sr-081010-1e~®
c;cvor City Council Report
Santa bionica~
City Council Meeting: August 10, 2010
Agenda Item: 1-E
To: Mayor and City Council
From: Joan L. Akins, Director of Community Maintenance Department
Subject: Award of Bid #2987 to Diamond Contract Services, Inc. to Provide
Custodial Services at the Public Safety Facility (PSF)
Recommended Action
Staff recommends that City Council award Bid #2987 to Diamond Contract
Services, Inc. and authorize the City Manager to negotiate and execute a contract
with Diamond Contract Services, Inc., a California based company, for Custodial
Services at the PSF for a three and three quarter year term. The estimated
expenditure amount for October 1, 2010 -June 30, 2011 is $166,481. The
estimated annual expenditure amount for each year thereafter is $221,975 plus
Living Wage increases.
Executive Summary
This report recommends the award of a contract to Diamond Contract Services,
Inc. for custodial services at the PSF 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 three and three quarter year term is
$832,406, plus Living Wage increases.
Discussion
At the January 26, 2010 meeting, Council reviewed acost/benefit analysis of
contracted and in-house custodial services at the PSF and Santa Monica Pier and
authorized staff to proceed with a Request for Proposals to contract for custodial
services at the PSF.
1
Contractor Selection
In May 2010, the City published Notices Inviting Bids to provide custodial services
for the PSF as required by the Community Maintenance Department, Custodial
Services division, in accordance with the City Charter and Municipal Code
provisions. Seventeen bids were received, publicly opened and read on June 15,
2010 per Attachment A.
Bids were evaluated based on vendor interviews which covered such aspects as
vendor's ability to meet specifications, competitive price, 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 PSF for an amount not to exceed $832,406, plus living wage increases for a
three and three quarter year term.
Financial Impacts & Budget Actions
The contract amount for FY2010-11 to be awarded to Diamond Contract Services,
Inc. is $166,481. Funds are included in the FY2010-11 Adopted Budget at account
01586.555010.
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.
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 $253,966, 53%
2
more than the custodial services contract of $166,481 for the same term for
services recommended with Diamond Contract Services, Inc. (See Attachment B).
Prepared by: Sybille Moen, Sr. Administrative Analyst
Approved:
~~
Jo L. Akins
Director, Community Maintenance
Forwarded to Council:
Rod Gould
City Manager
Attachments:
A. Bid #2987 Bid Results
B. City vs. Contractor Labor Cost Comparison Summary
C. Santa Monica City Employees Salaries & Benefits
3
Attachment A
BID # 2987' TITLE: PROVIDE CUSTODIAL SERVICES FOR THE PUBLIC SAFETY FACILITY AS REQUIRED BY THE COMMUNITY
BID CLOSE DATE: 06/15/10 MAINTENANCE DEPARTMENT, CUSTODIAL SERVICES DIVISION
qBM Century Coastal Building Continental Diamond DMS Facility Executive-Suite-
Vendor Janitorial Maintenance,
`Services ' Buildin
g Contract
:Services
Services, Ina
Los Angeles CA Los Angeles, CA Anaheim CA :Norwalk CA Burbank,`CA Monrovia CA Northridge
In # Description Rate Rate Rate Rate Rate Rate Rate
1 Option A: Monthly rate for daily weekly and monthly 10,847.00 /mo 17,400.00 /mo 18,187.00 /mo 19,500.00 /mo 16,923.28 /mo 16,152.50 /mo 20,600.00 /mo
tasks (including POA areas)
B Rate per visit for window washing services N/A /visit 9
600.00 /visit 1,380.00 /visit 1,000.00 /visit 2,535.75 /visit 6,445.00 /visit 4,500.00 /visit
(may be requested to pertorm quarterly-4xs/year) ,
9 Rate per visit for deep caryet cleaning services
-
4
556.00
/visit
' 3
480.00
/wsd
360.00
/visit
Q.18
/visit
2
188 OQ:
NisR
5 886.00
Nisit
5,000:00
/visit[
may be re uestetl topertormpuarterly-4xs/year) , , ,
10 Hourly rate for working supervisor/lead worker 25.00 /hr 33.00 /hr 30.00 /hr 24.00 /hr 22.86 /hr 18.96 /hr 30.00 /hr
(for additional services not included in this bid)
Emergency (after hours rate}For working
11 supervisor/leadworker 35.00 /hr 33 00 /hr 35 00 /hr: 24.00 /hr 34.29: Ihr - 28.44 mr 45.00 /hr
>. for adddwnafservices not included in this$id
12 Hourly rate FOr custodian 20.00 /hr 30.00 /hr 27.50 /hr 22.00 /hr 19.08 /hr 18.96 /hr 26.00 /hr
(for additional services not included in this bid)
