HomeMy WebLinkAbout2011-06-06_cityofsanrafael_114d508f64f27d9d51f41c227789cc5fAgenda Item No: 5
Meeting Date: June 6, 2011
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: MANAGEMENT SERVICES
Prepared by: Approved by:
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Stephanie Lo ette, Acting Economic Director N
SUBJECT: Resolution Authorizing Assistant City Manager to Amend the Existing
Contract with HF and H Consultants, LLC to an Amount Not to Exceed $75,000
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 under contract with MSS include the cities
of San Rafael and Larkspur, the Towns of Fairfax, Ross and San Anselmo, the unincorporated
Ross Valley, the Las Gallinas Sanitary District and the County of Marin. San Rafael, Larkspur,
Ross, the County, Ross Valley Sanitary District South and Las Gallinas Sanitary District have
formed a Franchisors Group and developed a jointly sponsored program designed to conduct
routine reviews of Marin Sanitary's operating efficiencies and expenses. The annual rate review
generally starts in the summer and culminates with the rate hearings in January -February of the
following year. The Franchisors Group chooses the consultant for the rate review and San Rafael
provides the contract administration. The cost for the contract is passed through to MSS.
ANALYSIS: The rate review for the 2011 rates was performed by HF&H Consultants ("HFH")
pursuant to a $60,000 contract approved by San Rafael on August 16, 2010. HFH has requested
an additional $15,000 to be added to the 2010 contract. The proposed contract amendment is for
additional City -Town Council meetings and analysis requested by Council members at those
meetings. The additional $15,000 will be paid by MSS and absorbed into the MSS operating
expenses for the localities that requested the additional meetings and services.
FISCAL IMPACT: The total cost of the contract will be a not to exceed amount of $75,000;
$60,000 for the initial contract and $15,000 for the amendment. The cost for this contract is
passed through to MSS and is not an expenditure of either the City of San Rafael or the other
Franchisors. All participating agencies have received a copy if this agreement and are aware of
the scope of work and project costs. The contract payments are absorbed into MSS operating
expenses which are the basis for the annual refuse collection rates.
FOR CITY CLERK ONLY
File No.:
Council Meeting:
Disposition:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ACTION REQUIRED: Accept the report and adopt the resolution as presented.
ATTACHMENT: Attachment A, Amendment to Agreement
RESOLUTION NO.
RESOLUTION AUTHORIZING ASSISTANT CITY MANAGER TO AMEND THE
EXISTING CONTRACT WITH HF AND H CONSULTANTS, LLC TO AN
AMOUNT NOT TO EXCEED $75,000
THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows:
The ASSISTANT CITY MANAGER and CITY CLERK are authorized to execute, on behalf of the
City of San Rafael, an amendment to an existing contract dated August 19, 2010 with HF& H
Consultants for Refuse Rate Review of Marin Sanitary Service's Rate Application for the 2011
calendar year. The compensation will be increased from a not to exceed amount of $60,000 to a not
to exceed amount of $75,000.
I, ESTHER C. BEIRNE, Cleric 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 sixth day of June, 2011, by the following vote, to wit:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ESTHER C. BEIRNE, City Clerk
AMENDMENT TO AGREEMENT
BETWEEN CITY OF SAN RAFAEL AND HF AND H CONSULTANTS, LLC
THIS AMENDMENT TO AGREEMENT is entered into this day of , 2011, by and
between the CITY OF SAN RAFAEL (hereinafter "CITY") and HF and H CONSULTANTS, LLC
(hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the City of Larkspur, the Town of Ross, the County of Marin, the Las Gallinas
Sanitary District, and the CITY (collectively, the "Franchisors Group") have similar franchise agreements
with Marin Sanitary Services; and have utilized a jointly sponsored program to conduct reviews of Marin
Sanitary Services operations and expenses pursuant to their respective Franchise Agreements; and
WHEREAS, CITY, on behalf of the Franchisors Group, entered into an Agreement with
CONTRACTOR dated August 19, 2010 (hereinafter "AGREEMENT") to conduct such a review; and
WHEREAS, CITY and CONTRACTOR desire to amend the AGREEMENT.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
1. The AGREEMENT shall be amended to increase by $15,000 the total compensation agreed to
therein on August 19, 2010, by amending Section 4 of the AGREEMENT to read in its entirety as follows:
Section 4. COMPENSATION
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR an amount NOT to exceed $75,000, including the cost of local
business license taxes as described in Section 20.
2. Except as provided herein, all other provisions of the AGREEMENT shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties have executed this AMENDMENT TO AGREEMENT
as of the day, month and year first above written.
CITY OF SAN RAFAEL
CONTRACTOR
to
Jim Schutz
Assistant City Manager Name:
Title:
ATTACHMENT A
ATTEST:
Esther C. Beirne
City Clerk
APPROVED AS TO FORM:
Robert F. Epstein
City Attorney