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HomeMy WebLinkAbout1992-09-17 - City Commission Workshop Meeting MinutesC/C Workshop Meeting 09/17/92/elo Page 1 CITY OF TAMARAC,. FLORIDA CITY COUNCIL WORKSHOP MEETING THURSDAY, SEPTEMBER 17, 1992 Mayor Bender called this workshop meeting to order at 11:00 a.m. on Thursday, September 17, 1992 in Conference Room 1, City Hall, 7525 NW 88 Avenue, Tamarac, Florida. PRESENT: � Mayor H. L. Bender Vice Mayor Henry Schumann Councilman Norman Abramowitz Councilman Irving Katz Councilman Joseph Schreiber ALSO PRESENT: ��John.P. Kelly, City Manager Dina McDermott, Assistant City Manager Mitchell S. Kraft, City Attorney Mary Blasi, Finance Director Ellen Wood, Secretary C/M Katz asked for approval for a presentation by Cathy D'heron, Executive Director of Broward Homebound Program, Inc. Consensus was taken and approval was given for a short presentation. Ms. D'heron thanked Council for their time. She said she requested funding from the City of Tamarac in the amount of $3,000.00 from the City Manager's office. She distributed brochures and a copy of the request letter sent to the City Manager's office. She explained the Broward Homebound Program. She said last year Tamarac had 39 residents receiving service. She said they received 274 personnel care and 787 hours of homemaking. She said some people need 3 hours of care each day. She said this allows people to stay in their own homes as opposed to a more restrictive and more expensive environment. She said the elderly are charged on a sliding scale and the payment is generally $4.00 to $5.00. She said the low income and disabled are free. C/M Abramowitz commented that the presentation was nice but suggested this was not the time for discussion. Ms. D'heron introduced Eli Wallenstein who is the President of the Board of Directors for the Broward Homebound Program. DISCUSSION REGARDING COUNCILMAN SCHREIBER'S BUDGET PROPOSAL. C/M Schreiber said he questioned Parks and Recreation, page 116. Ms. Blasi said the Park and Recreation fund is solely the revenues from the park impact fees and the interest derived from those revenues. She said the City estimates what is going to be available at the end of the year and budgets certain projects that have been earmarked by the City Manager. She said remaining money goes into resources available and -Council can take action on another project. She said she estimated $600,000.00 for next year and if the estimates do not come in 100%, the resources available for Council to appropriate will be adjusted. C/M Katz said these fees are due at the time of site plan approval and if the site plans are not submitted to the City for approval the amount would be less. Ms. Blasi said it is estimated that at the end of the year the City will have $600,000.00 available. She said the City does not really know the amount for Park/Recreation Impact Fees for next year but $20,000.00 was budgeted and if the C/C Workshop Meeting 09/17/92/elo Page 2 projects come in there could be more. C/M Abramowitz said money cannot be taken out of this fund for anything but parks and recreation. Ms. Blasi said today's trial balance shows the Parks and Recreation fund has $643,687.00 in cash and investments. She said it has outstanding purchase orders of $43,930.00. C/M Schreiber asked why all this money was needed for next year in the carry over fund. C/M Abramowitz said this money does not come out of tax dollars. He said this money comes from developers and cannot be used for anything else. C/M Schreiber said this money has restricted use, however, why have a greater sum then is needed. He asked how the $600,000.00 was reached. Ms. Blasi said the amended budget shows $766,000.00 resource available which was a guesstimate last year. She said the true figure is $822,000.00. She said the estimated revenue for this year, including parks and recreation impact fees and interest income, is $55,000.00. She said the total of the two is $877,000.00. She said the estimated total expenditures shows $277,757.00 under capital outlay based upon budgeted items that have already been set up. She said there was $877,000.00 available in the beginning of the year and $277,000.00 spent with a remainder of $600,000.00 to be used as a revenue source in the upcoming year as a carry forward. She said interest income is added to that amount and the projected impact fees of $20,000.00, leaving $637,500.00 for the following year. She said $150,000.00 is earmarked for the Bonaire Tract. C/M Schreiber asked if Trafficways Improvement is the same thing and