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y STAFF REPORT
Public Works Services Department
DATE: June 16, 2015
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Jacquelyn Mercado, Management Analyst
SUBJECT: REPORT, DISCUSSION AND DIRECTION REGARDING A CITY MULCH
PROGRAM
Recommendation: Approve a City Mulch Delivery Program and
authorize an additional appropriation of $10,000 from the Water Fund
SUMMARY
At its April 7, 2015, meeting, the City Council introduced Ordinance No. 2327 amending
the Arcadia Municipal Code concerning Outdoor Irrigation and Prohibited Water Uses.
During deliberations, members of the City Council asked for the Public Works Services
Department ( "PWSD ") to conduct a study for a City Mulch Program that could assist
Arcadia water customers in reducing their outdoor water usage. A program study was
conducted and two program options, with estimated timelines and costs, have been
provided.
It is recommended that the City Council approve a City Mulch Delivery Program and
authorize an additional appropriation of $10,000 from the Water Fund.
DISCUSSION
The City has recently adopted several watering restrictions to meet the state's
emergency drought regulations. To assist Arcadia water customers in reducing their
outdoor water usage, a City Mulch Program could supply residents with a significant
amount of mulch to be placed around trees, landscaped pathways, and in planters.
Mulch is a great ground covering that retains water in soil, minimizes evaporation, and
encourages utilizing water more efficiently. Mulch offers a number of additional
landscaping advantages including weed reduction, added nutrients, soil temperature
moderation, improved soil structure, beautification, and improved root systems.
Study Session on a City Mulch Program
May 19, 2015
Page 2 of 4
PWSD contacted the City's current landscape contractor, Mariposa Landscape, to
discuss providing mulch for a City Mulch Program. Mariposa stated they would be able
to provide a free, one -time 40 -yard bin of mulch to the City and additional bins at the
cost of $400 per bin with up to four bins total per month. PWSD also received pricing
from additional mulch providers and received the same quote of $400 per 40 -yard bin
based on quantity available.
The City Council may consider the following options regarding the type of City Mulch
Program they would like provided. Either option could be offered to Arcadia water
customers and verification of an Arcadia water service address would be required as
proof of eligibility to receive mulch. Additionally, each option would provide for up to two
cubic yards of mulch per household. Two cubic yards of mulch fills a standard sized
pick -up truck bed and can cover approximately 324 square feet at a depth of two
inches.
Option 1: Delivery Program
- Eligible residents would be limited to a one -time delivery of no more than two
cubic yards of mulch per household and would request delivery by contacting
PWSD via telephone and /or email. Eligible residents would then receive
notification that their request has been received with a delivery date and time
window.
- PWSD maintenance crews would deliver and unload the mulch in a single
location within property boundaries (i.e. front lawn or driveway area). Due to
accessibility concerns, mulch cannot be left on sidewalks, public walkways, or
road surfaces.
- Depending on the number of requests for delivery, PWSD has estimated that it
will be able to deliver mulch during regular business hours to 15 - 20 eligible
residents per week on Tuesdays and Thursdays to correspond with watering
days. Deliveries could be conducted on Saturdays; however, there would be
additional labor costs — overtime for the workers listed below and the addition of
a supervisor.
Study Session on a City Mulch Program
May 19, 2015
Page 3 of 4
Option 1: Delivery Program Costs — 10 Week Program
Labor /Materials Rate Estimated Quantity /Hours Costs
One 40 Yard Bin of Mulch
$400 per bin
10 Bins
$ 4,000.00
(Approx. 15 -20 residential deliveries per
$400 per bin
(150 -200 total deliveries)
$ 4,000.00
bin at 2 cubic yards each delivery.)
$11.13/hr. each
8 hrs /day /6 month program
$ 1,068.48
One Maintenance Worker
$31.12 per hr.
8 hrs. /2 days /10 week program
$ 4,979.20
One Laborer
$11.13 per hr.
8 hrs. /2 days /10 week program
$ 1,780.80
TOTAL $ 10,760.00
Option 2: Pickup Program
- Eligible residents, on a first -come, first - served basis, would be able to pick up
varying quantities, up to two cubic yards of mulch per household, at two different
City locations on specified days. PWSD is suggesting one Saturday per month
for six months. This option could potentially provide service to a larger quantity
of eligible residents as well as allow for them to choose the amount of mulch best
suited for their landscaping needs during both the summer and fall months.
- Easily accessible pickup locations would include the Arcadia Library (toward the
back of the parking lot on the southeast side) and the Orange Grove Water
Facility. Residents interested in picking up mulch would need to bring a
container(s) or private vehicle for transport, and should be prepared to have the
mulch loaded into their vehicle with the assistance of PWSD street maintenance
crews.
Option 2: Pickup Program Costs — 6 Month Program
Labor /Materials Rate Estimated Quantity /Hours Costs
One 40 Yard Bin of Mulch
$400 per bin
10 Bins
$ 4,000.00
Two Maintenance Workers
$46.68/hr. each
(overtime rate)
8 hrs /day /6 month program
$ 4,481.28
Two Laborers
$11.13/hr. each
8 hrs /day /6 month program
$ 1,068.48
TOTAL $ 9,549.76
Providing 10 bins of mulch through the Pickup program would be about $1,200 cheaper
than the Delivery program. The Delivery program would provide a better customer
experience because residents would not be required to haul the mulch themselves. It is
likely that under the Pickup program residents would place less mulch per household
Study Session on a City Mulch Program
May 19, 2015
Page 4 of 4
than the Delivery program because most residents do not own pickup trucks and would
be limited to a trash can or two of mulch per pickup.
PWSD reached out to other local cities that provide free mulch, including Pasadena,
Claremont, Azusa, and Glendale, and found that these cities offer self -serve pick up
sites for eligible residents to receive mulch during regular business hours on a first -
come, first - served basis, daily, weekly, and /or monthly at designated sites dependent on
mulch availability. The City of Long Beach currently has a residential delivery program
that services about 14 residential deliveries per week.
FISCAL IMPACT
Both program options have been provided with labor and materials costs. An additional
appropriation of approximately $10,000 from the Water Fund would be required if the
program is approved.
RECOMMENDATION
It is recommended that the City Council approve a City Mulch Delivery Program and
authorize an additional appropriation of $10,000 from the Water Fund.
Approved,
Dominic Lazzareitd
City Manager