HomeMy WebLinkAbout2009.08.17 Council Meeting Packet AGENDA
PASCO CITY COUNCIL
Regular Meeting 7:00 p.m. August 17,2009
1. CALL TO ORDER
2. ROLL CALL:
(a) Pledge of Allegiance.
3. CONSENT AGENDA: All items listed under the Consent Agenda are considered to be routine by the
City Council and will be enacted by roll call vote as one motion (in the form listed below). There will be
no separate discussion of these items. If further discussion is desired by Councilmembers or the public,
the item may be removed from the Consent Agenda to the Regular Agenda and considered separately.
(a) Approval of Minutes:
1. Minutes of the Pasco City Council Meeting dated August 3,2009.
(b) Bills and Communications: (A detailed listing of claims is available for review in the Finance
Manager's office.)
1. To approve General Claims in the amount of$2,243,987.15 ($63,321.33 in the form of Wire
Transfer Nos. 5273 and 5276; and $2,180,665.82 consisting of Claim Warrants numbered
172892 through 173109).
2. To approve bad debt write-offs for utility billing, ambulance, cemetery, general accounts,
miscellaneous accounts, and Municipal Court (non-criminal, criminal, and parking) accounts
receivable in the total amount of$175,479.38 and, of that amount, authorize $118,421.19 be
turned over for collection.
(c) Authorization to Approve Meter Reading Contract:
1. Agenda Report from Jim Chase, Finance Manager dated August 4, 2009,
2. Contract for Meter Reading and Related Services and Exhibit A.
3. Memorandum to Rick Terway, Administrative & Community Services Director and Stan
Strebel, Deputy City Manager.
To approve the proposed contract for meter reading services with Columbia Meter Reading, Inc.,
and, further, authorize the Mayor to sign the contract.
*(d) Right-of-Way Dedication for Road 100 (MF#INF009-073):
1. Agenda Report from David 1. McDonald, City Planner dated August 12, 2009.
2. Vicinity Map.
3. Right-of-Way Dedication Deed.
To accept the deed from Kingspoint Christian School for a portion of the Road 100 Right-of-
Way.
*(e) Resolution No. 3181, a Resolution accepting work by Bachtel Construction, under contract for
the Volunteer Park Pavilion Concrete Platform Project.
1. Agenda Report from Rick Terway, Administrative & Community Services Director dated
August 13,2009.
2. Resolution.
To approve Resolution No. 3181, accepting the work performed by Bachtel Construction, under
contract for the Volunteer Park Pavilion Concrete Platform Project.
(RC) MOTION: I move to approve the Consent Agenda as read.
4. PROCLAMATIONS AND ACKNOWLEDGMENTS:
(a)
(b)
(c)
5. VISITORS-OTHER THAN AGENDA ITEMS:
(a)
(b)
(c)
Regular Meeting 2 August 17,2009
6. REPORTS FROM COMMITTEES AND/OR OFFICERS:
(a) Verbal Reports from Councilmembers
(b) Financial Services Manager: General Fund Operating Statement through July 2009.
(c)
7. PUBLIC HEARINGS AND COUNCIL ACTION ON ORDINANCES AND RESOLUTIONS
RELATING THERETO:
(none)
8. ORDINANCES AND RESOLUTIONS NOT RELATING TO PUBLIC HEARINGS:
(none)
9. UNFINISHED BUSINESS:
(none)
10. NEW BUSINESS:
(a) State Energy Program Grant and Loan Program—Process Water Reuse Facility:
1. Agenda Report from Robert J. Alberts, Public Works Director dated August 5, 2009,
2. Vicinity Map.
3. Project Outcome and Goals by Troy Green.
4. Department of Ecology Letter of Support.
MOTION: I move to authorize a grant application for the State Energy Program and commit
$250,000 from the Process Water Reuse.Facility Account.
*(b) Memorial Pool Renovation Project:
1. Agenda Report from Rick Terway, Administrative & Community Services Director dated
August 12, 2009.
2. Bid Tabulation.
3. Pool Site Plan.
(RC) MOTION: I move to award the contract for the Memorial Pool Renovation Project No. 09-118,
to Ziegler Construction in the amount of$1,817,600.00 plus sales tax, including the base bid and
alternate bids No. i (deck), and No. 2 (shade) and, further, authorize the Mayor to sign the
construction contract.
-AND-
MOTION: I move to authorize the purchase of materials for the construction of the new leisure
pool from Myrtha Pools in an amount not to exceed $289,000.00 plus applicable sales tax.
11. MISCELLANEOUS DISCUSSION:
(a)
(b)
(c)
12. EXECUTIVE SESSION:
(a)
(b)
(c)
13. ADJOURNMENT.
(RC) Roll Call Vote Required
* Item not previously discussed
MF# "Master File #......
Q Quasi-Judicial Matter
Regular Meeting 3 August 17,2009
REMINDERS:
1. 6:00 p.m., Monday, August 17, Conference Room # 1 — LEOFF Disability Board Meeting. (MAYOR
JOYCE OLSON and COUNCILMEMBER MATT WATKINS)
2. 5:30 p.m., Wednesday, August 19, Applebee's Restaurant— Benton, Franklin and Walla Walla Counties
Good Roads and Transportation Association Meeting. (COUNCILMEMBER BOB HOFFMANN, Rep.;
AL YENNEY,Alt.)
3. 8:00 a.m., Thursday, August 20, Pasco Red Lion — Welcome Address, Washington Agriculture and
Forestry Education Foundation Leadership Conference. (MAYOR JOYCE OLSON)
4. 12:00 p.m., Thursday, August 20, 515 W. Clark Street — Pasco Downtown Development Association
Board Meeting. (COUNCILMEMBER AL YENNEY, Rep.; MATT WATKINS,Alt.)
5. 11:30 a.m., Friday, August 21, Sandberg Event Center—Benton-Franklin Council of Governments Board
Meeting. (COUNCILMEMBER TOM LARSEN, Rep.; BOB HOFFMANN,Alt.)
6. 10:00 a.m., Saturday, August 22, Downtown Kennewick Parkade — Benton Franklin Fair Grand Parade.
(MAYOR JOYCE OLSON)
MINUTES
REGULAR MEETING PASCO CITY COUNCIL AUGUST 3, 2009
CALL TO ORDER:
The meeting was called to order at 7:00 p.m. by Joyce Olson, Mayor.
ROLL CALL:
Councilmembers present: Rebecca Francik, Michael Garrison, Robert Hoffrnann, Joyce
Olson, Matt Watkins and Al Yenney. Absent: Tom Larsen.
Staff present: Gary Crutchfield, City Manager; Leland B. Kerr, City Attorney; Stan
Strebel, Deputy City Manager; Richard Terway, Administrative & Community Services
Director; Rick White, Community & Economic Development Director; Mike Aldridge,
Police Captain and Bob Gear, Fire Chief.
The meeting was opened with the Pledge of Allegiance.
CONSENT AGENDA:
(a) Approval of Minutes:
Minutes of the Pasco City Council Meeting dated July 20, 2009.
(b) Bills and Communications:
To approve General Claims in the amount of$889,593.44 ($75,714.01 in the form of
Wire Transfer Nos. 5264 and 5268; and $813,879.43 consisting of Claim Warrants
numbered 172684 through 172891).
