Item 359/2026
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Samuel Kim
Dept:
City Manager Dept: Public Works
Date: 9/8/2026
Subject: Award a contract to CCS Facility Services Orange County, Inc. to provide janitorial services for the new public safety building and parking structure. (Cost: $768,535 per year)(Action Item)
OBJECTIVE
For City Council to approve a one -year janitorial services agreement with CCS Facility Services Orange County, Inc., in the amount of $768,535, for the new public safety building and parking structure. The agreement includes the option to extend services for an additional four (4) one -year terms, exercised at the sole discr etion of the City, for a total five -year performance period valued at approximately $3,842,675.
BACKGROUND
On July 16, 2026, staff issued a Request for Proposal (RFP S -1396) for the provision of custodial services for the new public safety building and parking structure. Due to the complexity of the facility and other unknown variables, two operational elements were given priority in formulating the RFP: ensuring appropriate staffing levels and defining facility safety standards and protocols.
To ascertain staffing levels, the City defined cleaning standards and frequency of services by establishing three (3) service level tiers (Tier 1 = Full Service, Tier 2 = Standard Service, and Tier 3 = Managed Service). Each Tier is distinguished by cleaning frequencies (i.e. weekly v. bi-weekly v. monthly services). Refer to the attached Janitorial Work Plan for a full listing of all three service tiers. Contractors were requested to evaluate each tier and submit staffing models with respective productive hours and costs for each tier. Further, the RFP established that the City would have final determination in choosing a contract tier for final award and have the contractual ability to transition to a lower or higher tier after an initial performance assessment.
The second prioritized element was defining safety standards and protocols, such as requiring all contract ed staff to be background -checked per Garden Grove Police Department standards, and requiring contractors, their employees, and any sub -contractors to sign and submit confidentiality agreements before formally commencing work in the new building (RFP Exhibit B - Safety Standards & Protocols).
Item 359/2026
DISCUSSION
A total of six (6) proposals were submitted and evaluated. The following table summarizes the scoring results:
Table 1. RFP S-1396 Proposal Scoring Summary (ranked by total score) Rank Company Rater 1 Rater 2 Rater 3 Total
Score
1 CCS Facility Services
(Recommended) 88.7 89.7 89.7 268.1
2 Merchants Building
Maintenance 78 85 87.5 250.5
3 DMS Facility Services 70.6 82.6 81.6 234.8
4 EBS Maintenance 68 73 77 218.0
5 CM Simple Janitorial
Services LLC 60.3 69.3 82.3 211.9
6 Coastal Building Services 59.4 64.4 74.4 198.2
Staff unanimously concluded CCS Facility Services (CCS) is the most qualified custodial company, with proven public safety experience and best overall contract value. Additionally, staff is recommending to award the contract at tier 2 service level. This tier selection will give the City the flexibility to scale up (Tier 1) or down (Tier 3) after a proposed 30/60/90 -day contract review, thereby ensuring the most appropriate staffing level. The following is a table summarizing CCS’s Tiers costs and respective productive labor hours:
Tier 1 Full
Service
Tier 2 – Standard
Service
Tier 3 – Managed
Service
Contract Cost $839,971 $768,535 $653,431
Weekly Labor Hours 416 376 304
For other key contract highlights see attached “Contract Reference Guide”.
FINANCIAL IMPACT
The contract will be awarded at the Tier 2 service level in the amount of $768,535. However, staff is requesting that the appropriation be established at the Tier 1 service level of $839,971 to allow for additional services, if warranted, following completion of the 30 -, 60-, and 90- day performance review periods. The difference between the Tier 1 and Tier 2 service levels is $71,436. If the final determination is to remain at Tier 2 or a lower service level, any unused additional appropriation will be removed from the contract budget.
For Fiscal Year 2026-27, $493,154 is included in the adopted budget for custodial services.
In addition, $26,263 in existing funding previously allocated for the former Police facility will be redirected to support the new contract. Accordingly, an additional appropriation of $320,554 from the General Fund is required for the agreement with CCS Facility Services Item 359/2026
Orange County, Inc. to provide custodial services for the new Public Safety Building and parking structure.
RECOMMENDATION
It is recommended that the City Council:
Authorize the Finance Director to appropriate $320,554 in FY2026-27 General Fund (Fund 111) budget for this contract (GL: 1115311485 – Custodial); Authorize the City Manager , or designee, to execute a one -year agreement with CCS Facility Services Orange County, Inc., in the amount of $768,535 (Tier 2), with an option to extend said agreement for an additional four (4) one-year terms, at the sole discretion of the City, for a total five -year performance period valued at approximately $3,842,675; and Authorize the City Manager, or designee, to transition between service tiers as per the Janitorial Work Plan referenced in the subject Janitorial Services Agreement, including executing the necessary contract amendments and make minor modifications as appropriate thereto on behalf of the City.
By: Ana V. Neal, Principal Administrative Analyst
ATTACHMENT(S)
1. CCS Services Agreeement & Janitorial Work Plan
2. CCS Proposal
3. CCS Contract Reference Guide
4. CCS Contract Exhibits