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0 CITY OF SAN MATEO
RESOLUTION NO. ____ (2025)
APPROVING AN ALTERNATIVE PURCHASING PROCEDURE TO AWARD A THREE-YEAR AGREEMENT FOR CITYWIDE CUSTODIAL SERVICES WITH IMPEC GROUP, LLC IN THE AMOUNT OF $3,581,907.00, WITH TWO
ONE-YEAR EXTENSIONS SUBJECT TO FUTURE COUNCIL APPROVAL
WHEREAS, the City of San Mateo currently owns a variety of buildings, including the Municipal Government Center, Recreation Centers, Libraries, Police and Fire Stations, Police Sub-Stations, Public Park Restrooms, etc.; and
WHEREAS, the City has contracted custodial services since 2017 and the term of the current custodial services agreement expires on July 31, 2025; and
WHEREAS, in May 2025, staff issued a request for proposals (RFP) on the City website, in the local paper (San Mateo Daily Journal May 5, 2025), and posted on Barker Blue’s Bid Board to seek qualified candidates; and WHEREAS, staff received inquiries from multiple qualified participants, conducted a mandatory facilities walk through, and received proposals for a three-year term; and WHERAS, staff analyzed each submitted proposal and evaluated each on the following factors:
Organization and Experience, Key Personnel, Approach and Understanding and Cost proposal; and WHEREAS, staff selected Impec Group, LLC as the recommended firm based on a review of its proposal; and
WHERAS, sufficient funding is available in the Building Maintenance Fund for these custodial services; and
WHEREAS, San Mateo Municipal Code Section 3.60.030 generally requires competitive bidding for contacts of $100,000 or more; and
WHEREAS, San Mateo Municipal Code Section 3.60.070(h)(3) authorizes the City Council to approve an alternative purchasing procedure when it is in the best interest of the City; and WHEREAS, utilizing the RFP process is more beneficial to the City because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding; and WHEREAS, an RFP allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists; and WHEREAS, the RFP process is in the best interest of the City as proposals are considered upon ability along with cost savings to the City; and
WHEREAS, based on these circumstances, staff recommends award of a three-year agreement to Impec Group, LLC in the amount of $3,581,907.00 for custodial services.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. Adoption of this resolution approving an alternative purchasing procedure to award an agreement to Impec Group, LLC is not a project subject to CEQA, because it can be seen with certainty that 1 1
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0 there is no possibility that custodial services may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
2. In accordance with San Mateo Municipal Code Section 3.60.070(h)(3), the award of an agreement to Impec Group, LLC based on an RFP process is in the City’s best interest for these reasons:
a.The RFP process is more beneficial to the City for these services because the City is not required to accept the lowest bid, but rather may evaluate other factors in addition to price such as Organization and Experience, Key Personnel, and Approach and Understanding.
b.The RFP process allows the City to consider proposals where the purpose and/or performance is known but for which no unique specification exists. c.The RFP process is in the best interest of the City as proposals are considered upon ability along with Cost savings to the City.
3. The award of a three-year custodial services agreement to Impec Group, LLC in the amount of $3,581,907.00, with a contingency reserve in the amount of $110,000 per contract year, is approved.
4. The Public Works Director is authorized to issue change orders within the contingency amount and execute the agreement in substantially the form presented.