CC - Item 3D - Approval of City's Option to Extend Agreement for Street Sweeping ServicesROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: JEFF ALLRED, CITY MANAG
DATE: JUNE 25, 2013
SUBJECT: APPROVAL OF CITY'S OPTION TO EXTEND AGREEMENT FOR
STREET SWEEPING SERVICES
SUMMARY
The City of Rosemead provides street sweeping services through a contractual
agreement with Athens Services. Per the agreement, all City streets are swept at least
once weekly, Monday through Friday. The existing agreement was set for a three (3)
year period and is set to expire on June 30, 2013. In this agreement, the City holds the
option to extend the agreement for two (2) additional years. Based on the current
competitive rate and high level of services provided by the current contractor, it is
beneficial for the City to extend the agreement for the remaining two (2) years. The City
Council reviewed this issue on June 11, 2013 and concurred with continuing with the
existing street sweeping services agreement.
Staff Recommendation
It is recommended that the City Council approve the option to extend the City's street
sweeping agreement.
DISCUSSION
The current contract for City street sweeping services expires on June 30, 2013. The
scope of work in this contract includes providing weekly street sweeping services
throughout the community. The contract includes service levels, reporting
requirements, recycling requirements and equipment standards. Street sweeping is an
important element in the City's water quality efforts, helping to remove potentially
harmful trash, metals, and bacterial materials from storm drains and the region's
watershed.
The scope of work in the existing agreement for street sweeping services includes
sweeping for all residential, arterial, and collector streets in the City. Service levels are
briefly described below and are regularly monitored by City staff.
• Provide street sweeping services once weekly in residential areas and
twice weekly in specified commercial areas.
• Provide the City with sweeping logs including materials collected and
ITEM NO. - ND -
City Council Meeting
June 2, 2013
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recycled, miles traveled, and areas swept.
o Utilize street sweeping equipment in compliance with Air Quality
Management District Rule 1186.1 alternative fuel vehicle standards.
o Coordinate with Public Safety Department parking control officers on daily
routes.
o Provide the City with additional street sweeping in conjunction with up to 4
special events each year.
Contractor Performance
During the term of the existing agreement, the contractor has performed above
expectations in street sweeping activities. The contractor sweeps local streets
according to the City's schedules, is timely, and provides excellent customer service.
The contractor utilizes alternative fuels in its street sweepers and coordinates well with
City staff (Public Works and Public Safety /Parking Control). In addition, the contractor
has assisted with other non - routine services, including responding to emergency
situations (severe windstorms, accidents, etc.) and participating in other City activities
(sponsor for the City's Annual Public Works Day).
Rate Comparison — Surrounding Communities
Staff recently obtained a sample survey of street sweeping rates in nearby communities.
A common method of cost comparison in street sweeping services is known as a "per
curb mile" rate. It should be noted that when comparing costs for surrounding cities
there are other considerations to take into account. For instance, some cities require
additional cleaning services beyond only street sweeping, while some combine street
sweeping services with solid waste collection services. These variations may yield
differing rates depending on the services that are included. The rates of a few nearby
communities are listed below as a reference.
city
Curb Mile Rate
Azusa
$19.68
Diamond Bar
$13.55
El Monte
$15.38
La Canada Flintridge
$20.51
Rosemead
$17.84
San Gabriel
$27.82
West Covina
$21.05
As indicated in the chart, the City's per curb mile rate is currently within the range of
rates offered in nearby communities. Based on this comparison, it is not certain that the
City would realize cost savings in pursuing a formal request for proposal process.
Further, the City's proposed Fiscal Year 2014 budget contemplates the continuation of
street sweeping services at current rates. Any increases in rates would likely
necessitate the appropriation of additional monies to fund these services.
City Council Meeting
June 2, 2013
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FINANCIAL REVIEW
Funding for street sweeping services is provided through Gas Tax funds. In Fiscal Year
2013, approximately $175,000 was budgeted for these services.
ENVIRONMENTAL REVIEW
This project does not require environmental review.
PUBLIC NOTICE
This agenda item has been noticed through the regular agenda notification process.
Submitted by:
Chris Marcarello
Director of Public Works
Attachment 1: Maintenance Services Agreement — Street Sweeping Services
CITY OF ROSEMEAD
CONTRACT SERVICE AGREEMENT FOR STREET SWEEPING SERVICES
(ATHENS SERVICES)
AUTHORIZATION TO EXTEND AGREEMENT FOR TWO (2) YEARS
The Agreement that was made and entered into on the 26 day of May, 2010 by and
between the City of Rosemead, a municipal organization organized under the laws of
the State of California with its principal place of business at 8838 E. Valley Boulevard,
Rosemead, CA 91770 and Athens Services with its principal place of business at 5355
Vincent Avenue, Irwindale, CA 91706, is hereby extended from the period of July 1,
2013 through June 30, 2015. All existing provisions of the original agreement and
previous extension remain in effect.
Signed:
CITY OF ROSEMEAD
IN
Jeff Allred
ATHENS SERVICES
M
Date
Gary Clifford
Date