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HomeMy WebLinkAboutC22560 CleanStreet - Expand ContractContract No. C22560 CITY OF PALM DESERT PUBLIC WORKS STAFF REPORT REQUEST: Defer the Purchase of a New Street Sweeper and Expand the Existing Sweeping Contract With CleanStreet SUBMITTED BY: Tom Bassler, Maintenance Services Manager DATE: August 26, 2004 ATTACHMENT: Memorandum dated August 2, 2004 Letter from CleanStreet Recommendation: By Minute Motion: 1) Defer the purchase of a new street sweeper and reject the bid received from GCS Western Power and Equipment. 2) Expand the current residential street sweeping contract with CleanStreet to include biweekly sweeping of all maintained city streets at the current rate of $26.95 per curb mile. Discussion: A replacement street sweeper is included in the 04/05 budget and the city has received a bid from GCS Western Power & Equipment of $193,000 for the equipment specified. During the bidding process, a situation came to staffs attention that is outlined in the attached August 2, 2004 memorandum to the Director of Public Works. In brief, there is a water quality issue concern with the city's equipment wash area because the street sweeper is now again utilizing this as the primary wash location. The materials that are washed from the sweepers chassis, gutter brooms and debris hopper cannot be properly filtered through the existing two -stage water clarifier and the water reintroduced into the ground from the clarifier's seepage pit will exceed water quality test standards. This situation previously occurred prior to the city utilizing the dump and wash facility that was established by SunLine Services Group for the Regional Street Sweeping Program and now no longer in operation. G:'PubWorks\Staff Reports12004V+ugust 261Street Sweeper Purchase SR.doc Contract No. C22560 Staff Report — Defer the purchase of a new street sweeper and expand the existing sweeping contract with Cleanstreet Page2of2 August 26, 2004 The short-term solution is to contract all street sweeping services until an appropriate wash facility is available. The expanded Corporation Yard will have a new vehicle and equipment wash area, which will be compliant to meet all of our needs. The cost of the increased contract services will be about $130,000 for the balance of the fiscal year and an offsetting operational savings of about $100,000 would be realized. It is recommended that the sweeper purchase be deferred and expand the scope of the existing sweeping contract with CleanStreet to include the balance of the city's public streets. Submitted By: om Bassler Maintenance Services Manager Approval: Department Head: Michael Erran Director of Public Works ent Services Finance Director City Manager G:1PubWorkslStaff Reporfs12004SAugust 261Street Sweeper Purchase SR.doc CITY COUNCIL}(CTION: APPROVED ✓✓ DENIED.M...._ RECEIVED OTHER, MEETI �� �'-�r./•� AYES: �� C s �,•« .t_ i��, NOES: ABSEN : ABSTAIN:: VERIFIED BY: Original on File wit1VCity Clerk's Offic CITY OF PALM DESERT PUBLIC WORKS INTEROFFICE MEMORANDUM To: Michael Errante, Director of Public Works From: Tom Bassler, Maintenance Services Manager Date: August 2, 2004 Subject: Street Sweeping — Equipment Replacement For Fiscal Year 04-05, we are in the process of replacing our primary street sweeper. This decision has been in the works for some time and currently a replacement sweeper is out to bid. Recently a situation came to my attention that is recreating a serious problem that affects our wash out area its continued permitted operation. At the end of each days sweeping, the street sweeper is being completely washed out at our facility. Many years ago we followed this same procedure, which resulted in too much residual contaminated sweeping debris entering our clarifier and the water in the ground seepage pit exceeded acceptable water quality standards. Fortunately, at that time, SunLine was the CVAG Regional Street Sweeping Program contractor and we were able to utilize their dump and washing area on a fee basis and we were able to clean up our wash area and clarifier with water quality returning to an acceptable quality level. Since the CVAG sweeping program has changed contractors, there is a change to our procedures and we are back to the old ways again, doing the final clean out and complete washing of our street weeper at our facility. The reintroduction of the street sweeper cleanout is more than the water clarifier system can accommodate and maintain an acceptable water quality standard. To continue through the end of the year will more than likely result in the Toss of our operating permit and all equipment washing activities will stop along with the ability to properly maintain the street sweeper. There is both a long and short-term solution to this situation. Long term is that a compliant wash facility is planned for the Corporation Yard expansion project and to be operational mid-2005. The short-term solution is to contract out the remainder of the residential streets to CleanStreet who is currently performing residential sweeping in the areas north of the Whitewater Storm Channel. This will take our existing street sweepers out of service until we are capable of properly handling all aspects of debris disposal. I recently talked with Jere Costello, CEO of CleenStreet and was assured they had the equipment and staff to expand the existing contract to include the entire city. The contract curb mile rate is $26.95, which is about $5.50 per curb mile less than the last cost calculated for city provided service. The contract service would be for approximately an additional 115 curb miles a week for 40-42 weeks resulting in a contract increase of about $130,000. However, we would realize a savings of about $100,000 over that same time period by not operating a street sweeper. One of the ongoing expenses that would not be offset is the salary of the sweeper operator. This employee would perform other duties within the Street Maintenance Division, which has more than enough work to accomplish. As mentioned at the beginning of this memorandum, we are in the process bidding for the purchasing a new replacement street sweeper. The cost will be about $200,000 with a $20,000 reimbursement grant from the South Coast Air Quality Management District (SCAQMD). Under the current circumstances, I am recommending not purchasing a new sweeper at this time. I realize that these recommendations may seem like a drastic measures and a complete 180-degree change from what was planned, however, if we are forced to close down our wash facility due to unacceptable water quality, street sweeping operations and other aspects of the city's overall operation will be hindered or in jeopardy. Cc: Homer Croy, ACM for development Services Mark Greenwood, City Engineer Carlos Hernandez, Streets Maintenance Supervisor CleanStreet Cleaning Your Environment July 28, 2004 Mr. Tom Bassler Public Works Department CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 Re: Street Sweeping Services Dear Tom, This letter comes as confirmation of our willingness to provide street sweeping services for the City of Palm Desert at our current price of $26.95 per curb mile. We are ready to begin providing these services throughout the city in September 2004. All other terms and conditions of our present agreement shall remain the same. Please call if you have any questions regarding this proposal. S' - rely yo s, tti ostello 1937 West 169th Street, Gardena, California 90247 CleanStreet.com E-mail: info@CleanStreet.com (800) 225-7316 Fax: (310) 538-8015