CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
6/27/2023
AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
MAINTENANCE SERVICES AGREEMENT WITH JJ PROPERTY MAINTENANCE NETWORK INC. FOR CUSTODIAL MAINTENANCE SERVICES
Summary:
The City Council will consider entering into a Maintenance Services Agreement with JJ Property Maintenance Network Inc. (JJP) for citywide custodial maintenance services for an amount of $152,527.00 (plus 10% for contingencies) for a term of one year, with a maximum of two additional one-year term extensions The services under this contract include janitorial services for city facilities including pressure washing of playgrounds at City parks, and on-call custodial services for special city events.
Recommendations:
1. Authorize the City Manager to enter into a Maintenance Services Agreement with JJP to provide custodial maintenance services of City building facilities, in a form approved by the City Attorney, with an annual contract amount of $152,527.00. The term of the contract agreement is for a one-year term with a maximum of two additional one-year term extensions.
2. Authorize standard contingency of 10% ($15,252.70) and up to a 180-day term extension pursuant to the City’s Purchasing and Contract Guidelines, to be utilized if approved by the Public Works Director.
Fiscal Impact:
The annual cost of custodial maintenance services provided by JJP is a not-to-exceed amount of $152,527.00 and an additional 10% compensation contingency in the amount of $15,252.70 to be utilized for extra or emergency call-out services, if approved by the Public Works Director. The total amount of $167,779.70 will be reflected in the FY 2023-24 Public Works Department cleaning services budget (Account No. 100-92-5521). The cleaning services budget for FY 2022-23 was CITY OF SIGNAL HILL Page 1 of 3 Printed on 6/22/2023
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services budget (Account No. 100-92-5521). The cleaning services budget for FY 2022-23 was $134,000 and will be $168,000 in FY 2023-24.
Strategic Plan Objective:
Goal No. 4: Maintain and improve the public infrastructure.
Background and Analysis:
The Public Works Department supplements its building facility maintenance operations by utilizing a contractor to provide custodial services for City building facilities. The services under this contract include janitorial services for the below City-owned buildings, pressure washing of playgrounds at City parks, and on-call custodial services for special city events.
Table 1: City Facilities Covered Under this Contract
On May 5, 2023, the City published a Notice Inviting Bids (NIB) for Citywide Custodial Maintenance Services. The bid proposal included the weekly pressure washing of City playgrounds, play areas and shelters at five City parks (Discovery Well Park, Signal Hill Park, Reservoir Park, Calbrisas Park and Hilltop Park). Staff held an optional pre-bid conference on May 11, 2023, to review the contract documents and service expectations. Two vendors attended the pre-bid conference, and 20 vendors downloaded the contract documents on the City’s online bidding portal. The City received four bids by the due date of May 25, 2023:
Table 2: Bid Results
JJP, the lowest bidder, properly submitted all required items and documents prior to the bid closing date and time, including its hard copy bid security. Staff reviewed the bid documents, confirmed the contractor’s Department of Industrial Relations (DIR) registration, and conducted reference checks to CITY OF SIGNAL HILL Page 2 of 3 Printed on 6/22/2023
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ensure the contractor has successfully performed similar work for other clients.
Commercial Building Management, Inc. (CBM), the second lowest bidder, has provided custodial services to the City of Signal Hill since 2017 via a maintenance services agreement that is scheduled to expire on June 30, 2023. CBM’s annual contract amount for these services was $132,610 annually since 2020. The bids received on this solicitation were highly competitive. The lowest bid price from JJP is reasonable for the scope of work to be performed and represents a 15% increase in cost for these services since 2020, which compares favorably to the rate of inflation since the execution of CBM’s previous contract for these services in April 2020. According to the Bureau of Labor Statistics data, the Consumer Price Index for all items in the Los Angeles/Long Beach/Anaheim area has increased by 16.1% since April 2020.
Staff respectfully requests City Council to authorize City Manager to enter into a one-year term agreement with JJP for custodial maintenance services of all city facilities, for a contract amount of $152,527.00 (plus 10% for contingencies) for as-needed extra work as approved by the Public Works Director.
Reviewed:
_________________________
Sharon del Rosario
Attachment:
A. Maintenance Services Agreement
CITY OF SIGNAL HILL Page 3 of 3 Printed on 6/22/2023
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