RPVCCA_SR_2011_04_05_03_Mountains_Recreation_&_Conservation_Authority_Contract_RenewalCrrvOF
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
NORABLE MAYOR AND MEMBERS OF CITY COUNCIL
OM ODOM,INTERIM DIRECTOR,RECREATION AND PARKSI
DEPUTY DIRECTOR,PUBLIC WORKS
APRIL 5,2011
MOUNTAINS RECREATION &CONSERVATION AUTHORITY
CONTRACT RENEWAL
CAROLYN LEHR,CITY MANAGER C!9--
Staff Coordinator:Katie Howe,Administrative Analyst II \CtY
RECOMMENDATION
Approve a 26 %-month agreement in the amount of $377,300 with the Mountains
Recreation and Conservation Authority for park ranger services.
BACKGROUND
The City decided to implement park ranger services after the completion of the
Preserve Trails Plan (PTP)element of the Public Use Master Plan (PUMP),since this
trails plan invited and illustrated to the public the extensive opportunities for recreation
on Palos Verdes Nature Preserve trails.Park ranger services assist the City to protect
the Preserve habitat and provide measures of public safety.
In December 2009,the City began contracting with the Mountains Recreation and
Conservation Authority (MRCA)for park ranger services within the City's 1 AOO-acre
Palos Verdes Nature Preserve (Preserve)as a pilot program,and then entered into a
one-year agreement with MRCA from April 2010 through April 2011 for $113,090.This
contract increased patrol time from 30 hours per week to 40 hours per week,and it
expires April 13,2011.During the May 2010 City Council Budget Workshop,City
Council directed staff to increase Ranger services by $40,000 in order to increase patrol
and implement a Junior Ranger Program.
DISCUSSION
The proposed agreement is for a period of 26 %months (April 13,2011-June 30,2013)
aligning it with the fiscal year.The contract includes 5,290 hours of patrol and 920
hours of interpretive programming.This averages to 46 hours of patrol and 8 hours of
interpretive programming per week,however these are averages and patrol hours will
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MRCA Contract Renewal
April 5,2011
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be more concentrated during times of peak use:late spring,summer,early fall,and
holidays;and less concentrated in the winter and rainy season.However,patrol hours
will be maintained year-round to provide sufficient observation and presence.Likewise,
interpretive programs will be heavier in the summer and fall,and staff will adjust the
hours accordingly.
During the current contract,staff and MRCA Rangers have already begun planning and
implementing interpretive programming,including a Junior Ranger Program,Ranger-led
Night Hikes,senior "Walk and Talk"programs,and various community talks;and look
forward to expanding Junior Ranger programming under the proposed contract.
The hourly rate for MRCA ranger services has increased by 11.7%during this contract
period from $54.37 to $60.75.The revised rate of $60.75 reflects an MRCA Ranger's
median salary,benefit allocation,and increased vehicle allocation costs (including
vehicle maintenance and fuel costs).Also included in the contract figures is ranger
drive time.Staff will coordinate park ranger shifts to minimize driving costs and
maximize patrol time.Extending the agreement from 12 months to 26 %months allows
the City to lock in the rate of $60.75,with the exception of MRCA's ability to seek
reimbursement for increases in fuel costs during the length of the contract.
Average Weeks in Total Hours MRCA
Hrs per week Contract in Contract Hourlv Rate Cost
Interpretive
920 $60.75 $55,890.00Proarammina8115
Patrol 46 115 5,290 $60.75 $321,367.50
Totals 54 115 6,210 $60.75 $377.257.50
Preserve Activity April 2010 -March 2011
From April 2010 through March 2011,rangers have provided approximately 1,944
patrol hours,reported approximately 3,250 Preserve visitors,issued 24 citations,and
given 43 warnings.Rangers report a good compliance rate.During their patrols,
rangers enforce City ordinances,issue warnings and citations when necessary,and
provide interpretive and Preserve use safety information.Rangers also perform minor
maintenance,such as graffiti and litter removal and signage repair.Below is a
breakdown of warnings and citations issued,and maintenance performed from April
2010 through March 2011.
Citations Issued:24
•Paragliding (prohibited):1
•Dogs off leash/in unauthorized areas:16
•Nude sunbathing:4
•Fishing without license:1
•Smoking:1
•Fireworks:1
Warnings Issued:43
•Dogs off leash/in unauthorized areas:34
•Afterhours use:5
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MRCA Contract Renewal
April 5,2011
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•Fishing without license:
.Maintenance Performed
•Graffiti removal
•Trail marker repair
•Litter removed
•Dismantling unauthorized structures
•Removal of illegally dumped materials/items
FISCAL IMPACT
The 26 %-month agreement is in the amount of $377,300 to cover April 13,2011
through June 30,2013.The FY10-11 Public Safety Special Programs budget in the
General Fund is adequate to absorb the increased service cost for the last 11 weeks of
the current fiscal year.The FY11-12 and FY12-13 draft budgets will each include an
annual allocation of about $171,000 in the Recreation Administration program of the
General Fund to reflect the contract cost from July 2011 through June 2013.
Attachments:
MRCA Agreement
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MOUNTAINS RECREATION &CONSERVATION AUTHORITY
Los Angeles River Center &Gardens
570 West Avenue Twenty-Six,Suite 100
Los Angeles,California 90065
Phone (323)221-9944 Fax (323)221-9934
March 31,2011
Walt Young,Chief Ranger
Mountains Recreation and Conservation Authority
2600 Franklin Canyon Drive
Beverly Hills,CA 90210
Letter of Agreement
Contract Number _
The City of Rancho Palos Verdes ("City")would like to enter into a letter of
agreement ("Agreement")with the Mountains Recreation and Conservation
Authority ("MRCA")for open space management during the period from April 13,2011
through June 30,2013.
1.Scope of Work
MRCA proposal submitted on March 30,2011,is attached hereto and incorporated
herein by reference.MRCA will provide Ranger Services in the contracted areas.
City Ordinances will apply to the contracted areas addressed in the proposal.
2.Compensation
The City agrees to compensate MRCA for services rendered based on an hourly rate of
$60.75 per hour.The agreed rate of $60.75 per hour includes current actual vehicle
costs,with fuel estimated at $4.00 gallon:MRCA reserves the right to charge a 1.5%
fuel surcharge on the total hourly rate for each $0.50 per gallon increase of the price of
gasoline above $4.00 that occurs during any month of the term of this Agreement.The
gasoline surcharge that is added will be prorated during the month based upon the
number of days during the month when gasoline purchased by MRCA exceeds $4.00
per gallon and by the price per gallon that MRCA actually pays.If the price per gallon
decreases during any subsequent month or portion thereof,the surcharge will be
reduced by a corresponding amount.This amount represents the compensation to be
paid to MRCA by City for all work to be done by MRCA,including all allowable costs.
3.Time Schedule
The schedule of work to be completed by MRCA includes delivery of work product or
services discussed in Scope of Work.Work should be completed in accordance with
the final time schedule by MRCA and agreed to by City.
4.Indemnification
MRCA agrees to indemnify and hold City harmless from and against any claim,action
damages,costs (including,without limitation,attorney's fees),injuries,or liability,arising
A local public agency exercisingjoint powers ofthe Santa Monica Mountains Conservancy,the Conejo Recreation &Park District,
and the Rancho Simi Recreation &Park District pursuant to Section 6500 et seq.ofthe Government Code.3-4
Page 2
out of the performance of this agreement by MRCA.Should City be named in any suit,
or should any claim be brought against it by suit or otherwise,arising out of
performance by MRCA of services rendered pursuant to this Agreement,MRCA will
defend City (at City's request and with counsel satisfactory to City)and will indemnify
City for any judgment rendered against it or any sums paid out in settlement or costs
incurred in defense otherwise.
5.Insurance
A.General Insurance Requirements
1.All insurance shall be primary insurance and shall name City of Rancho
Palos Verdes as an additional insured.The naming of an additional insured shall
not affect any recovery to which such additional insured shall not be held liable
for any premium or expense of any nature on the policy or any extension thereof
solely because they are an additional insured thereon.
2.MRCA agrees that provisions of this paragraph as to maintenance of
insurance shall not be construed as limiting in any way the extent to which
MRCA may be held responsible for the payment of damages to persons or
property resulting from MRCA activities,the activities of its sub consultants,or
the activities of any person or persons for which MRCA is otherwise responsible.
3.A Certificate of Insurance,and an additional insured endorsement (for
general and automobile liability),evidencing the above insurance coverage with
and a company acceptable to the City's Risk Manager shall be submitted to City
prior to execution of this Agreement on behalf of the City.
4.The terms of the insurance policy or policies issued to provide the above
insurance coverage shall provide that said insurance may not be amended or
canceled by the carrier,for nonpayment of premiums otherwise,without 30 days'
prior written notice of amendment or cancellation to City.In the event the said
insurance is canceled,MRCA shall,prior to the cancellation date,submit new
evidence of insurance in the amounts heretofore established.
5.All required insurance must be in effect prior to awarding the contract,and
it or a successor policy must be in effect for the duration of the contract.
Maintenance of proper insurance coverage is a material element of the
Agreement,and the failure to maintain and renew coverage or to provide
evidence of renewal may be treated by the City as a material breach of contract.
If MRCA,at any time during the term of this Agreement,should fail to secure or
maintain any insurance required under this Agreement,City shall be permitted
to obtain such insurance in MRCA's name and shall be compensated by MRCA
for the cost of the insurance premiums.
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B.General Liability and Property Damage Insurance
MRCA agrees to procure and maintain general liability and property damage
insurance at its sole expense to protect against loss from liability imposed by law
for damages on account of bodily injury,including death there from,suffered or
alleged to be suffered by any person or persons whomsoever,resulting directly
from any act or activities of MRCA,its sub consultants,or any person acting for
MRCA or under its control or direction,and also to protect against loss from
liability by law for damages to any property of any person caused directly or
indirectly by or from acts or activities of MRCA,or its sub consultants,or any
person acting for MRCA,or under its control or direction.Such public liability
and property damage insurance shall also provide for and protect City against
incurring any legal cost in defending claims for alleged loss.Such general
liability and property damage insurance shall be maintained in the following
minimum limits:A combined single-limit policy with coverage limits in the amount
of $1 ,000,000 per occurrence will be considered equivalent to the required
minimum limits.
