HomeMy WebLinkAboutCM Annual MSS Refuse Rate Review 2017____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-668 x 4-3-32
Council Meeting: 10/16/2017
Disposition: Resolution 14401
Agenda Item No: 4.a.
Meeting Date: October 16, 2017
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: CITY MANAGER
Prepared by: Cory Bytof,
Sustainability & Volunteer Program Coordinator
City Manager Approval: __________
TOPIC: CONTRACT FOR ANNUAL MARIN SANITARY SERVICE REFUSE RATE REVIEW
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING CITY MANAGER TO ENTER INTO A CONTRACT WITH R3
CONSULTING GROUP, INC. IN AN AMOUNT NOT TO EXCEED $88,090 TO
CONDUCT A REFUSE RATE REVIEW FOR THE CITIES OF SAN RAFAEL &
LARKSPUR, TOWN OF ROSS, LAS GALLINAS VALLEY SANITARY DISTRICT AND
ROSS VALLEY-SOUTH
RECOMMENDATION:
Adopt the resolution authorizing the City Manager to enter into an agreement with R3
Consulting Group, Inc.
EXECUTIVE SUMMARY:
The City Council is required to set refuse rates annually for residents and businesses within City
boundaries. This contract provides for R3 Consulting Group, Inc. (R3), to conduct the annual rate
review for refuse and recycling services by Marin Sanitary Service (MSS) on behalf of the City as
well as several other local agencies that also utilize MSS for similar services. This year’s review is
an in-depth detailed review, which provides information as to MSS’s current and projected
expenses and revenues, and allows Council to set rates based on the most accurate information
possible.
BACKGROUND: The City of San Rafael, the City of Larkspur, the Town of Ross, Las Gallinas
Sanitary District, and the County of Marin (for Ross Valley-South) all have contracts with MSS
utilizing a similar rate setting methodology. In order to achieve economies of scale to reduce
costs and staff time, and to streamline services across jurisdictional lines, the agencies joined
together as a Franchisors’ Group. The Franchisors’ Group meets several times per year to
oversee MSS’s operations, review MSS’s rate proposals, and oversee the work of a third party
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
consultant hired to conduct annual rate reviews. In addition, the Franchisors’ Group works
together to update the Franchise Agreement and conduct reviews of services and rate setting
procedures. In these instances the City of San Rafael typically acts as lead agency since San
Rafael comprises the majority of MSS’ accounts.
In May 2017, City Council approved a separate contract and scope of work with R3 to conduct a
review of the rate-setting methodology that establishes annual MSS refuse and recycling rates.
The goals of that effort are to simplify and streamline the process, to improve transparency, and
reduce the cost of doing annual reviews. This effort is underway now, and will continue in
parallel with the 2018 Rate Review. The City hosted a joint study session with representatives
from all the governing bodies (e.g., Councils and Boards) in the Franchisors’ Group jurisdictions
on August 29, 2017 to provide updates on the rate methodology evaluation project and receive
feedback. Vice-Mayor Bushey and Councilmember Colin were the two representatives from the
City of San Rafael.
ANALYSIS:
In 1995, the Franchisors’ Group adopted a methodology to set MSS’ refuse collection and
disposal rates. The methodology was designed to provide a detailed review of MSS’ franchised
operations every three years. In the interim two-year period, annual summary or indexed
reviews would be conducted. In a detailed review year, all categories are compared to actual
costs and revenues, a new three-year projection is set, and rates are compared to other Bay
Area communities. The Franchisors’ Group has requested that MSS submit a detailed rate
application this year – one year earlier than normal – in order to get the most complete financial
picture possible that can be used as we evaluate the rate setting methodology with R3.
The contract being proposed by R3 Consulting Group, Inc. for the 2018 annual rate review staff
and that staff is recommending in this report is for a not-to-exceed amount of $88,090.
R3’s proposal includes a survey of rates in other similar jurisdictions, three presentations to the
Franchisors’ Group for input and revisions, and one presentation to the governing body of each
member agency. The Franchisors’ Group has been satisfied with R3’s work thus far on the rate-
setting methodology, and is in agreement that R3 is best suited therefore to conduct the annual
2018 rate review. This will allow R3 to include the financial analysis they are currently conducting
for the rate setting methodology and use that to inform the 2018 rate review,.
The attached Resolution would authorize the City Manager to execute an agreement with R3 on
the terms set forth in R3’s proposal dated August 11, 2017. The next steps are to conduct the
rate review, negotiate a new rate-setting methodology with MSS, and then bring a
recommendation to regarding potential adoption of a new rate setting methodology and the
2018 rates to City Council by the end of the 2017 year.
FISCAL IMPACT: The proposal from R3 for the 2018 Rate Review is a not to exceed amount of
$88,090The cost of this contract is absorbed into MSS’s operating expenses which are the basis
for the annual refuse collection rates. All participating agencies have received a copy of this
agreement and are aware of the scope of work and project costs.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
ACTION REQUIRED:
Adopt the resolution as presented.
ATTACHMENTS:
Resolution with Exhibit ‘A‘, R3 Proposal dated August 11, 2017
RESOLUTION NO. 14401
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH R3
CONSULTING GROUP, INC. IN AN AMOUNT NOT TO EXCEED $88,090 TO
CONDUCT A REFUSE RATE REVIEW FOR THE CITIES OF SAN RAFAEL &
LARKSPUR, TOWN OF ROSS, LAS GALLINAS VALLEY SANITARY DISTRICT AND
ROSS VALLEY-SOUTH
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES AS FOLLOWS:
The City Manager and City Clerk are authorized to execute, on behalf of the City of San
Rafael, an agreement with R3 Consulting Group, Inc. for Refuse Rate Review of Marin Sanitary
Service’s Rate Application for the 2018 calendar year, in a form to be approved by the City
Attorney. The agreement shall be for an amount not to exceed $88,090.00, the terms described in
the August 11, 2017 Proposal from R3 Consulting Group, Inc., attached hereto as Exhibit A and
incorporated herein by reference.
I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of the City Council
of said City held on Monday the sixteenth day of October, 2017, by the following vote, to wit:
AYES: COUNCILMEMBERS: Gamblin, McCullough & Mayor Pro Tem Colin
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: Bushey and Mayor Phillips
ESTHER C. BEIRNE, City Clerk
www.r3cgi.com
1512 Eureka Road, Suite 220, Roseville, CA 95661
Tel: 916-782-7821 | Fax: 916-782-7824
2600 Tenth Street, Suite 424, Berkeley, CA 94710
Tel: 510-647-9674
627 S. Highland Avenue, Suite 300, Los Angeles, CA 90036
Tel: 323-559-7470
August 11, 2017
Marin Franchisors’ Group
Cristine Alilovich, Assistant City Manager, City of San Rafael,
Cory Bytof, Sustainability & Volunteer Coordinator, City of San Rafael
Pat Echols, Assistant Director, County of Marin
Susan McGuire, Administrative Services Manager, Las Gallinas Valley Sanitary District
Dan Schwarz, City Manager, City of Larkspur
Joe Chinn, Town Manager, Town of Ross
Subject: Proposal for Detailed Rate Review of Marin Sanitary Services
Dear Marin Franchisors’ Group:
R3 Consulting Group, Inc. (R3) is pleased to submit the attached proposal to the Marin Franchisors’
Group (cities of San Rafael, Larkspur, and Ross, the County of Marin, and the Las Gallinas Valley Sanitary
District) to conduct a detailed rate review of Marin Sanitary Services (MSS). This detailed rate review will
establish MSS’ revenue requirement under the proposed new rate setting methodology currently being
completed by R3. As such, the primary purpose of this review will be to ensure that the forecasted costs
of MSS operations are reasonable, with a key focus on excluding costs that are not reasonable for
inclusion in the rate setting process.
I, Garth Schultz, am Principal-in-Charge at R3’s Berkeley office and will serve as project manager and
point-of contact. R3 Principal William Schoen will serve as lead project analyst for this engagement. We
are both currently leading the Rate Methodology Review for the City / Marin Franchisors’ Group, and
have assisted multiple jurisdictions throughout California with financial analysis projects, including
detailed rate reviews, most recently for the City and County of San Francisco. We will be supported by
R3 Senior Project Manager David Siddiqui, and R3 Senior Project Analyst Emily Ginsburg and other
qualified R3 staff, as necessary.
We appreciate the opportunity to submit our proposal to the Marin Franchisors’ Group. Should you
have any questions regarding our proposal, or need any additional information, please contact me by
phone at (510) 292-0853 or by email at gschultz@r3cgi.com.
