DATE: DECEMBER 3, 2024
DEPARTMENT: PUBLIC WORKS
FROM: DAVID JACOBS, DIRECTOR
THRU: SEAN SCHMIDT, FACILITIES MANAGER
TITLE: FIRST AMENDMENT FOR JANITORIAL MAINTENANCE SERVICES RECOMMENDED MOTION:
A motion to approve a resolution authorizing the City Manager to negotiate and execute First Amendment with Pedro C Estrada DBA Estrada Janitorial Services to add additional facilities and services to the scope of work and to increase the annual compensation by $61,800 for a total annual not to exceed $798,780.
EXECUTIVE SUMMARY:
It is recommended that the City Council approve First Amendment to the City-Wide Janitorial Services agreement. The First Amendment will add certain facilities that were not included during the agreement’s formulation. In addition, staff has determined that certain locations require additional services pressure washing to buildings, adding an additional day to the Salinas recreation center cleaning schedule, Community Center office space cleaning, Train Station window washing, adding cleaning to the TI space at City Hall, Post office and sweeping the City Hall basement, to the scope of work. The First Amendment will also add additional compensation to cover the additional costs for the additional services.
BACKGROUND:
On June 21, 2022, a Request for Proposals (“RFP”) for City Wide Janitorial Services was published via Planet Bids, 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.
The City facilities requiring janitorial services consisted 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
Recreation 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 was awarded to Estrada’s Janitorial Service. The airport location decided that they will not be servicing that location as a part of the agreement.
The First Amendment will add 940 N Main St (Community Center), 100 West Alisal St (Post Office) 200 Lincoln Ave, City Hall, (Fire Admin) City Hall (Basement), 320 Lincoln Ave (Salinas Recreation Center) 11 Station Pl (Train Station) 100 West Alisal St (Post Office) to the scope of service. Contractor will also provide the following services Pressure washing to buildings, Window Cleaning, Sweeping, and added days to service. The First Amendment will also add additional compensation to cover the additional services.
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).
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
No.
STRATEGIC PLAN INITIATIVE:
This action supports City of Salinas Strategic Plan 2022-2025 Goals and Strategies of economic development, public safety, youth and seniors, and effective and responsive government by maintaining city facilities clean for the public and employees.
DEPARTMENTAL COORDINATION:
The Maintenance Services division within Public Works Department worked hand in hand in the formulation of this amendment. Library, Recreation Park, and Facilities made up the committee and worked closely during the process. Legal staff will review the contract amendment 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:
Fund
Appropriation*
Appropriation Name
Total Appropriation
Amount for recommendation
FY 24-25 Operating Budget Page
Last Budget Action (Date, Resolution)
1100
60.6012-63.4500
Outside services-Maint Janitorial
$83,700
$0.00
226
6/21/24, 22477
1100
60.6011-63.4500
Outside services-Maint Janitorial
$106,320
$
224
6/21/24, 22477
1200
55.6244-63.4500
Outside services-Maint Janitorial
$19,200
$
202
6/21/24, 22477
1200
55.6235-63.4500
Outside services Maint Janitorial
$9,000
$1,800
184
6/21/24, 22477
1200
55.6234-63.4500
Outside services-Maint Janitorial
$13,200
$1,800
182
6/21/24, 22477
1200
55.6239-63.4500
Outside services-Maint Janitorial
$33,600
$1,500
192
6/21/24, 22477
1200
55.6240-63.4500
Outside services-Maint Janitorial
$29,760
$
194
6/21/24, 22477
1200
55.6247-63.4500
Outside services-Maint Janitorial
$10,200
$1,800
206
6/21/24, 22477
1000
80.8010-63.5400
Outside services-Maint Janitorial
$46,800
$1,200
248
6/21/24, 22477
1000
50.5232-63.4500
Outside services-Maint Janitorial
$18,000
$
324
6/21/24, 22477
1000
50.5232-63.4500
Outside services-Maint Janitorial
$105,000
$38,100
324
6/21/24, 22477
1000
50.5232-63.4500
Outside services-Maint Janitorial
$54,600
$
324
6/21/24, 22477
1200
55.6243-63.4500
Outside services-Maint Janitorial
$28,800
$15,600
200
6/21/24, 22477
1200
55.5238-63.4500
Outside services-Maint Janitorial
$178,800
$
174
6/21/24, 22477
The yearly cost of $798,780 for current contract agreement City-Wide Janitorial Service for multiple city buildings is funded with General Funds from multiple accounts and the extra work will be funded from the same multiple account’s detailed in the table above.
ATTACHMENTS:
Resolution
Amendment No. 1
Agreement for Services
Page | 3
Page | 1
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