CITY COUNCIL AGENDA ITEM
Meeting Date: May 28, 2002
Subject/Title: Approve a resolution authorizing the City Manager to execute an agreement with R.W. Beck, Inc. for conducting a collection efficiency study, a rate study and a master plan for the Solid Waste division.
Submitted by: Jon Carlson, Solid Waste Manager
Approved by: John Stevenson, City Manager
Approve a resolution authorizing the City Manager to execute an agreement with R.W. Beck, Inc. for professional services for conducting a collection efficiency study, a rate study and a master plan for Public Works’ Solid Waste division. Total cost of integrated study not to exceed $50,000.
Staff is recommending a master plan be performed on its transfer station, along with an overall review of its solid waste operations and a rate review to ensure the City is well positioned for the expected future growth.
In 1998, the City of Brentwood constructed an interim solid waste transfer station to reduce its operating costs and to meet its municipal solid waste processing needs for 5-10 years. At the time, consideration was also given to opening the facility to the public for disposal as well, possibly on a “weekends-only” basis.
The facility has certainly met its main objective of reducing costs, with the City being able to dramatically cut its transportation costs and use the flexibility of a transfer station to negotiate the best possible disposal pricing with neighboring landfills.
Public disposal on a regular basis, other than the Neighborhood Clean-ups, has not been aggressively pursued for various reasons. One of the chief obstacles is the small tipping area, which makes handling large numbers of vehicles unsafe within our current staff allocation and space constraints. The facility was developed on only three (3) acres, yet currently houses the entire Solid Waste Operation (collection trucks, employee parking, cart/bin storage, etc.). Another obstacle involves the lack of a scale and/or a scale house, which should be in place to handle the monetary transactions.
With the City’s expected growth over the next few decades, staff feels it would be prudent to re-evaluate the possible expansion or following improvement scenarios at the site: (1) acquire additional acreage, (2) build a covered structure, (3) develop the site for improved public access and most importantly, (4) ensure the site will meet the City’s solid waste needs for the next 30 years. Staff feels strongly that this analysis be taken before opening to the public and before the operation grows too large to accommodate a major reconfiguration of the site while still conducting its day-to-day operations.
A full evaluation of the operation will be conducted by R.W. Beck, Inc. to provide recommendations on programs, staffing, equipment, budgetary needs and to provide their insight on the efficiency of the operation.
Finally, although the City’s solid waste rates have not increased since we took over from the previous contractor eight (8) years ago, a detailed analysis of our Solid Waste Enterprise rate structure should be performed to ensure its ability to provide funding for any possible expansion or improvements to our facilities or our programs in the future.
Total cost of integrated study is not to exceed $50,000. Funds were budgeted for these consulting services in the Solid Waste Enterprise 2001/02 budget.
· R.W. Beck Agreement
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH R.W. BECK, INC. IN AN AMOUNT NOT TO EXCEED $50,000 FOR CONDUCTING A COLLECTION EFFICIENCY STUDY, A RATE STUDY AND A MASTER PLAN FOR THE PUBLIC WORKS’ SOLID WASTE DIVISION.
WHEREAS, the Solid Waste division operates a transfer station that currently meets the needs of the City for the next 5-10 years; and
WHEREAS, the City has considered opening its facility to public access; and
WHEREAS, the City’s population is expected to double in the next twenty (20) years; and
WHEREAS, the City should evaluate its options in regards to the possible expansion or improvement of its transfer station and its solid waste programs as well as its overall rate structure; and
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood hereby authorizes the City Manager to execute an agreement with R.W. Beck, Inc. in an amount not to exceed $50,000 for professional services for conducting a collection efficiency study, a rate study and a master plan for the Public Works’ Solid Waste division.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 28th day of May, 2002 by the following vote:
Michael A. McPoland, Sr.
Karen Diaz, CMC
Deputy City Manager/City Clerk
AGREEMENT FOR PROFESSIONAL CONSULTANT SERVICES
This Agreement, made and entered into this 1st day of June, 31st Day of May, 2002, by and between the CITY OF BRENTWOOD municipal corporation existing under the laws of the State of California, hereinafter referred to as “CITY”, and R.W. Beck, Inc. with offices in St. Paul, Minnesota, authorized to do business in California, hereinafter referred to as “CONSULTANT”.
