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HomeMy WebLinkAbout12/19/2007 - STAFF REPORTS - RA.3. ;OF Q A LM S, �y c c> an C Ogagni60r P x NS/PORN\ Community Redevelo menf Agency Staff Re ort DATE: December 19, 2007 CONSENT CALENDAR SUBJECT: APPROVE PURCHASE OF TWO (2) INTEGRATED SWEEPER/SCRUBBERS AND TWO (2) MINI SCRUBBERS FOR THE DOWNTOWN FROM: David H. Ready, City Manager BY: Department of Parks and Recreation SUMMARY The frequency and level of cleaning the sidewalks in the downtown area has been an ongoing challenge. Staff has researched a number of successful downtown maintenance strategies employed by other cities and has found the use of integrated sweeper/scrubbers and mini scrubbers to be efficient and effective tools to increase the frequency and level of cleanliness of the sidewalks in the downtown area. This action would approve the purchase of two (2) new integrated sweepers/scrubbers and two (2) mini-scrubbers to provide additional cleaning of the downtown sidewalks. RECOMMENDATION: 1. Approve the purchase of two (2) Integrated Sweeper/Scrubbers (M20) and two (2) Mini Scrubbers (7100) in the amount of $153,383.25 from Tennant Sales and Service Company of Minneapolis, MN, utilizing the California Multiple Award Schedule (CMAS) contract #4-06-38-0001 B. 2. Adopt Resolution No. "A RESOLUTION OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR THE 2007-08 FISCAL YEAR. 3. Authorize the City Manager to execute all documents necessary to effectuate this action. STAFF ANALYSIS: Downtown maintenance has always been challenging. Currently, cleaning of the downtown sidewalks and pavers is done with a pressure washer and the core downtown area is cleaned once per month. New environmental regulations have made the use of chemical cleaners very problematic since nothing other than water can drain into the storm drain system. The existing pressure washer the City uses has no way of picking up the chemicals before they are introduced into the storm sewers. hem 'e_A3 ,4-2�1WOA44y— City Council Staff Report December 19, 2007 -- Page 2 Downtown Equipment Purchase Without the use of cleaning chemicals, many of the stains on the pavers cannot be removed. Additionally, the high pressure nozzles of the pressure washer direct water at the sand joint of the pavers, and tends to remove the sand. This removal undermines the integrity of the pavers and requires repacking of the joints more frequently. Over the past six months, staff has been researching various staffing options and equipment types to increase the level and frequency of downtown maintenance to produce a higher degree of cleanliness for our residents and visitors. After researching the maintenance practices of cities with successful downtowns, staff has determined that a special piece of equipment known as an integrated sweeper/scrubber has been used successfully in other communities with similar challenges. The proposed integrated sweeper/scrubbers are designed to use chemical cleaners without leaving any residual, due to the specialized vacuum system they use. This will enable staff to remove gum and other stains from the sidewalk without harming the environment. In addition, these units use a scrubbing action to clean stains rather than just pressure, which can adversely affect the sand joints. Finally, because these units are operated by driving rather than walking, staff will be able to cover a larger area more quickly than with a pressure washer. In turn, staff should be able to increase the frequency and amount of cleaning that can be accomplished each week. The integrated sweeper/scrubber that seems to be the most widely used by other public agencies and has all the features the City is looking for is manufactured by Tennant. In addition to the sweeper/scrubber, staff would also like to purchase several mini scrubbers for confined areas that require a smaller unit. While the City could solicit bids from other manufacturers, the Procurement Ordinance does allow the use of competitive processes conducted by other public agencies. Specifically, Section 7.09.010 of the Municipal Code provides that the City Council may authorize the acquisition of supplies, equipment or services