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Proposal - Hamers - 2002-02-02 ROBIN B. HAMERS 234E 17TH ST SUITE 205 & ASSOCIATES, INC COSTA MESA. CA 92827 CIVIL ENGINEERS • PLANNERS • SURVEYORS (949] 548-1192 February 2, 2002 FAX(949)546-65'a Board of Directors Costa Mesa Sanitary District 77 Fair Drive Costa Mesa, CA 92626 RE Proposal to Begin Design Phase Project #168 Tustin Pumping Station Remodel Dear Board of Directors: Enclosed is the description of the project as included in the 2001 2002 Capital Improvement Program. A major remodel or relocation of the pumping station is required because the County of Orange and the City of Newport Beach are realigning and widening Irvine Avenue at the intersection of Mesa Drive where the pumping station is located. The County recently added widening Mesa Drive as it comes down the hill and joins Irvine Avenue which has extended the project time line. In accordance with State law if the street owner realigns, relocates, raisers or lowers a street, or constructs a storm drain, any of which conflict with an existing utility the utility owner must relocate its facility as its own cost. Because the County is widening Irvine Avenue causing conflict with the District s Tustin Pumping Station, the District is responsible for its relocation. The engineering staff of the District has investigated two options: remodeling the station in its present location and relocating the station across the street to the other side of Irvine Avenue During the design phase of the project, an analysis of each option will be considered. In accordance with the project as proposed in the Capital Improvement Program and as supported by the Norris-Repke independent engineer s review it is proposed to complete the design phase at the following hourly rates not to exceed $32,500 Engineering $ 70 00/ hour Surveying (2 man crew) 165 00 / hour Soils Report at cost Sincerely Robin B Hamers f Printed on Recycled Paper. t xceej4 one] C-HSP CAP PROJECT 1112100-168 TUSTIN PUMPING STATION REMODEL Background/Station History In 1983 the Costa Mesa Sanitary District relocated the Tustin Pumping Station from the center of the intersection of Mesa Drive and Irvine Avenue to behind the westerly intersection curb, in the sidewalk, at the base of the Back Bay Shopping Center The station is named the Tustin Pumping Station because it is located in an area once assumed to be Tustin Avenue but was later included with Irvine Avenue. The original station was located in the street intersection and accessing the station meant stopping the large District sewer cleaning truck in the middle of the intersection and blocking traffic flow Additionally the entire station including electrical controls, valves, pumps, and motors,was located underground, and was accessible through a manhole and 20 foot vertical ladder. The District adopted an in-house safety policy for pumping station access and maintenance and the Tustin Station was the least safe of all the stations. Field crews check the stations daily and that required blocking the traffic flow and descending the 20 foot vertical ladder to observe the operation of the pumps. The entire electrical system was located inside the underground station in an area subject to flooding if the station malfunctioned or there was an electrical outage. When normal or emergency maintenance was necessary more than one vehicle was parked in the intersection,causing additional traffic problems. When the station was relocated into the sidewalk behind the westerly curb, it was constructed as a submersible station with the electrical controls located in an enclosure at street level and two separate underground vaults; a pump vault and a valve vault. This met the District's safety standards as checking the station could be done at street level rather than descending into an enclosed space. Entering the old station constituted entry into confined space as defined by CAL OSHA which required a three man crew and extensive safety equipment. Now the daily checking could be done by one man at street level, in an area outside the traffic flow A significant cost reduction occurred by one man, not three, performing the daily checking and with a large increase in worker safety Current Situation The County of Orange and the City of Newport Beach performed a traffic study of Irvine Avenue from Bristol Street to University Drive and identified improvements necessary to accommodate future traffic flows. The proposed design requires widening the intersection, including the area where the pumping station is located. Because the proposed westerly curb relocation was only three feet, a letter was written to the County suggesting an altered design could be used because a three foot curb relocation impacted the entire pumping station which is located immediately behind the existing curb. After a lengthy review of the District's request,the County of Orange adhered to the City of Newport Beach s desires to move the westerly curb so the District must now modify the existing station or again relocate the station. The modification option entails leaving a large portion of the station in its present location while constructing a new pump vault behind the new curb. The relocation option consists of relocating the station behind the proposed southerly curb, an area with slightly less traffic and with easier access. The options will be fully investigated during the design phase and the construction plans will include the best option for the District. The proposed budget for the project is as follows: Design, including Surveying, and Soils Report $ 32,500 Construction 500,000 Inspection, Construction Surveying,and Contract Administration 32,500 Reserve or Contingency 35,000 TOTAL $600,000 i in r I ` 1 pp. 1 I a I 30 1 plrlr I i SGP�� , . 11 (s 1 1 I — EXISTING PUMP STATION J / / G Z oou.ue'_ ■ ��m'"R (TO BE ABANDON) /�~j pp,i ��LLI�—�-r —r �r \ ag real.,, , FIDG W lac. / / d M/ I W I I � \\ Y f�\ as _ _ y _ PROP CURB & GUTTER •���'— / se Cq r p I 4 u°a'w64r s T • y `earl it ev ww. —"19 cat —o�rsn rsrt ua at ur —0— —°— ' -1- �\'— — I— _1 ! NEW •IAANFIOLE I cos? snel Mt Ink _ IRVINE 1,11 raw r GRAVITY —I — — I AVE. — - III SEWER g III I oar raa�.. .., 1 I � SEWER UNE GRAVITY 1 1 Win— I 1 I -- - EKIMING CUM o /—PROPOSED CURB `R \ \ d - \\ a ,r- ---cs .' EXISTING FENCE STATION \ G I I I August24 2001 NORRIS REPKE 4 Sub !di ry of Near Robin B. Hamers, PE Manager/District Engineer Costa Mesa Sanitary District 234 E. 17`h Street, Suite 205 Costa Mesa, CA 92627 SUBJECT' CAPITAL IMPROVEMENT PROGRAM REVIEW(2001 —2002) Dear Rob. I have completed my review of the Districts 2001 — 2002 Capital Improvement Program (CIP) that you sent me on June 28, 2001 I 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 I appreciated getting the project maps for the two major construction projects, understanding the project and its intent was made easier with their use. I did have several questions/comments that are noted in my independent report, as shown below. • Project#149• A question that the reviewer has that may also be asked by others is, "is interest being accrued to the fund and if so what is the accrued amount?' It might be of interest to indicate what the total value of the fund is on an annual basis. Also, has a decision been made as to how long funds will be set aside; is there a dollar amount goal that the District is programming for? • Project #156. The reviewer has the same question identified in Project #149 above: `is interest being accrued to the fund and if so what is the accrued amount?' It might be of interest to indicate what the total value of the fund is on an annual basis. • Project #159• The reviewer recognizes that the District Engineer prepares a report that defines the results of this project; however, it might be beneficial for future years to provide a very brief summary in the CIP report of the value of this type of work. A brief indication of percentage of pipeline unchanged versus 400 No rh li 4' Sr '30,S. An CA 92'05 "14-973- '30 F, 714-973- 26 epkL continued deterioration versus actual repairs would provide support for funding continuation. However, none of these items caused any concern that would cause me to not recommend overall approval of the report. Overall, I found the CIF 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 miscellaneous work. The District's management and financial ability to provide these services continues to be an outstanding feature of the Districts overall operation. How is your study on the use of enzymes for odor and grease control going? I would hope that you and the District would consider publishing the results of your investigations. The District continues to be a forward thinking agency (it's varied involvement in recycling, large item pickup, medical/needle collection, etc.). I believe the District should receive the accolades that are due to it. Thank you for sending me the District's CD `Working For You' It was great, plus I enjoyed seeing you all in it. Give my best to the Board and to the staff. I appreciate the opportunity to continue to work with you and to serve the District. Sincerely Ask/co p a , Norris-Repke, Inc. Bruce D Mattem, PE, TE Senior Project Manager, Municipal Services X\proj WR061001 TCIP Review.doc Page 1 of 3 Independent Review Costa Mesa Sanitary District Capital Improvement Program Fiscal Year 2001-2002 ♦ Protect 1112100-149/SINKING FUND FOR FUTURE SEWER REPLACEMENT This is the sixth 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 Funds were not set-aside in the 200-2001 Fiscal Year due to budget constraints. Setting aside funds for future use now will benefit from the compounding of interest over time. The report indicates that the level of funding will be reviewed yearly and will depend on the necessity of other District needs. This year's program will add $125,000 to the fund for a total deposit of$1,145,000 exclusive of interest. • A question that the reviewer has that may also be asked by others is, `is interest being accrued to the fund and if so what is the accrued amount?" It might be of interest to indicate what the total value of the fund is on an annual basis. Also, has a decision been made as to how long funds will be set aside; is there a dollar amount goal that the District is programming for? • Project 1112100-156 / EARTHQUAKE/MAJOR EMERGENCY SEWER RECONSTRUCTION FUND This year's allocation continues the funding established in 1997 The District's goal is to set aside $1,000,000 in the event of an earthquake or other