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Home My WebLink AboutAgenda Report - April 7, 2004 E-06AGENDA ITEM 1E *4 CITY OF LODI %V COUNCIL COMMUNICATION rm AGENDA TITLE: Adopt Resolution Awarding Contracts for CityWide Janitorial Services to Korean Professional Building Maintenance of Stockton, ServiceMaster Commercial Building Maintenance of Sacramento, and Cleaning Concepts of Lodi MEETING DATE: April 7, 2004 PREPARED BY: Public Works Director RECOMMENDED ACTION: That the City Council adopt a resolution awarding the janitorial services contract to Korean Professional Building Maintenance, of Stockton, ServiceMaster Commercial Building Maintenance, of Sacramento, and Cleaning Concepts, of Lodi, in accordance with the recommendation shown below. BACKGROUND INFORMATION: This project consists of janitorial services for City facilities. Within the past six years, City facilities have grown by an estimated 110,000 square feet, including the addition of the new Police Facility. Growth and changing expectations in the quality of janitorial services indicated a need to update specifications and contract management, which required re -bidding the janitorial services contract. Significant changes to the specifications included the ability to award separate contracts for four different facility groups. Allowing multiple contracts provides opportunities for small firms and on-going competition, plus allows for easier replacement, should a fine not perform. In addition, the bid was structured to allow selection of reduced service levels to reduce the total cost. These changes now allow the City greater flexibility to pursue the highest quality work at the most reasonable cost. Specifications for this project were approved on February 4, 2004. A prequalification process was used, and all eight contractors who applied were qualified. Bids were opened on March 10, 2004, and eight bids were received from the firms listed below. A summary of the bids is shown in Exhibit A. Bidder Location Korean Professional Building Maintenance Stockton Cleaning Concepts Lodi Advanced Property Services Sacramento ServiceMaster Commercial Building Maintenance Sacramento Milton's Maintenance Woodbridge Tee Janitorial and Maintenance Sacramento National Janitorial Service San Jose Jani-King Commercial Cleaning of California, Inc. Sacramento Jani-King and National Janitorial Service failed to include the receipt form for the 2"d addendum, so their bids are considered non-responsive. Jani-King challenged the City regarding this, but the Purchasing Officer confirmed that the bid did not include Receipt of Addendum No. 2 (see Exhibit B). Exhibit A outlines five approaches to awarding this City-wide janitorial services contract among the remaining six bidders. The four facility groups were established considering location, type of use, and frequency and type of cleaning required. In addition, two cleaning schedules were bid — "Standard" and "Reduced". Facility Group A includes the Police Facility and the Library. Group B includes the Civic Center facilities. Group C APPROVED: H. Dixon'Flynn, City CAward2. dm 3/29/2004 Adopt Resolution Awarding Contracts for City -Wide Janitorial Services to Korean Professional Building Maintenance of Stockton, ServiceMaster Commercial Building Maintenance of Sacramento, and Cleaning Concepts of Lodi April 7, 2004 Page 2 includes the Municipal Service Center, Parks and Recreation, White Slough Water Pollution Control Facility, and the Parking Structure. Group D is Hutchins Street Square. The Standard Schedule represents cleaning at the existing frequencies, typically at five days per week, except at the Library, where we are proposing a reduction from seven days per week to five days per week. The facilities that have the highest amount of public use and intense physical demands are the likeliest candidates for this schedule of cleaning. The Reduced Schedule changes the frequency of cleaning, typically from five days per week down to three days per week. The facilities that have less public use and/or are primarily office environments generally fall into this category. Specifically, staff's recommendation is as follows: 1. That the Police Facility and the Library (Group A) be awarded to Korean Professional Building Maintenance on the Standard Schedule because of the number of citizens they serve and operational issues (i.e., 2417 jail, dispatch, and other high -use areas). The existing frequencies at the Police Facility are six days per week for the jail portion and five days per week for the rest of the building. The Library includes a reduction from seven days a week to five days a week. The annual cost is $58,560. 