title
CC - (1) Approval of an Amendment to the Existing General Services Agreement with Clean Street to Provide (A) City-Wide Street Sweeping Services in the Amount of $25,500 for CY 2021, $25,500 for CY 2022, $41,784 for CY 2023 and $41,784 for CY 2024; and, (B) Pressure Washing Services at Various City Locations in the Amount of $27,360 for CY 2021, $27,360 for CY 2022, $28,800 for CY 2023 and $28,800 for CY 2024; and (2) FOUR-FIFITHS VOTE REQUIREMENT: Approval of a Budget Amendment in the Amount of $27,360 to Increase Funds Available for Pressure Washing Services for CY 2021.
body
Meeting Date: January 11, 2021
Contact Person/Dept: Kim Braun - PW/EPO
Phone Number: 310-253-6421
Fiscal Impact: Yes [x] No [] General Fund: Yes [x] No [x]
Public Hearing: [] Action Item: [] Attachments: []
Commission Action Required: Yes [] No [x] Date:
Public Notification: (E-Mail) Meetings and Agendas - City Council (01/06/2021);
Department Approval: Charles Herbertson, PW Director/City Engineer (12/31/2020)
_____________________________________________________________________
RECOMMENDATION
Staff recommends that City Council (1) approve an amendment to an existing general services agreement with Clean Street to provide (a) city-wide street sweeping services in the amount of $25,500 for CY 2021, $25,500 for CY 2022, $41,784 for CY 2023 and $41,784 for CY 2024; and (b) pressure washing services at various city locations in the amount of $27,360 for CY 2021, $27,360 for CY 2022, $28,800 for CY 2023 and $28,800 for CY 2024, and (2) approve of a budget amendment in the amount of $27,360 to increase the funds available for pressure washing services for CY 2021 (four-fifths vote required for budget amendment).
BACKGROUND/DISCUSSION
Public Works Environmental Programs & Operations Division 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, city owned parking structures, bikeways, and city owned parking lots. In addition, the agreement provides for after-hours call-backs when needed to clean debris such as broken glass resulting from traffic collisions and other unforeseen incidents, as well as subsequent services for City sponsored special events. All residential streets are swept once per week and arterial streets are swept on varying intervals from once per week to five times per week.
The City has been contracting with Clean Streets since 1990. In October 2007, The City Council authorized the publication of a notice inviting bids for Citywide Street Sweeping Services. Staff received competitive bids and in December 2007 and, at that time, the City Council approved an amendment to extend the agreement with Clean Street through the end of CY 2014.
During that time, the community expressed concerns of available parking during street sweeping hours. The loss of residential parking supply for a four-hour window on street sweeping day had become a challenge in heavily parked areas. The temporary loss of parking resulted in significant inconvenience, particularly in the neighborhoods near the City’s five public schools and in high-density residential neighborhoods. Staff addressed these concerns by changing street sweeping restrictions from a four-hour window to a two-hour window near the schools and identified high-density residential areas to implement two-hour street sweeping window.
As a result, on November 10, 2014, City Council approved a five-year agreement with Clean Street to provide a two-hour window of street sweeping services using alternatively fueled vehicles that terminated on December 31,2020. In addition, City Council also approved an optional five-year extension with Clean Street to provide the two-hour window Citywide street sweeping services through December 31, 2024.
Since the early 1990’s, Clean Streets has been providing pressure washing services at various city owned parking structures and facilities as well as the Downtown Business District bi-weekly and monthly as well as on-call. Recently, staff identified that these much-needed services were not included in any of the agreements. Staff recommends that the City Council approve continuing pressure washing services in the amendment to the existing agreement.
FISCAL ANALYSIS
The existing agreement with Clean Streets is due to expire December 31, 2020. The existing agreement allows for an extension annually of the agreement through December 31, 2024 at the discretion of the Public Works Director. Clean Streets addressed increasing costs with staff due to the two-hour window that was implemented in 2015 and continues to change as more residential areas are updated to include the new two-hour window of time. Clean Streets has advised that an additional sweeper and operator are needed two days per week to provide services within a shortened timeframe. Clean Streets provided the following proposal for additional costs incurred.
As stated previously in this report, staff identified that pressure washing services are provided by Clean Streets at various city facilities and the Downtown Business District biweekly, monthly and on-call. These services were never included in any of Clean Streets agreements or amendments which requires staff to request authorization for a budget amendment in the amount of $ 27,360 for FY 19/20. Staff requested that Clean Streets provide a proposal for these services for future Calendar Years.
Funds for street sweeping services for FY 19/20 are budgeted in 20260400.61980 and 10160460.61980. Additional FY funds are pending future budget adoption.
A budget amendment for FY 19/20 in the amount of $ 13,680 is requested in account 20260400.61980 and $ 13,680 is requested in account 10160460.61980 for pressure washing services. A budget amendment requires a four-fifths vote.
Additional FY funds for pressure washing services are pending future budget adoption.
ATTACHMENTS
None
MOTION
That the City Council:
1. Approve an amendment to the existing general services agreement with Clean Streets to provide:
A. Street sweeping services in the following amounts:
CY 2021 $ 407,120
CY 2022 $ 407,120
CY 2023 $ 423,404
CY 2024 $ 423, 404
B. Pressure washing services as follows:
CY 2021 $ 27,360
CY 2022 $ 27,360
CY 2023 $ 28,800
CY 2024 $ 28,800
2. Authorize the Public Works Director/City Engineer to approve the optional annual extensions for each calendar year; and
3. Approve a budget amendment in the amount of $ 27,360 for FY 19/20 for pressure washing service (A budget amendment requires a four-fifths vote.); and
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.