SR 07-12-2011 3BCity Council Meeting: July 12, 2011
Agenda Item: 3B
To: Mayor and City Council
From: Greg Mullen, City Librarian
Subject: Provide Custodial Day Porter Services. at the Libraries
Recommended Action
Staff recommends that the City Council award a bid in an amount not to exceed
$204,592 to Goodwill Southern California, aCalifornia-based company, to provide
custodial day porter services at the four Library facilities.
Executive Summary
Staff recommends that a purchase order be,issued to Goodwill Southern California to
provide custodial day porter services at the four Libraries through June 30, 2012 plus
two additional one year periods. The cost through June 30, 2012 is $58,711 and the
estimated cost per year thereafter is $71,863 plus annual set increases. The total
amount for the entire term is not to exceed $ 204,592. Goodwill Southern California, as
anon-profit organization, is exempt from the Living Wage Ordinance.
Discussion
Day porter services were established many years ago in response to .concerns
expressed by the community. It was determined that the heavy use of the Library
facilities required custodial services to supplement those offered by the City custodial
staff. Through a vendor, three custodial day porters have been assigned to cover shifts
at the four Library locations. These porters work while the Library is open to the public.
Their primary duties are to regularly check, stock and clean the public restrooms,
respond to cleaning emergencies and clean and prep the meeting rooms between
rentals. They also handle special assignments intended to maintain the highest level of
cleanliness and an aesthetically welcoming atmosphere.
1
Vendor Selection
In October 2010, the City published Notices Inviting Bids to provide custodial porter
services at the four Library facilities. The Bid was posted on Planet Bids and notices
were advertised in accordance with City Charter and Municipal Code provisions.
Twenty-one bids were received and publicly opened on December 10, 2010, per
Attachment A. Bids were evaluated based on the ability to meet specifications,
competitive pricing, vendor interviews, completeness of bid response and customer
references. Interviews were conducted with the four lowest bidders.
Goodwill Southern California enhances the quality of life of people with disabilities or
other disadvantages by providing education, training and job opportunities to assist
them in becoming more self-sufficient and productive. They espouse a customer.
service philosophy that shows the organization understands the .concept of public
service and is willing to work as a partner in serving the public. The training the
organization provides custodial workers encompasses overall cleaning and safety
methods and tasks that would specifically apply to the Libraries. Goodwill Southern
California is anon-profit organization and is exempt from the Living Wage requirement.
Goodwill's bid was nearly 65% lower than the next acceptable bid because of their
ability to pay porters a lower wage. Based on these criteria, Goodwill Southern
California is recommended as the best bidder.
2
Comparison of Cost to Provide this Service In-House
The duties to be provided by Goodwill fall within the specifications of the City's
Custodian-l and Custodian-II positions. If the .City were to provide the services
described within the RFQ, it would require shifting 3.0 FTE (2.0 FTE Custodian-I and
1.0 FTE Custodian-II) at a cost of approximately $556,694 for the entire period, as
compared to Goodwill's cost of $204,592 for the same number of staff during this
period. Providing these services in-house would cost the City 172% more than it would
with Goodwill and would require shifting existing custodians away from their current
responsibilities to full-time duty servicing the Library public restrooms.
_ , GOODw1EE ._. ,-~ -__ __ ___
.. :~1r~f Hfttl55~:e._= -
FYP hz WorRu~g Supervisor (G G FTEj. Custodian tl ( 0 FTE
Hou'r!y Mnnth#y Annual Cost Hourly i•.4antniy A;jrrua# Cost
HOUfiy Rate ~ S S 520.25 $ 3,492.43 $41,909.76
Frfnae Benefits&Cach Outs $- $ $ $11.91$2,064.91 $ 24,778.86
CosfnClud3ngffJ€igeanBCdSI10UI5 $ '- S - $ - $32.Cb $ 5557.39 $."66,680.62.
-v;zi12 Day Porter ('.G FTE; Custodian l;2.G FTE;
Hcu~#y ivtc;tt~#y Annua# Cost Houry Y#onih#y Arttua# Cast
Hcuriy Rase $ S.GG 5 5,S7i.:3 S 70,453.56 $ 2S.b3 5 6,456.60 $ 77,479.20
Fringe Benefits & Cash Outs $ - $ $ - $23.25 $ 4,G27,6i $ 48,211.32
CasttncludinLfr3rigeandCast.outs $ 8.00 $ 5,872.33 $ 76;453.Sb $d.80 $ 1C,'~s74.21 $?25,69CS2
Goodwill will provide a pool of employees ready to fill in for vacancies. When one of
their porters is absent, the contractor will be responsible for providing coverage with no
overtime or other additional costs.
