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PUBLIC WORKS COMMITTEE 2014/09/10 MinutesPUBLIC WORKS COMMITTEE WEDNESDAY, SEPTEMBER 10, 2014 – 6:00 P.M. MUNICIPAL SERVICES BUILDING – 800 N. FIELD DRIVE MS TRAINING ROOM MEETING MINUTES I. ROLL CALL/CALL TO ORDER: Chairman Cathy Waldeck called the meeting to order at 6:22 p.m. Aldermen Michelle Moreno, Randy Tack, Michael Adelman, and David Moore were present. City staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Robert Ells, Superintendent of Engineering; and Donna Dunn, Assistant to the Director of Public Works. Other attendees included Brian Hackman, Strand Associates; Alden Whitney, BASF; Benoit LaPlagne, AquaSource; Linda Blaser, Pioneer Press; Denys Bucksten, Chicago Tribune; and a member of the public, Charles Kohlmeyer. II. APPROVAL OF THE JULY 29, 2014 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Moreno moved to approve the minutes of the July 29, 2014 meeting as written. Alderman Tack seconded the motion, which carried unanimously. III. WATER PLANT MODIFICATION PRESENTATION: Director of Public Works Michael Thomas introduced Benoit LaPlagne, Sales Director from AquaSource, and explained that the purpose of the presentation was to discuss the retrofit of the Water Plant after receiving notification that AquaSource will no longer produce the modules that the City uses at the Water Plant. Mr. LaPlagne provided an overview and history of AquaSource, which is present in over 300 water filtration plants worldwide. Based on the progression of membrane material over the past ten years, AquaSource has recently partnered with BASF to produce an advanced membrane fiber. BASF is an international expert in the chemical field. AquaSource now focuses on the filtration process using membranes, while BASF focuses on the chemistry of the individual fibers. Mr. LaPlagne discussed the retrofit of the Lake Forest Water Plant. AquaSource is currently developing the process to retrofit the current plant. AquaSource must provide the same flow rate within the same footprint. There is also a need for the plant to continue to produce water while the retrofit occurs. There are three stages to the retrofit: 1.) plant analysis, 2.) disassembly and assembly of the new module racks, and program integration, and 3.) commissioning and training. The Committee and Aldermen asked if the work would be done in the winter when the demand is lower. Mr. LaPlagne responded yes. They also asked why it will take two weeks for the installation of the first rack. He explained that it takes Public Works Committee Meeting Minutes from September 10, 2014 Page 2 of 7 two weeks for the first rack to allow for testing, and then one week per rack thereafter. Alderman Moore asked about the change in materials and the reduction in size of modules from 18” to 10”. Mr. LaPlagne explained that there are 18 water plants in the world that use the 18” modules the City currently uses; 3 of them are in the US. Before the end of the year, AquaSource will have completed two of these retrofits in France. Alderman Moore followed up by asking how many of the water plants are staying with AquaSource. Mr. LaPlagne responded that currently all of the water plants are staying with AquaSource. Mr. LaPlagne added that it’s easier to retrofit a large plant rather than a small plant. Additionally, they can incorporate new constraints based on history and on operator experience; with an existing plant, they have access to monitoring records. Chairman Waldeck asked if any of the existing water plants are located on the Great Lakes or experience cold weather. Mr. LaPlagne replied that the membrane plants in the US are not located on the Great Lakes, but they do have plants in Switzerland and other areas that experience cold temperatures. Mr. LaPlagne continued his presentation. He explained that during the plant analysis, they would perform an onsite audit, check existing equipment, check existing processes, and discuss the potential new process. They would also perform studies. During the works stage, they disassemble old racks and install piping and new modules before placing them into commission and providing training. As Mr. LaPlagne demonstrated the manifolds that will be used to retrofit the plant, Alderman Adelman questioned where the manifolds are manufactured. Mr. LaPlagne responded that they can be manufactured in the US or in France. Mr. LaPlagne noted that they may be able to increase the flow rate and assist with production during the winter when the viscosity is greater. AquaSource will not propose a retrofit that results in a lower flow rate than what is seen currently. The approach they are taking would meet the 14MGD demand at approximately 33°F. In the final stage, after changing the modules, they commission the racks, checking the consumption, performance, and flow rates. Alderman Moore clarified that the flow rate expectation of 14MGD should be the expectation on the worst day. If 14MGD is the lowest, the Committee wants to know what the highest possible MGD is. The original plan for the Water Plant didn’t include plans for increased usage and the decreased functioning of the plant in cold water. Now that we are aware of these issues, Alderman Moore felt they should be taken into consideration as part of the retrofit. The Committee discussed that the pre-algae screens currently being designed should take the algae issue off the table; the second issue is the cold water. Director Thomas noted that the City is regulated by the State (IDNR) in terms of water usage. The State provides each water utility with an allotment of the water they are allowed Public Works Committee Meeting Minutes from September 10, 2014 Page 3 of 7 to pull from Lake Michigan each year. The allotment for the next 15 years has been set and there isn’t much room to go any higher in terms of usage. Director Thomas added that requesting an increase in the allotment for irrigation purposes would be