CITY COUNCIL AGENDA REPORT
MEETING DATE: 6/17/2025
DEPARTMENT: Public Works
SUBJECT:
AWARD OF CONTRACT FOR CIVIC CENTER CUSTODIAL AND JANITORIAL
SERVICES
RECOMMENDED ACTION(S):
1. Award an Agreement for Maintenance Services in the amount of $1,182,092 to Crown Facility Solutions for Civic Center Custodial and Janitorial Services.
2. Authorize the Mayor to sign, and the City Clerk to attest, the award of contract to Crown Facility Solutions, substantially in the form attached.
EXECUTIVE SUMMARY:
The current contract with Innovative Cleaning Services for Civic Center Custodial and Janitorial Services expires on June 30, 2025. Staff issued a Request for Proposals (“RFP”) in February 2025. The procurement process is a qualifications-based selection process. The RFP selection process is based on a contractor’s experience, understanding of the scope of services, proposed personnel, completion of similar projects in a timely manner, and t ability to provide optimal services at an acceptable cost. After completing a competitive process as outlined in the City’s Purchasing Guidelines, staff identified the most qualified contractor for Civic Center Custodial and Janitorial Services.
Staff recommends awarding a contract to Crown Facility Solutions, Inc., (“Crown”). The recommended contract term is three years with two optional one- year extensions at the discretion of the City Council. The proposed Civic Center Custodial and Janitorial Services Agreement with Crown would begin July 1, 2025 (Attachment 1). The Agreement includes a compensation amount of $1,182,092. Sufficient funds for the contract are included in the Fiscal Year 2025- 26 Operational Budget.
BACKGROUND:
In May of 2017, ground-breaking construction began on a fully integrated Civic Center that serves as the City’s “100 Year Home.” The 12.5-acre site is
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comprised of an 8.1-acre Civic Center Campus, 2.6 acres of mitigation area and
1.8 acres of landscaped slopes. The Civic Center Campus includes a 52,000 square foot City Hall and Community Policing Building, a 14,000 square foot Council Chambers and Performing Arts Center with 200 seats, a 17,000 square foot, single story Senior Center Building with a Catering Kitchen, an 18,000 square foot Community Center which reconfigures into multiple banquet and conference rooms and a two-story, 109,340 square foot Parking Structure with 308 parking spaces.
On June 23, 2022, the City Council awarded an agreement to Innovative Cleaning Services to provide Civic Center custodial and janitorial services. The contract included two (2) day porters and four (4) custodians. The contract terminates June 30, 2025. Although the agreement is eligible for an extension, staff determined the communication and coordination with Innovative Cleaning Services has failed to meet expectation levels and resulted in missed cleaning assignments.
DISCUSSION:
The scope of services published with the RFP is for routine custodial/janitorial services. The Community Services Department manages janitorial services for special events. The Civic Center scope of work includes various services consistent with American Physical Plant Administrator (“APPA”) standards, which establish basic sanitary standards for facilities accessed by the public and workers. These services include, but are not limited to cleaning and maintenance of the following: restrooms, gym/locker rooms/exercise equipment, lobbies, entryways, reception areas, hallways, corridors, stairways, offices, meeting rooms, lunchrooms, elevators, lifts, carpeted floors, floor mats, resilient and hard surface floors, ceilings and light fixtures, walls, partitions, windows, doors, benches, kitchen areas, BBQ areas, and food preparation rooms. This contract does not include services for special events held during the week or on weekends.
On February 20, 2025, staff issued an RFP and solicited proposals for Maintenance Services on OpenGov. The City subsequently received proposals from thirteen firms shown below:
•Allied Universal
•Apexion DBA Joncowest
•Coastal Building Services, Inc.
•Crown Facility Solutions
•Doctor Clean
•Executive Facility Services, Inc.
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•Kleenway Services, Inc.
•MasterCorp Commercial Services
•Omni Enterprise, Inc.
•Premier Property Preservation, LLC.
•Slate USA, Inc.
•Ultra Shine, Inc.
•Vested Solutions
Consistent with the City Purchasing Guidelines, staff assembled a selection committee approved by the City Manager to review proposals and participate in the interview phase of the selection process. The selection committee was comprised of the following:
•Deputy City Manager
•Public Works Maintenance Manager
•Facilities Manager
•Recreation Manager
Technical Review and Interview Process
The review process is comprised of three phases: the Technical Review of written proposals, the Qualifications Interview phase, and the cost proposal evaluation. The Purchasing Guidelines require the Selection Committee to review all proposals submitted in response to the RFP. As summarized in Table 1, staff reviewed the proposals, and five (5) contractors met the minimum required technical criteria and were therefore invited to the interview process. Prior to the interview process, Doctor Clean, Inc., requested to remove their proposal indicating other contractual obligations and not being able to meet the project scope. Table 2 shows the total score for the interview and cost.
Table 1: Technical Review Scoring
Vendor
Vendor’s
Communic
ation
0-10 Points
32 Points
(16%)
Project
Understanding
0-10 Points
40 Points
(20%)
Technical
Knowledge
0-10 Points
32 Points
(16%)
Key
Personnel
0-10
Points
40 Points
(20%)
Meeting
Preparatio
n
0-10
Points
16 Points
(8%)
Cost
Proposal
Evaluation
Points
Based
40 Points
(20%)
Total
Score
(Max
Score
200)
Crown
Facility
Solutions
8.5 9.3 8.8 8.8 8 36 176
MasterCorp.
Commercial
Solutions
7.5 6.8 7.3 7 7.3 36 149.8
3 4
9 9
3 4
9 9
Vendor
Vendor’s
Communic
ation
0-10 Points
32 Points
(16%)
Project
Understanding
0-10 Points
40 Points
(20%)
Technical
Knowledge
0-10 Points
32 Points
(16%)
Key
Personnel
0-10
Points
40 Points
(20%)
Meeting
Preparatio
n
0-10
Points
16 Points
(8%)
Cost
Proposal
Evaluation
Points
Based
40 Points
(20%)
Total
Score
(Max
Score
200)
Executive
Facility
Services,
Inc.
76.3 6 6.3 6.3 6.5 38 137.4
Apexion
DBA
Joncowest
4.5 4.8 4.5 4 4.3 40 110.6
Table 2: Aggregate Scores Summary - Qualifications, Interview and Cost Scoring Vendor Evaluator 1 Evaluator 2 Evaluator 3 Evaluator 4 Total Avg. Score (Max Score 200)
Crown
Facility
Solutions
178.4 175.2 174.4 176 176
MasterCorp.
Commercial
Solutions
135.2 164 144 156 149.8
Executive
Facility
Solutions,
Inc.
114.8 146 133.2 155.6 137.4
Apexion DBA
Joncowest 90.4 139.2 117.6 95.2 110.6
During the qualifications interview, Crown demonstrated a comprehensive knowledge of custodial and janitorial services and scored higher than the other firms. Crown was better able to articulate its knowledge of the Civic Center and experience with retaining quality employees. Crown described its plans for providing a high level of service and ability to address personnel issues without impacting Civic Center employees and visitors. Crown‘s approach includes a work order system that allows City staff to review results of inspection reports prepared by Crown’s supervisors. This provides an opportunity for City staff to address concerns quickly with Crown supervisors to resolve any issues that may arise. Since Crown currently provides services for Civic Center special events, hiring the same firm for janitorial and custodial services could improve communication, coordination, and the overall level of service for cleaning services in all areas of the Civic Center campus. Crown also currently provides services for the offices and restroom facilities at the Lake Forest Sports Complex. 3 4
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The team presented by Crown is experienced and prepared to begin servicing the Civic Center campus. During the interview, the owner of Crown explained the compensation approach the company has used to retain employees long term.