A. CITY desires certain professional consultant services hereinafter described.
B. CITY desires to engage CONSULTANT to provide these services by reason of its qualifications and experience for performing such services and CONSULTANT has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 – SCOPE OF SERVICES
The scope of services to be performed by CONSULTANT under this agreement is for professional services on an as-needed basis for conducting a collection efficiency study, a rate study and a master plan, as proposed in Exhibit “A”.
SECTION 2 – DUTIES OF CONSULTANT
CONSULTANT shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONSULTANT under this agreement. CONSULTANT shall, without additional compensation, correct or revise any errors or deficiencies in its work.
CONSULTANT represents that it is qualified to furnish the services described under this agreement.
CONSULTANT shall be responsible for employing or engaging all persons necessary to perform the services of CONSULTANT.
It is understood that R.W. Beck will be the designated representative providing services to the City and this designated representative shall not be replaced without the City’s approval.
SECTION 3 – DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONSULTANT and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONSULTANT’S work.
SECTION 4 – TERM
The services to be performed under this agreement as outlined in Exhibit “A” “Schedule” shall commence on June 1 May 30, 2002 and shall be completed no later than October 1, 2002.
SECTION 5 – PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request and CITY approval of the work performed. The CITY shall pay the CONSULTANT at the rates and for the hours actually performed by the CONSULTANT in accordance with the rates set forth in Exhibit “A” not to exceed $50,000.
SECTION 6 – TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this agreement or suspend work on the Project for any reason upon ten (10) days’ written notice to CONSULTANT. CONSULTANT agrees to cease all work under this agreement upon receipt of said written notice.
Upon termination and upon CITY’S payment of the amount required to be paid, documents become the property of CITY, and CONSULTANT shall transfer them to CITY upon request without additional compensation. Upon termination or expiration of this agreement, the obligations of the parties shall cease, save and except from those provided under Sections 7,8,10, 11, 12, 14, 15, and 16.
SECTION 7 – OWNERSHIP OF DOCUMENTS
All documents prepared by CONSULTANT in the performance of this agreement, although instruments of professional service, are and shall be the property of CITY, whether the project for which they are made is executed or not. Use of the instruments of professional service by City for other than the project, is at CITY’S sole risk without legal liability or exposure to CONSULTANT.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONSULTANT in connection with the performance of this agreement are confidential until released by CITY to the public. CONSULTANT shall not make any such documents or information available to any individual or organization not employed by CONSULTANT or CITY without the written consent of CITY before any such release.
SECTION 9 – INTEREST OF CONSULTANT
CONSULTANT covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this agreement.
SECTION 10 – CONSULTANT’S STATUS
It is expressly agreed that in the performance of the professional services required under this agreement, CONSULTANT shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONSULTANT an agent or employee of CITY while providing services under this agreement.
SECTION 11 – INDEMNITY and LIMITATION OF LIABILITY
CONSULTANT, in the performance of professional services, under this Agreement shall indemnify, defend, and hold harmless CITY, its directors, officers, employees and agents from any claim, loss, injury, damage, and expense and liability to the extent arising out of the negligence, errors, omissions, or wrongful acts of CONSULTANT, its employees, subcontractors, or agents. For liability for other liability arising out of professional services, CONSULTANT shall indemnify, defend, and hold harmless, CITY, its directors, officers, employees, and agents from any loss, injury, damage, and expense and liability resulting from injury to or death of any person and loss of or damage to property, or claim of such injury, death, loss or damage, caused by an act or omission in the performance under this Agreement by CONSULTANT, its employees, subcontractors, or agents, except for any loss, injury, or damage caused by the sole negligence or willful misconduct of personnel employed by CITY.
For liability arising out of this professional services agreement, CITY shall indemnify, defend, and hold harmless, CONSULTANT, its directors, officers, employees, and agents from any loss, injury, damage, and expense and liability resulting from injury to or death of any person and loss of or damage to property, or claim of such injury, death, loss or damage, caused by an act or omission in the performance under this Agreement by CITY, its employees, subcontractors, or agents, except for any loss, injury, or damage caused by the sole negligence or willful misconduct of personnel employed by CONSULTANT.
No employee of the CONSULTANT shall have individual liability to CITY. To the extent permitted by law, the total liability to CITY for any and all claims arising out of this agreement, whether caused by negligence, errors, omissions, strict liability, breach of contract or contribution, or indemnity claims based on third party claims, shall not exceed $1,000,000.
SECTION 12 – INSURANCE
The CONSULTANT shall provide and maintain:
A. Commercial General Liability Insurance, occurrence form, with a limit of not less than $1,000,000 each occurrence and $1,000,000 in aggregate.
B. Automobile Liability Insurance, occurrence form, with a limit of not less than $1,000,000.00 each occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles.
C. Errors and omissions insurance in the minimum amount of $1,000,000.00 aggregate.
D. Workers Compensation in at least the minimum statutory limits.
E. General Provisions for all insurance. All insurance shall:
1. Include the City of Brentwood, its elected and appointed officers, employees, and volunteers as additional insureds with respect to this Agreement and the performance of services in this Agreement. The coverage shall contain no special limitations on the scope of its protection to the above-designated insureds except for Workers Compensation and errors and omissions insurance.
2. Be primary with respect to any insurance or self-insurance programs of City, its officers, employees, and volunteers.
3. Be evidenced, prior to commencement of services, by properly executed policy endorsements in addition to a certificate of insurance.
4. No changes in insurance may be made without the written approval of the City Attorney's Office.
SECTION 13 - NONASSIGNABILITY
Personal Services of Consultant: Both parties hereto recognize that this agreement is for the personal services of CONSULTANT and cannot be transferred, assigned, or subcontracted by CONSULTANT without the prior written consent of CITY.
SECTION 14 - RELIANCE UPON PROFESSIONAL SKILL OF CONSULTANT
It is mutually understood and agreed by and between the parties hereto that CONSULTANT is skilled in the professional calling necessary to perform the work agreed to be done under this agreement and that CITY relies upon the skill of CONSULTANT to do and perform the work with the degree of skill and diligence normally practiced by professional engineers or consultants performing the same or similar services, and CONSULTANT agrees to thus perform the work. No other warranty or guarantee, expressed or implied, is made with respect to the services furnished under this agreement and all implied warranties are disclaimed. The acceptance of CONSULTANT'S work by CITY does not operate as a release of consultant from said obligation.
SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of same or of any other term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deeded to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this agreement of any applicable law or ordinance.
SECTION 16 - COSTS AND ATTORNEYS FEES
Attorney fees in an amount not exceeding $85 per hour per attorney, and in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of the agreement. The above $5000 limit is the total of attorneys’ fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this agreement that neither party shall have to pay the other more than $5000 for attorneys’ fees arising out of an action, or actions to enforce the provisions of this agreement.
SECTION 17 - NON-DISCRIMINATION
CONSULTANT warrants that is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONSULTANT nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the California State Board of Mediation and Conciliation, or other agreed-upon service. The mediator shall be selected by a "blindfolded" process.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
SECTION 19 - ARBITRATION
After mediation above, and upon agreement of the parties, any dispute or claim arising out of or relating to this agreement may be settled by arbitration in accordance with the Construction Industry Rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The costs of arbitration shall be borne equally by the parties.
SECTION 20 - LITIGATION
CONSULTANT shall testify at CITY'S request if litigation is brought against CITY in connection with CONSULTANT'S services under this agreement. Unless the action is brought by CONSULTANT, or is based upon CONSULTANT'S wrongdoing, CITY shall compensate CONSULTANT for preparation for testimony, testimony, and travel at CONSULTANT'S standard hourly rates at the time of actual testimony.
SECTION 21 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: City of Brentwood
150 City Park Way
Brentwood, CA 94513
To CONSULTANT: Robert Craggs
R.W. Beck, Inc.
1380 Corporate Center Curve, Suite 305
St. Paul, Minnesota 55121
SECTION 22 – AGREEMENT CONTAINS ALL
This document represents the entire and integrated agreement between CITY and CONSULTANT and supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONSULTANT.
