COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

October 25, 2002

BOARD MEETING DATE:

November 12, 2002

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Bids for Janitorial Services at Various County Facilities (Project No. U-0060190)

Recommendation

Adopt a resolution approving specifications and calling for sealed proposals for janitorial services at various outlying County Facilities.

Previous Board Action

Entered into a similar contract in 1996 and 2000.

Key Facts

1.

The existing agreement for janitorial services expires on January 10, 2003.

2.

Our experience has been that it has been cost effective to contract for janitorial services for small outlying facilities.

Discussion

We are recommending that the bid process be used to contract for janitorial services for approximately 14 facilities that are located in various parts of the County. The location of these facilities and their size makes it impractical to use County staff, due to the travel time that would be involved in servicing these facilities.

We are recommending that the contract period be for two years with an option to renew for an additional year by mutual agreement of both the County and the contractor.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to "ensure basic health and safety for all" and Goal Number 7 "maintain and enhance the public safety of all residents and visitors," as providing janitorial services at the outlying facilities will insure the facilities are maintained in a clean and presentable condition for both the public that visits and the employees that are stationed at these facilities.

Fiscal Impact

The estimated cost of the proposed contract is $330,000 per year. Funds are included in the Maintenance Services Division 2002/2003 budget to cover the cost of the contract for the current year and shown in the proposed 2003/2004 Budget as an ongoing expense. The cost of this work is paid for through Facility Maintenance fees that are charged to the Departments occupying these facilities.

A form of resolution has been approved by County Counsel.