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MWMC MEETING AGENDA
Friday, June 9, 2017 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
7:30 – 7:35 I. ROLL CALL
7:35 – 7:40 II. CONSENT CALENDAR
a. MWMC 5/12/17 Meeting Minutes b. Ratification of the Regional Wastewater Program Budget and Capital Improvements Program for FY 2017-18
Action Requested: By motion, approve the Consent Calendar
7:40 – 7:45 III. PUBLIC COMMENT Request to Speak slips are available at the sign-in desk. Please present request slips to the MWMC Secretary.
7:45 – 8:10 IV. FY 2017-18 INSURANCE RENEWAL . . . . . . . . . . . . . . . . . Katherine Bishop
Action Requested: By motion, authorize and direct the General Manager to enter into agreements to secure property insurance coverage for the period July 1, 2017 through June 30, 2018.
8:10 – 8:30 V. POPLAR HARVEST MANAGEMENT SERVICES – BIOCYCLE FARM MU2
HARVEST P80083 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Todd Miller Action Requested: Approve, by motion, Resolution 17-09 and Resolution 17-10
8:30 – 8:55 VI. SYSTEM DEVELOPMENT CHARGES (SDCs) . . . . . . . . . . . . . . . . Matt Stouder
Action Requested: Discussion and direction
8:55 – 9:05 VII. BUSINESS FROM COMMISSION, GENERAL MANAGER, AND WASTEWATER DIRECTOR
9:05 VIII. ADJOURNMENT
Turn off cell phones before the meeting begins.
_______________________________________________________________________________
The meeting location is wheelchair-accessible. For the hearing-impaired, an interpreter can be provided with 48-hours-notice prior to the meeting. To arrange for service, call 541-726-3694.
All proceedings before the MWMC are recorded.
MWMC MEETING MINUTES
Friday, May 12, 2017 @ 7:30 a.m.
City of Springfield City Hall, Library Meeting Room
225 Fifth St., Springfield, OR 97477
Vice-President Ruffier opened the meeting at 7:30 a.m. Roll call was taken by Kevin Kraaz.
ROLL CALL
Commissioners Present: Pat Farr, Doug Keeler, Walt Meyer, Joe Pishioneri (via phone conference), and Peter Ruffier
Commissioners Absent: Bill Inge; City of Eugene Councilor - vacant
Staff in Attendance: Meg Allocco, Jolynn Barker, Dave Breitenstein, Judy Castleman, John
Huberd, K.C. Huffman (attorney), Laura Keir, Tonja Kling, Kevin Kraaz, Shawn Krueger, Barry
Mays, Troy McAllister, Todd Miller, Josh Newman, Loralyn Spiro, Anette Spickard, Matt Stouder, Mark Van Eeckhout, Greg Watkins, and John Williamson
Guest: Mike Brye, Camp Creek Electric
CONSENT CALENDAR
a. MWMC 04/14/17 Meeting Minutes
MOTION: IT WAS MOVED BY COMMISSIONER KEELER WITH A SECOND BY COMMISSIONER MEYER TO APPROVE THE CONSENT CALENDAR. THE MOTION
PASSED UNANIMOUSLY 5/0.
PUBLIC COMMENT
There was no public comment.
FY 2016-17 SUPPLEMENTAL BUDGET #3A
Meg Allocco, MWMC Accountant, stated that the existing budget for the O&M BIP is $14.9 million
and an additional $3.9 million is needed to bring the total budget amount to $18.8 million. Staff is requesting approval of Supplemental Budget #3A in the amount of $3.9 million for the project to
award the contract for the Base Bid with Deductive Alternate #2 per Commission direction at the
April 14, 2017 meeting.
RESOLUTION 17-06: IN THE MATTER OF APPROVAL OF THE FISCAL YEAR 2016-17 SUPPLEMENTAL BUDGET #3A
MOTION: IT WAS MOVED BY COMMISSIONER MEYER WITH A SECOND BY
COMMISSIONER FARR TO APPROVE RESOLUTION 17-06. THE MOTION PASSED
UNANIMOUSLY 5/0.
MWMC Meeting Minutes
April 14, 2017 Page 2 of 10
CONSTRUCTION CONTRACT AWARD FOR OPERATIONS AND MAINTENANCE BUILDING
IMPROVEMENTS PROJECT P80085
Mr. Van Eeckhout stated that he would like to request approval of Resolution 17-07 to allow for the execution of a construction contract with Wildish Building Company for the construction of the
additions to the Maintenance building and the construction of a new Water Quality Lab. The total
contract value will be $13,123,000 which includes the reduction of $3.4 million for the Alternative
Deduct #2. He hopes to start the project in June and complete the construction early in 2019.
Commissioner Ruffier said he saw no protests reported. Mr. Van Eeckhout said the Intent to
Award was issued on April 14 and the seven day protest period passed without protests.
Commissioner Farr asked, historically is it the case to have no protests? Mr. Van Eeckhout replied
that normally the MWMC does not see protests; it is part of the MWMC’s procurement rules. Commissioner Farr said that is reflective of a deliberative process.
RESOLUTION 17-07: IN THE MATTER OF DELEGATING AUTHORITY TO AWARD A
CONTRACT FOR THE CONSTRUCTION OF PROJECT P80085 OPERATIONS &
MAINTENANCE BUILDING IMPROVEMENTS
MOTION: IT WAS MOVED BY COMMISSIONER MEYER WITH A SECOND BY
COMMISSIONER KEELER TO APPROVE RESOLUTION 17-07. THE MOTION
PASSED UNANIMOUSLY 5/0
RENTAL AGREEMENT FOR TEMPORARY STAFF HOUSING – P80085
Mr. Van Eeckhout stated that the southern portion of the Maintenance building will be demolished
which includes office space and bathrooms. The need for space was discussed with the
Maintenance staff and it was decided a 24 by 60 foot temporary construction trailer would cover their need. Staff talked to Modern Equipment out of Aumsville, Oregon, about renting a trailer. Modern provided the Industrial Source trailer and the current construction trailer at the WPCF. Mr.
Van Eeckhout reached out to the Springfield School District who is currently contracted with
Modern Building Systems. They contracted with Modern through a public agency purchasing co-
op called King County Directors Association (KCDA). KCDA provides services for a number of public agencies within the Northwest and has a pricing agreement with Modern as well as other organizations. With this purchasing arrangement in mind we moved forward directly with Modern
Building Systems. Mr. Van Eeckhout stated a draft contract has been reviewed through MWMC’s
legal counsel and asked the Commission to move forward with the agreement for a 24 by 60 foot
trailer for roughly 12 months with the option to continue on a per month basis, if needed. Commissioner Ruffier asked if any other alternatives had been looked into. Mr. Van Eeckhout
replied they had looked at putting staff elsewhere at the plant but there was not a good alternative.
Commissioner Ruffier asked what the difference is in the purchase price versus leasing. Mr. Van
Eeckhout replied that 10-years-ago the MMWMC purchased the construction trailer for around $100,000. The trailer staff is looking at is used and is in the $80,000 to $90,000 range.
RESOLUTION 17-08: IN THE MATTER OF DELEGATING AUTHORITY TO AWARD A LEASE
AGREEMENT FOR THE RENTAL OF TEMPORARY SITE TRAILERS IN SUPPORT OF
PROJECT P80085 OPERATIONS & MAINTENANCE BUILDING IMPROVEMENTS
MWMC Meeting Minutes
April 14, 2017 Page 3 of 10
MOTION: IT WAS MOVED BY COMMISSIONER KEELER WITH A SECOND BY
COMMISSIONER FARR TO APPROVE RESOLUTION 17-08. THE MOTION PASSED
UNANIMOUSLY 5/0.
Commissioner Pishioneri left the meeting.
PUBLIC INFORMATION PROGRAM UPDATE
Loralyn Spiro and Laura Keir, Communications Coordinators, presented the annual Public Information update.
The Public Information Program is guided by the MWMC’s Communication Plan (developed and
finalized in 2015), and particularly by the MWMC’s Commission Goal – Key Outcome #5 as part of
the annual budget. The Communication Plan contains four main strategies to reach the overall goal of increasing awareness of the MWMC and its role in the health and vitality of our community
and environment. The strategies and tactics support the MWMC’s mission, vision, and values
statements.
The findings from the FY 2015 Community Survey helped define the overarching goal of the 2015 Communication Plan. One of the immediate steps taken to implement the plan was the
continuation of the Commission’s work on strategic planning through a facilitated discussion and
surveys done by both the Commission and staff. The MWMC’s mission, vision, and value
statements were adopted by the Commission in August 2016 and are used in communication pieces to further explain who we are, what we do, and what is important to the partnership.
Tactics:
Sponsorships: Sponsorships tactic for the MWMC were added to the updated 2015
Communications Plan, The plan calls to sponsor 3-4 events a year. We’re on track with three completed and a fourth in the works.
EWEB’s Run to Stay Warm – (Third year in a row) the sponsorship covers the cost of port-
a-potties at the event. In addition to being listed as a sponsor on event materials and
EWEB’s website, each port-a-potty has a flier displayed to raise awareness about the
MWMC. The Run to Stay Warm event benefits EWEB’s Customer Care program to help income-eligible customers who are having difficulty paying their utility bills.
Lane County Fair - In 2016 the MWMC sponsored the fair for the first time and will do so
again in 2017. The sponsorship covers the majority of the cost of port-a-potties at the event and each port-a-potty has a flyer displayed in it.
Lane County’s Home & Garden show - The MWMC once again sponsored an informational
table with other agencies that are part of the P2C.
E-Newsletter: The MWMC’s e-newsletter is sent out quarterly and is a great opportunity to connect with those we serve, as well as staff and partner agencies. Currently there are 141
subscribers. While the number of subscribers isn’t as high as staff would like, the average open
rate for the past year was 60% and the click through rate was 26%. Both are above the desired
standard of 20-25%. Staff will be promoting the newsletter sign-up and readership with the launch of the MWMC’s social media channels and on the new website that is to be launched soon.
Pollution Prevention Campaign: It is a way we can help community members understand the
everyday actions they can take to help improve water quality. In 2016, the MWMC partnered with
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April 14, 2017 Page 4 of 10
Lane County Public Health to promote the use of prescription drug drop boxes in Lane County. Bi-
Mart was particularly supportive in helping to post it in all their Lane County stores.
The Annual Report: It has been completely moved over to a digital format with the second digital
version released the beginning of April 2017. The focus of the annual report is in three parts: 1)
Highlight successes from previous year; 2) Highlight upcoming significant initiatives and/or
projects; 3) Report financials from the previous year. The digital format allows for links to
additional information, flexibility to build content without print page requirements, versatility in delivery through multiple communication channels such as website and email, ease of sharing by
staff and commission members, and also a cost savings.
Photos: In 2016, new aerial photos were taken of the Water Pollution Control Facility, the Biocycle
Farm, and the Willamette River. The last year the aerial photos were taken was 2013. By updating MWMC’s aerial photo inventory periodically, we can capture natural changes and work that has
occurred and use in marketing and outreach. In 2017, professional photos of operational staff
working and the Commission conducting a monthly meeting will be taken to build on the MWMC’s
image archive that will be used for upcoming communication tactics.
Mr. Stouder added that the photos turned out really well. Staff has used them in some
presentations to other agencies and a few slide shows.
Commissioner Keeler said the plant landscaping is very beautiful right now. If we need more photos, now would be a great time to get them. Ms. Spiro replied that was a great suggestion. She said the aerial photographer went back in the fall to get the fall colors. It would be a good idea to
get some spring shots as well.
Commissioner Ruffier said that raises a question for future construction projects, the use of drones to do aerial photography from a closer distance to track progress. It might pay to purchase a drone for in-house photos. Mr. Stouder replied staff could look into it. Mr. Breitenstein added the
Fire Department provided the drone to take photos of the winter storm damage on the Poplar
Farm.
Rate Brochures: Every year the MWMC partners with the City of Eugene and the City of Springfield to produce rate brochures that are mailed to all EWEB and SUB customers. It includes
information on how wastewater and stormwater fees are structured and calculated within each
city.
Project Profiles: Project Profiles is a new tactic implemented in 2016. It captures an overview summary of a project, key facts, and frequently asked questions and answers in one document.
Project Profiles are done when a project is anticipated to generate multiple questions from
external and internal stakeholders. The first Project Profile was done on the O&M project and is
available on the website on the CIP page. Tours: More than 750 people toured the treatment plant this past year including industry partners,
the general public, and students from several community colleges, the University of Oregon, and
Clean Water University. Four groups were highlighted, they were: The University of Oregon’s
H2Oregon Community for Ecological Leaders; Lane Community College’s Water Conservation Class, Churchill High School’s Environmental Science Academy; and The University of Oregon’s Architecture and Environmental Studies School.
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April 14, 2017 Page 5 of 10
Clean Water University (CWU): The MWMC in conjunction with the City of Springfield continues
to provide CWU to fifth graders in Springfield schools. CWU provides classroom sessions covering wastewater and stormwater systems and benefits plus a tour of the wastewater
treatment plant. Staff previously explored options to expand to more local schools and
implemented more streamlined curriculum. However, the schools currently participating in CWU
are finding it challenging to find classroom time due to State testing requirements. Based on this
information, staff will be surveying teachers currently participating in CWU and those that haven’t to determine what is the best approach to continue CWU and also allow for expansion to more
schools.
Mr. Stouder added that there are two CWU sessions, spring and fall. Spring is challenging with
testing and fall is challenging for a number of reasons but mainly because that is when most want this service. The Commission has asked staff to reach out to more schools on a number of
occasions and feel that this is an important program. Staff is trying to figure out what kind of
resources it would take to expand the program in Springfield and also into Eugene. Even if we
were able to utilize volunteers and teachers, some oversight will still be needed. When staff
comes back in the fall with the Communication Plan update, there will be some options for how we could expand CWU based on the information we have gotten from previous meetings. When we
finalize the Communication Plan, we can move forward to next year’s budget process with
proposed resources needed depending upon direction provided.
Considering the time restraints in the academic school year, Commissioner Ruffier asked if staff has considered summer programs with camps like Camp Harlow. Ms. Spiro replied we have not,
but it is a great idea.
Commissioner Farr mentioned producing 10 minute films to show kids stating if we have something as cool as the Incredible Journey, the kids would enjoy it.
Social Media: Social media is a part of the MWMC Communication Plan, including use of an
MWMC YouTube channel which launched in the spring of 2016. The MWMC had professional
videos on the channel that were very popular. Staff is building on that foundation to expand into Facebook and Twitter. There are lots of wastewater agencies and other public utilities that use social media channels. It is a good way to directly communicate with the community and provide
them with interesting tips and information.
