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HomeMy WebLinkAbout2014-0422 Council Agenda PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agendr, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you , ish to speak, please fill out the Speaker Request form located new the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussie re, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE SPECIAL MEETING ASHLAND CITY COUNCIL April 22, 2014 Council Chambers 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 7:00 p.m. Regular Meeting 1. CALL TO ORDER IL PLEDGE OF ALLEGIANCE III. ROLL CALL IV. NEW AND MISCELLANEOUS BUSINESS 1. Talent Ashland Phoenix Pipeline Intertie Project update V. ADJOURNMENT OF BUSINESS MEETING In compliance with the Americans with Disabilities Act, if you need special assistance to participate ir. this meeting, please contact the City Administrator's ohice at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibl ity to the meeting (28 CFR 35.102-35.104 ADA Title Q. COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9. STARTING APRIL. 15.2014. CHARIER CABLE WILL BROADCAST LIVE ON CHANNEL 160. VISIT TI-IE (JTY OF ASHLAND'S WEB SPIT: AT WtNW.ASl-ILAND.OR.US CITY OF ASHLAND Council Communication April 15, 2014, Business Meeting Talent Ashland Phoenix Pipeline Intertie Project Update FROM: Michael R. Faught, Public Works Director, faughtm@ashland.or.us SUMMARY: The City's contract engineer for the emergency Talent, Ashland, Phoenix (TAP) project, RH2, has estimated the cost to engineer and construct the TAP line at $4.322 million (which includes a $947,000 contingency), an increase from staff s estimate of $2.3 million. In order to keep proposed water rate increases in line with the 2012 Water Master Plan rate structure, some water distribution capital projects have been moved out past 2023. To meet the target project completion date of mid-August, staff is recommending the Council grant the City Administrator contract authority in excess of $100,000 for the construction of the emergency TAP pipeline. In order to appropriately fund the emergency TAP project, staff recommends the Council authorize the City Administrator to sign a $2.97 million State Revolving Fund loan document, of which $2 million is for TAP and the remainder for pump station improvements and the Loop Reservoir water distribution project. In addition, staff recommends the Council authorize the re-allocation of $2.4 million in bond funds secured for construction of Park Estates to the emergency TAP project. Lastly, staff recommends Council approval of an emergency TAP pipeline construction procurement process. BACKGROUND AND POLICY IMPLICATIONS: Following Council's approval to proceed with the emergency procurement process for engineering the emergency TAP project, costs have been reevaluated and, as expected, are considerably higher than preliminary estimates. It is expected that actual costs could be nearly $4.322 million, although that figure includes a $947,000 contingency. The increased costs can be attributed to the expedited schedule, increase in the construction cost index and improvements in the design to increase the capacity from 1.5 to 2.3 million gallons per day (mgd). To mitigate the increased costs, staff is pursuing low-interest loans through State of Oregon. Drinking Water Revolving Loan program, and will defer a few planned water distribution system improvements out past 2023. Emergency TAP Contract Engineers Update RH2 Engineers completed the necessary water system modeling and operational review of the Phoenix and Talent pump stations on March 21, 2014. The City received a draft technical memorandum (attached) detailing system pressures, pumping issues and issues associated with construction of the water line and pump stations within multiple jurisdictions, and included a planning level cost estimate for TAP engineering and construction to meet the mid-August 2014 deadline. The current plan is to Page 1 of 4 Ir, CITY OF ASHLAND design and construct TAP for 2.13 mgd in capacity; the system will be designed to eventually upgrade TAPS capacity to 3 mgd in the future. Engineering design for the TAP pipeline will occur in two phases. Phase one includes surveying and design analysis of the existing system. Phase two includes the final design components. Phase one began with RH2 modeling the distribution system in order to determine the feasibility of pumping between 1.5 and 3 mgd into Ashland's distribution system and to analyze the ability of the current reservoir and pump station in Talent to accommodate the varying pumping requirements. The analysis also included looking into Ashland's current distribution system to determine where and how the water would be pumped into the City's system along with the effects pumping would have on the system. Topographic survey data acquisition was also started in order to determine a pipe alignment for construction. RH2 met with the Oregon Department of Transportation (ODOT), Jackson County Planning, Oregon Health Authority, and Central Pacific Railroad to discuss location and installation of the waterline and pump stations within their jurisdictions. In addition, site investigations were conducted to determine appropriate areas where a portable and permanent pump station could be located. Phase two of the engineering design has begun with RH2 working on a final design alignment, creating specifications for bidding, right of way acquisition for pump locations and general permitting between the effected jurisdictions. After weighing alternatives for construction procurement carefully, staff and R142 have concluded that bidding the project under emergency circumstances best suits the needs of the constrained timeline associated with potential water shortages. Emergency Construction Process Given the need for additional water supply by mid-August, a contractor must be selected and begin construction in early May. To that end, staff recommends the following emergency construction procurement process (form 413 attached). To create a competitive process under emergency circumstances, staff will contact up to five local pipeline contractors that are known to have the resources to construct TAP in the dictated timeline. RH2 will develop appropriate bid forms along with construction specifications. Contractors will be given two weeks to submit a bid to the City. The City will then select a contractor. This will allow for a more flexible design process with RH2 designing the first 4000 feet and subsequently adding pipeline phases in order for the contractor to continually install pipeline. Ashland Municipal Code 2.50.090 (H) defines emergency procurements: a public contract that is necessary because an emergency exists meaning there are circumstances creating a substantial risk of loss, damage, interruption of services or threat to public health, safety, welfare, or property that could not have been reasonably foreseen and requires prompt execution of a public contract to remedy the condition. Staff believes, given the time frame and potential supply issues, emergency procurement of services is appropriate. Staff and RH2 have developed appropriate findings detailing the emergency and also have created a process that allows for competitive bidding to the maximum extent practicable. Page 2 of 4 !VVIr, CITY OF ASHLAND In addition, this method will allow staff to follow the intent of AMC 2.50.020: The City shall endeavor to utilize local suppliers of materials and services whenever practical and feasible while seeking to obtain the lowest and best responsible bid, quotation or proposal. Project History Ashland's 1998 Water Master Plan projected that daily peak water demand would exceed the treatment plant's capacity by 2016. At that time, the preferred solution was hooking into the City of Medford's drinking water supply through an interagency agreement called TAP. To that end, the City entered into a TAP agreement, invested $2.6 million to upsize the pipe from Medford to Talent and purchased Lost Creek water rights. The adopted 2012 water master plan recommended connectivity into the Talent Ashland Phoenix (TAP) pipeline to provide a backup emergency water supplement for Ashland. This project was scheduled for 2015; however, low snow fall and winter drought conditions led staff to recommend an emergency procurement process to move planning, permitting, engineering and construction of the emergency TAP water line from 2015 to 2014. An accelerated project schedule necessitates an emergency procurement process. Following the City Council's decision in 2008 to delay the TAP project with an original project cost of $12.5 million dollars including $6.1 for construction, the City began the process of evaluating different options to solve the peak demand issues. The new water master plan, adopted in 2012, recommends constructing a new 2.5 mgd water treatment plant to address projected peak demand shortfalls. The plan also identified the need for a redundant water source during droughts, toxic algae blooms, earthquakes, fire in the watershed, and other water quality issues that could restrict our limited water supply. The TAP project was included in the master plan for such emergencies. ham://ashland.or.us/Agendas.asp?Display=Minutes&AMID=3436 At the February 18 Council meeting, Council approved the emergency engineering procurement process for the TAP pipeline (http://www.ashland.or.us/Agendas.asp?Display=Minutes&AMID=5579) At the March 4, 2014 meeting Public Works presented the cost options for paying the Medford Water Commission (MWC) SDC for both options along with the water delivery agreement. These options included whether to purchase 2.13 or 3 mgd worth of SDC's from the MW C. The 2.13 mgd represents the amount of water the City could receive on a daily average amount over 5 months based on the 1,000 acre feet of Lost Creek water rights. The Council approved proceeding forward with the 2.13 mgd option and staff has continued to work with the Finance Department and economic adviser on payment strategies. http://ashland.or.us/Apendas.asp?Display=Minutes&AMID=5593 The TAP project consists of engineering and construction of a 16-inch, 14,000-ft. pipeline from Ashland to Talent, where it will connect to an existing line that ends at Creel Road in Talent. The supply will provide an additional 2.13-mgd of emergency water supply. On March 30, 2006, the City signed an intergovernmental agreement with the City of Talent for the provision of emergency water services. The TAP connection will be used for emergency situations, and portable pump stations will be used as needed. Page 3 of 4 ~r, CITY OF ASHLAND FISCAL IMPLICATIONS: Staff, with the assistance of the financial advisor and the Finance Department has developed a strategy to fund TAP at a maximum cost of $4.322 million dollars. This includes using $2.4 million by re- allocating bond monies from the Park Estates improvement project to the TAP project. Staff has also submitted a letter of intent to the Infrastructure Financing Authority to fund the remaining $2 million dollars for TAP. The consulting engineer will be completing the required environmental documents to expedite funding approval by May 9, 2014. This loan can potentially be secured at a I% interest rate and include principal forgiveness for green infrastructure components. STAFF RECOMMENDATION AND REQUESTED ACTION: • Staff recommends approval of an emergency construction procurement. • Staff recommends approving the use of restricted fund monies previously associated with Park Estates Pump station to be used for TAP. • Staff recommends granting the City Administrator contracting approval in excess of $100,000 for construction of the TAP pipeline. SUGGESTED MOTION: 1. I move to approve an emergency construction procurement of the TAP pipeline. 