MCE Subcontractors (13% Administrative Overhead included) Streets $273,106 $256,659 $317,554 $290,651 $334,288
Building $316,432 $221,622 $241,260 $516,787 $457,209
Parks $850,378 $903,711 $951,770 $1,076,662 $1,763,611
Events $125 $0 $838 $14,000 $15,450
Special Districts $154,632 $109,919 $141,553 $131,420 $154,999 Admin. Overhead $242,838 $235,319 $246,081 $288,770 $373,271 Contingency $203,277 $237,146 $155,532 $107,287 $145,756 Subtotal $2,040,788 $1,964,376 $2,054,588 $2,425,577 $3,244,584 YoY Change -$110,281 $171,826 $419,234 $780,538
% Change -0.5% 8.7% 20.4% 32.2%
MCE and MCE Subcontractors Combined
Grand Total $5,769,723 $5,415,416 $6,062,512 $6,662,044 $8,086,481 YoY Change -$354,307 $647,096 $599,532 $1,424,437
% Subcontracted 35% 36% 34% 36% 40%
Administrative Charges Only
MCE Admin. $150,916 $112,547 $161,502 $148,495 $223,575 Subcontractor
Admin. Overhead
$242,838 $235,319 $246,081 $288,770 $373,271
Total Admin.
Charges
$393,755 $347,865 $407,583 $437,265 $596,846
% of Total Exp. 7% 6% 7% 7% 7%
On average, 37% of overall MCE expenditures over the last five years were for subcontracted services. Within the Parks and Building Maintenance service categories in particular, subcontractor costs are approaching those of MCE in-house services. In Fiscal Year 2022-23, 47% of all park maintenance and 43% of all building maintenance work was completed by subcontractors.
For parks maintenance, subcontractors are used for mowing, weeding, cricket pitch maintenance, and annual field renovations at Fallon Sports Park, Emerald Glen Community Park, and Dublin Sports Grounds. MCE provides direct maintenance of all neighborhood parks and Don Biddle Community Park, which do not have the same mowing requirements of the other parks that are rented for sports activities.
For City buildings, subcontractors primarily provide preventative maintenance on specialized assets such as plumbing, HVAC, electrical, roofs, and doors. MCE has doubled their dedicated building staff from two to four full-time-equivalent employees, which correlates to ongoing facility needs and an increase in rental support. Other minor cost increases are associated with an additional MCE administrative staff person, an increase in event support, and an increase in street maintenance activities (including landscaping and street surface maintenance). 657
Maintenance Requests
SeeClickFix (aka “Fix It Dublin”) is an online tool that allows residents and internal customers to report maintenance issues in the City and includes a robust tracking and reporting function.
According to available data for the past three fiscal years, maintenance requests have increased 79%, as shown in Table 2. Initial growth in requests in the first two years is attributed to the City implementing SeeClickFix (May 2021) and publicizing the new service, as well as the opening of new parks. The following fiscal year saw modest growth in requests, with internal requests declining marginally.
Table 2: Maintenance Request Trends
FY 2020-21 FY 2021-22 FY 2022-23
Total Requests 1,839 2,911 3,292
YoY % Change 58% 13%
External Requests 1,206 1,794 2,162
YoY % Change 49% 21%
Internal Requests 633 1,145 1,130
YoY % Change 81% -1%
Comparative Analysis
In addition to the economic review, Staff ran a comparative analysis against the maintenance services provided by the cities of Brentwood, Pleasanton, and San Ramon. The analysis shows that the City’s per capita cost ($188 per resident) for maintenance services is nearly half that of the cities of Pleasanton ($359 per resident) and San Ramon ($344 per resident). Brentwood, a city with similar population (66,127) and land area (15 square miles), spends marginally more than Dublin does on maintenance services. Similarly, Dublin spends less per parkland acre ($20,213 per acre) than Pleasanton ($26,977 per acre), San Ramon ($22,592 per acre), and Brentwood ($33,798 per acre) as displayed in Table 3 below.
Table 3. Comparative Analysis Summary
*Pleasanton was excluded from Personnel and Contract cost comparison due to differences in operating models.
While the neighboring jurisdictions offer in-house maintenance services, contract services are still heavily utilized. As an example, San Ramon had a Fiscal Year 2022-23 personnel budget of $14.1 million and a contract services budget of $8.4 million, and Brentwood had a Fiscal Year 2022-23 personnel budget of $5 million and a contract services budget of $7.2 million. These contract Dublin Brentwood Pleasanton* San Ramon
Population 67,734 66,127 76,689 87,685
Total Maintenance Budget
Cost Per Capita
$12,725,484
$188
$17,860,542
$270
$27,552,439
$359
$30,171,291
$344
Cost Per Parkland Acre $20,213 $33,798 $26,977 $22,592
Personnel Costs
Contract Costs
$562,767
$11,175,030
$4,963,617
$7,220,858
$14,090,297
$8,357,297
658
services include pest control, landscaping/mowing, generator maintenance, HVAC maintenance, fire protection, weed abatement, janitorial services, carpet cleaning, catch basin cleaning, street sweeping, intrusion monitoring, fountain maintenance, and other services as needed to handle services not provided by City personnel.
Attachment 2 includes complete details on the comparative analysis.
Conclusion
MCE provides a one-stop, comprehensive maintenance service solution for the City. The primary driver for the increases in MCE costs over the last five years is the addition of City assets, including one new facility (the Public Safety Complex), four new parks (Sunrise Park, Clover Park, Butterfly Knoll, and Don Biddle Community Park), Fallon Sports Park – Phase 3, and the Imagine Playground at Dublin Sports Grounds. These new community assets have had a direct impact on the increasing demands of MCE’s services, and the specialized nature of some assets, like the cricket pitch, have required MCE to expand its use and oversight of subcontractors and have added to the City’s total maintenance costs. Moreover, a focus on enhanced maintenance of existing assets and the improved ability for residents to report issues directly have also contributed to increases in the City’s costs.
These costs will continue to escalate with the opening of the Dublin Cultural Arts Center, Iron Horse Nature Park and Open Space, Wallis Ranch Community Park, and future parks in Eastern Dublin. However, even with these anticipated costs, the City is spending less per acre ($20,213) and per resident ($188) when compared to neighboring jurisdictions with a similar portfolio of maintenance needs. Staff will continue to work with MCE in balancing the City’s required maintenance activities with its budgetary limits, in conjunction with the goal of keeping Dublin’s variety of parks and facilities in excellent condition.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) MCE Maintenance Services and Subcontractors by Task List 2) Fiscal Year 2022-23 Comparative Analysis
659
MCE Maintenance Services
Task Task Description
Streets
Street Maintenance Pothole patching, crack filling, asphalt pavement maintenance.
Drainage
Maintenance
Flushing storm drains, catch basin inspection and cleaning, cleaning concrete v-ditches, stream channel clearing.
Storm Patrol Inspection and cleaning of catch basins, culverts, gutters, ditches, and streams during storms.
Sidewalks, Curbs &
Gutters
Temporary ramping of tripping hazards.
Sign Maintenance Installation, removal, repair, and replacement of signage, posts and other sign mounting equipment.
Striping & Marking Limited re-striping or re-marking of existing striping, limited painting, or re-painting of curbs.
Guardrail Repair Straighten, replace, or repair damaged guardrails and posts.
Spill Cleanup Control and clean-up or assistance with clean-up of material on or near streets.
Street Tree
Maintenance
Trimming, pruning, fertilizing, spraying, removal, and replacement of City owned trees.
Street Landscape
Maintenance
Maintenance of street median landscape including turf, bedding plants, shrubs, irrigations systems, and rodent control.
Additional Work Other work performed at the written request of the City.
Parks
Park Maintenance Maintenance of park landscape including turf, bedding, plans, trees, shrubs, irrigation systems, hardscapes, and rodent control.
Sign Maintenance Installation, removal, repair, and replacement of signage, posts and other sign mounting equipment.
Storm Patrol Inspection and cleaning of catch basins, culverts, gutters, ditches, and streams during storms.
Quarterly Assurance
Inspections
Completion of quarterly quality assurance inspections.
Weed Abatement Removing weeds and vegetation in various areas.
Spill Cleanup Control and clean-up or assistance with clean-up of material on or near streets.
Bike Path
Maintenance
All maintenance including cleaning striping and marking surface maintenance, etc. to maintain a bike path that is not adjacent to vehicle lanes.
Additional Work Other work performed at the written request of the City.
Building Maintenance
Building
Maintenance
Maintenance of various City-owned buildings and facilities.
Building Grounds Maintenance of building landscape including turf, bedding plants, trees, shrubs, irrigation systems, hardscapes, and rodent control.
Attachment I
660
Body Fluid Spills Clean-up of body fluid.
Quality Assurance Completion of quarterly quality assurance inspections.
Additional Work Other work performed at the written request of the City.
Assessment Districts
Tree Maintenance Maintenance of Assessment District trees including trimming, pruning, fertilizing, spraying, and removal of trees.
Landscape
Maintenance
Maintenance of Assessment District median and other landscapes areas including turn, bedding plans, shrubs, irrigation systems, and rodent control.
Storm Patrol Inspection and cleaning of catch basins, culverts, gutters, ditches, and streams during storms.
Weed Abatement Removing weeds and vegetation in various areas.
Sign Maintenance Installation, removal, repair, and replacement of signage, posts and other sign mounting equipment.
Spill Cleanup Control and clean-up or assistance with clean-up of material on or near streets.
Quality Assurance Completion of quarterly quality assurance inspections.
Additional Work Other work performed at the written request of the City.
Special Events
Community
Promotions
Assistance in provision of community events such as parades, holiday events, festivals, etc.
Additional Work Other work performed at the written request of the City.
Administration
Maintenance
Supervision
Managing maintenance operations.
Additional Work Other work performed at the written request of the City.
661
Subcontractors by Task
Drainage Maintenance
Roto Rooter Plumbing repairs and clean out.
Sign Maintenance
The Construction Zone Sign and Safety Equipment
Guardrail Repair
Calco On call fence and guardrail work.
Weed Abatement
Del Conte Landscaping Weed control of bedding areas at all landscapes.
RJN Inc. Fire abatement discing and mowing.
Street Tree Maintenance
Del Conte Landscaping Weed control of bedding areas at all landscapes.
West Coast Arborists Tree pruning and tree removal.
Assessment District Maintenance
Del Conte Landscaping Monthly shrub pruning and site work.
West Coast Arborists Tree pruning and tree removal.
Western Exterminator (Stagecoach
only)
Rodent and pest control.
Street Landscape Maintenance
Del Conte Landscaping Weed control of bedding areas at all landscapes.
Western Exterminator Rodent and pest control.
Park Maintenance
4 Paws Goose Control Control of geese at Dublin Sports Grounds.
Calco On-call fence and guardrail work.
Del Conte Landscaping Mowing of large sports parks, weed control of bedding areas at all landscapes, turf fertilization, and monthly shrub pruning.
Frank and Grossman Fallon Sports Park cricket pitch maintenance.
Professional Power washing Power washing services.
RJN Inc. Fire abatement discing and mowing.
West Coast Arborist Tree pruning and tree removal.
Western Exterminator Rodent and pest control.
Building Maintenance
Bay Air Mechanical Preventive maintenance and repair of HVAC systems.
Baywide Glass Glass repairs.
Calco Fence and guardrail work.
Comfort Dynamics Maintenance of Reliable Control Systems, HVAC.
East Bay Pools Fountain and splash pad maintenance.
Frontier Pacific Doors Door repairs.
Gamble Construction General building repairs.
662
Roto-Rooter Plumbing repairs and clean out.
Savior Plumbing Plumbing repairs.
Sierra Roofing Roof repairs.
Silverado Valley Electric Electrical repairs.
Vortex Doors Overhead door and general door repairs.
Windology Window Treatments Window treatment repairs.
