File #: 24-147    Version: 1 Name:
Type: Staff Report Status: Passed
File created: 3/6/2024 In control: Council
On agenda: 3/18/2024 Final action: 3/18/2024
Title: Bike Lane Street Sweeper - Contract Award and Snow Clearing, Staff Report No. EPW-24-005
Attachments: 1. Attachment 1 - E&PW-08_Salting Sanding Snow Clearing - 2024-03-18 - Redlined Version, 2. Attachment 2 - E&PW-08_Salting Sanding Snow Clearing - 2024-03-18

TOWNSHIP OF ESQUIMALT STAFF REPORT

MEETING DATE:  March 18, 2024                     Report No. EPW-24-005

 

TO:                       Council                                          

FROM:                      Joel Clary, Director of Engineering & Public Works

SUBJECT:                      Bike Lane Street Sweeper - Contract Award and Snow Clearing

 

RECOMMENDATION:

 

Recommendation

That Council:

a)                     award a contract to Cubex Ltd. in the amount of $247,015.73, excluding GST,  for a bike lane street sweeper with snow blade; and

b)                     direct staff to update the Salting/Sanding/Snow Clearing Council Policy No. E&PW - 08 to include up to 3” of snow clearing in protected bike lanes;

as described in Staff Report EPW-24-005.

Body

 

EXECUTIVE SUMMARY:

 

The purpose of this report is to award a contract for a bike lane street sweeper that comes with a snow blade for plowing up to 3” of snow and add expectations for when bike lanes will be cleared of snow in the Salting / Sanding / Snow Clearing Council Policy.

 

BACKGROUND:

 

The Active Transportation Network Plan (ATNP) identifies maintaining the quick-build protected bike lane network and updating the Salting/Sanding/Snow Clearing Council Policy as ongoing and short-term actions respectively. In order to maintain protected bike lanes, the ATNP identifies the need for new equipment as existing equipment does not fit in protected bike lanes. As part of the 2023-2027 Financial Plan, Council approved a budget of $250,000 for a bike lane street sweeper to complete the necessary maintenance in protected bike lanes.

 

In January 2024, staff sought bids on compact street sweepers that fit in protected bike lanes using Canoe Procurement Group (Canoe). This group is a joint purchasing group that provides procurement services using preferred rates from prequalified vendors. In November 2023, the Township’s Purchasing and Disposal Bylaw was updated to permit the use of Canoe (see FIN-23-013 from the November 6th Council meeting). Through Canoe, the Township received a bid from Cubex Ltd. for a street sweeper that met staff’s requirements. An optional item was also quoted for a snow blade for plowing snow. The cost of the bid is as follows:

-                     Bike lane street sweeper = $229,515.73 (excludes GST)

-                     Snow blade (optional) = $17,500 (excludes GST)

-                     Total = $247,015.73 (excludes GST)

 

Additional mechanical changes are needed to accommodate the snow blade, which are included in the above price. The addition of the snow blade is expected to clear approximately up to 3” of snow.

 

To define Council’s level of service for clearing snow, an update is needed to the Salting / Sanding / Snow Clearing Council Policy No. E&PW - 08 (Snow Clearing Policy). Attachment 1 shows staff’s proposed changes using the addition of a snow blade on the bike lane street sweeper.

 

ANALYSIS:

 

Staff recommend procuring the bike lane street sweeper from Cubex Ltd. as it  meets a similar sweeping quality as the existing street sweeper used for roadways. The selected model is the Mathieu MC 210, which is the same equipment the District of Saanich recently procured for protected bike lanes in Saanich. Staff have seen this sweeper tested in Saanich and are satisfied with the results.

 

Public Works had the opportunity to test out a less expensive sweeper called the Ranger, but the equipment did not demonstrate the necessary suction power that would be required especially after a storm event with the abundance of trees surrounding portions of the bike lanes. There are many options similar to this where the primary focus of the equipment is as a compact multi-use machine in public spaces (examples: sidewalks, plazas, and parks). The feedback staff have received from vendors is similar to the experience with the Ranger in that the sweeping performance is not adequate for maintaining bike lanes in Esquimalt.

 

While the bike lane street sweeper is primarily meant for bike lanes, it can also be used in other areas in the Township (examples: parking lots, sidewalks, and parks). Staff across departments (Public Works and Parks) will work together to explore additional uses for when the sweeper is not in use.

