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1d Authorize Submittal of Loan Application ,.... C ITV OF CHANHASSEN ~ , lj <X..- 690 COULTER DRIVE. P.O. BOX 147. CHANHASSEN, MINNESOTA 55317 (612) 937-1900. FAX (612) 937-5739 MEMORANDUM TO: Don Ashworth, City Manager Anita Benson, City Engineer ~ FROM: DATE: January 20, 1998 ,~;:.. SUBJ: Authorize MCES Grant/Loan Application for InfiIlration/lnflow Control Project No. 98-2 / ,...., The 1998 City budget has allocated $50,000 from the Stonn Water Management (SWMP) fund to construct drainage improvements necessitated by the recent Sump Pump Inspection Program. Through the Sump Pump Inspection Program, several neighborhoods in Chanhassen have been identified as needing stonn drainage improvements in order to ensure that sump pump discharges do not return to the sanitary sewer system. In these neighborhoods, public safety and health may be compromised by homes complying with the city ordinance regarding sump pump discharge to the exterior of the homes. The funding amount for 1998 will not be sufficient to completely address stoml drainage needs in these neighborhoods. Staff intends to request additional funding in future years to ensure construction of needed drainage improvements. However, the Metropolitan Council Environmental Services (MCES) Division has infonned staff of another (loan/grant) funding program which has been set up to assist communities to reduce infiltration/inflow (1/1) of clear water into the metropolitan disposal system (you may recall that the City received a $40,000 grant to conduct the Sump Pump Inspection Program). The MCES has allocated a total of $500,000 for this year's program which will be allocated in matching grants up to $10,000 per community ($100,000 total) and matching loans up to $40,000 per community ($400,000 total). The grant funds are reserved for studies and reports targeted at identifying proposed solutions to existing 1/1 problems which will provide a metropolitan benefit. The loan funds are reserved for assisting communities in implementing 1/1 control improvements which provide a metropolitan benefit in addition to a local benefit. The MCES has established provisions which provide for loan forgiveness. Communities which receive a loan will be required to enter into an agreement which stipulates that the city will ensure funds are applied to the stated pUlposes, that the program is cost effective, that the costs be accurately accounted for, and that a written report be submitted to MCES upon completion of the work. The agreement will also provide MCES the right to audit city records pertaining to the loan and grant funds and matching share. Each community that receives a loan ,will be required to provide certification to the MCES that the project has continued to be successful in reducing 1/1 from the system on a yearly basis. For each year that the project is certitled as pcrfomling its intended purpose of 1/1 reduction, repayment of the loan funds will be forgiven. ,.... Communities have until February 10, 1998 to submit an application for either a project loan or study grant for 1/1 reduction. Each loan application will be rated on the following criteria: * * The estimated amount of 1/1 reduction, The benefits to the metropolitan area including immediate and long-teml savings, Don Ashworth January 20, 1998 Page 2 -'" * Targets immediate reduction of peak rates of inflow as well as a reduction of long-term average infiltration, The project is located within either the Blue Lake, Metro Lake, or Stillwater Treatment Services Area, * * And that the community has previously been identified in the 1992 MWCC study as potentially having excess rainfall derived inflow (ROllI) and groundwater inflow (OWl). Staff believes that the proposed drainage improvement project meets and/or exceeds all of the criteria -A~. established for the loan progran1. . Construction of drainage improvements is essential to ensuring that the sump pump discharges removed from the sanitary sewer system through the Sump Pump Inspection Progranl, Project No. 96-21 do not return to the system. The o,verall benefit to residents is a continued reduction of III which translates into reduced sewer payment increases to the Metropolitan Council Wastewater Services Division and elimination of public safety and health threats created by discharging sump pump drainage to the exterior of homes as required by ordinance. Currently, the Metropolitan Council Environmental Services Division, is providing a financial incentive to communities to reduce III from the system. It is likely that a disincentive program will be established in the future for cQmmunities that have high rates of inflow and infiltration that have not attempted to correct the problem. """" Staff believes it is in the city's best interest to apply for the project loan funding in order to supplement the $50,000 budgeted in the 1998 Stoml Water Management fund to provide stoml drainage improvements in neighborhoods identified through the Sump Pump Inspection Program. (It is anticipated that communities approved for MCES funding will be notified in April. The amount of drainage improvements to be made in 1998 will depend on total funding available--$50,000 vs. $90,000). It is therefore recommended that the City Council formally authorize the grant/loan application submittal to the Metropolitan Council Environmental Services Division for a matching project loan in the amount of $40,000 for the City of Chanhassen to construct drainage improvement projects as a continued effort to reduce infiltration/inflow from the sanitary sewer system. jms Attachment: Orant/Loan Application Submittal c: Charles Fo1ch, Director of Public Works Dave Hempel. Assistant City Engineer Jerry Boucher, Vtility Superintendent \'cfsl\voJ2'eng"mita'cc\mces application.doc ...",I METROPOLITAN COUNCIL ENVIRONMENTAL SERVICES OFFER OF MATCHING LOANS FOR INFILTRATION/INFLOW CONTROL PROJECTS LOAN APPLICATION FORM NOTICE TO APPLICANTS: Read the attached "Metropolitan Council Environmental Services - Description of Offer of matching Loan and Grant monies to Communities for InfiltrationlInflow Controls" for guidance on how this Loan Offer will be conducted. Prior to award of a Loan, the Applicant Community must enter into an agreement with the MCES. The complete terms of the agreement will be furnished to those Applicants to whom a Loan Offer is made. COMMUNITY NAME: CITY OF CHANHASSEN Correspondence regarding this Application should be mailed to: NAME: TITLE: STREET: CITY, ZIP: ANITA L. BENSON CJTY ENGINEER 690 CITY CENTER DRIVE CHANHASSEN, 55317 LOAN AMOUNT REQUESTED FROM MCES: $ 40,000.00 (Enter a value up to $40,000.00. An equal amount is required to be contributed by the Community to be eligible for a Loan). PROVIDE THE FOLLOWING ON SEPARATE SHEETS OF PAPER: Describe the objectives of the project. Highlight any benefits that the project is intended to provide to the Metropolitan System of wastewater interceptor sewers and treatment plants. Does the project eliminate a historic sanitary sewer bypass? Ifso provide MPCA reporting form on incidence(s). Provide a complete description of the proposed project. Include a map showing the limits of the project area and the wastewater collection system in the vicinity of the project. You may attach any engineering reports, plans or other pertinent documents that provide useful background for MCES evaluation of the proposed project. What is the proposed schedule for the project completion, assuming a Loan is offered? If possible, identify key steps and intermediate dates. Would the project be performed by contracted services or by City stafi'? Will a competitive bid process be required? What is the estimated amount of III expected to be removed from system after completion of the project? (MGY) Provide basis of estimate. Provide copy of official minutes of governing body which aUthO~Plicant to ap~ly for loan. META L. BENSON ;6; ~ &.LJcf'Y\- Print Name of Pre parer Signature of Pre parer Telephone Number: Date of Application: 612-937-1900, EXT 156 JANUARY 26, 1998 Title of Pre parer: CITY ENGTNEER APPLICATIONS MUST BE POSTMARKED NO LATER THAN FEBRUARY 10,1998. APPLICATIONS WILL BE REVIEWED AND OFFERS EXTENDED TO QUALIFIED SUBMITTALS IN MARCH. a:\FORWS!LOANS\applfota.doo CITY OF CHANHASSEN PROPOSED DRAINAGE IMPROVEMENT PROJECT INTRODUCTION In 1989, the City of Chanhassen completed a study on infiltration/inflow (I1I)into the sanitary sewer system. Since that initial study, the City has invested nearly $1 Million in sanitary sewer rehabilitation projects ranging from sewer televising, testing and sealing of pipes and manhole structures to total reconstruction of deteriorated lines. The City is confident that these physical 1/1 reduction projects have addressed the majority of the infrastructure-related problems with the older sewer lines. Sewer lines which have been constructed during the decade have implemented the latest in sewer line material and construction technology using PVC-type materials and chimney seals with manhole castings. Currently, the City of Chanhassen has nearly completed a private property sump pump inspection program. City funding of the sump pump inspection program in the amount of $110,000 is demonstrative of the commitment to eliminating III within the city. OBJECTIVE The City believes that the next step in the overall comprehensive program to reduce 1/1 from the sanitary sewer system is to construct drainage improvements necessitated by the recent sump pump inspection program. Through the sump pump inspection program, several neighborhoods in Chanhassen have been identified which need storm drainage improvements in order to ensure that sump pump discharges do not return to the sanitary sewer system. In these neighborhoods, public safety and health may be compromised by discharging sump pump drainage to the exterior of the homes. If Metropolitan Council Environmental Services (MCES) program funding is approved, the City of Chanhassen would propose to perform all design and contract administration duties in house and to competitively bid the storm drainage project. It is estimated that the cost to undertake this neighborhood drainage improvement project will likely exceed $100,000. Therefore, the City of Chanhassen is requesting matching loan funding from the MCES in the maximum amount of $40,000 in order to be able to assist in funding the program. BENEFITS MCES PROJECT RANKING CRITERIA FOR LOANS 1. Estimated total of III reduction as a result of project is either greater than 30 MGY (million gallons per year), between 15 MGY and 30 MGY, or between 5 MGY and 15 MGY. Response: Since the sump pump inspection program has not been completed, quantifying data available to conduct the calculations of the estimated 1/1 reduction will be based on the sump pump inspections completed to date and the following assumptions: 4,878 homes have been inspected under the sump pump inspection program. Proposed Drainage Improvement Project No. 98-2 Page 2 Of the 4,878 homes inspected, 6.3% were found to be illegally discharging sump pump drainage into the city's sanitary sewer system. Each illegally connected sump pump discharges an average of 250 gallons per day into the sanitary sewer system. This is less than one quart of water per minute on average. This discharge rate is probably conservative considering a sump pump can pump up to 3,500 gallons per day and that up to 1,400 gallons of discharge can result from the typical summer rainfall event. Based on these assumptions (if representative