20 - SEWER CLEANING PROGRAMITEM 20
COSTA MESA SA9V77ART InIS7RiL7
Memorandum
To: Board of Directors
... an Independent Specia[District
Via: Scott Carroll, General Manager
From: Robin B. Hamers, District Engineer
Date: July 26, 2012
Subject: Sewer Cleaning Program
Summary
With the recent addition of a new maintenance worker, District field crews now total
four men including the Maintenance Supervisor. Additionally, the District will soon be
acquiring a new sewer cleaning truck (a.k.a. vactor truck) and the combination of the
larger crew and new vactor truck allow the District to perform regular sewer line
cleaning. Currently, the District's contractor, National Plant Services (NPS), performs
all sewer line cleaning.
Staff Recommendation
That the Board of Directors:
1. Direct the General Manager to implement a blended yearly sewer cleaning
program as detailed below whereby the District will provide regular cleaning of
approximately 350,000 linear feet (LF) of sewer per year and NPS will clean
approximately 350,000 LF per year.
2. Direct the General Manager to re- negotiate the existing cleaning contract with
NPS to effect this change either this year 2012 -2013 or next year 2013 -2014.
Analysis
Currently, the District cleans a portion of the sewers every year, a portion every two
years, and a portion every three years. These cycles were developed in combination
,Protecting our community's health and the environment by providing sofidwaste andsewer collection services.
www. crosdca.gov
Board of Directors
July 26, 2012
Paqe 2 of 4
by the previous Maintenance Supervisor and previous Senior Inspector based on size
of pipe, flows, historical debris and grease buildup, and other factors. The District is
just now completing the 2nd cycle under this program.
The present Maintenance Supervisor and staff believe a simpler approach of dividing
the District into five sections and cleaning slightly more than one -half of the system
each year will decrease travel time and increase efficiency by concentrating work in
selected areas rather than having to drive to certain areas just to clean selected sewer
lines. Staff also believes cleaning sewers every two years is a safe and reliable
practice that will not lead to backups and sanitary sewer overflows. Sewer lines
requiring annual maintenance will continue being cleaned annually.
In this regard, the District's GIS consultant EEC prepared two options (see attached):
cleaning one -half of the system each year plus the sewers that need cleaning every
year, which equals a total of 700,000 feet per year out of the District's 1.2 million feet
of sewer main. The second option is cleaning the entire system every year although
this is the least desired option due to cost and manpower requirements.
An analysis of the proposed plan is as follows:
Clean 700,000 feet per year. The District would then have a 2 -year cleaning
cycle, which conforms well to the Waste Discharge Requirements (WDR).
2. Have NPS and the District each clean 350,000 LF per year.
3. The District would clean:
3,000 LF /day @ 3 days /week @ 39 weeks /year = 350,000 LF
This schedule provides flexibility for staffing, vactor maintenance, and other
use. The District will continue cleaning hot spots and pump stations.
4. NPS would clean 350,000 LF instead of 700,000 LF per year, which will
save the District $105,000 per year.
5. EEC would have to produce revised maps and work orders but this would be
relatively easy. A cost estimate for this work is not currently available.
6. The District will have to amend its Sewer System Management Plan
(SSMP).
Important Considerations
The contract with National Plant Services is in the 3rd year of a 3 -year contract with two
possible one -year extensions. The contract contemplates the District one day possibly
taking over line cleaning (the statement is contained in the whereas clauses), but there
is no procedure in the contract to make this change during the 3 -year initial term, only
Board of Directors
July 26, 2012
Page 3of4
a termination clause, which the District might have to exercise to make this change.
The contract with NPS provides a 90 -day notice for termination without cause and
NPS would certainly accept a reduced role as opposed to being terminated.
However, National Plant Services has been faithfully serving the District since 1989 in
line cleaning, two District -wide televising projects, emergency response and clean up,
small scale televising in support of the hot spot abatement program, and in other roles.
NPS is very responsive and provides high quality work. The contract with NPS has
some of the lowest cleaning rates in the industry and the contract is working well.
Strategic Plan Element & Goal
This item complies with Strategic Plan Element 1.0, Sewer Infrastructure, and the
strategy for this element states:
"We will do this by the careful management of the collection infrastructure using
prudent planning and maintenance, with financial strategies to maintain sufficient
capacity and respond to changing regulatory demands."
Legal Review
District Counsel has reviewed the existing contract with NPS and advised that it has a
three -year term and will expire in December 2013 (my file does not have signed copy
— please confirm from District records). The recitals recognized that the District may
take over sewer cleaning "in house." There is a termination provision that can be
exercised without cause on 90 days' notice. Given that we have the authority to
terminate with 90 days' notice, I am sure the contractor would be willing to negotiate a
new amendment that provides that they will receive an amendment for some lesser
quantity of work.
Financial Review
For fiscal year 2012 -13 the sewer line maintenance /cleaning budget is $192,000 and
the GIS support budget is $20,000. The anticipated savings of $90,000 for the sewer
line cleaning would be offset by the additional cost paid to EEC to produce revised
maps and work orders and the engineering costs to amend the SSMP. In the future, a
budget adjustment will be necessary to provide the necessary funds for the GIS and
CMMS support, because the approved budget in the amount of $20,000 is insufficient
to cover these additional costs.
