HomeMy WebLinkAbout05 CUSTODIAL SERVICES 06-02-03AGENDA REPORT
Agenda Item
Reviewed:
City Manager
Finance Director
5
MEETING DATE: JUNE 2,2003
TO:
FROM:
SUBJECT:
WILLIAM A. HUSTON, CITY MANAGER
PUBLIC WORKS DEPARTMENT/FIELD SERVICES DIVISION
AWARD OF CONTRACT FOR CUSTODIAL SERVICES FROM JULY 1, 2003
THROUGH JUNE 30, 2004 WITH THE OPTION OF THREE, ONE-YEAR
EXTENSIONS
SUMMARY
Award of a Professional Services Contract for Custodial Maintenance Services to Pacific Building
Care to provide custodial services at various City of Tustin buildings and City park restrooms. The
contract will provide for all daily and periodic custodial needs for the FY 2003/2004, with the option of
three, one-year extensions through June 30, 2007.
RECOMMENDATION
It is recommended that the City Council award this Custodial Services Contract, for the Fiscal Year
2003/2004 to Pacific Building Care, Inc., in the amount of $203,364.12, and authorize the Mayor and
the City Clerk to execute the contract documents on behalf of the City.
FISCAL IMPACT
Sufficient funds for this contract have been requested in the Field Services' Operating Budget,
account number 01-407-6119 for the City's buildings and parks, and in the Parks & Recreation's
Operating Budget, account number 01-707-6119 for the Tustin Family and Youth Center in Fiscal
Year 2003~2004. It is anticipated that the Operating Budgets for the following three years will contain
similar amounts for the optional three, one-year extensions.
BACKGROUND
The current Custodial Services Agreement with Pacific Building Care will expire on June 30, 2003.
The Notice Inviting Sealed Proposals was advertised as a Professional Services Contract in March
2003. The Custodial Services Contract is not considered a Public Works contract as defined by the
Public Contracts Code and therefore is not subject to the competitive bid process. A qualification
based selection process was used to evaluate and rank each proposal.
Seven proposal packets were received and evaluated by Field Services staff. Each proposal was
evaluated based on four categories: Experience, Proposed Work Plan, Management Approach, and
Financial Impact to the City. Each category received a numerical score. A final score was tabulated
for all categories, and then averaged to determine the ranking of the proposers.
Award of Contract for Custodial Services from July 1, 2003 through June 30, 2004 with the Option of
Three, One-Year Extensions
June 2, 2003
Page 2
The ranking results are as follows:
Average Proposed
Rating Score Contractor Annual Cost
1 81.50
2 77.50
3 75.5O
4 75.13
5 72.88
6 65.88
7 61.38
Pacific Building Care
Bell Maintenance Co.
United Maint Systems
US Metro Group, Inc.
Empire Maint Co., Inc.
PJK Maint, Inc.
Corporate Image Maint
$203,364.12
$190,740.00
$173,160.00
$2O2,044.OO
$200,689.00
$234 504.00
$290 820.00
The top three contract proposals were identified for further evaluation. Reference checks were
completed as well as visits to sites maintained by the finalists. Staff met with Pacific Building Care on
May 22, 2003 to resolve discrepancies, negotiate and agree on final bid price of $203,264.12.
Pacific Building Care, the current provider for the City of Tustin, was selected as the most qualified
proposer after evaluating all the information provided by each contractor along with information
gathered during reference checks and site evaluations.
It is recommended that the City Council award the annual contract for Custodial Services, to Pacific
Building Care. The contract amount is $203,364.12 per year, or $16,947.01 per month, for the period
from July 1, 2003 through June 30, 2004. The contract contains an option that will allow the City to
grant three, one-year extensions through June 30, 2007, based upon future consumer price index
(CPI) adjustments and subject to the contractor's overall satisfactory performance.
Tim D. Serlet
Director of Public Works/City Engineer
Wisam Altowaiji
Field Services Manager
TDS:WA:ccg:Award custodial contract 03-04.doc