Agenda #: 5.21
Meeting Date: June 18, 2024
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: MAINTENANCE SERVICES AGREEMENT WITH ULTIMATE
MAINTENANCE SERVICES, INC. FOR JANITORIAL SERVICES
THROUGH JUNE 30, 2029, WITH THE OPTION TO EXTEND FOR
THREE ADDITIONAL ONE-YEAR TERMS.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve and authorize the City Manager to sign the Maintenance Services Agreement with Ultimate Maintenance Services, Inc. for Janitorial services at City facilities.
FINANCIAL IMPACT:
The total not-to-exceed amount of the Agreement for 2024/25 would be $320,000.
Sufficient funds are included in the 2024/25 operating budget to cover the cost of such services. For years 2 through 5, this agreement would be subject to an increase in compensation negotiated between the City and the Consultant, but in no event shall the increase exceed the amount of the Consumer Price Index, as identified in the agreement, and would be subject to the approval of the City Manager. In addition, the City would have the option to extend the agreement for three (3) additional years, subject to the same terms and conditions. Sufficient funding will be requested under the Operating Budget for the future fiscal years.
BACKGROUND:
On February 23, 2024, the City released a Request for Proposal (RFP) for janitorial services at its facilities, i.e. Diamond Bar Center, Civic Center (City Hall and Library), Heritage Community Center, Pantera Activity Room, and Sycamore Office, with a due date of March 27, 2024. On March 14, 2024 a mandatory pre-bid meeting was held, with 26 prospective bidders attending.
ANALYSIS:
On March 27, 2024, the City received 18 proposals, with 12 of the received proposals meeting the minimum requirements of the RFP and being determined responsive.
Subsequently, staff reviewed the responsive proposals and interviewed 6 companies.
After reviewing, staff has determined that Ultimate Maintenance Services has met all of the requirements of the RFP and can provide the high level of service that the City requires.
The following is a monthly cost summary of the responsive proposals received. • Ultimate Maintenance Services $24,795.00
• Santa Fe Janitorial Maintenance Services, Inc. $25,681.05 • CM Simple Janitorial LLC $26,836.41
• Guaranteed Janitorial Service, Inc. $27,414.00
• Joncowest $27,650.00
• Merchants Building Maintenance $27,830.25
• DMS Facility Services, Inc. $29,299.48
• Premier Property Preservation, LLC $30,342.00
• EcoBrite Services, LLC $30,551.17
• Priority Building Services, LLC $31,117.00
• Coastal Building Services, Inc. $33,796.00
• Executive Facilities Service, Inc. $55,486.31
The FY24/25 total not-to-exceed amount of the agreement with Ultimate Maintenance Services is $320,000, with $297,540 for the monthly services and $22,460 for asneeded services. The following schedule shows the cost breakdown for each facility per fiscal year.
Facility Monthly FY24/25 FY25/26 FY26/27 FY27/28 FY28/29 Diamond Bar Center $6,350 $76,200 +CPI +CPI +CPI +CPI
Civic Center (City
Hall and Library)
$5,725 $68,700 +CPI +CPI +CPI +CPI
Heritage Park –
Community Center
$1,495 $17,940 +CPI +CPI +CPI +CPI
Pantera Park –
Activity Room
$975 $11,700 +CPI +CPI +CPI +CPI
Sycamore Canyon –
Office
$600 $7,200 +CPI +CPI +CPI +CPI
Day Porter @
Cityhall/Library
$6,350 $76,200 +CPI +CPI +CPI +CPI
Day Porter @
Diamond Bar Center
$3,300 $39,600 +CPI +CPI +CPI +CPI
Total $24,795 $297,540 +CPI +CPI +CPI +CPI
As-Needed Service Budget $22,460
FY24/25 FY25/26 FY26/27 FY27/28 FY28/29
Total Authorization $320,000 +CPI +CPI +CPI +CPI
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.21.a Maintenance Services Agreement with Ultimate Maintenance Services, inc.