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Home My WebLink About01-24-22 Council Workshop To join Zoom meeting, click here. Meeting ID: 861 1672 6946 Passcode: 857836 To join with mobile: 1-253-215-8782 CALL TO ORDER Mayor Barb Tolbert PLEDGE OF ALLEGIANCE ROLL CALL Mayor Barb Tolbert – Julie APPROVAL OF THE AGENDA Mayor Pro Tem Jan Schuette INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS WORKSHOP ITEMS – NO FINAL ACTION WILL BE TAKEN 1. Public Works Personnel Requests ATTACHMENT A Staff Presentation: Jim Kelly Council Liaison: Debora Nelson 2. Procurement of Remaining Membranes for Water Reclamation Facility ATTACHMENT B Staff Presentation: Jim Kelly Council Liaison: Debora Nelson ADMINISTRATOR & STAFF REPORTS MAYOR’S REPORT COMMENTS FROM COUNCILMEMBERS/COUNCILMEMBER REPORTS PUBLIC COMMENT For members of the public who wish to speak to the Council. Please limit your remarks to three minutes. Arlington City Council Workshop Monday, January 24, 2022 at 7:00 pm REVIEW OF CONSENT AGENDA ITEMS FOR NEXT MEETING EXECUTIVE SESSION RECONVENE ADJOURNMENT Mayor Pro Tem Jan Schuette / Mayor Barb Tolbert City of Arlington Council Agenda Bill Item: WS #1 Attachment A Arlington is quickly highlighting the need for required expansion of water/sewer treatment operations, an expansion in distribution and collection obligations to keep up with development, and an expansion of capital infrastructure needs in design, replacement and new construction. Failure to provide staffing needed to maintain water, sewer, storm, and transportation infrastructure will have dire consequences for the City, the citizens, and for general public health. Public Works is requesting the following personnel action: • Reclassification of the City Engineer to Deputy Director of Public Works • Reclassification of a two-year seasonal GIS Technician to a full time two-year GIS technician • Hiring a Senior Engineer with strong utilities experience • Hiring a Sewer Collections staff person, and •Hiring a Water Treatment Plant Operator (scheduled for late 2022) ALTERNATIVES: Remand to staff for further discussion. RECOMMENDED MOTION: Workshop; discussion only. At the February 7, 2022 Council meeting, the recommended motion will be, “I move to approve a revision to the 2022 pay plan for the addition of three new Public Works full-time employees, and reclassification of two current Public Works employees.” City of Arlington Council Agenda Bill Item: WS #2 Attachment B • Kubota Quotation for replacement membranes for MBR trains #1, #3 and #4 • Kubota Sole Source Resolution 2021-027 for Membrane Purchase • Kubota Sole Source Justification Memorandum DEPARTMENT OF ORIGIN Public Works; Jim Kelly, Director 360-403-3505 EXPENDITURES REQUESTED: $2,320,770.00 BUDGET CATEGORY: Equipment Replacement Fund 320 Wastewater Capital Fund 406 BUDGETED AMOUNT: $1,448,565 (Equip Fund) $ 900,000 (Wastewater Capital Fund) LEGAL REVIEW: DESCRIPTION: Purchase of Kubota Membranes for Water Reclamation Facility MBR trains #1, #3, and #4. HISTORY: The City of Arlington’s membrane bioreactor (MBR) process was placed into operation in 2010. The facility was designed using Kubota Flat Plat membranes. Per the manufacturer, Kubota Membrane USA flat plate membranes are expected to have a service life of approximately 10 years. The City’s membranes are currently two years past this estimated service life. In 2021, Public Works presented a sole source justification memorandum to Council summarizing why using Kubota flat plat membranes to replace existing membranes was the preferred choice. Council issued Resolution 2021-027 authorizing the sole source procurement of Kubota membranes allowing KUBOTA Membrane USA Corporation 11807 North Creek Parkway S., Unit B-109 Bothell, WA 98011 Date:1/18/2022 Tel:425-898-2858, Fax: 425-898-2853 Quatation No.KMUHK22-001 DDP Delivery Term:6/1/2022 delivery for first 2 trains 6/27/2022 delivery for 1 train Valid through Item Description Qty Unit Price Currency Amount 1 Upper Membrane Cassette MRM200 (special order with shorter guide fins)39 27,500.00 USD $1,072,500.00 2 Lower Membrane Cassette MRW200 (special order with shorter guide