sr-081010-1d~®
~;wat City Council Report
Santa illanica~
` City Council Meeting: August 10, 2010
Agenda Item: 1-D
To: Mayor and City Council
From: Joan L. Akins, Director of Community Maintenance Department
Subject: Award of Bid #2980 to Diamond Contract Services, Inc. to Provide
Custodial Services at the Santa Monica Pier
Recommended Action
Staff recommends that City Council
1. Award Bid #2980 to Diamond Contract Services, Inc.
2. Authorize the City Manager to negotiate and execute a contract with Diamond
Contract Services, lnc., a California based company, for Custodial Services at
the Santa Monica Pier for a three and three quarter year term. The estimated
expenditure amount for October 1, 2010 -June 30, 2011 is $313,969. The
estimated annual expenditure amount for each year thereafter- is $441,291
plus Living Wage increases.
3. Appropriate the budget increases as outlined in the Financial impacts and
Budget Actions section of this report.
Executive Summary
This report recommends the award of a contract to Diamond Contract Services, Inc. for
custodial services at the Santa Monica Pier with three one-year renewal. options offered
by the vendor at a percentage increase equal to the increase in the City's Living Wage.
The estimated expenditure for the balance of this fiscal year is $313,969. The total
estimated expenditure for the three and three quarter year term is $1,637,842, subject
to Living Wage increases.
Discussion
At the January 26, 2010 meeting, Council reviewed acost/benefit analysis of contracted
and in-house custodial services at the Public Safety Facility (PSF) and the Santa
Monica Pier and authorized staff to proceed with a Request for Proposals to contract for
custodial services at the Santa Monica Pier.
1
Contractor Selection
In May 2010, the City published Notices Inviting Bids to provide custodial services for
the Santa Monica Pier as required by the Community Maintenance Department,
Custodial Services and Public Landscape Division in accordance .with City
specifications. Bid forms were posted on Planet Bids and notices were advertised in
accordance with City Charter and Municipal Code provisions. Sixteen bids were
received and publicly opened and read on June 25, 2010, per Attachment A.
Bids were evaluated based on vendor interviews which covered such aspects as
vendor's ability to meet specifications, competitive pricing, response time, experience,
staffing, and references. Based on these criteria, Diamond Contract Services, Inc. is
recommended award of contract to provide custodial services at the Santa Monica Pier
for an amount not to exceed $1,637,842, plus Living Wage increases for a three and
three quarter year term.
Financial Impacts & Budget Actions
Funds in the amount of $145,000 are budgeted for interim custodial services for July 1,
2010 -September 30, 2010. The contract amount to be awarded to Diamond Contract
Services, Inc: is $313,969 for October 1, 2010 -June 30, 2011. Funds in the amount of
$352,280 are included in the FY2010-11 budget at account 30582.555010. Contract
award requires an additional appropriation of $106,689 to account 30582.555010 for
FY2010-11.
Budget authority for subsequent years will be requested in each annual budget cycle for
Council approval. The contract requires an additional appropriation to the Division's
MOE budget in subsequent years equal to the variance between the annual Living
Wage increase and the annual budget CPI increase.
2
Comparison of Cost to Provide this Service In-House
If the City were to provide all custodial services described within the RFP, the total cost
for October 1, 2010 -June 30; 2011 would be approximately $505,724, 61% more than
the custodial services contract of $313,969 for the same term for services from
Diamond Contract Services, Inc. (See Attachment B).
Prepared by: Sybille Moen, Sr. Administrative Analyst
Approved:
~~.~~--
Joa .Akins
Director, Community Maintenance
Forwarded to Council:
Rod Gould
City Manager
Attachments:
A. Bid #2980 Bid Results
B. City vs. Contractor Labor Cost Comparison Summary
C. Santa Monica City Employees Salaries & Benefits
3
Attachment A
BID #2980
BID TITLE: PROVIDE CUSTODIAL SERVICES FOR THE SANTA MONICA PIER AS REQUIRED BY THE COMMUNITY
GIU IiLVJC URIC: VO/LO/"IV mHI1VICIVAIVIa UCYAKI MCIVI t:UJIVUtAL SCKV Il:CSi'F YUtlLII: LANUSI:A Yt UIVISIVNA".