SECTION 23 – GOVERNING LAW
This agreement shall be governed by the laws of the State of California.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this agreement the day and year first above written.
CITY OF BRENTWOOD CONSULTANT
John Stevenson, City Manager Robert Craggs, Senior Director
Karen Diaz, CMC, City Clerk
APPROVED AS TO FORM:
Dennis Beougher, City Attorney
SCOPE OF SERVICES
The Scope of Work is divided into three phases:
n Phase 1 - Facility Needs Assessment
n Phase 2 - Collection Services Efficiency Study
n Phase 3 - Solid Waste Rate Study
Phases 1 and 2 will be undertaken simultaneously. Phase 3 will be initiated upon receiving a notice to proceed from the City of Brentwood following completion of Phases 1 and 2.
PHASE 1 – FACILITY NEEDS ASSESSMENT
TASK 1.1: DATA REQUEST AND REVIEW
R. W. Beck will conduct a site review of the City’s transfer station (Task 1.2). Approximately three working days following receipt of the Notice to Proceed for this Phase of work, R. W. Beck will provide the City with a written data request. The data request formulated for this task will be coordinated with Task 2.1. This request will include, but not be limited to, the following:
n Current population and population projections for the next five years (including annexation plans, if any).
n Waste collection and transfer quantity records by month for the previous two to three years for each category of materials received and transferred.
n A brief description of the responsibilities and the annual work hours for transfer station staff. It is our understanding there is one full-time employee at the transfer station.
n A list of operating equipment used at the facility with operating statistics including the equipment make, model and model year, hours/miles of use for each, purchase or lease, and expected life of the various equipment. Equipment expenditures for the most recent fiscal year including preventive maintenance, corrective maintenance, fuel consumption, and tires.
n Historic transfer station cost data for the past two to three years and any proposed budgets for upcoming years. Cost items include labor, equipment, utilities, maintenance, renewals/replacements, legal/accounting, taxes, and administration etc.
n Tipping fees charged at the transfer station by class and material type.
n City Solid Waste Division budgets for the past two to three years including line item revenues.
n Copies of current operating permits.
n Copies of current contracts for transfer and disposal.
n Transfer station construction as-built plans and drawings and facility site plans. In addition, available description of adjacent land expansion opportunities.
n Applicable regional or City solid waste plans.
TASK 1.2: SITE VISIT
R. W. Beck staff will conduct an on-site assessment of operational practices at the transfer station over a two-day period. This task will be completed in conjunction with Task 2.2.2. We will ask City staff to make key management and operational staff available during the
assessment to discuss operational practices and answer questions. The transfer station review will include an assessment of the following:
n Materials throughput (solid waste, recyclables, yard waste);
n Staffing, including individual responsibilities, wages, scheduled hours and overtime hours;
n Operational hours;
n Customer service levels;
n Facility configuration/design;
n Rolling stock and other facility equipment;
n Annual costs, including capital (if any) and operations;
n Related vendor agreements, including materials transfer, processing, and disposal; and
n Potential for expansion.
TASK 1.3: STAFF INTERVIEWS
Approximately ten days in advance of the site assessment, R. W. Beck staff will schedule interviews with the Solid Waste Director and Transfer station staff during the site visit. Our budget assumes a total of one work day for conducting one-on-one interviews. This task will be completed in conjunction with Task 2.2.1.
TASK 1.4: ESTIMATE FUTURE THROUGHPUT AND FACILITY NEEDS
Using the observations made, information gathered, and our experience with similar facilities, the Project Team will analyze the transfer station operations and facility infrastructure to identify areas and practices, if any, which might be improved. Areas for which changes will be evaluated include staffing levels, operational hours, customer service levels, waste receiving, storage and transfer practices, types of equipment utilized, site configuration, facility capacity, etc. Population projection information will be used to forecast future growth in the waste stream as compared to the present facility’s capabilities.
TASK 1.5: PRELIMINARY RECOMMENDATIONS AND REPORT
The results of this analysis will be summarized in a report. The report will include an overview of current operations. Where appropriate, specific recommendations for improvements to current operations and facility will be made. Suggested improvements will be described in sufficient detail to convey the nature of the change, including a conceptual site plan, and will include tabulated estimates of the implementation costs and the perceived benefits. Recommendations may include:
n Retrofitting existing transfer station;
n Expansion of existing transfer station;
n Construction of a new transfer station;
n Modification of operations, or
n A combination of the above.
