15 Staff Report - Contractual Custodial Services Projectz9wN of MEETING DATE: 06/15/09
ITEM NO:
~os•~~~4s COUNCIL AGENDA REPORT
DATE: JUNE 8, 2009
TO: MAYOR AND TOWN COUNCIL J/
FROM: GREG LARSON, TOWN MANAGER f
SUBJECT: PPW JOB NO. 00-11 -CONTRACTUAL CUSTODIAL SERVICES PROJECT
ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR
THE CONTRACTUAL CUSTODIAL SERVICES PROJECT AND AUTHORIZE
STAFF TO ADVERTISE THE PROJECT FOR BID.
RECOMMENDATION:
Adopt resolution approving plans and specifications for the Contractual Custodial Services
Project and authorize staff to advertise the project for bid.
BACKGROUND:
Periodically, the Town solicits proposals from qualified firms to perform various services. As a
part of this process, staff evaluates the cost effectiveness of continuing to contract for services
against other service delivery options. After performing an analysis of the current facilities
maintenance requirements, it has been determined that the most cost effective service delivery
option is to continue to contract out for these services. Staff examined current service levels and
made adjustments to the Plans and Specifications. to better align the scope of work with the
current resource levels and to accommodate the future addition and deletion of custodial service
areas related to the completion of the Police Operations Building.
DISCUSSION:
This project provides for the cleaning of Town facilities on a three times per week basis for
general cleaning, waste disposal and recycling. It also provides for monthly, quarterly, semi-
annual and annual in depth cleaning of specific areas and components of the Towns furnishings,
windows and floor coverings.
The specific facilities to be included in the proposed contract are:
• Civic Center 110 E. Main Street
• Neighborhood Center 208 E. Main Street
• Service Center 41 Miles Avenue
PREPARED BY: TODD CAPURSO t t]
Director of Parks and Public Works
Reviewed by.Assistant Town Manager own Attorney
Clerk Administrator Finance Community Development
N:%PPW%MANAGFMENT%COUNCrl.1COUNCl1. REPORTS12009 reportsllune 151Custodial Contract Plans & Specs.doc
PAGE 2
JUNE S, 2009
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 00-11 CUSTODIAL SERVICES
DISCUSSION (cont'd):
• Human Resources Armex 25 Fiesta Way
This site will be removed from the contract once library construction begins.
• Police Department Annex 104 Villa Avenue
This site will be removed from the contract after the completion of the Los Gatos/Monte
Sereno Police Operations Building.
• Los Gatos/Monte Sereno Police Operations Building 15900 Los Gatos Boulevard
This site will be added to the contract once the building is completed.
Plans and specifications for this contract are complete and will be available for review in the
Cleric's Department on the Friday before the Council meeting. If the Town Council approves the
plans, they will be advertised in July, and the contract for award will be presented to the Town
Council on August 3, 2009.
CONCLUSION:
It is recommended that the Town Council adopt the attached resolution approving plans and
specifications for the Contractual Custodial Services Project and authorize staff to advertise the
project for bids.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301 c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds in the proposed FY 2009110 Facilities Maintenance Fund Program 633
for this contract agreement.
Attachments:
Resolution approving plans and specifications for the Contractual Custodial Services Project and
authorizing the staff to advertise for bids.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
APPROVING THE PLANS AND SPECIFICATIONS FOR
PPW JOB NO. 00-11 - CONTRACTUAL CUSTODIAL SERVICES PROJECT
AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BIDS
WHEREAS, plans and specifications for the Contractual Custodial Services Project have
been prepared by the Town Engineer and duly filed with the Clerk Administrator; and
WHEREAS, the Town Council of the Town of Los Gatos has reviewed said plans and
specifications.
NOW, THEREFORE, BE IT RESOLVED THAT the Town Council hereby approves
the plans and specifications for the Contractual Custodial Services Project.
BE IT FURTHER RESOLVED THAT the Clerk Administrator is hereby authorized
and directed to advertise the Contractual Custodial Services Project for bids in the manner
prescribed by the Town Municipal Code.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos held on the 15`x' day of June, 2009, by the following vote:
COUNCIL:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR
LOS GATOS, CALIFORNIA