Agenda Item No. 12
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Scott Washburn, Public Works Manage , S�
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of June 26, 2023
SUBJECT: Award of Contract - Janitorial Services for City Facilities - Project No. 11172-3 RECOMMENDATION:
That the City Council award and authorize the Mayor to execute and authorize the City Manager or his designee to administer the terms of a contract for FY24 in the amount of $154,009 with Merchants Building Maintenance, LLC of Pomona, California for the Janitorial Services for City Facilities - Project No. 11172-3.
BACKGROUND/DISCUSSION:
Since 2016, the City has maintained a contract for janitorial services for various City facilities (Program), including City Tull, the Yucaipa Police Station, and since 2019, the Yucaipa Performing Arts Center. For FY24 the City is proposing the addition of the Yucaipa Community Center, the Scherer Community Center, and the Senior Nutrition Center to the Program specifications.
The Program scope of work consists of furnishing all labor, materials, necessary tools, equipment, supervision, appurtenances, and all services required for facility janitorial services. These services include vacuuming, dusting, trash collection, sweeping and mopping all floors, restocking toiletries, cleaning countertops, steam cleaning ceramic tile flooring throughout the facilities, cleaning lower entry doors and windows, spot cleaning office windows, dusting mini blinds in accordance with the specifications prepared for this Program.
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 monitor the contractor's performance weekly and monthly.
109
The Prograrn was advertised for proposals on May 11, 2023. On June 6, three (3) sealed proposals were received and opened:
Vendor
Amount
Coastal Building Services, Inc.
$167 830
uinMar Janitorial, Inc.
$201 194
Merchants Building Maintenance, LLC.
$154,009
Staff has reviewed the apparent low bidder's proposal documents and determined that they meet the contract specifications for the Program. Merchants Building Maintenance, LLC (Merchants) has provided similar services for other public agencies, and their work has been deemed satisfactory. As a result, staff recommends that the City Council award a three (3) year contract (with the option of extending the contract for a two (2) additional one (1) year periods) in the amount of $154,009 per year to Merchants for the Program, FISCAL IMPACT:
The FY24 Annual Budget includes the cost of this item.
Attachments: 1. Contract
2. Bid Summary
Approved by:� ��-
110
ATTACHMENT 1
III
AGREEMENT
THIS AGREEMENT is made and entered into this 26`h day of June 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter teferred to as "City„ and
Merchants Building Maintenance, LLC , located at
Contractor 1 Company Name
1995 W. Halt Ave.
Street Address
Pomona CA 91768 (909) 62-8260 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT:_ Janitorial Services for Citv Facilities= Project No. It 172-3 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows, The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of One Hundred Fifty -Four Thousand Eight Dollars and Twenty -Four Cents C$I54,008.24) 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:
Ana Sauseda, City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor
CONTRACTOR:
Date
Merchants Building Maintenance, LLC Date
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ATTACHMENT 2
113
Janitorial Services for City facilities -Project No.21172-3 Bid Results
June, 2023
Coastal Bulfding 5ernioes
Anallefrrt, CA
qunlmarfamltorial, me
Hrglderid, CA
6leWians6aPldfng Malmttnance, ELC
Poman} CA
Hem Description
12A'
Onit
On1I price
Extersion
Unit Prke
ERtMDW
Unit Puce
Extemian
5dsedule A - Yucaipa Rake Station
1 iYeaning services performed daily per Werns AC in Appendix kComplete In Place 12 pM
