Title
a. Approve Standard Agreement with Contract Sweeping Services, LLC to provide on-call and emergency street sweeping services for public roads and streets within the unincorporated areas of Monterey County pursuant to Request for Proposals (RFP) #10784, in a total amount not to exceed $385,100, for a term of three (3) years beginning April 1, 2021 to March 31, 2024, with the option to extend the Agreement for two (2) additional one (1) year period(s); and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Standard Agreement and future amendments to the Agreement where the amendments do not increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Standard Agreement with Contract Sweeping Services, LLC to provide services for street sweeping of public roads and streets within the unincorporated areas of Monterey County and are a part of the State-mandated NPDES Stormwater Phase II Municipal General Permit which requires the roads and streets to be swept twice a year pursuant to RFP #10784, in a total amount not to exceed $385,100, for a term of three (3) years beginning April 1, 2021 to March 31, 2024, with the option to extend the Agreement for two (2) additional one (1) year period(s); and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Standard Agreement and future amendments to the Agreement where the amendments do not increase the approved Agreement amount.
SUMMARY:
The recommended actions would allow for the approval of a Standard Agreement (SA) (Attachment A) with Contract Sweeping Services, LLC in the amount of $385,100 to provide services for street sweeping of public roads and streets within the unincorporated areas of Monterey County and are a part of the State-mandated NPDES Stormwater Phase II Municipal General Permit which requires the roads and streets to be swept twice a year. The SA also includes a contingency for on-call and emergency sweeping services as needed.
DISCUSSION:
Street sweeping is a service provided by the County of Monterey Department of Public Works, Facilities, & Parks (PWFP) and is State mandated as part of the County’s NPDES Stormwater 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.
The previous agreement for street sweeping services has expired and all extension options have been exercised. Therefore, County solicited proposals from qualified contractors through RFP #10784 on January 21, 2021 for State-mandated NPDES Stormwater Permit, on-call and emergency street sweeping services. On February 19, 2021, proposals from three (3) bidders were received. Following staff’s review and evaluation of the responsive proposals, Contract Sweeping Services, LLC was selected as the most qualified bidder, which has the expertise and capabilities necessary to provide the services solicited through RFP #10784, in accordance with County policies and State laws.
Contract Sweeping Services, LLC’s proposal demonstrates their capacity to abide by all local, state, and federal regulations and to provide all labor, materials, tools, equipment, and supervision necessary to provide the street sweeping services solicited through RFP #10784. As a result, staff recommends approval of the proposed SA with Contract Sweeping Services, LLC to provide State-mandated NPDES Stormwater Permit, on-call and emergency street sweeping services for the public roads and streets within the unincorporated areas of Monterey County.
The SA with Contract Sweeping Services, LLC will allow for required scheduled street sweeping services in the amount not to exceed $145,100 and $240,000 of contingency for on-call emergency work, for a period of three (3) years beginning April 1, 2021 to March 31, 2024, for the total amount not to exceed $385,100, with the option to extend the SA for two (2) additional one (1) year period(s).
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Manager and Auditor-Controller’s Office have reviewed and approved the SA as to form and fiscal provisions, respectively.
FINANCING:
The Fiscal Year 2020-21 Adopted Budget includes appropriations for street sweeping services in the amount of $180,000 in the Road Fund 002, Appropriation Unit RMA012. The Road Fund has sufficient funding for the scheduled street sweeping services. On-call and emergency work funding will be identified by project managers as the need requires.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The NPDES Stormwater 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. The recommended action supports the Board of Supervisors Strategic Initiatives as follows:
Check the related Board of Supervisors Strategic Initiatives:
Economic Development
Administration
X Health & Human Services
X Infrastructure
Public Safety
Prepared by: Nancy Ayala Avila, Management Analyst, 831-755-4848
Reviewed by: Shawne Ellerbee, Assistant Director of Public Works, Facilities, and Parks
Approved by: Randy Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Standard Agreement