2. I move to approve re-obligating Park Estates Pump Station monies of 2.4 million to the TAP project. 3. I move to grant the City Administrator contracting authority in excess of $100,000 for construction of the TAP pipeline. 4. I move to grant the City Administrator authority to sign an State Revolving Fund loan agreement in the amount of $2.97 million ATTACHMENTS: 1. RH2 Draft Technical Memorandum #1 2. Emergency Construction Procurement form #13 Page 4 of 4 P`, City of Ashland] TAP Emergency Supply Project Preliminary Design Technical Memorandum No. 1 Alternatives Analysis 1.5 MGD - 3.0 MGD March 21, 2014 Introduction The City of Ashland (Ashland) receives water from Reeder Reservoir as their primary source of potable water supply. Reeder Reservoir is a rather small drainage basiu,which is predominately fed by precipitation and, as such it along with Ashland's water supply ax very sensitive to drought conditions. Ashland has worked in the past to minimize drought impacts Uyaadding additional storage and utilizing Talent Irrigation District (TID) water to increase water availabfhhfortunately, due to the severity of the drought in 2013, the impacts have expanded,,beyond theft\shland water shed and have dramatically impacted the water available from the,''lD source.'WAshland has retained RH2 Engineering, Inc., (RH2) to assist in developing dgand construction documents necessary to implement emergency improvements to address thi's?Nurgent issue by late sun er„of 2014. ~ Ashland has determined that the preferred course of acD tion is to move Forward with the Talent- Ashland-Phoenix (TAP) connection to provide emergency watet in the case that the existing Redder Reservoir and TID sources are not able tp~ovfde water to the city. The Talent Ashland Phoenix Interne (TAP) was created in 1997 as a mechanism to supply waterto these three separate jurisdictions as needed. The TAl partnexshlp;puxchases°water from*.tll he Medford Water Commission (MV7C) and is delivered to Phoenix and Talent is a Regional3Booster ump Station (IZBPS) located north of Phoenix and a ,2~4`~ ncli ductile iron trankmissig4main which terminate at the north end of the Talent system, near tube; exsection of Suncres[ Road and RNAW Highway (Hwy 99). Ashland does not curren~tl}1 cccive wa er from the PAP ystem but has contributed to the e\ construction of the infrastn~pmr as a proportional share . In 2006 Ashland financially parti cipated in rVA the construction li kited tran~nussion pip witltin t City of Talent to facilitate a future connection for emer enc use at the intexsecuonfC cclRoad and Hwy 99. Coinciding with this g y 4&i9® part cipation shland signed €an agreement with the City of Talent to utilize their distribution system in hen of connecting directly tlOexisttng.te s of the 24" regional transmission main to serve as Ashland's eme g ncy connection Dint. Ashland currently dcsires~to consnvct all emergency pipeline with temporary pump station(s) to connect to the existing T Pisystcm'as part of a phased solution to deliver an emergency water supply to Ashland. The Phase ] 0rovements would be designed to be able to deliver a minimum of 1.5 million gallons per day (MGD) ,a up to 2.13 MGD, in an emergency. Ashland would like this to be in place for use by the late summer of 2014. Phase II of the project will include designing and constructing permanent pumping facilities for the future use of the City. The TAP connection will also be able to provide emergency water in the winter if the existing water treatment plant is inundated with water due to severe flooding and becomes inoperable for a period of time. As part of a long-term emergency supply strategy the City is also interested in evaluating whether the TAP system could support an ultimate capacity of up to 3.0 MGD in emergency supply. RH2 has been working under 03/21/144:11 I'M ZA\ the1ADam\COA\1014-033\02 Pmliminaq Dai,\T¢hnkc W. \ATAP T¢hninl Alemo I - DJt SAb iml.do. TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 2 the assumption that these specified volumes of water have been determined to meet the demand of the system under severe conditions. Preliminary analyses have been completed to verify capabilities and impacts on the existing systems and determine a cost-effective and practical solution to the Ashland's anticipated emergency conditions. It has been determined that short-term improvements can be made to provide emergency water in the volume of 1.5 MGD to 2.13 MGD to Ashland without substantially impacting the Phoenix, Talent, or Ashland distribution system piping. Based on preliminary modeling, it is anticipated that this emergency short term connection should have minimal impacts to the Talent and Ashland distribution system, but will cause slight changes in pxe`ssure and velocity at key locations within the systems. In addition, the existing Talent pumping station is not capable of producing sustained flows necessary to meet the combined system dema' tills of both Talcnt and Ashland and will therefore need to be upgraded as part of the Phase 1 or l has-e 2 improvements. At this point, it is assumed that a temporary pumping unit will be installed during Phae at the Talent BPS as needed to meet the combined system demands. Ashlan&will also require itsOwn pump station in order to boost water from Talent's distribution system mt''FSAK o ether the Granite or C owson pressure zones. The location of this pump station is still to be determined, but a preliminary location has been found in the vicinity of Hwy 99 and Valley View Road. Again, for Ph se 1, it is assumed that a temporary pumping unit will be installed at this location with plans to replace this with a permanent pump station as part of Phase 2.This memorandum includes planning level cost estimates for the short-term and long-term options for delivering up to 3,Q =D to the Cityof`~'Ashland. Approach A two-step approach "Alpo nded to implement AshI tic ;connection to the TAP infrastructure. The first phase involve' rconstructi portable, temporary pumping facilities in order to provide an emergency supply of attleas 1.5 M ' ID to Ashland " late summer. The second phase will provide a more permanent, long-ter solutiot tLoBupply additional capacity that is more readily available and easier to put into operation and main am.. Phase I The first phase proposes to convect Ashland's water system to Talent's distribution system in Hwy 99 at Creel Road and construct a new 16-inch ductile iron water main within Hwy 99 to connect to Ashland's lowese 'ice area (Granite Pressure Zone). This would be a partial supply and assumes the City's water treatment plant woul oaperate at some capacity to serve the higher, Crowson service area. A temporary BPS wil bkck rreequir pump water into Ashland's lower service area. The location and configuration for this BPSS-is being developed, however, it is recommended that it be located very close to Ashland, w thin its Urban Growth Boundary (UGB). Talent's primary BPS is connected to the regional transmission main near the intersection of Hwy 99 and Suncrest Road and pumps water to the Talent's Belmont Reservoirs (2.5 MG combined storage) which supplies the Creel Road connection. This BPS has a design capacity of 940 gallons per minute (gpm). RH2 evaluated the options of either utilizing this existing pump station or constructing a new temporary portable pump station to pump water to Ashland's lower service area. If a temporary portable pump station is selected as the preferred option, it is recommended that station be diesel- 3/21/20144:12P]I Z:\ao1he11\Ihn\CO:\\IOIJ-0}3\02 PrelimiwP Deign\l'¢hniral Memos\ArAP lkhnic Uemmo1-Dnfl Submirtd.daa TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 3 driven portable pumps, as manufactured by Godwin. Whether these should be purchased or rented is still to be evaluated. Phase II Phase IT will primarily focus on constructing new pumping facilities for long-term emergency supply, as the majority of the required transmission mains will be installed in its permanent location during Phase 1. Additional transmission main will be required within the City's distribution system. The following are two options to implement long-term emergency supply solutions. Option I One alternative is to construct a permanent facility at the site of Che temporary BPS that could pump at higher capacities into the Granite distribution system. An evaluation will need to be conducted to assess how higher pressures in the Granite service areas' axe managed and if a third BPS would be needed to serve the higher Crowson service area V Option II aka The second alternative includes construction the BPS;to pump up to 3.0 MGD'idirectly to the Crowson distribution system. Assumptions RH2 has confirmed the following assumpt ions regarding- short-term emergency supply implementation, which will not require significanE further altermi ' e evaluations. • The general aligntt cilt of the transttitssion main following H ,y 99 has been confirmed and sized as 16 in dtees"in diameter. Details regarding th specific location within the alignment, connections, appurtenance permitting requirements, and operation considerations will still need to be det( A- d. • Thcij e_fi3rred approach is to utilize the Cttlyyof `talent distribution, storage, and pumping systems as ashared component ofAshland's emergency supply. Institutional arrangements b'etveen Ashland and Talent assure thislo g-term approach will be an overall benefit to Ashland and will not limit op ons to serve its entire system in the future. • It is feasible to provide; a capacty'"of 2.13 MGD emergency supply to Ashland without signific t mpacts to As~land's or Talent's distribution systems; however, it will create some increased pressures that wtuinccd to be managed and determined to be acceptable by Ashland and Talent • It is feasible Nincl se the future capacity of the emergency supply to as high as 3.0 MGD, but not without further investments in pumping facilities and improvements to distribution system piping in both the Cities of Talent and Ashland. 3/21/20144:12 PAI %:\13othell\Datn\COA\101+033\021'rul'unitng Ucslgn\TecFnieal Memos\A'1 API echnicA Memo 1-Onfr 5u[-tcddocx TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 4 Analysis Institutional Issues and Property Acquisition RH2 is coordinating with involved agencies to verify opportunities to mitigate impacts and to meet the respective requirements of each of the agencies. The agencies that we have currently coordinated with are as follows • The Oregon Department of Transportation (ODOT). A meeting was held on March 7, 2014, to discuss requirements of working within the state rights-of-way. The alignment of the TAP pipeline is within an area that was recently paved and is under a pavement moratorium, which does not allow the asphalt to be cut until 2016. The state isswilling to give Ashland a waiver of this condition due to the emergency situation. The, restoration requirements of the highway facility will be strictly monitored to minimize long-teriii impacts to the existing facility. Ashland will need to acquire a "rig 1 ht to occup3+ .