HomeMy WebLinkAboutAgenda Report - June 5, 2013 C-07AGENDA ITEM
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AGENDA TITLE: Adopt Resolution Awarding Two -Year Contract for Janitorial Services for City
Facilities to ABM Services, Inc., of Modesto ($255,903.16) and Authorizing
City Manager to Execute Contract Changes and Extensions (Pending Budget
Approval)
MEETING DATE:
PREPARED BY:
June 5, 2013
Public Works Director
RECOMMENDED ACTION: Adopt resolution awarding two-year contract for janitorial services
for City facilities to ABM Services, Inc., of Modesto, in the amount of
$255,903.16, and authorizing City Manager to execute contract
changes and extensions (pending budget approval).
BACKGROUND INFORMATION: This project consists of the janitorial specifications and contract
requirements to service City facilities. Changing expectations in the
quality and,frequency of janitorial service indicate the need to
update specifications and contract management, which requires appropriate re -bidding of the janitorial
services contract. The Public Works Facilities Services Division oversees the janitorial contract for the City.
The contract provides for complete janitorial services for City facilities on both a scheduled and an
on -demand basis. The contract also includes the provision of paper products and other supplies to keep
facilities sanitary. A notable change made to the specification and contract is the awarding of a single
contract that has, in the past, been awarded to multiple bidders. Initial term of the contract will be for two
years commencing on July 1, 2013, with an option to renew for an additional two years.
Plans and specifications for this project were approved on March 6, 2013. On April 17, 2013, the City
received the following eight bids:
Bidder
Location
Bid
Engineer's Estimate
$ 350,000.00
ABM Services, Inc.
Modesto
$ 255,903.16
EMMS, Inc.
Sacramento
$ 305,086.18
Korean Professional Building
Lodi
$ 313,306.00
Imperial Maintenance
Stockton
$ 347,230.00
Janitorial, Inc.
Fresno
$ 358,000.00
APS
Sacramento
$ 396,356.00
Tee Janitorial & Maintenance
Sacramento
$ 469,387.64
UBS
Richmond
Nonresponsive
The contract shall be for the initial term of two years, with the City Manager given authority to negotiate
options to extend, to contract for additional services and/or add or delete portions of the contract that are
APPROVED:
Konradt Bartlam, City Manager
K:\WP\PROJ ECTS\MISCWAN ITORL\2013\CAward.doc
5/23/2013
Adopt Resolution Awarding Two -Year Contract for Janitorial Services for City Facilities to ABM Services,
Inc., of Modesto ($255,903.16) and Authorizing City Manager to Execute Contract Changes and
Extensions (Pending Budget Approval)
June 5, 2013
Page 2
in the best interest of the City, and to accommodate additions or reductions of space or to change
cleaning frequencies and/or duties. The contractor will invoice the City monthly for actual work
performed, along with the actual cost for paper products used.
FISCAL IMPACT: The bids for janitorial services came in lower than anticipated (estimated at
$175,000 per year including paper products), resulting in a net budget
savings of approximately 27 percent.
FUNDING AVAILABLE: Funds for janitorial services are included in FY 2013/14 Operating Accounts
for Public Works Facilities Services (103511), Hutchins Street Square
(347115), Library Administration (210801), Recreation (347211), Parks
(347311), Water (180451), Wastewater (170401), White Slough Treatment
Plant (170403), Surface Water Treatment Plant (180461),Transit (125055),
and Electric Utility (160601).
Deputy City Manager/Internal Services Director
F. Wally Jd6lin—
Public
WDirector
Prepared by Rebecca Areida-Yadav, Management Analyst
FWS/RAY/pmf
cc: Interim Library Services Director
Parks, Recreation and Cultural Services Director
Electric Utility Director
Transportation Manager
Facilities Supervisor
K:\WP\PROJECTS\IMISC\JANITORL\2013\CAward.doc 5/23/2013
2013 JANITORIAL SERVICES
CITY OF LODI FACILITIES CONTRACT
CITY OF LODI, CALIFORNIA
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein
referred to as the "City," and ABM SERVICES, INC., herein referred to as the "Contractor."
WITNESSETH:
That the_ parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated herein by
this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
Contract Bonds
Janitorial Maintenance Checklist for City of Lodi Facilities
All of the above documents, sometimes hereinafter referred to as the "Contract Documents,"
are intended to cooperate so that any work called for in one and not mentioned in the other is to
be executed the same as if mentioned in all said documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City, at Contractor's cost and expense, to do all
the work and furnish all the materials except such as are mentioned in the specifications to be
furnished by the City, necessary to maintain in a good workmanlike and substantial manner and
to the satisfaction of the City the proposed maintenance of City facilities.
