HomeMy WebLinkAbout2000-08-22 - AGENDA REPORTS - JANITORIAL MAINT CONTR (2)CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
DATE: August 22, 2000
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City Manager Approva�-
Item to be presented by: Jenny Roney
SUBJECT: AWARD OF JANITORIAL MAINTENANCE SERVICES
CONTRACT — BID NO. FS 99-00-35
DEPARTMENT: Field Services
ACTION
1. City Council waive the purchasing requirement of selecting the lowest qualified bidder, and
approve the use of "best value" in the evaluation of responses to a bid for janitorial services, and;
2. City Council award the janitorial services contract to Lee's Maintenance Service in the
amount of $135,000.00 per year for two years plus two renewable one-year terms to provide all
required janitorial services plus additional cleaning services as required at four City facilities,
and; 3. City Council authorize the City Manager or his designee to execute all documents,
subject to City Attorney approval, and; 4. City Council transfer $34,000.00 from City Council
Contingency Account No. 1240-7401 to Account No. 5501-8005 ($16,500.00) and Account
No. 5504-8005 ($17,500.00) to allow for payment of the annual contract cost.
BACKGROUN
Currently, the City contracts on a month-to-month basis for janitorial services. The timing of
this contract, coupled with a change in scope of services and the addition of a facility in need of
janitorial services, has required staff to re -bid the contract. On June 11, 2000, June 14, 2000, and
June 18, 2000, staff advertised Bid No. FS -99-00-35, to solicit bids for janitorial services for the
City Hall Building, the Field Services Facility, and the Santa Clarita and Jan Heidt Metrolink
Stations. On July 6, 2000, staff held a mandatory walk-through of the facilities with potential
bidders. Bids were received by the City Clerk's office on July 20, 2000. Those bid results are
attached.
The City's purchasing policy requires the formal bid process for general services when the
contract is over $20,000.00. The City's Municipal Code requires that contracts be awarded to
the lowest responsible bidder.
As a result of quality problems with the lowest bidder, public agencies recognize the need for an
improved bid evaluation process. Over time, the "best value" has been adopted by many
government agencies. With best value evaluations, vendor's submissions are evaluated on the
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AWARD OF JANITORIAL MAINTENANCE SERVICES
CONTRACT — BID NO. FS 99-00-35
August 22, 2000
Page 2
required criteria, reflecting a comparison of the vendor's qualifications compared to a standard of
their peers. When combined with criteria weightings, this allows a value to be assigned and
compared to cost. A superior rating in other criteria may then offset a slightly higher price,
reflecting the value of the higher quality of the vendor, in essence, the best combination of cost
and value.
The Field Services Department is committed to providing the best possible services to the
citizens of Santa Clarita. Using best value as selection criteria will allow staff to get the best
possible contractor to act on the City's behalf. Rather than solely looking at price as the
determining factor, City staff has evaluated several items. These factors were included in the bid
specifications and consist of:
• Total annual cost, includes routine cleaning and various additional services.
• Total number of work hours each bidder allocates for each facility.
• Verifying references provided.
• Results of on-site inspections for various facilities currently cleaned by bidder.
The most heavily weighted item within the selection criteria was the results of staff s
comprehensive on-site facility inspections. Staff conducted on-site evaluations at a minimum of
two facilities out of the five reference locations submitted by each bidder. Bidders were
instructed to submit references for job sites that serve as examples of their best workmanship.
As a result of these site visits, staff has determined that the bid subn-dtted by Lee's Maintenance
will provide the best value to the City for the services requested. Lee's bid of $10,697.69 per
month was reviewed for accuracy and conformance to the contract documents, and found to be
complete.
Staff recommends that the janitorial contract be awarded to Lee's Maintenance services of
Van Nuys, California for the monthly sum of $10,697.69. Staff also recommends that the
Council allocate an additional annual amount of $6,600.00 for periodic cleaning services as
required. This contract is to be a two-year contract, with the option to renew for two additional
one-year terms.
ALTERNATIVE ACTIONS
1. Reject all bids and re -bid the janitorial services contract
2. Other action as determined by the City Council.
AWARD OF JANITORIAL MAINTENANCE SERVICES
CONTRACT — BID NO. FS 99-00-35
August 22, 2000
Page 3
FISCAL IMPACT
Funds totaling $101,000.00 have been allocated to this project in the Fiscal Year 2000/2001
budget in Account Nos. 5501-8005, 5503-8005, and 5504-8005. Since the annual contract cost
is in excess of that amount, staff is requesting that an additional $34,000.00 be transferred from
City Council Contingency to Account No. 5501-8005 ($16,500.00) and Account No. 5504-8005
($17,500.00) to pay the total contract cost.
ATTACHMENTS
Bid No. FS 99-00-35 Results
A copy of the bid specifications is available in the City Clerk's reading file.
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BID NO. FS 99-00-35 RESULTS
JANITORIAL MAINTENANCE SERVICES
Vendor
Bid Amount
Office Location
(per month)
I - _
Bell Building Maintenance
$5,275.00
Los Angeles, CA
2.
L. A. Cha
$5,828.53
Northridge, CA
3.
Sunflower Building Services
$6,T86 0-0
Sylmar, CA
4.
United Maintenance Systems
$6,925-00
Los Angeles, CA
5.
Century Maintenance Co.
_
$7,300.00
Los Angeles, CA
6.
Advanced Maintenance
$7,300.66--
Wbittier, CA
7.
Pedus Services
$8,791.12
Los Angeles, CA
8.
Industrial Janitor Services
$10,082.00
Van Nuys, CA
9.
Lee's Maintenance
$10,697.69
Van Nuys, CA
10.
E. C. Janitorial
$11,446.00
Simi Valley, CA