TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JANUARY 28, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO CCS FACILITY SERVICES, INC. FOR CUSTODIAL SERVICES AT CITY-OWNED BUILDINGS (FUNDING SOURCES: GENERAL FUND AND CEMETERY FUND)
Body
SUMMARY
The City outsources custodial services for all City-owned buildings. The City’s current contract with Allied Universal Janitorial Services, LLC (Allied) expired in November 2024, with two optional one-year extensions remaining. Allied did not wish to extend their services under the current contract terms. Therefore, a Request for Proposals (RFP) for building custodial services was issued in November 2024. Seven bids were received, with the base bid costs ranging from $234,370 to $545,568 per year.
Staff recommends awarding a contract and entering into an agreement for building custodial services with CCS Facility Services, Inc., who was determined to have submitted the proposal with the best value.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Award a contract to CCS Facility Services, Inc. for custodial services at City-owned buildings and authorize the City Manager to enter into a three-year agreement with two optional one-year extensions with CCS Facility Services, Inc. in an amount not to exceed $269,786.76 per year, and authorize a contingency of $10,000, for a total of $279,786.76 annually, or $1,398,933.80 during the maximum term of the agreement;
B. Appropriate $48,719.24 in 2024-25 and 2025-26 from the unassigned General Fund balance to fully fund the agreement for custodial services at City-owned buildings through June 30, 2026; and
C. Appropriate $20,219.52 in 2024-25 and 2025-26 from the unassigned Cemetery Fund balance to fully fund the agreement for custodial services at City-owned buildings through June 30, 2026.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Delay awarding contract and request more information from staff.
FINANCIAL REVIEW
The budgeted amount for custodial services at City-owned buildings is currently $210,848 annually. The proposed base contract with CCS Facility Services, Inc. is $261,161.76. Staff recommends the approval of both alternates included in the RFP. Alternate #1 is sanitizing the judo mats at the Alexander Hughes Community Center daily, at an annual cost of $3,000. Alternate #2 is the quarterly cleaning of all windows at City buildings at an annual cost of $5,625. Additionally, staff proposes to include an annual contingency of $10,000, for a total of $279,786.76 annually. The contingency will only be used for the authorized addition of future services or special cleanings.
Appropriations of $48,719.24 in 2024-25 and 2025-26 from the unassigned General Fund balance and $20,219.52 in 2024-25 and 2025-26 from the unassigned Cemetery Fund balance are proposed to fully fund custodial services at City-owned buildings. The additional costs for building custodial services will be included in the City’s operating budget beginning in 2026-27.
|
Description |
Amount |
|
Base Cost |
$ 261,161.76 |
|
Alternate #1 - Daily Mat Cleaning |
$ 3,000.00 |
|
Alternate #2 - Quarterly Window Cleaning |
$ 5,625.00 |
|
Contingency |
$ 10,000.00 |
|
Total Annual Contract Cost |
$ 279,786.76 |
|
Building Custodial Services Funding |
|
Adopted Budget |
$ 210,848.00 |
|
General Fund Appropriation |
$ 48,719.24 |
|
Cemetery Fund Appropriation |
$ 20,219.52 |
|
Total Funding |
$ 279,786.76 |
This project complies with all City purchasing guidelines. Bid and contract documents are available for review in the City Clerk's Office.
The costs to carry out this project, research the issue, prepare documentation, and complete this report are estimated to be $3,901. These costs are in staff time allocated to the project and are included in the operating budget of the Community Services Department.
ANALYSIS
The City contracts for cleaning of all City-owned buildings. To ensure the highest quality of service, staff meets with the contractor on a regular basis to ensure custodial services are provided as specified in the contract. The City’s current contractor is Allied Universal Janitorial Services, LLC. The initial term of the contract expired in November 2024, with two optional one-year extensions remaining. Allied does not wish to extend services under the current contract terms. This is primarily due to increased costs and wages over the three-year period. Due to the late notice of termination, Allied has agreed to continue services on a month-to-month basis until a new contractor can commence services.