To approve Payroll Claims in the amount of$2,776,918.86, Voucher Nos. 39808 through
39889 and 39900 through 40064; and EFT Deposit Nos. 30031205 through 30032054.
(c) Regional Hotel/Motel Commission Appointments:
To reappoint Jim Gibson (Best Western) to a two-year term on the Tri-Cities Regional
Hotel/Motel Commission, term to expire 8/31/2011.
(d) Resolution No. 3179, a Resolution of the City of Pasco declaring its intention
to conduct a Public Hearing for the purpose of creating a Local Improvement
District for infrastructure improvements in the Kurtzman Park Neighborhood.
To approve Resolution No. 3179, setting Tuesday, September 8, 2009 as the Public
Hearing date for the purpose of creating a Local Improvement District for infrastructure
improvements in the Kurtzman Park Neighborhood.
MOTION: Mr. Watkins moved to approve the Consent Agenda as read. Mr. Garrison
seconded. Motion carried by unanimous Roll Call vote.
PROCLAMATIONS AND ACKNOWLEDGMENTS:
Mayor Olson presented Certificates of Appreciation for July 2009 "Yard of the Month"
to:
Jose Ramirez and Linda Bates-Ramirez, 1015 N. 10th Avenue
Roger and Ilene Ungerecht, 1715 W. Margaret Street
Chad and Shannon Langford, 4612 Sedona Court
Ken and Carol Grittner, 8212 Hudson Drive
Mayor Olson presented a Certificate of Appreciation for July 2009 "Business of the
Month Appearance Award" to:
Teton Gold, LLC, 5802 N. Industrial Way
1 3(a). 1
MINUTES
REGULAR MEETING PASCO CITY COUNCIL AUGUST 3, 2009
VISITORS - OTHER THAN AGENDA ITEMS:
Mr. Rob Dupuy provided Council with a document supporting his belief of the negative
effects of fluoride added to public water systems.
REPORTS FROM COMMITTEES AND/OR OFFICERS:
Mr. Garrison attended the Hanford Communities Governing Board meeting.
Mr. Watkins noted tomorrow is National Night Out 2009 and requested staff explanation.
Cpt. Mike Aldridge explained the details of the National Night Out program.
PUBLIC HEARINGS AND COUNCIL ACTION ON ORDINANCES AND
RESOLUTIONS RELATING THERETO:
Street Vacation: A Portion of Bonneville Street and California Avenue (MF
#VAC09-011):
MAYOR OLSON DECLARED THE PUBLIC HEARING OPEN TO CONSIDER THE VACATION.
FOLLOWING THREE CALLS FOR COMMENTS, EITHER FOR OR AGAINST, AND THERE BEING
NONE,MAYOR OLSON DECLARED THE PUBLIC HEARING CLOSED.
Ordinance No. 3931, an Ordinance vacating a portion of the north and south 10 feet
of Bonneville Street, and a portion of the east and west 10 feet of California Avenue.
MOTION: Mr. Watkins moved to adopt Ordinance No. 3931, vacating a portion of the
north and south 10 feet of Bonneville Street and a portion of the east and west 10 feet of
California Avenue and, further, to authorize publication by summary only. Mr. Garrison
seconded. Motion carried unanimously.
ORDINANCES AND RESOLUTIONS NOT RELATING TO PUBLIC HEARINGS:
Resolution No. 3180, a Resolution accepting the Planning Commission's
recommendation and approving a Special Permit for the location of an Auto Body
Shop at 1603 W. Lewis Street.
Mr. White explained the details of the special permit.
MOTION: Mr. Watkins moved to approve Resolution No. 3180, approving the Special
Permit for the location of an Auto Body Shop at 1603 W. Lewis Street as recommended
by the Planning Commission. Ms. Francik seconded. Motion carried unanimously.
MISCELLANEOUS DISCUSSION:
Mayor Olson reported Mr. Hoffmann will represent the City, along with Mr. Crutchfield
and Mr. Strebel, during negotiations with the Mid-Columbia Library System.
Mayor Olson mentioned the new water treatment plant is under construction.
Mr. Crutchfield noted the proposed b yr. Capital Improvement Plan will be discussed at
the next workshop meeting.
Mr. Yenney thanked Mr. Crutchfield for a memo clarifying a process for a business
communication link with the city.
2
MINUTES
REGULAR MEETING PASCO CITY COUNCIL AUGUST 3, 2009
ADJOURNMENT:
There being no further business, the meeting was adjourned at 7:22 p.m.
APPROVED: ATTEST:
Joyce Olson, Mayor Debra L. Clark, City Clerk
PASSED and APPROVED this 17`h day of AUGUST, 2009.
3
CITY OF PASCO
Council Meeting of:
August 17,2009
Accounts Payable Approved
The City Council
City of Pasco, Franklin County, Washington
We, the uJainst gned, y certify under penalty of perjury that the materials have been furnished,the
services r ed the labor erformed as described herein and that the claim is a just, due and unpaid
obligation he city and t at we are authorized to authenticate and certif to said cl "
Gary Crut feel rityy r James W. se, Finance Manager
We, the undersignncilmemb ers of the City Council of the City of Pasco, Franklin County,Washington,
do hereby certify that the merchandise or services hereinafter specified have been received;that Wire Transfer
No.s 5273 and 5276 in the amount of$63,321.33, have been authorized; that Check No.s 172892 through
173109 are approved for payment in the amount of$2,180,665.82,for a combined total of$2,243,987.15 on this
17th day of August, 2009.
Councilmember Councilmember
SUMMARY OF CLAIMS/WIRE TRANSFERS BY FUND:
GENERAL FUND:
Legislative 556.86
Judicial 23,010.30
Executive 4,046.50
Police 54,369.47
Fire 6,654.59
Administration&Community Services 57,032.65
Community Development 733.11
Engineering 6,370.27
Non-Departmental 127,129.73
Library 1,493.99
TOTAL GENERAL FUND: 281,397.47
STREET 934,911.69
C_ D. BLOCK GRANT 6,744.03
KING COMMUNITY CENTER 1,078.34
AMBULANCE SERVICE 2,287.39
CEMETERY 54.83
ATHLETIC PROGRAMS 2,968.88
SENIOR CENTER 3,538.65
MULTI MODAL FACILITY 1,425.90
RIVERSHORE TRAIL& MARINA MAIN 0.00
LITTER CONTROL 0.00
REVOLVING ABATEMENT 330.10
PARKS FUND 0.00
TRAC DEVEL&OPERATING 0.00
INDUSTRIAL DEVEL&INFRASTRUCT 10,157.26
SPECIAL ASSESSMNT LODGING 19,694.87
GENERAL CONSTRUCTION 493.20
WATER/SEWER 809,647.45
EQUIPMENT RENTAL- OPERATING 34,177.70
EQUIPMENT RENTAL- REPLACEMENT 0.00
MEDICAL/DENTAL INSURANCE 63,34033
CENTRAL STORES 2,223.65
PUBLIC FACILITIES DIST 22,930.95
PAYROLL CLEARING 46,497.27
LID CONSTRUCTION 0.00
TRI CITY ANIMAL CONTROL 8719
GRAND TOTAL ALL FUNDS: $ 2,243,987.15
3(b). 1
AGENDA REPORT
FOR: City Council DATE: August 12,2009
TO: Gary Crutchfie anager REGULAR: August 17,2009
Stan Strebe d .i ive&Community Services Director
FROM: Jim Chas Fi Manager
SUBJECT: BAD DEBT TE-OFF'S/COLLECTION.
