JOINT SHARED SERVICES COMMITTEE THURSDAY, MAY 16, 2019, AT 9:00 A.M.

ROOM 530 – 5th FLOOR - ABBOTSFORD CITY HALL

AGENDA

1. CALL TO ORDER

2. ADOPTION OF MINUTES

.1 Minutes of the Joint Shared Services Committee meeting held March 14, 2019 (attached) Page 3

3. PRESENTATIONS

4. DELEGATIONS

None.

5. BUSINESS OUT OF MINUTES

None.

6. REPORTS

.1 ABBOTSFORD MISSION WATER AND SEWER COMMISSION

.1 Bi-monthly JAMES Plant Report – March/April 2019 (JSSC 017-2019) Jamie Austin (attached) Page 8

.2 Bi-monthly Water Report – March/April 2019 (JSSC 018-2019) Jamie Austin (attached) Page 19

.3 Financial Statements – March 2019 (JSSC 015-2019) Emily Lewis (attached) Page 28

.4 Collector Well (Verbal) Tyler Bowie

- Powerpoint Presentation (attached) Page 38

.5 Bevan Well Annual Environmental Monitoring Report – Year 7 (JSSC 016-2019) Amy Peters (attached)

- Powerpoint Presentation

Page 55

May 16, 2019 Joint Shared Services Committee Meeting Agenda Page 2 of 2 6. REPORTS (cont’d) .1 ABBOTSFORD MISSION WATER AND SEWER COMMISSION (cont’d)

.6 Award of RFP 1220-2019-2224 JAMES WWTP Trickling Filter 1 Cell 2 Repair and Media Replacement (JSSC 013-2019) Michael Schwanke (attached)

Page 59 .2 RECYCLING .3 TRANSIT 7. ADJOURNMENT

Minutes of the Joint Shared Services Committee meeting held March 14, 2019, at 9:00 a.m. in Room 530 of Abbotsford City Hall

JSSC Members Present: Councillor Plecas (Mission); (Chair); Mayor Alexis (Mission); Councillor Crawford (Mission); and Councillor Siemens (Abbotsford)

Staff Present: Chief Administrative Officer - M. Younie (Mission); Acting General Manager, Engineering and Regional Utilities – R. Isaac (Abbotsford); Director of Engineering and Public Works – T. Kyle (Mission); Director, Utility Operations - J. Austin; (Abbotsford); Director of Finance - K. Basatia (Abbotsford); Director of Finance - K. Boland (Mission); Deputy Treasurer/Collector – K. Onken (Mission); Director Infrastructure Planning - T. Bowie (Abbotsford); Director, Project Management Office – N. Koning (Abbotsford), Financial Planning and Accounting - E. Lewis (Abbotsford); Senior Engineer, Drainage and Wastewater - S. Chiu (Abbotsford); Water Project Engineer – K. Alexander (Abbotsford); Project Engineer – M. Schwanke (Abbotsford); and Administrative Manager - R. Brar (Abbotsford)

Public Present: 0

1. CALL TO ORDER

The meeting was called to order at 9:00 a.m.

2. ADOPTION OF MINUTES

.1 Minutes of the January 10, 2019 Meeting

Moved by Mayor Alexis, seconded by Councillor Crawford, that the minutes of the Joint Shared Services Committee meeting held January 10, 2019, be adopted.

JSSC 07-2019 CARRIED.

3. PRESENTATIONS

None.

4. DELEGATIONS

None.

5. BUSINESS OUT OF MINUTES

None.

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Minutes of the Joint Shared Services Committee meeting held March 14, 2019, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 2

6. REPORTS

.1 ABBOTSFORD MISSION WATER AND SEWER COMMISSION

.1 Bi-monthly JAMES Plant Report – January/February 2019 (5500-90)

Moved by Councillor Siemens, seconded by Mayor Alexis, that Report No. JSSC 007-2019, dated March 5, 2019, from the Director, Utility-Operations, regarding Bi-monthly JAMES Plant Report – January/February 2019, be received for information.

JSSC 08-2019 CARRIED.

.2 Bi-monthly Water Report – January/February 2019 (5600-00)

Moved by Councillor Crawford, seconded by Councillor Siemens, that Report No. JSSC 002-2019, dated March 4, 2019, from the Director, Utility Operations, regarding Bi-monthly Water Report – January/February 2019, be received for information.

JSSC 09-2019 CARRIED.

.3 2018 Year-End Financial Statements – Unaudited (1830-01)

E. Lewis, Manager Financial Planning and Accounting, presented a powerpointpresentation regarding the 2018 Year-End Financial Statements – Unaudited; Agenda;Joint Water: Municipal Contribution; Joint Sewer: Municipal Contribution; and JointWater: Capital; Joint Sewer: Capital.