fins)39 27,500.00 USD $1,072,500.00 3 All Caps and Flanges Included 4 Freight 3 58,590.00 USD $175,770.00 Product Warranty 5 Year $2,320,770.00 Issued by:Date:1/17/2022 Hiro Kuge Technology & Regional Sales Manager Authorized by:Date:1/17/2022 Diego Ayala President sign:Customer PO name:Note: QUOTATION Dear valued customer, In compliance with your inquiry mentioned below, we are pleased to quote you as follows. Payment Terms:Trade Terms: Net 30 Arlington WA 30 Days TOTAL PRICE (TAX EXCLUDED) Messrs/Customer :Ship To: * The quotation is presented with KMU's T&C. With customer's signature and/or with PO#, this form may serve as an order confirmation. Customer Acceptance: Attn: Mr. James Kelly City of Arlington Arlington Water Reclamation Facility The entire content of this Quotation is governed by the General Terms & Conditions of Kubota Membrane USA Corporation and/or Kubota Corpation. Tax: Applicable Sales/Local tax may apply pending Exempt confirmation(TBD).Customers are responsible for all unloading.If a lift gate or pallet jack is required, please advise upon order and KMU may be able to provide for an added cost. City of Arlington Public Works Memo To: City Council From: James Kelly, PE Cc: Ryan Morrison, Tom Giese Date: June 23, 2021 Re: Arlington Water Reclamation Facility Membrane Replacement Sole Source Justification The existing membrane bioreactor (MBR) process at the City of Arlington Water Reclamation Facility (WRF) was placed into operation in 2010. It consists of six MBRs of which four are currently in use, the remaining two MBRs will become operational as needed by growth. Per the manufacture Kubota, flat plate membranes were expected to have a service life of approximately 10 years, the City’s membranes are currently two years past this estimated service life. The City recently experienced issues with high turbidity permeate from Membrane Tank No. 2, this typically indicates likely membrane failures in the MBR tank. In September 2020 the membrane manufacturer, Kubota, conducted tensile strength testing at the site. Results indicate that the existing membranes are nearing the end or their service li fe after 11 years of operation (please see attached Kubota report). Given the test results, observations, and expected life span, the City has decided to replace all existing membranes in the four active membrane tanks. The City plans to replace membranes in Membrane Tank No. 2 in 2021 as an earlier and separate endeavor to address current issues. Therefore, Phase 1 of the replacement will involve Membrane Tank No. 2 in 2021 and Phase 2 of the replacement will involve replacement of membranes for MBR Tanks No. 1, 3, and 4 in 2022. The City and our consultant, BHC, have reviewed three types of membrane technologies for the replacement program: hollow fiber membranes, flat plate membranes, and ceramic membranes. Factors considered when reviewing membrane te chnology options included compatibility with the current WRF system setup, space requirements, operations and maintenance requirements, and cost. Each alternative has advantages and disadvantages that was considered as p art of the evaluation process, the advantages and disadvantages are presented in the below table: Sole Source Memorandum Flat Plate Membrane Replacement June 23, 2021  Page 2 Alternative Advantages Disadvantages Alternative #1 – Hollow Fiber Membranes  Low Energy  Membrane Space efficient for large installations >5 MGD  Cost effective for large installations  Not Cost Effective for small plants  Membranes damaged easily  System is somewhat complicated  Cannot operate with high MLSS  Shortest service life at 5 – 7 years Alternative #2 – Flat Plate Membranes (CURRENT TYPE IN USE)  Currently used; staff familiar with operation  Can be Low Energy  Cost effective for medium installations 0.5-5 MGD  Service life is at least 10 years  Not Cost Effective for small plants  Membranes damaged easily  Membrane cannot be backwashed  Cannot operate with low MLSS Alternative #3 – Ceramic Membranes  High mechanical strength and high reliability  Stable performance with fluctuating raw water quality. High turbidity conditions like high rainfall do not compromise the filtration performance.  