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Home My WebLink AboutC32721 Extention Parking Lot Sweeping ServicesContract No. C32721 \/\ F CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE SECOND AMENDMENT TO CONTRACT NO. C32720, THE FIRST ONE-YEAR EXTENSION WITH CLEANSTREET FOR PARKING LOT SWEEPING SERVICES, IN THE AMOUNT OF $34,962.24. SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: CleanStreet cn MEETING GATE_ y�a��—c��J 1937 W. 169 Street Gardena, CA 90247 �(CM T ID;UCO TO STAFF TO EXPLORE OTHI ALTERNATIVES. DATE: April 23, 2015 El PASSEB TO 2KID Fw,4�1f�u CONTENTS: Second Amendment to Contract (C32721) Letter from Cleanstreet Recommendation By Minute Motion: Approve Second Amendment to Contract No. C32720, the first one- year extension with CleanStreet for Parking Lot Sweeping Services, in the amount of $34,962.24; and 2. Authorize the Mayor to execute the amendment. Funds are available in the various building and business improvement district accounts. Background On May 9, 2013, City Council awarded Contract No. C32720 for Parking Lot Sweeping Services to CleanStreet. This is a two year contract that commenced on July 1, 2013, in the amount $38,104.56 per year. A clerical error resulted in the total cost for the two year contract being reflected as $72,209.12 rather than the correct amount of $76,209.12. Therefore, on August 28, 2014, City Council approved Amendment No. 1 to correct this error. Presidents Plaza East/West is a Property and Business Improvement District (PBID) and the City of Palm Desert has acted as a property manager for the area since the mid 1980s. Property owners paid the City through their tax bills to fund the operations of their property that included: landscaping/lighting maintenance services, waste services, street sweeping and minor maintenance to the parking area. Staff Report Second Amendment to Contract No. C32721 for CleanStreet Page 2 of 2 April 23, 2015 PBID runs in five-year cycles, requiring owners to re -ballot at the conclusion of a cycle; therefore, staff began the formal process of re-forming the PBID in early 2013. Ballots were sent out to the property owners, and at the City Council meeting of August 22, 2013, the ballots were opened and the vote resulted in 63% voting not to reform the district. As a result, the City no longer funds maintenance operations for this parking area. Staff planned a way to utilize the remaing funds in the most efficient way until a new management approach is found. To meet this goal, staff reduced the services provided, including the parking lot sweeping from twice a month to once a month. Based on the reduced services, CleanStreet reduced their monthly price by $302.08 for the remainder of the contract agreement from October 1, 2013 through June 30, 2015. The reduction of the monthly price reduced the annual contract amount to $34,479.60. CleanStreet's performance has met City standards and they have agreed to the first one-year extension contract commencing July 1, 2015, and expiring June 30, 2016. However, due to the increase in debris disposal and fuel, they are requesting an increase by the preceding year's CPI rate of 1.4% ($482.71 per year); staff finds the request to be reasonable. Including the CPI rate increase and reduction of services to Presidents Plaza East/West, the contract price will be $34,962.24 per year ($2,913.52 per month). Fiscal Analysis This is an on -going maintenance activity with no fiscal impact beyond the contract amendment. Prepa i rn'anaiez a. ce Services Manager Paul S. Gibson, Director of Finance J?I M. Wohlmuth, City Manager r` Depa Mark Gre n ood, P.E. Director olf Plublic Works CONTRACT NO. C32721 SECOND AMENDMENT TO AGREEMENT WHEREAS, the City of Palm Desert ("City") and CleanStreet, Inc., ("Contractor"), entered into an agreement, dated May 9, 2013, for parking lot sweeping services ("Agreement"), the parties wish to amend the Agreement effective July 1, 2015. NOW, THEREFORE, the parties agree as follows: A. Term is amended to add the following paragraph to the end of the existing section, as amended. "The term of this Agreement is extended, and shall include the time period from