REPORT TO COUNCIL
SUBJECT
Title
Action on Services Agreement with SWA Services Group, Inc. for Janitorial Cleaning Services at City Facilities
Report
BACKGROUND
The Building Maintenance Division of the Public Works Department oversees the maintenance and repairs for approximately 800,000 square feet of buildings throughout the City. These services also include providing janitorial services for facilities such as City Hall, Senior Center, libraries (Mission, Northside and Central branches), Corporation Yard, Emergency Operations Center, Police and several Fire buildings.
The City’s current janitorial service contract is nearing its expiration; therefore, the Building Maintenance Division posted a Request for Proposals (RFP) for Janitorial Services for various City buildings. Typical duties covered under this RFP include dusting, vacuuming, emptying trash receptacles, spot cleaning, bathroom cleaning, and window cleaning. The RFP also included services such as night cleaning, day porter services, and special event cleaning.
DISCUSSION
A Request for Proposal (RFP) selection process, that followed the general services contracting procedures, was utilized to solicit proposals for janitorial services. The RFP was open for three weeks with proposals due on March 29, 2018. A mandatory pre-proposal job walk was held on March 15, 2018 and seven companies attended the job walk which included tours of some of the facilities. Four companies submitted proposals; however, one proposal was rejected as being nonresponsive due to the proposer not being registered with the Department of Industrial Relations at the time of the proposal submittal as required in the RFP. Contracts for general services are awarded on the basis of the most advantageous proposal to the City. In determining the most advantageous proposal, staff considers factors such as cost, proposal quality, capabilities and expertise of the proposer, and adherence to City policies and directives.
The qualifications of the proposers were evaluated by City staff and each company was also interviewed. The proposal review committee, comprised of members from Public Works, Parks and Recreation and Library Departments interviewed the companies and evaluated each of their proposed services. Additionally, reference checks were conducted which included the verification that each proposer followed the worker retention ordinance policy. Some of the criteria evaluated in the process focused on a comprehensive plan that included a detailed transition from the current service providers, green cleaning and an inspection and training program. Through this process, it was determined that SWA Services Group, Inc. (SWA) submitted the most advantageous proposal for providing janitorial services to the City. SWA submitted the second lowest cost proposal; however, based on their experience, the quality of their submittal and expertise, they were ranked number one at the end of the RFP process. Staff determined that SWA has the necessary qualifications and staffing required in order to provide a high level of janitorial service throughout City buildings. In addition, SWA demonstrated a strong training program and personnel time management system. The proposal includes costs to provide three years of service under this agreement and SWA also submitted proposals to cover two optional one year extensions. If staff finds that the services under this agreement have been satisfactory and the service provider has been responsive to the City’s needs, then staff would have the option to recommend that the City Manager exercise these extensions.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or as a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The amount to be paid to SWA over the proposed three year term covering this agreement from July 1, 2018 through June 30, 2021 shall not exceed $2,720,480 which includes a 10% contingency, subject to future budget appropriations. The proposal also includes a price for two optional one year extensions for a total not to exceed amount of $4,804,747.
|
Fiscal Year |
Contract Amount |
Notes |
|
2018/19 |
$794,846 |
|
|
2019/20 |
$818,692 |
|
|
2020/21 |
$859,626 |
|
|
2021/22 |
$919,800 |
Optional one-year extension |
|
2022/23 |
$974,988 |
Optional one-year extension |
|
Contingency |
$436,795 |
10% of the total contract to cover unexpected costs |
|
Total |
$4,804,747 |
|
Funds are currently budgeted in the contractual services accounts of the various City departments’ operating budgets. In the 2018/19 Annual Operating Budget, funds will be consolidated to the Facility Services Program (2223- Janitorial) and shown as an adjustment detailed in the 2018-19 Summary of Changes to Proposed Budget. This detail will be an attachment to the Public Hearing on the City’s 2018-19 Budget (Agenda Report 18-277), scheduled for June 12, 2018.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Award an agreement for the Performance of Services, in substantially the same format as Attachment 1 to the report and in the amount of $2,473,164 to SWA Services Group, Inc. for janitorial cleaning services over the three year term of the Agreement, and authorize the City Manager to execute the contract when all the necessary conditions have been met;
2. Approve a 10% contract contingency in the amount of $247,316 for the project;
3. Authorize the City Manager to make minor, non-substantive modifications to the Agreement; and
4. Authorize the City Manager to approve two optional one-year extensions including a 10% contingency pending satisfactory service, for an additional total not-to-exceed $2,084,267.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement