TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:January 30, 2024
SUBJECT: Bus Shelter and Bus Stop Cleaning and Maintenance Contract RECOMMENDATION:
1. Award a three-year agreement through January 31, 2027, with ShelterClean Services, Inc. of Sun Valley, CA, for a not-to-exceed amount of $250,136 for bus shelter and bus stop cleaning and maintenance. The agreement’s not-to-exceed total includes $125,136 for regular cleaning maintenance services and $125,000 for unscheduled repairs and extra services.
2. Authorize expenditure in the amount of $17,380 for the remainder of services required for FY 2023-24 and $141,712 for FY 2024-25 from A/C #651-5540-682- 5699 (Transportation Fund - Buses/Contracted Services).
3. Find that the Project is Categorically Exempt from the California Environmental Quality Act (CEQA) pursuant to 14 CCR 15301.
FINANCIAL IMPACT:
No Additional Funding Requested. $17,380 is included in the Adopted FY 2023- 24 Transportation Fund Budget and $225,000 is included in the Adopted FY 2024- 25 Transportation Fund Budget. These services will be paid for with Federal Transportation Administration (FTA) funds. Additionally, a required 20 percent City match will be paid with Transportation Development Act (TDA) funds. Budget for FY 2025-26 and FY 2026-27 will be requested during the next biennial budget process.
BACKGROUND:
Thousand Oaks Transit (TOT), established in 1981, provides fixed route and commuter bus service, Senior Dial-A-Ride (DAR), and Americans with Disabilities Act (ADA) paratransit services to Thousand Oaks residents. TOT provides transportation services to various cities and areas, including Moorpark, Westlake
Bus Shelter and Bus Stop Cleaning and Maintenance Contract January 30, 2024
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9 Village, Agoura Hills, Oak Park, and some unincorporated areas in Ventura County. TOT also supports the CONNECT inter-city DAR program in collaboration with the East County Transit Alliance (ECTA).
TOT is supported by 122 bus stops and 44 bus shelters with solar-powered lighting at select locations and various amenities such as destination signs, benches, poster/timetable holders, signs, trash cans, and bike racks. The estimated value of these amenities is over $1,500,000. Therefore, regular maintenance is crucial to prolong their lifespan.
The bus shelter locations require regular cleaning and maintenance to ensure each site provides a safe and hygienic place for bus passengers to wait and board. The cleaning process of each shelter involves a combination of hand washing and power washing. Maintenance tasks include painting, battery replacement, sign and equipment replacements, repairs, and safety inspections.
DISCUSSION/ANALYSIS:
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary to perform the services solicited. The award of a Request for Proposal/Qualification (RFP/Q) is based upon a variety of factors that demonstrate the best value to the City for the solicited scope of work or service. The cost of the service may be considered as one of those factors; however, the lowest cost is not the sole factor in deciding who be awarded the contract.
Staff published a formal RFP/Q for Bus Shelter Cleaning and Maintenance on Friday, November 3, 2023. From this effort, five (5) proposals were received:
Company City, State
1. DeAngelo Contracting Services, LLC Hazleton, PA
2. GI Services City of Industry, CA
3. Senel Construction & Engineering, Inc. Thousand Oaks, CA
4. ShelterClean Services, Inc. Sun Valley, CA
5. Vested Solutions Palm Desert, CA
A committee was established to review written proposals for bus shelter and bus stop cleaning and maintenance services. The top three companies were then asked to participate in a follow-up interview, which was held on December 20, 2023. After the evaluation of both the written proposals and interviews, the Review Bus Shelter and Bus Stop Cleaning and Maintenance Contract January 30, 2024
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9 Committee chose ShelterClean Services, Inc. (ShelterClean) as the provider based on their proposal quality, work experience, and pricing. ShelterClean has been providing these cleaning services to the City since August 2013 with efficiency and professionalism.
The cost for ShelterClean’s services is fixed at $3,476 per month for a specific number of stops and shelters. The number of bus stops and shelters may vary during the agreement term due to additions or removals. The agreement also includes other non-routine services (e.g., graffiti removal, shelter installation, etc.) to be performed on an as-needed basis. An additional $125,000 is included for extra services for the life of the agreement to cover additional shelters and bus stops and any unexpected repairs due to traffic collisions or vandalism. All additional work will be charged at a fixed cost as described in Exhibit “B” Schedule of Fees of the agreement.
The Agreement for General Services with ShelterClean for Bus Shelter and Bus Stop Cleaning and Maintenance (Attachment #1) complies with all Federal and City purchasing requirements, and was reviewed and approved by the staff of the Ventura County Transportation Commission, as required as a condition of funding.
The project is categorically exempt from CEQA per section 15301 (repair/maintenance of an existing facility).
This project meets City Council’s Top Ten Priorities #6 to, “Public Works + Infrastructure Investments.”
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Paul Weinstein, Associate Analyst
Attachments:
Attachment #1 – Agreement with ShelterClean Services, Inc.
DPW: 940-10\etm\ev\Council\2024\013024\Bus Shelter Cleaning and Maintenance staff report.docx