2. That the Civic Center Facilities (City Hall, Court, Camegie Forum, and Finance Department) (Group B) be awarded to ServiceMaster Commercial Building Maintenance on the Reduced Schedule. The annual cost is $25,272. 3. That the Municipal Service Center, Parks and Recreation Facilities, White Slough, and Parking Structure (for Fire Administration) (Group C) be awarded to ServiceMaster Commercial Building Maintenance on the Reduced Schedule. The annual cost is $19,308. 4. That the Community Center at Hutchins Street Square (Group D) be awarded to Cleaning Concepts on the Standard Schedule, Hutchins Street Square recovers its janitorial expense through billing its renters, and the difference between standard and reduced services is only $300 per month. The annual cost is $11,640. 5. Bids for emergency cleaning and call outs were received from all contractors. Those minimum call out and hourly rates are part of the contracts. 6. Window cleaning was also bid as an alternate and will be part of the contracts to be used as needed. The City Council directed staff to reduce janitorial services City-wide in January 2004, as a budget -reduction measure, anticipating annual savings of approximately $26,000. Further significant budget savings are now available by the recommended selection of reduced services and facility group bidding of janitorial services (approximately $60,000 total). Finally, staff requests that the City Council grant the City Manager (within the budget) the authority to adjust cleaning frequencies with any, or all, of these contractors should the reduced schedule of cleaning not prove to be adequate, or to terminate a contract and award to other contractors should a firm, or firms, fail to perform. FUNDING: Requested Appropriation: Not applicable. The money for these service contracts is already budgeted in the operations budgets for the Public Works Department, Electric Utility Department, Transit Division, Parks and Recreation Department, Library, and Hutchins Street Square. The Public Works Facilities Services Division oversees the janitorial contract for the City. Richard C. Prima, Jr Public Works Director Prepared by Dennis J. Callahan, Fleet and Facilities Manager RCP/DJC/pmf cc: Purchasing officer Community Center Director Library Services Director Finance Director Parks & Recreation Director Electric Utility Director Transportation Manager Facilities Supervisor Police Chief Fire Chief CAward2.doc 3(2912G04 Janitorial Services for City Facilities Exhibit A Standard Schedule Lowest Bid per Group GROUP A 1 $ 2,995.00 GROUP B 1 $ 970.00 GROUP C GROUP D $ 138,312.00 $ 2,106.00 Total Annual Cost P.D., Library C.H., Finance, MSC, Parks, W. GROUP B H.S.S. Total Annual Cost GROUP D Group A, D Using Single Carnegie, Slough, Parking $ 970.00 Total Annual Cost Using Single Court Bidder For All Structure Bidder For All Groups Jani-King of Groups Jani-King of California $-4 596:00 $ California $ 2195 $ 4,660.79 94,729-20 82645 $ 426,924.4-2 National Janitorial $-11,704.5 $ 4,523.28 e 348.20 $-4--455-72 Tee Janitorial $ 249,784. Tee Janitorial $ 8,200.00 $ 7,300.00 $ 9,100.00 $ 5,000.00 $ 355,200.00 Milton's Maintenance Maintenance $ 6,900.00 $ 4,750.00 $ 6,840.00 $ 6,850.00 $ 304,080.00 ServiceMaster $ 7,588.00 $ 3,510.00 $ 2,681.00 $ 2,075.00 $ 190,248.00 Advanced Property Services $ 5,107.92 $ 2,276.20 $ 2,097.60 $ 2,219.20 Services $ 6,709.20 $ 2,995.00 $ 2,760.00 $ 2,920.00 $ 184,610.40 Cleanin Concepts $ 6,820.00 $ 4,170.00 1 $ 3,150.00 1 $ 970.001 $ 181,320.00 Korean Building Maintenance $ 3,720.00 $ 2,210.00 $ Maintenance $ 4,880.00 $ 3,120.00 1 $ 4,300.00 1 $ 1,750.00 1 $ 168,600.00 Lowest Bid per Group $ 