To ensure the City receives the best value for a contract, a Request for Proposals was issued in November 2024. Historically, the Village Parking Structure restrooms and elevators were included in the custodial services for buildings. However, the park restroom custodial agreement scope of work included the locking, unlocking, and cleaning of the Plaza furniture, and cleaning of the outside City Hall restrooms. Because the park restroom custodians are already in the area, staff included the Parking Structure restrooms and elevators in the new agreement for park restroom custodial services. A mandatory pre-bid meeting was held on November 20, 2024, with fifteen different custodial services providers in attendance. Seven bids were received at the end of the bid period. Base bid costs ranged from $234,370 to $545,568 per year.
Three bid alternates were included in the RFP for building custodial services. Bid Alternate #1 increased the frequency of sanitizing the mats at the Alexander Hughes Center used for recreation activities such as judo. Currently, the mats are sanitized monthly. The bid alternate increases the frequency of sanitizing the mats to a daily service. Bid Alternate #2 increases the frequency of window washing of all buildings from semi-annually to quarterly. Window washing includes cleaning the interior and exterior of all windows and screens. Bid Alternate #3 refers to the cleaning of the parking structure elevator windows. It should be noted that bidding on bid alternates was not required. Below is a chart with each contractor, base bid cost, and bid alternate amounts.
|
|
PRIDE Industries |
JJ Property Maint. |
Verde Facilities Svcs. |
Base Hill |
Merchants Building Maint. |
CCS Facility Svcs. |
Guaranteed Janitorial Service, Inc. |
|
Base Bid |
$371,801 |
$242,854 |
$296,783 |
$272,760 |
$234,370 |
$261,162 |
$545,568 |
|
Alternate #1 |
$ 1,814 |
$ 38,400 |
$ - |
$ 9,000 |
$ 6,240 |
$ 3,000 |
$ 9,000 |
|
Alternate #2 |
$ 21,144 |
$ 38,400 |
$ - |
$ 17,404 |
$ 12,780 |
$ 5,625 |
$ 30,000 |
|
Alternate #3 |
$ 7,048 |
$ 40,000 |
$ - |
$ 2,000 |
$ 782 |
$ - |
$ 40,000 |
|
Total |
$401,807 |
$359,654 |
$296,783 |
$301,164 |
$254,172 |
$269,787 |
$624,568 |
Staff developed criteria by which to evaluate the bid proposal submissions. These criteria were detailed in the RFP for the bidders’ information. State law does not require the City to award maintenance contracts solely based upon the lowest bid. Bid evaluation criteria are designed to ensure that the selected bidder is the “best value” for the community. Staff identified eight categories by which the bids would be evaluated. A panel of five internal staff evaluated the bid submittals, which consisted of three staff members from the Community Services Department, a representative from the Police Department, and a representative from Recreation and Human Services Department. Each bid was rated on a 1-5 point scale in each of the eight categories below, with 5 points being the highest score:
• Cost
• Responsiveness to Specifications
• References/Previous Performance
• Ability to Provide Service
• Consistency with Current Equipment Standards
• Unspecified Value-Added Offerings
• Implementation Schedule and Reports
• Hazard Communication Program
Merchants Building Maintenance and CCS Facility Services, Inc. were scored highest by the panel, and City staff interviewed both contractors. Following the interviews, staff felt CCS would be the best fit for the City. CCS has over thirty-five years of experience in custodial services and has integrated technology into their services to provide a system of checks and balances for quality assurance. They do not subcontract services, which allows for employee retention and seamless service. CCS has a long history of custodial services with municipalities including Fullerton, Chino, Rancho Cucamonga, and San Marcos.
Currently, two full-time City staff members conduct biweekly custodial services checks of each building. For timely response, these employees will address small deficiencies in building cleanliness and report larger deficiencies to the Supervisor. Approximately 600 hours annually in staff time is spent overseeing custodial issues that could be spent on higher level maintenance issues. The Supervisor then works with the contractor to address larger concerns, which takes another approximately 200 hours annually.
Although CCS is not the lowest bidder, City staff believes they can fulfill the requirements of the contract with the highest quality of service. Staff recommends awarding a contract to CCS Facility Services, Inc., including Bid Alternates #1 and #2 for a total of $279,786.76 annually.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager