CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
3/10/2025
1 SUBJECT:
Approval of Services Agreement for Street Sweeping between the City of Pacifica and Sweeping Corporation of America
RECOMMENDED ACTION:
Adopt a Resolution Authorizing a Services Agreement for Street Sweeping between the City of Pacifica and Sweeping Corporation of America; Establish budget authority of $200,304.00 annually ($635,000.00 for three (3) years) from Gas Tax Maintenance Fund 10; and Authorize the City Manager to execute all necessary documents.
STAFF CONTACT:
Dan Heath, Streets Superintendent
(650)267-3304
[email protected]
Roland Yip, P.E., Deputy Director of Public Works
(650)738-3771
[email protected]
Louis Sun, P.E., Interim Director of Public Works
(650) 738-4660
[email protected]
BACKGROUND/DISCUSSION:
The City's 3-year contract for street sweeping services with Sweeping Corporation of America (SCA) expired on June 30, 2024, and is currently on a month-to-month basis. On September 2024, the city reissued a Request for Proposal (RFP) for a new 3-year street sweeping contract.
Street sweeping is an essential portion of the City’s Long-Term Trash Load Reduction Plan, and the Long-Term Trash Load Reduction Plan is regulated by the Municipal Regional Stormwater National Pollutant Discharge Elimination System (NPDES) Permit for Phase I communities in the San Francisco Bay, also known as the Municipal Regional Permit (MRP). The MRP requires permittees to submit a Long-Term Trash Load Reduction Plan (Long-Term Plan) which describes control measures that are currently being implemented, including the level of implementation, and additional control measures that will be implemented and/or increased level of implementation designed to attain trash load reduction goals.
The City of Pacifica submitted the Long-Term Plan in compliance with MRP provision C.10.c.
Consistent with provision C.10 requirements, the goal of the Long-Term Plan is to solve trash problems in receiving waters by reducing the impacts associated with trash in discharges from the City of Pacifica’s municipal separate storm system that are regulated by NPDES Permit requirements. The Long-Term Plan includes a street sweeping program that sweeps most streets in residential areas twice per month, most streets in the downtown area once every two weeks and sweeping most arterial roads twice per month. If the City does not attain trash load Pacifica City Council 2
March 10, 2025
reduction goals, the San Francisco Bay Water Board could issue potential violations and fines.
The Long-Term Plan was reviewed and approved for submittal by the City of Pacifica’s City Council on January 27, 2014.
The Street Sweeping Services RFP was released to the public on the Opengov Procurement website on September 3, 2024. Question submissions regarding the RFP began on September 24, 2024, at 5:00 pm, and the response deadline to the questions was September 26, 2024, at 5:00 pm. The proposal due date was on October 1, 2024.
On October 1, 2024, at 5:00 pm, the city unsealed the received proposals on Opengov and there were 3 companies that submitted proposals to perform the Street Sweeping Services and were as follows:
Sweeping Corp
of America
Elite Maintenance
Inc.
CleanSweep
Services, Inc.
Half a Year $ 170,352.00 $ 152,760.00 $ 179,550.00
Year 1 $ 340,704.00 $ 311,884.80 $ 359,100.00
Year 2 $ 340,704.00 $ 318,391.15 $ 368,064.00
Year 3 $ 340,704.00 $ 325,043.85 $ 377,136.00
Total $ 1,192,464.00 $ 1,108,079.80 $ 1,283,850.00
All proposers submitted all required documentation, and Staff reviewed the proposals based on Administrative Policy No. 76 and based on the criteria including quality of proposal, experience of the proposer, relevant qualifications of key personnel, accessibility of key personnel, understanding of the City’s objectives and pricing.
Sweeping Corporation of America’s Proposal pricing is in the middle range of all the proposals; however, the selection process is not based on the lowest fee alone. In addition, the other proposers also did not have very many references performing street sweeping for entire cities.
