Everson-Nooksack Wastewater Steering Committee

EVERSON-NOOKSACK WASTEWATER STEERING COMMITTEE MEETING Agenda March 19, 2015 at 3:00 PM 1. ROLL CALL 2. SETTING OF AGENDA 3. APPROVAL OF MINUTES a.) EN Sewer Committee Minutes 03/02/2015 4. COMMITTEE BUSINESS a.) WWTP Upgrade Alternatives 5. OTHER ITEMS 6. NEXT MEETING DATE 7. ADJOURNMENT Sign language interpreter service, assertive listening devices and communication materials in alternative formats including Braille, large print, and audio tape are available upon 7 working days advance notice by contacting the telephone number listed below. Questions concerning special needs for persons with disabilities not covered above may also be addressed by contacting the City of Everson at (360) 966-3411. Written requests for material and/or special needs should be addressed to the Deputy Clerk, City of Everson, PO Box 315, Everson, WA 98247. Parking for disabled persons is available near the Everson Senior Center southeast entrance. Page 1 of 6 Sehome Planning & Development Services 103 E. Holly Street, Suite 206 Bellingham, WA 98225 (360) 733-6033 FAX: (360) 733-6461 Minutes of the Everson-Nooksack Wastewater Steering Committee Meeting Date: March 2, 2015 The Everson-Nooksack Wastewater Steering Committee met at a regular meeting held on March 2, 2015. The meeting began at approximately 6:00 p.m. at Nooksack City Hall. Members of the Committee present included Everson City Council Members John Hammond and Eric Oettel, Nooksack City Council Members Tom Jones and Marshall Judy, and Rollin Harper from Sehome Planning and Development Services. All Committee members were present. Also present were Nooksack Mayor Jim Ackerman, Everson Mayor John Perry, Bob Skillman from Nooksack Public Works, Rick Holt and Don Van Iderstine from Everson Public Works, and Adam Schuyler, Kenneth Gray and Marty Harper from BHC Consultants LLC. Setting of Agenda Committee member Harper summarized that the following items were included on the agenda: • Approval of minutes • Discussion regarding the WWTP Upgrade Bids • Update regarding the WWTP Outfall Relocation Project Approval of Minutes Council member Judy made a motion to approve the minutes from the January 22, 2015 meeting as presented. The motion was seconded by Council member Oettel. The motion passed 5-0. Committee Business: Discussion regarding the WWTP Upgrade Project Bids Adam, Marty and Kenneth from BHC presented information to the Committee regarding the results of the bid opening for the WWTP Upgrade project. All bids came in well above the engineer’s estimate of approximately $3.05 million dollars. The lowest bid (Faber Bros.) was approximately $4.1 million. Project components that accounted for the majority of the bid amount above the engineer’s estimate included the electrical/communication components and new buildings. BHC has been in communication with some of the bidders and has heard that increased bids were due in part to the complexity of the plant and sequencing requirements. The Committee discussed the possibility of clarifying certain issues and re-bidding the project. Adam and Marty suggested that it might be possible to pursue pre-award negotiations starting with the lowest qualified bidder. The Committee discussed issues related to the qualifications and reputations of some of the bidders and then considered a number of options to reduce the cost of the project. Wastewater Steering Committee Minutes – 03/02/2015 1 Page 2 of 6 Kenneth introduced the option of only upgrading to jet aeration on ditch #1. This would eliminate some of the new equipment needs in the control building. Costs would also be reduced due to increased options regarding sequencing. Marty made it clear that the existing rotor in ditch #2 would still need to be replaced or upgraded at some time in the future, but the existing Tornado blowers currently in use in ditch #1 would be available to augment aeration in ditch #2 if needed. BHC thought that this change would still allow the City to meet the capacity numbers included under the current proposal that were approved by the Department of Ecology. BHC suggested that costs might be reduced in relation to the new re-use water system by utilizing the existing potable waterline for the re-use system rather than installing a new loop. Shifting the system location away from the effluent pump station might also reduce costs. Adam discussed the possibility of eliminating the sludge handling/thickening equipment and building, but this project component has the benefit of paying for itself in a relatively short time period. The Committee discussed a number of options related to the new operations building, including complete elimination, scaling it back, changing to a metal building, and utilizing a single-wide trailer. BHC went over the components that were seen as being essential to include in the project, regardless of the other options considered. These included: upgrading the influent pump station, adding biological selectors, upgrading ditch #1 to jet aeration, and adding a plant re-use water system. There was general consensus among those present that costs would likely increase as time moves forward due to the improving construction climate in the region. Mayor Ackerman emphasized the need to look at needs rather than wants. Mayor Perry concurred and suggested that the cities needed first to make a determination regarding the qualifications of the lowest bidder and then second decide whether to re-bid the scaled back project or try to negotiate the price with the lowest qualified bidder without re-bidding. It was agreed that BHC would review Faber’s qualifications and provide a recommendation and that the Mayors would make the final decision regarding qualifications. It was also agreed that BHC would start pulling