SR - AGR-6225 - CUSTODIAL SERVICES FOR CITY FACILITIESOf Q AGENDA ITEM
May 12, 2015
Ty
TO: Honorable Mayor and
Members of the City Council
THRU: Rick Otto
Interim City Mana
FROM: Joe DeFrancesco
Public Works D' ector
ReviewedNerifie4
City Manager 1
Finance Direct r
►
To Be Presented By: Joe
DeFrancesco
X Cons Calendar
City Mgr Rpts
Council Reports
_ Legal Affairs
Boards /Cmtes
_ Public Hrgs
Admin Reports
Plan/Environ
1. SUBJECT
Award of Contract for Request for Proposal No. 145 -38 to provide Custodial Services for City
Facilities.
2. SUMMARY
The City received eight qualifying bids to the Request for Proposals (RFP). This RFP is to
provide custodial services for City facilities. The selection committee has completed their review
and has ranked Ultimate Maintenance Services, Inc. as the top service provider based on a
comprehensive rating system.
3. RECOMMENDED ACTION
Award an annual contract in a not to exceed (NTE) amount of $530,000.00, per fiscal year, to
Ultimate Maintenance Services, Inc. for custodial services for City facilities for the following
fiscal years; FY 2015 -16, 2016 -17, and 2017 -18. Authorize the Mayor and City Clerk to execute
the necessary documents on behalf of the City of Orange.
4. FISCAL IMPACT
With the approval of the FY 2015 -16 Operating Budget, funds will be budgeted and available in
the following account:
100.5028.51422.00000 Janitorial Services $ 530,000.00
15. STRATEGIC PLAN GOAL(S)
1 b. Provide for a safe community - Provide and maintain infrastructure necessary to ensure
public safety.
ITEM Ala 1 5/12/15
2a. Be a fiscally healthy community - Expend fiscal resources responsibly.
4b) Provide outstanding public service - Provide facilities and services to meet customer
expectations.
6. GENERAL PLAN IMPLEMENTATION
Natural Resources Goal 5.0 Provide recreational facilities and programs that adequately serve
the needs of the residents.
Policy 5.1: Maintain existing City parks at levels that provide maximum recreational benefit.
7. DISCUSSION and BACKGROUND
Request for Proposal (RFP 145 -38) was issued on March 11, 2015 to provide custodial services
for City facilities. On April 16, 2015 the City received eight proposals from the following firms:
• Magic Brite Janitorial
• Ultimate Maintenance Services, Inc.
• Priority Building Services, LLC
• Coastal Building Services
• Merchants Building Maintenance
• DMS Facility Services
• NMS Management, Inc.
• ABM Onsite Services — West, Inc.
A rating panel consisting of members from the City's Public Works Department reviewed the
proposals received. The following selection criteria were listed in the RFP and utilized by the
panel to evaluate the proposals:
• Price (40 points) — based upon the total annual price, plus option items (windows and
carpet cleaning) for the City of Orange.
• Timely Performance (20 points) — response time to client issues, phone calls, re -work
requests, and requests for special cleaning. Company's methodology on covering staff
absences. Number of employees proposed to conduct work outlined in the specifications.
• Experience (20 points) — number of years providing similar services to municipalities of
similar size to Orange. Qualifications and training of employees /day porters.
• References (20 points) — response provided by proposer's references regarding quality of
work and timeliness of work performed. Response from proposer's references regarding
their company's methodology to correct deficiencies and prevent re- occurrences.
In accordance with the above listed selection criteria, the companies were ranked as follows:
1) Ultimate Maintenance Services, Inc.
2) Priority Building Services, LLC
3) Magic Brite Janitorial
ITEM 2 5/12/15
4) Coastal Building Services
5) Merchants Building Maintenance
6) DMS Facility Services
7) NMS Management, Inc.
8) ABM Onsite Services, Inc.
Based upon the selection criteria, the committee unanimously rated Ultimate Maintenance
Services, Inc. as their top scoring firm. Reference checks were conducted with three cities where
Ultimate Maintenance Services, Inc., has been contracted for work. Ultimate Maintenance
Services, Inc. submitted second lowest with a total annual base cost of $495,593.40. Ultimate
Maintenance offered best value based on the selection criteria included in the RFP. The City will
be including additional funds in the contract ($20,000.00) for carpet and window cleaning which
are optional annual services. These services were included as optional bid items and have a set
price based on the awarded bid package. An additional $14,406.60 is included in the agreement to
allow for emergency janitorial services and contingency work. The total agreement is for an annual
NTE amount of $530,000.00.
The initial term of this contract is three years commencing July 1, 2015 and expiring on June 30,
2018 with the option to extend the agreement two additional years at the City's sole discretion.
The initial three -year term will be performed at the base contract pricing. Any subsequent City
approved extensions are subject to an increase based upon CPI with a maximum increase of 2 %.
8. ATTACHMENTS
• Rating Results for RFP No. 145 -38
NAPublic Works\ADNIMADMIMWITHAWAGENDA REPORTS\2015\MAY 12Wgenda Item 145-38 Custodial Services.docx
ITEM 3 5/12/15