HomeMy WebLinkAbout08/16/2005, C3 - PARK RESTROOMS, PARKING LOTS AND PARKING STRUCTURE JANITORIAL MAINTENANCE SERVICES REQUEST FOR PROP counat MwfasD 8-16-05
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CITY OF SAN LUIS OBISPO
FROM: Jay D. Walter, Public Works Director
Prepared by Lawrence S.Tolson,-Progrdm Project Coordinator
SUBJECT: PARK RESTROOMS, PARKING LOTS AND PARKING STRUCTURE
JANITORIAL MAINTENANCE SERVICES REQUEST FOR PROPOSALS
CAO RECOMMENDATION
1. Approve the request for proposals for janitorial maintenance services.
2. Authorize staff to advertise for proposals.
3. Authorize the CAO to execute a contract for Parking Lots and Parking Structure cleaning if
the cost is within the budget of$216,415.
4. Authorize the CAO to execute a contract for Park Restroom cleaning if the cost is within the
budget of$60,200.
DISCUSSION
The City has a long-standing policy of using contract labor where appropriate for ongoing
operations and maintenance services. The City currently has two separate contracts with one
contractor (SP Maintenance) for cleaning services: 1) Specification No. 90201 for Janitorial
Services; and 2) Specification 90042 for Parking Lot and Garage cleaning services. Both
contracts expired on-June 30, 2005.
The contract related.to park restroom cleaning (9020 1) included a 2 year extension option which
the contractor declined to accept. The contract for parking lot and structure cleaning did not have
a two-year option. In order for the City to have time to renew contracts for all work, the current
contactor agreed to continue all,service at current pricing on a month to month basis. Because of
the similar type of work and the now identical renewal dates for advertising; staff merged the
contract bidding under one request for proposals (RFP).
Workscope. The contractor is responsible for providing all janitorial maintenance services,
including labor, supplies and equipment, in accordance with the tasks and frequencies detailed in
the RFP. Utility services, such as water, sewer and electricity, are paid directly by the City, and
are not included in the contract.
Contract Terms. Public Works is proposing a four-year agreement with an option to renew for
another two, with annual cost increases based on changes in the consumer price index.
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Review Process. The RFP calls for the proposing firms to submit two sealed envelopes: the first
with a qualifications proposal (including general information, references, and insurance
information) and the second with a price proposal. The RFP then lays out the following three-
phaseselection process:
1. The review team opens the qualifications proposal and selects three to five firms for follow-
up interviews.
2. The review team interviews the selected firms and ranks them.
3. The review team then opens the submitted price proposals from the top-ranked firms and
recommends contract award based on best pricing, either on a per area basis or in total.
As noted above, the RFP allows the City to award one agreement to one selected firm for all of
the specified categories or award separate agreements to different firms for the individual
categories, which ever is in the best interest to the City.
Under the three-step process outlined above, the proposals will be rated based on experience and
expertise, approach to completing the work, their understanding of the workscope and proposed
compensation. In short, contract award will not be based solely on price, but on a combination of
factors in determining the best overall proposal.
Review Process Schedule
Issue RFP for janitorial services 8-11-05
Pre-submittal meeting 8-31-05
Proposal closing date 9-15-05
Complete proposal evaluation 9-22-05
Conduct finalist interviews 9-29=05
Award contract by the CAO 10-7-05
Execute contract and begin services 11-1705
CONCURRENCES
The Parking Manager concurs with this method of contracting for janitorial services.
FISCAL IMPACT
Funding for the parking lots and structures is provided by the Parking Fund. There is sufficient
funding in the Parking program budget to fund ongoing parking lot and structure cleaning at the
current pricing. City staff is optimistic that new bids are likely to fall within the existing budget
of the Parking Fund.
Funding for the park restrooms is provided by the City's General Fund: There is sufficient
funding in the Parks Landscape Maintenance operating program budget to fund ongoing park
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restroom cleaning at the current pricing. There was an option to extend the contract beyond
June 30, 2005 for an additional two years, however, the contractor declined to do so because of
unacceptable compensation at current pricing. City staff is hopeful, but not optimistic, that new
quotes will be within the Park Maintenance operations budget. In the June 21, 2005 Council
agenda-report requesting approval of extensions for the current contracts, staff pointed out that it
may become_ necessary to return to Council with ftinding alternatives if park restroom
maintenance bid prices result in significantly higher costs over available budget in the Parks
Landscape Maintenance operating program.
Locations Current Budget
Parks Restroom Cleaning(general fund) 60,200
Parking Lot and Structure Cleaning(parking fund) 216,415
Total 2769615
ON FILE IN THE COUNCIL OFFICE
The RFP'is available for review in the Council reading file.
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