A Microsoft PowerPoint presentation will be furnished in draft form for review and comment by the City. This draft report will be completed in conjunction with the draft report completed as part of Task 2.4 of Phase 2. After receiving comments from the City, it will be revised (if necessary) and submitted in final form.
Deliverable: R. W. Beck will provide five (5) bound copies and one camera-ready copy of the final Facility Needs Assessment report for distribution by the City.
Client Involvement: Timely submittal of available data requested by the Project Team, scheduling of site visit and staff interviews, and review of the draft report.
PHASE 2 – COLLECTION SERVICES EFFICIENCY STUDY
TASK 2.1: DATA REQUEST
R. W. Beck will conduct field observations (Task 2.2) of refuse, recyclable and yard waste materials collection to develop a “snapshot” of current collection practices and efficiencies. Approximately three working days following receipt of the Notice to Proceed for this Task, R. W. Beck will provide the City with a data request. The data request for this task will be coordinated with the data request formulated for Task 1.1
The data request will list the historical operating, financial, and administrative information that will be needed from the City to assist with the evaluation of refuse, recyclable, and yard waste materials collection services. This information may include, but not be limited to, the following types of data:
n Organizational charts and reporting relationships;
n Job descriptions;
n Field personnel rosters and salary and benefit information;
n Summary, by position, of regular hours and overtime hours worked;
n Absenteeism and leave data;
n Vehicle inventory and specifications;
n Vehicle maintenance records;
n Ordinances and policy statements;
n Employee work rules (if applicable);
n Worker’s on-the-job injury summaries;
n Historical operating and productivity data (such as mileage records, start and end times per route, time clock records, fuel utilization records, quantities collected by route, etc.);
n Route maps/logs;
n Quantities of materials collected on a monthly basis for the last two to three years [requested in Task 1.1];
n Available historical, current, and proposed budgets [requested in Task 1,1];
n A breakdown of annual expenditures for the City’s collection activities; and
n Other information that may be determined to be relevant to the study. Once received, the data will be reviewed, and a schedule will be developed for the City to provide any outstanding requested information.
TASK 2.2: FIELD OBSERVATION OF SOLID WASTE COLLECTION SERVICES
As part of this Task, R. W. Beck staff will review historical operations and productivity data collected as part of Task 2.1 and supplement this review with field observation. The field observation will include two main components: one-on-one interviews, and operations and management assessments.
TASK 2.2.1: ONE-ON-ONE INTERVIEWS
Approximately ten days in advance of the field observation Task, R. W. Beck staff will prepare a list of the individuals to interview as part of the study, including, but not limited to:
n Public Works Director;
n Solid Waste Director;
n Collection supervisors/foremen;
n Representative from fleet maintenance;
n Customer service representatives; and
n Safety officer or risk management personnel.
We will ask City staff to contact these individuals and schedule the interviews during the field observation period. R. W. Beck will provide a scheduling form to facilitate the process. Our budget assumes a total of two days for conducting one-on-one interviews. This task will be completed in conjunction with Task 1.3
TASK 2.2.2: MANAGEMENT AND ROUTE ASSESSMENT – SOLID WASTE COLLECTION SERVICES
It is expected that the field observation of collection services will include the following types of activities:
n Discussions with maintenance staff and observation of maintenance practices;
n Observation of pre- and post-trip inspection practices and roll-call;
n Observation of on-route refuse, recyclable, and yard waste materials collection practices;
n Observation of collection practices (curbside and/or alley);
n Observation of scheduling practices;
n Observation of travel to transfer station, queuing, and unloading practices;
n Observation of breaks and other down-time; and
n Observation of on-route communication practices.
The route and management assessment task will include review of public information materials and complaint handling practices. This task will be completed in conjunction with Task 1.2.
TASK 2.3: RECOMMENDED IMPROVEMENTS
The R. W. Beck team will identify potential areas of improvement for discussion with City staff during a working session (Task 2.4). We also will identify which changes could be implemented in the short-term and which modifications would need a longer lead time.
