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Home My WebLink About2/2/2005 - STAFF REPORTS (6) RESOLUTION NO. 21195 OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA APPROVING PAYMENT OF PAYROLL WARRANTS FOR THE PERIOD ENDED 01-01-05 BY WARRANTS NUMBERED 407934 THROUGH 408009 TOTALING $92,792.49, LIABILITY CHECKS NUMBERED 1002904 THROUGH 1002934 TOTALING $135,320.83. TWO WIRE TRANSFERS FOR $138,012.27 AND THREE ELECTRONIC ACH DEBITS OF $871,642 94 IN THE AGGREGATE AMOUNT OF $1,237,768.53 DRAWN ON BANK OF AMERICA WHEREAS, the Finance Director has, in accordance with Chapter 3.16 of the Palm Springs Municipal Code, audited the payroll records covering the subject warrants; and WHEREAS the Finance Director hereby certifies to the accuracy of said records and to the availability of funds for payment. THOMAS M. KANARR Director of Finance and Treasurer NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs that payroll warrants numbered 407934 through 408009, liability checks numbered 1002904 through 1002934, two wire transfers and three electronic ACH debits have been audited as required by law and that said warrants are hereby approved for payment. ADOPTED this day of 2005. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager Chairman Finance Committee j� RESOLUTION NO. 21196 OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA APPROVING PAYMENT OF PAYROLL WARRANTS FOR THE PERIOD ENDED 01-01-05 BY WARRANTS NUMBERED 407865 THROUGH 407933 TOTALING $71,757.98, LIABILITY CHECKS NUMBERED 1002653 THROUGH 1002683 TOTALING $135,198.99. TWO WIRE TRANSFERS FOR $145,555.12 AND THREE ELECTRONIC ACH DEBITS OF $970,987.27 IN THE AGGREGATE AMOUNT OF $1,326,499.36 DRAWN ON BANK OF AMERICA WHEREAS, the Finance Director has, in accordance with Chapter 3.16 of the Palm Springs Municipal Code, audited the payroll records covering the subject warrants; and WHEREAS the Finance Director hereby certifies to the accuracy of said records and to the availability of funds for payment. THOMAS M. KANARR Director of Finance and Treasurer NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Palm Springs that payroll warrants numbered 407865 through 407933, liability checks numbered 1002653 through 1002683, two wire transfers and three electronic ACH debits have been audited as required by law and that said warrants are hereby approved for payment. ADOPTED this day of 2004. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager Chairman Finance Committee RESOLUTION NO. 21197 OF THE CITY COUNCIL OF THE CITY OF PALM SPRINGS, CALIFORNIA APPROVING PAYMENT OF CLAIMS AND DEMANDS BY WARRANTS NUMBERED 1002684 THROUGH 1002903 THE AGGREGATE AMOUNT OF $2,284,421.29 DRAWN ON BANK OF AMERICA WHEREAS, the Finance Director has, in accordance with Chapter 3.16 of the Palm Springs Municipal Code, audited the claims and demands shown on the attached list; and WHEREAS the Finance Director hereby certifies to the accuracy of said records and to the availability of funds for payment. THOMAS M. KANARR Director of Finance and Treasurer NOW, THEREFORE BE IT RESOLVED that claims and demands numbered 1002684 through 1002903 have been audited as required by law and that said warrants are hereby approved for payment. ADOPTED this day of 2005. AYES: NOES: ABSENT: ATTEST: CITY OF PALM SPRINGS, CALIFORNIA By City Clerk City Manager Chairman Finance Committee I It, RUN DATE: 01/19/2005 CITY OF PALM SPRINGS PAGE 1 CHECK REGISTER 1002684 TO 1002903 CHECK ISSUE DATE VENDOR AMOUNT 1002684 01/14/2003 23896 ADDICTION MEDICINE CONSULTANTS 367.50 1002685 01/14/2005 25064 AETNA 12,482 46 1002686 01/14/2005 24586 AMA ENTERPRISES 270.76 1002687 01/14/2005 96641 AMAZON.COM CREDIT 575.22 1OD268B 01/14/2005 11784 AMERICAN CLASSIC SANITATION, LLC 2,020.50 1002689 01/14/2005 23702 AMERICAN FORENSIC NURSES 1,544.00 - 1002690 01/14/2005 10355 AMTECH ELEVATOR SERVICES 497.00 1002691 01/14/2005 04674 ANDERSON TRAVEL SERVICE 988.50 1002692 01/14/2005 97234 ANIMAL ACTION LEAGUE 370.00 1002693 01/14/2OD5 01273 ANIMAL MEDICAL HOSPITAL 12.10 1002694 01/14/2005 96389 ANIMAL MEDICAL HOSPITAL 3,041 60 1002695 01/14/2005 27539 ANIMAL SAMARITANS, INC 130.00 1002696 01/14/2005 11845 ANTAR-COM, INC. 393,997.00 1002697 01/14/2005 04681 ARMOR HOLDINGS