Agenda Item No. 5
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer FP Scott Washburn, Public Works Manager s
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of June 13, 2022
SUBJECT: Reject All Bids for the Janitorial Services for City Facilities - Project No. 11172 RECOMMENDATION:
That City Council:
1. Reject all bids for the Janitorial Services for City Facilities - Project No. 11172; and
2. Direct staff to revise the bid documents and contract specifications and publicly re - advertise the revised bid documents for the janitorial services.
BACKGROUND/DISCUSSION:
Since 2016, the City has maintained a contract for janitorial services for several public facilities, including City Hall, the Yucaipa Police Station, the Yucaipa Business Incubator Center, and since 2019, the Yucaipa Performing Arts Center.
On June 28, 2021, City Council approved and authorized the Mayor to execute a contract with Dynamic Building Maintenance (DBM) in the amount of $51,400 for janitorial services for FY2021/2022, with an option to extend four (4) additional one-year terms. In April of 2022, due to the current vendor's performance, staff determined not to extend DBM's contract beyond FY 2021/2022 as allowed by the contract. It was also determined that it was in the City's best interest to re -advertise the bid documents for the janitorial services.
In order to be able to track the selected vendor's performance and make any adjustments necessary, the bid documents and contract specifications included a requirement for City staff to perform an ongoing evaluation of the vendor's performance and services. This provided staff with a tool to grade the contractor's performance on a weekly and monthly basis.
On April 18, 2022, the bid specifications were publicly advertised for the Janitorial Services for City Facilities - Project No. 11172 (Program). On May 17, 2022, eight (8) sealed proposals were received as follows:
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City Council Meeting of June 13, 2022
Janitorial Services for City Facilities - Program No. 11172
Bidder
Amount
Coastal Building Services
$10,266.69
Vested Solutions (Non -Responsive)
$0.00
CFMS, LLC
$2,209.33
Dynamic Building Maintenance
$9,510.00
Allied Universal
$15,383.71
JLK Enterprise, Inc.
$17,528.00
uinMar Janitorial, Inc.
$14,148.82
Merchants Building Maintenance
$9,887.73
Engineers Estimate
$62,000.00
The Engineer's Estimate for the Program is $62,000. Staff has reviewed all submitted bids. The bid received by Vested Solutions did not contain the required documentation and was deemed non- responsive. Upon evaluating the other bid amounts and individual unit costs, it became apparent that all bids contained clerical and mathematical errors. Upon further analysis of the bid forms and specifications, staff determined that due to the services being requested and bid amounts based on a monthly or semi-annual basis, the quantities identified for each item on the bid forms may not have been as clear for bidders that are not very familiar with bids for public contracts.
Typically, janitorial companies do not submit many bids for public contracts and are not as familiar with the public contract bid forms. As a result, staff has determined that several modifications to the bid proposal form and contract specifications are necessary to clarify the quantities and ensure the bids received are consistent. For this reason, staff is recommending that City Council reject all bids and direct staff to revise the bid documents and contract specifications and re -advertise for bids.
FISCAL IMPACT:
The FY2022/2023 Draft Budget reviewed by Council on June 1, 2022, includes an allocation of $27,369 for City Hall, $18,700 for the Police Station, $5,700 for the Yucaipa Performing Arts Center, and $50,635 for the Yucaipa Business Incubator Center for a total proposed annual budget of $102,404 for janitorial services. If approved, staff will readvertise the Program for bids and return to Council with a recommendation at a future meeting.
Attachments: Bid Summary
Approved by:
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