16 - Addendum No. 4 National Plant Services Costa Mesa Sanitary District …an Independent Special District Protecting our community’s health and the environment by providing solid waste and sewer collection services. www.cmsdca.gov To: Board of Directors Via: Scott Carroll, General Manager From: Rob Hamers , District Engineer Date: October 23, 2014 Subject: Addendum No. 4 to National Plant Services Agreement for Annual Sewer Mainline Cleaning Summary Beginning in the 2012 -2013 fiscal year, the District began the practice of dividing the yearly cleaning footage between the District’s contractor, National Plant Services, Inc. (NPS), and District staff in order to utilize the District’s new sewer cleaning vehicle and reduce program costs. Enclosed for Board consideration is a proposed addendum to continue the yearly cleaning program utilizing the shared cleaning concept. The addendum was prepared reflecting the entire sewer system will be cleaned in the 2014 -2015 fiscal year. As shown on the rate calculation sheet attached hereto, the District will save approximately $153,277.14 by cleaning its portion of the system in 201 4 -2015 . Staff Recommendation The Board of Directors a pp roves Addendum No. 4 to National Plant Services Agreement in the amount of $217,474.04. Analysis With the addition of the third maintenance worker and SCADA technician , District field crews total five men including the Maintenance Supervisor. The increase in field crew size coupled with the recent purchase of a new sewer cleaning truck (VacCon truck) gives the District the ability to perform regular sewer line cleaning. Shared cleaning saves the Dist rict substantial money and also places the National Plant Services sewer cleaning
Board of Directors October 23, 2014 Page 2 of 3 vehicles inside the District, which provides additional coverage in the event of an emergency. The pro posed addendum is for the fifth year of cleaning under the five -year contract between the District and National Plant Services. The contract is heavily in favor of the District as the pe r footage rates are very low and t he District has enjoyed a long -standing mutually beneficial relati onship with the company. As per the terms of the agreement, NPS is eligible to receive an increase in their cost for service that equals the March to March Consumer Price Index (CPI) for Los Angeles, Orange and Riv erside Counties. The March 2013 to March 2014 CPI is 1.04 %, which was added to the rates. Strategic Plan Element & Goal This item complies with the objective and strategy of Strategic Plan Element 1.0, Sewer Infrastructure , which states as follows : ”Objective: Our objective is to collect and transport wastewater to meet the needs of existing and future customers. Strategy: We will do this by the careful management of the collection infrastructure using prudent planning and maintenance, with financial strategie s to maintain sufficient capacity and respond to changing regulatory demands.” Legal Review Associate District Counsel prepared and signed the proposed Addendum No. 4 as attached hereto. Environmental Review Sewer main cleaning has been previously determined by the Attorney for the District to be a maintenance activity, therefore, sewer main cleaning is categorically exempt under the California Environmental Quality Act (CEQA) (Public Resources Code Section 21 000 et. seq.) under Section 15301 Existing Facilities as “Class 1 consists of the … maintenance … of existing public or private structures”, as further described in Section (b) as “Existing facilities of both investor and publicly -owned utilities used to p rovide …. sewerage …” Financial Review The F iscal Y ear 2014 -201 5 budget includes an appropriation for S ewer L ine M aintenance of $204,000. Staff has requested an additional $25,000 be carried over from the 2013 -2014 Fiscal Year in a separate staff report, therefore sufficient funds are available for this contract. Public Notice Process Copies of this report are on file and will b e included with the entire agenda packet for the October 23, 2014 regular Board of Directors meeting.
