Title
Staff Report for a City of San Leandro City Council Resolution to Approve and Authorize the City Manager to Execute Amendment No. 2 to the Non-Professional Services Agreement with Flagship Facility Services, Inc. for Citywide Janitorial Services for $753,888.60 Plus an Amount Not to Exceed $19,269.60 for Additional Unscheduled Services for Fiscal Year 2020-2021 and to Approve an Appropriation of $95,612.20 from the Building Maintenance Fund Unrestricted Fund Balance
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City of San Leandro City Council approve and authorize the City Manager to execute Amendment No. 2 to the Non-Professional Services Agreement with Flagship Facility Services, Inc. and to approve an appropriation of $95,612.20 from the Building Maintenance Fund (fund 687) unrestricted fund balance to 687-18-001-5350.
BACKGROUND
On February 25, 2014, the Public Works Department issued a Request for Proposals (RFP 53282) for citywide janitorial services. Nine firms submitted proposals deemed responsive to the RFP. The nine proposals were ranked by points awarded for the following criteria: adherence to requirements of the RFP (10 points); qualifications, technical competency and similar experience (20 points); total cost proposal for monthly service (25 points); completeness of an operations plan (25 points); references from other local agencies (10 points); and the company’s financial condition (10 points). Total scores varied from a low of 49.4 to a high of 81 points out of 100. Flagship Facility Services, Inc. a San Jose-based company was the firm with the highest score. The initial contract term expired June 30, 2015 and included provisions for annual extensions and price adjustments.
Analysis
If authorized, the City will extend the contract for one additional fiscal year. The contract will be increased by 6.2% to $62,824.05 per month for a total of $753,888.60. The increase includes a Consumer Price Index adjustment of 3.31%, plus estimated (partial year) costs for providing new services at the Boys & Girls Club, South Offices, and Farrelly Pool, which are currently all under construction but planned for reopening during the fiscal year. The contract also includes an additional amount not to exceed $19,269.60 for services that are provided as needed, such as floor waxing and exterior window washing.
The contract services encompass 19 locations, including the City Hall complex, Public Works facilities, all libraries, the Senior Community Center, the Marina Community Center, Parks and Recreation buildings, and the San Leandro Family Aquatic Center. Services also include commercial kitchen cleaning, and monthly upholstered chair cleaning and sanitization at specified facilities.
This amendment will allow staff the additional time to prepare and initiate a comprehensive RFP for a new janitorial services contract in early 2021.
Previous Actions
• Resolution 2014-069 authorizing the City Manager to Execute A Non-Professional Services Agreement with Flagship Facility Services, Inc. for citywide janitorial services for a sum not-to-exceed $543,272 for 2014-2015 with annual extensions subject to CPI adjustment per RFP 53282.
• Resolution 2017-154 authorizing the City Manager to execute a Non-Professional
Services Agreement between the City of San Leandro and Flagship Facility Services, Inc. for Citywide Janitorial Services from November 6, 2017 through June 30, 2019 for not-to exceed amounts of $589,750.08 for 2017-18 and $610,391.33 for 2018-2019.
• Resolution 2019-149 authorizing the City Manager to Execute Amendment No. 1 to the Non-Professional Services Agreement with Flagship Facility Services, Inc. for Citywide Janitorial Services for $709,674.60 plus an amount not to exceed $18,652.20 for additional unscheduled services for fiscal year 2019-2020.
Fiscal Impacts
The amendment to the agreement will cost the City a total of $773,158.20 ($753,888.60 per year plus a not-to-exceed amount of $19,269.60 for additional unscheduled services) for Fiscal Year 2020-2021. The amendment will be funded by a City Council approved appropriation from unrestricted fund balance from the Building Maintenance Fund 687.
Budget Authority
The agreement is for $753,888.60 plus $19,269.60 for Fiscal Year 2020-21 and will be charged to account 687-18-001-5350 (Building Maintenance Fund). Janitorial Services are currently budgeted at $677,546 for Fiscal Year 2020-21. The contract requires additional funding and requests City Council to approve an appropriation of $95,612.20 from the Building Maintenance Fund unrestricted fund balance.
ATTACHMENT(S)
Attachment(s) to Staff Report
• Non-Professional Services Agreement between the City of San Leandro and Flagship Facility Services, Inc. for Citywide Janitorial Services
• Amendment No. 1 to the Non-Professional Services Agreement between the City of San Leandro and Flagship Facility Services, Inc. for Citywide Janitorial Services
Attachment to Related Legislative File
• Amendment No. 2 to the Non-Professional Services Agreement between the City of San Leandro and Flagship Facility Services, Inc. for Citywide Janitorial Services
PREPARED BY: Jennifer Auletta, Deputy Public Works Director