4j a Project #202 - Elden Valve Replacement Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by pr oviding solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors Via : Scott Carroll, General Manager From: Rob Hamers, District Engineer Date: February 18, 2014 Subject: Project #202 Elden Valve and Piping Replacement Summary As part of the District’s force main rehabilitation program, older corroded force mains are either being lined with an advanced structural liner or replaced with new pipe. The Pipeline Inspection and Condition Analysis (PICA ) identified the Santa Ana force main and the 23 rd force main as having little to no pipe wall thickness remaining and these force mains were 37 and 30 years old respectively. Project #202 proposes to replace the remaining 38 -year old valves and force main piping at the Elden pump station. Staff Recommendation The Board of Directors: 1. D iscuss the necessity for the proposed increased scope of work and costs for Project #202. 2. Discuss the impact to the public of having Project #196 -A and Project #202 constructed separately. 3. Provide direction to staff based on the discussions noted above.
Board of Directors February 18, 2014 Page 2 of 4 Analysis Project #202 was originally scheduled for construction in either the 2013 -2014 or 2014 -2015 fiscal years. One of the purposes of this staff report is to have the Board consider the increased scope of work and associated increase in costs for Project #202 when compared to its original scope of work. Project #196 -A, which has been bid, awarded, and is under construction, proposes to install a backup pumping unit, suction piping, discharge piping, and building at the Elden pump station. Prelimin ary meetings with the contractor indicate extensive digging and pipe installation will occur at the Elden station in the same areas where Project #202 will require excavation. The projects require virtually identical work such as mobilization, demobilizat ion, bypassing, traffic control, excavation, inspection, etc. The bypass operation is significant and includes nine 5,000 -gallon tanker trucks working each day. The second purpose of this staff report is to have the Board be aware that two capital improv ement projects that include cranes, trucks, large equipment, 5,000 gallon tanker trucks, etc., will occur at the Elden pump station within a short period of time. The third purpose of this staff report is to have the Board consider the appropriation of hal f a million dollars from the Asset Management Fund in order for Project #202 to proceed. The construction plans for Project #202 are complete and attached hereto for reference. Staff will show the plans on the projector screen at the study session to assi st in discussion of the project. When Project #202 was first considered, only the existing 1976 piping in and around the Elden Pump Station was scheduled for replacement as part of the District’s force main rehabilitation program. The remaining piping for the Elden pump station was constructed in 1990 or later. The total project budget for the work is $150,000 and was included in the 2013 -2014 capital improvement program. Since the 2013 -2014 Budget was prepared, staff has been working on installing a seco nd downdrain at the Elden Station to minimize odors and corrosion, and normal maintenance work on the station has also occurred. During these events, it was found that four 18” gate valves on the Irvine force main do not operate properly and are in need o f replacement, and during routine maintenance work field staff has experienced problems with the two 12” check valves and two 12” gate valves inside the Elden station. In addition to adding these replacements to the #202 plans, engineering staff has added additional valves to simplify future bypass operations in order to decrease the incidence of using 5,000 -gallon tanker trucks.
Board of Directors February 18, 2014 Page 3 of 4 Although the #202 plans are reflective of the work needing to be accomplished, the cost of the additional valves and piping has greatly increased the cost of the project. As an example, each of the 18” gates valves is a $21,000 expense and each additional day of just the bypass alone is $33,000. With almost 10 new valves and with expanding the construction period to include five days or more of bypassing, the costs have risen significantly. The projected cost of Project #202 is estimated at $639,852 , which includes a ten percent contingency budget. From the public’s perspective, Project #202 will appear very similar to Project #196 -A as the traffic control will be identical, bypassing will be the same, and there will be a crane, large vehicles, trucks and personnel present, valves and piping being replaced, and work will occur during the day and during the night. Therefore, it wi ll behoove the District to conduct a comprehensive education program in the neighborhood. The program will describe the purpose of both projects, a description of the construction, contact information and an estimated time of completion. Strategic Plan El ement & Goal This item complies with Strategic Plan Element 1.0, Sewer Infrastructure and Goal No. 1.4 System Wide Sewer Replacement and Repair Program. Legal Review District Counsel has discussed this project with staff and believes that due to the s cope of work and estimated cost, the District should perform formal bidding procedures as outlined in Section 4.04.110 of the District’s Operations Code. Environmental Review The replacement of valves and piping at an existing pumping station as shown on t he plans for Project #202 whether the project is constructed by itself or whether combined with another ongoing project is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Secti on 15301 as a “Class 1” “minor alteration of existing public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly -owned utilities used to provide …. sewerage …” Financial Review The approved bud get for Project #202 is $150,000 . A total of $11,483.50 is budgeted for design services that will leave a balance of $138,516.50. The construction cost is estimated at $533,210. Staff is estimating the total construction cost will be $639,852 due to con tingency budget (10% of construction cost) and contract administration and inspection services (10% of construction cost). A total of $501,335.50 will need to be appropriated from the Asset Management Fund to adequately fund this project.
Board of Directors February 18, 2014 Page 4 of 4 Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the February 18, 2014 Bo ard of Directors study session at District Headquarters and on District website. Alternative Actions 1. Refer the matter back to staff for additional information. 2. Do not perform the valve improvements at Elden and direct staff to budget this project in the FY 2015 -16/2016 -17 Biennial Budget. Attachments A: Project #202 Construction Plans