Board of Directors October 23, 2014 Page 3 of 3 ________________________________________________________________________ Alternative Actions 1. Refer the matter back to staff for additional information. Reviewed by: Wendy H. Davis Finance Manager Attachments A: Proposed Addendum No. 4 B: Calculation of Approximate Costs C: Calculation of Approximate Savings D: CPI Chart
Approximate National Plant Services Cleaning Cost 2014-2015 Calculations for approximate cost of Year 5 services I. Base Cleaning Size Approx Length Cost/ft CPI 2011-2012 CPI 2012-2013 CPI 2013-2014 CPI 2014-2015 Total 6"475 0.27 3%2.02%1.29%1.04%$137.92 8"564,299 0.27 3%2.02%1.29%1.04%$163,853.42 10"33,100 0.30 3%2.02%1.29%1.04%$10,679.03 12"25,635 0.30 3%2.02%1.29%1.04%$8,270.60 15"32,047 0.30 3%2.02%1.29%1.04%$10,339.30 18"18,865 0.42 3%2.02%1.29%1.04%$8,520.96 21"10,220 0.56 3%2.02%1.29%1.04%$6,154.91 24"666 0.67 3%2.02%1.29%1.04%$479.88 27"0 0.95 3%2.02%1.29%1.04%$0.00 30"102 1.19 3%2.02%1.29%1.04%$130.54 33"0 1.44 3%2.02%1.29%1.04%$0.00 Sub Total $208,566.56 II. Manhole replugging and sealing Assume 1 manhole @ $22.50/mh x 1.03 x 1.0202 x 1.0104 = $24.20 III. 1% CCTV 1% (685,409) @ 2,000 FT/Day = 3.4 days =˜ 3.5 Days = 28 hrs.28 hrs. @ ($198.96 + $118.30) = $8,883.28 CCTV Unit with operator $196.91 x 1.04% = $198.96 TECH $117.08 x 1.04% = $118.30 IV. Total estimated cost:Line Cleaning $208,566.56 $24.20 1% CCTV $8,883.28 Approximate Total $217,474.04
Approximate CMSD Cleaning Savings 2014-2015 Calculations for approximate savings of Year 5 savingss I. Base Cleaning Size Approx Length Cost/ft CPI 2011-2012 CPI 2012-2013 CPI 2013-2014 CPI 2014-2015 Total 6"359 0.27 3%2.02%1.29%1.04%104.24 $ 8"464,314 0.27 3%2.02%1.29%1.04%$134,821.14 10"14,058 0.30 3%2.02%1.29%1.04%$4,535.52 12"9,578 0.30 3%2.02%1.29%1.04%$3,090.14 15"6,904 0.30 3%2.02%1.29%1.04%$2,227.43 18"5,072 0.42 3%2.02%1.29%1.04%$2,290.93 21"0 0.56 3%2.02%1.29%1.04%$0.00 24"1,899 0.67 3%2.02%1.29%1.04%$1,368.30 27"0 0.95 3%2.02%1.29%1.04%$0.00 30"0 1.19 3%2.02%1.29%1.04%$0.00 33"0 1.44 3%2.02%1.29%1.04%$0.00 Sub Total $148,437.70 II. Manhole replugging and sealing Assume 200 manholes @ $22.50/mh x 1.03 x 1.0202 X 1.029 x 1.0104 = $4,839.44 III. Total estimated cost $148,437.70 $4,839.44 Approximate Total $153,277.14
U.S. DEPARTMENT OF LABOR, BUREAU OF LABOR STATISTICS Western Information Office, 90 7th St., Suite 14-100, San Francisco, CA 94103 Information Staff (415) 625-2270 / Fax (415) 625-2351 LOS ANGELES-RIVERSIDE-ORANGE CO. CA 07/22/14 Consumer Price Index, All Items, 1967=100 for All Urban Consumers (CPI-U) SEMIANNUAL 1ST 2ND ANNUAL YEAR JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC HALF HALF AVERAGE 1995 455.9 456.5 456.9 457.1 458.2 457.4 456.6 456.3 456.7 458.4 456.2 456.7 457.0 456.8 456.9 1996 460.0 461.6 464.8 465.9 465.3 462.9 465.5 464.9 467.4 469.1 468.1 467.7 463.4 467.1 465.3 1997 470.2 470.3 472.2 472.3 471.3 471.0 471.1 471.9 474.2 475.9 474.7 476.2 471.2 474.0 472.6 1998 475.6 476.1 476.8 478.2 479.6 479.4 479.0 480.5 480.5 482.3 482.9 483.1 477.6 481.4 479.5 1999 485.0 486.4 487.4 492.1 490.9 488.7 489.8 491.3 494.0 494.1 493.8 494.4 488.4 492.9 490.7 2000 496.2 500.2 504.3 504.1 505.5 505.1 507.3 508.9 512.1 513.4 512.5 512.5 502.6 511.1 506.8 2001 514.7 518.2 520.6 521.7 524.4 528.5 526.8 527.0 528.1 526.6 526.2 523.3 521.4 526.3 523.8 2002 528.6 532.2 535.1 538.4 539.5 537.5 538.4 540.5 542.0 542.6 543.6 542.8 535.2 541.7 538.4 2003 547.3 551.0 556.1 554.1 550.7 550.3 550.5 552.1 555.9 554.9 552.7 552.6 551.6 553.1 552.3 2004 556.9 561.7 565.9 566.9 571.0 572.2 571.4 570.4 574.5 579.8 581.8 576.7 565.8 575.8 570.8 2005 577.2 583.2 588.5 594.3 595.3 592.9 595.0 600.2 607.9 611.2 607.4 602.3 588.6 604.0 596.3 2006 608.6 613.2 616.0 621.8 627.6 623.6 624.6 626.1 628.9 624.6 623.7 622.1 618.5 625.0 621.7 2007 628.1 634.5 639.6 643.6 645.8 641.9 642.5 642.1 643.2 646.1 649.8 648.1 638.9 645.3 642.1 2008 652.691 654.206 660.633 663.643 669.627 676.666 679.184 675.043 671.986 668.175 656.562 648.854 662.911 666.634 664.772 2009 652.101 654.229 654.042 654.979 657.430 661.518 661.824 663.294 665.419 665.531 662.733 660.740 655.716 663.257 659.487 2010 663.598 663.627 666.177 667.456 668.999 667.341 667.679 668.807 667.846 670.050 667.529 669.593 666.200 668.584 667.392 2011 675.541 678.722 686.144 689.327 689.469 686.399 683.373 684.939 688.450 688.530 687.591 684.151 684.267 686.172 685.220 2012 689.690 692.926 700.028 699.806 700.299 697.323 696.587 700.858 703.465 709.396 702.197 697.374 696.679 701.646 699.162 2013 703.202 708.336 709.051 706.239 707.135 706.772 705.876 706.758 707.917 708.891 705.159 705.349 706.789 706.658 706.724 2014 708.643 712.195 716.425 716.265 718.998 719.489 715.336
U.S. DEPARTMENT OF LABOR, BUREAU OF LABOR STATISTICS Western Information Office, 90 7th St., Suite 14-100, San Francisco, CA 94103 Information Staff (415) 625-2270 / Fax (415) 625-2351 LOS ANGELES-RIVERSIDE-ORANGE CO. CA 07/22/14 Consumer Price Index, All Items, 1967=100 for Urban Wage Earners and Clerical Workers (CPI-W) SEMIANNUAL 1ST 2ND ANNUAL YEAR JAN FEB MARCH APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC HALF HALF AVERAGE 1995 440.2 440.9 441.3 441.7 442.8 442.3 441.3 440.8 441.2 443.0 440.9 441.7 441.5 441.5 441.5 1996 444.5 446.0 449.0 450.4 449.9 447.7 450.1 449.0 451.2 452.8 451.9 451.3 447.9 451.1 449.5 1997 453.8 453.9 455.7 456.0 455.1 454.5 454.4 455.2 457.2 459.1 457.7 459.1 454.8 457.1 456.0 1998 458.4 458.0 458.4 459.8 461.6 461.2 460.8 461.4 461.4 463.4 464.1 464.6 459.6 462.6 461.1 1999 466.5 467.1 467.8 473.1 471.9 469.7 470.4 472.1 474.8 475.0 474.7 475.4 469.4 473.7 471.5 2000 476.6 480.0 484.5 484.6 485.9 485.4 487.6 488.4 491.5 493.1 492.5 492.7 482.8 491.0 486.9 2001 494.4 497.5 499.7 501.3 503.9 508.0 506.4 505.5 506.7 505.4 504.5 501.5 500.8 505.0 502.9 2002 506.8 510.6 513.7 516.7 518.3 516.3 517.2 518.8 521.1 521.5 523.2 522.3 513.7 520.7 517.2 2003 525.6 530.8 536.7 534.7 531.7 530.9 530.7 533.4 537.6 535.5 533.3 532.7 531.7 533.9 532.8 2004 536.9 541.9 546.5 547.4 552.0 553.8 551.9 551.2 554.9 560.8 562.5 557.2 546.4 556.4 551.4 2005 557.0 562.5 567.6 574.0 575.2 572.3 575.1 580.5 588.3 591.2 586.3 580.7 568.1 583.7 575.9 2006 586.0 590.8 593.4 599.8 606.0 603.4 604.2 605.8 606.7 601.4 600.8 599.7 596.6 603.1 599.8 2007 604.4 610.7 617.4 621.2 624.0 619.5 619.0 618.4 620.2 624.3 629.0 627.4 616.2 623.0 619.6 2008 631.918 633.117 639.802 644.002 649.287 657.362 659.758 653.803 651.009 646.403 632.681 623.591 642.581 644.541 643.561 2009 627.867 630.172 629.518 630.676 633.752 638.773 638.724 640.202 642.193 642.702 640.174 639.036 631.793 640.505 636.149 2010 642.158 641.567 644.721 645.659 646.582 644.911 645.340 646.479 645.519 648.213 646.307 649.040 644.266 646.816 645.541 2011 654.719 658.483 667.221 671.004 670.387 666.306 662.806 663.954 668.183 668.242 667.267 663.301 664.687 665.626 665.156 2012 668.624 672.582 680.551 679.788 680.252 676.518 675.127 680.396 682.927 689.861 680.978 676.587 676.386 680.979 678.683 2013 681.644 688.537 689.177 685.718 686.773 686.748 686.193 686.354 688.046 687.803 684.442 684.430 686.433 686.211 686.322 2014 687.338 691.204 695.976 696.617 699.363 700.052 695.092