Committee Recommendation
On June 19, 2012, the Operations Committee recommended that the Board of
Directors approves the new cleaning program.
Board of Directors
July 26, 2012
Page 4 of 4
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for
the July 26, 2012 regular Board meeting.
Alternative Actions
1. Continue the sewer cleaning program as is.
2. Refer the matter back to staff for additional information.
Reviewed by:
Teresa Gonzalez, Accounting Manager
Rob Hamers
From: Rob Hamers [robh2 @cox.net]
Sent: Tuesday, June 26, 2012 10:16 AM
To: RBH, Inc.
Subject:. please print email and all attachments
Attachments: ProposedCleaning.pdf; ATT00227.htm
Begin forwarded message:
From: Ramon Gallegos <RGallegos(a)eecworld.com>
Date: June 26, 2012 9:45:52 AM PDT
To: Scott Carroll <scarroll(cDcrosdca.gov>, "Robin Hamers (robh2(o)cox.net)" <robh2(a)cox.net >, Steve Cano <scano(a)crosdca.gov>
Cc: Jim Kolk <JKolk(Oileecworld.com>
Subject: Proposed Annual CLeaning Schedule
Hello Gentlemen,
In case you have not already heard, NIPS has reported completion of all line cleaning work orders, (including Year 2
cleaning, Root cutting, and Gap).
Looking ahead to line cleaning scheduling for next year, as you know Steve suggested using CMSD crews to clean the
system based on a "Quadrant" schedule. The District can be broken into 5 sections based on voting precincts. Steve and
I met to discuss his concept, what we will now call the Precinct schedule, and based on this discussion we have
developed a few cleaning workload scenarios for review and comparison. With the current cleaning schedule your
annual cleaning workload average is roughly 600,000'. The Precinct suggestion would have the District crew cleaning all
pipes annually and would increase the annual cleaning load to 1,200,000'. We also added another possibility, a
compromise between the two schedules that would keep annuals as annuals but combine biennials and triennials into
biennials; this schedule would result in increasing the annual average workload to roughly 700,000'. These scenarios are
broken down in the tables below.
As is the case -for the current 3 -year cleaning schedule, the proposed cleaning scenarios would also route crews
systematically based on the WDWs (from upstream to downstream within each WDW, and geographically from one
WDW to an adjacent WDW).
Attached for your reference is a map of the Precincts that Steve suggested. Below are the corresponding cleaning
footages associated with each scenario.
Note: Current designated cleaning frequencies (annual, biennial, triennial) were determined by prior CMSD staff (Paul,
Karl) based on historical knowledge. These cleaning frequencies can be changed based on cleaning crew observations
during routine cleaning activities.
H
Current Cleaning Schedule
Precinct Annual Biennial Triennial Total
College Park
16,706
50,451
70,595
65,463
East Side
114,714
97,962
173,348
221,478
Mesa North
34,480
49,475
198,250
125,300
Mesa Verde
28,402
39,300
1 105,543
83,233
West Side
49,802
51,383 1
82,284
102,922
1
This total per year =
annuals +
1/2 of biennials+
1/3 of triennials)
-- I- - - - - -- - - - - -- - - -_ -- ------ •— •-- •-- •---- - - -... - - -- __------ - - -I_- _ - __ _ _ - - - __ ...-__..-_.---- - - --
Average ttequirea aeanmg per Year: SytS,.iyb �
1
2
3
4
5
1
2
3
4
5
Proposed Cleaning Schedule 1
Clean all Annuals annually;
Clean all Triennials and Biennials biennially
Precinct
Annual Biennial
Total
College Park
16,706
60,523
77,229
East Side .
114,714
135,655
250,369
Mesa North
34,480
123,863
158,342
Mesa Verde
28,402
72,422
100,824
West Side
49,802
66,834
116,636
Average Required Cleaning per Year:
703,400
Proposed Cleaning
Schedule 2
Clean all Pipes per Year
Precinct
Footage
College Park
137,752
East Side
386,024
Mesa North
282,205
Mesa Verde
173,245
West Side
183,469
Required
Cleaning per
year:
1,162,696
This total per year =
annuals+
1 /2(biennials + triennials)
Please let us know which direction you would like to take so that we may begin to prepare Year 3 work orders.
Ramon Gallegos
GIS /IT Supervisor
Envirotunental Engineering cC Contracting, Inc.
501 Parkcenter Drive
Santa Ana, CA 92705
PH: (714) 667 -2300
FAX: (714) 667 -2310
CELL: (714) 335 -2649
2
_3- EN V IRO fV MENTAL
ENGINEERING 4 CONTRACTING. INC
File: PM I Author:
ProposedCleaning RG RG
District
VVDW
College Park
College Park
® East Side
O East Side
Mesa North
Mesa North
Mesa Verde
Mesa Verde
West Side
West Side
CMSD Active Gravity Main
0 0.35
0.7 1 4
Miles
PROPOSED CLEANING
SCHEDULE
CMSD
Project Number: 2039.02 Figure
�I Date:
6/21/2012