City Council
Report
City Council Meeting: November 15, 2022
Agenda Item: 5.A
1 of 4
To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Facilities Maintenance Subject: Authorization of Contract Modification for Citywide Custodial Services Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a second modification to Agreement #10534 in the amount of $2,240,069 with UNISERVE Facilities Services Corp., for custodial services for various City locations.
This would result in a 7-year amended agreement through April 30, 2024 with a new total amount not to exceed $9,953,390 with future year funding contingent on Council budget approval.
Summary
The City utilizes a hybrid service model comprised of City custodial staff and contracted custodial services to clean various City-owned and City-leased locations. The implementation of a hybrid service model allows staff to minimize service interruptions at busy locations and maximize workforce flexibility at sites with dynamic, seasonal demands. Staff initiated a new bid process for custodial services, however, the bid process has been longer than anticipated. The procurement process requires a mandatory in-person job walk of 15 sites citywide, which was unachievable due to the social distancing requirement and other restrictions set during the COVID-19 pandemic.
The City currently contracts with UNISERVE to provide custodial services at various City facilities. Staff recommends modifying the agreement with UNISERVE to allow adequate time to complete the formal bidding process. Staff will formally bid out these services in the first quarter of year 2023 and seek Council authority to award a new contract in the summer of 2023. Once a new contract is executed, a transition period is 2 of 4
needed to ensure compliance with the California Displaced Janitor Opportunity Act and the City’s requirement to retain existing custodians employed by the previous contractor to ensure continuity in employment and service level. To adequately address the essential standards of cleanliness, staff recommends modifying the existing 5-year agreement with UNISERVE by an additional 2 years through April 30, 2024 and to increase the total amount by $2,240,069 for a total amount not to exceed $9,953,390.
Discussion
On January 13, 2015, staff presented to Council a Contract and As-Needed Staffing Review: Policy, Practice, & Recommendations Report (Attachment A). Council approved contracted staff for custodial services as part of the comprehensive report.
On September 12, 2017, Council awarded Bid #4272 to UNISERVE and authorized a contract to provide custodial services at various City facilities for one year, with four additional one-year renewal options for a total amount not to exceed $7,713,321 over a five-year period (Attachment B). The current contract (10534 CCS), with all options to extend, expires on December 15, 2022. UNISERVE has agreed, in writing, to extend the contract through April 30, 2024, at the same price, terms and conditions. The contract is subject to the City’s Living Wage Ordinance and follows the contracting policy approved by Council in 2015.
To properly solicit contracted custodial services, staff must formally bid out requests which requires a mandatory, in-person, job walk of 15 sites citywide covering approximately 457,543 square feet. During the initial preparation of the formal bidding process, the State was under Emergency orders that included strict health and safety protocols due to the COVID-19 pandemic, which prohibited staff from obtaining the proper site specifications and conducting an in-person job walk with potential bidders.
Previously conducted job walks had over 30 attendees which included Finance staff, custodial staff and potential bidders. Social distancing requirements prohibited staff from conducting an in-person job walk. Staff took precautionary measures with the emergence of five waves, including new variants, of the COVID-19 pandemic which prolonged the bidding process. To bid out these services, additional time is needed so 3 of 4
that staff may address the different and complex requirements of the heightened demands of the post-pandemic standard of cleanliness.
Environmental Assessment
This is not a project for the purpose of CEQA.
Past Council Actions
Meeting Date Description
01/13/15
(Attachment A)
January 13, 2015, Staff Report – As-Needed and Contract Staffing Review Report
11/15/22
(Attachment B)
September 12, 2017, Staff Report – City Council authorization to award Bid #4274 to UNISERVE and negotiate and execute Contract 10534 for contracted custodial services
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from various funds to increase the amount of contract with UNISERVE for contracted custodial services at various City facilities. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement #
Current Authorized
Amount Request Amount Dept Account # Total Revised Contract Amount 10534 $7,713,321 $2,240,069 Various Accounts $9,953,390 Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council
4 of 4
Attachments:
A. January 13, 2015_Staff Report
B. UNISERVE_Staff Report_9-12-17
C. UNISERVE_Contract_10534
D. UNISERVE_Oaks
E. Written Comment