Agenda Item: 15
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: January 14, 2025
SUBJECT: ENCAMPMENT CLEAN-UP SERVICES CONTRACT
DEPARTMENT: Community Development
PRESENTER: Tracy Sullivan
RECOMMENDED ACTION
City Council:
1. Award a two-year contract for encampment clean-up services to Woods Maintenance Services, Inc., in the annual amount not to exceed $200,000.
2. Authorize the City Manager or designee to execute up to three additional one-year renewal options for an annual amount not to exceed $200,000.
3. Authorize the City Manager or designee to execute all contracts and associated documents, and modify the awards in the event impossibility of performance arises, and execute all documents subject to City Attorney approval.
BACKGROUND
The City of Santa Clarita (City) contracts on an as-needed basis for homeless encampment clean- up and abatement services to address sites throughout the City. Clean-ups typically occur on a bimonthly basis, although the frequency may change depending on activity levels, resident complaints, and health and safety concerns. In 2024, approximately 150 encampments were abated throughout the City using a third-party contractor and/or City staff. The City’s Community Preservation Division serves as the contract administrator and works directly with the contractor for needed services. Encampments are posted by City staff with a “Notice to Vacate Illegal Campsite” prior to any scheduled clean-up. The contractor is then accompanied during the clean-up by City staff and law enforcement personnel, as needed.
The City conducted a Request for Proposals (RFP) to solicit proposals from qualified contractors to provide clean-up services to remove all junk, trash, debris, refuse, and miscellaneous items from previously identified homeless encampment sites Citywide. The RFP was published and
circulated via the City’s e-procurement system, BidNet, on October 24, 2024. The City transmitted the solicitation to 325 vendors on BidNet, of which 38 vendors downloaded the RFP.
A total of four companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel, comprised of staff from the Community Development Department, scored the responses using the following categories of criteria:
• Contractor qualifications and experience with similar services • Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards
• Staffing and equipment capabilities that allow the contractor to complete projects within an appropriate and acceptable timeframe
• Cost of services provided, as well as discounts offered
The evaluation panel scored the responses based on a 100-point scale, with the results outlined below:
COMPANY LOCATION SCORE
Woods Maintenance Services, Inc. North Hollywood, CA 97.33 American Integrated Services, Inc. Wilmington, CA 90.67 GrayMar Environmental Services, LLC Moses Lake, WA 73.00 Clean Harbors Environmental Services, Inc. Compton, CA 72.00
In reviewing the proposals, the evaluation panel awarded the highest score to Woods Maintenance Services, Inc. (WMS). Woods Maintenance Services, Inc. demonstrated recent experience in successfully delivering similar projects and provided a detailed proposal that aligns with the project scope. Their proposed team and resources are well-qualified, and their understanding of key development items reflects a thorough grasp of project requirements. All vendors submitted detailed cost proposals, including wage rates, equipment fees, and material and vehicle costs. WMS demonstrated the most competitive pricing while meeting all project requirements, ensuring the City obtains high-quality services at the best overall value.
WMS has a track record of performing homeless encampment clean-ups for over eight years and has managed 1,000 clean-ups for public agencies such as Metro, the City of Riverside, the City of Ventura, and the County of Los Angeles Public Works. WMS has additionally provided encampment clean-ups for the City of Santa Clarita for the last three years. Based on the completeness of their proposal for this project, staff recommends awarding the contract to WMS. Their proposal is available in the City Clerk’s Reading File.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The resources required to implement the recommended action are contained within the City of Santa Clarita's adopted Fiscal Year 2024-25 budget, Expenditure Account 1003200-516131 (Community Preservation/Litter & Debris Removal).
ATTACHMENTS
Woods Maintenance Services, Inc.'s Proposal (available in City Clerk's Reading File)