HomeMy WebLinkAbout05-14-12 Board of Public Works Meeting AgendaINS] F1 a ki Lei I Dqztel 2:1*CM W-11 W
A meeting of the Board of Public Works will be held on Monday, May 14, 2012, at 4:45 p.m. in
Common Council Chambers — Third Floor, City Hall, 108 East Green Street, Ithaca, New York.
2. Mayor's Communications
3. Communications and Hearings from Persons Before the Board
4. Response to the Public
5. Reports
Special Committees of the Board
Council Liaison
Board Liaisons
Superintendent and Staff
Other Department Heads
Approval 6.
7. Administration and Communications
T. VOTING ITEMS
Buildinas. Prooerties.
8.2 Hiahways, Streets and Sidewalks
8.3 Parking and Traffic
8.4 Creeks, Bridges and Parks
8.5 Water and Sewer (45 min.)
A. Water Treatment Plant — Possible Resolution
9. DISCUSSION ITEMS
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10. New Business
11. Adjournment
If you have a disability that will require special arrangements to be made in order for you to fully
participate in the meeting, please contact the City Clerk at 607- 274 -6570 at least 48 hours before the
meeting.
The Board of Public Works meets on the second, third and fourth Wednesdays of the months at 4:45 p.m. All meetings are voting
meetings, opening with a public comment period. Meeting agendas are created from prior public input, Department operating, planning
issues, and requests made to the Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request
written comments on lengthy or complex issues. This information may then be used to create committee agendas, with the speaker or
author invited to attend.
Page 1
1 • �' • • �`
8.5A Water Treatment Plant — Possible Resolution
This agenda is devoted to the City's Water Treatment Plant because we are at a milestone
decision. We need to authorize several million dollars in design and construction support fees
to take this project into and through construction. This is. a milestone only because of the way
this project has been handled prior to this date, broken down into individual decisions for each
incremental step, with those steps spread out over years.
O'Brien and Gere has provided a Basis for Design Report that outlines the project in sufficient
detail to provide site plans, process and equipment layout, and a detailed estimate for the 30%
design state of the project. With this information and the completion of their contracted work to
date, we need to agree to undertake the rest of the design and proceed to construction. Your
final decision point will be the award of $25 to $30 million dollars in construction contracts over
the next two years. This all assumes that Common Council agrees to increase the project
funding from the roughly $6 million to over $36 million so that the construction contracts can be
awarded. We currently have funding to undertake the design iVork.
This is the largest construction project the City has undertaken since the wastewater plant was
finished in 1987 for roughly $35 million. It will have a significant impact on water rates in the
city. We currently estimate that it will raise them by a factor of one third from roughly $6 per
thousand gallons to about $8 per thousand gallons. The "average" household will use roughly
90,000 gallons per year so we are talking about raising the average bill from $540 per year to
$720 per year. Most people see their water bill combined with their sewer bill so they will see
the $180 increase on a larger bill. (The combined rate for water and sewer is $9.56 per 100
cubic feet or $12.78 per 1000 gallons, making the "average" current combined bill $1,150
annually.)
The attached information is designed to answer questions we anticipated would come up, or
should be addressed. What was the project in 2006? What is the current proposed project,
and why are they different? How has this impacted the project budget? Where have the cost
increases come from? What happens if we want to reduce the project size and cost? Should
Win rPvicit tha riPricinn to rPhi dirl the C itv'c nnnnt rather than nn to RNMn Pnint fnr water? I nm
sure you will think of your own questions as you review the material and we start the
discussion.
The cost estimates and water rate projections here contains a lot of assumptions and they
could be refined with much more sophisticated analysis, but they are accurate enough to tell
you about what the project costs and about what the rate impact will be. We believe this will
allow us to start the discussion, and to generate any more question you may have prior to
making the decision to authorize the extension of the design contract.
If we were having a third meeting in May, I would have delayed this presentation until the
information I am providing you had been more thoroughly reviewed. If it is updated in the next
two days, we will forward the updates. However, I believe that any changes or updates at this
point may change a few numbers but will not change the basic information. This is an
important project that prepares the City's water production to start its next 100 years of
production.
Page 2
9.1 Executive Session
I will ask for an Executive Session with the Board.
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Mai _q, 2012
Page 3
Date /Time: May 14, 2012, 4:45 PM
Location: Board of Public Works Meeting
Meeting Objectives: Closeout the Preliminary Design Phase and Obtain Authorization to Proceed with Final
Design
Items for Discussion:
1. Review Project Scope Changes Since The Last Comprehensive Update Reflecting the Outcomes of the
following:
a. City and State Environmental Quality Review Process
b. City Site Plan review Process
c. Preliminary Design Development
2. Review Updated Project Cost Estimate
3. Review Projected Impact on Water Rates
4. Compare Updated Project Costs with Alternative to Purchase Water from Bolton Point
Attachments:
Water Supply Project Scope Changes
2012 Estimated Project Cost
Estimated Water Rate Impacts
Estimated Water Rate Impacts — Purchase Option
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360° Engineering and Project Delivery Solutions
Subtotal
Contingency
Total Estimated Construction Cost
Design & Construction Engineering
$
2006
$
Escalation to
2012
2012 Estimate
Reservoir Site Improvements
$
1,428,000
$
1,718,713
$
5,245,436
Access Road
$
195,600
$
235,420
$
63,945
Dam Safety Related Work
22,954,976
$
27,353,468 1
$
$
3,176,840
Pre -Sed Basin /Intakes
$
652,398
$
785,214
$
1,000,000
Dredging- Allowance
$
312,240
$
375,806
$
375,000
Gatehouse
$
71,028
$
85,488
$
276,384
Utility Building
$
60,000
$
72,215
$
100,000
Electric Service, Water Service, Misc. Site Work & Equip.
$
136,734
$
164,570
$
253,267
Raw Water Transmission Main Upgrades
$
438,000
$
527,168
$
267,602
Purchase Water - Allowance
$
1,018,350
$
1,018,350
$
600,000
Water Treatment Plant
$
12,097,442
$
14,560,246
$
18,678,426
Phasing Considerations (Temp. Facilities)
$
364,458
Demolition
$
268,943
$
323,695
$
1,196,449
Site Work /Utilities
$
410,384
$
493,930
$
792,498 I
Electrical /Instrumentation
$
1,995,794
$
2,402,099
$
2,146,971
HVAC /Plumbing
$
704,398
$
847,800
$
1,134,144
Arch /Structural
$
3,718,500
$
4,475,514
$
i
I
6,324,644 c
Process Equipment
$
4,999,423
$
6,017,208
$
6,355,702
Clearwell Repairs
$
113,560 c
High Lift Pumps Replacement
$
250,000
Distribution System Improvements
Interconnection Building
$
223,535
Elm Street PS
$
350,000
Giles St- Residual Handling
$
2,342,718
$
2,819,650
$
2,529,177
Subtotal
Contingency
Total Estimated Construction Cost
Design & Construction Engineering
$
17,324,510
$
20,644,127
$
27,894,176
$ 3,464,902
$ 4,128,825
$
4,184,126
$ 20,789,412
$ 24,772,952
$
32,078,302
$ 2,165,564
$ 2,580,516
$
4,291,667
Estimated Total Project Cost
$
22,954,976
$
27,353,468 1
$
36,369,969
ENR Construction Cost Index
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Jun -06 Mar -12
7700 9268
Notes:
- onstruction Work now proposed to be completed by City staff.
Dam Safety Work added. Previously to be a separate and independent project.
as result of intake inspection a complete replacement of the structure is warranted.
Nater purchase allowance adjusted for phase 1 construction (anticipate 10 month schedule)
Includes trailers for office, restroom, lab, chemical feed and membrane filtration. This minimizes required purchases of water
In 2006 the estimate used a rough order of magnitude approach which was low, based on current knowledge of requirements.
ncludes connection to interconnection, clearwell pipe gallery and finished water pipes.
o reflect input received during the DEIS process and to accommodate operational needs, the interior spaces of the plant were
icreased by approx. 25% by building out the second floor to match the first. Arch. and finish selections were upgraded during the site
,Ian review process to reflect community input. The upgrades result in an increase of 10% in the anticipated construction costs. A
learwell pipe gallery was added to provide safer year round access to metering and water quality equipment.
quantity of pipes and valves increased to provide by -pass options, provisions for future hydroturbine and splitting plant flow
onsidered an operational issue for the 2006 estimate. Clearwell Repairs: Includes $5 /sq ft for lining of clearwells
2006 uses 20% (to match that original estimate), 2012 uses 15% to reflect higher level of project development
- urrent estimate is based on O'Brien & Gere providing all contract administration, inspection, and design services. Previous estimates
assumed City staff would untake some of this work. Estimate includes $475,000 authorized to date.
Increase in construction cost index (inflation) by approximately 20% since 2006.
Date:4/26/2012
City of Ithaca
Water Supply Project
Cash Flow Projection 5/8%2412
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1. State and City Environmental Review Process
$375,000
a.
Added chlorine dioxide feed room and equipment. Required two rooms
(Sodium Dioxide Room and Sodium Chlorite Room) with total footprint of
$250,000
approximately 850 sq ft.
b.
Added interior space for standby generator. Room provides noise
$75,000
reduction and has a footprint of approximately 410 sq ft.
c.
Added provisions for future hydroelectric power generation. Set aside an
$50,000
approximate 150 sq ft space for future hydro-turbine.
2. Site plan review process
$425,000
a.
Increased number and size of windows.
$200,000
b.
Upgraded structural and architectural features of interconnection
5125,000
building.
c.
Upgraded architectural features and finishes to improve building
$100,000
appearance and community setting.
3. Deferred maintenance
$4,065,000
a.
Incorporated clearwell lining into project.
$115,000
b.
Incorporated replacement of five existing high lift pumps.
$250,000
c.
Incorporated distribution system improvements for disinfection
$350,000
byproduct management (Elm St. tank pumping station and tank mixing)•
d.
Incorporated dam safety upgrades
$3,175,000
e.
Incorporated replacement of existing gatehouse
$175,000
4. Process and Operational Upgrades $1,535,000
a. Added interconnection building to improve pressure and flow regulation
of interconnection with SCLIWC. The interconnection building will allow
for separate flow measurement and regulation into each of the City's $200,000
three pressure zones and metered flow from the City back into SCLIWC
transmission main.
360' Engineering and Project Delivery Solutions 0BRIENGGERE
e. Increased interior space for the laboratory, offices, storage, and meeting $325,000
rooms. Added 2250 sq ft.
f. Selected more conservative basis of design for membrane process units
as a result of piloting to address fouling potential over the wide range of
raw water quality expected and to reduce energy requirements. Flux $200,000
rate for membranes changes from 50 to 40 GFD (decrease of 20%).
Increased room by approximately 500 sq ft.
g. Added piping and valves to allow for a split flow treatment operation $60,000
(operate as two independent plants).
h. Modified approach to residuals handling to incorporate a mechanical
press and building. Design included two concrete basin thickeners and
two volute presses located inside of the new press building [no
anticipated cost increase]
S. Other cost related issues
a. Demolition: In 2006 the estimate used a rough order of magnitude
approach. Based on current knowledge of requirements we now believe
the original estimate was low do to staged and sequencing • demolition $850,000
required and the objective of recycling and reusing materials to the
extent practical and the protection of existing operational facilities.
Total $7,250,000
1:\Ithaca-C.1598\45762.Water-Treatment\N-D\Fee Estimate\ Summary of Process and Operational Upgrades.doc
360* Engineering and Project Delivery Solutions r" CYBRIENSGERE
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City of Ithaca
Mayor's Budget
City of Ithaca
Summary of Water and Sewer Rates
1989 -2012
Page 21
Per 100 cu ft
Per 100 cu ft
Year
Water Rates
%Change !,
;Sewer Rates
' % Chance
19891
$
0.90
$
0.90
1990
$
1.00
11%
$
1.16
29%
1991
' $
1.16:
16 %'
$
1.25
8%
1992
$
1.21
4%
$
1.40
12%
- 1993';
$
1.21
0%
' $
1.40
0%
1994'
$
1.271
5 %'
$
1.47:
5%
1995;
$
1.40
10 %;
$
1.62
10%
1996;
$
1.54
10 %'
$
1.70
i 5%
1997;
$
1.69
10%
j $
1.70
0%
1998;
$
1.83
8%
j $
1.70
j 0%
19991
$
2.01
!, 10%
$
1.70
' 0%
2000'
$
2.21
! 10 %!
$
1.87
10 %0
2001
$
2.32
! 5 %i
$
1.96
! 5 %
2002
$
2.46
6%'
$
2.16
10%
_
2003
$
2.53
3%
$
2.38
10%
--
20041
0 %1
j $
2.62
10%
2005
$
_2.53
2.68
! 6%o
$
2.80
'� 7%
2006
$
2.76
3 %;
$
3.08
_10%
- - - -�
20071
$
2%
I $
3.39
10%
2008;
j $
_2.82',
2.91
3%
j $
3.73
_ 10 %
2009;
$
3.02,
4 %'
$
4.10
! 10%
--
2010'
$
-
3.32
10 °l0
j $
4.43
8 °l0
2011 '
2012r
$-
$
- 3.75
4.50
13 %'i
20%
$
$
4.87
5.06
10%
- 4%
average
_ --
-
7 %0
8 %°
Page 21
City of Ithaca
Fund Balance Activity Water Fund
As of 9/30110
File:Budoetreserves
Water Fund
% of Oper.i
Total Fund'% of Oper.j
Unappropriated'
Apr FIB Per;
Fund Balance,
Results of
Year Ending
Revenue'
Balances
Revenues
Fund Balance
Budget;-
Used
Operations
Water Fund Balance 1213111997
58.16% $
1,386,143.00
42.50 %( $
1,012,724.00
$
48,204.00 $
$
347,621.00
Water Fund Balance 12131/1998
72.91 %' $
1,738,324.00
53.93 %I $
1,285,689.00 `
$
- $
- $
352221.00
Water Fund Balance 12/31/1999
81.33 °lo $
2,279,665.00 !.
63.08 %f $
1,768,110.40
$
$
$
399,938.00
i
Water Fund Balance 12131!2004
76.99 %,' $
2,206,840.00
61.47 %1 $
1,7 62,023.00 !
$
$
$
45,468.00
Water Fund Balance 12!31 12001
76.63 °l0', $
2,295,348.00:
51.85 %' $
1,852,714-00
89,077.00
Water Fund Balance 12/31/2002
i 79-77%-! $
2,592,940-00
61.88 %1! $
2,011,463.00
$
s $
$
302,444.00
Water Fund Balance 12/31/2003
87.26 %1 $
2,675,627.04 !
69.19 %, $
2,121,605.00
$
- $
$
82,687.04
Water Fund Balance 12/31/2004
87.29 %i' $
2,839,575.04 '
71.35 %I $
2,321,207.00 !
$
21,184.00 $
$
163,948.00
Water Fund Balance 12131/2005
88.99% $
2,885;153.00
60.68% $
1,967;391.00
$
56,508.00 ? $
- $
45,578.00
I
Water Fund Balance 12!3112006
93:69 %1 $
2,754,321.00
69.07 %'' $
2,030,457.00
$
402,015.00 $
123,721.04 $
(123,721.00)
Water Fund Balance 12/31!2007
92.80 %! $
2,777,949.00
65.03% $
1,946,606.00
$
252,724.00 ! $
$
23,628.00
Wate Tmd Balance 12/31/2008
80.26 %; $
2,365,259.00-
51.40 %! $
1,514,94700
$
261,460.04 $
412,689.00 j
(412,689.00)
_
Water Fund Balance 12131/2009
64.49% $
1,820,239.00
35.84% $
1,011,524.00
$
371,270.00 $
559,995.00 $
559,995.00
Water Fund Balance 12/3112010
53.32% $
1,677,778.00
14.41 %, $
453,505.00
$
703,007.00 $
137,323.04 ! $
(137,323.00)
As of 9/30/11 i 2011 revs
I $$
2,570,537.00
-- —� -exp -
$
2,602,707.00 -
-
- --
--
—
!$
(32.170.00), --
--
-
2010! revs
$
3,146,389.00
— iexP
- $
3,283,712.00
--
$
(137,323.00)
- -- --
- --
- --
-
--
2009revs
$
2,822,480.00
-_ exp
$
3,382,475.00
- - --
.. -
--
$
(559,995.00):
--- 2008 revs
$
2,947,147:00---
eXp
- $
3,359,836.00
$
(412,689.00)`
-
-
2007 revs
$
2,993,324:00 ,
--
;exp
$
2,969,696.00
$
23,528.00
- -_ --
20061 revs
! $
2,939,892.00
- -- -
-
exp
$
3,063,613.00
$
(123,721.00)=
- -
- -- -_-
2006':revs
$
3,241,985.00
-
exp
$
3,196,407.00 .
--
- $
45,578.00 . -
-
- - --
2004 revs
$
3,253,100.00
lexp
$
3,0_89,15200
$
163,948.00
---
-
2003'revs
$
3,066,343.00
exp
$
2,983,656.00 -
-
$
82,687.00
--
-
2002 revs
exp
- - $
$
31250,722.00
2,948,278.00
- - - - -
--
--
- --
-
-
$
302.444.00
Page 22