ARTICLE li - The City hereby promises and agrees with the Contractor to employ, and does
hereby employ, the Contractor to provide all materials and services not supplied by the City and
to do the work according to the terms and conditions for the price herein, and hereby contracts
to pay the same as set forth in Section 5.600, "Measurement, Acceptance and Payment," of the
General Provisions, in the manner and upon the conditions above set forth; and the said parties
for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree
to the full performance of the covenants herein contained.
ARTICLE III - The Contractor agrees to conform to the provisions and all responsibility for
compliance with all Labor Code requirements
ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing all materials and for doing all the work contemplated and embraced
in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or
from the action of the elements, or from any unforeseen difficulties or obstructions which may
arise or be encountered in the prosecution of the work until its acceptance by the City, and for
all risks of every description connected with the work; also for all expenses incurred by or in
Contract.doc 1 05/07/13
consequence of the suspension or discontinuance of work and for well and faithfully completing
the work, and the whole thereof, in the manner and according to the Plans and Contract
Documents and the requirements of the Engineer under them, to -wit:
The work consists of complete janitorial services for City of Lodi facilities on both a scheduled
and on -demand basis. Contract will include furnishing all labor, materials, and cleaning
products (except those materials listed to be furnished by the City of Lodi), provide paper
products and other products necessary to keep facilities supplied and sanitary and other
incidental and related work for City of Lodi facilities, all as shown on the specification for the
"2013 Janitorial Services City of Lodi Facilities."
A. Lodi Police Department
215 West Elm Street
Jail, Public Lobby, 6 days/week
Operations, Staffing areas, 5
days/week
B. Lodi Court #1
217 West Elm Street
Service 1 day/month
C. Library
201 West Locust Street
Service 3 days/week
D. City Hall
221 West Pine Street
Service 3 days/week
E. Finance Department
310 West Elm Street
Service 3 days/week
F. Carnegie Forum
305 West Pine Street
Service 3 days/week
G. City Hall Annex
230 West Elm Street
Service 3 days/week
H. Fire Administration
25 East Pine Street
Service 3 days/week
Standard
Service
LS/Month (LSM)
LSM $797.03
LSM $2,400.53
LSM $95.81
LSM $1,118.45
LSM $593.32
LSM $260.89
LSM $454.60
LSM $119.26
LSM $116.86
Contract.doc 2 05/07/13
Standard
Service
LS/Month (LSM)
I. Parks and Recreation
111 & 125 North Stockton Street
Service 3 days/week
LSM $370.64
J. Municipal Service Center
1331 South Ham Lane
Service 5 days/week
LSM $792.94
K. Transit Fleet Shop
1331 South Ham Lane
Service 3 days/week
LSM $218.74
L. White Slough Water Pollution Control
Facility
12751 North Thornton Road
Service 3 days/week
LSM $302.39
M. Hutchins Street Square
125 South Hutchins Street
1. Main Lobby Restrooms, Thomas
Theater Restrooms, Kirst Hall
Kitchen and Restrooms
Service 5 days/week
LSM $318.66
2. Senior Center
Service 5 days/week
LSM $319.23
3. Administration Offices, Arts
Commission Office and
Classroom
Service 5 days/week
LSM $316.14
N. Lodi Station Parking Structure
50 North Sacramento Street
Service 3 days/week
LSM $68.75
O. Surface Water Treatment Plant
2001 West Turner Road
Service 3 daystweek
LSM $407.66
TOTAL LUMP SUM MONTHLY (TLSM)
TLSM $9,071.90
TOTAL ANNUAL LUMP SUM (ALS)
ALS $108,862.80
(TLSM) x 12)
Gontract.doc
3
05/07113
ANNUAL SUPPLIES
Item:
Estimated
Unit
Unit Price
Total Cost
Quantity
(quantity x unit price)
(For Bidding
Purposes)
Boxed Soap 800 ml
4
Case
$48.68
$194.72
Seat covers
14
Case
$40.70
$565.80
Toilet tissue
129
Case
$46.83
$6,041.07
Paper towels
279
Case
$24.71
$6,894.09
Liner 24x32
15
Case
$22.87
$343.05
Liner 33x39
9
Case
$18.77
$168.93
Liner 36x58
89
Case
$20.11
$1,789.79
Antibacterial soap
19
Gallon
$17.94
$340.86
Urinal screen w/deodorant block
14
Case
$11.80
$165.20
Single sheet toilet tissue
8
Case
$43.10
$344.80
Rolled paper towels
23
Case
$41.43
$952.89
One shot soap
42
Bottle
$3.40
$142.80
Touchless towels
13
Case
$57.34
$745.42
Liner 2423
24
Case
$16.64
$399.36
TOTAL ANNUAL SUPPLIES (TAS)
TAS $19,088.78
TOTAL BID PRICE (ALS + TAS)
$127,951.58
For All Locations (Not Included in Total
