advisory Committee forward a favorable recommendation to City
Council to approve and authorize the City Manager to sign Amendment 5 to the Professional Services
Agreement with Herrera Environmental Consultants in an amount not to exceed $282,555, which will
increase the contract amount to $2,781,326, and to make minor modifications to the agreement if
necessary.
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