AGENDA
MUNICIPAL SERVICES COMMITTEE
MEETING NOTICE
SEPTEMBER 12, 2023
PUBLIC MEETING 4:00 P.M.
MEMBERS
Felicia Williams, Chair/Vice Mayor, District 2
Tyron Hampton, Councilmember, District 1
Justin Jones, Councilmember, District 3
Jason Lyon, Councilmember, District 7
STAFF
Sidney Jackson, General Manager
Lisa Hosey, Assistant City Attorney
Garrett Stevenson, Recording Secretary
MISSION STATEMENT
The City of Pasadena is dedicated to delivering exemplary municipal services, responsive to our entire community and consistent
with our history, culture and unique character.
In compliance with the Americans with Disabilities Act of 1990, Assistive Listening Devices are available from the City Clerk’s Office with a 24-hour advance notice.
Please call (626) 744-4124 to request use of a listening device.
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Items on the agenda may not be called in order listed.
Agendas and supporting documents are available on the Internet at http://www.cityofpasadena.net/commissions/city-council-municipal-services-committee/ Materials related to an item on this Agenda submitted to the Municipal Services Committee after distribution of the agenda packet will be posted online and listed as: “Supplemental Agenda Material Received after the Posting of the agenda”.
PUBLIC COMMENT AT THE MUNICIPAL SERVICES COMMITTEE MEETING FOR SEPTEMBER 12, 2023 AT 4:00 P.M. WILL BE ACCEPTED IN-PERSON AND BY VIDEOCONFERENCE/TELECONFERENCE.
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CITY OF PASADENA
MEETING OF
THE MUNICIPAL SERVICES COMMITTEE
SEPTEMBER 12, 2023
PUBLIC MEETING: 4:00 PM
PASADENA CITY HALL, COUNCIL CHAMBER
100 NORTH GARFIELD AVENUE, ROOM S249
NO
TICE IS HEREBY GIVEN that the regular meeting of the Municipal Services Committee will be held on Tuesday, September 12, 2023, at 4:00 p.m., to discuss matters on the attached agenda.
I H
EREBY CERTIFY that this agenda in its entirety, was posted on the Internet at https://www.cityofpasadena.net/commissions/city-council-municipal-services-committee/ and on the Council Chamber Bulletin Board, Room S249, and the Bulletin Board in the rotunda area; City Hall, 100 North Garfield Avenue, this September 7, 2023 by 6:30 p.m. and that copies hereof were faxed, emailed or delivered to each member of the City Council and to each local newspaper of general circulation, radio or television station requesting notice in writing, all of which recipients are identified on the distribution herein below.
Susana Castro
DISTRIBUTION:
MSC Committee Members Central Library General Manager Pasadena Weekly City Council City Clerk Director of Planning and Permitting Pasadena Star-News City Manager Director of Public Works Los Angeles Times Pasadena Now City Attorney Public Information Officer La Opinion Pasadena Journal In compliance with the Americans with Disabilities Act of 1990, listening assistive devices are available from the City Clerk's Office with a 24-hour advance notice.
Please call (626) 744-4124 to request use of a listening device. Language translation services may be requested with 24-hour advance notice.
Habra servicio de interpretacion disponible para estas juntas llamando al (626) 744-4124 por lo menos con 24 horas de anticipación.
MEETING AGENDA
MUNICIPAL SERVICES COMMITTEE
SEPTEMBER 12, 2023
Public Meeting: 4:00 P.M.
Council Chamber, Pasadena
City Hall 100 North Garfield Avenue, Room S249
APPROVAL OF MINUTES
March 14,
2023 (Regular Meeting)
March 28, 2023 (Cancelled Meeting)
1. AUTHORIZATION TO INCREASE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC (DBA: CHEVROLET OF WATSONVILLE/NATIONAL AUTO FLEET GROUP) TO AMEND THE MODEL YEAR PURCHASE OF ONE FORD F750 CHIPPER TRUCK BY $7,610 AND TO ISSUE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC FOR PURCHASE OF EIGHT ELECTRIC TRUCKS FOR $778,712
2. BACKFLOW DE
VICE FEE FOR SINGLE-FAMILY RESIDENTIAL
PUBLIC MEETING - 4:00 P.M.
ROLL CALL
PUBLIC COMMENT
INFORMATION ONLY
ADJOURN
NEW BUSINESS
1 01 03/14/2023
CITY OF PASADENA
MUNICIPAL SERVICES COMMITTEE MINUTES
PASADENA CITY HALL
100 NORTH GARFIELD AVENUE
CITY HALL COUNCIL CHAMBER – S249
MARCH 14, 2023
MEETING
OPENING The Chair called the meeting of the Municipal Services Committee to order at 4:05 p.m.
ROLL CALL:
Staff:
Vice Mayor Felicia Williams, Chair
Councilmember Tyron Hampton
Councilmember Justin Jones
Councilmember Jason Lyon
Miguel Márquez, City Manager
David Reyes, Acting Assistant City Manager
Sidney Jackson, General Manager of Water and Power
Tony Olmos, Director of Public Works
Jennifer Paige, Director of Planning and Community Development Robert Castro, Power Resource Planning Manager of Water and Power John Hormozi, Principal Power Resources Planner of Water and Power Kris Markarian, Deputy Director of Public Works
Israel Del Toro, Neighborhood and Business Services Administrator Lisa Hosey, Assistant City Attorney
Garrett Stevenson, Recording Secretary
APPROVAL OF MINUTES It was moved by Councilmember Hampton, seconded by Councilmember Jones, to approve the minutes of January 24, 2023, February 28, 2023, February 14, 2023 (Cancelled Meeting) as submitted. (Motion unanimously carried) (Absent: None)
INFORMATION ONLY POWER INTEGRATED RESOURCE PLAN UPDATE
Sidney Jackson, General Manager of Water and Power , and Robert Castro, Power Resource Planning Manager, provided introductory comments and John Hormozi, Principal Power Resources Planner , summarized the agenda report as part of a PowerPoint presentation, with all responding to questions.
Garrett Stevenson, Recording Secretary, reported that the City Clerk’s Office received four letters of correspondence offering suggestions, comments, and concerns related to the item.
The following residents provided comment on the matter:
Sam Berndt, representing Pasadena 100
Cynthia Cannady, representing Pasadena 100
Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.
2 02 03/14/2023
METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA
UPDATE BY CYNTHIA KURTZ
Cynthia Kurtz, Board Member of Metropolitan Water District (MWD) , summarized MWD’s memo and responded to questions.
Councilmember Jones expressed support for the Pure Water Southern California Program and thanked MWD for their design of the distribution system.
Vice Mayor Williams suggested that the Pasadena City Council be invited to tour the Los Angeles County Sanitation District’s, Joint Water Pollution Control Plant in Carson.
Councilmember Hampton expressed appreciation for MWD’s
messaging related to water efficiency related the California’s water supply.
Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.
ENHANCEMENTS TO CITYWIDE SIDEWALK REPAIR PROGRAMS
Tony Olmos, Director of Public Works, provided introductory comments and Kris Markarian, Deputy Director of Public Works, summarized the agenda report as part of a PowerPoint presentation and responded to questions.
Councilmember Hampton expressed appreciation to the Department of Public Work’s staff for their dedication in keeping Pasadena a walkable City. He suggested the addition of senior citizens to the Department’s prioritization criteria when reviewing Citizen Service Center reconstruction requests; and to consider placing surveillance cameras on City trash trucks to improve the ability to monitor road hazards. He also suggested that the City utilize construction contractors, who are in the field to report to City staff on the sidewalks and roads that need repair.
