HomeMy WebLinkAbout07/07/1992, C-6 - JANITORIAL SERVICES ����►n► ii�ullllllllf��► II�I11 city Of San is OBIspo
COUNCIL AGENDA REPORT
Janitorial Service
Page 3
1. Reducing levels of service
To achieve minor reductions in cost would require that service be
reduced to unacceptable levels. Significant reductions in the
frequencies of tasks are required to reduce the cost. If carpets are
to be vacuumed daily, the typical janitorial contractor does not plan
to vacuum every inch of carpet each night. The traffic and open areas
are vacuumed nightly along with those areas that are noticeably soiled
and a portion of the other areas. If frequencies are reduced, more of
these other areas will need attention each night and the traffic and
open areas will require more effort to remove the greater accumulation
of dirt. This same principle applies to each task on the list. In
order reduce costs by 44%, the frequencies would have to be reduced
from daily to twice a week. This would be unacceptable in restrooms
and high use areas.
Bids for each option would be required to determine if a change in
frequency actually makes difference in price. However, the current
specification calls for 13 separate bid items. The contractor must be
careful in bidding each item as he/she could be awarded a contract for
only that item. Extra effort has been required in the past to reduce
confusion when there are many bid items. Using alternates that could
increase the number of items to 26 or more would add confusion and
would most likely result in an increase in bid prices as the
contractors try to anticipate what is really to be expected. The 13
bid items are needed to permit each facility to be awarded separately.
This resulted in saving $6, 000 by making awards to three contractors in
1990 rather than to the single low bidder.
2. Accomplishing some of the work with City Employees
The existing janitorial staff is not capable of providing service to
additional facilities. The City janitorial staff takes care of City
Hall, the community rooms in the Library, the old library and the Jack
House Service Building. Significant reductions in service to these
buildings might provide enough hours to provide a reduced level of
service to one additional building. Contract janitorial services have
been increased where it is more economical than using City staff and as
the number of facilities under contract has been increased, the budgets
for temporary janitorial employees have been eliminated.
Specifications are available for review in the Council office.
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gii% COUNCIL AGENDA REPORT
Janitorial Service
Page 2
The specifications contain a provision that each bid item may be
awarded to the lowest responsible bidder for that facility, that a
single award could be made to the lowest bidder for providing services
to all the facilities, or that several facilities could be awarded to
each of several bidders in order to serve the best interest of the
City.
FISCAL IMPACT
Estimate $90, 000/year 7, 500/month
The contract will run through June 30, 1993 . Extension of the contract
through June 30, 1994 would be subject to funding in the FY 1993-94
Financial Plan.
Funds budgeted for this contract:
General Fund
Building Maintenance
Temporary Labor 11, 000
Contract Services 21, 200
Swim Center
Contract Services 4 , 800
General Fund Total $37 , 000
Parking Fund
Contract Services 24 , 000
TOTAL $61, 000
Staff anticipates that the additional $29, 000 needed to fund the
General Fund portion of these services will be available from
Departmental savings that can be carried into the next fiscal year.
Availability of these funds will be known prior to award which will be
after July 1, 1992,
ALTERNATIVES
The General Fund budget is short $8, 864 of funding the current services
which do not include the Recreation Center. To stay within the
budgeted amount would require a 44% reduction in the cost estimated for
providing services. Staff has reviewed the possibility of reducing
contract costs by:
1. Reducing levels of service
2 . Accomplishing some of the work with City .Employees
Original agenda report from the meeting of 6/16/92.
�Illp^IyIIII,IIIIIII�I�I I�I MEETING DATE:
tltl u ij�l�� cT.'nJ/ o San its osispo
COUNCIL AGENDA REPORT ITEM N BEP 6;
Prom: Wayne A. Peterson, Acting Public Works Director
Prepared by: Lane Wilson, Parks and Buildings Manage
Dave Smith, Building Maintenance Supervisor
David P. Pierce, Projects Manager Y
Subject: Janitorial Service for Multiple Buildings.
CAO RECOMMENDATION
By motion, approve specifications for "Janitorial Service for Multiple
Buildings, Specification Number JAN-92-001" and authorize soliciting of
bids and contract award by the CAO, if the lowest responsible bid is
within the estimate
DISCUSSION
In July, 1990, contracts were awarded to three janitorial firms to
provide service to a total of 6 facilities. These contracts have been
amended to include service to the Senior Citizen's Center, the Parking
Offices and the two parking structures. The present cost of contract
janitorial service to the 10 facilities is:
Corporation Yard 11000/mo 12, 000/yr
955 Morro 500/mo 6, 000/yr
860 Pacific 350/mo 4 , 200/yr
Swim Center 1, 120/mo 13 , 440/yr
Sinsheimer Concession Bldg. 97/mo 1, 164/yr
Meadow Park 260/mo 3, 120/yr
Senior Citizen's Center 495/mo 5, 940/yr
Parking Offices 495/mo 5, 940/yr
Parking Structures#1 & 2 1, 500/mo 18 . 000/vr
TOTAL $69, 804/yr
A 10% ($7, 000) increase in the cost of service is anticipated. Two
years ago, competition was keen and the bids were 30% below the prices
that were being paid. The economy continues to be such that very
.favorable bids are anticipated. However, new bids will reflect cost
increases and may reflect concerns about additional effort that may be
needed as the new specifications includes a penalty for a repeat of a
deficiency that was noted on the previous week's inspection.
These specifications propose to extend contract janitorial services to
the Recreation Center and the Jack House Service Building. The
Recreation Center which did not require janitorial service during the
remodel is now being placed back in operation. The staff time used to
service the Jack House Service Building is needed to monitor the
contractors and to perform building maintenance tasks.
Recreation Center 1, 000/mo 12 , 000/yr
Jack House Service Bldg. 100/mo 1 , 200/yr
TOTAL ADDED $13 , 200/yr