Centur¢Maintenance,Inc 'Corporate Image Coastal:BuiltlingServices, '.Diamond Contract ExecutiveSuite Services,
VendOi' Los Angeles, CA Santa Ana, CA Anaheim;'CA Burbank, CA Northridge, CA
Pricing -Bid Option #1 -
location/Cleaning Requirements /Type of Hrs /Yr
Ln # Service / Shik (worked) Hourly Rate Annual Cost Hourly Rate Annual Cost Hourly Rate Annual Cost Hourly Rate Annual Cost Hourly Rate Annual Cost
Total base hours o1 ALL INTERIOR AREAS
(SECTIONS 1 & 2) 11,444 $ 240,528.00 $ 261,259.00 $ 258,291.08 $ 233,527.20 $ 298,999.80
CONTINGENCY HOURS--INTERIOR AREAS
Contingency hours antl hours for special events
as requested FOR ALL INTERIOR AREAS (10%
2.4 of total base hours) 1,144 $ 20.00 $ 22,860.00 $ 21.75 $ 24.882.00 $ 22.57 $ 25.820.08 S 18.44 S 21.095.36 3 26.13 S 29.892.72
Total base hours ofALL EXTERIOR AREAS-
(10% of
.71
920 ~ $ 20.00
21.75
Payment Terms 30 tla s Net 30 da s 30 days payment Net 30 days 2%tliscount if paid within 21 days
Renewal Option Period 2 (7/1/11 - 6/30/12) Pricing to incease by the same
Renewal Option Period3(7/1/12-6/30/13)
Increase by same %as living wage percenlageastha Living Wage
increase plus or minuschange in'
Increased will be basetl per Living Pricing to increase by the same
percentage as Living Wage rate
Renewal OpOon Period4(7/1/13-6/30/14) increase -payroll' Wage Increase increase Same%as LW.+2]%
Attachment A
BID #2980
BID TITLE: PROVIDE CUSTODIAL SERVICES FOR THE SANTA MONICA PIER AS REQUIRED BY THE COMMUNITY
CIU tiLVJC UN r G: UbILb/'IU MAINTENANCE DEPART MENT CUSTODIAL SERV ICES & PUBLIC LANDSC APE DIVISIONS.
Gootlwill Southern CA
Vendor Los Angeles, CA > High:Tech Building
Pasadena, CA` Lewhall Maintenance, Inc.
'Palmdale, CA :Julie-Rene'sCleaning
'North Hollywood, CA MaxlmBuilding Care, Inc:
LosAhgeles, CA
Pricing - eitl Option #t
LocationlCleaning Requirements /Type of
Ln # Service I Shift Nrs /vr
(worked)
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Total base hours of ALL INTERIOR AREAS
(SECTIONS 1 8 2)
11,444
$ 228,880.00
$ 258,262.32
$ 158,710.02
$ 219,870.48
$ 308,988.00
CONTINGENCY HOUR5=-INTERIOR AREAS
2.4 Contingency hours antl hours for special events
as requested FOR ALL INTERIOR AREAS (10%
of total base hours)
1,744
$ 20.00
$ 22,880.00
$ 22.14
$ 25,328.16
$ 13.27
$ 15,180.88
$ 19.12
$ 21,876.71
$ 27.00
$ 30,888.00
SECTION #3-EXTERIOR AREAS-DECK MAINTENANCE
Total base hours of ALL EXTERIOR AREAS-
DECKMANITENANCE(SECTlON3
9,203
$ 184,080.00
$ 203,754.42
$ 122,123.81
$ 175,961.36
$ 248,481.00
CONTINGENCY HOURS-EXTERIOR AREAS
Contingency hours and hours for special events
as requested FOR EXTERIOR AREAS (10% of
3.4 [oral oase ~OUrs) 920 $ 20.00 $ 18,400.00 $ 22.14 $ 20,368.80 $ 13.27 $ 12,208.40 $ 19.12 $ 17,590.40 $ 27.00 $ 24,840.00
Payment Terms 1 %20 days 30 days Net 30 tlays Net 30 Ne l30 days
Renewal Option Period 2 (7/1/11 - 6/30/12)
Renewal Option Period 3 (7/1/12 - 6/30/13) pricing to increase by the same % as
Renewal Option Period 4 (7/1/13 - 6/30/14) Living Wage rate increase
Only to cover living wage cost
Same price, terms antl wntlitions for
all areas and options Pricing to increase by the same
percentage as the Living Wage rate
increase
Increase as same % as living wage
rate increase
Attachment A
BID #2980
BID TITLE: PROVIDE CUSTODIAL SERVICES FOR THE SANTA MONICA PIER AS REQUIRED BY THE COMMUNITY
t3W IiLVJC UAI C: VtllLtl/'IU MAINTENANCE DEPART MENT CUSTODIAL SERVICES & PUBLIC LANDSC APE DIVISIONS.
