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HomeMy WebLinkAbout2A, Sanitary Sewer Maintenance Policy EN HILLS Request for Council Action 2A Prepared By: Terry Maurer, Public Works Director Work Session Date: September 17, 2012 Sanitary Sewer Maintenance Policy Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Discuss the draft Sanitary Sewer Maintenance Policy and provide direction on any changes the Council would like included. Also, consider the quote for the seven Omni Site installations and give staff direction whether or not to proceed at this time. Supporting Documents: 1. Memorandum dated September 17, 2012, from Terry Maurer, Public Works Director. 2. Draft Sanitary Sewer Maintenance Policy. 3. Maintenance Schedule. 4. Sanitary Sewer Maintenance Policy Exhibit. 5. Quote from Electric Pump. lt EN HILLS MEMORANDUM DATE: September 17,2012 TO: Honorable Mayor and City Councilmembers Patrick Klaers, City Administrator FROM: Terry Maurer, Public Works Director e�qA SUBJECT: Sanitary Sewer Maintenance Policy Omni Site Quote for Remaining Lift Stations Background Attached is a draft Sanitary Sewer Maintenance Policy for the City Council's review and comment. This policy was prepared using the League of Minnesota Cities Insurance Trust (LMCIT) model as a guide. Having an adopted sewer policy was one of the recommendations of our LMCIT Loss Prevention Agent. Generally, the City's sanitary sewer system is comprised of: • 46 miles of collection system ranging in size from 8 inches to 21 inches • 1100 manholes • 14 lift stations • 4.4 miles of forcemain Of the 46 miles of collection system the general breakdown of material type is: • 18.2 miles of PVC (plastic) pipe • 18.1 miles of VCP (clay) pipe • 5.3 miles of CIPP (lined) clay pipe • 4.4 miles of concrete pipe (larger lines) The draft Maintenance Policy basically divides the collection system into three categories. The first category is comprised of the plastic mains and lined clay mains that need less frequent cleaning (every 4 to 6 years). The second category is comprised of the clay City Council Meeting P:AAdmin\Council\Agendas&Packet Information\2012\09-17-12 Wk Sess\Packet\9-17- 12 SewerMaintenancePolicyMemo.doc Page 1 of 2 mains that are most susceptible to root intrusion and, therefore, need more frequent cleaning (every 3 years). Finally, the third category contains the larger mains that due to heavier flows are generally self-cleaning and, therefore, are cleaned on an as needed basis. Following this draft policy the Public Works crew will need to clean approximately 10 or 11 miles of sewer main annually; six miles of clay mains and four to five miles of plastic and/or lined clay mains. Manholes would be inspected as sewer mains are cleaned. Finally, the 14 lift stations will continue to receive an annual cleaning and mechanical check. On a related matter, Council had previously asked the cost of adding the Omni Site to the remaining seven lift stations so they could be monitored directly from a computer. Attached is a quote from Electric Pump Company for $22,050 ($3,150 per lift station) to install the Omni Site system at the remaining seven lift stations. Council Action Requested Discuss the draft Sanitary Sewer Maintenance Policy and provide direction on any changes the Council would like included. Also, consider the quote for the seven Omni Site installations and give staff direction whether or not to proceed at this time. City Council Meeting C:\Users\sonja.klingberg\Desktop\9-17-12 SewerMaintenancePolicyMemo.doc Page 2 of 2 'it -ARPEN HILLS CITY OF ARDEN HILLS SANITARY SEWER MAINTENANCE POLICY 1. Purpose It is the policy of the City of Arden Hills to comply with all applicable state and federal regulatory requirements. The City intends to provide effective and efficient maintenance to its sanitary sewer system by evaluating political, social, safety, and economic concerns, among others. Procedures identified in this policy are intended to maintain the sanitary sewer system to operate efficiently and prevent sewer backups. These procedures, when implemented, may also extend the service life of various components of the sanitary sewer system. The City has 242,500 feet of public sanitary sewer mains, 1,100 manholes and 14 lift/pump stations within its sanitary sewer system. Procedures identified in this policy are intended to maintain the City's sanitary sewer system to prevent sewer backups and to extend the life of the system. The City has developed and implemented this policy that takes into consideration public safety, the City's budget and personnel, environmental concerns, and the cost of implementation versus the benefit to be achieved. The City will use its employees, equipment and/or private contractors to provide this service. While the City fully intends to meet the guidelines established in this policy, there may be times when this is not feasible. Issues including, but not limited to,budget constraints, critical equipment failure, or weather and other