brand-new public works services - cml.org · pdf filepublic works services ... dateline...

Public Works Services
A Source Selectors PerspectivePresented By: Dave Zelenok,
Director of Public Works
COLORADO MUNICIPAL LEAGUEVAIL
JUNE 22, 2011What can this Public Works guy
from THATBRAND-NEW city possibly
Tell US?!?!

Dateline Washington, DC May 5, 2011 Source Ken Butler Miller Wenhold, Inc.
House Transportation Bill Would Increase Role of States, Private Sector By Kathryn A. Wolfe, CQ Staff
Expect the Houses surface
Mica reiterated his past comments about making extensive use of public-private
partnerships, leveraging private capital and making the most of limited resources.
He also indicated that his bill will seek to drastically reduce the federal bureaucracys
involvement in transportation projects.
Well devolve decisions to the states, close the door on [Transportation Department]
operations programs and take the federal government out of the approval process, he said.
Mica said his staff is focused on drafting the bill with a Memorial Day goal in mind
http://www.cq.com/person/108

City of Centennial
Approximately 30 square miles and 1500 lane miles
Incorporated February 7, 2001, Pop 102,000
15 MILES

Our Voice, Our Vision
Key Visioning Element
Efficient and effective government
Action 3.2
Contract for City services at all levels unless there is a
provable advantage to doing otherwise
2 http://www.centennialcolorado.com/DocumentView.asp?DID=1116

Our Voice, Our Vision
City Contracts
Many public works departments already contract
About HALF (think: asphalt, construction, etc.)
Centennial Contracts out about 99% of Public Works
City of Centennial budget for contracted services
81.4% of general fund expenditures for contracted services
Typical city of 100,000 ~ 500 1,000 employees
Centennial ~ 53 employees

History and
Selection
Process

P2s and P3s in Centennial
Sales Tax Collection
Licensing
CIP Management
Water & Sewer Districts ~20
Development Plan Review
2008 Reverted to City Staff
Fire Districts
Parks Districts
Stormwater Districts
Law enforcement
County Sheriff
Building Inspection
Animal Services
Mt. Evans

History and Selection
2001 City incorporated from Arapahoe Co. IGA for County Sheriff & Public Works
Sept. 2007 Decision to end County
Public Works Support in 8 months
Oct. 2007 Merrick & Co. - manage transition
January 24, 2008 RFQ
February 19, 2008 RFP
March 10, 2008 Selection recommendation to Council
April 2008 Contract negotiated with CH2M Hill
July 1, 2008- Public Works Service Began

Service Level Analysis
Evaluated Arapahoe Countys Levels of Service
Examples:
Snow Routes - # Plows, # Lane Miles
Miles of Street Sweeping
Tons of Pothole Patching
Signs Replaced
Citizen Requests Call Volumes
Emergency Response Ability

RFQ Process
Three proposers:
CH2M HILL OMI
Parsons Commercial Technology Group
RG Consulting Engineers
Invited to participate in the Request for Proposals (RFP)
process

RFP Process Continued
February 19, 2008:
3 teams submitted proposals
Review Process:
Step 1 Quality-based selection Proposals ranked independent of costs
Step 2 Costs reviewed Separately
Step 3 Costs were compared to Citys in-house estimate
Step 4 Presentation and Interviews
Highly Competitive ~ $10 Million Per Year

Selection Process
Largest
Public-to-Private
Conversion of its
Kind in the Nation
Snow Removal
Unique

Building a Public Works Dept. for Centennial Org. Chart
City Council
City Manager

What does it include?
Engineering

Pavement Maintenance
85% of Potholes in 24 Hours
1,000 tons of patching/year
45,000 lbs of crack filling
300 Tons of gravel
City pays for asphalt materials

Emergency Response coordination with:
Stormwater
Urban Drainage & Flood
Control District
SEMSWA
Tornado May 2009

Snow Plowing One Pass on 689 Lane-Miles in 12 hours
815 Lane Miles of Non-plowed Residentials
Real-time GPS Tracking Mandatory
City pays for deicing chemicals & materials
60 12-hour Call-outs Per Year
$24,882 per additional Call-out

Snow Storm GPS Breadcrumbs
NOTE:ROUTES
UNDERWAY

Concrete Maintenance
Asphalt Patching
Street Cut Permits
Maintain 1400 lane-miles
of streets
Pedestrian Ramp Concrete Radius

Traffic Engineering
500 New signs per year
7-year replacement of existing signs
15,400 feet of preformed stop bars
1.1 Million feet of latex striping
10 Signal Warrants
16 Traffic Calming Request Evals
Operate 70 Traffic Signals

Traffic Services
Signs and Pavement Markings
Annual Inspection Program
Sign Inventory & Maintenance
Inspect & replace 7 yr.
schedule
Apply current MUTCD standards
Crosswalks, stop bars, striping,
other thermoplastic markings

Transportation Planning
Coordinate with other Agencies
Active cooperation with MPO, CDOT, local counties
and cities
Supports City Capital Program Management Recommendations for 5 & 10-year projects
Identify Funding Sources and Prepare Grant Submissions Federal, state and local
Conduct Transportation & Traffic Engineering Reviews for Development Plans
Conduct Traffic Study Reviews for Development Plans

Traffic Services
Performance Measures
Priority 1
24 hours
Priority 2
72 hours
Priority 3
7-10 days
Priority 4
Maximize materials
& Efficiency
Request
Priority
Avg Time to Close (days)
1 0.42
2 1.21
3 3.87
4 N/A
Example of February 2009 Performance
Quarterly/Annual ReviewsCompass Report in Council Packets

Professional
Services
Agreement
Public Works,
Traffic
Engineering, &
Street Department
Services

Professional Services Agreement
Terms:
Five year term
July 1, 2008 to June 30, 2013
Renewable at end of initial five year term
for up to 5 additional 1 year terms
Cost control and risk sharing Fuel and material purchases
Snow removal
Required to manage to a fixed budget

Performance Measurements
Performance standards, reporting and
Oversight incorporated into contract
Example of performance standards: Customer calls answered
Within 2 minutes,
80% of the time
Penalties apply for unsatisfactory and non-performance

Performance Standards Citizen Requests

Benefits
Pre-determined costs mitigatefuture cost increases
City redirects snow removal resources in localized storms
Reach-back Not burdened by government procurement & contracting rules Contractor can adjust work force to changing demands Contractor is incentivized for extensions NO PERSONNEL WORRIES no discipline!

Work Plan vs Actual

Value Exchange
5=30?

Contract Values

Value Exchange Table2009 EQUIVALENT VALUES OF MAINTENANCE ACTIVITIES
2009
Number of units in these columns are cost equivalent to 1.00 units in the Maintenance Activity
Column
Unit Example: 0.091 CY of curb and gutter replacement costs the same as 1.00 T of major patching Value
Maintenance Pothole Patch Major Crack Gravel ADA Xpan CGSW Curb &
Activity Patch Back Patch Seal Maint Ramp Apron Comb Gutter Sidewalk
Units T T T T T CY CY CY CY CYPothole patch T $ 93.00 1.000 1.500 1.755 0.058 3.720 0.175 0.204 0.175 0.160 0.171 Patch Back T $ 62.00 0.667 1.000 1.170 0.039 2.480 0.117 0.136 0.117 0.107 0.114 Major Patch T $ 53.00 0.570 0.855 1.000 0.033 2.120 0.100 0.116 0.100 0.091 0.097 Crack seal T $ 1,600.00 17.204 25.806 30.189 1.000 64.000 3.019 3.501 3.008 2.754 2.941 Gravel maint T $ 25.00 0.269 0.403 0.472 0.016 1.000 0.047 0.055 0.047 0.043 0.046 ADA ramps CY $ 530.00 5.699 8.548 10.000 0.331 21.200 1.000 1.160 0.996 0.912 0.974 Crosspans & Aprons CY $ 457.00 4.914 7.371 8.623 0.286 18.280 0.862 1.000 0.859 0.787 0.840 C,G & SW Comb. CY $ 532.00 5.720 8.581 10.038 0.333 21.280 1.004 1.164 1.000 0.916 0.978 Curb & Gutter CY $ 581.00 6.247 9.371 10.962 0.363 23.240 1.096 1.271 1.092 1.000 1.068 Sidewalk CY $ 544.00 5.849 8.774 10.264 0.340 21.760 1.026 1.190 1.023 0.936 1.000
Street Sweeping LM
$
40.00 0.430 0.645 0.755 0.025 1.600 0.075 0.088 0.075 0.069 0.074 Mowing & ROW AC $ 310.00 3.333 5.000 5.849 0.194 12.400 0.585 0.678 0.583 0.534 0.570
Lane Striping 10.5
CENTS PER
FOOT MI $ 3,696.00 39.742 59.613 69.736 2.310 147.840 6.974 8.088 6.947 6.361 6.794 Thermo markings SF $ 13.00 0.140 0.210 0.245 0.008 0.520 0.025 0.028 0.024 0.022 0.024 N

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