Staff Report
PREPARED BY: MATT MORLEY
DIRECTOR OF PARKS AND PUBLIC WORKS
Reviewed by: Assistant Town Manager Town Attorney Finance
S:\COUNCIL REPORTS\2016\5-3-16\03. Town Custodial Services\Staff Report - Custodial Services FINAL.docxV1 4/28/2016 12:48 PM
MEETING DATE: 05/03/16
ITEM NO: 3
COUNCIL AGENDA REPORT
DATE: APRIL 26, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: TOWN CUSTODIAL SERVICES
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST AMENDMENT
TO THE AGREEMENT FOR SERVICES WITH SUNNYVALE BUILDING
MAINTENANCE IN AN AMOUNT NOT TO EXCEED $207,179, INCLUDING A
TEN PERCENT CONTINGENCY FOR SPECIAL CLEANINGS, UNFORESEEN
CLEANUPS, AND OTHER MAINTENANCE ISSUES.
B. AUTHORIZE A MODIFICATION TO THE CONTRACT SCOPE TO FUND THE
TOWN LIBRARY DAY PORTER SERVICE FOR FISCAL YEAR 2015/16
WITHIN THE ORIGINAL ANNUAL CONTRACT AMOUNT.
RECOMMENDATION:
1. Authorize the Town Manager to execute a first amendment to the Agreement for Services
(Attachment 1) with Sunnyvale Building Maintenance in an amount not to exceed $207,179,
including a ten percent contingency for special cleanings, unforeseen cleanups, and other
maintenance issues.
2. Authorize a modification to the contract scope to fund the Town Library day porter service for Fiscal
Year (FY) 2015/16 within the original annual contract amount.
BACKGROUND:
In 2015, staff prepared a Request for Proposals (RFP) for contract custodial services at four main
municipal facilities and five park restroom facilities, including providing all restroom products 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.
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: TOWN CUSTODIAL SERVICES
APRIL 26, 2016
BACKGROUND (cont’d):
The RFP was sent to five firms and based on a review of the proposals, including reference checks, staff
determined that Sunnyvale Building Maintenance submitted the most comprehensive proposal, and was
the best qualified and most cost competitive firm to provide the requested services.
On September 3, 2015, the Town Council awarded an Agreement for Services to Sunnyvale Building
Maintenance for custodial services for Town-owned facilities (Attachment 1). The agreement is
effective from October 1, 2015 through June 30, 2019 in an amount not to exceed $164,876 annually,
with a ten percent contingency for special cleanings, unforeseen cleanups, and other maintenance issues,
for a total amount not to exceed $181,363 annually.
DISCUSSION:
Since award of the original agreement, additional regularly scheduled custodial and day porter service
needs have been identified which were not included in the original RFP scope of services. They include:
Human Resources office space and a new public restroom, which were constructed during the
completion of the Old Library Reuse Project.
New, temporary modular office building installed at the Parks and Public Works Corporation
Yard.
Police Department Sally Port power washing and cleaning six times per year. The Sally Port is
the secure area where vehicles pull in to securely transfer passengers to the holding cells.
Town Library mid-day porter service to restock restroom products and provide supplemental
cleaning due to the high occupancy experienced each day.
Staff applied the ten percent contingency that was authorized by Council in the original agreement for
unanticipated maintenance needs to fund the Human Resources office space and public restrooms,
temporary modular office building at the corporation yard, and the Police Department Sally Port power
washing services during Fiscal Year 2015/16. The Town Library day porter service was not originally
anticipated to be a regular service when it began; however, due to the extreme need, this will be a
regular service under the first amendment. This service would deplete the available contingency in
Fiscal Year 2015/16 so staff is requesting that Council authorize a reallocation of the originally awarded
contract funds to pay for the Library day porter service. .
CONCLUSION:
Due to the additional services, the annual cost for the remaining term of the agreement (July 1, 2016
through June 30, 2019) will be higher than the authorized amount of the original agreement. Staff
recommends that the Council authorize the Town Manager to execute a first amendment to the
Agreement for Services with Sunnyvale Building Maintenance in an amount not to exceed $188,344
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: TOWN CUSTODIAL SERVICES
APRIL 26, 2016
CONCLUSION (cont’d):
annually, with a ten percent contingency for special cleanings, unforeseen cleanups and other
maintenance issues, for a total amount not to exceed $207,179 annually, and a re-allocation of the
originally awarded contract funds in the amount of $11,310 to fund the Town Library day porter service
for FY 2015/16.
COORDINATION:
This report has been coordinated with the Finance Department and the Library Department.
FISCAL IMPACT:
Funds for the services for FY 2016/17 are anticipated to be adopted in the FY 2016/17 Parks and Public
Works Operating Budget. Execution of any options to continue the service in subsequent years will be
contingent upon staff evaluation of the quality of the services provided, as well as the Town Council’s
appropriation of funding. The onetime use of $11,310 for the Town Library day porter service will not
exceed the approved annual contract dollar amount of $164,876 for FY 2015/16 and requires no
additional funds.
ENVIRONMENTAL ASSESSMENT:
This is not a project as defined under CEQA, and no further action is required.
Attachments:
1. Agreement for Services
2. First Amendment to Agreement for Services