HomeMy WebLinkAbout12/20/1988, C-5 - SPECIFICATIONS FOR : A.) JANITORIAL SERVICES FOR PARK RESTROOMS CITY PLAN NO. N-46Y B.) LANDSCAPE MAINTENANCE MISCELLANEOUS AREAS CITY PLAN NO. N-47Y pp IIII 1 I MEETING DATE:
1110���111lppu110111 11 city of San 1UI5 0BISp0 Dec. 20, 1988
COUNCIL AGENDA REPORT
FROM:
David F. Romero Lane Wilson Prepared by: David Pierce
Public Works Dir. Parks and Bldgs Mgr. Projects Mgr.
SUBJECT:
Specifications for
A. ) Janitorial Services for Park Restrooms City Plan No. N-46Y
B. ) Landscape Maintenance Miscellaneous Areas City Plan No. N-47Y
CAO RECOMMENDATION:
Approve specifications, authorize staff to advertise for bids and
authorize the CAO to sign contracts within the estimate. In the event
that bids exceed the estimate, staff sill return to City Council with
further recommendations.
OVERVIEW:
In order to meet the City's expanded landscape and Janitorial needs, the
1987-89 Financial Plan provided funding in the amount of $160,000.00 over
two years for Contract Services to meet these needs. At this time, it is
estimated that the proposed contract services would cost $104,000.00
annually. At this level, it appears that contracting could be cost
effective when compared with use of in-house resources. However, the City
does not have any experience with the use of contracts for these services,
and it is not possible at this time to fully identify the costs nor the
problems that may be encountered in administering the contracts or
ensuring adequate service levels. This trial program for landscape and
Janitorial contract services as provided in the 1987-89 Financial Plan
should allow a comprehensive review and analysis of the costs and benefits
of this approach to providing these services.
BACKGROUND:
Over the last few years City resources haven't kept pace with expansion of
maintenance obllgation5. Public Works staff has maintained new properties
by using part-time temporary personnel and by relying heavily on the
services of CCC and CMC. Long-term use of part-time temporary personnel
for permanent work is contrary to the city's Human Resources policy, and
the use of CCC and CMC forces is subject to dictates of government
agencies over which the City has no control. In recent months, the
availability of these forces has been severely reduced.
In anticipation of this, staff presented for Council review the concept of
contracting for maintenance services wherever feasible.
���n�i�►►►IVillll���in ����� city of san tins o8ispo
00; COUNCIL AGENDA REPORT
Janitorial g Landscape Maintenance
Meeting of December 20, 1988
Page Two
The FY 1987-89 Financial Plan identified $160,000 over two years to
contract for maintenance services for several small parks, park restrooms,
street landscape areas, parking lot landscape areas, and mowing of park
areas.
Funding for these proposed contracts was provided in response to increases
in the Parks Maintenance Work Load. Recent major additions to the park
areas include: Mission Plaza Extension, French Park and Laguna Hills
Park. Recent minor additions include the Los Osos Valley Road median
islands, Madonna Road islands, Santa Rosa islands, the Tank Farm Road
landscaping along sound walls, Auto Park Circle, and the Ferrini open
space.
The Human Resource Management Policies "to manage the growth of permanent
work force and overall staffing costs" include a requirement to evaluate
"The ability of private industry to provide the proposed service." (FY
1987-89 Financial Plan page B-5)
In response to this policy, an Objective was established in the Parks and
Landscape Program to "Contract for maintenance of several small parks,
restrooms, street landscape areas, and parking lots and for mowing turf in
major parks. This contract activity will free staff to better maintain
larger and new parks." (FY 1987-89 Financial Plan page D-33)
The Janitorial and the Landscape Maintenance Specifications are for two
separate contracts which will be bid individually.
DISCUSSION:
The Janitorial and the Landscape Maintenance Specifications are for two
separate contracts which will be bid individually.
The Janitorial Services for Park Restrooms, City Plan No. N-46Y
provides for the cleaning of restrooms at seven locations and taking
down and storing flags at four locations.
Restroom locations: Mission Plaza, Santa Rosa Park, Mitchell
Park, Johnson Park, Sinshimer Park, Meadow Park, and Laguna Lake
Park
Flag Locations Mission Plaza, Recreation Center, Mitchell Park
and Meadow Park.
