DATE: September 3, 2024
TO: Mayor and Members of City Council
VIA: Stefan Chatwin, City Manager
FROM: Andrew Brozyna, Public Works Director
Kurt Zander, Building and Vehicle Maintenance Manager
DEPARTMENT: Public Works
SUBJECT: APPROVING THE APPROPRIATION OF $24,000 FROM FUND 505 TO ACCOUNT NUMBER 505-0550-419-4251 AND
APPROVING A JANITORIAL SERVICES AGREEMENT IN THE
AMOUNT OF $348,184 PER YEAR WITH JULIO’S CLEANING
AND MAINTENANCE SERVICES FROM OCTOBER 1, 2024,
THROUGH SEPTEMBER 30, 2026, WITH OPTIONAL
EXTENSIONS THOUGH SEPTEMBER 30, 2029.
RECOMMENDATION
It is recommended that City Council adopt the attached resolution approving the appropriation of $24,000 from fund 505 to account number 505-0550-419-4251 and approving a vendor services agreement for janitorial services with Julio's Cleaning and Maintenance Services in the amount of $348,184 per year from October 1, 2024, to September 30, 2026, with three (3) optional one-year extensions through September 30, 2029.
EXECUTIVE SUMMARY
At its meeting on July 15, 2024, the City Council authorized the issuance of a Request for Proposal for Citywide Janitorial Services. Based upon an evaluation of the twelve (12) proposals received, City staff recommends approval of an agreement with Julio's Cleaning and Maintenance Services in the amount of $348,184 for a two year period from October 1, 2024, to September 30, 2026, with three (3) optional one-year extensions through September 30, 2029. This contract amount consists of $338,184 for routine
maintenance and an additional allowance of $10,000 per year for on-call services. The adopted FY 2024-2025 budget for janitorial services is $325,000, which is less than the current cost of service by $23,184, so staff is recommending additional appropriation of $24,000 from Fund 505.
BACKGROUND
The City has contracted with commercial janitorial services to perform routine janitorial maintenance of the following City facilities since 1995:
•Corporation Yard (Administration Facility, Training Room, Data Room, Lunch Room, and Locker Rooms)
•City Hall
•Council Chambers
•Fire Administration
•Police Station
•Library/Community Center
•Recreation Center/Senior Wing
•Teen Center
The City’s current janitorial agreement expires on September 30, 2024. At its meeting on July 15, 2024, the City Council authorized issuing a Request for Proposal for Citywide Janitorial Services.
ANALYSIS
In response to its Request for Proposal, the City received proposals from twelve (12) janitorial service vendors. No proposals were disqualified based on staff assessment of the proposals and previous experience with the vendors. Table 1 summarizes the twelve (12) qualified proposals.
Table 1: Citywide Janitorial Proposals Summary
Proposer
Proposal
Monthly Cost
Proposal
Annual Cost
Julio's Cleaning & Maintenance Services $28,182.00 $338,184.00 Cappstone $29,109.42 $349,313.04
Kleen-Tech $29,696.00 $356,352.00
Impec Group $32,353.33 $388,239.96
Imperial Maintenance $34,115.19 $409,382.28
Frank & Grossman $37,323.41 $447,880.92
Karla’s Janitorial $38,548.00 $462,576.00
Significant Cleaning $42,453.43 $509,441.16
Bamacor, Inc. $43,760.00 $525,120.00
Nova Commercial $46,579.99 $558,959.88
Universal Building $52,356.00 $628,272.00
Central Maintenance $54,630.00 $655,560.00
*Includes only permanent facilities
Based upon a thorough review of the proposals received, the Building Maintenance Division staff recommends entering into an agreement with Julio's Cleaning and Maintenance Services to provide Citywide Janitorial services for two years from October 1, 2024, through September 30, 2026, with three (3) optional one-year extensions through September 30, 2029. In addition to having the lowest proposal for monthly and annual cost, Julio’s Cleaning and Maintenance Services is the City’s current vendor and staff has not identified any service issues that would disqualify them from performing the services required.
In addition to the routine maintenance services, proposers provided costs for on-call services, which can be accessed for limited janitorial needs outside of regularly scheduled maintenance, for instance during special events or incidents between regular maintenance activities. The attached agreement allows for on-call services up to $10,000 per year at the on-call hourly rate.
Since the temporary Recreation facilities had not been installed at the time that proposers were touring the facilities and preparing their proposals, the proposals were all based upon the current Recreation Center/Senior Wing facilities. It is anticipated that staff will engage in discussions with the selected vendor regarding the temporary facilities once the Recreation Center project construction gets underway, and may need to bring a contract amendment to the City Council at that time.
CEQA
This action is not a project under Section 15378 of the CEQA Guidelines, as the approval of the contract for routine janitorial services has no potential for a direct or indirect physical change in the environment.
FISCAL IMPACT
The line item for janitorial services in the adopted FY 2024-2025 Final Budget is $325,000, which is less than the proposed total contract cost of $348,184 by $23,184.
Staff recommends appropriating $24,000 from Fund 505 to Account Number 505-0550- 419-4251 to account for this difference. If the City chooses to exercise its option to extend the agreement in future years, the total amount due for services will increase 3% per year for each of the extension years.
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 - Julio's Cleaning and Maintenance Services Proposal Form Attachment 3 - Agreement