major emergency The reviewer concurs with the reasoning behind establishing this fund. As stated in the Fiscal Year 1999-2000 review other sources of funding/reimbursement may be available (i.e. State, FEMA, etc.); however, these sources will probably not be timely nor is there a guarantee that full reimbursement will be available. It appears that the District continues to have the financial resources available, which will allow continuation of this fund without affecting other District operations nor cause an increase in fees. This fund, as does Project#149 will continue to benefit from compounding interest over time. With this year's allocation of$123,000, the total deposit into the Fund equals $1,000,000 The fund is now at the Districts goal of$1,000,000 • The reviewer has the same question identified in Project #149 above: `is interest being accrued to the fund and if so what is the accrued amount?" It might be of interest to indicate what the total value of the fund is on an annual basis. ♦ Project 1112100-159 /TELEVISING SEWER LINES This year's project is part of an ongoing program to insure that the Districts facilities are functioning properly It is noted that with newer technology the new cameras can rotate in place to view a joint, a crack or failed area from all angles. This will greatly enhance the decision making process. 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 NRI PROJECT 61-17 NORRIS REPKE Page 2 of 3 report preparation, they are acceptable. The benefits to the District provide for flexibility an on-call contractor, and immediate response capability • The reviewer recognizes that the District Engineer prepares a report that defines the results of this project; however, it might be beneficial for future years to provide a very brief summary in the CIP report 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. • Project 1112100-164/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 Districts) 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 or small sewer line repairs that need to be handled immediately Other agencies perform construction activities, which affect District facilities; i.e. raise or lower manholes to grade. Since it is the responsibility of the District for its own facilities, providing funds to reimburse other agencies is appropriate. The reviewer understands the benefit of programming to provide funding for pump station and small sewer line, and manhole repairs/adjustments when the need is found rather than waiting to include in a larger project. This project is supported by and has functioned with the efforts of previous Project 159 (Televising Sewer Lines) funding. This year's funding of$75,000 includes $25,000 for emergency repair work at the Victoria pump station Based on the data contained in the engineer's report, the funding amount appears reasonable. - Project 1112100-168 / TUSTIN PUMPING STATION REMODEL The original pump station was located in the intersection of Mesa Drive and Irvine Avenue. In 1983 the station was converted to a submersible operation with the electrical controls installed above ground behind the northwesterly curb return next to the Back Bay Shopping Center. The reviewer is very familiar with the original station and the safety concerns that resulted in the initial relocation. The County of Orange and the City of Newport Beach, based on a traffic study propose to widen the Mesa / Irvine intersection to increase the traffic carrying capacity of the intersection. This intersection widening will require the westerly curb to be relocated and subsequently will affect the Tustin Pump Station. It is understood that the District requested the County and the City to consider an alternate design, one that would not affect the station but was unsuccessful. The District is reviewing the options of constructing a new pump vault behind the new westerly curb or relocating the station to the southwesterly curb. It appears from the map provided that the southwesterly location may provide better access. The final alternative will be selected during the preliminary design phase and would reflect the District's best interest. The estimated design, survey geotechnical, construction engineering and construction management costs are 13% of the estimated construction cost. This is very reasonable, as 20% to 25% would be considered normal. NRI PROJECT 61-17 NORRIS REPKE Page 3 of 3 • Project 1112100-169 /TELEMETRY SYSTEM UPGRADE Over the years the District has worked to improve it's sewer alarm and reporting system (the reviewer remembers when each station had to be manually checked seven days a week). In 1997 the District switched to a Motorola SCADA system. Recently the reporting system has had problems gathering data and the Corporation Yard computer is very slow compared to present day computers. Staff is not sure if the problem is related to the software or to the antennas at the outlying pump stations. This appropriation will allow for further study to determine if the problem is software or in the sending/receiving equipment. The appropriation provides appropriate funding, $30,000 for software upgrades with the remainder to cover antenna replacement costs and for other determined hardware upgrades. File: NRI PROJECT 61-17 NORRIS REPKE