Resolution 18-12RECORD OF RESOLUTIONS
Inc.. Form No. 3o W5
Resolution No
18 -12
Passed
A RESOLUTION ACCEPTING THE LOWEST AND
BEST BID FOR THE CITY OF DUBLIN 2012
SEWER LINING PROJECT PHASE 2
20
WHEREAS, it is in the best interest of the City to maintain and repair sanitary sewer
systems where necessary; and
WHEREAS, the City was issued Director's Orders from the Ohio Environmental
Protection Agency to reduce inflow and infiltration into the sanitary sewer system;
and,
WHEREAS, this section of sanitary sewer pipe has been determined to have high
rates of inflow and infiltration; and
WHEREAS, formal advertising and bidding procedures have been conducted
pursuant to Section 8.04 of the Dublin Charter.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin,
of its elected members concurring, that:
Section 1. Reynolds Inliner, LLC. is hereby declared to be the lowest and best
bidder for the installation of cured in place pipe in approximately 47,703 linear feet of
sanitary sewer.
Section 2 . The City Manager is hereby authorized to execute an agreement with
Reynolds Inliner, LLC. for $1,573,327.00 to complete the project.
Section 3 . It is found and determined that all formal actions of the Council of the
City of Dublin concerning and relating to the passage of this Resolution were adopted
in an open forum of this Council and of any of its subcommittees in compliance with
all legal requirements, including Section 121.22 of the Ohio Revised Code.
Section 4. This Resolution shall be effective upon passage in accordance with
Section 4.04(a) of the Revised Charter.
Passed this q:an day of 2012.
Mayor - P s ing Officer
ATTEST:
Clerk of Council
Office of the City Manager
City of Dublin Pho 614 -410a 0 Faax:b614 --410 -4490 1090
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager \\�
Date: April 5, 2012
Initiated By: Ron Burns, Director of Streets and Utilities
Memo
Re: Resolution 18 -12 Accepting the Lowest and Best Bid for the City of Dublin 2012
Sewer Lining Project Phase 2
Summary
During the past seven years, the City of Dublin has been aggressive in maintaining, repairing and
upgrading its sanitary sewer system. Staff has done this by cleaning and inspecting the sewer
pipe, flow monitoring, and installing cured in place pipe (CIPP) where necessary.
In 2008, the Ohio Environmental Protection Agency (OEPA) issued Director's Orders to most of the
central Ohio communities. These orders require central Ohio communities to reduce inflow and
infiltration (I&I) in their sanitary sewer system, as well as other things. The best method of
reducing I&I is to install CIPP within the existing sanitary sewer pipes.
Staff has determined there is significant I&I entering Dublin's sanitary sewer system in and around
the Muirfield Championship Golf Course, as well as the area north of Glick Road. Earlier this year,
CIPP was installed in the sanitary sewer pipe on the golf course.
Phase 2 of the 2012 sewer lining program will focus on installing CIPP in approximately 47,703
linear feet of sanitary sewer, much of which is located north of Glick Road. A map of the project
area is attached for your convenience. Staff believes the installation of CIPP in the sanitary sewer
pipes in these areas will significantly reduce the risk of overflows and /or backups in the Deer Run
and Dumfries Court areas. This work will be scheduled to begin after the Memorial Tournament
and conclude in early December of 2012. The City solicited bids for this work, and bids were
opened on March 20. The results are as follows:
Contractor Name
Bid Amount
Reynolds Inliner, LLC.
$1,573,327.00
Insituform Technologies
$1,624,554.80
Insight Pipe Contracting
$1,735,961.20
United Survey, Inc.
$1,814,132.85
Engineer's Cost Estimate
$1,913,000.00
Reynolds Inliner is a reputable company with extensive experience installing CIPP in sanitary
sewers. Reynolds has done multiple projects for the City in the past. All of their work for the City
has been satisfactory. Legal staff analyzed the bids and found Reynolds Inliner's bid to be
responsive, complete and competitive.
Memo re. Resolution 18 -12 — Bid — 2012 Sewer Lining Project Phase 2
April 5, 2012
Page 2 of 2
While funding for the 2012 sewer lining and repair project was programmed in 2012, the scope of
the improvements increased when the residents on Dumfries Court East experienced "water in
basement" events late last year. As outlined in a memo to Council on January 5, 2012 (attached),
it was expected that the intermediate action plan would cost an additional $890,000. A request for
additional appropriations will be presented to Council in the future.
The expenses associated with this phase, as well as phase 1, are expected to be funded by a debt
issuance with repayment from the Sewer Fund.
Recommendation
Staff recommends City Council adoption of Resolution 18 -12 authorizing the City Manager to
execute an agreement with Reynolds Inliner, LLC. in the amount of $1,573,327.00 to complete
Phase 2 of the 2012 sewer lining program, as described above.
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017 -1090
City of Dublin Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager
Date: January 5, 2012
Memo
Initiated By: Dana McDaniel, Deputy City Manager /Director of Economic Development
Paul A. Hammersmith, P.E., Director of Engineering /City Engineer
Beth Lozier, Acting Director of Streets and Utilities
Re: Dumfries Court East Sanitary Sewer Operations (Revised)
Background
The City of Dublin maintains and operates approximately 224 miles of gravity sanitary sewer
infrastructure as of the end of 2010. The work performed to provide this service includes:
planning, inspection, modeling, reporting, cleaning, closed caption televising, emergency response,
odor control, monitoring, maintenance repairs, construction of needed improvements and planned
extensions. The system has been constructed over time as the City has grown.
The Dumfries Court East sanitary sewer was constructed with the public improvements for
Muirfield Village Phase 12. The construction drawings were signed in late 1978 and presumably,
the construction was done in 1978 or 1979. Therefore, the piping in this area is approximately 32
years old. These sewers were constructed with clay pipe at that time. This material has a
tendency to separate at the joints overtime, which causes groundwater to enter the system as well
as sags to occur at the joints. Please see the attached map (Attachment 1) for details on the
location of the sanitary sewer system and properties in the Dumfries Court East area.
In 2004, the City performed video inspection of the sewer on Dumfries Court East. A sag in the
line was noted between manholes 2216 and 2215. In the same line segment, heavy groundwater
infiltration was noted at a service lateral.
A backflow preventer was installed by the owner on the lateral that serves 5520 Dumfries Court
East in the first part of 2005. This was the result of water entering the basement of that residence
in 2003 and 2004.
In August of 2007, the sanitary sewers in Muirfield Village Phase 12 were improved with a cured in
place pipe liner. Attachment 2 is a map that shows the lining of sanitary sewer in the immediate
area of Dumfries Court since 2007.
An issue with the geometry of the sewer system occurs at manhole 2216. The two pipes entering
this structure are at the same elevation. The pipe to the west has a slope of approximately 3.4%
and the pipe to the east slopes at 0.4 %. Hydraulically, this results in the flows from the west
moving faster than the flows to the east and forcing the water back to the east. This does not
allow the east pipe to flow freely. In 2008, the City had a contractor install a small divider wall in
the base of the manhole to separate these flows during daily situations.
Recent Situation Summary
On December 5, 2011, the sewer system within Muirfield Village phase 12 was surcharged. This
has occurred on occasion during major wet weather events as a result of infiltration and inflow
(I /I) entering the system.
Memo re. Dumfries Court East Sanitary Sewer Operations
January 5, 2012
Page 2 of 4
When the pipes and manholes are full, the laterals that serve the adjacent properties and connect
to the sewer also begin to fill. During the December 5th occurrence of surcharge, the system
relieved itself at the lowest points. Unfortunately, this was in the basements of the homes located
at 5520, 5521 and 5528 Dumfries Court East. This type of incident is referred to as a "water in
basement' or WIB by the Ohio Environmental Protection Agency (OEPA).
Immediate Action Plan
1. Current /Ongoing - Staff has leased a pump and hose and is physically monitoring
manhole 2216 during heavy rain events to try to pre -empt another WIB event on Dumfries
Court East.
2. Within 60 days - Staff recommends the following actions in order to minimize the
possibility of another WIB event on Dumfries Court East:
• Install an automated monitoring system in manhole 2218. This will allow staff to be
alerted if the flows in the system are rising and a surcharge is possible. Earlier
notification will result in staff or a contractor being able to implement bypass pumping
in a timely manner in order to reduce the possibility of a WIB event. The cost of the
system staff proposes to install is $15,000. Staff will continue to manually monitor
manhole 2216 during significant rain and /or snow melt events.
• Staff has already initiated inspections of the sewer and manholes in this area. Staff will
verify whether there are known issues that can be quickly and easily corrected.
• The installation of backflow preventers on the service laterals will aid in reducing the
possibility of a WIB occurrence in the future. Staff recommends that the City work with
the residents of Dumfries Court East to have these installed if the resident so chooses.
The cost for an external backflow preventer (in the yard) will be approximately $3,000
for each home plus a $60 inspection fee. Staff recommends that the City reimburse
residents at only the following locations for this work:
0 5520 Dumfries Court East o 5536 Dumfries Court East
0 5521 Dumfries Court East o 5537 Dumfries Court East
0 5528 Dumfries Court East o 5544 Dumfries Court East
0 5529 Dumfries Court East o 5545 Dumfries Court East
This could total approximately $24,480. The installation and maintenance of these
devices would be the responsibility of the homeowner. Please note that these are most
effective when maintained properly. Debris in the lateral could cause the preventer not
to close properly and a WIB could occur.
• Purchase a trailer- mounted pump and approximately 1,000 feet of hose rather than an
ongoing lease arrangement. This will allow staff to respond more quickly to any
surcharge event and delay the added cost of hiring a contractor to perform this
function. Staff has received a quote for a new system that would cost $61,000. Staff is
investigating the cost of a used system to reduce this initial investment. This system
could also be used in other locations and for other purposes, depending on the
situation.
• The total estimated cost of the items identified in the Immediate Action Plan is
$100,480. A supplemental appropriation request would be needed in the future.
Memo re. Dumfries Court East Sanitary Sewer Operations
January 5, 2012
Page 3 of 4
Intermediate Action Plan (FY 2012)
The Deer Run Sewershed, where Muirfield Village Phase 12 is situated, has been the area of focus
for improvements of the sewer system. The City has documented that the I/I of the stormwater
and groundwater in this system is higher than what the system was designed to carry. Although
the ongoing lining program work minimizes the I/I on the sewers, the groundwater still enters the
system through the manholes and service laterals.
Staff has several action steps planned to continue to address this issue near Dumfries Court East
as well as in the Deer Run Sewershed overall. These include:
• Three activities programmed in the 2012 -2016 Capital Improvements Program for 2012:
o Sewer Lining (ES0701, $1,300,000): Phase 1 (on the Muirfield Village championship
golf course as authorized by Resolution 72 -11) of this work has already been
initiated. Staff will review the locations for work in Phase 2 and determine if
performing work on the north side of Glick Road near Muirfield Village Phase 12
could alleviate some I/I from the system.
o Deer Run Sanitary Improvements (ES1201, $325,000): This is for the design and
installation of a new pump in the existing wet well and connection of the existing
force main to the gravity system. This would only operate when the system is
surcharging.
o Manhole Rehabilitation (ES1202, $375,000): This program is required by the OEPAs
Directors Final Findings and Orders (DFFO). Staff has been inspecting the Deer
Run Sewershed manholes and will be identifying specific manholes that need
repairs. Based on the most current inspection of the manholes in Muirfield Village
Phase 12, staff anticipates that several manholes in this area will be rehabilitated.
• Per the schedule with the DFFO, the City is required to update the modeling of the Deer
Run system. This was funded in the 2012 Operating Budget within Professional Services of
the Sewer Fund at $94,000. Staff plans to engage EMH &T in this effort and will gain a
better understanding of how the system functions and what additional improvements could
be made.
The 2012 budgeted funding for the above items totals $2,094,000.
• Funds (in the Sewer Lining project noted above) are budgeted for improving the system
downstream of the Dumfries Court East area. This will provide additional capacity in the
system. In order to further reduce the impact of I/I in the system, the sewer mains
upstream of Dumfries Court East area also need rehabilitation. Therefore, staff also
recommends accelerating the work in the upstream area by installing cured -in -place liners
in portions of the sewer system north of Glick Road. This work is currently estimated to
cost $890,000. Staff anticipates increasing the amount of debt issued for the previously
programmed projects to include this additional work.
Long Term Action Plan (beyond 2012)
Staff will continue to perform the normal sewer operations and maintenance program on the City -
owned sewers as described earlier. Additionally, the City has and will continue to invest significant
resources in the immediate area of Dumfries Court to address the I/I issues. However, these
resources have not and will not address the conditions of the service laterals on private property.
Memo re. Dumfries Court East Sanitary Sewer Operations
January 5, 2012
Page 4 of 4
Staff intends to bring to Council a recommended "Lateral Inspection and Repair Program" policy
for consideration in the second half of 2012. The I/I that enters the system via service laterals is
suspected to be significant and can add to the frequency of surcharges in the system. A
systematic approach to address this issue should be put in place and action taken. Associated
responsibilities and costs will be included as part of the presentation of the proposed policy. In
order to fully vet the policy, staff will need the assistance of a consultant. Staff estimates this
work will cost approximately $75,000.
Funding Summary
The following chart summarizes the funding described above:
Funding Source
Immediate Action
Intermediate Action
Long Term Action
Plan
Plan
Plan
Capital Improvement
Program (FY 2012)
$2,000,000
(approved)
Capital Improvement
Program (FY 2012)
$890,000
(additional)
2012 Operating Budget
-
$94,000
-
(approved)
2012 Operating Budget
$100,480
-
$75,000
(additional)
Totals
$100,480
$2,984,000
$75,000
Recommendation
Staff recommends funding the proposed Immediate Action Plan, Intermediate Action Plan and
Long Term Action Plan. Staff will report to Council on an ongoing basis the progress of these
action plans. The implementation of these action plans will also continue to contribute towards the
implementation of the Director's Findings and Orders.
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3/5/2012
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