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HomeMy WebLinkAboutMead & Hunt 2008-05-29MEAD 1JNr'17, Designing thefillare May 29, 2008 Mr. Mel Grandi Electric Utilities Director City of Ukiah 411 W. Clay Street Ukiah, CA 95482-5400 Subject: Operations Plan for Lake Mendocino Power Project Dear Mr. Grandi: Mead & Hunt, Inc. (Mead & Hunt) is pleased to submit this proposal for the above -referenced project. Project Understanding This proposal is based on City of Ukiah's (Ukiah) request for proposal to formulate an operations plan for the Lake Mendocino Hydroelectric Project (Project). The request was from Mel Grandi to Mead & Hunt. Lake Mendocino Hydroelectric Project is licensed by the Federal Energy Regulatory Commission (FERC) and owned by Ukiah, a member of Northern California Power Agency (NCPA). The Lake Mendocino Hydroelectric Project derives its water and head for power generation from Lake Mendocino, created by Coyote Dam. Coyote Dam is owned and operated by the United States Army Corps of Engineers (USACE). Ukiah has requested that NCPA operate the facility on its behalf. Releases from the Lake are controlled exclusively by the USACE and by Sonoma County Water Agency (SCWA). Project operations need to be performed so that water released from the water storage pool meets minimum in -stream flow requirements mandated by the Water Resources Control Board (WRCB) Decision No. 1610, taking into account diversions to meet water rights, including those held by the Mendocino County Russian River Flood Control and Water Conservation Improvement District. There is no separate agreement with the District. Operation of the project is influenced by several existing licenses, permits, and agreements with various agencies and stakeholders. These entities include FERC, USACE, National Oceanic and Atmospheric Administration (NOAA), California Department of Fish & Game (CDFG), and SCWA. While in Power Generation Mode (when the outlet facility is pressurized for power generation), there are five separate outlets that can discharge water from the reservoir. Those outlets include two hydroelectric turbines, the 108 -inch cone valve, the 54" cone valve, and the 18 -inch gate valve. The operating characteristics of each of the outlets either operating separately or jointly must be considered in the development of the operation plan. >`✓',ead P Huni Inc. 3327 Longview C,r ve Sacrmewo California 95K I 916, 971 3961 Pax: 916 971 0578 www meadhoo coo Mr. Mel Grandi May 29, 2008 Page 2 The goal of the operations is to maximize power production while complying with the FERC license conditions and the requirements of the other agencies and stakeholders. We understand that Ukiah is interested in receiving our proposal to meet this goal. The operation plan must be tailored to enable the NCPA Dispatch Center to operate the project smoothly and without having to refer to the various requirements in different places. NCPA arranged a meeting with Mead & Hunt on March 25, 2008, to fully explain its expectations. Scope of Services After receipt of authorization to proceed, Mead & Hunt shall conduct: Task 1.0 —Determining Operating Constraints Mead & Hunt will conduct a comprehensive review of the existing licenses, agreements, and operations related documentation that have a bearing on operation of the Project. These include: 1. FERC license 2. Operations & Maintenance (O&M) Agreement and Lease Agreement between the City of Ukiah and USACE 3. Memorandum of Agreement between NOAA and the City of Ukiah 4. Memorandum of Agreement between USACE,_SCWA, and the City of Ukiah 5. Emergency Action Plan 6. Decision 1610 7. SCWA flow requirements 8. Tainter Valve Operations and Maintenance Manual At least two of these documents are in the process of being updated by the various parties involved. Mead & Hunt will review and appropriately incorporate both versions of the document into the operations plan as directed by NCPA as to which document controls if there are conflicting issues. Additionally, Mead & Hunt will utilize the available performance indices of turbines and valves to assess their characteristics at various flows and the reservoir levels. Nameplate data for the turbines and valves will be obtained to determine if supplemental information is available from manufacturers. Additional facility operations information (such as pressure gage locations, existing measurement points, etc.) will be obtained from NCPA and Ukiah personnel. General physical/mechanical constraints not captured by documented data will be gathered via interviews with operations staff. Mead & Hunt will utilize the information from the U.S. Geological Survey (USGS) stream gage downstream of the project as a reference in the development of the operation plan. This task assumes one trip to the City of Ukiah to talk with operations personnel, gather necessary data from Ukiah, and visit the project site to obtain any site-specific information necessary for preparation of the Operations Plan. U:120081WRI00031-00-08001ITask 95 - NCPA Lake Mendocino Operations PIanICFEEIGrandi Letter Proposal 052908.doc Mr. Mel Grandi May 29, 2008 Page 3 We have estimated 80 hours and $9,712 for this task. The findings of this task will be documented in a draft report and provided to NCPA for verification. These findings will form the basis for the operations plan. Task 2.0 — Prepare Operations Plan Mead & Hunt will prepare the operations plan with the purpose of providing guidance to the operations personnel in operating the facility in compliance with the various conditions while maximizing power production. The plan will contain appropriate tables and procedures to determine the settings needed for each outlet to achieve the flow requirements. Project operations constraints and responsible