HomeMy WebLinkAbout01/28/1988, 2 - IMPLEMENTATION OF WASTEWATER MANAGEMENT PLANi
" "��UNIIIlI� %NMI MEETING DATE:
City Of San tUis OBISPO JANUARY 25, 1988
A
1Wf COUNCIL AGEN A REPORT ITEM EA:
DAVID F. ROMERO, DIRECTOR PREPARED BY: WILLIAM T. HETLAND W ,r, .
FROM: PUBLIC WORKS DEPARTMENT UTILITIES MANAGER
SUBJECT:
Implementation of Wastewater Management Plan
CAD RECOMMENDATION:
Authorize staff to negotiate a contract for the implementation
of the Wastewater Management Plan with the firm of Brown and
Caldwell Consulting Engineers.
BACKGROUND:
SUMMARY
The City Council adopted the Wastewater Management Plan and
directed staff to begin the selection process for a consultant to
assist in the implementation of the Plan. Staff developed a scope
of work and issued a Request for Proposals from the four firms
which originally proposed on the Wastewater Management Plan. Three
firms submitted proposals which were reviewed by the City's
selection committee. One of the firms submitted an alternative to
the recommended treatment project in the Plan which was a different
treatment process at a significantly lower cost.
Staff determined, after extensive review and discussion with other
experts in the wastewater field, that there was not adequate
information to make a decision on the viability of the alternative
project. The City decided to set up a select panel of wastewater
experts to assist us. Supplemental proposals were requested from
each of the firms and presentations considered. The select panel
of experts determined that the alternative project had some
significant disadvantages in reliability and operations, plus the
costs were underestimated. The City's selection committee then
ranked the three firms in the following order:
1. Brown and Caldwell
2. James M. Montgomery
3. Kennedy /Jenks /Chilton
The proposed contract is estimated to cost $1.2 million. It will
be financed with enterprise fund money and a loan from the general
fund. These funds will be repaid within the next year with
proceeds from long term bond sales.
In accordance with the City's Purchasing Control Procedures, staff
recommends the Council direct staff to'kgegin contract negotiations
with Brown and Caldwell. The final negotiated contract will be
brought back to the Council for final approval.
-I
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i COUNCIL AGENDA REPORT
BACKGROUND
Selection Process for Wastewater Management Plan Implementation
Consultant
The City's Purchasing Control Procedures PC- 402 -1, Contracting for
Professional Services Over $10,000, requires the City to issue
Request for Proposals (RFP) from qualified firms.. Staff developed
a RFP for the Implementation of the Wastewater Management Plan.
The City had completed a qualifications review on a number of firms
prior to requesting proposals for development of the Wastewater
Management Plan. Therefore, it was decided that the RFP would be
sent to the same top four firms which proposed on the Wastewater
Management Plan. The four firms which received RFP's for
Implementation of the Wastewater Management Plan were:
1. Brown and Caldwell
2. James M. Montgomery
3. Kennedy /Jenks /Chilton
4. CH2MHill
Proposals were received from all the firms except CH2MHill. A
selection panel was set up to review the proposals and develop a
recommendation for Council. The members of the selection panel
were:
1. Toby Ross, Assistant City Administrative Officer
2. Dave Romero, Director of Public Works
3. Bill Hetland, Utilities Manager
4. Hal Fones, Utilities Engineer
5. Doug Marks, Wastewater Treatment Plant Superintendent
The Brown and Caldwell and James M. Montgomery proposals both
recommended programs including the activated sludge process
identified in the City's Wastewater Management Plan.
Kennedy /Jenks /Chilton on the other hand challenged some of the
basic assumptions made in the WWMP and proposed an alternative
treatment scheme involving nitrifing biological towers.
Apparently, this alternative treatment scheme was significantly
lower in capital cost.
Staff discussed this alternative treatment scheme with the other
two firms and with several other experts in the wastewater field.
Different opinions were voiced on the viability of the
alternative. Most agreed though, it was unclear from the
information presented whether or not the alternative proposal would
meet the requirements of the City. Because of the potential
savings the alternative represented, staff decided to set up a
panel of experts and request the three firms to submit supplemental
2 proposals.
