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HomeMy WebLinkAboutUAC Agenda Packet 05/10/2016 Utility Advisory Committee Jack Pittis Conference Room Port Angeles, WA 98362 May 10, 2016 3:00 p.m. AGENDA L Call To Order II. Roll Call III. Approval Of Minutes for April 12, 2016 IV. Late Items V. Discussion Items: A. Professional Services Agreement with Kennedy/Jenks Consultants, for WWTP Biosolids Dewatering,Project WW0205 B. 2015 Hydrogeologic Services Feasibility Study,Phase 2 C. ADS Environmental Services Contract Amendment I for Combined Sewer Overflow Flow Monitoring VI. Information Only Items: A. UAC Site Visits—Landfill Bluff Project and Morse Creek B. CFP Presentation—Council and UAC meeting 5:00 PM Tuesday, 17 May 2016 VII. Next Meeting Date: June 14, 2016 VIII. Adjournment N:AUAC\MEETINGS\UAC2016\UAC051016\051016 Agenda.docx Utility Advisory Committee Jack Pittis Conference Rooms Port Angeles, WA 98362 April 12, 2016 3:00 p.m. L Call To Order Chair Lynn Bedford called the meeting to order at 3:02 p.m. II. Roll Call UAC Assigned Councilmembers Present: Mayor Patrick Downie (Cherie Kidd's replacement 04/12/16), Vice Chair Lee Whetham, and Sissi Bruch (at 3:15pm) Other Councilmembers Absent: Brad Collins, Dan Gase, Cherie Kidd, and Michael Merideth UAC Members Present: Chair Lynn Bedford and Betsy Wharton UAC Members Absent: Rob Feller Staff Present: Craig Fulton, Gregg King, Phil Lusk, Bill Bloor, Ken Dubuc, Kathryn Neal, and Michelle Hale Others Present: One Citizen III. Approval Of Minutes Chair Lynn Bedford asked if there were any corrections to the minutes of March 8, 2016. Betsy Wharton requested to correct the spelling of her name. Vice Chair Lee Whetham requested a motion to approve the minutes as corrected. Betsy Wharton seconded the motion, which carried unanimously. IV. Late Items: V. Discussion Items: A. Medic 1 Utility Advisory Committee Member Appointment Ken Dubuc, Fire Chief, introduced volunteer Laura Dodd, distributing copies of her application to Committee members and provided an overview of her qualifications for the Medic 1 Utility Advisory Committee. He requested the Committee provide a favorable recommendation to City Council to appoint Laura Dodd to fill the vacancy on the Medic 1 Utility Advisory Committee. Mayor Patrick Downie moved to recommend City Council to appoint Laura Dodd to serve as the Medic 1 representative on the Utility Advisory Committee. Vice Chair Lee Whetham seconded the motion,which carried unanimously. B. Bonneville Power Administration Tier 2 Power Election Phil Lusk, Deputy Director of Power& Telecommunications Systems overviewed the City's requirement for the third purchase period election with the Bonneville Power Administration (BPA) for its Tier 2 power supply. Discussion followed. Sissi Bruch moved to recommend City Council authorize the Director of Public Works and Utilities to notify the BPA,in accordance with Section 2.4 of Exhibit C of the BPA Power Sales Agreement, No. OOPB-12054, the City should elect Section 2.4.1.2, the Tier 2 Short- Term rate alternative, for the period of October 2019 through September 2024 for 100% of its above High Water Mark(Tier 1)load,with a 10 megawatt ceiling. Mayor Patrick Downie seconded the motion,which carried unanimously. C. Landfill Post-Closure Engineering Professional Services Agreement Amendment 5 Kathryn Neal, P. E, Engineering Manager provided an update to the Landfill Post-Closure. Kathryn explained how Aspect has been supporting the City in post-closure compliance and the Landfill Cell Stabilization Project which is now complete. As the renovated landfill site is transitioning to post-closure maintenance under a new facility permit, it is important to have continuity for technical support for the new permit and landfill infrastructure. Amendment 5 provides for a one year extension to the existing agreement with Aspect Consulting in order to provide continued support for the post-closure requirements. Discussion followed. Sissi Bruch moved to recommend City Council to authorize the City Manager to sign Amendment 5 to the Professional Services Agreement with Aspect Consulting in an amount not to exceed $103,969.56, for a new total agreement amount of$736,717.20, and to make minor modifications to the agreement, as necessary. Vice Chair Lee Whetham seconded the motion,which carried unanimously. D. Port Angeles Landfill Stabilization Project(SW0212) - Construction Management Services Contract Amendment 93 Kathryn Neal, P. E, Engineering Manager reviewed the status of the construction management services provided by Anchor QEA for the Port Angeles Landfill Stabilization Project. Due to the discovery of large amounts of asbestos and the resulting claim from the construction contractor, Anchor QEA has provided a substantial amount of additional support to prepare the City to equitably resolve the asbestos claim. This amendment provides the final reconciliation to compensate Anchor QEA for the additional effort. Sissi Bruch moved to authorize the City Manager to sign Amendment No. 3 to the Professional