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HomeMy WebLinkAboutAgenda Report - November 22, 2011 B-01 SMAGENDA ITEM 4 &-%- CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing Recruitmentsto Staff the City's Water Treatment Plant and Appropriating Funds ($225,000) MEETING DATE: November22,2011 (Special Meeting) PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing recruitmentsto staff the City's water treatment plant and appropriating funds in the amount of $225,000. BACKGROUND INFORMATION: The City Council postponed a decision on staffing the surface water treatment facility and other City water facilities at its October 19, 2011 meeting. Instead, Council directed staff to meetwith the two proposing firms to review their cost proposals and any amendments, to discuss outstanding questions, and resolve differences amongst the proposals, including the City staffing option. At the request of the City Manager, Southwest Water Company, Veolia Water North America and Public Works staff submitted amended cost proposals. Details are provided below. City of Lodi Staffing Plan A reorganization cf the Public Works Utilities management is proposed by assigning the management function for the Water Treatment Plant and the Wastewater Treatment Plant to the Deputy Public Works Director -Utilities position. This requires the recruitment of a properly -certified water and wastewater treatment operator with management skills. The currently vacant Wastewater Treatment Superintendent and the new Water Treatment Superintendent duties would be performed by the Deputy Public Works Director -Utilities. We expect to be able to recruit this person within a couple of months. Management of the water, wastewater, and streets maintenance functions will remain with the existing Superintendent. Deputy Director Swimley will be reassigned to the vacant City Engineer/Deputy Public Works Director position, thereby returning badly needed project delivery capacity to the PublicWorks Capital Improvement Section. Typically, 60 percent to 70 percent of the cost of this position is directly charged to project budgets. The City staffing plan is summarized by position in the organization chart presented in Exhibit A. Reliability of the four operators in the staffing plan is bolstered by the fact there are 17 existing water/wastewater staff with Grade 2 and 3 water treatment certifications available to support operations at the water treatment plant. City of Lodi Cost Proposal The details of the three amended cost proposals at the Optimized Operations Stage for the water plant are presented in Exhibit B. The details provided in Exhibit B do not include a $56,000 saving to the wastewater utility resulting from reorganization of the division that includes the elimination of the APPROVED: Konradt Bartlam, City Manager K:\WP\PROJECTS\WATER\SurfaceWaterPlant\CStaffingPlan112211.doc 11/17/2011 Adopt ResolutionAuthorizing Recruitments to Staff the City's Water Treatment Plant and Appropriating Funds ($225,000) November 22,201 1 Page 2 Wastewater Treatment Superintendent position and assignment of those duties to the Deputy Public Works Director -Utilities. There are four line items in Exhibit B that contain variability amongst the proposals that are described below. Labor costs for the City include seven full-time equivalent positions compared to five for Southwest and 5.5 for Veolia. On average, the City's full compensation is $76,000 per employee compared to around $100,000 per employee for Southwest and Veolia. Other costs for the City include miscellaneous supplies and materials ($66,635), vehicles ($15,377), laboratory services ($10,252), and landscape maintenance ($20,503). Southwest and Veolia incorporate these within the overhead numbers listed in their cost proposals. Overhead and profit costs for the City are calculated as the sum of the cost of services payment from the water and wastewater utilities divided by the number of employees in the divisions. Roughly, the cost per employee is $58,400 per year. Finally, contract management costs are not assigned to the City proposal because they are included in the labor component of the proposal. Based on staff research, it is assumed that one-half of a full-time mid - management level staff person is required to manage a Southwest or Veolia contract. That cost is approximately $47,500 per year. Southwest Staffing Plan The details of the Southwest staffing plan are presented in Exhibit C. Southwest proposes employing five operators with the Plant Manager. The manager identified by Southwest has one year of experience at the Grade 4 Operator Level with no experience operating a membrane filtration treatment facility. The City desires the right to approve Southwest's choice of a Plant Manager if the company is chosen to operate the water system, but the company has objected. Southwest presented a second staffing proposal that deleted operation and maintenance of the well facilities and reduced the overall staffing from five to four operators. This suggests Southwest is not comfortable with the operation and maintenance of the well facilities. Additionally, bifurcation of the responsibilities for operation of the ground and surface water production facilities will significantly complicate achieving the following City objectives. 1. Coordinatingthe individual well operations to optimize reimbursement of operations costs underthe DBCP Settlement Agreement. 