+Pertriit from C DOT before the line is installed 3 , in the ODOT right-of--way. This per it will lih-'el}' be acgmred+by'' shland without as long as we coordinate the design is coordinated t) OllOT there is ag cement on the proposed location of the pipeline. r • The Oregon Health Authority (OHA). The OI=as-contacted on March 14 2014, and was apprised of the current plan andd[h OE It\ provided comment on the poss blame required water system testing modifications for Asl ml ind. This main is being constructed outside of the city limits and the design will be re ed t6kbc,rcviewcd'by OI-IA. OHA is aware of the time sensitive nature of the project an agreeable lto,review the plans in phases, as they become available. I • The Central ~~}regon and Pacific Railroad (Railroad). Tlie I~Zailroad has been contacted and the current plan is o apply for a permit to open ut Hwy 99 underneath the existing rail crossing bridge. This approach,is not-consistent w tli+_tlie rules generally applied by the Railroad, the Railroad was-able to m ke mexce tion under he current urgent circumstances. `a • Cities of 1'alcnizz id Phoemx. CoordinaUon~lias begun with both jurisdictions to evaluate opgons to best fthtate th City's connon while minimizing impacts to these existing Sys 5 C • Jackson om3tJ PlannmgiDepartment (Count}'). Correspondence was sent to the County planning du ctor on Iviach 11, 2014, that included a brief overview of the plan. Ms. Kelly Madding contacted ted RH2.Nna a phone call on March 18' and confirmed that the County will work with the Guy to .tconstruction of the required facilities. There will be required permits from JacksoI unty for this work. RH2 will meet with the County once the location of the pump station ha been verified to begin the application process. RH2 has not been able to verify specific conditions or requirements during this agency coordination due to the preliminary status of the project. RH2 has reviewed several alternatives and their potential cost and schedule impacts. In conclusion, RH2 notified the involved agencies and did not find specific issues that will cause dramatic impacts on the project as planned at the time of this writing. Design modifications may have to occur as the project moves forward and specific requirements of the regulatory and permitting agencies are realized. 3/21/20144:12 P]I ZABvt1ie11\Dam\eOA\10l I033\02Preliminary Design\Tedmi,,Al Memos\A'I All It6mi,ANk. 1-DnRSub-l Ld- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 5 Transmission Mains and Pumping Permanent facilities for the Ashland's TAP emergency supply transmission main will be constructed as part of the short-term emergency supply improvements. For planning purposes, RF12 assumed that the transmission main will be designed to convey up to 3.0 MGD under normal operating conditions. At this time, the location of the temporary and permanent pump stations have not yet been finalized which may affect the alignment and operating conditions of the transmission main. However, based on preliminary analyses and siting efforts, the following design criteria has been established for the purposes of preparing preliminary design documents and planning-level cost estimates. Pipe Size Based on normal operating conditions of 1.5 MGD to 3.0 MG13 (approximately 1,100 gpm to 2,100 gpm), RH2 concurs that a 16-inch ductile iron pipe is approprAte for the transmission main. k Pipe Classification Significant discussions have occurred within Ashlun'd'Agarding the pipe class (i.e., pipe thickness) of the ductile iron pipe. While R1-12 has not been tnvol ed to all of Ashland'Miscussions, we are familiar with many of the details that often influence dre &cision. These typically elude: cost, availability, operating pressure and surge conditions, corrosion pro tection,d,protecdon durhng installation and future maintenance, or third-party activities. With the excel atiomof the last item listed, which, in RH2's w experience, is a matter of internal polic}'regardmg risk assess~ent, these details are addressed in the rest of this section. The cost of the ductile iron pipe at different classifieattons is directly related to the thickness of the pipe, i.e., a higher classtficntton equals a thicker pipe, w`hicli is often It~gher in price. However, market s '~3 demand and availabili ty 4ofPthe cerptaci~n eommon,pipc classifications will also influence pipe prices. At 16 inches in diameter many municipalities ha\ sNandardtzed oin.a:Class 50 ductile iron pipe. This in \ Ah s turn helps to increase the'availability of 16-inch C1a~ssx50 pipe and also reduces the cost. Recently, City staff contacted Pacific Stes Cast Ir6n•Pipe (PaciR States) regarding cost and availability of 16-inch pipe. Based on P£eliminar} p i6ng1provided'4by Pac3 McgStates, the cost increase to move from Class 50 to Class 52 or CIas6,594''wooul7be a pxoxima[e1y41t00 600 to $300,000 (123 percent to 170 percent), respectively. In addition, diOto the fact,that the Class 52 and Class 54 are less commonly ordered, the lead t me rMq'u red to secu +N r6these pipIVIOX e materials would likely be longer than it would be if Class 50 materials were purchased ' Fo ter,. More detailed information regarding the preliminary hydraulic analysis and anticipated operating pressures within the =system are fbvided in the Hydraulic Analysis section of this memorandum. However, based on p el nnnary'ui ormation, RH2 anticipates the normal operating pressures on the suction side of the Cit) ssp posed BPS (i.e., transmission main between Talent and Ashland) \vill P 9 uare inch (psi) to 100 Psi, and could range from 150 Psi to 315 Psi on range between 25 Pounds er.s the discharge side of the pump station, depending on whether it is pumping to the Granite or Crowson Reservoirs. Velocities within the transmission main are anticipated to range between of 1.8 feet per second (fps) to 3.35 fps. While further analyses will be required to evaluate hydraulic and transient (surge) conditions, based on preliminary calculations, RH2 estimates that pipeline pressures could increase between 87 psi to 167 psi under surge conditions. In general, the pipe pressure class should be selected based on the installed and operating conditions. Based on preliminary alignment and analyses, it appears that Class 50 ductile iron pipe will be adequate 3/21/2014412 P.1 7\6olhell\Dan\COA\1014033\02 Pmlimla Design\TmMid.le=s\ATAP Tehnid.Memo I - Dvfv Subml .do TAP Emergency Supply Project Prelitninary Design Criteria Memo No. 1 Page G for the majority of the transmission main where pressures normal operating pressures are less than 300 psi. Where pressures exceed 300 psi (i.e., discharge side of the BPS), a higher class pipe will be required. Where surge conditions are anticipated exceed 100 psi more than working pressure, additional surge protection devices (e.g., airvacs, surge tank, pressure relief and anticipator valves, pump flywheel, etc.) should be added as needed to protect system. The pipeline design should include provisions for corrosion protection. While additional testing and analysis are required to determine the level of soil corrosivity, based on RI-12's current understanding of the soil conditions along the proposed alignment, it is anticipated that the soils will be low to mildly corrosive. As a long-term investment, RI-I2 will evaluate poly wrapping and joint bonding the -Y transmission main as the primary means of corrosion protection. Generally, poly wrapping and 1ointing bonding is typically a more cost-effective and Px°tl long-term approach to corrosion protection in comparison to increasing the pipe wall thic`kncss. In ddition, joint bonding allows for the pipeline to be monitored for corrosion and f, necessary,~Eoi-an active or passive cathodic protection system to be added in the future. Over 'time, other utilinescand factors can create stray _Z current even in low corrosive areas, particularly m "Peas that may urbanize iii the future. This approach allows for Ashland to make a lower cost invest ment~fort his project, but will provide greater flexibility in the future for evaluations and upgrades. Based on the information provide, RII2Trecomme i s that the transmission main e specified based w on Class 50 ductile iron pipe for woxkin g,pressuxes below 30i and Class 54 for pressures exceeding 300 psi. We also recommend that the`ansmi `ssion main be 'constructed with poly wrap and joint bonding for long-term monitoring and corrosion A protection wry z> Pipe Cover !t RH2 recommends that all piping installed within' Hwyj99 be insla~l ed at a minimum bury depth of 4 feet. In our experience, we have found that this deQth is generally well suited to avoiding conflicts with other utilities and providing adequate cover f5r future road development. Hydra uAt tlnalyses , This scenI WIo provides prehtrninar}woveerview of`the;hydraulic modeling results of the Ashland and Talent d stribunon systems valuated~Eoth is project. Further investigation will be required to verify results and `confirm assumption's I IAtilized models provided by Cities of Ashland and Talent for *KoA this analysis. B'oth,,,models were previously p"rdpared by other consultants and it has been assumed that the data provided i$s accurate and complete to a level consistent with industry standard. The expedited timeframe of the p of ` t.has reduced the ability to perform a complete review of the systems hydraulic `i,k ~?Y model provided. Furtlfersinvesngation and modeling may show inaccuracies that have not been identified to this point Ittiis ass" med that these minor variations will not have substantial impact on the outcome of the results. Investigations into Talent's model showed that the distribution system is capable to convey 1.5 MGD to 3.0 MGD with minor impacts on the distribution system. The upper end of the flows desired in the long-term phase will require improvements within the Talent distribution system to alleviate these minor impacts. System pressure impacts under different scenarios are shown in Table 1. Table 1. Talent Pressure Impacts Overview Pressure (psi) 3/21/MI44,12 P\I Z:\Ifothe1l\Dim\COd\1014 -033\02 Pmlimin., DLsip\'I'echnical Memos\A'I'AP Technied Memo I - Orafo Suhmaaldna TAP Emergency Supply Project Preliininary Design Criteria Memo No. 1 Page 7 Talent BPS On Talent BPS Oft PHD + PHD + PHD + PHD + Junction Talent 1.5 3.0 Talent 1.5 3.0 Description label MGD MGD MGD MGD Ashland Ashland Ashland Ashland PHD Demand Demand PHD Demand Demand Connection to Ashland J-2 71 71 69 69 66 61 Lowest Zone 1 134 51 51 49 46 43 38 pressure Al 1 Highest Zone 1 168 110 110 108 104 101 97 pressure PHD = Peak Hour Demand Ashland's system was hydraulically modelled to veafy pumping requirements and impacts on pressures and velocities within the distribution `system under multiple scenarios. This evaluation identified multiple options to convey an emergency supply through the system. This investigation determined impacts of moving water against the normal flow difection. tlsh and' delivers water from the top of the system down under normal operat ng conditions. This project requires modeling of flow going up gradient through the system. Multiple assumptions had to be made during this modeling effort. These assumptions will be verified: during future correspondence and agency review. In conclusion, impacts to the system are m eab0and highly dep ndent on the volume of water that is be delivered into the system. Required mprovements and recommendations will be discussed in detail after further analysesll`avebeen completed. Systems ressure imp cts shown in Table 2. Table 1%shland Pressurelm acts Overview V-5 MGD 2.13 MGD TAP Supply TAP Supply Granite ServiceTArea NUIstmg `Pressure `q 0increase Pressure Increase Pressures w 4' i3e sure (psi)K (psi) (psi) (psi) (psi Connection to Ashland 156 159 +3 168 +12 Minimum Pressure 38 34 -4 38 0 Maximum Pressure.. 166 165 1 169 +3 ,Y , Pump Stations This section provides a preliminary evaluation of the current pump stations to supply emergency water to the City of Ashland, identifies and recommends actions to be taken to implement the project on a short-term and long-term basis, and recommends design criteria. 