Staff report DATE: January 9, 2017

FILE: 5360-20/CV TO: Chair and directors

Comox Valley Regional District (Comox Strathcona waste management) board

FROM: Debra Oakman, CPA, CMA Chief Administrative Officer

RE: Project status report - December 2016

CVWMC new engineered landfill - Cell 1 construction and leachate treatment facility Purpose To provide a project status report for the Comox Valley waste management centre (CVWMC) new engineered landfill - cell 1 construction (cell 1) and the leachate treatment facility design and construction. Policy analysis At the June 16, 2016 Comox Valley Regional District (CVRD), Comox Strathcona waste management board (CSWM board) meeting the board approved the following resolution:

THAT a contract be awarded to New Lining Solutions Inc. for the Comox Strathcona waste management service new engineered landfill – cell 1 project in an amount not to exceed $5,756,081.30 plus applicable taxes; AND FURTHER THAT in the event that New Lining Solutions Inc. does not execute the contract within ten days of its receipt of the Notice to Award in accordance with the Instructions to Tenderers, that a contract be awarded to the second lowest bidder, Wacor Holdings Ltd., for the Comox Strathcona waste management service new engineered landfill – cell 1 project in an amount not to exceed $5,808,830.12 plus applicable taxes.

At the September 15, 2016 CSWM board meeting the board approved the following resolution:

THAT as a result of a competitive process the contract for the design and construction of the Comox Valley waste management centre leachate treatment facility be awarded to Maple Reinders Inc. in an amount not to exceed $7,444,600 plus applicable taxes.

Executive summary The expansion of the CVWMC is a large and complex project required to provide additional air-space volume to the Comox Strathcona solid waste service. The project is included in the 2012 Comox Strathcona solid waste management plan (CS-SWMP) and meets or exceeds all of the current provincial requirements for landfill design, construction, and operation. The project is made up of two main components – cell 1 design and construction and the leachate treatment facility design and construction. The following sections highlight project progress for each of the main components. Cell 1 construction: The cell 1 construction is a large capital project with a tight construction schedule. The project is essentially an earthworks project consisting of the excavation of a 430,000m3 cell (four times the size

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of the large infiltration pond built as part of CVWMC phase 1 closure), the installation of a 66,000m2 geomembrane liner system, and the installation of a leachate collection and pumping system as well as new service access roads. The construction of cell 1 was scheduled to be completed by the end of 2016 but due to the impact of weather on the installation and welding of the geomembrane liner system, cell 1 construction has been re-scheduled to be completed in early 2017. In support of Wacor’s contract for the construction of the new landfill cell, Tetra Tech EBA is providing construction management and construction quality assurance services. Work completed since the beginning of the cell 1 contract includes:

Clearing and grubbing of area for cell 1, Bulk excavation of cell 1 and construction of stockpiles 1, 2, 3 and 4, Screening and production of subgrade material for cell 1, Placement of subgrade material, Berm and ditch construction, Installation of cell 1 liner, Leachate force main installation, Equalization pond excavation, Primary liner for equalization pond installation.

Work underway includes:

Leachate collection pipe installation, Drainage stone placement, Road construction.

Upcoming work includes:

Secondary liner and riser pipe installation for equalization pond. The project is essentially 90 per cent complete and it will be ready for use in early 2017. Leachate Treatment Facility: The proposed leachate treatment facility is based on membrane bio reactor technology, and includes a bioreactor, followed by membrane filtration, and finally a metals removal stage before effluent is discharged to an onsite infiltration bed. This particular technology is proposed because of its ability to treat leachate to strict effluent quality guidelines, and the compactness, robustness, and flexibility of the system. The detailed design of the new leachate treatment facility is underway by Maple Reinders, and it is anticipated that design work will be complete in February 2017. Tetra Tech EBA is providing design review services for the project. The foundation and development permit applications have been submitted to the Village of Cumberland for approval, and mobilization is expected in late December. Initial concrete works are scheduled to begin on site in early January once permit approval has been received. Work completed since the beginning of the leachate treatment facility design-build contract includes:

Foundation permit application submitted Development permit application submitted

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Work underway includes: Site preparation and delineation of contractor work area Ongoing detailed design work

Upcoming work includes: Continued detailed design work Site preparation and initial excavation Concrete works

The design is essentially 30 per cent complete and on schedule. Project Costs The cell 1 project costs consist of detailed engineering design, construction works, construction management, construction quality assurance and overall project management. The project includes specific contingencies for construction and for engineering services as well as contingency for the overall project. The total cell 1 project cost is estimated at $7,593,820. The leachate treatment facility project cost consists of detailed engineering design, construction, full commissioning of the facility, construction management, construction quality assurance, and contingency. The total leachate treatment project cost is estimated to be completed at $8,545,000. A summary of project costs up to December 19, 2016 is provided in appendix A. As the project progresses, the attached cost summary table is updated to show actual costs as well as the estimate to complete. In this way an up to date estimated final cost for the project will be maintained. The cell 1 and leachate treatment projects were initially budgeted at $21,550,000 in 2014 and the current estimated costs at completion total an estimated final cost of $16,139,000. The main reason for the project to come under budget is the cost savings introduced during the design and approved by the Board on February 4, 2016. These cost savings include the following:

Revised north-south orientation, revised average excavation depth, and Revised liner system.

Communications In an effort to provide timely project information to the CSWM board and the community, a “project update” newsletter will be regularly published on the Comox Valley Regional District website throughout the project until completion. The latest project update newsletter is attached as appendix B. Recommendation from the chief administrative officer: This report is for information purposes only. Respectfully: D. Oakman __________________________ Debra Oakman, CPA, CMA Chief Administrative Officer

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Prepared by: Prepared by: Concurrence: C. Makinson L. Butler G. Bau Baiges Cole Makinson, EIT Engineering Analyst

Lisa Butler, P.Eng Engineering Analyst

Gabriel Bau Baiges, P.Eng Manager of CSWM Projects

Concurrence: M. Rutten Marc Rutten, P.Eng General Manager of Engineering Services

Attachments: Appendix A – “CVWMC Cell 1 and Leachate Treatment Cost Summary” Appendix B – “December Project Newsletter”

Appendix A

Key Task Description Project StatusActual Costs to Date

(A)

Estimate to Complete

(B)

Estimate at Completion

(A+B)

Wacor - Contract for New Engineered Landfill Cell 1 Construction

General Construction and Civil Works In progress (contract signed July 13, 2016) 4,306,480.44$ 1,002,349.68$ 5,308,830.12$

Provisionals (equalization pond, force main) CO executed with Wacor 232,499.85$ 367,500.15$ 600,000.00$

Contingency (5,307.96)$ 505,307.96$ 500,000.00$

Sub Total 4,533,672.33$ 1,875,157.79$ 6,408,830.12$

Tetra Tech EBA - Contract for Construction Management and Construction

Quality Assurance

Project Management In progress (contract signed July 26, 2016) 14,954.70$ 6,156.26$ 21,110.96$

Contract Management In progress 93,603.14$ -$ 93,603.14$

CQA In progress 129,575.10$ 83,910.42$ 213,485.52$

Reporting In progress 687.94$ 27,919.34$ 28,607.28$

Contingency for Provisional Items In progress 28,406.70$ 75,440.68$ 103,847.38$

Other Engineering Services (weather delays, additional scope) In progress -$ 99,770.32$ 99,770.32$

Sub Total 267,227.58$ 293,197.02$ 560,424.60$

Other

Other Consulting Services (design, tender preparation and review) Complete 263,514.06$ 1,930.56$ 265,444.62$

Transition/Fill Plan Contract signed with AECOM 5,270.09$ 76,370.91$ 81,641.00$

Other Fees Surveying, Well Drilling, Legal, Borehole Decom. 79,121.36$ 23,467.02$ 102,588.38$

Remaining Project Contingency Weather Delays, Design Modifications 174,891.36$

Sub Total 347,905.51$ 101,768.49$ 624,565.36$

Total 5,148,805.42$ 2,270,123.30$ 7,593,820.08$

Key Task Description Project StatusActual Costs to Date

(A)

Estimate to Complete

(B)

Estimate at Completion

(A+B)

Leachate Treatment Facility

Maple Reinders DB Leachate Treatment Facility Contract signed 185,715.00$ 7,258,885.00$ 7,444,600.00$

Contingency (10%) TBD -$ 744,460.00$ 744,460.00$

Engineering Services (RFP assistance, CM/CQA and other) Contract signed 184,073.90$ 171,866.10$ 355,940.00$

Total 369,788.90$ 8,175,211.10$ 8,545,000.00$

Total 16,138,820.08$

Date: December 21, 2016

January 2017

Overview:

Latest News:

on the Comox Valley Waste Management Centre Engineered Landfill Cell 1 Construction

The Comox Strathcona Waste Management (CSWM) service is constructing a new engineered landfill at the Comox Valley Waste Management Centre in Cumberland to serve the waste disposal needs of our entire region. Work has already begun on this exciting project and we are pleased to share some stories and images from the past couple of months. The information in this newsletter details the construction process and helps explain the project and how it benefits our community.

Cell 1 construction is almost finished but due to poor weather conditions in November and December, the timeline for project completion is now early 2017.

The contractor responsible for the design and construction of the leachate treatment plant has started work. It is expected the plant will be finished by summer of 2017.

Highlights:The leachate collection system, including piping and a drainage stone layer, has been installed in Cell 1 in order to remove leachate from the landfill.(See photos 1, 2 and 3)

Storm water collected from the leachate drainage system is pumped to the equalization pond through a forcemain where it is held for storage before it is treated onsite. (See photo 4)

The equalization pond has been excavated and the primary lining has been installed. (See photos 5 and 6)

Leachate will be stored in the equalization pond before it enters the leachate treatment plant. There is a secondary liner and gravel protection layer still to be installed in the pond. A leak location layer will be positioned between the two lining systems to avoid groundwater contamination.

The access road to the new landfill is being constructed and culverts for proper drainage are being put in place. (See photo 7)

The new engineered landfill is expected to be completed under budget. The project was initially budgeted at $21.5 million in 2014 and projected costs are now significantly lower at $16.1 million.

2

1

3

5 4

6 7

Cell 1 lining and drainage stone

Installation of leachate lines and drainage stone

Cell 1 lining and drainage stone

Equalization pond excavation Installation of the leachate force main

Equalization pond with primary lining installed.

Construction of access road to the new engineered landfill.