2. Operating the water treatment plant to achieve maximum utilization of the annual raw water supply (6,000 acre-feet) plus the banked rawwater,(42,000 acre-feet)within the temporal constraints of the Woodbridge Irrigation Districtwater rights agreements. Staff recommends against considering Southwest's second proposal. Southwest Cost Proposal Details of the first amended cost proposal are presented in Exhibit B. Again, the comparison is provided only for the Optimized Operations Stage. The Southwest cost proposal has the lowest labor, overhead, and profit numbers of the three and, as a result, the adjusted total price is approximately $90,000 or 4 percent below that of the City. K:\WP\PROJECTS\WATER\SurfaceWaterPlant\CStafFngPlan 112211.doc 11/17/2011 Adopt Resolution Authorizing Recruitments to Staff the City's Water Treatment Plant and Appropriating Funds ($225,000) November 22, 2011 Page 3 Veolia Staffing Plan The details of the Veolia staffing plan are presented in Exhibit C. Its proposal includes a Plant Manager, three operators and a full-time electrician and instrumentation tech nician. Veolia does not object to City approval of a Plant Manager. Veolia Cost Proposal Details of the amended Veolia cost proposal are presented in Exhibit B. The proposal also included an alternate contract term of five years with an option to extend for an additional four years. The alternate term proposal is acceptable to City staff. The labor costs are the highest of the three proposals and the overhead and profit numbers fall between those of Southwest and the City. The adjusted total price is approximately $8,000, or 0.4 percent higher than the City. Questions and Resolutions Individual meetings were conducted with each proposing firm, providing the opportunityto resolve unanswered questions and issues for the Council's benefit. A few discussion topics are summarized below. 1. The agencies and districts served by Southwest tend to be smaller and located in relatively remote locations. These agencies and districts do not currently operate well established utilities, and therefore need the services of firms like Southwest, while Lodi already has large, well-established utility operations. 2. For the most part, Veolia clients are satisfied with the services provided and generally offer positive reviews of those services. However, Veolia's contract was not renewed at Diablo Grande and it is operating under fiscal ly-challenging conditions at the City of Richmond. 3. Southwest has been involved in a number of canceled or non -renewed contracts with California agencies in recent years, both water and wastewater. These include Discovery Bay, Rio Vista, San Simeon Community Services District and several others. 4. Regulatory compliance statistics for the City are highly positive. The City has not had a penalty related to wastewater operations in more than two years and has not a penalty related to water facilities operations in over ten years. 5. Earlierthis year, the State Water Resources Control Board reached a $1.25 million settlement in a case involving Southwest subsidiary ECO Resourcesfor alleged misconduct related to the operation of multiple wastewater treatment facilities in California over several years. These facilities are located in Corning, Willows, Winters, Discovery Bay, Rio Vista, Cypress Ridge, Tejon Industrial Complex, Lamont Public Utility District, Taft Federal Prison, City of Taft, San Simeon Community Services District and City of Santa Paula. The order lists 56 violations and thousands of days of violations. ECO Resources now operates underthe Southwest name. 6. The issue of capital maintenance labor costs was addressed with both Southwest and Veolia. The proposed operations contract obligates the City to reimburse up to $50,000 in capital maintenance costs and specifically excludes costs of labor for individuals assigned to working at the plant. Veolia confirmed its personnel costs are excluded from reimbursement by the City, thereby limiting the City costs to those for materials, replacement equipment, replacement parts and the like. On the contrary, Southwest's position is that labor and material costs are covered by the capital maintenance on the premise they will not have skilled maintenance personnel regularlyonsite as will Veolia and the City. K:\WP\PROJECTS\WATER\SurfaceWaterPlant\CStaffingPlan112211.doc 11/17/2011 Adopt Resolution Authorizing Recruitments to Staff the City's Water Treatment Plant and Appropriating Funds ($225,000) November22,2011 Page 4 We do not disagree with Southwest's position, but the issue highlights a significant difference between the City/Veolia and Southwest staffing approach. By not having skilled maintenance workers regularly assigned to the water plant, the City is obligated through the contract to pay the labor costs associated with bringing maintenance staff into the plant site to perform maintenance, which increases the costs. As a result of the information provided above, it is staffs recommendation the City Council authorize the recruitments of staff to populate the positions identified in the City's staffing plan and that funds be appropriated in the amount of $225,000 for Fiscal Year 2011/12. The initial positions to be recruited will be the Deputy Public Works Director -Utilities and Lead Operator. FISCAL IMPACT: There will be an increased cost for operating and maintaining water treatment plant facilities. FUNDING AVAILABLE: Requested Appropriation: Water Fund (180) - $225,000 Jordan Ayers Deputy City Manager/Internal Services Director F. Wally S delin PublicWorks Director FWS/pmf Attachments K:\WP\PROJECTS\WATER\SurfaceWaterPlant\CStaffingPlan112211.doc 11/17/2011 Public Works Utilities M.S.0 Water/ Wastewater Operations Water/ Wastewater Superintendent (1) Compliance Engineer (1) Technical Services, Conservation Water Services Technician (1) Director - Administrative Assistant (3.5) Senior Storekeeper (1) Wastewater Treatment Water Treatment Lab/Environ. Chief Lead Water Water/ Wastewater Water/ Compliance Wastewater Plant Operator Wastewater Maintenance Wastewater Superintendent (1) Plant Operator(1) (1) Service Construction Plant & Water Plant Water/ Water/ Water/ Water/ Water/ Operations Equipment Operator Wastewater Wastewater Wastewater Wastewater Wastewater Maintenance (3) Supervisor (1) Supervisor (1) Supervisor (1) Inspection Laboratory Plant & Maintenance Maintenance Environmental LaboratoryEquipment Wastewater Water/ Plant Operator Wastewater Plant & Equipment t Worker III (4) Worker III (3) Compliance Technician 1/11 1/11(6) Supervisor (1) Mechanic (1 ) Mechanic Inspector (3) (2) Plant & Maintenance Maintenance Equipment Worker Worker (3.5) Mechanic (2) (5) Maintenance Worker (2) FY 2011-2012 EXHIBIT B COST PROPOSAL COMPARISON Veolia Southwest City of Lodi Labor $595,176 $501,601 $535,171 Chemicals 302,500 302,500 302,500 Maintenance 60,500 60,500 60,500 Utilities 925,716 925,716 925,716 Other 41,006 41,006 112,767 O/H & Profit 391,568 388,064 419,148 Total Price $2,316,466 $2,219,387 $2,355,803 Lodi Control Credit -$158,899 -$158,899 -$158,899 Contract Management $47,502 $47,502 $0 Adjusted Total Price $2,205,069 $2,107,990 $2,196,903 Percentage Difference 0.4% -4.0% Staffing Comparison Optimized Operations Stage Veolia PW Deputy Director/Operator Grade 4 Plant Manager/Operator Grade 4 Assistant Facility Manager/Lead Operator III Lead Operator I I I Shift Operator 1111 Shift Operator 1111 Electrician/Instrumentation Technician Well Operator D1/Plant & Equipment Mechanic Maintenance Worker 1111 Administrative Assistant Total 1 1 0.5 5.5 Southwest 1 1 0 5 Exhibit C City of Lodi 0.5 0 1 1 1 1 0.5 1 0.5 7 1. AA# 2. JV# '.1 k . ..'^rgjiz f 180 3205 Fund Balance TO: Internal Services Dept. - Budget Division SOURCE OF 3. FROM: I Rebecca Areida-Yadav 15. DATE: 10/05/2011 4. DEPARTMENT/DIVISION: Public Works FINANCING Please provide a description of the project, the total cost of the project, as well as justification for the requested adjustment. If you need more space, use an additional sheet and attach to this form. Appropriation to staff the Surface Water Treatment Plant with a Plant Manager and a contract Transition Manager. If Council has authorized the appropriation adjustment, complete the following: Meeting Date: 11/22/2011 , Res No: ^�^ Attach copy of resolution to this form. rtment Head Signature: Deputy City Manager/Internal Services Manager Date Submit completed form to the Budget Division with any required documentation. Final approval will be provided in electronic copy format. FUND# BUS. UNIT# ACCOUNT# ACCOUNTTITLE AMOUNT 180 3205 Fund Balance $ 225 000.00 SOURCE OF FINANCING 180 180461 7100 Surface Water Treatment Plant 108 000.00 USE OF 180 16046 1 7323 Surface Water Treatment Plant 117 000.00 FINANCING Please provide a description of the project, the total cost of the project, as well as justification for the requested adjustment. If you need more space, use an additional sheet and attach to this form. Appropriation to staff the Surface Water Treatment Plant with a Plant Manager and a contract Transition Manager. If Council has authorized the appropriation adjustment, complete the following: Meeting Date: 11/22/2011 , Res No: ^�^ Attach copy of resolution to this form. rtment Head Signature: Deputy City Manager/Internal Services Manager Date Submit completed form to the Budget Division with any required documentation. Final approval will be provided in electronic copy format. RESOLUTION NO. 2011-185 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING RECRUITMENTS TO STAFF THE CITY'S WATER TREATMENT PLANT STAFFING PLAN AND FURTHER APPROPRIATING FUNDS ------------------------------------------------------------------- ------------------------------------------------------------------- WHEREAS, staff was directed at the March 15, 2011, Shirtsleeve Session to investigatethe option of entering into a public/private partnership for the operation of the surface water treatment facilities currently under construction; and WHEREAS, requests for proposals were issued on May 19, 2011, to six firms and proposals were received on August 1, 2011, from Southwest Water Company and Veolia Water North America; and WHEREAS, at the August 30, 2011, Shirtsleeve Session and at the October 19, 2011, City Council meeting, comparisons of the two proposals and the City's staffing plan were presented to City Council; and WHEREAS, staff recommends choosing the City's staffing plan, including the reorganization of the Public Works Utilities management. The management function for the Water Treatment Plant and the Wastewater Treatment Plant will be assigned to the Deputy Public Works Director -Utilities position, requiring the recruitment of a properly - certified water and wastewater treatment operator, and the current Deputy Public Works Director -Utilities will be reassigned to the vacant City Engineer/Deputy Public Works Director position. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize recruitments to staff the City's water treatment plant staffing plan; and BE IT FURTHER RESOLVED that funds in the amount of $225,000 be appropriated from the Water Fund. Dated: November 22, 2011 --------------------------=---------------------------------------- ------------------------------------------------------------------- hereby certify that Resolution No. 2011-185 was passed and adopted by the City Council of the City of Lodi in a special meeting held November 22, 2011, by the following vote: AYES: COUNCIL MEMBERS— Hansen, Mounce, and Nakanishi NOES: COUNCIL MEMBERS — Katzakian and Mayor Johnson ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None (gt-NNIFEW. ROBISON Assistant City Clerk 2011-185 The City of Lodi Public Works Engineering r login `• h } l F Water Treatment Plant Staffing Plan Agenda Item B - 01 November 22, 2011 Comparison of Staffing Month 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Veolia SouthWest City of Lodi Optimized Difference Percent Average Labor Other Overhead & Profit Contract Mgmt Cost Comparison Veolia SouthWest $2,205,069 $2,107,990 $11,166 -$881913 0.4% -4.0 $108,214 $41,006 $391,568 $47,502 $100,320 $41,006 $388,064 $47,502 City of Lodi $2,196,903 0 0 $76,453 $112,767 $419,148 I Public Works Director - Administrative Lab/Environ. Utilities 1 Assistant Utilities Wastewater (3.5) Compliance Compliance Plant Operator Wastewater Engineer Senior Superintendent (1) O) Storekeeper Service (1) Wastewater Operations Water/ Wastewater Superintendent (1) Services, Conservation I - Water Services Technician (1) White Slougl Wastewater Treatment Exhibit A Surface Water Treatment Lab/Environ. Chief Lead Water Water/ Wastewater Water/ Compliance Wastewater Plant Operator Wastewater Maintenance Wastewater Superintendent (1) Plant Operator(1) (1) Service Construction Plant & Water Plant Water/ Wastewater Water/ Wastewater Water/ Wastewater Water/ Water/ Operations Equipment Operator Supervisor O) Supervisor O) Supervisor (1)_ Wastewater Wastewater Maintenance (3) Inspection Laboratory Plant & Maintenance Maintenance Environmental LaboratoryEquipment Wastewater Water/ Plant Operator Wastewater Plant & Equipment Worker III (4) Worker III (3) Compliance Technician I/II 1/11 (6) Supervisor (1) Mechanic (1) Mechanic (4) Inspector (3) (2) Plant & Maintenance Maintenance Equipment Worker Worker (3.5) Mechanic (2) (5) Maintenance Worker (z) FY 2011-2012 4 Justification • Protection of City Assets • Complex Management of Water Resources • Run To Failure Expensive Risk • Potential Savings Not Significant • Reduced Staffing Option Common to All • Critical Infrastructure Likened to Public Safety • Unquestioned Regulatory and Operational Track Record -M) Recommendation • Authorize Recruitment of Staff — Deputy Public Works Director — Lead Operator • Appropriate $225,000 for FY 2011/12 • Costs are below Budget Projections Questions MEMORANDUM Date: November 18,2011 To: Lodi City Council Members From: William Schwarz, Southwest Water Company Re: Staff report for Shirt sleeve meeting November 22 regarding operations of the Lodi Water Treatment Plant, Agenda item B-01. Honorable Council Members, Yesterday I received the City staff report which pertains to the operation of your new water treatment plant. We take issue with a number of items which are in this report. Iwould like to take this opportunity to point these out and provide some insight that we hope wilI enable you to make an informed and educated decision about this matter on Tuesday. At a previous shirt sleeve meeting discussing this topic, time constraintsdid not allow time for Southwest Water Company (SWWC)to address the many concerns we had. Please allow me to identify the issues we have with the recent staff report in this memorandum. The Cfir of Lodi Cost Comparison Does Not Include Savings Priorto Optimization Stave. Over $500,000 of SWWC Savings is not captured. The November 22 staff report only addressesthe optimized phase. It does not address the commissioning, post commissioning, or normalization phases. Using Exhibit D of the staffs October 19 report, a very conservative estimate is that SWWC could save the City over $500,000. Citv of Lodi Cost Estimates Do Not Capture All Costs The City's cost does not include purchase of over $100.000 of capital items. These include vehicles, equipment, tools and a variety of other items that must be purchased at the beginning of the project. These costs could easily exceed $100,000. Our proposal includes these costs. The City's lab costs are underestimated by a t least $20,000 pervear. The lab costs in the City proposal are $10,252 peryear. In our proposal, SWWC estimated the costs associated with water and well testing to vary each year, but with a minimum of $30,000 to $50,000 peryear. Our estimates were developed from information given to us by the City. The City's cost does not include $50.000 to $60.000 for the other half of the Deputy Public Works Director. The staff report states that they are recruiting a new Deputy Public Works Director, who will be assigned 50%to this project. The other 50%of this cost increase is not accounted for. $47.502 of Contract Management is not necessaw. The staff report infers that the City's 7 employees forth is project will report to the Deputy Public Works Director—Utilities. SVWVC could report to the same person, and actually make his job easier by him not having to deal with all of the day today issues of the facilities and supervising 7 employees. The City proposed staffing plan raises doubts about the project timeline. One of the most important aspects in the building of a new water plant is in the initial construction phase. This allows the construction company, the design engineers, and the operator to analyze the workings of the plant and make changes based upon input from the three parties. Itwas the intent of the Lodi RFP to have an on-site project manager on board by November2011. Under the City staffing plan, this project managerwill not be on site until the recruitment and hiring of a Deputy Public Works Director -Utilities is completed, which staff forecasts will be "in a couple of months". This putsthe project up to four to five months behind schedule and can lead to significant issues down the road with the operation of the facility. Future Citv Pension Obligations Are Not Taken into Account. It is extremely difficult to quantify the future pension obligations that the City will incur by hiring seven new employees. It is obvious that the cost will be significant, and will add to the City's existing issues with funding pension obligations. This sizeable cost obligation and long term unsustainabledebt can be avoided by deciding to contract with SWWC. Southwest Water Desires to Operate the Wells i n Addition to the Plant. In the staff report, it is suggested that SVWVC is not comfortable with the operations of the well facilities. This could not be further from the truth. In fact, the only reason we submitted a proposalto operate the water facility only, was based the Public Works Director's report at the last City Council meeting that the City had been doing it for 100years, they know the system, and was adamant no one could do it better. It has nothing to do with our ability to perform the duties of operating wells. We own and maintain a utility in southern Californiawith hundredsof wells. To simply submit a proposalto look at options, and in turn draw a conclusion we are not comfortable doing the work, we view as an assault on our experience and reputation and is without merit. The Citv Staff acted as Bid it and Bidder. Inthe background portion of the staff report, it is indicatedthat the City had includedtheir staffing option for our review. This is not true. SVWVC was asked to propose an alternative staffing plan based upon Council's concern regardingthe low staff levelsat the optimization phase in our previously submitted proposal, which we did. This allowed the City staff to receivethe revised proposals from