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HomeMy WebLinkAbout1996-11-12city council minutesBook 37 SPECIAL MEETING NOVEMBER 12, 1996 11:00 A.M. The Meeting was called to order by Mayor winder. The Mayor requested that everyone stand for the Pledge of Allegiance to the Flag. The Roll of the City Council was called with the following members present: Houchins, Evans, Earl, Langan, and Wells. Absent: Nancolas. Page 258 (CONSIDER AGREEMENT WITH H.D.R. ENGINEERS FOR DESIGN AND CONSTRUCTION MANAGEMENT AND HEADWORKS UPGRADE) The City Engineer, Mr. Law, requested that if the Mayor approved, he would like for one of the City Council Members that was on the select committee report on the results of the Committee's review of H_D.R.'s model testing program and the financial analysis. He would then fill in the rest of the details. The Mayor agreed to this request and called on Councilman Houchins to make a brief report. Councilman Houchins reported that basically this concerns an upgrade on the headworks. He believed the two pumps were in the vicinity of 35 to 38 years old and a lot of money was being spent each year to try to keep them repaired and operating. The main problem was that if one fails, there was no backup system at all. In the summer, there was a period of time that the load cannot be handled and the City has to get an additional pump which has to be rented. This project was designed and planned to upgrade the headworks, but would be in conjunction with a new plant. Also, there would be room for three more holding areas which would probably take care of the City for at least thirty years. It would not only give the City one hundred percent pumping capacity now, but would also give the City a back up in case of malfunction. The manufacturer of the pumps needs at least a sixteen to nineteen week lead time. That was why the meeting was called to discuss this matter today. If everything was approved and started, it would still be into March by the time the pumps were manufactured and sent here. In addition, it has to be done before the irrigation water was turned into the ditches. The City Engineer, Mr. Law, continued the report stating that part of the reason for this kind of project was to try to avoid spending three million dollars on a new headworks right now. This $355,000 project would have to be abandoned in some future time and the new headworks put in. The financial advantage of putting off that three million dollar expense for ten to fifteen years was considerable. If put off ten years, we consider the present value worth of that decision was a half a million dollars. It was the consensus of the Committee that this was an appropriate project to do in lieu of the new headworks. Mr. Law further stated that in coming up with the financial value of this decision, they used an inflation rate of three percent and a one and a half percent population growth over the next twenty years. • This particular modification and the reason we did our earlier model testing work was to determine whether we could put in a set of pumps that would handle it through those twenty years. The model test indicates that this set of pumps will do that. We were assuming a three percent inflation factor and a six percent financing factor cost Book 37 Page 259 of money. The difference between those two numbers gives us a half million dollar value to this decision. Several questions were presented to the City Engineer and a short discussion ensued. Mr. Law stated that they asked H.D.R. to put together a proposed contract for providing engineering and construction management services to do the project. They proposed to do the engineering and construction management for an amount not to exceed a figure of $108,000. The Resolution was presented by the Mayor as follows: RESOLUTION AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A PROFESSIONAL ENGINEERING AND CONSTRUCTION MANAGEMENT SERVICES AGREEMENT BETWEEN THE CITY OF CALDWELL AND HDR ENGINEERS, INC. BE IT RESOLVED That the Mayor and City Clerk of the City of Caldwell, Idaho, be and the same hereby are, authorized to execute that certain Agreement, by and between the said City and HDR Engineers, Inc., for Professional Engineering and Construction Management Services, which Agreement is attached hereto and made a part hereof, as if set forth in full. MOVED by Houchins, SECONDED by Earl that the Resolution authorizing the execution of the Agreement be approved. Councilwoman Earl stated that she would like to make some comments in support of the motion. The Staff has presented this and dealt with the issues at hand and has demonstrated to the Council that the headworks do not currently have a backup system and there were problems in the summer when additional pumps have to be provided. It would be to the best interest of the City to provide new headworks at this time. The upgrade to the headworks will integrate with the new plant for a period of ten to fifteen years before anything has to be done. The growth figures were included in the calculations according to our population increase and to the economic side of interest. The necessity for doing it at this time was because it takes sixteen to eighteen weeks for the manufacturer to build the headworks and it needs to be accomplished and put in place before the next irrigation season starts in April. The Mayor then requested a roll call vote. Those voting yes: Earl, Langan, Wells, Houchins, and Evans. Those voting no: none. Absent and not voting: Nancolas. (ADJOURN) MOTION CARRIED Since there was no further business, it was MOVED by Houchins, SECONDED by Earl that the Special Meeting be adjourned at 12:20 p.m. Roll call vote. Those voting yes: Houchins, Evans, Earl, Langan, and Wells. Those voting no: none. Absent and not voting: Nancolas. MOTION CARRIED THIS 18 DAY OF November , 1996. Councilp re s ATT T: C ilp r n � City Cler ouncilperson APPROVED AS written