Moved by Mayor Alexis, seconded by Councillor Siemens, that Report No. JSSC 008-2019, dated February 27, 2019, from the Manager, Financial Planning and Accounting, regarding 2018 Year-End Financial Statements - Unaudited, be received for information.

JSSC 10-2019 CARRIED.

.4 2019 Financial Plan Carry Forward Amendment (1830-01)

Moved by Councillor Siemens, seconded by Councillor Crawford, that Report No. JSSC 010-2019, dated March 14, 2019, from the Manager, Financial Planning and Accounting, regarding the 2019 Financial Plan Carry Forward Amendment be recommended for approval to the City of Abbotsford and District of Mission Councils, as required.

JSSC 11-2019 CARRIED.

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Minutes of the Joint Shared Services Committee meeting held March 14, 2019, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 3

.5 Water Efficiency Plan Update (5600-50)

T. Bowie, Director, Infrastructure Planning, presented a powerpoint presentationregarding the Water Efficiency Plan Update (RFP); Purpose; Joint Water Master Plan(WMP); RFP Development; Estimated RFP Timeline; and Recommendation.

Moved by Councillor Crawford, seconded by Councillor Siemens, that Report No. JSSC 003-2019, dated January 30, 2019, from the Water Quality & Resource Coordinator, regarding the Water Efficiency Plan Update, be received for information.

JSSC 12-2019 CARRIED.

.6 2019 Water Restrictions (5600-50)

T. Bowie, Director, Infrastructure Planning, presented a powerpoint presentationregarding the 2019 Water Restrictions; Purpose; Water Shortage Response Plan;Dickson Lake Level; Water Demands; Summer Water Conservation Program; 2019Water System Operations; Seasonal Forecasts; 2019 Public Engagement andEducation; and Recommendation.

Moved by Mayor Alexis seconded by Councillor Crawford, that Report No. JSSC 004-2019, dated February 11, 2019, from the Water Quality & Resource Coordinator, regarding the 2019 Water Restrictions, be received for information.

JSSC 13-2019 CARRIED.

.7 Regional Water and Sewer – Operations Revenue/Cost Sharing (5500-90)

Moved by Councillor Siemens, seconded by Councillor Crawford, that Report No. JSSC 009-2019, dated February 25, 2019, from the Director, Utility Operations; and the Abbotsford Mission Water & Sewer Commission (WSC) approves the following percentages for the allocation of revenues and water and sewer operational and Non-DCC related Capital expenditures for 2019: Sewer 2018 flow split: Abbotsford – 78.95%; Mission - 21.05%; and Water 2018 flow split: Abbotsford - 77.51%; Mission – 22.49%.

JSSC 14-2019 CARRIED.

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Minutes of the Joint Shared Services Committee meeting held March 14, 2019, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 4 .8 Award of RFP 1220-2018-2213 - Supply and Delivery of the Replacement Media for the JAMES Plant Trickling Filter Cell #2 (5330-70) (JSSC 005-2019)

Moved by Councillor Siemens, seconded by Councillor Crawford, that (1) RFP 1220-2018-2213 - Supply and Delivery of the Replacement Media for the JAMES Plant Trickling Filter Cell #2, be awarded to Raschig USA Inc., in the amount of $581,537.25, plus GST, which includes base scope of work and an optional item; (2) the Acting General Manager of Engineering and Regional Utilities be authorized to approve all payments, commitments and change orders to Raschig USA Inc. for the Supply and Delivery of the Replacement Media for the JAMES Plant Trickling Filter Cell #2, within the approved project budget, including applicable taxes; and (3) the City of Abbotsford’s Mayor and Corporate Officer be authorized to execute all documents related to this contract.

JSSC 15-2019 CARRIED.

.9 JAMES Wastewater Treatment Plant – Tenure Replacement Application for Old

Outfall (5550-60) (JSSC 006-2019)

Moved by Mayor Alexis, seconded by Councillor Siemens, that (1) the replacement application package, as included in Attachment A, be endorsed by Abbotsford Mission Water and Sewer Commission; (2) it be forwarded to Abbotsford and Mission Councils for endorsement; and (3) the application fee be funded from JAMES Plant Operating Budget.

JSSC 16-2019 CARRIED.

.10 Biosolids Utilization Request for Proposals N. Koning, Director, Project Management Office, presented a powerpoint presentation regarding the Biosolids Utilization Request for Proposals; Purpose; Context; Discussion; and Recommendation.

Moved by Councillor Crawford, seconded by Councillor Siemens, that the verbal report from the Manager, Utilities Environment, regarding Biosolids Utilization – Request for Proposals, be received for information.

JSSC 17-2019 CARRIED.

.2 RECYCLING None.

