sr-092209-1cCity Council Meeting: September 22, 2009
Agenda Item: 1-C
To: Mayor and City Council
From: Joan L. Akins, Director of Community Maintenance
Subject: Extension of Custodial Services Purchase Order at Public Safety Facility
Recommended Action
Staff recommends that the City Council approve an extension to the current month-to-
month custodial services Purchase Order with L.A. Cha Maintenance Company at the
Public Safety Facility (PSF) through June 30, 2010 or until formal bid is awarded with an
estimated expenditure amount of $176,157.
Executive Summary
Custodial services for the Public Safety Facility are currently provided by L.A. Cha
Maintenance Company under amonth-to-month Purchase Order. On November 11,
2008, City Council authorized the extension of the Purchase Order through September
30, 2009. Staff is in the process of undertaking a formal bid process for custodial
services at the PSF. Staff is recommending that Council approve amonth-to-month
extension of L.A. Cha Maintenance Company's Purchase Order so that custodial
services continue at the PSF until the new contractor is in place. Funds for this
Purchase Order are available in the operating budget.
Discussion
On June 27, 2006, Council awarded bid #2899 to L.A. Cha .Maintenance Company for
custodial services at the PSF fora one-year period with two one-year renewal options.
On July, 2008, Council approved amonth-to-month extension for L.A. Cha at a new
monthly rate through. November 30, 2008. Staff undertook a formal bid which resulted in
bids that ranged from 19% to 97% over the existing service agreement. Staff was
scheduled to return to City. Council on September 9, 2008 with an award
recommendation but was asked to defer the award recommendation until after the
January 2009 comprehensive policy discussion on contracting.
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On November 11, 2008, Council approved amonth-to-month extension for L.A. Cha
through September 30, 2009. Due to the subsequent decline in the economy and the
projected price increases for the custodial services, staff pursued the possibility of
extending the month-to-month services at the same flat rate through June 30, 2010.
L.A. Cha has agreed to keep the monthly rate flat for FY09/10. City staff has been
working closely with L.A. Cha to provide services required per specifications, however
L.A. Cha has not been able to consistently meet those standards of quality. Therefore
staff has decided to start the formal bidding process in September 2009. When the bids
are brought before Council, staff will also include a comprehensive cost benefit analysis
that compares providing this service through a contract versus providing it as part of our
City services. Staff requests authorization to extend month-to-month custodial services
through June 30, 2010 or until formal bid is awarded, whichever comes first. The formal
bid process could take anywhere from 6 to 8 months due to request for proposal, job
walk, question and answer period, vendor interviews, staff report, City Council bid
award, and mobilization of contractor.
Financial Impacts & Budget Actions
Funds for custodial services are available in account 01586.533225, "PSF
Maintenance". The monthly rate is $19,573 with a total of $176,157 for October 1, 2009
through June 30, 2010. Funds for these services have been included in the current
fiscal year's Adopted Budget.
Prepared by: Sybille Moen, Sr. Administrative Analyst
Approved:
Forwarded to Council:
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Joa`i~i L. Akins - P. I~a!r~~ont Ewell
Director, Department Ci lUanager
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