HomeMy WebLinkAbout22A - HOMELSS EMCAMPMENT DEBRIS REMOVALREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JULY 7, 2020
TITLE:
AWARD A BLANKET ORDER CONTRACT
TO LANDSCAPE WEST MANAGEMENT
SERVICES, INC. FOR HOMELESS
ENCAMPMENT AND DEBRIS REMOVAL
SERVICES IN THE ANNUAL AMOUNT OF
$500,000 FOR A TWO-YEAR TERM, WITH
TWO TWO-YEAR RENEWAL OPTIONS
(SPECIFICATION NO. 20-075)
(GENERAL FUND)
/s/ Kristine Ridge
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
F-ITUNT100751191
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Award a blanket order contract to Landscape West Management Services, Inc. for homeless
encampment and debris removal services for a two-year period beginning July 7, 2020, and
expiring July 6, 2022, with provisions for two, two-year renewal options exercisable by the City
Manager, in an annual amount not to exceed $500,000 subject to non -substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The City Council adopted a Resolution declaring a Public Health and Safety Crisis related to
homelessness in September 2017 (Resolution No. 2016-073). To address the issues associated
with homelessness, staff from multiple city agencies including the Public Works Agency
Maintenance Services Division, Santa Ana Police Department, Parks and Recreation Department
and the Orange County Health Care Agency, collaborated on ideas to help mitigate issues related
to homelessness. In January 2018, this collaborative effort led to the formation of the Quality of
Life Team (QOLT) to improve efficiencies and response times when addressing homeless -related
incidents. Each member of the QOLT team performs a specific function focusing on maintenance
of public areas, enforcement, personal property inventory/storage, providing access to social
services and housing/shelter accommodations.
Due to increased homeless activity and the program's success, the QOLT operations have
expanded. During Fiscal Year 2019-20, the Public Works Agency coordinated the award of two
emergency contracts totaling a combined $580,000 to supplement the QOLT Team efforts. The
award of these contracts has allowed the provision of service to increase by providing coverage
seven days -a -week, during evenings, late -nights, and weekends. With the assistance of
contractors, 7,420 homeless -related service requests were completed from July 2019 through May
2020. Funding for the emergency contracts will be exhausted by July 31, 2020. Awarding of a
contract to Landscape West Management Services, Inc. will allow the continuation of services to
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Award Contract for Homeless Encampment and Debris Removal Services
July 7, 2020
Page 2
maintain public spaces free of debris and encampments, and open for safe use by residents,
businesses and stakeholders of Santa Ana.
The Notice Inviting Bids was advertised on May 26, 2020 on the City's online bid management and
publication system. A summary of the Invitation for Bids and bids received is as follows:
535 Vendors notified
27 Santa Ana vendors notified
30 Vendors downloaded the bid packet
6 Bids received
0 Bids received from Santa Ana vendors
Bids were received and opened on June 2, 2020, and evaluated. Three of the six bids received
were determined to be responsive. Bid results for responsive bids are as follows:
Extended
Bidder Location Total Price
Landscape West Management Services, Inc. Anaheim, CA $ 703,740
L. Barrios Associates, Inc. San Dimas, CA $ 1,078,740
Master Landscape & Maintenance, Inc. Westminster, CA $ 2,914,145
The bid received from Landscape West Management Services, Inc. is lowest, responsive to
specifications, and meets the City's requirements (Exhibit 1). The proposed award amount is
based on the available funding amount of $500,000 for homeless clean up services, and is for an
initial two-year term with two, two-year renewal options to allow for on -going and consistent
services. Staff conducted reference verifications with other cities and confirmed the contractor has
met their performance goals. Additionally, the contractor has effectively provided median
landscape maintenance services for the City since July 2019 and Civic Center maintenance since
January 2020, meeting all service and quality expectations.
Outreach Efforts
The Purchasing Division advertised this project on the City's online bid management and
publication system, which directly notified 27 Santa Ana vendors, both electronically and through
verbal notification. Of those 27 vendors, one downloaded the bid document, but did not submit a
bid packet for consideration.
FISCAL IMPACT
Funding for this agreement will be budgeted and available for expenditure, annually, for the entire
term of the agreement, including renewal options, in the following accounts:
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Award Contract for Homeless Encampment and Debris Removal Services
July 7, 2020
Page 3
Fiscal
Year
Accounting
Unit -Account #
Fund
Description
Accounting Unit,
Account Description
Amount
2020-21
01117643-62300
General Fund
Public Works — Street Trees
$500,000
2021-22
01117643-62300
General Fund
Public Works — Street Trees
$500,000
2022-23
01117643-62300
General Fund
Public Works — Street Trees
$500,000
2023-24
01117643-62300
General Fund
Public Works — Street Trees
$500,000
2024-25
01117643-62300
General Fund
Public Works — Street Trees
$500,000
2025-26
01117643-62300
General Fund
Public Works — Street Trees
$500,000
TOTAL
$3,000,000
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management
Services Agency
Submitted By: Nabil Saba, P.E., Executive Director— Public Works Agency
Exhibit: 1. Bid Abstract
22A-3
ABSTRACT OF BIDS
HOMELESS ENCAMPMENT DEBRIS and REMOVAL SERVICES (SPEC 20-075)
Bid Total
Bidder
Landscape West Management Services, Inc.
Anaheim, CA $ 703,740.00
L. Barrios Associates, Inc.
San Dimas, CA $ 1,078,885.00
Master Landscape & Maintenance, Inc.
Westminster, CA $ 2,914,145.00
Note: Three additional bids were received for a total of six bids. However, they were
deemed non -responsive due to non-compliance with Department of Industrial Relations
requirements and City requirements.
EXHIBIT 1
22A-4