Loading...
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-