emergencies may prevent the City from meeting the guidelines established herein. The Public Works Director may override provisions established within this policy. Deviations from the goals established in this policy will be documented. The City will use this policy to guide any sanitary sewer maintenance activities to be provided by a contractor or a party other than the City. 2. Routine Maintenance and Inspection Goals A. Sanitary Sewer Mains Scope of City's Responsibility - The City will maintain the components of the public sanitary sewer system. This includes sanitary sewer mains, manholes, lift stations, waste water treatment plants, and other components. Private property owners are responsible for the maintenance of sanitary sewer components from their property up to and including the connection to the public system. Schedule — The City's goal is to inspect and maintain the components of its sanitary sewer system according to the attached schedule. Equipment — The equipment used to perform maintenance will depend upon the equipment available and its effectiveness as determined by qualified staff. Television Inspection — The City's sanitary sewer mains will be inspected by television camera in accordance with the attached schedule. Any sewer mains located on a street where a street maintenance project is planned will be inspected before and after such a project. Sanitary sewer mains in a new development must be televised before said mains are turned over to the City. Television inspection may also be used to inspect the system where there are possible problems. In addition, the City may require any main near a construction site to be televised before and after the construction (i.e., near blasting, digging, other activities that might disrupt the main, etc.) Visual recordings of sewer main televising will be required of any vendor performing this service for the City. A written report summarizing and interpreting the findings of the televising will also be required. These records will be kept by the City for a minimum of 12 years. B. Maintenance Category The sanitary sewer mains and facilities identified as Category 1 will receive ordinary routine maintenance as noted on sewer maps. The sanitary sewer mains and facilities identified on the sewer map as Category 2 will receive more frequent maintenance and those identified as Category 3 will receive less frequent maintenance. When a sewer main or facility is identified as anything other than Category 1, the reasons why maintenance is needed on a different schedule will be documented. Sewer mains and facilities will receive maintenance according to the attached schedule. The Public Works Director will determine whether a main or facility is Category 1, receiving routine sewer maintenance, Category 2, receiving more frequent maintenance or Category 3, receiving less frequent maintenance. Based on periodic assessment, maintenance will be adjusted and a sewer main may be moved from one category to another. C. Sanitary Sewer Lift Stations The City maintains lift stations using specific maintenance that is reasonable and recommended. The number of lift stations, location, date of installation, and capacity of each lift station is kept on record. Maintenance for each lift station is reflected in the following list of activities: • Easy availability of original manuals with manufacturers' recommended maintenance schedules for all lift station equipment • Operating procedures for manipulating pump operations (manually or automatically) during wet weather to increase in-line storage of wet weather flows • Setting wet well operating levels to limit pump start/stops • Cleaning wet well annually • Calibrating flow meters or conducting draw down tests • Regular rotation of lead, lag, and backup pumps • Regular inspections of lift station, alarm systems and electrical components • Maintenance of operation logs and general records for all lift station activities, including inspections • Clean force mains as needed • Identify problem areas/components • Replace pump impeller, motor as needed • Maintain generator according to manufacturer's recommendation 3. Inflow and Infiltration Inflow and infiltration occur when clear water gets into the sanitary sewer system. This may occur through cracks or leaks in the sewer pipes and manholes or through sump pumps incorrectly connected to the sanitary sewer system. Inflow and infiltration can lead to backups, overflows and unnecessary and expensive treatment of clear water. City employees will periodically inspect manholes to identify any that contribute to this problem. Sanitary sewer mains will be maintained and inspected pursuant to the City's Sanitary Sewer Maintenance Policy. 