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Home My WebLink AboutC-3622 - PO for Code & Water Quality Enforcement Division Trailer LeasebA -00 CITY OF NEWPORT BEACH Lag o) CITY COUNCIL STAFF REPORT Agenda Item No. 16 nnD June 24, 2003 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, Assistant City Manager 949/644 -3002 or dkiff @city.newport- beach.ca.us SUBJECT: Budget Amendment: Code and Water Quality Enforcement Division Trailer ISSUE: Should the City of Newport Beach amend the FY 02 -03 Budget to pay $21,666 for a lease to place a 12' by 60' trailer on the City Hall grounds to house Code and Water Quality Enforcement staff? RECOMMENDATION: 1. Adopt Budget Amendment #_ appropriating $21,666 from unencumbered th General Fund Reserves to e City Manager's Professional and Technical Services Account; and 2. Award a trailer lease contract to Atlas Performance Industries for a total price of $21,666. DISCUSSION: Background: New water quality regulations adopted in January 2002 require the City to increase the. level of water quality education, inspection, and enforcement even in these difficult budget times. The City Manager has proposed the transfer of two positions from the General Services Department and the addition of one position to a new Code and Water Quality Enforcement Division. This new Division would report to the two assistant city managers and be responsible for activities like: Enforcement of the City's Municipal Code, including planning, zoning, business license, signage, refuse, noise, and water quality regulations. • Budget Amendment -- CoRe and WQ Division Trailer June 24, 2003 Page 2 • Compliance with the National Pollutant Discharge Elimination System's (NPDES) reporting requirements, legal responsibilities, and meeting mandates. • Field inspections of City facilities, residential, commercial, and industrial properties, and public works projects to ensure protection of water quality. Administration of the City's.water quality education efforts, including Web site updates, mailings, advertisements, columns, and more. • Grantwriting for water quality and habitat improvement projects. • Administration and oversight of specific projects that protect beneficial uses in various watersheds of interest, including Morning Canyon, Buck Gully, and more. Combined with the two staff members already employed in Code Enforcement, this 5.5 member team (including one part-time administrative assistant) will need to work together in a centrally located office space. City Hall lacks a specific space for the Division. As such, the City Manager has proposed acquiring a temporary trailer and placing the trailer on the lawn in front of City Hall near the Administrative Services Department wing of Building B (see attached aerial photograph). In anticipation of this move, Lloyd Dalton in the Public Works Department sought bids from six firms that sell and lease office trailers. We asked that the bidders propose a three year lease of a 600 square foot trailer, including permits, site set -up costs, skirts, stairs, a ramp, transportation, removal, etc. The following three firms responded (see attached proposals): • Modular Buildings $18,448 (576 sq. ft.) • Atlas Performance Industries, Inc. $21,666 (720 sq. ft.) •. Mobile Modular $29,292 (600 sq. ft.) Inasmuch as the low bidder would provide only 576 sq. ft. of trailer space and his bid does not include costs for permits, taxes, stairs, foundations or removals, I recommend that the contract be awarded to Atlas Performance.lndustdes (API) for a total price of $21,666. The contract amounts.have.been compared based upon a three -year lease -- but, in the event that something happens with the City Hall project, API has agreed not to penalize us if we use the trailer for at least 2 years. Last year, API was the successful bidder in a three -year lease contract with the City to install a triple -wide trailer on Shellmaker Island. The trailer is being used by the Orange County Health Care Agency as a temporary water quality laboratory. Committee Action: None. Environmental Review: This project is exempt from environmental review under Class 3, location of a limited number of new small facilities, including offices not exceeding 2,500 square feet. • B• nd WQ Division Trailer Amendment -- Cod June 24, 2003 Page 3 Public Notice: This agenda item may be noticed according to the Ralph M. Brown Act (72 hours in advance of the public meeting at which the City Council considers the item). Funding Availability :. The budget amendment would appropriate unencumbered reserves from the General Fund for this purpose. Submitted by: Dave Assistant City Manager Attachments: Aerial photograph of trailer location 3 submitted proposals Budget amendment ® Budget Amendment -- CoTe and WQ Division Trailer June 24, 2003 Page 4 Water Quality Trailer Location Map ■ ATLAS • ap,PERFORMANCE INDUSTRIES, INC. June 4, 2003 Lloyd Dalton City of Newport Beach Public Works Department Ph: (949) 644-3328 Fax: (949) 644-3308 • OFFICE TRAILERS STORAGE CONTAINERS & TRAILERS MODULAR BUILDINGS ROLL -OFF REFUSE SERVICES WEBSITE: WWW.APITRAILERS.COM RE: Office trailer for Temporary City Hall Offices Per your request we are submitting this proposal to provide the trailers needed for your Temporary City Hall Offices. Below I have listed the cast associated with the set -up and the take down, transportation in and out, skirting, and the rental rates. This quote is based on a 36 month lease. Trailer rental prices listed below are the "total cost" per month. There will be no extra charge for tax, license or steps. These items are included in the lease price. Item Cost Equipment rental 12x60 office trailer ADA Ramp: Total Monthly lease rate: Extra months lease rate: Setup Costs: Transport in and setup: Skirting: Tie Downs: Total Setup Costs: Removal & Closeout costs: Obtain permit: $360.00/mo. s tax $150.00 /m $510.00 x 3L wcbo. /St Az $460.00 $400.00 $1,406.00 $650.00 $2,456.00 $500.00 $350.00 API must be provided with an accessible site and level pad. Lessee � time resulting from the Lessee and or the site being unprepared, the site difficult access to the site. included. San zlt4Gly C9Z0 ) ' + �I be held r onstble for delay ol'beh eve d restricted or �% Utility hook -ups, HX>Psiffps, cueps and are not included in this bid. Lessee must provide API with a certificate of insurance or purchase our damage waiver at 10% of the monthly rental cost. Lessee will be held responsible for all damage, vandalism and neglect in the use of this unit. Equipment quoted above is subject to availability. Price quote is valid for 30 days. Delivery, setup, take down and retum.are billed at the beginning of the lease. If you have any questions or need more information please feel free to call me at (805) 928 -8689. 1 thank you for the opportunity to bid this project and look forward to working with you in the future. Thank 99u,, Ted� Martino Owner API 1306 WHITE COURT • SANTA MARIA, CA 93454 MAILING ADDRESS: P.O. BOX 5754 • SANTA MARIA, CA 93456 • FAX 805 -928 -9190 • PHONE 805 - 928.8689 uotation Customer: City of Newport Beach Attn: Lloyd Dalton, P.E. Ph: 949 -644 -3311 Fx:94 Ship to: Public Works Dept. 3300 Newport Blvd. Newport Beach, CA June 4 2003 *enue D 10631 Banana LDINGS Ph 909- 349?2800 dsmbixom Fx:909- 349 -2109 uotation Customer: City of Newport Beach Attn: Lloyd Dalton, P.E. Ph: 949 -644 -3311 Fx:94 Ship to: Public Works Dept. 3300 Newport Blvd. Newport Beach, CA June 4 2003 Terms: Upon Invoice Ship Via: Common Carrier Salesman: Roni Palmetier Quotation good for 15 days, subject to availability Date required: June 23 d to 25th DESCRIPTION 12x50 Refurbished Mobile Office, Open, New Commercial Carpeting, VCG Walls, 6 Windows with Blinds THIS IS OFFICE IS "LIKE NEW" CONDITION "COMPLETELY REFURBISHED" PRICING BUILDING LEAD TIME IS; 7 to 10 i PLANS MAY TAKE 2 to 3 weeks lead 1 HC Ramp, Monthly Rate $277 (Switchback Ramp) Delivery, Setup, Teardown & Return for Ramp $1560 (325+Z77).*(Pxo& - 21, QZ Commercial Industrial Steps Included with Lease for 2 "d Extefior Door If another type of steps are required — there will be a cost Pricing on plans is "budgetary" — depends on what City re ires Utility Connections by others (Electrical permits by NOTE: If Mobile Office needs to be Nosed In or Rolled Side Ways — there will of $200 to $400 1 1560 I,YOD 7fO 7� 3¢5 s 70 345 760 £+ A24Z litional costs * Set -up cost based on 1000 p.s.f. soil bearing capacity. Pricing is based upon others providing a permi , fees taxes icenses, utility connections and preparation of a level, compact and accessible site. DELIVERY: 345 LEASE RATES: SETUP*: 70 STEPS DECKS: Included 36 mos@ 325 /mo. + ramp TEARDOWN: 70 SKIRTING: 1250 $350 Monthly, Month to Month after 36 months RETURN: $345 Site Plans: 1700 TIE DOWNS -10: 780 OTHER TAXES Not Incl. Foundation Plans: 750 1 Ins. Wvr.: '$1.25 /day Building Plans: 750 or customer may ro- Permit Fees waived by city vide insurance cent. BUILDING LEAD TIME IS; 7 to 10 i PLANS MAY TAKE 2 to 3 weeks lead 1 HC Ramp, Monthly Rate $277 (Switchback Ramp) Delivery, Setup, Teardown & Return for Ramp $1560 (325+Z77).*(Pxo& - 21, QZ Commercial Industrial Steps Included with Lease for 2 "d Extefior Door If another type of steps are required — there will be a cost Pricing on plans is "budgetary" — depends on what City re ires Utility Connections by others (Electrical permits by NOTE: If Mobile Office needs to be Nosed In or Rolled Side Ways — there will of $200 to $400 1 1560 I,YOD 7fO 7� 3¢5 s 70 345 760 £+ A24Z litional costs * Set -up cost based on 1000 p.s.f. soil bearing capacity. Pricing is based upon others providing a permi , fees taxes icenses, utility connections and preparation of a level, compact and accessible site. Mobile Modular Management Corporation Quote Reference # Q516990 u�0< 11450 Mission Blvd, Mira Loma, CA 91752 Date of Quote: 6/4/03 www.MobileModularRents.com 12 x 51 sn -9586 c/1 -27525 Floorpian # 125127525 Customer City of Newport Beach AIM Lloyd Dalton Sales Representative David Morgan Phone (949) 644 -3328 Fax dmorgan @mobilemodularrents.com Project Name Temporary City Hall Offices Ph (909) 360 -6600 Fax (909) 360 -6622 Tenn 36 Months" Building Fumiture Ramp Insurance Waiver Monthly Rent Total . Deliver to NEWPORT BEACH $229.00 Delivery $0.00 Block/Level $165.00 Return Delivery $0.00 jsman 3 , w A, 184 0 12 24 ` c _ Il ltl 111 111 llt 111 111 111 111 111 b N Features: $318.00 Skirting $60.00 Wind /Seismic Restraint $318.00 Install /Dismantle Ramp(s) $50.00 Other Modifications \ Furniture $1,080.00 $900.00 $1,600.00 Optional Optional Optional 36 4-4 60 72 80 im Douglas Fir wood exterior painted a CamellMesa Brown color bronze tinted frames (number & location as shown on drawing) 14' prefinished wood paneling throughout 10v duplex electrical outlets located approx. i7 o.c. leating & air conditioning ducted thru the ceiling w /return air at the end wall lelachable towbar 1¢119¢ 318 '^ W 3j8 .fit /10/8 oo 114C0 FloorplaannsAarree nominal m14¢8 (57G41) f7� ' ,� Additional Information Quote is valid for 30 days. A minimum cleaning charge of $75.00 per Floor will apply ff the unit is t retumed cleaned.. Customer's site must be dry ad, level and acces . e al .Costs to dolly, crane, forklift, etc. by customer. Unless noted, prices do ramp remo I, stairs, ei a foundation teens, seismic foundation syst rerno temporary pourer, skirting, skirt' rmov en x� r utility ho�—h dravrin fcatbns are nominal. This transao I subject to prior credit approval and all , c ments of PM4MVs standard contract. Security Deposit may be required. ' Rent will be bified in advance every 30 calendar days. " Prices do not include applicable tax. Thank you for contacting Mobile Modular. Please call me with any questions or comments. Page 1 of 1 I Shy of Newport Beach BUDGET AMENDMENT 2002 -03 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 084 AMOUNT: 827,668.00 Increase in Budgetary Fund Balance AND X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditures for leasing a trailer for the Code & Water Quality Enforcement Division staff. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account 010 3605 REVENUE ESTIMATES (3601) Fund/Division Account EXPENDITURE APPROPRIATIONS (3603) Description General Fund Fund Balance Description Signed: City Manager Signed: City Council Approval::City.Clerk Amount Debit Credit $21,666.00 - $21,666.00 Date ate Date Description Division Number 0310 City Manager Account Number 8080 Services - Professional & Technical Division Number Account- Number Division Number Account Number Division Number Account Number Division Number Account Number Signed:�p Financ j Approval: Administrative Services Director Signed: City Manager Signed: City Council Approval::City.Clerk Amount Debit Credit $21,666.00 - $21,666.00 Date ate Date - � h qty of Newport Beach BUDGET AMENDMENT 2002 -03 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues PX from unappropriated fund balance EXPLANATION: NO. BA- 084 AMOUNT: $27,666.00 Increase in Budgetary Fund Balance AND X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditures for leasing a trailer for the Code & Water Quality Enforcement Division staff. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Adcount 010 3605 REVENUE ESTIMATES (3601) Fund /Division Account EXPENDITURE APPROPRIATIONS (3603) Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Division Number Account Number Signed: Description General Fund Fund Balance Description Description 0310 City Manager 8080 Services - Professional & Technical Approval: Administrative Services Director Signed: ' 'stret� dm va Signed: City City C u 'I Approva ` Zlty Cq� �n Q� ViNl ZUti� Amount Debit Credit $21,666.00 * Automatic $21,666.00 /6 —0-7 Date . ate Date