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HomeMy WebLinkAbout03.d. Approve improvements to Residential Recycled Water Fill Stations Central Contra Costa Sanitary District X BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: April 21, 2016 Subject., APPROVE A CONTINGENCY PROJECT FOR IMPROVEMENTS TO THE DISTRICT RESIDENTIAL RECYCLED WATER FILL STATIONS Submitted By: Initiating DeptdDiv.: Craig Mizutani, Senior Engineer Engineering and Technical Services/ Capital Projects REVIEWED AND RECOMMENDED FOR BOARD ACTION: E. Lopez-Capital Projects Division Manager ► %A. D. Gemmell-Planning and Development Division Manager Roger S.Bailey I t JM. Petit-Director of Engineering and Technical Services General Manager ISSUE: Board authorization is required to authorize supplemental funds to program contingency accounts. Board authorization is also required to fund a project from the program contingency account to projects not included in the Capital Improvements Budget (CIB) in an amount greater than $100,000. BACKGROUND: Improvements to the residential recycled water fill station will help the District achieve the following: • Strategic Goal Four, Strategy 2: "Continue to develop Zone 1 Recycled Water Program and several Key Performance Indicators, including "Volume of recycled water delivered to recycled water customers per year."" • Mission Goal: "Embracing a policy of sustainability for the responsible use of existing resources." In October 2014, the District opened a pilot residential fill station at the Household Hazardous Waste (HHW)facility to provide free recycled water (300 gallons maximum per visit) to residential customers within the service area. Demand for the program grew exponentially due to the severe drought in California. In 2015, the District provided almost 12-million gallons of recycled water to residential users. In order to meet increasing demand during the 2015 dry weather season, the District installed additional piping at the HHW facility, increased the number of fill stations from three to seven, and rerouted traffic to avoid backups onto Imhoff Drive. Furthermore, additional temporary staff was hired to assist the program, and help with new customer registration. Despite these efforts, wait times for a vehicle to reach a fill station could reach up to 50 minutes during the peak hours in the months of June through October. At the March 8, 2016 Real Estate, Environmental & Planning (REEP) Committee meeting, both members expressed concern at the lengthy wait times, and agreed that wait times need to improve during peak times to a target of not more than 15 minutes. in Page 1 of 5 POSITION PAPER Board Meeting Date: April 21, 2016 Subject. APPROVE A CONTINGENCY PROJECT FOR IMPROVEMENTS TO THE DISTRICT RESIDENTIAL RECYCLED WATER FILL STATIONS order to provide better customer service and to limit the desired reduced wait time for each vehicle to a target of 15 minutes, additional fill stations will be required. The HHW facility layout does not allow for additional fill stations. Staff evaluated several alternatives, including renting or installing temporary systems, and concluded that the following two improvements are the best course of action to expand the fill station program: 1) Site 1 — Imhoff Place Frontage Road: Install a new permanent pipeline across Imhoff Place from the treatment plant to a new permanent hydrant located along the frontage road on the southern edge of the District's property, as shown in Attachment 1. The hydrant would be used to connect a temporary system to serve up to ten fill stations and allow for easy piping connection each dry weather season. Preliminary investigation suggests that the recycled water system used for the treatment plant's process water (2W system) will be able to supply the additional recycled water capacity required by these additional fill stations; however, staff will verify and ensure that the plant 2W system is not negatively impacted by the project prior to design. 2) Site 2 — Kiewit Property: A 20-foot-wide asphalt road is planned to be constructed in compliance with Contra Costa County's request for 100 feet of pavement from each driveway entrance in the recently approved land use permit, and to help control dust and avoid soil erosion from the automated fill station currently under construction. During a previous project, rough-in connections for future fill stations were installed at the Kiewit property. Additional fill station risers and roadway could be constructed to allow use by high-volume daily residential customers and smaller commercial users. Staff is evaluating including the additional pavement and piping modifications for the residential fill stations during the required pavement work. See Attachment 2 for project location map. District staff will perform design and construction management services. Construction will be performed by licensed contractors. The completion of the project is expected by July 31, 2016. Upon completion of design, staff will recommend the best alternative to complete the project work in a timely manner. Depending on availability and pricing, staff may request Board authorization for change orders to perform the work with existing contractors. CEQA: Staff has concluded that this project is exempt from the California Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15301(b) since it involves a minor alteration to an existing, publicly-owned recycled water fill station. Approval of this project will establish the Board of Directors' independent finding that this project is exempt from CEQA. Page 2 of 5 POSITION PAPER Board Meeting Date: April 21, 2016 Subject. APPROVE A CONTINGENCY PROJECT FOR IMPROVEMENTS TO THE DISTRICT RESIDENTIAL RECYCLED WATER FILL STATIONS FINANCIAL IMPACTS: The total cost for the project is anticipated to be $450,000, which includes $240,000 for the Site 1 improvements and $130,000 for Site 2. An additional $80,000 is anticipated for staff time in design, bidding, permitting, inspection, and construction support. Staff has conducted a budget analysis of the Fiscal Year (FY) 2015-16 Recycled Water Program and concluded that there is $150,000 available in the program for this project. A supplemental authorization of $300,000 from the Sewer Construction Fund will need to be authorized by the Board in order to complete the project. ALTERNATIVES/CONSIDERATIONS: The following alternatives can be considered: Alternative 1 — Construct Site 1 improvements only and pave the Kiewit access road, as required under the land use permit. Total project costs of$400,000. Alternative 2 — Install rental piping on a temporary basis for Site 1. This alternative is not recommended since the existing infrastructure cannot support the added recycled water capacity without installing a new pipeline to the treatment plant, or installing an extensive temporary piping system and costs associated with road crossings. Alternative 3 — Pave the Kiewit access road per the land use permit but do not expand the residential recycled water fill stations at Site 1 or Site 2. This alternative would allow use of the automated fill station by high-volume daily residential customers and smaller commercial users. The estimated cost for this work is below $100,000 and within the General Manager's authority. No Board action would be required at this time. COMMITTEE RECOMMENDATION: This matter was discussed at the March 8, 2016 REEP Committee. No formal recommendation was made; however, the Committee agreed that measures should be taken to decrease wait times and that service should be expanded. RECOMMENDED BOARD ACTION: 1. Find that this project is exempt from CEQA; and 2. Approve a supplemental authorization of$300,000 from the Sewer Construction Fund to the Recycled Water Program Contingency Account; and 3. Approve a contingency project for $450,000 for improvements to the District Residential Recycled Water Fill Stations. Attached Supportinq Documents: 1. Site 1 Project Location Map 2. Site 2 Project Location Map Page 3 of 5 ATTACHMENT 1 RESIDENTIAL RECYCLED WATER FILL STATION IMPROVEMENTS (PROPOSED SITE 1) PROJECT LOCATION MAP N L o i ,w No FFE7 a NEW FILL STATIONS F o COW f a were►+o� Hae � 9 / as F9leNwrwKiProocWv3WZone1 ReoydedWeMoo-tomed17,08 A*dwmt 1.dwg Page 4 of 5 ATTACHMENT 2 RESIDENTIAL RECYCLED WATER FILL STATION IMPROVEMENTS (PROPOSED SITE 2) PROJECT LOCATION MAP 1 0 \ N } \ o WO eoo FEEr PROJECT © LOCATION f 0 0 KIEWIT PROPERTY e / a � File Name:KlProjecM73X Zone 1 iagrded WateAAutooaiA7308 Attadenent Zdwg Page 5 of 5