Title
Recommendation to Authorize the City Manager to Execute a First Amendment to an Agreement with Panther Industries for the Cleaning, Repair, and Graffiti Removal for Bus Shelters (Various Locations), for a Four-Year Term, in an Amount Not to Exceed $45,714.64 for Fiscal Year 2019-20 for a Total Five-Year Expenditure Not to Exceed $234,132.46 (Public Works 96010)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The Public Works Department is tasked to ensure that each Bus Shelter and a ten-foot perimeter will be free of litter and graffiti, which discourages public transportation use.
Panther Industries cleans and removes graffiti and trash from bus shelters and surrounding areas twice a week, completes a total wipe down of each shelter every other month, pressure washes each shelter four times per year, and repairs and replaces items within the shelter. They also update the bus timetables and are available for emergency cleanup.
This First Amendment allows Panther Industries to continue to provide these services throughout the City of Alameda (City) for approximately 56 City-owned bus shelters.
BACKGROUND
On June 21, 2018, the Public Works Department sent out a Request for Proposal (RFP) for cleaning, repair, and graffiti removal at bus shelters (various locations). To solicit the maximum number of proposals, the RFP was distributed to 19 separate local builders’ exchanges throughout the Bay Area, and notices were sent to contractors on the list of qualified contractors maintained by the Public Works Department. The RFP was also posted on the City's website and a notice was published in the Alameda Journal. On July 16, 2018, the following firm submitted an acceptable proposal:
|
Proposer |
Location |
Bid Amount |
|
Panther Industries |
Hayward, CA |
$41,558.76 |
In July 2018, the Public Works Department awarded Panther Industries a one-year contract (with the option for four one-year extensions) in the amount of $41,558.76, with a ten percent contingency of $4,155.88, for a total not to exceed sum of $45,714.64 for FY 18-19. Staff is satisfied with the work of Panther Industries and recommends executing a First Amendment to the Agreement with Panther Industries for a four-year term.
DISCUSSION
The total five-year contract with Panther Industries shall not exceed an aggregate expenditure of $234,132.46. The Service Provider Agreement and First Amendment to Agreement are attached as Exhibits 1 and 2.
|
Contract |
(CPI) |
CPI Total Each Year |
TOTAL |
Contingency |
TOTAL |
|
FY18-19 |
0% |
$ 0.00 |
$ 41,558.76 |
$ 4,155.88 |
$ 45,714.64 |
|
FY19-20 |
0% |
$ 0.00 |
$ 41,558.76 |
$ 4,155.88 |
$ 45,714.64 |
|
FY20-21 |
2% |
$ 831.18 |
$ 42,389.94 |
$ 4,238.99 |
$ 46,628.93 |
|
FY21-22 |
2% |
$ 847.80 |
$ 43,237.74 |
$ 4,323.77 |
$ 47,561.51 |
|
FY22-23 |
2% |
$ 864.75 |
$ 44,102.49 |
$ 4,410.25 |
$ 48,512.74 |
|
TOTAL |
6% |
$2,543.73 |
$212,847.69 |
$21,284.77 |
$234,132.46 |
The yearly amount encumbered for this contract will be based on the table above. Monies encumbered for Fiscal Year (FY) 2019-20 will not exceed $45,714.64. The City has the right to cancel with seven days’ notice if the City Council does not choose to authorize future funding.
ALTERNATIVES
• Approve awarding the contract.
• As an alternative to hiring a service provider to keep the bus shelter clean and graffiti free, City staff could complete the work, which is estimated to be at a higher cost.
• The City could choose not to maintain the bus shelters.
FINANCIAL IMPACT
Budget for the contract is included in the Public Works Department Capital Improvement Program (CIP) Pavement Management Project (96010). The First Amendment to Agreement is going to the City Council per Administrative Instruction No. 5. The total cumulative compensation of the Service Provider Agreement and the First Amendment to Agreement will exceed $75,000.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301 (existing facilities). No further environmental review is required.
CLIMATE IMPACTS
The service provider uses green products endorsed by the City for cleaning and graffiti removal. In addition, if the shelters are clean and well maintained, more people will be open to the opportunity to use transit, which emits less greenhouse gases than solo driving.
RECOMMENDATION
Authorize the City Manager to execute a First Amendment to an Agreement with Panther Industries for the cleaning, repair, and graffiti removal for bus shelters (various locations), for a term of four years, in an amount not to exceed $45,714.64 for FY 19-20, for a total five-year expenditure not to exceed sum of $234,132.46.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval to execute a First Amendment to the Agreement with Panther Industries.
Respectfully submitted,
Liam Garland, Public Works Director
By,
Erin Smith, Deputy Public Works Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Agreement
2. First Amendment