Vice Mayor Williams asked staff to increase funding sources for city sidewalk repair to alleviate homeowner responsibility. She reiterated concerns from residents who insist that the general fund should be used to repair sidewalks; and to examine the advertising methods used for the sidewalk reimbursement rebate program, as the program has been underutilized by residents.
Councilmember Hampton suggested adjusting the sidewalk
reimbursement rebate offered to residents who complete the repair on their own by increasing the amount from $1,000 to $2,000.
Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.
UPDATE ON LEAF BLOWER ORDINANCE
3 03 03/14/2023
Councilmember Lyon was
excused from the meeting
and left the dais at 5:43 p.m.
Jennifer Paige , Director of Planning and Community Development , provided introductory comments and Israel Del Toro, Neighborhood and Business Services Administrator of Planning and Community Development, commenced the presentation on the item.
Due to time constraints, t he Municipal Services Committee lost its quorum during the staff presentation.
Following a brief discussion, on the order of the chair, and by consensus of the Committee, staff was asked to forward the item to the March 27, 2023, City Council meeting for consideration.
ADJOURNMENT On the order of the Chair, the meeting of the Municipal Services Committee was adjourned at 5:47 p.m.
ATTEST:
____________________
Garrett Stevenson
Recording Secretary
________________________
Vice Mayor Felicia Williams Chair
Municipal Services Committee
4 01 03/28/2023
CITY OF PASADENA
MUNICIPAL SERVICES COMMITTEE MINUTES
PASADENA CITY HALL
100 NORTH GARFIELD AVENUE
COUNCIL CHAMBER – ROOM S249
MARCH 28, 2023
MEETING
The meeting of the Municipal Services Committee, scheduled for Tuesday, March 28, 2023, at 4:00 p.m., was cancelled as ordered on Thursday, March 23, 2023, and posted.
ATTEST:
____________________
Garrett Stevenson
Recording Secretary
__________________________
Vice Mayor Felicia Williams, Chair
Municipal Services Committee
5 ITEM #1
6 Agenda Report
TO: Honorable Mayor and City Council
September 18, 2023
THROUGH: Municipal Services Committee (September 12, 2023) FROM: Department of Public Works
SUBJECT: AUTHORIZATION TO INCREASE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC (DBA: CHEVROLET OF WATSONVILLE/NATIONAL AUTO
FLEET GROUP) TO AMEND THE MODEL YEAR PURCHASE OF ONE
FORD F750 CHIPPER TRUCK BY $7,610 AND TO ISSUE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC FOR PURCHASE OF EIGHT
ELECTRIC TRUCKS FOR $778,712
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to increase purchase order contract with 72 Hour LLC (72 Hour) by $7,610 to amend the model year purchase of one Ford F-750, thereby increasing the purchase order not-to-exceed total amount from $865,138 to $872,748;
3. Authorize the issuance of a purchase order contract to 72 Hour for the purchase of eight 2024 electric vehicle (EV) trucks in an amount not-to-exceed $778,172; and
4. Neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section 1002(H) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) is tasked with providing vehicle replacement for various City departments participating in the Fleet Replacement Program. As part of this effort, BSFMD utilizes a government agency purchasing cooperative service, Sourcewell. The contract with 72 Hour through Sourcewell offers pricing discounts from approximately fifteen automobile MEETING OF _____ _ AGENDA ITEM NO. ____ _
7 PO Increase Amend Model Year for a Chipper Truck and Purchase of 8 EV Trucks September 18, 2023
manufacturers that can be utilized by member agencies including the City. However, with the automotive manufacturers continuing to face challenges with supply chain issues affecting their operations (including logistics, plant downtime and inventory availability), member agencies are struggling to avail of the expedient procurement of vehicles due to limited availability, shortened ordering windows with restricted allocation per agency, unexpected shift of model year production, and unpredictable overall lead times.
Recent developments from the manufacturers reflect continued intermittent shift in model year production of vehicles. In addition, reservations for upcoming vehicle availability now require a firmer commitment from member agencies with a purchase order as opposed to a letter of intent. These have impacted the City's vehicle orders already in place and have delayed the focused efforts to finalize the vehicle replacement from the City's approved 3- Year Replacement Plan.
On January 10, 2022, the City Council authorized a purchase order contract with 72 Hour LLC, for the purchase of six electric utility vehicles, eight police interceptor hybrid sport utility vehicles (HSUV), one chipper truck and one asphalt patch truck for an amount not to-exceed $855,306. Due to the unexpected change in the model year production of the eight police interceptor HSUVs, City Council approved an amendment on January 9, 2023 to purchase the 2023 model year for a revised purchase order total amount not-to-exceed of $865,138.
Since then, the one chipper truck ordered per the Council approval on January 10, 2022 has also been stalled. Ford announced pivoting their factory production of the Ford F750 truck to the 2024 model year with no guarantees provided on the production, availability or pricing for the 2023 model. There are currently no electric options in the market for this service truck.
Staff, therefore, recommends switching the vehicle order to the newer 2024 Ford F750.
This truck is slated to replace the chipper truck in the Department of Public Works and will be used in tandem with a towed wood chipper and a dump container for City crew to perform tree and forestry-related maintenance in the community. The proposed increase will cover the difference in pricing between the model years from $112,591 for the 2023 model to $120,201 for the new 2024 models. As a result, the $7,610 additional cost will increase the total purchase order from $865,138 to $872,748.
Simultaneously, the order window has opened for Chevrolet Silverado EV crew cab work trucks (unit price of $84,584) with an anticipated availability for Ford Lightning EV trucks sometime in October (pricing is expected to be comparable or less). There are eight gasoline-powered trucks in the departments of Public Works and Parks, Recreation, and Community Services that can be replaced with these EV trucks as part of the 3-Year Replacement Plan. These vehicles will be utilized daily for fulfillment of departmental obligations requiring truck beds for staff to perform field work, on-site inspections, transporting crews, towing small trailers, hauling tools and supplies, and other assorted tasks. Transitioning from gasoline-powered to fully electric for these eight vehicles will allow staff to perform the same job functions and work tasks and result in a 100% 8 PO Increase Amend Model Year for a Chipper Truck and Purchase of 8 EV Trucks September 18, 2023
reduction in emissions. The City's existing charging infrastructure is also in place to support these EV additions to the fleet.
Sourcewell, a public government agency created specifically by the Minnesota legislature as a local unit of government (under Minnesota Constitution, article XII, section 3), operates as a service cooperative and acts as a national municipal contracting agency.
They establish and provide nationally leveraged and competitively solicited purchasing contracts that can be utilized by member agencies such as the City of Pasadena. In July 2021, Sourcewell issued a Request for Proposals for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories. Thirteen submissions were received and evaluated by the Sourcewell selection committee. Submissions were scored on a weighted scale of eight different criteria, with pricing being the most heavily weighted. The process undergone by Sourcewell has resulted in competitive pricing. 72 Hour earned the highest score out of the 13 respondents with 878 points out of a possible 1,000 and was awarded a contract through November 2025.
72 Hour is located in Watsonville, CA. The City of Pasadena has done business with 72 Hour including issuance of payment for vehicle purchase orders totaling approximately $4,062,913 since fiscal year 2016. In order to eliminate the need to solicit for items that are already competitively priced and to expedite the time required to order and take delivery of new vehicle, it is in the best interest of the City to amend and utilize the Sourcewell contract for:
• purchase order increase of $7,610 with 72 Hour to amend the model year purchase of the F750 chipper truck.
• purchase order issuance for an amount not-to-exceed $778,172 (includes 15% contingency) with 72 Hour to purchase eight Chevrolet Silverado EV trucks ( or Ford Lightning EV trucks contingent on availability).
