REPORT TO THE CITY COUNCIL
January 31, 2019
FROM: PATRICK FARMER, Acting Chief of Police
Police Department
BY: LYDIA CARRASCO, Deputy Chief
Administrative Services Division
SUBJECT
Title
Award a Requirements Contract for Custodial Services at Fresno Police Facilities in the amount of $1,625,280 for three years including an option for two one-year extensions to Lincoln Training Center of Fresno, CA, Bid File No. 9456
Body
RECOMMENDATION
Staff recommends that the City Council award a Requirements Contract for Custodial Services Fresno Police Facilities in the amount of $1,625,280 for three years including an option for two one-year extensions to Lincoln Training Center of Fresno, CA and authorize the Police Chief to sign the contract on behalf of the City.
EXECUTIVE SUMMARY
The Police Department is seeking to award a requirements contract for custodial services at its 15 locations totaling approximately 140,800 interior square feet. A committee was formed to evaluate all proposals. Based on this evaluation, staff recommends award of a three year contract including an option of two one-year extensions to Lincoln Training Center for the total amount of $1,625,280. FY19 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, including the Police Department, for three years with an option for two one-year year increment extensions to Geil Enterprises, dba Janitorial Inc., of Fresno. The City elected to re-bid the contract after three years rather than extend it. The Police Department has chosen to solicit an RFP for custodial services separate from other departments in order to address our unique needs, including 24/7 operations at multiple sites and background investigations for each janitorial employee.
A Notice Inviting Proposals was published in the Business Journal on September 5, 2018, and posted on the City’s website. RFP specifications were distributed to 18 prospective proposers. Five (5) sealed proposals were received and opened in a public bid opening on October 9, 2018. A Mandatory Custodial Service Site Tour was held on September 5, 2018 for all proposers.
A Selection Committee (Committee) was created, comprised of representatives from the Police Department, Facilities Management Division and the Fresno Sheriff’s Office, and met to discuss and review the proposals of all five (5) candidates on December 3, 2018. 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. The Committee’s evaluation report is attached.
Staff recommends Council award a requirements contract for custodial services in the amount of $1,625,280 for three years including an option for two one-year extensions to Lincoln Training Center, Fresno, CA, and authorize the Police Chief to sign the contract on behalf of the City. The proposals received expire within 120 days of bid opening, which is February 6, 2019.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378 this item does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was implemented; Lincoln Training Center is a local business.
FISCAL IMPACT
Sufficient funding is available in the Police Department’s budget to support this expenditure. Funding for future years will be included in the given year’s budget request.
Attachments:
Report from the Evaluation Committee
Bid Evaluation
Sample Contract