3
Financial Impacts & Budget Actions
The purchase order amount to be awarded to Goodwill Southern California is not to
exceed $204,592. Funding for FY2011-12 is available in account 01613.555010. Budget
authority for subsequent years will be requested in each biennial budget for Council
approval
Prepared by: Claudia Fishier, Assistant City Librarian
Approved:
Forwarded to Council:
reg Mull
City Libra ian
~ ,/ ~P
Rod Gould
City Manager
Attachments: Attachment A -Custodial Porter Services for City Libraries
4
Attachment A
~,~ BID #: 3013 CLOSE DATE: 12/10/10
BID TITLE: PROVIDE CUSTODIAL PORTER SERVICES FOR LIBRARIES
Williams & Associates Plus Reliable Building
e=~;~~_. ~~.~==a.•=r' Goodwill One Maintenance, Inc
Los Angeles, CA Corona, CA Los Angeles; CA
~Location_ - -
Main Library $ 3,193.00 ' $ 4,923.00 '' $ 4,730.00
Fairview Library __ $ __ 866.00 _ $ 954.00_ _$ 1 290
00 ~I,
'Montanta Library
__ $ 888.00 $ 1,020.00 .
$ _ 1 320.00
Ocean Park Library $ ..866.00 ~ , $ 1,020.00 $ 1,290.00
yment Terms
newal Options
~_
_-- -
',Period 2 (7/1/11 - 6/30/12
_..
'Period 3 (7/1/12 - 6/30/13
---
Period 4 (7/1/13 - 6/30/14
Net 30
1 % Increase
2 % Increase
3 % Increase
Net 30
3 % Increase
-_
5% Increase
5% Increase
Net 30
Same Price, Terms &
Conditions
Same Price, Terms &
Conditions
- --
Same Price, Terms &
Conditions
Page 1 of 7
Attachment A
~~
..........
t,:a~~„ :~~~~~~a<.~~" BID #: 3013 CLOSE DATE: 12/10/10
BID TITLE: PROVIDE CUSTODIAL PORTER SERVICES FOR LIBRARIES
American General Services < Come' Land'Maintenance,
Group, Inc ` Co., Inc. WSA Services
Rancho Cucamonga, CA ' Los Angeles, CA Los Angeles,' CA
__
Location j
-
,
-_ -
-
--
Main Library $ 5,256.00.
__ $ 5,300.00
$ 5,427.00
Fairview Library
- -
$-
_ 1,430.00___
$
1,4.42_ .00 ---
$ 1,476.00
Montanta Libra
ry
$
_ 1_,469.00
$
1,4.8.1_._0.0__
$ 1,5
16.
0.0
Ocean Park Libra
ry
$
1,430.00
$
1,442.00 .
_
__
$ 1,476.00 i,
Grand Monthly Total for All Libraries $ 9,585.00 ! $ 9,665:00 $ i 9,895.00.'
Tofa/after Discount $ 9,640.84
Grand Annual Total for All libraries $ 115,020.00 ' $ '.115,980:00 $', 118,740.00
Total After Discount $ .1115,690:05
_
;.
Payment Terms: .25 % /20 Days Net 30
- _ - --
_ __
Renewal Options
- -- --
_
_ -- ---- ----
Same Price, Terms, & Price to Increase by the Same
Period 2 (7/1/11 - 6/30/12):_.__ 2% Increase Conditions % as the Living Wage
Same Price, Terms, & Price to Increase by the Same
Period 3 (7/1/12 - 6/30/13): 2% Increase Conditions % as the Living Wage
-- - -- -
Same Price, Terms, & Price to Increase by the Same
Period 4 (7/1/13 - 6/30/14): 2% Increase Conditions % as the Living Wage
Page 2 of 7
Attachment. A
BID #: 3013 CLOSE DATE: 12/10/10
BID TITLE: PROVIDE CUSTODIAL PORTER SERVICES FOR LIBRARIES
_.._.,~
KC Building Maintenance, ; General Building'; Universal Building
~_~~~~___ ~~~~,~i.,,;° :Inc. Management Ca Maintenance
Location
Main Library _
_. _. -- $ 5,612.72__ $ 5,625.00 $ 5,420.39
Fairview Library _
-- $ 1,444.14_ $ 1 530.00
-- $ 1,588.88
Montanta Library
--
$
1,481.18
$
1 572.00
- - -- -
$ .
-
1 703.45
Ocean Park Library $ 1,444.14 $ 1,530.00 $ 1,588.88
Terms:
Period 2 (7/1/11 - 6/30/1
Period 3 (7/1/12 - 6/30/1
Period 4 (7/1/13 - 6/30/1
N/A
Same Price, Terms, &
Conditions
--_ _ - __
Same Price, Terms, &
Conditions
Same Price, Terms, &
Conditions
1 % / 25 Da
Increase with CPI
Increase with CPI
Increase with CPI
Net 30
Increase by same & as Living
Wage
- --- --
Increase by same & as Living
Wage
Increase by same & as Living
Wage
Page 3 of 7
Attachment A
~°~ia' .
_~
~~
SanLV~ lHonic+n"
Terms:
Period 2 (7/1/11 - 6/30/1
Period 3 (7/1/12 - 6/30/1
Period 4 (7/1/13 - 6/30/1
BID #: 3013 CLOSE DATE: 12/10/10
BID TITLE: PROVIDE CUSTODIAL PORTER SERVICES FOR LIBRARIES
ABM Janitorial Services -
Century Maintenance, Inc. Southwest, Inc.
