12 - Portable Generators Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Memorandum To: Board of Directors From: Scott Carroll, General Manager Date: April 24 , 2014 Subject: Portable Generators, ¾ Ton Pickup Truck & Emergency Fuel Assessment Needs Summary Staff is assessing our emergency response capabilities if a catastrophic disaster occurred in Orange County and the District had to be self -reliant for at least seven days. The District’s vulnerability is the twenty sewer pump stations the District operat es and maintains. If all twenty stations lose power simultaneously the community could experience significant sewer overflows in just a few hours. Staff estimates that over 11,000 GPM (gallons per minute) of raw sewage could overflow into storm drains, s treet intersections, parkland, waterways, and private property if power is not restored. Staff Recommendation T hat the Board of Directors : 1. Approves appropriating $188,660 from retained earnings to purchase six (6) portable standby generators and one (1) pre -owned ¾ ton pickup truck with trailer hitch; and 2. Consider appropriating $70,242 from retained earnings to purchase one (1) 125kVA portable standby generator for emergency purposes and use the District’s existing Generac190 portable standby generator a s backup to the Irvine Pump Station. Analysis As mentioned above, the District’s sewer pump stations are critical to ensuring the public’s health and safety. The District has already taken measures to protecting the public ’s health and safety along with the environment such as: ITEM NO. 12
Board of Directors April 24 , 2014 Page 2 of 7 1. Replacing old and corroded electrical control panel cabinets with stainless steel cabinets. 2. Properly anchoring all twenty electrical control panel cabinets to ensure cabinets do not tip over in an event of an earthquake. 3. In the process of installing four permanent by -pass pumps at Elden, Mendoza, Victoria and 23 rd Street Pump Stations. The pumps at Mendoza and Victoria are expected to be operational within two weeks. 4. Installed one permanent generator at Canyon Pump Station and f inalizing the plans to install one generator for the Irvine Pump Station. The Canyon generator is live and operational. 5. Acquired three portable generators and three portable by -pass pumps that are stored at District Yard. Attachment A is a spreadsheet listing the existing emergency equipment assigned to each pump station, which totals twelve stations. In addition, management at South Coast Plaza has assured staff that they will provide back -up power to the station on its property and as a r esult of a recent study, wastewater from 21 st Street Pump Station will flow into the Elden Pump Station, so no emergency equipment is required. That leaves six stations that still need back -up power if the District wants to be self -reliant for seven days. Fortunately, the stations identified below are considered small stations that have small flow volume and require minimal power, but these stations still pose a threat to the public ’s health and safety and to the environment if backup power is not made av ailable . 1. Aviemore (Valley) – Pumps: 1 ½ HP; 1150 RPM; 45 GPM 2. 19 th Street – Pumps: 5 HP; 1745 RPM; 100 GPM 3. Iowa – Pumps: 3.5 HP; 1750 RPM; 150 GPM 4. Westbluff – Pumps: 4 HP; 1745 RPM; 160 GPM 5. Sea Bluff – Pumps: 10 HP; 1750 RPM; 110 GPM 6. City C orp Yard – Pumps: 2 HP; 1700 RPM ; 85 GPM HP – Horse Power RPM – Revolutions per Minute GPM – Gallons per Minute Staff contacted a leading provider in the generator industry to obtain the appropriate generator size and cost to provide backup power to the six statio ns mentioned above. Five
Board of Directors April 24 , 201 4 Page 3 of 7 out of the six stations can be powered by a 25k VA (1,000 volt amps) portable generator and the sixth station must be powered by a 40kVA generator because of the amount of amps it will need to start . P ictures and specs of the sampl e generators are provided in Attachment B . It’s possible the generators identified in Attachment B can be stored on fairgroun d property or at the City Corp Yard . Before the Di strict Yard was constructed, OC Fair permitted District equipment to be stored on their property and in exchange, the District would clean their sewer lines . Staff has reached out to Doug Lofstrom, OC Fair CEO, and received from him a receptive response to our request. Staff is planning a meeting with OC Fair executives to discuss this arrangement. The cost to purchase one 25kVA portable generator is $21,300 (including freight and tax) for a total of $106,5 00 to acquire five portable generators. The cost to purchase one 40kVA portable g enerator is $32,100 (including freight and tax). The total cost to acquire all six generators is $137,600 . Other acquisition options, including lease and pre -owned generators are made available in the Financial Review section of this report. There are o ther costs associated with the acquisition of generators. This includes cables, voltage connections and wheel boot locks to prevent theft. The total costs for these items are below: • Cables (20 ft per @ $4 a foot): $ 480.00 • Appleton connections: ($1,150 per): $6,900.00 • Boot locks ($160 per): $ 960.00 In addition, it will cost approximately $1,000 a year to fuel six generators (the fuel tanks will have to be emptied and refilled because gasoline eventually goes bad if not used) and approxima tely $2,160 a year to perform annual preventive maintenance on the six generators. AQMD permits are not required because each generator is less than 50 HP. The total cost to acquire six po rtable generators is $145,940 . On April 15, 2014 , the Board reviewed and discussed staff’s proposal to purchase six portable generators. Discussion occurred about Irvine Pump Station that is planned to have a permanent generator powered by natural gas. The District decided to use a natural gas generator as a comp romise with the property owner for allowing the District to install this type of equipment on his property. There are concerns that if natural gas is disrupted after a catastrophic earthquake the pump station will not receive backup power from the permane nt generator and the chance the District’s remaining portable generators will be utilized.
Board of Directors April 24 , 2014 Page 4 of 7 Since the April 15 th study session, staff has learned that the District’s largest portable generator, Generac190, is so old and obsolete that the manufacturer, Gen erac, no longer keeps records for the generator. Since this generator is still in good working condition, staff suggests using Generac190 as a backup to Irvine Pump Station and purchase a new generator for large pump stations like at Harbor. This pump st ation will require a 125 kVA generator at a cost of $65,909 . Because this generator is more than 50 HP, a permit from AQMD is required a t an estimated cost of $2,943. In addition to purchasing cables, connectors and a boot lock, the tota l cost will come t o $70,242 . The total cost to acquire seven portable generators is $216,183 . As you know, six pump stations are planned for abandonment by 2018 -19. When these stations are officially abandoned, the District will auction the portable generators and deposit the revenues in the Liquid Waste Fund Balance. ¾ Ton Pickup Truck If the Board approves acquiring six portable generators, staff will be responsible for transporting and c onnecting twelve pieces of equipment (9 generators and 3 by -pass pumps) in t he event of a catastrophic disaster (13 if natural gas is disrupted at Irvine Pump Station). Speed is going to be the key to ensuring all equipment is transported and connected to the pump stations before a sanitary sewer overflow occurs. Currently, the District has two vehicles in the fleet capable of towing portable equipment. It takes approximately one hour to attach a trailer to a truck, then transport and connect one generator to a pump station and approxima tely an hour and thirty minutes to do the same with one portable by -pass pump. Due to the hoses, valves, pipes, etc., there is more involvement for properly operating a portable by -pass pump at a pump station. Having a third vehicle will give the District three two -man crews and the capability of compassing the community more efficiently and effectively. When the vehicle is not used for emergency purposes it can be used for other services such as a backup vehicle for the cleaning crew when the combo cleaning truck is down for service repairs. The crew can use the pickup truck to plug and seal manhole covers, assist inspecting pump stations, deliver supplies to HQ and/or pickup pump station parts from inventory warehouses. On April 15, 2014, the Board reviewed and discussed staff’s proposal to purchase on ¾ ton pickup truck. The Board directed staff to purchase a pre -owned pickup truck. The cost to purchase a pre -owned ¾ ton pickup truck is $40,000 . The model and make of a ¾ ton pickup truck would be a Ford F250, Chevrolet 2500 Silverado or a Dodge Ram 2500. Another option is to purchase a ½ ton pickup truck, but these trucks are fueled by
Board of Directors April 24 , 201 4 Page 5 of 7 unleaded gasoline, not diesel. Diesel is the only fuel available and dispensed at the District’s Yard. There are other costs associated with the acquisi tion of a pickup truck. This includes warning lights (e.g. light bar on rooftop), 4 corner LED strobes and installation for a total estimated cost of $2,720 . Annual maintenance cost is estimated at $800 a year and fuel is estimated at $875 a year. The t otal cost to acquire one pre -owned ¾ ton diesel pickup truck is $42,720 . Emergency Fuel Assessment Needs During a large disaster that is impacting multi -jurisdictions, many public agencies and emergency service providers (e.g. hospitals, ambulance compani es, shelters, etc.) will be vying to acquire emergency fuel for their generators and vehicles. Public agencies will have to request the emergency fuel from their emergency operation area. The District’s emergency operational area is the Water Emergency Response Organization of Orange County (WEROC), which is the operational area for all water and wastewater districts in Orange County. It is important to give WEROC as much information as possible so that the emergency fuel can be deli vered on time. Below are some of the questions WEROC will be asking. • How much fuel is needed? • What type of fuel? • How often is refueling needed (24, 48, 72 hours)? • Where does the fuel need to be delivered? • Why is the refueling critical? Attachment A to this report is an attempt to answer those questions, while at the same time assi st staff identify the full run time of the emergency equipment so that we can plan ahead for scheduling emergency fuel. If the goal is to be self -reliant for seven days then as you can see in the spreadsheet, the District will need to request emergency fuel within seven days for several emergency equipment . The remaining emergency equipment can last longer before refueling because the pumps are smaller and they do not operate continually for 24 hours. However, the District’s maintenance supervisor does have a 100 gallon fuel transfer tank located in the flatbed of his truck that can be used to fuel emergency equipment at pump stations. The U.S. Department of Transportation allows up to 119 gallons of fuel can be stored and dispense from the flatbed of a truck without removing the fuel tank from the truck.