Approval for these is especially crucial as the supply chain issues in the automotive industry lingers. In the interim, internal meetings between several City departments are ongoing to determine how to best transition to a Zero Emission Fleet within the timelines prescribed by the state. A comprehensive assessment of the City's infrastructure needs for the long term and large-scale approaches will be prepared to include charging of EVs as well as the feasibility of incorporating fueling for other zero emission vehicle alternatives (such as fuel cell vehicles) currently available in the market. A report will be presented to the Municipal Services Committee after completion of the comprehensive assessment. 9 PO Increase Amend Model Year for a Chipper Truck and Purchase of 8 EV Trucks September 18, 2023
COUNCIL POLICY CONSIDERATION:
By providing the departments with the proper equipment to perform their function, the proposed purchase furthers the City Council's Strategic Plan goals to ensure public safety, increase conservation and sustainability, and maintain fiscal responsibility and stability.
ENVIRONMENTAL IMPACT:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin.
FISCAL IMPACT:
The total cost of this action is $785,782 ($7,610 for revised purchase order and $778,172 total for eight EV purchase). Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Fleet Replacement Fund, budget account 50322060-850500. Indirect and support costs such as maintenance and repair will be addressed annually by utilization of existing budgeted appropriations in the respective department's operating budget: PRCS Department under 10118070-861600 and Public Works Department under 10122090-861600 and 30122009-861600.
Respectfully submitted,
!Z&L
�dTONY OLMOS, P.E.
U Director of Public Works
Prepared by: c
Grace Wu
Acting Public Works Administrator BSFMD
Approved by:
MIGUEMARQUEZ
City Manager
10 Department of Public Works
AUTHORIZATION TO INCREASE PURCHASE ORDER CONTRACT
WITH 72 HOUR LLC (DBA: CHEVROLET OF WATSONVILLE/
NATIONAL AUTO FLEET GROUP) TO AMEND THE MODEL YEAR
PURCHASE OF ONE FORD F750 CHIPPER TRUCK BY $7,610 AND TO ISSUE PURCHASE ORDER CONTRACT WITH 72 HOUR LLC FOR
PURCHASE OF EIGHT ELECTRIC TRUCKS FOR $778,712
M
unicipal Services Committee
September 12, 2023
Item # 1
11 Department of Public Works
Staff Recommendation
1. Find that this action is exempt under the California Environmental Quality Act (CEQA);
2. A
uthorize City Man ager to increase PO contract with 72 Hour by $7,610 to amend the model year purchase of one Ford F-750;
3. Authorize the issuance of a PO contract with 72 Hour for the purchase of eight 2024 elect
ric vehicle (EV) trucks in an amount not-to-exceed $778,172; and
4. Neither Competitive Bidding nor Competitive Selection are required pursuant to City Ch
arter Section 1002(H) and Pasadena Municipal Code
2 12
Department of Public Works
Background
• PW-BSFMD purchases and replaces vehic les using government agency purchasing cooperative service, Sourcewell.
• Recent developments from manufacturers reflect:
> Continued intermittent shift in model year production of vehicles. > Reservations for upcoming vehicle availability now require a firmer com
mitment from member agencies with a purchase order as
opposed to a letter of intent.
• Impacts to current vehicle orders by delaying vehicle replacement effor
ts
3 13
Department of Public Works
Background
• F750 chipper truck:
> Previously approved by City Council on January 10, 2022. > Request approv al to increase purchase order by $7,610. > Revise purchase order total from $865,138 to $872,748. • EV vehicles in PW and PRCS:
> Request approval to issue purchase order for 8 Che vy Silverado EV ($84,584 each) or Ford Lightning EVs (expected availablility October, pricing is expected to be comparable or less). > Not-to- exceed purchase order amount of $778,172 (includes 15% contingency).
4 14
Department of Public Works
Background
• 72 Hour LLC
> Since FY2016, PO payments total $4,062,913.
