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HomeMy WebLinkAboutItem 01- City & SUB Street Light Maintenance IGA AGENDA ITEM SUMMARY Meeting Date: 6/3/2024 Meeting Type: Work Session Staff Contact/Dept.: Brian Barnett/Scott Miller/Brian Conlon/DPW Staff Phone No: 541.726.3681 Estimated Time: 30 Minutes S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Maintain and Improve Infrastructure and Facilities ITEM TITLE: City & SUB Street Light Maintenance IGA ACTION REQUESTED: Provide input on an Inter-Governmental Agreement (IGA) between the City and Springfield Utility Board (SUB) for the maintenance of Street Lights. The IGA is scheduled for Council approval in the July 1, 2024 Council meeting. ISSUE STATEMENT: A 2003 Street Light Maintenance IGA currently exists between the City and SUB. This IGA has served us well over the last 21 years but needs to be updated. Principal drivers for this need are the city-wide replacement of all light fixtures with LED fixtures; implementation of fixture controls that facilitate metering, dimming, status, and alarming of each individual light; and clarification of ownership and maintenance responsibilities. ATTACHMENTS: 1: Draft City & SUB Street Light Maintenance IGA 2: City & SUB Street Light Maintenance IGA Presentation DISCUSSION/ FINANCIAL IMPACT: The City of Springfield owns the street lighting system that operates within City limits. Most of this system is connected directly to SUB facilities that fall under the National Electric Safety Code, and by statute and administrative regulation fall under the exclusive control of the electric utility (SUB). Under this structure, SUB performs most routine maintenance activities on this city-owned system. While a 2003 IGA currently exists to govern these activities, it needs to be updated to reflect the current business needs. In particular, the proposed IGA provides better guidance in the following areas: • Energy costs for each light can be charged based on actual consumption instead of a flat rate. • A maintenance cost reimbursement model that now incorporates an additional adjustment for inflation (rather than a simple +/- 5% adjustment). • Facility ownership boundaries that match SUB’s definitions for other customers. • Better defined maintenance responsibilities. • Reports that SUB must provide on an annual basis to facilitate audits. • Roles of third parties (developers and contractors). • The IGA will be accompanied by a Standard Operating Procedure approved by the Division Director, which will govern the day-to-day business rules and can be updated more frequently to match changing conditions. The City expects some cost savings to be realized through the execution of this IGA. In particular, we will be able to use the new control nodes installed on each light through the 2023-2024 ARPA-funded Street Light LED Replacement project to measure actual energy consumption, with further cost savings through dimming and trimming of lights. We expect additional savings of approximately $30,000- $40,000 per year. Additionally, this IGA provides much better definition of responsibilities, which will allow communication and maintenance activities to be streamlined. 2024 City – SUB Intergovernmental Agreement for Street Lights Page 1 of 9 STREET LIGHTING INTERGOVERNMENTAL AGREEMENT This Agreement made and entered into this ________ day of _____________, 20__, by and between the City of Springfield, Oregon, herein referred to as “City” and the Springfield Utility Board, herein referred to as “SUB.” WHEREAS, SUB provides electric service to the residents of Springfield inside SUB’s electric service territory; and WHEREAS, the City provides street lighting for the residents of Springfield; and WHEREAS, the parties desire to agree upon their respective duties and obligations for the installation and maintenance of the City’s street light system; NOW, THEREFORE, the parties hereto mutually agree as follows: ARTICLE I – SCOPE OF AGREEMENT A. This Agreement shall be in effect for all City-owned street lights in the City of Springfield and shall include construction and maintenance of street light facilities. B. The Appendices associated with this Agreement may be updated by the Controlling Party with sufficient notice to the other Party. Additional topics included in the appendix shall be agreed to by both parties. 1. The SUB Appendices shall address the following topics: 1.a) O&M Subsidiary Ledger 1.b) O&M fees 1.c) Energy fees 1.d) NESC-related Construction Standards and Drawings 2. The City Appendices shall address the following topics: 2.a) Manufacturer part numbers for fixtures and control nodes 2.b) NEC-related Construction Standards and Drawings C. The Standard Operating Procedures (SOP) document associated with this Agreement may be updated periodically upon mutual agreement of both parties’ division directors, or their designee. The updates may be done in-part or as a whole and such changes shall be referenced in a revision table. Both parties shall attempt to resolve requested revisions to the SOP within 180 days of receiving a written request. If the division directors cannot reach agreement to changes in the document, SUB’s General Manager and the City Manager shall determine appropriate changes. Attachment 1, Page 1 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 2 of 9 ARTICLE II - DEFINITIONS City Facility(ies)- street light facilities that are owned by the City of Springfield, beyond the Ownership Boundary including, but not limited to, overhead and underground conductors, junction boxes, conduit, poles, foundations, conductor supports, fuse holders, fuses, mast arms, luminaires, and street light controls. Controlling Party - A Party to this Agreement who shall have the authority to make changes to particular Appendices without concurrence of the other Party. Each of the Appendices shall designate the Controlling Party and define sufficient notice. Energy Charge - For NESC Installations the Energy Charge for each kWh consumed shall be set by the SUB L-1 rate schedule for both nodal metered and non-metered lighting. For NEC Installations the Energy Charge for each kWh consumed shall be set by the SUB L-2 or GS-1 rate schedule. Exclusive Control - The party with “Exclusive Control” has unilateral authority to decide interpretation of code and implementation of physical actions on the installation. For NESC installations, SUB has exclusive control. For NEC installations, SUB has exclusive control of all SUB Facilities, and City has exclusive control of all City Facilities not controlled by SUB. Extended Maintenance - Activity performed by SUB on City Facilities, which is not tracked on the O&M Subsidiary Ledger. Activities associated with Extended Maintenance will have their own project approval and payment processes as defined in the SOP. Foreign Facility(ies) - Electric utility facilities that are owned by a foreign utility (typically, EWEB or EPUD) and applies where an NESC Installation receives electricity from a utility other than SUB. SUB will provide maintenance and coordinate with the other utility for safe access. Ownership Boundary - The Ownership Boundary is the physical point at which SUB owned facilities end and the City owned facilities begin. Ownership defines the financial responsibilities of each party. Ownership Boundaries are defined below and shown below in Figure 1: • For underground fed metered street lights, the final SUB Facility is the conductor that enters the meter box and terminates at the lug. The meter box and its terminations are City Facilities. SUB owns the actual meter. • For overhead fed metered street lights, the final SUB Facility is the connector outside the weatherhead. SUB owns the actual meter. • For underground fed non-metered street lights, the final SUB Facility is the last connector in the SUB junction box or transformer. All street light fusing is City Facilities. • For overhead fed non-metered street lights, the final SUB Facility is the last connector on the SUB transformer secondary side or the last connector that is shared with another SUB customer service. Attachment 1, Page 2 of 18 Streetlight Maintenance Legend Underground Metered - NEC Underground Unmetered - NESC Overhead Metered - NEC Overhead Unmetered - NESC Owned by City and under City’s exclusive control Owned by SUB and under SUB’s exclusive control Owned by City and under SUB’s exclusive control 1: Utility pole 2: Transformer (Pole or Pad Mounted) 3: Utility Junction Box 4: Service Panel and Meter 5: Cobra Head Light Pole 6: Cobra Head Light Fixture 7: Street Light Junction Box 8: Decorative Light and Pole 9: Third Party Customer (Residence, Commercial or Industrial Customer, or Private Light) 2 3 4 5 6 7 1 8 9 Attachment 1, Page 3 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 4 of 9 NEC - National Electrical Code, also known as NFPA 70. NEC Installations - Electrical installations that follow the NEC rules. These are typically installations behind a revenue utility meter with an associated service disconnect device. NESC - National Electrical Safety Code, also known as IEEE C2. NESC Installations - Electrical installations that follow NESC rules. These rules govern facilities under exclusive control of the electric utility. For street lights, these typically do not have a revenue utility meter with an associated service disconnect device, with direct connection to the utility service. Nodal Metering - Collection of actual street light energy usage through a City owned control node at each light. The use of a control node does not in and of itself constitute an NEC installation because there is not necessarily an associated service disconnect device. O&M Subsidiary Ledger - Perpetual accounting used to true up SUB expenditures for ordinary maintenance as debits and City payments as credits. SOP - Standard Operating Procedures associated with this agreement. Small Cell Pole - A City owned facility that discreetly houses a small cell antenna where the street light circuit is on its own breaker behind the cell owner meter. SUB Facility(ies) - Electric utility facilities that are owned by SUB. This includes poles, transformers, utility junction boxes, conductors and connectors which serve the City street lights, as well as other SUB customers. ARTICLE III – STANDARDS AND SPECIFICATIONS A. All specifications covering the construction and maintenance of street light facilities shall conform to the following codes except where lawful requirements of the public authorities may be more stringent, in which case the more stringent will govern. 1. The National Electrical Safety Code (NESC), most recently adopted version by the State of Oregon, for non-metered installations 2. The National Electrical Code (NEC), most recently adopted version by the State of Oregon, for metered installations 3. Oregon Electrical Specialty Code, most recently adopted version by the State of Oregon, for metered installations 4. The Occupational Safety and Health Act (OSHA) and Oregon OSHA. 5. The City of Springfield a) Standard Construction Specifications b) Engineering Design Standards and Procedures Manual (EDSPM) c) Springfield Development Code (SDC) d) Springfield Municipal Code (SMC) B. All NEC and NESC-related construction standards and drawings shall have an engineering seal applied in conformance with Oregon law (ORS 672) by the Controlling Party. Attachment 1, Page 4 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 5 of 9 C. All material standards covering street lighting facilities shall be developed by the City with SUB providing technical assistance. The City shall strive to limit the type and size of newly installed street lighting fixtures to no more than five cobra head sizes (lumen output and pattern), and two decorative luminaires (lens, lumen output, housing style and tenon size). See City Appendix 2.a) ARTICLE IV – COORDINATION FOR NEW CONSTRUCTION These items will have processes (e.g. design, inspection, as-built), roles, responsibilities, and default cost recovery methods defined in the SOP: A. New installation or modification during development approval (i.e. PIP) B. New installation or modification, outside of a development, or in a roadway project (i.e. CIP) C. New installation or modification associated with a small cell D. New installation or modifications to City Facilities, work NOT performed by SUB E. New installation of City Facilities, work performed by SUB ARTICLE V – MAINTENANCE A. SUB responsibilities in this section are included in the Operations and Maintenance fees and tracked in the O&M Subsidiary Ledger. 1. SUB shall be responsible for maintenance of NESC Installations of City Facilities, with inclusions, exclusions, and clarifications described in the SOP for specific assets. 2. SUB shall be responsible for locating underground circuits for NESC Installations. 3. SUB shall be responsible for troubleshooting NESC installations, as described in the SOP. 4. SUB shall maintain City owned NESC Installations attached to Foreign Facilities. 5. SUB shall be responsible for coordinating with other utilities when performing maintenance on NESC Installations connected to Foreign Facilities. 6. SUB shall transfer City Facilities to the new utility pole when the old utility pole is replaced. 7. SUB, in coordination with the City, shall respond to customer inquiries and reported problems with the City Facilities to minimize the number of transactions. The division of responsibilities will be described in the SOP. 8. SUB shall maintain an adequate inventory of street light materials as described in the SOP. 9. SUB shall provide estimates for Extended Maintenance and special projects, as requested by the City. Attachment 1, Page 5 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 6 of 9 10. SUB, in coordination with the City, shall coordinate physical asset management, including as-builts, mapping and database records to enable reasonable access as described in the SOP. 11. SUB shall energize and de-energize NESC Installations, as needed, for new installations and maintenance. 12. SUB will provide an annual report no later than January 31 for the preceding calendar year as described in the SOP. B. City maintenance responsibilities: 1. The City shall be responsible for locating underground circuits for NEC installations. 2. The City shall be responsible for the maintenance activities of NEC installations. 3. The City shall maintain an adequate inventory of street light materials as described in the SOP. 4. The City shall be financially responsible for the Extended Maintenance activities of City-owned NESC facilities. The City may contract with SUB or a SUB-approved contractor to perform work on the city’s behalf. ARTICLE VI – ADDITIONAL SERVICES SUB responsibilities in this section are not covered by the Operations and Maintenance fees, nor accrued to the Subsidiary Ledger. Additional billings will be made, based on the work performed, and billed per project at actual cost as a pass-through. A. SUB shall be responsible for performing emergency work to address conditions that affect public safety. The description of the scope of work to be performed will be described in the SOP. The following are some examples of emergency work: • Any emergency response where the benefit to the City Facilities is incidental to SUB’s response, the work will be performed without additional cost to the City • Response for other unforeseen natural events where SUB’s response is primarily for the benefit of City Facilities • Response for damage per SOP B. Extended Maintenance work and special projects shall be requested by the City and performed by SUB upon mutual agreement, as described in the SOP. When requested by the City, SUB will provide a written estimate prior to work being authorized. If the City directs SUB to perform the Extended Maintenance work, SUB may proceed on verbal approval followed by written request. Attachment 1, Page 6 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 7 of 9 ARTICLE VII - BILLINGS A. Each month, SUB will prepare the previous month’s invoice for energy, based on SUB’s L-1 Rate Schedule for NESC Installed lights, and maintenance costs for all SUB maintained lights, based on SUB’s Appendices 1.b) and 1.c). All maintenance costs at a fixed rate per fixture will appear on this invoice and all Extended Maintenance shall be invoiced separately. B. Energy billing for NESC Installations will be determined by actual energy usage as measured by Nodal Metering. The control system will be rated for at least 0.5% accuracy and will be agreed to by SUB prior to deployment. The City shall provide SUB access or information regarding consumption, as described in the SOP. In the event that there is insufficient data to determine the energy consumption using the Nodal Metering, the default kWh calculation will be based on the NEMA input wattage for the fixture with an average of 304 hours per month (averaging 10 hours per night). C. Maintenance of street lights shall be performed on an actual cost basis. At the end of each billing year, actual SUB labor and material costs will be tracked and debited to the O&M Subsidiary Ledger and City monthly maintenance payments will be credited to the O&M Subsidiary Ledger. A balance will be carried over from one year to the next. The maintenance rates in effect and the carryover will be used to determine the following year’s maintenance rates with the provision that the rates shall not increase or decrease by more than 5% from year to year after accounting for cost of living changes according to Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-W), http://www.ssa.gov/oact/STATS/cpiw.html, without mutual concurrence, starting in 2024. With mutual concurrence, the CPI-W adjustment may be disregarded. Every five years, a review should be performed to true up experienced maintenance costs, and this may result in a one-time payment to cure the differential. D. Upon termination of this Agreement, the City and SUB shall have negotiations to reconcile any remaining carryover debit or credit. E. Billings for Extended Maintenance and special projects will be invoiced as Work For Others within 90 days of work completion, unless other arrangements are made. ARTICLE VIII – CONTRACTORS A. The contractor specifically agrees to comply with all applicable health and safety laws and regulations whether federal, state, or local, and whether adopted for the benefit of contractor’s employees or the general public. The contractor shall be responsible for remedying unsafe work procedures giving rise to violations, and shall defend and hold harmless SUB from any penalty, fine, or liability in connection therewith. Attachment 1, Page 7 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 8 of 9 B. City contractors working on NESC Facilities shall follow either option 1 or 2 below, with SUB’s approval. 1. Comply with all of the following: a) SUB shall be informed of the City’s intent to have a contractor perform street light work on SUB-owned poles, making electrical connections at the Ownership Boundary or having access to SUB j-boxes or transformers. b) SUB shall provide a system orientation to the contractor prior to allowing the work on SUB Facilities. c) Contractors used by the City on SUB Facilities shall have completed the BOLI Standards of Apprenticeship for Electrical power-line installers and repairers and must follow OSHA 1910.269 Electrical power generation, transmission and distribution. d) The contractor shall meet SUB’s insurance coverage requirements as specified in SUB’s Standard Terms and Conditions.. 2. Electrical contractors, used by the City on City Facilities that are under SUB’s Exclusive Control, shall coordinate with SUB for disconnection and reconnection of NESC installations. ARTICLE IX – LIABILITIES A. SUB shall indemnify and hold harmless the City and its employees from and against any and all claims, losses, damages, and expenses, including attorney’s fees at or before trial, and on appeal, on account of or resulting from the performance of work by SUB pursuant to this agreement. B. The City shall indemnify and hold harmless SUB and its employees from and against any and all claims, losses, damages, and expenses, including attorney’s fees at or before trial, and on appeal, on account of or resulting from the performance of work by City or it’s contractor(s) pursuant to this agreement. ARTICLE X – TERMS OF AGREEMENT This Agreement shall continue in force for three (3) years from its effective date and thereafter until terminated by either party at any time upon at least 180 days prior notice to the other party, and provided further that notwithstanding such termination, this Agreement shall remain in full force and effect with respect to any and all work requests received from the City prior to the time of termination. Attachment 1, Page 8 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Page 