Board of Directors April 24 , 2014 Page 6 of 7 In addition, the District should not be depended on WEROC for acquiring emergency fuel. In fact, WEROC recommends that ag encies should identify or have contracts in place with at least three fuel suppliers, but before those contracts are implemented agencies should answer the following questions: • Do the fuel suppliers provide a true 24 hour contact person? • Does the contact person have authority to relocate supply to the requesting agency? • How will the supplier get paid? Open PO? Credit card? • Is the supplier reliant on power to access fuel or do they need generators? Staff will be contacting several fuel suppliers to establish emergency fuel contracts. Strategic Plan Element & Goal This item complies with the Mission Statement of the Costa Mesa Sanitary District, which states the following: “Protecting our community’s health and the environment by providing solid wa ste and sewer collection services.” Legal Review Not applicable at this time; however, District Counsel will review and approve contract with vendor for purchasing the generators Environmental Review The use of small portable generators at the pumping stations as backup for regular power from Southern California Edison is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21000 et. seq.) under Section 15301 as a “Class 1” “minor alteration of existi ng public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly -owned utilities used to provide …. sewerage …” The purchase of a vehicle is also exempt as there is no disturbance of the environme nt. Financial Review Portable Generators New: T he total purchasing cost for six portable generators is $145,940 . The annual M&O cost (fuel, preventive maintenance, repair, etc.) is $3,160 . To purchase one 125kVA portable generator will cost $70,242 and the annual M&O cost is $1,300 .
Board of Directors April 24 , 201 4 Page 7 of 7 ¾ Ton Pickup Truck Pre -Owned: Cost f or pre -owned ¾ ton pickup truck is $40,000 for a vehicle that has less than 20,000 miles driven. Include warning lights (e.g. light bar on rooftop), 4 corner LED strobes and installation the total cost will be $4 2,720 . Annual maintenance cost is estimated at $800 a year and fuel is estimated at $875 a year. Total Cost The total cost to acquire six portable generators and one pre -owned ¾ ton pickup truck is $188,660 and if yo u include the 125kVA generator with the purchase, the total cost will be $258,902 . Funding for this cost is not budgeted and would have to be appropriated from retained earnings. Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the April 24 , 2014 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Do not acquire any generators and one ¾ ton pickup truck. 2. Direct staff to report back with more information. Attachment A: Emergency Fuel Assessment B: Portable Generator Pictures & Technical Specs Reviewed by: Interim Finance Manager Wendy Davis
Lift Station Location Type of Emergency Equipment Mobile or Permanent Manufacturer Serial #Type of Fuel Fuel storage capacity Available Emergency Run Time on full tank 1 Canyon*999 Wilson, CM Generator Permanent Kohler Red diesel 256 gallons 9 days 2 Mendoza 2899 Mendoza, CM By-pass pump Permanent Godwin Diesel 80 gallons 25 days 3 Victoria South end of Miner By-pass pump Permanent Godwin Diesel 80 gallons 28 days 4 Elden 146 Mesa Dr, CM By-pass pump Permanent Godwin Diesel 150 gallons 6 days 5 23rd Street End of 23rd St @ Irvine, NB By-pass pump Permanent Godwin Diesel 80 gallons 56 days 6 Irvine 2677 Irvine Ave, NB Generator Permanent Finalizing designs Natual gas 7 Harbor 521 Wilson, CM Generator Mobile Generac 190 SN 204893 Diesel 8 Santa Ana 2449 Santa Ana, CM Generator Mobile Generac 85 SN 3128128 Diesel 9 President*2034 President Pl, CM Generator Mobile Multiquip 45 Diesel 26.4 gallons 1 1/3 days 10 Gisler 3003 Iowa St, CM By-pass pump Mobile SPP Diesel 58 gallons 3 days 11 Adams 2054 Adams Ave, CM By-pass pump Mobile SPP Diesel 58 gallons 3 days 12 California 1803 Calif St, CM By-pass pump Mobile SPP Diesel 58 gallons 3.5 days 13 Valley*1140 Aviemore Terr Generator Mobile Doosan G25 Diesel 36 gallons 2.5 days 14 19th Street*1035 W 19th Street Generator Mobile Doosan G40 Diesel 47 gallons 2 days 15 Westbluff*1059 Westward Ln Generator Mobile Doosan G25 Diesel 36 gallons 2.5 days 16 Sea Bluff*1099 Seabluff Dr Generator Mobile Doosan G25 Diesel 36 gallons 2.5 days 17 Corp Yard 2300 Placentia Generator Mobile Doosan G25 Diesel 36 gallons 2.75 days 18 Iowa 1601 Iowa St, CM Generator Mobile Doosan G25 Diesel 36 gallons 2.5 days 19 SCP South Coast Plaza SCP will provide backup power NA NA NA NA NA 20 21st 21st St @ Newport Blvd Wastewater flows into Elden PS NA NA NA NA NA Buildings 1 HQ 628 W 19th St, CM Generator Permanent John Deere IDLC30-3JU Diesel 70 gallons 25 hours 2 Yard 174 W Wilson, CM Generator Permanent In design phase
*Lift stations are planned for abandonment by 2018-19 Purchase 6 generators to be stored at OC Fairgrounds. Cost: $145,940 Fuel tank capacity unknown due to age of generators. Staff will have fuel supplier empty and refill fuel tank to determine capacity.
Why Critical?SSO will flow into City of Costa Mesa Canyon Park 875 GPM of raw sewage will enter the Paularino Channel. The channel confluences with the Santa Ana Delhi Channel, which is tributary to Upper Newport Bay. Nature preserve and ecological reserve will be contaminated.SSO will be adjacent to residential homes.Overflows will go directly into a pond located on the Santa Ana Golf Course Lift station is fifty feet away from Santa Isabel Channel. 550 GPM of raw sewage will enter the channel that discharges into the Newport Bay Watershed, threatening water quality.1,500 GPM of raw sewage will enter storm drain on Anniversary Lane. Annersary Lane is located adjacent to Santa Ana Delhi Channel, which is tributary to Upper Newport Bay. Nature preserve and ecological reserve will be contaminated.Overflows will likely shut down part of the Harbor/Wilson intersection.Overflow will enter nearby storm drain and flow into the Upper Newport Bay contaminating the Bay and closing nearby beaches 680 GPM of raw sewage will enter Canyon Park 250 GPM of raw sewage will enter the Greenville Banning Channel that merges with the Santa Ana River and eventually the Pacific Ocean. Beaches will be closed.500 GPM of raw sewage will enter the Santa Ana river and eventaully the Pacific Ocean. Beaches will be closed.Pump station is located in front of a residence.Pump station is located between two residences Pump station is located in a park area of a subdivision Pump station is located in residential area adjacent to storm drain immediately upstram of Canyon Park.Overflow will flow into OC Parks, Talbert Regional Park.Lack of backup power will limit City of Costa Mesa emergency workers from accessing yard area.Overflow will shut down Gisler/Iowa intersection Overflow will occur in main drive area NA CMSD's EOC Alternative EOC and fueling station
Attachment B Proposed sample generator (25KVA) for Valley, Iowa, Westbluff, Sea Bluff and City Corp Yard Pump stations Proposed sample generator (40KVA) for 19 th Street Pump stations
Sample generator (125KVA) for Harbor Pump Station