FORENSICS, INC. 209.00 1002698 01/14/2005 24979 ASPEN MILLS 63.00 1002699 01/14/2005 23281 BAKER & TAYLOR ENTERTAINMENT 186.43 1002700 01/14/2005 10206 BANKSIDE DRIVE AUTO BODY 2,37D 23 1002701 01/14/2005 10440 BOB BARKER CO. INC. 454.55 1002702 01/14/2005 03382 BARRONS EDUCATIONAL SERIES 19.68 1002703 01/14/2005 04797 BEST SIGNS INC 509 66 1002704 01/14/2005 11843 BEST TECHNOLOGY SYSTEMS, INC 4,430.00 1002705 01/14/2005 11625 ROBERT MCMILLAN 500.00 1002706 01/14/2005 09410 BLAZE OUT EXTINGUISHER CO 167.19 1002707 01/14/2005 94174 BLUE CROSS 156,361.05 IOD2706 O1/14/2005 04465 BRODART 4,078 35 1002709 01/14/2005 20756 BRUDVIK INC 492.75 1002710 01/14/2005 97257 BUSCH SYSTEMS INTERNATIONAL 347 50 1002711 01/14/2005 06805 ➢USINESS SUPPLIES UNLIMITED 1,344.02 1002712 01/14/2005 96712 CA EMER PHYSICIANS--DESERT REGIONAL 105 DO 1002713 01/14/2005 01934 CALIFORNIA CHAMBER OF COMMERCE 167.75 1002714 01/14/2005 11313 CANON FINANCIAL SERVICES 1,586.25 1002715 01/14/2005 20989 CELSOC 509.34 1002716 01/14/2005 03559 CHEVRON USA INC 552.23 1002717 01/14/2005 04823 CHILDCRAFT EDUCATION CORP. 050.54 1002718 01/14/2005 00140 CITY TREASURER'S REVOLVING 13,077.73 1002719 01/14/2005 96677 CLEAN ENERGY 2,828.69 1002720 01/14/2005 11077 CMC INDUSTRIES, INC. 329.00 1002721 01/14/2003 00863 COACHELLA VALLEY ASSOCIATION 43,231.80 1002722 01/14/2005 02432 COCA COLA BOTTLING CO 435.37 1002723 01/14/2005 04790 COMSERCO 659.07 1002724 01/14/2005 05659 CONSTRUCTION HARDWARE COMPANY 8,357.40 1002725 01/14/2005 08958 THE COUNSELING TEAM INTERNATIONAL 200 00 1002726 01/14/2005 02369 COUNTY OF RIVERSIDE--AUDITOR 5,275.00 1002727 01/14/2005 10646 COVE ELECTRIC, INC 4D,846 77 1002728 01/14/2005 23347 CRAFCO INC 1,267.14 1002729 01/14/2005 9534E CREDIT CHECK 160.00 1002730 01/14/2005 04300 CULLIGAN WATER CONDITIONING 443.16 1002731 01/14/2005 04388 L N CURTIS & SONS 758.81 1002732 01/14/2005 96600 DE PAGE LANDEN FINANCIAL SERVICES 367 64 1002733 01/14/2005 97255 DELUXE HOME LLC 77.58 1002734 01/14/2005 01878 DEMCO 169 66 1002735 01/14/2005 02043 DEPARTMENT OF GENERAL SERVICES 1,562.69 1002736 01/14/2005 07967 DEPARTMENT OF JUSTICE 525 DO 1002737 01/14/2005 96398 DESERT COOLER SPECIALIST, INC 651.00 1002738 01/14/2005 02872 DESERT EQUINE VETERINARY HOSPITAL 510.00 1002739 01/14/2005 00022 DESERT FOUNTAIN GAS 6 DO 1002740 01/14/2005 00190 DESERT SUN PUBLISHING COMPANY 2,537 10 1002743 01/14/2005 01552 DESERT WATER AGENCY 14,878.99 1002744 01/14/2005 11716 DISC MAKERS 1,419 07 1002745 01/14/2005 97144 DIVERSIFIED RISK INSURANCE BROKERS 854 45 RUN DATE: 01/19/2005 CITY OF PALM SPRINGS PAGE 2 CHECK REGISTER 1002684 TO 1002903 CHECK ISSUE DATE VENDOR AMOUNT 1002746 01/14/2005 11822 DMD/HATCH, INC. 306,212.76 1002747 01/14/2005 24846 TOM DODSON & ASSOCIATES 6,916.25 1002748 01/14/2005 10776 DOKKEN ENGINEERING 1,799.36 1002749 01/14/2005 02169 FEDERAL EXPRESS CORPORATION 70 55 1002750 01/14/2005 10234 FLINT TRADING INC I,500.50 1002751 01/14/2005 11533 MICHAEL E. FONTANA 11,678.55 1002752 01/14/2005 09381 FRANKLIN TRUCK PARTS INC. 17.80 1002753 01/14/200S 96227 THE GALLERY COLLECTION 166.70 1002754 01/14/2005 06703 GENSLER & ASSOCIATES ARCHITECT 201,750.46 1002755 01/14/2005 11862 GIGI KRAMER, R.N. 939.88 1002756 01/14/2005 11773 GREAT WEST CONTRACTORS 157,225 54 1002757 01/14/2005 24823 GUACAMOLES 114.03 1002758 01/1n/2005 97254 SHERYL HAMLIN 79.00 1002759 01/14/2005 E6030 LAWRENCE HEISKELL 63.00 1002760 01/14/2005 02181 INGHAM LIBRARY SERVICES 342.86 1002761 01/14/2005 02731 JANWAY COMPANY 119.53 1002762 01/14/2005 101B7 JDC GENERAL ENGINEERING 34,121.25 1002763 01/14/2005 10039 JP REPROGRAPHICS 19,504 66 1002764 01/14/2005 01919 JUDIE'S ONE STOP AWARDS 37 71 1002765 01/14/2005 11569 K & S AIR CONDITIONING, INC. 218,160.00 1002766 01/14/2005 07831 KC'S PLUMBING 997.00 1002767 01/14/2005 11360 KELLY PAPER COMPANY 286.60 1002766 01/14/2005 95177 KENNARD'S AUTOMOTIVE 1,140.74 1002769 01/14/2005 27406 THE LAMAS COMPANIES 2,500.00 1002770 01/14/2005 04428 LEXISNEXIS MATTHEW SENDER 1,336.10 1002771 01/14/2005 04727 LOS ANGELES CHEMICAL CO. 4,462 14 1002772 01/14/2005 27705 MARIE LOWMAN 425 00 1002773 01/14/2005 95636 LYNN CARD COMPANY 79.50 1002774 01/14/2005 09065 MANAGED HEALTH NETWORK INC 4,809.93 1002775 01/14/2005 11790 MARINA LANDSCAPE, INC. 10,800.00 1002776 01/14/2005 95757 MHIA MUNISERVICES COMPANY 9,165.20 1002777 01/14/2005 06569 MCCAIN TRAFFIC SUPPLY 103.44 1002776 01/14/2005 02090 MOORE WALLACE NORTE AMERICA, INC 339.24 1002779 01/14/2005 11731 MOORE MAINTENANCE & JANITORIAL 34,732.00 1002780 01/14/2005 05886 MUZAK-SOUTHERN CALIFORNIA 81.21 1002781 01/14/2005 22901 NATIONAL ASSOCIATION OF FIRE 50 00 1002782 01/14/2005 02562 NATIONAL REGISTER PUBLISHING 308 00 1002783 01/14/2005 01171 WES 2,047 77 1002784 01/14/2005 11462 NELSON TRAFFIC SUPPLY 873.58 1002785 01/14/2005 01754 NOLO 126.03 1002786 01/14/2005 22496 NORTHRIDGE VETERINARY CLINIC 309.00 1002787 01/14/2005 95691 O'LINN 1,025.00 1002788 01/14/2005 09002 O'LINN EXECUTIVE SECURITY 1,701.00 1002789 01/14/2005 06781 OFFICE ➢EPOT a,031 11 1002790 01/14/2005 05430 ONDEO NALCO COMPANY 4,341.97 1002791 01/14/2005 02384 GARY L GROG, ASSESSOR 18.00 1002792 01/14/2005 96510 PAC WEST LAND CARE, INC. 220.01 1002793 01/14/2005 27697 PALM SPRINGS AIR MUSEUM 500.00 1002794 01/14/2005 00017 PALM SPRINGS TIRE & AUTO 180 72 1002795 01/14/2005 22685 PALM SPRINGS UNIFIED SCHOOL LIST 1,370.75 1002796 01/14/2005 96182 PARADES OF PALM SPRINGS, INC. 5,000.00 1002797 01/14/2005 03098 PARAHOUSE TIRE INC 900.13 100279E 01/14/2005 27254 DALE PETRICK 203.74 1002799 01/14/2005 95468 PIEDMONT PRESS 12.26 1002800 01/14/2005 11099 PIERCE MANUFACTURING, INC 2,961.71 1002801 01/14/2005 117B3 PORTABLE STORAGE CORP 1,001.00 1002802 01/14/2005 10221 PREFERRED PLUMBING 220.00 1002803 01/14/2005 00533 THE PRESS ENTERPRISE 29.00 1002804 01/14/2005 94233 PROGRESSIVE HOUSEHOLD PRODUCTS 224 28 1002805 01/14/2005 10259 PRUDENTIAL OVERALL SUPPLY 1,394.11 RUN ➢ATE: 01/19/2005 CITY OF PALM SPRINGS PAGE 3 CHECK REGISTER 1002684 TO 1002903 CHECK ISSUE DATE VENDOR AMOUNT 1002806 01/14/2005 04447 PSWSINC/RAYNE WATER 768.00 1002807 01/14/2005 00018 PUBLIC EMPLOYEES RETIREMENT 64,722.19 1002808 01/14/2005 00620 PUBLIC EMPLOYEES RETIREMENT 43,289.25 1002809 01/14/2005 96909 PUBLIC SAFETY CENTER, INC 1,241.32 1002810 01/14/2005 11282 QWEST COMMUNICATION SERVICE 876.71 1002811 01/14/2005 04056 RADIO SHACK 143.76 1002812 01/14/2005 11858 RADIO SHACK COMMERCIAL SALES 2,327.11 1002813 01/14/2005 02068 RECORDED BOOKS, LLC 893.10 1002814 01/14/2005 11748 RICHTER GROUP 4,200 00 1002815 01/14/2005 11452 RTI (RESEARCH TECHNOLOGY INT.) 365.54 1002816 01/14/2005 E9078 PATRICIA SANDERS 1,121 72 1002017 01/14/2005 27008 SBC/MCI 1,173.32 1002818 01/14/2005 22798 SCHEU STEEL SUPPLY COMPANY 45.94 1002819 01/14/2005 97256 SECRETARY OF STATE - KEVIN SHELLEY 20.00 1002820 01/14/2005 95359 SEMS, INC 2,000.00 1002821 01/14/2005 02946 SHELL OIL COMPANY 189.66 1002822 01/14/2005 02946 SHELL OIL COMPANY 145.02 1002823 01/14/2005 95628 SIGNATURE FLIGHT SUPPORT 715.78 1002824 01/14/2005 97191 SMG 26,859.61 1002825 01/14/2005 10146 THE SOAP FACTORY 126.07 1002830 01/14/2005 00616 SOUTHERN CALIFORNIA EDISON CO 29,183.93 1002831 01/14/2005 00617 SOUTHERN CALIFORNIA GAS CO. 165.17 1002832 01/14/2005 22813 SOUTHERN PERSONNEL SERVICES 3,192 80 1002633 01/14/2005 20485 SOUTHWEST VETERINARY CLINIC 680.00 1002834 01/14/2005 10411 SPICERS PAPER INC 1,290.18 1002835 01/14/2005 11828 THE STANDARD INSURANCE 4,280.95 1002836 01/14/2005 04541 STANDARD PARKING 10,140.00 1002837 01/14/2005 02303 STERICYCLE, INC 101.51 1002838 01/14/2005 00913 SUNLINE TRANSIT AGENCY 120.00 1002839 01/14/2005 94636 SUPERIOR READY MIX CONCRETE 3,242.95 1002840 01/14/2005 23179 SYNCHRONEX 213.95 1002841 01/14/2005 27682 THOMSON GALE 172.58 1002842 01/14/2005 20958 TIME WARNER CABLE 1,369.80 1002843 01/14/2005 00887 TOPS N BARRICADES 5,862.75 1002844 01/14/2005 11739 TRAUMA INTERVENTION PROGRAM, INC. 2,628.00 1002845 01/14/2005 06984 TURNER CONSTRUCTION COMPANY 111,704.00 1002846 01/14/2005 23739 U S CUSTOMS SERVICE 31,237.12 1002B47 01/14/2005 27706 ULTIMATE EVENTS INC 1,770.00 1002848 01/14/2005 07267 UNDERWRITERS LABORATORIES 3,408.00 1002849 01/14/2005 00858 UNITED PARCEL SERVICE 357.93 1002850 01/14/2005 96710 UNUM INSURANCE COMPANY OF AMERI CA 19,260.43 1002851 01/14/2005 00999 US POSTAL SERVICE 500.00 1002B52 01/14/2005 101126 V & V MANUFACTURING 205.47 1002853 01/14/2005 01868 VALLEY MAIL DELIVERY 353.10 1002954 01/14/2005 02765 VALLEY OFFICE EQUIPMENT 