of Chanhassen sump pump situation), the potential continued reduction in sump pump discharge into the sanitary sewer system is 28.2 MGY. 2. Benefits metropolitan area and facilities: A) Immediate savings, B) Long-term savings, C) Pollution abatement. Response: The 1992 system-wide infiltration/inflow evaluations study prepared by the former MWCC indicated that the city of Chanhassen had higher than average peak inflow rates in both dry and wet weather. The potential reduction of peak rates will have a direct cost benefit to the system infrastructure by yielding additional capacity in existing trunk and interceptor lines and ultimately reducing the size of future trunk lines to serve the city. In this particular case, as it relates to the Red Rock Interceptor through Eden Prairie, reducing the peak the flow rates will potentially increase the amount of excess capacity available in this interceptor which would be available to serve future areas in the region. The potential long-term system-wide benefits of reducing the average flows would be realized by the MCES Blue Lake Region Treatment Facility. Reducing the average daily flows would not only save on operational and maintenance costs of the treatment facility but also delay the need for future expansions to provide additional treatment capacity. 3. Targets immediate reduction of peak rates of inflow. Response: Chanhassen has been identified as having high peak inflow rates during both dry and wet weather. The reductions achieved through the sump pump inspection program can only be maintained by addressing the public safety and health problems associated with the exterior discharging of sump pumps. 4. Project is located within either the Blue Lake, Metro, or Stillwater WWTP service area. Response: The city of Chanhassen is served by the Blue Lake Treatment Facility. Through the recent sump pump inspection program, several neighborhoods with drainage problems due to sump pump discharging to the exterior of the home have been identified. If these drainage problems are addressed, the City of Chanhassen is confident that the sump pump discharges removed from the sanitary sewer system through the sump pump inspection program will remain out of the system and therefore would benefit the Blue Lake Treatment Facility. Proposed Drainage Improvement Project No. 98-2 Page 3 5. Community is identified as having potentially excessive rainflow derived inflow (RDI/I) and groundwater inflow (OWl). Response: In 1992, a system-wide infiltration/inflow evaluation study conducted by the former Metropolitan Waste Control Commission (MWCC) has indicated that the city of Chanhassen is a community identified has having potentially excess RDI/I and OWL 6. Community is identified as having potentially excessive RDI/I. Response: Yes, see 1992 MWCC system-wide infiltration/inflow evaluation study. 7. Targets the reduction of long-term average infiltration. Response: This project will address public safety and health concerns created by sump pumps discharging to the exterior of homes. By constructing drainage improvements, residents will be provided with a long-term, safe, and effective outlets for the sump pump discharge. The overall long-term benefit of ensuring continued elimination of illegal sump pump discharges will decrease the average daily sewer flows and reduce the annual operational and maintenance costs associated with the treatment plant costs and delay the need capital improvement programs to increase treatment plant capacity. Attached please find a completed MCES loan application for the proposed Chanhassen storm drainage improvement project, a preliminary project schedule, a copy of the city ordinance related to sump pump discharge, the City resolution approving this loan application, and a city map showing the neighborhoods preliminarily targeted for drainage improvement projects. I have also attached location map displaying the five sanitary sewer rehabilitation projects previously undertaken by the City which have totaled more than $750,000 in construction contracts. CONCLUSION Since 1989, the City of Chanhassen has been proactive and committed to the reduction of infiltration/inflow into the sanitary sewer system by making a substantial investment to rehabilitate and/or repair problem areas with the city's sanitary sewer infrastructure. Recently, the City of Chanhassen has invested nearly $110,000 of local funds to conduct a city-wide sump pump inspection program. Through the sump pump inspection program, several neighborhoods have been identified as needing drainage improvements in order to ensure that the sump pumps removed from the sanitary sewer system will remain discharging in compliance with city ordinance to the exterior of the home. This proposed drainage improvement project is expected to exceed $100,000 in cost. The City of Chanhassen respectfully requests approval of the MCES loan funding in the maximum amount of $40,000 to financially support the City's ability to conduct and complete this potentially very beneficial program. \'dsl\vol2\cng\anita'city of chanhassen proposed drainage improvement projcct.doc CITY OF CHANHASSEN PROPOSED DRAINAGE IMPROVEMENT PROJECT SCHEDULE April, 1998 Receive MCES Grant Approval April-May, 1998 Develop, Draft, and Execute Loan Agreement with MCES April-May, 1998 Prepare Plans and Specifications July-October, 1998 Construct Drainage Improvements May, 1999 Conduction Overall Program Evaluation and Final Project May, 2000, 2001, 2003 Certification May, 2002 and 2004 Annual Certification and Documentation of Visual Inspections of Project Neighborhoods \'cfsl\vol2'eng\anita\drainage improvement project schedule.doc ". 6 n- >. ~ ~ ~ nOD -... . o ~. I Zii -.101 ,'.";i-UOO "'.~ I I I t-. r-.1 ,....:", r2/ \ ( r I \.......