9 of 9 In witness whereof, the parties hereto have caused these present to be executed by their respective officers thereunto duly authorized as of this day and year written below. SPRINGFIELD UTILITY BOARD By: ______________________________________ Jeff Nelson, General Manager Date: ____________________________________ CITY OF SPRINGFIELD By: _____________________________________ Nancy Newton, City Manager Date: ____________________________________ Attachment 1, Page 9 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Appendix 1.A. O&M Subsidiary Ledger Appendix 1.A. Effective Date: _____________ SUB expenses are tracked using Job # 110644 or other job numbers directly assigned for street light maintenance. SUB overheads are accumulated at the maintenance/expense values. Revenue and expenses will cover the same time frame. Additional payments shall be listed as separate line items Year Revenue from City SUB Expenses Revenue - Expense Running Total Notes 2023 ($107,830.14) Carry over 2024 January to June 2024 True up. 2024 July to December 2025 2026 2027 2028 2029 True-up year Attachment 1, Page 10 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Appendix 1.B. O&M Fees Appendix 1.B. Effective Date: _____________ The maintenance rate for 2024 is $1.65 per NESC installed light per month. Attachment 1, Page 11 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Appendix 1.C. SUB Energy Fees Appendix 1.C. Effective Date: _____________ Unmetered lights are billed according to the L-1 current rate schedule. As of 4/1/24, the basic rate is $0.43 per light per month and $0.0655per kWh. Attachment 1, Page 12 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Appendix 1.D. SUB Construction Standards and Drawings Appendix 1.D. Effective Date: _____________ SUB accepts the following City drawings without exception for NESC installations: TSD5_23 Metal Pole Luminaire Detail, dated October 2003 TSD5_24b Fiberglass Pole with “Cobra Head” Luminaire Detail, dated Feb 16, 2023 5-24d Decorative Street Light Detail, dated May 2020 Attachment 1, Page 13 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Appendix 2.A. Manufacturer Part Numbers for Fixtures and Control Nodes Appendix 2.A. Effective Date: _____________ Fixtures Light Category Manufacturer Model Input Wattage Replacement Pathway Acuity ATBX P10 MVOLT R2 BK NL P7 14 Replacement Low Acuity ATBMIC P105 MVOLT R2 NL P7 45 Replacement Med Acuity ATBMIC P155 MVOLT R2 NL P7 61 Replacement High Acuity ATB0 P303 MVOLT R2 NL P7 106 Replacement Very High Acuity ATB0 P305 MVOLT R3 NL P7 145 Decorative Granville* Holophane GVD3 P40 40K MVOLT MS GL3 BK ST TBK PR7 L20 80 Decorative Washington* Holophane WAE3 P40 40K MVOLT EN GL3 BK SK TBK PR7 L20 80 New development and capital projects will attempt to use the above fixtures whenever possible, however actual site conditions and geometries may require other fixtures to be used. *Confirm decorative part numbers with Holophane rep prior to purchase, due to frequent part number changes. Control Nodes Node Category Manufacturer Model Cobrahead Dimonoff RME-XBP-GPS Decorative Dimonoff RTM-XBP-IO Attachment 1, Page 14 of 18 2024 City – SUB Intergovernmental Agreement for Street Lights Appendix 2.B. NEC-related Construction Standards and Drawings Appendix 2.B. Effective Date: _____________ Please see the following City of Springfield standard drawings 5-23, TSD5_24b, and 5-24d. Attachment 1, Page 15 of 18 Attachment 1, Page 16 of 18 Attachment 1, Page 17 of 18 Attachment 1, Page 18 of 18 City of Springfield & SUB Street Light Maintenance IGA 1 Brian Conlon, Operations Director Scott Miller, P.E., Traffic Operations Engineer Brian Barnett, P.E., City Traffic Engineer Attachment 2 Page 1 of 5 History & Profile City owns approximately 5,000 street lights 3,500 on City-owned poles 1,500 on SUB-owned poles 90% of the system is under SUB’s exclusive control as the utility 2Attachment 2 Page 2 of 5 History & Profile Electrical code requirements require most of this system to be maintained by line workers and not electricians This system is maintained (mostly by SUB) under the existing 2003 IGA We are presenting a new IGA for City Council and SUB Board approval 3Attachment 2 Page 3 of 5 2003 IGA 2024 IGA Lights billed at flat rate based on wattage.LED lights that have control nodes will be billed on actual consumption. Further conservation available through dimming and trimming. Maintenance costs can increase or decrease up to 5% per year. Similar reimbursement model but also incorporates inflation adjustment. Facility ownership boundaries defined in broad terms. Robust definition of facility ownership boundaries. Unclear maintenance responsibilities.SUB line workers perform routine maintenance on all unmetered lights. City electricians perform routine maintenance on all metered lights. No Standard Operating Procedure (SOP).Items that may change periodically (business rules, part numbers, asset management) moved to SOP. 4 Key IGA Updates Attachment 2 Page 4 of 5 Questions? Brian Barnett, P.E., City Traffic Engineer bbarnett@springfield-or.gov, 541-726-3681 Scott Miller, P.E., Traffic Operations Engineer smiller@springfield-or.gov, 541-726-3673 5Attachment 2 Page 5 of 5