Agenda Item 8CAGENDA ITEM # 8C
SEPTEMBER 24, 2012
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Beach Cleaning Contract Renewal vs. Performing Services In -House
SUBMITTED BY: Rick Carper, P.E. Public Works Director
DATE: September 17, 2012
BACKGROUND: At the last Commission meeting, a request was made for a
comparison between contract costs and performing beach
cleaning using City forces. In attachment 1, Staff provides the
scope of work currently executed by Beachcombers, as well as an
estimate of costs for in -house operations. Including both operating
(manpower and supplies) and equipment (truck, tractor, rake and
trailer) costs, it would cost the City approximately $51,000 per
year to do the tasks currently being done by Beachcombers for
approximately $33,000. As shown in Staff's cost estimate, in order
to maintain the current level of service for cleanliness of the
beach, contracting is the most cost effective method. To perform
at this level and not impact maintenance in other City Parks would
require additional manpower.
RECOMMENDATION: Extend the contract for one year at the current prices.
ATTACHMENTS: 1) Staff cost estimate for Beach Cleaning using City Forces
2) Staff report from 9/10 Commission meeting
3) Letter signed by Arturo Cordova, President of Beachcombers
North, Inc. agreeing to the extension at the current prices, and
4) Bid 0910 -17 Tab
BUDGET: Budgeted in Parks Maintenance Account 001 - 6020 - 572 -34.00 for
FY 13.
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 8C
SEPTEMBER 24, 2012
Attachment 1
Scope of Work for Contract Beach Cleaning
Beach cleaning will consist of once per week mechanical cleaning, four (4) days per week garbage and
litter pickup, and refuse container emptying as follows:
Mechanical Cleaning
Filtering or turning soft sand from the high tide line to the frontal dune. The cleaning shall
extend to a minimum depth of six (6) inches and be capable of picking up glass, can tops, crushed
aluminum cans, buried litter, etc. This cleaning shall be performed once per week from the Neptune
Beach City Limit north to Hanna Park.
Manual Cleaning of Litter
This work shall include the emptying of all trash containers along the oceanfront and picking up
all visible litter and garbage from the water's edge to the frontal dune, and all "street ends" open for public
use. This cleaning shall be performed four (4) days per week, October through September, and will be a
"once through" cleaning from Neptune Beach City Limit north to Hanna Park. There is no requirement for
cleaning during the day after the "once through" cleaning has been made.
From April through November, the four (4) days of pickup will usually occur on Friday,
Saturday, Sunday and Monday. From December through March the four (4) days of pickup will usually
occur on Monday, Wednesday, Friday and Sunday.
The selected bidder will be responsible for the disposing of all collected debris at an authorized
landfill.
Estimated Beach Cleaning Costs if City Forces were to assume all duties.
Operating Costs:
1) Manpower:
A. Trash Collection:
3 workers x 2.5 hrs (non Holiday and non - slammed weekend) = 7.5 worker hrs /day
7.5 worker hrs /day x $18 /worker hrs (average loaded hourly rate) = $135 /day
$135 /day x 4 days /week = $540 /week
$540/ week x 52 weeks/ year = $28,080 /year
Manpower cost would be for 4 days a week (Thursday, Friday, Saturday, and Sunday
April through November; Monday, Wednesday, Friday and Sunday December through
March).
B. Mechanical Beach Cleaning (Dragging the Beach):
3 work hrs/ week x 52 weeks/ year = 156 work hrs/ year
156 work hrs/ year X $18/ work hr = $2808 /year
2) Supplies:
There will be other added costs like bags for trash, fuel for vehicles, etc. Other supplies that
would come up once we get back in the trash collecting business and determine what they are.
Conservative estimate - $4000.00 /yr.
3) Trash Disposal Fees:
The extra waste brought off the beach would have to be handled by PW. This would require at
least one more 8 CY dumpster to be hauled three times per week by Advanced Disposal -
-$134 /week x 52 weeks = $6968 /year. Note: This does not include cost for Tipping Fees if /
when imposed by COJ.
Total Operating Cost (excluding equipment purchases and replacements) - $41,856 /year
vs. $32,916/year for Beachcombers Contract.
Capital Costs:
1) Vehicle and Equipment Costs:
AGENDA ITEM # 8C
SEPTEMBER 24, 2012
Assume initial use will be existing City 4x4 vehicle and trailer. The vehicle being used on the
beach to get trash will have a much shorter life due to working on the beach. Expect to replace
the beach vehicle 2 to 3 times faster. Anticipate $20,000 every 4 -5 years for vehicle and trailer
instead of normal 10 -12 year service life. Would want to purchase a dedicated, designed to
purpose trash trailer in the future — estimated cost - $10,000.
(Service cost for the beach vehicle will also increase. Animal Control vehicle wear and tear is
significantly higher than similar City vehicles and their time on the beach will be a fraction of the
time the beach trash vehicle will be on the beach).
2) Tractor and rake for dragging the beach:
There may be a tractor already available for raking if the tractor currently used by Public Utilities
for sludge loading functions. If not, PW would have to purchase a four wheel drive tractor that
can get on the beach to drag. Estimated cost - $20,000.00. In any event the City must purchase
a rake, estimated cost - $4000). Because of weekly beach use, life will be shorter than most
PW heavy equipment.
Assuming 5 year life for equipment above, average annual cost: $10,8001 year.
Total estimated cost to conduct beach cleaning at current contracted levels:
$52,656 /year.
Staffing Issue:
3 men out of current positions at the time they are now picking up trash. Normal duties ignored.
The scheduling will become a nightmare since the contractor does the work on the weekend.
This will require extra bodies to come in on the weekend or overtime. Less man power for the
week and we are already getting loaded with extra parks and work with no new bodies. Would
require at least one extra (new) Ranger, to avoid impact on existing park maintenance.
AGENDA ITEM # 8C
SEPTEMBER 24, 2012
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM:
Beach Cleaning Annual Contract Renewal
SUBMITTED BY:
Rick Carper, P.E. Public Works Director
DATE:
August 31, 2012
BACKGROUND:
The City's annual contract for beach cleaning with
Beachcombers North, Inc. expires on September 30, 2012.
Beachcombers has worked for the city for numerous years and
annually prove they are a quality contractor and a good partner.
We have contacted Mr. Arturo Cordova, President of
Beachcombers North, Inc., who has agreed to extend the contract
for another year at the current price of $32,916.00 annually. The
total monthly cost for 4 days per week cleaning will be $2743.00
per month. The City has the option of extending the current
contract for two (2) one (1) year periods. This is the second of two
possible renewals of this annual contract.
Beachcombers was the only contractor to submit a response
to Bid 0910 -17 since this is a specialty service.
RECOMMENDATION:
Extend the contract for one year at the current prices.
ATTACHMENTS:
1) Letter signed by Arturo Cordova, President of Beachcombers
North, Inc. agreeing to the extension at the current prices and 2)
Bid 0910 -17 Tab
BUDGET:
Budgeted in Parks Maintenance Account 001 -6020-
572 -34.00 for FY13.
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 8C
SEPTEMBER 24, 2012
August 30, 2012
Beachcombers North Inc.
Attn: Arturo Cordova, President
1810 Rambling Ridge Lane
Jacksonville, FL 32225
RE: Bid No. 0910 -17: Annual Contract for Beach Cleaning
Dear Mr. Cordova:
As you are aware, the annual contract with the City of Atlantic Beach for Beach Cleaning expires
September 30, 2012. We would like to extend the contract for another year at the current price of
$32,916.00 annually for 4 day per week cleaning from October 1, 2012 thru September 30, 2013. This is
the second of two possible renewals of the original contract.
If acceptable, please sign below and return to me within one week, so I can prepare a staff report to
present to the City Commission.
We look forward to recommending that we continue our contract with your company.
Sincerely,
t
Tim Gilboy
Deputy Public Works D
BEACHCOMBERS NORTH, INC,
FOR ONE YEAR AT THE -GURRE
Arturo
THE CONTRACT WITH THE CITY OF ATLANTIC BEACH
\BOVE, EFFECTIVE OCTOBER 1, 2012.
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