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Home My WebLink AboutVI- G Budget Amenment- Dept. of Public Works A:‘i(tio,4- ,,,„7„, r AZUSA CONSENT CALENDAR TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: BILL NAKASONE, DIRECTOR OF PUBLIC WORKS VIA: RICK COLE, CITY MANAGER Rt(� JOE HSU, DIRECTOR OF UTILITIES DATE: JANUARY 21, 2003 SUBJECT: BUDGET AMENDMENT- DEPARTMENT OF PUBLIC WORKS RECOMMENDATION It is recommended that the City Council authorize the attached Budget Amendment Request transferring$177,990 from the Sewer Fund Reserves into the FY 2002-2003 Sewer Maintenance Operational Budget to cover both the necessary expenses for contract street sweeping($122,990) as well as the NPDES environmental program ($55,000). BACKGROUND On December 3, 2001, the City Council authorized conversion of daytime street sweeping services to Athens Services in the amount of $122,990. Council also authorized the usage of revenues derived from the Sewer Fund to pay for these services. This essentially moved the expense for contract street sweeping services from the General Fund to the Sewer Fund. This change was effectuated mid stream of FY 2001-2002. During the development of the FY 2002-2003 Sewer Maintenance Budget, the Public Works Department did request a funding level of$122,990 for street sweeping contract services. This request was inadvertently omitted in the finalized FY 2002-2003 budget. The Public Works Department is requesting that this oversight be corrected by transferring$122,990 from the Sewer Fund Reserves into the Sewer Maintenance/Contract Services Line Item account. The Sewer Fund has historically funded the federally mandated NPDES program (National Pollution Discharge Elimination System) administered by the Engineering Division of the Department of Public Works. This program is geared toward implementation measures that mitigate intrusion of pollutants into the storm drain system (and ultimately into the ocean). Mitigation measures include but are not limited to the following; best management practices, public awareness / education, enhanced infrastructure improvements, and legislative compliance. The Public Works d,A e// / /3 e Department has historically received an annual funding level in the Sewer Fund of $55,000 for NPDES program implementation broken down as follows; $15,000 for training, $25,000 for outside services, and $15,000 for printing and binding. Once again, the Public Works did request this same amount in the FY 2002-2003 Sewer Operational Budget and discovered at a later date that it was inadvertently omitted. The Public Works Department is therefore requesting a budget amendment that transfers $55,000 from the Sewer Fund Reserves into the FY 2002-2003 Sewer Operational Budget for NPDES program efforts allocated$15,000 for training, $25,000 for outside services, and $15,000 for printing and binding. FISCAL IMPACT This Budget Amendment will decrease the Sewer Fund Reserve by $177,990 and infuse an additional $177,990 into the FY 2002-2003 Sewer Maintenance Operational Budget. The Sewer Fund will still have a remaining fund balance of approximately $6 million dollars. Attachments: Budget Amendment Request & December 3, 2001 Agenda Memo entitled "Contract Award for Street Sweeping Service". CITY OF AZUSA BUDGET AMENDMENT REQUEST (New Appropriation) Department: Public Works Fiscal Year: 2002-2003 *Round to the highest$10 Requested by: Bill Nakasone Date: 12/11/02 PROJECTED EXPENDITURE(S): FUNDING SOURCE: Account # Project # Amount* Account# Project # Amount * 34-55-665-000-6493 122 , 990 . 00 34-00-000-000-3605 122 ,990 . 00 34-55-665-000-6220 15 , 000 . 00 34-00-000-000-3605 15 , 000 . 00 34-55-665-000-6493 25 , 000 . 00 34-00-000-000-3605 25 , 000 . 00 34-55-665-000-6439 15 , 000 . 00 34-00-000-000-3605 15 , 000 . 00 • ',a3JAN 8AN 9:1'l F`. Total: Total: 177 , 990 . 00 177 , 990 . 00 Reason for Amendment: Impact on other programs: Requested funds were not carried over from last year Street sweeping and 2000 ' s & 2001 ' s budget NOTE: 1.Amendments of$25,000;;r leas auve approval of the Finance Director. 2.Amendments between$25,000.:.1,1$100,000-require the approval of the City Manager and the Finance Director. 2.Amendments between$100,000 and$1,000,000 require adoption of a resolution by City Council. 