HomeMy WebLinkAboutItem 2k - Contract for Janitorial and Porter ServicesAuyu�t i, IY03
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DATE: July 2, 2013
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
By: Jacquelyn Mercado, Public Works Office Coordinator
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A
CONTRACT WITH ABM SERVICES, INC. FOR JANITORIAL AND PORTER
SERVICES FOR CITY FACILITIES IN THE AMOUNT OF $276,383
Recommendation: Approve
SUMMARY
To ensure that the City is receiving the most competitive prices and quality service, the
Public Works Services Department conducted a formal bidding process to award an
annual contract for janitorial and porter services. Based on the bid results and evaluation
of the bids submitted, it is recommended that the City Council authorize the City Manager
to execute a contract with ABM Services, Inc. for janitorial and porter services for City
facilities in the amount of $276,383.
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. In addition,
the janitors perform cleaning services at the Dana Gym and restrooms at the Civic Center
soccer field, Bonita Park, and Eisenhower Park. Porter services are performed at City
Hall, Library, Community Center, Fire Station 105, and the Police Department, whose
services include cleaning light fixtures, public restrooms, and helping administrative staff
with routine services that includes setting up for special events and cleaning and stocking
public restrooms.
Notice inviting bids was published on April 29, 2013, in the City's adjudicated paper and
bid packages were sent to 14 local area contractors. The City Clerk publicly opened two
sealed bids on June 4, 2013, with the following results:
Award Janitorial & Porter Services Contract
July 2, 2013
Page 2 of 3
Rank Name
Location
Bid Amount
1 ABM Services, Inc. Los Angeles $276,383.00
2 Great Cleaning Service, Inc. Irvine $276,611.50
The bid documents were reviewed for content and the Contractor's background was also
investigated as well as current and recent contracts held for janitorial and porter services.
Founded in 1909, ABM Services, Inc. is a stable corporation that has a long- standing
history in the cleaning industry, including extensive experience in serving government
agencies. A check of current references revealed that ABM Services, Inc. has an excellent
reputation for service with the current Cities of Rancho Cucamonga, Newport Beach, and
San Juan Capistrano. Based on this review, it has been determined that ABM Services,
Inc. is the lowest responsible bidder and is able to perform the work required.
The total budget to perform janitorial and porter services for Fiscal Year 2013 -14 is
$256,000. The proposed annual contract cost to perform janitorial and porter services in
the City is $276,383. This is an increase of $20,383, or approximately eight percent (8 %).
An analysis of the bid received from ABM Services, Inc. indicates that the increase is
minimal and the impact to Departments' budgets will be reviewed during mid -year budget
review. Moving forward, ABM Services, Inc. has asked that the City take into
consideration any unforeseen costs that are incurred from the pending Affordable Health
Care Act (AHCA); this will be done as more is known about the AHCA's impacts on
businesses. The vendor is excited about the new partnership, and grateful for the
opportunity to work in the City of Arcadia.
The table below lists the amount that is currently budgeted in each Department for annual
janitorial and porter services. The table also shows the annual cost from ABM Services,
Inc. to perform these services. While the cost for janitorial and porter services increased
for some Departments, the cost also decreased for the Police Department and Recreation
and Community Services Department. As a result, the net increase to the City is
approximately $20,383.
Department
Police
Fire
Public Works — Facility
Recreation
Dana Gym
Library
Museum
Water Administration
2013 -2014 New Contract Difference
Budget
$ 64,500
$ 59,304
$ (5,196)
$ 6,000
$ 6,396
$ 396
$ 45,800
$ 59,200
$ 4,000
$ 59,100
$ 3,000
$ 14,400
TOTALS $ 256,000
$ 53,048
$ 54,662
$ 5,560
$ 74,508
$ 3,552
$ 19,353
$ 276,383
$ 7,248
$ (4,538)
$ 1,560
$ 15,408
$ 552
$ 4,953
$ 20,383
Award Janitorial & Porter Services Contract
July 2, 2013
Page 3 of 3
FISCAL IMPACT:
The actual cost of the contract may vary depending on the actual service demanded in
each facility over the year. Funds are budgeted in each Department's Contract Services
accounts in Fiscal Year 2013 -14 Operating Budget. The Public Works Services
Department will conduct a mid -year budget review of the janitorial and porter services
contract and recommend budget adjustments, if needed, at that time.
RECOMMENDATION:
It is recommended that the City Council authorize and direct the City Manager to execute a
contract with ABM Services, Inc. for janitorial and porter services in the amount of
$276,383.
•'�I; rO. "c
Dominic La77arettd
City Manager