Malibu City Council
Administration and Finance Subcommittee
Special Meeting Agenda
Thursday, August 29, 2024
1:00 P.M.
City Hall – Surfrider Room
23825 Stuart Ranch Road
Mayor Doug Stewart
Councilmember Bruce Silverstein
Call to Order
Roll Call
Report on Posting of the Agenda – August 28, 2024
Approval of Agenda
Public Comment This is the time for the public to comment on any items not appearing on this agenda.
Each public speaker shall be allowed up to three (3) minutes for comments. The Subcommittee may not discuss or act on any matter not specifically identified on this agenda, pursuant to the Ralph M. Brown Act.
Discussion Items
1. Presentations/Staff Updates
None.
2. Old Business
None.
3. New Business
A. Funding For Street Sweeping Services Program
Recommended Action: Provide a recommendation to the City Council to consider appropriating $44,160 from the General Fund Undesignated Reserve for the street sweeping services program for a total revised budget of $139,610.
Staff contact: Public Works Director DuBoux, 310-456-2489 ext. 339 Administration and Finance Subcommittee
August 29, 2024 Special Meeting
Adjournment
I hereby certify under penalty of perjury, under the laws of the State of California, that the foregoing agenda was posted in accordance with the applicable legal requirements. Special meeting agendas may be amended up to 24 hours in advance of the meeting. Dated this 28 th day of August 2024, at 10:00 a.m.
Cynthia Alba, Executive Assistant
Agenda Item 3.A.
Administration &
Finance Subcommittee
Special Meeting
08-29-24
Item 3A
Administration and Finance
Subcommittee Agenda Report
To: Mayor Stewart and Councilmember Silverstein
Prepared by: Travis Hart, Deputy Public Works Director
Reviewed by: Rob Duboux, Public Works Director/City Engineer Approved by: Steve McClary, City Manager
Date prepared: August 20, 2024 Meeting date: August 29, 2024 Subject: Funding For Street Sweeping Services Program
RECOMMENDED ACTION: Provide a recommendation to the City Council to consider appropriating $44,160 from the General Fund Undesignated Reserve for the street sweeping services program for a total revised budget of $139,610.
FISCAL IMPACT: Funding for the Street Sweeping Services program was included in the Adopted Budget for FY 2024-25, for a total amount of $95,450. Based upon the cost proposal received by the City for these services, an additional appropriation of $44,160 from the General Fund Undesignated Reserve to Account No. 100-3001-5121.01 (Street Sweeping) is needed to perform these services. This program includes reimbursements received from Caltrans for sweeping services performed on Pacific Coast Highway (PCH).
The projected General Fund Undesignated Reserve on June 30, 2025, is $65,446,492.
Existing Funding Estimated Costs Variance
General Fund
Subtotal
$95,450
$95,450
Cost Proposal
Subtotal
$139,610
$139,610 Total ($44,160)
Additional General Fund Undesigned Reserve Request $44,160 WORK PLAN: This item is part of the day-to-day operations identified in the Adopted FY 2023-24 Strategic Priority Project List. Staff continues to work on ongoing projects and normal business while the FY 2024-25 Strategic Priority Plan is finalized.
Agenda Item 3.A.
DISCUSSION: Council Policy #44 requires that all proposed appropriations over $10,000 be reviewed and discussed by the Administration and Finance Subcommittee prior to being presented to the City Council. The proposed appropriation item will be presented to the Council at its Regular meeting on September 23, 2024.
For the past 13 years the City’s existing street sweeping service has been with Venco Power Sweeping. Venco Power Sweeping was purchased by Sweeping Corporation of America (SCA) on December 16, 2021, and their contract is set to expire on October 8, 2024. On June 13, 2024, the City issued a new Request for Proposals for new street sweeping services.
On August 1, 2024, one company submitted a cost proposal for street sweeping services.
The cost proposal was $139,610 which includes street sweeping PCH. Staff reviewed the proposal and discovered the labor rates have increased significantly. The labor rates increased from $35 per hour to $95.25 per hour. SCA mentioned that they are now required to charge labor rates under prevailing wage laws. Staff conducted research and discovered that the California Department of Industrial Relations confirmed that street sweeping work performed pursuant to a contract with a municipality was categorized as maintenance work. This revision requires any street sweeping work subject to prevailing wages. This increase in labor rates accounts for an additional $44,160 beyond the Fiscal Year 2024-25 Adopted Budget.
Additional appropriation is needed to continue to provide these services. Staff recommends an additional $44,160 to be allocated from the General Fund Undesignated Reserve to execute a services agreement with SCA of CA, LLC.
In 2006, the City entered into a maintenance agreement with Caltrans for street sweeping on PCH. The agreement requires Caltrans to reimburse the City for all expenses associated with sweeping PCH. This agreement was updated in 2014 to increase the frequency to weekly and revise the amount to be reimbursed.
ATTACHMENTS: None.