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Home My WebLink AboutWORKSHOP re Solid Waste Fee Schedule PWDepartment of Public Works O BoCC Workshop Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Mark McCauley, County Administrator From: Monte Reinders, Public Works Director/County Engineer �� Agenda Date: April 17, 2023 �/� Subject: Solid Waste Fee Schedule Statement of Issue: The current fee schedule for solid waste services became effective January 1, 2014 [Ord. 6-13 § 1 (Exh. A)] as part of Jefferson County Code, Appendix FEE SCHEDULES, III. Public Works Department - Solid Waste Division, attached for reference. Fees for solid waste services have not been adjusted since 2019 and revenue is not keeping pace with rising operational costs. Analysis/Strategic Goals/Pro's & Con's: The solid waste operations reserve and capital reserve funds have been drawn down in order to maintain the current fee schedule, last revised in 2019. Drawing down reserve fund balances further would be imprudent. Fiscal Impact/Cost Benefit Analysis: An issue paper is attached. Recommendation: Public Works staff would like to review the issue paper and recommendations with the County Administrator and Board of County Commissioners. Department Contact: Al Cairns X213 Reviewed By: rk McCauley, County Date Solid Waste Fee Schedule Issue Paper April, 2023 Statement of Issue The Jefferson County Solid Waste Enterprise Fund is self -funded by the fees charged for municipal solid waste. A small portion of operating costs (less than 1 %) are paid for with grant funds from the Department of Ecology. Operational costs for salaries and benefits, equipment purchase and maintenance, and contracted services like solid waste transport and disposal have all increased by at least 3% per annum since the last adjustment to solid waste fees in 2019. Fees need to be adjusted to meet these cost increases and to maintain prudent fund balances in order to make Capital improvements and to make emergency repairs or replace critical equipment. Solid waste handling facilities use minimum fees to manage self -haul customer demand by encouraging fewer, heavier loads or curbside service by subscription. The current minimum fee at the Transfer Station has not been adjusted since 2014. The fee schedule at the Quilcene Rural Drop Box is based on volume rather than weight because the facility lacks scales. The fee schedule is set to make the facility operation cost -neutral or positive. Revenue has not met operational costs for the past 3 years. The fee schedule for yard debris disposal has not been adjusted since adoption in 2014 and the minimum charge is too low to discourage frequent, low weight visits which cause longer wait times for other customers. Background Benchmarks The current fee schedule became effective January 1, 2014 [Ord. 6-13 § 1 (Exh. A)] as part of Jefferson County Code, Appendix FEE SCHEDULES, III. Public Works Department — Solid Waste Division, and attached for reference. Under III-012 Fee Indexing, three benchmarks are used to guide fund balances: (1) A year end reserved capital fund balance of 12% of current capital replacement value in equipment and buildings (2) A year end reserved operations fund balance of 15% of annual solid waste expenditures (3) An increase in annual waste tons received of no less than 1% with 2013 as the base year A report on solid waste facility asset values was completed in November 2022 and is attached for reference. Current facility replacement costs are estimated at a low of $6,910,949 and a high of $8,167,485. Using the high replacement cost estimate and the current solid waste budget, Table Solid Waste Fee Schedule Issue Paper April, 2023 1 shows that the above benchmark for reserved capital fund is not being met while it is for reserved operations fund. Table 1 Current Ordinance Benchmarks Capital Fund Facility Replacement Cost: $ 8,167,485 Projected Capital Fund Balance end of 2023: $ 915,839 12% of Facility Replacment Cost: $ 980,098 Difference: $ (64,259) Reserved Operations Fund Projected Solid Waste Expenditures: $ 4,217,993 Projected Reserved Fund Balance End of 2023: $ 1,398,348 15% of Reserve Fund Balance: $ 632,699 Difference: $ 765,649 A benchmark of 25% for reserve balances is more prudent considering the need for facility replacement, the large outlay for emergency replacement of critical machinery, the current inflationary period, and the program's vulnerability to large market corrections. Table 2 shows that should the benchmarks be adjusted upward to 25% of facility replacement costs and one quarter of annual expenditures, the fund balance would fall far below the benchmark for capital replacement and would be only marginally sufficient to meet the benchmark for annual operating expenditures. Table 2 Modified Benchmarks: 25% Capital and O&M Capital Fund Facility Replacement Cost: $ 8,167,485 Projected Capital Fund Balance end of 2023: $ 915,839 25% of Facility Replacment Cost: $ 2,041,871 Difference: $ (1,126,032) Reserved Operations Fund Projected Solid Waste Expenditures: $ 4,217,993 Projected Reserved Fund Balance End of 2023: $ 1,398,348 25% of Projected Expenditures: $ 1,054,498 Difference: $ 343,850 The third benchmark concerning annual tonnages serves as a sort of caveat for the first two. It sets the basis for fee adjustments regardless of fund balances should tonnages (99.06% of revenue) begin to soften and provides the County with a means to react to market downturns, as has been experienced in the past. 2 Solid Waste Fee Schedule Issue Paper April, 2023 Table 3 shows that the average increase in tonnages of 3.4% since 2013 meets the third benchmark. It should be noted however that there are years of near -zero or negative growth in the mix and these variations in revenue have been addressed by either spending down the operating fund balance or with a slight increase to the tipping fee or both. This strategy allows us to make incremental adjustments to the fees in service to our customers. Operating reserves have been spent down since 2019 in order to maintain the current fees, from a beginning balance of $2.2M in 2022 to an estimated $1.2M at end of 2023. This has only been possible with an increase in tonnages (revenue). Additional revenues are now necessary to maintain benchmark reserves. Table 3 Transfer Station Annual Tonnage 2013-2023 Year Tonnage % Increase 2013 17,673.15 2014 17,662.24 -0.1% 2015 18,814.26 6.5°% 2016 20,413.86 8.5% 2017 20,454.07 0.2°% 2018 20, 960.14 2.5% 2019 21,662.34 3.4°% 2020 21,587.13 -0.3% 2021 23,443.41 8.61% 2022 23,816.81 1.6% Average Increase 3.4°% The Solid Waste Fund is vulnerable to major market corrections as seen in Tables 4 and 5. In this "stress test", the 2023 projected end of year fund balances and expenditures are applied to the historic decrease in revenue starting in 2006 which was a bellwether to the market correction caused by bank failures in 2008. These tables show that if fund balances were set at the recommended 25% of annual operating expenses and facility replacement value they would be inadequate to meet the benchmark in the third year of a market downturn and capital funds would be far below benchmark immediately. This demonstrates the importance of maintaining adequate reserves to weather major market downturns and the need to rebuild those balances now. Table 4 Historic Market Correction Applied to Reserved Operations Fund Proiections Year Revenue Increase/ Decrease (%) 2023 End of Year Fund Balance Expenditures 15% Reserve Over/Under Benchmark 25% Reserve Over/Under Benchmark 2006 $ 1,398,348 $ 4,217,993 $ 632,699 $ 765,649 $ 1,054,498 $ 343,850 2007 -4% $ 1,342,414 $ 4,323,443 $ 648,516 $ 693,898 $ 1,080,861 $ 261,553 2008 -1% $ 1,328,990 $ 4,431,529 $ 664,729 $ 664,261 $ 1,107,882 $ 221,108 2009 -9% $ 1,209,381 $ 4,542,317 $ 681,348 $ 528,033 $ 1,135, 579 $ (73, 802) 2010 1% $ 1,330,319 $ 4,655,875 $ 698,381 $ 631,938 $ 1,163, 969 $ (166, 350) 2011 -6% $ 1,250,500 $ 4,772,272 $ 715,841 $ 534,659 $ 1,193,068 $ (57,432) 2012 0% $ 1,250,500 $ 4,891,579 $ 733,737 $ 516,763 $ 1,222,895 $ (27,605) 2013 2% $ 1,275,510 $ 5,013,868 $ 752,080 $ 523,430 $ 1,253,467 $ (22,043) 2014 0% $ 1,275,510 $ 5,139, 215 $ 770,882 $ 504,628 $ 1,284,804 $ 9,294 2015 6% $ 1,198, 979 $ 5,267,695 $ 790,154 $ 408,825 $ 1,316,924 $ 117,945 2016 8% $ 1,294,898 $ 5,399,388 $ 809,908 $ 484,989 $ 1,349,847 $ 54,949 Solid Waste Fee Schedule Issue Paper April, 2023 Table 5 Historic Market Correction Applied to Capital Fund Year % Revenue Increase/ Decrease 2023 End of Year Fund Balance 2023 Replacement Cost 12% Reserve Over/Under Benchmark 25% Reserve Over/Under Benchmark 2006 $ 915,839 $ _ 8,167, 485 $ 980,098 $ 64,259 $ 2,041,871 $ (1,126, 032) 2007 -4% $ 859,905 $ 8,371,672 $ 1,004,601 $ (144,696) $ 2,092,918 $(1,233,013) 2008 -1% $ 846,481 $ 8,580,964 $ 1,029,716 $ (183, 235) $ 2,145, 241 $ (1,298,760) 2009 -9% $ 726,872 $ 8,795,488 $ 1,055,459 $ (328,587) $ 2,198,872 $ (1,472,000) 2010 1% $ 738,966 $ 9,015,375 $ 1,081,845 $ (342, 879) $ 2,253,844 $ (1,514,878) 2011 -6% $ 659,147 $ 9,240,760 $ 1,108, 891 $ (449, 745) $ 2,310,190 $ (1,651,043) 2012 0% $ 657,204 $ 9,471,779 $ 1,136, 613 $ (479, 409) $ 2,367,945 $ (1,710,740) 2013 2% $ 682,214 $ 9,708,573 $ 1,165, 029 $ (482, 815) $ 2,427,143 $ (1,744,929) 2014 0% $ 683,009 $ 9,951,287 $ 1,194,154 $ (511,146) $ 2,487,822 $ (1,804,813) 2015 6% $ 759,539 $ 10,200,070 $ 1,224,008 $ (464,469) $ 2,550,017 $(1,790,478) 2016 8% $ 855,458 $ 10,455,071 $ 1,254,609 $ (399,151. $ 2,613,768 $ 1,758,310) Minimum Fee The minimum transaction fee of $10 was set in 2014 and is no longer effective at incentivizing less frequent and heavier loads or curbside service for self -haul customers. Table 6 compares the 2017- 2021 number of self -haul customers and total tonnages above and below the minimum fee with 45% of the customer mix bringing only 13% of tonnages (revenue). This large imbalance strains the transfer station operation by increasing customer wait times while providing less program revenue. By comparison, Kitsap County staff have shared that minimum fee customers at the Olympic View transfer station make up less than 10% of the customer mix and that they hope to further reduce the number of minimum charge customers with an increase of the fee to $41.00 that became effective January 1, 2023. We have observed an increase in Kitsap County customers using the Jefferson County transfer station since the minimum fee increase in January at Kitsap County facilities. Table 6 5 Yr Totals Trans Tons Minimum Fee Customers 145,655 5,671.75 Above Minimum Fee Customers 179,446 39,234.95 Totals 325,101 44,907 Percentage of Minimum Fee customers 45% 13% Percentage of Cash Self Haul Above Minimum Fee 55% 87% E Solid Waste Fee Schedule Issue Paper April, 2023 Table 7 shows the fees charged at regional facilities for comparison with Jefferson County's fees. These Counties have historically been used to compare Jefferson County's level of service. King County and Seattle facilities have been used for level of service comparison to show that Jefferson County's solid waste program performs as well as urban area programs. Table 7 Municipal Solid Waste Transfer Station Minumum/Trip Fee Min. Fee Weight Per Ton Fee Seattle $ 33.00 420 $ 180.80 King County (effective 1/1/23) $ 30.25 320 $ 165.61 Kitsap County (effective 1/1/23) $ 41.00 660 $ 118.00 Mason County $ 17.89 340 $ 110.27 Snohomish County $ 20.00 360 $ 105.00 Clallam County (Port Angeles) $ 10.00 100 $ 193.98 Jefferson County $ 10.00 120 $ 162.93 Average including Jefferson $ 23.16 331.43 $ 148.08 Average w/out Jefferson $ 25.36 366.67 $ 145.61 Refrigerators Jefferson County charges an additional "environmental fee" to cover the additional disposal costs for refrigerated appliances. The additional fee has not covered disposal costs and the program loss in 2021 was estimated at $21,017. Staff was recently successful in encouraging a local vendor to service these units which avoids shipping costs to Seattle. A more efficient material handling strategy will reduce labor costs which is expected to make this program element cost - neutral. Nondisposal Weight Charges The transfer station charges $5.66 for nondisposal weight measurements and has done so for so long that no record can found of when the fee was implemented. Two private sector scales in Jefferson County charge $10.00 and $15.00 per weight receipt. The more competetive fee at the transfer station conflicts with the goal of the Jefferson County Solid Waste Management Plan (SWMP) to encourage private sector services and customer demand for this service increases wait times for municipal solid waste customers. Yard Debris Yard debris is used as feedstock for the City of Port Townsend (City) Biosolid Composting Facility which is co -located at the transfer station through an Interlocal Agreement. County staff processes yard debris transactions at the transfer station scale house and a portion of the fee is used to cover County administrative functions. The current fee for yard debris was set in 2014 with a $5.00 minimum for up to 200 lbs. and a per ton rate of $48 above 200 lbs. 5 Solid Waste Fee Schedule Issue Paper April, 2023 In 2022, yard debris customers made up 18% of total transactions. On the largest customer count day ever on November 15, 2022, yard debris customers made up 44% of the total transactions with some yard debris customers delivering three or more minimum weight loads that day. The fees for yard debris disposal were first set in 2014 by ordinance as part of Jefferson County Code. City staff have recommended that it would be more appropriate for this fee to be adopted as part of City code. Quilcene Rural Drop Box The last large revision to the fee schedule for disposal at the Quilcene Rural Drop Box was in 2014 with annual increases of 2.5% until 2019 with the goal of making the operation cost - neutral. Table 8 shows deficit spending from the operating reserves fund over the past three years. Table 8 Quilcene Drop Box 3 Year P&L Year 2020 2021 2022 Operational Costs $ 79,004 $ 80,281 $ 87,705 Revenue less 3.6%Tax $ 66,850 $ 74,677 $ 72,600 Profit/Loss $ (12,154) $ (5,604) $ (15,105) Limited capital improvements to the facility planned for in 2023 will create more efficient material handling but will not offset losses completely. 96% of all transactions in 2022 were for the 32-gallon can charge of $6.79. As shown in Table 9, if the minimum fee was set at $15.00 for up to two 32-gallon cans, revenues would nearly keep pace with 2022 operational costs. Table 9 2022 Quilcene Charges Type Count Fee Revenue 32 Gallon , 5,964 $ 6.79 $ 69,967.00 2023 Quilcene Modified Fees Type Count* Fee Revenue 32 Gallon , 5,368 $ 15.00 $ 80,514.00 * Assumes 10% decrease in customer count Like many drop box sites in rural Washington, the Quilcene facility does not have scales and charges for loose garbage by the cubic yard. The attached visual estimator is used by facility attendants to calculate the charge for loose garbage. The operation would benefit from fewer variations of truck bed loads and clearer fee calculations to make charges consistent. Several modifications to material handling equipment are being considered presently which would improve consistency and ease of volume estimating. 31 Solid Waste Fee Schedule Issue Paper April, 2023 Moderate Risk Waste Small Quantity Generator Fee By agreement between the County and Port of Port Townsend (Port), the Moderate Risk Waste Facility has been returned to Port ownership and Public Works has substituted fixed facility operations with remote collection events for both Small Quantity Generator (business) and residential moderate risk waste collection. Under this new service delivery model, Small Quantity Generator customers pay the vendor directly and, as such, the current fee schedule for these customers is no longer applicable. Recommendations Several revisions to solid waste handling strategies have been made in 2022 with more planned in 2023 in order to gain efficiencies and reduce operating costs. These cost -savings alone will not meet anticipated increases to operating costs. Additionally, the current fund balance benchmarks are seen as inadequate to moderate fee increases in the event of a protracted period of high inflation or a large economic downturn. Public Works makes the following recommendations to fee schedule revisions to be implemented following pending updates to scale software and no less than 45 days after widely distributed public notice: Transfer Station Fee Schedule • Adjust fund balance benchmarks to 25% of current capital replacement value and projected annual expenditures • Adjust per ton fee for municipal solid waste by 2.5% annually until fund balances meet benchmarks • Adjust minimum fee for municipal solid waste from $10.00 to $20.00 and the minimum fee weight from 120 lbs. to 2401bs. ■ Adjust nondisposal fee from $5.66 to $20.00 • Upon adoption by the City, begin charging a yard debris minimal fee of $20.00 for up to 800 lbs. and retain the $48.00 per ton fee for loads above 800 lbs. 