City Council
Report
City Council Meeting: August 27, 2024
Agenda Item: 5.H
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Resource Recovery & Recycling
Subject: Approval of First Contract Modification with Sweeping Corp of America (SCA) of CA, LLC for Protected Bike Lane Sweeping
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of Categorical Exemption pursuant to Section 15301 of the Environmental Quality Act (CEQA) Guidelines; and
2. Authorize the City Manager to negotiate and execute a first modification to agreement #4974 in an amount not to exceed $361,400 with Sweeping Corp of America (SCA) of CA, LLC for protected bike lane cleaning and sweeping services for the Public Works Department. This will extend the contract for an additional two years, resulting in a four-year amended agreement with a new total amount not to exceed $589,400, with future year funding contingent on Council budget approval.
Summary
In 2020, Council adopted the Bike Action Plan Amendment (BAPA) to the 2011 Bike Action Plan that improves upon the City’s existing bike infrastructure by upgrading a select number of corridors from bike lane or bike routes to protected bike lanes along several transportation corridors of the City. The five-year vision is to create a total of 19 centerline miles of protected bikeways in the first five years, with the conversion of an additional 13 centerline miles of protected bikeways in the longer-term. Staff recommends a modification to the agreement with Sweeping Corp of America (SCA) of CA, LLC for the continued protected bike lane cleaning and sweeping services that are essential in supporting the Council’s priorities of clean and safe as well as sustainable and connected.
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Discussion
The Resource Recovery and Recycling (RRR) Division of the Public Works Department is responsible for ensuring that all bike lanes are clear of debris, cleaned, and swept.
Unlike unprotected bike lanes, protected bike lanes utilize curbs, flex-posts, or parking lanes to create separation from automobile traffic. As a result, protected bike lanes are confined spaces for which most street sweepers are too wide and require narrower sweepers. RRR’s vehicle fleet did not include a suitable sweeper for the protected bike lanes and the infrastructure to support its maintenance and operation, thus a contractor had to be used until all resources were in place.
On May 6, 2021, Sourcewell issued an RFP for Facilities Maintenance Services. Under the terms of the RFP, and the resulting Sourcewell Agreement with Sweep America Intermediate Holdings, LLC, (a provider of facilities maintenance services) similar nationally leveraged purchasing discounts are also available to other government agencies. A 3% discount off list price is offered on all services and labor. Sourcewell Agreement #062421-SWP was established on August 5, 2021 and expires August 8, 2026.
Utilizing the Sourcewell Agreement, the City entered into Contract No. 4974 with SCA of CA, LLC, a subsidiary of Sweep America Intermediate Holdings, LLC, on October 26, 2022, as an exception to competitive bid process, under Santa Monica Municipal Code Section 2.24.250 (c): “Competitive procedures were followed by a governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative purchasing agency and the goods or services are supplied to the City at the same or better price,” for the contractor to provide sweeping and cleaning services for the City’s expanding protected bike lane network that directly supports the City’s priorities of clean and safe as well as sustainable and connected. The contract was approved for $228,000, which originally fell below the Council authority threshold.
SCA of CA, LLC, has been providing cleaning and sweeping services for the protected bike lanes since 2022. Recently, RRR procured a smaller electric sweeper and secured 3 of 4
the associated charging infrastructure. Currently, staff are conducting field performance tests with this new sweeper, assessing vehicle and bike lane adjustments, and designing a new sweeping route. As RRR continues to create and finalize the new sweeping route by the end of 2024, staff recommends the continuation of SCA of CA's services until in-house protected bike lane sweeping operations are ready to be deployed and as a backup when the City sweeper is down for maintenance or repairs to ensure uninterrupted protected bike lane sweeping.
Environmental Review
The contract for sweeping services on existing bike lanes is exempt from CEQA pursuant to Section 15301 of the CEQA Guidelines. Section 15301 (Class 1 – Existing Facilities) exempts projects that consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use. The contract would provide for the cleaning of existing protected bike lanes located within the City and would not expand existing facilities. Therefore, the contract for sweeping services is exempt from CEQA pursuant to Section 15301. Furthermore, none of the exceptions to Categorical Exemptions set forth in the CEQA Guidelines, section 15300.2 would preclude the use of this exemption.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the Resource Recovery and Recycling Fund to increase the contract amount with SCA of CA, LLC, for protected bike lane sweeping and cleaning services. Future year funding is contingent on Council budget approval.
Contract Modification Request
Agreement
#
Current
Authorized
Amount
FY 2024-25
Request
Amount
Amount for
Future
Years
Dept / CIP
Account #
Total Revised
Contract
Amount
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4974 $228,000 $180,700 $180,700 54500002.550010 $589,400 Prepared By: Ryan Kraemer, Senior Administrative Analyst Approved Forwarded to Council
Attachments:
A. Oaks Initiative Form - SCA of CA
B. Levine Act Disclosure Form - SCA of CA
C. 02 SCA of CA Prevailing Wage CSA - Executed