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FROM
COUNCIL AGENDA REPORT
JANUARY 9, 2012
MEETING DATE: 1/17/12
ITEM NO: 3
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
SUBJECT: PPW PROJECT NO. 11 -25 —CONTRACTUAL CUSTODIAL SERVICES FOR
TOWN FACILITIES
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CUSTODIAL
SERVICES CONTRACT WITH SUNNYVALE BUILDING
MAINTENANCE FOR FY 2011/12 IN AN AMOUNT NOT TO EXCEED
$70,000.
B. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONTRACT
FOR FY 2012/13, IN AN AMOUNT NOT TO EXCEED $150,000/YEAR,
PENDING FINAL APPROVAL OF THE OPERATIONAL BUDGET.
C. AUTHORIZE THE TOWN MANAGER TO EXECUTE CONTRACTS
FOR FY 2013/14 AND FY 2014/15, PENDING BUDGET APPROVAL.
RECOMMENDATION
1. Authorize the Town Manager to execute a custodial services contract with Sunnyvale
Building Maintenance for FY 2011/12 in an amount not to exceed $70,000.
2. Authorize the Town Manager to execute a contract for FY 2012/13, in an amount not to
exceed $150,000 /year, pending final approval of the operational budget.
3. Authorize the Town Manager to execute contracts for FY 2013/14 and FY 2014/15, pending
budget approval.
BACKGROUND
Staff has determined that contractual custodial service is the most cost effective service delivery
method for this component of facilities maintenance. In 2009, the Town Council awarded the
most recent three year contract for custodial services to Santa Clara Valley Corporation in the
amount of $119,532 per year.
PREPARED BY : TODD CAPURSO
Director of Parks and Public Works
Reviewed by: Assistant Town
Town Attorney Finance
N:\ PPW\ MANAGEMENT \COUNCIL \COUNCIL REPORTS\2012 Reports\January 17 (Tuesday)\PPW Project No 11 -25 - Contract Custodial
Services.docx
PAGE 2
JANUARY 9, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW PROJECT NO. 11 -25 —CONTRACTUAL CUSTODIAL SERVICES FOR TOWN
FACILITIES
BACKGROUND (cont'd.)
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 construction of the new library facility, opening in February 2012, provided staff with an
opportunity to re- evaluate the scope and cost of custodial services for all other Town facilities as
well.
DISCUSSION
Plans and specifications for this contract were prepared by staff and approved by Town Council
on November 7, 2011. The scope of services for this proposed contract includes the custodial
maintenance of Town facilities, including general cleaning, waste disposal and recycling, as well
as monthly, quarterly, and semi - annual tasks to provide more in -depth cleaning services for
windows, furnishings, and floor coverings. Staff reviewed the sealed bids on December 7, 2011
and determined Sunnyvale Building Maintenance to be a responsible entity and the most
responsive to the Town's bid process. Staff recommends the proposal submitted by Sunnyvale
Building Maintenance be accepted by the Town Council. The proposal satisfactorily responds to
each of the criteria contained in the RFP, and is the most competitive. The proposed cost for a
12 month period — for a base level of service - by each firm is listed below:
Sunnyvale Building Maintenance
$101,719.00
Flagship
$135,408.00
Universal Building Maintenance
$151,892.00
SCVC
$176,177.48
Quality First
$179,608.00
The proposed contract includes full cleaning services three days per week for the Civic Center,
Service Center, and Police Operations Building, with additional basic services such as common
area trash removal on alternate days. The new Library will receive full cleaning services 7 days
per week. The contract also provides 24 hours, 7 days a week on -call service as well as quarterly
cleaning of windows, and semi - annual deep cleaning of floors.
PAGE 3
JANUARY 9, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW PROJECT NO. 11 -25 —CONTRACTUAL CUSTODIAL SERVICES FOR TOWN
FACILITIES
DISCUSSION (cont'L
As part of the bid process, staff also solicited pricing for daily cleaning of parks restrooms.
Sunnyvale Building Maintenance was determined to be the lowest bidder for this service as well.
The proposed cost for each 12 month period is shown below:
Sunnyvale Building Maintenance
$13,440
Flagship
$20,184
Universal Building Maintenance
$42,960
SCVC
$64,916
Quality First
$66,240
The total annualized cost for the two categories of work is $115,159. Due to the anticipated high
utilization associated with the new Library, staff is recommending executing a contract in an
annualized amount of $150,000. The additional funding — approximately $35,000 - would allow
staff the flexibility to arrange for additional cleaning cycles and specialized maintenance services
at unit pricing that was obtained through the same bidding process.
Sunnyvale Building Maintenance has been providing custodial services to local businesses and
government agencies for the past 25 years. They currently provide service for many local
government agencies, including the City of Campbell, the City of Sunnyvale, and the Alameda
Police Department. Their references have all been very positive.
The new contract would begin on February 1, 2012 and would be in effect for 3 years. The
specific facilities to be included in this 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
• Oak Meadow Park Restrooms
• Blossom Hill Park Restrooms
• Belgatos Park Restrooms
• Balzer Field Restrooms
PAGE 4
JANUARY 9, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW PROJECT NO. 11 -25 — CONTRACTUAL CUSTODIAL SERVICES FOR TOWN
FACILITIES
CONCLUSION
Staff recommends that the Town Council authorize the Town Manager to execute a custodial
services contract with Sunnyvale Building .Maintenance in an amount not to exceed $70,000.
This amount includes regular and as- needed emergency cleaning services for the remainder of
FY 2011/12.
Provided that the contractor is able to provide custodial services that meet Town requirements,
staff is also recommending that the Town Council authorize the Town Manager to execute a
contract for FY 2012/13, in an amount not to exceed $150,000 /year, pending final approval of
the operational budget, and contracts for FY 2013/14 and FY 2014/15 in the same amount,
pending budget approval.
ENVIRONMENTAL ASSESSMENT
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT
The funding for this project is available in the Town's FY 2011/12 Operating Budget.