According to Crown, their compensation to employees is generally higher than the market rate, which incentivizes employees to stay with the company long term. Employees are also encouraged to discuss career plans with supervisors to help the company plan for internal advancement. The Selection Committee was impressed by this approach, as retaining quality employees long term can mitigate the performance issues the City is experiencing with the current janitorial arrangement. Further, a low turnover rate for janitorial workers mitigates the security risks inherent to this service, as the janitorial staff are provided unique access to City facilities with limited supervision. The selection committee felt confident that Crown could competently provide the required Civic Center janitorial and custodial services.
Cost Proposals
Compensation scoring is based on a monthly rate for each position related to day porter and nightly janitorial services, with hourly rates secured for any additional services. At the conclusion of the interview process, all firms had the opportunity to submit a last, best, and final cost proposal. Staff deemed the rate structure submitted by Crown to be reasonable based upon historical costs the City has paid for custodial and janitorial services. Table 2 below describes the cost proposal amounts received by each firm that qualified to receive an interview.
Table 2: Civic Center Custodial/Janitorial Services Cost Proposals Firm 3-Year Cost
Proposal
MasterCorp. Commercial Solutions $1,204,753.32
Crown Facility Solutions $1,177,092.00
Executive Facility Services, Inc. $1,168,128.00
Apexion DBA Joncowest $1,099,080.00
The scope of work includes services that are consistent with American Physical Plant Administrator (“APPA”) standards, which establish basic sanitary standards for facilities accessed by the public and workers. These services include, but are not limited to cleaning and maintenance of the following: restrooms, lobbies, entryways, reception areas, hallways, corridors, stairways, offices, meeting rooms, lunchrooms, elevators and lifts, carpeted floors, floor mats, resilient and hard surface floors, ceilings and light fixtures, walls, partitions, windows, doors, benches, kitchen areas, BBQ areas, and food preparation rooms. 3 4
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Reference Checks
Staff conducted reference checks from three firms and/or agencies (Attachment 2). References provided positive feedback, attesting to custodial and janitorial expertise and responsiveness of Crown. Crown has been providing janitorial services for the Lake Forest Sports Park Community Center and Clubhouse buildings since 2019. In addition, the owner of Crown is a Lake Forest resident.
Recommendation
Based on the technical review, interview performance, cost comparison, and reference checks, staff recommends the City Council approve of the Agreement with Crown with a total compensation amount of $1,182,092.00. This represents a 0.5% increase from the current agreement for janitorial and day porter services.
Crown originally proposed a three-year compensation amount of $1,212,372.00, however after negotiations with City staff, Crown lowered their costs while still complying with the scope of services. The City’s scoring rubric combines the qualifications from the written proposal, the in-person interview, and the proposed costs to provide the City with the best overall value. Crown understands the high level of APPA standards specified in the scope of work, which will provide the Civic Center campus with a clean and safe environment for the visiting public and staff.
The term of the Agreement with Crown is for three years with two optional one- year extensions. Awarding Crown the proposed Agreement would ensure continued custodial and janitorial services for the Civic Center. The compensation amount in the Crown Agreement is based upon the cost of $1,177,092 for routine monthly services for a three-year term in addition to $5,000 contingency amount for work outside of any routine janitorial services.
Consistent with the City’s Purchasing Guidelines, the proposed Crown Agreement was reviewed by the City Attorney’s Office and approved to form. The City’s standard form agreement allows the City Manager to approve extra work up to 10% of the compensation amount.
FISCAL IMPACT:
The proposed Crown Agreement includes $1,182,092 in total compensation. The Crown Agreement includes a three-year term ending June 30, 2025, with two optional one-year extensions. Sufficient funds are included in the 2025-2027 Operating Budget to cover the costs of the recommended action. 3 4
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ATTACHMENTS:
1. Agreement for Maintenance Services with Crown Facility Services, for Civic Center Custodial and Janitorial Services
2. Reference Check for Crown Facility Services
Initiated By: Michael McConaha, Public Works Maintenance Manager Submitted By: Douglas A. Erdman, P.E., Acting Director of Public Works/City Engineer
Approved By: Debra Rose, City Manager