1. REFERENCE(S):
Write-off and collection lists are on file in the Finance Department.
(I. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
MOTION: I move to approve bad debt write-offs for utility billing, ambulance, cemetery, general
accounts, miscellaneous accounts, and Municipal Court (non-criminal, criminal, and
parking) accounts receivable in the total amount of $175,479.38 and, of that amount,
authorize$1 18,421.19 be turned over for collection.
III. HISTORY AND FACTS BRIEF:
1. UTILITY BILLING - These are all inactive accounts, 60 days or older. Direct write-offs are under
$10 with no current forwarding address, or are accounts in "occupant" status. Accounts submitted for
collection exceed$10.00.
2. AMBULANCE -These are all delinquent accounts over 90 days past due or statements are returned
with no forwarding address. Those submitted for collection exceed $10.00. Direct write offs
including DSHS and Medicare customers; the law requires that the City accept assignment in these
cases.
3. COURT ACCOUNTS RECEIVABLE- These are all delinquent non-criminal and criminal fines, and
parking violations over 30 days past due.
4. CODE ENFORCEMENT — LIENS — These are Code Enforcement violation penalties which are
either un-collectable or have been assigned for collections because the property owner has not
complied or paid the fine. There are still liens in place on these amounts which will continue to be in
effect until the property is brought into compliance and the debt associated with these liens are paid.
5. CEMETERY—These are delinquent accounts over 120 days past due or statements are
returned with no forwarding address. Those submitted for collection exceed$10.00.
6. GENERAL- These are delinquent accounts over 120 days past due or statements are
returned with no forwarding address. Those submitted for collection exceed$10.00.
7. MISCELLANEOUS- These are delinquent accounts over 120 days past due or statements are
returned with no forwarding address. Those submitted for collection exceed$10.00.
Amount
Direct Referred to Total
Write-offs Collection Write-offs
Utility Billing $ .00 523.82 523.82
Ambulance $ 57,058.19 6,871.28 63,929.47
Court A/R $ .00 108,257.00 108,257.00
Liens $ .00 2,404.00 2,404.00
Cemetery $ .00 .00 .00
General $ .00 365.09 365.09
Miscellaneous $ .00 .00 .00
TOTAL: $ 57,058.19 118,421.19 175,479.38
IV. ADMINISTRATIVE ROUTING:
cc: Dot French, Municipal Court Clerk
3(b).2
AGENDA REPORT
FOR: City Council DATE: August 4, 2009
TO: Gary Crutchfiel , anager WORKSHOP: August 10, 2009
Rick Terway, & C Director REGULAR: August 17, 2009
FROM: Jim Chase, Finance Manager
SUBJECT: AUTHORIZATION TO APPROVE METER READING CONTRACT.
I. REFERENCE(S):
A) Contract for Meter Reading and Related Services and Exhibit A
B) Memorandum to Rick Terway, Administrative & Community Services Director and
Stan Strebel, Deputy City Manager
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
8/10/2009: Discussion
8/17/2009: MOTION: I move to approve the proposed contract for meter reading services
with Columbia Meter Reading, Inc., and authorize the mayor to sign the contract.
III. FISCAL IMPACT:
The current contract with Columbia Meter Reading, Inc. (CMR) expired in April, 2009. Peter
Lemieux, Vice President of CMR, has stated the company would extend the now expired
contract for 3 additional years without any increases in their fees for services.
The City currently pays CMR approximately$190,000 for their services. This includes routine
meter reading, meter turn ons and turn offs when a customer moves in or out, delinquent turn ons
and offs due to delinquent amounts owing(including after hours), confined space readings and
requested re-reads. The staff at CMR is virtually on-call 24/7. They also respond to emergency
shut offs where a customer has a pipe break or is working on the plumbing.
IV. HISTORY AND FACTS BRIEF:
The city has contracted with CMR for meter reading services for the past 9 years. This contract
expired March 31, 2009.
Staff last advertised in January 2005 for Request for Proposals for meter reading services. Only
CMR responded to that request.
There are currently approximately 15,600 water meters to read. In 2000 there were
approximately 9,000 meters. All water meters are read once every two months. The account
usage is estimated for billing purposes in the non-read months.
V. DISCUSSION:
Mr. Lemieux was employed by a previous contractor prior to being awarded the contract 9 years
ago. He resides within the city limits of Pasco. He has demonstrated his allegiance to the City
by notifying staff, on many occasions, when he or his staff notice illegal water connections.
He and his staff do an excellent job reading meters. Over the past year CMR's reading accuracy
rate has been 99.87%.
The attached memo indicates that hiring City employees to do the job would not be as cost
effective as continuing to contract with CMR for the next three years.
Staff recommends the approval of the new contract with Columbia Meter Reading, Inc. using the
current rates.
3(c)
CONTRACT FOR METER READING SERVICES
This agreement is made and entered into between the City of Pasco, a municipal corporation of the
State of Washington,hereinafter referred to as the "City", and Columbia Meter Reading, Inc.,
hereinafter referred to as the "Contractor".
In consideration of the mutual covenants and conditions herein contained the parties agree as
follows:
1. SCOPE OF WORK.
The Contractor shall read or cause to be read all meters measuring the flow of water from the City
water transmission system in accordance with written schedules and maps supplied by the City.
Such schedules will provide for the reading of water meters from specified areas or parts thereof
within the City's water system at regular intervals. Such schedules may be suspended or revised by
the City if, in its sole discretion, such action is required.
The reading of water meters shall consist of, accessing the water meter, raising or lifting the lid of
the meter box (small metal flap), raising the small metal cover-plate on the meter, wiping any dust
or dirt accumulated since the prior reading, reading the numerical readout on the meter, imputing
the reading into the electronic handheld device or writing down the reading for future input into
electronic handheld device, replacing the small metal cover-plate on the meter and closing the
meter box lid. In most instances the contractor will be required to bend down and in some cases
get down on their hands and knees to read a meter.
There will a few meters were the contractor will be required to lift a heavy lid and climb down into
a vault to obtain a reading. A vault is a confined space in which all applicable safety regulations
must be followed.
At the City's discretion, the contractor will also be required to replace broken meter box lids when
found during the routine reading of a route. The City will provide the contractor with a supply of
new meter box lids.
All daily reading and other assignments shall originate and be dispatched from the Finance
Department at Pasco City Hall located at 525 N. 3 Ave., Pasco, Washington.
When reading meters, the Contractor shall check for and record obvious meter malfunctions and
damages to the meter or the meter box or lid and report same to the City.
If the Contractor deviates from the reading schedules provided by the City without prior approval
(not having readings completed as scheduled)the City has the right to impose a penalty(see
COMPENSATION).
If the percentage of unread meters, excluding defective meters, is over 3%per book the City has
the right to impose a penalty (see COMPENSATION).
In addition to meter reading, the Contractor shall perform water meter turn-ons and turn-offs at the
direction of the City and shall be responsible for emergency turn-on and turn-off services. The
Contractor shall be available on a 24 hour basis, seven days a week, for such service.
It is against City Ordinance for any unauthorized person to turn-on or turn-off a water meter. Any
costs associated with the repair or replacement resulting from a violation of that ordinance,plus a
penalty fee, will be billed to the customer.
2. COMPENSATION.
The City agrees to pay the Contractor at the rates shown in Exhibit A.
