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Home My WebLink About06/19/2001, C8 - JANITORIAL SERVICE CONTRACTS SPECIFICATION NO. 90201 I 1 council Maine Da j ac Enda aepoin CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Public Works Directe -� Prepared By: David Elliott,Administrative Analyst SUBJECT: Janitorial Service Contracts Specification No. 90201 CAO RECOMMENDATIONS 1) Award a contract to ServiceMaster Commercial Building Maintenance in the amount of $69,492 per year to fiunish janitorial service at City recreation facilities 2) Award a contract to Excel Cleaning Inc. in the amount of$53,484 per year to famish janitorial service at City offices 3) Award a contract to SP Maintenance Services in the amount of$47,580 per year to furnish janitorial service at City public restrooms 4) Authorize the Mayor to execute the contracts 5) Approve transferring$20,900 from the Park and Landscape Maintenance Program budget to the Building Maintenance Program budget DISCUSSION On May 1, 2001 the Council 1) approved a request for proposals (RFP)to furnish janitorial service for City recreation facilities, offices, and public restrooms 2) authorized distribution of the RFP and 3) authorized the City Administrative Officer to award contracts if annual contract prices were within the total cost estimate of$162,800. Council approval is required to award these contracts because annual contract prices total $170,566. As explained in the fiscal impact section, no additional budget appropriations are necessary to award these contracts. The recreation facilities, parking offices, and public restrooms are now maintained by a low-bid contractor, which has proven unsatisfactory. The intent of the RFP was to attract proposals from well-established companies and allow Public Works more flexibility to consider qualifications as well as reasonableness of prices. On May 30, 2001 the City received proposals from six firms: • Commercial Cleaning West • Excel Cleaning Inc. • Executive Janitorial • Pacific Coast Building Maintenance • SP Maintenance Services • ServiceMaster Commercial Building Maintenance To evaluate proposals Public Works convened a review committee with the following City CS- � Council Agenda Report—Janitorial Service Contracts Page 2 employees: • Rich Colombo from Public Works • Carolyn Dominguez from Finance • Barbara Ehrbar from Administration • Carolyn Goossens from Parks and Recreation • Dave Smith from Public Works After interviewing all proposing firms and checking their references,the review committee scored the firms on various service factors based on a scale from zero to four, with zero being unsatisfactory and four being excellent. Averaging the scores led to the fol lowing-ranking: score 1) ServiceMaster Commercial Building Maintenance 3.88 2) Excel Cleaning Service Inc. 3.70 3) Commercial Cleaning West 3.67 4) SP Maintenance Services 3.34 5) Executive Janitorial 3.34 6) Pacific Coast Building Maintenance 2.15 After establishing this ranking, the review committee opened separate price proposals as called for in the RFP. The committee then selected and recommended the best qualified firms available within the amounts budgeted for janitorial service in various program budgets. FISCAL IMPACT A summary of the price proposals submitted is attached. The following table shows how the selected price proposals compare to the cost estimate and the amount budgeted: Proposed Annual Recommended Contract Cost Amount Program Work Category Contractor Amount Estimate Budgeted Budget General Fund: Recreation Facilities ServiceMaster $69,492 $53,300 $53,300 Building Maintenance Other Offices Excel 34,308 29,900 29,900 Building Maintenance Public Restrooms SP Maintenance 47,580 72,000 72,000 Park and Landscape Maintenance Subtotals $151,380 $155,200 $155,200 Parkrn Fund: Parking Offices Excel 19,176 7,600 19,400 Parking Totals I 1 $170,556 $162,800 $174,600 As shown in this table,the proposed annual contract amounts for locations in General Fund program budgets are within cost estimates. There is also enough money budgeted overall, although$20,900 should be transferred from the Park and Landscape Maintenance Program budget to the Building Maintenance Program budget to cover contract costs. C 6 —� l Council Agenda Report—Janitorial Service Contracts Page 3 The proposed contract amount for the Parking Offices is$11,576 over the cost estimate. There is enough money in the Parking Program contract services account to cover the contract cost because there was $11,800 budgeted for contract services contingencies. Attachments Summary of Price Proposals Agreement with ServiceMaster Commercial Building Maintenance Agreement with Excel Cleaning Inc. Agreement with SP Maintenance Services 1:\Council Agenda Reports\90201 Janitorial Service Contracts—Award C 8'-3 � w � � v') W) V7 , �CSZ kn R 6s 66 tz s >, fi 69 u U L E U U E„ E Cyf U 00 r- 00 p V O C [C i 'v bq fi 7. V fi ^' CN �I'm 110 3 L 73Cd00 ° 00 a r •� 0 0 r � y aZ 0i m k ti N 614 y ��•' O, E O, Cd CL Cl, O U U $ $ o � c a a� L O E O O U .b 0 3 �, ON 00 0 �� U O Z G6 OQ U Cp fi oc 00 0 '7 N _ fi C N O; y U L cr, 'OJ '� r i's 6N9 t 'UO 00 ccz o o O O L X ell cz O O L c3 _ =_ � v s M N M L 00 0�0 3 3 O 0. fi 0 LU. K fi 69 b9 �3 Mcu W L N U r 4.O R ca: �r E 00 N N .00 Q) s vUi U m b , _ U •fi 4 M N 'O O y N C va c s o s O U ti y w > s L y a U rzF o. c v o L i ca = a? as cc C Lt > o L U y U v •� � U y N V U C � ' U N M n ' 1 i AGREEMENT 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 SERVICEMASTER COMMERCIAL BUILDING MAINTENANCE, hereinafter referred to as the Contractor. WITNESSETH: WHEREAS,the City requested proposals to furnish janitorial service per Specification No. 90201;and WHEREAS, pursuant to said request,the Contractor submitted a proposal that was accepted by the City for janitorial service at City recreation facilities; NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from July 1, 2001 to June 30,2005. If service is satisfactory, the City may extend the term until June 30, 2007 by written notification to the Contractor. 2. INCORPORATION BY REFERENCE. City Specification No. 90201 and the Contractor's proposal dated May 30,2001, are hereby incorporated in and made a part of this Agreement. 3. THE CITY'S OBLIGATIONS. For providing janitorial service at City recreation facilities as specified in this Agreement,the City will pay and the Contractor shall receive therefor payments based upon the actual work received by the City at the monthly prices proposed by the Contractor and accepted by the City. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification. C g-S 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. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference;shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Finance Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor ServiceMaster Commercial Building Maintenance 793-A Foothill Boulevard San Luis Obispo, CA 93405 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO By: Mayor APPROVED AS TO FORM: CONTRACTOR By: i ttor ey AGREEMENT 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 EXCEL CLEANING INC., hereinafter referred to as the Contractor. WITNESSETH: WHEREAS,the City requested proposals to furnish janitorial service per Specification No. 90201; and WHEREAS, pursuant to said request,the Contractor submitted a proposal that was accepted by the City for janitorial service at City offices; NOW THEREFORE, in consideration of their mutual promises,obligations,and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. Theterm of this Agreement shall be from July 1, 2001 to June 30, 2005. If service is satisfactory,the City may extend the term until June 30, 2007 by written notification to the Contractor. 2. INCORPORATION BY REFERENCE. City Specification No.90201 and the Contractor's proposal dated May 30,2001, are hereby incorporated in and made a part of this Agreement. 3. THE CITY'S OBLIGATIONS. For providing janitorial service at City offices as specified in this Agreement,the City will pay and the Contractor shall receive therefor payments based upon the actual work received by the City at the monthly prices proposed by the Contractor and accepted by the City. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification. l� 0 — � i 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. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Finance Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor Excel Cleaning Inc. 6180 White Oak Lane San Luis Obispo, CA 93401 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO By: Mayor APPROVED AS TO FORM: CONTRACTOR QdI& By: its, ttor y AGREEMENT 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 SP MAINTENANCE SERVICES, hereinafter referred to as the Contractor. WITNESSETH: WHEREAS,the City requested proposals to furnish janitorial service per Specification No. 90201; and WHEREAS, pursuant to said request, the Contractor submitted a proposal that was accepted by the City for janitorial service at City public restrooms; NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained,the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from July 1, 2001 to June 30,2005. If service is satisfactory,the City may extend the term until June 30, 2007 by written notification to the Contractor. 2. INCORPORATION BY REFERENCE. City Specification No. 90201 and the Contractor's proposal dated May 30, 2001, are hereby incorporated in and made a part of this Agreement. 3. THE CITY'S OBLIGATIONS. For providing janitorial service at City public restrooms as specified in this Agreement, the City will pay and the Contractor shall receive therefor payments based upon the actual work received by the City at the monthly prices proposed by the Contractor and accepted by the City. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specification. C g- 9 I 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. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding,or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Finance Department City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor SP Maintenance Services 2275 Willow Road Arroyo Grande, CA 93420 8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. CITY OF SAN LUIS OBISPO By: Mayor APPROVED AS TO FORM: CONTRACTOR By: me Cg-1