Item 11 - Award Agreement to Athens Services to Provide Street Sweeping Services

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Award Agreement to Athens Services August 29, 2023 Page 2 3 6 5 7 estimated between 12 to 20 months from the date of placing the order. As a result, this option would not be implemented until fall 2025. Staff does not recommend this option due to the high cost of equipment, maintenance, staffing challenges to provide consistent service, and unanticipated costs associated with providing in-house services that are not known at this point. Following the analysis of the in-house option, a Request for Proposals (RFP) No. 23- 007 (Exhibit 1) was released on January 27, 2023, outlining the requirements for street sweeping services. The RFP requirements included timely and quality service, excellent customer service, a dedicated field supervisor, and adherence to prevailing wage as determined by the DIR. The RFP was advertised on the City's online bid and management publication system, PlanetBids. A summary of the RFP and proposals received is as follows: 67 Vendors notified 3 Santa Ana vendors notified 20 Vendors downloaded the RFP packet 2 Proposals received 0 Proposals received from Santa Ana vendors On February 6, 2023, a pre-proposal meeting was held with four sweeping contractors in attendance. The proposal deadline was February 21, 2023 and the City received proposals from two service providers. The Public Works Agency is committed to providing our community with the highest quality of service possible. As such, an experienced committee of professionals from Public Works Maintenance Services and Park Maintenance evaluated the proposals based on various criteria such as experience, reputation, employee training programs, and customer service. The evaluation committee also assessed the contractor’s ability to meet performance schedules, competitiveness of fees, and the business and operational model. Both contractors were invited to the interview phase. Staff also conducted reference checks with other municipalities to determine the most qualified service provider. The ratings for the two proposers are identified in the table below: Firm Location Rank Athens Services Industry, CA 1 CleanStreet, LLC (Owned by SCA of CA, LLC)Gardena, CA 2 The evaluation committee has analyzed the proposals thoroughly and determined that Athens Services (Athens) is the best option to provide street sweeping services. Athens has been the City's service provider for the past 11 years while showing great dedication in delivering top-quality services and excellent customer service. With 36