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AGENDA BILL Agenda Item No. 5(D) Date: October 21, 2014 To: El Cerrito City Council From: Garth Schultz, Operations + Environmental Services Division Manager Yvetteh Ortiz, Public Works Director/City Engineer Subject: Extend the Street Sweeping Maintenance Agreement with Universal Building Services through December 31, 2014 ACTION REQUESTED Adopt a resolution authorizing the City Manager to extend the City’s street sweeping maintenance agreement with Universal Building Services (UBS) for the period October 22, 2014 to December 31, 2014, for an additional amount not to exceed $15,324 bringing the total contract to an amount not to exceed $40,324 for Fiscal Year (FY) 2014-2015. DISCUSSION Per the terms of the City’s National Pollutant Discharge Elimination System (NPDES) Municipal Regional Permit (MRP), the City is responsible for keeping its streets, gutters, storm drains, creeks, and waterways free of trash, debris, and other pollutants. Trash, debris, and other pollutants on City streets can easily be mobilized by rain and wind to gutters and storm drain inlets, and end up in storm drains flowing to creeks and the San Francisco Bay. Regular sweeping of residential and commercial streets is an effective method of removing trash, debris, and other pollutants before they can enter the storm drain system. Following a 2009 public bidding process, the City Council approved an agreement (Resolution No. 2009-21) with UBS to provide street sweeping effective June 17, 2009, with the option for extensions through June 30, 2014. Subsequent to the June 30, 2014 contract end date, on the most recent extension, UBS agreed to continue providing street sweeping service to the City at a cost not to exceed $25,000 from July 1, 2014 through October 21, 2014, under the authority of the City Manager. This extension was made so that City staff could issue a Request for Proposals (RFP), select a provider, and negotiate and recommend to the Council an agreement to provide street sweeping services effective October 22, 2014 through June 30, 2020, without any interruption of street sweeping services. On August 29, 2014, the City issued an RFP for street sweeping services identical to those currently provided by UBS. The RFP was posted to the City’s website and ---PAGE BREAK--- Agenda Item No. 5(D) Page 2 directly provided to seven potential street sweeping companies including UBS. The City received three proposals from qualified companies by the September 30, 2014 due date for proposals. Staff originally anticipated that an agreement for services effective October 22, 2014 would be ready for Council consideration by the October 21 Council meeting; however, because the top two proposals received are very competitive, staff determined that more time would be necessary to correctly evaluate the top two proposals and enter into contract negotiations with the top ranked proposer. City staff has interviewed the top two proposers, and is currently in contract negotiations with the top ranked proposer, with the intention of seeking Council authorization to execute an agreement prior to December 31, 2014. In the meantime, UBS has agreed to continue to provide street sweeping services at its current rate of $6,720.51 through December 31, 2014, for a total FY 2014-2015 cost not to exceed $40,324. STRATEGIC PLAN CONSIDERATIONS Approval of the proposed extension is consistent with El Cerrito Strategic Plan Goal A – Deliver exemplary government services. Specifically, staff’s proposal of a short-term extension of the street sweeping maintenance agreement with UBS is in the spirit of the “increase productivity and efficiency by utilizing data-driven analysis to ensure appropriate resource allocation” and “maintain emphasis on providing excellent customer service” strategies listed in Goal A. These types of considerations require further analysis and review prior to recommendation of a new street sweeping maintenance agreement. ENVIRONMENTAL CONSIDERATIONS Approval of the proposed extension will have no substantial bearing on the City’s environmental footprint, as it is a short-term extension of existing services. Future staff reports pertaining to anticipated Council action on a new proposed street sweeping maintenance agreement to be effective January 1, 2015 will consider the environmental impacts of the proposed agreement and alternatives. FINANCIAL CONSIDERATIONS Funding for street sweeping maintenance services in the amount of $87,500 is available in the City’s Adopted FY 2014-2015 Budget in an allocation from the General Fund for Infrastructure Maintenance Services. If Council approves the extension to