Everson-Nooksack Wastewater Steering Committee

EVERSON-NOOKSACK WASTEWATER STEERING COMMITTEE MEETING Agenda February 15, 2018 at 3:30 PM 1. ROLL CALL 2. SETTING OF AGENDA 3. APPROVAL OF MINUTES a.) Sewer Committee Minutes - January 26, 2017 4. COMMITTEE BUSINESS a.) Presentation by Mitch Stewart from L2 b.) WWTP Progress Report c.) Generator Installation Quotes at Pump Station #4 (Everson Interceptor) d.) Quote for Switch at Interceptor 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 9 S e h o m e P la n n in g & D e v e lo p m e n t S e r v ic e s 1 0 3 E . H o lly S tr e e t, S u ite 2 0 6 B e llin g h a m , W A 9 8 2 2 5 ( 3 6 0 ) 7 3 3 -6 0 3 3 F A X : ( 3 6 0 ) 7 3 3 -6 4 6 1 Minutes of the Everson-Nooksack Wastewater Steering Committee Meeting Date: January 26, 2017 The Everson-Nooksack Wastewater Steering Committee met at a regular meeting held on January 26, 2017. The meeting began at approximately 2:30 p.m. with a tour at the Everson Wastewater Treatment Plant (WWTP) and reconvened at approximately 3:15 p.m. at Nooksack City Hall. Members of the Committee present included Nooksack City Council Members Tom Jones and Marshall Judy, Everson City Council Members John Hammond and Eric Oettel, and Rollin Harper from Sehome Planning and Development Services. Also present were Nooksack Mayor Jim Ackerman, Everson Mayor John Perry, Dave Schoonover and Rick Holt from Everson Public Works, Everson Clerk Jennifer Bell, and Adam Schuyler, Kenneth Gray and Marty Harper from BHC Consultants LLC (BHC). Setting of Agenda Committee member Harper summarized that the following items were included on the agenda:  Approval of minutes  A number of updates regarding the WWTP Upgrade Project  Nooksack Concerns regarding the Monthly Sewer Bills Council member Judy asked if discussion regarding possible re-purposing of the old back-up generator from the WWTP could be added to the agenda. It was agreed that this topic could be addressed if time allowed. Approval of Minutes Council member Jones made a motion to approve the minutes from the June 9, 2016 meeting as presented. The motion was seconded by Council member Hammond. The motion passed 5-0. Committee Business: Update regarding the WWTP Upgrade Project BHC updated the Committee regarding construction of the WWTP Upgrade project. The project reached substantial completion on January 6, 2017. Close-out of the project is expected by around February 5, 2017. BHC emphasized that the main contractor, McClure and Sons, Inc. (MSI), had worked very well with the City and had performed high-quality work throughout the project. The Committee discussed the fact that staff were still working out the bugs in the new plant, and Marty reiterated that there would be an ongoing process of adjustment at the plant over the coming months. The Committee also discussed the efficiency of the new plant, Wastewater Steering Committee Minutes – 01/26/2017 1 Page 2 of 9 including the new sludge thickener. At this time, the pumping ability of the sludge hauling company is the limiting factor in how thick the sludge can be. Adam went over the project budget summary, which addressed both the MSI and the BHC contracts. The BHC contract is trending approximately $30,000 under budget. Including very low costs for change orders plus over $100,000 in additional de-watering costs, the total MSI construction contract is estimated to end up approximately $80,000 above the original contract amount, which equates to a very low change order percentage. BHC estimates that the total cost for construction (MSI plus BHC) will end up approximately $50,000 over the original contract amounts. Remaining tasks for BHC include project close-out, preparation of record drawings, and preparation of the O & M Manual. Update regarding WWTP Operations Dave and Rick from Everson Public Works went over potential cost savings at the plant based on some preliminary data. It appears that potable water usage should decrease by around 95%. Sludge thickening should increase from around 1% to up to 3%. It was noted that some additional sludge wasting has been necessary during construction and while the new plant is being brought on line. Everson estimates that the sludge costs will decrease by approximately $82,000 per year. Dave noted, however, that there would be some limited increases in costs related to increased use of chlorine, polymer and other chemicals at the plant. The Committee briefly discussed the sludge hauling and disposal contracts, noting the importance of getting these contracts in place to avoid unexpected cost increases. These contracts are being worked on by the Everson City Attorney. Update regarding WWTP Upgrade Construction Project Costs Jennifer went over several spreadsheets that track the total expenditures on the Upgrade Project, including the three initial construction-related contracts (MSI, BHC and Alfred Reid Archaeological), Rick’s salary and benefits allocated to the WWTP Upgrade project, and other miscellaneous expenses. The total expenditures through the end of 2016 equaled $4,333,477.54. Approximately $213,000 remains unexpended under the construction contracts, not all of which will be needed to complete the project. WWTP Upgrade Project Construction Interloca Agreement Rollin summarized for the Committee that it appears the Interlocal Agreement for Construction of the WWTP Upgrade Project will need to be amended to cover a relatively small net increase in total project costs of up to $100,000. Such increased costs include Everson staff time allocated to overseeing construction and increased costs under the MSI construction contract due to de- watering. After discussing the situation, the Committee decided not to move forward with a formal amendment of the Interlocal Agreement until the final project costs are more fully known; however, the Committee was supportive of moving forward with the amendment at that time. Nooksack Concerns regarding Monthly Sewer Bills The Committee spent a substantial amount of time reviewing and discussing specific issues raised by Nooksack regarding items included on the monthly sewer bills. Different perspectives on several of the issues raised were expressed by both cities. Everson encouraged Nooksack staff Wastewater Steering Committee Minutes – 01/26/2017 2 Page 3 of 9 to continue to contact the Everson Clerk to discuss any concerns related to the monthly bills. No action was taken. Other Items Re-use of the Old Generator from the WWTP After discussing the possibility that the cities could re-use the old back-up power generator from the WWTP to provide a permanently stationed back-up power supply at the Interceptor, the Committee agreed that it made sense for Everson staff to do some preliminary research into what such a re-purposing and re-installation would cost. Dave from Everson will pull some of these costs together over the coming months. Next Meeting Date The date for the next Committee meeting was not set, but the meeting will be held at Everson City Hall. Meeting Adjourned Council member Judy made a motion to adjourn. The motion was seconded by Council member Hammond and passed 5-0. The January 26, 2017 meeting was adjourned at approximately 5:00 p.m. Minutes prepared by Rollin Harper. Minutes approved on . Attested by: . Wastewater Steering Committee Minutes – 01/26/2017 3 Page 4 of 9 e CITYHALL, January 12, 2018 TO: Honorable Mayorlohn Perry Council Members Public Works Director Dave Schoonover RE: Progress Report for Everson WWTP Ladies and Gentlemen: The Everson WWTP is running well and Jared and I continue to tune the plant processes to effectively treat the wastewater and keep the Nooksack River clean. This narrative is an explanation the attached table and graph. If you have any questions, please contact me or Dave. EFFLUENTFLOW One of the goals of the WWTP Upgrade was to reduce the amount of potable water used at the WWTP for in-plant maintenance. With the installation of the new plant water pumps utilizing the treated effluent water, we saw a 13 million gallon drop in wastewater treated between years 2016 and 2017. I believe that the actual savings in potable water use at the WWTP is closer to 20 million gallons. This allows more water to be available for continued residential, commercial, etc., growth in the next few years. This is also a savings for the City of Nooksack, who pays a portion of the cost of the water used at the WWTP. SLUDGEHAULING Another goal was to reduce the amount of biosolids