Sincerely,
R3 CONSULTING GROUP
Garth Schultz | Principal
EXHIBIT A
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 2 of 9
Background
In 1995, the cities of San Rafael and Larkspur, the Town of Ross, the Ross Valley and Las Gallinas Valley
Sanitary Districts, and the County of Marin (the Franchisors’ Group) adopted a new methodology that
would be used to set MSS’ rates for refuse collection and disposal, as well as recyclable and yard waste
collection and processing. The methodology is based on a detailed review (performed every three years)
with summary reviews (based largely on the detailed review, the use of indices, and the review of a few
key matters such as revenues and disposal costs) during the intervening years.
In 2002, MSS was awarded the franchise to provide services to the Town of San Anselmo. Also in 2002,
MSS was awarded the franchise to provide services to the north area of the Ross Valley Sanitary District.
In 2004, MSS acquired the Fairfax franchise. These expansions of service, and the need to allocate MSS’
costs among the Franchisors’ Group and these new jurisdictions, increase the importance of proper
allocation of MSS’s costs among the jurisdictions to ensure that the Franchisor’s Group is not paying a
share of the costs to service San Anselmo, Fairfax, and the north area of the Ross Valley Sanitary District.
In 2005, customers that were in the Las Gallinas Valley Sanitary District franchise area were integrated
into the customer base of the City of San Rafael.
In 2012, the Franchisor’s Group engaged HF&H to assist in the negotiations with MSS to revise the
Contractor’s Revenue Requirement and Rate Adjustment methodology. Significant revisions included
documentation of:
1. Procedures that had been agreed to by MSS and the Franchisor’s Group over the years but not
documented;
2. Related-party fees and how they will be adjusted in the future;
3. Additional reporting to be submitted with the rate adjustment applications; and
4. Procedures to develop a reserve for diversion programs by sharing in Marin Resource Recovery
Association’s net revenues (net recyclables processing revenues).
The last detailed rate review was conducted in 2015 for purpose of setting the rates that became
effective on January 1, 2016. Earlier this year, the Franchisor’s Group engaged R3 to simplify both the
detailed rate review and indexed rate review process. That work is currently ongoing, and revisions to
the current Rate Adjustment Methodology have not been finalized. For purposes of preparing our
proposal, we have generally followed the current Rate Adjustment Methodology. Any agreed upon
changes to that methodology will be accounted for through appropriate revisions to our Scope of Work
below. That Scope of Work also includes an additional task that involves working with MSS to assign and
allocate its FY 16 financial statement revenues and expenses by line of business in support of the ability
of the Franchisors’ Group to consider setting cost of service rates, should they wish to do so.
Scope of Work
Our scope of services is comprised of the following tasks:
Task 1 Kick-off Meetings/Preliminary Application Review
Task 1A Kick-off Meeting with the Franchisors’ Group
R3 will meet with the Franchisor’s Group to confirm our understanding of the engagement, timing and
identify issues from the perspective of the Franchisors’ Group.
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 3 of 9
Task 1B Kick-Off Meeting with MSS
R3 will meet with MSS to receive MSS’ Application and a presentation by MSS of the major matters
leading to any rate adjustments. Our project budget assumes that this Task 1B will be held immediately
following the Task 1A Kick-off Meeting with Franchisors’ Group, and that MSS’ Application and all
supporting schedules will be provided in Excel format. We also request that MSS provide an Excel
version of its line item general ledger.
Task 1C Completeness and Compliance Review
Upon receipt of the Application, R3 staff will test the current Application for compliance with the current
procedures. We will seek explanations for any unusual findings and we will inform MSS of any matters
that come to our attention leading us to believe the Application is either not in compliance or is
inconsistent.
Task 1D Mathematical Accuracy and Logical Consistency Review
R3 staff will test the mathematical accuracy of all of the tables contained in the Application. We will
verify that the Application is internally consistent and that any summary schedules agree to the
supporting schedules or worksheets. We will seek explanations for any unusual findings and we will
inform MSS in writing of any matters that may come to our attention that lead us to believe that the
Application is not mathematically correct or logically consistent.
Task 2 Review of Forecasted Cost of Operations
Task 2A Review of Expenses
We will test the following expenses for reasonableness based on historical trends, consistency with
operating data, and consistency with management’s plans:
1. Wages and salaries;
2. Benefits expense;
3. Workers compensation expense;
4. Disposal expense;
5. Commercial mixed waste processing
expense (See Task 2B);
6. Organics processing expense (See Task 2B);
7. Recyclable materials processing expense;
8. Adjustment for Non-Franchisors’ Group
entities transfer/transport expenses (see
Task 2C);
9. Fuel and oil expense;
10. Equipment and vehicle expense;
11. Depreciation/lease expense;
12. JPA Fees; and
13. Other operating / general and
administrative expense.
R3 will review individual transactions to ensure non-allowable costs, including non-allowable related
party transactions, have been excluded from the 2018 forecasted annual cost of operations. We will
seek explanations for any unusual findings and we will inform MSS of any adjustments that we believe
are necessary to these estimated and projected expenses to ensure that the expenses are reasonable.
Task 2B Review of Commercial Mixed Materials Processing Rate and Organic Materials Processing
Rate
Our Review of Expenses will include a review of MSS’ calculated commercial mixed waste processing
expense and organics processing expense to determine if it was calculated in accordance with the rate
setting methodology.
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 4 of 9
Task 2C Review of Non-Franchisors’ Affiliate Transfer and Transport Adjustment
Our Review of Expenses will include a review MSS’ calculation of the adjustment for non-Franchisor’s
Group entities transfer/transport expenses.
Task 2D Review Allocation Methodology
R3 will review the methodology used by MSS to allocate operating expenses to the individual
jurisdictions to ensure consistency with the compensation methodology. We will seek explanations for
any unusual findings and will inform MSS of any adjustments that may come to our attention that we
may believe are necessary to the estimated and projected expenses.
Task 2E Review Management Salaries
R3 will review the management salaries to determine the allocation to the operations of the
Franchisors’ Group is reasonable based on a time study provided by MSS, and that overall compensation
is reasonable based on similar positions in the industry. In advance of submitting its Application, we
request that MSS review and update its time study used for its management salaries allocation.
Task 2F Variance Analysis
As part of its Application, R3 requests that MSS prepare a variance analysis of its actual 2016, estimated
2017, and forecasted 2018 annual cost of operations by developing a variance analysis, with an
explanation for significant variances between periods. R3 will then review that analysis and assess the
reasonableness of significant variances.
Task 2G Review Profit Calculation
R3 staff will calculate the allowed profit using a 90.5% operating ratio applied to the forecasted annual
cost of operations, as the forecasted annual cost of operations submitted in the Application may be
adjusted.
Task 3 Review of Rate Adjustment Factor
The Rate Adjustment Factor equals the Total Contractor’s Revenue Requirement for the coming Rate
Year divided by the Gross Rate Revenues. The Rate Adjustment Factor is determined using the projected
contractor compensation based on the projected costs of operations and profit, projected pass-through
costs, and projected revenues.
Task 3A Review Revenue Projection
R3 will review and verify the accuracy of the MSS projected rate revenue at current rates. We will verify
the calculation has been done in accordance with the methodology outlined in the agreement.
Task 3B Review Non-Rate Revenue
R3 staff will review non-rate revenue for consistency and reasonableness. We will seek explanations for
any unusual findings and inform MSS of any adjustments that may come to our attention that we may
believe are necessary to these estimated and projected revenues.
Task 3C Review Calculation of Rate Adjustment Factor
R3 staff will recalculate a Rate Adjustment Factor, as the forecasted annual cost of operations and
projected revenues submitted in the Application may be adjusted based on our review.
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 5 of 9
Task 4 Review of New Programs
R3 staff will review MSS’ cost projections and anticipated rate impact for any anticipated new programs
in the coming rate year.
Task 5 Survey of Comparable Rates
We will compile rates currently in effect in other municipalities in Marin County, as well as neighboring
jurisdictions in other counties. Our project budget assumes that MSS will provide complete rate
schedules for all of its franchisor and non-franchisor franchised operations as part of this Task. Rates will
be presented as reported for each jurisdiction without any adjustments for franchise fees, services or
other factors that my impact the rates.
Task 6 Review of the Calculation of Reserve Fund Balance
R3 will review MSS’ calculation of the increase or decrease to the reserve for future diversion programs
in accordance with the procedures developed in 2012. Our findings will be summarized in our Task 8
Reports.
Note: The specific handling of the Reserve Fund may be revised pending R3’s current work to simplify
the Rate Adjustment Methodology and address the current Reserve Fund shortfall.
Task 7 Cost of Service Analysis
In conjunction with our review of MSS’s Application, R3 will work with MSS to prepare a cost of service
analysis for its FYE 2016 Revenues and Expenses by residential, commercial, roll-off and/or other lines of
business (LOBs), and by solid waste, recycling and organic services within each of those LOBs as
applicable. Our project budget assumes that MSS will develop appropriate assignments and allocations
of revenues and expenses among the agreed upon LOBs, with the associated allocation factors clearly
noted. R3 will review those allocations and the allocation methodologies (factors) for reasonableness
and confer with MSS as appropriate for purposes of developing a final agreed cost of service allocation
by LOB.
Task 8 Communication of Results
Task 8A Review of Preliminary Findings with MSS
R3 staff will meet once with MSS management to discuss the preliminary findings from our review and
receive additional information from the Company that may revise our findings.
Task 8B Initial Draft Report
R3 staff will draft an initial report based on the results from the above meeting and will provide it to
MSS management for review. We will subsequently confer with MSS management to discuss its
comments regarding our initial draft report.
Task 8C Final Draft Report
Based on the above meeting, R3 will make any appropriate revisions to our initial draft report and
present a Final Draft to the Franchisor’s Group. We will then confer with the Franchisor’s Group to
discuss its comments regarding our Final Draft Report.
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 6 of 9
Task 8D Meetings
R3 staff will prepare for and attend up to three (3) informational meetings as requested by members of
the Franchisors’ Group.
Task 8E Final Report
Based on the comments from the Franchisors’ Group, we will amend the Final Draft Report and issue
our Final Report.
Task 8F Presentation of Findings
R3 will present our findings at one meeting for each of the members of the Franchisor’s Group.
Limitations
Every approach to an engagement is limited in its scope. The following are the major limitations
regarding our proposed scope of work:
R3 reserves the right to conduct portions of our analyses off-site of MSS’ offices, as we deem
appropriate.
Our project budget assumes that MSS Application, supporting documentation, including general
ledger, and follow-up requests for information will be provided electronically, in Excel format (as
applicable), in a complete and organized manner.
Our project budget assumes that Task 1B will be held immediately following the Task 1A Kick-off
Meeting with Franchisors’ Group, and that MSS will provide the Task 2F Variance Analysis along
with its Application. It also assumes that MSS review and update, as appropriate, its time study
used for its management salaries allocation, and that MSS will provide a complete accounting of
individual officer and management salaries and benefits (e.g., company cars, expense
allowances etc.), in support of Task 2E – Review Management Salaries.
The scope of work described above is different from an audit of financial statements performed
in accordance with Generally Accepted Auditing Standards, which is performed by MSS’ auditor.
We will perform the tasks presented above in a manner that will allow us to achieve the
objectives of the review in a cost-effective manner. We will rely on MSS’ auditor with regard to
matters related to MSS’ internal controls.
We will conduct our review in accordance with the Contractor’s Compensation and Rate
Adjustment Methodology adopted by the Franchisors’ Group, with adjustments to reflect
agreed upon changes to that methodology resulting from R3’s current work with the
Franchisors’ Group and MSS to simplify that methodology.
The Rate Adjustment Methodology includes the review of MSS management’s projection of the
future results of operations. We will review these projections for reasonableness and propose
adjustments, as appropriate. We accept no responsibility to update these adjusted projected
results after the date of our report. Additionally, the projections result from assumptions
regarding future events and management’s planned response to them. Frequently, future
events do not occur as anticipated and the difference can be material.
Our scope of work and budget does not include modifications to rate structures of any of the
individual Franchisors’ Group members. If any member of the Franchisor’s Group would like us
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 7 of 9
to perform modifications to their rate structures, we would be pleased to do so based on
arrangements made with the requesting Franchisor.
Our scope of work and budget includes one (1) presentation to the governing bodies of the
Franchisors’ Group. If additional meetings are requested, we would be pleased to do so based
on arrangements made with the requesting Franchisor.
Schedule
Table 1 below includes the tentative project schedule, which is subject to change.
Table 1
Tentative Schedule
Key Task Completion Date
MSS Submits Application TBD
Kick-Off Meeting with Franchisors’ Group/MSS Week 1
R3 Commences Field Work Week 1
R3 Completes Field Work Week 7
R3 Reviews Results with MSS Week 8
R3 Provides MSS Draft Report Week 9
MSS Provides Comments on Draft Report Week 10
R3 Presents Draft Report to Franchisors’ Group for Comment Week 11
R3 Presents Final Report Week 12
Board / Councils Receive Report and Adopt Revised Rates As scheduled
Rates Effective TBD
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 8 of 9
Proposed Cost
R3 initially proposes to complete our proposed scope of work for a total, not-to-exceed amount of
$88,090. The project cost includes labor, travel, and project expenses. We would be happy to discuss
changes to our scope or budget as may be needed to align with the needs of the Franchisors’ Group.
