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Home My WebLink AboutAgenda Packet 11/10/2015 Utility Advisory Committee Jack Pittis Conference Room Port Angeles, WA 98362 November 10, 2015 AGENDA L Call To Order II. Roll Call III. Approval Of Minutes For October 13, 2015 IV. Late Items V. Discussion Items: A. Georgiana Street Stormwater/Wastewater Project Change Order B. Solid Waste Post-Closure Maintenance Fund VI. Information Only Items: A. Lighting Project Agreement with Nippon Paper Industries USA B. VII. Next Meeting Date: December 08, 2015 VIII. Adjournment N:AUAC\MEETINGS\UAC2015\UAC111015\111015 Agenda.docx Utility Advisory Committee Jack Pittis Conference Rooms Port Angeles,WA 98362 October 13,2015 3:00 p.m. L Call To Order Vice Chairman Lee Whetham called the meeting to order at 3:00 p.m. II. Roll Call UAC Assigned Councilmembers Present: Lee Whetham, Sissi Bruch,Dan Gase Other Councilmembers Absent: Dan DiGuilio,Patrick Downie,Brad Collins, Cherie Kidd UAC Members Present: Rob Feller UAC Members Absent: Lynn Bedford,Betsy Wharton, Staff Present: Craig Fulton, Gregg King,Byron Olson,Michelle Hale Others Present: None III. Approval Of Minutes Vice Chairman Lee Whetham requested a motion to approve the minutes of June 9, 2015. Sissi Bruch seconded the motion,which carried unanimously. IV. Late Items: A. Stage 3 Water Restrictions Lee Whetham questioned the necessity of having Stage 3 Water Restrictions as a City Council action item. Craig Fulton stated the City Manager can approve Stages 1 and 2. City Council approves Stages 3, 4, and 5. V. Discussion Items: A. Industrial Transmission Electric Rate Ordinance Amendment(PAMC13.12.071) Gregg King explained the ordinance amendment involving the rate setting and period for Bonneville Power Administration and Nippon. There was a lengthy discussion. Rob Feller stated Nippon supports moving forward with the ordinance amendment and waiving the second reading. Rob Feller stated Nippon is not just dependent on the cost,but knowing what their power allotment is and what is available changes how they operate their facility. They need this not just at the end of the month,but during to know how to run, operate and manage their facility properly. They choose to run their equipment during low load hours versus high load hours because of the time and use savings. Lee Wharton mentioned how important it would be to have a member of Nippon staff repeat Mr. Feller's words at Council. Sissi Bruch moved to recommend that City Council proceed with a first reading and open the public hearing on the proposed Industrial Transmission utility rate ordinance amendment. Recommend that City Council waive the second reading and close the public hearing, and then adopt the ordinance. Dan Gase seconded the motion.Motion was carried unanimously with the exception of Rob Feller who recused himself from voting. Vi. Information Only Item A. Conservation and Renewable Energy Program Fund (PANIC 3.25) - Canceled Gregg King,Power Resources Manager,removed this item from the agenda to allow staff more time to review before bringing to the UAC. B. Peninsula Wide Trash and Sewer Conversation Sissi Brueh requested this committee look at long term planning with the Peninsula wide counties, cities and tribes for trash and sewage alternatives. Need to think about the future 30 years from now and explore energy uses for trash and sewage. Our legislators are ready to help and Sissi is hopeful they will take the lead in this plan. Discussion followed, during which Sissi Brueh suggested this committee consider sending a recommendation to Council to agree to participate in a Peninsula wide trash and sewage consolidation exploratory committee. Dan Gase suggested the topic be brought up at the next Solid Waste Advisory Committee(SWAG) meeting. Vii. Next Meeting Date: November 10,2015 VIII. Adjournment: 3:49 p.m. Dan DiGuilio,Mayor Michelle Hale,Administrative Specialist II To% • 7FORT , ELES WASH INGTON, U. S. A. Utility Advisory Committee Memo DATE: November 10, 2015 To: Utility Advisory Committee FROM: Kathryn Neal, PE., Engineering Manager SUBJECT: Georgiana St. Sewer and Stormwater Improvements, Projects WW1415 & DR0315, Change Order 2, Trench Failures and Road Restoration Summary: The Georgiana St. Sewer and Stormwater Improvement projects upgrade stormwater mains and sanitary sewer mains in the vicinity of Georgiana and Race Streets. A contract for construction of the two projects was awarded to Bruch & Bruch Construction, Inc. on July 21, 2015. During construction the contractor encountered unstable soils while excavating to install both the new stormwater and sanitary sewer pipelines. The City has negotiated fair prices to compensate the Contractor for added work resulting from the trench failures. Funding: 1) Project DR0315: $99,135.27 is available from existing surplus 2015 CFP funds in the Stormwater Utility from cost savings in other 2015 projects (DR0309 and DR0212). 2) Project WW1415: $258,630 is available from existing surplus 2015 CFP funds in the Wastewater Utility from cost savings in multiple 2015 projects (WWO I 11, WWO 113, WW02 10, WW021 1, WW0214, WW0215, and WW0308). The balance of$34,050 is available from Wastewater Utility reserves which will be included in the next 2015 budget amendment. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign change orders in amounts not to exceed $99,135.27 for Georgiana Street Stormwater Improvements, DR0315, and not to exceed $292,680 for Georgiana Street Sewer Improvements,WW1415. Background/Analysis: The purpose of the Georgiana St. Sewer and Stormwater Improvements contract is to upgrade deficient storm and sanitary mains in the vicinity of Georgiana and Race Streets, and to provide needed capacity increases and realignments to facilitate a new medical office building complex being constructed by Olympic Memorial Hospital District(OHMD). Under a cost-sharing agreement, OHMD has contributed a total of$342,500 to the project. A contract to construct the project was awarded to Bruch & Bruch Construction, Inc on July 21, 2015 for a total contract price of$676,317. Change Order I was approved in October 2015 for a credit of$21,927.96, for a resulting new contract amount of$654,389.04, including applicable taxes. N:\UAC\MEET1NGS\UAC2015\UAC1 11015\Georgiana Storm and Sewer Change Order rev a.docx November 10,2015 Page 2 Construction began on August 26, 2015 and pipeline construction is complete. Paving and street restoration is expected to be complete November 20, 2015. The contractor encountered unstable soils while excavating to install both the stormwater and the sanitary sewer pipelines. The trench failures severely curtailed production and increased the amounts of excavation, backfill, and paving required. fi UUI I � �,arv� � (ae J ',r iaaairmuaa/OOI�Ia/U(f(Uafr�Ya j�I �W IA rbl ;��r\` /arailaraal rrllm «yim�k!f//a / N k r r a � /rp y 4 As a result of the failures, some curb and gutter also collapsed requiring restoration and additional traffic control was required. The cause of the trench failures was poor soils, exacerbated by the proximity to existing underground utilities that weakened the native soil structure. The soils adjacent to the trench did not have adequate tension strength, and sections of the vertical trench faces toppled into the excavation behind the shoring boxes in multiple locations. / tl czar, aide �� ia� � y/r, v ifi,rir!' ' l i f N:AUAC\MEETINGS\UAC2015\UAC111015\Georgians Storm and Sewer Change Order rev a.docx The contract is structured to pay the Contractor based on actual quantities of earthwork,pipe,paving, and traffic control. This is known as a `unit price contract', as is typical for street/pipe construction because subsurface conditions are not completely known until excavation actually occurs. Unit price contracts are paid based on the actual quantities incurred, rather than as a lump sum that would commonly be found in fixed price contracts. As such, the final price is obtained only after all quantities have been tallied. This methodology for contracting is prevalent in Washington State and has been adopted by WSDOT as its standard. It is typically used where there is a high degree of risk or uncertainly for aspects of a construction project, ensuring that the owner is only charged for the actual work performed and that the contractor does not have to absorb excessive risk or costs that they could not reasonably ascertain at time of bidding. These change orders increase the quantities for excavation, backfill, street restoration, and traffic control. The City has negotiated a fair price to compensate the Contractor for the additional work resulting from the trench failures. The cost of the change orders is detailed in the following table: WW1415 DR035 Change Order Items Wastewater Stormwater Total estimate final amount Excavation, bedding, and backfill 148,000 49,111.76 193,306 Paving/curb and gutter 90,000 39,023.51 126,000 Delays 15,000 15,000 Traffic Control 17,000 11,000 27,148 Sales Tax 22,680 30,362 TOTAL $292,680 $99,135.27 $391,815 It is recommended that the Utilities Advisory Committee forward a favorable recommendation to City Council to authorize the City Manager to sign change orders in amounts not to exceed $99,135.27 for Georgiana Street Stormwater Improvements, DR0315, and not to exceed $292,680 for Georgiana Street Sewer Improvements, WW1415. N:AUAC\MEETINGS\UAC2015\UAC111015\Georgiana Storm and Sewer Change Order rev a.docx To% • 7FORT , ELES WASH INGTON, U. S. A. Utility Advisory Committee Memo DATE: November 10, 2015 To: Utility Advisory Committee FROM: Kathryn Neal, PE., Engineering Manager SUBJECT: Solid Waste Post-Closure Maintenance Fund Summary: The Port Angeles Landfill Cell Stabilization project is on track to finish in the coming months, and the landfill will return to post-closure mode. An updated Municipal Solid Waste Facility Post Closure Permit will be issued by Clallam County Environmental Health, supported by Washington Department of Ecology. The new permit will reflect the changed configuration of the landfill, and will detail required post-closure maintenance, monitoring, and reporting. It is also required that the City provide financial assurance for all activities to properly manage the facility over at least the next twenty years, or until the landfill is stabilized. Recommendation: Information only, no action required at this time. Background/Analysis: Staff will give a short presentation outlining the required post-closure activities and the proposed funding plan. N:\UAC\MEET1NGS\UAC2015\UAC1 11015\Solid Waste Postclosure Maintenance Fund.docx RT NGELES I P' ' A ,`- W A S H I N G T O N, U. S. A. Utility Advisory Committee Memo DATE: November 10, 2015 To: Utility Advisory Committee FROM: Gregg King, Power Resource Manager SUBJECT: Lighting Project Agreement with Nippon Paper Industries USA Summary: Nippon Paper Industries USA is working on a lighting upgrade project. Although not fully developed, the new project could qualify for a Bonneville Power Administration conservation incentive payment of$180,000 to $500,000. Funding: When the project is completed, the incentive will be paid from Bonneville Power Administration Energy Conservation Agreement funds. Recommendation: Information Only. Background/Analysis: In September of 2009, the City entered into the Energy Conservation Agreement with Bonneville Power Administration (BPA). The Agreement provides funding for energy efficiency programs through rates BPA charges all utilities. The City has approved the continuation of this agreement through federal fiscal year 2017. Nippon Paper Industries USA (NPIUSA)is working on a lighting upgrade project at the Port Angeles facility. Although not fully developed, the new lighting project will improve the lighting quality in the facility and is anticipated to deliver 1,100,000 kWh to 2,500,000 kWh annual energy savings, with an incentive of$180,000 to $500,000 being paid from BPA Energy Conservation Agreement funds. This project qualifies for the Bonneville Power Administration incentive under Port Angeles Ordinance Chapter 3.25 and the Bonneville Power Administration Implementation Manual. 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