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HomeMy WebLinkAboutAgenda Statement 1985/11/12 Item 8 COUNCIL AGENDA STATEMENT Item 8 Meeting Date 11/12/85 ITEM TITLE: Resolution Amending the Agreement between the City of Chula Vista and Chula Vista Sanitary Services, Inc. to provide street sweeping services and authorizing transfer of funds from the Contingency Fund SUBMITTED BY: Director of Public Works/City Engineer REVIEWED BY: City Manager (4/5ths Vote: Yes X No ) On September 3, 1985, the City Council approved a one-year extension of the street sweeping contract between the City of Chula Vista and Chula Vista Sanitary Services, Inc. , to provide street sweeping services within the City of Chula Vista. During the first year of the contract, Chula Vista Sanitary Services suggested a number of changes in the frequencies with which streets are swept. Staff had not, at the time of September 3, 1985, meeting, completed its assessment of the need for such a change; however, staff intended to review suggested changes in frequencies and return with a recommendation to the City Council . RECOMMENDATION: Adopt the resolution amending the contract and authorize the transfer of $3,800 from the unappropriated gas tax fund balance to the street sweeping contract account (100-1740-5298). BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: The contract for street sweeping service with Chula Vista Sanitary Service was originally approved by the City Council at its meeting of August 14, 1984. Principal components of the contract included the following: • The first year of the contract was for a term of September 1 , 1984, through August 31 , 1985. ▪ The agreement provided the City with an option to extend the contract for two additional one-year periods with cost increases in the contract tied to the San Diego Metropolitan Consumer Price Index (all urban). The maximum cost increase, however, was limited to 6%. • Under the terms of the agreement, all commercial streets were to be swept three times per week and residential streets once every two weeks. y Chula [Dated //- Page 2, Item 8 Meeting Date 11/12/85 • The compensation for the contractor for the first year of the agreement was $134,788. However, sweeping service not specified in the contract was to be performed at a rate of $11 per curb mile. The services specified in the contract included only regular, scheduled sweeping of all public streets which had been accepted by the City for maintenance as of September 1 , 1984. Thus, the performance of sweeping services by the contractor for newly constructed streets accepted after September 1 , 1984, would be service not specified in the contract. As a consequence, the contractor would be compensated at a rate of $11 per curb mile. In addition, sweeping services performed by the contractor for the chip seal program, not being regular, scheduled sweeping, would also be compensated at a rate of $11 per curb mile. • During the first year of contract, a total of 14.78 curb miles of newly constructed streets were accepted by the City for maintenance. The contractor was requested to sweep these new streets. As previously noted, additional compensation was to be paid Chula Vista Sanitary Service under the terms of the contract for sweeping these new streets at a rate of $11 per curb mile. The cost for sweeping new streets is currently $432 a month or $5,184 annually. At its meeting of September 3, 1985, the City Council approved a one-year extension of the street sweeping contract. Principal components of this extended contract included the following: • The cost of the street sweeping services, as provided in the contract, increased by the same percentage as the San Diego Metropolitan Consumer Price Index (all urban). Thus, the contract increased by 5.4% or from $134,788 to $142,067. This sum would only provide for regular, scheduled sweeping of public streets accepted for maintenance by the City prior to September 1 , 1984. In addition, the cost for street sweeping service not specified in the contract (e.g. , newly constructed streets and chip seal program) also increased by the same 5.4% from $11 per curb mile to $11 .59. • A total of $149,120 was authorized in fiscal year 1985-86 for the street sweeping contract. It is anticipated these monies will be expended as follows: TYPE OF EXPENDITURE COST • Regular, scheduled sweeping of public streets accepted prior to 9-1-84 $142,067 • Regular, scheduled sweeping of public streets accepted and anticipated to be accepted subsequent to 9-1-84 7,053 $149.120 � at Page 3, Item 8 Meeting Date 11/12/85 These changes in the cost of the contract were made according to the provisions of the contract as approved by the City Council at its meeting of August 14, 1984. In November 1984, Chula Vista Sanitary Service suggested the City consider increasing the frequency of street sweeping service in various areas throughout the City. This proposal would have increased the total curb miles swept by 7,823.04 curb miles annually. The proposal would have approximated a 47% increase in the level of service. In a report to the City Council in December 1984, staff indicated the proposal was not being considered at that time as the contract with Chula Vista Sanitary Service was only 