$3,7m Do
S38,4mina
S2x116
533 757.92
S3,05a9e
$36.207.76
2 bean all OUTSIDE GIASS OF EXTERIOR down SerruAnmuallr, Complete in Place 2 SA
S625.00
S1,250_8a
S1325.110
$2,650.00
5715-01
SI„430.02
3 5hamlmo altorpHing SemlJ4nnus1lyr Canptete In Place
2 SA
S576.00
S115100
S1,800.D0
$3,600.00
SSW91
$1117.02
4 Strip and wax all vinyl composition Ule and vinyl seml,Annvally, Complete in PL ce 2 $A
$524.00
51.0"
5900.00
$Lisno.00
536633
$73166
S
Steam clean a0 uramic the Moms Semi -Annually, Cmrplete In Place 2 S4
$315A0
5630A0
$1,5419.00
$3,D96.D0
$266,76
$533.56
S42.aBuaD
Si4,90332
316S6Lg2
Sdredule B. Yatcaip3 My Hall
1 C1een-ng services performed daily per Items in Appendix B. Itern A, Complete in Place 12 SA
5 100.00
52S,20DA0
$2 SCOD
$3n,6ae.0O
$3,446.99
s4L36176
2 Cleaning services performed mouthy per Items it AMwnda B, Item IL Compkwin Moe 12 5.4
$567.00
56,8MM
513too
$1,560.00
sssom
$7,900.12
3 Clean all OUTSIDE GLA$s OF EXTERIOR windows 5emi`Annoally,Complete in Puce 2 2
$650.00
$1,300.00
$1 75.00
sz,750.00
$650.01
S1,300.02
4 Shampoo A nrpeaing Semi -Annually, Cnmpletein Pboe
2 2
SQO..0O
$940-00
52413DAs0
$4.600.00
S819A1
$1 8.02
S
Strfpand wax advinyl composibb the and vin,05e,ml,Annva11y,CompWoin Ptem 7 2
$210.00
2LW
S1,045A0
$2.090.00
$57A2
S114-04
G
Stearn clean aRcerdnrc ttlefloors 5emiAnmgllyCarrplete in Place 2 2
$648.00
S1,A& 0
Sl d_75
$2,1D9.50
$269.29
S53858
7 5han400{clean Cnuroaiihamb- seating Fabric [dsa.r dbcwJw5], Conni'letein A- 2 2
$330.00
$660A0
$414150
$2,299.Uu
$s2n.01
S1,040.02
$36,72p.W
$46 256.50
M744.56
schedule C - Yarnlpa community Center
1 Cleaning services performed daily per Items in Appendix C. Item A. Complete in Place 12 PM
5 00a.00
$21,600.00
52 6A00
$29S20.00
51,360.40
$1 24_80
2 dooming services performed daily per Items in Appendix t, Item A, Complete in Place 12 PM
$2AO.OD
52,866A0
5206-66
szsm.sz
$162.50
S1950-00
3 dew all OUTSIDE GLASS OF EXTERIOR vmdows Senti-Mnmlfy, Conplete in Piave a
SA
$35q,gp
$700.00
51,300.90
$ 200.00
$2i A3
Si36.26
4 Shampoo A carpetang S-,Anrrualty, Complete an Place
2 SA
$350 nD
57DRon
SiA69.90
$ 119.60
$60.71
SPL42
5 Strip and wax all bathroom Isle$enrrvArinuallr, Complete in Place 2 SA
524a,m
SMUM
55D0.00
S1,m0.D0
5230M
$260-00
SI6,3S0.0a
$37,343.72
1 0AM4r1
Schedule D-Yu 1pa Perfmming Arts Center
I
Compkte cleaning services performed daily per Items in Appendix D, Rern A, Complete in Place 22 PM
606.D0
$19,20000
51-294AG
515 528.00
$4ZL72
Ss. 140.5A
2 Complete cleaning services performed daTV per Items in Append'u D. kern E, Complete in Place 12 PM
s250.00
$3,DOO.00
51,128.00
$i3,536.Oo
5318-74
S3A24.118
$22,206At3
$29,064.00
S9,969.52
ichedrtle E- SdWMFCOmmunit7[encer
1 Cleaning services perfprmed daily per Items in Appendix E. hern k Compkte in Place 12 PM
5 306.00
527600.00
j1,925.22
$23102.64
$1,467,94
513 15-88
2 Beaming Services perforrrsed monthly per Items in Append-ot E, ltem B,{,pmplete in Place 12 PM
SIM..00
S120DA0
5120410
$1,44O.D0
S0.00
57W*D
3 Cleaning services perfomscd Seml,Annually per Items an Appendix E, Item C, Complete in Place 2 SA
$985.00
$1,976A0
$2010-00
$4�080.130
$650.61
51,300-02
5311,770.00
M,628.64
$19v695.90
Srheduk F- kutritlon Cerder
1 Cleaning services perfom" daily per peons In AppendOl E, Scherer Nutrition Center -Rem A, Complete in Place 12 PM
S610.00
S7,320.00
$1 16-44
$1 197.28
Sms.33
S16,863.96
2 Cleanhg seNlces performed mouthy per hems in Appends E, Scherer HOTlstlon Center-ftern 8, Cmrsplete In Place 12 PM
s5a.001
S6m.r10
sionLool
51,M0.001
SM 001
5780l30
3 [leaning services performed 5eml,Annually per Items in AppeWV E,Scherer kulritlon [enter-Itemr_Cort alece In place 2 5A
$590.DD
$1.3w.001
Samoa
SL600.D0
$65.00
5M-o"
$9,300.00
$14,997.28
511.773-%
Total
$167,630.00
Total
$20LIsA06
Total
$15q,ma.24
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