16 - Project #204 - Sewer Manhole Cover Repairs
ITEM NO. 16
Costa Mesa Sanitary District
&an Independent Special District
Memorandum
To:
Board of Directors
Via:
Scott Carroll, General Manager
From:
Rob Hamers, District Engineer
Date:
February 25, 2014
Subject:Project # 204 – Sewer Manhole Cover Repairs
Summary
Recently, the District received claims from various drivers who suffered damages while
driving over sewer manholes that were not flush with the street surface. In one instance,
the manhole cover became dislodged and a driver’s wheel was damaged from hitting the
manhole frame of the open manhole.
The Board responded by directing the General Manager to undertake a manhole program
where the surface conditions of the District’s 4,704 manholes were field checked, rated, a
report prepared, and the manholes repaired as appropriate. This staff report is an update
on those activities.
Staff Recommendation
That the Board of Directors approvesappropriating $100,000 from the Asset Management
Fundto complete manhole cover repairs.
Analysis
To date, the first half of the manholes (2,384) were field checked by Willdan Engineering
and the ratings report was presented to staff.
Using a scale of 1 to 5 similar to the ratings used for sewer line defects with 5 being
indicative of imminent problems, the District has 102 Grade 5 manhole deficiencies to
repair. Because the project was initiated after the current two-year budget was adopted,
funds for this work need to be allocated. Considering there are also Grade 4 defects in the
Protecting our communitys health and the environment by providing solid
www.cmsdca.gov
Board of Directors
February 25, 2014
Page 2 of 3
manholes surveyed by Willdan that will eventually become Grade 5 defects, plus there still
is another half of the manholes to survey, it is appropriate to consider an ongoing manhole
cover rehabilitation program.
The approximate repair cost per manhole according to the report is $500-$750 depending
on traffic control and other field conditions. Fortunately, the District has replacement
frames and covers in stock; otherwise, the cost for each repair would be approximately
$500 higher.
The incidence of manhole deterioration at the street surface level is another important
th
indicator of the age of the District’s infrastructure. The District is celebrating its 70
anniversary, and 70 years is a reasonable life expectancy period for the District’s sewer
system. The necessity for the manhole surface-level rehabilitation program is a reminder
of how important the asset management program is and how important an ongoing
adequate revenue stream is for the future of the District. Revisiting the asset management
program is always an appropriate action as the Board is aware that gravity sewer lines,
force mains, and pumping stations are currently being rehabilitated due to advanced age.
The field review performed by Wildan Engineering & Associates consisted of a thorough
‘visual only’ assessment and did not include opening the manhole covers to check the
underside or a check of the condition of the frame, nor did it include driving over the
manhole to ascertain whether the cover sits properly in the frame so no rattling occurred.
However, these additional assessments would have significantly increased the studycosts
and not necessarily given the District significantly more information to assess the manhole
covers. To completely assess the condition and life expectancy of the frame and cover,
the entire frame and cover needs to be removed and viewed and this will occur as part of
the surface repair process. Staff anticipates all 102 manholes will need new frames and
covers but this decision will be made during the repair work.
From an ongoing basis, after the second half of the manholes are surveyed, the District
may be able to continue the program without a consultant preparing a report because the
sewer cleaning program includes having District crews or a qualified sewer cleaning
contractor open every manhole in the District once every two years as part of thesewer
cleaning program. At time of opening the manholes, a rating of the cover condition can be
made and entered into the District’s computerized database.
This manhole surface condition repair program does not include repairs or installing
coatings inside the manholes as those are usually accomplished by different contractors
and require confined space entry. Those repairs are currently included in the capital
improvement program.
Board of Directors
February 25, 2014
Page 3 of 3
This item was discussed by the Board at your February 18, 2013 Study Session. The
Board directed staff to bring this item back tonightto approve the appropriation of funds to
complete this project.
Strategic Plan Element & Goal
This item complies with Strategic Plan Element 1.0, Sewer Infrastructureand Goal No. 1.4
System Wide Sewer Replacement and Repair Program.
Legal Review
Not applicableat this time.
Environmental Review
Repairing and adjusting sewermanhole covers is categorically exempt under the
California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et.
seq.) under Section 15301 Existing Facilities as “Class 1 consists of the … maintenance
… 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
$28,692.50
The cost to perform the inspection services from Wildan Engineering was .
$3,692.50
The budgeted amount for this project is $25,000, which is an overage of . There
are adequate funds in the budget to make up this difference.
$100,000
Staff estimates an additional will be needed to complete repairing 102 manhole
covers. This money is not budgeted and will need to be appropriated from the Asset
Management Fund.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the
February 25, 2014Board of Directors regular meetingat District Headquarters and on
District website.
Alternative Actions
1.Refer the matter back to staff for additional information.
Attachments A:CMSD Std. S-105