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HomeMy WebLinkAbout2003-09-30 - Agendas - Final r i s WATER AND SEWER COMMITTEE AGENDA September 30, 2003 COMMITTEE: Chairman Kyle Cook, Alderman Lioneld Jordan, Alderman Shirley Lucas, Alderman Robert Reynolds COPY TO: Mayor Dan Coody, Sondra Smith, Tim Conklin, Hugh Earnest, David Jurgens, Alderman Robert Davis, Alderman Don Marr, Alderman Robert Rhodes, Alderman Brenda Thiel FROM: Greg Boettcher, Water and Wastewater ;4 MEETING DATE: September 30, 2003 (immediately following City Council Agenda Session) LOCATION: City Hall, Room 326 A meeting of the Fayetteville Water and Sewer Committee is planned for September 30, 2003 at approximately 5:30 pm, Room 326, Fayetteville City Hall (immediately following the Agenda session). The topics proposed for discussion at the committee meeting include : 1) Wastewater Collection System Modeling Proposal: • The Water and Wastewater Committee endorsed the concept of managing wastewater system collection capacity using an updated computer model of this infrastructure with up-to-date customer loadings (existing customers plus all approved developments of record). Once this computer model is available, it is proposed to then simulate the flows from proposed new developments on the model and determine if capacity shortfalls will result. Findings will enable identification of system needs before the development is approved. Research and investigation of alternatives has determined that the work can be most efficiently and economically performed using the services of RJN Group, as this firm has a base model that was created in 2000, hence, the work involved is reduced due to the scope only involving updating. The Fayetteville City Council has also requested that this strategy be pursued, with growing pressures being also sensed from the Arkansas Department of Health. A contract amendment is being presented to the City Council on October 7, 2003 for this work, the budget being $40,000.00, funds from current budget item. fl 2) Filter Cell. Renovation-Emergency Capital Project-Reallocation of Current Capital Budget Amounts: • OMI has observed a pattern of continuing effluent filtering system failures at the Noland Wastewater Plant. To date, three of ten filter cells have experienced sand support system failures, creating loss of performance and diminished capacity while in-house repairs- were performed. With the latest failure, the need for a comprehensive approach is deemed critical as the filters are an essential component of treatment and the units have been in constant service since 1988. To address the specialized nature of this work and to allow the expedient completion of the filter cell rebuilds, an estimate was first developed by OMI, used a benchmark for negotiations with Multi-Craft Contracting. A proposal for $95,000 has been negotiated for the rebuild of the remaining seven units. Due to this work being beyond the scope of OMI operation/maintenance responsibility, the rehabilitation and rebuilding is a` capital activity. The contract with Multi-Craft Contracting will be presented to the City Council at the October 7, 2003 meeting with funds to be secured from 2003 budgeted capital items at the wastewater treatment plant. 3) Capital Improvement Program for 2003: • A brief update on the status of various projects and activities relating to the water and wastewater systems._ 4) Water and Wastewater Rate Study: • Open discussion of the proposed rate changes, the meetings with various customer groups, the feedback from various customer. classes, responses being developed for concerns/questions, possible issues/alternatives/concepts. 5) Hamestring Lift Station Progress Report and Updated Schedule: • Update on the progress of this lift station upgrading project 6) Update on Water and Wastewater Operations Building: • Update on the progress of the project, the preliminary project budget and schematics of the site layout, building elevations and floor plan. Progress continuing forward in accordance with anticipated schedule and preliminary cost information predicts balanced budget for Project. i CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Hugh Earnest, Chief Administrative Officer From: Greg Boettcher, Water/Wastewater Director Date: September 19, 2003 Subject: Resolution approving contract amendment with RJN Group for the updating of the sanitary sewer system collection system model RECOMMENDATION Fayetteville City Administration recommends approval of an authorization totalling $40,000.00, .said amount including a contract amendment with RJN Group, Inc of Dallas, Texas in the amount of $36,780.00 plus a contingency in the amount of $3,220.00. BACKGROUND Continuing growth and unpredictable development patterns represent significant impacts on sections of Fayetteville's wastewater collection system, confirming the need for an ongoing program of capacity management. While the city has, historically conducted long-range system studies to define infrastructure system needs, this method of periodic analysis is not addressing short-term, localized system issues. In a current climate of concentrated growth, patterns, long project lead times and limited resources; capacity management must be a continous process employing proactive strategies. The early identification of capacity shortfalls has .been