Loading...
HomeMy WebLinkAboutMN-SJC-2021-04-282021.04.28 APPROVED Minutes.doc 1 SJC MEETING April 28, 2021 SJC Members Staff Cynthia Brock, Chair CJ Kilgore Ray Burger;Town of Dryden Scott Gibson Rich DePaolo Steve Thayer Scott Reynolds Donna Fleming Guest Bill Goodman Dan Thaete; Town of Ithaca David Warden Susan Brock; SJC Attorney Tee-Ann Hunter Timothy Carpenter; MRB Group Jason Greene; GHD Absent Supervisor Jason Leifer Cynthia called the Emergency SJC Zoom meeting to order at 1:03 p.m. Scott Gibson explained that the emergency meeting was called to establish funding for two emergency projects - Blower Repair and/or Replacement AND Digester Repair and Piping Upgrades. A. Aeration System – Turblex Blower Replacement Authorization David MOVED to Accept the Resolution for Blower Repair and/or Replacement. Seconded by Donna. Approved 8 – 0. Scott MOVED to reword the first RESOLVE of the Resolution to state “ that the Special Joint Committee recommends to its municipal boards that they approve the rebuild or replacement of two (2) Turblex blowers”. Seconded by David. Approved 8 – 0. Unanimously. Donna MOVED to include a RESOLVE “that funds necessary for said repairs be derived from the following sources as determined by the City Controller; operating funds, fund balance, serial bonds, capital reserves, grants and Federal stimulus”. Seconded by Scott. Approved 8 – 0. Resolution for Ithaca Area Wastewater Treatment Facility Emergency Repairs – Activated Sludge Blowers WHEREAS, the activated sludge process is a secondary treatment component at the Ithaca Area Wastewater Treatment Facility, and WHEREAS, biological growth in the activated sludge tanks is maintained through aeration, the process of mixing compressed air (oxygen) with settled wastewater in the process tanks to sustain biological treatment, and WHEREAS, the Ithaca Area Wastewater Treatment Facility has two (2) Turblex and two (2) Hoffman industrial grade blower(s) to provide compressed air to treatment processes, and 2021.04.28 APPROVED Minutes.doc 2 WHEREAS, both of the Turblex blowers suffered catastrophic bearing and impeller failures in December 2020, and March 2021, respectively, eliminating system redundancy, and WHEREAS, a recent failure analysis, diagnostic and service report provided by BCV Systems substantiated these catastrophic failures, and WHEREAS, in accordance with State standards, the facility cannot operate as designed without having a redundant means for aeration, and WHEREAS, in a recent April 23, 2021 MRB Group consultants draft report to evaluate a replacement blower alternative, the Turblex Blowers are identified as a type which need to typically operate at 50 – 100% of their rated airflow to perform within specifications, and WHEREAS, in that same report, Attachment 1 shows that the high speed turbo Turblex Blowers likely operated below their rated airflow on a regular basis, which could have caused mechanical concerns including surging, and WHEREAS, a rotary screw design blower is a recommended replacement which is a different mechanical design which would operate within IAWWTF efficiency parameters, and WHEREAS, in comment 4 of the report, MRB notes that the need for replacement is “urgent” and states many operational concerns which constitute an “emergency,” including lack of aeration redundancy, lack of fine aeration control, potential SPDES permit exceedances, growth of filaments, and other problems which require additional maintenance, and WHEREAS, a factory rebuild of the two (2) Turblex blowers, along with associated programming, and mechanical modifications would allow the reinstatement of the Turblex blowers at a cost significantly below the cost of replacement, and WHEREAS, MRB evaluated three vendors as options for recommended replacement of the Turblex Blowers with an estimated average cost of $328,000, now, therefore be it RESOLVED, that the Special Joint Committee recommends to its municipal boards that they approve the rebuild or replacement of two (2) Turblex blowers for a cost, including contingencies, not to exceed the sum total of Four Hundred Thousand Dollars ($400,000) and, be it further RESOLVED, that funds necessary for said repairs be derived from the following sources as determined by the City Controller; operating funds, fund balance, serial bonds, capital reserves, grants and Federal stimulus. Scott Gibson offered that the seven year old blowers could be repaired/refurbished or replaced. Full replacement using different makes and models may cost upwards of $325,000.00 but a viable repair of both blowers may cost between $100,000.00 and $150,000.00. Tim Carpenter said that the problem with the blowers occurred because low loading at night required the blowers to run at a much lower speed than was optimal. This caused more than normal wear of the parts. Running at a higher air flow at periods of low wastewater treatment should prevent this problem from occurring again. The repairs will come with a one-year warranty – but they are working up a price for an additional three-year warranty. 