HomeMy WebLinkAbout2012-10-23 - AGENDA REPORTS - JANITORIAL SERVICES CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item• 5
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
October 23, 2012
AWARD JANITORIAL SERVICES CONTRACT
Public Works
RECOMMENDED ACTION
1. City Council reject the bid received from Lee's Maintenance Service, Inc., as nonresponsive
for failure to provide an affidavit of non -collusion, as specified in the instructions of Bid
GS -12-13-08.
2. Award the contract to ABM Janitorial Services for janitorial services in the amount of
$170,268, and authorize a ten -percent contingency of $17,026, for a total amount not to
exceed $187,294.
Authorize the City Manager or designee to execute all contracts and associated documents, or
modify the award in the event issues of impossibility of performance arise, execute up to four
annual renewal options not to exceed the annual bid amount plus Consumer Price Index
adjustments, 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
An invitation to bid for janitorial services was prepared and`published on August 23, 2012. The
janitorial services bid includes all routine cleaning services of City Hall, Corporate Yard,
Metrolink Stations, McBean Regional Transit Center, the Transit Maintenance Facility, and the
SCVTV Channel 20 Studios, and additional services where required.
Notices were sent to the Chamber of Commerce and the Valley Industrial Center. Thirty-six
vendors downloaded the bid packet from the City's website. A walk-through of the City's
facilities was conducted on August 29, 2012, where eight vendors attended. A bid opening was
conducted by the Purchasing division on September 24, 2012, and four responses were opened.
Staff conducted the janitorial bid as a multiple -criteria bid, evaluating performance on other jobs,
experience, staff, references, equipment, and cost. On September 28 and October 2, 2012, City
staff completed inspections of vendor sites to determine the best qualified bidder. The results of
the evaluations are:
Comp anv
Location
Score
Amount
ABM Janitorial Services
Los Angeles, CA
78
$170,268.00
Merchants Building Maintenance
Monterey Park, CA
68
$125,054.28
AAA Property Services
Valencia, CA
57
$188,467.32
Lee's Maintenance Services, Inc.
Van Nuys, CA
Nonresponsive
$213,415.80
Due to Lee's Maintenance Services, Inc., failure to submit all required documents, staff
recommends the City Council reject their bid as nonresponsive. Merchants Building Maintenance
provided the lowest bid price; however, their estimate of hours provided were for 38 percent less
hours of service.
Based on staffs experience with previous vendors, the number of hours estimated by Merchants
Building Maintenance were determined to be inadequate to maintain the facilities at an
acceptable level. Staff inspections scored ABM Janitorial Services higher than Merchants
Building Maintenance on quality of service being provided.
Therefore, as ABM Janitorial Services is in compliance with the terms and conditions of the
janitorial contract and has the highest point total in the multiple -criteria list, staff recommends
ABM Janitorial Services be awarded the janitorial contract.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Funds for this expenditure for Fiscal Year 2012-13 have been budgeted in various Transit
Maintenance Facility, Corporate Yard, City Hall, and Metrolink Station Accounts
12401-5161.001, 14500-5161.001, 14501-5161.001, and 14509-5161.001.