Long service life (up to 15 years or more)  Eco-friendly. The membrane can be reused as a ceramic material after use  Energy-saving: low power consumption.  High cost  surface area/volume ratio is low so systems have larger dimensions  High weight  Brittle and must be handled with care The main points of the analysis are as follows: • The membranes at end of their useful life by age and per testing, so replacement is required. • The original MBR plant design intent was to replace membranes in kind. • Kubota membranes have performed well and exceeded their expected life. • Staff has gained a lot of knowledge and familiarity with Kubota membanes. • Hollow fiber membranes (e.g., Zenon) would require changing equipment (e.g., change to air actuated valves, change permeate pumps, etc.) and installation of additional equipment (e.g., backpulse tank, air compressor, etc.) in addition to new membranes, such that both cost prohibitive and space prohibitive. Sole Source Memorandum Flat Plate Membrane Replacement June 23, 2021  Page 3 • Flat sheet (e.g., Microdyn-Nadir) and ceramic membranes (e.g., Ovivo ceramic membranes) are expected to require less system changes. The potential savings in membrane replacement cost would be offset by necessary equipment and programming costs. For these reasons, it is recommended that the current MBR membranes be replaced with in kind with Kubota flat plate membranes. KUBOTA Membrane USA Corporation 11807 North Creek Pkwy S. Suite B-109 Bothell, WA 98072 Phone: 425-898-2858 Fax: 425-898-2853 Arlington, WA TENSILE STRENGTH TEST RESULTS 1. Background The Arlington WWTP membrane cartridges were taken for the inspection on September 2020. A tensile strength test was conducted on the membrane welded seam at 9/24/2020. 2. Tensile Strength test The Membranes are exposed to severe vibration caused by aeration while in service. Even though the membranes have a robust design, extended operation can cause fatigue deterioration at the membrane’s welded seam, nozzle and membrane supporting panel. This fatigue can be accelerated by excessive aeration, diffuser clogging and localized dewatering between the membrane cartridges. Also, at the end of membrane life time, the strength at the membrane’s welded seam will start to deteriorate. The tensile strength test measures the influence of fatigue deterioration on membrane sheet caused by vibration. Membrane sheet is cut into strips as shown in Fig.1 and pulled with digital force gauge. The new membrane will have strength in between 100 and 120N/20mm. If the strength is higher than 60N/20mm, the plant can continue to use the membrane. If the strength is in between 40 to 60N/20mm, the plant should start considering the replacement budget. If the strength is less than 40N/20mm, the replacement should happen ASAP. Test result and criteria are shown in figure 1. The weakest part of the membrane is classified as level B where the strength is in between 40 to 60N/20mm, and this indicates that the membrane is getting close to the end of life time. Table 1 Criteria of Tensile Test Strength Level More than 60 A Between 40 to 60 B Less than 40 C Level A: Good. Level B: Degraded. Level C: Poor. To be replaced soon.. KUBOTA Membrane USA Corporation 11807 North Creek Pkwy S. Suite B-109 Bothell, WA 98072 Phone: 425-898-2858 Fax: 425-898-2853 Figure 1 Tensile strength (Sep. 2020) Figure 2 Sample Location KUBOTA Membrane USA Corporation 11807 North Creek Pkwy S. Suite B-109 Bothell, WA 98072 Phone: 425-898-2858 Fax: 425-898-2853 Table 2 Tensile strength [N/20mm] Ｎ/20mm Sample No. 1 2 Membrane Lot No. 9B?????? 9B310290 Remarks #1 #2 Measured Area Front Back Front Back 1 87.6 81.7 81.5 64.5 2 81.8 74.4 83.3 71.4 3 91.2 74.0 82.7 76.9 4 85.5 81.7 91.0 78.2 5 83.9 75.6 83.7 75.9 6 79.8 80.1 75.8 72.0 7 70.5 65.7 74.1 72.6 8 67.9 60.9 61.4 61.8 9 73.0 60.1 72.6 62.9 10 78.0 64.8 71.2 67.5 11 75.8 70.1 80.6 63.8 12 83.3 74.0 80.5 69.8 13 56.5 65.1 47.9 48.2 14 49.1 59.5 43.0 42.4 15 51.4 53.0 47.3 42.6 A B KUBOTA Membrane USA Corporation 11807 North Creek Pkwy S. Suite B-109 Bothell, WA 98072 Phone: 425-898-2858 Fax: 425-898-2853