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SR-11-25-2014-3ICity Council Meeting: November 25, 2014 Agenda Item: s To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Award Custodial Services Contract for Various City Facilities Recommended Action Staff recommends that the City Council: 1. Award Bid #4150 to Lee's Maintenance Services, Inc., a California -based company to provide custodial cleaning services at various City facilities in an amount not to exceed $7,570,582. 2. Authorize the City Manager to negotiate and execute a contractual services agreement with Lee's Maintenance Service, Inc., a California -based company, in an amount not to exceed $658,494 for custodial cleaning at the Public Safety Facility, the Civic Center, and City offices at various locations for FY 2014 -15 (including optional quarterly services and 20% contingency), with five additional one -year renewal options in a cumulative amount of $6,912,088, for a total amount not to exceed $7,570,582 over a five year and six month period, with future renewals and funding contingent on Council budget approval and with a 30 -day termination clause. Lee's Maintenance Service's contract amount for FY 2015 -16, the first full year of service, if authorized by Council, would be in an amount not to exceed $1,343,475. 3. Authorize the budget changes as outlined in the Financial Impacts and Budget Actions section of this report. Executive Summary Custodial contract services are currently provided by six contractors for various locations via a combination of contracts and service agreements. Some service agreements expired on June 30, 2014. Staff was authorized to continue services on a month to month basis while the formal bid process was completed. The contractual services agreement for the Public Safety Facility, the Santa Monica Pier, the Animal Shelter and the 1730 4th Street locations expires on December 31, 2014. In order to ensure uninterrupted services until a policy decision on contracting services is made, staff recommends Lee's Maintenance Services, Inc. to provide custodial contract services at the Santa Monica Pier, the Public Safety Facility, the Civic Center, and City offices at various locations in an amount not to exceed $658,494 for FY 2014 -15, with five additional one -year renewal options in a cumulative amount of $6,912,088, for a total cost not to exceed $7,570,582. The contract would include a 30 -day 1 termination clause should the City decide to bring services in- house. Award of this bid would not displace any temporary or permanent City employees as all locations are currently serviced by contract personnel. Background On August 12, 2014, Council authorized a contractual services agreement with United. Maintenance Company in an amount not to exceed $266,038 to provide interim custodial services at the Public Safety Facility, Santa Monica Pier, Animal Shelter and 1730 4th Street location on a month -to -month basis through December 31, 2014, or until a formal contract is awarded and the contractor is ready to start operations, whichever comes first. On August 26, 2014, Council did not approve contracts for custodial services at various City facilities and directed staff to return to Council to have a policy discussion about contractual services. A