2018_12_11_studyTuesday, December 11, 2018
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa at 9:30AM
Public Comments: Any member of the public may address the Board. Speakers on agenda items
should identify themselves to the District Clerk before the meeting so that their input can be
provided at the time the item is considered. Speakers on non-agenda items will be heard under
Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda
items except under special circumstances. Speakers must limit their remarks to four minutes or as
decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any
speaker out of order.
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of
the agenda packet. If any document or other writing pertaining to an agenda item is distributed to
all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at
the District offices at 290 Paularino Avenue, Costa Mesa, California.
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
1. Call to Order
2. Roll Call - (If absences occur, consider whether to deem those absences excused based on facts presented for the
absence – such determination shall be the permission required by law.)
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience to make comments on items
within the subject matter jurisdiction of the Costa Mesa Sanitary District that are not listed on this agenda.
Members of the public will have the opportunity to address the Board of Directors about all other items on
this agenda at the time those items are considered. Under the provisions of the Brown Act, the Board of
Directors is prohibited from taking action on oral requests but may refer the matter to staff or to a
subsequent meeting. The Board of Directors will respond after public comment has been received. Please
state your name. Each speaker will be limited to four (4) continuous minutes.
1. Public Comments
C. ITEMS OF STUDY
1. November 2018 Code Enforcement Officer Report
2. Solid Waste Diversion Report
3. Organics Tonnage Report
4. Ordinance No. 123 - Adoption of Rosenberg's Rules of Order
5. Ordinance No. 124 - Reenacting the Purchasing Provisions of the District's Operations Code
6. Consider Revising Chapter 3.01 of the District's Operations Code Pertaining to Board of Directors
7. Consider Acquiring One Twelve Cubic Yard Wastewater Combination Cleaning Truck from Haaker Equipment
Company for $411,364
D. CLOSING ITEMS
1. Oral Communications and Director Comments
2. Adjournment
Tuesday, December 11, 2018
Board of Directors Study Session
290 Paularino Avenue, Costa Mesa at 9:30AM
Public Comments: Any member of the public may address the Board. Speakers on agenda items
should identify themselves to the District Clerk before the meeting so that their input can be
provided at the time the item is considered. Speakers on non-agenda items will be heard under
Public Comments. Pursuant to State law, the Board may not discuss or take action on non-agenda
items except under special circumstances. Speakers must limit their remarks to four minutes or as
decided upon by the Presiding Officer. The Presiding Officer reserves the right to declare any
speaker out of order.
Obtaining Agenda Materials: The public is entitled to copies of all documents that are made part of
the agenda packet. If any document or other writing pertaining to an agenda item is distributed to
all or a majority of the Board after the packet is prepared, a copy of that writing may be obtained at
the District offices at 290 Paularino Avenue, Costa Mesa, California.
In Compliance with ADA: Contact District Clerk, Noelani Middenway, at (949) 645-8400, 48 hours
prior to meeting if assistance is needed (28 CFR 35.102.35.104 ADA Title II).
A. OPENING ITEMS
Subject 1. Call to Order
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Procedural
A. OPENING ITEMS
Michael Scheafer, President
James Ferryman, Vice President
Arlene Schafer, Secretary
Robert Ooten, Assistant Secretary
Arthur Perry, Director
Subject 2. Roll Call - (If absences occur, consider whether to deem those absences excused
based on facts presented for the absence – such determination shall be the
permission required by law.)
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Procedural
B. PUBLIC COMMENTS - This time has been set aside for persons in the audience
to make comments on items within the subject matter jurisdiction of the Costa
Mesa Sanitary District that are not listed on this agenda. Members of the public
will have the opportunity to address the Board of Directors about all other items
on this agenda at the time those items are considered. Under the provisions of
the Brown Act, the Board of Directors is prohibited from taking action on oral
requests but may refer the matter to staff or to a subsequent meeting. The Board
of Directors will respond after public comment has been received. Please state
your name. Each speaker will be limited to four (4) continuous minutes.
Subject 1. Public Comments
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Procedural
C. ITEMS OF STUDY
To: Board of Directors
From: Ed Roberts, Code Enforcement Officer
Date: December 11, 2018
Subject: November 2018 Code Enforcement Officer Report
Summary
Attached is the monthly report from Officer Roberts describing his enforcement activities for the months of November regarding
scavenging of recyclable materials, trash carts stored in public view and graffiti on trash carts.
Recommendation
That the Board of Directors receive and file this report.
Analysis
In the month of November, Officer Roberts approached nine (9) individuals he observed scavenging from CMSD trash carts. In the same
month he issued 111 warning notices to residents that were storing their trash carts in public view. Officer Roberts found no graffiti on
trash carts in the month of November.
Officer Roberts enforcement activities are described in more detail in the attached report.
Legal Review
Not applicable.
Environmental Review
Code enforcement activities and reporting are not a disturbance of the environment similar to grading or construction and do not
constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Officer Roberts' activities are funded in the adopted budget.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the December 11, 2018 Board of Directors Study
Session meeting at District Headquarters and posted on the District’s website.
Alternative Actions
1. Direct staff to report back with more information.
File Attachments
November 2018 CEO report.doc (2,001 KB)
Subject 1. November 2018 Code Enforcement Officer Report
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Presentation
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: December 11, 2018
Subject: Solid Waste Diversion Report
Summary
A total of 2,964.48 tons of solid waste were collected and recycled in November 2018.
Staff Recommendation
That the Board of Directors receive and file this report.
Analysis
Using data from CR&R's Recycling Report and OCC's Recycling Center Recycling Report, staff has calculated the
diversion rate for the last five months at 60.71%. A total of 18,250.16 tons of solid waste materials have been
collected, of which 11,079.56 tons have been diverted away from landfills. In addition to curbside collection from CR&R,
CMSD offers a variety of other waste diversion programs including large item pickup, where white goods are collected.
The total tonnage of white goods for the month of November was not available in time to include in this report.
However, these numbers will be included in the January report. Attachment A is the fiscal year 2018-19 diversion rate
support.
Legal Review
Not applicable.
Environmental Review
Consideration of the Solid Waste Diversion Report is an administrative matter and not a disturbance of the environment
similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the December 11, 2018 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
Alternative Action
1. Direct staff to report back with more information
File Attachments
CRR-OCC Diversion.pdf (71 KB)
Subject 2. Solid Waste Diversion Report
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
Goals 2.00 Solid Waste
C. ITEMS OF STUDY
To: Board of Directors
Via: Scott Carroll, General Manager
From: Nabila Guzman, Management Analyst I
Date: December 11, 2018
Subject: Organics Tonnage Report
Summary
A total of 772.21 tons of organic waste were collected and recycled in November 2018.
Staff Recommendation
That the Board of Directors receives and file this report.
Analysis
Below is a graph depicting the total tonnage of organic waste collected during each month of the last three fiscal years.
Subject 3. Organics Tonnage Report
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Action, Receive and File
Recommended Action That the Board of Directors receive and file this report.
Goals 2.00 Solid Waste
2.5 Monitor advancements and technology in the solid waste industry
File Attachments
Organics.png (17 KB)
Tonnage Summary.png (25 KB)
Legal Review
Not applicable.
Environmental Review
Consideration of the Organics Tonnage Report is an administrative matter and not a disturbance of the environment
similar to grading or construction and not a project under CEQA or the District’s CEQA Guidelines.
Financial Review
Not applicable.
Public Notice Process
Copies of this report are on file and will be included in the complete agenda packet for the December 11, 2018 Board of
Directors Study Session meeting at District Headquarters and posted on the District’s website.
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: December 11, 2018
Subject: Ordinance No. 123 - Adoption of Rosenberg's Rules of Order
Summary
This ordinance will adopt Rosenberg’s Rules of Order, which is superior to Robert’s Rules of Order, and more appropriate for a local
government legislative body.
Recommendation
That the Board of Directors direct staff to bring this item back to the December 20, 2018 meeting for approval consideration.
Analysis
Robert’s Rules of Order were created in 1876 and have been the primary guide to parliamentary procedure. Robert’s is very complex and
has procedures that befit a large parliamentary body.
Robert’s has been the primary guide used by public agencies until Dave Rosenberg, a former judge, council member, mayor and board
supervisor, developed a set of procedures that was simpler to use and more appropriate for a small local government body such as board
of directors or a city council. Since Rosenberg’s was adopted in 2011, hundreds of special districts, city councils and neighborhood
associations have adopted Rosenberg’s. While Robert’s consisted of over 700 pages of text, Rosenberg’s is just seven pages in length.
Judging from the wide acceptance it has garnered, it seems to work very well for special districts and city councils.
It is therefore recommended that Rosenberg’s be adopted. As with Robert’s, these procedures are merely a nonbinding guide to the
conduct of the public’s business. This item will be discussed at tomorrow's Citizens Advisory Committee (CAC) meeting and then staff
will bring back the CAC recommendation to the Board's December 20 meeting for approval consideration.
Legal Review
District Counsel has prepared this staff report and Ordinance No. 123
Environmental Review
Adopting parliamentary procedures are an administrative matter and not a disturbance of the environment similar to grading or
construction and does not constitute a project under CEQA or the District's CEQA Guidelines.
Financial Review
There are no financial impacts to the District for adopting Ordinance No. 123
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the December 11, 2018 Board of Directors study
session meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov.
Alternative Actions
1. Do not direct staff to bring this item back to the December 20, 2018 meeting and direct staff to continue using Robert’s Rules of Order.
Subject 4. Ordinance No. 123 - Adoption of Rosenberg's Rules of Order
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors direct staff to bring this item back to the December 20, 2018
meeting for approval consideration.
Goals 5.0 Administrative Management
5.4 Review and maintain Operations Code, policies and Administrative Regulations
File Attachments
Rosenberg's Rules of Order.pdf (1,054 KB)
Ordinance No. 123.pdf (131 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: December 11, 2018
Subject: Ordinance No. 124 - Reenacting the Purchasing Provisions of the District's Operations Code
Summary
This ordinance will make revisions to Chapter 4.04 of the District's Operations Code pertaining to Purchasing. Most notably, the
proposed revisions, if approved by the Board, will increase the bid limit authority for the use of the informal bid procedure, and allow
contracts within newly-increased State limits to be let by the General Manager without the more formal bid procedure. The bid limits
would be raised from between $30,000 and $125,000 to new limits of between $60,000 and $200,000.
Recommendation
That the Board of Directors direct staff to bring this item back to the December 20, 2018 meeting for approval consideration.
Analysis
State law generally requires a sanitary district to competitively bid public projects when the expenditure exceeds $15,000. The procedure
involves a public notice and acceptance of sealed bids, and the awarding of the contract to the “lowest responsible bidder.”
State law also allows the use of an alternative procedure. That procedure requires the adoption of the Uniform Public Construction Cost
Accounting Act (UPCCAA) procedures. Those procedures require the development and maintaining of lists of qualified contractors and
the notification of those contractors of work to be bid.
The District has adopted the UPCCAA procedures. The District Operations Code authorized the use of the original expenditure range for
informal bids of between $30,000 and $125,000. In 2012, the expenditure range was increased to between $45,000 and $175,000. The
District did not avail itself of those increased limits at that time. The Legislature has now, pursuant to Assembly Bill No. 2249 (Ch. 169-
Stats 2018), increased the limits to between $60,000 and $200,000.
Staff is now recommending an increase in those limits. The use of the qualified lists is some assurance that competent contractors will be
those bidding. The required newspaper notice might produce bidders that were not well qualified and the District would be required to find
that they were not “responsible” bidders to be able to disqualify the bids. This is a difficult standard and any contractor that was so
determined might seek to overturn that determination.
Adoption of the ordinance would increase the General Manger’s authority to use the informal procedure and would allow for the award of
these contracts without Board action. The General Manager would also be given signature authority.
Other revisions to Chapter 4.04 include provisions qualifying staff procedures when seeking proposals from professional consultants such
as architects, engineers, land surveying, construction management, etc. This item will be discussed at tomorrow's Citizens
Advisory Committee (CAC) meeting and then staff will bring back the CAC recommendation to the Board's December 20 meeting for
approval consideration.
Legal Review
District Counsel reviewed the law and prepared the staff report and Ordinance No. 124.
Subject 5. Ordinance No. 124 - Reenacting the Purchasing Provisions of the District's
Operations Code
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors direct staff to bring this item back to the December 20, 2018
meeting for approval consideration.
Goals 5.0 Administrative Management
5.4 Review and maintain Operations Code, policies and Administrative Regulations
Environmental Review
The consideration of modifying informal bid limits is an administrative matter and not a disturbance of the environment similar to grading
or construction and does not constitute a project under CEQA or the District’s CEQA Guidelines.
Financial Review
There are no financial impacts to the District for adopting Ordinance No. 124. However, construction can begin sooner for projects less
than $200,000 because no formal action is required by the Board of Directors.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the December 11, 2018 study session meeting
at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov.