13 Emergency (after hours rate) for custodian r.
-
25.00
/hr
30.00
/hr
30.00
/hrl
22.00
/hr
28 62
/hr
? 28 44
/hr -
39.00
/hr
(for additional services not included in this bid
Payment Terms Net 30 days 30 net days 30 days Net 30 Net 30 days Net 30 days 2 % discount if paid w/in
21 das
Payment terms discoun N/A N/A N/A N/A N/A N/A 2%
Renewal Option Period 2 (7/1/11 - 6/30/12) 3 % increase of Increase by same % as Increase by living wage 2.5% increase of Increase by living wage per living wage Increase same % as
revious ear's Livin Wa eincrease increase revious ear's rites increase LW+2%
Renewal Option Period 3 (7/1/12 - 6/30/13) None offered Increase by same % as Increase by living wage 2.5% increase of Increase by living wage per living wage Increase same % as
+~
Renewal Option Period 4 (7/1/13 - 6/30/14) None offered Increase by same % as Increase by living wage 2.5% increase of Increase by living wage per living wage Increase same % as
+ o
$ 261,120.00 $ 225,204.00 $ 238,000.72 $ 221,974.36 $ 243,154.00 $ 285,200.00
1 of 3
Attachment A
BID # ass?
BID CLOSE DATE: 06/15/10
Force One Goodwill Julie Rene's Pan World Premier Building :Santa Fe S & S Facility `,
Vendor ::Group Industries of Cleaning Maintenance,' Maintenance 'Building' Management
Los Angeles CA r Los Angeles CA q tancaster,'CA Santa Fe Spnngs CA LosAngeles,CA -Chino Hillsr CA Carson, CA
In # Description Rate Rate Rate Rate Rate Rate Rate
1 Option A: Monthly rate for daily weekly and monthly
tasks (including POA areas) 13,336.00 /mo 17,520.00 /mo 17,960.54 /mo 15,925.00 /mo. 18,926.00 /mo 18,120.75 /mo 18,687.00 /mo
8 Rate per visit for window washing services
(may be requested to pertorm quarterly-4xs/year) 2,225.00 /visit 7,800.00 /visit 5,184.00 /visit 4,500.00 /visit 5,250.00 /visit 800.00 /visit 3,000.00 /visit
9 Rate per vislt for deep carpet gleaning services
(maybe requested to ertormquarterly-4xsN?ar)
1,542.00
/visit
3 500.00
/visit
5,805 00'.
/visit
4;644,00
/vislt
4,640500
/vislt
2,424.00
Nish
5;000.00
/visit-
10 Hourly mte for working supervisor/lead worker
(for additional services not included in this bid) 18,00 /hr 17.25 /hr 22.08 /hr 17.77 /hr 22.50 /hr 21.21 /hr 23.50 /hr
: Emergency(atter hours rate)FOr working
11 supervisor/lead worker
` '. 25.00 /hr 22.25 /hr 33.12. /hr 25.00 /hr '. 2925 /hr 31.$5 /hr ! 28.00 /hr ':
' for additiorial'services not included m thisbid
12 Hourly rate For custodian
(for additional services not included in this bid) 16.50 /hr 15.25 /hr 21.64 /hr 15.27 /hr 19.50 /hr 21.05 /hr 20.50 /hr
13
: Emergency (after hours rate):fpr custodlan '.
-
(for adtlitlonafservices not mglutletl m this. bid
20 00
/hr
20.25
/hr
32 48
/hr
19.00
/hr
26:25
/hr
31.57"
/hr
':28.00
/hr '
Payment Term Net 30 days 1 % 20 days Net 30 Ne[ 25 days Net 30 N/A Net 30 days
Payment terms discoun N/A 1 % N/A N/A N/A N/A N/A
Renewal Option Period 2 (7/1/11 - 6/30/12) 3 % increase of Increase same % as Pricing to increase by Same price, terms and Same price, terms and 1.5 % increase of 2 % increase of
revious ear's rites livin wa a rate the same % a the conditions conditions revious ears rites revious ear's vices
Renewal Option Period 3 (7/1/12 - 0/30/13) 3 % increase of Increase same % as Pricing to increase by Same price, terms and Same price, terms and 1.5 % increase of 2 % increase of
Renewal Option Period 4 (7/1/13 - 6/30/14) 3% increase of Increase same % as Pricing to increase by None offered Same price, terms and 1.5% increase of 2 % increase of
$ 175,100.00 $ 255,440.00 $ 259,482.48 $ 227,676.00 $ 266,672.00 $ 230,345.00 $ 256,244.00
2 of3
Attachment A
BID # 2987
BID CLOSE DATE: 06/15/10
Stratus Building Ultimate !Universal
VendoY Solutions ': Maintenance Building
Enano, GA Lawiidale, CA Santa Ana; CA
In # Description Rate Rate Rate
1 Option A: Monthly rate for daily weekly and monthly 17,833.00 /mo 16,631.00 /mo 17
095.74 /mo
tasks (including POA areas) ,
8 Rate per visit for window washing services 6,500.00 /visit 2,500.00 /visit 4
320.00 /visit
(may be requested to perform uarterty-4xs/year) ,
9 Rate per msit for deep carpet cleaning services
5,800:00
Nish
5
275 00
/visa
615.00':
4
/visit -.
Cmay be requested to erfomr"quanedy4xsryea0 , ,
10 Hourly rate for working supervisor/lead worker 26.00 /hr 24.52 /hr 28.50 /hr
((or additional services not included in this bid)
Emergency (after hours rate):FOr working
11. supervisor/leadworker 50.00 /hr 24.52 /hr 28.50` /hr
: for additional services not included m this bid
12 Hourly rate For custodian 23.00 /hr 23.24 /hr 19
00 /hr
(for additional services not included in this bid) .
13 Emergency (after hours mte) For custodian
' -
(for additional services not included m this bid
40.00
Ihr
23.24
/hr
28.00
/hr
Payment Terms Net 30 days Net 30 Net 30 days
Payment terms disceun N/A N/A N/A
Renewal Option Period 2 (7/1/11 - 6/30/12) Pricing to increase by Same price, terms and 3% increase of previous
the same % as the conditions ear's rites
Renewal Option Period 3 (7/1/12 - 6/30/13) Pricing to increase by Same price, terms and 3% increase of previous
the same % as the conditions ear's ricer
Renewal Option Period 4 (7/1/13 - 6/30/14) Pricing to increase by Same price, terms and 3% increase of previous
$ 263,196.00 $ 230,672.00 $ 240,888.88
3 of3
Attachment B: City vs. Contractor Labor Cost Comparison Summary
Total Contract Amount (assumes 12 month period)
Assumes October 1, 2010 -June 30, 2011 period
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).
Option: Quarterly Window Washing ; $ '~ iR 14~AE}:
Option: Quarterly Deep Carpet Cleaning i.$., ,8 7Q2:00
Attachment C: Santa Monica City Employees Salaries & Benefits
Salaries & Benefits:
Fund
Department Custodian I Custodian II
Division
COLA
MEA (MEAL
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
Otijects 511000/ 517040/<511490/ 511500 : '-41,796 '.A5;149
Object~51100H Yea~~nd Cashduts '.
BENEFITS:
No. 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 na
Medical-Fire (511742) na na
Medical-Misc. Employes (511743) 11,952 11,952
Med Trust-Police (511744) na na
Med Trust-Fire (511745) na na
Med Trust-Misc. Employees (511746) 1,704 1,704
Dental (511748) 886 886
Vision (511749) 137 137
Retirement-Police (511771) na na
Retirement-Fire (511772) na na
Retirement-Misc. Employees (511773) 6,586 7,115
Retirement-As-Needed (511774) na na
Unemployment (51197A) 201 218
Employee Assistance (511978) - 100 100
DCAP (51197C) 62 62
Life and AD&D Insurance (51197E) 110 110
Disability Insurance (51197F) 291 315
PERSable Benefits: -
In-kind Uniforms-Additional Pay Report (IKU) 600- 600
Uniform Allowance (511920)-UNI/UNF/UNP/UNT/UNi 0 0
TOTAL#RINGE:BENEFITS: `-22,644 -33,262-
TOTAL SALARIES-AND FRINGE BENEFITS:: :64,440 168,411
$30.98 $32.89
Reference Contract No.
9256 (CCS).