Report to Mayor and City Council
Tuesday, October 03, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF A MAINTENANCE CONTRACT TO LOS ANGELES CONSERVATION CORPS, FOR WEED ABATEMENT, REMOVAL OF MISCELLANEOUS DEBRIS, AND COVER OF GRAFFITI WITHIN THE CITY’S PUBLIC RIGHT OF WAY
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I. SUMMARY
To address the weeds, miscellaneous debris, and graffiti within the City’s public right of way as well as within Caltrans’ right of way, staff solicited bids from qualified contractors for maintenance service. An invitation for formal bids (IFB No. 23-17) was released on August 10, 2023. Solicitation for bids closed on August 31, 2023, and eight bids were received. Los Angeles Conservation Corp (Conservation Corp) was determined to be the lowest, responsive, and responsible bidder. Staff recommends awarding a one-year maintenance contract for a not-to-exceed amount of $433,379.89 with an option to extend for two additional one-year terms to Conservation Corp (Exhibit No. 1).
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. AWARD a Maintenance Contract to the lowest responsive and responsible bidder, Los Angeles Conservation Corp, for weed abatement, removal of miscellaneous debris, and cover of graffiti, in the amount of $433,379.89.
2. AUTHORIZE the Mayor to execute a Maintenance Contract following approval as to form by the City Attorney.
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III. ALTERNATIVES
1. DO NOT APPROVE the award of a Maintenance Contract to Los Angeles Conservation Corp
2. TAKE another action the City Council deems appropriate consistent with the requirements of the Law.
IV. BACKGROUND
A few of the functions of Public Work Maintenance (PWM) is to address weeds, miscellaneous debris, and graffiti within the City’s public right of way. PWM controls weed growth with application of weed control solution followed by its removal. Miscellaneous debris that has gathered at various areas such as tree wells, medians, sidewalk, and roadway are picked up as part of various maintenance programs. Covering of graffiti in the public right of way, is also handled by PWM. The demands to address these similar concerns are sometimes more prevalent at areas within the Caltrans right of way. PWM is limited to work within the City’s public right of way. All maintenance needs that are within the Caltrans’ right of way must be handle by Caltrans authorized personnel, and at times, the process to address the concern can be quite a lengthy period.
To expeditiously address these concerns, PWM solicited competitive bids from qualified contractors to maintain and perform weed abatement, litter, debris and graffiti removal services within the City’s right of way including Caltrans right-of-way (i.e. freeway over/under passes, freeway on/off ramps etc.). The City released IFB No. 23-17 which was advertised on PlanetBids from August 10, 2023 to August 31, 2023. Eight bids were received and were opened by the Purchasing Division Manager at the City Clerk’s office on August 31, 2023. Conservation Corp was determined to be the lowest, responsive, and responsible bidder with a total bid in the amount of $433,379.89 which equates to a daily rate of $1,666.85.
The bid results from PlanetBids are listed below:
NO. COMPANY NAME BID AMOUNT
1. Woods Maintenance Services Inc. $5,440.00
2. Sun Environmental Engineering Services $7,280.00
3. Singh Group Inc. $7,800.00
4. Steelclad Inc. $7,900.00
5. Joncowest $8,880.50
6. Deangelo Contracting Services, LLC $33,240.00
7. Interior Demolition $100,800.00
8. LA Conservation Corps $433,379.89
Upon review of the bids staff discovered a discrepancy between the line items requested through PlanetBids and the line items requested through the IFB addendum no. 1. Staff confirmed with each bidder and determined the daily rates as follows:
NO. COMPANY NAME AMOUNT
1. LA Conservation Corps $1,666.85
2. Singh Group Inc. $3,120.00
3. Steelclad Inc. $3,950.00
4. Joncowest $4,440.25
5. Deangelo Contracting Services, LLC $5,540.00
6. Sun Environmental Engineering Services $7,280.00
7. Woods Maintenance Services Inc. $8,940.00
(did not provide price for all bid items)
8. Interior Demolition $34,600.00
Conservation Corp’s references have been checked and it has been verified that the contractor has completed similar maintenance service in an acceptable manner.
PWM Staff will issue work orders to handle sections of City that need weed abatement, collection of miscellaneous debris, and graffiti removal. Fees for these services will be based on the verified daily rate of the bid schedule as submitted by the contractor.
Staff recommends that the City Council approve the Maintenance Services Agreement with Conservation Corp for a not-to-exceed amount of $433,379.89 calculated at 5 days per week for 52 weeks for a daily rate of $1,666.85.
V. FISCAL IMPACT
The Contract Agreement will have no additional fiscal impact on the General Fund. The funding requested for this Contract Agreement for $433,379.89 will be charged to account number 101-80-840-281-6004.
VI. EXHIBITS
1. Public Works Maintenance Agreement with Los Angeles Conservation Corp (pgs. 1-36)
2. IFB No. 23-17 (pgs. 1-18)
Prepared by: Arlington Rodgers Jr., Director of Public Works and Raymond Velasco, Operations Manager