CITY OF POMONA
COUNCIL REPORT
July 15, 2024
To: Honorable Mayor and Members of the City Council
From: Anita D. Gutierrez, City Manager
Submitted By: Rene Guerrero, Public Works Director
SUBJECT: AUTHORIZE CITY STAFF TO REJECT BIDS FOR “BUS STOP MAINTENANCE, TRANSIT CENTERS POWER AND PRESSURE WASHING SERVICES,” AND EXTEND AGREEMENT WITH PARKWOOD LANDSCAPE MAINTENANCE, INC.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
Authorize the rejection of a bid from Urban Graffiti Enterprises, Inc. for “Bus Stop Maintenance, Transit Centers Power and Pressure Washing Services,” Invitation for Bid (IFB) No. 2024-23; Approve a six-month extension to Parkwood Landscape Maintenance, Inc.’s contract for a not-to-exceed amount of $137,000 to allow for continued maintenance services and a new bidding process; and Authorize the City Manager, or designee, to execute necessary documents and any extensions or amendments thereto on behalf of the City, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the recommended actions will result in rejecting the one bid received from Urban Graffiti Enterprises, Inc. for “Bus Stop Maintenance, Transit Centers Power and Pressure Washing Services,” and extend the agreement with the current vendor, Parkwood Landscape Maintenance, Inc. (Parkwood), for a term of six months. Extension of the current Parkwood agreement will ensure that services for bus stop maintenance and pressure washing at the transit centers continue while a new bidding process takes place.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☒ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $250 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $250 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
These services have been budgeted in the Fiscal Year 2024-25 Operating Budget in 216-2506-52649-00000 and 101-2520-52649-00000 (Bus Shelter Maintenance). As such, there is sufficient funding to cover the cost of the contract extension with Parkwood.
PREVIOUS RELATED ACTION:
On June 17, 2019, the City Council awarded a three-year contract, with (2) one-year extension options, to Parkwood in an annual amount of $161,978 for bus stop maintenance and related services, including power/pressure washing at the City’s two transit stations.
On August 7, 2023, the City Council approved Resolution No. 2023-131 appropriating $600,000 of available Proposition A funds for vandalism-related services and repairs at the Pomona Transit Center. At that same meeting, the City Council approved an amendment to the agreement with Parkwood for increased pressure washing services to address increased vandalism at the Pomona Transit Center. The amendment to the existing agreement increased services to seven times per week at an annual contract amount of $85,000.
On November 20, 2023, the City Council retroactively approved an amendment to the agreement with Parkwood to update the fee for pressure washing services at the Pomona Transit Center. The annual amount changed to $132,132 per year rather than the $85,000 approved on August 7, 2023.
On January 8, 2024, the City Council approved an amendment to the agreement with Parkwood to include bus shelter and trash receptacle maintenance services at 36 new locations through the remainder of the contract term (July 31, 2024). The total cost for maintenance services at these new locations was an additional $2,984.67/month.
DISCUSSION:
Parkwood is the City’s current maintenance contractor providing pressure-washing services at the Downtown Pomona Transit Center, Pomona North Station, and various bus stop shelters Citywide. At the Pomona Transit Centers, pressure-washing services take place seven times per week. Moreover, Parkwood provides additional maintenance services at newly installed bus shelters, benches, and 36 trash receptacles along Holt Avenue and Garey Avenue, installed as part of the Clean CA grant project.
Parkwood’s agreement is set to expire on July 31, 2024. To prevent a lapse in service, City staff posted Invitation for Bid (IFB) No. 2024-23, “Bus Stop Maintenance, Transit Centers Power and Pressure Washing Services,” on April 25, 2024. Unfortunately, only one responsive bid, from Urban Graffiti Enterprises, Inc., was submitted.
The bid from Urban Graffiti Enterprises, Inc. was over $1,000,000 annually, far exceeding what the City has paid in the past, and what has been budgeted for these services in FY 2024-25. Staff attempted to negotiate with Urban Graffiti, and unfortunately, the parties could not come to a mutually beneficial agreement. Staff recommends that the City Council reject the bid, allowing Staff to complete a new bidding process.
Per City Code 2-984, Council approval is required to extend the contract as it will exceed five (5) years from its original term. During the six (6) month extension, a new bidding process will be conducted with a restructured IFB.
Prepared by:
Maritza Sosa-Nieves, Sr. Management Analyst
Reject Bid for Bus Stop Maintenance and Pressure Washing Services, and extend Parkwood’s Agreement