3/21/MI44.13 P\I Z:\Ibi tl\Da.\COA\1014-033\02Prel,-lm,1hs,\"Imhnlol_%I-o,\AIAP "1'nhnla\l-1-DnFlSubmim.da. TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 8 TAP Pipeline and Pump Station In 1997, the Cities of Phoenix, Talent, and Ashland entered into a three way agreement to construct the TAP BPS and 24-inch regional transmission main. The agreement called for a percentage share of the construction and operations and maintenance (O&NI) cost and capacity of the system to be allocated to the three parties (Table 3). Table 3. TAP Cost and Capacity Allocation Percentage Allocation of 2050 C-_a acs Allocation m_ d P.ro'ect C-_ost ADD P.DD Phoenix 2138% ,106 3.012 Talent 58.83% 1.858 3.972 Ashland 19.78% V N11600 1.600 ADD =Average Daily Demand, PDD = Peak Daily Demand w The TAP pump station pumps from the M\X C sy'~syytem to the Cityof Phoenix's Eastside Reservoirs. Water is then pumped from south end of the24inch transnssion main do the City of Talent's Belmont Reservoir, which is the primary storagerghe City of't`alent z' The objective of this project is to suppl}rkvater from the c' ofetl e 24-inch TAP water main at Suncrest Road to the City of Ashland's water system: Proposed Pump Station Improvements k:. The temporary pumping improvements to • rovtde'add ttonal emergency supply to Ashland are shown in Figure 1. ...jib v ram Figure 1 LEGEND gP5 --e Tempurary BPS Permanent BPS Short-Term Temporary System X2014) Long3erm Temporary System Option [rawson BPS -n Evlsting Granite _ BP$ l _ I I © ~I I WWW - BPS TAp Tm InOcan Main n Belmont AshWrd - Talent [reel Rd LpngTerm Permanent System TAP Transmission Main The key pumping elements mist of 1. Modifications to the existing TAP BPS to provide additional capacity to the as an emergency supply; 2. A City of Talent BPS to supply the City of Talent distribution system and the emergency supply to the proposed Ashland BPS; and 3. An Ashland BPS to lift emergency water into Ashland's Granite Reservoir through a proposed 16-inch transmission main. 3/21/20144:12 PM Z\13o1he11\Dam\COA\1014033\02 PrcliMnary Deeip\Techma1 Memos\A'rAP l'echri al \lenw 1 - Daft Submirtd.do TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 9 Regional TAP Booster Pump Station The TAP BPS is located on Sarnike Drive and consists of four pumps. The TAP BPS pumps from the M\UC system to the City of Phoenix's Eastsidc Reservoirs which act as operational storage for both the City of Phoenix and the City of Talent's BPSs. It is also equipped with an auxiliary power supply. Table 4 outlines the pump capacity of the four pumps in the TAP 13PS. Table 4. TAP Pump Station P.um_ s Ca aci MGD TAP Pump # 1 50 h -1,000 m `r 1.4 TAP Pump # 2 50 h - 1,000, V ' 1.4 TAP Pump # 3 125 h - 2,06",-, 2.9 TAP Pump # 4 125 h - 2000 ANt. 2.9 Total Installed Ca acct - 2'?°*~ 8.7 Currently, Che'fAP BPS has a firm capacity of 3k O gpin (4.3 MGD) x lie~cucrent control system will only allow one of the 2,000 gpm pumps (pumps 3,and 4) to operate at one time as they share the same variable frequency drive (VFD) motor controllers It-i's unkno,if both ofI maller, 1,000 gpm pumps (pumps 1 and 2) can operate atFthe same time. -Ne-" el w emetry NMN system is outdated, and replacing the programmable logic control (I'LG) amend remote telem un t (RTU) is no longer available. Ashland's required demands from the T' T BPS%i'sasliown the Table 5. Table 5. TAP Pump Station - Current and°.F,uture Capacity Requirements Phoenix Talent A Emergency Total Total GPM MDD MDD $u l PDD MDD (MDG) (MGD ) Short-term Long-term (MGD) 12' AWN-mft, 4.0 2,800 X-1 ,.3'x,'"- 12 N MYl . 4.63 3,200 l" X1'.3 NC2\ ~~N0 5.5 3,800 N The City RThhooenix also receives water from the MWC through a secondary supply utilizing the Experiment Road Pump Station~~(LRPSater entering Phoenix's system is metered at these two pump stations and imaster mete Fs also located on the south end of Phoenix's system on the 24-inch transmission mamnto°record at supplied to the Cities of Talent and Ashland. The ERPS supplies water to the west side oPp.. ocnix a d is used to balance the west side of town with the hydraulic grade v~. cwa9yy,,j line (I-IGL) of the East S1de4Reservoir. The ERPS is not designed to contribute to the demand of Talent and Ashland. Regional TAP BPS Recommendations The TAP BPS appears to have adequate capacity currently to provide Ashland with 1.5 MGD firm emergency supply without any further modifications. For any additional capacity in the near future or long-term, the control system will need to be modified to operate each pump simultaneously. Firm capacity of the station can be increased to 4,000 gpm (5.8 MGD) without additional pumps. Growth in the Cities of Phoenix and Talent demand will also need to be considered in future capacity Prclimiinry Design\>'ecLnicnl memos\A'Pdl''fedmlcel memo -Drefi suLmiml.doa 3/21/20144J2 PM %:\Iio16di\g.\COA\1014.033\02 TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 10 considerations. Replacement of the telemetry and control system is recommended to be included as a short-term improvement. Existing Talent Booster Pump Station The City of Talent BPS lifts water and boost pressure from the TAP transmission main, near the north end of Talent at Suncrest Road to the Belmont Reservoirs. It is supplied by a 16-inch suction main from the terminus of the TAP 24-inch transmission main. It discharges into two 12-inch mains that traverse the distribution system connecting to a new 16-inch main in Hwy 99, the Belmont Reservoirs and the south end of the Talent's distribution system at Creel Road. "I'hc 'Talent BPS has two Paco pumps and with a firm design capactty of 942 gpm. The motors are 100 horsepower (hp), 3 phase, 460 volt designed for 1,750 xotat s per minute (rpm). Field observation from equipment pressure a es and remote control s stemdica indicated the firm capacity ma be slightly gg Y Y mss' nNRN t lower (842 gpm) at current operating pressures. The pumps are controlled by a single VFD that allows only one pump to be operated at a time and currently,opexate based on reservoir levels in the Belmont Y ^K, Reservoir No. 2. Talent Booster Pomp Station Short-term Recommendatrau' Preliminary hydraulic analysis indicates modificanons-to the extsang Talent BPS~must be capable of meeting the requirements described mfTable 6 to order to p o d the required El s to HWY 99 at Creel Road, the connection point to the proposed Ashland TAP transmission hne. w? ao-: Table 6-Proposed TaleMB ump teYRStation Requirements ~Wc L Talent MDD + 1[5 MGD Talent IVIDD + 3~0 MGD Demand Demand BPS Flow Rate';:; 2 7MGD 4.20 MGD Suction HGL 1';6,45 it 1,629 ft Discharge HGL '0& AWMO, 1809 ft 1,819 ft Pda k.., 'It `rte 19 ftt 219 ft ffsuction Pres ei>, 23, si 16 psi Z_ei Dischar a Pressure 10'7 psi 111 psi NoteExlsting BPS Elevation: 1 583Jeet The recommendeWghorrt to O.roach to provide emergency water to Ashland is to construct a temporary BPS to suplyly~he required flows for both the Ashland emergency supply and City of Talent distribution demands. Uiis app;oach utilizes the existing City of Talent pumping, storage, and distribution system to supplVwater to a proposed temporary Ashland BPS through a proposed transmission main connected to Talent's distribution system near Creel Road, utilizing the Belmont Reservoirs as operational storage. The recommended improvements are as follows. 1. Locate a portable pump unit at the existing City of Talent BPS site near Suncrest Road that can supply both the Talent and Ashland demands of 1,900 gpm and not use the existing Talent pumps when supplying water to the City of Ashland. 3/21/20144:12 P\I L:\Ibrhell\Dau\CUA\IOn 033\02I'rcfminary Desiym\'1'tthnicd Alemoz\d'1'AY Techninl .,\lemo 1 - Dnft subm..Ld- TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 11 2. Procure a temporary diesel-driven pump and supporting equipment that can meet the pumping requirements, equal to or similar to a Godwin I-B-225M. The pump is a 300 hp unit that can operate at variable flow rates. 3. Construct temporary site improvements at the existing Talent BPS site to locate and secure the temporary pump unit, fuel storage, and other supporting operational and communication equipment. 4. Utilize the existing Talent BPS inlet and outlet piping, metering, and backflow device by constructing temporary taps into the existing inlet and outlet piping. 5. Install temporary telemetry systems that can enable the,-, automatic operation based on the Belmont tank levels, the same as the existing BPS and allowing remote monitoring and control of the temporary BPS. ; 6. Utilize the existing Talent BPS telemetry systems to moniCOx sy§stem status, alarms, and other system operations to the extent possible 7. Design and operational criteria for the orary pump station mclu3es: o Buried inlet and outlet taps and pump<connectiofor protection q o Minimum of 20 psi on<mlet piping pressure; o Noise suppression to operate near residetnual,neighborhoods, ANA' o flows or reservoir levels, and remote o Automatic flow control,basedtl pressure, monitoring operation andcontrol'x , o Multi-day fue storage and containment o Third-party,servtcitig and fueling and o Site sec"tuc ty. P A short-term alternati~ dify the existing Talent BPS to provide the needed additional capacity is still being evaluated; however, this is` not being evaluated at this preliminary stage because of too many unknowns iegatd ng~thc conditi on of the existing pumps, electrical, controls and instrumen;owtatio i, the reliability for-backup pu ping capacity and the long lead time for new pumps and controls. Depending oa the results~of further analysis, it may be possible for existing BPS to play a key role ithe emergent} supply. Talent Booster rPP ( Station Long-ten comet lions The recommendd ong term approach is to modify and expand the existing Talent BPS to provide a firm and reliable cc pacify for bo h the City of Talent water demands and the City of Ashland emergency water supply. The prerrunary hydraulic analysis indicates the revised modification must make the existing BPS capable, f meeting the requirements described in Table 6. This approach is the same as the short-term app oath uzing the existing City of Talent BPS, storage, and distribution system to supply water to Ashland's BPS through the proposed transmission main connection near Creel Road and utilizing the Belmont Reservoirs as operational storage. Although further evaluation will be needed, the preliminary recommended improvements are as follows. 1. Modify or reconstruct the existing City of Talent BPS near Suncrest Road to increase its firm capacity to supply both the Cities of Talent (1.2 D) and Ashland (3.0 MGD) demands of 3,000 gpm. 3/21/ron4:12 Vpl %:\NodieO\Dao\COA\IOH.OA\02 Preliminary Design\Twhniol \lemos\A'I'AP'1'ecMid>lemo 1 - DnR Sbmiml.docx TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 12 2. Finn and reliable capacity is expected increase the size of the existing BPS, adding one and possiblv two similar sized pumps so any one pump could be out of service (largest pump) and still meet the required flow. 3. Modify the building, site piping, inlet and outlet piping, backflow and other supporting facilities as needed for reliability. 4. Modify, replace, and upgrade the telemetry systems to enable reliable automatic operation based on the Belmont tank levels that are the same as the existing BPS, and will allow remote monitoring and control of the temporary 13PS by the City of Talent and Ashland as appropriate. 