together options for scaling back the project along with estimated cost savings. Once the project scope has been determined, either the project will be re-bid or negotiations will get underway with the lowest qualified bidder. Update regarding the WWTP Outfall Relocation Project Adam from BHC updated the Committee regarding the WWTP Outfall Relocation project. Plans and specifications have been reviewed and accepted by the Washington Military Department. Final concurrence regarding ESA consultation was received from NOAA Fisheries, and the City Shoreline Permit has been approved by the Department of Ecology. Two easements (DNR and property owner) still need to be obtained, but all other permits and approvals are in place. Adam reported that the project was ready to go out to bid on March 18th. When asked, Adam stated that he had confidence in the accuracy of the engineer’s estimate for the Outfall project because it Wastewater Steering Committee Minutes – 03/02/2015 2 Page 3 of 6 essentially is a pipeline project that does not involve any mechanical or electrical work. The only areas of uncertainty are boring under the State highway and the in-water work. Following discussion, there was consensus among the Committee members to move forward with putting the project out to bid. Other Items None Next Meeting Date The date for the next Committee meeting was set for Thursday, March 19, 2015 at Everson City Hall, beginning at 3:00 p.m. Meeting Adjourned Council member Judy made a motion to adjourn. The motion was seconded by Council member Oettel and passed 5-0. The March 2, 2015 meeting was adjourned at approximately 7:00 p.m. Minutes prepared by Rollin Harper. Minutes approved on . Attested by: . Wastewater Steering Committee Minutes – 03/02/2015 3 Page 4 of 6 City of Everson WWTP Upgrades Alternatives Summary March 19, 2015 S:\Projects\Everson, City of\12-10279.00 - WWTP Final Design\Cost Estimate\Bid Result Changes\Sewer Committee Meeting - 3-19-15\[Alternatives Summary.xlsx]Total Fee Alternatives No. Name Description Total(2) 0 Bid Results WWTP Upgrades Bid Documents $ 4,662,000 Alternate 1 includes all requirements to maintain the design WWTP capacity, an 800 square foot Operations Building, and 1 Process Requirements(1) $ 3,190,000 utilizes the existing lab building to house the chlorine, electrical, instrumentation, and controls equipment Alternate 2A includes all the upgrades in Alternate 1 and the Process Requirements and Existing Building addition of renovating the exterior of the existing lab building 2A $ 3,350,000 Renovation and Main Control Building to match the 800 square foot Operations Building exterior Alternate 2B builds on alternate 2A and includes all the Process Requirements, Existing Building 2B process piping, equipment, and upgrades to allow sludge $ 3,940,000 Renovation, and All Solids Handling Equipment thickening operations and handling Alternate 3A includes all the upgrades in Alternate 1 and the Process Requirements and Build New Solids constructIon of the new Solids Handling Building and new 3A $ 3,490,000 Handling Building exterior on the existing Main Control building on site to match the new Operations Building exterior Alternate 3B builds on alternate 3A and includes all the Process Requirements, New Solids Handling 3B process piping, equipment, and upgrades to allow sludge $ 4,080,000 Building, and All Solids Handling Equipment thickening operations and handling Notes: Not included in the Process Requirements alternative that was included in the Bid are listed below with their approximate costs. (1) The listed items can be added to the project as bid alternatives: - site paving $53,000 - clarifier repaint $15,000 - new gates $13,000 - new "plant water" pressure loop $95,000 - Oxidation Ditch No. 2 jet aeration $200,000 - solids handling equipment (Area 600 & 850) $590,000 - new Solids Handling Building $187,000 - clarifier upgrades $15,000 - process scum seperation $40,000 - Main Control Building exterior renovation $50,000 The Total Costs are the total opinion of probable construction costs and they include $105,000 to $120,000 in architecture and (2) engineering fees, 10% contractor overhead & profit and general conditions, 10% contingency, and 8.5% sales tax. Page 5 of 6 City of Everson WWTP Upgrades Alternatives Details March 19, 2015 S:\Projects\Everson, City of\12-10279.00 - WWTP Final Design\Cost Estimate\Bid Result Changes\Sewer Committee Meeting - 3-19- 15\[Alternatives Summary.xlsx]Total Fee Bid Alternatives(1) Area Description Design 1 2A 2B 3A 3C 100 Site Work X X X X X X 200 New Influent Pump Station X X X X X X 300 Headworks and Biological Selector X X X X X X 400 Oxidation Ditch No. 1 Upgrade X X X X X X 425 Oxidation Ditch No. 2 Upgrade(2)(3) X 450 Chlorine Contact Basin Upgrades(4) X X X X X X 500 Clarifer Upgrades X X X X X 600 Sludge Holding Tank Upgrades X X X 700 New Operations Building X X X X X X 800 Miscellaneous Equipment(5) X X X Existing Lab Exterior Renovation X X 825 Build New Solids Handling Building X X X 850 Install Thickening Equipment X X X 900 Main Control Building Process Equipment X X X X X X 925 Main Control Building Renovation X X X X X 950 Ditch No. 2 Jet Aeration Equipment(2) X Note: (1) Does not include paving in Area 100 - Site Work (2) Suggest adding as a bid alternate that will include installing jet aeration equipment in Oxidation Ditch No. 2 and third blower in the Main Control Building (3) Alternatives include moving City owned Tornadoes to Oxidation Ditch No. 2 to increase capacity in lieu of upgrading with jet aeration (4) Alternatives do not include Chlorine Contact Basin topping slab and baffle replacement (5) Includes relocating chlorination equipment in building, influent sampler, and installing motor control center 2 (MCC-2) Page 6 of 6