AWARD OF CONTRACT FOR

DOWNTOWN AREA CLEANING

Recommendation:

It is recommended that the City Council:

1. Authorize the award of the downtown area cleaning contract to California Street Maintenance of Gardena, CA, for a period of thirty-three (33) months in the amount of $240,000.

2. Authorize an appropriation of $27,200 for the FY 98-99 Budget from the Downtown Enhancement Fund.

3. Authorize the Mayor to execute and the City Clerk to attest the downtown area cleaning contract subject to approval by the City Attorney.

4. Authorize the Director of Public Works to make minor changes as necessary within budget.

Background:

Specifications were prepared and request for bid notices were sent out to 30 street cleaning companies. In addition, staff advertised in the Easy Reader and the Green Sheet. A pre-bid meeting was held August 24, 1998 and was attended by four (4) interested companies. On August 27, 1998 four (4) bids were received, one incomplete.

The results were:

Company - City - Price

1. California Street Maintenance - Gardena, CA - $222,900

2. Specialty Maintenance - Downey, CA - $296,274

3. Klean-Sweep - Torrance, CA - $416,055

(Alternate $403,644)

4. Coastline Conscious - Torrance, CA - Incomplete bid

Analysis:

California Street Maintenance is the apparent low bidder and their bid of $222,900 is for a period of 33 months of service.

The proposed work is a significant increase from the previous contract(s). Major additional items include:

• Increased square footage (Downtown Plaza).
• Increased cleaning methods and frequencies. (Daily vacuuming cleaning schedules and trash removal responsibility).
• Monthly steam cleaning year-round (Including Holidays).

Several months ago, staff attempted to combine several contracts, City-wide street sweeping and downtown cleaning, but were unsuccessful in getting sufficient bidders. Per Council action, staff then proceeded to separate the areas and re-bid the contracts.
The Downtown Plaza has proven to be very popular and successful, but with that success the maintenance has increased significantly. This contract will address the maintenance of the area more adequately.
Fiscal Impact:

The first year cost of $75,850 is higher than the $48,630 budgeted. Therefore, an additional appropriation of $27,220 is requested from the Downtown Enhancement (DEC) fund. The estimated balance in the DEC fund is $111,374.

Alternatives:

1. Approve staff recommendation. Award the contract to the lowest bidder, California Street Maintenance. Execute contract and all necessary documents and return bid bonds to the unsuccessful bidders.

2. Award bid to the second low bidder.

3. Reject all bids and instruct staff to develop new specifications and send it out for bids.

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