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Home My WebLink About2022-06-28 - AGENDA REPORTS - CITYWIDE JANITORIAL SERVICES CONTRAgenda Item: 13 1. CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: June 28, 2022 SUBJECT: CONTRACT FOR CITYWIDE JANITORIAL SERVICES DEPARTMENT: Neighborhood Services PRESENTER: Sarona Vivanco RECOMMENDED ACTION City Council: Award a two-year contract to Servicon Systems, Inc., for janitorial services at City -owned facilities in the amount of $3,260,408, plus an additional $140,730 to address additional services, for a total amount not to exceed $3,401,138. 2. Authorize the City Manager or designee to execute up to three one-year renewal options with Servicon Systems, Inc., not to exceed the second -year total, inclusive of additional services, of $1,750,011 per renewal, plus Consumer Price Index (CPI) increases contingent upon the appropriation of funds in the annual budget for such fiscal years. 3. Authorize one-time appropriations totaling $69,593, and authorize ongoing appropriations totaling $759,433, as identified on Attachment A. 4. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND In order to maintain sanitary conditions at all facilities owned by the City of Santa Clarita (City), janitorial services are required. Janitorial services ensure that City -owned and operated facilities are clean and prepared for daily use by the public. The City uses a specialized vendor to provide cleaning services. The routine cleaning of City facilities occurs during evening hours when the facilities are not in use. Contracted janitorial staff is tasked with basic general cleaning, including emptying trash and recycling receptacles, dusting of surfaces, cleaning glass tabletops and partitions, mopping and vacuuming of floors, Page 1 Packet Pg. 148 1;3 filling paper product dispensers, and other general cleaning of the interior of City facilities. Janitorial services are needed at 50 City -owned facilities, including City Hall, the Yard, the Transit Maintenance Facility, The MAIN, two community centers, three Metrolink stations, three libraries, SCVTV Channel 20 Studios, parking structures, and the City's park facilities, encompassing approximately 615,000 square feet. The current contract expires on June 30, 2022. A Request for Proposals (RFP), CW-21-22-34, was published on BidNet on April 7, 2022, to solicit proposals from qualified vendors to provide the City with janitorial services. The RFP was sent to 334 vendors. As a result, 29 vendors downloaded the RFP, four vendors attended a pre -proposal meeting, and two responsive proposals were received by the City's Purchasing division on May 9, 2022. Unlike a bid procurement where the recommended contract award is based on the lowest, most responsive bid, this procurement utilizes multiple weighted criteria to evaluate and score proposals. A multiple weighted criteria procurement reinforces performance expectations and works to ensure that vendors dedicate adequate resources to service the contract. Proposals were scored according to the following criteria: • Contractor qualifications, scope of work, and program management (25 points) • Experience on similar projects and references (20 points) • Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet standards (20 points) • Cost of services (35 points) A panel of City staff members evaluated and scored the responsive proposals and held interviews with both vendors. Based on the selection criteria the vendors were rated as follows: Company Location Proposal Cost RFP Score Servicon Systems, Inc. Culver City, CA $1,580,763 87.6 Allied Universal Santa Ana, CA $1,430,264 83.8 Servicon Systems, Inc. (Servicon) offered a more detailed proposal with an emphasis on communication, and a clear method to provide sound services for City -specific challenges. This included a thorough layout of staffing needs and prospective janitorial routes to provide services at City -owned facilities. Servicon provided specific details related to their approach to the scope of work for each individual site, and a clear plan for performance review meetings, including an initial meeting to discuss the City's preferred performance indicators and regular meetings to review and/or revise the established performance indicators. Servicon also offered a detailed presentation of their innovative approach to cleaning, and ongoing collaborations with industry - leading infection prevention groups. Staff had concerns with the cost proposal submitted by Allied Universal (Allied). Their proposal failed to include all requested park sites and did not accurately detail the square footage for another City facility. These errors result in an undercalculation of the square footage of space to be cleaned, which impacts the time spent on servicing the contract and the overall cost of services. Their proposal is not as comprehensive as the Servicon proposal, as Allied did not provide specific details for the services to be provided at City facilities. Page 2 Packet Pg. 149 Servicon's cost proposal thoroughly addresses all components of the City's established scope of work. Their proposal was well crafted and easy to follow, outlining the staffing, training, equipment, and work flow required to meet the City's needs. The proposal successfully demonstrates the firm's qualifications, and shows that Servicon has a clear understanding of the City's scope of work and performance expectations. The proposal outlined potential operational challenges and provided specific solutions to those scenarios. Servicon's proposal effectively outlines the program management required to fulfill the scope of work, and it matches the City's objectives and standards. Servicon has considerable experience providing janitorial services in large scale office buildings, commercial campus settings, and at similar facilities in other cities. Due to the lack of clarity within Allied's cost proposal, along with their higher proposed cost for as -needed services and additional services, Allied's cost proposal, despite being lower than Servicon's, was determined to be lacking and not a like -for -like comparison. Staff recommends the City Council award a two-year contract to Servicon with three additional, one-year renewals to provide the City with needed janitorial services. The funds requested in addition to the base contract amount will be used for new facilities that are opened during the contract term and for as -needed services, such as deep carpet cleaning, terminal cleaning, high pressure water cleaning, and floor waxing. ALTERNATIVE ACTION 1. Do not award contract to Servicon Systems, Inc. 2. Other action as determined by the City Council. FISCAL IMPACT Upon adoption of the Fiscal Year 2022-23 budget, the approval of the recommended action will increase FY 2022-23 appropriations by $69,593; $12,000 from the General Fund, $8,000 from Transit Fund, $12,000 from Cooper Street CFD Fund, and $37,593 from Areawide Fund. The budget for FY 2022-23 will be adjusted accordingly. ATTACHMENTS Attachment A -Janitorial Services Appropriations Page 3 Packet Pg. 150 13.a Attachment A City of Santa Clarita Citywide Janitorial Services Location - Account Name Account Number Year One Year Two FY 2022-23 FY 2023-24 City Hall - City Hall Maintenance 1007404-516101 $0 $197,000 SCVTV - Public Television 1001501-516101 $0 $8,000 Corporate Yard - General Services Administration 1004500-516101 $0 $32,000 Old Town Newhall Parking Structure - Newhall Parking Structure Maintenance 1007405-516101 $12,000 $12,000 Santa Clarita Public Libraries - Public Library Facility Maintenance 3098201-516101 $0 $234,600 Business Incubator - LMD Administration 3572410-516101 $0 $15,000 Metrolink Stations - Transit Facilities 7007407-516101 $0 $36,000 Mc Bean Transfer Station - Transit Facilities 7007407-516101 $0 $12,000 Vista Canyon Transfer Station - Transit Facilities 7007407-516101 $8,000 $8,000 Vista Canyon Parking Structure - Cooper St. Parking CFD2020-1 3697409-516101 $12,000 $12,000 Transit Maintenance Facility - Transit Maintenance Facility Maintenance 7007401-516101 $0 $101,000 Various Park Sites - Parks Maintenance 3677304-516101 $5,740 $34,752 Newhall Community Center - Facilities Maintenance 3677403-516101 $11,005 $14,665 Santa Clarita Sports Complex - Santa Clarita Sports Complex Maintenance 3677406-516101 $9,263 $23,555 Canyon Country Community Center - Canyon Country Community Center Maintenance 3677408-516101 $11,585 $18,861 $69,593 $759, 333 r a Packet Pg. 151