CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year #3 to Contract 20-036.3, Street Sweeping Services, to Lakeshore Recycling Systems LLC for an amount not to exceed $202,375
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for providing street sweeping services to keep the City’s streets clean and assist in eliminating potential pollutants from entering the storm sewer system. This contributes to the City’s compliance with the Environmental Protection Agency’s (EPA) National Pollution Discharge Elimination System Program (NPDES).
The City has an in-house sweeper, but it is not adequate to provide citywide street sweeping services. Instead, it is primarily used for the downtown area and municipal parking lots, additional sweeping on residential streets to address isolated issues, special events, and emergency sweeping as needed. After much evaluation, staff found it is more cost-effective to have an in-house unit for specialty work and use an outside vendor to provide regularly scheduled street sweeping of all City roadways.
The City Council awarded Contract 20-036, Street Sweeping Services, to Lakeshore Recycling Systems LLC on April 20, 2020, for a two-year term from May 1, 2020, to April 30, 2022, with four, one-year options to extend.
In July 2021, the City Manager approved Change Order #1 to fund the emergency street sweeping that took place immediately following the brush and debris clean-up in the area most affected by the tornado.
In February 2022, the City Council approved the award of Option Year #1 for a term from May 1, 2022, to April 30, 2023.
In January 2023, the City Council approved the award of Option Year #2 for a term from May 1, 2023 to April 30, 2024. Under this contract, all arterial and residential streets are cleaned twice annually. The work consists of satisfactory removal of all sand, stone, refuse, dirt and other materials which may be accumulated on the entire width of roadway areas.
DISCUSSION:
During the second Option Year, Lakeshore Recycling Systems completed the required bi-annual sweepings and performed well.
Based on the vendor’s performance, DPW recommends extending the contract for the third option year. Lakeshore Recycling Systems requested a 4% increase based on CPI and to cover increased fuel and operating costs; however, staff was able to negotiate a 3% increase.
The term of the third Option Year is May 1, 2024, to April 30, 2025, with one additional Option Year remaining on the agreement.
FISCAL IMPACT:
CIP #: N/A
Street sweeping services are expensed to the Operational Services account listed below. A total of $212,455 was budgeted for street sweeping in 2024. The requested award of $202,375 is within the budgeted amount for this service.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31251100-531308 |
General Fund |
$2,164,965 |