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HomeMy WebLinkAbout2004-10-26; City Council; 17858; Acceptance of PW Dept Service Plan UpdatePage 2 of Agenda Bill No. 17,858 FISCAL IMPACT: None EXHIBITS: 1. Resolution No. 2004-342 accepting the Public Works Department Service Plan Update as presented. 2. Brief summary of Public Works service plan proposals. DEPARTMENT CONTACT: Linda Kermott, 760-602-2753, Ikerm@ci.carlsbad.ca.us 1 2 3 4 5 6 7 a 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2004-342 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ACCEPTING THE PUBLIC WORKS DEPARTMENT SERVICE PLAN UPDATE AS PRESENTED. WHEREAS, the City of Carlsbad’s Public Works Department has developed a Service >Ian which is monitored and implemented on an annual basis; and WHEREAS, the Public Works Department Service Plan is aligned with the strategic goals if the City Council; and WHEREAS, the City Council wishes to accept the Public Works Department Service Plan Jpdate as a continuing effort in the evolution of the Public Works Department. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, Zalifornia, as follows: 1. 2. That the above recitations are true and correct. That the City Council hereby accepts the Public Works Department Service Plan Jpdate as presented. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council ield on the 26th day of October , 2004 by the following vote, to wit: AYES: NOES: /? None Council Members&ewis, Finnila, Kulchin, Hall and Packard. (SEAL) 3 Exhibit 2 (7 pages) Brief Summary of Public Works Service Plan Proposals 4 MAINTENANCE AND OPERATIONS Contract Maerkle Dam Cover Cleaning and Maintenance: *:* Contracting Maerkle Dam’s annual inspection, maintenance, and repair requirements will ensure that the annual cleaning requirements are met therefore maintaining the water quality. Contract Emergency Chlorine Scrubber Inspection and Maintenance: *:* Contract the inspection, equipment testing, and chemical concentration testing and adjustment requirements for chlorine scrubbers to an outside agent. Re-Assign Backflow Testing: *:* Cross-Connection personnel perform the testing and maintenance of all City owned backflow preventers, including those currently tested by Parks Maintenance staff. Installation of a Threshold “T” Valve: putting the customer out of water. *:* Install a tee arrangement where feasible allowing the test to take place without Generator Maintenance: *:* Contract out generator maintenance in collaboration with existing contract Facilities has with Bay City Electric. Landscape Maintenance: *:* Contract landscape maintenance. We could piggy-back on an existing city landscape maintenance contract. Station Maintenance: *:* Add another vehicle to our work group. This would give us the tool to utilize staff more effectively by performing scheduled work with one person rather than two. Contract Asphalt Crack Filling: *:* Contract services will provide the equipment and staff required to provide an appropriate level of crack seal work, while allowing Street Maintenance staff to continue with their regularly assigned duties. Contract New Roadway Construction and Installations Corrections: *:* Corrections of oversights of new construction involving street signs, striping, lighting, traffic signals and drainage systems should be assigned to a contractor and administered out of the Engineering Division. 5 Assistance and Cooperation between Construction and Maintenance: *:* An experienced maintenance employee should interface on a City construction project from beginning through completion to achieve a quality product. Contract Meter Site Maintenance: *:* Hire temporary help employees to perform meter site maintenance. Maintenance of the meter and appurtenances portion of this activity would remain with City staff. Contract Meter Exchanges: *:* Assign the meter exchange function to a contractor. The cost of the contract for meter exchanges can also include the cost for purchase of water meters. Assign Cell Phones MSWs: *:* Provide each Meter Service Worker with a cell phone that they could carry with them at all times while in the field. Contract Water Service and Sewer Lateral Installations: *:* Contract out all new water service and sewer lateral connections to private construction contactors. Contract Dead Animal Removal: *:* Contract out all dead animal removals, with the stipulation that the calls are responded to in a similar manner as our current standards. Water and Sewer Mapping Improvements: *:* Request that the GIS department make the mapping improvements a top priority. Contract Chlorinator Maintenance Services: *:* To meet the compliance requirements of CA-OSHA, the County of San Diego Hazardous Materials Division, and meet the manufacturer’s recommended maintenance requirements. Pilot Program- Best Way to Clean Three Wet Wells: *:* Put together a pilot program to determine the best method in which to clean the three wet wells and also to evaluate what the best option is for being prepared for an emergency. Purchase Handheld GPS Units and Software: *:* The unit is similar to the one used by the Engineering department in that it provides submeter accuracy and has a built in GPS. The unit would be used for automating the inventory updating process and building a database of accurate locations. Contract Saw Cutting: *:* Contractors have the capability to perform a variety of different cuts and sites that are scheduled for repair by our maintenance crew would be pre-cut before the crew arrives, which improves operational efficiency. This would also enable the division to reallocate one employee to the repair crew, which will increase the number of trip hazards repaired. Transfer Pre-Occupancy Inspections of New Water and Sewer Services to Construction Management and Inspection Division: *:* This would improve efficiency of pre-occupancy inspections because CM&I staff are already on site of the new development to inspect other construction work thereby relieving Meter Services to perform other duties such as meter exchanges. GENERAL SERVICES Contract Pest Control/ Weed Abatement in Medians: *:* Contract pest control and weed abatement for the right of ways and open spaces, which would include spraying, mowing and any other activity needed to rid these areas of pests and weeds. Contract Trashcan Cleaning in the Downtown Area: *:* Hire a contractor to empty and clean the 75 trashcans in Downtown daily. Contract Pruning: *:* Contract pruning so it can be done either on a reactive manner or on a regular cycle. The contractor would develop a schedule for pruning work each year depending on the location and species of plant life. Provide Adequate Resources to Regularly Inspect Contracted Work: *:* Provide adequate resources specifically allocated for contract inspections if the City is to receive best value from contracting out maintenance work. Replace Inventory of Live Plants with Silk Plants: *:* Replace live plants with silk plants to dramatically reduce maintenance costs. There will no longer be a need to contract maintenance to water, feed or clip the plants. Onsite Fire Extinswisher Service: *:* Require the contractor to inspect and service fire extinguishers on site instead of at Oak. 7 “Swing” Shift for Custodians: *:* A swing shift for custodians where they will work after regular business hours (3:3Opm- 12 midnight) so they can perform un-interrupted cleaning services at highly visible facilities such as Faraday, Safety Center, City Hall and the Maintenance & Operations building. Contract Inventorv Management and Processing *:* Contract inventory management and processing functions. The contractor would ensure stocking levels are replenished, deliver all the parts to the warehouse and maintain a database system of inventory parts and desired inventory levels based on staffs defined parameters. Leasing Program for Heavy Dutv Vehicles: *:* Lease all heavy duty vehicles and the leasing company would be responsible for performing all preventive maintenance duties and provide a “bumper-to-bumper” warranty on the vehicles. Create a Report Card of Repairs on Vehicles: *:* Create a report card of the repairs performed on vehicles indicating the type of work performed and if it took longer than 48 hours to complete, an explanation for the delay. Contract the Landscape Maintenance Activities on School Sites: *:* Contract the landscape maintenance activities of the eight school sites. Contract Trashcan and Restroom Maintenance: *:* Contract out the remainder of the trashcans and restrooms for the five new parks over the next six to eight years as an efficient and cost effective way to gain additional staff resources. Create a Contract Inspector Position: *:* Create a position for a contract inspector and task that person with inspecting all of the contracted work in Parks Maintenance and possibly Trees/Medians. Rubberized SurfacinE at Poinsettia Park: *:* Remove all of the sand in the tot lot at Poinsettia Park and replace it with a rubberized surfacing. Contract Removing and Installing Holiday Banners: 44 Contract the decorating of the Village in order to reallocate time towards pruning trees. Liaison Model for Fleet Preventative Maintenance: *:* Utilize a liaison model similar to the program developed for Police and Fire to accomplish the monthly list of vehicles due for service the day it is scheduled. It will hold departments responsible for their vehicles. Install Jumbo Roll Bathroom Tissue Dispenser and Self Dispensing Hand Towel Svstems: *:* Install new efficient Jumbo Roll Bathroom Tissue dispensers to replace the current systems and install new efficient Self-Dispensing Hand Towel systems and eliminate existing tri-fold towels. ENGINEERING Use In-House Staff for Plan Checking: *:* Use City staff for plan checking on selective projects. Contractors to Provide Data Collection Services: *:* Use contractor to collect GIS data especially with larger projects while the City provides sufficient quality control and ongoing direction to the contractor. On-The-Job Training and Education for Inspectors: *:* Afford the opportunity for staff Inspectors to become