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Woodville Combined Sewer Separation Design Start-up Meeting
Minutes from 3/31/2008
1. Current Status of Project: Field topography of all three Phases should
be complete this
week, weather permitting. Plan and profile sheets of topography
plotted for Phase 1 and
Phase 2. System design to begin within 1 to 2 months after
topography can be reviewed
by Village (for existing water main locations ) and PDG (for
field pick-up shorts).
2. Current Project Schedule (as submitted for STAG application):
- Topography and Design, 12/2007 - 12/2008
- OPWC Grant Agreement anticipated to be
provided for Village acceptance
and/or execution, 7/2008
- Advertise for Bid, 1/2009 - 2/2009
- Construct Sewer Mains, 3/2009 - 12/2009
- Existing Service Lateral Connections
(if by property owners), 4/2009 - 12/2010
- Closure of Existing CSO's: could be on-going
until 12/2010+
3. Optional additions to Project for the Village to consider (need decisions
by the end
of
May 2008):
a. New service lateral installations are
currently planned to be installed to the street
right-of-way line for each
parcel fronting on the project (cost is included in
current Probably Project
Cost). New service lateral installation from right-of-way
to structure being served
to be completed by the property owner at their cost.
Will Village want to include
the latter installation as part of the project (additional
project cost estimated at
$1.5 Million engineering services)?
- if
included Village may need temporary access easement from each
property owner
- if
not included CSO's must remain open until all service connections are
completed in each area served by a CSO
- if
not included, CSO closure may need to be completed by another
contractor and/or project
b. Will Village be proceeding with the
construction of all three phases as one
project, and if so, does
the Village prefer to bid as one contract, or as three
more contracts?
This may allow more (smaller)
contractors to bid individual contracts (one for
each phase) and produce better
bid prices. Construction could be expedited if
three contractors attack
the project during the same time period.
c. Village could include pump station upgrades/renovations
and/or other
equipment as part of the
Project at an additional cost. This could include,
pump/control replacements,
permanent or portable standby power upgrades/
equipment, telemetry equipment,
sewer flushing/vacuum truck, sewer
televising equipment, etc.
Probable additional project
cost not yet determined.
d. Village may want to discontinue gravity
sanitary sewer to existing basements
which could result in shallower
gravity sewer installations. PDG recommended
village complete "basement
survery" as part of other Village predesign/
preconstruction inspection
work.
Discussed having current
Village meter reader expand work hours to do
inspections/basement survey,
or hire college engineering/construct tech
student on temporary basis
to do this work (summer, nights, weekends, etc)
e. Include existing catch basin and/or
manhole replacement, repairs or
rehabilitation throughout
Village's existing storm sewer and combination sewer
system. This will be
additional cost to the project.
4. PDG to provide clarification/details of current contract scope which includes
topographic work and design of all three phases, as well as
bidding of Phase 1 only.
PDG contract amendment will eventually be necessary to include
Phase 2 and 3 in
bidding work, and Construction Services for all three phases
if constructed as one
project or simultaneously.
5. Anticipated Village responsibilities during design and construction:
a. Subsurface soil investigation for depth
to rock (complete in-house with digger
truck)
b. Televise existing sewer system where
determined necessary (DEFA may be
requiring this as well, PDF
to confirm)
c. Existing service lateral investigation
to determine locations, depth, redirect
inside structure, storm/sanitary
service separation, etc. May require smoke
testing, dye testing, service
televivsing
d. Be available during construction as
needed for existing utility identification,
repair of damaged water service
laterals, mains, etc. as well as to approve
necessary changes during
construction due to unknown main utility line conflicts
found.
e. Continue to keep community informed
of project status as design phase
progresses. Provide
weekly progress/schedule updates through local newspaper
during construction.
PDG and Contractor to provide info to Village.
f. Enforce and oversee installation and
inspection of new service lateral installations/
structure connections for
each property.
6. Status of Grants/Loans:
- OPWC
Grant applied for and informally approved - $175,000 grant for
Phase
1
- State
and Tribal Assistance Grant (STAG) applied for, should hear if
successful
in Oct/Nov 2008 with being available 1/2009 - applied for
$1,000,000 grant, 25% Village match
- DEFA
0% Loan informally approved for Phase 1, PDG checking to see
if DEFA will allow all three projects to be eligible for 0% loan constructed
as one project or simultaneously. If so Village may need to re-nominate
project for DEFA loan for 2009 construction.
- Village
should be applying for State "White Paper Money" soon. PDG
to follow-up on this and begin preperation of request.
7. There may be some environmental
issues to deal with (OEPA, ODNR, Army Corps
of
Engineers) particularly with regard to CSO closures/Portgage
River. PDG to investigate
requirements further and advise Village of findings.
8. Village to consult with Sollicitor regarding need for easements (blanket
or specific) for
individual properties if all service lateral connections are
included in the Village's project.
Also review need for new ordinance for service connections to
new sanitary sewer system.
9. PDG suggested further committee update meetings as project moves forward
with next
meeting anticipated in June or July 2008.
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