citywide contractual services study is currently underway; staff will present the results of the study to City Council at the January 13, 2015 meeting. Discussion A combination of in -house and custodial contract cleaning services has historically been used to clean City -owned and City - leased locations. Locations with seasonal demands and leased office spaces are currently being contracted out, whereas park restrooms, community centers, City Hall and libraries are maintained in- house. Vendor Selection On April 30, 2014, the City published Bid #4150 for custodial services at the Public Safety Facility, Santa Monica State Beach, Civic Center, City offices at various locations, and Santa Monica State Beach. The bid was posted on the City's online bidding website and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. Fifteen bids were received and publicly opened on June 2, 2014 per Attachment A. Bids were evaluated on price for each contract site, current municipal experience, qualifications, references and compliance with City specifications. On July 1 and July 2, 2014 FA staff interviewed six companies. Staff recommends Lee's Maintenance Services as the best bidder for custodial services at the Santa Monica Pier, the Public Safety Facility, the Civic Center, and City offices at various locations based on cost, understanding of scope of work required, municipal experience, ability to ensure proper staffing levels, and reporting tools used to ensure quality performance. Reference agencies reported the contractor's work was completed in a timely manner while maintaining consistent quality. The City's intent was to award Bid #4150 to Executive Suite Services, Inc. for contractual services at the Santa Monica Pier and to Lee's Maintenance Services, Inc. for the remaining contract locations. As of November 4, 2014, Executive Suite Services withdrew its bid and informed the City of errors in its proposed pricing. Per bid instructions, bid submittal may be withdrawn by written request after ninety (90) days from the day of opening. The bid closed on June 2, 2014 at 3 p.m. The vendor has the legal right to withdraw its bid. Award of this bid would not displace any temporary or permanent employees as all locations are currently being serviced by contract personnel. The option for custodial services at the Santa Monica State Beach is not included in the award of this bid as directed by Council on August 26, 2014. Pending the results of a citywide contractual services study, staff recommends awarding a six -month contract with renewal options to Lee's Maintenance Services to provide custodial services at various City facilities. The City would have the option of terminating portions of the contract or the entire contract with a 30 -day written notice to the contractor. If Council decides to bring these services in- house, staff will require additional time to undertake the employee hiring process, acquire the equipment and vehicles to support in -house operations, and lease space to house operations and equipment. 3 Financial Impacts & Budget Actions The contract to be awarded to Lee's Maintenance Service, Inc. is for an amount not to exceed $658,494 (including optional quarterly services and a 20% contingency) for custodial cleaning services at the Santa Monica Pier, the Public Safety Facility, Office Buildings, and the Civic Center for FY 2014 -15. The contract amounts would be charged to various accounts. Award of the contract requires an additional appropriation of $72,316 from the Pier fund balance to account 30455.555010. All other funds are available in the FY 2014 -15 budget within department operating budgets, and would be encumbered as needed. Budget authority for subsequent budget years will be requested in each budget for Council approval. Future contract renewals and funding is contingent upon Council approval and budget adoption. Prepared by: Sybille Moen, Senior Administrative Analyst Approved: Martin Pastucha Director of Public Works Attachments: A — Estimated Annual Contract Costs B — Bid Summary Forwarded to Council: E Rod Gould City Manager 0 h W S a k a N 4a V L {d V H Q) L O U L H V i Q � c-� O N •tl ~ Y f0 W O W w n w A4 °o O H O1 W 0 a w tD � l0 00 01 P d' � Lfl tp pV Ot N e. N Lfl M O m h O u1 N ry tp M '�•. 0t M M m lD M to n v1 N 00 r w 00 ai vi o m m ni a0 r-i o m m m m N ,N H N N V1 1p ti n: - a N ti N m vii Lfi w a �.. N N 001 N M 'i W 01 OaO M 111 N Qi m0 LA M O tD I� � � l0 N': c�•I '. }} N l�0 N Ln ® t0 O H h W M N N N ei VT i/T VT VT in i/T a/} VT VT Vf tR VT i/� m U1 a m to o m oo N m! N m o 0 o p m tq m : 00 al H m 7 N m M m w m .. _ Ot N N n O� W at V N 00 N H W ONt tL0 W N N N 0 0 7 N 00 m~ O O 0 O M W N M n ti Ln M ti N O1 � W p d N I� n O0 W m N tD ti M Om q N': ei N h 001 00 0 N e�i o N m •� a a� m m m M to m m vt 't w m ti m o o t w o n M W w N ONi tD V N m cr M N N W m N N: N Vmt N 7 o m t0 W N rl N t,i m ei N W M t}i N ei N V/! <R VT N L1 VT to t/T 1/! VT V} OF O m O oo tp N a W O o N m r N iy 'D O1 n m m N'. tD tN0 N O V LA ci 00 4 N tp ei N m- N LD vt ti 00 ^ O 0 l0 00 Ol N M: N a-1 001 7 i!1 tD Ot M O O W N O O O N 00 V n 00 n 0? 00. v m t1Da ° m N 00 7 ci ff 00 00 F- N O m m ^ rZ d... p N: O N M a N N 000 if O a N `~ t0. d _ 0 ro a 00 o 0o to m p co 0 o� to 0 o 0 v a? w n �+ m .•Y .., ,F n N O N M C N Op fV N W H M C C: al M N m 00 O O M W N p 0 p: C m m t0 W r, er 7 7 m N p O p: V O Mm(1 W N ON a.. Q- N t^0 tw0 p ry: m w•1 � t/? VT VT iA U i s G L C C t �m Y OI c G cc G Y y' 1 N O Y Y O u u '> U V '> , �. - LL v .0 a LL v .� o a O 0 a to a O 0 a O W w n w A4 °o O H O1 W 0 a w tD Purchasing Section 1717 Fourth Street, Suite 250 Santa Monica, CA 90401 RFQ: Telephone: 310458 -8281 Fax: 310- 393$142 TITLE: Bid Results ATTACHMENT B #4150 BID CLOSE: 6/2/2014 PROVIDE CUSTODIAL SERVICES FOR VARIOUS LOCATIONS WITHIN THE CITY OF SANTA MONICA, AS REQUIRED BY THE CUSTODIAL SERVICES DIVISION. DEDICATED DIAMOND EXECUTIVE SUITE LEE'S [GRITEV10RKSCBS INC BUILDING CONTRACT GOODWILL SERVICES MAINTENANCE SERVICES SERVICES DESCRIPTION RESPONSE RESPONSE - RESPONSE RESPONSE RESPONSE RESPONSE RESPONSE JOB WALK ATTENDENCE ATTENDED ATTENDED ATTENDED ATTENDED ATTENDED ATTENDED ATTENDED PAYMENT TERMS NET 30 DAYS 1 1/2 %20 DAYS DESCRIPE ANV ADDITIONAL FEES NONE NONE NONE AND CHARGES PRICING TO INCREASE OR RENEWAL OPTION SAME PRICE, DECREASE BY THE PERIOD 2(FIRST TERMS,AND SAME ANNUAL RENEWAL CONDITIONS PERCENTAGE AS 9 %INCREASE 2 %INCREASE 11/2 %INCREASE OPTION) OFFERED THE LIVING WAGE RATEINCREASE OR DECREASE PRICING TO INCREASE OR RENEWAL OPTION SAME PRICE, DECREASE BY THE PERIOD