TITLE:
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AWARD OF STREET SWEEPING SERVICES
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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. Award a Maintenance Services Agreement (MSA) for citywide street sweeping services to Sweeping Corp of America (SCA) for an initial two-year period with three one-year renewal periods for a not to exceed annual amount of $1,467,791.
2. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs and approval for Consumer Price Index (CPI) escalation and de-escalation.
3. Authorize the City Manager and City Clerk to execute the agreement and future amendments to this agreement within Council authorized limits.
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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. As this term ended in February 2023, a four-month extension of the contract to June 30, 2023, was executed.
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 a public work and therefore are subject to prevailing wage requirements.
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 Cost 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. While Guardian Street Sweeping submitted the required forms and a cost proposal, 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 appropriate forms. The company, doing business as CleanStreet, has been providing street sweeping services to the City for the last seven (7) years and the Maintenance Services Division has been satisfied with their quality of service.
The new contract for street sweeping has an annual price of approximately, $1.47 million, almost twice the previous annual contract amount. Staff is currently analyzing options for street sweeping services, including insourcing. This will require additional staff as well as procurement of street sweeping equipment. A detailed analysis of various options will be presented at a future City Council meeting. Meanwhile, staff recommends awarding of the MSA for street sweeping services to Sweeping Corporation of America.
ALTERNATIVES:
The City could re-advertise the Request for Proposal. However, staff believes that re-advertising would not result in locating a higher-rated company with more competitive pricing than received in the initial process. Additionally, the City would be without critical street sweeping services until the new process and contract award are completed. The lapse in sweeping would be unsightly, lead to more debris being passed into the City’s storm drain system, and ultimately the local beaches and ocean; and could lead to potential health and safety issues.
FISCAL REVIEW:
The funding for this contract will be included in the Fiscal Year 2023-24 Public Works Department operation budget.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report, prepared the Maintenance Services Agreement, 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. Award a Maintenance Services Agreement (MSA) for citywide street sweeping services to Sweeping Corp of America (SCA), for an initial two-year period with three one-year renewal periods for a not to exceed annual amount of $1,467,791. (Attachment 1).
2. Authorize a ten percent (10%) contingency annually for emergency response, special events and other unforeseen costs and approval for Consumer Price Index (CPI) escalation and de-escalation.
3. Authorize the City Manager and City Clerk to execute the agreement and future amendments to this agreement within Council authorized limits.