REPORT TO THE CITY COUNCIL
FROM: BROCK D. BUCHE, PE, PLS, Director
Department of Public Utilities
BY: JOSEPH DE GEORGE, MS, MBA, Project Manager
Department of Public Utilities - Utilities Planning & Engineering
SUBJECT
Title
Award a requirements contract to ScrubCan Inc., a California corporation, to provide janitorial services at Department of Public Utilities facilities for an amount not to exceed $499,824 per year for one year with an optional one-year extension, plus annual Consumer Price Index adjustments (Bid File 12301773) (Council Districts 3, 4, 6, and 7).
Body
RECOMMENDATIONS
Staff recommends that City Council (Council) award a requirements contract to ScrubCan Inc., to provide janitorial services for Department of Public Utilities (DPU) facilities for an amount not to exceed $499,824 per year for one year with an optional one-year extension, plus annual Consumer Price Index (CPI) adjustments; and authorize the Director of Public Utilities, or designee, to execute the contract on behalf of the City of Fresno (City).
EXECUTIVE SUMMARY
DPU is seeking to award a requirements contract for janitorial services for seven (7) facilities citywide. Based on a committee evaluation of proposals, staff recommends the award of a one-year contract with an optional one-year extension to ScrubCan Inc., for the amount of $499,824 per year plus annual Consumer Price Index adjustments. Funding for this contract is available within the adopted Fiscal Year 2024 Budget.
BACKGROUND
On August 15, 2019, Council awarded a requirements contract for janitorial services to Geil Enterprises dba Janitorial Inc., (Geil) at the Fresno-Clovis Regional Wastewater Reclamation Facility (RWRF) in the amount of $141,222 per year, for three years with an option for two, one-year extensions. Due to performance issues with the vendor, RWRF has opted not to extend the contract for the two additional one-year extensions and has decided to rebid the contract after the close of the initial three-year agreement. RWRF and the DPU Operations and Maintenance Facility are currently on a month-to-month agreement with Geil until a new vendor is selected. Solid Waste Management and all Water Division facilities are currently serviced by ScrubCan Inc.
With RWRF not extending their janitorial contract, DPU Administration decided the best course of action was to have all DPU facilities serviced by a single vendor. DPU solicited a Request for Proposals (RFP) to provide janitorial services for seven (7) DPU facilities including: the DPU Operations and Maintenance Facility; Water Division service yard facilities; Northeast Surface Water Treatment Facility (NESWTF); T-3 Treatment Facility (T-3); Southeast Surface Water Treatment Facility (SESWTF); Solid Waste Management facilities; and RWRF facilities. Evaluation of janitorial firms’ proposals were based on: the ability to meet the stated service requirements, conformance to the terms and conditions of the RFP, past performance based on references and experience shown on "Statement of Qualifications and Experience", qualifications of key personnel, employee training and supervision, self-monitoring (quality assurance), type and quality of equipment proposed as well as cost.
In accordance with Fresno Municipal Code Chapter 4, Article 1, and Administrative Order 6-28, DPU conducted a competitive process for selecting a service provider to provide the requested non-professional services for this project. On April 12, 2023, a Request for Proposals was published in the Business Journal and on the City’s Planet Bids website. On June 13, 2023, six (6) proposals were received. A selection committee, consisting of representatives from DPU Utilities Planning and Engineering Division, Water Division, and Wastewater Management Division evaluated the proposals. Upon review of the qualifications for meeting the various criteria and analysis of the proposed fee, ScrubCan Inc., was selected to perform the requested services. Staff recommends award of a requirements contract to ScrubCan Inc., for these services for a total amount not to exceed $499,824 per year, with an optional one-year extension, plus annual CPI adjustments.
At the direction of the City Manager, the term for this requirements contract has been updated to one year with an optional one-year extension from the advertised term of three years with two optional one-year extensions, so DPU may participate in the future citywide janitorial contract currently in development.
The City Attorney’s Office has approved the attached agreement as to form. Upon approval by the City Council, the contract will be executed by the Director of Public Utilities or designee.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, this non-professional services agreement is not a project.
LOCAL PREFERENCE
Local preference is not applicable because local preference does not apply to contracts for non-professional services.
FISCAL IMPACT
There is no impact on the General Fund. This project is located in Council Districts 3, 4, 6, and 7. Funds are available in the FY 2024 Water, Wastewater, Solid Waste Enterprise Funds, and DPU O&M Facility Internal Service Fund.
Attachments:
RFP Evaluation Form
RFP Evaluation Report
Sample Service Contract
Vicinity Map