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Home My WebLink About4/29/2002 AGENDA BACKUPCentral Contra Costa Sanitary District /"Adcl BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 29, 2002 No-: 3.a. COLLECTION SYSTEM OPERATIONS DIVISION BOARD WORKSHOP Type of Action: RECEIVE INFORMATION AND DIRECT STAFF Subject: REDUCE OVERFLOWS AND CONSTRUCTION BACKLOG IN THE COLLECTION SYSTEM Submitted By: Initiating Dept. /Div.: John Pearl, Collection System Operations /Collection System Operations Operations Division Manager Division REVIEWED AND RECOMMENDED FOR BOARD ACTION: J. Pearl J. K y Me ISSUE: Respond to Board input on reducing overflows and the construction backlog in the collection system. RECOMMENDATION: Receive information and provide staff guidance on overflow reduction strategy, concur with proposal to increase staffing at CSO, and create capital project(s) to aid in the reduction of the spot repairs backlog. FINANCIAL IMPACTS: The approximate cost of the proposed increase in staffing is $400,000 per year and a proposed capital project cost of approximately $500,000. ALTERNATIVES /CONSIDERATIONS: 1) Direct staff to finalize proposed approach, or 2) provide staff guidance on an acceptable alternative. BACKGROUND: A presentation on the state of the Collection System Operations Division was made at the Board meeting of March 7, 2002, by John Pearl, Collection System Operations Division Manager. In response to this presentation, the Board requested that staff recommend how to reduce the current number of overflows and the construction backlog. To address this request, staff recommends the initial increase of staff by adding two Maintenance Crew Leaders and two Maintenance Crew Members to: 1. Clean additional sewers to reduce the total number of overflows, and 2. Reduce the construction backlog by mobilizing more construction crews and by creating capital project(s) for spot sewer repairs. 4/25/02 S:\ Correspondence \POSPAPR \2002 \Workshop- CSO.wpd Page 1 of 5 POSITION PAPER Board Meeting Date: April 29, 2002 Subject: REDUCE OVERFLOWS AND CONSTRUCTION BACKLOG IN THE COLLECTION SYSTEM In addition to the recommendation of increased staffing, staff is recommending increased use of new technologies and best practices, contracting for specialty work, and continuous improvement of work processes. Reduce Overflows: Last year there were a total of 141 overflows within the District's collection system; 36 fell within the guidelines that had to be reported to the Regional Water Quality Control Board. Roots within our sewer system caused 70 percent of our 36 reportable overflows; grease caused 14 percent; and "other" conditions caused 16 percent. Only 2 of the 36 reportable overflows occurred in line segments that are in our construction backlog. Thus, if the entire construction backlog were eliminated, last year's reportable overflows would have been 32, instead of 34. To further reduce overflows in the short term, more cleaning must be done to reduce root and grease blockages. Sewer cleaning at CSO is either "scheduled" cleaning or "routine" cleaning. The scheduled sewer cleaning addresses lines that require regular, repeat cleaning at frequent intervals to ensure that sewage can flow through them. The routine cleaning puts the remainder of the sewer lines on a ten -year cleaning frequency schedule. Fifty -one of last year's 141 overflows occurred in line segments that were on a routine cleaning schedule. The amount of routine footage cleaned in the year 2000 was 405,000, and 2001 footage was 520,000. Our target for 2002 is 1,000,000 feet of sewer line cleaned, which would reduce the maximum time between routine cleaning intervals in the system to an average of seven and one -half years, and in areas with the most troublesome pipe, to five years or less. A map showing the 2001 collection system overflows by type is shown in Attachment 1 and identifies the area staff refers to as the "overflow crescent." The area encompasses much of Orinda and Lafayette and some of Pleasant Hill and Walnut Creek and accounts for approximately 80 percent of our overflows. This area contains much of our older and smaller pipe, mainly vitrified -clay pipe (VCP). By focusing on this area with additional personnel cleaning one entire watershed at a time, cleaning maintenance will focus on the main overflow area and be more efficient since driving time between locations is minimized. 4/25/02 S:\ Correspondence \POSPAPR \2002 \Workshop- CSO.wpd Page 2 of 5 POSITION PAPER Board Meeting Date: April 29, 2002 Subject: REDUCE OVERFLOWS AND CONSTRUCTION BACKLOG IN THE COLLECTION SYSTEM In the area of "scheduled" cleaning, specific problem pipe segments are cleaned on schedules ranging from 3 months to 60 months. In reviewing the 2001 overflows that occurred on scheduled lines, CSO ensures that the cleaning frequency is appropriate to minimize the chance of overflows before the next scheduled cleaning period. In addition, the protocol used in the decision - making process for changing schedule frequencies is a formal process directly involving the field crews. As part of improving how we do cleaning, staff proposes to increase the use of technology through the use of chemical root control in heavy root lines and lines that