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Home My WebLink About08- City Clerk f ORIGINAL CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION From: Rachel G. Clark, CIVIC, City Clerk Subject: FY 2010/11 Integrated Waste Management Budget amendment per Dept: City Clerk Resolution No. 2011-51 (Alden Fleet Solutions, Inc.) Date: March 28, 2011 Council Date: April 4, 2011 Synopsis of Previous Council Action: 3/7/2011: Resolution No. 2011-51 was approved authorizing the execution of an Agreement and issuance of a purchase order in the amount of $35,124.12 to Alden Fleet Solutions, Inc. for GPS tracking system services to be utilized by the Public Works Department, Integrated Waste Management Division. Recommended Motion: Authorize the Finance Director to amend the FY 2010/11 Integrated Waste Management Budget and transfer $35,200 from Account No. 527-400-5181-0000-0001 to Account No. 527-400-5112- 0000-0001. Rachel G. Clark, CIVIC, City Clerk Nadeem Majaj, irector of Public Works Contact person: Rachel G. Clark, CIVIC, City Clerk- Phone- 384-5002 Supporting data attached: Staff Report Ward: All FUNDING REQUIREMENTS: Amount: $35,124.12 Source: (Acct. No.) 527-400-5112-0000-0001 (Acct Description) Small Toms and Equipment Finance: Council Notes: Agenda Item No. 6 Oy-oy-�ol� STAFF REPORT To: Honorable Mayor and Members of the Common Council/Community Development Commission From: Rachel G. Clark, CMC, City Clerk Date: March 28, 2011 Subject: FY 2010/11 Integrated Waste Management Budget amendment per Resolution No. 2011-51 Council Meeting of April 4,2011 Background: At the March 7, 2011 meeting of the Mayor and Council, Resolution No. 2011-51 was adopted authorizing the execution of an Agreement and issuance of a purchase order in the amount of $35,124.12 to Alden Fleet Solutions, Inc. for GPS tracking system services to be utilized by the Public Works Department, Integrated Waste Management Division. The staff report submitted by the Public Works Department included two motions: 1) to authorize the Finance Director to amend the FY 2010/11 Integrated Waste Management Budget and transfer $35,200 from Account No. 527-400-5181-0000-0001 to Account No. 527-400- 5112-0000-0001; and 2) Adopt Resolution. It came to our attention last week that the agenda did not list the first motion; therefore, the budget amendment needs to be approved to complete the action required for this item. Financial Impact: $35,124.12 from Account No. 527-400-5112-0000-0001 —Small Tools and Equipment Recommendation: Authorize the Finance Director to amend the FY 2010/11 Integrated Waste Management Budget and transfer $35,200 from Account No. 527-400-5181-0000-0001 to Account No. 527-400- 5112-0000-0001. 1 I CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Nadeem Majaj, Director of Subject: Resolution of the Mayor and Public Works Common Council of the City of San Bernardino authorizing the execution of an Dept: Public Works—Integrated Waste Agreement and issuance of a Purchase Order Management Division in the amount of $35,124.12 to Alden Fleet Solutions, Inc. for GPS tracking system Date: March 1, 2011 services to be utilized by the Public Works Department, Integrated Waste Management Division. Meeting date: March 7, 2011 Synopsis of Previous Council Action: Recommended motion: 1. Authorize the Finance Director to amend the FY 10/11 IWM Budget and transfer $35,200 from Account No. 527-400-5181-0000-0001 to Account No. 527-400-5112-0000-0001. 2. Adopt Resolution. Signature Contact person: James Keezell, IWM Division Manager Phone: 384-7213 Supporting data attached: Staff Report, Resolution,Vendor Service Agreement and Attachment"1" Ward: All FUNDING REQUIREMENTS: Amount: $35,124.12 Source: (Acct. Nos.) 527-400-5112-0000-0001 Acct. Description: Small Tools and Equipment Finance: Council Notes: Agenda Item No. �D i CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of an Agreement and issuance of a Purchase Order in the amount of$35,124.12 to Alden Fleet Solutions, Inc. for GPS tracking system services to be utilized by the Public Works Department, Integrated Waste Management Division. Background: In May 2008, R3 Consulting Group (R3) provided a Business Plan for the Integrated Waste Management Division (IWMD) to the Mayor and Common Council. This plan included 90 recommendations that were suggested for implementation. In 2009, the City contracted with Matrix Consulting Group (Matrix) to conduct a management study of the IWMD and the Business Plan that was completed by R3. The study involved a comprehensive organization and management analysis of IWMD operations, service levels, management practices, and staffing levels. Matrix reviewed the plan that was compiled by the R3 Consulting Group and concurred with the following recommendations: • Recommendation 33 - Purchase and install GPS software and tracking devices for all residential collection vehicles (automated side loader vehicles). • Recommendation 48 - Purchase and install GPS software and tracking devices for all commercial collection vehicles (front load vehicles). • Recommendation 68 - Purchase and install GPS software and tracking devises for all temporary collection vehicles (roll-off vehicles.) Alden