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HomeMy WebLinkAboutAgenda Packet 01/14/2014 Joint Council/Utility Advisory Committee Jack Pittis Conference Rooms Port Angeles, WA 98362 January 14, 2014 @ 3:00 PM AGENDA I.Call To Order II.Roll Call III.Approval Of Minutes For December 10, 2013 IV.Late Items V.Discussion Items: A.Landfill Bluff Cell Stabilization – Phase 1, Project SW02-2012, Professional Services Agreement with Herrera Environmental Consultants, Amendment 6 B.Landfill Post-Closure Professional Services Agreement – Contract Extension VI.Information Only Items: A.Utility Advisory Committee Citizen-At-Large and Industrial Transmission Representative Appointments (verbal report only) B.2013 Electric Utility Strategic Planning Session (verbal report only) VII.Next Meeting Date: February 11, 2014 VIII.Adjournment N:\\uac\\final\\011414 Utility Advisory Committee Jack Pittis Conference Room Port Angeles, WA 98362 December 10, 2013 3:00 p.m. I.Call To Order Chairman Dan DiGuilio called the meeting to order at 3:00 p.m. II.Roll Call UAC Assigned Councilmembers Present: Dan Di Guilio, Lee Whetham, Sissi Bruch (3:01) 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, Lynn Bedford Utility Advisory Committee Members Absent: Mike Jacobs Staff Present: Dan McKeen, Craig Fulton, Mike Puntenney, Byron Olson, Phil Lusk, Ken Dubuc, Sondya Wray, Rick Hostetler, Jonathan Boehme, Bill Bloor (3:01) Others Present: Jeremy Schwartz (3:07) – PDN III.Approval Of Minutes Chairman Dan DiGuilio asked if there were any corrections to the minutes of November 12, 2013. Dean Reed moved to approve the minutes. Lee Whetham seconded the motion, which carried unanimously. IV.Late Items – None V.Discussion Items: A.Recommendation to City Council for a Medic I representative member to the Utility Advisory Committee Ken Dubuc, Fire Chief discussed the applicant of John LeClerc for the Utility Advisory Committee Medic One representative position. A brief discussion followed. Dean Reed moved to recommend City Council to appoint John LeClerc as the Medic I Utility Advisory Committee Member. Sissi Bruch seconded the motion, which carried unanimously. B.Stormwater Education and Outreach Services Interlocal Agreement with Kitsap County Jonathan Boehme, Stormwater Engineer reviewed the requirements of the new issues Western Washington Phase II Municipal Stormwater NPDES Permit. One of the requirements is to provide education and outreach. There was a review of the proposed Interlocal Agreement that will provide education and outreach programs for the permit requirements. A brief discussion followed. Sissi Bruch moved to recommend City Council to authorize City Manager to sign the Interlocal Agreement with Kitsap County in an annual amount not to exceed $8,290, and to make minor modifications to the agreement if necessary. Paul Elliot seconded the motion, which carried unanimously. C.Electric Utility Discount Program Evaluation and 2014 Restructuring Rick Hostetler, Customer Service Manager discussed the Electric Utility Discount Program evaluation. There are additional funds available in 2014. The 2013 budgeted utility discount amounts are currently not being fully distributed. There is a suggestion to expand or restructure the City of Port Angeles Low Income Discount Program. A lengthy discussion followed. Sissi Bruch moved to recommend the City Council to change the current utility discount for a maximum of $150,000 and to implement a two tiered (25% and 35%) electric utility discount for qualifying households based on family size and 100% and 125% of the Federal Poverty Level as published in the Federal Register. Paul Elliot seconded the motion. The motion passed 5-0, with one abstention from Dan DiGuilio. D.Morse Creek Hydroelectric Project Recommendation Craig Fulton, Public Works & Utility Director gave a overview on the background information and current issues with the Morse Creek Hydroelectric Project. Phil Lusk gave a PowerPoint Presentation on the project and the summary of options presented in 2012. A lengthy discussion followed. Based on the discussion, staff withdrew its request that the UAC provide a recommendation to City Council to proceed with one of the two following options related to the Morse Creek hydroelectric project: 1) Retire the project and maintain ownership, or 2) Sell the project and property in their present condition, after declaring them to be surplus to the City’s needs. Staff will instead gather additional information and report back to the UAC at a future time. VI.Information Only Items A.Residential Exchange Program Update (verbal report only) Information only. No action taken. B.Sea Breeze Power Update (verbal report only) Information only. No action taken. VII. Next Meeting Dates: January 14, 2014 VIII. Adjournment: 4:47 p.m. ______________________________ ___________________________________ Cherie Kidd, Mayor Sondya Wray, Administrative Specialist Utility Advisory Committee Memo D: January 14, 2014 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 6 Summary: Design of the Landfill Bluff Cell Stabilization project is about 90% complete. In order to resolve important permitting and design issues, it is necessary to add scope and budget to the Professional Services Agreement with Herrera. The issues to be resolved involve 1) permitting for the shoreline work at the seawall and at Dry Creek, and 2) groundwater investigations within the east 304 waste cell. Recommendation: Approve and authorize the City Manager to sign Amendment 6 to the Professional Services Agreement with Herrera Environmental Consultants in an amount not to exceed $156,731, which will increase the contract amount to $2,938,057, 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. Design of the Landfill Bluff Cell Stabilization project is about 90% complete. In order to resolve important permitting and design issues, it is necessary to add scope and budget to the Professional Services Agreement with Herrera. PERMITTING A meeting was held in December 2013 between the U.S. Army Corps of Engineers (Corps), the City, and Herrera. The purpose of the meeting was to resolve past permitting issues related to the original 2007 construction of the landfill’s seawall and the access road along Dry Creek. In addition, permitting of the current element of the Landfill Bluff Stabilization Project to modify the ends of the seawall to ensure the structure is not weakened by wave scour was discussed. From this meeting, it was determined that the best approach would be to comprehensively apply for an after-the-fact (ATF) permit to resolve the 2007 construction issues as well as for the new work that is needed to stabilize the seawall ends, the associated work to realign the Dry Creek access road, and the in-water work planned for Dry Creek. In addition, long-term maintenance, recurring beach nourishment, and decommissioning of an existing groundwater monitoring well located on the beach would be included. This strategy which obtains all appropriate authorizations to meet Section 10 of the Rivers and Harbors Act of 1899, Section 404 of the Clean Water Act, and compliance with the Endangered Species Act, is advantageous to the City’s long-term interest. It also serves the City by making allowance for the removal process of the waste along the eastern 304 cell to commence on schedule the summer of 2014. Amendment 6 to the professional services agreement with Herrera provides for the permitting requirements for this effort. Additional effort is required for: Hydraulic Project Approval (HPA) from Washington Department of Fish and Wildlife (WDFW) Forest Practices Permit from Washington Department of Natural Resources (WDNR) Shoreline Permit for Dry Creek work, including SEPA checklist, JARPA, addendum to the Critical Areas report, and a Mitigation Technical Memorandum Preparation of application materials and consultation for the ATF permit with the Corps described above. The application materials include a JARPA, a Biological Evaluation for compliance with the Endangered Species Act and related laws, and other materials and permits already developed and procured. GROUNDWATER INVESTIGATIONS Uncertainty associated with the presence of groundwater, its depth, lateral extent, and the hydraulic properties associated with refuse in the East 304 Cell has resulted in conservative design assumptions. The current design assumes that groundwater is present and there will be a need for temporary dewatering during construction and a permanent drainage dewatering system to maintain long-term stability of the sloping refuse that will remain after relocation of most of the East 304 Cell. In addition, as part of the construction contract, permanent groundwater monitoring wells will be constructed. It has been proposed to advance the construction of the groundwater monitoring wells and complete that work now. This will allow the subsurface investigation to be more thorough, providing vital insight on both the subsurface groundwater and soil condition. Obtaining this data now will allow for the potential to reduce the construction cost of the project by potentially reducing or eliminating the need for the contractor to develop dewatering systems, slope stability protection, and the associated risk due to the uncertainty which would be reflected in elevated bid-costs. Since these wells were going to be constructed regardless, by constructing them now, the City stands to potentially reduce the cost to the overall project. This work will be accomplished by installing up to three monitoring wells, drilled using sonic equipment. Sonic drilling has the advantage of more reliably penetrating a variety of materials such as concrete, boulders, thin metal, etc., such as might be expected when drilling in a refuse cell. This method also produces a detailed continuous core to reveal where perched or saturated layers exist, and provides a better understanding of sub-surface conditions for use in dewatering evaluation and construction sequence planning. If the first wells reveal that groundwater is absent or deep, the third well will not be installed, and the actual cost for this sub-task will be less. If groundwater is present, hydraulic tests will be conducted to determine aquifer properties. Groundwater samples and soil samples of native soil below the refuse will be analyzed for contaminants. The groundwater analysis will aid in evaluating and permitting disposal options during temporary and permanent dewatering. Soil characterization will refine estimates of refuse depth and aid in evaluating and permitting proper disposal of any contaminated soil. If the explorations show no significant groundwater, there is potential to avoid the costs of over $300,000 for interceptor/trench drains under the landfill liner to control groundwater. Better dewatering and construction information should reduce costs of managing temporary slopes during construction, and wet site management. The schedule remains unchanged with construction to begin in the summer of 2014. The tasks and amounts negotiated with Herrera for Amendment 6 are shown in Table 1 below. Stabilization SW02-2012.docx N:\\UAC\\MEETINGS\\UAC2014\\UAC011414\\Herrera Amend 6 Landfill Bluff Table 1:Amendment 6Tasks and Amounts Sub-tasks Amount Sub-task 31 – Dry Creek Permitting (add to existing task) $43,100 Sub-task 32 – Section 404/Section 10 Permit for Existing Seawall and All New Work $66,300 Sub-task 33 – Groundwater Investigations $115,331 Total Tasks Cost$224,731 Less Authorized Budget available for Reallocation 68,000 Total Amendment 6 Request $156,731 The following table shows the current overall project estimate. Table 2:Project cost estimate Description Amount Design, Site Investigation, and Permitting (including amendment 5) $2,781,326 Post Construction Award Design Support $500,000 Construction Management Services $1,600,000 Construction Contract, including tax $14,660,000 Total$19,541,326 Financial Assistance (confirmed) -$3,999,100 Financed Amount $15,542,226 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 6 to the Professional Services Agreement with Herrera Environmental Consultants in an amount not to exceed $156,731, which will increase the contract amount to $2,938,057, and to make minor modifications to the agreement if necessary. Stabilization SW02-2012.docx N:\\UAC\\MEETINGS\\UAC2014\\UAC011414\\Herrera Amend 6 Landfill Bluff C I T Y C O U N C I L M E M O Date: January 14, 2014 To: UAC TILITY DVISORY OMMITTEE From: Kathryn Neal, P.E., Engineering Manager Subject:Landfill Post-Closure Professional Services Agreement – Contract Extension Summary: In October of 2008, the City entered into an agreement with Aspect Consulting to provide engineering services in support of the Port Angeles Landfill post-closure permit. This will be the fourth contract extension since the original contract. Aspect Consulting has played a pivotal role in supporting City staff with the requirements set forth in the landfill post-closure permit and in collaborating as an expert in permit compliance. The City continues to require landfill post- closure professional services.Staff is now proposing a two year extension to the existing agreement with Aspect Consulting. Recommendation: Approve and authorize the City Manager to sign a two year extension to the Professional Services Agreement with Aspect Consulting for landfill engineering services in an amount not to exceed $194,528.92, and to make minor modifications to the agreement, as necessary. Background/Analysis: The thirty-year post-closure phase of the Port Angeles Landfill began in 2008 after the last two cells of the landfill were covered and the seawall at the beach was constructed in 2007. Management of the landfill is regulated through the Solid Waste Post- Closure Permit (SLW08-0001) issued by Clallam County Environmental Health Services (CCEHS) working in close cooperation with Washington State Department of Ecology (DOE). The permit covers the entire Landfill and addresses the different regulations that were in place at the time each of the particular cells of the landfill were closed. Additional groundwater wells were added along the beach in 2007, and the post-closure permit established requirements for monitoring the seawall and beach morphology. Groundwater and leachate monitoring is also required by CCEHS and DOE under the permit and includes associated sampling, analysis, and documentation. In addition, there are various annual requirements for surface water quality monitoring and documentation, air quality, minimizing explosive gases, and documentation of inspection and maintenance activities. N:\\UAC\\MEETINGS\\UAC2014\\UAC011414\\Landfill Post-Closure Professional Services Contract Extension.docx January 17, 2012 City Council Re: Landfill Post-Closure Professional Services Agreement Contract Extension Page 2 In October of 2008, the City entered into an agreement with Aspect Consulting to provide engineering services in support of the landfill post-closure permit requirements. Since the original contract, Aspect Consulting has played a pivotal role in supporting City staff with the requirements set forth in the landfill post-closure permit and in collaborating as an expert in permit modifications. Unless extended, this contract will lapse on February 15, 2014. The City seeks to extend the Aspect Consulting professional services agreement by two years to maintain continuity of engineering services that ensure the regulatory requirements under the permit continue to be satisfied. The tasks to be accomplished in the next two year period are the same as previous requirements, with the exception of the elimination of the following tasks which are complete: Task 1.4: Evaluation of Environmental Monitoring of the 304 Compliant Landfill Task 3: Macro-Algae Survey Funding for the proposed amendment is available from the 2014 Solid Waste Landfill budget and from planned expenditures from the Landfill Post-Closure Fund for the budget periods after 2014. The Landfill post closure fund currently has a balance of $3,553,994. The tasks and fees included for Aspect Consulting for the next two-year period are summarized in the following table. Summary of tasks and fees for Post-Closure Landfill Professional Services Task No. Description Proposed Fees 1.1 Groundwater Monitoring Reports 1.1.1 $34,144.22 Biannual Groundwater Monitoring Reports 1.1.2 32,642.68 Annual Groundwater Monitoring Report 1.1.3 15,500.00 Seawall Fluid Report 1.2 Seawall Monitoring Report and Beach Monitoring 1.2.2 7,526.26 Beach Monitoring Site Visit 1.2.3 31,737.05 Annual Beach Morphology Monitoring Report 1.2.4 8,501.74 Beach Monitoring Regulatory Support 1.5 Evaluation of the Landfill Gas System / Operations 46,476.97 Support for the Landfill Gas System 2 18,000.00 Maintenance Support Total $194,528.92 It is recommended that Utilities Advisory Committee provide a recommendation to the City Council to approve and authorize the City Manager to sign to sign a two year extension to the Professional Services Agreement with Aspect Consulting for landfill engineering services in an amount not to exceed $194,528.92, and to make minor modifications to the agreement, as necessary.