require hand rodding. Staff also proposes to audit our cleaning effectiveness of these lines with use of closed- circuit TV. Reduce Construction Backloa: CSO proposes both increasing the number of daily construction crews and contracting jobs that lend themselves to consolidation (aggregation) and contracting, such as "spot repairs" in streets, lateral abandonments, and some structure work. The Engineering Department is also increasing the rate of replacement of "critical line segments." Based on the existing backlog, the potential reduction of "priority one" jobs could be reduced from 130 to as low as 60 by next summer. Engineering proposes bidding this work for construction this winter. CSO also proposes that repair work in our difficult easements continue to be done in- house. These jobs are unique and access is often difficult. This makes them more difficult to bundle and bid for an outside contractor. This approach also helps us ensure excellent customer service through personal contact and high - quality workmanship that has minimum impact on homeowners' property. To complete more easement repairs, CSO will need to increase the percentage of "planned work" by increasing the number of personnel assigned to the Construction Section. The proposed personnel increase would increase planned work by 50 percent. Recommendations: • Increase the CSO field staffing, initially by four people with an average of two more people in the Cleaning Section and two in the Construction Section. At this time, there are adequate equipment and facilities for this staffing level. 4/25/02 S:\ Correspondence \POSPAPR \2002 \Workshop- CSO.wpd Page 3 of 5 POSITION PAPER Board Meeting Date: April 29, 2002 Subject: REDUCE OVERFLOWS AND CONSTRUCTION BACKLOG IN THE COLLECTION SYSTEM • Authorize CSO to work with the Engineering Department to bundle and bid sewer system spot repairs this winter. In the next 12 months, staff expects 500,000 more feet of sewer will be cleaned than in the prior 12 months, and that the construction backlog of priority one jobs could be as low as 60. This effort may not initially result in fewer overflows because it will take several years to get routine cleaning to the proposed frequency, and the sewer lines will continue to deteriorate. Over the next 12 months, staff will update the Board on the amount of sewer cleaned, the number of system overflows, and the condition of the repair backlog. Based on the overall progress of this strategy, the findings of the Engineering TV inspection program of the sewer system, and the status of proposed collection system regulations, staff will make additional recommendations to the Board in the future. RECOMMENDED BOARD ACTION: Receive information and direct staff to finalize proposed approach. 4/26/02 S:\ Correspondence \POSPAPR \2002 \Workshop- CSO.wpd Page 4 of 5 a N m ° Central Contra Costa o Sanitary District C) -.drARL N a LEGEND ROOT STOPPAGE CRESCENT CAUSE OF OVERFLOW • ROOTS • GREASE • OTHER CENTRAL CONTRA COSTA SANITARY DISTRICT OVERFLOWS 2001 CSOD 1'rrrlluti;ll III Rcd11cc ( )N c1 Him S :111(1 ( u(1,I1'uciiun i�.1c1.1�1�� Apid 29, 2002 Proposal to Reduce Overflows and Construction Backlog Agenda • Introduction • Overview • Ovcrfil0w PCduCtl0n Proposal • COn�tiucUr�n Backl0g Reduction Proposal • Finah--c Approach • Pumping Station Staffing Oveivlew • CMOM. 550. and State regulations will require fever overflows • Cost of property clamage claims is increasing significantly • Overflovt causes: • PSrit� r'r • _. _asp i-1- :t1�er 1 • How to Reduce Overflows? NrvvPe/nnts ^ o,anAr County General Permit ' A`/',/',Ap./s mor ^^" c^uwmo cmom mu/.n,oI //~ ^ m/xom mPosspc,mit Flow to Reduce 0verf|ows? `SoouTcmi . k^"""�.��o»o ^.^'*"`�*�^ Overf|ovv Reduction Proposal ^ nocose noutmcC|onnmg ^ improve 3mcuu|cdCleaning ` m.-oa=coocm|oa| Root Control ^Approve Cleaning Process ^s.,/puu^,` Inctease Routine Cleaning • Present cleaning interval is 10 years • Proposed intervals • 0.rr11Uw i i.,�_cuil VGP_ 51e,iis • Inr f, 1, 500 000 H • Fi: tlif � I! t�vn � r 'c� FOCl1S Routine Cleaning in the Overfilow Crescent" • Contains hi`h percentage of overflows • Older and smaller VCP pipe • Promotes cleaning of watersheds • R,.,lu� �� :unJtilii��ld tiin�, Scheduled Cleaning • Ee -st Practices • Cl" 1111( i�nt c,ntrol • T, fit I, ltl 7V • Protocol for changin;; schedules • PHT recommendations • Section meetings NOr FINAL REPORT California Collection System Collaborative Benchmarking Group flyd'.0-h CI.M g05- 114N..0-sewers kb—y2 Collection System Collaborative Menclunarking Group Best Practices For O S S 0 PEP. S, S PI Construction Backlog Reduction PioposaI • Mobilize more construction crews • Ili, to pl,mt _I,,, 11" b% 50 pw<,rnt • Pi try >,. t .:girl 1%.,) 't'Al to Cunsti i� r.., � s,itinn • Contract repair wori; in streets throu; If1 I oV0 %Wo1k Anchces • Utilize no -did, technology F,,,,"m 0 Unit %°Jill _ _ I�i��p,,,,i' t , III, F- ud ui • VO -)i ; overtime where. appropriate • Contract non -core work to allow C50 staff to focus on repairs F- n; u,� f?. ,, \;c!l\ !%I (11- I, iii, upin� ( tc Proposal • Inc�case C50 field staff by four • .. iii CIS- . 'i,ui • T. • Bundle and bid street spot tepairs • Continue m update board on progress and make additional tecommendations as l gtnred