CITY COUNCIL STAFF REPORT
Meeting: September 4, 2024
Subject
Approve an agreement with Sweeping Corp of America (SCA) for street sweeping services of City of Cupertino’s residential, commercial, and bicycle lanes in an amount not to exceed $2,215,705 and approve a budget modification in the amount of $41,090.
Recommended Action
Authorize City Manager to award a five-year contract for Street Sweeping Services (Project No. 2024-104) to Sweeping Corp of America at a baseline amount of $443,141 per year and in an amount not to exceed $2,215,705.
Adopt Resolution No. 24-XXX approving budget modification #2425-353, of an appropriation increase of $20,545 in both the Resource Recovery Fund (520) for account 520-81-801 700-702 and $20,545 the Environmental Management/Clean Creek/Storm Drain Fund (230) to account 230-81-802 700-702.
Reasons for Recommendation
The City currently utilizes SCA to provide street sweeping services on designated City commercial and residential streets, consistent with the City’s schedule and frequency. Residential streets are typically swept two times per month, while commercial streets are typically swept four times per month. Foothill Boulevard, north of Stevens Creek Boulevard, is currently swept three times a week.
The current sweeping services contract was competitively bid and executed in 2019 between the City and CleanStreet, Inc. which was later purchased by SCA. The current contract is set to expire in November 2024.
On June 17, the City issued an Invitation for Bid (IFB) to solicit bids from qualified contractors to perform street sweeping services. The City held a non-mandatory pre-proposal meeting on July 11 and one contractor attended the meeting. Despite significant outreach, the City only received a sole bid on July 25 from SCA.
BIDDER
BASE BID
Sweeping Corp of America (SCA)
$443,141
The SCA has been responsive and diligent in providing current street sweeping services and staff is confident that SCA will continue to provide the services as prescribed in the IFB.
The current street sweeping scope of services is similar to the previous scope of work, which is to provide sweeping on commercial streets, additional sweeping in certain neighborhoods during heavy leaf fall season and sweeping of protected bike lanes. Additionally, the contract includes contingencies for emergency work and scheduled extra work on an as-needed basis.
The term of this street sweeping contract is five years starting November 1. Staff included an option to extend the contract for up to an additional five years in the IFB subject to City Council approval, increasing the contract to a possible total term of ten years. Upon satisfactory performance, on each anniversary of the contract, the contract amount for services in the forthcoming year will be adjusted based on the Consumer Price Index adjustments for all urban wage earners in the San Francisco Bay Area.
Sustainability Impact
Sweeping of certain City streets is a requirement to ensure compliance with the Municipal Regional Stormwater National Pollutant Discharge Elimination System Permit issued by the San Francisco Bay Regional Water Quality Control Board.
Fiscal Impact
A total budget of $330,596 was approved with the Fiscal Year (FY) 24/25 Operating Budget for street sweeping services. If City Council approves the proposed contract, the total budget need for FY 24/25 will be $371,686. Therefore, an additional $41,090 will be needed to accommodate the new agreement. The funds will come from the Resource Recovery Fund (520) and the Environmental Management/Clean Creek/Storm Drain Fund (230), split equally. No additional general fund dollars are needed at this time.
FY 24/25
Total budgeted for FY 24/25
Total needed for FY 24/25 ($76,259+ $295,428)
Extra needed for FY 24/25
$ 330,596
$ 371,686
$ 41,090
California Environmental Quality Act (CEQA)
This project is exempt from CEQA under CEQA Guidelines section 15301 (maintenance of existing facilities). _____________________________________
Prepared by: Jimmy Tan, Assistant Director of Public Works Reviewed by: Chad Mosley, Director of Public Works
Approved for Submission by: Pamela Wu, City Manager
Attachments:
A – Draft Agreement
B – Draft Resolution