endorsed by the Fayetteville City Council in response to the recent upgrading of the Hamestring Lift Station. Supporting this forward-looking approach is the continuing pressures from the Arkansas Department of Health, using its development review and permitting authority as leverage for an improved capacity management process. In response to these imperatives, the City Administration has researched feasible and economical methods to analyze the wastewater collection system and to develop a capacity management process. Process goals include defining existing capacity of the wastewater infrastructure system (pipes, pumps and pressure force mains), predicting. the loadings committted by current service obligations and monitoring depletions of reserve capacity by proposed new developments. DISCUSSION In 2000, as part of the wastewater system facility planning process, RJN Group prepared a computerized model of the municipal sewer collection system (major pipelines, pump stations and force mains). Under this February 1, 2000 agreement the current population and flow information was incorporated into a computerized model, with future flow patterns, then predicted to establish design parameters for the wastewater system improvement project. In order to address the city's current capacity management concerns, this computer model could be updated to reflect current conditions, then updated as significant new developments are approved. With such a resource, wastewater collection system capacity could be evaluated on a continuing basis, rendering meaningful determination of the system's ability to accept the additional loadings from any proposed new developments. Benefits of a case-by-case analysis include immediate recognition of capacity shortfalls, prediction of development related capital costs at the time of review, and the creation of realistic schedules for improvement projects that sustain proper levels of service to our customers. The incorporation of a capacity management component into the development review process will strengthen many decision areas including growth management, planning, impact assessment, financial planning, project prioritization and capital project budgeting. Recognizing that a current wastewater collection system model is a .necessary element of capacity management, the most cost-effective and expedient approach is the updating of the existing 2000 model using RJN Group. A proposal for these services, including analysis of six (6) different new development scenarios has been obtained (copy attached). The cost proposal for $36,780.00 is deemed a reasonable cost for the scope of services, further substantiating the need for this to develop a capacity management strategy to the continuing concerns of the Arkansas Department of Health over the ability of the infrastructure system to handle new developments. The concerns of this regulatory agency have been detailed in a recent communication to which the City Administration has ,responded (copies enclosed). The performance of the collection system modeling is expected to fully satisfy the stated concerns of the Arkansas Department of Health, enabling continued review/permitting of developments in Fayetteville. Updating of the collection model is predicted to require 60 days after development data is received from the city and each scenario analysis is predicted to require. 14 days. The magnitude of the Fayetteville wastewater collection network, the complexity of the system components and the large number of variables that impact system adequacy prevent the manual analysis of the system. In order to accurately assess and manage capacity of Fayetteville's wastewater system, a computerized calibrated and up-to-date simulation of the facilities must be performed using specialized software and qualified collection system modelers. This need has been discussed with both the Water and Sewer Committee and with the Fayetteville City Council, all parties confirming the need for a more accurate means of managing system capacity. The approval of this contract amendment will provide a means of defining and evaluating wastewater collection system capacity issues, and correlating the impact of new developments upon infrastructure adequacy. BUDGET IMPACT The $40,000.00 expenditure for updated collection system modeling was not foreseen or included in the Fiscal Year 2003 Budget. With the proposed approach using a contract amendment with RJN Group, the funds may be secured from the unencumbered fund balance in the Wastewater Treatment Plant Facility Planning Services identified as Project 98047. Use of funds from this source is an appropriate expenditure consistent with fund purposes. CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Hugh Earnest, Chief Administrative Officer From: Greg Boettcher, Water/Wastewater Director Date: September 24, 2003 Subject: Bid waiver ordinance approving a contract with Multi-Craft Contracting for emergency repairs to the effluent filtering system at Noland Wastewater Plant. RECOMMENDATION Fayetteville City Administration recommends approval of an authorization totaling $100,000.00, said amount including a contract with Multi-Craft Contracting, Inc. of Springdale, Arkansas in the amount of $95,000.00 plus a contingency in the amount of $5,000.00. BACKGROUND The Noland wastewater Treatment Plant includes ten effluent filter cells providing the final polishing of wastewater before release to the receiving streams. These units were constructed in 1988 and have been in constant service since said date. In recent months, the plant operations have experienced failures in the filter media support systems, causing loss of filter performance and media. At first this was demed an isolated incident; however, to date three of the units have failed, the most recent replacement unit rebuild. being completed this month. It is evident that the remaining seven filter units are in a similar condition and may be expected to experience similar failures in the very near term. The filtering process is an essential component of the wastewater plant, as filtration is necessary to meet the effluent limits set forth in the city's current NPDES discharge permit. The recognition of this potential threat to treatment plant compliance is an esculated concern due to the nearing rainy season during which all filtering units must be in service to process the high wet weather flows. Due to the imminent threat to operations, the possibility of effluent limit violation and the escalating patterns of failure.; rehabilitation of the remaining filter cells is a very high priority need of the Fayetteville Wastewater Treatment Facilities. DISCUSSION The rehabilitation of the existing three filter cells have been accomplished by OMI using plant labor, operation/maintenance budgets and completion of repairs as fill-in work. This prior work has invovled one-at-a time failures over multple months, rendering time less of a consideration. The collective rehabilitation of the remaining seven filter cells is a major undertaking outside the scope of OMI's agreement and beyond their current resouces. This activity is classified as an emergency capital improvement project, for which an outside contractor must be retained. As a measure of probable costs, OMI did devleop an estimate of cost for rehabilitation of the remaining sewen filter cells, said estimate being $90,993.93. A set of contact specifications for the work, materials, schedules and constraints was developed reflecting OMI's accumulated experience with three units and .knowledge of plant operations. These specifications were created to enable the subsequent solicitation of proposals. Under State of Arkansas Procurement Law, Section 19-11-203, the maintenance of technical equipment (such as wastewater treatment plant effluent filters) is exempted from competitive bidding. Furthermore, due to the specialized nature of the work, the interaction/coordination with delicate wastewater plant operations and the emergency nature of this need, the waiver of competitive bidding requirements is deemed to also meet the City of Fayeteville's criteria for waiver of bidding. Accordingly, OMI has contacted Multi-Craft Contracting, Inc. to provide a proposal for the engineering filter rehabilitation and has negotiated a lump sum price of $95,000.00 for completion of the filter rehabilitation in accordance with the specifications. Considering the fact that the negotiated contract price transfers some risk to the contractor and the bid price includes 100% performance and payment bonds, it is deemed a reasonable and competitive proposal. The total completion time is predicted at 70 days, subject to plant flows and operator directions. BUDGET IMPACT This $100,000.00 expenditure for effluent filter system rehabilitation was not forseen or included in the Fiscal Year 2003 Budget. Due to the Wastewater Treatment Department's favorable financial outcomes on current year capital budget projects plus the ability to defer other planned capital purchases, the funds to complete the emergency filter rehabilitation work can be secured without a Budget Adjustment. The rehabilitation of the remaining sewen filter cells is deemed the highest priority need for the current year capital acitivities. 4 CITY OF FAYETTEVILLE Building Services Division Project Budget Form SEWER AND WATER OPERATIONS CENTER SCHEDULE OF VALUES Date: rme: PROJECT STATUS SUMMMY otal Project Value $3,177,544 Previous Investments 1,221,000 TOTAL COSTS 4,398,540 Funds Identified 3,272,013 REMAINING WSTS $1,126,527 . CURRENT CAPITAL PROJECT int Estimate iromVlfo Total Constrtiction Cost $ 2,304,000 (Il)Total ArchitectiEngineer Fees $ 237,490 ill)Total Other Project Costs $ 355,700 (IV)Total Fined Equonent(wee shelves) $ 50,000 (v)Total Contingencies $ 230,350 TOTAL PROJECT VALUE $ 3,177,540 PREVIOUS INVESTMENTS LAND EXCHANGE $ 1,221,000 $ 1,221.1000 FUNDING COMPONENTS propriated Funds $3,272,013 Anticcoated fund transfers: water meter purchases-carry forward 310,000 water and sewer defined study 105,000 water and sewer cost shares 210,000 2004 CIP-water and sewer fund 501,527 total from anwpated sources: $1,126,527 Ona APPROPMATM AM ANFICtPATED $4,398,540 Page 1 Budget CITY OF FAYETTEVILLE Building Services Division Other Project Costs Worksheet Date: Time: M. OTHER PROJECT COSTS Current Estimate 1. Advedising/Printing $700 2. Housekeeping Startup $ 5,000 3. Landscape and imgation $ 40,000 4. Telephone/data $ 25,000 Parking and other hardscape $ 150,000 utility upgrades and site work cable,data, other utiffles $ 60,000 concrete pads and covered bins $ 75,000 LQ TOTALOTHER PROJECT S (#gym'page 9) 35 ,700 W TRANSACTLONS Item Page 4 Other Costs s.