The Facilities Management Division of the Environmental & Neighborhood Services Department is charged with providing custodial services at specified City Facilities, including City Hall, City Hall Annex, Public Works, Police/Municipal Court, Parks Maintenance, the Surface Water Treatment Plant, the T.E. Harman Center, the Imperial Park Recreation Center, and the Visitor Center.

The custodial services provided to these buildings include a range of tasks completed on a daily, weekly, monthly, quarterly and annual basis. These tasks include, but are not limited to, dusting, sweeping, mopping, vacuuming, carpet spot cleaning, and the disposal of trash. In addition, extra services such as window and refrigerator cleaning, special event cleaning and carpet cleaning are also completed as needed.

In October 2016, the City executed a custodial services contract with Caring Commercial Cleaning in the amount of $206,842.56. The contract was an annual contract with four self-renewing one-year terms. However, the company notified the Facilities Management Division via email on April 7, 2017 of their intent to terminate the contract on May 7, 2017 due to an inability to provide the required level of service.

In order to allow adequate time to bid the custodial services and establish a new annual contract, the Facilities Management Division obtained a bridge contract with Sparkle Cleaning Services in the amount of $44,871.65. This contract spans May 8, 2017 through July 21, 2017 and only includes the required daily and weekly cleaning services.

On May 24 and 31, 2017, an invitation to bid was advertised in the local newspaper. Under this invitation to bid, modifications were made to the proposed scope of services and contract terms in order to provide additional flexibility in cleaning frequency and prevent the future cancellation of a contract under such short notice.

Frequency of Service

With the exception of the Visitor’s Center and the Imperial Park Recreation Center (IPRC), which are occupied more than 5 days a week, quotes were requested for two frequency of service options:

• Option A (Existing Service Level): Five (5) days a week service to include all tasks outlined in the Scope of Work performed Monday through Friday

• Option B: Three (3) days a week service to include all tasks outlined in the Scope of Work performed on Mondays, Wednesdays & Fridays; no services to be provided Tuesdays and Thursdays

Under both options, day porter services would continue five (5) days a week at City Hall and the Police/Municipal Courts buildings. By requesting quotes for both frequency options, the City has greater flexibility in determining which level of service is necessary for each building and can select different service levels based on the identified needs.

Contract Terms

In order to prevent the future cancellation of a contract under such short notice, the termination for convenience provisions were modified to require 60-day notice rather than 30 days.

On June 8, 2017, the City received nine (9) bids in response to the custodial services invitation to bid. The bids were reviewed, and the low bid was identified by assessing the cost associated with the frequency of service needs for each building (included as an attachment). After reviewing the bids, three (3) were considered non-responsive due to errors. The first two (2) low bids were also excluded:

• Agape Cleaning Enterprises – FY16 contract with the City was not renewed due to poor performance
• Yes America Enterprises – Failed to include the required three references

Subsequently, Oriental Building Services Inc. was selected as the lowest bid. The custodial bid responses are included as an exhibit. The effective date of the contract is July 22, 2017 through September 30, 2018 and will renew automatically under the same terms and conditions for four (4) additional one-year terms. Funding for this contract is available through the General Fund, Utilities Fund and the Economic Development Fund.

The Environmental & Neighborhood Services Department recommends that the City Council authorize the award of a Custodial Services contract for the first of a five–year option with Oriental Building Services, Inc. in the amount of $288,067.46.