Agenda Item: 13
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: May 23, 2023
SUBJECT: CITYWIDE STREET SWEEPING CONTRACT
DEPARTMENT: Neighborhood Services
PRESENTER: Darin Seegmiller
RECOMMENDED ACTION
City Council:
1. Award a contract to Clean Site Services for Citywide street sweeping in the amount of $1,200,000, plus a 5 percent contingency, for a total annual amount of $1,260,000, with annual Consumer Price Index (for Los Angeles, Riverside, and Orange County, December) adjustments, for a five-year base term beginning on July 1, 2023, and authorize two, optional one-year renewals.
2. Appropriate $142,001 from the Stormwater Utility fund balance to expenditure account 3567220-514103 on a one-time basis for Fiscal Year (FY) 2022-23.
3. Authorize an ongoing annual appropriation of $306,605, from the Stormwater Utility fund balance to expenditure account 3567220-514103 effective FY 2023-24, plus an adjustment consistent with the appropriate Consumer Price Index (CPI) beginning in FY 2024-25, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) takes pride in having clean streets. The City currently contracts with Clean Site Services (Clean Site) for street sweeping services of approximately 1,144 curb miles, which includes all residential streets, median curbs, alleyways, and 36 miles of bike trails.
In addition, the contractor is responsible for a monthly sweep of all City-owned or leased parking lots with 25 or more parking spaces. The current contract expires June 30, 2023.
In order to ensure that these services continue without interruption, a Request for Proposals (RFP) was prepared and published on February 2, 2023. The RFP was posted to BidNet to solicit proposals from qualified contractors. Two proposals were submitted and were opened on March 9, 2023. The proposals were reviewed and scored by an evaluation team consisting of City staff. The criteria used to score the proposals included team composition, schedule of services, a clear understanding of the City’s needs, cost of services, references, and overall value.
After reviewing the proposals, the evaluation team concluded that Clean Site demonstrated the most robust understanding of the City’s request and is capable of providing the required services.
The results of the evaluation are shown below.
RANK COMPANY LOCATION SCORE AMOUNT
1 Clean Site Services North Highlands, CA 78.2 $1,667,790 2 Sweeping Corporation of America Gardena, CA 52.4 $2,516,418
Although the cost proposal from Clean Site was significantly less than the competing bidder, it was still 52.25 percent higher than the City’s current contract amount of $1,095,396. The increase in cost is primarily due to the incorporation of prevailing wage requirements necessitated by recent determinations enacted by the California Department of Industrial Relations.
Following the proposal evaluation process, City staff met with Clean Site to negotiate a scope of work and price that will allow the City to maintain a high level of service at a reasonable price.
The primary difference in the negotiated level of service is a reduction in the frequency of sweeping major arterials from weekly to twice a month. The negotiations resulted in a revised contract price of $1,260,000. Even with the added cost of prevailing wages, increases in costs of materials and equipment, the negotiated price represents only a 15.03 percent increase over the current contract.
As a result, staff recommends awarding the contract for street sweeping services to Clean Site, the highest ranked proposer. The City currently has a working relationship with this contractor and is confident that it will continue to meet the City’s high standards.
In order to accommodate the new contract costs, staff is requesting the appropriation of $306,605 that will create an annual ongoing base budget of $1,260,000, inclusive of the contingency, and adjusted annually according to the Consumer Price Index.
ALTERNATIVE ACTION
Other action as determined by the City Council.
.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in expenditure account 3567220-514103 (Stormwater Utility Fund) for current FY 2022-23 and for the new contract effective FY 2023-24.
ATTACHMENTS
Clean Site Services Proposal (available in the City Clerk's Reading File) RFP NS-22-23-11 (available in the City Clerk's Reading File)