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Home My WebLink AboutPACKET Public Works, Utilities and Public Safety 2013-03-14Preparation date: March 1, 2013 NOTE: The Public Safety, Utilities and Public Works Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. AGENDA TOWN OF ESTES PARK PUBLIC SAFETY, UTILITIES & PUBLIC WORKS COMMITTEE March 14, 2013 8:00 a.m. Board Room, Town Hall 1. PUBLIC COMMENT 2. PUBLIC SAFETY a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) Municipal Court Annual Report. Judge Brown. ii) Verbal Updates and Committee Questions. 3. UTILITIES a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) 2013 L&P Capital Projects. Director Bergsten & Interim Superintendent Lockhart. ii) Verbal Updates and Committee Questions. 4. PUBLIC WORKS a) RECOMMENDATIONS TO THE TOWN BOARD i) None. b) REPORTS i) Bond Park Construction Update. ii) Verbal Updates and Committee Questions. 5. ADJOURN Utilities Department Report To: Public Safety, Utilities & Public Works Committee Town Administrator Lancaster From: Utilities Director Bergsten Light & Power Interim Superintendent Lockhart Date: 03/14/2013 RE: 2013 L&P Capital Projects Background: Supporting the Town’s mission to provide reliable services, two capital projects were budgeted for 2013. During our 2012 planning, these two areas were identified as being the highest outage and maintenance concerns based on outage calls. Current Status Most materials have been received. We are waiting for tree cable and underground conductor (ETA June 1st). Letters have been sent to residents on the Fall River/Big Thompson project. Why Do This? Support the Town’s mission to improve electric service reliability. Reduce personnel overtime hours on outages. Budget: Allenspark: Capital-/Overhead Lines account # 503-7001-580.35-57 2013 $ 501,590 15% contingency $ 75,239 2013 total $ 576,829 Fall River/Big Thompson: Capital/Underground Lines account # 503-7001-580.35-58 2013 $ 413,720 15% contingency $ 62,058 2013 total $ 475,778 Total 2013 cost $1,052,607 Total 2013 budgeted $1,186,000 PROJECT CHARTER LIGHT & POWER CAPITAL PROJECTS TOWN OF ESTES PARK 170 MacGregor Avenue P.O. Box 1200 Estes Park, CO 80517 MARCH 6, 2013 2013 Light & Power Capital Projects Page 1 TABLE OF CONTENTS EXECUTIVE SUMMARY ........................................................................................................ 2 PROJECT PURPOSE/JUSTIFICATION ..................................................................................... 2 Business Need/Case/Business Objectives ............................................................................................... 2 Current Status for the Fall River Project .................................................................................................... 2 Current Status for the Allenspark Project .................................................................................................. 2 Why Do This? ............................................................................................................................................ 3 Budget: ...................................................................................................................................................... 3 PROJECT DESCRIPTION ...................................................................................................... 3 Project Objectives and Success Criteria ................................................................................................... 3 Requirements ............................................................................................................................................ 4 Constraints ................................................................................................................................................ 4 Assumptions .............................................................................................................................................. 4 RISKS ............................................................................................................................... 4 PROJECT DELIVERABLES .................................................................................................... 5 SUMMARY MILESTONE SCHEDULES ..................................................................................... 5 SUMMARY BUDGET ............................................................................................................ 6 PROJECT APPROVAL REQUIREMENTS .................................................................................. 6 PROJECT MANAGER ........................................................................................................... 7 STEERING TEAM ................................................................................................................ 7 AUTHORIZATION................................................................................................................. 