SR-11-D (13)
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GS:SES:CP:ME (08/30/88)
Council Meeting: September 27, 1988
Santa Monica, cali~6 7 1988
TO: Mayor and City Council
FROM: City staff
SUBJECT: Recommendation to Adopt a Resolution Increasing Fees
charged for Public Works Maps, Drawings, and Plans, and
to Direct the City Attorney to Prepare an Ordinance
Establishing a Charge for Special provisions and Plans,
and Center Line Tie and Tract Map Services
INTRODUCTION
This report requests the ci ty Council to adopt the attached
resolution increasing the fees charged for maps, drawings and
specifications. In addition, the report requests the City Council
to direct the City Attorney to prepare an ordinance amending
section 7504 of the Santa Monica Municipal Code to allow the city
Engineer to set prices for special provisions and plans for public
works projects and to add Section 7505 to the Code to establish
fees for providing center l1ne tie information and tract map
approvals to the public.
BACKGROUND
A. Resolution to Amend Fees
Fees for the sale of maps, drawings and specifications were last
increased in September, 1980. The fees for the documents should
be increased to recover actual costs to the City which include
staff time, document duplication costs and an overhead factor.
Costs for staff time were calculated by taking the average hourly
salary of Staff Assistant II, Administrative Analyst and civil
Engineering Drafting Technician, the positions responsible for the
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sale of the documents. Actual document duplication costs were used
in the calculation as well as the same overhead cost factor as that
established by the permit study which recommended the public works
counter fees recently adopted by the City Council.
The fees for the documents are recommended as follows:
CURRENT PROPOSED
Atlas Map: 100' scale $1. 85 $3.00
200' scale 1. 00 3.00
400' scale 1. 00 2.50
city Map: 600' scale 1.85 3.00
1000' scale 1.45 3.00
1200' scale 1.45 2.50
Air Photos: 100' scale (1980) 2.05 3.50
200' scale (1975) 2.05 3.50
500' scale 2.15 3.50
Blue Line Prints: 21" X 14" 1.45 2.50
24" x 36" 1. 75 3.00
28: x 40" 1. 95 3.50
31" x 40" 2.05 3.50
Standard Specifications: Actual Cost plus 10%
In addition, certain work must be sent to outside vendors for
reproduction.
In this instance, the customer will be charged
actual cost plus 10%. The 10% surcharge is a standard processing
cost ln the construction industry and is the same surcharge factor
that is presently used by the Department.
B. Ordinance to amend Section 7504 and to add Section 7505 to the
Santa Monica Municipal Code
section 7504 of the Municlpal Code allows the City Engineer to
collect a deposit from prospective bidders for special provisions
and plans for public works improvement projects.
As bidding
requirements have become more demanding and bid packages have
increased in size, the cost of preparing the special provisions and
plans has increased. By charging a fee for the bid documents, the
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City will be able to distribute the materials more effectively to
those contractors who are genuinely interested in bidding on the
project in question.
It is not anticipated that this fee will
discourage any responsible contractors from submitting bids on city
projects.
section 7504 should, therefore, be amended so as to
state that the City Engineeer shall collect the actual cost of the
special provisions and plans plus 10% from each prospective bidder.
Presently, some members of the public request center line tie
information from the City Engineer's Office in order to establish
legal property line boundaries. This service is currently provided
at no charge by staff. However, the service is labor-intensive and
a staff person may at times be tied up with one customer for two
to three hours.
Staff believes that this service should be
provided on a cost recovery basis to the public as other duties
cannot be accomplished while a staff person assists the one
customer for a prolonged period. It is recommended that a Section
7505 of the Municipal Code be added to establish a fee for
providing center line tie information to the public. The ordinance
should state that the actual fee will be established by resolution.
Fees will be proposed at the time the resolution is presented for
adoption as follows:
No. of Center Line Ties
Cost
1-2
3-5
$3.50 each
2.50 each
More than 5
(By appointment only)
2.50 each for first 5
2.00 for each additional
The fees were based on the same staff costs as determined for the
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sale of maps and drawings as the same personnel handle center line
tie services. The cost is reduced slightly when additional tie
lines are provided as the information is usually located in the
same books. There is a second cost break when information is
requested for more than 5 center line ties as the customer can be
scheduled at a time that is more convenient in terms of staff's
duties.
Tract map approval serVlces are also provided by engineering
personnel. These services include physical check of survey
monuments by city surveyors and review of underlying tracts, legal
descriptions, and utility easements by staff. On average, it takes
about five hours to approve a tract map. The average hourly salary
rate for personnel involved in the tract map approval process,
including overhead, is about $32 per hour. Staff is, therefore,
proposing that Section 7505 also establish a tract map approval
service charge, and that such charge be set by resolution. The
proposed fee which will be recommended at the time the resolution
is presented to the city council for adoption is $150 for a
standard approval with a two week turn-around time. Rush job
requests which will be completed within a one week period will
include a $100 surcharge fee.
BUDGET/FINANCIAL ANALYSIS
At the present time, staff is unable to specify the exact revenue
to be derived from the increases in these fees as the documents and
services are provided on a "by-demand" basis which fluctuates from
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year to year.
Based on a preliminary survey of these services,
however, it is estimated that the new revenues to be derived from
the sale of maps, drawings and standard specifications would be
approximately $500 per year. The revenues which would be generated
by center line tie and tract map services are estimated at
approximately $20,000 to 25,000 per year.
Given the tentative
basis for these estimates, it is not proposed that changes be made
to the revenue budget at this time.
staff will evaluate the
revenue impacts of these fees following implementation and
recommend any necessary changes at the mid-year budget review.
RECOMMENDATION
It is recommended that the City council adopt the attached
resolution increasing the fees charged for maps, drawings and other
documents sold by city staff. In addition, it is recommended that
the city Council direct the City Attorney to prepare an ordinance
amending Section 7504 and adding Section 7505 to the Santa Monica
Municipal Code as described above.
Prepared by: stan Scholl, Director of General Services
Craig Perkins, Administrative Services Manager
Marsha Eubanks, Sr. Administrative Analyst
Attachments: Resolution for Adoption
ALL FOR CI~CLERK'S ACTION
ORDINAN1!E #
Councll Meetlng Date
Introduced:
Agenda Item #
Adopted:
ALWAYS PUBLISH ADOPTED ORDINANCES
Cross out Attorney's approval
Was lt amended?
VOTE: Afflrmatlve: 7- c"J
Negatlve:
Abstaln:
Absent:
PROOF VOTES WITH ANOTHER PERSON BEFORE ANYTHING
DISTRIBUTION: ORIGINAL to he slgned, sealed and flIed ln Vault.
NEWSPAPER PUBLICATION (Date:
Department orlglnatlng staff report( Laurle L2eberman)
Ordlnances only for Attorney ( Claudla Thompson) ~
Management Servlces Lynne Barrette ORDINANCES ONLY ~
Agency mentloned ln document or staff report
(certlfled?)
SubJect flle (agenda packet)
1
Counter flle
1
Others: (Revlew for departments who need to know).
Alrport Parking Auth.
AudltorlUrn
General Servo
Llbrary
Manager
Flre
I
Personnel
Planning
Police
Purchasing
Recr/Parks
Transportatlon
Treasurer
BUlldlng Dept.
ClEO
Flnance
SEND FOUR COPIES OF ALL ORDINANCES TO:
CODED SYSTEMS
120 Maln Street
Avon, New Jersey 07717
<1
SEND FOUR COPIES OF ALL ORDINANCES TO: 4
Debra Myn..ck
Santa Monlca MUDlclpal Court
1725 Maln Street, Room 118
Santa Monlca, CA 90401 Total Caples
:]
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RESOLUTION NO. 7698(CCS)
(City council Series)
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SANTA MONICA
REVISING FEES CHARGED FOR
PUBLIC WORKS MAPS, DRAWINGS AND PLANS
WHEREAS, study has indicated that the present fees charged for
public works maps, drawings, plans and Standard Specifications do
not compensate the City for the reasonable cost of providing such
documents; and
WHEREAS, Section 7501 and 7502 of the Santa Monica Municipal
Code allow fees for maps,
drawings, plans and Standard
Specifications to be set by resolution,
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SANTA MONICA
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. The fees for providing maps, drawings and plans
shall be as follows:
Atlas Map: 100' scale $3.00
200' scale 3.00
400' scale 2.50
City Map: 600' scale 3.00
1000' scale 3.00
1200' scale 2.50
Air Photos: 100' scale (1980) 3.50
200' scale (1975) 3.50
500' scale 3.50
Blue Line Prints: 21" X 14" 2.50
24" x 36" 3.00
28: x 40" 3.50
31" x 40" 3.50
Standard Specifications: Actual Cost plus 10%
Items other than listed above: Actual Cost plus 10%
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SECTION 2. The City Clerk shall certify to the adoption of
this Resolution, and thenceforth and thereafter the same shall be
in full force and effect.
APPROVED AS TO FORM:
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ROBERT M. MYERS -
city Attorney
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Adopted and approved this er, 1988.
I hereby certify that foregoing Resolution No. 7698(CCS)
the City of Santa Monica
was duly adopted by the cit
at a meeting thereof held on September 27, 1988 by the following
Council vote:
Ayes: Councilmembers: Finkel, Jennings, A. Katz, Ho--
Katz, Reed, Zane, Mayor Conn
Noes: Councilmembers: None
Abstain: Councilmembers: None
Absent: Councilmembers: None
ATTEST:
.L~
y Clerk