HomeMy WebLinkAbout02/15/2005, C3 - DAMON-GARCIA SPORTS FIELDS MAINTENANCE r
counatM=ma°� '
Ixm Nie 1
acEnda Repout
CITY OF SAN LUIS 0BISP0
FROM: Jay Walter, Public Works Director
Dave Smith, Administrative Services Manager
SUBJECT: DAMON-GARCIA SPORTS FIELDS MAINTENANCE
CAO RECOMMENDATION
1. Support a change in the maintenance strategy for the Damon-Garcia sports fields from
contract to in-house, and approve reassigning two existing parks maintenance staff to
maintain the Damon-Garcia sports fields and use contract services to backfill maintenance
needs at other park areas.
2. Authorize the CAO to approve requests for proposals for landscape maintenance services at
other park areas and award the contact if within the $126,000 annually.
3. Conceptually approve increasing the fleet by purchasing a turf mower, pick-up and utility cart
for use at the Damon-Garcia sports fields, with final Council approval as part of the 2005-07
Financial Plan.
DISCUSSION
Background
Appendix A of the 2003-05 Financial Plan included approved funding for maintenance of the
Damon Garcia Sport Field Complex. The request specifies funding for ongoing maintenance as a
contract service instead of City staff to maintain the sport field complex's turf and landscape. The
approved original annual budget established contract service labor costs based on total
compensation cost of two full-time regular Parks Maintenance Workers and amortized equipment
indirect purchase values. Contact services totaled $143,700 and included: $123,500 for labor;
$13,900 for materials and supplies; and $6,300 in annual amortized costs for three pieces of fleet
equipment. The three fleet items were each amortized using respective terms of 15, 12, and 6 years
with annual costs being $3,400 for the turf mover, $1,900 for the pick-up trick, and $1,000 for the
electric cart.
This fleet equipment was intended to be purchased by the contractor at time of award, with those
costs recovered through amortized charges as part of regular billing for service. The original base
values established in 2003 used to calculate the amortization of the equipment were$51,000 for the
mower, $23,000 for the pickup, and $6000 for the electric cart. The aggregate equipment"payoff'
cost totaled $80,000. Pricing for labor and equipment has been updated and detailed in the fiscal
impact table. Materials and supplies remain unchanged but contract maintenance labor is $126,000
and the three pieces of fleet equipment total $85,000.
0
Damon-Garcia Sports Fields Maintenance Page 2
Current Situation
Use of the fields was originally projected to begin in the summer of 2004. This was based on
completion of construction and a turf establishment period of one year to be provided as part of the
construction contract. The fields were planned to be usable in the summer of 2004 but, due to
construction delays, that date was revised to June of 2005. Because of this, virtually all the original
funds for 2004-05 were removed from the Parks and Landscape operating budget as part of a cost
saving process that occurred at the start of this fiscal year. Since use of the fields would not begin
until the start of the 2005-06 fiscal period, staff would use the normal budget process (currently
underway) to submit Significant Operating Program Change requests to establish the next operating
budget funding.
Reassigning In-house Maintenance Staff
As part of the construction project requirements, a landscape contractor has been responsible for
specialized, limited grow-in maintenance of the field turf. This final contract responsibility ends as
of May 2005. Due to concerns raised by City staff during the establishment period, and concerns of
the public about the high visibility and the large investment in the Damon-Garcia sports fields, City
staff has reevaluated the situation. Public expectation is high for a well-run and well maintained,
state of the art complex. The anticipated complexity, demand, and need for consistent and
competent field maintenance is not best served by use of long term contract maintenance for this
complex. Parks maintenance staff is very familiar with the irrigation system and its controller, the
sand based fields and the need for regular and vigilant care. Using a contractor risks the City not
being able to confidently provide the good stewardship that is needed for the fields as they begin to
get heavy use. Staff recommends reassigning two existing parks maintenance workers to the
Damon-Garcia sports fields..
Redirecting Use of Contact Maintenance
To balance the effect of reassigning two existing maintenance staff, staff recommends reallocation
of the contract maintenance resource to other park areas to backfill the work left behind from
reassigned employees. Staff has determined that there are several potential landscape areas that
could be contracted out. These areas are limited to those with landscape only and no playground
equipment. Playground equipment requires a higher level of daily care and certified inspection.
(The City has Certified Playground Inspectors, which helps our insurance rates.)
Equipment Purchase
Using in-house staff to maintain the Damon-Garcia sports fields will make it necessary for the City
to purchase the needed maintenance equipment up front, which is specific to maintaining the sports
fields that will no longer be provided by a contractor. Upon conceptual approval, staff would
submit Capital Improvement Project requests as part of the 2005-07 budget process to fund
purchase of the three pieces of equipment added to the fleet. The equipment purchase would need
to be made as soon as possible when the new fiscal year begins as the grand opening is planned for
May 27,2005.
C3 D�'
Damon-Garcia Sports Fields Maintenance Page 3
CONCURRENCE
The Advisory Committee on Joint Use of Recreational Facilities and Parks & Recreation
Commission held informal discussions regarding this issue and agree with the recommendation
to use in-house staff to maintain the sports fields.
FISCAL IMPACT
Originally ApprovedOn-going
Contract Maintenance Labor (based on(2)MWIi salaries in 2003) 123,500 123,500
Materials and supplies 13,900 13,900
Amortization of one turf mower($51,000 over 15 years) 3,400 3,400
Amortization of one pickup truck($23,000 over 12 years) 1,900 1,900
Amortization of one utility cart($600.0 over 6 years) 1,000 1,000
Total $ 143,700 $143,700
ProposedAdjusted Annual Budget
Contract Maintenance Labor(based on(2)Rwil salaries currency) 126,000 126,000
Materials and supplies 13,900 13,900
One turf mower(updated purchase price$50,600) 50,600 0
One pick up truck (udated purchase price$22,800) 22,800 0
One electric cart (updated purchase price$11,700 11,700 0
Total $ 2253000 $139,900
Note: The operating budgets information above only shows costs related to maintenance services and does not include costs for
water and electricity.
ALTERNATIVE
Operationally, hiring two additional full-time regular parks maintenance workers to service the
Damon-Garcia complex instead of contracting-out for this is Public Works is the preferred
alternative. However, this is not recommended at this time due overall budget and hiring freeze
concerns.
C3 -3