90.00 1002855 01/14/2005 02883 VALUE LINE PUBLISHING INC 249.00 1002856 01/14/2005 04232 VERIZON CALIFORNIA 11,560.94 1002857 01/14/2005 05190 VERIZON WIRELESS - LA 6,371.89 1002858 01/14/2005 27641 VICIOUS FISHES 180.00 1002859 01/14/2005 01452 VISION SERVICE PLAN 5,987.90 1002860 01/14/2005 11497 VSA AIRPORTS 10,02E 91 1002861 01/14/2005 97130 CARL WARREN & CO 800.84 1002862 01/14/2005 10353 WASTE MANAGEMENT OF THE DESERT 1,899 45 1002863 01/14/2005 00006 WEST GROUP PAYMENT CENTER 1,060 30 1002864 01/14/2005 00810 WHITEWATER MUTUAL WATER CO 113 00 1002865 01/14/2005 11623 WILLDAN ENGINEERS & PLANNERS 50,350.00 1002866 01/14/2005 04660 YEAGER SKANSKA, INC 1,509.00 1002867 01/14/2005 11258 HOLE ME➢ICAL CORPORATION 1,150.66 1002868 01/14/2005 04263 ZUMAR INDUSTRIES 758.13 1002869 01/14/2005 E5555 RANDY COBB 24.60 RUN DATE 01/19/2005 CITY OF PALM SPRINGS PAGE 4 CHECK REGISTER 1002684 TO 1002903 CHECK ISSUE ➢ATE VENDOR AMOUNT 1002270 01/14/2005 E3513 DOUG EVANS 123.30 1002B71 01/14/2005 E6149 MARCUS FULLER 150.00 1002872 01/14/2005 E3270 RICHA.RD B JENKINS 12.00 1002B73 01/14/2005 23706 RIVERSIDE COUNTY RECORDER 11.00 1002874 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 48.00 1002875 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 48.00 1002876 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 4B.00 1002877 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 48.00 1002878 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 48 00 1002879 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 66.00 1002880 01/14/2005 94701 RIVERSIDE COUNTY SMALL CLAIMS 66 00 1002881 01/14/2005 E6048 HRYMT L FRANCIS 428.09 1002882 01/14/2005 08054 BLAME GOETZ--PETTY CASH 43 17 1002863 01/14/2005 E2531 JOHN HARDCASTLE 59.13 1002884 01/14/2005 E2514 GEORGE SMITH 130 00 I002885 01/14/2005 E7666 JOSETTE M MCNARY 30 86 1002886 01/14/2005 E2477 ANN MORRIS 986 86 1002887 01/14/2005 E6259 BARBARA ROBERTS 268.41 1002888 01/14/2005 02717 C.A.P.E. 2005 CONFERENCE 175 00 1002889 01/14/2005 E6005 NANCY CARR 210 58 1002890 01/14/2005 00427 CPOA 115 00 1002891 01/14/2005 E7100 JULEEN GERHARDT 43.02 1002892 01/14/2005 E6214 MICHAEL GOODWIN 41.00 1002893 01/14/2005 C4522 DIM HEGRANES 780.00 1002894 01/14/2005 27128 TAPE 50.00 1002B95 01/14/2005 E650 RENEE MONTANTE 209.17 1002896 01/14/2005 24259 BARBARA PEBBLES 160.00 1002897 01/14/2005 E7080 BRYAN REYES 845.62 1002898 01/14/2005 03856 DAVID CAYGILL 450.00 1002899 01/14/2005 C5255 RESHAE M. CRAWFORD 360.00 1002900 01/14/2005 C5126 JOSEPH A NUTTER 450.00 1002901 01/14/2005 C8795 RITA STEFFEN 138.00 1002902 01/14/2005 C5267 RON WEST 50.40 1002903 01/14/2005 E2532 MMITH HEWITT 156.00 TOTAL REPORT 2,2B4,421.29 MATERIALS TO BE PROVIDED February 2, 2005 City Council Agenda 8 ■ l DATE: February 2, 2005 TO: City Council FROM: Assistant City Manager- Administration SUBJECT: Solid Waste Consulting Services RECOMMENDATION: It is recommended that the City Council approve and authorize the City Attorney to prepare a Contract Services Agreement with Hilton Farnkopf & Hobson, LLC in an amount not to exceed $38,000 for solid waste consulting services. SUMMARY: Solid waste and recycling vehicles are the heaviest vehicles regularly operating on residential streets. The amount of damage caused by these vehicles, especially residential streets which are designed to handle a certain amount of vehicle traffic over their design life, can be significant. In order to recover street maintenance costs related to refuse vehicles, a number of cities throughout the state have started to impose a vehicle impact fee. This fee, which is similar in nature to other impact fees imposed by the City, must demonstrate a clear nexus between the fee and the related costs. Due to the complexities involved in determining this nexus, a consultant that specializes in solid waste issues is needed. BACKGROUND: The City Council has previously entered into an exclusive franchise with Palm Springs Disposal Services for solid waste collection and recycling services. As is the case in most contractual relationships wherein exclusive rights and privileges are granted, with a resultant benefit conferred, the beneficiary of that exclusive right provides consideration, usually in the form of a