TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Stephanie Katsouleas, Public Works Director
Veronica Rodriguez, Maintenance Manager
SUBJECT:Title
Resolution No. 18-0108 Awarding a Five-Year Agreement to Athens Services for Street Sweeping and Pressure Washing Services for an Estimated Value of $3,288,144 in Response to RFP No. 1168-18 (Public Works Director Katsouleas).
ADOPT RESOLUTION NO. 18-0108
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution No. 18-0108 (Attachment) authorizing the City Manager to execute a five-year Agreement with Athens Services for street sweeping and pressure washing services for an estimated value of $3,288,144;
2. Authorize an additional annual contingency amount of $62,000 for unforeseen services and/or emergencies; and
3. Authorize the City Manager to extend the term of the Agreement for up to two additional 2-year periods, with an annual $62,000 contingency, if deemed in the City’s best interest.
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FISCAL IMPLICATIONS:
The estimated value of the five-year agreement for street sweeping and pressure washing services is $3,288,144. The first contract year’s rate is $619,337, with subsequent years increasing or decreasing based on fluctuations in the Producer Price Index (P.P.I.), which is estimated at 3% annually for the remaining four years of the Agreement. Sufficient funds are budgeted in the FY 2018/19 Public Works budget for these services.
BACKGROUND:
The City currently contracts with one company to provide street sweeping and with two companies to provide pressure washing services throughout the City. The street sweeping scope includes all public streets, paved alleys, parking lots, and The Strand. The pressure washing scope includes pressure washing of the pier, downtown streetscape, Civic Center Plaza, North Manhattan Beach Business Improvement District, blue tile crosswalks, various parking lots, Metlox Plaza, and The Strand.
Periodically, the City solicits proposals for street sweeping and power washing services to ensure that it is receiving high quality services at the best possible rate. The last Request for Proposals (RFP) was released in March 2011 and was ultimately divided into two awards: one to Athens Services for citywide street sweeping and monthly Strand pressure washing services, and one to CleanStreet for downtown maintenance and sidewalk pressure washing activities. The RFP released this year sought to recombine these services into a single contract.
DISCUSSION:
Staff solicited proposals for these services in May 2018, which was advertised on the City’s website as well as BidSync, a public bid notification board. The City received two responses on June 26, 2018. Staff conducted an evaluation and selection process based on prior experience, quality of the scope of work proposed, staffing experience, references, ability to meet insurance requirements, and cost for service. The following two companies submitted proposals for the following annual rate:
Vendor Annual Bid Rate for FY 2018/19
Athens Services $619,337
CleanStreet $785,336
Athens Services has provided high quality street sweeping and power washing services to the City over the last seven years, and has been responsive to the City’s additional requests and needs. Therefore, staff recommends that City Council award a five-year contract for an estimated $3,288,144 for citywide street sweeping and pressure washing services to Athens Services, with a $62,000 annual contingency for any unforeseen services or emergencies. Staff further recommends that the Council authorize the City Manager to extend the term of the agreement for up to two additional 2-year optional renewals if deemed in the City’s best interest.
PUBLIC OUTREACH/INTEREST:
These services are considered routine and ongoing. Thus no public outreach was conducted regarding these proposed services.
ENVIRONMENTAL REVIEW
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW
The agreement has been reviewed by the City Attorney and is approved as to form.
Attachments:
1. Resolution No. 18-0108
2. Agreement - Athens Services
3. RFP No. 1168-18