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MWMC MEETING AGENDA
Friday, January 8th, 2021 7:30 AM – 9:30 AM (PDT)
Due to the Coronavirus Pandemic and Oregon Executive Order 20-16, the MWMC Meeting will be
held remotely via computer or phone.
To join the meeting by phone dial: 1-786-535-3211; Access Code: 956-276-197
7:30 – 7:35 I. ROLL CALL
7:35 – 7:40 II. CONSENT CALENDAR
a. MWMC 12/11/20 Minutes
Action Requested: By motion, approve the Consent Calendar
7:40 – 7:45 III. PUBLIC COMMENT: Public comment can be submitted by email to
jbrennan@springfield-or.gov or by phone 541-726-3694 by 5 PM January 7th, 2021 or made at
the meeting. All public comments need to include your full name, address, if you are
representing yourself or an organization (name of organization), and topic.
7:45 – 8:05 IV. ON-CALL ENGINEERING SERVICES & DISASTER MITIGATION CONSULTANT AWARD
………………………………………………………………………………………………………………………...……Troy McAllister
Action Requested: Approve, by motion, Resolution 21-01
8:05 – 8:30 V. FY 2021-22 BUDGET KICKOFF……………………………………………………………………………...Matt Stouder
……………………………..………….…………………………………………………..Katherine Bishop, David Breitenstein
Action Requested: Informational and Discussion
8:30 – 8:40 VI. BUSINESS FROM COMMISSION, GENERAL MANAGER, & WASTEWATER DIRECTOR
8:40 VII. ADJOURNMENT
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Agenda Item ll
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MWMC Meeting Minutes
12/11/2020
Page 6 of 6
12th, 2021 MWMC meeting. Mr. Stouder expressed appreciation to the commissioners and staff for their
attention and participation this year, and wished everybody a Merry Christmas and Happy New Year.
Wastewater Director: Mr. Breitenstein announced they continue to collect samples weekly to test for
COVID. His team met with OSU researchers last week to review results of the community trace project
sampling. OSU was pleased with the results and thought the research from Eugene and Springfield was
beneficial to the work they are doing. Graphs were shown to the commission of the correlations
between viral loads and COVID cases, and also correlations between viral loads and median income of
residents. Mr. Stouder stated there are 9 sites in Eugene and 8 sites in Springfield that were tested. Mr.
Breitenstein said West Eugene and the Thurston area showed higher counts. OSU indicated they would
be interested in coming back for more research, but need to be invited back by the local Health
Authority and also receive funding. The previous project was funded by Peace Corps. Mr. Breitenstein
said he would keep the commission updated on any future developments of COVID sampling.
Greg Watkins was appointed as the maintenance manager in Eugene and will provide oversight on all
mechanical and electrical maintenance. Mr. Watkins has a background in mechanical engineering, and
has been involved in many complex projects.
DISCUSSION: Commissioner Farr said he recognized Mr. Watkins capabilities when he was hired on, more
than 25 years ago.
Commissioner Farr said Lane County health is moving forward with the vaccination very quickly, and
hopefully that will have an impact on whether or not the MWMC meetings are virtual. Mr. Stouder
suspected the meetings at that time will be a hybrid, and will include attendees on both the Zoom
platform and in person.
Pat Farr adjourned the meeting at 8:20am
______________________________________________________________________________
M E M O R A N D U M
DATE: December 31, 2020
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Troy McAllister, Managing Civil Engineer
SUBJECT: On-Call Engineering Services & Disaster Mitigation Consultant Contract
Award
ACTION
REQUESTED: Approve Resolution 21-01
ISSUE
Staff requests Commission approval of Attachment #1 regarding Resolution 21-01, which
authorizes staff to negotiate and execute contracts with four businesses to provide on-call
professional engineering/technical services to support the MWMC Capital Improvement Program
(CIP).
BACKGROUND
During the annual budget process, the Commission and Governing bodies review and approve the
Regional Wastewater Program CIP, which includes a five-year project plan. Staff expects to present
the FY 2021/2022 draft CIP to the Commission at the February 12, 2021 MWMC meeting.
To support the CIP budgeted projects, the need exists for consultant professional services.