parties will be summarized in the plan to make this information readily available and easily accessible to the operators. The operations plan will be in the form of the plan document with the supporting documentation as attachments (agreements and performance indices for each outlet). Characteristics of the project hydraulics of the system can be complicated and may be difficult to accurately define due the following factors: • The outlet characteristics are mainly theoretical and based on either mathematical or physical model studies of the cone valves and hydroelectric turbines prior to their manufacture. Although we may find that some field testing of the actual units may have occurred, the level of accuracy of that testing is limited by the ability to isolate each device and accurately measure its discharge at both varying settings and varying heads. In addition, the outlets have operated for a number of years and normal wear can change the characteristics. • Since all of the outlets share common conveyance facilities, the head at each outlet will vary depending on the flow through the other outlets, as increased total flow will result in larger head losses. This is further complicated by the physical configuration of the plenum chamber. It is possible that, depending on which combination of units is operating, there could be different amounts of head loss for any given flow depending on the outlets being used to pass that flow. Due to this complexity, we will initially issue a copy to NCPA for review and comment. Once we have reviewed and incorporated the appropriate comments, we will issue a Working Draft. We propose that NCPA operate the facility utilizing the Working Draft for a period of 6 months to 1 year to observe the degree of inaccuracies of the hydraulic components. We will issue a final version of the Operation Plan incorporating the results of the observation following a review and discussion of the observed data. The document so produced after the fine tuning will be considered the final plan. Mead & Hunt will be available for further modifications to the plan if Ukiah so desires in the future for an additional fee. U:120081WR100031-00-080011Task 95 - NCPA Lake Mendocino Operations Plan1CFEElGrandi Letter Proposal 052908.doc Mr. Mel Grandi May 29, 2008 Page 4 Mead & Hunt proposes to provide only an electronic copy of the Review and Comment version of the Operation Plan. We will provide an electronic copy plus 3 hard copies of the Working Draft and the final version of the Plan. We have estimated 128 hours and $13,658 for this task. Task 3.0 —Computer -Based Operations Tool (Optional Task) If requested by NCPA, Mead & Hunt will provide a spreadsheet -based model that your operations personnel can use to calculate the necessary settings for the valves and turbines given the flow and available outlets within the operating criteria for the project. The model will be created in MS Excel using necessary macros to function in a user-friendly manner. Under this option, the operations tool will be provided along with the Preliminary, Draft, and Final Plan, updated appropriately between each version. We have estimated 88 hours and $10,400 for this optional task. Task 4.0 — Project Management Mead & Hunt will provide appropriate project management to manage the budget, schedule and deliverables. Deliverables Mead & Hunt will provide the following deliverables: • Technical memorandum with basis of operations plan • Copies of the Review and Comment, Working Draft, and Final Operation Plan including a summary and compilation of project -related licenses and agreements, performance data for turbines and valves, and other pertinent information. • Data collection criteria to accompany the Draft Operations Plan to facilitate fine tuning the pian and production of the Final Operations Plan. • Computer-based operations spreadsheet tool (Optional). Responsibilities of Northern California Power Agency Our Scope of Services and Compensation are based on Ukiah performing or providing the following: • A designated representative with complete authority to transmit instructions and information, receive information, and define decisions. • Access to the project site and arrange for Mead & Hunt interviews with personnel. • Available data, drawings, and information related to the project. • Review of draft reports within two weeks of receipt. U.120081WR100031-00-08001ITask 95 - NCPA Lake Mendocino Operations PlanICFEE1Grandi Letter Proposal 052908.doc ► Mr. Mel Grandi May 29, 2008 Page 5 • Protection of Mead & Hunt -supplied digital information or data, if any, from contamination, misuse, or changes. • Access to copies licenses and agreements, where available. • Access to any recorded gage data pertaining to system operation. Compensation The work described under the Scope of Services will be performed on a time -and -expense basis in accordance with the Mead & Hunt Standard Billing Rate Schedule, which is attached and made part of this proposal. The estimate of probable engineering cost of services is shown below. Task 1: Determining Operating Constraints...........................................................................$9,712 Task 2: Formulating Operations Plan..................................................................................$13,658 Task 4: Project Management.................................................................................................$2,736 Total: .................................................................................................................................... $26,106 Task 3: Creating Management Tool (Optional)...................................................................