| | | | | | | | Agenda Item - 4.h.
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
| To: | Scott C. Stiles
| From: | William Murray
| | Dept.: | City Manager
| Dept.: | Public Works
| | Subject: | Approval of an Agreement with Merchants Building Maintenance, RFP No. S-1193, for Janitorial Services at City parks. (Cost: $214,227 for one year.) (Action Item) | Date: | 10/25/2016 |
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| | | | | | | | OBJECTIVE
To receive City Council approval to enter into an agreement with Merchants Building Maintenance to provide janitorial services at City parks for a one-year period with an option to extend the contract for four additional years. |
| | | | | | | | BACKGROUND
The City has 19 park locations requiring 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 a 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. The method of contracting this work has proven effective and 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.
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| | | | | | | | DISCUSSION
The existing janitorial service contract with ABM Services expired on March 31, 2016. RFP No. S-1193 was advertised on May 18, 2016. The proposal document was posted on the City’s website on May 18, 2016, via the Planet Bids on-line bidding system. A mandatory pre-proposal meeting was held on June 2, 2016, with (5) companies in attendance. Four (4) proposals were received and opened on June 20, 2016. The Source Selection Committee (SSC) review scores were completed on July 28, 2016. The analysis below indicates the SSC scores:
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Company Name
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Final SSC Scores
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Merchants Building Maintenance
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2,187 |
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United Maintenance Systems
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1,605 |
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Spectrum Facility Maintenance
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1,305 |
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Myers Services
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1,173 |
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| | | | | | | | FINANCIAL IMPACT
The cost for the janitorial services contract with Merchants Building Maintenance for a one-year period is not to exceed $214,227. The existing budget allocation in the General Fund and Park Maintenance Assessment District Fund is sufficient to cover this contract amount. The contract cost for years two and three exceeds the current budget allocation and will be considered as part of the budget development process. The option to extend the contract will be subject to available funding and approved budget allocation. |
| | | | | | | | RECOMMENDATION
It is recommended that the City Council:
- Award a one year contract for janitorial services at City parks to Merchants Building Maintenance in the firm, fixed price amount of $214,227 for the first year, with an option to renew the contract for four (4) additional years for a total of five (5) years subject to approved budget allocation; and
- Authorize the City Manager to execute the agreement on behalf of the City and make minor modifications as appropriate thereto.
By: Phil Carter, Facilities Manager
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| ATTACHMENTS: | | Description | Upload Date | Type | File Name | | Agreement | 10/21/2016 | Backup Material | Merchants.pdf |
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