V@ndOr Omni Building Services,
Monrovia, CA Pan Worid Maintenance,
Santa.Fe Springs,:CA S&S: Facility Management
Carson, CA Stratus Building Solutions
Encino~CA Walton Facility
Resetla, CA
Pricing -Bid Option #1
Location/Cleanin0 Requirements /Type of
Ln # Service I Shift Hrs / Vr
(wodced)
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Hourly Rate
Annual Cost
Total base hours of ALL INTERIOR AREAS
(SECTIONS 1 8 2)
11,444
$ 154,766.52
$ 246,961.52
$ 234,602.00
$ 234,602,00.
$ 258,200.00
CONTINGENCY HOURS-dNTERIOR AREAS
Contingency hours and hours for special events
as requested FOR ALL INTERIOR AREAS (10
2.4 of total base hours)
1,144
$ 13.27
$ 15,180.88
$ 21.58
$ 24,687.52
$ 20.50
$ 23,452.00
$ 20.50
$ 23,452.00
$ 22.56
$ 25,808.64
SECTION #3-EXTERIOR AREAS-DECK MAINTENANCE
Total base hours of ALL FJCTERIOR AREAS-
DECKMANITENANCE(SECTlON3)
9,203
$ 122,356.21
$ 198,600.74
$ 188,661.50
$ 188,661.50
$ 203,938.48
CONTINGENCY HOURB~EXTERIOR AREAS
Contingency hours and hours for special events
as requested FOR EXTERIOR AREAS (10% of
$ 21.58
20.50
Payment Terms Net 30 days Net 25 days Net 30 days Net 30 Net 30
Renewal Option Period 2(7/1/11 - 6/30/12)
Renewal Option Period 3(7/1/12 - 6/30/13) Pricing to increase by the same
2 % increase plus living wage Same prim, terms and conditions for 2 % increase of previous year's percentage as Living Wage rate Pricing to incease by same
Renewal Opdon Period4(7/1/13-6/30/14) increase all areas and options prices increase percentage as living wage increase
Attachment A
BID #2980
BID TITLE: PROVIDE CUSTODIAL SERVICES FOR THE SANTA MONICA PIER AS REQUIRED BY THE COMMUNITY
MAINTENANCE DEPARTMENT, CUSTODIAL SERVICES & PUBLIC LANDSCAPE DIVISIONS.
Pricing -Bid Option #1
Location/Cleaning Requirements /Type of Hrs / Vr
Ln # Service / Shin Iworketll Hourlv Ra[e Annual Cost
Total base hours of ALL
Contingency hours and hours for special events
as requested FOR ALL INTERIOR AREAS (10%
2.4 of total base hours) 1,144 $ 18.90 $ 21.627.60
ToWI base hours of ALL EXTERIOR AREAS-
as requested FOR
total base hours)
920
(10% of
Payment Terms Ne130
Renewal Option Period 2 (7/1/11 - 6/30/12) pricing will increase by th same
Renewal Option Period 3 (7/1/12 - 6/30/13) percentage as the Living Wage
Attachment B: City vs. Contractor Labor Cost Comparison Summary
Pier Cenfral & West End Restrooms Men's & Women's
DAILY Duties/Tasks (52 weeks)
Al Daily Restroom Soot Cleaninc (1x/hour oer shift)
,.%HpurJy-, .Annual Contrabl Diamontl (October 1,
`~Raje~ "Rate/Diamond 2010-June 30, 2011)
a) . ,
(October 1, 2010 -
Jurte 30, 2011)
Day Shift: 1 Lead Worker (10 am - 4:30 pm) Mon-Sun 38.5 2,002 $ 22.20 $ 44,444.40 $ 33,333.30 $ 32.89 $ 49,384.34
Day Shift: 1 Custodian (12 pm - 5 pm) * Mon-Sun 28 1,456 $ 18.44 $ 26,848.64 $ 20,136.48 $ 30.98 $ 33,830.16