Ms. Blasi said, yes. C/M Schreiber asked how the Internal Service Fund, page 229, works. Ms. Blasi said the revenues from the internal service fund are three types: miscellaneous revenue which is the interest earned on investments in that fund during the year; budgetary retained earnings which are carried forward funds that are used to balance the budget; internal service fees which, under MIS would be data system service fees, that are the chargebacks to the general fund and utilities for each of the individual services based upon number of vehicles, terminals or employees. She said it is an independent fund subsidized by the two major funds. C/M Schreiber said management information services has been increased to $342,448.00 which is an increase of $105,000.00. Ms. Blasi said the major reason for the increase is that all departments in the City used to budget their own software and hardware. She said the City Manager directed the consolidation of this effort to have MIS completely oversee all the computer operations, including personal computers. C/M Schreiber asked if this was also the case for office equipment and Ms. Blasi said, yes, that is the hardware. C/M Schreiber asked if it was the same for central stores. Ms. Blasi said central stores are in charge of the total purchasing of the City, the receiving and the shipping. C/M Katz said at the Council meetings, C/M Schreiber said the City should reduce the ad valorem and this has not been discussed. C/C Workshop Meeting 09/17/92/elo Page 3 C/M Schreiber said there was a discussion on the general fund budget and he raised objection to the tentative budget based on figures and he wanted an explanation. C/M Katz said this can be taken up privately. He said this meeting concerns those things that may affect the budget and the final hearing. He said discussion has been on money that cannot be spent. C/M Schreiber asked if the money in the internal service fund would affect the budget. Ms. Blasi said if the internal service fund was adjusted, it would adjust the utility and general fund. Mayor Bender said this is all consolidation. C/M Schreiber said he had no other questions. Mayor Bender said it is now 11:45 a.m. and the meeting will be RECESSED until 2:00 p.m. for discussion concerning the garbage bid. Tape 2 Mayor Bender RECONVENED the meeting from this morning at 2:00 p.m and with the same people in attendance. DISCUSSION CONCERNING THE GARBAGE BID AND PROPOSALS FOR SERVICE. �w L W Mr. Kelly said the bid proposal allowed various options to the vendors to bid on. He said the preference has been that the City not do the billing for the garbage proposal. He said if this is an accepted fact the first four pages of the matrix can be passed because they deal with City billing. He said the last four pages deal with the contractor doing the billing. He said the biggest concern to be addressed is which type of service is desired for the City. Mr. Kelly discussed the matrix and the options for the single family homes. He said Staff recommends 2 cans per unit with twice a week service because it is the easiest to implement. C/M Katz asked who does the monitoring for the 2 cans. C/M Abramowitz said it is the same as now, the resident will get charged. He said the problem would be for a person who puts out 4 cans. C/M Schreiber asked if there were other variables that should be considered. Ms. McDermott said bulk service, city service and other services were included in the contract. Mayor Bender said his objective is to eliminate the charge for collecting trash on the water bill. He said he would like to have an equitable system established where snowbirds would only pay for the time they are in the City. He said the bag system is the most equitable because it is a user fee and people pay for what they use. He said a decision should be made on which direction Council wants to go before making a decision on what was bid. C/M Abramowitz said he has looked toward the bag system but does see problems. He said people are asked to go to the store and buy bags. He said a small quantity of bags needs to be available for a lower cost. He said the bags also get torn by animals and get dumped throughout the City. Mayor Bender said no system is perfect and a small percentage of residents are going to circumvent procedures. He said the details of working out the bag system should be negotiated with the vendor. He said the cost of collecting trash C/C Workshop Meeting 09/17/92/elo Page 4 increases yearly and it is an issue at election time. He said people will be relieved to see garbage