HomeMy WebLinkAboutItem 1c: Contract Extension with Great Cleaning Service for Janitorial and Porter Services at Various City Facilities of A ■
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i bn � nity n[ STAFF REPORT
Public Works Services Department
DATE: July 5, 2011
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
Prepared by: Dave Thompson, Maintenance Contracts Officer
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE (1) YEAR
CONTRACT EXTENSION WITH GREAT CLEANING SERVICE, INC.
(GCS) FOR JANITORIAL AND PORTER SERVICES AT VARIOUS CITY
FACILITIES IN THE AMOUNT OF $239,817
Recommendation: Approve
SUMMARY
On July 21, 2009, the City Council approved a one (1) year contract with optional
annual extensions with Great Cleaning Services, Inc. (GCS) for $229,173 to perform
janitorial and porter services at City facilities. Great Cleaning Services, Inc. is reaching
the end of their first contract extension and has submitted a written offer to extend the
contract for one (1) year with an increase of $10,644 or 4.64% from its original contract
cost of $229,173.
This increase is due to the following:
• Tax rate adjustment of $5,200 for two (2) day porters at the Police Department;
and
• Addition of janitorial services for the Dana Gym for $3,468; and
• Addition of restroom cleaning (weekends only) at the Civic Center Athletic Field
for $1,976
All other conditions of the Agreement are to remain in effect. Based on the excellent
level of janitorial and porter services provided by GCS during the previous year, staff
recommends that the City Council approve a one (1) year contract extension with GCS,
Inc. for janitorial and porter services at various City facilities in the amount of $239,817.
Page 1 of 3
Mayor and City Council
July 5, 2011
DISCUSSION
The Public Works Services Department (PWSD) is responsible for maintaining all City
facilities. Contract services are utilized to provide janitorial and porter services to keep
all facilities clean and tidy for general use by both the public and City employees.
Janitorial services include cleaning all common areas, restrooms, and offices at City
Hall, Community Center, Museum, Library, and the Public Works Service Center.
Porter services are performed at City Hall, Library, Community Center, Fire Station 105
and the Police Department whose services include cleaning the light fixtures, public
restrooms, and helping office staff with routine services that includes setting up for
special events and cleaning and stocking public restrooms.
In April 2009 the City terminated the janitorial and porter services contract with Grace
Building Maintenance Company because they failed to pay their employees, which
resulted in City facilities not getting cleaned. In May 2009 the City went out to bid for
janitorial and porter services for City facilities. However, at the June 2, 2009 City
Council meeting the City Council approved staff's recommendation to reject bids for
janitorial and porter services because the bids received exceeded the amount budgeted
for these services. As a result, staff revised the bid specifications, without
compromising the overall level of cleaning at City facilities nor the quality of porter
services and solicited formal bids again. At the July 21, 2009 City Council meeting the
Council awarded a contract to Great Cleaning Service Inc. in the amount of $229,173
with optional annual extensions for janitorial and porter services.
Great Cleaning Service is reaching the end of their first contract extension and has
submitted a written offer to extend the contract for one (1) year with an increase of
$10,644 or 4.64% from its original contract cost of $229,173.
The increase is due to the following:
• Tax rate adjustment of $5,200 for two (2) day porters at the Police Department;
and
• Addition of janitorial services for the Dana Gym for $3,468; and
• Addition of restroom cleaning (weekends only) at the Civic Center Athletic Field
for $1,976
In meeting with GCS, City staff was told that when GCS originally submitted their bid for
the janitorial and porter services, they inadvertently omitted the tax rate that they are
required to pay for the two (2) Police Department day porters. During contract
extension talks last year, GCS brought this to the City's attention but staff told them that
due to the state of the City's financial situation; the increase was not timely. Likewise,
staff had similar discussions with GCS this year and GCS explained that they could not
continue to absorb this cost in the employee taxes. With this said, the second lowest
bid in 2009, ABM Janitorial Services, was for $271,209, which was $42,000 or 18%
more than GCS, Inc. As a result, staff feels this is a fair request for these services.
Page 2 of 3
Mayor and City Council
July 5, 2011
Sufficient funding is budgeted in both the Police Department and Recreation
Department Fiscal Year 2011/2012 Operating budgets to cover these cost increases.
Based on the excellent level of janitorial and porter services provided by GCS, Inc. from
the previous year, staff recommends that the City Council approve a one (1) year
contract extension to GCS, Inc. for janitorial and porter services at various facilities in
the amount of $239,817.
FISCAL IMPACT
Sufficient funds are budgeted in Fiscal Year 2011 /2012 Operating Budget.
RECOMMENDATION
1. Award a one -year contract extension to Great Cleaning Services, Inc. for
janitorial and porter services at various City facilities in the amount of
$239,817.
2. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by:
onald Penman, City anager
TT: DT
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