4,880.00 1 $ 2,995.00 1 $ 2,681.00 1 $ 970.00 Total Annual Cost Using Lowest Bid Per Group $ 138,312.00 Reduced Schedule Lowest Bid per Group $ 3,720.00 1 $ 2,106.00 1 $ 1,609.00 $ 670.00 Total Annual Cost Using Lowest Bid Per Group $ 97,260.00 $ 2,106.00 Total Annual Cost GROUP A GROUP B GROUP C GROUP D Group A, D Using Single $ 970.00 Total Annual Cost $ 114,780.00 Bidder For All Groups Jani-King of California $-4 596:00 $ 4504.37 $ 4,138.66 $----655-.07 $ 94,729-20 National Janitorial $7--609.53 $ 271076 $ 4,80470 �93T.W $ 15,,,, 5.04 Tee Janitorial $ 6,600.00 $ 5,300.00 $ 7,000.00 $ 3,600.00 $ 270,000.00 Milton's Maintenance $ 4,500.00 $ 2,820.00 $ 4,105.00 $ 4,110.00 $ 186,420.00 Advanced Property Services $ 5,107.92 $ 2,276.20 $ 2,097.60 $ 2,219.20 $ 140,411.04 Cleaning Concepts $ 5,410.00 $ 2,910.00 $ 1,980.00 $ 670.00 $ 131,640.00 Korean Building Maintenance $ 3,720.00 $ 2,210.00 $ 3,140.00 $ 1,250.00 $ 123,840.00 ServiceMaster I $ 4,758.00 $ 2,106.00 $ 1,609.00 $ 1,247.00 $ 116,640.00 Lowest Bid per Group $ 3,720.00 1 $ 2,106.00 1 $ 1,609.00 $ 670.00 Total Annual Cost Using Lowest Bid Per Group $ 97,260.00 Recommended Action Reduced Schedule, Groups B,C $ 2,106.00 $ 1,609.00 Regular Schedule, Group A, D $ 4,880.00 $ 970.00 Total Annual Cost $ 114,780.00 BidSurnPres.xls 3/31/2004 Exhibit B MEMORANDUM, Finance Department, Purchasing Division TO: Richard Prima, Public Works Director FROM: Joel Harris, Purchasing Officer DATE: March 19, 2004 SUBJECT: Bid Opening — Janitorial Services — Various City Facilities March 10, 2004 A question has been raised concerning the presence of an Acknowledgement of Receipt of Addendum #2 in a bid submittal from Jani-King of California, Inc., Sacramento, for the City of Lodi Janitorial Services contract for various city facilities. According to a statement by Geri Fiore, the City's Buyer who handled the bid opening on March 10, the Acknowledgement of Receipt of Addendum #2 was not included in Jani-King's binder. The binder contained Jani-King's bid, Acknowledgement of Receipt of Addendum #1, color cutsheets, and a copy of the bid instructions. Ms. Fiore attested that she looked through the binder twice, page by page, and the Acknowledgement #2 was not included. She then read into the record the existence of the only Acknowledgement included, that for Addendum #1, and the respective bid amounts listed by Jani-King. The record reflects that reading. cc: Ruby Paiste, Accounting Manager 03117/2604 17:05 91631549813 JANIKING PAGE 01/15 jaru-King oaf a olifornisA lna Saarawrtento Region 311,7 site: Circle, Smite: 701 Saa;ankento: Calif nTdo 45827 (p%) 364MOO Faxc(916)364-9813 United states Albuquerque AUxAta • Auettrl BaSriaurrc • BetortRoupe Binnw*" Boston • Buffala Chaeleston • Ck[srlotte Oicago • aucirn+ati Cleveland - Galton Columbia • Golunebms Dallas - Days Denver - Detroit Fort worth • Greensboro Greenville / Spartanburg Hampto n Rpsds ffart w;l • Hawaii Houston - Huntaville Indianapolis • Iaekson jacl_svnvillc - xahms City Knoxville • Lea Vegas LvxAngeles • .L=t$villc Madf9on Memphis - lvliarni Milwerikev - MihmOapolis mobile - Nashville Now Jarmy - Nirw Odeens New York • Ceakland Oklahama City • Orlando MLMk1Pbia * Fhoerdx Pittsburgh • Portland PAleighl Durham Rhode Wand Richmond • Sacramento Salt Lake City • sort Aotordo San Diego • San Francisco Seat.Ie - SL Misaisgippi $t- Louie - Tempa Bay Tucson - Tulsa weahlxtGton. D.C. Al"hilaa AWtndia avq k_ Canada kramce G"It WWII RAmg Kong Malaysia Mexico New Zeala�a cc --b '�R ... 4&16 0 t+pnernereial CWprNn9 sarvia@* i// March 17, 2004 Jennifer Perrin City of Lodi Public Works Department RE: Janitorial Services for City Facilities Dear Jennifer: I-3 Please find attached a copy of Amendment 2 of the janitorial services bid. Both amendment i and amendment 2 were signed and included with our bid. I personally signed, placed in proposal, and delivered proposal directly to the City of Lodi. I reviewed our documents with the Clerk as she date stamped our bid. Please find attached copies of emails from Mark Zollo. These emails state that Mr. Zollo originally sent our copy of amendment 2 to Milton's Maintenance on March 5, 2004. It was not until March S, 2004 that Mr. Zollo responded to my email as attached. itis our belief that Jani-King of California, Inc, fairly completed and submitted our bid response, including both amendments on time, and should be awarded this contract. Mic Joni -King of Caiifomia, Inc. Sacramento Region ea J'jJJ 1j ��,�„,� ► i�iill: t,eY 'te i.�j,i5is".: e. �.1� !• rl,h 4rt .. ,. .i! _�, ::. r`i`:i;• ...:iii' ir.lir•h'..p iii,'- -•..-_ ��t ,�� •�i.. .1 ti i`I'i�:tiinliFi itciiy l •'1 �:iAHiiili`r' Yi ' •.• I Y I •;� ,Ali• 03/17/2004 17:05 9163649613 JANIKING PAGE 02/15 CITY OF LOU PUBLIC WORKS DEPARTMENT RECRIPT OF AIDDEW UM PROJECT, JANITORIAL SF_WCI»& FOR CITY FACILITIES Rived from the Clity of Lodi ADMOUM No. 4 to the plats and lana for !hR sbwe mOwenood project Data: `r l�C Z 4-oc �%► �l t�7 ` Ytri� NOM This aclrnewb dQmad musl be sa+brrMad with the Rd Propmal. v A aaa+acar.aoo �� xam 3l km 90:91 MM-,ZZ-aggi 0311712004 17:05 9163649813 CITY OF LODI PUBLIC WORKS DEPARTMENT JANIKING PAGE 03/15 RECEIPT OF ADDENDUM , PROJECT: JANITORIAL SERVICES FOR CITY FACILITIES Received from the City of Lodi ADDENDUM NO. 1 to tht plans -and specifications for the above referenced project. Date: March 1 , 2004 Jami inn lifbrz�ia, Irtc. By Reg nal D ct:c�r NOTE: This acknowiedgrnent must be submitted with the Bid Proposal. AD010kGPTAPc- 2/27/2004 03/17/2004 17:85 9163649813 JANIKING PAGE 04/15 CITY OF LODI PUBLIC WORKS DEPARTMENT ADDENDUM NO. 1 PROJECT: JANITORIAL SERVICES FOR CITY FACILITIES Notice is hereby given that the plans and specifications for the above referenced project have been revised as follows: Section Bid Pra oral: Add Bid Alternate No. 1 by replacing page 3.5 with attached page 3.5 (Reviser!): Bic# Ahern a Na lrtteri W' n : Interior/exterior window cleaning shall be done once per year Please supply a lump sum price for window cleaning for each facility group, Interior partition glazing shall, be considered part of normally scheduled duties and maintained freer of prints, dust, etc. 2. Section 6. Speciai General C_ondition_s: Replace page 6.4 with attatched page 6.4 (Revised) . 3. Answers to questions asked during facility tour, on February 19, 2004- A. Firms with less than five years of experience and demonstrating otherwise satisfactory Qualification Statements will be considered qualified bidders. B. The City paid approximately $167,735 for janitorial services for the fiscal year, 7/1/02- 6130/03. C. Materiats supplied by the City: multi -fold paper towels, toilet paper, toilet seat covers, liquid soap for dispensers, urinal cakes, and feminine sanitary supplies, D. Glazing in the jail shall be maintained as daily work, E. Police. Department gym floor and mirrors shall be maintained as part of daily work. Exercise equipment shall be dusted and wiped down, once per month. F. The Police Department sally port (bus loading garage) shall be swept once per -month, G. Jail mattresses shall be wiped down weekly and on an as -needed basis (accidents, poor inmate hygiene, etc,); H, Questions regarding requirement of a performance, janitorial services, business services or other type of bond, will be answered in the next addendum. L A bid bond, as noted on the cover letter for this project, is not required. J. A qualified blddem list shall be included im the next addendum. Dated: February 27, 2004 Ordered by, ,' 1 , �, 0 Dennis J. Callahan 0,_ Fleet & Facilities Manager ADDENiJan.DQC 7127!2004 03/1712004 17:05 9163649813 JANIKING PAGE 05/15 For Grouas A. B, C, and D Include. L. 2417 Emergency Call -Out Response (1 Hour Response, Applies to All Facility Groups) Minimum Charge Per Call, Per Person Minimum -Charge $100 - 00 and Rate Per Hour, Per Berson Rate Per Hour $1 a _ nn Bid Alternate No;1 interior/Exterior Window Clean! M. Lump Sum price (LS) for each facility group, Group A Interior LS $ -10 sq. ft. Exterior LS $-10 sq , it Group B Interior LS $' 10 sq. ft Exterior LS $ - 10 5 • ft- t-Group GroupC Interior LS $ .10 Sq. ft. Exterior LS $. meq . ft . Group D Interior LS $ .10 sq - ft -Exterior LS $ All representations made herein are true and are made under penalty of perjury. (Attach additional sheets if needed.)The Undersigned is licensed in accordance w9th the laws of the State of California, License No. G.lassification License Expiration Date Federal i Jani- Bidd r ^� Regional Director Title .r I.D. No. 95-375-7393 ornia, ric- bated. arc 20 04 Corporation TYPE OF ORGANIZATION Individual, Partnership or Corporation 3117 Fite Circle Suite 101 Address Sacramento Regional Director (Affix corporate seal if Corporation) ( 91 6,. 