| | | | | | | | Agenda Item - 3.e.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Scott C. Stiles
| From: | William Murray
| | Dept.: | City Manager
| Dept.: | Public Works
| | Subject: | Award a contract to Merchants Building Maintenance LLC, to provide janitorial services for City facilities (Cost: $204,721.34 for three years) (Action Item) | Date: | 9/8/2020 |
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| | | | | | | | OBJECTIVE
For the City Council to award a contract with Merchants Building Maintenance, LLC, to provide custodial contract services. |
| | | | | | | | BACKGROUND
The contract with Merchants Building Maintenance, LLC, which provides for custodial services at the City’s jail facility, police substations and the Buena Clinton Family Resource Center, expired as of August 2020. Prior to the expiration of the contract, City staff developed a set of specifications and completed the request for proposal (RFP) process. |
| | | | | | | | DISCUSSION
On July 13, 2020, following the pre-bid meeting, staff received seven proposals. On July 21, 2020, the Source Selection Committee (SSC) met to review the proposals. On July 30, 2020, the SSC met to tabulate the final scores. Subsequently, a decision was made to recommend awarding a contract to Merchants Building Maintenance, LLC, based on the lowest pricing and proposed work plan that best fit the needs of the City. See table below for rating summary.
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NAME
|
Total 3 year amount
|
Final Score
|
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Merchants Building Maintenance, LLC
Santa Ana, CA
|
$170,601.12
|
236
|
|
Kleenway Building Maintenance, Inc.
Los Angeles, CA
|
$258,219.60
|
234
|
|
Commercial Building Management, Inc.
Santa Ana, CA
|
$286,435.08
|
196
|
|
Haynes Building Services, LLC
Irwindale , CA
|
$434,304.48
|
192
|
|
Guaranteed Janitorial Services, Inc.
Chino, CA
|
$396,216.00
|
188
|
|
Calico Building Services, Inc.
Irvine, CA
|
$283,290.00
|
133
|
|
Priority Building Services, LLC
Brea, CA
|
$218,844.00
|
122
|
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| | | | | | | | FINANCIAL IMPACT
The cost for the custodial contract with Merchants Building Maintenance is $170,601.12 for three years with a two year renewal option. The renewal cost is $58,724.16 per option year. An additional $34,120.22 is requested to cover on-call jail cleaning services, as well as any unforeseen cleaning and sanitizing services required by the City, for a total of $204,721.34 for the first three years. The funds for this service are available in the adopted budget. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Award a contract to the highest scoring proposer, Merchants Building Maintenance, LLC, in the firm fixed price amount of $170,601.12 for the three-year term with the option to renew the contract for an additional two years;
- Approve an additional $34,120.22, to cover on-call jail cleaning services, as well as any unforeseen cleaning and sanitizing services required, for a total of $204,721.34 for the first three years; and
- Authorize the City Manager to execute the contract and make minor modifications as appropriate.
By: Phillip Carter, Facilities Manager
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