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7.4 - Approval of Janitorial Maintenance Services Contract with Madill Enterprise, Inc, DBA Advanced Property Services (APS) June 9, 2026
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Recommendation
Approve agreement with Advance Property Services (APS) for Initial 3-years(July 1,2026 – June 30,2029) with contract amount not to exceed $897,010.08 with optional two (2) year extension. Approve annual rate adjustments beginning July 1,2027 limited to the lesser of the Consumer Price index (CPI) or three percent (3%) annually.
Approve a ten percent (10%) contingency in the amount of $89,701.00 for unforeseen operational needs and service adjustments
Space for closed captions. No text in the red area. Delete before finalizing. Staff issued Request of Proposal (RFP) no. OM- 2601 on April 20, 2026
The RFP solicited routine janitorial services for City owned facilities including Town Hall, Library, Sheriff’s Office, Fire Station, Park facilities, and Wastewater Treatment Plant.
The contract scope was structured to accommodate future facility expansion.
Background
Space for closed captions. No text in the red area. Delete before finalizing. A mandatory pre-proposal facility tour was conducted on April 27,2026, with four (4) firms in attendance.
City received two(2) proposals in response to the RFP # OM-2601 Advanced Property Services (APS)
S3 Concepts
An evaluation committee review and scored each proposal using a Best Value procurement process
Based on evaluation results, Advanced Property Services (APS) received the highest overall score and was determined to provide best overall value for the city
Discussion – Procurement Process
Space for closed captions. No text in the red area. Delete before finalizing. Over 25 years of professional janitorial services experience. Extensive experience serving municipalities and public agencies. Comprehensive staffing plan and quality assurance program. Strong client references and demonstrated operational capacity. Current service provider for the City of Mountain House with an established record of performance.
Discussion – Why APS ?
Space for closed captions. No text in the red area. Delete before finalizing. Routine janitorial services, including restroom sanitation, floor care, carpet maintenance, and window cleaning.
Event support, porter services, and on-call cleaning services. Compliance with SB 1383 waste and recycling requirements. Flexibility to accommodate future facility additions and operational needs.
Discussion – Contract Highlights
Space for closed captions. No text in the red area. Delete before finalizing. The proposed Agreement with Advance Property
Services (APS)includes an initial three (3) year term
with annual Consumer Price Index (CPI)
adjustments, capped at three
percentage(3%)beginning year two(2)
Upon Council approval, the City Manager will be
authorized to utilize a contingency amount of up to
$89,701.00 (10%) for unforeseen operational needs,
emergency cleaning services, and future facility
modifications.
Sufficient funding is included in the Fiscal Year
2026–27 Operating Budget.
Fiscal Impact
Fiscal Year Estimated Cost
FY 2026-27 $290,210.00
FY 2027-28 $298,916.30
FY 2028-29 $307,883.78
Total Initial Term $897,010.08
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Upon Council approval, staff will:
Finalize and execute the agreement with Advanced Property Services (APS).
Establish service schedules for all City facilities.
Initiate janitorial services effective July 1, 2026.
Next Steps
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Recommendation
Approve the agreement with Advanced Property Services (APS) for an initial three-year term (July 1, 2026 – June 30, 2029) in an amount not to exceed $897,010.08, with two optional one-year extensions. Approve annual rate adjustments beginning July 1, 2027, limited to the lesser of the Consumer Price Index (CPI) or three percent (3%) annually.
Approve a 10% contingency in the amount of $89,701.00 for unforeseen operational needs and service adjustments.
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Questions?