Project 155 - Proposal - Hamers - 2001-02-22 i
ROBIN B HAMERS 234 E 17TH ST SUITE 205
& ASSOCIATES INC. COSTA MESA, CA 92627
CIVIL ENGINEERS 0 PLANNERS • SURVEYORS (949) 545-1192
FAX(949)548-6516
February 22, 2001
Board of Directors
Costa Mesa Sanitary District
77 Fair Drive
Costa Mesa, CA 92628
RE. PROPOSAL TO COMPLETE PROJECT
PROJECT 1112100-155
SEWER MASTER PLAN UPDATE
Dear Board of Directors:
Enclosed is a proposal to perform the Master Plan Update for the District's sewer
system as included in the 1997-98 Capital Improvement Program.
The Master Plan Update was included in the 97-98 budget and would be completed by
now, however, focus had to be shifted to design of the$2 million Bristol Street
Pumping Station facility which has been ongoing for a number of years. As discussed
at the February 2001 Strategic Planning Sessions, the Master Plan Update is to be
completed by the end of this calendar year
In addition to the sewer capacity analysis and other usual components of a master plan,
the study will include a storm water inflow and infiltration WI) reduction plan and a
condition assessment of the sewer system as a whole.
In accordance with the attached excerpt from the District s Capital Improvement Program
Report and the follow-up Boyle Engineering independent review, it is proposed to complete
the update as follows;
Engineering $ 63 00/hr not to exceed$18,000
Sincerely
Robin B. Flamers
y1 Printed on Recycled Paper
4Q'14ITA4 i
�,SARI71R
COSTA MESA 14 C3rtr, DISTRICT
Costa Mesa Recycles ♦w DIRECTORS
A CORPORlap James Ferryman
t, = Arthur Perry
Arlene Schafer
Dan Worthington
Nate Reade
REVIEW OF PROPOSED CAPITAL IMPROVEMENT PROJECTS
FISCAL YEAR 1997-98
C) It Mil, 'CP 7- L.
ST rN/+1 ,, J!\
t,
Prepared by-
Robin B. Hamers
Manager/District Engineer
FAX(714)432-1436
P.O. BOX 1200, COSTA MESA, CALIFORNIA 92628-1200 77 FAIR DRIVE (714) 754-5043
4,r1IT4q47,�
COSTA MESA t�S `°-N., DISTRICT
O n
u�9WbSl3$ `i
Costa Mesa Recycles y ww DIRECTORS
rORPORA'��`9 lames"Ferryman
t, Arthur Perry
5/27/97 Arlene Schafer
Revised 5/28/97 Dan Worthington
Nate Reade
PROPOSED BUDGET
COSTA MESA SANITARY DISTRICT
CAPITAL IMPROVEMENT PROGRAM
FISCAL YEAR 1997-98
Project 1112100-149 Sinking Fund for Future Sewer Replacement $ 200,000 (CR)
Project 1112100-155 Sewer Master Plan Update 18,000 (CR)
Project 1112100-156 Earthquake/Major Emergency Sewer
Reconstruction fund 450 000 (CR)
Project 1112100-157 Televising Sewer Lines 17 000 (CR)
Project 1112100-158 Reimbursement for Sewer Work by Others 50 000 (CR)
Sub Total (CR) $ 735 000
Sub Total (CI ) 0
Sub Total ( 0) 0
TOTAL $ 735 000
(CR) Denotes Capital Replacement Project
(CI ) Denotes Capital Improvement Project
(D ) Denotes Design Phase only at this time
(0 ) Denotes Other
cc. Rob Hamers
Lois Thompson
Susan Temple
Reba Coulter
FAX(714)432-1436
P.O. BOX 1200, COSTA MESA, CALIFORNIA 92628-1200 77 FAIR DRIVE (714)754-5043
PROJECT 1112100-149
SINKING FUND FOR FUTURE SEWER REPLACEMENT
This project was initiated in the 1995-96 fiscal year at which time a$100,000 initial deposit was
placed into the fund. Subsequently in the 1996-97 fiscal year an additional $200,000 was
deposited into the fund. The project will provide funding for replacement or reconstruction of
sewer lines as the system reaches its life expectancy
Although the Engineer s Report is still in progress and a funding schedule has not been
determined, the Finance Department has determined that $200,000 is available for the fund
without causing an increase in sewer rates. Therefore, it is deemed prudent to set aside the
money while it is available, especially considering that early deposits have the advantage of
compounding interest over time.
