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THE CITY OF _ _ 8 j�L'EASANTON< CITY COUNCIL AGENDA REPORT November 18, 2014 Operations Services TITLE: APPROVAL OF AN AGREEMENT WITH CLEANSTREET TO PROVIDE CITY-WIDE STREET SWEEPING SERVICES SUMMARY The City has historically utilized contract services for the street sweeping services and in July 2013, after conducting a public bidding process, it entered into a two year agreement for these services. However, over the past few months, staff determined that the services provided did not meet required performance standards and in response, the agreement was terminated. Due to the urgency created as a result of the termination, it was infeasible to conduct a full bid process and as such, staff contacted the vendors who participated in the 2013 bid process and other vendors who provide sweeping services and requested proposals to provide these services. As an outcome of that process, staff identified CleanStreet as a qualified vendor and the City Manager executed an agreement with them in an attempt to avoid potential health and safety concerns regarding a possible lapse in service. This is especially critical in the fall season when city streets and parking areas need to be cleaned to ensure that the gutters and drain inlets will be free of leaf litter and debris, which if not properly maintained can causing flooding. The CleanStreet agreement has a term through March 2015 and is for an amount not to exceed $100,000. The agreement has a shorter term than is expected for these types of services due to the unique circumstances of this situation and because of staffs interest in conducting a formal bid process prior to awarding a longer term contract this spring. As a result of these actions, staff is recommending the City Council approve the agreement with CleanStreet, thus ratifying the City Manager's action. RECOMMENDATION Approve the attached agreement with CleenStreet (Attachment 1) for street sweeping services for an amount not to exceed $100,000. FINANCIAL STATEMENT The estimated cost for these services is $90,075. The contract is based on the amount of streets swept; the actual cost may fluctuate depending on services provided; therefore, the contract is for an amount not to exceed $100,000. Funding is available in the Operations Services Department Operating Budget.