Los Angeles, CA Los Angeles. CA
5,870.00
--
$
5,732. ---
00 ',
1,508.00 $ 1,559. 00
1,551.00 $ 1,602. 00
1,508.00 $ 1,559. 00
30 Days Net 30 Days
Increase by same & as Living
Wage 3% Increase
Increase by same & as Living
Wage 3% Increase
__- -_
Increase by same & as Living
Wage 3% Increase
5,785.84
1, 574.09
1,616.63
- ---
1 574..09
Net 30
ase by Same
as the Living
- ---
ase by Same
as the Living
ase by Same
as the Living
Page 4 of 7
Attachment A
P,~,,,~ BID #: 3013 CLOSE DATE: 12/10/10
. BI D TITLE: PROVIDE CUSTO DIA L PORTER SERVICES FO R LI BRARIES
_. „~.,,~
"'~
„ Premier Building Ultimate Maintenance Triple,E Commercial
~~
n~~.~ +~~>~ac~•~.°
Maintenance Services
Service
Maintenance
' Los Angeles, CA iLawndale, Ca Los Angeles; CA
__-_ __
Location
-_ -
__ i '~
ry -- _
Main Libra
$ -.
5,819.67 '~
$
5,893.20
$
5,235.00
1
b -
8 ' -
Ocean Park
Library $ 1,583.3 $ 1,603
.20 $ 1,840.00
'I
Grand Monthly Total for All Libraries $ 10,612.37 $ 10,746':20 $ 10,815.00'
Total After Discount
Terms:
Net 30
Net 30
Net 30
Period 2 (7/1/11 - 6/30/12):
Period 3 (7/1/12 - 6/30/13):
Period 4 (7/1 /13 - 6/30/14):
Price to Increase by the Same Price to Increase by the
as the Living Wage % as the Living Wa
Price to Increase by the Same Price to Increase by the
as the Living Wage % as the Living Wa
--- _.
Price to Increase by the Same Price to Increase by the
as the Living Wage % as the Living Wa
Same Price, Terms, &
Conditions
__
1 % Increase in Addition to
Living Wage
1 % Increase in Addition to
Cost Of Living
Page 5 of 7
Attachment A
w,,, BID #: 3013 CLOSE DATE: 12/10/10 I
'~i~~ BID TITLE: PROVIDE CUSTODIAL PORTER SERVICES FOR LIBRARIES
'Santa Fe Building
~»~~~~ Moufun" Maintenance Costal Building Services Startus Building Solutions
Chino Hills, CA Anaheim, CA Encino. CA
Location
- - ----
Main Library
Fainnew Libra
Montanta Libr
-_
Ocean Park L
6,210.00
_- _ _,
$ 6,306.45
_ --- _
-- -
$ 6 306.00
I
1,693.00
_ $ 1,715.62
- $ 1,716.00
-- --__
1,737.00 ' $ 1,762.10 $ _ 1,762.00
1,693.00 , $ 1,715.62 ', $ 1,716.00
Terms it Did not provide _ ~ Net 30 Days ~_ :.Net 30
Period 2 (7/1/11 - 6/30/1
Period 3 (7/1/12 - 6/30/1
Period 4 (7/1/13 - 6/30/1
Same Price, Terms & Price to Increase by the Same Pricing to Increase by Same
Conditions % as the Living- Wage % as Living Wage
Same Price, Terms & Price to Increase by the Same Pricing to Increase by Same
Conditions % as the Living Wage % as Living Wage
Same Price, Terms & Price to Increase by the Same Pricing to Increase by Same
Conditions % as the Living Wage % as Living Wage
Page 6 of 7
Attachment A
r"So= BID #: 3013 CLOSE DATE: 12/10/10
BID TITLE: PROVIDE CUSTO DIA L PORTER SERVICES FO R LIBRARIES
Rrofessional Building Executive Suite Services,
,, , v~
y~~~=~~ ~~~~~;<•~~"
JCRS, Inc. !
Maintenance
Inc
North Hgllywood, CA Carson, CA Northridge, CA
Location
I _ _ _
~ --. rY - - - _
Main Libra ~',
$ _ __
6,969.97 'i
$ _ _
7,139.00 ----
$ 7,660.00
,Fairview Libra
_--- ry -- --
l $ 1,791.20
- -- -- $ 1,840.00
- $ 2,080.00
IMontanta Library _ __
$
1,839 6_1
$
_ 1,909.00__ -
$ 2,130.00
Ocean Park Library
$
1,791.20.
$
1,863.00 _
$ 2,080.00
ment Terms:
iewal Options
Period 2 (7/1/11 - 6/30/12
Period 3 (7/1/12 - 6/30/13
Period 4 (7/1/13 - 6/30/14
Net 30
to Increase by same
as Living Wage
-
to Increase by same
as Living Wage
to Increase by same
as Living Wage
Net 30
- __ ----
Same Price, Terms &
Conditions
------
Same Price, Terms &
Conditions
--__ __--
Same Price, Terms &
Conditions
Net 30
- --- __
Increase by same & as Living
Wage
-- --- --
Increase by same & as Living
Wage
----
Increase by same & as Living
Wage
Page 7 of 7