REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
BY: MELISSA PERALES, Purchasing Manager
General Services Department, Purchasing Division
SUBJECT
Title
Approve the award of a citywide requirements contract to ScrubCan, Inc. of Fresno, California for custodial services for three years with two optional one-year extensions in an amount not to exceed $2,400,000 per year plus annual CPI and PPI increases (Bid File 9669)
Body
RECOMMENDATION
Staff recommends Council approve the award of a citywide requirements contract to ScrubCan, Inc. of Fresno, California for three years with two optional one-year extensions for custodial services in an amount not to exceed $2,400,000 per year plus annual CPI and PPI increases.
EXECUTIVE SUMMARY
The General Services Department, Purchasing Division, solicited proposals through the Request for Proposals (RFP) process for citywide custodial services. The RFP was publicly advertised on August 8, 2024, and proposals were due October 1, 2024. The Purchasing Division received 9 proposals by the proposal deadline.
Following a thorough evaluation, the selection committee unanimously agreed that ScrubCan, Inc. provided the best value to the City. The recommended proposer demonstrated a strong track record of service, competitive pricing, and the ability to meet the City’s needs effectively. The new citywide contract will provide an overall average cost savings of 10%.
BACKGROUND
The General Services Department, Purchasing Division, is responsible for administering the citywide agreement for custodial services. The RFP sought proposals for a three-year contract with two optional one-year extensions. The locations included in the RFP are City Hall, various Police Department locations, Fire Department Headquarters, the Municipal Services Center, the Capital Projects Department office space, various PARCS Department locations, various Department of Public Utilities locations, and the Fresno MET.
The RFP was publicly advertised on Planet Bids on August 8, 2024, notifying 629 potential proposers, 52 of which downloaded the RFP documents. Nine proposals were received by the October 1, 2024 deadline.
To ensure a fair and thorough evaluation, a selection committee was formed with representatives from the Department of Public Utilities, Department of Public Works, PARCS Department, Police Department, and the General Services Department. Proposals were evaluated based on the following criteria:
1) Cost as shown on the Cost Proposal Worksheet.
2) Ability to meet the stated service requirements.
3) Past Performance and Experience based on References and experience.
4) Conformance to the terms and conditions of the RFP.
5) Financial Stability based on financial statements provided.
6) Other related information.
The committee met to review proposals on December 16, 2024, and February 11, 2025. Each committee member independently evaluated and scored the proposals, with the total scores then compiled. The aggregated results identified the four top proposers, and the committee elected to proceed with interviews for these firms. Interviews were conducted on February 11, 2025, at which time a Best and Final Offer was requested. The new citywide contract will provide an overall average cost savings of 10%.
The committee unanimously recommended awarding the contract to ScrubCan, Inc. based on their demonstrated ability to meet the City’s needs, their cost competitiveness, and their history of quality service and responsiveness. Additionally, ScrubCan, Inc. previously worked with the City during periods of budget constraints, collaborating on cost-saving measures while maintaining service quality. Their established local presence ensures a reliable and efficient service response.
Staff recommends Council approve the recommendation of the selection committee and award the contract to ScrubCan, Inc.
The City Attorney has reviewed and approved the contract to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was considered during the evaluation. ScrubCan, Inc. is a local business as defined in the Fresno Municipal Code.
FISCAL IMPACT
The funding has been included in each departments’ line-item budget as part of the FY2025 adopted budget to cover the cost of custodial services.
Attachments:
Bid Evaluation & Committee Report
Proposal Amounts
Contract