Title
Recommendation to Authorize the City Manager to Execute a Five-Year Agreement with Imperial Maintenance Services for Janitorial Services for Forty-Two City Building Facilities in a Total Agreement Amount Not-to-Exceed $3,412,818.
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). (Public Works 60341590)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) has 42 building facilities which require regular janitorial services. The City uses contract services to fulfill these janitorial needs. Staff completed a Request for Proposals (RFP) process and is now recommending execution of a five-year agreement with Imperial Maintenance Services for janitorial services in a total agreement amount not-to-exceed $3,412,818. The annual cost for the remainder of Fiscal Year 23-24 (from 08/01/23 through 06/30/24) is $598,648, including a 5% contingency. A 3% annual Consumer Price Index (CPI) increase and 5% contingency are included for each year of the agreement.
BACKGROUND
Public Works deploys a combination of in-house forces and as-needed contractor support for facility maintenance. The City’s 42 building facilities require regular janitorial services that are performed by a contractor. In addition to regular day-to-day janitorial services, the service provider provides weekly services, such as window cleaning and dusting, monthly services, such as exterior light cleaning, and quarterly services such as high dusting. Services include all labor and materials.
DISCUSSION
On May 25, 2023, the Public Works Department issued an RFP for Janitorial Services for City Building Facilities (Various Locations). To solicit the maximum number of bids and most competitive prices, the RFP was published on the City’s website and the Alameda Sun, as well as forwarded to the City’s list of qualified contractors and 13 separate builders’ exchanges throughout the Bay Area. After a bidding period of 15 days, the City received five responsive bids.
|
Proposer |
Location |
Proposal Amount |
|
Aim To Please Janitorial Services |
San Francisco, CA |
$1,344,000.00 |
|
Imperial Maintenance Services |
Stockton, CA |
$621,972.00 |
|
Karla’s Janitorial Services & Suppliers |
San Francisco, CA |
$501,386.25 |
|
Olympic Cleaning Service |
Stockton, CA |
$612,432.12 |
|
Universal Building Services |
Richmond, CA |
$661,836.00 |
Staff reviewed the proposals, consistent with the City’s Purchasing Policy Guidelines and the selection criteria outlined in the RFP. Imperial Maintenance Services (Imperial), although not the lowest bidder, is the provider best suited to meet the City’s needs. The staff weighed Imperial’s record serving as the City’s janitorial service provider since 2018, their proven ability to perform the necessary tasks, response times, and full suite of services offered. In researching the two lowest proposers, staff received inadequate references and/or determined that the vendors were unable to provide the necessary level of service required for the 42 City buildings.
The contract is based on an annual amount for the proposed scope of work. Staff recommends a five-year agreement with Imperial Maintenance Services for a total not-to-exceed amount of $3,412,818. The associated compensation includes an annual three (3) percent CPI increase and a five (5) percent contingency. Use of contingency shall be for items of work outside the original scope and requires prior written authorization by the City. Imperial shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations.
ALTERNATIVES
• Modify the scope of the contract and/or adjust the approved contract authorized amount.
• Do not award this contract and give another direction to staff. In-house staff do not have the capacity to perform all the services in this contract. Not having this contract available will lead to deficiencies and other operational issues in our building facilities.
FINANCIAL IMPACT
Funds for this contracted service are budgeted in the Fiscal Years 2023-25 Facilities Maintenance operating budget (60341590). No additional funding is requested at this time. Funding for the last three years of the proposed contract will be subject to future City Council appropriations approval.
|
Fiscal Year |
Base Amount |
CPI - 3% |
Contingency - 5% |
Total Authorized Amount |
|
8/1/23 thru 6/30/24 |
$570,141 |
0 |
$28,507 |
$598,648 |
|
FY 24/25 |
$621,972 |
$18,659 |
$32,032 |
$672,663 |
|
FY 25/26 |
$640,631 |
$19,219 |
$32,993 |
$692,843 |
|
FY 26/27 |
$659,850 |
$19,796 |
$33,982 |
$713,628 |
|
FY 27/28 |
$679,646 |
$20,389 |
$35,002 |
$735,037 |
|
5 Year Total |
$3,172,240 |
$78,063 |
$162,515 |
$3,412,818 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
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
Materials used under this contract are required to comply with the recycled-content paper product requirements under California’s Senate Bill 1383 passed in 2016. In addition, this contract requires servicing of three waste streams at City facilities - landfill, recycling, and organics. Organic waste in landfills emits 20% of the state’s methane, a climate super pollutant 84 times more potent than carbon dioxide. Diverting City facilities' organic waste from landfill will reduce methane emissions.
RECOMMENDATION
Authorize the City Manager to execute a five-year agreement with Imperial Maintenance Services for janitorial services for forty-two City building facilities in a total agreement amount not-to-exceed $3,412,818.
Respectfully submitted,
Erin Smith, Public Works Director
By,
Mike Billington, Facilities Manager
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibit:
1. Agreement