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Public Works - Water Operator - Utility Locator Position i I Mayor Robert Simison E I DIAN*-- City Council Me � lee Berton Berton D A H O Lube Cavener Public Liz 5 Beret Liz trader Works Department Jessica erreau lt Brad Hoaglun TO: Mayor Robert Simison Members of the City Council FROM: Laurelei McVey Deputy Director Utility Operations I DATE: 1/8/20 i { SUBJECT: BUDGET AMENDMENT FOR FY 2020 IN THE AMOUNT OF$58,008 i FOR WATER OPERATOR I (UTILITY LOCATES) G REQUESTED COUNCIL DATE: 2/11/20 C I. RECOMMENDED ACTION A. Move to: 1. Approve the Water Operator I Budget Amendment for$58,008. 2. Authorize the Mayor to sign the amendment. II. DEPARTMENT CONTACT PERSONS Laurelei McVey, Deputy Director Utility Operations 208-985-1259 Dale Bolthouse, Director of Public Works 208-985-1257 Dennis Teller, Water Superintendent 208-985-1200 III. DESCRIPTION A. Background Underground utility locating is a requirement of Idaho State law and a critical function that protects life/health safety as well as prolonging the useful life of the City's underground assets. Residents and contractors are required to call Digline (811), anytime they dig underground to request utility locating services. Digline then dispatches the respective utility owners (water/sewer, gas, electrical, cable, etc.)to locate and mark their utilities. f �� Meridian City Council 6eaging 7ggenda February 11,2020— Page 62 of 71 In 2018, the City became aware that it would be required to locate underground electrical utility lines related to City-owned streetlights. This locating effort is in addition to the City's historic responsibility to locate water and sewer lines. The City is currently responsible for locating the 7,819 City-owned streetlight underground power runs, 1,107 miles of water and sewer mains, and over 77,000 water and sewer service lateral lines. The City receives an average of 768 locate calls per month. Due to limited staffing resources and abilities in locating underground electrical lines, streetlight locating was initially contracted out with a cost of approximately $100,000/year. Understanding that this cost would increase as the number of City-owned streetlights grew, the Public Works Department conducted an analysis to determine the best long-term solution for the City — either continuing with the contracted service or bringing the work in-house by hiring a full-time employee. The evaluation showed a payback of<1 year if the City were to bring this work in-house through the hiring of an additional utility locate employee. This amendment will fund one FTE (Water Operator 1) and the required training, tools and equipment needed to locate electrical lines as well as additional required streetlight locating tools for the two existing locate positions. The three locate FTE's would then all be able to perform any of the City's locating requirements. B. Reason for Amendment This will save City budget within the first year. The sooner the City brings this service in-house,the sooner the City will begin realizing cost savings. IV. IMPACTS/ADUSTMENTS Fiscal Impacts The total amendment reflects 7 months of the fiscal year of salary and benefits for the new Water Operator I plus one-time and on-going expenses totaling$58,008. FY20 7-Month Impact—March thru September Water Operator 1 $44,695 One Time & On-Going Costs $13,313 FY20 Total Water Operator I — $58,008 (Suggested Future State) 7 Month Estimated Cost of $58,205 Contractor/Digline Tickets— (Current State) FY20—7 month savings $197 Page 2 of 3 Meridian City Council Meeting Agenda February 11,2020— Page 63 of 71 SAVINGS ANALYSIS Annual Expense Cost Savings Annual Total Locate Operations Annual FTE Annual Digline