the UBS agreement, funding of $47,176 will remain available for street sweeping services from January 1, 2015 through June 30, 2015. Based on the street sweeping proposals received on September 30, the $47,176 in funds remaining on January 1, 2015 will be sufficient to cover street sweeping expenses for the latter half of FY 2014-2015. LEGAL CONSIDERATIONS The City Attorney has reviewed the proposed action and found that legal considerations have been addressed. ---PAGE BREAK--- Agenda Item No. 5(0) Reviewed by: Scott Hanin, City Manager Attachments: 1. Resolution Page 3 ---PAGE BREAK--- Agenda Item No. 5(D) Attachment 1 RESOLUTION 2014–XX A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO AUTHORIZING THE CITY MANAGER TO EXTEND THE STREET SWEEPING MAINTENANCE AGREEMENT WITH UNIVERSAL BUILDING SERVICES BETWEEN OCTOBER 22, 2014 AND DECEMBER 31, 2014, IN AN AMOUNT NOT TO EXCEED $15,324 BRINGING THE TOTAL CONTRACT TO AN AMOUNT NOT TO EXCEED $40,324 FOR FISCAL YEAR (FY) 2014-2015 WHEREAS, per the terms of the City’s National Pollutant Discharge Elimination System (NPDES) Municipal Regional Permit (MRP), the City of El Cerrito (City) is responsible for keeping its streets, gutters, storm drains, creeks, and waterways free of trash, debris, and other pollutants; and WHEREAS, trash, debris, and other pollutants on City streets can easily be mobilized by rain and wind to gutters and storm drain inlets, and end up in storm drains flowing to creeks and the San Francisco Bay; and WHEREAS, regular sweeping of residential and commercial streets is an effective method of removing trash, debris, and other pollutants before they can enter the storm drain system; and WHEREAS, following a 2009 public bidding process, the City Council approved Resolution No. 2009-21, an agreement with Universal Building Services (UBS) to provide street sweeping effective June 17, 2009 with the option for extensions through June 30, 2014; and WHEREAS, subsequent to the June 30, 2014 end date on the most recent extension, UBS agreed to continue to provide street sweeping services to the City at a cost not to exceed $25,000 from July 1, 2014 through October 21, 2014 under the authority of the City Manager; and WHEREAS, this was done so that City staff could issue a Request for Proposals (RFP), select a provider, and negotiate and recommend to the Council an agreement to provide street sweeping services effective October 22, 2014 through June 30, 2020, without any interruption of street sweeping services; and WHEREAS, on August 29, 2014, the City issued an RFP for street sweeping services identical to those currently provided, which was posted to the City’s website and directly provided to seven potential street sweeping companies including UBS; and WHEREAS, the City received three proposals from qualified companies by the September 30, 2014 due date for proposals; and WHEREAS, City staff has interviewed the top two ranked proposers and is currently in contract negotiations with the top ranked proposer, with the intention of seeking Council authorization to execute an agreement prior to December 31, 2014; and ---PAGE BREAK--- Page 2 WHEREAS, UBS has agreed to continue to provide street sweeping services at its current rate of $6,720.51 through December 31, 2014, for a total FY 2014-2015 cost of $40,324; and WHEREAS, funding for street sweeping maintenance services in the amount of $87,500 is available in the City’s Adopted FY 2014-2015 Budget in an allocation from the General Fund for Infrastructure Maintenance Services; and WHEREAS, funding of $47,176 will remain available for street sweeping services from January 1, 2015 through June 30, 2015 if the Council approves the proposed agreement extension with UBS; and WHEREAS, based on the street sweeping proposals received on September 30, the $47,176 in funds remaining on January 1, 2015 will be sufficient to cover street sweeping expenses for the latter half of FY 2014-2015. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of El Cerrito, that it hereby authorizes the City Manager to extend the street sweeping maintenance agreement with Universal Building Services between October 22, 2014 and December 31, 2014 in an additional amount not to exceed $15,324 bringing the total contract to an amount not to exceed $40,324 for FY 2014-2015. BE IT FURTHER RESOLVED, that this Resolution shall become effective immediately upon passage and adoption. I CERTIFY that at a regular meeting on October 21, 2014 the City Council of the City of El Cerrito passed this Resolution by the following vote: AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on October X, 2014. Cheryl Morse, City Clerk APPROVED: Janet Abelson, Mayor