Project 181 - Proposal - Hamers - 2007-01-31 0 ROBIN B. HAMERS & ASSOC., INC. 234 E. 17TH ST SUITE 205
CIVIL ENGINEERS PLANNERS SURVEYORS COSTA MESA, CA 92627
• Since 1981 phone 949/548-1192
fax 949/548-6516
January 31 2007
Board of Directors
Costa Mesa Sanitary District
628 W 19th Street
Costa Mesa, CA 92627-2716
RE. PROPOSAL TO PROVIDE INSPECTION SERVICES
PROJECT 1112100-181
NEWPORT BLVD SEWER @ 19TH STREET
Dear Board of Directors:
The following proposal is for providing the necessary construction administration,
• engineering, construction surveying and inspection services during the
construction phase of the project.
Attached are copies of the project reports as described in the Capital Improvement
Program as well as the independent engineer's report.
It is proposed to provide the following services, as needed, during the construction
phase of the project, not to exceed $25,000.00
Engineering $80.00/hour
Inspection $55.00/hour
Surveying (2 man crew) $220.00/hour
Sincerely
Robin B. Hamers
Attachments
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Costa Mesa Sanitary District
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I. a, Il,irthltlgtu i CAPITAL IMPROVEMENT PROGRAM
Staff Fiscal Year 2006-2007
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Prepared by
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rraoin`'r Robin B. Hamers
Manager/District Engineer
Phone
(949) 645-8400
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(949) 00-2253
address
6 8 I I 19th Street
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(, it Protecting oMr community's ljealtG 6h providing solie waste aril setter collection services.
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Project#181 Newport Blvd. Sewer at 19th Street
• In order to improve traffic flow the City of Costa Mesa and CALTRANS are
constructing an additional lane on Newport Blvd Southbound at 19th Street in Costa
Mesa. Due to grade differences between the existing roadway and the adjacent
property at 1901 Newport Blvd, a retaining wall will be constructed at the edge of
the street right-of-way However,the District's existing 8-inch sewer main is located
directly under the proposed retaining wall.
The CMSD engineering staff investigated various alternatives for relocating and
protecting the existing sewer line in place including the installation of concrete
encasement, installation of a ductile iron pipe sleeve, or relocating the portion of the
line that is under the new retaining wall. The best alternative was determined to be
the `relocation' alternative that consists of constructing a 400 foot long segment of
new 8-inch sewer main away from the location of the retaining wall.
The `relocation' option allows the line to be excavated in the future, if necessary
since the line will be located in one of the asphalt driving lines. The alternative of
concrete encasement is less expensive, however, future excavation would be
extremely expensive because the retaining wall would have to be removed and
replaced.
The option of installing a protective steel sleeve around the sewer line is expensive in
• itself as the sewer line must be removed and then installed in the sleeve plus the line
is still located under the retaining wall.
Attached is an exhibit showing the project area and the existing and proposed sewer
lines.
PROPOSED BUDGET
Design $ 25,000
Construction 250,000
Inspection 25,000
Contingency 25,000
Total $ 325,000
411
TAN-31-200' 12 41 FROM COSTH MESH SRN DIST TO ROE 011i
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AUG 3 1 2006
COS1A MESA SANf1ARY 113
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August 28, 2006
Board of Directors
Costa Mesa Sanitary District
628 W 1,9't' Street
Costa Mesa, CA 92627
Anon. Joan Revak, Board Secretary/Program Manager
Subject: Independent Review
2006-07 CIP Report
Honorable Board of Directors: •
I have completed my review of the District's Draft-Revision 3 and the District s 2006-07
Capital Improvement Program (CIP) report dated July 7 2006. I have enclosed my
independent review reports as requested by the Manager/District Engineer.
I continue to applaud the District and staff for continuing the funding for future sewer
replacement and for the efforts in meeting the Regional Water Quality Control Board
requirements for Fats, Oils and Grease control. I found the SSO Occurrence Report
Summaries to be very enlightening; the reports definitely confirm that the District and staff
are doing an exceptional job in meeting State standards. I also want to thank staff for
providing me with revisions to the Master Plan sections, County s and the Districts FOG
reference material and meeting minutes. All of which was very beneficial in understanding
and completing my review
Please note that my report includes several projects from the Draft-Revision 3 that are not
shown in the CIP Report dated July 7th I did that to show the funding relationship between
the CIP projects and those projects that had funds reallocated. It actually helped me to view
the total picture of what the District decided to do to reach an overall finding program for the
2006-07 Fiscal Year
I believe the District's management and financial ability to plan for the future, conduct day to
day operations including a very aggressive CIP program as well as responding to requirements
•
JHN-31-200' 12 41 FROM COSTH MESA SRN 01ST TO ROB v e 'el
Board of Directors-Costa Mesa Sanitary District
2006-07 CIP Transmittal Letter
August 28,2006
•
from outside agencies to be an outstanding feature of the District's overall operation. It was an
honor to serve the District and I thank you for giving me this opportunity
Sincerely r
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Bruce D Mattem. PE ` MA .y
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THN-31-2007 12 41 FROM COSTA MESH SAN DI I ID ?LIE r u-
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Independent Review
Costa Mesa Sanitary District Capital Improvement Program
Fiscal Year 2006-2007
O Project#101 /Westside Pumping Station Abandonment
Project Funding reallocation
This project is an ongoing long term project to eliminate six (6) pumping stations on the Westside of
the District. The project also affects and involves the City of Newport Beach and the OCSD Funding
of $15,000 to prepare exhibits for the environmental constraint study will be left in the fund and •
$85 000 will be transferred to Project#181 Newport Blvd Sewer at 19"Street.
O Project#149/Sinking Fund For Future Sewer Replacement
This is the 12th year (project was initiated in the 1995-96 fiscal ycar) that funds have been set aside for
future replacement or reconstruction of sewer lines as they reach life expectancy In accordance with
accepted accounting principles, the interest derived from these funds is credited to the General Reserve
Account. This year's program will add $25,000 to the fund for a total deposit of$1,720,805.
Last year the District received a grant from OCSD (Project #175) which will allow for a complete
televising of the District's sewer system. This will assist in determining the appropriate rehabilitation
program and this will also enable the District Treasurer and District Engineer to review and comment on
the level of funding ultimately needed. The mainline televising project is anticipated to be initiated mid
to late 2005 with an anticipated completion date of November 2007
O Proiect#159/TELEVISING SEWER LINES
This year project is part of an ongoing program to insure that the Districts' facilities are functioning
properly It is noted that this year's program will be for small-scale miscellaneous sewer televising
work and may center on the following:
I Homeowners claims of District mainline problems 1111 2. Visual assessment of vactor jetting hose problems-hitting obstructions
3 Assessment of FOG issues
4 Assessment of when other utilities construct facilities under-over District facilities
JRN-v1-2OOri 12 41 FROM COSTH •ESH SHN DI5 I [LI ku.a
Independent Review
CMSD OP Report 2006-07
August 28,2006
Page 2 of 4
• The proposed budget of$15,000 appears reasonable. The benefits to the District provide for flexibility an
on-call contractor, and immediate response capability
O Project#164/Miscellaneous Sewer Work And Manhole Adjustment
This provides the funding for a continuing program to reimburse other agencies (Cities of Costa Mesa
and Newport Beach, County of Orange and/or Orange County Sanitation District) for work that they
either do or have done on District facilities. This includes the purchase of manhole rings and covers and
for adjusting District sewer manholes to grade. The program has been expanded to include pumping
station, small sewer line repairs that need to be handled immediately emergency repair work and for roach
control in sewer manholes.
It is noted that the District-City of Costa Mesa agreement has been terminated as of December 2005 The
District has determined that additional maintenance funds arc need to bring the pumping stations to the
desired level of care. Therefore the 2006-07 project appropriation was increased to $200,000 The
appropriation, based upon required work will be reviewed toward the end of the year and adjustments will
be made accordingly This appears to be a reasonable approach.