Third deposit to sinking fund $ 200 000
TOTAL $ 200,000
PROJECT 1112100-155
SEWER MASTER PLAN UPDATE
A typical component of a sewer agency is its Sewer Master Plan. The master plan is a study of the
size and capacity of the existing sewer system and short and long term projections of needed
improvements. The plan includes information on future zoning of the lands, whether the zoning
will require increased sewer capacity in the future, and information on the remaining useful life,
and recommended improvements to, existing facilities. Usually each and every sewer line in the
system is analyzed by size, slope, carrying capacity and existing and future flows. A financial
analysis of short term and long term improvements is also included.
The Costa Mesa Sanitary District last updated its Sewer Master Plan in June, 1983 The
recommended upsizing of the lines identified in the study have either been completed or are part of
long range plans. Since then the District has been concentrating on maintenance and rehabilitation
of existing facilities. The proposed update to the District s Master Plan will reflect the completed
and in progress construction since the 1983 update.
The City of Costa Mesa adopted a new general plan entitled City of Costa Mesa 1990 General
Plan wherein the City rezoned various areas and created new land use designations for other
areas. At the time the City was developing the new plan,the City requested the District comment
on the potential impact on the existing sewer system. The General Plan does pose some potential
impacts and these will be identified in the Master Plan Update.
The project will also include coordination with the County Sanitation Districts of Orange County
(CSDOC)who own trunk lines throughout the District as well as the treatment plants. CSDOC has
their own master plan which includes estimates of the total flows from the Costa Mesa Sanitary
District.
The project costs are as follows:
Update Sewer Master Plan $18,000
PROJECT 1112100-156
EARTHQUAKE/MAJOR EMERGENCY SEWER RECONSTRUCTION FUND
The 1994 Northridge earthquake was a good example of the severe damage that can be caused by a
large earthquake. In addition to buildings and bridges collapsing, the earth movement caused
utility lines to be severed, thereby disrupting service. Once utility lines are damaged, temporary
service lines must be installed until the ground is stabilized, regraded, and the repair or new
installation is completed.
Should a large earthquake disturb Mesa Drive in the City of Costa Mesa (the Districts most
vulnerable area), damage would occur to two pumping stations,gravity sewer lines, and
pressurized sewer lines (force mains). One segment of the force main is located in the Mesa Drive
bridge over the Costa Mesa Freeway
The Elden Avenue Pumping Station located at the intersection of Mesa Drive and Elden Avenue
pumps 3 750 gallons per minute and represents flows from a large portion of east side Costa Mesa.
The other nearby pumping station is the Tustin Pumping Station that feeds into the Elden station
and pumps 1,200 gallons per minute. In the event damage occurs to these or other pumping
stations, temporary pumper trucks must be utilized round-the-clock until the station can be
reconstructed and begin operation.
The estimated reconstruction cost for a station such as the Elden station is $500 000 assuming
almost total damage has occurred. Added to that would be the cost of temporary measures of
using pumper trucks or a quickly constructed make-shift pumping station. Additionally if the
Mesa Dnve bridge were to collapse, a temporary and new permanent force main would have to be
installed. An estimate of these costs is in the range of$500,000, making the total potential
exposure approximately$1 million.
Possible financing mechanisms for such an event are either taking the money from reserves,
obtaining earthquake insurance, qualifying for FEMA(Federal Emergency Management Agency)
assistance, or establishing a distinct fund for this purpose.
