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HomeMy WebLinkAbout2013-10-08 WSB AGENDAWATER& SEWER BOARD AGENDA TUESDAY, OCTOBER 8, 2013 COMMUNITY DEVELOPMENT CONFERENCE ROOM 1. MINUTES OF THE AUGUST 13, 2013 WATER BOARD MEETING. (ATT. 1) (AMENDED WITH MINOR REVISIONS THAT DID NOT CHANGE CONTENT) 2. UV CHANGE ORDER #3 . (ATT. 2) 3. REPLACING LANDSCAPING IN A SEWER EASEMENT. (ATT. 3) 4. AT&T LEASE -SHERMAN TANK. (ATT. 4) 5. 2013 UTILITIES BUDGET. (ENCLOSED SHEETS) 6. WATER CONSERVATION PLAN AMENDMENT. (ATT. 5) 7. OTHER. Present: Absent: WATER & SEWER BOARD MINUTES TUESDAY, AUGUST 13 , 2013 Oakley, Wiggins, Habenicht, Waggoner, Woodward, Burns , Lay, Penn Moore, Olson Also present: Stu Fonda, Director of Utilities , John Bock , Utilities Manager The meeting was called to order at 5 :04 p.m. 1. MINUTES OF THE JULY 9, 2013 . The Board approved the Minutes of the July 9, 2013 Water Board meeting Motion: To approved the Minutes of the July 9, 2013 Water Board meeting. Moved : Burns Seconded : Habenicht Motion approved unanimously. lfll 2. GUEST: BEN NIELSEN, McLAUGHLIN WATER-UNION AVENUE BIKE PATH. Ben Nielsen from the Mclaughlin Water Design Group in River Run Park Project appeared to discuss the proposed Union Avenue Bike Path which will be located next to the Englewood raw water intake facility north of Union Avenue. Accommodations for the Union Ave . pump station were discussed . The Colorado Water Conservation Board is requesting concept approval and easements for the proposed trail through the property owned by the City of Englewood at the raw water intake facility. The trail is 1 O' wide and will cross under Union Ave . South Suburban will operate and maintain the trail. Gates will be constructed to close the trail for routine and emergency maintenance. I -I Motion: Moved: To approve project concept and a grant of easement to South Suburban Parks for the regional trail extension at the Englewood water intake facility at Union Avenue, in accordance with the City Attorney's approval. Burns Seconded: Waggoner Motion approved unanimously. "~i 3. OVERPAYMENT FROM CLOSING-3226 S. CORONA ST. John Bock appeared to discuss the issue where a title company sent a $200 payment for anticipated water and sewer charges for 3226 S. Corona St. When the final meter reading was figured, the final bill was zero. The amount paid became a credit balance with no further communication from buyer or seller for two months. Staff denied the request from the seller for a refund because refunds can only be granted to existing owners . This is an informational item for the Board in the event the seller, realtor or title company appeal staff's decision. The previous owner called on August 12 , 2013 and was told to call and discuss the issue with the title company. ~ 4. ENGLEWOOD WATER CONSERVATION PLAN COMMENTS AND RESPONSES. The Board received the 2013 Water Conservation Plan comments and responses approved by the consultant. The published legal notice and a water rate comparison for Englewood/Denver water charges were also included. The comments and responses will be forwarded to City Council with the final draft of the water conservation plan. After Council approval it will be forwarded to the State for approval. Motion : Moved : Recommend Council approval of the final draft of the 2013 Englewood Water Conservation Plan . Habenicht Seconded: Lay Motion passed unamimously. ~l 5. WASTEWATER COLLECTION SYSTEM MAINTENANCE STANDARD AGREEMENT FOR THE CITY OF SHERIDAN SANITATION DISTRICT. The Englewood Utilities Department currently performs sewer maintenance services for the City of Cherry Hills Village, South Englewood Sanitation District and the City of Sheridan. The purpose of the Wastewater Collection System Maintenance Standard Agreement form is to standardize these agreements. The maintenance agreements enable Englewood to perform maintenance of adjacent districts that are too small to fund their own maintenance program . This also provides a uniform standard of service for adjacent sanitation districts and insures that lines are flushed at least once a year. Motion: Moved : To recommend Council approval of the Wastewater Collection System Maintenance Standard Agreement for City of Sheridan. Waggoner Seconded : Burns Motion approved unanimously. 