Public Works Agency
www.santa-ana.org/pw
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 1, 2025
TOPIC: Agreement for Janitorial Services at Park Restrooms
AGENDA TITLE
Agreement with Xanadu Service System for Janitorial Services at Park Restrooms (Specification No. 25-043) (General Fund)
RECOMMENDED ACTION
Approve agreement with Xanadu Service System for janitorial services at various park restrooms in an amount not to exceed $3,545,568, for a term beginning July 1, 2025 and expiring June 30, 2028, with provisions for two, one-year extensions (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s Parks, Fleet, Facilities, and Refuse Division (PWA) is responsible for the oversight of maintenance and custodial services at 37 park restrooms. Maintaining clean facilities are essential for public safety. The services provided through the janitorial services contract include three cleanings per day. This routine maintenance includes, but is not limited to, emptying of trash; cleaning of toilets, urinals, and drinking fountains; restocking janitorial supplies; stoppage clearing; and removal of stains, dust, and foreign matter. Additionally, routine janitorial maintenance will include daily pressure-washing services in and around the public restrooms.
Furthermore, the proposed contract allows for as-needed janitorial services for City- hosted events with a response time of no more than two hours when requested.
Janitorial services for park restrooms and City-hosted events are being solicited separately from general City facility janitorial services due to the varying scope of service and geographical distribution of public park restrooms.
Request for Proposals (RFP) No. 25-043 was issued on April 10, 2025 on the City’s online bid management and publication system, PlanetBids. A summary of vendor participation and results are as follows:
255 Vendors notified
8 Santa Ana vendors notified
40 Vendors downloaded the bid packet
Janitorial Services at Park Restrooms
July 1, 2025
5 1
3 4
10 Bids received
0 Bids received from Santa Ana vendors
Local Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified eight Santa Ana Vendors. Zero Santa Ana vendors downloaded the RFP or submitted a bid for consideration. Proposals were solicited, opened on May 1, 2025, and evaluated. Ten proposals were submitted by the RFP deadline and nine were determined to be responsive to the specifications and met the City’s requirements. The proposal submitted Z&CJS, Inc. was deemed non- responsive due to submitting a proposal without required documents specified in the RFP. An evaluation committee, including Parks and Recreation and PWA staff, reviewed and rated the proposals according to the criteria listed in the RFP, and the following summarizes the ranking of all responding firms:
Firm Location Rank
Xanadu Service System Los Angeles, CA 1
Ultimate Maintenance Services Lawndale, CA 2
Vested Solutions Palm Desert, CA 3
Premiere Property Preservation, LLC Van Nuys, CA 4
Coastal Building Services, Inc. Anaheim, CA 5
CCS Facility Costa Mesa, CA 6
Base Hill, Inc. Santa Fe Springs, CA 7
UBN Enterprise, Inc. Dallas, TX 8
United Maintenance Services Burbank, CA 9
Staff recommends awarding an agreement to the highest-ranked firm, Xanadu Service System (Exhibit 1). Xanadu has provided janitorial services for the City since 2017 and has demonstrated reliability and responsiveness in providing exceptional value and tailored services. Xanadu currently provides janitorial services to all facilities owned and operated by the City not including park restrooms. Xanadu received the highest overall ranking due to their expert skills, knowledge, and experience to delivering janitorial services for park restrooms. The proposed agreement includes pricing reflective of the scope of the agreement and expected level of service to maintain clean and safe public restrooms throughout our park system.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds are budgeted in the proposed Fiscal Year 2025-26 budget under the following accounts. Subsequent funding for the renewal options, if exercised, will be included in the proposed budgets for City Council consideration.
Janitorial Services at Park Restrooms
July 1, 2025
5 1
3 4
Fiscal
Year
Accounting
Unit- Account
#
Fund
Description
Accounting Unit,
Account Description
Amount
2025-26 01117651-
62320
General
Fund
Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Ground
$696,451
2026-27 01117651-
62320
General
Fund
Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Ground
$696,451
2027-28 01117651-
62320
General
Fund
Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Ground
$696,451
Optional Two, One-Year Extensions
2028-29 01117651-
62320
General
Fund
Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Ground
$717,346
2029-30 01117651-
62320
General
Fund
Park Maintenance
Service Enhancement,
Maintenance & Repair
Buildings & Ground
$738,869
Total $3,545,568
EXHIBIT(S)
1. Service Agreement with Xanadu Service System
Submitted By: Nabil Saba, P.E., Executive Director, Public Works Agency Approved By: Alvaro Nuñez, City Manager