For City Council Meeting May 28, 2024
TO: Honorable Mayor and City Council
APPROVAL: G. Michael Milhiser, Interim City Manager
FROM: Tim Sullivan, Director of Maintenance and Facilities
Title
Request City Council to: 1) Award a Services Agreement to CCS Facility Services, a California corporation, in the Amount of $446,775.60 for Janitorial Services in Fiscal Year 2024/2025, and 2) Authorize the City Manager or their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATIONS:
Staff recommends that the City Council:
1. Award a Services Agreement with CCS Facilities Services for janitorial services for Fiscal Year 2024/2025, as a multi-year agreement, consisting of an initial one-year term in the amount of $446,775.60 subject to four (4) additional one (1) year extensions; and,
2. Authorize the City Manager or their Designee to execute all related documents.
BACKGROUND:
The Maintenance & Facilities Department coordinates building maintenance functions throughout the City, including janitorial services at various locations. Janitorial services performed at City buildings are traditionally outsourced to a contractor and include services at the following sites:
A. City Hall Offices and Council Chambers
B. Civic Center North Building - Community Development Offices
C. Civic Center North Annex - Rialto Network
D. Civic Center South Building - Finance, and Treasurer
E. Civic Center West Annex - City Clerk Office
F. Fire Administration (Located on the north side of Fire Station 201 and includes Administration Offices, Training Room/Conference Room, Lower-Level Offices and Break Room, Emergency Medical Services Coordinator’s Office, and the Captains’ Office)
G. Fleet Services Garage (Offices Only)
H. Human Resources/Maintenance & Facilities Office
I. IT Offices
J. Maintenance & Facilities Administration and Engineering
K. Metrolink Depot
L. Police Department
M. Police Department Annex
N. Purchasing (Offices Only)
O. The Community Center
P. The Senior Center
Q. The Simonson Center - Fitness Center
ANALYSIS/DISCUSSION:
On August 29, 2023, the City released Request for Proposals (RFP) No. 24-009 requesting proposals from qualified firms to provide the City with Janitorial Services.
On September 15, 2023, the City Hosted a pre-bid site walk; the potential candidates inspected all the sites listed in the RFB.
The scope of work generally includes janitorial services for various City facilities. Specifically, the Janitorial Firm will be required to provide the following services:
1. The Janitorial Firm shall provide janitorial services at the highest industry standards by integrating innovative and progressive techniques and following the objectives as set forth in these specifications.
2. The Janitorial Firm shall furnish all labor, vehicles, equipment, supplies, materials, tools, services, and special skills required to perform the janitorial services as set forth in this specification and in keeping with the highest standards of quality and performance.
3. Janitorial services shall include, but not be limited to, cleaning of specified City facilities with all required janitorial services to be provided as more thoroughly described in the specifications.
On October 6, 2023, the City received a total of 13 proposals in response to the RFP from the following firms (in alphabetical order):
1. Base Hill Building Maintenance Services
2. Blue Collar Contracting
3. CCS Facilities Services
4. Crossroad Environmental
5. Guaranteed Janitorial Services
6. Merchants Building Maintenance
7. Premier Property Preservation
8. Santa Fe
9. Sherrod & Sons Cleaning Service
10. Ultimate Maintenance Service
11. Ultra Shine
12. Verde Clean
13. Williams & Associates
On March 7, 2024, an Evaluation Panel was assembled to review the submitted proposals and consisted of the following City representatives:
• Cynthia Alvarado, Parks & Recreation
• Jonathan Palmer, Police Department
• Roger Nakamura, Police Department
• Margaret Herrero, Finance
• Mike Orona, Maintenance & Facilities
The Evaluation Panel reviewed each proposal according to the criteria listed in the RFP, including approach and understanding of the work requested, firm and staff qualifications, and cost. The Evaluation Panel completed its review of the proposals, which were subsequently ranked.
1. CCS Facility Services
2. Merchants Building Maintenance, LLC
3. Base Hill, Inc.
Based on the proposals submitted, demonstrated experience, and reference checks conducted by the Procurement Division, the Evaluation Panel consensus was that CCS Facility Services was the most qualified firm to provide janitorial services to the City.
Staff reviewed and negotiated the scope of services and cost proposal provided by CCS Facility Services and found them to be appropriate for the tasks requested. A copy of the proposal submitted by CCS Facility Services is included as Attachment 1. The signed Disclosure Statement is included as Attachment 2. The proposed Services Agreement with CCS Facility Services is for one (1) year at a standard rate of $446,775.60 for the period of July 1, 2024, through June 30, 2025.
The City may elect to exercise an extension to renew the Services Agreement for four (4) additional, one (1) year terms, for a maximum of five (5) years. If the services provided by CCS Facility Services are acceptable and meet the City’s standards, the City may elect, at its sole discretion, to extend the term of the Services Agreement by one (1) year annually, up to and through June 30, 2029.
The final cost proposal for services is included as Attachment 3 and a copy of the proposed Services Agreement is included as Attachment 4.
ENVIRONMENTAL IMPACT:
The proposed action is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY:
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW:
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT:
Operating Budget Impact:
Funds in the amount of $446,775.60 have been allocated in the Fiscal Year 2024/2025 budget from Building Maintenance Fund Account No. 10107302-52011 for the Janitorial Services Agreement.
Capital Improvement Budget Impact:
There is no impact to the Capital Improvement budget with this request.
Licensing
Prior to the execution of the Contract Services Agreement, the vendor shall submit a business license application and pay a Business License tax at the rate of $504, as well as Administration and State fees.