364-9800- Telephone 64-4800Telephone J anitodalaoDdsec3l Am 3.5(Revised) OM7104 0311712064 17:65 9163643813 JANIKING 5. Buff floors 6. Descale and dissolve water rings in toilet and urinal bowls H_ Required Monthly Scheduled Duties (in addition to Daily and Weekly Duties) 1. Dust walls, rows of books in open cabinets, and fight fixtures. Remove cobwebs on all interior surfaces and building entrances. Vacuum draperies and blinds. Dust and remove accumulated grime from HVAC registers. I. Required Quarterly Scheduled Duties (in addition to Dally, Weekly, and Monthly Duties) 1. Wash windows, interior and exterior 2. Strip and wax floors J.' Note: Contractor shall perform Weekly, Monthly, and Quarterly Duties during both regular and reduced frequencies of service. Lump Sum prices shall include Weekly, Monthly, and Quarterly Duties for both regular and reduced frequencies of service. 6.4 Materials and Equipment A. City-Fumished Materials 1. Soap for dispensers 2. Paper products for dispensers (toilet paper, hand -towels, and seat covers) 3. Liners for wastebaskets and trash cans 4. Urinal cakes 5. Feminine Sanitary Supplies B. Contractor -Furnished Materials All craning supplies, equipment, ani twls necessary W portgrm work and maintain facilities in a sanitary and satisfactory manner. C. The Contractor shall notify the Facilities Manager 48 hours in advance when materials are needed. The Contractor shall be responsible for all materials furnished to him. The Contractor shall replace lost or damaged materials. Failure to replace lost or damaged materials in a timely manner may result in the City deducting the value of same from the monthly payment. D. ToxWHazardous substance laws and regulations apply. The Contractor shall keep copies. of Material Safety Data Sheets (MSDS) at all locations where these types of materials are stored and used. The Contractor will provide copies to the City upon request by the City's representatives. E. The Contractor shall store all materials and equipment in locations and such a manner consistent with their labels. Janitodal2oo4Soc6.doc 6A(Revised) 277/2004 PAGE 66/15 03/17/2004 17:05 9163649813 JANIKING PAGE 07/15 For Lar ups A. B. C. and D In g e: L. 24/7 Emergency Call -OW Response (1 Hour Ronse, Applies to Ali Facility. Groups) Minimum Charge Per Cali, Per Person and Rate Per Hour, Per Person Minimum Charge $100 .00 Rate Per Hour $14.00 All representations made herein are true and are made under penalty of perjury. (Attach additional sheets if needed.)The Undersigned is licensed in accordance with the laws of the State of California, License No. Classification , License Expiration Date Contracto /Em 1 r I.D. No. 95-375-7393 -King a �l�ornia, Inc.. Dated: Marc r 2� fJ4 r Regional Director Title Corporation TYPE OF ORGANIZATION Individual, Partnership or Corporation 3117 Fite Circle Suite 101 Address Sacramento, Ca 95827 (Affix corporate seat If Corporation) 9�, 364-9800 Telephone JanftdWi2004$e0.Wc 3.5 02117/04 03117'2004 17:95 9163649813 JANIKING PAGE 68/15 CITY OF LOQ] PUBLIC WQRKS DEPARTMENT RECEIPT OF ADDENDUM PROJECT; JANITORIAL SERVICES FOR CITY FACILITIES Roodv®d ftvm the C* of Lodi ADDENDUM NO. 1 to the plans and steam for tho abwe mftrw Dad pm*L Date. May^tAx 4, NoTe; This acknsxwhdgmsnt must be sombed with tte Did Propo". AMRO"An es.