through a joint powers or other cooperative purchasing program with a public entity or association of public agencies. The California Multiple Award Schedule (CMAS) has awarded a State contract to Tennant Sales and Service Company, of Minneapolis, MN for the new sweeper/scrubber equipment specified. Pursuant to the requirements of Section 7.09.010, the Procurement Manager has determined that utilization of the CMAS contract #4-06-38-0001 B is acceptable and will adequately protect the public interest in that the total cost of the equipment is likely to be less than could be obtained through an independent City competitive process. The total cost breakdown, including all taxes, delivery, and fees is as follows: (2) Integrated Sweeper/Scrubbers M-20 = $ 96,375.91 (2) Mini Scrubbers 7100 = $ 45,730.28 CMAS Contract Use Fee = $ 2,611,32 6 month supply of detergent & brushes = $ 8,665.74 TOTAL $ 153,383.25 *Lead time is estimated at 5 weeks from receipt of purchase order. By purchasing this equipment, staff should be able to increase cleaning in the downtown from once per month to once per week. In addition, staff will be able to clean City Council Staff Report December 19, 2007 -- Page 3 Downtown Equipment Purchase additional areas such as the pedestrian entry areas from the downtown parking structure. To avoid having to purchase additional equipment to transport these units to and from the City's maintenance yard and to make the units more readily accessible to the downtown maintenance crews, staff is proposing that the equipment be housed downtown in an area to be determined. Construction of any such maintenance storage area (i.e. adjacent to the parking structure/garbage dumpsters) will require a formal procurement process and will be presented to Council at a future date. The cost of the integrated sweepers/scrubbers is as follows: Scrubber-Sweeper Equipment $ 153,384 TOTAL $ 153,384 Since this is capital equipment for the downtown, funding for this purchase can be obtained appropriately from the Redevelopment Agency. FISCAL IMPACT: Although this is not a budgeted expense within the current fiscal year, sufficient funds are available in the Redevelopment Agency. A Resolution amending the Community Redevelopment Agency's budget is included with this request. y Sharon G. Heider, Aoy L. But JI Director of Parks & Recreation sistant City M ager Tom Wilson David H. Ready Assistant City Manager City Manager Attachment 1. Resolution Amending the Community Redevelopment Agency Budget for Fiscal Year 2007-08 RESOLUTION NO. A RESOLUTION OF THE PALM SPRINGS COMMUNITY REDEVELOMENT AGENCY AMENDING THE BUDGET FOR THE 2007-08 FISCAL YEAR. WHEREAS Resolution approving the budget for the fiscal year2007-08was adopted on 2007; and WHEREAS the City Manager/Executive Director has recommended, and the Agency Board desires to approve, certain amendments to said budget; NOW THEREFORE BE IT RESOLVED that the Director of Finance is authorized to record inter-fund cash transfers as required in accordance with this Resolution, and that Resolution adopting the budget for the 2007-08 fiscal year is hereby amended as follows: SECTION 1. ADDITIONS Fund Activity Account Amount 851 Capital Equipment 8191-65209 $153,384 Purpose. To provide additional funds for building repairs. SECTION 2. SOURCE Fund Activity Account Amount 821 Fund Balance 29301 ($153,384) Adopted this day of . 2007 AYES: NOES- ABSENT- David H. Ready, City Manager/Executive Director ATTEST: James Thompson, City Clerk RA3. PURCHASE OF TWO (2) INTEGRATED SWEEPER/SCRUBBERS AND TWO (2) MINI SCRUBBERS FOR USE IN THE. DOWNTOWN AREA: RECOMMENDATION: 1) Approve the purchase of two (2) integrated sweeper/scrubbers (M20) and two (2) mini scrubbers (7100) for use by the Parks and Recreation Department in the Downtown area in the amount of $150,000 from Tenant Sales and Service Company from the California Multiple Award Schedule, 2) Adopt Resolution No. , "A RESOLUTION OF THE COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF PALM SPRINGS, CALIFORNIA, AMENDING THE BUDGET FOR FISCAL YEAR 2007- 081" and 3) Authorize the Executive Director to execute all necessary documents. MATERIALS TO BE PROVIDED Item No. RA3 .