DATE:
June 4, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Mohamed Alaoui, Public Works Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Enter Into A Three (3) Year Contract In The Amount Of $324,720.00 With Sweeping Corp Of America (SCA) For Sweeping City Owned Streets, In The Amounts Of $108,240.00 For FY2024-25, $108,240.00 For FY 2025-26, And $108,240.00 For FY 2026-27 And Authorizing The City Manager To Execute Up To Two (2) Additional One Year Extensions In The Amount Of $113,652.00 For FY2027-28 And $119,334.00 For FY2028-29 Contingent Upon The City Council Appropriating Funds For A Total Contract Amount Not To Exceed $557,706
RECOMMENDATION
Staff recommends that City Council adopt the above-entitled resolution.
BACKGROUND
The City of Emeryville contracts out street sweeping since it does not possess the skilled labor or equipment to carry out this service in house. The current street sweeping contract with Sweeping Corp of America is set to expire on June 30, 2024.
DISCUSSION
Staff commenced a new contract procurement process to ensure that a new contract is in place by July 1, 2024. Accordingly, the City issued a Request for Proposals (“RFP”) for Street Sweeping on March 1st, and received responses from Elite Maintenance Company, and Sweeping Corp of America (SCA).
The proposals were reviewed for completeness, responsiveness to the RFP, and for overall cost. Proposals included a Statement of Qualifications which provided detailed information about each company’s business size, stability, and capacity. Sweeping Corp of America (SCA) demonstrated all the required experience and submitted the most responsive proposal.
Approval of this contract would provide street sweeping Citywide for three years at $108,240 per year for a total of $324,720. In addition, there is an option authorizing the City Manager to execute up to two additional one-year extensions at a maximum of $113,652 for fiscal year 2027-28, and $119,334 for fiscal year 2028-29 for a total not to exceed contract amount of $557,706. The amount of the two one-year extension will be increased by the Bay Area CPI or 5%, whichever is less. The extensions are also contingent upon the City Council appropriating funding as part of the biannual operating budget.
The following is a table listing the proposals submitted:
Company
Annual Amount
Comments
Elite Maintenance Company
$85,500.00
No Municipal Street Curb/Residential Sweeping experience.
Sweeping Corp of America (SCA)
$108,240.00
Provided full scope of services
City staff also conducted a survey to explore changing the street sweeping schedule for the following streets from nighttime to daytime:
Halleck: Park to Sherwin
Sherwin: Halleck to Horton
Hubbard: Park to 46th
46th: Hubbard to Horton
45th: Horton to Hollis
Horton: Sherwin to 46th Street
These streets are shown in Attachment B. Current street sweeping in this area occurs once per month on each side of the street. The survey was conducted because staff have received complaints from some residents in the area regarding the existing nighttime street sweeping schedule. As a result, staff have worked in the past with the contractor to limit the street sweeping window from 8pm-10pm, even though the posted street sweeping time is from 8pm to 5am.
The survey received 28 responses, with 15 opposing the change from nighttime sweeping to daytime sweeping and 13 supporting it. It appeared from the optional comment section of the survey that the businesses in the area did not want the disruption to parking during their business hours.
However, an additional dimension to the issue is that parking enforcement hours are limited to daytime. As a result, overnight parkers do not expect enforcement, and often block the streetsweepers. To keep the nighttime street sweeping it would be necessary to enact nighttime parking enforcement. This would mean that officers on duty would need to issue citations, as opposed to the dedicated parking enforcement staff. However, on duty officers are unable to reliably issue citations because they may get called away by dispatch for emergency response. Furthermore, although there was not majority support for daytime streetsweeping there was 46% percent support for the change. Additionally, daytime parkers on any particular spot would only be impacted one day per month.
Taking all of this into consideration staff recommends executing the contract as attached with the current streets sweeping map, but discussing the proposed change in Attachment B for daytime streetsweeping with the contractor, and enacting them if it is feasible. This is already within the authority of the City Manager provided council does not instruct the City Manager otherwise.
FISCAL IMPACT
There is sufficient funding in the operating budget for fiscal year 2024/2025. Continuation of the contract for additional fiscal years will be contingent upon the City Council appropriating funds for the applicable fiscal year. If the contract is extended two additional years for FY 27/28 and 28/29, the rate sheet will be adjusted each fiscal year providing the Contractor with a cost-of-living adjustment based on the Bay Area Consumer Price Index or 5% per year, whichever is less.
The table below identifies the projected costs associated with this contract by fiscal year:
Fiscal Year
Amount
CPI
2024/25
$ 108,240.00
N/A
2025/26
$ 108,240.00
N/A
2026/27
$ 108,240.00
N/A
3 year total
$ 324,720.00
2027/28 extension
$ 113,652.00
Bay Area, 5% max
2028/29 extension
$ 119,334.60
Bay Area, 5% max
Total
$ 557,706.60
STAFF COMMUNICATION WITH THE PUBLIC
There was no staff communication with the public regarding this item.
CONCLUSION
Staff recommends that the City Council approve the resolution and authorize execution of the contract for City Street Sweeping Services.
PREPARED BY: Daniel Gonzales, Public Works, Facilities, Maintenance & Operations Manager Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
ATTACHMENTS
Attachment A - Street Sweeping Map
Attachment B – Proposed modification to Street Sweeping Map Draft Resolution
Exhibit A - Street Sweeping Contract
Multi-Year Street Sweeping Contract
City Council Meeting | June 4, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM