HomeMy WebLinkAbout2022-08-23 - AGENDA REPORTS - ENCAMPMENT CLEAN UP CONTRO
Agenda Item: 9
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: �1 A11�44_1)
DATE: August 23, 2022
SUBJECT: AMENDMENT TO EXISTING CONTRACT WITH WOODS
MAINTENANCE SERVICES, INC., FOR ENCAMPMENT CLEAN-
UP SERVICES
DEPARTMENT: Community Development
PRESENTER: Michael Villegas
RECOMMENDED ACTION
City Council:
Authorize increased expenditure authority for encampment clean-up services with Woods
Maintenance Services, Inc., in the amount of $50,000, for a total contract amount not to
exceed $200,000 annually for the current one-year contract and the two additional one-year
renewal options.
2. Authorize ongoing appropriations of $83,000 from the General Fund to Expenditure Account
1003200-516131, increasing the annual base budget from $117,000 to $200,000 in order to
cover the new contract amount.
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 Citywide. Clean-ups typically occur on a bi-monthly
basis, although the frequency is subject to change depending upon activity levels, resident
complaints, and health and safety concerns. 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 24-hour or 72-hour "Notice to Vacate Illegal
Campsite" prior to any scheduled clean-up, as appropriate. The contractor is then accompanied
during the clean-up by City staff and law enforcement personnel, as -needed.
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A Request for Proposals (RFP) was completed in September 2021, with two firms submitting
proposals for the City's consideration. After careful review and evaluation, a contract was
awarded to Woods Maintenance Services, Inc. (WMS) at the December 14, 2021, City Council
meeting for a one-year contract not to exceed $150,000, which was executed and took effect on
January 1, 2022. Since the beginning of the year, staff has worked with WMS to complete three
large-scale clean-ups Citywide, which took four -days on average to complete and cost a total of
$137,587. In effect, the contract limit has almost been reached with approximately five months
left in the calendar year, which is insufficient to meet the needs of the community.
In projecting a year-round encampment schedule, in addition to as needed clean-up days,
consistent with current needs and trends within the community, staff estimates the cost for
encampment clean-up services to be at least $200,000 moving forward. Therefore, staff is
requesting authority to increase the existing contract with WMS from a not to exceed amount of
$150,000 to $200,000 for the remainder of this contract period and for the two eligible one-year
renewals. In addition, staff is requesting an ongoing base budget increase of $83,000 to align
with the new contract amount. The current budget for encampment clean-up services is $117,000
and has not increased since Fiscal Year 2018-19, despite a continued rise in homelessness cases.
During Fiscal Year 2021-22, staff in the City's Community Preservation division addressed 408
cases related to homelessness, a 37 percent increase when compared to the previous fiscal year,
while also seeing a 30 percent increase in encampment clean-up costs during the same
timeframe.
With the increased contract authority and funding, staff will work with WMS to identify a
schedule and clean-up days that address community needs, while staying within the allotted
budget. WMS has proven to be a good partner during the contract period, providing appropriate
staff and equipment, completing thorough clean-ups, and sharing timely reports, all of which
meet the City's high standards.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
The existing budget for encampment clean-up services is approximately $117,000. Upon
approval of the additional, ongoing $83,000 in General Fund dollars, sufficient funds will be
available in Expenditure Account 1003200-516131 (Litter & Debris Removal) to facilitate the
recommended action.
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