3 months old. City staff was working with representatives of the contractor to smooth out problems regarding sweeping schedules, thoroughness and sweeping and contract language interpretation. Insufficient time had passed under the contract to determine whether an increase in sweeping frequencies was appropriate. On June 3, 1985, Chula Vista Sanitary Service again suggested some modifications to the level of service for street sweeping, although less than that previously proposed. Staff, after reviewing the proposed changes as well as the existing level of service throughout the City, concluded some changes were appropriate. These changes, noted in the attached exhibit (Exhibit I) , include both decreases as well as increases in the level of service. These changes are proposed for the following reasons: Greater flexibility is proposed to be developed in the level of street sweeping service provided. The street sweeping schedule for the first year of the contract provided only two levels of service for public streets: the streets were swept either three times a week or once every two weeks. The amended street sweeping schedule proposes to provide a "middle-ground" level of service. In a number of instances, streets are proposed to be swept once every week or twice a week. This "middle-ground" level of service is proposed as a result of the observation of the accumulation of dirt and litter on some streets which indicates sweeping three times a week is too frequent or sweeping once every two weeks is too infrequent. ▪ The level of service is proposed to be increased for some streets as litter has accumulated to a significant extent in between sweepings. This has occurred on a number of streets such as Broadway, from Oxford to Naples and from "L" Street to Moss. This appears to result from the heavy traffic volume and, in some instances, a high concentration of businesses. ▪ The level of service is proposed to be decreased for some streets as a result of heavy congestion of parking impeding the cleaning. Where there is continuous heavy parking, there is no completely feasible method to achieve clean streets. This occurs on a number of streets such as Landis, from "E" to "F" Street; Church, from "E" to "F" Street; and Del Mar, from "E" to "G" Street. a , Page 4, Item 8 Meeting Date 11/12/85 Staff is presently exploring alternatives to address this problem such as prohibition of on-street parking during specified times. Pending resolution of this problem, staff proposes to reduce the level of service on these streets as there currently is not a viable method for cleaning these streets effectively. The level of service is proposed to be decreased for some streets as observation of these streets prior to sweeping has indicated insufficient litter accumulates to warrant the present level of service. This occurs on a number of streets such as "G" Street, from the railroad tracks to Second Avenue. The result of these changes in the level of service would result in a net increase in the number of curb miles swept annually by 550.46 curb miles or an increase of 3.3%. This would increase the annual cost for street sweeping service by $6500; the increase for the remaining seven months of the contract would amount to $3800. The change in the level of service for street sweeping is recommended to be authorized effective December 1 , 1985. The proposed contract is attached. The proposed amendments to the contract include the following: • The term of the agreement is proposed to be amended to cover the new term of September 1 , 1985, to August 31 , 1986. ▪ The compensation is proposed to be amended to reflect the annual change of the San Diego Metropolitan Consumer Price Index (all urban) , which increased by 5.4% during the first year of the contract. This increase was approved by resolution of the City Council at its meeting of September 3, 1985. This increase would impact compensation as follows: - The annual compensation would increase by 5.4% from $134,788 to $142,067; - The hourly rate of compensation for street sweeping service not otherwise specified would increase from $30 to $31 .62; and - The curb mile rate of compensation for street sweeping service not otherwise specified would increase from $11 to $11 .59. The duty of the contractor would be amended to specify the contractor shall sweep cross-gutters in addition to sweeping public streets. FISCAL IMPACT: The annual (twelve month) cost for increasing the level of street sweeping service would amount to $6500. The cost for increasing the level of service for the remaining seven months of the fiscal year would amount to $3800. It is recommended that the City Council transfer $3800 from the unappropriated gas tax fund balance to account 100-1740-5298. WPC 1723E Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ Fund Purpose Bidder Director of Finance The City of Chula Vista Date By Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ 3,800.00 Account No. 100-1740-5298 ` Director f Finance The City of Chula Vista Date 11/12/85 By Public Works/City Engineer Fund 100 Dept./Activity 0730-5399 Purpose Agreement to provide street sweeping services Bidder Chula Vista Sanitary Services, Inc. and the City of Chula Vista ll s' e`e j '�`� Certificate No. 20