Although using reserves is a possibility the District has a reserve balance of approximately $5
million, which is small compared to the value of 325 miles Of sewer lines, 20 sewer pumping
stations, and$3 1 million of yearly trash collection and recycling contracts. Included in the$5
million are the funds the District has set aside in a sinking fund for long term future sewer
replacements as well as the reserves needed to handle the beginning of the year operating deficit
prior to receiving the trash and sewer charges. Use of sinking fund money for an emergency would
impair the District s ability to meet its future responsibilities and is not recommended.
The District's current insurance carrier SDRMA (Special District Risk Management Authority)
does not provide earthquake insurance. If available, earthquake insurance would be cost
prohibitive.
In the past, FEMA has provided reimbursement for earthquake and other catastrophic events,
however,the reimbursement usually takes a number of years and is subject to the discretion of the
federal government. The State of California usually provides a share of the reimbursement,
however, the State budget has vacillated back and forth from being in a deficit situation. FEMA is
a probable source of reimbursement, but not a guaranteed source.
The best alternative appears to be the establishment of a distinct earthquake/major emergency fund
that will cover the bulk of any immediate major emergencies. Creation of the fund will prevent
other reserves from being used as well as allowing the fund to grow over time with compounded
interest. It is recommended that the fund be established at$1 million, with this year s
appropriation being the first installment. Remaining installments can be varied in accordance with
future years capital improvement requirements.
Recommended Appropriation $450,000
PROJECT 1112100-157
TELEVISING SEWER LINES
The project is the continuation of the ongoing yearly pick-up projects where it is proposed to
continue rechecking areas that were originally televised in 1989 under the first phase of the
District's televising program. Certain areas of the first phase where problems were encountered
such as roots, multiple cracks or longitudinal cracks will be re-televised to compare the 1989
condition versus the current condition. This will assist in determining whether significant
portions of the one million feet of District main line previously televised will need to be re-
televised.
Upon completion of the televising, an Engineer's Report will be prepared that outlines the
results of the comparison and determines the need for future similar projects. The areas to be
televised are included in the 1989 televising area which is shown on the attached map.
Recently the District adopted Ordinance No. 26 which allows, in accordance with State law,
sewer projects up to $10,000 to be completed without going to bid. The televising portion of
this project is $6,000 and this will allow continued use of the contractor who has completed
the District's previous televising projects.
The design portion of the project encompasses preparing maps and schedules for the contractor
Preparing the maps includes reviewing previous televising projects to determine areas where re-
televising is appropriate. The previously used area and manhole designation system will be
reused. Inspection consists of monitoring the Districts cleaning forces schedule, since the
District must clean the lines immediately prior to televising, as well as being present during the
televising operation The televising cost is estimated at 12,200 feet of pipe at$0 49 per foot.
An estimate of the project costs is as follows:
Design $ 2,750
Televising Cost 6,000
Inspection 3 750
Engineer's Report 2,500
Reserve or Contingency 2,000
TOTAL $17,000
1
q
41
i:
,
%
ti. I
al tn
\, I,
g k Q) \ ,\
_---
it MI 1 _
kJ k
/
40, i
7 / Chr ..
09.* \ a
-X 4 AP • I__ \ r t
AVA, / at: 04
ils- I - i \
r _tie "\\ ,A; \ in El
, /1 , ,,insfiva70-1:40
z 4)-Ir\; " \ 7 , 1 \
V ON le -f>. ' „. / SI 0-
f _
N44 4. a \ ,-/-C " '''' ... -- _ • - --
77i___g fig
101
,
*dia, /
W./ - /
"A 1 - --Alfas 1 si -
‘• ,
Jar ‘
--Art----- 11111S1--Miiii
,, ,.. .„ I EG1
I - -t " ------ 1,
-4 -1:: ' 11 F_‘" .;.- _ _ it Irii
i , ,
ea\ „------- ---,-- - iil
' 1 ,.
_ i-,Isi a.
t1,-------t. <
,_.