franchise fee. This fee is not solely consideration for the exclusive rights to provide collection, disposal and recycling services, but is also consideration for the impacts that these services have on the City's infrastructure (e.g., streets, curbs, gutters, sidewalks, etc.), liability exposure, and ability to meet its state mandated obligations. The City currently imposes a 5% franchise fee on residential customers and a 14% franchise fee on commercial customers. In addition, the City assesses a 5% administrative fee on both residential and commercial customers. Last year, the City received $724,930.00 in franchise and administrative fees from Palm Springs Disposal Services. Cities are starting to realize that the amount of revenue collected from their franchise fee is insufficient to cover the annual street maintenance cost attributable to refuse collection and recycling services. A single, large refuse truck can cause as much damage as thousands of automobiles. In fact, refuse vehicles may account for 10% or more of the vehicle impacts experienced by residential streets. While the costs differ from one city to another, the costs are significant. For example: ■ The City of Modesto estimated the annual impact of refuse vehicles on the City's street maintenance costs to be $1.7 million; ■ In Santa Rosa, it was estimated to be $2 million; and ■ The City of Napa calculated the annual impact of refuse vehicles to be as much as $1.2 million. A recent legal opinion by Betsy Strauss, City Attorney for the City of Rohnert Park and Special Counsel to the League of California Cities, supports the validity of imposing a vehicle impact fee on refuse vehicles, provided that appropriate analysis substantiates the basis of the fee amount. In order to determine the cost of street maintenance associated with refuse vehicles, an analysis of the weight and loading of these vehicles must be performed. Hilton Farnkopf & Hobson, LLC's (HF&H), a California based solid waste consulting firm, has performed this analysis for a number of cities throughout the state. HF&H proposes to determine the lifetime "vehicle loading" that a prototypical residential street can accommodate by estimating the different vehicle types (e.g, refuse vehicles, construction vehicles, delivery trucks, and automobiles) and their Equivalent Single Axle Loads (ESALs). By projecting the percentage of the total ESALs that a street experiences over its design life, the relative impact of each type of vehicle on the street can be calculated. This information can then be used to calculate the annual residential street maintenance cost associated with refuse vehicles. The total cost of this task is $22,500. As a separate task, HF&H proposes to perform a franchise fee analysis. The purpose of this analysis is to recalculate the way the City's existing franchise fee is imposed. Currently, the franchise fee is imposed only on the service component of the rate. As a result, revenues from tipping fees and recycling services, including the sale of recyclables, are excluded from the franchise fee calculation. HF&H will recalculate the City's franchise fee so that it is based on the waste hauler's gross receipts. Not only will this increase the total amount of franchise fee revenue the City receives, it should also reduce the percentage amount of the franchise fee that is imposed. The cost of this task is $8,000. Finally, HF&H will assist staff in amending its franchise agreement with Palm Springs Disposal Services to implement the new vehicle impact fee and modified franchise fee calculation. The cost to perform this task is $7,500. The total cost to perform all three tasks proposed by the consultant is $38,000. Although this is not a budgeted expense, funding is available in the Diversion Facility Fund account. As you will recall, a Transfer Station Subcommittee consisting of Mayor Oden and Mayor Pro Tern McCulloch was formed about a year ago to evaluate proposals related to the development of a transfer station. Staff has met with the Subcommittee to discuss the consultant's proposal and its significance to the City's overall revenue situation. Although the Subcommittee is not yet prepared to issue its final recommendation to the City Council