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HomeMy WebLinkAboutMS Refuse Rate Review; HF&H 2012 Amendmentcrrr OF Agenda Item No: 3. e ULM" Meeting Date: September 17, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: MANAGEMENT SERVICES Prepared by: Stephanie Lovette Economic Development M� City Manager Approval: /$ SUBJECT: RESOLUTION AUTHORIZING CITY MANAGER TO AMEND EXISTING CONTRACT WITH HF&H CONSULTANTS, LLC FOR WORK ON REFUSE RATE METHODOLOGY REVIEW FOR THE CITIES OF SAN RAFAEL & LARKSPUR, TOWN OF ROSS, LAS GALLINAS SANITARY DISTRICT, AND ROSS VALLEY -SOUTH FOR AN ADDITIONAL $19,333 WITH COSTS TO BE PAID BY MARIN SANITARY SERVICES RECOMMENDATION: Adopt Resolution. BACKGROUND: A number of local agencies within Marin County have franchise agreements with Marin Sanitary Service (MSS) to provide refuse collection and recycling services to residential and commercial customers. The agencies with similar contracts with MSS are the cities of San Rafael and Larkspur, the Town of Ross, Ross Valley South (Marin County), and the Las Gallinas Sanitary District. Due to common interests and common contracts, these agencies have formed a Franchisors Group. MSS also has contracts with San Anselmo and Fairfax but these contracts are different so those towns are not included in the formal Franchisors Group. In 2012, the Franchisors Group and MSS started a review and update to the rate methodology contained in the Franchise Agreement. Marin Sanitary and representatives of the Franchisors Group have been negotiating on components of the new rate structure since May. HFH has been providing analysis and technical support to the Franchisors Group during the negotiations pursuant to an agreement dated March 20, 2012. The negotiations have resulted in additional reporting from MSS on achievements towards the City and County zero waste goals and will result in savings for the ratepayers. HFH is in the process of documenting the updated methodology to be incorporated into a new rate structure that would begin in 2013. This report will be presented the San Rafael City Council and to the governing bodies of the other members of the Franchise Group in October. FOR CITY CLERK ONLY File No.: �� -3 Council Meeting: Disposition:` RESOLUTION NO. 13413 RESOLUTION AUTHORIZING CITY MANAGER TO AMEND EXISTING CONTRACT WITH HF AND H CONSULTANTS, LLC FOR WORK ON REFUSE RATE METHODOLOGY REVIEW FOR THE CITIES OF SAN RAFAEL & LARKSPUR, TOWN OF ROSS, LAS GALLINAS SANITARY DISTRICT, AND ROSS VALLEY -SOUTH FOR AN ADDITIONAL $19,333 WITH COSTS TO BE PAID BY MARIN SANITARY SERVICES 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 amendment to the agreement with YIF&fl Consultants for refuse rate methodology review, dated March 20, 2012. The CITY MANAGER is authorized to amend Section 4 to increase the compensation amount by $19,333 for a total contract amount of $ 78,333. The cost of the total contract will be paid by Marin Sanitary Services, the City's franchised waste hauler. 1, 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 seventeenth day of September, 2012, by the following vote, to wit: AYES: COtJNCILM EMBERS: Heller, McCullough & Mayor Phillips NOES: COtJNCILMEMBERS: None ABSENT: COUNCILMFMBERS: Connolly. Levine - I - - E'STI-II R C. B[`IRNE, City Clerk Attachment A City of San Rafael Rate Methodology Review and Renegotiation Fee Estimate REVISED September 7, 2012 la Review Contracts 4 0 8 24 0 36 $5,812 1 Meeting with MSS 3 Meetings 2c Meet Up to Two Times with Advisory Committees of the 16 12 0 0 0 28 $6,732 2 Meetings Frachisor's Group agencies Staff 1b Document Rate Adjustment History 1 8 0 0 0 9 $2,081 Group Agencies 1 Project Future Costs 1 8 0 0 0 9 $2,081 1d Summarize Current Compensation Adjustment 1 4 12 2e 0 17 $3,745 1 Meeting with MSS Methodology and Compare and Contrast with Alternative MSS Task 2 102 42 0 0 0 144$35,016 Staff Methods 3a Prepare up to Three Drafts of Amendments to Rate 16 0 0 24 1 e Document Current Rate Structure and Compare to 1 4 12 16 0 33 $5,809 3b Alternative Structures 2 6 $1,186 3c Prepare Brief PowerPoint presentation 4 2 2 4 2 14 $2,590 if Perform detailed cost of service analysis of related- 10 35 0 0 0 45 $10,505 1 Meeting with MSS party transactions Staff Task 18 59 32 40 0 149 $30,033 2a Meet Twice with Franchisors' Group 12 8 0 0 0 20 $4,820 2 Meetings 2b Meet Three Times with Franchisors Group and MSS 16 12 0 0 0 28 $6,732 3 Meetings 2c Meet Up to Two Times with Advisory Committees of the 16 12 0 0 0 28 $6,732 2 Meetings Frachisor's Group agencies Meet Twice with Elected Represenatives from Franchisors' 8 0 0 0 0 8 $1,992 2 Meetings Group Agencies 2d Meet Once with the Each of the Franchisors' Group Boards 20 0 0 0 0 20 $4,980 5 Meetings and Councils 2e Five additional meetings with Franchisors Group and 30 10 0 0 0 40 $9,760 5 Meetings MSS Task 2 102 42 0 0 0 144$35,016 3a Prepare up to Three Drafts of Amendments to Rate 16 0 0 24 8 48 $7,840 Methodology Attachment to Franchise Agreeements 3b Prepare a Model Staff Report 4 0 0 0 2 6 $1,186 3c Prepare Brief PowerPoint presentation 4 2 2 4 2 14 $2,590 Task 3 24 2 2 28 12 68 $11,616 Plan, Organize and Monitor Tasks and Schedule 4 $996 Labor 148 103 34 68 12 361 $77,661 Out -of -Pocket Expenses $672 Revised Total Budget $78,333 HF&H Consultants, LLC 9!7(2012 CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRCC AGENDA ITEM NO. 3.e DATE OF MEETING: 9/17/2012 FROM: Stephanie Lovette DEPARTMENT: Economic Development TITLE OF DOCUMENT: SUBJECT: RESOLUTION AUTHORIZING CITY MANAGER TO AMEND EXISTING CONTRACT WITH HF AND H CONSULTANTS, LLC FOR WORK ON REFUSE RATE METHODOLOGY REVIEW FOR THE CITIES OF SAN RAFAEL & LARKSPUR, TOWN OF ROSS, LAS GALLINAS SANITARY DISTRICT, AND ROSS VALLEY -SOUTH FOR AN ADDITIONAL $2&,165 WITH COSTS TO BE PAID BY MARIN SANITARY SERVICES k Depart , ent Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) REMARKS: FI -11 01000 a OxAm Lai a] :4 A L City Attorney (signature)i