6 . SHERIDAN SANITATION DISTRICT NO . 1 CONNECTOR'S AGREEMENT. The Littleton/Englewood Wastewater Treatment Plant is able to receive and treat sewage transmitted by various districts. The agreement addresses this service with the district that owns and maintains the sewer mains. The City of Sheridan has approximately 51 taps and will continue to own the lines and be responsible for capital improvements it its system. Motion : Moved : To recommend Council approval of the City of Sheridan Wastewater Connector's Agreement. Waggoner Seconded: Habenicht Motion approved unanimously. ~ 7. DESIGN AND REPAIR OF 3MG STORAGE TANKS . Tom Brennan appeared to discuss the design and repair of the 3mg storage tank roofs project. The Board received a proposal from Wiss , Janney, Elstner Engineers (WJE) regarding scope of services proposed for the Phase 3 Roof Structure Rehabilitation and New Roof Design in the amount of $49 ,500 . WJE evaluated various alternatives for the retrofit of the roof slab on the west tank at the S. Clarkson water storage facility. WJE was responsible for the engineering for the first two phases. Motion : Moved : To recommend City Manager approval of the Scope of Services for WJE for the 3 mg roof structure rehabilitation in the amount of $49 ,500 . Lay Seconded: Burns Motion approved unanimously. I .. 3 ~ 8 . CHANGE ORDER #02 FOR UV DISINFECTION FACILITY. Tom Brennan appeared to discuss Change Order #02 that was requested by Asian Construction for the UV Disinfection Project. The change order will cover a tee wall to accommodate the clearwell bypass pipe, materials and installation of two additional 1" conduits along with other minor modifications. The total cost for Change Order #02 is $46,668. 78. The UV project bid was $500,000 below the $4.5 mission budgeted . The change order will be funded by the original UV project account. Completion date of the UV project is expected to be mid to late September, 2013 . The section of West Layton Ave . in front of the water plant will be milled and overlayed in early September. Motion : Moved : To recommend City Manager approval of Change Order #02 for the UV Disinfection Project to Asian Construction in the amount of $46,668. 78. Waggoner Seconded: Habenicht Motion approved unanimously. ~ 9. LINDSAY MARSH -4344 S. WASHINGTON ST. -~.·:. The Board received an update on the delinquent account at 4344 S . Washington St. where the water is turned back on after numerous notices, red-tags and repeated turn-offs . Repeated attempts to contact Ms. March has resulted in no response. After Officer Read left her a phone message on July 29, she returned his call and promised to pay her past due bill. As of August 13 , 2013 Ms. Read has not paid. Since this is a violation of the Englewood Municipal Code , the impact team will be ticketing Ms. Marsh . The Board received copies of the form letters, "Termination of Water Service -Notice of Violation ," and "Broken Sidewalk Water Valve -Notice of Violation ." These forms will be used in future for delinquent accounts where the curb stop is inoperable and/or where the customer turns the water back on after it was turned off for non-payment . ~ Ii§! 10 . ALLEN WATER TREATMENT PLANT RESIDUALS MANAGEMENT AND DISPOSAL EVALUATION. The Board received a letter from Arcadis outlining potential options for the management and disposal of treatment residuals generated at the Allen Water Treatment Plant that have elevated concentrations of radionuclides. The labor and fee estimate for evaluation of discharging residuals to a waste disposal facility versus discharging residuals to the sewer is $81,670 . I -'1 Aracadis ' first task is for $45,950 for evaluation of discharging residuals to the sewer, and the second is for $35, 720 for evaluation of existing waste disposal facilities . Staff recommended proceeding with both options. The City of Aurora may participate financially with task #2 . Motion : Moved : To recommend City Manager or Council approval of the Arcadis proposal in the amount of $81,670 for evaluation of discharging residuals to a waste disposal facility versus discharging to the sewer. The