25J - AMEND AGMT ATHENS SERVICES

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Amend Agreement with Athens Services for Street Sweeping Services January 21, 2020 Page 3 Quality Control and Performance Measures The agreement continues to include key quality control measures that are consistent with other cities and industry standards to ensure sweeping quality and performance. As well, staff systematically performs daily and weekly route inspections for quality control. Athens Services has been compliant with the service expectations envisioned and expected of them and has been very responsive with corrective measures when the City requests service improvements. They have met their service goals by performing consistent weekly services. They have also provided additional services, including the addition of more street sweepers at times of need, such as during windstorm events, and free sweeping services annually for roadway debris emergencies and special events, such as, but not limited to, Fiestas Patrias Parade, Downtown Events, and the City's 150th Anniversary Celebration. Athens Services has provided street sweeping services for over 30 years, including servicing the City of Santa Ana for the past seven years. They have provided the best quality service at the most cost effective price. Therefore, staff recommends that the City Council approve the recommended action. In the event that this renewal extension is not approved, a Request for Proposals (RFP) will need to be issued, requiring approximately six months to finalize the procurement, with a service start date goal of July 1, 2020. If a new contractor were selected and is unable to acquire the necessary fleet of street sweepers due to industry constraints, a one-year extension to Athens Services would possibly be required to allow sufficient time for a smooth transition with the new contractor. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy #1 b (equitably maintain existing streets and associated assets in a state of good repair so they are clean, safe and aesthetically pleasing for all users.) ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Although the new contact results in a 12.8% increase, the sanitation fund has sufficient cash flow to provide for the increased cost in future years. Funding for the four-year renewal term, FY 2020- 21 through FY 2023-24, will be budgeted and made available in the account specified below: Fiscal Year Account No. Fund Accounting Unit — Amount Description Public Works -Roadway FY 2020-21 06817641-62300 Sanitation Cleaning - Contract $1,047,222 Services -Professional 25J-3