1. For meter reading
2. For service turn-ons and turn-offs and simultaneous turn-ons and turn-offs.
3. For after hours and emergency turn-ons and turn-offs.
"A_ fter hours" means a turn-on or turn-off assigned to/or received by the contractor after
5:00 p.m. and before 8:00 a.m. the following day.
4. For re-reading meters City staff suspects the original reading may not be accurate.
5. For meter box lid replacements.
6. For testing of the air in confined vault spaces for the breathing safety of the reader.
7. The City has the right to impose a penalty for not having meter reading completed as
scheduled,to be deducted from the next regular payment.
8. The City has the right to impose a penalty when the percentage of unread meters and/or
reading errors exceeds 3%per book, to be deducted from the next regular payment.
9. The City has the right to impose a penalty in the event the Contractor cannot be reached
and sends a public works employee to respond to a call.
The amount due the Contractor for services for the month shall be calculated from the 26th to the
25th of each month and paid to by the 10th of the following month.
3. PERSONNEL REQUIREMENTS.
The personnel used by the Contractor in connection with the services rendered hereunder shall be
persons of good character. Moreover, such personnel must be dressed to distinctively indicate
their status as personnel of the Contractor and the Contractor shall employ a standard uniform in
the conduct of its business. A standard uniform may either have a patch sewn on clothing or a
separate vest with the words 'METER READER' visible.
The Contractor shall employ at least one regular employee to perform the work required in
connection with the services to be rendered hereunder and shall have an adequate pool of reserve
employees to fulfill the requirements specified herein within a reasonable amount of time.
The City reserves the right to disapprove the continued use of any employee of the Contractor
when it comes to the attention of the City that the employee has acted contrary to the best interest
of the City in the performance of the services to be rendered hereunder. Such employee shall be
immediately removed from performance of the services hereunder by the Contractor upon its
receipt of written notice of disapproval from the City.
4. VEHICLE AND EQUIPMENT REQUIREMENTS.
Vehicle and Equipment requirements are as follow:
a. The Contractor shall supply at least two vehicles suitable for the services specified herein,
not older than three years as of the date of this contract, identified with the words
"WATER METER READER" (magnetic sign acceptable).
b. The Contractor will provide a cellular telephone for each employee for immediate
communication with the Finance Department at City Hall.
c. The City will provide the Contractor with 2 pagers that shall be in the possession of the
employee(s) or the reserve employee who has the immediate responsibility for the
performance of the service requirements provided hereunder.
d. All items of property provided to the Contractor by the City will remain the property of the
City. The Contractor will be responsible for all property of the City delivered unto its
custody until it is returned to the City. It shall provide or obtain written receipts therefore
as required by the City Finance Manager. All property shall be returned in good working
condition, normal wear and tear excepted.
e. The Contractor shall supply all tools necessary to perform the requirements of the contract.
(See DAILY REQUIREMENTS.)
5. CONTRACTOR'S EXPENSES.
Costs and expenses incurred by the Contractor and/or its personnel in connection with the services
rendered hereunder, except as may be specifically stated otherwise herein, shall be the sole cost
and expense of the Contractor including, but not limited, to fuel costs, vehicle maintenance
expenses, uniforms, wages and other employee benefits.
6. DAILY REQUIREMENTS.
Monday through Friday of each week, except in the case of a holiday, the Contractor shall report to
the Utility Billing Manager, or designee, at approximately 9:30 a.m., 12:30 p.m. and 4:30 p.m.,to
be given a schedule of work, including delinquent turn offs, hangers, re-reads, other turn ons and
turn offs, and reads, if any, as prepared by the City.
All work orders given to the Contractor must be completed and returned to the office at the next
scheduled arrival. Any deviations from the schedule must be cleared through the Utility Billing
Manager, or designee. Any work orders that are not completed in accordance for the schedule will
not be compensated unless the deviation is approved by the Utility Billing Manager, or designee.
The Contractor shall be available to the City by pager or by telephone 24 hours a day for the
assigning of emergency water service turn-ons and turn-offs. It shall be the responsibility of the
Contractor to keep any answering service used informed of which employee's are on call for
emergency turn-ons and turn-offs.
Emergency turn-ons and turn-offs shall be performed expeditiously, within 30 minutes of
assignment,to minimize any potential property damage.
Meter readings shall be performed within the schedule designated by the City but the actual hours
worked by the Contractor in the performance of meter reading shall be at the Contractor's
discretion, so long as the meter reading is performed within said schedule.
Monday through Friday, as previously specified,the Contractor or a specifically designated
employee of the Contractor shall give to the Utility Billing Manager, or designee, all required
records of water turn-ons and turn-offs and meter readings performed by the Contractor's
personnel but not yet reported to the City.
The Contractor or its employees are not authorized to collect nor shall they collect any monies
whatsoever from the City's utility customers for services performed or for payments on account.
Each employee of the Contractor must have the following meter reading equipment available to
them at all times: a flat-head screwdriver; a key for large meters; a key for padlocks used for lock-
offs; a water pump; a shovel; a pick; blue paint; and door hangers.
7. PERSONNEL TRAINING.
The Contractor shall insure that all employees are properly trained,to the City's satisfaction, in the
methods by which meters are to be read and the results recorded, and to insure the meters are read
accurately and without damage to City property in accordance with the schedules established by
the City.
Contractor shall further insure that all employees are trained as to the location of the City's water
meters for readings and service turn-ons and turn-offs without damage to the meters or others
property.
8. ACCURACY OF READINGS.
The accuracy for each meter reading and the reporting thereof shall be the responsibility of the
Contractor and/or its personnel. Re-reads requested by the City shall be without compensation to
the Contractor if the original read was in error. If a meter is re-read and no error is found to have
occurred the Contractor shall be compensated by the City at the rate shown in Exhibit A.
9. ACCESSIBILITY OF METERS.
It is acknowledged by both parties that the City's water meters can be obscured from vision by
physical elements, water and/or other materials. It is the responsibility of the customer to keep the
meter free from overgrown shrub growth and debris and to maintain the area around the meter to
allow easy access for meter reading purposes.
If a meter is obscured from vision due to water or dirt in the meter box,the Contractor and/or its
personnel shall be required to pump out the water or dig out the dirt and obtain a reading. If a
meter is unable to be found, due to it being covered by substantial sand, dirt or other debris, then
the meter reader shall have the responsibility of leaving a door hanger at the location and reporting
such failure to find the meter and the reason therefore on their report sheet for follow-up action by
the City and shall be paid at the regular meter reading rate.
If the meter reader cannot obtain a meter reading for safety reasons (i.e., a mean animal in the
area), the reader shall try to obtain the residence's assistance, or leave a door hanger explaining
when he/she will return to obtain a reading. If, upon returning, the animal is still loose and a
reading cannot be obtained, the reader will leave another door hanger notifying the customer the
reading will be estimated. The reader must keep a log of the addresses that have been left a
hanger, the date it was left, and the reason the hanger was needed. The log should be turned into
the Finance Department along with the readings for that particular route and the contractor shall be
paid at the regular meter reading rate.
10. INCLEMENT WEATHER/SUSPENSION OF METER READING SERVICES.
Parties recognize that snow or extreme cold or other weather conditions may substantially affect
the accessibility of City water meters and their susceptibility to damage from the cold if a reading
is attempted. The City, in its sole discretion, shall have the authority to suspend meter reading for
such periods of time deemed appropriate and reasonably necessary.