Commissioner Ruffier asked if we have had any feedback yet. Ms. Spiro responded that we haven’t launched the social media yet. Staff is working on a draft plan for the social media and will be reaching out to other organizations and staff for feedback.
Mr. Stouder stated that staff has received positive feedback when they have done public
presentations. Ms. Spiro added that on the CWU tours the parents will sometimes come along with the students and by the end of the tour the parents are saying, “I didn’t know” – “this is exciting.” So it is not only beneficial to the students but also to the parents that come along.
Commissioner Ruffier stated it is a very valuable program and effort, the caveat is that once you
get engagement, you will need to have a timely response. That will be a resource issue as time goes along to be able to keep track of input and response.
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Ms. Keir said they are working on the strategy for how to launch Facebook and Twitter and
coordinate and continue to keep it responsive and keep it going. She said hopefully we will be
launching in the summer.
MWMC’s Website mwmcpartners.org: It continues to be an effective communication channel. The
new website will be launched on June 17, 2017 and will be more user and mobile friendly and
ADA compliant. Additionally, it has a new editing platform that will save time in managing and
updating the website.
Commissioner Ruffier asked about the ADA compliant piece. Ms. Spiro replied that someone who
is visually impaired may have readers that can make the top font bigger. So the website will be
compatible with that.
Commissioner Keeler said he understands that the first part of good public relations is having a
good story to tell. The MWMC has a great story to tell. He appreciates the effort that the
Communication Coordinators have gone to. The MWMC has a program, strategy, and great
content. We have already identified and talked about how challenging it is to grow the audience,
how to get more people clicking on our links, and how to get more kids through CWU. But staff is working on it so he has every confidence that it will grow as well.
Commissioner Ruffier said that the neighborhood organizations in Eugene are fairly well
formulated and it might be another opportunity to get on their agenda and provide a presentation. They usually look for topics to cover and this would be a good one. Maybe after the social media is launched, it would be a good way to tie into it through the neighborhood presentations.
Commissioner Farr asked if the MWMC has a booth at the fair. Ms. Spiro responded that we don’t
have a booth at the fair, partly because of staff capacity. Commissioner Farr said he could visualize a booth entitled “Where Does It Go”, and then, Flush Here to View.
Commissioner Meyer asked if the MWMC has the ability to send a flier out with the utility bills. Mr.
Stouder responded that with SUB we are limited to two brochures a year. He thinks EWEB is the
same. One of the brochures is rates, how they are structured and what the increase will be. The second brochure, on Springfield’s side, is dedicated to stormwater because we are required as part of the stormwater permit to be doing public outreach/education. Commissioner Meyer said
that he thinks for the long term, it would be a good avenue to reach all our customers to publicize
programs like the Drug Take Back. Mr. Stouder replied that we can look into that and see how
both sides work, and how challenging that may or may not be to increase it. Mr. Huffman asked Commissioner Ruffier if he thinks social media would help with Inflow and
Infiltration (I&I) problems. Commissioner Ruffier replied that once the base is established, you
could use social media to educate people on I&I problems and maybe get their buy-in for
solutions. Commissioner Ruffier stated one of the questions that always comes up in regards to
communication is which is better, to keep your head down and stay out of the limelight and go
about your business or to build up a reservoir of community good will. Questions he would leave
us with are how do we assess the community good will and how do we assess how well we are doing? The MWMC puts a lot out there and doesn’t receive a lot of feedback.
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Mr. Stouder said when staff goes out on road shows, one of the things we find is that people are
skeptical to start with because they don’t know who the MWMC is or what it does. Then when we
explain to them, they are either very appreciative or say something like, “I guess I am not hearing about you in the news; therefore, you must be doing something right.”
Commissioner Keeler added that when wastewater utilities do have problems with the media,
rather than take our message that we are discharging treated water, the message becomes
dumping sewage. So to the extent that we can build our good will with the community will undermine the negative and not necessarily accurate message from the media.
Commissioner Ruffier stated other wastewater agencies have developed an interactive game
module which you can click on your house and follow the pathway to the treatment plant. He
thought it is something to consider with regards to schools (less time available) as well as provide them with videos or internet resources, something they could use in class on their own schedule.
It is expensive to develop that kind of game but it might be worth it to consider for the long haul.
RESILIENCY PLANNING
Mr. Stouder stated that recently there has been a lot of focus on the Oregon Resiliency Plan and the Cascadia subduction zone earthquake but resiliency planning also includes a number of other
items, such as dam failure, flooding, extended power lost, or even climate change implications.
The Oregon Resiliency Plan is on the State’s website for anyone who is interested in it. http://www.oregon.gov/oem/Documents/Oregon_Resilience_Plan_Final.pdf The State did this plan in 2013. This plan primarily focuses on reducing risk and improving recovery with a Cascadia
subduction zone quake. It doesn’t analyze flooding events or other risks. The chief finding of the
plan is large earthquakes are going to occur, they have occurred with some regular frequency
over time, and the State is poorly prepared to deal with a large quake. Wastewater and water systems are particularly vulnerable; treatment systems in general and pump stations are likely to fail in the event of a large quake. The recommendations that came out of the plan are that utilities
and cities undertake a comprehensive assessment of their structures, to do work on that
information, and then launch a resiliency program of capital investments to help improve their
resiliency. At the local level, Eugene and Springfield have a Natural Hazards Mitigation Plan. It was done in
2014 after conducting a climate and hazards vulnerability assessment. The two cities looked at
earthquakes, flooding, landslides, dam failure, etc. The findings for wastewater services are that
they are vulnerable to winter storms, earthquakes, and flooding. Significant damage would occur for a Cascadia subduction zone earthquake event and would take months to years to repair. A couple other findings were that wastewater systems are particularly dependent upon
transportation and electrical systems; electrical systems for power of the plant and transportation
of chemicals and parts that are needed. Many of the parts that are used at the plant are custom
and require certain vendors to make them and require trucking to be brought to the plant. So if the transportation system is down, they are not going to get here.
At the utility level, Clean Water Services and other utilities are at the same stage as MWMC, trying
to figure out where they want to go and recognizing it is a need. In 2015, the Eugene Water and
Electric Board (EWEB) adopted a resiliency plan which evaluated hazards that could affect EWEB’s critical facilities and infrastructure, with a chief goal of restoring water service as quickly
MWMC Meeting Minutes
April 14, 2017 Page 8 of 10
as possible to customers after a catastrophic event. They did an RFP and looked at their
infrastructure, evaluated their critical assets, and came up with recommendations for things that
they can be doing over a 50 year time period.
The MWMC serves roughly 225,000 people. Restoring wastewater service after a major event is a
priority. We did our most recent planning effort in 1996. It focused on evaluating critical
infrastructure from a seismic perspective at the plant and a number of life safety improvements
were addressed. It didn’t evaluate the pump stations off site or the infrastructure at the Biosolids Management Facility or elsewhere. There have been substantial changes since 1996 and a lot of
information has been learned. Experts now have a better understanding of what will happen as far
as ground deformation. We have real world experiences from Chile and Japan where we have
seen the aftermath and seen where systems have failed. We know the earlier standards that were
in place in 1996 underestimated the impact from an earthquake.
Mr. Stouder said there are two pieces to resiliency planning: 1) how to respond and 2) what do we
do before it happens so there is less risk. We are working on how to respond with our partner
agencies, the cities of Eugene and Springfield. We have plans in place on how we can respond to
events where there is power failure, earthquake, or some other event. The second piece is what we need to do ourselves.
Next Steps – Mr. Stouder stated he thinks the MWMC would benefit from doing an updated
resiliency plan. He doesn’t know yet what level of scope that should look like. He wanted to discuss this with the Commission. A couple avenues we could take moving forward would be to put out a request for information or place a request for proposal. We need to evaluate our
infrastructure and see where we have risks. Right now we have around $300,000,000 in assets,
we know we have critical infrastructure but staff can’t tell you if, for example, the crossing at the
Owasso Bridge is a higher priority or more at risk than one of the pump stations. We need some facilitated help to make those determinations.
Commissioner Keeler asked what help or guidance can ACWA or National ACWA provide. Mr.
Stouder replied he would check with ACWA.
Commissioner Meyer said that State Resiliency Plan is where the 50-year plan comes from. They know we cannot strengthen all our facilities to meet the new subduction zone type earthquakes.
They said that utilities should set up a program to be there within 50 years knowing full well that it
could happen anytime (big earthquake). Commissioner Meyer said a high level look, similar to
EWEB’s or the City of Eugene’s (for their pumping stations) would be helpful. It would show us MWMC’s vulnerability, which facilities are within a liquefaction zone, and to know what the expectation is from the State level for when we are back into service. That then allows us to focus
on a more detailed assessment of those facilities that are most vulnerable and critical to get where
we want to be in 50 years. It is a step by step process. Mr. Stouder said it would really help on
capital planning moving forward. Right now we don’t have a planning effort that would help us understand what standard we might be willing to build to. We are making decisions on project by project basis.
Mr. Stouder said that we obviously want to look at subduction zone quakes and earthquakes, but
a high level look at flooding and extended power loss as well. He wouldn’t recommend volcano eruption. An RFP to do some work like this and see what we get back is the direction we want to move in.
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Commissioner Keeler said doing a little bit of research by looking at other organizations and
seeking some kind of template to help with the RFP.
Mr. Breitenstein stated that we are members of ORWARN so we have mutual aid agreement set
up other municipalities for sharing resources. He noticed on OWRARN website, the EPA offers a
check list for self-evaluation for 100 and 500 year flood events. The plant is going to do the self-
assessment for flood risks.
Mr. Breitenstein stated that the current emergency response plans by the City of Eugene are set-
up and based on an all-hazards event. It would be good for the MWMC to hone in on where our
specific vulnerabilities are and what we can do to shore those up.
Commissioner Ruffier said to redo the vulnerability assessment as a base starting point to see what our critical infrastructure is and then do a critical parts inventory to determine what parts we
would actually have to have that is hard to get. That will lead into price agreements and
prioritization agreements because when things go bad, everybody will be looking for the same
resources. Competition will drive up prices and having an agreement with the vendor will be
helpful to get needed equipment, parts, etc. Mr. Stouder added that there could be decisions made on how the MWMC stocks it inventory.
Commissioner Ruffier stated that the effort needs to be closely coordinated with EWEB, in regards
to the subduction zone quake, because they are prioritizing areas for water restoration and that is where the plant gets its primary flows.
Mr. Stouder said that if President Inge was here he would want to know what is the likelihood of
these events happening and how much is it going to cost. An important thing about doing this
work is we will know where our risks are and what could happen. It doesn’t mean that we need to take action, but it also allows us to make more informed decisions in the future, and potentially where to prioritize and spend money.
Commissioner Ruffier said one more thing to add to the vulnerability assessment is widespread
conflagration in the south hills where there could be a massive fire. If all the power poles burn down, what happens?
Mr. Stouder said that staff will look at what other communities have done and find something that
is appropriate for the MWMC. He will come back at a future date with a more formalized proposal.
BUSINESS FROM COMMISSION, GENERAL MANAGER, AND WASTEWATER DIRECTOR
Commission:
Commissioner Ruffier asked if there were any public comments at the public hearings for
MWMC’s budget ratifications at either city. Mr. Stouder replied that there was not at either city
or the county. There were comments on the Eugene local side but not on the regional budget.
Commissioner Keeler asked about a replacement for Eugene’s Council person for MWMC. Mr.
Stouder said that he had talked to Eugene’s Public Works Director and some staff; they are
working on getting a replacement, he is hoping by June but not certain.
Commissioner Ruffier commended the staff for the annual and monthly reports which hold
much information. He would like to add the Monthly Report to our consideration in the
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April 14, 2017 Page 10 of 10
performance measures when we take that topic up, so we could align the two and maybe get
an update or a fresh look of what is included in the monthly reports.
General Manager:
Budget: Mr. Stouder stated that all three partner agencies have ratified the regional budget. In
June it will come before the Commission for a final adoption on the consent calendar.
Brown Lane Property: An agreement with the owner to purchase the three properties on Brown
Lane has been signed. Staff is moving forward with the due diligence process. Mr. Huffman
was able to get an addendum to the agreement that allows the MWMC to purchase each piece
of property individually. We are hiring a consultant to do a Level One environmental site
assessment.
S ystem Development Charge (SDC): A request from Square One Villages has been submitted
to MWMC requesting SDCs be waived. They are a non-profit 501(c)3, and will be constructing
22 tiny houses in Eugene. Another request to waive SDCs will be coming from the City of
Springfield. Springfield is trying to incentivize Accessory Dwelling Units (ADU). Mr. Stouder has reached out to Deb Galardi who is very familiar with MWMC’s SDC work and has done
SDC work around the State.
o Commissioner Keeler asked what an accessory dwelling unit is. Mr. Stouder replied it is a
unit that is constructed on a parcel of low or medium residential land that is accessory to
the primary residence. o Commissioner Meyer said he wants to know the long term disposition of the units. If it is an
emergency shelter, he thinks our standing would be different than if it is ownership where
someone is gaining equity.
Wastewater Director:
Mr. Breitenstein stated replacement of the underground fuel tank has been completed at the
plant. It is a single tank with dual compartments for gasoline and diesel. The old tank was
completely removed rather than filled. He thanked Commissioner Keeler for encouraging the
project and the rest of the Commission for supporting it in last year’s budget.
1 st of May moved into the summer permit season. Winter season was successful with
treatment that met all the permit requirements and no sanitary overflows; given the wet
weather was several inches above normal. It rained steady and constant for seven months
versus getting all the rain in three months. He gave credit to the local agencies, Springfield and Eugene, for keeping all the system’s pipes open and also all the work they are doing to reduce
Inflow and Infiltration.
o Commissioner Meyer said that a few years ago we used a series of monitoring stations
throughout the system. Are they still being maintained? Mr. Breitenstein replied that they
are and have been updated. The City of Eugene’s staff has done quite a bit of work on improving the model that is being used for I&I studies and has been assisting Springfield
with their work as well.
ADJOURNMENT
Vice-President Ruffier adjourned the meeting at 9:00 a.m.
M E M O R A N D U M
DATE: June 2, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Matt Stouder, MWMC General Manager
Prepared By: Katherine Bishop, ESD Program Manager
SUBJECT: Ratification of the Regional Wastewater Program Budget and Capital Improvements Program for Fiscal Year 2017-18
ACTION
REQUESTED:
Adoption of the final Regional Wastewater Program Budget and
Capital Improvements Program for Fiscal Year 2017-18
_____________________________________________________________________
ISSUE
The FY 2017-18 (FY 17-18) MWMC Regional Wastewater Program (RWP) Budget and
Capital Improvement Program (CIP) have been ratified by the City of Springfield on May
1st, City of Eugene on May 8th and Lane County on May 9th. The Commission’s final
adoption, which is scheduled for the June 9th MWMC Consent Calendar, will complete the FY 17-18 budget and CIP adoption process.
BACKGROUND AND DISCUSSION
On April 14, 2017, via Resolution 17-05, MWMC adopted the FY 17-18 Budget and CIP.
Consistent with the Intergovernmental Agreement (IGA), MWMC then referred the Regional Wastewater Program Budget and CIP to the governing bodies for ratification.
The City of Springfield, City of Eugene and Lane County ratified the Budget and CIP on
May 1, 2017, May 8, 2017 and May 9, 2017 respectively. The City of Springfield is
MWMC’s financial agent; as such the MWMC Budget and CIP amounts are
incorporated into the City’s budget.
ACTION REQUESTED
The Commission is requested to adopt the final FY 17-18 Regional Wastewater
Program Budget and Capital Improvement Program as part of the June 9, 2017
Consent Calendar approval.
M E M O R A N D U M
DATE: June 2, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Katherine Bishop, ESD Program Manager
SUBJECT: Insurance Renewal - Effective July 1, 2017
ACTION
REQUESTED:
Authorize and direct the General Manager to enter into agreements
for insurance coverage to be effective on July 1, 2017
_____________________________________________________________________
ISSUE
The Metropolitan Wastewater Management Commission’s current property insurance
coverage will expire on June 30, 2017. The MWMC’s insurance agent of record is
Brown & Brown Northwest. Ron Cutter, Senior Vice President/NW Public Sector
Practice Leader and staff at Brown & Brown NW have obtained property insurance coverage pricing for further discussion and consideration.
BACKGROUND
The MWMC carries insurance policies that provide risk insurance coverage, including
property insurance and liability insurance.
Liability Insurance – At the December 9, 2016 meeting, the Commission authorized the MWMC General Manager to enter into an agreement for liability (casualty) insurance
coverage for the 2017 calendar year effective January 1, 2017. This policy covers
general liability, administrative liability, public officials’ liability, non-owned and hired
automobile liability, hired automobile physical damage, and umbrella/excess liability. Property Insurance - Generally covers physical loss to buildings, equipment and
systems, underground sewer pipelines, electronic data processing, and business
personal property of the Commission. The property insurance also includes earthquake
and flood coverage. The MWMC maintains several insurance coverage levels including a $100 million policy limit, with earthquake and flood coverage of $100 million including earthquake coverage on underground pipes. The property insurance deductible is
$250,000 (with some exceptions) per occurrence, as such, the MWMC is self-insuring
for potential losses below the deductible amount(s).
Memo: Insurance Renewal - Effective July 1, 2017
June 2, 2017 Page 2 of 3
DISCUSSION
Property Asset Values – The total insured value of the MWMC’s assets is $320.5 million
in FY 2017-18, an increase of $25.3 million (8.5%) when compared to FY 2016-17. The
increase includes 8.4% ($24.66M) in property values and 30.4% ($680,000) in mobile
equipment values. The increase in asset values takes into consideration: added and/or
upgraded systems/equipment/mobile equipment, Digester #4 and the Operations and Maintenance Building Improvements currently in construction, plus minor adjustments to
property values. The property premium pricing accounts for projects in construction and
takes into consideration the construction schedules.
It is helpful to note that last year in FY 2016-17, the MWMC asset values decreased by $7.4 million (2.5%). The decrease was based on the outcome of a 2016 evaluation of
the MWMC owned collection system pipe materials and construction service costs.
Property Insurance – Due to the $320.5 million in assets and historical coverage levels
for earthquake and flood, many insurance providers do not have the capacity to provide insurance coverage to meet the standard MWMC coverage levels for earthquake
including underground pipes, and flood. Staff is recommending property insurance
renewal with Starr Technical Risks Agency effective July 1, 2017, to include a two-year
rate lock agreement. The additional Difference in Conditions (DIC) earthquake coverage
is provided by a separate insurance provider, with DIC earthquake in year two subject to market changes and based on quotes in 2018.
The table below provides the property insurance proposal pricing from Starr Tech. The
Starr Tech property insurance includes a policy limit of $100 million, a flood sublimit of $100 million, an earthquake sublimit of $50 million and a sewer pipes sublimit of $10 million. The DIC additional earthquake pricing for $50 million (to $100M) excludes
underground sewer pipes. Staff will provide additional information at the meeting.
thru June 30, 2017 July 1, 2017
Expiring Recommended
Program Pricing $100M Earthquake $100M Earthquake
Starr Tech / ACE America All Risk
Property Insurance includes $50M EQ $207,832 $213,435
DIC Earthquake at $50M $57,902 $56,895
TOTAL Premium $265,734 $270,330
Property Insurable Values $298,174,850 $323,513,600
DIC EQ Insurable Values $240,774,850 $242,274,000
Premium Rate/$100 Starr Tech 0.070 0.066
Premium Rate/$100 DIC 0.024 0.023
Property Coverage
Memo: Insurance Renewal - Effective July 1, 2017
June 2, 2017 Page 3 of 3
Fiscal Impact:
The approved FY 2017-18 MWMC budget includes $360,000 programmed for property and liability insurance, the MWMC agent of record service expense based on an annual
fee paid directly by MWMC, plus other insurance related services. The requested action
is for the property insurance coverage. Staff will return to the Commission in late 2017
regarding general (casualty) liability insurance coverage for the 2018 calendar year.
Staff is recommending property insurance coverage with Starr Technical / Ace America
All Risk with a two-year rate lock agreement, at a premium cost of $213,435 for the
fiscal year July 1, 2017 through June 30, 2018. The Starr Tech property policy includes
earthquake insurance coverage at $50 million. Staff is further recommending additional
DIC earthquake insurance coverage at $50 million to maintain a total of $100 million in earthquake coverage.
ACTION REQUESTED
After review and discussion, the Commission is requested by motion, to authorize and direct the General Manager to enter into agreements to secure property insurance
coverage for the period of July 1, 2017 through June 30, 2018.
M E M O R A N D U M
DATE: June 2, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Todd Miller, Environmental Management Analyst
SUBJECT: Poplar Harvest Management Services – Biocycle Farm MU2 Harvest
P80083
ACTION
REQUESTED:
Approve Resolutions 17-09 and 17-10 (goods and services
procurement)
_____________________________________________________________________
ISSUE
The MWMC solicited an Invitation to Bid (ITB) for Project P80083: Poplar Harvest
Management Services – Biocycle Farm MU2 Harvest on May 3, 2017. The ITB is for
goods and services and allowed for award of contracts to multiple bidders. Two bidders submitted bids on May 24, 2017. Pending final determination of the responsive and
responsible lowest priced bidder, staff will request approval of Resolutions 17-09 and
17-10 to authorize the contract for the Biocycle Farm MU2 Harvest.
BACKGROUND
MWMC Project P80083: Poplar Harvest Management Services budgets for ongoing
harvest and replanting efforts through the entire first rotation of the MWMC’s Biocycle
Farm hybrid poplar plantation’s three management units (MUs). The project develops
understanding of the economics of poplar harvest and re-planting issues and explores
new opportunities for poplar markets and uses.
The MWMC previously contracted for the initial harvest and replanting of MU1 in 2013
and 2016, respectively. The MWMC now requires the complete harvest of MU2 and the
partial harvest of MU3 due to tree damage incurred during the December 2016 ice
storm. Staff initially scheduled MU2 harvest for 2018 but re-scheduled harvest one year earlier due to the extensive tree fall in the unit. MU3 is scheduled for harvest in 2020 but
some storm-impacted trees need to be removed in 2017. The MU3 partial harvest is
included in the MU2 harvest event.
DISCUSSION
Attachment 1 presents the ITB (without its exhibits, attachments, and appendices) and
the related Addendum No. 1 to the ITB. The ITB for the Biocycle Farm MU2 Harvest
was prepared to accomplish the following goals:
Memo: Poplar Harvest Management Services – Biocycle Farm MU2 Harvest
June 2, 2017 Page 2 of 3
Harvest of storm-damaged trees in timely manner in 2017, including complete
harvest of MU2
Provide cost effectiveness to the MWMC
Provide flexibility to allow the MWMC to continue to develop market relationships
for its poplar product
The ITB presented four separate bid items representing different scopes of work that
could be performed by a single or multiple contractors. Bid Items could be bid
individually, “all in”, or in any combination deemed cost effective by the bidder. The four
bid items are:
Bid Item 1: MU2 complete harvest and processing
Bid Item 2: MU3 partial harvest and processing
Bid Item 3: Poplar material marketing
Bid Item 4: Stump treatment (Option A: herbicide treatment, Option B: grinding)
Attachment 2 presents the Bid Sheet (Part 2 of the ITB’s Bid Submittal Form) used for preparing each bid option submitted by bidders. Bids were based on total extended cost
based on number of units estimated by the MWMC for the purpose of the ITB at the unit
price offered by the bidder. The Bid Sheets presents the MWMC with unit price
commitment regardless of the quantity of marketable poplar material produced. Bid
Items 1 and 2 solicited costs to harvest trees and process into saw logs (at the MWMC’s direction) and merchantable chip and hog fuel material. Bid Item 3 solicited total net
market revenue of the poplar materials produced under Bid Items 1 and 2 except for
any saw logs produced for the MWMC to be sold under separate log purchase
contract(s). Bid Item 4 solicited costs for two stump treatment methods (either herbicide
treatment or grinding) to be selected at the MWMC’s discretion.
A voluntary pre-bid meeting and site tour was held on May 10, 2017. Lane Forest
Products was the sole bidder to attend. Based on questions posed at the pre-bid
meeting, clarifications to the ITB were issued via Addendum No. 1 on May 19, 2017.
Bids were due May 24, 2017 at 2:00 pm and a public bid opening was held on May 24, 2017 at 3:00 pm. The following two businesses submitted bids:
Lane Forest Products (8 bid options submitted)
GTFF Millcorp (2 bid options submitted)
Attachment 3 presents the ten bid options as received from the two bidders. The lowest
bid options from each of the two bidders are labeled as LFP A (Lane Forest Products)
and GTFF 1 (GTFF Millcorp). Of those, GTFF 1 presents the lowest cost bid to the
MWMC. Bid Item 4 (Stump Treatment) is optional and independent of Bid Items 1, 2, and 3. LFP’s Bid Item 4, Option 2 presents the most cost-effective option for stump
treatment.
RECOMMENDATION
The Bid evaluation team recommends contracting with GTFF Millcorp for Bid Items 1, 2, and 3 at their bid unit prices presented in their Bid Sheet #1 (GTFF 1) for a total contract
of $237,600, and contracting with Lane Forest Products for Bid Item 4 at their unit price
Memo: Poplar Harvest Management Services – Biocycle Farm MU2 Harvest
June 2, 2017 Page 3 of 3
for Option 2 (stump herbicide treatment) for a total contract of $79,200. The total
multiple contract cost of the Biocycle Farm MU2 Harvest project is $316,800.
Staff issued a notice of Intent to Award Contract to the bidders on May 31, 2017. The seven day protest period after notice closes on June 7, 2017.
ACTION REQUESTED
Approve Resolution 17-09 for award of contract to GTFF Millcorp and Resolution 17-10
for award of contract to Lane Forest Products. These resolutions are presented in Attachment 4.
ATTACHMENTS
1. Invitation to Bid (ITB) – Biocycle Farm MU2 Harvest
2. Bid Sheet Form 3. Summary of Bid options received in response to the Biocycle Farm MU2 Harvest
ITB
4. Resolutions 17-09 and 17-10
www.mwmcpartners.org
INVITATION TO BID
for
POPLAR HARVEST MANAGEMENT SERVICES
May 3, 2017
Project Name & Number:
Biocycle Farm MU2 Harvest
Procurement Type: Goods & Services
Project Location:
MWMC Biosolids Management Facility and Biocycle Farm
29686 Awbrey Lane, Eugene, Oregon 97402
MWMC Project Manager / Contact:
Mr. Todd Miller
Environmental Management Analyst
City of Springfield – Development & Public Works Department
Environmental Services Division
225 Fifth Street, Springfield, OR 97477
tmiller@springfield-or.gov
(541) 736-7137
Bids Due:
May 24, 2017 12:00 pm
Website Information:
http://www.mwmcpartners.org/Bids.html
ATTACHMENT 1
Page 1 of 28
Procurement Information Summary Sheet
This page of information is provided reference convenience only. Refer to the full ITB for complete details.
DESIGNATED BID RECIPIENT / PROCUREMENT
CONTACT
MWMC Project Manager
Todd Miller – Environmental Management Analyst
Environmental Services Division
City of Springfield – Development & Public Works
Department
225 Fifth Street, Springfield, OR 97477
E-mail: tmiller@springfield-or.gov
Tel: (541) 736-7137
VOLUNTARY PRE-BID MEETING AND PLANTATION
TOUR
May 10, 2017, 9:00 am – 12:00 noon
MWMC Biocycle Farm
Eugene-Springfield Biosolids Management Facility
29686 Awbrey Lane
Eugene, Oregon 97402
Google Map Link: http://goo.gl/maps/yBILo
PROJECT LOCATION
MWMC Biocycle Farm
Eugene-Springfield Biosolids Management Facility
29686 Awbrey Lane
Eugene, Oregon 97402
MWMC Administration
City of Springfield
Development & Public Works Department
225 Fifth Street, Springfield, OR 97477
Tel: (541) 726-3694
SOLICITATION SCHEDULE
SELECTION SCHEDULE MILESTONES DATE
ITB Open (first date of advertisement). May 3, 2017
Pre-Bid informational meeting May 10, 2017
Deadline to submit Bids May 24, 2017
12:00 noon
Bid opening May 24, 2017 at 3:30 pm
Evaluation period May 25 – May 26, 2017
Top rated Bid identified and Notice of Intent to Award Contract May 26, 2017
Protest period (10 days) May 26 – June 8, 2017
TENTATIVE POST-BID EVALUATION AND CONTRACTING SCHEDULE
MWMC authorization to award contract June 9, 2017
Contract negotiations, including meetings to confirm scope of work June 12- June 16, 2017
Finalize and execute contract June 19 – June 23, 2017
Notice to proceed with contract services June 23, 2017
ONLINE INFORMATION
Bid Documents
http://www.mwmcpartners.org
/invitation_bid.html
Biocycle Farm Information
http://www.mwmcpartners.org
/biocyclefarm.html
ATTACHMENT 1
Page 2 of 28
Request for Bids
POPLAR HARVEST MANAGEMENT SERVICES
Biocycle Farm MU2 Harvest
Table of Contents
I. GENERAL INFORMATION ............................................................................................................................... 1
A. OVERVIEW ........................................................................................................................................................ 1
The Metropolitan Wastewater Management Commission (MWMC) ................................................................. 1
Project and Administrative Locations .................................................................................................................. 1
Scope of Services Requested ................................................................................................................................ 1
B. BID PROCESS ..................................................................................................................................................... 2
Pre-Offer Meeting and Site Tour ......................................................................................................................... 2
Bid Submittal ....................................................................................................................................................... 3
Bid Opening ......................................................................................................................................................... 3
Bid Ownership and Public Record ........................................................................................................................ 3
Recourse for Exceptions to ITB ............................................................................................................................ 3
C. NOTICES AND ADDENDA .................................................................................................................................. 4
Viewing the ITB .................................................................................................................................................... 4
Terms of the ITB .................................................................................................................................................. 4
Addenda Issuance and Notification ..................................................................................................................... 5
Request for Clarifications .................................................................................................................................... 5
II. AGENCY NEED FOR SERVICES REQUESTED ...................................................................................................... 6
A. SCOPE OF WORK ............................................................................................................................................... 6
B. ANTICIPATED DUTIES OF THE CONTRACTOR .................................................................................................... 8
C. PERFORMANCE EXPECTATIONS ........................................................................................................................ 9
Poplar Harvesting and Removal Objectives ......................................................................................................... 9
Poplar Sales Objectives ........................................................................................................................................ 9
D. INVOICING REQUIREMENTS ............................................................................................................................. 9
III. CONTRACTOR QUALIFICATIONS AND REQUIREMENTS ................................................................................. 10
A. EXPERIENCE AND PAST PERFORMANCE ......................................................................................................... 10
B. FINANCIAL CAPACITY ...................................................................................................................................... 10
C. INSURANCE COVERAGE .................................................................................................................................. 10
IV. BID SUBMITTAL, EVALUATION, AND SELECTION PROCESS ............................................................................ 12
A. SUBMITTAL PROCESS ..................................................................................................................................... 12
B. BID SUBMITTAL FORM .................................................................................................................................... 12
Part 1: Cover Sheet ............................................................................................................................................ 12
Part 2: Bid Sheet ................................................................................................................................................ 12
Part 3: Statement of Qualifications ................................................................................................................... 13
Part 4: Financial Integrity .................................................................................................................................. 13
Part 5: Legal Compliance ................................................................................................................................... 13
C. BID EVALUATION ............................................................................................................................................ 14
D. AWARD OF CONTRACT ................................................................................................................................... 14
Notice of Intent to Award Contract ................................................................................................................... 14
Duration of Contract .......................................................................................................................................... 14
ATTACHMENT 1
Page 3 of 28
V. BACKGROUND INFORMATION ..................................................................................................................... 15
A. THE EUGENE-SPRINGFIELD REGIONAL WASTEWATER PROGRAM ................................................................. 15
Regional Wastewater Program Partnership ...................................................................................................... 15
City of Eugene Facilities Operation .................................................................................................................... 15
City of Springfield Administration ...................................................................................................................... 15
B. ABOUT THE BIOCYCLE FARM POPLAR PLANTATION ....................................................................................... 16
Geographic Location .......................................................................................................................................... 16
Past Harvest Yields ............................................................................................................................................ 17
EXHIBIT A LEGAL REQUIREMENTS AND TERMS OF PROCUREMENT
EXHIBIT B INSURANCE REQUIREMENTS
EXHIBIT C TECHNICAL SPECIFICATIONS
EXHIBIT D SAMPLE CONTRACT
APPENDIX I PLANTING LAYOUT AND MANAGEMENT UNIT MAPS
ATTACHMENT 1 BIOCYCLE FARM SITE ACCESS, INDEMNITY, AND RELEASE AGREEMENT
ATTACHMENT 2 BID SUBMITTAL FORM
ATTACHMENT 1
Page 4 of 28
List of Acronyms
BDT Bone Dry Tons
DEQ Department of Environmental Quality
EFU Exclusive Farm Use
FOB Freight On Board
MU Management Unit (e.g. MU1, MU2, MU3)
MWMC Metropolitan Wastewater Management Commission
NPDES National Pollutant Discharge Elimination System
OAR Oregon Administrative Rule
ORS Oregon Revised Statute
ITB Invitation to Bid
UGB Urban Growth Boundary
ATTACHMENT 1
Page 5 of 28
1 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
INVITATION TO BID
POPLAR HARVEST MANAGEMENT SERVICES
Biocycle Farm MU2 Harvest
I. GENERAL INFORMATION
This section provides details about this Invitation to Bid (ITB), the requesting agency, the purpose
of the solicitation, and the Bid submittal process.
A. OVERVIEW1
This document along with all attachments and exhibits constitutes an invitation for sealed
competitive Bids for Goods and Services under MWMC Rules 137-047-0000 through 0810 as
adopted by the MWMC and in accordance with the requirements and provisions herein. A listing of
legal requirements and terms of the procurement is presented as Exhibit A.
The Metropolitan Wastewater Management Commission (MWMC)
The Metropolitan Wastewater Management Commission (MWMC) is an intergovernmental entity
formed by the City of Eugene, the City of Springfield, and Lane County, Oregon (the Regional
Partners). The MWMC is the governing body that directs the Regional Wastewater Program. The
Regional Wastewater Program comprises the administration, operation, and management of the
regional Eugene-Springfield wastewater system. The regional system includes the Water Pollution
Control Facility (WPCF) and associated satellite facilities to provide wastewater management
services, including the Biocycle Farm poplar plantation and the Beneficial Reuse Site (a seasonal
water storage and agricultural irrigation use facility).
Project and Administrative Locations
MWMC Biocycle Farm
Eugene-Springfield Biosolids Management Facility
29686 Awbrey Lane
Eugene, Oregon 97402
Link to Address via Google Maps
MWMC Administration
City of Springfield
Development & Public Works Department
225 Fifth Street, Springfield, OR 97477
Tel: (541) 726-3694
Scope of Services Requested
The MWMC requires contract services to harvest farmed poplar from two Management Units (MUs)
at its Biocycle Farm facility. Harvest includes standing and storm-damaged trees. Four distinct
scopes of work are identified covering harvests, marketing, and stump treatment. The MWMC elects
to award one or multiple contracts based on the lowest responsive and responsible Bids for each
scope of work, if it in the MWMC’s best interest to do so.
1 The information in this section is presented per requirements of MWMC Rule 137-047-0255.
ATTACHMENT 1
Page 6 of 28
2 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
The four scopes are identified as follows:
Bid Item 1: MU2 Harvest. Full harvest of 117 acres of standing and damaged plantation poplar trees,
including mobilization/demobilization, all tree felling, processing, and stockpiling, debris removal
and mulching, and ground restoration. Processing includes optimum chip production and grinding of
residual material into hog fuel; at the direction of the MWMC, processing may also require
identifying and cutting sawlogs to specification for cold decking.
Bid Item 2: MU3 Harvest. Partial harvest of approximately 15 acres of 118 acre plantation poplar
unit comprising mostly damaged trees. Includes mobilization/demobilization, all tree removal,
processing, and stockpiling, debris removal and mulching, and ground restoration. Processing
includes optimum chip production and grinding of residual material into hog fuel; at the direction of
the MWMC, processing may also require identifying and cutting sawlogs to specification for cold
decking.
Bid Item 3: Poplar Marketing. Marketing of harvested and processed chips and hog fuel, including
all on-site loading, trucking/sales documentation, freight, and revenue accounting. At direction of
the MWMC, may include oversight of FOB sales of cold-decked sawlogs or optional sales identified
by the Contractor.
Bid Item 4: Stump Management. Treatment of stumps by herbicide application or grinding/removal
across 132 acres of harvested area at approximately 222 stumps per acre. Includes final site grading
and cleanup as impacted by stump management.
See Section II for detailed scopes of work, specifications, and contractor duties.
B. BID PROCESS2
Bidders must review the bid information and complete the bid process as defined in the ITB. See
Section IV for instructions on bidding.
Pre-Offer Meeting and Site Tour
The MWMC encourages all Bidders to attend the voluntary pre-Bid meeting and site tour hosted by
MWMC project representatives. Important details may be gained and Bidders will have the
opportunity to directly assess site conditions.
Time: 9:00 a.m. – 12:00 noon
Date: Wednesday, May 10, 2017
Location: MWMC Biosolids Management Facility, central office
29686 Awbrey Lane
Eugene, Oregon 97402
2 The information in this section is presented per requirements of MWMC Rule 137-047-0255.
ATTACHMENT 1
Page 7 of 28
3 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
The MWMC project representatives will make every effort to answer questions and, if warranted, to
clarify the ITB through issued addenda. Statements made by the MWMC’s representatives at the
meeting are not binding on the MWMC unless confirmed in writing via an addendum to the ITB.
IMPORTANT: In order to participate in the on-site plantation tour, Bidders need to have a signed
Biocycle Farm Site Access, Indemnity, and Release Agreement (Attachment 1) and a certificate of
general liability insurance coverage on record with the MWMC. Bidders planning on attending the
site tour should submit the documents in advance of the tour, or ensure that they bring the
sufficient documentation with them to the pre-Bid meeting.
Bid Submittal
Bids shall be returned using the provided Bid Form in a sealed envelope per instructions in Section
IV no later than 12:00 pm, Wednesday, May 24, to MWMC/DPW Springfield City Hall.
Late Bids Not Considered. The Project Manager will verify Bids are received by 12:00 p.m. on the
due date. Any Bids received after the deadline may not be considered. Bidders should submit Bids
early to ensure timely receipt.
Bid Opening
Bids will be publicly opened at 3:30 pm on May 24, 2017 at Springfield City Hall, 225 Fifth Street,
Springfield, OR 97477 in the Library Meeting Room (a map of Springfield City Hall is located on the
City of Springfield website at www.springfield-or.gov3). Any change to the meeting room location or
time will be posted on the MWMC website at least 24 hours prior to the opening. Bidder names
become part of the public record available to disclosure upon opening.
Bid Ownership and Public Record
All materials submitted by the Bidder as part of its Bid shall be considered property of the MWMC,
and the MWMC shall not be required to return the materials to the Bidder unless otherwise noted in
this ITB. The material submitted by Bidders will be treated in the same manner as the MWMC’s own
records.
Upon announcement of intent to award contract,4 all Bids become part of the public record unless
exempt under Oregon Public Records law. Bidders wishing to exempt appropriate portions of their
Bids from disclosure as public records shall identify the portions requested for exemption from
disclosure in the Bid cover sheet(as described in Section V) as well as take all other steps required by
law. Bidders are encouraged to discuss their disclosure concerns with the MWMC Project Manager
prior to the submission of their Bids. Refer to Exhibit A for related legal terms and conditions.
Recourse for Exceptions to ITB
If for any reason, a Bidder should find fault with the structure of this ITB or with the evaluation
process, concerns may be submitted in writing (in hardcopy or electronic means) to the MWMC
Project Manager. Further information on procurement rules and ITB protest is located in Exhibit A.
3 The direct link to the map file is http://springfield-or.gov/CMO/KIOSKsmall112006.pdf 4 Section VI describes the announcement of intent to award contract procedure.
ATTACHMENT 1
Page 8 of 28
4 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
C. NOTICES AND ADDENDA
Viewing the ITB
The full ITB, including all documents and supporting materials referenced in the ITB, will be available
for online or in-print viewing beginning at the locations below:
To View Online:
¥ http://www.mwmcpartners.org/invitation_bid.html
¥ Or, navigate to MWMC website home page,
following links to Capital Improvements
Program>Invitation to Bid.
To View in Print:
Customer services counter, Room 101
Environmental Services Division
Springfield City Hall, Northwest Wing
225 Fifth Street, Springfield, Oregon 97477
Terms of the ITB
Responsive Bids must include the following elements. All required information shall be entered in
the appropriate sections of the Bid Submittal Form.
¥ Oregon Resident Bidder Status: Each Bidder must identify whether the Bidder is a "resident
Bidder” as follows: “Resident Bidder” means a Bidder that has paid unemployment taxes or
income taxes in this state during the 12 calendar months immediately preceding submission
of the bid, and has a business address in this state. Indicate Resident Bidder status via check
box on Bid Submittal Form; provide additional information if necessary describing
relationship to business in Oregon.
¥ Certification of Non-Discrimination: Bidder's certification of nondiscrimination in obtaining
required subcontractors in accordance with ORS 279A.110(4). Bidder shall certify in the Bid
that the Bidder has not discriminated and will not discriminate against a disadvantaged
business enterprise, a minority-owned business, a woman-owned business, a business that a
service-disabled veteran owns or an emerging small business in awarding a subcontract.
¥ Affirmation of capability documenting minimum insurance coverage requirements per
Exhibit B
¥ Financial capacity demonstration
¥ Bid Sheet (Bidder’s table of costs)
¥ Statement of Qualifications
¥ List of references
¥ Performance Bond capacity affirmation
The MWMC reserves the right to:
¥ Change the schedule of the Bid and selection process.
¥ Delay, suspend, or cancel the procurement or reject any or all Bids.5
5 When in the MWMC’s best interest, in accordance with ORS 279B.100
ATTACHMENT 1
Page 9 of 28
5 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
¥ Seek clarification of each Bidder’s Bid if necessary during the evaluation process.
¥ Award different items or groups of items of the final contract, if so itemized in this ITB, to
different Bidders.6
Addenda Issuance and Notification
Any changes or additions to the ITB content developed after release of the ITB will be described in
addenda. Such changes and/or additions include any change of dates in the ITB Schedule. In the
event that it is necessary to amend, revise, or supplement any part of the ITB, an addendum will be
issued and posted online via the MWMC website (see “Viewing the ITB” above). Any addenda so
issued shall be considered part of the specifications of the ITB.
The MWMC is not responsible for any explanation, clarification, interpretation, or approval made or
given in any manner except by written addenda issued by the MWMC. In case of any doubt or
differences of opinion as to the services to be furnished hereunder, or the interpretation of the
provisions of the ITB, the decision of the MWMC shall be final and binding upon all parties.
The MWMC will not issue addenda less than 72 hours (3 calendar days) prior to 8:00 a.m. on the Bid
closing date. Should the Bid closing date be extended by addendum, the extended Bid closing date
will supersede the prior closing date in determining the 72-hour addendum window. Bidders should
check the MWMC website frequently until the closing date (i.e. at least weekly leading up to the
week of closing and daily during the week of closing).
Request for Clarifications
Specific questions or clarifications shall be directed to the MWMC Project Manager. Bidders are
encouraged to contact the MWMC Project Manager prior to submitting their Bid to discuss general
information regarding this ITB, the project in more detail, the work that has been done to date, and
the project objectives and scope.
MWMC Project Manager
Todd Miller – Environmental Management Analyst
Environmental Services Division
City of Springfield – Development & Public Works Department
225 Fifth Street, Springfield, OR 97477
E-mail: tmiller@springfield-or.gov
Tel: (541) 736-7137
Statements made by the MWMC Project Manager are not binding on the MWMC unless confirmed
in writing via an addendum. Addenda will be issued for significant clarifications that arise during the
pre-Bid meeting or during the response period up to the final date of addenda issuance.
6In accordance with ORS 279B.055(1) and MWMC Rule 137-047-0600(4)(a) and (c)).
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6 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
II. AGENCY NEED FOR SERVICES REQUESTED
This section provides details about the services required, the scope of work to be performed, and
the performance expectations of the service provider (Bidder).
The MWMC requires logging services on its Biocycle Farm plantation-grown poplar tree facility. The
MWMC needs to entirely harvest its MU2 block of trees and partially harvest its MU3 block of trees. .
Both units received damage from winter storm events leaving sections of trees severely damaged. MU2
comprises 117 acres of 10-year old trees that were scheduled to be harvested in 2018; however, due to
the extensive damage to this unit, the entire harvest has been rescheduled for 2017. MU3 comprises
118 acres of 8-year old trees that were less extensively damaged. The damaged sections of MU3 shall
also be harvested in 2017.
A. SCOPE OF WORK
The scope of work for the four key services needed (Bid Items 1 through 4) is outlined below..
Contractors shall use recyclable products to the maximum extent economically feasible in the
performance of the contract work set forth in this document.7
Bid Item 1 – MU2 Full Harvest
Harvest Management Unit 2 (MU2) plantation farmed poplar trees (approximately 117 acres of 10-
year old trees)
o Includes approximately 30 acres (actual extent is to be determined by Bidder in
assessing harvest conditions) of storm-damaged trees in uprooted, snapped, and
widowmaker conditions.
o The remaining acreage may include partially damaged trees throughout the unit of
mostly standing trees.
Buck and cold deck sawlogs
o At direction of MWMC part or all of MU2 harvest will be prioritized for sawlogs/peeler
logs for FOB sales on site.
o Identify and select logs that meet specifications for peelers (see Attachment NN),
typically butt logs and low-taper logs, and buck to specifications.
o Cold deck spec logs for FOB sales to be arranged by the MWMC.
o Process remaining tree material for chips and hog fuel
Process poplar materials for chips and hog fuel
o Recover and process as much saleable wood chip and hog fuel to maximum extent
feasible and sell to offset harvest costs
o Grind non-saleable material for onsite mulch and distribute evenly throughout harvest
area.
7 In following with the requirement for state agencies per ORS 279B.055(2)(f).
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7 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
Groom site for pre-planting conditions
o Cut all stumps flush to ground
o Remove all wood debris
o Grind and spread any remaining poplar residuals on site
o Restore any stump holes, ruts, or damaged areas to level soil condition
Bid Item 2 – MU3 Partial Harvest
Harvest storm-damaged sections of trees from MU3
o Select harvest of MU3 8-year old trees to remove damaged trees isolated to
approximately 10% of the 116 acre harvest area (i.e. approximately 12 acres total,
depending on additional trees necessary to harvest to remove the damaged sections).
o Process and finish site per MU2 harvest scope of work above.
Bid Item 3 – Poplar Materials Marketing
o Arrange sales of chips and hog fuel to appropriate markets
o Oversee transfer of sawlogs to MWMC-arranged buyer(s)
o Coordinate spreading of unsalable mulch material onsite (may be performed by other
contractors or site personnel as appropriate)
o Document all quantities of materials produced, stockpiled, sold, or spread on site. The
MWMC’s certified truck scales located at the main gate to the Biosolids Mangement
Facility and Biocycle Farm are available for Contractor use.
Bid Item 4 – Stump Treatment
Alternative 4A: Treat stumps with herbicide
o Apply appropriate and approved herbicide to cambium ring of stumps to prevent
regrowth.
Alternative 4B: Grind stumps in place
o Grind stumps to a minimum 18-inch diameter and 18-inch below grade. Larger stumps
may require grinding to 50% larger diameter than the root flare diameter.
o Remove all wood debris
o Grind and spread any remaining poplar residuals on site
o Restore any stump holes, ruts, or damaged areas to level soil condition
For all scopes of work, activities must be managed and coordinated with the MWMC’s ongoing biosolids
and recycled water application needs. The MWMC will strive to manage its operations to be in as little
conflict as reasonably possible with poplar harvest operations.
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8 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
B. ANTICIPATED DUTIES OF THE CONTRACTOR
The anticipated duties in fulfilling the requested services and scopes of work are summarized in
Table 1 below.
Table 1. Anticipated Contractor Duties
Principal Duty Associated Tasks Deliverable/Milestone
Document Harvest
Plan
¥ Outline a written plan for acceptance by the
Project Manager
¥ Include details about mobilization, access, staging,
harvest technique, tree processing and marketing,
freight load tracking, and site cleanup and
restoration.
¥ Detail operations plan, project leader contact
information, and site sanitation, health, and safety.
¥ Follow the MWMC’s Environmental Management
System (EMS) training materials and policies.
ü Harvest Plan
Harvest Poplar
¥ Complete harvest of entire MU2 not later than
September 30, 2017
¥ Complete tree clean up in damaged sections of
MU3 not later than September 30, 2017
¥ Process harvested poplar, to maximum extent
achievable, into chip and hog fuel product Harvest Report
Process Poplar
Biomass
¥ As directed, buck tree logs to spec and cold deck
for sawlog sales
¥ Manage stockpiling of chip and hog fuel stock for
market sales
Market Poplar
Materials
¥ Market chip and hog fuel quantities to buyers
¥ Coordinate stockpiled materials for trucking to
buyers
¥ Oversee, at the MWMC’s direction, sales of cold-
decked logs to sawlog buyers
¥ Prepare summary sales report (Market Report)
documenting measured yield of harvest, sales
inventory records, freight costs, and overall market
performance.
ü Market Report
Restore Harvest Area
for Planting
¥ Site cleanup and restoration per contract
specifications (removal of wood debris, grinding
and spreading of mulch material, filling and leveling
of any holes, divots, or ruts left from equipment or
operations).
ü Site inspection with
MWMC Project
Manager
Stump Treatment ¥ Per contract agreement, treat stumps by specified
herbicide or grinding method.
ü Site inspection with
MWMC Project
Manager
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9 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
C. PERFORMANCE EXPECTATIONS
The Contractor shall meet or exceed the highest standards prevalent in the industry or business
most closely involved in providing the requested services.8 The Contractor shall strive for sustainable
business practices in its operations, project approach, and/or market use of materials produced
while providing the required services for the MWMC. The Contractor shall meet the following
performance objectives:
Poplar Harvesting and Removal Objectives
¥ Ensure complete and timely harvesting of trees within the allocated timeframe of July 1,
2017 through October 31, 2017
¥ Remove all wood, slash, and materials from the site to ensure clear ground for site
personnel or other contractors to maintain ongoing operations and replanting activities.
¥ Ensure site is left in a planting-ready condition (ruts/holes repaired, no large woody material
left on site that would interfere with normal equipment operations).
¥ Coordinate all harvesting activities with the MWMC Project Manager to ensure site
operational needs are met and safety plans are followed.
Poplar Sales Objectives
¥ Secure fair market price for products given poplar quantity and quality available.
¥ Utilize the highest percentage of poplar biomass as economically feasible.
¥ Manage chip and hog fuel inventory to optimize costs and shipping efficiency by considering
benefits of drying time to reduce moisture content to optimize volume shipped and reduce
truck miles and fuel use.
¥ Ensure all logs from designated harvest area(s), as directed by the MWMC Project Manager,
meet specifications for sawlog purposes and are appropriately cold decked for FOB origin
sales.
D. INVOICING REQUIREMENTS
Contractor shall submit monthly cost documentation to the MWMC Project Manager in the form of
an invoice reflecting the agreed-upon per acre cost for the service provided, the number of acres
reflected in the invoice period, a brief description of the services provided including current site
conditions, material stockpiles, etc. For market services, provide an accounting of total mass of
material handled and sold, including gate price received for material and freight trip ticket details.
Appropriate documentation to support each invoice must accompany the invoice, including:
¥ Brief summary of work accomplished for the invoice period.
¥ Demonstration that the invoice to date reflects percent job complete (depending on
complete or partial harvest events).
¥ An overall summary for the project to date including measure(s) of work completed.
8 This standard expectation is a requirement under ORS 279B.060(2)(a).
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10 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
III. CONTRACTOR QUALIFICATIONS AND REQUIREMENTS
This section describes the qualifications required of the Bidder, including business experience,
professional resources, financial capacity, insurance coverage, and special considerations.
Bidder must be able to agree to and comply with all standard contractual requirements as presented in
the sample contract in Exhibit D. Additionally, Contractor must meet the following minimum
qualifications.
A. EXPERIENCE AND PAST PERFORMANCE
Bidders must demonstrate qualifications of key personnel, team members and sub-contractors, and
relevant experience each has had with the harvest, processing, and marketing of poplar or similar
plantations. Qualifying Bidders must demonstrate the following capabilities:
¥ Qualifications and relevant experience with the type of work required.
¥ List experience with at least three similar or closely related projects within the past five
years.
¥ Provide contact information for three or more references who can attest to the
qualifications and past performance of the Bidder.
B. FINANCIAL CAPACITY
Only Qualified contractors having the financial strength, bonding capability, operational experience,
and ability to financially undertake the project will be considered. Qualified Bidders shall be able to
comply with the following financial requirements:
¥ Demonstrate financial integrity through three years of similar work or services.
¥ Have the financial capacity to carry performance and payment bonds to guarantee the
delivery of services requested.
C. INSURANCE COVERAGE
Bidders are strongly encouraged to review the insurance requirements specified in Exhibit B with
their insurer to determine their ability to obtain the required insurance prior to submitting a Bid.
These insurance requirements may generate additional premiums which must be anticipated in the
Bid prices. If a Bidder is not able to procure the required insurance, the Bidder shall note any and
all exceptions in the Bid Submittal Form and any other relevant sections with related appropriate
details.
All insurance required shall be obtained through a company or companies having a policyholders’
best’s rating of at least A-VIII. Such company or companies shall be duly authorized to transact
business in the State of Oregon and shall be acceptable to the MWMC. All insurance carried by the
Contractor shall be primary to any insurance or self-insurance of the MWMC.
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11 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
The Bidder awarded the contract (Contractor) shall not commence work until it has provided the
MWMC with the required insurance certificates in a manner acceptable to the MWMC. The
Contractor’s failure to maintain any of the required insurance shall be sufficient cause for
termination or suspension of the contract.
The Contractor shall ensure that all of its subcontractors of any tier provide insurance coverage and
limits identical to the insurance required of the Contractor under the contract, unless lesser
coverage is proposed, reasonable, and acceptable to the MWMC.
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12 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
IV. BID SUBMITTAL, EVALUATION, AND SELECTION PROCESS
This section describes the procedure for Bid submittal, the criteria by which Bids will be evaluated,
and the selection of the lowest responsible Bidder.
A. SUBMITTAL PROCESS
Bidders shall follow the requirements and procedures below in preparing their final Bid document
and ensuring proper submittal and receipt.
¥ Submit no later than 12:00 p.m. on the Bid closing date.
¥ Submit Bid Submittal Form and all required additional forms.
Bidders who are unable or unwilling to meet one or more the requirements of this ITB, including
required insurance, should include as part of their response, written exceptions to those
requirements, as well as any exceptions to the ITB or conditions of the contract taken by the Bidder.
B. BID SUBMITTAL FORM
All Bids must include the following six elements of the Bid Submittal Form as identified in Table 2
and described in specific detail below.
Table 2. Bid Submittal Form Elements
Bid Form Bid Element
Part 1 Cover Sheet
Part 2 Bid Sheet
Part 3 Statement of Qualifications
Part 4 Financial Integrity
Part 5 Legal Compliance
Part 1: Cover Sheet
The cover letter must include business name, mailing address, e-mail address, website address, and
telephone number of the primary contact for the project and to whom all related correspondence
from the MWMC would be sent.
The cover sheet includes a statement of resident Bidder which must be checked. If the Bidder is not
a resident Bidder, the Bidder may provide additional detail on their business relation to Oregon.
A principal member of the Bidder’s firm authorized to bind the firm must sign the Bid. Included with
the signature should be the principal’s printed name, title, address, email and telephone number.
Part 2: Bid Sheet
The Bid Sheet included in the Bid Submittal Form is available as a Microsoft Excel-based worksheet
form that allows entry only in the price-per-unit cost boxes. Total costs will be automatically
calculated based on the MWMC’s assumed total units for the project. Bidders may print and hand
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13 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
enter or type their unit cost bids if electronic completion is not feasible. Bidders may elect to
calculate total extended costs (should automatic calculation in Excel not be feasible) but doing so is
NOT required.
The Bids will be evaluated for lowest apparent unit cost based on each of the four Bid Items. The
MWMC may opt to enter into one or multiple contracts for services as bid on the Bidder’s Bid Sheet.
The MWMC will take the following factors into consideration when making its decision to award one
or multiple contracts:
¥ Total extended costs of multiple Bid Items; and
¥ Likelihood of economies of scale by awarding one or more of the contracts to the same
Bidder.
Part 3: Statement of Qualifications
Provide the information requested on the Bid Submittal Form, including:
¥ Background. Describe briefly the Bidder’s capability/experience to provide the requested
services. Indicate how many years the company has been in business (as relevant to each of
the Bid Item scopes of work).
¥ Relevant Experience. List at least 3 similar projects recently completed (within the past 5
years). List at least two projects directly relevant to each of the Bid Items elements (Harvest,
Marketing, Stump Treatment).
¥ Project Readiness. List the names of key personnel who would act in supervisory and
professional capacities on the project. Specifically identify the proposed main contact for
the MWMC for the duration of the project.
o Include a list of proposed subcontractors, if any, who will perform more than 5% of the
work and anticipated work to be provided by the subcontractor(s).
¥ References. List a minimum of three references with current contact information who can
attest to Bidder’s performance on similar projects within the past 5 years.
