TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:July 8, 2025
SUBJECT: Citywide Janitorial Supplies Agreement
RECOMMENDATION:
1. Approve use of ”piggyback” agreement using the Region 14 Education Service Center (ESC), Texas, Contract No. 152611 through Omnia Partners with award to Network Services Company dba Network Distribution (Network Distribution) (Schaumberg, IL) for purchase of janitorial supplies through local supplier, Waxie, for a 2-year term from June 1, 2025, through May 31, 2027, with the option to renew for two additional one-year periods through May 31, 2029, in a not-to- exceed amount of $400,000.
2. Authorize expenditure of $400,000 for the duration of the contract from various General Fund accounts.
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $93,750 is included in the Adopted FY 2025- 26 General Fund Budget and $94,250 in the Adopted FY 2026-27 General Fund Budget to fulfill janitorial supply needs. Additional funds for the remaining contract term will be requested during the upcoming biennial budget process.
BACKGROUND:
The City’s Facilities Division ensures the cleanliness of 14 buildings, ranging from small public facilities of 2,450 sq. ft. to large facilities of 209,000 sq. ft. Regular orders of janitorial supplies are essential to maintaining sanitary conditions and user satisfaction. Supplies include cleaning equipment and cleaning tools necessary for routine sanitation and daily operation. The products are used by City staff during business hours and by contracted janitorial providers after hours.
Citywide Janitorial Supplies Agreement
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The City currently procures bulk janitorial supplies and dilution control systems through a competitively bid cooperative agreement with Network Distribution, facilitated by the City of Tucson, AZ. Using this agreement, the City orders supplies via a local distributor, Waxie, from their nearest warehouse in Ontario, CA. As the City's current agreement with Network Distribution expired on May 31, 2025, a new agreement is necessary to continue purchasing supplies (Attachments #1 and #2).
DISCUSSION/ANALYSIS:
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto, or join, an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. On February 21, 2024, Region 14 ESC issued competitive solicitation RFP #24-S824 (Attachment #3) for Comprehensive Operational and Janitorial Supplies and Solutions. On May 21, 2024, Region 14 ESC awarded Network Distribution a contract for a term of 3 years as part of the OMNIA Partners purchasing cooperative. The City can utilize this contract as a “master agreement” whose terms will be valid through May 31, 2027. The terms of the master agreement provide that the contract may be extended for two additional one-year terms through May 31, 2029, if exercised by Region 14 ESC. The cooperative agreement will meet the City’s janitorial supply needs at a competitive market value.
Public agencies, including municipalities, school districts, and universities, frequently use cooperative agreements for supplies and services due to the competitive pricing these agreements offer. Vendors are motivated to offer competitive prices because cooperative agreements allow them to reach more clients.
By utilizing this agreement, the City will receive an approximate 40 percent discount on janitorial supplies. The City has used a piggyback agreement with Network Distribution, utilizing local distributor Waxie, for the past 11 years and is satisfied with their performance. Staff recommend the City utilize the new cooperative agreement with Network Distribution through Region 14 ESC for all janitorial supply needs.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if Citywide Janitorial Supplies Agreement
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applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a final decision is made (Attachment #4).
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Joshua Koenig-Brown, Facilities Manager
Attachments:
Attachment #1 – Region 14 Education Service Center Contract No. 152611
Attachment #2 – General Fund Account List
Attachment #3 – Region 14 Education Service Center RFP 24-S824 Attachment #4 – Waxie Levine Act
FIN:201-10\aw\jkb\H:\COMMON\Council\2025\Facilities\07082025 Citywide Janitorial Supply Contract.docx