7 2013 Light & Power Capital Projects Page 2 EXECUTIVE SUMMARY The 2013 Light & Power Department capital projects focus on two areas with the highest number of problems. First, a stretch of the Fall River circuit main line located close to the substation has had six faults in the past two years. Our second project is on the Allenspark circuit in the area hardest hit during the 2011 wind storm. The purpose of these two projects is to increase reliability of electric service and reduce staff hours on outage calls. PROJECT PURPOSE/JUSTIFICATION Business Need/Case/Business Objectives The purpose of these capital projects is to improve the reliability of electric service by replacing existing sections of the distribution system. A business case for capital projects includes a positive impact to our bond credit rating. Rating agencies use our capital expenditures as an indicator of our ability to maintain the system. We prioritize projects to help justify which projects are brought forward for funding. Prioritization includes three main categories: trouble areas based on the number of outages and the number of customers impacted by the outage, distribution flexibility allowing power supply from alternate substations and circuits, and quality concerns based on customer complaints. The Fall River/Big Thompson line has had the most trouble/outages in t he past couple years. The root causes are trees in the lines, wildlife and aging equipment. All these items can be avoided by undergrounding the line. The closer a trouble area is to the substation, the larger the number of customers experiencing outages. This section of line is closest to the substation without any protection. Many residential and commercial customers were impacted by these outages. For the Allenspark project we picked a large tap off of the Allenspark circuit. This tap is located mostly off of Big Owl Road. In the November of 2011 wind storm, this area was the hardest hit on our system. Light & Power had a crew of six working around the clock for four days to restore power. This line has taken a beating from trees that fell through the power line or stretched the line. There are several splices, cracked cross arms and very old poles. The result is increased outages due to a line with reduced strength and a higher resistance. Current Status for the Fall River Project This project was budgeted for 2013 for a total of $498,000. Project material list has been bid out and we are receiving materials. Current Status for the Allenspark Project This project was budgeted for 2013 with a total of $688,000. Project material list has been bid out and we are receiving materials. 2013 Light & Power Capital Projects Page 3 Why Do This? Customers have an increasing expectation for reliable electric service. This project will help improve reliability. Reduce outages that affect a large portion of our customers. On the Allenspark line most of the power poles are from the 40’s, exceeding the typical useful life of 60 years. The #6 solid copper wire has been splice several times over the years. Reduce maintenance/outage costs – the personnel hours spent are higher than typical due to the difficulty in accessing power lines in back yards and away from roads. Installing tree cable on the Allenspark line reduces problems from wildlife, wind, fire and snow. Undergrounding the Fall River/Big Thompson lines improves public safety in the back lots for 2,500 feet of private property and increases reliability of electric service for a large number of customers. These locations are in high wind areas. There are lots of trees that have either brushed the line causing quality problems, fallen on line which weakens construction of the line and/or have fallen and broken the line. Budget: Capital/Infrastructure account # 502-7001-580.35-58 and # 502-7001-580.35-57 Fall River/BT Project $ 498,000 2013 Allenspark Project $ 688,000 2013 total $1,186,000 PROJECT DESCRIPTION The Fall River project will have a crew of four that will be trenching and installing spare conduits for the cable company, phone company and fiber optic. This project will underground approximately 3,000 feet of overhead lines. Six house services must be undergrounded. The Allenspark project will also have a crew of four that will be replacing over 50 poles and upgrading 12,000 feet of 6 solid copper to #2 tree cable. Project Objectives and Success Criteria The objective is to replace the old construction with a more reliable design. The primary criteria for success of every project is personnel safety. Our goal is no lost time due to accidents. 2013 Light & Power Capital Projects Page 4 Additional success criteria are: Limited customer outages during relocation of transformers from the old poles to the new poles (approximately 20 transformers) One outage in the Overlook neighborhood on the Fall River circuit Completion of work on schedule Requirements These projects must meet the following high-level requirements in order to achieve success: - Stay within the approved budget - Keep our customers informed of scheduled outages - Carefully handle extraordinary situations and customer encounters - Keep management informed of the progress Additional requirements may be added as necessary, with project sponsor approval, as the project moves forward. Constraints The following constraints pertain to the projects: - New staff cannot be hired to complete the projects - Following APPA safety regulations Assumptions Upon agreement and signature of this document, all parties acknowledge that the following assumptions are true and correct: - These projects have the full support of the project sponsor, stakeholders, Town Trustees, and all affected departments - Our customers abutting these projects will not oppose it or express their concerns early in the project when they receive their letter. RISKS The following risks for the projects have been identified. The project managers will determine and employ the necessary risk mitigation/avoidance strategies as appropriate to minimize the likelihood of these risks: - Property owners refusing access - Lack of Town resources (primarily staff time/resignations) to participate - Lack of complete Town leadership support - Unknown, but required, expenditures necessary to successfully complete the project - Large snow storms, wind events or fires - Equipment failure - Materials not delivered on time - Accidents 2013 Light & Power Capital Projects Page 5 PROJECT DELIVERABLES The following deliverables must be met upon the successful completion of the project s. Any changes to these deliverables must be approved by the project sponsor : - Completed project plan (see attached) - New construction placed into operation - Clean job site SUMMARY MILESTONE SCHEDULES The Summary Milestone Schedule for these projects are presented below. As requirements are more clearly defined, this schedule may be modified. Any changes will be communicated through project status meetings by the project manager. Summary Milestone Schedule – List key project milestones relative to project start. Fall River Project Milestones Target Date (mm/dd/yyyy) Project start 1/25/2013 Delivery of all material for project 6/1/2013 Start of construction 4/5/2013 The start removing the overhead power lines 9/6/2013 Completion of construction 9/19/2013 Final walk-through 9/29/2013 Project complete 10/13/2013 2013 Light & Power Capital Projects Page 6 Summary Milestone Schedule – List key project milestones relative to project start. Allenspark Project Milestones Target Date (mm/dd/yyyy) Project start 2/1/2013 Start of construction 3/14/2013 Delivery of all material for project 4/14/2013 Completion of construction 9/20/2013 Final walk-through 9/22/2013 Project complete 9/29/2013 SUMMARY BUDGET The following table contains a summary budget based on the planned cost components and estimated costs required for successful completion of the project: Summary Budget – Component Project Costs Project Component Component Cost Fall River Project $ 413,720 Allenspark Project $ 501,590 15% Contingency $ 137,297 Total $1,052,607 PROJECT APPROVAL REQUIREMENTS Success for the project will be achieved when the Fall River line is underground and the Big Owl tap is #2 tree cable. Success will be determined by the project sponsor, who will also authorize completion of the project. 2013 Light & Power Capital Projects Page 7 PROJECT M ANAGER Joe Lockhart, Denny Thorson and Kevin Kelly will be project co-managers. Their responsibilities are to manage all project tasks, scheduling and communication regarding these projects. The project co-managers will coordinate all resource requirements through the various Town department leaders. Any additional funding must be requested through the project sponsor. The project co-managers will provide routine updates to the project sponsor and Steering Team. STEERING TEAM The project co-managers will take guidance from the Steering Team. The initial members of the team will be: Utilities Director (Bergsten) Light & Power Interim Line Superintendent (Lockhart) On a quarterly basis, there will be meetings to review progress. On a monthly basis, the project co-managers will send out a monthly status report. AUTHORIZATION Approved by the Project Sponsor: _____________________________________ Date: _________________ Reuben Bergsten Utilities Director AP2013STATE HI GHWAY 7COUNTY ROAD 82E P I E R S O N P A R K R D P R I V A T E D R This draft document was prepared for internal use by theTown of Estes Park, CO. The town makes no claim as tothe accuracy or completeness of the data contained hereon. Due to security concerns, the town requests that youdo not post this document on the internet or otherwisemake it available to persons unknown to you. 0 640 1,280Feet 1 in = 1,186 ft±Town of Estes ParkDepartment of Light and Power 3/6/2013Updated: Electric Distribution System Created By: Joe Lockhart !Ì!Ì!Ì!Ì!Ì!Ì ")V ")V ")V")V ")V ")V")V ")V")V ")V")V ")V ")V ")V ")V #. #. #. #. #. #. #.#.#.#. #. #. #.#. #.#. #. #. #. #. #. #. #. #.#. #. #. #. #. #. #.#. #. #. #.#. #.#. #. #. #. #. #. #. #. #.ÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwÍwX88 X88 X88 X88 âF âFâFâFâFâFâFâFâFâF âFâF âFâF âF âF âFâFâFâFâFâFâF âFâFâFâFâF âFâFâF âFâF âFâFâFâFâFâFâF âFâFâF âF âF âFâFâFâFâF!(D !(D !(D !(D !(D !( !(D!(D !( !(D !(D !(D !(D !(D !(D!(D !(D!(D !(D !(D !(D!(D !(D !( !(D !( !%NNN!%NNN!%NNN!%NNN !%NNN!%NNN_R XY& !¹ !¹ !¹ !¹ !¹ !¹ !¹ !¹ !