HomeMy WebLinkAboutItem 2c - Reject all Bids for Janitorial and Porter Services
Reject Janitorial & Porter Services Bids
June 20, 2017
Page 1 of 3
DATE: June 20, 2017
TO: Honorable Mayor and City Council
FROM: Tom Tait, Public Works Services Director
By: Jacquelyn Mercado, Management Analyst
SUBJECT: REJECT ALL BIDS RECEIVED FOR JANITORIAL AND PORTER
SERVICES AT VARIOUS CITY FACILITIES, DIRECT STAFF TO RE-BID,
AND APPROVE A TWO MONTH CONTRACT EXTENSION WITH ABM
SERVICES, INC. IN THE AMOUNT OF $52,437.06
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) utilizes contract services to provide
janitorial and porter services at City facilities. ABM Services Inc. is in the final year of a
four year contract for janitorial and porter services. In order to ensure continued
janitorial and porter services, a formal bid was conducted and only two bids were
received. One of the bids received was incomplete and deemed non-responsive and the
second bid was considerably higher than what the City is currently paying for these
services.
It is recommended that the City Council reject all bids received for janitorial and porter
services at various City facilities, direct staff to re-bid for these services, and award a
two month contract extension with ABM Services, Inc. in the amount of $52,437.06.
DISCUSSION
The PWSD is responsible for the maintenance of all City facilities and utilizes contract
services to provide janitorial and porter services. Janitorial services include nightly
cleaning of all common areas, restrooms, and offices at various City facilities. Daily
porter services include cleaning and helping office staff with routine services such as
setting up for special events and cleaning and stocking public restrooms. Janitorial and
porter services are performed at the City Hall, Community Center, Museum, Museum
Education Center, Library, Public Works Services, Police Department, and Fire Station
105. Additionally, the contractor maintains the restrooms at City parks that have
restrooms and opens/closes gates at various City facilities.
Reject Janitorial & Porter Services Bids
June 20, 2017
Page 2 of 3
A notice inviting bids was published on April 24, 2017, in the City’s adjudicated paper
and notices were also sent directly to 21 vendors that provide these services. Seven of
these vendors were in attendance at the City’s mandatory pre-bid meeting. On May 30,
2017, the City Clerk publicly opened two sealed bids with the following results:
Contractor Name Location Bid Amount
Uniserve Facilities Services Commerce, CA $484,910.71
ABM Services, Inc. Los Angeles, CA *Non-Responsive
During the bid evaluation process it was found that the bid submitted by ABM Services,
Inc. included omissions and unapproved modifications to the City’s bid schedules which
prevented staff from properly completing the evaluation. The remaining bid received by
Uniserve Facilities Services was significantly higher than the approved budget.
In order to receive bids that are reasonably close to what the City currently is paying for
janitorial and porter services, the scope of work from the original bid specifications will
be reviewed to see if there are any areas where we can cut down on costs and still
maintain the facilities at current levels. Additionally, PWSD has determined that utilizing
an RFP bidding process instead of a formal bidding process will allow the Department to
evaluate contractors based on their experience in providing similar services to other
agencies, the quality of the service delivery approach, their understanding of the
required services identified in the RFP, and their performance of services at fair and
reasonable prices.
The existing janitorial and porter services contract with ABM Services, Inc., the City’s
current janitorial and porter services contractor, is set to expire on August 6, 2017. To
avoid an interruption of services, it is recommended that the City Council also approve a
two month contract extension with ABM Services, Inc. for janitorial and porter services
through October 6, 2017. This extension will allow for continued janitorial and porter
services, while PWSD works through the bidding and interviewing process for these
services. ABM Services, Inc. has agreed to hold their current prices while the City goes
through the process. Attached is the proposed contract extension with ABM Services,
Inc.
FISCAL IMPACT
Funds are budgeted in each Department’s Contract Services accounts in the Fiscal
Year 2017-18 Operating Budget.
RECOMMENDATIONS
It is recommended that the City Council reject all bids received for janitorial and porter
services at various City facilities, direct staff to re-bid for these services, and approve,
and authorize and direct the City Manager to execute a two month contract extension
with ABM Services, Inc. in the amount of $52,437.06.
Reject Janitorial & Porter Services Bids
June 20, 2017
Page 3 of 3
Attachment: Proposed Contract Extension
AMENDMENT NO. 5 TO THE JANITORIAL &
PORTER SERVICES AT VARIOUS CITY FACILITIES
CONTRACT BY AND BETWEEN THE CITY OF ARCADIA
ABM SERVICES, INC. dba ABM ONSITE SERVICES – WEST, INC.
This Amendment No. 5 (“Amendment No. 5”) is hereby entered into this ______ day of
______________, 2017 by and between the City of Arcadia, a municipal corporation of the
State of California, ABM Services, Inc. dba ABM Onsite Services - West, Inc., a Delaware
Corporation, with respect to that certain Contract between the Parties dated August 6, 2013, as
amended by Amendment No. 1 dated October 22, 2014, as amended by Amendment No. 2
dated December 10, 2014, as amended by Amendment No. 3 dated September 23, 2015, and
further amended by Amendment No. 4 dated August 17, 2016 (“Contract”).
The parties agree as follows:
1. Section 3.2.2 of the Contract is amended by extending the term from August 6,
2017 to October 6, 2017 (“Extended Term”).
2. Section 3.4.1 of the Contract is amended to provide that the total compensation
for the Extended Term shall not exceed Fifty-Two Thousand Four Hundred
Thirty-Seven Dollars and Six Cents, ($52,437.06).
3. All terms and provisions of the Contract not amended by this Amendment No. 5
are hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 5 on the date set
forth below.
CITY OF ARCADIA ABM SERVICES, INC.
dba ABM ONSITE SERVICES-WEST, INC.
By: By:
Dominic Lazzaretto
City Manager Title:
Dated: Dated:
(SEAL) By:
ATTEST: Title:
Dated:
City Clerk
APPROVED AS TO FORM CONCUR:
Stephen P. Deitsch Tom Tait
City Attorney Public Works Services Director