2021.04.28 APPROVED Minutes.doc 3 Dave asked of the timing of the repair. Tim replied that sending them back to the factory should take a minimum of twenty-four weeks. The two remaining Hoffman blowers do not provide fine controls but are able to provide adequate air flow and they can be used while the repairs are being made. It is difficult to control the dissolved oxygen – it has to be done by hand controlling - CJ plans to over aerate slightly. He is going to look into emergency blower rental just in case. Scott Reynolds asked of the lead time for new blowers. CJ thought that the lead time for new blowers would be four months. Scott Reynolds asked how the funding source(s) would be established. Steve said that he thought that the $100,000.00 to $150,000.00 could fit within our operating budget. He suggested adding a resolve stating where the sources of funding will be derived from - shall be determined by the City of Ithaca Controller (list serial bonds, capital reserves, operating funds, grants and possibly stimulus funding). Susan advised that a public interest order is not necessary if this is considered maintenance or if it is considered a repair – blower replacement is subject to public interest orders. She thought it might make more sense to have the three governing bodies approve it as a replacement (to save time). Bill offered that the Town of Ithaca Town Board meets on May 10th. Ray offered that the Town of Dryden Town Board meets on May 20th. B. Digester Repair Donna MOVED the Primary Digester Repair Resolution. Seconded by Scott. Approved 8 – 0. Scott MOVED the Amendment of Resolve 2 “that Capital Project 422J be hereby amended by an amount not to exceed $1,650,000.00” for a total project authorization of $13,191,850.00 for the purpose of funding said primary and secondary digester repairs and Resolve 3 be it further resolved the funds needed for said digester project be derived from the following sources to be determined by the City Controller – insurance, serial bonds, grants, and federal stimulus funds”. as proposed by Steve Thayer. Seconded by Donna. Approved 8 – 0. Resolution for Ithaca Area Wastewater Treatment Facility Emergency Repairs – Primary Digester WHEREAS, primary and secondary sludge digestion is a vital process at the Ithaca Area Wastewater Treatment Facility (IAWWTF), and WHEREAS, digestion is necessary in dewatering and stabilizing solids for disposal, biogas production for heating and electrical generation, and in the receipt of trucked in wastes, a revenue generating service, and WHEREAS, on the night of March 11-12, 2021, a blockage caused by excessive debris in the primary digester overflow line caused the liquid level in the tank to surge upwards and lift the digester cover approximately 18 inches, breaking anchor bolts, mounts, and concrete, and 2021.04.28 APPROVED Minutes.doc 4 WHEREAS, the immediate blockage was relieved by Drain Brain sewer service and the excess liquid was drained, allowing the primary digester cover to settle back into place but it is no longer anchored in place, and WHEREAS, the digester will need extensive repairs to the cover, anchorage system, and sludge piping and valves to remove further blockages and restore reliable digester operations, and WHEREAS, in accordance with standards, the facility cannot operate as designed without the primary digester in operation, and WHEREAS, the loss of sludge management and treatment provided by this facility presents many concerns including, but not limited to, the inability to adequately maintain appropriate sludge treatment standards, the potential inability to meet plant SPDES permit requirements, the inability to adequately process sludge, increases in trucking, hauling, and disposal costs, the inability to properly receive trucked in waste from regional sources that rely on the IAWWTF for treatment, the potential loss of revenue, and increases in costly plant energy consumption, and WHEREAS, in a draft April 26, 2021 letter by GHD Consultants hired to evaluate emergency repairs for the primary digester, the opening narrative states that the issues with the Primary Digester and associated equipment constitute an “emergency situation” which requires immediate action on the part of the IAWWTF, and WHEREAS, the letter identifies several actions for the Primary Digester including removal of contents, repair of the anchoring system, evaluation, cleaning, and inspection of the piping system(s), along with potential work on the supporting appurtenances as well as Secondary Digester cleaning, inspections and repairs, and WHEREAS, GHD verbally estimates the costs for these repairs to be at least $1.5 million pending further evaluation and the issuance of a subsequent memo, now, therefore be it RESOLVED, that the Special Joint Committee recommends to its municipal boards that they approve said project not to exceed the sum total of One Million Six Hundred Fifty Thousand Dollars ($1,650,000) for removal of primary digester contents, repair of the anchoring system, evaluation, cleaning, and inspection of the piping system(s), along with critical work on the supporting appurtenances as well as Secondary Digester cleaning, inspections and repairs, and a ten percent contingency, and be if further RESOLVED, that capital project CP #422J, IAWWTF Various Improvements, be hereby amended by an amount not to exceed $1,650,000 for a total project authorization of $13,191,850, for the purpose of funding said Primary and Secondary Digester repairs, and be it further RESOLVED, that funds necessary for said project shall be derived from the following sources as determined by the City Controller; insurance recovery, serial bonds, grants and Federal stimulus funds. Cynthia discussed the original analysis of the digesters and the three-tiered phases of work. The first – Essential Immediate Emergency Repairs, the second – Emergency Repairs plus some additional improvements and the third - Essential Immediate, Emergency Repairs plus Additional Improvements. Staff feels that all three tiers are essential to addressing the condition with the digesters. In order to bond for funding – all of the reasoning for the funding must be emergency. 2021.04.28 APPROVED Minutes.doc 5 Jason Greene put out a draft letter that can be modified to properly address the need to cover the emergency component more accurately. Jason said that the digester tanks and the piping networks need to be checked, cleaned and replaced as needed to avoid this type of blockage that caused this failure. The emergency need is that the same problem and resulting damage could happen to the secondary digester. Further evaluation of the situation will be provided upon access to the inside of the digester(s). Jason will re-assemble the letter to more clearly define the project and maintain flexibility. Donna offered that the tiers of action should be more clearly spelled out in the resolution if levels of action are required. She advised that the Second to Last Whereas remove “three tiers of action” and replace with “identify several actions”. Scott added that the resolution should be broad – with a not to exceed limit to get things started. Cynthia said declaring this as an emergency allows more flexibility with the competitive procurement process. Bill thought that some of these items may have to go through a PIO Public Interest Order. Susan offered that “replacement” pieces of equipment need PIO – A PIO requires project scope (MAP – map, plan and report) define the project and the costs and indicate the source of funding. CJ said that the project should be the repair of the primary digester and all associated critical connecting piping and valves which will require cleaning of both digesters. Susan stated that the resolve along with the accompanying revised letter should be satisfactory. Donna advised the Last Whereas should include “pending further evaluation and issuance of a subsequent letter”. Scott said that an additional resolve should be added indicating the source of funding. “ Steve suggested adding a resolve “that Capital Project 422J be hereby amended by an amount not to exceed $1,650,000.00” for a total project authorization of $13,191,850.00 for the purpose of funding said primary and secondary digester repairs” (Ray suggested to include digesters). “AND be it further resolved the funds needed for said digester project be derived from the following sources as determined by the City Controller – insurance, serial bonds, grants, and federal stimulus funds”. Bill understood that some of the items might need to go through the Town PIO. Susan re-iterated that replacement pieces need to go through PIO. Bill said we might need to break the project up into items. The Ithaca Town Board can sign off on emergency items. He suggested two phases – keeping the PIO items separate. They can call a special Town Board Meeting rather quickly. Susan offered that a failure of the secondary digester would be catastrophic. She advised holding special board meetings to approve the critical pieces. David sees this as one repair - all items are inter-related and essential. CJ brought up that there are long lead times for some of the material(s). Susan advised that as long as the $1,500,000.00 covers everything in the report - further resolutions should not be necessary. Cynthia said that the Town process is unique due to their requirements under municipal law – they may or may not need additional steps. Cynthia will submit the revised resolution to the City for City Administration consideration. Jason agreed to put together a revised stream-lined letter of support for tonight’s 6:00 meeting. Susan said to change the First Resolve to delete “that they authorize emergency funding for” and replace with “that the municipal boards approve said project”. 2021.04.28 APPROVED Minutes.doc 6 Cynthia ran through the changes to the Resolution for clarification. Discussion Items – City Harbor is seeking to initiate the exploratory digging in the outfall easement to begin their effluent use contract. Cynthia would like a resolution that the SJC recommends to the municipal partners (owners) that they sign all of the agreements pertaining to the effluent use agreement in advance of receiving confirmation by the DEC approving the effluent use project. The general feeling is that within the agreement themselves as well as within the parameters of that which the DEC is requesting there are enough protections for the plant owners within the project – should ultimately the approval not be granted. Susan said that the agreements have been approved - they just need to be signed. Scott Gibson does not see a problem with DEC approval and would like to give the direction to the municipal partners to sign. Donna MOVED that the SJC recommends the municipal owners sign the Effluent Use Agreement and the related City Harbor/Guthrie agreements prior to receiving DEC approval. Seconded by Scott. Approved 8-0. In that these will be addressed at the CA tonight - Cynthia will put a draft resolution together. Cynthia adjourned the meeting at 2:40 p.m. The Next Meeting will be May 12th, 2021, 1:00 pm.