• Ongoing discussion for ZEV purchases, options, and infrastructure to inc
lude independent study by subject matter experts.
5 15
Department of Public Works
Fiscal Impact
• The total cost of this action is $785,782 ($7,610 for revised purchase order and $778,
172 total for eight EV purchase).
• Funding for this action will be addressed by the utilization of existing budg
eted appropriations in the Fleet Replacement Fund.
• Indirect and support costs such as maintenance and repair will be addr
essed annually by utilization of existing budgeted appropriations in the respective department’s operating budget.
6 16
ITEM #2
17 PASADENA PUBLIC HEALTH DEPARTMENT
MEMORANDUM
To: Municipal Services Committee
From: Manuel Carmona, Acting Director of Public Health
Date: September 1, 2023
Re: Backflow Device Fee for Single-Family Residential
On June 5, 2023, City Council adopted a $80 per backflow device fee for single-family residential with a request that the Pasadena Public Health Department (“PPHD”) present to the Municipal Services Committee for a discussion about the fee. In the Fiscal Year 2024 recommended budget, the PPHD proposed to increase the fee from $80 to $111 based on the results of a cost-of-service study completed by Matrix Consulting. In this memorandum, the PPHD shares background, information about the program, and presents fee options for consideration by the Municipal Services Committee.
In 2019, oversight of internal backflow devices transitioned from the Pasadena Water and Power Department (“PWP”) to the Pasadena Public Health Department. PWP still regulates the installation, annual testing, and maintenance of external backflow devices which are installed at the meter and protect the municipal water system. PPHD regulates the installation, annual testing, and maintenance of internal backflow devices, which are on the customer side of the water meter. Commercial, institutional, multi-unit housing, and single-family residential (“SFR”) properties with fire suppression systems, complex irrigation systems, medical equipment, pools, or manufacturing equipment may be required to have internal back-flow devices to protect the water supply serving the facility.
Cross connections are physical connections between a potable water supply and equipment or systems that contain non-potable water. Backflow occurs when there is a drop in water pressure causing an undesired reverse flow of contaminants into the potable water supply. Backflow in an unprotected system can result in a potentially serious public health hazard due to chemical and/or biological contamination that can cause disease and/or illness.
The goal of the program is to protect the health and safety of residents, customers, visitors to facilities, and the broader community, where internal backflow devices are required. To achieve this goal, the program must identify and maintain an accurate record of all internal backflow devices in the city. Every year, facilities must submit a report to the PPHD detailing test results conducted by a third-party provider indicating the device is present, installed correctly, and functioning properly. PPHD staff review this report and conduct inspections to verify, as needed. 18
The PPHD Environmental Health Services Division manages the Cross Connections Program and regulates 2,750 internal devices across 1,168 commercial, institutional, multi-unit housing, and SFR properties. Program activities include tracking and reviewing annual test results; conducting routine inspections at regulated properties; and surveying properties to identify new devices and potential cross connections.
Approximately 500 of the internal devices are on 250 SFR properties that have Accessory Dwelling Units (“ADU”), new back garages, pool houses, or other structures that require fire suppression systems. Due to lower risk of these systems on SFR properties, program staff only track and review annual test results for these properties.
The Health Fund is a special revenue fund and is expected to maintain a positive fund balance. In 2019, the PPHD maintained the fee structure PWP had in place for SFR properties and the fee has increased annually by the consumer price index (“CPI”).
Over the last two fiscal years, the cost of the operating the program outpaced the revenue generated by the fee.
As a result, the PPHD worked with Matrix Consulting to conduct a cost-of-service study.
Matrix used a bottom-up approach to assess the total staff time needed to provide services by facility to calculate the total cost of the program. The total cost reflects the fully burdened personnel cost for conducting the required work, direct program costs, and indirect costs. The fee proposed to City Council during the Fiscal Year 2024 budget discussion reflects a full cost recovery option.
Nonetheless, the PPHD recognizes the SFR backflow device fee proposed during the budget discussion is a significant increase over prior years and seeks direction from the Municipal Services Committee. To help frame the discussion, the PPHD has identified three fee options for consideration:
• Option 1: Increase the SFR fee from $80 to $111 for full cost recovery • Option 2: Increase the SFR fee from $80 to $86 to account for CPI only (projected $12,500 shortfall)
• Option 3: No changes to the current fee of $80 (projected $15,500 shortfall) 19 CROSS CONNECTIONS
INTERNAL BACKFLOW DEVICE FEES
Municipal Services Committee
September 12, 2023
Item # 2
20 Public Health Department
Cross Connections
2 • Cross connections are physical connections between
a potable water supply and equipment or systems
that contain non-potable water
• Backflow is the undesired reverse flow of
contaminants into the potable water supply
> Backflow occurs when there is a drop in water pressure > Backflow in an unprotected system can result in a potentially serious public health hazard
21 Public Health Department
Backflow Prevention Devices
3 22
Public Health Department
Cross Connections Programs
4 • Environmental Health Division - Internal Protection > Environmental Health regulates the installation, annual testing, and maintenance of internal backflow devices
> Internal devices are on the customer side of the water meter > Commercial, institutional, multi-unit housing, and single-family residential (SFR) properties have internal devices
23 Public Health Department
Cross Connections Programs
5 • Water & Power Department - Meter Protection
> Water and Power regulates the installation, annual testing, and maintenance of external backflow devices
> External devices are installed at the meter and protect the municipal water system
24 Public Health Department
Environmental Health Program
6 • Environmental Health regulates 2,750 internal devices across 1,168 properties
• Program work consists of:
> Annual Testing (administrative)
Staff generate test notices, and track and review the test results for each device (commercial, institutional, multi- unit housing, and single- family residential)
> Inspections (field based)
Staff conduct a routine inspection every four years at regulated properties (commercial, institutional, and multi- unit housing only) > Surveys (field based)
Staff survey unregulated properties to identify new devices and potential cross connections (commercial, institutional, and multi -unit housing only)
25 Public Health Department
Fee Study
7 • Health Fund is a special revenue fund and is expected to maintain a positive fund balance
• Matrix Consulting conducted a cost-of-service study
and considered the following alternative fee structures:
> A fee per device
Similar to existing fee structure but with increased amount for full cost recovery
> A fee per range of devices
Considers economies of scale
> A fee based on occupancy type
Considers certain higher risk business activities and the varying level of field work
> A fee based on square footage
Considers increased staff time to inspect larger facilities 26 Public Health Department
Fee Study
8 • Matrix Consulting determined program costs by:
> Calculating fully burdened hourly rates by position, including direct and indirect costs
> Using a bottom-up approach to develop time estimates for various activities
> Distributing other costs (in-kind support, field surveys of unregulated properties) in a reasonable manner across the inventory
27 Public Health Department
Fee Study
9 • Resulting fee structure
> Seeks full cost recovery;
> Considers the cost of overseeing the annual testing for each device; and
> Takes into account the extra time needed to conduct
routine inspections at commercial, institutional, and multi-unit housing properties
28 Public Health Department
Last Action
10 • City Council adopted a SFR backflow device fee of
$80 on June 5, 2023, maintaining the FY23 fee
amount (approximately 500 devices)
• City Council requested PPHD return to the Municipal
Services Committee to discuss the SFR backflow
device fee
29 Public Health Department
Fiscal Year 2024 Options
11 • Option 1: Increase the SFR fee from $80 to $111 for full cost recovery
• Option 2: Increase the SFR fee from $80 to $86 to
account for CPI only (projected $12,500 shortfall)
• Option 3: No changes to the current fee of $80
(projected $15,500 shortfall)
30 Public Health Department
Questions
12 31