EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: September 20, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Jay Farr, Maintenance Division Manager
Humza Javed, City Engineer
SUBJECT: Award of contract to Frank and Grossman Landscape Contractor, Inc. for Janitorial Services
Recommendation
Adopt a Resolution awarding a contract to Frank and Grossman Landscape Contractors, Inc. for five (5) years with two possible one-year extensions at the discretion of the City Manager for an amount not-to-exceed one hundred fifty thousand dollars ($150,000) annually for city facilities janitorial services.
Alignment with City Council Strategic Plan
This recommendation is primarily aligned with:
Priority No. 3: Increase Organizational Effectiveness and Efficiency Priority No. 4: Improve Public Facilities and Infrastructure Background
The City currently has a city-wide facility janitorial services agreement with Enviro Clean Maintenance, LLC for routine city facility cleaning. The term of the Janitorial Services Agreement with Enviro Clean Maintenance expires on November 30, 2022.
On March 25, 2022, staff released a Request for Proposal (RFP) for city-wide janitorial services which includes the following city facilities:
1. Community Development Facility, 1960 Tate Street
2. Reentry Program Facility, 2277 University Avenue
3. Maintenance Corporation Yard Facility, 150 Tara Road
4. Police Department Facility, 141 Demeter Street
5. Police Department Sub-Station Facility, 219 Demeter Street
6. Space at YMCA Facility, 550 Bell Street
7. Cooley Landing Facility & Park Restrooms, 2100 Bay Road
8. Martin Luther King Jr. Park Restrooms, 435 Daisy Lane
9. Jack Farrell Park Restrooms, 2508 Fordham Street
10.Additional Services: Facility rental/events & emergency cleaning at City Facilities Staff posted the RFP on City’s website and mailed it through the US Postal Service to several janitorial companies in the Bay Area.
Analysis
By the deadline of May 27, 2022, the City received a total of ten (10) proposals from the following companies:
1. California best Janitorial
2. Enviro Clean Maintenance, LLC
3. Wright Solutions, LLC
4. Frank + Grossman Landscape Contractor, Inc.
5. Green Source Janitorial
6. Impec Group
7. Premier Property Preservation
8. Universal Building Services
9. Commercial Maintenance Janitorial Service
10.Aim to please Janitorial Services, Inc
The evaluation committee comprised of three staff members from the Public Works Department. The evaluation committee reviewed and ranked the proposals based on qualification, experience, and cost. The highest-ranking proposer, Frank and Grossman Landscape contractors, Inc. was the highest ranked firm, and is being recommended for selection.
Frank and Grossman Landscape Contractors, Inc. is a full-service, quality janitorial and landscape corporation serving the greater Bay Area. Frank and Grossman Landscape Contractors corporate office is located at 3428 Arden Road in Hayward California with six other local branches at the following locations:
1. San Jose - 1253 Alma Court, San Jose, Ca 95112
2. Hayward - 3111 Depot Road, Hayward, Ca 94545
3. Peninsula - 2949 Edison Way, Redwood City, CA 94063
4. North Bay - 7765 Healdsburg Avenue, Suite 4, Sebastopol, CA 95472
5. Monterey/Carmel - 2200 Del Monte, Monterey, CA 93940
6. Concord - 418 Buchanan Circle, #7 Pacheco, Ca 94553
The janitorial services contract will have a 5-year term with two (2) optional one-year extensions at the discretion of the City Manager. The annual contract amount is $150,000. The total compensation for five years would be $750,000.
Fiscal Impact
The estimated annual cost for facility janitorial services is one hundred and fifty thousand Dollars ($150,000) which includes regular facility janitorial services, including daily park restroom cleaning, as well as cleaning services for facility rentals. This amount is budgeted in the Public Works Maintenance Division FY 22/23 operational budget from city’s general fund.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website and at the San Mateo County Library located at 2415 University Avenue, East Palo Alto.
Environmental
The action being considered by the City Council is exempt from the California Environmental Quality Act (CEQA) because it is not a “project” pursuant to 15378(b)(4) because it is a fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant impact on the environment.
Attachments
A. Proposal
B. RESOLUTION
C. RESOLUTION Janitorial Services Contractor