5. Further consideration will need to be given to: o Utilizing the existing BPS structure, pumps'and controls or constructing a completely new BPS at the existing site or a new/site ` f-. o Location of a new BPS, if a new BPS'is the prefe3% native; o Capacity for growth in the City o'T ent's demands; : . o Design and operational criteria F =is o Auxiliary/backup power supply; xx o Surge and transient pressures mitigation ' o The need for VFD controleis nd o O&M responsibilities Ashland Booster Pump St1Short-term Recommendations The recommended short reproach for the proposed Ashland BPS is to construct a temporary pump station near th n sth end of the City of Ash rid distribution system at the end of the Ashland section of the new TA131G'.ihch trans ssion main; djacent to HWY 99. This approach utilizes a portable diesel driven-pumping unit1b p water into shland's low distributions}stem and utilizes the Granit lZservoie a operational storage~lSuction t~f r the proposed BPS will be from the City of Talcn dt'sfribution sy is em througli'Jhe Ashland[ ansmission main, being constructed with this i project. Multiple locations haVe•beeu identified for this BPS and are under consideration. Refer to the ~ Ashland Booster Pump Station ong te,commendation section for discussion on the proposed location.` A preliminary h}dtaulic analysis indicates the temporary pump station must meet the requirements shown in Table 7. Table 7 -Proposed Ashland Booster Pump Station Requirements Long-terml Short-term/ Long-term/ Permanent Temporary Permanent 16" to Wimer St 4 620 I BPS Flow Rate 1.5 MGD 3.0 MGD 3.0 MGD Suction HGL 1,799 it 1,778 ft 1,778 ft Discharge HGL 2,184 ft 2,236 ft 2,206 ft Pump TDH 416 ft 490 ft 460 ft "!.:\Ib~hell\Deu\COA\IOH-033\02 Pmlimiivy Design\"1'ahnical \lemos\AT.\I' Technied .Memo 1 - Drvfi Suhmiml.docs 3/21/20144:12 I'M TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 13 Suction Pressure 27 psi 18 psi 18 psi Dischar a Pressure 207 psi 230 psi 217 psi Pressure connect. point +3 psi +25 psi +12 psi Existing BPS Elevation: 1,727 feet The recommended improvements are as follows. 1. Locate a portable pump unit near the north end of Ashland's distribution system capable of pumping 1.5 MGD (1,100 gpm) into Ashland's Granite distribution system in Main Street. 2. Procure a temporary diesel-driven pump and suppoxtitequipment that can that can meet the pumping requirements, equal to or similar to a GodwinfFIL160M. The pump is a 450 hp unit that can operate at the higher discharge head reguiuiireIP 3. Construct temporary site improvements to locate a d NeNlie temporary pump unit, fuel A storage and other supporting operational anR,~ommunication a_ uipment. 4. Construct inlet and outlet piping, mete, Ptrid backflow device asideterr fined appropr ate. 5. Install temporary telemetry systems that c~n.+enable the automatic operation based on the Granite Reservoir levels and allowing remot oomtAtrawand control of t~l emporary BPS r. 6. Granite distribution system operational modifications-will need to be considered, specifically in regard to limiting supply from th~e n g er Crowson Seer vice area through many regulators. 7. Design and operational criteria foxe prop osed?temporary, B S include: o Buried i Iet aiidbutlet taps and~pump coniiections from the Transco ssion main for protection, o Minimut~n o 20 psi on inlet piping1xessure; o Noise suppression to operate near residential neighborhoods and commercial businesses; rr f o Aut m tic flow, `control hased on, ressure, flows or reservoir levels and remote monitoriip~eraoi; and control, o Multi-day fuelstorage and containment; =hixd-part} servicing and<fing; and o Site securit}. p t Ashland Booster Pump Stationaong-term Recommendations One alternative being evaluate,~d;For the long-term approach for the City's proposed BPS is to construct a permanent facility at the site of the temporary BPS that could pump a higher capacities into the Granite distribution system. A preliminary assessment of this approach indicates a need for the following. • Significant distribution improvements in the Granite service area should be implemented to manage high pressures to the northern portion of the distribution system that are already very high. 3121/2014411 P\I Z:\Bo~ eH\oau\eoA\1 014 -033\02IW-m ~U i,\T-h ill \(,.oa\ATar I vIhnic Ak.i - ono sub.i.W. TAP Emergency Supply Project Preliminary Design Criteria Memo No. 1 Page 14 • Construction of an additional pump station to supply the higher Crowson Reservoir service area. • Operational changes to regulators that are the primary supply to Granite service area from the higher Crowson service area. • Water quality considerations due to concerns generated from the lack of turn-over water in the Granite Reservoir. A second alternative is still being considered to a long-term solution that would enable the proposed Ashland BPS to pump up to 3.0 MGll directly to the Crowson Am~ ice area. The alternatives are still be developed and will be presented in future design criteria tcclvrtcal memorandums. Pump Station Sikug ~gP'~' Potential siting locations for the proposed BPS havetbeen evaluatedkbased on proximity, elevation, access, and availability. Two locations have been inyesgated and currently one location is favorable for the installation of the short- anti/or long-T rin facility. Both locations meet the requirements needed for the hydraulics of the system and hav power available. Furthe details It be discussed after negotiation for purchase has begun. Closing Statement Alternative analyses have been completed for s,range of flow conditions from 1.5 MGD to 3.0 MGD. It has been determined that improvement`s s can be mad in variety of phases in the short and/or long 'Qq term depending on dectsio i§ made by Ashland. TheseTdecisions will=impact the fiscal obligations for Ashland along with the,sclieduIesof,,tIie pxoje Due to the expedited ttrne frame of this evaluation we have utilized 30% contin encies to llow flewbil typo Handle undiscovered issues that may arise under 43 " final im esugat on. This percentage trill be reducedias details are defined through the design process and we move beyond plamm~gdevel et'stimates Appendix Gcontains a preliminary planning-level cost estimate for ushe during the ecision,process a5~ V PROP, PROFS G5 ~GINFP 4j ~y ~GIN fF by 88113 p~ P Tr 401 79543 PRELIMINARY PRELIMINARY OREGON OREGONO,\ SFA 2G~ 7ti y 10. P s t' v LAP PETS\8O FALLEN 0P EXPIRES: 12/31/2014 EXPIRES: 12131/2015 3/21/20144:12 PM Z:\Itmha11\Daa\C0A\101-033\02 P~ kl wry lk jp\Tmlmiral M,-.,\61'AP T«hnia Memo 1 -DrzF Submi,.Ldo TAP Emergency Supply Project Preliminary Design Criteria Memo No. I Page 15 Appendix TAP System Overview - A TAP Emergency Supply Phased Improvements - B Hydraulic Profile - Existing - C Hydraulic Profile - Short Term - D Hydraulic Profile - Long Term - E Temporary Pump Station Schematic - E TAP Emergency Supply Project Cost Estimate - G 3/21/2014412 PM Z.:\Bmhell\Due\COA\1014.0]}\02 Prdimin,, Design\9'echn,M \lemos\ATAP Techvlcal Memo I - Daft SuLminal.dar REPS %let,r King ~ I P.ghwav Meter R!"Pi - ;,nio GI'U Existing I'll Future Medford rAuu G'4 1 P~,lnmtis l P;m,ast2r.,,. F~ Phoenix 16 ConimllouloResercoir z._ i Pump SI,IGiI hllent 6lcler 0 h nis%1,t,_r ? p . j ® ¢:u3 Water T Dieter Imeuk I' i IAPl.iue~ 16' Q Talent Pimp Station gdo GPM Fisting 25oo GM.Needed Suction PreSUre = 2 P • i tri , r- I ~ w 12° r A 7 i iI:1 i6 rn S :ria 12" i W L h.aad COn 1Crh0➢ - - 4 iGP11~,..i - FO , I ^ ; _ _ Talent ~ Proposed 16" ~ - w fS.icp Station i25006P*Nl IV-, Ashland t r I r" , ~ i. jjj U) N W Fl. j i ' c, t1.11n ir~.r~i SCALE %p!W J w I r Tdenl Pump Station Rene-It `t, Com~. la J C) 10 10 I. Jc, n . ♦r'~t ©V ImaovemeMr _ -C^AiIrN,N,. ..l AYAIOY tI,,F nra i r- i i'D i r I it BEESpN Iry / ' ♦e E->_ "f_ EVMLF4 Yl~ly up, ~ r. nao~ w_ nERln r . 1 ~ ' €A$hlANp ~ anoeRSanc~eacP~ ` N m2 , ~ Belmont Reservan ~ ~ 1~\ - ~ Wagner Resenm 1 i ` p ` - A - Su I Shor,Te - - I R - I ( 1 TM h.'n i.J iWn,h-dsps v : - Y r~ LL W AUKS 1 I 3 T , c o i+gcmrRO / BPS _ ~ a a 65 m , 5 ~c~_~\~~- `f gg. _ ~ ~ u,.:;rai `•r .ca~cc:e t ~t,ac' s<> 1 ~ o # pi,,~ ~ Npe'I I✓-] Q 1 Ey - ( r Q 1 I~ \ I 1 . rTnlmcom.r rn. c «s~ s ` ~Ae', b_ J E f ( r i 1 I 7 = sr 1 I J f l; z • 113 Falan Remvdr 1 § a 1 ; q. r 1 r• • • E Legend ® Ensrn,P-s.,- Existing Water Main Pressure Zones a ,r 11 m elrv of E fqA -r Smel [ALL b,r on Ppe N.mv R. urvar tae One z ( _ - t,:no .~a~re AN eR<KrrarZnuTwc R f ` 5 j ; ' 1 ASHLAND rre inn TOrh ~ f IonAnerva Zoretr 1 ~+~H. ~f io-x .nua lYin Gana R- Zone One .+5. n + 1 J` ,iV ~ I '1 M J crw.Ana.:. cwrvaRV I°0Ff0A~"'"ai0°T"° 1 i = 0 linch =1.500feet ~ I GrmRe Rese - i v rWak I~}J~dl Go•aon Rewrraa Zae Thn Cx[me Resnv,i i ' t , 'l,. I O F7- 71 ;a - ce e RHH[ .~AA cranes R . Plot ~DBI® 311912014 0omon Rexrvdr tone F- , ro. Itreo t owaon Resew to,l ` IUrYintb wr Nr>,ia 5.d'.' ~ • ®GaNOn Rewrvcr ions Fve ~ ~ , - ~ f ~ • I fry tim.. WiP Cme.i .un Re:arvOr i ~ ? G•A ~ L...1 ®•arwnR -ore>,, I - - •.-1 ~ fr, ♦ 1 i- f ~ ~ O'- 5~~~ Wa!er Alaur lards ; f r ' 11'.,(, Y.r c .o ReeCn ReservonQ~`~•' 1 I 1 O 1 99 N NORTH Fallon Reservoir HGL = 2640' 0.5 AIG O%erflowElev 2586 SOUTH ~ NORTH 2600'- HGL=26Dr BaseEle% 2580 -2600' HGL _ 2580' I IGL 21555 10' 2500'- Akin, Reservoir - 22 500' South Mountain HPS Park Estates BPS 2 1 NIG I'S snu GI'M) (400 GI'At) Strawbem lips P Overflow Elec 2552' 7(7(-K) BPS Ashland 1VTP (4000PM) BaseElev 2530' PM) 15M61) (?200 GPAI) Treatment Plant Base I[hr 2410' 2100'- Crowson 2425 Zone -2400' Crowson Reservoir PRVs 22 MG g'9 Overflow Elev: 2425 PRVs Base Elev: 2406' 2300 - 13.29 PRVs 16. 18,20 - 2300' 1 IGL =2270' PRVs ;y 14, 15 2200'- -2200' Granite 2173 Zone Granite Reservoir 2100' - 21 MG -21001 Overflow Elev 2173 BaseElev 21-Is' 2000'- - 2000' 19 0 - wa nerRcservnir -1900' OS MG M Ashland Rapp Rd HPS Talent 1814 Zone Connection 18001- -1800' Belmont Reservoirs Talent (Srmcrest) HPS 2.5 AIG (941) GPM) O%erllow Elev_ 1814' 11800 GPM possible) I" 4 Base Elev: 1731' 1700'- Phoenix 1681 Zone M -1700' Phoenix BPS P Fa2i ~texYt ulr 1600'- -1600' o,eriln~ti ri~~ 1as1 Dase I lc~- 16>7 Regional BPS 1 (40000PNI) Ihop Re,ervoir Eapermlem DI'S I (6000 GPM )xnsiblc) 18i NIG - 1500' Legend P-, OverflowElev 1565 P Medford 1430 Zone Base Elev 1545 = Medford Zone Fallon Zone Nell Pump P 1VI _ System Hydraulic Profile for the - Phoenix Zone Crowson? Zone Hoosier -1100' Cities of Ashland, Talent & Phoenix Talent Zone Crowson 3Zone ,P :PumpStation Granite Zone WTP Zone pressure Emergency TAP Waterline Project Crowson Zone ReducowSm Oon Facilities al E rt v ERs Duff Alsin Lone L--l Same Site -.j F A A N N E R: Date MARC11 20.2014 hilennme. ('(%\1014-0331CAD1'rAl'-I IP\ DWG g y Intcrtie S C I E N r i s r s treatment Plant Fallon Reseroir 116L =22640' 05 NIG 2600'- - IIGI -2610' O,cdlo% lIde% 2588 SOUTH - ow NORTH _'i80' ' Buseldcv -2600 L Li 1KiL_ 2W, r Hlil. _ r 7500'- Alsing Resew South Mountain I3PS Park 1: Cates BPS 2 1 MG 2100' 1sonGPNII stra+sbem BPS ;2' µnoGihq P 0scrflaxElev _S P IhlleieroBPS 1_l l' shland 75 MGD (5200 GPM) (400 GPM) Base Flev 2530' (700 (;PM) A Tyealnienit =rF Plant Base Glcr 24-10' 2400'- Crowson 2425 Zone -2400' Crowson Reservoir PRVs 22 MG 8,9 Overflow Elm 2425' PRVs Base Flee 2406' 2300'- 13.28 PRVs HGI.=2nn' 16. 20 - 2300' a PR V., 2200'- 14, u - 2200' Granite 2173 Zone j Granite Reservoir 2100'- 11 MG 1 -2100' Overfluw Elev. 1173' Base Eler 2145' 1 Fropased Ashland lil'S 2000'- TIDSH8515 395 . 