Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Aim To Please Janitorial Services, Inc. for Cleaning and Maintenance of Park Street, Webster Street and Marina Village Zones of the 84-2 Landscape and Lighting District, in an Amount Not-to-Exceed $1,789,424.78. (Public Works 27141530, 27341530, 27541530)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
In 1984, the City Council established the Island City Landscaping and Lighting District, 84-2 (District) to provide enhanced maintenance in the public areas using property owner assessments. The downtown area of Park Street, the commercial area of Marina Village, and the downtown area of Webster Street are Zones 4, 6, and 8 of the District, respectively.
The existing agreement for cleaning and maintenance services within these three zones expires on November 30, 2025. Following a competitive solicitation, staff recommend awarding the agreement to Aim To Please Janitorial Services, Inc. (Aim To Please) for a total five-year amount not-to-exceed $1,789,424.78 to perform the enhanced cleaning and maintenance in these Zones.
BACKGROUND
For the past five years, enhanced janitorial and maintenance services in the Park Street, Webster Street and Marina Village Zones of the Landscape and Lighting District have been performed by a contract service provider. The existing agreement expires on November 30, 2025.
The scope of work varies by zone but typically includes:
• Daily litter and trash removal from streets and around litter containers
• Cleaning of litter containers
• Sidewalk pressure washing
• Graffiti removal
• Weed abatement
• Restroom maintenance for the public restrooms in Marina Village.
A new agreement is needed to ensure continuity of these janitorial and maintenance services.
DISCUSSION
On September 12, 2025, staff issued a Request for Proposals (RFP) for Business District Cleaning and Maintenance of Park Street, Webster Street and Marina Village. After a submittal period of 14 days, the City of Alameda (City) received three timely submitted proposals in response to the RFP:
|
Bidder |
Location |
Annual Price |
|
Clark Services |
Richmond, CA |
$286,400 |
|
Aim To Please |
San Francisco, CA |
$512,230 |
|
Kleen-Tech |
Fremont, CA |
$666,184 |
Public Works staff and Zone stakeholders evaluated the proposals according to the City’s Purchasing Policy and RFP criteria. In addition to cost, proposals were evaluated on the Proposer’s ability to deliver on the City’s required scope of work, qualifications and staff training, references, willingness to comply with the proposed agreement terms, as well as scope of work priorities such as on-site staff supervision, communication with stakeholders, approach to sidewalk washing, and reporting mechanisms to resolve work orders in a timely manner.
Following proposal reviews, interviews, and reference checks, Aim To Please demonstrated the best overall ability to deliver the required scope within the budget. During negotiations, it became apparent that the Webster Street Zone’s funds could not continue to support seven-day per week service and so, in consultation and with agreement from stakeholders in this Zone, the service will now be five days per week as part of this proposed agreement. Staff recommends awarding an agreement with Aim To Please for a term from December 3, 2025 to June 30, 2030 in an amount not to exceed $1,789,424.78, including a 10% contingency. Aim To Please is not guaranteed any of the contingency amount and the use of the contingency will be at the sole discretion of the City for work not originally anticipated in the scope. The Agreement, included as Exhibit 1, requires the contractor to pay prevailing wage.
ALTERNATIVES
• Award the agreement as recommended by staff.
• Modify the scope of the agreement.
• Do not award the agreement. Not awarding the agreement would result in pausing of the enhanced maintenance services for the Zones. The current agreement expires on November 30, 2025, and the City does not have in-house resources to perform this work.
FINANCIAL IMPACT
Funding for this enhanced cleaning and maintenance was budgeted and approved by City Council in the current biennial budget in the Island City Maintenance (84-2) budgets for Zone 4 (27141530), Zone 6 (27341530), and Zone 8 (27541530). Funding for subsequent years in the agreement is subject to City Council approval. For each year after this current fiscal year a 2% inflator is assumed.
|
Zone |
FY25-26* |
FY 26-27 |
FY 27-28 |
FY 28-29 |
FY 29-30 |
Total |
Total Contingency |
Total NTE |
|
Park Street |
$87,378.20 |
$152,787.02 |
$155,842.76 |
$158,959.62 |
$162,138.81 |
$717,106.42 |
$71,710.64 |
$788,817.06 |
|
Webster Street |
$43,916.89 |
$76,791.82 |
$78,327.66 |
$79,894.21 |
$81,492.10 |
$360,422.68 |
$36,042.27 |
$396,464.95 |
|
Marina Village |
$66,921.61 |
$117,017.22 |
$119,357.56 |
$121,744.71 |
$124,179.60 |
$549,220.70 |
$54,922.07 |
$604,142.77 |
|
Total |
$198,216.70 |
$346,596.06 |
353,527.98 |
$360,598.54 |
$367,810.51 |
$1,626,749.80 |
$162,674.98 |
$1,789,424.78 |
*Both base agreement amount and contingency are prorated for the period December 1, 2025 - June 30, 2026.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code. This relates to the Strategic Priority to Invest in Transportation, Infrastructure, Economic Opportunities, & Historic Resources. This action is subject to the Levine Act.
ENVIRONMENTAL REVIEW
In accordance with the California Environmental Quality Act (CEQA), this action is categorically exempt from further environmental review pursuant to CEQA Guidelines Section 15301 (Existing Facilities).
CLIMATE IMPACT
Maintenance activities supported by these assessments can counter potential, near-term, negative impacts of climate change. The removal of litter and debris from public areas and thus the municipal storm drainage system will assist with providing better storm drainage and decreasing the risk of local flooding, results that improve local resiliency to potential climate change.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Aim To Please Janitorial Services, Inc. for cleaning and maintenance of Park Street, Webster Street and Marina Village Zones of the 84-2 Landscape and Lighting District, in an amount not-to-exceed $1,789,424.78.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Emily Antenen, Management Analyst
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Agreement