Agenda #: 5.11
Meeting Date: June 18, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH MCE CORPORATION
FOR STREET MAINTENANCE AND VEGETATION CONTROL
SERVICES THROUGH JUNE 30, 2027.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve, and authorize the City Manager to sign, the Street Maintenance and Vegetation Control Services Agreement with MCE Corporation for an initial three year term through June 30, 2027.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for FY 2024/25 and FY 2025/26 would be $255,000. Sufficient funds are included in the adopted FY 2024/25 Public Works Operating Budget to cover the cost of such services. Adjustments to the not-toexceed amounts for FY 2026/27 and any subsequent years within the Agreement Term would be limited to the Consumer Price Index (CPI) and subject to the approval of the City Manager.
BACKGROUND:
The City contracts for street maintenance and vegetation control services to ensure that all streets, sidewalks, parkways, and other public properties within the right-of-way are regularly maintained. The scope of services provided through this contract includes some of the following tasks:
• Removal of illegal dumping and litter pickup;
• Removal of trash overflow at bus stops (as-needed);
• Storm patrol, inspection and debris cleanup;
• Spill cleanups (emergency response);
• Brush removal, tree pruning, and tree staking;
• Manual weed control and weed spraying;
• Sidewalk cleaning via backpack blower (prior to street sweeping); • Pine needle pickup and removal (supplemental to street sweeping); • Drainage v-ditch and catch basin debris removal and cleaning; and • Cleaning of paved medians, crosswalks, and decorative amenities.
The contractor follows a routine schedule and their performance is supervised by the Public Works Department.
MCE Corporation is the City’s current vendor for this contract service, and their existing agreement is set to expire on June 30, 2024.
ANALYSIS:
On April 25, 2024, a Request for Proposals (RFP) was released for Street Maintenance and Vegetation Control Services through the City’s online bidding platform (PlanetBids).
Upon closure of the RFP, only one proposal was received from MCE Corporation (“MCE”). Although no other proposals were received, staff still evaluated this proposal against the current contract to appraise the overall costs for these contract services.
The current contract's annual not-to-exceed amount is $190,000. The proposed not-toexceed amount for FY 2024/25 and FY 2025/26 services is $255,000 per fiscal year, which is a 34% overall cost increase.
It is important to note that the annual contract budget includes funding for certain tasks that are only to be performed on an as-needed basis, which are ordered at the discretion of the Public Works Department. Standby availability for special events and after-hours emergency responses are a few examples of the on-call services provided in this contract.
MCE has provided street maintenance and vegetation control services to the City since July 2000. Furthermore, MCE also provides landscape maintenance services under a separate contract for LLADs 38, 39, and 41.
A short form of the MCE proposal is attached as Exhibit “A” to the proposed agreement.
It is recommended that the City Council approve a three-year agreement, with a threeyear extension option, with MCE Corporation, with a FY 2024/25 and FY 2025/26 notto-exceed amount of $255,000 per fiscal year, and subsequent years to be increased by no more than CPI and subject to the approval by the City Manager.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.11.a Contract
2. 5.11.b MCE Proposal