Services Agreement with Anchor QEA increasing the value by $99,000 for a revised maximum not-to-exceed amount of$1,827,927. Vice Chair Lee Whetham seconded the motion,which carried unanimously. VI. Information Only Item A. 2015 Consumer Confidence Water Quality Report Craig Fulton, Director of Public Works &Utilities presented the 2015 Consumer Confidence Water Quality Report that is available online. The purpose of the report is to share information with customers about the quality of their drinking water and to convey a basic knowledge of the City's water system. B. Residential Customer LED Lightbulb Distribution (verbal report) Gregg King,Power Resource Manager, discussed the upcoming LED lightbulb distribution program. Using Conservation funds,the plan is to get the LED lightbulbs to residents around July. Estimates are $20-25 per each four lightbulb kit for a total of$176,000 to $210,000. Our reimbursements are expected from Bonneville Power Administration from $130,000 to $150,000 with net costs for the City to be $26,000 to $80,000. Gregg will be coming forward at a future date for approval. VIL Next Meeting Date: May 10, 2016 VIII. Adjournment: 4:00 p.m. Lynn Bedford, Chair Michelle Hale, Administrative Specialist 11 • tel'RT ,ANGES , "W"W"W"W"W"W"W"W "W WAS HINGTON, U. S. A. Utility Advisory Committee Memo Date: May 10, 2016 To: Utility Advisory Committee FROM: KATHRYN NEAL,P.E.,ENGINEERING MANAGER SUBJECT: Professional Services Agreement with Kennedy/Jenks Consultants, for Wastewater Treatment Plant Biosolids Dewatering, Project WW0205 Summary: The Wastewater Treatment Plant(WWTP) Biosolids Dewatering project will replace the aging belt press at the plant with a new screw press, and upgrade ancillary equipment including the polymer feed system. Replacement of this system is critical to the continued functioning of the wastewater treatment plant. Kennedy/Jenks Consultants have been selected to provide design services and construction support, based on the firm's qualifications. A contract price has been negotiated, in an amount not to exceed $268,040. Funding: Funds are available in the 2016 budget, as part of the Biosolids Dewatering project, WW0205. The project is included in the Capital Facilities Plan, and construction is scheduled for 2017, with a planned total project cost of$1,350,000. If technical assistance is needed for other Wastewater Utility issues, the funds will come from the wastewater operations budget, where funds are available in an amount up to $20,000. Recommendation: Approve and forward a favorable recommentdation to City Council to authorize the City Manager to sign the Professional Services Agreement with Kennedy/Jenks Consultants for a maximum amount not-to-exceed $268,040. Background/Analysis: The dewatering press and polymer feeding system at the wastewater treatment plant(WWTP)were installed as part of the 1993 plant expansion project. Both the dewatering press and polymer feed system as 23 years old and at the end of their service life. The manufacturers of both pieces of equipment are no longer in business and replacement parts are unavailable. WWTP personnel have reported frequent breakdowns and have had parts manufactured at a local machine shop in order to keep the systems operating. The dewatering press is a critical system at the WWTP which, if taken out of service, would necessitate the transport of biosolids to a remote processing facility. Page 2 After researching available dewaterng presses, it has been decided to select a screw press manufactured by FKC as the most desirable press. This decision was based on a number of considerations including: a)reliability, b) cost, c) low energy use, and, d) maintenance support. FKC is located in Port Angeles, and can work closely with the engineering team during design and construction, and is readily available to service the equipment. The proposed capital project will completely rehabilitate the dewatering system. Components will include: a)replacement of the dewatering press, b)replacement of the polymer feed system, c) replacement of the press feed pumps and motor controls, d)integrating the press and polymer feed system into the newly rebuilt plant SCADA control system, e)replacement of process piping as required, f)revision to the odor control system s required, and,provisions for a temporary dewatering press to maintain solids processing during construction of the new dewatering press. A RFQ for design services was issued on December 29, 2015. Response was made by four firms: A selection board reviewed the submitted proposals and contacted the consultant references and selected Kennedy/Jenks Consultants as the best qualified consultant. The design contract authorizes the preparation of plans, specifications, and estimates for the construction of the necessary improvements, bid support, and design support during construction. The following table summarizes the budget for each task, based on the estimated level of effort. The City will be invoiced only for actual work performed. Task 6 is a provision of$20,000 for unanticipated issues that may arise within the Wastewater Utility, and will be funded by the appropriate project or operations budget item. Design Task 1 —Project Management $24,730 Task 2—Preliminary Design $63,480 Task 3 —Final Design $82,180 Task 4—Bid Services $7,650 Task 5 —Construction Services $70,000 Task 6—Directed Services $20,000 Total contract amount $268,040 It is recommended that the Utilities Advisory Committee forward a favorable recommendation to City Council to authorize the City Manager to sign the Professional Services Agreement with Kennedy/Jenks Consultants for design services in an amount not to exceed $268,040. P NGELES A,- ii"' W A S H I N G T O N, U. S. A. .