City Manager may sign as two contracts or forward together to Council. Burns Seconded: Waggoner Motion approved unanimously '(?l) 11 . COLUMBINE SANITATION DISTRICT SUPPLEMENT #5. The landowner, Taylor Morrison of Colorado is requesting inclusion into the Columbine Water and Sanitation District and Valley Sanitation District. Supplement #5 is for 31 taps for a residential development consisting of 31 patio homes, all located on approximately 9.63 acres . The property is located on the southeast corner of W. Bowles Ave. and Middlefield Road in the town of Columbine Valley. The name of the development is The Cottages at Columbine Valley, currently the Wolf property. Motion : To recommend Council approval of a Bill for an Ordinance approving Columbine Sanitation District Supplement #5 for Taylor Morrison of ~.·.· Colorado , Inc . ·. Moved : Waggoner Seconded: Burns Motion approved unanimously. ~· STATEMENT FROM DAVID HILL , WATER ATTORNEY. The Board received David Hills 's water rights communication dated August 8, 2013 . Mr. Hill 's review discussed what is happening in cases with United Water and East Cherry Creek Valley and Bebe Draw . Meeting adjourned at 6:50 p.m . The next Englewood Water Board meeting will be Tuesday, September 10 , 2013 at 5:00 p.m . in the Community Development Conference Room . Respectfully submitted, J -5 Cathy Burrage Recording Secretary WATER & SEWER BOARD PHONE VOTE -WEDNESDAY, SEPTEMBER 3, 2013 Phone Vote Roll Call. Contacted: Clyde Wiggins, Chuck Habenicht, Tom Burns, Kells Waggoner, Jim Woodward, Linda Olson, Jo Lay, Wayne Oakley, John Moore, Randy Penn 1. MINUTES OF THE AUGUST 13, 2013 MEETING. Motion: Approve minutes of the August 13, 2013 Water and Sewer Board meeting. Moved: Waggonner Seconded: Penn Motion passed unanimously. The next Water and Sewer Board meeting will be Tuesday, October 8, 2013 at 5:00 p.m. in the Community Development Conference Room . Respectfully submitted, Cathy Burrage Recording Secretary I ... v, C IT Y 0 F ENGLEWOOD TO: FROM: DATE: RE: MEMO Stewart Fonda, Director of Utilities Tom Brennan , Utilities Engineer September 25 , 2013 Allen Plant UV Disinfection Project Asian Construction Change Order #03 The UV Disinfection Facility Project is at substantial completion (95 %) with start-up and calibratior}()':f the new instrumentation, as well as programming of the plant 's computer operating system , currently in progress . The facility start up is scheduled for mid- October with final completion the third week of November. The attached Asian Construction Change Order #03 consi sts of ten item s addressing issues of constructability, safety, computer program modifications and lower maintenance requirements. These primarily encompass programming changes , improved drainage involving curb and gutter, integration of vaiious UV shutdown scenarios , ductwork revisions and rock landscaping for additional water conservation and lower maintenance. Change Order #03 is for $49 ,910.00 for the ten items discus sed in Attachment A. The project is on schedule and under budget. Including Change Order #03 , the increase in the projects costs is currently at 2 .9%. 2 -l 10 00 Eng lewood Parkwa y Engl ewo o d, Co lo rado 80110 Ph o n e 303 -762-2635 www.engl ewoodg ov.o rg CDMth .Sm1 CHANGE ORDER 03 Project No. 76969 Doc No. 101 File: F, C, CO 03 Project City of Englewood UV Disinfection Facility Date of Issuance September 24th, 2013 OWNER City of Englewood Utilities CONTRACTOR: Aslan Construction Effective Date September 26th, 2013 Project No.:--------- ENGINEER:=C=D~M-=-=Srru==·t=h~~~~~~~~~~-Project No.: ....:7.-6...;;..9...;;;.6 ...... 9 _____ _ You are directed to make the following changes in the Contract Documents: Description: See Attachment "A" Reason for change order: See Attachment "B" Attachments: (List documents supporting change): See Attachment "C" CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIME Original Contract Price Original Contract Times Substantial Completion : Sept 20, 2013 $ 3,952,439.00 Ready for final payment: Oct ~ 1, 2013 ..&:---.