 

The proposed changes to the Snow Clearing Policy (see Attachment 1) reflect the use of the bike lane street sweeper with the snow blade, which is limited to plowing up to 3” of snow. Staff are proposing to not clear snow in an event that exceeds 3” of snow. Staff plan on utilizing the operator that typically sweeps the roadway to use the bike lane street sweeper for snow clearing purposes during regular business hours. As there are multiple other staff available to clear snow from roadways during regular business hours, clearing protected bike lanes during this time is not expected to reduce resources from roadway snow removal.  As such, this change will have minimal impact on operations during snow events within regular business hours.

 

When staff complete snow clearing outside of regular hours, it requires a call out process primarily based on seniority. As such, anytime snow is cleared from protected bike lanes during these times, it may result in reduced resources for snow clearing on roadways. To balance the need for snow removal in both roads and protected bike lanes, staff propose completing snow removal in protected bike lanes outside of regular hours at a similar priority as secondary roads and limit the hours to peak daytime hours starting at 4:00 am and ending at 6:00 pm. These changes are reflected in the updated Snow Clearing Policy in Attachment 1. In this proposed change, staff included an additional road type for emergency routes as a higher priority than secondary routes for road clearing, to avoid protected bike lanes being cleared before an emergency route is cleared. This would include routes used by VicPD and Esquimalt Fire even if it is a local road (example: Carlisle by future Public Safety Building).

 

Council may consider variations to the Snow Clearing Policy to reflect either higher or lower levels of service. Depending on the requested change, there may be additional budget implications for staff and equipment resources. Staff have explored other specific snow clearing equipment to increase the level of service for snow removal in protected bike lanes. The cost ranges from $30,000 to over $200,000. Depending on the equipment, there may be synergies with other services, including with the Parks Department (example: lawn mowing).

 

At this time, staff recommend procuring the bike lane street sweeping with a snow blade and utilizing this equipment for a winter season before other equipment is explored. At that time, staff will be in a better position to evaluate the need for further equipment and synergies with other departments.

 

Separate from procuring new equipment, staff are exploring ways to apply brine to bike lanes using existing equipment. Brine, when combined with sweeping, is a proven practice in small snow events that is identified as a preferred option in the ATNP. Staff expect this option to be in place for Fall 2024. Alternatively, a salter can be added to the bike lane street sweeper for an additional $14,000. Staff recommend pursuing the brine option and trialing it for a season before considering adding a salter. If successful, the brine option is expected to achieve a higher level of service at minimal cost.

 

Environmental Impact:

 

Electric street sweepers are available, but the options focus on the compact multi-use machine that does not provide sufficient sweeping performance for the amount of leaves expected on the Township’s protected bike lane corridors. It is expected that better performing equipment will be available by the time the asset is ready for renewal at the end of its expected 12-year life. Staff have confirmed this with the consultant completing the EV Fleet Plan.

 

 

OPTIONS:

 

1.                     That Council:

a.                     award a contract to Cubex Ltd. in the amount of $247,015.73, excluding GST, for a bike lane street sweeper with snow blade; and

b.                     direct staff to update the Salting/Sanding/Snow Clearing Council Policy No. E&PW - 08 to include up to 3” of snow clearing in protected bike lanes;

as described in Staff Report EPW-24-005.

2.                     That Council provide alternative direction to staff.

3.                     That Council request further information from staff.

 

COUNCIL PRIORITY:

 

Engaged & Healthy Community - Implement Active Transportation Network Plan

 

FINANCIAL IMPACT: 

 

The cost of the equipment is expected to be within the approved amount in the 2023-2027 Financial Plan. Staff intend on using the operator of the existing roadways street sweeper to complete a majority of this work to a similar level of service being provided in bike lanes without protection.

 

COMMUNICATIONS/ENGAGEMENT: 

 

Staff will communicate the Snow Clearing Policy changes to VicPD and Esquimalt Fire.

 

TIMELINES & NEXT STEPS:

 

Once the bike lane street sweeper is ordered, it is expected to take 4-6 months before final delivery.

 

REPORT REVIEWED BY:

 

1.                     Ian Irvine, Director of Finance, Reviewed

2.                     Deb Hopkins, Director of Corporate Services, Reviewed

3.                     Dan Horan, Chief Administrative Officer, Concurrence

 

LIST OF ATTACHMENTS: 

 

1.                     Updated Salting/Sanding/Snow Clearing Council Policy No. E&PW - 08 - Redlined Version

2.                     Updated Salting/Sanding/Snow Clearing Council Policy No. E&PW - 08