Contract Annual Net Expense Expense Expense (Savings) (Savings) Total Savings Benefit Yr.0 $10,020 Yr. 1 $3,985 $66,061.00 $70,046 $16,317.72 $83,461.88 $99,779.60 $29,734 Yr. 2 $3,985 $68,042.83 $72,028 $17,430.59 $89,153.98 $106,584.57 $34,557 Yr. 3 $3,985 $70,084.11 $74,069 $18,558,35 $94,922.24 $113,480.59 $39,411 Yr.4 $3,985 $72,186.64 $76,172 $19,658.86 $100,551.13 $120,209.99 $44,038 Yr.5 $3,985 $74,352.24 $78,337 $20,647.70 $105,608.85 $126,256.55 $47,919 Yr. 6 $3,985 $76,582.80 $80,568 $21,684.21 $110,910.42 $132,594.63 $52,027 Yr. 7 $3,985 $78,880.29 $82,865 $22,722.89 $116,223.03 $138,945.91 $56,081 Yr. 8 $3,985 $81,246.70 $85,232 $23,802.22 $121,743.62 $145,545.85 $60,314 Yr. 9 $3,985 1 $83,684.101 $87,669 $24,925.691 $127,489.921 $152,415.61 $64,747 Yr. 10 $3,985 1 $86,194.62 1 $90,180 $26,094.701 $133,469.201 $159,563.90 $69,384 As shown in the above chart,the ROI for this FTE is realized in year 1. This amendment impact 1 pa t will be offset this fiscal year by the contracted services funds that will not be used. Cost savings will also be realized as Digline will only charge the City for one ticket per location versus two. Currently Digline charges the City for two locates each time a call comes in - one for water/sewer infrastructure and the other for streetlight power runs. � � z 3 a Approved for Council Agenda: / Date Meridian City Council fV�{�etingfAgenda February 11,2020- Page 64 of 71 c> Cl) CL o 3 0 0 0 fD 0 0 0 0 0 0 C � 0 0 � 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Q N K �(D III Up _ aim O ►� cn ° .a UQ v d rt Cr7 n W w w w p w w w w w w p F-+ w w i-. w w w w w w w w w w w p w w w w w w w w p 0 N C A A A w '� A A A A A A `C W A A W A A A A A -Pb A A A A A 'C! 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He�pamil;iL. .. niihility 491 Miles of Sewer Mains 616 Miles of Water Mains GAS-OIL-STEAM 6 Miles of Reclaimed Water Mains 77,000 Service Laterals ZIP SEWER TEMPORARYSURYE'f'I IRK�IGS °A- �800 Locate Calls/Month PROPOSED EXCAVATIONI Currently have 2 Utility Locate FTEs (Water Operator 1/II) Streetlight Locating Contracted Service Costs 7,819 Streetlights Currently Contracted Services Budget FY20 • Digline Tickets — $16,300 Estimated 30,000+ at Buildout • Locate Services ~ $83,500 • Total = —$99,800 per year In - House Locating - Payback Analysis SAVINGS ANALYSIS Annual Expense Cost Savings Initial Costs: Annual Total Locate • Equipment/Tools Operations Annual FTE Annual Digli ne Contract Annual Net • Training Expense Expense Expense (Savings) (Savings) Total Savings Benefit Yr. 0 $10,M Yr. 1 $3,985 $66,061.00 $70,046 $16,317.72 $83,461_88 $99,779.60 29,734 Ongoing Costs: Yr. 2 $3,985 $68,042.83 $72,028 $17,430.59 $89,153.98 $106,584-57 $34,557 • FTE Yr. 3 $3,985 $70,084.11 $74,D59 1 $18,558.35 $94,922.Z4 $113,480-59 $39,411 Yr.4 $3,985 $72,186.64 $76,172 $19,658.86 $100,551.13 12V09.99 $44,039 Yr. 5 $3,985 $74,352.24 $78,3371 $20,647.70 $105,608.85 126,256.55 $47,919 Yr. 6 $3,985 $76,582.90 $80,568 1 $21,684.21 $110,910.42 132,594.63 $57,027 Yr. 7 $3,985 $78,580.29 $82,865 $22,722789 116,223.03 138,945.91 $56,081 Yr. B $3,985 $81,245.70 $85,232 $23,802.22 $121,743.62 $145,54S.85 $60,314 Yr. 9 $3,985 1 $83,684.10 $87,669 $24,925.69 $127,489.92 $152,41S.61 $64,747 Yr. 10 $3,999 1 $86,194.62 1 $90,1$0 _$R,094.701 $133,469.20 $159,563,90 69,384 Locating Contracted Annual - In-House FTE Locating Savings Costs Costs m Recommendation - In - House Streetlight Locating • It is cost effective to bring streetlight locating in house, with a payback of <1 year • Improves Efficiency • Eliminates duplicate Digline tickets r _ Of -- • Saves engineering staff time • Supports the growing utility locating needs i • Budget neutral amendment for FY20