CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
2/27/2023
1 SUBJECT:
Resolution Approving Agreement with Universal Building Services for Janitorial Services RECOMMENDED ACTION:
Move to Adopt a Resolution authorizing the City Manager to approve a Vendor Agreement for Products and/or Services for Janitorial Services for Citywide Facilities with Universal Building Services and Supply Company in an amount Not to Exceed $18,563/month and authorize the City Manager to execute all documents associated with this agreement.
STAFF CONTACT:
Gino Assereto, Parks & Facilities Superintendent
(650) 738-3760
[email protected]
Lisa Petersen, Public Works Director
(650) 730-4948
[email protected]
BACKGROUND/DISCUSSION:
For years, the City of Pacifica has managed four (4) different janitorial services vendors across sixteen (16) facilities, which include the Public Works Corporation Yard/Engineering offices, Council Chambers, Libraries, Police Department Building, Community Center, Recreation Buildings, Civic Center Facilities and Childcare Facilities. Managing four different contracts is time consuming. Consolidating services to one vendor for these buildings would be more efficient and more cost effective, especially when negotiating intermittent additional cleaning needs. The 4 different vendors were providing different quality of services and the City seeks to achieve high quality services under the same vendor.
A Request for Proposals (RFP) was issued on July 1, 2022 for janitorial services for the 16 City facilities from one vendor. On August 9, 2022, eight (8) qualified firms submitted proposals in response to the RFP. Staff from the Field Services and Engineering Division reviewed the submitted proposals from the eight (8) vendors. The following table shows the vendors who submitted a proposal with their proposed monthly cost.
Vendor Monthly Cost
Eco Bear Not Complete
Universal Building Services & Supply Co. (UBS) $18,563.00 Karla's Janitorial & Suppliers, LLC. $22,220.00
CCS Facilities Services $23,742.04
Central Maintenance $24,195.00
Olympic Cleaning Services $30,192.82
Pacifica City Council 2
February 27, 2023
Cappstone, Inc. $32,690.00
MEK Enterprises, Inc. $55,129.10
After review, City staff interviewed UBS, Karla's Janitorial & Suppliers, and CCS Facilities Services. Staff found that UBS would be the best vendor that could perform the scope of work at a cost-effective price with good quality services. UBS is currently the vendor that services the Sanchez and Sharp Park Libraries and was very responsive to the COVID protocols during the pandemic and both the City and County Libraries are pleased with their services.
The City typically spends $225,296 a year on janitorial services for the 16 facilities. The yearly cost for the City using UBS will be $222,756, which reflects a savings of $2,540 a year using their service. This price also reflects the higher quality of janitorial services that will be provided for all City facilities. The City will additionally realize cost benefits dropping from four to one vendor related to reduced staff costs required to manage one vendor versus four vendors.
Therefore, the City Manager recommends awarding the Vendor Agreement (Agreement) for Janitorial Services for Citywide Facilities with Universal Building Services and Supply Company in an amount not to exceed $18,563 per month as provided in the attached Agreement (Attachment 1). This new Agreement with UBS would start on April 1, 2023 and would be effective for three (3) years. After three (3) years, the City has the right to extend the agreement in one (1) year increments thereafter.
ALTERNATIVE ACTION:
Council may choose not to award the Vendor Agreement for Janitorial Services; however, this will result in staff managing four different vendors. Therefore, the approval of the Agreement would allow staff to manage one vendor, making administration efficient.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the agreement is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure: includes repairing/replacing outdated city facilities such as city hall, the libraries, fire stations, etc., improving streets, and responding to impacts of sea level rise. The approval of the agreement would ensure the facilities are all in clean and safe condition.
FISCAL IMPACT:
Services will only be needed for 14 facilities during construction of the Civic Center campus as both City Hall and the P&P building are currently under construction. The UBS monthly proposed cleaning cost for these buildings is $1,386 per month. Therefore, until finalization of the City Hall campus construction work and occupation of the buildings, the monthly payment to UBS will be $17,177. Upon construction completion and occupancy of the buildings, the UBS monthly payment will be $18,563. The following is the estimated source and use of funds for the project:
Total Project Source and Use of Funds
Janitorial Services Agreement $18,563.00 / month
Yearly Cost $222,756
Total Use of Funds $(222,756)
Pacifica City Council 3
February 27, 2023
Total Source of Funds (Various Department Building
Maintenance Funds)
$222,756
Estimated Project End Balance $ 0
ORIGINATED BY:
Public Works
ATTACHMENT LIST:
ATTACHMENT 1 - CITY OF PACIFICA CONTRACT_Signed (PDF)
Pacifica City Council 4
February 27, 2023
RESOLUTION NO. _______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA AUTHORIZING THE
CITY MANAGER TO EXECUTE A VENDOR AGREEMENT WITH UNIVERSAL BUILDING
SERVICES FOR JANITORIAL SERVICES FOR CITYWIDE FACILITIES WHEREAS, consistent with the City of Pacifica’s Purchasing Policy (Administrative Policy No. 76), the City of Pacifica advertised a Request for Proposals for Janitorial Services in July of 2022 to consolidate Janitorial Services for City Services; and WHEREAS, the low bidder for these yearly vendor services was Universal Building Services (UBS) for a three (3) year period with an option to extend the contract yearly; and WHEREAS, the City has multiple janitorial vendors servicing sixteen (16) City buildings and desires one vendor for administration efficiency, contract management and to streamline costs; and
WHEREAS, the City interviewed UBS and is satisfied they can successfully complete the work and has been satisfied with their services at Pacifica’s Sanchez and Sharp Park libraries; and
WHEREAS, the City Council has considered approval of the agreement at the February 27, 2023 City Council meeting.
NOW, THEREFORE BI IT RESOLVED by the City Council of the City of Pacifica to authorize the City Manager to execute an Agreement with Universal Building Services in an amount not to exceed $222,756 per year for an agreement term of three (3) years. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on February 27, 2023 by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney