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Project 176 - Agenda Staff Report - FOG Program - 2005-12-29 �S5NIS. r —tea y Costa Mesa Sanitary District CORPO an InOepenOent Special District December 29 2005 Board of Directors 4 rlene Schafer Greg IVoodstde James Ferry ran ter Perry Board of Directors Dan Ithrrhington Costa Mesa Sanitary District 628 W 19th Street Costa Mesa, CA 92627 Staff Re: Project#176 WDR Grease Control Program Phase III Rohm B Hunters Manager Dear Board of Directors. District Engineer (949) 63 1-/fl District Staff included Project #176 WDR Grease Control Program Phase III in the 2005-2006 Capital Improvement Program as part of a continuing effort to Thomas 1. Fatah comply with the Regional Water Quality Control Board's Waste Discharge Assistant Manager Requirements. Included on this agenda under Project#174 is the final report from EEC that describes the Phase II effort as a success and an effective effort Jahn Revak in improving sewer system performance by the reduction of grease in the sewer Board Secretary system. Program Manager It is recommended that the Board of Directors consider beginning the Phase III grease control program as included in the 2005-2006 Capital Improvement Ohm R Burns Program. Specifically the following actions are recommended: L ;al Counsel 1 Approve a professional services agreement with EEC to perform Phase III Wendy Hooper Davis services as outlined in the attached proposal, not to exceed $150,000 In Treasurer addition to the agreement with EEC, attached is the portion of the 2005-2006 CIP that describes the project along with the independent engineer s review of the project. Phone 2. Consider the firm of Robin B Hamers & Associates, Inc. to provide (949) 645-8400 engineering overview and management as shown in the attached proposal, not Fax to exceed $20,000 The $20,000 was previously transferred into this project. (949) 650-?'53 3 Approve and execute the attached agreement with the Orange County Sanitation District (OCSD) that will provide for an Orange County Health Care Agency (OCHCA) restaurant inspector to perform one WDR-related inspection Address of each restaurant inside the CMSD boundary per year The OCHCA 628 It' I9t1,Street inspections will supplement the inspections provided by EEC and will assist in Costa Mesa C4 92627 '718 reinforcing the importance of the grease control program to the local restaurant owners and general managers. O- a Pt tied Protecting our connnunitN's health providing solid waste anb sewer collection services. R,nct`'d Pop costamesasnnitan)(istrict.org a�S*S�-�yo' 0''�0- wf' Costa Mesa Sanitary District ��orpa F an InOepenOent Special District Board of Directors December 29 2005 Page 2 4 Transfer$20,000 from the sewer reserves into this project to cover the first year cost of the OCHCA inspection program of$17,541 as shown in the agreement with OCSD Thank you for your consideration of the above. Approval of the four actions listed above will insure the CMSD grease control program remains in compliance with the WDR. Please call if you have any questions. Since/reelyx, ll Robin B Hamers Manager/District Engineer S^chNITZ?) t "N, Costa Mesa Sanitary District K.„_tr-�\q.. an Inge penbent Special District °'4PoR4.10 COSTA MESA SANITARY DISTRICT CAPITAL IMPROVEMENT PROGRAM Board of Directors 4,lone Schafer FISCAL YEAR 2005-2006 GIeg II'oodside J0111rs F^mnu»l 4"Pent PROJECT#101 Dan n`irtlnng1on WESTSIDE PUMPING STATION ABANDONMENT $ 100,000 (CR) PROTECT #149 SINKING FUND FOR FUTURE SEWER REPLACEMENT 100,000 (CR) Staff Robin B. Hamers PROJECT#164 Manager 60,000 (CR) District Engineer MISCELLANEOUS SEWER WORK 19491 631 1731 PROJECT #168 TUSTIN PUMP STATION RELOCATION— 1ST ADDITIONAL Thomas eager APPROPRIATION 150,000 (CR) 4ssis,ant A'imager PROJECT #175 Joan Revak OCSD COOPERATIVE PROJECTS GRANT TELEVISING 125,000 (CR) B' "ni S( -remit SEWER LINES — 1ST ADDITIONAL APPROPRIATION Prnge un A lanager PROJECT#176 Ohm 1? Barns WDR FOG PROGRAM PHASE III 150,000 (CR) L •gal Loam 9 PROJECT #177 CAPITAL FACILITIES ACQUISITION FUND 115,000 (CR) (SP) I i•ndr Hooper Davis Treasurer PROJECT #178 REPLACEMENT OF SEWER BY-PASS PUMP 75,000 (CR) (SP) PROJECT #179 Phone BUILDING AND GROUNDS IMPROVEMENT FUND 75,000 (CR) (SP) (949) 645-5400 Fax 49) 650-2253 TOTAL $ 950,000 (CR) Denotes Capital Replacement Project (CI) Denotes Capital Improvement Project 4ddress (D) Denotes Design Phase only at this time 62c n' 19th Sneer (SP) Denotes Special Project Cnom Alesa• C-I 9 26 27 2715 cc. Rob Hamers, Tom Fauth, Joan Revak, Wendy Davis, Sherry Kallab at!) „rd Pvotectilla Dar cm)n11M1Iit\ys beak()h, provioing soli( waste anO sewer collection services. k•nrhrl Pap costaniessasanitag3istrlct.orl9 1 ' � YW F M : .. , . 