eliminated from the water bills. He said he wants to proceed in this direction. C/M Katz said people who are away 2 to 3 months should riot have to pay for garbage while they are away. He said he is in favor of bags and negotiations should come after a consensus. Mayor Bender said Tamarac pays a rate for collecting trash with a formula the vendor came upon. He said this City 4,is basically a 2 individual household city. He said the City does not know how much trash is collected in the City. He said the problem can be circumvented by the bag system. C/M Katz said clubhouses are charged for dumpsters where they do not exist. He said if clubhouses went to the bag system, they would pay strictly by a user fee. C/M Abramowitz said the law says if there is a certificate of occupancy there must be trash. C/M Schreiber said the least expensive way to remove trash is the bag system because it is a user fee. He said this shculd reduce costs. C/M Abramowitz asked if on the bag system there is a monthly fee whether bags are used or not. Ms. McDermott said some vendors gave a totally inclusive price per bag and others gave a fixed monthly rate fee and a fee per bag. C/M Abramowitz asked what the difference would be between bags and cans. He said the City needs the best price and a qualified person who provides good service. C/M Abramowitz said if he uses 4 bags a week, that is what he would pay for, however, if he uses 1 bag per week, he does not want to pay for more than that. He said he would rather see bags than cans but he wants to compare the two systems. Ms. McDermott said to compare the two systems, each vendor needs to be looked at and multiplied out. Discussion was held on the cost of bags compared to cans. Two can per unit, two times a week with All Service would be $26.88 for 4 bags a week and 2 cans, 2 times a week is $11.25 with County Waste. Discussion was held on different amounts of bags being picked up per week. Ms. Blasi said 3 bags would cost $19.66 using $1.68 per bag and 1 bag, twice a week would be $13.44 monthly. C/M Schreiber said the analysis is not very clear. C/M Abramowitz said a month rate for cans is compared to a week rate for bags and it should be a month against a month. C/M Katz said one is a user rate and one is a fixed rate. C/M Katz said when a resident pays only for bags used, they save money when they are out of town. C/M Schreiber asked what the price under bags include and Ms. Blasi said it is the price per bag at the grocery store. Ms. McDermott said right now, the City has garbage service for residential single family that is a can system. She said a fixed rate is paid and cans are put out. She said prices for the same service are on the matrix. She said the bag system being presented is a base price for total cost. She reviewed the different programs for the bag system. C/M Katz asked if all the vendors bid on the same options and C/C Workshop Meeting 09/17/92/elo Page 5 Tape 3 Ms. Blasi said they did not all bid on every option. C/M Katz said he would like to know that the vendors bid on exactly the same thing; if they are not, he would like an explanation. He said if there is a difference such as an addition, deletion or alternate number, he would like to know. He said this information is needed for a decision. Ms. McDermott said specific things were requested from each bidder. She said Council requested that every avenue be investigated and that is what was done. She said there were many options of service requested. She said the vendor could also give other options that were not specified. Ms. McDermott said all of the vendors bid on the bag system but they are not the same. Mayor Bender said other cities have had experience with the bag system and Tamarac should take advantage of that experience. Mayor Bender said Council has to make a final decision and the decision should be predicated on experience gained by other cities, on cities starting the bag system and from residential end users. C/M Abramowitz said he would like to see 3 quotations brought before Council, the cost of 2 cans picked up twice a week, the cost of 2 bags picked up twice a week and the cost of unlimited bag service. He said he would not like to see a flat rate system in conjunction with the bags. C/M Katz said he would like to hear from the vendors. Ms. McDermott said Lauderhill has a variable rate, which means there is a flat rate established in advance and they have cans and bags. She said the bags are paid for separately. She said if Council is not interested in that system, maybe it should not be pursued. C/M