~· •• Net changes from prev ious Change Orders Net change from previou s Change Orders Q $ 63,327.78 days Co ntract Price prior to this Change Order Contract Time prior to this Change Order $4,015,766.78 Substantial Co mpletion : Sept 20, 2013 Ready for final payme nt: Oct 31, 2013 Day s or date s Net Increa se (de crea se) in thi s Cha nge Order Net Increa se (Decrease) in this Change Order Substantial Comp leti on: 21 $49,910.00 Ready for final payment: 21 Days Contract Price with all approved Change Orders Co ntract Time with all approved Change Orders Substantial Co mpletion : Oct 11, 2013 $ 4,065,676.78 Ready for final payment: Nov 21, 2013 Days or date s C:;DriL APPROVED BY : ACCEPTED BY : ~ Engin ee r (.4;uth ori zed Signature) Owne r (Authorized Sign ature) Contracto r (Au th orized Signature) Date : _o_· ~-· _-__..2""-~__,.,_--'2-_b_\..<,_}_ Date: -------------Date : Cf -2 'f -2 {) / 3 EJCDC No. 1910-8-B (1990 Ed ition) 2-2 C0031 2 \ CDMth S m1 Prepared by the Engineers Joint Contract Documents Committee and end orsed by The Associated G eneral Contracto rs of Am eri ca . ATTACHMENT A City of Englewood UV Disinfection Facility CDM Smith PROJECT No. 76969 CHANGE ORDER No. 03 SCOPE OF CHANGE DESCRIPTION 1. PCO 17: Switchgear Thrust Block Reason: A thrust block was added to encase the conduits under the building to restrain conduits while pulling wire. Cost: $ 2,631 .00 Time: 0 days 2. PCO 18 : RCP Check Valve Reason:..,_J,\.p inverted duck bill check valve was specified but wo~ld result in .at least 1-2" of non-draining water in the drain inlet. This caused mosquito habitat concerns for the City and a downstream model was chosen to provide more complete draining. Cost: $ 2 ,059.00 Time: 0 days 3. PCO 19Al : UV Control modifications Reasori: ControJ of the downstream valve for the three UV trains was transferred from I&C designs scope to Calgon 's. The additional co sts are for programming change s associated with this change and clarifications to the control narratives. Cost: $ 18 ,026 .00 Time : 21 days 4 . PCO 20: Additional Curb and Gutter Reason: An additional 164 If of curb and gutter was added on W . Layton Ave to bring the curb into current code where re-paving was required . Cost: $ 4 ,901.00 Time: 0 days C00312) 5. PCO 21: Manhole Ring Reset Reason: The existing manhole access ring in W. Layton needed to be reset. Cost: $ 596.00 Time: 0 days 6. PCO 22: Integration for UV control scheme per WCD #3 & RFI #36 Reason: Additional integration effort for UV controls for I&C Designs per work change directive 3 and RFI#36 . RFI #36 detailed control descriptions under various shutdown scenanos. Cost: $ 9,392.00 Time: 0 days 7. PCO 23: Landscape Rock Reason: Rock landscaping was selected in lieu of seeding around the UV building and new access road. This will lower maintenance costs for the WTP . Cost: $ 2,755 .00 Time: 0 days 8. PCO 24-:Ducting Reconfiguration Reason: A ductwork revision was necessary to fit between the roof and the bridge crane as installed. Cost: $ 5, 150 Time: 0 days 9. PCO 25: Thermostat Conduit Reason: The HV AC contractor did not provide conduit to the humidistat and thermostat and the items were not on the electrical drawings. Cost: $ 2, 700.00 Time: 0 days l 0. PCO 26: Crane Stops Reason : Relocation of the crane stops were implemented in the field to provide proper clearances to the ductwork and the interior roof access ladder. Cost: $ 1,700.00 Time: 0 days 2 -'-} C003 (2) CDMt Sm1 2 3 4 5 6 7 8 _....,.,9 10 Total CO 3 ATTACHMENT B City of Englewood UV Disinfection Facility CDM Smith PROJECT No. 76969 CHANGE ORDER No. 03 COST & TIME SUMMARY $ 2,631.00 $ 2,059.00 $ 18,026.00 $ 4,901.00 $ 596.00 $ 9 ,392.00 $ 2 ,755 .00 $ 5,150.00 $ 2,700.00 $ 1,700.00 $ 49,910.00 TIME (Days) 0 days 0 days 21 days 0 days 0 days 0 days 0 days 0 days 0 days 0 days 21 days This Change Order includes not only all direct costs of Contractor such as labor, material , job overhead, and profit markup, but also includes any costs for modifications or changes in sequence of work to be performed, delays , rescheduling, disruptions, extended direct overhead or general overhead , acceleration, material or other escalation which includes wages, and other impact cost. CDMt Sm1 ATTACHMENT C City of Englewood UV Disinfection Facility CDM Smith PROJECT No. 76969 CHANGE ORDER No. 03 SUPPORTING