Staff Report
PREPARED BY: STEVE REGAN
Superintendent
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/18/2019
ITEM NO: 6
DATE: JUNE 13, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH PRO-SWEEP FOR DOWNTOWN POWER WASHING AND
PARKING LOT SWEEPING SERVICES IN AN AMOUNT NOT TO EXCEED
$71,352 IN FISCAL YEAR 2019/20 PLUS ANNUAL CONSUMER PRICE INDEX
ADJUSTMENTS ANNUALLY THEREAFTER
RECOMMENDATION:
Authorize the Town Manager to execute a five-year agreement for services (Attachment 1) with
Pro-Sweep for downtown power washing and parking lot sweeping services in an amount not
to exceed, $71,352 in Fiscal Year 2019/20, plus an annual consumer price index adjustment
annually thereafter.
BACKGROUND:
With an active and vibrant downtown, keeping trash controlled and sidewalks and parking lots
clean continues to be a Town priority. The Town has utilized contractual power washing and parking
lot sweeping services for the past several years for routine maintenance to supplement Town staff,
allowing the Parks and Public Works staff to focus on providing day-to-day operational services in streets
and parks maintenance. Staff reviews these maintenance contracts regularly to ensure that the services
provided are being performed satisfactorily, are competitively priced, and continue to meet the Town’s
expectations and contract terms. The current power washing and sweeping services contract
with Pro-Sweep will expire on June 30, 2019.
PAGE 2 OF 4
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH PRO-SWEEP FOR DOWNTOWN POWER WASHING AND
PARKING LOT SWEEPING SERVICES IN AN AMOUNT NOT TO EXCEED $71,352
IN FISCAL YEAR 2019/20 PLUS ANNUAL CONSUMER PRICE INDEX
ADJUSTMENTS ANNUALLY THEREAFTER
DATE: JUNE 13, 2019
S:\COUNCIL REPORTS\2019\06-18-19\06 Power washing & parking lot sweeping\Staff Report.FINAL.docx 6/13/2019 10:55 AM
BACKGROUND (continued):
At the April 16, 2019 Town Council meeting, staff brought forth a report outlining maintenance
and beautification activities in the downtown performed by staff and outside contract. The
report explained that the power washing of downtown sidewalks is performed five times per
year during the months of August, October, December, April, and June. The contractor sweeps
all ten municipal parking lots once a month. Council provided input to staff on the options,
expressed interest in additional power washing of downtown sidewalks, and requested that the
topic return during the budget process. Based on this interest, staff requested bids for
increased power washing from five to twelve times per year along North Santa Cruz Avenue,
Montebello Way, East Main Street, and the front entrance to the Los Gatos Library (Attachment
1, Exhibit A).
At the May 21 Town Council meeting, the Town Council conducted its budget hearing and
voted to put $27,685 towards increased power washing of downtown sidewalks for Fiscal Year
2019/20. The enhanced service would improve the overall cleanliness of the sidewalks,
garbage and recycle containers, and benches in the downtown corridor. On June 4, 2019 the FY
2019/20 Operating Budget was adopted, including the one-year allocation of $27,685 for the
additional services.
DISCUSSION:
With the existing contract set to expire at the end of this fiscal year, staff initiated a Request for
Proposals (RFP) earlier this calendar year for downtown power washing services, which
included sweeping of eleven municipal parking lots and eight parks parking lots, and increasing
the frequency of sidewalk power washing. Staff would continue to monitor the cleanliness of
the downtown and spot clean sidewalks as needed between monthly cleanings. The RFP
stipulated that cleaning and sweeping operations are to be scheduled in the late evening or
early morning hours to avoid interfering with pedestrian traffic in the downtown business
district.
Firms were asked to provide their capability and qualifications across services and to provide
pricing for each category. Two proposals were received, with the results listed on Attachment
2.
Based on a review of the proposals, including reference checks, staff determined that Pro-
Sweep was the best qualified and the most cost competitive firm to provide the requested
services. Pro-Sweep has performed well for the Town during the past five years, is
PAGE 3 OF 4
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH PRO-SWEEP FOR DOWNTOWN POWER WASHING AND
PARKING LOT SWEEPING SERVICES IN AN AMOUNT NOT TO EXCEED $71,352
IN FISCAL YEAR 2019/20 PLUS ANNUAL CONSUMER PRICE INDEX
ADJUSTMENTS ANNUALLY THEREAFTER
DATE: JUNE 13, 2019
S:\COUNCIL REPORTS\2019\06-18-19\06 Power washing & parking lot sweeping\Staff Report.FINAL.docx 6/13/2019 10:55 AM
DISCUSSION (continued):
headquartered in San Jose, has been in business for over 30 years, and has a well-earned
reputation for providing a range of cleaning and associated maintenance services to
municipalities, as well as private clients, including many large local companies.
The agreement term allows for continuity of service and maximizes savings by engaging the
firm for multiple years. The contract language provides for cancellation should the need arise
during the contract term and ties the work to the budget appropriated by the Town Council
annually. To accommodate the potential impacts of inflation on the service, the contract allows
for annual increases tied to the Consumer Price Index (CPI) beginning in year two.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a five-year
Agreement for Services with Pro-Sweep for downtown power washing and parking lot sweeping
services in an amount not to exceed $71,352 in Fiscal Year 2019/20 plus annual consumer price
index adjustments annually thereafter.
ALTERNATIVES:
Alternatively, the Town Council could direct staff to:
• Implement the increased number of downtown sidewalk cleaning cycles to twelve and
not perform quarterly power washing of Parking Lot #4; or
• Increase the power washing to eight instead of twelve times per year.
Staff does not recommend either alternative as the Town could benefit from more frequent
cleanings.
FISCAL IMPACT:
Funds for the services for FY 2019/20 have been appropriated in the Adopted FY 2019/20 Parks
and Public Works Operating Budget. The Council would appropriate future funding through the
annual budget process.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
PAGE 4 OF 4
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH PRO-SWEEP FOR DOWNTOWN POWER WASHING AND
PARKING LOT SWEEPING SERVICES IN AN AMOUNT NOT TO EXCEED $71,352
IN FISCAL YEAR 2019/20 PLUS ANNUAL CONSUMER PRICE INDEX
ADJUSTMENTS ANNUALLY THEREAFTER
DATE: JUNE 13, 2019
S:\COUNCIL REPORTS\2019\06-18-19\06 Power washing & parking lot sweeping\Staff Report.FINAL.docx 6/13/2019 10:55 AM
Attachments:
1. Agreement for Services with Exhibit A
2. Bid Proposal Results