11. INSURANCE.
The Contractor shall procure and maintain for the duration of the Agreement, insurance against
claims for injuries to persons or damage to property which may arise from or in connection with
the performance of the work hereunder by the Contractor,their agents, representatives, employees
or subcontractors.
A. Minimum Scope of Insurance
Contractor shall obtain insurance of the types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles.
Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a
substitute form providing equivalent liability coverage. If necessary, the policy shall be
endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01
and shall cover liability arising from premises, operations, independent contractors,
products-completed operations, stop gap liability, personal injury and advertising injury,
and liability assumed under an insured contract. The Commercial General Liability
insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form
CG 25 03 1185. There shall be no endorsement or modification of the Commercial
General Liability insurance for liability arising from explosion, collapse or underground
property damage. The City shall be named as an insured under the Contractor's
Commercial General Liability insurance policy with respect to the work performed for the
City using ISO Additional Insured endorsement CG 20 10 10 01 and Additional Insured-
Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing
equivalent coverage.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State
of Washington.
B. Minimum Amounts of Insurance
Contractor shall maintain the following insurance limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of$1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate and a$2,000,000 products-
completed operations aggregate limit.
C. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions for
Automobile Liability and Commercial General Liability insurance:
I. The Contractor's insurance coverage shall be primary insurance as respect the City. Any
Insurance, self-insurance, or insurance pool coverage maintained by the City shall be
excess of the Contractor's insurance and shall not contribute with it.
2. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled
by either party, except after thirty(30) days prior written notice by certified mail, return
receipt requested, has been given to the City.
D. Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII.
E. Verification of Coverage
Contractor shall furnish the City with original certificates and a copy of the amendatory
endorsements, including but not necessarily limited to the additional insured endorsement,
evidencing the insurance requirements of the Contractor before commencement of the work.
F. Subcontractors
Contractor shall include all subcontractors as insureds under its policies or shall furnish separate
certificates and endorsements for each subcontractor. All coverages for subcontractors shall be
subject to all of the same insurance requirements as stated herein for the Contractor.
12. INDEMNITY.
In the performance hereunder, Contractor is an independent contractor,the City being interested
only in the result obtained. The manner and means of conducting such work will be under the sole
controls of Contractor, except as herein specifically provided. However, all work performed
hereunder will be done in accordance with the provisions hereof and be subject to the right if of
inspection by the City and its representatives.
The Contractor shall defend,indemnify and hold the City, its officers, officials, employees and
volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney
fees, arising out of or in connection with the performance of this Agreement, except for injuries
and damages caused by the sole negligence of the City.
Should a court of competent jurisdiction determine that this Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the Contractor and
the City, its officers, officials, employees, and volunteers, the Contractor's liability hereunder shall
be only to the extent of the Contractor's negligence. It is further specifically and expressly
understood that the indemnification provided herein constitutes the Contractor's waiver of
immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this
indemnification. This waiver has been mutually negotiated by the parties. The provisions of this
section shall survive the expiration or termination of this Agreement.
Contractor agrees to indemnify the City for loss or damage to any of the City's property or
equipment issued or obtained in connection with the work to be performed hereunder.
13. REQUIREMENTS OF LAW.
In the performance of the work provided for herein, the Contractor agrees that it shall be
conducted in full compliance with any and all applicable laws, rules, and regulations adopted or
promulgated by any government agency or regulatory body, either municipal, state or federal. The
Contractor expressly agrees that in the performance of work hereunder compliance will be had
with the applicable provisions of the Fair Labor Standards Act of 1938 as amended, and with all
valid regulations having applications thereto.
The Contractor assumes sole responsibility for the payment of all contributions,payroll taxes or
assessments, state or federal, as to all employees engaged in the performance of work hereunder,
and further agrees to meet all requirements that may be specified under regulations of
administrative officials or bodies charged with enforcement of any state or federal act, upon the
subject referred to.
The Contractor assumes and agrees to pay any and all gross receipts, compensation, use,
transaction, sale, or other taxes or assessments of whatever nature or kind levied or assessed as a
consequence of the work to be performed or on the compensation to be paid hereunder.
14. ATTORNEYS FEES AND COSTS.
For the purpose of this Contract,time is of the essence. Should any dispute arise concerning the
enforcement, breach or interpretation of this Contract, venue shall be placed in Franklin County,
Washington, the laws of the State of Washington shall apply, and the prevailing parties shall be
entitled to its reasonable attorney's fees and costs.
IS. TERM OF CONTRACT/TERMINATION.
The term of this contract shall be for a period beginning 12:00 a.m. April 1, 2009 and ending at
11:59 p.m. March 31, 2012, unless earlier terminated as provided hereunder.
Either party may, without cause, terminate this contract by providing 90 days written notice to the
other.
Either party has the right to terminate this agreement if the other defaults in performing any of the
covenants and agreements contained in, provided that prior thereto the party terminating the
contract shall have given the other parry written notice of the facts constituting the default and the
other party shall have not remedied the same within thirty days of the receipt of the notice.
Upon mutual agreement of both parties, this contract may be extended for one additional year
term.
16. COMPLETE AGREEMENT.
This agreement is the whole and complete agreement of the parties, superceding and replacing all
others and may not be replaced, modified or revoked without the same being in writing signed by
all of the parties.
In witness whereof,the parties hereto have executed this agreement this 17th day of August, 2009.
CONTRACTOR:
Representative:
CITY OF PASCO:
Joyce Olson, Mayor
ATTEST:
Sandy Kenworthy, Deputy City Clerk
APPROVED AS TO FORM:
Leland Kerr, City Attorney
Exhibit A
COMPENSATION:
The City agrees to pay the contractor at the following rates:
1. Per meter Read $1.42
2. Per turn-off or turn-on $4.26
and simultaneous turn-ons and turn-offs
3. per non-scheduled after hours call outs $42.77
"After hours" means a turn-on or turn-off assigned to/or received by
the contractor after 5:00 p.m. and before 5:00 a.m. the following day.
4. per re-read,
when the original read turns out to be correct $7.13
when the original read turns is NOT correct $0.00
5. per meter box lid replacement
If done by work order $6.00
If done while on route being read $0.00
Contractor will carry a small inventory of meter box lids,
provided by the City, to replace damaged lids.
6. per each air test for breathing safety in confined vault spaces $14.26
Penalties:
7. There shall be a$100.00 penalty for not having meter reading completed as scheduled.
8. There shall be a$100.00 penalty when the percentage of unread meters exceeds 3%per
book.
9. There shall be a$150.00 penalty when the City sends a public works employee to respond
to a location when the Contractor cannot be reached.
MEMORANDUM
Date: July 17, 2009
To: Rick Terway, Administrative & Community Services Director
Stan Strebel, Deputy City Manager
From: Jim Chase, Finance Manager
Re: Meter Reading Contract
The water meter reading contract expired in April. This was a one year extension to the original
3 year contract.
Last year, Columbia Meter Reading, Inc. (CMR) (Peter Lemieux) asked and was given a 3%
increase over the previous reading rates due to the increase in gasoline prices.
CMR has offered to sign an additional 3 year extension with NO increase in fees. The original
contract does state it runs for three years and also states the "contract may be extended for one
additional year term."