SUBTASK 2.3.1: OPERATIONS AND FIELD PERFORMANCE
Based on the data collected, discussions with field personnel, and observations of collection practices, the Project Team will identify potential changes to the City’s collection systems, which could include:
n Improving route design or balance, including the potential for the use of computer-assisted routing;
n Modifying set-out requirements for refuse, recyclable and/or yard waste materials collection;
n Modifying the type or size containers being used for refuse, recyclable and/or yard waste materials collection;
n Improving productivity through alternative collection vehicles, including an evaluation of the impact of current vehicle replacement policies on productivity;
n Considering alternative collection schedule options, including different shift patterns and alternative holiday collection scheduling approaches;
n Improving fleet maintenance practices, including analyzing potential impacts of out-sourcing additional fleet maintenance functions, if appropriate;
n Modifying current ordinances or policies, if needed;
n Modifying current materials handling practices at the transfer station; and
n Improving code enforcement activities.
For each recommended change to the collection system, R. W. Beck will provide a preliminary discussion of impacts on capital costs, labor needs, operating and maintenance costs, and public information/involvement requirements.
SUBTASK 2.3.2: MANAGEMENT AND ADMINISTRATION
Based on the data collected from field observations and interviews, R. W. Beck will make preliminary recommendations regarding potential modifications to existing management and administrative practices. These recommendations may include:
n Changes in reporting relationships;
n Changes in job descriptions or responsibilities;
n Changes in the flow of information or assignments;
n Changes in record-keeping systems, analysis of collected data, and/or the use of operational and productivity data;
n Changes in policies and/or modifications to work rules;
n Changes in public information/education efforts;
n Changes in communication practices within the Division and/or among other departments; and
n Changes in staffing levels and patterns.
R. W. Beck’s recommendations will identify potential areas for streamlining or improving the effectiveness of policies and procedures.
TASK 2.4: WORKING SESSION
At the conclusion of Task 2.3, R. W. Beck will facilitate a working session with key City staff to present our preliminary findings, review possible alternatives to current practices, and provide preliminary recommendations. These findings would be presented in the form of a Microsoft PowerPoint presentation to staff. The presentation of these preliminary findings will be completed in conjunction with the recommendations identified in Task 1.5 in Phase 1.
The working session would provide an opportunity for open discussion of the strengths and weaknesses of current practices and procedures, as well as the benefits and drawbacks of recommended optimization strategies.
Feedback and recommendations from City staff would be incorporated into R. W. Beck’s analysis and reflected in the final report.
TASK 2.5: FINAL REPORT
Based on the results of Tasks 1.1 through 2.4, R. W. Beck will develop a final PowerPoint presentation that includes the following:
n Summarizes key features of the City’s current refuse, recyclable, and yard waste materials collection and transfer services;
n Identifies potential strategies for improving management and field procedures for refuse, recyclable, and yard waste materials collection and transfer; and
n Presents recommendations for optimizing cost-effectiveness and quality of service as related to refuse, recyclable and yard waste materials collection and transfer.
Deliverables: A draft PowerPoint presentation during the working session and a final PowerPoint report. R. W. Beck will provide five (5) bound copies and one camera-ready copy of the final presentation for distribution by the City.
Client Involvement: Timely submittal of available data requested by the Project Team; scheduling of field observations, staff interviews and working session; and review of the draft report.
PHASE 3 – SOLID WASTE RATE STUDY
TASK 3.1: DATA REQUEST
Prior to meeting directly with City staff, the Project Team will submit an initial data request to gather needed information to begin identifying and allocating costs. This request will include, but not be limited to, the following:
n Monthly and annual refuse, recycling and yard waste collection quantity information over the last two years [requested in Tasks 1.1 and 2.1];
n Forecast of projected material tonnage (increase or decrease);
n Current year budget [requested in Tasks 1.1 and 2.1];
n Solid Waste Division annual revenue and expenditure data for previous two fiscal years and current year-to-date information;
n Solid Waste Division account balances as of the latest fiscal reporting period;
n Listing of Division staff positions and number of employees (current and future projections) [requested in Task 2.1];
n Listing of current equipment and future equipment purchases;
n Detailed salary and benefits information for all Division staff for present fiscal year [requested in Task 2.1];
n Inventory of all equipment and vehicles [requested in Tasks 1.1 and 2.1] ;
n Operations and maintenance costs for all equipment and vehicles [requested in Tasks 1.1 and 2.1];
n Detailed salary and benefits information for all Division staff for present fiscal year;
n Existing debt service for equipment and vehicles;
n Description of method(s) used to allocate City and Division overhead, administrative, and general costs; and
n Other related system description information.
TASK 3.2: PROGRAM COSTS REVIEW
Within seven business days of receiving the data, a set of meetings will be scheduled with key Public Works and Finance Department staff. One representative of the Project Team will meet with staff to discuss data received, identify any outstanding data needs, finalize service types to allocate system costs, and confirm the project deliverables and schedule. The Project Team anticipates approximately two days would be spent meeting with staff and gathering information.
During the meetings, we anticipate having an opportunity to work directly with City staff to guide them through the completion of an activity-based allocation matrix for Division personnel and vehicles. This matrix would be completed by City staff, with guidance from R. W. Beck, and would indicate the percentage of time specific staff and vehicles spend working in the various services provided as defined in the Study (i.e. refuse collection, transfer, etc.)
TASK 3.3: PROGRAM ALLOCATION OF COSTS AND REVENUES
Upon receiving the needed data and completing the costs review, the Project Team will allocate costs to the various services identified as part of Task 3.2 with direct input from City staff. To complete this Task, the Project Team will review the financial and program data gathered, then allocate program direct and indirect costs to the identified services. This allocation of costs will be completed using a Microsoft Excel spreadsheet format. A series of summary tables will be developed summarizing annual costs by service. Included in this information will be a spreadsheet tab that identifies the allocation of personnel and equipment by services. Indirect cost allocation will either be provided by City staff, or can be applied in proportion to final allocation of direct costs. The completed set of spreadsheets will be placed in a format that will allow City staff to modify the assumptions to provide staff with an opportunity to revise this information upon completion of the Study for the City's final cost distribution model.
TASK 3.4: PRO FORMA ANALYSIS
R. W. Beck will develop a spreadsheet based cash flow model that will take into account the anticipated capital projects and equipment replacement needs of the Solid Waste Division over a five year planning period. The Project Team will work with City staff to identify the upcoming capital items that will impact the cash flow analysis. A set of financial pro formas incorporating the cash flow model will then be developed to characterize the overall program costs.
TASK 3.5: RATE RECOMMENDATIONS
A set of tables supplementing the pro formas developed in Task 3.4 will be formulated identifying the percentage increase in the solid waste customer rates needed to cover any cash shortfall over the planning period. This information will be provided in a set of tables and presented to City Council as part of a final Powerpoint presentation.
Deliverable: A summary of the services to be used for cost allocation; a Microsoft Excel spreadsheet with a set of tabs that characterize the costs by the agreed-upon services; and an accompanying Powerpoint presentation that summarizes the methodology used to complete this cost allocation and the recommended rates. R.W. Beck will provide five (5) bound copies and one camera-ready copy of the final report.
Client Involvement: Timely submittal of available data requested by the Project Team. Financial and Division staff will be accessible via telephone and e-mail to respond to questions raised by Project Team staff during the cost allocation process.
Phases 1 and 2 will be completed within 60 days of finalizing this Agreement.
Phase 3 will be completed 45 days from receiving a notice to proceed from the designated representative of the City of Brentwood.
FEE FOR SERVICES
Payment for the services under this Agreement will be based on the actual hours of services furnished multiplied by Beck’s billing rates as of the date of its monthly invoice plus all reasonable expenses directly related to the services furnished under this Agreement. Beck will invoice City on a monthly basis. The maximum not-to-exceed amount for Phases 1 and 2 is $30,500. The maximum not-to-exceed amount for Phase 3 is $19,500. The total maximum not-to-exceed amount for the three phases is $50,000. Beck shall not be required to furnish additional services or incur additional expenses above the not-to-exceed price without written authorization and additional funding from the City.