Administrative
Report
H.6., File # 21-3204 Meeting Date: 3/1/2022
To: MAYOR AND CITY COUNCIL
From: CAMERON HARDING, COMMUNITY SERVICES DIRECTOR
TITLE
APPROVE THE AGREEMENT WITH COMMON AREA MAINTENANCE SERVICES, INC. DBA CAM
PROPERTY SERVICES, TO PROVIDE TRANSIT CENTER PROPERTY MANAGEMENT AND MAINTENANCE SERVICES FOR AN AMOUNT NOT TO EXCEED $1,185,038.85 AND A 42 MONTH TERM.
EXECUTIVE SUMMARY
The Request for Proposals for Transit Center Property Management and Maintenance Services (RFP) was approved by the City Council on August 7, 2021. The RFP was prepared to help the City select a contractor to provide property management and maintenance services at the new Redondo Beach Transit Center (RBTC). The RFP was advertised in the normal forums and sent directly to 22 property management firms. Only one firm responded, CAM Property Services (CAM).
After reviewing the written proposal, interviewing key corporate and supervisory personnel, and evaluating the proposed costs, staff recommends approval of the contract with CAM. The agreement includes a term of three years and six months that would begin with the opening of the new RBTC, anticipated in May, and a total not to exceed amount of $1,185,038.85. The Agreement includes costs for regular scheduled services and the reimbursement of expenses for any on-call services, supplies, parts, materials and products needed at the Transit Center property. The contract is to be funded by restricted transportation monies and will receive no support from the General Fund.
BACKGROUND
The RFP was approved by the City Council on August 7, 2021 and issued on August 9, 2021. The RBTC RFP scope of work included the provision of daily property management services between 8 a.m. to 10 p.m. The RBTC property requires the performance of various daily and ongoing maintenance services in the bus passenger waiting area, public restrooms, interior offices and facilities, landscaped areas, bike facilities, and public parking lots. The RBTC, a major regional transit hub, will be used by over 3,000 transit users daily, who will transfer to other transit services, have destinations at nearby businesses, such as Target, the South Bay Galleria, and South Bay Marketplace, and by community members that live or work in Redondo Beach.
The RFP was issued for the property management and maintenance services because current City staffing in both the Community Services and Public Works Departments will be inadequate to provide direct management and oversight, as well as perform the work of the various daily and ongoing maintenance services of the new RBTC facility. Contracting the services will ensure that the general
H.6., File # 21-3204 Meeting Date: 3/1/2022
maintenance and upkeep of the public facility will be performed throughout the day, 365 days/year.
The contractor will provide the management of the RBTC’s facility maintenance and upkeep, janitorial and landscaping maintenance, and related services, including the provision of all labor, supervision, technical support, administration, oversight, quality control, and equipment, in a professional and timely manner. The contractor is responsible to establish subcontracts for on-call services such as plumbing, locksmith, and painting. The City will reimburse the contractor for on-call services, supplies and materials required to maintain the RBTC. Major repairs to the RBTC will be coordinated with the Public Works Department and paid by the City. The City will be responsible to provide vehicular area sweeping services and all facility utilities.
The base term of the agreement will be three years and six months, which will be effective at the commencement of transit operations at the new RBTC. The agreement also includes two, one-year extension options. The agreement incorporates expenses for three service categories:
1) Daily performance of standard property management and maintenance services. 2) Supplies and Materials required for cleaning, various products, parts and supplies. 3) On-Call Services for maintenance and repair due to incidents on the property.
Since the Transit Center is a new facility, the costs for on-call services, supplies and Materials have been estimated, and may be amended as needed to account for the actual expenses of these items during the term of the agreement. The combined costs for the services are shown in the following table:
Agreement Services, Supplies and Materials Amount
Property Management and Maintenance Services. $1,104,567.85 On-Call Services $15,000.00
Supplies and Materials $65,471.00
Total Agreement Expenses $1,185,038.85
Redondo Beach Transit Center
The RBTC is under construction, with the anticipated opening date for May 2022. The new RBTC, approximately 6.5 acres, is located at 1521 Kingsdale Avenue (directly south of the Target). The RBTC will serve 5 transit operators, Metro, Beach Cities Transit, Torrance Transit, GTrans, and the Lawndale Beat, as an intermodal regional and local transit facility. Transit services will operate seven days a week, with Metro routes leaving and arriving between 5 a.m. and 12:30 a.m. Beach Cities Transit, Torrance Transit, GTrans, and the Lawndale Beat operate daily services between 6 a.m. and 9 p.m.
RBTC amenities include 12 bus bays, a passenger waiting area, a ticket vending machine, real-time arrival monitors, a driver operator lounge, security offices, public and private restrooms, and bicycle facilities. The facility includes a public parking lot with 320 parking spaces, electric vehicle (EV) charging, and a drop-off kiss and ride lot with 13 parking spaces. Blue phones will be at various locations, and security cameras will monitor all areas of the facility.
RFP Evaluation Process
The RFP public notice was posted in the Easy Reader, on the City’s website on the Transit, and
H.6., File # 21-3204 Meeting Date: 3/1/2022
The RFP public notice was posted in the Easy Reader, on the City’s website on the Transit, and Finance Procurement pages and email notices were sent to 22 property management companies.
Five companies attended the virtual TEAMS pre-proposal conference. Three addendums were issued, and the proposal due date was extended twice to allow contractors to prepare their proposals based on the addendum revisions. The City received one (1) proposal from CAM Property Services, (CAM) on October 14, 2021, which was reviewed by the Transit Proposal Review Committee. The Transit Center Proposals Review Committee was comprised of representatives with transit operations and facility operations expertise and staff from the Community Services and Public Works Departments. The proposal was, evaluated in accordance with the evaluation criteria included in the RFP which included Contractor’s Experience, Qualifications of Key Personnel, Technical Project Approach, and Cost Effectiveness. Consistent with City procurement policy, the City is not obligated to accept the lowest priced proposal and considered all factors in selecting the property management company.
After an initial review of the proposal, additional questions from City staff were submitted to CAM for clarification. The clarification responses were further assessed as to the depth of CAM’s property management services, facilities experience, operational approach, staffing levels and pay ranges, corporate staff information, training programs, and service costs. The virtual interview held on November 4, 2021, with the CAM project management team delved further into the information provided to the City. As a follow-up to the Review Committee interview, staff performed reference checks with clients, and an additional meeting was held with the Community Services Director and Transit Manager. The CAM proposal and cost was thoroughly evaluated. The final review of these elements resulted in the determination that CAM is a qualified contractor who will effectively perform the property management and maintenance plan for the RBTC.
CAM, a full-service property management and maintenance services company, founded in 1987, has a corporate office located within six (6) miles of the Transit Center in Torrance. CAM has over 1,800 commercial, retail office, multi-family unit, industrial and institutional property clients in California between San Joaquin Valley and San Diego, with offices in Torrance, Rancho Cucamonga, Clovis, Anaheim and San Diego. CAM provides professional cleaning, janitorial, property maintenance, landscaping, power sweeping, steam cleaning, day porter, virucidal fogging, ADA remediation, and a variety of services for clients.
The CAM Area Manager that will be assigned to the RBTC has over 20 years of industry experience, including the oversight of other high traffic commercial properties. He is supported by the corporate staff team that consists of a Region Leader, Division Managers for Janitorial, Landscaping, and Steam Cleaning, and other Management and Operations team members.
CAM will assign existing staff as well as hire new staff prior to the RBTC opening, to ensure the new RBTC has personnel who can performing the responsibilities and daily tasks associated with the facility. CAM will pay competitive salaries, offer incentive pay, and provide sick leave, vacation days, and healthcare programs. They perform a 12-week training program for employees that includes classroom and on-the-job training. CAM plans to provide on-site coverage using three shifts, from 5 a.m. to 12:30 a.m., with lunches and breaks covered by their supervisors.
CAM will use the automated cloud-based software programs, Aspire CRM (Customer Relation Management) to manage the various service performance activities and prepare reports, and use ClockShark GPS (Global Positioning Service) system to manage their employee on-site attendance
H.6., File # 21-3204 Meeting Date: 3/1/2022
and timekeeping.
COORDINATION
The Community Services Department worked with the Public Works Department to develop the Transit Center Property Management and Maintenance Request for Proposals, perform the proposal review process, and review and provide input on the agreement. The agreement has been approved as to form by the City Attorney’s office.
FISCAL IMPACT
The City transportation service contracts are funded by dedicated Local Return Transportation Proposition A funds, and funding under the Municipal Transit Operator Formula Allocation Procedure (FAP). The Transit FY 2021-22 annual budget includes funding for contracted maintenance service for the current location of the transit center and the new location. Approximately three (3) months of expenses for the new property management contract have been allocated to the FY 2021-22 budget pending the opening of the new transit center, and the remaining expenses of the initial term of the agreement will be included in future Transit Fund Budgets. The annual management fee for the two (2) option years of the agreement increases shall be consistent with the Consumer Price Index for that option year. Transit programs receive no support from the General Fund.
FY 2021-22 Funding FY 2021-22 Expenditures
Transit Fund $76,251 CAM Property Services $76,251
Transit Fund $ 4,500 Materials & Supplies $ 4,500
Total $80,751 Total $80,751
Future FY Funding Future FY Expenditures
Transit Fund $1,028,316.85 CAM Property Services $1,028,316.85 Transit Fund $15,000.00 On-Call Services $15,000.00
Transit Fund $58,500.00 Materials and Supplies $60,971.00 Total $1,104,287.85 Total $1,104,287.85
Total Contract $1,185,038.85 Total Contract $1,185,038.85 APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
1. Agreement with Common Area Maintenance Services, Inc. DBA CAM Property Services
2. CAM Signature Page
3. Insurance Certificates (4)