II Ilya lei E
Ifs
a . +
Z \ II I to ao
cv TAF -..---* f \ 11.
v i n a
\
0 /
f col 7 \I\
I 'El ■
k.i Illvr ^ ,I i f.1
/
I
}
Z
IZI 421‘.......L... e
■,
ek
\\ 0■ - , - -,,
,
1 I
,/
t------------ -
_
\
9
/
/ i tit• t: 4 -t
1,-1 4 H\
ci 0- r ii.1/4,4 „. j 4. 1 i 'i \ ° -L"L-I 1 -I
'- 1 I - )21
4, , 1 , ti i7,1141 N It
. \ _
CC .±-,
_
CI. tti N ri lr E \ (
\ q.,. -tr.-.- 1
-
CO (12 CL
ISI 0 < il o
.2. gl - -riegiligi nri
- 111 )1 e'c Iti 404)
0 < > c,
I— op
- 11 -
z 61°
<
to
PROJECT 1112100-158
REIMBURSEMENT FOR SEWER WORK BY OTHERS
This project is a reimbursement to the City of Costa Mesa or County of Orange for performing
work on District sewer facilities during a City or County construction project. Under existing
laws whenever a City or County project such as a street widening project or storm drain
installation project requires relocation, reconstruction or protection in place of any District
facilities, the cost of said work is the responsibility of the District. The District has always chosen
to have said work incorporated in the City or County contract thereby achieving the lowest
price possible for said work plus reducing scheduling problems. Upon completion of the City or
County project the District Engineer and Inspector verify the work done, the unit price, and
approve a reimbursement to the City or County
As an example, the City of Costa Mesa recently completed a street widening project on 19'h Street
where sewer laterals had to be lowered. This is tn addition to raising or lowering manholes
which is occurring frequently due to the City s extensive street rehabilitation program. Past
experience has shown that of the$50,000 budgeted every year, approximately $35 000 $45,000
is spent.
Engineering and inspection costs for the project are included in the monthly invoices from the
District Engineer for plan checking and inspection. The project is included in the budget to allow
Finance to properly budget for the expenditure.
Estimated construction cost = $ 50,000
BID RECAP
OF PREVIOUS PROJECTS
REMOVE & RECONSTRUCT
SEWER-LINES
4' SECTIONS OF 8' VCP
CMSD#126, 1993 $2,600.00
CMSD#132, 1994 $2,400.00
2' SECTIONS OF 8' VCP
CMSD#126, 1993 $1 ,950.00
CMSD#132, 1994 $1,200.00
LINK PIPE REPAIR
4' SECTIONS OF 8' VCP
CMSD#122, 1992 $2,063.00
2' SECTIONS OF 8' VCP
CMSD#122, 1992 $1 183.00
TELEVISING SEWER LINES
PER L.F CMSD#125, 1992 $0.32
TOTAL 224,807 L.F TELEVISED
PER L.F CMSD#131 1994 $0 45
TOTAL 9 321 L.F TELEVISED
PER L.F CMSD#137 1995 $0.49
TOTAL 10,000 L.F TELEVISED
RAISE MANHOLES TO GRADE
EACH, CMSD#143, 1995 $225.00
- 16 -
f304,LE El7G/f7EERlf7G COR1°ORr4T/Of7
1501 Quail Street
P.O. Box 3030 714 /476 3300
Newport Beach, CA 92658-9020 FAX 714/721 7142
Mr Robin B Hamers. PE August 4 1997
Manager/District Engineer
COSTA MESA SANITARY DISTRICT
P O Box 1200
Costa Mesa, C A 92628-1200
Capital Improvement Program Review
Dear Rob
I have completed mv review of the District s 1997 98 Capital Improvement Program (CIP) that
you sent me on July 11 1997 1 have enclosed my independent review report as you requested.
As usual, I found the CIP report to be very complete. containing adequate information for me to
make my review The use of vicinity maps. lists, and recap sheets were beneficial. it made my
review easier
Overall I found the CIP report to be very concise. well defined- and complete. I applaud you and
the District for continuing the funding for future sewer replacement and for establishing a
separate funding program for earthquake and major emergency sewer repairs. The District s
management and financial ability to provide these services without increasing fees should be
promoted to the end users. the residents and businesses of Costa Mesa.
I appreciate the opportunity to continue to work with you and serve the District. Best wishes to
you. the Directors, and the District staff.
Boyle Engineering Corporation
Bruce D Matters. PE
Assistant Managing Engineer
Enclosure
CIP Review Report
OC-c41 I00-07'hdm/CNISDLf97 DOC
Independent Review
Costa Mesa Sanitary District
Capital Improvement Program
Fiscal Year 1997 98
o Project 1112100-149 / SINKING FUND FOR FUTURE SEWER REPLACEMENT
This is the third year ( project was initiated in the 1995-96 fiscal year) that funds have been set aside
for future replacement or reconstruction of sewer lines as they reach life expectancy Setting aside
funds for future use now will benefit from the compounding of interest over time. The report
indicates that funds can be set aside without affecting existing sewer user rates: this is a point worth
promoting.
* Suggestion. for future Capital Improvement Program Reports, it might be useful to summarize
total the amount of funds set aside and what is the present value. This is not a suggestion for the
benefit of the independent reviewer but since this is a public document, it might be beneficial when
read by District constituents.
+ Project 1112100-155 / SEWER MASTER PLAN UPDATE
The Costt Mesa Sanita. District (CMSD) has lc updated it s Sewer °? istei Plan since 1983 The
City of Costa Mesa revised its General Plan in 1990 Based on discussions with staff and the
reviewers knowledge. the recommendations contained in the 1983 Master Plan have been completed
or are part of ongoing / continuing long term planning goals. It is anticipated that any variances /
differences between the District s 1953 Master Plan and the City s 1990 General Plan will be
identified as part of the update: including recommendations for needs along with associated financial
costs. The Master Plan update will also include coordination with the County Sanitation Districts of
Orange County (CSDOC). The project cost of$18 000 appears to be more than reasonable and may
be under funded.
e Project 1112100-156 / EARTHQUAKE/MAJOR EMERGENCY SEWER
RECONSTRUCTION FUND
This project would establish a distinct fund solely for earthquake/major emergency repairs. The
reviewer concurs with the reasoning behind establishing this fund. While other sources of funding /
reimbursement may be available (i.e. State. FEMA, etc.). these sources will probabh not be timely
nor is there a guarantee that full reimbursement will be available. It appears that the District has the
financial resources available which will allow establishment of this fund without affecting other
District operations nor cause an increase in fees. This fund will benefit from compounding interest
over time (as does Project 4149).
It appears that, based on good management and sound financial controls. the District is able to
provide service and protection to the District s constituents without increasing fees. Again. a point
worth promoting.
CLISDRPT DOC t
• Project 1112100-157 /TELEVISING SEWER LINES
This is part of an ongoing program to insure that the District s facilities arc functioning properk
The District Engineer proposes to check lines that were televised in 1989 under the first phase of
this program. this will provide significant information (compares 1989 condition to present
condition) in which to draw assumptions regarding other portions of the District s facilities. The
engineering fees are higher than normal projects but since this requires proper selection of locations -
to be televised, monitoring the District s cleaning schedule, coupled with reviewing the tapes and
report preparation, they are acceptable. The inclusion of the vicinity map was beneficial and
appreciated.
The reviewer recognizes that the District Engineer prepares a report which defines the results of this
project: however it might be beneficial for future years to provide a very brief summary of the value
of this type of work. A brief indication of percentage of pipeline unchanged versus continued
deterioration, versus actual repairs would provide support for funding continuation.
e Project 1112100-158 / SEWER WORK BY OTHERS—Reimbursement
This provides the funding for a continuing program to reimburse others for work that they either do
or have done on District facilities. Other agencies perform construction activities which affect
District facilities (i.e. raise or lower manhole to grade). Since it is the responsibility of the District
for its own facilities. providing funds to reimburse other agencies is appropriate. Based on the data
contained in the engineers report. the funding amount appears reasonable.
QASORPT DOC 2