5 - Contractual Custodial Services for Town UtilitiesDATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 11/07/11
ITEM NO:
COUNCIL AGENDA REPORT
OCTOBER 28, 2011
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
PPW PROJECT NO. 11-25 — CONTRACTUAL CUSTODIAL SERVICES FOR TOWN
FACILITIES
APPROVE PLANS AND SPECIFICATIONS FOR CONTRACTUAL CUSTODIAL
SERVICES FOR TOWN FACILITIES AND AUTHORIZE STAFF TO ADVERTISE
THE PROJECT FOR BID
RECOMMENDATION:
Approve plans and specifications for contractual custodial services for Town Facilities and authorize
staff to advertise the project for bid.
BACKGROUND:
Town staff has deteiiiiined that contractual custodial service is the most cost effective service delivery
option for this component of facilities maintenance. In 2009, the Town Council awarded the most recent
contract for custodial services to Santa Clara Valley Corporation in an amount of $119,532. This
contract included the maintenance of the Civic Center, Neighborhood Center, Police Annex Building,
Human Resources Annex Building, Service Center, and Los Gatos/Monte Sereno Police Operations
Building. The contract included an annual renewal option through June 2012. Additionally, the contract
has been amended annually to reflect changes to and elimination of several facilities. Staff believes the
addition of the new library building, opening in February of 2012, provides an additional opportunity to
re-evaluate custodial services for all Town facilities.
DISCUSSION:
This project provides for the custodial maintenance of Town facilities including general cleaning, waste
disposal and recycling, as well as monthly, quarterly, semi-annual, and annual tasks to provide more in-
depth cleaning services for windows, furnishings, and floor coverings.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed by: Assistant Town Manage Town Attorney Finance
N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2011 Reports\November 7\PPW Project No. 11-25 - Contract Custodial Seivices.doc
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OCTOBER 28, 2011
MAYOR AND TOWN COUNCIL
SUBJECT: PPW PROJECT NO. 11-25 — CONTRACTUAL CUSTODIAL SERVICES FOR TOWN
FACILITIES
DISCUSSION (cont'd):
The new contract will include full cleaning services three days per week with additional basic services
such as common area trash removal on alternate days. The contract may also include additional daily
cleaning services for the new library. The new contract would begin January 1, 2012.
The specific facilities to be included in the proposed contract include:
• Civic Center, 110 East Main St.
• Library Building, 100 Villa Ave.
• Service Center, 41 Miles Ave.
• Los Gatos/Monte Sereno Police Operations Building, 15900 Los Gatos Blvd.
Plans and specifications for this contract are complete and will be available for review in the Clerk's
Department on the Friday before the Council meeting. If the Town Council approves the plans, they
will be advertised and the contract for award will be presented to the Town Council on December 19,
2011.
CONCLUSION:
It is recommended that the Town Council approve plans and specifications for the Contractual Custodial
Services for Town facilities and authorize staff to advertise the project for bids.
ENVIRONMENTAL ASSESSMENT:
This is project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice of
Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds in the 2011/2012 Facilities Maintenance Fund Program 633 for this contract
agreement.