� i 93/17/2094 17:95 9163549813 JANIKING PAGE 09/15 CITY OF LODI PUBLIC WORKS DEPARTMENT RECEIPT OF ADDENDUM PROJECT, CITY OF I.ODi —JANITORIAL SERVICES FOR CITY FACILITIES Received from the City of Lodi ADDENDUM NO. 2 t the pla nd specifications for the above referenced project. Dater fr.. s P - Sy_ �-�LCi� NOTE: This acknowledgment must be submitted with the Bid Proposal_ ADOI ACPT.doc W512OD4 03/17/2004 17:05 9163649813 CITY OF LODI PUBLIC WORKS DEPARTMENT JANIKING PROJECT: JANITORIAL SERVICES FOR CITY FACILITIES ADDENDUM NO. 2 PAGE 10/15 Notice is hereby given that the plans and specifications for the above referenced project have been revised as foiiows: in response to additional questions asked by bidders: 1. Addendum No. 1, Revision 3. B: Does not Include the estimated cost for janitorial services for the new police facility. Adjusting for the deletion of service in the old facility and addition of service for the new faculty adds an estimated $3,300.00 per month ($39,600.00 for fisdal year 2003-2004) to the annual post the City pays for janitorial service. 2. 2.900 Contract Bonds: A Janitorial Services Bid Bond (Business Services Bond) that bonds against theft and dishonesty by the Contractor's employees in the amount of $100,000.00 is required for the duration of the contract. 3. State of California minimum wage requiroments per California Labor Code apply. 4. Facility entrances shall'be maintained (swept, free of trash, etc.) as a part of daily duties. 5. Section 5, DescriRtion of Mork: Replace page 5.1 with attached page S.1 {Revised}. Add Facilities Services Office to Group B, Item C. Add the cost of this work to Group B, Item C, (City Hall) in the )aid Proposal (Section 3). 6. Qualified Bidders List: a. Korean Professional Building Maintenance b_ Advancer! Property Services c. TEE Janitorial d. Service Master Commercial Building Maintenance e. JaniKing of Caiifernia f. Cleaning Concepts 9. National Janitorial Services Dated: March 6, 2004 Ordered by: Dennis J. Ilahan Fleet & Facilities Manager Stockton Sacramento Sacramento Sacramento Sacramento Lodi San Jose ADDEN2Jan.D00 315/2004 03/1712004 17:06 9163649813 JANIKING PAGE 11115 JANITORIAL SERVICES FOR CITY FACILITIES SECTION 5 GENERAL CONDITIONS 5.1 DESCRIPTION OF WORK The Contractor shall furnish all labor, equipment, and other services necessary for the complete janitorial maintenance, in accordance with the provisions of this agreement, for the following City of Lodi facilities, Group A A. Lodi Police Department, 215 West Elm Street. Approximately 46,000 square feet, including a 6,200 square foot jail. Includes restrooms, kitchens, locker/shower areas, and public lobby, B. Library, 201 West Locust Street. Approximately 27,000 square feet. Includes restrooms, kitchenette and public lobby. Group 8 C. City Hall, 221 West Pine Street. Approximately 12,000 square feet. Includes restrooms, breakroom, public lobby, and the Facilities Services Office located behind City Hall which is approximately 275 square feet. D. Finance Department, 300 West -Pine Street. Approximately 8,500 square feet, Includes restrooms, breakroom, and public lobby. E_ Lodi Court f#1, 230 West Elm Street. Approximately 4,500 square feet. Includes restrooms, breakroom, and areas of wood paneling. F. Carnegie Forum, 305 West Pine Street_ Approximately 9,500 square feet. Includes Council Chambers, restrooms, and kitchenette, Group C G. Lodi Station Parking Structure, 25 East Pine Street. Approximately 2,800 square feet_ Includes Fire Administration offices only, two elevators, and restrooms. H. Barks & Recreation (Administration Offices, Annex, Staff Areas,), 125 North Stockton Street. Approximately 7,100 square feet. Includes restrooms, locker room, and rental hall, 1. Municipal Service Center (Public Works, Electric Utility, Purchasing, Animal Shelter office, including modular facilities), 1331 South Hang Lane. Approximately 12,400 square feet. Includes restrooms, kitchenettes, locker rooms, conference rooms. J. White Slough Water Pollution Control Facility (Administration and staff offices, lunchroom, men's and women's locker rooms), 12751 North Thornton Road. Approximately 4,000 square feet. Includes restrooms, locker rooms, •breakroom, and laboratory. Jan itoriat2004SOC8,doe 5.1 (Revised) WV2004 03/17/2004 17:05 9163649813 JANIKING PAGE 12/15 Page 1 of l Michael Fruci From: "Mark Zollo" <rnzolk:*fodl.gov> To: "Michael Fruci" <mfrucI jsniking.nep Sent: Monday, March 08, 2004 4:32 PM There is a mistake in Addendum No. 2, item 2. Please omit the texnA "bid" used in describing the Janitorial Services Bond (Business Services bond). Mark Zollo