41 ~p FT -20110' 13,000 LF of IW pip-, 1 19001- 1 Weser Reservoir -1900' o 5 hlli Ashland Rupp Rd BPS 111.1 Talent 1814 Zone Connection 18001- ----OE~ 1 J -1800' Behnont Reser wits 25 NiG Overflow like 1811' lSaseEles 1737 1700' - -1700' Phoenix 1681 Zone M Phoenix III's Last Resinon l 600' - rn crna;, ei 16s1 -1600' [M Ki,o ides: 11;7 Regional BI'S I 140110 G111v1) Shop R'~e„„,r I %penment BPS I (61100 GPM jwsslhle) -Si NI(i 1500' Legend P1~ Orcrfl)svkilcv 156 ~I Base II lev 1545' Alternative 2 - Short-Term Medford Lone Fallon Zone ® WellPumi, Medford 1430 Zone !M M System Hydraulic Profile for the - Phoenix Zone - Cro%% son 2 Zone - - Booster -1400' Cities of Ashland, Talent & Phoenix TaieutZone Crowson 3'Zone PumpSlatlon Granite Zone WFPZone r,ry pressure Emer envy TAP Waterline Proect ✓ ✓ Crowson Lane 1-- Facilities at ! Reducing Station L 1 1 G N E E R S 1 Duff Alsmg Zane Same Site P L A N N E R S 1 reatment hate:, MARCH 20, 2014 Filcname: C'OAU014-033WAIN AP-111'P-ALI2 DWG 1111crile SCIENTISTS C Plant Fallon Reservoir I46L = 26411' 0S M(i Overflow Elev: 2586' SOUTH - NORTH 2600 2600'- BGL=2610' BaseLIe, 24;80' ' IIGI. _ 2iS0' IIGL =2550' 2500'- 11sm, Reservoir -2500' (Southi00 Mountain (iPM} BPS Park Estates I3PS _2 I M(. W006Pbl) Strawher BPS ~ ~P' Oserllou Elev 2552' Ildlvicw 61'S Ashland 14'Tl' (400 GPM) BaseFlev 230' (70001'M) 15MGU(>2000PM1 I 1Yeatmenl Plant Base Elev 2440 2400'- Crowson 2425 Zone I - I ~ PRVs -2400' Crowson Reservoir 89 227 MG Overflow hlev. 2425' PPVs Base Ele%: 2406' 2300' - I 13.28 P RVs 16, 18,10 -2300' I IGL = 2270' I PRVx - 2200'- I 14.15 - 2200' Pioi-o-i talent-- BPS ~ Granite 2173 Zone MGD Pif 710 FT Granite Reservoir 211}0 - I 2 I MG 2100, OverflowFlev ?173 BaseHe% 214z' I 2000'- I -2000' I I 19001- Wagner Reservoir -1900' n; .l( Ashland Rapp Rd BPS Connection Talent 1814 Zone 18001- -1800' Belmont Resen airs S; I dill. i?l'> 23 MG Overtlo%v Lie% ISIT I I!II !5'~ 11 1 Base Glev 1787 1700'- Phoenix 1681 Zone M -1700' Phoenix BPS P Fast Rescnmr 1600'- "`11 -1600' thCrilm~ Fier PNI M ia:c Iles: 1657.9 Regional BPS 1 (4000 GPM) SlmpRa"nmi FxpertmenrBl'.51 61 GI'61 rossIhle) 1 55 SIG -1500' Legend ' Overflow I-," 1565' '1 - Medford 1430 Zone Basellty 1>49 Alternative 4 - Long-Term Mtxlford Zone Fallnnlune 1Yclllamp 1Pi System Hydraulic Profile for the Phoenix Zone Crowson 2Zone P Booster -1400' o Cities of Ashland, Talent & Phoenix Talent Zone - Crowson 3 Zune Pump "anon WPLAN Granite Zone - W I P Zone Pressure Eider enc TAP Waterline ProJect , Sta Crowson Zane 1Facilities al Redee, 1 N E E R s buff Alsine Zone -1 Same Site N ERs Treatment Date: MARC1120, 2'014 FilenameCOA11014.03J,('AD11 AI'-I IPI'-AL 14 D11Y; Intenle N T I S T s Plant z ELECTROMAGNETIC METER AND VAULT M BACKFLOW DEVISE AND VAULT, LOCATION TO BE DETERMINED TEMPORARY FENCING 0 El T-d N t TEMPORARY RECHLORINATION ❑ BUILDING HOSE, ❑ TYP. OF 2 El 6 TEMPORARY ❑ PUMP AND SKID FUEL CELL AREA, TELEMETRY AND ❑ PUMP CONTROL ❑ ❑ ❑ ❑ ❑ ❑ EERS SCHEMATIC TEMPORARY PUMP FACILITY 19OFFI, CITY NOT TO SCALE OF ASHLAND City of Ashland . TAP Emergency Supply PRIEL41G~lA OG° QT Project Cost Estimate Date of Estimate Update: 3/21/2014 Emergency Supply Transmission Main (Talent Creel Rd. to Ashland Main St.) ITEM Ellarealed units 14mm Trammisslm Main (Class sO DIP w/ standard Restraint - w/is Travel Lane 600 LF 5 176 $ 105,000 • Assumes half st eetgnmd and overlay • Includes Talent transmission main improvements A Rapp Rd (525 LF) ISIneh Transmission Main bass SO DIP w/ Standard Restraint)- wpn Paved shoulder 2,000 IF $ 163 5 325,000 • Assumes full replacement of shoulder and striping 16-Inch Transmission Main (as$$50 DIP w/ Standard Restraint) - Grovel/Unimproved 9,050 LF $ 96 $ 867,000 •Assumes Baited respeation to match existing I6Anch Transmission Main (Class 54 DIP w/ Full Restraint) - writeTravel lane 3,300 LF 5 203 5 264,000 • Assumes halt street grind and overlay I61nch Transmission Main (Class 54 DIP w/ Full Roamed) - w/Ira Paved Shoulder 530 IF $ 190 5 loQWO • Assumes full replacement of shoulder and striping I6-Inch Transmission Main (Class 54 DIP w/ Full Restraint - Gravel/Unmproved 1,620 LF $ 123 5 199,000 • Assumes limited restoration to match exlnmg Pipeline Isolation and Bypass fat 2,o013bpacing) 8EA 5 3,300 $ 26,400 Includes 16' butterfly valve w/ 2- bypass Air Release and BlowOX Assemblies 8EA 5 4,000 IS 32,000 -Assumes 2- air release valve and blowoH assemblies Master Meter Facility 1EA $ 30,550 $ 30,000 • Includes 12 inch marmoset, isolation valves, and vault Double Mack Backdaw Prevention Facility IEA $ 25,000 $ 20,000 • Includes 12-inch double check/isolation vales, and vault Railroad Crossing 235 IF $ 120 $ 33,000 • Assumes 24-Steel Using w/ open cut construction Conoahm Prateetlan(OpHOnal) 15,100 IF $ 17 $ 256,200 ' includes poly beating, joint pondinL and test statlons SUBTOTAL ESTI MATE OF PROBABLE CON STRUCT ION COSTS $ 2,251 So rvey, Engineering, Permitting. Bidding and Construction Administration ge 27% S 610,000 Easements & Legal @ 1.6% $ 36,000 City Indirect Cost, @ 2% a5.000 SUBTOTAL ESTIMATE OF PROBABLE INDIRECT COSTS 691,000 SUBTOTAL OF TOTAL PROJECT COSTS 2,q49,Aq CONTINGENCY #a drink ses.000 EMERGENCY SUPPLY TRANSMISSION MAIN PROJECT TOTAL r$ 3 834 0001 Temporary Pumping for Emergency Supply (1.5 MGD to Granite Zone) Users Talent Temporary Boaster PUmpStali0n (2,400 GPM 9205-TDH Portable Pump) IS $ 53,000 5 53,000 - Assumes trailer mounted, dieselpowered pumping unit w/ high capacity fuel tank, and pump controller located w/in fenced area at existing Talent BPS. ' Assumes above grade mnneRion to exbting BPS suction and discharge piping ' Bash on 3 mono rental. • Does NOT include operational costs (i.e. fuel and maintenance aeMces) Ashland Temporary Booster Pump Station (1,500 GPM se LAW TOH Portable Pump) 1L5 $ 61 $ 69,000 • Assumes trailer-mounted, dieselpowered pumping unit w/ high opacity fuel tank, and pump controller located at TBD property wAn Ashland UGB • Assumes 30' x 30' area of site will be secured w/ temporary motor and rove suction and discharge piping connectlgns wlk be located within vault. • Based on 3 month rental. • Ores NOT include operational costs (in, fuel and maintanance services) 1L5 $ 85,000 $ BS,OW Water quality and chlorination System - Industries ampemmetna, molWprameter water quality resister ask pump controlle, dlagpbram metering pump skid and Injection system, automated dlluation system for use with tote (bulk) and day (dilute) tanks, electrical and control panels located synn lo' x 20' wood shed. • Assumes 125% sodium Irypochmrite delivered to site and diluted to 2% solution. ' Assumes that water quality and chlorination equipment will be relocated to Permanent BPS and that shed will be repurposed. SUBTOTAL Survey, Engineering, Permitting, Bidding and Construction Administration @ 30% 62,000 La ad Acquisition Allowance 150,000 City led inect Costs @ 2% IS 4,000 SUBTOTAL ESTIMATE OF PROBABLE INDIRECT COSTS 219,000 SU FrOTAL OF TOTAL PROJECT COSTS 426,000 TE MPORARY PUM PING SYST EMS FOR EM ERGENCY SO PPLY PROJECT TOTAL r$ 488 00011 Page 1 of 2 3/21/3014340%N 1\Dala\COA\1014433\03Preliminary OeeIN\Cmt ESdmate\TAP Emergency supply Project Cost Estimate 1w: Summary City of Ashland TAP Emergency Supply Project Cost Estimate Date of Estimate Update: 3/21/2014 Long Term BPS and Transmission Main Improvements 1 MGD to Crowson Zone) ITEM Estimated Units us $ 150,000 $ 150,000 Regional Booster pump station Assumes thaumprowments will be limited to electrical and control system upgrades in order m allow BPS to operate at fun capacity. Assumes no major mechanical, sne, or structural changes will be required. Extent of improvements TBO. its $ SOO,00o $ 5i0,W0 Talent Beenter Pump Station 0." GPM ge 220' TDH) • Assumes that existing pump station will be rehabilitated to Increase firm capacity as needed to meet Talent demands and Ashland emergency supply needs. •Assumes thateAsting structure and electrical service are adequate, and that mechanical system will not require major upgrades. • Assumes new pumping equipment and control systems will be required. Ashland Booster Pump Station (2,1110 GPM® 700' TDH) its $ 1,210,000 $ 1,210000 • Assumes new 30' a 40' CMU Smmers, w/ wood framed metal roof wit separate mechanical, electrinil and water quality rooms. Pumping equipment is TED. Includes electrical and control systems, but doe not include emergency generator. • Includes installation of water quality and rldorinst on equipment. 16-Inch Transmission Main (Class 54 DIP w/ Full Restraint) - w/in Trained! tone 5,200 IF S 203 $ 1,055,000 Assumes half street grind and overlay • Assumes Alt 1 alignment (Sheridan to walnut to Grandview Dr J 16-Inch Transmission Main (Class 54 DIP w/ Full Restraint( - w/in Paved Shoulder 0IF $ 190 $ - Assumes full replacement of shoulder and tamping 16-Inch Transmission Main (Class 5,11 DIP w/ Full Restraint) -Gravel/Unimproved 0IF $ 123 $ - - Assumes limited restoration to match existing PIMIine Isolation and Bypass; (at 3,500' spacing( 3EA $ 3,300 $ 11,440 " Includes 16- butterfly valve w/ 2' bypass All Release and Whanuff Assemblies 3EA $ 4,000 $ 12,000 a Assumes 2" air release valve and blowoH assemblies Corrosion Protahbon(Doicnaq 5,300 IF $ 17 $ 88,400 Includes poly baeging, joint bonding, and test stations SUBTOTAL ESTIMATE OF PROBABLE CONSTRUCTION COSTS 2,917,000 Survey, Engineering, Permitting, Bidding and Construction Administration go 3^ 5 875,000 City Indirect Costs 1@ 2% S 5S.000 SUBTOTAL ESTIMATE OF PROBABLE INDIRECT COSTS 5 980,000 SUBTOTAL OF TOTAL PROJECT COSTS 3,897,000 CONTINGENCY @ 30% 875,000 LONG TERM EMERGENCY SUPPLY PROJECT TOTAL • PROJECT • /a./11 SUMMARY & RESTATEMENT OF COSTS Phase 1 Phase 2 Total Total Construction Costs S 2,465,000 S 2.9171000 S 5.382,000 947,000 TOTAL PROJECT • 4,322,000 1111 9,094,000 Page 2 of 2 3/31/3014240 Per I[Danv0ak1C14-033\02 Preliminary Deslpi\CGu Emmale\TAP Emergmry, 3uppul Pm(ttl Cull Equ ate.alia 1 summery CITY OF FORM #13 ASHLAND EMERGENCY PROCUREMENT Greater than $5,000 To: Dave Kanner, Public Contracting Officer From: Mike Faught Date: 4-8-2014 Re: Emergency Procurement - Written Findings and Request for Authorization Document the emergency: TAP emergency construction: In circumstances that qualify as emergencies, Ashland Municipal Code 2.50.090(H), ORS 279B.080, and ORS 279C.320 allow for deviation from the defined competitive procurement requirements of ORS chapters 279A, 279B, 2790, and related Oregon Administrative rules. Sustained drought conditions, substantially lower-than-normal snow pack levels for the Ashland watershed, and TID's plan to curtail its service in mid September of this year could well result in interruption to water service in Ashland in late summer and early fall, possibly for extended periods of time. These circumstances caused Jackson County in mid-March to declare a disaster due to drought. The U.S. Secretary of Agriculture has also designated Jackson County as an agriculture disaster area due to drought. Although Ashland has recognized for some years the need to undertake new water supply infrastructure projects to assure water supplies to meet both emergency needs and increasing normal demand, the potential severity of these impending water shortages could not reasonably have been foreseen and addressed until very recently. Interruption of water services to Ashland residents and businesses could have foreseeably severe health, safety, and economic consequences in that: • Insufficient water for normal daily personal needs can significantly impact the health of residents, especially those not readily able to access external or trucked-in water supplies; • Insufficient water to effectively fight drought-exacerbated fires in the Ashland watershed could plausibly cause enough damage in the watershed to undermine its natural water supply functions and could even threaten structures within the City; and • Tourist not wanting to deal with water shortages during their vacations could significantly depress Ashland's tourism-dependent economy. Timely construction of the Talent Ashland Phoenix emergency water line intertie project ("TAP") could avert critical haphazard water service interruptions, allowing the City to meet its water needs by late summer or early fall of 2014. Construction of TAP could not possibly be completed by late summer or early fall utilizing standard contracting procedures for constructing public improvement projects. Form #13 -Emergency Procurement- Written Findings and Request for Approval, Pagel of 3, 4/10/2014 The circumstances set forth above unquestionably constitute a reasonable basis for undertaking an emergency procurement to secure construction of the TAP project. Council recently approved an emergency procurement process for engineering services related to the TAP line, and staff will generally follow the same procurement procedure for construction. In addition to enabling completion of TAP at least close to the time of the now-anticipated water shortages, the proposed emergency procurement process will better able the City to address the size and technical complexity of the project: The proposed solicitation process will limit bidders to those with proven ability to perform a pipeline installation project under severe time constraints and in similar geologic, environmental, and right of way circumstances. The proposed selection process will assure that bidders are technically competent to perform the work while also spurring price competition by awarding the contract to the lowest responsible bidder. Also in addition to enabling timely completion, emergency procurement will better enable the City to control the impact that market conditions may have on cost and timing: Quick initiation of the solicitation process can reasonably be expected to result in lower bid prices because the solicited construction firms will be less likely in April than they would be in May or June to have obligations elsewhere that they would be willing to defer only at a premium. Also, the currently low prices for pipe are likely to rise significantly as summer approaches. Document solicitation process: The described method will use competitive bidding. The City in concert with RH2 Engineers will directly solicit proposals from between three and five bidders that meet the following criteria: • Satisfactory performance, without delay or defects, on at least one contract for similar work for Ashland or other cities in Jackson County within the last three years. • Satisfactory history of performance working in Oregon State Highway rights-of-way. • Demonstrated capacity to provide bonding, insurance, equipment, personnel and resources to accomplish the contemplated work within the anticipated time frame. • Prequalification with the City of Ashland to perform the right-of-way work. • Demonstrated ability to work closely with owners and engineers to develop and implement cost saving and/or time saving measures that benefit the public. • Demonstrated concern for and commitment to address matters related to public safety and convenience. Selected bidders will be given two weeks to respond once the solicitation is released. Of the bidders selected to receive invitations to bid, each will be deemed equally qualified, and the City will award the contract for construction to the lowest responsive bidder at the end of the solicitation period. Preselecting a limited number of bidders on the basis of performance criteria will help assure that the job is done in a timely, workmanship like manner. Limiting the pool of competing contractors to those that have recent, proven competence in completing similar projects and are familiar with local conditions will help assure that materials, construction techniques subcontractors, and equipment meet the City's quality standards. Competitive price bids will help control costs. Form #13 - Emergency Procurement- Written Findings and Request for Approval, Page 2 of 3, 4110/2014 Amount of Emer¢ency Contract: $ TBD Written Order Emergency Procurement is being authorized by the City Administrator as specified by this written order. Authorized by: Date: City Administrator / Public Contracting Officer Report Emergency Procurement to the City Council: Yes / No Note: Emergency Procurements equal to or greater than $100, 000 for Goods and Services and equal to or greater than $75,000for Personal Services will require Council approval. Form #13 -Emergency Procurement- Written Findings and Request for Approval, Page 3 of 3, 4/10/2014 Before answering the Council's questions about the emergency TAP project, staff would like to provide some background information to explain the recommendation for constructing the emergency TAP line in 2014 rather than waiting until 2015 as previously scheduled. It was obvious even in January that we could be heading into a difficult water year. Staff began developing worst-case water supply scenarios based on the early winter drought conditions. By February, staff began to formulate a recommendation to move forward with the TAP project in 2014 based on the following factors: • Ashland's water supply is dependent on snow pack (not an aquifer) as our primary source of water; • The snow pack in January and February was at record low levels; • Hyatt Lake (our supplementary water supply) was below normal levels; • A hot and dry summer could result in water quality issues for both Reeder Reservoir and Hyatt Lake. If both reservoirs had a toxic algae bloom, the only remaining water supply would be the east and west forks of Ashland Creek. A low or nonexistent snow pack could mean that flows for the east and west fork of Ashland creek might fall below our daily domestic needs of 1.5 million gallons a day (mgd). Based on those assumptions, staff recommended moving forward with the TAP project through an emergency procurement process with a target goal of completing this complicated project by August 15, 2014 Here's what our snowpack and water supply look like right now: • As of April 18, 2014, our snow pack is 13 inches. In comparison, the last three drought years were as follows: o May 2009 - 41 inches of snow o May 2001 - 34 inches of snow o May 1994 - 46 inches of snow • As of April 18, 2014, Ashland Creek flows from the east and west forks into the reservoir are down to 6.6 mgd, and before the most recent, heavy rains dropped down to 5 mgd. In a normal year, that's what we'd expect of late August flows. • Hyatt Lake levels are still below normal and TID plans on curtailing flows on September 15, 2014; during our peak water demand. • As of April 18, 2014, Reeder Reservoir is 96.7% full and staff expects it to be full by May 1, 2014, if not sooner. • 2014 water supply flows are well below the climate change forecasts predicted in the adopted water master plan (see climate change graph below). What the chart shows is that our current in-flow (about 7 mgd) is below historic norms and below the bottom of the range of the climate change forecast. ~a 49 r~d 40 32 z9,imgd zh,t 29 I6 9 gmyd 8 2014 6 o mid 7,l ~ ►~d 4~r"yd myd ~ C~°~~ Oee~ ~a lea t~ P~ `eF yeQ =Climate Change Range -Historic -Climate Change Average 1 MIA, 1 Z ~ . Reeder Reservoir August 25, 2009 @ 57% full The TAP project has several moving parts engineering, specifications and construction plans, permits, environmental approvals, approval of the low-interest SRF loan, etc. that are dependent on each other in order to succeed. The engineering plans are about 40% complete. However, our engineering consultant has developed a strategy to begin constructing the first 10,000 feet of pipeline by mid-May. The contract engineer has completed the plans and specification for the first 10,000 of feet of pipeline and, if the Council approves staff's request, staff will send out limited bids to up to five contractors on April 23, 2014. Concurrently, the contract engineers will complete the final 60% of design while they complete the final engineering. We (staff) we can complete the project by its target date and want to assure the Council that our Public Works team is dedicated to doing everything it can to bring TAP water to the community as soon as possible. Note: In addition to the 2.13 mgd design, staff has also instructed the contract engineer to provide engineering plans to upgrade TAP to 3 mgd in the event the water supply situation continues to deteriorate. Now, on to the Council's questions about the TAP project. How does the current "drought " justify fast tracking the mini-TAP based on our own definition of emergency "creating substantial risk of loss, damage, interruption of services or threat to the public health, safety welfare, or property that could not have been reasonably foreseen... " and the AWAC use for the mini- TAP "This project provides emergency water supply to the City during an interruption ofservice from the existing water treatment plant. " ? The TAP Council communication includes a document titled FORM #13 "Emergency Procurement Greater than $5,000." This document (in your April 15, 2014 council packet) has been reviewed by Legal Counsel and outlines compliance with Ashland Municipal Code 2.50.090(H), ORS 27913.080 and ORS 279.320. Examples of the rationale include: • Sustained drought conditions • substantially lower-than-normal snow pack levels • TIDs plan to curtail water mid September, which could result in the interruption to water service in Ashland in late summer Perhaps most importantly, the failure to have TAP available this year could result in a late-summer interruption of water services to Ashland residents and business with foreseeable severe health, safety, and economic consequences in that: • Insufficient water for normal daily personal needs can significantly impact the health of residents, especially those not readily able to access external or trucked-in water supplies; • Insufficient water to effectively fight drought-exacerbated fires in the Ashland watershed could plausibly cause enough damage in the watershed to undermine its natural water supply functions and could even threaten structures within the City; and • Tourists not wanting to deal with water shortages during their vacations could significantly depress Ashland's tourism-dependent economy. How does the 2014 drought compare to the last three droughts especially in relation to severity? The 2014 drought year is unprecedented in that the current snow pack is far below any previous snow packs. The following history underscores the severity of the 2014 drought season: • . April 18, 2014 - 13 inches of snow (as reported by Natural Resources Conservation Service) • May 2009 - 41 inches of snow • May 2001 - 34 inches of snow • May 1994 - 46 inches of snow How much is the expediting of the mini-TAP costing? Rate payers need to know whether or not the fast tracking is worth the cost. You did say at the February 18 council meeting this "Mr. Faught explained the emergency procurement would not increase costs..." The doubling of the cost for the project is more than a significant increase. At the February 18, 2014 council meeting, staff initially reported that we did not anticipate the cost of the TAP project to increase as a result of the emergency project; however, at the March 4, 2014 meeting staff informed the Council that RH2 (our consulting engineer) had expressed concerns over the $2.3 million estimate of the TAP project. Mike Faught and Dave Kanner both stated that we did not know how much the project would cost and would not know until after an engineering analysis was completed. For clarity, estimated cost increases to the TAP project related to the emergency procurement process is 5% to 10% (about $325,000). Conversely, construction inflation could raise the TAP price by 3 to 5% in the 2015 construction season. It is also important to note that the original actual estimated cost for the TAP project