September 23, 2025
Public Works
DATE: September 23, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Tawfic Halaby, PE, Deputy Director of Public Works –
Operations & Maintenance
Darin Fitzpatrick, Assistant Deputy Director of Public
Works – Operations & Maintenance
Will Santana, Stationary Engineer Supervisor
Subject:
Purchase Green Seal-Certified Cleaning Products from
Universal Building Services & Supply Co. and Nelson
Building Maintenance, Inc.
FINANCIAL IMPACT: The proposed expenditures with Universal Building Services & Supply Co. and Nelson Building Maintenance,
Inc. are for three-year terms, in an amount not-to-exceed $135,000 per firm, with an option to extend for two
additional one-year terms in an amount not-to-exceed
$45,000 per year, per firm. The total for both firms over a total of 5 years may not exceed $450,000. The first-year expenditures are included within the fiscal year 2025-- 2026 Public Works – Facilities budget and will be
budgeted accordingly in subsequent fiscal years
(Account String: 01232431 – 400383).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The Facilities Maintenance Division is requesting City
Councils approval to purchase Green Seal cleaning
products, trash bags, hand soap and paper products for
all City buildings.
AGENDA
REPORT
September 23, 2025
RECOMMENDED ACTION:
APPROVE the purchase of Green Seal-certified cleaning
products, trash bags, hand soap, and paper products
from Universal Building Services & Supply Co. and
Nelson’s Building Maintenance, Inc. for three-year terms, in an amount not to exceed $135,000, with an option to
extend for two additional one-year terms, in an amount
not-to-exceed $45,000 per year. The total for both firms over a total of 5 years may not exceed $450,000 – Public Works Department (Daniel Chavarria 620-5478/Tawfic
Halaby 620-5482/Darin Fitzpatrick 231-3044/Will
Santana 620-6696).
DISCUSSION:
The Public Works Department first adopted the use of Green Seal-certified cleaning products at 440 and 450 Civic Center Plaza in support of the City’s Leadership in Energy and Environmental Design (LEED) building certification. This initiative aligned with Richmond’s long-term sustainability goals and the Health and Wellness Element of the City’s General Plan, which emphasizes reducing environmental impacts, improving indoor air quality, and enhancing the health and safety of occupants in public facilities.
Following the success of this initiative, the program was expanded to all City buildings to ensure consistency in maintenance practices, promote healthier work environments for staff and the public, and reduce the City’s overall environmental footprint. Green Seal-certified products are recognized in the industry for meeting rigorous health and environmental standards. They feature reduced toxicity, biodegradable or recyclable packaging, and formulas designed to minimize harmful chemical exposure. Additionally, the products are provided in super-concentrated form and dispensed using a dilution control system, which reduces product waste, lowers shipping and packaging requirements, minimizes worker exposure to concentrated chemicals, and results in long-term cost savings for the City.
In keeping with the City’s procurement policies and commitment to transparency, the Department issued a competitive bid solicitation through the City’s BidsOnline System on April 17, 2025. A total of 352 vendors were notified, and four complete responses were received (Attachment 1). Bid results indicated that no single vendor provided the lowest pricing across all requested product categories. To ensure the best value and maintain competitive pricing, staff recommends a split award — a recognized best practice in municipal procurement for multi-category supply contracts.
Under this approach, Universal Building Services & Supply Co. was identified as the lowest responsive and responsible bidder for liquid cleaners and hand towels (line items 1–8), while Nelson’s Building Maintenance, Inc. was identified as the lowest responsive and responsible bidder for can liners and bathroom tissue (line items 9–15). Both firms are local vendors with established industry experience and proven ability to meet the City’s service and delivery requirements.
September 23, 2025
As part of the evaluation process, product samples were obtained from both Nelson’s Building Maintenance and Unipak Corp to assess quality, durability, and suitability for City operations. The evaluation confirmed that both Universal and Nelson’s products meet the City’s quality standards, with Nelson’s offering a more cost-effective solution for their awarded categories.
Based on these findings, the Public Works Department recommends City Council approval to purchase with both Universal Building Services & Supply Co. for an annual not-to-exceed amount of $135,000, and Nelson’s Building Maintenance, Inc. for an annual not-to-exceed amount of $135,000. Each purchase approval would include the option to extend for two additional one-year terms at an annual amount not to exceed $45,000. The total for both firms over a total of 5 years may not exceed $450,000. This award structure will allow the City to maintain cost control, ensure product quality, support local vendors, and further its environmental sustainability commitments.
DOCUMENTS ATTACHED:
Attachment 1 – Bid Results
Attachment 2 – Evaluations (line items 1-8)
Attachment 3 – Evaluations (line items 9-15)