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Home My WebLink AboutA-3 Used Oil Block Grant, consultants fee approval . * , : * The City of zusa � ° A , tOFO# Public Works Department 213 E. Foothill Blvd,P.O.Box 1395,Azusa,California 91702-1395 (626)812-5254 CONSENT CALENDAR TO: HONORABLE MAYOR AND COUNCIL MEMBERS kl}P7 FROM: LOUIE H. PEDROZA JR., SUPERINTENDENT OF PUBLIC WORKS VIA: JOSEPH HSU, INTERIM CITY ADMINISTRATOR DATE: JUNE 29, 1998 SUBJECT: USED OIL BLOCK GRANT, CONSULTANT FEE APPROVAL Background: At the request of Council during the June 15, 1998 City Council meeting,the following information was comprised from a survey of neighboring cities who are members to the River Group. Each city is eligible to an allotment of Grant funding based on its population. Unlike the Opportunity Grants, the Block Grants are non-competitive, giving each city a wide range of flexibility to maintain and enhance its current Used Oil Program. Regional Administration: The River Group has been retaining consultant services from Michael J. Huls R.E.A. since its formulation, with Azusa as the leading agency. The regional administration by Mr. Huls for the Competitive Opportunity Grant was decided upon by the five cities for his Grant writing skills and his expertise in developing a used oil program from the basement up. The Block Grants give each city an opportunity to allocate line item expenditures without a proposal prior to receiving funds. Each city by it own discretion administers its own Grant program to best serve its public. Some of the five cities do retain Mr. Huls consultant services for Block Grant projects. The difference between Mr. Huls administrating the River Groups Opportunity Grant and the Block Grants is that the Opportunity Grants are Discretionary, meaning that approval is competitive throughout the State of California and by applying as a Regional Grantee,the chances of award are greater than submitting independently. City Survey: Staff contacted each River Group representative to inquire as to the feasibility of retaining Mr. Huls to perform professional consultant services for the Block Grant as a group. The findings were such that, four of the five cities are using his services for their current Block Grants. Each city uses their allotment for their own special needs. Due to the wide variety of projects,the size of projects, and complexities with each city, it is concluded that Mr. Huls fees would be spread across all five cities to where some cities would be paying for other cities projects not related to their city and the unbalance of time spent by the consultant would have to be absorbed unfairly. Unlike the Opportunity Grant, where all five cities were working on a cohesive project that benefitted each city in an equal manner. Therefore, it was a mutual consensus by the representatives that they prefer acting independently for the Block Grant. Block Grant by other Cities: Covina was granted $12,822 which is being administered by four staff members within the Environmental Division.No consultant service fees due to in-house staff availability. Monrovia was granted $13,000 which is being administered by three staff members within the Environmental Division. Michael J. Huls is budgeted at$1,500 for consultant services. Duarte was granted $7,346 which is being administered by one staff member within the Administration Division. Michael J. Huls is budgeted at$3,380 for consultant fees. Bradbury was granted $5,000 which is being administered by one staff member within the Administration. Michael J. Huls is budgeted at$ 1,300 for consultant fees. The findings clearly indicate that cities with the larger staff can administer their own grants without the services of a consultant. The other cities with only one staff member are retaining consultant services for designed projects in order to accomplish the task. Azusa Block Grant: Azusa's Used Oil Program has been operating very smoothly since 1995. From the very beginning, we have utilized consultant services from Mr. Huls to assist us with implementing our program. The program currently has eight(8) Certified Collection Centers (C.C.C's.) within Azusa and has free oil containers and promotions items for the public. This year we are planning a very special Used Oil Public Information and Education Project. The plan is to reach out to an elementary school within Azusa for a Used Oil presentation. There after, a drawing contest will be conducted from the students. The best twelve (12) drawings will be selected and displayed on a Calendar for 1999. For this reason, staff projects an increase in consultant fees. However, I wish to apologize for not mentioning at the podium that there is surplus of funds from the previous year that will be carried- over to this year. Staff estimates the twelve month calendar to cost approximately $12,000 for 5,000 calendars. Consultant fees for implementing this project is $3,000. Included in the 51%for consultant fees this year are quarterly reports, summaries for reimbursement and monitoring the C.C.C's. Subtracting the consultant fees for the calendar leaves $4,000 or 29.5 % for this years allotment of consultant fees. In comparison to the other River Group cities, staff feels that the consultant fees are reasonable and comparable to the other cities. This is year two of a three year Grant. An agreement was approved by Council on March 17,1997 for Mr. Huls to perform Used Oil consultant services for the three year Block Grant. Approval for a Blanket Purchase Order is merely to renew the P.O. for the 98/99 fiscal year with an new allocation amount. Recommendation: Staff is requesting Councils approval to authorize the Finance Department to establish a Blanket Purchase Order for consultant services by Michael J. Huls, R.E.A. in an amount not to exceed $7,000. Jun-25-98 10: 50A J . Michael Huls 626/969-7854 P. 02 Proposed Budget for Azusa 6th Cycle Block Grant Certified Collection Centers Technical Assistance and Monitoring* Monitoring, JMH @ 2 hrs/month, $30/hr, 12 months 720.00 Technical Assistance,JMH @ 12.5 hrs, $40/hr 500.00 Site Assessments, 9 CCCs, JMH @ 1 hr ea, $40/hr 360.00 Subtotal 1,580.00 School Education Calendar Contest* Calendar logistics and presentations to schools, district, etc. JMH @ 8 hrs, $57.50/hr 460.00 Calendar Printing, 5,000 calendars, 14 tabloid pages, full color, drilled, on glossy recycled paper, saddle stitched 5,700.00 Calendar Print Film, 14 tabloid pages, $150 ea 2,275.00 Calendar art and student photo scans, $13.50 ea., 30 scans 405.00 Calendar Development and Design, JMH @ 20 hrs @ $75/hr 1.500.00 Subtotal 10,340.00 Education and Public Awareness Hot line telephone (800-828-1-OIL)* 600.00 Promotional Items for Schools* 1,000.00 Advertisements and Fliers 500.00 Subtotal 2,100.00 Other Costs Consultant for Reporting and Payment Requests,JMH @ $57.50/hr, 20 hrs* 1,150.00 City Staff* 4.000.00 Subtotal 5,150.00 Total $19,170.00 • Required items