C.Automotive Insurance
MRCA shall procure and maintain public liability and property damage insurance
coverage for automotive equipment with coverage limits of not less than
$1,000,000 combined single limit.If MRCA does not own automobiles,MRCA
shall provide a waiver releasing City from all liability resulting from MRCA's use
of personal vehicles on project.
D.Worker's Compensation Insurance
MRCA shall procure and maintain Worker's Compensation Insurance in the
amount of $1 ,000,000 per occurrence or as will fully comply with the laws of the
State of California and which shall indemnify,insure,and provide legal defense
for both MRCA and City against any loss,claim,or damage arising from any
injuries or occupational diseases happening to any worker employed by MRCA in
the course of carrying out the Agreement.
6.W-g Form -Request for Taxpayer Identification Number &Certification
Pursuant to Senate Bill 542,chaptered in 1999,the Employment Development
Department (EDD)of the State of California requires that a W-9 Form be filed by all
vendors for all contracts entered into with the City of Rancho Palos Verdes that meet or
exceed $600 in value.MRCA agrees to complete all required forms necessary to
comply with EDD regulations.
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7.Conflict of Interest
MRCA will comply with all conflict of interest laws and regulations including,without
limitation,City's conflict of interest regulations.
IN WITNESS WHEREOF,the parties hereto have executed this contract the day
and year hereinabove written.
FOR CONTRACTOR:
By:_
Print Name &Title
Date:_
FOR THE CITY OF RANCHOS PALOS VERDES:
By:_
Thomas D.Long,MAYOR
Date:_
ATTEST:
By:_
City Clerk
Date:_
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APPROVED AS TO FORM:
By:-=-----=------------
Carol W.Lynch,City Attorney
Date:_
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EXHIBIT A
PROPOSAL
March 30,2011
(Attached)
Page 6
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MOUNTAINS RECREATION &CONSERVATION AUTHORITY
Los Angeles River Center &Gardens
570 West Avenue Twenty-Six,Suite 100
Los Angeles,California 90065
Phone (323)221-9944 Fax (323)221-9934
March 30,2011
Tom Odom,Recreation and Parks Director
City of Rancho Palos Verdes
30940 Hawthorne Blvd
Rancho Palos Verdes,CA 90275
Proposal for Ranger Patrol Services
Dear Mr.Odom:
Per your request,the Mountains Recreation and Conservation Authority (MRCA)is
submitting a proposed scope of services to provide MRCA Ranger Patrol Services in
the Palos Verdes Nature Preserve.
Location:Palos Verdes Nature Preserve
Scope of Work:The MRCA will provide up to 54 hours per week of Ranger patrol
and other duties assigned in the Palos Verdes Nature Preserve.Rangers carry
firefighting equipment in their vehicles to extinguish small fires.Special directed patrols,
administrative and court related expenses may be included within the contract hours or
billed separately at the direction of the City.Emergency callouts,over and above the
routine patrol hours,will be billed at actual costs.Rangers will enforce the City of
Rancho Palos Verdes Ordinances and/or MRCA Ordinances to provide park and
resource protection for these properties at the direction of the City.Maintenance duties
will include trash removal,graffiti removal,and abatement of minor hazards.The MRCA
will provide a total of 920 hours of Ranger-led interpretative programs.The hours
include,but are not limited to the development,preparation,and delivery of
interpretative programs.The labor cost includes all payroll,vehicle and related
personnel expenses.The agreed rate of $60.75 per hour includes current actual vehicle
costs,with fuel estimated at $4.00 gallon.MRCA reserves the right to charge a 1.5%
fuel surcharge on the total hourly rate for each $0.50 per gallon increase above $4.00
during the length of the contract.
Budget:
Item Hourly Rate
Ranger Patrol $60.75
(Including 1 hour drive time per Ranger and/or Shift)
Estimated Hours Estimated Cost
5,290 $321,367.50
Interpretative Programs
(Including 1 hour drive time per Ranger and/or Shift)
Total Estimated Costs
$60.75 920
6,210
$55,890.00
$377,257.50
A local public agency exercisingjoint powers ofthe Santa Monica Mountains Conservancy,the Conejo Recreation &Park District,
and the Rancho Simi Recreation &Park District pursuant to Section 6500 et seq.ofthe Government Code.3-10
Billing:
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The MRCA will invoice on a quarterly basis,providing status reports
with each payment request.
Term of Agreement:April 13,2011 -June 30,2013
We look forward to continuing our mutually beneficial partnership.If this proposal is
approved,please send a Notice to Proceed and Purchase Order to the attention of Jeff
Jones,Assistant Financial Officer,at the above address.
If you have any questions,I can be reached at (310)858-7272 extension 139
Sincerely,
Jewel Johnson
Supervising Ranger II
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