REPORT TO THE CITY COUNCIL FROM: BRIAN BARR, Director General Services Department BY: CLIFF TRAUGH, Administrative Manager General Services Department SZARINA LOZANO, Management Analyst II General Services Department SUBJECT ..Title Award a requirements contract for street sweeper brooms and brushes to United Rotary Brush Corporation of Lenexa, Kansas, for four years, with three one-year optional extensions, for a total seven-year contract amount of $2,262,817 plus annual CPI adjustments (Bid File 12302516) ..Body RECOMMENDATION Staff recommends Council approve the award of a requirements contract for street sweeper brooms and brushes to United Rotary Brush Corporation of Lenexa, Kansas, for four years, with three one-year optional extensions, for a total seven-year contract amount of $2,262,817 plus annual CPI adjustments. EXECUTIVE SUMMARY The General Services Department, Fleet Management Division, requests approval to establish a requirements contract for the purchase of disposable street sweeper brooms. This contract will stabilize supply and pricing for the complete range of brooms used by the City's street sweepers. The Public Works Department, Airports Department, and Public Utilities Department utilize a combination of 25 vehicles to sweep city streets, airport runways, and assist the Operation Clean Up team, consuming on average 3,900 disposable brooms and broom segments in the process. Due to historical and anticipated costs for these brooms, 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. This includes vehicle acquisitions, whole-life maintenance, fueling, and end-of-life disposal. Fleet Management serves City departments by providing reliable 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 Public Works Department, Street Maintenance Division is responsible for maintaining the cleanliness of over 1,750 miles of city streets, alleys, and boulevards. This task is accomplished with 20 street sweeping units running day and night shifts. By regularly removing debris, street sweepers prevent the buildup of materials that can clog drainage systems and cause road deterioration. This maintenance also ensures that streets remain safe and free of hazards. The Airports Department manages two street sweeping units that maintain cleanliness and safety on the runways and taxiways. These large areas can accumulate debris, dirt, and foreign objects that might cause a hazard to aircraft during takeoff, landing, or taxiing. Street sweepers help prevent damage to aircraft engines and tires and improve overall operational efficiency by keeping the airfield surfaces clear and free from debris. The Public Utilities Department, Solid Waste Division utilizes three street sweeping units to maintain the cleanliness of streets behind the Operation Clean Up team. With a total of 25 street sweepers in the City, each month on average, 18 main brushes and 300 gutter broom segments are replaced, creating a consistent need for disposable sweeper brushes to be supplied. The Fleet Management Division needs a contract to purchase disposable sweeper brooms and a requirements contract is recommended due to the total dollar amount of the products purchased during each fiscal year. Last fiscal year the Fleet Management Division purchased over 3,900 disposable brooms. This includes 58" main brooms, 60" main brooms, and broom segments needed for gutter sweeping. Solicitations for sweeper broom competitive bids were advertised on June 16, 2023. On July 18, 2023, one bid was received at the public bid opening. United Rotary Brush Corporation of Lenexa, Kansas was determined to be the sole and lowest responsive bidder with a bid price of $1,293,039. Factoring in the potential three one-year extensions, this increases to a total of $2,262,817 over the life of the contract, plus annual CPI adjustments. 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 (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a "project," as defined by CEQA. LOCAL PREFERENCE Local preference is not applicable to this award, no local business submitted a bid because United Rotary Brush Corporation of Lenexa, Kansas is out of state and therefore does not qualify for local preference. FISCAL IMPACT No general funds will be used to purchase these items. The funding to cover the annual purchase cost of the sweeper brooms has been included in the FY2024 adopted budget under the operations of the General Services Department, Fleet Management Division. Attachments: Bid Evaluation