REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Order to Universal Site Services, Inc. for Parking Lot Sweeping Services at Santa Clara Convention Center Complex - Maintenance District No. 183
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Facilities Services Division (Facilities) of the Department of Public Works (DPW) oversees maintenance and repairs for approximately 1,100,000 square feet of buildings throughout the City, which includes services at the Santa Clara Convention Center Complex - Maintenance District No. 183 (MD 183). In order to continue to provide services in a timely and efficient manner, Facilities utilizes vendors to assist with the workload.
Services at MD 183 include regular sweeping of the main entrances, surface parking areas, service roads, and the parking garage. These services are funded by the City, Hyatt Hotel, and the Techmart in accordance with MD 183. The current vendor has provided these services since July 1, 2017, and the current agreement terms out on June 30, 2022.
DISCUSSION
Pursuant to City Code Section 2.105.330, the City published an RFB for Parking Lot Sweeping Services at MD 183 using the City’s e-procurement platform. A total of 17 companies viewed the RFB, and two bids were received as follows:
|
Bidder |
Total Base Bid |
|
Universal Site Services, Inc. |
$60,861 |
|
Webco Sweeping, Inc. |
$165,828 |
Staff recommends award of purchase order to Universal Site Services, Inc. (“Universal”) as the lowest responsive and responsible bidder.
Under the proposed purchase order, Universal will provide parking lot sweeping services on a weekly and as-needed basis. Compensation will be fixed for the initial one-year term. In addition to the initial one-year term, there are four one-year options to extend the term of the purchase order for a total of five years, assuming all options are exercised. Pricing shall be fixed for the initial one-year term for a total amount not to exceed $60,861. After the initial term, annual price adjustments may be allowed if requested and justified by the vendor and approved by the City. Factors that may be considered when reviewing a request for a price adjustment include changes in the Consumer Price Index for this region (or a related labor index) and increases in non-personal operating costs supported with invoices during the previous twelve months.
ENVIRONMENTAL REVIEW
The action being considered is exempt for the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agencies determination.
FISCAL IMPACT
The amount to be paid to Universal Site Services for the initial one-year term of the Agreement shall not exceed $60,861. Staff is also requesting the approval of a 10 percent contingency in the amount of $6,086 for additional work that may be required. The total not-to-exceed amount, for the initial term including contingency, is $66,947. Sufficient budget is available in the Convention Center Maintenance District Fund for anticipated sweeping services in FY 2022/23. Costs beyond FY 2022/23 are subject to appropriation of funds by the City Council in subsequent budget years.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a purchase order with Universal Site Services, Inc. for parking lot sweeping services at the Santa Clara Convention Center Complex - Maintenance District No. 183 for an initial one-year term, with maximum compensation not-to-exceed $66,947 inclusive of a contingency amount of $6,086; and
2. Authorize the City Manager to execute up to four one-year options to extend the purchase order after the initial term and to approve potential annual price adjustments, subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Rajeev Batra, City Manager