Example projects needing consultant services include: P80109 Resiliency Follow-up work, P80064
Glenwood Pump Station Upgrades, P80101 Comprehensive Facility Plan Update, P80102 Filtration,
P80078 Waste Activated Sludge Thickening, and improvements/solutions related to the MWMC
upcoming permit renewal. The P80109 Resiliency Follow-up mitigation work is the next step to
help with addressing “level of service” goals before a natural disaster such as 9.0 magnitude
earthquake or major flooding. Attachment #2 shows the 2019 recommendations from the P80096
Disaster Mitigation & Recovery Plan.
Agenda Item lV
Memo: On-Call Engineering Services & Disaster Mitigation Consultant Contract Award
December 31, 2020
Page 2 of 3
DISCUSSION
As stated in Resolution 21-01, the MWMC issued a request for proposals (RFP) on September 1,
2020 for On-Call Engineering Services & Disaster Mitigation work per the MWMC procurement
rule 137-048-0220. The RFP package was emailed to the Commission on September 1, 2020.
The RFP included the following information:
The MWMC intends to select and award up to four firms for five-year contract durations
with the option of contract renewals in year 2026 and 2031 based on the MWMC needs for
engineering services and disaster mitigation/recovery topics (page 3 of RFP).
Proposal Evaluation Criteria (on page 8 of RFP):
1) Business/Proposer’s capabilities, experience, & resource management (40 points)
2) Staff qualifications/expertise & management (25 points)
3) Reference checking (35 points)
The MWMC award will be to the highest scoring proposers up to four firms for “on-call”
professional services agreements. The MWMC controls its options of how the “on-call” work
will be distributed moving forward based on consultant’s performance, expertise,
availability, and cost impacts/control. Certain “on-call” work will require MWMC updates
and/or approvals (page 9 of RFP)
Scope of Services & Objectives (pages 10-12 of RFP)
At least nine or more consulting firms looked at the RFP. On October 13, 2020 the MWMC
received six proposals. The proposals were evaluated and scored via the RFP qualification-based
selection process completed by a Proposal Review Committee. On December 1, 2020 staff issued
Attachment #3 regarding “Notice of Intent to Select Consultant” that included a summary of
scores. No protests were received related to MWMC procurement rule 137-48-0240 (Protest
Procedures).
Staff recommends establishing four on-call consultant agreements with the following firms:
➢ Carollo Engineers, Inc. (Portland, Oregon)
➢ Jacobs Engineering Group, Inc. (Corvallis, Oregon)
➢ Brown and Caldwell, Inc. (Portland, Oregon)
➢ West Yost Associates, Inc. (Lake Oswego, Oregon)
As stated in Resolution 21-01, the initial individual contract value is not to exceed $150,000. Each
medium/large task order work will be pre-negotiated to define the scope of consultant
work/deliverables, insurance changes and pricing before staff seeks the MWMC final approval to
Memo: On-Call Engineering Services & Disaster Mitigation Consultant Contract Award
December 31, 2020
Page 3 of 3
proceed via future Resolution(s) to amend the related consultant contract. Potential 2021
consultant work includes: P80064 Glenwood Pump Station Upgrades and P80109 Resiliency
Follow-up work (Disaster Mitigation topics).
ACTION REQUESTED
Staff requests approval of Resolution 21-01 authorizing the MWMC Executive Officer or designee
to execute four consultant agreements with the professional engineering firms listed above.
ATTACHMENTS
1. Resolution 21-01
2. 2019 Recommendations from the P80096 Disaster Mitigation & Recovery Plan
3. Notice of Intent to Select Consultant (dated December 1, 2020)
Attachment 2
Attachment 3
Attachment 3
______________________________________________________________________________
M E M O R A N D U M
DATE: December 31, 2020
TO: Metropolitan Wastewater Management Commission (MWMC)
FROM: Matt Stouder, Executive Officer
Dave Breitenstein, Wastewater Division Director
Katherine Bishop, Environmental Services Program Manager
SUBJECT: FY 2021-22 Budget Kick Off: Key Outcomes and Performance Indicators
ACTION
REQUESTED:
Provide comments and input to staff regarding the purpose statement, key
outcomes and performance indicators
ISSUE
At the meeting on January 8, 2021 staff will provide a presentation to include key dates for the FY 2021-
22 budget development and adoption process, and an overview of the key outcomes and performance
indicators. The Commission will be requested to confirm or modify the purpose statement, key
outcomes and performance indicators, and provide staff with input on the indicators and measures that
should be reported in the FY 2021-22 Budget.
