Truckee Meadows Water Authority

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Attachment: Clean and Safe TMWA 120419 (11764 : Clean and

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Attachment: Clean and Safe TMWA 120419 (11764 : Clean and

• 85% of the public's water supply comes from
the Truckee River

• Provide water to roughly 420,000 customers

of Reno/Sparks area

Brief Overview • Two water treatment plants on the Truckee

River
• Chalk Bluff Water Treatment Plant
• Glendale Water Treatment Plant
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Attachment: Clean and Safe TMWA 120419 (11764 : Clean and

• The wat er delivered to TMWA customers has
always been safe to drink

• TMWA has NEV ER had a health based water

Important facts quality violation

to remember • EVERYTHING that you put in the Truckee River, we

have to take out

• We can treat pretty much anything ... but we

shouldn't have to

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Attachment: Clean and Safe TMWA 120419 (11764 : Clean and

• The water delivered to TMWA customers has
always been safe to drink

• TMWA has NEVER had a health based water

Important facts quality violation

to remember • EVERYTHING that you put in the Truckee River, we

have to take out

• We can treat pretty much anything ... but we

shouldn't have to

.
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 Questions?
D.7.1.a

Attachment: Clean and Safe TMWA 120419 (11764 : Clean and

 D.7.2

STAFF REPORT

Date: December 4, 2019

To: Mayor and City Council

Thru: Sabra Newby, City Manager

Subject: D.7.2. Staff Report (For Possible Action): Presentation and potential
direction to staff on the Clean and Safe Team to include 1) Approval of
Contract with Coit Services of Reno, LLC. for cleaning and restoration
services related to the Clean and Safe Team, in an amount not to exceed
$245,805 and 2) Approval to add .25 new positions to the City of Reno FY
19/20 budget: Program Assistant position.

From: Bill Thomas, Assistant City Manager

Summary: In order to address the existing emergency affecting public health and welfare due to
encampment along the Truckee River, a “Clean and Safe Team” will be created. This group will
replace the existing river crew and include additional staffing and resources. Staff recommends
Council approve 1) the Contract with Coit Services of Reno, LLC. for cleaning and restoration
services related to the Clean and Safe Team, in an amount not to exceed $245,805 and 2) the
addition of .25 new positions to the City of Reno FY 19/20 budget: Program Assistant position.

Background: The Parks, Recreation and Community Services Department (PRCS) initially
began the river crew program in FY 03/04, which was led by a Park Ranger. At the time, the
team dealt with fewer than a dozen campsites per week spread throughout the river system. In
FY 19/20, the river crew routinely deals with 30 or more tents each day at a single site. The
purpose of the crew was to remove waste and debris created primarily by illegal camping along
the river and other parks impacted by homelessness. Each week they remove 60-80 cubic yards
of waste, including lumber, discarded appliances, mattresses, thousands of used needles, and
piles of human waste.

Until August 2019, the river crew was led by a 30 hour per week, permanent part-time Senior
Recreation Leader. During the years the program has been in existence, the city has not been
able to field a full crew (leader and three temporary employees) for more than a few weeks at a
time. This is because of the nature of the work and the pay rate available.
 D.7.2

Discussion: In order to address the existing emergency affecting public health and welfare due
to encampments along the Truckee River, a “Clean and Safe Team” is proposed to be created.
This group will replace the existing river crew and include additional staffing and resources.

The Clean and Safe Team will be a year round, seven day per week program designed to provide
a predictable and proactive City response to the public health and safety issues associated with
encampments. The Team will be made up of staff from the City Manager’s Office, Reno Police
Department (RPD), Public Works Department, and Coit Services of Reno, LLC (Coit). RPD will
take the lead in identifying encampment priority. The program will start with a focus on the
Truckee River and move toward parks and then other public locations. RPD will ensure proper,
legal posting of all encampments. A Program Assistant in the City Manager’s Office will
coordinate the RPD direction and services by Coit. It is anticipated that the team will consist of
an RPD Sergeant, two RPD Officers, and three Coit contractors that will be available for this
team every day, with two teams working one day each week for larger cleanups. For the largest
cleanups, the Public Works Department will be involved and field additional staff as needed.

To create a work plan for this team, staff met with frontline employees, department heads,
stakeholders, and vendors. While it would be possible to use additional City of Reno FTEs in
place of the contracted technicians, the capital and equipment costs of this solution would be
significantly higher. Any increased presence, in addition to this team, would return to Council as
part of the budget process if it is determined to be needed.