the two competingfirms and in turn, use that information to revisetheir proposal. A true Requestfor Proposals (RFP) process calls for competition based on bids prepared separatelyfrom each other. The auestions and resolutionssection in the Staff Report are biased and the information provided is not complete. The staff report dredges up old issues that were addressed in our previous meeting, again without including Southwest Water's response. These issues are ancient history and have been resolved. The report neglectsto mention that Southwest Water has been recognized by the California Water EnvironmentAssociation (CWEA) with two Plant of the Year awards, Safety Agency of the Year Award, Supervisorof the YearAward, and Inspirational Operator of the Year Award. Fortwo years in a row, our wastewater treatment plant operations forthe City of Willows received Plant of the Year for having zero safety and compliance violations and for maintaining all mandatory reporting and the facility itself in an exemplary condition. The CWEA recognized our contract with the City of Coming as the Safety Agency of the Year, highlighting our strong safety record with no lost time incidents, twice -a -month training sessions, up-to-date records, equipment inspections and strong standard operating procedures. In addition, Southwest Water received the 2011 Infrastructure Award from the National Council for Public - Private Partnerships (NCPPP) for our Shelby County (Alabama) Water and Wastewater Systems contract. This marks the seventh Southwest Water contract that the NCPPP has recognized in recentyears. Lastly, SVWVC received two safety awards in 2010 from the National Safety Council. All of these awards, and more, illustrate Southwest Water's commitment to operating safely and in full compliance, while protecting the environment. Southwest Water OWNS Water Svstems Larger than the Lodi Svstem. We own and operate a utility is southern California (Suburban Water) that has over 80,000 connections and is operated under the guidance of the Public Utilities Commission. It has numerous wells, distribution system, collections, billing, customer service, and a variety of other services. It is true we have entered into some contractsthat have resulted in strained relationships between SWWC and the client. Some of these were mutually terminated by both the client and SVWVC. One contract was terminated by the client without cause and thus a pending lawsuit has been filed. The State Water Board fines that were mentioned were historic in nature and have been settled with no admission of guilt or wrong doing on behalf of SVWVC. This settlement was deemed to be in the best interest of both the State of California and SVWVC. We don't claim to be perfect, but you would think that if accusationsto this degree are going to be presented in a document to Council, a reply and explanation on behalf of the accused would be included and certainly broughtto our attention prior to dissemination of the report. Southwest's staffina plan is called into auestion. Staffs report objects to not being able to approve our choice of the facility manager. Our selected facility manager has over 18 years in the water industry, is a Lodi resident, he has been trained on Pall Membrane Filtration, will be on the start-up and commission i ng team for a Pall Membrane plant in Houstonthis year, and holds a grade 4 certificate. We have the utmost confidence in Mr. Mora and our firm is the only Company that identifies the proposed facility manager in its proposal. Ultimately, SVWVC has the responsibilityto operate the facility with a plant managerwe are solely responsiblefor. We view the City as our partner in the operation of this facility and it is important that the City feel comfortable in SVWVC choice of Managers. If at anytime during the term of this contract the City feels that there maybe an issue with our choice of Managers, SVWVC will work with City to resolve the problem. The staff report conveniently leaves out the recommendation of SVWVC to standby our initial proposal. In the event that at optimization, only three operators are required, we would refund and readjust our contract to reflect that staffing level, and save the City millions of dollars. We aren't just saying we can operate this plant with only three staff, we currently do that in other plants, and so do other companies. We don't charge a client for unnecessary services. The capital expense costs are discussed in this report. SWWC does not pay to have an electrician, instrumentation technician, administrative assistant, and other positions, to stand around doing nothing. Instead, we save the City money by using local contractorsonly when needed. With this project, the plant will be under warranty for the first year or two, after that, we will perform all the maintenance based on generatedwork orders and manufacture recommendations. This will save the Citythousands of dollars overthe life of the contract. Staff's claim that this approach will costthe city additional money is simply false. Use the savines forwell capital improvements. At the previous City Council meeting, the Public Works Director stated that close to $700,000 a year is spent on capital improvementsfor the numerous wells owned by the City. Itis recommendedthat the significant savings SVWVC affords the City can be used expresslyfor that purposewhich overtime, will again save the City millions of dollars. The improvements coupled with less use will eventually reduce those costs even more, again saving the City money. In closing, we disagree with the conclusions of the staff report. W contracting with Southwest Water, the City stands to realize substantial cost savings and will gain an experienced, trustworthy, and reliable operator for its water plant. look forward to seeing you all on Tuesday. Thank you for reviewingthis document and I hope it providesfor some clarification and information you will find beneficial. RespectfullySubmitted, William Schwarz A November 17, 2011 The Honorable Bob Johnson Mayor City of Lodi 221 West Pine Street Lodi, California 95240 Subject: Partnership for the Operation and Maintenance of the Lodi Water Treatment Plant and Well Facilities Dear Mayor Johnson: We understand City staff will again recommend Veolia Water as the City's preferred private partnerfor operating the City's new surface water treatment facility and related wells at your upcoming shirtsleeve session. In addition to the benefits outlined in our proposal, we believe our offering is superior to your alternative proposalsfor the following three reasons: • Experienced Staff. We built a responsible staffing plan that is led by Mike Greene, P.E., a water facility start-up expert with over 33 years of water treatment experience. Our project team includes Marvin Gnagy, P.E., a water membrane trestmentJprocess expert with over 30 years of operations experience which includes Pall Membranes. Our team is ready, with no additional training needed, to immediately serve the Lodi community. • Cost Control. With Veolia Water you know what the cost to run your operations will be for the term of our partnership. There are no surprises. This is especially important in the current economic climate where starting a new City department will burden current and future ratepayerswith expensive public pension and health obligations. • Risk transfer. A partnership with Veolia Water will transfer risks associated with maintenance, operations, environmental compliance and other items to us. When the VEOLIA WATER WEST OPERATING SPUIEFINC. 2300 Cixba Costa Boulevard,Suite 350,Pleasant Hill,: pdomia 9452« TELEPHONE: (925)771-7207— FAX: (925)681.3236 Veoliawateme.00m Mr. Bob Johnson, Mayor City of Lodi Water O&M Proposal Page 2 City is responsible for operations, any equipment or maintenance problems are the City's costs and any related expenses are bome by ratepayers. Veolia's proposal and approach will protect your investment and save the City money. More importantly, our proposal is backed by a track record of success that is the longest and best in the industry. We look forward to the opportunity to work with Lodi residents and businesses as your O&M services partner. I hope you will support our proposal. Sincerely, Shilen Patel Business Development Manager Veolia WaterWest Operating Services, Inc. Cc: Mayor Pro Tempore Joanne Mounce Councilmember Larry D. Hansen Councilmember Phil Katzakian Council member Alan Nakanishi City Manager Rad Bartlam Public Works DirectorWally Sandelin Q VEOUA xIM Page 1 of 1 Jennifer Robison From: Randi Johl Sent: Monday, November 21,201 101:40 PM To: Jennifer Robison Subject: Fw: [BULK] City of Lodi new water plant Connected by DROID on Verizon Wireless -----Original message ----- M From: linda swimley <2swim@att.net> To: "cityclerk@lodi.gov" <cityclerk@lodi.gov>, "anakanishi@lodi.gov" <anakanishi@lodi.gov>, "bjohnson@lodi.gov" <bjohnson@lodi.gov>, "jmounce@lodi.gov" <jmounce@lodi.gov>, "pkatzakian@lodi.gov" <pkatzakian@lodi.gov>, "lhansen@lodi.gov" <Ihansen@lodi.gov> Sent: Mon, Nov 21, 201121:28:08 GMT+00:00 Subject: [BULK] City of Lodi new water plant After reading the Stockton Record of November 11, 2011, stating you will be deciding on privatizationof the new water plant the pending decision worries us. If you privatize the city will lose control over quality, time and personal. Everyone has their idea of what personal should give to their employer, however lower cost does not guarantee quality, more often you are short changed when the private company looks out for themselves. When it comes to clean water supply quality is most important for our City of Lodi. Regards, Chuck and Linda Swimley 901 sylvia Drive Lodi, California 95240 11/21/2011 November 21,201 1 Lodi City Council 221 W. Pine Street Lodi, CA 95240 RE: Operation of Lodi's Surface -Water Treatment Plant Special Meeting — November 22,2011 You are again faced with a very important decision that will impact Lodi citizens for decades to come, Carefully reviewing all options is prudent; however, the dollar figure alone should certainly not be the deciding factor in the matter of who should be entrusted with the operation of the City's surface -water treatment facility. Hopefully the *background material presented to you includes the fact that Veolia is a French company and, accordingly, not all of its shareholders are United States citizens. (*See following fhreepages.) Keep ratepayer dollars and control — local. urge you .to approve the recommendation to have City of Lodi staff operate the surface -water treatment plant. Respectfully submitted, Susan J. Blackston cc: City Manager Public Works Director Veolia Environnement: Combined Shareholders` Meeting, May 17, 2011 Reuters Tue May 17, 2011 1:18prn EDT Veolia Environnement: Combined Shareholders' Meeting, May 17,2011 Regulatory News: The Combined Shareholders' Meeting of Veolia Environnement(Paris:VIE) took place at the Carrousel du Louvre in Paris, on Tuesday, May 17, 2011, under the chairmanship of Antoine Frerot, Chairman and Chief Executive Officer of the Company. All of the resolutions submitted to the Combined Shareholders' Meeting were carried by wide majorities. In particular, the Shareholders: o reelected the following directors for four-year terms expiring on the occasion of the shareholders' meeting called to approve the financial statements for the fiscal year ended December 31, 2014: o Jean Azema; o Pierre -Andre de Chalendar; o Baudouin Prot; o Louis Schweitzer; o approved the option to receive payment of the 2010 dividend of 1.21 euro either in shares or in cash. Shareholders may opt(') for the payment of the dividend in shares between May 23,2011 and June 7,2011 inclusive, by sending their requestto their financial intermediary. The issue price of the new shares resulting from exercise of the option for the payment of the dividend in shares was set at 18.74euros after applying a 10% discount. For shares listed on the NYSE Euronext Paris regulated market, the ex -dividend date will be May 23,2011(2) and the dividend will be made payable in cash or in shares as from June 17, 2011 (3); o approved the company financial statements and the consolidated financial statements for fiscal year 2010. See finance.veolia.com&esheet=6727442&Ian=en- US&anchor=www.finance.veolia.com&index=1&md5=b2eeb9b4d686b8c3f8927df3a42d01ce">www.fina nce.veolia.com for the results of voting on the resolutions and a full webcast of the Combined Shareholders' Meeting. Veolia Environnemenf (Paris Euronexf.