¹ 8XC Fall RiverCircuit Big ThompsonCircuit 333 451 800 791 751 801 920 770 730 941 820 831 720 871 850 610 851 500 600 741 621 750 833 790 846 829 838 827 823 680 559 837 830 780 950 650 1100 842 647 601 571 400 570 835 540 370 475 490460 813 415 1040 351 450 375 390 350 1001 1000 340 428 1120 420 410 1041 561 424 1060 1061 440 1020 655 1064 870 1051 1021 470 745 681 651 670 660 1111 691 661 640 1010 635 611 685 625 620 690 665 636 695 453 675 645 533 836 445 447 455 457 466 456 844 458454 810 631 641 462464452 401 1150 252254 265 250 406 314 320 326 334330 418 402 324 404 322 414 336 255 412 316 416 332 253 328 267 261259 318 271 363 258256 262 260 264 930 343347305303345325315313327323 840 349 341307 301 LAKE ESTES 3 DISCONNECTS 5A5A 25A 10A 41950A 94310A 89510A 27075A 324525A 324625A 336215A 199550A 325250A 323115A 001175A 177350A 298325A 336115A 4098112.5A 25B 10B 15B 15B 377775B 189475B 198850B 197050B 294125B 318225B 303425B 288850B 165515B 50C 379875C 298425C 201050C 304550C ABC 1325150ABC 1984225ABC 2526500ABC 2629300ABC 2623225ABC 3216150ABC0010500ABC 3539150ABC 2628300ABC 3278300ABC 2548500ABC 2618225ABC 4131112.5ABC 10-10-10ABC 8 7 4 3 16 CU B - BIG THOMPSON1/0 CU-ABC - BIG THOMPSON 2 A L -A - F A L L R I V E R 2 AL-A - FALL RIVER750 AL-ABC - FALL RIVER750 AL-ABC - BIG THOMPSON2 AL-ABC - FALL RIVER2 AL-ABC - FALL RIVER2 A L -A B C - F A L L R I V E R 2 AL-ABC - FALL RIVER 750 AL-ABC - BIG THOMPSONBIG THOMPSON AVESOUTH LN STEAMER DRO TIS LN P I N E L N VIS T A L N HI LLSI DE LNEAST LNSUMMI T DRWEST LNE W O N D E R V I E W A V E S W S T E A M E R P K W Y PANORAMA CIRP R O S P E C T O R L N BLACK CANYO N D R FREELAND CT335425A336825A 255825A 373775A This draft document was prepared for internal use by theTown of Estes Park, CO. The town makes no claim as tothe accuracy or completeness of the data contained hereon. Due to security concerns, the town requests that youdo not post this document on the internet or otherwisemake it available to persons unknown to you. 0 180 360Feet 1 in = 320 ft±Town of Estes ParkDepartment of Light and Power 3/6/2013Updated: Electric Distribution System Created By: Joe Lockhart ID 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 $501,590 Alenspark/Big Owl Project ($688k Budgeted) $9,600 Planning, crew walking out the job, Draft Material List $2,400 Send out bids for Material $104,800 Purchase/Receive/ Organize Material $44,700 Wright Tree Service (Trim out phases 1-12, reduces O&M charges) $20,330 Phase 1 $20,330 Phase 2 $20,330 Phase 3 $20,330 Phase 4 $20,330 Phase 5 $20,330 Phase 6 $20,330 Phase 7 $20,330 Phase 8 $20,330 Phase 9 $20,330 Phase 10 $20,330 Phase 11 $20,330 Phase 12 $20,330 Clean up $25,800 Project Management/Call in locates per phase. $20,000 Line Truck $30,000 Blasting (as needed, estimate) 9/22 Final Walk Through Review Project, LESSONS LEARNED 9/29 Project Completion $413,720 Fall River/Big Thompson Double Circuit ($498k budgeted) $1,200 lanning, crew walking out the job, Draft Material List $9,000 Have King Surveyors work on easements $300 Send ot notice to all home owners $2,400 Send out bids for Material $140,000 Purchase/Receive/ Organize Material $20,000 Mini Excavator and Skid Steer Rental $320 Call Locates $30,000 Blasting / Travis Kitchen $10,800 Phase 1 $10,800 Phase 2 $10,800 Phase 3 $10,800 Phase 4 $10,800 Phase 5 $10,800 Phase 6 $10,800 Phase 7 $15,000 Boring one road crossing $10,800 Phase 8 $21,600 Phase 9 $32,000 Phase 10 $12,500 Phase 11 $43,000 Remove Overhead and clean up 9/29 Final Walk Through Review Project, LESSONS LEARNED 10/13 Project Completion 1/7 16 23 30 6 13 20 27 3 10 17 24 3 10 17 24 31 7 14 21 28 5 12 19 26 2 9 16 23 30 7 14 21 28 4 11 18 25 1 8 15 22 29 6 13 20 27 3 Jan '13 Feb '13 Mar '13 Apr '13 May '13 Jun '13 Jul '13 Aug '13 Sep '13 Oct '13 Nov ' Task Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline Page 1 Project: Captial Project 2013 rev c Date: Thu 3/7/13 ENGINEERING Report To: Public Safety, Utilities and Public Works Committee Town Administrator Lancaster From: Kevin Ash, PE, Public Works Civil Engineer Date: March 14, 2013 RE: Bond Park Phase V Improvements Construction Update Update: Construction in Bond Park has been minimal due to a scheduled 3-month winter break. Cold temperatures and frost halted most of the construction effort in early December. Throughout the winter months of December, January and February the contractor was permitted to work on the pavilion and utility improvements as weather conditions allowed. The structural concrete columns were poured and masonry work on the seatwall caps and column fascia was completed. Public Works had 3 progress meetings with the design team and contractor over the winter break to confirm schedules and verify that shop submittals were moving forward. Overall the project is approximately 75% complete and on schedule to finish prior to the Memorial weekend craft festival. As temperatures climb into the spring months, construction activities in Bond Park will resume at an increased level. Taylor Kohr’s project schedule shows construction activities restart in full on March 13th. The public should expect to see the following: • Concrete flatwork and pavers go in along Elkhorn Avenue for the sidewalk. • Electrical conduit for the lighting should be installed and connected. • The irrigation system should be installed and functional. • The steel roof and wood decking of the pavilion will be constructed on-site. • All disturbed turf areas will be re-sodded. • The installation of landscaping beds, benches and signage. All fencing and construction signage will remain in place until acceptance of the project by the Town. Construction Administration services will continue to be provided by the Farnsworth Group until acceptance by the Town.