O Project#168/Tustin Pumping Station Remodel
• Project Funding reallocation
• This project involves multiple agencies, County of Orange, City of Newport Beach and the Irvine Ranch
Water District. In order for the Tustin Pumping Station Remodeling to be completed by June 2007
additional funds are needed. Therefore funds were re-appropriated as follows:
1. 5500,00 transfer from Project#171-Tustin Pumping Station Force Main Replacement
2. $60,000 transfer from Project#173-South Coast Plaza Force Main
This provides a total appropriation of$836,647
O Project#171 1 Tustin Pumping Station Force Main Replacement
Project Funding reallocation
The existing appropriation for the construction of Phase 1 is $540,000. Funds are needed to complete the
Tustin Pumping Stations remodeling so the$540,000 has been reallocated as follows.
1. Project#171 $40,000 for design phase
2. Project#168-5500,000 for construction
It is understood that Project#171 will be refunded in futures years.
O Proiect#173/South Coast Plaza Force Main
• Project Funding reallocation
• This project has an existing appropriation of$190,000 and the design is nearly complete. However, the
District has determined that additional funding is needed for Projects #168 and #l8l in order to meet
specific time frames. Therefore funds have been reallocated as follows.
THN-31-2o r 12 42 FROM COS IH ['ESN SHN 111SI IU R116 r u t
Independent Review
CMSD CIP Report 2006-07
August 28.2006
Page 3 of 4
1. Project#173 515,000 to complete the design phase •
2. Project#168 $60,000 for construction
3. Project#181 5115,000 for construction
Recognizing there are serious problems with the South Coast Plaza Force Main, it is hoped that funds to
complete the project will be made available in future years.
O Project 01771 Capital Facilities Acquisition Fund
This project was first funded in the 2005-06 fiscal year to purchase capital facilities and assets such as
maintenance vehicles.sewer cleaning trucks and other equipment. The District also transferred Slmillion
from the Facilities Revolving Fund to initiate acquisition of a Maintenance Yard. While the Distnct is
actively searching for a new yard location it has been using contract services for daily operation and
maintenance functions; the District has also recently hired a full time Maintenance Supervisor to oversee
the contractors operations.
This year s appropriation is$100,000
O Project#179!Building and Grounds Improvement Fund
The Districts new headquarters interior improvements have been completed and the exterior renovations •
arc nearing completion. Remaining exterior improvements include column reconstruction. painting and
landscaping.
The 2006-07 appropriation of$10,000 appears reasonable and appropriate.
O Project#180—Fats,Oils and Grease(FOG) Control Program
Phase I was initiated in the 2003-04 FY Project #172 because of requirements imposed by the SAR
RWQCB. Phase 11 was programmed in the 2004-05 FY with Project#174 and Phase III was programmed
in the 2005-06 FY with Project #176. All three phases have been managed by Environmental and
Engineering Contractors, Inc (EEC) with District staff spending considerable time to keep the severity of
sanitary' sewer overflows (SSOs) to a minimum. Based on review of the SSO Occurrence Report
Summaries, it would appear that the District has been extremely successful.
The District had originally anticipated that consultant involvement could decrease with staff increasing
their time in handling the FOG program. However additional demands in staff time and functions have
precluded this from happening. Therefore the District will continue to use the consultant that performed
Phases I through III for at least another year.
The recommended appropriation of $150,000 appears reasonable and is in-keeping with previous years
appropriations.
•
JHN-71-200' 12 42 FROM COSTA MESA SAN DI ST TD ROB r ub U
Independent Review
CMSD CEP Report 2006-07
August 28,2006
Page 4 of 4
• Project#181 —Newport Blvd Sewer at 19th Street
The District has an 8' sewer main running parallel to Newport Blvd. Caltrans and the City of Costa Mesa
are proposing to widen Newport Blvd which would place a retaining wall over the 8' line. After
reviewing various alternatives, the District has decided to relocate the 8' line into the existing right turn
lane which will become a through-right turn lane.
This is a multi-agency time sensitive project (construction to be completed by November 2006) and
requires immediate funding. Funds from Projects 4101 and 4173 have been reallocated to the project in
the amount of$85,000 and $115,000 respectively
The Design-Inspection budget equals 20% of construction which is keeping with industry standards as is
the contingency factor of 10%.
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