Moreover, Sweeping Corporation of America has provided a team that is experienced in street sweeping services. Their proposed team has recently worked on similar services in the City of Menlo Park, City of Palo Alto, and City of San Ramon. These selection criteria, which will be critical to the success of the service, include:
• The hourly rates for labor, equipment, and other requirements • Sweeping Corporation of America’s team has extensive experience working in the City of Pacifica.
• Experience with street sweeping for an entire city.
Based on such review and grading, staff recommends SCA to perform the City’s Street Sweeping Services. Among other factors considered and weighed during the review process, staff considered the City’s experience with SCA, who has performed the street sweeping services for the City of Pacifica for the last 3 years. Staff also checked references, and they were all positive.
The proposals were higher than anticipated due to the requirement to pay prevailing wages. In order to keep costs in line with previous years’ annual street sweeping budget, staff negotiated with SCA to adjust the scope of work while maintaining their proposal’s unit price. SCA agreed to a reduced scope of 107 curb-line miles per month, which equates to sweeping the entire city once per month and an additional 17 miles of commercial areas. This reduced scope of work remains in compliance with the City’s Long-Term Trash Load Reduction Plan, while also Pacifica City Council 3
March 10, 2025
containing expenditures for the program.
The City Manager recommends approval of the Services Agreement for Street Sweeping between the City of Pacifica and SCA. Based on their proposal and reference checks, staff feels that SCA offers the best balance between price and quality.
ALTERNATIVE ACTION:
Council may choose not to approve the bid received as an alternate action. However, the City does not attain trash load reduction goals, the San Francisco Bay Water Board could issue potential violations and fines, and trash from the street could cause health issues and pollution problems in receiving waters. Staff does not recommend the alternative action.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the services agreement is consistent with the following Council adopted Goals:
• Improve and steward City infrastructure, streets and facilities: Approval of the services agreement will help maintain the City’s streets in a safe and aesthetically acceptable conditions.
FISCAL IMPACT:
Fiscal Impact will be $200,304.00 annually ($635,000.00 for three (3) years). Funds are budgeted in the current and future fiscal years to cover this amount. The agreement will be in effect from FY 2025 through FY 2028. The city has the option to renew the agreement annually for up to three additional years.
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
Streetsweeping Services Agreement (PDF)
Pacifica City Council 4
March 10, 2025
RESOLUTION NO. ___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING A
SERVICES AGREEMENT FOR STREET SWEEPING BETWEEN THE CITY OF PACIFICA AND SWEEPING CORPORATION OF AMERICA; ESTABLISH BUDGET AUTHORITY OF $200,304.00 ANNUALLY ($635,000.00 FOR THREE (3) YEARS) FROM GAS TAX MAINTENANCE FUND 10; AND AUTHORIZE THE CITY MANAGER TO EXECUTE ALL NECESSARY DOCUMENTS.
WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76) the City of Pacifica issued at Request for Proposal (RFP) for street sweeping services on September 3, 2024; and
WHEREAS, the City evaluated proposals received based on criteria including quality of proposal, experience of the proposer, relevant qualifications of key personnel, accessibility of key personnel, understanding of the City’s objectives and pricing; WHEREAS, based on such review and grading, the City selected Sweeping Corporation of America (SCA) to perform the City’s Street Sweeping Services; WHEREAS, among other factors considered and weighed during the review process, the City’s experience with SCA, who has performed the street sweeping services for the City of Pacifica for the last 3 years and the review of SCA’s references were all positive; and WHEREAS, the City Manager recommends approval of the Services Agreement for Street Sweeping between the City of Pacifica and Sweeping Corporation of America (SCA).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica to authorize a Services Agreement for Street Sweeping between the City of Pacifica and Sweeping Corporation of America, establish budget authority of $200,304.00 annually ($635,000.00 for three (3) years) from Gas Tax Maintenance Fund 10; and authorize the City Manager to execute all necessary documents.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 10th day of March 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney