CITY COUNCIL STAFF REPORT
Meeting Date: April 20, 2026
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
TITLE: ADOPT RESOLUTION NO. -26 AUTHORIZING THE CITY
MANAGER TO EXECUTE A CONTRACT WITH IMPERIAL
MAINTENANCE SERVICES 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 to request City Council’s approval to authorize the City Manager to execute a General Services Agreement for janitorial services at City facilities with Imperial Maintenance Services Inc.
DISCUSSION
Background
The City has historically contracted janitorial services for all City facilities, as these services are not performed in-house. In February 2023, the City entered into a contract with Frank and Grossman Landscaping Services, Inc. (F&G) to provide janitorial services to the following City facilities: City Hall, the Police Department, the Public Services Center, and the Library.
The contract with F&G is still in effect; however, given stated upcoming cost increases, the time elapsed since the last solicitation, and strong market interest, staff determined it was in the City’s best interest to reissue a Request for Proposals (RFP) to ensure competitive pricing and evaluate all available service options.
Staff issued an RFP on February 6, 2026, which was advertised on the City’s website and through various plan rooms. A mandatory pre-proposal site walk was held on February 25, 2026, to provide interested firms with a comprehensive understanding of the City’s facilities and scope of work. The meeting was well attended with 10 firms participating.
Proposals were due on March 9, 2026, and the City received submissions from all 10 firms that attended the site walk. Firms submitting proposals included Aim to Please Janitorial, F&G, Imperial Maintenance Services Inc., Impec Group, Karla’s Janitorial, Kleen-Tech, ML Cleaning Inc., Power Clean Carpet and Janitorial Services, Rangel Janitorial, and Universal Building Services.
Analysis
Section 5.10.090 of the City Municipal Code requires that general services exceeding $50,000 be procured through a competitive process, with award made to the firm providing the best overall value to the City. Evaluation criteria include contractor qualifications and experience; ability to meet required timelines; demonstrated performance on similar contracts; and capacity to provide ongoing services.
Due to the nature of janitorial services at City facilities, including access to secure areas at City Hall, the Police Department, the Public Services Center, and the Library, factors beyond cost are critical. These include reliability, staff vetting, and quality assurance to ensure consistent service delivery.
Following proposal evaluations, the three highest-ranked firms were invited to participate in an inperson interview at which City staff further assessed the applicants’ approach and qualifications.
Based on the results of the evaluation and interview process, Imperial Maintenance Services Inc. was identified as the highest-ranked firm.
Imperial Maintenance Services Inc. demonstrated a strong understanding of the City’s needs, provided a competitive and complete proposal, and presented a clear approach to staffing and quality control. The firm has over 40 years of janitorial experience and provides services to multiple public agencies, including the cities of Stockton, Pleasanton, Alameda, Sunnyvale, San Ramon, Milpitas, and Lodi. Staff has checked their references and determined their performance to be satisfactory. Based on these factors, staff recommends awarding the contract to Imperial Maintenance Services Inc. as the best overall value to the City.
The authorized General Fund budget for FY 2025/26 for janitorial services at City Hall, the Police Department, and the Public Services Center is $136,041; janitorial services at the Library for FY 2025/26 are funded by Measure K at a cost of $81,159. Services across the four locations equates to approximately $18,100 per month. The proposed annual cost for janitorial services under the contract with Imperial Maintenance Services Inc., including labor, materials, and consumables, is $194,400.72 ($16,200.06 per month), as detailed below:
City Hall (3 days/week) $5,224.19 per month $62,690.28 annually Public Services Center (2
days/week)
$897.15 per month $10,765.80 annually
Police Department (3 days/ week) $3,276.76 per month $39,321.12 annually Library (6 days/ week)* $6,801.96 per month $81,623.52 annually *Service increases from 5 days/week to 6 days/week
FISCAL IMPACT
The contract will be funded through the General Fund and Measure K Fund, consistent with current funding allocations. The proposed contract represents a net annual cost savings of approximately $22,799.28 when compared to the existing contract, while maintaining or enhancing service levels across all City facilities.
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
Decline to adopt the proposed resolution and provide direction to staff.
ATTACHMENT(S)
Proposed Resolution
Exhibit 1 - Agreement
Exhibit A - Proposal
Prepared by: Kris Carr, Maintenance Superintendent
Approved by: Ann James, Public Works Director
Approved by: Ethan Bindernagel, City Manager