UTILITY COMMITTEE

The Utility Committee Meeting was held on October 9, 2006 at 6:00 p.m. with Chairman Carey presiding. Members present were Mr. Ruane, Mr. Slavin, Mr. Cregar, and Mr. Snaman. Members of Council present were Mr. Hogan and Council President Williams (arrived at 6:20 p.m.). Mayor Speed was also present (arrived at 6:10 p.m.)

AGENDA ADDITIONS/DELETIONS

Mr. Slavin moved for approval of the agenda, seconded by Mr. Snaman and unanimously carried.

Water Quality Improvement Projects - Consulting Services

In the spring of 2004, the Department of Public Works went through the RFQ process for professional engineering services related to the water quality of the City of Dover's water system. The purpose of the evaluation was to assist the City in determining the appropriate steps, improvements and/or upgrades necessary to stabilize the water distribution system and to determine the cause of the brown water.

During theie Regular Meeting of January 10, 2005, City Council approved the contract with Black & Veatch to perform a water quality evaluation. The results of this evaluation were provided in June 2006 (Attachment #1) and resulted in 22 recommendations to facilitate improvements to the water system. These recommendations consisted of the following:

            (1)       additional monitoring of the system through chemical and data analysis;

            (2)       water system flushing and operational controls;

            (3)       design and construction of deep well contact time piping for improved chemical stability;

            (4)       distribution system controls and rehabilitation;

            (5)       development and incorporation of system analysis tools such as water quality modeling, on-line analyzers and GIS tracking; and

            (6)       corrosion analysis of the water system.

Mr. DePrima, City Manager, stated that some of the recommendations could be implemented in-house, while others require further consulting services for design and analysis. As the approved water quality consultant, Black & Veatch prepared a proposal to provide consulting services that will assist with the implementation of selected water quality recommendations.

The Water Quality Improvements CIP Project has $300,000 budgeted for FY 2007. To date, $23,702.25 has been spent for the Bayard Avenue Tie-in Project and equipment necessary to implement certain water quality recommendations. In addition to requiring consulting services this year, Mr. DePrima stated that it may also be necessary to reserve funding to complete the Bayard Avenue Tank control improvements in conjunction with Bayard Avenue Well (#13R) deep well contact time construction, Well #8 deep well contact time construction, and additional chemical analyses and associated materials.

It is currently estimated that these projects could cost approximately $100,000. Mr. DePrima stated that a more appropriate cost estimate can be determined when the design has been completed for the deep well contact time. In order to stay within budgetary parameters, staff recommended that Notices to Proceed be provided to Black & Veatch for the following tasks, upon contract approval, due to timing constraints:

                        •    Task #1 - Well Piping Improvements (deep well contact time),

                        •    Task #1A - Well Station Surveying (deep well contact time) and,

                        •    Task #2 - Preparation for New / Pending Regulations (required submission to State / EPA in 2007).

Mrs. Sharon Duca, Assistant City Engineer, stated that once Task #1 has been completed, it will be determined if additional funding is available for deep well contact time construction and materials, as well as the need for Erosion & Sedimentation Control Plans (at a cost of $46,000). At that time, improved estimates will aid in determining whether additional consulting tasks or construction projects can be included for FY 2007, as well as determining the appropriate amount of funding necessary to complete the consulting tasks, deep well contact times, and other water quality recommendations within FY 2008.

Mrs. Duca introduced Mr. Christopher Evans and Mr. George Budd of Black & Veatch, who where available to answer any questions.

Staff recommended approving the proposal submitted by Black & Veatch, Inc. for an amount not to exceed $250,000 for FY 2007 for the provision of consulting and design services related to Water Quality Improvements. This would allow for a notice to proceed on tasks #1 and #2. Black & Veatch, Inc. would then be required to submit an updated proposal for FY 2008 for all tasks that are not completed in FY 2007, due to their projected billing rate increase starting July 1, 2007.

Responding to Mr. Ruane, Mrs. Duca stated that there are sufficient funds to complete the Bayard Avenue project. Mr. DePrima noted that the City has not identified any construction easements that may be needed to construct the deep well contact time areas.