hauled away from the WWTP on a yearly basis. With the addition of the Rotary Drum Thickener, we have been able to effectively increase the percentage of thickened sludge from 1.2% to 3 3.5%. As the numbers and graph reflect, we reduced the amount of biosolids transported out the plant — by 716,500 gallons from 2016 and 2017, a 44% savings. I expect to see an additional reduction in that amount as we continue to fine-tune the process. SLUDGE HAULING/TREATMENT COSTS Related to the savings in the amount hauled is the amount of savings we realize in the cost of hauling and treatment of the biosolids. The combined yearly savings of $96,013.00 (50%) is represented in the table and graph, which exceeded my projected savings of 40%, which I reported at the beginning of 2017. As stated above, I expect to see an additional reduction in that amount as we continue to fine-tune the process. Respectfully submitted, Rick Holt Water/SewerSuperintendent lllW.MainStreet P.O.Box3l5 Everson,WA98247 P:(360)966—34li F:(360)966-3466 www.ci.evers0n.wa.us Page 5 of 9  Effluent Flow (MG) 2016 2017 Effluent Flow (MG) E ‘.15; . 3‘ . 1 -0-2016 -O-2017 ,-k.. Va<§‘.':f«'.‘ ii-T:f_L"_~=i3?«li Sludge Hauling (Gals) 2016 2017 Sludge Hauling (Ga|s.) ' 250,000 . 200,000 150,000 100,000 :’ 50,000 [—““'0' *5 -0-2016 --O-2017 Sludge Hau|ingITreatment Costs (Per Month) 2016 2017 Sludge Hauling/Trtmt. Costs (SS) $21,682.50 $12,187.50 $8,242.50 $30,000.00 $12,390.0 $25,000.00 $7,657.5 $20,000.00 $7,822.5 $15,000.00 $8,610.00 $10,000.00 $9,187.5 $5,000.00 $4,147.5 $0.00 $6,650.0 v $6.930-0 $6,195.0 $6,510.00 -O-2016 -O-2017 ,3? jr 1 .,r. H P \ $ Page 6 of 9 Pioneer 7244 Everson Goshen Rd. Everson, WA 98247 DATE: Friday, January 19, 2018 Phone (360) 966-2200 Fax (360) 966-5159 Quote# 920 BILL TO: City Of Everson FOR: Genefamr Stand DESCRIPTION Hrs/Qty AMOUNT Generator Stand: Materials, galvanizing and fabrication. 1.00 1978.99 $ 1,978.99 108" length x 34" width x 45" height SUBTOTAL $ 1 978 99 TAX RATE 8.5% SALES TAX $ 168.21 TOTAL $ 2,147.20 THANK YOU FOR YOUR BUSINESS! Page 7 of 9  Freedom Electrical Services Inc. _.‘_i-'E_.‘.-' / 7112 Goodwin Rd g?:;7 FREEDOM Everson Wash. 98247 .'T.‘//SElEéI‘;]lECC?I‘S1{II1E(A:_L 1-360-927-8186 Electrical Bid JOB: City of Everson Pump station 5 generator install CONTACT: Matt Bird DATE: 2/14/2018 PHONE: 1-360-927-8186 ADDRESS: 109 west main st. ELECTRICAL PROVIDE AND INSTALL THE FOLLOWING: Install 3 phase 225 amp 3r Panel board for pump station Install all needed piping and grounding needed to meet NEC code requirements. Provide and install 100 amp auto transfer switch and required controls Provide Washington state Electrical permits Have Electrical load test performed and inspect generator wiring Perform Load bank test and Generator commissioning test. Install batteries and make connections Instruct personnel on operations and required servicing. Form and install concrete for Generator install rubber foot Mounts for generator Provide equipment for digging Pad. Install re—Barin 6" concret pad Bid Amount: $16,250.00 Taxes not included EXCLUDES: any digging that may need to be done and required locates. SIGNED: Matt Bird DATE: 2/14/2018 Matt Bird ACCEPTANCE: DATE: Proposal may be withdrawn if not accepted within 60 days Notice of pre-requisite to lien claim Page 8 of 9  Freedom Electrical Services Inc. 7112 Goodwin Rd ‘ /‘ FREEDOM Everson Wash. 98247 E?‘v"f§S§‘1‘§é.L 1-360-927-8186 Electrical Est. JOB: City of Everson —Replacestarter CONTACT: Matt Bird DATE: 2/14/2018 PHONE: 1-360-927-8186 ADDRESS: 109 west main street ELECTRICAL PROVIDE AND INSTALL THE FOLLOWING: Remove two stage motor starters remove controll wiring and install new. install as needed control transformes and Labeling Purchase and install (2) Allen Bradley soft starts for the Two sewer 20 horse power motors Install needed fusing and relays Program starters and Instruct city employees Lead time on Soft starts is 7 to 10 days out. Work will be cordinated with city Officials (one pump at a time) No down time Bid. Amount: $2,625.00 Taxes not included EXCLUDES: SIGNED: Matt Bird DATE: 2/14/2018 Matt Bird ACCEPTANCE: DATE: Proposal may be withdrawn if not accepted within 15 days Notice of pre-requisite to lien claim Page 9 of 9