The City has 19 park locations, which require janitorial services in order to maintain adequate levels of cleanliness to ensure the health and safety of park visitors. These services include a 7-day per week operation that covers restroom sanitation, litter abatement, trash disposal and on-call emergency service response (e.g., plumbing fixture stoppage). The high usage at park sites by the community requires a high level of care, especially in summer months with numerous activities, holidays and events. Additionally, this contract will also be used by Community Services to support special events. The additional work for special events was identified in the Request for Proposals as "additional work/special events," and was set at $15,000 for Year 1, $16,200 for Years 2 and 3, and $17,496 for Years 4 and 5. 

Contracting this work has proven effective and has enabled in-house staff to focus on core services, which include support for city-wide special events and maintenance for the following areas: turf, plants, recreational pools, irrigation system repairs/upgrades, street medians, weed abatement, playground surfacing/equipment, picnic shelters and graffiti abatement. 

The existing janitorial service contract with Merchants Building Maintenance expired June 2021.  The contract was subsequently extended through August 27, 2021, in the amount of $50,000 while a new Request for Proposal was conducted for these services.  RFP No. S-1284-A was posted on the City’s website on July 12, 2021, via the Planet Bids on-line bidding system. A mandatory pre-proposal meeting was held on July 29, 2021, with (9) companies in attendance. Five (5) proposals were received and opened on August 5, 2021. The Source Selection Committee (SSC) review scores were completed on August 12, 2021. The analysis below indicates the SSC scores:

The cost for the janitorial services contract with Valley Maintenance Corp.  is not-to-exceed $146,400 through Fiscal Year 2022, and is funded by the General and Park Maintenance District Assessment Funds.  These costs, and the subsequent option year extensions, are included in the annual adopted operating budgets for park and grounds maintenance.

It is recommended that the City Council:

• Award a contract for janitorial services to Valley Maintenance Corporation in the firm, fixed price amount of $146,400 through Fiscal Year 2022, with an annual option to renew the contract in the following amounts: $158,352 for Years 2 and 3, and $170,604 for Years 4 and 5;

• Authorize the City Manager to execute the agreement on behalf of the City and make minor modifications as appropriate thereto; and

• Authorize the City Manager to execute each option year.

By:  Ana V. Neal, Principal Administrative Analyst