DOCUMENTATION ITEM DESCRJPTION 1. PCO 17 : Switchgear Thrust Block 2. PCO 18: RCP Check Valve 3. PCO 19Al: UV Control modifications 4. PCO 20: Additional Curb and Gutter 5. PCO 21: Manhole Ring Reset 6. PCO 22: Integration for UV control scheme per WCD #3 & RFI #36 7. PCO 23: Landscape Rock 8. PCO 24: Ducting Reconfiguration 9. PCO 25: Thermostat Conduit I 0. PCO 26: Crane Stops 2 -(o C003 (2) CITY 0 F September 23 , 2013 Mr. Jay Goldie, Director Public Works Department City of Cherry Hills Village 2450 E. Quincy Ave. Cherry Hills, Village , CO Subject: Englewood Water Services Dear Jay: ENGLEWOOD After the recent repair to a water line in Cherry Hills Village, a review of the contract, dated September 30, 1993 for water service between the City of Englewood and Cherry Hills Village was completed. Paragraph 6 of the contract provides that, "Englewood agrees to operate, maintain, repair and replace all facilities which come under its domain in the Service Area to the extent that such maintenance is necessary _to the furnishing of potable water ·~,»ervice provided for in this Agreement. .. " · Englewood is of the opinion that anything beyond backfilling and tamping the dirt is not necessary for the furnishing of potable water service. This would include, but not be limited to, grading, and /or replacement of landscaping or strnctures. Englewood believes that this would be a matter to be resolved by Chen-y Hills Village as the owner of all of the facilities and the property owner. Thi s is the level of service provided when Englewood repairs its own mains that are located in streets. Many of the lines in Cherry Hills Village, however, are located in easements crossing private property. If you have any questions regarding this issue, please call me at 303-762-2636. Sincerely, Stewmi H. Fonda Director of Utilities City of E nglewood 3 -1 1000 Englewood Park way En glewoo d, Co lo rad o 80110 Phone 303-762-2635 www.e nglewo odgov.o rg MEMORANDUM TO: FROM: DATE: REGARDING: Stu Fonda, Utilitities Director John Bock, Utilities Manager of A~utiJ Nancy Reid, Deputy City Attorney/~ September 26, 2013 AT&T Notice of Intent to extend Lease/Water Lease Agreement dated November 15 1993 and effective January 1, 1994 for the Sherman Water Tower Lease. We have received notice of an intent to renew this Lease which was for an initial term of 5 years, with 5, five year renewals. This Notice will start the 3rd 5 year renewal of the Lease on February 1, 201, running through January 31, 2019, and is legally acceptable. Attachment I CC: Cathy Burrage NNR/nf y -I at&t AT&T Services, Inc Network Real Estate Administration 575 Morosgo Drive, (13F West Tower) Atlanta Georgia 30324 FA#: 10093793 SITE NAME: C071/BROADWAY & BELLEVIEW MARKET NAME: CO/UT/WY/MT/S O . ID AGREEMENT ID: 64128 Via Certified Mail -Return Receipt Request Number 7008 0500 0001 2915 1023 August 30, 2013 CITY OF ENGLEWOOD Attention: Director of Utilities 3400 SOUTH ELATI STREET ENGLEWOOD, CO 80110 RE: Notice of Intent to Extend Lease-Water Tower Lease Agreement dated November 15, 1993 by and between Denver Cellular Telephone Company d/b/a Cellular One (Lessee) and City of Englewood (lessor); Site Name: C071/BROADWAY & BELLEVIEW; Site ID : 10093793; Site Location: 5401 SOUTH SHERMAN WAY LITTLETON, CO 8012,1 Subject: Notice of Intent to Extend Lease Term for Site C071/BROADWAY & BELLEVIEW Dear Lessor: Please accept this.,letter as written notification that Denver Cellular Telephone ·Company d/b/a Cellular One d/b/a New Cingular Wireless PCS, LLC is extending the term ofthis Lease for an additional 5 Years term from February 1, 2014 through January 31, 2019 . · Should you have any questions regarding the above, please contact me on our toll-free number, 877-231- 5447. To expedite processing of your request, please reference the site name as found on the subject line of this letter on all communications SDm · DianaWo~ New Cin;far tireless, Network Real Estate Administration Network Lease Specialist cc: Real Estate Manager y -2. DW Renewal No tice September 30 , 2013 Mr. Kevin Reidy Office of Water Conservation and Drought Planning Colorado Water Conservation Board -DNR 1313 Sherman St., Room 721 Denver, CO 80203 RE: City of Englewood Water Conservation Plan Review Dear Kevin: The following letter is in response to the comments provided by your office (dated August 29, 2013) regarding the City of Englewood 's September 2013 Water Conservation Plan . Administrative Both administrative issues have been addressed (please see formal submittal and plan appendix) Consumption Number Issues Consumption numb~.r issues have been resolved and the plan has been U.J?dated accordingly. Water-wise Landscaping and Efficient Irrigation Additional description on water-wise landscaping and efficient irrigation was added to the plan. Turf and landscape standards and irrigation system requirements for new construction will be re-evaluated at future planning efforts due to the fact that Englewood is not seeing a large amount of new construction at this point. For water-wise landscaping and efficient irrigation educational programs , Englewood has opted to refer residents to Denver Water's educational programs. Englewood currently does not have the staff resources to build a landscaping and irrigation educational program . Residential and Commercial Audits The residential and commercial audit programs could include both indoor and outdoor audits. The City envisions a residential audit program in which local plumbers may be utilized to perform water audits for customers . Commercial water audits would be performed by a third party consultant and is an effective way to educate commercial and industrial businesses on how they can save wate r. Incentive and Rebates The residential and commercial audit programs are the City 's rebate and incentive programs . Due to the large amount of staff time needed to establish and run rebate and incentive programs , Englewood has opted not to pursue any additional rebate and incentive programs at this time . 5-1 Metering Issues Last but not least, in CWCB's initial plan review, you requested that the City commit to moving from a customer-based meter replacement program to a utility-base, pro-active meter installation program . Englewood has approximately 11 ,000 water connections , of which 8 ,700 are single family homes (SFH) -All non-residential accounts are metered. There remains 1,750 SFH yet to be metered , and the City is changing those at a rate of 100-150 per year. To help customers understand how much water they use and how much that will cost , the City will phase in a fully-metered system (described below). Residents will know how much water they use , and the equivalent usage-based cost vs . flat rate, for a period of time before the metered rate takes effect. The City of Englewood is committed to full metering as a foundational goal for effective conservation planning . The Utilities Department has designed its water metering program in an innovative way that fits its unique conditions while ensuring compliance in a more-defined timeline as follows : PHASE I -Englewood will immediately begin a voluntary meter installation program/initiative* for 3 Years as described in the current water conservation plan . Englewood Utilities expects 250 new meter conversions per year based on the current mandatory conversion and Englewood Meter Assistance Program (EMAP) in addition to the new metering initiative. This new initiative will start in year 2014 and continue on a rotating-basis . This should result in Englewood becoming fully-metered in 7 years PHASE II -If Phase I doesn 't achieve the anticipated/required results, the City will consider implementing an additional program to further expedite the pace of meter conversion . We will proactively add 100 new meter conversions per year, encouraging customers to convert to metered rate . This should ensure a fully- metered system by year 2019 Once again , we appreciate the financial and technical assistance we received throughout this planning process and are eager to start the implementation phase. I hope this letter satisfactorily addresses all the conditions in your review . Please feel free to contact me if you have any questions/concerns or need additional information . Respectfully , Stu Fonda Director of Utilities, City of Englewood *Pending CWCB Implementation Grant and/or loan assistance S-2