Based on my calculation, contracting out these services is still a cost effective way to get the job
done at the current rates. Using City employees would most likely require Operating Engineer's
(OE) union employees to perform the job functions. It would also require purchasing several
vehicles. I believe it would take 2.5 employees to perform the function in house.
Every Wednesday is turn off day for delinquent customers. The meter readers are busy all day
turning off and locking off those water meters. When the customer discovers the water has been
shut off they call the office and either come in to make their payment or go on-line and pay and
want their water back on as soon as possible. Staff calls CMR to schedule the turn-on. Many
times the customer does not find out their water has been disconnected until they arrive home
from work. They then call the after-hour's number (Kelly's Answering Service) who, in-turn,
contacts CMR to turn the water back on (with the customer's promise to be in the next day to
pay the bill and the reconnect fee). After hours turn-on's, based on the current OE labor
agreement, as I understand it, would require over-time pay, and call out pay.
CMR is currently paid $1.42 per meter read (a total of$129,664 for the year ended March 2009),
$7.13 for a re-read (if their original read was accurate, which it usually is) (annual total of$841),
$42.77 for an after-hour's turn-on or off(annual total of$11,805), $14.26 for a confined space
read (annual total of$6,845), and $4.26 for a turn-on or off when given work order prior to 4:30
pm (annual total of$40,662). The total paid to CMR for the last contract period was $189,817.
The City collected $141,461 in Reconnect Fees during that same period and collected $142,782
in Late Fees.
Two and one half OE's with vehicles would cost between $189,000 to $205,000 for the first
year, depending on where each employee was on the wage scale, including salaries, call-out pay,
overtime, cell phone pay and annual vehicle costs. The second and third year increases would
depend on COLA's and step increases.
The first year we might save a small amount using OE employees, the second third year we
would be spending more. The OE pay scale goes from step one to step six (top) in 5 years.
CMR requires very little supervision. Each day they are given the handheld device with the
downloaded route information to be read. They can work day or night and/or weekends
obtaining the reads. They are given work orders to perform (turn-on's, turn-off s, re-reads).
They are paid the contract price to complete assigned work. There are penalty provisions in the
contract for high reading errors and getting the readings to City staff after the scheduled time.
We have never penalized CMR. They are very reliable.
There are very few meter reading errors with CMR. Utility Billing staff sends them out for a re-
reads because the original reading might show an unusual jump in consumption. 99.87% of the
time the reading is correct (118 errors out of 99,313 readings).
In-house meter readers would require additional supervision, direction, training, and annual
evaluations. Staff would need to schedule around vacations and sick leave. Since in-house
readers would be Operating Engineer's would they be supervised by Finance or Public Works?
We have the opportunity to extend CMR's current contract for an additional 3 year period at the
current rates (NO RATE INCREASE).
AGENDA REPORT NO.
FOR: City Council August 12, 2009
TO: Gary Crutchfiel �Hager Regular Mtg.: 8/17/09
Rick White, Dir z
Community & Economic Development
FROM: David 1. McDonald, City Planne9-1�
SUBJECT: Right-of-Way Dedication for Road 100 (MF# 1NFO09-073)
I. REFERENCE(S):
1. Vicinity Map
2. Right-of-Way Dedication Deed
II. ACTION REQUESTED OF COUNCIL I STAFF RECOMMENDATIONS:
8117109 MOTION: I move to accept the deed from Kingspoint Christian School
for a portion of the Road 100 Right-of-Way.
III.FISCAL IMPACT:
A. NONE
IV.HISTORY AND FACTS BRIEF:
A. The Kingspoint Christian School is in the process of obtaining a building permit for a
new school to be built at 3215 Road 100. The building permit process requires the
dedication of necessary right-of-way where such right-of-way is lacking or not of
sufficient width.
B. Road 100 is currently a 60 foot right-of-way adjacent to the school property. As an
arterial the required right-of-way is 80 feet. The school is dedicating 10 feet of right-of-
way which will increase the overall right-of-way width in this area of Road 100 to 70
feet. An additional 10 feet of right-of-way may come from the west side of Road 100 at
a future date.
3(d)
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After Recording,Return To:,
City of Pasco, Washington
Attn: City Planner
525 North 3rd
Pasco, WA 99301
DEDICATION DEED
Tax Parcel No. 118-112-015
THE GRANTOR(S),KINGSPOINT CHRISTIAN SCHOOL,by donation
pursuant to RCW 35A.79.010,dedicates,conveys and quit claims to the GRANTEE,
THE CITY OF PASCO,a Municipal Corporation of the State of Washington, for
the public use,as a public right-of-way,all interest in the land described as follows:
The West 40 feet of the west one-half of the Southwest one quarter of
the Southwest one quarter of Section 17, Twp. 9 N., Range 29 East
W.M. AND EXCEPT the south 434 feet AND EXCEPT the west 30
feet conveyed to Franklin County by Instrument No. 326637
DATED this 354 day of J 2009.
GRANTOR(S)
Owner(s) n )
:`'NOTARY
STATE OF WASHINGTON ) 0 *: PUBLIC
ss. dOP
fj
County of Franklin } �s�y�'• �J• ''a. �``��
Dedication Deed-1 ��/1111l1!!�
On this 16rVday of Y/ ,20Q � before me,the undersigned,duly
commissioned and sworn, personally appeared r jmU7*' c ,-/ to to me
known to be the individual(s)described above and who executed the within and foregoing
instrument as an agent of the owner(s)of record, and acknowledged to me that he/she/they
signed the same as his/ber/their free and voluntary act and deed, for the uses and purposes
therein mentioned, and on oath stated that he/she/they is/are authorized to execute the said
instrument.
GIVEN under by hand and official seal this day of J-4-,1V
20019.9
Print Name: ---
NOTARY PUBLIC in and for the State of Washington
Residing at: .ac_63
My Commission Expire 6
OTggcp=
Dedication Deed-2
AGENDA REPORT
FOR: City Council August 13, 2009
TO: Gary Crutchfi 1 i anager
FROM: Rick Terway, Administrative and Community
Services Director Regular Mtg.: 8/17/09
SUBJECT: Volunteer Park Pavilion Concrete Platform Project
I. REFERENCE(S):
1. Resolution
II. ACTION REQUESTED OF COUNCIL /STAFF RECOMMENDATIONS:
8/17/09: Motion: I move to approve Resolution No. 1 , accepting the work
performed by Bachtel Construction, under contract for the Volunteer Park
Pavilion Concrete Platform Project.
III. FISCAL IMPACT:
CDBG Funding
IV. HISTORY AND FACTS BRIEF:
A) On March 2, 2009 the City Council awarded the Volunteer Park Pavilion
Concrete Platform Project, in the amount of $33,573.00, including sales tax, to
Bachtel Construction. The project is now complete.
B) Staff recommends acceptance of the project.
V. ADMINISTRATIVE ROUTING
Project file
3(e)
RESOLUTION NO. 31 '9 1
A RESOLUTION accepting work by Bachtel Construction, under contract for the Volunteer
Park Pavilion Concrete Platform Project.
