HomeMy WebLinkAbout05/20/1997, C-3 - CONTRACT TO FURNISH JANITORIAL MAINTENANCE SERVICES SPECIFICATION NO. 9737 council e 97
j acEnaa REpoin e 3
CITY OF SAN LUIS O B I S P O
FROM: Michael D.McCluskey, Public Works Director
Prepared By: Rich Colombo, Park Maintenance Supervisor
David Elliott,Administrative Analys
Keith Opalewski, Parking Manager
Dave Smith,Building Maintenance ervisor
SUBJECT: Contract to Furnish Janitorial Maintenance Services
Specification No. 9737
CAO RECOMMENDATIONS
1) Award a contract to furnish janitorial maintenance services under Specification No. 9737
to Pacific Coast Building Maintenance (annual cost: $114,744)
2) Authorize the Mayor to execute the contract
DISCUSSION
On March 18, 1997 the Council authorized Public Works to distribute a request for proposals to
furnish janitorial maintenance services under the next four-year contract term, which will start on
July 1, 1997 and run through June 30,2001. On April 16, 1997 Public Works received proposals
from four firms (listed in alphabetical order):
Brendler Janitorial Service
Cal Sun Cleaning Service
Central Coast Enterprises
Pacific Coast Building Maintenance
Public Works convened a review team of employees who administer portions of the contract in
their areas of expertise. This team evaluated the proposals and ranked them according to the
following three weighted criteria:
Cost based on the submitted price quotation 45 percent
Qualifications based on consultation with submitted references 45 percent
Conformance to the specification based on listed deviations 10 percent
The review team's evaluation yielded the following overall ranking and ratings (40 points
possible):
1. Pacific Coast Building Maintenance 36.06 points
2. Cal Sun Cleaning Service 22.20 points
3. Central Coast Enterprises 20.13 points
4. Brendler Janitorial Service 19.50 points
More detail on the evaluation scoring is shown in Attachments 1, 2, and 3. Overall, the firms
ranked fairly closely on qualifications,but there was wide disparity in cost. Low prices and good
qualifications gave Pacific Coast Building Maintenance the highest rating. Pacific Coast is also
the City's existing contractor. For these reasons, the review team recommends awarding a
contract to Pacific Coast.
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Council Agenda Report-Contract to Furnish Janitorial Maintenance Services
Page 2
FISCAL IMPACT
Annual
Contract Annual
Cost Budget
Parking Facilities $25,980 $29,000
Recreation Facilities 43,164 43,500
Park Facilities 45,600 45,600
Totals $114,744 $118,100
Attachments:
Attachment 1 Ranking of Proposing Firms based on Evaluation Ratings
Attachment 2 Evaluation of Cost
Attachment 3 Evaluation of Qualifications
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Attachment 1
RFP to Furnish Janitorial Maintenance Services
Specification No. 9737
Ranking of Proposing Firms based on Evaluation Ratings
Brendler Cal Sun Central Pacific Coast
Points Janitorial Cleaning Coast Building
Possible Service Service Enterprises Maintenance
Cost Rating 18.00 1.62 4.14 0.00 18.00
Qualifications Rating 18.00 13.88 14.06 16.13 14.06
Specification Adherence Rating 4.00 4.00 4.00 4.00 4.00
Total Rating 40.00 19.50 22.20 20.13 36.06
Note:
None of the proposing firms listed any deviations from the specification.
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Attachment 2
RFP to Furnish Janitorial Maintenance Services
Specification No. 9737
Evaluation of Cost
Brendler Cal Sun Central Pacific Coast
Janitorial Cleaning Coast Building
Service Service Enterprises Maintenance
Monthly Price for All Areas $ 17,000 $ 15,899 $ 25,065 $ 9,562
Annual Price for All Areas $ 204,000 $ 190,788 $ 300,780 $ 114,744
Annual Budget for All Areas $ 118,100 $ 118,100 $ 118,100 $ 118,100
Annual Price/Annual Budget 1.727 1.615 2.547 0.972
Percentage of Price over Budget 72.7% 61.5% 154.7% -2.8%
Base Cost Rating 0.36 0.92 0.00 4.00
Weighting Factor 4.5 4.5 4.5 4.5
Weighted Cost Rating 1.62 4.14 0.00 18.00
Note:
Cost was evaluated by comparing the proposed annual price to the annual budget and
using the following scale:
At or Under Annual Budget 4.00 points
10 Percent over Annual Budget 3.50 points
20 Percent over Annual Budget 3.00 points
30 Percent over Annual Budget 2.50 points
40 Percent over Annual Budget 2.00 points
50 Percent over Annual Budget 1.50 points
60 Percent over Annual Budget 1.00 points
70 Percent over Annual Budget 0.50 points
80 Percent over Annual Budget 0.00 points
Percentages which fell between the rating points were prorated. For instance, 55 percent
over budget would have received a rating of 1.25 points.