Facilities Services Supervisor Public Works City of Lodi 221 W. Pine St. Lodi, CA 95240 209.333-68000 x2692 209-333-6710 fax 3117104 03117/2004 17:05 9163649813 JANIKING Michael Fruci From: "Marls Zollo" <mzolloQlodi.gov;* To. "Michael Fruci" <mfruciOjaniking.net> Sent: Friday, March 05, 2004 2:08 PM Subject: Milton's Maintenance PAGE 13115 Page 1 of 1 Please be advised that Milton's Maintenance is considered qualified to bid for the City of Lodi, Janitorial Services for City Facilities contract. Marr ,Zollo Facilities Services Supervisor Public Works City of Lodi 221 W. Pine St. Lodi, CA 95240 209-333-6800, x2692 209-333-6710 fax 3/17104 0311712004 17:05 9153549813 JANIKING PAGE 14115 Page 1 of 2 Michael Fruci From; "Marls Zolb" <mznlloQlodl.gov> To: "Michael l=rucr-emfruci0janlldn9.net> Sent: Friday, March 45, 2004 3.38 PM Subject: RE: Milton's Maintenance Mir. Fruci, Per our discussion yesterday: Addendum #2 has been sent and JaniKing is a qualified bidder. Mark Zollo Facilities Services Supervisor Public Works City of Lodi 221 W. Pine St. Lodi, CA 95240 209-333-6800, x2692 209-333-6710 fax -----Original Message ----- From: Michael Fruci [mai,lto:mfruei@Janiking.net] Sent. Friday, March 05, 2004 2:55 PM To: Mark Zollo Subject: Re: Milton's Maintenance I still have not seen any infonnation regarding Jani-King being authorized and pre -qualified. ,_--- Original Message �- From: "Mark Zollo" <mzoUkWodijw> To: "Michael Fruci" <m funda 'aniki,ngmp Sent: Friday, March 05, 2004 2:08 PM Subject: Milton's Maintenance :Please be advised that Milton's Maintenance is considered qualified to bid .for the City of Lodi, Janitorial Services for City Facilities contract. 3/17/04 03/17/2004 17:05 9163649813 JANIKING Mark Zolfo Facilities Services Supervisor Public Works City of Lodi 221 W. Pine St. Lodi, CA 95240 209-333-6800, x2692 209-333-6710 fax PAGE 15/15 Page 2 of 2 3/17/04 i A* . . . 6 1"0 WHEREAS, in answer to notice duly published in accordance with law and the order of this City Council sealed bids wer a received and publicly opened on March 10, 2004, at 11:00 a.m. for City-owide janitorial services described in the specifications therefore approved by the City Council on February 4, 2004; and WHEREAS, said bids have been compared, checked, and tabulated and a report thereof filed with the City Manager as shown on Exhibit A attached hereto. WHEREAS, two bidders, JaniKing and National Janitorial Service failed to include the receipt form for the 2nd addendum, and therefore their bids are considered non-responsive; and WHEREAS, the City Manager recommends award of the bids for City-wide janitorial services be made to the lowest responsible bidders, Korean Building Maintenance, of Stockton; Service Master, of Sacramento; and Cleaning Concepts, of Lodi, California, in the amounts shown on Exhibit A attached. NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that the award of the bids for City-wide janitorial services be and the same is hereby awarded to the lowest responsible bidders, Korean Building Maintenance, of Stockton; Service Master, of Sacramento; and Cleaning Concepts, of Lodi, CA, in the amounts shown on Exhibit A attached. Dated: April 7, 2004 I hereby certify that Resolution No, 2004-54 was passed and adopted by the City Council of the City of Lodi in a regular meeting held April 7, 2004, by the following vote: AYES: COUNCIL MEMBERS — Beckman, Hitchcock, Howard, Land, and Mayor Hansen NOES: COUNCIL MEMBERS — None ABSTAJN.- COUNCIL MEMBERS — None SUSAN J. BLACKSTON City Clerk Janitorial Services for City Facilities Exhibit A Standard Schedule Lowest Bid per Group GROUP A 1 $ 2,995.00 GROUP B 1 $ 970.00 GROUP C GROUP D $ 138,312.00 $ 2,106.00 Total Annual Cost P.D., Library C.H., Finance, MSC, Parks, W. GROUP B H.S.S. Total Annual Cost GROUP D Group A, D Using Single Carnegie, Slough, Parking $ 970.00 Total Annual Cost Using Single Court Bidder For All Structure Bidder For All Groups Jani-King of Groups Jani-King of California $-4 596:00 $ California $ 2195 $ 4,660.79 94,729-20 82645 $ 426,924.4-2 National Janitorial $-11,704.5 $ 4,523.28 e 348.20 $-4--455-72 Tee Janitorial $ 249,784. Tee Janitorial $ 8,200.00 $ 