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Home My WebLink About1993-10-12 - AGENDA REPORTS - STREET SWEPING SERVICES (2)AGENDA REPORT City Manager Item to be ore CONSENT CALENDAR DATE: October 12, 1993 SUBJECT: Contract Award for Street Sweeping Services for FY 93/94 DEPARTMENT: Public Works BACKGROUND The City of Santa Clarita has been contracting with the Los Angeles County Public Works Department (LACPWD) for street sweeping services since incorporation. Although the frequency of street sweeping did not increase in FY 92/93, costs for this service escalated. In order to remain within last year's established budget guidelines, we reduced the frequency of sweeping Citywide from every week to every other week - a 50% reduction in frequency for FY 93/94. Since it was necessary to reduce the frequency of sweeping to remain within budget, staff began exploring alternate solutions to resume the level of service previously realized by the public. It was determined that street sweeping contractors may be able to provide insight into some alternate solutions, therefore, a Request For Proposal (RFP) was advertised on June 9, June 13, and June 16, 1993 in the Daily News and the Newhall Signal, with a submittal. deadline of June 30, 1993.. In addition, copies of the RFP were mailed to the Santa Clarita Valley and Canyon Country Chambers of Commerce, and 22 suppliers (of which 3 were local) who had previously submitted information to the General Services Division's supplier information files. Due to the complex nature of the project, staff extended the submittal deadline to Friday, August 13, 1993 to provide the potential proposers with ample time to complete and return the submittals. Additionally, staff had issued an addendum to request both Prevailing and Non -Prevailing Wages as wage requirements for street sweeping was in question at the time. APPROWED Contract Award for Street Sweeping Services for FY 93/94 October 12, 1993 Page 2 The following proposals were received: SUPPLIER CITY NON -PREVAILING WAGE Dickson Downey $201,423.44 Ven -Co Ventura $2227808.56 California Gardena $256,345.60 Desert Lancaster $359,378.00 Davenport Bakersfield $720,360.00 f 99"ayr/!INtRi ARM $241,531.92 $290,874.48 $256,345.60 $421,411.00 $800,400.00 Of the five (5) proposals received by staff, those submitted by Davenport and Desert Sweeping did not meet the qualifications in the RFP requiring, at a minimum, at least five (5) years experience in municipal/local government sweeping experience. This requirement, Item "A" under Contractor Qualifications, was determined by staff to ensure adequate experience in dealing with a public service agency and the intricacies associated with such service (ie issues relating to public right-of-way, parking/violations, etc.) As such, staff exercised the City's right as referenced in the RFP to reject any or all proposals - in this case, based on contractor qualifications. It should also be noted that neither contractor took exception to any part of the RFP, therefore, accepting all terms and conditions as written. Staff proceeded to exercise the City's right as referenced in the RFP to negotiate a contract based on all factors involved in the proposal. Therefore, staff opened negotiations with the three suppliers who had successfully met the required qualifications. Negotiations lasted approximately six (6) weeks. During this time, several interim price reductions were negotiated with California and Dickson. Ven -Co chose not to participate in the negotiations and, therefore, did not submit revised pricing. Contract Award for Street Sweeping for FY 93/94 October 12, 1993 Page 3 Final negotiated pricing is as follows: SUPPLIER NON -PREVAILING WAGE California $182,076.00 Dickson $201,423.44 Ven -Co $222,808.56 PREVAILING WAGE $208,720.00 $241,531.92 $290,874.48 The above pricing consists of vacume sweeping weekly for commercial and major streets and medians, and every other week for residential. Based upon a review of all proposals received, and in, consideration of the final negotiations, staff recommends award of GS -92- 93-21 to California Street Sweeping Maintenance for submitting the lowest qualified proposal. RECOMMENDATION Direct staff to issue a purchase order and cause to be executed a contract for street sweeping services for FY 93/94 in an amount not to exceed $250,00.00. This sum includes the non - prevailing wage amount listed above (legal counsel has determined that prevailing wage is not required for street sweeping services) as well as a contingency amount to provide for additional services for traffic accidents, parades, catch -basin cleaning, and sweeping of non - contracted areas.