CITY COUNCIL STAFF REPORT
Meeting Date: February 27, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 AUTHORIZING AN
APPROPRIATION OF GENERAL FUND AND MEASURE K FUNDS FOR
JANITORIAL SERVICES AT CITY FACILITIES AND AUTHORIZE
THE CITY MANAGER TO EXECUTE A CONTRACT WITH FRANK
AND GROSSMAN LANDSCAPE CONTRACTOR'S INC.
SYNOPSIS
The City of Pleasant Hill requires janitorial services at its City facilities, including City Hall, the Police Department, the Public Services Center and the Library.
The purpose of this item is for the City Council to authorize an appropriation of $17,230 for the remainder of FY22/23 and $47,709 for FY23/24 from the General Fund for janitorial services at City Hall, the Police Station and at PSC, and $9,485 for the remainder of FY22/23 and $36,200 for FY23/24 from the Measure K fund for janitorial services at the Library, and authorize the City Manager to execute a General Services Agreement with Frank and Grossman Landscape Contractors, Inc. (F&G).
The Budget Committee reviewed staff’s proposal at its meeting of February 22, 2023 and approved forwarding a recommendation to the City Council to approve the funding for the project as proposed.
DISCUSSION
Background
In May 2017, the City entered into a three-year contract with Universal Building Services (UBS) to provide janitorial services for the following City facilities: City Hall; the Public Services Center (PSC); and the Police Department. The contract expired in June 2020, but due to staffing shortages caused by the Covid 19 pandemic, and limited interest from other janitorial contractors known to perform this work, the City continued to contract with UBS on a year to year basis once the original contract expired. In the past few years there has been a noticeable decline in the quality of janitorial services the City receives from UBS. Staff has met with UBS management several times to discuss and correct the issue. UBS cites a lack of quality staff as the reason for not meeting the contract requirements, and has been unable to correct the problem. The completion of the new Library has added to the scope of janitorial services the City requires, spreading UBS’s resources even thinner.
Due to the continued issues with UBS, the increased project scope with the addition of the Library, and a renewed interest in from other contractors, staff issued an RFP for janitorial services on December 1, 2022. In response, F&G, BSM Facility Group, and Welcome Building Services each submitted project proposals for the City’s consideration by the December 31, 2022 deadline. In order to obtain the most qualified firm for this project, staff reviewed each proposal, and ranked the three firms as follows:
1. Frank and Grossman
2. BSM Facility Group
3. Welcome Building Services
Analysis
Section 5.10.090 of the City Municipal Code typically requires that general services, such as janitorial services, be procured through a competitive bid process when the price exceeds fifty thousand dollars ($50,000), and that award be made in connection to the bidder representing the best value to the City considering the following factors: cost; contractor’s ability, skill; ability to perform within the time required; character, integrity, reputation, judgment, experience and efficiency; quality of contractor’s performance on previous purchases or contracts; and the ability of the contractor to provide future maintenance, repair, parts and services, if necessary.
The janitorial services the City requires however, due to the secure areas that must be accessed at City Hall, the PSC, the Police Department, and the Pleasant Hill Library, are of such a nature factors other than price and responsibility are critically important and must be considered when determining the best fit for the City. These factors significantly outweigh any value of the cost savings that would be associated with the other bidders’ bids and the RFP’s were ranked accordingly.
F&G was ranked highest based on the following evaluation criteria: qualifications of the project management and staff, understanding of the City’s needs, ability to meet each buildings individual needs and schedule for services, the quality of their work, and the quality of their work on previous contracts.
The authorized budgeted amount for FY22/23 for janitorial services for City Hall, the Police Department, the PSC and the Library is $133,291 ($93,291 from the General Fund for City Hall, the Police Department and PSC, and $40,000 from Measure K Fund for the Library). The annual cost for janitorial services for F&G, including labor, materials and consumables is 217,200 ($18,100/month), per the below breakdown:
City Hall (3 days) $6,200 per month $74,400 annually
Public Services Center (2 days) $1,050 per month $12,600 annually Police Department (3 days) $4,500 per month $54,000 annually Library (5 days) $6,350 per month $76,200 annually
F&G is a quality contractor located in Hayward, CA and employ a janitorial staff of over 30 people.
Their current janitorial contracts include the City of Brentwood, the City of Palo Alto and the City of Gilroy. Staff has verified their references and believe they will provide quality service to the City.
Staff anticipates the new janitorial contract beginning March 1, 2023. The Budget Committee has reviewed staff’s request for an appropriation of $64,939 from the General Fund and $45,685 from the Measure K Fund for janitorial services at our City Facilities and recommends the City Council approve the funding as proposed in the resolution.
FISCAL IMPACT
The change in the janitorial contact will be funded from the General Fund and the Measure K Fund.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt proposed resolution.
ALTERNATIVES TO RECOMMENDED ACTION
Not adopt resolution and provide direction to staff.
ATTACHMENT(S):
Proposed Resolution
Exhibit 1 - Agreement
Exhibit A - Proposal
Prepared by: Ann James, Maintenance Superintendent
Approved by: June Catalano, City Manager