City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: December 1, 2025
Report #:2509-5179
TITLE
Approval of Amendment No. 1 to Contract No. C22181106 with Universal Site Services Inc., to Provide Additional High Pressure Steam Cleaning Services for Downtown University and California Ave Business Districts, and to Extend the Contract for Six Months for an Additional Amount Not-to-Exceed $239,832; CEQA Status - Not a Project
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Amendment No. 1 to Contract No. C22181106, with Universal Site Services Inc., to continue providing additional high pressure steam cleaning services for selected sidewalks and garages located within the Downtown University and California Ave business districts, and to extend the contract for an additional six months (November 2026 to May 2027). The contract will be adjusted to a new total amount Not-to-Exceed $1,345,807, which includes $94,816 for additional cleaning services within the downtown business districts and $145,016 for the six-month extension.
BACKGROUND
To maintain clean and vibrant business districts, the Public Works Public Services Division has historically contracted for high pressure and steam cleaning services on University Avenue and California Avenue sidewalks, King Plaza, Lytton Plaza, Mitchell Park Library and Community Center, Palo Alto Art Center, the Regional Water Quality Control Plant (RWQCP), underpasses, and parking garages. Pressure washing keeps the community clean and safe by removing dirt, grease, fine metals, petroleum products, and other debris that regularly collect on the sidewalks and in parking garages.
The frequency of steam cleaning varies, depending on location. The base level of service under the existing contract includes that the sidewalks within the Downtown University Avenue area are cleaned once a month year-round; the sidewalks on California Avenue are cleaned once a month for six months out of the year (May-October); Lytton Plaza is cleaned twice a month
year-round; King Plaza and Mitchell Park Library and Community Center are cleaned four times a year; the RWQCP pathways and loading area are cleaned six times a year; the underpasses (which include University Avenue, Homer Avenue, Embarcadero Road, and California Avenue) are cleaned once a month year-round; and lastly, most parking garages are cleaned once a year (typically in May or June). The current contract was approved by City Council on January 10, 20221.
The introduction of outdoor dining and car-free streets for new public activities has increased foot traffic to certain areas within the business districts. During several Retail Committee meetings, participants voiced concerns regarding the level of cleanliness in these areas. City staff responded to these concerns by increasing pressure washing in high foot traffic locations, leading to positive feedback received from the community regarding these changes. Staff proposed additional funding during the FY 2026 budget process to make the changes permanent, and the funding was approved by Council.
ANALYSIS
Amendment No. 1 (Attachment A) will address existing locations that have been identified for additional cleaning or new locations that need to be added into the contract. Upon approval, these adjustments will begin in the final year of the contract and continue through the six- month extension period. The majority of the contract scope of services will remain unchanged; however, in the final year of the contract, the downtown University Avenue sidewalk cleaning services (Task 1) will be increased to two times a month in select locations, and the downtown California Avenue sidewalk cleaning services (Task 2) will be performed monthly throughout the year. Garage Q and Civic Center will be added into the contract to have floors cleaned annually (Task 1). Ted Thompson, Cambridge, and Sherman parking garages will be added to Task 2 for top to bottom cleaning to be performed once per contract term.
If the 2022-2026 Pressure Washing Contract is extended, Universal Site Services has agreed to hold their current rates for the six-month extension period (see Table 1), which is advantageous for the City because the current contract does not include annual increases. When this contract goes out for solicitation, staff anticipates an increase in cost of at least 5-10%.
This extension includes all routine service work to continue from November 14, 2026 to May 14, 2027. This includes the annual floor cleanings for both California Avenue and University Avenue Parking Garages. This work is performed in May or June of each year and is therefore part of the amendment scope (see Table 1).
1 City Council, January 10, 2022; Agenda Item #3; SR #12091; https://portal.laserfiche.com/Portal/DocView.aspx?id=59315&repo=r-704298fc&searchid=f9dd288b-0de9-4de1- b5dc-67e07e2dcdad
Table 1: Current Contract costs per task and costs for additional services and 6-month extension Categories
2022-2026
Existing
Contract
Increased Costs due
to Frequency and
Location Changes
6-Month
Extension
Costs
Total Additional
Funding Needed
University Ave. Sidewalks (Task 1) $584,400 $31,500 $73,440 $104,940 University Ave. Parking Garages (Task 1) $20,875 $20,588 $24,763 $45,351 California Ave. Sidewalks (Task 2) $41,550 $11,025 $6,780 $17,805 California Ave. Parking Garages (Task 2) $10,000 $31,703 $8,618 $40,321 Lytton Plaza/ City Hall (Task 3) $158,000 $0 $15,800 $15,800 Mitchell Park Library/ Community
Center/ Rinconada Park/ Art Center
(Task 4)
$42,400 $0 $4,040 $4,040
RWQCP (Task 5) $7,650 $0 $765 $765
Homer/Embarcadero Underpass
(Task 6)
$30,600 $0 $3,060 $3,060
Emergency Services/ Unscheduled
Services (Task 7)
$77,500 $0 $7,750 $7,750
Sherman Garage (Task 9) $15,800 $0 $0 $0
Parking garage (Task 8) $117,200 $0 $0 $0
Total $1,105,975 $94,816 $145,016 $239,832
FISCAL/RESOURCE IMPACT
Funding for the additional cleaning services is available in the Fiscal Year 2026 Adopted Operating Budget for the University Avenue and California Avenue Parking District Funds, Community Services Department General Fund, Public Works Department General Fund, Public Works Department Wastewater Treatment Fund, and the Public Works Department Refuse Fund.
As the six-month extension period falls under Fiscal Year 2027, funding for the extension will be determined through the upcoming Fiscal Year 2027 annual budget development process and is subject to Council approval.
The following table shows the breakdown of the additional cost by fund and department:
Table 2: Funding by Department
Dept Location
Fiscal Year 2026
Tasks 1 & 2
Fiscal Year
2027 Tasks 1-7 Fund
PWD University downtown sidewalks,
garages and underpass
$52,088 $98,203 University Parking District Fund
PWD California Ave sidewalk, garages
and underpass
$42,728 $15,398 California Parking District Fund
CSD Lytton Plaza and King Plaza $0 $15,800 General Fund Table 2: Funding by Department
Dept Location
Fiscal Year 2026
Tasks 1 & 2
Fiscal Year
2027 Tasks 1-7 Fund
PWD Mitchell Park Library/
Community Center/ Rinconada
Park/ Art Center
$0 $4,040 General Fund
PWD Regional Water Quality Control
Plant (RWQCP)
$0 $765 Wastewater Treatment Fund
PWD Homer and Embarcadero
Underpass, emergency and
Unscheduled Services
$0 $10,810 Refuse Fund
TOTAL $94,816 $145,016
STAKEHOLDER ENGAGEMENT
Adjustments to the frequencies and locations proposed in Amendment No. 1 result from discussion at Council Retail Committee meetings and with University and California Avenue Business District groups.
ENVIRONMENTAL REVIEW
This contract is exempt from the provisions of the California Environmental Quality Act (CEQA) under Sections 10560 and 10561.
ATTACHMENTS
Attachment A: Universal Site Services Inc.; Contract C22181106 Amendment No. 1 APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer