City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve an agreement with Clean Street to provide
City-wide street sweeping services utilizing alternative fuel sweepers OR approve an
agreement with Venco Power Sweeping, Inc. to provide City-wide street sweeping
services utilizing diesel powered sweepers.
BACKGROUND:
The Environmental Programs & Operations Division of the Public Works Department is
responsible for contract administration and program management of the City’s street
sweeping operation.
The City’s street sweeping contract includes sweeping services for streets, alleys,
parking structures, bikeways and the Culver City Redevelopment Agency (CCRA) and
Culver City School District’s parking lots based on a previous agreement. In addition to
scheduled sweeping, the current agreement provides for after-hour call backs when
needed to clean debris such as broken glass resulting from traffic collisions and other
unforeseen incidents. All residential streets are swept once per week and major
arterials are swept anywhere from once per week to five times per week.
The City has been contracting street sweeping services with Clean Street since 1990.
The current street sweeping agreement is set to expire on December 31, 2007.
Meeting Date: December 10, 2007 Item Number: A-15
AGENDA ITEM: Approval of an Agreement with Clean Street to Provide City-wide
Street Sweeping Services Utilizing Alternative Fuel Sweepers; or Approval of an
Agreement with Venco Power Sweeping, Inc. to Provide City-wide Street
Sweeping Services Utilizing Diesel Powered Sweepers.
Contact Person/Dept.:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Master Notification List on 12/05/07; Clean Street; Nationwide Environmental Services;
Complete Street Sweep, Inc.; Venco Power Sweeping, Inc.; Brigadier Corporation; R.F.
Dickson Company, Inc. via letter on December 3, 2007.
Department Approval:
Charles D. Herbertson 11/28/07
City Attorney Approval:
Carol Schwab (by H. Iker) (12/05/07)
Fiscal Impact Review:
Marlee Chang (12/04/07)
City Manager Approval:
Jerry B. Fulwood (12/05/07) City of Culver City, California
City Council Agenda Item Report
DISCUSSION:
On October 25, 2007, a Request for Proposal (RFP) was released to qualified
contractors, and advertised on the City’s website and Culver City News.
On November 27, 2007, the following proposals were received via a public opening:
Company (Alternative Fuel) Year 1 Year 2 Year 3
Complete Street Sweeping $262,000.00 $262,000.00 $262,000.00
Clean Street $278,096.00 $286,520.00 $294,424.00
Venco Power Sweeping $285,646.00 $294,382.00 $303,347.00
Nationwide Environmental Services $322,745.28 $322,745.28 $337,896.00
Brigadier Corporation -- -- --
R.F. Dickson $356,793.00 $369,280.00 $382,205.00
Company (Diesel Power) Year 1 Year 2 Year 3
Complete Street Sweeping $213,600.00 $213,600.00 $213,600.00
Venco Power Sweeping $216,549.00 $223,111.00 $230,017.00
Clean Street $231,800.00 $239,270.70 $247,174.70
Brigadier Corporation $232,692.12 $232,692.12 $232,692.12
Nationwide Environmental Services $243,530.56 $243,530.56 $256,817.60
R.F. Dickson -- -- --
*The proposal amounts above include the cost to sweep streets and parking lots.
Proposers were required to submit two separate proposal sheets; one for services
utilizing diesel powered sweepers and the other for services utilizing alternative fuel
sweepers. To remain consistent with the City’s preference of utilizing alternative fuel
vehicles for City services, staff is recommending utilizing alternative fuel vehicles for
this contract. As a result, Clean Street is the lowest responsible proposer utilizing
alternative fuel vehicles. An alternative Motion is included in this staff report if it is the
City Council’s desire to utilize diesel powered sweepers for this work and award a
contract to Venco Power Sweeping as the lowest responsible proposer utilizing diesel
powered sweepers.
Brigadier Corporation did not submit a proposal for alternative fuel vehicles and R.F.
Dickson did not submit a proposal for diesel powered sweepers, thus their proposals
are considered incomplete.
Complete Street Sweeping is the lowest proposer under both vehicle types; however,
they are a relatively small and new street sweeping operation with no experience in
performing street sweeping of this size and scope or for any other municipal agencies. City of Culver City, California
City Council Agenda Item Report
They specialize in the sweeping of construction sites. Based on this lack of experience,
which Staff believes is a critical factor, Staff has therefore determined that Complete
Street Sweeping is not the lowest responsible proposer.
Clean Street currently pays its employees $16.00/hour and Venco Power Sweeping,
Inc. pays its employees $18.00/hour (burden rate).
Per the City Council’s direction at its October 22, 2007 meeting, the following is a brief
analysis on the cost to provide street sweeping services in house:
One Time Cost:
Purchase of 3 street sweepers: $750,000 ($250,000 each vehicle)
Annual Costs:
Fuel and maintenance costs: $90,000 ($30,000 each vehicle)
Salary + benefits (3 drivers): $252,000 ($84,000 each driver)
Vehicle amortization (6 year usage): $162,660 ($54,220 each vehicle)
Total Annual Costs: $504,660
The figures above are based on information received from the Transportation
Department, Budget & Finance, and other agencies.
FISCAL ANALYSIS:
Funding for street sweeping service is paid through refuse rates for residential and
commercial service. In anticipation of the new street sweeping contract, $250,000 was
budgeted for Fiscal Year 2007/08, which is adequate for the remainder of this current
fiscal year since the current contract is less than the proposed new contract amount.
For Fiscal Year 2008/09, $332,000 has been budgeted for street sweeping.
It is important to note the annual price difference between utilization of diesel powered
sweepers and alternative fuel sweepers is approximately $40,000-$70,000.
ATTACHMENTS:
Copy of Clean Street’s Proposal
Copy of Venco Power Sweeping, Inc.’s Proposal
MOTION:
City of Culver City, California
City Council Agenda Item Report
That the City Council:
1A. Approve a three-year agreement with Clean Street to provide City-wide
street sweeping services using alternative fuel sweepers in the amount of
$278,096 (Year 1), $286,520 (Year 2), and $294,424 (Year 3) plus the cost to
provide sweeping for special events and emergency situations at $85.00/hour
each year.
OR
1B. Approve a three-year agreement with Venco Power Sweeping, Inc. to
provide City-wide street sweeping services using diesel powered sweepers
in the amount $216,549.00 (Year 1), $223,111.00 (Year 2), and $230,017.00
(Year 3); plus the cost to provide sweeping for special events at $79.50/hour
(Year 1), $82.00/hour (Year 2), and $84.50/hour (Year 3); plus the cost to
provide sweeping for emergency situations at $89.00/hour (Year 1),
$92.00/hour (Year 2) and $95.00/hour (Year 3).
AND
2A. Authorize the extension of the agreement with Clean Street for an
additional three years at the discretion of the Public Works Director/City
Engineer in the amount of $301,808 (Year 4), $309,192 (Year 5), and
$316,576 (Year 6) plus the cost to provide sweeping for special events and
emergency situations at $90.00/hour each year.
OR
2B. Authorize the extension of the agreement with Venco Power Sweeping,
Inc. for an additional three years at the discretion of the Public Works
Director/City Engineer in the amount of $230,017.00 (Year 4), $236,922.00
(Year 5), and $244,057.00 (Year 6); plus the cost to provide sweeping for
special events at $84.50/hour (Year 4), $87.00/hour (Year 5) and
$90.00/hour (Year 6); plus the cost to provide sweeping for emergency
situations at $95.00/hour (Year 4), $98.00/hour (Year 5) and $101.00/hour
(Year 6).
AND
3. Authorize the City Attorney to review/prepare the necessary documents
and authorize the City Manager to execute such documents on behalf of the
City.