Staff Report�W N OF
COUNCIL AGENDA REPORT
DATE: AUGUST 6, 2015
TO: MAYOR AND TOWN COUNCIL '
FROM: LES WHITE, INTERIM TOWN MANAG
MEETING DATE: 08 /18/15
ITEM NO:
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AGREEMENT
FOR SERVICES WITH PRO -SWEEP TO PROVIDE DOWNTOWN
SIDEWALK POWER WASHING SERVICES IN AN AMOUNT NOT TO
EXCEED $38,571.
RECOMMENDATION:
Staff recommends that the Town Council authorize the Town Manager to execute an Agreement
for Services with Pro -Sweep to provide downtown sidewalk power washing services for a
twelve -month period in an amount not to exceed $38,571, with an option to extend the
agreement for up to three additional years, through June 30, 2019, on the same terms and
conditions as in effect in a total amount not to exceed $115,713.
BACKGROUND:
With an active and vibrant downtown, keeping trash controlled and sidewalks and parking lots
clean continues to be a Town priority. The existing three year contract with Universal Site
Services expired June 30, 2015. The approved budget for FY 2015/16 includes funding for
downtown power washing services along North Santa Cruz Avenue, Montebello Way, East Main
Street, Parking Lot #4, and the front entrance to the Los Gatos Library. Cleaning and sweeping
operations will be scheduled in the late evening or early morning hours to avoid interfering with
pedestrian traffic in the downtown business district.
DISCUSSION:
Staff prepared a Request for Proposal (RFP) for downtown power washing services, including
sweeping of ten municipal parking lots. The power washing of downtown sidewalks will be
performed five times per year during the months of August, October, December, April and June.
Municipal parking lots will be swept once a month.
PREPARED BY:
71
MATT MORLEY
Director of Parks and Public Works
_ n -
Reviewed by: � (Assistant Town Manager
Attorney
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: DOWNTOWN SIDEWALK POWER WASHING SERVICES
DATE: AUGUST 6, 2015
DISCUSSION (cont'd):
Due to the ongoing drought condition, Governor Brown has mandated 25% statewide water use
reductions for the coming year and the use of potable water to power wash sidewalks is
prohibited. These water reductions have led staff to re- evaluate the service delivery of power
washing, transitioning from hot steam to cold, reclaimed water. As part of the scope of services
for the RFP, contractors are required to use cold, reclaimed water supplied by the San Jose -Santa
Clara Regional Wastewater Facility. The water is cleansed of all impurities and may be used for
street sweeping and power washing. Cold water used for cleaning is less effective than hot
steam; therefore biodegradable chemicals are used to assist in the cleaning process. All water
and chemicals used during the cleaning process are recycled to prevent wash water from entering
the storm drain system.
The RFP was sent to four firms and three submitted proposals to the Town (Attachment 1).
Based on a review of the proposals, including reference checks, staff determined that Pro -Sweep
submitted the most comprehensive proposal and is the best qualified and most cost competitive
firm to provide the requested services.
Pro -Sweep is headquartered in San Jose and 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.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute an Agreement
for Services with Pro -Sweep to provide downtown sidewalk power washing services for a
twelve -month period in an amount not to exceed $38,571, with an option to extend the
agreement for up to three additional years, through June 30, 2019, on the same terms and
conditions as in effect in a total amount not to exceed $115,713.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined under CEQA and no further action is required.
FISCAL IMPACT:
Funding for this contract is included in the adopted FY 2015/16 Parks and Public Works
Operating Budget. Execution of any options to continue the service beyond twelve months will
be contingent upon staff evaluation of the quality of the services provided, as well as the Town
Council's approval of funding in subsequent fiscal years.
Attachments:
1. RFP Results
2. Agreement for Services