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Home My WebLink About10. Approve Maintenance Access (Manhole) Beautification Proposal Page 1 of 10 Item 10. Algi CENTRAL SAN BOARD OF DIRECTORS WE VS.101 M POSITION PAPER MEETING DATE: APRIL 15, 2021 SUBJECT: APPROVE MAINTENANCE ACCESS (MANHOLE) COVERS BEAUTIFICATION PROPOSAL SUBMITTED BY: INITIATING DEPARTMENT: EMILY BARNETT, COMMUNICATIONS AND ADMINISTRATION-COMM SVCS AND INTERGOVERNMENTAL RELATIONS INTERGOV REL MANAGER DANEA GEMMELL, PLANNING AND DEVELOPMENT SERVICES DIVISION MANAGER REVIEWED BY: PHILIP LEIBER, DIRECTOR OF FINANCE AND ADMINISTRATION Roger S. Bailey Kenton L. Alm General Manager District Counsel ISSUE Central San's existing maintenance access covers lack aesthetic appeal, have never been designed, and do not reflect the "Central San" identification. There now exists a low-cost opportunity to update the maintenance access covers to reflect the beauty of the District's service area, create a positive customer experience with its facilities, include the "Central San" identifier in case of emergency, and be a good civic neighbor. BACKGROUND Central San has over 36,700 maintenance access covers throughout its service area which state "CCCSD" rather than "Central San," which is the official nickname and how best customers would find the District via the internet, social media, or in case of emergency. The "generic diamond" look of Central San's current maintenance access covers is over 50 years old, appears dated, and includes various April 15, 2021 Regular Board Meeting Agenda Packet- Page 120 of 185 Page 2 of 10 foundry information which is unnecessary. Designing a new maintenance access cover provides a wonderful opportunity to exemplify the beauty of the service area, be a good civic neighbor by replacing covers in high visibility/walk-ability areas, help customers better connect with Central San and the important work the District accomplishes, and increase safety by easily identifying the agency to contact in the event of an emergency. ALT ERNAT IVES/CONSIDERAT IONS The Board could elect to continue using the current undesigned maintenance access covers. FINANCIAL IMPACTS If approved, Central San's award winning, in-house Graphics Technician intends to design a visually impactful new maintenance access cover. This proposal would result in a one-time cost of $4,000-$6,000 for the foundry to mold a new maintenance access cover design. Any future purchases would be the same cost per maintenance access cover as the District pays currently. Attachment 2 provides additional discussion of the financial impact of this proposal. COMMUNITY OUTREACH There is an opportunity to compliment Central San's 75th anniversary with the release of a new cover design. The new cover design would be promoted as part of the outreach efforts. COMMITTEE RECOMMENDATION On April 12, 2021, the Real Estate, Environmental and Planning Committee will review this matter. Staff will provide an update of the Committee's recommendation at the April 15, 2021 Board meeting. RECOMMENDED BOARD ACTION Staff recommends the Board take one of the following actions: 1. Approve staff recommendation and move forward immediately; 2. Approve the staff recommendation, but delay implementation post COVI D-19 pandemic; or 3. Remain status quo with the current maintenance access cover. Strategic Plan Tie-In GOAL ONE: Customer and Community Strategy 1—Deliver high-quality customer service, Strategy 2—Maintain a positive reputation GOAL FOUR: Workforce Development Strategy 3—Inspire employee engagement, Strategy 4—Meet or exceed industry safety standards GOAL SIX: Innovation and Optimization April 15, 2021 Regular Board Meeting Agenda Packet- Page 121 of 185 Page 3 of 10 Strategy 1—Implement the Central San Smart Initiative ATTACHMENTS: 1. Presentation 2. Financial Plan for proposal April 15, 2021 Regular Board Meeting Agenda Packet- Page 122 of 185 Page 4 of 10 Attachment 1 � CENTRAL SAN MAINTENANCE ACCESS COVERS BEAUTIFICATION PROPOSAL _ = Emily Barnett Communications & Government Relations Manager Danea Gemmell �. Planning & Development Division Services Manager April 15,2021 1 1 EXISTING MAINTENANCE ACCESS COVERS AKA "MANHOLES" • Central San maintains 31 ,474 maintenance accesses (attached photo) throughout our service area. • Cover never designed. • At least 50 years old. • Current pattern is dated and lacks in esthetic appeal. urrently includes the foundry formation which is unnecessary. 1 2 April 15, 2021 Regular Board Meeting Agenda Packet- Page 123 of 185 1 Page 5 of 10 AN OPPORTUNITY TO. . . 1 . Redesign our maintenance access covers to exemplify the beauty of our service area which could compliment the 75th Anniversary. 2. Replace existing covers in high visibility/walkability areas. 3. Reuse existing covers for projects in lower visibility areas (for example, to replace damaged covers). 4. Help customers better connect with Central San and the important work we do. 5. Be a good civic neighbor and create a positive Central San legacy for the future. Easily identify agency to contact in the event of an emergency 1 3 OTHER UTILITIES ARE DESIGNING THEIR FACILITIES TO BE BEAUTIFUL i J6, r--r- -r^ Seattle, WA San Jose, CA Boise, ID 4 April 15, 2021 Regular Board Meeting Agenda Packet- Page 124 of 185 2 Page 6 of 10 OTHER UTILITIES ARE DESIGNING THEIR FACILITIES TO BE BEAUTIFUL ,,wN kw Whale Mural, Livermore Water Reclamation Plant 1 5 WHY CHANGE? 