HomeMy WebLinkAboutAgenda Report - June 16, 2004 E-06AGENDA ITEM EWb
CITY OF LODI
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COUNCIL COMMUNICATION
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AGENDA TITLE: Approve Additional Task Orders for West Yost & Associates for
White Slough Facility
MEETING DATE: June 16, 2004
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council approve additional task orders for West Yost &
Associates for the White Slough Facility and appropriate funds.
BACKGROUND INFORMATION: Although the Phase 2 construction contract for installation of tertiary
filters and UV disinfection and other improvements at the White
Slough Facility is well -underway, there are a number of other items
that still need to be addressed. These items were discussed during
the presentations of the project and financing and are listed below:
Capacity Fee Update (Task Order 15) — With the rate increases approved in April, staff indicated that
the capacity fees (the one-time fee charged to new users) would be updated in the summer of 2004.
This task order will accomplish that work. Staff proposes to use the same team who performed the
rate work and to combine the two separate fees we presently charge (capacity fee and sewer
development impact mitigation fee). Since the two fees are charged on a different basis, we will
need to change one (or perhaps both) of the fee mechanisms to simplify the fee calculation. We will
also look at possibly having a "new user" rate surcharge that will pay the fee over time based on
actual use.
The cost of this work is $39,000 and includes covering a cost overrun in the rate work. The
consultant spent a considerable amount of time working with staff and our financial advisors during
the financing phase of the project. This effort did save both staff time and work that would have been
done by our financial advisors and the result is a spreadsheet model that staff will be able to use in
the future.
Standby Power (Task Order 16) — The Facility is served via the PG&E electrical system with two
sources (one primary and the other is backup), neither of which has the capacity to handle the
significantly increased load from the new equipment. PG&E studied the necessary upgrades and
provided costs for this work, which, depending on the option, was on the order of $1.$ million in
capital costs. Significant future costs in the form of standby and demand charges were not included,
but are estimated to add approximately $13,000 per month to the power bill.
The Lodi Electric Utility and our consultants have analyzed the problem and feel the best long-term
alternative is to split the Facility's load and continue to utilize the existing services and provide back-
up power from standby generators. The cost of generators and the associated equipment is
approximately $1,040,000.
APPROVED:
CWYATaskOrders.doc
Manager
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Our consulting team has provided a task order to design the standby power improvements at a cost
of $76,700 including construction services. The plan is to bid the equipment and negotiate a change
order with the Phase 2 project contractor.
Permit Assistance (addition to Task Order 5) — As mentioned earlier, our existing discharge permit
expires in January 2005. In order to renew the permit, we must submit a new "Report of Waste
Discharge". Staff anticipates that this will be a more difficult permit negotiation than our last permit
and expects that the permit issuance time and effort will be significant. Our consultants have an
existing task order pertaining to discharge permit assistance, however additional funds will be
needed.
This work will include preparing the report, which consists of an effluent flow analysis and water
quality assessment, and assessments of biosolids, industrial dischargers, receiving waters, and
groundwater. In addition, we will attempt to obtain a storm water discharge permit in order to allow us
to discharge storm water from the site. Presently, all runoff is stored in ponds and routed through the
treatment process. Discharging this water will free -up pond space and reduce our treatment costs.
The pond space will be important to have in the event discharge requirements limit our ability to
discharge effluent under some conditions.
The work also includes further work in analyzing available dilution in Bishop Cut and the benefits we
hope to obtain by relocating our discharge point, regulatory negotiations, project management and
development of an integrated spreadsheet tool to manage our irrigation and biosolids loading
management and reporting.
The budget estimate for this work from our consultants is $115,200. We have $22,000 in available
funds from the current task order, however staff is recommending we also allow for additional costs
for legal support in the permit negotiations.
All the recommended appropriations include the actual task order, plus an allowance for miscellaneous
expenses and contingencies, plus a legal fee allowance in Task Order 5. Copies of the scope of services
are available in the Public Works Department. Note that staff anticipates additional task orders in the
next year for Phase 3 design and environmental services, control system improvements and for
development of an updated operations and maintenance manual for the Facility.
Recommended Appropriations:
Task Order 15 — Capacity Fee Update - $39,000
Task Order 16 — Standby Power Design - $84,000
Task Order 5 (add'I) — Permit Assistance - $135,000
FUNDING: Wastewater Fund (2004 Wa tewater COP)
es R. Krueger, Finance Direct r
Richard C. Prima, Jr.
Public Works Director
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cc: West Yost Associates
Del Kerlin, Wastewater Treatment Superintendent
Gary Wiman, Construction Project Manager
CITY COUNCIL
LARRY D. HANSEN, Mayor CITY
'T Y O F T L O R I
JOHN BECKMAN 1 j 1
Mayor Pro Tempore
PUBLIC WORKS DEPARTMENT
SUSAN HITCHCOCK
EMILY HOWARD
CITY HALL, 221 WEST PINE STREET
KEITH LAND
P.O. BOX 3006
LODI, CALIFORNIA 95241-1910
(209)333-6706
FAX (209) 333-6710
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EMAIL pwww,lodi.gov v
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H. DIXON FLYNN
City Manager
SUSAN J. BLACKSTON
City Clerk
D. STEVEN SCHWASAUER
Interim City Attorney
RICHARD C. PRIMA, JR.
Public Works Director
SUBJECT: APPROVAL OF ADDITIONAL TASK ORDERS FOR WEST YOST &
ASSOCIATES FOR THE WHITE SLOUGH FACILITY
Enclosed is a copy of background information on an item on the City Council agenda of
Wednesday, June 16, 2004. The meeting will be held at 7 p.m. in the
City Council Chamber, Carnegie Forum, 305 West Pine Street.
This item is on the consent calendar and is usually not discussed unless a
Council Member requests discussion. The public is given an opportunity to address
items on the consent calendar at the appropriate.time.
If you wish to write to the City Council, please address your letter to City Council,
City of Lodi, P. O. Box 3006, Lodi, California, 95241-1910. Be sure to allow time for the
mail. Or, you may hand -deliver the letter to City Hall, 221 West Pine Street.
If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's
card (available at the Carnegie Forum immediately prior to the start of the meeting) and
give it to the City Clerk. If you have any questions about communicating with the
Council, please contact Susan Blackston, City Clerk, at (209) 333-6702.
If you have any questions about the item itself, please call me at (209) 333-6759
031 Richard C. Prima Jr.
Public Works Director
RCP/drr
Enclosure
cc: City Clerk
NCCMTG.DOC