knowledgeable, experienced and competent through on-the-job training and education. Improve SIC Code Assignment: *:* Improve SIC Code assignment to new businesses being issued business licenses in order to obtain an accurate list of those subject to storm water inspections. Improve Inspection Request Processing: *:* Give contractors the option of requesting their inspections on-line, from the City’s web site. Improve Digital Submittal Data Acquisition Process: *:* Add a review checklist and an improved transmittal sheet back to developers, develop a monitoring system to quantify and manage the data acquisition workload and improve the team relationship between P&P, Design, Development Services, Construction Management and Inspection staff to help reduce frustrations and keep the process running. Consolidate Traffic Collision Data and Purchase Software: *:* Utilize a commercial traffic collision database software system so that collision information would only be entered once into the computer. Change Planchecking Fees to Time & Materials Basisu: *:* Change the consultant plancheck contracts to a Time & Materials basis and establish a system to keep fees under control. Delegate Authority for Approval of Plans to City Engineer: *:* City Council/CMWD Board to delegate the authority for the approval of the plans and specifications and authorization to advertise for construction bids to the City Engineer. PW ADMINISTRATION AND ENVIORNMENTAL PROGRAMS City Storm Water Staff and Interns do Water Quality Monitoring: *:* Have student interns, under direction of City Storm Water Staff, conduct the coastal and lagoon outfall monitoring program. Initiate an “Adopt-A-Stormdrain” Campaign: *:* This type of program could generate revenue for the City depending on advertising costs for the area. Triplicate Inspection Form: *:* Create a triplicate inspection form that will be used for those facilities with no or only minor violations. It will be signed off in the field and given immediately to the facility. One copy will go in the hard file at the office and the other into a basket for data entry. Intranet Site for PW Administrative Staff *:* Establish an intranet site for PW Administrative staff to put up ideas on how to do business better, faster and easier. This information can be shared amongst co- workers. City of CarlsbadPublic Works Department Service Plan Goal•Assess current processes and evaluate new strategies to meet future needs of the City•Foster value of continuous improvement•Promote employee involvement How It Went•What we did•What we learned•Benefits•Feedback and change Progress To Date•51 Ideas Generated–Contracting (26)–Process improvement (25)•14 Ideas Implemented–3 generated savings estimated at $200,000–11 related to communication, customer service, work efficiencies•Pilot Programs being conducted•16 new ideas just getting started Threshold T-Valve-Cross ConnectionInstall threshold valves and tees to avoid putting the customerout of water during a cross-connection test. Threshold Valve & Tee•Cost–Allows for scheduling of multiple tests at once–Saves on regulatory oversight time by County staff•Customer Service–Allows the customer to remain in water service Storm Water ProtectionCoastal and Lagoon Outfall Monitoring•Cost–Annual Savings of $100,000 •Quality–Streamlined program–Increased knowledge•Customer Service–Improved resolution times Facilities Maintenance•Idea generated by custodian•Paper Towel/TP Dispenser in City facilities•Results–Less staff time on maintenance–Significant reduction in waste CONTRACTING OPTIONPurpose:Test contract service delivery methods for cost, quality and customer service optionsCOMMONLY CONTRACTED SERVICES•Tree-Trimming•Landscape Maintenance•Traffic signals•Street Sweeping•Janitorial•School Field Maintenance•Asphalt Overlay•Electrical•Street Lights•Street Repair•Concrete Repairs•Street Line Striping•Park Restroom Cleaning Pilot Programs•Tree Pruning•Park Restroom Maintenance•Street Striping•School Field Maintenance Tree PruningPilot ProgramContracting/ Block Pruning Effectiveness Test•Cost•Quality•Customer Service Tree Pruning Pilot ProgramCurrent•Primarily response to request•1000 Trees/ year•2 hours per treePilot Block Program•Pruned Block Areas•864•½ hour per tree•City-contract comparison•Cost, quality, service equivalent Tree Pilot Program Conclusion•City/ Contract equivalent•Block Pruning 4 times more efficient•Pursue combination of City/ Contract and Response/Block Pruning Park Restroom Maintenance•Added to Custodial Contract Striping Pilot Program•Arterial growth = 17.5 miles•Overall striping demand –50% increase next 5 yrs•Traffic increase•Options–Increase staffing–Explore contracting School Field MaintenanceSchools Maintained•Aviara Oaks•Buena Vista•Jefferson•Magnolia•Valley Jr. High•La Costa Heights•La Costa Meadows•High School Tennis CourtsPilot Schools Maintained•Buena Vista•Valley Jr. High•La Costa Meadows Conclusion•Employee involvement•Continuous improvement •Education•Utilized Performance Measurement•Enhanced effectiveness•Cost savings At Your Service