Agenda Item No. 5
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Scott Washburn, Public Works Manager VTF,_ Lim
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of July 11, 2022
SUBJECT: Award of Contract - Janitorial Services for Citv Facilities - Proiect No. 11172 RECOMMENDATION:
That City Council:
1. Award and authorize the Mayor to execute a contract in the amount of $70,058.80 with CFMS, LLC. of Fontana, California for the Janitorial Services for City Facilities - Project No. 11172; and
2. Authorize a contract contingency in the amount of $5,000 for a total program budget of $75,058.80; and
3. Authorize the City Manager, or his designee, to administer the terms of the contract.
BACKGROUND:
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 their performance, staff recommended not to extend DBM's contract beyond FY 2021 /2022 and determined it was in the City's best interest to publically re -advertise for the janitorial services.
In order to track the vendor's performance and responsibilities, the bid documents and contract specifications included a requirement for City staff to complete an ongoing evaluation of the performance and services provided by the vendor. This will provide staff with a tool to grade the contractor's performance weekly and monthly.
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. Upon evaluating the proposals, it became apparent that all proposals contained clerical -145-
City Council Meeting of July 11, 2022
Award of Contract - Janitorial Services for City Facilities - Project No. 11172
and mathematical errors. After further analysis of the bid forms and specifications, staff determined that due to the services being requested on a monthly or semi-annual basis, the quantities identified for each item on the bid forms were not clear and were interpreted differently by each bidder. As a result, staff determined that several modifications to the bid proposal form and contract specifications were necessary to clarify the quantities and ensure the proposals received are responsive and consistent. Subsequently, at its June 13, 2022, meeting, City Council rejected all proposals and directed staff to revise the bid documents/contract specifications and publicly re -advertise the bid documents again for these services.
DISCUSSION:
The Program was advertised for construction proposals on June 14, 2022. On June 28, five (5) sealed proposals were received and opened:
Vendor
Amount
Merchants Building Maintenance
$117,423.42
Allied Universal
$109,606.22
Coastal Building Services, Inc.
$109,282.18
QuinMar Janitorial, Inc.
$85,583.92
CFMS, LLC.
$70,058.80
The cost estimate for the Program is $62,000. The proposals received by Merchants Building Maintenance and QuinMar Janitorial, Inc. did not contain the required documentation and have been deemed incomplete and non -responsive. CFMS, LLC. is the apparent low bidder for the Program with a bid in the amount of $70,058.80. Staff has reviewed the apparent low bidder's bid documents and determined that they meet the contract specifications for the Program. CFMS, LLC. has provided similar services for other public agencies, and their work has been deemed satisfactory. As a result, staff recommends that City Council award a one (1) year contract in the amount of $70,058.80 to CFMS, LLC. for the Program.
FISCAL IMPACT:
The FY 2022/2023 Budget approved by City Council on June 27, 2022, includes an allocation of $27,369 for City Hall, $20,400 for the Police Station, and $50,635 for the Yucaipa Business Incubator Center & Yucaipa Performing Arts Center for a total proposed annual budget of $98,404 for janitorial services. Should circumstances arise during the contract period requiring a change in scope of work and/or deleting a public facility from the contract for the proposed services, staff would be able to administer a contract change order to accommodate such changes. As a result, there is sufficient funding to accommodate staff recommendations.
Attachments: Agreement
Bid Summary
Approved by:
-146-
AGREEMENT
THIS AGREEMENT is made and entered into this 11th day of July 2022, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and
CFMS, LLC.
Contractor / Company Name
Fontana
City
CA 92335
State Zip Code
located at
8820 Lydie Court
Street Address
909-549-7459 hereinafter referred to as "Contractor".
Phone
PROJECT: Janitorial Services for City Facilities - Proiect No. 11172 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Seven Thousand, Fifty -Eight and Eighty Cents ($70,058.80) in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
CITY OF YUCAIPA
A Municipal Corporation
Jennifer Crawford, David Avila, Mayor
Assistant City Manager/City Clerk
FUNDS AVAILABLE/INSURANCE CONTRACTOR:
APPROVED:
Andrew Hamilton, Director of Finance
& Administrative Services
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
David M. Snow, City Attorney
Date
Date
-147-
Janitorial Services for City Facilities
Owner:City of Yucaipa
Bid O enin :2022-06-28 ma,� an allowance
Engineer's Estimate
CFMS, LLC
Quinmar Janitorial, Inc.
Coastal Building Services, Inc.
Allied Universal Janitorial
MERCHANTS BUILDING MAINTENANCE
ILK ENTERPRISE, INC
8820 Lydia Court, Fontana, CA, 92335
Fontana, CA 92335
Bid Status:Valid
7532 Webster Street
Highland, CA 92346
US
Bid Status:Valid
1433 W. Central Park Ave. N.
Anaheim, CA 92802
Bid Status:Valid
1815 E Wilshire Ave #912 Santa Ana
Santa Ana, CA 92705
US
Bid Status:Valid
786 MONTEREY PASS ROAD
MONTEREY PARK, CA 91754
Bid Status:Valid
1732 GAMBLE LN ESCONDIDO
ESCONDIDO, CA 92029
US
Bid Status:Valid
Schedule A- Yucaipa Police Station
Item#
Item Code
Item Description
quantity
I UnitoJMeasure
unit Prior
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Prim
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
1 N A
CLEANING SERVICES PERFORMED DAILY PER
12 PM
50.00 0.00
1,575.00
18,900.00
1,726.00
20,712.00
3,134.63
37,615.56
2,220.55
26,646.60
3,274.89
39 298.68
$3,900.00
$46,800.00
2 NA
CLEAN ALL WINDOWS INSIDE AND OUT
2 SA
50.00 $0.00
$779.70
$1,559.40
$950.00
1,900.00
$624.35
$1,248.76
480.00
$960.00
$990.0011,980.00
5700.00
$1,400.00
3 NA
SHAMPOO ALL CARPETING SEMI-ANNUALLY,
2 SA
$0.00
0.00 $1,175.00
$2,350.00
5950.00
$1,900.00
$575.99
$1,151.92
1,268.40
2,536.80
$679.5011,359.00
$1,812.00
3,624.00
4 NA
STRIP AND WAX ALL VINYL COMPOSITION
2 SA
_000
0.00 3,000.00
6,000.00
$900.05
1,800.00
$523.60
1,047.20
986.25
1,972.S0
5107.671215.34
100.00
200.00
5 N A
STEAM CLEAN ALL CERAMICTILE FLOORS
2 SA
$0.00
S0.00
$2,250.00
4,500.00
800.00
1,600.00
314.16
628.32
746.98
$1,493.96
$430.951861.90
5710.00
1,420.00
Bid List Total
.00
33,309.40
27,912.00
41,691.70
$33,609.86
43,714.92
53,4 44.00
Schedule B Yucaipa City
Hall
Item#
Item Lode
Iltem Description
Quantity
I Unitaf Measure
Unit Prim
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Price
Item Total
Unit Pdce
Item Total
unit Price
Item Total
Unit Price
Item Total
1 N/A
CLEANING SERVICES PERFORMED DAILY PER
12 PM
$0.00
$0.00
787.50
9,450.00
1,776.00
21,312.00
2,013.75
24,165.00
1,799.37
21,592.44
2,912.36
34,948.32
3,120.00
37,440.00
2 N/A
CLEANING SERVICES PERFORMED MONTHLY
12 PM
$0.00
0.00 787.50
9,450.00
512.00
6,144.00
566.79
6,801.48
423.18
5,078.16
900.00
10,800.00
312.00
3,744.00
3 NA
CLEAN ALLWINDOW5 INSIDEAND OUTSIDE
2 SA
0.00 0.00
779.70
1,559.40
$580.00
1,150.00
650.00
1,300.00
1,016.00
2,032.00
900.00
1,800.00
875.00
$1,750.00
4 N/A
SHAMPOO ALLCARPETING SEMI-ANNUALLY,
2 SA
0.00 0.00
1,3 00.00
2,600.00
700.00
1,400.00
471.24
942.48
1,764.00
3,528.00
945.00
1,890.00
2,400.00
4,800.00
5 NA
STRIP AND WAX ALL VINYL COMPOSITION
2 SA
0.00 $0.00
600.00
1,200.00
$276.00
552.00
209.44
418.88
184.20
368.40
110.52
221.04
122.00
244.00
6 N A
STEAM CLEAN ALL CERAMIC TILE FLOORS
2 SA
0.00 0.00
2,250.00
4,500.00
$624.00
1,248.00
698.00
1,396.00
754.00
1,508.00
435.00
870.00
$580.00
1,160.00
Bid List Total
0.00 28,759.40
31,816.00
35,023.84
34,107.00
50,529.36
$49,138.00
Schedule C Incubator Center
It.. At
I Item Code
11temDeicription
J quantity
UnitoJMeasure
Unit Pdce
Item Total
Unit Price
it.. Total
Unit Price
Item Total
Unit Pdce
Item TotalM43
Item Total
Unit Pdtt
Item Total
Unl[Price
Item Total
1 N/A
CLEANING SERVICES PERFORMED DAILY PER
12 PM
$0.00
0.00 45.00
540.00
472.00
5,664.00
453.00
5,436.00
5,171.88
439.38
5,272.56
540.00
6,480.00
2 N/A
CLEANING SERVICES PERFORMED DAILY PER
12 PM
50.00 0.00
45.00 540.00
141.66
1,699.92
453.00
5,436.00
2,607.48
439.38
5,272.56
390.00
4,680.00
3 N A
CLEANING SERVICES PERFORMED DAILY PER
12 PM
SD.00
0.00 45.00
540.00
316.00
3,792.00
104.72
1,256.64
2,607.48
270.00
3,240.00
350.00
4,200.00
4 N A
SHAMPOO ALL CARPETING SEMI-ANNUALLY,
2 SA
$0.00
0.00 400.00
800.00
250.00
$500.00
130.00
260.00
30000
3915
78.30 10500
5 N A
STRIP AND WAX ALL BATHROOM TILE SEMI-
2 SA
$O.CO
$0.00
62500
1,250.00
320.00
640.00
225.00
$450.00
30000
66.00 132.00
11000
22000
Bid List Total
0.00 3,670.00
12,295.92
12,838.64Schedule
D Yucaipa Performing Arts Center
Item#
Item Code
Item Description
quantity
UnitofMeasure
Unit Price
Item Total
UnitPrice
Item Total
Unit Pritt
Item Total
Unit Prim
Item Total
Item Total
Voil Price
Item Total
Unit Price
Item Total
1 NA
COMPLETE CLEANING SERVICES
12 PM
$0.00
0.00 $180.00
$2,160.05
565.00
6,780.00
$1,532.00
$18,384.00
$1,716.81
$20,601.72
$441.97
5,303.64
$1,352.00
$16,224.00
2 1
N/A
COMPLETE CLEANING SERVICES
12 PM
$0.00
0.00 180.00
$2,160.00
$565.00
6,780.00
5112.00
$1,344.00
1 58.40
$10,300.80
323.34
3,880.08
50.00 600.00
Bid List Total
0.00 4,320.00
13,560.00
$19,728.00
$30,902.52
$9,183.72
16,824.00
Total Bid Amount
$0.00
$70,058.80
$85,583.92
$109,282.18
$109,606.22
$117,423.42
$135,196.00
Listed Subs
I