COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

December 20, 2002

BOARD MEETING DATE:

January 7, 2003

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Agreement for Janitorial Services at Various County Facilities

Recommendation

Adopt a resolution:

a.

awarding and authorizing agreements with the low bidders for janitorial services at various County facilities; and

b.

authorizing the Director of Public Works to execute agreements for said janitorial services.

Previous Board Action

Approved specifications, authorized the call for bids and set December 10, 2002, as the date to receive bids for janitorial services.

Key Facts

Facilities were grouped into four geographic areas with contractors having the option of selecting the number of areas that they would bid. Seven firms submitted bids for all or some of the areas.

Discussion

We wrote to more than thirty Bay Area firms and advertised in the newspaper to solicit bids for these services. On December 10, 2002, bids were accepted for these services and subsequently referred to this office for checking and recommendation.

The following is a summary of all bids received:

Bidder Name and Address

Area I

Area II

Area III

Area IV

Commercial Custodial Services, Inc.
1097 Memorex Drive
Santa Clara, CA 95050

$181,865.60

$44,111.60

Low Bid

$206,310.00

Low Bid

$38,405.12

Low Bid

Cal Facilities Management Co.
1417 Darryl Drive
San Jose, CA 95130

$174,720

Low Bid

$59,532

$244,848

$46,608

Maintenance Systems Mgmt.
2565 Third Street, Suite 318
San Francisco, CA
94107

$187,200.00

$57,240.00

$268,992.00

$46,920.00

Bay Area Maintenance
P.O. Box 188
Redwood City, CA 94064

$252,000.00

$55,320.00

$278,400.00

$46,800.00

Royal Building Maintenance
82 Nottingham Avenue
Redwood City, CA 94063

$0.00

$57,542.00

$260,472.00

$0.00

Rodel Cleaning Specialist Corp.
90 So. Spruce Avenue, Suite Q.
So. San Francisco, CA 94080

$211,701.12

$0.00

$0.00

$0.00

Pino Building Maintenance
2840 Singing Rain Place
San Jose, CA 95127

$41,800.00
Portion of Area I Only. Not a Responsive Bid.

$0.00

$0.00

$0.00

Commercial Custodial Services, Inc. submitted the lowest bid for Areas II. III., and IV.

Cal Facilities Management Company's proposal was completed with a monthly compensation amount of $7,280 inserted instead of the 24-month total amounts. However, when extended for the two-year term of the Contract they are the lowest bidders in Area I. We believe their inserting the monthly amount was an irregularity and are recommending that the extended price (monthly bid times 24 months) of $174,720 be accepted, and that they be awarded a contract for Area I. Waving of irregularities is provided for in the instructions to bidders for this work.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to provide "responsible, effective and collaborative government," and Goal Number 20, "government decisions are based on careful consideration of future impact rather than temporary relief or immediate gain," as bidding for these services will reduce the cost for County departments paying for these services.

Fiscal Impact

The proposed agreements are for two years with an option by either the bidder or the County to renew for an additional year. We are also recommending that a contingency of $4,000 for Area I and $8,000 for Areas II, III, and IV be included in the agreements to provide for special services as may be requested by Public Works or the tenants of the facilities. The costs would be borne by those requesting special services.

The annualized cost of the proposed contract with Cal Facilities Management for Area I including contingencies is $89,360 ( i.e. ($174,720 + $4,000) divided by 2); and the proposed contract with Commercial Custodial Services for Areas II, III and IV is $148,413.36 (i.e. ($288,826.72 + $8,000)divided by 2); or a total of a not to exceed amount for the two year term of $475,546.72.

Funds are included in the 2002/2003, 2003/2004 budget to cover the cost of the services.

A form of resolution has been approved by County Counsel.