WHEREAS, the work performed by Bachtel Construction under contract for the Volunteer Park
Pavilion Concrete Platform Project has been examined by Administrative and Community Services and
been found to be in apparent compliance with the applicable project specifications and drawings, and
WHEREAS, it is the Administrative and Community Services' recommendation that the City of
Pasco formally accept the contractor's work and the project as complete; NOW THEREFORE
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO:
That the City Council concurs with Administrative and Community Services' recommendation
and thereby accepts the work performed by Bachtel Construction under contract for the Volunteer Park
Concrete Platform Project as being completed in apparent conformance with the project specifications
and drawings, and
Be it further resolved that the City Clerk is hereby directed to notify the Washington State
Department of Revenue of this acceptance, and
Be it further resolved that the final payment of retainage being withheld pursuant to applicable
laws, regulations and administrative determination shall be released upon satisfaction of same and
verficiation thereof by the Administrative and Community Services and Finance Manager.
PASSED by the City Council of the City of Pasco this 17th day of August, 2009.
Joyce Olson, Mayor
ATTEST: APPROVED AS TO FORM:
Debra L. Clark, City Clerk Leland B. Kerr, City Attorney
GENERAL FUND OPERATING STATEMENT
THROUGH JULY 2009
CASH BASIS
YTD % OF YTD TOTAL % OF
2009 2009 ANNUAL 2008 2008 TOTAL
ACTUAL BUDGET BUDGET ACTUAL ACTUAL ACTUAL
REVENUE SOURCES:
TAXES:
PROPERTY 3,409,136 5,725,000 59.5% 3,233,297 5,805,868 55.7%
SALES 4,233,013 8,580,000 49.3% 5,231,708 8,980,651 58.3%
UTILITY 4,651,595 7,360,000 63.2% 4,655,907 7,612,492 61.2%
OTHER 596,415 980,000 60.9% 650,575 957,621 67.9%
LICENSES&PERMITS 1,033,411 1,009,300 102.4% 1,041,094 1,364,959 76.3%
INTERGOV'T REVENUE 718,177 1,327,300 54.1% 1,079,541 1,798,308 60.0%
CHARGES FOR SERVICES 1,467,535 2,788,800 52.6% 1,419,712 2,705,427 52.5%
FINES&FORFEITS 520,341 982,400 53.0% 501,637 980,468 51.2%
MISC. REVENUE 465,083 786,800 59.1% 517,348 897,283 57.7%
OTHER FINANCING SOURCES 17,500 1,142,000 1.5% 19,236 39,776 48.4%
TOTAL REVENUES 17,112,206 30,681,600 55.8% 18,350,055 31,142,853 58.9%
BEGINNING CASH BALANCE 6,845,445 6,500,000 7,008,990 7,008,990
TOTAL SOURCES 23,957,651 37,181,600 64.4% 25,359,045 38,151,843 66.5%
EXPENDITURES:
CITY COUNCIL 68,764 116,000 59.3% 63,566 107,538 59.1%
MUNICIPAL COURT 687,700 1,182,700 58.1% 594,776 1,127,148 52.8%
CITY MANAGER 446,090 873,425 51.1% 428,808 755,382 56.8%
POLICE 6,122,314 10,819,398 56.6% 5,991,802 10,343,396 57.9%
FIRE 2,392,826 4,126,320 58.0% 2,421,885 4,128,399 58.7%
ADMIN & COMMUNITY SVCS 3,023,109 5,243,540 57.7% 2,831,788 5,103,431 55.5%
COMMUNITY DEVELOPMENT 694,604 1,101,400 63.1% 649,761 1,149,262 56.5%
ENGINEERING 760,224 1,172,835 64.8% 693,681 1,256,443 55.2%
MISC. NON-DEPARTMENT 2,092,260 7,148,875 29.3% 2,713,264 6,203,283 43.7%
LIBRARY 714,106 1,272,575 56.1% 656,731 1,132,116 58.0%
TOTAL EXPENDITURES 17,001,997 33,057,068 51.4% 17,046,062 31,306,398 54.4%
ENDING FUND BALANCE 4,124,532 6,845,445
TOTAL EXPEND AND END FUND BAL 37,181,600 38,151,843
AVAILABLE CASH BALANCE 6,955,654 8,312,983
PERCENTAGE OF BUDGET ALLOCATED FOR 7 MONTHS 58.3%
•Authorized but non-budget expenditures of $279,000 (cumulative)which will effectively reduce the
ending fund balance.
These statements have been adjusted to the Cash Basis of Accounting to provide an available cash balance
at month end_ The City's CAFR is prepared using the Accrual Basis of Accounting.
These statements are intended for Management use only. 6(b)
AGENDA REPORT NO. 25
FOR: City Council August 5, 2009
TO: Gary Crutchfiee�� anager
FROM: Robert J �r s, Public Works Director Workshop Mtg.: 08/10/09
Regular Mtg.: 08/17/09
SUBJECT: State Energy Program Grant and Loan Program- Process Water Reuse Facility
I. REFERENCE(S):
1. Vicinity Map
2. Project Outcome and Goals by Troy Green
3. Department of Ecology Letter of Support
11 ACTION REQUESTED OF COUNCIL / STAFF RECOMMENDATIONS:
08/10: Discussion
08/17: MOTION: Authorization to submit a grant application for the State Energy
Program Grant and Loan Program and commit $250,000 from
the Process Water Reuse Facility_
Ill. FISCAL IMPACT:
IV. HISTORY AND FACTS BRIEF:
A) Community Trade and Economic Development (CTED) announced a call for
projects for the State Energy Program Grant and Loan Program. The City
operates the Process Water Reuse Facility (PWRF) which takes vegetable waste
from four food processing plants. Several years ago the City held discussions
with Energy Northwest to complete an assessment of how much energy can be
generated by the vegetable waste at the reuse facility. This project did not move
forward.
V. DISCUSSION:
A) The State Energy Program Grant and Loan Program allows agencies to apply for
funds to be use for energy demonstration programs. Staff believes there are
opportunities to show that energy can be taken from vegetable waste to help offset
some of the electrical costs at the PWRF facility and reduce the solids of the waste
water. The project would cost $500,000. The City will apply for a $250,000
grant matched with $250,000 from the PWRF. The grant funds and project
selected must be used and completed by the end of 2011. Staff believes that there
is a high probability that a demonstration project will reveal a significant benefit
to the City which would justify moving forward with a larger project that would
be funded by future grants. The project also may be eligible for the energy
efficiency credit program.
B) Troy Green of J-U-B Engineers, Inc. will make a presentation to Council on what
the demonstration project would entail and will also submit the application on the
City's behalf. Staff requests Council's authorization to apply for the $250,000
grant with a commitment from the City of$250,000 for the project.
10(a)
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Julissa Valdez
From: Troy Green JtmgQub.comJ
Sent: Wednesday, August 05, 2009 12:36 PM
To: Bob Alberts
Subject: CTED Application
Here is some information to help you on your Council packet.
The Planned Project: Pasco Reuse Facility —TIREPower Anaerobic Digester Demonstration Project
The City of Pasco operates an industrial process wastewater treatment facility that currently receives food
process wastewater from Pasco Processing (formerly JR Simplot), Reser's Fine Foods, Twin City Foods and
Bybee Foods. The existing facility annually receives over 1,000 million gallons of high organic strength process
wastewater. The Reuse Facility pre-treats the incoming flow via high rate aeration and mixing lagoons prior to
applying it to adjacent land application spray fields at agronomic rates. During the winter, non-growing season,
the process wastewater is stored in a multi-million gallon lined storage pond.
