Inter-Departmental Correspondence

Department of Public Works



March 12, 2009


March 31, 2009







Honorable Board of Supervisors


James C. Porter, Director of Public Works


Agreement for Janitorial Services in County Owned and Leased Facilities.



Adopt a resolution: 1) authorizing the President of the Board of Supervisors to execute an agreement with Universal Building Services for janitorial services in County owned and leased facilities from April 14, 2009, to June 30, 2012, for an amount not to exceed $1,033,676, and 2) authorizing the Director of Public Works or his designee to execute subsequent amendments which modify the County’s maximum fiscal obligations by no more than $25,000 (in aggregate) and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.



Commitment: Ensure basic health and safety for all.

Goal 7: Maintain and enhance the public safety for all residents and visitors.


Authorizing the execution of the agreement will ensure that the twelve (12) 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.


Performance Measure


FY 2008-09 Actual

FY 2009-10 Target

Percent of customers rating services good or better

New Measure



The existing contracts for janitorial services for the twelve (12) outlying facilities expire in April 2009. A Request For Proposal (RFP) process, as provided in Administrative Memorandum B-1, was followed to select a contractor to provide services for the next three years and two months, which will bring the contract into a cycle that is consistent with the County’s fiscal year. The selection process was based on service levels, cost, and quality. Facilities were grouped into geographic areas with contractors having the option to selecting the number of sections that they proposed to service.


Section 1:

East Palo Alto Municipal Center

Section 2:

Agriculture, Canyon Oaks, Health Services (37th Street building, satellite trailer and 2 mobile units), Public Guardian, Vocational Rehab, Weights & Measures

Section 3:

North County Adult Probation, Safe Harbor Shelter

Section 4:

Half Moon Bay Airport, Pacifica Library, and Sanchez Library



Four proposals were received and two companies were selected by a review committee for interview and negotiation. The review committee is recommending that Universal Building Services (UBS) be selected to provide the service in all four sections. The new contract will result in increased costs for some departments and decreased costs in other department. This is mostly do to inflationary indexing and changes in the amount of square feet serviced. The impacted departments have been notified about the changes.


The contractor has assured compliance with the County's Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.


The resolution and contract has been approved as to form by County Counsel.



The proposed agreement is for three years and two months, and the total cost of the contract will not exceed $1,033,676. This is based on a monthly rate of $27,202, which equates to $326,424 per year. This represents a 19% decrease from the current contract. This is primarily due to the Courts assuming responsibility for the portions of the contract servicing Court facilities.


There will be no additional impact on the County’s General Fund beyond the rent amounts already included in the budgets for the General Fund departments that occupy these facilities.



Exhibit A – Request for Proposal Matrix