Alternative Actions
1. Do not direct staff to bring this item back to the December 20, 2018 meeting and direct staff to continue using the informal bid limits
adopted in the Operations Code.
2. Direct staff to set different limits for informal bids and bring back to the December 20, 2018 Board meeting for approval consideration.
File Attachments
Ordinance No. 124 Redline.pdf (184 KB)
Ordinance No. 124 Final.pdf (179 KB)
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: December 11, 2018
Subject: Consider Revising Chapter 3.01 of the District's Operations Code Pertaining to Board of Directors
Summary
The Board of Directors directed requested this item be placed on today's agenda for discussion.
Recommendation
That the Board of Directors give staff direction
Analysis
The Board of Directors requested this item for discussion. Specifically, the Board is considering revising Section 3.01.020 by removing
Assistant Secretary as an officer and the Board wants to revisit the term limit for officers. According to Section 3.01.020(b), officers,
including President and Secretary, shall be selected after each regular election, which is every two years.
Upon receiving direction from the Board, staff will prepare an ordinance that will include revisions to Chapter 3.01 and then staff will
present the ordinance to the Citizens Advisory Committee (CAC) for their review and recommendation. Following the CAC review, staff
will present the ordinance to the Board for your approval consideration.
Legal Review
Not applicable at this time. However, District Counsel will approve the ordinance with revisions to Chapter 3.01 prior to submitting to the
CAC and the Board.
Environmental Review
Revising Chapter 3.01 of the Operations Code that pertains to Board of Directors is an administrative matter and not a disturbance of the
environment similar to grading or construction and does not constitute a project under CEQA or the District's CEQA Guidelines.
Financial Review
There are no financial impacts to the District for adopting an ordinance with revisions to Chapter 3.01
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the December 11, 2018 Board of Directors study
session meeting at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov.
Alternative Actions
1. Do not make revisions to Chapter 3.01.
File Attachments
Chapter 3.01 - Board of Directors.pdf (3,072 KB)
Subject 6. Consider Revising Chapter 3.01 of the District's Operations Code Pertaining to
Board of Directors
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Action
Recommended Action That the Board of Directors give staff direction
Goals 5.0 Administrative Management
5.4 Review and maintain Operations Code, policies and Administrative Regulations
C. ITEMS OF STUDY
To: Board of Directors
From: Scott Carroll, General Manager
Date: December 11, 2018
Subject: Consider Recommending the Board of Directors Approve Acquiring One Twelve Cubic Yard Wastewater Combination
Cleaning Truck from Haaker Equipment Company for $411,364
Summary
The District's Performance Measurement Goal is to clean 67% of the wastewater system (224 miles) within one year with the objective of
cleaning the entire system within eighteen months. Achieving the goal and objective requires two cleaning crews operating two
wastewater combination cleaning trucks. The following are the two wastewater cleaning trucks in the District's fleet.
2013 Freight liner-Vac-Con: 12 Cubic Yard
2015 Kenworth Vacall: 6 Cubic Yard
Staff is recommending the purchase of a third wastewater combination cleaning truck (Vactor) from Haaker Equipment Company and
place the 2013 Vac-Con truck in reserve to be used when when the Vacall and/or Vactor trucks are down for service.
Recommendation
That the Board of Directors direct staff to bring this item back to the December 20, 2018 Board of Directors meeting for approval
consideration.
Analysis
In 2016, staff successfully cleaned 77% of the District's wastewater system and in 2017, staff cleaned 74% of the system. Preliminary
estimates are showing that staff will achieve it's target goal of cleaning 67% of the system in 2018, but staff may fall short of achieving
this goal if one or both of the District's wastewater combination cleaning trucks are down for service for a long period of time. In 2018,
staff experience an unusual number of breakdowns for both cleaning trucks even though the District maintained a regular preventive
maintenance schedule. The following is a description of the breakdowns that occurred for both cleaning trucks.
2013 Freight liner-Vac-Con
1. 8/11/17: Repair coolant and replace batteries
2. 8/14/17: Install inner hose
3. 10/3/17: Repair hydraulic hose reel motor
4. 11/12/17: Repair hose reel light
5. 12/12/17: Replace float arm
6. 12/14/17: Check engine light and low coolant
7. 12/18/17: Repair radiator hose outlet
Subject 7. Consider Acquiring One Twelve Cubic Yard Wastewater Combination Cleaning
Truck from Haaker Equipment Company for $411,364
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Action
Fiscal Impact Yes
Dollar Amount $411.36
Budgeted No
Budget Source Wastewater Fund - Fixed Asset Replacement Fund
Recommended Action That the Board of Directors direct staff to bring this item back to the December 20, 2018
Board of Directors meeting for approval consideration.
Goals 1.0 Sewer Infrastructure
1.5 Sewer Line Cleaning & CCTV Program
8. 1/25/18: Replace ball valves
9. 2/27/18: Clean DPF filter
10. 3/2/18: Replace cap-washer reservoir
11. 3/9/18: Replace pump, injector and sensor
12. 3/23/18: Repair hydro pump line
13. 6/7/18: Replace valve, crank and seal
14. 6/27/18 Tow charge
15. 6/28/18 Replace transmission computer
16. 8/1/18: Replace metal torque bushing
17. 8/14/18: Welding frame
18. 9/11/18: Tow charge
19. 10/8/18: Transmission service
20. 11/6/18: Replace intake heater/sensor
The District spent approximately $26,168 for the repairs identified above.
2015 Kenworth Vacall
1. 9/21/17: Replace steering shaft/windshield
2. 2/12/18 Repair water leak
3. 3/23/18 Replace inner leader hose
4. 5/31/18 Repair water pump oil
5. 10/8/18: Transfer case not working. The transfer case transfers power from the transmission to the front and rear axles by means of
drive shafts. It prevents the wheels from moving when the truck is stopped for cleaning and allows staff to safely operate the equipment
on the truck (e.g. vacuum, water tank, hose, etc.). If the transfer case is not working then the vehicle could roll forward and severely
injure the operator while he/she is cleaning the pipeline.
6. 10/12/18: Transfer case not working
7. 10/25/18: Transfer case not working
8. 10/31/18: Transfer case not working
9. 11/05/18: Transfer case not working
10. 11/14/18: Damaged pins needing repair
11. 12/4/18: Transfer case not working
The District spent approximately $3,622 for the repairs identified above; however, the District has not received invoices for resolving the
vehicle's transfer case. Vacall's repair shop believes there's a glitch to the vehicle's computer system, but as you can see above, the
transfer case is still not resolved as the vehicle is experiencing the same problem as recently as December 4, 2018. While repair costs
for the Vacall has been minimal, the vehicle's downtime for trying to resolve the transfer case means less time for cleaning the system,
which could result in sanitary sewer overflows (SSOs).
In October and December, both vehicles were down simultaneously. To ensure staff does not fall behind it's cleaning schedule, the
District rented one wastewater combination cleaning truck from Environmental Rental Services at $3,500 a week. To avoid future
unanticipated rental costs and still maintain cleaning schedule, staff is recommending the purchase of a new wastewater combination
cleaning truck and place the 2013 Freight liner-Vac-Con in reserve,
The District is a member of Sourcewell, also known as the National Joint Powers Alliance (NJPA), which is a public agency that serves as
a member focused cooperative for over 50,000 government, education and nonprofit organizations nationally. There is no cost to be a
member of Sourcewell. Sourcewll will solicit request for proposals (RFP) and then enters into a cooperative agreement with vendors that
have demonstrated the following in their proposal:
Conforming to RFP’s intent, scope and specifications
Competitive pricing strategies
Ability to sell and service Sourcewell Members nationally
Financial strength, experience and success in the industry/marketplace
References from past customers and prior experience with Sourcewell
A clear, concise, aggressive and effective marketing plan
Value added related products, services and technological advances
Financing options and detailed payment terms
Warranty, product and service responsibility
Identifying the depth, breadth and quality of products and service offerings
According to Section 4.04.120(b) of the District’s Operations Code, the District can purchase items when a competitive bid procedure has
been conducted by another public agency. On November 16, 2017 NJPA publicized RFP #122017 for Sewer Vacuum, Hydro-Excavation,
and /or Street Sweeper Equipment with Related Accessories and Supplies. In addition, RFPs were requested from and distributed to
48 vendors nationwide.
Proposals were due to NJPA on December 20, 2017 and the bid opening occurred on December 21, 2017 in which 30 proposals were
received. Attached is a copy of the RFP. NJPA’s Bid Evaluation Committee reviewed the proposals and recommended awarding
Contract #122017 to thirteen vendors. On February 19, 2018, NJPA’s Board of Directors awarded a cooperative agreement to the
following vendors (attached are comments from the Evaluation Committee):
Atlantic Machinery, Inc.
