DATE: SEPTEMBER 20, 2022
DEPARTMENT: PUBLIC WORKS
FROM: DAVID JACOBS, DIRECTOR
THRU: RONALD PATTERSON, FLEET MANAGER
TITLE: JANITORIAL MAINTENANCE SERVICE AGREEMENT
RECOMMENDED MOTION:
A motion to approve a resolution awarding a janitorial service agreement to Estrada Janitorial Service for the sum of $736,980.00 and approving General Fund appropriations to cover the services through the end of fiscal year 22/23.
RECOMMENDATION:
It is recommended that the City Council approve a resolution awarding a janitorial service agreement to Estrada Janitorial Service for the sum of $736,980.00 and approving General Fund appropriations to cover the services through the end of fiscal year 22/23.
EXECUTIVE SUMMARY:
On June 21, 2022, a Request for Proposals (“RFP”) for City Wide Janitorial Services was published via PlanetBids, an online bidding tool. Nine vendors submitted proposals for evaluation. An evaluation committee was formed to review the proposals for city-wide facilities. Facilities requiring janitorial services are comprised of a mix of libraries, recreation centers, office/public buildings and park facilities. In evaluating the facilities, Staff has determined that for administrative purposes, Estrada’s Janitorial Services will service all city facilities as listed in the RFP except for the Salinas Municipal Airport locations. Based on cost proposals received, general fund appropriations will be required.
BACKGROUND:
On June 21, 2022, a Request for Proposals (“RFP”) for City Wide Janitorial Services was published via PlanetBids, an online bidding tool. A total of 45 vendors were notified, subsequently 13 registered as prospective bidders. A pre-proposal conference, attended by seven prospective bidders, was held on June 30. Proposals were due on July 22, at which time nine vendors submitted proposals for evaluation.
An evaluation committee, comprised of six, cross-departmental City staff members, was formed. The committee conducted a thorough evaluation of the proposals, based on the criteria set forth in the RFP. Proposals’ prices were then evaluated using a points method and a final score assigned to each respondent per facility group. With the Points Method, the proposal with the lowest cost does not necessarily receive the maximum points allowed but rather is based on all 4 categories scored. Any local vendor was allotted 10%-point increase as identified in the RFP. For a summary of evaluations, refer to Exhibit A.
The City facilities requiring janitorial services consist of a mix of libraries, recreation centers, office/public buildings and park facilities. These include:
GROUP/CATEGORY
FACILITY
LOCATION
Libraries
Cesar Chavez Library
665 Williams Road, 93905
John Steinbeck Library
350 Lincoln Avenue, 93901
Rec Centers
Bread Box Recreation Center
745 S. Sanborn Road, 93905
Central Park Recreation Center
420 Central Avenue, 93901
El Dorado Recreation Center
1655 El Dorado Drive, 93906
Sherwood Recreation Center
940 North Main St, 93905
Salinas Recreation Center
320 Lincoln Avenue, 93901
Fire House Recreation Center
1330 E. Alisal Street, 93905
Offices / Public Buildings
Maintenance Yard
426 Work Street, 93901
Train Station
11 Station Place, 93901
City Hall and Rotunda
200 Lincoln Avenue, 93901
Permit Center
65 West Alisal Street, 93901
City Park Restrooms
Various Locations
Other Facilities
Sherwood Hall
940 N Main Street, 93906
In evaluating the facilities, Staff determined that for administrative purposes, the janitorial services agreement will be awarded to Estrada’s Janitorial Service. The airport location decided that they will not be servicing that location as a part of the agreement.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
This item relates to the City Council’s Strategic Plan to have a Well-Planned City and Excellent Infrastructure. It’s the City’s goal to safely and efficiently manage the infrastructure with which we have been entrusted.
DEPARTMENTAL COORDINATION:
The Maintenance Services division within Public Works Department worked hand in hand in the formulation of the RFP and throughout the procurement process. Library, Rec Park, Facilities and Airport Staff made up the evaluation committee and worked closely during the RFP submittal review process. Legal staff will review the contract agreement as to form and legality, while Finance will assist Public Works in the issuance of a purchase order and monitoring of progress payments.
FISCAL AND SUSTAINABILITY IMPACT:
The contract with Estrada’s Janitorial Service is for $736,980.00 per year which will be funded through the departments’ operation budgets or the respective cost centers. A supplemental appropriation for $172,043 is requested to cover the cost. A breakdown by GL is listed below.
Available budget and proposed costs are outlined in the table below.
FACILITY
GENERAL
LEDGER BUDGET
PROPOSED ANNUAL COST
AVAILABLE BUDGET (THRU JUNE
2023)
PROPOSED COST
(DEC THRU JUNE
2023)
SHORTFALL
Cesar Chavez Library
1100.60.6012-63.4500
$83,700
$40,750
$48,825
($8,075)
John Steinbeck Library
1100.60.6011-63.4500
$106,320
$40,550
$62,020
($21,470)
Bread Box Recreation Center
1200.55.6244-63.4500
$19,200
$9,525
$11,200
($1,675)
Central Park Recreation Center
1200.55.6235-63.4500
$9,000
$4,500
$5,250
($750)
El Dorado Recreation Center
1200.55.6234-63.4500
$13,200
$9,792
$7,700
-0-
Salinas Recreation Center
1200.55.6239-63.4500
$33,600
$6,375
$19,600
($13,225)
Fire House Recreation Center
1200.55.6240-63.4500
$29,760
$16,570
$17,360
($790)
Sherwood Recreation Center
1200.55.6247-63.4500
$10,200
$5,875
$5,950
($75)
Train Station
1000.80.8010-63.5400
$46,800
$17,185
$27,300
($10,115)
Maintenance Yard
1000.50.5232-63.4500
$18,000
$33,218
$10,500
($70,032)
City Hall and Rotunda
1000.50.5232-63.4500
$105,000
$61,250
Permit Center
1000.50.5232-63.4500*
$54,600
$31,850
Sherwood Hall
1200.55.6243-63.4500
$28,800
$0
$16,800
($16,800)
Park Restrooms (nightly gate locking only)
1200.55.5238-63.4500
$178,800
$75,264
$104,300
($29,036)
Park Restrooms (daily restroom cleaning)
Total
$736,980
$259,604
$429,905
($172,043)
*Portion of Permit Center will be paid from the Permit Services general ledger account 6900.30.3350-63.4500 (Approximately 37.5%).
37.5% of the proposed cost from December 2022 thru June 2023 is $11,943.75. 62.5% will be paid from the Facilities Division using general ledger account 1000.50.5232-63.4500. Proposed cost from December 2022 thru June 2023 is $19,906.25. The shortfall for general ledger account 1000.50.5232-63.4500 is $58,088.25.
ATTACHMENTS:
Resolution
Evaluation / Cost Summary
Draft Agreement for Services
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