HomeMy WebLinkAbout2025-08-26 - AGENDA REPORTS - CONTR CITYWIDE JANITORIAL SERVICEAgenda Item• 14
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: Li
'
DATE: August 26, 2025
SUBJECT: CONTRACT FOR CITYWIDE JANITORIAL SERVICES
DEPARTMENT: Neighborhood Services
PRESENTER: Bryan Peck
RECOMMENDED ACTION
City Council:
1. Authorize an expenditure authority increase for janitorial services for new parks and facilities
with Servicon Systems Inc., in the amount of $147,043 for a revised total contract amount
not to exceed $2,083,822.
2. Authorize the City Manager or designee to execute up to one additional, one-year renewal
option beginning in Fiscal Year 2026-27, not to exceed the base annual contract amount of
$2,083,822, and any adjustment in compensation consistent with the appropriate Consumer
Price Index.
3. Appropriate an ongoing expenditure of $52,600 for cost increases related to the Consumer
Price Index from the General Fund (Fund 100), Citrus Facility Fund (Fund 130), Public
Library Fund (Fund 309), Golden Valley Ranch Open Space Maintenance District (Fund
350), Areawide Fund (Fund 367), Cooper Street Fund (Fund 369), and Transit Fund (Fund
700) per Attachment A, to support Citywide janitorial services with Servicon Systems, Inc.
4. Authorize the City Manager or designee to execute all contracts and associated documents
subject to City Attorney approval.
BACKGROUND
To ensure the continued cleanliness, hygiene, and readiness of all City -owned and operated
facilities, the City of Santa Clarita (City) requires ongoing janitorial services. These services are
essential to maintaining sanitary conditions and providing a safe, welcoming environment for the
public.
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The City contracts with Servicon Systems, Inc. (Servicon), to perform routine cleaning services
across its facilities. These services are typically conducted during evening hours when facilities
are unoccupied, minimizing disruption to daily operations. The responsibilities of the contracted
janitorial personnel include, but are not limited to, emptying trash and recycling receptacles,
dusting surfaces, cleaning glass partitions and tabletops, mopping and vacuuming floors, refilling
paper product dispensers, and performing other general interior cleaning tasks.
Currently, janitorial services are provided at 53 City -owned and operated locations, including
City Hall, the Transit Maintenance Facility, The MAIN, three community centers, four Metrolink
stations, three public libraries, SCVTV Channel 20 Studios, various parking structures, and City
park facilities. Collectively, these sites represent over 700,000 square feet of serviced space.
On June 28, 2022, following a Request for Proposals process, the City Council awarded an initial
two-year contract to Servicon for janitorial services for a total amount not to exceed $3,401,138,
with the option for up to three one-year renewal periods. The City is currently in the second year
of renewal options and is requesting additional contractual authority and ongoing appropriations
under the current contract with Servicon, as detailed in Attachments A and B.
The request includes an expenditure authority increase of $147,043 to support the addition of the
new Pioneer Park, the expansion of David March Park, increased services for the full operation
of the Valencia Community Center and Tesoro Adobe Park, as well as increased porter hours to
support City events, including those planned for the newly acquired Hart Park. It also includes
$52,600 in appropriations to cover cost increases associated with the three percent Consumer
Price Index adjustment for Fiscal Year 2025-26. Approval of these changes would result in a
revised total contract amount not to exceed $2,083,822.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in expenditure
accounts specified in Exhibit A for a total of $52,600 from the General Fund (Fund 100), Citrus
Facility Fund (Fund 130), Public Library Fund (Fund 309), Golden Valley Ranch Open Space
Maintenance District (Fund 350), Areawide Fund (Fund 367), Cooper Street Fund (Fund 369),
and Transit Fund (Fund 700).
ATTACHMENTS
Servicon Attachment A - CPI Cost Increase
2025 CPI Increase Letter 3% (5.12.25)
SCV Additional Parks quote July 2025
Servicon Attachment B - Expenditure Authority Increase
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Attachment A
City of Santa Clarita
Citywide Janitorial Services
3% CPI Increase
Appropriation
Location - Account Name
Account Number
FY 2024-25
FY 2025-26
FY
2025-26
SCVTV -
Public Television
1001501-516101
$
11,191
$
11,527
$
336
The MAIN -
The MAIN
1003616-516101
$
3,714
$
3,825
$
111
City Hall -
City Hall Maintenance
1007404-516101
$
205,419
$
211,582
$
6,163
Newhall Parking Structure -
Newhall Parking Stucture Maintenance
1007405-516101
$
18,990
$
19,560
$
570
Corporate Yard -
Corporate Yard Maintenance
1007410-516101
$
32,324
$
33,294
$
970
The Arts & Events Offcice -
Incubator Facility Maintenance
1007415-516101
$
14,163
$
14,588
$
425
Citrus Street Vuilding -
Citrus Building
1307414-516101
$
5,106
$
5,259
$
153
Santa Clarita Public Libraries -
Public Library Facility Maintenance
3097412-516101
$
243,807
$
251,121
$
7,314
Arboleta Trailhead -
GVROS Maintenance
3507313-516101
$
12,999
$
13,389
$
390
Various Park Sites -
Parks Grounds Maintenance
3677307-516101
$
45,495
$
46,860
$
1,365
Newhall Community Center -
Newhall Community Center & Offsite Pool Maintenance
3677403-516101
$
65,585
$
67,552
$
1,968
Santa Clarita Sports Complex -
Santa Clarita Sports Complex Maintenance
3677406-516101
$
256,124
$
263,808
$
7,684
Canyon Country Community Center -
Canyon Country Community Center Maintenance
3677408-516101
$
130,400
$
134,312
$
3,912
Various Park Sites (Plus additonal new sites) -
Parks Facility Maintenance
3677411-516101
$
538,379
$
554,531
$
16,151
Vista Canyon Parking Structure -
Cooper St. Parking
3697409-516101
$
11,063
$
11,395
$
332
Transit Maintenance Facility -
Transit Maintenance Facility Maintenance
7003701-516101
$
105,364
$
108,525
$
3,161
Metrolink Stations -
Transit Facilities
7007407-516101
$
53,152
$
54,746
$
1,595
$
52,600
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May 12, 2025
Cassidy Skelton
City of Santa Clarita
Email:CSKELTON @santa-clarita.com
Subject: Request for CPI Increase — Effective July 1, 2025, Contract: Maintenance Agreement Between The City of Santa
Clarita and Servicon Systems Inc for Janitorial Services for Various City Locations
Dear Mr, Skelton,
On behalf of Servicon Systems, Inc., we would like to thank you for the continued opportunity to provide services to your
facility. We are writing to formally request a Cost -of -Living Adjustment (CPI increase) in accordance with the terms outlined
in our existing contract, specifically under Recommendation Action Item 2.
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Agenda Item: J3
CITY OF SANTA CLARITA
4) AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: AYa1,7�
DATE: June 28, 2022
SUBJECT: CONTRACT FOR CITYWIDE JANITORIAL SERVICES
DEPARTMENT: Neighborhood Services
PRESENTER: Sarong Vivanco
RECOMMENDED ACTION
City Council:
1. Award a two-year contract to Servicon Systems, Inc., forjanitorial 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.
In accordance with the latest data from the U.S. Bureau of Labor Statistics, the Consumer Price Index for All Urban
Consumers (CPI-U) in the Los Angeles -Long Beach -Anaheim area has increased 3.1% over the past year (March 2024—March
2025). This increase reflects higher costs in labor, fuel, and operational expenses, all of which impact our ability to maintain
service levels without adjustment.
Consumer Price Index — March 2025, Los Angeles Area — BLS
Healthy Spaces. Thriving People.
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Area prices were up 0.7 percent over the past month, up 3.0 percent from a year ago
The Consumer Price Index for All Urban Consumers (CPI-U) for Los Angeles -Long Beach -Anaheim advanced 0.7 percent in March,
the U.S. Bureau of Labor Statistics reported today. Regional Commissioner Chris Rosenlund noted that the all items less food and
energy index also increased 0.7 percent. The food index advanced 0.3 percent, and the energy index rose 0.7 percent. (Data in
this report are not seasonally adjusted. Accordingly, month -to -month changes may reflect seasonal influences.)
The Los Angeles area all items CPI-U increased 3.0 percent for the 12 months ending in March. The index for all items less food
and energy increased 3.2 percent over the year. The food index rose 4.1 percent, while the energy index decreased 2.4 percent.
Chart 1. Over -the -year percent change In CPW, Los Angeles -Long Beach -Anaheim, CA,
to
March 2022—March 2025
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Source. U S. Bureau of tBEpr Statistics. V
3
In addition to CPI -related pressures, we are also experiencing significant cost increases due to new federal tariffs
implemented on April 2, 2025. Our suppliers have advised us that these tariffs range from 10% to 46%, depending on the V
country of origin. Affected products include many of the essential items we use daily, such as cleaning chemicals, tools, W
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gloves, textiles, and equipment. These increases have an immediate and broad impact on our supply chain. N
Tariffs Work — and PresidentTrumo's First Term Proves It —The White House
Attached you will find letters from several of our key suppliers outlining the specific tariff impacts on product pricing. While
we have worked diligently to mitigate these increases through vendor negotiations and internal efficiencies, the scope of
these federal tariffs makes further absorption unsustainable.
To address these combined economic pressures, we respectfully request a total price adjustment of 3.0%, effective July 1,
2025. This increase will help ensure uninterrupted service delivery, quality standards, and continued operational reliability.
