City of Culver City, California
Agenda Item Report
Meeting Date: 10/8/2012 Item Number: C-2
CITY COUNCIL AGENDA ITEM: Amendment to the Existing Professional Services
Agreement with Haynes Building Services to Continue Providing Citywide
Janitorial Services.
Contact Person/Dept.: Eric Mirzaian/PW
Phone Number: (310) 253-6410
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [] Date: _______________
Public Notification (E-mail) Meetings and Agendas-City Council (10/04/12) Haynes
Building Services (10/1/2012)
Department Approval:
Charles D. Herbertson (09/27/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/02/12)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (10/04/12)
City Manager Approval:
John M. Nachbar (10/04/12)
RECOMMENDATION:
Staff recommends the City Council approve an amendment to the existing
professional services agreement with Haynes Building Services (HBS) to continue
providing citywide janitorial services for an additional three years with the option to
extend the agreement for an additional two years at the discretion of the Director of
Public Works/City Engineer and Director of Parks, Recreation and Community
Services.
BACKGROUND:
HBS has been providing janitorial services to city facilities since 1995. The facilities
include City Hall, Veterans’ Memorial Building, Public Works Maintenance Yard,
Senior Center, Teen Center, Transportation, Municipal Plunge locker room,
Recreation Buildings, park restrooms and downtown parking structures. Janitorial
needs at the Police Department, fire stations, and Transfer Station are addressed by
City personnel. In addition to providing janitorial services, HBS also provides Event
Service Workers at City Hall, Senior Center and Veterans’ Memorial Building to
assist with special events, as well as, periodic window cleaning at certain facilities.
In 2007, the agreement between the City and HBS expired and a Request for
Proposal (RFP) process was initiated to solicit bids from qualified janitorial services
companies. After evaluating all bids received, Staff determined HBS was the most
responsive and responsible bidder and presented the recommended professional
services agreement to the City Council. The City Council approved a five year City of Culver City, California
Agenda Item Report
agreement between the City and HBS, which recently expired on September 30,
2012.
DISCUSSION:
HBS has presented a proposal to the City for a new three year agreement with an
optional two year extension at the discretion of the Director of Public Works/City
Engineer and Director of Parks, Recreation & Community Services. In their
proposal, HBS agrees to the following price adjustments and service enhancements:
• Reduce the charges for each facility in the contract to 2010 pricing; thus
representing a four percent savings from the current amount.
• The two optional years will increase the contract amount by a mutually agreed
upon amount not to exceed the Consumer Price Index (CPI).
• Provide full window cleaning service at the Senior Center and Transportation
Building annually.
• Increase janitorial services at the Veteran’s Memorial Building and the Plunge
to seven days per week from its current five days per week schedule.
• Donate 50 rectangular and 80 round plastic tables to the Veterans’ Memorial
Building to replace the existing tables. The existing tables are heavy and
have been damaged from years of use. The new tables will become property
of the City.
• Implementation of a new quality assurance process to provide a work-order
type system that will provide a direct link between City staff and HBS staff on
janitorial needs and the means to track such requests. Currently, such
communication is done via email and verbal requests.
The proposed annual contract amount for the first three years would be $522,692.40
compared to the current annual amount of $574,997.40. The proposed four percent
reduction from the current amount is estimated to generate a savings of over
$156,000 (approximately $52,305 per year) during the initial three years of the
proposed agreement. The hourly rate paid for the services of the Event Service
Workers will remain unchanged and the actual savings may vary depending on the
quantity of events that take place at City facilities. The estimated $156,000 in
savings is based on 200 hours of Event Service Worker needs, which is the average
based on historical usage.
Culver City Municipal Code (CCMC) Section 3.07.085 provide exemption from the
formal bidding process for professional services and only require the award of the
contract be based upon competitive quotations from no less than three vendor
contractors whenever practical as determined by the City Manager. Per Section
3.07.085.C.6 of the CCMC, this contract would fall under the category of
professional services, which includes the repair and maintenance of City-owned
buildings. Based upon the fact the City undertook a competitive process in 2007
and the advantages to extending the existing Agreement, the City Manager has
determined that obtaining competitive quotations at this time is not practical. City of Culver City, California
Agenda Item Report
In lieu of conducting another RFP process, staff has determined the proposal by
HBS is highly competitive given the proposed service level increases and
enhancements at a lower cost and is recommending accepting their proposal. The
proposed agreement will enhance current services at a reduced cost and generate
savings to the City’s General Fund over the current contract. The City has
maintained an effective relationship with HBS for 17 years that has resulted in high
cleaning standards at various City facilities and through the years. HBS staff has,
also, been very responsive to staff’s concerns and requests.
