REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: SZARINA LOZANO, Management Analyst II General Services Department SUBJECT ..Title Award a requirements contract for refuse truck cleaning services to Kept Companies dba FLEETWASH of Fresno, California for three years, with two optional one-year extensions, for an amount not to exceed $65,666 per year plus annual CPI adjustments (Bid File 12302358). ..Body RECOMMENDATION Staff recommends Council award a requirements contract for refuse truck cleaning to Kept Companies dba FLEETWASH of Fresno, California for three years, with two optional one-year extensions, for an amount not to exceed $65,666 per year plus annual CPI adjustments. EXECUTIVE SUMMARY The General Services Department, Fleet Management Division, requests approval to establish a requirements contract for refuse truck cleaning services. The Department of Public Utilities, Solid Waste Management Division, utilizes 110 refuse trucks to pick up residential waste from the residents of the City of Fresno, covering 103 square miles. Due to the nature of Solid Waste Management, the cleanliness of refuse trucks is a priority to ensure a healthy environment for both workers and the public. Establishing a requirements contract for refuse truck cleaning will keep prices stable and allow for consistent budgeting for the term of the contract. The Purchasing Division has recommended a multi-year requirements contract be established to conform to purchasing best practices. BACKGROUND The General Services Department, Fleet Management Division is responsible for maintaining approximately 2,600 active vehicles and equipment for the City of Fresno, including 110 refuse trucks. Fleet Management serves City departments by providing reliable, clean, like-new transportation to support their needs and service responsibilities. This is done by scheduling and performing preventative maintenance, identifying repairs, and replacing equipment in a timely manner. The Department of Public Utilities, Solid Waste Management Division, is responsible for the collection of municipal solid waste, recyclables, green waste, and Operation Clean Up for approximately 119,000 residential customers in 103 square miles within the City of Fresno limits. These collection activities produce approximately 5,400 tons of material each week. Due to the nature of the work, the cleanliness of refuse trucks is a priority to ensure a healthy environment for both workers and the public. Regular cleaning of the cab, chassis, and hopper can extend the life of the trucks by preventing deterioration and damage caused by the accumulated waste. The water run-off will also be captured prior to the storm drain basins which is necessary for compliance with state water regulations. A Request for Proposals for refuse truck cleaning was advertised on August 25, 2023. On September 26, 2023, three proposals were received at the public opening. Kept Companies dba FLEETWASH of Fresno, California was determined to be the best value for the City, with a proposal price of $196,996.80 for three years and an hourly rate of $149 for other vehicles. The Purchasing Division has approved this contract and recommends Council approval. City Attorney has approved the contract as to form. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a "project." LOCAL PREFERENCE Local preference is applicable to this award, and Kept Companies dba FLEETWASH of Fresno, California is a local business pursuant to FMC 4-108. FISCAL IMPACT No general funds will be used to purchase these items. The funding to cover the purchase cost of the refuse truck cleaning has been included in the FY2024 adopted budget under the operations of the General Services Department, Fleet Management Division. Attachments: RC RFP Evaluation