Title
a. Approve Amendment No. 1 to the Standard Agreement with Accent Clean and Sweep, Inc. to continue to provide services associated with operated street sweeping services meeting the State-mandated National Pollution Discharge Elimination System (NPDES) Storm Water Permit (Request for Proposals No. 59000), in the amount of $314,088 for a total amount not to exceed $414,088, for a term to September 1, 2018; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to the Standard Agreement and future amendments to this Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 1 to the Standard Agreement with Accent Clean and Sweep, Inc. to continue to provide services associated with operated street sweeping services meeting the State-mandated National Pollution Discharge Elimination System (NPDES) Storm Water Permit (Request for Proposals #59000), in the amount of $314,088 for a total amount not to exceed $414,088, for a term to September 1, 2018; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to the Standard Agreement and future amendments to this Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/DISCUSSION:
Street sweeping is a service traditionally performed by Resource Management Agency-Public Works (RMA-PW) staff and is State-mandated as part of the County’s National Pollution Discharge Elimination System (NPDES) Storm Water Permit. This Permit requires the County to sweep roads within designated urbanized areas twice annually - once in the spring and once in the fall - and is intended to reduce pollution entering storm drain systems.
This required two (2) road maintenance workers to be temporarily reassigned from road maintenance activities to operate the two (2) County owned street sweepers. Over the past five (5) fiscal years (FY), FY 2010-11 to FY 2014-15, the cost of providing this service increased from approximately $96,000 to $331,000. This was attributed to the new NPDES Storm Water Permit increasing sweeping mileage by forty-four percent (44%). In FY 2014-15 RMA-PW received one-time funding for street sweeping in the amount of $150,000 for the increase in NPDES street sweeping mileage. In FY 2015-16, while an augmentation request was made for street sweeping, no additional funds were approved by the Board.
In order to find a more efficient method for providing this mandated service, RMA-PW issued a Request for Proposals (RFP) #59000 in the summer of 2015 for State-mandated National Pollution Discharge Elimination System (NPDES) Storm Water Permit operated street sweeping services. Accent Clean and Sweep, Inc. (Accent) was selected through a competitive selection process in accordance with County policies to provide these services for a term of three (3) years with the option to extend for two (2) additional one (1) year terms, a one-time inflation adjustment of five percent (5%) in the third year of $4,854 at an annual cost of $97,078 for a total of $296,088. Anticipated expenditures for overseeing the contract are estimated at $75,000 for three (3) years ($25,000/year) resulting in potential savings of $208,000/year. These costs include inspections, contract management and clerical support.
On September 8, 2015, the Contracts/Purchasing Officer executed a Standard Agreement (SA) with Accent in the amount of $100,000 allowing operated street sweeping services for the NPDES permit to start before the fall deadline, as required by the Permit, for a term from September 1, 2015 to September 1, 2018. Amendment No. 1 will allow for continued services associated with operated street sweeping services and increase the SA by $314,000 for a total amount not to exceed $414,088. No existing positions are impacted and road workers will not need to be temporarily reassigned from other maintenance tasks.
OTHER AGENCY INVOLVEMENT:
The Auditor-Controller, and the Office of the County Counsel, have reviewed and approved Amendment No. 1 as to fiscal provisions, and form and legality, respectively.
FINANCING:
There is no impact to the General Fund as a result of approving this agreement. Street sweeping for the NPDES permit is funded out of fund 001-3000-8194-RMA002. The Adopted Budget included $150,000 towards street sweeping and there are sufficient funds to cover the costs for contracting out this service. There is a negative impact to 002-3000-8443-RMA012 resulting from a reduction in revenue recognition for the reimbursement of staff costs since staff will no longer be providing street sweeping services. This impact is estimated to be approximately $90,000 to the Road Fund, Fund 002.
Prepared by: Ogarita Carranza, Management Analyst II, (831) 755-5174
James H. Essick, Road Maintenance Supervisor, (831) 755-4926
Approved by: Enrique Saavedra, P.E., Interim Assistant Director of Public Works
Approved by: Carl P. Holm, AICP, RMA Director
Dated: January 6, 2016
Attachments: Amendment No. 1 to SA with Accent Clean and Sweep, Inc.; Standard Agreement dated 9/8/15 (Attachments on file with the Clerk of the Board)