Part 4: Financial Integrity
¥ Document Bidder’s financial integrity based on similar work accomplished over the past
three years of a magnitude similar to requested services.
¥ Identify and list any claims, lawsuits, or judgments against or pending with the proposing
organization(s). In the event the MWMC desires additional information regarding the
documentation of such claims, lawsuits, or judgments, the MWMC shall ask for such
information and Bidder shall promptly provide it.
¥ Indicate capability to hold both payment and performance bonds; surety must be
demonstrated prior to contract execution.
¥ Affirm that Bidder can and will sustain the levels of insurance coverage required per Exhibit
B.
Part 5: Legal Compliance
¥ The Bidder shall certify in the Bidder’s Bid, that the Bidder has not discriminated and will not
discriminate against any minority, women or emerging small business enterprise or against a
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14 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
business enterprise that is owned or controlled by or that employs a disabled veteran in
obtaining a required subcontract.9
¥ Bidder shall not be listed on the Oregon Bureau of Labor and Industries (BOLI) list of persons
having violated prevailing wage rate laws. If Bidder is from a state other than Oregon then
Bidder shall not be listed on that state’s list of persons having violated prevailing wage laws.
Bidder shall not be in violation of any tax laws.10
C. BID EVALUATION
The MWMC shall provide written determination of the Bid that is the most advantageous to the
MWMC based on the evaluation process, factors described in this ITB, and any negotiation with
Bidders as authorized in this ITB and/or state law, if any. The MWMC intends to award the contract
to the Bidder that submits the best combination of:
¥ The lowest unit cost for the Bid Items; and
¥ The economies of scale achieved by awarding one or more of the contracts to the same
Bidder even if a different Bidder submits a lower unit cost for certain Bid Items.
A Bid Evaluation Committee chaired by the MWMC Project Manager and comprised of staff
members of the Regional Wastewater Program will evaluate Bids based on the factors set forth
above and in Exhibit D (Bid Submittal Form). Committee members will meet to discuss the unit
pricing and effect of economies of scale.
D. AWARD OF CONTRACT
Notice of Intent to Award Contract
The MWMC shall notify Bidders of the results of the Bid Evaluation Committee’s findings
immediately after the Bid Evaluation Committee has made its decision. Notification will occur via e-
mail to the contact address provided by the Bidder.
Duration of Contract
The resulting contract for service will be in effect through December 31, 2017. All site operations
shall be substantially completed by September 30, 2017 and fully completed by October 31, 2017.
9 Discrimination is defined as being in violation of subsection (1) of ORS 279A.110 10 In accordance with ORS 701.227 and ORS 305.385.
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15 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
V. BACKGROUND INFORMATION
This section provides information about the MWMC’s Regional Wastewater Program, the Biocycle
Farm poplar plantation, and the history of previous poplar harvests.
A. THE EUGENE-SPRINGFIELD REGIONAL WASTEWATER PROGRAM
Regional Wastewater Program Partnership
The MWMC was formed by Eugene, Springfield, and Lane County through an intergovernmental
agreement (IGA) in 1977 to provide wastewater collection and treatment services for the Eugene-
Springfield metropolitan area. The seven-member Commission is composed of members appointed
by the City Councils of Eugene (3 representatives), Springfield (2 representatives) and the Lane
County Board of Commissioners (2 representatives). Since its inception, the Commission, in
accordance with the IGA, has been responsible for oversight of the Regional Wastewater Program
including: construction, maintenance, and operation of the regional sewerage facilities; adoption of
financing plans; adoption of budgets, user fees and connection fees; adoption of minimum
standards for industrial pretreatment and local sewage collection systems; and recommendations
for the expansion of regional facilities to meet future community growth.
Staffing and services have been provided in various ways over the 36 years of the MWMC’s
existence. Since 1983, the Commission has contracted with the Cities of Springfield and Eugene for
all staffing and services necessary to maintain and support the Regional Wastewater Program. Lane
County’s partnership has involved participation on the Commission and support to the Lane County
Metropolitan Wastewater Service District, which managed the proceeds and repayment of general
obligation bonds issued to construct Regional Wastewater Program facilities.
More information about the MWMC, the seven-person commission body, Regional Wastewater
Program management, and wastewater facility operations is available at www.mwmcpartners.org.
City of Eugene Facilities Operation
The City of Eugene operates and maintains the regional wastewater facilities, which include the
treatment plant (WPCF), the Biosolids Management Facility, the Biocycle Farm, the Beneficial Reuse
Site, the regional pump stations, and the regional force mains and gravity sewers. In addition, major
equipment replacement, infrastructure rehabilitation programs, and laboratory services are also
managed by the City of Eugene.
City of Springfield Administration
Administration of the MWMC is provided by the City of Springfield. This includes legal and risk
management services, financial management and accounting, budget and rate development, capital
program administration, public policy development, intergovernmental coordination, and public
education. The City of Springfield also provides long-range capital planning, design, and construction
management.
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B. ABOUT THE BIOCYCLE FARM POPLAR PLANTATION
The MWMC operates the Biocycle Farm, an approximately 596-acre facility hosting approximately
396 acres of poplar trees. The plantation was established as a permanent land application site for
Class B biosolids, which are reclaimed from the wastewater treatment process. The plantation is
irrigated through application of biosolids and recycled water. Land application of biosolids and
recycled water is conducted under a National Pollutant Discharge Elimination (NPDES) Permit and a
Biosolids Management Plan and Recycled Water Use Plan approved by the Oregon Department of
Environmental Quality (DEQ).
The Biocycle Farm is an agricultural hybrid poplar operation with a maximum allowed rotation age
of 12 years.11 The farm is organized into three management units—MU1, MU2, and MU3—planted
in years 201612, 2007, and 2009, respectively. The MWMC has operated the plantation with wood
product generation in mind and has sought and collaborated on other emerging market
opportunities for poplar.
Geographic Location
The Biocycle Farm is located northwest of Eugene, Oregon, adjacent to the MWMC’s Biosolids
Management Facility operations at 29686 Awbrey Lane, Eugene, Oregon 97402.
Figure 1. Biocycle Farm Vicinity Location and Site Layout
Maps of the MU2 and MU3 planting layout are provided in Appendix 1.
11 The Biocycle Farm operates under agricultural rules associated with its designated land use as “farmed wetland,”
which limits growth of poplar crops to 12 years or less (ORS 308A.056(3)(j)). 12 MU1 initially was planted in 2004 and subsequently fully harvested over 2013-2015.
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17 POPLAR HARVEST MANAGEMENT SERVICES ITB - May 3, 2017
Land Use Classifications
The Biocycle Farm land is classified as farmed wetland and is zoned for exclusive farm use (EFU) with
the exception of the southwestern 200 acres of MU1 that lies with the urban growth boundary
(UGB). The area within the UGB is zoned for Heavy Industrial (I-3) use but is retained in farmland use
and has not been otherwise developed. As farmed wetland, only agricultural and wetland uses are
permissible on the EFU land.13 The Biocycle Farm is managed to retain seasonal wetland hydrology
while under agricultural use. Two wetland swales transect the site, one of which results in a 400-
foot-wide buffer dividing the MU1 and MU2 plantations. The other swale provides the northern
boundary to MU2 and MU3.
Class B Biosolids Management
The MWMC applies biosolids14 to the plantation during the summer months. Biosolids are applied in
liquid form via sprayers attached to hose reels. Recycled water is also applied via this system as
warranted to augment irrigation. Only authorized personnel may be permitted onsite and access
may be restricted during active biosolids application.
Site Accessibility
The Biocycle Farm is a controlled biosolids application site.15 The entire site is fenced and access is
controlled through the main entrance to the MWMC’s Biosolids Management Facility at 29686
Awbrey Lane. Additional access points can be considered as needed for poplar harvesting and
processing operations. Potential alternative access points include the south end of MU1 from
Awbrey Lane and the north end of MU2 from Meadowview Road.
Past Harvest Yields
The MWMC expects minimum harvest yields from MU2 to match or exceed yields from MU1 harvest
that occurred from 2013-2015. Largely, MU2 trees grew better than MU1 trees based on improved
practices in planting and maintenance. In general, the mass of chips per acre increases
proportionally to hog fuel with age.
Table 3. Average Per Acre Yield of MU1 Harvests 2013-2015
Harvest Year Chip Yield Hog Fuel Yield Other Biomass Total Recovered Biomass
2013* 26.1 BDT 19.1 BDT 5.4 BDT 50 BDT
2014 27.8 BDT 16.5 BDT 1.6 BDT 46 BDT
2015** 33.6 BDT 18.3 BDT --* BDT 52 BDT
* Yields from 2013 include extracted and grinded stump material.
** Other non-saleable biomass residuals in 2015 were spread onsite without weighing. Hog fuel yield in 2015
may have included onsite residuals left over from the 2014 harvest.
13 As farmed wetland, the Biocycle Farm is managed under agricultural rules, which limits the rotation age of
hybrid poplar grown as a crop to a maximum of 12 years. 14 The MWMC manages its biosolids as Class B under DEQ rules. The biosolids are treated to levels that could meet
Class A standards should the end use warrant the additional monitoring procedures required. 15 As a Class B biosolids application site and Class D recycled water application site, the Biocycle Farm is entirely
fenced at the required setback distances from operations to prevent untrained personnel from entering the site.
ATTACHMENT 1
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www.mwmcpartners.org
ADDENDUM NO. 1
to the
INVITATION TO BID
for
BIOCYCLE FARM MU2 HARVEST
May 17, 2017
Project Name & Number:
Poplar Harvest Management Services, P80083
Procurement Type: Goods & Services
Project Location:
MWMC Biosolids Management Facility and Biocycle Farm
29686 Awbrey Lane, Eugene, Oregon 97402
MWMC Project Manager / Contact:
Mr. Todd Miller
Environmental Management Analyst
City of Springfield – Development & Public Works Department
Environmental Services Division
225 Fifth Street, Springfield, OR 97477
tmiller@springfield-or.gov
(541) 736-7137
Website Information:
http://www.mwmcpartners.org/Bids.html
ATTACHMENT 1
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Addendum No. 1
to the
Invitation to Bid
Biocycle Farm MU2 Harvest Contract
Poplar Harvest Management Services Project (P80083)
This Addendum No. 1 to the Invitation to Bid (ITB) for the subject project is hereby made a part
of the ITB, and as such, supersedes anything within the ITB to date with which it may conflict.
BID DUE DATE AND TIME
The Bid due date was incorrectly advertised as Tuesday, May 24, 2017; the correct date is
Wednesday, May 24, 2017. The Bid due date is correctly listed as May 24, 2017 in the ITB. The
due date on the Bid Submittal Form is incorrectly listed as May 23, 2017 and shall be
disregarded.
The Bid due date and time is Wednesday, May 24, 2017 at 2:00 pm. The Bid due time is now
extended to 2:00 pm (superseding the ITB due time of 12:00 noon). The bid opening time
remains 3:00 pm.
OTHER CORRECTIONS AND CLARIFICATIONS
The following sections of the ITB are corrected or clarified as stated below.
TITLE PAGE
The ITB name and associated project name were inadvertently swapped. The project number
was omitted. The correct reference names are as follows:
Invitation to Bid for: Biocycle Farm MU2 Harvest Contract
Project Name & Number: Poplar Harvest Management Services (P80083)
II. AGENCY NEED FOR SERVICES
(A) Scope of Work
Responsibility for stump removal: the Contractor(s) responsible for the Bid Items 1 and 2 scopes
of work shall be responsible for removing and processing any uprooted stumps. Stumps that
can be cut flush to ground surface may to be left for the Bid Item 4 scope of work (stump
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treatment). Processing of uprooted stumps may be accomplished on site through grinding and
spreading with other residual material as mulch.
Spreading of poplar residuals: the intent of spreading residual poplar grindings as mulch is
primarily to suppress weed growth during subsequent tree establishment. Therefore, mulch
layers shall be concentrated on tree rows per specifications (Exhibit C).
Saw log specifications: the ITB incorrectly references specifications for peeler logs as
Attachment NN; the correct reference is Exhibit C. The Bidder shall be responsible for ensuring
that logs are processed to meet the peeler log specifications in Exhibit C. The MWMC shall
notify the Bidder completing the Bid Item 1 scope of work of the quantity of saw logs requested
a minimum of two (2) business days in advance of requiring the Bidder to start saw log
processing. Additionally, processing of saw logs is an option that the MWMC may request;
however, the Bidder may pursue saw log sales independently of the MWMC’s industry
connections as part of the Bidder’s market costs for Bid Item 3.
Cold decking: The ITB scope of work identifies the potential for cold decking saw logs for sales
to a third party arranged through the MWMC. The MWMC understands that should a third
party log sale be arranged, the buyer may want to ship logs as close to harvest time as possible;
therefore, the log decks may not sit long before loading. Currently, the MWMC’s buyer’s
interest is tentative and the Bidder should plan for marketing 100% of the poplar materials if no
log sales are contracted by the MWMC.However, the MWMC intends to test market saw logs if
possible.
The Bidder can submit multiple Bid Sheets as part of Bidder’s submittal should the Bidder find
that significant cost differences arise depending on “saw log sales” or “no saw logs sales” final
condition. Refer to the amendments to Section IV (B) below for instructions on submitting
multiple Bid Sheets.
(B) Anticipated Duties of the Contractor
The ITB identifies a principal duty as “Harvest Poplar” with associated tasks of complete harvest
of MU2 and damaged tree removal of MU3 to be completed no later than September 30, 2017.
Completion date is a performance expectation; Bidders should refer to the amended statement
regarding performance expectations below.
Harvest Plan: the ITB identifies a principal duty as “Document Harvest Plan” for acceptance by
the MWMC project manager. This duty is more appropriately a “Mobilization and Staging Plan”
and shall be required of each Bidder contracted to perform any of the Bid Items. Refer to
Section V of the ITB and amendments to Section V of the ITB for additional information
regarding site access and staging.
(C) Performance Expectations
Timely completion of the project is identified in the ITB as to be within the timeframe of July 1,
2017 through October 31, 2017. This performance expectation is clarified as follows:
ATTACHMENT 1
Page 25 of 28
On-site work may proceed as early as mid- to late June depending on the dates of final
contract execution, including all bond and insurance documentation, and Contractor’s
submittal of an acceptable Harvest Plan per the scope of work.
The Bidder shall plan for substantial completion of harvest work by September 30, 2017
and for all final site clean up and stump treatment by October 31, 2017 as stated in the
ITB. The Bidder shall also plan for contingencies in the event of early onset of wet
weather conditions. The Bidder should allocate adequate resources for timely
completion of the project. The MWMC retains the right to stop work if weather
conditions present perceived risks to the MWMC (such as fire risk or saturated ground
rutting/compaction risks). Reasonable delays, unforeseen weather events, and other
schedule impacts shall be communicated by the Bidder to the MWMC within five (5)
business days of Bidder’s awareness of potential schedule impacts.
III. CONTRACTOR QUALIFICATIONS AND REQUIREMENTS
The Bidder is required to be licensed under the Oregon Landscape Contracting Board (LCB).
Should a Bidder elect to bid on Bid Item 4(A) – stump treatment with herbicides, the Bidder will
be required to document that the Bidder or Bidder’s subcontractor is a licensed herbicide
applicator with the correct category of license.
The Bidder shall provide the MWMC with the Bidder’s LCB and/or herbicide applicator’s license
number(s) in the “Business Name” line on Part 1 of the Bid Submittal Form; if more space is
needed, the Bidder may include the licensing number(s) on page 3 of the Bid Submittal Form in
the box for Bidder’s explanations or exceptions.
IV. BID SUBMITTAL, EVALUATION, AND SELECTION PROCESS
(B) Bid Submittal Form
Bid Sheet clarifications:
Bid units – all Bids shall be submitted based on the units defined on the Bid Sheet (either dollars
per acre or dollars per bone dry ton (BDT). If a Bidder is basing the Bidder’s pricing based on
market units of green tons, the Bidder shall convert the pricing to the dollars-per-BDT
equivalent by calculating a conversion rate of 60% BDT per green ton. For example, 10 green
tons x 60% = 6 BDT.
Quantity – the estimated quantities represented on the Bid Sheet reflect the MWMC’s best
understanding of likely harvest yield based on previous harvest experience; quantities are not
guaranteed and are not based on actual measurements. The MWMC estimates that at yield of
pulp wood for chips or logs should be at least 30 BDT/acre. In the event that saw logs are
produced for the MWMC, the MWMC estimates the remaining chip yield will be reduced to 10
BDT/acre as noted on the Bid Sheet.
Multiple Bids – a Bidder may offer multiple Bids under the same Bid by submitting more than
ATTACHMENT 1
Page 26 of 28
one Bid Sheet along with the rest of the Bid Submittal Form. The submittal of multiple bids shall
be described in the Bidder’s Explanations on page 3 following the Part 1 Cover Sheet.
Examples of when multiple Bids may be beneficial:
If a Bidder determines the Bidder can offer the MWMC a better overall price on Bid
Items under the condition that the Bidder is awarded all the Bid Items bid on, but the
Bidder can also offer adjusted bid prices on individual Bid Items in the event those items
are awarded to separate contractors, the Bidder may submit a separate Bid Sheet for
each of its defined options (e.g. “Bid Option 1: Award of all Bid Items to Single Bidder”
and “Bid Option 2: Award of Bid Items to Multiple Bidders.”
If a Bidder determines that the market rates/economies of scale are impacted by the
total mass of chips or logs produced for market, the Bidder may submit two or more Bid
options with different prices (e.g. “Bid Option 1: 10 BDT/acre chip equivalent sold” and
“Bid Option 2: 30 BDT/acre chip equivalent sold”). The extended price on the Bid Sheet
is based on 10 BDT/acre; the MWMC shall evaluate Bids based on the unit price only
and will recalculate the extended price should that Bidder’s option be selected as the
best cost Bid.
(C) Bid Evaluation
The ITB references the Bid Submittal Form as “Exhibit D”; this is incorrect. The correct reference
to the Bid Submittal Form location is Attachment 2.
In the case a Bidder submits multiple bids, the Bid Evaluation Committee will take each
separate bid into consideration on its own merits and in considering the economies of scale as
described in the ITB as well as the opportunity for the MWMC to develop market relationships
with buyers of saw logs or veneer blocks.
(D) Award of Contract
The intended duration of contract is as stated in the ITB. However, the contract duration and
schedule may be altered or extended at the sole discretion of the MWMC per the
considerations cited above regarding Section II (C) Performance Expectations.
V. BACKGROUND INFORMATION
(B) About the Biocycle Farm Poplar Plantation
The following information supplements details about the Biocycle Farm layout and conditions
as described in the ITB.
Tree spacing – all trees are planted on a 14’ x 14’ spacing (14 feet between trees within rows
and 14 feet between tree rows) as shown on maps presented in Appendix I of the ITB. Rows are
oriented north-south in line with irrigation standpipe risers along the access road through the
ATTACHMENT 1
Page 27 of 28
middle of each unit. An 8-foot wide grass row (alley) is maintained between tree rows.
Site access – the ITB describes the main entrance to the Biocycle Farm as the driveway to the
Biosolids Management Facility at 29686 Awbrey Lane. Instead, the main entrance for poplar
harvest operations should be the “Site Entrance” location further west on Awbrey Lane as
identified on Figure 1 of the ITB (Biocycle Farm Vicinity Location and Site Layout). The BMF
driveway should be avoided as much as feasible due to concurrent biosolids drying activities at
the BMF; loose biosolids from equipment can be picked up by passing vehicles using the
driveway and should be avoided and cleaned off if unavoidable. The third access point noted in
the ITB is off Meadowview Road to the north of the Biocycle Farm. Access from Meadowview
Road is tentative and would need to be coordinated with the MWMC, due to the MWMC’s
obligations to the tenant farmer who leases the fields between MU2 and Meadowview Road.
Staging areas – possible staging areas include grass buffer strips surrounding the tree units, a 5-
acre area of previously harvested (but not yet replanted) section of MU2 (southwest corner), an
area south of MU3., and asphalt drying beds at the BMF. The drying beds will mostly be
unavailable due to ongoing biosolids drying operations during the summer season. One drying
bed (Drying Bed 13) could be available to contractors until it is closed for resurfacing starting
August 1, 2017. That drying bed is the northeastern-most of the beds and closest to the
Biocycle Farm. The MWMC may arrange to mow specific areas beneficial for staging, in
coordination with the project contractor(s). Coordination of staging areas shall be part of the
required Harvest Plan (or Staging Plan) prior to start of equipment mobilization.
APPENDIX I - PLANTING LAYOUT AND MANAGEMENT UNIT MAPS
The attached MWMC Biosolids Reuse Site Layout Map is added for further reference.
ATTACHMENT 1
Page 28 of 28
MWMC P80083 Biocycle Farm MU2 Harvest INVITATION TO BID
PART 2 – BID SHEET
INSTRUCTIONS: Bidders may bid on one, all, or any combination of Bid Items; the MWMC reserves the right to award
the contract to a single or multiple service provider(s). Contract(s) will be awarded on a per unit price basis.
Enter Bid values in Unit Price column by double-clicking on the workbook to open it in Microsoft Excel. The Extended
Costs will automatically calculate. Alternatively, print this sheet and hand-enter values.
BID ITEM DESCRIPTION QUANTITY
(estimated)
UNIT OF
MEASURE UNIT PRICE EXTENDED COST
1
Full harvest of MU2 including mob/demob, all tree felling,
processing, and stockpiling, debris removal and mulching,
and ground restoration. Assume 50% material meets sawlog
specs.
117 acres $ - $ -
2
Partial harvest MU3 including mob/demob, all tree removal,
processing, and stockpiling, debris removal and mulching,
and ground restoration. Assumes no sawlog recovery.
15 acres $ - $ -
Market chips and hog fuel, including all on-site loading,
trucking/sales documentation, freight, and revenue
accounting.
Chip sales - net revenue. Assumes 10 BDT/acre
(accounting for sawlog set aside) @ 132 acres.1,320 BDT $ - $ -
Hog fuel sales - net revenue. Assumes 15 BDT/acre @
132 acres.1,980 BDT $ - $ -
Sawlog sales management. Assumes the MWMC is
directly paid for FOB Origin sales from buyer (i.e. no
Contractor revenue). Unsold logs shall be processed for
chips/hog fuel sales. Assumes 20 BDT/acre of suitable
sawlog material @ 117 acres.
2,340 BDT $ - $ -
Market net revenue total (this is your bid for Item 3) $ -
Stump management. Optional stump management through
removal/grinding or herbicide in place to prevent regrowth.
Option 1: Stump herbide treatment. Assumes 132 acres
@ 222 stumps per acre.132 acres $ - $ -
Option 2: Stump removal/grinding. Assumes 132 acres
@ 222 stumps per acre.132 acres $ - $ -
3
4
ATTACHMENT 2
Page 1 of 1
Summary of Bid Options Received in Response to Invitation to Bid
ATTACHMENT 3
Page 1 of 2
Table 1: Submitted Bidder Options – Extended Costs Based on Bid Unit Prices
Bid
Options
Description of Bid
Option
Bid Item 1
(MU2 Harvest
Cost)
Bid Item 2
(MU3 Harvest
Cost)
Bid Item 3
(Market Sales
Revenue)
Total Cost
(Harvest/Sales)
LFP A
Harvest and sell all,
treat stumps $462,150 $66,750 ($171,600) $357,300
LFP B
Harvest and deck logs,
sell remainder, treat
stumps $462,150 $66,750 ($19,500) $509,400
LFP C LFP A, no stump option $462,150 $66,750 ($171,600) $357,300
LFP D LFP B, no stump option $462,150 $66,750 ($19,500) $509,400
LFP E Harvest only, no sales $462,150 $66,750 N/A $528,900
LFP F
LFP E, with stump
option $462,150 $66,750 N/A $528,900
LFP G Stump option only N/A N/A N/A N/A
LFP H Market sales only N/A N/A No Bid N/A
GTFF 1
Harvest and sell all
(logs, chips, hog fuel) $210,600 $27,000 $0 $237,600
GTFF 2
Harvest and deck logs,
mulch remainder $210,600 $27,000 ($118,942) $356,542
Notes:
Since no Bidder offered services on Bid Item 3 independent of Bid Items 1 and 2, and since the MWMC’s
potential independent log sale buyer has withdrawn interest, the only options the bid evaluation team
needed to consider were LFP A and GTFF 1 (full harvest and market sales by the Bidder). Of those, GTFF
1 presents the lowest cost Bid to the MWMC. Bid Item 4 (Stump Treatment) is optional and independent
of Bid Items 1, 2, and 3.
LFP bid on both Bid Item 4 (Stump Treatment) options (Option 1 – Herbicide and Option 2 – Grinding).
For Bid Item 4, GTFF bid only on Option 2.
Table 2: Submitted Bidder Options for Bid Item 4 – Extended Costs Based on Bid Unit Prices
Bidder Bid Item 4, Option 1:
Herbicide Cost
Bid Item 4, Option 2:
Removal/Grinding Cost
LFP $79,200 $264,000
GTFF N/A $264,000
Summary of Bid Options Received in Response to Invitation to Bid
ATTACHMENT 3
Page 2 of 2
Table 3: Unit Prices – Current Bids Compared to Past MU1 Calculated Equivalents
Comparison
Bulk
Harvest
Cost
($/acre)
Partial
Harvest
Cost
($/acre)
Chips
Revenue
($/BDT)
Hog Fuel
Revenue
($/BDT)
Stump
Removal
Cost
($/acre)
Stump
Herbicide
Cost
($/acre)
MU1 2013 $3,625 N/A $66.11 $10.98 $1,195 N/A
MU1 2014 $3,072 N/A $91.73 $12.37 $1,176 N/A
MU1 2015 $3,316 N/A $104.65 $7.72 $2,354 N/A
MU2 2015 N/A $4,000 N/A N/A $1,208 N/A
LFP A Bid $3,950 $4,450 $55.00 -$15.00 $2,000 $600
GTFF 1 Bid $1,800 $1,800 N/A N/A $2,000 N/A
Notes to Table 3:
BDT: Bone Dry Ton
Past MU1 calculated equivalents are best assessment of costs associated with compared cost item. Per
unit costs were not contractual and were based on the contractor’s submitted cost data for market
value, associated material freight, harvest-associated activities, and stump removal and final site clean
up costs. The stump removal cost for MU1 2015 activity included final site clean up that included some
of the previously harvested acreage.
METROPOLITAN WASTEWATER MANAGEMENT COMMISSION
RESOLUTION 17-09 ) IN THE MATTER OF CONTRACT AWARD
) FOR MWMC PROJECT P80083 –
) POPLAR HARVEST MANAGEMENT ) SERVICES - BIOCYCLE FARM MU2 ) HARVEST (TREE HARVEST AND
) MATERIAL MARKETING)
WHEREAS, Fiscal Year 2016/2017 Budget includes Biocycle Farm Poplar Harvest
Management Services, Project P80083;
WHEREAS, the Metropolitan Wastewater Management Commission (MWMC) has
followed the procedures for competitive sealed bidding set forth in MWMC's Procurement
Rules, Section 137-047-0255;
WHEREAS, MWMC advertised an Invitation to Bid (ITB) for Poplar Harvest
Management Services – Biocycle Farm MU2 Harvest contract on May 3, 2017;
WHEREAS, MWMC received Bids from two (2) respondents on May 24, 2017;
WHEREAS, an interagency evaluation committee comprised of members from the
Springfield Environmental Services Division and the Eugene Wastewater Division
(Evaluation Committee) evaluated the Bids pursuant to the criteria in the ITB and MWMC
legal counsel reviewed the Bids pursuant to applicable law and determined that GTFF Mill Corp. was the lowest cost responsive Bidder for Bid Items 1, 2, and 3 (tree harvest and
material marketing);
WHEREAS, pursuant to MWMC Procurement Rule 137-047-0610, a conditional
notice of MWMC's intent to award the contract was issued to the Bidder on May 31, 2017;
WHEREAS, pursuant to MWMC Rule 137-047-0740, the protest period will expire if no protest is received within seven (7) calendar days after the date of the conditional notice
of intent to award the contract;
WHEREAS, after the expiration of the protest period without a protest and after the
conditions set forth in the MWMC legal counsel’s letter have been satisfied, the award of contract shall automatically become final;
WHEREAS, contract negotiations between regional wastewater staff and GTFF Mill
Corp. are expected to be successful; and
WHEREAS, the MWMC has appointed Anette Spickard as its duly authorized
Executive Officer for efficient execution of the day-to-day administration of MWMC business.
NOW, THEREFORE, BE IT RESOLVED BY THE METROPOLITAN WASTEWATER
MANAGEMENT COMMISSION:
ATTACHMENT 4
1 of 4
Anette Spickard, as the duly authorized Executive Officer of the MWMC, is hereby authorized to:
a) Execute a contract agreement with GTFF Mill Corp. for Poplar Harvest Management
Services – Biocycle Farm MU2 Harvest (Tree Harvest and Material Marketing), Project
P80083 for an authorized amount not-to-exceed $237,600; and
b) Delegate performance of project management functions including, but not limited to, issuance of notices to proceed, execution of contract amendments not to exceed a
cumulative total of 15% ($35,640) of the initial contract amount, and management of the
contract to ensure deliverables and services meet the contract requirements.
ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION OF THE SPRINGFIELD/EUGENE METROPOLITAN AREA ON THE 9TH
DAY OF JUNE 2017.
________________________________________ President: Bill Inge
ATTEST:
_______________________________ Secretary: Kevin Kraaz
Approved as to form: _______________________
MWMC Legal Counsel: K.C. Huffman
ATTACHMENT 4
2 of 4
METROPOLITAN WASTEWATER MANAGEMENT COMMISSION
RESOLUTION 17-10 ) IN THE MATTER OF CONTRACT AWARD
) FOR MWMC PROJECT P80083 –
) POPLAR HARVEST MANAGEMENT ) SERVICES - BIOCYCLE FARM MU2 ) HARVEST (STUMP TREATMENT)
WHEREAS, Fiscal Year 2016/2017 Budget includes Biocycle Farm Poplar Harvest
Management Services, Project P80083;
WHEREAS, the Metropolitan Wastewater Management Commission (MWMC) has followed the procedures for competitive sealed bidding set forth in MWMC's Procurement
Rules, Section 137-047-0255;
WHEREAS, MWMC advertised an Invitation to Bid (ITB) for Poplar Harvest
Management Services – Biocycle Farm MU2 Harvest contract on May 3, 2017;
WHEREAS, MWMC received Bids from two (2) respondents on May 24, 2017;
WHEREAS, an interagency evaluation committee comprised of members from the
Springfield Environmental Services Division and the Eugene Wastewater Division
(Evaluation Committee) evaluated the Bids pursuant to the criteria in the ITB and MWMC
legal counsel reviewed the Bids pursuant to applicable law and determined that Lane
Forest Products, Inc. was the lowest cost responsive Bidder for Bid Item 4 (stump treatment);
WHEREAS, pursuant to MWMC Procurement Rule 137-047-0610, a conditional
notice of MWMC's intent to award the contract was issued to the Bidder on May 31, 2017;
WHEREAS, pursuant to MWMC Rule 137-047-0740, the protest period will expire if
no protest is received within seven (7) calendar days after the date of the conditional notice of intent to award the contract;
WHEREAS, after the expiration of the protest period without a protest and after the
conditions set forth in the MWMC legal counsel’s letter have been satisfied, the award of
contract shall automatically become final;
WHEREAS, contract negotiations between regional wastewater staff and Lane Forest Products, Inc. are expected to be successful; and
WHEREAS, the MWMC has appointed Anette Spickard as its duly authorized
Executive Officer for efficient execution of the day-to-day administration of MWMC
business.
NOW, THEREFORE, BE IT RESOLVED BY THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION:
Anette Spickard, as the duly authorized Executive Officer of the MWMC, is hereby
authorized to:
ATTACHMENT 4
3 of 4
a) Execute a contract agreement with Lane Forest Products, Inc. for Poplar Harvest Management Services – Biocycle Farm MU2 Harvest (Stump Treatment), Project P80083
for an authorized amount not-to-exceed $79,200; and
b) Delegate performance of project management functions including, but not limited to,
issuance of notices to proceed, execution of contract amendments not to exceed a
cumulative total of 15% ($11,880) of the initial contract amount, and management of the contract to ensure deliverables and services meet the contract requirements.
ADOPTED BY THE METROPOLITAN WASTEWATER MANAGEMENT
COMMISSION OF THE SPRINGFIELD/EUGENE METROPOLITAN AREA ON THE 9TH
DAY OF JUNE 2017.
________________________________________
President: Bill Inge
ATTEST:
_______________________________
Secretary: Kevin Kraaz
Approved as to form: _______________________
MWMC Legal Counsel: K.C. Huffman
ATTACHMENT 4
4 of 4
M E M O R A N D U M
DATE: June 2, 2017
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Matt Stouder, General Manager
SUBJECT: System Development Charges
ACTION
REQUESTED:
Discussion and direction regarding next steps for waiving or
incentivizing System Development Charges
_____________________________________________________________________ ISSUE
Staff has recently received requests asking the MWMC to consider waiving regional
wastewater system development charges (SDCs). The MWMC does not have policy guidance
associated with requests to waive SDCs, and staff is seeking direction from the Commission on the issue.
BACKGROUND
SDCs are impact fees that are generally collected when expansion, new development or
intensification of use occurs on a property served by municipal infrastructure (wastewater, stormwater, transportation, etc.). SDCs allow for the accumulation of capital funding needed to provide sufficient capacity in infrastructure systems to accommodate growth associated with
development/redevelopment. SDCs also provide for the ability to recoup a portion of the
community’s investment in existing infrastructure.
The MWMC has an existing SDC methodology (46 pages; located at http://www.mwmcpartners.org/AboutMWMC/Documents/2009-SDCupdate.pdf), which meets
Oregon requirements and was developed with the guidance of a Citizen Advisory Committee.
MWMC’s SDC methodology was adopted by the Commission on September 11, 2009,
following a 90-day public notification process and public hearing. On January 13, 2017, after completing a review of the regional wastewater SDCs to ensure
equity and fairness in the amounts by type and establishment, the Commission conducted a
public hearing and thereafter adopted modifications to the regional SDC capital improvements
project list and the revised 2017 SDC Fee Schedule (Attachment 1). SDC Waivers/Incentives --- History of Partner Agencies and MWMC
The City of Eugene has not provided SDC waivers or incentives in the past, but has on
occasion paid for SDCs on behalf of a particular development from another City fund or from
property tax revenues.
Memo: System Development Charges
June 2, 2017 Page 2 of 3
The City of Springfield has provided SDC incentives in the past in an effort to spur economic
growth. In 2012, the Springfield Council authorized a 50% reduction to local SDC’s for all
development types for the period of February 7, 2012 to December 31, 2012. The City has also used Urban Renewal Funds in some instances to pay the SDCs on behalf of a developer
in one of its two Urban Renewal Districts.
The MWMC has not provided SDC waivers or incentives in the past, and the Commission does
not have a policy in place regarding criteria for waivers or incentives.
Recent Requests
Regional wastewater program staff recently received a request from Square One Villages, a
local 501(c)3 nonprofit organization, asking MWMC to consider waiving (or paying on behalf of
the developer) SDCs for 22 “tiny” homes as part of a planned development in Eugene (Attachment 2).
Staff also understands that the Springfield City Council will direct Springfield staff at its June 5,
2017 meeting to formally request the MWMC to consider waiving regional SDCs for accessory
dwelling units (ADU’s) built in Springfield for an upcoming two-year period.
DISCUSSION
The matter of considering whether or not to waive, incentivize or pay SDCs on behalf of a
development raises a number of questions and policy issues that will require further
investigation. Staff is currently investigating these issues, which generally fall into one of the categories discussed below.
Intergovernmental
Any action the Commission may take with respect to SDCs will need to be consistent with the terms of MWMC’s Intergovernmental Agreement (IGA). After discussion with legal counsel, it appears a conflict may exist with the language in the IGA regarding revenue adequacy and the
requirement to uniformly charge SDC’s throughout the service area to achieve full cost
recovery. This issue will require further evaluation and follow up, and very possibly an IGA
update. Consistency across the region is another intergovernmental factor requiring consideration. For
example, if MWMC were to waive SDCs for ADU’s in Springfield, then they would also need to
be waived in Eugene to be consistent across both cities.
Additional intergovernmental factors that require consideration and investigation include:
Is an SDC methodology change needed to grant a waiver or incentive?
Are there any bond covenants that would be affected by an SDC waiver or incentive?
Which governing bodies would need to approve the request? Would it be just Eugene
and Springfield, or also Lane County?
Would Eugene and Springfield need to adopt a consistent definition of what constitutes
an ADU and/or Tiny House?
Staff time associated with preparing and presenting
Memo: System Development Charges
June 2, 2017 Page 3 of 3
Rationale
When considering waiving, incentivizing or paying SDCs on behalf of a specific development
or development type, the collecting agency generally has a specific rationale for doing so. Usually, the rationale is to try to stimulate economic development within the community or to
incentivize a specific kind of development type that is a priority of the governing body.
The MWMC’s Mission, Vision and Values statements, as well as regional wastewater program
purpose and key outcomes do not list incentivizing development as a core function of the MWMC. However, there are other factors that the MWMC could consider as rationale for
waving or incentivizing SDCs. These include, but are not limited to:
Does the development type provide a direct benefit to water quality?
Will the development result in a decrease in treatment costs at the Water Pollution
Control Facility (WPCF)?
W ill the development have a significantly lesser impact on the overall system?
Equity
Ensuring equity across the region (Eugene and Springfield) as well as between user classes is
a concern in any conversation involving SDCs. Currently, there is no statutory authority that
exists to allow MWMC to waive or incentivize SDCs for projects on the basis of preference.
Therefore, if the MWMC were to consider waiving SDCs on the basis of non-profit ownership (e.g. Square One Villages) the waiver would also need to extend to all non-profits across the
region.
Financial
An evaluation of the financial impacts associated with any SDC waiver or incentive would require careful attention. The magnitude and scope of the impact would be dependent upon
the request and potential action. However, any action taken that would result in the MWMC
collecting less revenue in SDCs than would otherwise be the case would require a need to
make up the funding difference elsewhere (i.e. user fees, a lesser transfer to capital reserves,
etc.).
ACTION REQUESTED
Staff requests discussion from the Commission on the topic of regional wastewater SDC’s and
next steps.
ATTACHMENTS
1. 2017 MWMC SDC Fee Schedule
2. Square One Villages SDC Waiver Request
Metropolitan Wastewater Management CommissionRegional Wastewater SDC Charge Schedule - Total Cost per FEU%Change500Very High500Very High500Very HighEATING PLACE WITH MINIMAL FOOD PREPARATION*** TGSF300410 615 1,193 150 Low0.5130.513$211.19 $3,112.23 $39.13 $431.68 $2,930.878355DDRINKING PLACE WITH MINIMAL FOOD PREPARATION*TGSF340464 697 1,353 150 Low0.5810.581$239.35 $3,527.20 $44.34 $489.24 $3,321.65DRINKING PLACE WITH RESTAURANT LIKE FOOD PREPTGSF500683 1,024 1,989 150 Very High 3.989 3.989 $1,202.69 $12,429.97 $160.50 $1,609.26 $12,183.89ATTACHMENT 1 Page 1 of 2
Metropolitan Wastewater Management CommissionRegional Wastewater SDC Charge Schedule - Total Cost per FEU%ChangeABBREVIATIONSNOTESATTACHMENT 1 Page 2 of 2
Executive Director
Dan Bryant
541-344-1425
Program Director
Andrew Heben
Project Director
Alicia Ginsberg
Board of Directors
President: Lorne Bostwick
Vice-President: Steve Gibson
Secretary: Susan Schroeder
Treasurer: Donna Reitz
Michael Carrigan
Val Hoyle
Justin King
Wesley Lucas
Minalee Saks
458 Blair Blvd
Eugene OR 97402
SquareOne Villages is a 501(c)(3)
nonprofit organization.
Tax ID # 46-0801991
www.squareonevillages.org
Like us on Facebook
Our mission: to create self-
managed communities
of low-cost tiny homes for
people in need of housing.
April 28, 2017
Subject: Letter of Support for Square One Villages
To the Metropolitan Wastewater Management Commission
Square One Villages is a Lane County based 501(c)3 nonprofit providing housing to
men, women and families who otherwise would likely be homeless. It’s work includes
a continuum of housing types including innovative and highly cost-effective dignified
living units scattered throughout the county. It’s efforts are lauded broadly and it’s
CEO, Dan Bryant has personally conducted tours to commissioners and other officials
from more than two dozen Oregon cities and counties.
One of the nation’s more innovative housing projects is underway in Eugene. Emerald
Village Eugene (EVE) is completing the planning stage and entering into construction
of 22 “tiny” houses. Each house is architecturally designed and will provide self-
contained safe, secure and sanitary places to live. More details are on their website:
http://www.squareonevillages.org/emerald
All of the architectural design and much of the labor and construction material is
donated. The nonprofit purchased the property on Railroad Boulevard, Eugene that
the village will be constructed on. So far the City of Eugene has paid system
development charges (SDC’s) in excess of $119,000. Additionally EWEB has provided
metering concession that will save the village $400 per month in perpetuity by
allowing for only two meters instead of 22, one for each unit.
The board of EVE is asking MWMC to consider waiver or payment of its SDC’s which
are listed at $1500 per unit, to the total amount of $33,000.
We appreciate the consideration of this request and can provide more information
upon request.
Sincerely,
Dan Bryant,
Square One Villages
ATTACHMENT 2
Page 1 of 2
PAT FARR
Lane County Commissioner
North Eugene District Pat.Farr@co.lane.or.us
PUBLIC SERVICE BUILDING / 125 EAST 8TH AVENUE / EUGENE, OR 97401 / (541) 682-4203 / FAX (541) 682-4616
April 28, 2017 Subject: Letter of Support for Square One Villages
To the Metropolitan Wastewater Management Commission
Square One Villages is a Lane County based 501(c)3 nonprofit providing housing to men, women
and families who otherwise would likely be homeless. It’s work includes a continuum of housing
types including innovative and highly cost-effective dignified living units scattered throughout
the county. It’s efforts are lauded broadly and it’s CEO, Dan Bryant has personally conducted
tours to commissioners and other officials from more than two dozen Oregon cities and
counties.
One of the nation’s more innovative housing projects is underway in Eugene. Emerald Village
Eugene (EVE) is completing the planning stage and entering into construction of 22 “tiny”
houses. Each house is architecturally designed and will provide self-contained safe, secure and
sanitary places to live. More details are on their
website: http://www.squareonevillages.org/emerald
All of the architectural design and much of the labor and construction material is donated. The
nonprofit purchased the property on Railroad Boulevard, Eugene that the village will be
constructed on. So far the City of Eugene has paid system development charges (SDC’s) in
excess of $119,000. Additionally EWEB has provided metering concession that will save the
village $400 per month in perpetuity by allowing for only two meters instead of 22, one for each
unit.
The board of EVE is asking MWMC to consider waiver or payment of its SDC’s which are listed at $1500 per unit, to the total amount of $33,000.
We appreciate the consideration of this request and can provide more information upon
request.
Sincerely,
Dan Bryant,
Square One Villages
Pat Farr,
Lane County Commissioner
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