Exprolink Inc.
Federal Signal Corporation (Vactor)
GapVax Inc.
Global Environmental Products, Inc.
Gradall Inustries, Inc.
Hi-Vac Corporation
Johnston North America
NiteHawk Sweepers, LLC
RapidView, LLC
Schwarze Industries, Inc.
Sewer Equipment Company of America
TYMCO, Inc.
Of the thirteen vendors above, the following six vendors submitted proposals for wastewater combination cleaning trucks:
Atlantic Machinery, Inc (Vac-Con)
Federal Signal Corporation (Vactor)
Gapvax, Inc.
Gradall Industries, Inc. (Vacall)
Hi-Vac Corporation
Sewer Equipment Company of America
Staff contacted Southern California dealers authorized to sell twelve cubic yard wastewater combination cleaning trucks above and
scheduled demonstrations at the District Yard. After demonstrations, staff received quotes from the following dealers:
1. $386,540 - Environmental Rental Services (Vacall)
2. $411,365 - Haaker Equipment Company (Vactor)
3. $431,396 - Nixon-Egli Equipment Company (Sewer Equipment Company of America)
4. $515,000 - Plumbers Depot (Gapvax)
Staff did not receive a demonstration from Hi-Vac Coporation because the closest dealer is located in Pheonix Arizona and staff did not
contact Municipal Maintenance Maintenance, the authorized dealer for Vac-Con, because of all the documented unanticipated repairs to
the 2013 Freight liner-Vac-Con (see above). Even though it's nearly $25,000 more than the lowest bid, staff is recommending purchasing
one twelve cubic yard wastewater combination cleaning truck from Haaker Equipment Company for $411,365 because of the recent
unanticipated repairs and downtime staff is experiencing with the 2015 Kenworth Vacall and staff believes there are more safety features
on the Vactor. For instance, in the cab of the Vactor is a 7-inch touchscreen panel that can activate the transfer case by pushing one
button (see Page 3 in the Vactor 2100i Brochure attachment). The panel will inform employees when its safe to operate. The
Vacall requires numerous manual steps to activate the transfer case. In addition, there is a glove-friendly panel mounted at the front of
the truck for tracking and adjusting water pressure, flow, hose footage, chassis RPM and vacuum information. The Vacall does provide
smart controls for information about engine performance, water flow and vacuum functions, but the Vacall system does not have all the
same features as Vactor's control panel. If a purchase order is issued to Haaker in December, the new Vactor can be delivered to the
District by May or June 2019. The new Vacall would be delivered to the District by October 2019.
If the Board approves the purchase, the 2013 Freight liner-Vac-Con will be placed in reserved and used when the Vacall and/or Vactor is
down for service. This will ensure cleaning schedules are met.
ALTERNATIVES
1. Contracting for Cleaning Services
Before purchasing the 2013 Vac-Con, the District relied on private vendors to assist with cleaning the wastewater system. FY 2014-15
was the last year when the District used National Plant Services (NPS) to clean 685,409, or 58% of the entire wastewater system at a
cost of $196,242 (District staff cleaned the remaining 42% of the system). NPS used two wastewater combination cleaning trucks and
each truck had one operator. By contrast, the District uses two employees per cleaning truck for safety reasons. For instance, one
employee will clean the system while the other employee monitors traffic and the equipment. In FY 2017-18, the average annual cost for
one wastewater combination cleaning truck operated by two employees is approximately $300,000 (cost include salaries, benefits,
overhead and equipment).
The community and the environment are receiving tangible benefits for having in-house wastewater cleaning crews because the District
is experiencing fewer sanitary sewer overflows (SSOs). In 2017, the District had zero SSOs for the first time since staff began
documenting SSOs in 1999 and the two SSOs in 2018 were not caused by neglecting to clean the system. By comparison, the
five SSOs that occurred between 2014 to 2016 were last cleaned by NPS prior to the SSOs. Other benefits to having in-house
wastewater cleaning crews are described below.
Ownership – In-house cleaning crews take ownership on the system they are cleaning. They want to be responsible for doing a
good job and take pride in their quality of work. Contractors want to get the job done as fast as they can so they can move on to
the next job, which is commonly called, “blow and go”.
Quality of Work – For private contractors it’s about making a profit, which means the faster they clean the faster they can move on
to the next job. Evidence of private contractor’s quality of work was found soon after CMSD begin using its own staff to clean the
wastewater system. For instance, CMSD found debris and pieces of broken manholes in the system, contractors failed to notify
CMSD about defects, heavy roots, grease or any other obstructions. In-house cleaning crews will make sure the job is done right
because they are not under pressure to complete their assignment expeditiously and move on to the next city to make a profit. In-
house staff want to be held accountable for the performance and quality of work.
Knowledge of System – Private contractors will use different operators for different jobs. They may not be familiar with the system
and know where there are sags, heavy roots or FOG (Fats Oil Grease) that may need additional attention to clean. In-house
crews will know the system well because they are out in the field every day working on the system to ensure the community’s
health and environment are protected.
2. Purchasing One Used Wastewater Combination Cleaning Truck
In 2006, the District purchased it's first vehicle to the fleet, a 1992 used six cubic yard wastewater combination cleaning truck for
$93,784. The truck was used to clean hot spots (high frequency cleaning locations) while NPS continued to clean the entire system in
three years. There are operational and equipment risks for purchasing used vehicles, especially when the vehicle is fourteen years old.
During the six years of ownership, the District experience many breakdowns that required repair work and excessive downtime. Below
are some of the repairs that needed to be performed on the 1992 vehicle. The District spent $62,261 performing repairs during the six
years of ownership.
Repaired hose reel
Rebuilt starter
Replaced 4 glow plugs of engine
Replaced hoses
Fuel leak
Replaced seals and beacon light
Legal Review
Not applicable. If the Board approves staff's recommendation, a purchase order between the District and Haaker will be executed.
Environmental Review
The Vactor truck by Haaker will be powered by green diesel, which is considered a clean fuel that reduces greenhouse gas emissions,
but it's still diesel, so the Vactor will be fitted with a diesel particulate filter that removes particulate matter in diesel exhaust. The filter is a
requirement from the California Air Resources Board (CARB). The District is exempt from South Coast Air Quality Management District
(AQMD) Rule 1196, which requires newly acquired heavy duty vehicles be powered by alternative fuel, such as Compressed Natural Gas
(CNG), because the Rule applies to fleets with 15 or more heavy duty vehicles. If the Board approves the purchase, the Vactor will be
the District's third heavy duty vehicle in the fleet.
Financial Review
The cost to purchase one twelve cubic yard wastewater combination cleaning truck from Haaker Equipment Company is $411,365, which
includes sales tax and delivery charges. The balance in the District's Fixed Asset Replacement Fund is nearly $1.4 million, so there is
adequate funding for this purchase.
Public Notice Process
Copies of this report are on file and will be included with the complete agenda packet for the December 11, 2018 study session meeting
at District Headquarters (290 Paularino Avenue) and posted on the District's website at www.cmsdca.gov.
Alternative Actions
1. Do not purchase the Vactor from Haaker Equipment Company.
2. Direct staff to purchase the Vacall from Environmental Rental Services for $386,540, which includes sales tax and delivery.
3. Direct staff to continue renting wastewater combination cleaning trucks when the Vac-Con and/or Vacall is down for service.
Assuming the District had to rent one wastewater combination cleaning truck for an entire year, the cost would still be substantially less
than purchasing a new truck. Cost for an annual rental could range from $182,000 to $220,000, but there is no guarantee a truck would
be available when needed.
4. Consider temporary contracting for cleaning services when the Vac-Con and/or Vacall is down for service.
5. Direct staff to purchase a used wastewater combination cleaning truck.
6. Direct staff to report back with additional information.
File Attachments
Sewer Vacuum RFP 122017.pdf (1,443 KB)
Comment and Review-Sewer Vac.-122017.pdf (1,736 KB)
Vactor 2100i-Brochure-Web.pdf (1,071 KB)
D. CLOSING ITEMS
Subject 1. Oral Communications and Director Comments
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Procedural
D. CLOSING ITEMS
THE NEXT STUDY SESSION OF THE COSTA MESA SANITARY DISTRICT BOARD OF DIRECTORS WILL BE HELD ON
TUESDAY, JANUARY 11, 2019, AT 9:30 A.M. IN THE DISTRICTS BOARD ROOM, 290 PAULARINO AVENUE, COSTA
MESA.
Subject 2. Adjournment
Meeting Dec 11, 2018 - Board of Directors Study Session
Access Public
Type Procedural