HomeMy WebLinkAbout1993-11-09 - AGENDA REPORTS - BID JANITORIAL SERVICES (2)AGENDA REPORT
City Manager Apprc
Item to be presented
CONSENT CALENDAR
DATE: November 4, 1993
SUBJECT: Waive Bid Process on Obtaining Janitorial Services
DEPARTMENT: Public Works
BACKGROUND
The City has hired three different janitorial service companies over the last year and a half.
Two of the three companies contracts were terminated due to lack of performance. The
current company is now struggling to meet the City's stringent cleaning specifications.
Although a formal walk-through of the building was conducted, and a thorough explanation
of the specifications and City's objectives were given prior to requesting bids, the expected
level of service is still not being achieved. Staff has determined that the current process used
to hire companies to perform this service is part of the problem.
Historical bid amounts suggest that the companies interested in doing janitorial work know
that the only way to win is to be the lowest, most qualified bidder under our current system.
This knowledge creates at least two major problems:
1. The low bid amounts received have historically been lower than what is actually
required to do the job; and,
2. Companies tend do avoid bidding this work for the City because they know to bid the
amount necessary to do the job will not be the low bid.
As such, staff suggests implementing a Request for Proposal system on all janitorial service
contracts. This system would allow staff to choose a company based on qualifications and
contract cost rather than just contract cost. Changing the system, then, allows contractors to
bid the cost necessary to do the job without fear of losing the bid on price alone. Further,
legal council has advised staff that utilizing a Request for Proposal system on personal
services is consistent with both State Code 312270.1) and the City ordinance.
One contract was recently awarded for janitorial services at both the City Hall and Field
Services buildings. Another formal bid for janitorial services at the Metro -Link station has
been completed and is pending. Staff has serious concerns due to past experience about
letting any additional contract under the current bid system. As such, staff recommends that
Council authorize the City manager to waive the bid process on the procurement of all future
janitorial. services allowing instead the Request for Proposal system to be used. Further,
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staff recommends that Council reject all bids received in the pending Metro -Link bid, and
that Council direct staff to receive Request for Proposals instead.
RECOMMENDATION
Staff recommends Council reject all bids received in the pending Metro -Link janitorial bid,
and authorize the City manager to waive the bid process on the procurement of all future
janitorial services allowing instead the Request for Proposal system to be used.