PREPARED BY: CHIARA HANNA DATE OF MEETING: 04/15/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A MAINTENANCE AND TRADE SERVICES AGREEMENT WITH JASON ORTIZ DBA TRIPLE J MAINTENANCE FOR JANITORIAL SERVICES FOR PUBLIC OUTDOOR PARK RESTROOMS IN AN AMOUNT NOT TO EXCEED $36,706 PER FISCAL YEAR, AND A TOTAL AUTHORIZATION AMOUNT NOT TO EXCEED $176,345 OVER THE FIVE-YEAR TERM
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
The award of this agreement is not contained in the City Council’s Priority Work Plan but is necessary for ongoing operations and providing better customer services for the City of San Pablo.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
Janitorial service is an essential service needed to keep public outdoor restrooms in City parks neat, clean, and in sanitary condition. The Public Works Maintenance Division contracts out this service for cost effectiveness.
Rumrill Sports Complex, Davis Park, and Wanlass Park restrooms need janitorial services and will be serviced under the terms of the proposed agreement.
On February 8, 2024, staff advertised a Request for Qualifications (RFQ) for janitorial services for these City parks. Proposals for the five-year maintenance and trades contract were due on March 7, 2024. Contractors’ proposals were evaluated based on understanding of the work, experience with similar work, references, and local subcontracting/employment approach, and completeness of the proposal as well as their ability to follow the instructions provided in the RFQ.
The proposals were evaluated as follows:
|
Contractor |
Completeness (P/F) |
Understanding of Work (30) |
Experience with Similar Work (30) |
References (20) |
Local (20) |
TOTAL |
|
Kleen-Tech |
P |
30 |
30 |
20 |
5 |
85 |
|
Premier Property Preservation |
P |
30 |
25 |
20 |
10 |
85 |
|
Titan Commercial Cleaning Services |
F |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Triple J Maintenance |
P |
30 |
30 |
20 |
20 |
100 |
Staff deemed Triple J Maintenance (Triple J) as the best qualified. Triple J received the highest overall score based on the evaluation criteria and has previously served the City for several years. Staff recommends Triple J to provide janitorial services for public outdoor restrooms in City parks for Fiscal Year 2023/24 through Fiscal Year 2028/29. Under the terms of the agreement, the City may terminate the five-year agreement at any time for convenience.
FISCAL IMPACT
Funds for the proposed janitorial services agreement for the remainder of Fiscal Year 2023/24 in an amount not to exceed $6,315 are available in the adopted Fiscal Year 2023/24 Street Lighting and Landscaping District operating budget for professional services.
The fiscal impact for the five-year agreement is outlined in the table below.
Janitorial Services Outdoor Park Restrooms - Triple J Maintenance Agreement
|
Description |
Fiscal Year |
Number of Months |
Account Code |
Amount |
|
PW FY2023/24 SLLD Operating Budget |
FY2023/24 (May 2024 through June 2024) |
2 |
237-3610-43600 |
$6,314.98 |
|
PW FY2023/24 SLLD Operating Budget |
FY2024/25 |
12 |
237-3610-43600 |
$33,105.96 |
|
PW FY2023/24 SLLD Operating Budget |
FY2025/26 |
12 |
237-3610-43600 |
$34,264.68 |
|
PW FY2023/24 SLLD Operating Budget |
FY2026/27 |
12 |
237-3610-43600 |
$35,463.92 |
|
PW FY2023/24 SLLD Operating Budget |
FY2027/28 |
12 |
237-3610-43600 |
$36,705.16 |
|
PW FY2023/24 SLLD Operating Budget |
FY2028/29 (July 2028 through April 2029) |
10 |
237-3610-43600 |
$30,489.66 |
|
TOTAL |
$176,344.36 |
Funding for Fiscal Year 2024/25 through Fiscal Year 2028/29 is subject to future budget approval by City Council.
ATTACHMENTS
Att A - Resolution
Att B - Request for Qualifications Janitorial Services Dated 2/8/24
Att C - Triple J Maintenance Proposal
Att D - Triple J Maintenance Draft Agreement