July 1, 2015, through June 30, 2016." B. The Amount of the contract will decrease by the sum of three thousand one hundred forty-two dollars and 32/100 ($3,142.32) to reduce the monthly service to Presidents Plaza East/West and include a 1.4% CPI rate increase; a total annual contract price of $34,962.24. C. All other terms and conditions of the Agreement shall remain unchanged, and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the 23rd day of April 2015. CITY OF PALM DESERT A Municipal Corporation Susan Marie Weber City of Palm Desert Attest: Rachelle D. Klassen, City Clerk CITY OF PALM DESERT, CALIFORNIA Approved as to Form: David J. Erwin, City Attorney CLEANSTREET, INC. Contractor Approved as to Content: Mark Greenwood, P .E. Director of Public Works CONTRACT NO. C32721 CONTRACTOR NOTARY ACKNOWLEDGMENT A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California ) } SS County of Riverside ) On , 20 before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature (Seal) EClear6treet C'elr.rq V3ur EnVonmen; February 25, 2015 Mr. Carlos Hernandez Maintenance Services Manager City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Email: chernadez(a.cityofpalmdesert.org Dear Carlos, CleanStreet would like to extend its sweeping contract with the City of Palm Desert. Due to increases in debris disposal and fuel, we are requesting an increase by the preceding year's CPI rate of 1.4%. We appreciate your business very much and hope to continue our excellent working relationship for years to come. Please feel free to give me a call if you have any questions or comments. Sincerely, CLEANSTREET Rick Anderson Director of Business Development Cell: (310) 740-1601 Office: (800) 225-7316 x108 1937 West 169`h Street, Gardena, California 90247 (800) 225-7316 x108 C1eanStreet.com E-mail: rnderson@cleanstreet.com Fax: (310) 538-8015 Contract No. C32721 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: APPROVE SECOND AMENDMENT TO CONTRACT NO. C32720, THE FIRST ONE-YEAR EXTENSION WITH CLEANSTREET FOR PARKING LOT SWEEPING SERVICES, IN THE AMOUNT OF $34,962.24. SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: CleanStreet 1937 W. 169t" Street Gardena, CA 90247 DATE: May 14, 2015 CONTENTS: Second Amendment to Contract (C32721) Letter from Cleanstreet Location Maps Photos of Civic Center Parking Lot Taken on April 30, 2015 Recommendation By Minute Motion: 1. Approve Second Amendment to Contract No. C32720, the first one- year extension with CleanStreet for Parking Lot Sweeping Services, in the amount of $34,962.24; and 2. Authorize the Mayor to execute the amendment. Funds are available in the various building and business improvement district accounts. Background On May 9, 2013, City Council awarded Contract No. C32720 for Parking Lot Sweeping Services to CleanStreet. This is a two year contract that commenced on July 1, 2013, in the amount $38,104.56 per year. A clerical error resulted in the total cost for the two year contract being reflected as $72,209.12 rather than the correct amount of $76,209.12. Therefore, on August 28, 2014, City Council approved Amendment No. 1 to correct this error. This contract covers 14 parking lots shown on the attached maps. The Presidents Plaza East/West Property and Business Improvement District (PBID) failed to fund the extension of their operations assessment, therefore, service has been reduced to once Staff Report Second Amendment to Contract No. C32721 for CleanStreet Page 2 of 2 May 14, 2015 per month, with the cost reduced proportionately. All other parking lots are swept twice per month. The National Pollutant Discharge Elimination System (NPDES) permit requires the reduction of pollutants by Source Control Best Management Practices (BMPs). We are required to implement Source Control BMPs and street/parking lot sweeping is considered one of the most effective methods to achieve compliance. The NPDES also requires reduction of litter accumulation, which street/parking, lot sweeping also accomplishes. Furthermore, the South Coast Air Quality Management District (SCAQMD) requires that sediment be removed from paved public roadways, and the SCAQMD considers street/parking lot