FISCAL ANALYSIS:
Funding has been appropriated for Fiscal Year 2012-2013 in various division
budgets to cover citywide janitorial services. Funding is allocated in the Public
Works Building Maintenance budget for City Hall, PW Yard, Veterans’ Memorial
Building, Senior Center, Municipal Plunge and Teen Center. Funding is allocated in
the Parks, Recreation & Community Services Department for the services of the
Event Service Workers and for janitorial services at the recreation buildings and park
restrooms. The Transportation Department has funding allocated for its facility;
while funding is allocated in the Community Development Department budget for the
parking structures.
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Approve an amendment to the existing Professional Services Agreement with
Haynes Building Services to provide citywide janitorial services in the amount of
$522,692.40, plus the cost to provide Event Service Workers at $17.41/hour, for
the initial three years of the proposed agreement; and,
2. Authorize the extension of the agreement for an additional two years at the
discretion of the Director of Public Works/City Engineer and the Director of Parks,
Recreation and Community Services at an agreed upon amount based on the
Consumer Price Index; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: 10/08/12
AGENDA ITEM: Amendment to the Contract with Haynes Building Services
to Continue Providing Citywide Janitorial Services
ATTACHMENTS
Pages
1 Proposal
1-2 HAYNES
SUILDWG SERVICE LL.
September 19, 2012
Senior Marnivantelit Anaiyst
lver City PidD,lic Works Depart:meat
9505 WJetferson trivd,
aihea ;:iity, CA g0232
Rt. aistetvolopxywitlejunritorial Contract
Dear Eric,
Thank you once again. for allowing Haynes Stidding Service, MC to rebid the 4:WWI& janitorial contract
We are proposing the folIowiag far a 3 year mitqcteate4gor. with 2 otm year eptfm.si
? A go farwarti pricing model that reflects the 2010 pricing frOta our lioikting Coutraet (20G7 .184k3). Thi:s pricing model
presents a satiltigsof over $1.$6, -91500 over the 3 year e.xtended contract
• Two additional option years voith ffilltPAlly.agreed incrents not to exceed CPI tbr wagas for workers dedicated no 'the Culver
City account
• ra window cleaning servite -for .the SOior Center end Tran,spornition Eialdirig .one. time per year, Itote, thin -is =reedy not la
the aixting contract
• Outlined Scope& Work Changes proposed the Event Service workers contract to include -verbiage discussed.
• SOW changes to include . 7 day yervIce at the Municip4 Plunge, Meiti.arlai CiVek and Teen Center as well de additinal
changes dismayed. for Senlor Center, Veteran's Memorial Building, anti Teen Center, Strip and wax to remain at +X per year, •
• The donation of SO rectangular (30x72) and so round (6 foot) tables at the Veterans Memorial Onvier to be the property of
Culvarrity.
• implementation of our Tim Quality Assurance sAterit to provide real time QA data of all facilities as welt as tracking and
sdheduling (fa bl-weeldy orltaisfrequenttasks,
• atety; Event workers are not to lift more than 6.0 pounds per safety requirements 2.s defined by their job description. If
employee is required to lift more than 60 pounds Qutotto exceed 120 lbs.), two. employees_will be required for heavy titling,
Attached you will find a roontiny pricing break down detailing the cost savings. for janitorial services,
We look forward to the opportunity to continue our 1.7 year partnership In working with, your team to keep coats down. use high quality
innovative products and equipment and ma i ritnining the highest standard in dealun maintenance. We are certain that we can continue
to provide value to your team. and exceed the service 'levels oFycio r
Siarey
• r Current
City Hall
Monthly Pricing
9,380.40
Public Works and Maintenance Yard 2,856.76
Vete•tall'S Memorial Bldg and Teen Center 5,857.39
SeniOr Center $
7,138.77
Transportation Facility $ 4,815.26
Municipal Plunge (Pool Bldg.) $ 2,761.47
Parks and Recreation
$
2,616.43
$
. 9,872.88
Parking Structures
' $
2,617.09 .
Total $
47,916.45
jEvent Worker Hourly rate
* Calculation assumes 200 hours per week at $17.41/nr.
$17.41
$15,088.67
Total Current Monthly Costi $ 63,005.1 I
Proposed Monthly Pricing
City Hall 9,019.62
Public works and Maintenance Yard
$
2,746.88
Veteran's Memorial Bldg and Teen Center _ 5,632.10
Senior Center
$
. 6,86410
Transportation Facility
h.
4,630.06
Municipal Plunge (Pool Bldg.) $ 2,655.26
Parks and RecreatiOn % 9,493.15
Parking Structures $ 2,516.43
Total $
43,557.70
t
Event Worker Hourly rate
IT
$17.41 $15,088.67
* Calculation assumes 200 hours per week at $17.41/hr.
Total Proposed Monthly CostE 58,64637
3 year proposed savings to Culver City
155,915.00 I
2.
Culver City 07 31 12