HomeMy WebLinkAboutAgenda Report - July 18, 2007 E-14AGENDA ITEM Fw OPI
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Extensions of Janitorial
Services Contracts with Korean Professional Building Maintenance ($11,323 per
Month) and Advanced Property Services ($2,171 per Month) and to Negotiate
and Execute Future Extensions and Additions as Needed
MEETING DATE: July 18,2007
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute extensions of
janitorial services contracts with Korean Professional Building
Maintenance and Advanced Property Services and to negotiate and
execute future extensions and additions as needed.
BACKGROUND INFORMATION: When the janitorial services contracts were approved by the City
Council on April 7, 2004, staff recommended to the Council that
janitorial services at various City facilities be reduced in frequency to
save money and that the work be divided to allow for multiple
contractors. The approval also included authorization for the City Manager (within the budget) to adjust
cleaning frequencies with any, or all, of the janitorial contractors should the reduced schedule of cleaning prove
inadequate, or to terminate a contract and award to other contractors should a firm, or firms, fail to perform.
Janitorial contracts were subsequently awarded and then extended by Council in June 2006.
Currently, Korean Professional Building Maintenance provides janitorial services for the Police Department,
Lodi Court, Hutchins Street Square, Library, City Hall, Carnegie Forum, Finance Department, and
Public Safety Building for approximately $11,323 per month. (Monthly invoices vary due to event cleaning
charges at Hutchins Street Square, which are paid by facility renters.) They have agreed to extend the
contract for an additional year at this same price. Advanced Property Services provides janitorial services for
the Lodi Station Parking Structure, Fire Administration, Parks and Recreation Office, Municipal Service
Center, and White Slough Water Pollution Control Facility for $2,098 per month. They have agreed to extend
the contract for an additional year with a 3.5% increase, which would be $2,171 per month. With this new
price, the amount is still below the bid by Korean.
The Transit Division would like to have the option of including bus shelter cleaning in the City-wide janitorial
contracts. Bus shelters are currently serviced separatelyfrom the janitorial contract, however, with the
addition of new bus shelters, it may be more efficient to include them under the City-wide janitorial contract.
If quotes solicited from the two contracted firms prove to be the most cost effective option, staff will
recommend the City Manager amend the janitorial contract to add this service.
Staff recommendsthat the Council authorize the City Managerto negotiate or re -bid, and execute future
janitorial contract extensions, if costs are not increased by more than 5%. Before the contracts expire, staff
will evaluate if it is in the City's best interest to re -bid a portion, or all, of the janitorial contracts and return to
the Council if the recommendation is to re -bid.
APPROVED:
-Blair Ki ,City Manager
CW PIPROJECTSWISCWAN ITO RL=onlractExtension.doc
7!8!2007
Adopt Resolution Authorizing City Manager to Execute Extensions of Janitorial Services Contracts with
Korean Professional Building Maintenance ($11,323 per Month) and Advanced Property Services ($2,171
per Month) and to Negotiate and Execute Future Extensions and Additions as Needed
July 18, 2007
Page 2
FISCAL IMPACT: Contract janitorial services costs will increase by an estimated $876 per year
FUNDING AVAILABLE: Operating Budgets
,/A vans, Budget Mer
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Richard C. Prima, Jr.
Public Works Director
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
RCPIDJC/pmf
cc: James Rodems. Community Center Director
Mike Pretz, Fire Chief
Richard Prima, Public Works Director
Steve Schwabauer, City Attorney
Steve Dutra, InterimParks and Recreation Director
Del Kerlin, Wastewater Treatment Superintendent
George Bradley. Street and Drainage Manager
Tiffani Fink, Transportation Manager
John Munoz, Facilities Supervisor
K:IWPIPROJECTSIMISCWANITORUCContractEXtenslon.doc 7/6/2007
RESOLUTION NO. 2007-130
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE EXTENSIONS OF JANITORIAL SERVICES
CONTRACTS WITH KOREAN PROFESSIONAL BUILDING MAINTENANCE
AND ADVANCED PROPERTY SERVICES AND TO NEGOTIATE AND
EXECUTE FUTURE EXTENSIONSAND ADDITIONS AS NEEDED
-_---------------------- ___________________-------------__
WHEREAS, janitorial services contracts were approved by the City Council on
April 7, 2004, and staff at that time recommended to the City Council that janitorial
services at various City facilities be reduced in frequency to save money and that
contracts be awarded to more than one contractor; and
WHEREAS, staff also recommended that the City Manager (within the budget)
be given authority to adjust cleaning frequencies with any, or all, of the janitorial
contractors should the reduced schedule of cleaning prove inadequate, or to terminate a
contract and award to other contractors should a firm, or firms, fail to perform. Janitorial
contracts were subsequently awarded and then extended by Council in June 2006; and
WHEREAS, currently, Korean Professional Building Maintenance provides
janitorial services for the Police Department, Lodi Court, Hutchins Street Square, Library,
City Hall, Carnegie Forum, Finance Department, and Public Safety Building for
approximately $11,323 per month and has agreed to extend the contract for an
additional year at this same price; and
WHEREAS, Advanced Property Services provides janitorial services for the Lodi
Station Parking Structure, Fire Administration, Parks and Recreation Office, Municipal
Service Center, and White Slough Water Pollution Control Facilityfor $2,098 per month
and has agreed to extend the contract for an additional year, with a 3.5% increase, at a
total cost of $2,171 per month.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby
authorizes the City Manager to execute extensions of janitorial services contracts with
Korean Professional Building Maintenance and Advanced Property Services and to
negotiate and execute future extensions and additions as needed; and
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City
Manager to negotiate and execute future janitorial contract extensions, if costs are not
increased by more than 5%; and
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City
Manager the option of amending the City-wide janitorial contracts to include bus shelter
cleaning; and
BE IT FURTHER RESOLVED that the City Council hereby authorizes the City
Manager (within the budget) to adjust cleaning frequencies with any, or all, of the
janitorial contractors should the reduced schedule of cleaning prove inadequate, or to
terminate a contract and award to other contractors should a firm, or firms, fail to
perform.
Dated: July 18, 2007
hereby certify that Resolution No. 2007-130 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held July 18, 2007, by the following
vote:
AYES: COUNCIL MEMBERS— Hansen, Katzakian, Mounce, and
MayorJohnson
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS — Hitchcock
ABSTAIN: COUNCIL MEMBERS— None
JOHL
City Clerk
2007-130