DISCUSSION
Each year, Regional Wastewater Program (RWP) staff begins the annual budget process for the RWP by
reviewing the work plan performance and projections. Staff also reports performance relative to the
Commission’s key outcomes and performance indicators that are included in the current MWMC FY
2020-21 Budget. The January 8 meeting provides an opportunity for an annual review of the MWMC
purpose statement. The proposed FY 2021-22 key outcomes and indicators include carrying forward
several indicators that are incorporated in the adopted FY 2020-21 Budget, with minor revisions and
adjusted performance indicators to be discussed at the meeting. Additionally, components of the
MWMC Strategic Plan will be incorporated into the FY 2021-22 Budget.
ACTION REQUESTED
Provide input to staff regarding the purpose statement, key outcomes and performance indicators.
ATTACHMENT:
1. Draft RWP Overview, Key Outcomes and Performance Indicators
Agenda Item V
Metropolitan Wastewater Management Commission Overview
ATTACHMENT 1
Page 1 of 4
REGIONAL WASTEWATER PROGRAM
OVERVIEW
The Metropolitan Wastewater Management Commission
The Metropolitan Wastewater Management Commission (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 (RWP) 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 44 years of 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 RWP. Lane County’s partnership has involved participation on the
Commission and support for customers that are served by the MWMC in the Santa Clara
unincorporated area.
Regional Wastewater Program Purpose and Key Outcomes
The purpose of the RWP is to protect public health and safety and the environment by providing
high quality wastewater management services to the Eugene-Springfield metropolitan area. The
MWMC and the regional partners are committed to providing these services in a manner that
will achieve, sustain, and promote balance between community, environmental, and economic
needs while meeting customer service expectations. Since the mid-1990s, the Commission and
RWP staff have worked together to identify key outcome areas within which to focus annual
work plan and budget priorities. The FY 20-21 RWP work plans and budget reflect a focus on
the following key outcomes or goals. In carrying out the daily activities of managing the regional
wastewater system, we will strive to achieve and maintain:
1. High environmental standards;
2. Fiscal management that is effective and efficient;
3. A successful intergovernmental partnership;
4. Maximum reliability and useful life of regional assets and infrastructure;
5. Public awareness and understanding of MWMC, the regional wastewater system, and
MWMC’s objectives of maintaining water quality and a sustainable environment.
The Commission believes that these outcomes, if achieved in the long term, will demonstrate
success of the RWP in carrying out its purpose. In order to help determine whether we are
successful, indicators of performance and targets have been identified for each key outcome.
Tracking performance relative to identified targets over time assists in managing the RWP to
achieve desired results. The following indicators and performance targets provide an important
framework for the development of the FY 21-22 RWP Operating Budget, Capital Improvements
Program and associated work plans.
Metropolitan Wastewater Management Commission Overview
ATTACHMENT 1
Page 2 of 4
Outcome 1: Achieve and maintain high environmental standards.
Indicators: Performance:
FY 19-20
Actual
FY 20-21
Estimated Actual
FY 21-22
Target
Volume of wastewater treated to
water quality standards
100%; 10.9
billion gallons
100%; 11
billion gallons
100%; 11
billion gallons
Average removal efficiency of
carbonaceous biochemical oxygen
demand (CBOD) and total
suspended solids (TSS) (permit
limit 85%)
97% 97% 95%
High quality biosolids (pollutant
concentrations less than 50% of
EPA exceptional quality criteria)
Arsenic 21%
Cadmium 12%
Copper 29%
Lead 8%
Mercury 5%
Nickel 5%
Selenium 12%
Zinc 29%
Arsenic 25%
Cadmium 15%
Copper 30%
Lead 10%
Mercury 10%
Nickel 10%
Selenium 15%
Zinc 30%
Arsenic <50%
Cadmium <50%
Copper <50%
Lead <50%
Mercury <50%
Nickel <50%
Selenium <50%
Zinc <50%
ISO14001 Environmental
Management System Certification
(no major nonconformance)
All objectives met All objectives met All objectives met
Outcome 2: Achieve and maintain fiscal management that is effective and efficient.
Indicators: Performance:
FY 19-20
Actual
FY 20-21
Estimated Actual
FY 21-22
Target
Annual budget and rates align
with the MWMC Financial Plan
Policies met Policies met Policies met
Annual audited financial
statements
Clean audit Clean audit Clean audit
Uninsured bond rating AA AA AA
Reserves funded at target levels Yes Yes Yes
Metropolitan Wastewater Management Commission Overview
ATTACHMENT 1
Page 3 of 4
Outcome 3: Achieve and maintain a successful intergovernmental partnership.
Indicators: Performance:
FY 19-20
Actual
FY 20-21
Estimated Actual
FY 21-22
Target
Industrial Pretreatment
Programs are consistent with
the MWMC pretreatment
model ordinance
Consistent across
service area
Consistent across
service area
Consistent across
service area
MWMC capital projects
consistent with CIP budget
and schedule
90% of initiated
projects within
budget and 100%
(11 of 11 projects)
on schedule
100% of initiated
projects within
budget and 100%
(9 of 9 projects)
on schedule
100% of initiated
projects within
budget and 75%
on schedule
Interagency coordination
regarding Capacity Management
Operations and Maintenance
(CMOM) Program
CMOM Program
update presented to
the Commission
Quarterly meetings
between Eugene
and Springfield;
Annual update to
the Commission
Quarterly meetings
between Eugene
and Springfield;
Annual update to
the Commission
Community presentations
regarding MWMC partnership,
services and outcomes
delivered jointly
2 community
presentations
delivered by staff
to groups in the
service area
4 community
presentations
delivered by staff
to groups in the
service area
4 community
presentations
delivered by staff
to groups in the
service area
Outcome 4: Maximize reliability and useful life of regional assets and infrastructure.
Indicators: Performance:
FY 19-20
Actual
FY 20-21
Estimated Actual
FY 21-22
Target
Preventive maintenance completed
on time (best practices benchmark
is 90%)
92% 94% 90%
Preventive maintenance to
corrective maintenance ratio
(benchmark 4:1-6:1)
6:1 5:1 5:1
Emergency maintenance required
(best practices benchmark is less
than 2% of labor hours)
1% 1% <2%
Asset management (AM) processes
and practices review and
development
Asset management
plan implementing
Moving to a
biannual update
to AM plan
Continue biannual
update to AM plan
MWMC Resiliency Plan Presented final
plan to the
Commission
Plan
implementation
Continue plan
implementation
Metropolitan Wastewater Management Commission Overview
ATTACHMENT 1
Page 4 of 4
Outcome 5: Achieve and maintain public awareness and understanding of MWMC, the
regional wastewater system, and MWMC’s objectives of maintaining water quality and a
sustainable environment.
Indicators: Performance:
FY 19-20
Actual
FY 20-21
Estimated Actual
FY 21-22
Target
Communications Plan Update of plan
completed with survey
results
Update approved and
implement 2021
Communications
Plan
Continue 2021
Implementation of
the 2021 Plan
Promote MWMC
social media
channels
Grew Facebook
followers to 375 – Did
not meet goal to grow
Twitter or Instagram
Growth of Facebook
and Instagram
followers are on track
while Twitter
continues to struggle
Implement
strategies to grow
Facebook
followers to 700,
Instagram to 275
and Twitter to 250
Create and
distribute MWMC
e-newsletters
Distributed monthly
and increased
distribution to 222
subscribers
Distribute monthly
and increase
distribution to 300
subscribers
Distribute monthly
and increase
distribution to 375
subscribers
Pollution prevention
campaigns
2 campaigns,
3 sponsorships;
reaching 40% of
residents in the
service area
2 campaigns,
4 sponsorships;
reaching 25% of
residents in the
service area
2 campaigns,
4 sponsorships;
reaching 25% of
residents in the
service area
Provide tours of
the MWMC
Facilities
Provided tours for 840
people. Tours canceled
as of March due to
social distancing
requirements
No tours provided,
due to social
distancing
requirements
Provide tours for
greater than 1,150
people
Clean Water University Reached 25% of 5th
Graders in the
service area
Reach 25% of 5th
Graders in the
service area if online
enrollment holds
Reach 25% of 5th
Graders in the
service area
Community survey
(approx. every 4 years)
Survey completed
in Fall 2019
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