Staff Report
PREPARED BY: JIM HARBIN
Facilities & Environmental Services Manager
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/04/2019
ITEM NO: 6
DATE: MAY 23, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT
FOR SERVICES WITH BAY AREA JANITORIAL FORCE INC., FOR CUSTODIAL
SERVICES IN TOWN FACILITIES IN AN AMOUNT NOT TO EXCEED $204,048
ANNUALLY, PLUS A TEN PERCENT CONTINGENCY FOR SPECIAL OR
UNFORESEEN CLEANINGS FOR A TOTAL ANNUAL AMOUNT OF $224,453,
AND A TOTAL AGREEMENT AMOUNT NOT TO EXCEED $1,122,265
RECOMMENDATION:
Authorize the Town Manager to execute a five-year Agreement for Services (Attachment 1)
with Bay Area Janitorial Force, Inc., for custodial services in Town facilities in an amount not to
exceed $204,048 annually, plus a ten percent contingency for special or unforeseen cleanings
for a total annual amount of $224,453, and a total agreement amount of $1,122,265.
BACKGROUND:
The Town of Los Gatos utilizes contract custodial services for Town-owned facilities. Staff has
determined that contractual custodial services are the most cost-effective service delivery
method for this component of building maintenance due to the lower cost of labor and the
flexibility allowed in providing the work after hours. The existing contract with Sunnyvale
Building Maintenance expires on June 30, 2019. The proposed budget for Fiscal Year 2019/20
includes funding for custodial services at the Police Operations Building, Civic Center, Library,
Parks and Public Works Service Center, and five parks restrooms.
DISCUSSION:
Staff prepared a Request for Proposal (RFP) for contract custodial services at four main
municipal facilities and five park restroom facilities, including provision of all restroom products
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIVE-YEAR AGREEMENT FOR
SERVICES WITH BAY AREA JANITORIAL FORCE INC.
DATE: MAY 23, 2019
S:\COUNCIL REPORTS\2019\06-04-19\Custodial Services Agreement\Staff Report.FINAL.docx 5/30/2019 5:01 PM
DISCUSSION (continued):
and closing the park restroom facilities each evening. The RFP included line item costs per hour
for additional services as needed, such as special cleaning requests, emergency flooding, and
other unanticipated clean-ups.
The RFP was sent to five different firms, two of which attended the mandatory walk-through
meeting. Both attending firms submitted cost proposals to the Town (Attachment 2). Based on
a review of the proposals, including reference checks, staff determined that Bay Area Janitorial
Force, Inc. submitted the most comprehensive proposal and is the best qualified and most cost
competitive firm to provide the requested services.
Bay Area Janitorial Force Inc. is headquartered in San Francisco and offers a full range of
facilities services including general janitorial services, carpet extractions, window washing,
exterior maintenance, and porter services.
CONCLUSION:
Authorize the Town Manager to execute a five-year Agreement for Services with Bay Area
Janitorial Force, Inc., for custodial services in Town facilities in an amount not to exceed
$204,048 annually, plus a ten percent contingency for special or unforeseen cleanings for a
total annual amount of $224,453, and a total agreement amount of $1,122,265.
FISCAL IMPACT:
Funding of $210,000 is included in the proposed FY 2019/20 Parks and Public Works Operating
Budget. Staff will monitor service needs and request additional funds at the FY 2019/20 Mid-
Year Budget process should they be needed.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Draft Agreement for Services
2. Custodial Services Quote Summary