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(A . # » + @ + w m ■ o N) = w£ a o A# � 2= w & a K) a w cn c w K) c = w a « c c N) :0- a o o o o w w 2 w c E E E E ET 77 E E CD \ 0 E m \ m 0 ET Er c § 59 m 2 0 � a � CD � � 0 § w ¢ 0 w 00 � 0 0 0 E a � 7 U � =r \ / 2 ¥ 7 0 � k m k � \in- 0 / \ E § 0 0 kCD CL / § \ / \ � - § o U) g ■ m \ / I CD CD 2 0 \ k o c g k & 2 U cn / & ] ® = 2 § — 0- o § & � n Q o § � ■ \ ? % & k \ / \ _ CD c 3 ( \ & � \ > k E 7 w Department of Public Works solid Waste Olrisiolr Contract No. JC0726-2022-069 Task 9 Solid Waste Facility Replacement Planning Project FINAL TECHNICAL MEMORANDUM SOLID WASTE FACILITY REPLACEMENT COST November 23, 2022 Prepared By VIKEK Environmental Engineers, LLC 23309 100th Avenue West Edmonds, Washington 98020-5075 (206) 629 - 5935 01 Department of Public Works aCounty �,,, .+•.ti sSolid Wastc Di�isina Contents 1. EXECUTIVE SUMMARY..........................................................................................................................1 ES 1.0 PURPOSE AND SCOPE.....................................................................................................................1 ES2.0 METHODOLOGY..............................................................................................................................1 ES3.0 RESULTS..........................................................................................................................................1 2. INTRODUCTION..................................................................................................................................... 3 2.1 Purpose and Scope..............................................................................................................................3 2.2 Facility Locations and Background......................................................................................................3 2.2.1- Locations................................................................................................................................... 3 2.2.2 Background..................................................................................................................................5 2.3 Cost Estimating Limitations................................................................................................................. 5 2.4 Existing Information Summary and Sources.......................................................................................5 3. METHODOLOGY....................................................................................................................................5 3.1 Site and Facility Reviews..................................................................................................................... 6 3.2 Basis of Replacement Cost Estimates - Overview...............................................................................6 3.2.1 Inflation and Escalation...............................................................................................................6 3.2.2 Cost Estimation Method............................................................................................................. 6 3.2.3 Contingency Allowance............................................................................................................... 6 3.2.4 Soft Costs................................................................................................................................. 6 3.3 Solid Waste Facility Asset Categories................................................................................................. 7 4. RESULTS ........... ........ ............... ............................. ................ ............................................. I .................... 8 4.1 Building Replacement Costs ............................. :................. :.......................................................... 18 4.1.1 Transfer Station................................................................................................................................8 4.1.2 The Recycling Building......................................................................................................................8 4.1.3 The Maintenance Shed.................................................................................................................... 9 4.1.4 The Moderate Risk Waste Shed....................................................................................................... 9 4.1.5 Scale House and Scales....................................................................................................................9 4.1.6 Rest House.....................................................................................................................................10 4.1.7 The Administration Building..........................................................................................................10 4.1.8 Small Equipment Shed Next to the Transfer Building....................................................................10 4.1.9 The West Storage Building.............................................................................................................11 4.1.10 Secondary Transfer Area Retaining Wall.....................................................................................11 4.1.11 The Quilcene Office Building........................................................................................................11 4.2 Machinery and Equipment Replacement Costs................................................................................12 5. DISCUSSION.............................................................................................................................................15 6. REFERENCES............................................................................................................................................17 7. GLOSSARY................................................................................................................................................17 8. APPENDICES... ................................ .... ........................................... 11 .................................. .............. 18 Appendix A. Assets Not Included............................................................................................................18 Appendix B: Existing Information Table and Sources.............................................................................18 Appendix C. Photographs of the Transfer Station and the Quilcene drop box......................................19 Table 1-1 Solid Waste Facility Asset Categories........................................................................................... 2 0PaLe Department of Public Works efferSon County a. • solid Waste Divisioze Table 1-2 Summary of Replacement Costs Including Contingency and Uncertainty Allowances ................ 2 Table 3-1 Solid Waste Facility Asset Categories(').........................................................................................7 Table 4-1 Transfer Station Building Replacement Cost................................................................................ 8 Table 4-2 Recycling Building Replacement Cost........................................................................................... 8 Table 4-3 Maintenance Storage Pole Building Replacement Cost................................................................ 9 Table 4-4 Moderate Risk Waste Shed Replacement Cost.............................................................................9 Table 4-5 Scale House and Scales Replacement Cost................................................................................... 9 Table 4-6 Rest House Replacement Cost ..................................................... .............. I ..... I. ...................... 110 Table 4-7 Administration Building Replacement Cost................................................................................10 Table 4-8 Shed next to Transfer Building Replacement Cost......................................................................11 Table 4-9 West Storage Building Replacement Cost...................................................................................11 Table 4-10 Secondary Tipping Area and Wall Replacement Cost...............................................................11 Table 4-11 Quilcene Office Building Replacement Cost...... ....................................................................... 12 Table 4-12 Quilcene Moderate Risk Waste Shed Replacement Cost.........................................................12 Table 4-13 Machinery and Equipment Replacement Cost.........................................................................12 Table 5-1 Summary of Replacement Costs Including Contingency and Uncertainty Allowances..............15 Figure 1 Assessor's Tax Lot Map of the Transfer Station and Closed Landfill Area ...................................... 