SR-6-D (87)
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Council Meetmg July 20, 1999 Santa Momca, Callforma
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Authorize the City Manager to Negotiate and
Execute Contracts with Selected Vendors for Custodial Services
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute two-year contracts for custodial and JanitOrial services with Korean
Mamtenance Company, Bell BUilding Maintenance Company and PAA of Callforma,
Inc The custodial services covered by these contracts Will replace eXlstmg contract
custodIal services being proVided by various vendors at locations throughout the City
Backg rou nd
The City currently has temporary contracts or purchase orders for custodial services at
the Pier and the Transportation Department bUilding with various vendors There IS no
contract currently In place at the Utilities office bUilding as custodial services had
previously been provided by the landlord
These temporary agreements must be converted mto long-term contracts with formal
gUldelmes on provIsion of employer-sponsored health msurance coverage, speCified
pay scales for contractor employees, trammg procedures for contractor staff, record-
keepmg and audlttng requIrements
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DISCUSSion
A Request for Proposals (RFP) was created for custodial services at the Pier,
Transportation BUilding and Utilities Offices The RFP contained a detailed scope of
services to be prOVided plus requirements for quality control programs, training for
employees, mformatlon on employer-sponsored health Insurance coverage and wage
scales for vendor employees and status as a Disadvantaged Business Enterprise The
RFP speCified that contracts would be awarded based on the unique custodial
requirements of each location
The RFP was sent to 24 vendors Identified as currently prOViding custodial services to
the City or as capable of meeting the requirements of the RFP A pre-proposal tour of
the facIlities was provided by the managers at each location Ten vendors submitted
proposals
The five acceptable proposals were analyzed and reviewed by a selection committee
comprised of the Mamtenance Manager and representatives of the Pier, Transportation
Department and Utility DIVIsion The selection committee evaluated the proposals
based on vendor experience, ability to meet the speCifiC needs of the City, DBEIWBE
status, quality control, training programs, contract employee health Insurance terms and
the price of services
Based on the above crltena, the selection committee recommended that the contracts
be awarded as follows Korean Maintenance Company for service to the Pier, PM of
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California, Inc for service to the Carousel BUilding on the Pier, and Bell BUilding
Maintenance Company for servIce to the Transportation BUlldmg and UtilitIes Business
Office These selections will provide the City wIth the best combmatlon of pnce and
quality of custodial service over the two year contract penod
WIth the new contracts, there WIll be Increased qualIty control, attentIon to specIal
custodial needs, and adherence to City policies and requirements The City Will be also
be assured that employees of custodial firms contracted by the City are provided
opportunities for reasonable health Insurance coverage and benefits
BudgetlFmanclallmpact
The combmed proposed custodial service contracts are for $186,011 a year for a two
yearpertod Funds for these contracts are available In the followmg accounts $37,856
In Transportation account number 41651 555010, $3,380 In Utilities account number
25671 544010, $3,380 In Utilities account number 31661 544010, and $141,395 In Pier
account number 30625 555010
Recommendation
Staff recommends that the City Council authOrize the City Manager to negotiate and
execute contracts With Korean Maintenance Company, Bell BUilding Mamtenance
Company, and PAA of California, Inc for proVISion of custodIal services for a two year
penod beginning September 1, 1999
Prepared by CraIg Perkms, Director of Environmental and
Public Works Management
Renee Cowhlg, Mamtenance DIVISion Manager
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