The URL can be used to link to this page

Home My WebLink AboutC27550 - Parking Lot Sweeping 4 City-owned Parking Lots CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: Reject All Bids for Parking Lot Sweeping Services, Re-Bid the Contract without Alternative Fuel Requirements, and Extend the Contract with M & M Street Sweeping for a Period of Three Months SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works DATE: July 10, 2008 ATTACHMENT: Bid Proposals; Letter from M & M Sweeping Recommendation: By Minute Motion: 1.) Reject all bids for sweeping services for City-owned parking lots; 2.) Direct staff to re-bid the contract, eliminating the alternative-fuel sweeper requirement; 3.) Extend the current contract with M & M Sweeping Services on a month-by- month basis at a monthly rate of$895.00 for a period of three months; and 4.) Authorize the Finance Department to issue a purchase order to M & M Sweeping Services for $2,685.00. Discussion: In 2006 and 2007, Public Works staff renewed the contract with M & M Sweeping Services for City-owned parking lots. The current parking lot sweeping contract consists of services for Presidents Plaza, Presidents Plaza 3, and Entrada Del Paseo for a total of$10,020 a year. For Fiscal Year 2008-2009, staff bid out the parking lot sweeping services and added the Civic Center, Sheriff Station, Park View Building, YMCA and Parks & Recreation Center parking lots to the contract. In keeping with the City's philosophy of "green operations" to the furthest extent possible, the bid specifications required the use of alternative-fuel street sweepers. On June 12, 2008, sealed bids were opened for sweeping services for City-owned parking lots. Eleven bid packages were distributed to known providers; only two bidders responded, with the following results: Black & White Sweeping Services, La Quinta, CA Non-Responsive All American Sweeping Service, Thousand Palms, CA $59,040 Reject All Bids Parking Lot Street Sweeping Services Page 2 of 2 July 10, 2008 Black & White Sweeping Services did not meet the requirements as stated on the bid package and is therefore considered non-responsive. All American Sweeping Service met the requirements. Their alternative-fuel sweeper uses B-5 bio-diesel, a blend of 5% bio-diesel and 95% petrodiesel. However, All America's bid is extremely high at $59,040. In order to provide an accurate comparison, staff separated the Presidents Plaza, Presidents Plaza 3, and Entrada Del Paseo portions of the All American bid from the parking lots added this year, and found a significant difference. M & M Sweeping is currently charging $10,020 per year; the All American Sweeping bid for the same locations is $42,960 a year. The response received to the request for alternative-fuel sweepers appears to make such a requirement cost-prohibitive. The existing agreement with M & M Sweeping contains a provision that it may be extended to such later date as may be agreed in writing between parties. M & M Sweeping, Inc. has indicated in writing its willingness to provide such a short-term service for the rate of $895 per month; a three-month term would cost $2,685.00. Funds are available in account number 110-4310-433-3320. Therefore, Public Works staff recommends that City Council reject all bids and direct staff to re-bid the contract without the requirement for an alternative-fuel sweeper, extend the current contract with M & M Sweeping Services for a period of three months, and authorize the Finance Department to issue a purchase order to M & M Sweeping Services in the amount of$2,685.00. Submitted By: Department Head: � ,r'" � J,,,'' , , �' 1.�''°�.._�--, �..�' f �.i - � Carlo's ernandez � Mark reenwood, P.E. Maintenance Service Manager Director of Public Works Approva • � �� - Homer Croy Paul i son ACM for Dev opt�ient Services Fina c Dir r �'ITY CC3UNCIL �'ION: APPROVED DENTED RECEIVED QTHER .. —�i�3� ��,E . � , , Carlos L. Ortega Ay�;,;�f-er r.csc� �n�r K � �� . ,�� City Manager ��s: n� • ��.L7.3�NT: � � CH/dhl �..�r�.¢'S.�i.W a` ,J�i � . ... . ... .r"�.:e.,.r�. ��`��`��TT� k�Ym�n'te� ��, ��.�� »o�"�,�'�.�.3.� OY2 �g.��t G�T�. C".'i'P�r r'°;��,-e. a ,. �^,�r ... ,,,, ,.,,,,,,e �� uo-�o-cuuo 1 b!1 H G27550 PROPOSAL FOR FURNISHING PARKING LOT SWEEPING SERVICES TO THE CITY OF PALM DESERT The undersigned declares that they have carefully examined the Specifications accompanying the Invitation to 8id; ane thoroughly familiar with the contents thereof; are authorized to represent the bidding firm; and propose services to Palm Desert. Bid ltems: Weekly parlcing lot sweeping senrices for the foltowing lacations described in said Specificatians, which are made a part of this proposal: President's Plaza $ ��y� ^ month President's Plaza 3 a 1/�o manth Enhada Del Paseo a f� �0 month Civic Center, Sheriff Station, Pa�lcview ._ I Building, YMCA, Parks � Rec. Center a �3 y� month Total $ �y� X 12 = a ��. ��U Day and approximate time sweeping will be perfom�ed: A 3: 3�� ,��I �:-ooAr� co�vc��a ^ M � �� Equipment and alternative fuel to be used {make, model, year): 7—vih�'O Ej'O� l`�� Business Name: /-�// �ME�/C'qnl �'��'T SE2 V�ti Phone Number: �7 -Z�l-`� � � a Number. 760 - 28S - Z 3�� Signature of Bidder: � �2 C2?550 PROPOSAI FOR FURNISNING PARKING 4QT SNfEEPING 3ERVICE3 TO THE CITY UF PALM DEBERT The uncisrs�gned declares that they have carafufly examined th� Specifications accomaanying the Invitation to Bi�; are thor�ughly famiiiar w�th the r,ontents t�!ere;�f; ar? 3.�ih�riz�ad to repr�serrt the bidd�;�g fi�m: and p�opose senrices io P��m Dese�t. 3id ltems. Vti�eekly pa�lcing iot sw•eeping services for the following locat;ons �escr�bed in � sa�d Specifications, which are rnade a part of zhis proposal: �resident s Pfaza a_ _�q�• C,1Q month Fres�dent's Plaza � $ 5��. �D month Er�trada Del Paseo 5 ��• � rnonth Civic �enter, 5heriff Station, Parkview Buitdiny, ti'MCA, Parks 8 Rec. Genter $_��. (�(� mcnth � /� � Totai $� / �• [�X �?_ _ $�� 1 , Day and approx+mate lime sweep�n will be pesformed:_.�r� SiO Qn+S 1��_�� Ctt�d �'cn-ITC GL � �¢. S�c1 P�L�� I A�?l�/ll S C� _C�S- ��!J� �E�L�r. ��vr �$. �e w.��n ,� r�0�vn S,vo�.�L. �yuipment an;i alternative fue� tQ be used (maxe, rnoCel. yFar)'L��'C�?��Z e 3 33 � R r -fi �n�l�. �'�tLr��2�uv�� _.i�1-�o C�r�(�a,�- � �S.yi�� T`�-"�-�-�__�-�S . �!-t�� P-r►-t�o � Cvmpl,�..w#. ��sc.0 �.u�Q. ac_k v� sw�e,�,e�- , 8 � �� .S � � ! E�stress Name: IQC� 1Z�� G�J _� ,��ry �p�� .Q—�.D� ��r.�a-- �,�---._� � se��__�._ F'roi� Number C f�pv1 775— S��/�___Fax Numb�r: ..��0)__ �T�5`S��Z— I S�gnatvrc� af 6rdder. _ � � _-- -----_! � n ��----- � f I i � i? i i Jul 02 0F; 11:403 IWO SWEEPING (760) 3'13-1125 M&M SWEEPING, Inc. July 2, 2008 Mr. Carlos Hernandez City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 Dear Mr. Hernandez: CoNIlL.e lick\ • R.Sid! N• (-.Jrelvlf r.(.in,E PC) Box818 Thousand Palms, CA 92276-0378 Tel (760) 343.3003 Fax (76G) 343.1125 Cell (760) 250•4053 or (858) 382.0992 M&M Sweeping, Inc. will continue to sweep the 3 current properties: President's Plaza, President's Plaza 3, & Entrada. del Paseo, on a month- to- month basis for $895/mo. Although our normal short-term rates would be higher we wanted to respect the fact that we have worked with the city for such a long time and hope to continue in the future. So we reduced the rate to help you in the short term. Please confirm your desire to continue this arrangement so that we may dispatch our truck accordingly. Richard Juge III, President 1