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Minutes of the Joint Shared Services Committee meeting held March 14, 2019, at 9:00 a.m. in Room 530 of Abbotsford City Hall Page 5 .3 TRANSIT None. 7. NEW BUSINESS None. 8. ADJOURNMENT

Moved by Councillor Siemens, seconded by Councillor Crawford, that the March 14, 2019, JSSC meeting, be adjourned. (9:54 a.m.).

JSSC 18-2019 CARRIED.

Certified Correct: Mayor Henry Braun Rob Isaac JSSC Chair Acting UMC Chair

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Collector Well Source Expansion and Sustainability Project

May 2019

Joint Shared Service Committee

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Purpose

• Provide a Project Update

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Background

• A new source is needed to:– Meet OCP growth needs– Provide resiliency such that average day

demands can be met with one source out of service

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Feas

ibili

ty

Desi

gn

Conc

epts

Des

ign

+ Co

ntra

cts

Cons

truc

tion

+ Co

mm

issio

ning

Completevia Water

Master Plan 2018

Underway

Identify and Compare Options

Finalize scope of work and mitigate risk Detailed package

for pricing and construction Build new works on site and

operate new source

Project Phases

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Project Location• Treatment Plant• Transmission Main • Collector Well

Design Concepts

Sim Road BeharrellRoad

Mission Bridge

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Design Concepts

Collector Well ConceptCincinnati, USAPrince George, BC

Treatment PlantConceptFiltrationChlorinationUVChlorine+Ammonia

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Water Quantity Meet Master Plan service goals

Long-term supply adequacy >2041

Well tests continue; +ve early signs

Iron and Manganese removal

pH treatment potential

Primary disinfection with UV and chlorine

Secondary disinfection with chlorine + ammonia

Assess options against criteria

Review value for money and risks

Identify preferred delivery method

Water Quality

Project Delivery

Design ConceptsDesign CriteriaCore Element

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Remains the most viable source expansion option High quality source water Progress meets original

schedule Hydrogeological and

geotechnical work next phases to be completed

Achieved important design objectives

Improved the risk profile Test and select contract options

Work Completed Work Planned

Design Concepts

Proceed to Next Steps Proceed to complete

Concept Design Phase Budget to complete next

phase of hydrogeo and geotechnical work

Proceed with First Nations consultation

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• Seismic Criteria Designed for 1: 2,475 year event

Resilient pipelines Post Disaster Facility

• Reinforced geotechnical design

Risk Profile

A sustainable collector well requires

post-disaster &

flood- protectionengineering and design.

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• Costs + Finance Awaiting grant confirmation Phase 1 expanded to include

Phase 2 building costs to reduce future costs

Risk Profile• Flood Protection Full Floodproofing

• Zoning Bylaw at Water Treatment Plant: 9.8m

• 1:500 year Annual Exceedance Probability at collector well: 9.99m

Opportunity to integrate planning and design to allow for future dyke

upgrading.

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• Costs + Finance Site and seismic factors warrant greater

upfront investments within the original 2018 budget envelope

Risk Profile

2019 Dollars

Grant Approved Budget

$85M

$85MPh.1 $66M 2041 - Ph.2 $19M

Ph.1 $73M 2041 - Ph.2 $12M

Phase 1 $73M

• Phase 1 increase • Total unchanged• 30% contingency

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• Costs + Finance

Risk Profile

Potential Treatment Innovations - $5.4M• Reduction in filter area based on pilot testing• Reduction in residuals treatment based on

pilot testing

Cost Saving Potential

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Feas

ibili

ty

Desi

gn

Conc

epts

Des

ign

+ Co

ntra

cts

Cons

truc

tion

+ Pi

lotin

gUnderwayMilestone by

Fall 2019

Finalize scope of work and mitigate risk Detailed package

for pricing and construction –Collector Well

Build new works on site and pilot treatment works.

Project Phases

Work Plan for 2019Planned

2020Planned

202050

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Desi

gn +

Co

ntra

cts

Cons

truc

tion

Com

mis

sion

ing

Well Mechanical +

WTP + Pipeline

Detailed package for pricing and

construction Begin Operation

Project Phases

Work Plan for 2019Planned

2022-2024Planned

2020-2021Planned

202451

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• Next Level Test Well Construction and Investigations Prove out best location Perform pump tests and confirm long-term yield Confirm treatment requirements

2019 Work Plan

• Conduct geotechnical engineering investigation• Update risk profile ongoing

• Consult with First Nations and submit Project Description

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Recommendation

1. That the verbal report be received for information

2. That the 2019 Work Plan proceed as budgeted for the Collector Well Source Expansion and Sustainability Project.

3. That the Water Sewer Commission consider budget amendments during the 2020 budget process for the Collector Well Source expansion and Sustainability Project.

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Questions and Further Discussion

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