663
Fiscal Year 2022-23 Comparative Analysis
Dublin Pleasanton1 San Ramon Brentwood
City Characteristics
Land Area (square miles) 15 25 18 15
Street Miles2 148 213 241 192
Population 67,734 76,689 87,685 66,127
Total Maintenance Costs
Number of Maintenance Staff 47 120 81 43
Total Maintenance Budget3 $12,725,484 $27,552,439 $30,171,291 $17,860,542 Personnel $562,767 $14,090,872 $4,963,617
Contract Services $11,175,030 $8,357,297 $7,220,858
Other
(Equipment/Materials/internal
Transfers/Other services)
$987,687 $7,723,122 $5,676,0674
Maintenance Services Cost per Capita
Total Maintenance Budget $12,725,484 $27,552,439 $30,171,291 $17,860,542 Cost Per Capita $188 $359 $344 $270
Park Maintenance Cost Per Acre
Parkland Acreage (Total) 267 451 375 243
Parkland Maintenance
Expenditures
$5,396,890 $12,166,775 $8,471,952 $8,212,880
Cost per Parkland Acre $20,213 $26,977 $22,592 $33,798
Park Maintenance Metrics
Number of Parks 28 46 58 68
Number of Community Parks5 7 9 6 9
Number of Neighborhood Parks6 21 37 52 57
Number of Aquatic Centers 1 1 2 1
1 Pleasanton was excluded from Total Maintenance Cost comparison due to differences in operating models. 2 Center line miles.
3 Data provided from City budget documents or directly from City Staff. 4 Does not include Internal Service Costs/Fund Transfers for Landscape and Lighting District services. 5 Defined as multi-activity parks designed for community-wide use. 6 Defined as parks that serve the population of the immediate neighborhood.
Attachment 2
664
MCE Economic Evaluation
and Comparative Analysis
October 17, 2023
665
Background
• June 1984 – Initial Contract with MCE
– Street Maintenance Only
• July 1, 2017 – Most Recent Agreement
– Comprehensive Maintenance Services
• July 1, 2022 – Current T wo-Year Amendment
– Expiring on June 30, 2024
– City Manager Option to Extend for Three More Years
666
MCE Evaluation
• MCE provides maintenance services in six general service categories:
• 46 dedicated staff
– 44 Field Staff
– 2 Administrative Staff
• 21 subcontractors within service categories
• 13% administrative fee for subcontract work
- Administration - Parks
- Assessment Districts - Special Events
- Buildings - Streets
667
MCE Evaluation, 2
• The City’s largest expenditures are in the following three categories:
– Parks Maintenance (46% of total expenditures)
– Streets (23% of total expenditures)
– Building Maintenance (13% of total expenditures)
• Fiscal Years 2018-19 through 2022-23 – 37% of the total expenditures for subcontracted services
• Subcontractor expenditures are the highest in Parks (47%) and Building Maintenance (43%)
668
Maintenance Requests
• SeeClickFix (aka “Fix It Dublin”) Maintenance Request T ool • Maintenance requests increased 79% from FY20-21 to FY22-23 FY 2020-21 FY 2021-22 FY 2022-23
Total Requests 1,839 2,939 3,292
External Requests
(Initiated via public portal)
1,206 1,794 2,162
Internal Requests
(Initiated via staff portal)
633 1,145 1,130
669
Comparative Analysis
• Pleasanton, San Ramon, and Brentwood
• City Expenditures per resident ($188); per parkland acre ($20,213) – Both less than neighboring cities
• Other jurisdictions utilize in-house maintenance services and also utilize contract services. These contract services include:
– Generator and HVAC maintenance
– Intrusion and fire monitoring
– Janitorial and carpet cleaning services
– Landscaping services (including
mowing)
– Pest control
– Weed abatement
– Street sweeping
670
Conclusion
• Primary driver for increases over last five years:
– Four new City parks
– One Sports Park expansion
– One new Park facility
• Additional assets will increase future maintenance costs • City will continue to spend less per resident and per acre than neighboring jurisdictions
671
Questions?
672