Table 2
Project Cost
Principals
Senior
Project
Manager
Senior
Project
Analyst
Associate
Analyst
205$ 185$ 145$ 120$
1 24 4 24 0 $9,140 52
2 60 80 80 0 $38,700 220
3 2 2 10 0 $2,230 14
4 12 4 12 0 $4,940 28
5 0 4 0 8 $1,700 12
6 Review of Calculation of Reserve Fund Balance 8 4 8 0 $3,540 20
7 Cost of Service Analysis 4 8 16 0 $4,620 28
8 Communication of Findings 60 12 60 0 $23,220 132
Total Hours 170 118 210 8 506
Total Cost (1)34,850$ 21,830$ 30,450$ 960$ 88,090$
(1)Includes all expenses
Task Cost Hours
Kick-Off Meeting / Preliminary Application Review
Survey of Comparable Rates
Review Forecasted Cost of Operations
R3 Consulting Group
Review of Rate Adjustment Factor
Review of New Programs
Marin Franchisors’ Group
August 11, 2017
Proposal for Detailed Rate Review of Marin Sanitary Services
Page 9 of 9
Billing Rates
Table 3
R3 Hourly Billing Rates
Category Hourly Rate
Principal / Project Director $205 per hour
Senior Project Manager $185 per hour
Project Manager $160 per hour
Senior Project Analyst $145 per hour
Project Analyst $135 per hour
Associate Analyst $120 per hour
Administrative Support $100 per hour
REIMBURSABLE COSTS
Consultants/Subcontractors Cost plus 10%
Lodging and meals Direct cost
Travel — Private or company car $0.535 per mile
Travel — Other Direct cost
Delivery and other expenses Direct cost
Payments
Unless otherwise agreed in writing, fees will be billed monthly at the first of each month for the
preceding month and will be payable within 30 days of the date of the invoice.
Escalation
Fees will be escalated annually in accordance with the change in the Consumer Price Index.
STAFF REPORT APPROVAL
ROUTING SLIP
Staff Report Author: Cory Bytof Date of Meeting: 10/16/2017
Department: City Manager
Topic: CONTRACT FOR ANNUAL MARIN SANITARY SERVICE REFUSE RATE REVIEW
Subject: RESOLUTION AUTHORIZING CITY MANAGER TO ENTER INTO A CONTRACT WITH R3 CONSULTING
GROUP, INC. IN AN AMOUNT NOT TO EXCEED $88.090 TO CONDUCT A REFUSE RATE REVIEW FOR THE CITIES OF
SAN RAFAEL & LARKSPUR, TOWN OF ROSS, LAS GALLINAS VALLEY SANITARY DISTRICT AND ROSS VALLEY-SOUTH
Type: (check all that apply) ☒ Consent Calendar ☐ Public Hearing
☐ Discussion Item ☐ Resolution ☐ Ordinance
☐ Professional Services Agreement ☐ Informational Report
*If PSA, City Attorney approval is required prior to start of staff report approval process
Was agenda item publicly noticed? ☐ Yes ☐No Date noticed: ☐Mailed ☐Site posted ☐Marin IJ
Due Date Responsibility Description Completed
Date Initial / Comment
DEPARTMENT REVIEW
FRIDAY
noon
09/29
Director Director approves staff
report is ready for ACM,
City Attorney & Finance
review.
9/29/2017
☒
CA
CONTENT REVIEW
TUESDAY
morning
10/03
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will review items,
make edits using track
changes and ask questions
using comments. Items will
be returned to the author
by end of day Wednesday.
10/3/2017
10/4/2017
10/5/2017
☒
RW
☒
LG
☒
MM
DEPARTMENT REVISIONS
FRIDAY
noon
10/6
Author Author revises the report
based on comments
receives and produces a
final version (all track
changes and comments
removed) by Friday at
noon.
10/6/2017
☒
CB
ACM, CITY ATTORNEY, FINANCE FINAL APPROVAL
MONDAY
morning
10/9
Assistant City Manager
City Attorney
Finance
ACM, City Attorney &
Finance will check to see
their comments were
adequately addressed and
sign-off for the City
Manager to conduct the
final review.
10/10/2017
10/11/2017
10/10/2017
☒
CA
☒
LG
☒
VB
TUES
noon
10/10
City Manager Final review and approval 10/11/2017 ☒
JS