The URL can be used to link to this page

Home My WebLink AboutStaff Report 2504-4545CITY OF PALO ALTO CITY COUNCIL Tuesday, June 17, 2025 Council Chambers & Hybrid 5:30 PM Agenda Item 6.Approval for the City Manager or their Designee to Execute Contract No. C25194016 with SCA of CA, LLC, Utilizing Sourcewell Cooperative Contract No. 062421-SWP, to Procure Services for the Sweeping of Residential and Commercial Streets for a Period of Five Years for a Total Not-to-Exceed Amount of $9,883,850; CEQA Status – Not a Project City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: June 17, 2025 Report #:2504-4545 TITLE Approval for the City Manager or their Designee to Execute Contract No. C25194016 with SCA of CA, LLC, Utilizing Sourcewell Cooperative Contract No. 062421-SWP, to Procure Services for the Sweeping of Residential and Commercial Streets for a Period of Five Years for a Total Not- to-Exceed Amount of $9,883,850; CEQA Status – Not a Project RECOMMENDATION Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Contract No. C25194016 with SCA of CA, LLC, utilizing Sourcewell Cooperative Contract No. 062421-SWP to procure street cleaning services for a 5-year term (July 1, 2025 to June 30, 2030) with a Year 1 annual amount of $1,658,772 and 4% annual increases rate for a total amount Not-to-Exceed $9,883,850, which includes $8,985,318 for basic services and $898,532 for additional services. BACKGROUND The Public Works Department’s Public Services Division is responsible for the maintenance of most City-owned facilities and public areas, including the annual sweeping of over 18,000 curb miles of roadways within the City. Street sweeping keeps the community clean and safe by removing dirt, fine metals, petroleum products, vegetation, and other debris that regularly collect on the streets and bike lanes. This routine maintenance prevents pollutants from entering storm drains, which ultimately discharge into local creeks and the San Francisco Bay. Keeping the storm drains clear not only helps to reduce pollution but also reduces the likelihood of flooding during heavy rain. SCA of CA, LLC1, the current contractor, has provided reliable sweeping services to the City over the past ten years, meeting City staff standards for quality and responsiveness. Their personnel 1 SCA of CA, LLC, Street Sweeping Contract Amendment No. 1 C20177684A; https://www.paloalto.gov/files/assets/public/v/1/public-works/public- services/contracts/c20177684a_sca_amend-1-fully-executed.pdf have demonstrated flexibility in accommodating service requests and have been effective in addressing concerns raised by City staff and residents. ANALYSIS 2, also known as the Municipal Regional Permit (MRP), requires the City to use an effective approach to reduce trash from entering the City’s storm water system. Street sweeping is an accepted service to reduce trash generation and meets the requirements of the MRP. In the absence of a contractor, the City would be required to hire additional staff and purchase additional equipment to provide sweeping services in-house. This is estimated to include hiring five staff members and purchasing five street sweepers. on March 24, 2025, and received it on April 11, 2025. 3, and included an increase for both Department of Industrial Relations (DIR) and Consumer Price Index (CPI) adjustment for the extension period. The newly proposed 2025- 2030 Street Sweeping Contract will not include a price increase for the first year (see Table 1). 2 Municipal Regional Stormwater NPDES Permit, May 11, 2022; https://www.waterboards.ca.gov/sanfranciscobay/board_decisions/adopted_orders/2022/R2-2022-0018.pdf 3 SCA of CA, LLC, Street Sweeping Contract Amendment No. 2; https://www.paloalto.gov/files/assets/public/v/1/public-works/public- services/contracts/c20177684a_sca_amend2_3.24.2025_docusign.pdf After the first year of the contract, a 4% price increase will be added to each subsequent contract year (see Table 2). 4 Table 1: Comparison of contract rate schedules Sweeping Categories Annual Quantity 2020-2025 Contract Rate 2025 Contract Extension Rate 2025-2030 Proposed Rate, Year 1 Residential and Light Commercial (Task 1) 13,617.28 Curb Miles $79.50 $83.48 $83.48 University Downtown (Task 1)2,052.33 Curb Miles $79.50 $83.48 $83.48 California Downtown (Task 1)1,679.18 Curb Miles $79.50 $83.48 $83.48 El Camino Real (Task 1)971.73 Curb Miles $79.50 $83.48 $83.48 Sweeping Services for Protected Bike Lanes & Other Obstructed Areas (Task 3) 250 Hours $200.00 $225.00 $225.00 Non-Routine (Task 4)250 Hours $200.00 $225.00 $225.00 Emergency Service (Task 4)75 Hours $200.00 $225.00 $225.00 Table 2: Compensation by contract year Year Sweeping Services Contract Year 1 $1,658,772 Contract Year 2 $1,725,122 Contract Year 3 $1,795,001 Contract Year 4 $1,865,892 Contract Year 5 $1,940,528 Total $8,985,318 FISCAL/RESOURCE IMPACT 4 SCA of CA, LLC Street Sweeping Contract No. C25194016; https://www.paloalto.gov/files/assets/public/v/1/public-works/public-services/contracts/c25194016-sca-of- ca_street-sweep-svc_halfexecv2.pdf The funding breakdown for Year 1 is as follows: •Refuse Fund: $1,347,266 •University Avenue Parking District Fund: $171,329 •California Avenue Parking District Fund: $140,178 STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENT APPROVED BY: