Item 7.1 - Award of Contract for Janitorial Svs for City of Poway
AGRND~RPORT SIJMMARY SUPPLEMENTAL MATERIAL DISTRIBUTED 11-13-98
TO: Honorable Mayor and Member of the City Council
FROM: James L. Bowersox, City Mana~
INITIATED BY: Ronald L. Ballard, Interim Director of Public Services
DATE: November 17, 1998
SUBJECT: A ward of Contract for Janitorial Servi...... for City of Poway Fa..i1iti~ and
Appropriatinn of FlInd~
ABSTRACT
On October 22, 1998, the City of Poway opened bids for the purpose of awarding a new janitorial
services contract for the City. Five bidders responded with proposals, three for full service janitorial
services, one for carpet cleaning services, and one for window cleaning services. It is recommended that
the City Council award bid to V.I.P. Janitorial Service as the lowest, responsible and responsive bidder.
With the addition of new facilities and increased level of services for the public pool and smaller office, it
is also recommended that Council approve appropriate of funds in the amount of $10,000.
RNVIRONMF.NTAL RRVTRW
~ This item is not subject to CEQA review.
FISCAL IMPACT
An appropriation from General Fund Reserves of $10,000 to Fund 0409-4114 is required for services for
the balance of fiscal year 1998/99. Sufficient funds have been budgeted within the Community Services
Department, Library Division, Fund 0206, for janitorial services.
ADDITIONAl. PUBI.IC NOTTFTCATION AND CORRRSPONDRNCR
Copies of this report have been mailed to Curt Betz, V.I.P. Janitorial Services.
RRCOMMRNDA TION
It is recommended that the City Council award the City's janitorial services contact for one year, seven
months (beginning December 1, 1998) in the amount of $188,354 to V.I.P. Janitorial Service, approve
the appropriation of additional funds from the General Fund in the amount of $10,000 and to direct staff
to execute the contract documents.
ACTION
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~ AGENDA REPOR'.l.
CITY OF POW A Y
This report is included on the Consent Calendar. There will be no separate discussion of the report prior to approval by the
City CounCil unless members of the Council, staff or public request it to be removed from the Consent Calendar and
discussed separately. If you wish to have this report pulled for discussion, please fill out a slip indicating the report number
and give it to the City Clerk prior to the beginning of the City Council meeting.
TO: Honorable Mayor and Members of the City Council
FROM: James L. Bowersox, City Man~
INITIATED BY: Ronald L. Ballard, Interim Director of Public Services
Patricia S. Nelson, Management Aide ~
DATE: November 17,1998
SUBJECT: A ward of Contract for .Janitorial S..rvi....... for City of Poway
Fadliti..... and Appropriation of FlInd~
BACKGROUND
On June 30, 1998, Action Janitorial Service's contract expired. This contract was extended on
a month-to-month basis until rebidding of the contract took place and the contract was
awarded. With the addition of new facilities requiring maintenance, it was determined that
rebidding the contract would benefit the City.
Notice of Inviting Bids were published in the Poway New. Chieftain on two consecutive
Thursdays - September 21 and October 1, 1998. Fifty-eight contractors were also notified by
mail, including full service janitorial, carpet and window cleaning contractors.
A pre-bid conference was held at the Lake Poway Pavilion on October 8, 1998 to review the
contract document with and answer general questions from nine prospective bidders in
attendance. Following the pre-bid, three addenda were issued - October 9, October 19, and
October 21, 1998.
ACTION: I
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Agenda Report - Award of Contract for Janitorial Services
November 17, 1998
Page 2
FINDINGS
Five bids were received at bid opening which reflected a total cost for 20 months service:
Full Sp.rvi"p' Janitorial
V.I.P. Janitorial Service $194,146.00
Action Janitorial Service 240,000.07
Omusi Cleaning & Maintenance Services 52,760.00
Window np.aning rontTactors
Paneless Window Cleaning $18,030
rarpp.t rlp.aning rontTa"tors
Stanley Steemer $26,959.57
Although it appeared that Omusi Cleaning and Maintenance Service was the low bidder, the
contractor did not bid the entire package. He only bid five of the 29 facilities. Therefore, the
Omusi bid was disqualified.
The qualified bidders, V.J.P., Action, Stanley Steemer, and Paneless were interviewed on
October 28 and 30. Questions included methodology for window and carpet cleaning.
V.J.P.'s responses to these questions were found appropriate for all issues discussed, including
the methods used to clean windows and carpets.
On November 5, 1998, staff met with Curt Betz, V.I.P. Janitorial Service. V.I.P. 's bid
package, including appropriate bid bond, was found complete. Review of their individual
facility matrices found them to also be complete and inclusive of the required amounts for
services, including special services. V.I.P.'s references described them as being consistent
and responsive in their services.
Although all bids were based on 20 months service, the contract will be for 19 months based
on the contract beginning December 1, 1998. The costs associated with 19 months decreased
the bid amount by $5,792 from $194,146 to $188,354.
RNVIRONMRNTAI. RRVIRW
This item is not subject to CEQA review.
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Agenda Report - A ward of Contract for Janitorial Services
November 17. 1998
Page 3
FISCAL IMPACT
An appropriation from General Fund Reserves of $10,000 to Fund 0409-4114 is required for
services for the balance of fiscal year 1998/99. Sufficient funds have been budgeted within the
Community Services Department, Library Division, Fund 0206, for janitorial services.
City facilities.
ADDITIONAL PUBLIC NOTIFICATION AND CORRRSPONDRNCR
Copies of this report have been mailed to Curt Betz, V.I.P. Janitorial Services.
IlRCOMMRNDA TION
It is recommended that the City Council award the City's janitorial services contact for one
year, seven months (beginning December 1, 1998) in the amount of $188,354 to V.I.P.
Janitorial Service, approve the appropriation of additional funds from the General Fund in the
amount of $10,000 and to direct staff to execute the contract documents.
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