�"�''' Utility Advisory Committee Memo DATE: May 10, 2016 To: Utility Advisory Committee FROM: CRAIG FULTON SUBJECT: 2015 Hydrogeologic Services Feasibility Study,Phase 2 Summary: In response to the 2015 drought, the City of Port Angeles performed a preliminary exploration for the development of new ground water sources to supplement the current surface water sources from the Elwha River. The analysis provided valuable information for the possible future initiation of a project to reduce the City's reliance on the Elwha River as a water source. Phase 1 of the investigation was completed, and it is recommended to proceed with Phase 2,which involves an assessment of water rights in the vicinity of potential test wells. Funding: Funding is available within the Water Utility Reserves and will be added to the budget via the second quarter budget amendment. Recommendation: Approve and forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment 2 to the Professional Services Agreement with Robinson Noble in an amount not to exceed $20,694, for a total contract amount of$48,004. Background/Analysis: The City of Port Angeles performed a preliminary exploration for the development of new ground water sources to supplement the current surface water sources from the Elwha River. The analysis provided valuable information for the possible future initiation of a project to reduce the City's reliance on the Elwha River as a water source. The City contracted with Robinson Noble to provide a groundwater source feasibility assessment to research the potential of producing groundwater from one or more wells within or in proximity to the City limits. The initial contract was signed on August 14, 2015 in the amount of$24,810 and Council approved amendment No. 1 on November 17, 2015, increasing the contract amount to $27,310. Initial efforts involved the acquisition and review of information available from published reports and agency files. This information was used as the basis for describing the hydrogeologic settings of the study area and identifying specific groundwater regimes within the greater Port Angeles area. Within that context, Robinson Noble defined groundwater source options to the maximum extent possible with existing data, and identified areas where future test drilling could N:AUAC\OriginaFHydrogeologic Services Feasibility Study Phase 2-Amend 2 to Robinson-Noble PSA.docx be performed. The results from Phase 1 were presented to the UAC on December 8, 2015 by Robinson Noble followed by a briefing from Craig Fulton on future phases of this effort. The City is ready to proceed to Phase 2, which will include a preliminary assessment of water rights, to identify possible complications in the proposed groundwater withdrawal. This phase would refine potential well site locations and evaluate each site describing potential drilling conditions/methods/depths/and access. Technical consultation will be provided during discussions with the Tribe(s) and regulatory agencies such as the Department of Ecology, Department of Fish and Wildlife, and Department of Health. Robinson Noble would further provide technical specifications and plans to be used as bidding documents for a test well construction contract. No well drilling activities will be performed under this Phase. If deemed necessary in the future, a third phase would secure drilling agreements to drill test wells. It is anticipated that three test wells would be required. Each test well would cost approximately $150,000. The fourth and final phase, if neccessary would be to secure water right permit(s), construct production wells, transmission mains, and pumping facilities. This phase is expected to cost between $5 million to $10 million. The following is a summary of the cost of each phase: Phase Description Estimated Cost 1 Groundwater Source Feasibility Assessment $27,310 2 Initial Water Rights Assessment $20,694 3 Drilling Agreements & Test Wells $400K- $500K 4 Design & Construction $5M— IOM At this time, it is requested that the Utility Advisory Committee approve and forward a favorable recommendation to City Council to proceed with Phase 2 of the explorations. When sufficient information is assembled, staff will return to UAC and Council for authorization to proceed with subsequent phases, if deemed necessary. D,T, Rrr NGELES • VRT W A S H I N G T 0 N, U. S. A. sn",= Nf, Utility