TERMS,AND SAME (SECOND ANNUAL CONDITIONS PERCENTAGE AS 6 %INCREASE 3 %INCREASE 1112% INCREASE RENEWAL OPTION) OFFERED THE LIVING WAGE RATEINCREASE OR DECREASE PRICING TO INCREASE OR RENEWAL OPTION DECREASE BY THE PERIOD 4(LHIRD 2% INCREASE OF SAME ANNUAL RENEWAL PREVIOUS YEAR'S PERCENTAGE AS 3 %INCREASE 3 %INCREASE 1 1/2% INCREASE OPTION) PRICE THE LIVING WAGE RATEINCREASE OR DECREASE PRICING TO INCREASE OR RENEWAL OPTION 2% INCREASE OF DECREASE BY THE PERIOD SAME ANNUAL RENEWAL RENEWAL PREVIOUS YEAR'S PERCENTAGE AS 3 %INCREASE 3 %INCREASE 1112% INCREASE OPTION) PRICE THE LIVING WAGE RATEINCREASE OR DECREASE PRICING TO INCREASE OR RENEWAL OPTION 2%INCRE p % INCREASE CASE OF DECREASE BY THE PERIOD 6 (FIFTH SAME ANNUALRENEWAL YEAR'S PERCENTAGE AS 4 %INCREASE 4 %INCREASE 1 1/2% INCREASE OPTION) PRICE THE LIVING WAGE RATEINCREASE OR DECREASE WILL YOU BE ABLE TO COMPLY WITH CAN THEINSURANCE CAN COMPLY COMPLY /CANNOT CAN COMPLY REQUIREMENTS? COMPLY DO YOU COME INTO THE CITY OF SANTA MONICA TO YES NO CONDUCT BUSINESS? DO YOU DELIVER PARTS AND /OR PRODUCTS IN YOUR OWN NO NO COMPANY VEHICLE? LIVING WAGE CONTRACT IS CONTRACT IS CONTRACT IS CONTRACT IS CONTRACT IS CONTRACT IS ORDINANCE SUBJECT SUBJECT SUBJECT SUBJECT SUBJECT SUBJECT STATE OF ARIZONA NO PRESENCE NO PRESENCE NO PRESENCE NO PRESENCE NO PRESENCE NO PRESENCE DISCLOSURE OAKS INITIATIVE DISCLOSURE INCOMPLETE COMPLETE INCOMPLETE INCOMPLETE COMPLETE COMPLETE FORM Purchasing Section 1717 Fourth Street, Suite 250 Santa Monica, CA 90401 RFQ: Telephone: 31OA58 -8281 Fax: 310- 393E142 TITLE: Bid Results #4160 BID CLOSE: 6/2/2014 PROVIDE CUSTODIAL SERVICES FOR VARIOUS LOCATIONS WITHIN THE CITY OF SANTA MONICA, AS REQUIRED BY THE CUSTODIAL SERVICES DIVISION. MERCHANTS SUB CONTRACTS SANTAFE CONTRACT IS CONTRACT IS PRIORITY DID NOT BUILDING PRIDE INDUSTRIES RUBRICCLEANING BUILDING TJS SERVICES UNISERVE BUILDING WEST COAST LOT MAINTENANCE SERVICES MAINTENANCE NO PRESENCE TERMS, AND SERVICES RESTORATION CO. RESPONSE RESPONSE RESPONSE ° RESPONSE - RESPONSE RESPONSE - RESPONSE RESPONSE ATTENDED ATTENDED ATTENDED ATTENDED ATTENDED ATTENDED FROM THE FROM THE NET 30 DAYS 1 % NET 30 DAYS NET 30 DAYS NET 30 DAYS NET 30 DAYS SAME PRICE, I I SAME PRICE, I 3.5% INCREASE I 2.5% INCREASE TERMSAND 5% INCREASE I COF°TRONS SAME PRICE. 1 1 SAME PRICE 3.5% INCREASE 2.5% INCREASE TERMS AND I TERMS,AND CONDITIONS WITH 5 %INCREASE CONDITIONS CPI OFFERED SAME PRICE, TERMS,AND CONDITIONS OFFERED 3 %INCREASE SAME PRICE, I I I SAME PRICE, 3.5% INCREASE 2.5% INCREASE CONDITIONS W TERMS AND ITH 5% INCREASE I 7 %INCREASE TERMS,AND CONDITIONS CPI OFFERED SAME PRICE, 3.5% INCREASE I 2.5% INCREASE ICONDITIONS VA I CAN COMPLY I CAN COMPLY 1 CAN COMPLY T Ims 5 %INCREASE 13 %INCREASE 13 %INCREASE CANCOMPLY I CANCOMPLY YES CONTRACT IS SUB CONTRACTS CONTRACT IS CONTRACT IS CONTRACT IS DID NOT DID NOT SUBJECT SUBJECT SAME PRICE, SUBJECT SAME PRICE, COMPLETE JOB COMPLETE JOB TERMS AND NO PRESENCE NO PRESENCE TERMS, AND WALK, W 3.5% INCREASE 2.5% INCREASE CONDITIONS WITH 5 %INCREASE 2 %INCREASE CONDITIONS DISQUALIFIED DISQUALKFI ED I CPI OFFERED FROM THE FROM THE BIDDING PROCESS BIDDING PROCESS SAME PRICE, 3.5% INCREASE I 2.5% INCREASE ICONDITIONS VA I CAN COMPLY I CAN COMPLY 1 CAN COMPLY T Ims 5 %INCREASE 13 %INCREASE 13 %INCREASE CANCOMPLY I CANCOMPLY