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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Ken Fischer, Director
Subject: A resolution authorizing the
increase of a purchase order to the
County of San Bernardino Solid Waste
and Inland Regional Material Recovery
Facility.
Dept: Public Services
Date: June 1, 2006
Meeting Date: June 19,2006
Synopsis of Previous Council Action:
Resolution 2005-408
December 5, 2005
Increase PO $1,250,000
Recommended Motion:
1) Adopt Resolution.
2) Authorize the Director of Finance to amend the FY 2005-2006 Refuse Division
budget to appropriate $571,700 from the unappropriated Refuse Fund balance into
527-413-5179. ~Q:-. ./___
Signature
FUNDING REQUIREMENTS:
Phone: 5140
Ward: All
Amount: $ 1.020,400
Contact person: Ken Fischer. Director
Supporting data attached: Yes
Source: 527-412-5179 Residential
Dump Waste Fees $448.700: 527-413-
5179 Commercial Dump Waste Fees
$571.700.
Finance:
Council Notes:
K-fso. a-DObr)ot
Agenda Item No. 33
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
A resolution authorizing the increase of a purchase order to the County of San
Bernardino Solid Waste and Inland Regional Material Recovery Facility.
Background:
Earlier this fiscal year staff received notice from the County of San Bernardino that staff
could not haul refuse to the Colton Landfill. Consequently, staff began taking refuse to
the Mid-Valley landfill in north Fontana. This change resulted in a significant increase to
hours worked, fuel cost, and maintenance of vehicles. Staff began looking for other
options. The Inland Regional Material Recovery Facility was a more efficient option;
however, the cost per ton was $12.40 more than County Landfills.
Earlier this calendar year staff received notice from the County of San Bernardino that
staff could return to hauling refuse to the Colton Landfill on a limited basis. Staff has
begun hauling refuse to the Colton Landfill and continues to use Inland Regional
Material Recovery Facility on an as needed basis.
As a result of the added cost per ton at the Inland Regional Material Recovery Facility
and the County of San Bernardino raising tonnage rates at their landfills staff projects
that there are not sufficient funds encumbered and budgeted for the remaining bills to
be received. Staff has received April and May bills from Inland Regional Material
Recovery Facility but not June. Staff has received April bills from the County of San
Bernardino but not May and June.
Residential Dump Fees, account 527-412-5179 has a purchase order with the County of
San Bernardino and Inland Regional Material Recovery Facility. The County of San
Bernardino purchase order 206293 has an encumbrance of $1,300,000. Staff projects
the total cost to be charged to this purchase order for residential waste is $1,476,700.
This equates to a $176,700 shortfall of encumbered funds. The Inland Regional
Material Recovery Facility purchase order 206290 has an encumbrance of $1,355,100.
Staff projects the total cost to be charged to this purchase order for residential waste
and green-waste is $1,627,100. This equates to a $272,000 shortfall of encumbered
funds. The projected total shortfall of encumbered funds is $448,700. Currently,
account 527-412-5179 has an unencumbered balance of $597,300. Using these
unencumbered funds to increase the residential dump fees purchase orders, staff will
have sufficient funds encumbered and available for the remaining bills to be received.
Commercial Dump Fees, account 527-413-5179 has a purchase order with the County
of San Bernardino and Inland Regional Material Recovery Facility. The County of San
Bernardino purchase order 206293 had an encumbrance of $2,000,000. Staff projects
the total cost to be charged to this purchase order for commercial waste is $2,915,200.
This equates to a $915,200 shortfall of encumbered funds. The Inland Regional
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Material Recovery Facility purchase order 206290 has an encumbrance of $900,000.
Staff projects the current encumbrance to be sufficient for the remaining bills to be
received. The projected total shortfall of encumbered funds is $915,200. Currently,
account 527-413-5179 has an unencumbered balance of $343,500. Using these
unencumbered funds to increase the County commercial dump fee purchase order, staff
will need an additional $571,700.
Financial Impact:
There is an available unappropriated Refuse fund balance for the requested $571,700.
Appropriating these funds will increase account 527-413-5179 allocated budget by
$571,700.
As stated in the Waste Discharge Agreement with the County of San Bernardino, staff
recorded the added cost of not being allowed to haul refuse to the City's designated
landfill. The County of San Bernardino has reviewed staff's records and have agreed to
staff's methodology for tracking the City's additional costs. As a result of the County of
San Bernardino's approval of staff's methodology; staff anticipates a refund of payment
in the amount of $350,000. However, we do not expect this payment in the near future
because of our ongoing dispute over perchlorate fees, so we cannot expect it to offset
our costs in the short term.
Recommendation:
Adopt resolution and authorize the Director of Finance to amend the FY 2005-2006
Refuse budget to appropriate $571,700 from the unappropriated Refuse Fund balance
into 527-413-5179.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE INCREASE OF A PURCHASE ORDER TO
THE COUNTY OF SAN BERNARDINO SOLID WASTE AND INLAND REGIONAL
MATERIAL RECOVERY FACILITY
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That County of San Bernardino Solid Waste and Inland Regional
Material Recovery Facility provide refuse disposal services Pursuant to this
determination the Purchasing Manager is hereby authorized to increase the purchase
order to County of San Bernardino Solid Waste by $1,091,900 for a total amount not to
exceed $4,391,900 and increase the purchase order to Inland Regional Material
Recovery Facility by $272,000 for a total amount not to exceed $2,527,100
SECTION 2. The Purchase Orders shall reference this Resolution No. 2006-
and shall read, "Purchase Order 206293, not to exceed $4,391,900 and
Purchase Order 206290, not to exceed $2,527,100 and shall incorporate the terms
and conditions of this Resolution."
SECTION 3. The authorization to execute the above referenced Purchase
Orders is rescinded if not issued within sixty (60) days of the passage of this
Resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE INCREASE OF A PURCHASE ORDER TO
THE COUNTY OF SAN BERNARDINO SOLID WASTE AND INLAND REGIONAL
MATERIAL RECOVERY FACILITY
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
Mayor and Common Council of the City of San Bernardino at a
day of
, 2006, by the
meeting thereof, held on the
following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
BAXTER
MCGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution IS hereby approved this
,2006.
day of
Patrick J. Morris, Mayor
City of San Bernardino
App,^JVed as to Form:
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y. I ," /1............:;7 ,,"t' IJ t>v~
Varr/es F. Penman,
Cj(y Attorney
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Abstain
Resolution #
--e-
JOOh-lgf
Absent / '<;- fey
Meeting Date (Date Adopted): ~ Item #
Vote: Ayes d..j'\ tfi:.r J -N~YS -A
Change to motion to amend original documents 0
33
Companion Resolutions
NullNoid After: 10 0
days/~D~
Resolution # On Attachments: 0
Note on Resolution of attachment stored separately: 0
PUBLISH 0
POST 0
RECORDW/COUNTY 0
By:
Date Sent to Mayor:
Date of Mayor's Signature:
Date of Clerk/CDC Signature:
Reso. Log Updated: ~.
Seal Impressed: )$J...
Reso. # on Staff Report ts;b
Date Memo/Letter Sent for Signature:
I" Reminder Letter Sent:
Date Returned:
Znd Reminder Letter Sent:
Not Returned: 0
Request for Council Action & Staff Report Attached: Yes~ No By_
Updated Prior Resolutions (Other Than Below): Yes No~ By_
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes No~ By_
Updated CDC Personnel Folders (5557): Yes No ~ By_
Updated Traffic Folders (3985, 8234, 655, 92-389): Yes No ~ By_
Copies Distributed to:
Animal Control
City Administrator
City Attorney
Code Compliance
Development Services
Others:
o
o
~ C'o.,\\'W
o
o
EDA
o Information Services
o Parks & Recreation
..E Uttt ~nA.C (lolice Department
o Public Services
o Water Department
D
o
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D
Facilities
Finance
Fire Department
Human Resources
Notes:
Ready to File: _
Date:
Revised 1Z/18/03