1 . Just because we're sewer, doesn't mean we can't be beautiful - Capture the beauty of our service area 2. Provide a positive customer experience with our facilities - Highlight our strong commitment to protecting public health and the environment - Make the implementation process fun - Provide design options that are timeless - Avoid designs, text, and images that could date the covers 3. Reflect "Central San" identification Focus on Central San (remove foundry vendor information) 1;4. 1 CFNTPAI SAN 6 April 15, 2021 Regular Board Meeting Agenda Packet- Page 125 of 185 3 Page 7 of 10 How MAINTENANCE ACCESS COVERS ARE CURRENTLY MAINTAINED • 400-500 frame and cover replacements are made each year from: • Collection System Operations (CSO) adjustments • Sewer Renovation Projects • City paving projects CENTRALSAN < = PROPOSED PROJECT: RECOMMENDED IMPLEMENTATION AND COST • Maintenance access covers can be replaced: • As time allows, if/when CSO is ahead of scheduled work at the end each month • As part of Capital Projects collection system sewer renovation projects • As part of city paving projects in high-visibility areas • One-time cost: $4,000-6,000 for foundry to mold a new design CFNTPAISAN s April 15, 2021 Regular Board Meeting Agenda Packet- Page 126 of 185 4 Page 8 of 10 PROPOSED PROJECT: RECOMMENDED TIMELINE • Replace 400-500 maintenance access covers each year in high visibility/walkability areas • Install about 1 ,700* replacements in high-walkability areas throughout the service area in phases over three-four years • Retain the usable older style maintenance covers as replacements in low-visibility areas • Implement full transition to new style maintenance covers in approximately three-four years, after exhausting supply of older style covers *Covers will be changed if they fit in newer frames. Older frames would require construction, which will not be performed unless necessary. �: . 9 APPROXIMATELY 1 ,700 MAINTENANCE ACCESS COVERS IN HIGH VISIBILITY /WALKABILITY AREAS 4 ❑4 a •a j o aeNNW M+MWP liC ie++kr�arm F:7' ' 0,:-"n-snore war CFNTPAI SAN 10 April 15, 2021 Regular Board Meeting Agenda Packet- Page 127 of 185 5 Page 9 of 10 STAFF RECOMMENDATIONS 1 . Approve a phased beautification project in high visibility/walkability areas within our service area, as identified by staff 2. Salvage replaced maintenance access covers for low-visibility areas until supply is exhausted 3. Fully transition to new design once older supply is exhausted 4. Request the District's in-house Graphics Technician to create an appropriate new design CENTRALSANI 11 BOARD OPTIONS 1 . Approve staff recommendation and move forward immediately 2. Approve staff recommendation, but delay post pandemic 3. Remain with the status quo with current access cover CFNTPAISAN 12 April 15, 2021 Regular Board Meeting Agenda Packet- Page 128 of 185 6 Page 10 of 10 Attachment 2 CENTRAL CONTRA COSTA SANITARY DISTRICT FINANCIAL PLAN MAINTENANCE ACCESS COVERS FOR BEAUTIFICATION PROPOSAL Staff proposes the beautification project to replace approximately 1700 maintenance access (manhole) covers in high walkability area over a four-year period. Except for a $4,00046,000 one-time cost for the foundry to fabricate a new mold for newly design "beauty lids" the costs are intended to be managed within current budgets as outlined below. On average, staff estimates that 400 to 500 covers are replaced each year by Collection System Operations (CSO) and Capital Projects for cover adjustments, City paving projects and sewer renovation projects. Replacement lids typically cost $155 and are capitalized and charged to District Project 8448 Manhole Modifications, which typically receives a $400,000 per year allocation. In addition to manhole purchases, the project is used to reimburse cities and the County for replacement or raising manhole covers performed by their contractors on paving projects. Labor for CSO staff to make maintenance access cover adjustments, approximately 50 per month, is part of the operational budget. The beautification project proposal intends to purchase new "beauty lids" and install within the identified high-walkability areas on the last two days of each month after CSO has completed its regularly scheduled work. Since the lids are designed for existing frames, the existing designed lids will be reused for areas outside of the high-walkability areas. This should allow the project to be net neutral, except for some existing budgeted labor costs. The new "beauty lids" will be incorporated into the new standards and will be utilized in all new development projects. After the walkability areas are complete, the 31,474 maintenance covers will be slowly replaced through attrition. Prepared By: Paul Seitz, Collection System Operations Division Manager Danea Gemmell, Planning and Development Services Division Manager Emily Barnett, Communications and Intergovernmental Relations Manager CAUsers\aberumen\Desktop\Novus Temp\REEP Manhole item\Maintenance_Hole_Financials_for_BOARD agenda.docx April 15, 2021 Regular Board Meeting Agenda Packet- Page 129 of 185