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Home My WebLink About28-Public Services 1-- CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION , r . Date: April 30, 2001 OR'I"I",A'L I I ~ I I W i"\ Subject: A resolution authorizing an increase to an Annual Purchase Order to Fourth Street Rock for disposal of street sweeping materials. From: Lynn Merrill, Director Dept: Public Services Council Meeting Date: May 7, 2001 Synopsis of Previous Council Action Reso 2000-89 Adopted 4/17/00 Reso 2001-42 Adopted 2/20/01 Recommended Motion: 1. Adopt resolution 2. Authorize the Director of Finance to transfer $30,000 from FY 2000/2001 Public Services budget Account No. 527-414-5502, Professional Services into Account No. 527-414-5179, ~;::;es Lynn Merrill Contact person: Lynn Merrill Phone: 5140 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: $30,000 Source: 527-414-5179 Dump/Waste Fees pd~i~ Council Notes: sbm Agenda Item NO.~ . t CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Staff Report SUBJECT A resolution authorizing an increase to an Annual Purchase Order to Fourth Street Rock for disposal of street sweeping materials. Back~ound The Street Sweeping unit of the Public Services Refuse Division sweeps approximately 1200 miles of curbed streets each month. This sweeping generates about 3,000 tons of sand and debris each year. From Apri129, 1998, Fourth Street Rock in San Bernardino has been accepting all of the City's street sweeping material for processing and separation of debris and disposal of the inert materials on their site. Street sweepings are hauled to their facility and placed in a stockpile for processing at a later date. When enough material is accumulated, Fourth Street Rock moves the material to their screening plant to separate organic material, bottles, plastic and other trash from the soil and sand. The trash is then placed in a City provided roll off bin for disposal at the landfill and the balance of the material is then disposed of at Fourth Street Rock. This operation has continued for the last few years and has worked well. Fourth Street Rock has determined it is possible to accept all of the material in their pit operation and have offered to accept all of the street sweeping material at $20.00 per ton. This amounts to a $9.32 savings per ton rather than hauling the material to a landfill. This does not include additional savings of time and equipment to dispose of sweeping material in the City compared to hauling evetything to the landfills. Fourth Street Rock is the only facility in this area that offers this process of operation utilizing the materials generated by the City's street sweeping operation; therefore, is considered a sole source provider. Savings is approximately $28,560 per year when compared to sending this material to the County landfill. The original purchase order for this service to Fourth Street Rock was in the amount of $24,000. Authorization increasing this purchase order No. 201938 was approved by the Mayor and City Council on February 20, 2001 to a total amount of $45,000. The approved FYOO/Ol budget included the total amount of $45,000 in the Public Services Department, Refuse Division Dump/W aste Fees, 527-414- 5179. Funding for this account was under-budgeted due to the possibility of street sweeping privatization during FYOO-Ol. An estimated amount of $30,000 will be necessary to fund this service for the balance of the fiscal year. When staff prepared the request for the increase in the purchase order in January 2001 for the February 20 Council meeting, the financial reports used to project the cost for this service indicated that less than 50% of the funds had been expended. In actuality, a delay in receiving, processing and posting invoices from the vendor caused a gross underestimation of the actual year to date cost. Staff is recommending that funds originally earmarked for the application of pre-emergent weed killer along the right of way be transferred to cover this increase. Pre-emergent weed spraying must be scheduled ahead of light rains in order to allow the chemicals to infiltrate the soil. Due to the sporadic nature of the rain events this year, the City was not able to schedule an appropriate application; to have done so under the existing environmental conditions would have resulted in the pre-emergent chemicals being washed away. Pre-emergent chemicals do have a residual effect in the soil from season to season, and skipping this year's cycle should have a minimal impact, provided that an appropriate spraying schedule is maintained next season. The only alternative to approving this increase in the purchase order is to have this sweeping debris transported to the County of San Bernardino landfills at a higher rate. In the future, staff will reconunend awarding this agreement on an open-ended, dollar per ton amount, similar to those used for the disposal of refuse, recyclables and green wastes to take into consideration the actual fluctuations in tons collected. Financial Impact Funds for the increase of $30,000 to Purchase Order No. 201938 for a total amount of $75,000, will be transferred from FYoo/01 Public Services budget account 527-414-5502 Professional Services to Account 527-414-5179, DumplWaste Fees. Recommendation 1. Adopt resolution. 2. Authorize the Director of Finance to amend the FY2oo0/2001 budget and transfer $30,000 from Account No. 527-414-5502, Professional Services into Account No. 527-414-5179, DumplW aste Fees. ~(Q)GJV 1 Resolution No. . 2 A RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE ORDER TO FOURTH STREET ROCK 3 FOR DISPOSAL OF STREET SWEEPING MATERIALS. 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 . 27 . BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1. That Fourth Street Rock processes, separates and disposes of inert materials generated from the City's street sweeping operation; pursuant to this determination, the Purchasing Manager is hereby authorized and directed to increase the annual Purchase Order by $30,000 to a "not to exceed" amount of $75,000 to said Fourth Street Rock for disposal of street sweeping materials. SECTION 2. The authorization to execute the above referenced purchase order is rescinded if it is not issued within sixty (60) days of the passage of this resolution. 28 I I I I I I I I I I I I I I I IIIII I I I I I I I I I I I I I I I I I I I ! I I I I I IIIII I I I I I I I I I I IIIII YLo . jf May I, 200 1 .6/1/tJ1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 . 27 . . 28 A RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING AN INCREASE TO AN ANNUAL PURCHASE ORDER TO FOURTH STREET ROCK FOR DISPOSAL OF STREET SWEEPING MATERIALS. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2001, by the following vote, to wit: Council Members: Ayes Nays Abstain Absent ES1RADA LIEN McGINNIS SQ-INETZ SUAREZ ANDERSON McCAMMACK Rachel Clark, City derk City of San Bernardino The foregoing resolution is hereby approved this day of , 2001. Approved as to form and Legal content; James F. Penman, City Attorney Judith Valles, Mayor City of San Bernardino Apn130, 2001 2 '. . '. ** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT ** RESOLUTION AGENDA ITEM TRACKING FORM Meeting Date (Date Adopted): 5-i-() \ Item # '2 ~ Resolution # Vote: Ayes I', Nays & Abstain c2r Change to motion to amend original documents: '"200\ - <19 Absent -& Reso. # On Attachments: - Contract term: NulVVoid After: lac:> OP-<J~ /,-6- 0 I I Note on Resolution of Attachment stored separately: -== Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By: Date Sent to Mayor: ~ -'1s-<:::,\ Date of Mayor's Signature: 5 -1s -<::::>1 Date ofClerk/CDC Signature: 5 -"]-6 \ Reso. Log Updated: Seal Impressed: ~ ...--- Date Memo/Letter Sent for 1 60 Day Reminder Letter Sent on 30th day: 90 Day Reminder Letter Sent on 45th day: See Attached: See Attached: See Attac ed: Date Returned: - Request for Council Action & Staff Report Attached: Yes /' Updated Prior Resolutions (Other Than Below): Yes Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes Updated CDC Personnel Folders (5557): Yes Updated Traffic Folders (3985,8234,655,92-389): Yes No By No ./ By No ~ By No ~ By No L By Copies Distribnted to: City Attorney / Parks & Rec. Code Compliance Dev. Services EDA Finance ./" MIS Police Public Services ,,/' Water Others: Notes: BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.) Ready to File: ~ Date: 5-, e, -0 I Revised 01/12/01