was increased from $2.3 million to $3,375,000 plus a 30% contingency ($947,000) for unforeseen project costs. It is not uncommon to add a 30% contingency with planning level estimates. The contingency will only be spent if needed. Unfortunately, it has been determined that staff underestimated project costs for TAP during the water master planning process. The resulting costs include the following: Increasing flows from 1.5 to 2.13 mgd required pump upgrades at the regional 400,000 pump station. Pump station site land acquisition (originally assumed we could use existing right- 150,000 of-way). Upgrade water pipe to ductile iron 250,000 Inflation 210,000 Additional costs due to the emergency nature of the project 325,000 Total $1,335,000 If you add the additional costs to the original staff estimate then the cost estimates is $3,635, 000. What are our options if we don't expedite the mini-TAP and just put it back on the 2015 schedule? In 2009, rate payers rose to the City's request to conserve water so much so that it comprised the water fund revenue. Why isn't conservation an option for the 2014 drought? The community's response to the 2009 drought year was based on the City's call for voluntary curtailment followed by Stage 1 curtailment. That was in a year where we at least had 41 inches of snow. Given the current snow pack situation, it seems likely there will be some level of curtailment, unless we see a wet spring/summer. That being said, staff is still concerned that we will not have sufficient water supply to meet domestic needs without the TAP line. Those variables include water quality (toxic algae blooms) and the fact that TID plans to curtail on September 15, 2014 this year. One question that I have is about the budget and rates. Doesn't the council need to approve a new budget for this because it is going to effect rate payers? If not, can you explain why not. The budget assumed that utility rates would increase in the second year of the biennium, so there is no need for a budget adjustment. If the Council does not approve the rate increase, or approves a smaller increase than budgeted, there would still be no budget adjustment necessary; we'd just have to spend less money through the remainder of the biennium in order to stay within budget. A supplemental budget may be required to appropriate funds from a previous borrowing for this project. Also, I would like to see projected rate increases for ten years out so that the public knows how this is going to effect them. Affordability is a huge issue for many residents of Ashland They need to see what the future may hold for them. Because staff moved about $2.1 million worth of water distribution projects out to 2023, the proposed rate structuture outlined in the 2012 Water Master Plan rate structure will not change. $100.00 $90.00 $80.00 S70.00 $G5.52 $61Ag $4340 558.1) $59.g] $40.00 $SG.O) $x1.90 $50.00 S4L22 $98.41 $42.90 2 $38.9) 540,00 $340 $30.00 520.00 $10.00 S. 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 1112123SAVefagareoutMV rate at IOccl- with the funding of a rate atffiIlltallon account ~ lnflaOan reference line at 3% PROJECTED SINGLE FAMILY RESIDENTIAL WATER RATES (ASSUMING 10 CCF OF WATER USE PER MONTH) The revised figures for the emergency TAP construction are sure to be scrutinized Tuesday night. I am curious as to what the May 1 snow level was in past drought years (2001, 2009). • April 18, 2014 - 13 inches of snow (as reported by Natural Resources Conservation Service) • May 2009 - 41 inches of snow • May 2001- 46 inches of snow No question that we need TAP soon, but how would we manage this year if TAP is delayed? We only have two water sources, TID and the Ashland Creek. Staff plans on adding TID water as soon as it is available, which according to TID is likely to happen May 1, 2014. Our multi departmental water curtailment team will evaluate the water situation real time and recommend the appropriate curtailment levels based on that information. For reference, the following chart summarizes the 4 stages of curtailment for residential and government agencies: Cubic I Government, Feet Agencies 1 Rawl# 3,600 26,928 20% 2 2,500 189700 - 30% 3 t °13,464 40/0 ' 4 900 69732 50% Customers who exceed the allotment must pay 4 times the established water rate in the first three stages for every gallon used above the allotment. Customers who exceed the allotment at stage 4 pay 10 times the established water rate for every gallon used about the allotment. In addition, the ordinance includes a penalties and enforcement section that gives the city the authority to turn water off for customers who knowingly and willfully violate any provision of the water curtailment ordinance. In addition, staff will continue to provide community information on the water supply issue. In addition to messaging, Julie Smitherman (Water Conservation Specialist) and Mike Faught plan on making presentations to all of the civic groups in town about Ashland water issues. Julie and Mike will also participate in a 20 minute interview about the drought issues with Channel 5 next week. Can you break out the TAP costs incurred by the emergency construction? In other words, what's the surcharge to have water potentially available for August and September? The additional cost or surcharge to construct TAP as.an emergency project is between 5 to 10% of the total estimated cost or about $325,000. With TAP under construction, what will curtailment look like for the summer? Staff recommends following the established curtailment ordinance and implementing appropriate curtailment levels based on the situation. We could have a wet spring or summer that would have an impact on levels of curtailment. How would it be different if we planned construction for next year? As mentioned in the background information, under worst case scenario planning, which includes no TID water and a toxic algae bloom, it is possible that there will not be sufficient water to meet domestic needs. TAP is a very big project; can we count on completion on time? The Public Works Department is committed to completing the TAP project as soon as possible. There are however, many things that could cause parts of the project to be delayed. Our target completion date is August 15; unforeseen complications could extend that date to early September. Should we go to a higher level of curtailment early in the summer just to guard against construction delay? Staff does not believe that we need to implement higher levels of curtailment early, as we will add TID water on May 1, 2014. In addition, our multi departmental water curtailment team will be monitoring the situation on a daily basis. In a worst case scenario, our biggest challenge/concern is water quality. If a toxic algae bloom developed, we would not be able to use the water in the reservoir. If that were to happen, we would bypass the reservoir by sending water from the east and west forks directly to the water treatment plant. At that point, under worst case scenario planning, our water supply would be limited to only east and west fork flows after TID's curtailment date of September 15, 2014. I expect we are prepared to answer a host of questions as to why the cost doubled and if it is legitimate. My issue is simple to state, less so perhaps to answer, the worse case scenario is that we pay double and complete in October (even September). I will be looking to determine we can meet the August deadline and my vote will be a result of how convinced I am that we can. Hope that is.somewhat helpful as a guideline. Staff feels confident that we can deliver the project no later than early September 2014 as long as all of the multiple parts come together. At this stage, staff and the contract engineer are doing a great job moving this project forward on schedule. The first step towards that goal is for Council to approve the emergency construction procurement request, approve reallocating the use of bond funds that were meant for Park Estates, to the TAP project, giving the City Administrator the contracting authority over $100,000 for the TAP project and authority to sign the State Revolving Fund loan agreement in the amount of $2.97 million. It is also important to note that the increase costs for the emergency component of the project are estimated to be about $325,000, the inflated cost to complete the project. In comparison we would need to add 3 to 5% or about $172,000 to the 2015 project cost for inflation.' So the net increase is $153,000. The technical report indicated the Ashland connection would necessitate temporary and permanent adjustments to the Talent pump station. Would the proposed Ashland-related upgrades to Talent's facility require approval from the Talent City Council? Our contract engineer is also the city engineer for both Talent and Phoenix and we have discussed these upgrades with the City Managers for both communities. We do not believe that it will require council action on their part. However, this question will prompt us to verify that assumption. The information provided to Council contained a list of necessary easement approvals, most notably from ODOT and the Railroad, and indicated PW received staff-level assurances from various agencies. How confident are you that the potential emergency connection won't be delayed by land use- type process approvals? This is the response from our contract engineer. "We are confident that with a proactive approach we will be able to avoid unnecessary delays from the permitting agencies. We have been in contact will all involved agencies; they are aware of the necessity of the emergency and are working with staff and consultant to expedite processes as much as possible. Several of the permitting agencies have standard timelines for acceptance which are acknowledged in our current schedule for the project. The project team is, also trying to leave options for alternate facility locations and construction methods in case any of these processes create substantial delays that may hamper the ability to complete the project. Having multiple options and solutions to these land use obstacles is the only way that we can feel confident about the completion of the project in the expected timeframe." The technical report also outlined prospective future supply challenges involving the Samike Drive pump station, which is the property of the MWC. If only two of the four pumps can be simultaneously operated, which community would be responsible for upgrading the facility to meet TAP supply needs? This answer is also provided by the contract engineer. "The Samike Drive pump station is under the ownership of TAP. The pump station has the physical capacity to handle the long term flow requirements of the combined systems for Talent, Ashland and Phoenix. The required modifications to the pump station are only modifications to the electrical and telemetry controls. The costs should be minor and would be negotiated between the TAP communities. " You're placing a lot of confidence on Ashland receiving state revolving loan grant funding. When will grants/loans be announced? Completing the loan documents is an integral part of the project. The loan documents have to be completed and approved before construction can begin. Given the emergency nature of the project, staff requested that the state expedite our loan approval process. We are happy to report that the state agreed to fast-track Ashland's loan application and outlined a timeline that should result in an award letter being emailed out to the City by May 9, 2014. So, completion of that loan document is dependent on Council giving the City Administrator the authority to sign the loan document.