3.Amendments over$1,000,000 shall be approved by City Council following a public hearing. APPROVAL FINANCE ONLY Department Head: Processed By: Date: Finance Director: Date: I/ \31c1; GL Batch: GL Budget Ref: City Manager: Date: _ JL Batch: _ JL Budget Ref: • Vit, F 4➢ us CONSENT CALENDAR TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: NASSER ABBASZADEH, CITY ENGINEER VIA: RICK COLE, CITYpMAI GER DATE: DECEMBER 3, 2001 SUBJECT: CONTRACT AWARD FOR STREET'SWEEPING SERVICE RECOMMENDATION It is recommended that the City Council award the Street Sweeping contract to Athens Services in the amount of $122,983.20 and authorize use of Sewer Funds for the same. BACKGROUND On August 6, 2001, the City Council approved a plan to out-source the City's daytime sweeping operations. Contracting out daytime sweeping and retaining nighttime sweeping for the next two and half years will: • Result in overall ongoing cost savings to the City. While it is costing the City $25.42 per curb mile to sweep streets, it was estimated that a private company would charge the City about $13.00 per curb mile. • Create one extra work crew in Public Works Department by re-training the daytime Sweeper Operators. Because retraining the night sweeping operator would not be efficient due to impending retirement, his position would be secured as a transitional measure. After his retirement, night time sweeping would be added to the contracted service. • Increase the availability of the City Mechanics to undertake the maintenance of Water Division vehicles. They would receive training to become "fleet managers", expanding their functions beyond mechanics. The effective start date of the contract will be January 2, 2002. On November 27, 2001, the City Clerk's Office received four bid packages from Athens Services, Nationwide Environmental Services, RF Dickson,and California Street Maintenance. The results are tabulated on the next sheet. In determining the low, qualified bidder, costs shown for all items were considered, but item 6, as shown below, carried greater weight. Description Athens Nation Dickson Calif. 1. Cost per Curb Mile (CM) (Based on a once in four weeks sweeping schedule) $35/mile $20.72/mile $18.45/mile $18.95/mile 2. Cost per hour for emergency: $75/hour $65/hour $70/hour $65/hour 3. Cost to provide 4 sweepers on second Saturday in October. Cost at hourly rate per each: $50/hour $55/hour $60/hour $65/hour NO 4. Cost to provide alley swee ing oflce per month. Cost per CM: $11.78/mile $14.80/mile $21/mile $16/hour 5. Cost to provide City parking lot sweeping once per month. Cost to be at hourly rate: $50/hour $40/hour $65/hour $65/hour 6. Cost per Curb mile (Based on a bi-weekly sweeping schedule): $11.78/mile $12.42/mile $13.85/mile $14.95/mile FISCAL IMPACT Sewer fees are slated to pay for this outsourced service. The City Council has conceptually approved an increase in sewer fees to pay for the sweeping contract. The fee adjustment will be noticed for a public hearing in January 2002, and the City Council consideration. TOTAL for Capital Outlay $0 $429,044 $(429,044) 0.00 C TOTAL FOR DIVISION 000 $0 $432,684 $(432,684) 0.00 C f TOTAL FOR DEPT 80 $0 $432,684 $(432,684) 0.00 E „TOTAL FOR FUND 33 $59,913,120 $45,441,050 __ ============ _ $13,972,070 76.48 1 _ _ _ _ ____'_______ ____'_____ ••• FDDOCXP •:• E /1"... 1 i/ CITY OF AZUSA BUDGET TO ACTUALS EXPENDITURES Page 75 ())0)11.),(i. BY FUND/DEPT/DIV/OBJECT/CATEGORIES v.- 00,) FOR THE PERIOD ENDED 04/30/02 ,Fund 34 Sewer ` r\ � (OV �'/ AVAILABLE OF WORKING ti WORKING WORKING BUDGET BUDGET ACTUALS BUDGET USED Dept 35 Community Dev lopment = _ ____________________ ___= Div 651 Engineers Services Materials & Services 6220 Training Schools $15,000 $0 $15,000 6493 Outside Services & Repairs 0.00 6539 Printing, Binding & Duplicatng $15,000 $0 $25,000 0.00 C $15,000 $0 $15,000 0.00 TOTAL for Materials & Services $55,000 $0 C $55,000 0.00 TOTAL FOR DIVISION 651 $55,000 $0 C 0 I. $55,000 0.00 Div 665 Sewer Maintenance , Salaries & Benefits 6003 Salaries/Regular t . $0 $7,249 6012 Salaries/Comp-Time $(7,284) 0.00 6024 Salaries/Sick Leave $0 $84 $(27) 0.00 6045 Salaries/Education Incentive $0 $227 $($12) 0.00 $0 $(97) 1 6048 Salaries/Language Pay 92 0.00 $0 6101 PERS/Employee Contribution $197 $(196)4 0.00 $0 $5584 6105 PERS/Employer Contribution 8 $((88) 0.00 6125 FICA/Employer Cc;a rit 'ted $0 126 1(26) 0.00 $0 $126 $ 6140 Life Insurance Allocs;.on - $(126)( 0.00 6155 Workers' Comp Allocation $0 $37 (77) 0.00 $0 $77 $(77) 0.00