HomeMy WebLinkAbout1997-06-10 - AGENDA REPORTS - AWARD CONTR ST SWEEPING (2)NEW BUSINESS
DATE:
SUBJECT:
AGENDA REPORT
City Manager Approval
Item to be presented by:
Paul Zaengle
June 10, 1997
AWARD OF STREET SWEEPING CONTRACT
DEPARTMENT: Public Works
The sweeping of City streets is a vital service, which serves many purposes. It keeps the streets clean,
thus contributing to the beauty of Santa Clarita. Over the last three years, an average of 164 tons of
debris per month has been collected from City streets. This is waste that would have gone into the
storm drain system had it not been picked up by the street sweepers.
On June 30, 1997, the City's four year street sweeping contract with California Street Maintenance
will expire. The expiration of this contract necessitated staff to administer a Request for Proposal
(RFP) to select a qualified company. Street sweeping is funded by a Stormwater Utility User Fee,
which was established to enable the City to comply with the permit requirements of the National
Pollutant Discharge Elimination System (NPDES). Costs for the Fiscal Year 1996-97 are $388,800.
There is $400,000 recommended in the 1997-98 Fiscal Year budget for street sweeping services.
The scope of work for street sweeping has changed significantly over the last four years. First, the
number of curb miles in the City limits has grown from 447 to 6 10 as a result of annexations and new
development. Second, the Public Agency Activities Program for stormwater management required
by the NPDES pennit, which takes effect during the scope of the contract, requires that all City
owned parking lots with more than twenty-five spaces must be swept on at least a monthly basis.
This last requirement applies to ten City facilities with approximately 748,624 square feet.
WaX41"s 'No
An RFP was prepared based on specific performance standards that ensure all streets will be swept
in compliance with NPDES permit requirements and all current laws and regulations. In order to
explore all options, the contractors' proposals were required to include prices on five different
sweeping frequencies. The RFP also required the contractors to provide per additional unit costs
S:'SHARMSTSWEERAGN
n w-�,,,,
pourp in
Arrenda Item: =10
PR F
. I .; rav
which the City will be required to pay for the addition of any annexations, new development, trails,
or new parking facilities with more than twenty-five spaces. The RFP was distributed on April 30,
1997, to seventeen street sweeping contractors. Three companies submitted proposals:
California Street Maintenance Gardena, CA
Nationwide Environmental Services Norwalk, CA
R.F. Dickson Company Downey, CA
An evaluation panel was assembled consisting of two City staff members and two outside panelists.
The process included interviews with each company, and evaluation on five specific areas: Based on
the results of the analysis,. California Street Maintenance (CSM) and R.F. Dickson Company (RFD)
were identified as the two most qualified contractors to perform street sweeping services for the City
of Santa Clarita. The contractors price proposals vary significantly in each of the alternatives
outlined.
LEVEL OF SERVICE ALURNATIVES
A. This option maintains the current weekly service on residential streets, and will have the least
impact on the level of service provided to residents. It represents a 6.4% price increase over
the current sweeping. contract. If Council selects this option, additional funds will be
requested as part of the mid-vear bud2et process.
[a
Area
Frequency
CSM
RFD
Residential Streets
weekly
$331,979
331,980
Major Streets & Medians
weekly
67,617
67,617
Industrial Center Streets
bi-weekly
5,114
4,547
City Facilities
monthly
6,000
11,679
Trail System
monthly
3,000
3,420
Total
$413,710
$419,243
This option cuts the sweeping of residential areas back to twice per month, but represents a
ost savings of 37% compare to the current contract.
Area
Frequency
RFD
CSM
Residential Streets
bi-weekly
$157,378
$176,976
Major Streets & Medians
weekly
67,617
67,617
Industrial Center Streets
bi-weekly
4,547
5,114
City Facilities
monthly
11,679
6,000
Trail System
monthly
3,420
1
Total
$244641
$258.707
SASHAREISTSWEERAGN
C. This option maintains weekly sweeping of residential areas during the peak debris season, and
reduces the sweeping to bi-weekly during the rest of the year. It represents a cost savings of
26% compared to the current contract.
Area
Frequency
RFD
CSM
Residential Streets
* see below
$201,029
$220,500
Major Streets &Medians
weekly
67,617
67,617
Industrial Center Streets
bi-weekly
4,547
5,114
City.Facilities
monthly
11,679
6,00
Trail System
in onthly
3,420
3,000
Total
$288,292
$302,231
Frequency: Weekly during peak season (three months), and bi-weekly during
non -peak season (nine months).
ANALYSIS
All options meet the NPDES permit requirements, which state that all streets must be swept on at
least a monthly basis. Although all streets are currently swept weekly, residential areas have been
swept on a bi-weekly basis in the past. If option."B" or "C" is selected, the City has the flexibility
to increase the sweeping frequency in any given area should a problem arise, and to completely
change frequencies at anytime during the contract. Option "C" addresses the need for more frequent
sweeping during the peak season, when there is more debris in the streets.
Both R.F. Dickson and California Street Maintenance are well known, highly experienced, capable
firms. California Street Maintenance has been the City's contractor for the last four years. Any time
a new sweeping contractor commences work, there are transition and administrative start up costs
involved for the City. Therefore, if the Council decides to remain with weekly sweeping as outlined
in option "X', staff prefers California Street Maintenance, both because their price in this alternative
is lowest, and because a satisfactory working relationship currently exists.
RECOMMENDATION
Staff recommends the City Council choose option "C", and award the contract to R.F. Dickson
Company.
1.) City Council authorize the City Manager to negotiate and execute a three year contract,
effective July 1, 1997, with the selected contractor. The contract shall be in the amount of
the alternative chosen by the City Council.
2.) Approve the appropriate amount from expenditure account number 4520-8059 for the
sweeping of Residential Streets, Major Streets and Medians, and Industrial Center Streets.
3.) Approve the appropriate amount from expenditure account number 5100-8001 for the
sweeping of trails and all City owned parking lots with more than twenty-five spaces.
SASHARMSTSWEERAGN