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10 - TRANSFER OCSD'S FAIRVIEW TRUNK TO CMSDItem 10 %iV242 l�I s221C 2CO sTiq 9YESX ... an Independent Specia(1District Memorandum To: Board of Directors From: Scott Carroll, General Manage Date: September 20, 2012 Subject: Transfer of OCSD's Fairview Trunk to CMSD Summary On March 13, 2012, the Sewer System Committee discussed Orange County Sanitation District's (OCSD) proposal to transfer their Fairview Trunk to CMSD. District Engineer Hamers submitted a report to the Committee explaining the reason for the transfer and the benefits such a transfer would have for CMSD. Attachment A is a copy of the District Engineer's report. Staff Recommendation That the Board of Directors directs the general manager to authorize the district engineer to begin reviewing CCTV of the Fairview Trunk and report back with an estimated cost to rehabilitate the trunk. Analysis On March 13, 2012, District Engineer Hamers presented to the Sewer System Committee details of the report that can be found in Attachment A. Hamers reported that there is a proposed development project (bounded by South Coast Drive, Ikea, 1405 Freeway and Fairview Road) in which OCSD has made it clear that if the developer wants to sewer into one of the existing lines, OCSD would like to transfer the Fairview Trunk to CMSD. Hamers added that plans have been obtained and show structural encasement under the 1405 freeway. Protecting our community's (eaftfi and the en- vironment by providing sot d waste and sewer coffection services. wunv. crosdca.gov Board of Directors September 20, 2012 Page 2 of 3 The Committee expressed interest in acquiring the Fairview Trunk, but had concerns regarding the liability of the trunk that lies underneath the freeway. There were concerns for repair costs if the section underneath the freeway failed, especially in the event of an earthquake. The Committee also had concerns about OCTA's proposed expansion on the 1405 Freeway and how that may impact the trunk. On March 22, 2012, staff met with OCTA officials and reviewed the proposed freeway expansion plans. Staff has determined that the freeway expansion will not impact the Fairview Trunk. On April 9, 2012, staff met with OCSD general manager and assistant general manager to discuss the section of the trunk that lies underneath the freeway. Due to the financial strain and the lack of resources to repair the section, if needed, staff informed OCSD that CMSD cannot take on this liability and will be reluctant to accept the Fairview Trunk without some assistance from OCSD. Attachment B is a letter from OCSD, dated July 31, 2012 in which OCSD has agreed to continue owning and maintaining the section that lies underneath the 1405 Freeway. With this confirmation, staff believes CMSD can proceed researching and negotiating the transfer of Fairview Trunk. The next step is to begin reviewing CCTV to determine the current condition of the trunk and estimate the cost to rehabilitate the trunk and bring it back up to standards. Attachment C is a proposal from RBH to begin that process. Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Element 1.0, Sewer Infrastructure, which states: "Objective: Our objective is to collect and transport wastewater to meet the needs of existing and future customers." "Strategy: We will do this by the careful management of the collection infrastructure using prudent planning and maintenance, with financial strategies to maintain sufficient capacity and respond to changing regulatory demands." Legal Review Not applicable at this time. However, district counsel will review and approve the agreement between OCSD and CMSD for the transfer of Fairview Trunk Financial Review The cost for RBH to review CCTV and provide a cost estimate for rehabilitation is $3,425.75. The District could receive $40,000 in connection charges and the on -going yearly fee of approximately $39,000 from the proposed development project in the area. Board of Directors September 20, 2012 Page 3 of 3 Committee Recommendation On August 21, 2012, the Operations Committee reviewed and discussed OCSD's letter, dated July 31, 2012, along with RBH's proposal. The Committee recommends that the Board of Directors directs the general manager to authorize the district engineer to begin reviewing CCTV of the Fairview Trunk and report back with an estimated cost to rehabilitate the trunk Public Notice Process Copies of this report are on file and will be included with the entire agenda packet for the September 20, 2012 Board of Directors regular meeting at District Headquarters and on District website. Alternative Actions 1. Do not accept the transfer of Fairview Trunk from OCSD 2. Refer the matter back to staff for more information Attachments: A — Proposed OCSD Transfer of Fairview Trunk