HomeMy WebLinkAbout2001-06-26 - AGENDA REPORTS - JANITORIAL SERVICE CONTR (2)CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
DATE: June 26, 2001
City Manager Approval:
Item to be presented b}
SUBJECT: AWARD OF JANITORIAL SERVICES CONTRACT
DEPARTMENT: Field Services
RECOMMENDED ACTION
City Council find bid FS -00-01-20 and bid FS -00-01-21 from Lee's Maintenance Services
non-responsive, and award contracts to Bell Building Maintenance for the combined total of
$179,706. These combined fees cover all routine cleaning services, seven days per week, plus
additional services that are required at all parks and The Sports Complex. The funds have
been proposed in the Fiscal Year 2001/2002 budget in Account No. 5502-8001 and Account
No. 5507-8001, in the amounts of $80,000 and $99,706, respectively. Pending approval of the
Fiscal Year 2001/2002 budget, authorize the City Manager or designee to execute all
documents subject to City Attorney approval.
BACKGROUND
As a result of quality problems with the lowest bidder, public agencies recognize the need for
an improved bid evaluation process. Over time, the multiple criteria evaluation has been
adopted by many government agencies. With multiple criteria evaluations, vendor's
submissions are evaluated on the 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.
In order to ensure quality janitorial services at a fair price, staff utilized multiple criteria in
the selection process. The City Council's action of June 12, 2001, authorized the use of multiple
criteria as a valid method for vendor selection and supports staffs recommendation. A point
system was established based on four areas of importance including results of onsite
evaluations, verification of references, annual cost, and total man-hours to demonstrate ability.
Five bids were received. However, staff found Lee's Maintenance Services, our current
provider, non-responsive due to their failure to include a bid guarantee bond with either of
their two submissions. The City Purchasing Agent and City Attorney support a determination
finding Lee's bid non-responsive. On Wednesday, May 2, 2001, bids were received by the City
Clerk's office. (Bid Results Attachment.)
Agenda Item: ��
AWARD OF JANITORIAL SERVICES CONTRACT
June 26, 2001 - Page 2
After evaluating the selection criteria utilizing the point system, the following was determined:
For All Parks - Rid Nn FS -00-01 _m
Janitorial
Company
Reference
Check Report
10 Points
Man -Hour
Report
20 Points
On -Site
Evaluation Report
30 Points
Cost Comparison
Report
40 Points)
Points
Earned
100 Total
Bell
8.75
19.68
26.00
35.00
89.43
Century
8.50
16.61
17.50
30.00
72.61
Corporate
7.67
12.33
17.50
40.00
77.50
IJS
9.00
20.00
23.00
25.00
77.00
For The Snorts Comnlex - Rid Nn Fv_nn_o1 _,)1
Janitorial
Janitorial
Reference
Man -Hour
On -Site V
Cost Comparison
Points
Company
Check Report
Report
Evaluation Report
Report
Earned
10 Points)
(20 Points)
30 Points
(40 Points)
(100 Total)
Bell
8.75
20.00
26.00
35.00
Century
8.50
15.00
17.50
25.00
66.00
Co orate
7.67
7.64
17.50
30.00
62.80
IJS
9.00
12.50
23.00
40.00
84.50
ALTERNATIVE ACTION
Direct staff to award each bid solely to the low bidders (Corporate Building Services for
$77,315.42 annually, Account No. 5502-8001, for all parks; and Industrial Janitorial Services
for $80,964.00 annually, Account No. 5507-8001, for The Sports Complex.)
Other action as determined by Council.
FISCAL IMPACT
Funds for this expenditure, in the amount of $179,706, have been proposed in Fiscal
Year 2001/2002; $80,000 in Account No. 5502-8001 for all park locations, and $99,706 in
Account No. 5507-8001 for The Sports Complex. Staff will request additional funds in the
Mid -Year budget for Account No. 5502-8001, dependant upon the date each new park, (i.e.,
Bridgeport Park, Central Park Phase II, Circle J Park, and Pamplico Park) actually opens to
the public, in an amount sufficient to cover the cost to provide required services to each
location.
ATTACHMENTS
Scope of Work
Bid Results
/admin/ccitems/janaward2. doc
BID RESULTS
ALL PARKS JANITORIAL
FIELD SERVICES BID NO. FS -00-01-20
Company
Location
Bid Amount
Monthly
Corporate Building Services
Los An
eles, California
$5,947.34
Bell Building Maintenance
Century Maintenance Company
Los Angeles,
Los Angeles,
California
California
6,482.58
6,515.00
Industrial Janitor Services
Van Nuys,
California
7,166.00
SPORTS COMPLES ACTIVITIES CENTER JANITORIAL
FIELD SERVICES BID NO. FS -00-01-21
Company
Location
Bid Amount
Monthly
Industrial Janitorial Services
Van Nuys,
California
$3,114.00
Bell Building Maintenance
Los Angeles,
California
3,392.42
Corporate Building Services
Los Angeles,
California
3,502.55
Century Maintenance
Los Angeles,
California
4,000.00