sweeping to be a BMP to achieve compliance. In an effort to quantify the effectiveness of parking lot sweeping, staff will require the vendor to submit weight tickets for material collected from our lots. This will provide data on which future sweeping decisions can be made. CleanStreet has agreed to the first one-year extension July 1, 2015, and expiring June 30, 2016. However, d disposal and fuel, they are requesting an increase by the 1.4 percent ($482.71 per year); staff finds the request to CPI rate increase and reduction of services to Presidents price will be $34,962.24 per year ($2,913.52 per month). Fiscal Analysis of the contract commencing ue to the increase in debris preceding year's CPI rate of be reasonable. Including the Plaza East/West, the contract This is an on -going maintenance activity with no fiscal impact beyond the contract amendment. Prepared Carlos HemAndez Maintenancb Services Manager Paul S. Gibson, Director of Finance n M. WohlmM, City Manager Mark G�e jwood, P.E. Director of ublic Works CONTRACT NO. C32721 SECOND AMENDMENT TO AGREEMENT WHEREAS, the City of Palm Desert ("City") and CleanStreet, Inc., ("Contractor"), entered into an agreement, dated May 9, 2013, for parking lot sweeping services ("Agreement"), the parties wish to amend the Agreement effective July 1, 2015. NOW, THEREFORE, the parties agree as follows: A. Term is amended to add the following paragraph to the end of the existing section, as amended. "The term of this Agreement is extended, and shall include the time period from July 1, 2015, through June 30, 2016." B. The Amount of the contract will decrease by the sum of three thousand one hundred forty-two dollars and 32/100 ($3,142.32) to reduce the monthly service to Presidents Plaza East/West and include a 1.4% CPI rate increase; a total annual contract price of $34,962.24. C. All other terms and conditions of the Agreement shall remain unchanged, and shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the 14th day of April 2015. CITY OF PALM DESERT A Municipal Corporation Susan Marie Weber City of Palm Desert Attest: Rachelle D. Klassen, City Clerk CITY OF PALM DESERT, CALIFORNIA Approved as to Form: David J. Erwin, City Attorney CLEANSTREET, INC. Contractor Approved as to Content: Mark Greenwood, P .E. Director of Public Works CONTRACT NO. C32721 CONTRACTOR NOTARY ACKNOWLEDGMENT A Notary Public or other officer completing this certificate verifies only the identity of the individual who signed the document, to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California } } SS County of Riverside } On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature (Seal) February 25, 2015 Mr. Carlos Hernandez Maintenance Services Manager City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Email: chernadezCa)-a) Dear Carlos, CleanStreet would like to extend its sweeping contract with the City of Palm Desert. Due to increases in debris disposal and fuel, we are requesting an increase by the preceding year's CPI rate of 1.4%. We appreciate your business very much and hope to continue our excellent working relationship for years to come. Please feel free to give me a call if you have any questions or comments. Sincerely, CLEANSTREET /� Rick Anderson Director of Business Development Cell: (310) 740-1601 Office: (800) 225-7316 x108 1937 West 169`h Street, Gardena, California 90247 (800) 225-7316 x108 C1eanStreet.com E-mail: randerson@cleanstreet.com Fax: (310) 538-8015 Palm Desert Civic Center Parking Lots Civic Center City Hall Parking Lot +/- 149,104 Civic Center Park Parking Lot +/- 221,167 Aquatic Center Parking Lot +/ - 67,347 Park View Office Complex Parking Lot +/- 90,569 e VICINITY MAP Entrada del Paseo Parking Lot +/- 118,079 SQ FT 0 > EO) VICINITY MAP Freedom Park Parking Lot +/- 93,828 SQ FT e VICINITY MAP Hovley Soccer Park Parking Lot +/- 132,066 SQ FT VICINITY MAP E - Taw rm r" FJr „''" .1 •'n 1. 'lY '047 Ng 10 1, b ^.$'y� '',y,. 9 ♦ � "t oaf"„ '-m y iM^^ � +�. J •� �$ b m� q ' A.S yyy. .� . /y A x s bw „ a• jo �'�}='�" �"�� Ja eta*� 7;�,"•ry' 'fir �-'� } r a' �':c*'aye r x .� �- "A9 ,i3 .a 9 "° ,. ,. 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