HomeMy WebLinkAbout03/18/1997, C-4 - REQUEST FOR PROPOSALS TO FURNISH JANITORIAL MAINTENANCE SERVICES SPECIFICATION NO. 9737 council 7/i ;
j acenaa nepoRt y
C I T Y O F SAN LUIS OBISPO
FROM: Michael D.McCluskey,Public WorlR Director
Prepared By: David Elliott,Administrative Analyst- e-
SUBJECT: Request for Proposals to Furnish Jam Pial Maintenance Services
Specification No.9737
CAO RECOMMENDATIONS
1) Approve the"Request for Proposals to Furnish Janitorial Maintenance Services, Specification
No. 9737"
2) Authorize distribution of the request for proposals
DISCUSSION
Background
Public Works now contracts for janitorial maintenance at the parking garages and offices,the swim
center,and all park rest rooms. The existing contract for these services expires on June 30, 1997. One
contract provision allows the City to extend the contract term until June 30, 1999 if service is
satisfactory, and another provision allows the contractor to request price increases(limited by the
consumer price index)if the City extends the contract term.
Suspecting that prices in some areas might be unprofitable because of "lowball"bids,Public Works
was willing to consider price increases which might exceed increases in the consumer price index
With that in mind,the contractor recently requested the following monthly price increases:
Existing Requested
Monthly Prices Monthly Prices
Parking Facilities $2,256 $4,295
Recreation Facilities 1,446 17771
Park Facilities 2,083 3,100
Totals $5,785 $97166
The requested increases are unexpectedly large, and the proposed prices are higher than those
submitted by other companies when Public Works procured this contract in 1995. For these reasons
Public Works recommends rejecting the requested increases and instead soliciting proposals for a new
contract.
SSRecification Changes
Request for Proposals vs Invitation to Bid Soliciting sealed bids for this work in the past has created
two major problems. First,because of inexperience or miscalculation the low bidders have tended to
underestimate the cost of maintenance required by the specification. To survive the term of the
contract,these low bidders have either cut comers or continually requested price adjustments. The
consequences have been marginally maintained buildings and strained relations between Public Works
Council Agenda Report-RFP to Furnish Janitorial Maintenance Services
Page 2
representatives and the contractors. Second,because of the low bids typically submitted and accepted,
many large reputable companies have refrained from bidding,knowing that their legitimate prices
would probably be undercut by less experienced firms. To remedy this situation,Public Works has
drafted a request for proposals which calls for evaluating a proposing firm's experience and capability
as well as its quoted prices. This provision should attract more proposals from well-established
companies and should allow Public Works more flexibility to consider qualifications as well as the
reasonableness of prices.
Eliminating Gavage Sweeping mrd Power Scrubbing. The existing contract requires weekly sweeping
of parking garage decks,weekly power scrubbing of oil spots, and monthly power scrubbing of all
deck surfiLces. This work requires using special equipment which is typically beyond the experience
and capability of most janitorial contractors. Past contractors have been reluctant to buy the required
equipment and have tried using inferior equipment and procedures. But results have been
dory, and enforcing compliance has consumed an inordinate amount of staff time. For these
reasons,Public Works proposes eliminating the sweeping and power scnibbing work from the
janitorial maintenance contract and adding it to the parking lot sweeping contract.
FISCAL EVIPACT
Existing Annual Annual
Contract Cost Budget
Parking Facilities $27,072 $295000
Recreation Facilities 171352 171700
Park Facilities 24,996 25,000
Totals $69,420 $71,700
Estimating annual contract cost is difficult because the City has never sought experience and capability
in its prior contracts. Contract prices might be somewhat higher and might require budget adjustments
in the next fiscal year. After opening and evaluating proposals Public Works should know what budget
adjustments will have to be incorporated into the 1997-99 Financial Plan.
�aor.JGi/
A copy of the request for proposals is available in the City 6m 6 Is office
c�-az-