REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Orchard Commercial, Inc. for Property Management Services at the Santa Clara Convention Center Complex - Maintenance District No. 183
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) Facilities Services Division (Facilities) oversees ongoing maintenance and repairs for approximately 1,100,000 square feet of buildings throughout the City, which includes the Santa Clara Convention Center Complex - Maintenance District No. 183 (MD 183). In order to continue to provide services in a timely manner, Facilities utilizes a property management company to assist with managing service contractors for MD 183.
The various contractors that the property management company oversees provide services for landscaping maintenance, parking control, fountain maintenance, site cleaning, parking lot sweeping, security services, elevator maintenance, exterior electrical maintenance, and other repair services as needed. The responsibilities of the property manager include actively engaging with vendors on a regular basis to ensure that service levels are met in addition to regular meetings and coordination with the Hyatt Hotel, Techmart Office Building, and Santa Clara Convention Center operations. The current agreement for property management services expires on July 31, 2022.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Proposal (RFP) was conducted as the solicitation method for this procurement, with the award recommendation based on "best value."
The RFP for property management services was published in April 2022 using the City's e-procurement platform. In addition, eight companies were directly contacted about the requirement. The RFP included a mandatory pre-proposal conference which two proposers attended, Eugene Burger Management Company (EBMC) and Orchard Commercial, Inc. (Orchard). The City on...
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