3 Figure 2 Jefferson County Transfer and Recycling Station...........................................................................4 JC0726-2022-069-Vikekr ,i r W fers•' `'.y Department of Public Works ---rn County SoldMaste Dirisiolr '4!!1\ti lJ November 23, 2022 Contract No. JC0726-2022-069 Task 9 - Solid Waste Facility Replacement Planning Project TO: Al Cairns, Solid Waste Manager/Project Manager, Jefferson County FROM: Tom Karston, PhD, Lead Financial Analyst Victor 0. Okereke, PhD, PE, DEE, CLSS, Principal /Project Manager Vikek Environmental Engineers, LLC CC: File SUBJECT: Draft Jefferson County's Solid Waste Facility Replacement Cost 1. EXECUTIVE SUMMARY ES 1.0 PURPOSE AND SCOPE This Solid Waste Facility ("Facility") Replacement Cost (SWFRC) technical memorandum was completed in accordance with the Professional Services Agreement, Task 9 — Existing Solid Waste Facility Replacement Cost, between Vikek Environmental Engineers, LLC ("Vikek") and Jefferson County ("County"). The purpose of this cost estimate is to support the County's fee schedule modifications pursuant to the requirements of County ordinances, and as input to the Solid Waste Facility Replacement Planning project and the subsequent update to the County's 2016 comprehensive Solid Waste Management plan. This technical memorandum [TM] presents the cost of replacing the buildings and equipment at the County's solid waste recycling and transfer station (RTS) located at 325 County Landfill Road, Port Townsend, Washington and at the drop box located at 295312 Highway 101, Quilcene WA, as of November 2022. ES 2.0 METHODOLOGY The results summarized below are subject to assumptions and limitations which are considered reasonable in the framework of this study: • The replacement cost estimates were generally based on the expense of replacing the buildings, major site improvements, and the machinery and equipment currently being used at both locations. • These estimates assume that the new assets will be of the same quality, design and materials that exist now. In the case of the machinery and equipment where possible the purchase price of the same make and model has been used. If no longer available, a contemporary substitute was used instead. • Building cost estimates are based on the present cost of materials, labor, permitting, construction management and an appropriate contingency. However, especially now that the labor and construction supply markets are in a considerable post-Covid turmoil, the resulting estimates should be considered in this context. Site Improvements other than buildings were evaluated at the cost of rebuilding them. However, as directed by the County this study excludes the cost of replacing the paving, fencing, plumbing and electrical systems at both sites. ES 3.0 RESULTS ES 3.1 ESTIMATED FACILITY REPLACEMENT COSTS Vikek developed replacement costs for the two facilities and Solid Waste Facility asset categories summarized in Table 1-1. JC0726-2022-069-Vikek >1Pa e e _ . County i Department of Public Works JeffM w(l�t'O'.'11-21 Solid K'astc Pirisim, Table 1--1 Solid Waste Facility Asset Categories and Descriptions i�ir�x,r� ■ . Buildings Includes - buildings used for recycling and/or [1) Transfer Building transfer operations (RTS), office space, buildings [2] Recycling building used for lighting, electric and power supply at [3] Rest shack near the scale house RTS, maintenance buildings, prefabricated metal (4] Large maintenance shed pole structures, and RTS scale houses. building west of the transfer building [5] Older wooden storage [6] Transfer station administration office [7] Small wooden equipment shed [8] Moderate -waste facility [9] Scale shack for taking payments At Quilcene [1] Office building [2] Moderate waste facility — converted from a 40-foot shipping container Furniture, Includes— Major Operating Equipment, Trucks Machinery and Trailers, Refuse Containers, Generators, Inbound/Outbound scales and Compactors, Loaders, Backhoes, Vans, Meters, Equipment Utility Vehicles, Automobiles, Light hand See details of operating equipment in Equipment, Communications Systems, Computer Table 4.2 below. Equipment, Cashiering System, Telephone and telegraph lines, data cables, and radio towers. Site Includes —Special industry machinery, The secondary tipping location, Improvements Warehouses, Chain- link fences, Roadways and including the retaining wall and the other than Pavement, Outdoor Building Lighting, Utility paved parking area above it Buildings systems, Solid Waste drop boxes, Building Renovations, Building Lighting Fixtures, Above ground Tanks, Fences, Vehicle scales, Environmental Monitoring Systems, Retaining Walls, Parking Structures. Structures used for maintenance and repair, Traffic Aids (other than buildings) All Other: Other Assets that cannot be readily classified None, under the above categories. The Solid Waste Facility Replacement Costs are summarized in Table 1-2 and indicate that the total replacement costs for the Jefferson County Solid Waste Facility Assets documented in this study range from a low of $5,654,413 to a high of $8,167,485, while the average is $ 6,910,949. Table 1--2 Summary of Replacement Costs Including Contingency and Uncertainty Allowances - •. � ' I! Buildings 3,511,200 Machinery and Equipment 2,482,181 II Site Improvements other than Buildings 289,300 Subtotal Planning Level Solid Waste Facility Replacement Costs 6,282,681 Cost Estimating Contingency Allowance (-10%)- [LOW] (628,268) Cost Estimating Contingency Allowance (+30%) [HIGH] 1,884,804 Grand Total Planning Level Solid Waste Facility Replacement Cost Estimate (LOW) 5,654,4131 Grand Total Planning Level Solid Waste Facility Replacement Cost Estimate (HIGH) 8,167,485 ' Average Planning Level Facility Replacement Cost Estimate 6,930,949 JC0726-2022-069-Vikek 2 1 P a g e ' Department of Public Works � •• r solid Wash Dirisioll 2. INTRODUCTION 2.1 Purpose and Scope This Solid Waste Facility ("Facility") Replacement Cost (SWFRC) technical memorandum (TM) was completed in accordance with Professional Services Agreement, Task 9 — Existing Solid Waste Facility Replacement Cost, between Vikek Environmental Engineers, LLC (Vikek) and Jefferson County ("County"). The purpose of this study is to support the County's review of its fee structure to customers in 2023, in compliance with County ordinance III-012- Fee Indexing. This Ordinance requires that the tipping fee for using County Solid Waste facilities should produce enough revenue to support a reserve fund, which is set as a percent of the replacement cost of the Division's buildings and material operating equipment. 2.2 Facility Locations and Background 2.2.1- Locations The recycling and transfer station is located on the site of a closed County landfill south of Port Townsend, at 325 County Landfill Road (See Figures 1 and 2). The other facilities at that site include the recycling center, which collects and prepares collected recyclables for shipment, a residential recycling drop box collection site and the City of Port Townsend's biosolids composting facility. The tax parcel on which the transfer station and the closed landfill are located is 157 acres in size. The facilities at the Quilcene Drop Box include a small payment office, a portable toilet, two 25 cubic yard stationary waste compactors (owned by a vendor), full -service recycling containers, a collection unit for used oil and antifreeze, and roll -off containers for metals and large household items. The site is fenced to prevent use when it is closed, and during open hours it is staffed by a County employee. Figure 1 Assessor's Tax Lot Map of the Transfer Station and Closed Landfill Area JC0726-2022-069-Vikek 3 1 P a g e Department of Public Works Solid AKab* Avisin r SCALE HOUSE REST HOUSE --WTGRAGE 71 .� ENTRANCE AM rill MI [� i I I• L{{ - ••� --'. WASTE SHED - `�' — A}:M1N1$rRRr10N -• _, RECYCLING �; •, ,'� _ 61ALD% - • _ f ..- S. •- � l it AWNAPB lE '_ ._ ` ` - — ^ _ .r �q .n "• - r' TRANSFER•; MET VML x :. STATION ?:.- - _ •• 1'11 �_ ,:. - a REFERANCE FIGURE VAN ALLFR SURVEYING, TOPOGRAPHIC MAP JEFFERSON COUNTY TRANSFER AND RECYCLING STATION vrHtix •x�MowrA4 JEFFERSON COUNTY LANDFILL TRANSFER \VIF�/\ NH�«R+�:•�..-,_ - STATIONCONSTRUCTIONSITE, APRIL 201E `•u.. _., -�" Figure 2 Jefferson County Transfer and Recycling Station 1CU72G2022-069411,A 4-L!? Department of Public Works aJefferson County 2.2.2 Background The Facility Replacement cost is defined in the study as the amount of money it would take to rebuild a similar building or purchase the same equipment using current market prices for comparable make and models as well as comparable, building materials, land, and labor for the buildings. Replacement cost is distinctly different from the property's market value, which is the amount of money an arm's length buyer would be willing to pay to acquire the asset in the open market. 