Night Shift: 1 Lead Worker (5 pm - 11:30 pm) Mon-Sun 38.5 2,002 $22.20 $ 44,444.40 $ 33,333.30 $ 32.89 $ 49,384.34
B) Daily Restroom Deep Cleaning (1x/shift)
Day Shift: 1 Lead Worker (8 am - 10 am) Mon-Sun 14 728 $ 22.20 $ 16,161.60 $ 12,121.20 $ 32.89 $ 17,957.94
Night Shift: 1 Lead Worker (11:30 pm - 1:30 am) Mon-Sun 14 728 $ 22.20 $ 16,161.60 $ 12,121.20 $ 32.89 $ 17,957.94
C) Utility Storage & Break Area (1x/shift)
Day Shift: 1 Lead Worker (4:30 pm - 5:00 pm) Mon-Sun 3.5 182 $ 22.20 $ 4,040.40 $ 3,030.30 $ 32.89 $ 4,489.49
Night Shift: 1 Lead Worker (1:30 am - 2 am) Mon-Sun 3.5 182 $ 22.20 $ 4,040.40 $ 3,030.30 $ 32.89 $ 4,489.49
Add personnel as follows for 7 Holidays (Jan 1st, Manin Luther King's Day,
Memorial Day, July 4th, Labor Day, Thanksgiving Day, Christmas Day)
lonuc i wsruaian t icuu pm - a:uu pmt I i rlouaays i i Sti ~ ~ $ 18.44 ~ $ 1,032.64 ~ $ 737.60 ~ ~ $ 30.98 ~ $ 1,239.20
Add personnel as follows for March 1st -June 30th (18 weeks)
Night Shift: 1 Custodian (5:00 pm - 9:00 pm) Mon-Thur 16 288 $ 18.44 ~ $ 5,310.72 $ 5,310.72 $ 30.98 $ 8,922.24
Night Shift: 1 Custodian (5:00 pm - 2:00 am) Fri-Sun 24 432 $ 18.44 $ 7,966.08 $ 7,966.08 $ 30.98 $ 13,383.36
Add personnel as follows for Julv 1st -September 15th (11 weeks)
Night Shift: 1 Custodian (5:00 pm - 9:00 pm) Mon-Wed 12 132 $ 18.44 $ 2,434.08 $ 30.98
Day Shift: 1 Custodian (8:00 am - 12 p.m.) Thur-Sun 16 176 $ 18.44 $ 3,245.44 ~ $ 30.98
Night Shift: 1 Custodian (5:00 pm - 2:00 am) Thur-Sun 32 352 $ 18.44 $ 6,490.88 $ 30.98
vaa personnel as ronows for ~eptemper ltitn - October 31st (7 weeks)
Night Shift: 1 Custodian (5:00 pm - 9:00 pm) Mon-Thur 16 112 $ 18.44 $ 2,065.28 $ 1,180.16 $ 30.98 $ 1,982.72
Night Shift: 1 Custodian (5:00 pm - 2:00 am) Fri-Sun 24 168 $ 18.44 $ 3,097.92 -$ 2,212.80 $ 30.98 $ 3,717.60
Pier Carousel
DAILY DutieslTasks (52 weeks)
Night Shift: 1 Custodian (6:00 pm - 1 am) -- Tues-Sun 36 1,872 - $ 18.44 $ 34,519.68 $ 25,889.76 $ 30.98 $ 43,495.92
WEEKLY Deep Cleaning Services (52x's/year) -additional duties
as assi ned
Day Shift: 1 Custodian (8:00 am - 5 pm) 52x's/ year 8 416 $ 18.44 $ 7,671.04 $ 5,753.28 $ 30.98 $ 9,665.76
Quarter) Window Cleanin Services 4x's/ ear
Day Shift: 2 Custodians (8:00 am - 5:00 pm) 4x's/year 16 64 $ 22.20 $ 1,420.80 $ 1,065.60 $ 32.69 $ 1,578.72
Quarter) Car et Cleanin Services 4x'sl ear
Day Shift: 2 Custodians (6:00 pm - 1:00 am) 4x's/year 12 48 $ 22.20 $ 1,065.60 $ 799.20 $ 32.89 $ 1,184.04
Quarter) Stri 8 Seal Finish Restrooms 4x's/ ear
Day Shift: 2 Custodians (6:00 pm - 1:00 am) 4x's/year 12 48 $ 22.20 $ 1,065.60 $ 799.20 $ 32.89 $ 1,184.04
TotaIBASE hours'fiorinterior and 2esfroom clealiing-, :, ,,.-.., ,~~r11-444 ;,. -$'.233,527.20 $ss: 188 $20.48 5-.$ `:263,847:28
CONTINGENCY HOURS
Con(ingepcy hours;and hours for"Special events (10% of total base 1,144 $ 18.44 $ 21,Q85 38 ~ $ ° ~ - 16,882.05 $,30 96 $ 28,384 73
f
h4U[s ~ ~>. ,3,„3 ~, . .