• VlEand NYSE. VE) is the worldwide reference in environmental solutions. With more than 315,000 employees the company has operations all around the world and provides tailored solutions to meet the needs of municipal and industrial customers in four complementary segments: wafer management, waste management, energy management and passenger transportation. Veolia Environnemenf recorded revenue of €34.8 billion in 2010. www.veolia.com. For press releases see http://Www.finance.veolia.com (1) Important information for non-resident shareholders: Foreign legal restrictions may apply to the payment of the dividend in shares, These shareholders are required to take cognizance of applicable conditions under the laws and rules of their country of residence. (2J ADR holders may be subject to different election and payment dates and should consult fhe depositary for defails. (3) Pracfical arrangemenfs for fhe option to receive payment of the dividend in shares or in cash will be communicafed fo shareholders of Veolia Environnemenf by their financial intermediaries. See www. finance. veolia.com for defails of fhese arrangemenfs. VeoliaEn vironnement Analysf and insfifutional investor contact: Ronald Wasylec Tel +33 / 71 75 12 23 or US Invesfors confacf.• TerriAnne Powers Tel +1 312-552-2890 Veolia Environnement S.A. is a multinational French company with activities in four main service and utility areas traditionally managed by public authorities - water supply and water management, waste mana eg ment, energy and transport services. In 2009, Veolia employed around 300,000 employees in 77 countries. Its revenue in that year was recorded at €34.6 billion.11 It is quoted on Ewonext Paris and the New York Stock Exchange. It is headquartered in the 16th arrondissement of Paris.0 Between 2000 and 2003 the company was known as Vivendi Environnement, having been mun off from the Vivendi conglomerate, most of the rest of which became Vivendi. Prior to 1998 Vivendi was known as Compagnie Generale des Eaux. Major divisions and subsidiaries Veolia Water Veolia Water is the world leader in water services. It handles water and wastewater services for clients in the public sector and in various industries. It also creates and constructs the required technology and infrastructure. In 2009, Veolia Water recorded revenue of €12.56 billion and employed 95,789 people. The Water division operates in 66 countries around the world." Veolia Environmental Services Veolia Environmental Services is second in the world in waste management services. In addition to environmental and logistics services, it treats and converts hazardous and non -hazardous waste. The goal: decrease pollutants in waste to lessen its environmental effects, and promote waste recycling and recovery. The company employs 85,600 staff in 33 countries and had 2009 revenues recorded at €9.1 billion: Veolia Energy (Dalkia) Veolia Energy (Dalkia) strives to maximise facilities' energy and environmental efficiency. Its services include maintaining and managing heating and cooling systems, making plants more energy efficient, and selecting the most adapted energies. In 2009, Dalkia had €7.1 billion in revenue and employed 52,577 employees in 42 countries, principally in Europe I91 Veolia Energy (North America) Veolia Energy (North America) is the largest operator and developer of efficient district energy (heating, cooling and cogeneration) systems in North America, located in ten major U.S. cities. It also provides facility operations, energy management, and advisory services. Until February 2011, this division operated under the Trigen Energy brand name. it oiri 11 Veolia Transport Revenue in 2009 for Veolia Transport was recorded at €5.86 billion. It employs 77,591 people across 27 countries in Europe, North America and Asia. It works with public authorities under publicrivate partnerships to manage public transit systems (buses, trains, metros, ferries, etc.). Gc Response to City Staff Report for Water Plant Staffing 11/22/2011 ,od momin2, Mr. Mavor and City Council. 1 an etc, etc... Let me begin by making three • Outsourcing the management of the water treatment plant would provide a significant reduction in the City's operating costs while providing funding opportunities to do other things such as upgrading the City's wells. • Outsourcingthe management of the water treatment plant eliminates City liabilities for employee benefits, pension costs, worker's compensation costs and operational fines associated with the plant. • The City Council should instruct staff to contract the management of the water plant to the lowest resuonsible bidder for three years and realize the benefits. The reasoning for this position is as follows: • If you remember, back at the beginning of the year, the budget was the main priority and the cost of public -sector union benefits were identified as a budget buster, requiring concessions from the bargaining groups or lay-offs would occur. The City Manager identified the cost growth associated with medical and retirement benefits as unsustainable. Now we are looking at increasing these unsustainable costs by hiring seven (7) new public -sector union employees. As I understand it, any decision today will NOT affect current City employees, only new hires. • Staffreport claims that the average cost of a fully compensated City employee would be $76,000 per year. However, the additional cost of $48,000 average per year for benefits was omitted making the actual total average cost $124,000 per City employee vs. $100,000 for the two private firms. The City's cost is 24% higher per employee. • By the way, I "sanity -checked" these numbers based on the original plant staffing of 3/16/2011 (attached) where the cost was forecasted to be $940,000 for 8.5 people or $111,000 per employee average. If one takes the top three positions whose expertise is appropriate for the plant, the total of the estimated full compensation salaries is $371,400 or $123,400 average. • Another City employee cost neglected in the staff report is the CalPers backfill payment the City makes to cover the retirement fund's shortfall. Next year the cost to the City will be —$1 M or about $4,000 per existing employee (350). Adding additional highly paid senior employees increases this cost to the City. • Yet another employee expense ignored in the staff report is worker's compensation, another serious budget issue per the City Manager. If the running of the plant is outsourced, the successful bidder takes on this burden plus all employee benefits. • Based on the corrected costs I just mentioned, the City's delivered total annual cost to nun the plant is at least $870,000 per year, not $535,000 as stated in the staff report, • Compared to Veolia at $595,000/year, the City's cost is 32% higher. • Compared to Southwest with five operators at $501,000/year, the City is 42% higher, not 4% as claimed by staff. On the other hand, if the original three -operator model were used at $300,000 per year (based on staffs numbers), then the City is 66% higher. That is $570,000 per year. Over a three-year contract, the savings to the City would be $1.7M. Page 1 of 3 E.G. Miller Response to City Staff Report for Water Plant Staffing 11/22/2011 • The bidding contractors would be responsible for maintaining the City's wells. These funds, plus the management cost savings achieved by outsourcing the plant management, could be used to upgrade the City's wells, a significant opportunity for the City. • From the first shirtsleeve meeting on this issue, it has been suggested that the lowest bidder should be thrown -out. Why? If the cost model were valid, the City would be foolish to ignore it. I have not seen any concrete evidence fiom three staff reports over a nine-month period that proves Southwest's cost model of three operators is invalid; therefore, City staff is implying that the model is valid by their silence. • By outsourcing, the City would avoid other costs such as operational fines, lab costs, chemicals, etc. as the outsource firm is responsible, not the City. • What about the intangibles? Outsourcing the plant's management on a three-year contract means all costs to the City are identified, fixed and guaranteed for the period of the contract. No surprises; errors are not the City's responsibility. • At the end of the contract, the City can re-evaluate as appropriate at the time. On the other hand, if additional City staff is hired, the inflated costs and liabilities will be essentially permanent. • In conclusion, o Outsourcing the management of the water treatment plant for three years represents a significant reduction in the City's operating costs by as much as $1.7M while providing funding opportunities to do other things such as upgrading the City's wells. o Outsourcing the management of the water treatment plant for three years also represents decreased liabilities for the City — reduced exposure from pension costs, worker's compensation costs and fines for operator errors or machinery failure. o I urge you to vote NO to staffs recommendation and instruct staffto contract with the lowest responsible bidder to manage the new water plant for three years. Summary: Page 2 of 3 E.G. Miller Southwest Veolia cit -V Average cost per employee $ l 00k $ l 00k $124k+ Delivered labor cost per year (5 ops) $501k $595k $870k (3 ops) $300k Delivered labor cost savings over 3 -years $1.1M $825k $1.7M Funding available for well upgrade Yes Yes No Operational fines, lab costs, chemicals, etc Supplierpays Supplierpays City pays Costs identified, fixed and guaranteed Yes Yes No Re-evaluation in 3 -years Yes Yes Unlikely Page 2 of 3 E.G. Miller Response to City Staff Report for Water Plant Staffing 11/22/2011 'fi r Y OF Lc7 DI a, AGENDA ITEM ACRENDA:TITLE: adept Resolution Approving Water Treatment Facilities Staffing Ptah MEETING DATE: March 16, 2011 PREPARE BY- Public Works Director RECOMMENDED ACTION., Adopt resolutian approving watee lroolmoo.ifeoI tie4 staffing Plain; BAO-KGROUND INFORMATION, Cara octr Ger 20, 2010 -Council awarded a ountrad far, cm. 11rucl on of 1110.0ty.o�di Surfice "later Tr-ealmantFall€ty (GWTF). he " contractor started construction. an February 1, 2011 and'e.9 schgdtAP0ogomp1#Wt. ie project in July 2012. Lodi has Nsto icatiy proms ririnkuip waterta fts --itizerlaexclusiVely from ground ater ,6alts. 't"he $VVrF is the first rtiunicipal water treatment facility °anti operated by the City: Gu ndy. ho sweitairfwastewater utiiiliy. emp"+& 23 11U.11 -0r orcin €ned staff to operate and maintain the Citys A municipia[ water wells, tvaterdistrlbutlon systemvnd teMW oo#Wion vWerM aOme#r i L .: SWF is camimasioned. the dfility'tviit need to add staging to orrtnwd.ate the wor'xlaad for oporatIng and mak taini?q the 3t'VTF:and the additional duties related to €ape sting the water distri"butiai system 6"r the'state of Gatifernia surfaba Water rule -S. The. allayed Staffirtg.Plan.,(Rlari� ates aadiirof i sta[fr�g needed to apamte and mairrtWn the WTF and: distrikiufion s tisrn A'statiing tavcl assessment prepared by th a Gihsr's 5w'+lTI dcpEgn corgi r tont (HDR; estirnales roan-hcurs associated with earl► task Involved in tate SWTF operation. The arse hent also co rrparestarg etitrates.viiih.al StaifiC, er s(rnilar titntwnt plans in eit4es like L ooi in order to best determine the t)uriftr and fyFe o" emplolvos needed Asea Appendix A u'the Plan) - The Anhed PI n remm. ! Js tie # lin-Anil pcslffnns bo added to the` 01aterb'Vastew water .DiWsior! for opeianng andrnaintiaining tho ViNTF Position FTE's 1Nee€fed annual lEatimated =ull Cortr eta ati . 4�6ater7`re�€tme�tSupenratenderrt 1 �S{t Tw aterir tmerrt F'[enf operator (111). $11t1 4' AWTreatroeirt Plant Clperatof O lit 2 ti33.300 .: Plant and EgnipmentMechanic f ROAM Elerhrcran 1 h+lai€ttenance'Nvrker= ! $1x40:600 $9000 ✓- Adrif"ntrigl1vr? Clo rk (Part -'I imel I S 2.1,600 Page 3 of 3 E.G. Miller