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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Department of Public Works
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DATE:
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March 21, 2006
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BOARD MEETING DATE:
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April 4, 2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Neil R. Cullen, Director of Public Works
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SUBJECT:
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Agreements for Janitorial Services in County Owned and Leased Facilities
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Recommendation
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Adopt a resolution authorizing the Director of Public Works to execute three-year agreements with Universal Building Services and Twin III Building Maintenance Company for janitorial services in County owned and leased facilities.
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Vision Alignment
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Commitment: Ensure basic health and safety of all.
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Goal 7: Maintain and enhance the public safety of all residents and visitors.
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Authorizing of the Director of Public Works to execute the agreements will ensure that the thirteen (13) County owned and leased facilities that have janitorial services provided by contract, are cost effectively maintained in a clean and safe condition for the benefit of both the employees and the public who use these facilities.
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Background
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The existing contracts for janitorial services for the thirteen (13) outlying facilities expire in April 2006. A Request For Proposal (RFP) process, as provided in Administrative Memorandum B-1, was followed to replace these contracts and was based on service levels and quality concerns. Facilities were grouped into geographic areas with contractors having the option to selecting the number of sections that they proposed to service.
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The thirteen (13) facilities were grouped into four (4) sections:
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Section 1:
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East Palo Alto Municipal Center
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Section 2:
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Agriculture, Weights & Measures, Public Guardian, Records Warehouse, and Canyon Oaks buildings
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Section 3:
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Central Courts, Mental Health in San Mateo, Vocational Rehab, and Safe Harbor Shelter
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Section 4:
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Half Moon Bay Airport, Pacifica Library, and Sanchez Library
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A summary of the RFP process used is attached as Exhibit “A”.
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Discussion
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Seven (7) proposals were received and three (3) companies were selected by a review committee for interview and negotiation. The review committee interviewed the three companies and have recommended that Twin III Building Maintenance Company (Twin III) and Universal Building Services (UBS) be selected to provide the following services:
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Section 1
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Section 2
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Section 3
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Section 4
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Total Monthly Cost
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Twin III
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$2,654.00
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$2,654.00
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UBS
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$7,341.00
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$2,248.00
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$ 9,677.00
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$19,266.00
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Total
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$21,920.00
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We have also determined that both companies comply with the equal benefits and jury duty pay provisions of the County Ordinance Code.
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A resolution has been approved as to form by County Counsel.
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Fiscal Impact
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The proposed agreements are for three years and the annual cost of the contracts will not exceed $263,040 which includes the base cost of $231,192 per year ($693,576 for the three-year term) for USB and $31,848 per year ($95,544 for the three-year term) for Twin III. The entire contract amount for a three-year period is $789,120. Funding is available to cover the contract costs from the Department of Public Works’ Facilities Division budget, and an appropriation will be included in future Facilities Services Division budgets as an ongoing expense. The cost of this work is paid for through Facility Maintenance fees that are charged to the Departments occupying the facilities.
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The impact to the General Fund is through the facility charges that are paid for by General Fund supported County departments.
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