Based on the outcome of meetings and research into best practices, the attached contract and fee
schedule was agreed upon. Per the attached, Coit will be responsible for:
• Removal of all trash, debris, waste, and personal property from sites identified by the
City;
• Providing predictable and proactive response to the identified public health and safety
issues;
• Restoring designated sites to a clean and safe state under the direction of City Project
Manager;
• Providing technicians per shift as requested by City;
• Providing services as requested by City seven days per week;
• Providing data, findings, and experiences of the response teams to City Project Manager;
• Ensuring safety protocol for Coit employees;
• Safely and properly disposing of debris, waste, and other materials gathered in course of
work performed on behalf of the City;
• Securing and labeling items identified by City as personal property consistently with
specifications provided by the City;
• Transporting identified personal property to the CAC for storage; and
• Controlling and disposing of bio hazards at assigned sites.
 D.7.2

City Staff, including the Program Assistant being recommended, will be responsible for:
• Providing Coit access to information necessary for Coit to perform in an acceptable
capacity;
• Overseeing a predictable and proactive City response to the identified public health and
safety issues;
• Establishing and maintaining a response method and schedule;
• Providing notice to Coit of technicians, services, materials needed, and assigned sites;
• Tracking and reporting data on the findings and experiences of the response teams;
• Assuring the application of proper resources to accomplish the program objectives;
• Overseeing associated personal property storage gathered by Coit;
• Working with Reno Police Department to ensure proper security of the team and that
sites are properly posted; and
• Direction and location for disposing of waste from assigned sites.

Previously, the river crew was coordinated by PRCS under a part-time staff member, but given
the nature of the work, the risks, and exposure involved, the position coordinating is
recommended to be increased to a full-time employee, an increase of .25 FTE for FY 2019-20.
This position will be moved from PRCS into the City Manager’s Office to encourage
collaboration between the numerous departments involved.

Financial Implications: The cost for the contract with Coit through FY 19/20 is not expected to
exceed $245,805. This estimate includes technicians, personal protective equipment, vehicle, and
HAZMAT disposal. The .25 FTE increase and reclassification will cost an additional $26,639
per full fiscal year. The gap in funding for this year will be paid using revenues that exceed the
budget with use of the City Manager contingency if the unbudgeted tax revenues in the General
Fund are not sufficient to cover the cost. Currently C-Tax revenues are tracking above budget in
a sufficient amount to cover this additional expenditure.

Legal Implications: None at this time.

Recommendation: Staff recommends Council approve 1) the Contract with Coit Services of
Reno, LLC. for cleaning and restoration services related to the Clean and Safe Team, in an
amount not to exceed $245,805 and 2) the addition of .25 new positions to the City of Reno FY
19/20 budget: Program Assistant position.

Proposed Motion: I move to approve staff recommendation.

Attachments:
 Clean and Safe Contract (PDF)
 D.7.2.a

CONTRACT FOR SERVICES:

Clean and Safe Team

THIS CONTRACT FOR SERVICES ("Contract"), made and entered into this __ day of
December, 2019, by and between the City of Reno, hereinafter referred to as the
"CITY", and Coit Services of Reno, LLC, hereinafter referred to as "CONTRACTOR":

WITNESSETH:

WHEREAS, the City of Reno is creating a community that people are proud to call home
and among the Reno Council 2019 Priorities are to "Make progress on homelessness" and

Attachment: Clean and Safe Contract (11721 : Clean and Safe Team)
"Demonstrate commitment to the river";

WHEREAS, the CITY has entered into an emergency proclamation stating that an emergency
exists affecting the public health and welfare, and the CITY is desirous of engaging the services
of CONTRACTOR under NRS 332.112 to perform said services; and

WHEREAS, the City wishes to establish a Clean and Safe Team to address the river and
other public spaces;

WHEREAS, the CONTRACTOR has represented that they are qualified and experienced in the
performance of said services;

NOW, THEREFORE, the CITY and CONTRACTOR, for the consideration hereinafter set forth,
mutually agree as follows:

ARTICLE I - SERVICES

CITY agrees to retain and does hereby retain CONTRACTOR to perform the services
hereinafter more particularly described. The term of this Contract shall commence on the date of
its execution, and terminate June 30, 2020. At the sole discretion of the City, the City may
extend the term of this Contract for a one (1) year period, and may subsequently extend the
Contract with CONTRACTOR for up to three successive one (1) year periods, with each such
extension being at the sole discretion of the City Manager, or designee.

CONTRACTOR hereby agrees to perform the services as set forth herein.

CONTRACTOR and its agents shall have no authority express or implied, to act as an agent on
behalf of the CITY or to bind the CITY to any obligation. The parties agree that
CONTRACTOR is not a CITY employee and there shall be no:

a) Withholding of income taxes by the CITY;

b) Industrial insurance provided by the CITY;

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c) Participation in group insurance plans which may be available to employees of the CITY;

d) Participation or contributions by either the independent contractor or CITY to any public

employees retirement system;

e) Accumulation of vacation leave or sick leave; or

t) Unemployment compensation coverage.

