Staff Report
PREPARED BY: JIM HARBIN
Facilities and Environmental Programs 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: 06/18/2019
ITEM NO: 13
DATE: JUNE 7, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A SECOND AMENDMENT
TO THE AGREEMENT FOR SERVICES WITH SUNNYVALE BUILDING
MAINTENANCE FOR CUSTODIAL SERVICES FOR A THREE-MONTH PERIOD
IN AN AMOUNT NOT TO EXCEED $46,000
RECOMMENDATION:
Authorize the Town Manager to execute a second amendment to the Agreement for Services
(Attachment 1) with Sunnyvale Building Maintenance for custodial services for a three-month
period in an amount not to exceed $46,000.
BACKGROUND:
The Town of Los Gatos utilizes contractual 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 service after hours.
On September 3, 2015, the Town Council authorized the Town Manager to execute an
Agreement for Services (Attachment 2) with Sunnyvale Building Maintenance for custodial
services in an amount not to exceed $181,363 annually effective October 1, 2015. A first
amendment to the agreement (Attachment 3) was approved on May 3, 2016 for an amount not
to exceed $207,179 annually to add services for the new Human Resources offices, services at
the temporary Engineering office building at the Corporation Yard, Police Department sally port
power washing, and Library porter services. The existing contract with Sunnyvale Building
Maintenance expires on June 30, 2019.
PAGE 2 OF 2
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A SECOND AMENDMENT TO
THE AGREEMENT FOR SERVICES WITH SUNNYVALE BUILDING MAINTENANCE
FOR CUSTODIAL SERVICES FOR A THREE-MONTH PERIOD IN AN AMOUNT NOT
TO EXCEED $46,000
DATE: JUNE 7, 2019
S:\COUNCIL REPORTS\2019\06-18-19\13 Custodial Agreement\Staff Report Final.docx 6/12/2019 6:19 PM
DISCUSSION:
Staff prepared a Request for Proposals (RFP) for contract custodial services at four main
municipal facilities and five park restrooms. Firms were asked to provide their capability and
qualifications across services and to provide line item costs for special cleanings and porter
services.
The RFP was sent to five firms, two of which attended the mandatory walk-through meeting
and submitted cost proposals. Bay Area Janitorial Force Inc. was determined to be the best
qualified and most cost competitive firm to provide the requested services. As such, Staff
prepared a recommendation to Town Council for the June 4, 2019 Town Council meeting to
authorize a contract with the firm. On the morning of June 4 th, Bay Area Janitorial Force Inc.
notified staff that the firm was unable to deliver on its proposal due to a lack of staffing
resources, thus the recommendation was withdrawn from the agenda for consideration by
Council.
The proposed contract extension with Sunnyvale Building Maintenance will allow staff the time
necessary to issue a new RFP for the services and bring a new recommendation to Town
Council.
CONCLUSION:
Authorize the Town Manager to execute a second amendment to the Agreement for Services
with Sunnyvale Building Maintenance for custodial services for a three-month period in an
amount not to exceed $46,000.
FISCAL IMPACT:
Funds for the services for FY 2019/20 have been appropriated in the Adopted FY 2019/20 Parks
and Public Works Operating Budget.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachments:
1. Draft Second Amendment to Agreement for Services
2. Agreement for Services
3. First Amendment to Agreement for Services