HomeMy WebLinkAbout09/06/2011, C 3 - PARKING SWEEPING AND JANITORIAL SERVICE CONTRACT, SPECIFICATION NO. 91076 Mam�g D.e
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CITY O F SAN LUIS O B I S P O
FROM: Jay D. Walter, Director of Public Works
Prepared By: Robert Horch, Parking Services Manager
SUBJECT: PARKING SWEEPING AND JANITORIAL SERVICE CONTRACT,
SPECIFICATION NO. 91076
RECOMMENDATION
Authorize staff to advertise for bids for parking lots & structures sweeping and janitorial services, and
authorize the City Manager to award the contract if the lowest responsible bid is within the 2011-12
budgeted amount of$209,100.
DISCUSSION
The City has a long-standing policy of using contract labor where appropriate for ongoing operations
and maintenance services. The City currently has a contract with SP Maintenance for parking lots &
structures sweeping and janitorial services, Specification No. 90531.
The contract, scheduled to expire on June 30, 2009, had a two-year extension option, which the
contractor and City mutually agreed to extend. The amended contract expired on June 30, 2011. SP
Maintenance has agreed to a 90-day extension through September 30, 2011 or until such time as a new
contract has been awarded for these services..
Work Scope. The contractor is responsible for providing all sweeping and 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 years, with annual cost increases based on changes in the consumer price index.
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-phase selection 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.
Under the three-step process outlined above, the proposals will be rated based on experience and
expertise, approach to completing the work, the contractor's understanding of the work scope and
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Parking Sweeping and Janitorial Service Contract, Specification 91076 Page 2
proposed compensation. In short, contract award will not be based solely on price, but on a combination
of factors in determining the best overall services for the most competitive price.
Tentative Review Process Schedule
Issue RFP 9/7/11
Conduct pre-submittal meeting 9/14/11
Receive proposals 9/28/11
Complete proposal evaluation 910/3/11
Conduct finalist interviews 10/12/11
Award contract by the City Manager 10/20/11
Execute contract 10/31/11
Start Work 1 11/1/11
FISCAL IMPACT
Parking lots & structure sweeping and janitorial services are supported by the Parking Enterprise Fund
Operating budget for Contract Services. The contractor agreed to a reduction in the frequencies of
service, with the contract extension, which began on July 1, 2009. This reduction in service provided
an overall reduction in the monthly contract of 16.74%, which was reflected in the allocated funding
for the 2009-11 Financial Plan.
The 2011-13 Financial Plan reflects the adjusted contract and includes $209,100 in 2011-12 and
$213,300 in 2012-13 for sweeping and janitorial services of 3 parking structures including public
restrooms and 14 parking lots.
Parking Set-vices (50600) 2011-12 2012-13
Fiscal Impact Summary Bud-et Budoet
7227 Contract Services 209,100 213,300
ALTERNATIVES
Award Contract Based on Lowest Bid Only. Staff could specify performance based criteria within
the RFP and award the contract based on the lowest bid received. Staff does not recommend this
alternative because this type of service is highly specialized and there are a limited number of firms in
the area that have the necessary equipment and expertise. Selecting the lowest bid would require more
staff time to inspect over fifteen locations to ensure the areas are being adequately cleaned and
maintained. If the contract had to be terminated it would be difficult to find a replacement firm while
staff processed another RFP and contract award. Staff does not have the equipment or staffing to
maintain these areas until another contractor can be selected. Staff recommends using the review
process that has been successful in finding a qualified firm for this type of service for the term of the
agreement.
AVAILABLE FOR REVIEW IN THE COUNCIL OFFICE
Request for Proposal, Specification No. 91076
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