2.3 Cost Estimating Limitations RISK AND UNCERTAINITY - Vikek relied upon information provided by the County, site visits, and various assumptions in completing this study. Judgments and analyses reported here are based upon this information and Vikek's extensive experience with the planning, construction management, renovation, and construction of transfer station facilities in the Pacific Northwest. EXCLUSIONS AND EXCEPTIONS - The cost estimates were limited to assets the County owns at the transfer station site and at the drop box at Quilcene. It does not include the value of the land involved, the cost of replacing the paved surfaces, or the plumbing, electrical, septic and other underground infrastructure systems at both sites. As directed by Jefferson County, this study does not include the household hazardous waste facility previously located at the harbor in Port Townsend which has recently been closed, to be replaced by a mobile service, which will not be operated by the County. • USE -This study has been conducted exclusively for the use of Jefferson County to support its future rate studies, and the forthcoming revision of the comprehensive plan. No other party, known or unknown is intended as a beneficiary. Third parties use this TM at their own risk. Vikek assumes no responsibility for the accuracy of information obtained from or provided by third -party sources. 2.4 Existing Information Summary and Sources The available information used includes site maps, visual observation, field measurements, and asset information provided by the County. These are presented in Appendices A and B. 3. METHODOLOGY This section summarizes the information, assumptions, and approach used to develop a solid waste facility replacement cost estimate to be used by the County for future rate setting purposes, and to inform the forthcoming updating of the existing Solid Waste Comprehensive Plan. Since solid waste facilities are diverse, there is not yet a complete standardization regarding the methodology for estimating their replacement costs. Vikek has completed this study based on site and facility reviews, experience with both building new transfer stations and renovating old ones, a detailed review of asset information provided by the County, and state -of -practice techniques described by the American Association of Cost Engineers (AACE) and by the manual: Full Cost Accounting for Municipal Solid Waste Management (USEPA). According to the AACE's, Cost Estimates' Classifications (2020) for Engineering, Procurement and Construction for Building and General Construction Industries, budget level cost estimates are typically used to support full project funding requests. Details of the estimating methods are further described in the subsequent subsections. JC0726-2022-069-Vikek 5P a_R e ;•'` Department of Public Works Jefferson County ^,,. ,• solid 111aste P(nmolr 3.1 Site and Facility Reviews The County and representatives from Vikek met on August 15 and September 30 of 2022 to discuss the County's assets at the Transfer and Recycling Station, the purpose of the replacement cost estimates, and then visually reviewed the site and took photographs. A photographic log of the facilities is presented in Appendix A. 3.2 Basis of Replacement Cost Estimates - Overview 3.2.1 Inflation and Escalation The estimation of facility replacement costs today presents a unique challenge in the current economic climate, due to the earlier COVID situation, supply chain difficulties, labor shortages, rising interest rates and rapidly changing conditions specifically in the construction industry. Especially if the values in this report might be used over the next few years, it will be important to adjust them for subsequent inflation, preferably using a standard in the construction industry: the Engineering News Record (ENR) for the Seattle area or using the Producer Price index for New Industrial Building Construction (PCU236211236211) curated on a monthly basis by the Federal Reserve Board. As a cautionary example of the recent price changes in this sector, the ENR's index of industrial construction costs for the Seattle area rose by 12% between October 2021 to October 2022. (https://www.enr.com/economics/historical indices/construction cost index history). Note that ENR is subscription, and the above link is for reference only. In estimating replacement costs for the County's buildings we have employed information from the RS Means industrial construction database for the relevant materials (steel, concrete etc.), for 2023. In the more straightforward case of replacing operating equipment, we have used the cost of buying the same make and model of, for example, a front-end loader, from a reasonably nearby distributor. But in quite a few cases the County has substantially modified items it is using, and a direct purchase would not be possible, so we have taken the Division's historical cost and updated it for inflation in those cases where such equipment has been put into service in somewhat recent past. 3.2.2 Cost Estimation Method For the assessment of building and other site improvement costs, Vikek used the Building Construction Costs Estimation manual (Means 2023), which have been produced for about 70 years and are widely employed in the industry. For each facility, the required construction materials were determined and their cost estimated based on material costs derived from the Means Manual. 3.2.3 Contingency Allowance Most of the County's solid waste facility assets are over 20 years old and for many of them construction information or equipment specification data were either not available or incomplete. The contingency allowance is intended to reflect possible inaccuracies in the raw replacement cost estimates considering sometimes less than complete engineering information regarding the original assets. In consideration of the potential estimating inaccuracies, a planning level contingency allowances of -10% to +30% were applied in this study in accordance with AACE (2020) guidelines. 3.2.4 Soft Costs An allowance was also added to the estimates to provide for the County's cost for engineering, project management, permitting, bidding and construction management. From Vikek's experience the percentage adjustments for these items are management, 2%; permitting, 2%; engineering 5%; bidding, 1%; and construction management 5% for a total of 15%. JC0726-2022-069-Vikek 6 1 P a g e 16 Department of Public Works Jefferson• 3ofid Waste Pzilt rolr 3.3 Solid Waste Facility Asset Categories Vikek developed replacement costs for the three categories of assets at both County's locations: buildings, equipment, and site improvements, as itemized in Table 3-1. Table 3--1 Solid Waste Facility Asset Categories Buildings Includes - buildings used for recycling and/or [1] Transfer Building transfer operations (RTS), office space, buildings [2] Recycling building used for lighting, electric and power supply at RTS, [3] Rest shack near the scale house maintenance buildings, prefab metal structures, and [4] Large maintenance shed pole RTS scale houses. building west of the transfer building [5] Older wooden storage building west of pole building [6] Transfer station administration office [7] Small wooden equipment shed just southeast of the transfer building [8] Moderate -waste facility — converted from a 40-foot shipping container [9] Scale shack for taking_ payments — At Quilcene [1] Office building [2] Moderate waste facility— ] converted from a 40-foot shipping _ i container Furniture, Includes — Major Operating Equipment, Trucks and Machinery Trailers, Refuse Containers, Electric Control Inbound/Outbound scales and Generators, Compactors, Loaders, Backhoes, Vans, Equipment Meters, Sewer Cleaning Equipment, Utility Vehicles, ! See Table 4.2 for the list of machinery Automobiles, Light hand Equipment, and equipment replacement costs Communications Systems, Computer Equipment, itemized for this TM Cashiering Micro- Computer System; Telephone and telegraph lines, data cables, and radio towers. _ — Site Includes —Special industry machinery, Warehouses, The retaining wall and the paved Improvements Chain- link fences, Advertising Displays, Roadways parking area above it. other than and Pavement, Outdoor Building Lighting, Utility Buildings systems, Solid Waste drop boxes, Building Renovations, Building Lighting Fixtures, Above ground Tanks, Fences, Vehicle scales, Environmental Monitoring Systems, Retaining Walls, Parking Structures. Structures used for maintenance and repair, Traffic Aids (other than buildings) I All Other: Other Assets that cannot be readily classified under None. the above categories. JC0726-2022-069-Vikek 7 1 P a g e `'•�y Department of Public Works ■ ■ ^,. ►�--- solid {haste Piri All.