7,300.00 $ 9,100.00 $ 5,000.00 $ 355,200.00 Milton's Maintenance Maintenance $ 6,900.00 $ 4,750.00 $ 6,840.00 $ 6,850.00 $ 304,080.00 ServiceMaster $ 7,588.00 $ 3,510.00 $ 2,681.00 $ 2,075.00 $ 190,248.00 Advanced Property Services $ 5,107.92 $ 2,276.20 $ 2,097.60 $ 2,219.20 Services $ 6,709.20 $ 2,995.00 $ 2,760.00 $ 2,920.00 $ 184,610.40 Cleanin Concepts $ 6,820.00 $ 4,170.00 1 $ 3,150.00 1 $ 970.001 $ 181,320.00 Korean Building Maintenance $ 3,720.00 $ 2,210.00 $ Maintenance $ 4,880.00 $ 3,120.00 1 $ 4,300.00 1 $ 1,750.00 1 $ 168,600.00 Lowest Bid per Group $ 4,880.00 1 $ 2,995.00 1 $ 2,681.00 1 $ 970.00 Total Annual Cost Using Lowest Bid Per Group $ 138,312.00 Reduced Schedule Lowest Bid per Group $ 3,720.00 1 $ 2,106.00 1 $ 1,609.00 $ 670.00 Total Annual Cost Using Lowest Bid Per Group $ 97,260.00 $ 2,106.00 Total Annual Cost GROUP A GROUP B GROUP C GROUP D Group A, D Using Single $ 970.00 Total Annual Cost $ 114,780.00 Bidder For All Groups Jani-King of California $-4 596:00 $ 4504.37 $ 4,138.66 $----655-.07 $ 94,729-20 National Janitorial $7--609.53 $ 271076 $ 4,80470 �93T.W $ 15,,,, 5.04 Tee Janitorial $ 6,600.00 $ 5,300.00 $ 7,000.00 $ 3,600.00 $ 270,000.00 Milton's Maintenance $ 4,500.00 $ 2,820.00 $ 4,105.00 $ 4,110.00 $ 186,420.00 Advanced Property Services $ 5,107.92 $ 2,276.20 $ 2,097.60 $ 2,219.20 $ 140,411.04 Cleaning Concepts $ 5,410.00 $ 2,910.00 $ 1,980.00 $ 670.00 $ 131,640.00 Korean Building Maintenance $ 3,720.00 $ 2,210.00 $ 3,140.00 $ 1,250.00 $ 123,840.00 ServiceMaster I $ 4,758.00 $ 2,106.00 $ 1,609.00 $ 1,247.00 $ 116,640.00 Lowest Bid per Group $ 3,720.00 1 $ 2,106.00 1 $ 1,609.00 $ 670.00 Total Annual Cost Using Lowest Bid Per Group $ 97,260.00 Recommended Action Reduced Schedule, Groups B,C $ 2,106.00 $ 1,609.00 Regular Schedule, Group A, D $ 4,880.00 $ 970.00 Total Annual Cost $ 114,780.00 BidSurnPres.xls 3/31/2004 CITY COUNCIL LARRY D. HANSEN, Mayor JOHN BECKMAN Mayor Pro Tempore SUSAN HITCHCOCK EMILY HOWARD KEITH LAND CITY OF LODI PUBLIC WORKS DEPARTMENT CITY HALL, 221 WEST PINE STREET P.O. BOX 3006 LODI, CALIFORNIA 95241-1910 (209) 333-6706 FAX (209) 333-6710 EMAIL pwdept@lodi.gov http:%lwww.lodi.gov April 1, 2004 Korean Professional Building Maintenance, 957-6402 Cleaning Concepts, 369-7813 Advanced Property Services, (916) 453-2955 ServiceMaster Commercial Building Maintenance, (916) 575-1635 Milton's Maintenance, 367-8867 Tee Janitorial and Maintenance, (916) 455-6099 National Janitorial Service, (408) 441-6230 Jani-King Commercial Cleaning of California, Inc., (916) 364-9813 H. DIXON FLYNN City Manager SUSAN J. BLACKSTON City Clerk b. STEVEN SCHWABAUER Interim City Attorney RICHARD C. PRIMA, JR. Public Works Director VIA FAX (5 Pages) SUBJECT: Adopt Resolution Awarding Contracts for City -Wide Janitorial Services to Korean Professional Building Maintenance of Stockton, ServiceMaster Commercial Building Maintenance of Sacramento, and Cleaning Concepts of Lodi Enclosed is a copy of background information on an item on the City Council agenda of Wednesday, April 7, 2004. The meeting will be held at 7 p.m. in the City Council Chamber, Carnegie Forum, 305 West Pine Street. This item is on the consent calendar and is usually not discussed unless a Council Member requests discussion. The public is given an opportunity to address items on the consent calendar at the appropriate time. If you wish to write to the City Council, please address your letter to City Council, City of Lodi, P. 0. Box 3006, Lodi, California, 95241-1910. Be sure to allow time far the mail. Or, you may hand -deliver the letter to City Hall, 221 West Pine Street. If you wish to address the Council at the Council Meeting, be sure to fill out a speaker's card (available at the Carnegie Forum immediately prior to the start of the meeting) and give it to the City Clerk. If you have any questions about communicating with the Council, please contact Susan Blackston, City Clerk, at (209) 333-6702. If you have any questions about the item itself, please call Dennis Callahan, Fleet and Facilities Manager, at (209) 333-6800, extension 2690. Richard C. Prima, Jr. Y' Public Works Director RCPlpmf Enclosure cc: City Clerk NCAWARD2.DOC