CC 2013-06-25 Supplemental InformationMEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
SUBJECT: (SUPLIMENTAL INFORMATION)
CONSIDERATION OF AN AGREEMENT FOR CONTACTOR
MAINTENANCE SERVICES WITH EXECUTIVE JANITORIAL, INC. FOR
CUSTODIAL MAINTENANCE SERVICES FOR PARK RESTOOMS AND
PUBLIC TRASH CAN EMPTYING SERVICES
DATE: JUNE 25, 2013
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Staff originally calculated the cost comparison between the proposed Park Janitorial
maintenance of park restrooms and the emptying of public trash cans with the costs for
the same services by City Public Works personnel base on our current practices. This
calculation assumed the use of one Maintenance Worker, half of the time using a full-
time employee and the other half using a part-time employee and is currently our
common practice. In addition, because of the apparent cost benefit to hiring
contracted Custodial maintenance based on this comparison method, some of the City
costs such as vehicle use, were not included in the cost comparison.
Staff has recalculated the cost comparison based on the exclusive use of a part-time
Maintenance Worker only. Below is this recalculated cost comparison including the
additional City expenses:
SUMMARY OF COST COMPARISON
City personnel costs for the proposed restroom custodial
Restrooms PT Employee @ $16/hr x 46hrs/month X 1.2 AO=
Trash cans-PT Employee @ $16/hr x 69hrs/month x 1.2 AO=
Training/ Documentation@ $16/hr x 17hrs/month x 1.2 AO=
Uniform Costs monthly
Vehicle Monthly Lease/ Maintenance Costs
Gas-RR ( 8 miles x 30.3 days/ 15 mpg x 3.50)
Gas-Trash cans ( 15 miles x 8.7 days/ 15 mpg x 3.50)
Supplies currently provided by the City:
Total approximate monthly current City expenses:
Contractor bid-Executive Janitorial, Inc.-
& trash services
$ 883
$ 1,325
$ 326
$ 35
$ 220
$ 56
$ 30
$ 500
$3,375/mo.
$3,440/mo.
The two methods of methods of providing this service are essentially equivalent
financial if the City exclusively used part-time Maintenance Workers.
MEMORANDUM
TO: CITY COUNCIL ~l/
FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR
SUPPPLEMENTAL INFORMATION SUBJECT:
CITY COUNCIL AGENDA ITEM 8.i. -CONSIDERATION OF
ACCEPTANCE OF THE EL CAMINO REAL REHABILITATION AND
ENHANCEMENT PROJECT, PW 2008-09 AND APPROVAL OF
AMENDMENT TO AGREEMENT FOR CONSUL TANT SERVICES
RELATED THERETO
DATE: JUNE 25, 2013
As part of the project closeout, Engineering staff discovered an accounting error
affecting the total contractual amount for the North Coast Engineering consultant
services agreement. Please note that the City has paid all invoices and there are
no outstanding payment issues. As a result, staff recommends that the City Council
approve the following:
RECOMMENDATION:
1. Accept the project improvements as constructed by Brough Construction
Company in accordance with the plans and specifications for the El Camino
Real Rehabilitation Project;
2. Direct staff to file a Notice of Completion;
3. Authorize release of the retention, thirty-five (35) days after the Notice of
Completion has been recorded, if no liens have been filed;
4. Approve a Sixth Amendment to the Agreement for Consultant Services with
North Coast Engineering for the subject project to increase the "not to
exceed" price from $215,754.00 to 226, 146.54;
5. Approve a First Amendment to the Agreement for Consultant Services with
Earth Systems Pacific for the subject project:
6. Authorize the Mayor to execute the amendments; and
7. Appropriate $35,000 from the Local Sales Tax Fund.
Since the project received Federal funding, the requested approval is a
housekeeping tasks to prepare the project files for a potential audit.
CC: City Manager
City Clerk
City Attorney
Public Review Binder
ATTACHMENT 2
CONSUL TANT SERVICES AGREEMENT
AMENDMENT NO. 6
This Sixth Amendment ("Sixth Amendment") to Consultant's Services Agreement
("CSA") by and between the CITY OF ARROYO GRANDE and NORTH COAST
ENGINEERING, INC. is made and entered into this day of , 2013,
based on the following facts:
WHEREAS, the parties entered into a CSA dated December 9, 2008, for the design of
the El Camino Real Retaining Wall, El Camino Real Resurfacing, and El Camino Real/
Chilton Street Waterline Capital Improvement Projects; and
WHEREAS, the parties entered into a First Amendment to CSA dated April 28, 2009, to
include the design of bicycle lanes, sidewalk gap closures, and underground utilities
between Cornwall Avenue and East Grand Avenue as part of the project; and
WHEREAS, the parties entered into a Second Amendment to CSA dated June 9, 2009,
to include the design of the Halcyon Park and Ride Lot Expansion as part of the project;
and
WHEREAS, the parties entered into a Third Amendment to CSA dated November 10,
2009, to include additional design services on the El Camino Real Retaining Wall, El
Camino Real Resurfacing, and El Camino Real/Chilton Street Waterline Capital
Improvement Projects; and
WHEREAS, the parties entered into a Fourth Amendment to CSA dated June 28, 2011,
to include additional design services on the El Camino Real Retaining Wall, El Camino
Real Resurfacing, and El Camino Real/Chilton Street Waterline Capital Improvement
Projects.
WHEREAS, the parties entered into a Fifth Amendment to CSA dated February 14,
2012, to include additional surveying and construction support services on the El
Camino Real Resurfacing Project.
WHEREAS, the CSA expired on June 30, 2012; and
WHEREAS, the parties wish to revive and amend the CSA as set forth herein.
NOW THEREFORE, for the good and valuable consideration, the receipt and
sufficiency of which is acknowledged, the parties agree as follows that the CSA is in full
force and effect as modified, and subject to the new terms and conditions set forth
below:
1. To revive the CSA, as amended, and extend the term to expire on August 1,
2013 to facilitate the completion and satisfactory delivery of record drawings.
2. To increase the "not to exceed" price from $215,754.00 to $226, 146.54.
3. Except as modified herein, all other terms and conditions set forth in the CSA,
as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSUL TANT have executed this Sixth
Amendment the day and year first set forth above.
CITY OF ARROYO GRANDE CONSULTANT
By: ____________ _
TONY FERRARA, MAYOR NORTH COAST ENGINEERING
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY