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AGENDA TITLE: Adopt Resolution to Establish an Abatement Fee Schedule and Policies and
Procedures for Rotating Abatement Contractor List
MEETING DATE: December 20, 2000
PREPARED BY: Community Development Director
RECOMMENDED ACTION: That the City Council adopt by Resolution the attached Abatement Fee
Schedule and Policies and Procedures for Rotating Abatement Contractor
List.
BACKGROUND INFORMATION: As part of the code enforcement function in eliminating blight,
nuisances, substandard and dangerous building conditions, the
Community Improvement Division issues orders requiring the board -
up and securing of vacant structures as well as the removal and
clean up of garbage, junk and debris from yard areas.
Vacant, unsecured structures are required to be boarded up within one to ten days, depending on the
severity of the hazard conditions. Likewise, accumulations of garbage, junk, debris and weeds are
required to be cleaned up anywhere from five to fifteen days. Currently, in the event that the structure is
not secured or the yards are not cleaned voluntarily within the required timeframe, the bid process is
initiated in order to allow the City to have the work done and have costs billed to the property owner.
In order to obtain bids for these routine abatements, code enforcement staff work with the Purchasing
Agent to establish a work description, distribute the bid documents, allow time for the bidders to visit the
site and prepare and submit their estimate, and in some instances set and conduct pre-bid walk
throughs before bids are received and opened and a contractor is authorized to proceed with the work
as required. Going through this process does not allow the abatement to be done immediately after the
required timeframe has expired as should be done.
In using this process, the costs for the abatements vary considerably depending on the number of
bidders and the time of year.
In order to provide a more streamlined and effective process, many jurisdictions throughout the state
have gone to a set Fee Schedule for routine abatement actions and have developed a list of contractors
in their area that agree to participate in a rotating list for abatement work call -outs. In agreeing to
participate in the rotating list, contractors agree to perform work to the standards set by that jurisdiction
for the costs listed in the adopted Fee Schedule.
APPROVED:
ixon Fl nn -- City Manager
Abatement Fee Schedule.doc 12/13100
Locally, the City of Stockton has recently sat down with a number of their abatement contractors and
have worked out a fair and equitable Fee Schedule for these routine abatements. Contact has been
made with those contractors on the City of Stockton's list and they have all responded favorably in
participating in the same procedure for the City of Lodi. A list of those contractors from Stockton's list
who wish to participate in Lodi's abatement program is attached (Exhibit A). An additional recruitment
will be conducted to bring on any additional contractors from this area who wish to be added to the
rotating list. Community Improvement staff have reviewed the Fees established under the City of
Stockton's program, and have concluded that they are reasonable for the work that is required to be
performed in each abatement and have tailored that Fee Schedule for the City of Lodi (Exhibit B). A
comparison of the costs for a recent Board -up Abatement is attached which supports that conclusion
(Exhibit C).
The program will work as follows: When an abatement job comes available, the contractor at the top of
the rotating list will be contacted and asked to meet at the property. At the property, code enforcement
personnel will review the scope of work with the contractor and both will compare the work to be done
with the work descriptions on the Fee Schedule Worksheet. Once all work has been covered and the
Worksheet completed, the total costs are tallied and agreed upon by the contractor and the City
Representative. At that point, a completion date is assigned and listed on the worksheet and both
parties sign or initial to authorize the work to be done.
Once the abatement is completed, inspected and approved, payment is authorized and the costs are
billed to the property owner.
In order to ensure a prompt response, contractors who agree to participate in the rotating list, agree to
follow set policy and procedure; in regards to Board -up and Securing Abatements, the contractors also
agree to follow certain guidelines that are established as a City Standard, in order to ensure that the
structure remains secured and that the finished product is not an eyesore. A copy of City Standards for
Board -up and Securing and the Policies and Procedures for the Rotating Abatement Contractor List are
attached (Exhibits D & E).
FUNDING: Repair and Demolition Fund
Konradt Bartlam
Community Development Director
Prepared by Joseph Wood, Community Improvement Manager
KB/jw
Attachments
cc: Joel Harris, Purchasing Agent
Abatement Fee Schedule.doc
List of Contractors
For Rotating Abatement List
HARRIS CONSTRUCTION
12631 E. Live Oak
Lodi, CA 95240
SILVER FERN CONSTRUCTION
5637 N. Solari Ranch Road
Stockton, CA 95215
BAYLOR SERVICES, INC
P.O. Box 499
Lockeford, CA 95237
IRELAND LANDSCAPING
P.O. Box 4223
Stockton, CA 95204
SKYLINE CONSTRUCTION
8626 Lwr. Sacramento Rd. #50
Stockton, CA 95202
ALAN SPRAGG - GENERAL CONTRACTOR
972 Willora Rd.
Stockton, CA 95207
FIVE STAR CONSTRUCTION
7617 N. Pershing Avenue
Stockton, CA 95207
EXHIBIT A
CITY OF LODI
COMMUNITY DEVELOPMENT DEPARTMENT
ABATEMENT FEE SCHEDULE FOR ROTATING CONTRACTOR LIST
(SEPT 2000)
IT ENI #
ITEM DESCRIPTION QUANTITY
UNIT PRICE TOTAL PRICE
SECURING STRUCTURES
1.
Plywood Board -Up, Door, 4'x8'
$70
2.
Plywood Board -Up, Double Door, 8'x8'
$150
3.
Plywood Board -Up, Window, >2'6"x 4'
$45
4.
Plywood Board -Up, Window, >4'x4'
$55
5.
Plywood Board -Up, Window, >4'x6'
$65
6.
Plywood Board -Up, Window, >4'x8'
$70
7.
Plywood Board -Up, Window, >8'x8'
$150
8.
Plywood Board -Up, Crawl Space Opening
$55
9.
Plywood Board Up, Exterior Basement Door, 6'x7'
Using 314" Material
$190
10.
Replace Single Car Garage Door
$270
11.
Replace Double Car Garage Door
$535
12.
Replace Sliding Glass Door, 6'
$360
13.
Replace Wood Basement Door, 6'x5'
$185
14.
Replace Front Double Wood Entry Doors
$465
15.
Replace Garage Pedestrian Door
$155
16.
Replace Under Floor Vents
$30
17.
Replace Attic Vents
$35
Securing Subtotal
PROPERTY CLEAN UPS
18.
Remove Garbage, Junk and Debris (hourly rate) Hrs.
$35
19.
Remove Weeds and Shrubbery (hourly rate) Hrs.
$25
Clean Up Subtotal
Total Amount
DATE OF JOB WALK:
PROPERTY ADDRESS:
JOB TO BE COMPLETED BY:
CONTRACTOR'S SIGNATURE
CDD SIGNATURE
CONTRACTOR:
EXHIBIT B
DATE:
DATE:
REVIEW OF ABATEMENT COSTS
ADDRESS: 712 S. SACRAMENTO STREET
WORK DESCRIPTION: EMERGENCY SECURING OF VACANT COMMERCIAL BUILDI
ACTUAL ABATEMENT COSTS
Emergency Service Call
Gas Powered Generator
Labor
Materials
$ 68.25
$ 78.75
$223.12
$416.66
PROPOSED FEE SCHEDULE COSTS
(2) Plywood Board -up, Door, 4'x8'@ $7 40.00
(1) Plywood Board -up, Double Door, 8'x8' 150.00
(8) Plywood Board -up, Window > 4'x4'@i_ $55 440.0Q
EXHIBIT C
M14
MEMORANDUM
December 12, 2000
TO: PROPERTY OWNERS AND THEIR AGENTS
ABATEMENT CONTRACTORS
FROM: CITY OF LODI
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY IMPROVEMENT DIVISION
SUBJECT: CITY STANDARDS FOR THE SECURING OF VACANT STRUCTURES
SECURING MATERIAL
Minimum one-half inch (1/2") approved plywood or fiberboard sheet material for all openings with widths up to thirty-six inches
(36").
Minimum three-quarter inch (3/4") approved plywood or fiberboard sheet material for openings with widths greater than thirty-six
inches (36").
Exception: One-half inch (1/2') material may he used on openings that exceed thirty-six inches (36') in width, if
openings are framed with 2x4 framing material, placed twenty four inches (24') on -center.
METHOD OF INSTALLATION
Board -up material shall be cut to fit inset of window and door openings when possible.
Where inset of board -up material is not possible, board -up material shall not extend more than six inch (6") around edges of window
or door openings, and material shall be flush against trim or wall material, so as to eliminate any overhang which would allow material
to be pulled or pried away from building.
METHOD OF FASTENING
Board -up material shalt be secured to the building with a minimum of two and one-half inch (2 '/z") deck screws.
Screws shall be spaced no further than nine inches (9") apart and shall not be placed closer than one-quarter inch (1 /4") nor further
than two inches (2") from the edge of the board -up material.
PAINTING OF BOARD -UP MATERIAL
All board -up material shall be painted either a neutral color or a color to match the trim or exterior of the structure.
SPECIAL NOTE: If board -up is done as an abatement action by a contractor for the City of Lodi, then special efforts shall be made
to ensure that any overspray during the painting of the board -up material is prevented. Any overspray must be removed before job is
approved for payment.
EXHIBIT D
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY IMPROVEMENT DIVISION
POLICY AND PROCEDURE
FOR ROTATING CONTRACTOR LIST FOR SECURING/CLEAN UPS
PURPOSE
To establish uniform and consistent policies and procedures for the administration
of the Rotating Contractor List for Securing and Clean Up Abatements.
POLICY
The Community Improvement Division will establish and administer a Rotating
Contractors List for the securing of vacant and/or damaged buildings, and for the
removal of garbage, junk and debris for clean up abatements. The purpose of the
rotating list is to expedite the abatement of nuisance and dangerous building
conditions by assigning qualified contractors to perform the necessary code
enforcement abatements after the Community Improvement Division has given
adequate notice for the work to be done. The use of a rotating list will save staff
time and money by eliminating the requirement to bid the most common types of
abatements.
PROCEDURE
The Community Improvement Division will establish a Rotating Contractors List,
a list of standardized work to be performed and standardized prices which will be
paid for said work. This will be prepared and periodically updated based on
public input from interested contractors who wish to be added to the rotating list.
Contractors that wish to be placed on the rotating list must show proof of the
appropriate qualifications, i.e. contractor's license, business license, proof of
insurance, and must agree to abide by the pricing listed in the Fee Schedule for
doing requested abatement work. Failure to meet or maintain the required
licenses and insurance will result in the immediate removal from the rotating list.
The Community Improvement Manager will be responsible for maintaining the
rotating list and verifying with the Purchasing Agent that all contractors are
qualified to be on the rotating list. The Purchasing Agent will be responsible for
adding interested contractors to the rotating list.
When a contractor is needed for a securing or clean up abatement, Community
Improvement staff shall check the list for the next available contractor on the
rotating list. The officer shall then contact that contractor to schedule a job site
inspection. If the contractor is unable to respond as requested, he shall be
considered non-responsive and shall be moved to the bottom of the rotating list.
Exhibit E
If the contractor is found to be non-responsive for two consecutive requests or
twice within a twelve (12) month period, the Community Improvement Manager
shall have the authority to remove them from the rotating list.
Staff shall meet with the contractor at the job site and explain the scope of work.
Both City staff and the contractor shall review and complete the Fee Schedule
Worksheet in relation to that scope of work. Once the Fee Schedule Worksheet is
completed and a total cost has been tallied, if agreeable to both the contractor and
staff, it shall be signed and initialed and staff shall set a completion date. The
contractor will then be authorized to complete the required work within the set
time frame.
Failure by the contractor to commence and complete the work within the set time
frame can be considered a failure to perform which will result in the assignment
of the abatement to the next available contractor on the rotating list. If the
contractor fails to perform twice within a twelve (12) month period, the
Community Improvement Manager has the authority to remove them from the
rotating list.
The contractor shall be responsible for contacting the officer and/or the
Community Improvement Manager when the work has been completed so that it
may be inspected and approved by Community Improvement Division staff. If
the work is satisfactory and performed to specifications, the officer shall inform
the Community Improvement Manager and that contractor shall be moved to the
bottom of the list.
