09 - Third Amendment EEC 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
Memorandum
To: Board of Directors
From: Scott Carroll, General Manager
Date: July 31, 2013
Subject: Third Amendment to Agreement with Environmental Engineering and
Contracting, In c. (EEC) for GIS/CMMS Support Services
Summary
On October 26 , 20 09 , the Board approved an agreement with Environmental Engineering
and Contracting, Inc. (EEC) to dev elop a Geographical Information System (GIS) and a
Computerized Maintenance Management System (CMMS) to support the District’s sewer
asset management program. The GIS and CMMS are now complete and available for
District use, but support service for these two systems are need ed due to continual
updates to ensure the data in both systems are accurate for performing sewer related
maintenance and capital improvements.
Staff Recommendation
That the Board of Directors approves the Third Amendment.
Analysis
The GIS is a mapping and database system that keeps track of the District’s infrastructure,
maintenance activities and capital improvements. The GIS is an integral part for planning
activities such as reducing hot spot locations, repairing sags, analyzing flow, and
scheduling mainline cleaning. The CMMS is a work order system that tracks scheduled
preventive maintenance, manages inventory, and will track the District’s cost associated
with maintenance work and the procurement of assets. The CMMS is also the tool used
for the District’s performance measurements that will assist the Maintenance Divisi on in
analyzing its efficiency and effectiveness.
ITEM NO. 09
Board of Directors
July 31 , 2013
Page 2 of 3
The GIS and CMMS need constant updating to ensure both system s are useful and
effective for the District; ho wever, the District does not have the staff or the expertise to
manage both systems. For the last two years, EEC has been providing support services
for GIS and CMMS because they developed the system s for the District and they have the
resources to manage both systems. Staff believes it would be in the District’s best interest
for EEC to continue providing support services. The following is the annual cost
breakdown for said support services.
GIS/CMMS Support - $20,000
Hydraulic Modeling Support - $7,50 0
GIS Mapping Service - $30,000
The District Engineer will be conducting a hydraulic modeling study to determine the flow
of the District’s sewer system. The data from the study will be used to update the District’s
Sewer Master Plan. In addition, the mapping service is scanning and linking construction
plans and documents t o the GIS. Having construction plans and documents available in
the GIS will greatly improve operational efficiencies because staff will have quick and easy
access to documents on their toughtops while working in the field.
Strategic Plan Element & Goal
This item suppor ts achieving Strategic Element 5 .0, Administrative Management and
Strategic Goal No. 5 .2 , Digitally image and import approved plans into GIS .
Legal Review
Deputy District Counsel has reviewed and approved the Third Amendment to Agreement.
Financial Review
The total cost to execute the Third Amendment will be $57,500 , which is budgeted
appropriately in the FY 2013 -14 Budget.
Public Notice Process
Copies of this report are on file and will be included with the entire agenda packet for the
July 31 , 2013 Board of Directors regular meeting at District headquarters and on District’s
website.
Alternative Actions
1. Do not approve the Third Amendment and d irect staff to report back with more
information .
Board of Directors
July 31 , 2013
Page 3 of 3
Reviewed by:
Stacey Cuevas
Finance Manag er
Attachment A: Third Amendment to Agreement with EEC