HomeMy WebLinkAboutCorrespondence after the posting of the Agenda •
Robin Roberts,
From: Jill Ingram
Sent: Monday, November 14, 2016 3:04 PM
Cc: Craig A. Steele (CSteele @rwglaw.com); Executive Team;Joe Miller
Subject: RE: November 24 City Council Meeting Agenda Questions and Requests
BCC: CITY COUNCIL
Please see responses below to the Council member questions regarding tonight's agenda. Staff will address any
additional questions at the meeting tonight.
In the meantime, please call if you would like to discuss further.
Jill:R. Ingram,,City Manager
City of Seal Beach -211 Eighth Street, Seal Beach, CA 90740
(562) 431-2527 Ext. 1300
3*w
For Infomiation about Seal Beach, please see our city website: http://www.sealbeachca.gov
NOTICE:This communication;may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an
employee..or agent-responsible for delivering this communication to the intended.recipient, please advise the sender by reply email and immediately
delete'the;message and any attachments without copying or disclosing the contents.Thank you.
From:,Gary Miller[mailto:miller.sbcc4eearthlink.net]
Sent; Sunday, November 13, 2016 9:47 PM
To:Jill.ingram
Subject November 24 City Council Meeting Agenda Questions and Requests
AGENDA QUESTIONS AND REQUESTS
Agenda Item.A:.Climatec
"Repayment.of the ifinancing" costs must also be.covered by energy savings according to "D" on page 2 of the
staff report. Given thisdequirement, why is staff excluding•interestpayments (over 15 years) from the figure
of+$955;835ifor-"all project costs"'on page 3? What is the.total cost including interest?The total cost
including interestis $1,147,030. The staff:report has been revised and will be placed on the dais.
I was,told.in Augustthat no rebate or incentive payments.have been received by the City. Attachment A
indicates the City is owed $19,298;°has.the City now received these funds from Climates? Yes,the City
received a check from SCE`.in'the:amount of$16,748. If not; when will the City receive these funds?
1
The staff report indicates that Climatec is now calculating that the cost saving over 15 years will be $816,000. .
That figure seems a bit high given that Attachment A,,Energy Savings:Update, indicates that the total annual
utility and operations savings is only $41,323. Please provide me with.a copy of Climatec's,spreadsheet that
shows this computation?There is no spreadsheet available. Climatec will discuss this item at tonight
meeting.
The City is to have a guaranteed annual energy saving. What is the guaranteed savings>for the year shown in.
Attachment A? How will it be calculated each year? Which 12 month period is shown in'Attachnient:A? Per
the staff report, staff will bring back an action item to address amended loan documents and a proposed
budget amendment to finalize the transaction for the City Council's consideration, which is theguaranteed
energy savings.This requires both the City Attorney's office and Cimatec's legal.counsel.
Agenda Item F: Quarterly Report of CM Contracts
Over$19,000 was spent in July for part-time help from Transtech Engineers. Why isn't this listed? Were there
expenditures in August, September, and/or October? If there were, why weren't they listed? The;purchase
order was within the Council-adopted budget for FY 2016-17 and the Department Head's authority, and was
signed by the Department Head, not the City Manager. This particular Council item was implemented by
the City Manager to be more transparent about any contractssigned.by,the City Manager within her
authority. To date there havebeen no additional invoices received from Transtech Engineers.
Besides the contract with Snider and Associates and payment of$3196, the City also separately paid $1550 to
Snider Education & Communication (see page 16 of check listings, Item D).. Why isn'tthisiisted? A purchase
order was issued in the amount;of$4,700 which included the cost for the recorder. The contract'amount
proposed bySniderand Associates was for$4,200 plus,expenses. Per the Snider contract signed by the City
Manager,the recorder was to send a separate invoice.The cost for Snider Education and Co mmunication
was for the recording services. The total cost for both services is$4,746.53.
Agenda Item Item I: Sr. Transit
When the Council reviewed the proposed RFP on 8/8/16 (Item F), the Financial Impact section included a
funding allocation table that included the OCTA Sr Mobility Program ($65,000) and the Community
SeniorServe ($8700): Why are these two funding sources not listed:in the Financial Impact table in this staff
report? Only Traffic Impact Fees, page 137 ($180,000) and AQMD funds, page 163 ($30,000) are budgeted
for the Senior Transportation Program expenditures. What is the new total funds available? Per the
approved FY 16/17 Budget $210,000 is available for the Senior Transportation Program.
The City currently pays $50.25/hr for Shopper Shuttle bus and the Nutrition.Program bus, and $4724/hr for
the Dial-a-Ride. This is very clearly specified in Section 3.0, Contractor's Compensation, of the current contract
(staff report Attachment E, page 3). The equivalent Section 3.0 in the proposed contract does not specify rates
but rather refers to fee schedule. This proposed contract fee schedule drops the bus rate-to$49.75/hour but
raises the Dial-a-Ride ("Sedan/Taxi") hourly rate to $62.19. However, the Financial Impact section of the;staff
2
•
•
report:lumps allihree'services together at one price and assumes that the contractor will provide Dial-a=Ride
atthe.lower bus rate. Where,is the proposed contract does Keolis agree to provide Dial-a-Ride at$49.75/hr?