The contractor's payment shall then be processed for payment by the Community
Improvement Division to ensure that the contractor is paid in a timely manner.
Community Improvement Division staff will then initiate cost recovery by billing
the property owner for the abatement costs and any Administrative Fees.
RESOLUTION NO. 2000-235
A RESOLUTION OF THE LODI CITY COUNCIL ADOPTING THE
CODE ENFORCEMENT ABATEMENT FEE SCHEDULE, APPROVING
ESTABLISHMENT OF A ROTATING CONTRACTOR'S LIST, AND
FURTHER ADOPTING POLICIES AND PROCEDURES FOR
ROTATING ABATEMENT CONTRACTOR LIST
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LODI AS FOLLOWS:
SECTION 1.
WHEREAS, the Lodi Municipal Code requires the City Council, by Resolution, to set fees for
various services provided by the City of Lodi to recover those costs associated with providing specific
services and programs; and
WHEREAS, as part of the Code Enforcement function in eliminating blight, nuisances,
substandard and dangerous building conditions, the Community Development Community
Improvement Division issues orders requiring the board -up and securing of vacant structures as well
as the removal and clean up of garbage, junk and debris from yard areas; and
WHEREAS, vacant, unsecured structures are required to be boarded up within one to ten
days, depending on the severity of the hazardous condition; and
WHEREAS, currently, in the event that the structure is not secured or the yards are not
cleaned voluntarily within the required time -frame, the bid process is initiated in order to allow the City
to have the work done and have costs billed to the property owner; and
WHEREAS, the bid process entails working with the Purchasing Dept. to establish a work
description, distribute the bid documents, allow time for the bidders to visit the site and prepare and
submit their estimates, and in some instances set and conduct pre-bid walk-throughs before bids are
received and opened, and then giving authorization to the contractor to proceed; and
WHEREAS, the bid process does not allow the abatement to be done immediately after the
required time -frame has expired, and in using this process, costs for the abatements vary
considerably depending on the number of bidders and the time of year; and
WHEREAS, in order to streamline the process, staff recommends:
(1) establishing Abatement Fee Schedule for the Community Development
Department Community Improvement Division so that the necessary work can
be performed almost immediately, as shown on Exhibit A attached; and
(2) establishing a rotating contractor's list to perform the work, to be updated
periodically and maintained by the Community Improvement Manager; and
(3) adopting Policies and Procedures for Rotating Abatement Contractor List for
Securing and Cleanups, as shown on Exhibit B attached.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lodi does
hereby approve staff recommendations as listed above.
SECTION 2. All resolutions or parts of resolutions in conflict herewith are repealed insofar as such
conflict may exist.
SECTION 3. This resolution shall be published one time in the Lodi News Sentinel, a daily
newspaper of general circulation printed and published in the City of Lodi, and shall be in force
and take effect December 20, 2000.
Dated: December 20, 2000
I hereby certify that Resolution No. 2000-235 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held December 20, 2000, by the following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Pennino and Mayor
Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
SUSAN J. BLACK ON
City Clerk
2000-235
EXHIBIT A
CITY OF LODI
COMMUNITY DEVELOPMENT DEPARTMENT
ABATEMENT FEE SCHEDULE FOR ROTATING CONTRACTOR LIST
(SEPT 2000)
ITEM #
ITEM DESCRIPTION
QUANTITY UNIT PRICE TOTAL PRI(
SECURING STRUCTURES
1.
Plywood Board -Up, Door, 4'x8'
$70
2.
Plywood Board -Up, Double Door, 8'x8'
$150
3.
Plywood Board -Up, Window, >2'6"x 4'
$45
4.
Plywood Board -Up, Window, >4'x4'
$55
5.
Plywood Board -Up, Window, >4'x6'
$65
6.
Plywood Board -Up, Window, >4'x8'
$70
7.
Plywood Board -Up, Window, >8'x8'
$150
8.
Plywood Board -Up, Crawl Space Opening
$55
9.
Plywood Board Up, Exterior Basement Door, 6'x7'
Using 3/4" Material
$190
10.
Replace Single Car Garage Door
$270
11.
Replace Double Car Garage Door
$535
12.
