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HomeMy WebLinkAboutItem 2k - Contract for Janitorial and Porter ServicesAuyu�t i, IY03 \nn 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