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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 N:\\uac\\final\\111213 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 N:\\UAC\\DepDir\\Stormwater Preconstruction Design -Herrera PSA.doc 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 N:\\UAC\\DepDir\\CSO Phase 2 Amd 18 -Front Street Stormwater Separation.docx 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 N:\\UAC\\MEETINGS\\UAC2013\\UAC111213\\Landfill Bluff Stabilization SW02-2012 Herrera Amendment 5.docx 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. N:\\UAC\\MEETINGS\\UAC2013\\UAC111213\\Landfill Bluff Stabilization SW02-2012 Herrera Amendment 5.docx