on the Transfer Station matter, the Subcommittee concurs with staff that this work is necessary and recommends approval. Troy . Butzla ssi tant City Manager- Administration APPROVED p=� City Manager Attachments: 1. Letter proposal from Hilton Farnkopf& Hobson dated January 6, 2005 2. Minute Order 3 �� =1 HILTON FARNKOPF&HOBSON,LLC M�r�rn Advisory Services to Municipal Management 3990 Westerly Place,Suite 195 San Francisco Newport Beach,California 92660.2311 Newport Beach Telephone:949/251.8628 Sacramento Fax:949-251-9741 January 6, 2005 Mr. Troy Butzlaff Assistant City Manager City of Palm Springs 3200 Tahquitz Canyon Way Palm Springs, CA 92262 Subject: Proposal to Provide Solid Waste Consulting Services in Connection with Refuse Vehicle Impact Fees and Franchise Fees Dear Troy: Hilton Farnkopf & Hobson, LLC (HF&H) is pleased to submit this proposal documenting the terms and conditions of the solid waste consulting services to be provided by HF&H to the City of Palm Springs (City). STUDY OBTECTIVES The objectives of the engagement are to: 1. Perform a residential refuse vehicle impact fee analysis 2. Perform a franchise fee analysis 3. Assist the City in amending its franchise agreement to implement the new fees, and present the results to City officials. SCOPE OF WORK This section describes the scope of work by study objective. rapyead P 0 Paper HILTON FARNKOPF Cu.HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 2 Objective 1: Perform a Residential Refuse Vehicle Impact Fee Analysis The objective of the analysis is to calculate a fee, to be charged to the City's solid waste franchisee, to recover street maintenance costs related to residential solid waste, recycling, and yard waste vehicles (Refuse Vehicles). Our work product will consist of the following items: • A letter report documenting our recommended fee, key assumptions, methodology, limitations, and findings; and, • A copy of a recent legal opinion, commissioned by HF&H, on the validity of imposing a refuse vehicle impact fee. While factors specific to each jurisdiction will dictate the calculated cost of street maintenance associated with Refuse Vehicles, that cost can be substantial. Recent studies conducted by HF&H have calculated that Refuse Vehicles may account for 10 percent or more of the vehicle impacts experienced by residential streets. A pp roach The underlying premise for the analysis is that the weight and loading of Refuse Vehicles impose a particular, specific, and identifiable impact on residential streets that can be quantified in terms of the portion of the annual street maintenance cost attributable to those vehicles. The analysis is based on the fact that streets are designed to handle a certain amount of vehicle traffic (loading) over their design life. That loading is a function of both the number and weight of vehicles. The lifetime "vehicle loading" that a street can accommodate can be expressed as the total number of Equivalent Single Axle Loads (ESALs). Each vehicle type (e.g., Refuse Vehicles, construction vehicles, other trucks and automobiles) can also be converted into an associated ESAL, based on the vehicle weight, and its distribution among the velicle's axles. By projecting the type and number of vehicles that will travel on a street over its design life, the total number of ESALs can be calculated and the street designed to handle that projected loading. Similarly, the relative impact of each type of vehicle on that street can be calculated, based on the percentage of the total ESALs that a street experiences that are attributed to each vehicle type. recycled 0 paper 0 HILTON FARNKOPF&HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 3 Task 1A: Issue Hauler Request for Information HF&H will issue to the City's current franchisee a request for information that will include, but is not necessarily limited to: • The type and size of residential Refuse Vehicles • Vehicle tare weights • Typical vehicle payloads • Number of axles and manufacturer's axle weight distribution profile • Number of residential accounts It is expected that, as necessary, the City will assist with facilitating the acquisition of the requested information. If the requested information is unavailable, HF&H