Mr. Carey questioned if Black & Veatch had any installed similar systems. Mr. Evans responded that Black & Veatch has installed similar systems in New Jersey and several other states around the country. Mr. Budd also indicated that the criteria for installing the increased contact time is specified by the EPA (Environmental Protection Agency) which has begun to implement these regulations for ground water systems. The installation of the deep well increased contact time will be become required by the EPA within the next year. Initial analysis has determined that the City may qualify for exemptions from certain portions of the regulations.

Mr. Slavin moved to recommend approval of the proposal submitted by Black &Veatch, for an amount not to exceed $250,000 for FY 2007 for the provision of consulting and design services related to Water Quality Improvements. The motion was seconded by Mr. Snaman and unanimously carried.

Evaluation of Bids - U.S. 13 East Sanitary Sewer Intercepter

Mr. DePrima provided members with background information on the installation of the U.S. Route 13 East Sanitary Sewer Interceptor project. He stated that this project has been proposed for the past few years and would allow for the installation of large diameter gravity sewer from just south of the entrance road to Dover Downs to the Schwartz pumping station at U.S. Route 13 and West Rustic Lane. The overall project would allow for the abandonment of the Schwartz pumping station, as well as the more effective re-routing of flows within the City’s sanitary sewer transmission system.

Mr. DePrima stated that the primary difficulty in implementing this project has been obtaining the necessary easements to install the sanitary sewer interceptor. Due to the expansion project proposed at Dover Downs, the easement across this property will be finalized as part of the plan review process. Failure to take advantage of this opportunity would seriously impact the future cost of the project by requiring the City to re-route the interceptor or install it after completion of the Dover Downs expansion and cause additional costs related to penetrating a new roadway and restoring it.

Mr. DePrima stated that in order to minimize the impact to the Dover Downs property, and to coordinate the sewer installation with the site work proposed for the property, Dover Downs is willing to incorporate the work into the construction work proposed for their property. T his would allow Dover Downs to oversee the project and coordinate work activities on their property while avoiding potential delays due to the City’s contractor involvement or future disturbance on their property. The City would then reimburse Dover Downs for the cost of the sanitary sewer interceptor installation. Although Dover Downs will oversee the contract and necessary coordination on their site, the work will be inspected by the Public Utilities Department according to the approved time and materials policy. The section of sanitary sewer interceptor across Dover Downs property to be installed represents approximately 20% of the overall U.S. Route 13 East Sanitary Sewer Interceptor project.

The construction of the sanitary sewer on the Dover Downs property will be implemented through a time and materials contract between Dover Downs and George & Lynch. The time and materials contract awarded to George & Lynch by Kent County is effective through June 30, 2007. George & Lynch has prepared a cost estimate of between $275,000 and $300,000, which includes 1,015 l.f. of 27-inch diameter sanitary sewer pipe, three 6-foot manholes, tie-ins to the existing main, line testing, restoration of lawns and pavement, well-pointing, and select backfill.

Mr. DePrima informed members that due to the need to integrate this project with the Dover Downs project, awarding the project as prescribed does not meet the standard bidding requirements of the purchasing policy or any of the listed exemptions; therefore, a waiver of the City’s purchasing policy is necessary.

Mr. Ruane moved to recommend waiving the City of Dover Purchasing Policy and authorizing Dover Downs to administer the time and materials contract with George & Lynch for the installation of 1,015 linear feet of a 27-inch sanitary sewer interceptor across the Dover Downs property to avoid undue disturbance or scheduling delays for the planned Dover Downs expansion project at an estimated cost of between $275,000 and $300,000. The motion was seconded by Mr. Cregar and unanimously carried.

Mr. Slavin moved for adjournment, seconded by Mr. Snaman and unanimously carried.

Meeting Adjourned at 6:42 p.m.

                                                                                    Respectfully submitted,

                                                                                    Carleton E. Carey, Sr.

                                                                                    Chairman

CEC/hf

S:ClerksOfficeAgendas&MinutesCommittee-Minutes200610-09-2006 UTILITY-Revised.wpd

 

Attachments

Attachment #1 - Black & Veatch, Water Quality Improvement Proposal

ATTACHMENT #1

UTILITY minutes of 10/9/2006

 

Black & Veatch

601 Walnut Street                                                                                                                                                                                                             

Suite 550W                                                                                                                                                                                   

Philadelphia PA 19106

 

Tel.: (215) 928-0700

Fax: (215) 928-1780