Advisory Committee Memo DATE: May 10, 2016 To: Utility Advisory Committee FROM: KATHRYN NEAL,P.E.,ENGINEERING MANAGER SUBJECT: ADS Environmental Services Contract Amendment 1 for Combined Sewer Overflow Flow Monitoring Summary: In July of 2014 the City entered into an agreement with ADS Environmental Services to provide technical service support to the City in order to meet its State NPDES Permit requirements to monitor and report the frequency and volume of Combined Sewer Overflows (CSO). The contract included an option to extend for an additional year, to begin in July 2016 at a reduced level of service. The reduced services would have been made possible by the completion of the CSO Phase 2 project. Project completion is delayed, and it is necessary to extend the contract at the current level of service for 6 months. As the CSO Phase 2 construction contract nears completion it is important to have continuity of technical support Funding: Additional funding for the contract extension is available in Wastewater Utility Reserves, and will be added to the budget with the second quarter budget amendment. Recommendation: Forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment 1 to the Professional Services Agreement with ADS Environmental Services, LLC for a bid amount of$39,315.77, for a new total agreement amount of$166,537.02, and to make minor modifications to the agreement, if necessary. Background/Analysis: The City's Wastewater Treatment Plant National Pollutant Discharge Elimination System (NPDES)permit requires the City to monitor all CSO events for duration, volume, frequency, and to characterize the impacts of CSO overflows. The City is also required to report overflows to the Department of Ecology (DOE) and other regulatory agencies, and to implement a public notification process to inform citizens of when and where CSOs occur. Between 2003 and 2008 the City contracted with Geotivity to accomplish its NPDES Requirements. Following serious flaws in the monitoring data the City signed a contract with ADS Environmental Services who has successfully accomplished the monitoring work for the City since September 2009. The existing professional services contract with ADS is due to expire July 15, 2016, prior to the expected completion of the CSO Phase 11 construction contract. In order to maintain continuity May, 10 2016 City Council Re: CSO Flow Monitoring,Project WW14-2014 Page 2 of technical support as the CSO system undergoes substantial changes, the City desires to extend the CSO Flow Monitoring Professional Services contract with ADS Environmental Services for the remainder of 2016. In 2016 the City is expected to complete the second phase of the CSO Phase 11 project, which will put in to service replacement Pump Station 4. Completion of the project will activate new force mains partially constructed in CSO Phase I, increasing the capacity of the conveyance system from Pump Station 4 to the Waste Water Treatment Plant (WWTP). These improvement are expected to reduce CSOs into the Port Angeles harbor in compliance with the terms of Agreed Order 3853 with the Department of Ecology. In 2016 the City also intends to make changes to CSO 6, 7, and 8, replacing ADS monitoring equipment with monitoring equipment connected to the WWTP Supervisory Control and Data Acquisition (SCADA) system. As modifications are made to the CSO structures, ADS flow monitoring field services will be phased out. ADS monitoring of system uptime, data analysis, and reporting will continue through the proposed contract expiration date January 15, 2017. In 2017 the City will evaluate the performance of the completed CSO system and determine the need for further flow monitoring professional services support. Funding Overview: The tasks and preliminary fee estimates included for ADS Environmental Services for the 6-month contract extension are summarized in the following table. Year 3 Additive Bid B-Option to Extend Bid Item# Description Quantity Unit Unit Price Extended Price Tax Flow Monitoring Field Service 18 LS- Per B01 (3 CSO Site) Site/Month $1,173.39 $21,121.02 $1,774.17 Monitoring System Uptime, Data Analysis, and Reports (3 CSO 18 LS- Per B02 Sites) Site/Month $339.94 $6,118.92 N/A CSO Site Wireless 18 LS- Per B03 Communication (3 CSO Sites) Site/Month $27.93 $502.74 $42.23 Website Data Display and Alarm 30 LS- Per B04 Notification (5 CSO Sites) Site/Month $40.31 $1,209.30 N/A Subtotal: $28,951.98 Sales Tax: $1,816.40 Total Bid: $30,768.38 The prior year cost was $63,606. Funds for this 6 month contract extension are available in the 2016 Wastewater Utility Reserves, and will be added to the budget with the second quarter budget amendment. It is recommended that Utility Advisory Committee forward a favorable recommendation to City Council to authorize the City Manager to sign Amendment 1 to the Professional Services Agreement with ADS Environmental Services, LLC for a bid amount of$40,768.38, for a new total agreement amount of$166,537.02, and to make minor modifications to the agreement, if necessary.