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Attachment 3
RFP to Furnish Janitorial Maintenance Services
Specification No. 9737
Evaluation of Qualifications
Brendler Cal Sun Central Pacific Coast
Janitorial Cleaning Coast Building
Service Service Enterprises Maintenance
Rating from Reference No. 1 2.75 2.87 3.25 3.50
Rating from Reference No. 2 3.00 3.50 3.75 2.37
Rating from Reference No. 3 3.50 3.00 3.75 3.50
Total Rating 9.25 9.37 10.75 9.37
Average Qualifications Rating 3.08 3.12 3.58 3.12
Weighting Factor 4.5 4.5 4.5 4.5
Weighted Qualifications Rating 13.88 14.06 16.13 14.06
Notes:
I. Evaluators asked references to rate the proposing firms on three factors: reliability,
responsibility, and quality.
2. Evaluators rated the proposing firms on a fourth factor: the suitability of their
experience to the City's needs.
3. The rating shown from each reference is an average of the ratings on the four
evaluation factors.
Rating Scale:
Excellent 4 points
Good 3 points
Satisfactory 2 points
Fair 1 points
Unsatisfactory 0 points
AGREEMENT
TO FURNISH JANITORIAL MAINTENANCE SERVICES
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this
day of . by and between the CITY OF SAN LUIS OBISPO, a
municipal corporation,hereinafter referred to as the City, and Pacific Coast Building
Maintenance,hereinafter referred to as the Contractor.
WITNESSETH:
WHEREAS, on March 22, 1997, the City invited proposals to furnish janitorial
maintenance services per Specification No. 9737; and
WHEREAS,the Contractor submitted a proposal which was accepted by the City for
furnishing these services;
NOW THEREFORE, in consideration of the mutual promises, obligations, and
covenants contained in this Agreement,the parties agree as follows:
1. TERM. The term of this Agreement shall start on July 1, 1997 and end on
June 30,2001.
2. INCORPORATION BY REFERENCE. City Specification No. 9737,Addendum
No. I to Specification 9737, and the Contractor's proposal dated April 15, 1997, are incorporated
in and made a part of this Agreement.
3. THE CITY'S OBLIGATIONS. For performing the work described in Section A
of Specification No. 9737 and Section B of Specification No. 9737 as revised in Addendum No.
1,the City will pay and the Contractor shall receive payments based upon actual quantities of
work ordered and received by the City at the monthly prices proposal by the Contractor.
4. THE CONTRACTOR'S OBLIGATIONS. For and in consideration of the
payments and agreements mentioned to be made and performed by the City, the Contractor
agrees with the City to do everything required by this Agreement.
5. AMENDMENTS. Any amendment, modification, or variation from the terms of
this Agreement shall be in writing and shall be effective only upon approval by the City
Administrative Officer of the City.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings
specifically incorporated by reference, shall constitute the complete agreement between the
parties. No oral agreement,understanding, or representation not reduced to writing and
specifically incorporated shall be of any force or effect, nor shall any such oral agreement,
understanding, or representation be binding upon the parties.
7. NOTICE. All written notices to the parties shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Public Works Director
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401
Contractor Pacific Coast Building Maintenance
P.O. Box 424
San Luis Obispo, CA 93406
8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor
covenant that each individual executing this agreement on behalf of each party is a person duly
authorized and empowered to execute Agreements for that party.
IN WITNESS WHEREOF,the parties have caused this instrument to be executed on
the last date written below.
FOR THE CITY OF SAN LUIS OBISPO: ATTESTED:
en Settle,mayor Bonnie Gawt, Ufy-Clerk
date
FOR THE CONTRACTOR: APPROVED AS TO FORM:
Audlionzed Representative /017)rjorOnsr
date