challenging. Alderman Moreno confirmed with Mr. LaPlagne that the number of modules will increase because of the reduction in size. Mr. LaPlagne agreed and added that the time for production, however, will not change. Mr. LaPlagne also noted that the new process would use less electricity. The percentage will need to be calculated per Water Plant, and will depend upon the objectives that are defined through the process. There is also a change in the chemicals used to operate the Plant. They will use acid to backwash the skids, which is a minor change in the process. Therefore, as part of the retrofit, they will install injection points. There will also be a lower consumption of chlorine. Mr. LaPlagne explained that from a cost perspective, the City will be paying less per square foot than before the retrofit. Additionally, operationally there will also be a lower cost per square foot because of the lower energy usage, lower chemical costs, and longer life of the modules. The Committee asked if the new modules have been tested. Mr. LaPlagne replied that the modules were tested in a lab environment where the modules were exposed to chemicals to see how long the membranes would last. The testing process was the equivalent to ten years. He reported that there were no fiber breaks and that the performance level was above the warranty after a tough condition test. The Committee asked about the cost to the City to retrofit the Plant. AquaSource is still working on the cost for the retrofit. Additionally, the overall savings needs to be calculated. Mr. Hackman is tasked with these calculations. Alderman Adelman asked how many water filtration plants with membranes there are worldwide. Mr. LaPlagne replied that it’s the fastest growing technology in water treatment. After the presentation, Chairman Waldeck and the Committee thanked Mr. LaPlagne and Mr. Whitney for their time, at which point they were excused from the meeting. IV. RESULTS OF WATER PLANT RETROFIT RFP: The Public Works Committee continued discussion about the Water Plant. Mr. Hackman of Strand Associates reviewed that they have completed the first step in the Water Treatment Plan Master Plan, which was to summarize the existing and future water system demands. Next, Mr. Hackman reviewed the overall goals and action steps of the membrane Public Works Committee Meeting Minutes from September 10, 2014 Page 4 of 7 study: 1.) address the cold water capacity of the membrane system, 2.) obtain a membrane system with long term presence in the industry and applicable experience, and 3.) provide a level confidence that the system is flexible into the future. Strand Associates developed a Request for Proposals (RFP) based on these overall goals and sent it to nine (9) different integrators. Six (6) integrators toured the Plant. One of the considerations in reviewing the proposals was how quickly modules can be delivered to the Plant. There was one American supplier, although there were some companies that stored modules in the US for quick replacement. On average, replacement time was between two and twelve weeks. Mr. Hackman noted that some of the proposals are from one company that supplies both the modules and the system, some are two companies under an exclusive agreement to supply modules and the system, and the remaining are two companies that supply the modules and system as independent companies. The greatest market presence in US drinking water experience based on the proposals is Evoqua, GE-Zenon, and Pall-Asahi. Mr. Hackman then reviewed the proposed interchangeability of modules and systems. Of the nine (9) proposals that were received, • All said that the pre-filters could be kept in service, • All except AquaSource said that the membrane skids and controls could be reused (this response prompted Strand Associates to request additional information from AquaSource about how they would use existing membrane skids and controls), and • Six said that the clean-in place process would have to be replaced; two did not provide a response. Mr. Hackman added that when looking at all the ancillary components, cost is a concern. Proposed membrane materials PES and PVDF both have a good working pH range. All of the Lake Michigan water treatment plants have PVDF fibers currently. Mr. Hackman evaluated all of the proposals based on the original criteria and overall goals, and selected three manufacturers. He recommends moving forward with a further analysis with Evoqua, GE-Zenon, and Pall Corporation, with consideration for AquaSource. The Committee discussed which factors are most important to the Committee and City Council. Alderman Tack asked about the cost of the retrofit. If the cost for AquaSource to retrofit the Plant is considerably less than the rest of them, that Public Works Committee Meeting Minutes from September 10, 2014 Page 5 of 7 is something that needs to be considered. Alderman Moreno added that if the retrofit is considerably less, she’d rather not make signification changes; the City can’t afford it. The Committee noted that the question becomes what is the least cost solution to get what is needed, knowing that some changes have to be made. Committee members added that there are other variables beyond least cost, but that is the primary one. Chairman Waldeck agreed that cost is primary, but a close second is capacity. If the Plant is retrofitted at the least cost, but is still only able to pump 6 – 7MGD, the City may consider spending more to get 14MGD. Expanding the Plant at a later time is a considerable cost if we can’t increase the capacity as part of the retrofit. The Committee agreed that consideration of any proposal requires a minimum capacity of 14MGD year- round. Mr. Hackman noted that the probable cost of ownership between Evoqua, GE- Zenon, and Pall Corporation are close, but AquaSource is the unknown number at this point. The Committee discussed moving forward with AquaSource and agreed to consider their proposal. Being that AquaSource partnered with BASF, a well- known and respected company, they should be considered. If AquaSource went out of business, the City would still be able to purchase membranes from BASF. Mr. Hackman stated that once received, technical information and cost information will be presented to the Committee on all four integrators. At that time, City Council can weigh in on the other factors that should be considered. Mr. Hackman is looking for the same comprehensive approach from AquaSource that the other vendors submitted. Mr. Hackman reviewed the next steps, which include formal contract and design. Although this step is planned to take one year, that much time may not be necessary. At that point, a general contractor would be hired and would be responsible for the construction project. Two years are scheduled for this phase. Alderman Moreno motioned to move forward with Strand Associates’ recommendation to further evaluate Evoqua, GE-Zenon, and Pall Corporation, and to request a proposal from AquaSource. Alderman Tack seconded the motion, which carried unanimously. V. EAST SIDE TRAIN STATION PARKING LOT COST ESTIMATE: Superintendent of Engineering Robert Ells reviewed the East Side Train Station’s parking lot cost estimate option 2B in the amount of $250,000. The project would include the removal of existing islands and curbs, excavate, grind and overlay, and adjust and replace existing drainage structures. Included within the cost estimate is $10,000 for traffic calming. Superintendent Ells added that the estimate for resurfacing the lot, repairing damaged curbs and drainage structures, but not changing the layout of the lot would be $175,000. Public Works Committee Meeting Minutes from September 10, 2014 Page 6 of 7 The Committee asked if traffic calming was necessary. Superintendent Ells explained that currently this area is the official bike path, which will hopefully move with the installation of the new path. Additionally, staff believes that traffic will inherently slow down when the one way traffic lanes reduce to 16’ from 30’. The Committee agreed that the lot’s modification is worth the expense to improve the overall safety of the lot. Alderman Tack motioned to include in the F.Y. ’16 budget request, Parking Lot Option 2B in the amount of $250,000 for the Eastside Train Station. Chairman Waldeck seconded the motion, which carried unanimously. VI. EVERETT & WAUKEGAN ROAD INTERSECTION PLAN: Superintendent Ells provided an informational briefing to the Public Works Committee in relation to the Everett & Waukegan Road intersection. He explained that traffic at this intersection was part of the affordable housing discussion a few years back, and as a result, a traffic study was completed. KLOA completed Phase I, which was approved by IDOT and Metra. The cost of Phase II design, which includes detailed design, is $210,000. The estimated cost of construction for this intersection is $2.5 million. The City submitted a grant application through CMAQ for Phase II in the past, but it was not awarded. Superintendent Ells added that the City could resubmit a CMAQ grant application in February for the Phase II design and for the construction, or the City can pay for Phase II design itself and submit a grant request for the construction cost, which CMAQ would consider as a “shovel-ready project”. Superintendent Ells reviewed the improvements with the Committee, which include a right-hand turn lane for southbound Waukegan Road and for westbound Everett Road. The existing left-hand turn lane would be reconfigured slightly and made longer. The three existing lanes on Everett Road will be brought further back before the railroad trucks. Committee members commented that the most troublesome part of the intersection (westbound right hand turn lane on Everett) is not being addressed in the proposed plan and they are uncertain if there is $2.5 million in benefit to the City. No action was required. VII. STATE OF ILLINOIS WINTER 2014 – 2015 SALT PRICES: Director Thomas reported that he received salt pricing from the State of Illinois bid. He noted that the price per ton varies by community and that the range for surrounding communities is $52 - $137.69 (depending upon whether it is a “renew” or a re-bid” year for that municipality). Director Thomas explained that the salt supply in the US was depleted last year and that companies are working six days per week / three shifts per day to mine the salt, which has impacted salt prices. Public Works Committee Meeting Minutes from September 10, 2014 Page 7 of 7 In addition to the State bid, Lake Forest participated in a bid coordinated by Lake County. This was a new bid process as a result of the County being unhappy about salt deliveries last winter through the State bid. City Manager Kiely recommended that the City request 500 tons through this bid process. The price per ton for Lake Forest from this bid is $69.99. Director Thomas made calls in to the State to discuss the price discrepancy amongst the communities included in the State bid, but has not yet received an explanation. The City Attorney has been asked to look into this issue. Director Thomas also contacted North American Salt to request additional tonnage under the County bid, but was told this was not possible. North American Salt is shipping salt to the US from Chile in order to meet the current needs. The company the City received additional salt from last year provided a quote of $178 per ton. As a result of the salt pricing, staff is considering a reduction in salt usage during winter operations, but this will be a discussion at an upcoming City Council meeting. No action was required. VIII. OPPORTUNITY FOR PUBLIC COMMENT: None. IX. NEXT MEETING: Director Thomas will confirm a date and time for the Committee’s next meeting in October. X. ADJOURNMENT: Alderman Tack motioned to adjourn the meeting at 8:52 p.m. Chairman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works