TO:
Honorable Mayor and Members of the City Council
THROUGH:
Mark Danaj, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Keith Darling, Maintenance Manager
SUBJECT:Title
Resolutions Approving a One Year Contract Authorizing Arakelian Enterprises, Inc. (dba Athens Services) for Street Sweeping and Strand Pressure Washing Services for an Amount Not-to-Exceed $395,534 and CleanStreet for Porter, Power Washing and Landscape Maintenance Services for an Amount Not-to-Exceed $362,271 and Authorize the City Manager to Increase the Compensation Paid to One of the Two Vendors Not-to-Exceed $20,000 for Additional Power Washing Services (Public Works Director Katsouleas).
ADOPT RESOLUTION NOS. 17-0100 AND 17-0101
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RECOMMENDATION:
Staff recommend the following:
1. Adopt Resolutions approving contracts for service as follows:
a. Arakelian Enterprises, Inc.(dba Athens Services) for $395,534 for street sweeping services citywide and power washing of The Strand (Attachment 1 Resolution, Attachment 2 Scope of Work/Budget); and
b. CleanStreet for $362,271 for porter, power washing and landscape maintenance services in the downtown area, the Pier and the North End (Attachment 3 Resolution, Attachment 4 Scope of Work/Budget).
2. Authorize the City Manager to increase the compensation paid to one vendor in an amount not to exceed $20,000 for additional power washing services of the blue stamped crosswalks in the downtown area and the decorative crosswalks in the North End, and make all necessary changes to the contract and the resolution to reflect this change. Because both contracts provide for power washing services, the contract to be amended will be determined at a later time based on competitive pricing.
FISCAL IMPLICATIONS:
There are sufficient funds in the FY2017/18 budget Public Works operating budget for the service listed above. The budgets for individual fixed and not-to-exceed (NTE) “extras” for these companies for FY 2017/18 are as follows:
Service Provider Base Service NTE Extras Annual Total
Athens Services $346,534 $49,000 $395,534
CleanStreet $260,731 $101,540 $362,271
BACKGROUND:
On July 5, 2011, City Council authorized Athens Services and CleanStreet to perform the above described services in response to Request for Proposal (RFP) No. 833-11. Street sweeping services was awarded to Athens as the low bidder for that portion of the scope of work, and the landscaping and pressure washing services was awarded to CleanStreet as the low bidder for the remaining scope of work. The RFP contemplated a five-year term with two additional one year extensions at Council discretion. This staff report therefore, recommends authorizing a contract for the services listed in Attachments 2 and 4 for the second extension year identified in the RFP. Athens and CleanStreet have provided services for the City for the past 6 years and have been very responsive to City needs, performing within the terms of their scope of work and adjusting services as requested.
DISCUSSION:
Athens Services
Athens Services provides weekly street sweeping services citywide and power washing services on The Strand.
CleanStreet
Cleanstreet provides weekly porter, power washing and landscape maintenance services for the downtown area, Pier, Metlox, Civic Center Plaza and state parking lots.
Public Works is beginning to prepare the Request for Proposals for the services listed above so that new services are secured by August 31, 2018. This will include engaging City Council and downtown businesses in the scope of work development for services currently provided by Athens and CleanStreet. Once completed, staff will bring to City Council recommendations for new contract awards, anticipated for June/July, 2018.
Staff is therefore requesting that City Council approve a one-year contract with each of the following companies:
1) Athens, for an amount not-to-exceed $395,534, in order to maintain continuity of street sweeping and power washing services through August 31, 2018; and
2) CleanStreet, for an amount not-to-exceed $362,271, to maintain continuity of downtown porter, power washing and landscape maintenance services through August 31, 2018.
Staff also requests that the City Council authorize the City Manager to increase the compensation paid to one vendor in an amount not to exceed $20,000 for additional power washing services of the blue stamped crosswalks in the downtown area and the decorative crosswalks in the North End. Due to both companies providing power washing services, the contract to be amended will be determined at a later time based on competitive pricing that will be requested of each vendor.
POLICY ALTERNATIVES:
Decline staff’s request to approve contracts for the vendors and services listed above for up to one-year.
PROS:
The City will not need to expend funds for street sweeping, power washing and landscape maintenance services.
CONS:
Declining to approve of these extensions would result in the City being without essential services until a new service provider was secured.
PUBLIC OUTREACH/INTEREST:
No public outreach was conducted in the development of this staff report. However, staff will begin the public outreach process regarding the development of new RFPs should City Council approve the recommendations above.
ENVIROMENTAL REVIEW:
Not applicable.
LEGAL REVIEW
The City Attorney has approved as to form the draft agreements.
Attachment/Attachments:
1. Resolution No. 17-0100
2. Athens Services Agreement
3. Resolution No. 17-0101
4. CleanStreet Agreement