Operational Tips for Sweeping Professionals

Writing Clear Street Sweeping RFPs

by Ranger Kidwell-Ross

A clear request for street sweeping proposal (RFP) should define exactly what is being swept, how miles are measured, and what extra duties are included (emergency response, large item removal, etc.), so both the agency and bidders understand the true workload and cost. The safest approach is to define "curb miles" (or "sweeping miles") in the document, list each segment with maps, and then separately spell out all special services and response expectations. Any requirements concerning equipment to be provided and operator qualifications should also be included.

A well-written street sweeping RFP must always do one core thing: describe the exact work to be done in a way that matches how the contractor will actually sweep, instead of hiding work inside vague "miles" language. When agencies and contractors treat "sweeping miles," "curb miles," and "centerline miles" as interchangeable, a nominal 100-mile contract can quietly become 400 miles of actual curb to sweep, which is a recipe for disputes and poor service.

The starting point is to decide what "mile" means in the document and then define it on page one of the scope. In practice, the fairest and clearest unit is the "curb mile," sometimes also called a "sweeping mile." That is not a mile of roadway down the centerline; rather, it is one mile of sweeper path along a single curb or pavement edge. With that definition, a one-mile divided highway with two outside curbs and a raised median on each side is not "one mile;" it is four curb miles of sweeping because the sweeper must make four passes along four separate edges.

Centerline miles are still useful for describing the physical street network, but they should never be the unit of payment unless they are linked to an explicit conversion showing how many curb miles exist on each segment. Without that, the contractor might price for a single mile while being responsible for four.

Once the core definitions are in place, a good RFP moves quickly from abstractions to specifics. Instead of saying "approximately 100 miles of streets," the document should attach a table or GIS export that lists every segment to be swept, with from-to limits, route type, number of sweep edges, and frequency. A typical entry would identify the roadway name, note whether both sides and any medians are included, and show the resulting curb miles per sweep. Maps or aerials should accompany this list, clearly showing medians, islands, bulb-outs, and odd curb configurations, because those details are where extra, unpriced miles hide.

The RFP should also state that these maps and tables are part of the contract documents and that payment will be based on the defined curb miles rather than any later reinterpretation of "mile."

The narrative scope then needs to describe what "sweeping" actually entails. A clear scope will state that the contractor must sweep all designated curb and gutter lines, including outside curbs, median curbs, channelization islands, and any uncurbed pavement edges where debris accumulates. It should explain that intersections, turn pockets, and paved median areas are part of the work, not optional extras.

If alleys, cul-de-sacs, or parking areas are included, they should be described with the same level of detail and either converted into curb miles or handled as separate area-based items. The RFP should also specify the required swept width, the expected cleanliness standard (for example, from curb face through gutter flow line so that sediment and litter are removed), and how the contractor is expected to deal with obstructions such as parked vehicles.

Special services need their own section and their own pay structure, rather than being buried inside the curb-mile rate. Emergency response is a good example: an agency may need rapid sweeping after collisions, spills, or major storm events. The RFP should state how such events will be requested, what response time is required, and how the contractor will be compensated, usually on an hourly basis with a minimum call-out. Large item removal – things too big for the sweeper, like pallets, tires, branches, or appliances – should be handled the same way.

The scope must say whether the sweeping contractor is responsible for removing and disposing of these items, or just for reporting them, and whether labor and extra equipment for removal are included in the base price or paid separately. Dead animal removal is another sensitive duty that should be explicitly addressed: the RFP needs to say who handles carcasses, what safety and disposal procedures apply, and how this work is paid.

Extra sweeping for parades, festivals, or construction should be clearly included as optional work, typically paid by the hour or per event, so both sides know how those needs will be handled without renegotiating the contract.

A strong street sweeping RFP also explains how work will be measured, verified, and paid. The document should say that routine sweeping is paid per curb mile actually swept and that on-call work, emergency response, and special events are paid at agreed hourly rates. It should clarify whether disposal costs are built into the curb-mile rate or paid separately based on weight or volume, and it should list any required or approved disposal facilities.

To avoid arguments about whether routes were completed or speeds were appropriate for effective cleaning, the RFP can require route logs or electronic run sheets and, increasingly, GPS-based verification showing miles swept, sweeping speeds, and route coverage. Because street networks change, the contract should spell out how added or deleted segments will change the total curb miles and how the unit price will apply to those changes. And because parked cars, construction closures, and other obstructions can prevent complete curb coverage, the RFP should describe how such situations are documented, when return trips are required, and how payment is adjusted for partial coverage.

An RFP for street sweeping should also treat sweeper requirements as a core, written specification, not an afterthought. It needs to tell bidders exactly what type of machines are acceptable, how old they may be, what performance and environmental standards they must meet, and what qualifications are expected of operators and supervisors.

Sweeper types and performance

The document should state which technologies are allowed or required, tied to the agency's goals (fine sediment removal for water quality vs. big-debris cleanup, etc.). Many stormwater-focused programs now either require or strongly prefer high-efficiency vacuum or regenerative air sweepers because they perform better on fine particulates than pure mechanical broom machines. The scope can either:

• Mandate a specific type, such as "vacuum type sweepers in conformance with the City's MS4 permit," or "high-efficiency vacuum and/or regenerative air sweepers shall be used."
• Or allow a range, but require the proposer to list each sweeper's make, model, sweeping function (mechanical broom, regenerative air, vacuum), and primary/backup status, so the agency can judge whether the proposed fleet matches program needs.

Beyond type, the RFP should set key performance parameters: minimum effective sweep width, ability to pick up both coarse and fine material, and safe operating speeds while sweeping (for example, many cities cap sweeping speed between about 4 and 8 mph depending on street type to maintain effectiveness). If the program is explicitly tied to stormwater permits or air-quality rules, the RFP should say that sweepers must meet relevant performance certifications. (Keep in mind that the AQMD PM10/Rule 1186 is outdated and, when testing was performed, ALL sweepers tested were given a passing grade, no matter what technology was being used.)

Age, condition, and emissions

• Maximum age for front-line machines, such as "no sweeper more than 7-10 model years old in regular service," sometimes with a somewhat higher limit for designated backup units.
• Requirements that all sweepers be "late-model, in good condition and appearance," with the right to reject or require replacement of units that are excessively noisy, leaky, or unreliable.
• Explicit "clean air" clauses requiring compliance with state and federal engine and fuel rules (for example, CARB heavy-duty engine standards and EPA diesel sulfur limits) and any local air-district or stormwater permit requirements, with a duty to keep that compliance current throughout the contract.
• Noise is another common specification. RFPs often require that sweepers comply with all applicable local noise ordinances and sometimes set a maximum sound level at a defined distance (for example, 85 dBA) or simply state that sweeping operations must be conducted "as quietly as possible" within legal limits. This is especially important for early-morning residential routes.

Fleet size, backup capacity, and reliability

The RFP should also specify the minimum number of sweepers the contractor must have available to protect the schedule. Many cities call for at least two working sweepers for a city-wide program, with one always available as backup so a single breakdown does not cause missed routes. The document can require that:

• A certain number of fully operational units will be dedicated or available at all times for the contract. Backup equipment should be of the same general type and capability as the primary sweepers.
• Contractors must keep equipment properly maintained to prevent leaks, material loss, or repeated downtime, and promptly repair or replace units that fail to meet standards.

Tying this to reporting requirements; e.g., a current equipment list with make, model year, license, and hours, plus notice of any permanent changes to the fleet, gives the agency visibility into whether the contractor is maintaining adequate capacity.

Because street sweeping intersects directly with stormwater and air-quality compliance, the RFP should link equipment to those obligations. Many documents require that sweepers:

• Be designed and operated to prevent materials from leaking, blowing, or falling from the vehicle, including having adequate seals, covers, and dust control systems.
• Comply with MS4/stormwater permit conditions where applicable, which can drive the choice of vacuum/regenerative air over mechanical only, and may specify minimum fines capture or filter performance.
• Operate within defined speed limits while sweeping, such as 4-5 mph in residential areas and slightly higher in commercial corridors, to balance safety, debris pickup, and noise.

Safety provisions can address lighting, beacons, backup alarms, mirrors and cameras, and any work-zone requirements like cones or arrow boards when operating in traffic, sometimes by reference to MUTCD or local traffic-control standards. The RFP can also require that sweepers be kept clean and free of excessive graffiti or damage, reflecting the agency's public image.

Operator and supervisor qualifications

Machines are only as good as the people running them, so RFPs frequently include minimum operator and supervisory qualifications. Typical elements are:

• Licensing: Requirement that all sweeper operators hold an appropriate commercial driver's license (often a Class A or B with air-brake endorsement) and maintain a clean driving record.
• Experience: A minimum number of years of relevant experience for the contractor and key personnel, such as at least five years of municipal sweeping experience and successful work in a specified number of jurisdictions, or at least one to two years of sweeper operation per operator.
• Training and certifications: Requirements for training in work-zone safety, OSHA basics, dust control where required by local air-quality rules, and any agency-specific safety programs.
• The RFP can require that proposers submit résumés or brief biographies of key staff, describe their training programs, and explain how new operators are brought up to standard before being assigned to contract routes.

How to integrate all this into your RFP

• State the acceptable sweeper types and any mandates for regenerative air or vacuum equipment.
• Set age, emissions, and noise standards; define the minimum fleet and backup capacity; and tie performance to stormwater and air-quality obligations.
• Describe operator licensing, experience, and training requirements, and require submittal of an equipment list and staff qualifications with the proposal.

Handled this way, the equipment and operator language supports the rest of the scope: it ensures that when you define "curb miles" and cleanliness standards, you also ensure that the contractor is using the right tools and people to meet them.

From both the agency and contractor perspectives, the goal is to make the written document match the real world. Agencies should avoid generic references to "miles" or "lane miles" and instead define curb miles, list and map every segment, and spell out all routine and special services. Contractors, in turn, should read any RFP by converting its quantities into their own internal tally of actual sweeping passes – every curb, median, and edge the broom or vacuum will travel—and should ask questions whenever "100 miles" looks like it will behave more like 400 once medians and extra curbs are accounted for.

When everyone talks in terms of clearly defined curb miles and explicit duties, the "sweeping miles vs. centerline miles" confusion disappears, and the contract becomes far more likely to deliver the level of cleanliness both sides expect.

If you have questions or comments about this article, or know of other links or information we should add, please,let us know and we can add them in as an addendum to this article.

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