TITLE:
title
EXTENSION OF CURRENT STREET SWEEPING SERVICES CONTRACT WITH SWEEPING CORP OF AMERICA
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DEPARTMENT: PUBLIC WORKS DEPARTMENT/MAINTENANCE SERVICES DIVISION
PRESENTED BY: RAJA SETHURAMAN, PUBLIC WORKS DIRECTOR
CONTACT INFORMATION: ROBERT RYAN, MAINTENANCE SERVICES MANAGER, (714) 327-7499
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Approve Amendment No. 5 (Attachment No. 1) to the Professional Services Agreement (PSA) with Sweeping Corp of America (SCA), formerly known as CleanStreet, for Citywide street sweeping services.
2. Approve extension of time to June 30, 2023 and an increase of $248,815.48 to the compensation, totaling an annual not-to-exceed amount of $1,007,358.26.
3. Authorize the City Manager and City Clerk to execute the PSA and future amendments to the agreement within Council authorized limits with SCA.
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BACKGROUND:
The City of Costa Mesa is responsible for the maintenance and regular sweeping of 977 streets, which includes over 850 miles of curb and gutter. On February 6, 2015, the City entered into a five (5) year agreement with three (3) additional one-year renewal periods with CleanStreet to provide weekly street sweeping services citywide. The final one-year extension period ends on February 28, 2023.
In October of 2021, the State of California Department of Industrial Relations (DIR) as a part of Public Works Case No. 2020-005, determined that street sweeping maintenance services for the City of Elk Grove constitute as public work, and is therefore subject to prevailing wage.
As the current agreement term is ending, the work needed to be re-bid and a new contract established. The Costa Mesa City Attorney’s Office reviewed the ruling by the DIR regarding the City of Elk Grove and determined that street sweeping services in Costa Mesa would be subject to prevailing wage as well and would be required in the new contract.
ANALYSIS:
On November 8, 2022, the Purchasing Division advertised a Request for Proposal (RFP) No. 23-06 for Street Sweeping Services as required by the City of Costa Mesa Municipal Code. The RFP was posted on the Planet Bids website.
Sweeping Corp of America (SCA) and Guardian Street Sweeping submitted proposals in response to the RFP. Guardian Street Sweeping submitted required forms and a cost proposal, however, they did not provide documentation establishing they met all minimum requirements. Therefore, Guardian Street Sweeping’s proposal is considered non-responsive.
SCA met all the minimum requirements and submitted the forms. As the SCA’s proposal is still under review, Public Works coordinated with the Purchasing Division to negotiate a four-month extension of the current contract (Attachment No. 2). This four-month extension will provide additional time for Public Works, Finance, and City leadership to review the new proposal and provide appropriate recommendations to City Council at a future meeting.
ALTERNATIVES:
The City Council could reject the proposed amendment and redirect staff to proceed with awarding the contract. However, this will require additional analysis and detailed fiscal review. As the contract is expiring on February 28, 2023, staff does not recommend this alternative.
FISCAL REVIEW:
The funding for the four-month extension of the contract is available in the Fiscal Year 2022-23 Public Works Department operations budget.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report, prepared the Amendment No. 5 to the PSA, and approves them both as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports the following City Council Goal:
• Strengthen the Public’s Safety and Improve the Quality of Life
CONCLUSION:
Staff recommends that City Council:
1. Approve Amendment No. 5 (Attachment No. 1) to the Professional Services Agreement (PSA) with Sweeping Corp of America (SCA), formerly known as CleanStreet for Citywide street sweeping services;
2. Approve extension of time to June 30, 2023 and an increase of $248,815.48 to the compensation totaling an annual not-to-exceed $1,007,358.26; and
3. Authorize the City Manager and City Clerk to execute the PSA and future amendments to the agreement within Council authorized limits with SCA.