Fleet Solutions, Inc. is the current vendor that supplies the San Bernardino Municipal Water Department (Water Department) with a GPS tracking system for its fleet. In order to streamline the benefits of GPS tracking systems, staff recommends that the IWMD use the same vendor as the Water Department to monitor and track City vehicles. By installing GPS units on refuse vehicles, the IWMD will be able to use the GPS software to optimize routes, which should lead to an overall reduction in the number of routes that are scheduled on a daily basis. This will reduce fuel and maintenance costs. In addition, IWMD supervisors will be able to locate any refuse vehicle at any given time in order to determine which vehicle is the closest to any given customer for additional services such as additional pickups, misses and/or roll-off services. Most importantly, the GPS tracking system will improve safety to all drivers. All GPS units will provide tracking services 24-hours a day to determine vehicle locations and provide aid if a vehicle is stolen or involved in an accident. The cost to purchase the GPS units will be approximately $24,485.00 (this is a one time cost) and the ongoing yearly network fee will be $24,890.04 for all 83 refuse vehicles (approximately $2,074.17 per month). There will be no additional charge for installation of the units. The Water Department has committed to install the units free of charge. The following is a breakdown of the cost: Purchase and install GPS units: $24,485.00 Network fee for March, April, May and June of 2011: $ 8,296.68 Shipping: $ 200.00 Sales Tax: 2,142.44 Total for FY 10-I1: $35,124.12 Ongoing yearly network fee: $24,890.04 1 I CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION Staff Report- Continued Staff recommends that the Mayor and Common Council authorize the execution of an agreement and issuance of a purchase order in the amount of $35,124.12 to Alden Fleet Solutions, Inc. for GPS tracking system services. Since the IWMD will be using the same vendor as the Water Department, this purchase is exempt from the formal contract procedures of Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.010. B.3 of said Code, "Purchases approved by the Mayor and Common Council." The term of this agreement shall be from March 7, 2011 through June 30, 2011, with four one-year extensions at the City's option. Financial Impact: There will be no impact to the General Fund. Funds are available in the FY 10-11 Integrated Waste Management Division Budget Accounts, (Account Number 527-400-5112-0000-0001) Small Tools and equipment in the amount $35,124.12. Account Number: 527-400-5112-0000-0001 Budgeted Amount: $2,0 00 Balance as of March 1, 2011: 977 Balance after approval of this item: 977 Please note this balance does not indicate available funding. It does not include non- encumbered reoccurring expenses or expenses incurred but not yet processed. Recommendation: 1. Authorize the Finance Director to amend the FY 10/11 IWM Budget and transfer $35,200 from Account No. 527-400-5181-0000-0001 to Account No. 527-400-5112-0000-0001. 2. Adopt Resolution. 2 V Council Member/Commissioner Johnson made a motion, seconded by Council Member/Commissioner Shorett, that the Director of Public Works be authorized to execute Contract Change Order No. One with All American Asphalt for Street Improvements on Cajon Boulevard related to EDA Award No. 07-01- 06147, per Project Plan No. 12155 The motion carried unanimously. 19. Authorize the Director of Public Works to execute Contract Change Order No. Three with Weka, Inc. for the Sanitary Sewer Relocation Improvements for State Route 215 Freeway Widening, Segments 1, 2 and 5 (SW09-03), per Project Plan No. 12574 Council Member/Commissioner Johnson made a motion, seconded by Council Member/Commissioner Shorett, that the Director of Public Works be authorized to execute Contract Change Order No. Three with Weka, Inc. for the Sanitary Sewer Relocation Improvements for State Route 215 Freeway Widening, Segments 1, 2 and 5 (SW09-03), per Project Plan No. 12574. The motion carried unanimously. r. i 20. RES. 2011-51 - Resolution of the Mayor and Common Council of the City -' of San Bernardino authorizing the execution of an Agreement and issuance of a purchase order in the amount of $35,124.12 to Alden Fleet Solutions, Inc. for GPS Tracking System Services to be utilized by the Public Works Department, Integrated Waste Management Division. Public Comments Charles Greenwood, San Bernardino, CA. Council Member/Commissioner Marquez made a motion, seconded by Council Member/Commissioner Shorett, that said resolution be adopted. Resolution No. 2011-51 was adopted with Kelley voting "no" and McCammack abstaining. 21. RES. 2011-52 - Resolution of the City of San Bernardino amending Resolution No. 655 entitled, in part, "A Resolution... designating certain streets, or portions thereof as through highways..." and establishing a four- way stop at the intersection of Twenty-Seventh Street and Davidson Avenue. Council Member/Commissioner Johnson made a motion, seconded by Council Member/Commissioner Shorett, that said resolution be adopted. Resolution No. 2011-52 was adopted unanimously. 10 03/07/2011