HomeMy WebLinkAboutD-5 Staff Report - Street Sweeping ServicesSCHEDULED ITEM
D-5
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: DON PENMAN, INTERIM CITY MANAGER
FROM: DANIEL BOBADILLA, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
DATE: JANUARY 16, 2018
SUBJECT: AGREEMENT FOR STREET SWEEPING SERVICES
SUMMARY:
The City provides street sweeping services through a contractual agreement with Athens Services. On
September 18, 2017, the City Council authorized Staff to execute a month-to-month agreement
extension with Athens Services. In addition, Staff was directed to meet with Athens Services to discuss
various service program options, including longer term agreement extensions. Staff is proposing three
options for the City Council to consider.
RECOMMENDATION:
Staff recommends the City Council consider one of the following options:
1)Option 1: Approve a three-year extension to the Athens Services’ agreement for Street Sweeping
Services, freezing the current rate for one year and increases for years two and three based on the
Consumer Price Index;
2)Option 2: Approve a five-year extension to Athens Services’ agreement for Street Sweeping
Services, freezing the current rate for two years and increases for years three, four, and five
based on the Consumer Price Index;
3)Option 3: Authorize Staff to release a Request for Proposals to perform citywide street sweeping
services.
DISCUSSION:
Athens Services has been providing street sweeping services for the City since 2008. The current
agreement with Athens Services expired on March 1, 2017 and has been operating under a month-to-
month agreement. Staff obtained two proposals from Athens Services to continue providing street
sweeping services; a three-year extension and a five-year extension. In addition, a street sweeping
survey was conducted to determine how the City’s rate compares to neighboring cities.
Approved Council Meeting
1/16/2018 Option No.2
Street Sweeping Services
January 16, 2018
Page 2
City Curb Mile Rate
Chino Hills $20.25
Azusa $21.10
Rowland Heights – LA County $22.00
Temple City/Arcadia – LA County $22.00
Chino $23.02
Rosemead $23.30
Pomona $26.25
Bradbury $27.40
Staff developed the following three options for the Council’s consideration. Two options include
exercising Section 2-539 of the Municipal Code, waiving purchasing procedures to extend Athens
Services’ Agreement.
Section 2-539 of the Municipal Code states the following: In its discretion, the city council may at any
time, without amending this chapter, waive the purchasing procedures or alter these proceedings to fit a
specific purchase or contract, when such waiver is not in violation of state or federal law. A request for
waiver should occur only when unforeseen circumstances or emergencies arise that justify an exception
to following the provisions of this article, the city will not be prejudiced by such waiver and is in the best
interest of the city and its operations.
Option 1: Three-Year Extension to Athens Services’ Agreement
Under Option 1, the City Council will exercise Section 2-539 of the Municipal Code, waiving of
purchasing procedures and extend the Athens Services’ Agreement for three years, due to the best
interest of the community and the City’s operations. The current rate will be frozen for year one with
rate increases based on the Consumer Price Index for years two and three.
Option 2: Five-Year Extension to Athens Services’ Agreement
This option, the City Council would exercise Section 2-539 of the Municipal Code, waiving of
purchasing procedures and extend the Athens Services’ Agreement by five years, due to the best interest
of the community and the City’s operations. The current rate will be frozen for years one and two with
rate increases based on the Consumer Price Index for years three, four, and five.
Option 3: Do Not Extend Athens Services’ Agreement and Release a Request For Proposals
Under this option, Staff will release a Request for Proposals for citywide street sweeping services.
Athens Services has been providing street sweeping services for the City for nearly 10 years. They have
provided quality service and are responsive to the City’s needs when emergencies arise. Their staff
members are familiar with the service area and take great care in maintaining a clean environment.
Furthermore, Athens offers competitive rates that may not be realized through a Request for Proposals
Street Sweeping Services
January 16, 2018
Page 3
process. As such, Staff recommends approval of Option 1 or Option 2 approving an extension to the
Athens Services’ agreement.
FISCAL IMPACT:
There is no fiscal impact associated with Options 1 and 2 as the current rates would remain the same this
fiscal year. The fiscal impact for Option 3 would be determined when proposals are received from
potential contractors.
Prepared by: Fiscal Impact Reviewed by:
Daniel Bobadilla, P.E. Talika M. Johnson
Director of Public Works/City Engineer Director of Finance
Reviewed and Approved: Reviewed and Approved:
Louie F. Lacasella Don Penman
Senior Management Analyst Interim City Manager
Attachment:
1) Athens Services Proposal Letter