Item 258/2025
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: William E. Murray
Dept:
City Manager Dept: Public Works
Date: 8/12/2025
Subject: Award a contract to Merchants Building Maintenance, LLC to provide custodial services at various City facilitilies. (Cost: $198,482.11)(Action Item)
OBJECTIVE
For City Council to award a contract with Merchants Building Maintenance, LLC in response to Request for Proposal (RFP) No. S-1363 to provide full custodial services at six (6) locations in the City.
BACKGROUND
The current custodial contract with Merchants Building Maintenance, LLC is due to expire on August 31, 2025. This agreement provides full custodial services at the City’s jail facility, three (3) police substations, the Buena Clinton Family Resource Center, and the Magnolia Park Family Resource Center.
DISCUSSION
RFP S-1363 was released on the City’s Planet Bids portal on March 10, 2025. On April 16 , 2025, the City received twelve proposals in response to the RFP. Staff reviewed the proposals and eleven proposals were deemed as responsive with one (1) proposal being deemed as non-responsive. The initial scores were calculated on June 19, 2025 and the top three (3) scoring proposers were invited to submit a Best and Final Offer and to participate in an interview on June 23, 2025. Upon completion of the interviews, the final scores were calculated and are as follows:
COMPANY NAME FINAL SCORES
Merchants Building Maintenance, LLC 249
Base Hills, Inc. Santa Fe Springs C.A 230
Omni Enterprise, Inc. DBA 224
Item 258/2025
Guaranteed Janitorial Services, Inc. 209
Ultimate Maintenance Services, Inc. 206
Excellence Professional Cleaning, Inc. 201
Santa Fe Janitorial Maintenance Services, Inc. 192
Eternal Love dba Vested Solutions Janitorial 182
Sherrod and Sons, LLC 177
Municipal Contract Solutions dba MCS, LLC 130
J&S Building Maintenance Inc. 122
Priority Building Services, LLC Non-Responsive
Merchants Building Maintenance, LLC, was selected based on the final scores, positive references, performance in the interview, and their level of expertise in providing full custodial services. They also offered the lowest pricing and proposed a work plan that best fits the needs of the City.
FINANCIAL IMPACT
The cost for the custodial contract with Merchants Building Maintenance, LLC for the first three (3) fiscal years is $165,401.76, with a 20% contingency of $33,080.35 to cover on -call cleaning of the jail facility as well as any unforeseen cleaning and sanitizing services required by the City . The total not -to-exceed contract amount for the first three (3) fiscal years including contingency is $198,482.11. Funding for the contract is available in the adopted Public Works operating budget.
RECOMMENDATION
It is recommended that the City Council:
Award a contract to the highest scoring proposer, Merchants Building Maintenance, LLC, in the firm fixed price amount of $198,482.11 for the first three fiscal years of the contract, with the option to renew the contract for two additional years;
Authorize the City Manager, or designee, to approve the two annual extensions which include the 20% contingency for on -call cleaning of the jail facil ity as well as any unforeseen cleaning and sanitizing services required by the City, and adjust compensation per the CPI for all urban consumers (CPI -U) for the 12 months ending May of the applicable extension year, not to exceed 5%. Authorize the City Manager, or designee, to amend the contract once the new public safety building is completed to remove the existing jail facility from the Item 258/2025
scope of work and include the new public safety building so there is no lapse in providing janitorial services to the police department; and Authorize the City Manager, or designee, to execute the agreement and any necessary amendments, and make minor modifications as appropriate thereto, on behalf of the City.
By: Rafael Robles, Custodial Supervisor
ATTACHMENT(S)
1. Agreement and Attachment A (Scope of Work)
2. Attachment B (Merchants Best and Final Proposal Summary Pricing)