Sewer To CMSD B — OCSD Letter, Dated July 31, 2012 C — Proposal for Engineering Services Attachment A Proposed OCSD Transfer of Fairview Trunk Sewer to CMSD Reason for Transfer Orange County Sanitation District (OCSD) is a "sanitation district ", as opposed to a "sanitary district," and a sanitation district is a regional agency that owns large trunk sewers, treatment plants, wastewater recycling facilities, and ocean outfall facilities. OCSD sewer lines are large (96" diameter) while a "sanitary district', which is a local sewer agency, owns small diameter sewers (8 ", 10 ", 12 ", etc.) OCSD has found itself owning multiple small diameter sewers that have caused OCSD to own and operate small diameter cleaning equipment in addition to their large scale equipment. OCSD, therefore, desires to transfer the smaller sewers to the local agencies in which they reside. OCSD and the Costa Mesa Sanitary District (CMSD) have to date entered into four phases of sewer line transfers. The proposed Fairview Trunk transfer would be Phase V. Development of the Home Ranch The proposed development of the Home Ranch (bounded by South Coast Drive, Ikea, 405 Freeway, and Fairview Road) presented OCSD with the opportunity to transfer the Fairview Trunk to CMSD. OCSD has historically mandated that new development be sewered northerly to the Sunflower Trunk instead of southerly to the Gisler Red Hill Trunk due to the possibility that future widening of the 405 freeway may cause abandonment of the Gisler Red Hill Trunk. Preliminary indications are the future widening of the 405 will not negatively impact the Gisler Red Hill Trunk, therefore, OCSD is taking the position that sewering the Home Ranch by the Fairview Trunk or the CMSD Ikea Trunk in a southerly direction is conditioned upon transfer of the (Protecting our community's health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov Fairview Trunk. Sewering in the northerly direction is expensive and requires a new pumping station. Special Conditions During the previous transfer (Phase IV), OCSD retained ownership of the portion of the sewers that lie under the 405 freeway as requested by CMSD. OCSD has stated the transfer of the Fairview Trunk will include the portion under the 405 freeway. CMSD Directors have countered by requesting OCSD share in future repair costs should the portion under the 405 freeway collapse or sustain significant damage. OCSD has suggested that installing a liner inside the sewer might satisfy CMSD's concerns. This item is still in discussion. The original construction plans for the Fairview Trunk call out for reinforcing to be added to the portion of the sewer under the 405 freeway, however, the reinforcing detail does not appear on the OCSD plans. OCSD did manage to retrieve this detail from the Caltrans set of relocation plans and CMSD Staff is currently reviewing the reinforcement detail. Benefits to CMSD Benefits to the CMSD include: • Continuing the mutually beneficial and friendly relationship with OCSD. • Collection of connection charges and yearly fees from developments connected directly to the Fairview Trunk. CMSD ordinances exempt developments connected directly to an OCSD trunk because CMSD has no facilities involved and provides no cleaning or maintenance. Based on a build -out of approximately 1 million square feet in the Home Ranch development, an estimate of one -time CMSD connection charges is $40,000 and the on -going yearly fee is approximately $39,000. Staff has not yet studied other existing and potential connections to the Fairview Trunk. /additional infrastructure helps spread CMSD capital and maintenance costs. 0 OCSD states there have been no sanitary sewer overflows (SSOs) from the Fairview Trunk. Protecting our community's health and tfie environment 6y providing sofid waste and sewer coCfection services. www. crosdca.gov Risks to CMSD u Additional sewers provide additional possibilities of SSOs. As CMSD Board and Staff are aware, the South Coast Drive sewer transferred to CMSD as part of Phase IV transfer is surrounded by partially compacted, moist, soil, including sandy areas that make reconstruction very difficult. District Staff is unsure of the soil conditions surrounding the Fairview Trunk. Should there be a collapse or significant problem of the Fairview Trunk as it passes under the 405 freeway, the repair may be very costly. c Ownership of the Fairview Trunk may cause additional monies to be contributed to the CMSD asset management fund. Due Diligence Steps and Progress to Date Due diligence includes developing the cost to repair existing deficiencies and bringing the sewer up to industry standards. These steps include: Review the 2004 and 2007 CCTV of the trunk as provided by OCSD to determine needed repairs. e Compare the 2004 and 2007 videos to determine whether deterioration is occurring, with specific attention given to the portion under the freeway. Inspect the manhole interiors. P Consider the adequacy of the reinforcement method for the portion under the freeway. Prepare an Engineer's Estimate of needed repairs and rehabilitation. 6 Additional due diligence steps include researching soil conditions, ground water levels, and development projects in and around the Fairview Trunk. ® Interview agency staff and senior officials to ascertain experience and results of projects in Fairview Road. c Prepare a report summarizing the findings for Board of Directors consideration. Staff has not yet begun the above due diligence steps. (Protesting our community's health and the environment 6y providing solid waste and sewer correction services. www.cmsdra.gov ilia _ Ir ,s F41 t � U L,I U Orange County Sanitation District Proposed Sewer Transfer to Costa Mesa Sanitary District N W +E Fairview Avenue -- S 25O 0 250 500 FEET Q OCSD manholes to be retained Doobmor. Map prepared by Orange County Sanitation District. This map is MtsnMed for graphical reprennlslbn only. No brat of accuracy a tlalmed for the base mapping shown Mfeon and graphics should not be used to obtain coordinate values, bearirps OCSD sewers to be retained or distances. Portion, of me derlvod product contain geographlul Information copyrighted by Thomas Brothers. NI Rights Reservod. 0 Proposod manholes to be Vansfered Source: OCSD DIS DMe, Thomee Brothers 2010. r. � y Attachment B • .FIVE[) AUG 0 12012 VU,,tK tttran AIARr DISINf July 31, 2012 Mr. Scott Carroll General Manager Costa Mesa Sanitary District 628 W. 19th Street Costa Mesa, CA 92627 -2716 Orange County Sanitation District 10844 Ellis Avenue. Fountain valley, CA 92708 (714)962.2411 www.oesewers.com SUBJECT: Transfer of a portion of the Fairview Trunk Sewer from Orange County Sanitation District to Costa Mesa Sanitary District It is Orange County Sanitation District's (OCSD) understanding that plans are underway to develop the land parcel located at the southwest corner of Fairview Road and South Coast Drive in Costa Mesa with local sewer service draining to the Fairview Trunk Sewer on Fairview Road. As we have discussed. OCSD proposes to transfer a section of the Fairview Trunk Sewer to Costa Mesa Sanitary District (CMSD). The proposed transfer includes 549 feet of 12 -inch VCP and 1,871 feet of 10 -inch VCP in Fairview Road, from Sunflower Avenue to the north side of 1 -405. OCSD would continue to own and maintain the portion of the Fairview Trunk underneath 1 -405. Also included are four manholes with OCSD designations: BKR0020 -0550, BKR0020 -0555, BKR0020 -0560, and BKR0020 -0565. The condition information for the assets proposed for transfer has been shared with CMSD staff. OCSD believes the sewer proposed for transfer is serving as a local sewer rather than a regional sewer. Please consider this offer of transfer and let us know how you would like to proceed. We look forward to working with CMSD staff on the transfer of these local sewer assets to better serve customers in the area. i Tarnes D. Ruth ! General Manager R JDR:RT:sa FDMS No: 0039598W1.12a Form Number. CA F, 000 Revision Date; 02/22!10 We protect public health and the environment by providing effective wastewater collection, treatment, and recyling. Attachment C ROBIN B. HAMERS & ASSOC., INC. CIVIL ENGINEERS • PLANNERS' SURVEYORS since 1982 May 8, 2012 Mr. Scott Carroll General Manager COSTA MESA SANITARY DISTRICT 628 West 19 °i Street Costa Mesa, CA 92627 RE: Proposed Transfer of Fairview 'Trunk to CMSD Proposal for Engineering Services Dear Scott: 234 E. 17r" ST., SUITE 205 COSTA MESA, CA 92627 Phone 949/548 -1192 Fax 949/548 -6516 Thank you for the opportunity to submit this proposal for engineering services for viewing videos, preparing deficiency reports and engineer's estimates for the proposed Fairview Trunk transfer to CMSD. The services consist of the following items: 2012 Videos: 0 Number of hours to view each segment and take detailed notes — 1 1/2 hours x 5 segments = 7.5 hours Number of hours to determine repair type and cost for each deficiency = 4 hours • Number of hours to prepare engineer's estimate = 2 hours • Number of hours to prepare written report with deficiencies, costs and engineer's estimate = 8 hours 2007 Videos: • Number of hours to compare the sections under the freeway between 2007 and 2012 = 4 hours 0 Number of hours to compare other sections = 8 hours • Number of hours to write this comparison into the written report = 2 hours Proposed not to exceed total hours = 35 1/2 hours L $96.50/hr = $3.425.75 Thank you again for the opportunity to prepare this proposal. Please call me at (714) 293 -2727 (cell) if there are questions or comments. Sincerely, 4f Robin B. Namers, PE RCE 31720