~ $ 95,026.80 ~
$ 9,502.68
Attachment B: City vs. Contractor Labor Cost Comparison Summary
~xte
Cior Areas ;~, it 1o4ai nears Hea~~~a>
,
~ r per week
o
'"
v
i(etl) ~ ``j'~~r;,;~
(wodt tl r
r
~
~ ,
3~
~
Tu. X ~
`.
rr.'
Deck Maintenance 52 Weeks/Year 52 weeks/ 161.5 8,398
ear
Holidays: Add personnel 7 days/year 35
Additional 22 weeks coverage (July 1 - September 15) July-Sept 35 - 770
15
TofaI BASE hoursfor exterior bleanmg c
? ."
`~'~a 9203.
„
,, , u
r, ,
CONTINGENCY HOURS
October 1st -June
30 (39 weeks)
$ 116,144.34
$ 461.00
$ 'i 116 605.34
1$18.44 $ )§ 964,80 $ 11,660.53 $30 9$, , $;; 19,5902Q.
`r,
$ 441,290.68 $ 313,968.40 $ 505,724.24
(October 1, 2019-
June 39, 2011)
$ 79,296.69
$ 7,929.67
a) Diamond Contract Services, Inc. employees are eligible for paid vacation and paid holidays.
b) City of Santa Monica in-house employees are eligible for various fringe benefits. (See Attachment C).
Attachment C: Santa Monica City Employees Salaries & Benefits
Fund .
Department Custodian I Custodian II
Division
COLA
BARGAINING UNITS
(MEAL (MEA1
SALARIES, WAGES, AND POSITIONS
Number of Position Classification(s) 1.0 1.0
Projected Base Annual Salary 40,224 43,500.0
COLA Adjustment - 0 0
TOTAL PROJECTED SALARIES 40,224 43-,500
PERSABLE PAYMENTS (Additional Pay)
Holiday Cashout (F40/F56: FHP) - na na
Police Pay in lieu of Holiday (PLH) na na
Mgmt Incentive Pay (MIM; auto in-lieu) na na
Management Incentive Pay (MIP) na na
Skill Pay (Bilingual) 0 0
Flat Bonus Pay 0 0
Educational Incentive Pay 0 0
Longevity Pay 0 0
Performance Pay na. na
Other 0 0
SUBTOTAL PERSABLE PAYMENTS: 0 0
TOTAL PERSABLE SALARIES: 40,224 43,500
NON-PERSABLE PAYMENTS
Deferred Comp 600 600
Floating Holiday Payoff (FHC) 87 94
MOU Days Payoff.(PLC) 10 10
Sick Leave Payoff (SLS) 420 454
City Paid Calif SDI 455 491
TOTAL NON-PERSABLE PAYMENTS 1,572 1,649
lo. of Employees Covered with Full Benefts 1.0 1.0
Medicare -Police (511711)
Medicare -Fire (511712)
Medicare -Misc. Employees (511713) 615 - 663
Medical-Police (511741) na n:
Medical-Fire (511742) na nt
Medical-Misc. Employess (511743) 11,952 11,952
Metl Trust-Police (511744) na n:
Med Trust-Fire (511745) _ na ns
Med Trust-Misc. Employees (511746) 1,704 1,704
Dental (511748) 886 886
Vision (511749) 137 137
Retirement-Police (511771) na ne
Retirement-Fire (511772) ~ na ne
Retirement-Misc. Employees (511773) 6,586 7,115
.Retirement-As-Needed (511774) na n.
Unemployment (51197A) 201 218
Employee Assistance (511976) 100 100
DCAP (51197C) 62 62
Life and AD&D Insurance (51197E) 110 110
Disability Insurance (51197F) 291 315
ERSable Benefits:
i-kind Uniforms-Additional Pay Report (IKU) 600 600
niform Allowance (5119201-UNI/UNF/UNP/UNT/UNU 0 0
$30.98 $32.89
Reference Contract No.
9255 (CCS).