The Landscape Maintenance Miscellaneous Areas, City Plan No. N-47Y,
provides for the maintenance of 14 small park areas, traffic islands
and soundwalls at 21 locations, 10 parking lots, and the bus
maintenance facility (see map for locations). These specifications
have provisions for the award of up to four separate contracts. The
bidder is asked for individual quotations on each of the four areas
city of san tuts oBispo
no; COUNCIL AGENDA REPORT
Janitorial and Landscape Maintenance
Meeting of December 20, 1988
Page Three
specified and then for a price if awarded all four areas. It is
anticipated that the price quoted by the low bidder for doing all four
areas will be less than the sum of the low bids on each of the four
areas and that one contractor will be awarded a contract for all the
landscape work.
This contract is a trial program to evaluate capability of local
contractors to accomplish this work and to determine the costs of
contracting and contract administration.
The work under this contract is maintenance which does not require the
payment of prevailing wage.
The contracts include a provision that the City reserves the right to
award to a qualified agency providing vocational and rehabilitation
services to the physically and developmentally disabled persons upon a
determination that the agencies bid is reasonable and within the market
value for requested services.
ALTERNATIVES•
1 . The Council could authorize bids for contract maintenance services.
This contract would be used as a trial to determine the advantages and
disadvantages of contracting for such services (Staff recommendation).
2. The Council could authorize using money budgeted for these contracts
for temporary or permanent employees. Using employees, equipment, and
supplies is expected to be more expensive than a private sector
contract.
3. The Council could deny the proposal. Staff would continue to maintain
the properties with a combination of staff (permanent and part-time),
CMC and CCC crews. The quality of maintenance is likely to be lower
than with other alternatives.
FISCAL IMPACT•
Public Works Estimate $104,000. for 12 months
FY 1988-89 Budget 80,000.
Department FY Carry-Over 80,000.
FY 1988-89 Transit Funds 4,000.
I
c-�-3
►�H�ib�►►�IIIIIIIIIP ���lll city Of San lues OBISPO
COUNCIL AGENDA REPORT
Janitorial and Landscape Maintenance
Meeting of December 20, 1988
Page Four
The Department Fiscal Year Carry-Over is the money budgeted for last
fiscal year which was not expended for this work.
The cost estimate is based on a 12 month period. The contractor will bid
a monthly price to accomplish the work. The period of the contract will
be from award through December 31 , 1989.
RECOMMENDATION•
Approve specifications, authorize staff to advertise for bids and
authorize the CAO to sign contracts within the estimate. In .the event
that bids exceed the estimate, staff will return to City Council with
further recommendations.
Attachments:
1 - Policies and Objectives
Available in the Council Office for review:
1 - Maps of Landscape Maintenance Locations
2 - specifications City Plan No. N-46Y
3 - specifications City Plan No. N-47Y
APPROVED:
City A nistrative Officer
City At ey
az�_
Fiikancce Director
Public Works Director
ls-maint/dfr#14
D O� ECTIVES f
POLICIES J '
NEW SIGNIFICANT POLICIES
I
rovements and ensure consistency with
STREETSIpA
ENT
PROGRAM Scenic H ghways Element of the General Plan.the
v
PAVEMMANAGEMENT or pp
1.The City will reconstruct• overencies wtseal its PERSONNEL � STRATION PROGRAM
streets at standards and fregn SIIMAN RESOURCE MANAGEMENT
ensure the lowest street life-cycle cost. the resources
1. The budget will fully appropriateand will
or authorized permanent staffing
unless proposed locations have been ed recommend
limit programs to the staffing authorized.
ed and scheduled through an app will limit total
Management Plan. projects in the Pavement ersonnel services cost ceiling
Management Plan will be developed consistent 2• a perses for permanent employees• temporary
with the policies for capital improvement expenses d provide o era-
employees. r contractors hired to p P
management. tions and maintenance services.
3. When outside parties necessarily make utility cuts permanent employees will be the core work force
in the street pavement or run overweight vehicles 3 and the preferred means of staff
ongoing Year
over streets. the City will recover
ing from these round program activities that should be performed
pies the full costs of repairing by city employees rather than contractors. The
deterioration caused by their actions. Cid, will strive to provide competitive compensa
tion and benefit schedules for its authorized per-
manent work force. Each permanent employee
STREETSIGENERAL PROGRAM (half-time to full-time) will:
UNDERGROUND UTM=S pProved permanent position.
b Be assigned to an appropriate bargaining unit•
sidered for conversion to underground utilities: c
I. [n order of priority. the following areas will be con- a) F an a) Receive compensation and benefits consistent
with labor agreements. under the
a) Downtown d) Be considered a classified employee
b)Major entryways and traffic corridors Personnel Rules and Regulations.