will use representative data from prior studies. Task 113: Determine "Model" Axle Weight Profiles Based on the information obtained during Task 1A, model axle weight profiles will be developed for each residential Refuse Vehicle type to determine the ESAL factor for each Refuse Vehicle. Task 1C: Identify Additional Model Inputs Calculating the annual impact of residential Refuse Vehicles on residential street maintenance costs requires additional data, including the following information by major classification (residential, collector, arterial), if available: • Miles of streets in the City (center line and lane miles) • Street Traffic Index (TI) • Current and target Pavement Condition Index (PCI) • Average annual street maintenance cost (i.e., maintenance, rehabilitation, reconstruction) at current PCI recycled CIO paper HILTON FARNKOPF&HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 4 • Additional required costs and projected schedule to achieve target PCI • Average number of daily vehicle passes on a typical street • Percentage of street traffic associated with trucks (versus automobiles) • Percentage of trucks that are construction-related trucks We expect that the City will provide the necessary data. Our project budget does not account for any analysis for developing key data specific to the City. If the data is unavailable or the City cannot provide it, we will rely on readily available information from our work on similar projects and/or other sources. HF&H will also request from the City information related to any fees that are assessed related to street maintenance impacts (e.g., construction vehicle impact fees, trench cut fees, in-lieu francluse fees) and revenues that are specifically dedicated to street maintenance operations (e.g., gas tax revenues). Task 1D: Calculate Refuse Vehicle Impact Fee Using the information obtained in previous tasks, HF&H will calculate the annual residential street maintenance cost associated with residential Refuse Vehicles. Limitations Each engagement is subject to certain limitations. The most significant limitations regarding Task 1 are as follows: • Our project budget assumes that the City and its hauler, Palm Springs Disposal Services (PSDS), will provide the necessary data in a complete and timely manner. Should certain data be unavailable, we will make a reasonable assumption regarding that data, which we will forward to the City for review and conunent. We will then proceed with the analysis based on the agreed upon assumptions. Alternatively, if the City authorizes us to do so, we will perform additional data collection and additional tasks on a time-and-material basis. • Our project budget does not account for any face-to-face meetings with City staff or presentations, although our staff will be available by telephone to discuss project mc,.I.d 0 Pape, HILTON FARNICOPF&HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 5 issues. We will issue one draft report, revise it as appropriate based on written comments received from the City, and submit our final report. • Our analysis is specific to the impact of residential Refuse Vehicles on residential streets only. We do not propose to evaluate any impacts associated with commercial Refuse Vehicles on commercial streets. • While we will provide the City with our letter report documenting all relevant information, assumptions, and resulting calculated impacts; we do not propose to provide either an electronic or hard copy of the detailed analysis, which we consider proprietary. Objective 2: Perform a Franchise Fee Analysis The objective of this task is to recalculate the City's franchise fee based on gross receipts to make it comparable to the method of assessing franchise fees in many other jurisdictions. We will then compare the City's current and proposed franchise fee to other cities in Riverside County. We will also identify other cities in Southern California that have higher franchise fee percentages. The proposed franchise fee amount will be calculated as follows: The current "$8.50 fund" amount collected per ton will be eliminated going forward. • $4.54 of the $8.50 per ton amount will be used to offset the increased cost of disposal. • $3.96 of the $8.50 per ton