STAFF REPORT

Operations Committee, January 3, 2008

Selection of an engineer to assist with drought-related raw water quality conditions (PWUT08‑16)
Consideration of funding from Utility Capital Reserve for a project to prepare for anticipated poor quality water related to the drought and the selection of a consultant to study and recommend a short and long-term plan of action
Speaker:  Mr. Rob Bonné

From:  Michael J. Bajorek, Interim Public Works and Utilities Director
Prepared by:  Rob Bonné, Utilities Director
Approved by:  William B. Coleman, Jr., Town Manager
Approved by:  Benjamin T. Shivar, Assistant Town Manager

The Town received proposals from two consulting firms to provide engineering services for a project at the Cary/Apex Water Plant (C/AWTP) entitled Contingency Planning for Poor Quality Raw Water (Project).

The Project’s focus is planning for the operations of the C/AWTP and the Town’s Raw Water Pump Station (RWPS) on B. Everett Jordan Lake (reservoir) during periods of poor water quality.  The existing facility was designed to treat water within a range of water quality conditions.  As a result of the drought, summer reservoir water quality conditions may be encountered that are outside this expected range.  This study will address plant, reservoir and raw water intake and pumping facilities and process operation’s strategy improvements necessary for effectively treating the anticipated poor quality water.

Proposals were received from the engineering services firms of Hazen and Sawyer and HDR.  The proposals were carefully reviewed by Town staff based on criteria outlined in the Request for Proposals. Both of the proposals met the requirements of the scope of work as outlined in the RFP.  Hazen and Sawyer’s approach was very good and had some advantages to the Town that made them a better choice.

The advantages with utilizing the services of Hazen and Sawyer included: 

1)       Local experts assigned to the project who work within minutes of the plant

2)       Previous experience modifying the plant intake during the last drought

3)       Designed and built the current pilot plant which will be used in the evaluation

4)       Had a local mobile pilot laboratory (and the specialized staff) that could be used for water quality testing

5)       A schedule which would allow a quick response to changing drought conditions

Cost Estimates

Fiscal Impact:

Operating:

There are no operating impacts affiliated with the portion of the project outlined within this staff report.

Funding:

Staff estimates that the study element this project will cost approximately $200,000.  No funds have been appropriated to date.  Staff requests that Council appropriate $154,000 in utility capital reserve unrestricted fund balance to the WT1158 Contingency Planning for Treatment of Poor Quality Raw Water project.  This amount represents the Town's share (77%) of the project's anticipated study cost.  An additional $46,000 in Apex reimbursement funds (23% of the design cost) should also be budgeted within WT1158.  These funds will bring the total design budget for the WT1158 Contingency Planning for Treatment of Poor Quality Raw Water project to $200,000.  The Town of Apex has agreed to the project and will provide its share of costs.

Staff will return to Council upon design completion to outline the consultant's recommendations and request construction funding.

Staff Recommendation:  Staff requests approval of a $200,000 budget for the WT1158 Contingency Planning for Treatment of Poor Quality Raw Water project.  Staff requests that Council appropriate $154,000 of utility capital reserve unrestricted fund balance to the WT1158 project.  This appropriation will address the Town's portion of anticipated design costs.  The Town of Apex will provide the remaining $46,000 necessary to complete design.  The total $200,000 appropriation should be budgeted within the contracted services account of WT1158 for expenditure.