The proposed project is to construct and demonstrate a pilot scale TIREPower digester to prove its
effectiveness treating food process waste water. The digester will be constructed at the City of Pasco Reuse
Facility and be operated and studied for approximately 18 months. The goals of this project will be to evaluate
the effectiveness and efficiency of the TIREPower design treating food process waste water. The system
would be sized to treat a portion of the process waste water received at the reuse facility and if proven
effective, could be expanded to treat the entire flow stream. Other food processing facilities throughout the
Northwest would also be candidates for implementation of the technology.
The expected outcomes and goals from the demonstration digester project are to:
■ Prove the Pasco Reuse Facility and other food processors that currently use conventional aerated
treatment processes can significantly decrease their current electrical demand by pre-treating the organics
with anaerobic digestion. Total volatile solids (TVS) and chemical oxygen demand (COD) are two key
parameters used to describe the ability of an anaerobic digester to stabilize an organic waste and reduce
its strength. The percent removals of these two parameters are directly related to the amount of energy
produced by the digester, the improvement to water quality, and the reduction in odor causing compounds.
Removal efficiencies of 70% to 90% are typical of other commercially available anaerobic digester
technologies treating food process wastewater. At the Pasco Reuse Facility, decreasing the organic load
with anaerobic digestion will lower the overall aeration requirements currently needed for odor control and
pre-treatment. Reducing the organic load to the land treatment system will also lessen the potential for
anaerobic soil conditions that can cause leaching of salts through the root zone potentially impacting
shallow groundwater.
■ Reinforce that odors can be reduced by incorporating anaerobic digestion prior to open air storage
lagoons. The storage of high organic strength waste has created nuisance odors at the Pasco Reuse
Facility and other similar systems throughout the region. The JR Simplot processing waste treatment
facility in Moses Lake recently installed a 20 million gallon covered lagoon digester which has proven to be
very effective controlling odors. It is proven AD is effective for odor control, but cost and efficiency must be
improved before adoption of the process becomes common place. Existing commercially available
anaerobic digestion technologies used on food process wastewater are typically low rate, inefficient
systems such as covered lagoons or completely stirred tank reactors with detention times in excess of 20
days; or very complex retained biomas systems such as fixed film or upflow sludge blanket technologies.
These systems with their high capital and/or operational costs, or complexity have impeded their
widespread adoption in the food processing industry. The TIREPower design through its efficient and
simple design could become an affordable anaerobic digester option available to the Pasco Reuse Facility
and other food processors throughout the State of Washington, Oregon and Idaho.
1
• Generate a methane rich biogas that can be collected and used as a renewable energy supply.
• Demonstrate the simplicity of operation and maintenance.
The prototype digester will allow optimization of the design and verification of its capabilities to fill a significant
void in the list of available technologies for cost-effective treatment of process waste water flow streams.
A submersible chopper pump will be installed in the existing receiving tank at the Pasco Reuse Facility to
pump untreated process wastewater to the pilot digester. The pilot digester container will include the
construction of bolted steel digester tank filled with approximately 3,000 to 4,000 used automobile tires. The
tank will be constructed with a bottom sump and chopper pump. From the bottom of the digester, the digester
content will be pumped to be either wasted (effluent) or returned and recycled to the top surface of the digester
to provide mixing and maximize biomass/substrate contact. The tank will have a gas-tight cover to collect
biogas. Biogas will be periodically sampled and analyzed, metered and vented to the atmosphere. Digester
temperature will be controlled between 94 IF and 96 °F using a small boiler burning propone. The boiler hot
water will be pumped through a pipe network inside the digester to transfer heat to the system. Digester decant
or treated effluent from the digester system will be piped to the existing pre-treatment system, mixed with the
incoming flow and ultimately land applied.
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2
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STATE ' 9
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STATE Of WASHINGTON
DEPARTMENT OF ECOLOGY
4601 N Monroe Street•Spokane,Washington 99205-1295• (509)329-3400
July 31,2009
Mr. Troy Green, P.E.
JUB Engineers
2810 Clearwater Ave., Suite 201
Kennewick, WA 99336
Dear Mr. Green:
I enjoyed talking with you yesterday about your proposal to construct and operate a pilot digester
at the Pasco Industrial Wastewater Treatment Facility. As the permit manager for the facility,I
am interested in the.results of your study as it relates to possible reductions in the organic
loading to the treatment facility's land treatment system,as well as its potential to reduce the
potential for odors from facility.
The results from the pilot could also be extended to other food processors located within the
Columbia Basin that use land treatment systems. Most all use multi-million gallon lined storage
ponds to hold high organic strength wastewater during part of the growing season and throughout
the entire winter non-growing season. These open air structures have the potential to produce
odors that sometimes are a nuisance to local land and home owners. An affordable treatment
option to reduce the organic content of these stored waters could reduce the potential for off-site
odors.
In addition, reducing the organic loading to the land treatment system could reduce the potential
to cause anaerobic soil conditions. Anaerobic soils can result in the leaching of salts from the
root zone and into any shallow ground water.
I look.forward to learning of the results of your pilot digester study at the Pasco facility.
incerely,
!✓° , t` r
Don Nichols
Pen-nit Manager
Water Quality Program
DN:ch
AGENDA REPORT
FOR: City Council August 12,2009
TO: Gary Crutchfie Manager !
FROM: Rick Terway, A ministrative and Commu
Services Director Regular Mtg.: 8/17/09
SUBJECT: Memorial Pool Renovation Project
I. REFERENCE(S):
1. Bid Tabulation
2. Pool Site Plan
II. ACTION REQUESTED OF COUNCIL/STAFF RECOMMENDATIONS:
8/17: Motion: I move to award the contract for the Memorial Pool Renovation Project
No. 09-118,to Ziegler Construction in the amount of$1,817,600.00 plus sales tax,
including the base bid and alternate bids No. 1 (deck) and No. 2(shade)and, further,
authorize the Mayor to sign the construction contract.
Motion I move to authorize the purchase of materials for the construction of the
new leisure pool from Myrtha Pools in an amount not to exceed$289,000 plus
applicable sales tax.
III. FISCAL IMPACT:
Total project cost is expected to be $3,114,279.92.
Funding sources: Capital Improvement Fund: $2,000,000.00
General Fund: 737,279.92
Parks Development Fund: $377,000.00
Total: $3,114,279.92
IV. HISTORY AND FACTS BRIEF:
A) On August 12, the City received 6 bids for the Memorial Pool Renovation Project.
(summarize low—high) See the attached bid tabulations.
B) The project was bid with two alternates for additional deck area and shade structures
south of the new leisure pool. With bids being well under Engineer's Estimate, we
recommend that both alternates be included.
C) Ziegler Construction of Pasco is the apparent low bidder. Staff recommends awarding
Ziegler the bid. They have done other work for the City and have performed well.
D) The renovation project consists of the replacement of the bath house; complete
renovation of the existing 50 meter pool; and the addition of a new 3,600 sq. foot leisure
pool and splash pad.
E) Staff has designated some of the equipment for the project as direct City purchase in
order to avoid constructing markup on the products. Most notably, the Myrtha pool
materials, a total of $673,000 are to be purchased direct from the manufacturer and
installed by certified installers. Council earlier authorized the purchase of materials for
the 50 meter pool($420,000 authorized, $384,000 obligated) in order to speed the design
and manufacturing process. The award of the bid will necessitate the purchase of the
materials for the leisure pool in the amount of $289,000, therefore staff asks for that
authorization at this time.
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