4. Personnel Responsibilities and Requirements K. Exercise of Professional judgment It is expected that City employees, in accordance with their job duties and responsibilities, will exercise their professional judgment in the implementation of this policy. Further, it is expected that in emergency situations City employees will be required to exercise their discretion and weigh political, social, and economic considerations including but not limited to public and employee safety, the potential for damage to private property and the City sanitary sewer system, and environmental concerns. B. Training and Education The City will provide training to employees responsible for maintenance of and emergency response to issues with the sanitary sewer system. Training of employees will include education necessary to earn and maintain appropriate operator certifications. Training will also address standard operating procedures, proper use of equipment, emergency response and other topics required by state and federal regulatory agencies. C. Work Schedule Full-time City employees in the Public Works Department will be expected to work eight-hour shifts. In emergencies, employees may be required to work in excess of eight hours. Budget and safety concerns may limit the length of time an employee is permitted to work. D. Weather Conditions Regular sewer maintenance operations will be conducted only when weather conditions do not endanger the City employees and equipment. Factors that may delay sewer maintenance operations include, but are not limited to: severe cold, severe heat, flooding, rain, snow and other severe weather events. 5. Documentation The City will document all of its inspection and maintenance activities and emergency responses for its sanitary sewer system. The City will also document circumstances that limit its ability to comply with this policy. A report should be prepared periodically for the purpose of evaluating maintenance activities and for determining goals for the future. These records will be kept in accordance with the City's records retention schedule. 6. Public Education Periodically, the City will inform residents of their responsibilities related to sanitary sewer service from the City of Arden Hills. iA�HILLI MAINTENANCE SCHEDULE 1. Category 1 Category 1 sewer mains, as indicated on the attached Exhibit, include plastic lines and clay pipes which have been lined with CIPP. These Category 1 mains generally do not have significant root intrusion issues. These mains will be cleaned every four to six years. 2. Category 2 Category 2 sewer mains, as indicated on the attached Exhibit, include clay mains and/or known problem areas in the sewer system. These mains are generally very susceptible to root intrusion. These mains will be cleaned, including root cutting, every three years on a rotating basis. 3. Category 3 Category 3 sewer mains, as indicated on the attached Exhibit, include larger diameter plastic and concrete mains. These mains carry a larger flow and tend to be self- cleaning. As such, these mains will be periodically inspected and cleaned on an as needed basis. 4. Television Inspections Television inspections of sewer mains will occur on a random basis after each year's cleaning. At a minimum all Category 1 and 2 mains will be television inspected every 10 years. 4 EP ELECTRIC PUMP Offices: 4280 E 14th Street 201 4th Ave SW Des Moines, IA 50313 New Prague, MN 56071 Office: 515-265-2222 Office: 952-758-6600 Toll Free: (800)-383-7867 Toll Free: 800-536-5394 Fax: 515-265-8079 Fax: 952-758-7778 September 11, 2012 CITY OF ARDEN HILLS- Joe Mooney Please find detailed below a formal quotation on a Multimedia Alarm Management System and Remote Site Wireless Lift Station Analyzer as manufactured by Omni Site for your use and consideration. CRYSTAL BALL PLUS ITEM A One (1) Crystal Ball Plus Multimedia Alarm Management System Remote Site Wireless Lift Station Analyzer/Equipment Monitor with internal battery, charger, phantom antenna in polycarbonate enclosure suitable for operation on 120 Volt power and installation at your existing station/remote site. The controller shall accept (14) universal DI configurable to monitor dry contacts or any voltage range between 12VDC/VAC to 120 VAC/VDC or to act as pulse counters; (4) 4-20mA isolated analog inputs, (4) 20 amp relay outputs, (1)rain gauge input, and (1) crew on-site intelligent key reader input in its base form. It shall have Phoenix type removable terminal blocks. Two (2)Amp Probes. One (1) Lot labor; materials and coordination-training to install and incorporate the Crystal Ball Plus at a monitoring site including the setup using any standard internet web browser software at the www.omnisite,com website. The above item A, FOB factory, startup services, approval data, operation maintenance instruction manuals and one (1)year warranty from date of startup not to exceed 18 months from date of shipment. $ 3,150.00/ each site Lift Stations 3„4,6,9,10,11 14 Total Project Price$ 22,050.00 The STANDARD Crystal Ball Data Service for each unit at each site is $23.00/month. Billed Annually at$276.00. 