will be converted to a franchise fee and/or vehicle impact fee, and added to the current franchise fee and administrative fees remitted to the City. As part of this task, we will estimate the amount of annual revenue that the City would receive from the new fee structure based on gross receipts and tonriage reported during the previous year. PSDS will be responsible for providing requested information about its gross receipts and tonnage for this analysis. City staff will be responsible for providing information about current fees remitted for a 12-month period. reeyclmtl 0 paper W, 0 HILTON FARNKOPF&HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 6 Objective 3: Amend Agreement and Brief City Officials The objective of this task is to assist the City in amending its franchise agreement to implement the new refuse vehicle impact fee and franchise fee developed in Tasks 1 and 2. We will prepare one draft of text required to amend the agreement and provide it to City staff who will be responsible for forwarding it to the City Attorney for formatting and final review. Alternatively, City staff may prepare the amendment and we will review it. We will subsequently participate in a meeting or briefing with City officials to answer questions about the fee calculations. City staff will be responsible for preparing staff reports to transmit agenda items to Council. BUDGET The estimated budget for Tasks 1, 2 and 3 is $38,000 as shown below: Task 1: Refuse Vehicle Impact Fee Analysis $22,500 Task 2: Franchise Fee Analysis $8,000 Task 3: Amend/present agreement Km Total: $38,000 Tasks 1 and 2 will be performed on a fixed fee basis. We will bill 50% of the budget for these tasks upon issuance of the draft report and the remaining portion will be billed upon submittal of the final report for Tasks 1 and 2. Task 3 will be performed based on time and materials and will depend on the level of support requested by the City to amend the franchise agreement and subsequent support requested to present the agreement and supporting analyses from Tasks 1 and 2 to City officials. We have budgeted $7,500 for this task; actual costs could be lugher or lower than this amount depending on the level of effort and number of meetings requested. Payment is due with 30 days of invoicing, and a late fee of 1% per month may be added to amounts more than 30 days past due. ,eo clea Co papa, HILTON FARNKOPF&HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 7 Hourly rates for our consultants for the work performed under Task 3 are as follows: Senior Vice President $220 Senior Manager $185 Senior Associate $175 Associate $160 Assistant $95 Expenses for work performed under Task 3 will be billed as follows: Mileage: $0.375 per mile* (*or as adjusted by IRS allowance) In-house document reproduction: $0.15 per page Public conveyances: Actual Postage/overnight mail/other out of pocket: Actual SCHEDULE We will complete the vehicle impact fee and franchise fee analyses within 90 days of receipt of all necessary information from the City and Palm Springs Disposal Services. * * * * * * * If this proposal meets with your approval, please execute it by signing the following page and return a copy to me. Please call me at 949-251-8902 if you have any questions. Very truly yours, HILTON FARNKOPF & HOBSON, LLC "Laith B. Ezzet, CMC Senior Vice President ,p,pletl C,paper HILTON FARNICOPF&-HOBSON,LLC Mr. Troy Butzlaff January 6, 2005 Page 8 Approve scope of work, budget of$38,000, and other terms and conditions of the work to be performed by Hilton Farnkopf&Hobson, LLC for the City of Palm Springs as documented in proposal dated January 6, 2005. Approved by: Signature Date Print Name Title 21 i recycled 0 paper MINUTE ORDER NO. APPROVING AND AUTHORIZING THE CITY ATTORNEY TO PREPARE A CONTRACT SERVICES AGREEMENT WITH HILTON FARNKOPF & HOBSON LLC IN AN AMOUNT NOT TO EXCEED $38,000 FOR SOLID WASTE CONSULTING SERVICES --------------- I HEREBY CERTIFY that this Minute Order, approving and authorizing the City Attorney to prepare a Contract Services Agreement with Hilton Farnkopf & Hobson in an amount not to exceed $38,000 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 2"d day of February, 2005. JAMES THOMPSON City Clerk U 4