REPORT TO THE CITY COUNCIL
August 9, 2018
FROM: SCOTT L. MOZIER, PE, Director
Public Works Department
BY: ROBERT N. ANDERSEN, PE, Assistant Director
Public Works Department, Facilities Management Division
SUBJECT
Title
Award a Requirements Contract for Custodial Services at Various City Facilities in the amount of $491,286.12 per year for three years with an option for two one-year year extensions to Scrubcan Inc., of Fresno, CA, Bid File No. 9444 (Citywide)
Body
RECOMMENDATION
Staff recommends that the City Council award a Requirements Contract for Custodial Services at Various City Facilities in the amount of $491,286.12 per year for three years with an option for two one-year year extensions to Scrubcan Inc., of Fresno, CA and authorize the Public Works Director or designee to sign the contract on behalf of the City.
EXECUTIVE SUMMARY
The Facilities Management Division of the Public Works Department is seeking to award a requirements contract for custodial services at various City facilities. This includes twenty-eight buildings, totaling approximately 102,799 interior square feet, and exterior areas totaling approximately 52,133 square feet for Public Works, Public Utilities, DARM and ISD. A committee was formed to evaluate all proposals. Based on this evaluation, staff recommends award of a three year contract with an option of two one-year extensions to Scrubcan, Inc., for the amount of $491,286.12 per year. Funding for this contract is available within the adopted FY19 Budget.
BACKGROUND
On February 5, 2015, Council awarded a requirements contract for custodial services at various City facilities in the amount of $531,671 for three years with an option for two one-year year increment extensions to Geil Enterprises dba Janitorial Inc., of Fresno.
The City solicited a RFP to provide custodial services for various City facilities, including the Municipal Services Center, Water Division locations, Construction Management, Fresno Metropolitan Museum, Garage 7, and the Water Tower. The PARCS Department, Police Department, and FAX have decided to not participate in this RFP and intend on submitting their proposals separately. Evaluation of custodial firms proposals were based on; ability; conformance to requirements, terms, and conditions of RFP; past performance and experience; qualifications of key personnel; employee training and supervision; self-monitoring (quality assurance); and type and quality of equipment proposed as well as cost.
A Notice Inviting Proposals was published in the Business Journal on April 13, 2018, and posted on the City’s website. RFP specifications were distributed to twenty-four prospective proposers. Three sealed proposals were received and opened in a public bid opening on May 8, 2018. A Mandatory Custodial Service Site Tour was held on April 26 and 27, 2018 for all proposers. A Final interview for the proposers was held on May 31, 2018 with the Evaluation Committee. The Evaluation Committee submitted the attached Report and Recommendation.
The Selection Committee was comprised of representatives from the Facilities Management Division, Construction Management Division, Street Maintenance Division and Department of Public Utilities / Water Division. This committee’s responsibility was to evaluate the proposals and make a recommendation on vendor selection.
The Selection Committee met on May 31, 2018 and interviewed all three candidates. The committee members evaluated the proposers on the ability to meet the stated service requirements, cost as shown on the proposal form, past performance and experience with the City or other entities, conformance to the terms and conditions of the RFP, Financial Stability, exceptions to the RFP, and other related information provided by proposers.
Currently the City has Janitorial Inc., performing the cleaning at the Municipal Service Center and for other various Department facilities. Facilities staff has received numerous complaints over the years from multiple departments about the janitorial services being provided, which in turn required constant interaction with the vendor to correct the deficiencies. As such the City elected to re-bid the contract rather than extend the existing contract. During the mandatory site visits, the vendors were asked whether or not the existing facilities are being cleaned to their company’s standards.
When ScrubCan was asked the question, they felt that the facilities were not up to their company’s standards or the City’s expectations. ScrubCan also has a “cloud-based” reporting system where they and their clients can view and report problems in real time. This was an option the Selection Committee felt would enhance the level of conformance to the contract.
The three proposals received for the RFP were evaluated extensively by the Selection Committee.
Staff recommends that Council award a requirements contract for custodial services in the amount of $491,286.12 per year for three years with an option for two one-year extensions to Scrubcan Inc. of Fresno, CA and authorizes the Public Works Director, or his designee, to sign the contract on behalf of the City. The proposals received expires within 120 days of bid opening, i.e., as of September 5, 2018.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378 this item does not qualify as a “project” as defined by the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference did not come into play as all three bidders are from the Fresno area.
FISCAL IMPACT
Funding is included in the FY19 Department Budgets through the Facilities Management ISF charges.
Attachments:
Report from the Evaluation Committee
Bid Evaluation
Sample Contract