Replace Sliding Glass Door, 6'
$360
13.
Replace Wood Basement Door, 6'x5'
$185
14.
Replace Front Double Wood Entry Doors
$465
15.
Replace Gara a Pedestrian Door
$155
16.
Replace Under Floor Vents
$30
17.
Replace Attic Vents
$35
Securing Subtotal
PROPERTY CLEAN UPS
18.
Remove Garbage, Junk and Debris(hourly rate
HTs. $35
19.
Remove Weeds and Shrubbery (hourly rate
Hrs. $25
Clean Up Subtotal
Total Amount
DATE OF JOB WALK: CONTRACTOR:
PROPERTY ADDRESS:
JOB TO BE COMPLETED BY:
CONTRACTOR'S SIGNATURE
DATE:
CDD SIGNATURE DATE:
EXHIBIT B
COMMUNITY DEVELOPMENT DEPARTMENT
COMMUNITY IMPROVEMENT DIVISION
POLICY AND PROCEDURE
FOR ROTATING CONTRACTOR LIST FOR SECURING/CLEAN UPS
PURPOSE
To establish uniform and consistent policies and procedures for the administration of the
Rotating Contractor List for Securing and Clean Up Abatements.
POLICY
The Community Improvement Division will establish and administer a Rotating
Contractors List for the securing of vacant and/or damaged buildings, and for the removal
of garbage, junk and debris for clean up abatements. The purpose of the rotating list is to
expedite the abatement of nuisance and dangerous building conditions by assigning
qualified contractors to perform the necessary code enforcement abatements after the
Community Improvement Division has given adequate notice for the work to be done.
The use of a rotating list will save staff time and money by eliminating the requirement to
bid the most common types of abatements.
PROCEDURE
The Community Improvement Division will establish a Rotating Contractors List, a list
of standardized work to be performed and standardized prices which will be paid for said
work. This will be prepared and periodically updated based on public input from
interested contractors who wish to be added to the rotating list.
Contractors that wish to be placed on the rotating list must show proof of the appropriate
qualifications, i.e. contractor's license, business license, proof of insurance, and must
agree to abide by the pricing listed in the Fee Schedule for doing requested abatement
work. Failure to meet or maintain the required licenses and insurance will result in the
immediate removal from the rotating list.
The Community Improvement Manager will be responsible for maintaining the rotating
list and verifying with the Purchasing Agent that all contractors are qualified to be on the
rotating list. The Purchasing Agent will be responsible for adding interested contractors
to the rotating list.
When a contractor is needed for a securing or clean up abatement, Community
Improvement staff shall check the list for the next available contractor on the rotating list.
The officer shall then contact that contractor to schedule a job site inspection. If the
contractor is unable to respond as requested, he shall be considered non-responsive and
shall be moved to the bottom of the rotating list. If the contractor is found to be non-
responsive for two consecutive requests or twice within a twelve (12) month period, the
Community Improvement Manager shall have the authority to remove them from the
rotating list.
Staff shall meet with the contractor at the job site and explain the scope of work. Both
City staff and the contractor shall review and complete the Fee Schedule Worksheet in
relation to that scope of work. Once the Fee Schedule Worksheet is completed and a total
cost has been tallied, if agreeable to both the contractor and staff, it shall be signed and
initialed and staff shall set a completion date. The contractor will then be authorized to
complete the required work within the set time frame.
Failure by the contractor to commence and complete the work within the set time frame
can be considered a failure to perform which will result in the assignment of the
abatement to the next available contractor on the rotating list. If the contractor fails to
perform twice within a twelve (12) month period, the Community Improvement Manager
has the authority to remove them from the rotating list.
The contractor shall be responsible for contacting the officer and/or the Community
Improvement Manager when the work has been completed so that it may be inspected and
approved by Community Improvement Division staff. If the work is satisfactory and
performed to specifications, the officer shall inform the Community Improvement
Manager and that contractor shall be moved to the bottom of the list.
The contractor's payment shall then be processed for payment by the Community
Improvement Division to ensure that the contractor is paid in a timely manner.
Community Improvement Division staff will then initiate cost recovery by billing the
property owner for the abatement costs and any Administrative Fees.