HomeMy WebLinkAbout2019-05-09; Assumption of Additional Maintenance Responsibilities from State of CA; |Lancaster, Kyle | Barberio, Gary|To the members of the:
CITY COUNCIL
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May 9, 2019
To:
From:
Via:
Council Memorandum
Honorable Mayor Hall and Members of the City Council
Kyle Lancaster, Interim Parks & Recreation Director
Gary Barberio, Deputy City Manager J
Elaine Lu key, Chief Operations Officer p---
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Carlsbad
Memo ID# 2019039
Re: Assumption of Additional Maintenance Responsibilities from State of CA
This memorandum provides an update on the city's assumption of additional maintenance
responsibilities from the State of California Department of Parks & Recreation.
Background
Staff from the State of California Department of Parks & Recreation and City of Carlsbad staff
have an established relationship to manage the beaches along the Carlsbad Coastline. To
ensure responsiveness for our residents, and provide a higher level of services, city staff
discussed assumption of additional maintenance responsibilities along the seawall in Carlsbad
in December 2018 and February 2019.
The first area in question extended from the intersection of Pine Avenue southward to the
intersection of Cannon Road (excluding the Tamarack Avenue parking lot). These costs were to
include [a] replacement of the existing 11 state-owned recycling and trash stations with city-
owned standard receptacles, and the assumption of the ongoing collection from these
receptacles, and [b] replacement of the existing four state-leased portable restroom units with
city-leased units, the construction of aesthetic enclosures for each unit, and the ongoing
servicing of the units. The portable restroom aesthetic enclosures would be of vinyl coated
steel fence panel materials, installed on three sides of the portable restroom units to provide a
visual screen to passersby, either in vehicles or walking/biking along the seawall and Carlsbad
Boulevard.
The second area in question was for the city to assume like maintenance responsibilities from
the State of California Department of Parks & Recreation for the four state-owned recycling and
trash stations in the Tamarack Avenue parking lot, as well as two stations along Carlsbad
Boulevard, from Cannon Road southward to Palomar Airport Road.
Discussion
Each of the state-owned recycling and trash stations have two small recycling bins and two
small trash bins. This configuration led city staff to the determination that two city-owned
standard recycling and trash receptacles would be needed at each location to accommodate
Community Services Branch
Parks & Recreation Department 799 Pine Avenue, Suite 200 I Carlsbad, CA 92008 I 760-434-2826 t
Honorable Mayor and Members of the City Council
May 9, 2019
Page 2
the typical volume of material understood to be collected at each site. The city's cost estimates
. for the described assumption of added maintenance responsibilities are as follows:
One Time Costs
• Purchase and installation of 22 city standard recycling/trash receptacles= $50,000
• Contractual construction of four portable restroom aesthetic enclosures = $30,000
• Subtotal: $80,000
Ongoing Costs
• Daily (at minimum) contractual recycling/trash collection from 22 standard
recycling/trash receptacles, and supplemental cleaning/stocking of portable restrooms=
$4,960/mo. or $59,520/yr.
• Daily contractual full servicing of four portable restrooms= $3, 760/mo. or $45,120/yr.
• Subtotal: $8, 720/mo. or $104,640/yr.
On Jan. 23, 2019, during a coastline city-state partnership meeting, city staff committed to
assuming these recycling and trash related responsibilities within the subsequent six to eight
weeks. City staff further committed to assuming these portable restroom related
responsibilities in fiscal year (FY) 2019-20, contingent upon the City Council's appropriation of
funds for a budget supplement, and staff's completion of a formal bidding process on the
leasing/full servicing requirements of the four units.
The Parks & Recreation Department staff has also developed cost estimates to assume like
maintenance responsibilities from the State of California Department of Parks & Recreation for
the four, state-owned recycling and trash stations in the Tamarack Avenue parking lot, as well
as two, state-owned stations along Carlsbad Boulevard, from Cannon Road southward to
Palomar Airport Road. The city's cost estimates for the described assumption of added
maintenance responsibilities are as follows:
One-Time Costs
• Purchase and staff installation of 12 city standard recycling/trash receptacles= $28,000
• Subtotal: $28,000
Ongoing Costs
• Daily (at minimum) contractual recycling/trash collection from 12 receptacles= $2,250/
mo. or $27,000/yr.
• Subtotal: $2,250/mo. or $27,000/yr.
Next Steps
Parks & Recreation Department staff has acquired enough recycling and trash receptacles to
implement the first described request for 22 city-owned standard receptacles installed at each
of the state-owned stations, from Pine Avenue southward to Cannon Road, excluding the
Honorable Mayor and Members of the City Council
May 9, 2019
Page 3
Tamarack Avenue parking lot. City staff is prepared to coordinate with state staff on the
removal of stations and installation of receptacles as early as the last first full week of May, and
to assume the ongoing servicing of the receptacles immediately thereafter.
To assume responsibility of the state's portable restroom units, city staff will need to complete
a formal bidding process and execute a contract with a vendor offering the leasing/full servicing
required -at the best value to the city, based on the established purchasing policy. City staff will
also need to obtain proposals and execute a Minor Public Works Contract for the construction
of the enclosures at each of the four portable restroom units. Staff has initiated the drafting of
formal bidding documents for the leasing/full servicing of the portable restroom units, and the
seeking of proposals for the construction of the aesthetic enclosures, as to be prepared should
the City Council appropriate funds for the FY 2019-20 budget supplement.
Additional time would be needed to implement the February 2019 request for 12 city-owned
standard recycling and trash receptacles installed at each of the state-owned stations, in the
Tamarack Avenue parking lot, and along Carlsbad Boulevard, from Cannon Road to Palomar
Airport Road . More specifically, an approximate eight-week period would be required for the
purchase, production and delivery of the receptacles.
cc: Celia Brewer, City Attorney
Scott Chadwick, City Manager
Tim Selke, Parks Superintendent
Morgan Rockdale, Parks/Trees Supervisor