- ,,: 4. RESULTS The building and operating equipment replacement cost estimates developed in this TM are described in subsections 4-1 to 4-12 and summarized in Table 5-1. 4.1 Building Replacement Costs 4.1.1 Transfer Station The Transfer Station building is a pre-engineered rectangular structure, re -built in 1994, with walls on only two sides and the other two sides open. It is approximately 100 feet long by 60 feet wide, utilizes 20-foot-tall support columns, and has a metal roof. There are four entry bays, with the support columns being approximately 20 feet apart. The replacement cost estimate for the transfer station building is presented in Table 4-1. Table 4--1 Transfer Station Building Replacement Cost Demolition 7,500 sf $5.00 $37,500 Building 7,500 sf $42.50/sf $318,750 Repair Retaining Wall 160 If $1,675/lf $268,000 Scale 1 $95,000 $95,000 Floor 300 cy $240.00/ sf $72,000 Mechanical and Electrical 1 $20,000 $20,000 Administration, Permitting, Design, Construction Management /0 o 0 15/0 $121,500 Total $932,750 4.1.2 The Recycling Building The Recycling Building is a pre-engineered metal structure, which was built in 1983. There are two buildings with an awning or breezeway connecting them. Each one has metal siding, and the northern building, used for storing baled paper items, includes a two-story office inside. The recycling building has approximately 12,200 square feet in total floor space, with the internal office having approximately 1,800 square feet. The walls are The replacement cost estimate for the transfer station is presented in Table 4-2. Table 4--2 Recycling Building Replacement Cost 1^i. 1 11"01 1. Demolition Building Footing and Floor Office Mechanical and Electrical Administration, Permitting, Design, Construction Management Tota I 12,200 sf $5.00 $61,000 12,200 sf $42.50/sf $518,500 12,200 sf $10.50/sf $128,100 1,800 sf $120.00/sf $216,000 1 F $60,000 $60,000 15% $147,500 +_ $1,131,100 JC0726-2022-069-Vikek 8 1 P a g e Department of Public Works effersonCounty Solld JWQStc P,,j 4.1.3 The Maintenance Shed The Maintenance Shed is a pole building, approximately 60 by 20 feet in size, that is enclosed on three sides with the north side open. Its floor was recently upgraded to concrete. The columns are set on drilled shafts. The replacement cost estimate is presented in Table 4-3. Table 4--3 Maintenance Storage Pole Building Replacement Cost Demolition 4,000 sf $5.00 $10,000 Building 4,000 sf 1 $35/sf $140,000 Repair Footing and Floor 4,000 sf $10.5/sf $42,000 Mechanical and Electrical 1 $5,000 $5,000 Administration, Permitting, Design, % 15% $30,000 Construction Management Total $222,000 4.1.4 The Moderate Risk Waste Shed The Moderate Risk Waste Shed is made from a 40-foot shipping container with a canopy roof and a front wall into which 4 rollup doors were built. The front of the building and floors are concrete, and there is a drainage system to keep any water from running into it. The cost estimate is presented in Table 4-4. Table 4-4- Moderate Risk Waste Shed Replacement Cost Demolition Building Repair Footing and Floor Mechanical and Electrical Administration, Permitting, Design, Construction Management Total 1,200 sf $5.00 1,200 sf $25/sf 1,200 sf $10/sf 1 $5,000 % 15% $6,000 $30,000 $12,000 $5,000 $7,950 1 $60,950 4.1.5 Scale House and Scales The scale house is a wood frame building that is approximately 6 feet by 10 feet. Heating and cooling are provided by a spilt unit heat pump, and inside there is a safe and vital point of sale equipment. On either side of it are inbound and outbound scales, which are 25 feet long. The replacement cost estimate is presented in Table 4-5. Table 4--5 Scale House and Scales Replacement Cost Description Unit Unit Cost Cost Demolition 1 $10,000 $10,000 Building 150 sf $150/sf $22,500 Repair Footing and Floor 150 sf $100/sf $15,000 Point of Sales Equipment 1 $10,00 $10,000 Scales, 2 2 $95,000 $190,000 JC0726-2022-069-Vikek 9 1 P a g e I Department of Public Works rY Jefferson• L- Description Unit Unit Cost Mechanical and Electrical 1 $10,000 $10,000 Administration, Permitting, Design, % 15% $38,600 Construction Management Total $296,100 4.1.6 Rest House The rest house is a wood frame building that is approximately 10 feet by 10 feet. The replacement cost estimate is presented in Table 4-6. Table 4--6 Rest House Replacement Cost Description Unit Unit Cost -1r Demolition 1 $2,000 $2,000 Building 100 sf $100/sf $10,000 Repair Footing and Floor 100 sf $10/sf $1,000 Mechanical and Electrical 1 $10,000 $10,000 Administration, Permitting, Design, % 15% $3,450 Construction Management Total $26,450 4.1.7 The Administration Building The Administration Building is a pre -manufactured structure, approximately 40 feet by 15 feet. It replaced a much inferior facility in 2019 and was further improved in 2020. The total cost for the design, construction and finishing for this facility was about $700,000, which was greater than expected, due to complications with numerous aspects of the project, including the utility hookups. The replacement cost estimate is presented in Table 4-7. Table 4--7 Administration Building Replacement Cost Demolition 1 $10,000 $10,000 Building 1 $500,000 $500,000 Office Furniture and Equipment 1 $20,000 $20,000 Mechanical and Electrical 1 $50,000 $50,000 Administration, Permitting, Design, % 15% $87,000 Construction Management Total $667,000 4.1.8 Small Equipment Shed Next to the Transfer Building This is a simple storage building that can be purchased at a lumber store. It has a wood frame and floor structure, and its purpose is to store supplies and smaller power tool items, such as portable generators. There is no power or plumbing provided to this structure. The replacement cost estimate is provided in Table 4-8. JC0726-2022-069-Vikek 10 1 P a g e Department of Public Works fK 3n141 Waste Dirisinlr Table 4--8 Shed next to Transfer Building Replacement Cost Demolition 1 $1,000 $1,000 Building 1 $5,000 $5,000 Administration, Permitting, Design, % 15% 900 Construction Management @15% Total 6,900 4.1.9 The West Storage Building The West Storage building is an older wood frame structure, with a concrete floor. It has no power or plumbing. Its replacement cost estimate is provided in Table 4-9. Table 4--9 West Storage Building Replacement Cost Description Unit Unit Cost Cost Demolition 1 $5,000 $5,000 Building 1 $30,000 $30,000 Administration, Permitting, Design, % 15% $5,250 Construction Management Total $40, 250 4.1.10 Secondary Transfer Area Retaining Wall This structure is made from concrete blocks. The wall is six (6) blocks high and reinforced with a geogrid to create a stable vertical wall. At the top is a cantilevered slab that is wrapped in steel. The wall has the capacity to have two open top transfer trailers placed alongside it, below and is approximately 100 feet long by 18 feet tall (1,800 square feet). The excavation to remove the wall would be 20 foot deep, which is approximately 1,500 cubic yards. Replacing the top surface would require 100 feet by 50 feet of concrete paving. The replacement cost estimate is provided in Table 4-10. Table 4--10 Secondary Tipping Area and Wall Replacement Cost (Demolition (Excavation and Backfill _ Concrete Top Surface _ (Retaining Wall Concrete Block !Retaining Wall Geogrid :Surface Features Administration, Permitting, Design, Construction Management Total Unit Unit Cos� EL 1 $15,000 $15,000 4,000 cy $10.5/cy $42,000 5,000 sf $10.5/sf $52,500 1,200 sf $28/sf $33,600 20,000 sf $0.75/sf $58,500 2 $50,000 $50,000 % 15% $37,700 $289,300 4.1.11 The Quilcene Office Building There is a small wood frame office structure at this site that is like the scale house at the Transfer and Recycling Center. Its replacement cost is shown in Table 4-11. JC0726-2022-069-Vikek 11 1 P a g e Department of Public Works S efferson County �,,, ��-- � Snlid Wustc Disfrsrnir Table 4--11 Quilcene Office Building Replacement Cost (Demolition 1 $10,000 $10,000 Building 150 sf $150/sf $22,500 Repair Footing and Floor 150 sf $100/sf $15,000 Point of Sales Equipment 1 $10,00 $10,000 Administration, Permitting, Design, % 15% $8,600 Construction Management Total ' L $66,10q The other asset at the Quilcene Drop Box location owned by the County is the Moderate Waste collection shed. This is virtually a twin of the one at the transfer station and is likewise made from a 40- foot shipping container, by adding the four doors, roof assembly and concrete pad in front. Its replacement cost is shown in Table 4-12. Table 4--12 Quilcene Moderate Risk Waste Shed Replacement Cost loll w Demolition sf $5.00 $6,000 Building 1,200 sf $25/sf $30,000 Repair Footing and Floor 1,200 sf $10.5/sf $12,600 Mechanical and Electrical 1 $5,000 $5,000 Administration, Permitting, Design, % 15% $8,000 Construction Management Total $61,600 4.2 Machinery and Equipment Replacement Costs A wide variety of equipment is employed at the transfer station and the Quilcene drop box. These items include a large front-end loader, bailing machine, and two trash compactors (owned by a vendor at Quilcene), but also generators, gas monitoring equipment, several trucks, a forklift, as well as software and ancillary support systems. The replacement cost for these items are shown in Table 4-13. Table 4--13 Machinery and Equipment Replacement Cost h�sdl:lDescription Acquisition Estimated Replacement Notes r ate Life Cost CAPITAL AL PIT SCALE 09-Jan-22 10 514,892 1 inf LF0216 TARP RACK 30-Nov-21 30 37,483 inf LF0082 UTILITY SHED 12X20 31-Dec-20 10 11,574 inf RC0016 RECYCLE TAP BIN COVER 31-Dec-20 5 58,781 inf JD BACKHOE 310E 31-Dec-20 250,000 7 1C0726-2022-069-Vikek 12 1 P a g e ;:�`' `'•�� Department of Public Works efferson County solid `Yastc Di"isroa LF0081 2020 JOHN DEERE GATOR 30-Nov-20 7 23,649 4 W/CANOPY LF0080 2020 HUSTLER SUPER Z 15-Jun-20 3 27,799 10 MOWER LF0079 2020 SALTDOG TAILGATE 09-Mar-20 10 2,938 11 SPREADER LF0078 CRANE PUMP STATION 31-Dec-18 10 115,229 inf LF0077 2018 LINC RANGER 16-Jul-18 10 8,924 12 250GXT WELDER CAPITAL AL KNUCKLBOOM CRANE - 01-Jan-18 20 721,465 13 MODEL 215 SW LF0212 TS SCALE DIGITAL DISPLAY 31-Dec-17 10 9,382 _ inf LF0075 HONDA EB10000 12-Dec-16 15 5,499 14 GENERATOR LF0076 HONDA EB10000 12-Dec-16 15 5,499 14 (GENERATOR LF0071 48X48X48 METAL 30-Apr-14 5 1,132 16 RECYCLE BIN LF0072 48X48X48 METAL 30-Apr-14 5 1,132 16 RECYCLE BIN LF0073 48X48X48 METAL 30-Apr-14 5 1,132 16 RECYCLE BIN LF0074 48X48X48 METAL 30-Apr-14 5 1,132 16 RECYCLE BIN MR0008 48X48X48 METAL 30-Apr-14 5 1,132 16 RECYCLE BIN CAPITAL AL TRANSFER STATION 01-Jan-14 10 144,000 17 TRACTORS CAPITAL AL FORKLIFT REPLACEMENT _ 01-Jan-13 _ 39,000 6 LF0070 COMPUWEIGH SCALE 31-Dec-09 6 8,000 9 SOFTWARE LF0069 SANICAN ADA 31-Aug-04 5 2,650 3 W/WASHSTAND LF0015 SW OPEN 35YD DROP 28-Feb-03 5 7,769 15 BOX LF0045 FLARE MONITORING 30-Nov-02 7 13,020 inf FACILITY LF0066 LANDTEC GAS MONITOR 30-Nov-02 11 15,000 5 LF020401 SCALE SHACK 30-Nov-02 7 18,739 inf AUTOMATIC WINDOW LF0063 2000 HONDA GENERATOR 31-Jan-01 6 2,600 2 EB5000SX MR0007 MRW COLLECTION 30-Sep-00 10 9,272 inf TRAILER LF004901 _ - BURGLAR SYSTEM @ I-- 31-May-00 5 4,179 inf OFFICE &SCALE JC0726-2022-069-Vikek 131 P a g e Department of Public Works Solid 111aste Dinisiolc LF0054 TARPING TRAILER 31-May-96 20 40,435 inf MR0004 1996 FORD 3/4T P/U 30-Apr-96 5 64,000 8 W/LIFTGATE LF0046 OIL TANK SYSTEM (3) 30-Apr-93 10 13,041 inf LF0047 ALLIED GARY BC/CD SAFE- 28-Feb-93 5 2,242 inf SCALE RC0015 DIGITAL SCALE A1696 31-Dec-89 3 6,710 inf 83204 LF0051 Peterbilt Class 8 truck 1978 30 292,750 18 Total 2,482,181 1 Inf This indicates an inflation adjustment to the original purchase price, using the Federal Reserve Producer Price Index by Industry: New Industrial Building Construction (PCU236211236211), for the relevant years since the purchase of the existing equipment. If a comparable product is not available, such as in note 18 below, a contemporary substitute has been used. 2 Honda EB 2400 littps://www.amazon.com/Honda-5000-Watt-industrial- generator Generator -CO M I N DER/d p/B08YJJ B7ZP/ref=sr_1_2?crid=1VDG0UVXM 1CUX&key words=1999+HONDA+GENERATOR+EB5000X&qid=1662332304&s prefix= 1999+honda+ge nerator+eb5000x%2Caps%2C827&sr=8-2 3 ADA compliant Sanican Polyjohn.com quote on the phone Oct 2122: https://www.polyjohn.com/we-11-care-iii-product 4 John Deere: GatorM https:HeMarketing.deere.com/AddAccessories.do?lid=667402779 XUV835M Honor &newproduct=57L3M&newproducts=57L3M,XUV835MHE_1009,P Edition Utility Vehicle; PPR_XUV_NO Open Station 5 Landtec gas monitor; Diamond Scientific. Florida. Ray Raviera (321) 323-7500.Oct 5. GEM 5000 model GEM 5000 is the premier instrument. Republic and WM have systems tied to it directly. A competitor, at about half the price, is the Optima, from Germany. 6 Forklift: use Toyota Jim Wygal at Toyota Lift NW. new series 8 FGU25: $33,000. iFGU25 w/ side shift, Propane, Side Shift, Lift, Tilt, 15.5-foot height, 5000 # lift capacity; lift tilt, fork positioner add 2,000 for a 'fork positioner'. 7 John Deere 310 Loader Pape Machinery Mt Vernon. Tyson@Papemachinery.com; Enclosed cab, standard L3 tires, 3-yard bucket; $250,000; Olympics area specialist: Clay Emory (360) 340-0396 8 Ford 3/4-ton PU Steve fleet manager. (425) 284-9514. 3/4 Ton 250 XL = 55K + 6K for liftgate + 3K for 4-wheel drive $64,000; https://www.fordofkirkland.com/new-vehicles 9 Compuweigh Scale via Paradigm Software (410) 329-1300. $8,000 from this site: Software https://www.capterra.ca/software/85669/compuweigh#pricing 10 60" Mower https://hustlermower.com.au/hustler-zero-turn-mowers/super-z JC0726-2022-069-Vikek 14 1 P a g e Department of Public Works Jefferson County Solid Waste 11 tailgate spreader https://www.amazon.com/SaltDogg-TGS07-Tailgate-Spreader-200- Pound/dp/B005QZMVWO 12 Lincoln Ranger 250 https://www.weldingoutfitter.com/products/lncoin-k2382-4- Welder range r-250-gxt-engine-drive n-welder 13 Grizzly Crane Model Inflation but assumes electric, not diesel, with accumulators 215 SW included, to prevent down time when system otherwise stuck. Source Grizzly Crane Co, Eugene Oregon 14 Honda EB 10000 https://www.electricgeneratorsdirect.com/Honda-EB10000- generator Portable-Generator/p8764.html 15 Waste container 40 yd Quote from Hambicki Products, Phoenix AZ Oct 21, 2022; 10-gauge steel floor; Roll -off. 16 Recycle containers 48" Quote from Hambicki Products, Phoenix AZ Oct 21, 2022; 12-gauge x 48" x 48" steel; buyer selects external paint colors; printed inside 17 Transfer station Triple M Truck & Equipment. Cameron Brittain. Oct 4th. (541) 720- tractors: Capacity 8006. T1400: Single Axle, non -DOT, 81,000-pound rating 173 HP, brand dock jockeys with QSB emissions rating. 4000 Model discontinued 2004-2005. About $8,000 to make it DOT capable. Two available on their lot in Hermiston Oregon as of Oct 4th. If ordered today it would take 8 to 12 months to receive it. 18 Peterbilt Class 8 truck Replaces the 1978 GMC General Class 8 truck, which was discontinued in 1987. Day cab. https://www.commercialtrucktrader.com/listing/2023-PETERBILT- 389-5023674874 5. DISCUSSION This Technical Memorandum reports the analysis and results for the Jefferson County's Solid Waste Facility replacement costs and covers the County -owned building and equipment assets at the Transfer Station and at Quilcene. Also included is the significant site improvement which is infrequently used as the secondary tipping facility at the Transfer Station Site. The analysis and cost estimating has been completed in accordance with best practice associated with the subject matter. The results of this study are summarized in Table 5-1, and indicate that the total replacement costs for the Jefferson County Solid Waste Facility Assets range from a low of $5,654,413 to a high of $8,167,485 while the average is $ 6,910,949. Table 5--1 Summary of Replacement Costs Including Contingency and Uncertainty Allowances Buildings 3,511,200 Machinery and Equipment 2,482,181 Site Improvements other than Buildings 289,300 Subtotal Planning Level Solid Waste Facility Replacement Costs 6,282,681 JC0726-2022-069-Vikek 15 1 P a g e Jefferson County r�'f%rrsirl��frirr. Cost Estimating Contingency Allowance (-10%)- [LOW] Department of Public Works solid Iflaste Dipisiols (628,268) Cost Estimating Contingency Allowance (+30%) [HIGH] 1,814,804 Grand Total Planning Level Facility Replacement Cost Estimate (LOW) 5,654,413 Facility Replacement Cost Estimate (HIGH) 8,167,485 Average Planning Level Facility Replacement Cost Estimate 1 6,910,949 The solid waste facility replacement costs and allowances presented in Table 5-1 may change with the timing of such replacements, the amount of inflation up to that point, and local market conditions. As mentioned above, these cost estimates will be directly relevant, by County ordinance, to the forthcoming calculation of any changes in the current tipping fee charged by the County. They will also help inform the self-insurance arrangements employed by the County regarding both moderate and possibly catastrophic risks which might adversely affect operation of the Jefferson County solid waste Division. In addition, these replacement cost results will be used as a major input to the ongoing assessment of the existing solid waste facilities under the Solid Waste Facility Replacement Planning project and future updates to the County's Solid Waste Comprehensive Plan. Costs not estimated However, it is important to bear in mind that in this facility replacement cost estimate, some asset classes have been omitted. One is the value of the land on which the facilities are constructed, which is a substantial 157 acres in size. Another is the value of the underground utilities at each of the sites: plumbing, septic, drainage systems, as well as a substantial array of electrical facilities and equipment. A third item not included is the fence which surrounds the Landfill Road property. Likewise, also excluded is the cost of replacing the substantial amount of paving which exists at the sites. This report also does not value any aspect of the closed landfill, located directly next to the transfer station. In particular it does not assign a value to several possible uses of this land area, which might become viable in the future. Likewise, this report does not include any aspect of the Port Townsend soil amendment/composting facility located on this tax parcel, to the south of the old landfill, as that operation is owned and managed by the city. Limitations of the methods used to develop the cost estimates There are a variety of methods for forecasting the cost of fully replacing a specific set of physical assets. The most accurate approach is typically obtained by using a detailed documentation of each constructed component, including designs, detailing requirements for foundations, piping, supports, electrical connections, painting, insulation, instrumenting, and/or related operations equipment. Because this level of detail was not available for the existing County buildings, alternative methods consistent with best practice were used, and allowances provided to account for the impacts on estimating accuracy JC0726-2022-069-Vikek 16 1 P a g e Department of Public Works '-Jefferson C solid )Waste Dirisiozr '1.1111 ♦l :i`�. resulting from this methodology. Detailed building construction estimates should be developed whenever the County decides to replace these facilities. The facility cost estimates developed in this TM are intended to assist the County in its rate setting, budget planning, and preparation for the forthcoming revisions to its Solid Waste Comprehensive Plan. The data currently available and the approach employed for this study limit the use of its results to these intended purposes. 6. REFERENCES 1. AACE International (2020). Cost Estimate Classification System —As Applied in Engineering, Procurement, and Construction for the Process Industries, Recommended Practice No. 18R-97. 2. GAO (2020). Cost Estimating and Assessment Guide. GAO best practices. 3. RS Means Inc. Cost Data Manuals (2023): Building Construction Costs, 2023. 4. Humphreys K., K and Wellman (1987). Basis Cost Engineering. 2nd Edition, Revised and Expanded. Edited by Kenneth K Humphreys, American Association of Cost Engineers. 5. US Environmental Protection Agency (1997). Solid Waste and Emergency Response, 5305W, Full Cost Accounting for Municipal Solid Waste, a Handbook. EPA 530-R-95-041, September 1997, http://www.epa.gov. 7. GLOSSARY Assets. Tangible or intangible items owned by the County having probable economic benefits that can be obtained or controlled by the County. Capital assets are land (including park and landfills), structures, equipment (including motor and truck fleets), and intellectual property (including software), which are used by the County and that have an estimated useful life of two years or more. Capital assets exclude items acquired for resale in the ordinary course of operations or held for the purpose of physical consumption such as operating materials and supplies Contingency. The allowance is intended to reflect the accuracy of the estimate considering the stage of the project, and to cover omissions and unforeseen expenses caused by lack of complete engineering information (AACE, 2020). Cost Estimate. An estimate, developed in dollars, of the cost to repair or replace an asset component or an entire asset that uses standard industry estimating tools, unit costs, and methodology. Current Replacement Cost — The cost the entity would incur to acquire the asset on the reporting date. The cost is measured by reference to the lowest cost at which the gross future economic benefits could be obtained in the normal course of business or the minimum it would cost to replace the existing asset with a new modern equivalent asset (not a secondhand one) with the same economic benefits (gross service potential) allowing for any differences in the quantity and quality of output and in operating Costs (IIMM or INGENIUM and IPWEA (2011) International Infrastructure Management Manual (IIMM), Association of Local Government Engineering New Zealand Inc. and National Asset management Steering Group, Thames, New Zealand). JC0726-2022-069-Vikek 17 1 P a g e Department of Public Works — r r �-- Snlrr� Wc�st[' dis-e`si��r Escalation. The change in price levels due to underlying economic conditions. Escalation is affected by changes in price -drivers such as technology and productivity. Changes in the market conditions such as high demand, profit margins, and labor shortages also impacts escalation. Inflation. A persistent increase in the level of consumer prices, or a persistent decline in the purchasing power of money, caused by an increase in available currency and credit beyond the proportion of available goods and services (AACE 2020). 8. APPENDICES Appendix A. Assets Not Included Asset items initially presented to Vikek by the County but ultimately excluded from replacement cost estimation due to being now retired or classifiable as earlier repairs to existing facilities. II toi-ilir--= — •=1` 1, ��"r'l"A. MR0002 1995 TEEMARK PAINT CAN CRUSHER 31-Aug-95 7,461 7 LF0030 STEAM CLNR BLDG (OLD HADLKTS) 01-Jan-85 3,195 5 LF0032 EMPLOYEE BLDG (OLD BRINNON TS) 01-Jan-85 3,195 5 LF0033 SCALE BLDG (OLD COYLE TS) 01-Jan-85 5,735 5 MR000201 MRW PAINT CAN CRUSHER REBUILD 31-Jul-02 1,632 2 RCO20302 IMPRV O/T BLDGS - PAVEMENT 31-Dec-01 49,725 20 RCO20303 IMPRV O/T BLDG - DROPOFF DRAIN 31-Dec-01 2,795 20 LF020302 IMPRV O/T BLDG - FENCE PHASE I 31-Mar-01 4,016 25 LF020303 SW FENCE PROJECT PHASE II 30-Nov-02 5,878 25 LF020304 _ SW FENCE PROJECT PHASE II 31-Jan-03 5,565 25 LF020305 SW BOUNDARY FENCING 31-Dec-10 94,233 15 LF0208 SW WATERLINE EXTENSION 31-May-10 159,920 30 LF004401 TEMPORARY TIPPING WALL REPAIR 31-Dec-04 41,498 20 LF006901 EXCISE TAX ON SANICAN 30-Sep-04 177 5 _ LF0209 QUILCENE WATERLINE EXTENSION 30-Sep-14 19,457 20 LF020306 TRANS STN PAVEMENT RPR&COATING 31-Dec-15 30,946 5 LF0046 OIL TANK SYSTEM (3) 30-Apr-93 11,738 10 Appendix B: Existing Information Table and Sources i j� r� �• Iri'• •r : it •r .•i �• .'�r � ..� Financial Fee Schedule Machinery and Spreadsheet from the COUNTY detailing physical assets Equipment and major elements of operating equipment owned by the Division. Their purchase dates expected service lives and salvage values. Land Tax parcel information for both sites Policy Jefferson County Code regarding Public Health and Solid Waste management Jefferson County Solid Waste Division Jefferson County Solid Waste Division Jefferson County Tax Assessor Jefferson County JC0726-2022-069-Vikek 18 1 P a g e wDepartmentJ of Public Works JeffersonCo Appendix C. Photographs of the Transfer Station and the Quilcene drop box Appendix C presents a photographic log of the Jefferson County Transfer and Recycling Station, as of September 15, 2022. JC0726-2022-069-Vikek 19 1 P a g e IK Department of Public Works efferson County ..�^ 9.01id #Paste Dilisiow AT I' Wooden Shed West End of Site 1 Pole Buildina for Eauinment 6- -- '•t .�. �.ir':S:J9ir e.:a.:%.� •S•:��r=�� :;�.:..�ti•' 7.�r.:. .• - Backup Loading Wall Wooden Shed adjacent to Transfer Building JC0726-2022-069-Vikek 20 1 P a g e Department of Public Works aJeffersonCounty wadsnl�d Waste D«is�o�r r � h•,. r, r � � �17 �Yi I Scale House I Worker Rest House JC0726-2022-069-Vikek 211 P a g e QUILCENE 2021 LOOSE TRASH CUBIC YARD ESTIMATES * Includes Tax * FULL SIZE PICKUP COMPACT PICKUP $36.20 = 1 CY $54.30 =1.5CY =1CY $72.40 = 2 CY = 1.5 CY $108.60 = 3 CY = 2 CY $144.80 = 4 CY = 3 CY -------------------------------------- 32-Gallon Container $6.79 _ — 55-Gallon Container $12.45 1/2 Cubic Yard $18.12 r Tires: Auto $6.79 ea; Truck $7.72 ea; Off Road (loaders, skidders) $18.12 ea i White Goods $18.12 ea i Refrigerators $33.94 ea i i Other Large Appliances or items that DO NOT fit in box $18.12 ea -------------------------------------