Bid Price):
P. Square Foot Cleaning Cost
1. Restrooms
Service 5 days/week $0.4794/SF
Service 3 days/week $0.2881/SF
2. Offices
Service 5 days/week $0.0959/SF
Service 3 days/week $0.0576/SF
3. Elevator
Service 5 days/week $0.3858/SF
Service 3 days/week $0.2328/SF
Q. Special Request Cleaning
(Non -emergency) Rate per Person $13.92
per Hour
R. Carpet Cleaning Cost per $0.09
minimum 1,000
square feet
S. 24/7 Emergency Call -Out Response
(1 -Hour Response, Applies to All Minimum Call Out
Facilities) Charge $150.00
ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for workers' compensation or to undertake self-insurance in accordance with the
Contract.doc 4 05/07/13
provisions of that code, and I will comply with such provisions before commencing the
performance of the work of this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should
there be any conflict between the terms of this instrument and the Bid Proposal of the
Contractor, then this instrument shall control and nothing herein shall be considered as an
acceptance of the said terms of said proposal conflicting herewith.
ARTICLE VII - The City is to furnish the necessary rights-of-way and easements and to
establish lines and grades for the work as specified under the Special Provisions. All labor or
materials not mentioned specifically as being done by the City will be supplied by the Contractor
to accomplish the work as outlined in the specifications.
ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract within 10
calendar days after the City Manager has executed the contract.
PERIOD OF CONTRACT — When signing this contract, the Contractor agrees that the period
for this contract is July 1, 2013 through June 30, 2015, and the contractor agrees to submit
monthly billing no later than the 10th of each month. However, the City of Lodi may terminate
this contract, or the services at any facility referenced in Article IV of this contract, on thirty days
written notice to the Contractor.
OPTION TO RENEW — By mutual agreement, the City and the Contractor may enter into an
agreement to extend this contract.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES
TO PAY THE CITY LIQUIDATED DAMAGES AS SET FORTH IN SECTION 6-04.03 OF THE
SPECIAL PROVISIONS. CONTRACTOR AGREES THAT THIS AMOUNT MAY BE
DEDUCTED FROM THE AMOUNT DUE THE CONTRACTOR UNDER THE CONTRACT.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR: CITY OF LODI
By:
Konradt Bartlam
City Manager
By: Date:
Title
Attest
City Clerk
(CORPORATE SEAL) Approved As To Form
D. Stephen 89haqb�gr
City Attorney
Contract.doc 5 05/07/13
RESOLUTION NO. 2013-96
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING
AND AUTHORIZING THE CITY MANAGER TO EXECUTE TWO-
YEAR CONTRACT, CONTRACT CHANGES, AND EXTENSIONS
FOR JANITORIAL SERVICES FOR CITY FACILITIES
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on April 17, 2013, at
11:00 a.m., for janitorial services for City facilities, described in the specifications therefore
approved by the City Council on March 6, 2013; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Bid
ABM Services, Inc. $ 255,903.16
EMMS, Inc. $ 305,086.18
Korean Professional Building $ 313,306.00
Imperial Maintenance $ 347,230.00
Janitorial, Inc. $ 358,000.00
APS $ 396,356.00
Tee Janitorial & Maintenance $ 469,387.64
UBS Nonresponsive
WHEREAS, staff recommends awarding the two-year contract for janitorial services for
City facilities to the low bidder, ABM Services, Inc., of Modesto, California, in the amount of
$255,903.16; and
WHEREAS, staff recommends authorizing the City Manager to negotiate options to
extend, to contract for additional services and/or add or delete portions of the contract that are
in the best interest of the City, and to accommodate additions or reductions of space or to
change cleaning frequencies and/or duties.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the two-year contract for janitorial services for City facilities to the low bidder, ABM Services,
Inc., of Modesto, California, in the amount of $255,903.16; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract, contract changes, and extensions.
Dated: June 5, 2013
------------------------------------------------------------------------
------------------------------------------------------------------------
I hereby certify that Resolution No. 2013-96 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held June 5, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
&JOHL
City Clerk
2013-96