HomeMy WebLinkAbout2004-08-24 - AGENDA REPORTS - APPROVE JANITORIAL CONTR (2)Agenda Item: ■
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR City Manager Approval:
Item to be presented by: William Wittkopf
DATE: August 24, 2004
SUBJECT: APPROVE AWARD OF CONTRACT FOR JANITORIAL
SERVICES AT CITY HALL, FIELD SERVICES, AND TRANSIT
STATIONS
DEPARTMENT: Field Services
RECOMMENDED 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.
2. Award the janitorial services contract to Lee's Maintenance Services in the amount of
$188,000 per year plus annual cost increases as allowed per the contract for an initial term
of three years, plus up to three additional one-year terms.
3. Authorize the City Manager or his designee to execute all contract documents, including
the authority to approve three additional one-year extensions, subject to City Attorney
approval.
BACKGROUND
The City currently contracts on a month-to-month basis with Lee's Maintenance Services for
janitorial services. Therefore, it was determined that the City should initiate a formal bid
process.
In February 2004, staff advertised Bid No. FS -03-04-13 to solicit bids for janitorial services for
the City Hall Building, the Field Services Facility and four Transit stations. Staff held a
mandatory walk-through of the largest facilities with the prospective bidders. Bids were received
by the City Clerk's office on March 23, 2004. (Bid Results attached.)
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IMIN
The multiple criteria selection system used to review the bids is based on four areas of
significance which demonstrate each bidder's ability to provide janitorial services as required per
the bid specifications. The weighted selection criteria include: results of on-site cleaning
evaluations; verification of references; annual cost of services; and demonstration of ability.
Results of this evaluation are included on the table below. Bids submitted by Best Building
Maintenance and Power Clean Janitorial were found as non-responsive due to their failure to
include a bid guarantee bond with their submissions.
Bidder/
Janitorial
Company
Reference
Check Report
(5 Points)
Demonstration
of Ability
(Man hours)
(35 Points)
On -Site
Evaluation
Report
(35 Points
Cost
ComparisonTotal
Report
(25 Points )
Points
Earned
(Total = 100)
ABM
4
29.1
17.1
8.33
58.6
Bell
5
23.3
12
16.66
57
Comeland
5
17.5
18.25
20.83
58.6
Grace
5
11.6
11.25
12.5
40.41
Lee's
5
35
21.8
4.16
65.96
United
5
18.7
18.75
25
54.58
After evaluating responsive bids using the established criteria and associated point system, staff
has determined that the bid submitted by Lee's Maintenance will provide the best value to the
City for the services requested. Lee's bid of $12,502 per month was reviewed for accuracy and
conformance to the contract documents, and found to be complete.
FISCAL IMPACT
Funds for this expenditure in the amount of $188,000, which includes costs for all routine
cleaning services and for any emergency or other additional services needed, have been approved
for Fiscal Year 2004/2005 as follows: $85,360 in Account No. 5504-8005 and $4,500 in
5504-8001, for the City Hall Building; $29,140 in Account No. 5501-8005 and $3,000 in
5501-8001, for the Field Services Facility; and $45,000 in Account No. 5503-8005 and $21,000
in 5503-8088, for the Transit stations.
ALTERNATIVE ACTIONS
1. Reject all bids and rebid; or
2. Other action as determined by the City Council.
ATTACHMENTS
Scope of Work available in the City Clerk's Reading File
Rating Key available in the City Clerk's Reading File
Bid Results
BID RESULTS
BID NO. FS -03-04-13
Note: Bids marked with an asterisk were found non-responsive due to their failure to include the
required bid bond with their bid submittals.
Best Building Maintenance*
Tu'un a, CA
$18,980.
ABM Janitorial Services
Los Angeles, CA
$12,181
Grace Building Maintenance
Los Angeles, CA
$10,525
Power Clean Janitorial*
Santa Clarita, CA
$12,810
Lee's Maintenance Service
Van Nuys, CA
$12,502
Bell Building Maintenance
I Mission Hills, CA
$10,592
United Maintenance System
Los Angeles, CA
$7,020
Comeland Maintenance
Los Angeles, CA
$8,911
Note: Bids marked with an asterisk were found non-responsive due to their failure to include the
required bid bond with their bid submittals.