SR-205-003 (631)~~+ . .
~ ~;iy af City Council Report
Santa Monica
City Council Meeting: June 27, 2006
Agenda Item: -1 '~
To: Mayor and City Council
From: Steve Stark, Chief Financial Officer
Subject: Janitorial Services
Recommended Action
It is recommended that the City Council:
1) award Bid #2899 to L. A. Cha Maintenance and authorize the City Manager to
negotiate and execute a contract with L. A. Cha Maintenance to provide janitorial
services for the Public Safety Facility starting July 1, 2006; and
2) authorize a contract in the amount of $8,000 for janitorial services provided at the
Public Safety Facility during June 2006.
Executive Summary
Award bid to provide janitorial services for the Public Safety Facility as required by the
Maintenance Management Division to L. A. Cha Maintenance at an annual rate not to
exceed $210,110. The bid award is for a one-year period beginning July 1, 2006 with
two additional one-year renewal options at the same price, terms, and conditions. The
total estimated expenditure for the three-year term is $630,330. The report also
requests that Council authorize the City Manager to execute a separate contract with
L.A. Cha Maintenance in the amount of $8,000 for services that have been provided at
the Public Safety Facility during June, 2006.
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Discussion
Back rq ound
In January 2004, the City contracted with an outside vendor to supplement city janitorial
services at the Public Safety Facility. The supplemental service was needed due to
staff vacancies resulting from recruitment and certification delays.
In February 2006, the City reassigned all non-jail PSF custodial staff to other City
buildings, such as the Main Library and City Hall, to ensure adequate service and out
sourced all janitorial services for PSF to an outside vendor. L.A. Cha Maintenance was
providing limited janitorial services for the PSF at the time and already had employees
that passed the required security c(earances specific to the PSF. To avoid any service
interruptions, L.A. Cha Maintenance was issued an interim purchase order to expand its
services to cover the entire PSF (except the jail) while the formal bid process was been
implemented.
The service provider coordinates work with the PSF Building Services Engineering and
other City staff to insure ongoing maintenance of the facility. The total cost during
FY2005-06 for L.A. Cha Maintenance services at the PSF is expected to total $108,000.
Council authorization is therefore also requested for $8,000 in contract services during
FY2005-06 that is above the administrative approval threshold.
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Vendor Selection
In February 2006, the City published Notices Inviting Bids to provide janitorial services
for the PSF in accordance with City requirements. Bid packets were mailed to fifty-eight
service providers and notices were advertised in accordance with City Charter and
Municipal Code provisions. Nineteen bids were received and publicly opened and read
on April 4, 2006 as follows:
Service Provider Total Price
L. A. Cha Maintenance $210,110
Diversified Maintenance Services 243,667
United Maintenance Systems 272,672
Goodwill Southern California 278,529
The Resource Collection 289,725
Liberty Building Maintenance & Services 310,104
Korean Maintenance Company 342,879
City Service Management 368,661
Century Maintenance, Inc. 371,776
Pedus Service 377,897
Premier Building Maintenance Services 398,287
Diamond Contract Services, Inc. 420,111
Uniserve Facilities Services Corporation 425,745
Corporate Building Services, Inc. 437,815
CAM Services 451,761
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Maxim Building Care, Inc.
Beil Building Maintenance Company
Jani-King
Skyline Building Services
453,797
456,964
696,084
708, 627
Bids were evaluated based on competitive pricing, experience, and responsiveness to
bid requirements, including a bidder's ability to provide employees that pass the
Department of Justice written test and then pass a Santa Monica Police Department
background check. Based upon these criteria, L. A. Cha Maintenance is the best
bidder.
Budget/Financial Impact
Fiscal Year 06/07 budget authority in the amount of $210,110 is available at account
01481.533225, "PSF Maintenance." Budget authority for subsequent years will be
included in each annual proposed City budget. Fiscal Year 2005-06 budget authority in
the amount of $8,000 is available at account 01481.533215.
Prepared by:
Diane Howell, Purchasing Agent.
Approved:
Forwarded to Council:
~~ ~ ,
,. ,, ,,~. .~. ~'~~ ~~.~....
Steve Stark
Chief Financial Officer
~mont Ewell
Manager
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