COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: W. Mark Clark, Maintenance Services Division
SUBJECT:Title
Award Bid for Maintenance Street Sweeping to Swept Away LLC
Body
FUNDING SOURCE:
HURF Fund
PURPOSE:
Award bid for Maintenance Street Sweeping in accordance with City Code Section 3.10.030.1.5. (Bid No. B17-SM340C-2631)
BACKGROUND:
Lake Havasu City historically maintained a fleet of three pickup sweepers and seven kick (push) brooms for emergency, storm, and routine street maintenance sweeping. As part of the City’s continuing evaluation of practices and Fleet size, the City reduced its fleet and will be reducing the sweeper fleet to one pickup sweeper and two kick (push) brooms. Reducing the Fleet of brooms/sweepers will reduce replacement costs for the community by nearly $900,000. We currently have the three pickup sweepers, keeping one working at all times and not scheduling any major repairs on the other two. We have reduced our push broom fleet from seven to two.
The first sweeping contract was let in 2014 and had two 1-year renewals. There were only two bidders at that time with the low bid at $46.00 per lane mile. This bid (July 12, 2017) was the first rebid. We had a very competitive process with four bidders. We were happy with the service provided by C&S Sweeping and appreciated their efforts. We reviewed Swept Away’s references and they are excellent. We recommend award to the low bidder for an amount not to exceed the total of the base bid and additive alternative No. 1 ($154,488.00). The price per lane mile of sweeping has dropped to $42.00 per lane mile.
This work is a part of an overall $2,200,000 annual maintenance program, including Chip Seal, Crack Filling and Fog Sealing as well as non-emergency milling and paving repairs.
COMMUNITY IMPACT:
By outsourcing, the City maximizes the efficiency and effectiveness of the community’s resources allocated to roadway maintenance. Street sweeping improves safety, the environment, and the appearance of the community’s roadways. It also prevents surface damage by abrasion due to traffic. The project will sweep the entire community, including City parking lots, approximately 1,256 lane miles.
FISCAL IMPACT:
Sufficient funds are available in the FY 17-18 Street Repair Contractual Services Account Number 221.5110.403.4306 and Special Projects Supplies Account Number 110.3220.401.5212 to perform the work. The estimated annual expenditure is $154,488.00.
ATTACHMENTS:
Bid Tab
SUGGESTED MOTION:Recommended Action
I move to award the bid for Maintenance Street Sweeping to Swept Away LLC and authorize a three-year term contract with an option to renew a maximum of two additional twelve-month terms.