The$49.75/hr rate is for all three services, Shopper Shuttle, Nutrition and Dial-A-Ride. The ("Sedan/Taxi")
hourly.'rate for $62.19 is for extraordinary purposes.
Atthecurrent contract prices ($50.25/hr for Shopper Shuttle bus and the Nutrition Program bus, and
$47.24/hr for the Dial-a-Ride) and current utilization rate (total billable bus hours hours = 55%, dial-a-ride
=45%,.see September check to Keolis on page 9, Item D), the average hourly billing rate = $50.25*.55 +
$47.24*.45 =$48.90. If Keolis is now going to just charge us the carne rate for both serviceslof$49.75/hr, this
is an effective:increase;of only$0.85/hr.This increase multiplied by the 3000 hours of service needed in FY 16-
17`is $2$50. Given this small contract cost increase, why is'staff requesting an additional $20,000 or the
program? Per the staff report, a total of 4,200 vehicle service hours for each fiscal year.
The agreement with Community SeniorSery requires the.City to collect donations for transportation to the
meal program(Article 3,E, page-5). However, the contract with Keolis has no provision for soliciting and
collecting donations. How does the City currently do this, or propose to do this?This is handled by City staff.
The "Scope of Work" (page 1 of 7) in agreement with Community SeniorSery indicates that the transportation
service is only to be provided to "pre-registered and approved" seniors who are frail, disabled, or isolated.
However, the contract with Keolis has no provision for such an approval and registration process. How does
the City currently do this, or propose to do this?This is not required, as a senior may attend the same
location-for recreational purposes or use bus for the Shopper Shuttle.
Agenda'Item K: West End Pump.Drive Replacement
The staff report states that change orders reduced the construction cost by $45,000. What vvere these change
orders?There 3 changes to the final.cost of the project. The first was to eliminate the refurbishment
of the existing sump-pump at a savings of approximately Until the pump was removed, staff was
not able toexamine the existing pump close.enough to determine if major work was required or if work
could be done in-house. The second reduction was on wiring,'for the new VFD. Until the old VFD was
removed, and the wiring in the conduit was examined closer,:staff was not able to determine if the new VFD
would require new wiring or if the existing.wiring was in acceptable condition. This saved approximately
$10,000. The third change was to add some minor modifications'to the anchoring conditions of the new
sump pump (bolts, epoxy, etc). This change order was approximately$5,000. Altogether,there were
savings of-approximately$45,000 on this project.
Agenda Item L: Transtech'PW,Inspector
Why is the contract back-dated to August 30th?The start date was September 1, 2016.
How many hours:of Inspector service have been provided to date? As of Friday, November 11, 2016,
139 hours.
What was the first date of services? September 1,2016.
3
Why does the staff report refer to "interim PW inspector position"?Are we planning to hire someone -,
full-time? Staff is waiting for the recommendation of the class and compensation,study.
Why did we decide to stop using our in-house staff now after doing"self-inspections"_since last
October, for,example, on the recently completed slurry and concrete projects?This project is too large
for in-house staff and requires daily construction management.
Given that the hourly fee is of$125 is'almosttwice what we were paying before, whatoutreach did
staff do to find a lower cost professional? Staff received another proposal from the design consultant
who prepared the plans and specifications for the project. It was`not,in thetity's best interest to;use
them. Why did staff discontinue the same service for an hourly rate of$65? He was not qualified
given that he did not have the required certifications.
Item M: Winter Pump Rentals
It appears from the quotation sheet that we will not be renting any lay-flat hose. Is the City,just planning on
using the lay-flat that we purchased for CPE? If so, what if one pump is needed in CPE and the other pump
needed elsewhere?The City purchased,six (6) 100-foot long sections of lay-flat discharge hosing. These
sections can be used in any configuration that the City requires at the time. So if both pumps need_300-feet,
that can be accomplished. If one pump requires 500-feet and the other pump only requires 100-feetbased
upon their deployed locations, that can be accomplished as well.
Agenda Items G &.O: Ordinance 1659 and Entertainment Permit Fees
What exactly is the plan for enforcement of the noise component? Contract code enforce_ment the
Police.Department or ?Neighborhood Services Division and the Police Department will partner with
the enforcement of the ordinance.
Why would you use a $800 meter when a.$4,000'meter is required;to impose:a fine? It is up to City
Council on amount they wish to spend for purchase of a noise meter. As stated in the staff'
report,the minimum cost is $800.
What is the anticipated fine?As stated in the Ordinance on'pagel2 under subsection b. entitled
"Penalty for the First Offense-Administrative Fine; Appeal" the first offense is 5100.
4