Staff Report
City Council
Item No. {{section.number}}.N
Meeting Date: June 25, 2025
From: Kevin Biersack, Financial Services Director
Title: Award Maintenance Agreement for Janitorial Services RECOMMENDATION:
To approve the maintenance services agreement for janitorial services; and, authorize the City Manager to execute the maintenance agreement with APEX Team Solutions.
BACKGROUND:
The Facilities Department oversees janitorial services for City Hall, Police Department, and the Fire Administration offices at Fire Station (FS) 410. To ensure cost-effective and efficient janitorial services, staff issued a request for proposals (RFP) seeking qualified professional janitorial companies to submit proposals to provide the City with janitorial staff for City Hall, Police Department, and fire station 410. The RFP was posted on the City website and distributed to six (6) potential vendors from our internal vendor list including the current contractor, All Desert Blue.
The RFP schedule included the following key dates:
- Deadline to receive questions from prospective submitters: March 12, 2025 - Posting answers to unique questions to the City website: March 20, 2025 - Proposal submission deadline: April 14, 2025, by 4:30 pm The scope of service included in the RFP consists of furnishing all labor, materials, equipment, tools, supervision, and all utility and transportation services required to provide the following services for City Hall, Police Department, and FS 410. •Empty and clean all waste baskets and replace vinyl liners. •Clean and sanitize all restrooms and refill restroom dispensers. •Dust and wet mop all entry tiles on 1st floor.
•Clean all entrance door glass.
•Vacuum all carpets on 1st, 2nd, and 3rd floors including executives’ offices (if door is open).
•Dust ledges.
•Clean mail room and training room.
•Additional quarterly services included in the scope of services in the RFP and contract.
DISCUSSION:
Companies were asked to provide cost proposals that included all janitorial services listed in the scope of work in a separate, sealed envelope, all per state and federal proposal submittal/review requirements.
All proposals were evaluated by a panel consisting of three members, including the Facilities manager, a facilities maintenance worker, and a representative from Desert Recreation District. The panel noted that all companies provided proposals that were responsive, qualified and knowledgeable about the requirements related to janitorial services for City Hall, Police Department, and FS 410. The rating summary of the panel’s review is attached.
Each proposal was evaluated based on the following criteria as outlined in the RFP:
1. Ability of the firm to perform the specific tasks outlined in the request for proposals based on the descriptions as submitted in the scope of work.
2. Qualifications of specific individuals who will be significantly involved in the janitorial services.
3. Degree of responsiveness regarding the contractor addressing the items listed in the request for proposals.
4. Cost proposal provided.
Financial Services received six (6) separate proposals in response to our RFP for janitorial services. The names of the companies who submitted proposals is listed below. The evaluation committee scored each proposal on a scale of 1-100. The scores were as follows:
Contractor Score
APEX Team Solutions 90.00
Merchants B.M. 86.29
All Desert Blue 80.98
Premier Property Preservation 79.89
Coachella Maids 77.27
JV Sitework 59.14
The evaluation committee felt it best to reach out to Jonco, APEX Team Solutions, referred to as APEX Team Solutions, and Merchants B.M. to ask both for their best and final cost offer to obtain the best cost value. In the end, the committee found that APEX Team Solutions demonstrated superior qualifications and experience, selecting them as the chosen vendor to move forward with for our janitorial services for City Hall, Police Department, and FS 410.
With a monthly cost of $10,325 and no longer having to pay for janitorial supplies ($400 monthly cost), the monthly cost savings is projected to be $150/month, $1,800/year.
FISCAL IMPACT:
Janitorial Services are currently budgeted under the facilities division’s maintenance and operation account (100-400-480-481-8300-8301) and are included in the City’s FY 2025- 26 and FY 2026-27 Biennial Budges. APEX Team Solution’s proposed budget for monthly services is within the current budgeted amounts.
FIVE-YEAR STRATEGIC PLAN:
Goal C: Fiscal Stability and Sustainability
TAction C-2: Develop an inventory of contract services that are due for bid and request proposals.
ATTACHMENTS:
1. Proposal Evaluation Summary
2. APEX Team Solutions, Inc. Maintenance Agreement