City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council authorize extending existing agreements
between the City and Haynes Building Services, Inc. (Haynes) for janitorial services
at various City facilities through September 30, 2007. These agreements include
janitorial services at City Hall, Public Works Maintenance Yard, Transportation
Facility, Senior Center, Veteran’s Memorial Building, and Parks & Recreation
Buildings (park restrooms and recreation facilities); the services of event workers at
the Senior Center and Veteran’s Memorial Building, and the steam cleaning and use
of event workers at City Hall. These agreements are currently set to expire on
November 30, 2006. Additionally, Haynes will continue to provide janitorial services
for the Pool Building and Transfer Station on a month-to-month basis until
September 30, 2007.
The date of September 30, 2007 is the same expiration date of separate agreements
with Haynes for janitorial and steam cleaning services at the Ince, Watseka and
Cardiff parking structures, as well as, for steam cleaning of the Downtown Plaza,
Paseo Walkway, and Main Street. Prior to September 30, 2007, Staff will research
the feasibility of consolidating all of the above mentioned agreements into a single
agreement and scope of service and will bring back a recommendation to the City
Council.
BACKGROUND:
In 1995, the City entered into an agreement with Haynes for janitorial services at
City Hall. In the subsequent years, the City entered into separate agreements with
Haynes for janitorial services at all other City facilities. The table below provides a
summary of the agreements between the City and Haynes:
Meeting Date: October 23, 2006 Item Number: A-9
AGENDA ITEM: Authorization to Extend the Existing Agreement with Haynes
Building Services, Inc. Through September 30, 2007 for Janitorial Services at
Various City Facilities
Contact Person/Dept.:
Eric Mirzaian
Public Works-Maintenance Operations
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [x] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: []
Public Notification: Master Notification List on 10/18/2006; Haynes Building Services,
Inc. on October 16, 2006
Department Approval:
Charles D. Herbertson (10/12/2006)
City Manager Approval:
Jerry B. Fulwood (10/18/2006)
City Controller Approval:
Mary V. Noller (10/18/2006)City of Culver City, California
City Council Agenda Item Report
Facility Service(s) Cost Frequency Expiration
*City Hall Janitorial $8,096.07/mo 5 days/wk 11/30/06
*City Hall Steam cleaning Not to exceed $7,000 On call 9/7/2006
*City Hall Event workers Not to exceed $7,000 On call 9/7/2006
*PW Yard Janitorial $2,357.01/mo 5 days/wk 11/30/06
*Transportation Janitorial $4,547.05/mo 5 days/wk 11/30/06
*Senior Center Janitorial $6,225.96/mo 7 days/wk 11/30/06
*Senior Center Event workers $15.42/hour 7 days/wk 11/30/06
*Vet’s Memorial Janitorial $6,560.50/mo 7 days/wk 11/30/06
*Vet’s Memorial Event workers $15.42/hour 7 days/wk 11/30/06
*P&R Buildings Janitorial $6,672.82/mo 7 days/wk 11/30/06
Downtown Plaza Steam cleaning $960.00/mo monthly 9/30/07
Ince Parking Janitorial $1,957.00/mo 3 days/wk 9/30/07
Ince Parking Steam cleaning $4,700.00/mo Quarterly 9/30/07
Cardiff Parking Janitorial $1,065.75/mo 2 days/wk 9/30/07
Cardiff Parking Steam cleaning $2,700.00/mo Quarterly 9/30/07
Watseka Prkg Janitorial $565.00/mo 1 day/wk 9/30/07
Watseka Prkg Steam cleaning $2,250.00/mo Quarterly 9/30/07
Paseo Walkway Steam cleaning $240.00/mo Quarterly 9/30/07
Main Street Steam cleaning $960.00/mo Quarterly 9/30/07
Pool Building Janitorial $1,579.34/mo 2 days/wk month-month
Transfer Station Janitorial $1,390.00/mo 5 days/wk month-month
* Agreements that will be extended via this staff report pending Council approval
Staff is recommending the agreements that expire on November 30, 2006 be
extended until September 30, 2007 to make all the city-wide agreements with
Haynes terminate at the same time. Prior to September 30, 2007, Staff will look into
several options of consolidating these agreements into one scope of service in
anticipation of receiving an overall cost savings through economies of scale and
improving efficiency of contract administration. These options will include entering
into a new agreement with Haynes or conducting a competitive bid process based
on Council’s direction.
DISCUSSION:
Throughout the years, Haynes has provided the City with efficient janitorial services
and prompt responses to any services modifications requested by City staff.
Therefore, Staff is comfortable in recommending the short-term contract extensions
for janitorial and/or steam cleaning services of City Hall, Public Works Yard, City of Culver City, California
City Council Agenda Item Report
Transportation Facility, Senior Center, Veteran’s Memorial Building and the Parks
and Recreation Buildings.
FISCAL ANALYSIS:
Haynes has agreed to charge the same rates referenced in the summary table under
the “Background” section of this report through September 30, 2007 on the condition
that the scope of work remain unchanged.
Charges throughout the extension period will continue to be made to the following
accounts:
City Hall 10163200.619800 (Building Maintenance Division)
Public Works Yard 10163200.619800 (Building Maintenance Division)
Transportation Facility 30868900.619800 (Equip. Maint./Fleet Svcs Division)
Senior Center 10163200.619800 (Building Maintenance Division)
Vet’s Memorial 10163200.619800 (Building Maintenance Division)
P&R restrooms/facilities 10133100.619800 (Parks Division)
ATTACHMENTS:
None.
MOTION:
That the City Council:
1. Authorize extending the existing agreement with Haynes Building Services,
Inc. for janitorial services at City Hall, PW Building, Transportation Facility,
Senior Center, Veteran’s Memorial Building and the Parks & Recreation
Buildings effective December 1, 2006 through September 30, 2007 at the
rates indicated in this staff report.
2. Authorize the City Attorney to prepare the necessary documents and
authorize the City Manager to execute the documents on behalf of the City.