We sincerely appreciate your consideration of this request. Should you have any questions or require further documentation,
we would be happy to provide additional details. We value our partnership and remain committed to supporting your facility
with the highest level of service.
Sincerely,
Susan Matt
Healthy Spaces. Thriving People.
310.204.5040 1 3965 Landmark Street Culver City, CA 90232
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July 31, 2025
Cassidy Skelton
Parks Administrator
City of Santa Clarita
Dear Cassidy,
On behalf of the management of Servicon Systems, Inc., I would like to thank you for allowing us to provide you
with a quote for our services. Below you will find the quote for custodial cleaning services 7 days per week and
additional Porter Service hours for the following locations listed below:
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Building Name
Square FT
Days
Hrs per Day
7/1/25-6/30/26 Monthly
Cost
Pioneer Park
1,000
7
1.00
$ 1,115.72
Valencia Community Center
12,000
7
6.00
$ 7,170.92
Tesoro Adobe Park
1 7
2.00
$ 1,083.00
David March Park 2nd RR
268
1 7
1.00
$ 1,115.72
IV. Porter Services (660Hours) I Price per Hour: $32.15 1 $ 21,219.00
DESCRIPTION
PARK CUSTODIAL CLEANING SERVICES
Service Details
• Frequency: 7 days per week (Nightly cleaning)
• Areas Covered:
o Female restroom
o Male restroom
• Tasks Performed:
o Thorough cleaning and sanitization of all restroom surfaces
o Disinfection of high -touch areas (door handles, faucets, dispensers, etc.)
o Cleaning and sanitizing toilets, urinals, sinks, mirrors, and floors
o Emptying trash receptacles and replacing liners
o Restocking restroom supplies (toilet paper, paper towels, soap, sanitary items)
o Inspection for maintenance or safety issues (reported immediately to park management)
Staffing and Equipment
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• Professional, trained cleaning staff dedicated to this location
• Use of EPA -approved disinfectants effective against bacteria and viruses
• Proper cleaning equipment and safety measures following OSHA standards
Schedule
• Nightly Cleaning: Services will be performed during evening hours to avoid disruption to park visitors
DAY PORTER SERVICES
Scope of Work / Responsibilities
• Pre -Event Preparation:
o Inspect and prepare event areas for cleanliness and readiness prior to guest arrival.
o Set up restroom supplies, waste containers, and sanitization stations.
o Ensure all high -traffic areas are clean and presentable.
• Continuous Event Support:
o Perform routine cleaning and disinfection of restrooms, common areas, and high -touch surfaces (e.g.,
door handles, handrails).
o Monitor and restock restroom supplies (paper products, soap, sanitizers).
o Empty and reline trash receptacles as needed to maintain a clean environment.
o Respond promptly to spills, accidents, and emergency cleaning needs to ensure safety.
o Maintain outdoor spaces (walkways, entrances) free of litter and debris during the event.
o Support sustainability efforts by managing waste segregation and recycling programs.
• Customer Service:
o Act as a visible, approachable point of contact for attendees needing assistance.
• Provide courteous and professional responses to requests from event organizers and guests.
• Post -Event Duties:
14.c
o Conduct thorough cleaning of all event spaces, including sweeping, mopping, and sanitizing restrooms.
o Remove and dispose of event -generated waste according to facility guidelines.
o Reset the venue for regular use or for upcoming events.
Staffing and Scheduling
• Day Porters will be scheduled for the full duration of the event, including pre -event setup and post -event
breakdown.
• Flexible staffing levels can be provided based on event size and guest count.
Deliverables
• Continuous maintenance of cleanliness and hygiene standards throughout the event.
• Well -stocked and sanitized restrooms and public areas.
• Immediate response to cleaning needs, ensuring safety and guest satisfaction.
• Comprehensive post -event cleanup, leaving the venue in optimal condition.
Healthy Spaces. Thriving People.
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This Monthly Cost includes labor, supplies, and equipment. Day porter services include labor and cleaning
supplies. Should you have any questions or need additional information, please feel free to contact me.
Sincerely,
Healthy Spaces. Thriving People.
310.204.5040 1 3965 Landmark Street Culver City, CA 90232
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14.d
Attachment B
City of Santa Clarita
Citywide Janitorial Services
Expenditure Authority Increase
Location - Account Name
Account Number
Monthly Cost
FY 2025-26
David March Park -
Parks Facility Maintenance
3677411-516101
$
1,115.72
$ 13,389
Pioneer Oil Refinery -
Parks Facility Maintenance
3677411-516101
$
1,115.72
$ 13,389
Valencia Community Center -
Valencia Community Center Maintenance
3677416-516101
$
7,170.92
$ 86,051
Tesoro Adobe Park -
Faciltiy Adminsitration Hart Park
3577312-516101
$
1,083.00
$ 12,996
Porter Service Hours (660 additional) -
Misc. Accounts determined by Event
I Misc.
$
-
$ 21,219
$ 147,043
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