$10,400 Schedule The Review and Comment version of the Plan and computer-based operations spreadsheet tool will be completed 8 (eight) weeks after the notice to proceed. The Working Draft will be completed within 3 (three) weeks of obtaining both operational data for various operations scenarios and notice from Ukiah to update the plan. Authorization The Scope of Services and Compensation stated in this proposal are valid for a period of thirty (30) days from date of submission. If authorization to proceed is not received during this period, this proposal may be withdrawn or modified by Mead & Hunt. Signatures of authorized representatives of Ukiah and Mead & Hunt shall convert this proposal to an Agreement between the two parties, and receipt of one signed copy shall be considered authorization to proceed with the work described in the Scope of Services. U:120081WR100031-00-0800ffask 95 - NCPA Lake Mendocino Operations Plan1CFEE1Grandi Letter Proposal 052908.doc Mr. Mel Grandi May 29, 2008 Page 6 We appreciate the opportunity to submit this proposal to the City of Ukiah. Respectfully submitted, MEAD & HUNT, Inc. Eric A. Van Deuren Vice President, Water Resources Attachment Accepted by: CITY OF UKIAH Approved by: MEAD & HUNT NC. By: By: Name: Jane Chambers Name: Eric A. Van Deuren Title: City Manager Title: Vice President, Water Resources The above person is authorized to sign for Client and bind the Client to the terms hereof. Date: (- " 7— eO Date: May 29, 2008 U.1200ftM00031-00-0800117ask 95 - NCPA Lake Mendocino Operations Plan1CFESGrandi Letter Proposal 052908.doc MEAD & HUNT, Inc. Standard Billing Rate Schedule Western United States Effective January 1, 2008 Standard Billing Rates Clerical.................................................................................................................................$63.001 hour Interior Designer, Technical Editor......................................................................................$85.00 / hour SeniorEditor......................................................................................................................$130.001 hour Registered Land Surveyor... ...... .................................................. .... __ ... ...... .... $100.00 ! hour Accounting, Administrative Assistant................................................................................... $80.00 / hour Technician 1, Technical Writer............................................................................................. $72.001 hour Technician It, Surveyor - Instrument Person....................................................................... $88.00 f hour TechnicianIII.....................................................................................................................$100.00 / hour Technician IV..:,. ................ * .... * .... * ... * ............ ' ..... ­­­** ......... 10.00 / hour SeniorTechnician.............................................................................................................. $150.00 / hour Engineer I, Scientist I, Architect I, Planner i......................................................................$105.00 / hour Engineer II, Scientist II, Architect ll, Planner II..................................................................$115.00 / hour Engineer III, Scientist III, Architect III, Planner III..............................................................$130.00 / hour Senior Engineer, Senior Scientist, Senior Architect, Senior Planner, Senior Economist...$150.00 / hour Project Engineer, Project Scientist, Project Architect, Project Planner.............................$165.00 f hour Senior Project Engineer, Senior Project Scientist, Senior Project Architect, SeniorProject Planner.......................................................................................................$190.00 / hour SeniorAssociate................................................................................................................ $230.00 / hour Principal..............................................................................................................................$245.00 / hour Senior Client/Project Manager...........................................................................................$245.00 / hour Expenses Geographic Information or GPS Systems........................................................................... $32.00 / hour Total Station Survey Equipment..........................................................................................$16.001 hour Charges for other equipment may appear in a proposal Out -Of -Pocket Direct Job Expenses...................................................................................cost plus 15% Such as reproductions, sub -consultants / contractors, etc. Travel Expense Company or Personal Car Mileage ....................................................................................... $0.751 mile Air and Surface Transportation....................................................................................:......cost plus 15% Lodging and Sustenance....................................................................................................cost plus 15% Billing & Payment Travel time is charged for work required to be performed out -of -office. A minimum of two hours will be billed for any work out -of -office. Invoicing is on a monthly basis for work performed. Payment for services is due within 30 days from the date of the invoice. An interest charge of 1.5% per month is made on the unpaid balance starting 30 days after the date of invoice. This schedule of billing rates is effective January 1, 2008, and will remain in effect until December 31, 2008, unless unforeseen increases in operational costs are encountered. We reserve the right to change rates to reflect such increases.