YES CONTRACT IS SUB CONTRACTS CONTRACT IS CONTRACT IS CONTRACT IS SUBJECT SUBJECT SUBJECT SUBJECT SUBJECT PROFIT PROFITON- NO PRESENCE NO PRESENCE NO PRESENCE NO PRESENCE NO PRESENCE NO PRESENCE INCOMPLETE I INCOMPLETE INCOMPLETE INCOMPLETE INCOMPLETE INCOMPLETE v a v d t C U a` 1 X_ 9 C Q Q .r Q M p M Vl M q r{ O O 1y y Q 6 T N V Q O L N N N N N l w N pw yN d r N' W S N w w w w w w N w w OO CI N ry 6 N N w N N w q N N y N So p Q Q N N N N O n q V Q N Q O O O O � S V N N N w N w N C O OO OO T: N N N M x- N w N w w N w n bu N w w T T T T T b p W r yw O O O IpV N os '�j N 9 �I M N Ih r Z f• O Q : N N N N w N N w N N f.: N N N w N U N N V V C V V C O O V Q O V O O O Tw..gC U Q M �') Iq•1 0l Cwf O r fl M_ N N T n a m PG 10 b b N Oi ty 6 0 O��% Qy N 1� M p g O w W r N p D) O F N w w w N N w N w C F Q N 445n'11 � W � � mq ryw a0 W N% qN b q qw O O O R Amy w• qW N N N w N w N N w q Q N N o v § >� > b a " u E m « o �a10i 'o c °v' rm� cO 10 s`�'u c °m cm9 cm' o @ O u O m z •- n` � f a` c •- a` c � f o � m U O N O N 6 m b N q W ly �O n O N w N' ao 03 0U_ m U C N y b P y K o T N w m w b b c ry ry N to b T V � V < OI w N N K m a ZO o] m O a n x x x H d d d z C a` A a C d 4 Q Y J n s 0 d N j: O N N O N ry V N U f q N q !TT. 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If during the length of the contract, cleaning requirements change and monthly schedules are reduced based on budget cuts, the City will reduce the monthly /annual rate by the hourly rate indicated below. Please indicate below the hourly rate: Rate - Rate - Lead work requested - Contingency I GOODWILL The City reserves the right to request additional Custodians and Lead Custodians for one -time cleaning, for special event cleaning, for new facilities that come on board during the length of the contract and that require cleaning, and for other cleaning services as requested and authorized by the Custodial Services Administrator. If during the length of the contract, cleaning requirements change and monthly schedules are reduced based on budget cuts, the City will reduce the monthly /annual rate by the hourly rate indicated below. Please indicate below the hourly rate: 25.00 MAINTENANCE I BUILD NGS I PRIDE INDUSTRIES I RUBS RVICES ING Hourly Rate - Custodian $ 24.00 $ 22.78 $ 25.15 $ 26.57 $ 22.88 Hourly Rate - Lead Custodian $ 26.00 $ 23.28 $ 28.85 $ 28.03 $ 25.92 Notes Regular, non - Includes CDC's overtime hours Appendix VII- Pricing Sheet for additional SANTA FE workrequested - Contingency BUILDING TIS SERVICES UNISERVE PRIORITY BUILDING WESTCOASTLOT SERVICES RESTORATION CO. The City reserves the right to request additional Custodians and Lead Custodians for one -time cleaning, for special event cleaning, for new facilities that come on board during the length of the contract and that require cleaning, and for other cleaning services as requested and authorized by the Custodial Services Administrator. If during the length of the contract, cleaning requirements change and monthly schedules are reduced based on budget cuts, the City will reduce the monthly /annual rate by the hourly rate indicated below. Please indicate below the hourly rate: Rate - Custodian $ 25.121 1 $ 24.14 Hourly Rate - Lead Custodian $ 28.001 1 $ 24.93 Reference: Contract No. 9999 (CCS) E?� Contract No. 10000 (CCS)