C), Streets which are scheduled for widening growth of the permanent work force
d Areas with large new developments 4. To manage gr
e3 AAreas which and re adjacent
toa ny of the
firly rst
four
tly and overall staffing costs,the City will follow these
procedures:
overhead utilities win and
2. Proposed undergrounding districts• their estimated a) The Personnel Departof tall permanent and
requirements and their relative priority approve the hiring
financing q P ty ital temporary employees.
1 will be included in the City's four-yearimprovement P
Facilities Plan within the Capeb When_ additional services,are ProPodou
gh
pian. Undergrounding Projects may compete with ) new io lain a_c_tivit.ies and additional
from unrestricted em o ees are re ea regu�es_t for a new
other projects for financing and revenue shar- --. e •-qts -- ai
sources such as the capital outlay permaneat..posinon wrlfiacl_ude ev uat_�tss o£
mg fundsexpected results of
•The necessity. term. and
7 3. New districts which follow major entryways• �e �w activttq.
major traffic corridors and streets scheduled for • Sfaffing and materials costs including salary
widening will include the entire area of propertiese � benefits.equipment.uniforms,clerical support
fronting or gaining access &am and facilities
involved •The ability of.pnvate.industry co rovide the
�ro possa service;
4. During its scheduled review of the Capital Additional revenue or cost savings which may
improvement Plan the Architectural Review Com- be realized•
adistricts will
to coorw proposals dinate,e, other for possibleaesthetic
3 B-5 C-S-�
POLICIF' AND OBJECTIVE
NEW SIGNIFICANT POLICIES (continued)
PERSONNEL ADMINISTRATION PROGRAM
HUMAN RESOURCE MANAGEMENT (continued)
c) Periodically, and,_24or to ani request for
additional positions rho will be evalu--atm
to determine if thy can be accom�is wit
fewer Mrmanent employees.
5. Temporary employees will include all employees
other than permanent employees. management
scheduled employees, appointed employees and
City Councilmembers. Temporary employees will
augment permanent city staffing as extra-help
employees, seasonal employees. contractual
employees and work-study assistants. The City
Administrative Officer and Management Team will
encourage using temporary employees to meet
peak workload requirements. fill vacancies and
accomplish tasks where less than half-time, year-
round staffing is required.
6. Contract employees will be defined as temporary
employees with written contracts and may receive
approved benefits depending on hourly require-
ments and length of contract. Contract employees
will be used for medium-term (generally between
six months and two years)projects or for workload
increases requiring specialized staffing.
7. Independent contractor; will not be considered
city employees. They will perform services not
routinely performed by city employees and will
work without close supervision by city staff. The
required methods. skills. and equipment will
generally be determined and provided by the con-
tractor. Recruitment. selection and contract
negotiation will be guided by the Purchasing Con-
trol Manual.
B-6 C—���
LEISURE, CULTURAL & SOCIAL SERVICES
PROGRAM: Parks and Landscape (5057)
FUND: Parks and Recreation Fund
DEPARTMENT: Public Works
PROGRAM COSTS: ACTUAL BUDGETED REQUESTED PROPOSED
1985-1986 1986-1987 1987-1988 1988-1989
STAFFING $386.571 $411.500 $431.300 $444.700
OPERATING EXPENSES 214.901 241.794 287.600 287.600
MINOR CAPITAL 2.624 13.750 10.000 11.000
TOTAL $604.096 $667.044 $728.900 $743.300
PST STAFFING: MAJOR 1987-89 OBJECTIVES:
Buildings and Parks Manager 1.0 1. 1987-88: Evaluate maintenance alternatives for the
Crew Leader 2.0 new Laguna Hills and French Parks (Staff
Maintenance Worker 11 4.0 time only)
Maintenance Worker I 5.0 '2._1987-88: Contract for maintenance of several small
Total 12.0 pD __...restrooms. street landscape areas.
and.Parking lots and-for mowing [u in
SIGNIFICANT EXPENDITURE AND ....Mi0X-parks_Th ontnct activi yy�j
STAFFING CHANGES: free staff to better maintain larger and new
parks.J$1K-OUT
Contractmaintenance services for several small 3. 1987-83: Prepare separate feasibility studies on the
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