1 n t ~ ,t1 � 99 .z' i Project No. 176 WDR FOG Program Phase III The project will fund the District's use of a consultant to continue the fats, oils, and grease (FOG)program implementation that is required under the Regional Water Quality Control Board's Waste Discharge Requirements (WDR). Previous projects were Project No. 172 and Project No. 174 The Sanitary District contributed to the nationwide FOG Study and the resulting report is titled Orange County Sanitation District— `FOG Control Research Study Report'/Phase I dated June 2003, and is on file in the Manager/District Engineer's office. This report concluded that a FOG Characterization Study was an important building block of a successful FOG program. The District's FOG characterization Study was completed under project No. 172 and is titled `Costa Mesa Sanitary District— Sewer System Fats, Oil and Grease (FOG)—Characterization Study Report' dated October 21 2004 The District also has a hot spot and food service location map. This project will continue where Project No. 174 terminates, which is near the end of the first year of informing the 393 food service establishments of the new grease control regulations, issuing permits, and insuring compliance with the new requirements. Recommended appropriation $150,000 8 fig w+.*r''' �.14.;i, i' Independent Review CMSD CIP Report 2005-06 July 29 2005 Page 3 of 4 Proiect 1112100-175/OCSD Cooperative Projects Grant-Televising Sewer Lines This is phase II and continues from the 2004-05 project. OCSD treatment plants are being strained during heavy rains; it is presumed that OCSD and Sanitary Districts' facilities are experiencing Inflow and Infiltration (I & I) during the rainy season. The CMSD took advantage of the OCSD proactive action by filing for and receiving a grant for 50% of the cost to televise the entire CMSD main line sewer system. The grant equals $310,590.50 and the CMSD must match this amount. The District appropriated $311 758 in the 2004-05 FY with the knowledge that additional work and funding would be required in the 2005-06 FY Additional funds will be used for mapping, manhole marking and numbering, inspection, design and administration. It is also understood that additional funds may be required in the 2006-07 FY pending the outcome of the televising, mapping and inspection. The funds allotted for design, manhole assessment, inspection,administration and reserve appear to be appropriate and reasonable. .4 Project 1112100-176/WDR FOG Program Phase III Phase I was initiated in the 2003-04 FY Project #172 because of requirements imposed by the SAR- RWQCB. Phase II was programmed in the 2004-05 FY with Project #174 Phase III will continue providing information to the 393 food establishments about the grease control regulations along with insuring compliance and issuing permits. The District will continue to use the consultant that performed Phases I and II. 0 The appropriation of$150,000 appears reasonable and appropriate. * Project 1112100-177/Capital Facilities Acquisition Fund In 2004, the District outgrew the rented facilities at the City of Costa Mesa City Hall and acquired their own building. Also the District added administrative staff including their own financial director and accountant. The District and the City still share field staff and equipment, however many of the field staff are reaching retirement age. The District is concerned over response time (most of the existing field staff live within the district boundaries) if new hires live outside the area. The District is investigating three options: 1 100%contract services 2. 100%District hired employees (in-house) 3. Combination of contract and in-house services It is understood and recognized that any transition to an ultimate staffing configuration will involve a period of time and will mostly likely require 100% contract services while sufficient funds are obtained. The District also owns some equipment that will require relocation if the District decides not to utilize City of Costa Mesa facilities. The District needs to consider buying/acquiring yard facilities or sharing facilities with another municipality The first year appropriation is $115,000.