Abramowitz said that the rates for multifamily in Lauder- hill have dropped about 40% and Ms. McDermott said multi- family had not been addressed yet. Mayor Bender asked if all the companies are represented and it was noted that Kimmins was not present. Ms. McDermott said an analysis can be done with the bag system with monthly numbers to compare it to the existing system and the new rates given for 2 cans, 2 times a week. She said the price matrix was reviewed by the vendors and Staff for clarification of the numbers. Ms. McDermott said multifamily is a different garbage system which needs to be discussed. Ms. McDermott finished the review for the single family garbage pickup options. She said one vendor had an alternative program with mobile toters and another has unlimited can and/or bags, your choice, for $13.30 with objects subject to negotiation. She said the vendor said it was unlimited bags or cans and they would have to further negotiate. Ms. McDermott began discussion on multifamily. She said different condo groups were surveyed to discuss their service and container sizes. She said the bid asked for cubic yard prices with options such as casters and roll outs. C/M Abramowitz asked if it was being done per apartment or unit and Ms. McDermott said, no. C/C Workshop Meeting 09/17/92/elo Page 6 Ms. McDermott said every vendor said to further look at all the options. She said a sampling was done of 2, 3, and 4 cubic yards with all options added (Attachment 1). C/M Katz said the Lakes of Carriage Hills have rubber wheels on the dumpster so as not to destroy the finish on the walkway. He asked if there were accommodations for this. Ms. McDermott said that would be an individual choice of the condo. She said this is the standard caster that any vendor would provide. She said size of containers would be in writing upon negotiations and that the garbage being generated can fit in those containers. C/M Abramowitz said there is a large financial difference in the vendors prices. He asked if the service is the same for the different prices. Ms. McDermott replied, yes. She said the prices given are per container. C/M Abramowitz said this should be a large savings for the unit owners. C/M Katz agreed and said it was due to recycling and also being charged for dumpsters that did not exist. Ms. McDermott said everything is based on level of service. She said a level of service has to be picked for the single families. Ms. McDermott said some condos pay for 3 times a week pickup. She said the property manager will monitor the garbage flow and whether the dumpster size is appropriate. She said Kings Point was in the sampling and they have 5 different types of containers, outside, inside and enclosed. She said some buildings have 2 cubic yard containers in a room with another 3 cubic yard container. She said some buildings have 2-2 cubic yard containers. Ms. McDermott said every vendor indicated that they would work with the City on billing during the seasonal fluctuation with rates and services. Ms. McDermott said 2 cubic yards is the average size container but buildings do use other sizes. Ms. McDermott said the lowest bidders for the 2 cubic yard containers was County Waste at $454.65, second was Kimmins at $455.99 and third was All Service Refuse at $505.48. She said for 3 cubic yards was Kimmins at $624.86 and Southern Sanitation at $658.01. She said 4 cubic yards is Kimmins at $763.42, Southern Sanitation at $792.41 and County Waste at $909.30. C/M Abramowitz asked Mr. Carter if he is only interested in a five year contract. Mr. Carter said they tried to provide a lower cost in the earlier years and guarantee prices for 5 years. He said the RFP is for a 5 year agreement. Mayor Bender called for a 5 minute RECESS at 3:14 p.m and RECONVENED the meeting at 3:19 p.m. with the same people present. Mayor Bender said each vendor will have 3 minutes to give additional information or explanations. Sal Coniglio, County Waste, said his bid for $11.25 is for 2 cans, 2 times per week. He said 1 bag per week at $1.10 per bag would cost $4.76 and 3 bags per week would cost $14.28. He said they also offered a variable system with 1 can and bags. He said a bag system has different problems in that people leave their garbage in shopping centers and use neighbors half full bags. He said the results of the bag C/C Workshop Meeting 09/17/92/elo Page 7 system need to be considered. Lou Manzella, Seacoast Sanitation, said they proposed a bag system at $1.10 per bag. He said the price for bags is lower than cans. He said people on vacation do