HomeMy WebLinkAbout2009-07-14 - AGENDA REPORTS - JANITORIAL SERVICES CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item:
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by
July 14, 2009
Dale Sargent
AWARD JANITORIAL SERVICES CONTRACT
Public Works
RECOMMENDED ACTION
City Council reject the bids received from Varsity Contractors, Bell Building Maintenance,
and Jani King of California, Inc., as non-responsive.
2. Award the contract to Lee's Maintenance Services, Inc., for janitorial services in the amount
of $207,614 and authorize a 5 percent contingency of $10,381, for a total amount not to
exceed $217,995.
3. Authorize the City Manager or designee to modify the award in the event other issues of
impossibility of performance arise, execute up to two annual renewal options not to exceed
$217,995 each, plus Consumer Price Index, contingent upon the appropriation of funds by the
City Council in the annual budget for such fiscal year, and execute all documents, subject to
City Attorney approval.
BACKGROUND
During the Fiscal Year 2009-10 budget preparation, staff looked for ways to reduce expenditures
to lessen the impact to the City's General Fund. As a result, staff proposed to reduce the
janitorial services budget to a level that is still acceptable, yet saves the City money during these
difficult times. As a result of the submitted bids, this effort yielded a savings of over $38,500.
An invitation to bid for janitorial services was prepared and published on May 17 and May 20,
2009. The janitorial services bid includes all routine cleaning services of City Hall, Corporate
Yard, Metrolink Stations, Bus Transfer Station, Transit Maintenance Facility, and the Channel 20
Studio, and additional services where required.
APPROVED
l
Notices were sent to 41 vendors, the Chamber of Commerce, and the Valencia Industrial Center.
Forty-three vendors downloaded the bid packet from the City's website. A walk-through of the
City's facilities was conducted on May 27, 2009, where 13 vendors attended. A bid opening was
conducted by the Purchasing Division on June 15, 2009, and 7 responses were opened.
Staff conducted the janitorial bid as a multiple criteria bid, evaluating such factors as
performance on other jobs, experience, staff, references, equipment, and cost. On June'l6, 2009,
City staff completed inspections of vendor sites to determine the best qualified bidder. The
results of the evaluations are:
Company
Lee's Maintenance Services, Inc.
CAM Services
ABM Janitorial Services
Millenium Maintenance Systems
Varsity Contractors, Inc.
Bell Building Maintenance
Jani King of California
T .ocati on
Van Nuys, CA
Culver City, CA
Los Angeles, CA
Santa Clarita, CA
Bakersfield, CA
Sherman Oaks, CA
Orange, CA
Score
87.88
81.13
77.45
68.65
Non-responsive
Non-responsive
Non-responsive
Amount
$207,614
$207,546
$201,780
$226,896
Due to Varsity Contractors, Bell Building Maintenance, and Jani King of California, Inc., failing
to submit all of the required bid documents, staff recommends Council reject their bids as
non-responsive.
As Lee's Maintenance Services, Inc., is in compliance with the conditions and terms of the
janitorial contract, and has the highest point total in the multiple criteria list, staff recommends
Lee's Maintenance Services, Inc., to be awarded the janitorial contract.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Funds for this expenditure for Fiscal Year 2009-2010 have been budgeted in Accounts
12401-5161.001, 14500-5161.001, 14501-5161.001, and 14509-5161.001.
ATTACHMENTS
None.