Loading...
HomeMy WebLinkAbout09-19-2017 Item 12 - Authorization to sole source Structure and lot sweeping contract extension for 6 months Meeting Date: 9/19/2017 FROM: Daryl Grigsby, Director of Public Works Prepared By: Scott Lee, Parking Services Manager SUBJECT: AUTHORIZE SOLE SOURCE CONTRACT EXTENSION FOR PARKING LOT AND STRUCTURE SWEEPING CONTRACT RECOMMENDATION Authorize the extension of the existing contract with SP Maintenance for Parking Lot and Structures Sweeping and Janitorial Services with SP Maintenance thru February 2018. DISCUSSION The purpose of this Sole Source contract is to allow Parking Services Division to extend the existing contract for services while a new RFP is drafted and submitted to Council for approval circulation and completion of said RFP process. The current contract for these services was initially awarded to SP Maintenance in 2011 and has been in place since then with an initial 4 years of service and one 2-year extension. Staff is completing a full revision of the scope of services that has taken longer than expected to complete. The new RFP for these services is anticipated to be reviewed and authorized for circulation in October of this year. Until that process is complete, these services must continue to provide daily use of the lots and structures. The current contract extension expired on June 30, 2017. The new RFP is also being drafted to solicit additional vendors to bid on specific aspects of the contract to encourage greater competitive bids for these services. NEXT STEPS The RFP is being prepared and is scheduled to be presented to City Council on October 3, 2017 with the release immediately thereafter. The responses will be received and reviewed and award of the new contract(s) is expected in early 2018. ENVIRONMENTAL REVIEW The recommended actions are not subject to the California Environmental Quality Act. FISCAL IMPACT Currently the Parking Services budget includes funds for the existing contract. The monthly cost of approximately $16,675 is proposed to be funded by Parking Fund. Packet Pg 91 12 ALTERNATIVES Alternative 1: The City Council may choose to not approve the contract extension, and instruct Staff to forgo the cleaning of the lots and structures and public restrooms. The Parking Manager and staff do not recommend this alternative as this option does not improve the overall image of the division and meet the expectations of the City. Attachments: a - Sole Source Justification b - SP Maintenance extension thru February 2018 Packet Pg 92 12 City of San Luis Obispo Sole Source Justification Form SP Maintenance It is the policy of the City of San Luis Obispo to solicit quotations or bids for purchases of commodities or services for specified dollar amounts and to select vendors on a competitive basis (See City of San Luis Obispo Financial Management Manual, Section 201, Exhibit 201-B). Pursuant to San Luis Obispo Municipal Code Chapter 3.24.060, certain acquisitions in which the products or services may only be obtained from a single source may be purchased without engaging in bidding procedures. Such Sole Source acquisitions must be justified in sufficient detail to explain the basis for suspending the usual competitive procurement process and approved by the approving authority before such a purchase is made. 1. What product or service is being requested? Why is it necessary? Cleaning Services for each of the City owned surface parking lots and the three Parking Structures, including weekly pressure washing of stairwells, sweeper truck cleaning the deck surfaces weekly and 5 times per week manually walking each structure to pick up trash and cleaning public restrooms at Marsh Street Structure. 2. Is this “brand” of product or services offered the only one that meets the City’s requirements? If yes, what is unique about the product/services? This vendor is the current vendor being used for this service, and the Parking Services Division wants to continue to use them while a new RFP is developed and submitted to Council for approval, then to submit/post it for bid this fall. 3. Is the product or service proprietary or is it available from various dealers? Have you verified this? It is expected that under the new RFP, different vendors will bid on the proposal. This vendor was the only respondent to the last RFP, so the new RFP is being drafted in an attempt to receive more responses. 4. Have other products/vendors been considered? If yes, which products/vendors have been considered and how did they fail to meet the City’s requirements? The use of current city staff has been considered, but is not practical. The temporary sole sourcing of this contract will allow time to develop the RFP, obtain approval, and receive bids, so a new multi- year contract can be put in place and additional vendors can be considered. 5. Is the purchase an upgrade or addition to an existing system or brand of products adopted citywide? If so, will purchase of this product avoid other costs as opposed to purchasing another product or service (e.g., additional training required; data conversion; implementation of a new system; etc.)? No. This is a short term continuation of an existing contract. Packet Pg 93 12 City of San Luis Obispo Sole Source Justification Form 6. Is this a request for services by a contractor with necessary, unique and critical knowledge of established City systems or programs? If so, will using the contractor’s services avoid other costs (e.g.: significant staff time in compiling information, data transfers, etc.)? No. Click here to enter text. 7. What is the quoted price for the product or services and is it reasonable (based on other products or services in the same field or based on historical pricing for the City for similar products or services)? The vendor will continue to provide the services at the current monthly contract rate (approximately $16,675 per month) until such time as the RFP is circulated and a vendor has been selected. Approved: ______________________________________ _____08/23/2017________________ Kristin Eriksson Date Purchasing Analyst Packet Pg 94 12 MENDMENT TO AGREEMENT FOR PARKING LOTS AND STRUCTURES SWEEPING AND JANITORIAL SERVICES THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as “City”, and SP MAINTENANCE SERVICES, INC., hereinafter referred to as “Contractor”. WITNESSETH: WHEREAS, on January 24, 2012, the City entered into an Agreement with Contractor for parking lots and structures sweeping and janitorial services per Specification No. 91076; and WHEREAS, the City desires to amend the terms of the agreement to extend the term for an additional six months. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. Section 1 of the Agreement is modified to read as follows: The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, through February 28, 2018. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO: By: By: City Clerk City Manager APPROVED AS TO FORM: CONTRACTOR: ____________________________________ By: City Attorney Packet Pg 95 12 Page intentionally left blank. Packet Pg 96 12