1 Should you have any questions on the above, please do not hesitate to contact us at your first convenience. Respectfully submitted: 4 ZX— David D. Bloch Project Management Cc: Tim Miller NOTES: The above price does not include any: Sales or use taxes Pump Station maintenance Pipe, valve, fittings of any kind Bond costs— if required License fees or permits of any kind. Cellular Service Fee's Ref: Location: **Ship to Address: *** *** Delivery: 2-4 weeks after submittal approval (Submittals 2-4 weeks) If Applicable or sooner Payment: Net 30 Days — Retainage upon completion We are pleased to make the following offer to sell the listed Merchandise which if firm for(30) thirty days from the above date, and is automatically withdrawn thereafter without any further notice. 1. Signing and returning this document to Electric Pump's office in Minneapolis office may accept this offer. 2. This offer and acceptance constitutes the entire Agreement between the parites and may be modified only by a writing signed by both parties. 3. The prices quoted for equipment are valid for (30) thirty days. If the quote includes start up services and it is scheduled by the request of the buyer for a time other than Monday through Friday 8:00 to 5:00 additional charges will be due. 4. Payment terms are NET 30 (thirty days) after the mailing of seller's invoice. 5. Delivery terms are F.O.B. Place of Shipment. Seller agrees to put the merchandise in the possession of the carrier, to make a reasonable contract of carriage for their 2 transportation, to obtain and deliver or tender such documents as may be necessary to enable Buyer to obtain possession, and to promptly notify the Buyer of shipment. After seller has delivered the merchandise to the carrier, the risk of loss of the merchandise will be borne by the Buyer. The prices quoted herein include transportation charges based on existing truckload rates, any change in delivery rates existing at the time of delivery will be billed to your account. Dates of delivery are determined from the date of Seller's acceptance of any order or orders by Buyer and are estimates of approximate dates of delivery, not a guaranty of a particular day of delivery. 6. Sales and use tax are not included. 7. Buyer shall notify seller in writing at Seller's place of business as shown on the reverse side of this page, within twenty (20) days of receipt of merchandise, or any complaint whatsoever buyer may have concerning such merchandise. Failure to give such notice shall constitute a waiver by Buyer of all claims in respect to such goods. 8. If notice of complaints is provided within twenty (20) days of Buyer's receipt of the merchandise, Seller agrees to inspect the merchandise at Seller's place of business during Seller's normal business hours and days. Upon inspection, if the merchandise is determined to be defective in material or workmanship, Seller, at Seller's option, shall repair or replace said merchandise at no cost to Buyer, or Seller may refund the purchase price. If the examined merchandise is found not to be defective or is not for some other reason within the warranty coverage, Seller's service time expended on and off-location will be charged to Buyer. 9. Seller will have no further warranty obligation under this Agreement if the Equipment is subjected to abuse, misuse, negligence or accident or if buyer fails to perform any of its duties set forth in Paragraphs 8 and 9. 10. THE WARRANTY PRINTED ABOVE IS THE ONLY WARRANTY MADE BY THE SELLER REGARDING THIS PURCHASE, SELLER DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. NOTHING HEREIN CONTAINED SHALL LIMIT BUYER'S RIGHTS AGAINST THE MANUFACTURER, WITH RESPECT TO MANUFACTURER'S WARRANTIES, IF ANY. 11. WARRANTY REPAIRS (which fall under the manufacturer's warranty, if any) ARE F.O.B. ELECTRIC PUMP, INC. SERVICE LOCATION. ELECTRIC PUMP, INC. WILL NOT ASSUME ANY EXTENDED WARRANTIES UNLESS APPROVED BY PRIOR WRITTEN CONSENT. THIS INCLUDES SERVICE CALLS TO JOB SITES ON PRODUCT COVERED DURING THE WARRANTY PERIOD. PLEASE REFER TO THE ATTACHED PRODUCT WARRANTY STATEMENT FOR CLARIFICATION. 12. IT IS UNDERSTOOD AND AGREED THAT SELLER'S LIABILITY WHETHER IN CONTRACT, IN TORT, UNDER ANY WARRANTY, IN NEGLIGENCE OR OTHERWISE SHALL NOT EXCEED THE RETURN OF THE AMOUNT OF THE PURCHASE PRICE PAID BY BUYER AND UNDER NO CIRCUMSTANCES SHALL SELLER BE LIABLE FOR SPECIAL, INDIRECT OR CONSEQUENTIAL DAMAGES. THE PRICE STATED FOR THE MERCHANDISE IS A CONSIDERATION IN LIMITING SELLER'S LIABILITY. NO ACTION, REGARDLESS OF FORM, ARISING OUT OF THE TRANSACTION UNDER THIS AGREEMENT MAY BE BROUGHT BY BUYER MORE THAN ONE-YEAR AFTER THE CAUSE OF ACTION HAS ACCRUED. 3 13. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Iowa. Any dispute or disputes arising between the parties hereunder, insofar as the same cannot be settled by friendly agreement, shall be litigated only in The Iowa District Court for Polk County, in Des Moines, Iowa. Seller also has the right to commence an action against the Buyer in the County of the Buyer's principal place of business. Purchase Order Number Purchase Order Amount SIGNATURE DATE **A signed copy of this must be returned with your P.O. 4