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Home My WebLink AboutAGENDA REPORT 2018 0620 CCSA REG ITEM 10OCITY OF MOORPARK, CALIFORNIA City Council Meeting of June 20, 2018 ACTION Approved staff recommendation BY M. Benson O. Consider Amendment No. 18 to Agreement with Pacific Sweep LLC for Street Sweeping Services, and Consider Authorizing the City Manager to Sign up to Two Additional One-month Extensions. Staff Recommendation: 1) Authorize the City Manager to sign Amendment No. 18 for a not -to- exceed amount of $9,725, subject to final language approval by the City Manager; and 2) Authorize the City Manager to approve up to two (2), one-month extensions with Pacific Sweep LLC for Street Sweeping Services for a not-to-exceed amount of $9,725 per one-month extension. Item: 10.O. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Shaun Kroes, Program Manager DATE: 6/20/18 Regular Meeting SUBJECT: Consider Amend ment No. 18 to Agreement with Pacific Sweep LLC for Street Sweeping Services; and Consider Authorizing the City Manager to Sign up to Two Additional One-month Extensions BACKGROUND On January 5, 2000, the City entered into an Agreement with Pacific Sweep for street sweeping services. Pacific Sweep sweeps City-owned streets, the Metrolink parking lots, and State-owned streets that are within the city limits (Los Angeles Avenue, Moorpark Avenue, and Walnut Canyon Road). The City receives reimbursement from the California Department of Transportation for State-owned streets swept by Pacific Sweep. DISCUSSION The current Agreement with Pacific Sweep is set to expire on June 30, 2018. The City’s newly approved solid waste franchise agreement calls for the Waste Management to assume responsibility for providing street sweeping services. Based upon discussions with Waste Management staff, they intend to be able to assume street sweeping responsibility effective August 1, 2018. Staff is requesting to authorize the City Manager to extend the street sweeping Agreement an additional month, to July 31, 2018. Staff is also requesting that the City Manager be authorized to approve up to two, one-month extension options for the Pacific Sweep Agreement, should a delay in Waste Management assuming responsibility for street sweeping occur. This may be particularly necessary since City Council is “dark” in July and would not have an opportunity to approve an additional month extension should the need arise. Item: 10.O. 946 Honorable City Council 6/20/2018 Regular Meeting Page 2 FISCAL IMPACT The FY 2018/19 Draft Budget includes $44,700 for street sweeping services (expense lines 2412.430.L0066.53010, $37,000; 2415.311.L0065.53010, $5,700; and 2414.430.P0013.53010, $2,000). The cost for one month of street sweeping service is approximately $9,725. Waste Management will reimburse the City for all street sweeping expenses that occur between July 1, 2018 and the date that Waste Management begins providing street sweeping services (anticipated to be August 1, 2018). STAFF RECOMMENDATION 1. Authorize the City Manager to sign Amendment No. 18 to the Agreement with Pacific Sweep LLC for Street Sweeping Services for a not-to-exceed amount of $9,725, subject to final language approval by the City Manager; and 2. Authorize the City Manager to approve up to 2, one-month extensions with Pacific Sweep LLC for Street Sweeping Services for a not-to-exceed amount of $9,725 per one-month extension. Attachment: Amendment No. 18 947 AMENDMENT NO. 18 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND PACIFIC SWEEP LLC FOR STREET SWEEPING SERVICES This Amendment No. 18 to the Agreement between the City of Moorpark, a municipal corporation (“City”), and Pacific Sweep LLC, a limited liability company (“Contractor”), for street sweeping services (“Agreement”), is made and entered into the ___ day of ____________________, 2018. Whereas, on January 5, 2000, the City and Pacific Sweep entered into an Agreement for certain street sweeping services to be provided to City by Pacific Sweep; and Whereas, Amendment No. 1 to the Agreement extended the Term to December 31, 2010; Amendment No. 2 to the Agreement changed Contractor’s name from Pacific Sweep to David S. Hopkins doing business as Pacific Sweep; Amendment No. 3 to the Agreement permitted storage of a street sweeping vehicle on City property and extended the Term to June 30, 2011; Amendment No. 4 to the Agreement extended the Term to December 31, 2011, Amendment No. 5 to the Agreement extended the Term to June 30, 2012; Amendment No. 6 to the Agreement adjusted the cost-of-living increase formula detailed in Section III.B.4 of the Agreement from seven percent (7%) to five percent (5%), and extended the Term to December 31, 2012; Amendment No. 7 to the Agreement extended the Term to June 30, 2013; Amendment No. 8 to the Agreement extended the Term to December 31, 2013; Amendment No. 9 to the Agreement extended the Term to June 30, 2014, and incorporated Exhibit ‘C’, establishing a new curb-mile rate of $18.53; Amendment No. 10 to the Agreement extended the Term to December 31, 2014, and incorporated Exhibit ‘D’; Amendment No. 11 to the Agreement extended the Term to June 30, 2015, and incorporated Exhibit ‘E’; Amendment No. 12 to the Agreement extended the Term to December 31, 2015, and incorporated Exhibit ‘F’; Amendment No. 13 to the Agreement extended the Term to June 30, 2016, and incorporated Exhibit ‘G’; Amendment No. 14 to the Agreement extended the Term to December 31, 2016, and incorporated Exhibit ‘H’ ; Amendment No. 15 to the Agreement changed Contractor’s name from David S. Hopkins doing business as Pacific Sweep to Pacific Sweep LLC and extended the Term to June 30, 2017 and incorporated Exhibit ‘I’; Amendment No. 16 to the Agreement upgraded security access at the Moorpark Public Services Facility to Key Card Access Control and extended the Term to December 31, 2017 and incorporated Exhibit ‘J’; Amendment No. 17 to the Agreement extended the Term to June 30, 2018 and incorporated Exhibit ‘K’; and Whereas, the City Council declares its intention to further extend the Term of the Agreement from June 30, 2018 to July 31, 2018, and incorporate Exhibit ‘L’. 948 Now, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section II., TERM, is amended by replacing this section in its entirety as follows: “The term of the Agreement shall be to July 31, 2018, unless sooner terminated as provided in Section IV, Part 24, Termination of Agreement.” II. Section III., COMPENSATION, Part A, Contract Amount, is amended by replacing this section in its entirety as follows: “In consideration of the performance of this Agreement, the City agrees to pay to Contractor, and Contractor agrees to accept full satisfaction for the work done hereunder, the amount of compensation set forth in Exhibit ‘A’ and Exhibit ‘L’.” III. Remaining Provisions: Except as revised by this Amendment No. 18, all of the provisions of the Agreement shall remain in full force and effect. In W itness Whereof, the parties hereto have caused this Agreement to be executed the day and year first above written. CITY OF MOORPARK PACIFIC SWEEP LLC By:_______________________________ By:_______________________________ Troy Brown, City Manager David S. Hopkins, Owner Attest: __________________________________ Maureen Benson, City Clerk Attachment: Exhibit L Amendment No. 18 to Agreement between City of Moorpark and Pacific Sweep LLC Page 2 949 EXHIBIT L SCOPE OF WORK Contractor shall invoice the City a curb-mile rate of eighteen dollars and fifty-three cents ($18.53) based on the number of actual curb miles swept on a monthly basis. Compensation shall not exceed a maximum of nine thousand seven hundred twenty- five dollars ($9,725) for the July 1, 2018 through July 31, 2018 service period, without a written Amendment to this Agreement executed by both parties. Amendment No. 18 to Agreement between City of Moorpark and Pacific Sweep LLC Page 3 950