CONTRACTOR shall maintain, during the term of this Contract, comprehensive general liability
coverage for limits of not less than one million dollars ($1,000,000) for bodily injury and
property damages, per occurrence during the term of this Contract. The City to be an additional
insured with thirty (30) day notice of termination requirement for reasons other than non­

Attachment: Clean and Safe Contract (11721 : Clean and Safe Team)
payment of premium and at least ten (10) days for non-payment of premium. Automobile
coverage of no less than $1,000,000 combined single limit per accident for bodily injury and
property damage. No aggregate limit may apply. CONTRACTOR shall also maintain during the
term of this Agreement professional liability insurance in the amount of not less than Two
Million Dollars ($2,000,000.00) per claim and Four Million Dollars ($4,000,000) aggregate. As
evidence of insurance coverage, the CITY will accept certification of insurance by an authorized
representative of the insurance carrier. Each certificate will bear a thirty (30) day written notice
of cancellation to the CITY for reasons other than non-payment of premium and at least ten (10)
days for non-payment of premium. Certificates of insurance should be delivered to the office of
the Risk Manager c/o Reno City Attorney's Office, at; 1 E. 1st Street, Reno, NV 89501, or
mailed to: P.O. Box 1900, Reno, NV 89505.

If applicable, CONTRACTOR shall maintain during the term of this Contract Worker's
Compensation insurance covering the statutory liability as detennined by the compensation laws
of the State of Nevada. CONTRACTOR must also comply with all applicable state laws which
require participation in any state workers' compensation fund.

ARTICLE II - SCOPE OF SERVICES

The Scope of Services is set forth in Attachment "A" as attached hereto and incorporated herein
by this reference which consists of one (1) page setting forth tasks. The responsibilities of the
City are set forth in Attachment "B" as attached hereto and incorporated herein by this reference
which consists of one (1) page.

ARTICLE III - COMPENSATION

Payment for the services hereinabove set forth shall be made by the CITY to the
CONTRACTOR and shall be considered as full compensation for all personnel, materials,
supplies, and equipment used in performing the services.

A. Compensation to the CONTRACTOR shall be as set forth in Attachment "C" attached

hereto and incorporated herein by this reference.

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At the CITY's sole discretion, the CITY can require the CONTRACTOR to remove one or more
of its employees either temporarily or permanently from one of more task orders, or can require
the CONTRACTOR to remove one or more of its employees permanently from working on any
task order pursuant to this Contract. The CONTRACTOR will be required to furnish replacement
employees to finish any uncompleted task order the CITY requires the CONTRACTOR to finish.
Upon the CITY'S written request, the CONTRACTOR will be required to furnish a replacement
employee for each of its employees prevented from working on all future task orders by the
CITY. The CONTRACTOR will not be entitled to additional compensation for any action taken
by the CITY pursuant to this paragraph.

ARTICLE XVI - SERVICE QUALITY

Attachment: Clean and Safe Contract (11721 : Clean and Safe Team)
CONTRACTOR shall be responsible for the professional quality and technical accuracy of all
services furnished by CONTRACTOR under this Contract. Without limiting the effect of any
other provision of this Contract and in addition to any other provision contained herein,
CONTRACTOR shall, without additional compensation, correct or revise any errors or
omissions in its services.

CONTRACTOR retained pursuant to this CONTRACT has represented to the CITY that they
are skilled in the profession to a degree necessary to perform the services and duties contained in
this Contract, and CITY hereby relies upon those representations.

CONTRACTOR shall perform such services and duties as contained in this Contract in
conformance to and consistent with the standards generally recognized as being employed by
similar service providers in the State of Nevada. CONTRACTOR makes no warranty, either
expressed or implied, as to its findings, recommendations, specifications or professional advice
other than as provided herein.

Neither the CITY's review, approval, acceptance nor payment for any of the services or work
required under this Contract shall be construed to operate as a waiver of any of CITY'S rights
under this Contract. The rights and remedies of CITY provided for under this Contract are in
addition to any other rights and remedies provided by law.

Project information including, but not limited to reports, written correspondence, and verbal
reports will be prepared for the use of the CITY. The observations, findings, conclusions and
recommendations made represent the opinions of the CONTRACTOR. Reports, records, and
information prepared by others may be used in the preparation of the reports to the CITY. The
CONTRACTOR has relied on the same to be accurate and does not make any assurances,
representations, or warranties pertaining to the records or work of others, nor does the
CONTRACTOR make any certifications or assurances except as explicitly provided in writing.
No responsibility is assumed by the CONTRACTOR for use of reports for purposes of facility
design by others.

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IN WITNESS WHEREOF, the parties hereto have executed this Contract as of the date entered
into on the first page hereof.

THE CITY OF RENO, COIT SERVICES OF RENO, LLC

a municipal corporation of the State of
Nevada

By:
...--­ --?
(
By: Lonnie Fixel
Hillary L. Schieve
Mayor

Attachment: Clean and Safe Contract (11721 : Clean and Safe Team)
APPROVED AS TO FORM ONLY

By:
City Attorney's Office

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