TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:July 2, 2024
SUBJECT: Homeless Encampment Cleanup Services Agreement RECOMMENDATION:
1. Award General Service Contract to Woods Maintenance Services, Inc., dba Graffiti Control Systems (Woods Maintenance), of North Hollywood, CA, for Homeless Encampment Cleanup Services effective July 2, 2024, and ending June 30, 2029, with a not-to-exceed amount of $1,000,000 for the term of the agreement.
2. Authorize budget appropriation and expenditure in the amount of $200,000 in FY 2024-25 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-5630-632-5699 (General Fund - Contracted Services, Private/Other).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
$200,000 Increase to Adopted FY 2024-25 General Fund Budget. $200,000 increase to the Adopted FY 2024-25 General Fund Budget is requested to supplement available budget for contracted services. Additional funds for the remaining contract term will be requested during the upcoming biennial budget process.
BACKGROUND:
As the City and the Conejo Open Space Conservation Agency (COSCA) continue efforts to clear illegal encampments from open spaces, individuals are relocating to more densely populated urban areas. Over the past year, the number of persons experiencing homelessness along the Boardwalk area has risen from about five to
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an estimated 25 to 30 people. This rise has led to a significant increase in debris, necessitating weekly clean-ups and monthly pressure washing. These measures are crucial for maintaining a clean and safe environment for everyone who frequents the Boardwalk area and other similar areas in the City. City staff, in partnership with the Thousand Oaks Police Department’s (TOPD) Vulnerable Population Unit, have been conducting cleanings of affected areas with the assistance of on-call contractors through task orders. In addition, one larger encampment remediation in 2023 was completed by Woods Maintenance through a formally advertised and awarded standalone contract.
DISCUSSION/ANALYSIS:
Recognizing the importance of safety and efficiency in managing and mitigating the impacts of the rising number of homeless encampments in various locations throughout the City, it is necessary to increase the utilization of contracted service providers who are trained to handle this type of work.
Staff published a formal Request for Proposals/Qualifications (RFP/Q) for Citywide Homeless Encampment Cleanup Services on March 1, 2024, in the Thousand Oaks Acorn newspaper and on the City’s procurement website. 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 an RFP/Q is based upon a variety of factors that demonstrate 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 will be awarded the contract. From this effort, 10 proposals were received:
Company City, State
1. Woods Maintenance Services, Inc. dba Graffiti
Control Systems N. Hollywood, CA
2. American Integrated Services, Inc. Wilmington, CA
3. Bio SoCal Westlake Village, CA
4. Bio To-Go Thousand Oaks, CA
5. NRC Environmental Services, Inc. Ventura, CA
6. Ocean Blue Long Beach, CA
7. OFRS, Inc. Signal Hill, CA
8. Sharjo, LLC dba ServiceMaster Restoration
Services Ventura, CA
9. United Pumping Service, Inc. Industry, CA
10. Water Fire Restoration Newbury Park, CA
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The evaluation committee, consisting of representatives from the Public Works Department, City Manager’s Office, TOPD, and COSCA, reviewed the proposals and rated them based on the RFP/Q evaluation criteria. The top four proposers, Woods Maintenance; American Integrated Services, Inc.; Bio SoCal; and Sharjo, LLC, dba ServiceMaster Restoration Services; were invited for interviews. Woods Maintenance demonstrated the necessary qualifications, desired experience, and has proven to be a cost-effective and reliable vendor. For these reasons, the evaluation committee recommends the award of the contract to Woods Maintenance (Attachment #1). Work will be assigned to Woods Maintenance as identified by City staff and performed under the guidance of TOPD and the City.
Woods Maintenance will submit quotes for each assignment and will be compensated per the fee schedule set forth in Exhibit B of the contract.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $250 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $250 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $250 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $250 (aggregated) from a party, their agent/representative, or a financially interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $250 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made.
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COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
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.
PREPARED BY: David Chavez, Landscape Maintenance Supervisor Attachments:
Attachment #1 – Woods Maintenance Services, Inc. Agreement DPW:531-70 821-20\ev\Council\2024\070224\Homeless Encampment Cleanup Services Agreement staff report.docx