CITY OF POMONA
COUNCIL REPORT
September 12, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted by: Rene Guerrero, Public Works Director
SUBJECT: AWARD A CONTRACT TO GUARANTEED JANITORIAL SERVICE, INC. AND BASE HILL, INC. FOR JANITORIAL SERVICES AT VARIOUS CITY FACILITIES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award an initial three-year contract in a total cumulative amount of $341,598.35, with two optional one-year extensions, to Guaranteed Janitorial Service, Inc. for Janitorial Services at the Pomona Civic Center beginning October 1, 2022 through September 30, 2025; and Award an initial three-year contract in a total cumulative amount of $445,600.42, with two optional one-year extensions, to Base Hill, Inc. for Janitorial Services at the City Yard, Regional Transit Center (RTC), and Pomona Police Department Facilities beginning October 1, 2022 through September 30, 2025; and Authorize the City Manager, or designee, to approve the agreement, purchase orders, and any extensions or amendments thereto on behalf of the City.
EXECUTIVE SUMMARY:
Award of contracts to Guaranteed Janitorial Services, Inc. and Base Hill, Inc. will ensure that various facilities owned and operated by the City of Pomona receive the required custodial services efficiently and consistently.
FISCAL IMPACT:
The cost of the initial three (3) year contract with Guaranteed Janitorial Services, Inc. for custodial services at the Pomona Civic Center (City Hall and Library) is $341,599 total for the three-year period, or $113,867 per year. The cost of the three-year contract with Base Hill, Inc. for custodial services at the City Yard, RTC, and Police Department facilities is $445,601 total for the three-year period, or $148,534 per year. The total aggregate cost for the two contracts through September 30, 2025 should not increase during the contract term.
Sufficient funding for janitorial services is included in the Fiscal Year 2022-23 budget. Funding is available in the General Fund (Fund 101) for all City facilities except the Regional Transit Center. Funding for Janitorial Services at the RTC is provided through Proposition A funding (fund 216).
Account No.
FY 22-23 Approved Funding
Annual Contract Amount
101-2541-52274-00000
$320,000
$248,318
216-2506-52274-00000
$20,000
$14,083
Funding for these contractual services for future fiscal years will be included during the annual budget process.
PUBLIC NOTICE REQUIREMENTS:
In accordance with Pomona City Code Section 2-993.1, the Request for Proposals was posted on Planet Bids on April 13, 2022, with a due date of May 9, 2022.
PREVIOUS RELATED ACTION:
On April 23, 2018, the City awarded a contract to United Maintenance Systems, Inc. for an initial three-year term with two optional one-year extensions.
DISCUSSION:
The Public Works Department is responsible for providing janitorial services for City-owned and operated facilities. Several City buildings throughout the City require custodial services; therefore, private janitorial service providers are contracted to service these City-owned and operated facilities. The City currently has a contract with United Maintenance Systems, Inc. which will expire on September 30, 2022.
In accordance with Pomona City Code Section 2-993.1, Request for Proposals (“Bid”) No. 2022-25 - Janitorial Services for the City of Pomona was posted on Planet Bids on April 13, 2022, with a due date of May 9, 2022. Bids were solicited from qualified janitorial service vendors to provide required custodial services at three (3) City locations. These areas are identified as Lot 1, Lot 2, and Lot 3, as designated below:
Lot 1 – Pomona Civic Center
City Hall, 505 S. Garey Ave.
Pomona Library, 625 S. Garey Ave.
Lot 2 - City Yard Complex and Regional Transit Center
Water Yard, 148 N. Huntington St.
Monterey Yard, 636 Monterey St.
Fleet Building, 636 Monterey St.
Regional Transit Center, 100 W. Commercial St.
Lot 3 - Pomona Police Department Facilities
Headquarters, 490 W. Mission Blvd.
Jail, 490 W. Mission Blvd.
Property Building, 910 W. 4th St.
Traffic Building, 100 W. Commercial
Training Center – Gym, 1702 E. 1st St.
Pistol Range, 465 S. Humane Way
Aero Bureau, 1615 W. McKinley Ave.
Ponderosa - Confidential location
IA-Promenade, 100 W. Mission Blvd., Suite 225
Ninety (90) vendors were notified, twelve bids were received, and five were rejected due to failing to comply with bid submission instructions, leaving seven proposals to consider. Of the seven proposals, Guaranteed Janitorial Services, Inc. was the lowest bidder for Lot 1, and Base Hill, Inc. was the lowest bidder for Lots 2 and 3. The selection of janitorial service providers was based on the lowest responsive and responsible bidder that met all the Bid requirements per Lot as listed in the following table:
Lot 1
Vendor
Total Cost
Annual Cost
Guaranteed Janitorial Services, Inc.
$341,598.35
$113,866.12
Base Hill, Inc.
$414,017.24
$138,005.75
J&J Janitorial Services
$361,696.38
$120,565.46
ABM
$573,255.00
$191,085.00
Servicon
$668,353.50
$222,784.50
Merchants Building Maintenance
$676,440.48
$225,480.16
Santa Fe Building Maintenance
$737,041.68
$245,680.56
Lot 2
Vendor
Total Cost
Annual Cost
Base Hill, Inc.
$227,257.38
$ 75,752.46
Servicon
$361,158.88
$120,386.29
Merchants Building Maintenance
$431,356.14
$143,785.38
ABM
$454,514.76
$151,504.92
J&J Janitorial Services
$573,554.34
$191,184.78
Santa Fe Building Maintenance
$606,019.68
$202,006.56
Guaranteed Janitorial Services, Inc.
$625,282.45
N/A
Lot 3
Vendor
Total Cost
Annual Cost
Base Hill, Inc.
$218,343.04
$ 72,781.01
ABM
$278,078.40
$ 92,692.80
Servicon
$280,303.02
$ 93,434.34
Merchants Building Maintenance
$324,239.40
$108,079.80
Guaranteed Janitorial Services, Inc.
$369,349.01
$123,106.34
Santa Fe Building Maintenance
$426,386.88
$142,128.96
J&J Janitorial Services
$491,271.84
$163,757.28
Award of contracts to Guaranteed Janitorial Services, Inc. and Base Hill, Inc. will ensure that City facilities receive the required custodial services effective October 1, 2022 through September 30, 2025.
Prepared by:
Maritza Sosa-Nieves, Senior Management Analyst
Award a Contract to Guaranteed Janitorial Services, Inc. & Base Hills, Inc. for Janitorial Services