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COUNCIL AGENDA REPORT
WWMP
Page 3
The panel of
experienced
participate
experts included three individuals respected and
in the wastewater field. The three people chosen to
included:
1. Dr. George Tchbanoglous, Professor Sanitary Engineering at
University of California, Davis
2. Dr. Brooks Newbry, Process Engineer Wastewater Reclamation
for CH2MHill Denver, Colorado
3. Dr. Terry Johnson, Chief of Process Engineering, Black and
Veatch Engineers, Kansas City, Kansas
The three firms submitted written supplemental proposals. Oral
presentations were made before the City's selection panel and the
special panel of experts. After a thorough review by the panels of
the written proposals and the oral presentations, the following
general conclusions were reached.
The challenge of the initial assumptions did not significantly
affect the outcome of the Wastewater Management Plan nor its
recommendations. The alternative treatment process scheme has not
been used widely, nor in situations similar to the City of San Luis
Obispo with its very stringent waste discharge requirements. Also
the alternative did not have the level of reliability, flexibility
or ease of operations as the Wastewater Management Plan proposal.
It also did not lend itself as well to expansion for further
treatment to meet Title 22 Wastewater Reclamation standards which
would be required for implementation of beneficial use options.
The alternative assumed that all processes would perform at the
most optimum level or as stated by one panel member "it would be
operating on the ragged edge ". It was also determined that the
cost estimates were greatly underestimated. When similar sized
units and unit costs were used for the alternative processes the
cost difference between the two alternatives was within the
estimating error for preliminary estimates. For these reasons the
panel concluded that the alternative proposal was not feasible.
The selection panel ranked the three firms in the following
priority list:
1. Brown and Caldwell Consulting Engineers
2. James M. Montgomery Consulting Engineers Inc.
3. Kennedy /Jenks /Chilton Consulting Engineers
The next step is for Council to authorize staff to negotiate a
contract with one of the firms in order from the priority list.
'3
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G mm
ii% COUNCIL AGENDA REPORT
WWMP
Page 4
Wastewater Manaaement Plan Issues
One of the key issues raised during review of the Wastewater
Management Plan with the Council was beneficial use options. The
Plan had identified four potential options which may be viable for
the City to pursue. An important part of the scope of the request
for proposals included further evaluation of beneficial use
options, especially as they related to the feasibility of reducing
the treatment facilities being planned for the treatment plant.
Each of the three firms submitting proposals indicated that though
beneficial use options are desirable, it would still be necessary
for the recommended or alternative plan to be implemented before
beneficial use options can be pursued. Additional study will be
done to identify the most practical option and how best to fit them
into the overall wastewater planning process. One of the tasks of
this work is a separate study on beneficial use options which will
be brought back to Council for review and approval.
The Wastewater Management Plan identified infiltration and inflow
as requiring major expenditures for the rehabilitation of the
collection system. To better define the extent of the
rehabilitation required, the Wastewater Management Plan recommended
additional flow monitoring. The alternative to extensive sewer
system rehabilitation is to increase the capacity of the treatment
plant to handle the infiltration and inflow. This will be an area
requiring further review during the predesign portion of the
project.
Another key issue is the availability of grant funding for this
project. The City currently is on the State funding list for a
project. The project is in a "B" category. The information
received from the State is that it is very unlikely that "B"
category projects will receive grant funding. Next year there will
be no grants issued unless new legislation is passed, which also
seems unlikely, but there will be a new loan program adopted. This
program will provide low interest loans for construction of
wastewater facilities. For the City tq have any chance of
qualifying for a grant, it will have to submit plans and
specifications by the end of June 1988. Staff will continue to be
in contact with the State and pursue any possibility for grant
funding.
Another predesign issue will be to work with the Regional Water
Quality Control Board to change waste discharge requirements
relating to turbidity, color, and temperature. These were
identified in the Wastewater Management Plan as being ones the
recommended project would not meet and which the City felt were not
11,►►►11111111111111P1111L city of San AS OBISPO
mmbam lammm COUNCIL AGENDA REPORT
WWMP
Page 5
detrimental to San Luis Obispo Creek. Discussions with the
Regional Board staff has indicated some agreement on their part and
a willingness to review alternatives. Council has expressed a
strong opposition to the City proceeding with a major project,
without prior Regional Board assurances that the project will meet
requirements and the City will not be open to legal action.
Schedule
Once authorized, staff will begin immediately to negotiate a
contract for Implementation of Wastewater Management Plan.. It is
hoped that a final contract will be brought back to Council for
approval at the February 2, 1988 Council meeting.
There are three time related issues for this project that the City
needs to be sensitive to. They are source detection, Regional
Board compliance and grant funding. One of the key issues
mentioned earlier is the problem of infiltration and inflow. In
order to better identify the extent of this problem, the Wastewater
Management Plan proposed a source detection program. This should
be done this rainy season to be most beneficial. The predesign
work will further evaluate the magnitude of this additional work.
The City is also under a Cease and Desist Order from the Regional
Board for resolving problems including infiltration and inflow, and
treatment plant violations. The City must continue to demonstrate
it is moving ahead diligently in this process in order to maintain
a positive relationship with the Board. Finally, the question of
grant funding is critical. Eventhough the City's project is ranked
as a Catagoty "B" project and there seems to be little chance of
getting a grant, staff feels the only possibility the City may have
is to complete plans and specifications by June for submittal to
the State. The project could then be in line for grant funding, if
other projects failed to meet their time schedules.
Because of these time constraints, staff will continue to fast
track this work. This will result in some of the design work being
performed concurrently with the predes�gn studies. The concurrent
work will be identified as that work which is not contingent on
predesign studies or impacted by the results of the predesign
studies so work is not duplicated. Council will be kept abreast of
all work being performed and will review critical phases including
the benefical use options and negotiations with the Regional Board
on alternative requirements.
Financial
The actual fee for the proposed services will be determined during
contract negotiation. It is estimated that it will be around $1.2
1111111111lllllllip�1111 c1ty of Sark CAS osISpo
COUNCIL AGENDA REPORT
WWMP
page 6
million based on the scope of services presented in the proposal.
The Wastewater Management Plan identified short term loans as a
source of funding which would be reimbursed within a year from long
term bond financing. Alternatives to the short term loans from
financial institutions would be internal loans from Water, Sewer,
or General Fund reserves. It is anticipated that any internal
loans would be repaid with interest to be computed based on market
rates prevailing at the time. A resolution formalizing the use of
internal sources for financing this contract will be presented when
the contract returns to Council for approval. Currently there are
adequate reserves for interim financing pending the receipt of
proceeds from the sale of bonds.
The long term bond financing recommended by the Wastewater
Management Plan would be repaid by a combination of a rate increase
and establishment of system development fees. It was estimated
that a three fold rate increase would be required. That would
result in our current sewer rates of $4.50 /month increasing to
$13.87 to $15.75 /month, depending on grant funding and final
project costs. System development fees are estimated to be in the
range of $1,000 to $2,500 per connection.
The City is also in the process of retaining a Financial Advisor to
provide financial advice on funding the extensive Capital
Improvement Program identified for the next few years. Wastewater
projects make up a large portion of that program. The Financial
Advisor will be used to recommend alternative funding sources and
assist the City in reviewing the financial position of the Sewer
Fund prior to the issuance of any long debt.
Concurrence
This report has been reviewed and received the concurrence of the
City Administrative Officer, City Attorney and Finance Director.
Recommendation
Staff recommends that Council authorize staff to negotiate a
contract for the Implementation of the Wastewater Management Plan
with the firm of Brown and Caldwell Consulting Engineers, or
another firm in priority order as established in accordance with
the City's Purchasing Control Manual. All the proposals and
supplemental proposals are in the Council file for review.
wwmpagenda /bill "b" +--&
IM
City
In The Superior Court of The State of California
In and for the County of San Luis Obispo
AFFIDAVIT OF PUBLICATION
STATE OF CALIFORNIA, )
)} ss.
County of San Luis Obispo
I am a citizen of the United States and a resident of the
County aforesaid; I can over the age of eighteen and not
interested in the above - entitled — tttatter
____ ; I am now, and at all times embraced
in the publication herein mentioned was, the principal clerk 19L91• tatty of
jj% San hits OBISPO
of the printers and publishers of the SAN LUIS OBISPO
COUNTY TELEGRAM- TRIBUNE, a newspaper of general cir-
culation, printed and published daily, Sundays excepted, at
the City of San Luis Obispo in the above named county and
state; that notice
of which the annexed clipping is a true printed copy, was
published in the above -named newspaper and not in any
supplement thereof — on the following dates, to-wit:
1 -23 -88
that said newspaper was duly and regularly ascertained and
established a newspaper of general circulation by Decree
entered in the Superior Court of San Luis Obispo County,
State of California, on June 9, 1952, under the provisions of
Chapter 1, Division 7, Title 1 of the Government Code of the
State of California.
I certify (or declare) under penalty of perjury that the fore-
going is true and correct. n n
(Signatu�b of Principal Clerk)
1 -23 -88
Date , 19 _
The San Luis Obispo City
council will hold a meeting
on Monday. Januacy 25,
1988, beginning at 4:00
p.m. One of the items on the
agenda is review of options
and direction to staff con.
cerning placing rent regula-
tions on the June 7, 1988,
ballot. The Council will also
consider authorizing staff to
negotiate a contract for the
implementation of the Was-
tewater Management Plan
with the firm of Brown and
Caldwell ConsYlting Engi-
neers.
The meeting will be held
in the Council Chamber of
City Hall, 990 Palm Street.
The public is welcome to
attend and written com-
ments are also encouraged.
The report including recom-
mendation by staff will be
available for review in the
City Clerk's office (Room 81
of City Hall). For more infor-
mation, please call the City
Clerk's Department at 549-
7103.
Pam voges.
City Clerk
January 23, 1988 dv43835
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%ty CItrOf son WIS OBISPO
07 got it p ''HEARING ROOM • CITY HALL • 990 PALM STREET • SAN LUIS OBISPO • CALIFORNIA
V 0 * *Lead PWon - Item to come back to Council
A G E N D A Deno.tea action by Lead Pm6on
!!ljs 0 t% No a4t izk - InsoAmation Only
ADJOURNED REGULAR MEETING OF THE CITY COUNCIL
MONDAY, JANUARY 11, 1988 - 12:15 -2:00 P.M.
A. ADJOURN TO FRIDAY, JANUARY 15, 1988 AT 3:00 P.M. - CONGRESSMAN PANETTA
AND CLOSED SESSION FOR CAD'S MI13TMRFREVfFWjA )
C01INTY OF SA:; LUIS. OBISPO ) SS
PageCIty # SIN LUIS OUISPO )
i ccclarc: u;itnr pen.:l' y of porjur, that I am =00y0d
by the City of sail Luis Obispo i;i t;!:' City , Clark's
Czpart ^ ^_nt; a:.d tb -t I posted thiS fYehdc.. �z -r tho
front door of City Fall on
Sinnature
ROLL CALL: Councilmembers Peg Pinard, Vice -Mayor Penny Rappa,
A
Jerry Reiss, Allen K. Settle and Mayor Ron Dunin
1. ZONING REGULATIONS - DENSITY (DUNN - 463)
C
Status report on disposition of Ordinance No. 1106 regarding density
somm
calculations in multi - family residential zones (cont. from 10- 20 -87,
11- 17 -87, 12 -15 -87 and 1 -5 -88) (10 min.).
RECOMMENDATION: By motion, authorize staff to arrange public, workshop
and to address issues related to density in multi - family zones.
MULTARI **
S.tab6 ducected to a4Aange pubtie wo)LUhop and towE on Saturday, March 12
Snom 8:30 - 2:00 p.m. to addneaa idauea utated to density and multi.-Samity
zoned.
2. BALLOT ISSUES (DUNN - 324)
Report by Election Subcommittee regarding proposed ballot issues for
the June and November elections.
RECOMMENDATION: Receive and file report. Subcommittee to review and..
report back by May, 1988. City councilmembers to contact Subcommittee
for possible measures for the November ballot (10 min.).
DUNN **
Report n.eee.ived, aubeomm.ittee to nev.iew and tepoAt back by May, 1988 on
poaa.ib.Ce mea.6u e,6 Son the November batto.t.
3. 12:35 P.M.ADJOURNEDTO CLOSED SESSION TO DISCUSS EMPLOYEE NEGOTIATIONS
AND LITIGATION.
C 0 M M U N I C A T I 0 N S- (15 minutes)
D
During the balance of this City Council meeting, any Councilmember or,
the City Administrative Officer may informally update or inform the
City Council of written or oral Communications and ask for comment
and /or discussion. General direction may be given. An item requiring
formal approval may be continued to the next Regular meeting or upon
Council consensus, action, including direction to staff, may be taken
immediately.
DUNN*
S.tass directed to white tetteh to SoutheAn Pacis.ic RaZftoad "king them
again to remove n.ait"ad cane.
A. ADJOURN TO FRIDAY, JANUARY 15, 1988 AT 3:00 P.M. - CONGRESSMAN PANETTA
AND CLOSED SESSION FOR CAD'S MI13TMRFREVfFWjA )
C01INTY OF SA:; LUIS. OBISPO ) SS
PageCIty # SIN LUIS OUISPO )
i ccclarc: u;itnr pen.:l' y of porjur, that I am =00y0d
by the City of sail Luis Obispo i;i t;!:' City , Clark's
Czpart ^ ^_nt; a:.d tb -t I posted thiS fYehdc.. �z -r tho
front door of City Fall on
Sinnature
�►��fl��1NI�iIIIIfI�p I�lll city of san luls oBlspo
COUNCIL AGENDA REPORT
FROM: "(UL
Toby Ross, Assistant City Administrative Officer
MEETING DATE:
1 -11 -as
ITEM MBER:
SUBJECT:
Review process for a Zoning Ordinance amendment relating to densities in
multi - family zones
CAD RECOMMENDATION:
By motion, authorize staff to arrange a public workshop to address issue related
to densities in multi - family zones
BACKGROUND:
At its meeting of January 5 the City Council Considered a Zoning Ordinance
amendment relating to density in multi - family zones.
In discussing the item, several related issues were raised including: parking,
neighborhood compatibility, affordability, building bulk and mass, population
density, usability /marketability.
Many people commented an the item and offered to assist in resolving the issues.
The City Council requested the City Administrative Officer to propose a review
process.
Many alternatives are possible; three are specifically described below:
1. Council study session: The City Council could conduct a study session
and invite all the interested groups to attend. This is a common
approach which may be limiting in this instance because of the breadth of
the issue, the range of opinion and the desire for open participation of
the Planning Commission and Architectural Review Commission.
2. A public workshop: The City Council could call an open public workshop
with specific invitations to the Planning Commission, Architectural
Review Commission and interested groups and individuals. The format
would be reasonably structured with staff facilitating presentation and
large and small group discussion. This workshop could initiate a more
extended subcommittee process. This approach appears to be a good
balance between openness and structure and is staff's recommendation.
3. Study committee: The City Council could establish a representative study
committee. Membership would be drawn from the Commissions and interested
groups and individuals. Selection of membership could be made by the
City Council (with or without a City Administrative Officer
recommendation) or delegated to the City Administrative Officer. This
may be the most efficient process but prevents full participation.
SIGNIFICANT IMPACTS: Each of the review processes will require substantial staff
time for preparation in addition to the time and effort of the participants.
CONSEQUENCE OF NOT TAKING THE
ACTION:
Any of the alternatives cited Can serve to resolve the issues. Failure to decide on
a review process would delay resolution of the issue. None of the reviews is likely
-, n
Min AGENDA
DATE JKN 11 88 nPEM # 2=10-
city Of sAn LUIS oBispo
990 Palm Street /Post Office Box 8100 • San Luis Obispo, CA 93403 -8100
January 8, 1988
To: City Council
From: City Council Subcommittee on Possible Municipal Measures\
John Dunn and Pam Voges reporting for the subcommittee
Subject: First meeting of subcommittee: report to City Council
The subcommittee consists of Councilmembers Penny Rappa and Peg Pinard,
the City Attorney, the City Clerk and the City Administrative Officer
Last Thursday we met for approximately 50 minutes to discuss possible
charter amendments or municipal measures for the June Primary Election.
It was concluded, after discussion of some potential candidates, that
there are no charter amendments or municipal measures being proposed by
the subcommittee for the June Primary Election. However, it was also felt
that the subcommittee should continue to meet (next meeting scheduled for.
February) and continue the discussion so there might be appropriate
consideration of proposals for the November General Election.
Regarding the City Charter, although there are a couple of relatively
minor clean -up items which might be considered, it was generally felt that
charter revision, when it occurs, should be preceded by a comprehensive
review of the City Charter by a "Blue Ribbon Committee," and that this
would best be done after the National Civic League publishes its updated
model City Charter, probably in spring or early summer.
The subject of mobilehome rent regulation was extensively discussed, but
it was generally concluded that the City Council should decide what it
desires to do on the issue, that it is not necessarily a ballot issue,
even given the recognition that it will probably be a privately- sponsored
initiative on this subject on the November Election.
The subcommittee is asking the City Councilmembers if there are any
subjects that they would like to suggest for the November Election, either
prospective Charter changes or municipal measures.
JD:mp