not have to pay because it is a user fee. He said the $1.10 is inclusive for the bag and pickup. He said the bag costs about $.30. He said Seacoast has been in business in Broward County for over 22 years. He said they have a contract with Dania and Lauderdale -by -the -Sea. He said they had a Broward County franchise which they recently sold. C/M Katz asked if the cost for pickup was $.80 and Mr. Manzella said, yes. Mr. Kelly asked how many people are served in Dania and Lauderdale -by -the -Sea. Mr. Manzella said in Dania there are 3,500 single family residents. He said Lauderdale -by -the -Sea has back door pickup at 3 times a week between January and April with up to 60,000 people. Mayor Bender called for Kimmins Recycling and they were not present. Harold Carter, All Service Refuse, said the 1 and 2 cans is good for the majority of the homeowners in the City. He said about 30% would need more than 2 cans, 2 times per week. He said they offered a variable rate with a fixed amount of money per month billed and a cost per bag. He said they have a pure bag system at $1.68 per bag. He said the cost of the bag is less then $.10 and disposal is $.90. He said the bag system is a user fee system, it is user friendly and volume based. He said a key issue is volume based. He said All Service presently has the equipment and the manpower to do the work. He said they can start October 1, 1992. He said in the XRFP, there was a point system established and they feel that they maximized the points and, therefore, were at the highest level. He said they are the lowest responsive bidder in the bag system. He said with the bag system, the residents can put their bags inside a can to take to the curb and they will remove the bags from the cans. Tape 4 C/M Katz questioned disposal cost and bag cost. Mr. Carter said at the landfill with a 30 pound bag, divide by 2,000 and multiply times $63.40 per ton. He said the cost is about $.90. He said this is a disposal cost for everyone. Mr. Carter said the bag system will implement recycling and as recycling is increased there will be less garbage put at the curb. He said the bag system allows a real true user fee. C/M Katz asked Ms. Blasi to evaluate the numbers and Ms. Blasi said it is $.95 per bag. Mr. Carter said the bags can be packaged from 10 to 20 bags per box. He said manufacturers can package less but do not like to. John Sherlock, Attorney for Industrial Waste Service, said Industrial Waste protested the decision/recommendation of the City Manager to reject this bid. He said they are asking that the bid be reconsidered. He said the bid is very competitive and submitted within the time deadline in their perception. Bob Hely, Browning Ferris Industries, said they have been in the business for many years and have many resources and knowledge. He said they have experience in the county and in the State of Florida. Mr. Hely said they looked at the City in the most competitive C/C Workshop Meeting 09/17/92/elo Page 8 way that they could. He said they submitted an extremely competitive bid. He said the City is into many services and they feel they can provide all services available. He said the services they offer are worth the dollars and cents that they bid. He said the lowest bid is not always the best and he would like all things considered before a decision is made. Ball Laystrom, Southern Sanitation, said on their unlim-ted number of cans and bags that needed to be negotiated is unlimited cans or bags for $13.30 per month. He said they are prepared to work with the City for a vacation policy with any of their bids. He said $13.30 is for unlimited bags or unlimited cans. He said a mixture could also be done where some residents have bags and some have cans. Mr. Laystrom said 2 bags per week is what they feel the City will average. He said Lauderhill has a variable with a good rate because the majority of residents use 1 can and the families then use bags for yard cleaning. He said with bags, the trash moves somewhere else. He said some citizens do avoid buying the bags. He said it is frustrating for condos when their dumpsters fill up unexpectedly. He suggested that the unlimited service be considered. He said the franchise fee on the bags is about $.15 which needs to be added to the price of the bag. Mr. Laystrom said over the next few days he would like to provide a comparison of the different rates. He said they have experience in Plantation and Lauderhill. He said they can provide a selection of bags for the all bag system. Mr. Laystrom said the multifamily contractor billing is competitive. He said the 4 yard container is used most often for condos. He said the City has 112 of them now with 2 times a week pickup. He said except for Kimmins, Southern Sanitation came out at $57,382.00 per month and All Service is at $67,000.00. He said this is a $10,000.00 difference. He said Southern Sanitation is the number one bidder for multifamily rates.,He said Kimmins is not a responsive bidder. Mr. Laystrom said C/M Katz suggested the clubhouses are being charged for units that are not used and they charge on a per unit basis and he would like to discuss any clubhouse that is being charged for a dumpster that they do not have. C/M Katz said there are 12 in his community. Mr. Laystrom said they are also the lowest responsive bidder on at least 2 different services for the single family. Ms. McDermott asked if the $13.30 unlimited program mattes provisions for a resident that is away for three months. Mr. Laystrom said there is a suspended service charge that starts at 2 months with a charge. He said it would probably be about half the charge because the trucks stall have to run down the street. Ms. McDermott asked if the $13.30 is with City approved bags or any bags. Tony Correnti, Southern Sanitation, said any type of bag. C/M Abramowitz asked if all bags and cans curbside will be picked up for $13.30 and Mr. Laystrom said, yes any can or bag. Ms. McDermott asked how many containers the City has for 2 and 3 cubic yards. Mr. Laystom said 2 cubic yards is 89, 3 cubic yards is 74 and 4 cubic yards is 112 containers. C/C Workshop Meeting 09/17/92/elo Page 9 Al Panzerella, Larry O'Connor Sanitation, said their bid is self explanatory and they are willing to implement any system that the City chooses. Mayor Bender said Council has received information from every vendor. Mr. Kelly said Southern Sanitation made a presentation for $13.30, 2 times per week with unlimited pickup of bags or cans. He said County Waste bid said County Waste can do the unlimited for $11.25. Mr. Coniglio said 25% of the 3 and 4 cubic yard containers will drop down and 2 cubic yards will be the majority in the City. Southern Sanitation said there are also 34 6-yard containers and 1 8-yard container. Mayor Bender ADJOURNED the Workshop at 3:50 p.m. Carol A. Evans City Clerk I ] CITY OF TAMARAC HID ANALYSIS HID 92-18 MULTI-FAMILY/CONDO SERVICE CONTRACTOR BILLING MONTHLY BILLING BASED ON 4.33 WEEKS PER MONTH PLUS CASTER MAINT AND EASY ROLLOUT PICKUPS CONTAINER 1 X PER 2 X PER 3 X PER 4 X PER 5 X PER 6 X PER SIZE WEEK WEEK WEEK WEEK WEEK WEEK 2 CUBIC YARDS CWI 229.49 454.65 684.14 909.30 1134.46 1363'.95 S,BA 299.69 588.68 877.62 1166.60 1455.58 1744.51 KIN 239.49 455.99 668.16 876.00 1070.85 1257.04 INS 255.47 510.94 766.41 1004.56 1247.04 1485.19 BPI * 362.98 649.11 956.23 1263.36 1549.44 18561.57 ass 283.12 527.46 771.80 1016.14 1260.49 15041.87 LARRY 273.11 532.21 791.32 1050.43 1309.54 1568.64 ALL YEAR 1 263..22 505.48 747.70 989.92 1232.19 135S,.15 ALL YEAR 2 289.11 556.44 823.82 1091.15 1251.58 14491.42 ALL YEAR 3 322.09 621.73 921.32 1220.91 1400.70 1622,39 ALL YEAR 4 341.62 660.01 978.35 1296.69 1487.73 1723628 ALL YEAR 5 361.19 698.32 1035.41 1372.51 1574.80 1824.25 3 CUBIC YARDS CKI No Bid No Bid No Bid No Bid No Bid No'Bid SEA 444.18 877.62 1311.09 1744.53 2178.00 2611,43 KIM 321.76 624.86 914.97 1192.09 1456.22 1711w69 INS 359.39 710.12 1069.51 1433.23 1779.63 213S�02 BFI 457.12 848.20 1239.24 1630.33 2021.37 2412,46 ass 348.59 658.01 967.43 1276.85 1586.27 1895�70 LARRY 402.66 791.32 1179.98 1568.64 1957.61 2345r96 ALL YEAR 1 384.37 747.70 1111.08 1474.41 1837.78 202EM ALL YEAR 2 422.77 823.82 1224.861625.87 1866.53 2163126 ALL YEAR 3 471.91 921.32 1370.73 1820.14 2089.77 2422.36 ALL YEAR 4 500.84 978.35 1455.90 1933.42 2219.93 2573.30 ALL YEAR 5 529.76 1035.41 1541.07 2046.73 2350.13 2724.33 4 CUBIC YARDS CWI SEA 454.65 909.30 1363.95 1818.60 2273.25 2727.90 KIN 588.68 1166.60 1744.53 2322.45 2900.42 3478.34 INi 391.04 763.42 1127.14 1477.87 1824.27 2162.01 BPI 476.30 948.27 1428.90 1900.87 2377.17 2853.47 ass 548.70 1044.70 1519.74 1994.74 2490.74 2965.74 LAMY 417.91 792.41 1166.91 1541.42 1915.92 2290.38 ALL YEAR 1 532.21 1050.43 1568.64 2086.86 2605.07 3123.29 ALL YEAR 2 505.48 989.92 1474.41 1958.89 2443.38 2695.29 ALL YEAR 3 556.44 1091.15 1625.87 2160.62 2481.43 2877.15 ALL YEAR 4 621.73 1220.91 1820.14 2419.37 2778.89 3222.33 ALL YEAR 5 660.01 1296.69 1933.42 2570.14 2952.18 3423.33 698.32 1372.51 2046.73 2720.95 3125.46 3624.37 *1 CONTRACTOR BILLING TO INCLUDE AN ADDITIONAL $2.00 PER MONTH PER ACCOUNT CITY OF TAMARAC